hotel management

Chapter 41 Information Management (1)
The first (section) hotel information system

[-]. Concept

Management information system (Management::Information::, system, referred to as MIS) is a branch of information science, which is a system composed of people and computers that can collect, transmit, store, process, maintain and use information.Hotel management information system (Hotel::Management::Information::System, referred to as HMIS) is an important branch of MIS, and its main function is to realize the specific application of computer management system in hotels. In the early 20s, developed countries in the hotel industry in North America and other places began to use hotel computer management systems. By the 70s, foreign hotel computer management systems, such as ECCO (UX), HIS, CLS, Lodgistix, etc., the entire model had reached It is basically finalized, the technology is more mature, and the functions are more complete.

[-]. Features

Each system has its own characteristics, and the hotel information management system is no exception. Like other MIS systems, HMIS first serves for hotel management, is an auxiliary management tool for hotel management, and is the main means of hotel management informatization .As a system, especially an information system serving hotel management, HMIS has four characteristics.

1. HMIS is an auxiliary system for modern hotel management
People are the leader of hotel management, and computers are only tools for data processing.Managers make management decisions based on the results of computer data processing, so as to achieve effective management. HMIS is a man-machine integrated control system with people as the main body. After the fast data processing of HMIS, hotel managers can quickly get the required information.Through the auxiliary management of HMIS, the hotel management is more scientific, and the daily affairs processing is more orderly, more standardized and more accurate.

2. HMIS is an open system

HMIS is an open system with input and output. The input is various bills, registration records, bills, reports, etc.; the output is various statistical reports, summary tables, etc., through which the logistics and capital flow of the entire hotel are controlled. HMIS cannot be isolated from the external environment and is an open system. HMIS can not only adapt to the environment, but also transform the environment within a certain range and to a certain extent. For example, through the promotion plan formulated by HMIS, the hotel's marketing activities can be improved.

3. HMIS is a feedback system

As an integrated control system, HMIS deals with specific business data of the hotel.Since the hotel operation is in a constantly changing environment, if it cannot be adjusted and expanded according to the actual situation in operation, it will often lose its effect due to being divorced from reality.Therefore, in order to prolong the life cycle of HMIS, it is necessary to adjust the internal processing method or expand the corresponding processing function at any time according to the result information output by HMIS and the external information.This feedback system makes the result information output by HMIS more accurate and practical.

4. HMIS is a hierarchical system
The management of modern hotels has a very obvious hierarchy, that is, the management responsibilities at all levels are clear and the division of labor is clear; the subordinates obey the superiors. In order to adapt to this kind of management, HMIS also designs the software into corresponding levels, which are generally divided into three levels. The lowest level is the operation level, which is mainly for entering and managing some basic data. The main purpose of using HMIS is to improve work efficiency and service quality ;As the middle layer, the main function of the management is to manage comprehensive data. The purpose is to improve the accuracy of management, so that there are fewer "probably" and "almost" in management, so that the planning, organization, control and incentives of the entire hotel are more effective and accurate ; The decision-making level is the highest level, and the object of use is the high-level decision-makers of the hotel. They make management decisions based on the result information output by the HMIS to improve the efficiency of management. This is the real value of the application of computers in hotels. The first level of HMIS is still a minority.It is foreseeable that the application of HMIS at the decision-making level will receive more and more attention. For example, hotel marketing strategy formulation, cost control decision-making, financial planning decision-making, target profit formulation, etc. are the main fields of computer application. By then, the application of HMIS will be Reach the advanced stage, the Hotel Decision Support System (HDSS) stage.

Second (Section) Office Automation
[-]. Concept

With the advent of the information age in the 21st century, people's lifestyles and work habits will be completely broken.The reform of various enterprises, institutions and government agencies has been deepened, and the management functions have been continuously enhanced. The contradiction between the manual office method and the ever-increasing office business volume has become increasingly acute.At the same time, with the rapid expansion of social information, it is difficult to collect, process, analyze and make scientific decisions in a timely manner by relying on manual means.Therefore, the reform of the traditional office model, the electronicization and informatization of the processing, circulation and management of office business, and the realization of office automation are imperative.

