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IVRAbsence Reporting and TimeCollectionTime CollectionTime Reporting
Convenience at your FingertipsKaba’s solutions are designed to work with IVRtelephony solutions, making time recording andabsence management easy, whether you’re in theoffice or out in the field.2
IndexUsing IVR with Kaba’s B-COMM Solutions Absence andLate Arrivals Management with IVR4Absences and Late Arrivals Reporting - Efficiency by Kaba7Telephone-Based Time Collection9IVR with B-COMM11IVR Features and Benefits133
Why Absence Reporting?Optimizing absence and late arrivals reporting reduces laborcosts and improves productivity. Production line slow downsand stoppages are also minimized by using a solution thatlets you know of employee absences and delays, and gives youthe opportunity to re-adjust employee resources. Instead ofreacting to missing employees, IVR empowers companies tobe proactive when handling absences and late arrivals.Without an effective system in place, your supervisorsdiscover absent employees once the shift starts or shortlythereafter. This causes valuable time and resources to bespent in finding a suitable and available employee to fill in. Inmany cases, this sort of delay also causes overtime.The ability to find substitutes is most difficult for employerswho have a highly skilled workforce. Even when a skilledsubstitute can be found, they may not be available for work.Absence / Late Arrival Reason CodesReason codes include details of why an employee is lateor absent. When the employee uses the IVR solution, theyare prompted to enter their estimated time of arrival andselect from a list of contributing factors such as car trouble,short term illness, etc. Each reason code can present anaccompanying advisory message to the employee, such asrequesting they meet with their supervisor upon return towork. Absentee call-in via Kaba Telephony IVR is handled in afair, consistent, and documented manner.4
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Why Kaba Workforce SolutionsKaba is a leader in workforce optimization. Kabaoffers absence and late arrivals reporting capabilityin its B-COMM solutions.6
Absence and Late ArrivalsReportingEfficiency by KabaAbsence /Late Arrivals Call-inOptimizing your absence handling is a two step process. The firststep is a systematic approach to enable your employees to contactyour organization when they are going to be absent or late. KabaTelephone IVR data collection enables employees to call anytimeday or night to report their absence or late arrival. They can call thesystem using any landline or mobile phone. Once connected, theyare prompted to enter their ID and a reason code such as illness,bereavement, late arrival, etc. Their absence is documented, aconfirmation code issued to the employee, and the absence dataimmediately sent to the supervisor.With IVR reporting, you can better meeting labor management andreporting requirements. Employees who have called in absent orreported late are identified by their supervisor on the B-COMMdisplay screen. The time of their call and reason code are noted onthe absence record. Supervisors can handle the task of findingsubstitutes either on a periodic basis or as each absence occurs.With IVR reporting, supervisors are immediately notified of andabsences and late arrivals, giving them adequate time to findsubstitutes with the closest skills mix to the absent employees. IVRallows companies to better manage important labor elements suchas overtime and equal work opportunity.7
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Telephone-BasedTime Collectionworkforce management strategy include:Managing A Remote, Dispersed WorkforceIncreasingly, companies in many industries are implementingmultichannel, automated time and attendance data collectionstrategies to drive down labor costs and increase workforceefficiency. The ubiquity of telephones and mobile phonesmakes IVR time collection the best choice for employers whohave remote, mobile, and field employees, or a large campus /multi-building environment. Having a remote, dispersed workforce: These employeesare ideal candidates to use the telephone. Telephonesare everywhere. If it’s impractical to use badge-based,biometric terminal, or PC/Web entry at the employeelocation, the telephone is a natural solution. Installing multiple clocks is impractical: In multi-buildingwork environments, the cost of installing many datacollection terminals can be cost prohibitive. Telephonebased time collection can be a more cost effective solutionfor organizations that have a large campus or manybuildings. Tablets, PDAs or other data collection methods are toocostly: If the cost of acquiring, maintaining and replacingmobile devices is difficult to justify, telephone-based timecollection is an economically-sound alternative to mobiledevices.IVR Solution in ActionTime collection via telephone is captured by B-COMM anddisplayed on employee time cards, in the same manner itwould be via a Kaba time clock. Time collection can be donevia a mix of devices. For example, an employee can use aKaba Terminal within the building for clock in, use atelephone while out in the field for meal out and meal in, andagain use a Kaba Terminal for clock out once back in thebuilding.Use Cases for ChangeSome of the situations where IVR would complement your9
