Timeshare housekeeping software :: Timeshare housekeeping Management

The Housekeeping Forecast, Scheduling, and History module is designed to improve the process of completing the many tasks assigned to the housekeeping department. The module is included with the core system at no additional charge and uses RDPWin's "Windows based" technology. The module has three major elements, which are forecasting housekeeping requirements, daily housekeeping scheduling, and history:

Housekeeping Topics Included In This Document

Forecasted Housekeeping Requirements	The housekeeping module is designed to forecast the total number of housekeepers needed each day in the future based on current guests in-house and expected arrivals/departures. For example the forecast report may indicate that a total of 124 rooms will be dirty tomorrow for a total cleaning time of 101 hours. The following day shows 214 dirty rooms with a total cleaning time of 194 hours. Use this information to plan the work schedules for housekeepers to make sure there are not too few or too many housekeepers each day. Features include: Forecast cleans up to 365 days in advance. Store individual estimated clean times in user-defined tables based on room type and clean type (daily clean, checkout clean, "midweek tidy", etc. Various Crystal Reports are available which can be modified as needed. Assign different "clean patterns" for each guest. For example, in a condominium rental application, one guest can have "checkout only" cleaning while another can purchase "full daily cleaning."
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 number of housekeepers. A "housekeeping status screen" is the core element which tracks each housekeeper and auto-refreshes as rooms are cleaned, inspected, and other tasks are performed. Features include: Automatically assign dirty rooms to housekeepers based on total cleaning time; Print daily cleaning schedule for each housekeeper; Track status from dirty to "ready for inspection" to "clean and ready for guest"; Rooms can be marked clean automatically using the in-room phone or handheld wireless personal digital assistant (PDA). Guest requests can be scheduled. For example, if a guest calls the front desk and requests "extra towels," the front desk can input this request, which then appears on the Housekeeping Monitor screen. The head housekeeper can then schedule someone to complete this request. The notification to the housekeeper can be automatically sent to a handheld wireless PDA or cell phone with text E-mail.
Housekeeping History Housekeeper Performance Reports	The third major element of the housekeeping module is historical reporting. 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. For example, if a guest checks in to a dirty room, you can determine which housekeeper erroneously marked the room as clean. Features include: Various Crystal Reports available that you can modify; Enter actual cleaning time and compare to forecasting time using the phone in the room. For example, the housekeeper can press "1" when they enter the room, which stores the "Start clean time" in housekeeping history. When done they type "2" to mark the room as "ready for inspection", which also stamps the "end clean time". The system reports the actual clean time per room, forecasted time, and variance to track housekeeper performance. Inspectors can enter comments on each clean. Inspectors can use the phone in the room to mark the room as "ready for guest", which also stored the time the inspector finished. Reports are available showing how much time elapsed between the housekeeper marking the room as "ready for inspector" and the the time the Inspector completed the inspection. Track all cleans per housekeeper; and Track all cleans per room.

Overview - Housekeeping Status Screen

The Housekeeping Status screen provides one screen for the head housekeeper to manage all housekeeping functions. A sample of the Housekeeping Schedule screen is shown below. Important things to note about that screen are:

Housekeeping Status Screen

Expanded Board (Schedule for One Housekeeper)

The image below shows the expanded board, which is the schedule for one housekeeper for the day. Additional information can be added for each Dirty room, such as the number of people, special requests, etc. This schedule can be printed with the "print board" option and handed to the housekeeper.

Housekeeping Monitor Status Display

The Monitor Status graph shows one bar for each board. This display make it easy to see the progress for the day.

The system allows the detail of any schedule to be displayed with a mouse click. Point the cursor anywhere in this display and the user will be taken to the Expanded Board view as shown in the sample directly above.

As rooms are marked "Ready to Inspect" or Clean, this display automatically refreshes. Room Status can be changed in the room by using the Housekeeping Interface.

Housekeeping Flow Of Events

Forecast
Housekeeping
Requirements

The housekeeping module is designed to forecast the total number of housekeepers needed for each day in the future based on current guests in-house and expected arrivals/departures. This information can be used to accurately plan the work schedules of housekeepers to assure staff is not shorthanded or excessive.

