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T

he overall exchange process


of AIESEC has always been the
main focus of all educational
e o r t s d e l i v e r e d by t h e
Executive Board, at the same
time, it is perhaps also the most
daunting knowledge area to
learn. A large majority of the
content of local and national
conferences have been more
inclined in educating the
m e m b e r s o f A I E S EC i n
exchange operations, if not, then
strategies to boost and optimize
the exchange process; and the
point of these sessions will be
useless if the attendees of the
sessions dont even have a full
grasp of their own operations.

IGCDP
Projects
Ra-Ma-Re
Summary
Summarized by Jericho Concepcion (2015)

IGCDP has always been the


programme on which members
can concretely see the impact of
AIESEC, on which countries
share global solutions. It changes
perspectives, and because of
this, the crisis and challenges we
handle are nothing as compared
to the reaps we gain from our
eorts.
So why should you read on with this
comprehensive guide in raising,
matching, and realizing a Project
Based on Exchange(PBoX)? Simply
because of the reaps each project
manager will gain, its hitting 3 birds
with one stone. Namely, greatly
improving a persons management
skills through Project Management,
driving social change in our country
by changing lives via the eorts of
Internationals and local volunteers,
and last but not the least, is the vast
amount of Exchange Participants
(EPs) we get for each PBoX cycle.

A Preliminary

AN EXPRESSION OF MY LOVE FOR


PROJECT MANAGEMENT

P
roject Management is perhaps one of
the most valuable knowledge area a person
will ever learn during his/her lifetime.
You may already be wondering why I kept on
reiterating my passion for this field of study,
simply because it encompasses most areas
of the business and government sector. It
can literally be applied in ANY field of work!
Project Management is a strategic discipline
that integrates the skill of becoming more
action-oriented in achieving results given an
idea, at the same time, covering
management practices to ensure the
successful delivery of products, services or
results. Given this, its a jack-of-all-trades in
sub-branched subject areas under Business
Management.
(c) Jericho Concepcion - 2015

AIESEC has always been known ,among


the internal members, as a planning entity,
hence, this mindset aected the overall
delivery of all sorts of operations
throughout dierent functions in the
organization. No matter how bright your
ideas are, if you recreate these ideas in the
physical dimension, then these ideas are a
waste.
Ideas are easy, action steps are what
counts.
- Richard Dacalos
Not only does this help make your ideas a
reality, but it will vastly change the way you
do things in life, even from the smallest
thing you want to do in your daily routine.
By applying a Project Management
approach in the smallest act in your
routine, it will definitely help you be more
productive.

The field of Projec t Management


encompasses 10 knowledge areas, on which,
each comprehensively explains how each
process is interconnected. In regards to
exchange delivery, specifically PBoXes, I
have selected and integrated the relevant
knowledge areas of Project Management in
the PBoX Planning Framework. Im sure,
that this legacy will definitely help my future
successors in delivering life changing
exchanges for this beloved Projects
department.
I hope you learn the value of Project
Management and apply them, not only in
your daily routine, but also in your PBoX
implementation. Raising a PBoX is the main
determining factor of the quality and impact
we want to achieve in GCDP. Remember,
that lives are at stake with your PBoX.

Minimum Standards

Summary of Ra-Ma-Re
RAISING
R
aising is the MOST important
phase in the Ra-Ma-Re process.
Planning is indeed the single
determining factor of the success of
the project. Based on experience,
Raising a PBoX is very daunting, its
like starting your own business; on
which, you need capital, man power, a
revenue stream and business
p a r t n e r s. Fro m m y p rev i o u s
experience, planning has always been
the root problem of the crises that we
face as a team during Realization.
Integrating the PBoX Planning
Framework during the Raising
process will help you think outside
the box of the usual Raising steps in
AIESEC. Although for this guide, Ill
simply be narrating the overall
general process of Raising in
AIESEC.

1.

