WO2018172970A1

WO2018172970A1 - A data management system and method

Info

Publication number: WO2018172970A1
Application number: PCT/IB2018/051928
Authority: WO
Inventors: Carl JANSE VAN RENSBURG; Christopher W WHITAKER; Hein DUROW; Kavendrin NAIDOO; Verosha MOODLEY
Original assignee: Barloworld Ltd
Current assignee: Barloworld Ltd
Priority date: 2017-03-23
Filing date: 2018-03-22
Publication date: 2018-09-27
Anticipated expiration: 2019-09-23
Also published as: ZA201801940B

Abstract

A data management system and method are provided. The method includes storing a plurality of questions and user identities in a database at a central server and transmitting data from the central server via a communications network to a plurality of distributed user computers. The data includes user selected questions in a word processing document. The user completes the questions off line and transmits back to the central server via the communications network, electronic answers to the selected questions. The server automatically allocates and collates the relevant answers for each question and stores the received answers against an existing or pre-determined structure or hierarchy in the database. Flexible combinations for reporting answers are also provided.

Description

A DATA MANAGEMENT SYSTEM AND METHOD

BACKGROUND OF THE INVENTION

The present application relates to a distributed data management system and method.

Reporting centrally in a distributed corporate environment is often a complicated and difficult process. The technical problem of distributing appropriate data to the relevant distributed user computers, receiving back data incorporating user inputs and storing these together with other received user data in a suitable data structure that allows proper reporting is a challenge that has not to date been effectively overcome.

An example of this relates to the Global Reporting Initiative (GRI) Sustainability Reporting Guidelines which is a set of indicators to which each company subscribing to the guidelines are required to complete.

The present invention seeks to address this by providing an improved distributed data management system and method. SUMMARY OF THE INVENTION

According to the present invention there is provided a data management method comprising: storing a plurality of questions and user identities in a database; transmitting data from a central server via a communications network to a plurality of distributed user computers, the data including user selected questions; receiving at the central server via the communications network, electronic answers to the selected questions from each of the plurality of user computers, the electronic answers having been input by users into the user computers; automatically allocating and collating the relevant answers for each question; and automatically storing the received answers against an existing or pre-determined structure or hierarchy in the database.

The method may further include providing flexible combinations for reporting answers.

The electronic answers may be received formatted in rich text and in addition may include attachments.

In one example, the allocating and collating the relevant answers includes allocating and collating the attachments for each question.

The user may additionally be prompted via the communications network to select questions which they want to answer. ln this case, based on the user selection, a plurality of questions are extracted and compiled into a word processing document which is downloadable by the user from the central server onto the user computer so that the user can answer the questions off line using a word processor.

The word processing document preferably includes a unique string identifier associated with each question.

After the user answers all of the questions and completes the word processing document, the completed document may be saved locally on the user computer from where it can be uploaded back to the central server.

The central server typically accesses the uploaded completed word processing document and uses the unique string identifiers to identify the answers to the questions and to store the answers correctly in the database linked to answers to the same questions received from other users.

According to another example embodiment of the present invention there is provided a data management system for implementing the method described above, the system including a central server, the central server including: a database having stored therein a plurality of questions and user identities; a communications module for transmitting data via a communications network to a plurality of user computers, the data including user selected questions, and for receiving electronic answers from each of the plurality of user computers; a data management module that automatically allocates and collates the relevant answers for each question; and a processor connected to the database, communications module and data management module, the processor automatically storing the answers against an existing or pre-determined structure or hierarchy in the database.

BRIEF DESCRIPTION OF THE DRAWING

Figure 1 is a block diagram illustrating an example system of the present invention;

Figure 2 is a block diagram illustrating the application server of Figure

1 in more detail;

Figure 3 is a block flow diagram illustrating the downloading of a questionnaire for answering;

Figure 4 is a block flow diagram illustrating the uploading of a completed questionnaire; and

Figure 5 is a block flow diagram illustrating the extracting of reporting data.

DESCRIPTION OF EMBODIMENTS

The system and methodology described herein relate to a distributed computing data management system and method.

Referring to Figure 1 of the accompanying Figures, a distributed computing data management system 10 is used to implement the methodologies described below.

The data management system includes a central server 12, an associated memory 14 and a plurality of distributed remote computers 16. It should be noted that four computers 16 are illustrated for ease of reference only, and that in a real life implementation the system will cater for a large number of distributed computers 16.

Furthermore, whilst the computers 16 are generally illustrated as desktop computers, these could take the form of any other computing device including but not limited to lap top computers or any type of tablet or other computing device using software and having appropriate communication functionality to communicate with server 12.

It will be appreciated that the hardware and software implementation of the server 12 and the architecture thereof can vary depending on the specific implementation built. Thus the server 12 can be implemented in a remote fashion as per the illustrated embodiment and connected to the computers 16 via a communication network 18 such as the Internet, for example.

Alternatively or in addition, the communications network 18 can be a local area communication network in which case the server 12 is implemented separately but located locally to the computers 16.

Referring now to Figure 2, the server 12 includes a number of modules described in more detail below.

In one example embodiment, the modules described below may be implemented by a machine-readable medium embodying instructions which, when executed by a machine, cause the machine to perform any of the methods described above.

In another example embodiment the modules may be implemented using firmware programmed specifically to execute the method described herein.

It will be appreciated that embodiments of the present invention are not limited to such architecture, and could equally well find application in a distributed, or peer-to-peer, architecture system. Thus the modules illustrated could be located on one or more servers operated by one or more institutions.

It will also be appreciated that in any of these cases the modules may form a physical apparatus with physical modules specifically for executing the steps of the method described herein.

In any event, the data management method implemented includes storing a plurality of questions in the database 14.

Additionally stored are identities of a plurality of users and their associated user computers 16.

A processor 20 of the server 12 controls the operation of the server to distribute data sets by transmitting data including selected questions to a plurality of user computers 16.

This is effected via communications module 22 which communicates over the communications network 18.

The data including the questions are received at the computers 16 and users of the computers will access the questions at an appropriate time and input answers to the questions using their respective computers 16.

The users will typically be off line when they access the questions to input answers to the questions using their respective computers 16, meaning their user computer 16 will not be in active communication with the server 12 at this time.

It will be appreciated that the answers input by the various users into the computers 16 will typically differ from one another so that each individual question will have a number of different answers. The answers are stored in a memory locally on the user computers 16 and then transmitted back at an appropriate time to the server 12 via the communications network 18.

Thus response data, including the user's answers, is received back at server 12 from the user computers 16 via communications network 18 and communication module 22.

In one example embodiment, the electronic responses received include the answers formatted in rich text and include attachments.

The received answers together with any attachments are stored in the database 14.

A data management module 24 automatically allocates and collates the relevant answers for each question.

The data management module 24 is comprised of hardware and software which together implement the functionality which will be described in more detail below.

In the illustrated example embodiment, the data management module 24 is comprised of hardware and software which is separate from that connected to the processor 20. However, it will be appreciated that in one example implementation the data management module 24 can be implemented using the same hardware as the processor 20 with additional software to implement the functionality required for the data management module 24.

Data management module 24 then automatically stores these answers against an existing or pre-determined structure or hierarchy in the database 14.

In addition, the server provides flexible combinations for reporting consolidated answers. There are a number of selectable options, including whether the user wants to extract a report reflecting all divisional responses for all questions or a selection thereof, for which financial period or whether filters are to be applied for selected Head Office individuals' allocated responsibility for specific questions.

An example implementation of the method will now be described with reference to a company with a number of different divisions whereby each division needs to submit reporting data to a central division.

It will be appreciated that this is simply for illustrative purposes and the system and methodology could equally be used for different company structures such as a number of companies reporting into a central holding company.

Indeed, the methodology could be used within one company with different departments reporting to a central department or even within a single department with a number of individuals reporting to a managing individual, to name but a few examples.

In any event, the following metadata is defined and is maintained within the database 14:

• Standard set of questions (for example - 200 questions)

• Entity structure/hierarchy

• Period

• Scenarios

• Year

• Custom dimensions

• User allocations (for reporting)

The Metadata for the data management system can be aligned to preexisting structures and formats (periods, scenarios, year and custom dimensions) where common. Examples of pre-existing structures and formats could be those already existing for financial and/or non-financial reporting.

User access is controlled by the server 12.

The user via user computer 16 and the network 18 accesses the server12.

In a prototype implementation of the present invention this is done via the Internet and a web browser executing on the user computer 16 so that the data is displayed to the user on the user computer via a display.

The processor 20 of server 12 manages data communication with the user via communications module 22 and user access module 26.

