Classifications

• • 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
  • G07C1/00—Registering, indicating or recording the time of events or elapsed time, e.g. time-recorders for work people
  • G07C1/10—Registering, indicating or recording the time of events or elapsed time, e.g. time-recorders for work people together with the recording, indicating or registering of other data, e.g. of signs of identity

Definitions

• Title Method and device for managing meeting costs of a plurality of meetings .
• the invention relates to a method and a data-processing system for managing meeting costs of a number of meetings, and also a data-processing system combination which comprises a data-processing system of this type, a meeting clock, a computer program product, a computer program element and a computer- readable medium.
• the invention therefore intends to provide a method for managing meeting costs of a number of meetings according to claim 1, in which special embodiments are described in claims 2-9.
• identity feature designates an identification on the basis of which the meeting or attendee concerned can be distinguished from other meetings or attendees.
• An example of an identification feature of the meeting is, for example, the meeting subject or the date of the meeting.
• An identification feature of an attendee is, for example, the name, the work department or the job title of the attendee.
• hourly cost designates the costs per time unit of an attendee at a meeting, i.e. the amount which the aforementioned attendee actually costs the company. If the attendee is an employee of the company where the meeting is held, the costs are, as a rule, primarily wage costs. If an external consultant attends the meeting, the hourly cost will be determined by the hourly rate of the consultant .
• SUBSTITUTE SHEET (RIHJE 26)
• the meeting costs for each meeting relating to an identification feature or to a combination of identification features can be calculated.
• Suitable software which can be developed in a simple manner by the person skilled in the art, can be used in many ways for the calculations and other operations of the data- processing system.
• the total meeting costs of meeting "X" with meeting subject "Z” can be calculated by multiplying the sum of the hourly cost of all attendees at the meeting "X" by the duration of the meeting.
• the meeting costs of an attendee "A" from work department “C” can be calculated by multiplying the hourly cost of A by the meeting duration.
• "X” and "Z” can be considered as identification features of the meeting, while “A” and “C” can be considered as identification features of the attendee.
• the relevant data are stored in the first memory in different files.
• a separate file exists or can be set up for each separate identification feature or combination of identification features of which the data are to be stored.
• the meeting costs of "A” can therefore be stored in a file, for example likewise referred to as "A” .
• These costs can furthermore also be stored in a different file, set up to store the costs relating to identification feature "C".
• the meeting costs of the aforementioned department are calculated by counting the hourly cost of the three attendees of the aforementioned department and multiplying the resulting sum by the duration of the meeting. These data are then stored in file "C".
• Meeting costs of a subsequent meeting are in turn calculated on the basis of the series of data entered in connection with the meeting. If the identification feature of specific meeting costs of a meeting corresponds to an identification feature of a different meeting, the costs of both meetings will be added together and stored in a file set up for this purpose.
• a method and a device for the recording of meeting time and the costs of a meeting are known per se from ZA-9, 301, 124.
• the device comprises a computer, in which the number of attendees at the meeting and the costs of each attendee per time unit are entered.
• the computer calculates the meeting costs per time unit and the meeting costs during the meeting, and visualizes these continuously on a monitor. With a device of this type, it is possible to visualize the costs of a meeting and therefore to make the attendees at the meeting aware of the meeting costs.
• a meeting clock of this type provides insufficient information for the appropriate control of meeting costs, since the device is suitable only for displaying the aforementioned data of an individual meeting. At a subsequent meeting, the device will start counting from the beginning.
• the aforementioned method is unsuitable for managing meeting costs of a number of meetings.
• the duration of presence of each attendee at the meeting is likewise preferably entered into the data-processing system, in order to determine the meeting costs of the attendee concerned with reference to the measured duration of presence, which is advantageous if the attendee concerned does not attend the entire meeting.
• the duration of presence may, for example, be measured by connecting the data-processing system to, for example, a magnetic card reader, which sends a signal to the relevant data-processing system, so that a magnetic card containing identification data relating to the attendee can be read by the card reader.
