JP7512828B2 - Document management method and document system - Google Patents

Description

The present invention relates to a document management method for managing document data used in various tasks, and a document system for managing document data.

In recent years, systems and services that allow paper-based operations to be carried out efficiently in a paperless manner have come into widespread use. For example, a system is known that displays document data in a predetermined format on a terminal and inputs the information required for various types of management, such as production management and equipment management, in a plant into this document data, thereby performing various types of management in a paperless manner (see, for example, Patent Document 1).

JP 2014-089569 A

When performing production management using a production management system that executes product production management, report data managed by a report system and various information recorded in the report data may be required. In addition, when creating report data in the report system, information from external equipment installed in a plant, etc. may be required.

The object of the present invention is to efficiently link a report system with other systems, etc.

In the following, several aspects will be described as means for solving the problems. These aspects can be arbitrarily combined as necessary.
A form management method according to one aspect of the present invention is a form management method in a form system including a form management server that manages form data and a production management system that performs production management of equipment. The form management method includes the following steps.
The production management system sends key information to be searched for regarding production management to the document management server.
The form management server extracts multiple form data associated with the received key information.
The form management server transmits the extracted form data to a client terminal used by a user of the production management system.

In the above-mentioned document management method, the document management server receives key information related to production management from the production management system, extracts multiple document data associated with the key information, and transmits the extracted multiple document data to a client terminal used by a user of the production management system.
This makes it possible to realize cooperation between the production management system and the document management server, such as the document management server managing the document data extracting document data including information required by the production management system.

In addition, the report management server associates key information sent from the production management system with multiple report data, so when the key information to be searched is sent from the production management system, the report management server can efficiently extract report data related to the key information.

The above-mentioned form management method may further include a step of extracting information related to the key information from the extracted plurality of form data based on the key information.
This makes it possible to perform various analyses based on information extracted from report data using key information.

The above-mentioned form management method may further include a step in which, when a predetermined notification is received from the facility, the form management server creates new form data.
This makes it possible to realize cooperation between the equipment and the form management server by creating new form data in response to notifications received from the equipment.

The form management server may create new form data based on the contents of a predetermined notification sent from the facility.
This enables the creation of specific new form data according to the contents of the notification, enabling efficient cooperation between the form management server and the equipment.

The above-mentioned form management method may further include, when the form management server creates new form data, a step of notifying a client terminal used by a user associated with the new form data that new form data has been created.
This allows the user to be notified that new form data has been created based on a notification from the equipment, and the user can efficiently carry out the necessary work on the equipment related to the new form data.

A form system according to another aspect of the present invention is a form system including a form management server that manages form data, and a production management system that performs production management of equipment.
The production management system of the form system has a key information transmission unit. The key information transmission unit transmits key information to be searched for in relation to production management to the form management server. The form management server has an extraction unit and an extraction result output unit.
The extraction unit extracts a plurality of pieces of form data associated with the key information.
The extraction result output unit transmits the extracted plurality of form data to a client terminal used by a user of the production management system.

In the above-mentioned form system, a key information transmission unit of the production management system transmits key information related to production management, and an extraction unit of the form management server extracts a plurality of form data associated with the key information. Also, an extraction result output unit of the form management server transmits the extracted plurality of form data to a client terminal used by a user of the production management system in association with the key information.
This makes it possible to realize cooperation between the production management system and the document management server, such as the document management server managing the document data extracting document data including information required by the production management system.

In addition, the document management server associates key information sent from the production management system with multiple document data, so when the key information to be searched is sent from the production system, the document management server can efficiently extract document data related to that key information.

In the above-mentioned form system, information related to the key information may be extracted from the extracted plurality of form data based on the key information.
This makes it possible to extract necessary information from the form data extracted using the key information, and to perform various analyses based on that information.

The form management server may further include a creation unit that creates new form data when a predetermined notification is received from the facility.
This makes it possible to realize cooperation between the equipment in the form system and the form management server, where new form data is created in response to a notification received from the equipment.

The creation unit of the form management server may create new form data based on the contents of the predetermined notification.
This enables the creation of specific new form data according to the contents of the notification, enabling efficient cooperation between the form management server and the equipment.

