AU2012203380A1 - Project Management System - Google Patents

Abstract

A multiple device implemented project management system which includes a management core implemented on a central computer system. Data on a database of the central computer system is accessible to peripheral multiple devices in communication with the central computer system. Data entered from the peripheral devices is processed for assessing completion of skill acquisition modules. The management system issues employee competency certificates based on completion of the skill acquisition modules retained on said database. The training modules include modules specific to acquisition of skills associated with related technical areas of a project.

Description

P/00/009 Regulation 3.10 AUSTRALIA PatGnts Act 1990 COMPLETE SPECIFICATION Invention Title: PROJECT MANAGEMENT SYSTEM The invention is described in the following statement, including the best method of performing it known to us: Our Reference: 112028 PROJECT MANAGEMNT SYSTEM TECHNICAL FIELD [0001] The present invention relates to management of complex projects and employees and, more particularly, to a multiple device implemented system providing management for compliance with health and safety regulations, as well as quality control relating to tasks and skills. BACKGROUND [0002] Service industries often face major organizational and operational complexities. This is particularly true in areas of the building industry for example in which management is required of different levels and skills of personnel, deployment of equipment, purchase and use of consumables to list but a few examples. [0003] Employers often find it difficult to fill vacancies for an occupation, or to retain workers for a sufficient time to develop competencies with specific skills. Ensuring quality control requires the development of specific skills unique to a particular individual and auditing of these skills to ensure integrity is maintained in the skills being developed. Typically, training may take place on an ad hoc basis with little facility for structured record keeping of progress or possibility of reward based on standardised criteria. [0004] It is typical also in these and related industries, that work is conducted at dispersed work sites, often by different groups of specifically skilled workers, using a variety of equipment and materials. [0005] In some jurisdictions at least, it is mandatory that employers provide records of, and monitor all activities in the work place. These activities generally fall into various categories, and may include, use of chemicals, materials, tools and equipment. [00061 As well, attitudes and behaviour are important to effective operation and in addition to any mandatory requirements above, and represent some of the aspects that must be monitored and developed by employees. [0007] Another problem in many organizations is that many of the skills required are not available through existing educational facilities. Rather the development of many of the skills can only be acquired through long term repetitive practical exposure and of tasks, and by means of tailored training modules. [0008) To continue with the example of the building industry, a multitude of very varied tasks are called upon in modern building and civil engineering projects. Many tasks require personnel with very particular skills, expertise and specialised training in the use of equipment and materials and related safety aspects. Keeping track of which employees have a particular skill, training or are certified in a particular discipline can become a major organizational problem, even for companies with a relatively small number of employees. [0009] The task of efficiently organizing, supplying and monitoring the operations in these environments becomes extremely complex and can easily lead to waste of both labour, resources and materials. It is essential for efficient operation that all stages of projects be closely monitored with reports flowing back to a central management hub as frequently and as early as possible. Paper-based time sheets, diaries, written reports, working drawings, specifications etc. are cumbersome and difficult to manage. Reports and other documents associated with a project may be lost or take time to reach the hub from remote locations, and when received need to be entered laboriously into some form of centralized record system. [0010] It is an object of the present invention to address or at least ameliorate some of the above disadvantages. Notes [0011] The term "comprising" (and grammatical variations thereof) is used in this specification in the inclusive sense of "having" or "including", and not in the exclusive sense of "consisting only of". [0012] The above discussion of the prior art in the Background of the invention, is not an admission that any information discussed therein is citable prior art or part of the common general knowledge of persons skilled in the art in any country. SUMMARY OF INVENTION [0013) Accordingly, in a first broad form of the invention, there is provided a multiple device implemented project management system; said system including a management core implemented on a central computer system; data on a database of said central computer system accessible to peripheral said multiple devices in communication with said central computer system; wherein data entered from said peripheral devices is processed for assessing completion of skill acquisition modules; said management system issuing employee competency certificates based on completion of said skill acquisition modules retained on said database; said training modules including modules specific to acquisition of skills associated with related technical areas of a said project. [0014] Preferably, said system is an html implemented interactive system accessible over the Internet to authorized personnel through username and password log-on.

