What is UMS ( Unified Messaging System) ?
In one sentence, UMS can be defined as a system that provides phone subscribers with the ability to access, read and reply all their messages in whatever form from any terminal (whether telephony-based, Internet-based or both) that may be available. Message types are normally, Email, Voice Mail, Fax and SMS. UMS provides a single mailbox to store all all these messages and then access these messages from mobile phone, telephone, website or as SMS on mobile phone! For more, please visit Niche Tech Services NTS1BOX product page.

With the above description, it is obvious that IVR Software will play the main part in a UMS Solution. In fact, one can view UMS as enhancement of IVR Software.

1. Accessing ‘Message’, either Email, SMS, Voice Mail or FAX one has to use an IVR Software. This IVR software will be programmed to give options to read Email, SMS, Voice Mail or FAX to a caller.

2. Depending on the choice, IVR Software will retrieve Email, read it out to caller using TTS(Text To Speech). It will also give option to reply by the caller as a voice message, which will be stored as Audio File ( WAV File) and replied to sender as email attachement. For Option to download as SMS, IVR Software will trigger SMS Module to send out the email as SMS.

3. For Voice Mail, its a straight forward retrieval and playback of stored messages.

4. IVR Software can also send and receive FAX! The CTI Card has to have FAX support.

5. For SMS again, SMS texts would be read out to the caller and a voice message would be sent as reply to the SMS sender.

Best part of an UMS is, for every incoming message, be it SMS, Email, FAX or Voice Mail, a subscriber can be alerted by a outbound IVR Software.

UMS can be an extension of Voice Portal Software. Voice Portal operators can easily upgrade their IVR Software to give functionality of UMS. This can be new revenue earner for voice portal.

So, IVR Software can be extended to serve as UMS.

IVRS can be directly compared with a website! So many people aptly say IVRS to be a Voice Portal. It does not compete with website, rather it complements the website. The way any organization has an website, it must have one IVRS too.

Some of the important reasons to have IVRS are:
1. Providing information about the company 24 hours a day. And customer does not have to come to the office of the company, rather he can just use his phone and make a call. Just like visiting a website.
2. Executive of a company has to provide same information again and again to different and new customers again and again. It can be made fully automated using an IVRS. It will not only reduce cost, it will also decrease the hold time for the customer.
3. IVR is used widely many enquiry and complaint logging systems. So in a service industry, having a IVRS is a must.
4. For customer support, with IVRS, many customer problems can be sorted out without any human intervention. Also, it helps gather the support engineer required mundane and routine information much faster helping both the customer and the company.

Some Industrial sectors that use IVRS or must use widely are:

1. Transport industry – Enquiry, Reservation and status.
2. Medical Industry – Reporting, Appointment, and immediate alert.
3. Banking – Account Information, Transaction Information, Tele-banking
4. Telecom – Subscriber Information, Service Activation-deactivation, Billing Information, many more.
5. Service Industry – Customer Support and scheduling of service
6. Manufacturing – Stock Update, Enquiry
7. BPO – IVRS is integral part of a call center

Any company that has a customer support division and complaint registration must have IVRS. It will greatly improve efficiency, lower cost, improve brand image. And much more!

The most essential requirement of an IVRS is that it has to work 24 hours a day, 364 days a year! It is not an application like your MS Word or Outlook Express that you run them when you need! Also IVRS does not have any User Interface. The reason for not having User Interface is obvious! It interacts with human through voice and telephone instrument keypad. (These are actually DTMF Digits. I will explain about DTMF, Pulse dialing in another post.) So, a typical IVR application does not require to be executed manually, it starts as a service in Windows Operating System as soon as it boots up. ( Or same way in Linux)
So, in order build an IVRS Application, the following are essential

1. How many channels to be used? How many calls it should handle simultaneously?
2. How should it be connected to PSTN Lines? Connection may be in two modes, analog and digital.
3. Type of Hardware used. It requires two kind of hardware – a. A PC or a Server b. CTI hardware.
4. Voice prompts Recording or TTS (text-To-Speech) Engine.
5. IVRS Software.
6. Power supply and wiring arrangement.

Number of channels greatly depends on number of calls the user is expecting. For example, if it is public utility (Like 100, 101, Railway enquiry etc), the number of calls will be high. If it has to handle large number of calls (more than 16 numbers), it should be connected using DIGITAL technology. And you will have to use a digital CTI cards too. Digital Cards are more expensive than analog CTI cards and they start with minimum channel count of 30. If you are going to use a Digital card, use a Server. There are many CTI cards, both analog and digital, available in various configurations.

Then the voice prompts! These are voices you hear as soon as you dial the IVRS telephone numbers! These are pre-recorded voices which are played as soon as your call is established. Normally one should get recorded the voice prompts and for any dynamic content or data, TTS may be used. But the voice quality of TTS is still poor specially it may be difficult to understand to people whose mother tongue is not English.

Once you finalized the above, it is time to develop your IVRS Software or find a IVRS Software development company! There are many IVRS Software development companies in the world. Many IVRS Software are developed on various platforms, using different languages. The best IVRS (in terms of robustness, features, easy to configure and maintain) are the IVRS software which are developed in C++. If you intend to develop a IVRS Software on your own, buy the CTI hardware, and read the APIs. Also you need to have thorough knowledge of PSTN exchange. Specially to configure DIGITAL CTI card using SS7, MTP3 ISUP, R2MF, ISDN PRI etc are time consuming and let me warn you, they are not easy! Also you have to have these infrastructure to your testing purpose! ( How many of you have an exhange with SS7 ?) So, best advice is, attempt build your own IVRS if you have to use analog CTI cards, and for DIGITAL CTI Cards, better contact some IVR Companies!

Keep reading this for CTI cards, IVR Software, IVR Companies and most importantly, how you can make money through IVR! It’s a hot thing