WO1999039283A1

WO1999039283A1 - Exhibition scheduler system

Info

Publication number: WO1999039283A1
Application number: PCT/NZ1999/000009
Authority: WO
Inventors: Raewyn M. Smith; Ken Gorbey; Gillian Mary Andreae; Channa Priyatnth Sayasinha
Original assignee: Museum Of New Zealand Te Papa Tongarewa
Priority date: 1998-01-30
Filing date: 1999-01-29
Publication date: 1999-08-05
Also published as: AU2553199A

Abstract

A system and method for scheduling exhibition is described. The particular preferred embodiment described relates to a museum exhibition scheduling and organisation system. The system can include database, project management and messaging functions. The method uses a methodology which focusses on the use of a unique code which incorporates data relating to physical, temporal and organisational aspects of the object in the exhibition. The system further discloses an interface for creating unique identifiers along with scheduling functionality, responsibility assignment and tasking functions. The system can be accessed and manipulated at a user level whereby scheduling information is provided to a particular user along with relevant sequential data corresponding to the various phases of a particular exhibition. Messaging functions are provided whereby users responsible for objects or affected by scheduling are automatically notified of changes in the exhibition schedule and/or object status. The system and method is adaptable to exhibitions of variable nature and complexity as well as those involving a variable number of users.

Description

EXHIBITION SCHEDULER SYSTEM

Field Of The Invention

The present invention relates to an exhibition scheduling system. Particularly, although not exclusively, the system integrates an object database with project management and messaging functions.

Background Art

A wide variety of word processing, database, project management and electronic messaging software is currently available. Although a number of such discrete applications may be used when scheduling an exhibition, the lack of integration of such applications makes management much more time consuming and does not provide the functionality of an integrated approach.

It is an object of the present invention to provide an exhibition scheduling system which integrates the information, messaging, reporting and project management aspects of exhibition scheduling, or which at least provides the public with a useful choice.

Disclosure of the Invention

According to a first aspect of the invention there is provided a method of identifying objects in an exhibition by generating a unique code for each object containing:

i/ the location of the object within the exhibition;

ii/ a unique object identifier; and

iii/ object type information.

Preferably the code also incorporates associated objects, such as displays and associated objects. A display may be a case, wall etc. An associated object may be a frame, label, photo, sound, clip etc. The object type information may indicate the type of object (e.g. sculpture, painting etc) and include a unique code portion. The code may also include an object accession number.

A file reference for a linked image may be stored in association with the code. Descriptive matter such as the size and special properties of the object and text, such as the text for a label, may also be recorded in association with the code.

Special properties such as the material, origin of the object, collector etc may be recorded to allow objects to be searched by such special properties. The status of the object may also be recorded.

According to a further aspect of the invention there is provided a computer controlled exhibition scheduling system including a database of objects in which tasks to be performed in relation to selected objects and the individuals to perform the task may be recorded. The tasks are preferably selected from a number of sequential exhibition phases. A phase is selected for each task along with a start and stop date. The system requires the start and stop dates to be ordered so that the phases are conducted sequentially.

The system may send messages to individuals associated with an object when the status of a task changes or if a task has not been completed by a required date. The system may also generate reports indicating what needs to be done, by whom and when, and where.

There is further provided a computer controlled exhibition scheduling system including: a database of objects in which individuals are associated with certain objects wherein, when certain information regarding an object is changed, a message is sent to each individual associated with the object in a prescribed manner. Individuals may be sent a message when the status of an object changes or when the location of an object changes.

Brief Description of the Drawings The invention will now be described by way of example with reference to the accompanying drawings in which:

Figures 1 to 10 show a number of screens of the software scheduling system as they would appear to a user.

Figures 11 to 12 show reports produced by the system.

Appendix One and Appendix Two includes an Exhibition Scheduler User Guide and Business Requirement Specification respectively.

According to a first aspect of the invention objects within an exhibition are each given a unique identifier in the form of a structured object code (SOC). The SOC is formed of the following parts:

i/ Exhibition - the name of the exhibition-ii/ Exhibition location the physical location of the object within the exhibition iii/ Exhibit - an object to be exhibited within the exhibition iv/ Display - the means used to display the exhibit, such as a case, wall etc v/ Associate - an item associated with an exhibit, such as a label, photo, sound recording, frame etc vi/ Accession number - a unique number accorded to an exhibit.

The SOC enables the exhibition, location of an exhibit, type of exhibit, manner of display and associated items to be determined from a single SOC code. Each portion I-VI of the SOC code is uniquely generated and so relates to a unique item within the exhibition. For example, an SOC of the following form may be generated in the following example:

SOC FIELD SAMPLE EXHIBIT SOC O

Exhibition Biotic realms BRS

Exhibition location Fresh water segment FWTR

Display Display case 2 CO2

Exhibit NE object 1 NE01

Associate Label primary text one PT01

Unique identifier Accession number 0001

Accordingly, the SOC code for this exhibit would be BRS-FWTR-CO2- NE01-PT01-0001.

