GB2384065A

GB2384065A - Method of adapting data within a database and associated hand-held unit

Info

Publication number: GB2384065A
Application number: GB0128664A
Authority: GB
Inventors: John Thorne
Original assignee: CAMBRIDGE MICRO ENGINEERING LT
Current assignee: CAMBRIDGE MICRO ENGINEERING LT
Priority date: 2001-11-30
Filing date: 2001-11-30
Publication date: 2003-07-16
Also published as: GB0128664D0

Abstract

There is provided a method of adapting data within a database such as those used for school management. The method comprises downloading and storing a portion of data from a central database to a hand-held unit revising the portion of data within the hand-held unit when remote from the database to create a revised data portion , and uploading the revised data portion from the hand-held unit to the central database , to update the central database. A hand-held unit, comprising a wireless interface (32) for transferring data to and from a central database is also provided. This includes data storage means adapted to store a portion of data before and after revision, and a keypad (24) to revise the portion of data according to information obtained at a region remote from a storage facility holding a central database.

Description

Title: Method of Adapting Data within a Database and Associated Hand-held Unit Field of the Invention The invention relates to a method of adapting data within a database by using a hand-held unit, and to a hand-held unit for use with such a method.

Background to the Invention Methods of adapting data within databases are well known and in particular the present invention is concerned with methods and associated systems adapted to monitor pupil attendance.

Systems which monitor pupil attendance can involve portable workstations which incorporate the features of a personal computer. However these are very expensive and vulnerable to theft as they can be used for a wide variety of tasks, not just monitoring attendance. Paper-based systems where a paper register is taken and then scanned into a computer for addition to a database also exist, but these tend not to be reliable due to errors in scanning.

It is an aim of the present invention to provide a method of adapting data within a database, such as a pupil attendance database, and to provide a low cost hand-held unit for use with such a method.

Summary of the Invention In accordance with one aspect of the present invention, there is provided a method of adapting data within a database comprising: downloading a portion of data from a central database to a hand-held unit and storing the portion of data in the hand-held unit, revising the portion of data within the hand-held unit when remote from the database thereby to create a revised data portion relating to information obtained remote from the central database, and uploading the revised data

portion from the hand-held unit to the central database, thereby to update the central database with the revised data portion.

In this way, a complex database requiring large amounts of memory for storage can have a relevant portion of the information it contains downloaded into a portable interactive unit for amending to reflect the current status of items remote from the database, for example students or other personnel to provide information on attendance, goods received in a shipment etc.. The updated, revised data can then be inputted into the central database to provide a simple yet effective way of updating the database with information obtained remote from a storage facility housing the database. Thus a method of adapting data relating to personnel attendance is provided.

Preferably the data portion stored within the hand-held unit is stored on a temporary basis, and overwritten during the next download. Thus typically the hand-held unit will be supplied with the portion of data at the start of the day, the data be revised and uploaded to the central database at the end of the day and a next portion of data stored in place of the first portion of data on the next day for subsequent revision.

Preferably the data portion is revised by manual interaction with a keypad associated with the hand-held unit.

Typically downloading and uploading will be via a wireless connection, such as an infra-red link, which requires the hand-held unit to be in proximity to the storage facility holding the central database.

The method is particularly suitable for use with databases used for school management, and in particular records of pupil attendance.

In accordance with a further aspect of the present invention, there is provided a hand-held unit, comprising transceiver means for transferring data to and from a central database, data storage means adapted to store a portion of data before and after revision, and input means to

revise the portion of data according to information obtained at a region remote from a storage facility holding a central database.

The transceiver means may comprise a wireless interface, such as an infra-red, RF or Bluetooth link. Thus whilst the hand-held unit should desirably be in proximity with the storage facility, wired connection to the storage facility is not required for data transfer.

The storage means may comprise a micro-processor associated with a storage memory.

The input means is preferably in the form of a keypad.

