Reflection - Visualization 

 Challenge : 

 I work for a company that creates computer software to support financial institutions .   Since creating   and writing software is a human activity , it lends itself to errors , or what we refer to as bugs or defects   in the software code .   I will use the term defects throughout the remainder of this paper . 

 Since I have a background in computer programming and I now work in project management with a   specialty in Lean Six Sigma process improvement , I was approached by our management team to help   find a solution to our ever - growing defect backlog .   To be specific , over the past 15 years we had   amassed over 7,500 defects and we did n’t have a process that allowed us to resolve defects at the same   rate in which they were identified . 

 The process currently in place required three separate business units within our company to coordinate   their work efforts to write , test , and deliver a defect fix to our financial institution customers .   I will also   add that these three groups did n’t communicate well with each other nor did they get along very well . 

 My challenge was to not only help find a solution to the defect backlog , but I also had to find a way to   get the teams to work together to identify all the pain points in the current process .   I felt this was the   first and most critical step . 

 Selection : 

 I decided to start with Visualization of the current - state process . I felt this would give the teams an   icebreaker to start working together as well as the “ What - Is ” to the problem .   We did the visualization   by creating a process map which I ’ll describe in the application section below . 

 Application : 

 We scheduled a two - day meeting with the subject matter experts from all three product groups .   The   first day of the meeting was all about creating visualization of the current - state process .   We did this by   creating a process map using sticky notes and a wall .   Each group was responsible for describing and   writing each process step on a sticky note and then sticking in on the wall in the order that it happened .   We kept each product groups steps in their own swim - lane and made sure to highlight the steps that   resulted in a handoff to another group or was a requirement that another group needed .   I wanted the   focus to be on the teams working together , describing what they currently did , and then making it   visible so that each subject matter expert in the room could see what the other team needed and what   they produced .   As they identified the process steps , they also commented on any pain points and we   captured that data . 

 Here are a couple of pictures of our teams working together to produce a current - state process map   with sticky notes and a wall : 

 Insight : 

 The visualization of the current - state process was eye opening for several team members .   When we   finished the exercise , we had a complete process map from start to finish and every team ’s steps   identified .   Many of them did n’t know the process from start to finish and did n’t realize what effect their   work had on another group .   It also helped them understand the pain points that other groups were   feeling and let them vocalize the pain points they were feeling .   This also broke the ice and let them see   that they could work together to solve the problems . 

 Another advantage that we saw from the map was all the duplication of work that was happening in the   process .   The groups did n’t realize that some of the work they were doing was already being done by   someone else .   All in all , it was a great start to finding the root cause of our problem and making it   understandable by everyone working the process . 

 Approach : 

 I believe this was the right tool for the job and do n’t think anything else would have given us the reality   of the current - state .   I would like to find a more “ attractive ” way of process mapping other than just   square sticky notes and a wall .   I ’ve tried doing it through software on a projector in the past , but it   does n’t allow for the interaction that this method allows . 

 One other method may be for me to gather the process steps prior to the meeting , digitize the process   map and have it printed prior to the start .   This would work for a team that works closely together and   does n’t need the team building aspect . 


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 - Visualization 

 Challenge : 

 I work for a company that creates computer software to support financial institutions .   Since creating   and writing software is a human activity , it lends itself to errors , or what we refer to as bugs or defects   in the software code .   I will use the term defects throughout the remainder of this paper . 

 Since I have a background in computer programming and I now work in project management with a   specialty in Lean Six Sigma process improvement , I was approached by our management team to help   find a solution to our ever - growing defect backlog .   To be specific , over the past 15 years we had   amassed over 7,500 defects and we did n’t have a process that allowed us to resolve defects at the same   rate in which they were identified . 

 The process currently in place required three separate business units within our company to coordinate   their work efforts to write , test , and deliver a defect fix to our financial institution customers .   I will also   add that these three groups did n’t communicate well with each other nor did they get along very well . 

 My challenge was to not only help find a solution to the defect backlog , but I also had to find a way to   get the teams to work together to identify all the pain points in the current process .   I felt this was the   first and most critical step . 

 Selection : 

 I decided to start with Visualization of the current - state process . I felt this would give the teams an   icebreaker to start working together as well as the “ What - Is ” to the problem .   We did the visualization   by creating a process map which I ’ll describe in the application section below . 

 Application : 

 We scheduled a two - day meeting with the subject matter experts from all three product groups .   The   first day of the meeting was all about creating visualization of the current - state process .   We did this by   creating a process map using sticky notes and a wall .   Each group was responsible for describing and   writing each process step on a sticky note and then sticking in on the wall in the order that it happened .   We kept each product groups steps in their own swim - lane and made sure to highlight the steps that   resulted in a handoff to another group or was a requirement that another group needed .   I wanted the   focus to be on the teams working together , describing what they currently did , and then making it   visible so that each subject matter expert in the room could see what the other team needed and what   they produced .   As they identified the process steps , they also commented on any pain points and we   captured that data . 

 Here are a couple of pictures of our teams working together to produce a current - state process map   with sticky notes and a wall : 

 Insight : 

 The visualization of the current - state process was eye opening for several team members .   When we   finished the exercise , we had a complete process map from start to finish and every team ’s steps   identified .   Many of them did n’t know the process from start to finish and did n’t realize what effect their   work had on another group .   It also helped them understand the pain points that other groups were   feeling and let them vocalize the pain points they were feeling .   This also broke the ice and let them see   that they could work together to solve the problems . 

 Another advantage that we saw from the map was all the duplication of work that was happening in the   process .   The groups did n’t realize that some of the work they were doing was already being done by   someone else .   All in all , it was a great start to finding the root cause of our problem and making it   understandable by everyone working the process . 

 Approach : 

 I believe this was the right tool for the job and do n’t think anything else would have given us the reality   of the current - state .   I would like to find a more “ attractive ” way of process mapping other than just   square sticky notes and a wall .   I ’ve tried doing it through software on a projector in the past , but it   does n’t allow for the interaction that this method allows . 

 One other method may be for me to gather the process steps prior to the meeting , digitize the process   map and have it printed prior to the start .   This would work for a team that works closely together and   does n’t need the team building aspect .
### Output: 