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US 7107268 B1 Abstract A projected management server coupled with a computer network, such as the Internet. A spec server may also be incorporated into the project management environment for completing specs, generating requests for price quotations, purchase orders and the like. A project tree represents project management objects, which can be of any type. Object types are defined for each particular implementation of the system. Typical examples of project management object types include organizational entities, work-groups, people, projects, budgets, tasks, costs, timesheets, specs, requisitions, purchase orders, and to-do lists. The objects are generally organized in a hierarchical data structure referred to as a project management tree or project tree. Each object in a project tree comprises a number of methods that describe the way the object behaves. Such methods include, for example, methods that describe the way the object is added to the tree, edited, deleted from the tree, and archived.
Claims(40) 1. A method for managing enterprise operations comprising:
logging on to a project manager server from a computer network, said project manager server executing a project manager for creating projects based upon project management trees containing one or more data objects disposed to cooperatively effect project management functions, said logging on including providing a user identifier to the project management server from a remote location and receiving a customized home page in accordance with the user identifier;
defining one or more organizational entities within the enterprise;
defining one or more user groups associated with each of the organizational entities;
defining one or more users associated with each of the user groups;
defining user roles associated with at least one of the users, said customized home page including one or more projects associated with the at least one of the users in accordance with the user roles;
displaying a view of a first of said project management trees associated with a first project included within said projects to a first user of said users wherein a scope of said view is determined based at least in part upon membership of said first user within a first of said user groups, said view including representations of a plurality of data objects of said first of said project management trees;
describing, within ones of said plurality of data objects, functions defining relationships between said ones of said plurality of data objects and other of said plurality of data objects and;
interfacing with the first project by viewing ones of said plurality of data objects in accordance with the user roles.
2. The method of
3. The method of
4. The method of
5. The method of
remotely logging on to the project manager server from a terminal coupled with a computer network; and
creating a project associated with one of the organizational entities.
6. The method of
7. The method of
8. The method of
interfacing with said project by editing one or more objects within the project tree in accordance with the user roles.
9. The method of
interfacing with the project by deleing one or more objects within the project tree in accordance with the user roles.
10. The method of
interfacing with the project by adding one or more objects within said project tree in accordance with the user roles.
11. The method of
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16. The method of
17. The method of
interfacing with said project by adding one or more objects to said customized home page.
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21. A centralized system for managing enterprise operations comprising:
a project manager for creating projects for the enterprise, each of said projects being defined by a project management tree containing a plurality of data objects disposed to cooperatively effect a project management function wherein ones of said plurality of data objects corresponding to a first said project management tree each include descriptions of one or more functions defining relationships among said ones of said data objects, said project manager including:
a functions component configured to perform a plurality of functions upon said plurality of data objects,
a security module disposed to restrict access to said plurality of functions in accordance with predefined access rights,
a server component configured to generate a customized home page capable of being displayed to a user in a remote location in accordance with a user identifier provided by the user, wherein the customized home page includes one or more projects associated with the user in accordance with user roles associated with the user; and
an interface component for enabling viewing of said ones of said plurality of data objects in accordance with the user roles;
one or more internal departments of the enterprise coupled to said project manager; and
one or more suppliers coupled to said project manager.
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32. A project management system for managing operations of an enterprise, said system comprising:
a centralized server computer, said server computer being configured to execute a project manager disposed to (a) create projects for said enterprise wherein ones of said projects are based upon project management trees containing one or more data objects disposed to cooperatively effect project management functions, (b) define one or more organizational entities within the enterprise, (c) define one or more user groups associated with each of the organizational entities, (d) define one or more users associated with each of the user groups, (e) display a view of a first of said project management trees associated with a first project included within said projects to a first user of said users wherein a scope of said view is determined based at least in part upon membership of said first user within a first of said user groups, said view including representations of a plurality of data objects of said first of said project management trees wherein each of said plurality of data objects includes descriptions of one or more functions defining relationships among ones of said plurality of data objects, (f) facilitate interfacing with said first project by controlling the viewing of said plurality of data objects in accordance with user roles associated with said first user; and
at least one user computer configured to log on to said centralized server computer and access said project manager after providing a user identification corresponding to said first user to said centralized server computer, said at least one user computer receiving a customized home page in accordance with the user identifier, wherein the customized home page includes one or more projects associated with said first user.
33. The project management system of
34. The project management system of
35. The project management system of
36. The system of
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39. The system of
a functions component configured to perform a plurality of functions upon said plurality of data objects, and
a security module disposed to restrict access to said plurality of functions in accordance with predefined access rights.
40. The system of
Introduction In this example, upon logging-in to the project manager 110, a user 1402 sees the workspace laid out in a series of tabs. Each tab corresponds to a task function, although they all relate to Project Management. It's here that users do the bulk of their work, track their projects and store electronic data. Also, the tools and data available on the system vary depending upon the user's role in the organization. Typically, information presented on the screen is different from one user to another. For example, a person in Marketing will have access to different features than, say, someone in Accounting or Purchasing. It is noted that in this example presented herein, items with an asterisk (*) are accessible only to the designated �Key User� or �Super User� or to those with certain levels of system access. In this example, many features of the project management server 110 can be used or accessed in more than one way. For example, a user can add a new Spec form for a Project by clicking on the �Spec'ing� tab, or by adding a new Spec from the main project management screen. An advantage of the present invention is that many features are interconnected so that redundant data entry is minimized. An advantage of the present invention is that is provides an integrated, comprehensive and effective marketing operations system. A typical session begins with a user logging-in to the project management server 110 from the web interface 108. This is accomplished by typing in a user name and password. The user name and password are used to define and determine user access rights in the security module 1410. Home Page The following items appear on the example header of this page:
The information on this page 1601 is preferably designed to help a user track current tasks 1610 and monitor active items that require the user's involvement. The view on this screen varies depending upon the user's role in the organization. In most cases the user can control which items are displayed on their home page. Preferably, some items will appear by default in accordance with each specific embodiment of the present invention. Adding Items to Home Page Generally, users begin using the present invention to organize and track projects 1605, communicate with co-workers and others outside their organization, and send RFQs 1614 for goods and services. Advanced users typically begin to create, or add items to their own Project folders. For example, a user may add a Note to the Summer Promo Folder, or a Task directing someone else to take action. Each time a user creates an item, they will be given the option to add this item to their home page. If the user responds to this question with a �yes,� a line will appear on their home page briefly describing the item. In this fashion, the user is unlikely to forget about the item. This feature can preferably be activated at any time. For example, if a user chose not to put a To Do Item 1610 on their home page at the time it was created, they can add it later by simply clicking on the To Do Item and selecting the �Yes� option at that time. This also applies to items created by other users. Users can add items created by other users to their home page if they have access rights to the item. Items can also be removed from a user's home page. All items that have been added to the home page are accompanied by a checkbox. To remove any item, the user can check the box associated with the item and click on �Remove Checked Items� button. This action will of course not remove an item from the project tree, but only from the home page. To Do Items To Do Items 1610 are reminders that user's create to remind themselves to take a certain action. To Do Items can exist on their own, outside of the project tree. They can also, of course, be added to Projects. To create a To Do Item for a home page, users click on the �Add To Do Item� button 1608. To list all To Do Items for a user, the user clicks on the appropriate button. Preferably, users are given a list of every To Do Item they have created and where each one is filed, (i.e. on the home page or within the project tree). Items Other Users Add to Your Home Page The following is a list of items that may appear on a user's home page because other users in their organization have �sent� them there.
User Interface The User Interface is where users update and check their personal information. To access the User Interface, the user clicks on their name on the page header 1606. The name is a hyper-link that opens up a dialogue box asking for the user to validate their password. This feature is used to prevent unauthorized users from changing personal information when the authorized user leaves their computer unattended. When the personal information screen is presented to the user, the user can make any corrections necessary to their name, title, phone number and so on. Users can also change their password by clicking on the �change password� button. In addition, users can enter a �jog phrase,� which is something to remind them of their password. For instance, a user's password may be �Betty� and the jog phrase �mother's name.� Key User Interface* This interface is a management tool for the Key User. It allows the Key User to enable and disable users in the company to manage access rights and privileges for all users. In addition, the Key User Interface is used to keep the company information up-to-date. To access the Key User Interface, the Key User clicks the �Key User Interface� button 1614 at the bottom of their home page 1601. Note that this option is only available to the Key User and only appears on the Key User's home screen. In one embodiment, five basic functions can be accessed on the next screen. These functions are listed below, followed by a more detailed description of each function.
