PMI is a productivity management tool which looks at the productivity per department in the hotel. PMI calculates the productivity by looking at the cost driver (typically revenue, room nights or covers) for the department. PMI then takes the cost driver and divides it by the number of hours used for a specific day, or the hours planned for a specific day in the future.
With this calculation, PMI can suggest a plan for future days as well as analyse past days. In order to integrate with an external time keeping system (TKS), all hours used, as well as planned future hours per department need to be imported to PMI.
For the initial setup, a minimum of two years of historical data beginning from the 1st of January two years prior is required.
What data is needed from your time keeping system?
The purpose of recording hours in PMI is to keep track of paid hours incurred and paid hours planned/scheduled per department/operational unit (e.g. Housekeeping, Front Office, Breakfast etc.).
The data needs to be extracted daily. Each extract needs to include yesterday plus 30 days prior and all scheduled hours for today, including a minimum of 45 days ahead (preferably more if possible).
| # | PMI data element (target) | Description | Mandatory / Optional | Comment |
|---|---|---|---|---|
| 1 | Property Name | Name of the property (hotel, restaurant) | Mandatory | The name of the hotel/property. |
| 2 | Property ID | ID of the property (hotel, restaurant) | Optional | This is an ID that uniquely identify your property within a chain or group. |
| 3 | Department Name | Name of the department within the property | Mandatory | Functional area within the operations where staff is assigned, i.e. where hours can incur. It is also commonly called cost centre or profit centre. Please consider question number 1 below (Things to consider). |
| 4 | Department ID | ID of the department within the property | Optional | Related ID to the department name element above. |
| 5 | Date | Working date (timesheet) | Mandatory | On which the hours incur or scheduled to incur. |
| 6 | TimeCategory Name | Name of the time category (e.g. Fixed Salary, Absence) | Mandatory | In PMI, we are only concerned with hours that are paid for.These hours will be categorised as productive or non-productive hours. Productive time is hours spent as part of normal operations, while non-productive time is hours spent on other things. e.g., sick leave, training, overtime, national holiday, extra time, etc. |
| 7 | TimeCategory ID | ID of the time category | Mandatory | This could be a system generated unique ID for the different Time Categories Names above. |
| 8 | JobCategory Name | Name of the job category (e.g. Servers, Managers) | Optional | In a department there is often different roles. e.g in Housekeeping you typically have Housekeeping Manager, Assistant Manager, Cleaner etc, whereas in Front Office you typically have Front Office Manager, Service Manager, Supervisors, Receptionists etc. It is also commonly called Position. |
| 9 | JobCategory ID | ID of the job category | Optional | This could be a system generated unique ID for the different Job Categories/roles above. |
| 10 | Hours | Number of worked hours (on the timesheet) | Mandatory | Number of incurred or scheduled hours, considering all the descriptions above. E.g. if a normal working day consists of 8,5 hours with 30 minutes lunch break we are only interested in 8 hours. |
| 11 | Approved | If the hours are approved or not | Optional | All paid hours need to be include with “Approved” and “Not Approved” flag included. |
| 12 | Employment Type | Distinguishing hours between fixed and non-fixed employment/Contract | Optional | Fixed hours = permanent full time + permanent part time* + temporaryNon-fixed = casual + permanent part time *Fixed hours represent monthly fixed salary cost, while non-fixed hours represent variable cost (varies from month to month). |
Extra information for PMI Planning
If you also wish to integrate the salary from the TKS or a salary system into the Planning module in PMI, this additional data is needed in a separate export on a monthly basis:
| # | PMI data element (target) | Description | Mandatory / Optional | Comment |
|---|---|---|---|---|
| 1 | Property Name | Name of the property (hotel, restaurant) | Mandatory | The name of the hotel/property. |
| 2 | Property ID | ID of the property (hotel, restaurant) | Optional | This is an ID that uniquely identify your property within a chain or group. |
| 3 | Date From | Salary Period From | Optional | To support salary fluctuations |
| 4 | Date To | Salary Period To | Optional | To support salary fluctuations |
| 5 | Salary | Hourly or Monthly Salary | Mandatory | Individual staff salary information |
| 6 | First Name | First name of the employee | Mandatory/optional | First name of the employee, this is mandatory if the daily export only contains Staff ID |
| 7 | Last Name | Last name ot the employee | Mandatory/optional | Last name of the employee, this is mandatory if the daily export only contains Staff ID |
| 8 | Staff ID | ID of the staff (employee) | Mandatory | Same ID as in the TKS exports defined above |
| 9 | Employment Type | Name of the employment type | Mandatory | Example: Hourly Employed, Monthly Employed |
Key clarification on the use of TKS
The following questions will be addressed during the discussion on how the integration should be set up.
- If a staff member belongs in one department and performs a task for another department, will the hours be recorded accordingly in TKS, i.e., will two separate departments codes be used?
- What time categories will be extracted? Examples? (See point 6 above)
- What job categories will be extracted? Examples? (See point 8 above)
- All hours recorded need to be imported to PMI daily. Does your extract support this, or is it restricted to only “approved” hours?
- All future/planned/schedule hours need to be separated between productive and non-productive (e.g vacation, training) “tasks” in PMI. Does your system support such separation?
- If the data cannot be provided trough Webservice or API, the extract should be divided into two files; one with Actual (yesterday minus 30 days) and the other with Scheduled/Planned (today plus 45 days).
For more details on data transfer methods, please see the article How to transfer data to PMI.