Sheet1HOTEL NAMEAURIS THE VILLASYEAR2015

Administration and GeneralHotel Live Date26/04/2015 ADMINISTRATION & GENERALStatusDuration ( Days ) StartDue / FinishTask Assigned / Owned ByRemarksInsuranceDetermine Insurance NeedsPending305/1/1531-05-2015Confirm Insurance ProvidersPending35/3/1506-05-2015Ensure Insurance is activatedPending315/31/1501-07-2015Purchasing & ReceivingRegister with Hospitality Warehouse0Identify Primary SuppliersCompleted0Establish Credit with SuppliersCompleted0Implement purchase order systemPending0Develop Inventory Management SystemPending0Develop Requisition ProceduresPending0LeasesConfirm lease in place and copies available0Printing and StationeryBusiness Cards orderedPending0Hotel LetterheadsPending0PMS StationeryPending0GUEST Account StationeryPending0Purchasing Order FormsPending0Payroll & Personnel FormsPending0Order Payroll StationeryPending0UniformsFinalise Specifications and QuantitiesIn Progress0Order UniformsPending0Order STAFF Name BadgesPending0TransportationFinalise RequirementsPending0Affiliations & MembershipsEstablish Membership0Community Policing Forums0Pre-opening OfficesLocate and Prepare pre-opening offices0Relocate Pre-opening Offices to Hotel0

FINANCIAL PLANFINANCIAL PLANStatusDuration ( Days ) StartDue / FinishTask Assigned / Owned ByRemarksAccounting ProceduresObtain copy of Financial Plan ManualPending1401-05-201515-05-2015Order Accounting Package (ACCPAC) software0Establish Hotel credit policy and procedures0Set-up Accounts Procedures0Obtain reporting formats0Obtain Accounting Procedures Manuals0Set-up Dictionary of Accounts0Schedule training on ACCPAC0Set-up Accounts STAFFING0Recruit Key Accounts STAFF0PayrollSet-up salaries bank account0Register to Bank Account0Order Payroll software0Order Payroll Stationery0General Manager Checklist Completed post-opening0Pre-opening BudgetDraft pre-opening budgetIn Progress0Pre-opening budget approval0Operating Forecasts completed0Hotel BudgetsDraft 12 mth Operating Budget0Draft Capex Budget0BankingSet-up Bank Accounts incl. Salary Account0Arrange Overdraft Facilities0Set-up credit card agreements0Arrange Security Cash collection0Determine Operating Cash requirements0Asset ManagementOpen Fixed Asset Register0Complete pre-opening asset stock takes0See Admin & General0See Risk Management0See Legal Compliance0

IT & SYSTEMSIT & SYSTEMSStatusDuration ( Days ) StartDue / FinishTask Assigned / Owned ByRemarksProperty Management SystemOrder placedIn Progress4120-05-201530-06-2015Service Level Agreement finalised0Installation dates confirmed0Data configuration set-up0Data input and configuration0Set restrictions in PMS0Implement Rate Codes In PMS0Enter Packages Into PMS0System Installed & Tested0Training dates confirmed0Backup Systems & Protocol0F&B Outlet POS SystemsMicros POSPending00Server & LAN NetworkSystem specifications agreed0Service Level Agreement finalised0Equipment Orders placed0Installation dates confirmed0System Installed & Tested0Backup Systems & Protocol0WorkstationsRequirements determined0System specifications agreed0Service Level Agreement finalised0Equipment Orders placed0Installation dates confirmed0System Installed & Tested0Training dates confirmed0Printers/Scanner/ FaxRequirements determined0System specifications agreed0Service Level Agreement finalised0Equipment Orders placed0Installation dates confirmed0System Installed & Tested0Training dates confirmed0Software RequirementsRequirements determined0Orders placed0LicencingSoftware Licences obtained0TV Licence application0Internet Service ProviderDetermine ISP0Service Level Agreement finalised0Domain registered0e-mail accounts set-up0Internet connectivity0Telephone SystemConfirm Switchboard Specifications0Training dates confirmed0Arrange Telkom Application0Finalise Hotel Phone Number0Finalise Hotel Fax Number0Arrange Fax to Mail Facility0Complete On-Hold Message Recording0In-Room EntertainmentSpecify requirements0Order Decoders0Installation & Testing0Determine Bouquet0Obtain licencing0Source Public Area Music0Timekeeping SystemRequirements determined0System specifications agreed0Equipment Orders placed0Installation dates confirmed0System Installed & Tested0

