Page 1. Welcome to IntegriLink 3 rd Party webform for the Walmart Global Ethics Reporting System

Transcription

1 Page 1 Welcome to IntegriLink 3 rd Party webform for the Walmart Global Ethics Reporting System

2 This document is designed to give you instruction on: I. The website access information and links and the method in which to use these forms a. New Contact Entry Form b. Follow up Data Form II. How to determine the difference between the two types of contact classifications (General Ethics or Significant Handling) i. Website Access Link for your market: South Africa ii. New Contact Entry: within the link, go to the area titled Case Entry Form. iii. Follow up Data: within the link, go to area titled Follow up Report. NOTE: Webform User s Manual is this document in hand. Click here to have a hard copy of this manual. Page 2

3 I. The website access information and links and the method in which to use these forms a) Call Center Contact Entry Form (for all new caller contacts on concerns or questions) i. Go to the webform for new contact entry (provided on Page 2) ii. Complete the following 20 steps. Page 3

4 1.) If the reporter wants to remain anonymous, then select Yes and go directly to the section called Please provide the names of others involved in the incident. If the reporter does not wish to remain anonymous please complete the entire portion shown on this page with as much information provided to you by the reporter. 2.) Continue filling out all fields in which you have information. Page 4

5 3). Complete this section in order to add all people involved with the reporter s report. Please fill out all available information. 4.) You will find four choices under this dropdown option (Subject, Witness, Authorized Assignment, and Other). DO NOT use the option of Authorized Assignment. That option is reserved for another process. If Authorized Assignment is chosen, the South Africa Ethics Office will receive an error report. NOTE: If you need to remove a person from the report after the initial entry, please do so here. 5.) You may add additional people to this report by selecting +Add another. Once selected, the form will add all fields needed in order to add additional people involved in the reporter s concern/question. Page 5

6 6.) Use the dropdown choice given for the country in which the incident/question reported occurred. 7.) Type in the location number of the facility/department in which the incident reported occurred. Click on the Find option to have the system populate the location in the Location box. You must select a country in the Search for location box in order to complete the Find option. 8.) If the location number is not found within the system, please key in the Country, State, City and the location number in this area. 9.) If the system is unable to find the location number, you can key in the location information given to you by the reporter in this open field box. 10.) You must select one of these two choices for a reported contact. See section III for definitions and parameters for the two choices. 11.) Key in a brief description of the reported incident/question. (i.e. John Brown said Mary Brown treats associates differently regarding their age and gender during a company meeting ) Page 6

7 12.) Key in a detailed description of the reported incident/question. (i.e. John Brown overheard Mary White tell all the associates in a company meeting that men over the age of 40 were not good workers and that she will not hire any man who is over 40. Furthermore.. ). In the event you have more than 7,000 characters to key into this section, you may attach a document in the area below called Attachments, which is discussed in # ) You may attach all related documents you may have regarding the reported incident/question here. Note: There is a 10 MB limit on an attachment. 14.) Complete these items. 15.) You may key in an unique identifier number in this field for your company records. 16.) Key in your name (the name of the person keying in the reporter s concern/question. 17.) The last task you will complete on this page is to click the Review button to submit to IntegriLink. ro Page 7

8 18.) Once you ve clicked on the Review button, you ll be directed to this page, which is an overview of the information just submitted in the prior screen. 19.) Please review all the information. If the information is correct, then click on the Submit button. NOTE: There is no Cancel button. If you need to go back to the previous screen and you will not be able to use the back button on the browser. If you have to change something on this form, you must start at the beginning of a blank web form again and complete steps 1 19 another time. Page 8

9 20.) Once you ve clicked on the Submit button, you ll be directed to this page, which gives you the Report Number (in this example it is WMT ) and the PIN Number (in this example it is PA90). You must give the reporter these two numbers and instruct them to keep those numbers available in the instance that they want to follow up on the concern/question or give additional information at a later date. b) Follow Up Data Form (for return contacts/questions regarding a previously reported concern or question from a reporter) i. Go to the webform for follow up calls (provided on page 2) or use this link to go directly to the followup page: ii. Complete the following three steps: 1.) In the event a reporter contacts your call center requesting to know the status of their previously reported concern/question or has additional information to report, you must ask the called for their Report Number and PIN number from their original contact. 2. Key in the Report Number and PIN and then click the Submit button. Page 9

10 3.) You will be directed to this page. You may read to the caller the information already on the page. If the caller has additional information, you may add it to the open box field section. and then click the Submit button once all the information has been keyed into that field. Note: When providing the reporter s additional information, you must key in your name and ID number into this text box. If you do not supply your name and ID number, a error report will be sent to the South Africa Ethics Office. 4.) Click the Submit button once all the information has been keyed into that field. Page 10

11 II. How to determine the difference between the two types of contact classifications (General Ethics or Significant Handling) General Ethics category all concerns/questions received into the call center for the Ethics Office except for issues that fall under the Significant Handling category. The majority of all concerns/quesitons will fall under the General Ethics category. Significant Handling category all concerns questions that meet the following criteria: i. Allegations that would constitute a violation of Walmart s Anti Corruption Policy or related procedures and/or violations of anticorruption laws including the Foreign Corrupt Practices Act and the UK Anti Bribery Act. ii. Allegations that mention a global officer involvement (list of global officers will be provided to the call center by the South Africa Ethics Office). iii. Allegations that potentially violate financial integrity of systemic or accounting practices or manipulation to change financial results data by management of investors for decision making purposes. iv. Allegation of theft or fraud exceeding $25,000 USD. v. Allegations regarding significant corporate or brand reputional risk, such as claims of criminal violation of local, South African, or US laws by the company or the arrest of an associate relating to performance work duties where such events pose a significant reputational risk to the company vi. Allegations of incidents that involve significant systemic vulnerabilities to corporate technology systems. Page 11