1. Managements today, in their hunger for success and appreciation of shareholders equity tend to forget the core essence behind the words in their vision and mission statements, corporate social responsibilities, duties towards employees etc. A whistleblowing encourages honest culture, promotes transparency, establishes clear communication within and outside the organisation, and keeps the key individual from abusing their powers.
2. Whistle-blowing bolstered by the provisions of the Sarbanes-Oxley Act is not only become a tool seen by regulators when it comes to leaving penalties but is a core pillar of a compliance program.
3. Though Whistle-blowing has been seen for snitches and glory seekers, it has undoubtedly become a symbol and tool to promote integrity.
2. About Robin Singh
Robin Singh has worked in the Big 5 accounting
firms such as Deloitte and Protiviti. He carries a
strong experience in Fraud Investigations,
developing anti-fraud frameworks, setting up
Ethics and compliance programs across
jurisdictions such as India, Singapore, Middle
East and Afghanistan. He has ideated forensic
tools / solutions for his selected fortune, 500
clients. He is a keen writer on the subject of
ethics and compliance and has published
articles across electronic and physical media.
He currently works for the Abu Dhabi
government in the healthcare sector managing
the activities of Ethics and Fraud Control
Department across the region.
Feel free to reach him on:
Website: whitecollarinvestigator.com
Linkedin: https://ae.linkedin.com/in/whitecollarinvestigator
Twitter: @drobinsingh
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
7. Top 5 Compliance Trends in 2016
Common pitfalls while establishing a White-blowing hotline
Whistle-blowing is one of the key challenges
for Compliance officers for today.
• USA: OSHA Draft guidelines for organizations
for WBP
• UK: FCA and PRA on protection
• Canada: New guidelines
Source: Compliance Trends Survey –A survey by Thompson Reuters
Source: Compliance Trends Survey –A survey by Compliance Week
07/10/2016
By Robin Singh, MSc.(Law), MIT, CFE, CFAP
8. Whistle-blowing means……………..
Common pitfalls while establishing a White-blowing hotline
“Blow whistle” to call attention to an act:
• To raise concern about an illicit act or
• To prevent continuation of a wrong,
but
• In good faith.
http://summergames.ap.org/providencejournal/content/london-olympics-
soccer-women-698
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
9. • Fraud
How whistle-blowing hotline is evolving
Common pitfalls while establishing a White-blowing hotline
• Misconduct
• Bad stuff
• Fraud & Misconduct
• Regulatory reporting
• Mal practice
• Any reporting in good faith
• A vehicle for vindictive reporting
REGULATION DRIVEN:
A) REDUCE LOSSES
B) IMPROVE LIMITED PROCESSES
SELECTED EMPLOYEE DIVEN
COMPANY DRIVEN:
A) A CORE FACTOR IN ACHVING BUSINESS
OBJECTIVES
B) ONE STOP SHOP FOR DATA
C) SOCIAL MEDIA DRIVEN
D) MOBILE APPS
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
11. Q2: Format
q Online / web based
q Telephone
q Email
q All the above
q I do not have a whistle-blowing mechanism
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
13. Just a phone or something else?
• Internally (to other people within
the accused organization)
• Cut companies losses
• Scrutinize internal processes,
recoveries
• To set the right morale
Internally
• “Fraud does not exist.”
• “It would never happen here. My
staff is honest.”
• “There was no fraud in past.”
• “Our existing controls work well.”
• “If fraud was taking place, our IA
would find it.”
Myths
• Externally (to regulators, law
enforcement agencies, to the
media or to groups concerned
with the issues).
• Vendors / contractors voice
Externally
Common pitfalls while establishing a White-blowing hotline
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
14. This guy has hurt
me so many times
(personal / Vindictive)
No
Does this
conflict with
values &
culture?
Is this illegal?
(country & local laws)
Does this
contradict
with the
policies?
Report
No
Report Report
No No
Yes
Yes
Yes
Could this
impact if all
employees
did this?
Could this
adversely impact
any company
stakeholders?
(customers,
shareholders,
employees,
suppliers)
No
No
No
Report
Yes
Report
Report
Report
Yes
Yes
Yes
Average Reporter Smart
Reporter
Over
Smart
Training
Report by
incriminating
others
Would you feel
concerned if this
appeared as a
newspaper
headline?
Yes Report
Nothing to report
No
The thought process…………….
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
15. Investigator’s thought process begins…
How do investigators think?
