GB2386706A

GB2386706A - Integrated office management

Info

Publication number: GB2386706A
Application number: GB0205953A
Authority: GB
Inventors: Richard Veal
Original assignee: NEW MIND TECHNOLOGY Ltd
Current assignee: NEW MIND TECHNOLOGY Ltd
Priority date: 2002-03-14
Filing date: 2002-03-14
Publication date: 2003-09-24
Also published as: GB0205953D0

Abstract

A method and apparatus for enabling the automation of many of the day-to-day activities associated with running a typical business. In use, user access to a set of shared data is by way of a browser and a secure Internet connection which allows any number of users to access the system and to work collaboratively using a set of shared data. The present invention comprises a modular system which comprises a diary, contact management, pipeline management, project management, timesheets and reporting modules which can either run separately or as one integrated management system to allow a physically remote group of individuals to work collaboratively using a set of shared data. The data is shared across all applications and can be made available to users in whole or in part depending upon their access level. In use, whenever a remote user is connected to the database on the remote server, a pop-up window intermittently prompts the individual user to select their current task from a drop-down list of tasks assigned to them, and the timesheet module records collates this information received.

Description

INTEGRATED OFFICE MANAGEMENT METHOD AND

APPARATUS

This invention relates to an integrated office management method and apparatus. Said method and apparatus enabling the automation of many of the day-to-day activities associated with running a typical business.

in recent years, a number of programs have been developed in an attempt to help small to medium size businesses perform common employee functions over a local network or intranet. Generally, these programs are held on a local server and comprise functions such as timesheets, calendar, request for leave, employee in/out board and contact lists. Whilst these systems have proven popular there are a number of disadvantages associated with this approach. In particular, since these programs are generally accessed over a local network or intranet, then network access is limited only to those company employees located on that particular network.

As such, individuals or organizations working outside of their usual work environment would not be able to connect to the program and access the shared data; Additionally, the high costs of purchasing this form of speciaiised software can be prohibitive to small to medium size businesses.

Another important factor is the growing complexity of software and software upgrades, and distributing large, complex applications to an end user is extremely expensive from a customer service viewpoint, and continual upgrades can often be a further drain on resources.

In an attempt to overcome some of these problems, the Application Service Provision (ASP) market has grown steadily in the last few years, whereby user access to software is by way of a browser and a secure Internet connection. However, with the emergence of the mobile Internet and the growing trend for working away from the office environment, there is an increased need for an integrated office management method and apparatus

which allows any number of employees to access the system and to work collaboratively using a set of shared data.

It is an object of the present invention to provide an integrated office management method and apparatus. Said method and apparatus automating many of the day-to-day activities associated with running a typical business.

It is a further object of the invention to provide a modular system which comprises a diary, contact management, pipeline management, project management, timesheet and reporting modules which can either run separately or as one integrated management system to allow a physically remote group of individuals to work collaboratively using a set of shared data.

According to the present invention there is provided a method for enabling a plurality of users to remotely access a set of shared data held on a database on a remote server using at least one interface means, said set of shared data comprising common activities and operations associated with running a business, the method comprising the steps of: remotely accessing said set of shared data, via said remote server; viewing and manipulating said set of shared data; and repeatedly prompting each individual user to select the current task that they are working on from a list of tasks assigned to said individual user, and repeatedly updating said set of shared data.

Preferably, the common activities and operations associated with running a business may include maintaining a diary module, a contact management module, a pipeline management module, a project management module, a timesheet module and a reporting module.

In a preferred embodiment, the step of remotely accessing said set of shared data, via said remote server is achieved by way of a browser and a secure Internet connection. User access being allowed by entering a PIN number or other authorization means. The particular view that each user has

to the set of shared data depends upon their role within the team. For instance, a project manager will be allowed to create new jobs, define the tasks that constitute the job and assign those tasks to members of the team.

