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Hotel Live Date

ADMINISTRATION & GENERAL


Insurance
Determine Insurance Needs
Confirm Insurance Providers
Ensure Insurance is activated
Purchasing & Receiving
Register with Hospitality Warehouse
Identify Primary Suppliers
Establish Credit with Suppliers
Implement purchase order system
Develop Inventory Management System
Develop Requisition Procedures
Leases
Confirm lease in place and copies available
Printing and Stationery
Business Cards ordered
Hotel Letterheads
PMS Stationery
GUEST Account Stationery
Purchasing Order Forms
Payroll & Personnel Forms
Order Payroll Stationery
Uniforms
Finalise Specifications and Quantities
Order Uniforms
Order STAFF Name Badges
Transportation
Finalise Requirements
Affiliations & Memberships
Establish Membership
Community Policing Forums
Pre-opening Offices
Locate and Prepare pre-opening offices
Relocate Pre-opening Offices to Hotel

19/05/2013
Status

Pending
Completed
In Progress

Hotel Pre-opening Template - www

Duration ( Days )

Start

Due / Finish

30
3
1

11/19/2012
11/12/2012
10/10/2012

19-12-2012
11/15/2012
10/11/2012

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pening Template - www.setupmyhotel.com


Task Assigned /
Owned By

Remarks

FINANCIAL PLAN
Accounting Procedures
Obtain copy of Financial Plan Manual
Order Accounting Package (ACCPAC) software
Establish Hotel credit policy and procedures
Set-up Accounts Procedures
Obtain reporting formats
Obtain Accounting Procedures Manuals
Set-up Dictionary of Accounts
Schedule training on ACCPAC
Set-up Accounts STAFFING
Recruit Key Accounts STAFF
Payroll
Set-up salaries bank account
Register to Bank Account
Order Payroll software
Order Payroll Stationery
General Manager Checklist Completed post-opening
Pre-opening Budget
Draft pre-opening budget
Pre-opening budget approval
Operating Forecasts completed
Hotel Budgets
Draft 12 mth Operating Budget
Draft Capex Budget
Banking
Set-up Bank Accounts incl. Salary Account
Arrange Overdraft Facilities
Set-up credit card agreements
Arrange Security Cash collection
Determine Operating Cash requirements
Asset Management
Open Fixed Asset Register
Complete pre-opening asset stock takes
See Admin & General
See Risk Management
See Legal Compliance

Status

Pending

Duration ( Days )

Start

Due / Finish

237
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07-01-2011

01-09-2011

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Task Assigned / Owned


By

Remarks

IT & SYSTEMS
Property Management System
Order placed
Service Level Agreement finalised
Installation dates confirmed
Data configuration set-up
Data input and configuration
Set restrictions in PMS
Implement Rate Codes In PMS
Enter Packages Into PMS
System Installed & Tested
Training dates confirmed
Backup Systems & Protocol
F&B Outlet POS Systems
Not Available
Server & LAN Network
System specifications agreed
Service Level Agreement finalised
Equipment Orders placed
Installation dates confirmed
System Installed & Tested
Backup Systems & Protocol
Workstations
Requirements determined
System specifications agreed
Service Level Agreement finalised
Equipment Orders placed
Installation dates confirmed
System Installed & Tested
Training dates confirmed
Printers/Scanner/ Fax
Requirements determined
System specifications agreed
Service Level Agreement finalised
Equipment Orders placed
Installation dates confirmed
System Installed & Tested
Training dates confirmed
Software Requirements
Requirements determined
Orders placed
Licencing
Software Licences obtained
TV Licence application
Internet Service Provider
Determine ISP

Status

In Progress

Service Level Agreement finalised


Domain registered
e-mail accounts set-up
Internet connectivity
Telephone System
Confirm Switchboard Specifications
Training dates confirmed
Arrange Telkom Application
Finalise Hotel Phone Number
Finalise Hotel Fax Number
Arrange Fax to Mail Facility
Complete On-Hold Message Recording
In-Room Entertainment
Specify requirements
Order Decoders
Installation & Testing
Determine Bouquet
Obtain licencing
Source Public Area Music
Timekeeping System
Requirements determined
System specifications agreed
Equipment Orders placed
Installation dates confirmed
System Installed & Tested

