10 Steps to Preparing, Implementing, Monitoring and Reporting Your EE Plan

Often EE Committees are not sufficiently active during the year. The compilation of EE submissions to the Department of Labour (DoL) then becomes a task to which someone in Human Resources is assigned, and which is “signed-off” by the EE committee. This scenario is non-compliant with DoL requirements.

The below 10 step implementation plan is set out in the DoL’s Code of Good Practice on The Preparation, Implementation, and Monitoring of Employment Equity Plans – 12 May 2017. Inadequately following this process may result in inaccurate reporting and/or targets not being adhered.

Transcend can walk you through the 10-step implementation plan (rather than academic training) to ensure that not only your plan this year is completed, but you have a robust process to sustain this into the future.

Contact us for more information.

Phase 1 – Preparation

• Step 1 – Assigning responsibility: EE managers need the necessary authority or mandate, an appropriate budget, time off from other duties, and access to resources.
• Step 2 – Communication, awareness and training: All employees should be informed of the content and application of the EE Act and understand the importance of their participation in the process. Managers should be offered training in diversity and related skills.
• Step 3 – Consultation: A consultative forum which includes all stakeholders should be established, or an existing forum used if applicable. Interaction with stakeholders at all levels is required to establish if there are any areas of discrimination, and surface barriers to improved representation of designated groups.
• Step 4 – Analysis: Firstly, assess all employment policies, practices, procedures and the working environment to identify barriers that may:

– contribute to the lack of affirmation of diversity in the workplace;

– adversely affect designated groups; and

– identify practices or factors that positively promote employment equity and diversity in the workplace.

Secondly, do a workplace profile to determine the extent of under-representation of employees from the designated groups in the different occupational categories and levels of the employer’s workforce.

At the end of Phase 1, you should have a clear EE plan. The next Phase is the implementation of your EE plan.

Phase 2 – Implementation

• Step 5 – Affirmative Action measures and objectives: formulate and develop Affirmative Action measures to address the employment policies, practices, and working conditions that were identified in Step 4 as having an adverse effect on the employment and advancement of members of designated groups.
• Step 6 – Timeframes: The duration of a plan should be between one and five years. Employers should decide on the duration of their plans given their circumstances and the timeframe in which they can make meaningful progress.
• Step 7 – Resources: There should be adequate resources including budgets, people, time off for stakeholders, infrastructure, training and information sharing.
• Step 8 – Communicate the plan: Communication should inform stakeholders of:

– who is responsible for the implementation of the plan;

– where information regarding the plan can be obtained;

– the objectives and duration of the plan;

– dispute resolution procedures; and

– roles and responsibilities.

Phase 3 Monitoring

• Step 9 – Monitoring and evaluating the plan by employers to:

– keep records of the plan;

– implement mechanisms to monitor and evaluate the implementation of the plan;

– evaluate progress at structured and regular intervals;

– report on progress to the consultative forum and all stakeholders; and

– review and revise the plan through the consultation process.

• Step 10 – Reporting:

– 150 or more employees: report annually to the DoL

– Less than 150 employees: report bi-annually to the DoL