WO2001016814A1 - Systeme de gestion d'informations - Google Patents

Systeme de gestion d'informations Download PDF

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Publication number
WO2001016814A1
WO2001016814A1 PCT/AU2000/001017 AU0001017W WO0116814A1 WO 2001016814 A1 WO2001016814 A1 WO 2001016814A1 AU 0001017 W AU0001017 W AU 0001017W WO 0116814 A1 WO0116814 A1 WO 0116814A1
Authority
WO
WIPO (PCT)
Prior art keywords
documents
information management
management system
database
primary
Prior art date
Application number
PCT/AU2000/001017
Other languages
English (en)
Inventor
Phoebe Harriet Johnson
Justine Anne Mccarthy
Daniel Anthony Everett
Erica Brooke Ketchen
Original Assignee
Fhp Australia Pty Ltd
Priority date (The priority date is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the date listed.)
Filing date
Publication date
Application filed by Fhp Australia Pty Ltd filed Critical Fhp Australia Pty Ltd
Priority to AU66726/00A priority Critical patent/AU763927B2/en
Priority to NZ517230A priority patent/NZ517230A/xx
Priority to CA002383023A priority patent/CA2383023A1/fr
Priority to GB0204103A priority patent/GB2368433A/en
Publication of WO2001016814A1 publication Critical patent/WO2001016814A1/fr

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Classifications

    • 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
    • G06Q10/00—Administration; Management
    • G06Q10/10—Office automation; Time management

