ACCESS
INFORMATION USING
A COMPUTER
The recent advance of computer software technology in recent years has given the hotel
housekeeping industry another security concern. Illegal entry into the computer room of a
hotel housekeeping department can create a direct threat to the organization's financial
stability and moreover their customer database.
Hotels should regularly conduct an audit on risk assessment of all computer systems and
software to uncover specific areas of vulnerability. value-added is an assessment of the risk
associated with the loss of each and all systems as well as all data stored on those systems.
 ACCOUNTABILITY

The structure and resources of the

hospitality housekeeping industry
require that one person carry the
responsibility for overall computer
system security. In many
properties, this is either the
controller
 AUDITABILITY

• It is the responsibility of the designated

systems security officer or the housekeeping
coordinator of the property to maintain
awareness of when users are accessing
information, what they are accessing or
modifying, and when and how unauthorized
attempts to access a system are being made.
 SYSTEM INTEGRITY

It is a fact which we have to admit that

there is no security plan or system for
computers that is 100 percent
foolproof. There is a local saying
among housekeeping coordinators
that, ''We do the best we can even after
that, if someone really wants to get into
a system, they will get in''.
 ACCESS RESTRICTIONS

The more people that have access to a

computer, the greater the possibility for
compromised security. Implementing
certain access restrictions can help to
maintain system integrity.
 PHYSICAL ACCESS TO SERVER

The server room or main computer room in a

property should be secured in a separate area from
other operations, protected by adequate locks and
double-door entry. All movement of personnel into
the area should be controlled, and access should be
granted only to those who work with the network.
 PHYSICAL PROTECTION OF THE COMPUTER

Computer security involves more than

protecting against fraud or vandalism. The
computer itself should be maintained and
protected from numerous hazards that could
temporarily or permanently incapacitate it.
 PRODUCE/OUTPUT
DATA USING
COMPUTER SYSTEM
THE HOUSEKEEPING STATUS SCREEN
ALLOWS THE CHIEF HOUSEKEEPER TO
MONITOR ALL HOUSEKEEPING
FUNCTIONS FROM A SINGLE SCREEN.
THE
HOUSEKEEPIN
G STATUS
  
W H AT I S T H E P U R P O S E O F A H O U S E K E E P I N G B O A R D ?

A housekeeping board lists all of

the dirty rooms that one
housekeeper is responsible for
cleaning that day, as well as any
special remarks.
 ASSIGNING HOUSEKEEPERS AND
CREATING ADVISORY BOARDS

The housekeeping boards can be

made every day depending on
the following factors. The
number of filthy rooms on the
premises.
HOUSEKEEPING REQUIREMENTS EXPECTED

• Based on present visitors in the house and planned arrivals/departures,

the housekeeping module forecasts the total number of housekeepers
needed each day in the future
• Forecasts can be made up to 365 days ahead of time
• Assign each guest a separate "clean pattern."
• User-defined tables depending on room type and clean type are used
to store individual projected clean times
• There are several Crystal Reports to choose from, each of which can
be customized as desired
 DAILY HOUSEKEEPING SCHEDULE

• The housekeeping module can automatically create a cleaning schedule

each day for each housekeeper based on the number of dirty rooms,
estimated clean time per room, and there are a certain number of
housekeepers
• Clean rooms are automatically assigned to housekeepers depending on
total cleaning time
• For each housekeeper, print a daily cleaning schedule
• From filthy to "ready for inspection" to "clean and ready for guests," keep
track of the status.
 THE IN - R OOM P HON E CA N BE USED TO
AU TOMATIC ALLY IN D IC ATE R OOMS A S C LEAN

• The housekeeping module's third essential component is

historical reporting. The projected clean time and actual clean
time, as well as variance, can be used to evaluate each
housekeeper's performance
• Using the phone in the room, enter the actual cleaning time and
compare it to the predicted time
• On each clean, inspectors might leave remarks or notes
• Inspectors can label the room as "ready for guest" using the
phone in the room, which also records the moment the inspector
concluded
• Keep note of each housekeeper's cleans as well as each room's
cleans
 ASSIGN THE ROOM A CLEAN QUALITY

 Run reports that show the housekeeper's average cleaning quality.

 The time it takes to clean each type of room (this is configurable)

 There are a limited number of housekeepers available.

