FORM-2
THE PATENTS ACT, 1970
(39 OF 1970)
&
The Patents Rules, 2003
COMPLETE SPECIFICATION
[See section 10 and rule 13]
"CRISIS MANAGEMENT SYSTEM"
INTELENET GLOBAL SERVICES PVT. LTD., an Indian company, of Intelenet Towers, 1406-A/28, Mindspace, Malad (West), Mumbai - 400 064;
The following specification particularly describes the invention and the manner in which it is to be performed.

Field of the Invention:
The present invention generally relates to a digital processing system, and, more particularly, to a system and method for crisis management.
Background of the Invention:
An organization has their usual operational procedures for normal working conditions. However, in order to maintain operational efficiency in the crisis situation, organizations usually lay down plans for such situation. Such planning is also known as crisis management. The crisis management is the management of available resources in such a manner to maintain operational efficiency in the crisis situation. Crisis management involves collection of large amount of data and analysis thereof that may be utilized in the crisis situation.
Presently, crisis management is done using partial use of computer systems. The computer systems are used in crisis management to gather information at a central location in the form of files in a computer system to facilitate decision making. Such collection of information in computer systems is an improvement over pen and paper process of gathering information. However, searching for relevant information at the time of crisis in such computer system is time consuming and difficult task. Also, any delay in retrieving the information in crisis situation will result in reduction of operational efficiency. Also, human intervention at every stage increases probability of human error that may result in reduction in operational efficiency. Further, such system does not provide auto-generated notifications to concerned persons for regular update of relevant data.
Therefore, it is an object of the present invention to obviate the above and other disadvantages from the existing art and to provide a system and method for crisis management that enable the crisis management team to collect and update relevant information at regular intervals.

It is further an object of the present invention to provide a crisis management system that display relevant information in a presentable form at the time of crisis situation.
It is further an object of the present invention to provide a crisis management system that send email and / or SMS notifications to the team members of crisis management team.
Summary of the Invention:
The present invention relates to a crisis management system for maintaining optimal headcount in an organization upon occurrence of a crisis situation. The said system comprising a plurality of user terminals, a server coupled to the plurality of user terminals, the server capable of interacting with the plurality of user terminals at the time of occurrence of crisis to ensure maintenance of optimal head count and an analysis unit coupled to the server, the analysis unit capable of maintaining and processing information associated with employees of the organization. The analysis unit comprising a business impact analysis module adapted to store a first information associated with total headcount of the employees in the organization and the geographic details of the headcount, a head count module coupled to the head count and geographic analysis module, the head count module adapted to retrieve the first information from the business impact analysis module and generate a second information therefrom by appending the first information with hierarchical relation between the employees and a qualified geographical location information associated with each of the employee, a process roster module coupled to the business impact analysis module, the process roster module adapted to maintain a real-time roster for each work process in the organization, each of the roster having a third information obtained by appending the second information with information associated with the work timing and leaves for each of the employee associated with a particular work process, a global incident knowledge module coupled to the process roster module, the global incident knowledge module adapted to retrieve the

rosters for each work process, and determine actual headcount of employees present at the time of occurrence of crisis, expected headcount based on the third information and expected shortage in headcount wherein the global incident knowledge module is adapted to generate a crisis report regarding the shortage in headcount and to provide the crisis report to the server, which in turn is adapted to transmit the crisis report to designated user terminals of the plurality of user terminals for contacting employees to ensure optimal staffing.
In an embodiment of the present invention, the first information comprises the identification details, contact details and details associated with work process of each of the employees.
In yet another embodiment of the present invention, the qualified geographical location information associated with the employees comprises information associated with geographical location of each of the employee along with a safety index of the geographical location, the safety index defining the degree of safety of the geographical location.
In yet another embodiment of the present invention, the designated user terminals, upon receiving the access report, is adapted to access the business impact analysis module to identify additional employees that are to be contacted for ensuring optimal staffing, the identification being carried out based on qualified geographical information associated with the employees.
In yet another embodiment of the present invention, the designated user terminals are adapted to access roster associated with employees in transportation department of the organization to arrange transport for the additional employees.
In yet another embodiment of the present invention, the server is coupled to a messaging gateway, the gateway adapted to contact the employees by sending electronic messages at the time of occurrence of the crisis situation.

