UTM Intellectual Property Module User Manual...4 1.0 INTRODUCTION InnoComm System (Intellectual Property Module) is a web-based system developed by ICC. It serves as an online UTM

UNIVERSITI TEKNOLOGI MALAYSIA Innovation & Commercialisation Centre

USER MANUAL UTM Intellectual Property Module (Ver.1.0)

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INNOVATION & COMMERCIALISATION CENTRE

UTM Intellectual Property Module User Manual

© 2015 Universiti Teknologi Malaysia 81310 • Skudai Johor, Malaysia

Phone 075591500 • Fax 075591576

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Table of Contents ITEM PAGE INTRODUCTION 4 MINIMUM SYSTEM REQUIREMENTS 4 SOFTWARE FUNCTIONAL DESCRIPTION 4 SYSTEM REQUIREMENT SOURCE 5 USER MENU 5 Diagram 1.3: Use Case of Intellectual Property Module 6 Diagram 1.4: Cross Diagram For Intellectual Property Module 7 USER LOG IN 8 USER PANEL 8 INTELLECTUAL PROPERTY SEARCH 9 NEW APPLICATION 10 IP INFO 10 IP FORM – CONTRIBUTORS 11 IP FORM – INVENTION 12 IP FORM – PRIOR ART 13 IP FORM – STATE PROBLEM 14 IP FORM – DISCLOSURE 15 IP FORM – COMMERCIALISATION 16 IP FORM – FUNDING 17 IP FORM – COLLABORATION 18 IP FORM – DECLARATION 19 INNOCOMM EVALUATION 20 NABC SCHEME 21 APPLICATION DECLARATION 22 ENDORSEMENT 23 SECRETARIAT REVISION 24 SECRETARIAT APPROVAL 25 CONCLUSION 25

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1.0 INTRODUCTION InnoComm System (Intellectual Property Module) is a web-based system developed by ICC. It serves as an online UTM intellectual property repository and as platform for protection application of intellectual property produced from research, by staff. The system facilitates application, endorsement, verification, approval and reporting process. It ensures information recorded is complete, consistent and seamless. 1.2 MINIMUM SYSTEM REQUIREMENTS System development have the following configuration:

TYPE OF NEED APPLICATION Operating System 1. All types of Windows operating system

2. Minimum CPU Core 2 Duo Processor 2.0 Ghz or higher

3. Minimum 2GB RAM Software 1. Mozilla Firefox 3.0 or higher

2. Best resolution 1024 x 768 3. Adobe Reader 8.0 or higher

Network/ Broadband

Minimum 512 Kbps ( recommended high speed 4G or Streamyx)

Printer Laser or Ink Printer Table 2.1 Minimum Requirement

1.3 SOFTWARE FUNCTIONAL DESCRIPTION Intellectual Property Module is one of the modules in RADIS 3. It is developed to enhance routine process efficiency whilst remaining user-friendly. The system is developed using effective planning method to automate project operation and management resulting paperless working operations (Green IT solution) This module is divided into six main operation parts, namely; Application, Endorsement, Verification, Evaluation, Approval and Reporting. On the other hand, users are divided into seven categories; Main Inventor, Co-Inventor, Heads of PTJ/Dean RA, ICC Director, ICC Deputy Director and ICC Secretariat.

Diagram 1.0

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1.4 SYSTEM REQUIREMENT SOURCE The following are the basic user requirement sources:

A. Input – Process - Output (IPO) required by ICC. B. UTM Intellectual Property Policy. C. Intellectual Property Protection Application Forms. D. Report Format.

A. Input – Process- Output (IPO) IPO is a document prepared by the ICC before the project starts. Input is gathered from series of discussions, workshops and meetings. It contains work process and used as a primary source for the system development. B. UTM Intellectual Property Policy UTM Intellectual Property Policy serves as an overall guideline in developing the Intellectual Property Module. C. Intellectual Property Protection Application Forms. Forms used are:

i. IP Disclosure Form ii. InnoComm Evaluation Forms iii. NABC Scheme Template iv. Endorsement Appraisal v. Copyright Agreement

D. Report Formatting Report formats required by ICC are used in the development of the system. 1.5 USER MENU Menu developed are as follows:

MAIN MENU

SUB MENU DETAILS USER

Application Main Inventor Application Process

IP Disclosure Form Main Inventor InnoComm Evaluation

Main Inventor

NABC Scheme Main Inventor Statutory Declaration Main Inventor

Endorsement Head of Department / Dean of RA

Endorsement Process

Endorsement Appraisal

Head of PTJ/ Dean of RA

Verification ICC Secretariat Verification Process

Secretariat /Secretariat Clerk

Evaluation ICC Deputy Director Evaluation Process

ICC Deputy Director/

Secretariat Officer Approval ICC Director

Approval Process Copyright Agreement ICC Director

Reporting Report ICC Director Table 1.0: System User Table

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1.5.1 Diagram 1.2: Use Case of Intellectual Property Module By referring to Table 1.0

