JPH10177568A - Document management system and storing medium for managing document - Google Patents

Abstract

PROBLEM TO BE SOLVED: To make the progress of a project, the time-sequential relation among documents, and the chaining relation among the documents clearly recognizable by efficiently managing the schedule of the project and documents prepared in the processes of the project. SOLUTION: A document management system is provided with a schedule information recorder 13 that stores the starting date, ending date, input information, and output information of each process in a project, a document recorder 12 that records documents which are prepared in each process and become the input information and output information of each process and the preparing conditions of the documents, a document management information recorder 11 that records the examiners, approvers, etc., of the prepared documents, a terminal device 19 that performs the preparation, examination, approval, etc., of the documents, and a means 17 that edits the starting and ending dates and preparing conditions of documents from the recorder 13 in an arrow diagram and links the information on the storing position of the documents to be prepared in each process of the project to the arrow diagram when the documents are approved after preparation.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document management system, and more particularly to a document management system and a document management system for realizing management of ISO9000-compliant documents and quality records by linking schedule management and document management. It relates to a storage medium for management.

[0002]

2. Description of the Related Art ISO 9000 is a standard for a mechanism (quality system) for guaranteeing the quality of a product.
It is not just a product standard, but a product design, development, manufacturing,
Standardized requirements that require suppliers to meet specified requirements in installation and ancillary services. The standard requires that the quality system be documented, implemented effectively, and validated. Documents created for quality control are called quality records.For example, for quality records related to the management of a project that develops a certain system, there are a wide variety of documents such as documents related to project planning and documents for confirming contract contents. I have.

[0003] Conventionally, as a method of efficiently managing documents created in the past in various tasks and the like, Japanese Patent Application Laid-Open No. Hei 8-2
There is a technique described in Japanese Patent No. 2470. this is,
An arbitrary character string in the document is set as a keyword in a document created over time, and date stamp information indicating the creation date is added to the document and recorded.

[0004] There are basically two methods for retrieving the material recorded in this manner. One is a method of performing a search by matching an input search keyword with an arbitrarily set keyword. is there. The second method is to search for a material file in which the designated date matches the date indicated by the date stamp information added to the material.
In this case, there is a method for efficiently searching by combining the two search methods.

[0005] In addition, with respect to materials having a life cycle such as specifications created by individuals in business, date information of each material file and keywords extracted from the material files are managed in association with each other. It has a function that can present other related material files in the material creation process.

[0006]

SUMMARY OF THE INVENTION By the way, ISO 90
00 requires management of documents and quality records as one of the requirements. Therefore, after a schedule for creating necessary documents and quality records is set, it must be managed so that documents and quality records are created according to the schedule. In particular, prior to the issuance of externally issued document data, authorized persons shall examine and approve the adequacy of the data, determine the storage, maintenance, and storage time limits for easy retrieval and record Is specified.

[0007] The technique described in Japanese Patent Application Laid-Open No. HEI 8-22470 is a new technique because materials created in the past and related materials can be managed by keywords and dates, and related materials can be searched. It is effective in that it can be effectively used for creating important materials.

However, when the management of documents and quality records required by ISO 9000 is attempted, the progress of the project and the input of the processes in the project (one project is composed of a plurality of processes) are required. It is necessary to manage the output information as a result of the information and process, but in the above-mentioned conventional technology, the project schedule management and the document management which is the product of the project process must be performed independently. Absent.

When schedule management and document management are performed independently, only the creator can know whether each document is in the process of being created or has been created, and the progress of the project cannot be grasped. is there.

Another problem is that the time-series relationship between documents cannot be grasped. Furthermore, there is a problem that the chain relation of documents cannot be grasped.

An object of the present invention is to efficiently manage a project schedule and documents created in a process in the project, and to clarify the progress of the project, the chronological relationship of the documents, and the chain relationship of the documents. The object of the present invention is to provide a document management system and a document management storage medium that can be grasped.

[0012]

In order to solve the above-mentioned problems, the present invention is to link project schedule management and documents created in each process in the project.

More specifically, a schedule information storage device for storing a start date and an end date of each process in the project, and input information and output information of each process, and a process serving as input information and output information of each process. Document recording device that records the document created by the user and its creation status, document management information recording device that records the examiner and approver of the created document, and terminal device that creates, reviews, and approves the document And a means for editing an arrow diagram based on the start date / end date of the schedule information storage device and the document creation status to determine whether a document to be created in each process of the project has been created (examined / approved). If approved, the location information of the document is returned to the arrow diagram. It is obtained so as to give click.

