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Comprehensive Compliance Program: A Case Study of Aventis

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This case study examines the Aventis Global Compliance Program established in 2004 to promote ethical behavior and adherence to legal standards. Key elements of the program include a written code of conduct, ongoing employee education, and a structured compliance reporting system. The program responds to regulatory demands, such as the Sarbanes-Oxley Act, emphasizing corporate accountability and transparency. Central to its success are values like integrity, courage, and a commitment to compliance, fostering a culture of accountability within the organization.

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Comprehensive Compliance Program: A Case Study of Aventis

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  1. GLOBAL COMPLIANCE PROGRAM: Case Study June, 2004 Princeton Respect for People • Integrity • Creativity • Empowerment • Networking • Courage • Sense of Urgency

  2. A COMPLIANCE PROGRAM… “…an internal management system that assists employees in understanding and following targeted legal principles on an organized basis.”* • Publish Compliance policies • Educate employees • Monitor employee behavior • Discipline *Jay G. Martin, The Lawyer’s Brief, September 30, 2002

  3. ELEMENTS OF A COMPLIANCE PROGRAM • Written standard of conduct • Written policies/procedures committing to legal compliance in a wide variety of areas of potential compliance risk • Compliance Officer • Training and education • Monitoring and audits • Investigation and remediation of problems

  4. ELEMENTS OF A COMPLIANCE PROGRAM • Hotline for complaints and procedures for anonymity • Consideration of compliance in performance evaluations of leaders • Disciplinary action for violators

  5. SARBANES-OXLEY ACT • Has resulted in renewed emphasis on Compliance Programs • New or enhanced standards for corporate accountability and transparency – rules and interpretation in development • Increases penalties for corporate wrong doing • Auditors, financial disclosures, management responsibility

  6. SO WHAT ARE WE DOING? • Aventis Values of Integrity and Courage are, as they should be, the starting point • We expect all employees to have these values as the basis of their actions • Realistically, that is not enough – highly complex environment, not all answers are clear • Compliance Program assures that all of the elements are in place

  7. AVENTIS PROGRAM COMPONENTS • Written standard • Global Compliance Policy – 9 Languages • Written policies – for example • US Business Conduct Policy • Research – Quality Standards • Industrial – Quality Standards • Countless SOPs

  8. AVENTIS PROGRAM COMPONENTS • Global Compliance Officer designated – Board Member • Training and Education • General – (e.g., Multi-lingual Compliance Policy Overview e-learning on Website) • Issue Specific varies by country – new global e-learning modules re: antitrust/bribery • Website • Global site with links to function and country specific policies

  9. http://compliance.pharma.aventis.com

  10. What you can find here: • GlobalCompliance Policies • Country-Specific Policies • Compliance Helpline Information • Report Compliance Concerns • Functional Policies & SOPs • Links to Regulatory Sites • Training Materials

  11. Connecting You to: Internal & External Compliance & Regulatory Sites

  12. Available to all Aventis associates globally 24 hours a day / 7 days a week Multi-Lingual Toll-Free Anonymous Confidential Helping us uphold our Values

  13. From the Global Legal Compliance Homepage

  14. AVENTIS PROGRAM COMPONENTS • Investigations • Handled locally • Developing Web-based tool for country reporting to make global trend overview possible

  15. AVENTIS PROGRAM COMPONENTS • Hotline • Compliance Helpline • 1-800-XXX-XXXX • Available globally

  16. COMPLIANCE OFFICER RESPONSIBILITES • Oversee and monitor the implementation of Compliance Program • Revise the Compliance Program if necessary • Assure the development of appropriate education and training programs • Report to Management and Supervisory Boards onCompliance Program progress and issues

  17. COMPLIANCE OFFICER RESPONSIBILITES • Investigate and act on compliance issues (coordination with Audit where appropriate) • Assure development of policies and programs for reporting of suspected violations without fear of retaliation • Ensure appropriate reporting of self-discovered violations

  18. HOW DOES THE GCO KNOW WHAT IS GOING ON? • Aventis Global Compliance Structure • Established network of country and function based contacts • Reporting on semi-annual basis and as needed • Leverages existing strong cross functional committees • Linkage through participation by legal team • Leverages existing business unit structures • Designates dedicated legal team to support efforts • Coordination reporting, training development, counsel to committees • Reporting Periodically to Management & Supervisory Boards

  19. Global Compliance Structure Management Board Supervisory Board/ Audit Committee Global Compliance Officer Global Legal Compliance Functional Liaison with Risk Council Members On Compliance risks and compliance related processes Country / Regional Compliance Officers, Committees / Contacts Independent Business Units Global Compliance Committees & Offices

  20. Country/Region Compliance Structure Global Compliance Officer Country/Region General Manager Global Legal Compliance Country/Regional Compliance Officers/ Committees, Contacts* Global Compliance Committees Country Research Country Industrial Country Finance Country HR Country Com Ops Country or Regional Legal Audit groups will have input into this structure through existing routes * Structures will vary in country or region InformationFlowchart

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