Intellectual Property Module

Application

Endorsement

Verification

Evaluation

Approval

Reporting

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1.5.2 Diagram 1.3: Cross Diagram For Intellectual Property Module

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2.0 USER LOG IN

Diagram2.0:UserLogInInterfaceTo log in, user is required to have UTMHr User ID and Password. Steps to log in are:

1. Input address to web browser: http://www.icc.utm.my/innocomms/ 2. Select ‘Login’ tab 3. Key in ‘ID’ 4. Key in ‘Password’ 5. Click ‘Login’ button

2.1 USER PANEL

Diagram 2.1

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3.0 INTELLECTUAL PROPERTY SEARCH

Diagram 3.0

IP Search Screen function is divided to 3 main parts 1 Search To search intellectual property recorded in system 2 Add To create new application of intellectual property protection 3 Close To exit main screen

To search for IP:

1. Select “IP Disclosure Form” menu 2. Key in “Identity Card Number, Reference Number, Type of IP” or “Status” 3. Click “Search” button 4. List of researches will be shown in “IP Disclosure Form – Personal

Information” (see Diagram 3.1) Successful search will yield result as shown by example in Diagram 3.1

Diagram 3.1

To make new application: 1. Click “Add” button (see Diagram 3.0)

To exit:

1. Click “Close” button (see Diagram 3.0

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4.0 NEW APPLICATION 4.1 IP INFO IP Info screen displays IP Disclosure Form interface

Diagram 2.3

1. Choose Type of Application from the drop-down menu. Type of applications are:

PT Patent UI Utility Innovation TM Trademark ID Industrial Design CR Copyright IC Layout Design of an Integrated Circuit TS Trade Secret

2. By clicking “Save” button, application reference number is automatically generated.

Reference number format is: Module Name/ Application Type/ Current Year/

Reference Number Example of generated data if type of application is Patent: Patent IP/ PT/2013/

00001

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4.2 IP FORM – CONTRIBUTORS On this screen, user need to key in names of research contributors

1. Click “Add” button 2. Select “Category” for member’s involvement 3. Select “Personal Status” 4. Key in “Percentage of Contribution” 5. User completes required information listed:

Name Gender Postcode Second e-mail Staff ID (if UTM staff) Contact number State Nationality Address Mobile Number e-mail Department Passport Number Gender Race PTJ Code/ RA

6. Click “Save” button 7. To add another research member, click “Add” button 8. To delete, click “Delete” button

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4.2 IP FORM – INVENTION On this screen, user need to key in description of invention.

1. Key in “Title of Invention/ Design / Representation of Trademark”. 2. Select one or more description of invention in “State of Invention” to best

describe the invention. Click “Save” to keep record in system. 3. Key in “Full Description of Invention”. Click “Save” to keep record in system. 4. Key in “Date” and “Place of Invention”. Select “Date” and “Country” of

invention. Click “Save” to keep record in system. To upload attachment:

1. Click “Add” button. 2. Click “Browse” button to select file to upload. 3. Key in “Attachment Title” 4. Click “Upload” button. If successful, user will see list of attachment on screen.

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4.3 IP FORM – PRIOR ART On this screen, user need to key in difference or similarity of the invention with prior researches.

1. Select “Yes” or “No” 2. By selecting “Yes”, user need key in information on similarity or difference of the

research. 3. Click “Save” button to keep record in the system. 4. Click “Cancel” button to go back to previous screen. 5. Click “Add” button to upload attachment.

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4.4 IP FORM – STATE PROBLEM On this screen, user need to key in in problem statement and problem solution.

1. Click “Add” button to key in problem statement and problem solution. 2. Click “Save” button to keep record in the system. 3. Click “Cancel” button to go back to previous screen.

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4.5 IP FORM – DISCLOSURE On this screen, user need to state if the invention has been or will be disclosed/ published to public.

Item 9: Past Disclosure / Publication 1. Select “Yes” or “No”. 2. By selecting “Yes”, user need key in:

Publication Date

Publication Title

Publication Description

3. Click “Add” button to upload copy of disclosure/ publication document. 4. Click “Save” button to keep record in the system. 5. Click “Cancel” button to go back to previous screen.

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Item 10: Intended Disclosure / Publication

1. Select “Yes” or “No”. 2. By selecting “Yes”, user need key in: 3.

Publication Date Publication Title Publication Description

4. Click “Save” button to keep record in the system. 5. Click “Cancel” button to go back to previous screen.

4.6 IP FORM – COMMERCIALISATION On this screen, user key in information on potential or advantages of research.

1. Key in potential commercialization route of invention or type of industries that may be interested in the invention or etc.

