Corrected 6909 Z1 Megasys Tech Response File 2 of 2 Atts.pdf

PDF 10 MB Posted Nov 14, 2024

Attached to: State Park Reservation System
Solicitation number: 6909 Z1
Issued by: Douglas County, Nebraska

About this file

Written by GovTribe AI · Nov 18, 2024

This is a response file for Request for Proposal (RFP) Number 6909 Z1 issued by the State of Nebraska, Department of Administrative Services (DAS), Materiel Division, State Purchasing Bureau (SPB) to select a qualified Contractor to provide a State Park Reservation System. The RFP describes the requirements for the State Park Reservation System, including project overview, scope of work, and response requirements. The contract resulting from this RFP may not be exclusive, as the State reserves the right to contract for similar services from other sources. The response is due on a specified date, and the contract term and any renewal options are not provided.

The response file does not contain details on pricing terms, set asides, incumbents, current environment, funding requirements and sources, or other financial information. The file appears to be a technical response from a bidder, focusing on the proposed solution and approach to meeting the State's requirements for the State Park Reservation System.

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NEBRASKA GAME AND PARKS COMMISSION

RFP 6909 Z1 - RESERVATIONS SYSTEMS

ATTACHMENTS

TO:

STATE PURCHASING BUREAU

Connie Heinrichs / Craig Palik

1526 K Street, Suite 130 Lincoln, NE 68508

(402) 471-6500 Connie.Heinrichs@nebraska.gov / Craig.Palik@nebraska.gov

FROM:

Megasys Hospitality Systems Inc., dba Megasys Hospitality Solutions Mark Jewart

5800 E Skelly Drive, Suites 600 Tulsa, OK 74135

(918) 743-0100

Mjewart@MegasysHMS.com mailto:Connie.Heinrichs@nebraska.gov mailto:Craig.Palik@nebraska.gov mailto:Mjewart@MegasysHMS.com

Contents

Attachment 00 – MHS Portfolio HMS Overview 2024

Attachment 01 – MHS Company Product and Services Fast Facts 2024

Attachment 02 – MHS Portfolio Dashboards

Attachment 03 – MHS Online Booking Options

Attachment 04 – MHS Guest Profile CRM Overview

Attachment 05 – MHS Conference Services Overview

Attachment 06 – MHS Reporting Listing

Attachment 07 – MHS MegaTouch POS User Guide

Attachment 08 – MHS MEGApay Product Overview

Attachment 09 – MHS System and User Security

Attachment 10 – MHS Technical Services and Support

Attachment 11 – MHS Disaster Recover-Vulnerability-Customization

Attachment 12 – MHS MEGApay Process Overview

Attachment 13 – MHS Implementation Methodology Guide

2/5/2024

Megasys Client Segments:

Full and Limited Service Properties

Independent Hotels

Boutique Hotels

Resorts

State Parks (Lodges, Cabins, Campgrounds)

Conference & Retreat Centers

Residential / Day Camps

Condominium Properties

Restaurants

Retail Gift Shops

At Your Service www.Megasyshms.com / 800 492 5001

Where is the Data Hosted?

• In the Cloud (private or public)

• On-Premise

• Both – whatever the Client wants!

At Your Service www.Megasyshms.com / 800 492 5001

Portfolio HMS

Thin-Client to Server

Browser Functionality (any browser preferred)

Mobile Device Accessibility (device agnostic)

Accessible via any secured Internet / Network

Full Featured with built-in Business Rules

Rapid Development Design

Open Database Structure

Customizable

Role Based Security

• Menu Defined Security.

• User Security:

• Role Based

• Only see and access options from the menu User has Security.

• Department Security

• Over-Booking Restrictions

• Transaction Security

• Full PCI PA-DSS Credit Card Security:

• Full Encryption

• Token Processing

• Log Reporting:

• User Tracking.

• Credit Card Logs.

User Menu: (Application)

• User defined Menu System, based on User Roles

• Interactive Dashboards, with real-time clickable information

• Pre-defined Property Alerts

• User defined Task and Favorites Folders

• Multi-Property Connections

• Test Property for Training New Employees

Application Menu

User Menu: (Browser)

• User defined Menu System, based on User Roles

• Interactive Dashboards, with real-time clickable information

• Pre-defined Property Alerts

• User defined Task and Favorites Folders

• Multi-Property Connections

• Test Property for Training New Employees

Browser Menu

ANY Browser will work!!

User Menu: (Mobile)

• User defined Menu System, based on User Roles

• Interactive Dashboards, with real-time clickable information

• Pre-defined Property Alerts

• User defined Task and Favorites Folders

• Multi-Property Connections

• Test Property for Training New Employees

Mobile Menu

ANY Device will work!!

Multi-Property

• Portfolio HMS is designed to be a multi-property system, then allows the user to switch from one property to another, with a singe login, based on permissions.

Dashboards

• Portfolio HMS is designed to provide information, literally at the “tip of your fingers”, in the Application, Browser or Mobile devices!

