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Description  |
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TECHNICAL FIELD OF THE INVENTION
This invention relates in general to the field of data communications, and
more particularly to an automated system and method for matching an item
of business property to a recipient.
BACKGROUND OF THE INVENTION
Many organizations allocate selected items of business property according
to the needs of the organization and the characteristics of the item and
recipient. It is often desirable to allocate these items in response to
information provided by a submitter. For example, a submitter might
provide information concerning an excess item to match the item to another
individual, group, department, site, or other recipient within or outside
the organization.
As organizations become larger and more complex to serve a variety of
customer and internal requirements, organizations may match items of
business property to recipients using various techniques. A known
technique for matching an excess item of business property to a recipient
uses manual submission, authorization, and request matching processes that
are often relatively slow and laborintensive. Information communicated by
hard copy, facsimile, or telephone in connection with such techniques may
be illegible, inaccurate, misdirected, delayed, or even lost. In addition,
authorization for the matching may be obtained and request matching
performed inadequately, improperly, or not at all. Furthermore,
information concerning excess items may not be maintained in a location
that allows access by potential recipients. As a result, matching an item
to a recipient may require several days, causing consequent backlogs and
undesirable delays. Moreover, organizations using such techniques may have
little flexibility to support customer or internal time and space
constraints.
SUMMARY OF THE INVENTION
In accordance with the present invention, the disadvantages and problems
associated with systems and methods for matching an item of business
property to a recipient have been substantially reduced or eliminated.
In accordance with one embodiment of the present invention, an automated
system for matching an item of business property to a recipient includes
an inventory database containing inventory data concerning the item. A
match module is coupled to the inventory database and receives allocation
data for the item. The match module generates match data for the item and
associates the match data with the inventory data. The match module
receives an item request containing request data and matches the item to
the recipient associated with the item request using the match data.
Important technical advantages of the present invention include providing
an automated system and method for matching an item of business property
to a recipient that incorporates automatic submission, authorization, and
request matching processes to give organizations the ability to match
items in an efficient, timely, and accurate manner. The present invention
decreases the transaction time for matching each item and may further
decrease manpower requirements associated with the matching process. The
present invention also enhances the ability of the organization to respond
to customer requirements and external or internal equipment needs and
storage constraints. Other technical advantages are readily apparent to
one skilled in the art from the following figures, descriptions, and
claims.
BRIEF DESCRIPTION OF THE DRAWINGS
For a more complete understanding of the present invention and for further
features and advantages thereof, reference is now made to the following
description taken in conjunction with the accompanying drawings, in which:
FIG. 1 illustrates an exemplary automated system for matching an item of
business property to a recipient according to the teachings of the present
invention;
FIG. 2 illustrates an exemplary input form containing allocation data;
FIGS. 3a and 3b illustrate an exemplary relationship between an item
request and availability data for an item; and
FIGS. 4a through 4c represent a flow chart of an exemplary method for
matching an item of business property to a recipient.
DETAILED DESCRIPTION OF THE INVENTION
FIG. 1 illustrates an exemplary automated system 8 for matching an item of
business property to a recipient. System 8 includes matching system 10 and
routing system 12. Matching system 10 receives allocation and
authorization information for an excess or otherwise available item from
routing system 12 and matches the item to a recipient associated with an
item request. The item may be any tangible piece of equipment or other
business property owned, leased, managed, maintained, or otherwise under
the control or supervision of the organization or for which the
organization may be responsible. In one embodiment, the item is an excess
item that, although operable, is not needed by a particular individual,
group, department, or site with which the item is presently associated or
for which there is a higher priority elsewhere within or outside the
organization.
Allocation refers generally to any suitable process for physically
transferring an item from one or more individuals, groups, departments, or
sites within an organization to a recipient within or outside the
organization. Allocation of an item may be in the form of transfer within
the organization, disposal, employee gift, donation, sale, or any other
disposition suitable for the needs of the organization. Matching refers
generally to any suitable process for finding, locating, identifying,
associating, assigning, choosing, or otherwise determining a recipient to
which an item may be allocated in some suitable manner.
