Patent Application
20070162318
The present invention relates to a system for managing business processes and, in particular, to a data storage and retrieval system.
When deploying a business process management system, the primary development bottleneck is typically the user having to explain to an unsympathetic IT analyst what it is that the workflow must comprise. This often takes months of review meetings because the IT specialists have no idea as to what the actual workflow requirements may be. When the IT specialists eventually believe that they do understand the requirements, they locate vendors who will meet each set of needs as well as the needs of the many others in the business who intend to use the system. Tests, trials, etc., ensue, and after many designs and re-designs, a solution is proposed and demonstrated. Typically, these solutions deal with approximately 75-80% of the problems, rendering the real effectiveness of the workflow as a series of compromises. Changes after the initial implementation take additional time, and even then the final product rarely addresses all the needs of the system. Thus, it would be desirable to provide an on-line data collection and management system for use in business process management that is completely managed by the end users of the system as opposed to, and without the need for, in-house or outside IT specialists.
The present invention is directed toward an on-line data collection and management system for use in business process management. The system includes a computer system accessible via a network. The computer system is configured to manage user access to documents, enable dynamic generation of a workflow process, execute and monitor the workflow process, maintain information about the workflow, and enable the integration of a combination of e-mail, advertising copy, instant messaging, and electronic funds transfer functions into the generated workflow process.
The system is completely managed by the end users of the system. User management includes the ability to add users, add new index values, immediately grant access to data on a world-wide (temporarily or permanently) basis, and create, manage and alter routes for workflow components. Unlike other workflow or business process management systems, stops along the workflow route can be any computer person, located anywhere in the world, that has Internet access.
The system utilizes a semi-automated indexing system wherein the user chooses any unique value from a drop-down menu (such as an account number or Social Security Number), and the system immediately populates any of the dozens of index values that are in the database prepared for the company/client. All documents are then cross-indexed, and therefore retrievable, by all or any of those values. The system includes downloading methods that allow for almost instant access to data fields. Even when used over the Internet, the system is faster than local area networked applications. In addition, the system includes an Internet data import capability (e.g., using .Net). As a result, the system can securely accept large amounts of data over a standard Internet connection.
There are numerous advantages deriving from the strength of the customized approach and training methods of the present invention. With the present invention, persons using the workflow develop it on the fly and can immediately see where it is not working, quickly point and shoot to a few changes, and re-test. This entire process takes minutes, or a few hours at most, as opposed to several months. In addition, due to the design of the invention's ‘toolkit’ approach, every system created according to the invention is 100% customized for each new client and this is done at a fraction of the cost that others, if they can do it at all, would need to charge. The result is that the invention permits deployment of a world-wide, world-class business process management system in a few days, not several months. Further, the training methodologies that were developed, and the simplicity of the system, allow for complete user training in minutes.
Like reference numerals have been used to identify like elements throughout this disclosure.
An exemplary hardware diagram of business process management and data collection system according to the present invention is illustrated in
The client computer 110 may be any conventional personal computers, or can be larger capacity computers when the data processing requirements necessitate increased processing power. The computer is accessible via a network. For example, the client computer 110 may include any desktop PC capable of connecting to the Internet 135. By way of specific example, the client computer 110 may be a conventional IBM (WINDOWS) compatible or other type personal computer preferably equipped with a monitor, a base (i.e., including the processor, memory, and internal or external communication devices, ports or modems), a keyboard, and a mouse. The client computer 110 also includes the appropriate software to perform business system management as described below. The client computer 110, moreover, may utilize any of the major platforms or operating systems such as WINDOWS.
The client site 100 may communicate with the host site 120 over the Internet 135 via a communication link. Any communication link may be utilized to connect the client site to the Internet 135. By way of example, the communication link may include a DSL connection, a cable modem connection, a dial-up connection (phone lines), a wireless connection (e.g., satellite), and combinations thereof. Information can be sent using transmission methods may include HTTPS SSL connectivity (e.g., Port 443 of the internet, which encrypts transmissions). In this manner, the client site 100 (i.e., the client computer system 110) communicates with the computer system 125 of host site 120 via the Internet 135.
The host computer system 125 may include a firewall 140 and a front-end server 145. The computer system 125 of the host site 120 may further include a relational database management system 150 (e.g., a MICROSOFT SQL Server) in communication with both a storage device 155 (e.g., an ultra density storage device such as an ultra density drive) and a file/metadata replication system 175. The storage device 155 communicates with a process server 160, which, in turn, communicates with one or more data servers 165, 170. The data servers 165, 170, moreover, communicates with the file/metadata replication system 175, which stores a back-up copy of any information processed by the host computer system 125.
