Description
Document covers topics of Constraints, Methodology, Project products, Activities, Resources, Risk Analysis and Monitoring and Control.
‘HiTech’ Hotel Manager Software for Hotels
Index
Content 1. Introduction 2. Background 3. Objectives 4. Constraints 5. Methodology 6. Project products 7. Activities 8. Resources 9. Risk Analysis 10. Monitoring and Control 11. Conclusion 12. References 13. Appendix
Page Number
1. Introduction Hard Rock Hotel & Casino in Las Vegas is to undergo a major expansion. Plans Include Two New Guest and Suite Towers and Expansion of Casino, Meeting Space and Award-Winning Pool. The expansion project will include the addition of approximately 950 guest rooms, including an all-suite 15-story tower with upgraded amenities, approximately 60,000 square feet of meeting and convention space, and approximately 35,000 square feet of casino space. In addition, the project includes the expansion of the Hard Rock?s award-winning pool, several prominent new food and beverage outlets, a new and larger “Joint” live entertainment venue, 30,000 square feet of new retail space, as well as a new spa and health club. As part of the project, the Hard Rock?s existing suites and common areas will be renovated to revitalize the property and bring it up to best-in-class brand standard. Upon completion, the Hard Rock will have approximately 1500 fully modern, state-of-the-art rooms and all of the services and amenities of the larger, impersonal casino hotels, while preserving an intimate and exclusive environment with unique advantages such as its world-class pool and comfortable boutique feel. The hotel always aimed at giving its employees the right information at the right time to enhance guest service and make better decisions, but printed newsletters and overfull e-mail inboxes remained to be a problem. With the expansion, the hotel foresees difficulty in managing the records and other information. „HiTech? software company has learned about the hotel?s concerns and is here to propose the ‘HiTech’ Hotel Manager Software which is a one-time solution to all their worries. HiTech firm would be interacting with the CIO of the hotel and his team.
2. Background About Hard Rock Hotel & Casino The Hard Rock Hotel & Casino in Las Vegas is an immensely popular location in one of the biggest tourist destinations in the world.
?
Hotel - an 11-story tower with 648 guestrooms, 64 suites, designed by Mark Zeff and one penthouse.
?
Casino - a 30,000-square-foot (2,800 m2) casino that includes table games including, blackjack, roulette, and poker, and swim-up blackjack. The casino also features the Fender Room, a high-limit slot machine room and the Peacock Lounge, a high-limit gaming room.
?
Meeting Space - over 60,000 square feet (5,600 m2) of meeting space and an additional 136,000 square feet (12,600 m2) of special event space.
?
Restaurants
? ? ? ? ?
Nobu - Japanese-Latin Fusion Rare 120 - Modern American Steakhouse (opening April 2009) Ago - Northern Italian Mr. Lucky?s 24/7 - Diner Pink Taco - Mexican
?
Shops and Boutiques
? ?
Love Jones - lingerie boutique Brannon Hair Salon
Existing IT environment The hotel created an intranet portal using out-of-the-box components from Microsoft software that the hotel owned - and without the help of outside consultants. The portal grew, a page at a time, to encompass information from all hotel departments. Hard Rock Hotel & Casino selected Cisco for their hotel towers. Ascent Solutions provided design, architecture, and will be providing the engineering services to deploy the new solution. The implementation consists of Cisco LAN/WAN/Wireless and security products. Wireless infrastructure from Powerwave Technologies is installed. It has the potential to enhance the customer experience and guest loyalty by making it mobile, meaningful and transparent. Circumstances or problems leading to the current project
The Company has already announced a joint-venture partnership with Boyd Gaming for their development project, Echelon Place, that will be anchored by two prominent MHG brands, Delano and Mondrian, which are expected to add a total of 1,600 rooms to the market in 2010. The problem they would face is to organize large amounts of data of rooms, visitors, employees, restaurants, accounts and other general records. Stakeholders in the project ? ? ? MHG, the owner is at highest stake The CIO, CFO and the CEO Above all, the customers
3. Objectives of the project ? ? ? ? The main objective is to install „HiTech? Hotel Manger software to facilitate a complete Management Information System. Provide proper training to the employees to operate the software The results: Staffing and financial decisions should be made more quickly, in time to affect both labor costs and guest satisfaction. Improved efficiency in the day to day operations in terms of speed and effectiveness.
