COMPUTER OPERATIONS In the Hospitality Industry

THE USE OF COMPUTERS

• Speed up the process by which useful information is made available to decision-makers.

THE USE OF COMPUTERS

• Streamline the process of collecting and recording data.

THE USE OF COMPUTERS

• Expand the ways in which information is organised and reported.

THE USE OF COMPUTERS

• A computerised food control system assists to perform routine functions quickly and accurately, provides accurate and up to the minute data on sales, profit, stock levels etc.

• Computers can further assist with stock control, pricing, costing, menu planning, ordering, processing orders and billing, reporting functions.

USING COMPUTERS FOR:

COMPUTERS IN THE KITCHEN: MENU PLANNING

• Menu planning , design, pricing and evaluation processes

• Software = not too complicated

• USE STANDARISED RECIPES!!

= roadmap for preparing all food and

beverages

= tried and tested recipe

= consistent product and yield

STANDARDISED RECIPES

• Ensures consistency of quality and quantity at a known costs

• Pre-testing recipes and pre-calculating costs

• Must include: – Code number/code name

– Total quantity of food/portions

– Ingredients and quantities

– Method of preparation, cooking times, pan sizes

– Variations and substitutes and serving options

– Total cost and cost per portion

Example of Standarised Recipe Card

Standard Recipe Card

Name of dish: References: Page: Cooking temperatures: File no: Cooking method: Number of portions: Preparation: Portion size/count: Cooking:

Commodities:

Ingredients Required g/ml Waste % Usable weight Unit costs Total costs

Total usable weight: Less cooked weight:

Loss in cooking:

Total Costs: R

COMPUTERS IN THE KITCHEN: MENU PLANNING

EACH POINT SHOULD BE LISTED SEPARATELY WITH PICTURES SUPPORTING AS PER EXAMPLE • Dish sales recorded = dish analysis

• Menu and ingredient costs as well as selling prices can be determined

• Online dictionary can be used to translate the names of dishes and ingredients

• Recipes can be simplified

• Recipes and ingredients can be listed and retrieved

COMPUTERS IN THE KITCHEN: MENU PLANNING

EACH POINT SHOULD BE LISTED SEPARATELY WITH PICTURES SUPPORTING AS PER EXAMPLE • Dish sales recorded = dish analysis

COMPUTERS IN THE KITCHEN: MENU PLANNING

• Order lists can be compiled easily and accurately

• Metric conversions can be done automatically

• Serving sizes can be printed on a recipe

• Nutritional values can be determined

• Menu engineering can be done properly

Menu analysis and forecasting

• Used to increase the popularity and profitability of menu items

• Forecast: projection or estimation of the number of menu items to be sold with their related costs and profit

• Historical data used

RECIPE COSTING

• Uses up-to-date prices to calculate accurate costs for food products

• Profit margins guaranteed

• Standardised recipes used

• Computerised recipe costing reduces the time and effort needed to keep recipe costs up to date

COMPUTERS & STOCK CONTROL

• To be profitable stock should be checked regularly

• Stock sheets are printed alphabetically and per commodity

• Information included on stock sheets: - description of goods - price per unit - quantity received and issued with a current balance - Cash column

STOCK SHEET

ORDERS ONLINE

COMPUTERS & STOCK CONTROL

• Less time consuming

• Information available immediately

• Issued stock deducted immediately

• Stock levels accurate

• Variances limited

• Each item must be set up on the system

• Each product is given a unique identification code

PROCESSES IN STOCK CONTROL

• Deliveries: details entered onto system and mistakes are automatically picked up. Stock added automatically and variance in price noted.

• Issuing: Upon requisition received, store inventory figure reduced and stock issued.

• Stocktaking: A closing stock figure is calculated from the information held in the system = must be backed up with a physical count!

POINT OF SALES SYSTEMS

POINT OF SALES SYSTEMS

• A POS can increase the effectiveness of the establishment by:

– Creating a new level of control over operations

– Providing detailed reports

– Boosting profits as slow selling dishes can be removed or changed

– Helping to fine-tune the business model as you access important information.

POINT OF SALES SYSTEMS

• A POS can increase the effectiveness of the establishment by:

– Creating a new level of control over operations

– Providing detailed reports

– Boosting profits as slow selling dishes can be removed or changed

– Helping to fine-tune the business model as you access important information.