Users Pending This option is used when new users sign up at the company. The Key User can sign up new users, he can assist new users in signing up or the new users may sign up independently. New uses cannot use the system until they are enabled in this fashion. This feature is used to prevent unauthorized access to the company's account. It should be recalled that in a preferred embodiment, the Internet is used to deliver the project management system to users. Thus, security should always be a top priority. Typically, when a new user signs up under a company, the Key User associated with the company receives a notifying e-mail message. The e-mail message includes a hyper-link to the project manager's log-in page. From there, the Key User logs in and selects the �Users Pending� option. From there, the Key User is presented with a list of all users who have requested access to the system. To enable them, the Key User clicks on their name and provides personal information about the new user in a data entry screen. Typically, this includes the new user's name and telephone number. Then, the Key User changes the new user's status from pending to enabled by checking the box �enable� and clicking �OK.� Once that is done, the Key User is returned to the main Key User Interface, where he assigns user roles to the new user. User Roles The example embodiment is designed to reflect normal business responsibilities and chains of command. For example, not everyone in the company has the authority to approve POs or to assign budget dollars. All users should have levels of access consistent with their job duties and responsibilities. Selecting this option causes the presentation of a table of all users. Users can be assigned permissions simply by clicking in the checkboxes as appropriate. For example, permissions may be broken down as follows:
When new users are added, the Key User should assign their permissions at the same time you enable their system access. Not all users need specific user roles; each user automatically has access to standard system features. The Key User should have access to all levels of the system. For a detailed description of each User Role, please refer to the section: Key User Set-up Guide, below User Administration This feature displays a table showing a list of all enabled users associated with the Key User, their user names and other pertinent log-in information. The Key User can view disabled users, by clicking on the �Show Disabled� button. The �Key User Main Interface� button will return the Key User to the main screen to access other options. To view and/or edit information for an individual user, the Key User clicks on that person's name. This will provide a limited view of their personal information. The actions taken on this screen are all related to security. Here, the Key User can disable a user, give the person's account an expiration date, or request that the person update his or her password. The Key user can optionally inform the user of changes made to his or her status, by clicking on the name to open up an e-mail box. User Groups In the same way that the company is organized into various departments with teams of people, the users can be organized into user groups. In general, the user groups will reflect the natural groupings that already exist in the company; however, there is no restriction on how to assign users to user groups. Once in the Key User Interface, the Key User selects the �User Groups� option for a view of all existing groups. This is where one can edit an existing group. A list of all possible users is displayed. In addition, users that belong to a particular group have check marks next to their names. To remove a user from the group, the Key User deselects his or her name. To add a user to the group, the Key User adds a check mark. When finished editing, the Key User clicks �OK� to save the changes. In addition to editing groups, the Key User can also create new groups. This can be accomplished by selecting the �Add a Group� button in the User Groups option. It is here where the Key User can name the new group, set an expiration date if necessary, and assign users to the group, and input whatever data is necessary for the specific implementation of the present invention. Organization Profile The final tool in the Key User Interface in this example pertains to the entire organization, rather than to individual users. This is where the Key User can manage the company information. The information listed here will depend on the structure of the company and can be customized in any way seen fit, by the assigned Key User. For example, for a branch office, it may be appropriate to have the corporate address listed in the organizational object that represents the branch. Alternatively, each branch might be signed up as a separate organization altogether. To change the company information, the Key User selects the �Organization Profile� option and edits any necessary fields in the detail screen. Typically, the phone number input here, becomes the Key User's designated Company Key, which their co-workers use when they sign up as new users. Therefore, it's advisable to use the main company phone number rather than a personal extension or mailbox. Terms and Conditions Clicking on the �Terms and Conditions� link on the Organization Profile page results in the display of a large text entry field. Here the Key User typically enters any terms and conditions that their company would normally attach to a hard-copy RFQ. The Key User can type directly into the text box or copy and paste from an existing document. The Key User will only have to enter this text once, because it will automatically be added to the end of each RFQ that is submitted. When required changes are made the Key User simply clicks �OK� to confirm and save the text. The following is an example of set-up procedures that can be used by a person designated as the Key User within an organization. By default, this is the person who is typically the first to sign up under a company. Set-up Procedures Enabling New Users This procedure is required in order to grant new users access to the SourceFinder system. Initially, the users you have identified within your company may be preloaded for you; therefore, you may not have any �Users Pending.� Additional users in your company can sign up at any time by going to the SourceFinder web site, selecting �Sign Up,� entering the Company Key (see below), and completing the form. The system will automatically generate an e-mail to you, as the Key User, each time a new user completes the sign-up process. At this point, the new user will not be able to access the system until the Key User enables his or her account by doing the following:
Once a user is enabled, the Key User may need to assign the users' administrative privileges for different areas of the system. The User Roles are primarily management level roles that involve approving the spending of money or the actual spending of money. Not every user in your company will have this authority. It's not necessary to assign a User Role to give users standard access to the system. Once you've enabled them, they automatically have standard access. User Roles are Assigned as Follows
There are three designated �roles� that follow the basic life cycle of a marketing project in terms of function and responsibilities. Below, the general tasks of each �role� and its associated functions in accordance with this example embodiment. A user will need to assign User Roles based on the functions of each person within your organization. There is typically no restriction on how many roles any user can have; it's completely at the discretion of the Key User. Don't forget that, as the Key User, you should grant yourself access to all the User Roles. Requisitions Any user who has authority to approve requisitions in the company should have this access.
This area of the site deals with vendor relations and job management. It can be either a marketing-related or purchasing-related function. Depending on your company's structure, you may find that users with this level of access will also require PO-level access.
This section will mostly be used by the purchasing department. Users with this level of access are allowed to open and close POs. In addition, purchasing management-level users may need this level of access.
This feature enables one to create User Groups for the company. A User Group, as the name implies, is a group of users that are associated in some way. For instance, you may create a User Group for Marketing and one for Purchasing. Users can assign users to more than one group at a time. The User Groups will be used in the Permissions feature. To Enter User Groups
In addition to enabling new users and monitoring user roles, two additional areas should be kept up-to-date by the Key User: User Administration This interface allows one to manage all of the user log-in information within your organization. You can display all users whose status is �Enabled� or all users whose status is �Disabled.� The display shows the user's full name, user name, status and expiration date, as well as a log-in count and the date of the user's first and last log-in. To Enter User Administration
This interface allows one to change the company information, such as address and phone number. Most importantly, however, you can change your �Company Key� from this location. The Company Key is required to sign up new users from your organization. Either a new user or the Key User may enter the Company Key on the sign-up page and proceed directly to the �Add Users�. To Enter Organization Profile
Once in this screen, one can verify the organization information and make any corrections and additions necessary. Project Manager Functions Clicking on the second tab of the tab bar 1620 results in the presentation of the main Project Management screen (PM).
Project Management's Structure Project Management is built using a tree system�or to use another image, the items within PM have �parent/child� relationships. The concept is similar to the structure of directory trees commonly seen in current software programs. If a user creates a Project XYZ, underneath it items can be added, such as Spec form X, Note Y, or Task Z. These items are the �children� of �parent� Project XYZ and appear beneath that Project in the PM tree or (also referred to as project tree). This structure applies not only to items, but also to their corresponding budgets and allocated monies. The PM screen shows a snapshot of where money is being allocated and spent within various Projects. In order to understand the breakdown of the figures, it is useful to apply the parent/child analogy to budget analysis. Folders/Projects The primary element in the tree structure is the folder, or Project (these terms are used interchangeably). A folder can contain sub-folders and other items associated with that Project, such as Specs, To Do Items, and so on. If a Project contains other items, a small minimize/maximize icon is displayed next to its name (i.e. a plus or minus sign), as shown in FIG. 17. To expand the folder, for example, users simply click on a (+) icon (not shown) and the page will open up to show the folder's contents. Users can close the folder by clicking again on the icon (−). Another way to navigate around this screen 1701, particularly if the company has a large tree with many folders, is to use the pull-down menu 1702 in the top-left corner of the directory. In the pull-down menu 1702, the user selects the folder they wish to see. This causes a next screen to be presented that shows a limited view of the user's directory tree. Specifically, the user sees only the selected folder and any items contained within it (i.e. child objects). The user can return to the main screen or view a different folder, by using the same pull-down menu and making a different selection. In the example presented in If for example, a user selects �training manual� from the pull-down menu 1702, the view presented in Adding Items to the Tree The following sections depict examples of items (or objects) that can be added to a project tree according to one embodiment of the present invention. It is noted that in general, objects can be of any type that makes sense for a specific implementation of the present invention. In this example embodiment, the items that can be added are projects, specs, RFQs, tasks, notes, files, to do items and program cost items. It is noted that these objects are just some examples of types of items that can be defined for an embodiment of the present invention. As such, the use of these examples should not be construed to limit the scope and breadth of the present invention. In this example, next to every folder, and every item within each folder, is an �Add� button. This is used to add an object to the project tree at a particular point. Thus, a user selects the folder or item under which they want to add something, and clicks the �Add� button next to it. Note that the folder that is selected determines where in the tree the new item is placed. It is noted that when a user clicks on the �Add� button to add an item to the main company folder (i.e. the one at the top of the PM table), the system will preferably default to add a �Project� object. This is so because at that level in the tree, a Project object is the only item that can be added, in accordance with this example embodiment. When a user selects �Add� on other Projects, the user sees a selection of options available to be added at that point in the tree. (see the flowchart entitled Project Management: Add a New Item to a Project) At the top of this secondary screen is a header displaying information about the current folder including its name, start and end date, and budget information. It is noted that if a user adds an item to a Project, for example, the user will be presented with a different set of options than if they added, for example, an RFQ object. This is so because not all objects can have other objects or items �beneath� them on the tree. For example, in one embodiment, you cannot add a Spec under an RFQ, because a Spec is created before an RFQ and not vice-versa. Sorting rows In the header on the PM screen, a small arrow is displayed in one of the columns. This is a �sorter� indicator and can be used in any column. To sort by another column, the user clicks the header of the column and the arrow will jump to that column. The user then clicks on the arrow and the contents of that column is sorted numerically or alphabetically, and corresponding data in each row adjusts accordingly. Add a Project This option enables a user to add a sub-folder to an existing folder. Clicking on this link brings the user to a dialogue box, into which the user can input the details of a new Project, including start date, funds allocated and so on. Project choices When a user adds a Project, the user will see a drop-down menu giving the user choice between a Division, Department, Group, Project or Folder. In terms of how these operate within PM, there is no functional difference. The only real difference is that each choice is a different color, which gives the user the ability to organize their directory tree based on a color scheme, if they so choose. Throughout this example, references to projects or folders encompass the following set of items: Division, Department, Group, Project and Folder. Add a Spec This tool allows a user to add a Spec to a Project. A Spec is an electronic form user's complete to �spec� out a job to different suppliers. In one embodiment of the present invention, there are three kinds of Spec forms: RapidSpec, WizardSpec and SmartSpec. Please see �Spec'ing Tab� section for details about these forms. Once a user selects the domain in which to create a Spec (i.e. Printing, Folding Cartons, Point of Purchase, etc.), there are three different ways the user can locate the Spec form.
