Aastra ACD Supervisor User Guide

ACD Supervisor
BusinessPhone Communication Platform
User Guide
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EN/LZTBS 160 375 R1A
© Ericsson Enterprise AB 2003
BusinessPhone – ACD Supervisor2
Table of Contents
page
Welcome ..........................................................4
The ACD Function ............................................6
Supervisor Functions ........................................ 9
Statistics ........................................................ 13
Working as an Agent ...................................... 18
Glossary ......................................................... 26
Index .............................................................. 28
Tab le of Co nt en ts
3BusinessPhone – ACD Supervisor

Welcome

Welcome
Welcome to the User Guide for ACD Supervisors in the BusinessPhone Communication Platform from Ericsson. The BusinessPhone Communication Platform consists of BusinessPhone 50, BusinessPhone 128i and BusinessPhone 250.
With Ericsson as a provider of your ACD system, your call centre needs will be fulfilled, regardless of the size of your call centre. The features described in this user guide are related to version 5.1 or higher of the BusinessPhone Communication Platform. Some might not work in earlier versions of the system and/or might be protected by a hardware dongle that has to be bought separately.
The User Guide describes the facilities of the BusinessPhone Communication Platform and the Supervisor phone with a default programming. There may be some differences in the way your phone is programmed. Please consult your system administrator if you need further information.
The latest version of this User Guide can also be downloaded from:
http://www.ericsson.com/enterprise/
Note: Dialog 4223 Professional / Dialog 3213 is a system telephone, i.e. it can only be used for an Ericsson private branch exchange that supports this type of telephone.
BusinessPhone – ACD Supervisor4
Welcome

Copyright

All rights reserved. No parts of this publication may be reproduced, stored in retrieval systems, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without prior written permission of the publisher except in accordance with the following terms.
If this publication is made available on Ericsson media, Ericsson gives its consent to downloading and printing copies of the content provided in this file only for private use and not for redistribution. No parts of this publication may be subject to alteration, modification or commercial use. Ericsson will not be liable for any damages arising from use of an illegal modified or altered publication.

Warranty

ERICSSON MAKES NO WARRANTY OF ANY KIND WITH REGARD TO THIS MATERIAL, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. Ericsson shall not be liable for errors contained herein nor for incidental or consequential damages in connection with the furnishing, performance or use of this material.

Declaration of Conformity

Hereby, Ericsson Enterprise AB, S-131 89 Stockholm, declares that this telephone is in conformity with the essential requirements and other relevant provisions of the R&TTE directive 1999/5/EC.
Details to be found at:
http://www.ericsson.com/sdoc
5BusinessPhone – ACD Supervisor

The ACD Function

The ACD Function
Automatic Call Distribution (ACD) is a system that distributes incoming calls evenly among the members of an answering group ­the Agents.
Incoming calls are distributed to free Agents. If several Agents are free, the call will be presented to the Agent who has waited the longest. If a call cannot be connected immediately to a free Agent it will be placed in a queue. Each queue is handled according to the First-in First-out principle. If maximum queue length is obtained, incoming calls can be overflowed to an alternative answering position, e.g. another call group, an extension, the operator or a Voice Mailbox.
The system can be programmed for dynamic queue length, this means that the maximum queue length will vary proportionally to the number of active Agents, and thus maintains an even service level. Priority overflow patterns (i.e. calls that cannot be answered by Agents with the highest priority are automatically overflowed to free Agents with lower priorities) can also be pre-programmed to handle specific traffic conditions.
To monitor the work load and call traffic, the Supervisor is provided with statistical call information. The Supervisor can re-organize the ACD groups to meet varying demand or, if needed, provide Agents with direct assistance on the phone. During peak hours the Supervisor can also activate himself as a normal Agent position.
Each Agent can be a member of several ACD groups. The system can handle up to eight ACD groups (numbered 0 - 7), each with a specific call number.
Note: If you are using the Dialog 4223 Professional and you want to supervise more than 4 ACD groups, the optional key panel DBY 419 01 has to be connected to your telephone. For more information, please ask your system administrator.
BusinessPhone – ACD Supervisor6
The ACD Function
Your Supervisor position is equipped with either a Dialog 4223 Professional or a Dialog 3213 phone. The phone has special pre­programmed keys related to the specific ACD features.
Dialog 4223 Professional Dialog 3213 Executive
7BusinessPhone – ACD Supervisor
The ACD Function

