IT205 SmartScenario ClarifyingBusinessStrategyThroughDatabaseAnalysis

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Roman";
color:dimgray'>IT205 Smart Scenario - Clarifying Business Strategy Through
Database Analysis<o:p></o:p></span></p>
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<p class=MsoNormal><span style='mso-fareast-font-family:"Times New

Roman"'><o:p> </o:p></span></p>

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<td style='border:none;background:gray;padding:2.25pt 2.25pt 2.25pt 2.25pt;
height:.25in'>
<p class=MsoNormal style='line-height:12.75pt'><b><span style='font-size:
10.0pt;font-family:"Trebuchet MS","sans-serif";mso-fareast-font-family:"Times
New Roman";
color:white'>Front Desk<o:p></o:p></span></b></p>
</td>
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</thead>
<tr style='mso-yfti-irow:1;height:.25in'>
<td style='border:none;background:silver;padding:2.25pt 2.25pt 2.25pt 2.25pt;
height:.25in'>
<table class=MsoNormalTable border=1 cellpadding=0 width="100%"
style='width:100.0%;mso-cellspacing:1.5pt;border:double gray 1.0pt;
mso-border-alt:double gray .75pt;mso-yfti-tbllook:1184;mso-padding-alt:0in 5.4pt
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9.0pt;font-family:"Trebuchet MS","sans-serif";mso-fareast-font-family:
"Times New Roman";color:black'>What are the current problems that the
Front Desk is having? (multiple choice,
multi-select)<o:p></o:p></span></b></p>
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</tr>
</thead>
<tr style='mso-yfti-irow:1;mso-yfti-lastrow:yes'>
<td width="100%" style='width:100.0%;border:none;background:#E6E6E6;
padding:2.25pt 2.25pt 2.25pt 2.25pt'>
font-family:"MS Gothic";mso-bidi-font-family:"MS
Gothic";color:dimgray'>☑</span><span
style='font-size:9.0pt;font-family:"Trebuchet MS","sans-serif";mso-fareast-
font-family:
"Times New Roman";color:dimgray'> </span><span style='font-size:9.0pt;
Roman";
mso-bidi-font-family:"Trebuchet MS";color:dimgray'> </span><span
font-family:
"Times New Roman";color:dimgray'>System is disconnected from other
departments.<br>
</span><span style='font-size:9.0pt;font-family:"MS Gothic";mso-bidi-font-
family:
"MS Gothic";color:dimgray'>☑</span><span style='font-size:9.0pt;font-family:
"Trebuchet MS","sans-serif";mso-fareast-font-family:"Times New Roman";
color:dimgray'> </span><span style='font-size:9.0pt;font-family:"Trebuchet
MS","sans-serif";
mso-fareast-font-family:"Times New Roman";mso-bidi-font-family:"Trebuchet MS";
MS","sans-serif";
mso-fareast-font-family:"Times New Roman";color:dimgray'>Too much manual
intervention in the business process.<br>
family:
MS","sans-serif";
MS","sans-serif";
mso-fareast-font-family:"Times New Roman";color:dimgray'>Required
information is not always available.<br>
family:
MS","sans-serif";
MS","sans-serif";
mso-fareast-font-family:"Times New Roman";color:dimgray'>Information
retention is inefficient or non-existent.<br>
family:
MS","sans-serif";
MS","sans-serif";
mso-fareast-font-family:"Times New Roman";color:dimgray'>Poor use of
available information technology resources.<br>
family:
MS","sans-serif";
MS","sans-serif";
mso-fareast-font-family:"Times New Roman";color:dimgray'>Insufficient use
of database technology or tools.<br>
family:
MS","sans-serif";
MS","sans-serif";
mso-fareast-font-family:"Times New Roman";color:dimgray'>Poor
communication.<o:p></o:p></span></p>
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height:.25in'>
0in 5.4pt'>
<thead>
"Times New Roman";color:black'>How could a proper database system and
subsequent tools serve to improve the issues this department is having?
