PROCESS MANAGEMENT SYSTEM AND METHOD

• US 20110071869A1
• Filed: 09/20/2010
• Published: 03/24/2011
• Est. Priority Date: 09/24/2009
• Status: Active Grant

• Current Assignee: Bp Logix
• Original Assignee: Bp Logix
• Inventors: O'Brien, Jay, O'Brien, Joby
• Granted Patent: US 8,296,170 B2
• Time in Patent Office: Days
• US Class Current: 705/7
• CPC Class Codes: G06Q 10/06 Resources, workflows, human or project management; Enterprise or organisation planning; Enterprise or organisation modelling
• CPC Class Codes: G06Q 10/0631 Resource planning, allocation, distributing or scheduling for enterprises or organisations
• CPC Class Codes: G06Q 10/103 Workflow collaboration or project management

Abstract

A business process or project management system provides for creation of a project or process definition which includes all activities required to complete the process as well as any dependencies, conditions, and deadlines for each activity, and participants designated to carry out the activities. Once the process is started, activities are carried out in turn when the dependencies and conditions are met, and the system updates when any activities are complete so that any activities dependent on completed activities can be started. A reporting module creates status reports for each activity which are displayed to a user such as an administrator on a user interface. Stored information on previous instances of an activity are used to predict when an activity is likely to be late and to provide alerts to users prior to starting the activity.

Claims

1. A computer implemented method for managing a business process, where one or more processors are programmed to perform steps comprising:

receiving administrator input of information describing a business process, the information including at least a list of parent activities required to complete the process and one or more levels of child activities associated with at least one of the parent activities and required to complete the associated parent activity, the information associated with at least some activities including starting conditions comprising at least a list of any other activities requiring completion before the activity can start;

processing the administrator input information to create an activity based timeline definition from the input information which identifies activities which can be carried out in parallel and activities which require completion of one or more prior activities in order to start;

starting the process by checking all activities in each level, the activity checking comprising checking starting conditions and starting any activity for which starting conditions are met while working through all the levels of activities, whereby all activities which can be started are run in parallel;

periodically checking the status of all activities to identify completed activities and starting any activities which are dependent on completed activities;

on detection of completion of all child activities required for completion of a parent activity, updating the timeline definition with the duration and completion date of the parent activity; and

on detection of completion of all parent activities required for the process, terminating the process and updating the timeline definition with the completed process duration and the duration of each activity required for completing the process, and storing the updated timeline definition in a database.

2. The method of claim 1, wherein the administrator information further comprises a due date for completing the process, and processing the administrator information further comprises calculating projected start times and durations for each activity using at least stored information on previous instances of the activity, using the projected durations to calculate a projected process completion date, and notifying the administrator if the projected completion date is after the due date entered by the administrator.

3. The method of claim 1, wherein the administrator information further comprises deadlines for completing each activity, and processing the administrator information further comprises determining projected start times and durations for each activity based on activity dependencies and the deadlines provided by the administrator, the activity based timeline definition listing the projected start times and durations for activities, displaying the initial activity based timeline definition on a user device, updating the activity based timeline definition with any activity status changes after checking the status of all activities, and displaying updated timeline definitions on request by a user.

4. The method of claim 3, wherein the updated timeline definition includes an identification of activities projected to be completed prior to or after the administrator requested deadline.

5. The method of claim 1, wherein the information associated with at least some activities further comprises identification of one or more participants for carrying out the activity and conditions for sending activity related notifications to participants, and the step of starting an activity having one or more identified participants comprises at least sending a notification to start the activity to each identified participant for the activity.

6. The method of claim 5, further comprising saving information on durations and any named participants for each completed instance of each activity, using the saved information to predict duration for future instances of the same activity, processing the predicted durations and activity dependencies to identify activities predicted to be late in advance of completion of the activities, and providing a notification to at least the process administrator on identification of any activity predicted to be late.