Once the user selects a Spec, the user can complete the process of filling it out and sending it to suppliers for bidding. Alternatively, the use can save it in a folder for completion at a later date, and go on to another task. Add an RFQ In this example, an RFQ does not exist in isolation but s always associated with a particular Spec. Uses can �Add an RFQ� when they are ready to submit specs to suppliers for bidding. When the user selects this option, the user is brought to a screen that lists the Specs associated with the current Projects. Here the user selects the Spec for creating an RFQ, and clicks on �Create RFQ.� This brings the user a set of options for creating a supplier list for the RFQ. (See �RFQ Management Tab� for details on this task.) When a user selects �Add an RFQ,� the name of the new RFQ is by default, the name of the Spec it was created from. The user has the option to keep this default name, or to rename it to whatever name they wish. Add a Task When an action needs to be taken, the user can assign and document it as a Task. This is 10 accomplished by clicking on �Add a Task,� which causes a dialogue box to appear. The user typically types in the details of the task in the dialog box. Generally, a Task is assigned to someone else, but users can create tasks for themselves as well. If the task is assigned to someone else, it will appear on that person's home page when they log in. Also, in Project Management users can check the status of the Task to see if the person assigned to the task has viewed it yet. This option also gives users the ability to add attachments their Tasks. It should be noted that these attachments are not necessarily file attachments, but are other items within the Project folder. Further, users can assign tasks to users in other department, even if the Project has been made accessible only to members of the user's department. This is accomplished by attaching specific items from the Project to the Task. The person from the other department will then only have access to those specified items within the Project. Add a Note A Note is simply a neater, electronic version of a handwritten note. Selecting this option will bring up a dialogue box enabling the user to input the text of the Note. Requesting purchase orders In many cases Tasks, Notes and To Do Items may require that money be spent. When a user is ready to complete such an item, an option is presented to either issue or request a PO (See the �PO Management� section for more information). User access levels on the system will determine which option appears on the screen. If a PO administrator selects �Issue a PO,� the PO creation screen appears. If the user can only request a PO, then the user would choose the same option but the item will appear on an �Open� list in PO Management. It will then be the responsibility of the PO administrator to issue the PO. Upload a File This feature enables users to upload files from their PCs into their Projects. Selecting this option causes a dialogue box to open wherein the user can specify the details of the file that is to be uploaded. The Browse button enables users to search their PC's drives and network. Once the user has selected a filename and path, the user can give the document a name that's appropriate to the Project. Finally, the user clicks on the �Upload� button and that file will be added to the Project. It is noted that, at this point, the file is not yet �active� in Project Management; it is something like an unopened e-mail. To open the file in the Project, users go to Project Management and click on the file's name. This will open a box presenting details on the file, including the identity of the user that uploaded it. Clicking on the filename causes the file to be uploaded to from the Project manager's data store, to the user's local PC system. The user's local system then prompts for a file name to save the File. At this point the user can open the file whenever they choose If the user changes the document, the file is then uploaded to the project manager server by selecting the �Upload New Version� button. The system will always present the most current version of the file in Project Management. However, users can view previous versions by selecting the �View Revisions� option. In addition, uses can the file history from that screen. Downloading Files to Vendors The present invention provides a means to send a copy of a file to someone outside his or her organization, a consultant or vendor, for example. This can be accomplished by uploading the file into the �parent� Project that the Job or Spec belongs to. In one embodiment, users send attachments to vendors by sending attachments from the same Project that is the Job's parent. In addition, in one embodiment, the user must add the file to the Project itself, and not to an item within the Project. Next, the user follows the normal steps for awarding a Job (as described below). When the user completes the award details, the user then clicks the �Add Attachments� checkbox. The next screen gives the user a list of all available attachments for that Project, where the user selects the checkbox next to the attachment being sent. When the vendor receives notification of the Job award, they will also receive the file attachment and be able to upload it onto their own PC. In addition to uploaded files, users can also attach Tasks and Notes to Jobs they're awarding. This feature is applicable when vendors use the on-line feature of the present invention, as described herein. Add a To Do Item This option is a little more sophisticated than a Note and has different options than a Task. A Task is generally assigned to others, but a To Do Item is for its creator. Users create a To Do Items from their home pages, or in Project Management. On your home page, To Do Items appear in a list. At the bottom of the page is a gray �Add a To Do Item� button. When a users create a To Do Item, they can enter a start date and how many days, weeks or months prior to the start date, they would like to be reminded. When that date arrives, the item is visible on the user's home page. Again, the To Do Items that show up on home pages are those whose start and/or reminder dates have arrived. To view the complete list of To Do Items, users click the button on their home page. Once an item has been completed, users can delete it by checking the box next to it and then clicking Remove Checked Items. Add a Program Cost This option is an alternative to issuing a PO for a project-related expense. This is used in case money is assigned or spent without a PO, or a user simply wishes to register a known expense in a Project. In either case, users can use the Program Cost feature by clicking on �Add a Program Cost.� Users can name the cost and assign an account number, description, amount, and so on. Users can also access a pull-down menu to define the type of cost being added. The options in the menu are pre-determined for each company and are customizable. Typically, the Key User dictates the menu choices. Once the users has completed the screen and clicked �OK,� the Program Cost will appear in PM underneath the associated Project. The amount designated for the cost will appear in the �Actual� and �Allocated� columns, because the cost is considered an actual expenditure of money. Additional Project Management Features Permissions This feature deals with issues of security and levels of access to items within the system. Access to an item is determined by its creator. In one example embodiment, three levels of system permissions are defined with decreasing levels of access. These levels are: Full control means that a user can both see and edit the item. The creator of an item automatically has full control of it. Read-only, as its name implies, is a �view� permission. The user can see the item but is unable to make changes to it. No access prevents other users from even seeing the item. To illustrate, suppose a company comprises four users: Bill, Joe, Jane and Mary. Bill creates a Project. In this case, by default, Bill automatically has full control of the Project. IN this example, Bill assigns full control to Jane, read-only access to Joe, and no access to Mary. From then on, any items Bill creates within that Project will be visible only to Bill, Joe and Jane. Mary has no access to the Project or to any items within the Project. It's still possible to change permissions within the Project. Suppose Bill creates a Task under it and selects the option to limit access. The system gives Bill the option to adjust the access on himself, Joe and Jane, (having already eliminated Mary as a viewer for that Project). Bill could then, for example, change Jane's access to Read-only for that particular Task. If a user does not assign permissions to an item, the system can automatically default to that item's �parent� for its permissions. If a user creates a Project under a company folder and does not assign permissions, all users can automatically have access to that Project. In addition to assigning permissions to individual users, one can also do so for User Groups. For instance, one may have User Groups called Marketing and Purchasing. If a user assigns full access to an item to the Marketing User Group, any user in that group has full access to that item. Individual vs. Group Permissions Because users exist as individuals as well as groups, one can override the other where permissions are concerned. If, for example, Jane has a higher permission for an item than the group she belongs to, she will still have access to that item. Here, the individual overrides the group. However, if a group that includes Jane has full access to an item, but Jane as an individual does not, then Jane will still have full access to that item because she belongs to the group. In this case, the group overrides the individual. To restrict Jane's access to that item, it would be necessary to remove her from that group. In one embodiment, the system will always default to give permission, or access, wherever it's allowed. To change permissions on an already existing item, users open that item while in PM and select the �permissions� button. This will give users a list of the groups and individual users that are allowed to access that item. Users can use the pull-down menus to edit the access levels on each user or user group. Budget Management & Tracking The main Project Management screen in this example, users to track budgets for Projects and the items within them. There are three columns that pertain to budget tracking: �Budget,� �Allocated� and �Actual.� The Budget column shows the total amount of money budgeted for each Project. Users can designate a budget amount for a Project when they create it. The allocated column shows the amount of money allocated to sub-projects and items within projects. The actual column shows the actual amount of money spent on an item. In one embodiment, an �actual� figure does not appear in the column until a PO has been issued for that item, or a program cost has been added. Monitoring Bids Although RFQ-related issues are managed under the RFQ Management tab described below, information on suppliers' bids can also be accessed via Project Management in the following ways: Incoming Bids This feature is associated with RFQs that have been sent to suppliers. Once an RFQ is sent, its status changes to �Sent� on the Project Management screen. If the user clicks on the link for that RFQ, a page opens showing the list of suppliers the RFQ was sent to, along with a status report of bids on that RFQ. The report indicates whether a bid has come in (if so, a summary of figures is shown), if the supplier declined to bid, or if a response was not yet received. When an RFQ has received a bid, an icon appears next to the supplier's name. Users click on the icon to view the Bid Detail screen. In addition to reviewing bids received, the RFQ summary page allows users to review information on their suppliers. The name of each supplier is a live link that will take users to a profile of that company. Users can add a comment to each supplier profile. Any comments added to this field are visible to the entire company. This field can be used to make recommendations or remarks regarding the quality and service of work received from the particular supplier. All comments made by other users will be visible to all other users. Users can also check the Vendor Analysis tab to see what other interactions the company has had with a particular vendor. Bid Detail This page displays the details of bids received from individual suppliers. All pricing information and additional comments from the supplier are available for review. In addition to displaying the details of the bid, this screen allows for other options and tasks, such as: Review supplier's profile information; View the Spec that belongs to the associated RFQ. Typically, this is a view-only feature, where the viewer cannot change the Spec; Award the Job to the supplier whose bid is being viewed; and Return to the main RFQ list. This will take uses back to the summary list of bids received. Users can also click on the vendor's name for access to the vendor's profile to provide contact information for the vendor. Award Job Once users have received all the bids and reviewed them, they can award the Job to one of the suppliers. From the bid summary screen, users select the supplier they wish to award the Job to and click on the icon next to its name. The user will see a bid detail screen, which shows quotes for each quantity requested. Typically the user selects the quantity desired and clicks OK. In one embodiment, the system pre-completes some of the fields for the user. For example, the price and quantity are automatically defaulted from the previous screen. However, users can override these defaults if desired. In the case of an online vendor, comments made are visible to the vendor, as is the job-awarded information. Once an RFQ is awarded to a supplier, the project management system will automatically create a Job. A Job is stored in the users Project folder under the RFQ that it was created from, and it becomes the uses point of reference for communication with the supplier. The user also has the option to create a PO when the Job is created. When the Job is awarded, the user selects the checkbox labeled �Issue a PO.� When the user is finished creating the form and clicks �OK,� the next screen is the PO creation screen (see PO Management section for feature details). After a user has awarded a Job, its status in PM will be �Open.