Availability Forecast

Occupancy Forecast

Dashboards

• Portfolio HMS is designed to provide information, literally at the “tip of your fingers”, in the Application, Browser or Mobile devices!

Today’s Occupancy

Housekeeping Status

Dashboards

• Portfolio HMS is designed to provide information, literally at the “tip of your fingers”!

90 Day Group Forecast Event, Room Revenue, Group ADR

Accounts Receivable Aging

Calendars

• Portfolio HMS not only give you the details with Availability for Individuals and Groups, but now you can see a full month of activity with a simple glance!

Property Overview / Availability

Room Rack – F7

Calendars

• Portfolio HMS not only give you the details with Availability for Individuals and Groups, but now you can see a full month of activity with a simple glance!

Function Cards

• Function Cards are Information Cards; Arrivals, Departures, Groups, Housekeeping, Engineering, Events, and much more, including an Online Tape Chart!

• Detailed Availability screen, that is informative and interactive for individuals and groups.

• Searchable features to narrow down your availability.

• Summary House Stats, reflecting percent of sold and any restrictions, by day.

• Click on Groups and see pick-up and even drill down to group authorization and contract information.

• Quick management revenue and occupancy stats by day.

• Easy reservation booking; click on day and requested room type and new reservation is created.

When booking Reservations, the most important tool used is the Availability Screen. Depending on your operations, Megasys provides several ways to View and Book.

General Availability

• Interactive Room Assignment / Availability screen, known as a Tape Chart.

• Visual / Color Coded Room Layout and Room Status.

• Drag and Drop Features for Blocking and/or Transferring, Guest Rooms.

• Search options available to narrow down available rooms or to find Individuals and Groups.

• Click features for Folio Reservations, Check-in / Check-out or Canceling.

• Mass Group Room Blocking.

Enter in Group Number, press Auto Assign, the system does the rest.

Tape Chart

• Quickly look up rates to quote your guest, based on the type of:

• Market Code

• Group Code

• Corporate Code

• Arrival Dates

• Room Types

• CRES Types

• Accommodation Types

• Only flag the Rates you want to see.

• Results of your search will give you:

• Number of Rooms Available by Accommodation Types

• Cost Per Night

• Right-Click and make a reservation from the screen!

Rate Shopper

• Simple Reservations Process, all in one screen for booking, walk-in, changes and little training required to use.

• Seamlessly links to Guest Profile, which populates the screen with preferences and, contact information.

• Automatic Confirmations, cancellations, check-out and prior to arrival, email confirmations.

• Folio Tracking History.

• Multiple Share-with connections.

• 18 customized free form input fields.

• Resource Contacts to link other Individuals, and Organizations.

Reservations

• Single point check in and reservations process.

• Swipe credit card bring up Folio.

• Easy to hard block rooms, which are displayed in either most revenue earned or room least used.

• Additional Guest Feature to add several guests, without creating new folios or changing primary guest pay.

• Other Features:

• House Stats.

• Multiple Reporting.

• Folio History Tracking

• Quick Folio Copy

• Simple Charge Routing.

• Much more….

Front Desk

• Complete Guest Management, all functions in one screen.

• Guest Preferences based on last stay information.

• Create and Manage Future Reservations.

• Access to New, Current and Past Folio detail information.

• Capture and Track multiple Address, Phone, and e-mails.

Today its all about the GUEST and how to get them to return over and over.

The best way to get them to return is by letting them know; YOU know who they are and what they expect of your Property and Staff……

• Gather Marketing data; birthdays, marital status, anniversary, employment, etc.

• Capture Client notes for Guest, Folio, and Housekeeping.

• Resource Contacts to link other Individuals, and Organizations.

• Link external PDF, Word, or Excel documents.

Guest Profile

• Transaction Security requires login verification before handling monetary transactions.

• Single or multiple folio check out process.

• Separate charges by type into separate folios, with one step check out process for all.

• Drill down feature to view POS receipts.

• Ability to re-instate folio after same day check out or post correction charges after check out.

• Automatic Check-out email confirmation, with survey.

Check Out

• Browser and Mobile:

• Reservations

• Front Desk

• Check-IN

• Check-OUT

• Posting Charges

• Housekeeping

• Availability Calendars:

• Property

• Groups

• Events

GuestHOST

• Browser and Mobile:

• View Folios

• Make Reservations

• Check In/Out

• Post Charges

GuestHOST

• Browser and Mobile:

• Room Rack

• View Folios

• Reservations

• Guest Profile

• Guest History

GuestHOST

• Browser and Mobile:

• Calendars

• Property

• Groups

• Events

GuestHOST

• Browser and Mobile:

• Housekeeping

• Rooms Updates

• Room Status’

• Color Coded

GuestHOST

• All-n-One comprehensive Group, Packages, Event and Recreation Management module.

• Single Availability screen for Group Room and Event Meeting Space.

• Group and Event Calendars by Month, Week or Day.

• Client CRM designed within the module, allowing for linking multiple Contacts.

• Group Management screen tracks rooms, meeting space and activities scheduled.

• Event Management has full Itinerary system for booking A/V, Meals, all leading to the BEO.