• a magnetic card reader which sends a signal to the relevant data-processing system, so that a magnetic card containing identification data relating to the attendee can be read by the card reader.
• JP-A-06, 187, 531 in which the duration of presence of an individual in a specific room is recorded by the individual swiping a personal magnetic card through a magnetic card reader in order to gain access to a specific room.
• the reader When leaving the room, the card must be read again. After reading the card, the reader sends a command to a personal computer, which then records the duration of presence in the room of the person concerned.
• the meeting costs of a specific identification feature or a combination of identification features are retrieved from one or more files.
• the costs of all meetings with subject "Z" of a specific period may, for example, be retrieved by entering a suitable command into the data-processing system.
• all costs with the identification feature "Z” and with an identification feature of the date of the relevant period are combined and visualized. This combination may, for example, be obtained by retrieving from file "Z" the cost data which likewise possess the relevant identification feature relating to the required meeting date.
• a subsequent operation may be performed with the retrieved data, such as the conversion of the retrieved costs into a different currency unit, or the linking of data already stored in one or more files, such as assessment figures or evaluation data, which can be linked to data of, for example, a meeting or an attendee.
• the time elapsed during the meeting is measured instead of the duration of the meeting, and is entered into the data-processing system.
• the data-processing system is then able to calculate the meeting costs during the meeting with these data and the previously entered data.
• the data-processing system may, for example, first calculate the costs of the meeting per time unit by counting all the hourly costs of the attendees and then multiplying them by the elapsed meeting time.
• the internal clock of the data-processing system if available, can be used to measure the elapsed time of the meeting.
• an external time-measuring device may also be connected to the data-processing system.
• the costs calculated during the meeting may also be referred to here as "ongoing meeting costs”. These meeting costs are then visualized, preferably in the meeting room itself, so that all attendees can track the cost development of the meeting, which will motivate the attendees to keep the meeting as short as possible.
• ongoing meeting costs can be continuously visualized, but a visualization of this type is difficult to read and is felt to be very unsettling by the attendees at the meeting.
• the meeting costs are accumulated for a defined time period, for example every minute or every five minutes.
• the clock will visualize the latest calculated ongoing meeting costs for one minute or five minutes respectively.
• the visualization means may, for example, comprise a display which is visible to the attendees at the meeting.
• the visualization means may also comprise a plurality of displays, in which case, for example, each attendee has his own designated display. Furthermore, if required, the meeting costs of the relevant attendee can then also be indicated on each display, along with the total meeting costs.
• the meeting costs are determined per time unit by the data-processing system using the entered data prior to the meeting, and the calculated meeting costs per time unit are added to a second data-processing system.
• the first and second data-processing systems thus form a data- processing system combination.
• the measured elapsed time of the meeting is then entered during the meeting into the second data- processing system, wherein this second data-processing system measures the ongoing meeting costs by multiplying the elapsed time by the meeting costs per time unit.
• the second data- processing system feeds the calculated ongoing meeting costs to visualization means, such as one or more displays.
• the visualization means are preferably located in the meeting room, so that the meeting attendees are again aware of the cost development.
• the time measurement is stopped and the total duration of the meeting is stored in the second data-processing system.
• This second data-processing system can then calculate the total duration of the meeting.
• the second data-processing system should preferably be disconnectable from the first data-processing system.
• the second data-processing system Prior to the meeting, the second data-processing system, which is connected to the first data-processing system, can be loaded with the required data from the first data-processing system, whereafter the connection can be broken.
• the second data- processing system performs the aforementioned measurements and calculations during the meeting, and is reconnected to the first data-processing system, and the second data-processing system transfers the calculated meeting costs and the total meeting duration to the first data-processing system, whereafter the first data-processing system calculates the meeting costs in relation to one or more identification features.
