Professional Documents
Culture Documents
In
Hospitality Industry
Nicasio, Mark Daniel C.
De leon, Emmanuel
Ang, Arjie
Sanggacala, Sahara
Panaga, Sheila Sheina
BSHRM 601
S Melvin
TABLE OF CONTENTS
PREFACE 3
1
OVERVIEW 4
2
PREFACE
This book entitled APPLYING MIS IN HOSPITALITY INDUSTRY has been prepared in
partial fulfilment of the requirement for the Subject: Management Information System in
Hospitality Industry in the academic year 2016-2017. For preparing the book we have visited and
encountered activities inside different establishments under the hospitality industry during the
suggested duration for the period of two weeks prior to the submission date, to avail the
necessary information. The blend of learning and knowledge acquired during our practical
studies inside the room and at the hospitality establishment is presented in this book .The
rationale behind preparing this book is to provide a greater understanding on how MIS is
internalized in the hospitality industry .The book starts with the definition and basic ideas that
embodies Management information system and its purpose & value in the hospitality operations.
The information
OVERVIEW
Management Information System or MIS has been an important part of society and has
already been implemented since ancient times. Any form of records or transaction is an
Information System. The earliest form of Information System is accounting in which every
transaction is recorded in many various ways, and in this modern era under the form of receipts.
Records of history are also an Information System and can be used for future references to
further improve society especially technological advances.
In the Hospitality Industry in which we belong to, Information System is always used and
is vital for business. Through MIS we may be able to know and properly process guest needs and
transactions. MIS allows managers to monitor sales and business performance and can be used as
a basis on how to further improve the growth of business. Credit cards which guest use also
holds information and makes transactions easier. MIS is present in Inventory Management to
better manage supplies and aid in taking delivery orders which both apply to hotels and
restaurant. The Property Management System (PMS) and Point of Sales System (POS), helps in
guest transactions in hotels and restaurants respectively which is automatically saved in these
systems as records. Most of all, employees are the reason for smooth operations daily. With MIS
the Human Resource Department which is in charge of employees can easily recruit who is the
best person of every job position through information in their resumes which is the basis of their
qualifications.
MIS serves as a guide for us in the Hospitality Industry as a systematic flow process of
how we properly deal with and implement hotel and restaurant situations and protocols for day to
day operations. Without it, any business will surely falter and society wouldnt be the way we
know it today as information is necessary to live our daily lives.
1. INTRODUCTION TO MANAGEMENT INFORMATION SYSTEMS
I. DEFINING MIS
A. MIS is defined as a system which provides information support for decision making in
the organization.
B. MIS is defined as an integrated system of man and machine for providing the
information to support the operations, the management and the decision making function
in the organization.
C. MIS is defined as a system based on the database of the organization evolved for the
purpose of providing information to the people in the organization.
Though there are a number of definitions, all of them converge on one single point, i.e., the MIS
is a system to support the decision making functions in the organization. The difference lies in
defining the elements of the MIS. However, in todays world MIS is a computerized, business
processing system generating information for the people in the organization to meet the
information needs and assisting in taking decisions to achieve the corporate objective of the
organization and in the Public sector MIS is designed to deliver services to the citizen also.
1) Hardware
2) Software
3) Data (information for decision making)
4) Procedures (design, development and documentation)
5) People (individuals, groups, or organizations).
Management information systems are distinct from other information systems because they are
used to analyze and facilitate strategic and operational activities. Academically, the term is
commonly used to refer to the study of how individuals, groups, and organizations evaluate,
design, implement, manage, and utilize systems to generate information to improve efficiency
and effectiveness of decision making, including systems termed decision support systems, expert
systems, and executive information systems.
Since the MIS plays a very important role in the organization, it creates an impact on the
organizations functions, performance and productivity. With good support, the 9 management of
marketing, finance, production and personnel become more efficient. The tracking and
monitoring of the functional targets becomes easy. The functional, managers are informed about
the progress, achievements and shortfalls in the probable trends in the various aspects of
business. This helps in forecasting and long term perspective planning. The managers attention
is brought to a situation which is exceptional in nature, inducing him to take an action or a
decision in the matter. A disciplined information reporting system creates a structured data and a
knowledge base for all the people in the organization. The information is available in such a form
that it can be used straight away or by blending analysis, saving the managers valuable time.
MIS creates another impact in the organization which relates to the understanding of the business
itself. MIS begins with the definition of a data entity and its attributes. It uses a dictionary of
data, entity and attributes, respectively, designed for information generation in the organization.
Since all the information system use the dictionary, there is common understanding of terms and
terminology in the organization brining clarity in the communication and a similar understanding
throughout the organization. MIS calls for a systemization of the business operation for an
affective system design. A well designed system with focus on the manger makes an impact on
the managerial efficiency. The fund of information motivates an enlightened manger to use a
variety of tools of management. It helps him to resort to such exercises as experimentation and
modeling. The use of computers enables him to use the tools techniques which are impossible to
use manually.