[0015] Preferably, said central computer system is maintained by a project management organization. [0016] Preferably, said multiple devices included remote communication devices; said remote communication devices enabled to log into said central computer facility. [0017] Preferably, said skill training modules are provided as on-line training manuals for accessing by employees on said remote communication devices; said training modules including personal development, company policy, safety, equipment, tools and technique modules. [0018] Preferably, said training modules further include data sheets on equipment and materials. [0019] Preferably, said training modules include links to Internet hosted technical skill development demonstration videos. [0020] Preferably, said management core includes lists of current and pending projects; each listed said current or pending project including data modules associated with management of a said project; said data modules including: * Project check sheets, * Files associated with said project, * Record of emails sent and received related to said project, * A diary of activities associated with a said project, * A file of any photographs of aspects of a said project, * Job sheet summaries of weekly activities on any said project, Daily work dockets of employees engaged on said project.

[0021] Preferably, said lists of current projects further provides a progress bar display of completion of documentation and parameters associated with each said project. [0022] Preferably, said parameters may include: * Timely purchase of materials, * Allocation of competency certified staff, * Completion of said project, * Submission of invoice, and * Receipt of payment. [0023] Preferably, said parameters may further include: * Collected project details, * Scope of project, * Budget, * Quotation completion and submission, * Follow up activity. [0024] Preferably, said database generates individual employee time sheets and supervisor time sheets for staff associated with a said project; said time sheets made available for display and data entry on said remote devices. [0025] Preferably, said time sheets provide entry of data related to: * Project identification, * Time spent per day on project, * Activity for time spent, * Supervisor endorsement, 0 Explanatory notes. [0026] Preferably, said database generates supervisor approval data sheets; said approval data sheets including listings of employee time sheet entries for approval or amendment.

[0027] Preferably, said database provides employee worksheet summaries; said database storing completed said worksheet summaries for processing. [0028] Preferably, each said worksheet summary records time based chargeable activities for selected employees. [0029] Preferably, daily times of chargeable activity recorded for a said selected employee provides links to details of each said activity. (0030] Preferably, said database further provides for a weekly job sheet summary; said summary providing links to times and details of work performed on a specified project. [0031] In another broad form of the invention, there is provided a method of management of a project; said method including the steps of: (a) providing a computer implemented management system accessible by remote -communication devices, (b) providing on-line training modules for training of employees, (c) recording into a database of said management system training modules completed by said employees, (d) maintaining in said database documentation associated with a said project; said documentation including: 0 time sheets submitted on-line by said employees, * email communications, * quotations, purchase orders and invoices, * technical data sheets. [0032] Preferably, completion of said training modules is indicated by a sufficient accumulation of credit points associated with aspects of a said training module.