The invention will now be described, by way of example, and with reference to the accompanying drawings in which: Figure 1 is a schematic diagram illustrating use of the method and a hand-held unit in accordance with the invention; and Figure 2 shows a diagrammatic view of a hand-held unit.

Description A method of adapting portions of a database and an associated hand-held unit for use in monitoring pupil attendance will be described with reference to Figure 1. Before a class begins, a hand-held unit 10 has a portion of data from a central database on a host computer downloaded into it via a wireless link, such as an infra-red link. Typically the data will relate to a specific class, providing details of the students within that class, including authorised absences. Once data transfer is achieved, the unit is given to a teacher 12 for taking a formal register of the students 14 in a class. The teacher begins the class register, see Figure l (a), and as each student name is called up, the teacher can see from the selected data stored in the unit whether that student is authorised to be absent, and if not so authorised enters the presence or absence of the child for storage as revised data in the unit. The details relating to attendance of pupils in that class are thus readily stored within one unit.

As and when required, for example at the end of morning and afternoon register, the unit 10 is taken to a central computer facility 16 and the information contained in the unit

downloaded to update the central database with the attendance information from that day, see Figure l (b). Generally one unit will be provided for each class, with the attendance data in each unit downloaded to update the database.

By having a unit 10 which logs details related to a specific class, fire drills are simplified as vast numbers of paper records do not need to be taken and checked to ascertain the attendance of any given class, merely the hand-held units distributed and the electronic register held on those units for that day run through by whomever is allocated to the class for that drill, see Figure l (c). As the hand-held unit has been provided with information from the central database, information that otherwise might only be tallied up at a later date, for example authorised absences, is immediately present each and every day.

There is thus provided a simple and cost effective way of revising a portion of data held within a database in response to items remote from the database, as for example with pupil attendance. The unit could also be used for logging goods from transporters and the like, and then updating a remote database once data acquisition to the hand-held unit has been completed.

The hand-held unit will now be described in more detail with reference to Figure 2. The hand-held unit 20 comprises a plastics enclosure 22 of a suitable size to be hand-held and in an upper face has a keypad 22 which includes a combination of alpha-numeric keys, functional assemblies and application specific symbols, for example a green tick for attendance or red cross for an authorised absence, and is in two-way communication with a central microprocessor 26 for data storage and for displaying information on a liquid crystal display associated with the keypad 24. The microprocessor controls the other electronic elements within the unit and holds control software in a re-programmable memory 35, as well as storing certain system parameters. The microprocessor also provides a real-time clock for timing functions where required, and monitors the power supply 37 from battery 36 and alerts the user when power is low.

A wireless interface 32 communicates with the microprocessor, and allows downloading and uploading of data between the unit 20 and a central computer hosting a large database. The

remote connection enabled by the wireless interface means that there is no physical connection required between the unit and the central host to transfer information, only proximity of the two. Suitable wireless interfaces include optical interfaces such as infrared, radio frequency and also Bluetooth or any contactless interface which provides a suitable data communication channel from the unit to the host system. A beeper 34 attached to the microprocessor 26 provides an audible alarm signal in response to signals from the processor, for example when invalid data is entered and when shutdown is imminent due to battery failure. All of the elements within the unit are powered via battery 36. The device is designed to be low power so that a single battery powers over an academic term, or a full academic year. However this means that the processing capability of the unit is limited and typically the memory will only store around 200 individual records. Security password protection is provided.

In operation, selected data contained in a database of management information system held on the central host is downloaded to the unit 20 for updating by the user. Such management information systems are used in many educational establishments to provide fast processing of data relating to the establishments'students and to provide ready access to any interpretation of that data required. The main computer hosting the database program has interface software which manages the data link between the unit and the management information system on the host, and the database typically provides the following pupil data to be stored and used within the unit on initial download: Name; Data set (e. g. class or form); Pre-loaded attendance information, for example known authorised absences; Dinner type, for example if school dinner is expected; and School specific information.

