Method and system for decomposing and categorizing organizational information

A method for categorizing information of an organization includes presenting a user interface to a user for inputting the information. The user interface includes a plurality of categories including policy category, a process category, a role category and a fact category. The method further includes allowing a user to select at least one category of the plurality of categories, and allowing a user to input under the at least one category he information pertaining to the at least one category.

BACKGROUND OF THE INVENTION

1. Technical Field

The present disclosure relates to a method and system for decomposing and categorizing organizational information.

2. Discussion of the Related Art

Businesses are always looking for ways to increase their efficiency and maximize profits. Increased revenue can be achieved by minimizing the costs of producing or providing products or services. Further, if such costs are maintained at a consistent level, businesses may formulate prices that accurately reflect their desired profit margins.

Critical business information and the ease of access thereto by employees, suppliers, clients and customers is one way of eliminating waste and increasing productivity within an organization. For example, employees performing a task for the first time are able to complete the task in a more efficient and consistent manner when they can learn how the organization expects the task to be performed. Accordingly, granting employees easy access to key information about the organization and/or to individuals/employees with useful information can eliminate wasteful attempts at completing the task and increase productivity.

Some known attempts to streamline the flow of information within organizations include databases and electronic libraries of useful information, and tools for electronic management of products and business events and contacts. Also, computer-based solutions for locating experts on specific subjects within an organization and for gathering business information from e-mail have been proposed.

However, the known attempts are either product or task specific. For example, known databases address specific parts of a business, such as technical specifications, inventory, and customer lists. Although useful to some extent, these databases are not designed to fit within a general structure of business information and their utility is limited to a small sampling of tasks and employees. Similarly, the tools for electronic management of products or business contacts, and the solutions for locating experts or analyzing e-mail are limited to certain tasks within an organization, thereby limiting their usefulness to the entire organization.

None of the known attempts provide a useful taxonomy for categorizing information and procedures that can be commonly applied to different organizations to cover all functional aspects of each organization.

Accordingly, a need exists for a method and system for structuring organizational information that is applicable to multiple organizations and facilitates access to critical data.

SUMMARY OF THE INVENTION

A method for categorizing information of an organization, in accordance with an embodiment of the present invention, comprises presenting a user interface to a user for inputting the information, the user interface comprising a plurality of categories including a policy category, a process category, a role category and a fact category, allowing the user to select at least one category of the plurality of categories, and allowing the user to input under the at least one category the information pertaining to the at least one category.

The at least one category may include a sub-category and the method may further comprise allowing the user to input under the sub-category the information pertaining to the sub-category. The user interface may further comprise the policy category and/or the process category divided into at least one of a work product category, an oversight category and an infrastructure category. The user interface may further comprise the fact category divided into at least one of an application category, a database category, an external category, a form category, an other category, a report category, an expert category and a template category.

In accordance with another embodiment of the present invention, a program storage device readable by a machine, tangibly embodying a program of instructions executable by the machine to perform method steps for categorizing information of an organization is provided. The method steps comprise presenting a user interface to a user for inputting the information, the user interface comprising a plurality of categories including a policy category, a process category, a role category and a fact category, allowing the user to select at least one category of the plurality of categories, and allowing the user to input under the at least one category the information pertaining to the at least one category.

A system for categorizing information of an organization, in accordance with another embodiment of the present invention, comprises means for presenting a user interface to a user for inputting the information, the user interface comprising a plurality of categories including a policy category, a process category, a role category and a fact category, means for selecting at least one category of the plurality of categories, and means for inputting under the at least one category the information pertaining to the at least one category.

Another method for categorizing information of an organization, in accordance with an embodiment of the present invention, comprises presenting a user interface to a user for displaying the information, the user interface comprising a plurality of categories including a policy category, a process category, a role category and a fact category, allowing the user to select at least one category of the plurality of categories, and displaying the information pertaining to the at least one category.

