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Samsung Dcs 50si Auto Attendant And Unform Call Distribution Administration Guide

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    							AUTO ATTENDANT
    AND
    UNFORM CALL DISTRIBUTION
    ADMINISTRATION GUIDEAUTO ATTENDANT
    AND
    UNFORM CALL DISTRIBUTION
    ADMINISTRATION GUIDE
    DCS 50si
    DIGITAL COMMUNICATIONS SYSTEM
    December 1998 
    						
    							TABLE OF CONTENTS
    OVERVIEW
    ..........................................................................  1
    AUTO ATTENDANTChanging the Greeting .................................................................  2
    Manual Night Service ...................................................................  2
    Auto Night Service .......................................................................  3UNIFORM CALL DISTRIBUTIONSupervisor ....................................................................................  4
    Alarms ..........................................................................................  4
    Supervisor Key .............................................................................. 5
    Call ............................................................................................ 5
    Agent ........................................................................................ 6
    Admin ........................................................................................ 7
    Call Statistics ................................................................................ 8
    Calls in Queue Now .................................................................. 8
    Abandoned Calls ...................................................................... 8
    Average Ring Time .................................................................... 8
    Number of Times All Agents Busy ............................................ 8
    Average Time in Queue ............................................................ 9
    Total Calls Received ................................................................. 9
    Longest  Queue Time Today ...................................................... 9
    Longest Queue Time Now ...................................................... 10
    Agent Statistics ........................................................................... 10
    Logged In ................................................................................ 10
    Status ..................................................................................... 10
    Calls Answered ...................................................................... 10
    Average Call Time ................................................................... 10
    Average Ring Time .................................................................. 11
    Call Status ..................................................................................  11
    Sample UCD Report ................................................................... 12
    OVERVIEW
    Your DCS 50si telephone system is equipped with an integrated option pack-
    age to enhance call processing. The improved feature suppor t is in the form of
    Auto Attendant and Uniform Call Distribution. One or both may be activated in
    your system.
    1 
    						
    							2
    AUTO ATTENDANT
    The auto attendant will answer and process incoming calls without human
    intervention. The caller is answered and hears a message prompting him/her
    to dial numbers to reach extensions in the phone system or follow other op-
    tions provided by the SMISC2 card.
    Your installation and service company has already designed and programmed
    these options for you, including the greetings and messages that play at dif-
    ferent times while the call is being processed.
    The only administration associated with this card is the greeting change. Dif-
    ferent day and night greetings may be programmed. These change when the
    DCS 50si system changes between day mode and night mode. Additionally,
    an alternate greeting may be recorded to indicate a holiday, an emergency or
    another temporary closure. From time to time, it may be necessary to manu-
    ally change the active greeting from the current (day or night) to the alternate
    (holiday).CHANGING THE  GREETINGThe auto attendant card allows the system administrator to call in and change
    the current greeting to day, night or alternate:z
    Call the auto attendant and listen to the greeting you wish to change.
    z
    Dial a special passcode while you are listening to the greeting. The special
    passcode is programmed by your service company technician.
    z
    Dial 1 for the day greeting, 2 for the night greeting or 3 for the alternate
    greeting.
    z
    Hang up. The new greeting is set until the next scheduled change.
    MANUAL NIGHT SERVICEz
    When the phone system changes from DAY to NIGHT mode, the AA greet-
    ings will also change.
    z
    When the Day / Night AA greeting is changed remotely the Day / Night
    status of the phone system is also changed. This means that a customer
    who forgets to put the system in night mot can call in remotely and do it.
    z
    When the alternate greeting is set, the system will go into night mode. If a
    NIGHT key is programmed it will FLASH. The normal status of this light in
    the night mode is on steady. A flashing NIGHT key indicates the alternate
    greeting is set.
    3
    AUTO NIGHT SERVICEz
    Manually changing an Auto Attendant greeting to the day or night greeting
    will change the system day / night mode until the next scheduled change
    by the Auto day / night program.
    z
    Manually changing an Auto Attendant greeting to the alternate greeting will
    put the phone system into night mode and flash the night button to indicate
    that the alternate greeting is set. The system will continue in this mode
    until manually changed. The Auto day / night service will be suspended
    during this time. 
    						
