How to work with Rooms Budget and forecast
Summary
This section displays how to handle and maintain the Rooms Budget and forecast. To handle and maintain budgets and forecasts for any other departments or profit centers, please see this article.
Intended Users
General manager, hotel manager, revenue manager, booking manager and controller.
Instructions
- The view is divided into five columns – Month, Revenue, Room Nights, Guest Nights and Available Rooms.
- Under each column, you can view what you chosen. You can select this in the View Options menu. See instructions below under heading View Options.
- If you have chosen to use segments, you will have to choose Show Segments in the View Options – Budget & Forecast menu. See instructions below under View Options.
- You can now adjust the budget and forecast directly in this module. It is recommended to use the Live forecast module when calculating and submitting the Forecast.
- You can choose which period to view by using the date selecter. You can also select to see months or years.
Tools
Under Tools you have four different choices.
1. Available Rooms
This is where you set your room inventory. It could vary during different time periods. You might have long time renovation in the hotel that closes down hotel rooms or you might add hotel rooms. So, in order to get the correct calculations for Occupancy, ARR and RevPAR in the Flash Report, we recommend you adjust your inventory.
2. Submit Several
This is one way to submit your Live Forecast to Forecast; you can also do it from the Live Forecast module.
3. Settings
- Allow Negative Live Forecast − allows your Live Forecast to forecast more than your capacity.
- Exclude from RevPOLU − sometimes you might want one Budget or Forecast not to be calculated in the figure RevPOLU Segments. Here you can choose if you want to use segments. You can also choose if you want to forecast on each separately or as a Day Total.
- OTB − Use On The Books when calculating pickups and forecasts where connected to a source system. You may also use Tentative OTB if applicable. It is standard practise to use OTB Guest Nights and put days as 7.
- Auto Live Forecast on new OTB – this means PMI will recalculate every time new OTB figures are available, as often as every evening.
4. Export
You can export to Excel or PDF. Remember to save your data before exporting your data to Excel or PDF, or PMI will export the last saved data and you will not export your latest figures.
View Options
You may choose to see Budget, Forecast, Actual and Last Year in the View Options. And also choose to Show Segments, if available.
Recommendations
This module is more for information purpose. Its an easy way to see if you have the Budget and Forecast in place for a certain period.
If you want to change the figures, we recommend you to do it in the Live Forecast module; please see how under Submit to Forecast.
Troubleshooting tips
This section provides additional troubleshooting advice for readers experiencing specific issues. While it’s packed with useful insights, you may skip it if you’re not facing any related problems.
Why is there a big difference in SMART hours between two months?
If you notice a significant difference in SMART hours between two months — like April and May — the most common explanation is a change in the Productivity forecast.
Quick Explanation
SMART hours are calculated using the following formula:
SMART Hours = Cost Driver ÷ Productivity Forecast
So, if the Productivity forecast is lower in May, even with the same cost driver (like number of covers or revenue), the result will be higher SMART hours. This doesn’t necessarily mean your staffing increased — it reflects a lower productivity expectation for that period.
What To Check
- Compare the Productivity forecast for both April and May.
- Look at the Cost Driver (e.g., revenue, covers) to see if it stayed consistent.
- Confirm that Productivity is set as the selected forecast in your SMART setup.
By aligning the forecast expectations with actual performance, you’ll get clearer insight into staffing efficiency across periods.
Why is the hours total different in the table and the graph?
The difference in hours comes down to the type of forecast being displayed:
- Management Forecast (Table): This is the forecast set manually by management, based on their expectations and strategic goals. It reflects planned hours to meet operational needs.
- SMART Forecast (Yellow Bar in Graph): Generated by PMI’s SMART system, this forecast uses machine learning and historical data to provide a dynamic suggestion. It factors in monthly productivity goals and current hotel activity.
The variation between these two forecasts highlights the difference between static planning (Management Forecast) and data-driven predictions (SMART Forecast). Use this insight to adjust plans as needed for better alignment with real-time performance and goals.
Why does the column in the P&L module not say “Budget” even though I’m working with the Budget version?
You’re using the Budget version in the P&L module, but the staff-related column shows a different label—perhaps “Scheduled” or something entirely custom. Here’s why that happens and how to fix it.
The Real Reason: This setting isn’t controlled in the P&L module—it’s actually configured in the Cockpit. To make the column reflect Budget hours rather than another value (like Scheduled), follow these steps:
- Go to the Cockpit.
- Find the setting that defines whether the P&L module uses Scheduled hours or Budget hours.
- Switch the setting to use Budget hours.
- Save your changes and return to the P&L module.
Once done, the column will update to reflect the correct data type—Budget—instead of the previously displayed label.
Need help finding the setting? This article has the details: Use Forecast/Budget Hours from Cockpit in P&L Staff Module
Understanding the Scheduled Horizon and Graph Lines
In legacy tables and schedules, the Scheduled Horizon is marked between the vertical red “Today” line and the vertical dashed green “Scheduled Horizon” line. Beyond the green line, users can manually input scheduled hours. If the schedule doesn’t extend that far, PMI can auto-generate a SMART forecast. In the Day-to-Day (labor graph) the Scheduled Horizon is displayed as a vertical dashed green line, while the “Today” date is shown as a vertical dotted black line.
Scheduled Horizon Misunderstanding
The Scheduled Horizon setting often leads to confusion. Adjusting it does not affect the import of hours from your Timekeeping System (TKS). It only determines how far into the future you can view data. If you’re missing data, the issue likely lies with TKS data or mapping settings, not the Scheduled Horizon. There are visual differences in the appearance of the Today and Scheduled Horizon lines, as described below:
Cockpit View:
- Day-to-day graph:
- Black dotted vertical line: represents today’s date (Today Line).
