QMS Reports

Reports are a valuable shortcut to managing, tracking and completing your work. A multitude of reports are available that cover a complete range of information. Reports can provide details on costs, productivity, and inventory on a daily basis. While working with QMS all this information is stored in the database. The Report module enables the user to extract a wide variety of useful information.

The QMS program delivers a large selection of standard reports that can be sent to any printer. The reports may be printed to a fax gateway or file for transmission through e- mail. Many reports are grouped together at the same dialog for quick access. All you do is click the tab and the report data is displayed. You can also customize several of the reports to view specific information.

Report Types

Aging Reports

This Report contains information on who is currently working on which outstanding task and the duration worked. Additional data covered in this report includes: Task ID number, Location, Task description, Department, Priority and Guest Origination.

When opening the report with the Preview button the Report Parameter Form screen displays. Guest Rooms serves as the default, and both locations and departments are unselected. In the tasks field, Created By, defaults to the current user. If the location and departments areas are left unselected, then all locations and departments appear in the report. Please choose the desired information (the buttons All/None and Form Preview, Print, File, Close) and continue as preferred.

The following three reports display in summary information and they indicate who is currently working on which outstanding QT filtered by Location, Work Category or Department respectively.

• Outstanding QT Aging Location Summary
• Outstanding QT Aging Work Category Summary
• Outstanding QT Aging Department Summary
• Additional data covered in these reports include:
• Total Outstanding
• Total Overdue
• Outstanding Total Guest Originated
• Average Response Time Guest Originated
• Number of Tasks Overdue
• % Overdue Tasks of Total Outstanding Tasks

Cost/Statistics Reports

The following reports display how long it actually took to complete a QT. These also display labor cost and part cost breakdowns. With Cost/Statistic reports you are able to filter by department, location, or by work category, as well as by date range.

• Completed QT Jobs Cost Allocation by Department Detailed
• Completed QT Jobs Cost Allocation by Location Detailed
• Completed QT Jobs Cost Allocation by Work Category Detailed

Quick Task Reports

The following reports display completed or outstanding quick tasks detailed with the task number, description, priority, status, location, which user entered the quick task, the actual and projected due dates, assigned to/taken by whom and when, and work in progress time entered.

The summary reports display the location, work category or the department where the number of tasks occurs. Additionally, these figures are also expressed in percentages. The reports can be filtered by location, by department or by work category. A date range may also be filtered.

• Completed QT by Department Detailed
• Completed QT by Work Category Detailed
• Completed QT by Location Detailed
• Outstanding QT by Department Detailed
• Outstanding QT by Location Detailed
• Completed QT Location Summary
• Outstanding QT Department Summary
• Outstanding QT Location Summary
• Outstanding QT Work Category Summary
• Completed QT Department Summary
• Completed QT Work Category Summary
• Outstanding QT by Work Category Detailed

Resource Performance Reports

These reports cover employee performance levels with their associated tasks

• Completed Tasks Employee Performance Detailed. This report covers employee performance with completed tasks. They include the amount of time used to complete the task and how long past due the task became. This report is filtered by employee and date range.
• Completed Tasks Employee Performance by Department Detailed. This report covers the employee performance with completed tasks as well. However, this information is delineated by departments. These reports include the amount of time used to complete the task and how long past due the task became. This report is filtered by department and date range.

Room Inspection Reports

These reports display room inspection information.

• Room Inspection Detailed. This report shows the results of the inspections performed. It is filtered by inspection, location and date range in detail.
• Room Inspection Summary. This report shows the result of the inspections in summary. It is filtered by inspection, location and date range.

Standard Tasks and System Configuration Reports

These reports display all configured standard tasks in the system. When opening this report with the preview button we can filter by type of Task, status of Task and Work Category.

• Work Category System Configuration Report. This report displays all Work Categories, which are created in this system. It opens without filter options after pressing the Preview button.
• Plant Asset Types Report. This report displays all Plant Asset Types, which are created in this system. It opens without filter options after pressing the Preview button.
• Inventory Groups. This report displays all Inventory Groups, which are created in this system. It opens without filter options after pressing the Preview button.
• Locations System Configuration Report. This report displays all Locations which are created in this system. When selecting the Preview button a Runtime Parameter Form screen opens. You may select the Location status for the report to display (Active, Inactive, or All). To run the report select the green traffic light.
• Departments System Configuration Report. This report displays all Departments, which are created in this system. It opens without filter options after selecting the Preview button.
• Part System Configuration Report. This report displays all spare parts and resource items, which are created in this system. After selecting the Preview button a Runtime Parameter Form screen opens where a Spare Part Group selection is made. If left blank, the report displays all groups.

Report Management

The following information is required for the successful operation of the Reports functionality. h

Creating Report Logos

You can add your property logos to your reports. This step requires you to create a picture or drawing stored as a bitmap file (a file with a .BMP extension) in the directory where all OPERA images are stored. Bitmaps can be simple drawings or elaborate scanned photographs. If (your organization is a multi-chain property, and the logo is different for each of your properties, create a logo graphic file for each property. The logo file should be available in the directory where images are stored, and the file name must be the same name as your Property Code.

