Setting Up Properties

This chapter describes administrator setup of Hospitality properties. It includes the following topics:

About Hospitality Properties

A property is the location at which an event takes place. For example, a property might be a hotel where a customer has a number of rooms booked, or where a customer wants to hold a function. You can use Hospitality properties to store details about the layout, policies, neighborhood, and so on, of your property.

By profiling a property and the details of that property, including sleeping room and function space availability, you allow the property to be selected as a possible location for opportunities with customers. When opportunities progress, the properties that meet customer requirements can be presented to the customer in quotes.

Roadmap for Setting Up Hospitality Properties

This topic lists the procedures and processes that administrators typically perform to set up properties using Siebel Hospitality. Your company might follow a different process according to its business requirements.

Note: This process is carried out as much as possible for nonparticipating properties (NPPs). That is, you must use all information available to you about NPPs to build the profiles of NPPs. For more information about NPPs, see Setting Up Nonparticipating Properties.

To set up Hospitality properties, perform the following processes and tasks:

Creating Addresses for Properties

Before creating a property record, you must define an address for the property.

This task is a step in Roadmap for Setting Up Hospitality Properties.

To create an address for a property

Navigate to the Administration - Data screen, then the Zip Code Administration view.
In the Zip Code Administration list, enter valid data for all ZIP Codes.
If you do not have valid data for ZIP Codes, you will not be able to associate an address with a property. For more information about administering ZIP Codes, see Siebel Applications Administration Guide.
Navigate to the Administration - Data screen, then the Addresses view.
In the Addresses list, create an address record for each property, complete the fields, and save the record.

Setting Up Guest Conveniences

Guest conveniences are amenities that are in close proximity to the property, and that might be useful to guests during their stay at the property. Guest conveniences can include local airports, restaurants, booking centers, attractions, and other local companies.

Before guest conveniences can be associated with a property record, you must add the guest conveniences to the Siebel Hospitality database. The following procedure details how to set up guest conveniences in Siebel Hospitality.

For more information about associating guest conveniences with a property record, see Defining the Neighborhood Characteristics of a Property.

This task is a step in Roadmap for Setting Up Hospitality Properties.

To set up guest conveniences

Navigate to the Guest Conveniences Administration screen, then the Guest Conveniences view.

In the Guest Conveniences list, create a new record, complete the fields, and save the record.

The following table describes some of the fields.

Field	Comments
Name	Name of the guest convenience.
Type	Type of convenience, either Airport, Booking Center, Restaurants, Local Companies, or Attractions.
Address1	Street address of the guest convenience.
Address2	Remainder of the street address of the guest convenience.
City	Name of the city in which the guest convenience is located.
State	Name of the state in which the guest convenience is located.
Zip/Postal Code	ZIP or postal code of the guest convenience.
Country	Name of the country in which the guest convenience is located.
Description	Description of the guest convenience.
Driving Directions	Driving directions from the property to the guest convenience.

Adding Property Records

After creating airports, booking centers, and addresses, you can add property records.

This task is a step in Roadmap for Setting Up Hospitality Properties.

To add a property record

Navigate to the Property Administration screen, then the Properties view.
In the Properties list, create a record, complete the required fields, and save the record.

Click the show more button to view more fields.

The following table describes some of the fields.

