JP7626470B2 - Form creation system and method for creating and processing rules for the form creation system - Google Patents

Description

The present invention relates to a form creation system that edits and creates written regulations by a corporation in a specified form, and a method for creating regulations in a form creation system.

When a corporation puts rules into writing, the person in charge uses a document processing function installed on a computer to edit the content of the rules to be written in consultation with his or her superior.
Depending on the corporation's industry, the scope and content of the regulations to be included can be highly sophisticated and specialized, so it is common for the document to be prepared by general affairs personnel who are familiar with legal information.

The following Patent Document 1 states, "When someone with little knowledge of bookkeeping or journal entry inputs data for self-accounting, the input summary and the account item presented based on it may not necessarily be appropriate. Specifically, for example, in the case of an event such as "50,000 yen paid for lunch at a conference on a certain date," if the user inputs "meeting lunch expenses" in the summary field, the accounting software may infer from the character string "conference" and present the account item as "conference expenses," and the user may select and decide on this without any particular doubt." It points out issues that can occur in automatic form creation processing.

Patent No. 6179848

However, the following issues were pointed out when corporations prepared written regulations:
(1) Although each company only needs to create each regulation once, creating it requires expertise, making it very difficult to create the regulations.
(2) When creating many regulations, it is necessary to ensure that all of the regulations are consistent.

(3) When regulations are created by different departments or by different people, it takes time to check the consistency between the regulations.
(4) If the department name or the manager's job title is changed, the applicable parts of the regulations that have already been created must be revised, and the more regulations there are, the more labor-intensive it becomes.

(5) Since neither the person creating the document nor the person approving it have knowledge of the regulations, checking the document takes time and effort, and in some cases costs are incurred by requesting confirmation from an external expert.

The present invention has been made to solve the above-mentioned problems, and aims to provide a form creation system and a regulation creation processing method for the form creation system, which can automatically create a regulation form that meets a certain legal level with the simple operation of answering questions about regulations that are presented, and can create a regulation form document in a short amount of time without requiring specialized knowledge or experience in general affairs or legal affairs.

The form creation system according to the present invention is a form creation system in which a server device that proposes a prescribed form to be created by a company communicates with a data terminal operated by a person in charge of creating the prescribed form via a predetermined communication medium, and the server device is characterized by comprising: a providing means for providing inquiry information for the creation of the prescribed form to the data terminal; an attribute determining means for analyzing response information to the inquiry information provided by the providing means and determining the attributes of the respondent's company; a transferring means for creating a plurality of regulations to be entered in the prescribed form based on the attributes of the company determined by the attribute determining means, and transferring questions to the person in charge for each of the created regulations to the data terminal; a collecting means for collecting from the data terminal answers to each question associated with each regulation transferred by the transferring means; a creating means for creating a prescribed form based on the answers to each question collected by the collecting means; a consistency determining means for determining the consistency of each regulation to be entered in the prescribed form created by the creating means; and a proposing means for proposing the optimum prescribed form to the data terminal based on the result determined by the consistency determining means.

According to the present invention, a regulation form that meets a certain legal level can be automatically created by simply answering questions about regulations that are presented, and a regulation form document can be created in a short time without requiring specialized knowledge or experience in general affairs or legal affairs.

The drawings show specific embodiments of the present invention, including essential features of the invention as well as alternative and preferred embodiments.
FIG. 1 is a block diagram illustrating a configuration of a form creation system according to an embodiment of the present invention. 2 is a block diagram illustrating the configuration of a function processing application deployed in a memory unit shown in FIG. 1 . FIG. 1 is a block diagram showing an example of a form creation system according to an embodiment of the present invention. 4 is a flowchart showing an example of a form creation processing procedure in the form creation system according to the present embodiment. 4 is a flowchart showing an example of a form creation processing procedure in the form creation system according to the present embodiment.

Next, the best mode for carrying out the present invention will be described with reference to the drawings. The following embodiment relates to the form creation system shown in Figures 1 to 5, and includes not only essential configurations of the invention, but also optional and preferred embodiments.

<System configuration>
First Embodiment
1 is a block diagram illustrating the configuration of a form creation system according to the present embodiment. The system is an example of a form creation system in which a server device that proposes a prescribed form communicates with a data terminal operated by a person in charge of creating the prescribed form via a predetermined communication medium.

In FIG. 1, 1 is a server on which a specific operating system is installed, and is configured to be able to communicate with a data terminal 3 that connects to a web application to create a new standard form via a network 2.

Reference numeral 11 denotes an input/output interface (input/output I/F) that controls data input/output with the display unit 4 and input unit 5. Reference numeral 12 denotes a CPU that comprehensively controls various data processing, display control, print control, and email transmission/reception control by deploying and executing applications stored in the SSD 15 in the memory unit 13. Reference numeral 14 denotes a communication unit that is configured to be able to communicate with the data terminal 3 via the network 2 using a predetermined protocol.
The SSD 15 may be configured as a so-called hard disk device, and the storage capacity is also expandable.