Routing system 12 receives allocation data 14 for the item from a submitter
13 and routes allocation data 14 to a coordinator 20 and one or more
authorizers 22, 24, or 26 for authorization of the allocation. Allocation
data 14 may include any information suitable for authorizing the
allocation of the item and matching the item to a recipient. Submitter 13
may be autonomous or operated by an employee, manager, supervisor,
executive, or any other person associated with the organization that
desires to allocate the item. Authorizers 22, 24, and 26 may be autonomous
or operated by any persons such as managers, supervisors, or executives
that have the authority to and may authorize allocation of the item,
depending on the value or other characteristics of the item. Coordinator
20 may be autonomous or operated by any person within the organization,
such as a manager or supervisor, suitable to coordinate the operations of
routing system 12. In one embodiment, coordinator 20 selects a particular
authorizer 22, 24, or 26.
Routing system 12 includes mail servers 16 and 18, coordinator 20, and
authorizers 22, 24, and 26. Although at least a portion of allocation data
14 is provided by submitter 13, allocation data 14 may also be generated
by coordinator 20, one or more authorizers 22, 24, and 26, mail servers 16
and 18, routing system 12, or any combination of the above. Routing system
12 may be any electronic mail or other communications system operating on
one or more computers or other processing devices. Routing system 12 may
include OFFICE VISION MAIL, LOTUS NOTES, MICROSOFT MAIL, an interactive
web page, or any other suitable communications application or tool.
Routing system 12 includes all hardware and/or software appropriate to
receive, transmit, send, forward, reply to, store, archive, and otherwise
communicate messages concerning the item between submitter 13, coordinator
20, and authorizers 22, 24, and 26 using mail servers 16 and 18.
Mail servers 16 and 18 are coupled to and interact with each other and with
submitter 13, coordinator 20, and authorizers 22, 24, and 26 to
communicate information for authorizing allocation of the item, as an
excess item or otherwise. Mail servers 16 and 18 are computers or other
processing devices that manage communications between submitter 13,
coordinator 20, authorizers 22, 24, and 26, and matching system 10. Mail
servers 16 and 18 may also manage communications between routing system 12
and a network or other resource external to routing system 12 and matching
system 10, using any suitable wireline or wireless link. Submitter 13,
coordinator 20, and authorizers 22, 24, and 26 may be any logical entities
in hardware and/or software, such as miniframes or personal computers,
that send and receive information using mail servers 16 and 18. Although
only mail servers 16 and 18, submitter 13, coordinator 20, and authorizers
22, 24, and 26 are discussed, the present invention contemplates more or
fewer mail servers, submitters, coordinators, and authorizers, at one or
more locations depending on the item, allocation data 14 for the item, the
organization, or any other suitable factor.
In operation of routing system 12, submitter 13 provides a first portion of
allocation data 14 for the item using an input form residing on components
of routing system 12, such as mail servers 16 and 18. Routing system 12
generates a second portion of allocation data 14 according to the routing
of allocation data 14 and the authorization for the allocation. Routing
system 12 may provide submitter 13 with one or more opportunities to
select the manner in which the item is allocated, for example, by transfer
within the organization as an excess item. Routing system 12 may provide
an input form to submitter 13 based on this selection or may provide
submitter 13 with a single input form that is suitable for more than one
type of allocation.
Submitter 13 may provide allocation data 14 for more than one item, using a
single input form or multiple input forms. Where more than one item is to
be matched to a recipient, routing system 12 may process allocation data
14 for each item in a serial fashion, in a prioritized order, more or less
simultaneously, or in any other suitable manner. The relationship between
allocation data 14 and the input form residing on components of routing
system 12 is discussed more fully below in connection with FIG. 2.
Matching system 10 includes a match module (MATCH) 30 that is coupled to
mail server 18, a request database 31, one or more priority parameters
(PP) 48, an interface (I/F) 36, and a communications module (COMM) 46.
