U.S. patent application number 10/166436 was filed with the patent office on 2002-10-17 for engagement of non-employee workers.
Invention is credited to Dietz, Janice Gold, Mayo, R. Kelly, Reteneller, Daniel P..
Application Number | 20020152316 10/166436 |
Document ID | / |
Family ID | 23209972 |
Filed Date | 2002-10-17 |
United States Patent
Application |
20020152316 |
Kind Code |
A1 |
Dietz, Janice Gold ; et
al. |
October 17, 2002 |
Engagement of non-employee workers
Abstract
Assisting an organization in managing the engagement of
non-employee workers supplied by a vendor. The organization
maintains a computer system that is linked to a vendor's computer
system. Electronic communication allows for sharing of information
between the organization's computer system and the vendor's
computer system. A database management system is provided for
accessing a database to create, modify, store and access
non-employee worker profiles, requests for non-employee workers,
work assignments, time reports, and possibly electronic versions of
employment agreements. Electronic settlement means may transfer
payments to the vendor in exchange for services rendered by the
non-employee worker. An engaging manager may send an e-mail request
to the vendor for a non-employee worker. The vendor may provide the
engaging manager with an e-mail response listing all eligible
non-employees workers. The engaging manager may then request a
non-employee worker from the list and, via e-mail, seek approval
from a supervisor for engaging the non-employee worker. An engaging
manager may also search the non-employee worker profiles in the
database in order to find a non-employee worker without sending an
e-mail request to the vendor. Work assignments for non-employee
workers are entered into the database. Work assignments may include
a job description, an hourly billing rate, and identification
information. A non-employee worker stores in the database a time
report recording time worked against the work assignment. Time
reports may be accessed by a time approver. Approved time is
submitted to an accounts payable department, which handles payment
of the vendor.
Inventors: |
Dietz, Janice Gold;
(Atlanta, GA) ; Mayo, R. Kelly; (Marietta, GA)
; Reteneller, Daniel P.; (Atlanta, GA) |
Correspondence
Address: |
Michael S. Pavento
SUTHERLAND ASBILL & BRENNAN LLP
999 Peachtree Street, NE
Atlanta
GA
30309-3996
US
|
Family ID: |
23209972 |
Appl. No.: |
10/166436 |
Filed: |
June 10, 2002 |
Related U.S. Patent Documents
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Application
Number |
Filing Date |
Patent Number |
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|
10166436 |
Jun 10, 2002 |
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09312120 |
May 14, 1999 |
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6408337 |
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Current U.S.
Class: |
709/229 |
Current CPC
Class: |
G06Q 10/10 20130101;
G06Q 10/06 20130101 |
Class at
Publication: |
709/229 |
International
Class: |
G06F 015/16 |
Claims
What is claimed is:
1. A method for use by an organization for managing an engagement
of a non-employee worker supplied by a vendor, the method
comprising the steps of: requesting the non-employee worker from a
database of non-employee workers; storing a work assignment for the
non-employee worker in a database; electronically communicating
with the vendor to verify the engagement of the non-employee
worker; upon verification of the engagement, providing the
non-employee worker with access to the database so that the
non-employee worker may enter therein a time report associated with
the work assignment; accessing the database to approve the time
report; and upon approval of the time report, compensating the
vendor for services rendered by the non-employee worker.
2. The method of claim 1, wherein the step of electronically
communicating with the vendor is accomplished via e-mail.
3. The method of claim 1, further comprising the step of prior to
storing the work assignment in the database, electronically
communicating with a manager of the organization to obtain approval
for the work assignment.
4. The method of claim 1, wherein the step of compensating the
vendor comprises electronically transferring funds to an account
maintained by the vendor.
5. The method of claim 1, wherein the organization and the vendor
have a previously executed master agreement on file; and wherein
the method further comprises the step of transmitting a
supplemental agreement to the vendor to memorialize one or more
terms of the engagement of the non-employee worker.
6. The method of claim 5, wherein the step of electronically
transmitting the supplemental agreement is accomplished via
facsimile.
7. The method of claim 5, wherein the step of electronically
transmitting the supplemental agreement is accomplished via
e-mail.
8. The method of claim 5, further comprising the step of receiving
an executed copy of the supplemental agreement from the vendor
prior to providing the non-employee worker with access to the
database.
9. The method of claim 5, wherein the supplemental agreement is an
intellectual property assignment or non-disclosure agreement.
10. The method of claim 1, wherein the step of accessing the
database to approve the time report is performed at a time interval
agreed to by the organization and the vendor.
11. The method of claim 1, further comprising the step of storing
an evaluation of the engagement of the non-employee worker in the
database.
12. The method of claim 1, wherein the time report lists both time
billed and expenses incurred by the non-employee worker during the
engagement; and wherein the method further comprises the step of
upon approval of the time report, reimbursing the vendor for the
expenses incurred by the non-employee worker.
13. The method of claim 1, wherein the database comprises a
non-employee worker profile for each of a plurality of non-employee
workers supplied by at least the vendor; and wherein the
non-employee worker profile comprises a name and a unique
identification number.
