CA2569636A1 - Automated travel log system - Google Patents
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- CA2569636A1 CA2569636A1 CA 2569636 CA2569636A CA2569636A1 CA 2569636 A1 CA2569636 A1 CA 2569636A1 CA 2569636 CA2569636 CA 2569636 CA 2569636 A CA2569636 A CA 2569636A CA 2569636 A1 CA2569636 A1 CA 2569636A1
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- G—PHYSICS
- G07—CHECKING-DEVICES
- G07C—TIME OR ATTENDANCE REGISTERS; REGISTERING OR INDICATING THE WORKING OF MACHINES; GENERATING RANDOM NUMBERS; VOTING OR LOTTERY APPARATUS; ARRANGEMENTS, SYSTEMS OR APPARATUS FOR CHECKING NOT PROVIDED FOR ELSEWHERE
- G07C5/00—Registering or indicating the working of vehicles
- G07C5/08—Registering or indicating performance data other than driving, working, idle, or waiting time, with or without registering driving, working, idle or waiting time
- G07C5/0841—Registering performance data
- G07C5/085—Registering performance data using electronic data carriers
- G07C5/0858—Registering performance data using electronic data carriers wherein the data carrier is removable
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- G—PHYSICS
- G06—COMPUTING; CALCULATING OR COUNTING
- G06Q—INFORMATION AND COMMUNICATION TECHNOLOGY [ICT] SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES; SYSTEMS OR METHODS SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES, NOT OTHERWISE PROVIDED FOR
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Abstract
The invention is a tracking module for a vehicle operable to record business trips for the purpose of producing mileage reports. The tracking module includes a processor, a power unit, a GPS logger, operable to periodically determine the vehicle's location based upon GPS readings, a memory unit, and a transport interface, operable to connect to a base station and transmit the data records to the base station. The tracking module includes at least one user input, operable to put the tracking module into a business mode while the tracking module is still in the vehicle wherein subsequent locations, the distance between the subsequent locations and the time of travel is logged in a data record and flagged as a business trip. From the base station, mileage reports can be edited and transmitted across the network to other financial servers.
Description
Automated Travel Log System Background of the Invention Many vehicle owners use their vehicle for the purpose of conducting business.
The travel is often tax deductible or reimbursed by the employer. In both cases, proper documentation is required to track the actual use of the vehicle for business purposes. This entails recording information about each trip, such as the beginning and end odometer reading, date and time, as well as destination and purpose of the trip. The recording of such information has to be done in a timely manner to comply with tax regulations and most employer requirements.
The record keeping is commonly done using a manual paper based approach at the end of each travel day.
The manual management of such a log is laborious, inaccurate and prone to abuse. In addition, the information is hard to verify. The end result is that most people do not keep an accurate vehicle trip log if at all.
Automated systems for tracking travel have been proposed. For example, US
patent 6,741,933 to Glass teaches a hardware mobile GPS unit that automatically tracks vehicle routes and mileage. The data is then transmitted to a base unit via a serial cable. A
user then generates reports and visual maps of his or her travel.
While systems like the `933 mobile unit and network simplify travel logging, they are not without their own disadvantages. The mobile unit is typically difficult to install, and often requires a specialist. Communication between the mobile unit and the base station can often be unwieldy, requiring a physical connection between the two. The cost of the mobile units can often be quite expensive. Perhaps most importantly, drivers may not like using the tracking module, feeling uncomfortable with the thoughts of their employer monitoring their travel.
Drivers may also mix personal and business travel together and need to be able to differentiate which trips are for which purpose. Preferably, this would be easiest to do during the trip, rather than belatedly at the end of the month.
In addition, improvements could be made in how users prepare their mileage reports.
Even with a mobile unit that automatically gathers trip distances and times necessitates that the user later input the purpose of the trip (for example, what client is being visited). A system that automatically gathers meeting and contact info and inserts the data into the mileage reports would be an improvement on the current practices.
Summary of the Invention It is an object of the invention to provide an automated, accurate, tamper proof, private and reliable vehicle trip log.
According to a first aspect of the invention, there is provided a tracking module for a vehicle operable to record business trips for the purpose of producing mileage reports, the tracking module comprising:
a processor;
a power unit;
a GPS logger, operable to periodically determine the vehicle's location based upon GPS
readings;
a memory unit, operable to store data records that include at least one of the periodic vehicle's location, the distance traveled between periodic locations, and the time when this travel between periodic locations took place;
a transport interface, operable to connect to a base station and transmit the data records to the base station; and at least one user input, operable to put the tracking module into a business mode while the tracking module is still in the vehicle wherein subsequent locations, the distance between the subsequent locations and the time of travel is logged in a data record and flagged as a business trip.
According to a second aspect of the invention, there is provided a system for tracking mileage in a vehicle used for business purposes comprising:
a tracking module comprising:
a processor;
a power unit;
The travel is often tax deductible or reimbursed by the employer. In both cases, proper documentation is required to track the actual use of the vehicle for business purposes. This entails recording information about each trip, such as the beginning and end odometer reading, date and time, as well as destination and purpose of the trip. The recording of such information has to be done in a timely manner to comply with tax regulations and most employer requirements.
The record keeping is commonly done using a manual paper based approach at the end of each travel day.
The manual management of such a log is laborious, inaccurate and prone to abuse. In addition, the information is hard to verify. The end result is that most people do not keep an accurate vehicle trip log if at all.
Automated systems for tracking travel have been proposed. For example, US
patent 6,741,933 to Glass teaches a hardware mobile GPS unit that automatically tracks vehicle routes and mileage. The data is then transmitted to a base unit via a serial cable. A
user then generates reports and visual maps of his or her travel.