� In most cases, status updates are done automatically by the system, and in some cases they can be done manually by users (closing an item, for example). A Job is a little different. Once it's created, the vendor controls the status field. The vendor makes status updates, which are visible to you on your end. From the Project Management screen, you can see at a glance what stage of the production cycle your Job is in. This feature only applies to vendors using the online interface. Budgeting Functions The budgeting feature of the present invention can be used to track the budgeting, allocating, and spending of money through the hierarchy of Projects and sub-Projects. These functions are available from the Budgeting Tab on the tab bar 1620. For example, a user can view figures on his or her Project Management screen (such as 1701) to keep tabs on where dollars are going and how far under or over you are in a given area. In this case, users can review and enter all data from Project Management. In addition, users can optionally delve into additional budgeting features that are found under the Budgeting tab. Typically, to make proper use of these features requires some initial planning and set-up. Although you can back-track and edit that data later, it saves time to do it up-front. Budgeting Views in Project Management When users open their Project Management screen, they will see three columns on the right side labeled �Budget,� �Allocated,� and �Actual� (see The following is a definition of terms used in this example: Budget�Organizations have an overall budget for a given fiscal year. (This is established simply by clicking on the top-level folder and entering the figure.) As users create folders for different parts of the organization, any Projects or other items that users choose to budget�instead of allocate�will be drawing on this overall budget. Users cannot budget an item for more than the amount of its �parent.� Allocated�Within a budget, whether at the project or organizational level, users may wish to allocate monies instead. This is essentially putting funds on reserve for a Project or other item. Unlike budgeting, users may over-allocate; that is, users can allocate more money than exists in a parent Project's budget. In the allocated column, a Project's allocated amount is shown in black. If the items within that Project add up to be less than that amount, the amount that's left over will appear in green, with a �down� arrow. If the Project is over-allocated, the amount by which it's over will appear in red with an �up� arrow. Actual�Only POs and Program Costs will generate an Actual expense in this example embodiment. These are monetary commitments to parties outside of your organization, but they are not necessarily expenditures. Budgeting Example Referring now to Now let's look at the contents of the Training Manual folder. (To see what is beneath any item in Project Management, users click on the �+� sign to the left of its name. If there is no �+� sign, there is nothing there to view.) This is shown in FIG. 21. The first item underneath it is a Requisition named Training Manual. A Requisition is a request for the approval of funds, and once approved, becomes a Project. So this Requisition was the originating point of the Training Manual Project. The next item a user sees is a sub-Project called Booklet Printing. This project was allocated $10,000. A Task called �Hire Tech Writer� was allocated $5,000, but shows an actual cost of $4,500. Apparently Training Two got a better deal on freelancing than they had planned. The last item is a sub-Project called Manual Spec. This item was allocated $15,000, and shows an actual cost of $15,000. Before we go further down the �tree,� notice how the figures in the Allocated column 2102 roll upwards. The three allocated amounts, $10,000, $5,000, and $15,000, add up to $30,000�which is $5,000 above $25,000, the amount their parent Project, Training Manual, was allocated. That's why a red �5,000� is displayed with an up-arrow next to Training Manual's allocated amount. The Project has been over-allocated by $5,000. Likewise, if there were still money left over in the Allocated column, you'd see a green figure with a down-arrow indicating an under-allocation. Rules that Affect the Budget Feature When reviewing the numbers on the Project Management screen, users should keep the following points in mind: Budgets roll down the tree structure. The main budget figure is represented in the parent Project. Allocations within a Project roll up to the parent. For instance, if a user allocates $5,000 to a project and then allocate $2,000 to an item within that Project, the user will see the roll-up of $2,000 on that Project's line, with a green �down� arrow and an indication that you have $3,000 left. In this example, users cannot budget beneath an item you have allocated. Once you stop budgeting and start allocating, you cannot then budget at lower levels within the tree. For instance, if one budgets $10,000 to Project A, then creates a sub-Project B and allocates it $5,000, he must continue to allocate money from that point forward. If a user creates a Project C under Project B, the user has the option to budget this project�the only option will be to allocate from the money available in the parent, in this case Project B. Users are prevented from over-budgeting in a preferred embodiment of the present invention. For instance, if a users main Project has a budget of $10,000 and the user creates three sub-Projects underneath, the sum of the budgets for the sub-Projects must be less than or equal to $10,000. If a user tries to assign more money than is available, the system will not allow the user to complete that step. The user can however, go back and edit the main Project budget if necessary. It is possible, however, to over-allocate money in your Projects�that is, to allocate more to the sub-items than have been allocated to the main Project. In this case the figure will be displayed in red, along with an �up� arrow. The Actual column operates independently of the other columns�-it reflects monetary commitments and does not affect the figures in the allocated or budgeted columns. Fiscal Years The purpose of this feature is to track budget figures based on a particular organization's internal fiscal year. This can be particularly helpful if a fiscal year does not match the calendar year. It is also helpful for Projects that belong in the next fiscal year but are started in the current fiscal year, and vice versa. Clicking on the �Fiscal Year� link will bring users to a view of the fiscal year(s) that have been established for their organization. When users initially sign up their company with the project manager server, the system automatically creates a current fiscal year for the company. It defaults to the date the user signed up. This view shows the start date of the fiscal year, the date it was created, who created it and the name (usually a date range, such as 1998-1999). Users may need to use more than one fiscal year in their budget planning if, for example, they are working on projects that draw funds from both the current year and the next year. The current fiscal year is indicated by an asterisk and referred to as the �Active Org. Fiscal Year.� The �Active Session Fiscal Year,� however, is the one users are �in� during a given log-in period for budgeting purposes, and it's designated on the screen by a yellow highlighting. Users click on the �Fiscal Year� date link to edit their first, and most likely the current, year. In this fashion, users set the start date to correspond to the date the organization's fiscal year begins. If this is also the fiscal year in which the user intends to begin working with, the user should make certain that the �Active Org. Fiscal Year� and the �Active Session Fiscal Year� checkboxes are both selected. To add additional fiscal years, users simply click �Add a Fiscal Year,� enter the name and start date, and click �OK.� Using Multiple Fiscal Years In this example the users screen now shows two fiscal years, the current year and the next year. There are two reasons why users would change a fiscal year. First, the current fiscal year has ended and the user needs to switch to the new one. Second, as mentioned above, users may have projects that overlap fiscal years. To move permanently into the new fiscal year, a user can select the link for that year and then check the �Active Org Fiscal Year� box. The user must also check the �Active Session Fiscal Year� button. After these steps are performed, the organization is now running on the new fiscal year. Thus, if the user goes to Project Management from there, the user will see that the project structure still exists, but the budgeting figures from the previous year have disappeared. This is so because the data for the previous year has not been deleted, but instead the user is looking at the view for the new year. To move temporarily into a different fiscal year, the user selects the fiscal year they want to work with and checks the �Active Session Fiscal Year� box. This will mean that any work the user performs during the current log-in session will take place in the selected fiscal year, rather than the current one. It is important to make the distinction between switching current fiscal years, and switching to active session. Once a user has completed working in the selected fiscal year, the user should log out of the system. When the user logs back in, the system will automatically switch back to your current fiscal year, i.e., the organization's �Active Org. Fiscal Year.� Currencies This feature is used to translate monetary values from between currencies in accordance with current rates. Cost Centers Cost Centers and Cost Center groups provide the next level of budgeting management. A Cost Center is defined as a subdivision of an organization with its own, predetermined amount of funds to draw from. Users may want their Cost Centers to reflect their company's current accounting structure. When a new organization signs up, the system automatically creates a Cost Center group with the same name as the company. Users can add individual Cost Centers under this group or create additional groups. The depth of your Cost Center structure will depend largely on the size and complexity of the organization. Adding Cost Center Groups Users click on the �Add a Cost Center Group� button to add a cost center group. On the next page the user types in the appropriate data, then clicks OK. The next step is to add Cost Centers to your existing groups. Add a Cost Center Once in the Cost Center tool, users are presented with a list of all Cost Center groups. To add a Cost Center to any group, the user clicks selects (via the magnifying glass icon) the group in which a cost center is being added. If Cost Centers are already attached to the group, they will be listed here. To add new ones, users simply click the �Add Cost Center� button, assign a name and dates to Cost Center, and clicks OK. Using Cost Centers Once created all Cost Centers have been created, the user can start applying them to Projects, Jobs, and so on. �Applying� Cost Centers means designating what proportion or amount of a given Project's cost should come out of which Cost Center(s). This is analogous to paying for one purchase using an assortment of checking accounts. Users can apply Projects or other items to several Cost Centers, to only one, or to none at all (see �Unassigned� below). To assign Cost Centers to a new Project, users return to the PM screen and select the �Add� icon next to that Project. User then complete the add Project information including the budgeted or allocated amounts, and select the Cost Center group from the pull-down list (if there are more than one group). Finally, the user selects the Allocate Cost Centers option and clicks �OK.� The next screen gives the user a list of all Cost Centers associated with the Cost Center group selected. Users simply check the box beside the centers they wish to assign to this Project, then click �OK.� The next screen is a calculation screen. Here users can break down the dollar amounts between the various Cost Centers. For example, suppose you selected two Cost Centers, A and B, to apply to this Project, with a total allocation of $50,000. You may decide to assign $25,000 to Cost Center A and $25,000 to Cost Center B. Type in the breakdowns you want and click �Calculate.� When the numbers are to your satisfaction, click �OK.� The calculator screen allows you to break down your assignments by dollar amount or by percentage. You will also see a field here called �Unassigned.� Any dollars you don't assign to a specific Cost Center will by default go into this �generic� Cost Center. Remember that you can edit your assignments at any time. Reviewing Cost Center Status To see how money is being divided up between Cost Centers, users can use the �View Cost Center Amounts� feature. To accomplish this task, users click on an item in PM. On the next screen users click the �Cost Centers� link. The next window displayed will show how the item's cost has been allocated between Cost Centers. Keep in mind that the data displayed here will apply only to the level of the tree the user has accessed, and below it. It will not necessarily apply to the item's �parents.� As shown, this example Project has a total budget of $100,000, which is divided equally between two Cost Centers, A 2304 and B 2306. Of that $100,000 budget, $50,000 has been allocated to the sub-Project �New Release.� This $50,000 has also been divided equally between A and B Cost Centers. The result is that Cost Center A has a budget of $50,000 and an allocation of $25,000, and Cost Center B likewise has a budget of $50,000 and an allocation of $25,000. Additionally, the Task �Hire Photographer,� which is a �child� of New Release Project is assigned half-and-half to Cost Centers A and B. The Program Cost �New Release,� for $250, has not been assigned to any Cost Center, so it appears by default in under �Unassigned.