U.S. patent application number 11/697365 was filed with the patent office on 2007-08-16 for network based, interactive project management apparatus and method.
Invention is credited to Derek K. Gauger.
Application Number | 20070192156 11/697365 |
Document ID | / |
Family ID | 38369846 |
Filed Date | 2007-08-16 |
United States Patent
Application |
20070192156 |
Kind Code |
A1 |
Gauger; Derek K. |
August 16, 2007 |
NETWORK BASED, INTERACTIVE PROJECT MANAGEMENT APPARATUS AND
METHOD
Abstract
An apparatus and method utilizing a network based interactive
computer system for project management. Information modules are
provided and accessible by authorized project team members to
assign tasks, prepare documents, request collaboration for
information and issue resolution. Smart electronic mail
notifications are provided to enable quick response to
notifications with the ability to attach documents. Each user can
establish a personal portal defining the manner and which
notifications relating to the project which each user will
receive.
Inventors: |
Gauger; Derek K.; (Ann
Arbor, MI) |
Correspondence
Address: |
YOUNG & BASILE, P.C.
3001 WEST BIG BEAVER ROAD
SUITE 624
TROY
MI
48084
US
|
Family ID: |
38369846 |
Appl. No.: |
11/697365 |
Filed: |
April 6, 2007 |
Related U.S. Patent Documents
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Application
Number |
Filing Date |
Patent Number |
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10039999 |
Oct 24, 2001 |
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11697365 |
Apr 6, 2007 |
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60242853 |
Oct 24, 2000 |
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Current U.S.
Class: |
705/7.19 ;
705/7.21; 705/7.23; 705/7.27; 705/7.37 |
Current CPC
Class: |
Y02P 90/02 20151101;
Y02P 90/18 20151101; G06Q 10/0633 20130101; G06Q 10/06 20130101;
G06Q 10/1095 20130101; G06Q 10/103 20130101; G06Q 10/00 20130101;
G06Q 10/063 20130101; Y02P 90/20 20151101; G06Q 10/1097 20130101;
G06Q 10/06375 20130101; G06Q 10/06313 20130101 |
Class at
Publication: |
705/008 |
International
Class: |
G06F 9/46 20060101
G06F009/46 |
Claims
1. An interactive computer method for managing a project, the
method comprising the steps of: establishing a plurality of
information modules in an interactive computer system to control at
least two or more of project planning, establishing and tracking
project tasks, allowing access to documents and information in any
module, providing issue resolution, reviewing project progress,
tracking project finances, scheduling and attending meetings,
requesting information, reporting project data, and controlling
changes to project documents; defining authorized individuals who
have access to the interactive computer system providing electronic
data interchange for a project; issuing a request for project
review by an authorized project individual; designating a plurality
of designated recipients of the review request by an authorized
individual; providing for a reply from the plurality of designated
review requests by one in parallel from each designated review
recipient and in series from all of the designated delegated
recipients; providing for the delivery of the review request to the
designated recipients in one of: directly in parallel providing
each of the designated recipients with the capability of one of
replying to the review request directly, delegating the review
request to a designated delegate with the capability for the
designated delegate to respond directly to a requestor of the
request for review, and delegating the request for review to a
designated recipient with the designated recipient's response
routed to the designated recipient for review prior to delivery to
the requester; and to a designated first recipient directly;
providing the first designated recipient of one of replying to the
review request for direct delivery, delegating the request for
review to a designated delegate with the capability for the
designated delegate to respond directly to a requestor of the
request for review delegating the request for review to a
designated recipient with the designated recipient's response
routed to the first designated recipient for review prior to the
requester; and serially delegating the review request to a next
designated recipient having the same reply and delegating options
to deliver a reply to requestor.
2. The method of claim 1 further comprising the step of: using
bi-directional electronic mail interaction between authorized
individuals and the information modules.
3. The method of claim 2 further comprising the step of: providing
an electronic mail response capability for at least certain of the
requests and notifications issued in any of the information modules
allowing an authorized user to respond to the request and
notification by direct electronic mail reply; and the information
modules automatically documenting the reply and any documents
attached to the reply in the appropriate information module by
updating the conformation in the appropriate information
module.
4. The method of claim 1 further comprising the step of: providing
an electronic notepad for each authorized individual to make
personal notes about any item of information in the network
relating to the project; and attaching the personal notes to the
items of information for use only by the authorized individual.
Description
[0001] This application is a divisional of co-pending U.S. patent
application Ser. No. 10/039,999, filed Oct. 24, 2001, Inventor
Derek Gauger, entitled NETWORK BASED, INTERACTIVE PROJECT
MANAGEMENT APPARATUS AND METHOD which claims the benefit of the
filing date of provisional application of Ser. No. 60/242,853 filed
Oct. 24, 2000 in the name of Derek K. Gauger and entitled
"PROJECTMOVER", the entire contents of both applications being
incorporated herein by reference.
BACKGROUND
[0002] Historically, product development involves the design of a
product, engineering of the product and then manufacturing of the
product, typically in large volumes. In small companies, each of
these tasks is typically performed by only one or a small number of
individuals who have easy access to individuals performing the
other product development tasks thereby allowing each individual,
regardless of his responsibilities to know or be able to obtain
details of the entire design, engineering and manufacturing
process.
[0003] However, such accessibility is not possible in large size
corporations, particularly where individuals for a particular
project or product development may be separated by hundreds or
thousands of miles.
[0004] In order to address scheduling issues for project or product
development involving many individuals, the project or product
development steps are defined as a series of sequential and
parallel tasks where each task describes the work to be done and
the people assigned to the task. This type of system routes tasks
to assigned individuals and allows for an indication of when each
task is completed so that the next individual is notified that it
is time to start the next task.
[0005] Current trends in manufacturing involving IS-9000 and
QS-9000 standards require all phases of a project or product
development to be documented. This provides an opportunity to
generate a database for project or product development which can be
archived for access in the future when a similar project or product
arises.
[0006] However, what is needed is a project monitoring apparatus
and method which enables easy, interaction between authorized
individuals in all phases of the project sequence, which minimizes
notifications to individual about project issues, tasks, changes,
etc., where such notifications are not necessary, and provides
project documentation which can be archived for future
reference.
SUMMARY
[0007] The present invention is a network based, interactive
project management apparatus and method which facilitates the
management of a project, the various manager tools of which are
implemented via a computer network having electronic mail
capability.
[0008] In one aspect of the invention, a software system resident
in the computer network, contains a plurality of information
modules, such as a document manager, task manager, finance center,
project plan, issue manager, meeting center, collaboration center,
request for information manager, review manager and report center
which are accessible to authorized users to facilitate the
interchange of information, documents, tasks, notifications so as
to monitor and advance the project on a timely basis.
[0009] In one aspect, the inventive method comprises the steps
of:
[0010] defining authorized individuals who have access to an
interactive computer system providing data interchange;
[0011] opening a collaboration center for authorized
individuals;
[0012] allowing access to the collaboration center by the
authorized individual;
[0013] defining one of a collaboration purpose and deadline;
and
[0014] accepting input information from authorized individuals
relating to the collaboration.
[0015] In this method, all authorized individuals are allowed to
perform any one of review, submit, author and change data and to
interact with other authorized individuals in the collaboration
center.
[0016] Further, all authorized individuals are immediately notified
of a change in at least one or more elements of the collaboration
center, such as the collaboration purpose, deadline, plan and input
information.
[0017] The collaboration center also allows voting by authorized
individuals on a collaboration element such as the collaboration
purpose and/or collaboration plan.
[0018] The inventive method, in another aspect, establishes a
plurality of software based information modules to allow at least
one of planning a project, establishing and tracking project tasks,
establishing a collaboration center for an active interchange
between individuals, reviewing project progress, tracking project
finances, archiving project data, and establishing and tracking
documents.
[0019] Yet another aspect, the method allows each authorized
individual to establish a personal preference defining the manner
and which notifications from any module in the system are received
by the authorized individual. This simplifies the task of the each
individual in responding to notifications which can be numerous
when the individuals are working on many different projects at the
same time.
