Specific and consistent processes
Make sure requests or claims use a specific form, process or system for consistency.
Why this countermeasure matters
Not using a specific form, process or system to manage requests or claims can lead to:
- disorganised practices
- inconsistent decision-making
- less transparency and ability to track decisions and past processes
- weaknesses in other countermeasures
- fraudsters deliberately using confusion and deception to exploit dysfunctional processes.
How you might apply this countermeasure
Some ways to implement this countermeasure include requiring:
- all program claims to be made using a specific form
- all overtime claims to be processed through the HR system
- all updates to provider bank accounts to be processed using the provider portal
- all assets to be requested through a specific process or form
- a plagiarism check to be completed using a specified process and/or tool
- an integrity review to be completed for all research reports before publishing, using a specific process and system.
How to check if your countermeasures are effective
Here are some ways to measure the effectiveness of this type of countermeasure:
- analyse completed requests and claims to confirm the specific form, process or system was used on all occasions.
- review forms and processes to see if they conform to national guidelines and frameworks.
- review a sample of completed requests and claims to confirm the specific form, process or system was used on all occasions.
- undertake testing or a process walk-through to confirm that processes cannot be worked around.
- review procedures or guidance to confirm they clearly specify the form, process or system to be used.
- confirm forms, processes or systems are always available.
- ask staff about the forms, processes or systems to make sure they have a consistent understanding.
- confirm that someone cannot get past the requirement to use a specific form, process or system even when subject to pressure or coercion.
This type of countermeasure is supported by: