Hotel Management Information System A Study

Arun Trikha 4706/10

Agenda
Introduction Hotel Ramee GuestLine Questions on Hotel MIS system Organization Hierarchy Flow of MIS Work Flow MIS Project Details POS system Screens Layout MIS Reports Conclusion

Introduction on Ramee Guestline Hotel

Ramee Guestline Hotel - Juhu is a delightful boutique hotel conveniently located in the heart of Mumbai's famous Juhu beach area, a short drive from both the airports and the railway station. Just 100 meters from Juhu beach and within easy reach of Mumbai's new commercial and entertainment centre.
Ramee Guestline Hotel - Juhu Maintains the traditions of hospitality and service for which Ramee Hotels are renowned the world over. The commercial and financial hub of India and a shopper's paradise, Mumbai is home to a fascinating mix of traditions with an endless range of attractions from the ancient and modern world. The person which we interact was Mr. Milind (EDP Manager for Juhu).

The following were the questions consider while getting information

What is the hierarchy system of your company and the flow of information? what is the medium of coordination between inter department? What are the software used in the process? How does the MIS help the system ? How are able to calculate growth and profits in a certain period? Is there any updates done in the recent period to enhance the MIS system? has it affected the organization? Is there any checks on the MIS system? Which are the levels of decisions taken at? Are there any back up plans? BCP ? securities?

Organization Hierarchy
Hierarchy

Restaurant Manager

Main Chef

Stores Manager

Accounts

Bar Manager

Disc Manager

Restaurant Manager

EDP Manager

Bar Team

Disc Team

Restaurant Team

EDP Team

Flow of M.I.S

Flow

Stores Dept

Kitchen Dept

Finance Dept

IT Dept

Restaurant Basic Work Flow

Flow

Customer Restaurant Staff KOT Bill

Order Interface Kitchen Staff

Restaurant Staff

Store Interface

Kitchen Interface

Order against KOT

Inventory Requirement Kitchen Staff

Requirement Send

Stores Staff

MIS Project
The MIS-Project plays a major role Maintenance of a master file (Details of Inventory) Maintenance of databases Maintenance of the Inventory records Co-ordination between Staff to improvements in the work Cycle Co-ordination with the Finance to purchase or cash transaction Sending periodic process based reports (Daily/ Weekly/Monthly ) Showing Graphical trends of Growth, Volume( KOT wise/Inventory wise/Hotel wise) Shows the revenue generated per day/week/month by Hotel Shows difference between the potential revenue and the actual revenue generated by the process

MIS Project (Technology & software used)

POS system from Fiesta Corp. Microsoft Windows operating system Basic System which Can be used as Centralized Server LAN Network Client Server Application Routes/Switches Reports send to Head office as Excel file (System generated reports on Crystal reports, which can be transfer in Excel file)

EDP Department
I.T. Dept

I.T. Manager

Roles : Maintenance Upgrades I.T. Administration

I.T. Executive 4

I.T. Executive 1

I.T. Executive 2

I.T. Executive 3

Decisions Installations Securities Permissions I.T. Managers Program managers Team managers M.I.S. Team

Software Windows 2000 server Microsoft Outlook Cisco Routing Microsoft Office

KOT Kitchen Order Taken Layout

Point of Sales

Define Menu, Outlets where they are sold, Selling Price at different times. Define Happy Hours. Define Waiters, Order Cancellation Reasons, Cooking Instructions, Selling Price Types, KOT Printing Locations, Types of Discounts, Check cancellation Reasons. It allows the user to create and print KOTs at remote locations. Integration with core modules enables two-way communication giving access to billing instructions and online posting of checks to Guest Ledger. Integration with Inventory, Recipe Costing & F & B Control modules provides management information for reordering, costing and variance monitoring.

Define Time Limit For Hours (KOT)

Generate Bill (KOT)

KOT Recipe Details

Item Master (Inventory)

Stock transfer (Inventory)

Stock Details on Outlets (Inventory)

Account Balances (Accounts)

Accounting MIS - I

Ledger Details (Accounts)

Purchase Voucher (Accounts)

MIS Report

Consumption by product and by category Inventory value by product and by category Consumption compared to sales by category Combined inventory value of locations and stockroom
Product list by sequence Purchase orders by Supplier Stock Receipt reports for each Purchase Order Request and Issues reports for activity between Storerooms and Sales Centers. Product list by cost price Product list by sales price Full/empty bottle weight list Discontinued product list Value on hand for combined product locations Consumption compared to sales by category

Products below PAR by supplier

Revenue summary (MIS)

Audit Trail Report (MIS)

Conclusion
Flow of MIS/Data is a continuous chain Flow of information varies at various levels Prime decisions are done at top level management Smaller level decisions are done at every supervisory level There are several rooms for improvements for co ordination to minimize the turn around time for tasks More innovations/ideas will certainly improve standards

Suggested Report (MIS)

Daily Collection report

Date

Mode
Debit Master Card Visa Card Cash Credit Total Suspended Amount Staff used Total revenue for Day

KOT
1452 215668 1212157 45656 240 1475173 5000 250 1469923

BAR
87546 2121 3256 445 0 93368 484 100 92784

Guest System Liquor

2555 21216 242 548254 0 572267 700 0 571567 54866 45424 44 242 0 100576 0 400 100176

Disc
4445 474 545 5454 0 10918 0 0 10918

Thank you