[0020] The present method also utilizes a smart electronic mail
notification system which allows team members to respond quickly to
a requestor in any notification requiring a response without going
through the system log-in. process through the project portal. This
smart electronic mail notification methodology, when combined with
the user's ability to make document attachments to notifications,
allows team members to work offline and the send responses back to
the system in bulk as well as to involve other individuals not
registered as team members.
[0021] The method also defines a document manager which tracks the
state of documents and provides for pin pointing information that
any team member may require at any point in the project.
[0022] The present invention also is an interactive computer system
for monitoring the progress of a project. The computer network has
operating software providing the above-defined methodology. A
plurality of users or team members are interconnected to the
network via various communication means, including Internet
communication.
[0023] The present method and apparatus provides a unique project
management tool which streamlines the monitoring and conduction of
any project, allows for easy and complete notification between team
members and provides archiving of all project documents and
information for later retrieval.
BRIEF DESCRIPTION OF THE DRAWING
[0024] The various features, advantages and other uses of the
present invention will become more apparent by referring to the
following detailed description and drawing in which:
[0025] FIG. 1 is a pictorial representation of a computer network
which the project management apparatus and method of the present
invention on is implemented;
[0026] FIG. 2 is a screen display of the project portal in task
manager mode according to the present invention;
[0027] FIG. 3 is an expanding menu for project preferences module
operators;
[0028] FIG. 4 is an expanding menu for personal preferences module
operators;
[0029] FIG. 5 is a screen display of the personal preferences
notification form;
[0030] FIG. 6 is an expanding menu for the project plan module
operators;
[0031] FIG. 7 is a screen display of a timing plan according to the
present invention;
[0032] FIG. 8 is a screen display of a create project timing plan
form;
[0033] FIG. 9 is an expanding menu for the document manager module
operators;
[0034] FIG. 10 is a screen display of the file summary menu
according to the present invention;
[0035] FIG. 11 is a screen display of the create/edit document
form;
[0036] FIG. 12 is a screen display of an upload multiple files form
according to the present invention;
[0037] FIG. 13 is a screen display of a task detail form according
to the present invention;
[0038] FIG. 14 is a screen display of a create/edit task form;
[0039] FIG. 15 is an expanding menu for the project issues module
operators;
[0040] FIG. 16 is an expanding menu for the meeting center module
operators;
[0041] FIG. 17 is a screen display of a meeting portal form;
[0042] FIG. 18 is a screen display of a meeting planner form;
[0043] FIG. 19 an expanding menu for the collaboration center
module operators;
[0044] FIG. 20 is a screen display of a create/collaboration
form;
[0045] FIG. 21 is a process flow diagram of an RFI work flow
process according to the present invention;
[0046] FIG. 22 is a pop-up menu of the request for information
manager module operators;
[0047] FIG. 23 is a screen display of a create/edit RFI form;
[0048] FIG. 24 is menu for the project finance center module
operators;
[0049] FIG. 25 is a screen display of a create budget form;
[0050] FIG. 26 is an expanding menu of the report center module
operators;
[0051] FIG. 27 is a screen display of a project health report;
[0052] FIG. 28 is a screen display of a create/edit report
form;
[0053] FIG. 29 is a screen display of a project activity form;
[0054] FIG. 30 is a process flow diagram of a parallel review
process according to the present invention;
[0055] FIG. 31 is a process flow diagram of a serial review process
according to the present invention;
[0056] FIG. 32 is an expanding menu of the review center module
operators;
[0057] FIG. 33 is a screen display of create/edit review request
form;
[0058] FIG. 34 is a process flow diagram of the workflow for change
requests of documents that are not change-controlled;
[0059] FIG. 35 is a process flow diagram of the workflow for change
requests of change-controlled documents using a serial process;
[0060] FIG. 36 is a process flow diagram of the workflow for change
requests of change-controlled documents using a parallel
process;
[0061] FIG. 37 is an expanding menu of the change manager module
operators;
[0062] FIG. 38 is a screen display of a create/edit change request
form;
[0063] FIG. 39 is a screen display of the sort/filter form used
with the sort view operator; and
[0064] FIG. 40 is screen display of a filter search form used with
the search view operator.
DETAILED DESCRIPTION
[0065] Referring now to the drawing, and to FIG. 1 in particular,
there is depicted a computer apparatus or system 10 which
implements a unique project monitoring methodology. As shown in
FIG. 1, a host processing unit or CPU 12 executes operating
software on databases stored in a memory. The CPU 12 has a monitor
14 and a keyboard input 16. In a Internet environment, the host CPU
12 is connected by a telephone modem, direct cable line, wireless
connection, etc., to an Internet service provider 18 which is
capable of communicating over the Internet 20 to one or more
different Internet service providers, all denoted by reference
number 22 which are connected again by modem, cable connection,
etc., to a plurality of nodes or individual users, 24, 26, and 28.
It will be understood that the Internet service provider 22 may
actually comprise multiple Internet service providers, each
providing access to one or more users.
[0066] The present computer apparatus can also be embodied in an
internal computer network wherein the operating software, described
hereafter, and database base reside in a client server which is
accessible by computer modem, cable connection, wireless
communication, or combinations of these communication means to a
plurality of individual users. The high level architecture of the
operating system is described by an HTML interface to a database
with XML data exchange for all non-f>p transactions.
[0067] Throughout the following operating system description, each
browser screen will contain similar elements, such as view
operators 30 which reside in a horizontal bar displayed at the top
of each browser screen. View operators 30 give control to a user
over view manipulation.
[0068] The view operators 30 include the following selectable
commands:
[0069] Home--This button returns the display to the home page of
the project selected.
[0070] Navigation--This is simply a set of "back," "forward," and
"history" buttons. The back and forward are self-explanatory. The
history button displays the team member's current location in a
breadcrumb type style. Additionally, the user may decide to view
his/her entire chronological history since logging in. This history
is displayed in the same breadcrumb style with his/her current
location highlighted in the pull down menu. Of course, the user may
return to any previously visited area by changing the highlighted
breadcrumb.
[0071] Project--This button displays the active project and allows
the user to "pull down" all of the projects that he/she has access
to (including their personal page).
[0072] Sort--The sort button, when pushed, displays a pop-up screen
(see FIG. 39) that allows team members to select the sort and
filter criteria for the particular information module that is
active. The sort functionality is similar for each module and only
differs in that the metadata for the various Information Modules is
not identical from one to another.
[0073] In general, the sort functionality allows team members to
filter information, sort information, or both through a series of
up to 4 metadata manipulations. Each manipulation box has a choice
of sort or filter; if sort, ascending or descending; if filter,
exclude or include. Further, each manipulation box then has a pull
down menu of the metadata fields corresponding to the active
Information Module. Submission causes the screen to redisplay the
information. Note: if a particular information record doesn't have
metadata for the sort field chosen, it is automatically included in
the refresh (an example of this is a sort based on company name
when some individuals haven't completed that information field in
their preferences).
[0074] The pull down menus for the sort function contains the
metadata corresponding to the information for the active module.
The pull down menus for the filter function contains the
following:
[0075] Late
[0076] To be completed in the next day
[0077] To be completed in the next week
[0078] To be completed in the next month
[0079] To be completed in the next quarter
[0080] Companies
[0081] Sub Groups
[0082] Team Members
[0083] Additionally, users can make quick sorts by selecting a
column heading in the main screen view. The system will sort by
that column; clicking it again will reverse the sort (Note: similar
to sorting e-mail attribute columns in Microsoft's Outlook
Express).
[0084] Team List--Depressing this button causes the system to
display the team list (for the project selected) in the main
screen.
[0085] Calendar--Depressing this button causes the system to
display the project or personal calendar in the main screen.
[0086] Search--This button has a corresponding text window for team
members to perform "simple searches" on all of the information
within the project. Depressing the button without entering text
will deploy the search menu as a pop up screen (see FIG. 40). This
allows team members to perform "filtered searches" to reduce the
number of hits displayed in the main screen.
[0087] Filter entries include those from the Sort functionality as
well as each of the Information Modules.
[0088] Printable Version--This function redisplays the main screen
to a version that can be printed.
