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© 2003 BudgeTools LLC, all rights reserved BudgeTools LLC Product Review (Click, spacebar or enter to continue) Skip Intro - Go to Product DemoGo to Product Demo
©2003 BudgeTools LLC, all rights reserved 2 Introduction BudgeTools –In business since 1994 –Version 1 of current product released in 1999 –Company renamed to BudgeTools in 2003 –Approx. 300 clients Starwood North America Individual Hotels Focus –Rooms, Rooms, Rooms –Forecasting & budgeting –Hospitality vertical –Hotels & Corporate Quality –High degree of user satisfaction –Minimal support required –Short learning cycle
©2003 BudgeTools LLC, all rights reserved 3 Overview BudgeTools -Efficient input tools and a hotel specific data base of booking trends simplify the process of building a forecast.BudgeTools Op Forecast - Incorporates PMS data with BudgeTools data to generate a short term forecast based on arrivals and departures.Op Forecast Data Entry – Used by line staff to capture last nights activity, updates the BT data base and emails a Night Clerks Report.Data Entry
©2003 BudgeTools LLC, all rights reserved 4 Value Proposition Provides data to make better decisions PMS Independent Grows forecasting discipline Standardizes reporting Simple to install and run –Remote installation Low cost of entry with a fast ROI Saves time
©2003 BudgeTools LLC, all rights reserved 5 Standardization All hotels use the same product Consistent segmentation Standardized forecasting disciplines Consistent reporting Roll up to central location
©2003 BudgeTools LLC, all rights reserved 6 Sample Client Quotes “I have been working in the hospitality industry for over 22 years, the past 9 as a Director of Revenue. BudgeTools is, beyond any doubt, the best forecasting tool I have ever used.” David Parker Director of Revenue Management Westin Seattle “BudgeTools is an outstanding product to use when forecasting/budgeting, it has reduced the amount of time I have to spend on forecasting, it makes tweaking my forecast very simple, it provides me with the opportunity to keep all my forecasts organized and details all my historical information.” Gina M. Barnes Director of Revenue Management BWI Marriott Hotel I cannot stress the value of BudgeTools and its continued improvement enough. Dan Crompton Director of Revenue Management Philadelphia Airport Complex
©2003 BudgeTools LLC, all rights reserved 7 Time Constraints Forecasting Booking History Recent Trends Owner expectations Local Factors Corporate Policy Reservations on the books Management Goals Certifiably Insane Boss is not easy
©2003 BudgeTools LLC, all rights reserved 8 Time Constraints Get Organized. Booking History Recent Trends Local Factors Management Goals Corporate Policy Reservations on the books Insane Boss Owner expectations with BudgeTools! Do it Better. Do it Faster.
© 2003 BudgeTools LLC, all rights reserved Product Demonstration Click one of the following for a High level overview of the simplicity and power of BudgeTools, Op ForecastOp Forecast, Data Entry Stretching Tools Conclusion Conclusion.
©2003 BudgeTools LLC, all rights reserved 10 BT Home 1 This is the BudgeTools Home screen. All functions are accessed via the context sensitive menu or command buttons. Drop Down List of Hotels Command Buttons ( try them, they work ) Context sensitive menus Context sensitive Help Return to Product Demo Reports Month Builder Year Builder Tools Load From Delphi SysParms
©2003 BudgeTools LLC, all rights reserved 11 BudgeTools has seven standard reports plus the Five Year Report. All standard reports can be printed by month. Some have full year, YTD and Quarter options.. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 12 The Day by Day Report displays each segment, rooms and rate day by day. Month sub totals on the left. Occupancy bar at the top, the higher the occupancy the darker the shading. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 13 The Year Summary Report is similar to the Day by Day, except it displays each month with Year sub totals at the left. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 14 The Projection Variance Report displays four data types for comparison, in this case Budget, Forecast/Actual, Previous Forecast and Forecast Actual Last year. Users can select from 13 data types. The lower portion of the report displays information on your competitive set based on Star reports. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 15 The Group Detail Report displays individual group activity. Month total rooms revenue ant rate are at the right followed by daily rooms to the left The top of the report summarizes activity by segment. The first section displays reach (pick-up,to-be), followed by individual groups sorted in arrival order. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 16 Custom Reporting Options are available. The remaining standard reports are displayed below. The flexible format of the BudgeTools database supports a variety of specialized reporting requirements. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 17 Nov Dec Year Qtr1 Qtr2 Date Range Year Data Type Actual Forecast Budget Optimal Temp Data TypeMkt Seg Forecast The Five Year Report is an interactive display offering thousands of user defined variations. As with all BudgeTools reports, it can be saved as a workbook suitable for emailing or posting to a public folder. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 18 Load From Delphi Imports up to a full year of detailed group bookings from Delphi to BudgeTools. Global controls define how Delphi Market Segments and Statuses are processed. Individual groups are displayed in a Group Rooms Control log format. User accepts, rejects or modifies group detail before it is imported. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 19 Stretching Tools BudgeTools stores data day by day, segment by segment. Data is typically rolled up to a summary format for reporting. BudgeTools allows users to directly modify summary format data, applying modifications day by day segment by segment to reflect the new summary value. Return to Product Demo 1
