JP2002259898A - Document form management system, server, and method, program code, and storage medium - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a document management system for selecting and creating all the latest documents of the kinds suited for the nature of a project, while automatically entering the name of the project and the names of persons in charge to eliminate the need to enter the names one by one. SOLUTION: A document management server includes a form storage part 350 for storing document forms; a template storage part 360 for storing which ones of the document forms should be selected; a management information storage part 370 for registering basic information about the project of a specific item entered from an external terminal; an extracting part 340 for determining, based on the basic information, the template to be used from among a plurality of templates, and for extracting the documents forms for use with the project of the specific item; and a document storage part 380 for renewing the extracted document forms according to the basic information about the project of the item and for storing the forms for each project.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document management apparatus, and more particularly, to a document form management system, a document form management server and a method thereof, and a program code, which can manage documents in project units.
It relates to a storage medium.

[0002]

2. Description of the Related Art Conventionally, various standard document forms have been prepared in a system development project and the like, and a developer creates a document by appropriately selecting a document form required in his / her own project from these various types of standard document forms. I have.

[0003]

However, according to the prior art, it is difficult to select a document form to be created in the project from many forms. In many cases, the form itself is revised as appropriate, and the rule is to use the latest format at the start of the project. Therefore, the conventional form cannot be used, and it is necessary to input the creator, the creation date, the revision date, the submission date to the supervisor, etc., one by one into the form, which is troublesome.

[0004] Further, since a large number of documents are created, their organization becomes complicated. It is necessary to enter a weekly report (work report) for project management. For example, in a week, write in your notebook how long it took for which process of which project and how many hours it took. Entering and then entering a weekly report (business report) requires transcription (double entry), which is wasteful.

[0005] The present invention has been made in view of the above problems, and the latest version of a document of an appropriate type suitable for the nature of a project is selected and created at a time. It will be filled out automatically
The primary purpose is to provide a document management system that does not require inputting one by one.

[0006] Second, a document management system which automatically counts document creation time and is automatically reflected in a project management system or a cost management system, and does not need to be re-input (posted) to these mechanisms is provided. A third object of the present invention is to provide a document management system in which accurate time of each process of a project is automatically accumulated, which process can be analyzed in which process is wasted, and cost operation cannot be performed.

[0007]

To achieve the above object, a document management server according to the present invention has the following arrangement. That is, a document management server of a document management system that manages documents, a form storage unit that stores a document form, and a template storage unit that stores at least which document form is to be selected from the stored document forms. A management information storage unit for registering basic information of a project of a specific matter input from an external terminal; and a template to be used from a plurality of templates stored in the template storage unit based on the basic information. The extracting means for determining the document form to be used for the project of the specific matter from the form storage means based on the template to be used, and the document form extracted by the extracting means is stored in the form of the specific matter. It was updated based on the object of basic information, and a document storage means for storing for each project.

[0008] Preferably, the basic information of the project includes at least a project name, a work period, a work process, a work item, a total estimated man-hour, and a number of input persons.

Preferably, the template includes a directory structure for storing each document.

Preferably, the form storage means stores new and old versions of the document for each document, and the document storage means stores a version of the document to be used among the new and old versions based on the basic information. It is characterized by extracting.

Preferably, the document management server further comprises a document updating means for updating a document stored in the document storage means, wherein the template includes information relating the document form and the work process, The update time of the document updated by the document update means,
Assuming that the work is associated with the document form corresponding to the document and has been consumed in the incomplete work process, the consumption time and the total of the consumption time are calculated based on the update work time, and And a process management means for calculating the remaining available time from the estimated time and the total expenditure time.

To achieve the above object, a document management server according to the present invention has the following arrangement. That is, a document form management server for managing a document form, a storage unit for storing the document form, a purpose of use of the document form,
A condition including a use environment is received from an external terminal, information on a form of downloading a document form according to the condition is transmitted to the external terminal, and information on the form is specified by the external terminal. A document form management server, comprising: a transmission / reception unit that downloads a document form according to a form.