� Referring now Under �Allocated Amount,� the $25,000 next to Cost Center A and B represent the amounts allocated from the Project; the subtraction of $24,750 indicates how much is left out of the $25,000 to be allocated within the Project. Recall that the Task of $500 was split 50/50 between the two cost centers. This accounts for the subtraction of $250 from each sub-total of $25,000. The �Unassigned� line has nothing allocated to it, but does show an actual cost of $250 in red. This is the Program Cost. Editing Existing Cost Center Assignments To edit the assignments already made to an item's cost centers, the same steps as outlined above are repeated. First, a user opens the �View� window. Once the view window is open, users make changes by selecting the �Edit Allocations� button. This will bring the user to the calculation screen again, where the user can make adjustments to the cost centers using either the dollar figure or percentage calculator. Users can also add new cost centers to their assignments by clicking the �Add a Cost Center� button. Cost Center Rules of Thumb The Unassigned cost center is a default cost center. It doesn't really exist in the accounting system. Users can think of it as a holding place. If users do not use the Cost Center feature, any money you budget or allocate will sit in the Un-assigned center. If users do not allocate 100% of your money to their existing Cost Centers, the Unassigned center will come into play again. For example, say you have a budget of $100 for a Project and you assign $50 to Cost Center A and $25 to Cost Center B. The remaining $25 will be automatically stored in �Unassigned.� You can go in at any time and re-allocate that money. Cost Center assignments apply to one line at a time. While a users view of a Cost Center does relate to the hierarchy of the PM structure, the users assignment of individual projects and items does not. To use the Cost Center feature correctly, users must assign Cost Centers to each item that uses money. If a user assigns Cost Center A to his new Project and then creates three items beneath that Project, they will not be automatically assigned to that Cost Center. Those dollar amounts will remain in �Unassigned� until the user specifically assigns them. Remember that although users are dealing with the same figures, the view from PM does not represent the same thing as the view from Cost Centers. Referring to the PM example shown above, it is noted that in PM, the $250 is a legitimate expense of the Project �New Release.� The Cost Center view shows the $250 in red as if it were an error or an over-expenditure. Again, it is not an over-expenditure of the Project, only of the Cost Center. It's important to keep the distinction in mind when viewing the figures. It is noted that Cost centers are a complex feature of the system. and they will not give effective reporting of numbers if used incorrectly. In one embodiment, they are an all-or-nothing feature. If used, they need to be used universally throughout the system or they will be inaccurate and ineffective as a cost tracking device. Requisitioning Functions The following functions are available from the Requisitioning Tab, according to this example embodiment of the present invention. A Requisition is a request for the purchase of goods or services. Anyone can create a Requisition, but only certain users have the authority to approve one. Once a Requisition has been created and approved is then converted into its own Project. My Requisitions By clicking on this button a screen is presented that lists all Requisitions created by the user, including such information as the date it was created and the Requisition's status. In this example, there are four actions that can be taken from this screen: 1. Click on any Requisition to see a detail page. 2. Delete a Requisition by checking the box next to it and then selecting �Delete.� 3. Go back to the administration page to approve or deny open Requisitions, (if the user is the Requisition administrator). 4. Create a new Requisition. Requisition Detail Page To view the details about a Requisition, users click on its name. A screen appears shows its status, dollar amount, and a description of the Requisition. If the Requisition has been approved or denied, users are able to see who took that action and why. Create New Requisition Selecting this button will bring up a dialogue box enabling the user to input the details of the new Requisition, including where the user would like it to be filed in their PM folders. Once a Requisition is approved, it becomes a Project. Note that when a users Requisition is approved, the person who approves it can change its Project path. Approve/Deny Requisitions* This feature (also called �Administration�) enables the user to approve or deny open Requisitions. To approve a Requisition, users simply click on its name. The user is then presented with a dialogue box, where the user can approve or deny and make comments on the decision. Once a user has approved a Requisition, the user will be presented with another screen to complete the Project details. Notice that the Project's start date defaults to the current date, and its end date defaults to the initial Requisition's due date. Users change these dates if necessary. Here the user can also select whether dollars for this Project should be budgeted or allocated. Once a user has completed this screen the user clicks �OK� to finish. The Requisition is now listed under �My Requisitions� with a status of �Approved.� If the user goes to Project Management, the user will see the new Project in the tree where it was placed. The first item underneath the Project is the Requisition. If the user clicks on this link, it will take the user back to the Requisitioning tab, where details can be viewed. Spec'ing Functions These functions are available from the Spec'ing Tab, according to this example embodiment of the present invention. Spec'ing is where the details of Projects come into play. This is where users put together the specifications for an actual job, whether it's a company brochure, folding cartons, or a T-shirt for your promotional campaign. In this example embodiment, three different types of Spec forms have been designed as follows: RapidSpec�This is the most abbreviated form, asking only basic questions and requiring the least time to complete. It's designed for simple jobs with few variables. WizardSpec�A �Wizard� is a customized form designed for a type of item or service ordered on a repeated basis. The company may keep Wizard forms stored for its use. SmartSpec�SmartSpec forms are the most detailed and are ideal for jobs that are more complicated. It will not only provide suppliers with more detail, but it will prompt users (i.e. buyers), with all the necessary questions. This example embodiment of the present invention allows users to spec jobs in seven different categories of goods and services (referred to as �domains�): Print, Corrugated Packaging, Folding Cartons, Promotional Products and Services, Point-of-Purchase displays (POP), Creative Services, and Media Buying. These domains are listed on the main Spec'ing Tab. Once users have selected the domain that meets their needs, they will be given three options for accessing the Spec forms: �Categories,� �Forms A-Z,� and �History.� Categories This option will give users a list of categories of items within the domain. When users click on a category, they get a further breakdown. For instance, in the printing domain one might select �Books,� which takes the user to a list of all the available types of book Spec forms. Users can then read the description of each book type to determine which best suits their needs. If users need to search for a different category, they can select the pull-down menu of categories, choose the next category they wish to review and hit the �Go� button. Once users have determined which Spec form to use, they simply click on RS for RapidSpec, WS for WizardSpec or SS for SmartSpec, and the spec'ing form for that item will open. Forms A-Z This is an alphabetical listing of the individual forms themselves. All the Spec forms within a domain are listed here. Selecting this option will bring the user directly to the links for each form. Users choose the form they are seeking, and then simply click the RS, WS or SS link to open the appropriate type of Spec form. History This is a history of Spec forms that you have recently created. The last ten Specs the particular user completed in a given domain are listed here. Users select the form they wish to use. The users then have two options: Edit the form. This option allows a user to work on a previously created form. Save As. This feature allows a user to save an exact copy of a Spec under a different name. Once a user saves a copy, the user can modify the Spec as needed for the new Project. The �Save As� option is designed to save users time on repetitive or similar jobs. It can be especially useful if a user is completing a complex job that requires a lot of data entry into the Spec form. Spec forms contain distinct sections, with a set of questions in each section. For instance, a printing Spec form contains a section on ink, a section on artwork, and so on. If the old Spec contained several sections (for example, two extra �insert� sections for a brochure with multiple inserts), users have the option to delete these components from the new Spec. The �Save-As� feature will not only recreate the form's sections; it will also retain whatever data was entered in that form. Users select �Continue� at the bottom of the page. The next screen allows the user to add new sections, if necessary. Then the user selects any additional sections needed and clicks on �Create Spec� to open the new-Spec. Completing a Spec Every Spec form is slightly different, although they share some common features. The questions on the form depend on the type of job being created and the product or service being spec'd. The questions are designed to help buyers provide potential suppliers with a complete and accurate set of requirements so that they, in turn, can give you an accurate and realistic quote the first time around. Users simply go through each page and answer the questions and hit the save button. If users wish to go back and correct an entry on a previous page, they use the Navigation bar on the left side of the screen. Once users complete a Spec form they have the option to �Save and Return to Project Management� or �Save and Create an RFQ� (see RFQ Management Tab for details on this feature). If users select the option �Save and Return to Project Management� a question box will appear with the following text: �Click OK if Spec is complete. Click Cancel to maintain Spec's status as Open and return to Project Management.� This box relates to a Spec's status in the system. An Open status for a Spec means that it is still being worked on. In this case, the user should select �Cancel� from the question box. This would save the user's work and take the user you to Project Management. If the user finished working on the Spec and does not intend to make any more changes, the user should click �OK.� This will change the status of the Spec to �Complete.� Once a spec is complete, it is ready for RFQ creation. A �Complete� status code for a Spec can mean one of two things. The Spec form has been edited and reviewed and is ready for RFQ creation. A �Complete� status can also mean that an RFQ has been sent based on that Spec. Users can determine which stage the Spec is in by looking at the RFQ underneath it. If a Spec has a status of �Complete� and the RFQ has a status of �Open,� the first meaning applies. Once the RFQ status changes to �Sent,� the second meaning applies. RFQ Management Functions These functions are available from the RFQ Tab, according to this example embodiment of the present invention. An RFQ, or Request for Quote, is the second stage of the job specification process, the first being the Spec. An RFQ cannot be created and sent to a supplier without a Spec being created first, and each RFQ �belongs to� a specific Spec. This feature enables users to do two basic tasks: create new and edit existing RFQs for Specs, and manage your RFQs throughout the bidding process. The main RFQ screen provides users with four options for working with RFQs: b 1. Unmatched Specs shows a list of Specs for which an RFQ has not yet been created and takes the user to screens that allow the creation of RFQs. 2. Open RFQs is a list of RFQs that have been created but not yet submitted to suppliers. 3. Sent RFQs is a list of RFQs that have been submitted, or sent, but that have had no further activity. 4. RFQs with Bids is a list of RFQs for which bids have been received. Unmatched Specs Here users are given a list of open Spec. Open Specs are Specs in which RFQs have not yet been created. Once an RFQ has been created for a Spec, the Spec will disappear off this list; however, its status will still be �Open� on the users Project Management screen. This status will change to �Complete� once the RFQ has actually been submitted to a supplier group. General Information About RFQs Before describing Open RFQs, Sent RFQs, and RFQs with Bids, some features associated with creating RFQs in accordance with this example embodiment of the present invention are described. RFQ Bidding This example of a preferred embodiment of the present invention supports two types of bidding, namely open and closed bidding. Users select which form of bidding they want to use for a given job at the time the RFQ is created. This option can also be manipulated on the bid summary page. Users check the box labeled �Request Best and Final Offer� to create a closed bidding scenario. Open Bidding In this scenario, suppliers can re-submit bids through the system--that is, issue more than one bid for the same job. The buyer determines parameters for this process. The system will allow multiple bids from the same supplier for as long as the bidding date remains open. Closed Bidding Closed bidding is also referred to as �Best and Final Offer.� This scenario allows only one bid into the system from any one vendor for any one job. If the supplier tries to re-submit a bid, the system will prevent him or her from doing so. Receiving Bids after the Closed Date In some circumstances, organizations may still want the capacity to receive bids even though the bid's end date has passed. The project manager of the present invention provides this feature. Under the RFQ Management tab, users click on either �Sent RFQs� or �RFQs with Bids� and they will be presented with a screen listing those RFQs. The user then clicks on any RFQ. The next detail screen includes a checkbox labeled �Enable Bidding.