4. Constraints Constraints for the project can be broadly looked at from three angles - time, budget and people. Fred Kleisner, president and CEO, said in a statement: "In an increasingly difficult environment, we continued to manage our cost structure and balance sheet in a proactive and aggressive manner to preserve shareholder value. We implemented an additional $10 million in annualized cost savings in the first quarter of 2009 and ended the first quarter with over $87 million in cash on hand. We are confident that we are taking all the right steps to get us through this challenging period, while at the same time maintaining our unique brand experience so that we are well positioned for growth when the economy turns around."
Morgans' Hard Rock brand was hit hard like the rest of the company's properties. Hotel room occupancy for the Hard Rock fell from 94 percent in the 2008 quarter to 89.3 percent in the 2009 period, while revenue per available room slid from $173.34 to $120.55. The Hard Rock last month opened its new and expanded Joint Concert Hall and added approximately 65,000 square feet of meeting space. The north tower with 490 rooms is scheduled to open this october and the casino expansion and south tower with 374 rooms is projected to open in late 2009 or early 2010, Morgans said. On the financial front, the company would make careful investment as it is hit by the recession. But nevertheless, to improve its sales and customer satisfaction, it would not be reluctant to go for HiTech Hotel Manager. HiTech Hotel Manager: Single User 1-5 Users 5-10 Users – – – US$ 400.00 US$ 575.00 US$ 800.00
Time is very crucial and is a very big constraint as they have to start functioning of 374 rooms by early 2010. This implies that the software should go live by December 31 st. Considering a buffer period, working backwards to frame the Time Schedule of implementation of the software, we arrive at: January 3rd December 20th to January 2nd November 29th to December 19th November 8th to November 28th October 25th to November 7th October 4th to October 24th September 20th to October 3rd September 6th to September 19th – Going live – Testing phase, prior to going live – Testing the code – Customizing (Coding) – Design – Infrastructure setup (Requirement Analysis) – Requirements gathering in detail – RFP
People, the employees may show resistance to the new technology. They might also be reluctant to undergo training as they consider it to be an additional work load to their current job.
5. Methodology Waterfall model is the approach. The steps in the methodology implemented would be as follows: (i) Feasibility study of the IT infrastructure – Is the current hardware sufficient or not. If not bring in more. This software runs only on Windows
98/2000/NT/2003/ME/XP. All the systems should be brought under the same platform. Is it feasible and possible? (ii) Requirements would include increasing the speed of operations, improve efficiency, generate reports run-time, etc. (iii) Analysis of the above requirements as to what are the elements and components that would be involved to achieve them. (iv) Design – Modular approach is adapted where in modules are developed individually and in parallel. Each module of the software is customized according to the requirements. (v) Coding is done modular wise. The Rooms module and the rest are coded by different programmers simultaneously. Though it is a cost over-run, the time on hand is very less and programmers are specialized in their specific domain or module. (vi) Testing – Unit testing is first done. Every module is tested by the testers and then system testing to the end. Training is given to employees to operate the systems. (vii) Implementation – The software is made to go live module wise. To reduce the downtime and outage, the transition is done smoothly by launching it from 00.00 hrs to 4.00 hrs when the customer traffic is silent. (viii) Maintenance – Production support is given by HiTech company and they will be maintaining the systems from then onwards.
6. Project products HiTech Hotel Manager Program is a very powerful tool for Hotel Management. The program has got powerful features to take care of all requirements of a Hotel and serves as a complete Hotel Management system. The design of HiTech Hotel Manager is modular. The data from various modules flows in Accounts module and all your final reports are produced at a touch of a button. HiTech Hotel Manager will streamline the business accounting in such a way that through improved management you will see the profitability of the business grow. This modular program keeps detailed information about the Visitors, Rooms, Employees, and accounts the hotel deals with. Apart from the preparing and printing the bills, K.O.T. & vouchers HiTech Financial Accounting keeps the accounts up-to-date without any effort. Numerous reports are available for viewing and printing where you can keep an eye on the vital indicators about the business. The program uses Microsoft Access databases powered by Microsoft Jet Database Engine for fast and efficient storage and retrieval of Data. The program uses spreadsheet to display all your data on the screen at the same time for easy readability. The program includes built in tools like Information Export Panel Information Export Panel that allows you to export all reports from to program to Printer with print preview, email, MS Excel, MS Word, CSV Text and also upload to web using FTP. All reports can be displayed in grid as well as in list view (sort-able) format. Another tool included with the program is Communication Control that is linked to party (customer, supplier, employee etc.) records. You can write a communication using word, excel or notepad or send an email to a party. The communication is linked with the party record and can be re-accessed again. Also telephone numbers can be dialed by click of a button using the computer modem. HiTech Hotel Manager has following modules for complete business information management:
? ? ? ?
