WO2006054906A2

WO2006054906A2 - A shift-work information system

Info

Publication number: WO2006054906A2
Application number: PCT/NZ2005/000302
Authority: WO
Inventors: Jamie Paul Wilson
Original assignee: Jamie Paul Wilson
Priority date: 2004-11-17
Filing date: 2005-11-15
Publication date: 2006-05-26
Also published as: AU2005307197A1; NZ536608A; GB2437853A; GB0711242D0; WO2006054906A3

Abstract

An information system (10) is provided that enables a user to access their work roster or make time off requests from a mobile communications device (11). The information system (10) includes an internet capable mobile communications device (11) for accessing a database (14) on a remote server (13). The user can query the database (14). The requested data is coded into an internet programming language which can be interpreted by a browser (12) on the mobile communications device (11). The coded data is thus transmitted from the server (13) to the mobile communications device (11) for interpretation and display by its browser (12).

Description

TITLE OF THE INVENTION

AN INFORMATION SYSTEM

BACKGROUND TO THE INVENTION

This invention relates to an information system and method.

There are many different organisations and businesses who employ both casual and

permanent staff for shift work, such as in the retail and manufacturing industries. In

such industries, a roster system is used by the organisations management, so that

each employee knows the days on which they are to report to work, and the hours

they are to work on those days.

There are many different types of roster system in use in industry. Generally, each

sector of industry will use a roster system customised to their particular business

processes and requirements.

A member of the management team will generally be responsible for creating and

updating the work roster. Once completed, the roster is printed out on paper or

written, for example, on a whiteboard, and placed at a location accessible to all

employees within the workplace. Each individual employee is therefore responsible

for viewing the roster, and confirming their working hours. The employees must regularly check the work roster, especially in industries where

there are casual employees, as working hours may differ from one week or work

period to the next.

As the roster is located within the workplace, employees cannot check their hours if

they are working off site or are at home. Thus, in planning upcoming social or family

events for example, the employee, if they have no record of their working hours,

must wait until they arrive at the workplace in order to check their rostered hours.

A further complication arises for those employees who are rostered on to work, for

example, night shift for a period, and who wish to apply for time off work. Their

immediate manager may not have the authority to grant this, therefore, the

employee must contact the respective manager who can authorise time off work,

within their working hours.

Traditional roster systems have a number of disadvantages. One disadvantage is that

the roster is made available within the workplace, and in order for an employee to

view and confirm their working hours for the upcoming week or work period, they

must do this whilst in the workplace.

Another disadvantage is that the manager responsible for authorising employees

time off work may work conventional hours, and where an employee on a different shift wishes to organise for time off work, it may be difficult for them to contact the

manager within their working hours, which may result in employees taking

unauthorised time off work.

SUMMARY OF THE INVENTION

It is therefore an object of the present invention to provide a remotely accessible

information system that enables employees to access their individual working roster

or apply for time off work from any location, or at least provide the public with a

useful choice.

It is a further object to provide a method for remotely accessing an information

system that enables employees to access their individual working roster, or apply for

time off work from any location.

Broadly according to one aspect of the invention there is provided an information

system that enables a user to access their work roster or make time off requests

from a mobile communications device, said system including an internet capable

mobile communications device for accessing a database on a remote server, whereby

a user can query the database, the requested data being coded in an internet

programming language which can be interpreted by said mobile communications

device, transmission of the coded data from the server to said mobile

communications device for interpretation and display. According to another broad aspect of the invention there is provided a method of

using an information system including the steps of connecting an internet capable

mobile communications device to the internet, accessing web pages from a remote

server on the internet, entering data in the web pages, the input data being coded

into a database query, transmission of the query to, and accessing a database on the

remote server, whereby the database is queried with the users data, the requested

data is coded in an internet programming language which can be interpreted by said

mobile communications device, transmission of the coded data from the server to

said mobile communications device for interpretation and display, thereby allowing a

user to access their work roster or make time off requests.

Preferably the internet capable mobile communications device is a mobile phone

incorporating a microbrowser.

Preferably, the programming language interpreted by the microbrowser on the

mobile phone is an XML (Extensible Markup Language) defined or derived markup

language such as WML (Wireless Markup Language), however, the programming

language used could be any of those compatible with WAP (Wireless Application

Protocol) as used on wireless mobile communications devices such as mobile

phones. ..

