Data Validation

Use data validation to confirm that the data displayed in SmartSpace matches the daily and monthly values in your Sales and Catering systemClosed The system that you use to manage the bookings for your function rooms. Also known as a diary management, or meetings and events reservation system. Examples include Delphi and Opera.. The following tests ensure that the data in SmartSpace are accurate and useful.

You can complete your data validation over a period of days, but perform the tests on a fresh data import each day you choose to validate your data. This ensures the data in SmartSpace is as current as your Sales and Catering system data for comparison purposes.

Best Practices

  • For each test scenario, compare the data in SmartSpace against your Sales and Catering system data for the same time period.
  • For the majority of test cases, you can export the Bookings Report for a particular time period to Microsoft Excel to compare the bookings against your Sales and Catering system.
  • When comparing the Bookings Report against the bookings in your Sales and Catering system, check if any additional bookings exist that are missing from your SmartSpace data.
  • If the data in SmartSpace does not match your Sales and Catering system data, report it by logging into the Client Portal and entering a case. Provide as much detail about the discrepancies as possible.

Validating Data

Test 1: Status and Market Segment

  1. Under Trend Analysis, click Daily Demand by Status
  2. Choose two statuses to test on different dates (Definite, Tentative, Prospect, Lost/Cxl, or Turn Down).
  3. Vary the dates and months in view by adjusting the Event Year and Event Month filters, and then click OK.
  4. Click the enquiry number for a day and month for each status to view the Bookings Report.
  5. Compare the bookings listed on the report for that status and time period against the bookings in your Sales and Catering system.
  6. Check that the marketing segments for bookings are the same.
  7. Compare all the report’s headings and data to that in the Sales and Catering system.

Test 2: Attendees

  1. Under Trend Analysis, click Daily Demand by Attendees
  2. Choose two attendee ranges to test on different dates (1-10, 11-20, 21-30, 31-50, 51-80, 81-120, 121-180, 181-250, 251-400, 401-650, 651-800, 801-1000, or 1000+).
  3. Vary the dates and months in view by adjusting the Event Year and Event Month filters, and click OK.
  4. Click the enquiry number for a day and month for an attendee range to view the Bookings Report.
  5. Compare the bookings listed on the report for that attendee range and time period against the bookings in your Sales and Catering system.

Test 3: Function Rooms

  1. Under Trend Analysis, click Daily Demand by Number of Function Rooms
  2. Choose two statuses to test on different dates (Definite, Tentative, Prospect, Lost/Cxl, or Turn Down).
  3. Vary the dates and months in view by adjusting the Event Year and Event Month filters, click OK.
  4. Click the function room enquiry number for a day and month for each status to view the Bookings Report.
  5. Check that the total number of function rooms for that status and time period is similar to the number shown in your Sales and Catering system.

Test 4: Enquiries by Month by Lead Time

  1. Under Trend Analysis, Enquiry Analytics, click Enquiries by Month by Lead Time
  2. Click the Market Segment filter, select the checkbox next to only one market segment, and then click OK.
  3. Click the Data table tab, select one status and click the enquiry number for a month and one lead time range to view the Bookings Report.
  4. Compare the bookings on this report to those in the Sales and Catering system for that month, lead time range, status, and market segment. Verify that the Create Date and Arrival Date are the same on the report and in the Sales and Catering system.

Test 5: Space Utilisation

  1. Under Performance, click Space Utilisation.
  2. Click the Weekly Input tab to confirm that the function rooms ticked for inclusion are the same meeting rooms and booking details recorded in the Sales and Catering system on that day.
  3. Confirm that the attendees selected for inclusion are the same number as those recorded on the individual bookings in the Sales and Catering system for that date.
  4. Confirm that the revenue figures selected for inclusion are the same as those recorded on the individual bookings in the Sales and Catering system for that day. This will include definite, tentative and prospect bookings where applicable.