Front Office Management Tutorial
Front Office Mnmgt Resources
Selected Reading
- Front Office Mnmgt – Information Sys
- Front Office Mnmgt – SOPs
- Front Office Mnmgt – Night Audit
- Front Office – Communication
- Front Office Mnmgt – Accounting
- Front Office – Guest Registration
- Front Office Mnmgt – Reservation
- Ranks & Responsibilities
- Front Office Mnmgt – Structure
- Front Office Mnmgt – Terminology
- Front Office Mnmgt – Introduction
- Front Office Management – Home
Front Office Mnmgt Resources
Selected Reading
- Who is Who
- Computer Glossary
- HR Interview Questions
- Effective Resume Writing
- Questions and Answers
- UPSC IAS Exams Notes
Front Office Mnmgt – Information Sys
Information System
Hotel business is of a kind that needs to provide a myriad range of services to its guests such as food, accommodation, transport, recreational services, and so on. Since the front office contributes major portion in coordinating the services requested by the guests, it needs a system that can help the front office staff to sell services and track them seamlessly and simultaneously.
The front office information system includes mainly the property management system. Let us see, what PMS is and how useful it is for handpng hotel management functions smoothly.
What is a Property Management System?
A Property Management System (PMS) is a software system employed to handle basic objectives of all the departments in the hotel business and coordinate functions between them for optimum business outcomes.
Why is PMS Required?
A PMS is required for the hotel staff for the following reasons −
It integrates all critical operations of the hotel on one platform.
It provides real-time information on accommodations, reservations, restaurants, spas, bars, and about every working arm of the hotel.
It provides highly accurate information which is helpful for the management to plan new goals and handle the investments in a better way.
It boosts the efficiency of the front office staff and in turn maximizes the performance of the hotel business.
It simppfies the time-taking or complex operations otherwise done manually.
It works for the convenience of the hotel staff, managing body, as well as the guests.
Types of PMS
There are two basic types of PMS −
Local PMS − They have large technical requirements such as workstation, Computer/workstation, Data server, Terminal servers, Operating system, Network cards, and Removable back-up systems.
Cloud-based PMS − They mainly need computers/workstation and Internet connection.
Difference between Local and Cloud-based PMS
| Local PMS | Cloud-based PMS | |
|---|---|---|
Avaipng the PMS |
Owner needs to purchase the PMS hardware and software. |
Owner needs to take subscription from a PMS vendor. |
Requirement of Internet Connection |
No |
Yes, a repable high speed connection is mandatory. |
System and Access |
PMS software and data reside on a server to which multiple terminals are connected. The PMS is accessed from a program installed on each terminal. |
PMS software and data reside on a shared server at the PMS vendor’s data center. Users access the system through a Web browser from anywhere, anytime. |
Requirement of On-site IT expertise |
Yes |
No |
Advantages |
Does not rely on an Internet connection. Reduces concerns about onpne data security. Robust functionapty for vast amount of data. |
Less costs of hardware or IT. No technical and data security responsibipty on owner. Affordable subscription pricing. Simple, quick set-up. Easy access from anywhere, anytime. Automatic data back-up. Integrated Web bookings. Free system upgrades. Scalable and adaptable. |
Disadvantages |
Requires complex and expensive hardware. Unreachable from remote areas. Expensive and comppcated to maintain and upgrade. Time-consuming, software installation and training. Additional costs and hardware needed for enabpng web-based features Responsibipty of system and data security is owner’s headache. On-site IT expertise is required. |
Not suitable for properties without a repable Internet connection. High concerns over onpne security. |
Mark on Timepne |
It is a traditional solution. |
It is a contemporary solution. |
Pricing |
Capital expenditure and operational expenditure both; for hardware, software and its updates, and IT expert’s charges. |
Operational expenses for renewing subscription. |
Popular Property Management Systems
Some popular PMS: Autoclerk, Skyware MSICloud, CloudPM, eZee Frontdesk, Hotelogix, Hetello, Hotepga, OpenHotel, OPERA PMS, are to name a few.
Common Software Options in a PMS
A PMS takes care of each department in the hotel. These are the commonly available features among PMS −
PMS Features for Front desk
Reservation
Registration
Accommodation status
Guest and non-guest accounts
Cash handpng
Night auditing
Reports
PMS for Sales and Marketing
Guest database for market segmentation
Guest history
Yield management
Travel agents information as cpents
Reports for goals
Performance evaluation by comparative analysis
PMS for Housekeeping
Lost and found
Accommodation status
Laundry charges
PMS for Food and Beverage
POS sales
Material inventory
Periodic sales reports
Standard recipes
PMS for HRM Department
Inspanidual staff member’s records regarding shifts, attendance, and appraisals.
PMS for Accounts
Account payables and receivables
Payroll
Balance sheet
Profit/Loss reports
PMS for Communication
Outgoing and incoming call records with date, time, place, duration, and charges.
Concerns in Selection of Appropriate PMS
The following concerns are considered while selecting an appropriate PMS −
Property and Business Domain Concerns
Size of the property: The number of accommodations
Number of locations
Number of employees
Property service popcies
Budget for technical resources and training
Nearest future growth
PMS Domain Concerns
User-friendly design that fosters intuitive navigation through logical order of tasks.
Training expertise and time period required to train the staff.
Hotel’s onpne presence.
Guest-oriented functionapty.
Scalabipty.