©2003 BudgeTools LLC, all rights reserved 20 Stretching Tools Return to Product Demo Enter a new room total for the month and stretching tools adjust daily rooms so they add up to the newly entered month total, without overselling any days. 2
©2003 BudgeTools LLC, all rights reserved 21 Stretching Tools Return to Product Demo Stretching tools can be used to increase or decrease values. New room totals for a given day cause each market segment on that day to be adjusted. 3
©2003 BudgeTools LLC, all rights reserved 22 Stretching Tools This functionality, referred to as Stretching or Roll-Down tools is employed throughout BudgeTools. Stretching Tools can be used on daily, monthly and annual totals. Changes that used to take hours, now take minutes. Day by day detail always ties to monthly and annual subtotals. Stretching Tools will not oversell the property. Return to Product Demo 4
©2003 BudgeTools LLC, all rights reserved 23 Stretching Tools Patterns exist in the data detail. Day of Week Seasonal Market Mix Stretching Tools allow high level modifications that preserve the patterns in the data detail. Return to Product Demo 5
©2003 BudgeTools LLC, all rights reserved 24 Stretching Tools Increase forecast accuracy. Improve the forecast process, especially the involvement of a committee. Save large amounts of time, particularly in any form of annual review. 6 Return to Product Demo
©2003 BudgeTools LLC, all rights reserved 25 Year Builder Tools Manage annual budgets and forecasts. All input ‘rolls down’ day by day, segment by segment. No oversold days. Maintain day of week market mix and seasonal patterns. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 26 Build using previous years patterns Builds an annual budget. Loads last years non group data on top of this years imported Delphi data. Day of week shifting -Mondays are built from last years Mondays, Same for Tue, Wed etc. Adjusts for transient displacement. Reduces low rated segments on days of high group occupancy. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 27 The Big Gun Change occupancy and rate for the entire year. Day by day, segment by segment detail is modified to reflect the change. Other input options provide greater levels of detail. When Actual/Forecast is loaded, only forecast data is modified. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 28 Segments By Year Same principals as the Big Gun, at a greater level of detail. Great tool for planning market mix. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 29 Segments By Month Same principals as the Segments by Year, at a greater level of detail. Great tool for planning seasonal patterns. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 30 Month Builder Builds Monthly Budgets and Forecasts. Specifically designed to capture input. Multiple views accommodate different forecasting functions. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 31 Transient day by day One option for input of transient rooms. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 32 Group Day by Day One option for input of group rooms. Return to BT Home
©2003 BudgeTools LLC, all rights reserved 33 Op Forecast Loads from the BudgeTools data base. Makes a great staffing guide Accepts input of PMS Arrivals, Departures and Guests. Simple to use, flexible format Modify total rooms and all supporting detail, Arrivals Departs Market Segments etc are adjusted automatically. Select from 3 to 28 day reporting period. Nearly unlimited report options. Return to Product Demo
©2003 BudgeTools LLC, all rights reserved 34 Input PMS data The opening view of the Op forecast allows input of PMS data. Note two separate months can be part of the Op Forecast
©2003 BudgeTools LLC, all rights reserved 35 Total Sold Total Sold is one of five additional user defined views. Input a new value for rooms sold, arrivals, departures, automatically adjust to reflect the change
©2003 BudgeTools LLC, all rights reserved 36 Total Sold-Groups The Total sold view also allows modification of individual groups.
©2003 BudgeTools LLC, all rights reserved 37 User Defined Views Rooms, Rate and Revenue by segment and segment sub total. Total Arrivals, Departures, Guests, Occupancy, RevPar, Vacant and OOO. PMS data. Arrival and Guest ratios. And more are available for user defined views of the Op Forecast.
©2003 BudgeTools LLC, all rights reserved 38 Detail Control The default approach of inputting PMS data, then adjusting Total Sold is efficient and accurate. Power users can manipulate Arrival/Departure patterns by segment, control rate distribution and guest ratios. There is even an option to let users define reports. Return to Product Demo
©2003 BudgeTools LLC, all rights reserved 39 Data Entry Easy to use tool for recording PMS consumption data. Standardizes data from any PMS for Company wide reporting. Generates and emails a Night Clerks Report. Return to Product Demo
©2003 BudgeTools LLC, all rights reserved 40 Night Clerks Report 1 Top of page 1 Select a different date Select a different comparison set
©2003 BudgeTools LLC, all rights reserved 41 Night Clerks Report 2 Middle of page 1
©2003 BudgeTools LLC, all rights reserved 42 Night Clerks Report 3 Bottom of page 1
©2003 BudgeTools LLC, all rights reserved 43 Night Clerks Report 4 Page 2 displays segment detail, current date at the top, MTD at the bottom.
©2003 BudgeTools LLC, all rights reserved 44 Night Clerks Report 5 Page 3 is used to meet custom reporting requirements. Return to Product Demo
©2003 BudgeTools LLC, all rights reserved 45 Implementation Simple process to implement –Identify segmentation standards –Product is installed from the Internet –Training is conducted via phone with demonstration system –Standards embedded in product –From start to usage in short timeframe Not invasive on hotel or staff Non-disruptive
©2003 BudgeTools LLC, all rights reserved 46 Usage Product is simple to use If you know MS Excel, you can work this out No proprietary user interface Training requirements low –Lowers risk during turnover Online help
© 2003 BudgeTools LLC, all rights reserved Thank you Return to Product Demo
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