1. PROJECT MANAGEMENT
@DESMIL7
FURTHER DETAILS REFER TO PROJECT MANAGEMENT OF AIESEC IN INDONESIA 13/14 AND
PROJECT AUDIT SYSTEM OF AIESEC IN INDONESIA
OCP national project virtual summit
AIESEC Indonesia

2. WHAT IS PROJECT ?
PRINCE2 (CABINET OFFICE OF UK)
• A TEMPORARY ORGANIZATION THAT IS CREATED FOR THE PURPOSE OF
DELIVERING ONE OR MORE BUSINESS PRODUCTS ACCORDING TO AN AGREED
BUSINESS CASE

3. PROJECT MANAGEMENT ?
IT IS THE APPLICATION OF KNOWLEDGE, SKILLS, TOOLS AND TECHNIQUES TO
PROJECT ACTIVITIES IN ORDER TO MEET OR EXCEED STAKEHOLDER NEEDS AND
EXPECTATIONS FROM A PROJECT.
PROJECT MANAGEMENT INVOLVES PLANNING,
DIRECTING, CONTROLLING RESOURCES AT EACH STAGE
OF THE PROJECT LIFE CYCLE TOMEET PROJECT
OBJECTIVES.

4. WHAT IS THE DIFFERENCE BETWEEN
AD HOC AND PROJECT?

5. AD HOC & PROJECT REASON
PROJECT
• BASED ON PROJECT NEEDS (ISSUES)
• MULTIPLE STAKEHOLDERS (ROADSHOW
AD HOC
• TAKING TO ACCOUNT ORGANIZATIONAL
NEEDS
• FULL WORKING TIMELINE

6. TNS/PARTNERS CRITERIA (XPP)
• ORGANIZATIONS WHICH AIM TO CREATE OR SUPPORT DIRECT POSITIVE
IMPACT IN COMMUNITIES THROUGH THEIR ACTIVITIES, INITIATIVES, OR
PROJECTS. WITH THESE ORGANIZATIONS, AIESEC CO-CREATES
OPPORTUNITIES FOR EPS TO DEVELOP THEMSELVES WHILE PROVIDING
DIRECT POSITIVE IMPACT.
• CAN BE FROM PUBLIC, PRIVATE, OR SOCIAL SECTOR, OR A PROJECT (WHICH
MUST INVOLVE ONE OR MORE ORGANIZATIONS AS AN AIESEC ENTITY
CANNOT SOLELY DELIVER A GCDP EXPERIENCE WITHOUT ANY EXTERNAL
INVOLVEMENT.

8. 1. ORGANIZING COMMITTEE
SELECTION AND EDUCATION
Education Plan or Project Coaching
Coaching will follow the
audit checklist
General education from
Talent Management
Project Transition from
former OC
Output of Project coaching
is Pre – Proposal and
Project Budget
Selection of OC Team
OCP open 24 weeks
before
Each round of
application should
take 1-2 weeks
OCP and Functional
will select the OC
OC Structure
Proposed
Creating Project wiki
& Assign their role

9. 2. PLANNING AND CONCEPT
DEVELOPMENT
Pre – Proposal and Budget
Plan
Review the pre –
proposal and
project budget by
Project controller
Standardization of
Pre – Proposal
Content
Project controller
should submit the
pre – proposal
before project
hearing and brand
filtering is started

10. 2.1 PLANNING
PROCESS OF THINKING ABOUT THE ACTIVITIES NEEDED TO CREATE A
DESIRED GOAL ON SOME SCALE

11. WHY WE NEED A PLAN?
• LOOKING AHEAD!
bridges between where we are and where we want to go

12. Keep us on TRACK!

13. Don`t forget to use S.M.A.R.T rule

14. 2.2 CONCEPT DEVELOPMENT
OCP and OC need to know about:
- WHY of AIESEC
- Market trends (make research)
- EP supply
You also need to do market research about companies, organizations, schools,
and universities, media partners; available EPs for matching etc and submit it in
Podio.