1. Is the situation of sufficient moral importance to justify investigation?
2. Do you have all the facts
3. Do you properly understand their significance?
4. Verify with internal channels to confirm certain facts?
5. What would the whistle-blower gain out of this?
6. What is my responsibility in view of my role within the organization?
7. What are the chances for success?
Convert
Trusting too much
Not having enough evidence
Using the wrong style
Not waiting for the right opportunity
Not building support
Playing the opponent’s game
Not knowing when to stop
Common pitfalls while establishing a White-blowing hotline
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
17. Assuming it’s about the money
Common pitfalls while establishing a White-blowing hotline
• Whistle-blowers do not do it for money
Reasons FOR Reporting Reasons for NOT Reporting
Reason % Reason %
Believed corrective action
would be taken
79% Believed no correction
action would be taken
59%
Support of management 75% Feared retaliation 46%
Support of co-workers 72% Feared no anonymity 39%
Could report anonymously 63% Believed someone else
would report
24%
2005 National Business Ethics Survey, Ethics Research Center
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
18. Not knowing the right fit
Common pitfalls while establishing a White-blowing hotlineExternal Internal
General Familiar with multiple organizational structures,
cultures; Bench Marking exercise; Well trained
Internal benchmark is possible;
Savings Economies of scale May be cost effective in large companies
Time Can receive calls “24/7” Working hours
Independence Higher degree of independence and objectivity
from management
Fear of retaliation / anonymity being
compromised is higher (Caller id, voice, etc.)
Languages multiple languages Has a direct impact on cost
07/10/2016
Internal External
General Better understanding of organizational policies;
Know what is to be done and when
Some or absent
Actionable
time
Way lesser Need the client approval
Growth of trust Trust can exponentially grow with actions from
ethics and compliance officer
Vendor employees may not under-
stand an organization’s employees,
Data Internal External
By Robin Singh, MSc.(Law), MIT, CFE, CFAP
21. What's in the name - Shakespeare
Common pitfalls while establishing a White-blowing hotline
07/10/2016
• Hotline: Negativity
• A deal breaker?
• Transition: Fraud and Misconduct Hotline à Whistle-blowing Hotlineà Reporting
line
• Bottom-line: What do employees perceive it as?
• . . . . Just DON’T call it “hotline”
By Robin Singh, MSc.(Law), MIT, CFE, CFAP
24. Who owns it?
Common pitfalls while establishing a White-blowing hotline
07/10/2016
• Which function will have primary responsibility?
ü Recommended: Ethics and Compliance
• How will reports be handled? Who decides?
• Who is informed of reports and when?
By Robin Singh, MSc.(Law), MIT, CFE, CFAP
25. “I receive only a few calls in a year” –
Compliance officer
Common pitfalls while establishing a White-blowing hotline
07/10/2016
Hawaii
• Double edge sword: Are few calls good?
• What’s bad about it?
• Is there anything good about it?
By Robin Singh, MSc.(Law), MIT, CFE, CFAP
26. Communication – How and to whom
(1/2)
Common pitfalls while establishing a White-blowing hotline
07/10/2016
Means* %
Poster 33%
Employee 14%
Intranet 11%
Handbook 08%
Wallet Card
*2013 Corporate Governance and Compliance Hotline Benchmarking Report
First Report Made to:* %
Supervisor 56%
Higher Management 26%
Hotline/Helpline 5%
Other Responsible Person incl. Ethics Officer 5%
*2011 National Business Ethics Survey, Ethics Research Center
By Robin Singh, MSc.(Law), MIT, CFE, CFAP
27. Communication – Languages & training
(2/2)
Common pitfalls while establishing a White-blowing hotline
07/10/2016
• Languages have always been a barrier to entry.
• (15 minute pitch) Market the hotline at forums / task force meetings (e.g CEO,
Nursing forum, Facilities forum, etc.)
• Training
ü Live, Online, Webinar, etc.
• WB policy in other languages
• Mobile App based marketing
By Robin Singh, MSc.(Law), MIT, CFE, CFAP
28. whistleblower protection program (1/2)
Common pitfalls while establishing a White-blowing hotline
07/10/2016
• Another reason which might discourage or encourage users to file a report
• Perceived by Reporters who suffered said Misconduct
• Employees must perceive that their issues and reports are welcome
Type of Retaliation* %
Excluded from decisions / work activity by management 64%
Given cold shoulder by colleagues 62%
Verbal abuse by supervisor or other management 62%
Job threatened 56%
Not given promotions or raises 55%
*2011 National Business Ethics Survey, Ethics Research Center
By Robin Singh, MSc.(Law), MIT, CFE, CFAP
29. whistleblower protection program (2/2)
Common pitfalls while establishing a White-blowing hotline
07/10/2016
Solutions:
• Strong Policy,
• Set Live Examples: During training and on intranet (without Names)
• Train, train and train
• Multiple communication channel
• Set-up compliance liaison
• (15 Minutes) Discuss scenario at forums / task force meetings (e.g CEO, Nursing forum,
Facilities forum, etc.)
By Robin Singh, MSc.(Law), MIT, CFE, CFAP
31. qYes
qNo
qI do not know / Unsure
qI do not have a policy
Q5: Do you have a WB protection program
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
qPart of whistle-blowing policy
qSeparate from whistle-blowing policy
qI do not know / Unsure
qNo Policy
Q5: Is your WB protection program separate or
a part of WB Policy?
32. Should those answering the internal helpline
be attorneys or Ethics and Compliance?
