Match management

Match Management

• 45% Match Rate in Term 2011-2012• 65% Match Rata in Q2 2013• Globally it takes average 80 days to

match a TN/EP• 28% TN/EP will be matched in 1 month

Global GIP Match Challenge

Key Issues for GIP Match

Supply and Demand Alignment

TN/EP Expectation and

Commitment

Knowledge and Behavior in Match

Process

Delivery Tracing

Match Process

Optimization

Great Match Rate=

Supply common sense among membership+ Good supplier management+ Great match management+ Culture of delivering the promise/being professional

1Supply common sense

--Sell what we have

Supply Common Sense

-Background/Working Field: What opportunities we can provide? How many?-Top suppliers: Who are the top suppliers?-Language: What are the top languages-Timeline: When do we have them

Supply Common Sense

-Background/Working Field: What opportunities we can provide? How many?-Top suppliers: Who are the top suppliers?-Language: What are the top languages-Timeline: When do we have them

Supply Common Sense

1. What is the scale of different opportunities we are providing?-TN

Scarce Resources

1. What is the scale of different opportunities we are providing?-EP

Scarce Resources

Supply Common Sense

• AIESEC has much more business background students

• Electrical & Electronics & Industrial & Mechanical Engineering is our top Engineering Profile; But globally we have only around 20 EP with working experience with each background

• 60% EP of Social Science studies Psychology; Social work has most EP with working experiences(560)

Supply Common Sense

• 68% EP of Law Background has business law background. Globally we have only around 30 EP who has working experience in law

• 62% EP of Other Technical Background has Advanced Mathematics background; Tourism has most EP with working experiences(200)

Supply Common Sense

-Architecture-Fashion & Design-Graphic Design-Children Education Profession-Aerospace Engineering-Automotive Engineering-Chemical Engineering-Civil Engineering-Environmental Engineering-Agriculture-Biochemistry-Hydromechanics-Plant Products Technology

-Food Engineering-Genetic Engineering-General & Inorganic Chemistry-Horticulture-Land & Water Management-Medicine & Healthcare-Molecular BiologyProcess Engineering / BioprocessMicrobiologyBiophysicsAnimal Products TechnologyConstructionFermentation TechnologyDon’t raise them unless you are sure about supply

Supply Common SenseWe really have very few EP who have following academic background:

Supply Common Sense

Database managementTourismChild (Youth) EducationForeign Languages Education Introductory Teaching Social workPublic RelationsCorporate Community EngagementEvent ManagementHotel + Restaurant Management

Introduction to Management / Business AdministrationOrganisation Management + PlanningProject ManagementFinancial Planning + BudgetingHR resourcesMarketing

Backgrounds which have more than 200 EP with working experience

Supply Common Sense

-Background/Working Field: What opportunities we can provide? How many?-Top suppliers: Who are the top suppliers?-Language: What are the top languages-Timeline: When do we have them

Supply Common Sense

2. Who are the top provider for main products?

Use supply world map to have an overview:http://www.myaiesec.net/content/viewfile.do?operation=fileview&contentid=10239703

Supply Common Sense

2. Who are the top provider for main products?

EP：• Business background (All over the world)• Technical background (Brazil, Colombia, Mexico,

Tunisia, Ukraine, Russia, Poland, Turkey, India, Germany)

• Teaching background (English speaking, Poland, Ukraine, China)

Supply Common Sense

2. Who are the top provider for main products?

TN：• Business background (All over the world)• Technical background (Most of WENA countries

offer technical TNs, esp IT)• Teaching background (Most of emerging market,

esp MoC, Indonesia, Russia, etc)

Supply Common Sense

-Background/Working Field: What opportunities we can provide? How many?-Top suppliers: Who are the top suppliers?-Language: What are the top languages-Timeline: When do we have them

Supply Common Sense

-Background/Working Field: What opportunities we can provide? How many?-Top suppliers: Who are the top suppliers?-Language: What are the top languages-Timeline: When do we have them

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

379325

401

256

388

536596

450505

388332 308

Realization Timeline

4. Timeline and Duration

Supply Common Sense

2Supplier management

--Match when we have

Supplier Management

Align

Track

Support

Evaluate

Create

5 Key Actions for Supplier Management

To help with delivery based on sub-products we filter all our EPs from AFT and classify them according to sub-products, so on our EP search tool you will find EPs split by the one sub-product they are best belonging too. For Engineering and IT we further break these down to more specific profiles they belong too.