� As long as this box is checked, the system will still allow bids to be entered on a job, even if the bid's end date has expired. In order to prevent further bids from being received past the end date, users should disable bidding by un-checking the box. RFQ Creation To create an RFQ, users click on the �Add RFQ� button next to the Spec they want to use. This will bring a first RFQ screen, where users name the RFQ. By default, the RFQ's name will be the same as that of the Spec, but the user can change the default name. The other important fields to note here are the start and end bidding dates, and �Best and Final Offer� checkbox. The bid dates entered here are seen by all suppliers on the RFQ once it's submitted. The �Best and Final Offer� button, as mentioned above, determines whether the bidding scenario will be open or closed. Checking this box will allow suppliers to submit only one bid to the system for the job. If the box is not checked, vendors will be able to re-submit bids until he bidding process is closed, or until the end-bidding date is reached. When this screen is completed the user can start selecting vendors. The next screen is presented to the user with four buttons on top as follows: Criteria. The system selects a list of matched suppliers based upon specs in the RFQ. The criteria screen enables users to select additional matching criteria to further individualize the search for suppliers, such as the vendor's geographic location and years in business. Users simply select the criteria and hit �Search.� Matched. When this button is selected, the user is presented with a list of suppliers that qualify for the job and meet the criteria entered above, if any. At this point users can select which suppliers you want to receive the RFQ by clicking on the check box by each one's name. Users can also request that the RFQ is sent to themselves. If so, the user receives a faxed copy of the RFQ when sent. If users have preferred suppliers that are online members, they will appear in yellow on this screen. On the matching screen, users can also click on a supplier's name for more information about that company, including references. Once the user has checked all the suppliers in which to send the RFQ to, the user clicks on �Add Suppliers to Selected List� at the bottom of the page. Directory. The Directory is a list of suppliers for which no profiles exist. Users can still send an RFQ to these suppliers, but the project management server does not maintain background information on these companies. Moreover, because there is no profile on these suppliers, the system does not match them to your specific job requirements. Users may send an RFQ to a non-member supplier designated as a �Guest� when they create an RFQ. These guests will appear in the Directory. The guest suppliers will be identified by a yellow highlight on the screen. To include any suppliers from the directory, users simply select the checkbox next to their name, and click on �Add Suppliers to Selected List.� Selected. This option enables users to review all the suppliers selected prior to sending out the RFQ. If a user makes a mistake or changed his mind, he can simply �deselect� or uncheck the box by that supplier's name, and the RFQ will not be submitted to that supplier. Once users verify that the list is correct, they click �Submit RFQ� and it will be automatically sent out to every supplier in the list. However, if the user is ready to submit the RFQ, he can return to Project Management or any of the other screens to work on other projects. The RFQ will automatically be saved for the user in Project Management, underneath its respective Spec. Open RFQs The open RFQ screen lists all RFQs that have been created but not yet sent out. Here users can review and edit existing RFQs. To access an RFQ, users simply click on its link, such as link 2502. Uses can then update the RFQ using any of the options described above: Criteria, Matching, Directory and Selected. Until the RFQ has been sent, users can go in as many times as they like and edit or revise the list of suppliers. There is no limit to how many searches can be made within the parameters of the search criteria. However, in this example embodiment, an RFQ can only be sent once, and only one RFQ can exist for any Spec. Sent RFQs The sent RFQ display helps users track RFQs that have had no activity since they were sent out. Once an RFQ has been submitted, the system automatically tracks any bids or responses. Rather than individually opening each RFQ from PM to see if bids have been received, users can quickly get an overview by using this feature. Users can review the details of a particular RFQ, by simply clicking on its link. The �Sent RFQs� screen displays a table showing the suppliers to which the RFQ was submitted, and the status of any bids. The status on this screen should always read �Bid Not Received.� Users can also view the Spec that belongs to a particular RFQ, and can view a supplier's profile by clicking its name. RFQs With Bids The �Add RFQ� feature found on the bid summary page can be used to add a particular vendor to the RFQ. In the header of that page is a button labeled �Add RFQ.� This feature allows users to send the RFQ to one more vendor. To use this function the user types in the phone number of the supplier and clicks �Search.� The database is searched for a vendor matching that phone number. If a match exists, it will be displayed. If the result of the search is the desired vendor, the user can submit the RFQ. This vendor will be added to the list on the current RFQ. Vendor Analysis Functions These functions are available from the Vendor Analysis Tab, according to this example embodiment of the present invention. This feature tracks the company's interaction with vendors (suppliers). This feature allows users to see a history of vendor's dealings with the company and review any comments made by other users regarding the vendor's service or goods. Main Vendor Analysis Screen Listed on the main screen are all the vendors to whom Jobs have been awarded by the user's company. The other information provided here includes the last interaction date and a dollar total. The total represents the total dollar amount of Jobs awarded to a particular vendor. For more details on a vendor, click on its name to open a secondary screen. Vendor Analysis Detail Users are presented with a listing of all Jobs that have been awarded to an individual vendor. The table provides a brief description of the Job, including the total dollar amount of the final bid price accepted. Underneath is a history of comments made by people in the user's organization about the particular vendor. Users can add their own comments here, but generally are prevented from deleting comments that they did not create. The system provides for automatically sending an email to another user by clicking on that person's name to inquire additional information about the comment. Typically, users can add comments about a vendor anytime they access that company's profile. That is, the user does not have to be in Vendor Analysis function. RFQ Management and Creation, for example, are two other places that could be used for accessing supplier profiles. To view company information on the vendor itself, users click on the link by its name on the Vendor Analysis screen. Users will then be presented with contact and other relevant information about the vendor. In addition, any standard terms and conditions that the company uses for such things as bidding releases, billing, or disclaimers can also be selectively displayed. PO Management Functions These functions are available from the PO Management Tab. Analysis Tab, according to this example embodiment of the present invention. Once a buyer has awarded a job to a supplier, they are now ready to create a purchase order (PO). Under the PO Management tab, users can create POs as well as monitor and track existing ones. Depending on the user access rights, users may not see all the features of PO Management if they don't have access to this area of responsibility. Typically, a user with full access will see the following features: Open Jobs. This is a listing of all Jobs and items that have not yet been issued a PO. Open POs shows all existing POs for which goods have not yet been received. PO History is a list of closed POs. Requested POs is a list of all requests for PO issuance. Open Jobs Clicking on this option will take users to a list of existing Jobs. A Job is created when the user awards a bid to a vendor. It should be recalled that objects do not exist in isolation. Thus, every item created belongs to� something else and has its place in the Project/folder tree. In this example, the following hierarchy applies to every �spec'd� Job:
Thus, a Job cannot. exist without all the items above it being created first. A user's Job will therefore be located underneath the RFQ it was created from. From the Open Jobs screens, if a user clicks on the name of the Job, it will display the Job's location in PM. Clicking on the link from PM, opens up a detail page of that Job. To create a PO, users simply click the �Add PO� button next to the Job they are working on. The PO form will automatically fill in default information from the Job, such as dollar amount and dates. Users then enter additional information, including the PO number and name. When the information is completed, users click �OK� to confirm. Once the PO is issued, that Job will disappear off the �Open Jobs� list, and the new PO will appear on the �Open POs� list. In addition to using the PO Management screen for creating POs, users can also issue a PO immediately upon awarding the Job. When users complete the award details, they can select the option to issue a PO. This will bring up the PO screen when users approve the job. Requested POs This feature is used for users that lack authority to issue a PO but need one for certain items such as a Task or To Do Item. For items that allow PO creation, users can check the box for requesting a PO. This will open up a screen allowing them to complete the basic details of the request. The PO Administrator will be able to view the list of Requested POs, go in and edit where necessary, and then issue POs as needed. Open POs This option displays a list of all open POs. That is, jobs on which goods have not yet been received. The details of a particular PO can be displayed by clicking on its link to view the details here and also update the status if necessary. If the goods have arrived or the service has been rendered, users check the box and click �OK.� This action removes the PO from the �Open� list. It will appear on the History list. Users can also update open POs if only part of a job order was received; selecting the �partial� option will not change the PO status. It will remain open until all the goods are received. PO History This option shows a list of all closed POs for the company. Closed POs are Jobs for which goods or services have been received. Once again, to view an individual PO on this list, users click on its name link, which brings up a detail screen of that PO. If the status on a PO was changed by mistake, users can deselect the �Goods Received� check box, and the PO will be listed as �Open� once again. Resource Functions These functions are available from the Resource Tab according to this example embodiment of the present invention. The purpose of these functions is to provide users with easy access to relevant industry information. In this fashion, users can make the most informed decisions possible when you're filling out spec forms or planning projects. For example, a spec form might ask what kind of artwork is being submitted with the order for customized baseball caps (i.e. Digital hi-res or Digital FPO?) If users are unfamiliar with these terms they can look them tip in the Glossary. In addition, a frequently asked questions section (FAQs section) can be used to assist users. In addition, the system of the present invention provides on-line courses related to specific projects and/or specs. For example, users can read �Printing 101� to learn about different types and finishes of paper, pros and cons of digital technology as it relates to printing, and even get you up-to-speed on ink terminology. These customized sections contain invaluable information about standard business practices that can prevent costly and time-consuming misunderstandings. Another part of Resources is a Help feature that users can access from any page from the header bar. This is a quick way to get answers to some frequently asked questions about terminology and features. Example embodiment of on-line suppler feature The following example represents one embodiment of the present invention as it relates to on-line suppliers. In this example embodiment, suppliers of marketing goods or services can efficiently and effectively interact with buyers in the project management system in an on-line fashion. The Supplier Interface connects suppliers directly to customers via a computer network, 104, such as the Internet. This example embodiment includes key features such as the ability to do the following in an on-line environment: review and bid on RFQs, track bids and award jobs, communicate with buyers electronically, and upload files from buyers. This example represents just one embodiment of the present invention and should not be construed to be limiting. This is especially true as it relates to details describing the example embodiment in terms of specific user interface controls and specific project management processes, such as those related to a marketing organization. It should be recalled that an advantage of the present invention is its flexibility that enables it to be customized for any type multiple organizational work-groups. Accordingly, the use of the example embodiment presented below should not be construed to limit the scope and breadth of the present invention. Introduction This feature of the present invention allows suppliers to interact with buyers using the project management system. In this example, the suppliers are suppliers of marketing goods or services. However, this is just one example of a type of supplier that can use the present invention. Upon logging in to the project management system, users are presented with a workspace organized in a series of tabs. The tabs in this example, are ordered in roughly chronological fashion, based on the logical progression of tasks, from receiving a buyer's Request for Quote to communicating about a job in progress. This example provides an explanation of each tab and what features and functions are associated therewith. RFQs The RFQ screen is the first screen a supplier sees when they log-in to the system. This screen can be accessed at any time by clicking on the �RFQ� tab. Presented here is a current list of RFQs the supplier has been invited to bid on. If the user is the Key User, every RFQ that is sent to the supplier by a client or potential client is displayed. Other users will only see RFQs from clients whose accounts have been assigned to them specifically. For instance, let's say Henry and Linda are salespeople at a printing house. If ABC Company is one of Henry's accounts, then all RFQs coming from Company ABC will appear on Henry's RFQ summary page. Linda will not have access to ABC Company's information or any of Henry's other accounts. On the first page, a table of information summarizes the following for each RFQ listed:
Types of RFQs In this example, there are three forms of RFQs to be found on this page. The first is Open RFQ. A check box next to its name designates each Open RFQ. As long as the check box appears, it is still possible to bid on these RFQs. The second is a Buyer-Closed RFQ, which means the buyer has manually closed the RFQ so it cannot receive additional bids. A double asterisk (**) designates these RFQs. The third is an Expired RFQ, this is an RFQ on which the �no bids after� date has expired. Suppliers can no longer bid on the job but you can still review the spec if necessary. From this initial RFQ screen, users can take the following actions:
View the Client's Information Clicking on a client's company name will bring up a window displaying basic contact information for that company. This can be useful if the RFQ comes from a company the supplier has never done business with before. In this window, suppliers also see a list of jobs their company may have completed in the past for that client, along with comments made by the current users or others at the supplier's company. The user can add comments at any time, and they will be visible to the user's organization with the appropriate access, but not to the buyer. On this screen is also presented the client's Terms & Conditions. These are standard Terms & Conditions that are sent out by that client with every RFQ. The Key User in the supplier's organization will have the ability to assign a client to a specific user in the organization. This can be accomplished by opening the pull-down menu and selecting the user name that that is to be assigned to that account. From that point on, all incoming RFQs from that client will be automatically assigned to that user. That is, they will be visible only to that user (and the Key User). That user, in turn, has the ability to assign the client to someone else, for example, if the employee is leaving the organization, or if workloads are being redirected. Review RFQ Details Typically, once suppliers has familiarized themselves with the client information and assigned the account to the appropriate user, the next step is to review the incoming RFQs. Clicking on the name of the RFQ results in a display of additional information, as shown in FIG. 26. Typically, this brings up an RFQ detail page. Presented in Job specs are pulled directly from an on-line form completed by the client. The degree of detail provided depends on the client, and also on which type of form the client uses. In this example, the project management system provides two kinds of electronic spec forms�RapidSpec and SmartSpec. The RapidSpec is a simple form in which buyers type their specifications into text fields. The SmartSpec is considerably more detailed, asking the client many job-specific questions and often providing a selection of answers. In addition, the buyer typically indicates on the forms, how they wish to be contacted. In some cases buyers request phone calls, but other buyers request faxes or e-mail communications. At the bottom of the Spec form is a list of attachments that the client has attached for the supplier's review. The attachments can be uploaded or viewed by clicking on the icon for each attachment. Respond to an RFQ Once a supplier has reviewed the Spec and completed an estimate, the bidding process continues. Entering Bids When the estimate is ready, suppliers go to the main RFQ screen and bring up the detail page of the RFQ they are bidding on. From there suppliers go to the bottom of the page and click on the �Bid on RFQ� button. This will take them to the first bid page, where they will enter the quantities they choose to bid on. The quantities requested by the buyer will appear next to pre-checked boxes. If for some reason a supplier does not wish to bid on one of those quantities, they can deselect the box. This page also provides space for additional quantities, in case, for example, the supplier wishes to show the buyer an alternative price break. The next bidding screen is presented when the user clicks �Continue.� On the next screen, the supplier enters the bid into a worksheet format. Comments and remarks can be entered here as well. Once the supplier has completed this page and clicks �Continue,� the supplier has the opportunity to perform a final review of the quote. RFQ Final Review This screen provides an opportunity to double-check quotes before submitting them to the client. Once the bid is submitted, it will immediately be available for the client to view. The review screen also provides a place to enter additional comments to the buyer. When this page is completed and the supplier clicks on �Submit� the bid will be immediately conveyed and visible to the buyer. Once a bid is submitted that RFQ will disappear from the �RFQs� screen and will appear under the �Bids� tab. Decline to Bid After viewing the RFQ, suppliers may decide not to bid on it. For example, the job may be too small, or perhaps they don't have the press time available. If a supplier chooses not to bid on an RFQ, there are two ways to decline. The first is by clicking in the checkbox next to that RFQ and then clicking the �Decline to Bid� button at the bottom of the page. The second is from the RFQ detail page by clicking the �Decline to Bid� at the bottom of that page. Either way, suppliers are presented with a �Comments� screen, where they can enter a message that will be seen by the client explaining why the supplier declined to bid on the RFQ. When the supplier clicks �Continue� at the bottom of that page, the decline is transmitted to the buyer. Review Expired RFQs If suppliers don't bid on an RFQ before the �No Bids After� date, the checkbox beside it will disappear and the supplier is no longer be able to take action on it. It will still appear on the supplier's screen with an asterisk by it, so that the suppler can review it to see the client information and the RFQ itself after it has expired. Bids Once a supplier has submitted a bid in response to an RFQ, it's listed under the �Bids� tab for review along with all other outstanding bids. To use this feature, the supplier simply clicks on the �Bids� tab to see the Bid Summary page. The following information can be accessed from this page:
Once a Job has been awarded to a supplier, it will disappear from the Bid Summary screen. To find out if the Job has been awarded, the supplier can check the Jobs screen (described below). This is where all awarded Jobs appear. Bid Detail In one embodiment, some of the figures on bids appear in red. This indicates how competitive the bid is (or was) in comparison to the other quotes submitted on this job. To illustrate this, it is useful to describe the two different methods a buyer can choose for receiving bids. Open Bid In an open-bid scenario, suppliers can send multiple bids during the time period specified by the buyer. In this case, the system will automatically calculate where the supplier's bid is not the most competitive. Those figures will appear in red on the Bid Detail page. If the supplier wishes to re-submit a bid to ensure that the quote is competitive, the supplier can click on the quantity column that they wish to adjust. The supplier will then be brought to the Bid Update screen. The Bid Update screen provides a brief bid history on that quantity only. There is a new worksheet column to enter new figures. Once this is done, suppliers click �Finish� and the next screen will allow the addition of comments for the client. When the supplier clicks �Finish� on this screen, the new bid is immediately submitted to the client. Once the date set by the buyer for receiving bids has expired, then the open bidding ability will be automatically disabled for that RFQ and no further bid changes will be allowed. Closed Bid In a closed-bid scenario, suppliers can submit only one bid to the client. However, the project management system will still be able to show the areas of the job where the supplier was not the most competitive. The choice of bidding structure is determined by the client. The system will automatically make the options available to you that correspond with the bidding scenario chosen by the client for that particular RFQ. View Spec At any time during the bidding process, or even after the job has been awarded, suppliers can view the buyer's original Spec. This is accomplished by clicking on �View Spec,� whenever it appears next to the bid or job name. Jobs Under the Jobs tab, suppliers can find a list of their Job (i.e. bids that have been awarded by the client to their company). In a format similar to the �RFQs� and �Bids� tabs, the summary of jobs appearing on this page include the client's job number, the job's due date, and its status. �Jobs� is where suppliers track jobs and their interaction with clients. Searching for a Job At the top of the first screen, titled �Open Jobs,� as shown in For example, suppose a supplier wants to access information about a job, and all the supplier knows about it is that the job number starts with �12.� In the first box, the supplier selects an option from the pull-down menu based on what is known. In this example, �Jobs with Job Number� is selected. In the second text field, the suppler types in what he wishes to search for, in this example. �12.� The supplier then clicks �Go.� Next, the supplier is given a list of all the jobs whose numbers start with �12.� The supplier can also search based on the name of the job's �owner,� the client name, or the job description. To return to a full list of open jobs, the supplier selects �all jobs� from the pull-down menu and clicks again on �Go.� Job Detail To see the detail on a particular job, one clicks on the job's name from the Open Jobs screen to be presented with the job detail screen. The job detail screen offers five viewing options as follows:
Job Summary Similar to the �RFQ� and �Bid� summary screens, this screen displays basic information about the job and links to view the original Spec as well as client contact information. In addition, suppliers can also update a job's status (i.e. where it is in the production or delivery cycle). The updates made regarding this status is reflected on the job summary, including status descriptions and the job's estimated completion date. Here, users can also confirm the quantity and amount for which the client awarded the job. Those figures are generated by data input by the client and cannot be altered the supplier. Job Status This is an important field for both the supplier and the client. This field gives both the supplier and client the ability to track the job's status through production and delivery. It's up to the supplier to update the job's �Status Code� as appropriate, because this is the field the client checks via his or her project management interface. To create a new job status or update the status of a job, users select the �Update Job Status� link. From this screen suppliers can enter an estimated completion date for the job, a status code and a detailed description of that status (typically, this last item is the suppliers internal use only). Once the data entry is complete, the supplier clicks �Add� and the new status will be reflected in the job summary. The system will automatically record the date and time that the supplier made the status update. Attachments There are two kinds of attachments: those sent to the supplier by the client, and those created by the supplier. The client may send the supplier a Note (like an electronic sticky-note), or files that can be downloaded by the supplier, via the project management system. To create a supplier's own attachment, a supplier can click on the �Add Attachment� link. This will bring up a series of options. Suppliers can create their own Note or Task, and view any files from the client that has been previously uploaded. Notes A note is an easy way to document comments a supplier or other users in the organization make regarding a job. Typically, the Notes-are internal only and are not visible to anyone outside the supplier's organization. Notes are date-stamped and show who authored them. To edit or delete an existing Note, users click on the date link of the Note they wish to edit. Notes can be updated by any user or deleted by the Note author. Job History This is a history of the stages the job has passed through. Every time a status update is entered on a job, the previous status is registered under Job History. The history is in chronological order, starting with the oldest status. In this way users can track the progress of each job. Maintenance Users Pending This option is used when new users sign up at the company. The Key User can sign up new users, he can assist new users in signing up or the new users may sign up independently. New uses cannot use the system until they are enabled in this fashion. This feature is used to prevent unauthorized access to the company's account. Typically, when a new user signs up under a company, the Key User associated with the company receives a notifying e-mail message. The e-mail message includes a hyper-link to the project manager's log-in page. From there, the Key User logs in and selects the �Users Pending� option. From there, the Key User is presented with a list of all users who have requested access to the system. To enable them, the Key User -clicks on their name and provides personal information about the new user in a data entry screen. Typically, this includes the new user's name and telephone number. Then, the Key User changes the new user's status from pending to enabled by checking the box �enable� and clicking �OK.