The document provides information about AIESEC in Hyderabad's information management and operations structures and processes. It outlines the purpose, operating structure, team composition and focus areas of the information management and operations portfolios. It also includes details on continuous projects around knowledge management, process optimization, key success factors and metrics. The vision is to communicate and co-create global leaders, while the mission is to make AIESEC Hyderabad process-oriented for members' integrated development experiences.

1. Information
Management and
Operations
AIESEC in Hyderabad

2. Consider Ford

3. AIESEC 2015 Goals
Year GIP GIP GCDP GCDP TMP TLP
OGX ICX ICX OGX
2011 200 1000 2000 900 7000 2200
2012 350 1300 2600 1600 12000 3500
2013 550 1900 3500 2200 20000 6000
2014 1000 2800 5000 2900 30000 9000
2015 1300 3500 6200 3500 38000 12000

4. Purpose
• Information management (IM) is the collection and management of
information from one or more sources and the distribution of that
information to one or more audiences
• Operations is an area of management concerned with overseeing,
designing, and controlling the processes redesigning them.
It involves the responsibility of ensuring that business operations are
efficient in terms of using as few resources as needed, and effective in
terms of meeting customer requirements.

5. Operating Structure
VP IM and
Operations
IM Cell TL IM
ICX OGX TM KM IT IC

6. Team Composition
Designation Job Purpose
To Manage guidelines and procedures in the needed To assure the sustainability of knowledge
Knowledge Management
information for the Knowledge Management and proficiency of the local entity
To admin and support all IT resources in your local
entity. Also to develop new IT tools after approbation of
To manage IT tools and educate
MC VP IM in order to avoid spend unnecessary of
members in the usage of them to
Information Technology resources increase the LC productivity and
operational growth
To resolve all issues about accessibility and other
problems of MyAIESEC.net platform in your local entity
Design and management of internal communications
To manage the Internal communication
channels channels and digital culture in a way all
Internal Communication the members of the LC have access to
the necessary information to run
To admin the organizational climate & culture
operations efficiently
management

7. Team Composition
Designation Job Purpose
To administer and organise the operations and
consequent changes to be brought about in
Trainee and Client Relation Management through To manage and develop tools and educate
ICX (Dual Role) the MLM members in the usage of them to increase the LC
productivity and operational growth in ICX
To drive functional changes into MB of ICX
Portfolios
To administer and organise the operations and
consequent changes to be brought about in To manage and develop tools and educate
OGX (Dual Role) Stakeholder Management through the MLM. members in the usage of them to increase the LC
To drive functional changes into MB of OGX productivity and operational growth in OGX
Portfolios
To administer, track and facilitate growth of To support and manage TMP/TLP on myaiesec.net
TM (Dual Role)
Talent/AM in LC present in TMP/TLP and to boost TM-IM operations

8. Focus Areas
National Focus Areas:
AIESEC.in
Discover India / NPS
LEAD Workshops
Alumni Tracking and Engagement
PODIO

9. Focus Areas
LC Focus Areas:
Podio
Knowledge Management through Member Education
Process Evolution and Optimization
Effective Knowledge Capture
Content Driven Virtual Spaces

10. Projects

11. Podio
Podio supplies a web-based platform for organizing team
communication, business processes, data and content in project
management workspaces.
Users can also select business apps from an online app store or build
their own according to project needs.

12. AIESEC Webster
An AIESEC Webster is a go-to information source for anything
AIESEC. It is a guide meant for you with the elementary AIESEC
Knowledge every AIESECer should know. It will provide you with
information about all of the functions and programs in your LC. It will
also showcase what AIESEC in Hyderabad has done in the past and
how you are a part of the legacy.

13. IM Policy
An IM Policy is to help position and develop IM & Internal
Communications as a Support tool to increase the LC productivity and
operational growth. This IM policy shall act as a guideline for all
members of AIESEC in Hyderabad in terms of the way they
communicate on virtual spaces.

14. Newsletter
An Internal Newsletter will be distributed every month for
communication within the LC. This newsletter will help each member in
the LC be in constant touch with the activities of their peers and the
organisation as a whole.

15. Simply ACTIVE
MyAIESEC.net plays a critical and central role in AIESEC. Being the
Global Information System that supports all our major activities, being
Active in AIESEC definitely means being Active with MyAIESEC.net.
In other to seek out new Information, in order to connect with other
AIESEC members, In other to be active in all programmes and entities,
you need myAIESEC.net.
Be Simply Active with MyAIESEC.net.