15. 3. BRAND FILTERING AND PROJECT HEARING
Working Capital will be given depends on the score
Minutes of Meeting should be uploaded on Project wiki
Record it into minutes of meeting
Project hearing and brand filtering should be set 14 days after submission

16. 4. PROJECT TRACKING AND CONTROLLING
Ensure the mid audit activity
Project Controller should provide financial transparency
Project controller will track all of audit checklist
Project controller should set weekly meeting (or reporting) with OCP
Finance, OCP and OC Finance should have meeting twice a month

17. 4.1 MAIN WORK – PART 1 (2 WEEKS)
TEAM ACTIVELY DO TASKS ACCORDING TO
PROJECT PLAN AND JD OF EACH OC MEMBER. IT
CAN BE A HARD PERIOD OF WORK BECAUSE
NOT EVERYTHING WILL BE PERFECT.

18. 4.2 MAIN WORK – PART 2 (2-4 WEEKS)
AT THIS POINT, PROJECT SHOULD HAVE SOME
CONCRETE RESULTS:
• RAISED MONEY, SCHOOLS, PARTICIPANTS, APPLICATION
FORMS, HELD INTERVIEWS, MATCHED INTERNS ETC

19. 4.3 MAIN WORK – PART 3 (2-4 WEEKS)
PREPARATION FOR REALIZATION:
CHECKING PREPARATION OFF AL STAKEHOLDERS (HOST
FAMILIES, BUDDIES, PARTNERS, INTERNS) AND FIXING
TIMELINE AND SCHEDULES FOR REALIZATION

20. 4.4 OPENING
THIS IS STARTING POINT OF PROJECT REALIZATION.
YOU NEED TO INSURE THAT SHOWCASING OF IT IS
ORGANIZED WELL

21. 4.5 REALIZATION
• DURING THE REALIZATION PERIOD YOU NEED TO
MONITOR THE SITUATION. IS EVERYTHING OKAY?
(CONSTANT EVALUATION OF PROJECT TIMELINE)
• CHECK BUDGET
• DON’T FORGET ABOUT RECEPTION ACTIVITIES FOR
INTERNS, SERVICING YOUR PARTNERS, HOST FAMILIES,
TRACKING BUDDIES ETC.
• TALK WITH EPS!

22. 5. PROJECT REPORT AND EVALUATION
Project Report should be compiled into wiki and reported to Member Committee quarterly
Project Report Standardization
LC Project Evaluation should be set max 2 weeks after submission
Project report submitted 2 weeks after closing
Weekly project report to Project Coordinator

23. CLOSING
IT’S NOT THE END!
INVITE ALL STAKEHOLDERS TO THE CLOSING EVENT (EPS, PARTNERS, HOST
FAMILIES, BUDDIES, PROJECT VOLUNTEERS AND PARTICIPANTS).
DURING CLOSING YOU NEED TO:
- PRESENT REPORT OF PROJECT (SUM UP OF ALL YOUR RESULTS)
- ORGANIZE EVALUATION WITH STAKEHOLDERS AND GIVE APPRECIATION
(CERTIFICATES)

24. PROJECT AUDIT
CHECKLISTS

25. WHAT IS AUDIT?
• AUDIT IS AN INDEPENDENT REVIEW AND EXAMINATION
OF RECORDS AND ACTIVITIES TO ASSES THE ADEQUACY
OF INTERNAL CONTROLS, TO ENSURE COMPLIANCE
WITH ESTABLISHED POLICIES AND OPERATIONAL
PROCEDURES AND TO RECOMMEND NECESSARY
CHANGES IN CONTROLS, POLICIES, AND PROCEDURES.
• THE TERM MOST COMMONLY REFERS TO AUDITS IN
ACCOUNTING, BUT SIMILAR CONCEPTS ALSO EXIST IN
PROJECT QUALITY MANAGEMENT.

26. WHY?
• OBJECTIVELY MEASURE THE PROJECT PERFORMANCE
• REACH THE PROJECT GOALS BY REVIEWING THE CURRENT
CONDITION WITH THE PLANNING OBJECTIVE
• FOCUS TO PREVENT AND/DETECT AND/CORRECT UNLAWFUL
EVENT
• PREVENT ORGANIZATIONAL COST OF DATA LOST AND BAD
DECISION MAKING

27. WHY?
• AUDITING CAN HELP AN ORGANIZATION BETTER UNDERSTAND
WHETHER STANDARD PROJECT MANAGEMENT PROCESSES ARE
BEING FOLLOWED.
• AUDITING CAN HELP DETERMINE THE TRUE STATE OF A PROJECT,
AND WHETHER THE PROJECT LOOKS TO BE ON TRACK TO FINISH
SUCCESSFULLY.

