Project and Document Tracking Tool
Original Publication Date: 2005-Aug-23
Included in the Prior Art Database: 2005-Aug-23
Any team working on a project need to keep track of the following items: (1) Project Details and Tasks (2) Allocation of team members to a project. (3) Time to be billed to the project (4) Documents associated with the project - including email. (5) Material and incidental costs related to the projects. The time information associated with the project is also used in payroll systems and normally these 2 are not linked. This solution attempts to provide a link between the two as documented below. The customer for the project also need to keep track of the above items. Whilst there are currently many tools around which adequately record the above information, none of them are as integrated as the solution that I am proposing. The table below lists a number of tools used by project teams and their capabilities and compares them to this proposal. Some of these tools do have other functionality but for simplicity I've only listed those relevant to this invention. More detail on the information recorded by this invention is documented in the main body of the invention submission.
THIS COPY WAS MADE FROM AN INTERNAL IBM DOCUMENT AND NOT FROM THE PUBLISHED BOOK
JP820040126 Tanekazu Taisa/Japan/IBM Leo Daly
Project and Document Tracking Tool
Project Details & Tasks
Flex Time Calculation
Document Storage and Versioning
File Copying/ Renaming
Email Handling (Non MAPI Compliant)
Email Handling (MAPI Compliant
Pers Det (Ad Lea
PDTT Y Y Y Y Y Y Y Y Y CCMS (IBM) Y Y N Y (limited) N N N N Y ( limi Blue Magic (IBM) N N N Y Y (Limited) N N N N Windows Explorer (Microsoft)
N N N N N Y N N N
Lotus Notes Email (Lotus)
N N N N N N Y N N
N N N N N N N Y N
PVCS (Merant) N N N Y Y N N N Microsoft Project (Microsoft)
Y Y N N N N N N
By recording the items listed above, this application can provide the following further functionality in a "One Stop Shop". Access to this information can be limited to specific users for security purposes.
Note: Some terms used below need some clarification:
Ε Company refers to the organisation executing the projects. IE Peter's Programming Pty Ltd.
Ε Employee - Member of the Company Ε Project team - groups of employees in the company executing the projects. Note one employee can belong to several project teams.
Ε Client - The organisation that the company is doing the projects for. IE Ostrich Insurance. Note a company may have many clients.
Ε Client Staff - The members of the client's company. The initial submission of this invention has not grouped the client's staff into teams within the client's company for the sake of simplicity.
More detail about each aspect of the solution are documented in the main body of the user guide
Ε Provide details of staff belonging to the company and their clients Ε List of Outstanding/Completed activities for either:
Ε The company Ε A project team Ε An employee Ε A client Ε A client staff member Ε Documents (email or normal files) pertaining to:
Ε The company - These can relate to any project being handled by the company or they can be non project specific IE office procedures.
Ε A project
Ε An employee - These can either be project specific or non project specific IE Annual Performance Review
Ε A client Ε A client staff member.
Note: These documents can be versioned with appropriate approvals to ensure proper change control. Ε Contact details for Employees and Clients. Ε Personnel (Leave, Home Address, Basic Employee History) details for Employees Ε Time recording details for:
Ε A project Ε An activity within a project Ε A project team Ε The entire company Ε A client Ε All clients belonging to the company Ε These can be grouped by periods (Day,Week, Fortnight,Month,Year) onto a timesheet using the details entered from the project tasks/subtasks as well as leave applications. As employees sometimes do non project related tasks (IE documentation of standard procedures), these would be entered via a dummy project. Ε Material and Incidental Costs f...