The spoon and fork icon are only available on interfaces with Revenue accounts. Forecasting and OTB interfaces will not give the option to select Food Revenue. Note: Food segments are automatically marked as Food Revenue (the spoon and fork icon appears blue). When the icon is grey, you can change it to Food Revenue by simply clicking the icon...
When a user leaves your property, you should remove their access through the User Administration module. To delete a user: Go to User Administration from the PMI main menu. Find the user in the list. Click the trash bin icon next to their name Choose Delete when prompted. If the user has access to more than one property, you can delete them from...
If the next month has no workers yet: PMI will automatically copy the workers forward. If the next month already has workers scheduled: PMI will not overwrite the schedule. To add workers (and their shifts) into multiple future months, use the Rotating Schedule feature. You can find this in the Tools menu.
The GM Daily Digest is designed to be a concise, action-oriented snapshot for General Managers, emphasizing what’s changed, where the risks are, and what needs immediate attention. While many KPIs overlap with the Management Perspective view, the Digest presents them differently — with alerts, comparisons, and prioritization baked in. Here are...
In the PMI Index, hygiene factors are foundational tasks that ensure operational routines are being followed so that PMI performs well. Where do hygiene factors appear? They are shown in the doughnut view in the PMI Index view They typically indicate that a routine or baseline task has not been completed Examples include: No forecast...
When room revenue is temporarily depressed due to event shifts or unexpected changes, F&B departments can still set realistic monthly targets using the following approaches: Strategies to Apply: Review Historical Patterns: Analyze past periods where similar event-driven revenue drops occurred. Look for trends in F&B performance that can...
If you’ve raised productivity targets and want to assess whether they’re leading to improved performance, here are the key steps to take: Steps to Check: Review Live Forecasts: Ensure that all Live Forecasts have been revised, saved, and submitted.This updates cost drivers and affects productivity calculations across Cockpits. Analyze...
PMI includes a Period Locking function that allows Revenue Managers or Head Office personnel to lock values after a specific date. What is Period Locking? Budget, Forecast, and Actual values can be locked per period (typically monthly). A common use case is locking the Budget at year-end for the upcoming year. Locking can be configured via the...
1. Home - Labor cockpit productivity status tiles Red = hours above forecast → possible inefficiency or overstaffing. Amber = cockpit not saved → planning discipline issue. 2. Management Perspective – “Hours MTD / Month-end” table Red rows = overspend or unsaved cockpit (same logic as above, but shown side-by-side for every department). 3....
Account mapping details can be found in the Flash report. In the Flash report, when you click on the MTD total toward the bottom of the page, a popup will appear where you can see a complete breakdown of the values that were imported from the source for all the days MTD in that month. What is displayed: The MTD total in the table is highlighted...
Copying account data from reference This function allows users to copy account data—such as forecast figures or formulas—from one department to another within the Profit & loss module. It is especially useful when setting up a new department, aligning similar outlets, or applying standard structures across properties. Intended...
If a profit center in the Live forecast is set to automatic driver, that driver can change from day to day. It is important to look over the figures in the Live forecast every day, and if they look good, click Save. The last saved version from the Live forecast are the figures that are shown in the Flash report.
How to add an account in Profit & Loss 1. From the Profit & Loss page, go to Tools. 2. Click Account Templates & CategoriesImage description: Tools menu in Profit & Loss3. Download a template.4. Select the template where you want to add the new account(s).5. Click on the down arrow to download the current template data to an Excel...
When viewing Reports in the Profit and Loss module, there are several view options. Click on the view options icon, then the pencil under Report Content. Tick the YTD box to see the accumulated WIP forecast from the beginning of the year until present. In the screenshot above, the accumulated WIP forecasts from January to March make up the...
The MTD (month-to-date) forecast is the amount you should have by this point in the month/period, in order to reach your end-of-the-month forecast, given that your Live forecast for the rest of the month is correct. The calculation is: ME (month-end) forecast divided by month-end Live forecast multiplied by MTD actuals. In the example below,...
The Data Upload Centre is where you manually upload various types of data, including budgets, forecasts, actuals, CO2 factors and KPI targets. Anyone with controller rights can access this feature. Access the Data Upload Centre via the Administration column in the main menu. Image description: The Data Upload Centre in PMICreate or download...
Select the relevant cockpit. Click on the tools icon. Choose ‘Add new schedule’. a. For a dependent cockpit, make sure you select the correct parent cockpit that this new schedule should be linked to. (You will have this option only if you are in a parent cockpit with dependent cockpits). 4. Insert the schedule name. For schedules linked...