While systems like the `933 mobile unit and network simplify travel logging, they are not without their own disadvantages. The mobile unit is typically difficult to install, and often requires a specialist. Communication between the mobile unit and the base station can often be unwieldy, requiring a physical connection between the two. The cost of the mobile units can often be quite expensive. Perhaps most importantly, drivers may not like using the tracking module, feeling uncomfortable with the thoughts of their employer monitoring their travel.
Drivers may also mix personal and business travel together and need to be able to differentiate which trips are for which purpose. Preferably, this would be easiest to do during the trip, rather than belatedly at the end of the month.
In addition, improvements could be made in how users prepare their mileage reports.
Even with a mobile unit that automatically gathers trip distances and times necessitates that the user later input the purpose of the trip (for example, what client is being visited). A system that automatically gathers meeting and contact info and inserts the data into the mileage reports would be an improvement on the current practices.
Summary of the Invention It is an object of the invention to provide an automated, accurate, tamper proof, private and reliable vehicle trip log.
According to a first aspect of the invention, there is provided a tracking module for a vehicle operable to record business trips for the purpose of producing mileage reports, the tracking module comprising:
a processor;
a power unit;
a GPS logger, operable to periodically determine the vehicle's location based upon GPS
readings;
a memory unit, operable to store data records that include at least one of the periodic vehicle's location, the distance traveled between periodic locations, and the time when this travel between periodic locations took place;
a transport interface, operable to connect to a base station and transmit the data records to the base station; and at least one user input, operable to put the tracking module into a business mode while the tracking module is still in the vehicle wherein subsequent locations, the distance between the subsequent locations and the time of travel is logged in a data record and flagged as a business trip.
According to a second aspect of the invention, there is provided a system for tracking mileage in a vehicle used for business purposes comprising:
a tracking module comprising:
a processor;
a power unit;
a GPS logger, operable to periodically determine the vehicle's location based upon GPS readings;
a memory unit, operable to store data records that include at least one of the periodic vehicle's location, the distance traveled between periodic locations, and the time when this travel between periodic locations took place;
a transport interface, operable to connect to transmit the data records; and at least one user input, operable to put the tracking module into a business mode while the tracking module is still in the vehicle wherein subsequent locations, the distance between the subsequent locations and the time of travel is logged in a data record and flagged as business travel.
a base station, operable to receive data records from the tracking module, format the data records into a mileage report and then transmit the mileage report across a network; and a central server, operable to receive mileage reports over the network Brief Descrintion of the Drawings Preferred embodiments of the present invention will now be described, by way of example only, with reference to the attached Figures, wherein:
Fig. la is a side profile view of a tracking module in accordance with a first embodiment of the invention;
Fig. lb is a front profile view of the tracking module shown in Fig. la;
Fig. I c is a perspective view of the tracking module shown in Fig. 1 a;
Fig. 2 a schematic view of the tracking module shown in Fig. la; and Fig. 3 is a schematic view of a network operable to process and transmit information gathered from the tracking module shown in Fig. la.
Detailed Description of the Invention.
Referring now to Fig. la-lc, a tracking module is shown generally at 10.
Tracking module 10 is a small portable electronic tracking module adapted for use in the owner's vehicle.
It includes a cylindrical body portion 12 sized to be inserted into a vehicle's DC power outlet (not shown). A DC plug 13 is provided at one end of body portion 12, and an interface portion 14 is provided at the other end. A pair of resilient spring loaded side bars 15 provide a pressure locking mechanism. When tracking module 10 is placed in the vehicle's DC power outlet (i.e., the cigarette lighter), a pressure fit has to be twisted to simultaneously in order to make power contact. Once tracking module 10 is in place, the side bars 15 help prevent accidental disconnection. It is contemplated that tracking module 10 can include other form factors. For example, a ball joint could be used to provide a swivel functionality for interface portion 14.
Alternatively, interface portion 14 could be offset from the end of the tracking module, thereby providing space for a power plug pass-through. Other variations in form factor will occur to those of skill in the art. Tracking module 10 could also be adapted to fit within a vehicle navigation system that provides a display to the driver. Tracking module 10 could also be a purely portable tracking module that relies upon a battery for power rather than being inserted into a DC power outlet. Alternatively, a fixed version could be connected directly to the vehicle's power supply (and hence, be less easily removed).
Within body portion 12 (Fig. 2) is a GPS logger 16, a processor 18, and power unit 20.
GPS logger 16 is a self-contained global positioning system (GPS) that provides periodic position samples. Typically, GPS logger 16 would gather position samples every second, but more or less frequent samples are possible. Processor 18 provides the intelligence for tracking module 10. It controls all the buttons and LEDs on interface portion 14 (described in greater detail below). In addition, processor 18 further logs position data received from GPS logger 16 into data records 22 stored on a non-volatile memory unit 24. It is contemplated that while GPS
logger 16 could gather positional data every second, only a small subset of the positional data would be stored in memory unit 24 to conserve memory. For instance, one out of every sixty regular position samples could be stored. Position samples that indicate a change in direction would always be stored. In the event that memory unit 24 is full, new positional data will overwrite the oldest positional data. Processor 18 is further used to transfer data records 22 to a remote base station (described in greater detail below with reference to Fig.
