U.S. patent application number 11/873905 was filed with the patent office on 2008-02-14 for method and system for gathering and disseminating quality performance and audit activity data in an extended enterprise environment.
This patent application is currently assigned to INTERNATIONAL BUSINESS MACHINES CORPORATION. Invention is credited to Sachin S. Chandra, Robert D. Hayes, Andrew D. Kostic, John S. Maresca, Mina L. McKay.
Application Number | 20080040207 11/873905 |
Document ID | / |
Family ID | 25015448 |
Filed Date | 2008-02-14 |
United States Patent
Application |
20080040207 |
Kind Code |
A1 |
McKay; Mina L. ; et
al. |
February 14, 2008 |
METHOD AND SYSTEM FOR GATHERING AND DISSEMINATING QUALITY
PERFORMANCE AND AUDIT ACTIVITY DATA IN AN EXTENDED ENTERPRISE
ENVIRONMENT
Abstract
A method for facilitating supplier auditing functions in a
communications network environment is disclosed. The method
includes receiving a request from a user system of an enterprise
system to initiate an activity. The activity includes assessing a
supplier record for determining a need to schedule a supplier
audit, and scheduling the audit for performing an initial or
ongoing qualification of an existing or prospective trading partner
of the enterprise system. Assessing the supplier record includes
reviewing past audit activity, date of last audit, and results of
past audits. The enterprise system retrieves data from at least one
database, which corresponds to the request. The enterprise system
includes a quality information network application for executing
activity options that include the activity requested by the user
system.
Inventors: |
McKay; Mina L.; (Raleigh,
NC) ; Chandra; Sachin S.; (Fishkill, NY) ;
Hayes; Robert D.; (Poughkeepsie, NY) ; Kostic; Andrew
D.; (Kingston, NY) ; Maresca; John S.;
(Hopewell Junction, NY) |
Correspondence
Address: |
CANTOR COLBURN LLP-IBM YORKTOWN
55 GRIFFIN ROAD SOUTH
BLOOMFIELD
CT
06002
US
|
Assignee: |
INTERNATIONAL BUSINESS MACHINES
CORPORATION
New Orchard Road
Armonk
NY
10504
|
Family ID: |
25015448 |
Appl. No.: |
11/873905 |
Filed: |
October 17, 2007 |
Related U.S. Patent Documents
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Application
Number |
Filing Date |
Patent Number |
|
|
09749846 |
Dec 27, 2000 |
|
|
|
11873905 |
Oct 17, 2007 |
|
|
|
Current U.S.
Class: |
705/7.21 ;
705/7.34; 705/7.38 |
Current CPC
Class: |
G06Q 10/1097 20130101;
G06Q 30/0205 20130101; G06Q 10/063112 20130101; G06Q 10/0639
20130101; G06Q 10/10 20130101; G06Q 10/06395 20130101 |
Class at
Publication: |
705/011 |
International
Class: |
G06F 11/34 20060101
G06F011/34 |
Claims
1. A method for facilitating supplier auditing functions in a
communications network environment, comprising: receiving a request
from a user system of an enterprise system to initiate an activity,
said activity including assessing a supplier record for determining
a need to schedule a supplier audit, and scheduling the audit for
performing an initial or ongoing qualification of an existing or
prospective trading partner of the enterprise system; wherein said
assessing said supplier record includes reviewing: past audit
activity; date of last audit; and results of past audits; and said
enterprise system retrieving data from at least one database, said
data corresponding to said request; wherein further said enterprise
system includes a quality information network application for
executing activity options that include the activity requested by
the user system.
2. The method of claim 1, wherein said scheduling said audit
includes: entering supplier data relating to the trading partner
into a schedule form; entering requester information into said
schedule form; selecting an auditor to perform said audit; entering
a purpose for said audit; entering a time frame for performing said
audit; and distributing a completed schedule form to at least one
entity;
3. The method of claim 2, wherein said distributing said completed
schedule form is automatically performed by said quality
information network application via a distribution list.
4. The method of claim 2, wherein said distributing said completed
schedule form is manually performed by said requester via a
distribution list provided by said requester.
