Process Reservation Electricity Trading

Question: Describe about the Process Reservation for Electricity Trading. Answer: 1) Organizational based systems commonly used to determine the availability of requested reservation from customers Various organization used different systems to ensure that the reservation received from the customer is available (Xuyang at.al 2007). The reservation department is a key sector in dealing with reservations. The commonly used system is the historical reservation volumes and the actual arrivals, control books, computerized systems and confirmation numbers for each customer. They compare the types of room available for instance in a hotel situation. If the number of bookings exceeds the actual arrivals or less the availability is confirmed. If the customer specifications is not available then he or is offered an alternative room of which the customer insist they use agents and refer them to another organization meeting the requirements. They also use agents for confirmation of reservation and provide advice on alternatives to the customers. 2) Successful provision of alternatives for unavailable reservations and waitlist options Under some circumstance the customers reservations may not be available depending on the rate and the seasons. In a case where by an organization is not able to offer the specifications of a customer for example in a hotel situation where customer needs a reservations for a specific room with features required by the customer an alternative is offered. The reservation management check through the reservation history and find alternative rooms for the customer to select. They give the customer a list of the available rooms in a hotel situation to check as he wait for the reservation. This kind of list is referred to as the wait list. The waitlist contain alternatives confirmed by the reservation mangers. The organization then guarantee the customer reservation if the alternative is accepted. In cases where the customer insist in the demand of the specifics in the reservation then organization steps into another step. To preserve the organizational reputation the organization then loos for another organization offering similar services. This is done through reservation agents dealing with variety of organizations. The reservation agents confirm with the organization the availability of the reservation to the organization. The customer is then referred directly to the other organization or the organization makes the reservation on the behalf of the customer and send the reservation confirmation. When the procedure is well followed then the provision of alternative is considered successful. 3) Five products/ services a reservation consultant should have knowledge about Airline reservation Hotel reservation Travelling reservation Rental reservation Shipment reservations 4) How to ensure that customer details recorded against the reservation are correctly understood by other operational personnel In order to ensure that customer details is recorded against the reservation are correct, the personnel mandated should ensure that there is a match between the reservation and the product number or service identification. The person in charge should create code or numbers for services and the reservation received. The created service codes should match that of the reservation, for instance a hotel room number matching the reservation on can easily be determined by another personnel in absence of the person in charged. 5) Circumstances under which customer profiles or history might be used and how it enhances customer service and operational efficiency Customer profile is used by an organization for several reasons which are beneficial to the customers and the organization. Customer profile contains personal details for a given customer. The personal details are used to provide services to the superior and frequent customers. The customer history is also used for the same purpose as the profile and personal details. The use of customer profile and history enables the reservation management to determine the needs specification and the desires of the customer. Customer profile can also be used when informing a given customer about the services available within the organization and the changes made in the organization. Customer profile is also being used by an organization to enable a given customer to use any property of the organization regardless of the location. Customer profile is also used in occasions when prior payment or an invoice is required. The use of customers profile enables an organization to serve customers according to their demand thus retaining their loyalty. 6) The four main details to be confirmed by the customer about their understanding and agreement on reservations booking Payment details Dates and rates at which the organization Period of the service Location and procedure for refund 7) Importance of following organizational procedures and guidelines to retrieve and update the reservation data Following the prescribed procedures when updating and retrieving data during reservation. The privacy of customer should be preserved at high priority. Following of the organization helps in the preservation of the clients privacy as demanded by the privacy policy. The prescribed procedure enables easy trace of the data. Without strict follow of the procedure, it becomes difficult to trace customers history when required, for example, serving of frequent customers is easier with when the information about them can be traced. It may lead to misplacement of a reservation received from the customer. Operation personalities are required to observe the procedure to enable easy payments and refunds. Following the right organizational procedure also prevent personal information about customers from reaching unauthorized personalities. The process the reservation personnel to determine the availability rooms for instance in a hotel situation. Following of the procedure helps to prevent fraud which may rice as a result of data mismanagement, for example during payment one can easily crack into customers system if data is not properly kept. The most important for the procedure is to preserve clients personal information from reaching unauthorized hands. 