Help desks front and center
- By Brian Robinson
- Aug 16, 2000
As agencies embrace electronic government and look to deliver more of their
services online, the role of the lowly help desk might easily be overlooked.
But it promises to be an increasingly important focus for government's move
to the Internet.
It's something that the private sector has already discovered. As companies
deliver more services via the World Wide Web, customers expect help to be
available online, around the clock.
But many agencies have not made this link, said Susan Valaskovic, deputy
director at the National Partnership for Reinventing Government (NPR). They
know electronic services are in demand, "but the realization that help desks
need to change is not there yet," she said.
The problem is that agencies may not have much time to adapt to the
demands of the online environment. People who have enjoyed a high standard
of online help from private-sector organizations will want to see the same
level of service from the government, she said.
And putting government services online is clearly catching on with the
public. The Internal Revenue Service, for example, is one agency that typically
scores low in customer satisfaction surveys, but the picture is completely
different when it comes to online tax filing ["IRS satisfies online taxpayers,"
FCW.com, July 12].
According to the American Customer Satisfaction Index (ACSI), a private-
sector quality measurement tool, the IRS scored 74 on a 0-100 scale for
its electronic tax filing service. The ACSI for regular tax filing was only
"The online service allowed for more prompt feedback to our customers
about their filing, and it provided for more accurate processing," said
Bob Barr, assistant commissioner for the IRS' Electronic Tax Administration.
"It was an all-around better experience for them."
That has prompted the IRS to begin testing a number of other online
tax services, including a secure Web site for professional tax preparers
and a "virtual field assistance site" that will create an online version
of the IRS' nationwide tax help offices. Help desk features will necessarily
have to expand along with those services, Barr said.
Much of the attention on help desks has been focused on automating and
streamlining the logging and tracking of problems reported within organizations.
That has developed into tools that have begun to transform help desks into
central repositories of information that aid in tracking IT assets and managing
For organizations that have employed those tools, help desks have gone
from strictly reactionary, people-intensive operations to proactive resources
that can be used to head off problems sometimes before they occur. The next
step will be to marry these functions with those of the traditional call
center, which deals with the external customers of an organization. "That's
when you start talking about the extended enterprise, and that's where the
call center and the help-desk concepts start to blur," said Howard Hastings,
director of service management solutions for vendor Remedy Corp. "It's where
all [help inquiries] will be routed through the same process. Some very
large enterprise customers are starting to look at this now."
Outside customers of an agency would go to an automated, Web-based help-desk
application, for example, while a workflow engine working in the background
would translate requests for help into multiple "actionable" items that
would be routed to appropriate departments. These online dialogues would
be captured so that an increasingly detailed picture of who is asking for
what help and from whom could be developed.
Government agencies could also begin to think this way, Valaskovic said,
even though they are only just starting to move to electronic delivery of
"It's clear that the help desk [in the Electronic Age] is no longer
an isolated system," she said. "[So] the electronic service delivery plan
needs to take account of this. As agencies make changes to one system or
set of systems, they have to be able to see how those systems can plug into
the help desk more conveniently."
Not all agencies will be pushed as quickly to configure their help desks
for electronic service delivery, Barr said, because only a few agencies
have extensive contact with the public. But he "senses that the pace is
quickening" elsewhere in government about this, particularly as agencies
such as the U.S. Mint and the Social Security Administration have also gained
good ACSI scores for electronic service delivery.
"I think people are seeing real opportunities to leapfrog some of the
challenges we have by leveraging technology with automated help desk services,"
The IRS is taking the lead, in concert with NPR, in forming a government
"community of practice" for electronic transactions. Barr said the exchange
of ideas about managing e-business in government will lead to improvements
in customer satisfaction.
"Every year we get a couple of million new adults who come into our
world," he said. "They've been brought up with computers and the Internet,
and using those things is second nature to them. They will expect to be
able to do things electronically."
Robinson is a freelance writer based in Portland, Ore. He can be reached
at [email protected]
Brian Robinson is a freelance writer based in Portland, Ore.