ROOMS MODULE VISITORS MODULE RESTAURANT MODULE EMPLOYEES MODULE
? ? ?
ACCOUNTS MODULE BAR CODING MODULE UTILITIES
The program is VAT Enabled and follows VAT (Value Added Tax) system of taxation. Billing / making vouchers is fast and efficient and posting is fully automated. All the reports can be prepared and printed effortlessly in various fonts. Apart from the normal high quality window printing fast printing is also made available using fast printing fonts. This printing is as fast as draft mode printing as under DOS. All the reports can be customized so that you are able to print and see only the columns you require in a report. Telephone, Laundry Charges, Other Charges can be included in the bill. The K.O.T. of the room are automatically billed in the room bill along with the telephone and other charges. The K.O.T billing report keeps track of all the K. O. T. and shows whether all the K.O.T. have been billed or not. K. O. T., Restaurant Bills and Telephone, Laundry, Other Charges details can also be printed along with the room bill for giving to the customer. It is optional to print the restaurant charges in the room bill depending upon the need of the customer. Complete flexibility is provided for auditing of the accounts. There are no shackles put forth in the editing of all or deleting of any transactions. Even the whole ledger can be reconstructed after correcting and deleting any errors made in the transactions / bills / vouchers. Three level User Access is controlled by passwords and sensitive tasks can be performed only at the chief level giving the whole system added security. HiTech Hotel Manager is equipped with multiple document interface ( MDI ). Using this feature you can simultaneously view any number of reports at a time. HiTech Hotel Manager is 100 % Compatible with mouses which makes the operation much faster, easier and efficient. All the commands can also be given through keyboard. The program is presented in pleasing and meaningful colors to make working like fun. The utilities for automatic backing up of your data on floppies regardless of the size of the files being copied, Calculator, Calendar and Clock are provided with the program.
7. Activities
Figure 6.7 Gantt Chart 8. Resources Human Resource There are 7 modules. 14 programmers and 14 testers are a must. 2 Business analysts are required to gather the requirements and make a proper analysis. The programmers design and code. The testers perform unit testing and system testing. They are also present during the go live phase. A team consisting of technicians from HiTech, from Hard Rock and the Project Manager of Hard Rock is formed for maintenance at the time of the implementation phase itself. Staff time For a certain period of time, the staff are requested to work over-time. At the time of gathering requirements, they would be asked to give some time out. To reduce the „Downtime? and “Outage,? the transaction is smoothly carried out during the night hours from 00.00 A.M to 4.00 A.M. when the customer traffic is less. Hardware and Software requirements Based on the increase in the number of rooms and the database requires, they systems should be increased considerably. A centralized server and back-up server are required.
9. Risk Analysis Unavailability of resources This can be from HiTech?s end where in the programmers or testers are unavailable, delaying the project. There is a high possibility that one of them quits midway leading to a pause in the process. Unavailability of key client personnel The project manager at the hotel might be out on an assignment and may not be available to give proper inputs to the team and guide them through the implementation. Staff
inexperience, lack of top management commitment, new technology and users being uncertain of their requirements are key risk factors. Technical problems The software might not be compatible with the existing systems. Some minor protocol would not have been followed that would result in non-compatibility. There is a great risk involved if the requirements gathered have a flaw. The design have to be developed from scratch, this would depend on the criticality of the requirement. Before going live, the customized software is tested at the simulated environment of HiTech and then taken forward to Hard Rock. There is every possibility that certain application interfaces have been wrongly loaded or ignored. Real time performance short falls are on high priority.
10. Monitoring and Control Publish the initial plan of monitoring the resources and transition state. Gather the current status of the project and compare it with the plan as to whether we are on the right track, have the milestones achieved, are we strictly in the boundaries of the budget and have we crossed the timeline. If either of them is not fulfilled, a remedial action is taken and a revised plan is published. At the end of the project, a review is done and documented. During the implementation phase, the Project Manager should monitor the progress on a daily basis. Pre-Implementation, weekly reports ought to be generated. Activities exceeding the set objectives in the plan should be controlled by roping in more apt, timely and appropriate resources. Processes in modules can be subdivided in to sub processes or activities.
11. Conclusion
With the expansion plan of such a big scale, Hard Rock Hotel & Casino does require a Hotel Management Software to manage the records of 1500 rooms, 950 guest rooms, casino, lounges, meeting areas etc. „HiTech? Hotel Manger is a holistic software that has pre-defined modules for Rooms, Visitors, Restaurant, Employees, Account, Bar Coding and Utilities. The software is fully featured, integrated, affordable, guarantees satisfaction and provides exceptional service & support. It is a one-time solution to Hard Rock Hotel & Casino.