Duration ( Days )

Start

Due / Finish

237
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07-01-2011

01-09-2011

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Task Assigned /
Owned By

Remarks

LEGAL COMPLIANCE
Business Registration
Obtain business trading number
Licensing
Trading licence
TV Licence
Promotion of Access to Information Act
Fire Clearance Certificate obtained
Employment Equity
Job Classifications verified
Skills Development
Skills Development Facilitator appointed
Training Committee established
Health and Safety
Health & Safety Representatives appointed
First Aiders trained and appointed
Health & Safety Committee established
First Aid Boxes equipped and available

Status

Completed

Duration ( Days )

Start

Due / Finish

237

07-01-2011

01-09-2011

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Task Assigned /
Owned By

Remarks

MARKETING PLAN
Hotel Positioning
Develop Hotel USPs per Market Segment
Complete Competitor Analysis
Complete SWOT Analysis
Hotel Sales Collateral
Develop facilities guide/presentation folder
Develop Pre-Opening Brochure
Develop Permanent Brochure
Develop ancillary sales collateral/stationery
Develop Press Kit
Develop Property Maps
Photography/Video
Coordinate photo shoot for permanent brochure
Photography available
Marketing Plan
Appoint Marketing Plan Co-Ordinator
Appoint Sales Executive
Acquisition Plan to be formulated
Acquisition Plan to be approved
Rates Structure
Complete and Submit Rate Builder
Rate Grid to be approved
Soft Opening Programme
Determine Target Groups
Determine pre-opening programmes
Hotel Opening Programme
Determine official opening date
Determine Target Groups
Determine Programme
Hotel Branding
Minimum Branding Requirements ascertained
Minimum Branding Requirements ordered
Hotel Brochure finalised
Hotel Signage finalised
Corporate Flags ordered
Rates Board ordered
Brochure Rack and Brochures ordered
Hotel Stationery finalised and ordered
Key Cards designed
Internal Signage agreed
Marketing Material ordered
Branding Checklist Completed
Hotel Web Page

Status

Pending

Hotel.com Web Entry


Hotel Fact Sheet submitted
Pictures submitted

Duration ( Days )

Start

Due / Finish

237
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0

07-01-2011

01-09-2011

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Task Assigned / Owned


By

Remarks

QUALITY PLAN - F&B


Contract GUEST Valet/ Laundry
Contract GUEST Transport
Develop F&B Outlet Concepts
Restaurant Concept
Restaurant Theme
STAFFING LEVELS
Service Levels
Menu Planning
Menu Tastings
Menu Costings
Develop Standard Recipes
Menu Pricing finalised
Menus to Print
Table Layouts
Centrepieces
Linen/ Table Mats
Bar Concept
Operating Hours
STAFFING Levels
Wine List Finalised
Wine List Costed
Drinks Pricing
Service Levels
Room Service
Operating Hours
STAFFING Levels
Service Levels
Menu Planning
Menu Costings
Menu Pricing finalised
Menus to Print
Equipment specifications
Equipment ordered (see Purchasing)
Equipment commissioning complete
Kitchen
Determine Kitchen smallwares
Specify kitchen smallwares
Order kitchen smallwares
Delivery date confirmed
Equipment commissioning complete
Purchasing
Linen
Specifications confirmed

Orders Placed
Delivery Dates Confirmed
Cutlery
Specifications confirmed
Orders Placed
Delivery Dates Confirmed
Crockery
Specifications confirmed
Orders Placed
Delivery Dates Confirmed
Glassware
Specifications confirmed
Orders Placed
Delivery Dates Confirmed
Equipment
Specifications confirmed
Orders Placed
Delivery Dates Confirmed
F&B Inventories
Develop Kitchen par stock
Develop master beverage/bar par stock and wine list
Procure opening F&B inventories
Conferencing
Conferencing Layouts
Conferencing Packages
Specify Conferencing Equipment
Order Conferencing Equipment
Delivery Dates Confirmed
Equipment commissioning complete
Technical support available
Storage and Control
Arrange suitably secured storage
Complete Asset Register
Complete Opening Stock Inventories
Obtain Quality Operating Standards Manual
Issue Minimum Operating Standards to Heads of Departments
Customise Minimum GUEST Service Standards
Communicate Minimum GUEST Service Standards
Schedule Pre-opening Quality Assurance Assessment
Obtain required SA Grading
Implement "Hot or Not" GUEST Feedback System

