Lucent Technologies GuestWorks And DEFINITY Enterprise Communications Server Release 8 Hospitality Operations Manual

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
67 Call Accounting Operations 
8. Press the 2 button to run and print the current accumulative report.
9. While the report is running, press the 
C button to clear the accumulative 
report.
10. If this property is using Hilton Corporation (formerly Promus) equipment, 
press the 
6 button to enter the Utilities subsystem from the Main Menu, and 
continue with step 11. Otherwise, continue with step 14.
11. At the Utilities menu, press the 
4 button to select the Miscellaneous 
options.
12. Press the 
T button to restart the call record transfer between the call 
accounting system and the PMS. You may receive a confirmation message 
(pms.pause 644 mode). If you do, press the 
Y button.
13. Press the 
Q button to exit from the Miscellaneous options.
14. Press the 
8 button to return to the Main Menu.
Printing Key Reports
This section contains procedures to print the following reports:
nDetail Reports
nCost Reports.
Refer to GuestWorks INTUITY Lodging Call Accounting User’s Guide for 
information on the procedures for printing other reports.
Detail Reports
To print Detail reports, do the following:
1. At the call accounting system terminal Main Menu, press the 
5 button to 
enter the Reports subsystem.
2. At the Reports menu, press the 
2 button to select the Detail option.
3. Press the 
3 button to select the Config function.
4. Press the 
1 button to enter the report setup. Set the following:
nPost Call = N
nLive Calls = Y
nSend to Printer = Y
nCompact Version = Y
nSave on Disk = Y
nAll Peg Counts = N. 
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
68 Call Accounting Operations 
5. Press the 2 button to set the Range for the reports.
6. Press the 
C button to enter a start date and an end date. Use the MMDDYY 
format.
7. Enter a start time and an end time. Use the HHMM format for a 24-hour 
clock.
8. Press the 
4 button to select the Division option.
9.At the “Division#” prompt, press 
ENTER to select all records, press the 
ENTER button to select guest calls, press the 1 button to select meeting room 
calls, or press the 
3 button to select administration staff calls.
10. Press 
ENTER to complete the request.
11. Press the 
7 button to execute the request. You should now be back at the 
Main Menu.
Cost Reports
To print Cost reports, do the following:
1. At the call accounting system terminal Main Menu, press the 
5 button to 
enter the Reports subsystem.
2. At the Reports menu, press the 
6 button to select the Cost option.
3. Press the 
3 button to select the Config function.
4. Press the 
1 button to enter the report setup. Set the following:
nCompact Version = Y or N
nSend to Printer = Y
nSave on Disk = Y
nPrinter Name = (locally defined).
5. Press the 
2 button to set the Range for the reports.
6. Press the 
C button to enter a start date and an end date. Use the MMDDYY 
format.
7. Enter a start time and an end time. Use the HHMM format for a 24-hour 
clock.
8. Press the 
3 button to select the Division option.
9. At the “Division#” prompt, press 
ENTER to select all records, press the 1 
button to select guest calls, press the 
2 button to select meeting room calls, 
or press the 
3 button to select administration staff calls.
10. Press 
ENTER to complete the request.
11. Press the 
7 button to execute the request. You should now be back at the 
Main Menu. 
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
69 Call Accounting Operations 
Deleting Call Records
To save on space and to reduce confusion over old information, you should delete 
old call records on a regular basis. This should be done once a week or once a 
month, depending on your call volume.
!CAUTION:
Please use extreme caution when deleting call records. This should be 
done only after you have costed and distributed the current call 
records for use in billing customers.
1. At the call accounting system terminal Main Menu, press the 
4 button to 
enter the Maintenance subsystem.
2. At the Maintenance menu, press the 
2 button to select the Delete function.
3. Press the 
2 button to delete records by Division.
4.Enter a “before date” value. This represents the date up to which all call 
records will be deleted. Use the MMDDYY format.
5. Enter a “before time” value. This represents the time on the “before date” 
up to which all call records will be deleted. Use the HHMM format for 
a 24-hour clock. Lucent recommends that you use the value 
2359.
6. At the “Division#” prompt, press 
ENTER to delete all records, press the 1 
button to delete guest calls, press the 
2 button to delete meeting room calls, 
or press the 
3 button to delete administration staff calls.
7. Press 
ENTER to complete the request.
8. Press the 
Y button to confirm the save.
9. Press 
CTRL + E to exit from deleting records.
10. Press the 
8 button to return to the Main Menu. 
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
70 Call Accounting Operations  
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
71 Housekeeping Staff Operations 
Housekeeping Staff Operations
Housekeepers can update housekeeping status information in two ways:
nUsing telephones in guest rooms
nUsing designated telephones in other locations, such as a laundry room or a 
house telephone.
If guest room telephones are used, six status feature access codes can be assigned 
for the housekeeper to use for transmitting information. If designated telephones 
are used, four status feature access codes can be assigned. You can assign any 
meaning to the codes, but the meanings must match those assigned in the PMS.
NOTE:
The guest room feature access codes can be used only from rooms 
that have a “client-room” class of service. The designated telephone 
feature access codes can be used from any telephone that has 
console-permission class of service.
After a feature access code has been entered from a guest room, the housekeeper 
can be prompted, by a second dial tone, to send more data by using six additional 
digits. These digits can carry information such as a personal identification code.
After a status feature access code has been entered from a designated telephone, 
the switch prompts the housekeeper for a room extension number and, if required, 
additional digits.
The instructions on ‘‘How to Call In Your Work Status’’ on page 72
 describe how 
to enter the different housekeeping codes. On ‘‘Housekeeping Status Codes and 
Meanings’’ on page 73, fill in your specific housekeeping status feature access 
codes and meanings, photocopy both pages, and then give them to your 
housekeeping staff. 
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
72 Housekeeping Staff Operations 
Status Codes
Although the housekeeping status codes may be defined to represent any of 
several different states, here is a suggested way to use the different housekeeping 
status codes. Note that the suggested meanings of the first four codes are the same 
whether entered from a designated telephone or from a guest room. The feature 
access codes shown are only examples.
How to Call In Your Work Status
While you are cleaning the guest rooms, you need to let your supervisor know 
where you are and the condition of the guest rooms. To do this, use the telephone 
in the room you are cleaning or a designated telephone assigned by your 
supervisor (in the laundry room, for example). You do not have to say anything — 
you enter the numbers that your supervisor will give you. Each of the numbers has 
a specific meaning. Your message will go to a computer, and your supervisor will 
get the status later.
To update your work status from a guest room, do the following:
1. Using the telephone in the guest room, pick up the handset and enter the 
status feature access code that corresponds with your current status. For 
example, if you check the room and it needs cleaning, press the 
3 button, 
then press the 
1 button.
2. If you hear another dial tone, enter your identification code (a 1- to 6-digit 
number). Once the code has been accepted, you will hear confirmation tone 
(a 3-burst tone). Hang up the handset, and continue with your work.
NOTE:
You should wait until you hear a confirmation tone to ensure 
that the update was accepted by the system. It may take up to 4 
seconds to hear the confirmation tone.
Feature Access Code
Suggested Meaning Guest
RoomDesignated
Te l e p h o n e
31 21 Needs cleaning
32 22 Being cleaned
33 23 Clean
34 24 Needs plumber
35 N/A Needs inspection
36 N/A On hold for repairs 
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
73 Housekeeping Staff Operations 
3. As you reach different steps in cleaning the room, update the status by 
repeating steps 1 and 2.
If you were told to use a designated telephone (any telephone other than a guest 
room telephone) to report your status, do the following:
1. Using the designated telephone, pick up the handset and enter the status 
feature access code that corresponds with the room’s current status. For 
example, if you have finished cleaning a room, press the 
2 button, then 
press the 
3 button.
2. After you hear a dial tone, enter the room number.
3. If you hear another dial tone, enter in your identification code (a 1- 
to 6-digit number). Once the code has been accepted, you will hear a 
confirmation tone (a 3-burst tone). Hang up the handset, and continue with 
your work.
NOTE:
You should wait until you hear a confirmation tone to ensure 
that the update was accepted by the system. It may take up to 4 
seconds to hear the confirmation tone.
4. Repeat steps 1 through 3 as necessary to report new room status 
information.
Housekeeping Status Codes and Meanings
The following table contains your specific status feature access codes and their 
meanings. If any of the codes are not identified, contact your supervisor. Note that 
you have only 4 status codes when using a designated telephone.
Feature Access Code
Meaning Guest
RoomDesignated
Te l e p h o n e
   
