As the saying goes, it takes a village… This is certainly true for building and implementing a company’s Affirmative Action Program. Your organization’s AAP Officer has a lot of responsibilities and requirements, but they cannot to go it alone. If you are the AAP Officer, you can get creative about engaging others in your organization to help make sure that you are compliant. In additional to your recruitment teams and executive management, here are some other groups in your organization who can be partners in making your Affirmative Action Program compliant and effective.
Procurement/Vendor Relations can be helpful to make sure that your requirement to notify vendors and subcontractors of your AA obligations is done annually. They would have lists of active vendors with addresses and might even be willing to send the notifications for you. This team can also make sure that any compliance requirements are run by you when signing new contracts or extension. Let them know of words to look for like “affirmative action” “diversity” “disability hiring” “veteran hiring”, etc. and ask that they contact you to make sure you can meet all the requirements. This can make the process go smoother for them, for you, and for the vendor or subcontractor they are working with.
Facilities Management/Custodians can be the eyes and hands to make sure that all required postings are current and visible. This is especially helpful if you have multiple offices to manage with these postings. You can check in with this team annually to make sure that posters are up and a quick picture from them can help confirm that the posters look good.
Finance can help you understand the corporate structure if you need that for determining plan structure. Bonus is that this team can help you with FEIN, DUNS and NAICS codes needed for some federal reporting.
Information Technology can help you with many parts of your AAP. From data collection and reporting to updating web sites, a partnership with your IT department is critical. Additionally, if you have a relationship with those who make system decisions, you can be consulted before system changes are made that can affect your data collection. Having a say or at least being included in the process of a new HRIS can be critical to good data collection and reporting. Check out this previous Berkshire blog for more about HRIS considerations. This team can also help with your retention of data to help you stay compliant with those requirements.
Payroll can help with reporting of pay for compensation analysis activities. This team may be your partner when providing pay information needed for some federal and state reporting requirements.
Compensation can help with job requirement reviews as well as EEO Category and job group assignments.
Marketing is an important partner because they help to shape the company image internally and externally. They can incorporate inclusive pictures and language in their marketing and can help with corporate connections to the community to help with outreach activities.
Expanding and engaging your AAP Village can make for a more effective and efficient Affirmative Action Program. Go get your village and have a great plan year!
For more on prepping your affirmative action plans, view our main affirmative action page!