Skip to main content

Create processes to receive and review complaints

Type of countermeasure

This is a detection countermeasure. Detection countermeasures can help to identify when fraud has occurred. They can help disrupt additional fraud and reduce the consequences.

Summary

Allow clients, staff and third parties to lodge complaints about actions or decisions they disagree with. This may identify fraud or corruption as a cause for complaints.

Why this countermeasure matters

Having no clear process for making complaints may lead to:

How to put this countermeasure in place

Some ways to implement this countermeasure include:

  • allowing clients, staff and external parties to make complaints or raise concerns about:
    • issues with payments, such as unexpected delays
    • issues they experience with services
    • the conduct or operations of service providers or other third parties
    • a procurement outcome
    • a recruitment outcome
    • the conduct of others in the workplace.
  • training staff to look for fraud and corruption, such as cartel behaviour, when reviewing complaints
  • creating a complaints management strategy that outlines how to resolve a complaint and provide feedback to the person who made the complaint.

How to measure this countermeasure's effectiveness

Measure the effectiveness of this countermeasure using the following methods:

  • Confirm that clients, staff or third parties would be able to notice changes that are different from what is standard, normal, or expected.
  • Measure how long it would take to receive a complaint and respond to potential fraud.
  • Confirm that  consistent processes exists for making/handling complaints.
  • Confirm that information about the process for making complaints is easy to locate and the process is easy to use (increasing the likelihood complaints are received and acted upon).
  • Confirm the options for lodging complaints are clearly communicated like providing a dedicated phone number.
  • Confirm that complaints are adequately investigated and the outcomes are clearly communicated.
  • Confirm that clear processes exist for referring cases of potential fraud for investigation.

Related countermeasures

Reconcile records to make sure that two sets of records (usually the balances of two accounts) match. Reconciling records and accounts can detect if something is different from what is standard, normal, or expected, which may indicate fraud.

Prepare summary reports on activities for clients, managers or responsible staff.

Establish exception reports to identify activities that are different from the standard, normal, or expected process and should be further investigated.

Report on incidents or breaches to help identify if further investigation is required. Clients, public officials or contractors can take advantage of a lack of reporting and transparency to commit fraud, act corruptly and avoid exposure.

Related Fraudster Personas

Was this page helpful?