Field	Comments
# of Guest Rooms	The number of guest rooms at the property.
# of Meeting Rooms	The number of meeting rooms at the property.
AAA Diamond	The AAA Diamond rating of the property. AAA Diamond is an industry-recognized rating system for lodging products.
Airport Shuttle Service	Indicates whether or not there is a shuttle bus from the property to the airport.
Airports	Select one or more airports from a predefined list. Airports are defined in the Guest Conveniences Administration screen. For more information about adding airports, see Setting Up Guest Conveniences.
Alternate Transportation	Specify one or more alternate means of transport to and from the property. For the alternative transport, you must enter the following information: Mode of transport Description of the alternate transport The fee for the transport Whether or not the customer must reserve the transport prior to use
Area UOM	The unit of measure to use for the property area (square feet or square meters).
Booking Centers	The reservation booking centers associated with a property. Booking centers are defined in the Guest Conveniences Administration screen. For more information about adding airports, see Setting Up Guest Conveniences.
Brand	The corporate brand of the property.
Bus Parking	Indicates whether or not parking for buses is available at the property.
CRS Code	The Central Reservation System code of the property.
Currency	The currency used by the property.
Description	A description of the property.
Downtown Distance	The distance in kilometers to the nearest retail center.
Driving Directions	Instructions on how to drive to the property.
Execution System	The event management system that is installed at the property.
Largest Space	The name of the meeting room at the property with the largest physical area.
Main Fax #	The main fax number at the property.
Main Phone #	The main phone number at the property.
Market Tier	Classification of the property, which depends on the type of customer that the property caters to. Examples are: Luxury Quality Moderate Economy Extended Stay
Mobil Star	The Mobil Star rating of the property. Mobil Star is an industry-recognized rating system for lodging products.
Nearest Airport	Select the nearest airport from a predefined list. To select an airport in this field, you must first add airports to the Airports field.
Nearest Airport Distance	This value is automatically calculated from the selection in the Nearest Airport field.
Nearest Major City	The major city nearest to the property.
Nearest Major Highway	The major highway nearest to the property.
Neighborhood Location	Select the value that generally describes the neighborhood; for example, urban, suburban, or rural.
Non-Participating	Indicates that the property is considered nonparticipating. In this case, availability and pricing checks are not performed for the property.
Opening Date	The date the property opened (or is expected to open) for business.
Pre-Open	Indicates that the property is not yet open, but event sales are underway for future dates.
Price List	The price list associated with this property. This price list becomes the default price list for events held at the property, and is automatically associated with any orders and quotes created for the events. For more information about price lists, see Siebel Pricing Administration Guide.
Property	The property name.
Property Team	The team assigned to this property location. By default, the primary team member is the user who creates the property record. For more information about property teams, see Assigning the Property Team.
Property Type	The type of property; for example, Resort, Extended Stay, Meeting/Convention, or Corporate/Transient (the default).
Service Level	The service level of the hotel; for example, Extended Stay, Full Service, or Limited Service.
Shuttle to Downtown	Indicates whether or not there is a shuttle bus from the property to the downtown area.
Time Zone	The time zone in which the property is located.
Total Floors	The total number of floors in the property.
Web Address	The Web site address (URL) for the property.
Weekend-Weekday	This field is used for weekend-weekday pricing purposes. Indicates whether or not weekend rates will be used.
Year Built	The year in which the property was constructed.

Setting Up Nonparticipating Properties

Nonparticipating properties (NPPs) are properties that do not use the Hospitality Event Sales Execution, Central Reservation System, or Function Space Inventory processes. However, events for these properties might be sold by a member of the property brand and the National Sales Organization (NSO). Event Booking Centers (EBCs) sell space from and pass event opportunities to NPPs.

For more information about nonparticipating properties, see Managing Nonparticipating Properties.

The following procedure describes how to create nonparticipating property records.

This task is a step in Roadmap for Setting Up Hospitality Properties.

To set up a nonparticipating property

Navigate to the Property Administration screen, then the Properties view.
In the Properties list, create a record, and select the Non-Participating field.
Complete the remaining fields, and save the record.
For more information about the fields in the Properties list, see Adding Property Records.
After you have flagged this property as a nonparticipating property, it is recommended that you create one sleeping room for the property and map the sleeping room to a generic room block.
For more information about creating sleeping rooms, see Creating Sleeping Room Records. For more information about mapping a sleeping room to a generic room block, see Mapping a Generic Room Type to Property-Specific Room Types.
It is recommended that you create one function space for the property.
For more information about creating function spaces, see Roadmap for Setting Up Function Spaces, Sleeping Rooms, and Suites.

Defining Property Facilities and Room Services

After defining a property, you can specify the facilities and room service attributes of the property.

This task is a step in Roadmap for Setting Up Hospitality Properties.

To define property facilities and room services

Navigate to the Property Administration screen, then the Properties view.
In the Properties list, query for and select the required property.
Click the link in the Property name field, and then click the Facilities view tab.
In the Facilities form, select the check boxes for each amenity at the facility.
Click the Room Services view tab.
In the Room Services form, select the check boxes for each room service amenity at the property.

Defining Property Day Parts

After defining a property, you define the day parts for the property by segmenting the operational day into smaller periods of time.

