GCDP Quality Strategy - Logistic issue

Logistic GCDP Quality Strategy

Logistic and living is the minimum standards of our exchange programme

Safety of our EPs is our responsibility

Higher scale requires better management

The Content

Understanding the issue of

logistics in GCDP

Role of Sending and Hosting

entity in solving logistic issue

Key Activities in solving the issue

Talent Capacity in delivering logistic issue

Understanding the Logistic Issue

Accommodation not well planned and prepared

Capacity of Accommodation not aligned

Pick up not provided and its information

Expectation for Living cost not aligned

Accommodation Management

Activities in solving the issue

Accommodation Standards

Pick up Management

1. Accommodation Standards

Accommodation Standards

Why?To set the right expectations to EPs on the accommodation which hosting entity is providing.

Who?Project team member who is responsible for EP delivery

How?Setting accommodation standards for hosting which applies to all LCs.

Suggested content for accommodation checklistMaximum time for EP to get to workMaximum number of people living in one

house/apartment, maximum number of people living in one room, and maximum number of

people per bathroomMinimum amenities (internet, hot water, shower,

stove, heat, air conditioning, etc) Minimum furnishings per person (1 bed with clean sheets, 1 pillow, 1 blanket, 1 desk, etc)

1. Accommodation Standards

EP has temporary accommodation from arrival

EP must be given two weeks’ notice if accommodation has to be changed

Neighborhoods EPs cannot live in for safety reasons

2. Accommodation Management

What?Certain solutions in how to manage accommodation for interns


How?1. Hosting Family programme2. Trainee house3. TN Hosting

Accommodation Management


What are the key activities in accommodation?

Individualcontribution

Hosting Family Programme

TN HostingAIESEC

Trainee House


What are the key activities in accommodation


Hosting Family Programme

What?Creating hosting programme to invite people in becoming host family for AIESEC interns

How?• Clear value proposition for hosting

programme• Clear information on duration,

responsibilities, standards for hosting• Clear expectation setting in hosting

international people




AIESEC Trainee House

What?Renting apartments, houses, or dormitories for AIESEC interns

How?• Having a housing partner to have

discounted price on the rooms• Follow the accommodation standards

in terms of capacity, room conditions, etc




TN Hosting

What?Having agreement with TN to be part of hosting programme for AIESEC Interns

How?• Agreement of hosting to be part of the

TN contracts• Follow the accommodation standards



Implementation for tier 1 and tier 2

Implementation using the 3

solutions for accommodation:

TN Hosting, Hosting Family

Programme, Trainee house

Ensuring that all Ep has accommodation provided

Following the standards of

accommodation set nationally

Having planned revenue stream

for trainee house programme

(sponsorship, fundraising, EP contribution)

Note: using outgoing function (OGX) revenue stream is not recommended!

Following the standards of

accommodation set nationally


Implementation using the 1-2 solutions for

accommodation: TN Hosting,

Hosting Family Programme,

Trainee house

Ensuring that all Ep has accommodation provided

Implementation for tier 3 and tier 4

Start with hosting

programme through AIESEC

members

3. Pick Up Management

What?LCs to have certain options for providing pick up for EPs


How?1. Pick up schedule management2. Partnership with transportation company

Pick Up Management


What are the key activities in pick up management?


Pick up scheduling

Partnership with

transportation company




Pick up scheduling

What?Managing pick up for interns during peak time realisation based on schedule.

How?• Have a clear information where is the

pick up point (based on standards, pick up has to be on the first touch point of the EP in the hosting entity)

• Have a clear information on when is the pick up will be




Partnership with

transportation company

What?Having agreement with TN to be part of hosting programme for AIESEC Interns

How?• Agreement of hosting to be part of the

TN contracts• Follow the accommodation standards



Implementation for tier 1 and tier 2 Ensuring that all Ep are picked up in their first touch point

Implementation using the 2

solutions for pick up: Pick up

scheduling and partnership with transportation

company

Set Right expectation with

EP on Pick Delivery. This

should be part of standard

communication

For safety reasons, all

transportation mean has to be

based on a official transport

in the hosting entity


Implementation for tier 3 and tier 4 Ensuring that all Ep are picked up in their first touch point

