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Description  |
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BACKGROUND OF THE INVENTION
1. Field of the Invention
This invention relates to data processing systems. More particularly, the
invention relates to management applications used in data processing
systems.
2. Background Information
Large companies employ numerous employees and external contractors for
performing various projects in conducting business. Various levels of
managers define projects to be performed by employee and contractor
personnel in accordance with project plans containing specified tasks
requiring completion in accordance with respective time schedules.
Large companies typically utilize programmable computers and associated
databases to more effectively manage available personnel and track
expended labor hours for following established financial budgets. Various
internal and external funding accounts may exist to which personnel may
charge their labor time. In one common example, it is required to track
work performed in completing a capital project which can be depreciated
for tax purposes. Accordingly, a specific Capital Project Appropriation
Request (CPAR) is created to which personnel may charge expended time in
performing work thereunder.
One conventional system is known as the Automated Issue Management System
(AIMS) and is used in conjunction with another conventional system called
Entry System (TES) which are used for capitalizing internal and external
labor. The systems are contained in conventional programmable computers
for more accurately managing the large number of personnel involved and
the substantial number of individual tasks associated with various capital
projects. A project manager typically initiates a project by opening a
specific work request in the AIMS system. The system automatically
provides a respective AIMS number, which typically has a correlation to a
single CPAR number. The manager assigns personnel to complete tasks based
on an AIMS number. The TES system allows personnel to record through a
personal computer expended time per AIMS number as the work is completed.
The TES system allows the manager to examine cumulative time expended for
specific AIMS numbers, with the manager manually correlating the AIMS
number to a specific CPAR.
Although the AIMS and TES systems facilitate managing projects in a large
company, project planning and managing is nevertheless relatively complex
in most circumstances. To further facilitate project management in large
companies, commercially available software has been developed. One
available management tool or product is conventionally known as Microsoft
Project from Microsoft Corp., and another product is ABT Project Workbench
from the Applied Business Technology Corporation. These software tools
allow companies to define project plans in accordance with tasks and time
schedules for available personnel resources, and are typically operated in
stand-alone fashion or in conjunction with other commercially available
software products for facilitating the overall management of projects.
However, these commercially available products are designed for specific
applications and are therefore limited in capability, as well as having no
built in capability for managing project funding such as the CPAR example
introduced above.
SUMMARY OF THE INVENTION
A dynamic project management system includes a server network and a master
database. The network is configured to identify a personnel resource pool
including a plurality of users. A project planning tool is used to effect
the project plan including a plurality of tasks to be performed by the
users in accordance with respective time schedules. The network is
configured for translating the project plan into the master database to
effect an assignments table including a list of project tasks assigned for
completion by each of the users. Time sheets are periodically prepared in
the master database from the assignments table and include a list of the
project tasks assigned to a respective user and a time period record for
recording time entries therein. Actual time expended in performing the
tasks is fed back to the project plan for managing completion of the tasks
in accordance with the time schedules. In a preferred embodiment, a
funding source is mapped to the project plan so that cumulative labor cost
may be tracked based on actual time expended for the project tasks.
BRIEF DESCRIPTION OF THE DRAWINGS
The invention, in accordance with preferred and exemplary embodiments,
together with further objects and advantages thereof, is more particularly
described in the following detailed description taken in conjunction with
the accompanying drawings in which:
FIG. 1 is a schematic representation of a plurality of projects to be
completed by a personnel resource pool using various funding sources.
FIG. 2 is a schematic representation of a dynamic project management system
having a master database in accordance with one architecture embodiment of
the present invention.
FIG. 3 is a schematic representation of one architecture embodiment for
implementing the dynamic project management system illustrated in FIG. 2.
FIG. 4 is a flow chart illustrating exemplary method steps in effecting the
dynamic project management system illustrated in FIGS. 2 and 3.
DESCRIPTION OF THE PREFERRED EMBODIMENT(S)
Illustrated schematically in FIG. 1 are a plurality of project plans,
labeled projects 1 and 2 for example, each of which includes a plurality
of project tasks which require completion in accordance with respective
time schedules as is conventionally known. The various project tasks must
be completed by available employees in a typical large company, and by
external contractors as required. The employees and contractors define a
resource personnel pool from which managers assign one or more tasks to
selected individuals from the various projects which must be completed in
accordance with respective time schedules. Associated with each of the
projects is a respective internal or external source of funding to which
each of the project tasks may be assigned.
In accordance with the present invention as illustrated schematically in
FIG. 2, a dynamic project management system 10 is provided for
automatically tracking and controlling project tasks in accordance with
the various project time schedules, and the associated funding therefore.