7. The method of claim 1 further comprising saving the running times for each activity on completion of a process, predicting the running time for each activity required for completion of a process on receipt of administrator input requesting starting of a new run of the process, the predicted running times being calculated using stored running times for previous instances of each activity, and sending a notification to the administrator if the predicted running times for any activity indicate delay in completion of the activity and delay in starting any activity dependent on completion of the activity, based on user entered deadlines.

8. The method of claim 7, further comprising receiving administrator input of a weighting for each activity, and the calculated running time for each activity uses both the user entered weighting for the activity and the saved running times for previous instances of the activity.

9. The method of claim 8, wherein the step of saving the running times also includes saving information on participants identified in previous instances of an activity, the saved information including participant based running times for each activity, and the calculated running time for each activity uses any previous running times for the same activity associated with the participant identified by the administrator for a new instance of the activity.

10. The method of claim 1, further comprising receiving administrator input of a weighting for each activity, periodically processing an activity weighting and information received on the status of the activity after each activity status checking step to determine a percentage completion of the activity, creating periodic weighted activity reports indicating the current percentage completion for each activity and storing the current weighted activity report in a data base, and displaying the current weighted activity report in a display screen on receipt of a user request.

11. The method of claim 5, further comprising receiving participant input of activity status information including activity completion, and storing activity status inputs received from participants in the data base, including the duration of time used for completing the activity.

12. The method of claim 5, further comprising receiving administrator input of electronic forms associated with activities for completion by participants assigned to the activities and saving the electronic forms in the data base in association with the activities to which the forms are assigned, wherein the step of notifying participants to start any activities for which the activity starting conditions are met includes providing participants with a link to any forms associated with any activities to be started.

13. The method of claim 12, further comprising receiving completed electronic forms from participants and updating the activity based timeline with information provided on completed electronic forms.

14. The method of claim 12, further comprising creating each electronic form in a word processing document including a graphical interface plug in which converts the word processing document to a HTML (hyper text mark up language) document, the step of providing the form to a participant comprising displaying the electronic form on a participant'"'"'s browser as a HTML web page.

15. The method of claim 1, wherein the information associated with each activity includes action to be taken if the activity is not completed within a selected time limit calculated from a configured activity start time to an administrator entered due date.

16. The method of claim 15, wherein the step of periodically checking activity status includes checking for activities not completed within the selected time period, checking action to be taken if an activity is not completed with the selected time period, marking the activity as complete if the action to be taken is to cancel the activity, and starting any activities dependent on the canceled activity.

17. The method of claim 1, further comprising creating an activity execution database including an activity instance number and duration for each activity associated with a project, the activity instance number being equal to the total of times the activity associated with a process has run, updating the timeline definition and incrementing the activity instance number for the activity in the activity execution database by one and storing the activity duration each time the activity is completed in a new instance of the process.

18. The method of claim 17, further comprising identification of any participants associated with each completed activity in the activity execution database, and creation of participant activity instance numbers for each participant who carried out a completed activity and the duration of the activity associated with each participant, whereby the activity instance numbers for each activity comprise a total activity instance number, identification of any participants involved with each instance of the activity, and the duration for each instance of the activity.

19. The method of claim 1, wherein the step of checking for completed activities comprises checking the activity status starting at the lowest level of child activities and working up through all the levels while checking for completion of activities in each level in turn.

20. A computer implemented system for managing a business process, the system comprising:

a non-transitory computer readable medium configured to store computer executable programmed modules;

a processor communicatively coupled with the non-transitory computer readable medium configured to execute programmed modules stored therein;

a computer programmed process definition module and a computer programmed process automation module both stored in the non-transitory computer readable medium;

a data base configured to store process status information;

the process definition module being configured to display a series of graphical user interfaces on a user display device, to receive input from an administrator defining a process on the graphical user interfaces, the input comprising at least one condition for initiating the process, a list of parent activities required for completing a process and any associated child activities required to complete a parent activity, and information associated with each activity, the information associated with each activity comprising at least conditions for starting and completing an activity, wherein the conditions for starting at least some activities include dependencies on completion of one or more additional activities; and

