GOVERNANCE ELECTRONIC

” “ E-Governance is the application of Information and Communication Technology (ICT) for delivering government services, exchange of information communication transactions, integration of various stand-alone systems and services as well as back office processes and interactions within the entire government frame work.

The importance of using technologies and electronic methods to manage organizations through the example of AIESEC. TODAY

THE ROOM? WHO IS IN

BACKGROUND ORGANISATIONAL

Vision Peace and fulfillment of humankind’s potential Develop responsible and entrepreneurial leadership for a positive impact in society Impact model ORGANISATIONAL BACKGROUND

world's largest youth-run organization Platform for youth Experience leadership International Internships Global Learning Environment ORGANISATIONAL BACKGROUND

Operations Professional Exchange Management Volunteering Exchange Management Talent Management Marketing Financial Management ORGANISATIONAL BACKGROUND

 18 to 25 years old  No relevant experience  Volunteering basis  Change leadership body every year  Little control and command mechanisms  High cooperation between entities needed  Five year ambitions AIESEC MODEL ORGANISATIONAL BACKGROUND

Conferences annually Partner Organisations Universities Alumni Of Experience Members Countries & Territories International Professional Internships International Volunteering Experiences Leadership Experiences Million 64 years ORGANISATIONAL BACKGROUND

What makes it work? Shared purpose International Policies Cooperation for exchange delivery Process and Timeline alignment Knowledge & information management Integrated Online Platform ORGANISATIONAL BACKGROUND

INTEGRATION OF GLOBAL IS

Exchange matching during conferences INTEGRATION OF GLOBAL IS 1970 Introduction of computer based IS to smooth matching at conferences and track development of exchange Internal communication via bi-yearly printed newsletters delivered across the world. Primary communication tool was fax Implementation of first online matching system increased information flow but brought challenges in infra-structure and education Introduction of Myaiesec.net, an integrated platform for exchange and knowledge management, as part of a long term IS plan.

Introduction of a new system (MyAIESEC.net) Clear Organisational Goals across global network Ongoing Recruitment Flexibility of Processes MyAIESEC.net increases ownership with new functionailites Members Leaders Exchange INTEGRATION OF GLOBAL IS

Functionalities INTEGRATION OF GLOBAL IS Account settings, File Library, Personal Development Tools Experience Connect Forum, Create contact groups, Write news. Resources Upload files, create wikis. Programs Process management of different programs (Upload, Search internships, User administration, Role assignment, etc.). Analysis Analyse current and past results, ranking reports.

Benefits Real time access to global exchange information Process alignment Real time data analysis Track global performance Share knowledge and resources Identify best case practices in the network Connect to members around the world Easy transition into different programs Track personal development INTEGRATION OF GLOBAL IS

BREAK

DAILY OPERATIONS MANAGEMENT

Team Management Team and Role Creation Role Assignment or Application Team Information, Goals and Resources DAILY OPERATIONS MANAGEMENT

Exchange Management Upload Internships Create Interns profiles Searching Internships/Interns based on different filters Manage Internship status (new, available, matched, on hold) Applying for internships Statistics DAILY OPERATIONS MANAGEMENT

Experience Management Competency self-assessment 360º assessment Apply for different opportunities DAILY OPERATIONS MANAGEMENT

Communication DAILY OPERATIONS MANAGEMENT Conversations Contact Groups Team or Entity Pages Notifications Announcements News

Conversations DAILY OPERATIONS MANAGEMENT

Contact Groups DAILY OPERATIONS MANAGEMENT

Pages DAILY OPERATIONS MANAGEMENT

Notifications DAILY OPERATIONS MANAGEMENT

Announcements DAILY OPERATIONS MANAGEMENT

News DAILY OPERATIONS MANAGEMENT

KNOWLEDGE MANAGEMENT

Content Sections Files Official Documents Wikis Library Bookmarks & Subscriptions Search Support KNOWLEDGE MANAGEMENT

Files

Online Learning Centre Official Documents KNOWLEDGE MANAGEMENT

Wikis KNOWLEDGE MANAGEMENT

My Library Library KNOWLEDGE MANAGEMENT

Bookmarks and Subscriptions 36 KNOWLEDGE MANAGEMENT

Search KNOWLEDGE MANAGEMENT

Practices Clear Framework –Used Rules & Standards –Navigation Bar to connect Wikis and Files KM must be institutionalized –After every project has a framed documentation –KM team responsible KNOWLEDGE MANAGEMENT

LEARNINGS

Key Learnings from AIESEC Importance of education and system adoption (relevance, user-friendly and incentives) Continuous development of the platform is needed Understand how the system can drive organizational growth LEARNINGS

What to take back? How can an electronic platform contribute for higher management efficiency in my organization? What features are needed to better serve the different stakeholders? LEARNINGS

Centralize and share information within organization to improve cooperation and coordination between departments Analyze operation’s development and track performance Real time data Knowledge Management Educate and create the need for system use What to take back? LEARNINGS

QUESTIONS?

THANK YOU