Phone keys Dialog 4223 / Dialog 3213

This table gives you an overview of the different key design of the Dialog 4223 Professional and the Dialog 3213 Executive. In this user guide you will only find illustrations of the Dialog 4223 keys.
If you are using the Dialog 3213 Executive, please refer to the table below to find out the appropriate key combination.
Key Dialog 4223 Dialog 3213
Clear
í X
Headset
Loudspeaker
Mute
Programmable
Function key
Vol ume
Í
Headset h
 s É m Ôg
ì V
BusinessPhone – ACD Supervisor8

Supervisor Functions

Supervisor Functions

Activation of queue indication

As a Supervisor you can monitor the ACD queue situation without getting ACD calls to your phone.
Ready Ô Press (pre-programmed).
Verification tone, the display will show:
12 May 10:35 +15° NO ACTIVE QUEUE
If this message appears in your display, you will not receive any ACD calls on your phone.
Note: When you only want to monitor the queue situation you must secure that no ACD group is selected (ACD group lamp shows steady light) otherwise you will be logged on as a normal Agent when you press the Ready key.
í Press.
The Ready key lamp lights.
12 May 10:35 +15° 0=00 1=00 2=00 3=00 SUPERVISOR 201 directory redial prog
The display shows the queue situation (number of calls that are waiting) for each group (groups 0-3, then groups 4-7 in 5 seconds intervals).
Ready ÕÔ Press to deactivate queue indication (pre-programmed).
9BusinessPhone – ACD Supervisor
Supervisor Functions

Call agent

Agent Ô Press (pre-programmed Supervision key).
Your call will be presented on Line 2 of the Agent’s phone and will override any blocking.

Supervisor keys

Supervision keys can be pre-programmed on your phone to monitor and call individual Agent positions. The number of Supervision keys can be increased with an optional key panel.
Agent Ô Agent key lamps inform about the status of the individual
Agent positions:
Extinguished Logged off
Steady light Ready to answer or busy with a none ACD call
Light with short breaks Busy
Slowly flashing Clerical
Rapidly flashing Request for help (simultaneous ringing signal)

Agent requests help

When an Agent requests help, the respective Agent key lamp starts flashing rapidly and you will get a ringing signal.
There are two ways to help an Agent:

Option 1 - Answer the help call

Agent ÖÔ Press the flashing Agent key (pre-programmed).
You will be presented on Line 2 of the Agent position.

Option 2 - Intrude into the ongoing call

See section “Intrusion” on page 11.
BusinessPhone – ACD Supervisor10
Supervisor Functions

Intrusion

This is useful if you need to assist an Agent who is occupied in conversation.
z Call the Agent position.
Busy tone.
12 May 10:35 +15° 0=00 1=00 2=00 3=00 AGENT 1 203 BUSY
camp-on call-back intrusion
intrusion Press (see display).
Intrusion tone is heard and a three party call is established. When the called extension replaces the handset, and you keep off hook, the extension will be recalled automatically.
11BusinessPhone – ACD Supervisor
Supervisor Functions

Silent Intrusion

This is useful when you want to listen in on a conversation of an Agent. Neither the Agent nor the other party gets any indication that you are listening.
Silent Intrusion Ô Press (pre-programmed).
Or:
*65* Dial.
Agent Ô Press (pre-programmed).
# Press.
The display shows the name and the number of the Agent.
Procedures during the Silent Intrusion:

The Agent clears:

The Supervisor takes over the call. The Agent is free again.
Or:

The Supervisor clears:

The Agent stays in conversation.
Or:

The Supervisor decides to take over the call:

Intrusion Ô Press to disconnect the Agent (pre-programmed).
Or:
8 Press to disconnect the Agent.
The other party is connected to you.
BusinessPhone – ACD Supervisor12