FIG. 3 illustrates schematically the architecture or hardware associated
with the system 10, with FIG. 2 illustrating schematically the software
associated therewith.
Referring firstly to FIG. 3, the system 10 includes one or more
conventional server networks 12 each including a director-level
programmable digital computer server 14 operatively joined to a respective
plurality of programmable personal computer (PC) user terminals 16. The
number of user terminals 16 is typically limited, to about 250 terminals
for example, for each director server 14, and therefore additional server
networks 12 are utilized as required for supporting the specific number of
resource personnel available, who are also referred to as users. The
director servers 14 may be located at one geographic site, or may be
located at various geographically spaced apart sites depending upon the
organizational structure of the corresponding company and its needs.
Conventional software is used to operate the server networks 12.
The one or more director servers 14, and their associated user terminals
16, are conventionally operatively joined to a common or master database
18 to which data may be written and stored, and from which data may be
read by each of the director servers 14 and the various user terminals 16.
The master database 18 may reside at any one or all of the director
servers 14, and may be defined redundantly at each of the servers 14 if
desired.
In the exemplary embodiment illustrated in FIG. 3, the system 10 further
includes a supernova-level programmable computer server 20, also referred
to simply as a superserver 20, operatively joined to the plurality of
director servers 14 and the master database 18. The superserver 20 is
conventionally configured and operatively joined to the director servers
14 for suitably downloading and uploading data as described in more detail
below.
The system 10 preferably includes in part and cooperates with a
pre-existing, conventional programmable mainframe computer system 22 which
is operatively joined to the superserver 20. The mainframe system 22
includes a main database 24 having stored therein personnel resource data
and funding data. In one company for example, the mainframe system 22
would be employed for maintaining suitable records of available company
employees, and outside or external contractors typically used thereby as
required, with these workers or users being collectively referred to as
personnel. Similarly, the mainframe system 22 would also be used for
storing suitable identification of various funding sources, both internal
and external to the company, as desired so that work tasks and non-work
related charges such as vacation and sick days may be associated with a
specific funding identification or source.
In one example, the mainframe system 22 conventionally includes a Human
Resources Information System (HRIS) 26, which is software implemented and
accessible by a conventional terminal 26a. The HRIS system 26 contains,
among other things, various data regarding company employees.
The exemplary mainframe system 22 also includes a software implemented
Resource Management System (RMS) 28 which is accessed through a
corresponding terminal 28a. The RMS system 28 is used to maintain employee
and contractor information required for monitoring utilization thereof and
cost of development, maintenance, and support of software, for example.
The mainframe system 22 further includes another software implemented
conventional Automated Issue Management System (AIMS) 30 which is used for
capitalizing internal and external labor. In the AIMS system 30, a manager
first opens a work request to begin a Capital project. The AIMS system 30
provides a corresponding AIMS number therefore, which number has a
correlation to a single specific funding source such as a CPAR number. The
AIMS system 30 is used in conjunction with the conventional time entry
system introduced above in which personnel enter expended time in a
computer terminal based on the AIMS number itself.
The mainframe system 22 also includes another conventional, software
implemented Capital Budget Project Tracking Analysis (CBPTA) system 32
which is used for tracking Capital budgets independently of the AIMS
system 30.
In order to effect the Dynamic Project Management System 10 illustrated in
FIG. 3, it is desirable to use available or pre-existing hardware and
software to advantage for automatically tracking and controlling funding
progress and time schedules for various projects. In this regard, the
hardware illustrated in FIG. 3 including the master database 18 is used in
conjunction with software developed specifically therefore in accordance
with the present invention. Although the conventional time entry system
software introduced above facilitates time entry by the various users,
such time entry is related to the simple AIMS numbers without any direct
correlation to either project funding sources or project plans. In
accordance with the present invention, the Dynamic Project Management
System 10 includes an improved Time Entry System (TES) configured for
specifically associating time tracking with separately developed project
plans, as well as funding information.
As illustrated in FIG. 2, the TES software in accordance with the present
invention includes three portions or modules referred to separately as TES
Administrator (TES/Admin), TES planning (TES/Plan), and TES Personal
Computer (TES/PC). Each of these three modules respectively addresses the
specific need of personnel resource management, project planning, and time
entry in an interrelated cooperation using the common or master TES
database 18. The TES/Admin software resides in the exemplary embodiment
illustrated in FIG. 2 on both the director servers 14 and the supernova
server 20, with different functions being performed on each server as
described in more detail below. The TES/PC software resides at the user
terminals 16 which are used primarily for entering expended time into the
master database 18. This setup allows users to act independently, with the
common database 18 being readily maintained independently thereof. And,
TES/Plan also resides on the director servers 14 for providing a
specifically configured interface with a conventional, commercially
available project management tool in accordance with the invention.
