ethics advisor training - scce official site · • yammer: a private ethics advisors yammer group...
TRANSCRIPT
Ethics Advisor Program
Program Launch Communications Toolkit
November 2013
Modified for public release
1. Getting Started
• Program Communications
• Communications Tips & Channels
2. Drafts
• Elevator pitch
• Hello profile
3. Meeting In a Box
• Informational deck
• “Leave behind” Slick
Table of Contents
Program Communications
Program Launch Communications Schedule
• 2 Weeks Pre-Launch: CECO email to VPs/SVPs/EVPs reinforcing expectations for leaders
• Week of Launch:
– CECO email to Sr. Associates and above to preview the all-staff launch
– CECO formally launches program via a firmwide e-mail
– Insight will run an article on the program with Yammer reinforcement
– Your leadership will also send a personalized message to your organization
– EthicsFirst.bah.com updated with Ethics Advisor Program details
Resources to Help You Connect to Each Other and the Business Integrity Office
• Yammer: A private Ethics Advisors Yammer Group has been created to support your onboarding
to this role. You are encouraged to post questions, resources, etc., to the group in lieu of sending
“All Ethics Advisor” e-mails
• Hello Resource Site: A restricted access site that contains tools, resources, and other materials
to help you perform your role including:
– Intake form for questions, concerns or reports of misconduct from staff
– Materials you can use in presentations
– Background information about the ethical culture and compliance programs
– Contact information for Business Integrity Office, Law Department, Employment Practices
and other resources that can help you
Communications Guidance and Channels
Conducting Effective Outreach
• Your peers: Coordinate among the other Ethics Advisors in your Account/Location if you are part of a
large group
• All Hands/Location meetings: Identify an opportunity to introduce yourself and the other Advisors
for your Account/Location (preferably in person) at the next all-hands meeting. This introduction is
meant to establish you as a resource for staff and explain the Ethics Advisor program.
• Leadership meetings:
– The primary means for you to communicate about the program will be at leadership meetings as
they provide an opportunity to provide advance notice of program events, share information and
help other leaders become informed and comfortable addressing ethics issues with their teams
– It is NOT expected that you will individually brief each team in your Account or Location. Rather,
the team’s leader should convey or cascade key information. If a leader would like someone to
provide a briefing, you may do so if your schedule permits or you can contact the Business
Integrity Office to arrange for a presenter
Communications Channels
• Work with your leadership’s Chief of Staff or others to identify newsletters or other regular
communications for the Business Integrity Office to provide content. This will help leverage existing
communications platforms
• Do not create your own newsletter
1. Getting Started
• Program Communications
• Communications Tips & Channels
2. Drafts
• Elevator pitch
• Hello profile
3. Meeting In a Box
• Informational Deck
• “Leave behind” Slick
Table of Contents
Elevator Pitch
I partner with the Ethics and Business Integrity Office to
promote our EthicsFirst Program within my Account and
Location. I serve as a resource that you can reach to with
ethical questions or concerns – my door is always open. I also
provide feedback to the Chief Ethics and Compliance Officer as
to what is happening within the business as one way to identify
where we might need support. I am excited about this new role
and look forward to engaging with you and the team on this
important business need.
Sample
Building on the exercise from your orientation session, practice
how you introduce this new role to various audiences, in your
own words (sample below is for reference only)
Hello profile
On your Hello profile, indicate that your are an Ethics Advisor
I am a senior associate in the ABC office where I focus
primarily on our XYZ client. I joined Booz Allen in 2007,
following __________.
I am also an Ethics Advisor, a “local” resource for staff who
may need clarification on an ethics issue, have questions
about our EthicsFirst Program, or need to report misconduct
or concerns.
Don’t hesitate to contact me if you have a question. For more
information on the Ethics Advisor Program, contact me or
visit ethicsfirst.bah.com.
1. Getting Started
• Program Communications
• Communications Tips & Channels
2. Drafts
• Elevator pitch
• Hello profile
3. Meeting In a Box
• Informational Deck
• “Leave behind” Slick
Table of Contents
Ethics Advisor Program
Introducing the
December 2013
Welcome, everyone!