The form management server may further include a notification unit, which, when new form data is created, notifies a client terminal used by a user associated with the new form data that the new form data has been created.
This allows the user to be notified that new form data has been created based on a notification from the equipment, and the user can efficiently carry out the necessary work on the equipment related to the new form data.

The reporting system can be efficiently linked to the production management system and equipment.

FIG. 1 is a diagram showing the overall configuration of a form system. FIG. 2 is a diagram showing a functional block configuration of a form management server and a production management system. FIG. 1 is a diagram showing an example of form data (part 1). FIG. 2 shows an example of form data (part 2). FIG. 13 is a diagram showing an example of a first user interface for creating an empty form. 6 is a flowchart showing a linking operation between the document management server and a production management system. 13 is a diagram showing the exchange of information between a document management server and a production management system in a collaborative operation. 11 is a flowchart showing a linking operation between the document management server and equipment. 13 is a diagram showing the exchange of information between a document management server, a facility, a chat server, and a client terminal during collaborative operation. FIG. 13 is a diagram showing an example of a new form creation message displayed on a chat screen.

1. First embodiment (1) Overview of the form system The form system 100 according to the first embodiment will be described below. The form system 100 according to the first embodiment is a system that realizes "4M variation management" in a paperless manner in, for example, a factory, a plant, etc. in which the form system 100 is installed. The 4M variation management is a concept that includes (i) management related to raw materials (Material) used in the production of products, (ii) management related to workers (Man) of the factory, plant, etc., (iii) management related to the operation (Method) of the factory, plant, etc., and (iv) management related to equipment (Machine) of the factory, plant, etc.

In the management of raw materials, for example, a raw material shortage notification is sent to notify the user that a raw material has been depleted, and raw material information is managed.
Management of workers includes, for example, management of worker information, multilingual support for various information, and calling a person in charge (trouble call) when a problem occurs in a factory, plant, etc.
Operational management includes, for example, management of product inspection results, management of work-related documents such as work procedures, and management of information related to production lots.
In the management of facilities, for example, notifications of troubles occurring in the facilities and management of facility inspections are carried out.

In the report system 100 of this embodiment, 4M fluctuation management is performed using electronic data (hereinafter referred to as report data) that has a unique format for each of the above-mentioned types of management and notification.

(2) Overall Configuration of the Form System The overall configuration of the form system 100 according to the first embodiment will be described with reference to Fig. 1. Fig. 1 is a diagram showing the overall configuration of the form system. The form system 100 mainly includes a form management server 1 and a production management system 3.
The form management server 1 is a computer system equipped with a processor, a storage device (e.g., RAM, ROM, hard disk, SSD, etc.), and a network interface, and manages form data D. The form management server 1 is also capable of communicating with a production management system 3 and equipment 5 (described later) via the network, and can cooperate with the production management system 3 and equipment 5 through the transmission and reception of information.

The form management server 1 has a search function for the form data D. Specifically, the form management server 1 can use key information received from the production management system 3 to extract the form data D associated with the key information.
Furthermore, in response to a notification from the facility 5, the document management server 1 creates new document data D (referred to as new document data ND) based on the contents of the notification.

The production management system 3 is a computer system equipped with a processor, a storage device (e.g., RAM, ROM, hard disk, SSD, etc.), and a network interface, and manages various information related to the production management of products produced in a factory, plant, etc. in which the report system 100 is installed.
The production management system 3 manages, for example, lot information of products produced in a factory, plant, etc., information on raw materials used in the production of the products, information on workers in charge of specific products, and the like.

The production management system 3 can perform analysis of "4M variation management" in a plant, etc., using information contained in the form data D managed by the form management server 1. To perform this analysis, the production management system 3 can send key information required for the analysis to the form management server 1, and request the form management server 1 to extract the form data D associated with the key information.

The equipment 5 is managed by the production management system 3 and is a manufacturing device or a sensor (e.g., a camera, a thermometer, a hygrometer, a vibration meter, etc.) provided in a factory, a plant, etc. in which the form system 100 is installed. The equipment 5 can transmit, for example, information regarding a trouble that has occurred in the equipment 5 to the form management server 1.
The document management server 1 that receives this information can create new document data ND to be used for a trouble call to the facility 5 where the trouble has occurred.