3) using a transport interface 26, such as a USB port, 802.11, Bluetooth or a serial port. Other types of transport interface 26 will occur to those of skill in the art. Data transfer is described in greater detail below.
a memory unit, operable to store data records that include at least one of the periodic vehicle's location, the distance traveled between periodic locations, and the time when this travel between periodic locations took place;
a transport interface, operable to connect to transmit the data records; and at least one user input, operable to put the tracking module into a business mode while the tracking module is still in the vehicle wherein subsequent locations, the distance between the subsequent locations and the time of travel is logged in a data record and flagged as business travel.
a base station, operable to receive data records from the tracking module, format the data records into a mileage report and then transmit the mileage report across a network; and a central server, operable to receive mileage reports over the network Brief Descrintion of the Drawings Preferred embodiments of the present invention will now be described, by way of example only, with reference to the attached Figures, wherein:
Fig. la is a side profile view of a tracking module in accordance with a first embodiment of the invention;
Fig. lb is a front profile view of the tracking module shown in Fig. la;
Fig. I c is a perspective view of the tracking module shown in Fig. 1 a;
Fig. 2 a schematic view of the tracking module shown in Fig. la; and Fig. 3 is a schematic view of a network operable to process and transmit information gathered from the tracking module shown in Fig. la.
Detailed Description of the Invention.
Referring now to Fig. la-lc, a tracking module is shown generally at 10.
Tracking module 10 is a small portable electronic tracking module adapted for use in the owner's vehicle.
It includes a cylindrical body portion 12 sized to be inserted into a vehicle's DC power outlet (not shown). A DC plug 13 is provided at one end of body portion 12, and an interface portion 14 is provided at the other end. A pair of resilient spring loaded side bars 15 provide a pressure locking mechanism. When tracking module 10 is placed in the vehicle's DC power outlet (i.e., the cigarette lighter), a pressure fit has to be twisted to simultaneously in order to make power contact. Once tracking module 10 is in place, the side bars 15 help prevent accidental disconnection. It is contemplated that tracking module 10 can include other form factors. For example, a ball joint could be used to provide a swivel functionality for interface portion 14.
Alternatively, interface portion 14 could be offset from the end of the tracking module, thereby providing space for a power plug pass-through. Other variations in form factor will occur to those of skill in the art. Tracking module 10 could also be adapted to fit within a vehicle navigation system that provides a display to the driver. Tracking module 10 could also be a purely portable tracking module that relies upon a battery for power rather than being inserted into a DC power outlet. Alternatively, a fixed version could be connected directly to the vehicle's power supply (and hence, be less easily removed).
Within body portion 12 (Fig. 2) is a GPS logger 16, a processor 18, and power unit 20.
GPS logger 16 is a self-contained global positioning system (GPS) that provides periodic position samples. Typically, GPS logger 16 would gather position samples every second, but more or less frequent samples are possible. Processor 18 provides the intelligence for tracking module 10. It controls all the buttons and LEDs on interface portion 14 (described in greater detail below). In addition, processor 18 further logs position data received from GPS logger 16 into data records 22 stored on a non-volatile memory unit 24. It is contemplated that while GPS
logger 16 could gather positional data every second, only a small subset of the positional data would be stored in memory unit 24 to conserve memory. For instance, one out of every sixty regular position samples could be stored. Position samples that indicate a change in direction would always be stored. In the event that memory unit 24 is full, new positional data will overwrite the oldest positional data. Processor 18 is further used to transfer data records 22 to a remote base station (described in greater detail below with reference to Fig.
3) using a transport interface 26, such as a USB port, 802.11, Bluetooth or a serial port. Other types of transport interface 26 will occur to those of skill in the art. Data transfer is described in greater detail below.
Interface portion 14 includes an indicator bank 27 and a button bank 28.
Preferably, indicator bank 27 includes a plurality of LEDs operable to indicate the status of tracking module 10, along with the descriptive text adjacent to their respective LED. In the currently-illustrated embodiment, indicator bank 27 includes a power indicator 30 and a GPS active indicator 32 that is operable to indicate when GPS logger 16 is receiving position data.
Indicator bank 27 further includes a business indicator 34 and a private indicator 36, which show whether tracking module is set in either business or private mode respectively. When traveling, only one of business indicator 34 or private indicator 34 will be active, depending on the state of tracking module 10.
10 Business and private modes are described in greater detail below. Other indicators will occur to those of skill in the art. Alternatively, indicator bank 27 could include an LCD display. Button bank 28 provides for at least one user input and in the current embodiment is a simple two-button interface having a business button 38 and a private button 40. Alternatively, a scroll input or 3x4 keypad could also be used.
When tracking module 10 is plugged in, it is operable to track the vehicle's coordinates during travel as it takes periodic position readings using GPS logger 16 and stores these locations in memory. By tracking the deltas between positions, tracking module 10 can determine when the vehicle is stationary or in motion, and calculate the distance traveled.
Given the imprecision of commercial GPS systems, tracking module 10 could use multiple data positions to interpolate an actual direction and distance of travel. GPS logger 16 is operable to bridge areas with bad GPS reception with approximating the distance based on known GPS readouts.
Tracking module 10 is also operable to discern when the vehicle is turned on or off by monitoring current flow through the vehicle's power outlet. In addition, tracking module 10 can calculate average travel speed between points. If desired, tracking module 10 can determine instances of excessive speeding or stopping.