5. The method of claim 2, wherein said selecting said auditor by
said requester includes selection criteria including: geographic
location of site to be audited; auditing skills possessed by said
auditor; a commodity subject to said audit; and auditor
pre-qualification data.
6. The method of claim 5, further comprising: automatically
transmitting a notice to said auditor; receiving a response to the
notice from said auditor by said requester, wherein said response
is either a confirmation notice or a rejection notice.
7. The method of claim 6, wherein said requester initiates a second
auditor selection, based upon receiving said rejection notice.
8. The method of claim 2, wherein said entering said time frame for
performing said audit includes: entering a date planned for said
audit; and entering a quarter planned for said audit.
9. The method of claim 1, wherein said requester is a divisional
user comprising at least one of an engineer and developer of the
enterprise system, the divisional user requesting an audit of a
trading partner that corresponds with an engineering or developer
group to which the divisional user belongs.
10. The method of claim 1, wherein said activity includes viewing a
scheduled audit.
11. The method of claim 10, wherein said viewing said scheduled
audit includes viewing by categories, said categories including:
all audits, completed audits; and planned audits.
12. The method of claim 13, wherein said viewing said scheduled
audit includes viewing by: trading partner; region; quarter by
region by commodity; year by quarter; product category; requester;
auditor; organization; and site owner.
13. The method of claim 1, wherein said activity includes providing
audit reporting data by an auditor.
14. The method of claim 13, wherein said providing said audit
reporting data includes: providing audit test results; providing
audit analysis results; providing data pertaining to deficiencies
in meeting industry standards; providing data pertaining to
deficiencies in meeting government standards; providing data
pertaining to deficiencies in meeting proprietor-imposed standards;
attaching said audit reporting data to a corresponding audit
schedule; transmitting said audit reporting data and said
corresponding audit schedule to a designated entity; and proposing
corrective actions.
15. The method of claim 14, wherein said transmitting said audit
reporting data and said corresponding audit schedule is performed
automatically by said quality information network application via a
distribution list.
16. The method of claim 14, wherein said transmitting said audit
reporting data and said corresponding audit schedule is performed
manually by said auditor via a distribution list provided by said
auditor.
17. The method of claim 1, wherein said activity includes viewing
audit reports.
18. The method of claim 1, wherein said activity includes viewing
training data.
19. The method of claim 18, wherein said training data includes:
lectures; seminars; classes; and resource materials.
20. The method of claim 1, wherein said activity includes viewing
reference data, said reference data including: industry standards;
government standards; and proprietor-imposed standards.
Description
CROSS-REFERENCE TO RELATED APPLICATION
[0001] This application is a divisional application of U.S. Ser.
No. 09/749,846 Dec. 27, 2000, the contents of which are
incorporated by reference herein in their entirety.
BACKGROUND OF THE INVENTION
[0002] This invention relates generally to a computer-based method
and system for supply chain management, and more particularly, this
invention relates to a method and system for gathering and
disseminating quality performance and audit activity data in an
extended environment.
[0003] With the advent of the Internet and related technologies,
complex networking systems have evolved that enable distant trading
partners operating disparate computer systems to interact with one
another. The Internet provides a ubiquitous message routing
architecture that supports reliable inter-business connectivity
around the world, based on common communication protocols and
common standards for system interoperability. Further, the Internet
and related intranet and extranet technologies offer a relatively
low cost of entry, making them practical for use by large and small
businesses alike. Web-based security issues have been minimized
through the use of intranets that connect a business' internal
processes to the applications and data they need and extranets that
connect external processes to the applications and data they need.
Firewalls or security devices are added to protect against
unauthorized access to the internal network and to isolate
unauthorized Internet access from the extranet. With this new
technology in place, existing trading barriers between trading
partners can be removed, allowing for a synchronized flow of
information.