The form system 100 includes a first client terminal T1. The first client terminal T1 is a mobile terminal such as a tablet terminal or smartphone that can communicate with the form management server 1 and the production management system 3 via a network (e.g., a WAN, a LAN, the Internet, etc.), and is used by a worker who works in a factory, plant, etc. where the form system 100 is installed. The worker can access the form management server 1 using the first client terminal T1, refer to the contents of the form data D managed by the form management server 1, and execute predetermined processing to be performed on the form data D as necessary.

The form system 100 includes a second client terminal T2. The second client terminal T2 is a terminal such as a personal computer, and is primarily used by the administrator of the form management server 1. The administrator of the form management server 1 can access the form management server 1 using the second client terminal T2 and create a blank form for the form data D.

The first client terminal T1 may have the same functions as the second client terminal T2. Specifically, the administrator of the form management server 1 can log in to the form management server 1 as the administrator using the first client terminal T1 and create a form for the form data D.
The second client terminal T2 may have the same functions as the first client terminal T1. Specifically, the administrator of the form management server 1 can access the form management server 1 using the second client terminal T2, refer to the contents of the form data D managed by the form management server 1, and execute a predetermined process to be executed on the form data D as necessary.

For example, based on commands from the first client terminal T1 and the second client terminal T2, the document management server 1 can use information contained in the document data D to analyze various data related to the factory, plant, etc. in which the document system 100 is installed. The results of the analysis of the various data are sent to the first client terminal T1 and the second client terminal T2, and workers, etc. can view the contents.

The form system 100 includes a chat server 7. The chat server 7 is a computer system including a processor, a storage device (e.g., RAM, ROM, hard disk, SSD, etc.), and a network interface, and is a server that provides a chat function between users of the form system 100 (workers of the factory or plant in which the form system 100 is installed).
The chat server 7 receives various messages from the document management server 1 via the network, and using the above-mentioned chat function, can distribute the messages received from the document management server 1 to client terminals (first client terminal T1, second client terminal T2) used by users of the chat server 7.

(3) Functional block configuration of the form management server The functional block configuration of the form management server 1 will be described with reference to Fig. 2. Fig. 2 is a diagram showing the functional block configuration of the form management server and the production management system. In the following description, the first client terminal T1 and the second client terminal T2 are collectively referred to as client terminals.
A part or all of the functional blocks of the document management server 1 are realized by executing a program stored in a storage device of a computer system that constitutes the document management server 1.

As shown in FIG. 2, the document management server 1 includes a storage unit 11, an extraction unit 12, an extraction result output unit 13, a creation unit 14, and a notification unit 15 as functional blocks.
The storage unit 11 stores the form data D managed by the form management server 1. Examples of the form data D include form data used for inspection work of equipment 5 as shown in Fig. 3 and form data used for supplying parts necessary for the production of products as shown in Fig. 4. Figs. 3 and 4 are diagrams showing examples of form data.

The form data D shown in Fig. 3 has check items for the equipment 5, and the check results for these check items are entered together with check boxes CB. Meanwhile, the form data D shown in Fig. 4 has a field F1 showing the date when the shortage of raw materials occurred, and a field F2 showing the part number of the part that needs to be supplied.
3 and 4, a registration button B1 is provided for the form data D. The registration button B1 is pressed when the processing to be executed for the corresponding form data D is completed (all necessary information has been input). The form data D for which the processing to be executed has been completed is managed as processed form data D (all input items have been completed).

In addition, the form data D shown in FIG. 3 is provided with a button B2 for requesting a change to the form of the form data D, and a button B3 for continuing the work. Furthermore, the form data shown in FIG. 4 is provided with a button B4 for attaching an image of the part. The worker presses button B4 to activate the camera of the first client terminal T1, and takes a picture of the equipment part, thereby attaching the image of the part to the form data D.

In this embodiment, multiple report data D are associated with the related information KI. The related information KI is used when extracting report data D related to key information using the key information sent from the production management system 3. The related information KI corresponds to key information specified by the production management system 3, and is information used in production management, such as the product order number, the manufacturing equipment number, the start time of the work, and the end time of the work.

