USE OF COMPUTERS IN HOUSEKEEPING AND LIST OF GUEST ROOM SUPPLIES

USE OF COMPUTERS IN HOUSEKEEPING

Many hotels have invested heavily in information technology(IT) infrastructure and networking that use the latest technical advances in their operations.

The latest in IT amenities:-

The newer technologies that are gaining entry into the hospitality segment are:-

a)     Wi-fi (Wireless fidelity),

b)    Radio frequency identification

c)     Tracking inventory and guest data through cellular and wireless technologies,

d)    GPS( Global positioning System),

e)     Handheld communication devices.

f)      Wireless local area networks(WLANs) and

g)     Mobile computers.

Wirelss connectivity is developing rapidly , enabling whole world to stay networked and connected. Business travellers in particular are always looking for ways to stay connected while on move and expect wireless connectivity at their hotels. Hotels are aware of the benefits of enabling broadband access throughout their facilities as wireless connections improve a guest experience by providing complete mobility. WLANs allow guests to share high speed internet connections, browse the web, access their corporate networks remotely yet securely access the business centre from their room, organize video conference, play games online etc.

Hotels provide Wi- Fi as a value added amenity to guests or offer the service at a cost to their guests. Wi- Fi is provided in guest rooms, public areas, lobbies, meeting rooms, lounges and so on.  It permits users to roam unrestricted throughout the hotel facility, with real time access to critical information as and when required.

IT in the housekeeping department:-

WLAN technology is enabling a wide range of hospitality operations in the housekeeping department. Housekeeping staff can conduct room checks, after a guest vacates the room through a handheld Wi-Fi enabled device, to report the status of the room. They can also communicate with security personnel instantly over email in case of an emergency. Staff can also ensure that from remote spots, fire extinguishers are charged, emergency lights are functioning and so on, check and communicate, inventory information for guestroom supplies and stocking of minibars in order to ensure that provisions are replenished in an efficient manner. Housekeeping managers can also contact workers and identify their locations quickly resulting in quicker response times.

Computers are now being used in many housekeeping functions for rooms management , inventory control, linen management etc.Many software packages are now available in India that provide specific applications for housekeeping opearations. Computers can now be linked to the telephone systems in each individual guest rooms. This technology greatly reduces the cost of individual wiring in each guestroom. For instance an link can be created between the telephone system and CPU of hotels computer network by dialling specific sequence of numbers from a guestroom. Once dialled the computer can recognize the room number to which it is being connected. After the connection is established a specific list of dial up codes are aavaialbale to the GRA, by which he or she can transmit information to the computer system directly without any input devices in the rooms.

HOUSEKEEPING SOFTWARE:-

Housekeeping software modules are now an integral part of hotel management softwares. The module widely available includes applications such as forecasting GRA requirements, daily housekeeping scheduling, tracking housekeeping inventory, monitoring GRA performance.

1)Forecasting GRA requirements- This module is designed to forecast the total number of GRAs needed in each day in each shift, based on current in house occupancy and staffing and also keeping in mind the expected arrivals and departures. These modules can forecast staffing upto 365 days in advance.

2)Daily housekeeping scheduling- This application can automatically create and print a cleaning schedule each day for each GRA , based on number of dirty rooms, estimated cleaning time needed per room, number of GRAs available in the establishment. A housekeping status screen is the core element of this system, and tracks each housekeeper updating the status as rooms are cleaned and inspected. The module tracks the status from ‘dirty’ to ‘ready for inspection’ to ‘clean and ready for guests’. This is made possible by marking the rooms clean using an in-room intercom or handheld wireless PDA (personal digital assistant)

If a optional housekeeper – phone interface is installed the room attendanr can press a key in the in- room phone to indicate they have started cleaning. This stamps the cleaning start time into the housekeeping history file. The room attendant can press a different key to indicate they have completed clenaing and which indicates the time that its ready to be inspected. Reports available can show the actual cleaning time per room, as well as expected cleaning time and checking time per room.

Room status can be changed in various ways:-

a)Room attendant can use the phone in the room to directly to change the room status from clean to dirty.

b) Room attendant can call the front desk or the housekeping deparment and ask them to change the room status using the houskeeping status screen.

3)Attending guest requests promptly-This module can also schedule the servicing of guest requests. For instance if a guest calls the front desk and requests a crib or extra towels, the front desk can input this requst into the computer and it then appears on the main houseekeeping monitor screen. The guest request information can also be informed to th most suitably placed GRA and can also be placed to a handheld wireless device(PDA) or cell phone and he also informs the desk as soon as the request is completed.

4)Monitoring GRA performance:-

This is a historical reporting module. It is possible to measure the peformance of GRA by tracking the estimatesd cleaning time and the actual cleaning time. This also gives the time  required by supervisor to check the rooms. Thus reports are aavailable that show how much time was taken by room attendants preparing the room and supervisor completing the inspection. The executive housekeeper can thus track time and duration for each room cleaning by each person.

In case the room is not properly cleaned the room status can again be changed to dirty and the room can be assigned to the room attendant with comments like shower neds proper cleaning and that can also help to track the GRA performance. Even if a guest has checked in into a room and if the guest has complained then housekeeper can determine the GRA or supervisor who has done the cleaning and inspected the room.

5)Indication of cleaning time:-

 The housekeeping staff can also be alerted when a room is available for cleaning. In this application guests can click a button , which sets off another sensor , to indicate they are out of the room and the room can be cleaned.

