Enhancements to the Sales Process Workflow for Strengthened Ethics and Integrity

[Audio] Welcome to this presentation on the recent enhancements to our Sales Process Workflow aimed at strengthening ethics and integrity within our organization. These updates are designed to ensure that every step in our sales process upholds the highest standards of ethical conduct and transparency..

[Audio] "In this presentation we will cover several key updates and enhancements to our Sales Process Workflow. We'll start with updates to the T-O-R Proposal Module which streamline how we manage and document sales outcomes. Next we will discuss the new automated process for Audit Creation ensuring greater accuracy and efficiency. We'll also cover new tasks for Audit Coordinators including the Conflict of Interest declarations. Additionally we will explore the Ethics Validation and Integrity Statement Checklists that reinforce our commitment to ethical practices. Following that we'll dive into the procedures for Communication Evidence Upload and Validation which are essential for maintaining transparency and accountability. Finally we will discuss the periodic Spot Checks of communication evidence to ensure ongoing compliance with our External Communications Policy. Let's begin..

[Audio] T-O-R Proposal Module Updates Impacts: Sales Representatives "The T-O-R Proposals module has been improved to include a new feature that records the outcome of each sale. When a sale is successful you will need to mark it as 'Closed' in the system. At this point ALGI Suite will prompt you to upload the signed T-O-R (Terms of Reference) from the client as a prerequisite..

[Audio] If a sale is unsuccessful you will need to mark it as 'Rejected by Client' and provide the reason for the rejection. This could include reasons such as price concerns scope issues or any other client feedback. Additionally if no response is received from the client within 90 days the audit will be automatically marked as 'Rejected' with the reason 'No response.' These distinctions between 'Closed' and 'Rejected' help us maintain accurate records of sales outcomes allowing for better analysis and continuous improvement of our processes.".

[Audio] Automated Audit Creation Impacts: Audit Coordinators and Sales Representatives A significant change is the automation of audit creation. Previously audits were manually created by coordinators which left room for potential errors or delays. Now when a sale is closed the system automatically generates the corresponding audit record immediately notifying the assigned coordinator..

[Audio] Importantly the option to manually create audits has been removed. If there is a situation where manual creation is deemed necessary you must contact your Account Manager for assistance. This change is designed to strengthen control over the audit creation process ensuring greater accuracy and integrity while reducing the potential for human error.

[Audio] Audit Coordinators – Audit ACK & C-O-I Each time a new audit record is created the system will now generate a task called 'New Audits Notification.' This task serves three main purposes. First it informs Audit Coordinators about the creation of a new audit record ensuring that they are aware of their assignments as soon as they are generated. Second it requires record acknowledgment which means that Audit Coordinators must confirm that they have received and acknowledged the assignment. This step is crucial to ensure that no audits go unnoticed and that each one is properly tracked from the moment it is created.

[Audio] Third as part of this new acknowledgment process the system also initiates the Conflict of Interest (C-O-I--) Declaration. This is an essential step where Audit Coordinators must declare whether they have any potential conflicts of interest with the audit they have been assigned. The C-O-I declaration must be completed before proceeding with any audit-related activities. The system records the date of this acknowledgment and the C-O-I declaration allowing us to analyze how quickly audits are acknowledged and potential conflicts are managed. This ensures that all audits are conducted with the highest level of integrity free from any undue influence..

[Audio] Ethics Validation Checklist & Integrity Statement Checklist Part I Impacts: Sales Representatives "We have introduced two critical checklists to our sales workflow to reinforce our commitment to ethical practices. The first is the Ethics Validation Checklist. This checklist complements the Conflict of Interest Declaration and requires Sales Representatives to confirm that all information related to the parties involved in the sale has been accurately recorded in the A-L-G-I Suite. This step ensures that the details of every transaction are correct. Completing this checklist is mandatory before submitting the T-O-R for approval.".

[Audio] "The second checklist is the Integrity Statement Checklist. This is a declaration that the entire sales process has been conducted ethically transparently and in full compliance with our established procedures. By completing this checklist Sales Representatives confirm that no unethical behavior such as bribery or misleading communication has taken place. This declaration must be finalized before a proposal can be marked as 'Closed.' The Integrity Statement Checklist plays a vital role in maintaining the trust of our clients and upholding our company's reputation.".