LEGAL COMPLIANCELEGAL COMPLIANCEStatusDuration ( Days ) StartDue / FinishTask Assigned / Owned ByRemarksBusiness RegistrationObtain business trading numberIn Progress19107-01-201517-07-2015LicensingTrading licence0TV Licence0Promotion of Access to Information ActFire Clearance Certificate obtained0Employment EquityJob Classifications verified0Skills DevelopmentSkills Development Facilitator appointed0Training Committee established0Health and SafetyHealth & Safety Representatives appointed0First Aiders trained and appointed0Health & Safety Committee established0First Aid Boxes equipped and available0

MARKETING PLANMARKETING PLANStatusDuration ( Days ) StartDue / FinishTask Assigned / Owned ByRemarksHotel PositioningDevelop Hotel USPs per Market SegmentPending23707-01-201101-09-2011Complete Competitor Analysis0Complete SWOT Analysis0Hotel Sales CollateralDevelop facilities guide/presentation folder0Develop Pre-Opening Brochure0Develop Permanent Brochure0Develop ancillary sales collateral/stationery0Develop Press Kit0Develop Property Maps0Photography/Video0Coordinate photo shoot for permanent brochure0Photography available0Marketing PlanAppoint Marketing Plan Co-Ordinator0Appoint Sales Executive0Acquisition Plan to be formulated0Acquisition Plan to be approved0Rates StructureComplete and Submit Rate Builder0Rate Grid to be approved0Soft Opening ProgrammeDetermine Target Groups0Determine pre-opening programmes0Hotel Opening ProgrammeDetermine official opening date0Determine Target Groups0Determine Programme0Hotel BrandingMinimum Branding Requirements ascertained0Minimum Branding Requirements ordered0Hotel Brochure finalised0Hotel Signage finalised0Corporate Flags ordered0Rates Board ordered0Brochure Rack and Brochures ordered0Hotel Stationery finalised and ordered0Key Cards designed0Internal Signage agreed0Marketing Material ordered0Branding Checklist Completed0Hotel Web PageHotel.com Web Entry0Hotel Fact Sheet submitted0Pictures submitted0

QUALITY PLAN - F&BQUALITY PLAN - F&BStatusDuration ( Days ) StartDue / FinishTask Assigned / Owned ByRemarksContract GUEST Valet/ LaundryPending23707-01-201101-09-2011Contract GUEST Transport0Develop F&B Outlet Concepts0Restaurant Concept0Restaurant Theme0STAFFING LEVELS0Service Levels0Menu Planning0Menu Tastings0Menu Costings0Develop Standard Recipes0Menu Pricing finalised0Menus to Print0Table Layouts0Centrepieces0Linen/ Table Mats0Bar ConceptOperating Hours0STAFFING Levels0Wine List Finalised0Wine List Costed0Drinks Pricing0Service Levels0Room ServiceOperating Hours0STAFFING Levels0Service Levels0Menu Planning0Menu Costings0Menu Pricing finalised0Menus to Print0Equipment specifications0Equipment ordered (see Purchasing)0Equipment commissioning complete0KitchenDetermine Kitchen smallwares0Specify kitchen smallwares0Order kitchen smallwares0Delivery date confirmed0Equipment commissioning complete0PurchasingLinen0Specifications confirmed0Orders Placed0Delivery Dates Confirmed0Cutlery0Specifications confirmed0Orders Placed0Delivery Dates Confirmed0Crockery0Specifications confirmed0Orders Placed0Delivery Dates Confirmed0Glassware0Specifications confirmed0Orders Placed0Delivery Dates Confirmed0Equipment0Specifications confirmed0Orders Placed0Delivery Dates Confirmed0F&B Inventories0Develop Kitchen par stock0Develop master beverage/bar par stock and wine list0Procure opening F&B inventories0ConferencingConferencing Layouts0Conferencing Packages0Specify Conferencing Equipment0Order Conferencing Equipment0Delivery Dates Confirmed0Equipment commissioning complete0Technical support available0Storage and ControlArrange suitably secured storage0Complete Asset Register0Complete Opening Stock Inventories0Obtain Quality Operating Standards Manual0Issue Minimum Operating Standards to Heads of Departments0Customise Minimum GUEST Service Standards0Communicate Minimum GUEST Service Standards0Schedule Pre-opening Quality Assurance Assessment0Obtain required SA Grading0Implement "Hot or Not" GUEST Feedback System0