14. The method of claim 13, wherein the non-employee worker profile
further comprises a resume.
15. The method of claim 13, wherein the non-employee worker profile
further comprises at least one prior evaluation relating to past
engagements.
16. The method of claim 13, wherein the non-employee worker profile
further comprises a detailed list of skills.
17. The method of claim 16, wherein the profile further comprises a
billing rate that is related to the detailed list of skills.
18. The method of claim 17, wherein requesting the non-employee
worker from the database is performed based on the billing rate and
the detailed list of skills.
19. The method of claim 1, wherein the vendor is provided with at
least partial access to the database; and wherein the vendor stores
in the database a profile for each non-employee worker supplied by
the vendor.
20. The method of claim 1, wherein the work assignment comprises a
start date for the engagement, an end date for the engagement, a
task description, and a billing rate.
21. The method of claim 1, further comprising the steps of
receiving an indication that the engagement has been completed; and
in response to receiving the indication, closing the work
assignment such that the time report is unable to be modified by
the non-employee worker.
22. The method of claim 21, wherein the indication that the
engagement has been completed is provided by the non-employee
worker in the time report.
23. The method of claim 21, wherein the indication that the
engagement has been completed is provided by a manager of the
organization.
24. The method of claim 1, wherein the step of requesting the
non-employee worker from the database of non-employee workers
comprises: submitting a query to a database management system, the
query comprising a list of attributes for the non-employee worker;
in response to the query, receiving from the database management
system a list of eligible non-employee workers; and requesting the
non-employee worker from the list of eligible non-employee
workers.
25. The method of claim 1, wherein the step of requesting a
non-employee worker from the database of non-employee workers
comprises: submitting a request to the vendor, the request
comprising a list of attributes for the non-employee worker; in
response to the request, receiving from the vendor a list of
eligible non-employee workers; and requesting the non-employee
worker from the list of eligible non-employee workers.
26. A method for use by an organization for managing an engagement
of a non-employee worker supplied by a vendor, the method
comprising the steps of: requesting the non-employee worker from a
database of non-employee workers; electronically communicating with
the vendor to verify the requisition of the non-employee worker;
upon verification of the requisition, providing the non-employee
worker with access to the database so that the non-employee worker
may enter therein a time report; accessing the database to approve
the time report; and upon approval of the time report, compensating
the vendor for services rendered by the non-employee worker.
27. A system for assisting an organization in managing an
engagement of a non-employee worker supplied by a vendor, the
system comprising: an organization computer system comprising a
database and at least one workstation; a vendor computer system
linked to the organization computer system via a network;
electronic communication means for transmitting information across
the network between the organization computer system and the vendor
computer system; and a database management system running on the at
least one workstation, the database management system comprising
computer executable instructions for: allowing an engaging manager
to store a work assignment for the non-employee worker in the
database, allowing a work assignment approver to access and approve
the work assignment, allowing the engaging manager to request a
suitable non-employee worker from the database, the database
storing data for a plurality of non-employee workers supplied by
the vendor, allowing the non-employee worker to store a time report
in the database, and allowing a time approver to access and approve
the time report.
28. The system of claim 27, wherein the electronic communication
means comprise and e-mail system.
29. The system of claim 27, further comprising an internal e-mail
system for allowing the engaging manager, the work assignment
approver, and the time approver to communicate with each other
regarding the engagement of the non-employee worker.
30. The system of claim 27, further comprising electronic funds
transfer means for transferring funds to an account maintained by
the vendor in response to approving the time report.
31. The system of claim 27, wherein a previously executed master
agreement between the organization and the vendor is stored in the
database; and wherein the electronic communication means may be
used to transmit a supplemental agreement to the vendor to
memorialize one or more terms of the work assignment.
32. The system of claim 31, wherein the electronic communication
means comprise a sending facsimile machine functionally linked to a
receiving facsimile machine.
33. The system of claim 31, wherein the electronic communication
means comprise an e-mail system.
34. The system of claim 31, wherein the database management system
further comprises computer executable instructions for ensuring
that an executed copy of the supplemental agreement is received
from the vendor prior to allowing the non-employee worker to store
a time report in the database.
35. The system of claim 31, wherein the supplemental agreement
comprises an intellectual property assignment or non-disclosure
agreement.
36. The system of claim 27, wherein the database management system
comprises further computer executable instructions for allowing the
engaging manager to store an evaluation of the engagement of the
non-employee worker in the database.
37. The system of claim 27, wherein the time report lists both time
billed and expenses incurred by the non-employee worker; and
wherein the system further comprises electronic funds transfer
means for transferring funds to an account maintained by the
vendor, in response to approval of the time report, as
reimbursement for the expenses incurred by the non-employee
worker.
38. The system of claim 27, wherein the database management system
further comprises computer executable instructions for closing the
work assignment in response to approval of the work assignment,
such that the time report is unable to be modified by the
non-employee worker.
Description
FIELD OF THE INVENTION
[0001] The present invention relates in general to engagement of
non-employee workers. More particularly, the present invention
relates to a distributed computer network configured to aid an
organization in managing engagements of non-employee workers who
are supplied by a vendor.