[0089] Refresh--This button re-displays the current view. This is
used primarily if one is expecting a change in the information.
[0090] Split Screen--This button splits the main screen vertically
into two horizontal views. The top displays the list corresponding
to the active selection; the bottom displays a view of the selected
document. Clicking this button again returns the view to a single
window. In the split screen mode, single clicking a document will
invoke the system to display that document in the lower view in
html format.
[0091] Time Filter--This feature is a type of sort function that
filters the views by pertinence to time. It is a pull down menu
with: today, this week, this month, this quarter, and all
items.
[0092] Information modules 32 reside in a vertical bar to the left
side of each browser screen. Information modules 32 allow a user or
team member to invoke the major functional modes of the operating
software, such as document management, task list, collaboration,
etc. Module operators 34 are the action functions within each
information module 32 and are typically unique to each particular
information module 32. When a team member activates an information
module 32 by clicking on its icon in the browser screen, the
operating system displays the module operators vertically
underneath the information module icon as shown for the "task
manager" information module 32 shown in FIG. 1. The module
operators 34 are vertically listed in a expanding pop-down
format.
[0093] Global operators 36 reside in an upper right vertical bar of
each browser screen. Global operators 36 are commonly used
functions that are shared by many of the information modules. The
global operators include the following commands:
[0094] Undo--This button reverses the last functional operation
that the team member performed. Because this is different than
"Back" which controls the view, the system will display a pop up
menu describing the last functional action that will be reversed
and asks for a click of confirmation.
[0095] Notify--This button invokes a pop up menu in which the user
defines a distribution list (team members and other e-mail
addresses), time to notify (default to immediate), and a text box.
If a document or documents were selected prior to selecting, they
will be attached to the e-mails by actual attachment or hot link
(corresponding to the recipient's preferences).
[0096] Subscribe--This button invokes a pop up menu in which the
team member may define the subscription preferences for those
documents tagged prior to selection. These preferences are:
[0097] Notification Definition--(similar to Notification Form in
Personal Preferences) Choice to place document in the Personal
Portal (w/browse function) Note: team members may subscribe to
entire folders rather than individual files if they prefer.
[0098] Unsubscribe--This button deletes the subscription
notification definitions for the document/s selected, It does not
remove the document from the Personal Portal if one was placed
there.
[0099] Logoff--This button disconnects the team member from the
Project and Personal Portals and directs their browser to their
designated website.
[0100] Bookmark--This feature is similar to Favorites in Microsoft
Internet Explorer and Bookmarks in Netscape Navigator. It allows
team members to save hot links to views onto their Personal
Portal.
[0101] Sync--This feature is for syncing selected information to
PDA devices.
[0102] Request Information--This button invokes the Request RFI
form with the selected documents already attached.
[0103] Edit--This button invokes the appropriate Edit Form for the
active module and/or documents selected.
[0104] Create--This button invokes the appropriate Create Form for
the active module.
Notepad--This function allows team members to make personal
annotations to any selected documents. These appear in the document
File Summary display as a personal summary.
[0105] The system addresses basic security through a user
id/password login arrangement with a timed automatic logoff
provoked by lack of project interaction. Additionally, the system
accepts transacts data through encryption up to 128 bit.
Eventually, the system will accept person-to-person transactions
with digital IDs and digital signatures.
[0106] The user interface presents all of the options available
through the defined user interfaces. However, the system has a
strict view, edit and access rights system which may render some of
these functions as "not available" for that particular team member.
If a team member tries to perform an operation that they do not
have rights to do so, the system will display an error message
explaining why. To minimize errors, presented lists contain only
those items that the team member has rights to view.
[0107] When team members enter names into designation boxes, the
system will "complete" then automatically while the user is typing
with a guess from the team list. This minimizes data entry and
misspellings.
[0108] Project Preferences
[0109] Project preferences is the administration area for a
particular project or personal composite portal and is selected by
clicking on the Project Preference information module icon 32.
Selecting the Project Preference icon will display all of the
current preferences on a pull-down screen shown in FIG. 3. The
preferences shown in the upper portion 40 of the preferences screen
denote information segmentations or selections for various views to
the main screen, with one being designated as a default.
Preferences in a lower portion of the pull-down screen shown in
FIG. 3 are action functions 42.
[0110] A team member's preference displays a view of all of the
team members with other pertinent information in corresponding
columns, such as sub-group, company, title, role, and phone number.
The create/edit form, described hereafter, is used to add a team
member. It has fields to capture relevant information which are
displayed in a pop-up team member detail display upon double
clicking upon a team member's name. Such data includes name,
company, title, contact information, role (high level access), such
as a project leader with hill access, a group leader with
author/edit access within the group and the ability to add team
members, an assistant project leader with full access without
module/project delete authority, a team member with author/edit for
his or her own documents, and an extended team member having view
access only.
[0111] The access rights accorded each team member can vary between
any of the following: view documents, create documents, edit all
documents, edit group documents, add/edit team members, add/edit
group team members, assign/change ownership, project deletion, view
project plan, author project plan, edit project plan, archive
information, workflow designation, view RFI, create RFI, edit RFI
in group, view review, create review, edit review, edit review in
group, view change request, create change request, edit change
requests, edit change requesting group, define project reports,
edit project reports, view collaborations, create collaborations,
attend meeting, schedule meetings, view project preferences, define
project preferences, edit project preferences, view project news,
and author project news.
[0112] The access control list is a view which displays the team
member's list with their access rights displayed in columns. Double
clicking on any of the team member's names will display the team
member detail menu.
[0113] The project details list is a view listing the project name,
project code, and identifies the key individuals who will lead the
team. The key individuals may also define sub-groups and extended
enterprise companies in color designations.
[0114] The policies and procedures list is a definition of the
methodologies of the project and how it is managed. In the create
form, the project leader labels the various color designations such
as what red, yellow, and green mean specifically to the project.
Additionally, the create form allows annotation to the project to
help documentation for project specific direction.
[0115] The project news list is information that the project leader
periodically writes to keep the team informed on project progress
and milestone completion. The create form has a text field box,
shown hereafter, as well as options for distribution (e-mail, on
project portal, on personal portals, etc.,) and the duration before
the system automatically archives the notice. After the first new
submittal, the system remembers the settings and automatically
populates the form with these project defaults.
[0116] The define RFI owners function, when selected, will display
a pop-up form in which the project leader defines default
categories for RFIs to whom the RFI should be sent for each
category.
[0117] The define data structure function, when selected, displays
a pop-up form that allows a project leader to define the data
structure for each project document manager information module 32.
The data structure is automatically populated with a folder for
each information module selected in project preferences 32. This
tool also allows the project leader to define access rights for the
various folders.
[0118] The define information modules function allows the project
leader to define and name the information modules 32 to be
activated for the project through a pop-up form.
[0119] The define project portal function invokes a form to define
the content for the project portal home page. Project leaders can
select from any of project news, reports, key project individuals,
mission statement, project plan elements, financial plan elements,
announcement of new members, project calendar, attach a project
file, attach a picture file, attach a graphic or logo, provide a
text box, and provide project news.
[0120] The import project definition function, when selected allows
the project leader to define the project by copying all of the
preferences from other projects that they have access to. Selecting
this function will invoke a pop-up menu with a browse a projects
button as well as option for which aspects of the project to
import.
[0121] The create/edit function invokes forms corresponding to each
of the above-described information areas. The request change
function invokes the change form for documents which are not
change-controlled. Finally, the request new team member will invoke
a form similar to the create team member form. This is information
sent to either a group leader or the project leader via e-mail. The
e-mail will contain a link to the create team member form which is
contained in a holding/pending area. The project or group leader
may complete the form to add the team member or delete the team
member from the holding area.
[0122] Personal Preferences
[0123] The personal preferences information module 32 is the
administration area for the team members. It shows only information
for the team member who is currently logged in from the computer
24, 26, 28, etc. This area allows team members to configure their
composite personal portals and define details for project activity
notifications. The default for this information module is the list
of preferences.
