1. Chapter 4: Property Management Systems

2. Chapter Focus Points
Physical structure and positioning of the front desk
Selecting a Property Management System (PMS)
Using Property Management System PMS applications

3. Physical Structure and Positioning of the Front Desk
Figure 4-1 placement of equipment in a front office - efficiency (p. 97).
The role of the front desk in creating a guest first impression
Neatness, orderliness, and professionalism of front desk and personnel
Country Inns and Suites

4. Physical Structure and Positioning of the Front Desk cont’d.
Guest safety-review. Figure 4-2 for security considerations (p. 99).

5. Selecting a Property Management System
Perform a Needs Analysis first
The importance of performing a Needs Analysis first
Review steps as outlined in this chapter for performing a needs analysis (p )
Select a team – most important step; they see all aspects of the operation; feedback from social media
Analyze the flow of guests through the hotel – it starts at the time the reservation is made, through out the guest’s stay such as checkin/checkout procedures, and responsible use of environment
Analyze communicating information from other departments, i.e. occupancy status, emergency, gift shop, restaurant, etc.

6. Selecting a Property Management System (cont’d.)
Analyze administrative paperwork, i.e., personnel files, direct mail, function sheets, etc.
Review management information gathered in steps 2, 3, and 4.
Evaluate needs based on findings – allows you to know what you need and do not need
Review software needs:
Relate the software needs to those determined by the Needs Analysis.
Review software options in Figure 4-3 (p.105).
Facebook
Twitter
Linkedin
Maintain a library of software vendors – HITEC trade show (Hospitality Industry Technoloneeds
Hardware is secondary gen y Exposition and Conference
Review hardware to the software choice.
Review hardware terminology (p. 106).
Discuss ergonomics – how people relate physiologically to machines

7. Figure 4-3 (Note:new) Property Management Common software options
Call Accounting
Guest information
Phone call posting
Housekeeping
Room status
Environmental issues
Maintenance
Work orders
Food and Beverage
Point-of-sale
Menu profitability
Inventory
Recipes
Human Resources Management
Personnel files
Time and attendance
Electronic Mail
Security
Reservations
Room availability
Yield management
Front Desk
Check-in
Room status
Postings to guest accounts
Guest credit audit
Advance deposits
Cashier

8. Other PMS Considerations
Vendor claims – contact/visit current users
Hardware installation plans– discuss the details of what’s happening, who’s doing it, who’s responsible, and the timeline. Do a flow chart.
Computer training programs - initial training, vs. off-site classes for staff training
Backup power sources – battery-power for black-out and brown-out periods
Maintenance agreement – loaner equipment is essential

9. Figure 4-4 Examples of Property Management Systems Vendors.
1. Remco Software, Inc
2. MICROS Systems PMS management.htm
3. Room Key PMS
4. ICSS – Atrium
5. MindSpring Software HotelSMART Suite
See Amadeus Hospitality Solutions Video

10. Financial Considerations
Purchasing or Leasing Options
Cost of purchase vs. sales projections
Related finance charges vs. sales projections
Discount for cash
Depreciation (tax advantage)
Cash flow implications
Application of lease payments to purchase price
Tax advantages of leasing
Payback period – p. 108
Borgata chooses PMS

11. PMS Applications Figure 4-6 (p. 112) – Main Menu
Figure 4-7 (p. 113) - Reservations
Figure 4-8 (p. 114) – Revenue Management
Figure 4-9 (p. 115) – Registration
Figure 4-10 (p. 116) – Room Status
Figure 4-11 (p. 116) – Posting
Figure 4-12 (p. 117) – Call Accounting
Figure 4-13 (p. 117) - Checkout
Figure 4-14 (p. 118) – Night Audit
Figure 4-15 (p. 119) – Inquiries/reports

12. PMS Applications (cont’d.)
Figure 4-16 (p. 119) – Back office
Figure 4-17 (p. 120) – Housekeeping
Figure 4-18 (p. 121) – Food and Beverage
Figure 4-19 (p. 121) – Maintenance
Figure 4-20 (p. 122) – Security
Figure 4-21 (p. 122) – Marketing and Sales
Figure 4-22 (p. 123) – Personnel
Figure 4-23 (p. 123) – Electronic mail
Figure 4-24 (p. 124) – Time clock