Method and system for managing tasks using QR codes

Abstract

The present invention comprises a method and system that allows anyone, in a simple and efficient way, by opening URLs encoded in QR codes, to request the performance of tasks (replacement of consumable products, maintenance of equipment that is not fully operational, provision of services, among many others). The system automatically communicates the existence of the requests to the correct team. Once the task has been completed, the team records what has been done, also in a simple and efficient way, using the same QR codes. Over time, as the system has access to historical data on the tasks requested, it can anticipate and create requests before the user does. The system can also handle tasks that require a minimum performance frequency (for example, cleaning a site), adjusting the requests according to any extra tasks performed. Finally, the system can provide very detailed consumption and productivity reports to help manage the budget, the services offered and the teams.

Description

"METHOD AND SYSTEM FOR TASK MANAGEMENT USING QR CODES" Field of Invention

[0001] The invention relates, in general, to task management using QR codes. More specifically, to the method and system for receiving task requests, monitoring their fulfillment, predicting future needs, and generating productivity and consumption reports. Background of the Invention

[0002] Any organization needs to handle recurring tasks whose execution frequency shouldn't be constant. Replenishing consumables (e.g., replacing paper in a printer) should be done as soon as the product runs out—which varies greatly depending on usage over the period. Cleaning services (e.g., cleaning a restroom) should be done as needed, not at a specific interval. Tasks that depend on occasional demands, such as maintaining malfunctioning equipment or mailing packages, are difficult to predict the appropriate frequency. These are just a few examples of this type of task; the list would be endless.

[0003] The way organizations traditionally handle these tasks involves conducting rounds Periodic rounds are conducted by teams that assess the need and execute or schedule them. In other words, in the absence of a better alternative, organizations establish a consistent frequency for these tasks. Some organizations also provide methods for their users to communicate the need for the task, but these methods typically require significant effort from the user, such as calling a phone number, sending emails, or even going to a specific location to communicate. Considering that the vast majority of users are unwilling to dedicate the time and effort required to carry out these communications, periodic rounds are not usually abolished.

[0004] Tasks performed and materials used are tracked by the teams that performed them and traditionally involve paper or computerized records, which record the task performed, its location, time, and materials used. Considering the effort required to record this information, in most cases, it is not reported in detail. It is common to record only the time each location was checked (without detailing what was actually done) and the total quantity of materials used (without detailing when and where it was used).

[0005] The method of sending teams on periodic rounds is Inefficient because, in many cases, the team visits uselessly an environment where there is nothing to be done or takes a long time to perform something that will only be detected in the next round. This delay also causes frustration for the organization's users, who cannot use the equipment or service (and must find another device or location), and negatively impacts the organization's image.

[0006] QR codes, also known as two-dimensional barcodes, allow data to be stored by encoding alphanumeric characters. For the present invention, the important thing is that QR codes can store URLs (webpage addresses, specifically on the Internet).

[0007] Mobile personal devices are capable of performing functions commonly associated with computers, with the advantage of being easily portable, such as smartphones, tablets, or laptops. They typically have internet access, cameras, and an operating system capable of running downloaded applications. Their use has become widespread in the last decade, and today, the vast majority of people own a mobile personal device and carry it with them most of the time. For the present invention, the key is that the device be able to read a QR code and open the page associated with the encoded URL.

