Samsung Dcs Hotel Operator General Description Manual

							CONTENTS
5–4
5.4 UNDERWRITERS LABORATORIES
The PROSTAR DCS system has been tested to comply with safety standards in the United
States as listed below. This system is listed with Underwriters Laboratories.
LISTED
83X3
E118093
Project No.: 98NK12209
5.5 MUSIC ON HOLD WARNING
IMPORTANT NOTICE: In accordance with US copyright laws, a license may be required
from the American Society of Composers, Authors and Publishers (ASCAP) or other simi-
lar organizations if copyrighted music is transmitted through the Music on Hold feature.
SAMSUNG TELECOMMUNICATIONS AMERICA hereby disclaims any liability arising
out of failure to obtain such a license.
5.6 EQUAL ACCESS REQUIREMENTS
The DCS is capable of providing users access to interstate providers of operator services
through the use of access codes.  Modifications of this equipment by call aggregators to
block access dialing codes is a violation of the Telephone Operator Consumer Act of 1990
and Part 68 of the FCC Rules.
5.7 DISA WARNING
Lines that are used for the Direct Inward System Access feature must have the discon-
nect supervision options provided by the telephone company.
WARNING: As it is impossible to control who may access your DISA line it is suggested
that you do not turn this feature on unless you intend to use it.  If you do use this feature,
it is good practice to frequently change passcodes and periodically review your telephone
records for unauthorized use. 
						

							CONTENTSPART 6. HOTEL / MOTEL FEATURE PACKAGE
6.1 GENERAL OVERVIEW
The DCS Hotel Operator software package combines the DCS business features with
additional features created for the Hotel/Motel industry. This combination meets the re- 
quirements of the hotel general business offices as well as those of the hotel guest. 
Samsung 
“ Hotel Operator ” is designed to operate in small to medium sized hotels, up to
approximately 75 rooms, without the additional cost of a Property Manage\
ment System 
(PMS). However when used in larger hotels, the owner/operator may choo\
se to interface
the Transaction Record Output to a PMS. 
The key to the 
Hotel Operator is the front desk,  “administrator ’s ” display telephones. Spe-
cial keys/buttons such as: Check In, Check Out, Room Bill, Room Status, \
and Credit key 
make it convinient to perform day to day routine functions. At any admin\
istrator ’s display
telephone just a few button presses are required to print out various ty\
pes of reports such
as Room Bill, Wakeup Activity, Room Status and separate Room Telephone Bills, etc.
( see sample reports later in this section ).
Because the 
Hotel Operator software runs on the same DCS hardware as the business
software it has the same amount of battery backed RAM to store customer \
data. By re-
ducing the number of groups or size of tables of some non-hotel related \
features more of
the RAM was made available to store hotel transaction records. A transac\
tion record is
one line of the guest room bill. The buffer holds 4,000 transaction records. During the
Check Out process the guest ’s room bill is printed out then the associated transaction
records are automatically purged from the buffer making space for additional guests trans-
actions.
The following table 6.1 details the limitations applied to the general b\
usiness feature pack-
age.
6 –1.1 
						

							CONTENTS
6–1.2
DCS SOFTWARE MODIFICATIONS
FOR HOTEL / MOTEL PACKAGE
1. ACCOUNT CODES
Both FORCED and VOLUNTARY account codes have been eliminated in the Hotel/Motel
software package.
2. AUTHORIZATION CODE TABLE
The number of entries in the Authorization Code table has been reduced from 250 to 64
entries.
3. CID REVIEW BLOCKS
The number of CID / REVIEW blocks on the system has been reduced from 1000 to 250.
4. DID TRANSLATION TABLE
The number of entries in the DID translation table has been reduced from 500 to 100
entries for each of the 3 ring modes; DAY, NIGHT and WEEKEND.
5. PAGING GROUPS
The number of keysets that can be in any internal page group has been reduced from 80
to 32.
6. PICKUP GROUPS
The number of pickup groups on the system has been reduced from 20 to 5 and the
number of members per group has been limited to 32.
7. SPEED DIAL LIBRARY
The amount of speed dial numbers available on the system has been reduced from 1500
to 500.
8. STATION GROUPS
The number of station groups in the system has been reduced from 30 to 10, (groups
500 to 509), and the number of members for each group has been limited to 32.
9. TENANT SERVICE
The tenant service partition is not necessary for the Hotel / Motel package, so this
feature has been removed.
10. RING MODES
Since hotels have 24 hour operation, with multiple shifts, the DCS Hotel/Motel software
has been modified from two to three ring modes (A, B, C). That is, the system trunks,
door phones, etc. can be programmed to ring a destination for each of these three
modes. These modes can be changed either manually or automatically, according to the
hotel’s needs.
TABLE 6.1 
						