In yet another embodiment of the present invention, the electronic message comprises an electronic mail, a paging message or a short messaging system (SMS) message.
In yet another embodiment of the present invention, the plurality of user terminals are coupled to the server over a local area network (LAN), a wide area network (WAN), a dedicated link or world wide web.
In yet another embodiment of the present invention, the process roster module is adapted to periodically update the roster for each of the work processes.
In yet another embodiment of the present invention, the server is adapted to keep track of the roster updation such that upon detecting any failure in roster updation, the server sends reminder electronic messages for updation.
In yet another embodiment of the present invention, the server is adapted to periodically update the second information of the business impact analysis module based on the rosters available in the process roster module.
In yet another embodiment of the present invention, the global incident knowledge module stores information associated with the action taken by the designated terminals at the time of occurrence of crisis situation for future reference.
In accordance with an embodiment of the present invention, a method is provided which is implemented in a system as mentioned above. The method is provided for maintaining optimal headcount in an organization upon occurrence of a crisis situation. The said method comprising retrieving rosters for each work process from the process roster module, determining actual headcount of employees present at the time of occurrence of crisis, expected headcount based on the third information and expected shortage in headcount, generating a crisis report indicating the expected shortage in

headcount and transmitting the crisis report to designated user terminals of the plurality of user terminals for initiating actions to ensure optimal staffing.
In yet another embodiment of the present invention, upon receiving the crisis report, the designated user terminals access the business impact analysis module to identify additional employees that are to be contacted for ensuring optimal staffing, the identification being carried out based on qualified geographical information associated with the employees.
In yet another embodiment of the present invention, the designated user terminals access roster associated with employees in transportation department of the organization to arrange transport for the additional employees and / or periodically updating the roster for each of the work processes by the process roster module.
In yet another embodiment of the present invention, the method comprising keeping track of the roster updation such that upon detecting any failure in roster updation, the server sends reminder electronic messages for updation.
In yet another embodiment of the present invention the method comprising periodically updating the second information of the business impact analysis module based on the rosters available in the process roster module.
In yet another embodiment of the present invention, the method comprising storing information associated with the action taken by the designated terminals at the time of occurrence of crisis situation in the global incident knowledge module for future reference.
These together with other embodiments of the present invention, along with the various features of novelty that characterize the present invention, are pointed out with particularity in the claims annexed hereto and form a part of this present invention. For a better understanding of the present invention, its operating advantages, and the specific

objects attained by its uses, reference should be made to the accompanying drawings and descriptive matter in which there are illustrated exemplary embodiments of the present invention.
III. Description of the Drawing:
The advantages and features of the present invention will become better understood with reference to the detailed description taken in conjunction with the accompanying drawing, wherein like elements are identified with like symbols, and in which:
FIG. 1 illustrates a crisis management system, in accordance with an embodiment of the present invention.
IV. Description of the Invention:
For a thorough understanding of the present invention, reference is to be made to the following detailed description, including the appended claims, in connection with the above-described drawings. Although the present invention is described in connection with exemplary embodiments, the present invention is not intended to be limited to the specific forms set forth herein. It is understood that various omissions and substitutions of equivalents are contemplated as circumstances may suggest or render expedient, but these are intended to cover the application or implementation without departing from the spirit or scope of the claims of the present invention. Also, it is to be understood that the phraseology and terminology used herein is for the purpose of description and should not be regarded as limiting.
The terms "a" and "an" herein do not denote a limitation of quantity, but rather denote the presence of at least one of the referenced item.
The present invention provides a crisis management system for an organization

that enables team members of crisis management team to collect relevant information at a centralized location irrespective of geographical limitations and capable for displaying the required information in a presentable form in the crisis situation. Further, the crisis management system is capable of sending email / SMS notifications to the members of the organization. The crisis management system may be used in a user friendly, efficient and economical manner. It is envisioned that the present invention may be easily incorporated into multitude of sizes and configurations for adapting with the ambient conditions.
The present invention relates to a crisis management system for maintaining optimal headcount in an organization upon occurrence of a crisis situation. The said system comprising a plurality of user terminals, a server coupled to the plurality of user terminals, the server capable of interacting with the plurality of user terminals at the time of occurrence of crisis to ensure maintenance of optimal head count and an analysis unit coupled to the server, the analysis unit capable of maintaining and processing information associated with employees of the organization. The analysis unit comprising a business impact analysis module adapted to store a first information associated with total headcount of the employees in the organization and the geographic details of the headcount, a head count module coupled to the head count and geographic analysis module, the head count module adapted to retrieve the first information from the business impact analysis module and generate a second information therefrom by appending the first information with hierarchical relation between the employees and a qualified geographical location information associated with each of the employee, a process roster module coupled to the business impact analysis module, the process roster module adapted to maintain a real-time roster for each work process in the organization, each of the roster having a third information obtained by appending the second information with information associated with the work timing and leaves for each of the employee associated with a particular work process, a global incident knowledge module coupled to the process roster module, the global incident knowledge module adapted to retrieve the rosters for each work process, and determine actual headcount of employees present at the time of occurrence of crisis, expected headcount based on the third information and

