Property Management
Group work
Topic: Property management system:
Functions of property management
system
Interfaces of property management
system
Modules of property management
system
Functions of reservation module
Functions of Room management module
Property management system
Objectives
Property management system
Property management system Interfaces
Property management system Functions
Property management system modules
Property Management
Property Management
Property management: is ‘a computerized
system for integrating all elements of
hospitality information and management.
Its used to manage: Rooms, clients etc.
Property Management System
Property Management Systems (PMS) are
the cornerstone of hotel technology and is
often described as the center of all hotel
activities.
The PMS helps to manage all information
and interactions between all the different
departments in the hotel and at the same
time act as an information hub for the other
computer systems.
Front desk operations
House keeping.
Back office management
Revenue management
PMS interfaces are the formats and language that define data that one
system is capable of delivering to another.
PMS interfaces include:
a) Central Reservation Systems (CRS) -Is a type of reservation software
that is used to update and maintain information of a hotel
b) Internet
c) Points Of Sale(POS)-It’s the device or software that you use to process
transactions and accept payments, likely from your retail store.
d) Electronic Door Locking System (EDLS)-locking doors
e) Catering Information Systems (CIS)
f) Back Office Systems (BOS
g) Global distribution system(GDS)etc.
Each of these can be used separately
but work more efficiently when linked
together to form an integrated hotel
system.
Integrated hotel system.
An integrated hotel system: is a set of
applications that together assist in
managing and controlling all aspects of
hotel operations.
Such a system helps management to
better satisfy the needs of the guests.
should be capable of handling every
transaction, from the guest’s initial
telephone enquiry to their final billing.
An integrated hotel system is composed
of the PMS interfaces.
functions of a PMS;
The PMS tracks which rooms are
currently occupied or vacant in the hotel,
The PMS allows for the creation of a wide
range of room rates, covering different
rooms, dates and the company or
association discounts.
The PMS tracks the availability of all
guestrooms and rates for at least the
next 12 months.
The PMS tracks the details of each guest’s
reservation, whether as an individual or as a
part of a group.
The PMS helps to select an appropriate room
for the guest either on or before arrival.
PMS facilitates the check-in process.
The PMS keeps an up-to-the-minute record
of all guest transactions and maintain the
guest’s folio by ensuring that expenses are
charged.
The PMS accepts full or partial payment
when guests check out.
The PMS follows through on any resulting
accounts receivable if part of the
payment is charged to an outside
account, such as the guest’s company.
A PMS application consists of four
programs or modules which include;
a) Reservation and Registration.
b) Housekeeping and Rooms Management.
c) Guest accounting.
d) Night auditing.
Reservation and Registration.
Reservation: is the allocation of vacant
rooms to incoming guests and marking
those rooms as being occupied.
Most systems allow reservations to be
retrieved using the guest’s name or the
reservation confirmation number.
Reservation module performs the following functions
Establishing and displaying the availability of
different room rates for different room types,
including specific rates negotiated for
individual groups and companies.
Allowing manual setting of length-of-stay
restrictions as required during peak occupancy
periods.
Taking bookings for individuals and groups,
preferably checking guest history records
automatically to see whether they have stayed
at the hotel before
Blocking specific room numbers for
guests, when appropriate (VIP, specific
request from the guest, etc).
Creating group bookings with different
numbers of different room types blocked
on each night, with the rapid entry of
names from a rooming list.
Sending confirmation as required,
preferably by fax or email, as well as
printed for regular mails
Setting up multiple folios for any guest, with
the system posting charges automatically to
the appropriate folio.
Creating package plans consisting of various
combinations of room rates, meal charges,
and fees for other services such as parking.
Allowing for service charges and various
federal, state, and city taxes to be applied
automatically to appropriate charges,
tracking all guests and groups that are tax-
exempt.
Tracking at least one travel agent for
each reservation, and reporting on the
commission payable after check-out
Recording the payment of advance
deposits, applying them to the correct
guest records, or tracking their return or
forfeitures in the event of cancellation, in
accordance with hotel policy.
Housekeeping and Rooms
Management
Rooms management is tracking which
rooms are occupied.
waiting to be cleaned
waiting to be inspected
ready to be passed back to the front
desk for allocation to incoming guests.
The Rooms Management Module (RMM)
is an important information and
communication branch within the PMS as
it maintains
current information on the status of
rooms
assist in the assignment of rooms during
registration
helps coordinate many guest services.
The housekeeping or accommodation
management department of a hotel is
responsible for cleaning and maintaining
both the guest rooms and the public
areas of the hotel.
Its work is closely coordinated with that
of the front office.
Good communication between the
housekeeping and front office is
essential because the front office needs
accurate up- to- date information on the
status of every room
In other to operate effectively and it is
the RMM that strengthens the
communication links between these two
departments.
RMM performs the following functions:
Identify current room status.
Assist in assigning rooms to guests at
check-in.
Provide in-house guest information.
Organize the housekeeping activities.
Provide auxiliary services.
Generate timely reports for
management.
Merits of the Rooms Management Module
(RMM)
It eliminates the need for traditional front office
equipment, such as room racks and information
racks.
Enables management to efficiently schedule need,
housekeeping staff and to review detailed
housekeeping productivity reports.
Automated wake-up systems and message waiting
systems can be interfaced with the Rooms
Management Module to provide greater control
over these auxiliary guests’ services.
Demerits of the Rooms Management
Module (RMM)
Room attendant’s carelessness can
result in ‘room status discrepancy’.
Guest accounting.
This involves tracking all guest charges
and payments and producing the final
guest bill.
A folio is opened for the guest at
registration to allow charges to be
posted to the guest’s account.
This folio must always be accurate, up to
date and capable of being produced for
the guest on demand.
Charges posted to the guest account
include correct room rates, taxes, and
various hotel services such as bars,
restaurants and leisure facilities.