[0033] Preferably, a completed said training module may accredit a said employee to act in a training or supervisory role for other employees. [0034] In another broad form of the invention, there is provided a method of increasing an employee skills base within an organization; said method including a multiple device implemented management system implemented on a central computer system accessible to authorized peripheral communication devices; said method including the provision of training modules maintained on said central computer system and accessible to said peripheral communication devices; said method including the steps of: (a) implementing a point system indicative of progress towards completion of a said training module, (b) awarding a skills certificate to an employee on accruing of a sufficient number of points for completion of said training module. [0035] Preferably, a said skills certificate authorises a said employee awarded said skill certificate to supervise or monitor other employees towards gaining a corresponding said skills certificate. BRIEF DESCRIPTION OF DRAWINGS [0036] Embodiments of the present invention will now be described with reference to the accompanying drawings wherein: [0037] Figure 1 is a computer generated display of the project management system of the invention showing a listing of current projects active in the system, [0038] Figure 2 is a computer generated display of the system of claim 1 showing projects pending in the system, training modules provided by the management system of the invention, [0039] Figure 3 is a computer generated display of the system of claim 1 showing details of a selected project, [0040] Figure 4 is a computer generated display of the system of claim 1 showing details of tasks for a selected project, [0041] Figure 5 is a computer generated display of the system of claim 1 showing a number of data files associated with a selected project, [0042] Figure 6 is a computer generated display of the system of claim 1 showing a product data sheet from available data files, [0043] Figure 7 is a computer generated display of the system of claim 1 showing a third party data sheet for a selected third party product, [0044] Figure 8 is a computer generated display of the system of claim 1 showing a listing of emails associated with a selected project, [0045] Figure 9 is a computer generated display of the system of claim 1 showing a listing of project worksheets for a selected project, [0046] Figure 10 is a computer generated display of the system of claim 1 showing details of a selected project work sheet for a selected date, [0047] Figure 11 is a computer generated display of the system of claim 1 showing a listing of weekly job sheet summaries for all current projects, [0048] Figure 12 is a computer generated display of the system of claim 1 showing details of a selected weekly job sheet, (0049] Figure 13 is a computer generated display of the system of claim 1 showing available Inspection Test Plans for a selected project, [0050] Figure 14 is a computer generated display of the system of claim 1 showing a record of test data associated with a project Inspection Test Plan, [0051] Figure 15 is a computer generated display of the system of claim 1 showing a time sheet search facility, [0052] Figure 16 is a computer generated display of the system of claim 1 showing a list of time sheets awaiting supervisory approval, [0053] Figure 17 is a computer generated display of the system of claim 1 showing a searchable index of training modules available to employees, [0054] Figure 18 is a computer generated display of the system of claim 1 showing a matrix of employees and training modules completed [0055] Figures 19 and 20 are computer generated displays of the system of claim 1 showing a selection of training modules to be completed by a selected employee and elements of a selected training module respectively, [0056] Figure 21 is a computer generated display of the system of claim 1 showing a matrix of training modules and employees with derived efficiency ratings, [0057] Figure 22 is a computer generated display of the system of claim 1 showing a searchable index of employee weekly worksheet summaries, [0058] Figure 23 is a computer generated display of the system of claim 1 showing a worksheet index of employees active in a selected week, [0059] Figure 24 is a computer generated display of the system of claim 1 showing projects worked on and task undertaken by a selected employee on a selected day, [0060] Figures 25A and 25B show a site map of the system of figures 1 to 24, [0061] Figure 26 is a schematic representation of the interactions between various remote users and devices with the management project management system of the invention. DESCRIPTION OF EMBODIMENTS [0062] The present invention provides for a multiple devices implemented project management system. The system is an html implemented interactive system accessible over the Internet to authorized personnel through username and password log-on. Remote access to the system is provided to management, supervisor and worker levels through any internet enabled communication device such as laptops, tablets and smart phones for example. (0063] The system includes a management core, divided into Projects, Employees, Training and Assessment and Reports modules. The management core is implemented on a central computer database maintained by a management organization or the employing company. Data in the database is made accessible to peripheral multiple remote devices authorized to communicate with and access the database for both extraction and addition of data. Projects [00641 The management core as shown in figures 1 and 2 of the system includes separate lists of current projects (10) and pending projects (12) as shown in figures 1 and 2 respectively. Each list of current and pending projects includes data modules (14) associated with the management of that project. As shown in figure 1, the entry for each current project (10) includes a string of icons representing a number of project parameters. [0065] With reference to figure 3, a first icon (16) provides access to Project Details (18. These may include a project identifying name and or number, the name of the client and contact details, project location as well as start date and end date. [0066] The second icon (20) brings up a Project Check Sheet (22) shown in figure 4 which provides a detailed project task listing (24), the date (26) the Check Sheet was created, who created it and also provides a percentage progress value (28). Also provided is access to a template (30) for the creation of a new Check Sheet. [0067] The third icon (32) in the series provides access to Files or documents (34) as shown in figure XX associated with the project. These files include third party provided data on products and equipment which are expected to be used on the project. Typically they may be Adobe@ .pdf files (36) provided as html links to data sheets on the web site of the third party product provider, such as the product data sheet (38) shown in figures 6 and 7. Various options are built into the files displayed including the ability to add details of experience with the product which can be saved for future reference.

[0068] A fourth icon (40) (still with reference to figure 1), provides a record (42) of emails sent and received related to a project, as shown for example in figure 8. These may included emails between the company and its client, but will also provide a trail of e-mails to and from employees on site at the project location. Any email in the list can be selected and the email content reviewed, or forwarded to other recipients for example. [0069] A further fifth icon (44) gives access to a diary of activities associated with the project. The diary consists of a list of dates (46) as shown in figure 9 for each day employees were active on the project. Each of the dates can be expanded, as shown in the example of figure 10, to show details of the employees active on the project on that day. Activities of each of the employees can be accessed to see the times spent and brief descriptions of the particular jobs or activities worked on. Any difficulties encountered, experience gained or any other comments which may assist in assessing progress and conduct of a particular task may be entered here by a job supervisor. [0070] A sixth icon (48) provides access to a file of any photographs which may relate to the project and which may provide a record of progress, difficulties encountered as well as providing possible material for training employees or planning future projects. [0071] A following seventh icon (50) brings up a listing of time sheets as shown in figure 11 for each week of the year collated from daily time sheets submitted by employees engaged on the project. Each weekly record can be expanded to display daily time sheets (52) for employees working in that week as shown in figure 12. [0072] The eighth icon (54) for a project accesses Inspection Test Plan records (56) for the project as shown in figure 13. An edit function (58) leads to a record as shown in figure 14 of any testing results (60) associated with a project. [0073] A final icon (62) provides access to daily work dockets which provide summaries prepared by task supervisors of personnel employed, equipment use and other cost aspects incurred. [0074] As well as the icons which provide very detailed information on all aspects of a particular project, a segmented and colour coded time line (66) allows rapid inspection of the progress and completion of major stages. These stages include, completion of documentation before actual commencement of the project, IPTs, material purchase orders, allocation of staff, job completion, as well as invoicing and payment received. Colour coding indicates the completion of each stage. Employees [0075] The employee section of the management system of the invention allows for the management and display of time sheets for individual employees. As shown in figure 15, time sheets may be accessed by entry of employee name and a date of interest. Details, such as times worked, the project worked on and the particular activities engaged in, may be accessed from this time sheet record. [0076] Time sheets in the first instance are completed by employees and uploaded to the database by means of any of the remote devices able and authorized to communicate with the central computer. Time sheets must be approved by a supervisor in charge of the project or particular work on the day in question. As shown in figure 16, time sheets submitted by employees but not yet checked and approved by a supervisor are listed for action.

