HPC 9 Module 5 Hospitality Information Property Management System (1) PDF

UNIVERSITY OF RIZAL SYSTEM Province of Rizal UNIT 2 Hospitality business tools and technologies Module 5 HOSPITALITY INFORMATION PROCESSING PROPERTY (Property Management System ) Learning Objectives: o D...

UNIVERSITY OF RIZAL SYSTEM Province of Rizal UNIT 2 Hospitality business tools and technologies Module 5 HOSPITALITY INFORMATION PROCESSING PROPERTY (Property Management System ) Learning Objectives: o Define PMS o Show the Interfaces of PMS o Discuss functions of PMS Discussion Introduction Property management systems may be used in real estate, manufacturing, logistics, intellectual property, government or hospitality accommodation management. They are computerized systems that facilitate the management of properties, personal property, and equipment, including maintenance, legalities and personnel all through a single piece of software. They replaced old-fashioned, paper-based methods that tended to be both cumbersome and inefficient. In the Hospitality industry, the term property management systems (PMS) is generally used to describe the set of computer programs that directly relate to front office and back office activities. Hotel Property Management Systems In the hospitality industry a property management system also known as a PMS is a comprehensive software application used to automate hotel functions like guest bookings, online reservations, point of sale, telephone, accounts receivable, sales and marketing, banquets, food and beverage costing, materials management, human resources and payroll, maintenance management, quality management and other amenities. Hotel property management systems may interface with central reservation systems and revenue or yield management systems, front office, back office and point of sale systems. Property Management systems integrate all of the information needed to manage: Front office Back office and Office automation  UNIVERSITY OF RIZAL SYSTEM Province of Rizal Property management systems also provide data that marketing can use for various activities such as: Revenue maximization, better rooms inventory control, more accurate management of room blocks, and yield management capabilities, Automation helps hotels provide better guest service and related recognition programs. Indeed, guests can count on same room, same seat, same car preference as a result of guest history and preference systems. By automation, guests will experience automated check-in and check-out Similar technology has provided automated airline ticketing and car rentals A variety of stand-alone applications may also be interfaced with an installed PMS such as: point-of-sale, call accounting, electronic locking, etc. Computerized back office application typically included in back office PMS packages contain modules covering accounting and internal-control function. Hotel Property Management System Interfaces Point-of-Sale Systems When the main processor of a POS system interfaces with a property management system (PMS), data can be directly transferred from the POS system to various front office and back office. POS place at: Restaurants Bar and Lounge areas Room service stations Gift shops Pool areas  UNIVERSITY OF RIZAL SYSTEM Province of Rizal Pro shops Telephone Call Accounting Systems Telephone Call Accounting Systems (CAS)tracks guest room phone charges. It thus enables hotel to take control over local and long-distance telephone services and to apply a markup to switchboard operations. A call accounting system can place and price out-going calls. When a CAS is interfaced with a front office guest accounting module, telephone charges can immediately be posted to the proper folios. Electronic Locking Systems Often these systems interface with a front office computer system, thereby enabling management to exercise important key control measure. One kind of electronic locking system functions through a computer terminal at the front desk. The terminal selects a code that will permit entry and then produces a card for the guest to use. Once a code is entered and a card produced, all previous codes are canceled, and cards issued to previous guests no longer function Energy Management Systems Interfacing energy management systems with a hotel computer system links guestroom energy controls with the front office rooms management package. This technology is used to extend guest in-room comfort. Passive infrared motion sensors and door switches automatically switch off lights and air conditioning when a guest is out of the room thus reducing energy consumption. An energy management system monitors guestroom temperatures by computer. This may lead to significant reductions in energy consumption and lower energy costs. Auxiliary Guest Service Devices Automation has simplified many auxiliary guest services such as the placement of wake- up calls and voice messaging for guests. An automated wake-up system permits front desk employee to input a guest’s  UNIVERSITY OF RIZAL SYSTEM Province of Rizal room number and requested wake-up time. At the specified time, the system automatically rings the room and calls back at predetermined intervals until the guest answers the phone. Electronic message-waiting systems are designed to let a guest know that a message is waiting at the front desk. Traditional message-waiting device is capable of flashing a light on a telephone or television in the guest’s room. Now, actually display message on the television screen. Functions of Property Management System A good Property Management System must be able to provide six basic functions which include: A. Enable guests to make reservations  UNIVERSITY OF RIZAL SYSTEM Province of Rizal The figure above represents the use of PMS in guest room reservation. B. Enable guests to check-in/register when they arrive and check- out/pay when they leave At front desk Remotely PDA Remote terminal C. Enable staff to maintain guest facilities Room type Status Occupant Inspections D. Account for guests’ financial transactions  UNIVERSITY OF RIZAL SYSTEM Province of Rizal Credit Card Information Address Information Business Home Room Rate Room Charges Night Audit Collects and Posts Room/Guest Data E. Track guests’ activities for use in future sales efforts F. Information relevant and beneficial to future sales efforts Accessed by: CRS - Central Reservation System CRM - Customer Relationship Management CRM is used to collect and maintain data about sales contacts. Very comprehensive - names, addresses, birthdates, anniversaries, business, personal G. Interface with other systems H. GDS - Global Distribution System CRS – Central Reservation System must integrate seamlessly even if from different vendors Sales and Catering Applications POS (F&B) Retail Points HVAC or EMS Systems In-Room Amenities Messaging Security Call Accounting System seamlessly to avoid duplicate data and mistakes.  UNIVERSITY OF RIZAL SYSTEM Province of Rizal Learning Activities https://www.youtube.com/watch?v=McPpqbG4yUY Self -Assessment Question 1.What is PMS briefly discuss the hotel property management system interfaces 2. What are the good six basic functions of Property Management System?  UNIVERSITY OF RIZAL SYSTEM Province of Rizal Answer to Self -Assessment Question 1.Property Management System is a comprehensive software application used to automate hotel functions like guest bookings, online reservations, point of sale, telephone, accounts receivable, sales and marketing, banquets, food and beverage costing, materials management, human resources and payroll, maintenance management, quality management and other amenities. Hotel property management systems may interface with central reservation systems and revenue or yield management systems, front office, back office and point of sale systems. Property Management systems integrate all of the information needed to manage: Front office ,Back office and Office automation 2. six basic good functions of PMS Enable guests to make reservations Enable guests to check-in/register when they arrive and check-out/pay when they leave Enable staff to maintain guest facilities Account for guests’ financial transactions Track guests’ activities for use in future sales efforts Interface with other systems GDS - Global Distribution System CRS - Central Reservation System