the process automation module being configured to create an activity based timeline definition from the saved input information which lists parent activities and any child activities associated with each parent activity which are to be completed in order to complete the parent activity, projected start times and durations for each activity and identification of activities which can be carried out in parallel and activities which require completion of one or more prior activities in order to start, to start any parent activity when starting conditions are met, to check all child activities required for completion of a parent activity which has started and start any child activities for which starting conditions are met, to periodically check activity status to identify completed activities and start any activities dependent on completion of detected completed activities, to update the timeline definition with the completion date of any completed activities and store the updated timeline definition in a data base, to update the timeline definition with the completion date of any completed parent activity and store the updated timeline definition on detection of completion of all child activities required for completion of the parent activity, and to terminate the process and update the timeline definition with the completed process duration and the duration of each activity required for completing the process on detection of completion of all activities required for a process, and to store the updated timeline definition in the data base.

21. The system of claim 20, wherein the process automation module is further configured to create a tree structure representing the defined process, the tree structure comprising a first level of nodes representing parent activities, and at least a second level of nodes representing any child activities required for completion of a first level parent activity.

22. The system of claim 21, wherein the tree structure further comprises additional levels of child activities required for completion of child activities in preceding levels.

23. The system of claim 20, further comprising a reporting module stored in the non-transitory computer readable medium, wherein the reporting module is configured to create status reports on receipt of report requests from authorized users.

24. The system of claim 23, wherein the reporting module is associated with the process automation module and is configured to receive and store information on current activity status for all activities and to store information on the number of instances each activity has been run and the duration of each activity instance.

25. The system of claim 24, wherein the reporting module further comprises a programmed prediction module configured to carry out predictive analysis for all running processes based on stored information on previous instances and stored durations of previous instances of activities required for completing the running processes.

26. The system of claim 25, wherein the prediction module is further configured to predict if an activity is going to be late based on the past performance of prior instances of the activity.

27. The system of claim 26, wherein the prediction of whether an activity is going to be late is additionally based on user entry of an activity weighting and a required completion date for the activity.

28. The system of claim 27, wherein the prediction module is configured to send a notification to a selected user on predicting that an activity is going to be late.

29. The system of claim 26, wherein the prediction module is further configured to store information on participants carrying out previous instances of each activity, and to predict if an activity is going to be late based on the participant assigned to the activity and stored durations of instances of previous performance of the same activity by the same participant.

30. The system of claim 23, wherein the reporting module is configured to create a plurality of different status reports, comprising at least a process timeline report including a timeline for at least some activities required for completing the process, an identification of whether an activity is running or completed, an identification of any activities which are late, an identification of a projected start date for any activity which is not yet started, and an identification of a projected complete date for any activity which is not yet completed.

31. The system of claim 30, wherein the status reports include a plurality of different format timeline reports including reports listing the status of parent activities only and reports listing the status of all parent and child activities.

32. The system of claim 30, wherein the status reports include a user interface for enabling a user to input commands to extend or reduce an activity duration and to cancel an activity.

33. The system of claim 30, wherein the reporting module is further configured to create activity weighting status charts based on user input of activity weightings representing the order of importance of activities for completing a process, the activity weighting status charts identifying parent activity status based on a percentage completion calculated using the weighting of the parent activity and each associated child activity and the current status of each child activity.

34. The system of claim 33, wherein the activity weighting status charts include a user interface for switching between different views, the views including an aggregate view of the calculated percentage completion of parent activities alone and expanded views including the calculated percentage completion of all child activities under a user selected parent activity.

35. The system of claim 20, further comprising an electronic form (eForm) processing module stored in the non-transitory computer readable medium, wherein the eForm module is configured to create electronic forms associated with respective activities for each process based on administrator input of form criteria for each activity related electronic form and to display selected electronic forms to participants associated with the respective activities for entry of activity status information by the participants during running of the process.

36. The system of claim 35, wherein the eForm processing module is configured for administrator input of form criteria in a word processing document, for converting the word processing document into a HTML (hyper text mark up language) eForm, and storing the eForm in association with an activity requiring the eForm, and for displaying the eForm on a participant'"'"'s browser as a HTML web page when the associated activity is started.

