Maestro User Interface Quick Reference Guide

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1 Maestro User Interface Quick Reference Guide Published Date: November 15 Introduction Maestro is a system designed for hospitality operations and for use by those who are already computerliterate. As such, it allows the user to draw upon skills and knowledge gained from working within other operating environments, such as UNIX, DOS and Windows programs. Standard point and click functionality is available in the Windows and UNIX environments, with our special Terminal Interface. By presenting the users with an interface that uses many similar functions and shortcuts, the trainee is able to focus on learning the new features of the Maestro Hospitality system. As a comprehensive Property Management System, Maestro is an integrated system that allows access through various department-based modules, such as Front Desk, Accounts Receivables, Sales and Catering or other modules. To encourage cross training and knowledge management, the Maestro User Interface maintains consistency from screen to screen, and Module to Module, reflected in the clear screen presentation, the use of Function Keys and the placement of similar types of information. Maestro User Interface Principals The most fundamental principle of the Maestro User Interface is that users must be able to use all features of Maestro via the keyboard or mouse, or a combination of both, as the user becomes more familiar with the Maestro functions that relate to their job requirements. Also, as stated previously, there must be consistency throughout Maestro regarding command keys and functions, so that users can move from one area to another successfully with little to no additional orientation. As part of the User Interface standards, it is important that Maestro have clear, concise and uncluttered visual displays, so that all information can be accessed smoothly, allowing the user to retrieve the desired information quickly and efficiently, in as streamlined a manner as possible. The interface has been designed to encourage fast and effective interaction between the trained user and Maestro. The interface is designed for the informed user who has been through Maestro training, and has a basic understanding of industry practices and an intimate knowledge of their property, its policies and procedures. Page 1 of 7

2 Maestro User Interface Components The Maestro user Interface is composed of several elements that guide and dictate the method that the user interacts with Maestro and the way that Maestro presents information to the User. Title Bar The Title Bar at the top of each window in Maestro provides the user with an easy reference point to identify the unique title of the screen that logically represents the functions available. They also display the Clerk Login currently being used and, in a multi-property environment, the Property Name. These title bars are used extensively in the training and support process as a reference point. However, aside from aiding the user in identifying the purpose of the screen, it is also vital to facilitate our Support team when assisting a client over the phone. These screen names are used to ensure that all parties are addressing the same set of options on the same screen. Task Bar The Task Bar displays all of the Maestro screens that are open in the current session, but only the current screen is active. This allows the user to review information on previous screens, but does not allow editing of that information. Many screens require Maestro to perform certain editing functions or calculations when those screens are activated. By keeping only one screen active, Maestro protects the integrity of these functions and calculations when returning to these screens. For example, after entering folio details onto a guest account, returning to the folio header screen activates a recalculation of the outstanding balance, both on the Folio header and on the Reservation Screen. By forcing the user to complete their postings on the Folio Detail screen prior to activating the Folio header screen, Maestro is protecting the integrity of that calculation. Maestro has an opportunity, therefore, to validate and audit any input, to ensure the integrity and comprehensiveness of the information. Page 2 of 7

3 Menu Bar A standard feature in most Windows related programs is the Menu Bar. This is a series of Word Options that represent broad working areas within Maestro. The menu bar also supports the standard DOS functions that allow the user to access the menu by opening it with the mouse or by using the ALT button located next to the spacebar. When the ALT button is pressed, a single letter in each Word Menu Option in the Menu bar becomes underlined, and the user strikes the appropriate button on the keyboard to access the desired menu. This will then open the options beneath that menu item and these can, again, be access by a single keystroke, as indicated by the underlined letter. This functionality allows the trained user to use the keyboard more effectively and, when necessary, maintain greater eye contact with the guest. Icons and Function Keys On the active Maestro screen there is always displayed a series of Icons, immediately below the Menu bar. These icons represent commands that call specific functions when the user s cursor is correctly positioned, but perform the same master process every time they are used. Unlike the Menu Bar, the icons do not change from screen to screen, but their availability does. Maestro displays an icon in full colour when the function it calls is available on the active screen. If the function is not available, Maestro displays the icon in shades of gray. This provides an immediate and visual clue to the user as to which functions are available on which screen. These icons designed to be used in conjunction with the mouse, and are activated by a single left-click. Maestro also displays the name of the icon s function as the mouse passes over it: Create (F6) Page 3 of 7

