aiesec ukraine_project management guide

7/28/2019 AIESEC Ukraine_Project Management Guide

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AIESEC in Ukraine | www.aiesec.org.ua

Content: Project definition Needed knowledge in Project management

Project lifecycle

Concept development

Team Formation

Planning

Organization (Preparation)

Realization

Evaluation

Project Management Guide

AIESEC Ukraine


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Project definition

Project is every structured activity that has: Specified start and end

Specific goals and results

Milestones and parts Uses resources Purpose

Project Management- the application of knowledge, skills, tools and techniques to project activities inorder to meet or exceed stakeholder needs and expectations from a project

Balancing completing demands among: scope, time, cost and quality Stakeholders with differing needs and expectations Identified requirements (needs) and unidentified requirements (expectations)

Needed knowledge in Project management Scope management Time management Human resource management Cost management Quality management Communication management Risk and Change management

Project Lifecycle

*Time scale shows duration of each stage of project management. The most important is ratio between different stages, notconcrete duration ( if general duration of your project is 3 months, then you will need 0,5 week - for concept development, 1 week- for team formation, 0,5 week - for planning, 5,5 weeks - for organization, 4 weeks - for realization, 0,5 week for evaluation)**Resourcesscale shows amount of financial, physical, mental resources and general workload during each stage of projectmanagement

Conceptdevelopment

Teamformation

Planning Organization Realization Evaluation

Organization

11 weeks

Realization

8 weeks

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Concept development

After being selected as OCP next steps are:

meet with PM (Project Management) responsible in LC in order to create clear vision of the project

meet with EB to create functional understanding of work in project meet previous OCP of your project (if possible)

Identify stakeholders of your project

Define project size

Define team size and structure

fill in Project Plan (draft version)

1. Meeting with PM responsible(*If in your LC there is no separate person responsible for project management approach LCP of yourLC)Output of the meeting:

Get to know history of project Create clear vision of the project

2. Meeting with EB membersOutput of the meeting:

Understanding of each functional direction and certain tasks direction is responsible for

Understanding of roles of OCP and VPs in leading OC team

3. Meeting with previous OCP (if possible)Output of the meeting: to know history of the project, SWOT of previous project, contacts

4. Identify stakeholders of projectProject stakeholder- a person, group or organization with an interest in a project

5. Defining project sizeYou need to create measurable picture of your project to understand general scale of the project. You canguide yourself with next questions:

How many people should know about your project? (whole city/all students/ just small groupinvolved in project/etc)

How many people should directly take part in your project? (10/100/1000/etc)

How many TNs/EPs you want to realize in project? (2/10/50/etc)

How much should be budget of your project? (500 UAH/ 10 000 UAH/ 100 000 UAH/etc)

6. Defining team size and structure together with LC VP TMAccording to the size and stakeholders of your project, thing about number of people you need in your

team and main directions of work you need to cover

7. Fill in Project planProject Plan the main tool to create vision of the project, to plan concrete goals and main actions toachieve these goals.

Project plan template and all other needed documents you can find at national OCP wiki:http://www.myaiesec.net/content/viewwiki.do?contentid=10189597
http://www.myaiesec.net/content/viewwiki.do?contentid=10189597http://www.myaiesec.net/content/viewwiki.do?contentid=10189597http://www.myaiesec.net/content/viewwiki.do?contentid=10189597


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Project plan: Intro write the name of project and your LC

Project impact and vision think about all target

audiences you have in a project pupils, students, interns, your OCteam

TNs info (for ICX PBoX), EPs info(for OGX PBoX) TNinformation and JD in the plan should be the same as in TN form inmyaiesec.net. EP information profile of EPs that you are going toraise.

- Raised TNs/EPs TNs/EPs that are at Available status inmyaiesec.net

- Matched TNs/EPs TNs/EPs for which you already foundinterns/internship and they are on Matched status in myaiesec.net

- Realized TNs/EPs status of TN/EP form after internsarrived/EP went for internship

For OGX Project you also need to plan # of application forms and #of interviews.

Example: To have 7 TNs/EPs realized in January, you need to have 9 TNs/EPs matched tillDecember (not all interns/EPs out of matched will come/go) and to have 10 TNs/EPs raised tillOctober (not all out of raised will be matched. For OGX: to have 10 EPs raised you need to have 20-30 interviews and to have 20-30 interviews you need to receive 50 application forms.