Definitions

  • This invention relates to an information management system and method ot implementing same More particularly although not exclusively, the invention relates to an information management system which can be used to monitor rights and obligations defined in documents stored in the system
  • a corporation involved in a large project such as a construction project, might enter into a number of different contracts with a number of different parties which prescribe a range of obligations that must be carried out by the contracting parties within defined time frames
  • a diary system can be set up to ensure that the required actions are taken within the required time frames however there may be limitations with such a system as
  • an information management system able to assist with the management and monitoring of a multiplicity of documents containing rights and/or obligations including due dates arising out of a plurality of primary documents
  • the system including a database adapted to store in an electronic and searchable format the plurality of primary documents, an electronic diary system linked to the database which records at least selected due dates arising out of the primary documents, access means for use in interrogating the database and diary system, and display means for selectively displaying both details of the documents and the due dates
  • a method for implementing an information management system able to assist with the management and monitoring of a multiplicity of documents containing rights and/or obligations including due dates arising out of a plurality of primary documents including the steps of providing a database adapted to store in an electronic and searchable format the plurality of primary documents, providing an electronic diary system linked to the database which records at least selected due dates arising out of the primary documents, providing access means for use in interrogating the database and diary system, and providing display means for selectively displaying both details of the documents and the due dates
  • the database may be divided into sections, each section cross referenced to the others, the sections including at least a first section which incorporates summaries of each of the primary documents stored in the database, a second section which incorporates the primary document themselves, and a third section which incorporates the defined terms in each of the primary documents
  • the database may include a fourth section of related documents, le, documents which in some way or another relate to the primary documents Those related documents may be in the form of advices, correspondence, annexures , contact details, standard clauses, or the like
  • the database is sortable
  • the documents may be sortable by title, by topic, or by party Further possible sort topics may be appropriate such as, for example, sorting by obligation, creation date, level of importance, and various subject matter topics
  • sort topics may be appropriate such as, for example, sorting by obligation, creation date, level of importance, and various subject matter topics
  • the electronic diary system will preferably record all applicable dates which arise out of the documents
  • the diary system will preferably have some form of notification arrangement associated therewith, such as an appropriate notification message (le such as electronic mail) being sent to an appropriate individual, which will be generated, preferably automatically at specified times prior to when each due date occurs and/or on the due date itself
  • a diary date may be entered into the electronic diary automatically when the primary document is entered into the database, or it may be entered manually by the person loading the document into the database
  • the diary entry will include an appropriate cross referencing arrangement so that each diary entry is cross referenced to the portion of the particulai document which causes that diary entry to be generated For example, a diaiy date could be cross-linked to the clause in the particular primary document which generated the diary entry
  • the system is integrated into a communications network (le such as the internet or an intranet) and reminders generated by the system are forwarded via the network to individuals who take responsibility tor carrying out the tasks to which the due dates relate Reminders may also be sent to others who monitor whether those tasks have been carried out
  • a communications network such as the internet or an intranet
  • system may be updated or maintained or monitored using the communications network and, indeed, new documents and diary entries may be added to the system via such network
  • the access means tor use in interrogating the database and diary system may comprise a keyboard and screen so that the system is readily accessible using a personal computer connected to the database
  • the display means tor displaying details of the documents may. similarly, comprise a personal computer, or it may comprise a printout, electronic message forwarded to a personal computer, or any other appropriate display or message generation means.
  • the documents with which the system may operate may be of any appropriate nature Typically each document will have a multiplicity of rights and/or obligations including due dates associated therewith Those dates would typically be internal to the documents and may be distributed in different clauses spread throughout the document, or they may be dates which are external to the documents but which relate to the transaction of which the documents form a part
  • Figs 1 - 12 show example screens which would be presented to a user employing the system for managing a plurality ot contracts
  • Fig 13 is an information flow diagram of an information management system accessible to multiple users via a communications network according to the present invention Detailed description of the embodiments
  • the system would be set up to monitor a large number of documents and provide due date notifications as and when events which require action, as dictated by the documents, fall due
  • the documents comprise contracts relating to a particular project
  • the system is set up to monitor the large array of different contracts which an infrastructure project manager might enter into with various service organisations which interface with the project manager in relation to the use of the infrastructure facility
  • various service organisations which interface with the project manager in relation to the use of the infrastructure facility
  • organisations which might be involved in that interface include such groups as municipalities, traffic authorities signage organisations, • medical services, repair and maintenance services, security services, advertising organisations,
  • the screen is a display of a typical web browser screen for the preferred embodiment
  • the system is network based which allows the system to be accessed by authorised client users of the Internet.
  • the screen itself is divided into two sections, namely an index section shown by broken lines as index section 10 and an information section 12
  • index section 10 provides a facility for navigating within the database
  • information section 12 provides information, at different levels of detail, of the different sections of the database
  • the screen shown in Fig 1 details what are in effect summaries of the different agreements contained within the system
  • the summaries may be sorted to suit the user and the screen shown at Fig 1 has the summaries sorted by alphabetically “title” It will be noted that the summaries may also be sorted by "category", le the topic to which the agreements relate, or by "party"
  • Fig 2 depicts the summaries sorted by category Two of the categories are depicted in the Fig 2 screen and other categories include "design and construction", “insurances”, “intellectual property” and the like It will be noted that each ot the categories is expandable and in Fig 2 the category “security” has been expanded to illustrate the seven agreements which are broadly relevant to that topic
  • the screen shows details ot the "ABA Agreement (Summary)"
