Project Management Program Guidebook

The AIESEC Philippines Project Management Program is a training and development program which focuses on improving skills and competencies in the field of project management. Its main objectives are the following: To create a pool of officers and managers who will be in charge of various

national projects of AIESEC Philippines

To train members with the purpose of satisfying the manpower requirements of immediate major projects and strategic initiatives

To develop talent capacity for project management for future strategic initiatives of AIESEC Philippines, in both national and local levels

pro·ject /ˈpräjˌekt/ n. A project is a temporary endeavor undertaken to create a unique product, service, or result. The temporary nature of projects indicates a definite beginning and end. It is important to note that projects are not limited to events, but any temporary activity outside our operations. In an organization, the opposite of projects is called operations, which is the collection of activities that it does 24/7. This is considered the core of what an organization does, or its “business as usual.”

The program is divided into two tracks: Project Management and Program Management. The Project Management track focuses on developing an individual’s basic project management skills, as well as advanced technical skills in the following specific functions:

Business-to-Business (B2B) Marketing Business-to-Consumer (B2C) Marketing Design and Advertising Finance and Legal Logistics and Procurement

There are three possible key activities for members who are part of the Project Management track.

1. Function-specific, short-term, minor projects (required) 2. OCVP for major projects (application/selection) 3. Staff roles for major projects (optional)

pro·ject man·age·ment /präjˌekt manijmənt/ n.

Project management is the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.

The Program Management track focuses on developing an individual’s advanced project management skills, as well as basic skills in program management. The major projects of the term are divided into the following programs:

National Conferences Program (I.e. NPM, NLDC, NatCon, etc.) PR Events Program (I.e. GYS, Y2B, Global Village, etc.) Internal Relations Program (I.e. NGA, Awards Night, etc.)

There are three possible key activities for members who are part of the Project Management track.

1. Over all Program Management (required) 2. Be members of the Non-Exchange National Control Board (required) 3. OCP for major projects (application/selection)

pro·gram man·age·ment /ˈprōgram manijmənt/ n. A program is defined as a group of related projects managed in a coordinated way to obtain benefits and control not available from managing them individually. Programs may include elements of related work outside the scope of the discrete projects in the program. A project may or may not be part of a program but a program will always have projects. Program management is defined as the centralized coordinated management of a program to achieve the program’s strategic objectives and benefits. Projects within a program are related through the common outcome or collective capability.

Program Management and Non-X National Control Board Job Description

ROLE BRIEF

Program Managers are responsible for managing a specific Strategic Initiative program of AIESEC Philippines. This would include planning objectives, goals and strategies for the program, staffing major projects under each program, designing systems for control (tracking, knowledge management, etc.) If selected as OCP of a major project, the Program Manager is in charge of leading and organizing a team to execute the project’s plans and meet its goals and objectives. Program Managers are also part of the Non-Exchange National Control Board, which is in charge of creating and managing a system to evaluate all strategic initiatives happening in AIESEC in the Philippines, to ensure alignment to overall organizational strategy of AIESEC International and AIESEC Philippines.

AIESEC XP Stage: TMP, TLP

Accountable to: MCVP SI, SI Program TL

Consults with: Other Program Managers, MCVP SI, MCVP MAC, MCVP FLA, MCVP BD, MCVP OD, MCVP TM, MCVP SI

Works with: OC Team (OCP), MCVP SI

Duration: April 30, 2014 (renewable after midterm evaluations)

PROFILE

AIESEC Background

Has good project management experience (OCP, OCVP, or other project roles outside AIESEC)

Has experienced at least two national projects as a delegate, facilitator, or staff, or at least once as an OCVP/OCP

Has good understanding understanding of AIESEC and AIESEC Philippines (business model, branding, etc.)

Skills and Competencies

Strong team leadership and management abilities

Creative and quick problem solving

Effective verbal and written communication

Conflict resolution

Crisis Management

Personality and Attitude

Highly productive, despite working under stressful conditions

Proactive and independent worker

Good in communicating and dealing with different types of people

Results-oriented, but does not sacrifice team satisfaction

Values promptness and meeting deadlines

Can be a generalist (as opposed to a specialist), big picture thinker, complete finisher