Statistics

Statistics

ACD statistics

The ACD system can provide you with statistics of the traffic in each ACD group. To be able to read out the statistics, you have to define a measurement period.
There are several kinds of statistics available for each ACD group:
The total number of calls during the period.
The number of answered calls during the period.
The average queue time for calls during the period.
Two threshold times (0 to 255 seconds) can be set for each ACD group to provide additional statistics:
The number of calls answered before and after the threshold
time 1 (T1) during the period.
The number of disconnected calls before and after the
threshold time 2 (T2) during the period.
13BusinessPhone – ACD Supervisor
Statistics

Programming mode

To get correct statistical information, it is necessary to program the system according to your requirements. In order to read out the statistics, you also have to enter the programming mode.
*00# Dial.
12 May 10:35 +15° 0=00 1=00 2=00 3=00 SELECT PROGRAMMING
system phone
system Press (see display).
z Enter the Password.
Note: When you enter the programming mode for the first time you have to use the Default Password 00000.
Enter Ô Press (pre-programmed).
Or:
2nd Ô# Press.
The phone is in programming mode. Now you can enter a command, see the following pages.

Change Password

When you enter the programming mode for the first time, we recommend to change the Password.
5201 Dial.
z Enter the new Password.
(Password should consist of 5 numeric digits).
Enter Ô Press (pre-programmed).
Or:
2nd Ô# Press.
Your new Password is programmed.
BusinessPhone – ACD Supervisor14

Define measurement period

To generate statistics about the ACD groups, you have to define a measurement period.
3701 Dial.
Enter Ô Press two times (pre-programmed).
Statistics
z Dial the start time.
Day (01-31) + hour (00-23) + minute (00-59).
Note: The start time must be later than the current time.
Enter Ôz Press and dial the stop time.
Day (01-31) + hour (00-23) + minute (00-59).
ì In case of a typing error, press the Volume Down key to delete
the latest entered digit.
Enter Ô Press (pre-programmed).
í Press to finish programming.
The phone returns to normal mode.

Define thresholds

As mentioned before, you can define two thresholds in your measurement period, individually for each ACD group.
Threshold 1 (T1):
3810 Dial.
Enter Ô Press (pre-programmed).
Or:
2nd Ô# Press.
z Dial the ACD group number (calling number).
Enter Ô Press (pre-programmed).
15BusinessPhone – ACD Supervisor
Statistics
z Enter threshold time (0 - 255 sec.).
Enter Ô Press (pre-programmed).
ì In case of a typing error, press the Volume Down key to delete
the latest entered digit.
í Press to finish programming.
The phone returns to normal mode.
Threshold 2 (T2):
3811 Dial.
Follow the same procedure as mentioned above.

Print statistics

If a printer is installed, you can get a printout of the statistics collected during the measurement period.
*40# Dial.

Display statistics

The list below shows which statistics can be read out of the system. To retrieve the information from the display you have to enter the command and follow the procedure below.
Function Command no.
Number of calls 3805 Number of answered calls 3806 Average queue time 3807 Answered calls before T1 3812 Answered calls after T1 3813 Disconnected calls before T2 3814 Disconnected calls after T2 3815
BusinessPhone – ACD Supervisor16
3805 Dial.
Enter Ô Press (pre-programmed).
Or:
2nd Ô# Press.
z Dial the ACD group number (calling number).
Statistics
ì In case of a typing error, press the Volume Down key to delete
the latest entered digit.
Enter Ô Press (pre-programmed).
forward Press backward or forward to step through (see display).
The display will show the number of calls to the ACD group within the measurement period. If you want to read out all the statistics, there is no need to enter the command every time, you can step through the commands with the Menu keys.
í Press to finish programming.
The phone returns to normal mode.
17BusinessPhone – ACD Supervisor

Working as an Agent

Working as an Agent
As a Supervisor you have the possibility to log on as normal Agent position, in order to help the Agents during peak hours.
Although you are logged on as an Agent you will not lose your Supervisor functionality.
This section describes how to work as an Agent.

Activate the ACD function

When you have activated the ACD function, your extension is ready to receive ACD calls. When you log on in one or more ACD groups, you will also get the incoming calls to the related group.
Note: When your phone is not logged on in an ACD group it works as a normal extension, and you will be reached via your normal extension number.

