國際聯(lián)號酒店前廳客房營銷禮賓財務運營管理資料 Formatted GW4 Facilities Training Reference Guide

1、Version 4 Reference Guide Facilities December 2011 The information in this document is subject to change without notice. The most recent version of this content may be accessed through the help file within GuestWare Version 4. Names of persons or organizations used as examples in this document are f

2、ictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form without the express written permission of Diversified Computer Corp. Copyright and Trademarks 2011 Diversified Computer Corp. All Rights Reserved GuestWare is a registered trademark of Diversified

3、 Computer Corp. All other trademarks are the property of their respective owners. Facilities Reference Guide What are Work Orders? A computerized system used to input, report, and monitor Work Orders for the hotel. A Work Order in GuestWare is defined as a task that can not be completed right away f

4、or any reason. It offers the staff a way to input non critical issues into the system that can than be monitored by the Engineering Department. Benefits of the Work Order Module? Schedule tasks that can not be completed right away through Rapid Response. Provide a method for preserving and maintaini

5、ng the quality and integrity of hotel guest rooms. Reduce guest complaints. Establish improved standards for quality. Ability to monitor Room History for Engineering. Provide data for project planning and room renovations. Objectives of this Document: After completing the Work Order training you wil

6、l be able to: Enter a Work Order Update a Work Order Close a Work Order Entering Work Orders Enter a Work Order by clicking on the Work Order button (Clipboard) 1. The Work Order Number will be assigned by GuestWare. 2. The Reference number can be filled in to reference an internal form number. 3. E

7、nter a room # or room name. You can click on the Room button for a list of rooms to choose from. Start typing the name or # to drop down the list. 4. You can select who reported the Work Order by clicking the drop down next to Reported by. 5. To select the Incident Code, simply begin typing in the f

8、ield and the codes will populate. You can also use one of the up to 10 Hot Keys on the right side of the form. 6. Modify the Priority field to be realistic. At least 24 hours. You can also schedule the Work Order by filling in the scheduled date and time in the Resolve By field. 7. Add any Notes to

9、add more detail regarding the work order. 8. If you want a hard copy make sure you check the box in the upper right of the form that states Print When Saved or you can click the Print Button in the lower right corner. 9. Click Save at the bottom 1Facilities Reference Guide Updating and Closing Work

10、Orders You can run a report titled Work Order List Open each morning, and a couple of times during the day, to identify any items entered by other departments or via the pagers if using auto dispatching. This will give you details on all open Work Orders and will also give you the Work Order Number

11、if you need it for recalling and updating the Work Order once it has been completed. 1. Once you have the Work Order number, choose the Work Order screen by clicking on the clipboard. 2. Click the recall button in the lower right side of the form 3. Enter the Work Order number and click ok. 4. Enter

12、 who completed the work order under the Assigned to field. 5. Make sure you change the Status appropriately; i.e.: In Work or Closed 6. Choose a Solution Code from the list that explains what was done. 7. Add as many details in to Response Notes, as needed to fully explain how the work order was com

13、pleted. 8. Fill in the bottom field with Date, Time and Cost if you are using the field in the Work Order Module. 9. If you want a hard copy make sure you check the box in the upper right of the form that states Print when saved:. 2Facilities Reference Guide 3Facilities Reference Guide What is Room

14、Preventative Maintenance? A computerized system used to schedule, record, report, and monitor preventative maintenance completed for guest rooms. Hotel management proactively inspects guest rooms and makes simple scheduled repairs to prevent hotel guests from experiencing a room problem. The GuestWa

15、re Room PM functions provide a tool to automate scheduling room PM tasks to be done and maintain records on preventative maintenance history. This Reference Guide describes how to perform the operational tasks for using the Room PM Module: Scheduling Rooms for PM; Printing Room PM Worksheets; Record

16、ing Room PM work completed. Benefits of Room Preventative Maintenance? Schedule preventive maintenance to prevent hotel guests from experiencing a room problem. Provide a method for preserving and maintaining the quality and integrity of hotel guest rooms. Reduce guest complaints. Establish improved

17、 standards for quality. Improves Everything In Working Order. Results in a higher level of quality, safety, and consistency for hotel guests. Improves guest overall satisfaction. Increases guests intent to return. Provide data for project planning and room renovations. Objectives of this Document: A

18、fter completing the Preventative Maintenance training you will be able to: Update the Master Task List. Manage Task Groups. Create new Check Lists Assign Rooms, individually or in a batch, to a Check List. Schedule Rooms for PM Print PM Checklists for the Scheduled Rooms Record the Room PM Checklist

