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  schedulingThis  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.