One of the many new changes that have been implemented at my job (which I used to enjoy) is that we are now using the call ticketing system the large company that contracts our company to provide support for the city we work for uses. (if I lost you with that, here’s the translation: I have three levels of bosses). Never mind that what we do doesn’t really fit the model of what they do, and in fact we can no longer provide them with the reports they want because it doesn’t have that capability. No, they wanted us to use it, so we now use it. If I was leaving tomorrow (I can dream, can’t I?) here is an excerpt of the instruction manual I might leave for my replacement…
1. a Simple Password Reset
Scenario: - User has changed their voicemail password to something they thought was really clever on Friday, and now on Monday they have no earthly idea what it was. We do about a dozen or so of these a day, more after a long weekend.
The Old System:
Open new ticket, which automatically fills in the date and time the ticket was opened. Input phone number and verify address and location auto-filled correctly. Gather callback number if needed. If no auto-fill, gather contact’s location and address. Enter the problem, and the resolution, and select the problem type and the ‘Closed’ option under case status, which auto-fills the date/time that the ticket was closed. Save ticket.
Time spent: less than two minutes.
The New System:
Open new ticket. Input account number and hit enter to bring up our account, wait for address screen to come up (15-30 seconds). Now if this step didn’t work, you will need to open up a screen that shows you every single account the company has, click a letter to search alphabetically, scroll through several screens to find the right account, then select it. Once the location screen has loaded, cancel because the screen contains a listing for every switch, router and other piece of equipment the entire city owns and all you need is a simple address. See if the location is in the dropdown list (which by the way also scrolls very slowly, and is missing quite a few locations) back on ticket screen. If it’s there select it, if not type it in. Fill in contact name, number and issue. Hit save.
Click on timestamps for everything up to ‘Isolated’ and fill in Initial diagnosis, which would be "Password Reset". Click on timestamp over in Current Action and fill in the diary with details. Fill in something for the follow up time and action, because, even though there is no follow up needed, the form will not save without it. At this time, the Resolved and Closed buttons are disabled so you will have to save the ticket, close it, and reopen it two more times.
Find the ticket in the Trouble Ticket List and open it again. Click the Resolved/Fix Timestamp and enter the resolution of "Password Reset." The closed button will still be disabled so you will have to save the ticket again and close it - AGAIN.
Find the ticket in the trouble list and open it again. Now it will let you clear the follow up action boxes if you want. Click ‘Closed’. Save it one more time.
Time Spent: At least 10 minutes, a lot more if the system is particularly slow that day.
2. Searching Call History
Scenario: Caller says "I’ve called twice before on this same issue" or the always fun cryptic "I need you to do that thing they did last time to fix my phone."
The Old System:
Click in the field you wish to search on. Click the search button and enter the search text. Search.
The New System:
Hahahahahahahahahahahahahahaha. Dream on.
OK, if you are feeling masochistic, you can bring up a search form, enter your criteria, hit ‘Search’, wait for at least 5 minutes while the entire system freezes with an hourglass, and then close the error message that says the search timed out when it finally comes up. Seriously. This has never worked, not once. By then you are long off the call and have figured out some other way to find the info, or given up. If you are really desperate you can sort the ticket list by address and open every single ticket for that address and access the diary for each one, then scroll through all the notes for what you are looking for. Have fun.