Select group

You have to select in which of the ACD groups you want to take calls. Do this when your phone is idle.
ACD 1 Ô Toggle to select/deselect ACD groups (pre-programmed).
When you have selected an ACD group, the related key lamp shows steady light.

Log on

Ready Ô Press (pre-programmed).
The ACD Ready lamp shows steady light and the ACD group lamps are extinguished. ACD calls will now be placed on your phone.
BusinessPhone – ACD Supervisor18
Working as an Agent
The display will show the queue status:
12 May 10:35 +15° 0=00 1=00 2=00 3=00 AGENT1 201 directory redial prog
Note: When you are logged on as an Agent, you should always have Busy On 2nd Line activated, in order to prevent that ACD calls will be placed on your phone while you are in an internal or external conversation.

Log on with PIN Code

Only in conjunction with the ACD Call Centre Supervisor (optional PC-based system).
The PIN code is a personal identification code, which can be used to create personal Agent statistics in the ACD CCS, for example when several persons are using the same phone e.g. during a change shift.
Ready Ô Press (pre-programmed).
The ACD Ready lamp starts flashing. You are requested to enter the PIN Code.
z# Dial the PIN code (1 - 3 digits) and press.
The ACD Ready lamp shows steady light and the ACD group lamps are extinguished. ACD calls will now be placed on your phone.

Log on with Agent Number

Agent number is a personal identification number, which can be used to select the proper individual greeting of the Agent. This greeting will be played to the caller each time the Agent answers an ACD call.
Ready Ô Press (pre-programmed).
The ACD Ready lamp starts flashing. You are requested to enter the Agent Number.
z# Dial the Agent Number (1 - 255) and press.
19BusinessPhone – ACD Supervisor
Working as an Agent
The ACD Ready lamp shows steady light and the ACD group lamps are extinguished. ACD calls will now be placed on your phone. Please ask your system administrator for your Agent Number.
Note: A combination of the two log on procedures (with PIN and Agent Number) is also possible. In this case the ACD Ready key should only be pressed one time when you start the log on procedure.

Deactivate the ACD function

If you want to leave your Agent position you should log off to secure that no ACD calls will be placed on your phone.
Ready ÕÔ Press (pre-programmed).
The ACD Ready lamp is extinguished. In this mode you can select or deselect ACD groups.
Note: If you leave your Agent position without logging off, the system will automatically log off your extension if the next ACD call on your telephone is not answered within a defined period (programmable).

Answer calls

A ringing signal and a flashing ACD group lamp indicates an incoming ACD call.
ACD 1 ÖÔ Press (pre-programmed).
This is not needed if your phone is set up for direct answer. You take the call. A prerecorded voice greeting will be sent to the caller (if programmed). The ACD group lamp extinguishes.
í Press to terminate a call.
BusinessPhone – ACD Supervisor20
Working as an Agent

Clerical

The Clerical function offers you a certain period after finishing an ACD call and before the next ACD call is presented. There are three ways to configure the Clerical function:
Automatic Clerical Time
After a programmed time the system automatically makes you available for further ACD calls. In this case you have no Clerical key on your phone.
Automatic Clerical Time with Clerical key
The Clerical Time can be concluded by pressing the Clerical key. It is also possible to wait until the system makes you available for further ACD calls after the fixed Clerical Time has elapsed.
Manual Clerical Time
By pressing the programmed Clerical key you can decide on your own when you are ready for further ACD calls.
The Clerical Time may also be presented on the telephone display instead of the ACD queue information (during Clerical Time only).
12 May 10:35 +15° Clerical Time: 02.45 ACD GRP 1 202 directory redial prog

Remaining Clerical Time is displayed

The displayed Clerical Time will count down (5 second steps) from the programmed fixed Clerical Time until the Clerical Time has expired or the Clerical key has been pressed.
Note: Less than 5 seconds of programmed fixed Clerical Time will not be displayed.