Conference Services

• All-n-One comprehensive Group, Packages, Event and Recreation Management module.

• Single Availability screen for Group Room and Event Meeting Space.

• Group and Event Calendars by Month, Week or Day.

• Client CRM designed within the module, allowing for linking multiple Contacts.

• Group Management screen tracks rooms, meeting space and activities scheduled.

• Event Management has full Itinerary system for booking A/V, Meals, all leading to the BEO.

Groups/Programs

• All-n-One comprehensive Group, Packages, Event and Recreation Management module.

• Single Availability screen for Group Room and Event Meeting Space.

• Group and Event Calendars by Month, Week or Day.

• Client CRM designed within the module, allowing for linking multiple Contacts.

• Group Management screen tracks rooms, meeting space and activities scheduled.

• Event Management has full Itinerary system for booking A/V, Meals, all leading to the BEO.

Events/Workshops

• All-n-One comprehensive Group, Packages, Event and Recreation Management module.

• Single Availability screen for Group Room and Event Meeting Space.

• Group and Event Calendars by Month, Week or Day.

• Client CRM designed within the module, allowing for linking multiple Contacts.

• Group Management screen tracks rooms, meeting space and activities scheduled.

• Event Management has full Itinerary system for booking A/V, Meals, all leading to the BEO.

Contract/Invoices

Housekeeping:

• Room Status managed manually or automatically through phones.

• Customizable Housekeeping Sections based on property requirements.

• Rooms can be put Temporary Out of Order for a period of 24 hours, without actually taking the room out of order.

• Out Of Order Module, connecting Front Desk with Housekeeping and Engineering.

• Lost and Found Tracking and History Module.

Housekeeping

• Interfaces to all major 3rd Party hotel required services:

• PBX

• Call Accounting

• Voice Mail

• Mini Bar

• Key Lock

• In Room Movies

• Internet

• Web Reservations

• GDS Reservations

• Guest Marketing - Qualtrics

• Interface Monitoring Module, with warning when down.

• Master / Disputed Folio processing.

• Override Processing.

3rd Party Interfaces

• Easy Process:

• Guest Searches Availability on Internet.

• No matter which you choose, World Wide Web Reservation processing solution offers up Inventory and Price.

• Selection is made and passed to Portfolio HMS and secured.

• Room Booked

• Deposit Taken

• Inventory selection and pricing handled from Portfolio HMS and passed to GDS processor.

Online Reservations

Clients Website

GuestRez

GroupRez / RFI

CampRez

• Intergraded or Free-Standing Point of Sale for Restaurant, Lounge, or Gift Shop.

• Full User Customized Touchscreen Menus.

• Time Clock access for work hours and breaks.

• Full Inventory system for Cycle Counting.

• Check Processing:

• Unlimited Splits based on

Persons or Items.

• Combine Checks.

• Room Charges.

• Multiple Settlements:

• Cash, Check, Gift Card, Credit Card, etc.

• Hourly, Daily and History

Reporting.

Point of Sale

• Intergraded or Free Standing Point of Sale for Restaurant, Lounge, or Gift Shop.

• Full User Customized Touchscreen Menus.

• Time Clock access for work hours and breaks.

• Full Inventory system for Cycle Counting.

• Check Processing:

• Unlimited Splits based on

Persons or Items.

• Combine Checks.

• Room Charges.

• Multiple Settlements:

• Cash, Check, Gift Card, Credit Card, etc.

• Hourly, Daily and History

Reporting.

Point of Sale

At Your Service www.Megasyshms.com / 800 492 5001

Reports

Hundreds of standard reports

Custom Guest Ledger Reporting

ODBC Reporting Tools

Drill Down Web Based Reporting

Scheduled Reports Emailed

At Your Service www.Megasyshms.com / 800 492 5001

Web Based Reporting / Drill Down Capabilities

At Your Service www.Megasyshms.com / 800 492 5001

Web Based Reporting / Drill Down Capabilities

At Your Service www.Megasyshms.com / 800 492 5001

Web Based Reporting / Drill Down Capabilities

At Your Service www.Megasyshms.com / 800 492 5001

Web Based Reporting / Drill Down Capabilities

At Your Service www.Megasyshms.com / 800 492 5001

Web Based Reporting / Drill Down Capabilities

At Your Service www.Megasyshms.com / 800 492 5001

Web Based Reporting / Drill Down Capabilities

At Your Service www.Megasyshms.com / 800 492 5001

Web Based Reporting / Drill Down Capabilities

At Your Service www.Megasyshms.com / 800 492 5001

Web Based Reporting / Drill Down Capabilities

Megasys Hospitality Solutions – Company, Products & Services Overview 1/11

Company, Products & Services Overview by

Megasys Hospitality Solutions

Table of Contents

1 Megasys Hospitality Solutions

1.1 Contact Information

1.2 Executive Overview

1.3 Customer Size / Segments

1.4 Strategic Differentiators from Competition

2 Products:

2.1 Core Product – Portfolio HMS

2.2 Add-On Product to Portfolio HMS

2.2.1 Online Reservations Booking

2.2.2 MegaTouch POS

2.2.3 Recreation / Activity / Program Scheduling

2.2.4 Third-Party Interfaces

2.3 Service

3 Summary

Megasys Hospitality Solutions – Company, Products & Services Overview 2/11

1 Megasys Hospitality Solutions

1.1 Contact Information

Legal Name: Megasys Hospitality Systems, Inc.

