Note: Descriptions are shown in the official language in which they were submitted.
CA 2731029 2017-05-19
TITLE
System and Method for Managing Numerous Facets of a Work Relationship
RELATED PATENT APPLICATION
This application is related to U.S. Patent Application Serial No.
11/514,203 filed on September 1,2006 and U.S. Patent Application Serial
No. 10/862,762 filed on June 7, 2004.
FIELD OF THE INVENTION
The present invention relates to systems and methods of managing a work
relationship. More particularly, the present invention relates to systems and
methods for
managing work relationships between one or more clients and one or more
service
providers (e.g., contractors, vendors, sub-vendors, etc.).
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BACKGROUND OF THE INVENTION
For many years, entities in the service industries have employed manual tine
sheet and
billing systems as a way for service providers to record time spent on a work
activity and
thereafter be paid for the work. In a typical example, a contractor may submit
to a potential
client an estimate of the cost for a particular job in terns of time and
materials. If the client
reaches agreement with the contractor on the terms, the contractor's time can
be recorded so
that the client can review and approve the time spent by the contractor in
performing the work.
Typically, the contractor will write or type onto a timesheet the amount of
time the contractor
has worked over the course of the contract, usually on a per time unit basis
(e.g., hours per
day). Depending upon the length of the contract, the contractor might
regularly submit
aggregated time sheets covering a pre-determined period (e.g., one month) to
the client for
approval and payment. If the client approves the time spent by the contractor,
the contractor
can then draw up an invoice to provide to the client for payment. These manual
systems suffer
from numerous disadvantages.
Attempts have been made to automate the above procedure. However, previously
known systems have inherent disadvantages. Preferred forms of the present
invention seek to
provide an automated system for managing the contract resourcing process from
end-to-end that
overcome one or more inherent disadvantages of previously known systems.
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OBJECTS AND SUMMARY OF THE INVENTION
An object of a preferred embodiment of the present invention is to provide an
automated
system for managing work relationships between one or more clients arid one or
more
service providers (e.g., contractors, vendors, sub-vendors, etc.).
Another object of a preferred embodiment of the present invention is to
provide an
automated system for managing work relationships between one or more clients
and one or
more service providers that electronically notifies an authorized approver of
a client that a
new job requisition and/or new time sheet needs to be acted upon where the
electronic
notification provides a user friendly vehicle designed to readily connect the
authorized
approver of the client or other designee to a location where the new job
requisition and/or
new time sheet can be reviewed and approved or rejected.
A further object of a preferred embodiment of the present invention is to
provide an
automated system for managing work relationships between one or more clients
and one or
more service providers that electronically notifies an authorized approver of
a client that a
new job requisition and/or new time sheet needs to be acted upon via e-mail
where the e- =
mail includes a hotlink and/or entry code that may be used by the authorized
approver or
other designee to readily connect the authorized approver of the client or
other designee to
a location where the new job requisition and/or new time sheet can be reviewed
and
approved or rejected without the authorized approver or other designee
entering identifying
indicia specific to the authorized approver or other designee.
Yet a further object of the present invention is to provide an automated
system for
managing work relationships between one or more clients and one or more
service
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providers that electronically notifies an authorized approver that a new job
requisition
and/or new time sheet needs to be acted upon where the electronic notification
can be
forwarded to a designee of the authorized approver and the electronic
notification provides
a vehicle for the designee to approve or reject the new job requisition and/or
the new time
sheet without the designee obtaining or entering identifying indicia (e.g.,
password) unique
to the designee.
It must be understood that no one embodiment of the present invention need
include all of the aforementioned objects of the present invention. Rather, a
given
embodiment may include one or none of the aforementioned objects. Accordingly,
these
objects are not to be used to limit the scope of the claims of the present
invention.
In summary, one preferred embodiment of the present invention is directed to
an
apparatus for managing time related work activities of at least one worker for
at least one
client. The apparatus includes a computer system having a management component
configured to track and manage procurement of labor resources for at least one
client. The
management component further is configured to allow a first person general
access to the
computer system to perform a first level of activities relating to tracking
and managing
procurement of labor resources for at least one client. The first person is
required to enter
identifying indicia known to the computer system before the computer system
allows the first
person sufficient access to the computer system to perform all of the
activities in the first level
of activities relating to tracking and managing procurement of labor resources
for at least one
client. The first level of activities includes a plurality of management
activities related to
tacking and managing procurement of labor resources for at least one client.
The
management component is further configured to allow the first person limited
access to the
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computer system such that the first person can only perform some of the
plurality of "
management activities related to tracking and procurement of labor resources
for at least one
client in the first level of activities without being required to enter the
identifying indicia
necessary to perform all of the first level of activities.
Another preferred embodiment of the present invention is directed to an
apparatus
for managing time related work activities of at least one worker for at least
one client. The
apparatus includes a computer system having a management component configured
to
track and manage procurement of labor resources for at least one client. The
management
component is further configured to allow a first person general access to the
computer
system to perform a first level of activities relating to tracking and
managing procurement
of labor resources for at least one client. The first person is required to
enter first
identifying indicia known to the computer system and unique to the first
person before the
computer system allows the first person sufficient access to the computer
system to
perform all of the activities in the first level of activities relating to
tracking and managing
procurement of labor resources for at least one client. The first level of
actiyities includes
at least one of: (i) approving or rejecting a plurality of job requisitions
and (ii) approving
or rejecting a plurality of time sheets. The management component includes a
communication module for automatically transmitting to the first person an
electronic
transmission notifying the first person that either a job requisition or time
sheet needs to be
acted upon by either rejecting or approving the job requisition or time sheet.
The
electronic transmission includes means for allowing the first person or a
person authorized
by the first person access to the management component so that the first
person or the
person authorized by the first person can reject or approve one of a job
requisition and a
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time sheet without the first person entering the first identifying indicia
that allows the first
person general access to the computer system and without the person authorized
by the
first person from entering indicia unique to the person authorized by the
first person.
A further preferred embodiment of the present invention is directed to an
apparatus
for managing time related work activities of at least one worker for at least
one client. The
apparatus includes a computer system having a management component configured
to
track and manage procurement of labor resources for at least one client. The
management
component is further configured to allow a first person general access to the
computer
system to perform a first level of activities relating to tracking and
managing procurement
of labor resources for at least one client. The first person is required to
enter identifying
indicia known to the computer system before the computer system allows the
first person
sufficient access to the computer system to perform all of the activities in
the first level of
activities relating to tracking and managing procurement of labor resources
for at least one
client. The first level of activities including a plurality of management
activities related to
16 tracking and managing procurement of labor resources for at least one
client. The
management component includes a communication module for automatically
transmitting
to the first person a first electronic transmission notifying the first person
that either a job
requisition or a time sheet needs to be acted upon by either rejecting or
approving the job
requisition or time sheet. The electronic transmission includes means for
allowing a
person other than the first person one time access to the management component
to reject
or approve one of a job requisition and a time sheet without the person other
than the first
person being known to the computer system prior to transmission of the first
electronic
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transmission and without the person other than the first person entering
identifying indicia
unique to the person other than the first person.
