Information system for the Swedish Accommodation Statistics Sara Frankl, Statistics Sweden Marketing Manager at the unit “Travellers and Tourism” tfn: ,

The Swedish Accommodation Statistics Collection Approximately establishments, hotels, 300 holiday villages and 700 youth hostels 5 rooms or more rooms Monthly collection Some data per day (occupied rooms and beds) 4 full time employees Today: Paper form or print-outs from booking system All forms and print-outs are manually registered No fine for non-respondents

The Swedish Accommodation Statistics Dissemination Regional level data on the Statistics Sweden’s homepage Feedback on paper to those who send in data, on time, on a number of variables (capacity, occupied room and beds, RevPar and overnight stays) Subscriptions and single orders of statistics on regional and local level or by sets of minimum 5 units Data is disseminated 5 weeks after the measured month

Demands and requirements from the Tourist industry Shorten the time between collection and dissemination of data Increase user value for the Accommodation industry as well as for the Tourist industry in general Minimize response burden Background – the challenge Kept or increased quality! Market situation Competition on the market from the private sector, private companies offers instant dissemination of data via the Internet What to do? Project group autumn 2002: Statistics Sweden, The Swedish Tourist Authority, Swedish Hotel and Restaurant Association Reference group: Hotel Chains

Proposals from the reference group Collection of data Function in the establishments booking system for automatized transfer of data to Statistics Sweden’s database Form on the Internet Marketing Inform about and actively market processed data Actively form opinion through The Swedish Hotel and Restaurants Association, The Swedish Tourist Authority, Statistics Sweden and hotel chains Dissemination of accommodation statistics Function that gives access till last months statistics then you have sent in this months data Relevant feedback to establishments that send in data on time (prises and RevPar) Better looking feedback with better graphics and more manageable diagrams Quick feedback based on a selection of larger establishments and/or hotel chains Collection of data Function in the establishments booking system for automatized transfer of data to Statistics Sweden’s database Form on the Internet Marketing Inform about and actively market processed data Actively form opinion through The Swedish Hotel and Restaurants Association, The Swedish Tourist Authority, Statistics Sweden and hotel chains Dissemination of accommodation statistics Function that gives access till last months statistics then you have sent in this months data Relevant feedback to establishments that send in data on time (prises and RevPar) Better looking feedback with better graphics and more manageable diagrams Quick feedback based on a selection of larger establishments and/or hotel chains

Increase the value of the information to the users Increase the usability and relevance of the feedback to our users. Shorten the time between the collection and dissemination of data with 50% Minimize the response burden Make it easier for the respondents to distribute data to Statistics Sweden Integrate the quality check of data with the respondents distribution of data for fewer ”correction” calls. Motivate our respondents with better feedback Increase the flexibility of the system To a greater extent adapting the collection and feedback of data to the different requirements, needs and prerequisites of different kinds of respondents and statistics users Objectives

“Spin-off” effects Increased credibility: A consequence of the users getting more involved in the process of continuous quality work A mutual understanding of needs and requirements: An effect of the communication between the producers, users and respondents – a prerequisite of successful development and quality work Statistics Sweden’s understanding of the users priorities has increased as a result of the project – whit a few simple changes and improvements the usability of the data has improved - Quality improvements The users insight in the production process increased their understanding of the problems involved in shortening the time between collection and dissemination of data International cooperation: Many countries face the same problems and we now have a great opportunity to share experiences of similar projects

An integrated it-system that meets the different requirements, needs and prerequisites of both respondents and statistics users Mission statement

Strategies Cooperation and involvement An important condition: the respondents, users, software companies etc. must be involved in the process from the beginning Step By Step Splitting up the project into smaller projects with separate mission statements, objectives and strategies, minimizing the risk of developing huge, expensive solutions, not in line with the users demands, needs and prerequisites Research Qualitative and quantitative market research

“Vision of tomorrow” Interactive web based solutions Statistics packages Integrated systems “Lightly” interactive feedback to respondents PAPER FORM WEB SURVEY TEXTFILE

Supplying data by text file Hotel booking system An application in the hotel’s booking system creates a text file (ASCII) The text file is sent to Statistics Sweden by FTP or by The process can be totally automatized or involve a few manual elements The data is imported into the Accommodation Statistics’ database Quality checks are performed as the data is imported (logical checks) It’s possible (and desirable) to build in some quality tests in the application in the booking system Accommodation Statistics’ database

Text file - The working process To avoid the most obvious traps and to learn where we are likely to encounter problems In collaboration with one of the major hotel chains Prototype

Text file - The working process Meeting with the major suppliers of hotel software – information and marketing Statistics Sweden’s proposal for file design circulated for comments Contact with the hotel software suppliers by telephone and Involving the interested parties

Text file - The working process Circulation of the final file design to all interested parties Information about the possibility of supplying data by text file to the respondents, requesting them to inquire for the new application at their software supplier Support and testing of the applications Implementation

Text file - The working process Two software suppliers have developed the application – two more will start working with it during the summer or fall Present situation

Text file - The working process Smaller suppliers of software seems more interested in developing the application – competitive advantage? The major software suppliers have a list of development work and a new way of supplying data to the accommodation statistics does not have the highest priority Experiences

Text file - The working process Work on the major suppliers while working with the minor ones The hotels DEMAND is essential – marketing! Once a certain volume is reached, even the major suppliers will have to develop the application Strategies for the continuing process

The next step Form on the Internet Interactive Web based dissemination of data