Tracking module 10 defaults to either business mode or private mode depending on its configuration rules (described in greater detail below). The appropriate indicator 34 or 36 is illuminated. In addition, tracking module 10 emits one or two beeps to provide an audible reminder to the driver that the vehicle is in business or private mode, respectively. When business button 38 is pressed, tracking module 10 switches to business mode (illuminating business indicator 34 and deactivating private indicator 36). In business mode, tracking module stores the following information in data records 22: trip mileage, start and end points and date and time of travel. When private button 40 is pressed (illuminating private indicator 36 and 5 deactivating business indicator 34), tracking module 10 switches to private mode, tracking module 10 stores the trip mileage in data records 22, but does not track start and end points or time. Private indicator 26 is illuminated (and business indicator 24 is deactivated). Normally, tracking module 10 stays in its current mode (business or private) until manually switched to the other mode, or when the default rules change. However, when business button 38 is pressed and 10 held for a longer period of time, tracking module 10 switches to a continuous business mode.
When in continuous business mode, tracking module 10 does not switch to manual mode except through human intervention (by pressing private button 40). When private button 40 is pressed and held, tracking module 10 switches to a continuous private mode that does not track any information. Tracking module 10 does not switch to business mode expect by manual intervention (by pressing business button 38).
Normally, a new data record 22 is created for each trip, which can be defined as the distance traveled between presses of buttons 38 and 40, or between a button press and when the driver turns off the ignition or unplugs tracking module 10. Thus a trip from location A to location B would be stored in one data record 22, and the trip back from location B to location A
would be stored as another data record 22. A data record 22 is also created whenever tracking module 10 is connected or disconnected from the vehicle's power supply. In addition to the data recorded from GPS logger 16, each data record 22 contains an unique identifier associated with the specific tracking module 10 (i.e., each individual tracking module 10 will have its own unique identifier) that is unmodifiable by the user.
It is contemplated that some businesses may wish to permanently associate each tracking module 10 with a specific vehicle. Identifying the vehicle can be done by placing a small passive ID in the vehicle that is not easily accessible by the driver. For example, the passive ID can be placed in the DC power outlet (not shown) that interfaces directly with DC
plug 13.
Alternatively, the passive ID can be located near the vehicle's engine and transmit the identifier data over the 12V DC power. Each passive ID would transmit a unique vehicle identifier that is appended to each data record 22. For businesses that have fleet vehicles that may be shared between different drivers, a tracking module 10 can be modified as to log who is driving the vehicle. A default user is normally included for each data record 22, but that user can be changed by using a unique driver ID placed in a proximity RF card or a unique ID
button. In this case, the unique driver identifier is appended to each data record 22.
As discussed earlier, data records 22 can be transferred from transport interface 26 to a mobile base station, which is typically a personal computer (PC), indicated at 50 in Fig. 3.
Depending on the method used, the uploading of data records 22 may be done with tracking module 10 still attached to the vehicle. Methods of data include: a direct serial interface or USB
cable connected to PC 50, a wireless transfer to PC 50 using 802.11, Bluetooth or ZigBee wireless protocol, or transfer via a cell phone (connected by a serial interface, USB or Bluetooth) and routed through a network to PC 50. If desired, data records 22 could include a unique ID
provided by the tracking module 10 (or even by the optional passive ID system) to reduce fraudulent mileage reports. For greater security, data records 22 could be encrypted using the unique ID as the encryption key.
PC 50 runs mileage software 52, which is responsible for gathering data records 22 and producing mileage reports 54. Mileage software 52 includes an upload module 56, a software program or service operable to establish connectivity with tracking module 10.
Connectivity can be established using any standard medium and protocol, such as wired or wireless TCP/IP, Bluetooth, SMS or a serial connection. Other protocols and mediums will occur to those of skill in the art. Once a connection is established, upload module 56 can download the data records 22 from tracking module 10, as well as clear the storage memory of tracking module 10 as necessary. For instance, if a tracking module 10 is passed from one employee to another, the new employee will want to start with a clean slate.
Mileage software 52 also runs a configuration manager (CM) 58 that is operable to define the configuration rules for tracking module 10. Using CM 58, the driver could set the configuration rules so that tracking module 10 automatically defaulted to business mode, personal mode, or the previous mode. More sophisticated configuration rules are also possible.
For instance, the driver could set the configuration rules so that tracking module 10 would always be in business mode Monday to Friday from 9:00 to 5:00, and private mode for the remainder of the week. A dynamic learning algorithm based on historical trip mode information correlation to time of day and day of week can also be used to set configuration rules without requiring manual definition. Other configuration rules are within the scope of the invention.
Mileage software 52 also includes a mileage-reporting module (MRM) 60 that processes data records 22 received by UM 56 and formats them into a mileage reports 54.
MRM 60 is operable to generate time-based textual and graphic reports representing vehicle travel for business purpose. Travel information included in the reports can include:
Origin, Destination, Distance traveled, Start Time, End Time, Calendar event, as well any user-provided comments.
Preferably, MRM 60 can also plot travel destinations over a period of time on graphical maps.
Using MRM 60, the driver is also able to add notes or make corrections to their records (say if a trip was inadvertently logged as business rather than private). In addition, a particular numeric code may be entered by the user to indicate that a particular business trip is associated with a specific customer number, billing code or cost center. This code is reported as part of the trip data for reconciliation with the billing and payment system. Manual changes will be permanently logged as changed so that auditors can follow up and investigate mileage reports 54 that include manual changes.
Also preferably, MRM 60 is operable to augment data records 22 with supplemental information, such as correlated business calendar activities from external calendar application 59. Calendar information can be imported using any standard format such as iCal or a CSV.
Thus, trip information can be appended with data such as the purpose and location stored in the calendar event. By default, data records 22 would be automatically augment with the calendar event with the closest matching time (plus or minus an hour), but more sophisticated association rules could also be used. Calendar events that are marked as private would be ignored. A user could also manually augment their data records 22 with calendar events. In addition to augmenting data records 22 with correlated events, MRM 60 could import other supplemental information such as contact names and addresses drawn from the user's address book based on proximity to the destination stop. When MRM 60 imports information from external applications, users will be able to correct incorrect inferences.