Yet a further preferred embodiment of the present invention is directed to a
method
of electronically managing time related work activities of at least one worker
for at least
one client including the steps of: (a) providing a computer system having a
management
component configured to track and manage procurement of labor resources for at
least one
client, the management component is further configured to allow a first person
access to
the computer system to perform one or more activities relating to tracking and
managing
procurement of labor resources for at least one client, the first person is
assigned
identifying indicia that upon entry into the computer system allows the first
person
sufficient access to the computer system to perform one or more activities
relating to
tracking and managing procurement of labor resources for at least one client;
(b) providing
the management component with a communication module for automatically
transmitting
to the first person a first e-mail notifying the first person that either a
first job requisition or
a first time sheet needs to be acted upon by either rejecting or approving the
first job
requisition or the first time sheet, the first e-mail includes a first URL
having a first GUID
unique to either the first job requisition or the first time sheet that needs
to be acted upon
and an entry code corresponding to the first GUID where the first URL and
entry code can
be used on a one time basis to access either the first job requisition or the
first time sheet
that needs to be acted upon; (c) transmitting the first e-mail to the first
person;
(d) the first person forwarding the first e-mail to a second person; and, (e)
the second
person accessing either the first job requisition or the first time sheet that
needs to be acted
upon by using the first URL and the entry code contained in the first e-mail
without the
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second person being authorized to access either the first job requisition or
the first time
sheet that needs to be acted upon prior to receiving the first e-mail.
Yet another preferred embodiment of the present invention is directed to a
method
of managing time related work activities of at least one worker for at least
one client
including the steps of: (a) providing a computer system having a management
component
configured to track and manage procurement of labor resources for at least one
client, the
management component is further configured to allow a first person access to
the computer
system to approve or reject a job requisition or a time sheet stored in the
computer system
by entering first identifying indicia known to the computer system and unique
to the first
person; and (b) providing the management component with a communication module
for
transmitting to the first person an electronic message notifying the first
person that either a
job requisition or time sheet needs to be acted upon by either rejecting or
approving the job
requisition or the time sheet, the electronic message including bypass means
for allowing
the first person to access the computer system to approve or reject either a
job requisition
16 or time sheet that needs to be acted upon without entering the first
identifying indicia, the
bypass means includes a hotlink unique to the job requisition or the time
sheet that needs
to be acted upon.
BRIEF DESCRIPTION OF THE DRAWINGS OF A
PREFERRED EMBODIMENT OF THE PRESENT INVENTION
Fig. 1 is a schematic diagram illustrating the interaction ()fusers with
various
components of the present invention.
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Figs. 2 and 3 are block diagrams showing sample interactions among users of
the
present invention in a thin client embodiment.
Figs. 4 and 5 are flow charts illustrating sample steps in the candidate
submission
and time recordation and billing aspects, respectively, done embodiment of the
present
invention.
Fig. 6 is a schematic diagram showing various elements of the contract data
input
functions of the present invention.
Fig. 7 is a schematic diagram showing various elements of the language
translation
and currency conversion aspects of the present invention.
Fig. 8 is a schematic diagram illustrating an example time sheet front-end
process in
accordance with one embodiment of the present invention.
Fig. 9 is a schematic diagram illustrating an example time sheet approval and
bill
presentment process in accordance with the present invention.
Figs. 10 through 14 show flow diagrams illustrating example time input and
billing
procedures associated with various embodiments of the present invention.
Figs. 15 through 44 are example screen interfaces showing aspects of a manager
interface in accordance with the contractor management component of the
present invention.
Figs. 45 through 64 are example screen interfaces showing aspects of a
supplier
interface in accordance with the timekeeper management component of the
present
invention.
Figs. 65 through 69 are example screen interfaces showing aspects of a
consultant
interface in connection with one embodiment of the present invention.
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Figure 70 is a block diagram illustrating various portions of the access
process of
the hotlink feature of one preferred form of the present invention.
Figure 71 is a flow chart illustrating the access and approval process of the
hotlink
feature of one preferred embodiment of the present invention.
Figure 72 is a sample e-mail notification of a time sheet that needs to be
acted
upon that is similar to Figure 21.
Figure 73 is a sample screenshot of one aspect of a preferred form of the
hotlink
feature of a preferred embodiment of the present invention.
Figure 74 is a sample screenshot of the time sheet that needs to be acted
upon.
to Figure 75 is a sample screenshot of a time sheet approved using the
hotlink
feature of a preferred embodiment =of the present invention.
Figure 76 is a sample screenshot of a time sheet rejected using the hotlink
feature
of a preferred embodiment of the present invention.
Figure 77 is a sample e-mail notification of a job requisition that needs to
be acted
upon.
Figure 78 is a sample screenshot of a job requisition that needs to be acted
upon.
Figure 79 is a sample screenshot of a job requisition approved using the
hotlink
feature of a preferred embodiment of the present invention.
Figure 80 is a sample screenshot of a job requisition rejected using the
hotlink
feature of a preferred embodiment of the present invention.
CA 02731029 2011-02-02
DETAILED DESCRIPTION OF THE PREFERRED
EMBODIMENTS OF THE INVENTION
The preferred forms of the invention will now be described with reference to
figures 1-80. The appended claims are not limited to the preferred forms and
no term
and/or phrase used herein is to be given a meaning other than its ordinary
meaning unless
it is expressly stated that the term and/or phrase shall have a special
meaning.
As shown in Fig. 1, the system 10 of the present invention includes a
management
component 12 in two-way communication with at least one client 14, at least
one
vendor/supplier 16 and at least one timekeeper 18. The term "client" in this
context refers to
an entity contracting with one or more workers to receive performance,
typically in the form of
specified services, from the one or more contractors performing the work. The
present
invention allows the client 14 to review, approve and monitor the time usage
of their
contractors. Purchasing and accounting depat ______________________ tments,
for example, can monitor and evaluate the
entire contract performance process at any time. A "client manager" can be a
client user of the
systems and methods of the present invention. The term "vendor" or "supplier''
in this context
refers to an entity that supplies contract resources, such as a placement or
temporary
contracting agency. Such entities typically act as an intermediary between
qualified individuals
and companies and clients desiring their employ. The terms "timekeeper",
"Contractor" and
"consultant" can be used interchangeably in this context to refer to
individuals who are
employed by the client to provide performance of a contract, typically in the
form of services.
A "managing consultant" can be an individual associated with one or rnore
contractors, either
as part of the contractor entity or the vendor entity, who might use the
systems and methods of
the present invention for coordinating placement and billing activities of
individual contractors.
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In one embodiment, management component 12 is provided in the form of a secure
web site
accessible via a public network such as the Internet, for example.
As shown in Fig. 1, management component 12 includes sub-components such as
access/login component 20, candidate submission and tracking system (CSTS)
component 22,
contract data/details input (CDI) component 24, document tracking system (DTS)
component 26
and timesheet component 28. In one embodiment of the invention, components 24,
26 and 28
can be referred to as the back office services system (BOSS) of the present
invention. A billing
component 29 can also be part of management component 12, as shown in Figs. 1
and 2, or can
be a separate component interacting with management component 12.
Access/login component 20 provides a level of security to the present
invention, by
requiring any entity accessing the management component to be appropriately
authorized and
provided with at least one element of security (e.g., password, spoken input,
fingerprint scan).
CSTS component 22 allows client 14 to present requisition information to the
system so as to
receive qualified candidates for a particular job, and also allows vendors 16
and even individual
contractors 18 to submit one or more candidates (which may be themselves, in
the case of a
contractor submission) in response to the requisition notice frotn the client.
In short, CSTS
component manages the candidate submission workflow from requisition to hire,
tracks job
status and candidate information, and reports on hiring process and other
metrics.
CDI component 24 allows for the creation, editing, extension, reporting,
storage and
integration of contract details associated with a contracted-for job, which
can trigger certain
business rules affecting the timesheet and billing system of the present
invention as will be
described more completely hereinafter. DTS component 26 provides for the
management,
reporting, storage and tracking of documents and communications affecting
components 22, 24,
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28 and 29, including invoicing and payment, as will be described more
completely hereinafter.
Timesheet component 28 provides interfaces and communications necessary to
input, transmit
and report timesheets for a particular contractor on a particular project,
receive feedback and/or
approval of the transmitted timesheet from the client, and process the
timesheet for billing once
approved. Timesheet component is the primary interface for the contractor.