A developer on the other hand may just be able to see the tasks assigned to him and allocate portions of time to each task. Similarly, a sales manager may be able to create, edit or delete records from the contact management module, whilst a sales representative may only be able to view them.

Preferably, the diary module allows each individual user to access a business style year planner. Clicking into any day will zoom to a page where the full details of meetings and/or events are displayed. When inputting a new meeting the user is able to select from the contact management module the organizations involved and the individuals who are going to be present. When selecting staff to attend the meeting, it is possible to view the gaps in their diaries to maximise the chance of them being able to attend. This greatly increases the likelihood of arranging a convenient meeting.

Further preferably, the contact management module allows individuals and organisations to exist as completely separate entities, but providing the means by which any number of associations can be made between them. For example, an individual may work part time for Company A, part time for Company B whilst sitting on the board of Club C. By use of this shared data, the contact details of the individual may be shown as a cascade. Starting with their direct numbers, e.g. home, mobile and then moving back through direct dial numbers and general numbers for the organizations they are connected with, provides the user with the best chance of getting in touch. Furthermore, e-mail and Short Message Service (SMS) text messaging may also be available. Preferably, the pipeline management module provides information regarding the resourcing of employees and equipment. It allows individual users to access up-to-the- minute information about the value of jobs tendered

for on a month-by-month basis, along with the success rate of winning new business. Each indicator may be averaged out over 6 months to show cumulative trends and allow realistic targets to be set.

Further preferably, the project management module provides a simple window through which the many facets of complex jobs can be viewed and manipulated. The step-by-step process of defining tasks, assigning them to groups or individuals and prioritizing them in the overall scheme of things is handled in a simple and intuitive way, leaving you to make decisions rather than wrestle with systems. All the usual statistical analysis about productivity, profitability and efficiency may be viewed at any time.

Preferably, the timesheet module records collates the information received from the step of repeatedly prompting each individual user to select the current task that they are working on from a list of tasks assigned to said individual user, and repeatedly updating said set of shared data.

Further preferably, the reporting module collates said shared set of data into simple, meaningful tables and graphs that instantly show how the company and-its teams or individuals are performing. Since all data from the steps of viewing and manipulating said set of shared data; and repeatedly prompting each individual user to select the current task that they are working on from a list of tasks assigned to said individual user, and repeatedly updating said set of shared data occurs in real time, these reports are a snapshot of the company on a minute-by-minute basis.

In a preferred embodiment, the step of repeatedly prompting each individual user to select the current task that they are working on from a list of tasks assigned to said individual user, and repeatedly updating said set of shared data occurs in real time further comprises a pop-up window that intermittently prompts the individual user to select their current {ask from a drop-down list of tasks assigned to them. In use, this results in massively

improved accuracy of task time recording and also helps staff achieve targets and improve performance.

Also according to the present invention there is provided an apparatus for enabling a plurality of users to remotely access a set of shared data held on a remote database, said set of shared data comprising common activities and operations associated with running a business, comprising: remote server means for enabling transmission of said set of shared data betveer said remote database and each individual user; user interface means for enabling each individual user to view and manipulate said set of shared data, said user interface means including a prompting mechanism that repeatedly requests said individual user to select the current task that they are working on from a list of tasks assigned to said individual user, and repeatedly updating said set of shared data.

Further according to the present invention there is provided a computer program product for enabling a plurality of users to remotely access a set of shared data held on a database on a remote server, said set of shared data comprising common activities and operations associated with running a business, said computer program product having recorded thereon: computer readable program means for enabling remote accessing of said set of shared data, via said remote server; computer readable program means for enabling viewing and manipulation of said set of shared data; and computer readable program means for enabling repeated prompting of each individual user to select the current task that they are working on from a list of tasks assigned to said individual user, and repeatedly updating said set of shared data.