  • the summary shows details ot the parties and the purpose ot the agreement
  • the categories broadly relevant to the agreement are listed and electronically linked to relevant detail in either the summary and/or the particular agreement
  • the summary also contains a brief description of the important clauses of the relevant agreement, together with hypertext links directly to the relevant clauses in the actual agreement
  • the database stores a summary ot the contract with access to the individual contract clauses also being obtained through a readily expandable indexing system which enables a user to quickly and efficiently seek out the clause which he or she requires
  • a user has multiple means ot viewing the contents ot a summary
  • a user can view the contents by starting at the beginning ot the summary and then moving down through its contents by using the arrows on the right hand side ot the screen Alternatively, by selecting one of the headings (eg Breach events, or Key date(
  • the screen shown in Fig 4 illustrates to the user, the categories which are broadly relevant to the ABA Agreement If. tor example, the user wants to see the summary's description relevant to Maintenance and Repairs, the "Summary below" hyperlink text is selected for that category and the user is then shown the relevant part of the summary Alternatively, it the user wants to view the actual clause of the contract relevant to Maintenance and Repairs, the user selects the "[Clause 8]" hypertext link and the screen shown in Fig 5 is displayed on the web browser so that the user can view that relevant clause of the ABA Agreement Using the embodiment ot the present invention, it is possible for a user to view parts of an Agreement in summary form and then, as the information ot each document is cross-referenced using hypertext linking on the web page, review those other documents or parts of documents which require review
  • Fig 6. a screen is shown which details a list of "advices" which might be relevant to the management of the infrastructure project Those advices might be in the form ot, for example, letters of advice or memoranda from solicitors, replies to questionnaires provided by service providers, or any other document which the user of the system feels should be included in a list of.
  • advices may be accessible only to certain usei s ot the system, such a top level management, or different categories ot advices might be accessible by different individuals within an organisation
  • the system could have further categories ot documents added thereto, and the "advices" screen is intended to suggest one form of additional screen which might be suitable tor an information management system of the type under consideration
  • Fig 7 depicts a screen which lists all of the agreements, by title, on the system
  • a user can view the text of a particular agreement by selecting the hypertext link for the relevant agreement
  • the example shows only eleven agreements but clearly, as mentioned above, the system may contain as many agreements as the user feels is appropriate
  • a system would be used for one particular project but the extent to which a user bundles together agreements relating to more than one project depends, of course, on a particular user's preferences
  • Fig 8 depicts a "planner” or diary screen
  • Fig 9 and 10 depict the monthly checklist screen
  • the planner screen (Fig 8) is designed to notify the user when events or obligations detailed by the contracts stored in the database tall due tor action
  • Fig 8 depicts the month of January 1999
  • the entry on January 1 1999 indicates that "Company A to pr " in hypertext link If this is selected the browser displays the details for the due date "Company A to provide Operation and Maintenance Report" which must be provided on 1 anuary 1999
  • the browsei also displays a hypertext link to the description of that obligation in the relevant summary and a hypertext link to the relevant clause in the agreement itself This enables the user to access readily more information relevant to the particular due date
  • a user of the system can use the diary system for monitoring dates of importance relating to any ot the clauses of all ot the contracts on the system
  • Figs 9 and 10 there is depicted a monthly checklist screen This is designed to list chronologically tor the user in a checklist format, the diary entries for that month Thus, a user can use this list to check that the obligations have been fulfilled
  • due dates When the contracts are entered into the database all due dates which arise out of the contracts should be entered into the planner
  • the due dates is extracted automatically from the contract at the time ot entry or loading ot the contracts into the database It is envisaged that this would require the dates to be entered into the contracts with a suitable "marker attached thereto so as to allow for automatic extraction thereby ensuring that the system would be sufficiently "intelligent" to identify and extract dates from all the clauses ot the contract Otherwise, the dates would simply be manually extracted by the person who downloads the contracts onto the database to thereby ensure that all appropriate diary dates are correctly entered against all relevant future obligations
  • the system allows a user to interface a diary system with contract clause entries in a user t ⁇ endly and readily accessible manner
  • the user is able to keep track of contracts relating to a particular project in one database and has comfort that certain dates relating to those contracts are stored in a correlated and cross-referenced diary system
  • the dates pertaining to those additional contracts can be included into the planner and.
  • Fig 1 1 depicts a "search" screen which can be used to search through the database for information which might pertain to a particular subject matter or phrase
  • a search screen which can be used to search through the database for information which might pertain to a particular subject matter or phrase
  • the search tool may be made more sophisticated to allow for boolean searching thereby enabling a search to be more accurately targeted then simply for a particular term or phrase
  • Fig 12 depicts the results of the search which has been carried out and it would be noted that the results are listed in levels ot relevance which is determined by the number of times the search term occurs in the relevant document The more relevant clauses are listed at the top of the search results with a darker block adjacent to the first item, and the less relevant clauses listed at the bottom of the list, with a lighter block adjacent thereto Clearly, where the database contains a large number of contracts the ability to search through those contracts, and list the search results in levels of relevance will be particularly advantageous It will be appreciated that the system described herein would be particularly advantageous for use with large projects or large undertakings In order to review the contracts for the project it will not be necessary for any person to have access to a hard copy ot the document Multiple users can thus be given access to all, or selectively only some ot the documents, and will be able search tor particular information which pertains to their field ot activity or for which they might be responsible Thus, by accurately and responsibly managing the database a user can be confident that all persons who need access to the documents have
  • Fig 13 shows the flow ot information between a network-based information management system and multiple client users tor the preferred embodiment described above
  • the information management system database 21 is resident on a server 20 trom which a client user 15 ot the Internet 14 can retrieve stored data and make database queries
  • the database can be interrogated by an application program 23 which operates on the UNIX operating system and the application program 23 is written in a SQL such as MySQL
  • the server 20 also supports a website 21 which is accessible to client users 15 via the Internet 14
  • the client users 15 typically will have access to a personal computer 16 for connection to the server 20 via the Internet 14