[0124] The module operators for the personal preferences function
are shown in FIG. 4 and include a defined preferences function
which invokes a pop-up form with numerous fields allowing
individual information to be entered, including the team member's
role, contact information, title, company, option to view detailed
access rights, notifications, sort details, a default folder on the
system hard drive for download purposes, the default to assign edit
rights to an individual (such as an assistant) for all information
owned by that individual, a web page domain name to route to after
logging off, a text box to define closing for all notes and
notifications, and a view preference, such as pdf, html, or launch
applications.
[0125] The define notifications tool allows team members to define
the notifications shown in FIG. 5 that the system will
automatically send to them and how they are to receive them.
Redundant notifications are avoided since the system is programmed
to recognize and omit duplicate notifications. This occurs
typically when a project member chooses "any document uploaded" for
notification. The following options are provided: documents loaded,
changed, downloaded, tasks created, status changed, completed, late
or to be completed in a specific duration, issues created, status
changed, completed, late or to be completed in a specific duration,
change requests, review requests, finance, RFIs, collaborations,
meetings, project plans, new members, and how to review
notifications. Selections, as shown in FIG. 4, provided under each
option to allow the team member to personalize his or her personal
portal.
[0126] The personal portal is a tool for each team member to
configure their personal portal. Team members may select from any
or all of project news on any projects, reports on any projects,
key project individuals on any projects, project plan elements,
including selection from project plan items from any project,
financial plan elements on any project, announce new members for
any project, a calendar for personal projects, and any projects,
tasks with custom sort, RFIs with custom sort, issues with custom
sort, reviews with custom sort, change request with custom sort,
project news, definition of a data structure, and add addition of
team member selected from a list of all team members which is a
composite of team member for all of the project that a particular
individual has access to, or add a non-project related individual.
The create/edit functions invoke forms corresponding to each of the
above-listed information areas.
[0127] Project Plan
[0128] The project plan information module is an area for project
managers and team members to plan the project and to view the
current, past or future project plans. Project plans consist of one
of the module operators shown in FIG. 6. Only those items selected
in preferences will be displayed as selections for information and
creation. Team members may view this information from either the
project plan or the documents manager information module.
[0129] The overview module operator shown in FIG. 6 will invoke an
HTML display of the current overview. If an overview does not exist
and the user has authorization to create an overview, a box will
ask them if they would like to create an overview.
[0130] When an overview is created, a form of categories and text
boxes as well as an option to attach a document or to use a
document in lieu of the form is provided. The form has categories
such as objectives, deadlines, customers, suppliers, summary of
specification/requirements, summary of budgets and three sections
of "other" which can be renamed or omitted. Edit/delete allow those
only with proper access to edit and/or delete the project plan
document. The delete function will provide a prompt for
confirmation. The edit function will display the create form with
its current contents and buttons to delete or change the current
document attachments.
[0131] The specification/requirements module operator, when opened,
provides an HTML display of the current specification/requirements
for the project. If such a display is not available, a create form
is provided. The form may be edited or deleted with proper
access.
[0132] The timing plan module operator, when opened, will invoke an
HTML display of the current timing plan, shown by example in FIG.
7. If a timing plan does not exist, a prompt will be provided
enabling a plan to be created by an appropriate authorized user.
The creation of a project timing plan utilizes the form shown in
FIG. 8 which allows an authorized user or team member to import
millstones/gateways for global timing and the inclusion of major
tasks within those gateways or within functional groups.
[0133] The tasks module operator will be described hereafter under
the task manager information module.
[0134] The budget module operator will invoke an HTML display of
the budget plan. If one does not exist, a budget plan can be
created and edited or deleted in the same manner as described
above.
[0135] The calendar module operator, when opened, will invoke an
HTML display of the project calendar. One can be created and then
edited or deleted as appropriate. The calendar display is the
current month in a wall hanging calendar format. Icons in each day
box represent events. Additional icons are provided for milestones,
meetings, customer reviews, management reviews, vendor reviews, and
team meetings. The personal calendar view for each team member will
only display those events to which the team member has subscribed,
has added as a personal reminder, or has added as a personal
meeting. Additionally, team members may click on any calendar date
to view details of that day's events. Here, team members may select
singular or multiple items to subscribe to, with the operating
software then placing such selected items on the user's personal
calendar. Arrows are provided for scrolling forward and backward
through months and a place to enter a date to view details. The
create function is used to invoke the edit screen. The project
calendar is created automatically as soon as milestones are entered
into the Project Plan or meetings are scheduled in the meeting
center. The edit/delete will provide a prompt for confirmation
prior to deleting the project calendar. Edit will display a form
that user's may use to add, delete or change calendar entries
assuming that they have access rights to do so.
[0136] The create function displays a form with a text box for
renaming and six text boxes in areas to entitle each entry.
Additionally there is an option to attach a document or use
document in lieu of a form.
[0137] Document Manager
[0138] The document manager information module is the core
information exchange area of the present project management
apparatus and method. In this module, team members may access
information from any other module. The document manager information
module provides team members with a tool for file organization,
management, including versioning, change control, access control,
subscription, etc., conversion, and viewing. All project
information (except for Preferences) is accessible from the
Document Manager. The Document Manager has sub-folders
(automatically created by the system) for each Information Module.
This gives redundancy to the ways in which team members can access
data. The Document Manager treats each of the entries as if it is
an HTML document. The system completes the document metadata
entries automatically through defaults.
[0139] Documents and other information are identified by the
document manager information module by its metadata. Various
metadata tags are associated with each file, such as file title,
system generated document code, author, author company, change
owner(s), version, date, creation date, last modified by (name),
file size, file type, subscribers, lists of reference documents,
summary, primary states, and secondary states.
[0140] The primary states include: controlled, uncontrolled, change
controlled, and WIP (work in progress). The controlled primary
state describes files that are access and/or edit control enabled.
These are files that are critical to the project, but are regularly
updated by the document owner/author. Typical examples include WIP
CAD drawings, meeting reports, uncompleted customer evaluations,
etc.
[0141] The Uncontrolled primary state describes files with open
access. These are reference files that need to be shared, but are
not critical in terms of version locking. These are also files that
all team members can view and/or edit regularly.
[0142] A change controlled primary state describes files with
controlled access that are also designated as needing a change
approval process prior to any modifications. Typical examples
include supplier/vendor contracts, the project plan, released CAD
files/drawings, etc.
[0143] The work in progress primary state described files that are
not completed, but may benefit by the regular review by others.
Documents may have controlled or change controlled versions with
WIP versions submitted for secure storage and sharing.
[0144] Secondary states provide indications of the document
secondary state, such as reference, approved, rejected, approved
with modifications, submitted for review, acknowledged review,
delegated review, submitted for change, acknowledge change,
delegated change, submitted RFI, acknowledged RFI, and delegated
RFI.
[0145] The secondary states are descriptors that identify the
status of the files with respect to the project as well as their
current progress along a workflow operation, such as a change or
review request.
[0146] The module operators shown in FIG. 9 for the document
manager information module include a default file structure view
when the document manager module is selected. A tree-style file
structure is provided with the highest level folder highlighted as
a default. Team members may navigate through the tree by expanding
folders into subfolders. The tree will not display individual
files. The main screen displays a list of all the files for that
particular project. The files are displayed with their title,
author, revisions, date, file type, primary state, and secondary
state. Double clicking on a particular file will launch the file
summary as a pop-up form/menu as shown in FIG. 10.
[0147] In FIG. 10, the view options at the left side of the form
will display a pop-up menu with pertinent information. Selecting
either PDF or HTML in the view options will close the file summary
form and display the document on the main screen in the selected
format. Selecting launch application in the view options will
download the file to the team member's system and launch the
appropriate application. Downloading a file requires the user to
select the type of file, a selection of where it is to be
downloaded (personal composite document manager or their system
hard drive), and the download button itself. File conversion
converts the file to a window in a pull down menu if the available
translator is appropriate for that particular file type. The
encrypt button invokes file encryption for the FTP file transfer.
The compress button enables file compression for the FTP file
transfer.
[0148] The create/edit module operator, when selected, will invoke
the create/edit form shown in FIG. 11 as a pop-up menu.