• the invention furthermore relates to a data-processing system according to claims 10-12 and to a data-processing system combination with a first and second data-processing system according to claim 13.
• the second data-processing system is preferably connected to a second time-measuring device, with which a predefined speaking time can be measured and the expired or the remaining part of the speaking time can be visualized during the meeting.
• This second time-measuring device is particularly intended to control the speaking time of each attendee during the meeting.
• each speaker is allocated a maximum speaking time of 5 minutes. This time is then, for example, visualized on an additional display, which, while the relevant speaker is talking, is reset to the time n 0". It is of course also possible to allow the speaking time to begin at the time "0" and to run for five minutes.
• the device may activate an audible signal at the end of the speaking time.
• the speaking time may be varied.
• the second time-measuring device may comprise, for example, setting means, with which the speaking time can be changed.
• the invention furthermore relates to a meeting clock which comprises the second data-processing system, the time-measuring device and the visualization means, as defined above.
• a clock of this type can be connected prior to the meeting to the first data-processing system for the aforementioned data feed, whereafter the meeting clock is disconnected and can be positioned separately from the first data-processing system in the meeting room, for example next to the chairman of the meeting.
• the chairman can then open the meeting by starting the time measurement by means of the meeting clock, for example by pressing a start button incorporated in the clock.
• the meeting costs and, if required, the elapsed meeting time will then be visualized by the clock.
• the meeting is ended or interrupted, for example, by pressing an end or interrupt button.
• the aforementioned costs are calculated and stored, whereafter the meeting clock is connected to the first data-processing system to supply the latter with the total meeting duration and the meeting costs.
• the second data-processing system, the time- measuring device and the visualization means are preferably accommodated in a common housing, so that the clock can be moved in a simple manner.
• a meeting clock for recording time and costs of an individual meeting is known per se from ZA-A-93 01 124 and from DE-U-296 19 348.
• the aforementioned meeting clocks are reset to their zero condition at the end of the meeting, and are therefore unsuitable for categorizing meeting costs.
• the meeting clock advantageously comprises a second time- measuring device as described above. This can then, for example, be operated by the chairman of the meeting.
• the additional visualization means in the meeting clock comprise an hour glass, which is inverted as soon as a new speaking time for a speaker begins. It appears that the hour glass shape encourages the discipline of the attendees, particularly during the question session of the meeting.
• Figure 1 is a schematic showing a simple embodiment of a device according to the invention
• Figures 2 and 3 are schematics showing different embodiments of a device according to the invention
• Figure 4 shows a simple visualization of a device according to the invention
• Figure 5 presents a screen display which can be visualized by the data-processing system during the entry of one or more data elements .
• Figure 6 presents a screen display which is obtained following the retrieval of the stored data with the "test" meeting identification feature.
• a first data-processing system 1 is connected to input means 2 to input the series of data of each meeting, such as the duration of the meeting, identification feature (s) of the meeting and of each attendee, and also the hourly cost of each attendee, and possibly the duration of presence of each attendee at one or more meetings.
• the input means may, for example, comprise a keyboard, or any other suitable communication means, with which the relevant data can be converted into one or more commands which can be read by the first data-processing system.
• one or more data elements can also be supplied in the form of a bar code or a magnetic strip.
• the data may also, for example, be entered via a touch screen, a computer mouse, a writepad or a voice signal or an infrared signal.
• the data-processing system calculates, for example, the total costs of the meeting by counting the hourly cost of all attendees and multiplying this sum by the entered duration of the meeting.
• the data-processing system uses the entered data, with the aid of the software loaded onto the system, calculates the meeting costs in relation to at least one identification feature. These calculated costs are then fed to a first memory 4, in which the costs for each identification feature or for each combination of identification features are stored in different files.
• Attendee "A" has, for example, the identification feature "A”.
• the meeting costs relating to identification feature "A” are calculated by multiplying the hourly cost of attendee "A" and the duration of presence of "A" at the meeting, which meeting, for example, has the identification feature "X".