5

BRIEF DESCRIPTION OF THE DRAWINGS

In the following more detailed description of the invention according to preferred

embodiments, reference will be made to the accompanying drawings in which:-

Figure 1 is a schematic diagram of the network setup for the

information system,

Figure 2 is a schematic diagram of the information systems

application software of Figure 1

Figures 3a and 3b are screen shots of the home page of the

information system application of Figure 2,

Figures 4a - 4d are screen shots of a rostered hours request of the

application of Figure 2,

Figures 5a - 5g are screen shots of a time off work request of the

application of Figure 2,

Figure 6a and 6b are screen shots of a calendar request of the

application of Figure 2, Figure 7 is a screen shot of the internet login screen of the

information system of Figure 2,

Figure 8 is a screen shot of the internet screen through which a user

may request their working hours for the week specified, and

Figures 9-1 1 are screen shots of the internet site of Figure 7, showing

the additional functionality available to the organisations employees.

DESCRIPTION OF PREFERRED EMBODIMENTS OF THE

INVENTION

According to one embodiment of the invention there is provided a mobile phone/

internet accessible information system which allows employees to access their

working details and apply for time off work through the use of an internet capable

mobile phone. Thus, these actions can be performed from any convenient location.

A schematic view of the information system 1 0 within a communication network

according to a preferred embodiment is illustrated in Figure 1 . As illustrated, this

enables the user to confirm their rostered hours of work for an upcoming period of

time, apply for time off work, and view a calendar. It will be apparent to the skilled addressee that there are many different internet

capable mobile and static communications devices, such as, but not limited to

mobile phones, personal data assistants (PDA's) smart phones, laptop computers,

desktop computers that are commercially available, with new devices under

development which are frequently released with new and enhanced features and

capabilities. Mobile phones with inbuilt web browsing capabilities, ie. a

microbrowser, minibrowser etc, will be described as being used herein.

It will also be apparent to the skilled addressee that the data connections can

include, but not be limited to, wireless applications such as by cellular network,

portable data connection cards, wi-fi, wi-max, localised wireless networks and also

landline internet and intranet data connections. As described herein and with

reference to the accompanying drawings, the mobile wireless network and and land

based internet is described as being used.

Preferably, the user will access the information system 10 by use of their mobile

phone 1 1 . In order to access the system, the user must have a mobile phone capable

of accessing and displaying internet web pages.

It will be apparent to the skilled addressee that the information system may also use

a combination of HTML (Hyper Text Markup Language) or XML derived or defined

language, including languages that derive elements or attributes from XML or XML

derived languages. In this application, in order for the microbrowser 12 within the mobile phone 1 1 to

display the required internet pages, preferably the internet pages are coded in WML

(Wireless Markup Language) that is compatible with the WAP (Wireless Application

Protocol).

The mobile phone 1 1 enables the user to connect their phones microbrowser 12 to

an internet web server 1 3 that contains the roster database 14. The communication

system by which the mobile phone 1 1 connects to the web server 1 3 is illustrated in

Figure 1 .

It will be apparent to the skilled addressee that there are many different types of

database available. Any type of database that can be queried using any internet

programming technique can be used as a part of this system.

Preferably the database used with the system will be a relational database.

It will be apparent to the skilled addressee that the system must be made secure

against unauthorised access. This can be achieved by the system requiring a

password and/or user name, in order to access the information system 1 0.

Before the user can connect to the information system 1 0, a password must be

supplied to the system to validate and authorise the entry of the particular user. In some organisations employing the information system 10, employees may be

provided with corporate mobile phones 1 1 . In this instance, the system password will

be programmed into each respective employee's mobile phone 1 1 .

In use, the user will open the microbrowser 12 within their mobile phone 1 1 , and

make a dial up connection to the internet. The link to the information system 10 on

the microbrowser 1 2 will be selected by the user and the WML (Wireless Markup

Language) code corresponding to the requested web page will be sent from the

server 1 3 to the mobile phone 1 1 , where the microbrowser 1 2 interprets this WML

code, and displays readable text and/or images on the microbrowser 1 2. The

information system 10 welcome or home page 1 5 is displayed on the viewing screen

of the mobile phone 1 1 , a screen shot of which is illustrated in Figure 3a.

This home page 1 5 contains links to the other web pages within the information

system 10, such as the rostered hours option 16, a time off option 1 7, and a

calendar option 1 8, as is illustrated in Figure 3b.