The user then modifies the data using the unit 20 and adds additional information which can be uploaded back to the host for storage and analysis. In addition, system information can be extracted from the host system, for example such as time and date, so that the real-time clock within the microprocessor can be synchronised with that of the host system.

The software running within the microprocessor implements a protocol to ensure error-free communication between the unit and the host system and in addition verifies the integrity of the data loaded into the unit before usage.

Once the unit is loaded with the portion of data from the database that is to be modified, the user enters additional qualification data via the keypad. This data is typically attendance or absence verification, but may extend to supplementary data such as the requirement for a meal during the day. If desired, the user can view the data stored on the unit after entry so as to perform a check of the data entered, and also when required for example at fire drills. An electronic lock is available to prevent unauthorised usage relying on a pre-programmed key sequence, which can be loaded from the central host. The unit is programmed to erase stored data after a pre-determined time period in case the unit is lost or stolen. The data may also be modified and the software controlled to allow amendment of the original host data. The host can then query such amendments when the data is downloaded from the unit back to the host.

The software typically uses the liquid crystal display 30 to display the data relating to the pupil record and to prompt the user for the required qualification data to be entered.

Once all data modification is completed, the modified data is downloaded back to the host system for storage and further manipulation by the management information system, see Figure l (b).

As the microprocessor monitors the state of the battery, the user is alerted by the microprocessor to battery failure and the need to replace the battery. If the battery level becomes too low to allow usage but is sufficient to allow the unit to power-up, then the user is given a warning of the battery level before the unit self-powers down.

For security reasons, if the battery level is so low as to prevent the unit powering-up altogether, the unit can be programmed to erase all stored management information system data on next time power up when the battery is replaced. This will then require reloading of

the management information system data from the host system and will also reinitialise the clock from the host system's clock since this required the battery to operate.

The unit will enter a low power state under software control if left unused for extended periods of time so as to conserve battery power. The unit can be woken up from this low power mode by the pressing of any keypad button at least twice.

By having a dedicated module or unit for logging attendance, the likelihood of theft of the unit is substantially reduced as the unit has no other capability other than interacting with the central database, for example it could not be used as a calculator or laptop computer. Also the simplicity of the unit or device, relying as it does on the central processing power of the main computer between subsequent downloads of information, ensures that the unit is cheap and thus not prohibitively expensive for use in schools and other educational establishments.

Claims

Claims 1. A method of adapting data within a database comprising: downloading a portion of data from a central database to a hand-held unit and storing the portion of data in the hand-held unit, revising the portion of data within the hand-held unit when remote from the database thereby to create a revised data portion relating to information obtained remote from the central database, and uploading the revised data portion from the hand-held unit to the central database, thereby to update the central database with the revised data portion.
2. A method of adapting data according to claim 1, wherein the data portion stored within the hand-held unit is stored on a temporary basis, and overwritten during the next download.
3. A method of adapting data according to claim 1 or claim 2, wherein the data portion is revised by manual interaction with a keypad associated with the hand-held unit.
4. A method of adapting data according to any of the preceding claims, wherein downloading and uploading is via a wireless connection which requires the hand-held unit to be in proximity to the storage facility holding the central database.
5. A method according to any of the preceding claims when used with databases used for school management.
6. A hand-held unit, comprising transceiver means for transferring data to and from a central database, data storage means adapted to store a portion of data before and after revision, and input means to revise the portion of data according to information obtained at a region remote from a storage facility holding a central database.

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7. A hand-held unit according to claim 6, wherein the transceiver means comprises a wireless interface.
8. A hand-held unit according to claim 6 or claim 7, wherein the data storage means comprises a micro-processor associated with a storage memory.
9. A hand-held unit according to any of claims 6 to 8, wherein the input means is in the form of a keypad.
10. A method of adapting data within a database substantially as herein described with reference to and as illustrated in Figure 1.
11. A hand-held unit substantially as herein described with reference to and as illustrated in the accompanying drawings.