More specifically, two examples of commercially available project
management or planning software tools include Microsoft Project from the
Microsoft Corporation, and ABT Project Workbench by the Applied Business
Technology Corporation. Each of these preexisting and predefined software
tools provides means for a project manager to plan a desired project to
effect a project plan including a plurality of described tasks to be
performed by identified personnel or users in accordance with respective
time schedules. The TES/Plan module in accordance with the invention as
illustrated in FIG. 2 provides means for automatically interfacing the
existing project management tool with the TES server network 12 through
the common database 18. In order to maximize compatibility between the
preexisting project management tool and the TES server network 12, the TES
software modules including TES/Plan, TES/Admin, and TES/PC are created
using the commercially available Microsoft Visual Basic software which
allows users to interface with the system at their respective terminals
using "windows" analogous to those found in the well known Microsoft
Windows software.
Since the project management tool creates project tasks and assigns them to
identified users, it is desirable to correlate identification of the users
in the project tool to actual users in the Project Management System 10
already identified therein. More specifically, the mainframe system 22
previously described with respect to FIG. 3 includes the main database 24
which identifies available employee and contractor personnel. Accordingly,
the TES/Admin software module which resides on the superserver 20
illustrated in FIG. 3 is used as a resource administrator for the TES
applications and is used in conjunction with the existing mainframe system
22 as means for providing or identifying a personnel resource pool from
the personnel data stored in the main database 24.
TES/Admin is used to provide each of the personnel or users with a
corresponding identification profile which is used to advantage in the TES
system including the project management tool. Each user profile includes a
unique identifier, such as a four character identification (ID), that
identifies each user in the system 10 and controls access thereto. The
user profile also includes the user's name and a password which may be
selected by the user; a reporting-to manager; a time sheet approving
manager; and a security or access level flag, for example for levels 1
through 9, which determines permitted access to various functions of the
TES system 10. The user profile also includes a directorate, or department
and location, identification which allows the user profiles to be
organized to correspond with respective ones of the director servers 14,
with respective director servers 14 being used locally to service or
administer each of the users assigned within its jurisdiction.
Since the superserver 20 is operatively joined to the mainframe system 22,
the TES/Admin module at the superserver level is configured to effect the
personnel resource pool by downloading employee information from the HRIS
system 26 and may be used to manage employee transfers, additions,
terminations, and associated information. Contractor profiles are
maintained by downloading data from the RMS system 28 in a similar manner,
with the respective personnel data being retrieved from the main database
24. The personnel profiles are organized by TES/Admin by directorate which
is associated with a respective one of the director servers 14.
And, most significantly, the available personnel resource pool as
identified by their respective profiles is also available for use in each
of the director servers 14 by project managers for use in developing
required project plans using the project management tool shown in FIG. 2.
The project management tool may reside at any one or all of the director
servers 14, and preferably uses a personnel resource template therein
identifying users selected by project managers using TES/Admin from the
available personnel resource pool maintained in the master database 18.
The TES/Plan interface module illustrated in FIG. 2 downloads to the
project management tool identified users from the personnel resource pool
for use in assigning tasks thereto in accordance with the project plan
separately developed by the project management tool.
Any project manager can create one or more project plans using the project
management tool as accessed through any user terminal 16, with the
manager's own user profile being associated therewith for in effect owning
or controlling the respective project plans. These first two steps of the
overall method are illustrated in flow chart form in FIG. 4 to initially
create the user profiles using the TES/Admin module, and then creating one
or more project plans using the commercially available project management
tool based on the so created user profiles. Project managers may also use
TES/Admin to define general tasks to be completed by selected users
independently of the project management tool.
The TES/Plan interface module is also configured for translating the
project plan developed in the project management tool into the TES master
database 18 illustrated in FIGS. 2 and 3 to assign project tasks to
individual users by effecting an assignments table in the master database
18 which includes a list of project tasks assigned for completion by each
of the identified or assigned users. The assignments table resides in the
common or master database 18 and is accessible by each of the director
servers 14 and lists assigned tasks for one or more projects for each of
the identified users.
The TES/Plan interface module extracts the tasks and assignments from the
project management tool using one of two exemplary methods. For the
Microsoft Project tool, conventional Object Linking Embedded (OLE) is
used. The tasks and assignments are saved in the TES master database 18
exactly in the same format as the Microsoft Access database created by
Microsoft Project which makes project loading and project updating
extremely easy to perform in the TES software. For the ABT Project
Workbench, the ABT project file is saved by the user manager in a
conventional comma-delimited format. The TES/Plan module may then update
directly this comma-delimited file. In all cases, the four character
unique user identifier serves as the key database field to interface the
project management tool with the remainder of the TES system 10.
