OPERA Group Block Management Best Practices

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1 OPERA Group Block Management Best Practices In this reference guide we will review the proper way to utilize functionality in OPERA Group Blocks which will help to avoid possible inventory discrepancies between your OPERA PMS and the WHG CRS. Group Block Code Name Overview: When creating a new group block in OPERA, the Block Code field will auto populate with a naming template default as CGXXXX. The original intent of this design was to remind users of the requirement to name all groups using the standard of CG followed by four alpha numeric characters (Minimum of one of the four characters being of numeric value) naming convention rule. An enhancement has been made to our CRS interface that now allows you to name the group block code any way you wish. The CG requirement still exists at CRS but a translation of your property built code will occur automatically and a translation table will be used to ensure the systems stay in-sync. The CG naming convention will allow guests to refer to the Block Code (ex: CGSTEV1) when making reservations through CRS or Res Central. Creating codes without the CG standard will cause the code to be translated at CRS to a new block code. **There are a few things to consider when naming groups outside of the standard CG code which are listed below. 1. If non-standard name is given, the CRS will translate the code to the required format i.e. Example: CGA If you are utilizing our Res Central service or if you allow group block reservations to be sold via the central reservation voice service, you will need to instruct your group to reference the name of the block and not the group block code in any communication as a non CG group block code will be translated and the agents will need to look the group up by their name and not their group block code. 3. Special characters may not be used in the Group Block Name. CREATED ON: 04/25/2001 VERSION 4.0

2 Group Block Rate Code: Attaching rate codes to group blocks is permitted. Utilizing this option will expedite the building of group blocks if your hotel has standard rates for specific types of groups, i.e. weddings, etc. 1. Once the rate code is attached to the group block, rates will be assigned based on the rate code amount at the time of creating the block. 2. Any updates to the rate for that rate code that is attached to group block will NOT update the group block rate 3. To update the rate code on the group block, Refresh Rates must be selected. When using the Rate Code option on Group Blocks the rates will not update when changing the rate code itself unless you select Refresh Rates. Control Block Locally: Determining whether or group reservations may be booked through CRS or Res Central is controlled with the Control Block locally check box. When the box is checked, reservations may only be made at your property. PAGE 2 OF 5

3 Elastic Block Overview: Your OPERA PMS has been configured to support a feature developed to make managing a group block easier termed elastic block. When the elastic block is activated by checking the check box on the group block header screen, it allows your hotel flexibility as it relates to the management of the block specific to the number of rooms and allowing for early arrival / post stay departure dates. When the elastic block is activated, a reservation agent can book a room against a block that has zero (0) rooms available simply by borrowing a room from the hotels general inventory without having to manually increase the block from the grid. The agent is prompted and the block is increased automatically when the reservation is made. The elastic block feature also allows you to reserve a room prior to group block s arrival date or extend a departure date for a reservation for an individual in that group as long as it shares at least one night in common with the original block. Either of these actions will update the block at CRS keeping the inventory in-sync in both systems. Although this functionality is supported in the interface, the concept of the elastic block does not exist at CRS. For a CRS Agent to make a booking against a group block, the following conditions must apply: 1. The Control block locally tic box must be unchecked to allow for Central Reservations sales 2. The Group block must have an available room to sell in the block 3. The reservation must be within the group arrival and departure dates Proper Canceling of a Group Block: To avoid inventory discrepancies between your OPERA Property Management System and the WHG CRS, the following steps must be followed in sequence. 1. Access the Blocks button from the main OPMS menu 2. Select the Block that you wish to cancel 3. Select edit 4. Select Grid 5. Select Wash and enter the number of remaining rooms in the block that have not been picked up into the value field (as a positive number) or select percentage and enter 100. Once you Click Save, then Click Close this action has released the remaining rooms in the block and you may now cancel the block. PAGE 3 OF 5

4 Canceling a Individual Group Guest Reservation from the Group Block: To avoid reservation / inventory discrepancies, never use the Delete button to cancel a reservation as this does not update the Central Reservation System properly. Only use the cancel button when you wish to cancel a reservation. 1. Access the Block button from the main OPMS menu 2. Select the Block that contains the Group Individual you wish to cancel and click edit. 3. Click the Resv. Button 4. Highlight the reservation you wish to cancel, and click the cancel button. 5. Select a valid cancel reason code from the drop down list 6. Click Ok Group GTD and CXL Policy: Today, the OPMS TWI does not transmit Group Block GTD or CXL policies to the WHG CRS. The Group Block is defaulted to a 6:00 PM hold and although this can be changed by the WHG Distribution team, each time an update is made to the group at the property level the update is sent to CRS and update will trigger the 6:00 PM GTD CXL policy to overwrite any changes made. Development work is underway to default the hotels standard GTD CXL policy until such time that the interfaces transmits the individual Group Block GTD CXL policy. Managing the Group Block with Cut Off Date or Cut of Days: When managing the group block, OPMS support the use of a Cut Off Date or Cut Off Days (Typically used with rolling FIT Blocks) where the unpicked up inventory will be released back to hotel general availability during the night audit process. If the original cut off date / days date passes and the rooms are released, you cannot reset this date in CRS and the Block will be out of sync daily from that day forward. Additionally, the WHG CRS releases the block the night before the actual Cut Off Date / Days, potentially creating a discrepancy until the unpicked up inventory is released during the OPMS Night Audit. 1. Cut Off Date 2. Cut Off Days 1. Specific date when rooms that are not picked up release as part of night audit routine 1. A rolling number of days before each day in the group block typically used by FIT blocks 3. **CRS Cut Off Date is final 1. The Cut off date flag in CRS cannot be re-set once it occurs 2. Once this date passes CRS will continue to release any re-allocated rooms every night without regard to the new cutoff date. PAGE 4 OF 5

5 As a best practice, you should be running the report Blocks by Cut Off Date daily. The report date parameters should start with today and the end date should be set for the next two weeks so that a review / decision can be made as to whether blocks needing to have their Cut Off Date / Days extended is done before the date occurs. 1. Access the Miscellaneous Menu from the main OPMS menu 2. Click on Reports 3. From the Report Group drop down menu, select Groups and Blocks 4. Highlight the Blocks by Cut Off Date Report and Click OK 5. Highlight the To Date field and enter a date two weeks from today 6. Click Preview or Print to review the blocks with cut off dates in that date range 7. Adjust Cut Off Dates / Days are required Inventory Issues: Please refer to the OPERA CRS Access Guide to confirm your hotel is in sync with the WHG CRS. If a discrepancy exists, please contact Option 2 Option 4 PAGE 5 OF 5