							CONTENTS
6.2 HOTEL / MOTEL FEATURES
CALL COSTINGROOM STATUS UPDATE
CHECK IN / CHECK OUTAUTOMATIC (DAILY TIMER)
DEPOSIT POSTINGMANUAL
GUEST SERVICES BILLINGSTAFF I.D. CODES (64)
100 ITEM CODES WITH COSTINGSTATION TYPES
LOBBY PHONE SERVICEBUSINESS OFFICE
PRINTED REPORTSHOTEL ADMINISTRATOR
PHONE BILLMEETING ROOM
GUEST AND MEETING ROOM BILLGUEST NO SMOKING ROOM
ROOM STATUSGUEST SMOKING ROOM
WAKE UP CALL ACTIVITYTELEPHONE CREDIT LIMIT
ROOM DIALING RESTRICTIONSTRANSACTION RECORD OUTPUT (TO PMS)
ROOM STATUS CONDITIONSWAKE UP CALLS
AVAILABLESET BY THE ATTENDANT
OCCUPIEDSET BY THE GUEST
NEEDS CLEANINGANSWERED
NEEDS MAINTENANCENOT ANSWERED
HOLD (LATE CHECK OUT)CANCELED
ROOM STATUS REVIEW
PRINTED REPORTS
KEYSET INDICATIONS
CALL COSTING
The DCS Hotel / Motel software provides call costing, for guest and meeting room
phones. The call cost will appear on the guest’s room bill, the SMDR report and the
transaction record output.
The system uses programmable call costing tables to calculate the cost of incom-
ing and outgoing calls. Rates are calculated by the number dialed, duration of the
call and may include surcharges.
CHECK IN / CHECK OUT
The DCS Hotel / Motel software allows an Administrator keyset to check a guest
into a room by pressing the CHECK IN key and following the prompts in the display.
When the CHECK IN key is pressed the clerk can credit the room account if the
guest wishes to prepay for the room and/or the phone service. The clerk can also
assign the guest’s name to the room.
In addition the feature allows an Administrator keyset to check a guest out of a
room by pressing the CHECK OUT key. The CHECK OUT option will print out the
total room charges and clear the room information from the transaction record
buffer. It also changes the room to the Needs Cleaning status. Checking a guest
out of a room prior to the ROOM CLEAN TIME will automatically change the room
to the NEEDS CLEANING status.
6–2.1 
						

							CONTENTS
DEPOSIT POSTING
The credit feature allows any Administrator keyset to add a cash deposit to a room
bill, to offset charges already incurred or to prepay either the room or phone charges
or both. This feature requires a CREDIT key to be assigned to the administration
phones.
GUEST SERVICES BILLING
The guest service billing feature allows a staff member, to enter an item code and
a dollar amount to a specific room bill using specific telephone stations. The dollar
amount entered at time of sale for the item code, can be multiplied by the tax rates
defined for the items or will have the tax amount added if the tax is a fixed dollar
amount.
There are 100 item codes in the system. Each item code can have a name, with up
to 10 characters, programmed to describe the charge.
This feature requires a staff code to be entered to add or delete a charge to a room.
The staff codes are assigned in the Authorization Code table. The staff code will be
verified from the table, and if an incorrect code is entered, an error tone will be
returned and the station will return to idle.
The room number will also be verified, from the list of rooms that are checked in. If
a room number is not occupied, an error tone will be returned and the station will
return to idle.
This feature can be used by either a keyset or a single line telephone with DTMF
dialing.The keyset requires a BILL key. An SLT must be assigned as an Adminis-
trator or Normal type station. Guest room telephones can not use this feature.
LOBBY PHONE SERVICE
This feature allows a hotel operator to bill a call to a guest room even though it was
made at a remote location, such as a lobby phone. This phone can be a dial “0”
type or a Hotline to the operator.
The guest will request the operator to bill an outside call to his/her room. The op-
erator will press the Remote Bill key (RB) and place the guest on transfer hold, then
enter the guest’s room number and receive confirmation tone. The operator can
then access a trunk (or LCR) and hang up, passing outside dial tone to the guest.
Or the operator can dial the number for the guest and transfer the ringing call back
to the guest.
PRINTED REPORTS
The DCS Hotel / Motel software will provide various printed reports of selected
activities throughout the system. These reports are initiated from any administrator’s
keyset display and sent to a printer connected to a serial interface module (SIM).
6–2.2 
						

