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TIP-OFFS ANONYMOUS

Deloitte Tip-offs Anonymous Presentation to TELECEL ZIMBABWE Staff


This presentation is copyrighted to Deloitte. Only authorized accredited trainers of subscribing companies may use this material to train their own employees.

2012 Deloitte & Touche

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Tip-offs Anonymous

Why Deloitte Tip-offs Anonymous: There is increase in Theft, fraud, corruption and unethical behaviour at ALL LEVELS in organisations and from outside. There is: Need to safeguard the company Need to protect employees Need to protect shareholders Need to protect the customers.
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Fraud eats the bottom line (profit) of the organization. This result in: Low or No Salary increments. Reduced Bonuses. Retrenchments. Company Closure Loss of Jobs. Fraud is every bodys concern.
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Fraud Detection

Employees perspective

Survey shows 20% (1 in every 5) of employees are personally aware of people stealing from their employers

80 % of employees are most likely to report fraud if there were fraud reporting channels

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How DToA will help employees:

It is a Safe way to report fraud, theft, corruption and any unethical practice, because no-one at TELECEL will know your identity. Your report will always reach a senior official who is not involved in the fraud or unethical practice.

It does not matter how junior you are, your tip-off will be listened to.
No other employee will know you have passed the information on.

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Pressure Points

Greed. Financial pressure debt, usury etc.

Vice related pressure - drugs, gambling, alcohol abuse e.t.c.


Circle of friends Peer Pressure.

Need to impress girl friends, boy friends and small houses.


Spending habits. Living beyond ones means. Mid-life Crisis
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Work Related Pressure


Getting Job

little recognition.

dissatisfaction. of loss of job.

Fear

Feeling

underpaid wages in kind.


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Opportunities

Absence of internal controls.

Poor/weak internal control systems.


Lack of monitoring the controls.

Ability of Management to override Controls. High management turn over.

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Rationalisation/Justification

It was too Easy They Dont Pay me Enough My Child is sick My Boss Circumvents the Rules Ill Pay it Back True Crisis Divorce, Death in the family e.t.c.

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What is Tip-offs Anonymous?

It is an Independently managed ethics and fraud hotline. It allows all TELECEL stakeholders (employees, suppliers, customers & members of the public) to report crime, fraud and theft confidentially. Easy contact can be made from anywhere in the country.
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It Operates 24/7/365 There is Live answering from 0730 hrs to 1830 hrs (Mon-Fri) & Saturday 0800 hrs to 1200 hrs. Remainder of time interactive voicemail facility.

It is NOT an employee grievance or complaint line


It is an Alternative & not Substitute to internal lines of communication.

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Why Anonymous Reporting


Whistle blowing is risky business:

Victimisation Retribution/Revenge Harassment etc.

It is Fundamental that Whistle blowers MUST be protected. It is Deloitte Tip-offs Anonymous number one goal, to protect as much as possible the whistle Blower.
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Different Methods of Reporting

There are 5 methods of communicating a tip-off: Toll Free Telephone Telone 7 Lines Free Post Toll Free Fax E-mail Website The most popular methods are toll free telephone & free post.

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Toll Free Phone

Toll free numbers are:0800 4100,0800 4101,0800 4103, 0800 4104,0800 4105,0800 4106 or 0800 4151. Dialed free of charge from any Telone number.

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Free Post

Three methods: Free Post Envelope no stamp required. Standard Envelope sender marks it Pay Forward on the envelopes and Tipoffs will pay the postage. Ordinary Paper staple and address to Call Centre.

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Free Post Envelope

Employees will receive envelopes at training. Thereafter, approximately once every six months through salary/wage packet. Must be put directly into Zimpost box and not through Telecel internal mail system.

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Standard Envelope

You must remember the box number. The Call Centre P O Box HG883 Highlands Harare Five digit reference number Name of your organisation

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4. Toll Free Fax

Fax Number :-

0800 4146.

