Data elements required from TKS

PMI is a Productivity Management Tool. The tool is looking at productivity per department in the hotel. PMI calculates productivity by looking at the Cost Driver for the department, normally revenue, room nights or covers. PMI is then taking the cost driver and dividing it with the amount of hours used for a specific day or planned for a specific day in the future. 

Out of this PMI can suggest a planning for future days as well as analyse history days. 

The hours used or planned for a specific department is the information PMI is looking for from a Time Keeping System. 

Integration with an external TKS is all about importing used hours per department as well as planned hours per department for future days.

What data do we need from your Time Keeping System (TKS)?

The purpose of recording hours in PMI is to keep track of paid hours incurred and paid hours planned/scheduled to be incurred per department/operational unit (e.g. Housekeeping, Front Office, Breakfast etc.).

The data need to be extracted daily. Each extract need to encompass yesterday including 30 days back in time and schedule hours today including minimum 45 days ahead (preferably more if that exists). 

PMI data element (target) Description Mandatory / Optional Comment
1Property Name Name of the property (hotel, restaurant) The name of the hotel/property.    
2Property ID ID of the property (hotel, restaurant) OThis is an ID that uniquely identify your property within a chain or group.    
3Department Name Name of the department within the property 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).
4Department ID ID of the department within the property ORelated ID to the department name element above.
Date Working date (timesheet) On which the hours incur or scheduled to incur.    
6TimeCategory Name Name of the time category (e.g. Fixed Salary, Absence) 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.    
7TimeCategory ID ID of the time category This could be a system generated unique ID for the different Time Categories Names above.    
8JobCategory Name Name of the job category (e.g. Servers, Managers) 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.
9JobCategory ID ID of the job category This could be a system generated unique ID for the different Job Categories/roles above.    
10Staff FirstName First name of the staff (employee) Not required (hours are imported at aggregated level, not individual staff level).
11Staff LastName Last name of the staff (employee) Not required (hours are imported at aggregated level, not individual staff level).
12Staff ID ID of the staff (employee) Not required (hours are imported at aggregated level, not individual staff level).
13 Hours Number of worked hours (on the timesheet) 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.     
14 Approved If the hours are approved or not OAll paid hours need to be include with “Approved” and “Not Approved” flag included.     
15Employment TypeDistinguishing hours between fixed and non-fixed employment/ContractMFixed 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).

Key clarification on the use of TKS

The following questions will be addressed during the discussion on how the integration should be set up.

  1. If a staff belonging in one department and performing a task for another department, will the hours be recorded accordingly in TKS, i.e against two separate departments codes? 
  2. What time categories will be extracted? Examples? (See point 6 above) 
  3. What job categories will be extracted? Examples? (See point 8 above) 
  4. In PMI we need all hours recorded imported everyday. Does your extract support this, or is it restricted to only “approved” hours? 
  5. In PMI we need to also separate future/planned/schedule hours between productive and non productive (e.g vacation, training) “tasks”. Does your system support such separation? 
  6. 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). 

How will the data be daily transferred from your TKS to PMI?

There are basically three options in the following preferred order: 

1.    Webservices/API. If your system offers such service, please provide access information/credentials.

2.     SFTP client. You upload the daily extract to d2o server. Credentials will be provided by d2o. 

3.    FTP/SFTP server. If your systems offer such service, please provide access information/credentials.

If the options above cannot be accommodated, we could discuss other methods.

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