The input unit 5 is composed of a general keyboard device, a pointing device, etc. The display unit 4 may be composed of a display device in which a liquid crystal panel and a touch panel are linked together.

In addition, the SSD15 executes the rule creation program adopted by this system, and stores in an updatable manner the rule creation AI that has learned the optimal questions for each rule by classifying and analyzing the answer results of Q/A already performed by multiple companies (corporations) according to the attributes and size of the companies.

FIG. 2 is a block diagram for explaining the configuration of a function processing application deployed in the memory unit 13 shown in FIG.
2, 13-1 is an attribute determination unit that displays a UI screen (not shown) on the display unit 4 and determines the company attributes (including business and number of employees) entered by the rule creator of company C-NEW. 13-2 is a question search unit that searches the question data unit for appropriate questions for rules 1 to N (the number is arbitrary) that are generally required for legal purposes, based on the company attributes determined by the attribute determination unit 13-1. 13-3 is a question output unit that outputs question information searched and selected by the question search unit 13-2 to an answer screen displayed on the display unit 4.

A response analysis section 13-4 compares and analyzes the response selected by the policy creator with the policy items selected by similar companies stored in the SSD 15, and recommends items that should be prescribed.
Reference numeral 13-5 denotes a consistency determination unit which compares whether there are any differences in the wording between the regulations and outputs advice for correcting the wording of the regulations so as to bring them into consistency.

Reference numeral 13-6 denotes a regulation confirmation unit which, when it is determined as a result of the regulation consistency determination by the consistency determination unit 13-5 that there is no regulation that needs to be corrected or amended, confirms the regulation form and registers it in the SSD 15.
Reference numeral 13-7 denotes a regulation learning section, which classifies response information relating to established regulations adopted by a plurality of companies and expands the regulation information of the SSD 15.
Specifically, the regulation determination unit 13-6 accumulates the input data collected from each company, and compiles statistics on the answers to each question from various angles, such as by industry, number of employees, and stage, and uses the statistics to infer which questions have a high adoption rate as reference data.
In this case, the regulation determination unit 13-6 automatically checks the consistency between the regulations, and as a function for creating correct regulations, it can reliably prevent problems such as regulations A and B using different names for the same person in charge, or the contents of regulations A and B being inconsistent.
Specifically, the consistency determination unit 13-5 checks the consistency of each rule to prevent inconsistencies in the descriptions. It also determines the need to revise past rules due to changes in department names or job titles.
More specifically, the consistency determination unit 13-5 manages items that should be equal according to the regulations by linking them together, and performs a consistency check whenever a new regulation is created or the regulation is updated.

Figure 3 is a block diagram showing an example of a form creation system according to this embodiment.

In FIG. 3, 51 to 54 indicate the rules required for the form document, and rule 51 is where rule question A is registered, rule 52 is where rule question B is registered, rule 53 is where rule question C is registered, and rule 54 is where rule question D is registered.

Note that each rule 51 to 54 corresponds to the necessary questions from questions A to D for the rule creator of company C-NEW, as shown in the figure.

The form creation system configured as described above is a form creation system in which a server device that proposes a prescribed form to be created by a company communicates with a data terminal operated by a person in charge of creating the prescribed form via a specified communication medium, and the server device has a function of providing question information for creating the prescribed form to the data terminal, an attribute determination function of analyzing answer information to the provided question information and determining the attributes of the respondent's company, a transfer function of creating multiple regulations to be entered in the prescribed form based on the determined company attributes and transferring questions to the data terminal to inquire of the person in charge about each of the created regulations, a collection function of collecting from the data terminal answers to each question associated with each of the transferred regulations, a creation function of creating a prescribed form based on the answers to each of the collected questions, a consistency determination function of determining the consistency of each of the regulations to be entered in the created prescribed form, and a proposal function of proposing the optimum prescribed form to the data terminal based on the results of the determination.

The form creation system is also characterized by having a prescribed learning means that accumulates the prescribed forms proposed above and categorizes and learns questions analyzed based on the attributes of each company.

In addition to the functions described above, the form creation system may also be configured to incorporate a voice guidance function and a chat function, as long as these functions reduce the burden of the form creation process.

Figure 4 is a flow chart showing an example of a method for processing a prescribed form creation in the form creation system according to this embodiment. Note that (1) to (6) indicate steps that are realized by the CPU of the data terminal 3 shown in Figure 1 executing a program stored in the memory.

First, the data terminal 3 connects to a URL (not shown), displays a WEB service screen provided by the form creation system, and, as a preparation for creating a prescribed form, receives an inquiry screen notified from the server device 1 (1), and then answers the inquiry about the size of the company (2). This answer is then notified to the server device 1.
Next, when a prescribed form optimal for the size of the company that responded is received from the server device 1 (3), the prescribed form is output on a display device (not shown) (4).