Learning Environmentin AIESEC we use 6 LE elements (individual discovery, team work,conferences and seminars, learning circles, mentorship, virtual space) to develop ourselves, ourteam members, interns, pupils, students.

Plan learning activities that your project will provide. Example: team day with interns team work LE

Gantt Chart one of the most important part of Project Plan here you need to plan all steps ofyour project, who and when will do them

In the top write down months of your project. In the right side put all your OC members by positionsand give some color to this person. In the left side write down all activities your team needs to do.

Examples: fill in project budget, create list of 100 companies for raising, do 90 cold calls, organize

flash mob, have promo tableIn the calendar paint by colors who and when should do what. Note: asmore detail you will fill Gantt chart as much better you will see and understand what will you and yourteam do next few months!


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Team Formation

Based on Project Plan OCP together with LC VP TM planes which OC positions should be in theproject and opens application form for OC positions (OC ER, OC Finance, etc.), select OC team.

Make sure that all your OC members will be present at the first OCM. Agree a day and the time ofOCM with OC members as min 3 days in advance!

First OCM agenda:

GTKEO even if your OC members know each other you can always create somethinginteresting to have good team building, to get to know each other closer, to break ice betweeneach other. Example: each of you should tell to others interesting facts about yourself.

Personal goal setting to discuss why each member decide to apply for this OC position, whathe/she wants to develop in himself during work in this team of this project. Each member shouldput some personal goals for his development. Example: You can give to your OC members goal

setting template to fill (if you need it ask your VP TM), you can ask each your OC member towrite letter to himself in the future - after the project and then in the end of your project to givethat letters back; you can just ask your OC members to write their goals at the small colorfulpapers (3 personal goals, 3 goals to achieve in the project, 3 goals for future work), to collect themand to give back after the project.

You can use goal setting guide:http://www.myaiesec.net/content/viewfile.do?contentid=10195362

Project vision, strategy and timeline you as OCP already have clear vision of the project. Butyou shouldnt just tell this vision with concrete goals and steps to your OC members - you andyour OC as a team should build the vision from the beginning. Ask your team how they see theproject, correct if something isnt right. Plan general steps altogether. Outcome - all your teammembers should have the same vision and they should feel that you created this vision together!

Project plan + JD take for OCM empty project plan and fill it from the beginning with your team.During filling Gantt chart discuss all DDLs and make sure that all OC members understand whysuch actions should be done in such time. Put responsible person for each task according OC JDand preferences. Outcome you have final plan for actions with final responsible people whounderstand what and why they are doing and have the same vision of final goal!

First steps discuss action steps of each member for the next week

Reports and planning discuss how will you track results of each other. Example: you haveforum (group), each Friday each OC members and you as OCP sent report about your weekresults and plan of actions for the next week.

Team rules create some internal rules for your team. Examples: who is late bring a chocolate!

Some shouts. Check mails every day and reply all mails

Communication channels discuss how will you communicate (mails, mobile calls, massages)

OCM time you need to have meeting with OC each week. Agreed some concrete time of OCMand try not to move it. This time should be good for each OC member and everyone can put it inhis/her week activities.

You as OCP are responsible for your OC members education. Make sure that each of them visitedkey training and advanced training and that each of them has knowledge in their direction. If your OCmember has a lack of knowledge in his/her direction you are responsible for giving this knowledge youcan do it by yourself or ask functional VP of your LC to give this knowledge.

For more information about key and advanced trainings contact VP TM of your LC.

For more tips about team management and OCP work with team, please, read OCP ACTIVITIES GUIDEBOOK -http://www.myaiesec.net/content/viewfile.do?contentid=10195618
http://www.myaiesec.net/content/viewfile.do?contentid=10195362http://www.myaiesec.net/content/viewfile.do?contentid=10195362http://www.myaiesec.net/content/viewfile.do?contentid=10195618http://www.myaiesec.net/content/viewfile.do?contentid=10195618http://www.myaiesec.net/content/viewfile.do?contentid=10195618http://www.myaiesec.net/content/viewfile.do?contentid=10195618http://www.myaiesec.net/content/viewfile.do?contentid=10195362


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Planning

Each OC member plans his/her activities, fills in planningdocuments

What do you need to plan: Project budget should be filed by OCP with OC Finance

and tracked by OC Finance till the end of the project. Thereshould be 3 budgets planed optimistic, realistic andpessimistic

Communication planshould be files by OC Comm.There should be all promo activities that should be duringthe project

Media plan document where all media resources andnumber of media appearances for the project are planed

Companies/universities that you want to raise the list

should be created by OC ER Exchange in the project (for ICX PBoX) OC ICX should put TNs in the system List of concrete events that you want to have in the project Risk planning

List 10 situations that could go wrong in your project and provide reasonable solutionsExamples:

1. You have 50% less participants than expected. What will you do? How many participants areneeded to make this project relevant?