D/B/A: Megasys Hospitality Solutions

Date of Corp: September 1989

Address: 5800 E Skelly Drive, STE 600

Tulsa, OK 74135

Office Phone: (918) 743-0100

Mobile: (918) 519-4213

Contact:

Title:

Email:

Mark Jewart

COO / VP Sales mjewart@megasyshms.com

Website: megasyshms.com

1.2 Executive Overview

Megasys Hospitality Solutions (“Megasys”) has been providing property management software for almost 30 years. The application was developed by hoteliers based on the needs of the hospitality industry. Megasys continues to develop based on our clients and prospects input and advancements of new tools to benefit hoteliers no matter how big or small or how unique their operations.

Portfolio HMS, by Megasys, is installed and operational in many hospitality segments such as: Independent Hotels/Resorts, Conference and Retreat Centers and Residential/Day Camps, State Park Lodging and Campgrounds, Condominium Properties, Restaurants and Retail Outlets.

Many of our core modules were developed due to a need of one or more of our clients.

We offer many modules and robust functionality within our application, such as, Reservations, Front Desk, Guest Profiles, Groups, Conference Services, Sales and Catering, Event Planning, Guest and Client History, Housekeeping, Engineering, Meal Management, Recreation Scheduling, Point of Sale, Inventory and much more.

Megasys provides several other core products to assist in the daily operations of any unique property operation. Such as interfaces with 3rd-party vendors for communicating the PMS with PBX, Call Accounting, Voicemail, Key Lock, Engineering Systems, Internet, and others.

We also can interface with a few Global Distribution Systems (GDS) for worldwide mailto:jdenver@iqwareinc.com mailto:jdenver@megasyshms.com https://megasyshms.com/

Megasys Hospitality Solutions – Company, Products & Services Overview 3/11 reservation booking, along with direct Web Reservation booking from your website to the database.

Located in Tulsa, Oklahoma, Megasys is an independently and privately-owned corporation, with 25+ employees. Our client base is made up of many segments, as stated above. Megasys continues to grow and expand into new market segments. Working closely with our clients and their needs, Megasys continues to expand their Product and Services, becoming one of the top PMS companies.

Our properties are a wide mix of small 10 room hotels to over 3000 rooms which supports either a single or multiple property locations. The market segments of our properties include, but not limited to, boutique, independent, resort hotel properties, State Parks, RV Campgrounds, Conference and Retreat centers, and others. Our point of sale is used in many different areas, such as Restaurants, Gift Shops, Marinas, Pro Shops, and more.

Our driving force has always been to provide the most flexible, reliable, responsive, and cost-effective property management system available today and well into the future. So, with this driving force and our abilities, the company now looks at how it can make a difference within organizations, not just the hospitality industry. We look at organizations that need our software to help better themselves and help them manage their everyday operations.

We pride ourselves in being more than a software provider; we are your organizational partner. There are many companies that offer software for basic guest functions built on their standards, making you conform to their business rules. We go a step further and consult with our clients to ensure their best practices and organizational rules are built within the configuration. Our staff is comprised of people that will listen to your needs and ensure that your needs are recognized

Lastly to our history and experiences, we believe in providing strong and personal customer service. We support our clients 24/7/365, no matter what time of the day or night. Our success is your success, and we will do what it takes to make sure the software meets your organizations requirements. Our motto is, “At Your Service!” We are here when, even when you do not need us. WE have built and maintained strong relationships over the years with our clients. Our Clients are more than just a number to us.

1.3 Customer Size / Segments

Our clients range from 15 room/site to 3000 rooms/sites; single or multiple property locations; locally hosted or cloud hosted solutions, and more! These clients range from

Independent Hotels, Limited and Full-Service Hotels, State Park Resorts, Private and Public

RV Campgrounds, Conference and Retreat Centers, Summer / Non-profit Camps, Restaurants, Gift shops, and much more.

Megasys Hospitality Solutions – Company, Products & Services Overview

4/11

1.4 Strategic Differentiators from Competition.

Megasys is a company that provides a feature rich PMS, CRS, S&C, POS functionality. Due to our size, we are able to work closely with our clients and be flexible in the needs of our clients. We focus more on how to ensure the software works with the business structure of the client, rather than trying to change the culture of the client to meet the requirement of the software. We focus on develop needs and spend our time on the client needs, rather than developing tools that our clients don't need. By doing this, we keep our overhead low, which we can pass along to our Products and Services Overview

2 Products:

Megasys Hospitality Solutions “Megasys”, was founded on the idea of providing hospitality products to the industry that were flexible and based on the property’s needs. Not all properties are the same, which make each client unique to Megasys. So, if the property is unique, so should the tools be used for their operations. Megasys offers 1 software and database solution, but Clients only use and pay for what they need for their operations.

