Reflection – Visualization 

 Challenge 

 My current job as business consultant is to build a cloud - based customer self - service portal for a   music collecting society , in the field of live music . Through the portal solution , both venue managers ,   concert promoters and bands as well as writers and performers should have the possibility to register     online which songs have been played easily . The aim of the project is to optimize the current process   ( quick - wins ) , to reduce process interfaces and finally , to implement a new portal solution . The   project is divided into three phases . 1st phase : documenting the current process . This phase should   not exceed 6 business days . 2rd phase : developing and testing a portal solution and 3rd phase :   implementing the new portal solution . The last two phases are not planned and scheduled yet . The   project phases and project team members of the 1st phase are promoted by the executive board . My   job is to moderate , organize and control the whole ( design ) project . This paper focuses on the 1st   project phase in which we are currently . 

 Selection 

 For the 1st phase of the project , the recording of the current end - to - end process , from licensing until   royalty payments , I decided to use the visualization tool to get fast to a profound process   documentation . Visualization makes not only ideas but also descriptions in general more tangible and   concrete . For the visualization itself we used the brown paper method . Brown paper is a visual   display of a process , series of processes and IT - system , its strengths and opportunities . Brown papers   provide a picture of an entire process showing actual steps , decision points , documentation and   interfaces . The joint process recording by visualization enables the project team participants to   question the recorded process , the process steps and actively contribute their knowledge . 

 Application 

 The team and I decided to construct and document the end - to - end process flow though workshop   sessions . Before we started the first workshop session , we secured a conference room , where we   could hang the brown paper during the whole 1st phase . Then I scheduled the sessions with the   given three process experts of the organization . Based on existing standard procedures of the   company we prepared a rough draft of process steps . We used blue colored metaplan cards . As   presenter of the project I asked the team to define the activities , responsibilities , requirements and   interfaces for each process step . We documented the activities for each process step with white , the   responsibilities with black , requirements with yellow and the interfaces with red colored Post - its .   While the project team constructed the paper I always asked : what activities were missing or who   else is involved in the process ? When the project team was unsecure about the concrete activities we   looked at the IT - systems for clarifying and printed out screenshots . During the next working session ,   we created two fictional customer characters with different needs , a typical major concert promoter   and a concert venue manager . We wanted to check whether we had considered all relevant process   activities , differentiated according to customer segments . Missing process activities were added , and   incorrect ones revised . Finally , I asked the process expert to evaluate each single process step .   Therefore , the team identified and collected organizational pain points , which were listed on a flip 

 chart . Subsequently , the pain points were qualitative rated ( high , medium and low ) . Finally , the high   and medium scored pain points were described / named on white metaplan cards and hung over the   process steps on the brown paper . During the next workshop session , we will present our brown   paper to a larger group of process participants of the organization to verify our findings . 

 Until now , we produced a document with a clear description of the current end - to - end workflow and   possible quick - wins . 

 Insight 

 To identify all pain points and important requirements of the organization , which have to be   considered , it is important to have more people involved in the project with detailed knowledge on   the process . The board has rather named non - critical employees in the project , as employees with a   comprehensive process understanding . The result was , that we had more feedback rounds as   planned in our sessions . Lessons learned : Make sure you have suitable representatives of functions   and levels on board . 

 Even , if one aim of the project was to realize quick wins by optimizing the current process , the focus   is the new portal solution . To use the gained results in the 2nd phase of the project , during the   design thinking , next time I would more focus on requirements of the organization and pain points   and less on process activities on the third or fourth process levels . Lessons learned : be more focused   by the visualization of the current process on issues , which are important ( e.g. requirements of the   organization ) for the design thinking phase ( What if - phase ) . 

 Approach 

 To get fast to a comprehensive process recording , the visualization is an appropriate tool . The   knowledge of different process participants can be used simultaneously . You can communicate and   report the process documentation very easily , by showing the brown paper with all Post - its . It can be   easily used for effective cross - disciplinary collaboration ( business and IT line ) . 