The host computer system 125 may further include a redundant facility 180 to prevent the loss of files/metadata should the host computer system 125 fail.
With this configuration, the host computer system 125 can process (upload, download, and store) files and metadata to/from the client computer system 110. In operation, all files and metadata pass through the firewall 140 and are received at the front-end server 145. The files and metadata may be stored using the relational database management system 150, which links filenames with a matching file id. All files are then written to the storage device 155, and are given auto-incremented numeric names, which are pushed into numeric dated sub-directories (i.e., the process and data servers 160, 165, and 170). All metadata and files are then immediately replicated via the replication system 175 and transmitted to the redundant facility.
Utilizing the present system 10, clients may define workflow parameters to manage business processes. Specifically, the parameters control the route of a workbasket, directing the workbasket to client personnel in a predetermined manner. The workflow parameters may be defined by a client administrator, providing individual users with selective access to files present on the system based on, for example, the occurrence of specified events. The workflow parameters include a default library of predetermined index values created and arranged by the host site 120.
The index values present data fields to the client personnel that are created dynamically from the setup information contained in the database into which a user is signed. There may be two distinct types of data presented to the user. The first type of data is Tier Data. This type of data is presented as a series of combination boxes with select values that are hierarchically dependent on one another. For example, when a user is uploading data, if the user selects data in the top level combination box, the second level combination box will only display data relative to the data which was selected in the top level. Alternatively, the system may be configured to display all values show (e.g., when downloading/retrieving data). This scheme follows for all levels of combination boxes, and applies to both the data collection and retrieval processes utilized by the system. Tier Data is defined and maintained by a client administrator via an administration module function of the software.
The second type of data is Common Index Data. This Common Index Data can be presented to the user in various display types including combination boxes with select criteria defined by the client administrator, text boxes, and date fields.
The workflow management/data collection system 10 also provides a facility to view all records for a particular level (e.g., at the File Upload Control, discussed in greater detail below). Thus, if the user clicks the right mouse button while over a particular level combination box, the user is presented with a list of all possible values for that level regardless of parent levels. Once the user selects a value, all the parent levels are filled in automatically with the first value that contains the correct hierarchy for the child level. This functionality exists without round trips to the server. All the data, moreover, is contained locally on the client computer system 110 at the time of selection. Thus, the software presents data with minimal delay to the end user/client, even with large amounts of selection data. The HTML for the combination boxes and select values are dynamically generated with each selection change.
The software of workflow management/data collection system 10 also provides an historical Auto Fill function. This software feature automatically populates all of the control parameters (both Tier and Common Index) based on data previously uploaded. In operation, a user may fill in any number of controls, then click a button to retrieve all the historical records (from their specific on-line database) that contain the values, which the user/client has filled in, and populate the remaining controls based on historical uploads. Using conventional navigational icons and functions, the user can cycle through all of the matching history. Each historical record will fill in all the relevant controls that were present for that historical upload. This historical cycling feature may utilize MICROSOFT .NET functions. All of the history that the user has selected is brought down to the client site 100. Thus, a user is able to cycle through the history with minimal delay.
The operation of the system is explained with reference to
The second sign-on method provides an individual user sign-on 330. Here, the user is required to enter specific information (e.g., a predetermined a six digit client code, a username, and a password with a predetermined password string). This information is maintained by the client/user utilizing a preferences setting (discussed in greater detail below). As with the above process, if password is not accepted, access is denied (Step 320). If the password is verified 315, access is permitted and file processing may begin 325.
Once the system 10 is entered, the level of file access a user is provided depends on the level of security code clearance given, as assigned by the client administrator. Thus, once a user signs on, access to specific modules (and files) will be limited to those for which approval has been granted (discussed in greater detail below).
After signing on, the user may interact with the system 10 to manually upload individual files onto the host site 120. To upload files, the user first gathers files for uploading (Step 325). The method of uploading, as well as the type of file that may be uploaded, is not particularly limited. For example, the client/user may scan a file into the local hard drive or any local network. Alternatively, the user may attach media or digital files (e.g., MICROSOFT WORD files) from the local drive/network. Once files are gathered, the files are indexed at 335 utilizing a series of predetermined index values created by the client administrator.
At Step 340, the system implements a file upload control. This control may be written using MICROSOFT .Net platform. The upload control may be a conventional interface such as a dropdown menu (e.g., an “Internet Explorer” styled control). This permits the user/client to choose as many files as desired from their local environment that needs to be uploaded to the server. In addition, a default directory may be displayed that can be quickly changed to find files on any other available drive on the user network.