[0008] Artificial intelligence is a technique used to develop systems capable of improving themselves based on collected information. Simulating techniques that mimic human intelligence, these systems learn with each new interaction and adjust their algorithms based on the new information acquired. The larger the database available to these systems, the greater the accuracy of their results. Summary

[0009] The present invention comprises a method and system that allows anyone, in a simple and efficient manner, by opening URLs encoded in QR codes, to request the performance of tasks (replacement of consumable products, maintenance of equipment that is not fully functioning, execution of services, among many others). The system automatically communicates the existence of the requests to the appropriate team. After the task is completed, the team records what was done, also in a simple and efficient manner, being able to use the same QR codes. Over time, as the system has at its disposal historical data of the requested tasks, the system can predict and create requests before the user. The system may also be capable of handling tasks that require a minimum periodicity to be performed (for example, cleaning a site), adjusting requests based on any additional tasks. Finally, the system can provide highly detailed consumption and productivity reports to help manage budgets, services offered, and teams. Brief description of the figures

[0010] The figures and descriptions presented merely illustrate a possible implementation of the proposed method and system and are not intended to limit the embodiments of the invention herein. Their purpose is to clarify the concepts presented, and any other similar, compatible, or analogous form of implementation is contemplated by this invention. Figure 1: Properties and relationships between the concepts presented

[0011] It illustrates the three fundamental concepts of the proposed method and system: object, demand, and occurrence. The other two concepts (object type and location) are optional. The figure also shows the relationship between the various concepts and lists the properties associated with each, including the optional ones. All optional concepts are identified by square brackets [] . Figure 2: Overview of the proposed method

[0012] Diagram of the proposed method and system, with the main transitions, whether mandatory or optional. Figure 3: User identification (example page) of the system)

[0013] Example of a system page that allows the user to be identified in the organization, so that the system can release the functionalities that the user will have access to according to their role. Figure 4: The user has access to the tools released according to their role (example of a system page)

[0014] Example of a system home page where the user has access to all the features available to them, according to their role. In this example, the system also displays some statistics so that the user has an overview of how the system is working. Figure 5: (Optional) list of locations (example of part of a system page)

[0015] Example of a portion of a system page where the user can see the organization's locations structured in a tree format. For a given location, the system displays the hierarchically superior locations (the path through the tree leading to the selected location) and the locations into which it has been subdivided (the level immediately below). As other locations are selected, the user moves through the tree and follows the location structure defined by the organization. Figure 6: Creating (optional) locations (example of part of a system page)

[0016] Example of part of a system page that allows the user to add new locations to the organization's location tree. Figure 7: Creating objects (example of part of a system page)

[0017] Example of a section of a system page that allows the user to add new objects. Since this example uses the concept of location, the new object will be created in a specific location. To create an object, the user must provide—at a minimum—a description. Since this example uses the concept of object types, the system uses the type description as the object description. Optionally, the user can provide additional information to distinguish between objects of the same type in the same location. Figure 8: List of objects (example of part of a system page)

[0018] Example of a portion of a system page where the user can view their organization's objects. Since this example uses the concept of location, the system is filtering and showing only objects that are in a specific location. Figure 9: Generation of QRs for task requests (example of part of a system page)

[0019] Example of part of a system page that Allows the user to generate a specific QR code to request a task to resolve a demand on a specific object. Since the user already selected the object on the previous page, on this page the user only needs to select the demand. Figure 10: QR code to request the execution of a task (example poster)

[0020] Example of a poster created in the operation illustrated in Figure 9. Figure 11: QR code placed near the object (simulation)

[0021] Example of a system-generated poster attached to a water fountain. If the user needs a task performed (in this example, if the water jug ​​is empty and needs to be replaced), they should quickly locate the poster with the QR code and understand how simple it is to request a task. Figure 12: Feedback to the user after scanning the QR code requesting the task (example of part of a system page)

[0022] When the user scans the QR code, the page that automatically launches records the incident in the system, and the user doesn't need to make any additional interactions. This figure shows an example where the user simply receives a thank you from the system after scanning the QR code. Figure 13: List of pending tasks (example of part of a system page)

[0023] The team responsible for completing tasks must have access to the list of pending tasks at all times. The system should display information that allows the user to identify the object (description and optionally location and any additional information) and the request. The system should also allow the user to mark the task as completed, removing it from the pending list. Figure 14: Reports (example of part of a system page)

[0024] Example of a page with various information consolidated by the system. Detailed Description

[0025] To enable efficient management of recurring tasks whose frequency does not need to be constant, the present invention proposes a method and system that allows anyone, without necessarily having a link to an organization, to request the completion of a task by simply scanning a QR code. The task completion can be recorded by the responsible team scanning the same QR code. From this data, it is possible to: anticipate, through the use of artificial intelligence techniques, the need for tasks to be performed and create, automatically, a new request; ensure that the frequency of carrying out a task does not exceed a maximum interval; generate reports that facilitate the management and control of team productivity, the costs involved and the quality of the services offered.

