Computer application in Front Office

Computer application in Front Office

Points to consider while selecting a PMS

• Budget: Budget must be a consideration while selecting a Property Management System for your hotel. A small hotel may want to opt for a local, lesser known brand for the cost constraints while bigger hotels may opt for well known brands as they can afford it.
• Brand: Well known PMS brands are considered reliable which may help bigger hotels to decide upon selecting hotel management software based on their brand image.
• Cost of Operation:  The hardware (computer, printer, back-up discs etc) used by the PMS should be replaceable at a reasonable cost.  Costs for operating supplies, such as paper and cartridges should also be reasonable.  Systems that require such hardware part which cannot be obtained economically, readily and locally should be avoided. 
• Ease of Installation:  Hotel’s operate 24hrs a day and 7 days a week, so any disruption in the continuous operation of its PMS can affect the hotel and its guests.  Before selecting a new PMS, the FOM should thoroughly investigate the amount of time required in the installation of the new system.  Installation time and its actual cost must be a common consideration in the selection of a new PMS.
• Ease of Use:  New Front Office employees must learn how to use the PMS.  The ease with which they can learn the system is a factor in reducing training costs and increasing the pace at which new employees become comfortable operating the system.
• Ease of Interface Integration:  Information needed by FOMs to professionally manage Front Office comes from a variety of sources.  Hotels use many automatic systems like card-key machines, telephone systems which must interface with the PMS for operational utility and efficiency.
• Maintenance Requirements:  Like any other hotel equipment, the PMS must be properly maintained to operate efficiently.  The cost of effective preventive maintenance may vary from one PMS to another. The FOM must determine and understand the time and money required to minimize down time and to maximize system efficiency by providing routine, ongoing maintenance.
• Ease and Frequency of Upgrading:  Technology advances at a fast pace.  Hardware and software upgrades are routinely issued by manufacturers, and most of these significantly improve the operational effectiveness of a PMS.  FOMs should anticipate significant increases in demand for up gradation, memory, and speed and should provide for the same at the time of procurement. 
• Quality and Availability of Support Services:  A PMS is a computerized system and is vulnerable to hardware malfunctioning, software glitches, and potentially damaging intrusive viruses.  Support services personnel, preferably via a toll free telephone number must be accessible on a 24 hrs and 7 days basis.

IMPORTANCE OF USING COMPUTER APPLICATIONS IN FRONT OFFICE

• Reduces paper work
• Environment friendly
• Saves time
• Increases efficiency
• Reduces error
• Increases speed and guest satisfaction
• Improves co-ordination among different hotel departments

Reservation Module includes the following features:

§  It provides room status records when the date of arrival, date of departure and type of guest rooms are entered in the system.

§  It can check the reservation status of a guest quickly.

§  It displays room availability status by simply selecting a date.

§  It can attach guest messages to relevant reservations, to be delivered at the time of arrival.

§  It can automatically calculate rates.

§  It can create group blocks etc

Front Desk Module includes the following features:

• It can access guest information easily and quickly for viewing, modification or check-in.
• It displays a graphical room layout with the room status information.
• It tracks all guest activities for the length of their stay.
• It prints registration cards.
• It updates the system in case of a guest room change etc.

Cashier Module includes the following features:

• It manages all aspects of the guest folio including debits, credits, adjustments, transfers and allowances.
• It allows the viewing or printing of folio details and summary information.
• It consolidates all transactions and produces and accurate bill, enabling a speedy checkout.

Reporting Module includes the following features:

The reporting module has various formats which allow the management to retrieve operating or financial information at any point of time.  With this module, the management can quickly access information such as the availability of rooms on a particular day, the number of guests arriving on a specific day, listing of guest’s folio balances, outstanding balance reports etc.

DIFFERENT PROPERTY MANAGEMENT SYSTEM

There are several companies that provide the PMS software to hotels, with their own unique features to suit the different requirements of various hotels.  Some of the companies providing PMS software are Micros, Amadeus, IDS Fortune, and Shaw Man. 

AMADEUS 

Amadeus property management system can be integrated with Front Office, sales and marketing, and financial management functions.  It allows the user to move faster in all core aspects of guest experience management. 

FRONT OFFICE MODULE:  This module offers full availability, reservation, billing, and yield functionalities, which in turn generate useful performance statistics.  It provides data on performance indicators such as sales, accounts, source, and segment activity, which is monitored to analyze business efficiency and used to generate management reports. 

SALES AND MARKETING MODULE:        This module aids the sales and marketing professions to target potential guests and effectively manage customer relationships. 

CONFERENCE AND BANQUETING MODULE:      Event planning is a feature that helps generate revenue for hotels.  The key features of the conference management system include real time conference/ meeting room availability and equipment management.

FINANCIAL MANAGEMENT:  It is designed for liquidity planning and control along with comprehensive accounting, financial reporting and analysis

FIDELIO

Fidelio hotel management software is a completely integrated system package.  Fidelio headquarter is in Munich, Germany.  This EMS maximizes the efficiency of the hotel.  It is a highly flexible system.  Its uniform and user friendly programme means that the hotel employees can learn this system quickly.  Fidelio has pulled down menus which help and assist the user at every step and only short term training to staff is required. 

1. Fidelio promotes smooth functioning of all the departments.
2. It reduces paper work and helps in saving money on extra stationery.
3. It eliminates communication gap between departments.
4. It helps in providing quality service to the guest thereby, up-keeping the hotel’s goodwill.
5. It is a highly flexible programme and has facilities like screen painter, report generator, user definable report menus and night audit etc.
6. It has the ability to create extensive guest history.
7. It has extensive modules for various hotel management operations like reservation module, front desk module, cashier module, night audit module, material management system etc.

One disadvantage of Fidelio may be that it is very expensive and any under utilization will be expensive.  Its maintenance is also costly compared to other systems.  Another disadvantage may that during night audit terminals are shut down, thus check-ins and check-outs during the period cannot be taken during the period.