GB2128791A - Time recording device - Google Patents

Abstract

A portable electronic device which is adapted to accept and store information supplied via a keyboard 14 to identify a particular client for whom a job is to be done. A first timer is arranged to be activated at the start of the job and a second timer is arranged to be activated when an interruption to the first job is accepted by the user. The device is arranged to record the identity and time of the interruption and, at the end of the interruption, to return automatically to timing the first job, unless in the meantime the first job has been cancelled. <IMAGE>

Description

SPECIFICATION Time recording device The present invention is concerned with a time recording device for use in recording the time spent by the user on n a on anyparticularjob.

For anyone who, as a calling or trade, provides a service, his or her remuneration depends almost entirely on two factors, namely (1) the skill presented/market factors, and (2) the actual time expended. Whilst the effect of skill or market factors upon costing is a matter of judgement, objective or subjective, the highest degree of accurate recording of time is essential to provide any sort of basis for costing.

Hitherto, time recording has been effected manually, for example by noting the time on a clock and entering by hand the start and stop times on a sheet of paper. The nature of this task has been laborious, attention demanding, and even itself time consuming, and only with either simple routine or to the self-deluding can there be any claim to accuracy. For the busy lawyer or accountant who may be dealing over any given period with a number of cases well into the hundreds, as well as exercising management functions, it is difficult enough; but if one takes into account also the constant interruptions or distractions naturally occurring during the course of the day, the accurate manual recording of time is virtually impossible.When the mind is keyed into one problem and has to be turned to another at speed - the urgent or highly important telephone call is the obvious example - and then back again, it is no wonder that the actual recording of the time spent takes second place. Those in that situation frequently query at a later time exactly how long, for example, a particular telephone call took as it was impossible to record at the time. The answer is of importance to both the interrupter and the interrupted, to the service provided, and also for management purposes; for instance, very accurate recordings will show that time and time again the length of time and interruption it took is underestimated to a gross extent.

It is an object of the present invention to provide a device which will enable the time expanded by the user to be more accurately monitored and recorded without the need for manually written entries on paper.

In accordance with the present invention, there is provided a portable electronic device which is adapted to accept and store information to identify a particular client for whom a job is to be done, and which includes a first timer which is arranged to be activated at the start of that job and a second timer which is arranged to be activated when an interruption to the first job is accepted by the user, the device being arranged to record the identity and time of the interruption and, at the end of the interruption, to return automatically to timing the first job, unless in the meantime the first job has been cancelled.

The information concerning the nature and time of each job done, including any interruptions, is stored internally and may be accessed later for external print out, processing by an external computer or recording by an external computer store.

The interruption may be fully positive with the option of a hold function convertible either way.

Advantageously, the device may, for example, include a decimal numeric keypad and several function keys for entering the necessary information.

However, the information may equally well be arranged to be entered by any other suitable means, such as via a light pen and reader capable of reading bar codes or the like. The requirement is just that the user be able to insert by some suitable means, preferably of the "user friendly" type, the information necessary to identify in some way the client for whom a particular job is being done.

In addition to information as to the identity of clients and the job time, the device also stores information, inputted via the keyboard, as to the particular job type and/or matter type (as defined hereinafter). This information can be inputted via relatively simplified coded commands; for example, client, job type, and matter type may be identified by a digit or digits (including the numerical equivalent of the alphabet on a 1 to 26 basis) whereby to reduce to a minimum the amount of information that has to be entered at the start of any job or any interruption.

In the client entry field, free format of letters spaces and numbers is allowed. There is a SPACE key and also an ALPHA CONVERT key which allows entry of letters as two consecutive numbers in the range 1 to 26.

The invention is described further hereinafter, by way of example only, with reference to the accompanying drawings, in which: Figure 1 is a diagrammatic perspective view of the external configuration of one embodiment of a device in accordance with the present invention; Figure 2 is a simplified block circuit diagram of an embodiment of a device in accordance with the present invention; Figure 3 is a flow chart of the preferred operation of the embodiment of Figure 2; and Figure 4 is a flow chart showing a supplementary printing function.

As indicated in Figure 1, the present device is preferably packaged within a housing 10 of a size and configuration similar to that of a typical desk calculator so that it can, if necessary, be carried in one's briefcase. However, during use, the device would normally be placed in one's desk so as to be closely to hand at all times.

The device has an alpha-numeric display 12, which is preferably in the form of a 16-character liquid crystal display, and a 21-key keypad 14 (i.e. numbers 0-9, SPACE, ALPHA-CONVERT, ON and eight function keys).

As shown in the simplified block circuit diagram of Figure 2, the device includes (internally of the housing 10) an 8 bit microprocessor 16 with onboard clock, parallel interface and scratch pad memory for stack manipulation and transient constant storage.

The initial prototype uses a separate program storage read only memory (ROM) 18 with a capacity of 4000 bytes. However, it is envisaged that later embodiments may have program storage within the central microprocessor integrated circuit 16, in the form of either erasable programmable read only memory (EPROM) or custom programmed ROM.

The 16 character liquid crystal display 12 is driven from the parallel interface (not shown) in the central microprocessor unit 16. Information entered on the keypad 14 is also connected to the microprocessor 16 via a parallel port.

The current time and date are stored in a real time clock integrated circuit 20 which is interfaced to the microprocessor unit 16 via a data bus so that time and date can be read or updated.

Data is stored in a low power CMOS random access memory chip 22. For example, this might have a capacity of 2000 bytes, each character of information being stored as one 8-bit data byte. If more capacity is required then further RAM can be added at minimal cost.

