Affirmative Action Planning

Affirmative Action refers to policies and practices that are designed and applied consistently to increase the representation of historically disadvantaged groups, veterans and individuals with disabilities within organizations. The goal of these efforts is to reduce discrimination and bias in the hiring, promotion and retention of all employees while increasing opportunities to create a more diverse workforce that reflects the broader population.

Affirmative Action Plans (AAPs) are essential documentation for companies who are seeking or hold federal government contracts. To be compliant with the requirements, companies need to develop and adhere to an affirmative action plan, which details policies and procedures that ensure fair employment practices are in place to promote a diverse and inclusive workforce.

Affirmative Action Plans (AAPs) are required documentation for organizations that currently or are seeking to hold contracts with federal government agencies and/or municipalities. In many situations, acting as a vendor to a federal contractor may also create an obligation for you to prepare an affirmative action plan.

• Federal government contractors are required by Executive Order 11246 to document their affirmative action programs through compliance reports. Enforcement is conducted by the Office of Federal Contract Compliance Programs (OFCCP).
• Subcontractors to prime federal contractors may also have obligations to create AAPs.
• Contractors with other government entities, such as state, county, or city, may have unique AA requirements.

In addition to complying with regulations, affirmative action plans help organizations by promoting diversity and inclusion, which can lead to numerous benefits. These plans ensure that hiring, promotion, and other employment practices are fair and equitable, providing opportunities for underrepresented groups. This diversity fosters a more innovative and creative workplace, as a variety of perspectives and ideas are brought together. Additionally, affirmative action plans can enhance an organization's reputation, making it more attractive to top talent and potential customers who value social responsibility.

• An AAP enhances your ability to attract and retain a talented and productive workforce, maintain your competitive edge, and retain government contracts.
• The AAP shows your commitment to eliminate unlawful discrimination and ensure equal opportunity in all aspects of employment.

To enforce compliance, workplaces are routinely audited by the governing agency. Many audits are random and a complete surprise, while others can be triggered by an applicant or employee complaint.

• An AAP can help retain your contracts—Inaccurate or incomplete AAPs can result in the termination of government contracts already in effect and may disqualify you from future government contract opportunities.
• The AAP can reduce your financial risks—AA violations and noncompliance can cause costly financial settlements and/or nonpayment of current contracts.
• An AAP maintains your brand reputation—Avoid poor local and national publicity.
• An AAP establishes policies, procedures, and actions designed to help employers eliminate unlawful discrimination and ensure equal opportunity in all aspects of employment.

It can be very confusing to determine if you need to create an affirmative action plan (AAP) – and which jurisdiction you must comply with. Here’s where MRA’s knowledgeable team can help! We offer a complimentary consultation to learn about your organization and offer recommendations to achieve compliance.

• Has 50 or more employees and
• Has contracts or subcontracts with the federal government valued at $50,000+ or
• Financial institutions with federal share and deposit insurance are considered to be government contractors within the meaning of the regulations implementing Executive Order 11246 (NCUA and/or FDIC insurance)

Important to know:

• Once a federal government contract is accepted, organizations have 120 days to put an AAP in place.
• A new AAP is required for every year an organization is under contract.
• Employers with a formal AAP must implement it, keep it on file, and update their AAP annually.

You may need a municipal affirmative action plan or compliance certificate to cover contracts with states, cities and counties. For example, the State of Minnesota and State of Wisconsin both have unique requirements.

To enforce compliance, workplaces are routinely audited by the governing agency. Many audits are random and a complete surprise, while others can be triggered by an applicant or employee complaint.

• Retain your contracts—Inaccurate or incomplete AAPs can result in the termination of government contracts already in effect and may disqualify you from future government contract opportunities.
• Reduce your financial risks—AA violations and noncompliance can cause costly financial settlements and/or nonpayment of current contracts.
• Maintain your brand—Avoid poor local and national publicity.
• An AAP establishes policies, procedures, and actions designed to help employers eliminate unlawful discrimination and ensure equal opportunity in all aspects of employment.

• Knowledgeable – We understand affirmative action and rigorously stay on top of the regulations.
• Easy and cost effective – So you can direct your time and resources to other priorities.
• Detailed – We conduct a detailed review of your data and ask key questions to ensure your plans are accurate.
• Vigilant with data – Processes and tools to keep your data safe.
• Proven – Our team has completed thousands of AAPs and successfully supported employers through the government audit process.
• Personal service – We are more than an internet portal; we are live help. We get to know you and your organization.
• Support year-round – We are here for you during and after we develop your plan.
• Expert partner – Educating your team on regulations and best practices to make your plan a meaningful HR tool. When you're ready, we help strategize with you to take it to the next level – impacting engagement and diversity!

Expertise and Experience
MRA’s team of seasoned professionals brings a wealth of knowledge and experience in Affirmative Action planning and compliance. We are well-versed in the latest regulations and best practices to help your organization stay ahead.

Tailored Solutions
We understand that every organization is unique. Our tailored solutions are designed to fit your specific needs, ensuring that your Affirmative Action Plan is compliant, effective and practical.

Commitment to Excellence
MRA is committed to delivering high-quality services that exceed your expectations. Our focus is on providing practical, actionable solutions that drive real results. We are committed to delivering high-quality services that not only meet regulatory requirements and offer best-in-class solutions with your needs in mind.

MRA’s Affirmative Action and Compliance Services:

MRA offers assistance with the preparation of required statistical analyses and narratives and we have extensive implementation guides and training available! Here are some of the ways we help organizations:

• Preparation of Federal, State and Municipal Affirmative Action Plans
• Assistance and guidance with Compliance Certificates
• EEO-1 Report Preparation
• Veterans 4212 Report Preparation
• OFCCP Compliance Evaluation (Audit) Guidance and Support
• HRIS Data Extraction
• Training for HR staff and business leaders to meet your regulatory obligations
• Affirmative Action Strategic planning to help align your AAP with broader business goals, recruiting and
• Affirmative Action Compliance Assessment - Our team conducts a detailed assessment of your current practices and compliance status.

Consultation
We start with a comprehensive intake discussion to understand your needs and objectives. We’ll help you navigate the various thresholds and requirements to create an AAP. Should you decide to partner with us, we hold the following optional meetings:

• Kick-Off call
  We develop a customized Affirmative Action Plan tailored to your organization.
• Project close review session
  Interpret data and review final plan details with the implementation planner.
• Implementation Support
  We provide guidance and support throughout the implementation process.
• Ongoing Support
  We offer continuous support to ensure your plan remains effective and compliant.