The user or client accesses the file upload control 345 and chooses the files to upload 350. Then, the data from the web page (e.g., the Tier and Index data) are uploaded to the server 150 at the host site 120, along with the selected files 355. All the data and files are validated by the server at Step 360. If any problems exist, none of the data is uploaded 365 and the user is advised to re-send the data. If the files are validated, the user is notified the upload was successful 370.
The file upload control 340 further enables a user to configure various parameters for various behaviors of the file upload, as shown at Step 375. Such parameters may be established for each authorized user on the system. For example, the user can specify (1) to delete the files from their local environment upon successful upload to the server; (2) whether or not to save and use default data for the Tier and Index controls; (3) default data selection options (e.g., to use or not use default data, to use initially chosen data as a default template for all future uploads until these values are changed and saved again, to show each index value with an option to use defaults or not use defaults, and or indicate date-formatted fields should use the current date).
When manual indexing of large numbers of files (with their associated metadata) is not practical, the software of the business process management system 10 further permits a client to upload/index large batches using a single command. Large batches of files and their associated index data can be securely imported in a .Net environment directly over the Internet. The present invention contains a separate application allowing a client to upload batches of documents with their associated index data values.
The files are indexed 415 in a manner similar to that described above (i.e. the system indexes all received data into a specified TrackFile SQL database). Once indexed, each record in the batch file contains the predefined data (defined by the client administrator utilizing an administrator module, discussed below), including the filenames of the files to be associated with the data of that specific record. The files batch is validated 420 on the server against the original data map and files received. If any problems exist, none of the data is uploaded 425. If no problems exist, the user is notified the upload was successful 430. When uploaded, all the received files are written to the data server 435 using the index values applied (in Step 415). In addition, the data files are immediately replicated 440.
The configuration parameters used by the system 10 to index uploaded files include, but are not limited to:
The software of the business process management system 10 further uses the act of scanning a paper document or uploading a digital file (existing anywhere within the computing network or auxiliary storage media such as DVDs) into its archive system as the means of starting a particular process or workflow.
The user/client may then add files to the workbasket 515 by simply attaching the files from, e.g., the local drive as illustrated in
An exemplary process for creating a workbasket is illustrated in the flow chart of
In this manner, the route of a workbasket may be monitored and tracked.
A workbasket may also be modified to accommodate client needs.
FIGS. 6A-C illustrate the workbasket management functions of the system 10. Referring to
The personnel member (user) can open the workbasket to view its notes and documents 620, thereby opening an option screen, an embodiment of which is illustrated in
Then, in Step 640 (
As shown in
The system 10 also includes a document retrieval function, an embodiment of which is illustrated in
To locate files using full text searching 815, the user simply types in any combination of words, phrases, dates, or numeric values 835 into a text search field. The user then displays results 840, displaying the desired file 845 in is native format.
The system 10 enables each personnel member (user) to request that the client administrator change/redefine the Index or Tier values. The process steps for modifying Index/Tier values is shown in
As mentioned above, the system 10 further includes an administration module that enables the client administrator to manage all activities. In operation, one or more primary client administrators may be defined at the time the client database is created. For example, hard coded into the SQL database may be the name of a senior officer involved with the project (who must be in a position of higher internal company responsibility) may be appointed primary client administrator. The primary client administrator may add other, secondary client administrators, as needed. The system may be further configured to send an email to the primary client administrator whenever a secondary administrator is added to the system 10. This feature helps maintains compliance and legal audibility. The client administrator (primary and/or secondary), moreover, can define personnel groups, defining the level of access each group has to selected portions of the Tier structure.
The client administrator may then add that user to a Group, or create additional Groups at 1015. An exemplary dialog box for creating additional groups is illustrated in
In this manner, the system 10 permits a client administrator to define various hierarchies to which specified groups are given access. In this manner, the client administrator controls which personnel members see stored information. As explained above, the Tier data are hierarchically dependent on one another. Once defined by the client administrator, when a retrieval user selects data in the top level combination box, the second level combination box will only display data relative to the data selected in the top level. This scheme follows for all levels of combination boxes, and may apply to both the data collection and retrieval processes utilized by the system.
An exemplary, three-tier hierarchical structure is illustrated in
In Step 1025, the client administrator may create a First Tier structure. Referring to
In a similar manner, a client administrator may assign values to existing tiers in Step 1035 of
The system 10 further permits the client administrator to assign Group Access in Step 1045. Referring to
The client administrator may also add Common Tier Index Values in Step 1055. The system 10 may be adapted to support unlimited additional informational indexes called Common Indexes. These indexes will be shown to any personnel member who has access the Tiers that may be associated with the Common Indexes, but they can not be used for Access Control points. Referring to
Management of administrative defaults is shown in
The system is also configured to integrate payment information, tracking the information and correlating it with a workbasket. A cash tracking module may be configured to allow a check from a client to be imaged into a database (eliminating the need for depositing into a bank), so that the firm can take advantage of electronic check processing technologies. Thus, the cash tracking module allows a user to image the check, as well as allows an authorized individual to electronically process the check utilizing the system 10.