2. One OC member leaves the team. What will you do? How many OC members can support thisproject running?

3. You have 50% less interns matched/realized. Your actions.4. refuse to go on internship because of parents possibility 50%. Solution - plan more AF andInterviews beforehand and move to not selected

Category Risk Possibility to occur Responsible Solution

Interns Some interns leave

the project because

of some reason

70% OCP Restructure the

program and

explain everything

to participant

Financial General sponsor

(10000 UAH) is notinterested any more

50% OCP + OC Finance

+ OC ER

Try to run this

project withoutmoney

Project budget and Communication plan templates you can find at the National OCP wiki:http://www.myaiesec.net/content/viewwiki.do?contentid=10189597

Useful links:All communication resources can be found here:http://www.myaiesec.net/content/viewwiki.do?contentid=10185679ICX resources:http://myaiesec.net/content/viewwiki.do?contentid=10173873Finance resources:http://myaiesec.net/content/viewwiki.do?contentid=10139129OGX resources:http://myaiesec.net/content/viewwiki.do?contentid=10186153

ER resources:http://www.myaiesec.net/content/viewfile.do?contentid=10195628CICX resources:http://myaiesec.net/content/viewwiki.do?contentid=10139128TM resources:http://myaiesec.net/content/viewwiki.do?contentid=10186825
http://www.myaiesec.net/content/viewwiki.do?contentid=10189597http://www.myaiesec.net/content/viewwiki.do?contentid=10189597http://www.myaiesec.net/content/viewwiki.do?contentid=10185679http://www.myaiesec.net/content/viewwiki.do?contentid=10185679http://myaiesec.net/content/viewwiki.do?contentid=10173873http://myaiesec.net/content/viewwiki.do?contentid=10173873http://myaiesec.net/content/viewwiki.do?contentid=10173873http://myaiesec.net/content/viewwiki.do?contentid=10139129http://myaiesec.net/content/viewwiki.do?contentid=10139129http://myaiesec.net/content/viewwiki.do?contentid=10139129http://myaiesec.net/content/viewwiki.do?contentid=10186153http://myaiesec.net/content/viewwiki.do?contentid=10186153http://myaiesec.net/content/viewwiki.do?contentid=10186153http://www.myaiesec.net/content/viewfile.do?contentid=10195628http://www.myaiesec.net/content/viewfile.do?contentid=10195628http://www.myaiesec.net/content/viewfile.do?contentid=10195628http://myaiesec.net/content/viewwiki.do?contentid=10139128http://myaiesec.net/content/viewwiki.do?contentid=10139128http://myaiesec.net/content/viewwiki.do?contentid=10139128http://myaiesec.net/content/viewwiki.do?contentid=10186825http://myaiesec.net/content/viewwiki.do?contentid=10186825http://myaiesec.net/content/viewwiki.do?contentid=10186825http://myaiesec.net/content/viewwiki.do?contentid=10186825http://myaiesec.net/content/viewwiki.do?contentid=10139128http://www.myaiesec.net/content/viewfile.do?contentid=10195628http://myaiesec.net/content/viewwiki.do?contentid=10186153http://myaiesec.net/content/viewwiki.do?contentid=10139129http://myaiesec.net/content/viewwiki.do?contentid=10173873http://www.myaiesec.net/content/viewwiki.do?contentid=10185679http://www.myaiesec.net/content/viewwiki.do?contentid=10189597


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Organization (Preparation)

Organization part can be divided for 5 components:

Preparation (1-2 weeks) the main task of this period is to create all needed documents andmaterials. OC ER creates proposal, OC ICX internal promo for matching, OC Comm externalpromo materials. You also need to do market research about companies, schools, universities,available EPs for ICX project, available TNs or planned projects in other countries for OGX project.OC OGX - setting LC2LC cooperation, creation of internships booklet.