This topic includes the following topics:

This task is a step in Roadmap for Setting Up Hospitality Properties.

Setting Up Day Parts

To set up day parts, follow this procedure.

Note: 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 span only one 24-hour time period.

To set up day parts

Navigate to the Property Administration screen, then the Properties view.
In the Properties list, query for and select the required property.
Click the link in the Property Name field, and then click the Day Parts view tab.

In the Day Parts list, create new records, complete the fields for each record, and save the records.

The following table describes some of the fields.

Field	Comments
Day Part Name	The name of the day part, for example, Morning.
Start Time	The start time of the day part, for example, 6 A.M.
End Time	The time that the day part ends, for example, 12 P.M.
Include in Full Day Threshold	This check box is used to indicate whether the day part will be a part of the Full Day Threshold for discounts. If selected, no function can qualify for a full day discount unless the function touches this day part. If cleared, functions can qualify for a full day discount without touching this day part.
Comments	Add any relevant comments about the day part.

Validating Day Parts

To validate the day parts for a property, follow this procedure.

To validate day parts

Navigate to the Property Administration screen, then the Properties view.
In the properties list, select the required property, and click the link in the Property Name field.
Click the Day Parts view tab.
Select the first day part in the list, and click Validate.
- If there are any gaps or overlaps between the day parts, a dialog box appears prompting you to recheck the day part definitions.
- If the day parts are validated, the last day part in the list is selected after the validation.

Assigning the Property Team

After defining a property, you assign employees to a team that is associated with the property.

This topic includes the following topics:

This task is a step in Roadmap for Setting Up Hospitality Properties.

Assigning an Employee to a Property Team

To assign an employee to a property team, follow this procedure.

To assign an employee to a property team

Navigate to the Property Administration screen, then the Properties view.
In the Properties list, query for and select the required property record.
Click the link in the Property Name field, and then click the More Info view tab.
In the More Info view, click the show more button, and scroll to the Detailed Specifications section of the More Info form.
In the Property Team field, click the multiple select button.
In the Property Team Members dialog box, query for and add each team member.
In the Selected list, select the Primary check box in the primary team member record, and then click OK.

Removing an Employee from a Property Team

To remove an employee from a property team, follow this procedure.

To remove an employee from a property team

Navigate to the Property Administration screen, then the Properties view.
In the Properties list, query for and select the required property record.
Click the link in the property Name field, and then click the More Info view tab.
In the More Info view, click the show more button, and scroll to the Detailed Specifications section of the More Info form.
In the Property Team field, click the multiple select button.
In the Property Team Members dialog box, in the Selected list, select the team member to be removed.
Click Remove, and then click OK.
Repeat the last two steps of this procedure for each member you remove.

Defining the Neighborhood Characteristics of a Property

By defining a property neighborhood, you can give sales representatives a description of features of the location surrounding the property. This description can help sales representatives to develop opportunities with customers.

Note: For information about adding neighborhood features to Siebel Hospitality, see Setting Up Guest Conveniences.

This task is a step in Roadmap for Setting Up Hospitality Properties.

To define the neighborhood characteristics of a property

Navigate to the Property Administration screen, then the Properties view.
In the Properties list, query for the required property record.
Click the link in the Property Name field.
Click the Neighborhood view tab.

In each of the lists on the Neighborhood view, add the appropriate new records.

The lists that appear in the Neighborhood view of the user property are described in the following table.

List Applet	Comment
Competitors	Competitors of the property, that is, other properties with which your property might be in competition. You can select any property defined in Siebel Hospitality.
Key Local Companies	Important companies in the area.
Area Restaurants	Restaurants in close proximity to the property.
Other Attractions	Other attractions that might be of interest to customers.

In each of the lists, add the appropriate records.
Select a record from the picklist to associate with the property, and click OK, or create a new record.

Defining the Property Profile

You can use the property profile to capture details for a property, such as occupancy information, ownership, renovation information, credit cards accepted, and season information.

This task is a step in Roadmap for Setting Up Hospitality Properties.

To define the property profile

Navigate to the Property Administration screen, then the Properties view.
In the Properties list, query for and select the required property record.
Drill down on the Property Name hyperlink.
Click the Profile view tab.