The extraction unit 12 uses key information transmitted from the production management system 3 (key information transmission unit 31) to extract multiple pieces of report data D associated with related information KI that matches or is similar to the key information. The extraction unit 12 transmits the multiple pieces of report data D extracted using the key information and the key information used to extract the report data D to the extraction result output unit 13.

The extraction unit 12 also performs an analysis of production management such as "4M fluctuations" based on the form data D extracted using the key information. The extraction unit 12 further extracts information from the form data D extracted using the key information based on the key information.

The extraction result output unit 13 outputs the multiple pieces of report data D extracted by the extraction unit 12 to a first client terminal T1 used by a user of the production management system 3. Specifically, the extraction result output unit 13 transmits the report data D, key information, and information extracted from the report data D using the key information transmitted from the extraction unit 12 to the first client terminal T1.

When the creation unit 14 receives a predetermined notification from the equipment 5, it creates new form data ND based on the contents of the predetermined notification.
The creation unit 14 can receive not only notifications from the equipment 5 but also operations from the production management system 3 and the client terminal, and create new form data ND based on the received operations. Specifically, the creation unit 14 can receive operations from the client terminal and create a blank form for the form data D (form data D with no information entered).
Specifically, the creation unit 14 can add information relating to production management received from the production management system 3, information input by operating the client terminal, and the like to the form data D to create new form data ND.

In addition, the creation unit 14 can create a blank form by, for example, displaying a first user interface INF1 shown in Fig. 5 on the second client terminal T2 and accepting an operation of the first user interface INF1 by a user (administrator of the form management server 1) who uses the second client terminal T2. Fig. 5 is a diagram showing an example of the first user interface for creating a blank form.
The first user interface INF1 has a form display section DIS1 that displays a blank form being created, and a parts list display section PL that displays a list of parts PA (user interfaces) to be arranged on the blank form.

A user of the second client terminal T2 can easily create an empty form, for example, by dragging and dropping a part PA placed in the parts list display unit PL to the desired position of the empty form displayed in the form display unit DIS1.

In addition, the blank form can also be created using the first client terminal T1 by logging in to the document management server 1 using the first client terminal T1.

When new form data ND is created by the creation unit 14, the notification unit 15 notifies a client terminal used by a user associated with the new form data ND that the new form data ND has been created.
In this embodiment, the notification unit 15 performs the above notification via the chat server 7. Specifically, the notification unit 15 transmits a message notifying that new form data ND has been created to the chat server 7. The chat server 7 that receives the message uses a chat function to distribute a message notifying that new form data ND has been created to a client terminal used by a user associated with the new form data ND.

(4) Functional Block Configuration of the Production Management System Next, the functional block configuration of the production management system 3 will be described with reference to FIG.
Some or all of the functional blocks of the production management system 3 are realized by executing a program stored in a storage device of a computer system that constitutes the production management system 3.
The production management system 3 has a key information transmission unit 31. The key information transmission unit 31 transmits key information to be searched for regarding production management of the facility 5 to the extraction unit 12 of the report management server 1 in order to extract report data D associated with information related to production management. The key information transmitted from the key information transmission unit 31 is information managed by the production management system 3, such as the order number of the product, the machine number of the manufacturing device, the start time of the work, and the end time of the work.

(5) Operation of the Form System (5-1) Collaborative Operation Between the Form Management Server and the Production Management System The operation of the form system 100 having the above configuration will now be described. First, the collaborative operation between the form management server 1 and the production management system 3 in the form system 100 will be described with reference to Fig. 6 and Fig. 7. Fig. 6 is a flowchart showing the collaborative operation between the form management server and the production management system. Fig. 7 is a diagram showing the exchange of information between the form management server and the production management system in the collaborative operation.
In order to perform an analysis related to production management, the key information transmission unit 31 of the production management system 3 transmits key information for extracting form data D related to the analysis to be performed to the form management server 1 (step S101 in FIG. 7).