Billing component
29 interacts with thoesheet component to automate processing of invoices and
payment in
connection with approved timesheets, as will be described more completely
hereinafter.
As described herein, certain exemplary embodiments of the invention can be
implemented using a plurality of computers which, depending on circumstances,
may
communicate over one or more networks of computers such as, e.g., a local area
network
(LAN), a wide area network (WAN), a public network, such as the Internet, for
example and/or
another network. In various embodiments, as described herein, one or more
servers, client
computers, application computers and/or other computers can be used to
implement one or
more aspects of the invention. As an example, management component can be a
single
computer having memory and programming sufficient to accommodate the
requirements of
sub-components 20, 22, 24, 26 and 28. Alternatively, individual dedicated
computers can be
provided with memory and programming to accommodate the requirements of a
respective
component or sub-component. In one embodiment, the invention can be deployed
in an
application service provider (ASP) format, with users ackessing the invention
using a public
network, such as the Internet, for example.
Illustrative computers for use with the present invention can include, for
example, a
central processing unit, memory (ROM, RAM, etc.), digital data storage (e.g.,
hard drives, etc.),
input/output ports (e.g., parallel and/or serial ports, etc.) and data entry
devices (e.g.,
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keyboards). User computers may contain, in some embodiments, browser software
for
interacting with the server such as, for example, using hypertext transfer
protocol (HTTP) to
make requests of the servers via the Internet or the like. In addition,
various computers can
include other protocols as needed to effectuate communications described
therein, such as, for
example, file transfer protocol (FTP) for transferring, uploading and/or
downloading files
and/or the like.
Additionally, in some exemplary embodiments, the system can use relational
databases, such as, for example, employing a relational database management
system
(RDBMS) program to create, update and/or administer a relational database. The
RDBMS can
be adapted to take Structured Query Language (SQL) statements entered by a
user or
contained in an application program and create, update and/or provide access
to database(s).
Some illustrative RDBMS's include OracIeTM databases, and IBM DB2TM databases.
In some
illustrative embodiments, one or more user computers can be provided, such as,
for example,
as a LAN-based system. The user computers can include an appropriate operating
system,
such as, for example, Windows NTrm or other systems known in the art. The
system can also
provide an object based graphical user interface (GUI) on one or more user
computers.
In some illustrative embodiments, process steps can be carried out via
computers by way
of their central processing unit (CPU), which can communicate with a set of
input/output (I/0)
devices over a bus. The I/0 devices can include, for example, a keyboard,
mouse, video
monitor, printer and/or other devices. The CPU can communicate with a computer
readable
medium (e.g., conventional volatile or non-volatile data storage devices)
and/or memory over
the bus. The interaction between a CPU, I/0 devices, a bus and a memory will
be appreciated
by those of ordinary skill in the art. Memory can include, for example, data
and can also store
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software. The software can include a number of modules for implementing the
steps of
processes, such as computer implemented steps of the processes described
herein.
Conventional programming techniques can be used to implement these modules.
In at least one embodiment of the present invention, the various methods
described herein
can be implemented in computer program products for use with a computer
system. This
implementation may, for example, include a series of computer instructions
fixed 011 a
computer readable medium (e.g., a diskette, CD-ROM, ROM or the like) or
transmittable to a
computer system via an interface device, such as a modern or the like. The
medium may be
substantially tangible (e.g., communication lines) and/or substantially
intangible (e.g., wireless
'10 media, infrared, etc.). The computer instructions can be written in
various programming
languages and/or can be stored in one or more memory devices, such as
semiconductor
devices (i.e., chips or circuits), magnetic devices, optical devices and/or
other memory devices.
Transmission can occur using appropriate known communications technology.
As shown in Fig. 2, one embodiment of the present invention allows a client 14
and its
vendors 16 and sub-tier vendors 19 to interact with management component 12
such as via a
thin client interface. As shown in the embodiment of Fig. 2, invoice/billing
component 29 is
incorporated to allow the client 14 to view and approve contractor invoices,
and to further allow
bills to be automatically generated. It will be appreciated, in this
embodiment, that both
approved vendors 16 and sub-tier vendors and/or independent contractors 19 are
in two-way
communication with a vendor access component 17 of management component 12. In
this
embodiment, vendor access component 17 can include timesheet component 28, a
supplier
inquiry system (SIS) 76 and a retail sales tax component (RST) 34. Vendor
access component
CA 02731029 2011-02-02
17 can be part of management component 12, or can be logically or physically
separate from
management component.
As shown in Fig. 3, SlS 76 allows administrative personnel 13 as well as
suppliers, such
as approved vendors 16 and sub-tier vendors and independents 19, to access
timesheet
information 60, reports 62, tables 243, records 246 and e-mails 247 formed in
the operation of
the present invention. Also, while Fig. 2 shows an embodiment of the invention
with a billing
option, it will be appreciated that the present invention can also operate in
a thin client
environment with no billing option. In such an embodiment, approved vendors
can view
vendor-specific information directly through a separate vendor access
component 17.
RST component 34 facilitates accounting and reporting of retail sales tax,
which may or
may not be attributed depending upon the jurisdictions involved in a
particular client's
employment of a particular contractor. In one embodiment, if the client is not
exempt from sales
tax, the tax would be added to the invoice at the time of presentment to the
client for payment.
If the client is not subject to retail sales tax, the present invention can
facilitate completion of a
purchase exemption certificate (PEC), as described below.
Regarding sub-tier suppliers, when a new sub-tier supplier is registered, the
supplier
must provide all required documentation, whereupon a central administrative
authority will
activate access for the sub-tier supplier. Each new supplier representative to
be added must
also go through a registration process. In one embodiment, both a central
administrator and
the primary contact for the sub-tier supplier need to approve access.
During the contract setup process, the sub-tier supplier must define a
contract
relationship. The first step is to describe the client details if they are not
already available in
the system and accessible to the sub-tier supplier. The second step is to
describe the
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contractors details if they are not already available in the system and
accessible to the sub-tier
supplier. The third step is to describe the contract relationship and provide
details of the
options and parameters relative to the contract. Such details can include, for
example,
payment cycle, billing rate, contract expiry date and provisions, purchase
order terms,
notification parameters, timesheet recording parameters, invoice and payment
specifications,
language designation and currency designation. The sub-tier supplier can also
add, change or
terminate the contract via this process.
In one embodiment, in addition to approved suppliers, sub-tier suppliers are
provided
with online real time access to details of their contracts at any time of day,
week, month or year
via SIS 76. The communications component of the Present invention, which can
be part of DTS
in one embodiment, can issue alerts to the sub-tier suppliers and any managing
consultants
according to business rules which identify matters of concern, such as
purchase order (PO)
exhaustion, contract expiry, time sheet rejection, and/or missing time sheets.
It will be
appreciated that the sub-tier suppliers can use the present invention to track
the processing of
any invoice for their contractor from initiation up to completion, including
receiving an
indication of where the invoice stands in the process, as well as date and
time stamps indicating
when every relevant event was completed.
In order to invoke the timesheet and billing management features of the preset
invention, certain factors should be in place or certain preliminary events
should occur. For
example, there should be a client and a contractor to use the present
invention. Fig. 4 illustrates
example process steps involved in requisitioning labor for performance for the
client. As at 40,
the vendor and/or supplier of contractor assistance is inputted, and access to
the vendor is
granted via password or the like as at 42. Available jobs are then loaded as
at 44 and
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presented for viewing by the vendor as at 46. Upon finding appropriate job
matches for =
candidates affiliated with the vendor, the vendor can submit such candidates
as at 48. Client can
then select candidates for interview and make offers as deemed appropriate as
at 49. Example
user interfaces associated with the above steps will be described in
connection with
accompanying figures hereinafter.
Fig. 5 illustrates sample process steps involved with contracting with a
contractor,
receiving timesheets from the contractor and providing payment from the
client. As at 50 in Fig.