12. References http://www.hitech-on-web.com/poinfo2.asp http://www.hardrockhotel.com/pressdetail.cfm?id=16 http://www.lasvegassun.com/news/2009/may/04/hard-rock-hotel-owner-reports-wideningloss/ http://www.ascentsolutions.com/AboutUs/News.aspx http://whitepapers.techrepublic.com.com/abstract.aspx?kw=hotel+management&docid=3443 89&promo=100511
13. Appendix
HiTech Hotel Manager has following inter linked modules: Hotel Rooms Module
?
Adding New Room
? ? ?
Editing Room Information Deleting Room Record Finding Room Information
Visitor's Module
? ? ? ? ? ? ? ? ? ? ? ?
Visitor's Entry Record / Check In Room Entry Register List of Currently Residing Visitors Visitor's Telephone Charges Record Visitor's Departure Record / Check Edit / Delete Visitors Entry Record Cash Collection Register Manager Wise Cash Collection Details of Pending Bills Check In / Check Out During Selected Time Visit History of a Visitor List of All Visitors
Restaurant Module
? ? ? ? ? ? ? ? ?
Food / Beverages Item Record Food / Beverages Item Price List Restaurant Menu Card Creating Kitchen Order Tickets (K.O.T) K. O. T. Register Edit / Delete K. O. T. K. O. T. Billing Report Creating Restaurant Bill Editing / Deleting Restaurant Bill
Employees Module
? ? ? ? ? ? ? ? ? ? ? ?
Employee Record Employee List Attendance Register : Day wise / Time wise Overtime Register : Day wise / Time wise Employee Leave Summary Loans and Advances Monthly Salary Statement Employee Payslip Posting of Salary Voucher ESI Reports EPF Reports Month wise ESI / EPF payments
Account Module
?
Account Head Setup
o o o o o o o o
Adding New Account Head Finding Account Head Information Editing a Account Head opening balance / details Deleting a Account Head Default Account Heads Setting Up Opening Balances Control Accounts : Setting Listing Categories of Account Heads
? ? ? ?
Chart of Accounts Setup : Profit & Loss And Trading Account Setup : Balance Sheet Transaction Vouchers
o o o
Different Types of Vouchers Narration Setup Voucher Entry
o o o ? ? ? ? ? ? ? ? ? ?
Receiving Payments against Credit Sales Making Payments Against Credit Purchase Editing / printing / deleting vouchers
Journal : Listing Of Vouchers Bill wise Sales / Purchase Vouchers Cash Book Multicolumn Cash/Bank Book Bank Book Bank Interest Calculation Day Account Balances Current Balances Account Receivable and Payables Ledger
o
Getting The Ledger of any Account
?
Trial balance
o o
How To Prepare Trial balance Possible Reasons For Incorrect Trial balance
? ?
Control Account wise Trial Balance Analysis of Accounts
o o o o o o o
Month wise Business Indicator Month wise Account Balances Periodic Account Movements Transactions in Accounts Account Heads Comparison Cash Flow - Movement of Cash Fund Flow - Assets Vs. Liability
?
Account Tools
o o
Reindexing Voucher Numbers Merging Of Account Heads
o o o ?
Locate Transaction in Ledger Updation of Ledger Do Reposting of Ledger
Fixed Assets
o o
Fixed Asset Chart (Half Yearly) Fixed Asset Chart (Yearly)
?
Final Accounts
o o
VAT Return Profit & Loss And Trading Account
? ?
Month wise Profit & Loss And Trading Account Final Profit & Loss And Trading Account
o
Balance Sheet
? ?
Month wise Balance Sheet Final Balance Sheet
?
Consolidated Accounts of Company
o o
Consolidate Ledger Accounts Consolidated Closing Balances
? ?
Create Next Financial Year without Closing Accounts Closing the Financial Year
Utilities Module
? ? ? ? ? ? ? ? ?
Set Up/Edit Company System of Storage of Data General Configuration Close Current and Open Another Company Log on as a Different User System Administrations Perform Data Test Back up Restore Data Export Active Report To Excel
? ? ? ? ? ? ? ?
Data Communication Centre Enable / disable program tips Show Background Image Set Program Colours Change toolbar icons Cascading Windows Tile all Open Windows HiTech on the web
o o o
HiTech Customer Support Visit detailed website of the program Visit us at www.HiTech-on-web.com
?