You should not delete or deactivate users from your property if they have access to other properties. This will remove their access to all other properties in PMI. To remove a user's access to your property, you should remove the property from their profile. If a user has access to just your property and you want to remove his access, then it is...
What is the difference between ARR and ADR? ARR stands for average room rate while ADR stands for average daily rate. ARR and ADR are the same when looking at a single day, but they differ when looking at a period total. ARR is used within PMI as it is more relevant when looking at a longer period of time. Using ARR gives a better view of the...
The forecast is your monthly target and expectation before entering a new month. This should not be changed during the month. Live forecast is a rolling forecast that is updated regularly throughout the month, depending on your latest expectations due to changes in the market, new reservations, cancellations, etc. Daily live forecast is also...
You can edit the revenue in the Flash report for past days by clicking on the pen next to the date. One reason for editing could be that revenue was registered on a wrong day in PMS or POS. In order to get correct historical data, you may remove that revenue from one day and add it to another day. You may also use this function when entering data...
Room revenue planning is where you review and update monthly room revenue forecasts and budgets. It replaces the Budget & Forecast page for Room revenue. The forecast looks at number of room nights, Average Room Rate (ARR) and resulting room revenue. The page provides you with a pre-populated forecast based on existing data available. You...
All hours logged in the timekeeping (or time and attendance) system are imported daily into PMI. These hours must be classified as either productive or non-productive. The standard rate for a logged labor hour is 1. A conversion rate can be applied if a logged hour should count for more (>1) or less (<1) in PMI. To calculate the hotel's...
Categories in PMI are the different types of shift codes used in your Timekeeping system (TKS). Most TKS are connected to your payroll system and therefore need a detailed description of how you work for legal purposes. There will be different codes for regular daytime working shifts, evening, weekend, overtime, vacation, sick leave, paid or...
Each department and position can only be mapped to one place. If you need to split a position or shift, you need to do this in your Timekeeping system. If you want the split to appear in PMI only, you can use Schedule to make a shift code that deducts hours from one department and adds them in another. There are other ways of manually moving...
If a department does not appear in PMI, it is not registered in your TKS. Whenever a department or code is not mapped anywhere, there will be a warning on the PMI home page, and it will appear in red on the mapping list.
Departments refer to the cost centers in your property, where you have staff registered in the Timekeeping system. In PMI, the departments should be mapped to a specific Cockpit. In some Timekeeping systems, you will also have the departments split into positions. If each position should go to the same cockpit, the mapping on these should be on...
This is where you decide where departments and codes from your timekeeping system should go to which Cockpit in PMI.
You can check in the Flash Report if the registered revenue on your trial balance corresponds to what is recorded in PMI. If you import the rooms forecast, you can check your original file with what is recorded in PMI on future dates in the Flash report or Live forecast.
All the revenue and statistical codes in your PMS should have a corresponding account in PMI. It is important to ensure revenues are going to the right revenue center and the correct segment. Trial Balance for Rooms should be mapped to the hotel and Total on segments. PMS Reservation Statistics (restat) should be mapped to the hotel and the...
The Mapping module is where the revenue and occupancy data (room nights, guest nights, covers, etc.) from the various source systems is imported to PMI. Usually there is very little maintenance of this module except in cases involving: the first month of PMI usage. change or upgrade of source systems. changes in the general ledger (GL) chart of...
In View options of the Benchmarking module, you can choose what you want to display. Here you can exclude/include different groups. Which properties you see is dependent on your region, user rights and preference
In the Benchmarking module, you can click the Tools icon toexport the report to Excel or PDF.
RevPAR Stands for Room Revenue Per Available Room and TrevPAR stands for Total Revenue Per Available Room.
The absence column displays the non-productive hours. Hours that are paid for but non-productive at your department/property.
The KPI indicates how you are pacing MTD vs Forecast, Budget, and LY. The direction of the arrow shows the trend compared to last year. An arrow pointing upwards means that the KPI is performing better than last year and vice versa. A green arrow with a plus sign means that the KPI is performing better than the target, e.g. Forecast, Budget or...
Benchmarking is a report listing the properties in your group (or the ones you have access to see), allowing you to compare (benchmark) your property’s revenues and productivity.
When rows in the table or bars in the graph are red, the respective cockpit has not been saved for the last day(s).
To see submitted Forecast, Budget or Actual Last Year, select “Incl static number” box in View options. An additional column will appear to the right of SMART, displaying the submitted Forecast, Budget or Actual Last Year, depending on the choice made.
Key Performance Indicator (KPI) is a type of performance measurement. In PMI, a symbol is used to show the correlation of specific indicators to Forecast, Budget and Last year. The direction of the arrow shows the trend compared to last year. An arrow pointing upwards means the KPI is performing better than last year, and vice versa. A green...
The Management perspective is a consolidated report that gives the most complete picture for pin-pointing total and departmental performance, in terms of both revenue and productivity, month-to-date and month-end. How is the revenue pacing for each department compared to Forecast, Budget or Last year, month-to-date and month-end?How is...
Click on the period-type next to the date at the top right of the module, and select days, month, several months or year as your view option. Then choose the period interval you want to review.
You can print the data found in the Flash report. Choose “Print to File” from the tools menu. You have the option to choose PDF format or Excel.
The flash report will display a percentage ratio of how you are doing month to date and month-end vs Forecast, Budget and Last Year for each revenue center. The Forecast index is calculated by taking the month-end figure and dividing it by the forecast figure. The index indicates where you will end up month-end compared to the forecast. The...
In View Options, you may choose what you wish to display 1. Include Period End − This will include Live forecast. 2. Displayed Data − You have the option to see Live forecast, and can compare actual and Live forecast figures, Forecast figures (last submitted forecast) only and Budget only. The summary at the bottom will always show actual and...
A common source of deviation when room/guest night is wrong can be because of: Mapping - Some accounts might be incorrectly mapped. Today’s import of room/guest nights has not been imported. It can be seen on the homepage if files are missing.
The easiest way to edit covers is to double click on the covers for the day, enter your number and save. If you have more than one segment in the revenue center, you must click on the plus next to the date to open the segment. This function must be activated through settings in Live Forecast. You need specific user rights to update covers....
In the Flash report, if you click the + sign beside a date, you will open a summary of the segments that add to the total.
The Flash report is a good tool to validate figures and find deviations. By clicking on any actual figure (historical), a popup will show you the import from your PMS or POS system with the actual accounts imported, as well as revenue. You will then be able to quickly identify what is missing or wrong. Another reason could be that revenue has...
The Flash report is a daily updated operation report that gives you an overview of all daily, month-to-date and month-end revenue for all departments in PMI. Month-to-date and month-end figures can be compared to Forecast, Budget and Last Year.
What do I copy to Live forecast? You can sync your current Live room forecast with last year's data, the budget, or the most recent forecast you submitted. To do this, click "Copy to Live forecast" in the Tools menu of the Live forecast module. You will then have the option to choose the source you want to copy from to update your Rooms Live...
Pickup Statistics show how your on-the-books figures (booked rooms, rates, revenue, etc.) change over time. They help you track increases or decreases in different segments and provide insights into your property’s overall booking patterns. You can access Pickup Statistics from the Live Forecast (e.g., Rooms or any applicable department with OTB)...
There are 2 different ways to reset pickups for future days. From the Tools menu of the Live forecast module, you can choose to Reset Pick up, which will zero out the pickup columns for the remainder of the month. Alternatively, you can click on the calculator (or triangle) to the left of the date; a yellow hand will appear and the revenue driver...
Every month, usually with a deadline of the 20th to the 25th of the month, you need to freeze the forecast for the coming month or months. That means that by the 25th of the current month you need to take an extra good look at the Live forecast for the coming months, and make any adjustments needed before going to the Tools menu and selecting...
Seasons in PMI are automatically defined periods that group together historical dates with similar booking behavior or activity levels. They help PMI make accurate forecasts by comparing upcoming dates with past periods that behaved in a comparable way. How Are Seasons Created? Generated by Machine Learning (ML): PMI automatically analyzes...
Covers are the number of guests served in restaurants, bars, and M&E at some properties. Please note that beverages are not commonly counted as covers.
A red triangle is related to the revenue driver. It highlights that for a specific segment, PMI does not have enough seasons or historical data to calculate the revenue driver. In this case, PMI looks at the last 50 days to give a suggestion. If you have a new segment, PMI will sometimes not be able to make a suggestion because it does not have...
PMI imports on the books figures from your PMS system every morning. There could be several reasons why the figures do not match: Future on the books figures have been adjusted in your PMS after it has been sent and imported to PMI. The recent changes will not be visible before the next import the following day. Some accounts are not mapped or...
A revenue driver is used to forecast/predict revenue or covers in a profit center. A revenue driver looks at what drives the revenue or level of activity in a department. Different departments can have different revenue drivers such as guests, rooms, and revenue. When using a seasonal revenue driver, PMI uses an algorithm based historical...
Outcome vs Historical For future dates, the pickup column displays the difference between on the books/Revenue driver and the last saved Live forecast. In the pickup column, you can revise or adjust how many rooms/covers/revenue you expect to end up with each day, plus or minus, compared to on the books/revenue driver. Historical dates display...