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 

 My current job as business consultant is to build a cloud - based customer self - service portal for a   music collecting society , in the field of live music . Through the portal solution , both venue managers ,   concert promoters and bands as well as writers and performers should have the possibility to register     online which songs have been played easily . The aim of the project is to optimize the current process   ( quick - wins ) , to reduce process interfaces and finally , to implement a new portal solution . The   project is divided into three phases . 1st phase : documenting the current process . This phase should   not exceed 6 business days . 2rd phase : developing and testing a portal solution and 3rd phase :   implementing the new portal solution . The last two phases are not planned and scheduled yet . The   project phases and project team members of the 1st phase are promoted by the executive board . My   job is to moderate , organize and control the whole ( design ) project . This paper focuses on the 1st   project phase in which we are currently . 

 Selection 

 For the 1st phase of the project , the recording of the current end - to - end process , from licensing until   royalty payments , I decided to use the visualization tool to get fast to a profound process   documentation . Visualization makes not only ideas but also descriptions in general more tangible and   concrete . For the visualization itself we used the brown paper method . Brown paper is a visual   display of a process , series of processes and IT - system , its strengths and opportunities . Brown papers   provide a picture of an entire process showing actual steps , decision points , documentation and   interfaces . The joint process recording by visualization enables the project team participants to   question the recorded process , the process steps and actively contribute their knowledge . 

 Application 

 The team and I decided to construct and document the end - to - end process flow though workshop   sessions . Before we started the first workshop session , we secured a conference room , where we   could hang the brown paper during the whole 1st phase . Then I scheduled the sessions with the   given three process experts of the organization . Based on existing standard procedures of the   company we prepared a rough draft of process steps . We used blue colored metaplan cards . As   presenter of the project I asked the team to define the activities , responsibilities , requirements and   interfaces for each process step . We documented the activities for each process step with white , the   responsibilities with black , requirements with yellow and the interfaces with red colored Post - its .   While the project team constructed the paper I always asked : what activities were missing or who   else is involved in the process ? When the project team was unsecure about the concrete activities we   looked at the IT - systems for clarifying and printed out screenshots . During the next working session ,   we created two fictional customer characters with different needs , a typical major concert promoter   and a concert venue manager . We wanted to check whether we had considered all relevant process   activities , differentiated according to customer segments . Missing process activities were added , and   incorrect ones revised . Finally , I asked the process expert to evaluate each single process step .   Therefore , the team identified and collected organizational pain points , which were listed on a flip 

 chart . Subsequently , the pain points were qualitative rated ( high , medium and low ) . Finally , the high   and medium scored pain points were described / named on white metaplan cards and hung over the   process steps on the brown paper . During the next workshop session , we will present our brown   paper to a larger group of process participants of the organization to verify our findings . 

 Until now , we produced a document with a clear description of the current end - to - end workflow and   possible quick - wins . 

 Insight 

 To identify all pain points and important requirements of the organization , which have to be   considered , it is important to have more people involved in the project with detailed knowledge on   the process . The board has rather named non - critical employees in the project , as employees with a   comprehensive process understanding . The result was , that we had more feedback rounds as   planned in our sessions . Lessons learned : Make sure you have suitable representatives of functions   and levels on board . 

 Even , if one aim of the project was to realize quick wins by optimizing the current process , the focus   is the new portal solution . To use the gained results in the 2nd phase of the project , during the   design thinking , next time I would more focus on requirements of the organization and pain points   and less on process activities on the third or fourth process levels . Lessons learned : be more focused   by the visualization of the current process on issues , which are important ( e.g. requirements of the   organization ) for the design thinking phase ( What if - phase ) . 

 Approach 

 To get fast to a comprehensive process recording , the visualization is an appropriate tool . The   knowledge of different process participants can be used simultaneously . You can communicate and   report the process documentation very easily , by showing the brown paper with all Post - its . It can be   easily used for effective cross - disciplinary collaboration ( business and IT line ) .
### Output: 