Although in this embodiment an "exhibition" field is included, it will be appreciated that this is not necessary where the software is used for a single exhibition. It is also to be appreciated that although it is preferred that "display" and "associate" fields are included, only an "exhibit" field may be required in some applications. The portions of the SOC are preferably generated by the system so that a unique SOC portion is generated for each item. Each object in an exhibition is preferably entered into the database in this manner.

The software scheduling system also incorporates functionality to assist in the coordination and management of tasks. The tasks to be preformed in relation to objects of an exhibition are divided into three major phases and eight sub-phases as follows:

Planning PI - Concept development P2 - Concept design P3 - Developed design

P4 - Documented design

Construction - Ql - Construction

Q2 - Installation

Q3 - Maintenance

Deinstallation - XI - Deinstallation.

"P" phases must occur before "Q" phases which must occur before "X" phases.

During the concept development phase there may be a need for condition assessment, movement, photography, protocol and research tasks. The exhibition name and minimal information on proposed exhibits may be entered.

During the concept design phase exhibition locations and displays may be entered along with the general layout of the exhibition. Tasks relating to objects may be entered concerning condition assessment, design, evaluation, movement, photography, recording, research, writing, protocol etc.

During the developed design phase objects and their status may be entered. Exhibits may be linked with displays and task details for objects entered. Special properties and labelled text may be entered also. During the documented design phase "fine tuning" of exhibition information may occur.

During the construction phase "fine tuning" of exhibition information continues. During the installation phase, installation tasks are entered along with further fine tuning of exhibition information. During the maintenance phase, maintenance tasks are entered, replacement exhibits may be entered and the status changed for objects being removed. During the deinstallation phase, deinstallation tasks are entered and object status may be changed to "removed".

The system enables tasks relating to an object to be linked to that object and to individuals responsible for performing or overseeing completion of the task. The system enables reports to be generated showing the tasks to be completed or overseen by defined individuals in relation to certain objects at certain times. The system also includes messaging functionality so that messages will automatically be sent to users on the occurrence of certain events, such as non-completion of a task by a required date. The system may also warn of prohibited actions, such as exhibiting a certain type of art work for a period that is longer than allowed (due to risk of damaging the art work).

The system will now be described in relation to a Windows based system running on a PC server network. In this system a variety of users operate the scheduling software from a desktop PC which is connected to a common server via a LAN.

Figure 1 shows the front screen of sample desk top. By double clicking on the exhibition scheduler icon the software is initiated. The user is then asked to enter their password, as shown on the screen in figure 2. Upon entering a correct password a user may enter the main programme. Each user will be assigned an access rights profile which determines the extent to which they can access and modify the system.

If any messages have been sent to the user these will appear in a screen as shown in figure 3. The message screen includes a first column indicating whether the message has been read or not, a second column giving the date and time the message was sent, a third column giving the message type, a fourth column giving the SOC for the object concerned and a fifth column giving a status (if applicable). In the example shown in figure 3 the user TTNABR is notified that a number of objects have been moved. Messages may also be sent indicating whether tasks have been performed or not. For example, if a task has not been completed by the due date a message will be sent to those associated with the object advising them of this fact. The system may also send messages to those responsible for performing the task a defined period before the task is due to be completed as a reminder.

Once the message window is closed, the main screen shown in figure 4 will be displayed. To select an exhibition the icon next to the "exhibition" box may be clicked to reveal a pull down menu of exhibitions. Double clicking a selected item will select the chosen exhibition to work on. An object within the selected exhibition may be selected by clicking on the pull down box next to the object box and selecting an object. Object details such as a description of the object, the location of the object, its status, the type of collection, the size of the object, any linked image and the person associated with the object may be entered in the "object details" box. By clicking the "update" button at the bottom of the screen information may be updated as it is changed, if the user has the requisite authority.

To enter a new object the "object" task bar is selected at the top of the screen (see figure 5). Within this pull down menu the "create new object" command is selected. This causes the screen shown in figure 6 to appear. The prefix "ONE" is already present as an exhibition must be selected when entering the program. The "location", "display", "exhibit" and "associates" can be selected from pull down menus. The "location" pull down menu reveals the various physical display locations within the exhibition space, one of which may be selected. The "display", "exhibit" and "associate" pull down menus reveal types, such as "wall" for the "display"; "painting" for the "exhibit"; and "frame" for the "associate" categories. When a type is selected the system generates a unique subcode incorporating that type (e.g. for "exhibit" types the first art object may be "AR01" and the next art object may be "AR02" etc). The "accession number" is a unique identifier relating to the exhibit.

Each object in the exhibition may be entered in this manner so that a unique SOC code is generated for each exhibit. This process also ensures that unique display, exhibit and associates codes are used within the exhibition.

Figure 7 shows the main screen after "object details" have been entered for an object. The "update" button at the bottom of the screen may be selected to update the information. Object details for any selected objects may be entered or updated in this manner.