The management process is executed through a variety of decisions taken at each step of
planning, organizing, staffing, directing, coordinating and control. MIS aids in decision making
if the management is able to spell out the decisions required to be taken. The objective of the
MIS is to provide information for a decision support in the process of management. It helps in
such a way that the business goals are achieved in the most efficient manner. Since decision
making is not restricted to a particular level, MIS is expected to support all the levels of the
management in conducting the business operations. Unless MIS becomes a management aid, it is
not useful to the organization
II. Function
Hotel administration includes several different responsibilities, from sales and marketing to room
rentals, housekeeping, food service maintenance and facilities management. An information
system can help companies track both financial and operational information at one point,
allowing managers to measure the hotel's effectiveness and efficiency.
III. Significance
Implementing MIS allows hotel managers to determine how well they sell rooms, the profit from
each night, the cost of ancillary services and the staff needed to run the company. With q good
MIS support, the hospitality management becomes more efficient. The tracking and monitoring
of the functional targets becomes easy.
MIS assembles, process, stores, Retrieves, evaluates and disseminates the information.
Hotel employee: Alright sir. Please excuse me for a moment. I will check if there are still
available rooms
Thank you for waiting. There are still available rooms. How many nights do you planned to
stay in sir?
sir?
the suite room, the executive room, and the deluxe room. Our suite room has a
balcony with the view of the ocean, a sofa set, a walk in bathroom with shower,
bathtub with hot and cold running water, Jacuzzi a king size bed and air
closet, a bathroom with bathtub with hot and cold running water, Jacuzzi and
shower and air conditioner. It is P 50,000 per head and our deluxe room has a
double twin size bed with sofa set and two couches. It has a flat screen
bathtub with hot and cold running water, Jacuzzi and a sink made of real shell.
It has a balcony with the view of the beach resort. It is P 40,300 per head. We
also offer free breakfast and dinner. Which one do you prefer sir?
Guest: I would prefer the deluxe room with free breakfast and
dinner.
Hotel employee: Your preferred room and free breakfast. offer is noted.
Hotel employee: May I know the exact date and time of your
arrival?
#19, Scout Tobias, Quezon City and your contact number is 335-6790.
will you pay the bill sir, through credit card or cash?
information I got from you. You are Arjie Ang. You are arriving here at March 27,2017at
exactly 11:30 a.m. You will be staying in the deluxe room which costs P40,300 per head
with free breakfast and dinner and you will pay through cash.
Guest: Goodbye.
Guest: Hi, good morning. I'd like to make a reservation for the third weekend in April. Do you
have any vacancies?
R: Yes sir, we have several rooms available for that particular weekend. And what is the exact
date of your arrival?
G: The 24th.
R: And would you like a room with twin beds or a double bed?
R: Great. And would you prefer to have a room with a view of the ocean?
G: If that type of room is available, I would love to have an ocean view. What's the rate for the
room?
R: Your room is P35,000 per night. Now what name will the reservation be listed under?
G: Emmanuel De Leon.
G: Sure. D-E-L-E-O-N
R: Great. Now I'll need your credit card information to reserve the room for you. What type of
card is it?
G: Emmanuel De Leon.
R: Alright, Mr. De leon, your reservation has been made for the twenty-fourth of September for a
room with a double bed and view of the ocean. Check-in is at 2 o'clock. If you have any other
questions, please do not hesitate to call us.
R: My pleasure. We'll see you in April, Mr. De leon. Have a nice day.
III. Checking-in
Hotel: Good afternoon. Welcome to Sica Hotel. How may I help you?
Guest: I have a reservation for today. It's under the name of Deleon.
Hotel: Yes, Mr. De leon, we've reserved a double room for you with a view of the ocean for two
nights. Is that correct?
Hotel: Excellent. We already have your credit card information on file. If you'll just sign the
receipt along the bottom, please.
Guest: Well, fine. I'm here on business anyway, so at least I'm staying on the company's dime.
What's included in this cost anyway?
Hotel: A full Continental buffet every morning, free airport shuttle service, and use of the hotel's
safe are all included.
Hotel: Well, you will find a mini-bar in your room. Use of it will be charged to your account.
Also, the hotel provides room service, at an additional charge of course.
Hotel: Room 487. Here is your key. To get to your room, take the elevator on the right up to the
fourth floor. Turn left once you exit the elevator and your room will be on the left hand side. A
bellboy will bring your bags up shortly.
Hotel: Should you have any questions or requests, please dial 'O' from your room. Also, there is
internet available in the lobby 24 hours a day.
Guest: Yes, very much so. However, I now need to get to the airport. I have a flight that leaves in
about two hours, so what is the quickest way to get there?
Guest: That sounds great, but will it get me to the airport on time?
Hotel: Yes, it should. The next shuttle leaves in 15 minutes, and it takes approximately 25
minutes to get to the airport.
Guest: Fantastic. I'll just wait in the lounge area. Will you please let me know when it will be
leaving?