5, the selected candidate can accept the client's offer of work and the
candidate's information
can be inputted into the system. A contract can then be sent to the vendor for
the candidate as
at 51. Once the candidate is admitted for work as a contractor as at 52, the
contractor can be
provided with access to the system of the invention as at 53. During course of
performance of
the work and as agreed by contract, the contractor can then input time into
the system as at step
54. This time is then presented to the client for approval in accordance with
the details described
hereinafter, and if the client is agreeable to the entered time, the client
notifies the system of
approval of the contractor's time as at 55. The system of the present
invention then approves =
the invoice presented by the contractor/vendor and issues payment as at 56.
The vendor then
receives payment as at 57. Example user interfaces associated with the above
steps will be
described in connection with accompanying figures hereinafter.
One aspect of the present invention is the ability to document and manage
contract
information on an individualized basis. Step 51 in Fig. 5 refers to sending a
contract for work
to the vendor. Once the contract is approved and executed by the parties,
contract details can
be input into and/or extracted by contract data input (CDI) component 24. In
one embodiment,
a client database is provided which stores client details, a contractor
database is provided to
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store contractor details, and a contract database is provided to store details
of the contract. In a
further embodiment, a separate component such as CDI component 24, for
example, can be
used to extract details from the client and contractor databases to generate
the entry into the
contract database, thereby defining the contract relationship to the utmost
detail. In one
6 embodiment, this component can be called the "Costanza" component.
In one embodiment, the system specification can support multi-lingual and
multi-
currency (e.g., bill in one currency, receive payment in another)
environments, even within the
same contract relationship. By storing contract details, the present invention
can customize
certain aspects of the user interfaces. For example, with knowledge of the
length of a contract
(e.g., two months) and expected working hours (Monday-Thursday, 8 hours per
day), the
timesheet interface for the contractor can be customized. As another example,
if the client
operates in the Spanish language and deals in Euros for currency, the client
interface can be
reflected as such. In one embodiment of the invention, access to appropriate
currency
conversion and language translation databases is provided. In another
embodiment, a link to a
current currency conversion database on the Internet is provided to ensure the
most up-to-the-
minute conversion rates. In all such cases, a user profile created and stored
using interfaces
14, 16 and/or 18. The language preference of each user dictates the language
that the Mel' will
work in, and this applies to all screens, e-mails and error messages. One
person can send an e-
mail in the language of their preference (i.e. Spanish) while another person
receives the same
e-mail in the language of their preference. With regard to multi-currency, a
client can be billed
in one currency while the contractor is paid in another currency. In one
embodiment, currency
conversion rates are set each day, and the rates are reported in the details
of the invoice/billing
document
19
CA 02731029 2011-02-02
All elements of the system can be brought together at execution time including
field/tab
labels, warning messages, page text and e-mails, for example. All such data
can be stored in
tables as at 243 in Fig. 6 and brought together at execution time. As an
example, if the user
speaks French, then the French data is retrieved, and if the user speaks
English, the English data
is retrieved. Support for a new language can be provided by loading the data
base that contains
the data elements. Fig. 7 is a schematic diagram showing how a French-speaking
client 14
dealing in Euros as currency can interact with an English-speaking supplier 16
dealing in
Canadian dollars using the system of the present invention. As shown in Fig.
7, translation 111
and conversion 112 component can be integrated with management component 12 to
provide
the translation and currency conversion respectively necessary for seamless
operation by client
and vendor. It will be appreciated that the invention can operate equally well
if only one of the
currency conversion or language translation is necessary. For example, where
both client and
vendor deal in Canadian dollars, but the client's preferred language is French
and the vendor's
is English, then only the language translation component 111 is invoked. Where
the two
parties operate in the same language, but deal in different currencies, only
the currency
converter component 112 is invoked.
As further shown in Fig. 6, Clll component can store client records in a
client records
database 246, and can store client document tables in a document table
database 243. CDI can
further store e-mails in an e-mail backup database 247. Administrative
personnel 13 can
manipulate the set up and contents of client records database 246 and document
table database
243 via table maintenance utility 244. Also, administrative personnel 13,
approved vendors 16
and sub-tier vendors 19 can access SIS and CDI, which can further communicate
with each
other. As described earlier, SIS permits access to items such as, for example,
timesheet
CA 02731029 2011-02-02
information 60, reports 62, tables 243, records 246 and e-mails 247 formed in
the operation of
the present invention.
It will be appreciated that the present invention provides an internal
security architecture
sufficient to ensure that any sub-tier suppliers only have access to their own
contractor and
client details and to no other supplier's details or to the broader company
(client) details.
Entries are subject to automated comparison to internal records to ensure that
client names and
locations are correct and not entered incorrectly, the client parameter
defaults which are subject
to customization at the contractor level are compatible with the client
manager's preferences
and the client's preferences, and entries are stamped according to at least
the date, time and
author to provide a complete audit trail.
As shown in Fig. 8, time sheet system 28 and billing system 29 interact to
process
timesheets as required (e.g., "blue ink" signature, electronic) by the client
14. Timesheet
requirements can be indicated by the client at the time contract details are
entered into the
system of the present invention. In one embodiment, timesheet component 28
includes a
contract term implementation component to automatically set timesheet
recordation and
transmission protocols pursuant to the contract terms and/or the client's
preferred format
indication. Once a contractor has finalized his or her timesheet, if the
timesheet is permitted by
the client to be submitted in electronic form, the time sheet system can
submit it to client as at
101 for client review. If the timesheet must be submitted with "blue ink"
signature, a hard
copy 30 can be printed using timesheet component 28, signed and faxed or
otherwise
transmitted as at 102 to billing system for presenting to the client. In the
case where the
contractor and client are in close physical proximity to one another, a blue
ink signature time
sheet can be hand delivered to the client for approval. If the timesheet is
not acceptable, the
21
CA 02731029 2011-02-02
client can provide explanatory feedback as at 103 to the contractor via the
timesheet system
28. Such feedback can also be directed by the client to the client's
accounting department
and/or the contractor's managing consultant. If the timesheet is acceptable,
the client can
indicate such as at 104 to billing system 29.
As further shown in Fig. 8, the CDI component 24 of the present invention can
store
contract details in database 246 for use by billing system component 29.
Billing component 29
can retrieve Reins such as the invoice history for the client, or purchase
order details, and
forward.such information to the client 14 as at 105 at the appropriate time.
It will be
appreciated that billing system component 29 can also present hard copies 31
of invoices and
billings, and can transmit information 32 using electronic data interchange
(EDI) to clients.
As described earlier, RST component 34 facilitates accounting and reporting of
retail sales tax,
which may or may not be attributed depending upon the jurisdictions involved
in a particular
client's employment of a particular contractor. In one embodiment, if the
client is not exempt
from sales tax, the tax would be added to the invoice at the time of
presentment to the client
-15 for payment. Such information can be presented in an RST allocation
report as at 37, for
example. If the client is not subject to retail sales tax, the present
invention can facilitate
completion of a purchase exemption certificate (PEC) 39, as required.
The front-end time sheet component 28 of the present invention complements the
billing component. The time sheet component provides the primary interface to
the contractor.
Business rules can be employed to minimize input errors, such as, for example:
(1)
automatically cross footing all calculations; (2) identifying federal, state
holidays according to
the work location with cautions being made when data is entered to ask the
worker to be sure
that they worked on a holiday; (3) comparisons of hours worked to individual
client policies;
22
CA 02731029 2011-02-02
(4) formatting of all screens and communications (i.e. e-mails) in the
recipient's language of
choice; and (5) implementation of complete purchase order (PO) management and
control. In
managing purchase orders and in performing other functions, the present
invention can provide
messaging to ValiOUS parties via coirnnunications component. For example,
communications
component can note cautions to contractors when budgeted funds are not
sufficient to pay for
reported hours, can note cautions to client managers with forecast of when
budgeted funds will
be (i.e. have been) depleted, and can further note cautions to contractors and
clients alike when
contracts are going to expire or be exhausted of funds, etc. The present
invention further
provides for rejection of contractor data entry according to client specific
business rules.