• the calculated meeting costs of "A” in meeting “X” are then stored in the memory 4 in a file, for example, designated “A", in which all costs relating to identification feature "A” (i.e. all meeting costs incurred by "A") are stored. In the figure, this is shown as a box A in the memory 4.
• These calculated data can likewise be stored in a different file, in which the meeting costs, in relation to the identification feature "X" of the meeting, are stored. If attendee "A” takes part in a subsequent meeting with identification feature "Y”, the meeting costs of "A” are in turn saved in file "A” and can be counted with the costs already stored in that file.
• the costs of attendee "A" in meeting “Y” can also be stored in a file for the meeting costs relating to meeting "Y", for example designated file “Y” (box Y in the figure) .
• the meetings can likewise have the meeting date as an identification feature.
• the meeting costs are likewise stored by date or by period in a file designated for that purpose. Thus, it is possible for all meeting costs for a specific time period to be retrieved from the memory.
• the meeting costs for each identification feature or a combination of identification features can be retrieved from the memory, for visualization thereof using visualization means 5, such as a monitor or a printer, or to subject them to subsequent (calculation) processing, wherein the processed data can in turn be stored in the memory in a file intended for that purpose.
• a suitable command By entering a suitable command, one or more files can be read from the memory. If, for example, all meeting costs of attendees "A" are to be viewed, the data are retrieved from file "A". If the costs of attendee "A" in the meeting (s) with identification feature "X" are to be viewed, a suitable command can be entered to retrieve the overlapping data from file "A" and file "X", which are then visualized and, if required, stored in a separate file.
• FIG. 2 is a schematic showing a different embodiment of the device according to the invention, in which the components already discussed in Figure 1 are numbered accordingly.
• the identification features of the meeting and of each attendee, and also the hourly cost of each attendee are fed to the data-processing system 1 via the input 2.
• the elapsed time of the meeting is measured, which device feeds the measured time data into the data-processing system 1.
• the data-processing system then calculates the ongoing meeting costs during the meeting in relation to the measured elapsed time, by multiplying the sum of the hourly cost of all attendees by the measured elapsed time of the meeting.
• the visualization means may comprise a display. However, visualization means 6 may also coincide with visualization means 5.
• the time measurement is stopped by the time-measuring device 3, whereafter this time-measuring device feeds a corresponding signal to the data-processing system 1.
• the aforementioned processing operations can be performed and the calculated meeting costs can be stored in the separate files.
• FIG 3 is a schematic showing a further embodiment of the device according to the invention, in which the components already discussed in Figure 1 and 2 are numbered accordingly.
• the data relating to the identification features of the meeting (s) and the attendees, and also the hourly cost of each attendee are entered into the data-processing system 1 via input means 2.
• a second data- processing system 7 is connected to the data-processing system 1.
• This second data-processing system is connected to a second memory 8 with time-measuring means 3 and with visualization means 6.
• the data-processing system 1 calculates the meeting costs per time unit as explained above. These data are entered into the second data-processing system.
• the time-measuring device 3 measures the elapsed time of the meeting and feeds this to the second data- processing system 7.
• the second data-processing system 7 calculates the ongoing meeting costs and feeds these to the visualization means 6, on which these costs are visualized during the meeting.
• the time measurement is stopped and the second data-processing system calculates the meeting costs of the meeting with reference to the total duration of the meeting and stores these data in the second memory 8.
• Input means can also be connected to the second data-processing system to record the duration of presence of each attendee, on the basis of which the second data-processing system can calculate the meeting costs per attendee and can store these in the second memory 8.
• the stored data are fed from the memory 8 to the first data- processing system, which can perform the calculations discussed in Figure 1.
• the data-processing system 7 is connected prior to the meeting to the first data- processing system 1 to obtain the described data. Both systems 1 and 7 are then disconnected and the link between the first and second data-processing systems remains broken during the meeting. At the end of the meeting, the connection is restored in order to transfer the data from the second to the first data- processing system.