In the Profile form, complete the fields, as required.

The following table describes some of the fields.

Field	Comments
Franchised By	The person or group that has franchised the property.
Last Common Area Renovation	Most recent year that the common room was renovated.
Last Room Renovation	Most recent year that the guest rooms were renovated.
Managed By	The person or group that manages the property.
Owned By	The person or group that owns the property.
Total Doubles	Total number of guest rooms that have double beds.
Total Floors	Total number of floors at the property.
Total Kings	Total number of guest rooms that have king-size beds.
Total Non Smoking	Total number of nonsmoking guest rooms at the property.
Total Queens	Total number of guest rooms that have queen-size beds.
Total Suites	Total number of suites at the property.
Renovation Description	A description of the last renovation at the property.

In the Credit Card list, create records for the credit cards that are accepted for payment by the property.
In the Seasons list, create records for the Peak Season and Off Peak season, specifying the start and end dates for these seasons.

Defining Property Policies

Defining property policies helps sales representatives to provide details to customers, such as check-in and check-out information, cancellation information, oversold information, and so on.

The policy lists that can be used to define policies are as follows:

Oversold policies. Define what a sales representative must do when a room or function space has been oversold.
General policies. Define policies other than oversold information. This includes cross-selling policies, cancellation information, and so on.

Note: Property policy records are for information only and do not control any other functionality in Siebel Hospitality.

This task is a step in Roadmap for Setting Up Hospitality Properties.

To define property policies

Navigate to the Property Administration screen, then the Properties view.
In the Properties list, query for the required property record.
Drill down on the Property Name hyperlink.
Click the Policies view tab.

In the Policies form, complete the fields.

Some of the fields are described in the following table.

Field	Comments
Check In	The time that guests can check in at the front desk.
Check Out	The time that guests must vacate their rooms on the day of departure so that housekeeping can clean the room for future arrivals.
Incoming Fax Charges	The charges levied on incoming faxes to the hotel.
Local Phone Charges	The charges levied for local phone calls from the hotel.
Outgoing Fax Charges	The charges levied on outgoing faxes from the hotel.
Parking Fee	The fee levied for parking at the hotel.
Sales Parameter	Records the sales strategy for different types of bookings. These parameters act as guidelines for the types and sizes of rooms, and how these rooms are sold.
Valet Parking Fee	The fee levied for valet parking at the hotel.

In the Oversold Check list, create a new record, and add a new oversold policy and a description for the property.

Oversold policies are described in the following table.

Policy	Comment
Arrange Accommodation	The property arranges accommodation for the guest whose room is oversold.
Pay For One Night Room/Tax	The property pays for a room and pays the room tax for one night at an alternate location for the guest whose room is oversold.
Provide Transportation	The property provides transportation to an alternate property for the guest whose room is oversold.
Provide One Phone Call	The property provides one phone call to the guest whose room is oversold.
Direct Billing Can Be Arranged	The property can provide direct billing facilities to the guest whose room is oversold.

In the Policies list, create a new record, and add a new general policy and a description for the policy.

The general policies are shown in the following table.

Policy	Comment
Business Mix	Details the historical mix of businesses for this property, for example, whether the property is generally used by local businesses or group businesses.
Opportunity Policies	Provides general details for managing opportunities at this property, for example, complimentary rooms provided, director’s approval, and so on.
Sleeping Room Policies	Details general rules for upgrades at the property.
Special Property Policies	Provides information on rules that are out-of-the-ordinary, for example, smoking in meeting rooms, no pets allowed, and so on.
Cancellation Policy	Details how room cancellations are handled.
Cross Selling Policy	Provides information on how to cross-sell other properties to customers if a function space is not available at this property.
Future Year Booking Policy	Details the percentage increase in quotes for the year to come.

Creating Sell Notes for a Property

Sales managers can add sell notes, which describe the sales strategy to implement at the property. More than one sell note can be entered for any given date. Sell notes appear in the Special Dates calendar. For more information about the Special Dates calendar, see Viewing the Property Calendar.

This task is a step in Roadmap for Setting Up Hospitality Properties.

To create sell notes for a property

Navigate to the Property Pricing Admin screen, then the Properties view.
In the Properties list, query for the required property record.
Drill down on the Property Name hyperlink.
From the Property form, click the Sell Notes view tab.

