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DESIGN AND IMPLEMENTATION OF COMPUTERIZED FRONT OFFICE MANAGEMENT
INFORMATION SYSTEM
CHAPTER ONE
1.0 INTRODUCTION
The office management information system is the
control center for the property and workers at the supervisory level and above
must be well trained and motivated in order to achieve business objectives of
high yield, high occupancy rates and above all top quality service. in front
office management general manager are required to meet the challenges of day to
day operation while practicing solid future planning and controlling skills.
The technological advantages today’s managers
have at their disposal and the challenges of living, training, scheduling and
empowering workers to achieve to quality result.
The top quality hotel in Nigeria is owned by
government, other smaller hotels owned by individual do not keep to the
standard for hotel operations. This because the only reason for the setting up
of a hotel is to maximize profit. They do not take into account the welfare and
condition of their customer. This result in many of the customers not being
satisfied after management and time wasting in the flow of information with and
outside the hotel environment. Using zodiac hotel lit examing the effect of
computerization of hotel front office management information system in our
hotels.
Zodiac hotel ltd is one of the well know hotel in
Enugu and it is a private limited company. It is located at 5/7 rangers Avenue,
Enugu.
It was established in 1979 by late honorable
MR.P.N. Okeke. The administration of zodiac hotel is as follows:
Executive director, board of directors, managing
director, head of department/supervisors and staff.
Make up the firm are Admin. Dept., account dept.,
reception, cash office, business center telephone exchange, restaurant, bar
house keeping laundry, gardeners, reception waiters, store dept, driver
section, kitchen dept, car hire section and security dept.
1.1
STATEMENT OF PROBLEM
The present system of hotel front office
management information system in Nigeria has a lot of problem which are
mentioned below.
SPEED OF
OPERATION: Speed of operation is a measure of the time lapse from when a
process starts to workers to when it end. Since the present system is manually
operated, there is tendency for the workers of checking-in a guest, issuing of
receipts checking-out a guest can take the receptionist (front officer) hour to
finish.
ACCURACY: In term of accuracy, the system is
relatively slow and since it is dependent to human effort, so inevitable, it is
also prone to human errors and omission. Example the issuing of receipts, most
of the time is not accurate. The bills prepared are sometime over charged or
undercharge and this can be very embarrassing to both guest and the management.
The overcharging or under charging could be due to the receptionist’s
carelessness or the inefficiency of the part of the account section.
DOCUMENT INTEGRITY: This is viewed in the context
of the safety, invalidity of the records in the document files used in the
report generation. In terms of safety, the nature of the system (manual) makes
it vulnerable to left, fire or accidental destruction. This makes the system
unsafe as the time needed to replace lost data or files in enormously large
COST: This is the greatest problem of the hotel.
The hotel tends to loose a lot of money running the hotel manually.
TIME: Going by the present system of operation
time is consumed in the handling of operation and management of information the
problem and many other not listed above due limitations, form the basis of this
write-up
1.2
PURPOSE OF STUDY
This study is designed to help the hotel front
office to handle the flow and use of information in the hotel operation
effectively. This study also tries to give an in dept looking in the easiest
and most effective way for the growth and development of industry in the
country.
Finally, the study will help new investors in the
industry to make the right decision and
steps needed to start up a management.
1.3 AIMS
AND OBJECTIVE OF THE STUDY
The objectives of the study are as follows:
To provide better service for the various guests
either permanent, temporary or causal guest that comes to stay the management.
To produce a system where information and output
report will be produced much faster, more accurately and more detailed to
management and guest of hotel.
To keep records that are compact, integrated and
updated.
1.4
SCOPE OF THE STUDY
This study is armed at finding out how effective
the computerization of a hotel front office management information system will
improve the operation of the hotel system in small hotels. However, out of the
several departments that makes up the hotel. This research project is
restricted to only one section reception (front office) section
1.5
LIMITATION
The following
constraints were faced by the researcher and limited the effort in the
developing of a comprehensive package needed in a hotel industry.
TIME: This project work has one semester time
limit. It would have been desirable for a longer period of time for the
development of a package for the hotel
INFORMATION: For some security reason, access to
some vital information were derived by the management of the ministry of
information
1.6
ASSUMPTION
Due to insufficient information, I assumed the
following:
The records of the information, about the guest
has not be computerized.
The people that are going to use the software
computer literate
1.7 DEFINTION OF TERMS
GUEST: This guest are used in the contest of the
work refers to individual, companies or corporate bodies who spends some time
in the management either as permanent, temporary or casual guest
ARRIVAL FILE: This is master file consisting of
the guest name, companies name and address, state, country, nationality,
profession etc. which also include the mode of payment to be used by the guest.
MENU FILE: This is a transaction file used in the
new system. It consists of the descriptions of food, the price of the good and
the menu code
REST FILE: This is also a transaction file that
consist information bill, the about
restaurant bill, the room price reference number, dates etc.
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