General Utilities
o o o o o o o
Program Database Updation Graphic Clock 100 Year Calendar HiTech Calculator Printer Setup Set System date Play Wave Sound
? ?
HiTech On Line Help Exit Routines
doc_368871892.docx
Document covers topics of Constraints, Methodology, Project products, Activities, Resources, Risk Analysis and Monitoring and Control.
‘HiTech’ Hotel Manager Software for Hotels
Index
Content 1. Introduction 2. Background 3. Objectives 4. Constraints 5. Methodology 6. Project products 7. Activities 8. Resources 9. Risk Analysis 10. Monitoring and Control 11. Conclusion 12. References 13. Appendix
Page Number
1. Introduction Hard Rock Hotel & Casino in Las Vegas is to undergo a major expansion. Plans Include Two New Guest and Suite Towers and Expansion of Casino, Meeting Space and Award-Winning Pool. The expansion project will include the addition of approximately 950 guest rooms, including an all-suite 15-story tower with upgraded amenities, approximately 60,000 square feet of meeting and convention space, and approximately 35,000 square feet of casino space. In addition, the project includes the expansion of the Hard Rock?s award-winning pool, several prominent new food and beverage outlets, a new and larger “Joint” live entertainment venue, 30,000 square feet of new retail space, as well as a new spa and health club. As part of the project, the Hard Rock?s existing suites and common areas will be renovated to revitalize the property and bring it up to best-in-class brand standard. Upon completion, the Hard Rock will have approximately 1500 fully modern, state-of-the-art rooms and all of the services and amenities of the larger, impersonal casino hotels, while preserving an intimate and exclusive environment with unique advantages such as its world-class pool and comfortable boutique feel. The hotel always aimed at giving its employees the right information at the right time to enhance guest service and make better decisions, but printed newsletters and overfull e-mail inboxes remained to be a problem. With the expansion, the hotel foresees difficulty in managing the records and other information. „HiTech? software company has learned about the hotel?s concerns and is here to propose the ‘HiTech’ Hotel Manager Software which is a one-time solution to all their worries. HiTech firm would be interacting with the CIO of the hotel and his team.
2. Background About Hard Rock Hotel & Casino The Hard Rock Hotel & Casino in Las Vegas is an immensely popular location in one of the biggest tourist destinations in the world.
?
Hotel - an 11-story tower with 648 guestrooms, 64 suites, designed by Mark Zeff and one penthouse.
?
Casino - a 30,000-square-foot (2,800 m2) casino that includes table games including, blackjack, roulette, and poker, and swim-up blackjack. The casino also features the Fender Room, a high-limit slot machine room and the Peacock Lounge, a high-limit gaming room.
?
Meeting Space - over 60,000 square feet (5,600 m2) of meeting space and an additional 136,000 square feet (12,600 m2) of special event space.
?
Restaurants
? ? ? ? ?
Nobu - Japanese-Latin Fusion Rare 120 - Modern American Steakhouse (opening April 2009) Ago - Northern Italian Mr. Lucky?s 24/7 - Diner Pink Taco - Mexican
?
Shops and Boutiques
? ?
Love Jones - lingerie boutique Brannon Hair Salon
Existing IT environment The hotel created an intranet portal using out-of-the-box components from Microsoft software that the hotel owned - and without the help of outside consultants. The portal grew, a page at a time, to encompass information from all hotel departments. Hard Rock Hotel & Casino selected Cisco for their hotel towers. Ascent Solutions provided design, architecture, and will be providing the engineering services to deploy the new solution. The implementation consists of Cisco LAN/WAN/Wireless and security products. Wireless infrastructure from Powerwave Technologies is installed. It has the potential to enhance the customer experience and guest loyalty by making it mobile, meaningful and transparent. Circumstances or problems leading to the current project
The Company has already announced a joint-venture partnership with Boyd Gaming for their development project, Echelon Place, that will be anchored by two prominent MHG brands, Delano and Mondrian, which are expected to add a total of 1,600 rooms to the market in 2010. The problem they would face is to organize large amounts of data of rooms, visitors, employees, restaurants, accounts and other general records. Stakeholders in the project ? ? ? MHG, the owner is at highest stake The CIO, CFO and the CEO Above all, the customers
3. Objectives of the project ? ? ? ? The main objective is to install „HiTech? Hotel Manger software to facilitate a complete Management Information System. Provide proper training to the employees to operate the software The results: Staffing and financial decisions should be made more quickly, in time to affect both labor costs and guest satisfaction. Improved efficiency in the day to day operations in terms of speed and effectiveness.
