9Defining Day Parts, Status Indicators, and Setup Style Translations
Defining Day Parts, Status Indicators, and Setup Style Translations
This chapter describes how to set up the day parts, status indicators, and setup style translations for a property. It includes the following topics:
About Function Space Administration
The Function Space Administration screen is used to set up the day parts of a property, and to define status indicators for the Function Space Diary. The diary is used by sales representatives, event managers, and revenue managers to manage day-to-day bookings of function space and optimize event operations.
An administrator can also use the Function Space Administration screen to set up the translation table used to generate quotes.
Process of Defining Day Parts, Status Indicators, and Setup Style Translations
The following list shows the procedures that administrators typically perform to administer function space using Siebel Hospitality. Your company might follow a different process according to its business requirements.
To set up day parts for a property, status indicators, and setup style translations, perform the following tasks:
Setting Up Property Day Parts
Before the Function Space Diary can be used, either the administrator or the corporate revenue manager must segment the operational day into periods of time and then set up these day parts for the Function Space Diary. Display day parts are set up at the corporate level and then applied to each property. In the Function Space Diary, the user can select the Day/Day-Part display option to view each day with the time axis divided into the defined day parts.
This task is a step in Process of Defining Day Parts, Status Indicators, and Setup Style Translations.
To set up day parts
Navigate to the Property Administration screen, then the Day Parts view.
In the Day Parts list, create a record, complete the fields, and save the record.
The following table describes some of the fields.
Field Comments Day Part Name
The name of the day part. For example, Morning.
Start Time
End Time
The start time of the day part, and the time that the day part ends.
Day parts can span two different days. For example, a day part might run from 10 p.m. until 3 a.m. However, day parts can only span one 24-hour time period.
Comments
Notes for the corresponding Day Part record.
To validate day parts
Navigate to the Property Administration screen, then the Day Parts view.
Click Validate.
If there are any gaps or overlaps between the day parts, a dialog box is displayed prompting you to recheck the day part definitions. A check is also run to make sure that the sum of all day parts totals 24 hours. If the day parts are validated, then focus will move to the last day part in the list.
Defining Function Space and Asset Inventory Status Indicators
Revenue managers can manage the display of function space in the Function Space Diary by specifying the colors used to denote the inventory status of function spaces as well as specifying the line patterns that signify setup and tear-down times.
This topic contains the following topics and is a step in Process of Defining Day Parts, Status Indicators, and Setup Style Translations.
Defining Turntime and Time Interval Information for Function Space Display
The revenue manager typically defines the display patterns (for example cross-hatched, downward hatched, and so on), that denote setup time and tear-down time in the Function Space Diary.
This task is a step in Defining Function Space and Asset Inventory Status Indicators.
To define turntime and time interval information
Navigate to the Function Space Administration screen, then the Function Space Diary Administration view.
In the FSD Administration form, complete the fields.
In the Turntime Information section, select the display pattern type in the Setup Time and Tear Down Time fields.
For example, select CROSS HATCHED.
In the Time Interval Information section, select values in the Time Scale, Start Time, and End Time fields.
For example, select Time Scale = Day/Hour. In this case, defining the time interval means that the Diary would be displayed in Day/Hour.
Defining Active and Backup Colors
Colors for both active and backup bookings can be defined. The colors defined here are used to differentiate between the two types of bookings in the Function Space Diary. For example, if blue is defined as the color for backup bookings, these bookings will appear with a blue border in the Function Space Diary.
This task is a step in Defining Function Space and Asset Inventory Status Indicators.
To define active and backup colors
Navigate to the Function Space Administration screen, then the Function Space Diary Administration view.
In the Active & Backup Information section, select colors in the Active Function Space field and Backup Function Space field.
For example, select the values Blue and Yellow.
Defining Status Color Schemes for the Function Space Diary
You can define Function Space Diary color schemes for function inventory statuses, asset inventory statuses, quote statuses, and function statuses. Each status can be mapped to a different color. When a user selects either the Inventory Status, Quote Status, or Function Status color scheme in the diary, Siebel Hospitality applies the color scheme you entered to control which colors are used to display bookings in the diary.
