Introduction-

The act of reporting any illegal or unethical activity within an organization is often marred with the prospect of
retaliation from the accused entity or individual, reprimand by the seniors & management, malicious attempts at
soiling the reputation of the reporting individual, intimidation, discrimination, harassment, victimization and other
such various activities often discouraging that act of reporting howsoever the good faith it is reported with.

So for this very specific purpose the HFE organization/IT department has come up with an idea of reporting such
often serious matters with secured assurance of security. Along with is provided a shield of anonymity to ensure no
unfair treatment, should the individual not want to reveal his/her identity, but wants to reveal the said concern in
good faith for the betterment of the organization.

Objectives-

The basic objectives behind the creation of this form are-

- Reporting of any misconduct or wrongdoing act by an individual within an organization which goes against
the very ethics of the organization
- Reporting in such a manner so that the reportee can remain anonymous and yet can report without any fear of
exposure or prejudice
- The alleged act can be reported with supporting evidences so that the bonafide can be assured
- Even in case the reportee reveals his/her identity for further support during the course of investigation, the same
will be available at the level of the HFE Risk Officer only

Benefits-

The basic benefits for the organization can be summed up as-

- Reporting of any wrongful act without any fear

- Secrecy of the reportee, thus ensuring better reporting of any alleged wrongdoing to the management
- Providing a platform within an organization to raise a voice against any act which is prejudice or against the
company or organization
- Better employee and management relationship, thus ensuring better working atmosphere
- Providing a just and equitable working environment for all the levels in the hierarchy of the company

Stakeholders-

There will be two stakeholders in the form-

Users-
Internal Users- The employees of the company who will have the option of reporting any activity deemed against
the organization with or without revealing his/her identity

External Users- The non-employees, vendors or the customers of the organization will have the option of reporting
any activity deemed to be affecting the goodwill of the company or any further non cooperation from within the
organization.

Admin- The controller or the HFE Risk Officer who will collect, sort and will have direct access to all the complaint
forms with or without the reportee details

The form will be made in microsoft sharepoint and will be mapped with the sharepoint application.

Functionality-

The link for the form will be available at two locations, in the website for external users and at the pulse portal home
page for the internal users. Through which the users can report the respective issues with no feedback mechanism
keeping their identity closed or disclosed.

Checks & Balances-

The creation of this form is with the added intention of an incident or act being reported without any malicious intent
or for personal benefit. And there should be a reasonable basis for belief in truth of the matter. Other factors covered
therein are as below-

- The form shall not be used to raise grievances or concerns about job performance, appraisals, terms of
employment, unfair management, inefficient systems, routine or administrative matters, pending payments, or
other operational feedback.
- The reportee shall be genuine & the issue raised is in good faith. Thereby meaning that the reported act is made
with a reasonable basis for belief in the truth of the matter and are not made with malicious intent or for personal
benefit.

Suggestions to Reportees-

- The reportee should not attempt to carry out any investigation by oneself or take any action before reporting
the concern.
- The reportee should not contact the suspected individual to determine facts or demand restitution. His/her
role should be limited to reporting the irregularities.
- The reportee should not disclose any information with respect to the concern raised under this policy or the results
of the investigation to any other person as this may prejudice the outcome of the investigation.
To conclude & summarize the above mentioned details, the sole purpose of this form creation is to create a robust
reporting mechanism within the organization for highlighting certain prejudicial & misconduct activities to the
senior management, thereby providing a voice to the less privileged and creating an equitable & harmonious
working atmosphere for all the employees of the organization.