Further, the document management storage medium of the present invention is provided with means for editing the start date / end date of the schedule information storage device and the document creation status into an arrow diagram, and should be created in each process of the project. It stores a processing program for determining whether a document has been created (examined / approved), and if approved, links information on the storage location of the document to an arrow diagram.

[0015]

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

FIG. 1 is a system configuration diagram showing an embodiment of a document management system to which the present invention is applied. A document management information recording device 11, a document recording device 12, a schedule information recording device 13, a document recording information access means 14 Document access means 15, schedule information access means 16,
Arrow diagram creating means 17, terminal control means 18,
It comprises a plurality of terminal devices 19 and a computer 20.

The document management information recording device 11 stores a creator of a document to be created in each process in a project, an examiner, a storage period, and the like. Document recording device 12
Stores documents created by each process in the project. The schedule information recording device 13 stores the start date and end date of each process in the project, input information necessary for the process, and what is a deliverable (document).

The document record information access means 14 is a function of the computer 20 for registering and updating the document management information recording device 11, and is constituted by a program. The document access means 15 is provided in the document recording device 12.
This is a function of the computer 20 for registering and updating a document in the computer 20, and is configured by a program in detail.

The schedule information access means 16 is a function of the computer 20 for registering or changing schedule data in the schedule information recording device 13, and is constituted by a program. The arrow diagram creating means 17 includes the schedule information recording device 13
And a function of the computer 20 for editing a schedule and its progress as an arrow diagram based on the contents of the document recording device 12, and is constituted by a program in detail. The program that performs this arrow diagram creation processing is a floppy disk, CD / R
It is provided to the user on a storage medium such as an OM or a mask ROM. In addition, as an alternative to a storage medium such as a CD / ROM, it may be provided for a fee through a network such as the Internet.

The terminal control means 18 comprises a plurality of terminal devices 19
Is a function of the computer 20 that manages users who use, and is specifically configured by a program.

The terminal device 19 is used by a user to create a document, input schedule data, and the like. Specifically, the terminal device 19 includes a display device such as a display and an input device such as a keyboard and a mouse. is there.

FIG. 2 shows the structure of data stored in the schedule information recording device 13. In the figure, reference numeral 21 denotes a process in a schedule, and a plurality of processes exist in one project. Reference numeral 22 denotes a process obtained by dividing a process for each operation, and is referred to as a subprocess in this embodiment. 23 is the start date of the sub-process,
24 is the end date of the sub-process. Reference numeral 25 denotes document name (customer request specification, estimate specification, etc.) information necessary for starting the sub-process. Reference numeral 26 stores a document name (estimation specification, order determination specification, etc.) created as a product of the subprocess.

In the present embodiment, an example will be described in which output information created in a sub-process is input information for the next sub-process.

FIG. 3 shows the configuration of the heading data section stored in the document recording device 12. In the figure, reference numeral 31 denotes a document name stored in the document recording device 12, and reference numeral 32 denotes a creator of the document. Reference numeral 33 indicates the current status of the document, and stores information indicating how far the creation, examination, and approval actions are in progress and the completion of work. Reference numeral 34 denotes an address in the document recording device 12 where the document is actually stored.

FIG. 4 shows the structure of data stored in the document management information recording device 11. In the figure, reference numeral 41 denotes a document name, and the schedule information recording device 1
3, input information 25 or output information 26;
It is associated with the document name 31 of the document recording device 12.
42 denotes a creator of the document, 43 denotes an examiner, and 44 denotes an approver. 45 is the number of years of storage, and 46 is the storage source. Reference numeral 47 denotes a distribution destination of the created document.

Next, an outline of the processing will be described with reference to the flowchart of FIG.

First, when the project is started, the schedule of the project is stored in the schedule information recording device 13 from the terminal device 19 (step 51). Next, the creator 42, the examiner 43, and the approver 44 of the input information 25 and the output information 26 registered in the schedule information recording device 13 are registered in the document management information recording device 11 (step 52).

Next, based on the contents of the schedule information recording device 13 and the document management information recording device 12, work is performed to create a document. At this time, the check by the creator or the like depends on who uses the terminal device 19 and the terminal control means 1.
8 and is managed by performing exclusive control in the document access means 15 (step 53). The progress of the work is determined by updating the status 33 of the document recording device 12 (step 54). The arrow diagram creating means 17 creates an arrow diagram as shown in FIGS. 8 and 9 described later based on the contents of the schedule information recording device 13 and the document recording device 12 (step 55). If during the project period, steps 53 to 55 are repeated.