expected shortage in headcount wherein the global incident knowledge module is adapted to generate a crisis report regarding the shortage in headcount and to provide the crisis report to the server, which in turn is adapted to transmit the crisis report to designated user terminals of the plurality of user terminals for contacting employees to ensure optimal staffing.
In accordance with an embodiment of the present invention, a method is provided which is implemented in a system as mentioned above. The method is provided for maintaining optimal headcount in an organization upon occurrence of a crisis situation. The said method comprising retrieving rosters for each work process from the process roster module, determining actual headcount of employees present at the time of occurrence of crisis, expected headcount based on the third information and expected shortage in headcount, generating a crisis report indicating the expected shortage in headcount and transmitting the crisis report to designated user terminals of the plurality of user terminals for initiating actions to ensure optimal staffing.
FIG. 1 illustrates a crisis management system 100 ( hereinafter referred to as system 100), in accordance with an embodiment of the present invention. The system 100 includes a plurality of user terminals 102. Each of the plurality of the user terminals 102 may be placed at different geographical location. The plurality of user terminals 102 is coupled to a server 104. In an embodiment of the present invention, the said coupling is an electronic coupling. Further, in an exemplary embodiment of the present invention, the server 104 is remotely located. The server 104 is capable of interacting with the plurality of user terminals at the time of occurrence of crisis to ensure maintenance of optimal head count. An analysis unit 106 is coupled to the server 104. The analysis unit 106 is capable of maintaining and processing information associated with employees of the organization. The analysis unit 106 includes a business impact analysis module 112. The business impact analysis module 112 is adapted to store a first information associated with total headcount of the employees in the organization and the geographic details of the headcount. The first information includes the identification details, contact details and details associated with work process of each of the employees. The business impact

analysis module 112 stores the information regarding the total headcount along with the geographical details of the employees and derives a statistical distribution in the distribution of the headcount, eg, no. of agents staying near - safe, near - unsafe, far -safe and far - unsafe. The analysis unit 106 also includes a head count module 114. The head count module 114 is coupled to the head count and geographic analysis module. The head count module 114 is adapted to retrieve the first information from the business impact analysis module 112 and generate a second information therefrom by appending the first information with hierarchical relation between the employees and a qualified geographical location information associated with each of the employee. The qualified geographical location information associated with the employees includes information associated with geographical location of each of the employee along with a safety index of the geographical location, the safety index defining the degree of safety of the geographical location. The geographical locations associated with each employee are qualified as safe/near safe/far unsafe/ near and unsafe/far so as to take decisions regarding calling a particular employee should the need arise to meet the shortfall in headcount. The analysis unit 106 includes a process roster module 116. The process roster module 116 is coupled to the business impact analysis module 112. The process roster module 116 is adapted to maintain a real-time roster for each work process in the organization. Each of the roster having a third information obtained by appending the second information with information associated with the work timing and leaves for each of the employee associated with a particular work process. The analysis unit 106 includes a global incident knowledge module 118 coupled to the process roster module 116. The process roster module 116 is adapted to periodically update the roster for each of the work processes. The global incident knowledge module 118 is adapted to retrieve the rosters for each work process and determine actual headcount of employees present at the time of occurrence of crisis, expected headcount based on the third information and expected shortage in headcount. The global incident knowledge module 118 is adapted to generate a crisis report regarding the shortage in headcount and to provide the crisis report to the server 104. In an embodiment of the present invention, the global incident knowledge module 118 stores information associated with the action taken by the designated terminals at the time of occurrence of crisis situation for future reference. The