Referring again to FIG. 4, after the assignments table is created in the
master database 18 for assigning project tasks to users identified by
their user profiles, the TES/PC software module illustrated in FIG. 2 is
then used by the users for manually entering actual or expended time in
accomplishing the project tasks using a visual or virtual time sheet.
More specifically, the TES/PC software module which resides at each of the
user terminals 16 illustrated in FIG. 3 and allows access by authorized
users to the common master database 18 illustrated in FIGS. 2 and 3. The
TES/PC module provides means for periodically, on a weekly schedule for
example, preparing in the master database 18 from the assignments table
therein a plurality of virtual time sheets, one for each respective user,
with each time sheet listing the several project tasks assigned to a
respective user and a time period record for manually recording time
entries by the users indicative of actual time expended by each user in
performing the respective task. As shown in FIG. 4, the times sheets are
automatically prepared for each user and provide a simple vehicle for the
user to enter actual time expended against identified and described
project tasks, which is a significant advantage over the conventional time
entry system which allows time entry based on the simple AIMS number.
A schematic representation of a portion of an exemplary time sheet is
illustrated in FIG. 4 for a given time period such as an identified week
during which listed tasks may be completed in accordance with the time
schedules established in the project management tool. Since the TES/PC
software module is also written in Microsoft Visual Basic software, it
will have the typical Microsoft "windows" appearance although being
configured to suitably identify individual users, and list their assigned
project tasks by name and/or description, and provide suitable table
records in which expended time may be recorded against assigned tasks. The
time sheet preferably also includes a comments region in which the user
may provide any suitable comments directed to the approving manager. The
TES/PC module may be suitably configured as desired for displaying one or
more suitable windows for informing each user of assigned tasks and time
schedules therefore, while allowing the user to enter actual time expended
in performing the tasks, as well as estimated time to completion for the
tasks. Various other categories may also be presented in the windows which
are typically used in conventional time sheets including recording
vacation, illness, or personal business days for example. Of primary
significance, however, is the ability for users to enter labor expended
against specific tasks, instead of entering time on simple AIMS numbers
which will allow project teams to track and control projects with improved
efficiency and accuracy.
After a user completes a time sheet, it is stored in the master database 18
and may be printed by the user at any time using a conventional printer
16p as illustrated in FIG. 3. Each user is assigned a time approving
manager who has security access to the time sheet data and is required to
review the time sheets and either approve or reject the entries made
therein. If rejected, the user is suitably alerted via the network so that
any required corrections may be made thereto. Once time sheets are
approved, the data contained therein are then available for further
analysis and use in the TES system 10.
For example, and as shown in FIG. 4, the TES/Plan module is also configured
to organize and consolidate the time sheet entries as desired for
individual projects and tasks therein, which data is then fed back to the
project plans in the project management tool. This provides the project
manager an accurate feedback loop on actual progress made against a
specific project plan. Suitable project progress reports may be configured
for examination by the project manager either visually on his user
terminal or may be printed as desired for managing completion of the
project tasks in accordance with the various time schedules. The actual
time expended by the user is simply fed back into the assignments table
maintained in the master database 18 in the same format as required for
access by the project management tool. In this way, project managers may
periodically track and control project progress in accordance with the
previously defined time schedules. If required, the project management
tool may be used to revise the various project plans and in turn update
the assignments table maintained in the master database 18 to adjust
assigned tasks and time schedules as required for the various identified
users.
The TES/Admin module residing at the superserver illustrated in FIG. 2 also
provides means for administering the personnel resource pool to effect
changes thereto and in turn changes to the assignments table maintained in
the master database 18. The personnel resource pool may be modified in
response to transfers, additions, and terminations of users, as well as
changing user profiles as required. For example, user passwords may be
reset as desired and changes of directorate and reporting or approving
managers may also be changed. Security level access to the TES system 10
may be changed as required by modifying the corresponding security level
flag or parameter. The lowest level security is that for the individual
users for allowing their access to the user terminals 16 for entering time
therein. Reporting and department managers have a correspondingly higher
security level for allowing their access to the TES system 10 as required
for completing their responsibilities. Project managers are given suitable
security level access to load projects into TES/Plan which are created in
the project management tool and develop or revise project plans. The
highest level of security resides at the superserver level for
administering all aspects of the TES system 10 including the personnel
resource pool.
Another significant feature of the present invention is the ability of the
TES/Admin module to map or assign a specific funding source to a specific
project or project plan so that cumulative labor costs therefore may be
tracked based on actual time expended for the project tasks by the
assigned users.