Topics
• Overview our EthicsFirst Program governance
• The role of the Ethics Advisor
• POCs for ethics-related issues, questions, or
concerns
Our Ethics and Compliance Governance Structure
Ethics & Compliance Committee
Ethics and Business Integrity
Office
Booz Allen
People &
Core Values
Disciplinary Action
Committee
Responsible for strategy, policy
determinations, priorities, and reporting
as well as oversight of Ethics and
Business Integrity Office and the
Disciplinary Action Committee
Chaired by Client Delivery EVP Determines disciplinary action
outcomes for current staff who
violated firm policies, reports trends to
Ethics Committee and communicates
incidents for institutional learning
Chaired by Chief Personnel Officer
Responsible for operating ethics
program, oversight of compliance
functions, coordinating and
integrating program delivery,
reporting, and integrating on results
Chief Ethics and Compliance Officer
Investigations Unit,
Employee Relations and
Employment Law
Practices Group
Investigate allegations of
misconduct
Audit Committee of the Board
of Directors
Ethics Advisors
Over 70 Senior
Associates dispersed
through business to
support delivery of
EthicsFirst Program
12
What are the key roles of an Ethics Advisor?
EthicsFirst Program Advocate
• Ethics Advisors promote the EthicsFirst program through regular briefings during
Account or Location leader meetings
– Provide information about our program including case studies, trends and other
information that is better delivered via dialogue
– Help Account and Location leaders plan for upcoming initiatives including training
– Provide discussion materials for managers to use during team meetings
– Identify opportunities for members of the Business Integrity Office, Law
Department, Employee Relations or other functions to provide short briefings
based compliance risks unique to the Account or Location
• Ethics Advisors present at Account or Location All Hands/Town Hall meetings to
provide a high level overview of resources such as themselves or the EthicsFirst Line,
EthicsFirst Program updates or broadly applicable information appropriate for this
type of setting
• Ethics Advisors are not a replacement to existing team leadership communication
channels or presentations by subject matter experts. Rather, Ethics Advisors should
encourage leaders to communicate with their own teams and facilitate connecting
subject matter experts to team leads as appropriate
Resource to Staff with Questions, Concerns
or Reports of Misconduct
• Ethics Advisors are a frontline resource for staff to ask questions, raise concerns, or
report misconduct
– Ethics Advisors can respond to questions regarding firm policies or connect with
the right resource in the firm to get an answer
– If an employee wants to raise a concern or report misconduct, the Ethics Advisor
is a channel for doing so. Like other leaders, Ethics Advisors must report any
misconduct that is reported to them
– Note that Ethics Advisors cannot take anonymous reports. Those can only be
made through the EthicsFirst Line
• Ethics Advisors do not conduct investigations or notify Account or Location leadership
that a concern has been raised
– Investigations and management notifications are the responsibility of the
investigations teams in the Law Department and Employee Relations
– Ethics Advisors can explain the investigation process and connect an employee
to the right resources if he/she has questions about how a matter is being
handled
• Ethics Advisors do not conduct floorchecks or other monitoring activities to detect
potential policy violations
Advisor to Chief Ethics and Compliance
Officer and Leadership
• Ethics Advisors will help develop communications, training content and other
resources. They will also pilot training and new compliance initiatives
• The CECO will hold monthly calls to receive feedback from Ethics Advisors
to improve the EthicsFirst Program so that it meets the needs of the firm and our staff
– Help identify ethics and compliance risk trends that may not be identified through
other channels
– Work with Account and Location leadership to tailor how ethics and compliance
programs are delivered
• Ethics Advisors will participate in an annual meeting to provide input regarding the
EthicsFirst program and the priorities for the Ethics and Business Integrity Office
Who is “my” Ethics Advisor?
Placeholder: Insert your photo, bio, and contact info in the boxes below
Meet Your Ethics Advisor: Jon Smith
I am a senior associate in the ABC office where I focus primarily on our
XYZ client. I joined Booz Allen in 2007, following _________.
Contact info:
My office is in ______
You can reach me anytime via e-mail
You can or call me at (Office) 555-555-5555 or (Cell) 333-333-3333
Resources
• Your job or career manager or more senior leadership
• An Ethics Advisor
• The Ethics and Business Integrity Office ([email protected])
• The appropriate Business Partner or Corporate Core resource, for example:
• HR Business Partner or Employee Relations
• Computer Incident Response Team (CIRT)
• Security Services
• Regulatory Compliance
• Any attorney in the Law Department
• Chief Ethics and Compliance Officer
• EthicsFirst Line at 800-501-8755 ((international, +1-888-475-0009), or https://boozallen.alertline.com/ (Can be done anonymously)
If you ever face a challenge or need clarification on a policy or issue, there are
many resources available to you:
Regardless how you raise a question or concern, our Code of Business Ethics and
Conduct and our Non-Retaliation Policy ensure you will be treated fairly and with
respect consistent with our Core Values
Thank You
for Your Time!