Generating Task Sheets

Use Generate Task Sheets to generate task sheets for an individual attendant, a group of attendants, or all available attendants on a daily basis.

Note:

A warning message will display if task sheets with the same task(s) already exist.

Auto-Generating Task Sheets

1. From the OPERA Cloud menu, select Inventory, select Task Sheets, then Auto Generate Task Sheets.

2. In the Resources panel, do the following:

   1. Template Code: Select a previously saved template to populate pre-selected values to the parameters.

      1. Click Manage Templates to edit or delete templates.

      2. To edit, click vertical ellipsis, click Edit, update template details, click Save.

      3. To delete, click vertical ellipsis, click Delete, click Delete to confirm.

   2. Turndown: Select the generate turndown task sheets.

   3. Task(s): Select the task(s) from the list to include in the task sheets. (Not available when only the Task Sheet OPERA Control is active). (Multiple tasks can be selected when the Housekeeping Task Scheduling OPERA Control is active).

   4. Show All Scheduled Tasks: This checkbox is available when at least 2 Tasks are selected. When unchecked, only the scheduled Task with the highest priority will be shown. When checked, all scheduled tasks that fall on the day will be shown.

   5. Next Day: Select to generate task sheets for the following day rooms/reservations.

   6. Attendants: Select the attendants to assign to the task sheets.

   7. Number of Attendants: or enter the number of attendants.

   8. Credit Rules: Available when Advanced Credit Rules OPERA Control is active. Select any credit rules you would like to apply to this task sheet generation. For more information, see Configuring Scheduled Task Credit Rules.

   9. Maximum Credits: Enter the maximum number of credits to be assigned to any one attendant/task sheet. Credits will be divided evenly by the number of attendants entered in the Number of Attendants field, not to exceed this number per attendant per Task Sheet.  Any remaining rooms/credits will flow down to an overflow task sheet.

   10. Inhouse First: Available when no Attendants are chosen and the Number of Attendants is 0.

   11. Task Instructions: Task instructions default to any task instructions set up for the selected task(s). You may edit the instructions. Instructions are displayed on task sheet reports and in the task companion.

   12. Room Instructions: Enter any default room instructions; Instructions are displayed on task sheet reports and in the task companion.

   13. Attendant Instructions: Enter any default attendant instructions; to all attendants; Instructions are displayed on task sheet reports and in the task companion.

   14. Click Next.

3. In the Room (Reservation) Criteria Panel, do the following:

   1. Room Status: Select the statuses of the rooms to be included on the generated Task Sheets. If a room is scheduled for a task, the room status is verified against the selections made here; if a match is found, the room is included in the Task Sheet.

   2. Front Office Status: Select the Vacant and/or Occupied check boxes. The Task Sheet will include only the rooms that match the FO statuses you select. (By default, both are selected.) No rooms will be printed if neither option is selected.

   3. Reservation Status: Select the reservation statuses to be included in the Task Assignment sheet. The Task Sheet includes only rooms that match the reservation statuses you select. By default, none of the reservation statuses are selected reservation status is not considered and all rooms are included, regardless of reservation status.

   4. Room Assignment: Select Assigned and/or unassigned to filter the rooms. The Task Sheet includes only the rooms that match your selection.

   5. Room Class: Select room classes from list to limit room type selection to specific room classes (Available when the Room Class OPERA Control is active).

   6. Exclude VIP: Select from the list to exclude selected VIP types from the task sheets (Available when the VIP OPERA Control is active).

   7. VIP Only: Select this check box to include only rooms assigned to VIP guests with the corresponding reservation statuses selected. Vacant rooms will not be included if this option is selected. (Available when the VIP OPERA Control is active).

   8. Exclude Owner Exclusive Rooms: Select this check box to exclude all rooms with the Owner Exclusive check box selected in the profile Ownership Record (Available when the Room Rotation OPERA Control is active).