    							4UNIFORM CALL DISTRIBUTIONUCD is used to distribute calls to a group of agents. If the group members are
    all busy, UCD controls queue patterns and information messages. It also pro-
    vides agent and call statistics in both real time on a keyset display and in the
    form of printed reports at a customer-provided printer.
    Your installation and service company has already designed and programmed
    these options for you, including the group members, timing parameters, greet-
    ings and messages that play at different times while the call is being pro-
    cessed.SUPERVISOREach UCD group can be assigned one or more optional supervisors. A super-
    visor can be responsible for more than one UCD group. If you are a supervisor,
    you will have a special key assigned to your display keyset that will allow you
    to administrate the UCD group. Your keyset will have a separate SUPERVI-
    SOR key for each UCD group. UCD alarm conditions will show by flashing
    these keys.ALARMSYour installation and service company may have programmed alarm condi-
    tions to alert you to the following:z
    The number of calls waiting at the UCD group has exceeded a specific
    programmed number
    z
    The amount of time a caller has been waiting has exceeded a specific
    programmed time
    z
    Both options above
    When the alarm is activated at your keyset, one of the following will occur:
    z
    Your SUPERVISOR key will flash and the keyset display will indicate the
    type of alarm condition (time or number of calls).
    ALARM REMINDER or ALARM REMINDER
    UCD 5XX: TIMER UCD 5XX: QUEUE
    z
    Your SUPERVISOR key will flash and the keyset display will indicate the
    type of alarm condition (time or number of calls) and an audible alarm will
    sound.
    5 NOTES:
    1. Pressing the SUPERVISOR key has no effect on the visual alarm but it
    will cancel the audio alarm (stop it from ringing until the next activation—it
    is not disabled permanently).
    2. Your keyset will indicate a visual alarm condition for as long as the alarm
    condition exists.
    SUPERVISOR KEYThroughout this guide, the displays used are for example only. The numbers
    and names on your display may differ slightly.
    Press the SUPERVISOR key. You will be presented with three options:
    523: SALES
    CALL ADMIN AGENT
    The CALL and AGENT options allow the supervisor to view statistics for each
    of these areas while ADMIN is used to clear the saved data and run reports.
    Let’s explore each of these options by pressing the key directly below the
    word on the display.CALLWhen you press CALL, you will be presented with the following display. It
    shows you how many calls are 
    currently 
    in queue.
    000 calls in
    queue now
    Press the UP key. You will be presented with the following display. It shows
    you the average amount of time it takes a caller to be answered after the call
    begins ringing at a station.
    average ring
    time is 00:00
    Press the UP key. You will be presented with the following display. It shows
    you the number of C.O. calls that rang in when all members of the group were
    busy. It is possible for this total to represent more than one day’s calls if the
    AUTO CLEAR option is not turned on.
    000 times all
    busy today 
    						