4. Constraints Constraints for the project can be broadly looked at from three angles - time, budget and people. Fred Kleisner, president and CEO, said in a statement: "In an increasingly difficult environment, we continued to manage our cost structure and balance sheet in a proactive and aggressive manner to preserve shareholder value. We implemented an additional $10 million in annualized cost savings in the first quarter of 2009 and ended the first quarter with over $87 million in cash on hand. We are confident that we are taking all the right steps to get us through this challenging period, while at the same time maintaining our unique brand experience so that we are well positioned for growth when the economy turns around."
Morgans' Hard Rock brand was hit hard like the rest of the company's properties. Hotel room occupancy for the Hard Rock fell from 94 percent in the 2008 quarter to 89.3 percent in the 2009 period, while revenue per available room slid from $173.34 to $120.55. The Hard Rock last month opened its new and expanded Joint Concert Hall and added approximately 65,000 square feet of meeting space. The north tower with 490 rooms is scheduled to open this october and the casino expansion and south tower with 374 rooms is projected to open in late 2009 or early 2010, Morgans said. On the financial front, the company would make careful investment as it is hit by the recession. But nevertheless, to improve its sales and customer satisfaction, it would not be reluctant to go for HiTech Hotel Manager. HiTech Hotel Manager: Single User 1-5 Users 5-10 Users – – – US$ 400.00 US$ 575.00 US$ 800.00
Time is very crucial and is a very big constraint as they have to start functioning of 374 rooms by early 2010. This implies that the software should go live by December 31 st. Considering a buffer period, working backwards to frame the Time Schedule of implementation of the software, we arrive at: January 3rd December 20th to January 2nd November 29th to December 19th November 8th to November 28th October 25th to November 7th October 4th to October 24th September 20th to October 3rd September 6th to September 19th – Going live – Testing phase, prior to going live – Testing the code – Customizing (Coding) – Design – Infrastructure setup (Requirement Analysis) – Requirements gathering in detail – RFP
People, the employees may show resistance to the new technology. They might also be reluctant to undergo training as they consider it to be an additional work load to their current job.
5. Methodology Waterfall model is the approach. The steps in the methodology implemented would be as follows: (i) Feasibility study of the IT infrastructure – Is the current hardware sufficient or not. If not bring in more. This software runs only on Windows
98/2000/NT/2003/ME/XP. All the systems should be brought under the same platform. Is it feasible and possible? (ii) Requirements would include increasing the speed of operations, improve efficiency, generate reports run-time, etc. (iii) Analysis of the above requirements as to what are the elements and components that would be involved to achieve them. (iv) Design – Modular approach is adapted where in modules are developed individually and in parallel. Each module of the software is customized according to the requirements. (v) Coding is done modular wise. The Rooms module and the rest are coded by different programmers simultaneously. Though it is a cost over-run, the time on hand is very less and programmers are specialized in their specific domain or module. (vi) Testing – Unit testing is first done. Every module is tested by the testers and then system testing to the end. Training is given to employees to operate the systems. (vii) Implementation – The software is made to go live module wise. To reduce the downtime and outage, the transition is done smoothly by launching it from 00.00 hrs to 4.00 hrs when the customer traffic is silent. (viii) Maintenance – Production support is given by HiTech company and they will be maintaining the systems from then onwards.
6. Project products HiTech Hotel Manager Program is a very powerful tool for Hotel Management. The program has got powerful features to take care of all requirements of a Hotel and serves as a complete Hotel Management system. The design of HiTech Hotel Manager is modular. The data from various modules flows in Accounts module and all your final reports are produced at a touch of a button. HiTech Hotel Manager will streamline the business accounting in such a way that through improved management you will see the profitability of the business grow. This modular program keeps detailed information about the Visitors, Rooms, Employees, and accounts the hotel deals with. Apart from the preparing and printing the bills, K.O.T. & vouchers HiTech Financial Accounting keeps the accounts up-to-date without any effort. Numerous reports are available for viewing and printing where you can keep an eye on the vital indicators about the business. The program uses Microsoft Access databases powered by Microsoft Jet Database Engine for fast and efficient storage and retrieval of Data. The program uses spreadsheet to display all your data on the screen at the same time for easy readability. The program includes built in tools like Information Export Panel Information Export Panel that allows you to export all reports from to program to Printer with print preview, email, MS Excel, MS Word, CSV Text and also upload to web using FTP. All reports can be displayed in grid as well as in list view (sort-able) format. Another tool included with the program is Communication Control that is linked to party (customer, supplier, employee etc.) records. You can write a communication using word, excel or notepad or send an email to a party. The communication is linked with the party record and can be re-accessed again. Also telephone numbers can be dialed by click of a button using the computer modem. HiTech Hotel Manager has following modules for complete business information management:
? ? ? ?