   9. Exclude Owner Occupied Rooms: Select this check box to exclude all rooms that are occupied by their owner and/or an authorized user (Referral Owner) of the room. (Available when the Room Rotation OPERA Control is active).

4. In the Breakout panel, do the following:

   1. Select Room , Floor, Building, Building Group, Section, or Section Group to distribute rooms among attendants. If you select Section or Section Group, select the required AM or PM section option.

      Floors, Sections, Section Groups, Buildings, and Building Groups are used as a hard stop for the task sheets. This means that, for example, when generating task sheets by Floor, rooms from different floors will not be on the same task sheet. This way an attendant will not have to move floors when completing their task sheet. The same with the other options. Another example, if generating by Building Groups and there are 12 Buildings total, divided up into 4 Building Groups with 3 Buildings each, then the task sheets could have rooms from those 3 Buildings on the same task sheet, but not rooms from a Building belonging to another Building Group. When any option other than Room is chosen here, then the value entered in the 'Number of Attendants' field will be multiplied. For example, if you choose to breakout the task sheets by Floor, and you have entered 4 Attendants, and there are 5 Housekeeping Floors configured in the property, then the application will generate 4 Task Sheets per Floor, which will be 20 Task Sheets total. Same for the other options, except Room Number

   2. Separate By Room: Select room to exclude from the main Task Assignment process. The selected rooms will be allocated to a separate task sheet at the end of the regular assigned task sheets.

   3. Stayovers First: Places all in house reservations on task sheets (using the max credits value as the break stop) and then creates task sheets for the remaining departures and vacant rooms. Select No Service Required to create an additional task sheet with all rooms that are not scheduled for service.

5. Click Generate Task Sheets or Save Template and Generate Task Sheets to save the current parameter selection as a template and then generate the task sheets.

Note:

If the total number of rooms to be assigned cannot be divided equally among the available attendants, any "remainder" rooms are assigned to a separate Task Sheet to be manually managed. For example, if there are 153 rooms to be divided among 15 attendants, Task Sheets 1 through 15 would have 10 rooms each (150 rooms total) and a separate Task Sheet 11 would include the remaining 3 rooms.

Note:

When the Guest Service Status OPERA Control is active and the Additional Task Sheets OPERA Control is set to NSR and/or DND, additional task sheets will be generated during the auto generation process.

• When NSR is selected, the No Service Required task sheet is generated.

• When DND is selected, the Do Not Disturb task sheet is generated.

Traveling Task Credits Functionality

When the Housekeeping Credits is set to either Rooms or Facility, a Traveling Task Credits OPERA Control can have a one or two-digit value. As part of the auto task assignment, the Traveling Task Credits setting is included in calculating the maximum number of credits when the rooms assigned are distributed across multiple floors. OPERA Cloud differentiates floors for both numeric and alpha values and recognizing that multiple floors can be defined for a single room, a Traveling Task Credit will be applied for each change in floor. Traveling task credits show in the total of each task sheet on the screen and in the summary section of the task sheet reports.

Manually Creating Task Sheets

1. From the OPERA Cloud menu, select Inventory, select Task Sheets, then Create Manual Task Sheets.

2. At the New Task Sheet prompt complete the following:

   1. Turndown: Select to create turndown task sheets (Available when the Turndown OPERA Control is active).

   2. Task(s): Select the task(s) from list to assign to the task sheet. (Not available when only the Task Sheet OPERA Control is active). (Multiple tasks can be selected when the Housekeeping Task Scheduling OPERA Control is active).

   3. Room(s): Select the room(s) from list to assign to the task sheet. Selecting no rooms will create a 'blank' task sheet.

   4. Credits: Enter the number of credits to assign to the task sheet.

   5. Room Instructions: Enter any default room instructions; Instructions are displayed on task sheet reports and in the task companion.

3. Click Create.

4. Click New to create an additional task sheet and repeat steps.