The advantages of the present invention are that the system has been designed to deliver the maximum business benefits for the minimum administrative effort on behalf of the end user. Said method and apparatus

automating many of the day-to-day activities associated with running a typical business. The present invention provides a modular system which comprises a diary, contact management, pipeline management, project management, timesheets and reporting modules which can either run separately or as one integrated management system to allow a physically remote group of individuals to work collaboratively using a set of shared data. The data is shared across all applications and can be made available to users in whole or in part depending upon their access level. This saves the considerable time required re-keying the same information into many disparate systems or manually exporting data from one system and importing it into another. Both of these methods are also prone to user error that can result in a whole host of data inaccuracy such as duplicate identical records, duplicate with different information, old data being overwritten by new data when databases are synced etc. It will be obvious to those skilled in the art the variations of the present invention are possible, and it is intended that the present invention may be used other than specifically as described herein.

A specific non-limiting embodiment of the invention will be described by way of example and with reference to the accompanying drawings, in which: Figure 1 illustrates a schematic diagram of the present invention.

Figure 2 shows an example of how tasks may be assigned to individual users. Figure 3 illustrates how the pop-up window intermittently prompts the individual user to select their current task from a drop-down list of tasks assigned to them.

Referring now to the drawings, the proposed system as shown in Figure 1 shows the modular integration and data flow of the present invention.

Figure 1 illustrates how a set of shared data held on a database on a remote server (not shown) comprises common activities and operations associated with running a business, and may include a diary, contact management, pipeline management, project management, timesheet and reporting modules which can either run separately or as one integrated modular package.

The integrated modular package described herein is implemented as a pureplay ASP (Application Service Provision) system, delivered through a web browser via the Internet. In use, user access being permitted by entering a PIN number or other authorization means.

The integrated modular package has been developed using the 3-tier approach (not shown) whereby the database connection, the business rules and the user-interface have all been separated out into separate layers, thereby allowing maximum flexibility to develop the system on whatever clienVserver platforms that may be required in the future.

The user-interface (not shown) is based upon Hypertext Markup Language (HTML) and several distinct options are available. Firstly, simple HTML v3.0 that will work on the majority of PC-based browsers. Secondly, a dynamic HTML version that will work in Microsoft_ Internet Explorer v5.5 and above. Finally, a Wireless Application Protocol (WAP) based version that can be used by remote workers to update timesheets, book meetings etc., via a mobile phone or Personal Digital Assistant (PDA).

The means of delivering the user-interface can also be varied to suit the connection speed and capability of the specific browser. In a first arrangement, the HTML is generated on the server and downloaded to the user as a web page complete with all the data and formatting. In a second alternative, the data is passed to the user as an Extensible Markup Language

(XML) document from which the HTML page is rendered by the browser in accordance with certain style sheets. This can radically reduce the amount of bandwidth required to operate the system and also improve the operational performance. The scripting language used is VBScript running as Active Server Pages under Microsoft_ Internet Information Server (IIS v5.0 or above). The database connection is made through a bespoke Dynamic Linking Library (DLL) that handles all the database requests to any Open Database Connectivity (ODBC) compliant database, e.g. Microsoft_ SQL Server 7. The actual database queries are dynamically constructed (Structured Query Language) SQL statements.

The integrated modular package described herein works on the principal that there is a great deal of commonality required in the running of most businesses, however, certain business sectors are sufficiently well defined to have specific requirements. For instance, the project management module could have a specific version written for independent financial advisers. This can be substituted into the main system because the business rules layer is flexible enough to facilitate this.

The database mentioned herein is designed upon the principals of Key Performance Measures (KPMs) such that all the information recorded is categorised in an intelligent and user-definable way. This means that any data entered into the system can be drawn on for the production of a whole range of management information reports covering all aspects of the business, through the reporting module.

By way of illustration, the following KPM-style reports may typically form part of the reporting module, and include: 1. Value of work in the pipeline

2. Value of work-in-progress 3. Value of work quoted for in a given month, and six monthly rolling average 4. Value of work won/lost in a given month, and percentage hit rate and six monthly rolling average 5. Breakdown of where work actually comes from as percentage by source over user-definable date range 6. Efficiency of time spent on each task compared to time allocated 7. Profitability of a given job 8. Profitability of all jobs for a given client over a defined period of time 9. Profitability of all jobs for a given project manager over a defined period of time.

