Royal Holloway Reaps Huge
Financial Benefits with Kx
May 11, 2005 - Faced with a 30% budget deficit, completely inadequate computer systems, and staff drowning in paperwork, Royal Holloway’s event and conference management needed to take drastic action. We look at how Kinetic Solutions’ Kx system was able to help Royal Holloway turn the situation around so that 30% behind budget went to 30% up on budget in just six months. 

Two years ago, Melanie Loizou, assistant director Sales and Marketing at Royal Holloway, was given the unenviable task of turning the University’s conference and events operation from an administrative nightmare into a slick, customer-focused enterprise. 

Although her staff was hard-working, they were overwhelmed by paperwork, and hampered by "steam-driven" software. She explains, "We had a number of home made systems cobbled together from what was available on Microsoft, but none of them communicated with the other, which meant huge amounts of data entry."

Loizou calculated that each room booking took 20 minutes to complete, and with more than 4,000 bookings a year, this meant that these transactions alone were taking at least 56 man-days to carry out. That was just the tip of the iceberg. "Our billing was particularly atrocious," she says. "We literally had hand-written invoices and had to get our calculators out to work out deposits," she continued.

After looking at several software companies, Loizou decided that Kx from Kinetic Solutions was the ideal system to cut duplicated and unnecessary paperwork, and to integrate all parts of Royal Holloway’s operation. After working with Kinetic to tailor Kx to suit the way Loizou’s team worked, the system was implemented. 

According to Loizou, the difference it made was "phenomenal". Time taken to book rooms went down to a couple of minutes; billing was automatically calculated and invoices were sent out on time. All the systems communicated with each other, which meant that information only needed inputting once. Loizou was delighted, saying, "We went 'live' with Kx halfway through our fiscal year. At the time we were 30% behind budget. At the end of the year we were 30% ahead of budget.  Without a doubt, Kx has been key in helping us achieve this fantastic result." 

Eighteen months on, Loizou has had time to reflect and she believes the benefits of using Kinetic Solutions’ Kx software are even more apparent. "It has given us more flexibility," she says. "We now spend more time being proactive, and concentrating on providing a better service to our customers. I love the system – it’s great!" she enthused.

As with all systems, refinements and improvements are essential if service and procedures are to keep pace with customer demands. Loizou has noticed that Royal Holloway’s newer members of staff, who have never known other systems, are constantly putting forward ideas as to how they can do things better. 

K x is a proven software solution that is used by hundreds of education and hospitality sector clients. Kx is a proven and fully integrated solution to the Entirety Property Management System (PMS) from Ramesys:

  • Integration to the Ramesys Entirety Front Office system. 
  • One screen shows all meeting rooms, bedrooms, catering availability and capacity. 
  • Tracks and records previously turned down business. 
  • Sales forecasting and setting of sales budget with graphical overview of predicted business. 
  • Fast quote calculation. 
  • Comprehensive Analytical Sales Reports
The Kx product is sold and installed by Ramesys in partnership with Kinetic Solutions. Ramesys has enjoyed a successful working relationship with Kx creators, Kinetic Solutions, for over three years.

In addition to the Entirety PMS for Windows, the Entirety Enterprise Suite consists of:

  • ImagInn Platinum for Linux/Unix
  • Entirety Customer Relationship Management (MPower and ImagInn Search)
  • Entirety Central Reservations (CRes)
  • Entirety Connect for Web Reservations 
  • Entirety Direct (integrated web based front desk module)
  • Complete Telecommunication Solutions (Mitel and Hitachi PBX, Voice Mail, Call Accounting)
  • Full Array of Third Party Property Level Interfaces 

About Ramesys: Ramesys provides single source IT solutions with application software focused on the needs of specific industries supported by a comprehensive range of e-business services. Ramesys has revenues of around $95m and employs over 650 people. The company offers a comprehensive portfolio of products and services, and, by consistently exceeding customer expectations, has achieved market-leading status in a number of industry sectors. 

Ramesys Hospitality
Heather Fay
Marketing Coordinator
1 Cragwood Road, Suite 202
  South Plainfield, New Jersey 07080
Tel: 908 941 1300 x 243
Fax: 908 941 1312
Web: www.us.ramesys.com

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