Interface 36 and communications module 46 are each coupled to and interact
with communication parameters (CP) 38. Interface 36 is coupled to and
interacts with an inventory database 32 and a database management system
(DBMS) 33 associated with inventory database 32. Communications module 46
also interacts with one or more requesters 40, 42, and 44 from which
matching system 10 may receive one or more item requests. In general,
matching system 10 receives allocation data 14 for an item from routing
system 12 and an item request from a requester 40, 42, or 44, and matches
the item to a recipient associated with the item request in some suitable
manner.
Inventory database 32 contains inventory data 34 corresponding to items
that the organization may wish to allocate at some time during the life of
the items or organization. Inventory database 32 may also contain
inventory information concerning items the organization may not wish to
allocate, for whatever reason. Inventory database 32 may include one or
more databases or files at a single or multiple locations, internal or
external to matching system 10, that contain any inventory, tracking, or
other information concerning the items that may be relevant to matching
the items to recipients, as excess items or otherwise, using matching
system 10. The inventory data 34 for each item may be identified by a
unique item number assigned to the item by the organization or otherwise.
Inventory database 32 supports a DBMS 33 that manages access to the
resources of inventory database 32. Inventory database 32 may be more or
less permanent or may be a temporary file created by extracting inventory
information from more permanent files for matching system 10 to use in
matching items to recipients and in updating the more permanent files to
reflect such matching. Inventory database 32 may include fixed or
removable storage media at one or more locations or processing devices,
such as random access memory (RAM), read only memory (ROM), magnetic
computer disks, CD-ROM, or any other volatile or non-volatile memory.
Match module 30 receives allocation data 14 from mail server 18. Match
module 30 identifies the first portion of allocation data 14 provided by
submitter 13 and generates match data for the item for transmission to
inventory database 32. The match data represents the first portion of
allocation data 14, in whole or in part, and may duplicate some or all of
the first portion of allocation data 14. For example, the first portion of
allocation data 14 might include the name, location, telephone number,
facsimile number, network address or other information concerning a person
to contact if the item is desired by another individual, group,
department, site, or other recipient within the organization. The
corresponding match data might include some or all of the identical
information or representations of that information. As discussed below,
matching system 10 may associate the match data for the item with the
inventory data 34 for the item in inventory database 32.
Match module 30 transmits the match data for the item to inventory database
32 using interface 36. Interface 36 may be any mechanism suitable to allow
match module 30 and inventory database 32 to communicate information with
one another. For example, interface 36 may include the appropriate
hardware and software to communicate using a direct connection to a public
switched telephone network, a connection through a local area network
(LAN), wide area network (WAN), or other network, or any other suitable
communications connection to access one or more databases or files at one
or more locations. Interface 36 may also include protocol conversion and
some data processing capabilities that allow interface 36 to facilitate
data communications between match module 30 and inventory database 32.
Interface 36 accesses communication parameters 38 to communicate
information with inventory database 32. For each database or file included
in inventory database 32, communication parameters 38 maintain access
information that may include, without limitation: a username, a password,
a telephone number, communication port settings, database specifications,
library and file names, directory paths, library and file paths, protocol
information, and any other information suitable for accessing inventory
database 32 and communicating information between match module 30 and
inventory database 32.
Inventory database 32 receives the match data from match module 30 and
interface 36. In one embodiment, inventory database 32 and its associated
DBMS 33 associate the match data for the item with the inventory data 34
corresponding to the item. In combination, the match data and associated
inventory data for the item may be referred to as availability data 35.
The existence of the match data or the existence of availability data 35,
which represents the association of the match data with inventory data 34
for the item, may indicate to matching system 10 that the item is
available for matching to a recipient. Matching system 10, in conjunction
with inventory database 32 and its associated DBMS, may also associate an
availability indicator 37 with availability data 35, the match data, or
inventory data 34 for the item to indicate the availability of the item.
Matching system 10 may populate one or more databases or files in one or
more locations, internal or external to matching system 10, with match
data, inventory data 34, or availability data 35 for items that are
available for matching to a recipient. Matching system 10 might then
access one or more of these databases or files to match items to
recipients rather than searching inventory database 32 in its entirety to
identify excess or otherwise available items. The present invention
contemplates indicating the availability of an item for matching to a
recipient in any suitable manner using the match data, inventory data 34,
or availability data 35 for the item stored in inventory database 32 or
other suitable data repository.