The budget should be uploaded/entered once a year while the Forecast should be updated every month. Below are some steps on how to update the budget or Forecast: Uploading your budget and Forecast – Upload actuals, budget and forecast is a helpful article for more information. Live Forecast -> Budget: Taking data from the Live forecast...
A good way to set a productivity goal (target) is to use last year as a reference and see if you can achieve similar or better productivity this year. Budget is also a reference, as we don’t want to be less productive than what we have budgeted. This would negatively affect our bottom line, provided the budget is realistic. The forecasted cost...
Some departments (operational) have productivity as their main target, so when the cost driver changes, this will give the department more or fewer hours, depending on the latest Live forecast. Some departments have hours as their main target (admins) so even if activity changes, the expected hours will not change. Under settings in the Cockpit,...
The cost driver is what drives the labor cost/hours in a department. The cost driver is what gives the department work to do. This could be room nights for the housekeeping department or revenue/covers for a restaurant outlet. When hovering the mouse over the figures in the Cost Driver column, the current cost driver will be displayed in the...
When you enter a new month, the forecast/budget will lock for the current month. In most cases, this is a request from your Head Office to avoid accidental or unauthorized changes that conflict with the data submitted to your reporting system (SAP). Your task is now to work with the Live forecast on a daily level to ensure that your departments...
In PMI you can upload your budget, forecast and actual data,. The Upload function is found in the main menu under the Administration column. From the Upload module, you can download an excel template where you enter or copy/paste data from another system and upload directly into PMI.
There are many different functions within the Tools menu in the Schedule module. All of them are described with a brief text. As a basic principle, what you see in the schedule is what is going to be exported to print. For a detailed explaination of the different Tools options, please see this article, Schedule tools and view menu.
In the Schedule module near the bottom of the page is a row called Timekeeping system (TKS) excluded hours. If you have hours in the department that are not imported through the TKS, you can add the hours in this row. An example of this would be outsourced labor.
From the Tools menu in the Schedule module, choose to “Insert value into unspecified row”. This allows you to populate your schedule with different choices. A percentage of Cockpit Target or Cockpit Planned can automatically be inserted by using this function.
Creating a rotating schedule is a good option when you have a rolling schedule in place. This function lets you copy a schedule that you have created for the period you want. Choose a period for which you have entered the schedule that should be repeated (must be a weekly period). The start date will, by default, be the day after source date....
From the Tools menu in the Schedule (or Cockpit) module, you can choose Add New Schedule. You can have several schedules for one department/cockpit, but we recommend only one schedule in place to save time and effort.
From the Schedule module, you can add, maintain and work with predefined shift codes. Click the Tools icon at the top right, then select Shift Codes, to see the options. For indepth details about shift codes, please read this article Predefined shift codes.
Yes, if needed, you can create a shift code that divides the hours between different departments. Click on the link to see how you create an employee for several departments using a split shift code. You can read more about split shifts in this article, Split shifts between departments.
Go to the navigation menu, choose Budget & Forecast and select your cockpit. Here you can insert or update your forecast and budget for food cost and percentage.
1. Make sure you are looking at the correct period, MTD or Month-end. 2. Are opening and closing correctly inserted? 3. Are purchases entered correctly? 4. Verify that food revenue is correct. 5. Please check with your financial controller if something is incorrectly mapped, as some revenue may not have been registered.
Fewer turnover days means that you are selling your food quickly and often indicates less waste and lower food cost. The recommended number of turnover days is 8 days, plus or minus 2 days.
Turnover days that are greater than 10 indicate that the amount of stock is higher than your business need.Fewer turnover days means that you are selling your food quickly and often indicates less waste and lower food cost. The recommended number of turnover days is 8, plus or minus 2 days. Is your opening and closing Stock calculated correctly?...
Ending Closing Stock formula: Opening Inventory + Purchases = the Cost of goods available for sale (COGAS) COGAS x Cost percentage = Cost of goods sold (COGS) COGAS – COGS = Closing inventory Example: Your Opening Inv. Is 50.000€ + Purchases of 10.000€ (MTD or Month-end) = 60.000€ (COGAS) 60.000€ x 30% food cost = 18.000€ (COGS) 60.000€ –...
1. Keeping track of opening and closing stock helps head chefs to efficiently manage and control their stock to minimize the risk of waste, track product value and optimize quality and food cost. 2. With a record of opening and closing stock, the food cost will be more accurate.
Closing stock is your inventory or estimated inventory, if you do not have a counted stock account. Opening stock is the closing inventory from last month.