server 104 which in turn is adapted to transmit the crisis report to designated user terminals of the plurality of user terminals 102 for contacting employees to ensure optimal staffing. In an embodiment of the present invention, the server 104 is adapted to keep track of the roster updation such that upon detecting any failure in roster updation, the server 104 sends reminder electronic messages for updation to the process roster module 116. In yet another embodiment of the present invention, the server 104 is adapted to periodically update the second information of the business impact analysis module 112 based on the rosters available in the process roster module 116. The said periodic update is carried out to avoid any data redundancy as well as remove the information of employees who have left the organization, thereby ensuring correct information. The designated user terminals, upon receiving the access report, is adapted to access the business impact analysis module 112 to identify additional employees that are to be contacted for ensuring optimal staffing, the identification being carried out based on qualified geographical information associated with the employees. The identification of the employees is done by the managers manually depending on the situation. The designated user terminals are adapted to access roster associated with employees in transportation department of the organization to arrange transport for the additional employees.
In an embodiment of the present invention, the server 104 is coupled to a messaging gateway 108. The messaging gateway 108 is adapted to contact the employees by sending electronic messages at the time of occurrence of the crisis situation. The electronic message may include an electronic mail, a paging message or a short messaging system (SMS) message.
In another embodiment of the present invention, the plurality of user terminals 102 are coupled to the server 104 over a local area network (LAN), a wide area network (WAN), a dedicated link or world wide web.
In another embodiment of the present invention, the process roster module 116 is adapted to periodically update the roster for each of the work processes.

In yet another embodiment of the present invention, a method is disclosed that is incorporated in the crisis management system 100. The method maintains optimal headcount in an organization upon occurrence of a crisis situation. The said method is carried out by retrieving rosters for each work process from the process roster module 116. In an exemplary embodiment of the present invention, roster for each of the work processes is periodically updated by the process roster module 116. Further, in an embodiment of the present invention, roster updation is tracked so that upon detecting any failure in roster updation, the server 104 sends reminder electronic messages for updation. Furthermore, in an embodiment of the present invention, the second information of the business impact analysis module 112 is periodically updated based on the rosters available in the process roster module 116. The method determines actual headcount of employees present at the time of occurrence of crisis, expected headcount based on the third information and expected shortage in headcount. A crisis report is generated that indicates the expected shortage in headcount and transmits the crisis report to designated user terminals of the plurality of user terminals 102 for initiating actions to ensure optimal staffing. In an embodiment of the present invention, the method stores information associated with the action taken by the designated terminals at the time of occurrence of crisis situation in the global incident knowledge module 118 for future reference
In yet another embodiment of the present invention, upon receiving the crisis report at the designated user terminals, the user terminals may access the business impact analysis module 112 to identify additional employees that are to be contacted for ensuring optimal staffing. The identification being carried out based on qualified geographical information associated with the employees.
In yet another embodiment of the present invention, the designated user terminals access roster associated with employees in transportation department of the organization to arrange transport for the additional employees.

periodically updating the roster for each of the work processes by the process roster module.
Accordingly, the system 100 is adapted to provide relevant data in a presentable form in the crisis situation that support one or more users at plurality of user terminals 102 in decision making. The system 100 may be utilized in a user friendly, efficient, reliable and economical manner. The system 100 may be advantageously used by an organization for assisting them in crisis management.
The above-described presently preferred embodiments can be modified into many alternative preferred embodiments. It is to be noted that the system 100 and the system incorporating the same is not limited to the exemplary configuration described herein, but, the system 100 and the system incorporating the same may include a multitude of configurational arrangements.
The foregoing descriptions of specific embodiments of the present invention have been presented for the purposes of illustration and description. They are not intended to be exhaustive or to limit the present invention to precise forms disclosed, and obviously many modifications and variations are possible in light of the above teaching. The exemplary embodiment was chosen and described in order to best explain the principles of the present invention and its practical application, to thereby enable others skilled in the art to best utilize the present invention and various embodiments with various modifications as are suited to the particular use contemplated.