   
   
   
 N/A 
 N/A  
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
74 Housekeeping Staff Operations  
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
75 Reports 
Reports
This section gives examples of administration reports you can display on the 
administration terminal or print on the Log Printer or the Journal/Schedule Printer.
Administration Reports
Whether using an SAT or software emulator on a PC, you can view the following 
reports:
The following screens show examples of the reports you can view.
Command Description
list pms-down Shows switch activity and housekeeping sta-
tus even when there is no PMS link; this can 
be used to help diagnose communication 
errors
list do-not-disturb station Shows all current Do Not Disturb requests for 
stations
list do-not-disturb group Shows all current Do Not Disturb requests for 
groups
list wakeup incomplete Shows all failed wakeups over the last 24 
hours
list wakeup requests Shows all current wakeup requests
list wakeup station XXXX Shows an audit of wakeup call activity for
station XXXX
list emergency Shows a history of emergency calls
list integrated-annc-boards Displays the integrated announcement circuit 
pack extension assignments
status station XXXX Shows the current status of a station XXXX 
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
76 Reports 
list pms-down
PROPERTY MANAGEMENT SYSTEM ACTIVITY
Extension Event Reason Date/Time
2900 from room, code 1 active - nopms 18/20:10 PM
3100 from sta., code 2 active - nopms 18/21:00 PM
3344 checkout, MWL off PMS Link Out 18/21:25 PM
3302 room check in PMS Link Out 18/21:34 PM
3320 PBX chng stn rstr active - nopms 18/22:00 PM
list do-not-disturb station
DO-NOT-DISTURB STATIONS
Extension Type Until
4550 MANUAL 6:00 AM
3256 MANUAL 11:30 AM
4224 MANUAL 2:15 PM
4225 GROUP 3:00 PM
4226 GROUP 3:00 PM
4227 BOTH 3:00 PM
list do-not-disturb group
DO NOT DISTURB GROUP
COR Until
5 9:30 AM
12 3:15 PM
10 6:00 PM
list wakeup incomplete
WAKEUP INCOMPLETIONS
Extension Time of Attempts
3315 02:30 PM
3315 02:35 PM
3315 02:40 PM