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E-mail

Tip-offs Security Feature E-mails:- reportszw@tip-offs.com. Go through Scrubber which deletes names and address details. Use Internet Cafes to avoid detection through the server

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Website

www.tip-offs.com

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Understanding the Concept


DELOITTE TIP-OFFS ANONYMOUS (SERVICE PROVIDER)

Hotline Callers

Informers name if given is kept a secret

A secret Reference Number

Writers

Barrier between informer and the client receiving the tip-off

TELECEL

A secret Reference Number

TOTAL ANONYMITY, INDEPENDENCE & CONFIDENTIALITY


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At The Call Centre Who takes the calls?


There are trained & vetted call operators. Always work in teams with Supervisors. Calls are recorded so that details given can be accurately reported.
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How are the calls processed?

After a call is received: A report is drafted with all details. If a call is very urgent, TELECEL is notified by cell phone, otherwise it is delivered to TELECEL within 24 hours.

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Reports Recipients

Mr. J.D. Swaim

Managing Director

Mr. L. Tarupuwa Head Internal Audit

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Escalation
Mr. V.Nesci CEO of Southern African Cluster & Chair of Audit Committee TZ

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ALL Reports are sent by Password Protected e-mail.

Investigations are then handled at TELECEL by Audit and/or Security Departments.

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When is it a Tip-off?

Theft Fraud Corruption Bribery Conflict of Interest Misuse of Telecel Property or Assets Nepotism Sexual Harassment Risk, Safety & Health Related Issues

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Is this a Tip-off?

As an employee you have observed a group of employees who are removing goods from TELECELs premises without authority, and this is made possible with the assistance the security guards.

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Case Study

Yes this is a tip-off Theft

This a common occurrence.

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Is this a Tip-off?

You see your boss with his family at an expensive restaurant in town. The next day word goes round that he is claiming payment of his restaurant bill and he says that he was entertaining visitors from South Africa.

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Restaurant Case Study

Yes this is a tip-off Fraud

BUT

It must be investigated as he may have eaten twice at the restaurant on the same day or he may have used different tables.

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Restaurant Case Study

REMEMBER Tell Tip-offs that even if your name is kept secret, your boss will know who gave the information The tip-off will be reported in a way to protect your identity Remember that even if no one is caught on your report the information will help to change systems and procedures.

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Is this a tip-off?

Since the new Canteen Official was appointed, the quality of the food has been terrible. As an employee, you feel something should be done about it.

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Canteen Case Study

This is not a tip-off Normally handled as a grievance This is not a tip-off unless you have proof that the Official was doing something illegal such as stealing canteen goods or contaminating the food or using the canteen working capital for his/her own benefit, and then buy inferior food stuffs.

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Is this a tip-off?

You are employed in a department and one of your fellow employees mentions that he is related to the manager. A couple of months later, this person is promoted. From your working experience with this person, you know that he is incompetent and unqualified for his new position.

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Promotion Case Study

Yes this is a tip-off Nepotism

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Is this a tip-off?

You are convinced that your Supervisor does not like you. You have heard him bad mouthing you to other colleagues. You have just had your performance appraisal, where you were badly marked down despite having met your targets.
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Supervisor Case Study

This is a grievance or could be handled through the Appeal Process in the Performance Management system. UNLESS:

You have clear proof of nepotism or a fraud issue.


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Is this a tip-off?

You have a lady friend who is trying to get employment with TELECEL. She attends the interview with a certain Manager. You see her shortly afterwards and she is crying. She said that she was told that she must have sex with the Manager in return for employment. This can happen to man too.

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Interview Case Study

Yes it is a tip-off Sexual harassment BUT

It is difficult to prove. A process of entrapment could be used.


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Report Relevant Information

Names and number of people involved. Details of available witnesses. Date and time of incident. Where it took place (be specific) Any evidence which may exist. Amounts of money or approximate value of assets involved. Is what you are reporting, a regular happening. Any other useful information. Do not investigate the case yourself.
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Rewards Anonymous

TELECEL will pay out rewards for useful information that is received through Deloitte Tip-offs Anonymous. The reward amounts are as follows:-

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Reward Anonymous Categories - $300.00


- $500.00 - $1,000.00 - $2,500.00
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1. Bronze
2. Silver 3. Gold 4. Platinum

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What Qualifies for Bronze Reward

Report that gives Useful information enabling Telecel to change systems and procedures to prevent recurrence.
We do not need to know your name. You do not have to name anyone involved. There does not have to be a recovery of goods or monies stolen.