28. WHAT TO PREPARE?
THERE ARE SEVERAL THINGS THAT NEED
TO BE PREPARED BY THE OCP, OCS,
PROJECT COORDINATOR, PROJECT/EVENT
AUDITOR, AND PROJECT EDUCATION AS
WELL FOR AN AUDITING

29. WHAT RESPONSIBILITIES DOES EACH OF US HAVE?

30. PROJECT COORDINATOR
• PROJECT TRACKING REPORT (DATE, NAME OF
TRACKER, NAME OF PROJECT, THINGS TRACKED)
• MINUTES OF MEETING OR REPORT BRAND FILTERING
• MINUTES OF MEETING OR REPORT OF PROJECT
HEARING

31. OCP
• COMPLETE LIST OF OC (NAME,
ACTUAL STAGE, PROFILE,
CONTACTS)
• COMPLETE LIST OF OC IN
MYAIESEC.NET (SUBMIT THE
PRINT SCREEN FILE FROM
MYAIESEC.NET TEAM)
• COMPLETE LIST OF JOB
DESCRIPTION
• PROJECT PRE - PROPOSAL
• PROJECT FINAL REPORT
• ALL APPLICATION PACKAGES OF OCP ELECTED
(PRINTED AND ELECTRONIC)
• DOCUMENTS PROVING STATUS OF OCP AND
OCS (BASED ON LIST)
• MINUTES OF MEETING OF PROJECT MEETING
• TEAM MANAGEMENT (EXPECTATION, TEAM
VISION BUILDING, BONDING, AND RULES)
• TEAM MEMBERS PA FORM (SOFTCOPY)
• TEAM MEMBERS AND TEAM LEADER 360O
ASSESSMENT (SOFTCOPY)

32. OC MARKETING AND PROGRAM
• SESSION MATERIALS (ALL OF MATERIAL
NEEDED SHOULD BE REPORTED TO
FINANCE FUNCTIONAL)
• LIST OF PROJECT COACHING/TRAINING
MEETING (DATE, NAME OF TRAINER AND
PEOPLE WHO TRAINED, NAME OF
PROJECT, THINGS TRAINED)
• LIST OF PROJECT ACTIVITIES (DATE,
NAME OF ACTIVITIES, OBJECTIVE,
PARTICIPANTS, GOAL, RUNDOWN,
REPORT AND TIMELINE)
• PROJECT PRODUCT PACKAGE
(PROPOSAL)
• ACCOUNT MANAGEMENT DATABASE
• COMPLETE LIST OF AGREEMENTS AND
MOU
• COMPLETE LIST OF PARTNERS (NAME,
SAFETY OF PROMISES, DATE OF
MEDIA, IN KIND, FINANCIAL, AND
LEARNING PARTNER)
• COMPLETE LIST OF PROJECT PARTNER
• SIGNED AND STAMPED PHYSICAL
MEDIA PARTNERSHIP AGREEMENTS
(BASED ON THE LIST)
• POSTER, BANNER, FLYER, BROCHURE
• TEASER VIDEO
• PROJECT STORY IN OUR WEBSITE OR
BLOG
• PROJECT EXISTENCE IN MEDIA
• PROJECT WIKI
• SATISFACTORY SURVEY OF PROJECT
PARTNERS (FOR EVERY INTERNSHIP)

33. OC FINANCE AND LOGISTIC
• PROJECT BUDGET
• PROJECT BUDGET REALIZATION
• LIST OF INVOICES
• BILLS IN PHYSICAL FORM AND IN TIME
• FUNDRAISING PRODUCT (T-SHIRTS, BAGS, AGENDAS,
ETC)
• COLLECT ALL DOCUMENTS AND AGREEMENTS FORM
OTHER OC AND OCP

