Project Policy: AIESEC in Universitas Andalas 2017/2018

AIESEC in Universitas Andalas
Gedung PKM Universitas Andalas Limau Manis. Pauh. 25163 | Jl. Batang Anai No. 2 Padang Barat, Padang, Sumatera Barat. 25111
www.aiesec.or.id | +62 823 8805 5690 | aiesecua@gmail.com
PROJECT POLICY
AIESEC in Universitas Andalas 2017/2018
This Project Policy is created to be used as a basic/minimum standard procedures of all AIESEC
in Universitas Andalas’ Projects.
Last Updated : July 2017
AIESEC Empowering Young People for Peace and Fulfilment of Humankind's Potential since 1948
I. PROJECT IDENTIFICATION & STANDARDIZATION

Project based on Oxford English Dictionary means an individual or collaborative enterprise that is
carefully planned and designed to achieve a particular aim.
Role of Projects in AIESEC:
- Leadership Experiences
- Membership Experiences
- Enabling Exchanges Delivery
- Ensuring Financial Stability
- Delivering Pipeline
AIESEC is not-for-profit organization. A not for profit organization is a type of organization that
does not earn profits. All of the money earned by or donated to a not for profit organization is
used in pursuing the organization's objectives. So, in conclusion project is held to helps member
to get leadership development and contributing positive impact to society as AIESEC objectives.
Criteria of projects are :

1.1 Project based on exchange (PBOX)
a. Involving international volunteers from different countries in doing socio-economic
project,
b. Must have opening and closing,
c. Minimum 8 international volunteers from (minimum) 3 different countries are realized
before project closing,
d. Minimum 3 events (exclude opening and closing),
e. Partnership with (minimum) 2 learning partners,
f. Minimum duration (start from opening) is 6 (six) weeks and maximum 12 (twelve) weeks
(including project closing),
g. Should be completed by survey of satisfaction from partners and participants.
1.2 Multiple events
a. Involving external parties and having partnership with other institutions,
b. Held in period of time (maximum 4 months’ work),
c. Having partnership with (minimum) 2 learning partners,
d. Should be completed by survey of satisfaction from partners and participants.

1.3 Event
a. Involving external or internal parties,
b. Happen in one day,
c. Should be completed by survey of satisfaction from partners and participants.
1.4 National/International Conference
a. Conference mandate given and or approved by Member Committee of AIESEC Indonesia,
b. Partnership with (minimum) 5 partners,
c. Should be completed by survey of satisfaction from partners and participants.
II. Standard Policy of Getting The Working Capital

 OCP and OCs recruitment is initiated by the VP related (or LCP) and HR.
 In the first meeting after the OCP is elected, the VP related as Supervisor have to :
1. Explain brief explanation about the projects,
2. Introduce the related department and coach whose will be in touch with the OC team
during the project run.
 Project coaching is a must for every project. The responsible coach of each functional are listed
in the following explanation ;
 Project Tracker and Investment Manager as the representative of VP Finance and
Governance have to deliver the project policies and the budgeting education to OC
Finance.
 Partnership Development Manager of External Relation and Business Development
Department have to deliver selling education to OC Sales.
 Digital Public Relation Manager of Public Relation Department have to deliver the
AIESEC brand education to OC Communication.
 Other kind of project coaching is possible and will be implemented based on needs.
 The OC Team have to prepare The Pre-Proposal by these following minimum criteria :
1. Project Timeline
2. Project Plan
3. Budget Plan
 The Pre-proposal should be submitted to Executive Boards

(executiveboardua1718@googlegroups.com) maximum 1 (one) week after having
preproposal’s coaching. If in case the OC team is not fullteam yet, but the OCF already get the
coaching, the OC team should submit it maximum a week after fullteam.
 After Pre-proposal is submitted, The Executive Board based on supervisor’s propose, will set
the date for The Project Hearing and Brand Filtering. The OC team will presents the Project
Plan to EB Team and EB Team will give a review and feedback.
 The Project Hearing and Brand Filtering must be attended by Supervisor, OCP and OC Finance,
and [1/2(n+1)] EB with formal attires.
 If Project Hearing and Brand Filtering is being late from the agenda because of unclear
information, both of EB and OCs will wait untill 30 minutes for completing the standard of it. If
not, Project Hearing and Brand Filtering will be held in another time.
 OCP must present the summary of Pre-Proposal including Project Purpose, OC Structure, Event
Plan, Timeline, and Budget Plan by power point presentation.
 The output of the project hearing will be The Final Project Proposal. This Proposal have to be
submitted less than a week after the Project Hearing and Brand Filtering.
 OC should submit Pre-PA and Team Standard Planning while submitting The Final Project
Proposal.
 Late submission and incomplete document will be charged by unearned working capital.
 Amount of Working Capital:
- Rp500.000 for local events.
- For national events/conference will get working capital as range of MC regulation.
- For national initiative’s project, like Entrepreneur Project, will get working capital from MC
and from local Rp500.000,-.
 The project is officially run by the date of Final Project Proposal approval.
III. Standard Policy of Project Tracking