BACKGROUND OF THE INVENTION
[0002] Many organizations engage non-employee workers for the
performance of temporary jobs. Non-employee workers are also
commonly referred to as contract workers, temporary workers, temps,
or the like. Non-employee workers are typically supplied to an
organization by vendors, which are also commonly referred to as
agencies or suppliers. Typically, the organization compensates the
vendor for services rendered by a non-employee worker. The vendor
is the employer of the non-employee worker and is responsible for
compensating the non-employee worker.
[0003] The engagement of non-employee workers tends to be a paper
work intensive undertaking. Records must be maintained at every
level to obtain approval for engaging a non-employee worker, to
record the hours worked by the non-employee worker, to approve the
hours worked by the non-employee worker, and to ensure that the
vendor is appropriately compensated. According to common practice,
the organization maintains a set of records, the non-employee
maintains a set of records, and the vendor maintains a set of
records. The records maintained by each party must subsequently be
reconciled to ensure that proper payments are exchanged and
appropriate government reporting is accomplished. Presently, there
is no desirable solution for automating the process involved in
managing the engagement of non-employee workers.
[0004] When an organization engages a significant number of
non-employee workers, management and accounting dilemmas are
amplified. In the first instance, difficulty in keeping track of
the precise skills possessed by each non-employee worker may lead
to the placement of unqualified workers in certain positions. Also,
from an accounting perspective, the engagement of a large number of
non-employee workers may lead to cash flow problems. For example,
confusion may arise as to whether a request for compensation was
approved by an authorized manager. Also, duplicate requests for
compensation may often be processed before the duplication is
recognized. These and other problems associated with the engagement
of non-employee workers are commonly known.
[0005] Thus, there remains a need for a method and system that
automates the process of managing engagements of non-employee
workers.
SUMMARY OF THE INVENTION
[0006] The present invention meets the need described above by
providing a method and system for automating the process of
managing engagements of non-employee workers. The method and system
of the present invention encompasses all aspects of an
organization's non-employee worker engagement, including:
establishment of a contractual relationship with a vendor,
requisition of a suitable non-employee worker for a particular job,
creation of a work assignment with execution of job-specific
agreements, approval of a work assignment, evaluation of
non-employee worker services, submission of time reports by
non-employee workers, approval/disapproval of time reports,
compensation of vendors for services rendered by the non-employee
worker, evaluation of the engagement of the non-employee worker and
reporting on the engagement of the non-employee worker.
[0007] According to one aspect of the present invention, an
organization maintains a computer system that is linked via a
network to a computer system maintained by the vendor. Electronic
communication means may be provided for communicating and sharing
information between an organization's computer system and a
vendor's computer system. A database is provided as a component of
the organization's computer system for storing non-employee worker
profiles and managing work assignments. A non-employee worker
profile minimally includes the name and social security number of
the non-employee worker. Optimally, a non-employee worker profile
also includes detailed information about the non-employee worker,
such as a resume, specific skills, prior service evaluations,
hourly rates for specific tasks, availability, etc. A database
management system is provided for accessing the database to create,
modify, store and access non-employee worker profiles, work
assignments, time reports, and possibly electronic versions of
employment agreements. Electronic settlement means may also be
provided for transferring payments to the vendor in exchange for
services rendered by the non-employee worker. Electronic settlement
means may also be used to automatically reimburse a vendor for
expenses incurred by a non-employee worker during an
engagement.
[0008] According to another aspect of the present invention, an
engaging manager is responsible for requesting a non-employee
worker who is suitable to fill a particular position. To find a
suitable non-employee worker, the engaging manager may send an
e-mail request to the vendor. Upon receipt of the e-mail request,
the vendor may compile a list of all qualified and available
non-employee workers. The vendor may then provide the engaging
manager with an e-mail response listing all eligible non-employees
workers. The engaging manager may then request a non-employee
worker from the list and, via e-mail, seek the approval of a
supervisor for engaging the non-employee worker. In another
embodiment, the engaging manager may search the non-employee worker
profiles in the database in order to find a suitable non-employee
worker without having to send an e-mail request to the vendor.
[0009] The vendor and the organization may have an executed master
contract on file prior to the organization's engagement of
non-employee workers. Then, as each non-employee worker is engaged,
a supplemental agreement may be electronically generated and
transmitted to the vendor, via e-mail or facsimile, for execution.
A supplemental agreement is meant to supplement the master contract
by specifying the terms of a particular engagement. Intellectual
property assignments and non-disclosure agreements may be included
in supplemental agreements.
[0010] Work assignments are entered into the database by the
engaging manager. Work assignments may include a job description,
an hourly rate, and information identifying the non-employee worker
and the vendor. Work assignments may be accessed electronically for
approval by a work assignment approver. Upon approval of a work
assignment, a non-employee worker is provided with access to the
database in order to store a time report therein. The time report
records time worked against the work assignment. Non-employee
workers may be provided with local and/or remote access to the
database.