Advocacy Selection
& Research

Analysis of relevance of the advocacy in the


Philippines by conducting a market research. See if
the advocacy is actually a core root issue by
conducting surveys in the target communities; rather
than imposing that this is indeed the issue they the
community needs to resolve.
1.) Research online or physically, top social issues in
the Philippines
2.) Background study of the issue
3.) Conduct a survey in communities to see if this is
actually a relevant issue
4.) Identify the target beneficiary/audience

2.

Supply & Demand


Alignment

After identifying the relevant advocacy on which


your PBoX will revolve around, you then analyze
whether Internationals are interested to resolve this
issue based on the supply of the EPs. Unfortunately,
myaiesec.net no longer exists that contains these
information. For the mean time, ask your VP or
MCVP for information regarding S&D.

*Remember: No matter how relevant your advocacy


is, if there is no supply for it, then it will be a waste in
delivering the PBoX in AIESEC. You wont be
getting any EPs. Match your demand with the
supply, basic economics.
1.) Research the top issues EPs apply for in the
global network (via EXPA, myaiesec.net, or other
information materials such as DAAL)
2.) Research the top skills EPs have, then align them
with the EP profile and Job Description youll be
creating in the next step.
3.) After aligning your PBoX advocacy with the
supply, revolve the marketing aspect of the PBoX in
matching in regards to that issue and skills.

3.

Project Plan
creation

Use the PBoX Planning Framework in planning for


the project. The basic components for a simple
project plan in the context of AIESEC are:
(a) Projects advocacy with the background of the
issue,
(b) Project vision that encompasses at least 3 years,
(c) Projects focus areas,
(d) Project itinerary for the incoming cycle,
(e) EP Job Descriptions. Each of these basic
components are crucial. The EP JD will determine
the number of interested EPs who will apply for your
PBoX.
*Have your Project Plan approved by: LCP, LCVP
Projects, LCVP Finance, LCVP Internal & Legal
Aairs
1.) Co-create the Projects plans with your OCVPs,
ensuring they have a say in the plans in order for
them to own the project.
2.) Accomplish the PBoX Planning Framework with
all the required information.
3.) Set a meeting with the LCP, LCVP Projects,
LCVP Finance and LCVP Internal & Legal Aairs
4.) Have the project plan approved, if rejected,
repeat from step 1: Advocacy Selection & Research

4.

Stakeholder
Prospecting

Contact NGOs that will function as your Learning


Partner, as well as, search for your own communities.
Preferably, from COSCA; making use of the
university support. Work with ER/BD in gaining
sponsorship partners using the Project Plan.
*Establishing CLEAR responsibilities between
AIESEC and the LP is crucial. This is the cause of
ALL problems during Realization.
1.) Create a hit list of potential Learning Partners
you would like to tap
2.) Review the clearing list in AIESEC, see if there
are conflicting NGOs that other LCs are already
partnered with.
3.) Set an OC meeting, and conduct cold-calling
and cold-emailing.
4.) Set two meetings with the potential LP together
with your OCVPs, and LCVP ILA (or
representative)
a. Introduction to AIESEC and pitching of the
PBoX. *Determine and ask how theLP can
contribute and be accountable to the PBoXs
plans
b. Iron the plans with the LP based on the last
meeting. CLARIFY all day-to-day activity and
people accountable. Manifest these
clarifications in the MoA draft.
5.) Process the MoA and the Pre-Activity
requirements based on the Project Plan in CSO
6.) Sign the MoA between LCP, LCVP ILA, OCP
and the LP

5.

Raising the
opportunity in expa

After sealing the partnership with a signed MoA,


raise the opportunity in EXPA using the details
youve indicated in the Project Plan and after
consolidation with the LP. Give a soft copy of the
MoA to the MCVP IGCDP for them to approve
the opportunity in EXPA.
1.) Upload/Send the Moa to the MCVP IGCDP
and have the opportunity approved in EXPA
2.) Create a project/organization for the PBoX if
not yet accomplished from before.
3.) Create an opportunity under the project/
organization. *The name of the opportunity IS
VERY CRUCIAL. Make sure its very catchy and
attractive for the EPs
4.) Fill out all the required information under the
opportunity.
5.) Upload the logo of the PBoX and the cover
photo.

