Whistleblowing

Information Technology Department

Feb 2018
Whistleblowing System User Feb
Manual 2018

Table of Contents
1.
Purpose...............................................................................................................
.............................................................3
2. Whistleblowing
System................................................................................................................
................................3
2.1
Frontend...........................................................................................................
......................................................3
2.1.1 Submitting a Complaint
...................................................................................................................
...............3
2.1.2 Retrieving
Response........................................................................................................
................................6
2.2
Backend...........................................................................................................
........................................................6
2.2.1 Main
Navigation......................................................................................................
..........................................6
2.2.2
Users............................................................................................................
.......................................................7
2.2.3
Departments...................................................................................................
..................................................9
2.2.4 Categories
...................................................................................................................
....................................11
2.2.5 Complaints
...................................................................................................................
...................................14

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1. Purpose

This system acts as a secured anonymous channel for the receiving all complaints (e.g.
unethical behavior, illegal issues, corruption, etc.). Information of alleged wrongdoing can be
classified in many ways: violation of company policy/rules, law, regulation, or threat to public
interest, as well as fraud, and corruption. Those who become whistleblowers can choose to
bring information or allegations to surface either internally or externally. Internally, a
whistleblower can be one of the organization’s employees bringing his/her accusations to the
attention of other people within the accused organization such as an immediate supervisor.
Externally, a whistleblower can bring anyone (non-employee) who has any kind of interest to
the organization itself.

2. Whistleblowing System
2.1 Frontend
The system frontend enables whistleblowers to enter their complaints. It is accessible online
to all web- surfers via http://whistleblowing.sodic.com/.

2.1.1 Submitting a Complaint

Once, the user navigates to the frontend link, he can submit his complaint via the
whistleblowing form as per the below screenshots. For submitting an anonymous complaint,
user should enter the following:
1- Complaint Subject
2- If the user wants to leave his personal information or not. In case the user selected to
enter his information, he will need to fill the below fields.
a. Name
b. Email
c. Mobile

If the user chooses that he is a SODIC employee, he will need to additionally enter:
a. Employee ID
b. Department

3- Then the user needs to choose the classification of the complaint. Multiple selection is
enabled.
4- Then the user can enter a full description of the complaint.
5- User can attach any needed files. Supported file extensions are jpg, jpeg, png, pdf,
doc, docx, mp3, wav, mp4, avi, and the max file size that can be uploaded is 20 Mb.
6- Then Click on Save.

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Whistleblowing System User
Information Technology Department Feb
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7- Upon clicking on Save, a confirmation screen will be displayed to the user along with a
randomly generated number.
8- User should keep this number to use upon retrieving a reply to his compliant (if any).

Once a whistleblower enters a complaint to the frontend, a notification email will be sent to
Operations
Support Team, as per the below screenshot.

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2.1.2 Retrieving Response
To retrieve a response to the entered complaint, user needs to
navigate to http://whistleblowing.sodic.com/RetreiveAnswer.aspx.
1- Enter the previously displayed random generated number.
2- Click on the checkbox (I am not a robot).
3- The entered response (if any) will be displayed in the relative text area.

2.2 Backend
To access the backend of the Whistleblowing system, you need to navigate to
http://10.200.20.219:5010/default.aspx. Backend login page is displayed, authorized users
need to enter their windows username and password to access the backend.

2.2.1 Main Navigation

All links are arranged in the Main Navigation menu at the left side of the backend. Main
Navigation is divided into two categories:
1- Administration
2- Complaints

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2.2.2 Users
Upon clicking on Users’ link, under administration left menu, all Systems’ users will be listed.
From this list, admins can add new user, edit, or delete any user.

2.2.2.1 Create
To add new user:
1- Admin should click on the Add New button at the top right corner of the Users’ screen.

2- Admin needs to enter the Login Name of the new user (Windows). System will search for
the
user in the organization’s LDAP and will fill the rest of the fields automatically.
3- Admin can either check if the new user is Admin user or not.
4- Finally, Admin needs to click on Save for the user to be created.

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2.2.2.2 Update
To update any user:
1- Select the edit icon of the user you need to update.

2- The user form will be displayed. User can edit user’s information.
3- Then the admin needs to click on Save.

2.2.2.3 Delete
To delete any user:
1- Select the delete icon of the user you need to delete.

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2- A confirmation message will be displayed.

3- If the Admin clicked on OK, the user will be deleted.

2.2.3 Departments
Departments can be managed from the left navigation panel. User needs to click on Departments
under
Administration title.

2.2.3.1 Create
Users can create new department, to be displayed in the frontend drop down departments menu.
1- Click on Add New Button.
2- A form will be displayed, user need to enter:
a. Department Arabic
Name b. Department
English Name
3- Then the user should click on Save.

2.2.3.2 Update
Users can update information for any existing department.
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1- Select the edit icon of the department you need to update.

2- The department form will be displayed. User can edit department’s information.
3- Then the admin needs to click on Save.

2.2.3.3 Delete
To delete any department:
1- Select the delete icon of the department you need to delete.

2- A confirmation message will be displayed.

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3- If the Admin clicked on OK, the department will be deleted.

2.2.4 Categories
Categories can be managed from the left navigation panel. User needs to click on Category under
Administration title.

2.2.4.1 Create
Users can create new Categories, to be displayed at the frontend.
1- Click on Add New Button.
2- A form will be displayed, user need to enter:
a. Arabic
Name b.
English Name
c. English Description
d. Arabic Description
3- Click on Save for the Category to be created.

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2.2.4.2 Update
Users can update information for any existing category.
1- Select the edit icon of the Category you need to update.

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2- The category form will be displayed. User can edit category’s information.
3- Then the admin needs to click on Save.

2.2.4.3 Delete
To delete any
category:
1- Select the delete icon of the category you need to delete.

2- A confirmation message will be displayed.

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3- If the Admin clicked on OK, the category will be deleted.

2.2.5 Complaints
Complaints can be managed from the left navigation panel. User needs to click on Complains link.

All entered complains will be listed as per the below screenshot.

2.2.5.1 Response to a Complaint

To respond to any of the entered complaints.
1- User needs to click on the edit icon.

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2- The complaint form will be displayed. It contains all complaints information as per
the below screenshot.

3- Administrators need to respond to the complaint in the Complaint Reply text area
as per the below screenshot.

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4- Then the User need to click on Save.

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