Rooms Marked

as Dirty Each Night

The housekeeping module automatically posts room and tax each night, as well as packages, to all occupied rooms. The rooms are marked Dirty during this process.

Configure
"Clean Time"
Per Room Type
OR

Per Room Number

System tables are created once to store the "Clean Time" for each room type for each Clean Type. A sample of this table appears below:

Unit Type	Clean Type	Clean Time (Minutes)
King	Daily	20
King	Checkout	35
Double-Double	Daily	30
Double-Double	Checkout	45
Suite	Daily	45
Suite	Checkout	55

Create Cleaning

Schedules Daily

The system creates cleaning schedules based on the number of Dirty rooms, the number of housekeepers available, and the "Clean Time" from the table above. A sample of this is shown in the Housekeeping Status screen above.

Clean the Rooms

The housekeepers clean the rooms in the order printed on their daily schedule. This order is predefined to make sure the rooms are cleaned in a logical order, since room number sequence may not be the most efficient order to clean rooms. For example, rooms can be cleaned in a pre-designed order such as 101, 102, 106, 213.

If the optional housekeeper-phone interface is installed, the housekeeper can press a key on the in-room phone to indicate they have started cleaning. This stamps the "Clean start time" into the housekeeping history file. Housekeepers can press a different key to indicate they have completed the Clean, which stamps the end time and marks the room "Ready to Inspect". Reports are then available showing the actual cleaning time per room, as well as the expected cleaning time and variance.

Mark Rooms Ready
for Inspection

The housekeepers change the room status from Dirty to "Ready to Inspect" as rooms are cleaned. The Inspection step is optional and can be turned off so rooms can go directly from Dirty to Clean. The room status can be changed various ways, as follows:

The housekeeper can use the phone in the room to directly change the room status using RDP's optional phone-housekeeping interface. For example, the housekeeper may dial "*2" to change the room to "Ready to Inspect." This changes the room status immediately and is the most efficient procedure. It also stamps the ending time for the Clean into the housekeeping history files.
The housekeeper can call the front desk or the housekeeping department, and ask them to change the room status using the Housekeeping Status screen above.
Housekeepers can mark the room as "Ready to Inspect" or "Clean' on their schedule and use a workstation to change the room status later. This procedure delays changing the room status and is not suggested.

Inspect Rooms

Mark As Clean Or

Schedule Re-Clean

If your property uses an Inspector, the system prints reports of rooms "Ready to Inspect." After the room is inspected, the inspector has the following options:

The inspector can mark the room as Clean, using the phone in the room. If the optional housekeeper-phone interface is installed this action will also stamp the time the inspector finished into the housekeeping history file. This allows you to view reports showing how much time elapsed between when the housekeeper marked the room as "Ready to Inspect" and the inspector finished.
If the inspector determines that the room is not properly cleaned, the room status can be changed back back to Dirty again using the phone in the room. This room then appears on the head housekeeper's status display within seconds, who can then assign a housekeeper to re-clean the room. The "Re-Clean" display can include comments, such as "shower needs proper cleaning".
The Inspector can enter comments about the room, such as "poor job." This information is then available to track housekeeper performance.

Schedule Cleaning Of Additional Dirty Rooms
During the Day

Housekeeping is a 24-hour job at many hotels. For example:

A guest may check-in to the hotel at 11:00 AM and check out at 2:00 PM.
The system marks this room as Dirty upon checkout.
The Housekeeping Status screen will show this new Dirty room within seconds.
The head housekeeper can assign this Dirty room to a housekeeper's schedule for cleaning.

Interface to
Work Order System

The housekeeping system interfaces to RDP's Work Orders and Asset Management system. For example, assume the housekeeper discovers that the TV is broken. The RDPWin system has the capability to:

Generate a work order;
Mark the room room "out of service;"
Assign work orders to specific maintenance personnel and track their progress; and
If RDP's Condominium Owner billing module is installed, the owner can be billed for the repairs.

Please see Work Order Module for details.

Housekeeping Requests
(Extra Blankets, etc.)