Communications component can store default triggers or triggers specially
indicated at the time
the contract details are input, so as to know when to inform the appropriate
parties.
With regard to purchase order management and control, it will be understood
that
contracts are commonly for a fixed elapse time and/or for a maximum dollar
amount. In one
embodiment of the present invention, the time sheet system obtains information
from CDI to
track the contract expiry date. Also, the time sheet system can be implemented
so as not to
allow the contractor to enter time past the contract end date, which can be
the last day on the
timesheet. Further, the system of the present invention can provide a warning
if the PO
amounts are nearly exhausted, depending on client requirements. in one
embodiment, e-mails
are not automatically sent to the client, and the client is informed of
purchase order status when
the timesheet is approved online, again depending on client requirements.
In one embodiment, the time sheet may allow the contractor to enter time past
the
contract end date (if an option parameter for the client permits doing so). In
this embodiment,
the system can caution the contractor with a warning that the contract has
been completed and
23
CA 02731029 2011-02-02
there may be no payment made on that basis, and an e-mail or other
communication can be sent
to the managing consultant alerting to the attempted entry after contract
completion. In both
instances, prior to the schedule completion date, the system sends an e-mail
to the managing
consultant, if any, reminding of the expiry.
In one embodiment, the time sheet system of the present invention tracks the
remaining approved funds, and the balance remaining is reduced with each
issued invoice.
When each invoice is submitted for electronic approval the client receives an
indication of the
funds remaining in the PO, the working days until the PO is exhausted, and the
projected
completion date for PO exhaustion at a normal consumption rate. When the PO is
close to
exhaustion (the number of remaining days for the warning is a parameter in the
billing
system), e-mails or other communications can be sent to the managing
consultant,
informing of the PO exhaustion, The managing consultant can intercept these e-
mails and
modify/terminate in his/her sole discretion. When the PO funds have been
exhausted, the
time sheet system will caution the contractor that time entered does not have
funds in the
PO to pay and he/she may not be paid.
With regard to the billing component, once the invoice details have been
determined,
the resulting invoice can be presented to the client in a variety of ways. For
example, a single
hard copy invoice with time sheet can be provided for each contractor.
Alternatively, a
consolidated invoice can be provided, with consolidation being by client,
client department, line
manager, or project. It will be appreciated that invoices can be presented in
hard copy format
or electronically as in portable document format (PDF) or using electronic
data interchange
(EDI).
24
CA 02731029 2011-02-02
The time sheet and billing components can also interact with DTS and/or
communications component to integrate system-generated communications via e-
mail in
support of the automation of the overall invoicing and billing process. For
example, when a
new contract is set up, the contractor can be contacted by e-mail and provided
both a welcome
and an introduction to the time sheet system with instructions on its usage
and related process.
Also, when a contract is nearing expire, the contractor can initiate the
sending of requests to the
system manager requesting information on the status of the contract and its
possible extension.
Further, when a contract is completed, the system can send post contract
surveys to client
managers to solicit their report on the peifonnance of the contractor. Where a
client contract
requires 'written notification, the system can ensure that such notification
is sent according to
the terms and conditions of the contract. ln one embodiment, the client can
specify not only the
format of time report submissions (e.g., blue ink, electronic, etc.), but also
the preferred
notifications to be sent to the client and/or the contractor (e.g., contract
is nearing expiry, PO
maximum has been exceeded, reasons for denying approval to timcsheets). The
client can
further specify business rules and/or automated controls for system operation
with regard to one
or more vendors and/or contractors, as described more completely below.
Fig. 9 illustrates an example electronic time sheet approval and bill
presentment process
in accordance with one aspect of the present invention. As shown in Fig. 9,
completed time
sheet 40 can be forwarded for client approval 41 electronically (with a copy
to DTS
component 26 as indicated at 42), which approval can then be sent
electronically as at 43 to
DTS component 26. DTS component can notify the time sheet submitter that the
time sheet has
been approved, and can also store timesheet approval information in SIS
database 45, so as to
be available to SIS and thereby allowing vendors to track approvals
accordingly. Upon receipt
CA 02731029 2011-02-02
of individual approvals for each contractor, DTS can submit a consolidated
report 46 supported
by individual invoices 48 for each project to the client for payment. The
consolidated invoice
data can be stored in database 47.
Regarding time sheet approval, during the billing cycle, the contractors
record the
time that they worked. The details are entered at a level as specified by the
client (e.g., by
project, by day, or by other agreed upon unit). During the time sheet
completion process, the
process of entering time is subject to one or more automated controls. For
example, a
maximum purchase order (PO) amount can be entered to control time input. In
such a process,
the billing system of the present invention maintains a running record of the
funds accrued
under a PO and ensures that the contractor does not enter time which when
multiplied by a
"per unit" rate would exceed the maximum funds allotted under the assigned PO.
A series of
integrated warnings and calculations of projected days to PO exhaustion can be
reported to the
client manager, vendors and sub-tier vendors during the life of the contract
as a means of
facilitating cost management. Such notices or warnings can be pre-established
for all contracts
as default attributes, or can be actively managed, added and/or changed by the
client. In one
embodiment, notifications and warnings can be actively established by a
vendor, sub-tier
vendor and or contractor with or without the approval of the client.
Another example control measure is the expiry date. Using this control, the
billing
system knows the last day of the contract and will not permit the contractor
to input hours for
any day after that contract end date. Another example control measure is
statutory holidays.
The billing system knows the work location and the statutory holidays which
apply to that
jurisdiction. The system will provide the contractor with cautions if the
contractor enters hours
worked in a statutory holiday.
26
CA 02731029 2011-02-02
With regard to submission reminders, timely submission of time sheets is
enhanced by
automated reminders. Each billing period the system monitors those contractors
who have not
submitted a time sheet for the billing period. A parameter in the system tells
it the number of
days before or after the end of the billing period that a time sheet should
have been received
by. The system uses this detail in combination with its knowledge of the
billing period end
date to determine if a reminder e-mail should be sent to the contractor asking
for them to
complete and submit the time sheet. For example, if a company wants the time
sheet in within 2
business days after the end of the billing period, then the parameter would
indicate +2 (2 days
after) and if the time sheet were not submitted 2 days after the end of the
billing period the e-
mail would be sent.
Upon receipt of the complete invoice and supporting time sheet, which can be
in secure
AdobeTM PDF format, for example, the client 14 can e-mail an approval 43 to be
sent to DTS
and/or billing component, or the client can print out the time sheet and sign
the time sheet,
thereby providing a "blue ink" signature, which can then be returned to and
processed by the
billing component 29 for eventual payment. Depending on communication times,
the entire
process of time sheet approval through to the return of the complete invoice
can occur
substantially in real-time.
With regard to "blue ink" signature requirements, the present invention
appreciates that
many corporate entities or clients require an original signature for timesheet
and invoice
processing. Such signatures are provided the name "blue ink" and can be
required of the
contractor, the client, or both. The challenge in such situations is one of
obtaining electronic
approval so that the invoice billing can proceed while also providing a hard
copy time sheet for
signature. One embodiment of the present system requires that the contractor
print off a time
27
CA 02731029 2011-02-02
sheet and present it for signature. At the time the contractor indicates that
the time sheet is
submitted, the electronic time sheet can be locked, whereby no further changes
are allowed to it.
Then, the billing system is informed of the hours on the time sheet and an
invoice is created and
put into a pending file. When the contractor sends in the signed time sheet
(blue ink), an
operator tells the system that a time sheet has been received and indicates
the hours on it. If the
hours on the blue ink time sheet match the hours on the invoice, then the
invoice is released.
