Reﬂection - Mind Mapping 

 Challenge & Selection   I have worked in shared services for most of my professional career within the same   organization . Regardless of what objectives management come up with it always come down   to how can we bring the cost of a transaction down . 

 Our shared service organization covers close to 2000 team players spread across 4 regional   service - centers as well a multitude of in - country teams covering several areas such as payroll   Our objective was to reduce payroll processing costs by several million dollars over 5 years . 

 The challenge is linked to the selection of a single payroll provider to cover close to 50000   active and retired personnel in 30 countries . Building the request for proposal taking into   account the legal , branch and local payroll needs required the use of a tool to collectively   gather and prioritize needs as well as to reduce the time it took to collect requirements . 

 Application   Logistically is was not practical to get to 30 diﬀerent countries within a few weeks while we   created our RFP . The provider was going to be tasked with each countries legal compliance but   we needed to ensure any local , branch rules , speciﬁcities , etc … were collected . The objective   was not to create the blueprints rather ensure we put into the RFP everything we would need   so the providers could cost the implementation and running costs upfront and avoid a complex   and costly change control process as much as possible . 

 At the beginning , European workshops were carried out in - person starting with the good old   fashioned white board and post - it notes . Once the workshop was done we would collate the   information in a mind - mapping package and have the teams review . Following workshops   started with a review of the previous workshops mind - map . After a couple of workshops we   were getting more and more eﬃcient because countries were expressing similar requirements   or by seeing what was already on the map provided their prioritization of the requirement . At   that point we moved to only using online tools for mind mapping and realtime collaboration   tools and carried out virtually all remaining workshops and pre - workshop work using the   diﬀerent software packages but keeping a single mind - map which served as the basis for   writing our RFP .. 

 We created our RFP in record time and implemented the system over 18 months . 

 Insight & Approach   Activities such as collecting requirements and not just important to ensure a good costing   exercise but are also one of the building blocks in the project ’s change management strategy . If   we had needed to go to each country it would have both cost a fortune and taken several more   months to get to a similar level of requirement description .    By starting out face to face we were able to onboard local payroll teams into the project but as   the exercise continued what we managed to create was an internal network of payroll   practitioners across the countries working together towards a single goal . 

 Using mind - mapping software allowed us to deﬁne common terminology which in turn led us   to review processes and reduce complexity once it came to implementing the new solution   brining about the expected savings . 

 Next time I have the need for such a tool I would probably   • not keep a single map rather split it up in some way . By the end of the payroll exercise 

 navigating the map was too cumbersome 

 • Deﬁne some kind of reference system to reference the diﬀerent mind map nodes and entries 

 in the RFP document . 


EMAIL: 
ID_NUM: 
NAME_STUDENT: 
PHONE_NUM: 
STREET_ADDRESS: 
URL_PERSONAL: 
USERNAME: 

### Task: You are a PII (Personal Identity Information) Detection. Given a essays written by students, you have to identify ONLY the following:
NAME_STUDENT - The full or partial name of a student that is not necessarily the author of the essay. This excludes instructors, authors, and other person names.
EMAIL - A student’s email address.
USERNAME - A student's username on any platform.
ID_NUM - A number or sequence of characters that could be used to identify a student, such as a student ID or a social security number.
PHONE_NUM - A phone number associated with a student.
URL_PERSONAL - A URL that might be used to identify a student.
STREET_ADDRESS - A full or partial street address that is associated with the student, such as their home address.
### Input: Reﬂection - Mind Mapping 

 Challenge & Selection   I have worked in shared services for most of my professional career within the same   organization . Regardless of what objectives management come up with it always come down   to how can we bring the cost of a transaction down . 

 Our shared service organization covers close to 2000 team players spread across 4 regional   service - centers as well a multitude of in - country teams covering several areas such as payroll   Our objective was to reduce payroll processing costs by several million dollars over 5 years . 

 The challenge is linked to the selection of a single payroll provider to cover close to 50000   active and retired personnel in 30 countries . Building the request for proposal taking into   account the legal , branch and local payroll needs required the use of a tool to collectively   gather and prioritize needs as well as to reduce the time it took to collect requirements . 

 Application   Logistically is was not practical to get to 30 diﬀerent countries within a few weeks while we   created our RFP . The provider was going to be tasked with each countries legal compliance but   we needed to ensure any local , branch rules , speciﬁcities , etc … were collected . The objective   was not to create the blueprints rather ensure we put into the RFP everything we would need   so the providers could cost the implementation and running costs upfront and avoid a complex   and costly change control process as much as possible . 

 At the beginning , European workshops were carried out in - person starting with the good old   fashioned white board and post - it notes . Once the workshop was done we would collate the   information in a mind - mapping package and have the teams review . Following workshops   started with a review of the previous workshops mind - map . After a couple of workshops we   were getting more and more eﬃcient because countries were expressing similar requirements   or by seeing what was already on the map provided their prioritization of the requirement . At   that point we moved to only using online tools for mind mapping and realtime collaboration   tools and carried out virtually all remaining workshops and pre - workshop work using the   diﬀerent software packages but keeping a single mind - map which served as the basis for   writing our RFP .. 

 We created our RFP in record time and implemented the system over 18 months . 

 Insight & Approach   Activities such as collecting requirements and not just important to ensure a good costing   exercise but are also one of the building blocks in the project ’s change management strategy . If   we had needed to go to each country it would have both cost a fortune and taken several more   months to get to a similar level of requirement description .    By starting out face to face we were able to onboard local payroll teams into the project but as   the exercise continued what we managed to create was an internal network of payroll   practitioners across the countries working together towards a single goal . 

 Using mind - mapping software allowed us to deﬁne common terminology which in turn led us   to review processes and reduce complexity once it came to implementing the new solution   brining about the expected savings . 

 Next time I have the need for such a tool I would probably   • not keep a single map rather split it up in some way . By the end of the payroll exercise 

 navigating the map was too cumbersome 

 • Deﬁne some kind of reference system to reference the diﬀerent mind map nodes and entries 

 in the RFP document .
### Output: 