The following are the products offered by Megasys:

• Portfolio HMS – Property Management Software for Reservations, Front Desk, Housekeeping, Engineering, Back Office. This also includes GuestHost, which is the Browser and Mobile application add-on, for accessing key dashboards and performing Guest Facing functions.

• Conference Services – This is a module within Portfolio HMS that focuses on the management of Groups, Packages and Sales and Catering functions.

• MegaTouch POS – This is a stand-alone application that is built within Portfolio HMS that handles all Point of Sale operations for Restaurant, Food & Beverage and Retail Outlets. This product is an optional add-on module, however, shares the same programs, database and server that operates Portfolio HMS. Within the POS, there is a full Inventory Modules for tracking both food and retail items. It provides both Actual and Perpetual Inventory tracking, with reorder points and cycle counting functions.

• Online Booking Options:

o GuestRez Booking Engine – this is a client specific booking engine that allows Guest to book reservations for the Lodge, Cabin, Cottage, etc., type of reservations from your website.

o CampRez Booking Engine – this is a client specific booking engine that allows Guest to book reservations for Campground type of inventory, such as RV, Tent, Equestrian, Cabin, etc. The guest can book based on Site Type or Site Location via a list or interactive map.

o GuestKey Guest Portal – is an add-on to the web booking that allows Guest to create online accounts to manage their Profiles in Portfolio HMS for their

5/11

Address, Phone and Emails. It also allows for managing their reservations, no matter where they were made.

o MegaLynx GDS / OTA reservations – this is a white label product offered by Megasys that is interfaced with Portfolio HMS that allows accommodates to be sold via Global Distribution or Online Travel Agencies. These are better known as Hotels.com, Expedia, Orbitz, Priceline, Trip Advisor, and hundreds of others. Accommodations, Inventory and Rates are controlled within Portfolio to help control rate parity.

2.1 Core Product – Portfolio HMS

Portfolio HMS is a full feature system providing a total integrated software solution that meets the operational requirements of our Customers. Convenient grouping of transactions prevents the need to move back and forth between menu items, thereby expediting the check-in and check- out cycles. Critical guest information is retained in guest history to develop marketing and statistical reports. All the features of the PMS, noted in the following descriptive narrative, are directed at easing the guest’s check in and check-out process while at the same time efficiently maintaining and reporting the financial transactions and marketing data required in a successful operation. The following is a list of some of the core modules and functions built into Portfolio HMS, which is part of the base price:

Guest Management (Contact CRM)

Individual Guest Profiles Multi-Person Profiles Guest History

Guest Reservation Management Guest Preference / Resources Guest Tasking / Tracking

Reservations

Individual Reservation Booking Group Reservation Booking Campground Reservations

Property / Room Availability Group / Meeting Room Availability Share-With / Link Booking

Advanced Deposit Ledger Wait List Management Package Plan Management

Rate and Yield Management Multiple Email Confirmations Travel Agent Management

Front Office

Guest Profile / CRM Management Guest Messaging Marketing Reporting

6/11

Folio Check in / Check out Single / Multiple Folio Posting One-Button Night Audit

Conference Services

Group Management Group and Event Contracts / Invoicing Individual / Rooming List Entry

Sales and Catering (Events) Banquet Event Order Processing Export / Import Rooming List

Package Plan Templates Group Rate Management Sales Reporting

Housekeeping / Engineering

Update Room Status Lost and Found Module Work Order Processing

Multiple Housekeeping Reports Out of Order Room Management Preventive Maintenance

Accounting / Back Office

Accounts Receivable Direct Bill Accounts Check / Deposit Journals

Cash Reconciliation General Ledger Management

2.2 Add-On Product to Portfolio HMS

2.2.1 Online Reservations Booking

As part of an add-on service, Portfolio HMS provides a way for your Guest to Book Reservation Online. Portfolio HMS controls all the accommodations, pricing, and availability. When setting up Room Types, Rates, Market Codes, Group Codes, the property determines on a case by case basis what can be booked by the Guest. The Online Booking is connected directly to the Portfolio database and provides real-time inventory and rates to the Guest. This means each time a Guest selects a date they want to stay;

the system will verify the availability and then display what the Guest can select from and what the current rate will be.

The Client has full control over the Online Booking site, which means they can add, change, delete pictures that pertain to the property or room types. They can add descriptions that best describe the property or room types. The Client also can control the look and feel of the website to maintain brand continuity.

There are three (3) types of Online Booking options available to our Clients.

Online Booking / CRS

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GuestRez – Resort Reservations

• Individual / Group

CampRez – Campground Reservations

• Site Type / Site Locations

MegaLynx – GDS/OTA

• Online Booking

2.2.1.1 GuestRez Online Booking

This is the main online booking product used for booking Guest Rooms, Lodges, Cabins, Cottages, etc. With this product you can book Individual or Group reservations, as well as allow discount rates, when applicable. Typically, this product is based on Transactions, which allow for seasonality. This means, the product is offered as part of the core product, but to supplement the support of the product, there is a transaction fee associated with each reservation booked online. This fee covers the monthly support of this product, which can be recouped during the reservation process by incorporating a

‘resort fee’ within Portfolio HMS.