This task is a step in Defining Function Space and Asset Inventory Status Indicators.
To define status color schemes for the Function Space Diary
Navigate to the Function Space Administration screen, then the Function Space Diary Administration view.
To define a color scheme for function inventory statuses, perform the following steps.
Scroll down to the Function Color Schema list, and then click New.
In the new record, select an inventory status and assign a color to that status.
Repeat the two preceding steps for each function inventory status that must appear in the diary.
Note: It is recommended that you not map the Unreserved status to a color, because this can cause the diary to become cluttered.To define a color scheme for quote statuses, perform the following steps.
Scroll across to the Quote Status Color Schema list, and then click New.
In the new record, select a quote status and assign a color to that status.
Repeat the two preceding steps for each quote status that must appear in the diary.
To define a color scheme for asset inventory statuses, perform the following steps.
Scroll down to the Inventory Status Color Schema list, and then click New.
In the new record, select an inventory status and assign a color to that status.
Repeat the two preceding steps for each asset inventory status that must appear in the diary.
Note: It is recommended that you map only the Booked and Double Booked asset inventory statuses, because the other statuses might unnecessarily fill up the asset inventory Scheduler control chart.To define a color scheme for function statuses, perform the following steps.
Scroll across to the Function Status Color Schema list, and then click New.
In the new record, select a function status and assign a color to that status.
Repeat the two preceding steps for each function status that must appear in the diary.
In the FSD Administration form, Color Display By field, select the basis for how diary colors are displayed.
The color scheme options are as follows:
Inventory Status. Displays events using the colors for inventory status values as defined in the Inventory Status Color Schema list.
Function Status. Displays events using the colors for function status values as defined in the Function Status Color Schema list.
Quote Status. Displays events using the colors for quote status values as defined in the Quote Status Color Schema list.
Defining Display Options for Child Functions and Dependencies
You can define the display options for child functions and child dependencies for detailing and space holds in the Function Space Diary. For more information about detailing and child functions (also known as subfunctions), see About Function Detailing.
This task is a step in Defining Function Space and Asset Inventory Status Indicators.
To define display options for child functions and dependencies
Navigate to the Function Space Administration screen, then the Function Space Diary Administration view.
In the FSD Administration form, complete the fields under the Detail/Space Hold Information heading.
Some fields are described in the following table.
Field Comments Show Child Functions
Select the check box to display child functions in the Function Space Diary.
Show Child Dependencies
Select the check box to display child dependencies in the Function Space Diary.
Child Pattern
Select a pattern in which to display child functions in the Function Space Diary. Child functions are displayed with the same color values as the parent, and with the pattern you select in this field.
In the Function Color Schema list, add records for the appropriate inventory statuses.
Options for detailing are described in the following table.
Inventory Status Comments Child Dependency
Select a color to denote child dependencies in the Function Space Diary.
Detail Reserved
Select a color to denote detailed functions and subfunctions in the Function Space Diary.
Note: It is recommended that you select colors for child functions and dependencies that are different from the colors for parent functions and dependencies, so that parent and child items will look different in the Function Space Diary.
Defining Setup Style Translations for Function Spaces
The Setup Style Translation view allows the administrator to specify the required area for each attendee for previously defined setup styles. This translation table is used during the process of generating quotes to start function space availability checks.
This task is a step in Process of Defining Day Parts, Status Indicators, and Setup Style Translations.
To define setup style translations for a function space
Navigate to the Function Space Administration screen, then the Set Up Style Translation view.
In the Set Up Style Translation list, click New.
In the new record, select a predefined setup style, and define the Approximate Square Feet or Square Meters required for each attendee.
These fields are mutually exclusive; filling one automatically converts and populates the other field.
If applicable, add comments, and then save the record.
Setting User Properties for the Function Space Diary
Administrators can set user properties to modify or enhance the Function Space Diary views in Siebel Hospitality. For more information about these user properties, see User Properties for Function Space Diary.
This task is a step in Process of Defining Day Parts, Status Indicators, and Setup Style Translations.