On the other hand, the extraction unit 12 of the document management server 1 determines whether or not key information has been transmitted from the production management system 3 (step S11 in FIG. 6).
If the key information has not been transmitted from the production management system 3 ("No" in step S11), the extraction unit 12 waits until the key information is transmitted.
On the other hand, when key information is transmitted from the production management system 3 ("Yes" in step S11), the extraction unit 12 extracts form data D associated with the received key information (step S12 in FIG. 6). Specifically, the extraction unit 12 extracts, as the extraction result, a plurality of form data D associated with related information KI that matches or is similar to the received key information. The extraction unit 12 transmits the extracted plurality of form data D and the key information to the extraction result output unit 13.

The extraction unit 12 also extracts information related to the key information from the multiple document data D extracted using the key information. Specifically, for example, if the key information for extracting document data D is the start time, end time, and unit number of the work, the extraction unit 12 can extract information related to the unit number (for example, trouble information for the equipment 5 having the unit number) from document data D created between the start time and end time of the work.

The extraction result output unit 13 receives the extracted report data D, the key information, and the extracted information and outputs the extracted report data D, the key information, and the extracted information to the first client terminal T1 used by the user of the production management system 3 (step S13 in FIG. 6, step S102 in FIG. 8).

Note that steps S11 to S13 described using FIG. 6 and steps S101 to S102 described using FIG. 7 are repeatedly executed in the report system 100.

In the above-mentioned report system 100, the report management server 1 receives key information related to production management from the production management system 3, extracts multiple report data D associated with the key information, and transmits the extracted multiple report data D to a first client terminal T1 used by a user of the production management system 3.
This enables collaboration between the production management system 3 and the document management server 1, such as the document management server 1 managing the document data D extracting the document data D including information required by the production management system 3.

In addition, in the document management server 1, the key information (related information KI) sent from the production management system 3 is associated with multiple document data D, so that when the key information to be searched is sent from the production management system 3, the document management server 1 can efficiently extract the document data D related to the key information.

In the above-mentioned report system 100, information related to key information is extracted from the extracted multiple report data D based on key information for extracting the report data D. This makes it possible to perform various analyses based on information extracted from the report data D using the key information.

(5-2) Collaborative Operation Between the Form Management Server and Equipment Next, the collaborative operation between the form management server 1 and equipment 5 in the form system 100 will be described with reference to Fig. 8 and Fig. 9. Fig. 8 is a flowchart showing the collaborative operation between the form management server and equipment. Fig. 9 is a diagram showing the exchange of information between the form management server, equipment, chat server, and client terminal in the collaborative operation.
When starting a cooperative operation with the facility 5, the creation unit 14 of the document management server 1 waits until receiving any notification from the facility 5 (step S31 in FIG. 8, step S201 in FIG. 9).

When a notification is received from the facility 5 (step S31: Yes), the creation unit 14 creates new form data ND based on the content of the notification received from the facility 5 (step S32 in FIG. 8). The creation unit 14 stores the created new form data ND in the storage unit 11.
For example, when a notification of a trouble is received from equipment 5, the creation unit 14 can enter information regarding the trouble contained in the notification received from equipment 5 into a specified field of the report data D to create new report data ND to be used for the trouble call.

When the new form data ND is created, the notification unit 15 of the form management server 1 transmits a message notifying the chat server 7 that the new form data has been created (step S33 in FIG. 8, step S202 in FIG. 9). The chat server 7 that receives this message distributes a message indicating that the new form data ND has been created to the client terminal used by the user associated with the newly created new form data ND (step S203 in FIG. 9).
The client terminal that receives the message from the chat server 7 notifying the user that new form data ND has been created displays the received message on the display device.

For example, when new form data ND to be used for a trouble call on equipment 5 is created, the notification unit 15 sends a message to the chat server 7 notifying that new form data ND to be used for the trouble call has been created. The chat server 7, which receives the message, distributes a message to the client terminal used by the user dealing with the trouble to notify that new form data ND to be used for the trouble call has been created.