For example, if your property is The Inn of Naples, and your property code is TION, the logo file you create should also be named TION.BMP.

Logo Rules

To use logo graphics files for your reports, keep the following rules in mind:

• Store the bitmap files in the OPERA image directory so that reports will run properly.
• Names of bitmap files should contain no spaces.
• Maximum height and width for bitmap files should be 1.25 inches (height) X 2 inches (length).
• If you don't want logos for your reports, you will need to create a non-logo bitmap file.

Creating a Logo Bitmap File

If you haven't already scanned your property logo file, or used another graphic application to create one, you can use the Paint applet distributed with Windows.

• Open the Windows Paint applet by selecting from the Windows Start button Programs>Accessories>Paint.
• From the Paint menu bar, select Image>Attributes to display this screen.
• For Width and Height, enter 2 (width) and 1.25 (height). These are the maximum dimension values. You can also enter lesser values.
• For Units, select the Inches radio button.
• For Colors, accept the default Colors radio button.
• Select OK. The empty frame displays in the upper left corner of the Paint canvas.
• Use the Paint applet features to design your own logo.
• From the Paint menu bar, select File>Save.
• Point to the OPERA images directory and assign a File name that matches your Property Code.
• From the Paint menu bar, select File>Exit.
• When you View or Print Reports the left corner of the upper margin will display your logo.

Printing or Displaying Reports

When you select one of the Reports groups, the left side of the screen displays a list containing the available reports for that Report group. In this menu you can move the cursor up and down to find the desired report (they are listed alphabetically). When you have found the report you require you may either Print a report, Preview the report on your screen or send it to a File on disk (for retrieval later).

Reports associated with a Report Form provide the page orientation option and now have the ability to print in portrait, landscape, or default (originally configured) mode.

Report filenames are displayed in the report caption for each report view in Online Help (not available at this time). Report filenames also appear at the bottom right side of the printed report.

Form Preview. Display a report on the screen without printing it. The report will be formatted and sent to the printer. Depending on the report the messages Preparing data,Searching, and/or Printing may appear on the screen. If the system does not find data corresponding to the search criteria, then No records found appears. Before a report is printed, MICROS-Fidelio asks you how many copies you require. The default is 1.

File. Store a report in a file so that you can access the report later. Select the down arrow next to this field and type a file name. The file will have an automatic extension of .PRN. Press Save. The printing of the report is possible with the reports system or at the level of the operating system.

Close Button. Exit from the Form display.

Sending Reports to a Fax Number

You have the option to send reports by fax as well as being able to print reports to a printer, file, or screen. If you decide to fax the report, select the Fax checkbox (spacebar or mouse click). The Print option is now replaced by the Send option, and the Enter fax number dialog displays.

Enter the target fax number in the Fax Number field. Once you enter the Fax number, the final report is sent to a fax queue. The designated Fax gateway will then process the job from the fax queue.

Report Name. The filename for the report you have selected to fax is automatically displayed.

Destination. The target destination type for this report output is Fax. Other options are e-mail (future functionality) or printer and can be selected from the Edit function in Reports System Configuration after selecting Setup from the Run Reports dialog.

Fax Number. Enter the fax number for the destination receiving the selected report.

OK Button. Select this button to complete the Send action.

Cancel Button. Select this button to discontinue the Send action.

Report Form Functions

An OPERA report form is a selection criteria dialog box that displays before certain reports are generated. A form provides a means of finding all the records stored in a database that fit a set of criteria you determine. A form can sometimes be more than a single window; it can include database table items displayed in multiple windows. When a report displays a form, you are required to select data that you want included in the report.

OPERA Reports use several different forms, each for specific tasks, or report types.

When you select one of the form reports, the selection criteria (filters) that display on the screen vary from the query of normal reports. You may have to choose a number of query options before the report is actually processed. They may vary from form to form; however, the report forms all conform to a specific standard, and all of them offer a number of standard options. Filters are not offered with every selected report.

The report forms in OPERA are grouped by categories: Aging Reports, System Configuration Reports, Cost/Statistics, Quick Task Reports, Resource Performance and Room Inspection.

Sort Order Functions

Some form reports are associated with a Sort Order function. When you select the elements you want to sort the report by, a secondary Order By form window is displayed. After you have set up a sort order, you can Preview, Print, or save a report to a File.

Sort Order. Select the order you want the report sorted by.

All/None. Select All sort options, or select None. (Not all Sort Order options include this functionality.)

OK Button. Select this button to accept and confirm the sort order.

Cancel Button. Select the Sort Order dialog box.

Form Preview Button. Select to display a report on the screen without printing it.

Print Button. Send the report to the printer. Before printing, you can specify the required number of printed copies. The default is one (1).

File. Store a report in a file so that you can access the report later. Click the down arrow next to this field and type a file name. The file will automatically be assigned an extension of .PRN. Select the Save button. The printing of the report is possible with the reports system or at the level of the operating system.

Close Button. Use to exit from the Form display.

Sort Order functions read the report input, sort the data, and write the results to the screen, to a file, or to another device. Select the order you want the report sorted by.

OK Button. Accept and confirm the sort order.

Cancel Button. Close the Sort Order dialog box.