The person in charge of the data terminal 3 then inputs the required registration information into the received prescribed form and registers it in an external memory (not shown). The prescribed form to be registered may also include the creation date and version information.

Next, it is determined whether or not to register the newly created prescribed form in the server device 1 and store it in the prescribed form database (5). If the person in charge does not want to register the prescribed form, this is notified to the server device 1, and the process ends.

On the other hand, if in step (5) the person in charge receives a notification to register the default form, the default form is registered in the default database secured on SSD15 (6), and the process ends.

Figure 5 is a flow chart showing an example of a method for processing a prescribed form creation in the form creation system according to this embodiment. Note that (11) to (19) indicate steps that are realized by the CPU 12 of the server device 1 shown in Figure 1 executing a program stored in the memory unit 13.

When the CPU 12 confirms that the data terminal 3 has connected to the web page disclosing this system via the network 2, it transmits inquiry information about the attribute information to the data terminal 3 (11). Here, the web page may incorporate a process for executing a service program (not shown) to issue a connection account required for company registration of the data terminal 3.

Next, when it is confirmed that a response to the inquiry notified in step (11) for identifying attributes has been received from the data terminal 3 (12), the attributes that have been responded to are determined (13). Here, the attributes include the business activities and number of employees of the company.

Next, in order to analyze the attribute information received from the data terminal 3 and obtain answers to create a regulation form, the CPU 12 causes the question search unit 13-2 to search the regulation database accumulated in the regulation learning unit 13-7 and select questions to be used as questions for each regulation to be notified to the data terminal 3 (14).
Next, the CPU 12 activates the question output section 13-3, selects the question information for each rule, and transfers it to the data terminal 3 (15).

Next, when the CPU 12 collects the answer to the question information from the data terminal 3 (16), the CPU 12 starts the decompression analysis unit 13-4 and automatically creates a prescribed form that matches the prescribed form stored in the prescribed database by the prescribed learning unit 13-7.

Then, the CPU 12 activates the consistency determination unit 13-5 to check whether there are any discrepancies with the regulations in the created regulation form, i.e., to determine the consistency, including the wording, between the regulations (17). If there are no problems, the CPU 12 activates the regulation confirmation unit 13-6 to propose the automatically created regulation form to the data terminal 3 (19), and ends the process.

On the other hand, in step (18), the CPU 12 activates the consistency determination unit 13-5, adjusts (including correcting, adding, and changing) the content of the specified form to be presented to the data terminal 3 (18), and ends this process.

[First Effect]
This makes it possible to provide an auxiliary function that reduces the psychological and time burden that should be borne by the person operating the data terminal 3 when creating regulations, making it possible for anyone to create a highly consistent regulation form in a short time.
Moreover, by answering the questions prepared for each policy, you can automatically create reasonable policies even without prior knowledge. Specifically, by preparing sentences and writing sections that correspond to the answers to the questions according to the attributes of the company, you can easily create policies by combining these sentences. The created policies can finally be output in Word or PDF.

[Second Effect]
By using AI to suggest regulations, the system automatically determines the answers to questions and the regulations that should be created. It can then infer the answers to other questions from the answers to one question. For example, based on learned information that a company that selects XX for question A often gives this type of answer for question B, the system can display the answers inferred by the AI within each question for reference.

In addition to predicting appropriate answers and options for questions based on the industry, the system can also predict important multiple-choice questions, solving problems such as chapters not being created as required by regulations.

In addition, the system predicts and suggests the necessary regulations for each industry, preventing regulations from being overlooked.

Second Embodiment
Further, the function of automatically creating other rules by linking with the response records shown in FIG. 3 and the function of displaying the remaining man-hours may be incorporated into the first embodiment.

Specifically, multiple regulations can be created, and regulation data can be accumulated in a regulation database. If the same questions exist in other regulations, the content can be linked, and if the answers to all questions are met in the process, the regulations can be automatically created.
This allows multiple regulations to be created and data to be linked, and by automatically creating regulations that have not yet been created, it is possible to create other regulations without hassle and lower the hurdle for their creation.

Here, the automatic creation process links questions that should have equal answers between each rule, and answers given when creating one rule are linked to the same questions in other rules. By doing so, if all questions are answered, even rules that have not yet been started can be treated as having been created.

In addition, when the questions linked to the regulations database are answered, the progress rate increases, and it is also possible to display the remaining man-hours for regulations that have not yet been started.

