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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
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