[0149] If a team member leaves the document title field empty, the
operating system will populate this box with the file name upon
their selection of a file with the browse function. The document
author field will default to the team member submitting the file.
This field presents a pull down menu for the submitter to change in
the event that they are submitting the document on behalf of
another team member. Checking controlled will denote the document
as a controlled file and will populate the view and edit access as
only the submitter, author or project leader. Checking uncontrolled
denotes the document as uncontrolled and will populate the view and
edit access as the entire team. Checking change controlled will
denote the document as change control and will populate the change
owner field to the document author. This presents a pull down menu
for the submitter to designate the appropriate change owner in the
event that it is not the submitter. Checking WIP will denote the
document as a WIP and will populate the view and edit access as the
submitter, author and project leader.
[0150] Browse project data structure is populated with the folder
that the create form was invoked from. Additionally, there is a
pull down menu to change the folder to which the document will be
submitted. Submit as reference invokes an ftp process to upload the
document and closes the form. Submit for review invokes an ftp
process to upload the document, closes the form, and invokes the
change/edit review form partially completed. Submit for approval
invokes an ftp process to upload the document, closes the form, and
invokes the create/edit change request form partially
completed.
[0151] The upload multiple files module operator enables team
members to quickly post multiple files to the project or personal
portal. Selecting this operator invokes the upload multiple file
form shown in FIG. 12.
[0152] The view module operator shown in FIG. 9 is a function which
displays the file on the main screen either on in HTML or in PDF in
accordance to the team member's personal preferences. The download
operator function invokes a form for the team member to select the
download options identical to those in the file summary form. The
request change operator is a function which deploys the create
change request form with the document already selected. The request
review operator is a function which deploys the create review
request form with the document already selected.
[0153] The delete operator allows the user, with privileges to do
so, the ability to delete the document. A window will appear asking
for confirmation of the delete operation. When selected, this will
permanently remove the document from the project space.
[0154] The archive operator, if a user has privilege to do so, will
cause a window to appear asking for confirmation of this operation.
Confirmation will move the budget to the archive data
structure.
[0155] Finally, the notify/remind operator is a function used to
route the document via e-mail to someone and allows the addition of
text.
[0156] Task Manager
[0157] The task manager information module 32 shown in FIG. 2, is
the primary engine by which project progress is planned, tracked
and recorded. There are three primary ways to view tasks: list
form, report form, and details for an individual task. For
individual or selected groups of tasks, team members may create,
edit archive, subscribe, unsubscribe, or send other team members
notifications.
[0158] The task manager information module displays information in
such a way that team members may use it in a visual management
style. For instance, for individual and list displays, tasks
carrying multiplicities of color coding, such as red to indicate
that a task is either late or the progress has fallen behind
schedule without a recovery plan. Yellow to indicate that a task is
behind schedule or has not started on time, but there is a recovery
plan in place, but not yet executed. Green to indicate that a task
is on time or is not yet scheduled to begin. Purple to indicate
that a task is completed. Blue to indicate that a task has been
cancelled. In addition, colors can be employed to designate owners,
such as orange for customers, violet for vendors, light green for
project host company, and other colors for various subgroups
defined in personal preferences.
[0159] Tasks in the project space on the task manager screen can be
up to two levels deep. In the personal space, team members may add
one additional level of detail. These tasks automatically carry
that person as the owner and are displayed only in their personal
view, with no other team members having view or edit access
capability. Additionally, team members may create their own
top-level task in the personal view with the same
characteristics.
[0160] Opening the task manager information module 32 will invoke
the task list screen also shown in FIG. 2. The module operators in
the task list screen include a task list which will display the
entire lists of tasks sorted in the order defined in the personal
preferences corresponding to the active view. Task reports, when
open, will display a view of the entire lists of reports defined in
project or personal preferences corresponding to the active view.
If this operator is opened after a sort has been performed on the
tasks list, it will display a report on the sorted data.
[0161] Task Detail
[0162] When the task detail operator is selected, a list of tasks
will be displayed. Double clicking on a particular task will launch
the task detail form shown in FIG. 13. The form is a pop-up screen
in which the header is displayed in the task status color described
above. The view history button shows a chronological list in a
pop-up window of changes with a list display of date, who made the
change, and the post-change status color. Clicking on any item will
display the detail form of the task at that date.
[0163] The task hierarchy display shows a relationship between the
current task and its sub-task or parent or main task. The current
task is highlighted in its status color. Double clicking on any
task on this display will invoke the detail form for that task. The
view subscription/notifications button will display a list version
of those with active subscriptions to the task, and the task based
notifications.
[0164] The edit task information button will invoke the create/edit
form for that particular task. The view related documents list
button will invoke a list of documents with their title, owner and
state icon. Double clicking on any of these will launch the
document detail form. The view related issues/meetings buttons
invokes the list of issues and meetings to which that task is
related. Double clicking will display a detailed record of that
issue or the meeting minutes. This button is "greyed out" in the
event that there is no relation to issues or meetings.
[0165] Referring back to FIG. 2, the create/edit module operator
invokes a create/edit task form display shown in FIG. 14. Similar
items as that described above and shown in the form depicted in
FIG. 13 have the same description and function.
[0166] The create sub-task button will launch another create/edit
form, with the hierarchy already completed. The define subscription
notification button allows team members to make a list to which
e-mails will be sent regarding this new or changed task. It will
always default to notify the person to whom the task has been
delegated to, those requesting it through subscription or
preferences, and those previously defined when the task was
originally created. The define related issues button launches a
list of the current issues. Double clicking or selecting multiple
issues makes a relation between the issue and the task/sub-task
created to solve the issue. Close task denotes that task as
completed.
[0167] The delete operator, assuming that a user has the privileges
to do so, allows the authorized user to delete a task. A window
will appear asking for deletion confirmation. This will erase the
task and its history completely.
[0168] The archive operator, if a user has privileges to do so,
will archive a task. A window will also appear asking for
confirmation. This will move the task to the archive data structure
in the computer database.
[0169] The notify/remind function sends an e-mail reminder
notification to individuals or multiple individuals about the task
with text entered by the sender in a pop-up menu.
[0170] Issue Manager
[0171] The issue manager information module is similar to the task
manager in the way that the operating system manages the
information. Issues are different from tasks in that issues usually
precede tasks and, as such, tasks or a series of tasks are usually
the outcome of the means by which the project issues are resolved,
and operators shown in FIG. 15.
[0172] The rules, forms, and operators shown in FIG. 15 for the
issue manager information module are identical to those for the
task manager with obvious exceptions. Task hierarchy is omitted.
Another state is added for tasks assigned for issue resolution. The
create/edit form has a create tasks button. This invokes the create
task form and changes the state to tasks assigned for issue
resolution. This automatically creates a relation link between the
issue and task/subtask. In conjunction with this, the form has a
button to view related tasks. The view/edit form has a create
collaboration button which invokes the create collaboration form
and keeps a record of that collaboration in the issue details form
as long as that particular collaboration remains active. The
relationship or link between the collaboration, the issues, and
tasks remains intact indefinitely even after they have been changed
to an archived or closed state.
[0173] Meeting Center
[0174] The meeting center information module is an information area
where team members can schedule, define, record, and attend
meetings as well as view the resulting meeting reports. This
information module automates many of the repetitive and mundane
activities surrounding most meetings.
[0175] Meetings are created through the information module
operators shown in FIG. 16 which generates a form shown in FIG. 17
and takes place as physical meetings, phone meetings, on-line
meetings, or combinations thereof. Once created, team members may
access information through the meeting center information operators
shown in FIG. 16. Within these areas, team members can attend
meetings and take meeting notes; both personal and group
records.
[0176] On-line meetings in the present method are different from
traditional on-line meetings. The present approach enhances
traditional meeting methodology with controlled collaboration
technologies. This is different in that there is control to the
progress of the meeting and the display of the meeting
presentation. In this scenario, one person controls the display of
the presentation by selecting items that have already been loaded
to the system server. This also expedites load time which is an
inherent weakness with prior meeting systems. Team members join
on-line meetings by pushing the "attend meeting" button from within
the meeting portal. Once in attendance, team members may submit
additional documents, such as markups for display to the entire
meeting audience.