							CONTENTS
The SIM port will be assigned as HM REPT. The DCS supports up to two (2) SIMS
maximum. Following is a brief description of each report.
Unlike an expensive Property Management System, with virtually unlimited data
storage space, the DCS cannot maintain transaction information indefinitely. For
this reason, guest room and meeting room information is purged at check out.
Similarly the phone bill information will also be deleted, when specified. In order to
provide a permanent record, it is advisable to use NCR 2 part forms or initiate a
printout of the billing information, prior to printing and deleting it.
PHONE BILL
The Phone Bill report provides only the phone bill information for a specific room.
This print out is separate from the guest room bill. This allows a guest to pay for
them separately, so no phone calls appear on the room bill. When using this fea-
ture you have the option of saving or deleting all telephone call information from the
guest’s bill.
The information in the phone bill includes the date and time the report was re-
quested, the room number requested, date and time of call, the number dialed, call
duration and the charge for the call.
GUEST and MEETING ROOM BILL
This printout includes all room-related charges, from time of check in. Associated
taxes and/or surcharges are automatically calculated by the system based on pro-
grammable rate table entries. Any deposits made are automatically deducted from
the total bill. This printout also includes daily room charges, phone calls, services
charged to the room, wake up call activity, and any deposits made. This printout is
made on a per room basis.
ROOM STATUS
The system can print six different Room Status reports. There are five (5) individual
reports for the following room status conditions: Available, Occupied, Needs Clean-
ing, Needs Maintenance, and Hold for Late Checkout. A sixth report will show all
rooms and all room status conditions.
WAKE UP CALL ACTIVITY
This report will detail all wake up call information related to a specific room since
check in. The information includes the time a wake up call was set, the requested
wake up time, the time the call was answered, unanswered wake up calls, can-
celed wake up calls and charges for the service if programmed.
ROOM DIALING RESTRICTIONS
This feature is used to program station to station calling restrictions and is some-
times referred to as intercom blocking. For instance you can restrict rooms from
dialing the administration offices while still being able to dial the front desk, other
hotel service phones or other guest rooms.
6–2.3 
						

							CONTENTS
ROOM STATUS CONDITIONS
The system will indicate the status of each guest or meeting room when r\
equested. 
See Room Status Review. The five possible conditions are: 
•AVAILABLE  – Ready to check in.
 OCCUPIED  – Guest is checked in.
 NEEDS CLEANING  – Condition after check out or morning update for all occu-
pied rooms.
 NEEDS MAINTENANCE  – Temporary condition for rooms requiring some re-
pair or maintenance.
 HOLD (LATE CHECK OUT)  – Indicates a guest requires a late check out so
hotel staff will delay cleaning.
ROOM STATUS REVIEW
The DCS Hotel / Motel system provides three methods to review the five r\
oom 
status conditions. 
1. An administrator ’s display keyset can be used to view the status of any indi-
vidual room and scroll through the list of all other rooms to view their\
 status.
2. One or more 64 Button Modules can be used to view the status of all room\
s for any of the five room conditions (Example: press the Room Status View key for 
“AVAILABLE ” and all the buttons corresponding to available rooms will light
red).
3. Printed reports can be obtained to review the room status conditions for\
 all rooms.  See Printed Reports –Room Status , earlier in this document.
ROOM STATUS UPDATE
The system operation provides two methods to update the status of each g\
uest or
meeting room.
AUTOMATIC
The hotel manager informs the system technician of the preprogrammed tim\
e he 
wants all rooms to automatically change from  “Occupied ” to  “Needs Cleaning ” on a
daily basis. In addition each room is automatically changed to  “Needs Cleaning ”
upon check out.
MANUAL
Hotel personnel, such as maids, maintenance men or administrators, can d\
ial a
code from the guest/meeting room telephone to manually update the room s\
tatus 
as required. 
The manual room status update codes are: 
0= Room needs to be cleaned.
6 –2.4 
						