[0011] Time reports may be electronically accessed by a time
approver for approval or disapproval. A time approver may approve
or disapprove a time report in whole or in part, or may override a
portion of the time report so as to adjust the time recorded
therein. Once a portion of the time report has been approved, that
portion of the time report is rendered unavailable for modification
by the non-employee worker. Any approved time is submitted to an
accounts payable department of the organization. The accounts
payable department then compensates the vendor for services
rendered by the non-employee worker. Compensation of the vendor may
be handled by electronic fund transfer or any other well know
means.
[0012] These and other aspects, features and advantages of the
present invention may be more clearly understood and appreciated
from a review of the following detailed description of the
exemplary embodiments and by reference to the appended drawings and
claims.
BRIEF DESCRIPTION OF THE DRAWINGS
[0013] FIG. 1 is a block diagram of a personal computer
illustrating the operating environment for an exemplary embodiment
of the present invention.
[0014] FIG. 2 is a block diagram illustrating an exemplary
distributed computer network environment for an exemplary
embodiment of the present invention.
[0015] FIG. 3 is a functional block diagram illustrating operation
of an exemplary embodiment of the present invention.
[0016] FIG. 4A is a flow diagram illustrating operation of an
exemplary method of the present invention.
[0017] FIG. 4B is a continuation of the flow diagram of FIG.
4A.
DETAILED DESCRIPTION
[0018] The present invention is directed to a system and method for
automating the process by which an organization manages engagements
of non-employee workers. As mentioned above, non-employee workers
are engaged by an organization on a temporary basis. Non-employee
workers are typically supplied to an organization by a vendor or
agency. The supplying vendor or agency is typically considered the
employer of the non-employee worker. Also, non-employee workers may
be independent contractors, who serve as their own vendors or
agents. Broadly, the present invention provides a distributed
computer network having various nodes for communicating and sharing
information between the organization and one or more vendors.
[0019] At the core of the present invention is a database and a
database management system that are used for storing and accessing
non-employee worker profiles, agreements, work assignments and time
reports The database management system may be configured as one or
more software program modules for providing graphical user
interface into the database. Exemplary software program modules
will be discussed in greater detail below.
[0020] Exemplary Operating Environment
[0021] The following description will hereinafter refer to the
drawing, in which like numerals indicate like elements throughout
the several figures. FIG. 1 and the following discussion are
intended to provide a brief and general description of a suitable
computing environment for implementing the present invention.
Although the system shown in FIG. 1 is a conventional personal
computer 100, those skilled in the art will recognize that the
invention also may be implemented using other types of computer
system configurations. The computer 100 includes a central
processing unit 122, a system memory 120, and an Input/Output
("I/O") bus 126. A system bus 121 couples the central processing
unit 122 to the system memory 120. A bus controller 123 controls
the flow of data on the I/O bus 126 and between the central
processing unit 122 and a variety of internal and external I/O
devices. The I/O devices connected to the I/O bus 126 may have
direct access to the system memory 120 using a Direct Memory Access
("DMA") controller 124.
[0022] The I/O devices are connected to the I/O bus 126 via a set
of device interfaces. The device interfaces may include both
hardware components and software components. For instance, a hard
disk drive 130 and a floppy disk drive 132 for reading or writing
removable media 150 may be connected to the I/O bus 126 through a
disk drive controller 140. An optical disk drive 134 for reading or
writing optical media 152 may be connected to the I/O bus 126 using
a Small Computer System Interface ("SCSI") 141. The drives and
their associated computer-readable media provide nonvolatile
storage for the computer 100. In addition to the computer-readable
media described above, other types of computer-readable media may
also be used, such as ZIP drives or the like.
[0023] A display device 153, such as a monitor, is connected to the
I/O bus 126 via another interface, such as a video adapter 142. A
parallel interface 143 connects synchronous peripheral devices,
such as a laser printer 156, to the I/O bus 126. A serial interface
144 connects communication devices to the I/O bus 126. A user may
enter commands and information into the computer 100 via the serial
interface 144 using an input device, such as a keyboard 138, a
mouse 136 or a modem 157. Other peripheral devices (not shown) may
also be connected to the computer 100, such as audio input/output
devices or image capture devices.
[0024] A number of software program modules may be stored on the
drives and in the system memory 120. The system memory 120 can
include both Random Access Memory ("RAM") and Read Only Memory
("ROM"). The software program modules control the manner in which
the computer 100 functions and interacts with the user, with I/O
devices or with other computers. Software program modules include
routines, operating systems 165, application programs, data
structures, and other software or firmware components. In an
exemplary embodiment, the present invention may include one or more
software program modules forming a database management system 170
stored on the drives or in the system memory 120 of the computer
100. The database management system 170 may comprise computer
implemented instructions for providing a user with a graphical user
interface for accessing a database (not shown) that may also be
stored in the system memory 120 or in the memory of a remote
computer 160.