    							6Press the UP key. You will be presented with the following display. It shows
    you the average time a caller waits in queue before being answered by an
    agent.
    average time in
    queue is 00:00
    Press the UP key. You will be presented with the following display. It shows
    you the total number of calls received. It is possible for this total to represent
    more than one day’s calls if the AUTO CLEAR option is not turned on.
    0000 calls
    received today
    Press the UP key. You will be presented with the following display. It shows
    you the longest time a caller waited in queue before answered by an agent.
    longest queue
    time is 00:00AGENTThroughout the AGENT menu, you can press the SCROLL key at any time to
    view an individual station’s data. You can also use the UP and DOWN keys to
    move between stations.
    When you press AGENT, you will be presented with the following display. The
    “available” number shows how many agents are programmed in this particular
    UCD group. The “logged in” number shows how many agents are currently
    available to take calls (not in Do Not Disturb (DND), logged out or busy).
    06 available
    05 logged in
    Press the UP key. You will be presented with the following display. It shows
    you the first station in the UCD group, its associated directory name and the
    status of that station (in group, out of group or in DND).
    212: FRED SMITH
    status: IN
    NOTE: Press the key directly below the word IN or OUT to change the status
    of the station to the opposite condition. DND cannot be changed here.
    7 Press SCROLL. You will be presented with the following display. It shows you
    haw many calls station 212 answered. It is possible for this total to represent
    more than one day’s calls if the AUTO CLEAR option is not turned on.
    212: answered
    000 calls today
    Press SCROLL. You will be presented with the following display. It shows you
    the average call duration for this agent.
    212: average
    call time 00:00
    Press SCROLL. You will be presented with the following display. It shows you
    the average amount of time it take for this agent to answer a call.
    212: average
    ring time 00:00
    ADMINWhen you press ADMIN, you will be presented with the following display. The
    CLEAR option is used to clear (set to 0) the CALL and AGENT data for the
    current group (in this case 528, the sales group). The PRINT option is used to
    print the CALL and AGENT data for the current group (in this case, 529, the
    sales group). It requires a customer-provided printer.
    528: Sales group
    PRINT      CLEARCLEARING STORED DATASelect the CLEAR option. You will be presented with two options—MANUAL
    and AUTO.
    CLEAR GROUP DATA
    MANUAL     AUTOz
    If you select MANUAL, choose YES or NO to immediately clear the data.
    z
    If you select AU TO, you can turn the automatic clear function ON or OFF
    to clear the data automatically at a programmed time. If you select ON,
    you will be prompted to enter a new time to automatically clear the data.
    The time is entered in 24 hour format, for example, 11:30 p.m. is entered
    2330. Select VIEW to see or change the currently selected AU TO  option.
    Press the right soft key to turn automatic clearing ON and OFF. 
    						
    							PRINTING DATA/RUNNING REPORTSSelect the PRINT option. You will be presented with two options—MANUAL
    and AUTO.
    PRINT GROUP DATA
    MANUAL     AUTOz
    If you select MANUAL, choose YES or NO to immediately print the data to
    your customer-provided printer.
    z
    If you select AUTO, you can turn the automatic print function ON or OFF to
    print the data automatically at a programmed time. If you select ON, you
    will be prompted to enter a new time to automatically print the data. The
    time is entered in 24 hour format, for example, 11:30 p.m. is entered 2330.
    Select VIEW to see or change the currently selected AU TO  option. Press
    the right soft key to turn automatic printing ON and OFF.
    CALL STATISTICSThe following is a description of statistics that can be viewed by a UCD Super-
    visor.CALLS IN QUEUE NOWHow many calls are currently in queue.
    This statistic is a real time statistic and so will not print on a report.ABANDONED CALLSThis shows the number of callers that reached the UCD group, but hung up
    before being answered. A high number probably means that there are not
    enough agents available and the wait time is too long.AVERAGE RING TIMEThis is calculated from the time an agent begins to ring until the time an agent
    answers the call, this does not include ringing at an agent station that does
    not answer or is logged out because of the ring next option.NUMBER OF TIMES ALL AGENTS BUSYThis is the number of times that a call is placed to a UCD group and all agents
    are busy or out of group. This check is made when the call is first placed to the
    group. If all agents are busy or logged out this counter is incremented. It will
    not increment again for this call unless the call is answered and transferred
    back into the UCD group.
    8
    Example: If there are 5 members in a group, 3 are Out of Group one is busy
    and one is idle,  and a call is placed to the group, because there is an idle
    station the all agents busy counter is not incremented.
    If the idle station rings, does not answer and is logged out, although the con-
    dition of the group is now all agents busy, the check has been made and the
    agent busy statistic does not increment. Also if a call comes into a group with
    all agents busy and then one becomes idle, the busy counter will increment
    because the check has been made.AVERAGE TIME IN QUEUEThis is calculated as an average of all the calls that were in queue.
    Note that this is ONLY an average of the calls that were in queue. The caller
    must have heard the first UCD recording to be considered in queue.TOTAL CALLS RECEIVEDThe total number of times that calls were sent to the UCD group number. (This
    does not include calls sent to a station number that happens to be in a UCD
    group, the call must be sent to the group number 501 - 528).
    This statistic includes calls that were answered by the group, Calls that went
    to a group with all agents busy or out of group, calls that are abandoned and
    calls that go to UCD final destination. This includes intercom calls to the UCD
    group.
    If this number is less than the total calls received by all the agents it is pos-
    sible that calls were transferred from one agent to another.
    If this number is more than the total calls received by all the agents it is
    possible that calls were unanswered by an agent and went to final destination
    or callers hung up while in queue.
    This statistic includes:z
    Calls answered by agent.
    z
    Calls that are not answered by an agent and go to final destination.
    z
    Calls that are sent to the UCD group but callers hang up before being
    answered.
    LONGEST  QUEUE TIME TODAYThis shows the longest call in queue today.
    The queue time is calculated as follows:
    Queue time begins when a caller starts to hear the first UCD message.
    Queue time ends when a caller is either:
    9 
    						