2.2.1.2 CampRez Online booking

This is an add-on online booking product mostly used for Campground Booking for RV, Tents, Shelters, Cabins, Cottages, etc. The difference between this product and GuestRez is that it is focused more on the Campground Guest who need to select sites based on their equipment needs, such as pad size, electric, water and sewer needs. The Guest has several options when it comes to booking. They can select a site type, choose a site number from a list or an interactive map. This product allows you to designate which sites are bookable online and which must be booked internally. Like GuestRez, this product is also based on a transaction fee and follows the same premise as described above.

2.2.1.3 GuestKey Online Guest Management

As an added Functionality to GuestRez and CampRez, Megasys provides to your Guest the ability to use GuestKey, a guest portal. With GuestKey, your guest can create accounts online, manage their profiles and manage their reservations across many locations. The biggest benefit to GuestKey, which is not required to make a reservation online, but it gives your guest the ability to check themselves in and out, based on their arrival and departure dates.

2.2.1.4 GuestRez & CampRez – Brands and Chains

GuestRez and CampRez by Megasys, also offers a Brands and Chains option for their clients that have multiple locations and want to expand the Guest Searching ability for booking their online reservations. With this add-on to GuestRez and CampRez, the Guest can search for locations within a certain area, based on attractions and amenities available. This is a great tool, when the guest wants to get a way and doesn’t know the best places to go.

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The Brands and Chains booking page is customizable by the clients and can be maintained by the client by adding descriptions, searching boxes, including specific dates for their stay. After the guest has entered in their search conditions, the site will then make recommendations based on stay.

2.2.1.5 MegaLynx Online Booking

As with GuestRez, this is also an Online booking tool to allow guest to make online reservations from your website. However, this product goes a step further and allow connectivity to both Global Distribution Services “GDS” and Online Travel Agents “OTA”.

This product is a white label product sold by Megasys to provide the extra abilities of the

GDS and OTA companies. These companies are Hotel.com, Expedia, Orbitz, Priceline, Travelocity, etc. By using Portfolio HMS, you can control the inventory and rates and pass it to MegaLynx for Guest selection. While we provide the basic connectivity to the GDS and OTA companies, there is a variable cost that is associated with each. The cost is controlled by the GDS and OTA companies. In some cases, you can elevate yourself with a GDS or OTA and have a separate agreement with them, such as Expedia. When doing this, you pay Expedia a commission for top search ranking and guarantee them X number of rooms per month. This agreement is outside of Megasys.

2.2.2 MegaTouch POS

This is an integrated, yet stand-alone, Point of Sale software module. This product is very versatile as it can be utilized for many purposes. It can be used for Food & Beverage operations, such as, Restaurants, Lounges, Bars, Snack Shop, Room Service, Banquets, etc., as well as be used for Retail Outlets, such as, Gift Shops, Camp Stores, Marina Stores, Pro Shops, etc. The type of Outlet per workstation is controlled by the property, which means the same POS workstation can be used for ringing up food orders as well as selling t-shirts in the gift shop.

MegaTouch POS operates on non-proprietary equipment, which means you don’t have to purchase equipment from Megasys for the POS to function. The software works on any windows-based POS equipment and can be purchased by the client. In some cases, the same Front Desk workstation utilizing Portfolio HMS for checking in and out Guest can also be used as a POS workstation for selling Front Desk gift shop items.

MegaTouch POS does not require a separate server to operate. Since it is integrated with

Portfolio HMS, it shares the same programs and database structure. Therefor only 1 server is required to operate both software applications.

Along with MegaTouch POS there is a full backend Inventory System. This function allows for tracking Actual and Perpetual inventory. Whether you want to track food items or

9/11 physical items, MegaTouch POS can provide you the tools and reporting needs to maintain inventory and reorder when needed. There is also a full Inventory Cycle

Counting system built in for inventory realignment when needed.

2.2.3 Recreation / Activity / Program Scheduling

This module was created for those clients who offer special activities at their properties, that need to be scheduled in advance. These types of activities would be like renting canoes, ziplining, archery, tours, etc. With this module you can sell tickets for cost or use it to control the attendee signed up for the event. You can use this with an individual or group block, and you do not necessarily have to be staying on property to utilize this function. This can be used for day events.

2.2.4 Third-Party Interfaces

As with any operation, there are 3rd Party vendors that provide a service to the property.

The most common are PBX, Call Accounting, Key Locks, and In-Room Movies, as it pertains to a guest stay. Portfolio HMS works with theses 3rd Party vendors to create communication protocols to keep the systems communicating, in order to better assist the guest and the property operations. In most cases, the protocols are used to turn on and off devices as the guest checks in and out.

Other 3rd Party interfaces have to do with generating revenue or collecting settlements, which are known as Credit Card processing and Gift Card collections. Due to PCI security standards, Megasys is lined up with credit card partners; Shift4 $$$ on the Net and

Heartland Payment Processing. Both companies allow for EMV/P2P chip and pin processing, via Tokenization. These two companies allow for zero scope in the application.

