GHOP 2043

APPLIED
INFORMATION SYSTEM
IN HOSPITALITY
TOPIC 7 Part 1
PROPERTY MANAGEMENT
SYSTEM INTERFACE
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 PMS INTERFACE
Learning Objectives
• To describe the features of all interfacing
system with hotel’s PMS
• To identify the importance of each of the PMS
system interface
• To explain how these PMS system interface
can be applied
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 Introduction
• An automated lodging information system is
commonly called Property Management
System (PMS)
• Components of PMS may vary but the term
PMS is generally used to describe the set of
application softwares that directly relate to
front office & back office activities
• PMS helps manage nearly every aspect of
guest’s visit to a hotel property

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 Primary Functions of PMS
• Handles the core functions of information
processing for an accommodation property and
is the hub for all interconnectivity with other
systems in the hotel.
• Major functions:
• Rooms Management Module
• Energy Management system
• Accounting system
• Sales and Catering system
• Point-of-sale (POS) system
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 PMS Interfaces
• An interface is the connection & interaction
between hardware, software and the user
• Hardware interfaces are plugs, sockets, wires and
the electrical pulses that travel through them
• Software interfaces are programming languages,
codes and messages that programmes use to
communicate with each other and to the hardware
• User interfaces are the keyboards, mouse,
commands and menus that are used to
communicate the hardware & software system
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 PMS Interfaces
• PMS interfaces are formats and languages
that define data that one system is capable of
delivering to another
• Common PMS interfaces include:
• Point-of-sales systems (POS)
• Call accounting systems (CAS)
• Electronic locking systems (ELS)
• Energy management systems (EMS)
• Auxiliary guest services
• Guest-operated devices
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 POS Systems Interface
• POS terminal usually configured as an independent
stand-alone computer system
• When main processor of POS system interfaces with
PMS, data can be directly transferred from POS
system to various front office & back office PMS
modules for further processing
• This interface receives & responds to requests from
the POS system to display the guest names registered
in a specific guest room, and accepts the POS charge
against the selected guest’s folio
• This can reduce the number of POS charges disputed
at check-out
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 POS Systems Interfaces
• The number and location of POS terminals
depends on a variety of factors:
• Size & type of operation
• Physical design limitations
• Communication requirements
• Security considerations
• Example - Large resort hotel may place terminal at
every revenue collection area:
• Restaurants
• Gift shops
• Pool & spa areas
• Room service stations
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 Call Accounting Systems (CAS)
• A call accounting system (CAS) helps
management control expenses related to local
and long-distance telephone services
• While CAS may operate as a stand-alone system,
it is typically interfaced with a hotel’s PMS
• When a CAS is interfaced with PMS, telephone
charges can be posted immediately to the proper
folio
• CAS hardware takes up much less space &
requires less maintenance than the switchboard
equipment
• Labour costs decrease as telephone operators not
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needed
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 Call Accounting Systems (CAS)
• Automatic pricing of calls eliminates the need
for manually calculating & posting telephone
charges
• A call record is used to monitor details
regarding calls processed by CAS:
• Date
• Guest room extension number
• Telephone number dialed
• Time & Duration of call
• Cost of call including Tax & markup
charges
• Amounts posted to guest folio 14
 Call Accounting Systems (CAS)
• A CAS/PMS interface offers hotels a number
of significant advantages such as:
• Enhanced guest services & guest
satisfaction
• Improved communications networking
• Improved call pricing methods
• Minimized telephone traffic expenses
• Automatic charge posting to guest folios
• Automatic call detail records
• Detailed daily reports of telephone
transactions
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 Electronic Locking Systems (ELS)
• An ELS replaces traditional keys with
sophisticated guestroom access devices
• Small plastic cards are used instead of metal
keys
• The combination that opens the door can be
recorded on these cards in several ways:
• Punching holes in the card
• Storing it on a magnetic strip at the back of
the card
• Storing it on the embedded chip of a smart
card 16
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 Electronic Locking Systems (ELS)

• If guest forgets to return key at check-out, the

combination in the door lock is changed & a new,
unique key is issued for the new guest
• With ELS, staff keys are also more secure
• If a master key is lost or stolen, the combinations in
the door locks can be scrambled quickly and easily
to prevent anyone gaining access to guest rooms
• Keys can be time-limited (preventing use when staff
is off duty) or limited to particular areas (floor
housekeeper’s key open doors to certain floors only)
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 Electronic Locking Systems (ELS)
• Most systems can also maintain record of who
has entered each room on certain dates & times,
thus reducing the number of guestroom incidents
• Other features of ELS:
• Do Not Disturb Option with flashing red light
located within locking mechanism
• Prevents door from opening when keycard
remains in the lock
• Guests can programme their own code
number to enter room
• Guests can use their personal credit card to
enter room 20
 Energy Management
System (EMS)
When it comes to energy saving,
energy management is the process
of monitoring, controlling, and
conserving energy in a building or
organization.