The user will typically be required to login by entering a user name and password and will then be given access to the remainder of the functionality of the system.

The user will then be provided with options including "extract questionnaire" and "upload document".

At this point in the process, the user will select the extract questionnaire option.

Upon receiving an extract questionnaire request, the processor of the server 12 will prompt the user to select a reporting period. This may be any suitable period for which the system is set up. In the prototype, the reporting period is a year and is typically a financial year.

Thus for example, the user will select the reporting period of 2017.

The user is then provided with a menu of questions typically grouped together in categories. The user will now select which questions they wish to answer either by selecting all of the questions in a given category or by selecting only some of the questions in a given category.

It will be appreciated that the user question selection will be received at the server 12 via communications module 22 and user access module 26.

The user is also given an option to include answers submitted from a previous period to the same questions.

The data management module 24 of the server 12 will now access the database 14 and based on the user question selection will extract question data from the database 14 reflecting the selected questions.

The data management module 24 uses the extracted question data to generate a word processing document including the extracted questions.

An example of a word processing document is a document formatted for Microsoft Word™ but it will be appreciated that any suitable word processor could be used and hence the format of the word processing document could be any suitable word processing format for example Pages™ used by the Apple operating system to name but one example.

Indeed, the user may be prompted to select a word processing format that they prefer.

In any event, if the user has submitted a request to include answers from a previous period, the data management module 24 will extract prior answer data from the database 14 and include the prior answers in the generated word processing document.

The data management module 24 also inserts into the word processing document a number of unique string identifiers which in the prototype implementation are referred to as a unique Point Of View (POV). Eac unique point of view (POV) is made up of fields including for example the selected division, question number, period, year, scenario, etc.

The unique strings are inserted into the document to separate questions from one another. So each question together with its prior answer and current answer will have a unique string associated with it and demarcating it.

The unique strings will be displayed in the word processing document to a user but are not editable by the user. These will be discussed in more detail below.

In this way, the data management module 24 compiles word processing documents typically comprised of a POV, a question and a prior year answer (if requested by the user). This structure is repeated for each question.

Once the word processing document is compiled it is transmitted to the user computer 16.

This is done by the server 12 transmitting the Word document or a link to the Word document via the communications module 22 to remote computer 16. The Word document is then stored locally in a memory of computer 16.

The word processing document is stored in the memory of the respective computer 16 in ".docx" format where it is a Word document and the questionnaire will be completed Offline' by the appropriate users of the computers.

It will be appreciated that the questionnaire in this format holds all functionality as a standard Word (.docx) document which can be easily completed by the user. Whereas each Word document will contain a number of questions, in some cases the questions will all be the same and in other cases some of the questions may be included in some of the word document but not in others.

In all cases, there will be an overlap with at least some of the questions being the same question sent to different computers 16.

In any event, when the user opens the Word document they will be presented with their selected questions, prior answers if requested and will be provided a space within which to answer each question.

As the answers are input into a standard word processing document, this provides a very easy and convenient interface for the user. The standard word processing functionality is available to the user to allow them for example to store partially completed answers and return to these later to complete.

Upon completion of the answers, the Microsoft Word document is stored locally from where it can be uploaded back to the central server 12.

This is done by the user accessing the server 12 using computer 16 and via the communications network communicating with the communications module 22.

The user will typically again be required to login by entering their user name and password and will then be given access to the remainder of the functionality of the system.

The user will then select the "upload document" option and will be able to browse their local memory and select the completed word processing document for uploading.

The completed word processing document is transmitted to the server 12 and stored in the database 14. The data management module 24 will deconstruct the uploaded word processing document to store each of the respective divisional answers against the respective financial period, defined entity and question structure in database 14 according to the unique POV allocated to each question upon extraction.

The data management module 24 does this by parsing the data in the document and looking for the POVs inserted into the document. Once located these will show the data management module 24 where in the database 14 to link the received answers so that they can be linked to answers received from other users 16 for the same question.

Using the unique POVs, each question is uniquely stored in the database 14 for example by account (question), by custom (segment, region, method of load, period, etc.) and entity (division).

Once uploaded, the user is not able to further edit their answers and would need to extract and download another word processing document and then add to the answer already given. It will be appreciated that the server will be able to thereby keep track of any additions.

Regarding reporting functionality after a number of completed questionnaires have been uploaded, a user is able to view the answers in various ways firstly by filtering using the above-mentioned variables.