It will be apparent to the skilled addressee that mobile phones include keypads or

peripheral devices that connect to the phone, enabling the user to input numbers

and/or text. The method of using the phones numerical keypad to input data into

the microbrowser will be described herein. To enable an employee to check their rostered hours 27, the following process is

undertaken. Whilst on the home page 1 5 the user selects the rostered hours option

1 5 as is illustrated in Figure 3a. The user scrolls down the page to view the options

1 6 - 1 8, as illustrated in Figure 3b. Upon selecting the rostered hours option 16,

WML code is downloaded from the server 1 3, interpreted by the microbrowser 1 2,

and results in the display of the image as illustrated in Figure 4a. Each subsequent

web page is downloaded, interpreted, and displayed in a similar manner.

Where the information system 10 is used by an organisation consisting of various

stores, preferably each store will be identified by a unique numerical code 19.

Correspondingly, each employee within the organisation as a whole will be assigned

a personal numerical identification code 20.

As is illustrated in Figures 4a and 4b, the user is prompted to enter their numerical

store identification code 1 9, and their personal numerical identification code 20

respectively. Where any data is entered incorrectly, the user may select the clear

option 21 , and this effectively resets the screens input data field to empty. The user

can thus enter the corrected data (store ID code 19 and personal ID code 20). Upon

the completion of the input of data (store ID code 1 9 and personal ID code 20) by the

user, the user selects the ok option 22. The screen as illustrated in Figure 4c is

displayed. .

11

The entered data (store ID code 1 9 and personal ID code 20) is stored in the WML

code within the microbrowser 1 2, as well as the week date 23 that is entered in the

next step of the process.

The user is prompted to enter the week date 23 corresponding to the week in which

they wish to view their work hours 27. Preferably, the date format is of the form -

day month year, as illustrated in Figure 4c. Once the user has entered the week date

23 in the specified format, the user selects the Hours option 24.

The hours option 24, once selected, undertakes the process of creating a database

search query from the information entered by the user (store ID code 1 9, personal ID

code 20, and week date 23). Firstly, the store ID code 1 9 is appended to the entered

date 23 to form a database table reference code 26, corresponding to a table 25

within the database 14 that contains the rostered hours for all employees within the

specified store. The database 1 4 on the server 1 3 is queried, the table 25

corresponding to the above reference code 26 is located, and the requested data is

retrieved from the table 25.

The database 14 on the server 1 3 consists of a number of tables 25, as is illustrated

in Figure 1 . Preferably, the table 25 corresponding to rostered hours within the

database 14 is given a unique database table reference code 26, consisting of a

combination of the week date 23 and store ID code 19, as described above. For

example, for the week date 23 of 27/09/04, and a store ID code 1 9 of 508, the database table 25 accessed will be that named 270904508. Correspondingly, each

column within the table 25 is given a unique numerical code corresponding to each

member of staff employed at that particular branch ie. the employees personal ID

code 1 9.

The database 14 is queried with the information described above. Only that data ie.

the employees hours for the week 27 relating to the particular employee requesting

it is returned. Upon querying the database, the requested information is coded in

WML, and sent to the users mobile phone 1 1 . Once the WML code has been received

and interpreted by the microbrowser 1 2, the requested data is displayed on the

screen, as is illustrated by Figure 4d. In order to view the extent of the page the user

may be required to use the scroll functionality of the microbrowser 1 2 to scroll up or

down the page.

Once the employee has viewed their working hours 27 for the selected week 23, they

may return to the home page 1 5, as illustrated in Figure 3a, by the selection of the

back option 28 on the screen as illustrated in Figure 4d.

From the home page 1 5, the user may select a second option, such as the time off

work option 1 7. Once selected, the screen as illustrated in Figure 5a is displayed.

The user is prompted to press the next option 29 if they wish to continue. As is illustrated in Figures 5b and 5c, the user is prompted to enter their store

numerical identification code 19, and their personal numerical identification code 20

respectively. Upon the completion of data input (store ID code 19 and personal ID

code 20) by the user, the user selects the ok option 22. The screen as illustrated in

Figure 5a is displayed.

As is illustrated in Figures 5d and 5e, the user is prompted to enter the start date 30

and finish date 31 respectively, corresponding to the time they wish to have off

work. Upon the completion of data input by the user (start date 30 and finish date

31 ), the user selects the ok option 22. The screen as illustrated in Figure 5f is

displayed. The user is prompted to enter a reason 32 for the time off application.

Upon completion of data entry, the user selects the send option 33.

The send option, once selected, undertakes the process of creating a coded message

from the information entered by the user at the previous stage. This message is sent

to a specified location on the server 1 3. At this location, a member of the

organisations management who is responsible for processing time off requests can

view all of the time off requests, and respond to them accordingly.