Another method for categorizing information of an organization, in accordance with an embodiment of the invention, comprises presenting a user interface to a user for inputting the information, the user interface comprising at least one of a policy category, a process category, a role category and a fact category, allowing the user to select at least one of the policy category, the process category, the role category and the fact category, and allowing the user to input under the selected category the information pertaining to the selected category.

In accordance with an embodiment of the invention, a server connected to at least one client through a network includes a computer readable code embodied therein for causing a computer to perform method steps for categorizing information of an organization. The method steps comprise forwarding from the server to the at least one client a first interface for selecting at least one category of a plurality of categories, wherein the plurality of categories include at least one of a policy category, a process category, a role category and a fact category, receiving at the server a selection of the at least one category from the at least one client, forwarding a second interface for inputting under the at least one category the information pertaining to the at least one category from the server to the at least one client in response to the received selection, and receiving at the server inputted information pertaining to the at least one category from the at least one client.

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS

The embodiments of the present invention relate to computer implemented systems and methods for categorizing information and procedures of organizations. The systems and methods for structuring the organizational information can be commonly applied to different organizations and are applicable to all functional aspects of each organization.

The embodiments described herein may be implemented in various forms of hardware, software, firmware, special purpose processors, or a combination thereof. Preferably, the embodiments described herein are implemented in software as applications comprising program instructions that are tangibly embodied on one or more program storage devices (e.g., magnetic floppy disk, RAM, CD ROM, ROM and Flash memory), and executable by any device or machine comprising a suitable architecture. Further, since the constituent system modules and method steps described herein are preferably implemented in software, the actual connections between the system components (or the flow of process steps) may differ depending upon the manner in which the embodiments of the present invention are programmed. Given the teachings herein, one of ordinary skill in the related art will be able to contemplate these and similar implementations or configurations of the embodiments of the present invention.

Referring toFIG. 1, in accordance with an embodiment of the present invention, information from an organization is organized into Policies100, Processes200, Roles300and Facts400. Information from multiple organizations, regardless of content, can be effectively managed through this paradigm. The terms “Policies”, “Processes”, “Roles” and “Facts” are convenient labels referring to different categories of organizational information. Different labels referring to the same categories of information may be used without departing from the scope or spirit of the invention.

As used herein, a “Policy” refers to a fundamental directive (often formally published), which is intended to insure that processes crafted and subordinate actions taken conform with and support the mission of an organization through sanctioned means. Policies are created to provide uniform guidance in support of organizational decisions and activities, and are often broadly applied and long lived.

As used herein, a “Process” refers to a formalized, sanctioned and required flow-of-events detailing some specific pursuit that adds value. A process may include, for example, a method of manufacturing a product of the organization. Processes may include detailed instructions, methods and requirements for completing a task.

As used herein, a “Role” refers to a function performed in a particular operation or process. Any individual or entity performing activities as permitted and/or demanded by a process is said to be acting in the context of a defined role.

Anyone or anything can be qualified or called upon to perform any number of roles regardless of their current title within the organization.

As used herein, a “Fact” refers to something that exists, has been demonstrated to exist or known to have existed. A fact also refers to something that has been done, for example, a real occurrence or event. Facts also include knowledge or information based on real occurrences.

Work product related policies101refer to governing directives focused on the production or provision of items that add value, such as the products or services offered by the organization. For example, a division of work policy is a work product related policy, whereby members of the organization are guided in decision making as to the fair and balanced assignment of work.

Oversight related policies102refer to governing directives focused on relationship, behavior, performance, audit and compliance matters. Oversight related policies102are typically created to provide guidance on subjects related to monitoring performance and the ‘protection’ of the organization. For example, a values and standards of conduct policy is an example of an oversight related policy102. Such a policy may include directives related to ethical conduct and sexual harassment.

Infrastructure related policies103refer to governing directives created to facilitate and support processes that add value to the organization. While not directly contributing to the processes to produce or provide the items that add value to the organization, they are intended to positively influence the pursuit of same. An example of an infrastructure related policy103is a supply stocking policy, whereby directives are set forth governing the stocking and ordering of supplies used in the processes that produce or provide the products or services of the organization.