• This embodiment is specifically advantageous if the second data-processing system, combined with the second memory, the time-measuring means and the visualization means in the form of a meeting clock, is accommodated in a separate housing and can therefore be moved in a simple manner, independently of the data-processing system 1.
• the total meeting costs, and possibly also the meeting costs per attendee can be calculated with the aid of the second data- processing system at a location removed from the first data- processing system.
• the meeting venue is therefore not dependent on the location of the first data-processing system.
• the device comprises a meeting clock according to the invention 41 with a switch 42, with which the time measurement can be started and stopped.
• the elapsed time from the activation of the device is visualized on a display 43.
• a second display 44 for visualization of the total meeting costs is located under the display 43.
• An hour glass 45 is incorporated in the meeting clock.
• the meeting clock 41 is connected via lines 49 and 50 to a computer 46, which is provided in the conventional manner with a monitor 47 and a keyboard 48.
• the computer 46 is provided with computer software as mentioned above and the number of attendees at the meeting, the hourly cost of each attendee, and also an identification feature of the meeting, such as the date and/or the subject of the meeting, are fed into the computer via the keyboard 8.
• the meeting costs per time unit can be calculated by the computer.
• the computer 46 receives the command to calculate the meeting costs during the meeting.
• the computer 46 sends a corresponding signal via line 50 to the meeting clock 41, whereby the calculated meeting costs are visualized on display 44. After a certain time, for example 5 minutes, the computer again sends a signal with the recalculated total meeting costs to the meeting clock, whereby the visualized costs are incremented accordingly on display 44.
• the device can also be set up in such a way that the computer calculates the meeting costs continuously and the display 44 visualizes a continuous accumulation of the meeting costs.
• the meeting is closed by actuating the switch 42.
• a command is sent by the meeting clock 41 to the computer 46 to end the calculation of the meeting costs.
• the total meeting costs and the total meeting time are stored.
• the meeting costs per attendee will be stored in a file intended for that purpose.
• the computer will furthermore store the total meeting costs in a file in which the costs of all meetings relating to the same subject are stored. Because the date of each meeting is entered, it is also possible to retrieve the total meeting costs of a specific time period from the required file.
• the meeting clock 41 can be connected to the computer 6 prior to and after the meeting in order to exchange the required data, as described above, or may be continuously connected to the computer 6.
• Figure 5 shows a screen display which can be retrieved with a computer program according to the invention.
• Five columns are shown in which the stored meeting costs for each meeting subject are categorized.
• the first column shows a summary of the separate meetings
• the second column shows the associated total meeting costs
• column three shows the elapsed meeting time for each meeting
• column four shows the number of people attending the meeting
• column five shows the date of the meeting concerned.
• the total costs and the meeting duration of all stored meetings relating to the specified subject and the total number of persons attending one or more of the meetings are shown beneath the columns.
• 7 different persons attended meetings "1" and "2”. Meetings covering different subjects can be mapped in a comparable manner, along with the costs per attendee.
• the fourth column is redundant .
• Figure 6 shows a screen display which can be retrieved, for example, in order to enter a new attendee and his/her associated hourly cost.
• the name and the hourly cost can be entered via the keyboard and are linked to a specific meeting covering a specific subject.

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• General Physics & Mathematics (AREA)
• Management, Administration, Business Operations System, And Electronic Commerce (AREA)

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• 1999
  • 1999-06-03 NL NL1012226A patent/NL1012226C2/nl not_active IP Right Cessation
• 2000
  • 2000-05-30 EP EP00937372A patent/EP1188150A1/de not_active Ceased
  • 2000-05-30 AU AU52554/00A patent/AU5255400A/en not_active Abandoned
  • 2000-05-30 WO PCT/NL2000/000369 patent/WO2000075877A1/en active Application Filing

Non-Patent Citations (1)

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