Once the time off request has been sent, the screen as illustrated in Figure 5g is

displayed advising the user that their request has been successfully sent. In order to

return to the information systems home page, the user selects the back option 28. To enable an employee to check the calendar, the following process is undertaken.

Whilst on the home page 1 5 as illustrated in Figure 3a, the user selects calendar

option 1 8. Upon selecting this option, WML code is downloaded from the server 1 3,

interpreted by the microbrowser 1 2, resulting in the display on the screen of the

calendar months 34 as illustrated in Figure 6a. The calendar is stored on a database

14 within the server 1 3, in three month groups. The user selects the three month

period of the calendar 34 in which they wish to view. A request is sent to the server

database 1 4, requesting the calendar period selected. The data representing the

calendar months requested are coded into WML, and sent to the mobile phone 1 1 .

The calendar month 35 is displayed on the microbrowser 12 as illustrated in Figure

6b. In order to view the subsequent two calendar months on the page, the user must

scroll down the page to view this information.

Once the user has finished viewing the calendar, by the selection of the back option

28, the user is returned to the information systems home page 15, as is illustrated in

Figure 3a.

According to an alternative embodiment, the information system 1 0 also provides

the functionality whereby an employee can access the system 10 from an internet

capable communications device such as a computer 39 via the internet.

computer commercially available, such as mobile, notebook, and personal computers. The use of a personal computer is described as being used to assess the

information system.

In order to access the information system 10, the user must navigate to the

respective website on the internet, and once at the information systems home page,

as illustrated in Figure 7, the user must enter their personal ID code and password

into the data fields 36, in order to access the information system 1 0. Upon activation

of the login button 37, the ID code and password is authenticated. In the case where

the personal ID code of the employee and the entered password do not match those

on record on the server, then the user is denied access to the system 10.

Once the user has been authenticated, and thus allowed to enter the information

system 10, the screen as illustrated in Figure 8 is displayed on the users computer

screen.

This screen allows a user to view their rostered hours by inputting their personal ID

code 1 9 and week date 23 respectively into the data fields 36. The form is submitted

by the activation of the submit button 38. This results in a query being sent to the

roster database 14 on the server 1 3 in a similar manner as that previously described.

The data, once retrieved from the roster database 13 on the server 14, is coded in

HTML or similar and sent to the users PC 39, where the internet browser on the PC 39 interprets the code and displays the requested information in a table format (not

shown in the drawings) on the users screen.

Available on the screen as illustrated in Figure 8 are further options which the user

may access, such as a page for competitions for the public or staff, as is illustrated

in Figure 9, the facility for access to documents and staff notes as is illustrated in

Figure 1 0, and a message board, as is illustrated in Figure 1 1 .

The message board is coded to operate in a similar manner as known message board

systems, and allows the organisations staff to communicate with each other. Users

may post messages on the message board, or alternatively send confidential

messages to other users by using the email functionality.

Not shown in the drawings is the additional functionality whereby a senior member

of the organisation, such as the person who organises time off work, may access the

website as described. However, upon access, this person has access, and is able to

modify the roster tables 25 in the database 14, as well as view a list of time off

requests as submitted by users from their mobile phones.

According to another embodiment, the requested data may be sent to the users

mobile communications device, for example a mobile phone, by text message. This

enables the user to retain a record of the request. According to a further embodiment, the calendar may be accessed from within the

time off request procedure. Where the user must select the time period they wish to

have off work, the calendar may be accessed, and that information entered directly

off the calendar.

According to yet another embodiment the information system 10 may also provide

functionality whereby the information system 10 may interpret the screen resolution

of the mobile device interrogating the information system 1 0. the information

system 10 uses a method of end user device detection whereby the information

system 1 0 automatically rearranges the data information transmitted from the

information system 1 0 to the mobile communication device is optimised for display

on the particular device in use. The device in use may be a low screen resolution mini

browser, on a mobile phone, PDA, smart phone, portable laptop computer or high

resolution desk top computer.

The information system of the present invention enables employees to check their

working hours from any desired location. Therefore, they always have twenty four

hour access to their working roster. This may potentially result in less employee

absence due to employees being unaware of their working hours.

Where employees are intending to have time off work, by being able to make a

request at any time, irrespective of the availability of the member of management

who is responsible for time off, there may be less staff absences. Also, the information system keeps a log of all time off requests made, thereby enabling the

management to perhaps identify trends etc in the time off requests being made, or

at least be able to amend the future rosters to allow for the time off requests.