[0013]

Embodiments of the present invention will be described below in detail with reference to the drawings.

[First Embodiment] FIG. 1 is a diagram showing a system configuration according to this embodiment. FIG. 2 is a diagram illustrating a hardware configuration of the document management server according to the present embodiment.

In FIG. 2, CPU 21, RAM 22, R
OM23, LAN adapter 24, video adapter 25,
Keyboard 26, mouse 27, hard disk 28, C
The D-ROM drives 29 are connected to each other via the system bus 20. The system bus 20 means, for example, a PCI bus, an AGP bus, a memory bus, or the like.
In FIG. 2, a chip for connection between buses, a keyboard interface, and an input / output interface such as so-called SCSI and ATAPI are omitted.

The CPU 21 performs various operations such as four arithmetic operations and comparison operations, and controls hardware and software.
The RAM 22 executes, for example, the management server-side processing procedure shown in FIGS. 3, 4, and 5 read from a storage medium such as a CD-ROM or a CD-R mounted on the hard disk 28 or the CD-ROM drive 29. An operation system program and application programs to be executed are stored, and these are executed under the control of the CPU 21. R
The contents of the AM 22 will be described later in detail as the contents of the memory map.

The ROM 23 has a so-called B which controls input / output to a hard disk or the like in cooperation with the operation system.
IOS and the like are stored. LAN adapter 24 is a CPU
Communication with the outside via a network is performed in cooperation with a communication program of an operation system controlled by the operation system. The video adapter 25 generates an image signal to be output to the display device, and the keyboard 26 and the mouse 27 are used for inputting an instruction to the information processing device.

The hard disk 28 includes an operation system, an application program for executing the processing procedure on the management server side shown in FIGS. 3, 4 and 5, the form information 351 of FIG. 1, template information 361, project management information 371, project basic information 372, A development project document 381 and various master files (not shown) are stored. The contents of the form information 351 and the template information 361 will be described later in detail.

The CD-ROM drive 29 is a CD-ROM
And a storage medium such as a CD-R or CD-R / W, and is used to install an application program on the hard disk 28. Instead of a CD-ROM drive, a CD-R drive, CD-R / W drive, MO
Needless to say, a drive or the like may be used.

The worker terminal 100 in FIG. 1 is, for example, a personal computer, a so-called PDA, or a mobile phone compatible with the Internet, and stores at least a program for the worker terminal in the processing procedure shown in FIGS. Processing / transmission / reception unit 130 including a transmission / reception unit for transmitting / receiving data via a communication line such as a network or a telephone line, a project basic information 372, a development project-specific document 381, and the like. An input unit 110 including hardware for inputting using an input device such as a button or a touch panel and an input program
And a display unit 120 composed of a display and a liquid crystal panel for displaying various information.

The communication line 200 is typically the Internet, LAN, WAN, telephone line, dedicated digital line,
It is a so-called communication network realized by any one of a TM, a frame relay line, a communication satellite line, a cable television line, a wireless line for data broadcasting, or a combination thereof. A communication unit from the device 100 to the document management server (hereinafter, sometimes referred to as an information processing device) 300 and a communication unit from the information processing device 300 to the terminal device 100 may be different.

For example, data transmission from the document management server 300 to the terminal device 100 may use a data broadcasting wireless line, and data transmission from the terminal device 100 to the document management server 300 may use a telephone line.

The document management server 300 is typically a computer, and at least a processing unit for executing the processing procedure of the management server shown in FIGS. 3, 4 and 5 and a communication line such as a network or a telephone line. A processing / transmission / reception unit 310 for transmitting / receiving data, a form storage unit 350 for storing document form information, and a template storage unit 360 for storing template information
A management information storage unit 370 storing project basic information, a document storage unit 380 storing documents for each development document, and a plurality of templates stored in the template storage unit 360 based on the project basic information. , A template to be used in the project is selected, and a form to be used is extracted from the form information 351 using the selected template.