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Bronze Reward (cont.)

Just

tell us HOW:

The goods or monies are stolen. How it is done. Where is it taking place. How much is stolen or lost. How often does it take place.

Reward Amount $300.00


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Silver Reward
For

people who do not mind naming the suspects. Useful information that:
Shows how the irregularity is happening AND Leads to the recovery of goods (or monies) stolen OR Leads to the dismissal or conviction of the offender. Reward Amount $500.00
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Gold Reward

For people who do not mind naming the suspects and providing any other useful information. Accurate information that:
Shows how the irregularity is happening AND Leads to the recovery of goods (or monies) stolen AND Leads to dismissal or conviction of the offender.

Reward Amount $1,000.00.

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Platinum Reward
This

is the same with Gold Reward BUT This is for an informer who is prepared to bear it all, and save Telecel a Substantial Amount of Cash or High Value of goods recovered. $2,500.00.

Reward

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How can I be paid a reward if you dont know my name?

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Reward Payment
You

must remember your 5 Digit Reference Number. Do not tell anyone else your number. Tip-offs Anonymous does not need to know your name. N.B. Do not use your employee number, cellphone number or any number that is related to you in anyway.
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What happens then?


Tip-offs

keeps your number as a secret. Your report goes to Telecel but it does not have your number. Telecel decides to pay a reward they contact Deloitte Tip-offs Anonymous. Deloitte Tip-offs will send a Rewards Anonymous Poster for Telecel to put on the notice boards & to distribute by e-mail to ALL on your network.
If
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On the Reward Poster

Check to see if your number is there

21597 48236

38215 90017

86301 18929

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If you see your number on the poster:

Contact the Call Centre by phone


Quote your number You will be asked about your report so they know it is the correct person.

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If you are the Right Person

You will be asked to provide bank details i.e.an bank name and branch and account number. You will not be required to reveal your name. Money can be deposited into an account without putting a name. It is not in Tip-offs Anonymous to establish the account name from the bank. OR Arrangements can be made on how you can be paid.
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Sample Report

The official at my company is a bad man. He is stealing fuel many times. He owns a taxi with his brother. He takes fuel from his company car and put it into the taxi. He has done this for a long time.

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Sample Report

Problems: Does not say which company this is happening at or at which site. Does not have a date as to when it was written. There is no secret reference number. The facts are not clear: Which official? What is his/her brothers name? What is the registration number of the taxi? When did it start and how often does it happen?
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Sample Report Bronze Reward

29 Feb 2012 Employees with company cars are stealing fuel at Telecel. Every Friday they fill up their cars, then take the fuel out and sell it to the minibus drivers. They then fill up on Mondays. This is happening every Friday and has been going on for 9 months. My reference number is 23567.

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Sample Report Gold

29 Feb. 2012 I work at Telecel Head Office . A Senior Officer, Mr. XY is stealing fuel. He owns a taxi with his brother, BY. The registration number of the Toyota taxi is AAU O785. For 6 months the company official fills his company car with fuel on a Friday. He then meets his brother for a drink at Magaba Beer Garden. They then take out the fuel from the company car and put it into the taxi. Every Monday the official then has his car filled up again. My reference number is 56930.
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Communication from Tip-offs

Employee Feedback Bulletins:


Every 3 months.

Free Post Envelopes:


Every 6 months.

New Posters:
Every 6 months.

If you dont see them:


Contact the Call Centre on normal tip-offs line

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Whistleblowers vs Non Whistleblowers

Legitimate whistleblowers do it because they dread living with a corrupted self more than they dread retaliation. To see a wrong and not to expose it is to become a silent partner to its continuance. Dr. John Raymond Baker. "Our lives begin to end the day we become silent about things that matter." Dr Martin Luther King Jr.
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Deloitte Tip-offs Anonymous

Silence is not Always Golden so. Trust Us, Talk to Us. Be part of the solution, not part of the problem. It is Good Practice to Expose Bad Practice. Do the right thing Make the difference Contact Deloitte Tipoffs Anonymous.

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QUESTION TIME

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