The so-called office automation (Office:: Automation, referred to as OA) is to use advanced computer network technology and information technology to process and control daily office affairs, to make office affairs and document management electronic, and to improve the efficiency of handling affairs.

Information is the object to be processed, computers are the means of processing, and people are the designers, commanders and enjoyers of the processing process.Office automation frees people from the heavy work, uses the network system to grasp the first-hand information timely and accurately, and handles affairs and makes decisions in the first time.At the same time, various departments can use the network to share resources, communicate and cooperate with each other, which comprehensively reflects the relationship between people, computers and information resources.

Office automation refers to the complete use of computer technology to handle office business and realize information sharing, communication and collaborative work, that is, all-round paperless office, which is completely possible from the perspective of technical realization.It is a basic environment for group collaboration based on email technology and network technology, including workflow management, information transfer and integrated database access, integrated user development environment, and high security. Through information transfer, computers have collaborative computing capabilities, enabling The enterprise computer network system can effectively play a role.

[-]. Main functions

The hotel OA system is a product of the new economic era. A hotel company needs to process a large number of official documents, letters, files, reports and forms every day. Various statistical reports need to be reported and internal documents need to be transmitted. The office automation system is to solve these tasks And designed.Using the office automation system, it can realize the automatic management of office affairs, automatic recording and tracking management of telephone, fax, etc., and can also conduct online transactions and communication with customers and suppliers through the Internet to realize electronic business activities.

The main function of the hotel OA system is to improve the hotel's office automation level and transaction efficiency, and (save) paper energy, which is the basic requirement of modern hotel management in the 21st century.From the current stage, the hotel OA system should have the functions.

([-]) E-mail subsystem
E-mail is an important function of OA system.The so-called e-mail refers to the use of computer software to process e-mail sending, receiving, and management in daily work, including drafting, sending, receiving, forwarding, and replying to e-mails.The work contacts of various departments are all carried out by e-mail, which will inevitably greatly improve the efficiency of management work.

([-]) File data management subsystem
The OA system should have a strong file database management function.File databases are different from relational databases, which store multimedia information such as files, sounds, images, graphics, and videos.These databases can be queried, added, deleted and other operations.The database can be stored on a local computer for personal use, or it can be placed on a server and shared by everyone.The system is responsible for the security control of the database, and each customer who accesses the database can browse, edit, add, modify, etc. the database according to its access authority.

([-]) Document sending and receiving subsystem
This module mainly realizes the automation of document receiving management and issuing document management, replaces manual writing with electronic writing, and solves problems such as slow delivery of official documents, untimely and out-of-sync information, and difficult access.The official document process can be flexibly set by the system, which can automatically track, remind, and investigate, and can be categorized and saved, and full-text searched, and finally "document integration" is realized.

In addition to realizing the registration and warehousing of daily receiving and sending documents, the system also supports official documents in electronic text format and scanned image format, providing leaders and various departments with convenient input, retrieval, query, statistics, printing and other functions, and has reliable and complete With advanced authority management and security encryption mechanism, hotel leaders can enter the system to browse various official documents and files in the entire system, while each department can only retrieve various documents of its own department, and approval is required for referring to relevant documents.The system has designed templates for documents issued by organizations at all levels, work presentations, and strict document operation procedures to realize the unified management of hotel document sending, distribution, status tracking, information feedback, timely reminders, and log generation.

([-]) File management subsystem
This module can realize the classification management, archiving and preservation of various files and materials of hotels or departments, complete the management functions of file assembly, unpacking, moving, sealing, cancellation, borrowing, full-text retrieval, statistics and other management functions of files. Users provide convenient retrieval and borrowing functions, thereby greatly reducing the processing workload of office files, and making it easier to query and borrow files.On the basis of file management, document integration will be further realized.The so-called document integration refers to the automatic or semi-automatic way of directly filing official documents, signatures, notices and other documents generated in the modules of official document management, signature management, and conference management, saving (saving) manual operations and enabling the creation of files The work efficiency is greatly improved.

([-]) Work management subsystem
(End of this chapter)