The document management server 300 may further include a document update unit 320 for updating the development project-specific document 381 and a process management unit 330 for managing the progress of each project. The process management unit 330 cooperates with the document update unit 320, and the process management unit 330 controls the management information storage unit 370.
Of the project management information 371 is appropriately updated.

FIG. 3 is a diagram showing a processing flow from the input of project basic information to the addition of a document for each project according to the present embodiment. In step S301, after connection and authentication between the worker terminal and the document management server are completed, the project basic information registration screen shown in FIG. 7 is displayed on the display unit 120 of the worker terminal 100.

In FIG. 7, the project name "A Industrial Purchasing System", the project period is from February to the end of April, and the work process range of this project is from basic design to system test. The development tools are Tool1, Tool2, Tool3, and the available document management software is Soft1,
Soft2 and Soft3 and the estimated man-hour of 15 persons / month are transmitted to the document management server 300 as basic information.

In step S302, the transmitted basic information is registered in the project basic information 372 of the management information storage unit 370 via the extraction unit 340 of the document management server 300.

Next, in step S303, the extraction unit 340
Then, based on the transmitted basic information, the template information 3
An optimum template is selected from 61. The selection of the template is determined mainly from the work process, the tool to be used, and the estimated man-hour.

This is because the basic types of documents to be created are determined according to the scope of the work process of the project, and there are some documents that cannot be created because the management level differs depending on the size of the estimated man-hours (development scale). This is because it is necessary to add a document specific to the development tool to be used.

Further, in step S304, a document form is extracted from the form storage unit 350 based on the selected template, and stored as a work file (not shown) on the hard disk 28. If a document form has a plurality of versions at the time of extracting the document form, a specific version is selected based on the beginning of the project period.

Further, in step S305, the name of each document in the work file is transmitted to the worker terminal 100, and is displayed on the display unit 120 of the worker terminal 100 as shown in FIG.
The list of the extracted documents shown in (1) is displayed. If there is no excess or deficiency in the displayed documents ("No" in step S306), the process proceeds to step S309, and the extracted work files are updated collectively based on the project basic information. The contents to be updated collectively include, for example, the date of the beginning of the project period (the “self” column in FIG. 7) as a default value in the project name column of each document or the creation date column of the document to be created in the basic design configuration. Is entered.

For example, when the "member registration" button is pressed on the screen shown in FIG. 7 and only "Ototaro Kono" is designated as the person in charge of the basic design process on the member registration screen (not shown), "Ototaro Kono" is input as the default value as the document creator of the process.

On the other hand, if there is an excess or deficiency in the document displayed in the list ("Yes" in step S306), the process proceeds to step S307, where the excess or deficiency information of the document (a specific document is unnecessary and another specific document is required). Information) is specified and transmitted to the document management server. Next, in step S308, unnecessary portions are deleted from the work file stored in the hard disk 28 based on the transmitted excess / deficiency information, and the extraction unit 340 is also deleted.
As a result, an additional portion is newly extracted from the form information 351 and added to the work file.

Next, in step S309, the work file is updated based on the project basic information as described above, and in step S310, the updated work file is added to the development project document 381. FIG. 9 shows an example of a document added to the development project-specific document 381 in the document storage unit 380 and its directory structure.

As described above, in this embodiment, a document that matches the characteristics of a project can be selected with a minimum number of man-hours, and a document reflecting the common information of the project is stored on the document management server. It becomes possible to reduce. It is also suitable when a plurality of developers work together. The update of the document for each project will be described later.

FIG. 5 is a follow chart showing the details of the process management processing involved in creating a development project document in this embodiment.

In step S501, the worker terminal 10
When a document input or editing operation is performed from the input unit 110 of 0, the input information is transmitted from the processing unit / transmission / reception unit 130 to the document management server 300. Step S
At 502, the input information is stored in the work area of the document update unit in the RAM 22, and based on this input information, the document update unit 320 causes the document storage unit 3 to store the input information.
The document to be edited of the 80 development project documents 381 is updated.

