An Overview Of ISO 37001 Anti-bribery Management System .

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Committee on Anti-Corruption (CAC)Lima, Peru 2016An overview of ISO 37001Anti-bribery management system standardWORKSHOPMartin Manuhwa&Jaime Santamaria[07 December 2016] 2016 GIACC1

Subjects to be covered1.What is ISO 37001?This section looks at:§The changes to the international legal and ethical environmentwhich have led to ISO 37001§How ISO 37001 was developed§The purpose and scope of ISO 37001§The benefits of ISO 37001.2.Implementing ISO 37001This section looks at:§The decision to implement ISO 37001§The requirements of ISO 37001. 2016 GIACC2

What is ISO 37001? 2016 GIACC3

Bribery is a significant business risknnnBribery is widely acknowledged as a significant business risk inmany countries and sectors.Previously, bribery has in many cases been tolerated as a“necessary” part of doing business.Now, increasing awareness of the damage caused by bribery tocountries, organizations and individuals has resulted in calls atinternational and national level for effective action to be taken toprevent bribery. 2016 GIACC4

International treatiesnnMany international treaties have been signed during the last 20years requiring member states to implement anti-bribery laws andprocedures:Most internationally significant:§The United Nations Convention against Corruption (2003)§The OECD Convention on Combating Bribery of Foreign PublicOfficials in International Business Transactions (1999). 2016 GIACC5

LawsnnMost countries have changed their laws in accordance with treatyrequirements. Bribery and other corruption offences are thereforecrimes worldwide.All OECD countries have now made it a crime for their nationalsand organizations to bribe overseas. As a result, a person ororganization may be liable for bribery both:§In the country where the bribery took place; and§In the person or organization’s home country. 2016 GIACC6

ProsecutionnProsecution agencies worldwide are now starting to investigate andprosecute companies and individuals for bribery. There have beenmany recent major cases. 2016 GIACC7

Corporate anti-bribery programme (1)nnnnWhile good laws and enforcement are vital, it is also important thatorganizations implement anti-bribery measures.Bribery prevention is increasingly seen as a management issue.Good management in government, in companies and on projectscan materially reduce bribery.Bribery prevention should be treated in a similar manner to safety,quality and environmental management. 2016 GIACC8

Corporate anti-bribery programme (2)nnnSignificant number of organizations internationally have respondedto the changing legal and ethical environment by implementing antibribery management systems within their organizations.Ethical organizations also need to ensure that their partners andsupply chain implement appropriate controls.Government departments, funders, and companies should all adoptanti-bribery measures within their organization. 2016 GIACC9

BS 10500nnnnOrganizations are now requiring proof that their own organization,and their clients, agents, joint venture partners, and major subcontractors, suppliers and consultants have implemented adequateanti-bribery measures.This led to a call for a standard which provides minimumrequirements and allows independent verification.This led to development of British Standard BS 10500 Specification for anti-bribery management system. Published 2011.BS 10500 successfully adopted by numerous companies. Manyare now certified to it on a similar basis to IS0 9001 and 14001. 2016 GIACC10

Development of ISO 37001(1)ISO in 2013 established a Project Committee to publish a new ISOanti-bribery management system standard, ISO 37001.nParticipating countries (37): Australia, Austria, Brazil, Cameroon,Canada, China, Colombia, Croatia, Czech Republic, Denmark,Ecuador, Egypt, France, Germany, Guatemala, India, Iraq, Israel,Kenya, Lebanon, Malaysia, Mauritius, Mexico, Morocco, Nigeria,Norway, Pakistan, Saudi Arabia, Serbia, Singapore, Spain, Sweden,Switzerland, Tunisia, UK, USA, Zambia.nObserving countries (22): Argentina, Armenia, Bulgaria, Chile,Cyprus, Cote d’Ivoire, Finland, Hong Kong, Hungary, Italy, Japan,Korea, Lithuania, Macau, Mongolia, Netherlands, New Zealand,Poland, Portugal, Russia, Thailand, Uruguay.n 2016 GIACC11

Development of ISO 37001(2)nnLiaison organizations (8): ASIS, European Construction IndustryFederation (FIEC), Independent International organization forCertification (IIOC), International Federation of ConsultingEngineers (FIDIC), IQNet, OECD, Transparency International,World Federation of Engineering organizations (WFEO).Committee Secretariat and Chair: UK. 2016 GIACC12

