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 A specific form, process or system must be used

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Summary

Requests or claims must occur through a specific form, process or system to ensure consistency.

Examples

Some examples of this type of countermeasure include:

  • All programme claims must be made using a specific form.
  • All overtime claims must be processed through the HR system.
  • All updates to provider bank accounts must be processed via the provider portal.
  • All assets must be requested via the relevant ICT webform.

Purpose of this countermeasure

Fraudsters deliberately use confusion and deception exploit dysfunctional processes.

Acting dishonestly or providing false or misleading statements or information to commit fraud are offences under the Criminal Code Act 1995.

Not using specific forms, processes and systems can lead to disorganised, inconsistent practices and decision-making, and other control weaknesses.

Dependencies

This type of control is supported by:

How do I know if my countermeasures are effective?

You can apply the following methods to measure the effectiveness of these types of countermeasures:

  • Analyse completed requests/claims to confirm the specific form, process or system was used on all occasions.
  • Review a sample of completed requests/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 circumvented.
  • Review procedures or guidance to confirm it clearly specifies the form, process or system to be used.
  • Confirm forms, processes or systems are always on/available.
  • Ask staff about the forms, processes or systems to ensure they have a consistent understanding.
  • Confirm that someone cannot bypass the requirement to use a specific form, process or system even when subject to pressure or coercion.

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