19、s Master Task List The Master Task list is used to identify any task that would be needed in any room. It is from the Master Task list that the individual rooms Check Lists are created. To access the Master Task List: 1. 2. 3. 4. Click on File in the tool bar at the top of the screen. Click on Set-u

20、p to open the system configuration. Click on the Facilities tab. Click on PM Checklists under Lookup Lists. 4Facilities Reference Guide Manage Groups Groups are used to organize PM tasks. To Add a Group: 1. Click on the + button (or press Insert) from Task Group List to add a new item. 2. Type the n

21、ame of the Group. 3. If the sort order is incorrect, change the number. If you use a number that is already in use, you will need to change the other number(s) as well. The sort order will not recalculate. 4. Click OK when done. 5. Click Save. To Delete a Group: 1. Click on the - button (or press Ct

22、rl-Delete) to remove a Group. 2. Click Save when done. Note: A Group cannot be deleted if any task is associated with it. To Edit a Group name, click edit button on the right and click into the group name you want to change and backspace. Type the new description. 5Facilities Reference Guide To Add

23、an Item to the Master Task List: 2. 3. 4. 5. 6. 7. 8. 9. 10. Click on the + button to add a new item. Enter the Description of the new task in the Task: field. Click on the drop down arrow in the Group: field and select the appropriate group. Press the Tab key to move to the Sort order field. The ne

24、xt available number, for that group, will appear. Change the number to identify where, in the order of operations, this task should be done. The rest of the Group items numbers will change automatically to accommodate the inserted item. Click on the drop down arrow in the Action: field and select th

25、e appropriate action. If you have selected a Get PSI or Get Temperature action, the Default and Expected Value fields become available for data entry. Click the Languages button and fill in the task in the needed language if different then the default. Click Save. To Delete an Item from the Master T

26、ask List: 1. Click on the - button (or press Ctrl-Delete) to remove an item. 2. Click Save. When an item is deleted, the sort order is recalculated for the remaining items in the Group. Note: Tasks cannot be deleted if they are assigned to a Check List. Clicking the Edit button (pencil on tablet) ac

27、cesses the Edit Task function. Check Lists Check Lists are created from the Master Task List for each PM type needed. 6Facilities Reference Guide To access the Check Lists: Click on the Check Lists tab of PM Configuration. To Add a Check List: 1. 2. 3. 4. 5. 6. 7. Click on the Add button under the C

28、hecklist column. Name the Check List and click OK. Note: The name must be unique. Will this be a Regular (full PM) or a Blitz (few specialized tasks) check list? Enter a description for the Check List, if desired. Specify the interval, in days, for this Check List to be completed. Specify the time e

29、st., in minutes, to complete the items on the Check List. Enter a classification for the Check List. Adding Tasks to the Check List: 1. Click on the + Task button. 2. Click on each task you would like added to the Check List. The checked tasks are shown in a list box on the right side of the display

30、. Note: If you check a task that is not needed, click on the task again to uncheck it. 3. Click the Add button when done. 4. The tasks will now show in the Check List being displayed. 5. Click the Save button. Add more tasks as needed. Only tasks that are not already added to the Check List will app

31、ear in the Add Tasks display. Click Preview to see how the Check List will appear in print. Click the printer button to print it. 6. Remove a task from the Check List by clicking on the task to highlight it. Then click X Task Click the Save button. To Modify a Check List: 1. Open the Check Lists tab

32、 of PM Configuration. 2. You will see available checklists listed in the column on the left. 3. Click on the Check List you wish to modify. The Check Lists Interval, Time Est., and Description can be modified. To add or remove tasks, follow the instructions above. To Delete a Check List: 1. Open the

33、 Check Lists tab of PM Configuration. 2. Click on the Check List you wish to delete. 3. Remove the checkmark from the Active Column. Note: If the Check List has rooms assigned to it, you will not be able to deactivate it. 7Facilities Reference Guide Room Assignment Rooms are assigned to Check Lists

34、by batch or individually. Toolbar icons or Buttons are available to display First, Next, Previous, and Last records; Add rooms; Remove selected room; Batch process; and Load the last PM dates. Assigning Rooms to a Check List: 1. Open the Room Assignment tab of PM Configuration. 2. Identify the Check

35、 List you want to assign rooms to. If it is not already displayed in the Check List box, click the drop down button and click on the Check List desired. To assign rooms individually: 1. Click the + button. 2. Enter the Room No: or select one from the drop down list. All rooms, not already assigned t

36、o the Check List, will be available in the drop down list. 3. Enter the default Assigned To: team or individual, if desired. 4. Enter any PM Schedule Notes:, if desired. 5. Click OK. 6. Click Save. The room will display on the Check List. 8Facilities Reference Guide To assign a batch of rooms: This