The time sheet and invoice are matched up and sent to the client.
In another embodiment of the present invention, electronic presentation is
used. In
this embodiment, when the contractor has completed the time sheet, it is
submitted for
approval, and the time sheet is transmitted to the client manager who can
review and approve
or reject it as previously described. Upon approval, the billing system is
notified of the
approval. In one embodiment, for blue ink clients, the timesheet can be
converted into a PDF
or similar attachment, the invoice can be prepared as a PDF attachment, and
both can be e-
mailed back to the client manager. The completed time sheet can include an
indication that it
has been approved, along with the date and time of approval. The client
manager can then
print them off and apply a "blue ink" signature.
Regarding the electronic approval process, it will be appreciated that the
time sheet
system of the present invention records time data as provided by the
contractor, and time is
entered within the selected billing cycle. In one embodiment, the time sheet
supports at least
fifty-two (52) standard billing cycles, with the ability to introduce an
unlimited number of other
billing cycles. Further, within one line manager, there can be multiple
billing cycles depending
upon need. The billing cycle is unique by contract at the contractor level,
and at the end of the
billing cycle, the contractor can submit the time sheet for approval. Upon
submission by the
28
CA 02731029 2011-02-02
contractor, the billing system is notified of the submission and provided
details of the hours.
At this point, generation of the invoice can occur and generated invoices are
kept in a print
pending file. In one embodiment, the client is then notified of the submission
by e-mail and
provided a hotlink to the time sheet for review as clearly shown in Figure 21.
As is readily
evident from Figure 21, the hotlink to the time sheet is "this location" in
the screenshot of a
sample e-mail to an authorized approver of the client. As is further readily
evident from
Figure 3, if the client personnel receiving the e-mail depicted in Figure 21,
wants to gain
general access to the system to (e.g., review detailed reports and lists of
all submitted time
sheets) as opposed to limited access to approve or reject a time sheet, the
client personnel is
directed to login to the system using the individual unique identifying
indicia as is required for
example by the screenshot depicted in Figure 15. Upon approval by the client,
the billing
system is notified of the client's actions, and if the time sheet is rejected
the invoice in print
pending is highlighted.
It will be appreciated that management component 12 can include software to
facilitate
certain business processes as part of a comprehensive contract management
service (e.g., the
Procom SoftLandingTM program, commercially available from Professional
Computer
Consultants, Ltd. of Toronto, Canada) in connection with the present
invention. Such business
processes can include, for example, corporate governance, document management,
contractor
performance reviews, project budget control and reporting, rate analysis,
"psuedo-
employment", retail sales tax information and cost projection. It will also be
appreciated that
the present invention can be used in stand-alone mode as shown in Fig. 10, as
well as alongside
a vendor or client's own timesheet and/or billing software. As shown in stand-
alone mode in
Fig. 10, contractor time input 70 is stored in a database of time sheet
details 72, and processed
29
CA 02731029 2011-02-02
by management component 12 and billing component 29. In processing, management
component 12 can store time details in a separate database 74 which can be
accessed by
manager 14 and vendor 16 through SIS 76. SIS can show details stored in
database 74, and can
further provide other information such as contract expiry or contract
termination information,
time sheet deadline information, and accounts receivable and invoice
information.
With regard to invoice format, the manner in which details can be presented to
the client
can vary. They can be project based, whereby the contractor can repoit details
by a project code.
They can be presented at the end of the billing period. One report can go to
the line manager
which lists the work of that contractor for the manager. This report may
reflect one or many
contractors on the same project. The line manager must indicate his/her
approval. A second
report is subsequently sent to administration for each contractor. It lists
the individual projects
that the contractor worked on. It is supported by the sign offs received -from
the line managers.
Alternatively, it can be handled in a straight forward manner, where the
contractors hours are
reported for each day, totaled for the month, and/or one invoice is submitted
for each approved
time sheet. Invoices can also be.consolidated, where multiple contractors work
for the same
client or same client manager. All invoice details for each contractor can be
consolidated onto
onc invoice to the client or client manager.
With regard to invoice submission, standard submission (e.g., hardcopy)
is'where the
invoice is printed onto paper and submitted. Electronic submission is where
the invoice is
submitted electronically using the client specified electronic presentation
method. Some options
are: EDI, PDF, Ariba, E-mail, and Excel.
The information required by the various systems varies according to the
client's
preferences as they pertain to time reporting, time submission, invoicing,
etc. Some of the
CA 02731029 2011-02-02
required data elements are: (i) PO number and maximum dollars, (ii) Department
number, (iii)
Job name, description, type, (iv) applications worked on, technology
description.
Fig. 11 shows the processing of information in sequence in both the system of
the
present invention and the outside system, where time is input as at 70 and
processed through the
outside client time repotting system 71, with details subsequently stored in
database 72. The
remaining processing takes place much as in Fig. 10, giving reference to the
same reference
numbers as above described in connection with Fig. 10.
Figs. 12 and 13 show the invention and the outside system operating in
parallel at the
beginning of the accounting period, wherein time is input as at 70 and 90,
respectively, and
time sheet details are stored as at 72 and 92, respectively. The outside
accounting system 94
then processes the information in parallel with management cotnponent 12 and
billing
component 29 (in the example in Fig. 13, billing occurs after reconciliation),
and reconciliation
occurs as at 95. If reconciliation is successful, the invoice is processed for
payment as at 96.
SIS 76 is also shown in communication with database 72 to enable reporting and
communications as described above in connection with Fig. 11.
Fig. 14 shows a sample schematic of accounting and payment processing in
connection
with the present invention. As shown in Fig. 14, invoice/billing system 29
interacts with time
sheet system 28 and SIS 76 as previously described. Invoice/billing system can
issue payments
via commercially accepted systems such as through electronic funds transfer
(EFT) 89,
PaychexTM 80, direct deposit 81, electronic data interface (EDI interface)
82.based on client
particulars as at 83 and via cheque 98. Invoice/billing system can also track
payments due as
commissions, through communicating with commissions sub-system 84, which can
issue
commission statements 85. Commissions sub-system 84 and invoice/billing system
29 can also
31
CA 02731029 2011-02-02
forward appropriate invoice, billing, payment and accounting details to an
internal accounting
component 86. Accounting component 86 and invoice/billing system 29 can record
and track all
issued and outstanding cheques 98. The issuing bank 87 can reconcile cheques
as at 88 and can
track EFT transfers and bank deposits as at 89, which can then be communicated
to accounting
component 86.
One aspect of the present invention is the "paid when paid'' element. The
payment
option chosen determines when the payment is made. Payment can be upon the
completion of
the billing period, payment can be a predetermined number of days later (i.e.
30 days) or
payment can be made, only when the client has paid for the provided services
("paid when
paid"). As for the billing period, the units of work can vaiy as an option.
Some of the more
common units are hourly, daily, professional day, weekly, monthly, fixed
price.
It will be appreciated that in each step described, the present invention can
record and
time stamp every system and user action, to provide full information to any
inquirer as to what
events happened and when.
The present invention incorporates various portals to enable clients,
managers, suppliers
and sub-suppliers to inquire into the status of their personal matters or
responsibilities within the
system process. In one embodiment, all parties have secure access with an
integrated internal
profile controlling the extent and level of detail that they can have access
to. Sub-tier suppliers
can provide links between individual invoices which the main supplier has
processed on their
behalf, and can also provide the sub-tier supplier's internal reference
numbers to facilitate
communication. At every step of the time reporting and invoicing and
accounting processes,
each action is recorded and time stamped as a means of fully informing any
inquirer as to what
happened and when.