Communications module 46 is coupled to and interacts with an electronic
mail system or other suitable communications system, which may include
routing system 12, to communicate item requests and other information
between match module 30 and one or more requesters 40, 42, and 44.
Communications module 46 may include appropriate hardware and software to
communicate using a direct connection to a public switched telephone
network, a connection through a local area network (LAN), wide area
network (WAN), or other network, or any other suitable communications
connection. Further, communications module 46 may include protocol
conversion and data processing capabilities that allow communications
module 46 to facilitate data communications between match module 30,
requesters 40, 42, and 44, and other selected persons or devices.
Communications module 46 may also access one or more communications
parameters 38 to facilitate such communications. Although only requesters
40, 42, and 44 are discussed, the present invention contemplates more or
fewer request stations, depending on the need or desire for items, the
particular organization, and other suitable factors.
Match module 30 receives item requests 33 from requesters 40, 42, and 44
and may prioritize or order item requests 33 using one or more priority
parameters 48. Priority parameters 48 may include, without limitation:
priority rankings for some or all of the individuals, groups, departments,
sites, or other recipients within or outside the organization that may
communicate an item request 33 to matching system 10; priority rankings
for different types of items or items of different qualities or values;
the date the item request 33 was generated or submitted; the date the item
is needed or desired, if not immediately; an urgency parameter provided by
the requester with the item request 33; or any other prioritization or
ordering information.
In one embodiment, match module 30 stores item requests 33 using request
database 31 in a queued, ordered, or other suitable arrangement according
to the prioritization of item requests 33. Request database 31 may include
fixed or removable storage media at one or more locations or processing
devices, such as random access memory (RAM), read only memory (ROM),
magnetic computer disks, CD-ROM, or any other volatile or non-volatile
memory. The relationship between stored item requests 33 and availability
data 35 is discussed more fully below with reference to FIG. 3.
Match module 30 searches inventory database 32 to identify one or more
items that are available for matching, as indicated by the existence,
content, or association with inventory data 34 of match data, availability
data 35, availability indicators 37, or any combination of these or other
suitable indicia of availability. In general, match module 30 attempts to
satisfy item requests 33 by matching such available items to requesters
40, 42, and 44 or other recipients associated with the stored and queued,
prioritized, or ordered item requests 33. Match module 30 may search
inventory database 32 for one or more items to satisfy each item request
33, may search inventory database 32 for one or more items to satisfy a
particular item request 33, may search inventory database 32 periodically
for items to satisfy some or all of the item requests 33, or may search
inventory database 32 in any other suitable manner to match excess or
otherwise available items to recipients.
For example, match module 30 might receive an item request 33 from
requester 42 for a computer of a specified type and having a specified
value that is available for immediate allocation. In response, match
module 30 might prioritize the item request 33 according to one or more
priority parameters 48, store the item request 33 using request database
31 in a queued or other ordered arrangement according to the
prioritization, subsequently select the item request 33 according to its
queued or ordered position, and search inventory database 32 in some
suitable manner to match an item to a recipient associated with the item
request 33.
In one embodiment, match module 30 searches inventory database 32 for match
data, availability data 35, or availability indicators 37. Each time match
data, availability data 35, or an availability indicator 37 is identified,
match module 30 determines whether the corresponding item satisfies the
particular item request 33 by comparing the request data contained in the
item request 33 to the inventory data 34, match data, or availability data
35 for the item. As discussed above, match module 30 may also search a
database, file, or other data repository that contains inventory data 34,
match data, availability data 35, or any combination of the above, whether
or not extracted from inventory database 32, for each excess or otherwise
available item. In this case, match module 30 might not to need determine
the availability of the corresponding items before determining whether one
or more items satisfy the particular item request 33 by comparing the
request data associated with the item request 33 to the inventory data 34,
match data, or availability data 35 for the item.
