Client Room Usage
Procedure
Document Number: KMC-L2-CS-004
Version Number: 10
Effectivity Date: 2022 June 28
Prepared by: Wilmelyn Sadueste
Assistant Customer Success Manager
Reviewed by: Jaymie Anne Malicsi
Senior Customer Success Manager
Approved by: Tracy Anne Ignacio
Chief Operating Officer
Documentation Administration
Any hard copy of this document without the signed first page or electronic copy stored outside the official repository may not be the latest
version. No part of this document should be used or reproduced in any form or by any means, or stored in a database or retrieval system
without prior written permission of the MR and/or the Managing Director.
KMC Solutions Inc.
Client Room Usage Procedure
KMC-L2-CS-004
2 | 6 Version 10
Document History
Version Date Author Update Description
0 2015 Sept 22 Jaymie Anne Pagsisihan Initial issue.
1 2016 Jun 14 Wilmelyn Sadueste 3.3 Procedure
2 2016 Oct 10 Wilmelyn Sadueste 3.1, 3.2, 3.3.4 Procedure
3 Wilmelyn Sadueste Updated KMC Logo
2017 July 17
3.0 Responsibility
4 2018 Jan 22 Jaymie Pagsisihan/ Document History
Wilmelyn Sadueste 3.0 Responsibility
Step 3.2.3
Reference
5 2018 May 25 Jaymie Malicsi Updated KMC Logo
5.0 Reference
6 2019 Feb 7 Wilmelyn Sadueste Updated reviewer designation
7 2020 Mar 1 Anne Regine Frondozo Updated Document Control
Number, 3.0 Procedure, 4.0
References
8 2021 Jun 1 Jaymie Malicsi Updated 3.0 Responsibility, 3.2
Procedure, 4.0 References
9 2022 May 26 Wilmelyn Sadueste 2.0 Scope
Irish Andrada Updated 3.2 Procedure step 5
4.0 References
10 2022 June 28 Kate Abellera Updated KMC Logo
Mary Angelie Serafica 5.0 Document Control
6.0 Disposal Procedure for Public
Use
Appendix A: Client Room Usage
Checklist
Appendix B: Admin Services
Request Form
Documentation Administration
Any hard copy of this document without the signed first page or electronic copy stored outside the official repository may not be the latest
version. No part of this document should be used or reproduced in any form or by any means, or stored in a database or retrieval system
without prior written permission of the MR and/or the Managing Director.
KMC Solutions Inc.
Client Room Usage Procedure
KMC-L2-CS-004
3 | 6 Version 10
CLIENT ROOM USAGE
1.0 Purpose The objective of this procedure is to obtain proper Meeting Room
Management and accurate bookings.
2.0 Scope Monitor every member’s usage. Charge accurate excess billing and incurred
damage/s in every meeting room usage.
3.0 The Customer Success Team is responsible for the implementation of this
Responsibility process.
3.1 Flow
Coordinate
Send Meeting Room
Booking Accomplish with Finance
room booking Inspection
confirmation Checklist for any
request after usage
charges
3.2 Procedure Step Performer Activities
1 Requestor
Member Sends requests via
Client Portal
Internal Plots booking via
Employee Outlook Calendar
2 Client Portal Client Portal - book, re-schedule, cancel
meeting room bookings.
Members / Client POCs will also have a
dashboard to track complimentary and used
hours.
Booking and cancellation notifications are
directly sent to the requestor’s email address.
3 Requestor Uses the meeting room based on the booking
confirmation.
4 Requestor and Customer Success team and member to:
CS on-site 1. Inspect the room before and after
usage.
2. Accomplish Client Room Usage
checklist via GoCanvas.
5 CS on-site If there are charges billable:
Documentation Administration
Any hard copy of this document without the signed first page or electronic copy stored outside the official repository may not be the latest
version. No part of this document should be used or reproduced in any form or by any means, or stored in a database or retrieval system
without prior written permission of the MR and/or the Managing Director.
KMC Solutions Inc.
Client Room Usage Procedure
KMC-L2-CS-004
4 | 6 Version 10
- Excess client room usage and damages
occurred after use - obtain Client approval
by having them sign the Admin Services
Request Form.
6 CS on-site Submits client charges to Finance team if there
are corresponding charges.
4.0 Reference Email Communication
Ticketing System
GoCanvas Client Room Usage Checklist
Admin Services Request Form
Outlook Calendar
Client Charges
Site Info
Client Portal: https://portal.kmc.solutions/meeting
KMC Client Portal Guideline (https://kmcsolutions-
my.sharepoint.com/:w:/g/personal/chrisdan_evalla_kmc_solutions/ET03Q-
3m9fJKnkD-IrGq5nEB0ddApfL3hoUToQxDhyNO0A?e=QeiJOo)
ERP – https://erp.kmc.solutions
5.0 Document Checklist Category Retention
Control
Client Room Usage Public 3 - 5 years
Admin Services Internal 3 - 5 years
Request Form
6.0 Procedure Disposal Process
For Internal Step Performer Activities
and Public 1 Customer Extract data from Gocanvas to check the
Disposal Success Team exact date when the document was filed
every 6 months.
2 Customer Filter out the dates in the excel file and
Success Team separate those documents that have passed
the retention period and for sending to
Cluster Heads, Department Head and ISO
lead Audit Team for request for Document
Disposal.
Cluster Heads, Review and approve documents for disposal.
Department
3
Head and ISO NOTE: Internal and Public Documents are
lead Audit Team subject for Approval.
Customer All documents that are approved shall be
4
Success Team archived or deleted from Shared Drive.
Documentation Administration
Any hard copy of this document without the signed first page or electronic copy stored outside the official repository may not be the latest
version. No part of this document should be used or reproduced in any form or by any means, or stored in a database or retrieval system
without prior written permission of the MR and/or the Managing Director.
KMC Solutions Inc.
Client Room Usage Procedure
KMC-L2-CS-004
5 | 6 Version 10
APPENDIX A: Client Room Usage Checklist
Documentation Administration
Any hard copy of this document without the signed first page or electronic copy stored outside the official repository may not be the latest
version. No part of this document should be used or reproduced in any form or by any means, or stored in a database or retrieval system
without prior written permission of the MR and/or the Managing Director.
KMC Solutions Inc.
Client Room Usage Procedure
KMC-L2-CS-004
6 | 6 Version 10
APPENDIX B: Admin Services Request Form
Documentation Administration
Any hard copy of this document without the signed first page or electronic copy stored outside the official repository may not be the latest
version. No part of this document should be used or reproduced in any form or by any means, or stored in a database or retrieval system
without prior written permission of the MR and/or the Managing Director.