10.Breakdown of how time is spent in the organization across a range of task-types over a defined period of time e.g. training, chargeable time etc. In use, these reports can easily be extracted for incorporation into other local packages, presentations and annual reports etc. Referring again to Figure 1, the contact management module is structured so that it can pass information to and from the diary module. The contact management module allows individuals and organizations to exist as completely separate entities, but providing the means by which any number of associations can be made between them. Another key aspect of contact management module is the ability to record notes from conversations so that other colleagues can seamlessly pick up the thread of an ongoing communication and provide a consistent experience for the person concerned. This is again achieved in the most flexible way, allowing an audit trail of conversations to be created against both individuals, individuals working for companies, companies on their own etc.

In use, the diary module comprises a business style year planner. By clicking into any day, the user can zoom to a page where the full details of meetings/events are displayed. If the user wishes to arrange a meeting, the user is able to select, from the contact management module, the organizations involved and the individuals who are going to be present. In this way, it is possible to view the gaps in the diaries of remote group of individuals to maximise the chance of them being able to attend.

The pipeline management module is also connected to the contact management module, and provides information regarding the resourcing of employees and equipment. In turn, this data may be passed to the project management module, which provides a simple window through which the many facets of complex jobs can be viewed and manipulated.

Whenever the remote user is connected to the database on the remote server, a pop-up window intermittently prompts the individual user to select their current task from a drop-down list of tasks assigned to them, and the timesheet module records collates this information received. In this way, particular users are able to account for the time spent on a given project. This information is also used for invoicing purposes and also payroll.

Figure 2 shows further detail of how tasks may be assigned to individual users. In use, the particular view that each user has to the set of shared data depends upon their hierarchal role within the team. For instance, Staff 1 who has been assigned Tasks L and M, would not be able to allocate portions of time to Task N from the drop-down list as this task has not been assigned to him. However, the project manager will be allowed to create new jobs, define the tasks that constitute the job and assign those tasks to members of the team.

Figure 3 illustrates further detail of the prompting mechanism. In use, a pop-up window intermittently prompts the individual user to select their current

task from a drop-down list of tasks assigned to them. In particular, as Staff 1 remotely accesses the set of shared data comprising common activities and operations associated with running a business, at 9.00am a separate pop-up window prompts him to specify which task he is working on, and Staff 1 allocates Task L. At 9.30am, the user is prompted again to select a task, and this time the user selects Task M. At this point, the timesheet module allocates 30 minutes for Staff 1 against Task L on that given date. At 10.00am, the user is prompted again to select a task, and this time the user selects Task L. At this point, the timesheet module allocates 30 minutes for Staff 1 against Task M on that given date. This procedure is then followed as long as the user is connected to the remote server.

Various alterations and modifications may be made to the present invention without departing from the scope of the invention. For example, although particular embodiments refer to implementing the present invention with a diary module, a contact management module, a pipeline management module, a project management module, a timesheet module and a reporting module, this is in no way intended to be limiting as, in use, the present invention may be implemented with any number of different modules associated with the common activities and operations required for running a business.

Claims

1. A method for enabling a plurality of users to remotely access a set of shared data held on a database on a remote server using at least one interface means, said set of shared data comprising common activities and operations associated with running a business, the method comprising the steps of: remotely accessing said set of shared data, via said remote server; viewing and manipulating said set of shared data; and repeatedly prompting each individual user to select the current task that they are working on from a list of tasks assigned to said individual user, and repeatedly updating said set of shared data.

2. A method as claimed in claim 1, wherein said common activities and operations associated with running a business include maintaining a diary module, a contact management module, a pipeline management module, a project management module, a timesheet module and a reporting module.

