finding the right fit: integrating technology to enhance ......6 integrating technology building a...
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Finding the Right Fit:Integrating Technology to Enhance
Your Ethics and Compliance Program and Mitigate Risk
SCCE Compliance and Ethics InstituteChicago, IL
September 17, 2014
Integrating Technology
Who We Are:
• Caroline McMichen, CECO Favorite beer = Blue Moon with an orange
Experience in both E&C and Internal Audit
Technology challenged
• Jennifer Oriel, Global Manager, Training and Communications Midwesterner at heart (go WI Badgers!)
Came up through the HR ranks
We support over 10,000 employees and 12 languages in 15+ countries
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Mexico
Ukraine
Spain
United Kingdom
Miami
Caribbean/C. America
China
Japan
Hong Kong
India
Russia
Central Europe • Bulgaria• Czech• Croatia • Hungary• Montenegro• Romania• Serbia
Denver
Canada
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Extraordinary Brands to Delight the World’s Beer Drinkers
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Integrating TechnologyFinding the Right Fit
In this workshop, we will discuss:
Challenges and opportunities for using technology to enhance ethics and compliance programs and mitigate risk in global organizational settings.
Our journey to leverage technology: real world examples of online solutions designed to engage a global audience, enable meaningful ethics and compliance, and mitigate risk.
Assess your challenges and potential technology solutions.
Integrating TechnologyFinding the Right Fit
Agenda
8:00-8:45 am: Presentation
8:45-9:00 am: Q&As and short break
9:00-9:45 am: Facilitated table exercise
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The Case for Integrating Technology
Most of the “Greatest Barriers to Achieving Program Success*” can be reduced through the leveraging of technology.
* From CELC 2012 State of the Function survey
Integrating TechnologyTrends
In 2012, E&C departments spent roughly
half on technology what they spend on
training and communications.
* From CELC 2012 State of the Function surveys
Integrating TechnologyTrends
Technology has historically been used
in the areas of risk assessment, training,
investigations, and policy management
whether purchased or created internally.
* From CELC 2012 State of the Function survey
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Integrating TechnologyTrends
GRC solutions - The holy grail for E&C?
• Document compliance controls and activities
• Track completion of training, due diligence and other compliance activities
• Report results of activities to stakeholders
• Assign owners to risk mitigation plans and track progress
• Analyze trends and surface / assess risk areas
• Provide avenues for disclosure and recording of COI and/or G&E
• Manage policy development, maintenance and communication
Integrating TechnologyTrends
From the CELC 2014 State of the Function Survey:
• 23% of compliance teams reported they currently use a GRC vendor
• 11% are considering employing a GRC vendor
• For companies without a GRC system, 87% use an in-house developed monitoring tool/system
BUT,
47% of those using a GRC vendor reported spending $300,000 or more to purchase and/or implement the system.
Integrating TechnologyEnhance Your Program and Mitigate Risk
Written Standards
• Interactive Code of Conduct
• Policy Management tools
Training & Communication
• Learning Management Systems
• Communication Portals
• Social Media
Auditing & Monitoring
• Risk Assessment
• Due Diligence
• Disclosure tools (COI, G&E)
• Predictive Monitoring
• Helpline / Case Management
• Surveys
Technology can enhance effectiveness of many program elements:
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Integrating TechnologyChallenges & Opportunities
Many E&C teams, including ours, face:
• Rapid business growth through M&A
• Higher risk profile due to growth in emerging markets
• More complex employee base, i.e. culture, language
• Decentralized IT systems
• IT infrastructure doesn’t keep pace with business growth
• Employees without online access
• Competing business priorities
• Integration efforts slower than ideal
• E&C (and other) resource constraints
• No history of compliance challenges
Integrating TechnologyBuilding a Business Case
Where to Start: Building a Business Case
Pre-work: Program Assessment
Step 1: Identify and Prioritize your risk areas and program gaps
• Where are there opportunities for improvement in program design or effectiveness?
• Are there areas where great effort doesn’t yield great result?
• Where are there existing pain points?
Integrating TechnologyBuilding a Business Case
Step 2: Define your goal – to mitigate risk, to improve a process, to communicate better?
“Technology is not a solution, it is an enabler.” (CEB analysis)
• Take the time to understand and document problems and processes before considering your technology options or vendors.
• REALLY understand your needs and objectives: Do you need the Cadillac or a Subaru? Look for a solution that is “fit for purpose” rather than buy in to all the bells and whistles available. It will be a bad investment in a solution that doesn’t meet you needs.
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Integrating TechnologyBuilding a Business Case
Step 3: Get stakeholder Input and thus, Buy-In
“Technology investments fail when leadership fails to uncover and articulate true user needs and neglects to include the user in solution design and rollout.” (CEB Legal Realizing Technology’s Productivity Promise.)