MATCHING
MATCHING
M
atching determines the what
kind of EPs will be delivering your
project and whether you will have a
hard time dealing with the demands
of the EPs. Matching, at this time, is
still glitchy due to the newly
established Global Information
System, EXPA. Although , this
shouldn't be an excuse to not
perform well during matching.
Matching is NOT simply looking for
E P s , b u t a l s o f o r m i n g LC
partnerships with international
entities. Remember that we are
accountable in delivering leadership
experiences to our EPs, and we
leverage them to create impact in our
society. Hence, it is also crucial to codeliver with the sending entity.
(c) Jericho Concepcion - 2015

1.

Prepared publicity
materials

Collaborate with the LCVP MaC in creating a


pubmat for your PBoX to be promoted in the Global
Network. Make sure the design of the pubmat is
within the standards of AIESEC DLSU.
1.) Think of a design concept and spiel for the
pubmat
2.) Contact the LCVP MaC/MaC representative
for a meeting
3.) Iron out all the marketing plans
4.) Pitch the design concept and spiel for the
pubmats

2.

Promote

After preparing all the publicity materials, start


promoting with your OC and MaC reps in
Fa c e b o o k , e m a i l s a n d Ava i l a b l e Fo r m s
Trackers(AFT)
1.) Create a pubmat tracker for Facebook
segmented per OCVP and FB group
2.) Post the pubmat in FB groups twice a week
3.) Contact EPs and AIESECers via email and
Facebook LIKE CRAZY!
4.) Build up a relationship with the contact

3.

Initiate matching
with the EP

The eectiveness of your marketing campaign of the


PBoX will determine the number of EPs who are
interested. Review the Matching Guide part of the
OCP toolkit to see detailed step-by-step process of
matching in EXPA and our operations in AIESEC
DLSU.
1.) Review the Matching Step-by-Step Guide by
Cep
2.) Complete each step indicated in the guide.

4.

Arrange pre-arrival

After completing the matching process, add the EP


in the AIESEC DLSU EP Facebook groups.
Constantly communicate with your EP and gather
the flight details per EP. Start arranging airport
pickups with the LC.
1.) Add EP to FB groups
2.) Gather flight details of each EP *Be sure its
GMT+8. Be VERY careful with the timezone.
3.) Arrange airport pickups with the LC

Minimum Standards

Summary of Ra-Ma-Re
REALIZING
R
ealizing is where you reap the
rewards of what you sow. This is
where you will see the fruits of your
labor, wherein you will see how
eective you delivered the Raising
and Matching phase. Realization is
the MOST FUN part yet also the
most stressful phase of the exchange
process. This is the time where you
need to be very hands on as the
OCP, and also needs to oversee
everything. This is finally the time
where you can initiate all those plans
you and your team have created. This
is also the most painful phase, since
you will be required to form a lifelong bond with your EPs, only to
know that they will be leaving after 6
weeks. People enter our lives for a
reason, find out what that is for each
EP.

1.

Airport pickup

The first Filipino the EP meets is the most influential


experiences an EP will encounter. Make sure that
you have properly coordinated with the person in
charge of picking the EP from the airport; you
wouldnt want our LC to be disbanded if an EP goes
missing.
1.) Collaborate with the LCVP Finance regarding
expense for the airport pickups.
2. Contact the EP and the person in charge of
picking the EP up from the airport the night before.
3.) Prepare a welcoming message in a card board
and the EP kit. Hand this to the person picking the
EP from the airport.
4.) Communicate with the person in charge of
picking the EP from the airport regarding the flight
details, airport location and the accommodation
location.
5.) Show the EP around the city after the EP settles
in! They usually buy basic living necessities such as
sim cards, hygiene materials, food etc. Ensure that
you know where the EP can exchange money for
Philippine pesos.
*Make sure the EP buys a GLOBE sim card, for
easier and cheaper communication.

2.