8) Necessity of explaining the terms and conditions of refunds before accepting, processing and recording customer requests for cancellation of any bookings Terms and conditions binds the client and the organization. Explanation of the terms and conditions is done prior before accepting, processing and recording customer requests for cancellation of any bookings. Explaining terms and conditions at this level to customers with knowledge on all the procedures and consequences of their actions. This helps both the parties from undergoing expenses. The process for refunding is different from one organization to another. Explanation help the customer to understand the refunding procedure. Money always being refunded to the customer is not always similar to what they paid during booking while in some organization there is no refunding after the payment. In some occasions the only refund that can be made is tax allowance to customers while other organizations the money is refunded the customer only deducting transaction charges. The customer must therefore have the knowledge concerning all the deductions. Explanation before refunding gives the customer with knowledge on how changes deductions are done. 9) Details of amendment, cancellation conditions, charges, how customer understood and agreed The amendment of reservations and booking some times are note accepted by some organizations. The amendments require some specific details for the concerned personalities. During the amendments the personal information or customers profile is provided, payment details the reservation and the information to be added to the existing. There must also be substantial reasons for the amendments. When a customer demands cancellation, an application must be forwarded to the organization and details must be provided. Once the claims from the customer is received, charges are applied to the amount of money paid by the client. The organization makes the charges and fees and the rest of the remaining balance is sent to the customer. The customer after cancelling the payment and money has been refunded in relation to the terms and conditions which customers are explained for before the commence of the process the customer is given a chance to destroy the payment cards. 10) Five examples of information regarding customer requirements that needs to be collected and communicated to other departments. Types of services Time and period of the reservation The customers taste and preference Financial status culture and religion 11) Ways on how one can contribute towards minimizing the use of printed materials and maximizing electronic transmission to reduce waste There are number of ways of dealing with the reduction of paper work and maximizing on the use of computerized system. These ways include: Providing a website enabling customers to check for services Creation of an online booking system Making confirmation of reservation through of e-mail not letters Using computer to store customers data and information Using online payment services only Using online platforms for customers to create profiles Allowing customers to make orders online Using teleconferencing when holding a meeting within an organization Creation of self-serving computerized system Providing customer with online invoices and receipts concerning payment confirmations 12) Sources of reservations that are common and the kind of industry and organizational relationships required to determine the availability of reservations requested by customers Reservations come from various sources, reservation request may come from one organization to the next in search of alternative to customers (Hashimoto at.al 2012). Reservation can also originate from different sources to organizations. Organization Reservation source Travel and tour organization Travel agencies, trekking agencies, rafting agency ,mountain industry Airlines Companies and commercial role users private users Ministries and government Public servants Hotels Guests Central reservation Travelers Traveling organization Passengers Universities and colleges Students and tutors Every organization receive their reservations from various sources as listed in the table above. Starting from the bottom, the main source of reservation in universities are students and tutors, in a travelling organizations comes travelers similar to central reservation. Airline receive reservations from business men, organization and private traveler, hotels from guests and other hotels as indicated above. Each organization receive reservation from different sources even though some receive from similar sources. 13) Systems and procedures required by an organization to successfully process reservations There a number of systems involved in the process of reservation of a service within an organization. Making reservation inquiries This is the first step of making reservations. The concerned reservation personnel performs a simple question answer inquiry from a client. Determination of the availability The personnel cross check the booking history and the customers specifications. Various systems such as data bases, computer records are used to determine the reservation availability. Rejection or acceptance During this process the reservation personnel accepts or reject the reservation depending on the availability. Documentation of the reservation request The person in charge makes the documentation of the reservation in details. This can be made through the use of computer or manually. This request is then maintained and prevent the booking of the same service of good already booked Confirmation and report The reservation management confirms the reservation through the use of letters or email and forward a report. 14) Format of documents used during reservation and how they can be modified Organizations for example, a hotel reservation or affirmation letter is extremely specific sort of letter that is composed by lodging administration to send to their clients and visitors for booking of inn rooms and eating reservation. Composing inn reservation letter is just about accommodation of inn and eatery administration that is eventually a fundamental piece of their inn administrations. Organization reservation letter can be said a bit of affirmation in the interest of lodging administration. In hotel reservation letters, some of essential focuses are plainly expressed on the accommodation of organization administration and visitors to be hosted. Details that is given in reservation letter include: Names and addresses of both parties Date/day of reservation Date of arrival and departure Number of guests Rates and charges of dining and room reservation Number and types of rooms booked Details of package Payment terms and mode These details can be modified to meet the customer desires and requirements. Date of reservation ca be changed depending on the client. The latter includes rates of charges, the number of guests, and arrival among the mentioned. The letter therefore can be modified to include every desire of the client. Reservation invoice on the other hand is quite different from the normal invoice received from other payments. It recommends the payment for the reservation, balance with consideration of other factors as follow: Names and addresses of both parties Date/day of reservation Invoice number Service number Contact Descriptions Quantity Cost Amount Balance Reservation invoice just as the confirmation letter can be modified according to the customers choice. Date, quantity, descriptions and amounts can be adjusted according to customers reservation. Reference Hashimoto, S., Kanamori, R., Ito, T. and Chakraborty, S., 2012, December. Evaluation of Parking Reservation System with Auction Including Electricity Trading. In Web Intelligence and Intelligent Agent Technology (WI-IAT), 2012 IEEE/WIC/ACM International Conferences on (Vol. 3, pp. 389-393). IEEE. Xuyang, D., Mingyu, F., Xiaojun, L., Dayong, Z. and Jiahao, W., 2007. Multi-path based secure communication in wireless mesh networks. Journal of Systems Engineering and Electronics, 18(4), pp.818-824.