Project Management Guide AIESEC Ukraine

Content:
Project definition Needed knowledge in Project management Project lifecycle Concept development Team Formation Planning Organization (Preparation) Realization Evaluation

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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 in order 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
Concept development Team formation Planning Organization Realization Evaluation

Resources**

Concept development - 1 week

Team formation - 2 weeks

Evaluation - 1 week
Organization 11 weeks Realization 8 weeks

Planning - 1 week

Time*

*Time scale shows duration of each stage of project management. The most important is ratio between different stages, not concrete 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) **Resources scale shows amount of financial, physical, mental resources and general workload during each stage of project management

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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 your LC) Output of the meeting: Get to know history of project Create clear vision of the project 2. Meeting with EB members Output 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 project Project stakeholder - a person, group or organization with an interest in a project 5. Defining project size You need to create measurable picture of your project to understand general scale of the project. You can guide yourself with next questions: How many people should know about your project? (whole city/all students/ just small group involved 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 TM According 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 plan Project Plan the main tool to create vision of the project, to plan concrete goals and main actions to achieve 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

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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 OC team TNs info (for ICX PBoX), EPs info(for OGX PBoX) TN information and JD in the plan should be the same as in TN form in myaiesec.net. EP information profile of EPs that you are going to raise. - Raised TNs/EPs TNs/EPs that are at Available status in myaiesec.net - Matched TNs/EPs TNs/EPs for which you already found interns/internship and they are on Matched status in myaiesec.net - Realized TNs/EPs status of TN/EP form after interns arrived/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 till December (not all interns/EPs out of matched will come/go) and to have 10 TNs/EPs raised till October (not all out of raised will be matched. For OGX: to have 10 EPs raised you need to have 2030 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, our team 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 of your 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 positions and 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: as more detail you will fill Gantt chart as much better you will see and understand what will you and your team 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 the project 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 of OCM 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 something interesting to have good team building, to get to know each other closer, to break ice between each 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, what he/she wants to develop in himself during work in this team of this project. Each member should put 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 to write letter to himself in the future - after the project and then in the end of your project to give that letters back; you can just ask your OC members to write their goals at the small colorful papers (3 personal goals, 3 goals to achieve in the project, 3 goals for future work), to collect them and 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. But you shouldnt just tell this vision with concrete goals and steps to your OC members - you and your OC as a team should build the vision from the beginning. Ask your team how they see the project, correct if something isnt right. Plan general steps altogether. Outcome - all your team members 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 why such actions should be done in such time. Put responsible person for each task according OC JD and preferences. Outcome you have final plan for actions with final responsible people who understand 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 have forum (group), each Friday each OC members and you as OCP sent report about your week results 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 OCM and try not to move it. This time should be good for each OC member and everyone can put it in his/her week activities.

You as OCP are responsible for your OC members education. Make sure that each of them visited key training and advanced training and that each of them has knowledge in their direction. If your OC member has a lack of knowledge in his/her direction you are responsible for giving this knowledge you can 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 GUIDE BOOK - http://www.myaiesec.net/content/viewfile.do?contentid=10195618

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Planning
Each OC member plans his/her activities, fills in planning documents 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. There should be 3 budgets planed optimistic, realistic and pessimistic Communication planshould be files by OC Comm. There should be all promo activities that should be during the project Media plan document where all media resources and number 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 solutions Examples: 1. You have 50% less participants than expected. What will you do? How many participants are needed to make this project relevant? 2. One OC member leaves the team. What will you do? How many OC members can support this project 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 and Interviews beforehand and move to not selected
Category Interns Risk Some interns leave the project because of some reason Possibility to occur 70% Responsible OCP Solution Restructure the program and explain everything to participant Try to project money run this without

Financial

General sponsor (10000 UAH) is not interested any more

50%

OCP + OC Finance + OC ER

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

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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 and materials. OC ER creates proposal, OC ICX internal promo for matching, OC Comm external promo 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 to your project plan and JD of each OC member. It can be hard period of work because not all will be perfect. 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 discuss what was done and what no; check your project plan and re plan some activities if its needed. You also need to have feedback session with your OC team. Example: sit in a circle and starting from someone each OC member and OCP tell to this person all thoughts about his work, feelings and all that 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 raised money, 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 of opening, create schedule with schools, sent invitations, booklets about project and your LC to interns, inform media partners about events with concrete time, print final posters, subscribe agreements with participants and so on. For OGX: you need to prepare EPs before X, run AIESEC day or Outgoing Preparation Seminars, Parents day, trainings or conference for preparation for the project JD. After this stage of work dont forget to organize small party for your team you are ready for the start! =)

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Realization
During realization period all the time you need to monitor situation. Is everything good? How about partners, interns? For PBoX dont forget about reception activities for interns, servicing of your partners, host families For OGX project dont forget to service EPs during their internship For CICX project dont forget to service TN takers

Servicing:
It will help you to know if everything is going good and prevent any conflicts At the beginning of realization you need to contact all your partners, EPs, interns, host families and ask is everything ok (does the TN taker, host family like the interns, is it all the same as he/she expected (for partners, interns and EPs)). If something is wrong you need to think how you can remedy the situation. Promise concrete things that you can do and concrete DDL when you will do it. Never promise things that you cant be sure you will do! Never miss this DDL! Ones per 2 weeks during realization you need also contact all your partners, EPs, interns, host families and ask is everything is going well and how can you improve realization period. In the end of realization (and after each external event for which you have additional partners, after end of work with some concrete school) you need to contact all partners, host families to sum up your common work and to think how can AIESEC work with them in the Future. Try to collect feedback from participants of your project as min 2 times (in the middle of the project and in the end), ask what do they like, what should be improved. For interns servicing we have QET Quality evaluation tool. Interns should fill it in twice during their internship: 1st one should be filled by each intern after 2 weeks of internship and is based on the questions about interns preparation and first impression 2nd one should be filled by each intern in the end of internship and in based on the questions about involvement in LC life, impact on society and so on Collect these tools not just for sending to MC analyze results and try to do your best for the best XP of your interns. For more information about QET and template - ask your VP ICX. EPs servicing During their internship mail your EPs, ask about their internship and if something is going wrong try to improve it. Also you can mail to your EPs different news about your LC, projects that you have, different opportunities that can be also available for EPs in your LC after they will come back from internship. After EPs will come back from internship try to integrate them in your Local Committee.

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Reception activities for your interns

Reception part is a very important part of internship. Each intern who is coming to Ukraine is looking not just for working XP but also for new friends, nice time, knowledge about 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 buddy who will be responsible for the intern and will be able to help him/her during internship and just to spend time with intern Welcome package for interns give to your interns city map, list of reception activities that you will organize for them, list of events that will happen in your city (concerts, exhibitions), schedule of the working 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 and give this information to interns Excursions around the city (different events movie night, evening of traditional cuisine) try to 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, to become a part of reception team, to help with cooperation and matching to other projects.

Enjoy the part of realization its 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 for the promo of your LC), to give certificates to schools and students which took part in your project. You can also 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=10189597 Read 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 with their 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 be done 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 feedback for 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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