Turnover days is how many times an average stock is being converted into sales. Fewer turnover days means that you are selling your food quickly and often indicates less waste and lower food cost. Calculation: Step 1. Opening inventory + closing inventory / 2 = average inventoryOpening inventory + purchase – closing inventory = inventory used...
Manually enter the total value of your food purchases as a lump sum in the Purchase column on the day they are delivered, excluding VAT.
Daily routine (5 min): 1. Enter the total value of your food purchases as a lump sum in the Purchase column on the day they are delivered, excluding VAT. Weekly routines (10 min): 1. Update your closing stock by inserting your estimated stock value (See: How do I calculate my Closing Stock)2. Check if your actual food cost percentage and...
Reaching the monthly productivity target is your key goal. Keeping the blue hours bars as close to the yellow line (SMART Forecast) as possible means that you are achieving your daily productivity target. Keep in mind that this is not always possible or desirable for all departments. This will depend on the type of daily activity you have in your...
The rates that you see in the cockpit are picked up from the Budget & Forecast module. In the Budget & Forecast module, you can enter either the rate or total labor cost, depending on the settings chosen. If you work with total labor cost, the labor cost percentage rate in the cockpit is found by dividing the forecasted/budgeted cost by...
Rates are average total labor cost per hour in the department (cockpit). It should include taxes and social charges. These are calculated by dividing the total labor cost by the total number of hours worked.
The planned hours in the time keeping system are only calculated for the length of time that the Schedule Horizon is set. After that, PMI uses the SMART forecast suggested hours. Horizon days are used beyond the period you have scheduled in your time keeping system (changing the days in the Scheduled Horizon does not affect the import of hours...
The Min and Max settings allow you to set the minimum and maximum hours required in a department for each day of the week. Using this function will affect forecasted productivity, as you are manipulating hours needed on slow and high activity days. Consider this carefully before activating these settings. You can activate Min, Max, or both,...
Some departments, such as admin & general and sales, are assigned a fixed number of hours each month regardless of occupancy or activity. These fixed hours may be evenly distributed across weekdays for that particular metric. However, note that the yellow line in the cockpit represents the SMART forecast—not the fixed hours. While fixed hours...
Productivity is calculated by dividing the output in a department (i.e. revenue, rooms occupied, covers) with the number of hours paid for. We differentiate between total productivity, that takes the output divided by the total hours, and operational productivity, that takes the output divided by productive hours only. Example in housekeeping: If...
A cost driver is an operational factor in the department that effects the need for labor, whether that is guests, rooms or revenue. For example, Housekeeping uses rooms occupied last night as a cost driver, because that determines the amount of rooms needing to be cleaned today. The more rooms that must be cleaned, the more labor is needed. In...
The cockpit is only a mirror of what is imported from your timekeeping system. The first thing you need to check is whether all hours have been updated/confirmed/approved in your timekeeping system. Incorrect mapping could be another reason, or there are departments or categories that are unmapped, ignored or mapped to the wrong place. It will be...
Productive hours are paid hours for work connected to a department. Non-productive hours are a paid absence, i.e., there is a cost for the hours although they have not been used for regular work in the department. This could be sick leave paid for by the property, trainings, meetings, etc. Vacation days/paid time off for full time employees...
In the cockpit, you will see three columns displaying hours. Total, Productive and Non-Productive. Productive hours are hours that have been worked and payed for. Non-productive hours are payed hours that have not been worked. Productive and non-productive hours added together will give the sum of the total hours.
To check the hours imported from a time keeping system for a specific date or period, click the plus sign next to the date double, click on time keeping system hours. A list will appear with an overview of the number of productive and non-productive hours imported from which department, position, and category (depending on the settings in your...
The SMART forecast in PMI is a daily breakdown of your monthly productivity/hours forecast. The SMART forecast allocates the month forecast to each day based on the expected activity levels of hotel using the cost driver forecast and historic staffing patterns. This can be used to plan staff schedules in line with the monthly forecast. Click...
User rights depend on what role and what department the user should have access to. You need to decide if the user needs editing rights or only view rights. Click on the below link to find the different user rights available to be assigned. Click here to read more about different user rights.
To change your password, enter Settings from the main menu. Here you can edit settings and preferences, including changing your password. Click here to read more about user settings.
All user administration (adding, editing, and deactivating and deleting users) is done via the User Administration module, accessed from the main menu. You need user administration rights to make any changes. Contact your chain, your property’s PMI contact or Support if you don’t have the rights. Click here to read more about managing users.
The final step creates the prepopulated pages for the budget holders to review and edit. When you press the Save button, PMI will create a set of plan pages for the period specified with the name you chose. Adjust the title to refer to it as a budget, forecast or target, as specified. It will take a copy (snapshot) of values in the Live forecast...