[0004] A recent trend in electronics manufacturing involves
contracting out some or all of the manufacturing of a company's
products to third party manufacturers which then build these
products according to specification. This arrangement, known as
outsourcing, results where the original manufacturer (called an
Original Equipment Manufacturer, or OEM) buys assemblies in bulk
from third-party contract manufacturers and then customizes them
for a particular application. It then markets and sells the
customized equipment under its own name. By outsourcing the
manufacturing and assembly of these goods, established OEMs are
able to focus on other business areas such as new product
development and customer relationship management. Additionally, as
product designs and components are becoming increasingly complex
and frequently updated, a contract manufacturer with specialized
skills may be better equipped to accommodate the changing
technology. By outsourcing to meet peak demands, an OEM may be able
to avoid having to build new facilities and/or hire new people.
[0005] An OEM who is outsourcing the manufacturing of its products
needs to be able to collaborate with its contract manufacturers and
suppliers before, during, and after the manufacturing cycle in
order to achieve maximum efficiency of the production process. One
area of collaboration is supplier auditing and reporting.
Technology shifts are causing new technical suppliers to rise in an
ever-increasing worldwide space. With this rise in suppliers, comes
the need for new quality control measures including auditing
processes. Before integrating a supplier technology into an OEM's
product, a supplier is often subjected to a rigorous audit to
ensure that correct technical processes are followed and to ensure
technical capability. Supplier audit management must be able to
handle the audit process where the OEM has offices located around
the world and buys from suppliers equally spread out. Traditional
methods of qualifying suppliers and performing auditing procedures
often result in redundant or unnecessary audits where inefficient,
incomplete, or outdated records provide incorrect information. This
is compounded by the fact that multiple procurement divisions of an
OEM may not always know what other divisions are doing due to
inadequate communications, employee turnover, and/or geographic
separation. Further, old auditing methods that involved tracking
down a particular auditor who possessed the requisite skills
necessary to perform the audit was tedious and time consuming and
often involved scheduling the auditor to travel excessive distances
to the audit sites. Finally, old audit methods provided
inconsistent results where audit reports took on different formats
depending upon the division requesting the audit, resulting in
non-standardized audit reports and unsatisfactory results. The
present invention seeks to eliminate or reduce the above
inefficiencies by providing a centralized storage system and
process for creating, editing and storing auditing schedules,
reports, and reference materials via a collaborative, web-enabled
workgroup application.
SUMMARY OF THE INVENTION
[0006] A method for facilitating supplier auditing functions in a
communications network environment is disclosed. The method
includes receiving a request from a user system of an enterprise
system to initiate an activity. The activity includes assessing a
supplier record for determining a need to schedule a supplier
audit, and scheduling the audit for performing an initial or
ongoing qualification of an existing or prospective trading partner
of the enterprise system. Assessing the supplier record includes
reviewing past audit activity, date of last audit, and results of
past audits. The enterprise system retrieves data from at least one
database, which corresponds to the request. The enterprise system
includes a quality information network application for executing
activity options that include the activity requested by the user
system.
BRIEF DESCRIPTION OF THE DRAWINGS
[0007] Referring now to the drawings wherein like elements are
numbered alike in the several FIGURES:
[0008] FIG. 1 is a block diagram of a portion of the system that
includes a plurality of workstations and servers on which the
quality information network application is implemented;
[0009] FIG. 2 illustrates an exemplary main menu screen for the
quality information network application;
[0010] FIG. 3 illustrates an exemplary audit schedule menu and
product category submenu screen for the quality information network
application;
[0011] FIG. 4 illustrates an exemplary audit schedule form screen
for the quality information network application; and
[0012] FIG. 5 is a flowchart describing the quality information
network audit process.
DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENT
[0013] The quality information network application is a
collaborative tool used to facilitate the supplier auditing and
reporting processes in an extended enterprise environment. It
provides a centralized storage system in which audit schedules,
reports and miscellaneous documents can be created and viewed in a
collaborative manner by various users inside and outside of an
organization on a tiered-access basis. It allows outsiders of the
organization to submit comments and view a limited portion of
information in the quality information network databases via a
secure network connection. System administrators for the
organization establish and maintain the access permissions and set
parameters for users of the quality information network tool in
keeping with the objectives of the organization.