4 This display, however, also highlights the flexibility of the Maestro User Interface, as the user can also call the function in question by using the appropriate F key on the standard windows keyboard. Similar to the ALT key for the menu bar, this allows the user to use the keyboard more effectively, especially within those screens that are used frequently. All of the functions called by the icons or F keys are important within the system, but there are three that specifically reflect the design strategy of the Maestro User Interface: F8 Lookup (Pick List) One of the simplest commands within Maestro, this command calls up a list of options that the user must choose from in order to complete the desired field. These lists vary from field to field, screen to screen and module to module, but they are driven by the same purpose; to minimize screen clutter and allow the user to quickly and efficiently access the required information. The user may also enter character prompts in order to have the resulting list reflect the initial characters of the desired choice. The user is not, however, forced to use F8; the trained user who is familiar with their property and its requirements is able to type in the correct option without calling the F8 lookup command. F5 Drill Down This command is a logical function of the cursor s placement on the active screen, and is available on almost all data fields. The drill down function takes the user deeper within the Maestro system to access the logical screen that represents the deeper roots of the information presented. By providing the Drill Down option, the Maestro User Interface is allowing the user to choose when they need to access deeper levels of information and functions and maintains a clear, uncluttered environment. The F5 Drill Down reflects specific Menu Options, and provides a shortcut to those options without having to access the Menu Bar. Alternatively, the right click of the mouse will initiate the F5 Drill Down. F3 Search In addition to those screens designed for specific searches, the Maestro User Interface offers the F3 function within specific screens. This reflects the understanding that there may be multiple lines of information to choose from, and the F3 button allows the user to enter specific parameters regarding their desired choice that will prompt the system to display the desired results. The trained user, therefore, can minimize the time spent on searches by giving Maestro enough information to drive directly to their results and avoid a large list requiring Page Up or Down. Page 4 of 7

5 Screen Presentation and Display Clarity As the human eye is attracted to variations, Maestro uses colours to identify fields or titles that need special attention, or are in error. The Blue fields usually contain static information such as Reservation number. The Yellow fields are used to attract the eye and identify that field as having important information. The Red fields are fields that contain incorrect or incomplete information. These colours can change as the reservation evolves. While these colours are configured as a default, it is possible to change these colours at the workstation level. Those fields that have been designated as Mandatory by the Management of the property are also identified by a different colour. In this case, however, the colour is in the Title of the field, not the field itself. Standard Fonts have been established to provide consistency and legibility to the various screens within Maestro. These font sizes are configurable if necessary, but have been optimized for the relative screen size. Throughout Maestro there are several screens which present similar information. To provide consistency, Maestro has been configured to present certain Information Groupings in specific, consistent places. The client name, for example, is presented in the upper left, the folio and charge information in the bottom right. When necessary, the Maestro user Interface queries or reminds the user of specific options by using Dialogue Boxes. These boxes give specific information or guidance when the user has made specific selections or called certain commands. The User Interface is providing information visually and efficiently to allow the user to make correct choices or adjustment within their current activity. Page 5 of 7

6 Field Editor F2 To protect the integrity of the data, the Maestro User Interface defaults to a Replace and Overwrite mode, rather than an Insert mode. Maestro therefore utilizes the left and right arrows to move from field to field to allow quick navigation using the keyboard. When the user s cursor is on a field that is editable, they may press F2 to call the edit command. At this point the left and right arrows on the keyboard behave differently and allow the user to move the cursor one character in either direction. In this way, the user can place the cursor where the error or additional information is, then simply overwrite or add to the field. If additional characters need to be added to the field, the Insert Key on the keyboard can be used to create the required spaces. While protecting the data, this function also protects the user. The purpose of the Maestro Interface is to facilitate the entry of accurate information into the database for later retrieval. By making the edit process specific, Maestro forces the user to make a conscious choice to change the information and protects the information from accidental change or erasure. Replace and Overwrite Mode Edit/Insert Mode Maestro Direct Help Without exiting the current screen the user is working on, users have direct access to Maestro s online library of tutorials and reference guides. To access the materials, the documentation icon can be found on the far right, symbolized by a white question mark on a blue background. Alternatively, the Documentation menu can be access by going the Help dropdown menu, then Documentation After accessing the Documentation Menu, users are then to select the type of materials. By selecting the type of documentation, a new screen will display, listing the available materials. Page 6 of 7

7 Maestro Direct Help will list all materials relating to the screen where it was accessed from only. For example, when accessing Maestro Direct Help from the Guest Reservation screen, the document on how to create a folio will not be listed. After selecting the document or tutorial, the material will display using the workstation s internet browser. This requires a configuration in the INI file Conclusion The Maestro User Interface provides the most productive working environment and is designed for the user who is trained and knowledgeable in the Hospitality Industry. The information presented above reflects the strategic design of the interface. Throughout this document, there have been references to both the mouse and keyboard, and through exposure and experience, the trained user will arrive at a comfort level with both input devices that will reflect the most efficient way to perform their job. Page 7 of 7