Once users are satisfied, the user can transmit their mileage reports 54 over a network 61 to a process management module (PMM) 62 which is typically running on a remote server.
Network 61 is typically an IP based network, and can include both private IP
networks and the general Internet. PMM 62 handles the approval of business travel for payment.
PMM 62 can receive travel reports 54 in a number of ways, including email, email attachments or through direct file uploading. PMM 62 also handles (typically via email), any automated requests for report clarifications on exceptional events, notification of approving authorities of pending approval requests and analysis tools to assist in the review of travel approval requests which include: out-of-range travel, out of business time travel, high speed travel, excessive idle time, and excessive private travel during business hours. In addition PMM 62 handles the notification to the traveler of approval, partial approval or denial of their mileage reports 54. Mileage reports 54 are stored in a travel log database 64. Once stored in database 64, mileage reports 54 can be later data-mined and analyzed for trends and possible fraudulent activity.
The financial interface module (FIM) 66 is used to calculate the dollar value of business travel. In addition, FIM 66 schedules the export of payment information and interfaces to corporate accounting and resource planning package (not shown). FIM 66 is also operable to assign travel expenses to the appropriate expense accounts, and handle any other back-end processing.
Although various preferred embodiments of the present invention have been described in detail, it will be appreciated by those skilled in the art that variations may be made without departing from the spirit of the invention, the scope of which are defined by the claims.
Preferably, indicator bank 27 includes a plurality of LEDs operable to indicate the status of tracking module 10, along with the descriptive text adjacent to their respective LED. In the currently-illustrated embodiment, indicator bank 27 includes a power indicator 30 and a GPS active indicator 32 that is operable to indicate when GPS logger 16 is receiving position data.
Indicator bank 27 further includes a business indicator 34 and a private indicator 36, which show whether tracking module is set in either business or private mode respectively. When traveling, only one of business indicator 34 or private indicator 34 will be active, depending on the state of tracking module 10.
10 Business and private modes are described in greater detail below. Other indicators will occur to those of skill in the art. Alternatively, indicator bank 27 could include an LCD display. Button bank 28 provides for at least one user input and in the current embodiment is a simple two-button interface having a business button 38 and a private button 40. Alternatively, a scroll input or 3x4 keypad could also be used.
When tracking module 10 is plugged in, it is operable to track the vehicle's coordinates during travel as it takes periodic position readings using GPS logger 16 and stores these locations in memory. By tracking the deltas between positions, tracking module 10 can determine when the vehicle is stationary or in motion, and calculate the distance traveled.
Given the imprecision of commercial GPS systems, tracking module 10 could use multiple data positions to interpolate an actual direction and distance of travel. GPS logger 16 is operable to bridge areas with bad GPS reception with approximating the distance based on known GPS readouts.
Tracking module 10 is also operable to discern when the vehicle is turned on or off by monitoring current flow through the vehicle's power outlet. In addition, tracking module 10 can calculate average travel speed between points. If desired, tracking module 10 can determine instances of excessive speeding or stopping.
Tracking module 10 defaults to either business mode or private mode depending on its configuration rules (described in greater detail below). The appropriate indicator 34 or 36 is illuminated. In addition, tracking module 10 emits one or two beeps to provide an audible reminder to the driver that the vehicle is in business or private mode, respectively. When business button 38 is pressed, tracking module 10 switches to business mode (illuminating business indicator 34 and deactivating private indicator 36). In business mode, tracking module stores the following information in data records 22: trip mileage, start and end points and date and time of travel. When private button 40 is pressed (illuminating private indicator 36 and 5 deactivating business indicator 34), tracking module 10 switches to private mode, tracking module 10 stores the trip mileage in data records 22, but does not track start and end points or time. Private indicator 26 is illuminated (and business indicator 24 is deactivated). Normally, tracking module 10 stays in its current mode (business or private) until manually switched to the other mode, or when the default rules change. However, when business button 38 is pressed and 10 held for a longer period of time, tracking module 10 switches to a continuous business mode.
When in continuous business mode, tracking module 10 does not switch to manual mode except through human intervention (by pressing private button 40). When private button 40 is pressed and held, tracking module 10 switches to a continuous private mode that does not track any information. Tracking module 10 does not switch to business mode expect by manual intervention (by pressing business button 38).
Normally, a new data record 22 is created for each trip, which can be defined as the distance traveled between presses of buttons 38 and 40, or between a button press and when the driver turns off the ignition or unplugs tracking module 10. Thus a trip from location A to location B would be stored in one data record 22, and the trip back from location B to location A
would be stored as another data record 22. A data record 22 is also created whenever tracking module 10 is connected or disconnected from the vehicle's power supply. In addition to the data recorded from GPS logger 16, each data record 22 contains an unique identifier associated with the specific tracking module 10 (i.e., each individual tracking module 10 will have its own unique identifier) that is unmodifiable by the user.
It is contemplated that some businesses may wish to permanently associate each tracking module 10 with a specific vehicle. Identifying the vehicle can be done by placing a small passive ID in the vehicle that is not easily accessible by the driver. For example, the passive ID can be placed in the DC power outlet (not shown) that interfaces directly with DC
plug 13.