ROOMS MODULE VISITORS MODULE RESTAURANT MODULE EMPLOYEES MODULE
? ? ?
ACCOUNTS MODULE BAR CODING MODULE UTILITIES
The program is VAT Enabled and follows VAT (Value Added Tax) system of taxation. Billing / making vouchers is fast and efficient and posting is fully automated. All the reports can be prepared and printed effortlessly in various fonts. Apart from the normal high quality window printing fast printing is also made available using fast printing fonts. This printing is as fast as draft mode printing as under DOS. All the reports can be customized so that you are able to print and see only the columns you require in a report. Telephone, Laundry Charges, Other Charges can be included in the bill. The K.O.T. of the room are automatically billed in the room bill along with the telephone and other charges. The K.O.T billing report keeps track of all the K. O. T. and shows whether all the K.O.T. have been billed or not. K. O. T., Restaurant Bills and Telephone, Laundry, Other Charges details can also be printed along with the room bill for giving to the customer. It is optional to print the restaurant charges in the room bill depending upon the need of the customer. Complete flexibility is provided for auditing of the accounts. There are no shackles put forth in the editing of all or deleting of any transactions. Even the whole ledger can be reconstructed after correcting and deleting any errors made in the transactions / bills / vouchers. Three level User Access is controlled by passwords and sensitive tasks can be performed only at the chief level giving the whole system added security. HiTech Hotel Manager is equipped with multiple document interface ( MDI ). Using this feature you can simultaneously view any number of reports at a time. HiTech Hotel Manager is 100 % Compatible with mouses which makes the operation much faster, easier and efficient. All the commands can also be given through keyboard. The program is presented in pleasing and meaningful colors to make working like fun. The utilities for automatic backing up of your data on floppies regardless of the size of the files being copied, Calculator, Calendar and Clock are provided with the program.
7. Activities
Figure 6.7 Gantt Chart 8. Resources Human Resource There are 7 modules. 14 programmers and 14 testers are a must. 2 Business analysts are required to gather the requirements and make a proper analysis. The programmers design and code. The testers perform unit testing and system testing. They are also present during the go live phase. A team consisting of technicians from HiTech, from Hard Rock and the Project Manager of Hard Rock is formed for maintenance at the time of the implementation phase itself. Staff time For a certain period of time, the staff are requested to work over-time. At the time of gathering requirements, they would be asked to give some time out. To reduce the „Downtime? and “Outage,? the transaction is smoothly carried out during the night hours from 00.00 A.M to 4.00 A.M. when the customer traffic is less. Hardware and Software requirements Based on the increase in the number of rooms and the database requires, they systems should be increased considerably. A centralized server and back-up server are required.
9. Risk Analysis Unavailability of resources This can be from HiTech?s end where in the programmers or testers are unavailable, delaying the project. There is a high possibility that one of them quits midway leading to a pause in the process. Unavailability of key client personnel The project manager at the hotel might be out on an assignment and may not be available to give proper inputs to the team and guide them through the implementation. Staff
inexperience, lack of top management commitment, new technology and users being uncertain of their requirements are key risk factors. Technical problems The software might not be compatible with the existing systems. Some minor protocol would not have been followed that would result in non-compatibility. There is a great risk involved if the requirements gathered have a flaw. The design have to be developed from scratch, this would depend on the criticality of the requirement. Before going live, the customized software is tested at the simulated environment of HiTech and then taken forward to Hard Rock. There is every possibility that certain application interfaces have been wrongly loaded or ignored. Real time performance short falls are on high priority.
10. Monitoring and Control Publish the initial plan of monitoring the resources and transition state. Gather the current status of the project and compare it with the plan as to whether we are on the right track, have the milestones achieved, are we strictly in the boundaries of the budget and have we crossed the timeline. If either of them is not fulfilled, a remedial action is taken and a revised plan is published. At the end of the project, a review is done and documented. During the implementation phase, the Project Manager should monitor the progress on a daily basis. Pre-Implementation, weekly reports ought to be generated. Activities exceeding the set objectives in the plan should be controlled by roping in more apt, timely and appropriate resources. Processes in modules can be subdivided in to sub processes or activities.