Development of ISO 37001(3)nnnnFirst draft of ISO 37001 based on content of BS 10500 merged intoISO standard management systems template. Uses same templateas ISO 9001 and 14001, so is consistent with these standards.The drafts were circulated for international comment, and weremodified at six international drafting meetings over three years totake account of international comments.Over 80 experts from over 20 countries participated in thesemeetings, which were held in London, Madrid, Miami, Paris, KualaLumpur and Mexico City.Decisions on text made by consensus of participating countries. 2016 GIACC13

Development of ISO 37001(4)nISO 37001 was published on 15th October 2016.nISO 37001 replaces BS 10500.nnnIs a Type A requirements standard, so can be independentlycertified.Contains supporting guidance to help with implementation.Focuses on bribery, but can be expanded to include othercorruption offences. 2016 GIACC14

Purpose and scope of ISO 37001 (1)nnnnISO 37001 is intended to help an organization to implement aneffective anti-bribery management system.It requires organizations to implement various anti-briberymeasures in a reasonable and proportionate manner according tothe type and size of the organization, and the nature and extent ofbribery risks faced.Requirements of internationally recognised good practice are takeninto account.It is applicable to small, medium and large organizations in thepublic, private and voluntary sectors. 2016 GIACC15

Purpose and scope of ISO 37001 (2)nnnISO 37001 cannot provide absolute assurance that no bribery willtake place in relation to an organization. But it can help establishthat the organization has implemented reasonable andproportionate measures designed to prevent bribery.organization can obtain certification to ISO 37001 in a similar wayto obtaining certification to 9001and 14001.Provides assurance to owners, directors, employees and businessassociates that organization is taking steps to prevent bribery.nCan be used as project pre-qualification requirement.nCan enhance organization’s reputation. 2016 GIACC16

Cost of Certification§§§Cost of certification is likely to vary according to the size of theorganization (which is the same as with e.g. ISO 9001).Cost is unlikely to be a competitive disadvantage. Likely to be anadvantage if:§a procuring entity requires all its bidders to be certified to ISO37001; or§additional points given in the procurement evaluation forevidence of anti-bribery policies.Cost of implementing system likely to be minimal when comparedto loss and damage which could be suffered by organization whichgets involved in bribery. System can help prevent loss. 2016 GIACC17

OutcomennnnISO 37001 cannot provide absolute assurance that no bribery willoccur. But can help establish that organization has implementedreasonable and proportionate anti-bribery measures.The risk of bribery is reduced and the playing field is levelled fororganizations if certification to ISO 37001 is a project prequalification requirement.The risk of corrupt or negligent certification is reduced by the use ofmajor, well known, accredited international certifiers.The publication and use of ISO 37001 is therefore a major stepforward in the fight against bribery. 2016 GIACC18

Implementing ISO 37001 2016 GIACC19

General principles (1)nnnISO 37001 specifies various anti-bribery policies and procedureswhich an organization must implement to assist it prevent bribery,and identify and deal with any bribery which does occur.An organization is only compliant with ISO 37001 if it hasimplemented all of the required measures.However, these measures should be implemented by theorganization in a reasonable and proportionate manner accordingto the type and size of the organization, and the nature and extentof bribery risks it faces. 2016 GIACC20

General principles (2)nAn organization cannot achieve compliance with ISO 37001 just byticking boxes. It requires:§ The development of policies and procedures designed toprevent bribery.§ The genuine commitment of the organization’s top managementto make the system work.§ The effective implementation of these policies and proceduresby the organization.§ Monitoring and review by the organization of the effectivenessof these policies and procedures.§ Continual improvement of the policies and procedures to ensuretheir effectiveness. 2016 GIACC21

The methodology used in these slidesnnnnnThe following slides examine the different requirements of ISO37001 which need to be planned, designed and implemented.The key requirements of ISO 37001 are included in summary formin the following slides in red text.GIACC comments on the relevant requirements are included in bluetext.Cross references to the relevant ISO 37001 clause number and toGIACC’s free on-line guidance materials are contained in grey text.References to “ABMS” mean an ISO 37001 compliant anti-briberymanagement system. 2016 GIACC22

ISO restrictionsnNOTE: Any organization implementing ISO 37001:§must purchase its own copy of ISO 37001 from ISO’s web-site*;and§should rely on the full text of ISO 37001, not on the summary inthese slides.* www.iso.org/iso/catalogue detail?csnumber 65034Cost 158 Swiss Francs 2016 GIACC23

