Challenge

My current client is in the process of implementing a new accounting system in order to consolidate it’s  existing three legacy systems into one system to use worldwide.  As part of this implementation, my  department was tasked with cleaning up all “open item managed” GL accounts.  These accounts have a  flag attribute for each accounting entry that indicates whether the entry is closed or still open.   Throughout the past several years, these accounts have accumulated entries that have the open flag,  but are actually now closed.  My department needs to identify these historical entries that are flagged  incorrectly as open, as well as any entries that become closed within the next several months, and  correctly flag them as closed.  Each team member needs to keep in mind which accounts are his or her  responsibility, determine whether each account is open item managed, and then identify which entries  within that account meet the criteria for being flagged as closed.  Since there are a large number of  accounts, this makes the issue more complex.

Selection

I selected the Visualization tool to best identify from which angle to approach the challenge.  Since there  are a large number of accounts that have different attributes and several team members involved, this  tool would provide an effective way to divide the work and demonstrate the optimum workflow.  The  team can use this to agree on a strategy and implement it uniformly with each team member.  I found  this video helpful in the selection process https://www.coursera.org/learn/uva-darden-design-thinking- innovation/lecture/xju53/visualization-tool.

Application

I applied the Visualization tool first by creating representations for the group of accounts involved, each  team member involved, the sources available for identifying how to divide the accounts among the  team members, the resources available for identifying open item managed item accounts, and the tools  available for identifying entries that need to be flagged as closed.  We then used this framework to  determine the steps that each individual team member should take in order to identify his or her entries  that need to be corrected.  Using visualization, it was easy to see that the first step for each team  member was to extract the accounts for which he or she is responsible from a database to create a list.   Next, each account needed to be identified as either open item managed or not open item managed.   From there, each team member could use the agreed upon best tool to check each account for entries  that need to be corrected and correct the entries.

Insight

In using the Visualization tool, the team was able to create an effective solution that could be  implemented uniformly by each member.  It made selecting the relevant data sources and optimum  workflow a clear process that everyone could see and understand.  It also provided the opportunity for  suggestions and improvements to be heard along the way.  This created an environment of

collaboration that arrived at an effective solution by using the different perspectives of each team  member in each step of the process.

Approach

Before selecting the Visualization tool, I had also considered the Learning Launch tool for this challenge.   I thought that this tool could also help the team arrive at an effective solution by verifying which  strategy would be the fastest and most effective.  However, after utilizing the Visualization approach, I  believe the Learning Launch tool would be not be able to run “cheap” experiments quickly enough.  I  believe each draft experiment would be too costly from a time perspective, and that the same results  were achieved with the Visualization tool, but in a much quicker manner.  Due to this, I would use the  Visualization tool again for this type of challenge.


Challenge My current client is in the process of implementing a new accounting system in order to consolidate it ’s existing three legacy systems into one system to use worldwide . As part of this implementation , my department was tasked with cleaning up all “ open item managed ” GL accounts . These accounts have a flag attribute for each accounting entry that indicates whether the entry is closed or still open . Throughout the past several years , these accounts have accumulated entries that have the open flag , but are actually now closed . My department needs to identify these historical entries that are flagged incorrectly as open , as well as any entries that become closed within the next several months , and correctly flag them as closed . Each team member needs to keep in mind which accounts are his or her responsibility , determine whether each account is open item managed , and then identify which entries within that account meet the criteria for being flagged as closed . Since there are a large number of accounts , this makes the issue more complex . Selection I selected the Visualization tool to best identify from which angle to approach the challenge . Since there are a large number of accounts that have different attributes and several team members involved , this tool would provide an effective way to divide the work and demonstrate the optimum workflow . The team can use this to agree on a strategy and implement it uniformly with each team member . I found this video helpful in the selection process https://www.coursera.org/learn/uva-darden-design-thinking- innovation / lecture / xju53 / visualization - tool . Application I applied the Visualization tool first by creating representations for the group of accounts involved , each team member involved , the sources available for identifying how to divide the accounts among the team members , the resources available for identifying open item managed item accounts , and the tools available for identifying entries that need to be flagged as closed . We then used this framework to determine the steps that each individual team member should take in order to identify his or her entries that need to be corrected . Using visualization , it was easy to see that the first step for each team member was to extract the accounts for which he or she is responsible from a database to create a list . Next , each account needed to be identified as either open item managed or not open item managed . From there , each team member could use the agreed upon best tool to check each account for entries that need to be corrected and correct the entries . Insight In using the Visualization tool , the team was able to create an effective solution that could be implemented uniformly by each member . It made selecting the relevant data sources and optimum workflow a clear process that everyone could see and understand . It also provided the opportunity for suggestions and improvements to be heard along the way . This created an environment of collaboration that arrived at an effective solution by using the different perspectives of each team member in each step of the process . Approach Before selecting the Visualization tool , I had also considered the Learning Launch tool for this challenge . I thought that this tool could also help the team arrive at an effective solution by verifying which strategy would be the fastest and most effective . However , after utilizing the Visualization approach , I believe the Learning Launch tool would be not be able to run “ cheap ” experiments quickly enough . I believe each draft experiment would be too costly from a time perspective , and that the same results were achieved with the Visualization tool , but in a much quicker manner . Due to this , I would use the Visualization tool again for this type of challenge .