11. Conclusion
With the expansion plan of such a big scale, Hard Rock Hotel & Casino does require a Hotel Management Software to manage the records of 1500 rooms, 950 guest rooms, casino, lounges, meeting areas etc. „HiTech? Hotel Manger is a holistic software that has pre-defined modules for Rooms, Visitors, Restaurant, Employees, Account, Bar Coding and Utilities. The software is fully featured, integrated, affordable, guarantees satisfaction and provides exceptional service & support. It is a one-time solution to Hard Rock Hotel & Casino.
12. References http://www.hitech-on-web.com/poinfo2.asp http://www.hardrockhotel.com/pressdetail.cfm?id=16 http://www.lasvegassun.com/news/2009/may/04/hard-rock-hotel-owner-reports-wideningloss/ http://www.ascentsolutions.com/AboutUs/News.aspx http://whitepapers.techrepublic.com.com/abstract.aspx?kw=hotel+management&docid=3443 89&promo=100511
13. Appendix
HiTech Hotel Manager has following inter linked modules: Hotel Rooms Module
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Adding New Room
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Editing Room Information Deleting Room Record Finding Room Information
Visitor's Module
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Visitor's Entry Record / Check In Room Entry Register List of Currently Residing Visitors Visitor's Telephone Charges Record Visitor's Departure Record / Check Edit / Delete Visitors Entry Record Cash Collection Register Manager Wise Cash Collection Details of Pending Bills Check In / Check Out During Selected Time Visit History of a Visitor List of All Visitors
Restaurant Module
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Food / Beverages Item Record Food / Beverages Item Price List Restaurant Menu Card Creating Kitchen Order Tickets (K.O.T) K. O. T. Register Edit / Delete K. O. T. K. O. T. Billing Report Creating Restaurant Bill Editing / Deleting Restaurant Bill
Employees Module
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Employee Record Employee List Attendance Register : Day wise / Time wise Overtime Register : Day wise / Time wise Employee Leave Summary Loans and Advances Monthly Salary Statement Employee Payslip Posting of Salary Voucher ESI Reports EPF Reports Month wise ESI / EPF payments
Account Module
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Account Head Setup
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Adding New Account Head Finding Account Head Information Editing a Account Head opening balance / details Deleting a Account Head Default Account Heads Setting Up Opening Balances Control Accounts : Setting Listing Categories of Account Heads
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Chart of Accounts Setup : Profit & Loss And Trading Account Setup : Balance Sheet Transaction Vouchers
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Different Types of Vouchers Narration Setup Voucher Entry
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Receiving Payments against Credit Sales Making Payments Against Credit Purchase Editing / printing / deleting vouchers
Journal : Listing Of Vouchers Bill wise Sales / Purchase Vouchers Cash Book Multicolumn Cash/Bank Book Bank Book Bank Interest Calculation Day Account Balances Current Balances Account Receivable and Payables Ledger
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Getting The Ledger of any Account
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Trial balance
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How To Prepare Trial balance Possible Reasons For Incorrect Trial balance
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Control Account wise Trial Balance Analysis of Accounts
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Month wise Business Indicator Month wise Account Balances Periodic Account Movements Transactions in Accounts Account Heads Comparison Cash Flow - Movement of Cash Fund Flow - Assets Vs. Liability
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Account Tools
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Reindexing Voucher Numbers Merging Of Account Heads
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Locate Transaction in Ledger Updation of Ledger Do Reposting of Ledger
Fixed Assets
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Fixed Asset Chart (Half Yearly) Fixed Asset Chart (Yearly)
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Final Accounts
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VAT Return Profit & Loss And Trading Account
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Month wise Profit & Loss And Trading Account Final Profit & Loss And Trading Account
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Balance Sheet
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Month wise Balance Sheet Final Balance Sheet
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Consolidated Accounts of Company
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Consolidate Ledger Accounts Consolidated Closing Balances
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Create Next Financial Year without Closing Accounts Closing the Financial Year
Utilities Module
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Set Up/Edit Company System of Storage of Data General Configuration Close Current and Open Another Company Log on as a Different User System Administrations Perform Data Test Back up Restore Data Export Active Report To Excel
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Data Communication Centre Enable / disable program tips Show Background Image Set Program Colours Change toolbar icons Cascading Windows Tile all Open Windows HiTech on the web
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HiTech Customer Support Visit detailed website of the program Visit us at www.HiTech-on-web.com
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General Utilities
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Program Database Updation Graphic Clock 100 Year Calendar HiTech Calculator Printer Setup Set System date Play Wave Sound
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HiTech On Line Help Exit Routines
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