[0025] The computer 100 may operate in a networked environment
using logical connections to one or more remote computers, such as
remote computer 160. The remote computer 160 may be a server, a
router, a peer device or other common network node, and typically
includes many or all of the elements described in connection with
the computer 100. In a networked environment, program modules and
data may be stored on the remote computer 160. The logical
connections depicted in FIG. 1 include a local area network ("LAN")
154 and a wide area network ("WAN") 155. In a LAN environment, a
network interface 145, such as an Ethernet adapter card, can be
used to connect the computer 100 to the remote computer 160. In a
WAN environment, the computer 100 may use a telecommunications
device, such as a modem 157, to establish a connection. It will be
appreciated that the network connections shown are exemplary and
other means of establishing a communications link between the
computers may be used.
[0026] FIG. 2 is a functional block diagram representing an
exemplary distributed network environment for an exemplary
embodiment of the present invention. As shown, an organization
maintains a first distributed network, such as local area network
(LAN) 205, comprising a database 210 and several workstations
215-219. Each work station 215-219 is able to access to the
database 210 through a database management system (not shown). In
an exemplary embodiment, the workstations 215-219 may be operated
by various workers within the organization, such as engaging
managers, work assignment approvers, time approvers, an accounts
payable department, and non-employee workers. Those skilled in the
art will appreciate that more or fewer workstations may be
provided. Those skilled in the art should further appreciate that
the workers within the organization may also access the
organization's LAN 205 from remote workstations (not shown) to
perform any of the tasks involved in managing the engagement of
non-employee workers.
[0027] The organization's LAN 205 may be linked via a wide area
network (WAN) 225, such as the Internet, to a computer system 230
maintained by the vendor. The vendor's computer system 230 may be a
single workstation, as shown in the figure, or a LAN comprising a
plurality of nodes. In the distributed network 200 environment, the
organization is able to electronically communicate with the vendor
in a variety of well known manners, such as e-mail, facsimile, file
transfer protocols, and shared access to network resources. As an
example, an engaging manager operating a workstation 215-219 of the
organization's LAN 205, may send to the vendor's computer system
230 an e-mail request for a non-employee worker who is suitable to
fill a particular temporary position. Upon receipt of the e-mail
request, the vendor may compile a list of all qualified and
available non-employee workers. The vendor may then provide the
engaging manager with an e-mail response listing all eligible
non-employees workers. Upon receipt of the e-mail response, the
engaging manager may request a non-employee worker from the list
and, via e-mail, seek the approval of a supervisor within the
organization for hiring the non-employee worker. For security
purposes, the organization may employ an internal e-mail system and
an external e-mail system.
[0028] For the sake of simplicity, FIG. 2 shows only a single
vendor's computer system 230 connected to the organization's LAN
205. However, those skilled in the art will appreciate that the
present invention may be configured such that multiple vendor
computer systems are connected to the organization's LAN 205. As
such, an engaging manager of the organization may send an e-mail
request for a non-employee worker to more than one vendor. Multiple
vendors may thus compete for the opportunity to supply a
non-employee worker to the organization. Furthermore, the
organization may establish a hierarchy of preferred vendors, who
are given priority over non-preferred vendors. In the alternative,
those skilled in the art should appreciate that the present
invention does not require any vendors to be in electronic
communication with the organization's LAN 205.
[0029] Operation of Exemplary Embodiments
[0030] FIG. 3 is a functional block diagram illustrating the
operation of an exemplary embodiment of the present invention. As
mentioned above, several workers within an organization 315 may be
involved in the implementation of the method and system of the
present invention. In an exemplary embodiment, the involved workers
include an engaging manager 320, a work assignment approver 322, a
time approver 324, an accounts payable department 326, and a
non-employee worker 330. The non-employee worker 330 is supplied to
the organization 315 by a vendor 336.
[0031] The engaging manager 320 is responsible for requesting a
non-employee worker 330 who is suitable for a particular temporary
position within the organization. Requisition of a suitable
non-employee worker will be discussed in detail below. The engaging
manager 320 is also responsible for creating a work assignment 332
for the non-employee worker 330 (step 301). A work assignment 332
establishes the parameters of the non-employee worker's 330
engagement. Such parameters may include a description of the job to
be performed during the engagement, a billing rate, a budget for
the job, the duration of the engagement, the identity of the
non-employee worker 330 and the vendor 336, etc. In an exemplary
embodiment, a work assignment 332 is specific to a particular job.
In other words, when a particular job is completed by a
non-employee worker 330, the work assignment 332 associated
therewith is closed. A new work assignment must be created before
the non-employee worker 330 will be authorized to perform another
task for the organization 315.
[0032] After a work assignment 332 is created and stored in the
database 210 of the organization's computer system, a work
assignment approver 322 may access and approve the work assignment
332 (step 302). A work assignment approver 322 is a manager or
supervisor who has budgetary authorization for the area within the
organization 315 in which the non-employee worker 330 will be
engaged. In an exemplary embodiment, the engaging manager 320 and
the work assignment approver 322 may each have access to
workstations 215-219 of a LAN 205. Via the LAN 205, the engaging
manager 320 may send an e-mail notification to the work assignment
approver 322 indicating that the work assignment 332 has been
stored in the database 210 and awaits approval. Of course,
notification of the work assignment approver 322 may be
accomplished by any other well known means, including, but not
limited to a telephone call and/or voice-mail, a facsimile, a
written memo, etc.