Case study of AIESEC Germany:SUB-Product deliverySearch tools by sub-product to track supply progress

German EP Search Tool:

http://bit.ly/TBYAIZ

Case study of AIESEC Germany:SUB-Product SegmentationUsing DAAL to build for segmentationReviewed potential supply in each sub-segment to identify most suitable duration, realization peaks for these TNs. Further broke this down by language to identify demand for specific language requirements (German) and then identified top supply entities for these type of TNs.

Blue Bar (left axis): International supply Marketing TNs

Red Line (right axis): International supply German Language Marketing TNs

3Match management--Match when we have

Matching Process bottlenecks15x Bottlenecks.

1. Clarity of TN expectations2. Intern / Company waiting for better opportunities3. Delays in matching process from EP / TN side.4. Communication between from EP / TN side.5. Too many opportunities for EP / TN6. Difficult to mange large scale of applications from

TN side7. Member knowledge and experience to deliver.8. Culture of Organization9. Pricing Incentives10. Language Standard11. Specific request from TN side.12. Transition of accounts13. Outdated TN forms14. Difficult to track delivery15. Promotion Channels

Matching Process bottlenecks6 Bottlenecks of doom for the network.1. Incentives driven through EP/TN pricing

model

2. Expectations and Opportunity

Management

3. Lack of proactively opportunity sourcing

4. Knowledge and use of EP/TN forms

5. Communication and matching process

6. Lack of match progress tracking

Key Issues for GIP Match

Supply and Demand Alignment

TN/EP Expectation and

Commitment

Knowledge and Behavior in Match

Process

Delivery Tracing

Match Process

Optimization

Matching bottlenecksIncentives driven through EP/TN pricing model.Companies• Partial payment up front for raising of TN fee to

ensure commitment

Exchange Participants• Higher portion of EP fee paid upon raising to ensure

high motivation to be on database• Set duration for EP forms on system, old forms

rejected or pay extra fee to extend this duration

Matching bottlenecksCommunication and matching process – Part iCompanies• Set timeline for shortlisting and candidate selection

through TN contract• Prepare second shortlist during first round of

selection• Physical follow up meeting during shortlisting

process to follow up company• Manage first round of selection for the company

internal in AIESEC so company will have less Interview rounds Internally

Matching bottlenecksCommunication and matching process – Part iIExchange Participants• Tracking of EP application• TN manager follow up of non responsive TNs• Education on TN selection and application process

from ICX• Regular communication with EP during matching

process to ensure they are continued to be motivated and active in applying

Matching bottlenecksLack of proactive opportunity sourcing

Headhunt candidates for TN• Proactive supply search• Contact Sending entity/ Candidate in smart way• Pocket recruitment for company –should start even

during contract negotiation

Matching bottlenecksExpectations and opportunity management.Companies• Set expectations on a set number of shortlists

delivered per company• Best EPs are coming from the first shortlists• Propose JDs for standard profiles • Questions company JD to ensure clarity

Exchange Participants:• Present EPs less opportunities through • EP buddy works as consultants supporting EP

through matching process

Matching bottlenecksKnowledge and use of EP/TN forms

1. Conduct education for uploading form-Only choose main working fileds (TN)-Only choose main backgrounds (EP)-Write JD carefully and comprehensively-Use company introduction and trainee testimonials

Upload TN form

Matching bottlenecksKnowledge and use of EP/TN formsGEP Case study: Clear application requirement

Upload TN form

Matching bottlenecksKnowledge and use of EP/TN formsGEP Case study: Clear application requirement

Screeing

Matching bottlenecksKnowledge and use of EP/TN formsGEP Case study: Use survey to filter applicants

Solution 2GEP Application Process:b. EP survey to collect most critical information you need

Upload TN form

Matching bottlenecksKnowledge and use of EP/TN formsGEP Case study: Advertise TN in smart way

Learn from Alcatel-Lucent http://www.myaiesec.net/content/viewwiki.do?contentid=10005063

Why company want AIESEC interns?