Having pick up scheduling

planned

Set Right expectation with

EP on Pick Delivery. This

should be part of standard

communication

For safety reasons, all

transportation mean has to be

based on a official transport

in the hosting entity

Role of MC Sending Entity

Make sure LCs are setting reasonable

accommodation expectations in

their recruitment

Confirming and aligning to

entity partner on

accommodation expectations

Getting confirmation and complete

information on pick up delivery

by hosting entity about

transportation

Role of LC Sending Entity

setting reasonable

accommodation expectations in

their recruitment

Aligning information on accommodation

expectations based national

entity partnership

Getting confirmation on pick up delivery

by hosting entity and complete

information about

transportation

Role of MC Hosting Entity

Establish accommoda

tion standards

Informing accommodation standards and

pick up management to entity partners during match

delivery timeline

Establishing national pick up

delivery management

and information

Track the implementation

of accommodation standards and pick delivery management

Role of LC Hosting Entity

Implementing

accommodation

standards

Informing accommodation standards and

pick up management delivery to

entity partners during match

delivery timeline (LC)

Prepare and plan pick up management

delivery for EPs

Talent Capacity in Logistics Issue

HOW?

STEP 1:

Plan for Capacity for Quality

STEP 2:

Structure, JD and KPI in different LC Volumes in

iGIP

STEP 3:

Deliver education and measure

progress

STEP 1: Plan for Capacity for Summer

Use the TM Planning tool to plan

iGCDP


Here enter number of interns/EPs one

member can deliver Eg: 1 member – 3

EPs

iGCDP


That number from slide 2 will multiply with Re goal you enter for the quarter so you know how many

members are needed for delivery in each

programme

iGCDP

STEP 2: Create structures for quality delivery

Structures by Volume of

Realizations the LC does

Customize your structures for the

fruit peak if needed

STEP 2:Structure of an iGCDP team to ensure quality with quantity

REFER TO CAPACITY for Quality IMPLEMENTATION – iGCDP PPT (For structures by LC Volume)

STEP 2: JD within the structure

JD of Delivery members in the team

During Raising period During Matching period

During Realization

• Ensure clear and high quality JD in a specific issue segment and for a specific national project

• Clear expectation setting with NGO about role of EP, salary etc.

• Visa Support (The key issue is Eps want MORE and ACCURATE information about the process and documents related to visa)

• As soon as matches are confirmed start working on accommodation

• By now accommodation should be confirmed and ready

• Arrange for EP Pick up and integration into the LC and city

• Trainee Buddy assigned for EP

iGCDP L&D

PrinciplesThe right

message/content

Always message quality with growth or quality driving growth

Quality is embedded into all stages of exchange flow (not just realized)

Balancing quality delivery in iGCDP and iGIP is important

CONTENT PROFILE/TARGET POSSIBLE CHANNELS POSSIBLE TIMELINE

Raising with the right JD, EP Profile and for the right countries

Focus LCs for iGCDP – Customize by issue

LCVPs – knowledgeTLs and team members – training of how to sell

Virtual trainings,Weekly calls with focus LCs VPs and TLs, conferences

MAY!! If you want to do off peak realizations then also in July-Aug but only with the off peak teams in specific high volume LCs

How to use AND measure NPS – Link it to KPI of delivery teams

For LCVPs and Team Leaders of ALL LCs

Virtual channels, conferences, LC Visits May

Detractor issues – how to eliminate them, who is involved, what synergy is needed, what action steps to take

Focus LCs for iCCDP, LCVP iGCDP, LCVP TM

Virtual channels, LC Coaching visits, conferences May and June

CONTENT PROFILE/TARGET POSSIBLE CHANNELS POSSIBLE TIMELINE

Virtual preparation of Eps before realization

LCVP and Team Leaders for iGCDP – should be coordinated by MC, LCVP TM

Virtual May, June and July

Effective AIESEC support to EP for anything to do with logistics or JD/with the company

LCVP iGCDP, TL iGCDP, LCVP TM (to know how to allocate capacity)

Virtual and Physical June and July

Visa information and support

LCVP iGCDP, LCVP Finance

Virtual May-July

Managing high volume iGCDP Quality along with iGIP growth in LCs

LCVP iGCDP, LCVP iGIP, LCVP TM

Virtual and PhysicalMay-July (embed into exchange process)

Balance GCDP GIP quality through structure, JD, KPI

LCVP TM, LCVP iGIP, LCVP iGCDP

Virtual and Physical May-July

Education

GCDP Quality Strategy - Logistic issue