34. OC EXCHANGE + OC SNL
• SIGNED AND STAMPED
PHYSICAL TN MOU (BASED ON
THE LIST AND MYAIESEC.NET)
• SIGNED AND STAMPED
EXISTENCE OF EP AN AND TN
AN (BASED ON THE LIST AND
MYAIESEC.NET)
• COMPLETE LIST OF TNS AND
STATUS (NAME, STATUS, AND
DATE OF TNS OF THE PROJECT)
• COMPLETE LIST OF EPS (NAME,
STATUS, AND DATE)
• INTERNSHIP WORKING TIMELINE
(NAME, DATE, ACTIVITY, STATUS)
• VISA DATABASE/TIMELINE (NAME,
DATE, ACTIVITY, STATUS)
• LIST OF BUDDY
• LIST OF HOST FAMILY
• MINUTES OF MEETING OF
INCOMING PREPARATION
SEMINAR
• SATISFACTORY SURVEY OF
INCOMING EP (FOR EVERY
INTERNSHIP)

35. CORPORATE RELATIONS
• SIGNED AND STAMPED PHYSICAL IN
KIND PARTNERSHIP AGREEMENTS
(BASED ON THE LIST)
• SIGNED AND STAMPED PHYSICAL
LEARNING PARTNERSHIP
AGREEMENTS (BASED ON THE LIST)
• SIGNED AND STAMPED PHYSICAL
FINANCIAL PARTNERSHIP
AGREEMENTS (BASED ON THE LIST)
• SATISFACTORY SURVEY OF TNS
(FOR EVERY INTERNSHIP)
• PROJECT PRODUCT PACKAGE
(PROPOSAL)
• ACCOUNT MANAGEMENT
DATABASE
• COMPLETE LIST OF AGREEMENTS
AND MOU
• COMPLETE LIST OF PARTNERS
(NAME, SAFETY OF PROMISES, DATE
OF MEDIA, IN KIND, FINANCIAL, AND
LEARNING PARTNER)
• COMPLETE LIST OF PROJECT
PARTNER
• SATISFACTORY SURVEY OF PROJECT
PARTNERS (FOR EVERY INTERNSHIP)

36. PROJECT AUDIT TOOL
WILL HELP YOU NOT TO FORGET ANYTHING

37. PROJECT AUDIT FLOW
"The Race for the Quality Has No Finish Line"
1. Project
Preparation
2. Project
Execution
3. Project
Closing
In this process we should
do audit checklist as
requirement to held
project hearing
In the middle of project
we do audit project
checklist to know how far
project runs well.
After Project closed/ all
project event has
already finished, we
doing project final audit
to make sure project it
self held based on
AIESEC Essence and
National Standardization

38. • BEFORE PROJECT HEARING, PROJECT TEAM SHOULD COMPLETES
REQUIREMENT AS STATED IN PROJECT AUDIT SYSTEM DATABASE, COLUMN
‘FIRST AUDIT’.
• ALL DATA SHOULD BE UPLOADED IN MYAIESEC.NET AND PODIO
• WITH COMPLETING ALL CHECKLIST FOR PROJECT HEARING, YOU ALREADY
FULFILL 34% OF PROJECT AUDIT.
1. Project
Preparation

39. 2. Project
Execution
• IN THE MIDDLE OF PROJECT EXECUTION, COORDINATOR SHOULD ENSURE PROJECT
TEAM COMPLETE LIST AS STATED IN COLUMN MIDDLE AUDIT AT PROJECT AUDIT
SYSTEM DATABASE.
• THE TO ENSURE ALL PROJECT PROCESS RUNNING BASED ON STANDARDIZATION
AND PROJECT COORDINATOR/ PROJECT AUDITOR KNEW THE PROBLEM/ OBSTACLE
IN PROJECT.
• MIDDLE PROJECT AUDIT CHECKLIST IS 93% OF PROJECT AUDIT LIST COMPLETENESS

40. • AFTER PROJECT CLOSED, PROJECT TEAM SHOULD FULFILL ALL CHECKLIST
AND PACKAGE IT IN PROJECT REPORT FOLDER.
• PROJECT REPORT SHOULD BE IN PRINTED AND SOFTCOPY EXCEPT THERE’S
CHECKLIST STATED SOFTCOPY OR PRINTED ONLY.
• OCP SHOULD MAKE PERFORMANCE APPRAISAL AND COLLECT 360
ASSESSMENT AND GIVE TO ALL OCS
3. Project
Closing