ROLE & USE OF COMPUTERS IN HOUSEKEEPING

ROLE OF COMPUTERS IN HOUSEKEEPING

Computers are now being used in many housekeeping departments for rooms management, inventory
control, linen management, and so on, to varying extents.

Many software packages are now available in India that provide specific applications for housekeeping
operations.

Computers can now being linked to the telephone system in each guestroom.

This technology greatly reduces the cost of individual wiring in each guestroom.

Computers are being used in housekeeping for:-

1. Rooms Management

2. Forecasting GRA Requirement

3. Housekeeping History & GRA Performance

4. Stock Control

5. Housekeeping Records

6. Work Methods

7. Files

8. Word-Processing

9. Planning System

10. Energy Saving

1. Rooms Management

Arrival and departure as well as occupancy figures.

Occupancy Forecast

V.I.P. and other special arrivals.

Guest history and other special requests (e.g Bed boards, vases, flower arrangement, disabled facilities,
etc.

Out of order record giving reasons(e.g. redecoration, maintenance problem, etc.)

Room change (when a guest moved from one room to another) and also the room type change.

Complimentary or staff room.

Rooms sold for various purposes (special) and room arrangement thereof e.g. interview rooms.

Daylets

Inter-Connecting rooms sold for friends or in a family plan.

Sleep-out (where the guest has slept out).

Walk-out (confirmed reservation guests walkout to other hotels).

Overstays (where the guest who was supposed to be leaving has decided to stay on).

Occupancy status of the room and the number of persons in the room.

V.I.Ps’ in the house.

Clear rooms required on priority.

Sick guests if any.

From the housekeeping side, the information may be fed into the computer from the keyboard.

If the computer is linked to the telephone system, information on room status may be dialed in directly
by the floor supervisor.

2. Forecasting GRA Requirement

Computers may be used to forecast the total number of GRAs needed each day in the future, based on
the current in-house occupancy and staffing and the expected arrivals/departures over the forthcoming
period.

These can forecast staffing requisites upto 365 days in advance, given the right inputs.

3. Housekeeping History & GRA Performance

It is possible to measure the performance of each GRA by tracking the estimated clean time’ and the
‘actual clean time’, as well as the variances.

Since supervisors use the intercom in the room to mark the room as ‘ready for guests’, the computer
can also store the time at which the supervisor finished the inspection.

4. Stock-Control

All types of housekeeping stocks may be controlled by computer including:

Linen Inventories

Cleaning Agents

Cleaning Equipments

Uniforms

Guest Supplies

Soft Furnishing

Bedding

Spare carpets and curtain/upholstery fabric etc.

By keeping efficient stock control, purchases and budgeting will be made easier and information on
stock levels etc. will be readily available.

5. Housekeeping Records

All the housekeeping records may be kept in the computer. For example,

Room type with standard content design and colour scheme;

Housekeeping Items’ purchase details like

Name of supplier

Date of purchase

Cost of Item,

Problems if any,

Method of cleaning, and

Maintenance.

6. Work Methods

These should be identified for use in training periods or where special cleaning operations are carried
out.

7. Files

Computer files take the place of traditional files reducing the need for filing cabinets.
8. Word-Processing

The computer used as a word processor takes the place of a traditional type writer, so all
correspondence could be prepared in this way.

Standard letter could also be kept in the memory.

9. Planning System

A well organized housekeeping department has several planning system in operations.

The computer is ideal for keeping such records, and preparing forecasts for example, on window
cleaning, redecoration etc.

10. Energy Saving

Computers can be used to control heat, light, power and telephone usage.

Other IT Applications in H/K

Some companies also offer a tray detection technology.

When a guest puts a tray outside of the door, housekeeping is alerted from a triangle sensor on the tray
that triggers another sensor in the doorway.

This immediately alerts the staff to the waiting tray by way of a blinking light.

The housekeeping staff can also be alerted when room is available for cleaning by the guests.

In this application, guests click a button, which sets off another sensor, to indicate they are gone and the
room can be cleaned.

Use of Computers in house keeping

Many hotels have invested heavily in information technology infrastructure and networking that deploy
the latest technical advances in their operations. The new technologies which are gaining entry into the
hospitality segment are Wi-Fi (wireless fidelity), radio frequency identification, and the possibility of
tracking inventory and guest data through the convergence of cellular and wireless technologies, GPS
(Global Positioning System), VoIP (Voice over Internet Protocol), handheld communication devices and
so on. Hotels either provide Wi-Fi as a value added amenity to the guest or offer the service at a cost to
their guest. Wi-Fi is provided in guest rooms as well as public areas, lobbies, meeting rooms, lounges

and so on.

In The House-Keeping Department

 WLAN (Wireless Local Area Network) technology is enabling a wide range of hospitality

applications in the housekeeping department. Housekeeping staff can now conduct room checks after a
guest vacates the room through the hand held Wi-Fi enabled device to report the status of the room

 They also communicate with security personnel instantly over e-mail in case of an emergency.

 Staff can also ensure from a remote spot that fire extinguishers are charged, emergency lights

are functioning, and so on.

 Check and communicate inventory invention for guest room supplies and the stocking of

minibars in order to ensure that provisions are replenished in an efficient manner.

inventory control and linen management.

 Computers can now be linked to the telephone system in each individual guest room. This

technology greatly reduces the cost of individual wiring in each guest room. For e.g. an interface, can be
created between the telephone systems of the hotels computer network by the guest room attendant
dialing a specific sequence of numbers on the phone from the specific guestroom. Once connected the
computer immediately recognizes the room no. to which it isvbeing connected.

 House keeping operations modules are widely available such as forecasting attendant

requirements, daily housekeeping scheduling, tracking house keeping history and monitoring room
attendant’s performance.

 There are also module to track the status from dirty room to ready room for inspection and

cleaned room which are ready for the guest.

 Many hotels also offer a detection technology when the guest puts the tray outside the door,

housekeeping is alerted from a triangle sensor on the tray that triggers another sensor in the

door way. This immediately alerts the staff to the waiting tray with a blinking light.

 The housekeeping staff can also be alerted when the room is available for cleaning by the guest.

In this application, guest clicks a button, which sets off another sensor to indicate they are gone and the
room can be cleaned.

 Occupancy report, discrepancy report, list or under repair rooms can be sent to front office

through WLANs system by which manual work can be avoided.

 The housekeeping module can also schedule the servicing of guest request, for e.g. if a guest

calls the front desk and request for a crib or extra towels, the front desk can simply input this

request into the computer and it then appears on the main housekeeping monitor screen. A

guest request notification can also be sent to the room attendants automatically to the hand

held wireless PDA (Personal Digital Assistant) or cell phone by way of text message or e-mail.

 WLANs allow guest to share hi speed internet connections, browse the web, access their

corporate networks, remotely yet securely, access the business centre from their rooms,

organize video conference, play games online, and use multiplayer gamin options.