Status

Completed

Duration ( Days )
237
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Start
07-01-2011

Due / Finish
01-09-2011

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Task Assigned / Owned By

Remarks

QUALITY PLAN - Housekeeping


Obtain Quality Operating Standards Manual
Issue Minimum Operating Standards to Heads of Departments
Customise Minimum GUEST Service Standards
Communicate Minimum GUEST Service Standards
Schedule Pre-opening Quality Assurance Assessment
Obtain required Standard Assessment Grading
Implement GUEST Feedback System
HOUSEKEEPING
Equipment
Requirements Specified
Housekeeping Trolleys
Vacuum Cleaners
Cleaning Smalls
Quantities and Specifications established
Delivery Dates Confirmed
Asset Register opened
Linen
Quanities Specified
Par Stock Established
Quality Specifications Set
Orders Placed
Delivery Dates Confirmed
Secure Storage
Opening Inventory Taken
GUEST Supplies
GUEST Bathroom Amenities
GUEST Stationery
GUEST Beverage Supplies
Quanities Specified
Par Stock Established
Quality Specifications Set
Orders Placed
Delivery Dates Confirmed
Secure Storage
Opening Inventory Taken
Minimum Branding
Checklist Completed
Outsourcing
Housekeeping Contract Cleaning
Service Level Agreement finalised
Laundry
Service Level Agreement finalised
Public Area Contract Cleaning

Service Level Agreement finalised


All Contractors to undergo Induction Training

Status

In Progress

Duration ( Days )
237
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Start
07-01-2011

Due / Finish
01-09-2011

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Task Assigned / Owned By

Remarks

RISK MANAGEMENT
Obtain Risk Management Manual
Complete Risk Management Plan
Insurance
Determine Insurance Needs
Confirm Insurance Providers
Ensure Insurance is activated
Arrange Risk Audit post opening
Emergency Planning
Draft Emergency Procedures
Draft Evacuation Procedures
Obtain Emergency Services Contact Numbers
Appoint Fire Station Officers
Train STAFF in Emergency Procedures
Hold Fire & Evacuation Drill
Health & Safety
Order First Aid Boxes
Order Emergency Equipment
Megaphones
Hard Helmets
Vests
2-way radios
Torches
Verify proper operation of all Life Safety equipment/systems
GUEST Security
Check CCTV installation & monitoring
Key Register & Monitoring System in place
Computer Security
Backup Systems & Procedures in place
Electronic Communication Policy in Place

Status

Completed

Duration ( Days )
25
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Start
07-01-2011

Due / Finish
01-02-2011

Task Assigned / Owned By

Remarks

STAFFING
Finalise STAFFING Numbers
Finalise Salary & Benefits Budget
Obtain HR Operating Standards Manual
Establish Conditions of Employment
Draw up Contracts of Employment
Confirm Employment Policies
Establish Hotel Rules
Obtain HR Forms
Establish Performance Expectations
Issue Job Descriptions
Issue GUEST Service Standards
Arrange for Probationary Performance Reviews
Determine Outsourcing Requirements
Housekeeping
Service Level Agreement finalised
Laundry
Service Level Agreement finalised
Contract Cleaning
Service Level Agreement finalised
Maintenance
Service Level Agreement finalised
Security
Service Level Agreement finalised
STAFF Transport
Service Level Agreement finalised
Customise Position Specifications
Develop Hiring Schedule
Develop Training Schedules
Confirm Training Dates & Providers
Hire Senior Management Team
Operation Manager
Asst.Operation Manager
Hire Department Heads
Accounting Spv
FO Spv
HK Spv
Sales Executive
Eng Spv
Hire Junior Management
Hire Service and Support STAFF
Schedule Training
Induction Training
Skills Training

Status

Pending

Systems Training (PMS & POS)


Emergency Procedures

Duration ( Days )
237
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Start
07-01-2011

Due / Finish
01-09-2011

0
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Task Assigned / Owned By

Remarks

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