Work product related processes201refer to those processes used to produce or provide products or services offered by the organization and which add value. Typically, work product related processes201are the processes that generate revenue for the organization and that are most clearly associated with the organization's responsibilities, contributions and mission. A work product related process201may be supported by infrastructure related processes202and/or influenced by oversight related processes203. For example, a method of manufacturing a product of the organization is a work product related process201.

Oversight related processes202refer to those processes that help organizations comply with business administrative policies/directives. Oversight related processes202may include “checks and balances” created to inform or protect the company as the products or services offered by the organization are routinely produced. For example, oversight related processes202can be processes for conducting an audit, filing a grievance or governing a hearing for an employee accused of unethical conduct.

Infrastructure related processes203refer to those processes that support and/or facilitate efforts to produce or provide the products or services of the organization. The infrastructure related processes are tools that are used during the creation of the items that add value to the organization. Examples of infrastructure related process203may include mailroom and secretarial procedures.

An application401refers to a software-based work product aid deployed to accomplish or support internal and/or external activities of the organization. Examples of applications401may include the MICROSOFT WORD word-processing application and the COREL Photo House photo editing application.

A database402refers to a repository of information that may be acted upon through applications or individual ad-hoc queries. Databases402provide a means to efficiently store or retrieve large amounts of information. The term database may refer to the actual collection of information or the computer software that manages the collection of information.

An external fact403refers to fact established outside of an organization. External facts403reference entities, services, relationships, constraints or some other given set of circumstances outside of the realm of the organization. Examples of external facts include The Periodic Table of Elements, a supplier's inventory/shipping system, a recording artist's tour schedule, legal constraints, such as statutes and regulations, and a vendor from whom the organization purchases goods and/or services (e.g., raw materials, components, office supplies, energy, insurance, payroll, advertising, clinical testing). External facts403can be completely documented or briefly described.

A form404refers to a data vehicle in paper or electronic form that is used to coalesce and carry information. A form404can be used to support or initiate an action. Examples of forms404include an invoice, a facsimile cover sheet and an employment application.

Other405refers to a fact established within the enterprise, such as an entity, service, relationship, constraint or some other given set of circumstances within the organization. Examples of other facts405include definitions, a department or division within the enterprise, a company accounts payable system that a department feeds, and a department where users are required to send reports. Like external facts403, other facts405can be completely documented or briefly described.

A report406refers to a data presentation vehicle in paper or electronic form that is used to provide information. Examples of reports406include an annual report, marketability studies and a summary of recent developments in the law.

A subject matter expert (SME)407refers to an individual or entity with relevant specialized knowledge and/or skills. Examples of SMEs407include consultants, librarians, IT specialists and scientific advisors.

A template408refers to a data structure in paper or electronic form used as a starting point or reference when attempting to complete a task. Templates408facilitate reuse of a prior approach, structure and/or data processing methods. Examples of templates48include previously written letters or agreements.

It should be understood that different labels referring to the same sub-categories of information may be used without departing from the scope or spirit of the invention. Further, it should also be understood that in some situations certain information may fit into more than one category or sub-category.

Preferably, the embodiments of the invention are executed in an on-line, web-based application that presents the organizational information to a user in terms of the categories and sub-categories defined with reference to FIGS.1and2A-2C.

For example, a central computer system or systems, such as a mainframe, personal computer (PC), handheld computer, server etc., includes programs or modules implementing the embodiments of the invention. Referring toFIG. 12, a central server630is accessible by a number of users or clients610using, for example, PCs, laptop computers, personal digital assistants (PDAs) or cellular telephones via an information network620such as the Internet, an Intranet, a local area network (LAN), a wide area network (WAN), PSTN (public switched telephone network), an ad hoc network, such as Bluetooth or any combination thereof. Communication between users and the central server, for example, may be established through any suitable information protocol known to those of ordinary skill in the art, such as internet protocol (IP), transmission control protocol (TCP), etc.