[0033] Prior to the engagement of a non-employee worker 330, the
organization 315 and the vendor 336 may already have on file an
executed master contract. A master contract governs the general
relationship between the organization 315 and the vendor 336. A
work assignment 332 supplements the master contract by specifying
the terms of each individual engagement of a non-employee worker
330. A work assignment 332 represents the on-line approval of an
engagement by the organization 315. Still, the terms of the
engagement should be formally and legally memorialized and executed
by both the organization 315 and the vendor 336. Therefore, after
the work assignment 332 has been approved, one or more supplemental
agreements 334 are generated based on the work assignment 332 (step
303). Supplemental agreements 334 may include, but are not limited
to, statements of work, intellectual property assignments and
non-disclosure agreements. A software program module may be
provided to generate automatically supplemental agreements 334
based on information contained in a work assignment. Also,
supplemental agreements may be generated manually by an engaging
manager 320 or other worker of the organization 315.
[0034] Supplemental agreements 334 are sent to the vendor 336 for
execution and are then returned to the organization for filing
(step 304). Supplemental agreements 334 may be sent to and from the
vendor 336 via facsimile or by conventional mail, etc. However, in
an exemplary embodiment, supplemental agreements 334 may also be
executed via e-mail with electronic signatures. Electronic
signatures are well known in the pertinent art. Supplemental
agreements 334 returned to the organization 315 may be filed in
soft copy in the database 210 and/or in hardcopy in conventional
paper filing systems.
[0035] When all supplemental agreements 334 have been executed and
filed with the organization 315, the non-employee worker 330 is
provided with access to the database 210 in order to enter time
against the work assignment 332 (step 305). In an exemplary
embodiment, a time entry software program module forming a
component of the database management system 170 is provided on a
workstation 215-219 connected to the organization's LAN 205. The
time entry software provides a graphical user interface for
accessing a portion of the database 210 where time reports 338 are
stored. Time reports 338, sometime referred to as time slips or
time sheets, may be created through pre-configured electronic forms
containing fields for the input of data representing time worked by
a non-employee worker 330. For security purposes, the time entry
software may be password protected and may not provide access areas
of the database 210 where work assignments 332 and other
administrative information are stored. Accordingly, a non-employee
worker 322 may access the database 210 through a local workstation
215-219 to record time worked against a work assignment 332 (step
305).
[0036] Non-employee workers 330 may also be provided with remote
access to the database 210 for the purpose of time entry, as well
as other tasks. For example, a time entry software program module
may be run a remote and/or portable device, such as a remote
workstation, a laptop computer, a digital telephone, a pager, etc.
As will be apparent to those of ordinary skill in the art, remote
and/or portable devices may interface with the organization's LAN
205 via a modem, an Ethernet connection, or other well known
communication means.
[0037] In an exemplary embodiment, a time report 338 is accessed by
a time approver 324 (step 306) when a non-employee worker 330 marks
the time report 338 as "ready for approval." An e-mail or other
type of message may be used to alert the time approver 324 that a
time report 338 is ready for approval. Approval for a time report
338 must be obtained before compensation may be made to a vendor
336. A time approver 324 may be any duly authorized worker of the
organization. The time approver 324 may be provided with the
authority to approve or reject a time report 338, in part or in
total. A time approver 324 may also override or modify a portion of
the time report 338.
[0038] Once a time report has been approved by a time approver 324,
the time report 338 is transmitted to an accounts payable
department 326 (step 307). The accounts payable department 326 may
deliver compensation to the vendor 336 through electronic fund
transfer or any other well know means (step 308). Accordingly, the
vendor 336 is automatically compensated without the need to
maintain records and/or invoice the organization for services
rendered by the non-employee worker 330. Of course, the accounts
payable department 326 only compensates the vendor 336 for approved
time worked by the non-employee worker 330. Thus, the accounts
payable department 326 may also send to the vendor 336 a summary
(via e-mail or facsimile) of the time report 338 indicating
approved and disapproved time. In an exemplary embodiment, the
vendor 336 is charged with the responsibility for contacting the
organization 315 (preferably the engaging manager 320) to dispute
compensation discrepancies.
[0039] In another embodiment, compensation rendered by the
organization may based on other factors or events, aside from time
worked by a non-employee worker. For example, a trigger may be
built into the system such that approval for compensation is
automatically requested based on completion of a deliverable.
Alternately, a trigger generating a request for approval of
compensation may be date dependant. Accordingly, the present
invention may be configured to handle the engagement of
non-employee workers who are not necessarily compensated based on
an hourly rate.
[0040] Although not shown in FIG. 3, an exemplary embodiment of the
present invention also provides for the automatic reimbursement of
expenses incurred by the non-employee worker 330 during an
engagement. In common practice, the vendor 336 reimburses the
non-employee worker 330 for out-of pocket expenses, such as travel
expenses, etc. The vendor 336 must then collect the reimbursed
expenses from the organization 315. The present invention may be
configured in such a manner as to allow the non-employee worker 330
to record reimbursable expenses in the time report 338. Then, when
the time report 338 is accessed by the time approver 324 (step
306), reimbursement of the expenses may be approved or disapproved.