6)Reporting maintenance problems through wireless devices:-

While doing the routine room checking , room attendant may notice that the WC is leaking and pick up the room phone and identify the specific problem and report it immediately to the maintenance person through his wireless phone.

         EXAMPLE OF LIST OF GUEST ROOM SUPPLIES

Behind the door:

Fire exit map

“DND” card (do not disturb)

 “Please clean my room”  card

 “Collect my laundry” card

In the wardrobe:

Iron board with iron

Coat brush

Hangers – three different types

Coat hangers

Satin padded hanger for ladies

Clip hangers

Laundry bag

Laundry list

Shoe tray with Room slipper, Shoe shiner/mitt, Shoe horn and complimentary card)

Safety locker ( with a guideline card )

Minibar

Inside:

Mineral water

Aerated beverage and energy drink

Alcoholic beverage – gin, vodka, whiskey, dark rum, white rum, bear cans etc.

On top of the Minibar:

A snack tray on top with 3 nuts,(cashew, almond, pistachio), 2 wafers (moong dal, khatta mitha), 2 mints, 3 chocolate, 1 cookie, ice bucket, 2 old fashioned, 1 brandy balloon, 1 liquor glass, 2 drinking glass, 2 mineral water bottle(500 ml

Minibar menu (provides charges for alcoholic beverage and snacks)

Luggage rack :

 Remains free of any item.  (As guest is expected to put his baggage on luggage rack)

Writing table:

Guest folder-

1.    Letter head ( large, medium and small)

2.    Envelope

3.    Picture postcard

4.    Fax form

5.    Confidential form

6.    Tariff card

7.    Brochure

8.    Pen

Business Kit- Pen, Pencil, Sharpener, cello tape, scissor, gems pin etc.

·         1 internet adaptor

Tea and coffee set up

1.    Cups and saucer set – 2

2.    Sugar sachet (three variant – plain suger, sugar free sugar & brown sugar)

3.    Coffee sachet

4.    Milk ( condensed milk 10ml container)

5.    Tea –( many variants –  Green tea, Lemon, Ginger, Darjeeling tea, English Breakfast Tea, Earl Grey Tea, etc.)

6.     Sugar free sachets

ON THE COFFEE TABLE:-

-          Hotel Magazines ( may be provided in magazine rack)

-          Fruit Basket with quarter plate and fruit knife

-          Ashtray and match box

-          Newspaper ( 4-5 types – 02 national and 2-3 international newspaper)

-          Room service menu card

ON THE BEDSIDE TABLE:-

-          Mineral water bottle 500ml – 2no.

-          Glass tumblers with coaster- 2no.

-          Scribbling pad with pencil – I each

-          In-house  telephone directory

-          “do not change my linen” card

-          Telephone/ Internet tariff card

-          Breakfast door knob order card

-          Pillow menu ( 7-8 types are offered)

-          City telephone directory

-          Yellow pages book (it’s a telephone directory with commercial no.)

INSIDE THE BEDSIDE TABLE DRAWER:-

A SLUMBER KIT:

·         “anti stress” spray

·         “sound sleep” spray

·         eye mask

·         ear plug

-Breakfast door knob card

- Holy book

ON THE BED:

mattress pad

mattress

mattress protector

first sheet

second sheet

blanket

blanket cover/crinkle sheet

bed cover

pillows and cushions- 4-5no.

IN THE BATHROOM:-

VANITORY COUNTER:-

-          Moisturizer- 30 ml bottle -2no

-          Talcum Powder- 2 no.

-          Hair oil – 1no.

-          Shaving Kit- 1no

-          Dental Kit-1 no.

-          For your care Kit-(Band Aid, Ear buds, Nail filer)- 1no.

-          Comb- 1no.

-          Soap-30 gms – 1no.

-          Tooth glass/Gurgle glass- 2no.

-          Cotton balls in jar

-          Tissue paper in box

-          Hair Dryer-1 fixed on the wall

-          Face towel- 2no.

-          Hand towel- 2 nos.

NEXT TO WC:-

-          Toilet roll in a toilet roll holder

-          Sanibin- (a bin with lid) – two sanitary disposable bags a placed near sanibin

-          Toilet soap

-          Toilet strip/ WC band (“Disinfected for use” in printed on the strip)

NEXT TO BATH TUB:-

-          Soap- 60 gms- 1no.

-          Shampoo- 30 ml – 2no.

-          Conditioner- 30 ml – 2no.

-          Shower gel- 30 ml -2no.

-          Loofah – 1no.

-          Shower cap- 2no.

-          Bath towel- 02 nos.

-          Bubble bath 30ml – 2no.

INNOVATIVE SUPPLIES IN EVA FLOOR:-

•      Wardrobe- Silk gowns, Iron and Iron Board

•      Minibar- Gin and vodka(as preferred by ladies)

•      Writing Table- Sewing Kit,

•      Bedside table- Jewellery box

•      Next to Bath tub and shower cubicles-Toiletries(Bath Gel, lotion, shampoo, conditioner are from Forest Essentials)Loofah, Pumice, honey soap.

•      Vanitory counter- Amenity tray consists of nail filer, detangling comb, nail polish remover, lip balm, astringent, body talc, face wash, tweezer, Safety pin, face tissues known as SINGLE LADY KIT.

•      Next to WC- Disposal bag