Decision to implement the ABMSnThe organization’s governing body or top management must takethe decision whether to implement an ABMS. In making thisdecision it will consider:§Does the organization face bribery risk, and what are thepossible consequences of this risk?§Should the organization implement an ABMS in order tomanage this risk?§What are the costs and benefits to the organization ofimplementing an ABMS? 2016 GIACC24

Who should lead implementationnIf the organization decides to implement an ABMS, theorganization’s governing body or top management must appoint anappropriate person(s) to lead the design and implementation of theABMS. In making this decision it will consider:§Who is the appropriate person(s). This person must have theauthority and commitment to be able to do so effectively.§What support this person(s) needs. This could includesupporting personnel, expert outside advice, and resources(office, computers etc.). 2016 GIACC25

Planning and designing the ABMSnBefore the ABMS can be implemented, it needs to be planned anddesigned. This includes the following steps:§Determining what anti-bribery laws are applicable.§Determining what types of bribery the ABMS should bedesigned to prevent.§Understanding the nature of the organization and its activities.§Understanding the organization’s stakeholder requirements.§Assessing the bribery risks faced by the organization.§Determining the scope and objectives of the ABMS.§Planning and designing the necessary anti-bribery controls(these are listed in the following slides). 2016 GIACC26

Anti-bribery policy (1)nnnThe organization shall establish an anti-bribery policy that:§prohibits bribery;§requires compliance with applicable anti-bribery laws;§requires compliance with the ABMS.The anti-bribery policy commits the organization, its personnel andrelevant business associates to avoid bribery and to comply withthe ABMS.The policy shall be approved by the governing body (or by topmanagement if no separate governing body (5.1.1 a)). 2016 GIACC27

Anti-bribery policy (2)Personnel shall be required by their conditions of employment tocomply with the policy (7.2.2.1 a)).nMore than low bribery risk personnel must sign a confirmation ofcompliance with the anti-bribery policy (7.2.2.2 c)).nThe organization shall where practicable require its more than lowbribery risk business associates (suppliers, sub-contractors,consultants, agents etc.) to commit to prevent bribery (8.6).nThe anti-bribery policy shall be published through the organization’sinternal and external communication channels (7.4.2).nISO 37001: Clause 5.2nwww.giaccentre.org/policy.phpn 2016 GIACC28

Leadership and responsibility (L&R) (1)nnnnResponsibility for implementing and complying with the anti-briberypolicy and ABMS are specifically allocated between:§governing body;§top management;§compliance function;§managers;§personnel.Under this allocated structure of compliance, it is not possible for anaction to occur which is no-one’s management responsibility.ISO 37001: Clauses 5.1 and 5.3www.giaccentre.org/Boardresponsibility.php 2016 GIACC29

L&R (2) – Governing body/top management (1)nnThe organisation’s governing body shall:§approve the anti-bribery policy;§review the content of the ABMS;§exercise reasonable oversight over the implementation andeffectiveness of the ABMS.The organisation’s top management shall:§have overall responsibility for the implementation of, andcompliance with, the ABMS;§ensure that responsibilities for relevant roles are assigned andcommunicated throughout the organization. 2016 GIACC30

L&R (3) – Governing body/top management (2)nnnnThe anti-bribery policy and ABMS must be supported by and ledfrom the top. The governing body and top management areultimately responsible for the success of the programme.ISO 37001 distinguishes between “governing body” (non-executivesupervisory body (e.g. board of directors)) and “top management”(executive body) (e.g. chief executive)).The governing body is responsible for approving and supervisingthe ABMS (5.1.1), and top management for implementing it (5.1.2).If the organization does not have two separate bodies, then topmanagement will fulfil the obligations allocated both to thegoverning body and top management. 2016 GIACC31

L&R (4) – Compliance function (1)nnTop management shall assign to an anti-bribery compliancefunction the responsibility and authority for:§overseeing design and implementation of the ABMS;§providing advice and guidance to personnel on the ABMS andissues relating to bribery;§ensuring that the ABMS conforms to the requirements of ISO37001.The anti-bribery compliance function shall be adequately resourcedand be assigned to person(s) who have appropriate competence,status, authority and independence. 2016 GIACC32