							CONTENTS
1= Room cleaned. This updates the room status to either AVAILABLE or OCCU-
PIED.
2= Room needs maintenance. This makes the room NOT AVAILABLE for check
in.
3= Room repaired. This updates the room status to either AVAILABLE or OCCU-
PIED.
STAFF I.D. CODES
These are authorization codes that hotel employees must enter to access various
Hotel / Motel features. These codes will appear on the Room Bill printout to indi-
cate who posted the charges to a specific room. They provide a measure of secu-
rity and control for hotel management. There are 64 STAFF ID codes available in
the system.
STATION TYPES
The system software enables station ports to be defined for a specific use through-
out the hotel. Each telephone can be designated as being one of the five following
types. A class of service has been established for each station type.
1. BUSINESS OFFICE – This is the default setting. The station will operate in the
manner associated with a normal business station.
2. HOTEL ADMINISTRATOR – Only stations designated as Administrator can ac-
cess special Hotel / Motel features, such as Check In, Check Out, Room Sta-
tus, Print Report, etc.
3. MEETING ROOM – A meeting room is similar to a guest room in the respect
that it generates a room bill but has different class of service option require-
ments.
4. GUEST NO SMOKING – When a station is designated as this type, it will ap-
pear in the administrator’s keyset display as a no smoking room. This station
type will generate a room bill and follow its associated class of service options.
5. GUEST SMOKING – When a station is designated as this type, it will appear in
the administrator’s keyset display as a smoking room. This station type will
generate a room bill and follow its associated class of service options.
TELEPHONE CREDIT LIMIT
This feature is designed to control phone charges for hotel guests that do not use
a credit card. These guests will need to make a cash deposit for their phone calls.
When the credit warning threshold has been reached the guest will receive two
beeps in their ear, (the warning threshold is determined by the COST RATE feature
and occurs one billing period prior to the credit limit being reached). When the
credit limit is reached, the call will be dropped, and the phone will then be re-
stricted. An additional deposit is required to re-activate the phone.
6–2.5 
						

							CONTENTS
TRANSACTION RECORD OUTPUT
The DCS Hotel / Motel software provides an output for all Hotel / Motel transac-
tions. Any transactions, related to guest or meeting rooms, that take place within
the hotel system, will be immediately sent –”on the fly” to this output serial interface
module (SIM). The SIM port will be assigned as PMS. This transaction stream
would typically be connected to a PC with a PMS software package, for system
reports.
WAKE UP CALLS
The DCS Hotel / Motel software package supports a comprehensive wake-up fea-
ture.
SET BY ATTENDANT – The hotel administrator stations or operator/attendant
can set a wake call.
SET BY GUEST – Each hotel guest can set his/her own wake up call using the
telephone in their room.
ANSWERED – Both the guest room bill and wake up call activity report will
show the date and time the guest answered the wake up call.
NOT ANSWERED – Both the guest room bill and wake up call activity report will
show each wake up call attempt that was not answered by the hotel guest.This
information will print out on the printer connected to the SIM port designated for
the Hotel / Motel Report.
CANCELED – Both the guest room bill and wake up call activity report will
indicate each canceled wake up call. Only Hotel / Motel administrator’s keysets
can cancel wake up calls. The guest can reprogram a wake up request if he
made a mistake. System programming provides a programmable number of
wake up call attempts and a programmable time interval between attempts.
6–2.6 
						

							CONTENTS
6.3 HOTEL / MOTEL ADMINISTRATOR GUIDE
HOTEL / MOTEL
System Administrator Guide
for the SAMSUNG DCS System
6–3.1