The GIS | MC Planning and Implementation, part 1

GIS Implementation Preparation Guide Number 1

WHAT WILL MY IMPLEMENTATION PLAN LOOK LIKE?

Remember Change mgmt Your implementation plan is based upon change management and making the launch of the system as seamless as possible. See the Why, How, What guide for more info on change mgmt!

YOU IN DECEMBER (or earlier!)

You now

How to implement the GIS - OVERVIEW A Non-USER

A

is someone who has not heard of GIS

gen

2015 USER

is someone who actively uses the GIS in a daily basis

July Milestones November

!

50% progress

!

IC Taiwan Milestones !

70% progress

October Milestones !

90% progress

100% done

END July CHECK LIST Network Communication

MC Internal Management !

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Run GIS Session with MC current and elect (Why | How | What) !

Select MC responsible for GIS Decide if the entity wants to migrate its national systems or shift totally to the GIS Apply or not for the Pioneers team

!

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• • •

All LCPs can explain the Why |How and What!

Membership at large are aware of the GIS and the why/how/ what!

Use GEN 2015 to drive behaviors !

Every LC has a final GIS responsible !

All LCPs and LCVPs understand the new customer flows and the changes from the current flows

! !

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Testing Phase All LCPs have received the GIS Testing Guide!

All MC & LC’s GIS responsible know how to explain the testing phase to their members!

Members have started testing the platform

Change Management !

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Every MC has a Change Management Plan!

All MC members understand the new customer flows and the changes from the current flows!

Decide where MCs want the payment and contract signing in the flow !

Weekly internal comms

*AI may require MCs to do additional tasks to set up the system for their entities (e.g.: business rules, customization, small decision making

BY IC CHECK LIST MC Internal Management !

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Submit a detailed implementation plan to AI !

Finalize any budget implications for implementation (Summits, extra MC visits, HR, R&R) If any integration – final decision must be made, and integration planned and budgeted education support

Partners Communication •

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•

!

Make all available EPs aware that we are building a new system and how/if they will be able to use it!

Make all available Companies aware that we are building a new system and how/if they will be able to use it!

Make all alumni aware that we are building a new system and how/if they will be able to use it

! !

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Network Education

Testing Phase !

System testing goal tracking!

All MC & LC’s GIS responsible are actively testing the platform and providing feedback to AI! 50% of the plenary is testing the platform

!

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MCVP OD/X: All LC members are educated on the new customer flows and the changes from the current flows!

MCVPTM: Talent Planning education and ensure LCs are recruiting by JD! MCVP Mkt: Inbound marketing strategies!

MCVP OD: LC Re-planning and tracking

Change Management •

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•

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LC Re-planning Guide (LC structure, HR support, $$, processes MC has refreshed its National processes and strategies NST has been selected for GIS implementation and education!

Weekly internal comms

BY START OCTOBER MC Internal Management

!

!

• System education set up for their entity: Member education per function & EP Preparation !

• Knowledge (files, education materials) is uploaded to GIS! • Contingency plan for MyAIESEC.net shutdown!

• NST for GIS implementation has been educated.

System administration

Operations Management !

• Recruitment for Membership only by JD! • EP preparation is aligned with the new customer flow

!

Testing! Phase

• System testing goal tracking • All LCPs have received the GIS Testing Guide!

• All MC & LC’s GIS responsible are actively testing the platform and providing feedback to AI • 90% of the plenary is testing the platform

• Every single member has a login!

• EPs going on exchange after September have a login to the system!

• Every company has a login!

• MC/LC Planning upload on the GIS! • MC Partnerships are updated on the Market Place!

• Data migration and systems integrations testing

Change Management !

• Decide how they will shift their LC structures and HR to support new customer flows!

• Weekly internal comms

BY NOVEMBER SWITCH MC Internal Management !

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NST Management MC preparation for LC turnover Running final sprint through the system Feedback and improvements sent to AI

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Operations Management

System admin ! !•

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Every member in the entity is using the GIS Every EP in the entity is using the GIS National website and platforms are seamlessly redirected and integrated to GIS

Recruitment of GIP EPs in only to JDs GCDP fish peak has been managed through the GIS

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Change Management !

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Showing the successes Recognize success and failures constantly LC turnover guide and transition plan (System transition, LC structure, HR support, $)

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WHAT IS THE Role of MC

NOW onwards

Champion the system and process! ‣Responsible and proactive - let’s do this together ‣Apply for the “Pioneers Team” !

Proactively give us feedback! ‣Be fully involved in the testing phase ‣Test EVERYTHING, with as many of your members as possible ‣Begin seeing how you will integrate your current systems if you need to. !

Influence, engage and lead your entity! ‣Start your plan, and be the leaders of the change ‣Begin educating why/how/what now (complete by IC)

INPUT for MC Planning UNDERSTAND THE Current State How much are your members, TLs, LCVPs, LCPs aware of the why, what and how of the project? !

USE the change Management Framework To map out the key stages you need to be aware of and how effective your communication is so far. Also use this to set expectations with your LCs. !

START YOUR implementation PLAN Using the Milestones outlined above, begin building a plan, considering: the HR Allocation, Budget, Timeline, Internal Comms, Internal Change Management, Current Systems Integration

AI IS HERE TO HELP AND GUIDE YOU! !

Over the next few weeks we will continue to release education, information, templates and guides to give you inputs and lead you through this process. !

If you have any questions, please feel free to ask us! !

This guide is just step one - there is much more to come!