Compensation for approved expenses may subsequently be transmitted
to the vendor 336 from the accounts payable department 326 (step
308).
[0041] FIG. 4 is a flow chart describing the steps involved in
carrying out an exemplary method 400 of the present invention. The
exemplary method proceeds from starting block 402 to step 405,
where a vendor of non-employee workers is selected. The present
invention may be configured to allow accounts for preferred
vendors. Setting up an account may involve the assignment of a
vendor number for accounting purposes and the execution of a master
contract governing the relationship between the organization and
the vendor. Thus, an engaging manager may select a vendor from a
list of preferred vendors or may set up an account for a new
vendor.
[0042] Accordingly, at step 407 it is determined whether the
desired vendor has an existing or current account. If the vendor
account is not current or does not exist, the account must be
updated or created. In this event, the method proceeds to step 409,
where a "vendor add/change form" is completed. Preferably, the
"vendor add/change form" is completed by the vendor, either via
e-mail or facsimile, and submitted to the organization. Next, at
step 413, the vendor and the organization execute and file a master
contract that governs the relationship between the parties. The
master contract sets out the terms for supplying, engaging,
managing, and paying for non-employee workers.
[0043] When it is determined that the vendor account is current,
the method proceeds to step 417, where a non-employee worker of the
selected vendor is chosen. The requisition of the non-employee
worker may be handled in several ways, depending on the
configuration of the present invention. In one embodiment, the
engaging manager of the organization may submit a request to the
vendor for a non-employee worker. The request may specify a job
category, a job description, a number of skills that are required
of the non-employee worker to fill a particular position, a rate
range, etc. Exception fields for specifying the reasons why certain
standards are not followed may also be built into a request for a
non-employee worker. For example, a rate exception may specify that
a non-employee worker will be paid more than a normal rate for a
particular engagement due to special circumstances. Similarly, a
vendor exception may specify the reason why a non-preferred vendor
was selected to supply a non-employee worker. In response to the
request, the vendor may compile a list of qualified and available
non-employee workers. The engaging manager may then request a
suitable non-employee worker from the list.
[0044] In another embodiment, the vendor may supply the
organization with detailed profiles of each non-employee worker
that it may supply to the organization. Such non-employee worker
profiles may include a name and social security number of the
non-employee worker, a resume, a detailed list of skills possessed
by a non-employee worker, a list of hourly billing rates associated
with particular skill sets, historical evaluations of the
non-employee worker from prior engagements, the availability of the
non-employee worker, etc. Preferably, non-employee worker profiles
are electronically transmitted from the vendor to the organization
and are maintained in the database 210 of the organization's
computer system. Accordingly, the engaging manager may use the
database management system 170 to perform a query for a suitable
non-employee worker. The query may involve the specification of one
or more skills that are necessary for a particular position and the
billing rate that will be paid to the vendor for engagement of the
non-employee worker. In response to the query, the database
management system 170 may access the database 210 and return the
profiles of one or more qualified and available non-employee
workers to the engaging manager, who then requests a suitable
non-employee worker.
[0045] In any event, a non-employee worker profile should be
maintained in the organization's database for each non-employee
worker engaged by the organization. At a minimum, a non-employee
worker profile should include the name and social security number
(for tracking purposes only) of the non-employee worker. Optimally,
a non-employee worker profile includes the detailed information
described in the preceding paragraph. The more information that is
maintained in a non-employee worker profile, the more efficiently
the organization will be able to manage its non-employee worker
engagements. Thus, after a non-employee worker is requested at step
417, a check is made at step 420 to ensure that a corresponding
non-employee worker profile exists in the organization's database
210. Obviously, if the non-employee worker was requested from the
organization's database, a profile will exist and the method will
continue to step 425. However, if the request for a non-employee
worker was sent to the vendor, a profile may not yet exist in the
database 210. In that event, the method proceeds to step 422, where
a non-employee worker profile is created and stored in the
database. The non-employee worker profile may be created by the
engaging manager or by the vendor.
[0046] Next, at step 425, a work assignment is created for the
non-employee worker. As mentioned, the work assignment specifies
the terms of the engagement of the non-employee worker. Work
assignments typically include a job category, a job description, a
list of required skills, billing rates, etc. Also, it should be
noted that a work assignment may be created by an engaging manager,
at least partially, prior to the engagement of a non-employee
worker if some of the details of the engagement are known. Then,
upon engagement of the non-employee worker, the work assignment may
be modified or completed to include the identity of the
non-employee worker. In the alternative, the engaging manager may
not create the work assignment until all information relating to
the engagement is known. In yet another embodiment, a work
assignment may be created by a vendor. For example, an engaging
manager may submit a detailed request for a non-employee worker to
the vendor. The vendor may then creates the work assignment by
filling the request with an appropriate non-employee worker and
transmitting the filled request back to the organization.