[0026] The proposed method significantly increases process efficiency because anyone, whether associated with the organization or the team responsible for executing the tasks or not, contributes to the process by triggering task requests. Communication between the people who actually use the products, equipment, or services and the team responsible for providing them becomes simple and immediate. Concepts

[0027] The method defines three main concepts: objects (1), demands (2) and occurrences (3).

[0028] An object (1) represents any element in which a task will be performed. This concept is quite broad and ranges from a physical space (a building, a room, a bathroom, etc.) to a product / part / instrument / equipment (a wastebasket, a water cooler, a printer, a sink, a toilet, etc.). An object is something unique; for example, two different rooms will be represented by two objects.

[0029] A demand (2) is a need that will be resolved by performing a task on an object. For example, a bathroom may be dirty and need cleaning, a printer may be out of paper and need replacing, a toilet may be clogged and need unclogging, a wastebasket may be broken and need repair, a water cooler may be empty and need the water jug ​​replaced, or a mailbox may contain packages that need to be shipped.

[0030] To facilitate the association of demands to an object, objects can optionally be classified into types (4), such as rooms, printers, drinking fountains or toilets. In this way, each type will be associated with one or more demands that need a solution (dirty, broken, empty, clogged, etc.).

[0031] To facilitate the identification of a given object, each object can be associated with a location (5). The location link is not necessary for the implementation of the invention and serves only to aid the team responsible for performing the task in recognizing the object. To further facilitate this, it is suggested that these locations be structured in a tree format (locations created within other locations). The concept of location is quite broad, and each organization can choose how it wishes to locate its objects. If locations are structured in a tree format, any level of the location tree can contain objects. Some examples: The organization is a municipal government. The location tree might start with administrative zones, which are divided into neighborhoods, and then into public buildings, floors, and rooms. The organization might have a park (object) in a neighborhood (location) and a printer (object) in a room (location). The organization is a university. The location tree might begin with its various campuses, subdivided into buildings, and then into classrooms. The organization might have a water fountain (object) in the gymnasium (building, location) and a whiteboard (object) in a classroom (location).

[0032] The main advantage of structuring locations in a tree format is that it allows tasks to be grouped in such a way as to optimize (minimize) the path to be taken to complete them.

[0033] Because the concepts are broad, each organization can define its locations and objects as it sees fit. In the example above, the municipal government decided to treat the park as a single object that might require cleaning, pruning, or painting. The room was defined as a location and could contain multiple objects, such as printers, water purifiers, and mailboxes, each with its own needs.

[0034] To facilitate the identification of a given object, you can optionally include a extra information that describes the object. Thus, if there are two water fountains side by side in the gym, one might have a "right" label and the other a "left" label.

[0035] An occurrence (3) is the record of a demand for a particular object and the consequent need to perform a task to resolve it. For example, the bathroom in 2 o The floor of block B needs to be cleaned because it is dirty or the water fountain at the back of the gym needs to have its container replaced because it is empty. Method