Incoming
Preparation
Seminar

After all the EPs arrive in the Philippines, conduct


the Incoming Preparation Seminar (IPS) prepared by
the Upper management(LCVP and OCPs) of
IGCDP department. Immediately conduct the EP
LEAD from IPS by setting expectation settings.
Focus on establishing a relationship with EACH EP,
this will be very helpful when faced with a crises.
EXPECTATION SETTING is EXTREMELY
important. Let them know the dierence between
GCDP based on a TN and GCDP based on a
PBoX. In a Project-based GCDP, the EPs will be
working as a team and WILL face crises. Make sure
this is clear as early as IPS.
1.) Review and prepare the IPS session materials
2.) Collaborate with your OCVPs regarding the
venue for the IPS
3.) Invite all your OCVPs, LCVP Projects and LCP
for the IPS.
4.) Assign the main facilitator for the session.
5.) Conduct the IPS

3.

Welcoming
Dinner

The welcoming dinner is a great avenue to ensure


the LC is in tact with the EPs. Bridge the gap for
relationship building between the EPs and the LC.
Servicing should be an LC culture and is a main JD
of each member of AIESEC. Watch out for
AIESECers who are simply present only during
servicing HOHOLs, and AIESECers who are
flirtatious.
1.) Create an event page for the Welcoming Dinner
and promote in the LC and the LP
2.) Ensure that each department has representatives
3.) Finalize the date with the LC and the EPs
4.) Communicate the details with the EPs
5.) Socialize. Ensure that the EPs and the
AIESECers are talking. Eradicate exclusivity.
6.) Create an event report of what happened and
areas of improvements for the Welcoming Dinner.

4.

PBoX
Realization

Time to get back to business. Ensure an AIESECer


will be accommodating the EPs to their first day of
work. Remember to KEEP CONSTANT
COMMUNICATION with all of your EPs during
realization via WhatsApp and also with the LP. You
need to oversee everything, that the itinerary is
going as planned.

1.) Communicate with the LP regarding the


orientation and work schedule
2.) Communicate with the EPs regarding the details
of the project and that they have to be independent
in delivering the project
3.) Conduct a Mid-Evaluation of the PBoX on the
4th week of PBoX Realization.
4.) Mitigate crises together with your OC and the
LP. Make sure the EPs are on board.
5.) Always approach the EB if you need any
immediate help.
6.) Ensure all micro-projects are in-tact. Ensure that
you properly delegate your OCVPs per microproject. You cant handle this alone. NEVER micromanage.
7.) Ensure the EP LEAD is well integrated in the
itinerary and that TM is doing their part.
8.) Be very aggressive in ensuring synergy is in-tact.
9.) Be strong.

6.

Closing Seminar

After the project realization comes to an end,


provide an avenue for the EPs to reflect and criticize
their experience during the exchange. The Closing
Seminar is usually the most hurtful and also the most
heart breaking due to either harsh criticisms or great
feedback, as well as, the saying of goodbyes with
your EPs. This is also the avenue wherein you ensure
that the key learning takeaway is brought by the EP
back to his/her country.
1.) Prepare a venue for the Closing Seminar.
2.) Invite all the EPs, OCVPs, LCVP Projects and
other EB.
3.) Establish the emotional atmosphere during the
Closing Seminar. *This is your last time to make up
for whatever mistakes you have done during
Realization.
4.) Conduct the Closing Seminar.
5.) Provide an avenue for the EPs, OCVPs, and
OCP to reflect on their experience in delivering the
PBoX.
6.) Share each others learning points
7.) Close the CS with a speech of how thankful you
are for their contribution and how they have
impacted the communities and your learning
experience.
8.) Help the EPs get a cab going to the airport.

7.

Post-PBox evaluation

Consolidate the project report with the project


portfolio. Conduct a post-evaluation meeting with
the OCVPs and the EB. Integrate the feedback into
the Project Plan and prepare for the next cycle.
Repeat the 1st Phase of Raising.

NEVER Regret
If its good, its wonderful
If its bad, its experience

(c) Jericho Concepcion - 2015

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