In step S503, the operation of the document updating unit 320 is determined based on the input information stored in the work area of the document updating unit. For example, it is determined whether the input is a mere character input, an overwrite save, or an end.

If the operation is a break operation such as overwriting or ending (Yes in step S504), the process proceeds to step S504.
Proceeding to 505, it is determined whether the document being edited by the process management unit 330 is a document to be created or edited in which process of which project. Then step S
In 506, the project management information 371 is determined based on the determination.
The man-hour table inside is updated. If the operation is not a break operation such as overwriting or ending (No in step S504), the document management server immediately waits for the next input information.

Next, in step S507, the process management section 330 determines whether or not the process is a break (for example, a break from a basic design process to a detailed design process). When approval of a superior is required at the break of the process (Y in step S507)
In the case of es), the process proceeds to step S508, where the approval or disapproval information is input from the administrator terminal 160, and the approval or disapproval information is transmitted to the document management server 300 in step S509, and the information is stored in the work area of the process management unit 330. Will be saved.

In step S510, if the document management server 300 receives the information indicating approval (Yes in step S510), the process advances to step S512, where approval is performed in the process management unit 330, and the project management information 371 is updated, and it becomes possible to create and edit another document that is dependent on the document (a relationship that allows another document to be created on condition that the document is approved). Next, the process proceeds to step S513.

In step S510, if the document management server 300 receives the information indicating rejection (No in step S510), the process advances to step S511 to indicate that the rejection has been stored in the process management unit 330. Notification and a comment on the reason for disapproval are sent to the worker terminal 100.
Sent to. The operator performs the editing operation again based on the comment of the reason for disapproval.

If it is determined in step S507 that approval is not required (No), the process immediately proceeds to step S513, and the document update unit 320 determines whether the work is completed. If the work has been completed (Yes in step S513), the process proceeds to step S514, in which the document update unit 320 updates the document revision date and the document revisioner of the editing document of the development project-specific document 381, and updates the process management unit. At 330, the man-hour table of the project management information 371 is updated, and the process ends.

This man-hour table can also be linked to the cost management system, and this cooperation eliminates the need to double-input the input man-hours in the project management system and the cost management system. When the document is edited for the first time (when the document creation date and the document creator are blank), the document creation date and the document creator are updated in step S514 described above. When the work is not completed (No in step S513)
Returns to step S501, and the document management server 300 returns to a state of waiting for input information from the worker terminal 100.

[Second Embodiment] FIG. 4 is a diagram showing a processing flow from input of project basic information to saving of a document for each project in this embodiment. Step S4
Steps up to 08 are the same as the steps up to step S308, and a description thereof will be omitted. In step S409, the updated document form in the work file is compressed by the extraction unit 340.

Next, at step S410, the extraction unit 34
From 0, the compressed file is transmitted to the worker terminal 100 via the transmission / reception unit 310. In step S411, the processing unit / transmission / reception unit 130 of the worker terminal 100 receives the compressed file. In step S412, the compressed file is expanded (decompressed) in the document storage unit 150. In step S413, the directory is stored in the document storage unit 150. It is saved including the structure.

As described above, in the present embodiment, since the document for each project is stored in each worker terminal, it is suitable for a case where the person in charge differs for each process. Of course, the document storage unit 150 may be configured so that another worker can refer to or update it as a so-called shared file after designating a password.

An object of the present invention is to supply a storage medium (or a recording medium) in which program codes of software for realizing the functions of the above-described embodiments are recorded to a system or an apparatus, and to provide a computer (a computer) of the system or the apparatus. Or a CPU or MPU) reads out and executes the program code stored in the storage medium,
It goes without saying that this is achieved. In this case, the program code itself read from the storage medium implements the functions of the above-described embodiment, and the storage medium storing the program code constitutes the present invention.
In addition, by executing the program code read by the computer, not only the functions of the above-described embodiments are realized, but also based on the instructions of the program code,
The operating system (OS) running on the computer performs part or all of the actual processing,
It goes without saying that a case where the function of the above-described embodiment is realized by the processing is also included.

