Property Management System

HOSPITALITY INFORMATION SYSTEMS

4/16/2024

Ng Nguyn, Nguyn Hà Phong, Nguyn Phan Ngc Phng Anh, Bùi T

PSU-IS 253 BIS
 MỤC LỤC
CHAPTER 1. Introduction to an Overview of Property Management System (PMS)............................2
1.1. The concept of PMS...............................................................................................................2
1.2. Structure of PMS....................................................................................................................2
1.2.1. Hardware:.......................................................................................................................2
1.2.2. Software:........................................................................................................................3
1.3. Functions:...............................................................................................................................4
CHAPTER 2. Application of The EziHotel PMS technology at Riverside Hanoi Hotel.........................7
2.1. Introduction Riverside Hanoi Hotel........................................................................................7
2.1.1. Introduction Overview....................................................................................................7
2.1.2. Champa Resort & Spa's product and service system.......................................................7
2.2. The eziHotel PMS technology is applied at the hotel...........................................................11
2.2.1. The structure of the eziHotel PMS in the hotel industry...............................................11
2.2.2. The functions and roles of the EziHotel PMS for Riverside Hanoi Hotel.....................14
2.2.3. Advantages and Disadvantages of using EziHotel........................................................15
EVALUATION OF MEMBERS IN A TEAM......................................................................................19

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CHAPTER 1. Introduction to an Overview of Property Management System (PMS)
1.1. The concept of PMS
A PMS is a type of business management software that allows you to manage
your hotel's daily operations.
- Cloud-based PMS
- On-premise PMS software

1.2.

Structure of PMS
1.2.1. Hardware:
a. Computer:
 General Recommendations:
o Multi-core – 1.8 GHz processor or better.
o 4GB RAM.
o Windows 7, 8, 8.1, 10, or 11.
o 80 GB hard drive or more (160 GB highly
recommended).
o Mouse and keyboard.
o Monitor with 1024 X 768 resolution or higher.

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 o Windows-compatible printer (laser printer
recommended).
o Gigabit Ethernet port and router (for networking
computers).
o 1 serial port or a USB to serial adapter (only required for
certain software options)
o Wired, high-speed internet connection (only required for
certain software/service options).
o Cloud-based PMS can be used by Smartphones.
b. Server: A powerful and stable server is required to install and run
the PMS software along with the database management system.
c. Local Area Network (LAN): To connect the server with other
devices like computers, printers, and payment devices in the hotel.
d. Storage: Sufficient storage capacity is needed to store hotel data,
including information about customers, reservations, payments, and
reports.
e. POS (Point of Sale) System: For hotels with services like
restaurants, bars, or gift shops, a POS system is used to manage
payments and transactions.
f. Card Reader: To read credit cards or customer loyalty cards,
facilitating convenient payment and customer information
verification.
g. Time clock: For hotels with employees, a time clock is used to
record employee work hours.
h. Specialized Equipment for Specific Service: POS systems for spas
and entertainment, other equipment depending on the services they
provide.
1.2.2. Software:
a. Operating System: An operating system like Windows, macOS, or
Linux is necessary to install and run the PMS software on your
computer.

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 b. Web Browser: Cloud-based PMS software typically requires a web
browser to access and use. Popular browsers like Google Chrome,
Mozilla Firefox, or Microsoft Edge are compatible.
c. Internet Connection: A stable internet connection is required to
access the PMS software and interact with the data.
d. Database Management System: A database management system
such as MySQL, PostgreSQL, or Microsoft SQL Server might be
needed to store and manage data within the PMS.
e. PMS Software: Opera PMS, Protel, Amadeus PMS…
f. Website PMS: EzilHotel, Sophia PMS…
1.3. Functions:
a. Enable guests to make reservation
For a modern hotel business, online bookings are in most cases
the main sales channel. The reservation module, which helps
manage online bookings, effectively becomes indispensable to a
property management system.

Reservation emails. The system sends confirmations to guests

after they complete their booking. In some PMSs, this function is a
part of the front-desk operations module.
A central reservation system (CRS) is connected to Channel
management. The system checks room availability and status, and

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 shows free rooms across different channels and the website booking
engine.
b. Enable guests to check in and check out
A front-office module allows a front-desk manager to view and
update room reservation status, check guests in and out, and
process payments. When a guest arrives at the hotel, they want to
check in as fast as possible. Support from a receptionist is very
important in this case, so front-desk staff should be able to
efficiently help the guest.
Some property management systems also offer integration with
self-service check-in kiosks or allow checking in or out via QR
code.
c. Enable staff to maintain guest facilities
Schedule and perform regular maintenance. Task Assignment
and Tracking: The PMS can facilitate task assignment and
tracking for facility maintenance. Managers can assign specific
tasks related to facility upkeep to staff members directly through
the system. Staff members can then use the PMS to view their
assigned tasks, mark them as completed, and provide updates on
maintenance activities.
d. Account for guests’ financial transactions
Billing and Invoicing: The PMS should be capable of generating
accurate bills and invoices for guests based on their transactions,
including room charges, additional services (such as dining, spa,
or room service), and any applicable taxes or fees. These charges
are typically posted to the guest's account within the PMS.
Payment Processing: The PMS should support various payment
methods, including cash, credit/debit cards, and electronic
payments.
e. Track guests’ activities for use in future sales
Activity Tracking: The PMS can record guest activities and
interactions throughout their stay, including dining preferences,