The client terminal that has received the above message from the chat server 7 displays on the display device a chat screen INF3 as shown in Fig. 10, and displays a new form creation message M1 in the chat section A1 of the chat screen INF3, notifying that new form data ND has been created. Fig. 10 is a diagram showing an example of a new form creation message displayed on the chat screen.
As shown in FIG. 10, in addition to the chat section A1, the chat screen INF3 has a room display section A2 that displays the names of rooms (user groups) registered in the chat server 7, and an information display section DIS2 that displays information shared in the chat section A1.

By executing the above steps S31 to S33 and steps S201 to S203, cooperation between the equipment 5 provided in the report system 100 and the report management server 1 can be realized, in which the report management server 1 creates new report data ND in response to a notification received from the equipment 5.
Furthermore, when new form data ND is created, the form management server 1 notifies a client terminal used by a user associated with the new form data ND that the new form data ND has been created, so that the user can immediately perform the necessary work on the equipment 5 associated with the new form data ND. For example, when new form data ND to be used for a trouble call is created, the user who confirms a message that the new form data ND has been created using a client terminal recognizes that a trouble has occurred in the equipment 5 and can deal with the trouble.

2. Other embodiments Although one embodiment of the present invention has been described above, the present invention is not limited to the above embodiment, and various modifications are possible without departing from the gist of the invention. In particular, the multiple embodiments and modifications described in this specification can be arbitrarily combined as necessary.
(A) In the first embodiment described above, the processing order and/or processing content of each step shown in FIGS. 6 to 9 can be changed without departing from the spirit and scope of the present invention.

(B) The form management server 1 and the chat server 7 may be realized in a single computer system. For example, this can be realized by installing a program that functions as the form management server 1 and a program that functions as the chat server 7 in the single computer system.

(C) In the first embodiment described above, the document management server 1 sends a message to the chat server 7 indicating that new document data ND has been created, and the chat server 7 distributes the message to the client terminal. However, this is not limited to the above, and the document management server 1 may distribute the message directly to the client terminal.

It can be widely applied to report systems that manage report data used for various tasks.

100 Form system 1 Form management server 11 Memory unit 12 Extraction unit 13 Extraction result output unit 14 Creation unit 15 Notification unit 3 Production management system 31 Key information transmission unit 5 Equipment 7 Chat server T1 First client terminal T2 Second client terminal KI Related information M1 New form creation message D Form data ND New form data B1 Registration buttons B2 to B4 Button CB Check boxes F1, F2 Field INF1 First user interface DIS1 Form display unit PA Parts PL Parts list display unit INF3 Chat screen DIS2 Information display unit A1 Chat field A2 Room display field

Claims (10)

A form management method in a form system including a form management server that manages form data and a production management system that performs production management of equipment, comprising:
a step in which the production management system transmits key information to be searched for regarding production management to the form management server;
The form management server extracts a plurality of the form data associated with the received key information;
a step in which the form management server transmits the extracted plurality of form data to a client terminal used by a user of the production management system;
A document management method comprising: The document management method according to claim 1, further comprising a step of extracting information related to the key information from the extracted plurality of document data based on the key information. The document management method according to claim 1 or 2, further comprising a step in which the document management server creates new document data when a predetermined notification is received from the equipment. The document management method according to claim 3, wherein the document management server creates the new document data based on the content of the specified notification. The document management method according to claim 3 or 4, further comprising a step in which, when the document management server creates the new document data, it notifies a client terminal used by a user associated with the new document data that the new document data has been created. A form system including a form management server for managing form data and a production management system for managing production of equipment,
The production management system has a key information transmission unit that transmits key information to be searched for regarding production management to the form management server,
The form management server includes:
an extraction unit that extracts a plurality of the form data associated with the key information;
an extraction result output unit that transmits the extracted plurality of form data to a client terminal used by a user of the production management system;
A report system having the above structure. The report system according to claim 6, wherein information related to the key information is extracted from the extracted plurality of report data based on the key information. The accounting system according to claim 6 or 7, wherein the accounting management server further includes a creation unit that creates new accounting data when a predetermined notification is received from the equipment. The form system according to claim 8, wherein the creation unit creates the new form data based on the content of the specified notification. The form system according to claim 8 or 9, wherein the form management server further includes a notification unit that, when the new form data is created, notifies a client terminal used by a user associated with the new form data that the new form data has been created.

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