Alternatively, the passive ID can be located near the vehicle's engine and transmit the identifier data over the 12V DC power. Each passive ID would transmit a unique vehicle identifier that is appended to each data record 22. For businesses that have fleet vehicles that may be shared between different drivers, a tracking module 10 can be modified as to log who is driving the vehicle. A default user is normally included for each data record 22, but that user can be changed by using a unique driver ID placed in a proximity RF card or a unique ID
button. In this case, the unique driver identifier is appended to each data record 22.
As discussed earlier, data records 22 can be transferred from transport interface 26 to a mobile base station, which is typically a personal computer (PC), indicated at 50 in Fig. 3.
Depending on the method used, the uploading of data records 22 may be done with tracking module 10 still attached to the vehicle. Methods of data include: a direct serial interface or USB
cable connected to PC 50, a wireless transfer to PC 50 using 802.11, Bluetooth or ZigBee wireless protocol, or transfer via a cell phone (connected by a serial interface, USB or Bluetooth) and routed through a network to PC 50. If desired, data records 22 could include a unique ID
provided by the tracking module 10 (or even by the optional passive ID system) to reduce fraudulent mileage reports. For greater security, data records 22 could be encrypted using the unique ID as the encryption key.
PC 50 runs mileage software 52, which is responsible for gathering data records 22 and producing mileage reports 54. Mileage software 52 includes an upload module 56, a software program or service operable to establish connectivity with tracking module 10.
Connectivity can be established using any standard medium and protocol, such as wired or wireless TCP/IP, Bluetooth, SMS or a serial connection. Other protocols and mediums will occur to those of skill in the art. Once a connection is established, upload module 56 can download the data records 22 from tracking module 10, as well as clear the storage memory of tracking module 10 as necessary. For instance, if a tracking module 10 is passed from one employee to another, the new employee will want to start with a clean slate.
Mileage software 52 also runs a configuration manager (CM) 58 that is operable to define the configuration rules for tracking module 10. Using CM 58, the driver could set the configuration rules so that tracking module 10 automatically defaulted to business mode, personal mode, or the previous mode. More sophisticated configuration rules are also possible.
For instance, the driver could set the configuration rules so that tracking module 10 would always be in business mode Monday to Friday from 9:00 to 5:00, and private mode for the remainder of the week. A dynamic learning algorithm based on historical trip mode information correlation to time of day and day of week can also be used to set configuration rules without requiring manual definition. Other configuration rules are within the scope of the invention.
Mileage software 52 also includes a mileage-reporting module (MRM) 60 that processes data records 22 received by UM 56 and formats them into a mileage reports 54.
MRM 60 is operable to generate time-based textual and graphic reports representing vehicle travel for business purpose. Travel information included in the reports can include:
Origin, Destination, Distance traveled, Start Time, End Time, Calendar event, as well any user-provided comments.
Preferably, MRM 60 can also plot travel destinations over a period of time on graphical maps.
Using MRM 60, the driver is also able to add notes or make corrections to their records (say if a trip was inadvertently logged as business rather than private). In addition, a particular numeric code may be entered by the user to indicate that a particular business trip is associated with a specific customer number, billing code or cost center. This code is reported as part of the trip data for reconciliation with the billing and payment system. Manual changes will be permanently logged as changed so that auditors can follow up and investigate mileage reports 54 that include manual changes.
Also preferably, MRM 60 is operable to augment data records 22 with supplemental information, such as correlated business calendar activities from external calendar application 59. Calendar information can be imported using any standard format such as iCal or a CSV.
Thus, trip information can be appended with data such as the purpose and location stored in the calendar event. By default, data records 22 would be automatically augment with the calendar event with the closest matching time (plus or minus an hour), but more sophisticated association rules could also be used. Calendar events that are marked as private would be ignored. A user could also manually augment their data records 22 with calendar events. In addition to augmenting data records 22 with correlated events, MRM 60 could import other supplemental information such as contact names and addresses drawn from the user's address book based on proximity to the destination stop. When MRM 60 imports information from external applications, users will be able to correct incorrect inferences.
Once users are satisfied, the user can transmit their mileage reports 54 over a network 61 to a process management module (PMM) 62 which is typically running on a remote server.
Network 61 is typically an IP based network, and can include both private IP
networks and the general Internet. PMM 62 handles the approval of business travel for payment.
PMM 62 can receive travel reports 54 in a number of ways, including email, email attachments or through direct file uploading. PMM 62 also handles (typically via email), any automated requests for report clarifications on exceptional events, notification of approving authorities of pending approval requests and analysis tools to assist in the review of travel approval requests which include: out-of-range travel, out of business time travel, high speed travel, excessive idle time, and excessive private travel during business hours. In addition PMM 62 handles the notification to the traveler of approval, partial approval or denial of their mileage reports 54. Mileage reports 54 are stored in a travel log database 64. Once stored in database 64, mileage reports 54 can be later data-mined and analyzed for trends and possible fraudulent activity.
The financial interface module (FIM) 66 is used to calculate the dollar value of business travel. In addition, FIM 66 schedules the export of payment information and interfaces to corporate accounting and resource planning package (not shown). FIM 66 is also operable to assign travel expenses to the appropriate expense accounts, and handle any other back-end processing.
Although various preferred embodiments of the present invention have been described in detail, it will be appreciated by those skilled in the art that variations may be made without departing from the spirit of the invention, the scope of which are defined by the claims.