[0177] The meeting center module operators shown in FIG. 16
includes a scheduled meetings function which is a default view as
user's select the main meetings center selection. The display shows
a list of meeting titles, with columns of the corresponding meeting
number, date and chairperson. Double clicking a selection will
display the meeting portal shown in FIG. 17.
[0178] The meeting and function operator, when opened, generates a
view which displays the same information as the scheduled meetings
operator, but only for meetings which are scheduled to begin in the
next fifteen minutes or other preset time period, or are already in
progress. Double clicking a selection will join a team member to
the meeting and log them in as "in attendance".
[0179] The meeting minutes operator opens a view which displays the
same information as the scheduled meetings and meeting in progress
operators, but only for meetings that have already taken place.
Double clicking on this selection will launch the meetings notes
report for that meeting in an HTML format.
[0180] The create/edit meeting operator, when invoked, will display
the meeting planner menu shown in FIG. 18 for the selected meeting.
In the meeting planner form shown in FIG. 18, the meeting number is
system generated. Checking notification will send a notification of
that meeting to all of the invitees. This e-mail message provides a
hot link to the meeting portal. The system will resend a
notification if changes are made to information regarding meeting
time, access, etc.
[0181] Checking the confirm attendance button will modify the
notification described above in that to confirm, the team member
replies to the e-mail address. The operating system automatically
logs the confirmation. At the confirmation request date, the
operating system sends the chairperson a list of the confirmed
invitees.
[0182] Checking the invitation to non-team members will invoke the
operating system to send the meeting creator an e-mail invitation.
This invitation will have a hot link to the meeting portal that is
active only when the meeting is about to begin or is in progress.
This e-mail can be forwarded to anyone who does not have a password
to access the project.
[0183] Checking the reminder date function will enable the system
to send an e-mail reminder to all of the invitees. This e-mail will
list changes made since the last notification, including those
confirmed and not confirmed, and will provide an hot link to the
meeting portal.
[0184] The attached documents button launches the multi-file
uploader and gives the team member the option of browsing the hard
drive or the project document manager information module.
[0185] The attend meeting button automatically joins the user to a
meeting that is about to commence or is already in progress. It
automatically logs the team member in as a participant. The team
member's screen will display the active presentation and will
provide the team member various options as a meeting participant.
These options will appear as horizontal lines at the bottom of the
screen and include:
[0186] 1. A download/launch meeting documents for markup or
annotation button which will result in a pop-up screen showing the
thumbnail pictures of the original meeting documents and any others
which may have been submitted for viewing during the meeting. A
form which displays the standard download options will also
accompany this screen.
[0187] 2. A submit documents into the meeting.
[0188] 3. A take minutes button which is reserved for the
designated notetaker and designates a form with the agenda items
with a text box for each one for a note entry.
[0189] Similarly, there is an identical feature for information
requests that link to the RFI module. There are buttons for "save
as draft" and "save as final". The chairperson, meeting originator,
notetaker, and online meeting coordinator all have access to change
these responsibilities at any time due to unavailability of a team
member. This is done by selecting the meeting and editing the
meeting information.
[0190] The change view button is reserved for the designated online
meeting coordinator. This person controls the view of the
participants screens. Depressing this button will invoke screen
displaying choices for view presentation including meeting
documents, recent documents submittals by meeting participants and
meeting agenda.
[0191] The leave button logs a team member off of the meeting and
returns the team member screen to the view prior to selecting a
meeting. The confirm attendance button allows team members to
confirm their attendance to those meetings requesting their
confirmation. This is a redundancy to the e-mail reply system
described above.
[0192] A delete button enables a user with privileges to delete the
meeting plan entirely. A window will appear for confirmation of
this deletion. Finally, if a user has privileges to do so, an
archive window will appear allowing the user to move the meeting
planned and its minutes to the archive data structure. A
confirmation window will then appear.
[0193] Collaboration Center
[0194] The collaboration center information module is a place where
team members hold meetings and solve team problems or issues in a
time-disjoined forum. The present system does not rely on threaded
discussion forms exclusively. In fact, it is only one small element
of the suite of collaboration tools. This information module offers
team members control over their collaboration. It also offers team
members the ability to quickly decide whether it is worthwhile for
them to enter into a problem solving or brainstorming session.
[0195] Team members define the collaboration by completing a
collaboration form by selecting one of the module operators in FIG.
19. Selecting a create operator generates the create collaboration
form shown in FIG. 20. This form allows a team member to define
access, define a purpose or deadline, attach documents, pose
questions for a team vote, accept discussion items from members,
and allow threaded discussions. During the collaboration, the
discussion leader or facilitator can update the status, documents,
redefine the problem/issue, etc.
[0196] The collaboration portal provides the central point of
information and synopsis that team members use to quickly review
status, vote on posed questions, and decide the pertinence of their
participation. The collaboration portal contains all of the
information contained within the create collaboration form shown in
FIG. 20 organized into an HTML interface including thumbnails of
attached documents, the summary, and an area for team members to
cast votes.
[0197] The module operator shown in FIG. 19 includes active
collaborations icon which is a default display upon a team member
selection of the collaboration center. This icon displays a list of
the current collaborations in progress along with columns
displaying: facilitator, name, date initiated, basic status color,
an indicator of whether there is a vote in progress, and the
deadline for resolution. Double clicking on this selection will
launch the collaboration portal.
[0198] Closed collaborations display the same information for
collaborations that are closed, but not yet archived.
[0199] Create/edit generates the form shown in FIG. 20.
[0200] When using the collaboration form, brainstorming, problem
solving, decision making, and other can all be checked
simultaneously so as to help define the purpose of the
collaboration. The "link to issue" button will invoke a popup
screen listing all of the current issues. Selecting one will create
a link between the two such that both denote each other. The status
statement is a place where the facilitator enters the current
status and discusses progress and next steps.
[0201] The send notifications button will send an invitation by
e-mail to all the members who have defined or authorized access. If
a new member is added during a change to the collaboration, this
screen will cause a notification to be sent to that person at that
time. Similarly, the send notification of change button will send
an e-mail to all who have access with a notice of change to any
part of the collaboration form or the current summary
statement.
[0202] The edit access button allows an input for the facilitator
to grant edit/access to another individual or team member.
[0203] Enabling a team vote poses a question to team members in the
collaboration portal. Collaborations with team voting enabled are
denoted as such in the collaboration list. Notifications of
invitation or change also state the question posed for voting in
the body of the e-mail. This system will accept only one vote from
each team member.
[0204] Enabling threaded discussions will provide a function within
the collaboration portal for team members to view the discussion
and to participate in it. The time limit input allows the
facilitator to limit the threaded discussions so that it does not
get unruly.
[0205] Enabling collaboration comments is the basic function of
this type of collaboration. This allows team members to comment on
and provide suggestions for the topic at hand.
[0206] Public viewing, when enabled, allows any invited
collaborator to view any other person's comments and will
automatically provide results of team voting as the votes are
tallied. Private viewing, on the other hand, when enabled, only
allows the facilitator to see and receive the comments and vote
results. In this scenario, the facilitator updates collaborators
through the status comments.
[0207] The send comments to facilitators/portals/both is a routing
function in which the system either sends e-mail messages to the
facilitator continually as it receives them from team members or
stores them on the portal, or both.
[0208] Finally, the delete button enables the user, with privileges
to do so, to delete or erase the collaboration form completely. A
window will appear asking for confirmation of a delete command.
[0209] Similarly, if a user has privileges to do so, the archive
button will cause the collaboration and its information to move to
the archive data structure. A window will also appear asking for
confirmation of the archive function.
[0210] The close button is a function which closes the
collaboration, after the facilitator has made a conclusion in the
status statement field, and moves it to the closed collaborations
list. The reactivate function allows the collaboration facilitator
or designate to reactivate any inadvertently closed collaborations.
Request for Information Manager A request for information (RFI) is
a common and everyday event that occurs in any active project.
