IVR Telephony Solutions – Absence Reporting and Time Collection Absence and Late Arrivals Reporting Kaba is a leader in workforce optimization and has incorporated absence / late arrivals reporting into AutoTime and B-COMM. Absence / Late Arrival Reason Codes Reason codes include details. For example, for late arrival, the employee is requested to enter their ETA (estimated time of arrival) and select from a list of contributing factors such as car trouble, short term illness, etc. Each reason code can present an accompanying advisory message to the employee, such as requesting they meet with their supervisor upon return to work. Absentee call-in via Kaba Telephony IVR is handled in a fair, consistent, and documented manner. Every call is handled the same. Why Absence Reporting? Absence / Late Arrivals Call-in There is no subjective nature or bias as is Optimizing absence / late arrivals re- Optimizing your absence handling is a the case when these calls handled by se- porting reduces labor cost and im- two step process. The ﬁrst step is a sys- curity, HR, scheduling, or supervisory proves productivity. Overtime is re- tematic approach to enable your em- staff. With this solution you can better duced signiﬁcantly. Production line slow ployees to contact your organization demonstrate your organization meeting downs and stoppages are minimized. In- when they are going to be absent or late. labor management requirements in the area of absence handling. Employees stead of reacting to missing employees, your organization will have a proactive Kaba Telephone IVR data collection en- who have called in absent or reporting stance for handling absences and late ables employees to call anytime day or late are identiﬁed by their supervisor on arrivals and stay ahead of the situation. night to report their absence or late ar- the AutoTime or B-COMM display screen. rival. They can call the system using any The time of their call and reason code Without an effective system in place, phone or mobile phone. They are re- are noted on the absence record. Super- your supervisors discover absent em- quested to enter their ID and a reason visors can handle the task of ﬁnding sub- ployees once the shift starts or shortly code such as illness, bereavement, late stitutes either on a periodic basis or as thereafter. This causes them to scram- arrival, etc. Their absence is document- each absence occurs. Absence and late ble to ﬁnd a substitute who is available ed, a conﬁrmation code issued to the arrivals are discovered as soon as possi- and has the skill needed for the job. In employee, and the absence data immedi- ble by the supervisor. They can therefore many cases this causes overtime. ately sent to their supervisor. ﬁnd substitutes with the closest skills mix The ability to ﬁnd substitutes is most to the absent employees who are avail- difﬁcult for employers who have a high- able to work the shift. Factors such as ly skilled workforce. Even when a skilled overtime and equal work opportunity are substitute can be found, they may not more intelligently handled. be available for work. Telephone-Based Time Collection Time Collection for your Mobile, Remote, Dispersed Workforce. Common Situations and Solutions Mobile, Remote, Dispersed Employees How Does it Work? Increasingly, companies in many indus- Time collection via telephone is captured tries are implementing multichannel, au- by AutoTime and B-COMM and displayed Mobile, Remote, Dispersed Workforce: tomated time and attendance data collec- on employee time cards the same as our These employees are ideal candidates tion strategies to drive down labor cost time terminals. Time collection can be to use the telephone. Telephones are and increase workforce efﬁciency. The from a mix of devices. For example, an everywhere. If it’s impractical to use ubiquity of telephones and mobile phones employee can use a B-Net terminal within badge based, biometric terminal, or PC/ makes IVR time collection the best choice the building for clock in, use a telephone Web entry at the employee location, the for employers who have remote, mobile, while out in the ﬁeld for meal out and telephone is a natural solution. and ﬁeld employees or a campus / multi- meal in, and B-Net for clock out once back Installing Many Clocks is Impractical: building environment. in the building. In multi-building work environments, the cost of installing many time termi- • Agriculture nals can be cost prohibitive. Telephone- • Contractors and Construction based time collection can be a more • Equipment Service and Repair cost effective solution for organizations • Field Service Organizations that have a campus or many buildings. • Facilities Management Firms PDA’s are too costly: • Hospitals and Home Health If the cost of acquiring, maintaining and • K-12 School Systems replacing mobile devices is difﬁcult to • Manufacturing cost justify, telephone-based time col- • Temporary Stafﬁng lection is an economical alternative to • Universities and Colleges mobile devices. Functioning with AutoTime and B-COMM Cell Phone Time Clock PC Land Line Phone Time & Labor Data <-> B-COMM <-> AutoTime Kaba‘s Data Collection Solutions – Time Clock, PC, Telephone, Mobile Kaba offers IVR telephone-based time The Interface Example Event Types collection and absence reporting with Telliris and Kaba Workforce Solutions im- The following is an example of event AutoTime and B-COMM plemented a data exchange interface con- types which can be handled via IVR forming to the industry standard HR XML Telephone-based time collection for SAP. IVR Telephone-based time and labor data Timecard speciﬁcation. Telliris Attend cap- collection and absence reporting is pow- tures and validates time and labor data P10 Clock in ered by Telliris Attend. It is pre-integrated from land line and cell phones and passes P11 Change with both AutoTime workforce manage- the data to AutoTime and B-COMM. P12 Clock out ment and B-COMM ERP certiﬁed software Through this well established data inter- P15 Start of break systems. The data communication method face, AutoTime and B-COMM supplies Tel- P25 End of break is designed and implemented speciﬁc to liris Attend with data needed to validate P30 Start of off-site work each of the Kaba time and attendance / employees and transactions. Telliris At- P40 End of of-site work ERP software products. The result is fully tend also enables employees to query Au- P01 Clock in or clock out automated and reliable communication toTime accruals data from the telephone. P02 Start or end break P03 Start or end of off-site work between the telecommunications and data processing systems. Event Types AutoTime and B-COMM receive time and The above is an example for B-COMM for labor data transactions with event types SAP. The same scenario applies to all the that conform to each systems standard. other B-COMM products and AutoTime. IVR Telephony - it Delivers Return on Investment! Intuitive and Easy to Use Features Available On Premises or SaaS Hosted Best Practices Call Dialogue: Type Ahead: On Premises: The systems call dialog is designed to Callers can «key ahead» data without The telecommunications server is locat- support your time and labor data collec- hearing all the prompts. For standard ed at your organizations data center. If tion requirements. clock-in, the call takes 30 seconds from your workforce will call from within your Professional Audio Prompts: start to ﬁnish. The only prompt they campus or network of buildings there is All menus, prompts, and messages are need to hear is «clock-in accepted». no cost to transport calls. Calls ﬂow supplied with the system. They are re- Individual or EmployerWide Messaging: across your internal data / telecommuni- corded by professional voice talent. The Messages can be sent to individual users cations network. professional audio is in tune with our or groups of users. They’re presented au- SaaS Hosted: best practices user interface. tomatically at the beginning of the call. Software as a Service makes it easy to Audio Conﬁrmation Messages: Multiple Languages: add telephone / IVR to your Kaba Work- Audible conﬁrmation is provided For organizations that need it, the sys- force Solutions suite of data collection throughout the call dialog. This is both tem handles multiple languages. The methods. It’s ideal if you have a subset of for validation, such as badge number en- multi-lingual call dialog enables users to your workforce needing remote time col- try, job codes, department codes, and for select their preferred language. lection or ﬁnd an on premises telecom indicating that the transaction was ac- equipment solution to be oversize or cepted. In certain instances such as ab- complex. With SaaS, no equipment is sence reporting, a conﬁrmation number needed at your organization is issued at the end of each transaction.
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