Upload TN form

Matching bottlenecksKnowledge and use of EP/TN formsGEP Case study: Advertise TN in smart way

Learn from Alcatel-Lucent http://www.myaiesec.net/content/viewwiki.do?contentid=10005063

Stories of Interns

Matching bottlenecksLack of matching progress tracking

• Set milestones in matching progress and track milestones of your TNs/EPs

• In-time feedback and on-spot problem solving• In-time adjustment of delivery process based on

reality• Make sure account transition happens probably

Case Study:AIESEC Brazil Delivery Progress Tracking

AIESEC Brazil divides delivery process into 5 stages. It is easy to track and support Eps to go from stage to stage during match process.

Case Study:AIESEC Brazil Delivery Progress Tracking

Level Possible Behaviour Possible conclusions

Possible actions

1 The EP sent 20 applications, none of them received an answer

Your email is sounding like a spam; your EP is applying for TNs which do not fit his profile; your EP is applying to countries which filter a lot the applications; Your CV is not attractive

Review application email or process; identify the countries and if needed get in touch with NST to facilitate contact; add the managers to your social network; review the EP’s CV

Case Study:AIESEC Brazil Delivery Progress Tracking

Level Possible Behaviour Possible conclusions

Possible actions

2 The EP has the CV in many companies, but no answer from them in weeks.

You are not following up the process effectively; the company is delayed; AIESEC in the host country is delayed; there are many applicants

Build an straight relation with the TN manager; get In touch with the VPICX responsible; call or directly kindly ask the responsible

Case Study:AIESEC Brazil Delivery Progress Tracking

Level Possible Behaviour Possible conclusions

Possible actions

3 The EP has not been well evaluated by the company.

You are not applying to the TNs your EP suits, the company had many applicants, your EP is being restricted concerning destination countries

Review the objectives of your EP, Enhance the applicant promotion or branding, promote the TNs in other countries, show cases in other countries or companies motivating flexibility

Case Study:AIESEC Brazil Delivery Progress Tracking

Level Possible Behaviour Possible conclusions

Possible actions

4 Your EP had many interviews but no approval.

He is getting nervous before interviews, he has problems speaking english in public, he is applying to so many TNs that he does not prepare to the interview

Simulate interview with the EP, send possible questions during an interview to him, ask questions about the TN from the interview before

Case Study:AIESEC Brazil Delivery Progress Tracking

Level Possible Behaviour Possible conclusions

Possible actions

5 My EP is not getting his VISA.

There is a problem with AIESEC host documents, there is a problem between the countries diplomacy, the VISA is taking too long

Get official informations, call the AIESEC office in the other country, do a VISA checklist, outsource the service

Case Study:AIESEC Brazil Delivery Progress Tracking

1.Weekly Checking – for TNs available and in urgent matching needs, and would be coached by MCVP for expectation setting and suggestion on S&D2. Podio Matching – Podio Matching is the process optimization strategies for effective matching through podio, with concrete timeline set for externals

Case Study:AIESEC Hong Kong Delivery Tracking leads to big growth in match

4Culture

--Deliver our promise

Case study of Czech Republic: Tasty MatchingAIESEC Czech Republic reposition matching in the

country to rebuild the culture and shift focus of the organization to delivery.

Key Issues for GIP Match

Supply and Demand Alignment

TN/EP Expectation and

Commitment

Knowledge and Behavior in Match

Process

Delivery Tracing

Match Process

Optimization

Key Strategy Implemented:• Sub Product based Matching Strategy• Top 200 Forms• Process Optimization

Case Study:AIESEC India-40% Growth in ICX GIP Match, 60 match in a week

Four Sub Products AIESEC India OffersThey organize their supply information based on sub producthttp://www.myaiesec.net/content/viewwiki.do?contentid=10224868

Thank You