QUALITY PLAN - HousekeepingQUALITY PLAN - HousekeepingStatusDuration ( Days ) StartDue / FinishTask Assigned / Owned ByRemarksObtain Quality Operating Standards ManualIn Progress23707-01-201101-09-2011Issue Minimum Operating Standards to Heads of Departments0Customise Minimum GUEST Service Standards0Communicate Minimum GUEST Service Standards0Schedule Pre-opening Quality Assurance Assessment0Obtain required Standard Assessment Grading0Implement GUEST Feedback System0HOUSEKEEPINGEquipment0Requirements Specified0Housekeeping Trolleys0Vacuum Cleaners0Cleaning Smalls0Quantities and Specifications established0Delivery Dates Confirmed0Asset Register opened0LinenQuanities Specified0Par Stock Established0Quality Specifications Set0Orders Placed0Delivery Dates Confirmed0Secure Storage0Opening Inventory Taken0GUEST SuppliesGUEST Bathroom Amenities0GUEST Stationery0GUEST Beverage Supplies0Quanities Specified0Par Stock Established0Quality Specifications Set0Orders Placed0Delivery Dates Confirmed0Secure Storage0Opening Inventory Taken0Minimum BrandingChecklist Completed0Outsourcing0Housekeeping Contract Cleaning0Service Level Agreement finalised0Laundry0Service Level Agreement finalised0Public Area Contract Cleaning0Service Level Agreement finalised0All Contractors to undergo Induction Training0

RISK MANAGEMENTRISK MANAGEMENTStatusDuration ( Days ) StartDue / FinishTask Assigned / Owned ByRemarksObtain Risk Management ManualCompleted2507-01-201101-02-2011Complete Risk Management Plan0InsuranceDetermine Insurance Needs0Confirm Insurance Providers0Ensure Insurance is activated0Arrange Risk Audit post opening0Emergency PlanningDraft Emergency Procedures0Draft Evacuation Procedures0Obtain Emergency Services Contact Numbers0Appoint Fire Station Officers0Train STAFF in Emergency Procedures0Hold Fire & Evacuation Drill0Health & SafetyOrder First Aid Boxes0Order Emergency Equipment0Megaphones0Hard Helmets0Vests02-way radios0Torches0Verify proper operation of all Life Safety equipment/systems0GUEST SecurityCheck CCTV installation & monitoring0Key Register & Monitoring System in place0Computer Security0Backup Systems & Procedures in place0Electronic Communication Policy in Place0

STAFFINGSTAFFINGStatusDuration ( Days ) StartDue / FinishTask Assigned / Owned ByRemarksFinalise STAFFING NumbersPending23707-01-201101-09-2011Finalise Salary & Benefits Budget0Obtain HR Operating Standards Manual0Establish Conditions of Employment0Draw up Contracts of Employment0Confirm Employment Policies0Establish Hotel Rules0Obtain HR Forms0Establish Performance ExpectationsIssue Job Descriptions0Issue GUEST Service Standards0Arrange for Probationary Performance Reviews0Determine Outsourcing RequirementsHousekeeping0Service Level Agreement finalised0Laundry0Service Level Agreement finalised0Contract Cleaning0Service Level Agreement finalised0Maintenance0Service Level Agreement finalised0Security0Service Level Agreement finalised0STAFF Transport0Service Level Agreement finalised0Customise Position Specifications0Develop Hiring Schedule0Develop Training Schedules0Confirm Training Dates & Providers0Hire Senior Management TeamOperation Manager0Asst.Operation Manager0Hire Department HeadsAccounting Spv0FO Spv0HK Spv0Sales Executive0Eng Spv0Hire Junior ManagementHire Service and Support STAFF0Schedule TrainingInduction Training0Skills Training0Systems Training (PMS & POS)0Emergency Procedures0