[0036] The method (6) comprises a series of mandatory and optional steps, carried out in conjunction with a digital system (7), implemented on a digital platform, for example, in web format and / or application for mobile devices. Steps: 1. The system's Master user registers the organization and an organization administrator user, with the power to configure everything related to the organization in the system. 2. The administrator configures the organization in the system ( 8 ): a. creates additional users and their respective permissions (optional); i. These users can help the administrator perform configurations in the system. b. structures its locations (optional) (17a and 17b); c. defines new object types (optional); d. creates its objects and the demands that each object can present (mandatory) (18a and 18b); e. generates and prints QR codes (mandatory) (19a and 19b); i. Each code will contain the encoding of a URL capable of automatically requesting the performance of a task to resolve a demand in a given object (for example, replenishing the paper in the empty toilet paper bin on the 10th floor). ii. Optionally, the system can allow the generation and printing of a QR code for a given object, without specifying the demand. The objective would be to reduce the number of QR codes associated with an object, but ideally this option would be used only for less frequent demands. f. indicates which tasks need to be performed within a minimum frequency (optional); g. indicates which tasks can be predicted by the system, using artificial intelligence algorithms (optional). 3. QR codes are placed on or near each object, so that anyone who identifies the need for a specific task corresponding to a pre-defined demand can easily find the QR code. corresponding (9) . 4. Any person (not necessarily having a link with the organization) who has a demand, reads the equivalent QR code with their personal mobile device (10). a. If the QR code is not specific to a demand (optional), the person must select the demand on the screen of their personal mobile device. b. This action creates an occurrence in the system, recording the demand for a specific object, on a date / time (11). c. Optionally, the system can be configured to require the person to identify themselves before creating an occurrence for a specific object(s) / demand(s). 5. Optionally, the system can automatically generate occurrences so that certain tasks are executed with a minimum frequency (12). 6. Optionally, the system can use artificial intelligence algorithms to generate occurrences in the system, before users indicate the need to perform a task ( 12 ). 7. The team responsible for carrying out the tasks consults the list of pending tasks in the system (13). a. Optionally, the system can send notifications to these employees whenever an occurrence is registered. This way, employees would not need to monitor the list in the system. 8. The employee performs the task necessary to resolve the demand and indicates, in the system, its completion (14). a. The system can, optionally, optimize the recording of the demand completion by allowing the employee to simply scan the same QR code used to request the task. If the QR code is not specific to a demand (optional), the employee will need to select the demand that was resolved. b. The system marks all occurrences not yet attended to of that demand in that object as resolved. 9. If the system provides reports, the administrator and / or other users in the organization can optionally obtain the following information (15): a. the productivity of each employee (to help them manage teams); b. the number of times each task was performed over a period (to help them control costs); c. the material used, based on the task performed (to help them control costs); d. the number of times a certain demand occurred in a group of objects during a period (to help them control costs); assist them in managing objects, proactively replacing those that are breaking more frequently than the historical average - reducing maintenance costs - and adjusting the quantity of objects available in a location - improving the quality of service provided to its users). System

[0037] The system is based on a digital platform (7), for example, in web format and / or application for personal mobile devices, which will be responsible for managing recurring tasks whose frequency does not need to be constant. More specifically, the system: will generate QR codes that will contain the encoding of a URL that will allow the automatic request for the performance of a certain task (19a and 19b); will allow the request of a task by any person, who may or may not be associated with the organization, through the simple reading of a QR code (10); will be able to indicate to the responsible team the tasks still pending execution (13); will allow the recording of the performance of these tasks (14).