We claim:
1. A crisis management system for maintaining optimal headcount in an
organization upon occurrence of a crisis situation, the system comprising:
a plurality of user terminals;
a server coupled to the plurality of user terminals, the server capable of interacting with
the plurality of user terminals at the time of occurrence of crisis to ensure maintenance of
optimal head count; and
an analysis unit coupled to the server, the analysis unit capable of maintaining and
processing information associated with employees of the organization, the analysis unit
comprising:
a business impact analysis module adapted to store a first information associated with total headcount of the employees in the organization and the geographic details of the headcount
a head count module coupled to the head count and geographic analysis module, the head count module adapted to retrieve the first information from the business impact analysis module and generate a second information therefrom by appending the first information with hierarchical relation between the employees and a qualified geographical location information associated with each of the employee,
a process roster module coupled to the business impact analysis module, the process roster module adapted to maintain a real-time roster for each work process in the organization, each of the roster having a third information obtained by appending the second information with information associated with the work timing and leaves for each of the employee associated with a particular work process,
a global incident knowledge module coupled to the process roster module, the global incident knowledge module adapted to retrieve the rosters for each work process, and determine actual headcount of employees present at the time of occurrence of crisis, expected headcount based on the third information and expected shortage in headcount wherein the global incident knowledge module is adapted to generate a crisis report regarding the shortage in headcount and to provide the crisis report to the server, which in turn is adapted to transmit the crisis report to designated user terminals of the plurality of

user terminals for contacting employees to ensure optimal staffing.
2. The system as claimed in claim 1, wherein the first information comprises the identification details, contact details and details associated with work process of each of the employees.
3. The system of claim 1, wherein the qualified geographical location information associated with the employees comprises information associated with geographical location of each of the employee along with a safety index of the geographical location, the safety index defining the degree of safety of the geographical location.
4. The system of claim 3, wherein the designated user terminals, upon receiving the access report, is adapted to access the business impact analysis module to identify additional employees that are to be contacted for ensuring optimal staffing, the identification being carried out based on qualified geographical information associated with the employees.
5. The system as claimed in claim 4, wherein the designated user terminals are adapted to access roster associated with employees in transportation department of the organization to arrange transport for the additional employees.
6. The system as claimed in claims 1 or 5, wherein the server is coupled to a messaging gateway, the gateway adapted to contact the employees by sending electronic messages at the time of occurrence of the crisis situation.
7. The system as claimed in claim 6, wherein the electronic message comprises an electronic mail, a paging message or a short messaging system (SMS) message.
8. The system as claimed in claim 1, wherein the plurality of user terminals are coupled to the server over a local area network (LAN), a wide area network (WAN), a dedicated link or world wide web.

9. The system as claimed in claim 1, wherein the process roster module is adapted to periodically update the roster for each of the work processes.
10. The system as claimed in claim 9, wherein the server is adapted to keep track of the roster updation such that upon detecting any failure in roster updation, the server sends reminder electronic messages for updation.
11. The system as claimed in claim 1, wherein the server is adapted to periodically update the second information of the business impact analysis module based on the rosters available in the process roster module.
12. The system as claimed in claim 1, wherein the global incident knowledge module stores information associated with the action taken by the designated terminals at the time of occurrence of crisis situation for future reference.
13. A method, implemented in a system of claims 1 to 12, for maintaining optimal headcount in an organization upon occurrence of a crisis situation, the method comprising:
retrieving rosters for each work process from the process roster module; determining actual headcount of employees present at the time of occurrence of crisis, expected headcount based on the third information and expected shortage in headcount; generating a crisis report indicating the expected shortage in headcount; and transmitting the crisis report to designated user terminals of the plurality of user terminals for initiating actions to ensure optimal staffing.
14. The method of claim 13, wherein upon receiving the crisis report, the designated
user terminals access the business impact analysis module to identify additional
employees that are to be contacted for ensuring optimal staffing, the identification being
carried out based on qualified geographical information associated with the employees.

15. The method as claimed in claim 14, wherein the designated user terminals access roster associated with employees in transportation department of the organization to arrange transport for the additional employees.
16. The method as claimed in claim 13 comprising periodically updating the roster for each of the work processes by the process roster module.
17. The method as claimed in claim 13 comprising keeping track of the roster updation such that upon detecting any failure in roster updation, the server sends reminder electronic messages for updation.
18. The method as claimed in claim 13 comprising periodically updating the second information of the business impact analysis module based on the rosters available in the process roster module.
19. The method as claimed in claim 13 comprising storing information associated with the action taken by the designated terminals at the time of occurrence of crisis situation in the global incident knowledge module for future reference.