(short answer)<o:p></o:p></span></b></p>
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</thead>
Roman";
color:dimgray'>Third Party reservation should be able to access and input the
reservations directly so it is available to the front desk without having
to send an email to notify the front desk of <span class=SpellE><span
class=GramE>a</span></span> incoming reservation.<span
style='mso-spacerun:yes'> </span>Also allows other departments of what is
happening and how many guests will be staying and what rooms are being
occupied.<o:p></o:p></span></p>
</td>
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<thead>
height:.25in'>
New Roman";
color:white'>Event Coordinator<o:p></o:p></span></b></p>
</td>
</tr>
</thead>
height:.25in'>
0in 5.4pt'>
<thead>
"Times New Roman";color:black'>What are the current problems that the
Event Coordinator is having? (multiple choice,
</td>
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</thead>
font-family:
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departments.<br>
family:
MS","sans-serif";
MS","sans-serif";
intervention in the business process.<br>
family:
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MS","sans-serif";
family:
MS","sans-serif";
MS","sans-serif";
family:
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MS","sans-serif";
family:
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MS","sans-serif";
family:
MS","sans-serif";
MS","sans-serif";
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Roman";
color:dimgray'>With no way of keeping information, it makes it impossible
to forecast or remember any feedback a client has given. They do rent out
the banquet and meeting rooms but there is no advertisement. <span
class=GramE>So no one knows not would they have any record of someone
renting or scheduling it.</span><o:p></o:p></span></p>
</td>
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</td>
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<thead>
height:.25in'>
New Roman";
color:white'>Accounting<o:p></o:p></span></b></p>
</td>
</tr>
</thead>
height:.25in'>
0in 5.4pt'>
<thead>
"Times New Roman";color:black'>What are the current problems that
Accounting is having? (multiple choice,
</td>
</tr>
</thead>
Roman";
color:dimgray'><span style='mso-spacerun:yes'> </span>System is
disconnected from other departments.<br>
</span><span class=GramE><span style='font-size:9.0pt;font-family:"MS Gothic";
mso-bidi-font-family:"MS Gothic";color:dimgray'>☑</span><span
font-family:
Roman";
font-family:
"Times New Roman";color:dimgray'>Too</span></span><span style='font-size:
New Roman";
color:dimgray'> much manual intervention in the business process.<br>
family:
MS","sans-serif";
MS","sans-serif";
family:
MS","sans-serif";
MS","sans-serif";
family:
MS","sans-serif";
MS","sans-serif";
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Roman";
color:dimgray'>Obtain records from each of the different departments to see
revenues and expenses. All reports can be transmitted to each of the
departments rather than her manually running the reports and giving it to
them. Along with data will just about always be correct since it is
inputted into the system and verified.<o:p></o:p></span></p>
</td>
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<thead>
height:.25in'>
New Roman";
color:white'>Housekeeping<o:p></o:p></span></b></p>
</td>
</tr>
</thead>
height:.25in'>
0in 5.4pt'>
<thead>
"Times New Roman";color:black'>What are the current problems that
Housekeeping is having? (multiple choice,
</td>
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font-family:
Roman";
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departments.<br>
family:
MS","sans-serif";
MS","sans-serif";
intervention
in the business process.<br>
family:
MS","sans-serif";
MS","sans-serif";
family:
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MS","sans-serif";
family:
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MS","sans-serif";
family:
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family:
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Roman";
color:dimgray'>She could keep inventory of the products she uses for house
cleaning
so she doesn't over or under buy. Also with shared database housekeeping
can monitor what rooms they need to clean and estimate how much staff for
forecasting<o:p></o:p></span></p>
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<thead>
height:.25in'>
New Roman";
color:white'>Final Report<o:p></o:p></span></b></p>
</td>
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0in 5.4pt'>
<thead>
"Times New Roman";color:black'>Email to Stan<o:p></o:p></span></b></p>
</td>
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<div style='mso-element:para-border-div;border:none;border-bottom:solid
windowtext 1.0pt;
mso-border-bottom-alt:solid windowtext .75pt;padding:0in 0in 1.0pt 0in'>
<p class=MsoNormal style='margin-bottom:12.0pt;line-height:9.75pt;
border:none;mso-border-bottom-alt:solid windowtext .75pt;padding:0in;
mso-padding-alt:0in 0in 1.0pt 0in'><span style='font-size:9.0pt;font-family:
color:dimgray'>Below we will start with the issues that I see in each of
the departments and after we will expand further into how we may correct
these problems.<br>
<br>
Issues in the different department:<br>
Front Desk:<br>
Reservations are all entered manually whether it is called in or a person
is standing there<br>
Reservations made online is great but you have a 3rd party that takes the
reservation and emails the reservation and your front desk needs to
manually input it in the system<br>
Daily reports are manually printed and weekly occupancy reports are
physically sent to the various departments<br>
<br>
Accounting:<br>
