19th of January 2023

Case Managers and Case

Investigators Training
Andrés Ibáñez de Motta
Business Ethics Compliance Officer - SSIA
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Contents

• How to log in
• Changing system language

• System overview
• Dashboard
• Deep Dive
• Personal Dashboard

• Case Review
• Assigning a case
• Classifications
• Documentation
• Investigation
• Closure

• Questions
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How to Log in
First time you log in:

1.- You have received an email from

[email protected] with your username and
temporary password

2.- Change your password following the instructions.

3.- Exit the system.

Any time we want to access the system from now on:

1.- Click on the option highlighted on the left – This allows us

to access using the same credentials as our Securitas
credentials
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Changing system language

The system default language
is English, but you can change
it following these steps.

https://admin-securitas.integrityline.com/Admin/Login/Login.aspx
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System Overview: Dashboard

Once you access

the system, the first
screen you will see
is the Dashboard

Here you will see a

summary of the
cases to which you
have access (Total
Cases) and the
ones that have
been assigned to
you (Assigned to
me).

After that you have

a series of graphs
that allow you to
see a breakdown of
the type of cases
that have been
Confidential received.

Confidential

Confidential

Confidential
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System Overview: Dashboard

Confidential

Confidential

Confidential

Confidential
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System Overview: Dashboard

You can hover the curser over any date on the

graph to see how many cases for that day. Click on
the count and there will be a pop up allowing you
direct to any one of those cases.
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System Overview: Dashboard

You will be able to see graphs that categorize by

classification and conclusion. Additionally, the graph can
be converted to an image for presentations and reports.
These graphs will also change, base on the date range
you put in.
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System Overview: Deep Dive

The deep dive allows you to drill down by a date range and
specific views, like how many reports in this time frame are
completed? You can see who is the responsible manager/case
investigator, or any step of the investigation process.
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The personal dashboard is exactly what it sounds like – it’s a direct look at
anything that belongs to you.
System Overview: Personal Dashboard • You can see any new messages, internally or from the reporter.
• You can see any cases with Case Notes and Internal Messages, new
messages go right to the top of the list.
• You can see all of your assigned cases.
• Clicking on any of them will take you straight to that case.
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Case Management Process

Case comes to If the case can be handled

Securitas Integrity Line People locally, will be asigned to the
local People/HR Director

Case Assessment done If the case can be handled

Case Manager is Legal locally, will be asigned to the
by Group BE and
assigned local Legal Director
respective BECO

If the case can be handled

BECO locally, will be asigned to the
local BE Responsible

Divisional HR/Legal will Case manager – will

see an overview over see the case as
cases in the system “assigned to me” in
related to the the dashboard front
respective area. page
Divisional BE has
access to all cases in
the division
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Case Review

• On the left menu you will see a summary of the situation

of all the cases that are assigned to you.

• On the main area you will see the list of the selected
cases.

• When a case is assigned to you, you will be notified by

email and that case will appear in this list (new ones first)

• If you want to see the detailed information of the case,

just click on the case ID.
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Case Review

This shows the information that the reporter has included in the intake form available
in the website.

On the right you will see additional information regarding the case:
• Short Description – This is something that you can fill in in case you consider it
necessary
• Country – this is the country where the report generated from
• Author – This gives you an idea whether the report generated through the web app,
or it was internally created by a case manager o case investigator
• Responsible case manager – The user within the system that is the selected case
manager (this will be initially set by Group)
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Case review

This where we will select which

case Manager has access to
what. If the case can be
handled locally the folder will be
assigned, otherwise it will stay
at Divisional level.

This will have already been set

by either Group or the Case
Manager
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Case Review: Classification

Although this will also be initially set at Group
or Case Manager level, it can be changed at
a later stage if once the case is being
investigated we see that the nature of the
case is different to what we had initially
thought off.
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Case Review: Step 1 - Assess

Generally this first step will be performed by Group:

(i) The reporter will be notified by Group or Case Manager that we have received the report and we are in the process of
analyzing it.
(ii) The risk of the case will be evaluated:
(i) RED ALERT – This is only relevant for US, Canada and Mexico – We do not need to include any information
here
(ii) HIGH – This is a case that has a high relevance regarding corruption/bribery/fraud, competition authorities
might be involved, might have a significant economic impact to the Group or a Divisional or Local manager is
involved. These cases will generally be handled directly by Group or the Divisional BECO.
(iii) MEDIUM – Small corruption/bribery/fraud cases o the economic impact is reduced. These will be handled at
Divisional Level by the People, Legal or BECO (depending on the type of case). Additionally, it could also be
handled locally if there is no local management involved for example.
(iv) LOW – Cases that will he handled locally.

We will share a guide where you will be able to see the factors that determine the risk level of a case.
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Case Review: Secure Inbox

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Case Review: Step 2 - Planning

We only are requested to fill in this section for

Medium or High risk cases. These cases need
an investigation plan and this needs to be
reviewed by the case manager and/or BECO.

If our case is a Low risk case, please select

the option Not Applicable.

If we are dealing with a case that required an

investigation plan, we can notify it through the
internal communications tab
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Case review: Step 3 - Investigation

This is the area

we can use to
record the data
of our interviews.
There is a
maximum
number of
interviews here (4
in this case). If
you need to
record further
information about
the case you can
always use “CASE
NOTES”.
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Case Review: Step 4 - Conclusion

This is the last step of the case management.

We are ready to close the case, and we will reflect it here.

NOTE – this does NOT mean the system recognizes this case as closed. A few more steps are required.
Here you need to specify the main conclusions as to what has been done and why the case will be closed.
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Case Review – Updating Workflow status

Every time you finish a step in the case review process,

you need to update the Workflow status here.

Just click the step in which you are within the case.
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Case Notes & Internal Communications

CASE NOTES – Here we can include any relevant information to the case, attach docs, etc… this is a space for you to work during the case investigation. The idea
is that all relevant documents, etc… are kept with the case and we do not work in different platforms.

INTERNAL COMMUNICATION – This is an area that you can use to connect with other users for the case for which they have access.
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Case Review: Closing a case

Click on MOVE TO DONE

Select the conclusion that best reflects the case closure

Then you can decide whether to communicate with the reporter the fact that the case has been closed, and also with all the other users that have access to this case.

NOTE – Even if we close the case, the Secure Inbox will remain open, so if the reporter decides to include further information, he/she may do so and we can proceed to reopen
the case if we think it is necessary to do so.
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System Overview: Personal Dashboard (Pinning Cases)

Click on the “Star” to pin a case to

your personal dashboard.
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Creating a new case

You can create a new case in the system.

This need could arise from someone telling

you directly, or because something has
arrived at the local mailbox and it needs to be
reported to the Integrity Line.

• Click on “+ Create new case”

• Choose the country where the situation
happened
• Select the “RoW – Mobileform” option.
ALWAYS CHOOSE THIS OPTION, THE
REST ARE SPECIFIC FOR NORTH
AMERICA.
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Creating a new case

Then you will be shown the two fields

that case reporters have in the web
intake form.

1 .- A place to explain the concern, and

2.- Contact details if the reporter wishes
to disclose the information.

Finally, click on CREATE DRAFT and the

case will disappear from your list of
cases. The reason is that the case will go
to the Group Inbox within the system for
the Group BE to evaluate and follow the
exact same process as the one followed
by a case coming through the web.