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 spa treatments, recreational activities, and requests for additional
services. This data helps hotels understand guests' preferences and
behaviors, allowing them to anticipate and meet guest needs more
effectively in the future.
f. Track guests’ complaints for users in customer service support
This feature allows staff to record details of the complaint,
including the nature of the issue, the guest's contact information,
and any relevant notes or comments.
g. Interface with other systems
All PMS tools are designed with a list of features and
integration options that meet every need of the hotel industry, such as:
- A centralized database of all information related to
guest check-ins and check-outs.
- A centralized booking system.
- An integrated billing system.
- A detailed inventory management system.
- A comprehensive reporting tool that comes with
real-time data.
- An interface with third-party systems/ applications
like financial accounting software and payroll
systems.
- Integrated accounting modules for charging,
processing payments, billing, and settlements.

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CHAPTER 2. Application of The EziHotel PMS technology at Riverside Hanoi Hotel
2.1. Introduction Riverside Hanoi Hotel
2.1.1. Introduction Overview
Located in one of the fastest developing business districts of Hanoi, the
Riverside Hanoi Hotel is an attractive destination for businessmen and
travelers all over the world.
Offering 4-star luxury comfort along the historic To Lich River, Riverside
Hanoi Hotel welcomes guests to a tranquil oasis of pure Vietnamese
hospitality and sheer international excellence. The hotel has 85 well-
appointed and spacious guestrooms that command panoramic river views,
complemented by excellent facilities, gracious Vietnamese hospitality, and
impeccable service.
Riverside Hanoi Hotel is a relaxed and open setting away from the city
crowds. Here tourists and business people alike can enjoy the calm and
sense of space that only a riverside setting can offer while having the peace
of mind that convenient roads and the taxi range bring all parts of the city
within easy reach.
2.1.2. Champa Resort & Spa's product and service system
2.1.2.1. Accommodation

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a. Deluxe
 Deluxe Twin Room: Relax in your 32 square-meter guest room
featuring contemporary decor with 2 single beds, and a work
desk. Enjoy a dynamic city view. PRICE: $60
 Deluxe Queen Room: Relax in your 32 square-meter guestrooms
featuring contemporary decor with a comfortable queen bed, and
work desk. Enjoy a dynamic city view. PRICE: $60
b.

Executive King Room:

This 40 square-meter suite offers a spacious living area with a
three-seat sofa and a bedroom with one king bed, overlooking To
Lich River. PRICE: $70

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c. Junior Suite Room:
Relax and enjoy lofty city
views from a higher level
in this 50-square-meter
suite with one king
bedroom, a living area,
and a modern bathroom
with a separate bathtub.
This suite has a balcony
with panoramic views of
To Lich River and Hanoi
city. PRICE: $80
d. Superior
 Superior Twin Room: Relax in your 28 square-meter guestrooms
featuring contemporary decor with comfortable 2 single beds,
and a work desk. Enjoy a dynamic city view. PRICE: $50
 Superior Queen Room: Relax in your 28 square-meter
guestrooms featuring contemporary decor with a comfortable
queen bed, and work desk. Enjoy a dynamic city view.

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2.1.2.2. Service:

 FOOD & BEVERAGE: Open seven days a week for breakfast,

lunch, and dinner, Riverside Restaurant, with a combination of
casual and contemporary dining, offers an a la carte menu
among superb décor and exquisitely presented meals delivered
with top-quality service.

 MEETING ROOM: Our stunning meeting room has been

completely refurbished. It offers you the flexibility and high-
quality service you desire.

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2.2. The eziHotel PMS technology is applied at the hotel
2.2.1. The structure of the eziHotel PMS in the hotel industry
a. Hardware:
 eziHotel PMS is used on Computers and smartphones. eziHotel
PMS is software built with a database management system on a
cloud computing platform and supported on the following
platforms: Web base, Android App, and IOS App…
 Scan Passport scan - CCCD QR scan helps reduce data entry
operations of the receptionist
 Modul Internet: You will need a stable Internet connection,
wired or wireless, to connect to the eziHotel PMS service.
 Point-of-Sale (POS) Device
 Printer
 Door Lock Management Device
b. Software:
 A dashboard: Allow the Receptionist (user) to view an overview
of room status and the number of guests at the hotel (rooms
arrived today, rooms departed today, rooms occupied, number of
guests currently staying).