It is to be appreciated that, depending on the device (e.g., PC, PDA, cellular telephone) used to access the central server630, a connection may be made, for example, using a dial-up connection through a modem or ISP (internet service provider), an HTML (hyper text markup language) browser, or a VoiceXML (voice extensible markup language) browser using VOIP (voice over internet protocol).

It is to be appreciated that depending on the configuration of the device used to access the central server, different types of user interfaces (UIs) may be used. For example, a graphical user interface (GUI) or a voice driven user interface may be used. Preferably, the GUIs illustrated in the screen layouts and models shown in theFIGS. 3-11are used. However, those GUIs are for reference when describing the embodiments of the invention and the embodiments of the invention are not limited to same.

Referring toFIGS. 3A and 3B, a navigation control cluster10is shown as it would be seen on the screen of a user. The navigation control cluster10allows users to intuitively and quickly navigate to find desired information about the organization. A user's movement and access to different parts of the navigation control cluster10may be limited by predetermined security clearances depending on the user's status.

The navigation control cluster10includes the policies, processes, roles and facts categories100,200,300, and400and the associated sub-categories101-103,201-203and401-408. In operation, each category and its sub-categories are listed in drop-down form so that a user utilizing a point and click operation of a mouse can respectively reveal and hide sub-categories by clicking on plus and minus signs15located next to the category labels.

As shown inFIGS. 3A and 3B, a model organization, shown in the area90at the top of the navigation control cluster is referred to as “The Smiths”. The model organization is being used to illustrate how the embodiments of the invention are applied to an organization. It is to be understood that the model organization is being used for illustrative purposes only and the invention is not limited to this model organization. The Smiths represent a standard family.

Referring toFIGS. 4A-4D, if a user clicks on any of the categories100,200,300or400in the navigation control cluster10, the screen displays a list of each policy100, process200, role300or fact400within the system. As shown inFIG. 4A, with respect to each policy, a name21, a type22, and the organization23to which it pertains are listed in table form. Similarly, as shown inFIGS. 4B-4D, with respect to each process200, role300and fact400, names21, types22and organizations23to which they pertain are listed in table form. As shown inFIG. 4E, if a user clicks on a sub-category on the navigation control cluster10, such as oversight related policies102, the screen will display only a list of the oversight related policies and the name21, type22and organization23of same.

Referring toFIGS. 5A-5D, by clicking on a specific policy100, process200, role300, or fact400shown inFIGS. 4A-4E, a user may display a narrative associated with same. As shown inFIG. 5A, the “Values and Standards of Conduct Policy”120is displayed with specific information such as, the official policy name121, AKA(s)122, a general policy overview123, targets124outlining those to whom the policy pertains, authority/ownership125outlining other policies affecting the policy or organizations controlling the policy, triggers126laying out the occurrence of events resulting in institution of the policy, a detailed policy statement127, the organization to which the policy pertains128and any contacts129having specialized knowledge or information about the policy.

Similarly, as shown inFIG. 5B, a process200, such as the “Changing Light Bulb Process”220is displayed with information such as, the official name221, AKA(s)222, a general overview223, triggers224outlining the occurrence of events causing institution of the process, pre-conditions225required to exist before the process takes place, a flow-of-events226outlining the steps of the process, the organization to which the process pertains227and any contacts228having specialized knowledge or information about the process.

As shown in FIG. in5C, a role300, such as the “Equipment Maintenance Role”320is displayed with information such as the official name321, AKA(s)322, an overview323describing the role, the organization to which the role pertains324and any contacts325having specialized knowledge or information about the role.

As shown in FIG. in5D, a fact400, such as the “Shopping List Form”420is displayed with information such as the official name421, AKA(s)422, an overview423describing the fact, the organization to which the fact pertains424and any contacts425having specialized knowledge or information about the fact. An image, such as the shopping list form image426, can be inserted into the narrative of a policy100, process200, role300or fact400to further explain same.

It is to be understood that more or less information may be displayed with respect to each policy100, process200, role300or fact400and the invention is not limited to the specific displays of information shown inFIGS. 5A-5D.