2. Click “Save” button to keep record in the system.

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4.7 IP FORM – FUNDING On this screen, user key in information on funding received for the research.

1. Click “Add” button to input funding information. 2. Choose funding category:

Funding Sources Internal Research Body Charitable Foundation Other Funding Body RADIS

3. By selecting RADIS, user need to key in RADIS reference number. This will

automatically display existing information on funding as per listed in RADIS. Click “Save” button to update information.

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4. By selecting other category than RADIS, user need to key in information on:

Funding Body

Type of Funding

University Reference Number Project Title

Project Leader

Project Start Date Project End Date Total

Funding

5. Click “Save” button to keep record in the system. 4.8 IP FORM – COLLABORATION On this screen, user input details on external collaborators for the research.

1. Select “Yes” or “No”. 2. By selecting “Yes”, user need select:

User can choose more than one Other academic institution √ Previous Employment √ Industrial Collaboration √ Other √

3. Key in details of collaboration and click “Add” button to upload copy

collaboration agreement. 4. Click “Save” button to keep record in the system. 5. Click “Cancel” button to go back to previous screen.

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4.9 IP FORM – DECLARATION On this screen, user input any additional information to support application.

1. Key in additional information. 2. Click “Save” button to keep record in system.

Item 15: Declaration 1. Verify that all information submitted is true to the best of user’s knowledge.

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5.0 INNOCOMM EVALUATION On this screen, user need to self-evaluate invention by answering 9 parts of questions prepared.

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Parts of include; 1 Patent Protection (Strength of Patent) 2 Readiness of the Technology 3 Value of the Market 4 Anticipated Profit Margins 5 Intensity of Competition in the Market 6 Competitive Edge Of Your Product/ Unique Selling Point 7 Ease of Access to the Market 8 Commitment and Motivation of the Team 9 Business Management and Industry Experience

1. Choose answers that are ranked from 0 to 5. Based on answers chosen by user,

overall mark will be generated in percentage. 6.0 NABC SCHEME On this screen, user need to need to complete the NABC form.

1 Opening: What’s the opening? (Hook) 2 N (Need): What’s the important, quantitative customer market Need? 3 A (Approach): What the specific, quantitative Approach to satisfying that need? 4 B (Benefit): What are the Benefits per cost from that approach? 5 C (Competitor): Who is the Competitor and what are the alternative now and in future,

and why are your benefits per cost superior? 6 Closing

Click “Save” button to keep record in the system

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7.0 APPLICATION DECLARATION On this screen, user need to verify that all submitted information is true.

1. Click “Submit” button to submit application to verifying Officer. 8.0 ENDORSEMENT Endorsement screen displays endorsement by Head of PTJ or Dean of RA for the application. System will automatically display basic information of endorser such as Name, Staff ID and Designation, as listed in UTMHR.

1. Key in remark in “Future Comment” 2. Choose Recommended, Not Recommended or Correction.

- Application with Recommended status will be sent to ICC Secretariat. - Application with Not Recommended will not go through further. - Application with Correction will be sent back to applicant for correction.

However, minor correction such as additional attachment, will be sent back to Dean of RA or Head of PTJ.

To change any information on the application, user will need to go through the work process again. Application status update will be notified via email@utm.

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9.0 SECRETARIAT VERIFICATION Secretariat Revision screen is for the Secretariat to review the application. System will automatically display the basic information, i.e. name, Staff ID and designation as listed in UTMHR.

1. Key in remark in the Note section. 2. Select Verify, Correction or Not Verify.

• By clicking the “Verify” button, application will be sent to Deputy Director of ICC.

• By clicking the “Correction” button, application will be returned to Main Inventor for correction on application. Amended application by Main Inventor will be sent for endorsement to Head of PTJ or Dean of RA.

• By clicking the “Not Verify” button, will not go through further.

Minor correction such as uploading attachment, will be sent directly to Secretariat. Application status update will be notified via email@utm.

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10.0 SECRETARIAT APPROVAL Secretariat Revision screen is for the Secretariat to approve the application.

1. Key in remark in the Note section. 2. Select Approve or Disapprove.

• By clicking the “Approve” button, application will be approved. End of process. • By clicking the “Disapprove” button, application will not be approved. End of

process. 11.0 CONCLUSION The Intellectual Property Module is developed to create UTM Intellectual Property online database and replace manual process by automating the process of application, monitoring and approval of intellectual property. This move is hoped to create a more systematic and efficient work process by allowing access to status update and record via online.