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 The reception department on the website will include key
features that receptionists need to master such as Room
Reservation List, Check-In/Check-Out Schedule Lookup, Shift
Change, and VAT Invoice…

 In the Housekeeping department, there will be important

features that users need to know such as Lost And Found and
Housekeeping Checklist.
 Report from Departments: Housekeeping, Reception, Business,
and GM
 System configuration: Hotel information, room management,
and room type management, exchange rate, user list, room key
list.
 ezi POS:
o Overview feature: here will display a report summarizing
the revenue of points of sale by day or you can track the
revenue of each point of sale such as restaurants, bars or
cafes, ... design software Chart formats such as pie charts,
line charts or tabular charts make viewing very easy and
convenient.
o Business Features: Here, the department head can
supervise and manage sales areas, rooms, and service
desks at points of sale, along with managing all types of
goods and selling prices. Change prices on weekdays,
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 holidays, and promotional programs and manage the
hotel's kitchen area.
o Waitress feature: displays the number of tables served at
points of sale, helping staff keep track of the number of
tables in use, reserved tables, number of empty tables,
number of guests per table to serve and bring the best
experience to customers
o Reception feature: here the receptionist will quickly book
tables for guests, the table map will help the receptionist
control the number of empty tables, and pre-booked
tables to receive guests as well as arrange reasonable
seats for guests. row. The receptionist will pay at the
counter or transfer the room invoice according to the
customer's needs. In addition, the receptionist can issue a
VAT invoice directly if the customer requests.
o Kitchen feature: with this feature, the list of dishes
customers have ordered will be pushed straight to the
kitchen. The kitchen department can track orders on
tablets or print bills right in the kitchen, and kitchen staff
will make changes. the number of products and dishes
left in the kitchen to eliminate out-of-stock items.
 Back office management (eziBO): there is inventory
management and fund management.

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2.2.2. The functions and roles of the EziHotel PMS for Riverside Hanoi Hotel.
a. The function
 Room management: EziHotel helps manage room booking,
room transfer, and room cancellation flexibly. Riverside Hanoi
Hotel can easily track room availability, enhance online booking
capability, and optimize the booking process for customers.
 Hotel service management software: The software helps track
and manage hotel services such as restaurants, spas, swimming
pools, and other additional services.
 Customer management: EziHotel allows the storing of personal
information of customers, booking history, special requests, and
other related information.
 Report and statistics: The software provides detailed reports on
revenue, occupancy rate, customer evaluations, and other
information.
 Payment management: EziHotel provides flexible payment
management features, including electronic invoices, online
payments, and integration of various payment methods.

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 b. The role
The role of EziHotel software at Riverside Hanoi Hotel is to
provide a comprehensive and efficient hotel management system. This
helps
2.2.3. Advantages and Disadvantages of using EziHotel
a. Advantages
 User-Friendly Interface: EziHotel offers a user-friendly and
intuitive interface, making it easy for hotel staff to navigate and
utilize the software's features efficiently.
 Multi-platform and flexible: EziHotel is available across
multiple platforms, allowing users to access the system from
various devices such as computers, tablets, and smartphones.
This flexibility enables staff to manage hotel operations from
anywhere, enhancing productivity and responsiveness. => Easy
and Quick Set-up

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 Reporting and Analytics: EziHotel provides powerful reporting
and analytics tools to help hotels evaluate business performance
and make strategic decisions.

 Efficient Reservation Management: It supports efficient

reservation management, from checking room availability to
confirming and adjusting reservations quickly and easily.
 Interdepartmental Connectivity: EziHotel facilitates seamless
communication and connectivity between different hotel
departments such as front desk, housekeeping, and accounting.
This ensures that information is shared effectively across
departments, leading to improved coordination and operational
efficiency

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 Diverse Ecosystem: eziHotel is not just a software but it is an
ecosystem including many functional modules to support
operational and business management in the hotel. eziHotel
PMS manages hotel operations, EziCM manages and connects
OTA sales channels, Ezi POS manages sales points in the

hotel,...
 Access an ecosystem of more than 20 million customers: When
using eziHotel, the hotel will be able to participate in the
ecosystem including sales channels on the digital travel platform
that VNLink is providing to major partners such as VNPT,
Mobifone, VOVtravel and banking applications on platforms.
This hotel has data for tens of millions of customers using the
service, so it will help hotels increase room sales on major
partner applications.
 Enhance work efficiency: EziHotel helps optimize work
processes and reduce cluttered time through automation and
integration features. This helps employees focus more on
providing quality services to customers.
 More storage capacity and Automatic updates with Internet.

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  Cost Effective: You only pay for what you use. You don’t also
incur other costs such as maintenance, security, and storage
costs.
b. Disadvantages:
 Security risks: Since the cloud uses the internet, internet-related
risks such as malware, man in the middle attacks, and
eavesdropping can be experienced.
 Privacy: The availability of information can be breached when
using cloud computing. Your data can be accessed by
unauthorized entities or even modified.
 Loss of control: Using some services of cloud computing means
that you lose control over some entities. The entities dictate how
they'll be used since the cloud uses the on-demand service
model.
 Internet Reliance.
 Cloud provider reliability: If anything happens to your cloud
provider, you will also be affected. This dependency can affect
productivity and also efficiency.

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 EVALUATION OF MEMBERS IN A TEAM

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