Hotel: Of course, sir. Oh, before you go would you be able to settle the mini-bar bill?
Hotel: Let's see. The bill comes to P 5,000. How would you like to pay for that?
Guest: I'll pay with my Visa thanks, but I'll need a receipt so I can charge it to my company.
Hotel: Absolutely. Here we are sir. If you like you can leave your bags with the porter and he can
load them onto the shuttle for you when it arrives.
Hotel: Would you like to sign the hotel guestbook too while you wait?
Guest: Sure, I had a really good stay here and I'll tell other people to come here.
Hotel: That's good to hear. Thank you again for staying at Sica Hotel.
Prerequisites
~Manager and crew should arrive 30 minutes prior to opening to allow enough time to prepare
for the start of the day.
~If there is any tampering inside or outside the store, do not enter remain where you are and
call the police.
~Do not open the store alone. Two or more associates must be present before the door is
unlocked. Know the duress code for the alarm system.
~Relock the entry door. Station an employee at the front end to let arriving employees in one at a
time and relock the door after each entry. (NOTE: Leaving a door unlocked and unmanned for
the convenience of arriving employees is an open invitation to be robbed or for a thief to enter
the store and steal merchandise.)
~Do a visual check of doors, windows, and aisles to be sure nothing was disturbed.
~Disable alarm.
~Walk the floor to inspect housekeeping and use store evaluation checklist.
-The only visible functions at the register should be placing tills in register. All money counting
should be done out of sight of the front door.
~Move shopping carts and products to the sidewalk or outside selling areas as needed.
-A designated manager should only unlock the doors for arriving associates or for necessary
traffic as mentioned above. All perimeter doors should remain secured except when in use.
-For manual switch on air conditioning systems, turn on one at a time with fifteen minutes
apart.
~Start creating a daily task list.
~Put up any sale signs needed for the start of a new sale.
~If a promotion ended the previous day, take down all related signs.
~Ensure the tapes in the VHS VCR/Multiplayer are changed and the unit is recording.
~Daily Huddles
Closing Procedures
Prerequisites
~Do not extinguish or dim any lights until all customers have left the building.
~Do not close the last register until after scheduled closing and all customers have exited the
store.
~Ensure all parking lots and exits have adequate lighting and that all bulbs are lit and
functioning.
-This should not be done by the cashier who processed the actual refund.
~Move all defective returned merchandise to the back room for processing.
~Retrieve all shopping carts from outside and inside the store and place in front of store (inside).
~Bring all products from sidewalks and outside selling areas into the store.
~Lock all perimeter doors, including main entrance and exit doors. The exit door should remain
locked, with a supervisor or other responsible employee remaining at the door and letting
customers out and relocking the door after each exit. Departing employees should also be
observed, ensuring that no unpaid merchandise is carried out.
-Cash should be counted away from registers so that it will not be visible to customers
remaining in the store or who might be able to view the activity from outside the store through
windows.
~Settle all credit card machines (if applicable work with Head Office).
~Generate a detailed batch listing (if applicable work with Head Office).
~Settle the machine (transmit the batch if applicable work with Head Office).
~Place the detail tape, settlement report and tills in the safe.
-Place tills in a safe over night and leaving register draws open will better protect the point of
sale terminals in the event of a break in because burglars will invariably break into a register.
-All tills should be balance, with paperwork, immediately following each cashiers shift so that
any discrepancies can be investigated promptly, with the days events fresh in the cashiers mind.
The countdown of money should be witnessed and formally acknowledged by a manager. The
cashier should not know how much money should be in the drawer. The manager should obtain
that data from the POS program for use in determining the amount the cashier is over or short. If
the over/ short is exceeds a designated threshold (no more than $1.00), the cashier should be
required to provide a written statement as to what possibly could have caused the variance.
~Empty all trash receptacles and place the trash bags near the back door (or receiving door) for
removal to the dumpster the following morning. This will deter the theft of product via the trash
for later removal from the dumpster, and preclude the need to exit the rear of the store during
hours of darkness (a heightened risk of robbery is present at that time).
~Seasonal Items unplug any seasonal lights that could cause an electrical fire.
~Leave closing notes for opening manager and include daily totals, merchandising info and any
employee updates.
~Go through the Non Negotiable Standards form and make sure everything is checked off for the
closing procedures.
~Exit the front of the store and lock the doors. Ideally, all closing personnel should leave
together, but as a minimum or two people should leave together when the store is locked for the
night.
A: Fine, I can seat you at 7:00 on Tuesday, if you would kindly give me your name.
Waiter: Here you are. My name's Arjie and I'm your waiter today. Would you like to hear today's
specials?
Customer: Certainly.
Waiter: Well, our today's starter is chowder soup and today's main course is salmon and chips.
Waiter: Yes it is. It came straight from our own fishing vessels.
Waiter: Why don't you try our salad? Most customers order our fresh green salad.
Waiter: Here is your food. Thank you and enjoy your lunch.