Information Management and

OperationsAIESEC in Hyderabad

Consider Ford

Year GIP OGX

GIP ICX

GCDP ICX

GCDP OGX

TMP TLP

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

AIESEC 2015 Goals

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.

VP IM and Operations

IM Cell

ICX OGX TM

TL IM

KM IT IC

Operating Structure

Team CompositionDesignation Job Purpose

Knowledge ManagementTo Manage guidelines and procedures in the needed information for the Knowledge Management

To assure the sustainability of knowledge and proficiency of the local entity

Information Technology

To admin and support all IT resources in your local

entity. Also to develop new IT tools after approbation of

MC VP IM in order to avoid spend unnecessary of

resources

 To resolve all issues about accessibility and other problems of MyAIESEC.net platform in your local entity

To manage IT tools and educate members in the usage of them to increase the LC productivity and operational growth

Internal Communication

Design and management of internal communications

channels

To admin the organizational climate & culture

management

To manage the Internal communication channels and digital culture in a way all the members of the LC have access to the necessary information to run operations efficiently

Team CompositionDesignation Job Purpose

ICX (Dual Role)

To administer and organise the operations and consequent changes to be brought about in Trainee and Client Relation Management through the MLM

To drive functional changes into MB of ICX Portfolios

To manage and develop tools and educate members in the usage of them to increase the LC productivity and operational growth in ICX

OGX (Dual Role)

To administer and organise the operations and consequent changes to be brought about in Stakeholder Management through the MLM.

To drive functional changes into MB of OGX Portfolios

To manage and develop tools and educate members in the usage of them to increase the LC productivity and operational growth in OGX

TM (Dual Role)To administer, track and facilitate growth of Talent/AM in LC present in TMP/TLP

To support and manage TMP/TLP on myaiesec.net and to boost TM-IM operations

Focus Areas

National Focus Areas:

AIESEC.inDiscover India / NPS

LEAD WorkshopsAlumni Tracking and Engagement

PODIO

Focus Areas

LC Focus Areas:

PodioKnowledge Management through Member Education

Process Evolution and OptimizationEffective Knowledge Capture

Content Driven Virtual Spaces

Projects

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

Continuous Projects

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.

Process Optimization and EvolutionProcess 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

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

MOSs and KSFs

• Effective Implementation of Learning Circles• Effective Knowledge Capture• Personal Insights of Members\Motivation Video• GCPs and BCPs Generated by LC for external Relevance• Effective Tracking of Documents, Interviews and Meetings• Standardised Outputs:

• Quality Reports• Project Concept Notes\Agenda• Project Reports• Meetings Outputs• Conference Agenda\Outputs• Operating Structures as Output• Process flow maps and logistics for Exchange

MOSs and KSFs

• Creating culture of S.M.A.R.T. goals for members and Departments alike, whereS-SpecificM-MeasurableA-AttainableR-RealisticT-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

Vision

To communicate and co-create Global Leaders

MissionTo 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

Shaakunth KallemVice President

Information Management and OperationsAIESEC Hyderabad | India

I M SORTED!