Guests frequently make requests by calling the front desk or concierge for a wide variety of items such as extra blankets, pillows, etc. Any RDPWin workstation can be used to enter and direct these requests to the housekeeping department, such as, "Please put extra blankets in room 123." These requests appear on the Housekeeping Status screen and can be assigned to housekeepers for completion.

Please see Messaging and To-Do List Module for details.

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. For example, if a guest checks in to a Dirty room you can determine which housekeeper marked the room as Clean. See screens below.

Housekeeping History Screens

Housekeeping Module Summary

RDP's Housekeeping module is available immediately and is designed to run a busy housekeeping department from one screen. For more information, please call RDP Sales directly. Other related links are below.

Other new RDP Modules

Hotel / Resort Software Overview

New Module	Availability	Requires RDPWin	Other Requirements
Reservation Denial Tracking	Now	Yes	RDPWin 2.xxx or higher
Change Tracking Direct from RDPWin	Now	Yes	RDPWin 2.xxx or higher
Travel Services (Insurance, Security Deposit, etc.)	Now	Yes	None
Housekeeping Forecasting, Scheduling, and History	Now	Yes	None
Work Orders & Equipment / Room Inventory / Asset Mgmt.	Now	Yes	None
Wireless or Wired Internet Access and Billing	Now	No	Bridge Computer
Booking Pace & Occupancy Forecasting	Now	No	Crystal Reports
Customer Relationship Management (CRM) / Guest Rewards	Now	Yes	None
Room Key Interface - VingCard Vision 3000	Now	No	Bridge Computer
Virtual Store - Sell Other Items Using IRM	Now	No	Internet Reservation Module (IRM)
Messaging - To Do List - Trace System	Now	Yes	None
Video Check-out From Room	Now	No	Movie Billing Interface
Conference Room & Activity Scheduling	Now	Yes	None
Internet Reservation Module	Now	No	Win2003 Bridge Server
Global Distribution System Interface (GDS)	Now	No	Bridge Computer
Fast Credit Card Processing Via Internet	Now	No	Installed by SDC

Resort Data Processing (RDP) software has been installed since 1981 at over 1000 locations worldwide (see customer list). Please use the links below to learn more about RDP software for Hotels and Resorts. If you are renting homes or condominiums on a short term basis, please start with Vacation Rental Overview. Timeshare properties should begin with our Timeshare Resort Overview. Our Campground management system is also available. Our systems are fully integrated, so all features in our hotel system are available for vacation rentals and timeshare resorts and vice versa.

Sample RDP Property Management System Screens

Core RDP Modules	Interfaces
Technology Overview - RDPWIN Sample Screens Sample Reports Reservations Rates & Yield Management Packages Front Desk & Night Audit Groups & Conferences Travel Agents/Wholesalers Guest History & Marketing Housekeeping Scheduling General Ledger - Hotels Trust Accounting - Owners E-Mail Marketing Crystal Reports Hardware Requirements	Internet Reservation Module (IRM) Vacation Rentals (Condo Accounting) Timeshare & Interval Ownership Campground Management Guest Itinerary & Concierge Activity Scheduling (bike rentals, etc) Wait List / Denial Tracking / Res Quotes Frequent Guest/Rewards Work Orders & Asset Management Booking Pace & Forecasting Virtual Store On Internet Messaging/To-Do List Change Tracking 24-Hour Support RDP Headquarters in Vail Customer List and Comments	Overview Of All Interfaces Global Distribution System (GDS) Central Reservations SDC Credit Card Interface High Speed Credit Card Authorization In-Room Video Checkout Call Accounting Point Of Sale Voicemail Maid-Phone (Housekeeping) Environmental Back-Office Accounting Vacation Rental Trust Accounting Nomadix Wireless Internet Billing Room Key (Ving Card, etc.) RDP Partners and Alliances