Using IVR Across the EnterpriseCompanies who implement IVR datacollection realize cost savings and efficienciescompany-wide.100
IVR withKaba‘s B-COMMKaba offers IVR telephone-based time collection andabsence reporting with B-COMMIVR telephone-based time and labor data collection and absencereporting is powered by Telliris Attend. It is integrated with BCOMM ERP certified software systems. The data communicationmethod is designed and implemented specific to each of the Kabatime and attendance ERP software products. The result is a fullyautomated and reliable communication between thetelecommunications and data processing systems.Event TypesB-COMM receive time and labor data transactions with eventtypes that conform to each system's standard.Taking integration tothe next levelThe following is an example of event types which can be handled viaIVR telephone-based time collection for SAP.Telliris and Kaba Workforce Solutionsimplemented a data exchange interfaceconforming to the industry standard HRXML Timecard specification. Telliris Attendcaptures and validates time and labor datafrom landlines and cell phones and passes thedata to B-COMM. Through this wellestablished data interface and B-COMM areable to supply Telliris Attend with the dataneeded to validate employees and theirtransactions.P10 Clock inP11 ChangeP12 Clock outP15 Start of breakP25 End of breakP30 Start of off-site workP40 End of of-site workP01 Clock in or clock outP02 Start or end breakP03 Start or end of off-site work(The above is an example for B-COMM for SAP. However, thesame scenario applies to all other Kaba B-COMM products).11
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IVR Telephony Features and BenefitsIntuitive and Easy to UseBest Practices Call Dialogue:The systems call dialog is designed to support your time and labor data collection requirements.Professional Audio Prompts:All menus, prompts, and messages are supplied with the system. They are recorded by professional voice talent. The professionalaudio is in tune with our best practices user interface.Audio Confirmation MessagesAudible confirmation is provided throughout the call dialog. This is both for validation, (such as badge number, job codes,department codes), and for indicating that the transaction was accepted. In certain instances, such as absence reporting, aconfirmation number is issued at the end of each transaction.FeaturesType Ahead:Callers can key ahead data without hearing all the prompts. For standard clock-in, the call takes 30 seconds from start to finish.The only prompt they need to hear is «clock-in accepted».Individual or Employer-wide MessagingMessages can be sent to individual users or groups of users. They are presented automatically at the beginning of the call.Multiple Languages:For organizations that need it, the system handles multiple languages. The multilingual call dialog enables users to select theirpreferred language.On Premise and SaaS AvailabilityOn Premises:The telecommunications server is located at your organization’s data center. If your workforce will call from within your campusor network of buildings, there is no cost to transport calls. Calls flow across your internal data telecommunications network.SaaS Hosted:Software as a Service makes it easy to add telephone / IVR to your Kaba Workforce Solutions suite of data collection methods. Itis ideal if you have a subset of your workforce needing remote time collection, or if you find an on premise telecommunicationssolution to be oversize or complex. With SaaS, no equipment is needed at your the company site in order to enable IVR.13
Kaba Workforce SolutionsKaba Workforce Solutions3015 N. Commerce ParkwayMiramar, FL 33025USP-(954) 416-1720F-(954) 416-1721kaba-benzing-usa.com
Time collection via telephone is captured by B-COMM and displayed on employee time cards, in the same manner it would be via a Kaba time clock. Time collection can be done via a mix of devices. For example, an employee can use a Kaba Terminal within the building for clock in, use a telephone while out in the field for meal out and meal in, and