As illustrated in FIG. 4, the TES/Admin module is suitably configured to
map a desired funding source to specific projects and project tasks
therein identified in the individual time sheets and stored in the
assignments table in the master database 18. As illustrated in FIG. 3,
existing funding sources are identified in the main database 24 of the
mainframe system 22 which may be downloaded as desired for association
with respective project plans identified in the master database 18. A
specific funding source may be readily linked to a specific project plan
in the master database 18 so that cumulative labor cost therefore may be
tracked. The funding sources may either be internal to the company, or
external such as joint venture credits and alliance reporting. Also,
temporary funding sources may be generated in TES/Admin that can later be
mapped to valid corporate accounts if desired. A typical corporate funding
source is the conventional CPAR. And, funding sources for specific project
plans may be changed periodically as desired using the TES/Admin module.
As illustrated in FIG. 4, tracking cumulative labor costs for the
individual project plans may then be used for reporting funding progress
for the plans, which allows a project manager to revise project plans as
required in the project management tool and correspondingly revise the
assignments table in turn. In this way, the TES system 10 allows tracking
of not only project progress in accordance with the time schedules, but
also tracking of cumulative labor cost as actually expended by users in
performing the project tasks. The project plans may therefore be suitably
revised as required to accommodate time schedule and funding concerns.
Although the TES/Admin software module and the TES/Plan module may be
maintained on a single director level server 14, it is desirable to create
the multi-level hierarchy architecture illustrated in FIG. 3 for
integrating the TES modules with the mainframe system 22 for improving
performance. For example, the TES/Admin module residing at the superserver
20 may be effectively used for identifying all director server locations;
identifying all authorized users and their respective server locations;
feeding all applicable data to the director servers 14; and consolidating
and backing up data from the director servers 14. The superserver 20
provides a repository for consolidated project data from all downstream
director servers 14, and performs all required interface functions with
the corporate mainframe systems 22.
Through downloads from the corporate system 22, the TES/Admin module
identifies available users based on active employees and contractors from
the personnel data residing at the main database 24. It also validates the
funding information for the various project plans based on the corporate
accounting systems residing at the corporate level. Upgrades to the
various TES software modules may be also downloaded as required.
Through uploads to the corporate mainframe system 22, the TES/Admin module
provides managed labor feed to the appropriate corporate time accounting
systems, including all applicable required edits. Conventional corporate
time accounting requirements are expanded to include functionality for
billing and charge back of labor to external alliances and joint ventures.
The TES/Admin module residing at the director level preferably provides at
this level the ability to set user parameters including for example, user
access to all TES software; passwords; approving managers and subordinate
roll up structure; and user roles. User role definitions for TES/Admin use
include identification of approving managers, without budget
authorization; department managers, with complete authorization for
selected departments; project managers, having complete authorization for
selected projects; and director level administrators having complete
authorization for corresponding functions. General tasks independent of
the project management tool may be created by responsible managers at the
director level for completion by assigned users using a generic time
funding category.
The TES/Admin module is preferably also used to define funding
relationships for the project plans loaded through the TES/Plan module by
linking project plans to corporate funding sources, which may be changed
periodically as desired. Temporary funding sources may also be assigned,
and direct links to the corporate mainframe system 22 are preferred for
validating funding sources and editing as required. And, any type of
funding source may be identified including both internal and external
funding.
The TES/Admin module is also configured to prepare various reports
regarding performance as required. The commercially available Crystal
Reports software available from the Crystal Computer Services Company,
Inc., of Vancouver, British Columbia, Canada may be used for example.
Complete reporting functionality for both financial and project metrics is
provided for tracking project time scheduled progress as well as funding
progress as addressed above.
And, the TES/PC module residing at the various user terminals 16 allows the
two primary functions of time entry interface for authorized employees and
contractors, and subsequent approval by approving managers identified in
the TES/Admin module. The users enter time against tasks assigned from the
project plans loaded in by the TES/Plan module; or general tasks created
in the TES/Admin module for the entire directorate; or administrative
accounts for vacation, holiday, sickness, and other typical non-work
related conditions. The TES/PC module allows for general as well as task
level comments for subsequent status reporting and review by managers. The
time sheets are entered periodically such as weekly, with the users being
able to enter estimated time to completion against assigned tasks which is
fed back into the external project planning tool through the update
actuals option in the TES/Plan module. And, the individual users may print
copies of the time sheets as desired. Approving managers have security
level access to view all subordinate time sheets for approval or rejection
thereof. Approving managers themselves are allowed to report delinquencies
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