Main work part 1 (3 weeks)this period you and your team actively do your tasks according toyour project plan and JD of each OC member. It can be hard period of work because not all will beperfect.

Few tips: Believe in each your OC member

Support each other Track results Delegate responsibilities Trust your OC members Be positive Be strong Be a leader You can implement R&R (Reward and Recognition) system in your team Example: for

each result (raised partner) you can give small present to your OC member

After this period of work you need to have midterm evaluation and re planning. At OCM discusswhat was done and what no; check your project plan and re plan some activities if its needed. Youalso need to have feedback session with your OC team. Example: sit in a circle and starting fromsomeone each OC member and OCP tell to this person all thoughts about his work, feelings and allthat he wants to tell. Then you are moving to the next person in a circle.

Rules of giving feedback: Hamburger rule first you are telling something positive about the work of a person, then

something to improve and then positive again. Give feedback not to the person but to his/her work, behavior, situations Speak about concrete things

Main work part 2 (3-4 weeks) at this period you should have some concrete results raisedmoney, schools, participants, application forms, held interviews, matched interns, raised EPs and

TNs.

Preparation to realization (3-4 weeks) here you need to prepare all your partners, interns,participants, EPs for the project realization. For ICX: You need to agree concrete time and date ofopening, create schedule with schools, sent invitations, booklets about project and your LC tointerns, inform media partners about events with concrete time, print final posters, subscribeagreements with participants and so on. For OGX: you need to prepare EPs before X, run AIESECday or Outgoing Preparation Seminars, Parents day, trainings or conference for preparation for theproject JD.

After this stage of work dont forget to organize small party for your team you are ready for thestart! =)


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Reception activities for your interns

Reception part is a very important part of internship. Eachintern who is coming to Ukraine is looking not just for

working XP but also for new friends, nice time, knowledgeabout Ukraine as a country, your LC as a city, new culture.

And it depends on you how much he/she will get it!

Reception elements:

Buddy system each intern should have a buddywho will be responsible for the intern and will be able tohelp him/her during internship and just to spend time withintern

Welcome package for interns give to your

interns city map, list of reception activities that you willorganize for them, list of events that will happen in your city (concerts, exhibitions), schedule of theworking time as min for one week, dictionary with elementary words, transportation guide.

Welcome/ bye-bye party schedule them and all other parties not later than a week before it andgive this information to interns

Excursions around the city (different eventsmovie night, evening of traditional cuisine) tryto organize as min 1 event per week. Inform interns about all events in advance.

Integration activities try to integrate interns in your LC life. Invite them to LCMs, propose

opportunities of being a part of different events in your LC (flash mobs, conferences, presentations,trainings). You can propose to interns to prepare some training for your OC team, for all LC, tobecome a part of reception team, to help with cooperation and matching to other projects.

Enjoy the part of realizationits your project!


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Evaluation

Its one of the most important parts of your project. Remember all you are doing do till the end!

After realization period you need to collect all documents, to fill in report for partners, to fill in final budget,to ask interns and EPs to write story about their experience on internship (which you will be able to use forthe promo of your LC), to give certificates to schools and students which took part in your project. You canalso write story about your OCP experience.

You need to fill in the project report - template is available at National OCP wiki:http://www.myaiesec.net/content/viewwiki.do?contentid=10189597Read it in the beginning of your project to know what documents you need to collect for report!

For the project report you need to collect and write down such information and documents:

Project description write down name of your project, duration, goals and other details External environment write down all information about your partners (finance, learning, media

and others), participants, collect all materials about your common activities (photos from event withtheir banners, souvenirs, print screens of logos, posts in social media)

Finance fill in final budget of your project Legality you need to collect different documents as copies of passports, orders and so on. List

of all documents is in the project report template Content quality write down all events you organized during the project, collect information about

your projects quality Analyses analyze your project please in the form of start-stop-continue. Write down measurable

results of your project, outcomes, impact.

For sure you need to have last OCM with your team: To sum up the project what was done, what could be better, what is needed to be improved in

the next such project. Try to evaluate impact that you did by your project, think what should bedone in the next project to increase its impact.

Final feedback (or more sharing) thank your OC members for work with you! Check personal goals, put some new, discuss next steps Celebrate!

You also need to have final meeting with PM coordinator to evaluate the project, to receive feedbackfor your work.

Meet with the next OCP and give transition to him/her do impact in project development!

Congratulations YOU did it! =)
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