Referring toFIGS. 5B and 6, a hyperlink230can be provided in the narrative of a policy100, process200, role300or fact400to further describe the content of the narrative. For example, inFIG. 5B, the term bulb230is hyperlinked to the description of light bulbs430as shown inFIG. 6, which is categorized as an external fact403. Therefore, when a user clicks on the hyperlink230, the page shown inFIG. 6is displayed for the user. The hyperlinked description430can include information such as the official name431, AKA(s)432, an overview433including images434, the organization435and any contacts436having specialized knowledge or information. Hyperlinks within a narrative may be to internal pages of the web-based application (e.g., pages on the same server as the web-based application) or to external websites on the Internet.

Referring back toFIGS. 3A and 3B, the navigation control cluster10includes additional areas on which a user may click to navigate through an organization. The additional areas include Lexicon30, Directory40, Search50, Dashboards60, Categories65, Image Store70and Administration80. Referring toFIG. 7, when a user clicks on lexicon30in the navigation control cluster10, the user is provided with an alphabetical list of words or phrases representing the important terms within the system. For example, all of the policies100, processes200, roles300and facts400are listed in alphabetical order by name31, and are listed with their type32laying out their respective categories and sub-categories, and the organization33to which they pertain.

Referring toFIG. 8A, when a user clicks on the directory40in the navigation control cluster10, the user is provided with an alphabetical listing of members of the organization, for example, the employees of a business. Contact information, such as telephone number41and e-mail address42are provided for each person. As shown inFIG. 8B, a user can link from the alphabetical list ofFIG. 8Ato a more detailed description of a member of the organization. The more detailed description can include a picture45of the individual and her title44.

A user also has the ability to perform searches within the system. For example, if a user clicks on search50in the navigation control cluster10, a search form51shown inFIG. 9is displayed on the screen. As shown in box52, a user can define the search to include subject matter falling under one, some or all of the types of information listen therein. For example, if a user wants to search exclusively for policies and facts, the user will check only the boxes corresponding to policies and facts. As shown in box53, the user may further define the search by name, content (e.g., key words), author, category, organization and date. Upon running a search, a user may click on any of the search results to view desired pages.

Category within the contents of the search screen in box53refers to user-defined categories beyond the provided taxonomy of policies100, processes200, roles300and facts400. The user-defined categories may be organization specific. In other words, an organization may elect to further categorize its information into categories specific to its particular requirements or industry's terminology. For example, in addition to policies, processes, roles and facts, a zoo might utilize categories such as reptiles, birds and mammals to further pinpoint organizational information. The application allows for creation of a user-defined taxonomy that can be utilized in the application's search engine. By clicking on categories65in the navigation control cluster10, a list of the user-defined categories will be displayed. Users may click on the user-defined categories to display the information assigned thereto.

By clicking on dashboard60in the navigation control cluster10, a user can get quick summary information about the system including, for example, the number of policies, processes, roles and facts for each organization and when files including organization information, such as policies, processes, roles and facts, were created or added to the system and/or modified. By clicking on image store70, a user is provided with quick access to each image in the system, preferably listed alphabetically by file name. A user can view an image by clicking on the image file name.

The navigation control cluster10also includes an administration area80, which includes categories for Security81and Help83. The security area81may include employee information such as user identification names and level of security clearance for each user. Preferably, only administrators of the system can access the security area81.

If a user clicks on the help area83, the user is provided with a listing (preferably alphabetical) of terms that may require a definition and/or a list of frequently asked questions (FAQs). A user can click on a term or FAQ to display a definition or an answer. In addition, if a user seeks a definition of a category or sub-category, such as policies100, processes200, roles300, facts400and their respective sub-categories, or a definition of a field in a description (e.g., triggers224and pre-conditions225inFIG. 5B), the user can place a cursor over the category, sub-category or field and press the right mouse button to display the definition. Definitions and answers to FAQs, whether displayed through a help menu or by right clicking a mouse, can include hyperlinks to further descriptions.