The present invention can include at least the following embodiments.
(1) A form creation system in which a server device that proposes a prescription form to be created by a company communicates with a data terminal operated by a person in charge of creating the prescription form via a predetermined communication medium, the server device comprising: a providing means that provides inquiry information for creating the prescription to the data terminal; an attribute determining means that analyzes response information to the inquiry information provided by the providing means and determines the attributes of the respondent's company; a transferring means that creates a plurality of prescriptions to be entered in the prescription form based on the attributes of the company determined by the attribute determining means, and transfers questions to the person in charge for each of the created prescriptions to the data terminal; a collecting means that collects from the data terminal answers to each question corresponding to each of the prescriptions transferred by the transferring means; a creating means that creates a prescription form based on the answers to each question collected by the collecting means; a consistency determining means that determines consistency in each of the prescriptions to be entered in the prescription form created by the creating means; and a proposing means that proposes an optimal prescription form to the data terminal based on the results of the determination by the consistency determining means.
The present invention is characterized by comprising:

(2) The system is characterized by having a prescribed learning means that accumulates the prescribed forms proposed by the proposal means and categorizes and learns questions analyzed based on the attributes of each company.

(3) The suggestion means provides a specialized advisory service in which legal personnel provide advice by referring to the prescribed form proposed by the suggestion means.

(4) The rule learning means is characterized by having a function of performing periodic maintenance on the accumulated rule forms and extracting rules that need to be corrected.

(5) The rule learning means is characterized by having a function of notifying the data terminal of the extracted rule to be corrected.

(6) A method for processing a specification creation process in a form creation system in which a server device that proposes a specification form to be created by a company communicates with a data terminal operated by a person in charge of creating the specification form via a specified communication medium, the server device is characterized by comprising: a providing step of providing question information for specification creation to the data terminal; an attribute determination step of analyzing answer information to the question information provided by the providing means and determining the attributes of the respondent's company; a transfer step of creating multiple specifications to be entered in the specification form based on the attributes of the company determined in the attribute determination step and transferring questions to the person in charge for each of the created specifications to the data terminal; a collection step of collecting from the data terminal answers to each question associated with each specification transferred in the transfer step; a creation step of creating a specification form based on the answers to each question collected in the collection step; a consistency determination step of determining the consistency of each specification to be entered in the specification form created in the creation step; and a proposal step of proposing an optimal specification form to the data terminal based on the results of the determination in the consistency determination step.

1 Server 2 Network 3 Data terminal 12 CPU
13 Memory section 14 Communication section 15 SSD

Claims (6)

A form creation system in which a server device that proposes a prescribed form to be created by a company communicates with a data terminal operated by a person in charge of creating the prescribed form via a predetermined communication medium,
The server device includes:
providing means for providing inquiry information for creating a rule to the data terminal;
an attribute determination means for determining attributes of a respondent's company by analyzing response information to the inquiry information provided by the providing means;
a transfer means for creating a plurality of rules to be entered in the rule form based on the attributes of the company determined by the attribute determination means, and transferring questions to be asked of the person in charge regarding each of the created rules to the data terminal;
a collection means for collecting from said data terminal the answers to the questions associated with each rule transferred by said transfer means;
a creation means for creating a prescribed form based on the answers to each question collected by the collection means;
a consistency determination means for determining consistency in each rule to be written in the rule form created by the creation means;
a proposal means for proposing an optimum prescribed form for the data terminal based on the result determined by the consistency determination means;
A form creation system comprising: The form creation system according to claim 1, further comprising a prescribed learning means for cumulatively storing prescribed forms proposed by the proposing means and categorizing and learning questions analyzed based on the attributes of each company. The form creation system according to claim 1 or 2, characterized in that a professional advisory service is provided in which legal personnel provide advice by referring to the prescribed form proposed by the suggestion means. The form creation system according to claim 2, characterized in that the rule learning means has a function of extracting rules that need to be corrected by performing periodic maintenance on the stored rule forms. The form creation system according to claim 4, characterized in that the rule learning means has a function of notifying the data terminal of the extracted rule to be corrected. A method for processing a prescribed form creation in a form creation system in which a server device that proposes a prescribed form to be created by a company communicates with a data terminal operated by a person in charge of creating the prescribed form via a predetermined communication medium, comprising the steps of:
The server device includes:
a provision step of providing question information for creating a rule to the data terminal;
an attribute determination step of determining attributes of the respondent's company by analyzing answer information to the question information provided in the providing step;
a transfer step of creating a plurality of rules to be entered in the rule form based on the attributes of the company determined in the attribute determination step, and transferring questions to be asked of the person in charge for each of the created rules to the data terminal;
a collecting step of collecting from the data terminal the answers to the questions associated with the respective rules transferred in the transferring step;
a creating step of creating a prescribed form based on the answers to each question collected in the collecting step;
a consistency determination step for determining consistency in each rule to be written in the rule form created in the creation step;
a proposing step of proposing an optimal prescribed form for the data terminal based on the result determined in the consistency determining step;
A rule creation processing method for a form creation system, comprising: