MIS can improve communication between departments to perform effectively. All bookings of bedrooms and functions rooms are kept in schedule in the central computer system, facilitates to plan and organize properly before holding functions.
Therefore, receptionists can check the room status, reserve rooms for customer call-ins at once, arrange rooms for unexpected walk-ins as well as avoiding double booking. Once the residents have checked out, the front office can immediately notice the housekeeping to make the rooms, reducing over-time working.The MIS helps marketing manager to collect data and information from internal (report) and external sources, such as Internet, to predict and plan for future demand over history, then identify by marketing strategy – 5Cs (Jobber, 2001): Consumer, Customers’ needs, Cost to customers, Convenience for customers and Communication with customers. Additionally, advance knowing of finance information from the Finance Department will help to set the budget for marketing activities to attract new customers, and to change the previous customers to become repeat customers, especially business customers.The MIS helps marketing manager to collect data and information from internal (report) and external sources, such as Internet, to predict and plan for future demand over history, then identify by marketing strategy – 5Cs (Jobber, 2001): Consumer, Customers’ needs, Cost to customers, Convenience for customers and Communication with customers. Additionally, advance knowing of finance information from the Finance Department will help to set the budget for marketing activities to attract new customers, and to change the previous customers to become repeat customers, especially business customers.
The MIS will store up customers’ details, feedback and complaints as records, so we can contact them for opinion and reasons they choose our hotel for service and quality improvement. After installed the MIS and introduced the new package – bills included the breakfast, impose of deposit payment and an encouragement of using credit cards (a kind of MIS), it can improve cash flow and reduce debts collection period, as well as saving the time from calculating bills. Additionally, it helps avoiding miss charging of the bills and reducing over-time payment for housekeeping staff.The MIS helps to check and control people’s expenditure easier, if discovers any problems, the manager can cut cost immediately preventing from financial crisis (Just-in-time). After gathering all information, they can work out the budget available for each department. IT professionals will be hired to train the top-level management; in turn they will train lower rank staff. To close the skill gap by encouraging employees to learn database and able to use MIS for operations, we will get long-term multi-skilled staff that no need to recruit extra staff to cope with MIS.All staff information and records are entered, we can identify and give further training to the right staff.
The MIS can help with planning the staff shifting system and schedule effectively, avoiding the problem of miss-arrangement. HR manager can predict the future’s demand level on part-time staff during peak and low seasons, so planning for recruitment in advance plus screening for potential employees. Synergy is created, which makes all different departments to work together, thus communication has significantly improved.As Keuning (1998:200) stated “the advantages which arises because two activities are being carried out which complement each other..
. ” This means output is greater than input. In Wheatley Park Hotel, lack of communication is a serious problem between reception and other departments, this causes complaints about wrong charging and room booking to the reception. The MIS can solve this problem because it is a central computing system, which runs through the hotel. The front office staff can check out which room is available easily, they only need to type in customers’ information, and it is flexible to change at anytime.
This can overcome the problem of overbooking so reduce complaints. Besides, staff turnover is especially high in reception at 60%, which is a lot more than the national average of 48%. This is the result of being dissatisfied by the complaints, great working pressure and inappropriate shifting arrangement.
Wheatley Park Hotel should have to retain staff as recruitment is difficult in Oxford, and staffing costs about 22. 4% of turnover, staff leaving means creating losses. The MIS could solve this by shifting re-arrangement, since then staff would feel less stressful and motivated, they would stay.
(Week 5 Lecture notes)By the use of MIS, details of income and payment are calculated effectively and accurately, so salaries and bills can pay to the staff, suppliers and booking agency on time respectively, which generates trust and consequently we can work happily. On the other hand, the promotion of credit card using and impose of deposit payment can reduce debts collection period and improve cash flow. Additionally, it helps avoiding wrong charging of the bills so avoiding complaints.
Finally, the speed of MIS could prevent losses before mistake is made, saving costs for our hotel.MIS enables processes move faster and fewer mistakes are made because of more efficient working (monitoring). This in turn provides lower costs, since accomplishing with JIT will cease the process immediately, preventing from continuous mistaking, which is an important factor in the competitive position. (Keuning, 1998)The potential dangers that MIS would have are: First, security is very principal problem, the system need to define employee to access, preventing from outflow of confidential information.Second, the computer system may break down due to technical problem, shortage of electricity supply and fire that create a threat of losing data. The other danger is the threat of bugs’ attacks, such as, millennium bugs. Next, unexpected time slippage may happen and lead to cost overrun that vastly exceed budgets.
Subsequently, performance is notably below the estimated level down to technical shortfalls, thus a failure to obtain projected benefits. There are impacts of information systems on organizational structures, work groups and behaviour.Once the MIS is introduced, jobs such as calculating bills are automated, and staff are trained to be multi-skilled, redundant staff will be resulted from lesser working hours and specialization. With the aim of keeping effectiveness and efficiency, these unneeded staff and some layers of management have to be eliminated. Feeling the risk of taking away some of their power and stature or even their jobs, staff may resist and oppose against this project.