� Once that is done, the Key User is returned to the main Key User Interface, where he assigns user roles to the new user. User Administration This feature displays a table showing a list of all enabled users in the company, their user names and other pertinent log-in information. The �Show Disabled� button is used to view disabled users. To view and/or edit information for an individual user, suppliers click on that person's name. A screen will then be presented with security options, such as the ability to disable a user, give the user's account an expiration date, or require that the person update his or her password. To inform the user of changes made to his or her status, users can click on the name to open up an e-mail. Organization Profile This tool pertains to the entire organization, rather than to individual users. This is where the Key User can manage the company information. The information listed here will depend on the structure of the company and can be customized in any way seen fit, by the assigned Key User. For example, for a branch office, it may be appropriate to have the corporate address listed in the organizational object that represents the branch. Alternatively, each branch might be signed up as a separate organization altogether. To change the company information, the Key User selects the �Organization Profile� option and edits any necessary fields in the detail screen. Typically, the phone number input here, becomes the Key User's designated, Company Key, which their co-workers use when they sign up as new users. Therefore, it's advisable to use the main company phone number rather than a personal extension or mailbox. Terms and Conditions Clicking on the �Terms and Conditions� link on the Organization Profile page results in the display of a large text entry field. Here the user typically enters any terms and conditions that their company would normally attach to hard-copy bid responses. Buyers can view the suppliers terms and conditions when they look up the suppliers company profile. Domains From this option, uses can complete supplier profiles and �activate� the company in the domains in which they do business. For example, suppose a business is a printing house. In this case, the user would activate the company in the Print domain. If the supplier sells both Point-of-Purchase display items and Promotional Items, they should be active in both of those domains so they can receive RFQs in those categories. In order to receive qualified RFQs from potential clients, suppliers should complete the Supplier Profile and Item List. This is accomplished by selecting the domain, and then selecting the option to complete/edit their profile. Selecting the edit profile option brings up a profile form specifically designed for the domain indicated. This data is used to match the company with RFQs the company is qualified to bid on. Also, certain information, such as references, is provided to potential clients so they can learn more about the supplier's organization. The profile spec include data that reflects the business's capabilities, such as services suppliers are willing and capable to provide, and services they are willing to outsource. Once the profile and item list are complete, the supplier should �enable� the company in that domain in order for the system to begin allowing potential clients to see their name as a supplier option. The supplier selects the domain from the �Domains� screen. to accomplish this. Project Creation Example The following is an example of a process that is useful for describing the creation of a Project, according to one embodiment of the present invention. This example is presented with in conjunction with the flowchart presented below, entitled �Life Cycle Flow Chart Brochure Purchase�New Product Release.� In this example, it is assumed that a company has just released five new product models and a user has been charged with producing a brochure to promote them. New Requisition The first step is to generate a new Requisition for the intended purchase. This step may be achieved by performing the following actions:
Requisition Approved In most organizations the person who approves the Requisition will be someone other than the person who requested it. The Requisition Administrator in the company typically either approves or denies the Requisition. Once it is approved, the system automatically creates a Project. At this time the person approving the Requisition will fill in the appropriate details. This step may be achieved by performing the following actions:
Requisition Denied In certain instances the Requisition may be denied. If this is the case, the Project would end at this step. To check the status of a Requisition the following steps are performed:
Project The Project is where the user will keep all electronic documentation related to this brochure purchase. There are many things a user can do with a Project, and this represents just one example of how a user may organize it. Once a Project has been defined, the user typically creates items that belong to it. This can be achieved by performing the following actions
Task Next, a Task is added to the Project. A Task is generally assigned to someone else. For instance, if a user needs copy for the new brochure, the user may assign the task of writing the copy to Bill in the Editorial Department. This can be achieved by performing the following actions:
Note A user may wish to make a note to himself about this Task. For instance, �Bill on vacation after 7/18. Need copy before he leaves.� This can be accomplished by performing the following steps:
To Do Item A To Do Item is similar to a Task except that it is something for the creator of the item to do. Users can also set alarm dates for Tasks. This can be accomplished by performing the following steps:
Spec In this step, a Spec is created for the brochure. This can be accomplished by performing the following steps:
Save Spec If the user wishes to save the Spec to work on at a later date, the user should select the first option, �Save and Return to Project Management.� This will ensure that the work already done on the Spec will be saved. When the user is ready to go back and edit the Spec, the user can open and continue working on it. This can be accomplished by performing the following steps:
Edit Spec If a user wishes to edit a spec created above, the user can perform the following steps:
Create RFQ This step causes the system to match a list of suppliers with the Spec created above. This can be accomplished by performing the following steps:
Send RFQ Typically, this step occurs automatically when the user selects the button �Submit RFQ� in the �Create RFQ� feature. Thus, users do not generally need to take any further action; the system sends out an RFQ based on the Spec to all the suppliers selected. At this point, users typically wait for the bids to start coming back in. Bids Received The system and method of the present invention allows users to receive bids electronically. Once the bids come in, the user can go to the supplier and award the bid right away, or the user can review all the bids in detail. To access the bids, the user goes to the Bid Summary screen. This can be accomplished by performing the following steps:
Review Bids In most cases you will wish to see more than the bid summary. In addition to the summary, you can view all the details of a bid electronically.
Award Job Once you've reviewed all the bids, it's time to award the job. When you award the job you can also attach various items from your Project that you want the vendor to see, such as an Uploaded File or Note relating to the Project (you can only do this if the vendor you select is �on-line�).
Job is Created When a job is awarded to a vendor, the system automatically creates a Job for the user. This Job is filed in PM directly underneath the RFQ that it belongs to. Any electronic correspondence relating to this Job can be filed underneath it. Vendor Files These are electronic files that users may wish the vendor to access. An example of such a file is a graphic that is to be printed in the brochure. This can be accomplished by performing the following steps:
Vendor Notes Users can add Notes to the Job the same way users would add a Note to a Project. If the vendor is on-line, users can also receive communications from that company. This can be accomplished by performing the following steps:
Create PO The next step is to create a PO for the Job. In some instances, someone else in the company may perform this task. This can be accomplished by performing the following steps:
Close PO Once your job is complete and the goods have been received, the user can close PO. This can be accomplished by performing the following steps:
If the requisition is approved, a project is created for the brochure. Several items can be associated with this project. These items are represented by items 2910, 2914 and 2916. Item 2910 represents a task item with an attached note 2912. One or more such tasks can be created as part of this project. These tasks depend on each specific implementation of the present invention. As shown, a note 2912 is attached to the task 2910. Similarly, one or more to-do items 2914 may be created. Item 2916 represents a spec. The spec 2916 is presented to the user for defining the brochure. As shown, the spec can be saved 2918 and edited 2926, before an RFQ is created in step 2920. After the RFQ is created, it is sent to suppliers in step 2922. Next, as indicated by step 2924, one or more bids are received. The bids are reviewed in step 2928 and the job is awarded to at least one of the suppliers in step 2932. Next, as indicated by items 2940 and 2938, vendor files and notes may be created. In addition, a purchase order is crated in step 2934. Finally, as indicated by step 2936, the purchase order is closed when the goods are received. The present invention may be implemented using hardware, software or a combination thereof and may be implemented in a computer system or other processing system. In fact, in one embodiment, the invention is directed toward a computer system capable of carrying out the functionality described herein. An example computer system 3001 is shown in FIG. 30. The computer system 3001 includes one or more processors, such as processor 3004. The processor 3004 is connected to a communication bus 3002. Various software embodiments are described in terms of this example computer system. After reading this description, it will become apparent to a person skilled in the relevant art how to implement the invention using other computer systems and/or computer architectures. Computer system 3002 also includes a main memory 3006, preferably random access memory (RAM), and can also include a secondary memory 3008. The secondary memory 3008 can include, for example, a hard disk drive 3010 and/or a removable storage drive 3012, representing a floppy disk drive, a magnetic tape drive, an optical disk drive, etc. The removable storage drive 3012 reads from and/or writes to a removable storage unit 3014 in a well-known manner. Removable storage unit 3014, represents a floppy disk, magnetic tape, optical disk, etc. which is read by and written to by removable storage drive 3012. As will be appreciated, the removable storage unit 3014 includes a computer usable storage medium having stored therein computer software and/or data. In alternative embodiments, secondary memory 3008 may include other similar means for allowing computer programs or other instructions to be loaded into computer system 3001. Such means can include, for example, a removable storage unit 3022 and an interface 3020. Examples of such can include a program cartridge and cartridge interface (such as that found in video game devices), a removable memory chip (such as an EPROM, or PROM) and associated socket, and other removable storage units 3022 and interfaces 3020 which allow software and data to be transferred from the removable storage unit 3022 to computer system 3001. Computer system 3001 can also include a communications interface 3024. Communications interface 3024 allows software and data to be transferred between computer system 3001 and external devices. Examples of communications interface 3024 can include a modem, a network interface (such as an Ethernet card), a communications port, a PCMCIA slot and card, etc. Software and data transferred via communications interface 3024 are in the form of signals which can be electronic, electromagnetic, optical or other signals capable of being received by communications interface 3024. These signals 3026 are provided to communications interface via a channel 3028. This channel 3028 carries signals 3026 and can be implemented using wire or cable, fiber optics, a phone line, a cellular phone link, an RF link and other communications channels. In this document, the terms �computer program medium� and �computer usable medium� are used to generally refer to media such as removable storage device 3012, a hard disk installed in hard disk drive 3010, and signals 3026. These computer program products are means for providing software to computer system 3001 Computer programs (also called computer control logic) are stored in main memory and/or secondary memory 3008. Computer programs can also be received via communications interface 3024. Such computer programs, when executed, enable the computer system 3001 to perform the features of the present invention as discussed herein. In particular, the computer programs, when executed, enable the processor 3004 to perform the features of the present invention. Accordingly, such computer programs represent controllers of the computer system 3001. In an embodiment where the invention is implemented using software, the software may be stored in a computer program product and loaded into computer system 3001 using removable storage drive 3012, hard drive 3010 or communications interface 3024. The control logic (software), when executed by the processor 3004, causes the processor 3004 to perform the functions of the invention as described herein. In another embodiment, the invention is implemented primarily in hardware using, for example, hardware components such as application specific integrated circuits (ASICs). Implementation of the hardware state machine so as to perform the functions described herein will be apparent to persons skilled in the relevant art(s). In yet another embodiment, the invention is implemented using a combination of both hardware and software. While various embodiments of the present invention have been described above, it should be understood that they have been presented by way of example only, and not limitation. Thus, the breadth and scope of the present invention should not be limited by any of the above-described exemplary embodiments, but should be defined only in accordance with the following claims and their equivalents. Patent Citations
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