Training & Assessment [0077] An important function of the database includes assessment of accumulating skill acquisition modules completed by employees of the company and available for display and completion on-line in a Training and Assessment matrix (70) as shown in figure 17. The system generates certificates, based on points accrued for completion of the skill training modules retained on the database, which are specific to acquisition of skills associated with personal development as well as related technical areas of a project. The index (70) of the training modules offered is searchable by management to ascertain which of the organization's employees have completed a particular module. [00781 The skill training modules of the system are provided as on-line training manuals which may be accessed by employees on any of the remote communication devices. Modules may include various aspects of personal development. Examples may include development of supervisory skills in assessing staff for appropriate allocation to tasks, recognizing people's potential, making difficult decisions and how to take appropriate disciplinary action. [0079] other modules provide information and training in the proper and safe use of equipment, tools and materials. Modules, where appropriate, are multilayered with internet links providing access to third party data sheets (such as shown in figure 7 for example) on equipment and materials. Similarly, training modules may include links to Internet hosted demonstration videos. [0080) Training modules include questionnaires for completion by employees on-line with successful completions recorded in the database. Search facilities then allow management to quickly identify those personnel who have acquired a particular skill and are competent to undertake a particular task.

(0081) A staff training matrix (72) shown in figure 18 is included in the database and displays a listing of all employees with indications of which modules have been completed and the date completed. The database further provides a listing for individual employees as shown in figure 19 of those training modules still to be completed by that employee. The employee can expand any of those listed to access the particular training and instruction elements for the selected module as shown in figure 20. [0082] A training matrix for efficiency ratings is generated by the system. This matrix (74) shown in figure 21 allows management to review the achieved proficiencies of individual employees and may form the basis for an incentive points system for awarding above average performance for example. Reports [0083] A further module of the management system of the invention deals with reports. As shown in figure 22, Employee Worksheet Summaries (76) are accessible by week. Selection of a particular week (for example the week 25/04/2011-01/05/2011) displays a listing of the projects worked on during that week as shown in figure 23. [0084] A further display shown in figure 24 may be accessed from the display of figure 23, providing access to the tasks and associated details of a particular employee on a particular day of the week. Thus for example, the project worked on, the activities undertaken and the times spent can be ascertained for employee Wilmot on the day of Wednesday 27/04/2011. In Use [0085] In use, with reference to figure 26, the users 102 of the system 100 at various remote locations may access the central computer and database 110 either directly from remote computers 112 via the internet 114, or from a variety of hand-held devices 116 via a distributed mobile phone network 118. By these means users can both download and upload data relevant to a project or to any one of the training modules retained on the database 120. Once a training module has been completed, the system 100 may issue a certificate 122 indicating the skill and knowledge acquired to the remote user 102. [0086] The management system of the invention thus provides a comprehensive system for the management of all aspects of projects, employee training and time management. By implementing the system on a centralized computer with access to the system by means of remote communication devices, employees and supervising staff for multiple projects in disparate locations can be managed efficiently. [0087] The particular facility of employee training and tracking of acquired skill modules, provides for high staff morale and affords management the ability to efficiently allocate appropriate personnel to a given project task. [0088] The links provided within the system database to third party equipment, material specification and instruction manuals, as well as providing material for training, allows employees "on the job" to access online accurate information on safety and proper usage as well as efficient use of that equipment and material. [0089] The above describes only some embodiments of the present invention and modifications, obvious to those skilled in the art, can be made thereto without departing from the scope of the present invention.