Revenue and expenses are tracked on a monthly basis from collecting
receipts from your different departments and then manually entered into an
accounting program<br>
Monthly Income statement, balance sheets and expense reports for various
departments area are all done manually<br>
There is no verification of the data that your accountant puts in to any of
her reports..<br>
<br>
Housekeeping:<br>
There is no way to track how long it takes someone to clean a room<br>
Your housekeeping staffing is based on the forecast that the front desk
gives which we already know is all done manually and rather a guessing
game. Housekeeping has no way of knowing of there was a cancellation or a
room change so they end up wasting time going to room that don't need to be
cleaned.<br>
Excess amount of cleaning supplies - Housekeeping purchases supplies at
local Costco and purchase items they don't need because of great sale
items. All receipts are physically given to account at month end.<br>
<br>
Event Coordinator:<br>
There is no file cabinet to house any paperwork that may be useful for
records of past clients or new clients and what types of services they may
like<br>
Comment cards are written on comment cards and no way to categorize the
issues on the comments and what they are about<br>
No reporting done on comment cards<br>
Forecasting and scheduling for guests like staffing is done based on past
experience although there are no reports that allow you to make a real
forecast.<br>
Meeting and banquets rooms are not used as much as they should be since
they are not advertised as well as you don't have a real way to keep track
of what room and how long the room is being used.<br style='mso-special-
character:
line-break'>
<![if !supportLineBreakNewLine]><br style='mso-special-character:line-break'>
<![endif]><o:p></o:p></span></p>
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<p class=MsoNormal style='margin-bottom:12.0pt;line-height:9.75pt'><span
font-family:
"Times New Roman";color:dimgray'><br>
Some of the ideas you should look into is obtaining a computer system with
a central server that houses a database. What this does is each area, Front
Desk, Housekeeping, Event Coordinator and even accounting will have their
own computer that is hooked over a network here at the hotel. Could be
wired or wireless it doesn't matter. The central computer will be housed in
your office where it has a database that stores all the data that gets
inputted from the different departments and each of the different
departments will have access to their specific data that they requested.
The database is locked down so certain departments have access to certain
data not all data in the database. <br>
<br>
We can even have the 3rd party have access to inputting in the reservations
that they take, into the database application that way the front desk can
handle the guests and have the information immediately instead of having to
get an email and re-input the information off the email.<br>
<br>
And think of having the shared database housekeeping and event coordinator
can properly staff the hotel as they will know exactly how many guests or
what events will be happening rather than guessing from previous
experience. It will be a true forecast. Also keeping track of all the
guests, you can see if you have regular guests visiting and take care of
them accordingly as you will already know what their needs are as well as
things they may like. This also goes hand in hand with the comment cards.
We can have the guests go online and put in their comments, good or bad,
and give comments back to the guests as well as server them the way they
would like.<br>
<br>
Look at the accounting department, she is one person. With the Business
Intelligence you can have each department input their expenses whenever
they do expenditures instead of the account having to collect receipts on a
monthly basis. Once the department submits the expenditure they can send
the receipts for verification but the accounting department will not have
to input all the data of the expenditures.<br>
<br>
Remember that every department will need to be trained to use the systems
but it will all integrate the whole hotel and allow each and every
department to run/query any reports that they will need to run.
housekeeping will know exactly what rooms they need to clean as well as
estimate how long it will take based on who stayed in that room. The
database can also manage inventory of what is in each room and what needs
to be replaced, the cleaning supplies on how much or little if it needs to
be replaced.<br>
<br>
With all the data that is going to be collected from all the different
departments, stored together being used by multiple types of tools to
analysis, consolidate and providing huge amounts of data to make better
decisions for the better of the hotel, the business intelligence is going
to be a wealth of knowledge and will definitely make it easier for yourself
and staff to run reports and get estimates all at the click of a button.<br
style='mso-special-character:line-break'>
<p class=MsoNormal style='margin-bottom:12.0pt;line-height:9.75pt'><span
font-family:
"Times New Roman";color:dimgray'>This will initially require cost but with
what the system will allow you to <span class=GramE>do,</span> you will
reap the benefits almost immediately.<span style='mso-spacerun:yes'>
</span>No more manual intervention and best of all lower the overall costs
and increase profits by not wasting time and energy, making the guests
happy so they become repeat guests. What could be better.<br>
<br style='mso-special-character:line-break'>
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