- Green dashed vertical line: marks the end of the Scheduled Horizon.
- Cockpit Table:
- Horizontal red line: indicates today.
- Horizontal green line: shows the end of the Scheduled Horizon.
Schedule View:
- Vertical red line: represents today’s date (Today Line).
- Vertical green dashed line: shows the end of the Scheduled Horizon.
Links:
Providing context for better insights
Issue: Users ask broad questions like “Where is my data?” or “What do these figures tell you about my productivity?”without providing sufficient context or visual input.
If you're unsure why specific data or insights aren't displaying as expected, ensure your query includes enough context. You can also use the Query Library, which offers premade queries tailored to common needs—screenshots are automatically added when required for these queries.
For custom queries, consider taking a screenshot of the relevant data or view by clicking the camera icon. Providing clear context or visuals helps the AI analyze your data more effectively and deliver accurate responses.
Modifying “Other hours” via Data upload center
Yes, "Other Hours" can be modified using the Data upload center in PMI. However, understanding the difference between "Other hours" and "TKS hours" is crucial:
- TKS Hours: These are hours imported directly from your external Timekeeping System (TKS). They represent scheduled or actual hours recorded externally and synced with PMI. These hours cannot be edited directly in PMI.
- Other Hours: These are manually added hours or hours not imported via TKS, such as outsourced labor or specific tasks. These can be adjusted directly in PMI, including through the Data Upload Center.
Steps to Modify "Other Hours"
- Go to the Data Upload Center in PMI.
- Select the appropriate template for labor data upload.
- Input the correct department, date, and "Other Hours" values.
- Upload the file and verify changes in the Labor Cockpit.
For more details, refer to the Daily Routines in Labor Cockpit guide.
Low SMART Hours?
If your cockpit displays unexpectedly low SMART hours, the most common cause is that the Productivity forecast is set too high.
Why This Happens:
- The SMART forecast is calculated by dividing the primary cost driver forecast by the Productivity forecast. When the Productivity forecast is inflated, the resulting SMART hours decrease.
What to Do:
- Review the Productivity Forecast: Check that the forecast value accurately reflects realistic performance targets.
- Adjust and Recalculate: Modify the forecast if necessary and recalculate the SMART hours to see the updated totals.
For more detailed steps, refer to our SMART cockpit guide.
Key Notes for Adjusting Min/Max Settings
- Effect of Changes: Changes to Min/Max settings will impact the current year and all future years but will not apply to past years.
- Global Application: Adjustments to Min/Max hours are applied globally to the selected year, not on a month-by-month basis. Always ensure the correct year is selected before making changes.
Incorrect codes in TKS
Make sure the correct codes have been used in your TKS. If the hours are still not correct after the next import, there may be an error in the mapping – please contact your controller who will make the necessary changes.
Inability to edit data for a specific period
A "frozen" screen issue could be related to period locking. This would result in an inability to make any modifications to schedules, reports, or other entries for a specific period.
- Check the Period Locking Settings: This issue is often related to the period locking feature in the PMI system. When a period is locked, it prevents any changes from being made for that time frame. Check the period locking settings for the specific month to see if it has been mistakenly set to close.
- Unlock the Period: If the period for the specific month is locked, you will need to unlock it. This can be done by accessing the period locking settings in the PMI system. Double click on the padlock icon for the specific month to unlock the period. Note that you may need administrative rights to do this.
- Contact PMI Support: If the issue persists even after unlocking the period, or if you are unable to unlock the period due to lack of permissions, contact the PMI support team for further assistance.
Forecast discrepancies in cockpits
If the forecast data in the cockpit does not match the actuals, showing discrepancies in the Monthly To Date (MTD) usage, a potential cause is that a cost driver was not forecasted, leading the system to calculate zero forecast and only display actuals.
Steps to Resolve:
1. Verify Cost Drivers: Ensure all relevant cost drivers have been forecasted for the period in question.
2. Update Forecasts:
• Navigate to the forecast module.
• Ensure all cost drivers are included.
• Resubmit the forecast for the affected month(s).
3. Verify Correction: Check that the cockpit now displays the correct forecast and actual hours.
Changing revenue for today & tomorrow in PMI
Key Points to Remember:
- Budget & Forecast Module changes totals on a monthly basis only.
- Flash Report allows you to edit historical values.
- Live Forecast allows you to edit future values (including today and tomorrow) by switching to “manual.”
Steps to edit revenue for historical dates (Past)
- Open the Flash Report.
- Expand or select the past date you want to edit; click the plus icon.
- Click the pencil icon (if available) to override the revenue value.
Steps to edit revenue for future dates (Today & Tomorrow)
- Go to the Live Forecast.
- Expand or select the specific date (e.g., today, tomorrow).
- Switch the date to “manual” if required.
- Enter the new revenue value in the editable field.
Adjusting decimal precision in the labor cockpit table
If you're having trouble manually entering decimal precision in the cockpit table, please review the settings in the Tools menu:
- Open Tools Menu: In the PMI Labor Cockpit, navigate to the Tools menu 1 .
- Access Settings: Click on "Settings" within the Tools menu 1 .
- Change Decimal Precision: Find the option for setting the number of decimals for hours. Adjust to your preference.
- Save Changes: Confirm and save your changes.
- Check Changes: Return to the Labor Cockpit to ensure your changes have been applied correctly.
If the issues persist, consider reaching out to PMI support for further assistance.