[0014] In an exemplary embodiment, the quality information
application is implemented through a networked system such as that
shown in FIG. 1. Although not necessary to realize the advantages
of the present invention, system 100 may be part of a wide area
network in which different geographical locations are
interconnected, either by high-speed data lines or by radio links,
interconnecting hundreds of workstations at widely disparate
locations. In the simplified diagram of FIG. 1, system 100 includes
an organization 102 comprising a web server 104, an applications
server 106, and a database server 108 that are located on a host
system 110 and connected through a network 112 to workstations 114.
The term "organization" refers to the system implementing the
quality information network application. Network 112 may comprise a
LAN, a WAN, or other network configuration known in the art.
Further, network 112 may include wireless connections, radio-based
communications, telephony-based communications, and other
network-based communications. For purposes of illustration,
however, network 112 is a LAN. A firewall 130 limits access to
organization 102 to those users outside of organization 102 who
possess proper access permissions. Firewall 130 may comprise a
gateway router, proxy server or a combination of similar
hardware/software devices readily known by those skilled in the
art.
[0015] Host system 110 is running suitable web server software
designed to accommodate various forms of communications and which
allows information in data storage device 118 to be published on a
web site. For purposes of illustration, host system 110 is running
Lotus Domino.TM. as its server software. Applications server 106
executes the quality information network tool, among other
applications utilized by organization 102. Applications server 106
is also running a groupware application such as Lotus Notes.TM.
which allows remote users to access information through its
replication capabilities, provides e-mail services, and supports a
secure extranet architecture.
[0016] Data storage device 118 resides within intranet 112 and may
comprise any form of mass storage device configured to read and
write database type data maintained in a file store (e.g., a
magnetic disk data storage device). Data storage device 118 is
logically addressable as a consolidated data source across a
distributed environment such as network system 100. The
implementation of local and wide-area database management systems
to achieve the functionality of data storage device 118 will be
readily understood by those skilled in the art. Information stored
in data storage device 118 is retrieved and manipulated via
database server 108.
[0017] Data storage device 118 provides a repository for databases
including a reference database 122, an audit schedule database 124,
an audit reports database 126, a supplier quality performance
database 128, an executive summary reports database 129, and any
other information desired by organization 102 for use by the
quality information network tool. These features are further
described herein.
[0018] System 150 comprises a web server 152 that connects
workstations 154 to an intranet 156 and to the Internet. Firewall
158 provides security and protection against unauthorized access to
internal network information from outside sources. Each of
workstations 154 may access web server 152 via internal web
browsers (not shown) located on workstations 154. A data storage
device 160 is coupled to server 152. Selected data fields and data
from audit reports database 126 are replicated to database 120 and
are accessible to system 150 via extranet 140. System 150 is
typically an existing supplier or trading partner of organization
102. The terms `supplier` or `contract manufacturer` and `trading
partner` are used interchangeably throughout this description.
Remote workstation 170 is coupled to organization 102 via a web
browser (not shown) and modem (not shown) for communicating with
organization 102.
[0019] A variety of user types may utilize the quality information
network tool. These user types help define the nature and extent of
access to data provided by organization 102. For purposes of
illustration, four user types are described herein; however, an
organization implementing the quality information network tool may
define its own user types.
[0020] Divisional Users. Divisional users are typically engineers
and developers of organization 102. Divisions of organization 102
are classified or sorted according to the product being
manufactured. For example, one division may be dedicated to
manufacturing/assembling personal computers. A second division
might be responsible for the production of mainframe computers. A
third division might involve storage devices. Divisional users may
create, update, and transfer documents in data storage device 118
to other authorized users, but are limited to modifying only those
documents relating to their division. A divisional user may be a
requester of an audit.
[0021] Suppliers/Contract Manufacturers. These users are external
to the organization but have a need to access certain information
contained in data storage device 118. These users are restricted to
viewing through the Internet or extranet 140 a limited segment of
information in data storage device 118 to ensure the overall
confidentiality of the documents contained therein. Trading
partners at system 150 can input comments or attachments through
data fields replicated from database 126 and submit them via
extranet 140 to the data storage device 118.
[0022] Executive Readers. These users are typically high level
executives of organization 102 with `view only` access to executive
summary database 129. Access is restricted to general information
and executive summary data relating to audit reports and documents
and is used for informational purposes.