Next, the procedure for creating an arrow diagram for each process as shown in FIG. 8 will be described with reference to the flowchart in FIG.

Upon receipt of an arrow diagram creation command from the terminal device 19, the arrow diagram creation means 17 checks the storage contents of the schedule information recording device 13 through the schedule information access means 16, and the process 2
The earliest start date 23 is specified for each one (step 6
1). Similarly, the latest end date 24 is specified for each process 21 (step 62). Next, document access means 1
5, the contents of the document recording device 12 are checked, and the output information for each process which has the slowest progress (document name, creator) is specified from the status 33 (step 63). Next, the earliest start date and the latest end date specified in steps 61 and 62 are plotted and displayed in a format (FIG. 8) held by the arrow diagram creating means 17 (step 64).

Next, the input information 25 is acquired from the schedule information recording device 13 for each process (step 65). Then, it is checked whether or not the document indicated by the acquired input information 25 has been approved based on the status 33 of the document recording device 12 (step 66). Further, the document storage address 34 of the approved document is obtained.
In this embodiment, the approved document is regarded as a formal document,
The document storage address of only the approved document is obtained (step 67). Then, the information acquired in steps 66 and 67 (document name 31, creator 32)
Is attached to the position of the start date of the arrow diagram plotted in step 64 (step 68).

Next, it is checked whether all the documents indicated by the input information 25 have been approved (step 6).
9). If all are approved, change the plot display. In the present embodiment, what is plotted is shown in FIG.
The display is changed so as to be filled with the thick line A as shown in FIG. In this case, the display may be changed by changing the color.

FIG. 8 shows an image in which a document pasted on the arrow diagram is selected with a mouse or the like. For example, when a start date portion indicated by a black circle is selected, the input information “customer requirement specification”, “estimation specification”, “estimation record”, “ Minutes of customer meetings ",
The "order decision specification" and "specification specification" are displayed in the rectangular frame B, and when one of the displayed input information is selected, the selected document is linked if it is approved. The document is displayed in a rectangular frame C based on the stored document storage address.

Next, the output information 26 for each process
Is acquired from the schedule information recording device 13 (step 611). Then, it is determined whether or not the document indicated by the obtained output information 26 has been approved.
(Step 6)
12). Then, as in the case of the input information 25,
The document storage address 34 of the approved document is obtained (step 613). Next, steps 611 and 61
The information acquired in step 2 is attached to the end date position of the arrow diagram plotted in step 65 (step 614).

Thereafter, it is checked whether or not all the output information 26 has been approved (step 615). If all are approved, change the plot display. this is,
This is the same as the case of the input information 25 (step 61).
6).

Next, the creation of an arrow diagram of a sub-process will be described with reference to the flowchart of FIG.

First, the start date 23 is plotted for each subprocess (step 71). Similarly, the end date 24 for each sub-process is plotted (step 72). Next, the status 33 stored in the schedule information recording device 13 checks whether the document indicated by the sub process input information 25 has been approved. As described above, since the document name is stored as the input information 25,
The document name 31 of the document recording device 12 is searched based on the document name, and the status 33 of the corresponding document name 31 can be specified (step 73). As a result of the check, if the document has been approved, the plot display on the start date is changed to a thick line (step 74). Next, the progress of the document indicated by the output information 26 is obtained. Since the document name is stored in the output information 26, the document name 31 of the document recording device 12 is searched using the document name as a key.
The status 33 is obtained (step 75).

Next, it is checked whether or not the obtained status 33 has been approved (step 76). If approved, the storage address 34 of the document is obtained (step 77). Then, the obtained document storage address 34 is attached to the plot portion of the end date (step 78). Then, the display of the plot portion is changed to indicate that the approval has been completed (step 79). If the approval has not been made, the status of the work is displayed (step 79).

FIG. 9 shows an example of an arrow diagram of the sub-process. FIG. 9 corresponds to the next screen of FIG.

FIG. 9 shows an example in which the progress status of each document created in the sub-process is represented by a thick line, but it is naturally possible to form one arrow diagram in the sub-process. When the progress status of each document is represented as shown in FIG. 9, if the document has been approved as shown in FIG. 9, by selecting the end point of the arrow with a mouse or the like, the document indicated by the output information is changed to “XX system”, “ It is displayed in a rectangular frame D such as "estimate".

