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 (ethics@bah.com)

• 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!