IT 118- Chapter 5

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  • 1. Chapter 5 Property Management System Interfaces Managing Technology in the Hospitality Industry Sixth Edition (468TXT or 468CIN)© 2011, Educational Institute
  • 2. Competencies for Property Management System Interfaces 1. Identify ways in which managers can minimize the risks associated with interfacing various stand-alone systems with a hotel property management system. 2. Explain how a central reservation system interfaces with a hotel property management system. 3. Explain how a point-of-sale system interfaces with a hotel property management system.© 2011, Educational Institute (continued) 2
  • 3. Competencies for Property Management System Interfaces (continued) 4. Describe the features and functions of a telephone call accounting system and discuss the advantages of interfacing call accounting systems with hotel property management systems. 5. Distinguish between hard-wired and micro-fitted electronic locking systems and identify electronic locking system features and reports.© 2011, Educational Institute (continued) 3
  • 4. Competencies for Property Management System Interfaces (continued) 6. Identify the features and functions of an energy management system. 7. Identify and discuss examples of auxiliary guest services that can interface with a hotel property management system. 8. Describe guest-operated devices that may interface with a hotel property management system.© 2011, Educational Institute 4
  • 5. Property Management Systems • Is a system application that gives automated information about a facility and directly relates to the front and back office operations in the establishment© 2011, Educational Institute
  • 6. Property Management Systems • This system connects and coordinates several modules in the establishment • Reservations • Rooms Management • Guest Accounting© 2011, Educational Institute
  • 7. What does Property Management Systems do? • Tracking of Availability of rooms / facilities • Tracking of guest information and reservation details • Guest consulting© 2011, Educational Institute
  • 8. What does Property Management Systems do? • Registration and check in facilitation • Guest Accounting services and balances • Housekeeping room status and services monitoring© 2011, Educational Institute
  • 9. © 2011, Educational Institute
  • 10. Five C’s of Interfacing • Confidence—test each system separately. • Contracts—analyze existing provisions and look for any prohibitions. • Communications—determine the “what, when, and how” of information exchange. • Comparisons—contact users who succeeded with the same interface. • Contingencies—develop procedures for downtime in case the interface stops working.© 2011, Educational Institute 10
  • 11. Common PMS Interfaces • Central reservation system • Internet • Sales and catering • Point-of-sale • Electronic payment processing • Revenue management© 2011, Educational Institute (continued) 11
  • 12. Common PMS Interfaces (continued) • Back office accounting • Call accounting • Electronic locking systems • Energy management • Auxiliary guest service devices • Self-service devices© 2011, Educational Institute 12
  • 13. Common POS Terminal Locations • Restaurants • Bar and lounge areas • Room service stations • Concession areas • Gift shops • Pool and spa areas • Pro shops© 2011, Educational Institute 13
  • 14. POS to PMS Interfacing Questions • Will individual transactions or consolidated transactions be transmitted? • Will data be transmitted as it is collected or batched and sent at a later time? • How much data will be stored in PMS files and how much will be retained by the POS system? • How and when will settlement affect stored transaction data?© 2011, Educational Institute (continued) 14
  • 15. POS to PMS Interfacing Questions (continued) • What audit procedures will be followed to ensure proper posting and monitoring of transactions? • Will data be carried forward indefinitely? • What contingency plans will be executed should an interface failure occur?© 2011, Educational Institute 15
  • 16. CAS Functions • Call placement or automatic identification of outward dialing (AIOD) • Call distribution or automatic route selection (ARDS) • Least-cost routing (LCR) • Call rating program (CRP) • Call record© 2011, Educational Institute 16
  • 17. Call Record Elements • Date • Guestroom extension number • Telephone number dialed • Time call was placed • Duration of call • Cost of call • Tax and markup charges • Amounts posted to guest folio© 2011, Educational Institute 17
  • 18. CAS/PMS Interface Advantages • Enhanced services and guest satisfaction • Improved communications networking • Improved call pricing methods • Minimized telephone traffic expenses • Automatic charge posting to guest folios • Automatic call detail records • Detailed daily reports of telephone transactions© 2011, Educational Institute 18
  • 19. Electronic Locking System • Replacing traditional brass keys and mechanical locks with sophisticated guestroom access devices. • May or may not require major re- construction.© 2011, Educational Institute 19
  • 20. Electronic Locking Systems Hard-wired locking systems • Operates through a centralized master code console • This console controls all doors cabled to master console • All doors are connected through the master console. • A front desk clerk follows a prescribed check-in procedure and creates a new key card. The console transmits the key card code to the assigned remote guestroom door lock.© 2011, Educational Institute 20
  • 21. Electronic Locking System Micro-fitted locking systems • Locks configured as individual stand-alone units • Each door has a microprocessor • Terminal at front desk encodes keycards • System relies on predetermined sequence of codes© 2011, Educational Institute 21
  • 22. ELS Features • May produce various levels of master keys. Several distinct levels of security. • Some ELS can provide a “do not disturb” option. • Auto scrambling/ destruction of the predetermined code should the key card be inserted for long period of time. • Card less keys that use a numeric code and biometrics© 2011, Educational Institute 22
  • 23. Energy Management Systems • An automated system designed to manage the operation of mechanical equipment in a lodging property. • Allows properties to determine when to turn on, off or regulate the equipment’s power needs. • When integrated into the PMS, it can send messages to the PMS to change the guest room electricity requirements when a room is booked.© 2011, Educational Institute 23
  • 24. Energy Management Systems • Can conserve energy, contain energy costs and tighten operational controls over guestrooms and private spaces environments. • Can be a stand-alone application or a central feature of the rooms management module of a PMS.© 2011, Educational Institute 24
  • 25. EMS Controls • Demand control • Duty cycling • Room occupancy sensors© 2011, Educational Institute 25
  • 26. Auxiliary Guest Services • Automated wake-up calls • Message-waiting systems • Voice messaging systems • Voice mailboxes • Voice over Internet Protocol© 2011, Educational Institute 26
  • 27. Guest-Operated Devices • Self-check-in/self-check-out systems • In-room entertainment systems • In-room vending systems • Guest information services© 2011, Educational Institute 27