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SYSTEM AND METHOD TO CREATE AND MANAGE TO DO OR REMINDER IN CALENDAR BASED ON MINUTES OF MEETING FOR A PROJECT BASED ON TEAM MEMBER PROFILING

IP.com Disclosure Number: IPCOM000187651D
Original Publication Date: 2009-Sep-14
Included in the Prior Art Database: 2009-Sep-14
Document File: 5 page(s) / 97K

Publishing Venue

IBM

Abstract

Disclosed is a method and system to create and manage To Do or Reminder entries in calendars.

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SYSTEM AND METHOD TO CREATE AND MANAGE TO DO OR REMINDER IN CALENDAR BASED ON MINUTES OF MEETING FOR A PROJECT BASED ON TEAM MEMBER PROFILING

Disclosed is a method and system to create and manage To Do or Reminder entries in calendars based on minutes of meetings for a project based on team members profiling.

PROBLEM STATEMENT

Most of the time, during project, for each team meeting, the project manager or another team member is sending to all stakeholders the minutes of the meeting. This action is performed for each periodic status meeting, and also for any other meeting during the project life cycle, from initiation to closing.

These minutes contain a list of actions, each qualified with owner, impacted sub-project, target date, etc...

In theory, each stakeholder of the project is managing his/her own calendar manually - an error prone process - and creates TO DO or REMINDER entries accordingly. Even if this action is sometimes performed by the project manager in order to help team members, the reality is that project members may miss some important assigned activities.

We are lacking a general and generic solution, to automate this process and get rid of the unavoidable human errors.

System and method description:

The system offers a general and generic solution to create and manage To Do or Reminder entries in calendar based on minutes of meeting for a project based on team member profiling. This solution relies on a system known as the "Automated Actions Manager".

Figure 1:

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At the project initiation, team members or stakeholders are requested to create their profile into the Automated Actions Manager repository.

This repository is linked to the existing Project Management System providing several organizational structures such as Work Breakdown Structure (WBS describing project activities), Organizational Breakdown Structure (OBS describing project organization, members and hierarchy) and Resource Breakdown Structure (RBS describing who is doing the work in conjunction with OBS and WBS). This RBS further provides for each member an availability plan.

Regarding OBS, the resource profile needs to indicate the administrative and project hierarchy with level n-1 and level n+1.

So each sub-project entry of the WBS is associated with a list of members, each member being positioned along a sub-project hierarchy. Each member is also position along an administrative hierarchy.

Figure 2

Example of WBS

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Example of OBS

During the project life cycle, the Owner of the minutes of a meeting (Project Manager or other stakeholder) send...