The Woodlands – A Case Study
A mere thirty minutes from downtown Houston is the Woodlands Resort and Conference Center.
Why The Woodlands selected Data Plus
In early 2005, The Woodlands Operating Company needed a new back office system for a number of reasons, the most pressing being the current software which was outdated, unsupported, poorly designed and user-unfriendly. The Woodlands was in the process of being separated into an independent operation and needed a Back Office solution capable of more than just accounting. Their goal was to find a system that could handle their diverse range of operations. Their main objectives were to perform accounting functions and generate accurate and timely financial information for the resort operations. The Woodlands additional requirements included inventory with bar code scanning, purchasing, receiving and interfaces to the PAR Springer-Miller Systems Retail Application and ADP.
Data Plus offered The Woodlands a simple, user-friendly yet robust back office software solution. The Woodlands could both automate and integrate their complex resort operations using the multiple back office processes available with our applications. They recognized that the user-friendly Data Plus applications would enable them to achieve their objectives of accurate and timely financial reporting and information, as well as more robust functionality such as inventory management, purchasing, receiving and external interfaces.
The Woodlands’ objectives for their new back office software solution were:
• Tailored hospitality software solution
• Simplicity and ease of use
• Ability to implement quickly
• Best fit for their needs, particularly with regard to purchasing and inventory
• Ability to integrate with PAR Springer-Miller Systems Retail Application
• Increased efficiency and lower operating costs
• Accurate and timely financial reporting and information
• Real time information for improved operational decision making
• Increased responsiveness to customers
• Solid platform for growth and improvement
The Data Plus Implementation at The Woodlands
The Woodlands’ implementation included multiple back office functionalities, including General Ledger, Accounts Payable with Positive Pay, Inventory with Bar Code Scanning, Purchasing and Interfaces to the PAR Springer-Miller Retail Application and ADP.
The financial functionality implemented at The Woodlands is part of the original core Data Plus Application which has been the backbone of the Data Plus Back Office Suite.
Woodlands Resort & Conference Center Selects the Data Plus Back Office Suite
Today, the original Data Plus Accounting Application has grown into a fully integrated back office solution including the expanded functionality for inventory, purchasing, receiving and external interfacing to PAR Springer-Miller Retail Application, ADP and others.
The Woodlands was the first Data Plus customer to implement the new back office functionality introduced within the Data Plus Back Office Suite.
The Woodlands Resort & Conference Center implemented all the Data Plus applications in just over one month and the project was delivered on time and under budget. The Woodlands team consisted of John Smith (Controller & Project Manager) and Robbi Pierce (Accounting Manager). A total of seven Woodland employees were trained during the implementation.
A few words from The Woodlands about Data Plus
John has been a long term user of the Data Plus Hospitality Solutions. It was John’s favorable experience with Data Plus over the years that resulted in The Woodlands’ decision to select Data Plus. “When I went to San Antonio in 1999, I had the opportunity to replace the Back Office package. I selected Data Plus over four other systems and NEVER had a regret. In the four years that we used DPHS, we had NO DOWN TIME, NO DATA CORRUPTION, and had very positive experiences with updates and fixes. Although I did not call often, when we needed to call, the support staff was available, courteous, and knowledgeable about the issues and did whatever it took to solve our problem. Our installation at San Antonio was quick and painless.”
“Our former program was old and we were MANY updates and versions behind, to the point where our product was no longer supported. The goal was to be able to provide accurate and timely financial information to the resort operation at the same time that staffing levels were being reduced due to the separation of The Woodlands as an independent operation. We are very happy to say that we accomplished this goal quite readily. The first month’s financials produced after going live were on time, with complete history loaded for current year and prior year, and all statements were formatted and proofed prior to month end. Final statements were produced on the 4th working day after the close, which is one day early. “Based on my experiences with Data Plus, I would strongly recommend them to any hospitality customer as the best solution for their operation. I know that future Data Plus customers will become as excited as I am about their product, service and customer satisfaction. I am always available for reference calls so don’t hesitate to contact me.”