In the Sell Notes list, create a record, and complete the fields.

The following table describes some of the fields.

Field	Comments
Start Date	Start date of the sell note.
End Date	End date of the sell note.
Type	Designates the record type. The default value is Sell Notes, and only records of this type are displayed in this view.
Description	Description of the sell note.
Created By	The login of the person creating the sell note record.
Created Date	The date the sell note record was created.
Last Updated By	The login of the person who last updated the sell note record.
Updated Date	The date the sell note record was updated.

Note: You can also set up special dates in the Sell Notes view. For more information, see Setting Up Special Dates.

Viewing the Property Calendar

The Property calendar shows quotes, special dates, and sell notes for a property. Users can view information in weekly and monthly formats, navigate to a different date, and print the calendar.

This task is a step in Roadmap for Setting Up Hospitality Properties.

To view the Property calendar

Navigate to the Property screen, then the Properties view.
In the Properties list, query for the required property record.
Drill down on the Property Name hyperlink.
Click the Property Calendar view tab.

Process of Adding Property Floor Plans

You can attach floor plans for each property or part of the property to the property record. The ability to view floor plans allows sales representatives to make informed decisions about the suitability of a function space for a particular function.

To add property floor plans, perform the following tasks:

This process is a step in Roadmap for Setting Up Hospitality Properties.

Attaching a Floor Plan to a Property

To attach a floor plan to a property, follow this procedure.

This task is a step in Process of Adding Property Floor Plans.

To attach a floor plan to a property

Navigate to the Property Administration screen, then the Properties view.
In the Properties list, query for the required property record.
Drill down on the Property Name hyperlink.
Click the Floor Plans view tab.

In the Floor Plan list, create a new record, and complete the fields.

The following table describes some of the fields.

Field	Comments
Name	Name of the floor plan for the function space.
Description	Description of the floor plan.
Image File Name	Floor plan image. Attach an image from the picklist. To attach a floor plan image that is not in the picklist, add a New Literature item of type Bitmap or Thumbnail Image. For more information about adding literature records, see Siebel Applications Administration Guide.
Image File Type	Type of the floor plan image, either Bitmap or Thumbnail Image.
Thumbnail Image File Name	Thumbnail image of the floor plan.
Thumbnail Image File Type	Type of the floor plan thumbnail image, either Bitmap or Thumbnail Image.

After you add a record to the Floor Plan list, sales representatives can view the floor plan in the Property screen, Floor Plans view for the property.

Allowing Floor Plan Viewing from the Function Space Diary

To allow users to view floor plans in the Function Space Diary, follow this procedure. For more information about how floor plans are used in the Function Space Diary, see Viewing Floor Plans in the Function Space Diary.

This task is a step in Process of Adding Property Floor Plans.

To allow floor plan viewing from the Function Space Diary

Navigate to the Property Administration screen, then the Properties view.
In the Properties list, query for and select the required property record.
Drill down on the Property Name hyperlink.
Click the Floor Plans view tab.
In the Floor Plans list, select a floor plan record.
In the Thumbnail Image File Name field, select the thumbnail graphic file for this floor plan.
After you select a graphic file in this field, the Thumbnail Floor Plan option (on the Function Space Diary view menu) is made available.
In the Image File Name field, select the graphic file for this floor plan.
After you select a graphic file in this field, the Floor Plan button (on the Function Space Diary Property form) is made available.

Configuring the Floor Plan Website Option

The Function Space Diary also has a Floor Plan Website option. You must configure this option in Siebel Tools to make the option available to the users. For more information about configuring with Siebel Tools, see Using Siebel Tools.

This task is a step in Process of Adding Property Floor Plans.

To configure the Floor Plan Website option

In the Object Explorer, navigate to Applet.
Query for TNT SHM Site Entry Applet 1 Row.
Navigate to the Applet User Prop child object type.

Note: If you have not previously exposed the Applet User Prop child object type, then you must make it available using the pencil icon.
Query for the Main Url Field Applet User Prop.
Clear the Inactive check box to activate the applet user property.
Under Value, define the Web site to appear when the users select the Floor Plan Website option.
Deploy your changes to the Siebel Runtime Repository.
Restart the Siebel Hospitality application.
Verify that the Floor Plan Website option is available in the Function Space Diary.

