Version 4 Reference Guide Mobile Inspections January 2013 The information in this document is subject to change without notice. The most recent version of this content may be accessed through the help file within GuestWare Version 4. Names of persons or organizations used as examples in this document are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form without the express written permission of Diversified Computer Corp. Copyright and Trademarks 2013 Diversified Computer Corp. All Rights Reserved GuestWare is a registered trademark of Diversified Computer Corp. All other trademarks are the property of their respective owners.
What is Mobile Inspections? The GuestWare Mobile Inspection program streamlines collecting and reporting data on hotel facilities inspected. Benefits of the Mobile Inspections Module? The inspection data is stored in the GuestWare database to allow easy creation of reports highlighting quality deficiency trends in cleaning or maintenance procedures. Ability to provide wireless connectivity to sync data immediately. All data is stored in one central location allowing easy access to reports. Objectives of this Document: After completing the Mobile Inspections training you will be able to: Configure an Inspection Form. Complete an Inspection Configuring your GuestWare Inspection Form To configure GuestWare inspection forms: Start GuestWare. From the Windows Start menu, point to All Programs > GuestWare, and then click GuestWare. On the File menu, click Setup On the Setup form, click Facilities Under Lookup Lists, click Inspection Checklists Defining Inspection Areas and Sub Areas Click the Inspection Area Add button Type the new area name in the Area field Repeat steps 1 and 2 for other areas desired After all areas are entered, click the Inspection Area Save button. If Sub Areas are needed, repeat steps 1 through 4 for the Sub Area table.
Defining Inspection Items Click the Inspections Item tab In the Master Inspection Item List area, click the Add button. Type the inspection question in the Inspection Item Field. Select the Area and Sub Area for this inspection item If the Checklist needs to be in a language different than the default, press the Languages button and define the new item in the new language. If a new language is needed, the associate must have a User UD created and the language defined for that User ID. Repeat steps 2 and 3 until all inspection items are entered. After all inspection items are entered, click the Save button.
Defining Inspection Forms Inspection Items can be shared between different inspection forms. This step defines the inspection questions included on an inspection form and the order in which the questions are displayed. Click the Inspection Form tab In the Inspection Form area, click the Add button Type the inspection form name in the new record created Optional: Type a description for the inspection form Optional: Check Allow Partial Inspection for the new inspection form created if an inspection item can be skipped Click the Save button. While the new inspection form is highlighted in the top table, click the Add button in the lower Inspection Items table Click the inspection Item to add to the inspection form. Click Ok Type 0 in the Failure Rate column If the Inspection Item should have more influence to the total inspection score, change the Weighting column value from a 1 to a 2 or higher depending on the desired score weighting Repeat steps 7 through 11 until all desired inspection items are listed for the inspection form Configuring Inspection Ratings
An optional reporting feature is rating an inspection as either passing or failing the quality standard. To configure the inspection rating feature: From the Inspection Form tab, enter the inspection score not meeting standards From the Facilities Tab of the Setup window, enter the desired report label for a successful and failed inspection
Defining the Associate List The Inspection Associate list defines which hotel associates need to be inspected. This list is referenced while entering inspections on the mobile device. Click the Inspection Associates tab Click the Add button Click the drop down arrow to select and associate to be inspected Repeat steps 2 through 3 until all associates inspected are represented in the list NOTE: Before an associate can be added to the Inspection Associate list, the associate name must have already been entered in the master GuestWare Associate list. At this point your inspection form is configured. Close the Inspection Setup form. If prompted to save changes to the Inspection Setup while closing the form, click Yes. Completing Inspections The steps taken to complete room inspections will depend on how your mobile devices are configured. If your mobile devices can not communicate with GuestWare over a wireless network (WiFi), then the mobile device must be docked at a PC to synchronize data with your database. If a WiFi connection is available, then data entered into the mobile devices is saved in your database as inspections are entered. The instructions to create inspections are organized below by the different mobile device communication methods. Skip to the instructions appropriate for your configuration. Dock Mobile Devices Overview Step 1 - Logon GuestWare Mobile ` Mobile Device Connected to PC Step 2 Fill Out Inspection Forms Step 3 - Save Inspection Forms
Step 1 Logon to GuestWare Mobile Connect your Windows Mobile device to your PC. NOTE: For assistance with connecting your mobile device, refer to the Microsoft ActiveSync Help system. On the mobile device, tap Start > GuestWare Enter your GuestWare User Name and Password, tap OK Once the Synchronizing message is no longer visible, disconnect your mobile device from your PC. You are ready to do inspections. Step 2 Fill out Inspection Forms Tap File > Facilities > Inspections Tap New
Select the Inspection Form name in the Type field, Room and the Associate being inspected. Tap Open Tap the Issue box next to each inspect item not passing quality standards. NOTE: If your inspection list is long, select an Area and Sub Area to quickly locate the inspection items you are looking to record. After recording all inspection items, tap Close Tap the desired method to complete the inspection.
Options Save as Complete Save In-Progress Delete Back Tap Save as Complete to save the inspection entry. The inspection is saved to the database when the mobile device is docked and the inspection can no longer be modified. Tap Save In-Progress to save the inspection entry so it can later be modified. The inspection is saved to the database when the mobile device is docked, but it can later be retrieved on a mobile device and modified. Tap Delete to cancel the inspection entry. Tap Back to return to the current inspection entry to review or modify the inspection. Step 3 Save Inspection Forms Connect your mobile device to your PC. New inspections in the Outbox will automatically start synchronizing with GuestWare. When the Outbox is empty, all new inspections are synchronized. Tap ok at the upper right hand corner of the Inspection List Tap File > Log Out
Wireless Connection Step 1 Logon to GuestWare Mobile On the mobile device, tap Start > GuestWare Enter your GuestWare User Name and Password, tap OK Once the Synchronizing message is no longer visible, you are ready to do inspections.
Step 2 Fill out Inspection Forms Tap File > Facilities > Inspections Tap New Select the Inspection Form name in the Type field, Room and the Associate being inspected. Tap Open Tap the Issue box next to each inspect item not passing quality standards. NOTE: If your inspection list is long, select an Area and Sub Area to quickly locate the inspection items you are looking to record.
After recording all inspection items, tap Close Tap the desired method to complete the inspection. Options Save as Complete Save In-Progress Delete Back Tap Save as Complete to save the inspection entry. The inspection is saved to the database when the mobile device is docked and the inspection can no longer be modified. Tap Save In-Progress to save the inspection entry so it can later be modified. The inspection is saved to the database when the mobile device is docked, but it can later be retrieved on a mobile device and modified. Tap Delete to cancel the inspection entry. Tap Back to return to the current inspection entry to review or modify the inspection.