Claims (43)
1. A tracking module for a vehicle operable to record business trips for the purpose of producing mileage reports, the tracking module comprising:
a processor;
a power unit;
a GPS logger, operable to periodically determine the vehicle's location based upon GPS
readings;
a memory unit, operable to store data records that include at least one of the periodic vehicle's location, the distance traveled between periodic locations, and the time when this travel between periodic locations took place;
a transport interface, operable to connect to a base station and transmit the data records to the base station; and at least one user input, operable to put the tracking module into a business mode while the tracking module is still in the vehicle wherein subsequent locations, the distance between the subsequent locations and the time of travel is logged in a data record and flagged as a business trip.
a processor;
a power unit;
a GPS logger, operable to periodically determine the vehicle's location based upon GPS
readings;
a memory unit, operable to store data records that include at least one of the periodic vehicle's location, the distance traveled between periodic locations, and the time when this travel between periodic locations took place;
a transport interface, operable to connect to a base station and transmit the data records to the base station; and at least one user input, operable to put the tracking module into a business mode while the tracking module is still in the vehicle wherein subsequent locations, the distance between the subsequent locations and the time of travel is logged in a data record and flagged as a business trip.
2. The tracking module of claim 1, wherein the processor is operable to calculate trip distances between two points when at least one intermediary point has a bad GPS readings by calculating the distance between known GPS readings.
3. The tracking module of claim 1, wherein the at least one user input is further operable to put the tracking module into a private mode while the tracking module is still in the vehicle wherein the distance between at least two subsequently determined locations is tracked but the locations themselves and the time of travel are not recorded in a data record.
4. The tracking module of claim 3, wherein the at least one user input is further operable to put the tracking module into a permanent private mode while the tracking module is still in the vehicle wherein the tracking module does not record any subsequent distances, locations or travel times.
5. The tracking module of claim 4, wherein the at least one user input is further operable to put the tracking module into a permanent business mode wherein all subsequently determined locations, distances and times are recorded and flagged as business travel.
6. The tracking module of claim 5, wherein the tracking module automatically selects one of business mode, private mode, permanent business mode and permanent private mode based upon a set of predetermined configuration rules prior to receiving any manual inputs from the at least one user input.
7. The tracking module of claim 6, where in the predetermined configuration rules includes selecting the one of business mode, private mode, permanent business mode and permanent private mode based upon the day of the week.
8. The tracking module of claim 7, where in the predetermined configuration rules includes selecting the one of business mode, private mode, permanent business mode and permanent private mode based upon the time of day.
9. The tracking module of claim 8, where in the predetermined configuration rules can be set on the base station and transmitted to the tracking module when the two are connected.
10. The tracking module of claim 9, wherein the predetermined configuration rules can be set by the base station using a dynamic learning algorithm based upon historical data records received from the tracking module.
11. The tracking module of claim 1, wherein the power unit is adapted to plug into a DC
power outlet on the vehicle.
power outlet on the vehicle.
12. The tracking module of claim 1, wherein the power unit includes a battery.
13. The tracking module of claim 11, wherein the tracking module includes a power plug pass-through operable to provide a DC power outlet for other devices.
14. The tracking module of claim 1, wherein the power unit connects directly to the vehicle's power supply.
15. The tracking module of claim 1, wherein the tracking module is integrated into vehicle's navigation system.
16. The tracking module of claim, wherein the tracking module connects to the base station using at least one of a serial connection and a USB connection.
17. The tracking module of claim 1, wherein the tracking module connects to the base station using at least one of a 802.11 connection, Bluetooth or ZigBee.
18. The tracking module of claim 1, wherein the tracking module connects to the PC over a cellular network.
19. The tracking module of claim 1, wherein the tracking module receives a unique vehicle ID from a transponder located elsewhere in the vehicle, and adds the unique vehicle ID to the data records.
20. The tracking module of claim 1, wherein the tracking module receives a unique driver ID
from a transponder operable to be carried by the driver, and adds the unique driver ID to the data records.
from a transponder operable to be carried by the driver, and adds the unique driver ID to the data records.
21. A system for tracking mileage in a vehicle used for business purposes comprising:
a tracking module comprising:
a processor;
a power unit;
a GPS logger, operable to periodically determine the vehicle's location based upon GPS readings;
a memory unit, operable to store data records that include at least one of the periodic vehicle's location, the distance traveled between periodic locations, and the time when this travel between periodic locations took place;
a transport interface, operable to connect to transmit the data records; and at least one user input, operable to put the tracking module into a business mode while the tracking module is still in the vehicle wherein subsequent locations, the distance between the subsequent locations and the time of travel is logged in a data record and flagged as business travel.
a base station, operable to receive data records from the tracking module, format the data records into a mileage report and then transmit the mileage report across a network; and a central server, operable to receive mileage reports over the network.
a tracking module comprising:
a processor;
a power unit;
a GPS logger, operable to periodically determine the vehicle's location based upon GPS readings;
a memory unit, operable to store data records that include at least one of the periodic vehicle's location, the distance traveled between periodic locations, and the time when this travel between periodic locations took place;
a transport interface, operable to connect to transmit the data records; and at least one user input, operable to put the tracking module into a business mode while the tracking module is still in the vehicle wherein subsequent locations, the distance between the subsequent locations and the time of travel is logged in a data record and flagged as business travel.
a base station, operable to receive data records from the tracking module, format the data records into a mileage report and then transmit the mileage report across a network; and a central server, operable to receive mileage reports over the network.
22. The system of claim 21, wherein a user is operable to import supplemental information from other software on the base station and augment the data records used in the mileage report with the supplemental information.
23. The system of claim 22, wherein the supplemental information includes at least one of:
scheduling information received from a calendar application, contact names and contact addresses.
scheduling information received from a calendar application, contact names and contact addresses.
24. The system of claim 23, wherein the base station can automatically correlate scheduling information with recorded trip times stored in the data records.