[0038] The system provides a digital platform composed of the following pages and information control associated with these pages: Login: allows identification of the user associated with an organization (16). After identification, the user will only have access to the tools released according to their role (7). User Registration and Permissions (Optional): Allows the organization to have multiple users registered in the system, each with appropriate permissions. This page will only be available to users with permission to create new users. Object Registration (18a): The user registers the organization's objects for which tasks can be requested. On this page, the user must provide a description of the object and define what demands the object may present. Optionally, the user can include the object's location and type. This page is only available to users with permission to create and / or edit objects. Optionally, the system can allow you to set a minimum frequency for a task to be performed on the object. In this case, the system will automatically generate occurrences to ensure that a given task does not exceed a maximum period without being performed. This option does not mean that the task will be executed at a fixed frequency, because if someone request the task to run in the middle of the interval, the next occurrence will be adjusted accordingly. Location registration (optional) (17a): The user registers the organization's locations. Each location contains a description and can be structured hierarchically in a tree. This page is only available to users with permission to create and / or edit locations. Object Type Registration (optional): The user registers the organization's object types. Each type contains a description of the type and a list of the demands that objects of that type may present. This page is only available to users with permission to create and / or edit object types. Ideally, but not mandatory, the system should already have pre-registered several types of objects and common demands related to these types. QR code printing (19a): each QR code will have the encoding of a system-specific URL, containing the identification of an object / demand combination for which the organization wants to facilitate the request of tasks. Optionally, the system can allow printing of a QR code containing only the object's identification. In this case, the user will need to inform the request when requesting the task. Optionally, the system can offer the printing of a complete poster, which, in addition to the QR code, contains instructions on how to request the task. Incident record (20): page accessed by scanning a URL encoded in a QR code. The URL already identifies an object and a demand. Opening this page automatically creates a record requesting a task to resolve the demand for that object. Examples: repairing the reception printer, mailing a package left in the mailbox, refilling liquid soap in the soap dish in the bathroom on the 2nd floor. o floor, cleaning the gym locker room, etc. This page can be accessed by anyone without prior identification. Optionally, the system can require identification before accessing the page for certain objects. Optionally, the system can offer the option to not identify the request in the URL. In this case, the system would open a page with the possible requests for that object, and the person creating the request would select the appropriate request on their mobile device. Optionally the system can send a notification to the user(s) with permission to execute the task, each time a new occurrence is registered. List of occurrences still without resolution (13): lists all task requests that have not yet been answered. This page will only be available to users with permission to execute tasks. Ideally, but not mandatory, the system would group requests for the same object and demand (21). Optionally, the system can allow the configuration of several teams responsible for carrying out tasks and, through the identification of the logged-in user, filter the list to only show the tasks that the user is responsible for carrying out. Optionally, the system can calculate the execution priority of each task based on the number of records made for that demand for the given object, how long ago the demand was originally requested, and when the task was last executed. If the system performs this calculation, it can adjust the order in which the tasks appear in the list to help the team resolve the highest priority demands first. If the system calculates the priority based on the number of records made of that demand for the given object, the system must require that, after the registration of a occurrence, a time interval must elapse before the same device is released to register the same demand again on that same object. This will prevent the same person from registering the same demand on the same object multiple times in a row, with the aim of manipulating the task's priority. If the system allows the identification of the locations of each object, the system can optionally suggest a more optimized order for executing the tasks, grouping objects whose locations are close together and reducing the path to be taken to complete all the tasks. Recording the completion of a task (14): allows the responsible team to record the completion of a task by resolving the occurrence (a demand identified in an object). Ideally, but not mandatory, the system would use the same QR code reading by the team to optimize the recording of task completion. Reports (optional) (15): provides information on the productivity of each employee, the number of times each task was performed over a period, the material used (based on the task performed) and the number of times a specific demand occurred in a group of objects during a period. This page will only be available to users with permission to access this information.

[0039] Optionally, the system can use historical usage data to, through artificial intelligence techniques, predict the need to perform a task before someone requests it. In this case, the system will automatically generate an incident for the scheduled task (12), anticipating the task's execution and minimizing the demands reported by the organization's users.

Claims

CLAIMS 1. A method for managing object-related tasks using QR codes, characterized by following these steps: a. Define the objects and the demands each object may present; b. Provide QR codes for each demand that may occur on an object; c. Arrange the QR code so that anyone, upon identifying the need for a specific action corresponding to a predefined demand, can proceed with digital scanning of the QR code; d. Upon scanning the QR code, record the need to perform the corresponding task in a task management platform; and e. Send an action order to the department or team responsible for executing the task so that they are aware of the request, perform the task, and record the action taken.