37、option is available for numeric room numbers only. It can be used to Add, Delete, or Update. 1. 2. 3. 4. 5. 6. Click on the Batch button. Enter the Section Range and/or Room Number Range. Enter the default Assign To: team or individual, if desired. Click Add. The rooms to be added will display on th

38、e right side of the display. If correct Click Save & Close The rooms will display on the Check List. 9Facilities Reference Guide To load last PM dates: Last PM dates can be loaded from an Excel spreadsheet. 1. Click the Load button. 2. Locate the file and click Open. Spreadsheet Format: The spreadsh

39、eet may have any name with .xls extension but must contain a sheet named Sheet1. The first row may contain Headers but will be ignored. The Room Number must be in Column A. The Check List name should be in Column B & be listed EXACTLY as typed in the application. The date of the last PM should be in

40、 Column C (MM/DD/YY). Column C should be date formatted. 3. If the Check List name, in the spreadsheet, is not recognized, a dialog comes up requesting a Check List type. Subsequent rows with blank Check List names use the Check List that has been chosen. 4. If there are records that cannot be proce

41、ssed due to data type errors, missing data, or unrecognized Check Lists, the user if prompted as they are encountered. 5. The load process may be run multiple times without writing additional Room PM records. Setup is complete 10 Facilities Reference Guide .Scheduling Rooms for PM The Room PM Schedu

42、ler function streamlines the process of determining which rooms should have preventative maintenance done. The Scheduler has a trigger that you can change to reflect either Occupied Nights or Elapsed days so can you can base the scheduling on your individual property needs. Guest rooms or Public roo

43、ms that have Room PM due are shown in a table and the user can select which rooms should be completed on any given day. If you have a GuestWare interface to your Property Management System, the PM scheduler will display the room status of Vacant, Occupied or Departing. To Schedule/Unschedule rooms:

44、1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. On the GuestWare main menu, click on the Facilities drop down menu. Click on Room Preventative Maintenance Choose Schedule Room Preventive Maintenance The Schedule Trigger field at the top left of the form will allow you to display your schedule either by Elaps

45、ed Days or Occupied Nights. Set it to the desired trigger. The PM Classification field allows you to filter the schedule based on which type of checklist you want to schedule, such as a blitz or a full PM. The As Of field shows the date that is being used to calculate when the PMs come due. Arrange

46、the rooms by making a selection from the Sort By box. Information about the number of rooms and total hours scheduled appears in the upper center of the form. Set the team or person assigned to do the PM, in the Assigned box on the grid. Double click on the row to toggle the PM Status between Schedu

47、led and PM Due Change the Schedule date as desired. Use along with Room Inspection Status and Room PM Occupied Nights reports to help prioritize room assignments. 11 Facilities Reference Guide Save the schedule by clicking Save. Additional options can be obtained from the form. Highlight the room th

48、en Right click, for a pop- menu. Select the desired subject: Room PM History Room Problem History Room Work Order History Print PM Worksheet for room Print PM Worksheets for all 12 Facilities Reference Guide There is also an Edit button (small pad/pencil) in the first column on the left. When you cl

49、ick this edit button, it will display a dialogue box that will show you what tasks are to be completed in that room. You can change the sort method of the scheduler by simply clicking the column heading for the desired sort method. To Print Room PM Worksheets: 1. On the GuestWare main menu, click on

50、 Facilities, Preventive Maintenance, Print Preventive Maintenance Worksheets. 2. A dialogue box will appear with the Schedule date and a + Preferences symbol. 3. By expanding the + Preferences, you can change the paper size, the printer and can also select a specific type of checklist and also pick

51、who is assigned to a checklist for printing purposes. 4. Once you have all your filters set that you need, simply click the OK button and the worksheets will display on screen first. 5. Once you have reviewed them if needed, print to paper by clicking the printer button in the upper left hand corner

52、. 6. To print PM Worksheets in a language other than the default, a User ID must be setup for that associate and the language defined, even if they will never actually use GuestWare. 13 Facilities Reference Guide To record an entire Checklist as complete: Once a rooms PM is completed, the results ne

53、ed to be recorded. This can be done by marking each checklist as complete and/or entering details of the completed tasks. To record details of Completed Tasks: Individual tasks on a checklist can be checked off, marked as True or False, or have required information such as temperature setting record

54、ed. 14 Facilities Reference Guide 1. In the GuestWare main menu, click on Facilities, Preventive Maintenance, Record Preventive Maintenance. 2. Choose the completion date from the box in the upper left of the form 3. Click the PM Edit button in the far right column of the form. 4. The Room PM Details form appears. 5. Enter general details about the room PM in the fields at the top of the form 6. Enter the Result of each task as guided by