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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.

Wireless 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

SHASHANK RAJAURIA
I.H.M. AHMEDABAD
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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 operations. 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 available 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 scheduling- This 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 housekeeping 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 an optional housekeeper – phone interface is installed the room attendant
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

SHASHANK RAJAURIA
I.H.M. AHMEDABAD
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room attendant can press a different key to indicate they have completed
cleaning 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 housekeeping department
and ask them to change the room status using the housekeeping 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 request into the
computer and it then appears on the main housekeeping monitor screen. The
guest request information can also be informed to the 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 performance
of GRA by tracking the estimated cleaning time and the actual cleaning time.
This also gives the time required by supervisor to check the rooms. Thus
reports are available 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 needs 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.

SHASHANK RAJAURIA
I.H.M. AHMEDABAD
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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.

SHASHANK RAJAURIA
I.H.M. AHMEDABAD