Match module 30 may search inventory database 32 or other suitable data
repository to identify excess or available items serially, more or less
simultaneously, or in any other suitable manner. Match module 30 may
search for an item that is to become available at some known or unknown
date in the future. If two or more stored item requests 33 are satisfied
by the same item, match module 30 may match the item to the recipient
associated with the item request 33 having the highest priority, as
assigned by match module 30 according to priority parameters 48 upon
receiving the item request from requester 40, 42, or 44. The present
invention contemplates matching an excess or available item to a recipient
in any suitable manner according to the item, allocation data 14,
inventory data 34, match data, or availability data 35 for the item, the
request data associated with one or more item requests 33, one or more
priority parameters 48, or any other suitable factors or combination of
factors.
Matching system 10 may operate on one or more computers 50 that are
integral to or separate from the hardware and software that support the
components of routing system 12, interface 36, communications module 42,
and requesters 40, 42, and 44. Computer 50 may include an input device 52,
such as a keypad, touch screen, microphone, or other device that can
accept information. An output device 54 may convey information associated
with the operation of matching system 10, including digital or analog
data, visual information, or audio information. Both input device 52 and
output device 54 may include fixed or removable storage media, such as
magnetic computer disks, CD-ROM, or other suitable media to both receive
output from and provide input to matching system 10. Computer 50 may have
a processor 56 and an associated volatile or non-volatile memory to
execute instructions and manipulate information in accordance with the
operation of matching system 10.
In operation, routing system 12 receives allocation data 14 for an item
from submitter 13 and routes allocation data 14 to coordinator 20 and one
or more requesters 22, 24, and 26. If allocation of the item is
authorized, allocation data 14 is transmitted to matching system 10 and
match module 30. Match module 30 identifies the first portion of
allocation data 14 and generates match data that wholly or partially
represents the first portion of allocation data 14. Match module 30
transmits the match data to inventory database 32 using interface 36 and
communication parameters 38. Inventory database 32 associates the match
data with inventory data 34 for the item, possibly in the form of
availability data 35, and may also associate an availability indicator 37
with the inventory data 34, match data, or availability data 35 for the
item.
Match module 30 receives item requests 33 from requesters 40, 42, and 44
using communications module 46. Match module 30 prioritizes item requests
33 according to one or more priority parameters 48 and stores item
requests 33 using request database 31 in a queued or other ordered
arrangement according to the prioritization. Match module 30 searches
inventory database 32 or other suitable data repository to identify excess
or otherwise available items that satisfy the item requests 33. Match
module 30 matches the items to recipients associated with the item
requests 33 accordingly. If match module 30 is unable to match an item to
a recipient, the item may be allocated by disposal, employee gift,
donation, sale, or in some other suitable manner.
FIG. 2 illustrates an input form 100 residing on routing system 12 and
containing allocation data 14 for an excess or otherwise available item.
Although only one item is discussed, input form 100 may contain allocation
data 14 for a single item or for multiple items in any suitable form. In
one embodiment, input form 100 contains first portion 102 of allocation
data 14 that is provided by the submitter and may include, without
limitation: a recipient identifier 104 that corresponds to an intended or
preferred recipient within the organization; an item number 106 that the
organization may assign to the item; a location identifier 108 setting
forth the location of the item; an item type 109 that generally or
specifically describes the technology, use, or function to which the item
may pertain; a manufacturer identifier 110; a manufacturer part number
112; a serial number 114 for the item; a net book or other value
associated with the item 116; a contact identifier 118; contact
communications information 120 such as a telephone number, facsimile
number, network address, or other suitable identifier; a projected
availability date for the item 122; an authorizer identifier 124, if a
preferred authorizer exists; and any other identification, allocation, or
other suitable information concerning the item.
As discussed above in connection with FIG. 1, first portion 102 of
allocation data 14 is received from submitter 13 and routed to coordinator
20 and a particular authorizer 22, 24, or 26 for authorization of the
allocation, as an excess item or otherwise. Input form 100 may also
contain a second portion 126 of allocation data 14 that is generated by
coordinator 20, one or more of the authorizers 22, 24, and 26, or
components of routing system 12 such as mail servers 16 and 18, according
to the routing of first portion 102 of allocation data 14 and the
authorization for the allocation. The present invention contemplates some
or all of first portion 102 and second portion 126 of allocation data 14
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