Project Management Program Structure

MCVP Strategic Initiatives

Project Management

Team

B2B Marketing TL

B2B Marketing Team

B2C Marketing TL

B2C Marketing Team

Design and Advertising TL

Design and Advertising Team

Finance and Legal TL

Finance and Legal Team

Logistics and Procurement

Logistics and Procurement Team

Program Management

Team

National Conferences Program TL

National Conferences

Program Team

PR Events Program TL

PR Events Program Team

Internal Relations Program TL

Internal Relations Program Team

Project II OCP

Project I OCP

Project

Management Team

B2B Marketing

Team

B2B Marketing

Officer

B2B Marketing

Officer

B2C Marketing

Team

B2C Marketing

Officer

B2C Marketing

Officer

Design and Advertising

Team


Officer


Officer

Finance and Legal Team

Finance and Legal Officer



Team


Officer


Officer

Other Officers

Others Officers

Project II OCP

Project I OCP

B2B Marketing

Officer

B2B Marketing

Officer

B2C Marketing

Officer

B2C Marketing

Officer


Officer


Officer




Officer


Officer

Other Officers

Others Officers

Project II OCP

Project I OCP

B2B Marketing

Officer

B2B Marketing

Officer

B2C Marketing

Officer

B2C Marketing

Officer


Officer


Officer




Officer


Officer

Other Officers

Others Officers

Major and Minor Projects Tentative Roster

Project Project Description OC Timeline Execution Date

National Presidents Meeting Small three-day conference for approx. 50 delegates. To be held in Metro Manila.

May - July/Aug June/July

National Leadership Development Conference

Large five-day conference for approx. 300 delegates. Can be outside Metro Manila.

May – November October

National Conference I First part of two-part conference. Medium three-day conference for approx. 80 delegates in Metro Manila.

August – January November

National Conference II Second part of two-part conference. Medium three-day conference for approx. 100 delegates in Metro Manila.

August - January December

National Planning Conference

Large five-day conference for approx. 200 delegates. Can be outside Metro Manila.

October - May April


Global Youth Summit

Large whole-day event, with 1000++ delegates from all over the country. To be held in Metro Manila.

May - October September

Philippines Youth-to-Business Forum

Large whole-day event, with 300 – 500 delegates from all over the country. To be held in Metro Manila, before NLDC.

May - Nov October

Global Village Large whole-day event, integrating participants of APXLDS 2014. Aimed to happen in a public place (e.g. malls) within Metro Manila.

October - April March

Asia Pacific Youth-to-Business Forum

Large whole-day event, integrating participants of APXLDS 2014 and Filipinos all over the country. To be held in Metro Manila, before APXLDS. 300 – 500 delegates.


Asia Pacific Youth Leadership Summit

Large whole-day event, integrating participants of APXLDS and Filipinos all over the country. To be held in Metro Manila, before APXLDS. 300-500 delegates.



National General Assembly

Medium whole-day event, with 100-150 attendees. To be held in Metro Manila.

July – Sept September

National General Assembly

Medium whole-day event, with 100-150 attendees. To be held in Metro Manila.

Dec - Jan January

AIESEC Philippines Awards Night

Medium whole-day event, with 100-200 attendees. To be held in Metro Manila

Oct – April April

Function Project Title Project Description Timeline


Ocular Overload Gather useful information on certain # of possible venues, and other services (catering, travel, etc.)

June – August

Business-to-Business Marketing

National Sales Fest Organize a national sales competition (using major projects and BD products) to help develop sales potential and to generate profit

June – September

Business-to-Consumer Marketing

Consumer Research Series Design and implement a research plan on consumer behavior (youth sector)

June - October

Finance and Legal Entrepreneurship Project Create an entrepreneurial activity that would benefit AIESEC and generate a target profit

June - August

Design and Advertising Visual Branding Project Design logos and visual branding guidelines for certain major projects

June - August

Application Process

http://bit.ly/PMPapps •

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http://bit.ly/PMPapps

http://bit.ly/PMPapps

Frequently Asked Questions

May I participate even if I already have an existing role? Yes, the Project Management Program is designed to be “dual role-friendly,” especially the minor projects for the Project Management track and general responsibilities in the Program Management track outside major projects. Anyone can apply for this program. Do note that the decision on who will OCP or OCVP for major projects will be affected based on candidates’ availability throughout the lifespan of the OC role. Also, it is presumed that you had asked permission from your supervising TL and/or EB before applying for this program.

Is it possible to be in both tracks or jump from one to another? No, you may only be part of one track at a time. However, once you are finished fulfilling all of your responsibilities in a track, you may request to shift tracks, especially if you’re eyeing a particular OCP or OCVP role. Approval of the request will be the in the MCVP SI’s discretion, who will consult with either the Project Management or Program Management TLs.

Can I have more than one OCVP or OCP experience? Yes, it’s definitely possible. It’s also possible that you have none, regardless of which track you belong to.

Why such a drastic change in the system for staffing OCs? As an organization, we can anticipate the need for more and better project managers as we are at a stage wherein we need strategic initiatives (outside our operations) to boost and enable our growth. Note that that staffing major projects is just one out of the three main objectives of this program. Also, projects are not limited to our usual events, but it includes any temporary activities that are beyond our operational scope (e.g. procurement initiative.) This is not merely a training program that teaches the skills that are needed immediately, but also a development program which equips participants with competencies that might be needed in the near future. This system should make strategic initiatives more efficient and effective weapons of choice for AIESEC Philippines. Like most innovations, expect this system to go through continuous improvement throughout its implementation.

For more questions, please email [email protected]. Thanks!

Project Management Program Guidebook

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