Usually this is done by telephone, fax, e-mail, or in a
face-to-face conversation. These approaches are sometimes
problematic as one may be requesting from the wrong team member or
the information about the request is lost because it is not
controlled in a central project area, Additionally, the other team
members do not have the benefit of learning from the information
transaction. To correct this problem, the present system enables
project teams with a work flow or automated RFI system. The
automation record keeping provides team members with tools to track
progress, control and access information, and route the request to
the person best suited to answer the question at hand.
[0211] The operating system works by sending e-mail messages to
project defined recipients. These e-mail messages have the basic
text request and a hotlink to the RFI for additional information,
such as document attachments. The recipient can answer the request
or delegate it to someone else, as it is typical of a department
manager recipient who delegates it to his/her staff. During the
delegation, the original recipient may elect to review the response
prior to closure, receive a copy of the response, or completely
delegate it which reassigns the ownership to the delegate. RFIs
exist in submitted, acknowledged, delegated, and completed
states.
[0212] FIG. 21 depicts a process flow diagram for the RFI workflow
sequence. A request for information is made in step 100 and
transmitted to the designated recipient or owner in step 102. A
reply from the designated recipient in step 104 returns a delivered
response to the person making the initial request in step 100.
[0213] If the designated recipient desires to delegate the RFI, the
designated recipient can delegate directly to a new designated
owner in step 106 without return or to a designated delegate in
step 1-8 with return. In step 106, the reply from the new designed
owners is sent directly to the person making the initial request in
step 100. In step 108, the reply from the designated delegate is
returned to the designed recipient who then in turn forwards a
reply via step 104 to the original requester.
[0214] FIG. 22 depicts the module operators for the request for
information manager. The active RFIs is a default display upon a
team member's selection of the request for information in step 100.
This is a list of current RFI in progress along with columns
displaying name, requester, recipient, designated recipient, date
initiated, due date (this will show green, yellow-due within one
week, and red-late, and its state). Double clicking on a selection
will launch the RFI screen where one can view all of the detail
information concerning the workflow history with time stamps for
each individual's activity.
[0215] Closed RFIs display the same information as active RFIs
except that they cover RFIs which are closed, but not yet
archived.
[0216] Selecting the create/edit operator will invoke the create
RFI form shown in FIG. 23 as a pop-up menu. The category listings
prompt the requester to select one of the already pre-defined
categories in project preferences. It will list the actual category
and the actual defined name. Attached documents presents a
multi-file uploader that can browse the project Document Manager
module as well as the team member's hard drive. The delete RFI
function completely removes the RFI from the system and sends
notification to all others involved (recipients and delegated
recipients) that the request is no longer active. The respond
function button enables the recipient team members to respond to
RFIs. It allows them to enter text and attach documents. Submitting
a response changes the state to "closed" and prompts the system to
send an e-mail notification to the requester with a text response
and a hotlink to the closed RFI detail.
[0217] The reactive function enables original requesters to
reactive a closed RFI. Selecting this function will invoke the
create/edit menu so that the requester can revise the request. This
function is used during situations where the response is not
adequate or addressed the issue incorrectly. The original response
stays with the revised and re-activated RFI.
[0218] The archive function enables the user with privileges to
move the RFI to the archive data structure. A window will appear
asking for confirmation of the archive function.
[0219] The notify/remind function is used to route the RFI via
e-mail to another party and allows for the addition of text. Team
members may use this to remind the recipient about the RFI or
request help with the RFI without delegating it away.
[0220] Finance Center
[0221] The project finance center information module is a place to
prepare project budgets, track the budgets, and automatically
prepare financial reports. Team leaders or the designated financial
leader may use this feature for any budget from a high level
picture of the budget or a project with minute levels of detail (up
to three levels are possible) and anything in between. In small
projects, typically the team leader or his/her assistant will
interact with this information module. In larger
organizations/projects, the accounting department or project
accounting personnel will provide input based on numbers from the
corporate accounting system. This interface may be automatic.
[0222] As shown in FIG. 24, the summary view module operator is a
default view when the finance center information module is
selected. This shows the composite budget and all of the main or
first level categories row-by-row with various columns including
code, item description, budget amount, forecast, actual cost, and
item owner.
[0223] The detail view operator shows the same information as
summary view, but with the addition of the next two levels of
financial line items (sub-codes). Double clicking any of the
entries in this view or any other view will launch the edit
form.
[0224] The variances operator lists only those entries in which
there is a variance to budget (actual or forecast). If the line
item is a first or second level entry with subsequent levels, the
operating software will also display the subsequent levels. The
columns will display various information including code, item
description, budget amount, forecast, actual cost, % over/under,
amount over/under, item owner, and a button to view variance
explanations. This button will be red with an annotation of "no
variance explanation" is there is not a posted explanation.
[0225] The create function will invoke the create budget pop-up
menu shown in FIG. 25. In this menu, the view access command allows
all team member listed as owners or editors, to have access to the
financial center. The send notification command sends a simple
e-mail to all team members who have view access. The send
notification with response request command will send a simple
notification to those with view access who are not owners. To
owners, the system will send an e-mail with budget items described
in a note to respond by an indicated date.
[0226] The total function is the running total of the budget as
amounts are populated. Project leaders can use this as a budget
calculator.
[0227] The global editor definition function allows the user to
define an editor who has access has to input data for each line
item. This may be the company controller or a team member from the
accounting department.
[0228] In the edit operator, the budget is considered a
"change-controlled" document as soon as it is locked. However, the
budget receives regular edits from team members as they enter
forecast updates and actual expenditures. The aspect that is under
change control is the budgeted amounts. For this reason, team
members may edit budget lines items by double clicking on each line
item or highlighting/marking them and selecting edit/update or the
global edit function. Of course, team members may also select
multiple items and the system will generate a pop-up menu with only
those line items that they are either the owner or have edit access
to. The project leader always has edit access.
[0229] This menu allows team members to input forecast and actual
amounts as well as to provide variance explanations.
[0230] The request change operator is similar to the change request
center in that the budget is a change/controlled document in which
many team members may need to regularly request changes due to the
dynamic nature of project finances.
[0231] The reports operator invokes a report interface only for the
financially reporting tools.
[0232] The delete and archive functions are similar to that
described above in other operator screens.
[0233] Report Center
[0234] The report center information module is an informational
area to view the health of the project progress as well as a tool
to define custom reports. These custom reports are deposited in the
report center and Document Manager and can be posted in other areas
such as the project home page. The Report Center has four primary
report repositories: project heath, project reports, project
activity, and closed reports. These are presented as module
operators in the pop-up menu shown in FIG. 26. When the project
health operator is selected, a single system generated report shown
in FIG. 27, by example only, is generated that is all inclusive of
the system reporting functions. This is a generic report that
allows team members to perform sort operators to manipulate the
data. At any point the team member may use the notify function to
send an e-mail in HTML version, of their created manipulation with
a notation. This freezes the information at the time the notice is
sent. Additionally, the team members use the "save as report"
function to invoke the create/edit report form shown in FIG. 28
which is partially completed by the team member's
manipulations.
[0235] The report includes colored areas, such a purple, green,
yellow, and red bars which scale automatically to fit the
horizontal space. The scale for individual items is the same from
item to item. If the team member selects the sort function, the
operating system launches the form for reports. Additionally, the
display of the information denotes that filters that have been
applied at the top of the report.
[0236] In the create/edit report form shown in FIG. 28, the date
field is populated automatically by the operating system. The
notification function sends the report in HTML format over e-mail
to the access list along with a hot link. Freeze information holds
the report static as the actual project data changes. Dynamic
information updates the project data continuously.
[0237] The select module function is a pull down menu of overall
project, tasks, issues, changes, reviews, and RFIs. The Due In
function allows the report creator to include the number of tasks,
issues, etc., that are due within a specified time period. In the
report, this is listed for each status category in the same manner
as in the project health report.
[0238] The sort function invokes the sort form so that the report
creator can restrict the data considered for each report module or
globally through sort filters. The preview function allows the
report creator to preview sections of the complete report before
saving the report. The display is in HTML in a pop-up window. The
delete function allows the user to start from scratch in the event
that after previewing the report, the module does not make sense
for reporting. The close report function changes the report state
to closed and moves it to the closed report section. All data
summarized in the report is frozen regardless of whether the report
had dynamic information enabled or not.