[0047] Those skilled in the art should recognize that in some
instances, engagement of a non-employee worker may require a
greater billing rate than the organization is typically willing to
pay for a particular job. Therefore, a rate exception field may be
built into the work assignment to record the engaging manager's
justification for accepting the higher rate. Other appropriate
exception fields may also be included in a work assignment.
[0048] When the work assignment is completed, it is submitted for
approval at step 427. As described above, the work assignment may
be transmitted to a work assignment approver, via e-mail,
facsimile, memo, or the like. Also, the work assignment may be
simply stored in the database and the work assignment approver may
be notified (via e-mail or telephone, etc.) that the work
assignment is ready for approval. At step 429, a determination is
made as to whether the work assignment has been approved. In an
exemplary embodiment, the present invention may be configured for
automatic approvals if certain preconditions are satisfied. For
example, automatic approval for an engagement may be triggered if
the budget for the engagement is less then $5,000.00.
[0049] If the work assignment has not been approved, i.e. it has
been disapproved, the exemplary method ends at ending block 462. In
an exemplary embodiment, the work assignment approver may insert a
comment into an appropriate field of a disapproved work assignment,
indicating reasons for the disapproval. The disapproved work
assignment may thus be stored in the database 210 for access and
review by the engaging manager 320. However, if the work assignment
has been approved, the method continues to step 430, where
supplemental agreements are generated.
[0050] Again, supplemental agreements memorialize the terms of the
work assignment and may include other agreements, such as
intellectual property assignments and non-disclosure agreements.
Supplemental agreements are intended to supplement the master
contract between the vendor and the organization. At step 437, the
supplemental agreements are transmitted to the vendor for
execution, via e-mail, facsimile, or the like. Also, one or more of
the supplemental agreements may require the signature of the
non-employee worker. In an exemplary embodiment, the vendor is
responsible for obtaining any necessary signatures from the
non-employee worker. However, in an alternate embodiment, the
relevant supplemental agreements may be transmitted directly to the
non-employee worker (via facsimile, e-mail or the like) for
execution.
[0051] The organization then receives executed supplemental
agreements from the vendor (and possibly the non-employee worker)
at step 442. Again, the executed supplemental agreements may be
received in hardcopy for filing in a conventional paper filing
system, or may be received in softcopy with electronic signatures
for filing in the database 210. When all supplemental agreements
are received, the non-employee worker is provided with access to
the organization's computer system. In an exemplary embodiment, the
non-employee worker is provided with only limited access to a
portion of the database 210 where time reports may be stored. In
this way, the non-employee worker will only be able to enter or
modify time reports and will not be able to access any other
information stored in the database. Providing access to the system
may involve providing a username and password to the non-employee
worker. Along the same lines, the non-employee worker may also need
to be cleared through a security department in order to gain
physical access to the facilities of the organization. In response
to an approved work assignment, a security clearance request may be
sent to a security department so that any necessary security badges
may be prepared for the non-employee worker prior to the first day
of the engagement. Security clearance request messages may be
transmitted via e-mail if the security department also has access
to the organization's LAN 205.
[0052] After the non-employee worker is provided with access to the
organization's computer system, time reports are received by the
database 210 at step 447. The non-employee worker may be provided
with access to a time entry software program module via a
workstation 215-219. The time entry software may present
pre-configured forms having fields for accepting input data
representing time worked by the non-employee worker. In an
exemplary embodiment, a time report is submitted for approval by a
time approver when the employee marks it as "ready for approval."
Therefore, if the time report has not been marked ready for
approval at step 449, the method returns to step 447 where the time
report may be updated or otherwise modified. When the time report
is determined at step 449 to be ready for approval, it is submitted
to a time approver at step 453.
[0053] A time approver may approve the time report in whole or in
part. A time approver may also override the time report so as to
adjust the time entries. Accordingly, if it is determined at step
457 that the time report has not been at least partially approved,
the exemplary method is terminated at step 462 and no compensation
is paid to the vendor. However, if the time report is at least
partially approved, the vendor is compensated for the approved time
at step 460. Of course, if a time report is only partially
approved, the non-employee worker may be allowed to access and
modify any unapproved portions thereof. Still, the non-employee
worker should be prevented from modifying any part of the time
report that has previously been approved. As mentioned above,
compensation of the vendor may involve an electronic transfer of
funds from an accounts payable department or the equivalent
thereof. Compensation of the vendor may also be accomplished
according to any accepted practices in the pertinent industry.
[0054] In summary, the present invention is directed toward a
system and method for assisting an organization in managing
engagements of non-employee workers. Additional aspects and
alternative embodiments will become apparent to those having
ordinary skill in the art to which the present invention pertains.
For example, the detailed information stored in the database
relating to non-employee workers and work assignments is conducive
to detailed reporting schemes, whereby the organization may
generate and maintain various records pertaining to the engagement
of non-employee worker. As such, the database management system of
the present invention may be configured for extracting information
from the database and generating reports. Also, an add-on program
module may be provided to the system of the present invention for
accomplishing desired reporting functions. These and additional
aspects and alternate embodiments are considered to be encompassed
within the spirit and scope of the present invention. Accordingly,
the scope of the present invention is described by the appended
claims and is supported by the foregoing description.
* * * * *