With the Gift Cards, we focus on ValueTec and Stored Value. Portfolio has imbedded these two vendor’s applications into the system to allow the User to Issue, Check

Point of Sale – MegaTouch POS

Point of Sale Management Restaurant / Retail Outlets Actual / Perpetual Inventory

Time and Attendance Multiple Outlets / Sales Periods Inventory Cost / Cycle Accounting

Recreation / Activity / Program Scheduling

User Defined Schedules-Day Time Individual / Group Activity Booking Inventory/Quantity Tracking

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Balances, and Use for Settlement on purchases made within the property. Each property is set up differently, and don’t utilize all things, Interfaces are priced on a case by case basis.

2.3 Service

Megasys provides 24/7/365 Support Services to all our clients, based in Tulsa Oklahoma!

We pride ourselves on handling all property critical support issues and go the extra mile to make sure our clients are handled in an efficient and expedient manner. We have structured our support department to resolve issues in a timely and effective manner.

Megasys provides 3 levels of support that uses a team problem solving approach. Each level team works with the next level team to provide you with a rapid response to your support requests. Your issue is assigned to or immediately handled by one of our support services staff which will take ownership of your issue, continually working and following up until resolution of issue has been reached.

Our support level teams are made up of expert professionals who provide various degrees of proficiency in many areas including but not limited to hardware, software, accounting, educational services, POS, night audit and interfaces. This enables us to provide help desk personnel that are uniquely qualified for specific and various issues from procedural to networking.

The effectiveness of our support services teams is based on the roles and responsibilities within each level. Your understanding of each level you are talking to and what their responsibilities are goes a long way in minimizing any frustration.

Level 1: Client Service Representatives (CSR) is the first point of contact with our clients.

A CSR is responsible for taking your call in a timely manner, documenting your issue/request and providing a ticket number. They resolve minor procedural requests or directs/assigns the call to an available support person in the appropriate level of support

3rd Party Interfacing

PBX Call Accounting Voicemail

Key Lock In-Room Movies In-Room Internet

Credit Card Processing Gift Card Processing Point of Sale (3rd Party)

11/11 or the assigned person for an existing ticket. You will be immediately connected to the

Level 2 or Level 3 support based on a variety of reasons including severity, time, and skill set required for resolution.

Level 2: Professional Service Associates (PSAs) are an integral part of the support, training, and quality assurance team. By performing vital functions such as configuration, quality assurance testing, implementation training and client support allows our PSAs to become fully versed in the operation of our software.

PSAs provide a variety of resources to our clients for issue resolution. These professionals review the issues, work directly with our clients to troubleshoot and identify the exact issue, estimate the severity of the issue and provide how-to or workaround information.

If it is determined that program modifications or changes are required, they will escalate the ticket to Level 3, assign a Programmer Analyst and provide backup documentation for final resolution.

Level 3: Programmer Analysts the PA works with our Level 2 support to resolve any technical or programmatic issues. They perform detailed problem analysis, develop workarounds, or provide resolutions. They ensure that these resolutions are included in new version releases of the product.

3 Summary

Megasys provides flexibility in both the Products and Services we provide our clients. We know that everyone is unique in their operations and how they support their Guest.

Therefore, we provide a core product solution and then add on other software components to provide a total solution.

Megasys Hospitality Solu�ons – Dashboards / Menus Page 1 of 9

Por�olio Dashboards:

Each of the Modules have their own Dashboards, as standard display.

RESERVATIONS:

FRONT OFFICE

Megasys Hospitality Solu�ons – Dashboards / Menus Page 2 of 9

CAMPGROUND

HOUSEKEEPING

Megasys Hospitality Solu�ons – Dashboards / Menus Page 3 of 9

CONFERENCE SERVICES

ENGINEERING / WORK ORDERS

Megasys Hospitality Solu�ons – Dashboards / Menus Page 4 of 9

ACCOUNTS RECEIVABLES

FAVORITES

Megasys Hospitality Solu�ons – Dashboards / Menus Page 5 of 9

CALENDARS

Megasys Hospitality Solu�ons – Dashboards / Menus Page 6 of 9

DASHBOARDS

Megasys Hospitality Solu�ons – Dashboards / Menus Page 7 of 9

Megasys Hospitality Solu�ons – Dashboards / Menus Page 8 of 9

GUESTHOST DASHBOARDS / MENUS

Megasys Hospitality Solu�ons – Dashboards / Menus Page 9 of 9

GUESTREZ/CAMPREZ DASHBOARDS

Megasys Hospitality Solutions – Company Overview 1/10

Online Reservations Booking Overview by

Megasys Hospitality Solutions

Table of Contents

1 Online Reservation Booking - Overview

1.1 GuestRez – Hospitality Booking

1.2 CampRez – Campground Booking

1.3 GuestRez & CampRez Brands and Chains

1.4 MegaLynx – World-wide Reservation Booking

1.4.1 Central Reservation Services (CRS) / GDS & OTA Reservations

1.5 GuestRez – Sample Screens

1.6 CampRez – Sample Screens

1.7 GuestRez & CampRez Brands and Chains – Sample Screens

1.8 GuestRez & CampRez Admin – Sample Screens

1.9 MegaLynx – Sample Screens

mjewart Cross-Out

Megasys Hospitality Solutions – Company Overview 2/10

1 Online Reservation Booking - Overview

1.1 GuestRez – Hospitality Booking

GuestRez by Megasys is an online web booking application that allows your Guest to book reservations, online, based on the availability of the Clients property. Any type of accommodation / inventory a property maintains can be sold online, such as Hotel style rooms, Lodges, Cabins, Cottages, etc. This product is developed, maintained, and supported internally at Megasys and connects directly to your database. The online booking engine pulls directly from your inventory.

All pricing structures setup are all controlled through Portfolio HMS, so there is no need for double entry. GuestRez is designed to give you full control over the look and feel of the Guest Experience.

Clients can modify, add, or change content, including property descriptions, room descriptions, amenities, pictures, etc.

The following are some of the benefits of using GuestRez by Megasys:

GuestRez, by Megasys:

• GuestRez, by Megasys is a web booking tool, connected to Portfolio HMS’s database.

• GuestRez is developed, maintained, and supported by Megasys internal staff. We do not use an external development or support company to maintain the application.

• GuestRez is a full featured web booking engine designed to enhance the guest experience and ease of booking.

• Clients have complete control of the Brand Marketing for the look and feel as if it was part of their website.

• GuestRez provides:

o Guest can search for availability based on dates, bed types, discount codes, rates, groups, events.

o Each Property can customize their web reservation website with information specific to their Property, including amenities, special functions, promotions, pictures, and more. These can be changed by the Property and not does not require any assistance by Megasys to perform such changes.

o Each Property can add detailed information about their rooms and add numerous pictures of the rooms so Guests know what they are getting, prior to their stay.

o GuestRez offers the ability for Properties to increase revenues by providing Add-on items (Amenities) for the Guest to either pre-purchase or have ready when the Guest arrives.

o GuestRez allows Group Sales to create special landing pages for their Groups, with special messages and pictures that pertain to their event.

Megasys Hospitality Solutions – Company Overview 3/10

1.2 CampRez – Campground Booking

CampRez by Megasys is an online web booking application, like GuestRez that allows your Guest to book reservations, online, based on the availability of the Clients property. This online booking product was designed with Campground accommodations in mind. Like GuestRez, any type of accommodation / inventory a property maintains can be sold online, such as Campsites, RV Pads, Cabins, Cottages, etc. CampRez goes a step further by allowing the Guest to book campground reservations by not only the Type of site needed, but, by the Location of the site. You can also book multiple locations at one time.

The online booking engine pulls directly from your inventory. All pricing structures setup are all controlled through Portfolio HMS, so there is no need for double entry. GuestRez is designed to give you full control over the look and feel of the Guest Experience. Clients can modify, add, or change content, including property descriptions, room descriptions, amenities, pictures, etc.

There are many Campground booking options to choose from, but the difference between Megasys and the others; you get the funds first! Megasys does not collect the fees, then invoice the Campground. The Campground controls their inventory and collects all fees / deposits.

The following are some of the benefits of using CampRez by Megasys:

CampRez, by Megasys:

• CampRez, by Megasys is a web booking tool, connected to Portfolio HMS’s database.

• CampRez is developed, maintained, and supported by Megasys internal staff. We do not use an external development or support company to maintain the application.

• CampRez is a full featured web booking engine designed to enhance the guest experience and ease of booking.

• Clients have complete control of the Brand Marketing for the look and feel as if it was part of their website.

• CampRez provides:

o Guest can search for availability based on Site Types, and Site Locations.

o Guest can utilize the interactive map to see their site and book from there.

o Each Campground can customize their web reservation website with information specific to their Campground.

o Each Property can add detailed information about their sites and add numerous pictures of the sites, so Guests know what they are getting, prior to their stay.

o Security can be turned on to all the Guest to Make, Modify, and Cancel Reservations. If there are cancellations, the system allows you to create cancellation policies for collection fees.

o Also with Securities, Clients can allow their Guests to Check-in and Check-out for their stays. For those Guests that have multiple reservations, they can manage them all in one place.

Megasys Hospitality Solutions – Company Overview

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1.3 GuestRez & CampRez Brands and Chains

1.4 MegaLynx – World-wide Reservation Booking

Through intelligent distribution of your online reservation channels (OTA Net Rate/Merchant Programs & GDS/IDS), MegaLynx CRS provides a complete end-to-end PMS/CRS solution to maximize your engagement of would-be guests and achieve your reservation revenue goals.

MegaLynx CRS includes a seamless connectivity to the Online Travel Agents (OTAs) and Global Distribution Systems (GDS). The connections are to 3rd Party booking sites like Expedia, Hotels.com, Bookings.com, and hundreds of other channel managers.

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File details come from the government source that posted it. Updated Nov 18, 2024.