Further, after the program code read from the storage medium is written in the storage medium provided in the function expansion card inserted in the computer or the function expansion unit connected to the computer, the program code is transmitted to the instruction of the program code. On the basis of this, it goes without saying that the CPU provided in the function expansion card or the function expansion unit performs part or all of the actual processing, and the processing realizes the functions of the above-described embodiments.

Another object of the present invention is to provide a storage medium such as a hard disk or a memory of a system or a device or a C program by distributing a program code of software for realizing the functions of the above-described embodiments via a network.
It is stored in a storage medium such as D-RW or CD-R, and the computer (or CPU or MP) of the system or device is stored.
It goes without saying that this is also achieved by U) reading and executing the program code stored in the storage means or the storage medium.

Another object of the present invention is to provide a storage medium such as a hard disk or a memory of a system or a device or a storage device such as a computer or the like by distributing a program code of software for realizing the functions of the above-described embodiments via a network.
It is stored in a storage medium such as D-RW or CD-R, and the computer (or CPU or MP) of the system or device is stored.
It goes without saying that this is also achieved by U) reading and executing the program code stored in the storage means or the storage medium.

[0052]

As described above, according to the present invention, the latest version of the appropriate type of document suitable for the nature of the project is downloaded at a time, and the project name and the name of the person in charge are automatically entered. Therefore, there is no need to input each time, and the document creation efficiency can be improved.

The document creation time is automatically counted and automatically reflected in the project management system.
Since it is possible to cooperate with the cost management system, there is no need to double-input to these two mechanisms, and the number of input steps is reduced.

Also, the exact time of each step of the project is automatically accumulated, and it becomes possible to analyze which step is wasted. In addition, cost operations cannot be performed, and accounting problems can be prevented.

[Brief description of the drawings]

FIG. 1 is a diagram showing a system configuration according to a first embodiment of the present invention.

FIG. 2 is a hardware configuration diagram of a document management server.

FIG. 3 is a diagram showing a processing flow from input of project basic information to addition of a document for each project according to the first embodiment of this invention.

FIG. 4 is a diagram illustrating document selection according to a second embodiment of the present invention;
It is a figure which shows the processing flow until a download.

FIG. 5 is a flowchart illustrating details of a process management process involved in creating a project document according to the first embodiment of the present invention.

FIG. 6 is a diagram illustrating a system configuration according to a second embodiment of the present invention.

FIG. 7 is a diagram showing a screen when project basic information is input.

FIG. 8 is a diagram showing a document list display screen.

FIG. 9 is a diagram illustrating an example of a generated directory and a document.

[Explanation of symbols]

 Reference Signs List 20 system bus 21 CPU 22 RAM 23 ROM 24 LAN adapter 25 video adapter 26 input unit (keyboard) 27 input unit (mouse) 28 hard disk 29 CD-ROM drive 100 worker terminal 110 input unit 120 display unit 130 processing unit / transmission / reception Unit 140 document update unit 150 document storage unit 200 communication line 300 document management server 310 processing unit / transmission / reception unit 320 document update unit 330 process management unit 340 extraction unit 350 form storage unit 351 form information 360 template storage unit 361 template information 370 management information Storage unit 371 Project management information 372 Project basic information 380 Document storage unit 381 Document for each development project

Claims (15)