By selecting a phase from the "task details" box in the middle of the screen a list of tasks for the selected phase may be displayed, as shown in figure 8. To select a phase in figure 7 the pull down button to the right of the "phase" box may be selected and the desired phase selected by double clicking on it. As shown in figure 8, the "all phases" phase has been selected.

To enter a new task the "task" option is selected from the tool bar at the top and an "assign new task" option is selected. This causes the screen shown in figure 9 to appear.

Pull down menus enable the phase and task to be selected from a list of options. The user then enters the planned start date, end date and duration of the task. In the "responsibility" box the management and execution of the task are assigned to staff from pull down menus. The required location at which the task is required to be performed is selected from a pull down menu and a narrative of the task may be entered in the "task narrative" box. A link may be established to a task document where greater detail is required. The system checks that the task does not conflict with any other task (i.e. a task of a later phase is not scheduled to be completed before a task of an earlier phase) If there is a conflict a user is prompted to modify the dates. Should a task not be completed by a desired date a message may be sent to those responsible for management and execution of the task. A message may also be sent to anyone else linked to the object concerned.

Once the tasks have been entered they can be updated in the screen shown in figure 8 simply by clicking on the field concerned, entering the required data change and selecting the "update" button.

The system allows information to be queried via a query screen as shown in figure 10. Fields may be entered or selected via pull down menus for the information that is known. • Where the field is left blank all entries will be queried. This enables the database to be queried via the exhibition, a particular location, collection types, collection items, special properties, the status of exhibits, a task phase, a task or user responsibility. The "special properties" field may be assigned to objects to enable monitoring of selected groups of objects.

Reports may also be produced relating to selected objects or tasks. Figure 11 shows a report of objects for the "one" exhibition. Figure 12 shows a list of tasks for the user "Paula" for the "one" exhibition between the period 1/9/97 to 5/9/97. The report may be generated by the user responsible for management or execution or both. "Exception reports" may also be produced showing the tasks that have not been completed. The system also allows types of information, such as labels, to be printed according to a desired grouping (e.g. exhibition area).

A more detailed description of the operation of the software is given in the exhibition scheduler user guide in Appendix one and the business requirement specification in Appendix two. 10

Where in the foregoing description reference has been made to integers or components having known equivalents then such equivalents are herein incorporated as if individually set forth.

Although this invention has been described by way of example it is to be appreciated that improvements and/or modifications may be made thereto without departing from the scope of the appended claims.

Claims

11Claims:

1. A method of identifying objects in an exhibition by generating a unique code for each object containing:

i/ the location of the object within the exhibition;

ii/ a unique object identifier; and

iii/ object type information.

2. A method as claimed in claim 1 wherein the code also incorporates reference to associated objects, such as displays and associated objects.

3. A method as claimed in claim 2 wherein the associated object is a display means such as a case, wall or similar.

4. A method as claimed in claim 2 wherein the associated object is a frame, label, photo, sound, clip or similar.

5. A method as claimed in any preceding claim wherein the object type information indicates the type of object (e.g. sculpture, painting etc) and includes a unique code portion.

6. A method as claimed in any preceding claim wherein the code also includes an object accession number.

7. A method as claimed in any preceding claim wherein a file reference for a linked image is stored in association with the code. 12

8. A method as claimed in any preceding claim wherein descriptive matter such as the size and special properties of the object and text, such as the text for a label, is also recorded in association with the code.

9. A method as claimed in any preceding claim wherein special properties such as the material, origin of the object, collector and the like are recorded, and associated with the code, to allow objects to be searched by such special properties.

10. A method as claimed in any preceding claim wherein the status of the object is also recorded.

11. A computer controlled exhibition scheduling system including a database of objects in which tasks to be performed in relation to selected objects and the individuals allocated to perform the task may be recorded.

12. A computer controlled exhibition scheduling system as claimed in claim 11 wherein the tasks are selected from a number of sequential exhibition phases.

13. A computer controlled exhibition scheduling system as claimed in claim 12 wherein a phase is selected for each task along with a start and stop date.

14. A computer controlled exhibition scheduling system as claimed in claim 12 or 13 wherein the start and stop dates are ordered so that the phases are conducted sequentially. 13

15. A computer controlled exhibition scheduling system as claimed in any one of claims 11 to 14 adapted to send messages to individuals associated with an object or task when the status of a task changes or if a task has not been completed by a required date.

16. A computer controlled exhibition scheduling system as claimed in any one of claims 11 to 15 wherein the system is adapted to generate reports indicating what needs to be done, by whom and when, and where.

17. A computer controlled exhibition scheduling system including: a database of objects in which individuals are associated with certain objects wherein, when certain information regarding an object is changed, a message is sent to each individual associated with the object in a defined manner.

18. A computer controlled exhibition scheduling system as claimed in claim 17 wherein individuals may be sent a message when the status of an object changes or when the location of an object changes.

19. A method of identifying objects in an exhibition substantially as herein described and with reference to the drawings.

20. A computer controlled exhibition scheduling system substantially as herein described and with reference to the figures.

21. A computer programmed to perform the method as claimed in any one of claims 1 to 19.