Once stored, the payment process may be approved. As shown in
The system 10 may further include a mail tracking module integrated therein. The mail tracking function, called can be fully integrated with all other functions and modules of the system (such as workflow).
The mail tracking module further enables the system to notify users of various lexicons. Referring to
With this configuration, the system 10 captures every piece of email that leaves a client's facility, including the associated attachments. The email is stored by sender and subject and then immediately analyzed for objectionable words or phrases that the client defines. Any offending email is immediately forwarded to an appropriate supervisor or compliance email address for review and all emails are searchable by authorized individuals by sender, date, and subject. Additionally, every word of the content is also searchable.
In a similar manner, the system 10 may perform a lexicon search on advertisements received by the client. An add tacking module may be integrated with the flow tracking module to provide automatic analysis of advertising copy to highlight unacceptable words or phrases. The add tacking module allows a workbasket to be established that contains new advertising copy. The workbasket can be initiated by an outside ad agency that is producing the initial copy and routed to ad managers and registered principals for review and approval. All copy changes are captured as ads are approved or sent back for additional work. The ad tacking module also feeds ad copy into the NASD Advertising review system (AREF).
The system may further track a client's activity on such that it is integrated with the workflow process.
Referring back to
While the present invention has been described in detail and with reference to specific embodiments thereof, it will be apparent to one skilled in the art that various changes and modifications can be made therein without departing from the spirit and scope thereof. For example, the end user and server computer systems may be implemented by any personal or other type of computer system (e.g., native WINDOWS, etc.). The computer systems may include any commercially available operating system (e.g., native WINDOWS, etc.). The computer systems may further include any commercially available or custom software (e.g., server software, browser software, etc.), and any types of input devices (e.g., keyboard, mouse, voice recognition, etc.). It is to be understood that the software for business process management of the present invention may be implemented in any desired computer language and could be developed by one of ordinary skill in the computer arts based on the functional descriptions contained in the specification and flow charts illustrated in the drawings. Further, any references herein of software performing various functions generally refer to computer systems or processors performing those functions under software control.
The computer systems may alternatively be implemented by hardware or other processing circuitry. The various functions of the business process management system may each be distributed in any manner among any quantity (e.g., one or more) of hardware and/or software modules or units, computer or processing systems or circuitry, where the computer or processing systems may be disposed locally or remotely of each other and communicate via any suitable communications medium (e.g., LAN, WAN, Intranet, Internet, hardwire, modem connection, wireless, etc.). The software, algorithms, tests and/or activities described above and/or illustrated in the flow charts may be modified in any manner that accomplishes the functions described herein.
The network may be implemented by any communications network (e.g., LAN, WAN, Internet, Intranet, etc.), while the server and end user computer systems may include any conventional or other communications devices to communicate over the network. The screening and therapy tools of the present invention may each be implemented by any quantity of computer systems, and may each reside and/or be executed on the server, end-user or other third-party computer system or any combination of these computer systems. The various modules may each be available on recorded medium (e.g., floppy diskettes, CD-ROM, memory devices, etc.) for use on systems connected by a network, or may each be downloaded (e.g., in the form of carrier waves, packets, etc.) to systems from a network.
The screens for the software (e.g., the modules) may be displayed and arranged in any fashion and include any desired information. The screens may request and/or receive any desired information from a user (e.g., bibliographic information, physical information, personal information, etc.). Each screen may include any quantity of links, buttons, or other input symbols including any desired labels (e.g., help, close, ready, check it, etc.). The modules may employ any quantity of screens or other input mechanisms (e.g., prompts, menus, windows, etc.), where these input devices may interact with users via any input devices (e.g., mouse, keyboard, voice recognition, touch screen, etc.). The screens may be presented or navigated in any order or fashion.
Thus, it is intended that the present invention covers the modifications and variations of this invention provided they come within the scope of the appended claims and their equivalents. It is to be understood that terms such as “top”, “bottom”, “front”, “rear”, “side”, “height”, “length”, “width”, “upper”, “lower”, “interior”, “exterior”, and the like as may be used herein, merely describe points of reference and do not limit the present invention to any particular orientation or configuration.
This application claims the benefit of a Provisional Patent Application No. 60/734,298, filed on 8 Nov. 2005, entitled “Data Storage and Retrieval System”. The disclosure of the aforementioned application is incorporated herein by reference in its entirety.
| Number | Date | Country | |
|---|---|---|---|
| 60734298 | Nov 2005 | US |