32
CA 02731029 2011-02-02
Sample client manager user interfaces are shown in Figs. 15 through 44. It
will be
appreciated that a "manager" for purposes of the present application can be a
client manager or
a project manager for a particular client who has contracted to have
timekeepers provide work.
A "managing consultant", on the other hand, can be associated with vendor
and/or consultant as
described above. As shown in the interface 150 in Fig. 15, the manager can
access management
aspects of the present invention by logging in as at 152 using login
procedures as known in the
art. As shown in Fig. 16, once logged in, the manager can view and manage
timesheets for an
individual consultant/timekeeper on a particular contract. In the interface
display 160 shown in
Fig. 16, the consultant and or timekeeper is identified as at 162 for each
timesheet, along with
the source and/or supplier as at 164, and the pay period 165, time worked 166,
contract end 167,
and timesheet status 168. Navigation and selection windows and icons as are
known in the art
can also be provided to enable the manager to view, print, approve or reject
particular timesheets
for the given consultant,
As shown in the interface 170 in Fig. 17, particular time period details 172
can be
16 displayed for a given consultant in calendar format, for example. As
shown in the interface
I 80 in Fig. 18, upon approval of a given submitted timesheet, the manager can
receive a
confirmation message as shown at 182, indicating that the system of the
present invention
has proceeded to notify the consultant. If the manager elects to reject the
timesheet, a
window can be provided as at 192 in interface 190 of Fig. 19, and the manager
can enter
the reason for rejecting the timesheet. As shown in interface 200 in Fig. 20,
once the
consultant's time sheet has been completed, the consultant can sign and send
the timesheet
electronically for approval, or if required, the consultant can print out the
timesheet and
subsequently sign the hard copy of the timesheet for transmittal to the client
by fax or other
33
CA 02731029 2011-02-02
means, as described above. Such traditional signature method can be called a
"blue ink"
signature method. As shown in the interface 210 in Fig. 21, notification of a
time sheet
submission can be by email, and appropriate details can be provided in the
body of the email
as at 212.
As shown in interface 220 of Fig. 22, the manager can view all contracts under
management, including the supplier 221 of the timekeeper, the timekeeper's
name 222,
manager's name 223, start date 224, end date 225, and rate 226, for example.
As shown in
interface 230 of Fig. 23, contract 232 and client 234 details can be entered
and/or displayed for
editing. As shown in interface 240 of Fig. 24, required skills 242 can be
entered and/or
displayed for editing, such as might occur in creating a requisition for
contracted labor, for
example. As shown in interface 250 of Fig. 25, consultant details can be
entered and/or
displayed for editing as at 252. As shown in interface 260 of Fig. 26,
supplier details 262 can
be entered and/or displayed for editing. As shown in interface 270 of Fig. 27,
client contact
information 272 can be entered and/or displayed for editing.
16 As shown in interface 280 of Fig. 28, the manager can also manage
requisitions using
the system of the present invention, with a requisition management window
shown at 282. As
shown in Fig. 29, a new job requisition interface 290 can have input areas for
various elements
such as type of job (contract or full time) 292, start date 293, location 294,
position title 295,
duration 296, billing rate 297, job description 298, and mandatory skills 299,
for example. As
shown in interface 300 of Fig. 30, the manager can view and manage
requisitions according to
job number 302, for exatnple. Figs. 31 and 32 show sample user interfaces 310
and 320,
respectively, for changing the status of a particular job requisition already
entered into the
system of the present invention. Fig. 33 shows a sample interface 330 for
searching for job
34
CA 02731029 2011-02-02
requisitions by such example criteria as contractor name 332, supplier/source
334, position title
336 and job number 338. Fig 34 is a sample interface 340 for creating and
generating relevant
reports related to managed requisitions. Figs. 35 and 36 show interfaces 350
and 360 which
allow vendor/supplier information to be entered and/or edited.
Fig. 37 shows a user interface 370 identifying various report types which
might be =
prepared for the manager, including for example, timesheet list by supplier
371, timesheet
not submitted by supplier 372, timesheet history by consultant 373, timesheet
submission
status 374, invoice list by supplier 375, and pay period summary 376. Fig 38
shows a sample
report 380 of timesheets by supplier, including contract number 381, manager
name 382,
contractor name 383, cycle 384, period end 385, status 386, units 387, and
type 388, for
example. Fig. 39 shows a sample report 390 of timesheets not submitted for a
given
supplier using the same delimiters as shown in Fig. 38. Fig. 40 shows a sample
report 400
for timesheet history by consultant. Fig. 41 shows a sample report 410 for
timesheets
submission status. Fig. 42 shows a sample report 420 for invoice lists for a
given supplier.
Fig. 43 shows a sample billing summary 430. Fig. 44 shows a sample profile
view 440 for
the manager interacting with this subset of functionality associated with the
present
invention.
Figs. 45 through 64 show sample user interfaces as might be viewed and
interacted
with by a supplier using the system of the present invention. Fig. 45 shows a
sample timesheet
450 as approved by a client, including the contractor's name 452, client name
454, timesheet
details 456 and various navigational tools as is known in the art. Fig. 45
also shows a text field
458 in which a supplier can submit comments for consideration by other system
users, such as
a supplier's accounting department, for example. Fig. 46 is a sample interface
460 indicating a
CA 02731029 2011-02-02
supplier's ability to manage requisitions using the present invention. In Fig.
47, a sample
interface 470 is shown which allows a supplier to submit candidate information
for a particular
requisition answer. Such infoimation can include, for example, name 471, job
number 472,
availability 473, rate 474, skills summary 475, and comments 476. Fig. 48
shows a sample
supplier interface 480 for selecting a particular requisition to manage, and
Fig. 49 shows the
detail 490 of a selected requisition 492.
Fig. 50 indicates various report options 500 which can be selected and run by
a
supplier user of the present invention. Such reports can be, for example, a
purchase order
dollar expiry by manager, which is shown in greater detail in interface 510 of
Fig. 51 including
items 512 such as purchase order number, client name, contractor name, rate,
dollars approved
and dollars remaining, for example. Other purchase order (PO) reports from
interface 500 can
be: a purchase order date expiry by manager (shown in greater detail in
interface 520 in Fig.
52), a purchase order list by manager (shown in greater detail in interface
530 in Fig. 53), and a
purchase order detail (shown in greater detail in interface 540 in Fig. 54).
Timesheet reports can also be provided as shown in interface 500 in Fig. 50,
including
fimesheet list by manager (detail shown in interface 550 in Fig. 55),
timesheet not submitted by
manager (detail shown in interface 560 in Fig. 56), and timcsheet submission
status (detail
shown in interface 570 in Fig. 57). Billing reports can also be provided, such
as full contract
details as shown at 580 in Fig. 58, 590 in Fig. 59 and 600 in Fig. 60, as well
as billing summary
report 610 in Fig. 61. A sample contractor details list report by salesperson
620 is shown in Fig.
62, and a list of active contractors report 630 is shown in Fig. 63. A sales
balancing report 640
is shown in Fig. 64 and a sales report 650 is shown in Fig. 65.
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CA 02731029 2011-02-02
Consultant interfaces can also be provided, as shown, for example, in Figs. 66
through
69. Fig. 66 shows a sample timesheet 660 with fields 662 for timesheet data
entry. Fig. 67
shows a sample confirmation page 670 indicating successful timesheet entry.
Fig. 68 is an
interface 680 allowing a selection of a timesheet history report, and Fig. 69
shows a sample
timesheet history report 690.
Referring to Figure 70, portions of the hotlink feature of another preferred
form of the
present invention are illustrated. Management component 700 is similar to
management
component 12 and includes a timesheet component 702 and a requisition
component (also
referred to as csTs component) 704. The contractor 706, client 708 and client
approver 710
are in two-way communication with the management component 700.