There is also a serial port on the microprocessor unit 16 which can drive an external printer 24 through a standard interface with handshake which connects with the printer through a socket (not shown) on the back of the housing 10. Alternatively, the output can go to another computer provided externally.

Power for the unit is normally provided by batteries disposed within the housing 10, for example, five AA size nickel cadmium rechargeable batteries with a capacity of 500 milliamp hours. Alternatively, the device could be mains driven.

As explained in more detail below, the aforegoing system is arranged to operate as a real-time clock with two separate timers, one of which may interrupt the other. Information is stored as to the time spent on each job by the user, including time spent on other jobs which interrupt the job in hand, which is later returned to when the interruption is over. This information, as well as information to identify the user, client, job type and possibly matter type, is stored in the internal memory for later display in printed format via the printer 24. The basic information normally fed by the user into the device via the keypad 14 is as follows: (a) The identity of the individual fee earner.

(b) The job type; i.e. the sort of work being charged for. For a Solicitor, this might be attending a client, attending a witness, answering the telephone, being out of the office (either to attend Court or to inspect a locus in quo), consideration (time spent thinking or drafting documents) and soforth. By means of simple numeric coding entered on the keyboard 14, the device is arranged to recognise and distinguish each one of these separate functions.

(c) Which client or customer the work is being done for. The device will thus distinguish, by means of further code in numeric or alpha-numeric signals, the individual client, and may further distinguish the matter type, i.e. whether, for instance in the case of a Solicitor, it is a divorce or house purchase. For an Accountant, it will similarly distinguish the client and may further indicate whether it is the annual audit, or personal tax or soforth.

When either timer is started, programmed questions determine the name of the client, (and possibly the type of matter) and the particular job type. When the positive or optional interruption signal is recognised, the first timer, which has been recording time for the first client, stops, and the second timer starts recording the interruption. At the end of the interruption the device automatically reverts to recording the time spent on the first client's matter.

All the information from both timers is stored in the memory which is of sufficient capacity to provide as a norm, some 4 to 7 working days, in case a busy professional man is absent from his office for that period of time, perhaps visiting individual clients away from the office.

The device is linked to either the external printer or computer, so that each of the units of time recorded under any job function against a specific client can be recorded either by printed note or in a larger computer's memory, so that the total time on any one matter is stored and the basic requirement of costing out and charging for the services is satisfied.

It is envisaged that each individual fee earner in an office would have the use of a separate device, and the printer or computer in the office would be a central one, thus cheapening the machine by excluding functions which can be performed by another machine for a number of fee earners.

It will be noted that the device only records the individual client number (which, for example, can be found for each fee earner in a simple address book), and the semi intelligent interface to a printer, or a computer, may collect these numbers and transform them into the name of client or customer and type of matter. Alternatively, the ALPHA CONVERT and SPACE keys allow entry of the full client name if so desired.

The device therefore fulfills a number of functions: 1. It makes sure that every piece or work in a busy office is recorded for charging purposes; it makes sure it is recorded accurately.

2. There will thus be no dispute as to time expended in the case of any client or customer and for those where probity is of the utmost value, such as lawyers who have to tax bills before a Registrar, it completely answers that requirement also.

3. It is an aid to personal efficiency - one cannot argue with a stop watch.

4. It is an invaluable aid to office administration from the absolutely accurate information provided, inefficient or undercharged areas can be highlighted.

5. Finally, it converts a laborious and time consuming requirement into a very easy function, painstaking clerking being abolished.

Figure 3a, 3b and 3c together show a flow sheet for one embodiment of a program by which the device can be arranged to provide the above described functions. The three lines A, B and C at the foot of Figure 3a, connect respectively with the lines A, B and C at the top of Figure 3b and the lines D, E and F at the foot of Figure 3b, connect respectively with the lines D, E and F at the top of Figure 3c.

As indicated in the flow sheet of Figure 4, the device can be programmed to have two different levels of information print out referred to as the "PRINT FILE NOTES" and "PRINT SUMMARY" print outs, respectively. The "PRINT FILE NOTES" print out is a separate and individual print out for each case with the intention that this be kept in the respective case file; there is sufficient space to hand write additional notes if these are required. The "PRINT SUMMARY" print out is a summary of all activities in the memory at the time of print out on one single sheet and it is envisaged that time may also be sub-divided into units (whose length will be at the users option) as well. The "PRINT SUMMARY" print out is designed primarily for the computer user with full time record programme.

Claims (6)

1. A portable electronic device which is adapted to accept and store information to identify a particular client for whom a job is to be done, and which includes a first timer which is arranged to be activated at the start of that job and a second timer which is arranged to be activated when an interruption to the first job is accepted by the user, the device being arranged to record the identity and time of the interruption and, at the end of the interruption, to return automatically to timing the first job, unless in the meantime the first job has been cancelled.

2. A device as claimed in claim 1 wherein the information concerning the nature and time of each job done, including any interruptions, is stored internally and may be accessed later for external print out, processing by an external computer or recording by an external computer store.

3. A device as claimed in claim 1 or 2, wherein when an interruption is entered to stop the first timer, the user has the facility to hold the status quo before deciding whether to time the interruption or to return again to timing the first job in the event that he did not wish to time and identify the interruption.

4. A device as claimed in claims 1, 2 or 3, including an onboard keyboard for enabling entry of said information by the user.

5. A device as claimed in claim 1 adapted to operate in accordance with the program sequence substantially as hereinbefore described and with reference to Figures 3a, 3b and 3c of the accompanying drawings.

6. A portable electronic device substantially as hereinbefore described with reference to and as illustrated in the accompanying drawings.