[Audio] "It is essential to emphasize the importance of honesty and thoroughness when completing both the Ethics Validation Checklist and the Integrity Statement Checklist. Sales Representatives must ensure that all information is accurate and that the entire sales process has adhered to the highest ethical standards. Any misinformation or lack of transparency can lead to serious ethical breaches damage the company's reputation and expose us to legal risks. By being truthful and diligent in these declarations Sales Representatives help safeguard the company's values and ensure that all business transactions are conducted ethically and responsibly.".

[Audio] Communication Evidence Upload Part I Impacts: Sales Representatives As part of our ongoing commitment to transparency and accountability we have implemented a new requirement for the Communication Evidence Upload process. According to our External Communications Policy all interactions with external parties—such as clients factories agents and intermediaries—must be conducted through official channels and tools. To ensure that all communication related to the sales process is properly documented Sales Representatives are now required to upload all external communication records including chats audio messages and any exchanged documents into the Commercial Proposal documentation package. This step is mandatory before a proposal can be marked as 'Closed.' By adhering to this policy we enhance our ability to monitor and verify that all communications are conducted in an ethical and compliant manner.

[Audio] The process of uploading communication evidence has been made as straightforward as possible. Communications can be uploaded in Text format (txt) for instance by copying and pasting the relevant conversations into a Notepad file. If you use corporate messaging services such as WhatsApp Business or WeChat for Business you have the option to export the conversation directly. This will generate a compressed file containing the entire conversation which can then be uploaded to the A-L-G-I Suite. These steps ensure that all communication is properly archived and readily accessible for future reference.".

[Audio] Once the communication evidence is uploaded it becomes part of our official records and will be archived for future reference. It is crucial that the evidence uploaded is complete coherent and correctly documented. If the evidence is found to be incomplete tampered with or incorrectly uploaded penalties—including potential disciplinary actions—will be imposed on the regional office responsible. Please note that communications conducted through corporate email and MS Teams do not require uploading. This streamlined process helps ensure that all relevant communication is properly documented and preserved supporting our commitment to transparency and ethical conduct.".

[Audio] Communication Evidence Validation Part I Impacts: Regional Managers Regional Admin Managers and Sales Representatives "After the communication evidence is uploaded by the Sales Representatives the next crucial step is the Communication Evidence Validation process. This task is automatically assigned to the Regional Admin Manager or the designated role within the A-L-G-I Suite. The primary objective of this validation is to ensure that the evidence provided is coherent complete and accurately reflects the communication that took place during the sales process. Good evidence includes all relevant interactions is well-organized and provides a clear and transparent record of the communications involved. This validation step is vital for maintaining the integrity of our documentation and ensuring that all communications meet the required standards.".

[Audio] Once the communication evidence has been reviewed the Regional Admin Manager has two options: If the evidence is satisfactory they should click on 'Confirm' to finalize the validation process. This indicates that the evidence meets all the necessary criteria and is ready to be archived as part of the official records. If the evidence is unsatisfactory the Regional Admin Manager must immediately contact the Sales Representative and request that the necessary documentation be re-uploaded. This ensures that any discrepancies or missing information are addressed promptly and that the final record is both accurate and complete.

[Audio] It is the responsibility of the Regional Admin Manager to ensure that all communication evidence uploaded is thorough and meets the company's strict standards. The 'Confirm' button should only be clicked once there is full confidence that the Sales Representative has correctly and completely uploaded all required documentation. This final check is crucial in safeguarding the integrity of our communication records. Any oversight or incomplete documentation could undermine our commitment to transparency and lead to significant ethical or legal issues. Therefore careful attention to detail during this validation process is essential.".

[Audio] In conclusion the enhancements we've implemented in our Sales Process Workflow are critical to maintaining our commitment to ethics and integrity. These updates are designed to ensure transparency accountability and responsibility in every step we take. Your role in upholding these standards is essential. By following these new protocols we protect our company's reputation and the trust our clients place in us. Thank you for your attention and for your dedication to these principles. Together we will continue to build a transparent responsible and ethical future for our company.