Elapsed Clerical Time is displayed

If no fixed Clerical Time is used, the Clerical Time will count up until the Clerical key is pressed.
Note: After a period of 59:55 minutes the displayed elapsed Clerical Time is no longer updated.
21BusinessPhone – ACD Supervisor
Working as an Agent

Clerical key

If the ACD extension has a Clerical key programmed, the associated key lamp is used for clerical state indications:
Flashing light: Call Code required Steady light: press Clerical key
There are two possible functions depending on the system configuration:

Without Call Code

The key lamp is lit. When you are ready to receive a new call.
Clerical ÕÔ Press (pre-programmed).
Clerical ÖÔz Press (pre-programmed) and dial the code (1-5 digits).
A new call may be presented.

With Call Code

If the key lamp flashes, the system requires a Call Code. The Call Code is used in conjunction with the ACD Management System to classify calls and to create statistics over all ACD Activities.
# Press.
The key lamp lights.
When you are ready to receive a new call:
Clerical ÕÔ Press (pre-programmed).
A new call may be presented.
Erase and enter a new code
Before you press square you can erase the code.
í Press to erase the code.
Clerical ÖÔz Press (pre-programmed) and repeat the procedure with the
new code.
BusinessPhone – ACD Supervisor22
Working as an Agent

No Clerical key

If you have not programmed a Clerical key on your telephone set you have two ways to conclude the Clerical Time:

Without Call Code

After the programmed time the system automatically makes you available for further ACD calls.

With Call Code

After disconnection of the call the system will ask for a Call Code.
You will automatically be made available for the next ACD call after you have entered a valid Call Code and the fixed Clerical Time has elapsed.

Multiple Call Codes

If one Call Code is not sufficient you can program the system so that it requires one or more Call Codes to classify calls (for programming of this feature ask your system administrator).
After entering the first Call Code the system prompts you to enter the next Call Code:
Note: If one Call Code is enough, press # twice after entering the first Call Code.
z Dial the code (1-5 digits).
# Press.
When you are ready with classifying the call:
# Press (without entering a Call Code).
The key lamp lights.
Clerical ÕÔ Press (pre-programmed).
A new call may be presented.
23BusinessPhone – ACD Supervisor
Working as an Agent

Call Codes for non ACD calls

Sometimes it is necessary to assign Call Codes to outgoing external non ACD calls. You can enter one Call Code for non ACD calls during the agent-state ‘Pause’. No Clerical Time is issued in this case.

Monitoring of time-outs

To calculate how long the fixed Clerical Time for a certain ACD group should be programmed the clerical procedure can be monitored for evaluation purposes. After the fixed Clerical Time has elapsed and no valid Call Code has been entered the system makes you passive after a certain number of time-outs (number of time-outs is programmable). You will become aware of a time-out by a displayed message
timeout.

ACD pause key

Your phone may also be equipped with a Pause key. This option allows you to make a pause without logging off from the system. To avoid the misuse of this option, a pause limit is used. Please ask your system administrator for the pause limit.
ACD pause Ô Press (pre-programmed).
Your phone is in pause state. The key lamp lights.
When you want to leave the pause:
ACD pause ÖÔ Press (pre-programmed).
The key lamp extinguishes. Your phone is active again and ready to receive new calls.
Note: If you stay in pause longer than the pause limit, you will automatically be logged off from the system.
BusinessPhone – ACD Supervisor24
Working as an Agent

Night/Day Switch of the ACD group

The Night Switch function of ACD group will be used for handling the calls after the working hours. In this case a night answering position will be defined and all calls will be routed there. Each ACD group has its own Night Switching code.
Note: You can also program these codes on a Function key.
*89o Dial to switch the ACD group into night service.
The fourth digit of the code can be 0-7.
í Press to finish the procedure.
Note: Use the same procedure to switch the ACD group into day service.