[0023] Administrators. Administrators of organization 102 determine
the access requirements for internal and external users of the
quality information tool and maintain access control lists. They
also provide user support as necessary. Administrators may further
be categorized by division.
[0024] Access control lists store the names of authorized users of
the databases stored in data storage device 118 and each user is
assigned an access level by an administrator of organization 102.
Only administrators can add, modify or delete authorized users in
the access control list.
[0025] A user accesses the quality information network application
via a main menu screen as shown in FIG. 2. The options available to
the user on main menu screen 200 include "Quality Specifications
and References" 202, "Audit Schedules" 204, "Audit Reports" 206,
"Quality Audit and Reliability Training Schedule" 208, "Supplier
Quality Performance" 210, and "Executive Summary Reports" 212.
These options are further described herein.
[0026] By selecting "Audit Schedules" 204, a user can perform a
variety of tasks such as viewing, editing or creating an audit
schedule. As illustrated in FIG. 3, a user who desires to view an
audit schedule may do so by selecting "All Audits" 302, "Completed"
304, or "Planned" 306, whereby the quality information network tool
retrieves the selected schedules for viewing. A user can further
tailor the search for schedules to view all audit schedules broken
down by: supplier 308, region 310, quarter by region by commodity
312, year by quarter 314, product category 316, purpose 318,
requester 320, auditor 322, organization 324, and site owner 326.
For example, a user selects "All Audits" 302 by product category
316 and is presented with a list of commodities as illustrated in
submenu 350 of FIG. 3. The user then selects a commodity from
submenu 350 and is presented with all audit schedules for that
chosen commodity (not shown).
[0027] To create a new audit schedule, the user selects a commodity
from the list on submenu 350, and the schedule form 400 of FIG. 4
is presented to the user. The user enters required data into the
fields presented such as supplier name and address (not shown),
date or quarter planned 402, requester information 404, auditor
selected to perform the audit 406, purpose for the audit 408, and
any additional comments 410 as necessary. The quality information
tool provides drop down items for selected data fields to allow for
convenient, standardized entries as shown generally in form
400.
[0028] Results from completed audits may be viewed by divisional
users of organization 102 by selecting "Audit Reports" 206 from
main menu 200 of FIG. 2. Audit reports provide detailed information
concerning the subject audit from the auditor 406 assigned and
listed on schedule form 400. These reports are condensed in summary
form by the quality information network tool and stored in
executive summary database 129 for easy access and viewing by
managing executives of organization 102. In this manner, all
desired levels of management are able to keep apprised of
audit-related activities and supplier performance. Having this
information enables management to make instant business
decisions.
[0029] Specific audit data is extracted from these audit reports
and stored in supplier quality performance database 128 by the
quality information network tool for rating purposes. Supplier
quality performance database 128 contains performance indicators
for audited suppliers measured by business rules adopted by
organization 102 in order to compare and rate various suppliers.
This information allows organization 102 to spot performance trends
among suppliers audited such as areas of strength or weakness,
specific technology capabilities, as well as other performance
factors. It also creates a historical view of all audits performed
so that organization 102 can quickly determine when or whether a
supplier should be scheduled for an audit.
[0030] Reference database 122 contains technical information such
as audit specifications, industry quality standards, as well as
standardized reporting forms for selection by an auditor of
organization 102. A divisional user of organization 102, such as an
auditor, may need to know what the minimum industrial standards are
for a certain product or component in order to verify whether a
supplier is in conformance with those standards. An auditor may
also want to access reference database 122 to ensure that the
quality information sought via the scheduled audit is in
conformance with organization's 102 audit specifications. Also
included in reference database 122 is an updatable training section
for auditing divisional users who want to improve their auditing
skills. This section provides a list of auditing classes, seminars,
and job resources available to interested parties of organization
102. In this manner, the auditing branch of organization 102 is
kept apprised of new government regulations concerning industry
standards, as well as auditing techniques and procedures.