25. The system of claim 22, wherein the user is operable to associate a particular trip with a specific billing code.
26. The system of claim 22, wherein the user is operable to generate a map of trips taken based upon the locations stored in the data records.
27. The system of claim 22, wherein the user is operable to manually correct the mileage report at the base station prior to transmitting it to the central server.
28. The system of claim 22, wherein the base station is operable to transmit the mileage report across the network using at least one of: an email message, an email message attachment or direct file transfer.
29. The system of claim 22, wherein the central server is operable to produce reports of business trip activities received from multiple received mileage reports.
30. The system of claim 29, wherein the central server is operable to calculate the mileage portion of expense reports based upon received mileage reports.
31. The system of claim 30, wherein the central server is operable to approve the mileage portions of expense reports.
32. The system of claim 31, wherein the central server automatically forwards mileage reports to at least one person designated to approve expense reports.
33. A method of tracking mileage in a vehicle used for business purposes, comprising:
placing a tracking module in a vehicle, the tracking module being operable to periodically determine the vehicle's location and store data records that include at least one of the periodic vehicle's location, the distance traveled between periodic locations, and the time when this travel between periodic locations took place;
placing the tracking module into a business mode using at least one user input while the tracking module is within the vehicle, wherein subsequent locations, the distance between the subsequent locations and the time of travel is logged in a data record and flagged as business travel;
transmitting data records to a base station, the base station being operable to receive data records from the tracking module, format the data records into a mileage report and then transmit the mileage report across a network; and receiving the mileage report at a central sever, the central server operable to process the mileage reports for accounting purposes.
placing a tracking module in a vehicle, the tracking module being operable to periodically determine the vehicle's location and store data records that include at least one of the periodic vehicle's location, the distance traveled between periodic locations, and the time when this travel between periodic locations took place;
placing the tracking module into a business mode using at least one user input while the tracking module is within the vehicle, wherein subsequent locations, the distance between the subsequent locations and the time of travel is logged in a data record and flagged as business travel;
transmitting data records to a base station, the base station being operable to receive data records from the tracking module, format the data records into a mileage report and then transmit the mileage report across a network; and receiving the mileage report at a central sever, the central server operable to process the mileage reports for accounting purposes.
34. The method of claim 33, further comprising:
importing supplemental information from other software on the base station and augmenting the data records used in the mileage report with the supplemental information.
importing supplemental information from other software on the base station and augmenting the data records used in the mileage report with the supplemental information.
35. The method of claim 34, wherein the supplemental information includes at least one of:
scheduling information received from a calendar application, contact names and contact addresses.
scheduling information received from a calendar application, contact names and contact addresses.
36. The method of claim 35, further comprising:
automatically correlating scheduling information with recorded trip times stored in the data records at the base station.
automatically correlating scheduling information with recorded trip times stored in the data records at the base station.
37. The method of claim 36, further comprising:
manually associate a particular trip with a specific billing code.
manually associate a particular trip with a specific billing code.
38. The method of claim 36, further comprising:
manually correcting the mileage report at the base station prior to transmitting it to the central server.
manually correcting the mileage report at the base station prior to transmitting it to the central server.
39. The method of claim 38, further comprising:
having the mileage report indicate all manual changes made prior to transmitting it to the central server.
having the mileage report indicate all manual changes made prior to transmitting it to the central server.
40. The method of claim 38, further comprising:
producing reports of business trip activities received from multiple received mileage reports at the central server.
producing reports of business trip activities received from multiple received mileage reports at the central server.
41. The method of claim 40, further comprising:
calculating the mileage portion of expense reports based upon received mileage reports at the central server.
calculating the mileage portion of expense reports based upon received mileage reports at the central server.
42. The method of claim 41, further comprising:
approving the mileage portions of expense reports at the central server.
approving the mileage portions of expense reports at the central server.
43. The method of claim 39, further comprising:
forwarding mileage reports to a financial services application for further processing.
forwarding mileage reports to a financial services application for further processing.
Priority Applications (6)
| Application Number | Priority Date | Filing Date | Title |
|---|---|---|---|
| CA 2569636 CA2569636A1 (en) | 2006-11-30 | 2006-11-30 | Automated travel log system |
| CA002597347A CA2597347A1 (en) | 2006-11-30 | 2007-09-10 | Automated travel log system |
| EP07827326A EP2092456A2 (en) | 2006-11-30 | 2007-11-07 | Automated travel log system |
| PCT/IL2007/001353 WO2008065639A2 (en) | 2006-11-30 | 2007-11-07 | Automated travel log system |
| US12/515,902 US20100063904A1 (en) | 2006-11-30 | 2007-11-07 | Automated travel log system |
| IL198838A IL198838A0 (en) | 2006-11-30 | 2009-05-20 | Automated travel log system |
Applications Claiming Priority (1)
| Application Number | Priority Date | Filing Date | Title |
|---|---|---|---|
| CA 2569636 CA2569636A1 (en) | 2006-11-30 | 2006-11-30 | Automated travel log system |
Publications (1)
| Publication Number | Publication Date |
|---|---|
| CA2569636A1 true CA2569636A1 (en) | 2008-05-30 |
Family
ID=39473491
Family Applications (1)
| Application Number | Title | Priority Date | Filing Date |
|---|---|---|---|
| CA 2569636 Abandoned CA2569636A1 (en) | 2006-11-30 | 2006-11-30 | Automated travel log system |
Country Status (1)
| Country | Link |
|---|---|
| CA (1) | CA2569636A1 (en) |
-
2006
- 2006-11-30 CA CA 2569636 patent/CA2569636A1/en not_active Abandoned
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