[0239] The project report operator is a default view upon opening
the report center. This contains all of the saved reports for that
project along with report title, creator, and date.
[0240] The project activity operator is a section that shows the
activity within the project portal space in a given period of time.
This is depicted in a display shown in FIG. 29 which is provided
with team member selections.
[0241] The view details button displays a list of each activity in
that category descriptively and in chronological order. Double
clicking anything on this list will invoke the system to display
the details of that particular transaction. By example, double
clicking on any particular task change reported will cause the
display to change to the task detail for that particular task.
[0242] Review Center
[0243] The review center information module is a place in the
project space where team members can request other team members to
review material, documents, ideas, etc. Here, team members can also
view current (active) and closed review requests. The process is
very similar to the RFI process except that in this process, the
requesting team member defines the individuals to whom the request
is sent. Additionally, the review requests can be routed to
multiple recipients in either a parallel or serial process.
[0244] The system works as shown in FIG. 30 by sending e-mail
messages to the form defined recipients. These e-mail messages have
the basic text request and a hot link to the Review for additional
information, such as document attachments. The recipient can answer
the request or delegate it to someone else. During the delegation,
the original recipient may elect to review the response prior to
closure, receive a copy of the response, or completely delegate it
which reassigns ownership to the delegate. Review requests exist in
submitted, acknowledged, delegated, and completed states.
[0245] FIG. 31 depicts a workflow for a serial review process. This
is similar to that described above and shown in FIG. 30 for a
parallel review process.
[0246] The module operators shown in FIG. 32 include Active Reviews
which is a default display upon selection of the review center.
This function displays a list of the current reviews in progress
along with columns displaying name, requester, recipient, delegated
recipient, date initiated, date due (this will show green,
yellow--due within a week, and red for late), and its state. Double
clicking on a selection will launch a review screen where one can
view all of the detail information including the workflow history
with time stamps for each individual's activity. The close reviews
function displays the same information as active reviews except
that the reviews are closed, but not yet archived.
[0247] Selecting the create/edit operator will invoke the Create
Review Request form as a pop-up menu shown in FIG. 33. Team members
must select either a parallel or serial routing method. The view
access field is automatically populated by the operating system
with the recipient names. Attach documents presents a multi-file
uploader that can browse the project Document Manager as well as
the team member's hard drive. Delete review request completely
removes the request from the system and sends notification to all
others that the request is no longer active.
[0248] The respond operator enables recipient team members to
respond to Reviews. This allows them to enter text and attach
documents. Sending a response changes this date to "closed" and
prompts the system to send an e-mail notification to the requester
with a text response and a hot link to the closed Review Detail.
Reactivate simply reactivates a closed review. Archive is similar
to archive functions described above. The notify/remind operator is
a function used to route the review via an e-mail to someone and
allows for the addition of text. Team members may use this to
remind the recipient about the review or to request help with the
review without delegating it away.
[0249] Change Manager
[0250] This information module automates the various change
processes that occur in project teams while giving document owners
and/or project leaders control, accessibility, and team member
accountability over critical and change-sensitive information.
There are two distinctly different change request/change management
processes which relate to two different types of information. More
importantly, change requests to "change controlled" documents
(documents that are owned by the project) follow a regimented and
automated work flow approval process. These are documents/files
that have been denoted as such due to their change-sensitive
nature. All such documents have a defined approval routing which is
done either when the document is submitted as change-controlled or
when a project leader denotes it as such. Alternately, documents
that are not change-controlled follow a less strict process. For
these less sensitive files the change process is similar to a
simple request that is routed to the document/file owner. The
following flow diagram shown in FIG. 34 is for a non-change
controlled documents. For these documents, the operating system
does not change the document's state during the process and treats
it as simple automated request. The actual changing of the document
is the responsibility of the document owner and takes place outside
of the automated process. If the request was delegated, the system
sends an approval notification to the document owner.
[0251] For documents that are change-controlled, the process and
actual document change are completely automatic. This can be in a
serial process shown in FIG. 35 or in a parallel process shown in
FIG. 36.
[0252] When a change is requested, the document being submitted for
approval is locked for changes. The operating system changes its
state to "submitted for approval" and the existing approval
document to "approved-change requested". If the result of the
workflow is positive, the state of the submitted document changes
to approved and its version is incremented and the existing
approved document changes to "archive" If the result of the
workflow is negative, the originally approved document returns to
"approved" and the submitted document changes to WIP Rejected. In a
positive outcome, the document is automatically updated in the
Document Manager module if the change request contains an
attachment of the proposed change. If there was not an attachment
of the proposed change, the system routes a request to the document
owner to make the approved changes and to submit it though the
Change Manager module.
[0253] At any point in the process, approvers may make
modifications to the requested change. Each time this is done, the
modified request is rerouted to those approvers prior to that in
the process for their subsequent reapproval. Although the process
flow diagram shown in FIGS. 35 and 36, suggest the team member who
made the modification and "approval of modification" will receive
the document for a reapproval of his/her own modifications, the
operating system skips that particular person. Additionally, if an
approver has requested a complete delegation, the modified change
request skips the original approver and goes directly to the
delegated approver.
[0254] Change requests exist in submitted, acknowledged, delegated,
approved, approved with modifications, and rejected states.
[0255] The module operators shown in FIG. 37 for the change manger
module include an active change request function with is a default
display upon selection of Change Manager. This function displays
the lists of the current change request and progress along with
column displaying name, requester, recipient, delegated recipient,
date initiated, date due (shown in green, yellow when due within
one week, and red for late), and its state. Double clicking on a
selection will launch the Change Request screen where one can view
all of the detailed information including the workflow history with
time stamps with each individual's activity. Here approvers can
comment on each field.
[0256] The close change request operator displays the same
information as change request, but for requests that are closed,
but not yet archived. Selecting the create/edit functions will
invoke the change request form shown in FIG. 38. In this form, the
change number field is automatically populated with an unambiguous
number. The attached data request button launches a browse function
for both the team member's hard drive and the data structure in the
Document Manager. The attached reference document function allows
the team member to attach a document that might clarify the change
request. Depressing this button activates the same browse function
described above.
[0257] The edit access function allows the requester to give change
request edit rights to another project team member. The view access
window is automatically populated by the system with the designated
document approvers.
[0258] Referring back to FIG. 37, the delete and archive operators
are similar to those described above. The approve operator allows
the recipient team members to approve the Change Request. When all
designated reviewers approve the request, the system sends e-mail
notifications to all parties involved, changes the state to
approved, and automatically updates the document in the Document
Manager. The approve with modifications function accomplishes the
same items as the approved function, but prompts the approver to
submit the modifications through a text box and/or a document
attachment which represents the new or modified document under
review. Prior to approving this modification, this system sends the
modified request back to the other approvers for their
concurrence.
[0259] The reject operator is used when any one of the approvers
rejects the request. The system changes the state to rejected and
sends notifications to all involved parties. If the document
attached for review is a stored WIP document in the Document
Manager, the system changes the document state to WIP Rejected.
[0260] The reactive function allows original requesters to
reactivate a closed request. Finally, the notify/remind function is
used to route the Change Request via an e-mail to someone else and
allows the addition of text. Team members may use this function to
remind the recipient about the pending change or to request help
with the request without delegating it.
[0261] Notification e-mails that inform team members about
something that requires a response, contain a number of respond to
e-mail addresses and subject line content. This system allows team
members to respond quickly without going through the login process.
This also, when combined with user's ability to request document
attachments to their notifications, allows team members to "work
offline" and send responses back in bulk as well as to involve
other individuals not registered as team members. Project
Preferences will give the Project Leader the option of enabling
smart e-mail notifications for those events that require document
attachments for security control. It will also give the option of
enabling smart e-mail notifications with a secure e-mail
transaction system. Some examples of this are: change request
approval or rejection, review request response, RFI response,
meeting attendance confirmation, unsubscribe to this document,
acknowledge RFI, acknowledge change request, acknowledge review
request, attend meeting, and voting.
* * * * *