  • Screen 17 is a user screen tor displaying ducuments and database information as depicted in Figs 1 to 12
  • the client 15 may equally be a server linking a network ot computers
  • the network linking the server 20 to the client users 15 may not be the Internet 14, but rather an intranet or some form ot local area network (LAN)
  • LAN local area network
  • a user will also be possible tor a user to outsource the management of the database
  • a user employs the services ot a firm ot solicitors to act on its behalf in preparing contracts and agreements it will be possible tor the firm ot solicitors to manage the database and thereby ensure that all contracts are loaded correctly onto the database, and all dates which arise out of those contracts are entered into the planner section of the database
  • add additional contracts, as they are entered into, onto the database from a remote location via the Internet which is one reason why it is preferable to have the system as a network based system
  • a network based system allows individuals within a user organisation to be automatically reminded by electronic mail as and when obligations fall due and.
  • the invention may be easily modified to contain a host of different types of documents
  • the system will be suitable tor storing in electronic format a large number of patent specifications and all dates pertaining to those patent specifications can be stored in the planner section ot the database
  • a user would be advised when renewal dates on particular patents fell due, and, once again, a user would have access to a cross linked system so that not only would the user be reminded when the dates fell due, but also have immediate access to the patent specifications stored on the system so as to be able to cross check which patent it was that had fallen due for renewal by checking on a summary of the patent, or the patent specification itself
  • Appendix A outlines a technical specification for another preferred embodiment and in particular describes certain elements of the system and the internal operations of the system Appendix A
  • CMS Contract Management System
  • the system is intended to assist an organisation which is a party to large number of contracts, etc to meet it's obligations under those contracts It does so by providing an efficient means to access the contracts themselves and analysis of the content
  • Section metadata used to place the document in views Section is also used for inter-section navigation
  • Body is rich text, and contains the text of a section of the agreement (b) Navigation
  • the system is intended to store Agreements broken into readable sections, to avoid displaying a large slab of text the user must scroll through in their browser Most legal documents contain numbered sections, so these are a natural boundary to break on
  • a typical Summary-Agreement pair will have a number of hyperlinks from portions of the Summary to the relevant parts of the Agreement These hyperlinks are inserted using the normal Notes mechanism, but to assist the user in finding and opening the relevant Agreement, an action (“Agreements") is provided on the Summary form This action displays a list of all sections of all Agreements on the system, and opens the selected Agreement section
  • a Key Date contains the date, description and other associated information relating to a significant date identified in an Agreement Key Dates may have a fixed date, or may be a number of days after another Key Date
  • the Key Date form contains an action which automatically generates a series of dates.
  • the user specifies the first date on which the Key Date occurs, the frequency (in days or months) at which the Key Date occurs, and either the last such date or the number of times the Key Date should repeat.
  • the exact date of particular Key Date may not be known, but it may be known that the date is some fixed period after another Key Date.
  • the system allows the user to select another Key Date on which the current Key Date depends, and specify the number of days after the selected Key Date the current date occurs.
  • the Glossary section of the system allows the user to browse through all Glossary entries, but the primary way for the user to access a Glossary entry is via hyperlinks in Summaries or Agreements
  • An important aspect of the system is the reminder function, which provides advance warning of impending Key Dates to nominated people This is achieved by sending said people an email a specified number of days prior to the Key Date occurring
  • a Notes agent is scheduled to run on a daily basis, usually at early morning so reminders are delivered before the start of the business day The agent iterates over all Key Dates, and creates and sends emails for those when a reminder is due to be sent.
  • Non-editor users of the system access the system by a web browser client ("browser”).
  • This sections describes the components of the system that constitute the interface to the browser
  • the system contains a number of components which generate a customised interface
  • the interface is based around a 3 or 4-frame frameset, the structure of which is shown in Figure 1 and Figure 2
  • the frameset displayed depends on which section of the system is currently being used
  • the 3 frame frameset is used for the Home, Advices, Agreements, Glossary, Contacts and Search sections
  • the 4 frame frameset is used for the Summaries and Planner sections
  • the Navigation frame contains links to the various sections of the system It also contains title information (company logos and the title of the system)
  • the Content frame displays the main content of whatever section of the system is currently in use For example, when in the Summaries section, the Content frame displays a list of Summaries When viewing an Agreement, the Content frame shows the text of the Agreement
  • the Title frame when present, displays the title of the information in the Content frame This may be a general title (eg "Planner” when displaying the Monthly Planner), or a more specific one (eg "Agency Agreement (Summary)” when displaying the Summary for the Agency Agreement or "Project Agreement (Key Date) when” displaying a Key Date related to the Project Agreement)
  • a general title eg "Planner” when displaying the Monthly Planner
  • a more specific one eg "Agency Agreement (Summary)” when displaying the Summary for the Agency Agreement or "Project Agreement (Key Date) when” displaying a Key Date related to the Project Agreement
  • the Sub-navigation frame displays links to allow navigation within the information currently displayed in the Content frame This allows the user to easily navigate to major headings within this information, regardless of the information's length
  • the Sub-navigation frame display links which navigate to the top of the Summary, and to the Categories, Breach events, Breach consequences, Freehills Advices and Key Dates sub-headings
  • the Frameset ⁇ 2 frame and Frameset ⁇ 3 frame forms allow the user to enter the details of the frameset, such as row/column height, and the name and content of the constituent frames
  • a field on the form computes the appropriate HTML to generate the frameset specified, which is displayed when the frameset document is viewed from a browser client
  • the system contains some content which is used only to build the interface, such as the title information and links in the Navigation frame, and some of the content displayed in the Sub- navigation frame
  • the calendar format is fixed to display 1 month at a time.
  • the Monthly Checklist function presents the user with a form where they may select the month and year the system should report on. Submitting this form causes the system to run a Notes agent, which queries the database to find all Key Dates in the requested month.
  • the search function display a form (implemented in the Notes form "wSearch") where the user may select the search scope (any combination of Summaries, Advices and Agreements) and search terms. Submitting the form causes the system to perform a full-text search and display the results. The formatting of the results is controlled by the Notes view "wSearch".