Referring to Figure 71, upon completion of a time sheet, the contractor or
agent of the
contractor submits the time sheet for approval as indicated at 712. Similarly,
upon completion
of a job requisition by the client, the job requisition is submitted by
requisitioner (typically an
employee or an agent of the client) to another employee or agent of the client
that must approve
the requisition as at 714 before the job requisition is sent to one or more
contractors and/or
vendors. Upon submission of the time sheet or job requisition, the system
automatically
generates and sends an e-mail as at 716. Typically, the e-mail is initially
sent to an individual
known by the system to be an authorized user and having a unique identifying
indicia that vvill
allow the authorized user general access to the system.
In the most preferred form, the e-mail in the case of the time sheet approval
process
takes the form of e-mail 718 depicted in Figure 72. E-mail 718 includes a
hotlink 720.
Preferably, the hotlink 720 is a URL having a GUID that is unique to the
particular tine sheet
that is the subject matter of e-mail 718. E-mail 718 also includes an optional
three-digit entry
37
CA 02731029 2011-02-02
code 722 that provides additional security. The three-digit entry code 722
matches or
corresponds to the unique GUID for a given time sheet. It will be readily
appreciated that the
number of digits of the entry code 722 may be readily varied as desired.
Further, it will be
readily appreciated that one or more of the three digits may take the form of
a limber, letter or
other distinguishing indicia.
Referring to Figure 71, the authorized approver automatically receives e-mail
718 as at
724 when a time sheet needs to be acted upon by either rejecting or approving
the time sheet.
Upon clicking on hotlink 720 in e-mail 718, the time sheet approver is
preferably directed to the
sereenshot 726 illustrated in Figure 73. Upon entry of the entry code 722 and
clicking on the
"Submit" portion of screenshot 726, the time sheet approver is immediately
directed to the
particular time sheet that needs to be acted upon. A sample time sheet 728
that is automatically
displayed to the time sheet approver is illustrated in Figure 74. Preferably,
the hotlink 720 and
entry code 722 in a given e-mail can only be used one time for a given time
sheet that needs to
be approved or rejected. The access gained by the entry code 722 and hotlink
720 in e-mail 718
is preferably limited to approving or rejecting the particular time sheet that
is the subject matter
of e-mail 718. As the e-mail 718 indicates, should the time sheet approver
want to gain general
access to the system to perform numerous other authorized tasks relating to
managing the time
related work activities of one or more workers for one or more clients
including but not limited
to rejecting or approving a plurality of different time sheets or job
requisitions, the time sheet
approver must go through a login procedure of the type illustrated in Figure
15 which requires
the individual to enter identifying indicia (e.g., password) that is unique to
the individual and is
known to the system to be unique to the individual.
Accordingly, the hotlink feature allows a time sheet approver to gain access
on a one-
38
CA 02731029 2011-02-02
time basis to a time sheet that is the subject matter of e-mail 718 as at 730
in Figure 71, by
clicking on the hotlink 720 and entering the entry code 722 without entering
the identifying
indicia required for general access to the system. in this manner, an
authorized approver having
a pre-assigned identifying indicia for general access can act without delay on
time sensitive
information (e.g., a time sheet) even though the authorized approver has
forgotten or lost his
identifying indicia that grants him or her general access to the system,
Further, the preferred
form of the present invention permits an authorized approver to forward e-mail
718 to an
individual that has not been previously authorized by the system to access the
system, and the
previously unauthorized individual can use the hotlink 720 and entry code 722
to approve or
lo reject the time sheet that is the subject matter of e-mail 718 without
entering identifying indicia
unique to the individual and known by the system to be unique to the
individual. In this
manner, an authorized approver can readily delegate to an unauthorized
individual one-time
access to a time sheet so that the previously unauthorized user can approve or
reject the time
sheet without experiencing the delay that would accompany the process of the
unauthorized
individual gaining approval for general access to the system. Further, the
unauthorized user can
forward e-mail 718 to another unauthorized user to take action on the time
sheet that is the
subject matter of e-mail 718. Preferably, this forwarding process can be
repeated as many times
as necessary.
As is illustrated in Figure 71, once the timesheet is accessed, it can be
readily approved
as at 732. For example, the time sheet can be approved by clicking on the
"Approve" portion of
screenshot 728 illustrated in Figure 74. Once the time sheet is approved,
screen shot 731 can be
displayed notifying the user that the contractor has been informed of the
approval by e-mail.
As illustrated in Figure 71, once the timesheet is accessed it can be rejected
as at 734.
39
CA 02731029 2011-02-02
For example, the time sheet can be rejected by clicking on the "Reject"
portion of screenshot
728 illustrated in Figure 74. Once the time sheet is rejected, screen shot 736
illustrated in
Figure 76 can be displayed. Preferably, screenshot 736 allows the time sheet
approver to
provide the reasons that the time sheet was rejected. The system can then
notify the contractor
as at 738 in Figure 71 by e-mail or otherwise of the rejection of the time
sheet and the reasons
therefore. Once action has been taken by the user regarding the tinie sheet
that is the subject
matter of e-mail 718 and notice is sent out, the time sheet approver exits the
system as at 740 in
Figure 71.
As is readily evident from Figure 71, a similar process is used to act on a
job requisition
created by a requisitioner typically working for the client or an agent of the
client. Specifically,
upon completion of a job requisition, the job requisition is submitted as at
714 of Figure 71 for
approval or rejection. Subsequently, the system generates and sends an c-mail
741 including
two hotlinks 742 and 744. 'fhe hotlinks 742 and 744 preferably take the form
of two Tins
where each of the two UR.Ls have the same GUID unique to the job requisition
that is the
subject matter of e-mail 741 as at 716 of Figure 71. Hotlink 742 and entry
code 746 are used by
individuals to gain one-time access to the system with a mobile device to
approve or reject a
particular job requisition. The access gained by using hotlink 742 and entry
code 746 is limited
in the same manner as access is limited when using hotlink 720 and entry code
722 in the case
of a time sheet. Specifically, the individual is given limited and one time
access to reject or
approve only the specific job requisition that is subject matter of e-mail
741. It is to be noted
that the e-mail 741 can be forwarded in the same manner as e-mail 718. In this
manner,
previously unauthorized users can be designated to approve or reject a given
requisition on a
one-time basis without the unauthorized user obtaining or entering identifying
indicia known by
CA 02731029 2011-02-02
the system to uniquely identify the unauthorized user.
Hotlink 744 and entry code 746 is used by an individual accessing the system
by a
computer to gain access to the system to approve or reject a pdtticular job
requisition specific to
e-mail 741. However, when using hotlink 744 and entry code 746, the user has
enhanced
capabilities including reviewing the requisition's status history.
Figure 78 illustrates screenshot 748 that is displayed upon entry of the
hotlink 744 and
entry code 746. The job requisition can be approved by clicking on the
"Approve" portion of
screenshot 748. Similarly, the job requisition can be rejected by clicking on
the "Reject"
poition of the screenshot 748. The job requisition history can be viewed by
clicking on the "Job
Requisition List" portion of screenshot 748. Upon approval of the job
requisition, screenshot
750 is displayed. Upon rejection of a job requisition, screenshot 752 is
displayed allowing the
individual rejecting the job requisition to provides reasons therefore that
can be automatically
transmitted to the individual that created the requisition.
It should be noted that the hotlink and entry code feature described in
connection
with the time sheet and job requisition approval process can be used to allow
one or more
individuals to approve, reject or comment on any document created or stored in
the system.
While this invention has been described as having a preferred design, it is
understood that the preferred design can be further modified or adapted
following in
general the principles of the invention and including but not limited to such
departures
from the present invention as come within the known or customary practice in
the art to
which the invention pertains. The claims are not limited to the preferred
embodiment and
have been written to preclude such a narrow construction using the principles
of claim
differentiation.
41