Next, how the information of the document management information recording device 11 is used will be described.

First, as described above, this document management information is registered together with the schedule management information before the start of the project. When the start date of the sub-process of the schedule information is reached, the document creator 42 is given creation authority. Whether or not the creation of the document has been completed is checked at any time according to the status 33 in the document recording device 12, and based on the information of the completion of the creation being input from the creator, a document examination instruction is sent to the examiner. Next, when the examination is completed, an approval order is sent to the approver. The order of the examination to the examiner and the order of the approval to the approver can be realized by using the conventionally known e-mail and workflow technology, and the management of the examination result and the approval result is the same. Description is omitted in the embodiment. Then, it is stored according to the storage period 45 and the storage source 46. Further, since the place to which the created document is to be distributed is stored in the distribution destination 47, reference authority is given based on the information, or the document is transmitted by e-mail.

In the arrow diagram, a line of a specific color or thickness may be displayed so that a document which has been created and has not been approved can be identified. Further, if the input / output relationship between the documents is specified by a dotted line or the like, the relationship between the documents can be clearly grasped.

[0044]

As is apparent from the above description, according to the present invention, documents created in each process constituting a project are linked to an arrow diagram used for project progress management, and schedule management and document management are performed. Because we linked with management, in addition to the progress of the process, what kind of document is planned to be created in which process, what kind of document was created in which process, or Review,
A person other than the creator can grasp the approval status in a time-series and clear manner. In addition, it is possible to clearly understand the chain relation of documents. Furthermore, it is possible to centrally manage the latest version of the created document.

Further, since the created document can be directly displayed in the arrow diagram, even if a document created in the past becomes necessary, the arrow diagram can be searched without using the creation date or keyword. This makes it possible to obtain necessary documents directly from the Internet.

[Brief description of the drawings]

FIG. 1 is a system configuration diagram showing an embodiment of a document management system to which the present invention is applied.

FIG. 2 is a configuration diagram of data stored in a schedule information recording device.

FIG. 3 is a configuration diagram of heading data stored in a document storage device.

FIG. 4 is a configuration diagram of data stored in a document management information recording device.

FIG. 5 is a flowchart illustrating an outline of a document management process.

FIG. 6 is a flowchart showing a procedure for creating an arrow diagram of a process.

FIG. 7 is a flowchart showing a procedure for creating an arrow diagram of a subprocess.

FIG. 8 is a diagram showing an example of an arrow diagram of a process.

FIG. 9 is a diagram illustrating an example of an arrow diagram of a subprocess.

[Explanation of symbols]

11: Document management information recording device, 12: Document recording device, 1
3 ... Schedule information recording device, 14 ... Document record information access means, 15 ... Document access means, 16 ... Schedule information access means, 17 ... Arrow diagram creation means, 18 ... Terminal control means, 19 ... Terminal device.

Claims (3)

[Claims] 1. A schedule information recording device for storing a start date and an end date of each process in a project, input information and output information of each process, and a document serving as the input information and output information and a creation status thereof. A document recording device for recording, a document management information recording device for recording at least an examiner and an approver for a document to be created, a terminal device for performing operations such as document creation, examination, and approval; and a schedule information recording device. Based on the start date and end date of the stored process and the information on the creation status of the document stored in the document recording device, to create an arrow diagram of each process,
Determines whether the documents to be created in each process of the project have been reviewed and approved. If the documents have been reviewed and approved, the information on the storage location of the document on the document recording device is started on the arrow diagram of the process. A document management system comprising: an arrow diagram creating unit that links a position of a date or an end date. 2. The arrow diagram creating means, if all documents to be created in each process have been reviewed and approved, display the fact in a predetermined format in the arrow diagram. 1. The document management system according to 1. 3. A schedule information recording device for storing a start date and an end date of each process in a project, input information and output information of each process, and a document serving as the input information and output information and a creation status thereof. A document management system including a document recording device for recording, a document management information recording device for recording at least an examiner and an approver of a document to be created, and a terminal device for performing operations such as document creation, examination, and approval. A document management storage medium to be used, comprising: an arrow for each process based on a start date and an end date of a process stored in the schedule information recording device and information on a creation status of a document stored in the document recording device. Create diagrams and review documents to be created in each process of the project An arrow diagram that determines whether or not the document has been approved, examines the document, and if approved, links information on the storage location of the document on the document recording device to the start date or end date on the arrow diagram of the process. A document management storage medium storing a creation program.