Claims

CLAIMS:-

1 . An information system that enables a user to access their work roster or

make time off requests from a mobile communications device, said system

including an internet capable mobile communications device for accessing a

database on a remote server, whereby a user can query the database, the

requested data being coded in an internet programming language which can

be interpreted by said mobile communications device, transmission of the

coded data from the server to said mobile communications device for

interpretation and display.

2. An information system as claimed in claim 1 wherein the mobile

communications device includes an internet browser.

3. An information system as claimed in claim 1 or 2 wherein the mobile

communications device is a mobile phone.

4. An information system as claimed in claim 1 or 2 wherein the mobile

communications device is a smart phone/ personal digital assistant (PDA).

5. An information system as claimed in claims 1 to 4 wherein the work roster is

stored on the database.

6. An information system as claimed in claims 1 or 5 wherein the database is a

relational database.

7. An information system as claimed in claims 1 to 6 wherein the data requested

from the database is coded in the form of an internet web page for

interpretation by and display on the browser incorporated in into the mobile

communications device.

8. An information system as claimed in claim 7 wherein the data requested from

the database includes at least one row of data from the database.

9. An information system as. claimed in claim 7 wherein the web pages

generated by the information system for display on the browser of the mobile

communications device are coded in wireless markup language (WML).

1 0. An information system as claimed in any one of claims 1 to 9 wherein a user

must submit to the information system a valid password and/or username

combination to access to the information system.

1 1 . An information system as claimed in any one of claims 1 to 10 wherein each

corporate organisation using the information system is identified by a unique

store identification code, and each employee within the organisation is

identified by a unique personal identification code.

1 2. An information system as claimed in any one of claims 1 to 9 wherein a user

may access their work roster or make time off requests after entering and

submitting to the information system their respective store identification

code and personal identification code.

1 3. An information system as claimed in claim 1 wherein time off requests

include a first start date and a second end date which defines the requested

period of time off, and a reason for the time off request.

14. An information system as claimed in claim 1 2 wherein the time off request is

transmitted to the information system server, for storage on the servers data

storage device.

1 5. An information system as claimed in claim 1 substantially as herein described

with reference to the accompanying drawings.

1 6. A method of using an information system including the steps of connecting

an internet capable mobile communications device to the internet, accessing

web pages from a remote server on the internet, entering data in the web

pages, the input data being coded into a database query, transmission of the

query to, and accessing a database on the remote server, whereby the

database is queried with the users data, the requested data is coded in an internet programming language which can be interpreted by said mobile

communications device, transmission of the coded data from the server to

said mobile communications device for interpretation and display, thereby

allowing a user to access their work roster or make time off requests.

1 7. A method of using an information system as claimed in claim 1 6 wherein the

mobile communications device includes an internet browser.

1 8. A method of using an information system as claimed in claim 1 6 or 1 7

wherein the mobile communications device is a mobile phone.

19. An information system as claimed in claim 1 6 or 1 7 wherein the mobile

communications device is a mobile phone.

20. A method of using an information system as claimed in claims 1 6 to 1 9

wherein the work roster is stored on a database.

21 . A method of using an information system as claimed in claims 1 6 or 20

wherein the database is a relational database.

22. A method of using an information system as claimed in claims 1 6 to 21

wherein the data requested from the database is coded in the form of an _

23

internet web page for interpretation by and display on the browser

incorporated into the mobile communications device.

23. A method of using an information system as claimed in claim 22 wherein the

data requested from the database includes at lest one row of data from the

database.

24. A method of using an information system as claimed in claim 22 wherein the

web pages generated by the information system for display on the browser of

the mobile communications device are coded in wireless markup language

(WML).

25. A method of using an information system as claimed in any one of claims 1 6

to 24 wherein a user must submit to the information system a valid password

and/or username combination to access to the information system.

26. A method of using an information system as claimed in any one of claims 1 6

to 25 wherein each corporate organisation using the information system is

identified by a unique store identification code, and each employee within the

organisation is identified by a unique personal identification code.

27. A method of using an information system as claimed in any one of claims 1 6

to 24 wherein a user may access their work roster or make time off requests after entering and submitting to the information system their respective store

identification code and persona! identification code.

28. A method of using an information system as claimed in claim 1 6 wherein

time off requests include a first start date and a second end date which

defines the requested period of time off, and a reason for the time off

request.

29. A method of using an information system as claimed in claim 28 wherein the

time off request is transmitted to the information system server, for storage

on the servers data storage device.

30. A method of using an information system as claimed in claim 1 6 substantially

as herein described with reference to the accompanying drawings.