Why Carmax Chose XT Telemanagement

Corporate Call Accounting

Metropolis Releases New Case Study

Fort Lauderdale, Florida (Dec 6, 2017): Metropolis Technologies released a new use case study today exploring how leading car retailer Carmax made the decision to migrate from their home-grown call logging system to the powerful XT Telemanagement solution.

The Build vs Buy Dilemma

It seems great at first: A custom-software solution built in-house that solves the exact problems your organization faces. The rub is in the long-term outlook. Ongoing expenses, maintenance, and shifting priorities often mean home-grown solutions become outdated quickly. Even with proper planning, there is an inherent risk that the system will not scale correctly and become a hindrance to the company in years following.

Carmax, one of the largest used-car retailers in the United States, experienced this situation when their home-grown CDR solution became too costly to maintain. Understanding the importance voice communication plays in the success of their business, CarMax incorporated CDR reporting into their business intelligence software to help them guide their operations, sales and marketing departments. Their Avaya Aura platform centralized calling data from 52 sites then streamed their data file along with 110 separate site-location data files through their database repository before parsing the information into reports for their analysts to review. At first this process seemed to be sufficient, but as time passed, more and more custom scripts were developed to build logic around identifying location numbers, match channels, and identify trunk ID’s.

A Labryinth of Work Arounds

Soon CarMax’s internal CDR collection system had become a labyrinth of work-arounds that made the data circumspect and the cost of sustaining the system had become substantial. The system also had a few shortcomings. CarMax was unable to report on multiple legs of a call with their solution and had “…built in metrics around what data counted as an actual call attempt” in an effort to create additional sequel logic. John Vaughan, Principle Telecommunications Engineer for Carmax, described that analysts were soon questioning the usefulness of the system and found it “…very challenging to weed out “bad” or un-needed data…”.

The current system was also unable to sequence the call activities for many calls that did not include location logic, nor trace calls that entered their voicemail system. Carmax had developed a script to determine the daily count of the times the voicemail menu was selected by callers, but were unable to match these voicemail counts to the callers themselves.

The Solution? XT's Cradle-to-Grave Reporting

After investigating several viable solutions, Carmax decided that XT Telemanagement was the solution for the job. XT directly captures all the inbound, outbound, and internal call data available from the Avaya Aura platform and is able to capture streams from multiple sites and versions then matches the data via UCID and other data markers to separate the data by location, extension, department and even call stage. XT was built for customers like Carmax and has multi-site capacity to centralize reporting among many call network streams and deconstruct them into a single database to provide enterprise-wide reporting capabilities.

XT is also able to provide information to Carmax on the cradle-to-grave journey of each caller, including which callers entered their Intuity Audix voicemail system; a wish-list item that had gone unanswered for years with their home-grown system.

Delivering ROI

Transitioning from their incumbent system to XT was kicked off with 10,000 extensions for their first phase of the project, then added an additional 10,000 extensions later in 2017. Carmax now captures CDR in real-time using OfficeWatch XT and uses an ODBC connection to their centralized data repository so their business intelligence software and analysts can create and automate reporting for all of their different applications. Phase three consists of adding an additional 15,000 extensions in 2018.

The XT solution now receives and stores "...all the raw PBX data for our analyst to data mine… The cost-savings is in the internal FTE time it would have taken to develop this on our own and the long term operational expense of keeping our existing solution supporting.” To pinpoint marketing campaign effectiveness, analysts can further research call volume graphs with XT’s hotspot map to visually see how call density is affected when ads are running in certain areas of the county, and identify trends. Vaughan concluded, “…[XT is] a big win for us!".

About Metropolis Technologies, Inc.

For over twenty years, Metropolis Technologies has provided advanced call accounting, 911/emergency management and telemanagement applications for businesses of all types in the US and abroad. Their easy to use applications provide advanced call notifications, over 250+ report templates, toll fraud detection and trunk analysis tools help organizations reduce liability, increase revenue, minimize expenses and boost productivity.   To learn more about Metropolis, visit http://www.metropolis.com or follow Metropolis on LinkedInTwitter, and Facebook.