[Claims] 1. A document management server for a document management system that manages documents, comprising: a form storage unit that stores a document form; and at least a document form to be selected from the stored document forms. A template storage unit, a management information storage unit for registering basic information of a project of a specific matter input from an external terminal, and a management information storage unit that is used from a plurality of templates stored in the template storage unit based on the basic information. Extracting means for extracting a document form to be used for the project of the specific matter from the form storage means based on the template to be used, and extracting the document form extracted by the extracting means. Document management server; and a document storage means for updating on the basis of the basic information of the constant projects project stored for each project. 2. The document management server according to claim 1, wherein the basic information of the project includes at least a project name, a work period, a work process, a work item, a total estimated man-hour, and a number of input persons. 3. The document management server according to claim 1, wherein the template includes a directory structure for storing each document. 4. The form storage means stores new and old versions of documents for each document, and the document storage means extracts a document of a version to be used from the new and old versions based on the basic information. The document management server according to claim 1, wherein: 5. A document updating means for updating a document stored in the document storage means, wherein the template includes information relating the document form and the work process, and the document updated by the document updating means. The update work time is associated with the document form corresponding to the document and is considered to have been consumed in the incomplete work process, and the consumption time and the total of the consumption time are calculated based on the update work time. 5. The document management server according to claim 1, further comprising a process management unit configured to calculate a remaining inputtable time from the estimated time for each of the work processes and the accumulated expenditure time. 6. . 6. A document management system for managing a document in which a document management server and a terminal device are connected via a communication line, wherein the document management server includes: a form storage unit configured to store a document form; A template storage unit for storing which document form is to be selected from the stored document forms; a management information storage unit for registering basic information of a project of a specific matter inputted from an external terminal; and A template to be used is determined from a plurality of templates stored in the template storage means, and a document form to be used for the project of the specific matter is extracted from the form storage means based on the template to be used. Means, and a document storage means for updating the document form extracted by the extraction means based on the basic information of the project of the specific case, and storing the updated document form for each project. Receiving means for receiving the received screen information; display means for displaying the received screen information; input means for inputting basic information of the project and update information of the document based on the displayed screen; and information input by the input means. Transmitting means for transmitting the document to the document management server. 7. A document form management server for managing a document form, comprising: a storage unit for storing the document form; and a condition including a use purpose and a use environment of the document form are received from an external terminal. And transmitting / receiving means for transmitting information on the form of downloading the corresponding document form to the external terminal, and downloading the document form corresponding to the form specified by the external terminal among the information on the form. Document form management server as a feature. 8. The document form management according to claim 7, further comprising monitoring means for monitoring a time when a change is made to the document form downloaded to said external terminal by said transmission / reception means. server. 9. The document form according to claim 7, wherein the information on the download form indicates whether to download the document form entirely or to download the designated document form. Management server. 10. The document form management server according to claim 7, wherein the document form is a form of a document used in a project. 11. A document form management system comprising: a document form management server for managing a document form; and a terminal from which the document form can be downloaded from the document form management server. Receiving from the terminal a condition including a use purpose and a use environment of the document form, and transmitting information on a form of downloading the document form according to the condition to the terminal; And a first transmitting / receiving means for downloading a document form corresponding to a form specified by the terminal, among the information on the terminal, the terminal comprising: a condition including a use purpose and a use environment of the document form; and Specifying means for specifying information on the form of downloading the document form according to the request, transmitting the condition specified by the specifying means to the document form management server, and transmitting the information on the form of downloading the document form according to the condition. A document form management system, comprising: a second transmission / reception unit that receives a form specified by the specification unit from the information related to the form, and receives the form from the document form management server. 12. A document management method for a document management system for managing documents, wherein a document form is stored in form storage means, and at least which of the stored document forms is to be selected is selected. A plurality of templates stored in the template storage unit are stored in the template storage unit, and basic information of the project of the specific matter input from the external terminal is registered in the management information storage unit. The template to be used is determined from among the templates, and a document form to be used for the project of the specific matter stored in the form storage unit is extracted based on the template to be used, and the extracted document form is identified by the identification. Proposal of matter Document management method characterized by comprising the updated based on the basic information-objects, and to store in the document storage means for each project. 13. A document form management method for managing a document form, wherein the document form is stored in a storage means, and conditions including a use purpose and a use environment of the document form are received from an external terminal. A transmitting / receiving step of transmitting information relating to a form of downloading a document form according to a condition to the external terminal, and downloading a document form corresponding to a form designated by the external terminal among the information relating to the form; A document form management method characterized by the following. 14. A program code for executing the document form management method according to claim 12. 15. A computer-readable storage medium storing the program code according to claim 14.