Before computers: waiter writes down orders on writing pad

Before computers: waiter writes down orders on writing pad

• Waiter must walk to the kitchen and bar and take the slips of paper to them to place the order

• Time consuming • Mistakes could be made

POS: Point of Sales system

POS: Point of Sales system

• Order goes directly to the kitchen and bar • Touch screen = easier to operate • Different establishments have different POS requirements • Examples:

• Quick service restaurants: Orders taken at the counter = automatically displayed on monitors in preparation area

• Table services & fine dining: POS creates and opens open bills for more orders during the meal

• Well-integrated hotel POS systems: meal charges from the dining room, calls, room service, drinks etc. transferred to the guests bill at the touch of a button

POS: Point of Sales system

POS: Point of Sales system

ADVANTAGES OF POS

ADVANTAGE DESCRIPTION

Saves money • Less shrinkage due to theft, waste and misuse • Ensures correct selling prices

Obtain more information with detailed reports

• Easier to break down sales • Immediate information e.g. sales for a day • Indicates money that should be in cash drawer • Indicates accurate profit • Detailed sales report to ensure correct stock on hand • Alerts you to re-order when stocks run low

Increase productivity • Reduce the time spend doing inventory, sales figures etc. • Ordering processes are streamlined • Bills are issued accurately

WHAT’S NEW IN POS

TABLE TOP POS

CUSTOMERS PAY AT THE TABLE

COMPUTERS IN ROOM DIVISION

COMPUTERS IN ROOM DIVISION

• Every department in a hotel or resort relies heavily on IT – the information technology.

• This includes

– Front of the house : guest services

– Back of the house: accounting, HR, security

Front-of the house

• GUEST SERVICES:

– Property management systems (PMS)

– Website

– POS

– Reservations

– Checking in and out

COMPUTERS IN ROOM DIVISION

• Reservations – Use computer programs to make reservations

– Programme will determine rooms and rates available

– Reservation systems: recording accommodation sales for a single night

– Central reservation systems (CRS): deals with hotels that are affiliated to one group througha CRO – central reservation office

• Online reservations through website

RESERVATION SCHEDULE

COMPUTERS IN ROOM DIVISION

• PMS works with the CRS and the RMS (revenue management system)

• Information needed for bookings:

– Number of guests: Adults and children

– ID number

– Contact information: telephone & email

– Type of room

– Method of payment

COMPUTERS IN ROOM DIVISION

• Guest check-in/check-out: (done on PMS)

– Registration card completed = save template on computer

– Use the same programme as for reservations

– Create check-out card

– Electronic card keys handed to guests

– Guests check-out on room number = all transactions lined to room number = accurate bill

COMPUTERS IN HOUSEKEEPING

• Same program as front office = verify guest checking in and out information

• Information regarding which rooms have to be cleaned completely for new guests

• Housekeeper lets front office know which rooms are ready for check-in

COMPUTERS USED FOR :

COMPUTERS USED FOR ACCOUNTING

• Financial planning and budget control

• Calculating profit and loss

• Accounts payable and receivable

• Processing customers orders

• Lodging manager/night auditor uses the computer to compile accurate bills upon check-out

COMPUTERS & PURCHASING

COMPUTERS & PURCHASING

• Internet shopping/e-procurement - get product information - get sales promotion information - Information on and sourcing suppliers - completing requisitions - approving and sending orders - processing deliveries - reconciling invoices - authorising payment

COMPUTERS & PURCHASING

• Convenient and competitive

• Consumer rights still apply

• Minimise compulsive and unnecessary buying

• Follow safe purchasing practices:

INTERNET PURCHASING

• Use a credit card with a small limit in case of fraud

• Only use a safe connection: “https”

• Only do business with reputable companies

• Set your web browser to the highest level of security notification and monitoring

• Look out for the closed padlock icon at the bottom of the screen = details protected

BENEFITS OF USING COMPUTERS

• COSTS – Reduce costs = operate more cost effectively – Prevent unnecessary expenses and facilitate income generation

• TIME – Saving time by replacing manual tasks – Integration of tasks – Speed in communication – Quicker service to guests

• CONTROL – Tighter control = improved guests service – Correct reports at the right time – Accuracy improved

• Source of information • Easier to re-organise information • Internet (www) used for information and marketing

LIMITATIONS OF USING COMPUTERS

• Back up all records = breakdowns in systems

• Power failures

• Memory must be cleared = store old info

• Takes time to train people to use systems

• Expensive