• Clearly defined business need
• Executive support
• Enterprise mindset - How else might it be leveraged by the business?
• End-user input
Integrating TechnologyBuilding a Business Case
Step 4: Scope your effort
• Does it really belong in E&C? Ownership?
• Do you have the budget?
• Make or buy?
• What resources will be needed?
• What can IT support? Does it fit into overall architecture?
• How will it partner with other, existing systems (HR, Finance, T&E systems, etc.)
• Is there business partner support?
• Realistically, how long will it take to implement?
Integrating TechnologyBuilding a Business Case
Step 5: How will you determine success?• Effective rollout support and communication is critical
• User experience dictates technology performance (CEB analysis of 51 system rollouts)
Step 6: Keep an eye on the future• Have we established governance to maintain the integrity of the
system?
• Do we have flexibility to change with the business if necessary?
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Integrating TechnologyOne Example
Our program assessment identified areas of opportunity to make our program more available to our employees (specifically middle managers) and more effective.
Our Challenge - How Can we Better Capture an Employee’s Attention and give them the tools they need?
Our Solution - Create a “home” for E&C that pulls everything together
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Compliance to Culture
• Strategies to Improve
• Create a “home” for E&C that pulls everything together
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Integrating TechnologyOur Company’s Approach
Understanding Our Needs and Objectives
• Program Assessment / Risk Assessment
• Employee Focus Groups
Our Goal:
• To Create a One-Stop Shop of E&C Information and Resources
Selecting the Right Partner
• Creativity
• Cost
• Approach to Design
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Integrating TechnologyOur Company’s Approach
Further Refining our Vision in a 3 Day Workshop
• Links to Our Brew
• E&C Branding, Personalization
• Use of Humor
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Does this look like a bribe to you?
Integrating TechnologyOur Company’s Approach
Further Refining our Vision in a 3 Day Workshop
• Understanding Employee Needs
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Integrating TechnologyOur Company’s Approach
Further Refining our Vision in a 3 Day Workshop
• Understanding Practitioner’s Needs
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Integrating TechnologyOur Company’s Approach
• Getting Stakeholder Buy-In
• Design
• Implementation Plan
• Resources
• Building the Content
• Multiple Compliance Topic Areas
• Multiple Languages
• Keeping an Eye on the Future
• What Else Might Make Sense in the Space?
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Integrating TechnologyOur Company’s Approach
Launching to Employees with a Communication Plan tied to Our Beer Print Month (Corporate Responsibility)
• Main Intranet Portal Stories and Activities
• Leadership and Team Member Features
• E&C Poll Questions, Yammer posts, local CCTV and other vehicles
• Everything Driving Employees to New Site
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If it doesn’t look right, it probably isn’t.
Integrating TechnologyOur Company’s Approach
Measuring Success
• Readership for Speaking Up portal story was above average for the month of September with over 400 readers
• Ethics and Compliance portal launch a success receiving over 700 hits during the week
• Increased number of questions to key contacts listed on E&C site from employees wanting further information on compliance related topics
• Positive feedback from Global Leadership Team and Board of Directors
• Other functional areas wanting help to create a similar site
• 2014 Program Re-Assessment showed significant improvement
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Integrating TechnologyOur Company’s Approach
Ongoing Challenges
• Keeping Awareness High
• Keeping Content Fresh with Limited Resources
• Expanding for Acquisitions
• Translations
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Integrating TechnologyOther Examples
Implementing new Learning Management System:
• Significant technical challenges with legacy LMS
• Needed ability to scale delivery, legacy LMS charging on a per-employee basis
• Gained support of business to purchase our own LMS dedicated to compliance training
• Significant RFP process
• Implementation lengthy and challenging
• Ongoing administration a challenge
Integrating TechnologyOther Examples
Online Gift & Entertainment Register
• Primarily used to record gifts & entertainment transparently in compliance with G&E and Anti-corruption policies
• Also used to monitor potential conflicts of interest, i.e. supplier relationships
• Provides another way to measure value for spend
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Our Company’s Approach
Integrating TechnologyOther Examples
Integrating Social Media as an E&C tool
• Using blogs / posts to engage employees
• Monitor culture without squelching the conversation
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Integrating TechnologySuccess?
Significant Improvement in 2014 Program Assessment Results
• Overall score raised a grade level
• Every measure (culture, employee knowledge, compliance environment) showed improvement from prior assessment
So….even if you are not ready for the holy grail (GRC), incremental use of technology to enhance your program is
well worth it!
Integrating Technology
• Q&A and short break will be followed by a facilitated table exercise
Integrating Technology
Exercise: Each table will be given an improvement opportunity (with related businesses challenges) for their program and be asked to
• brainstorm potential technology solutions
• build a business case and implementation plan for their chosen solution using tools provided