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Abstract

L'invention concerne un système de gestion d'informations facilitant la gestion et la surveillance d'une multitude de documents contenant des droits et/ou des obligations, par exemple des échéances, issus d'une pluralité de documents primaires. Ce système comprend une base de données conçue pour stocker ces documents primaires dans un format électronique consultable, ainsi qu'un système d'agenda électronique relié à cette base de données et destiné à enregistrer des échéances sélectionnées issues desdits documents primaires. L'invention concerne également un dispositif d'accès permettant de consulter cette base de données et ce système d'agenda, ainsi qu'un dispositif d'affichage servant à afficher sélectivement les détails de ces documents et les échéances.
PCT/AU2000/001017 1999-08-27 2000-08-28 Systeme de gestion d'informations WO2001016814A1 (fr)

Priority Applications (4)

Application Number Priority Date Filing Date Title
AU66726/00A AU763927B2 (en) 1999-08-27 2000-08-28 An information management system
NZ517230A NZ517230A (en) 1999-08-27 2000-08-28 An information management system
CA002383023A CA2383023A1 (fr) 1999-08-27 2000-08-28 Systeme de gestion d'informations
GB0204103A GB2368433A (en) 1999-08-27 2000-08-28 An information management system

Applications Claiming Priority (2)

Application Number Priority Date Filing Date Title
AUPQ2860 1999-08-27
AUPQ286099 1999-08-27

Publications (1)

Publication Number Publication Date
WO2001016814A1 true WO2001016814A1 (fr) 2001-03-08

Family

ID=3817026

Family Applications (1)

Application Number Title Priority Date Filing Date
PCT/AU2000/001017 WO2001016814A1 (fr) 1999-08-27 2000-08-28 Systeme de gestion d'informations

Country Status (4)

Country Link
CA (1) CA2383023A1 (fr)
GB (1) GB2368433A (fr)
NZ (1) NZ517230A (fr)
WO (1) WO2001016814A1 (fr)

Cited By (2)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
GB2380012A (en) * 2001-09-21 2003-03-26 Hewlett Packard Co Contract management aid
US20090282006A1 (en) * 2008-05-08 2009-11-12 Pramata Corporation Transaction Management

Citations (2)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US5182705A (en) * 1989-08-11 1993-01-26 Itt Corporation Computer system and method for work management
US5557515A (en) * 1989-08-11 1996-09-17 Hartford Fire Insurance Company, Inc. Computerized system and method for work management

Patent Citations (2)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US5182705A (en) * 1989-08-11 1993-01-26 Itt Corporation Computer system and method for work management
US5557515A (en) * 1989-08-11 1996-09-17 Hartford Fire Insurance Company, Inc. Computerized system and method for work management

Cited By (2)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
GB2380012A (en) * 2001-09-21 2003-03-26 Hewlett Packard Co Contract management aid
US20090282006A1 (en) * 2008-05-08 2009-11-12 Pramata Corporation Transaction Management

Also Published As

Publication number Publication date
CA2383023A1 (fr) 2001-03-08
GB0204103D0 (en) 2002-04-10
NZ517230A (en) 2002-08-28
GB2368433A (en) 2002-05-01

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