REFLECTION - Visualization

James Gray  1

Challenge

A few weeks ago, my team was asked to hold a workshop to develop a roadmap to demonstrate the  plan for reforming IT procurement and usage throughout the MTN (ISET Charguia).  This  roadmap had to be simple enough to provide a “cheat sheet” for incoming cabinet members to rapidly  consume and understand the path forward to reforming IT across the ISET Charguia.  We collected stakeholders  and set the date to hold the workshop.

Due to the diversity of the stakeholders (From multiple departments and organizations within the ISET Charguia),  we knew that we would have to rapidly work towards building consensus within the group to keep them  focused towards the end goal.  The Workshop began with a round table to discuss existing processes,  procedures, and issues that the various stakeholders were having relative to their departments.  This  approach could have rapidly developed into a heated discussion about the various problems,  roadblocks, etc. concerning IT processes within the ISET Charguia.

Selection

Due to the desired outcome of an overall roadmap for reforming IT across the ISET Charguia, and already  possessing a strong understanding of the stakeholders, the visualization tool was selected as the best  tool to use for guiding our stakeholders to a solution.  Our team thought that using visualization  techniques would yield additional graphics to support developing an overarching strategy for the reform  plan.  Additionally, we felt that getting the stakeholders to visualize the various processes would ease  understanding and ease the path to consensus.

Application

As expected the meeting began with a heated discussion of various processes and procedures and  rapidly took on the air of complaint about problems within stakeholder’s mission areas.  Our team  decided to start the visualization process to help the involved parties see the overall problem in its  current state.  We started with having stakeholders develop a timeline incorporating a swim lane, similar  to those used with process flowcharts, and followed with markers to show major process points and  times.  We stood at a whiteboard and assisted the stakeholders to develop their own areas of the  roadmap.  After the individual stakeholder “Maps” were created, we combined the individual roadmaps  into a single roadmap that visualized the current state of IT within the ISET Charguia.  After the “Current state”  map was created, we then focused the stakeholders to optimize the current state and determine a clear  path forward for reforming the processes and procedures involved with IT procurement.  This combined  and optimized roadmap, through a series of revisions, will serve as the business plan going forward to  reform IT across the ISET Charguia.

Insight

Complex problems are sometimes easier to understand when shown visually.  Our workshop could have  rapidly developed into an unproductive morass of blame and temper sharing, however visualization  tools helped us to focus the group to the development of “As is” states for their processes and to focus  the group writ large to develop solutions vice debate the problems in an existing framework.  Using the

REFLECTION - Visualization

James Gray  2

visualization tools, we were ultimately able to focus the stakeholders present to work towards a  common goal, vice debating problems areas.

Approach

Overall, I think we will use the visualization tool again to gain insight into complex problems and  processes.  Our methodology was effective at framing the problem and obtaining a solution.  Things I  would do differently would be “Pre-visualize” to ensure that all the right stakeholders were brought into  the discussion.  During our workshop, it was illuminated that a few of the key members of the  stakeholder group were missing, predominantly from outside organizations that have a significant  influence on Information technologies within the ISET Charguia.  Additionally, I think having a bank of concepts or  supporting iconography would assist with the development of an end-product as this accounted for a  significant amount of discussion and debate.


REFLECTION - Visualization James Gray 1 Challenge A few weeks ago , my team was asked to hold a workshop to develop a roadmap to demonstrate the plan for reforming IT procurement and usage throughout the MTN ( ISET Charguia ) . This roadmap had to be simple enough to provide a “ cheat sheet ” for incoming cabinet members to rapidly consume and understand the path forward to reforming IT across the ISET Charguia . We collected stakeholders and set the date to hold the workshop . Due to the diversity of the stakeholders ( From multiple departments and organizations within the ISET Charguia ) , we knew that we would have to rapidly work towards building consensus within the group to keep them focused towards the end goal . The Workshop began with a round table to discuss existing processes , procedures , and issues that the various stakeholders were having relative to their departments . This approach could have rapidly developed into a heated discussion about the various problems , roadblocks , etc . concerning IT processes within the ISET Charguia . Selection Due to the desired outcome of an overall roadmap for reforming IT across the ISET Charguia , and already possessing a strong understanding of the stakeholders , the visualization tool was selected as the best tool to use for guiding our stakeholders to a solution . Our team thought that using visualization techniques would yield additional graphics to support developing an overarching strategy for the reform plan . Additionally , we felt that getting the stakeholders to visualize the various processes would ease understanding and ease the path to consensus . Application As expected the meeting began with a heated discussion of various processes and procedures and rapidly took on the air of complaint about problems within stakeholder ’s mission areas . Our team decided to start the visualization process to help the involved parties see the overall problem in its current state . We started with having stakeholders develop a timeline incorporating a swim lane , similar to those used with process flowcharts , and followed with markers to show major process points and times . We stood at a whiteboard and assisted the stakeholders to develop their own areas of the roadmap . After the individual stakeholder “ Maps ” were created , we combined the individual roadmaps into a single roadmap that visualized the current state of IT within the ISET Charguia . After the “ Current state ” map was created , we then focused the stakeholders to optimize the current state and determine a clear path forward for reforming the processes and procedures involved with IT procurement . This combined and optimized roadmap , through a series of revisions , will serve as the business plan going forward to reform IT across the ISET Charguia . Insight Complex problems are sometimes easier to understand when shown visually . Our workshop could have rapidly developed into an unproductive morass of blame and temper sharing , however visualization tools helped us to focus the group to the development of “ As is ” states for their processes and to focus the group writ large to develop solutions vice debate the problems in an existing framework . Using the REFLECTION - Visualization James Gray 2 visualization tools , we were ultimately able to focus the stakeholders present to work towards a common goal , vice debating problems areas . Approach Overall , I think we will use the visualization tool again to gain insight into complex problems and processes . Our methodology was effective at framing the problem and obtaining a solution . Things I would do differently would be “ Pre - visualize ” to ensure that all the right stakeholders were brought into the discussion . During our workshop , it was illuminated that a few of the key members of the stakeholder group were missing , predominantly from outside organizations that have a significant influence on Information technologies within the ISET Charguia . Additionally , I think having a bank of concepts or supporting iconography would assist with the development of an end - product as this accounted for a significant amount of discussion and debate .