Claims (24)

1. A multiple device implemented project management system; said system including a management core implemented on a central computer system; data on a database of said central computer system accessible to peripheral said multiple devices in communication with said central computer system; wherein data entered from said peripheral devices is processed for assessing completion of skill acquisition modules; said management system issuing employee competency certificates based on completion of said skill acquisition modules retained on said database; said training modules including modules specific to acquisition of skills associated with related technical areas of a said project.

2. The system of claim 1 wherein said system is an html implemented interactive system accessible over the Internet to authorized personnel through username and password log-on.

3. The system of claim 1 or 2 wherein said central computer system is maintained by a project management organization.

4. The system of any one of claims 1 to 3 wherein said multiple devices included remote communication devices; said remote communication devices enabled to log into said central computer facility.

5. The system of any one of claims 1 to 4 wherein said skill training modules are provided as on-line training manuals for accessing by employees on said remote communication devices; said training modules including personal development, company policy, safety, equipment, tools and technique modules.

6. The system of any one of claims 1 to 4 wherein said training modules further include data sheets on equipment and materials.

7. The system of any one of claims 1 to 4 wherein said training modules include links to Internet hosted technical skill development demonstration videos.

8. The system of any one of claims 1 to 7 wherein said management core includes lists of current and pending projects; each listed said current or pending project including data modules associated with management of a said project; said data modules including: * Project check sheets, * Files associated with said project, * Record of emails sent and received related to said project, * A diary of activities associated with a said project, * A file of any photographs of aspects of a said project, * Job sheet summaries of weekly activities on any said project, * Inspection Test Plans, * Daily work dockets of employees engaged on said project.

9. The system of claim 8 wherein said lists of current projects further provides a progress bar display of completion of documentation and parameters associated with each said project.

10. The system of claim 9 wherein said parameters may include: * Timely purchase of materials, * Allocation of competency certified staff, * Completion of said project, Submission of invoice, and * Receipt of payment.

11. The system of claim 9 wherein said parameters may further include: * Collected project details, * Scope of project, * Budget, * Quotation completion and submission, * Follow up activity.

12. The system of any one of claims 1 to 11 wherein said database generates individual employee time sheets and supervisor time sheets for staff associated with a said project; said time sheets made available for display and data entry on said remote devices.

13. The system of claim 12 wherein said time sheets provide entry of data related to; * Project identification, e Time spent per day on project, 0 Activity for time spent, a Supervisor endorsement, a Explanatory notes.

14. The system of any one of claims 1 to 13 wherein said database generates supervisor approval data sheets; said approval data sheets including listings of employee time sheet entries for approval or amendment.

15. The system of any one of claims 1 to 14 wherein said database provides employee worksheet summaries; said database storing completed said worksheet summaries for processing.

16. The system of claim 15 wherein each said worksheet summary records time based chargeable activities for selected employees.

17. The system of claim 16 wherein daily times of chargeable activity recorded for a said selected employee provides links to details of each said activity.

18. The system of any one of claims 1 to 17 wherein said database further provides for a weekly job sheet summary; said summary providing links to times and details of work performed on a specified project.

19. A method of management of a project; said method including the steps of: (a) providing a computer implemented management system accessible by remote communication devices, (b) providing on-line training modules for training of employees, (c) recording into a database of said management system training modules completed by said employees, (d) maintaining in said database documentation associated with a said project; said documentation including; * time sheets submitted on-line by said employees, * email communications, e quotations, purchase orders and invoices, e technical data sheets.

20. The method of claim 19 wherein completion of said training modules is indicated by a sufficient accumulation of credit points associated with aspects of a said training module.

21. The method of claim 19 or 20 wherein a completed said training module may accredit a said employee to act in a training or supervisory role for other employees.

22. A method of increasing an employee skills base within an organization; said method including a multiple device implemented management system implemented on a central computer system accessible to authorized peripheral communication devices; said method including the provision of training modules maintained on said central computer system and accessible to said peripheral communication devices; said method including the steps of: (a) implementing a point system indicative of progress towards completion of a said training module, (b) awarding a skills certificate to an employee on accruing of a sufficient number of points for completion of said training module.

23. The method of claim 22 wherein a said skills certificate authorizes a said employee awarded said skill certificate to supervise or monitor other employees towards gaining a corresponding said skills certificate.

24. A management system as hereinbefore particularly described, and with particular reference to the accompanying images.