Common pitfalls while establishing a White-blowing hotline
07/10/2016
It Depends:
• Depends on your setup – Trade secrets / IP / Nuclear house (Sometimes
Attorney client privilege helps)
ü Are they the right fit? – No (everything is black and white)
ü Objective: Only Law based
• Ethics and Compliance officers like to work in the grey area
• It’s a people’s person job
By Robin Singh, MSc.(Law), MIT, CFE, CFAP
33. Lack of credibility towards anonymous
callers (1/2)
Common pitfalls while establishing a White-blowing hotline
07/10/2016
• One of the pillars / key to success for the Reporting ‘Mechanism’
• In a toxic environment, it helps
• Right to privacy
• Tone at the top, Ethics and Compliance officers responsibility not dilute the culture
• Examples: (????)- Search
By Robin Singh, MSc.(Law), MIT, CFE, CFAP
34. Lack of credibility towards anonymous
callers (2/2)
Common pitfalls while establishing a White-blowing hotline
07/10/2016
Solutions:
• ….. Never dismiss the report based n anonymity...
• Focus: the substance of the allegations
• Warrant some additional scrutiny.
• Setup multi disciplinary task force (Comprising of Compliance (Chair), Legal, IA,
HR, Finance, Procurement, operations, etc.)
http://abcnews.go.com/Business/biggest-
whistleblower-rewards/story?id=17222028By Robin Singh, MSc.(Law), MIT, CFE, CFAP
35. Not being aware & prepared for data privacy
issues
Common pitfalls while establishing a White-blowing hotline
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
• Encrypt Database
• Should be more than 1 person receiving the report
• Awareness of who all can access service provider’s database (is it being used for
selling purposes?)
• How is data migration / retention / deletion taking place
ü During the contract
ü at the end of the
36. Failing to act and / or preserve
confidentiality of the initial report received
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
Rating
Financials Impact
(USD)
Business Impact (e.g. in
HC it is Patients)
Reputational Impact
Impact through regulatory
breaches
Employees
Involved
Source External
/ Internal
5
> 10 Mil Adverse Events Long term systemic failures or bad
publicity, etc.
International Law / Civil C-Suite Regulator / Police
4
3
2
1
Receive
Complaints
Channel: WB,
Email, etc.
Assess
Complaints
(Data base /
Case mgmt.)
Level 1 : Analytics &
C&FRR
Level 2: Risk Mgmt.
Function
Level 3: Committee
• Investigate: Yourself
• Investigate: Distribute
• Investigate: Decline
…….. Close Loop /
Update system /
Action Plan /
Report to committee
Criteria for assessing complaints / allegations
Priority Criteria
High Priority > 75% of the Cumulative Score
Medium Priority > 40 % & < 75% of the Cumulative Score
Low Priority <40% of the Cumulative Score
HML Criteria
* Cumulative Maximum Score = 30
37. Not publishing penalties for intentionally
providing false reports
Common pitfalls while establishing a White-blowing hotline
07/10/2016
• No room for bad faith
• Culture problem
• Understand the difference between:
Reporting employee knew to be untrue
vs
those that simply lack factual support
Vs
misinterpret others’ behavior / laws
• What mechanism to use? Intranet
• Employees should be attuned to certain “red flags” that could indicate a
given report is knowingly false.
By Robin Singh, MSc.(Law), MIT, CFE, CFAP
38. Are employees required to investigate?
Common pitfalls while establishing a White-blowing hotline
07/10/2016
Employee
Report
Suspected
Wrong doing?
Element of
good faith
comes in
Creates a
culture of
openness
Objective:
Reporting
helpline
Report Suspected Wrong
doings?
Element of
concrete
evidence
comes in
Employee=
Investigator
Clicking
pictures /
Invading
into privacy
Impacting
work
culture
Lawsuit
Whistle-blowing policyBy Robin Singh, MSc.(Law), MIT, CFE, CFAP
39. Good to have: Customizable Screens / App
world
Common pitfalls while establishing a White-blowing hotline
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
• Lot of players in the market & Lot of solutions.
• Remember: the target is not only fraud an misconduct but all types of
reporting.
• Everything is dynamic and changing by the second
• WB mechanism should be adaptive in nature to adept the changing
people, unique culture
• Customizable questions is the way to go
ü Pros: Adapts to organizational culture
ü Cons: Old data, poor trend analysis, etc.
41. What all is impacted with adequate trainings
Common pitfalls while establishing a White-blowing hotline
• Diminishes Trust in the Workplace
• Can Negatively Affect Your Career
• Can Destroy the Company
• Risk to Personal Safety
• Credibility
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
43. Effects of Whistle-blowing
Common pitfalls while establishing a White-blowing hotline
07/10/2016 By Robin Singh, MSc.(Law), MIT, CFE, CFAP
• Forced to leave
organization/demotion
• ruined
• Family, health, and/or life in jeopardy
• Outrage and divisiveness of people
directly or indirectly involved
• Physical or psychological isolation
• Organization experiences loss of
money, restitution, productivity, and
positive reputations.
• Incarceration