Vacation Rental and Condo-Hotel Features & Links
Maximizing owner satisfaction and increasing management revenue since 1981
Data Flows from Reservations to Owner Statement Full Trust Accounting Capabilities Equalize Owner Rental Revenue Pay Bills for Owners and Guests Powerful Reservation Board (Tape Chart) Work Orders & Asset Management Housekeeping Forecast, Schedule, & History Mix of Rental Types - Condos, Houses, Hotels, Timeshare Internet Reservations with Pictures and Virtual Tours Live Demonstration of Internet Reservations E-mail Integration for Guests, Owners, etc. Short Term and/or Long Term Rental Lock-Off Units Allowed Manage Units Not in the Rental Pool Extensive Custom Reporting with Crystal Reports Reservation Quotes, Wait List, and Denial Tracking Customer Relationship Management (CRM) Travel Agent Commissions Deducted Unlimited Charges Per Owner	Various Billing Cycles - Monthly, Quarterly, etc. Split Revenue Across Billing Period Fast Production of Owner Statements Month-to-Date & Year-to-Date Totals Per Owner Statements Can Always Be Reprinted Print Checks to Owners Integration to GDS, POS, Phones, Credit Cards, etc. Accounts Receivable with Aging Automatically Print or E-mail Overdue Notices IRS 1099 Year-End Reports Room Moves Pay Correct Owner Yield Management Integrated Sharewith Folios or One Guest With Multiple Folios Taxes Adjusted for Length of Stay and Location Timeshare and Interval Ownership Allowed All RDP Hotel Features Available for Owner Systems Customer List and Quotes Home Page - Vacation Rentals & Condominium Hotels Why Buy From RDP?
Hotel and Resort Overview Vacation Rentals and Condo-Hotel Overview Timeshare / Interval Ownership Overview Discount Available When Converting to Resort Data Processing (RDP) from First Resort Software

Internet Reservation Info & Demos:
Condo-Hotel IRM.Net Demo Vacation Rental IRM.Net Demo Timeshare IRM.Net Demo Hotel/Resort IRM.Net Demo Campground IRM.Net Demo	Owner Account Access via IRM.Net Sample IRM.Net Screens Internet Reservation Overview IRM.net Knowledge Base Articles

Use the links below to view the sample RDP screens. Click on the header of any section for an overview, if available. A complete system overview is also available as well as sample reports.

Reservation Features		System
Configuration Introduction Find Reservation New Reservations Available Rooms Yield Management Analysis Availability Tape Chart House Status Unique Rates for Every Room Held Deposits Reservation Detail Tabs	Change Guest Email Confirmations Add Room Add Sharewith Add Work Order Guest Folio Activities Check In One or All Check In Groups Post Charges Take Deposits/Payments Issue Refund Check Out One or All Check Out Group Members UnCheck-out Cancel One Res Cancel Groups Uncancel Res	RDPWin Log Comment Labels Add Rate Sets Change Rate Sets' Defaults Lowest Rate Rate Plans Rate Plan Patterns DDF Info Menu Security RDPWin Monitor System Configuration SDC Configuration VRS Configuration
Groups	Agents	Owners
Introduction Add List Find Change Adjust Room Blocks Post Charges Payments Refunds Statements	Introduction Add List Find Change Post Charges Payments Process Commissions Statements	Introduction Add List Find Change Post Charges Res Related Charges Payments Process Revenue Reports Statements 1099 Electronic Filing Audit Report
Reporter (Crystal Reports)	Stats	CRM
Reporter Sample Reports	Totals Room Revenue Totals by Room Type Totals by Room Type 2 BR	Analysis Configuration Guest Information Statements
Accounting	Housekeeping	Work Orders & Asset Management
Configuration Add G/L Account G/L Account List Adjust Account Balances Change Offset Accounts Pay Taxes Reconcile Bank Accounts Check Vouchers Trial Balance Trust Summary Trust Transfers	Configuration Schedule History Analysis History Analysis by Property History Display History Change Monitor Status Room Status Reports	Introduction Monitor - New Monitor - Open Monitor - Closed Monitor - Closed & Grouped Monitor - By Status & Vendor Vendors Vendors - Show Contacts Vendors - Add Vendor Vendors - Enter Invoice Amt Vendors - Work Order Billing Vendors - Statements Resort Assets Configuration
Timeshare Topics
Basics	Weeks	Contracts
Configuration Dates Owned Tab	Add Weeks Analysis Change Weeks Expire Banked Weeks Generate Weeks Owner Weeks Tab	Contracts Tab Generate Weeks from Contracts