    							z
    Answered by an agent.
    z
    System gets disconnect from C.O. or
    z
    Caller is transferred to final destination.
    LONGEST QUEUE TIME NOWThis shows the longest call currently in queue. The queue time is calculated
    as follows:
    Queue time begins when a caller starts to hear the first UCD message.
    Queue time ends when a caller is either:z
    Answered by an agent.
    z
    System gets disconnect from C.O. or
    z
    Caller is transferred to final destination.
    AGENT STATISTICSEach statistic in this category can be read individually for each UCD agent.LOGGED INThe number of stations programmed in the UCD group and the number of
    stations that are currently logged in.
    This statistic is a real time statistic and so will not print on a report.STATUSThis screen shows the agents name, extension number and status. The sta-
    tus can be in Group, Out of group or in DND.
    This statistic is a real time statistic and so will not print on a report.CALLS ANSWEREDThe total number of calls received by the agent. This does not include ring no
    answer to a agent station.
    If the total number of all agent calls is less than the calls received by the
    group it is possible that calls were unanswered by an agent and went to final
    destination or that callers hung up while in queue.
    If the total number of all agent calls is more than the calls received by the
    group it is possible that calls were transferred from one agent to another.AVERAGE CALL TIMEThis is an average of all the call durations for the agent.
    1011
    AVERAGE RING TIMEThis is an average of all the ring times for the agent. Ring times are previously
    explained.CALL STATUS (CS)This key may be programmed on each agent keyset to provide an indication
    of waiting calls at the UCD group.
    This key has no effect when pressed, but will flash  amber or red to indicate
    that calls are waiting.
    There are two levels that can be programmed for this key, the are CS level 1
    and CS level 2.
    By default these levels are 05 for level 1 and 10 for level 2. This means that
    when there are 5 or more calls in queue at the UCD group the CS key will flash
    amber, when there are 10 or more calls in queue at the UCD group the CS key
    will flash red. These levels can be changed by your service company. 
    						
    							=======================================================
    UCD GROUP 528 : SALES
    FROM: SUN 02 Feb 00:00
    TO  : SUN 02 Feb 02:54
    CALL STATISTICS
    ===============
    AVERAGE RING TIME(TIME TO ANSWER)...... .............00:40
    NUMBER OF TIMES ALL AGENTS BUSY........ ..............00002
    AVERAGE TIME IN QUEUE.................. .........................00:51
    TOTAL CALLS RECEIVED................... ...........................00011
    LONGEST QUEUE TIME (TODAY)............. ....................02:14
    TOTAL CALLS ABANDONED.................. ........................00004
    AGENT STATISTICS
    ================
    MEMBER  AGENT  NAME               CALLS      AVERAGERING
     ANSWERED   CALL TIME TIME
    --------------------------------------------------------------------------------------------------------
    01      210    JOHN000201:55 00:05
    02      211    SAM000102:18 00:06
    03      208    MIKE000301:22 00:04
    04      207    PETER000103:16 00:05
    12SAMPLE UCD REPORT
    UG-DCS50si-AA-01   12/98
    Samsung Telecommunications America, Inc. 
    						
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