Function: - Physical Security Version: - PhySec/CNX/14/VM-22-1 Total Page: - 6
Process: - Visitor Management
The document details the steps to be followed for Registration
Introduction
of Visitor.
To ensure that all visitors at Concentrix locations are duly
Objective
verified, registered and escorted while they are in premises.
Scope All India Concentrix Locations.
Process Owner Vishwanath Gavankar
2
Document Controls
Version Number Date Change Request Approver Change Type
1 15th May 2014 N.A. Avtar Singh Initial Document
Security/CNX/15/ • Format changed
2nd Nov 2015 Review Avtar Singh
VM/2 • Disclaimer added
Security/CNX/15/
2nd May 2017 N.A Sandeep Dahiya Review
VM/3
Security/CNX/15/
1st June 2019 Review Saurabh Bareja Review
VM/4
PhySec/CNX/14/
1st June 2020 Review Saurabh Bareja Annual Review
VM-20-1
PhySec/CNX/14/ Document ownership/ Document formatting
17th May 2021 Saurabh Bareja
VM-21-1 Document structure and few amendments
PhySec/CNX/14/ Document ownership & Document Review and
5th Aug-2022 Saurabh Bareja
VM-22-1 Review few amendments
Next Due Date: - D D M M Y Y Y Y
2 3 0 8 2 0 2 3
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Table of Content
1. Visitor management process 4
a. Host Employee Responsibility 4
b. Security responsibility 5
c. Visitor Responsibility 5
2. Exception 6
3. Matric 6
4. Disclaimer 6
5. Visitor entry timings 6
6. Visitor register format 6
How to read the flowchart
- Process starts from Start button in green
- Flow of the chart to respective steps starts from dot (•)
- Process ends at End button in red
- Flow of the chart to succeeding step ends with arrow (←,→,↑,↓)
- Click on any box to reach directly to respective desk process
- Click on any cross-reference link (Flow Chart) under respective desk
procedure to reach back to flow diagram
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Visitor Management Process
Figure 1 Flow Chart
Host employee Responsibility
1 Approves the request on the
What - Approves on VMS tool
tool
Flow Chart
When - Visitor successfully registers on the tool
How - Through VMS tool
Why - To authorize visitor entry
2 Escort visitor at all the times in
What - Escort the visitor
the premises
Flow Chart
When - Throughout the visit duration
How - By physically moving around with the visitor
- To guide the visitor & restrict movement of visitor in unauthorized
Why
area
5
Security Responsibility
1 Verify ID of the visitor (Govt.
What - Check Govt. ID proof with clear photo
issued only)
Flow Chart
When - Host employee approves the visitor entry on tool
How - Physically checking
Why - To authenticate the right person
2 Issue and log the visitor badge
What - Issue the badge
Flow Chart
When - On successful authentication
- Physically providing the badge to the visitor and logging the badge
How
details on VMS tool
Why - To log the entry
3 Mark return on the tool
What - Mark return on VMS tool
Flow Chart
When - Visitor returns the badge to Security
How - Physically submitting the badge
Why - To log out visitor entry
Visitor Responsibility
1 Approaches Security & Scans
What - Scans the QR code
the visitor QR code and
updates requested fields in
When - On arrival at reception/ SCR
the form
Flow Chart
How - Through smart mobile phone
Why - To enter visitor details
2 Declares if, carrying laptop or
What - Declare laptop/ storage device
any portable storage device
Flow Chart
When - If carrying the said device
How - Physically showcasing the device
Why - To ensure no obligation while checking out
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3 Return the badge to Security
What - Return the visitor badge
upon completion of the visit
and use QR code to sign-out
When - Upon completion of the visit
Flow Chart
How - Physically submitting the badge to Security
Why - To complete the Visit
Exception
1. In case visitor is not carrying any Govt. issued Photo identification card, Security can check any Photo badge issued
by his / her employer. In absence of that, Security must update remarks column “Photo ID not checked & visitor is
validated by Host Employee”.
2. Upline manager of the host employee and location people solution leader approval is required for: -
a. Visitor entry for non-working days & beyond visiting hours
b. Children entry on all days in CNX premises
Disclaimer
- Visitor logs are retained for 2 years effective 2018 onwards.
Metric
Unit of
S/N Measure Measure Description Target Periodicity
Measurement
1. Visitor Badges Reconciliation of issued and Units < 2% loss Monthly
Lost in Month retrieved badges.
Visitor entry timings
- Visitor are allowed only during visiting hours between 0800 hrs. to 2000 hrs.
Visitor register format*
S/N Date Name of Address/Co Phone No. Purpose of Employee Visitor’s Visitor’s Sign Time In Time Out Purpose to Escort Escort Remarks
Visitor mpany Visit being Badge No. Enter (Name & (Sign)
(In BLOCK Name Visited ID)
Letters)
* Note: - To be followed on System failure/ outage. Electronic visitor management will be replaced by manual entry as per
the format.
***END***