3. A method as claimed in claim 1, wherein the step of remotely accessing said set of shared data, via said remote server is achieved by way of a browser and a secure Internet connection.

4. A method as claimed in claim 3, wherein user access is permitted by entering a PIN number or other authorization means.

5. A method as claimed in any preceding claim, wherein the particular view that each user has to said set of shared data depends upon their role and/or employment within the organization.

6. A method as claimed in claim 1, wherein the step of repeatedly prompting each individual user to select the current task that they are working on from a list of tasks assigned to said individual user, and repeatedly

updating said set of shared data is achieved in real time by way of a popup window that intermittently prompts the individual user to select their current task from a drop-down list of tasks assigned to them.

7. An apparatus for enabling a plurality of users to remotely access a set of shared data held on a remote database, said set of shared data comprising common activities and operations associated with running a business, . compnslng: remote server means for enabling transmission of said set of shared data between said remote database and each individual user; and user interface means for enabling each individual user to view and manipulate said set of shared data, said user interface means including a prompting mechanism that repeatedly requests said individual user to select the current task that they are working on from a list of tasks assigned to said individual user, and repeatedly updating said set of shared data.

8. An apparatus as claimed in claim 7, wherein said set of shared data comprising common activities and operations associated with running a business include maintaining a diary module, a contact management module, a pipeline management module, a project management module, a timesheet module and a reporting module.

9. An apparatus as claimed in claim 8, wherein said diary module allows each user to access a business style year planner.

10. An apparatus as claimed in claim 9, wherein said business style year planner displays details of scheduled meetings and/or events.

11. An apparatus as claimed in any of claims 8 to 10, wherein each user is able to select from the contact management module the organizations involved and the individuals who are going to be present when selecting staff to attend a meeting.

12. An apparatus as claimed in claim 8, wherein the contact management module allows organizations and individuals to exist as completely separate entities, but providing the means by which any number of associations can be made between them.

13. An apparatus as claimed in claim 7, further comprising e-mail and/or Short Message Service (SMS) text messaging.

14. An apparatus as claimed in claim 8, wherein the pipeline management module provides information regarding the resourcing of employees and equipment.

15. An apparatus as claimed in claim 8, wherein the project management module provides information regarding the many facets of complex jobs that can be viewed and manipulated.

16. An apparatus as claimed in claim 15, wherein said project management module provides statistical analysis about productivity, profitability and efficiency.

17. An apparatus as claimed in claim 8, wherein the timesheet module records and collates the information received from the prompting mechanism.

18. An apparatus as claimed in claim 8, wherein the reporting module collates said shared set of data into meaningful tables and graphs that instantly show how the organization and its teams or individuals are performing.

19. An apparatus as claimed in any preceding claim, wherein said set of shared data comprising common activities and operations associated with running a business is updated in real time.

20. A computer program product for enabling a plurality of users to remotely access a set of shared data held on a database on a remote server, said set of shared data comprising common activities and operations associated with running a business, said computer program product having recorded thereon: computer readable program means for enabling remote accessing of said set of shared data, via said remote server; computer readable program means for enabling viewing and manipulation of said set of shared data; and computer readable program means for enabling repeated prompting of each individual user to select the current task that they are working on from a list of tasks assigned to said individual user, and repeatedly updating said set of shared data.

21. A method for enabling a plurality of users to remotely access a set of shared data held on a database on a remote server using at least one interface means, said set of shared data comprising common activities and operations associated with running a business as hereinbefore described.

22. An apparatus for enabling a plurality of users to remotely access a set of shared data held on a remote database, said set of shared data comprising common activities and operations associated with running a business as described herein with reference to Figures 1 to 3 of the accompanying drawings.

23. A computer program product for enabling a plurality of users to remotely access a set of shared data held on a database on a remote server, said set of shared data comprising common activities and operations associated with running a business as described herein with reference to Figures 1 to 3 of the accompanying drawings.