As shown inFIGS. 3A and 3B, the navigation control cluster100includes an area90referencing the organization. For illustrative purposes, the organization is The Smiths. Referring toFIG. 10, if a user clicks on the arrow cluster91above the organization name, a user is provided with a diagram of the structure of the organization including any parent or subsidiary organizations. If a user clicks on an organization block95, a description of the organization is displayed on the screen. The description can include the name of the organization, its parents or subsidiaries, its mission and any relevant contacts.

Users, depending on their privileges, may have the right to edit, delete and/or add information to the system. A user, for example, can delete, add or edit the content of existing policies100, processes200, roles300and facts400. As shown inFIGS. 5A-5D, for example, the pages displaying organizational information include a new page icon501, an edit page icon502and a delete page icon503. Referring toFIG. 11, if a user is viewing a page and clicks on the edit icon502, the page that was being viewed is displayed in an edit mode. As shown inFIG. 11, theFIG. 5Bpage is displayed in an editor, for example. The editor is preferably an HTML editor or other editor known to one of ordinary skill in the art.

While in edit mode, a user is free to change or add to the information fields, such as the official name221, AKA(s)222, overview223, triggers224, pre-conditions225, flow-of-events226, organization227and contacts228. A user also can specify who is able to view the page by designating the visibility529of the page as public or private. Further, a user can specify a user-defined category530for the information, for example, reptiles, birds and mammals in the case of a zoo as discussed above.

A user is free to add hyperlinks for any of the words or phrases in the narrative to other pages within the system or to external web pages. For example, if a user wishes to hyperlink the word “bulb” in the overview section223to the page shown inFIG. 6, the user highlights the word “bulb” and moves the cursor to the “Link To” drop down menu551. The link menu551includes choices for specifying a link to a “policy”, “policy work product”, “policy oversight”, “policy infrastructure”, “process”, “process work product”, “process oversight”, “process infrastructure”, “role”, “fact”, “fact application”, “fact database”, “fact external”, “fact form”, “fact other”, “fact report”, “fact subject matter expert”, “fact template” and “help topic”. In this instance, the user selects “fact external”, is provided with a menu of external fact pages in the system and selects the external fact page corresponding toFIG. 6. In doing so, the user has established the link for a description of the word “bulb”.

Similarly, if a user wishes to add an external hyperlink to the page, the user highlights the term for linking and selects the “insert hyperlink” button553. Then, when prompted, the user types an external web address to establish the link thereto. Users may also remove hyperlinks by highlighting a hyperlinked term and clicking on the “remove hyperlink” button552.

Users may also add images or any other multi-media content to a narrative, such as the shopping list form image426shown inFIG. 5D. The user places the cursor in a location for adding the image and clicks on the “insert image” button554, which provides the user with a list of images in the system similar to the list displayed when the user clicks on image store70. The user is able to select the desired image from the list for insertion into the narrative.

If a user clicks on the new icon501, the user can create a new page in the system, such as a process, policy, role or fact. It should be understood that a user with appropriate clearance can create and edit all pages in the system. For example, in order to create a new work product related policy, the user may click on work product related policy101in the navigation control cluster10and then click on the new icon501to display a policy page in the editor. Similarly, if a user wishes to create a new help topic, the user can click on the new icon501from a help page or menu. The user will be provided with an appropriate data entry mask with relevant fields of information pertaining to the subject matter being inputted (e.g., policy statement127for a policy, flow-of-events226for a process, topic and description for a help topic). If users want to delete a page that they are viewing, the users can click on the delete icon503.

When adding new information for an organization, a user must make a determination as to the appropriate category and sub-category to which the information applies. To assist the user in making the appropriate determination, the user can utilize the help area83or right click on category, sub-category and field terms to review definitions thereof.

It is to be understood that the embodiments of the present invention are not limited to the editing formats described and that other editing means known to those of ordinary skill in the art may be employed.

Although the illustrative embodiments have been described herein with reference to the accompanying drawings, it is to be understood that the present invention is not limited to those precise embodiments, and that various other changes and modifications may be affected therein by one of ordinary skill in the related art without departing from the scope or spirit of the invention. All such changes and modifications are intended to be included within the scope of the invention as defined by the appended claims.