 Cleaning schedule depending on maid zones, building levels, or other

special requests

• Each cleaning board can be printed and sent to one or more

housekeepers
 SCHEDULING MONITOR STATUS AND AUTO
REFRESH

• The head housekeeper can use the Monitor Status

panel to see a current snapshot of the room's status.
As rooms are cleaned, housekeepers can change
the room state to ready to inspect or clean using a
phone in the room. Within seconds, the display
will be refreshed .
 SCHEDULING\EDIT SCHEDULE TODAY'S
SUMMARY

• The Today's Summary appears at the top of

the page. There were 33 unclean rooms in
the sample below. There are now 10 filthy
rooms, 11 rooms that are ready for
inspection, and 12 rooms that have been
cleaned and are ready for guests. This
summary can be refreshed automatically.
 CLEAN STATUS OF NAVIGATION BAR -
PIE CHART

 Rooms that need to be cleaned are highlighted

in red.

 Yellow - Rooms that have been cleaned and are

ready to be inspected.

 Green – Rooms that have been cleaned and

inspected and are ready for guests.

 Blue – Rooms that were designated as clean

when the board was created but are now soiled.
 TODAY'S BOARDS

• The rooms for each board are

summarized in the Today's Schedule
section below. This overview section
can be expanded to offer more
information about each unclean suite
PRINT BOARDS

• The cleaning boards can be

printed from the screen below
and given to housekeepers
 EXPAND ALL
BOARDS

• In the Today's Boards section below, click the "+"

next to a specific board. You can see the details for
each housekeeper's board. You can also use the
Expand All Boards checkbox. See the example of
an extended board below.
 CLEAN STATUS

• The Show Rooms section contains

checkboxes that govern which rooms are
displayed on the housekeeping schedules.
For instance, only filthy rooms or just ready-
to-inspect rooms, or any combination of the
two, can be presented.
 FLOW OF EVENTS

• The Housekeeping Status screen

allows the chief housekeeper to
monitor all housekeeping functions
from a single screen. Below is an
example of the Housekeeping
Schedule screen.
 C O N FIG U R E " C LE A N TI M E" F O R EA C H R O O M T Y PE O R
N U M BE R O F R O O M S .

 The Clean Time for each room type is

stored in system tables that are produced
once. The following is an example of this
table:
 Type of Clean Time Unit Type of Clean
(Minutes)
 CLEAN TIME

 Unit Type Clean Type (Minutes)

 King Daily 20

 King Checkout 35

 Double- Daily 30

 Double- Checkout 45

 Suite Daily 45

 Suite Checkout 55
 MAKE A DAILY CLEANING
SCHEDULE

• Based on the number of filthy

rooms, the number of
housekeepers available, and the
Clean Time from the table above,
the system generates cleaning
schedules.
 CLEAN THE ROOM

• The housekeepers clean the rooms in the

sequence that their daily timetable specifies. This
order is predetermined to ensure that the rooms
are cleaned in a logical order, as cleaning rooms
by room number may not be the most efficient
method. Rooms can be cleaned in a particular
order, such as 101, 102, 106, and 213
 MAKE A DAILY CLEANING
SCHEDULE

• Based on the number of filthy rooms,

the number of housekeepers available,
and the Clean Time from the table
above, the system generates cleaning
schedules.
 MARK ROOMS READY FOR
INSPECTION

• As rooms are cleaned, the

housekeepers update the status from
dirty to ready to inspect. The
inspection process is optional and can
be disabled so that rooms can
transition from filthy to clean
immediately.
 INSPECT ROOMS

• Mark as clean or re-clean as needed.

• Using the phone in the room, the inspector
can label the room as clean. This step will
also stamp the time the inspector ended into
the housekeeping history file if the optional
housekeeper-phone interface is
implemented.
 ADDITIONAL DIRTY ROOMS TO BE
CLEANED DURING THE DAY

• In many hotels, housekeeping is a 24-hour profession. For instance,

a guest could check-in at 11:00 a.m. and check out at 2:00 p.m.

• The system marks this room as unclean when you check out.

• Within seconds, the Housekeeping Status panel will display this new
dirty room.

• This dirty room might be assigned to a housekeeper's cleaning

schedule by the chief housekeeper.
 INTERFACE TO SYSTEM
OF WORK ORDERS

 Make a work order.

 Put a sign in the room that says "out of service."

 Assign particular maintenance employees to work orders and

keep track of their progress.

 The owner can be billed for repairs if RDP's Condominium

Owner billing module is installed.

• For more information, see the Work Order Module

 HOUSEKEEPING HISTORY

It is possible to measure the performance of

each housekeeper by tracking the Estimated
Clean Time and Actual Clean Time, as well as
variance. You can also track each time a room
was cleaned and by whom.
 HOUSEKEEPING BILLING

The Housekeeping Billing Module automates the process of

charging owners and guests for housekeeping services, as
well as generating payables, statements, and checks to the
housekeeping vendor. Configure the amount of time each
clean requires per room type or room number, and assign the
hourly rate to each housekeeper or housekeeping vendor. The
system automatically calculates the cost and charges the
appropriate owner or reservation