In addition, reporting options available include:

• All divisions (multiple) answers for all questions.

• Selected divisions answer for all questions.

• Selected divisions answers for selected questions.

• Selected functional (Head office) users assigned responsibility for specific questions.

• Selected financial period. • Selected prior year answers to be included in report.

• Or any combination of the above.

In order for a user to view the answers, they will need to use a computer 16 to gain access the server 12 via the communications network 18.

The user will be required to login with their username and password.

It is likely that only certain users will be given access to view answers and different users may be given access to view answers from different divisions, for example.

At least some users will be able to view all of the answers received and in the flowchart of Figure 5 these are referred to as head office users.

The user will select a consolidated report to link and will be asked if all answers to all questions should be extracted or not.

The user will also be prompted to select a reporting period which in the illustrated example is a financial period.

In addition, the user will be asked if they would like to see prior year answers.

Based on the user selection, the data management module 24 will extract the requested data from the database 14 and produce a word processing document which will be downloadable by the user to read off line.

Thus it will be appreciated that the present invention provides a data management system and method that allows a user to easily obtain data from various sources, collates the data into a useful format automatically and report on the data in a flexible manner.

Claims

CLAIMS:

1 . A data management method including: storing a plurality of questions and user identities in a database; transmitting data from a central server via a communications network to a plurality of distributed user computers, the data including user selected questions; receiving at the central server via the communications network, electronic answers to the selected questions from each of the plurality of user computers, the electronic answers having been input by users into the user computers; automatically allocating and collating the relevant answers for each question; and automatically storing the received answers against an existing or pre-determined structure or hierarchy in the database.

2. A method according to claim 1 , wherein the method further includes providing flexible combinations for reporting answers.

3. A method according to claim 1 or claim 2, wherein the electronic answers are received formatted in rich text.

4. A method according to any preceding claim, wherein the electronic answers include attachments.

5. A method according to any preceding claim, wherein the allocating and collating the relevant answers includes allocating and collating the attachments for each question.

6. A method according to any preceding claim, wherein the user is prompted via the communications network to select questions which they want to answer.

7. A method according to claim 6, wherein based on the user selection, a plurality of questions are extracted and compiled into a word processing document which is downloadable by the user from the central server onto the user computer so that the user can answer the questions off line using a word processor.

8. A method according to claim 7, wherein the word processing document includes a unique string identifier associated with each question.

9. A method according to claim 6 or 7, wherein after the user answers all of the questions and completes the word processing document, the completed document is saved locally on the user computer from where it can be uploaded back to the central server.

10. A method according to claim 9, wherein the central server accesses the uploaded completed word processing document and uses the unique string identifiers to identify the answers to the questions and to store the answers correctly in the database linked to answers to the same questions received from other users.

1 1 . A data management system including a central server, the central server including: a database having stored therein a plurality of questions and user identities; a communications module for transmitting data via a communications network to a plurality of user computers, the data including user selected questions, and for receiving electronic answers from each of the plurality of user computers; a data management module that automatically allocates and collates the relevant answers for each question; and a processor connected to the database, communications module and data management module, the processor automatically storing the answers against an existing or pre-determined structure or hierarchy in the database.

12. A system according to claim 1 1 , wherein the method further includes providing flexible combinations for reporting answers.

13. A system according to claim 1 1 or claim 12, wherein the electronic answers are received formatted in rich text.

14. A system according to any one of claims 1 1 to 13, wherein the electronic answers include attachments.

15. A system according to any one of claims 1 1 to 14, wherein the allocating and collating the relevant answers includes allocating and collating the attachments for each question.

16. A system according to any one of claims 1 1 to 15, wherein the processor prompts the user via the communications network to select questions which they want to answer.

17. A system according to claim 16, wherein based on the user selection, a plurality of questions are extracted and compiled into a word processing document by the data management module, which word processing document is downloadable by the user from the central server onto the user computer so that the user can answer the questions off line using a word processor.

18. A system according to claim 17, wherein the word processing document includes a unique string identifier associated with each question.

19. A system according to claims 17 or 18, wherein after the user answers all of the questions and completes the word processing document, the completed documents is saved locally on the user computer from where it can be uploaded back to the central server.

20. A system according to claim 19, wherein the data management module accesses the uploaded completed word processing document and uses the unique string identifiers to identify the answers to the questions and to store the answers correctly in the database linked to answers to the same questions received from other users.