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1 — Receipt of Disclosure
Phone _ 1. Operator
1.2 Contact _- Speak to
pa Bb InTouch via ~~ ><“ operator or leave UE oe)
. y ~ a q telephone voicemail? oe
g ( 1.4.Concem Phone or Keicemall
3 (Identified — -*<_web contact?
x Y a 1.6 Leave
= 1.3 Contact 1.4 Receive Raieennall Taha
InTouch via web unique PIN and — rope
Web _ based application Password “i
< 1.9 Provide details of
8 1.8 Document I. concern to MG
3 worker concern (anonymously if
= specified by worker)
= v
4 :
& 1.12 Receive
< email detailing Wee
worker concern
A
Py
Bes
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- nao
ase 1.10 C octet
ase -10 Contact _Is-concem considéred_ Yes
ss raised with I Gafficiently serious to qualify” 1.11 Provide details of
BES existing business Deal using usual concern to IA&RM
gsz hebblins helpline processes
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2 — Commence Disclosure Investigation Process
By 2.6 Access 2:15 Access
= disclosure disclosure and provide
s record (web or approval foridentity to
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I I I
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g J 24 2.5 Update 2.13 2.14 Update 2.16 2.17 Update
e Acknowedgement I» disclosure Request I» disdosure I Approval ->I disclosure
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; Priority 3
AAC 2.3 Friday = v
acknowledgement >} een >> 212 2.18 Receive
email to InTouch aa Priority 2 Request worker
priority worker approval
approval
=
x il Priority 1 2.8 Pass details to
< 2 [Cisalsinew 2.7 Pass details to eel tia individual ;
; ; 2.2 Create new Director IA&RM who will “Disclosure Record” 2.19 Provide copy of I
Cally CENT) individual determine requiredactionsI I Consult Employee 2.10 Remove “Individual Disclosure
‘Employee “Disclosure (may fall outside standard Disclosure contact details from Record to business
Disclosure "Master Record” Reecen enialg BES Committee. Emails individual I contact. (Priority 1 & 2
Progress Log” P. to be encrypted “Disclosure Record” cases to be encrypted
encrypted using PGP. aes c
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ge I 2.9 Receive details 2.10 Determine
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oor disclosure IA&RM
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3 — Investigation and Feedback to InTouch
= a
g 3.12 Access
5 disclosure record
(web or phone
=
access)
I
v
i 3.11 Update 7 >»
=) 3.10 Receipt of : »/
€ summary explanation >} InTouch case _ ED I
A records .
Yes Yes
3:7 Receive —“ Is feedback __, I 3.9 Provide summary update
3.6 Update emiseh 3.8 Update <li P< appropriate? — to InTouch referencing PIN
Fe 3.5 Receive Ly! “Employee anesincionI “Employee So
Fe} Update Disclosure ses npmnil Disclosure No I
< Progress Log’ Reeaiedath Progress Log’
= resultant actions
4 ry
No
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S3eE
ago
fe} 33} ©) am, No
soe Investigation. 3.2 Provide 3.4 Provide summary
see 3,1 Undertake I I_,, Concluded withi™.__ I update to IABRM 3.3 Conclude details of decision /
S55 Investigation 20working with anticipated Investigation findings / actions
aot days? - completion date required to IA&RM
Yes I 4
No
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IA&RM — Overview of Approach to Disclosure Prioritisation and Allocation to Appropriate Business Contact(s)
2.3.0 Receive email from InTouch detailing
employee disclosure / concern
_— —
_— ——
_— Isthere agenuine No 23.4
<—<_ concern or issue worthy —>——>I_ Provide appropriate response to
~~ of escalation? — InTouch
~
——
Yes
“i =
_-— Isthe disclosure ~-——_Yes 23.2
<< particularly sensitive (e.g. invoving >> _ Priority 1 - Provide details of
Group Directors) disclosure to Director IA&RM
a _
ra
_— ~~ 2.3.3
- es Yes Priority 2 Provide details of disclosure’
<7 Does disclosure have significant —___ 19 Head of Internal Audit who will
pe ot sapere lle e Ley involve the Protected Disclosures
~ a Committee as appropriate
tw
Does disclosure ~ Yes
_-18fofiee a Group Director, orindicate_Y**
~that the concern has previously been —
"raised via the Ask Adam-~”
2.3.4
~ a
23.5 Yes — customer / ti ___ Yes — pensioner
Provide details of dis product __—~" Has disclosure -—_
RML Retail — mark.waplesI, _— been raised by a customer or ~~
RML Wholesale — terry.masoni reference issues with a business
POL - 2? ° product or raised by pensioner
PFW- 2? —
2.3.7
Provide details of disclosure to
appropriate business contact (as
detailed on tab 5)
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Employee Confidential Disclosures — Allocation to Business Unit Contacts
Health & Safety / Discrimination, Harassment Operational Issues (including Other HR Issues Theft / Fraud
Environmental (see note 1) & Bullying (see note 2) compliance)
(see note 3)
[Goup I I steveboomman’ “GRO I I HRSC Gateway NA I I HSC Gateway I [/ securiyhelpdeski “GRO
kay.alley GRO
[ HRSC Gateway I
I RMLRetail {Ops_Compliance_Risk:
HRSC Gateway Ops_Compliance_Ri
I steve boormant RO I
50 Gates GRO
kay.allen GRO ~—
RML Wholesale terry.mason
steve boormang
tyme, GRO I ieymeso’ GRO
kay.allen¢
iomneeer ll ‘GRO
kay.allené~
Parcelforce
Post Office Limited fay.healey,_ fay.healey,
‘GRO
steve.boormman GRO I kay.allen¢
lynnthobbs__
keith.woollard
Notes:
1) Environmental Disclosures
RML/PFW
Environmental Disclosures - For serious disclosures the escalationis to Steve Boorman with the BU contact copied in. For less serious disclosures email the BU contact but copy in Steve Boorman
POL
Environmental Disclosures - the escalation is to Steve Boorman
Health & Safety Disclosures
For serious disclosures the escalation is to Steve Boorman with the BU contact copied in. For less serious disclosures email the BU contact but copy in Steve Boorman
2) Discrimination, harassment & bullying disclosures
Kay Allen is the Group owner of social policy, diversity and inclusion type policies. For serious disclosures the escalation is to Kay Allen with the BU contact copied in. For less serious disclosures email the BU
contact but copy in Kay Allen
3) For Post Office Limited general operational issues should be directed to Lynn Hobbs. Those that relate to Compliance Issues (FSA, OFCOM or Postcomm) should be directed to Keith Woollard.
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Process Change Log
02/09/2010 — Step 2.8 updated to reflect decision to assess treatment of cases at the Friday Speak Up Team Meeting