Business Development
ZOFFER Report
Newly introduced in 2018 is the so called “ZOFFER” report for each BusDev member’s use. This report is being used to keep an overview on the quotes of each individual as well as to keep track on the follow up required with the client. The report also has the following benefits:
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Keeps a quick overview in TP of our workload (saves time as you don’t have to duplicate work by manually listing all quotes on paper or in Excel)
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Keeps track of everything so you don’t lose sight of anything (e.g. option expiry dates)
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Easier for BusDev consultant to follow up with client to get feedback on sent offers
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Easier for managers to assess workloads and quickly see who needs help / see where capacity is
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Identifies which agents are converting / which ones are wasting time
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Help identifying barriers / training needs
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Assists used for Group Accommodation team to print the FAS for newly entered bookings
Both reports for Quotes in TP Ireland and TP UK are saved under N:\Business Development\Business Development - Shared\Reports
Service line ZOFFER - Why are we using a ZOFFER line?
As we are using the Tourplan tool Group book for enquiries and bookings we are using the service line ZOFFER to mark the group book which originated from the enquiry. This will enable us to run realistic conversion reports per department, client and BD consultant. Furthermore we will be using the line to monitor work load per department and BD consultant. It also enables us to insert follow up dates in order to get feedback from our clients on sent offers.
Inserting a new request into Tourplan
The aim is to log newly received requests as soon as possible in Tourplan (ideally within 24 hours). You insert everything in Tourplan as you always do but insert the ZOFFER line on top. The default service status of the ZOFFER line is “Unassigned”.
Step 1: Click on Service List then insert and type in the supplier code ZOFFER then go to find and click on the option OPTION.
The service nor the sequence have any impact on any stats at this stage.
Sending an Offer
Once an offer has been sent go into the group book and change the status to QS and insert the date on which you sent the offer under “Date of Cax”.
Furthermore change the service date of the ZOFFER line to the date you want to follow up with your client.
Counting Re-Quotes
Go to service list and double click on the three little dots. The Service Details window will open and you can insert the number for the re-quotes in supplier confirmation, e.g. RQ3 if you have just send the 3rd re-quote.
Please note: the format reflecting the number of quotes you have sent is RQ1, RQ2, etc….
Additional Notes on the ZOFFER Report
Option Bookings & ZOFFER report
If you have a booking where provisional space is held with a supplier (e.g. hotel), the service status of the ZOFFER line has to be OP so that on the report it clearly shows that provisional space is held for this enquiry. For quotes where no provisional booking is held, the service status is “Unassigned”.
Copying Bookings
When copying bookings the ZOFFER line MUST ONLY stay in the original group book. It MUST be deleted from all copied bookings that were received from the same enquiry. We will only be able to run realistic conversion reports if this rule is being followed by everyone. For Series the following has been agreed:
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Group Accommodation teams both in Ireland and UK have to delete the ZOFFER line when they copy the references in TP. Zoffer line to stay ONLY in the first date of the series.
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For staff working on series, the report needs to be run based on NW/CO status as well, as series are entered directly as NW and not as QU
Seasonal Offers
There are offers that are prices for all year and are used by clients independently. When they have a group enquiry that confirms based on those prices, BD usually creates a new reference. In order to avoid messing up statistics and dragging down conversion rates, the “ET” service status has to be used to show it was only a seasonal offer. This status is excluded from statistics to avoid confusion.