 The project will be tracked by coach of related department as mentioned above.
 Project Tracker and Investment Manager have to set regular meeting with the OCP or OC
Finance minimum once a month for controlling the project budget and other necessary thing.
The meeting should fulfill the minimum criteria below :
- Financial condition (review on comparison of budgeted revenue and expenses to actual
condition and bookeeping),
- Review Revenue Generation action step and timeline,
- Partners and other Project Supporters (media partners, speakers, financial partners, etc),
- Project and OC current condition.
 Project have to set meeting with EB minimum twice during the project run to update project’s
current condition. The meeting will be conducted by the Supervisor.
 Project can get loan from LC by asking approval of LCVP Finance and Governance and informed
to LCP by giving their Financial Statement and reason. They will review the project financial
condition. The maximum loan is Rp1.000.000,-. The payment deadline of loan will be set by
LCVP Finance and Governance and OCP.
 If the OCP borrowed money outside the LC, it should be informed first to LCVP Finance and
Governance. Thus the LCVP Finance and Governance could decide to approve it or not.
 If the OC team unable to pay the loan from external party, the obligation to pay the loan will
be fully responsible to the OC team. If the loan is held to LC, the OC team should do
punishment decided by LCP and LCVP Finance and Governance.
 Reimbursement will be the OC Finance responsible under the control of Project Tracker &
Investment Manager.
 The project could do fundraising. Any fundraising should be acknowledged by Project Tracker
and Investment Manager and approved by LCVP Finance and Governance. If the fundrising
activity held without approval it will be consider as illegal action and all revenue generated
from the activity will be transferred directly to the LC.
IV. Standard Policy of Project Closing and Reporting

 The OCP should submit the project report 14 days after evaluation of last project’s event. Late
and incomplete submission will be charged by punishments stated below :
- OC status will be unrecognised, thus the OC will not get certificate of

recognition.
- The project will not be accountable for being a nominee in AIESEC Award.
 Project Income/profit is the differences between revenue and expense at the end of project.
 The project should give back the working capital to LC. So, working capital will be stated as
revenue and expense of project.
 In the case of the project doesn’t have enough money to give back the working capital, they
should do any fundrising to pay it based on LCP and LCVP Finance and Governance
consideration.
 The total profit of project will be given directly to LC.
 The project report shall include the following information:
- Each Organizing Committee’s job description,
- Each Organizing Committee’s SWOT,
- Each Organizing Committee’s target vs achievement,
- Each Organizing Committee’s measurement of success,
- Each Organizing Committee’s timeline and its deviation,
- Each Organizing Committee’s planning/activity deviation,
- Each Organizing Committee’s PA,
- Budget and its deviation,
- Marketing list, contact persons, and/or other related things,
- All invoices, Memorandum of Understanding, letters, and/or other documents,
- Unpredictable things occurred,
- Conclusion and suggestion,
- Good Case Practice and Bad Case Practice,
- Survey of satisfaction from partner and participant.
 National/International Conference report must be submitted to Member Committee.
 If the report is submitted, OC team should have final evaluation of the project with the EB
team.
 The Project Report Evaluation must be attended by Supervisor, OCP and OC Finance, and
[1/2(n+1)] EB with formal attires.
 The OC team have to bring the print out of all project’s documents and the OCP have to
present the power point about the summary of the Project overall.
 If the report is not valid in the final evaluation with EB, the OC should have the next final
evaluation till the EB approved it.
 The output of final evaluation with EB is the Final Report. The Final Report should be
submitted by hard copy in portfolio with CD to EB maximum 7 (seven) days after the final
evaluation. Late and incomplete submission of Project’s Final Report will be charged by
punishment stated below :
- Full Member status of OC team will be discharged.
- OC team will not be able to take higher role.
 If the Project didn’t submit The Final Report, it will be obligated to Supervisor. Supervisor have
to submit the Project’s Final Report within a week after Final Report submission deadline.
 The Project Profit and Workcap should be given to Project Tracker & Investment Manager less
than a week after the final evaluation with EB.
 Project is officially closed if the Project’s Final Report is submitted and approved by LCVP
Finance & Governance.

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AIESEC in Universitas Andalas

Last Updated : July 2017

I. PROJECT IDENTIFICATION & STANDARDIZATION

Criteria of projects are :

d. Should be completed by survey of satisfaction from partners and participants.

II. Standard Policy of Getting The Working Capital

 The Pre-proposal should be submitted to Executive Boards

III. Standard Policy of Project Tracking

IV. Standard Policy of Project Closing and Reporting

- OC status will be unrecognised, thus the OC will not get certificate of

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