If your property uses an external timekeeping system (TKS), that data needs to be connected to PMI. The incoming data from the TKS needs to be assigned to the correct section in PMI, where it can then be seen in the cockpits. The way that the imported hours are handled depends on how the TKS exports the hours. If your property does not have an external system, this function will not be activated for you.

How does it work?

Different categories are mapped to the correct sections in PMI. These include productive and non-productive hours and ignored hours, like vacation, time off and other leave that is not paid by the hotel.

Colors can be added to each category to define the breakdown of hours in the bars of the daily graph in the cockpit.

Cockpit view

There are 3 main views in the cockpit:

1. Yesterday

Click on the plus sign to expand the day.

• • TKS excluded hours – Depending on settings chosen,  (see below) there may or may not be hours here from the PMI schedule. Departments with outsourced hours that are not part of any imported hours should be recorded here.

For collaborating hotels with shared resources (cluster positions), it can also be used to register negative hours, in case you have a scheduled employee spending time in another hotel.

• • TKS Hours – These are the imported hours from any external system. Click on the row and a popup will show more detailed information.
  • TKS Adjustment – To adjust the TKS hours, untick the TKS Hours box and tick this box instead. Enter the new total number of hours.

2. Within Schedule Horizon

• • TKS excluded hours – These are from the schedule and are the sum of the day, both schedule and unspecified row.
  • TKS Hours – Any future hours from external system (see below settings) will be displayed here in bold red, indicating it is in the future. Click the row to show a popup with more detailed information.
  • TKS Adjustment – This cannot be edited.

3. Beyond Schedule Horizon.

The SMART forecast is populating the day and it cannot be edited.

Tools

You must have administrator user rights to make changes to the settings. Contact the administrator for your property if needed.

• • Enable TKS – If the property is using an external system for recording historical hours, this needs to be enabled.
  • Use TKS Future hours – If the property is using an external system for scheduling hours, this needs to be enabled.
  • Ignore scheduled historical hours – If the schedule in PMI is used for scheduling hours but an external system is used for historical hours, this needs to be ticked. Otherwise, you will get the scheduled hours from the schedule in PMI in the cockpit for yesterday as well as the imported hours from TKS.
  • Ignore scheduled historical Unspecified hours – should the hotel use PMI schedule but not on person level and put all hours in Unspecified this needs to be ticked in order to not get these hours into the cockpit for yesterday. Should the property use Unspecified to enter Outsourced hours that you want to be transfered to cockpit for yesterday you need to untick this box.
  • FTE – This enables you to see FTE in the schedule instead of hours.
  • Schedule Horizon – PMI lets you set the number of days you want to schedule for the future. This can be how far out you have an import of external hours or how far out in the future you want to manually schedule in PMI schedule. See screenshots below to see how the schedule horizon is displayed in cockpit and Schedule.

• • Between the red line (today) and the green line, is the Schedule Horizon. Beyond the green line there is an option to use schedule hours, but if you do not have schedule that far out, you can let PMI enter the SMART forecast. The horizon is set in the settings in the cockpit and is customizable per cockpit. 
  • Use SMART forecast beyond schedule Horizon – PMI will enter the SMART forecasted hours per day beyond the imported hours or manually entered hours in the PMI Schedule.

You can choose to see how the hours are scheduled beyond the horizon by clicking on ‘Schedule’ at the bottom of the table in the cockpit.

Refresh TKS

This function is dependant on your TKS integration. If you have made changes to your actual hours and schedule and want the changes to be reflected in PMI as well, you can refresh the TKS. 

Refresh TKS is found under Tools. Define the date range you want to refresh and click OK. The range between the dates is pre-programmed but can be manually changed each time a refresh is needed.

This option is available in both the Cockpit and Schedule modules. Any updates only apply to the specific department you are in.

Here you may also Print the Departments or Categories to excel or PDF.