Simultaneous Night/Day Switch for all ACD groups

*898 Dial.
Please ask the system administrator which ACD groups you are permitted to switch into night service.
í Press to finish the procedure.
Note: Use the same procedure to switch all the ACD group into day service.
25BusinessPhone – ACD Supervisor

Glossary

Glossary
ACD group
A group of agents with programmed Answer keys for one of the ACD queues.
Agent
Any extension having at least one programmed ACD Answer key.
Agent group
Any group of agents.
Agent number
A number used to distinguish between the different agents and is equivalent with the individual agent greeting announcement reference number.
Call Code
A code dialled by the agent. See sections “Clerical key” on page 22, “No Clerical key” on page 23, “Multiple Call Codes” on page 23 and “Call Codes for non ACD calls” on page 24.
Clerical key
A key on an agent telephone used for initiating a clerical period. See section “Clerical key” on page 22.
Clerical Time
The time between two calls that the agent may use for other purposes. Clerical Time may be common or individual. The Clerical Time can be displayed on the telephone display. See section “Clerical” on page 21.
Dynamic queue
A queue which length changes due to the change of the number of agents that are logged on to the ACD group.
Extension
All telephones connected to the PBX have a unique internal number (up to 8 digits). If your telephone is equipped with a display, you can see your number.
ISDN
Integrated Services Digital Network. Provides your system with supplementary services from the public net.
Pause key
A key on an agent telephone used to initiate and stop a job interruption for a certain time without logging off from the system. See section “ACD pause key” on page 24.
PBX
Private Branch Exchange. Your telephone switching system (e.g. BusinessPhone 250).
PIN
Personal Identity Number. A code used by the agent to log on to the system. A PIN is only useful when the system has a connected CCS system. See section “Activate the ACD
function” on page 18.
Queue
Each ACD call number has a queue where calls are queued when there are no free agents available.
BusinessPhone – ACD Supervisor26
Glossary
Silent Intrusion
The supervisor may at any time intrude an agent who is logged on. The supervisor may also intrude if an ACD agent asks him to do it. During Intrusion no warning tone is heard. See sections “Agent requests help” on page 10, “Intrusion” on page 11 and “Silent Intrusion” on page 12.
Statistics
Facts about ACD calls presented directly by the ACD system. See section “ACD statistics” on page 13.
Supervisor
An agent with a Supervisor function for a number of agents. The supervisor may be equipped with a CCS system.
Tie line
An external line from the private network.
Time-outs
Limitation for how often the fixed Clerical Time may be expired before the agent is automatically logged out. See section “Monitoring of time-outs” on page 24.
Trunk group
A group of trunks that are routed to an ACD number.
Trunk line
A trunk line is the same as an external line. Can be either digital or analog.
27BusinessPhone – ACD Supervisor

Index

Index
A
ACD pause key 24 ACD statistics 13 Activate the ACD function 18 Activation of queue indication 9 Agent requests help 10 Answer calls 20
C
Call agent 10 Call Codes for non ACD calls 24 Clerical 21 Clerical key 22
D
Deactivate the ACD function 20
G
Glossary 26
I
Intrusion 11
M
Monitoring of timeouts 24 Multiple Call Codes 23
N
Night/Day Switch of the ACD group 25 No Clerical key 23
S
Silent Intrusion 12 Statistics 13
ACD statistics 13 Programming mode 14
Supervisor Functions 9
Activation of queue indication 9 Agent requests help 10 Call agent 10 Intrusion 11 Silent Intrusion 12 Supervisor keys 10
Supervisor keys 10
T
The ACD Function 6
W
Welcome 4 Working as an Agent 18
ACD pause key 24 Activate the ACD function 18 Answer calls 20 Call Codes for non ACD calls 24 Clerical 21 Clerical key 22 Deactivate the ACD function 20 Monitoring of timeouts 24 Multiple Call Codes 23 Night/Day Switch of the ACD group 25 No Clerical key 23
P
Programming mode 14
BusinessPhone – ACD Supervisor28
Notes
Notes
29BusinessPhone – ACD Supervisor
Notes
BusinessPhone – ACD Supervisor30
Notes
31BusinessPhone – ACD Supervisor
Ericsson is shaping the future of Mobile and Broadband Internet communications through its continuous technology leadership. Providing innovative solutions in more than 140 countries, Ericsson is helping to create the most powerful communication companies in the world.
All rights reserved. Ericsson Enterprise AB For questions regarding the product, please contact your Ericsson Enterprise Certified Sales Partner. Also visit us on www.ericsson.com/enterprise
© Ericsson Enterprise AB 2003
EN/LZTBS 160 375 R1A
Printed on chlorine free paper.
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