16. Discover India
Discover India is a portal on myaiesec.net . It will be used as a micro
website used for internal promotions of exchange opportunities. It will
also account for the documentation involved where the Member
Committee of AIESEC India will be involved.

17. Case Studies
Case Studies are an essential element to how we showcase Impact.
Impact isn’t localised to our interns. Impact is a consequence of the
leadership experiences we offer.
Case studies will be created for our EPs, GB, MB, EB or / and their
parents.

18. Reception Booklet
A reception booklet contains all information that a Trainee coming to
Hyderabad requires.
This document should prove useful to the EP and makes their stay
here a great experience.

19. EP Booklet
An EP booklet contains all information that a Trainee leaving
Hyderabad requires.
This document should prove useful to the EP and makes their stay
there a great experience.

20. Webinars
Webinars will be held over the course of the year. These webinars will
be facilitated by relevant portfolio heads. These webinars will deal with
organisational knowledge. However, more of them will deal with
professional development and adhere to creation of a skillset that is
applicable beyond AIESEC.

21. A Short Minute
A Short Minute will be a series of video clips that will be one minute
long. These clips will basically be snippets on various aspect of life in
AIESEC. They may be a video on a jive or 2015 and the AIESEC Way.

22. Learning Hub
The Learning Hub is a micro website that will be present in the form of
wikis in myaiesec.net .
Users can access documents, process flows, webinars etc. to learn
about any portfolio. This will be combining the AIESEC Webster and
the Webinars to educate the members.

23. Continuous Projects

24. Knowledge Management
Knowledge Management is the name of a concept in which an
organization consciously and comprehensively gathers, organizes,
shares, and analyzes its knowledge in terms of resources, documents,
and people skills.
IM as a portfolio is responsible for KM in order to carry forward
organizational knowledge into the future. It is required for the
respective portfolio heads to provide information so that it will help their
successors in terms of transition. This is to lose the loss of knowledge
we face over cycles.

25. Process Optimization and Evolution
Process optimization is the discipline of adjusting a process so as to
optimize some specified set of parameters without violating some
constraint. The most common goals are minimizing cost, maximizing
throughput, and/or efficiency. This is one of the major quantitative tools
in industrial decision making.
When optimizing a process, the goal is to maximize one or more of the
process specifications, while keeping all others within their constraints.
IM is responsible for Process Optimization as an ongoing process to
help the existing portfolios evolve in order to achieve the ever
increasing Goals

26. MOSs and KSFs
• Submission and Distribution of Policies to LC Members and EPs
• Creation of Centralised Learning Hub for LC Members on myaiesec.net
• Active usage of Podio within LC
• Active usage of myaiesec.net within LC
• Number of Educational Sessions about myaiesec.net, IM tools, KM
• Creation of Internal Communication, IM policies
• Usage of Wikis, Files on myaiesec.net
• Effective LC Teams on myaiesec.net
• Distribution of Local News Letters, Internally and Externally
• Members using aiesec.net email
• TMP/TLP in myaiesec.net vs. Actual number of TMP/TLP
• Local IM tracking tool in place
• Regular presence of EPs in LC forums and sessions
• Regular EPICs and NPS training Well Trained MB for CEEDs
• Guidelines for EP Goal Setting

27. MOSs and KSFs
• Effective Implementation of Learning Circles
• Effective Knowledge Capture
• Personal Insights of MembersMotivation Video
• GCPs and BCPs Generated by LC for external Relevance
• Effective Tracking of Documents, Interviews and Meetings
• Standardised Outputs:
• Quality Reports
• Project Concept NotesAgenda
• Project Reports
• Meetings Outputs
• Conference AgendaOutputs
• Operating Structures as Output
• Process flow maps and logistics for Exchange

28. MOSs and KSFs
• Creating culture of S.M.A.R.T. goals for members and Departments alike, where
S-Specific
M-Measurable
A-Attainable
R-Realistic
T-Timebound
• Effective Storage of all LC Data (Online and Offline)
• Positive External Branding of AIESEC in Hyderabad through Members and EPs alike, if
possible Campus Ambassadors for oGCDP
• Guarantee proper transitions and therefore make it easy for the next generation of
AIESECers to build on our work and knowledge

29. Vision
To communicate and co-create Global Leaders

30. Mission
To make AIESEC Hyderabad a process
oriented organisation rather than people
oriented
AIESEC works for the members for their
Integrated Development Experience rather
than members working for AIESEC Hyderabad

31. Shaakunth Kallem
Vice President
Information Management and Operations
AIESEC Hyderabad | India
I M SORTED!