[0031] FIG. 5 illustrates a sample process flow for the quality
information network tool describing how a divisional user of
organization 102 who is considering scheduling an audit proceeds
via the tool. A requester at one of workstations 114 or remote
workstation 170 logs on to the quality information network tool at
step 502. The main menu screen 200 illustrated in FIG. 2 appears at
step 504. In order to assess whether an audit is necessary for a
given supplier, the requester first selects the supplier quality
performance option 210 of FIG. 2 at step 506. The quality
information tool retrieves selected information pertaining to that
supplier from supplier quality performance database 128 and
delivers it to the user. The user then reviews the supplier record
which contains a history of audits and reporting documents
pertaining to that supplier at step 508. From this information, the
requester assesses whether an audit is required. For example,
organization 102 has a policy to audit a particular class of
suppliers on a semi-annual basis before renewing contracts for
work. The supplier record stored in database 128 reveals that an
audit has not been performed for ten months. In this case, the
requester would need to schedule an audit. If the requester
determines that an audit is not required, the process ends at step
510. Otherwise, flow proceeds to step 512 where the requester
selects "Audit Schedules" 204 from main menu 200. The data required
as illustrated in FIG. 4 is entered at step 514. The requester can
select whom this information will be distributed to at step 516 or
the quality information tool may automatically designate a
distribution list according to business rules defined by
organization 102. The requester selects an auditor to perform the
audit at step 518. This can be accomplished via a drop down tool as
illustrated generally in FIG. 4 in auditor field 406. The quality
information network provides a list of auditors which may be
categorized by specialty, skills, and/or geographic location. The
tool may also be configured to pre-qualify an auditor for the
requester based upon information provided such as audit site
location, commodity, etc. Further, the quality information network
tool automatically generates an e-mail to the auditor selected with
selected information and requesting confirmation of the audit at
step 520. If the auditor responds negatively, flow reverts back to
step 518 whereby the requester must select another auditor. Once
positive confirmation is received, the audit schedule is stored in
audit schedules database 124 awaiting execution. Once the audit is
completed, the auditor records the information via the quality
information tool and attaches the results to the audit schedule at
step 522. The quality information network tool generates an audit
report, stores the report in the audit reports database 126, and
automatically sends an e-mail at step 524 to the distribution list
described above. The quality information network tool creates a
summarized version of the report at step 526 and stores it in the
executive summary database 129. A supplier quality performance
report is generated by the tool at step 528 and stored in the
supplier quality performance database 128. The results can be sent
electronically to the supplier or subject of the audit at system
150 and the supplier may respond accordingly at step 530. The
response may include comments or corrective actions planned or
taken by the supplier. The process then ends at step 532.
[0032] The quality information network tool is a comprehensive,
centralized, electronic repository for supplier audit data for use
by development, procurement and manufacturing organizations to
manage the supplier audit process. It is a workgroup collaboration
tool that allows for the sharing of technical supplier audit data
that is both internal to the organization across multiple divisions
and locations, and directly with the supplier being audited.
Benefits include streamlined communication with suppliers and the
elimination of redundant activities. The quality information
network tool provides a worldwide tool for gathering and
communicating objective information about supplier quality
performance and audit activity. Addition communication features
include automatic e-mails to customizable distribution lists when
audit records are created and completed, as well as supplier access
to audit data.
[0033] As described above, the present invention can be embodied in
the form of computer-implemented processes and apparatuses for
practicing those processes. The present invention can also be
embodied in the form of computer program code containing
instructions embodied in tangible media, such as floppy diskettes,
CD-ROMs, hard drives, or any other computer-readable storage
medium, wherein, when the computer program code is loaded into and
executed by a computer, the computer becomes an apparatus for
practicing the invention. The present invention can also be
embodied in the form of computer program code, for example, whether
stored in a storage medium, loaded into and/or executed by a
computer, or transmitted over some transmission medium, such as
over electrical wiring or cabling, through fiber optics, or via
electromagnetic radiation wherein, when the computer program code
is loaded into and executed by a computer, the computer becomes an
apparatus for practicing the invention. When implemented on a
general-purpose microprocessor, the computer program code segments
configure the microprocessor to create specific logic circuits.
[0034] While preferred embodiments have been shown and described,
various modifications and substitutions may be made thereto without
departing from the spirit and scope of the invention. Accordingly,
it is to be understood that the present invention has been
described by way of illustration and not limitation.
* * * * *