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 Energy Management Systems (EMS)
• EMS is an automated system designed to manage the
operation of mechanical equipment in a lodging
property
• The programming of this system enables mgmt to
determine when an equipment is to be turned off or
otherwise regulated
• This programming technique could be applied to
various spaces in the hotel
• Electronic keycards can also be used to activate or
switch off power in guestrooms

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 EMS by
VYROX International Sdn Bhd
• https://www.youtube.com/watch?v=dYqSOALymJ
0&feature=youtu.be
• Spot how many application were installed in the
video.

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Energy Management Systems (EMS)
• Heating, lighting, ventilating & air-
conditioning are essential to a hotel’s
existence
• The greater the efficiency of the equipment,
the better the hotel can serve the guests
• An important feature of EMS is the ability to
minimize energy needs while not significantly
affecting the hotel’s comfort conditions
• An EMS can be central feature of rooms
management module or operate as a stand-
alone application
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Energy Management Systems (EMS)
• An EMS/PMS interface offers a number of
opportunities for energy control
• Eg. For a 300-room hotel with 50% occupancy
forecasted, minimizing energy consumption
becomes a factor in determining which rooms
to sell
• Solution – assign guests only to lower floors
and reduce energy demands for upper floors
• The interface can also send a message to EMS
at check-in to change guestroom thermostat to
‘occupied’ setting and at check-out to set it
back to ‘vacant’ setting
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 Auxiliary Guest Services
• Automation has simplified many auxiliary
guest services such as:
• Wake-up calls
• Voice messaging
• Delivery of messages
• These function often performed by devices
marketed as stand-alone systems that can be
interfaced with rooms management module of
PMS
• Main reason for interfacing auxiliary guest
services to PMS lies in the comprehensive
coordination & tracking of guest-related
functions
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 Auxiliary Guest Services
• For example: An automated wake-up system
permits fronts desk to input a guest’s room
number and requested wake-up time
• At the specified time, the system automatically
rings the room and calls back at pre-
determined intervals until the guest answers
the phone
• Electronic message waiting systems and voice
messaging systems are designed to let guests
know that a message is waiting & can be
retrieved through the phone, tv set or other in-
room device 27
 Alexa for Hospitality
• https://www.youtube.com/watch?v=GRFhcWgFD8
g
• A wide range of auxiliary services offered in your
hotel room using application of technology.

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 Guest Operated Devices
• Guest-operated devices can be located in a
public area of the hotel or in guestrooms
• Such devices include:
• Self check-in/self check-out systems
• In-room entertainment systems
• In-room vending systems
• Information service systems

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 Self Check-in/Self Check-out
• This terminal is usually located in the lobbies of
fully-automated hotels
• To use terminal, guest must arrive at hotel with
advance reservation & possess valid credit/debit
card
• Guest generates self-registration by inserting
credit/debit card into terminal
• Guest enters necessary data & then screen
displays room types & rates
• Most terminals interface with PMS so automatic
room and rate assignment is possible
• Terminal may then dispense keycard or tell guest
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how to obtain key

 Self Check-in/Self Check-out
• Terminals can also handle check-out
procedures
• Guest uses credit/debit card used at check-in
to access appropriate folio and review
contents
• After completing check-out procedures,
system posts the account balance to
credit/debit card for billing and dispenses an
itemized statement for guest
• Automated check-in & check-out devices can
free front desk employees to spend more time
with guests who require special attention
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 In-room Entertainment Systems
• This system can be interfaced with PMS or
can function as independent, stand-alone
systems
• When interfaced with PMS, in-room movie
systems provide entertainment through:
• Synchronous programming (with specific
start & end times) OR
• Asynchronous programming (on demand)
• After a special programming channel has
been tuned in for a predetermined amount of
time, the device triggers an automatic charge
posting to guest folio
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 In-room Entertainment Systems

• Other in-room entertainment systems may

include:
• On-screen controls (offering DVD/CD
functionality)
• CD library
• Digital music channels
• Music video library
• Video games
• https://www.youtube.com/watch?v=UtA9k
2XzG-Y 33
 Guest Information Services
• Automated guest information services include
devices in public hotel areas & guestrooms that
allow guests to inquire about in-house events &
local activities
• In-room guest information systems are
television-based & may connect to cable
broadcast systems, transportation schedules,
restaurant & room service menus & the Internet
• In-room guest information terminals connected
to hotel’s cable tv band, can enable hotel to
inform in-house guests about events &
functions, local attractions and business support
services offered at the hotel
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 In-room Vending Systems
• In-room vending systems capable of monitoring
sales transactions and determining inventory
replenishment quantities – eg. In-room beverage
system (minibar)
• 2 types of in-room beverage service systems:
• Non-automated honor bars
• Changes in inventory level noted by HK or
room service and entered into bar system,
charges the item to PMS guest folio
• Microprocessor-based beverage devices
• Fiber optic sensors record the removal of
items and relays them to PMS guest folio35
 Summary
• A fully integrated PMS provides management
with an effective means with which to
monitor and control many front office & back
office activities
• Rather than function as part of a PMS, some
systems may perform more effectively as
independent stand-alone devices that can be
interfaced with the PMS

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