37. The system of claim 20, wherein the series of graphical user interfaces comprise at least a process definition screen for listing parent activities and associated child activities for completing a process, the process definition screen including at least one user interface icon for clicking by a user to display a secondary graphical user interface for receiving user entry of activity associated information.

38. The system of claim 37, wherein the secondary graphical user interface comprises a pop up window on the process definition screen.

39. The system of claim 37, wherein the graphical user interfaces further comprise a first pop up window for entry of an activity identifier and activity instructions including duration and a second pop up window for entry of at least one participant for completing the activity.

40. The system of claim 39, wherein the graphical user interfaces further comprise at least one interface for entering any dependent conditions for starting and completing the activity, the dependent conditions for starting an activity including a list of any child activities to be completed before starting the activity.

41. The system of claim 40, wherein the user selectable conditions for completing the activity include completion of all activity related tasks by assigned participants and other criteria to be met.

42. The system of claim 40, further comprising a graphical user interface for entry of any conditions for enabling the activity.

43. The system of claim 40, further comprising a graphical user interface for selective entry of a due date for completing the activity and selection of an action to be taken from a list of possible actions on expiry of the due date without activity completion.

44. The system of claim 39, further comprising a notifications interface for user entry of notifications to be sent, deadlines for sending notifications, and selected participants to receive notifications.

45. The system of claim 39, further comprising at least one user interface having an option for user entry of a selected e-form to be associated with the activity.

46. The system of claim 21, wherein the process automation module is configured to check for activity completion starting at the lowest level of child activities and working up through each activity level by checking each activity in each level in turn until the activities in each level are all checked for completion.

47. A system comprising at least one computer communicatively coupled with at least one non-transitory computer readable medium, wherein the computer is programmed for activity based management of a business process by:

providing a process management interface for administrator entry of selected information regarding a process to be run, the selected information including at least a process identifier, a list of parent and child activities required to complete the process, any participants associated with each activity requiring participant input, and conditions for starting, carrying out, and completing each activity;

storing all process information entered by an administrator in the non-transitory computer readable medium;

processing the information entered by the administrator to create an activity based timeline definition for running the process, the timeline definition comprising a tree structure having a first level of nodes comprising parent activities and additional levels of nodes under the first level comprising any child activities associated with the respective parent activities;

starting the process on detection of a process starting condition; and

periodically monitoring the status of all activities in each level of the tree structure and starting any activities for which starting conditions are met and repeating the monitoring and starting of activities for each level of activities at periodic intervals, whereby any parent or child activity dependent on a completion of one or more other activities is started when all dependent activities are detected to be complete;

the periodic status monitoring further comprising checking for completion of all child activities required for completion of a parent activity and updating the timeline definition with information on any completed parent activity, and checking for completion of all parent activities in the first level and terminating the process when all parent activities are completed.

48. A non-transitory computer readable medium having stored thereon one or more sequences of instructions for causing one or more processors to perform the steps for managing a business process, the steps comprising:

providing a process management interface for administrator entry of selected information regarding a process to be run, the selected information including at least a process identifier, a list of parent and child activities required to complete the process, any participants associated with the activities, and conditions for starting, carrying out, and completing each activity;

saving all process information entered by an administrator;

processing the information entered by the administrator to create an activity based timeline definition for running the process, the timeline definition comprising a tree structure having a first level of nodes comprising parent activities and one or more additional levels of nodes comprising any child activities associated with respective parent activities;

starting the process by checking all activities in each level, the activity checking comprising checking starting conditions and starting any activity for which starting conditions are met while working through all the levels of activities, whereby all activities which can be started are run in parallel;

periodically checking the status of all activities to identify completed activities and starting any activities which are dependent on completed child activities;

on detection of completion of all child activities required for completion of a parent activity, updating the timeline definition with the duration and completion date of the parent activity; and

on detection of completion of all parent activities required for the process, terminating the process and updating the timeline definition with the completed process duration and the duration of each activity required for completing the process, and storing the updated timeline definition in a database.