L&R (5) – Compliance function (2)nnnnThe compliance function shall have direct and prompt access to thegoverning body and top management in the event that any concernneeds to be raised in relation to bribery or the ABMS.In a large organization, the compliance function may be severalpeople. In a medium size organization, it may be one person fulltime. In a smaller organization, it may be one person part time, whocombines the compliance function with other functions.ISO 37001: Clause 5.3.2www.giaccentre.org/Compliancemanager.php 2016 GIACC33

L&R (6) – Managers and personnelnnnManagers at every level shall be responsible for requiring that theABMS requirements are applied and complied with in theirdepartment or function.All personnel shall be responsible for understanding, complyingwith and applying the ABMS requirements, as they relate to theirrole in the organization.ISO 37001: Clause 5.3.1 2016 GIACC34

L&R (7) – Delegation of decisions (1)nnWhere top management delegates to personnel the authority formaking decisions in relation to which there is more than a low riskof bribery, the organization shall ensure that controls are in placewhich require that the decision process and the level of authority ofthe decision-maker(s) are:§appropriate to the level of bribery risk§free of actual or potential conflicts of interest.There are three elements to this process:§Seniority of decision maker§Number of decision makers§Absence of conflict of interest in relation to decision makers 2016 GIACC35

L&R (8) – Delegation of decisions (2)nnThe organization can develop a decision matrix, which gradesdecisions according to bribery risk. This matrix may also takeaccount of other risks, such as technical contractual and financial.The matrix may provide for example that:§A very low value and low risk decision can be taken by one juniormanager.§A slightly higher value and/or higher risk decision can be taken byone senior manager.§A medium value and / or medium risk decision must be taken bytwo or more senior managers.§A high value and / or high risk decision must be taken by theboard. 2016 GIACC36

L&R (9) – Delegation of decisions (3)nnnnnThe organization should identify the risk of conflicts of interest: E.g.§ when the organization’s sales manager is related to acustomer’s procurement manager, or§ when an organization’s line manager has a personal financialinterest in a competitor’s business.The organization should inform all personnel of their duty to reportany actual or potential conflict of interest.The organization should keep a record of any circumstances ofactual or potential conflicts of interest.ISO 37001: Clause 5.3.3www.giaccentre.org/Decision-makingprocess.php 2016 GIACC37

Resources (1)nnThe organization shall determine and provide the resources neededfor the establishment, implementation, maintenance and continualimprovement of the ABMS.Human resources: There should be sufficient personnel who areable to apply sufficient time to their relevant anti-briberyresponsibilities so that the ABMS can function effectively. Thisincludes assigning sufficient person(s) (either internal or external) tothe compliance function. 2016 GIACC38

Resources (2)nnnnPhysical resources: There should be the necessary physicalresources in the organization for the ABMS to function effectively,e.g. office space, furniture, computer hardware and software,training materials, telephones, stationery.Financial resources: There should be a sufficient budget for theABMS to function effectively.ISO 37001: Clause 7.1www.giaccentre.org/Resources.php 2016 GIACC39

CompetencennnThe organization shall:§ determine what level of competence personnel and businessassociates require from an anti-bribery perspective;§ ensure that personnel and business associates are competenton the basis of appropriate education, training, or experience.Appointing incompetent persons to a role can result in weakness incontrols which can result in bribery. (E.g. an incompetentprocurement manager may not implement effective procurementcontrols, which could result in the deputy procurement managerbeing able to receive bribes in return for appointing suppliers).ISO 37001: Clause 7.2.1 2016 GIACC40

Employment process (1)nnnThe success of the organization’s anti-bribery policy and ABMSdepends primarily on it having ethical personnel who can complywith, implement and enforce the policy and ABMS.Therefore, it is imperative that the organization carefully controls itsemployment and promotion processes to ensure as far aspracticable that it only employs or promotes ethical personnel.These employment process requirements work in parallel with the:§ competence requirements (7.2.1); and§ training requirements (7.2.3). 2016 GIACC41

Employment process (2)nIn relation to all of its personnel, the organization shall implementprocedures such that:§ conditions of employment: require personnel to comply with the anti-bribery policy andABMS, and give the organization the right to discipline personnel in theevent of non-compliance;§personnel receive a copy of the anti-bribery policy and trainingin relation to that policy;§the organization can take appr

n ISO 37001 cannot provide absolute assurance that no bribery will occur. But can help establish that organization has implemented reasonable and proportionate anti-bribery measures. n The risk of bribery is reduced and the playing field is levelled for organizations if certification to ISO 37001 is a project pre-qualification requirement.

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