Process of Setting Up Property Clusters

A cluster is a collection of individual properties that are grouped together for sales or revenue purposes. Properties can also be clustered if they are in close proximity to each other. Clustering can help with the sharing of assets between properties. A property can be associated with multiple clusters, depending on the purpose of each cluster.

Before completing this procedure, you must create property records to be included in the cluster, as described in Adding Property Records.

To set up property clusters, perform the following tasks:

This process is a step in Roadmap for Setting Up Hospitality Properties.

Creating a Property Cluster

The following procedure describes how to create a property cluster.

This task is a step in Process of Setting Up Property Clusters.

To create a property cluster

Navigate to the Clusters screen, then the Clusters view.

In the Clusters list, create a new record, and complete the fields.

The following table describes some of the fields.

Field	Comments
Cluster Id	The identification number of the cluster. This field is automatically populated.
Description	A description of the purpose of the cluster.
Last Updated By	Read only. Automatically populated with the User Id of the last person to update this record.
Last Updated Date	Read only. Automatically populated with the date on which this record was last updated.
Name	The name of this cluster.
Type	The type of cluster, either Revenue Cluster or Sales Cluster.

Drill down on the Cluster Id hyperlink, and click the Properties tab.
In the Properties list, create a new record.
In the Add Properties dialog box, query for the property to add to this cluster, select the property, and click OK.
Siebel Hospitality redisplays the Properties list with a new record. The fields in the list record display the details of the property you selected in the Add Properties dialog box.
Add more properties to the list as required.

Assigning Clusters to a User

Before a user can have access a cluster of properties, you must assign the cluster to that user. Users can have as many assigned clusters as necessary, and each cluster can be assigned to multiple users.

A sales representative can view records for all properties in an assigned cluster, even if that user does not have access to all of the properties in the cluster. This allows users to be aware of opportunities, quotes, orders, and so on, that are occurring in all properties in the cluster. It also allows resource clustering for products at other properties.

The following table details the screen views for which cluster visibility is available. For each of these views, the sales representative is able to view all records associated with properties in the cluster.

Screen View	Cluster Information Displayed
Opportunity	Opportunities where the primary projected property of the opportunity is within the clusters to which the user is assigned.
Quotes	Quotes for all properties in the clusters to which the user is assigned.
Orders	Orders for all properties in the clusters to which the user is assigned.
Event Checks	Event checks for all properties in the clusters to which the user is assigned.
Functions	Functions for all properties in the clusters to which the user is assigned.
Room Blocks	Room blocks for all properties in the clusters to which the user is assigned.
Property	All properties in the clusters to which the user is assigned.
Property Pricing Admin	All properties in the clusters to which the user is assigned.
Evaluations	Evaluations of all properties in the clusters to which the user is assigned.
Turnover	Turnovers for all properties in the clusters to which the user is assigned.
Agreements	Agreements for all properties in the clusters to which the user is assigned.
Diary	Inventory for all properties in the clusters to which the user is assigned.
Sleeping Room Availability	Sleeping room inventory for all properties in the clusters to which the user is assigned.
Property Specific Event Templates	Property-specific event templates for all properties in the clusters to which the user is assigned.
Property Administration	All properties in the clusters to which the user is assigned.

This task is a step in Process of Setting Up Property Clusters.

To assign a cluster to a user

Navigate to the Administration - User screen, then the Employees view.
In the Employees list, query for the user to assign a cluster.
Scroll down to the Employee Details form.
In the Clusters field, select a cluster to assign to the employee.
The user now has access to the selected cluster. The user can view all records (described in the preceding table) associated with the properties in that user’s clusters.

Viewing Cluster Records

If a property is in a cluster assigned to a user, that user has visibility to the records associated with the property, even if the user is not specifically assigned to that property. Records for the property, however, will only be available to that user in the Clusters visibility filter in the list of records, and not in any other visibility filter.

To view cluster records, follow this procedure.

This task is a step in Process of Setting Up Property Clusters.

To view cluster records

Navigate to the appropriate screen view, for example, the Quotes List view.
In the visibility filter for the list, click the drop-down arrow, and select the Clusters filter.
The records associated with all properties in your clusters are displayed.