2. Method for managing tasks related to objects using QR codes, according to claim 1, characterized in that the recording of the action taken (step E) is done by reading the same QR code used to record the task request.

3. Method for managing tasks related to objects using QR codes, according to the claim 1, characterized by allowing the association of objects with the organization's locations.

4. Method for managing tasks related to objects using QR codes, according to claim 3, characterized by allowing the association of objects with the organization's locations, structured in the form of a tree.

5. Method for managing tasks related to objects using QR codes, according to claim 1, characterized by allowing the association of objects with object types, which already contain a standard list of demands that may occur on the object, optimizing step A.

6. System for managing tasks related to objects using QR codes that employs the method as defined in any one of claims 1 to 5, characterized in that it is based on a digital platform in web format and / or application for personal mobile devices, is capable of managing requests for performing tasks and has pages that: a. Allow the creation of an organization and its administrator user; b. Allow the identification of a user, through login; c. Allow the registration of the organization's objects and their potential demands; d. Allow the generation of QR codes containing the encoding of a URL that automatically records the need to perform a specific task; e. Allow anyone, who may or may not be associated with the organization, to request a task by simply scanning a QR code; f. Be able to list pending tasks for the responsible team; g. Allow the completion of these tasks to be recorded; 7. System for managing tasks related to objects using QR codes, according to claim 6, characterized in that it allows the organization to register several users who will share tasks with the administrator user.

8. System for managing tasks related to objects using QR codes, according to claim 6, characterized by allowing the configuration of a minimum frequency in which a task needs to be performed on a given object and the corresponding automatic generation of requests to perform the task to ensure that the minimum frequency is reached.

9. System for managing tasks related to objects using QR codes, according to claim 6, characterized by allowing the registration of organization locations and their association with the organization's objects.

10. System for managing tasks related to objects using QR codes, according to claim 9, characterized by allowing the organization's locations to be structured in a tree format.

11. System for managing tasks related to objects using QR codes, according to claim 10, characterized by suggesting a more optimized order for executing tasks, grouping objects whose locations are close and reducing the path to be taken to complete all tasks.

12. System for managing tasks related to objects using QR codes, according to claims 6, characterized by allowing the registration of types of objects and their possible demands and their association with the organization's objects.

13. System for managing tasks related to objects using QR codes, according to claim 12, characterized by containing a list of pre-registered object types and the common demands related to these types.

14. System for managing tasks related to objects using QR codes, according to claim 6, characterized in that it allows the printing of QR codes containing only the identification of the object and requesting identification of the demand only at the time the QR codes are accessed.

15. System for managing tasks related to objects using QR codes, according to claim 6, characterized in that it allows the printing of complete posters containing, in addition to the QR code, other texts or images.

16. System for managing tasks related to objects using QR codes, according to claim 6, characterized by sending notifications to users responsible for executing the tasks whenever a new request is registered.

17. System for managing tasks related to objects using QR codes, according to claim 6, characterized by making use of artificial intelligence techniques to predict the need to perform a task before someone requests it and automatically generate a record of the request, allowing the organization to restrict which tasks can be requested automatically.

18. System for managing tasks related to objects using QR codes, according to claim 6, characterized in that it allows the organization to require that, to request certain tasks, the user needs to identify himself beforehand.

19. System for managing tasks related to objects using QR codes, according to claim 6, characterized by calculating the execution priority of each task based on the number of records made of that demand for the given object, how long ago the demand was originally requested and when this task was last executed and, consequently, adjusting the order in which the tasks appear in the list to help the team resolve the highest priority demands first.

20. System for managing tasks related to objects using QR codes, according to claim 6, characterized by providing reports with information on the productivity of each employee, on the number of times each task was performed over a period, on the material used (based on the task performed) and on the number of times a given demand occurred in a group of objects during a period.

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