AIAG Background

Founded in 1982, The Automotive Industry Action Group (AIAG) is a unique, member driven not for profit organization where OEMs, suppliers, service providers, government entities, and individuals in academia work collaboratively to drive down costs and complexity from the automotive supply chain.

AIAG is made up of a board of directors, a chief executive officer, vice presidents, directors, a full-time staff, and volunteers serving on project teams. Directors and department managers plan, direct and coordinate the association’s activities under the direction of the chief executive officer.

AIAG focus areas include automatic identification, E-commerce, continuous quality improvement, materials and project management, health & safety, returnable containers and packaging systems, environmental management, global chemical compliance, international trade & customs, and finished vehicles logistics and supply chain management.

AIAG committees are made up of volunteers from its member companies – the automotive industry itself. These committees focus on business processes or supporting technologies and methodologies. As a volunteer, you, and hundreds of others every year, represent the industry on behalf of your company to develop the next generation of standards, best practices, and guidelines.

As an AIAG member, you and your company have a positive influence to help streamline the automotive industry’s commercial processes. As the global marketplace demands more cooperation and partnering, the collaborative work done at AIAG helps you, and the entire industry, stay on the leading edge.

Membership

AIAG member companies get a seat at the table when industry standards, guidelines, and processes are developed and debated. Many members consider the opportunity to work shoulder-to-shoulder with customers and competitors on industry solutions to be an irreplaceable member benefit.

This opportunity is open to all AIAG member companies, regardless of size and location. Any employee or contract employee of an AIAG member company can attend a volunteer group meeting. In addition, non-member companies that are considering AIAG membership and would like a taste of what to expect, are permitted to attend up to three meetings before making the decision to join the organization.

Building Security

1. AIAG Hours
   Monday – Friday 7:30am – 5:00pm
2. Visitor’s will need to “sign-in” and retrieve a badge from the Security Guard. When leaving, “sign-out” and return the badge to the Security Guard.
3. After Hours
   After hours meetings need to be arranged beforehand to ensure proper access to the facility and support from AIAG personnel.

Policies

1. Antitrust Policy
2. Copyright Policy

3. Conflict of Interest Policy

   Members of volunteer committees, committee officers, and members of the board of directors acting on behalf of AIAG shall be made aware of and conform to the following principles:

   • These individuals shall use their best efforts to avoid any actual or apparent conflict of interest or unauthorized representation of AIAG. Conflict of interest is defined as, but not limited to, activities that oppose, detract from, or in some manner could become detrimental to AIAG or activities involving AIAG in which the individual has a financial or decision-making interest.
   • A person in a position to influence decisions regarding the selection and/or retention of vendors must be careful that these decisions are reached impartially and in a business-like manner according to AIAG policies. When in doubt, volunteers should contact the Chief Executive Officer.
4. Terms of Use Policy (GDPR)
5. Privacy Policy

6. Harassment Prevention Policy

   AIAG is committed to an environment free of discrimination and harassment. While participating in AIAG activities, members agree to share and support our commitment.

   NON-MEMBER POLICY

   AIAG recognizes that under certain conditions, it may be beneficial to allow non-members to participate on volunteer committees. Non-members are ineligible to vote on any issues that may arise or hold any workgroup committee position.

   RIGHTS AND RESPONSIBILITIES

   AIAG management is required to report suspected fraudulent or dishonest conduct to the Human Resources Coordinator, CFO or Chief Executive Officer. In addition, they are responsible for maintaining a system of management controls, which detect and deter fraudulent or dishonest conduct. Failure by management to establish controls or report misconduct within the scope of this policy may result in adverse personnel action them, up to and including dismissal. The company officers are available to assist management in establishing management systems and recognizing improper conduct.

   Reasonable care should be taken in dealing with suspected misconduct to avoid:

   • baseless allegations
   • premature notice to persons suspected of misconduct and/or disclosure of suspected misconduct to others not involved with the investigation
   • violations of a person's rights under law

   Accordingly, management faced with a suspected misconduct:

   • should not contact the person suspected to further investigate the matter or demand restitution
   • should not discuss the case with anyone other than company officers, board committee members or duly authorized law enforcement officer
   • should direct all inquiries from any attorney retained by the suspected individual to a company officer
   • should direct all inquiries from the media to Automotive Industry Action Group’s Director of Marketing and Communications
   Questions related to the interpretation of this policy should be directed to the Human Resources Coordinator.

7. Whistleblower Policy

   FRAUDULENT OR DISHONEST CONDUCT & WHISTLEBLOWER POLICY STATEMENT:

   In compliance with the Automotive Industry Action Group policies pertaining to Conflict of Interest and Personal Conduct and Legal Compliance, Automotive Industry Action Group will investigate any possible fraudulent or dishonest use or misuse of Automotive Industry Action Group resources or property by management, staff, volunteers, or members. Anyone found to have engaged in a fraudulent or dishonest conduct is subject to disciplinary action by Automotive Industry Action Group up to and including civil or criminal prosecution when warranted.

   All members of the Automotive Industry Action Group community are encouraged to report possible fraudulent or dishonest conduct (i.e., a whistleblower). An employee should report his or her concerns to a supervisor or manager. If for any reason an employee finds it difficult to report his or her concern to a manager or supervisor, and depending upon the circumstances of the complaint, the employee should initially report it directly to the Human Resources Coordinator. If the circumstances warrant that to be inappropriate, the CFO or Chief Executive Officer should be notified. If any potential violation may involve the officers of the organization, it should then be reported to the Chair of the Automotive Industry Action Group Board Finance Committee or the Chair of the Nominating and Integrity Committee as appropriate but can be reported to anyone on the Board of Directors.

   All Board of Directors members are required to report suspected fraudulent or dishonest conduct to the Chair of the Automotive Industry Action Group Board Finance Committee or the Chair of the Automotive Industry Action Group Nominating and Integrity Committee as appropriate.

   AIAG management is required to report suspected fraudulent or dishonest conduct to the Human Resources Coordinator, CFO or Chief Executive Officer as outlined above.

   For more information about definitions, rights and responsibilities, procedures, and contacts read the following:

   Definitions:

   • BASELESS ALLEGATIONS: Allegations made with reckless disregard for their truth or falsity. People making such allegations may be subject to institutional disciplinary action and /or legal claims by individuals accused of such conduct.

   • FRAUDULENT OR DISHONEST CONDUCT: A deliberate act or failure to act with the intention of obtaining an unauthorized benefit. Examples of such conduct include, but are not limited to:

     • forgery or alteration of documents
     • unauthorized alteration or manipulation of computer files
     • fraudulent financial reporting
     • pursuit of a benefit or advantage in violation of the Automotive Industry Action Group’s Conflict of Interest Policy
     • misappropriation or misuse of Automotive Industry Action Group resources, such as funds, supplies, or other assets
     • authorizing or receiving compensation for goods not received or services not performed
     • authorizing or receiving compensation for hours not worked
   • WHISTLEBLOWER: An employee who informs a manager, supervisor, or officers of the organization about an activity which that person believes to be fraudulent or dishonest.

   • WHISTLEBLOWER PROTECTION:

     Automotive Industry Action Group will protect whistleblowers as defined below:

     • Automotive Industry Action Group will use best efforts to protect whistleblowers against retaliation, as described below. It cannot guarantee confidentiality, however, and there is no such thing as an "unofficial" or "off the record" report. Automotive Industry Action Group will keep the whistleblower's identity confidential, unless (1) the person agrees to be identified; (2) identification is necessary to allow Automotive Industry Action Group or law enforcement officials to investigate or respond effectively to the report; (3) identification is required by law; or (4) the person accused of Fraud Policy violations is entitled to the information as a matter of legal right in disciplinary proceedings.
     • Automotive Industry Action Group employees may not retaliate against a whistleblower with the intent or effect of adversely affecting the terms or conditions of employment (including but not limited to, threats of physical harm, loss of job, punitive work assignments, or impact on salary or wages). Whistleblowers who believe that they have been retaliated against may file a written complaint with the Human Resources Coordinator. A proven complaint of retaliation shall result in a proper remedy for the person harmed and the initiation of disciplinary action, up to and including dismissal, against the retaliating person. This protection from retaliation is not intended to prohibit managers or supervisors from acting, including disciplinary action, in the usual scope of their duties and based on valid performance-related factors.
     • Whistleblowers must be cautious to avoid baseless allegations (as described earlier in the definitions section of this policy).

Committee & Volunteer Structure

Committee Structure

• Steering Committee (by invitation only): A group that identifies, validates and secures resources for new projects.

• They gain support from their home company executives and solicit other companies’ participation.
• They can establish oversight committees.
• They review project deliverables and follow the project plan process.
• They review work groups progress and identify areas of potential collaboration.
• They support media communications, marketing plans, and AIAG events. They approve the Stakeholder Review List for validation and review & assign old documents document to work groups.
• They support roll-out plan of deliverables, develop strategic vision with a global perspective, monitor the budget, and provide information on initiatives, activities, and opportunities to the Chief Executive Office (quarterly).

• Oversight Committee: A group that establishes oversight committees, follows the project management process, and reviews project deliverables.

• They support media communications, marketing plans, and AIAG events.
• They approve the Stakeholder Review List for validation and support roll-out plan of deliverables.
• They develop strategic vision and keep a global perspective.
• They monitor the budget and provide information on initiatives, activities, and opportunities to the Chief Executive Officer (quarterly).

• Project Team: A group that establishes oversight committees and follow the project management process.

• They review work group progress and identify areas of potential collaboration.
• They support media communications, marketing plans, and AIAG events, and approve the Stakeholder Review List for validation.
• They support roll-out plan of deliverables and disband upon project completion.

• Work Group: A group that identifies projects and follows the project management process.

• They support media communications, marketing plans, and AIAG events.
• They approve the Stakeholder Review List for validation.
• They report project status to the project team, steering and oversight committees, and disband upon project completion.

• Ad-Hoc: A group with subject matter experts in specific interest areas.

• They identify projects and report statuses to the steering and oversight committees.
• They present research and recommendations to their parent group and disband upon project completion.

• Advisory Committee: A group with subject matter experts in specific interest areas that identifies projects and reports project status to the project team, steering, and oversight committees.

• They present research and recommendations to their parent group and disband upon project completion.

Volunteer Structure

Other group roles are defined by the specific team.

• Chair/Co-Chair: Leads/facilitate meetings.

• They plan and execute the agenda, manages the budget business plan and ensure the project plan is tracked, and present to the steering committee and project teams.

Meetings

1. Quorum
   A volunteer committee meeting REQUIRES three or more member companies in attendance.
2. Endorsement/Advertising
   AIAG will not endorse any publication, training offering, or other product or service provided by an outside party. AIAG does not allow volunteers to present, demonstrate, or advertise their products. Volunteers mays not use the sign-in sheeting from AIAG committee meetings to send promotional materials or announcements by any method.
3. Representing AIAG
   If you travel on behalf of AIAG and are representing AIAG please be aware when you express your opinion on an issue, to clearly identify whether you are speaking for yourself, your company or for AIAG.
4. Expenses
   Refer to AIAG’s travel policies. You will be required to file and Expense/Travel Report when you return. Proper documentation is required.

Documenting - (Meetings)

Agenda and Meeting Minutes are conducted according to Anti-Trust requirements.

1. To comply with anti-trust requirements, AIAG retains the formatted version of the minutes and original attendee sign-in-sheets.
2. Meeting Agenda
   Every meeting include an agenda published in advance and it must be reviewed as the first item of the meeting.
3. Meeting Minutes
   AIAG Meeting Minutes are kept of all meetings in order to comply with anti-trust requirements.
• A statement of the issue/proposal must be discussed and documented in the minutes. Include brief bullet points of main concerns and the outcome reached along with the decision was reached by consensus or by voting.
• Minutes are posted are completed and posted to the collaboration workspace within 24 hours.

Decision Making

1. Consensus
   Decisions should be made by consensus. If consensus cannot be reached, a democratic voting process is utilized.
2. Identify, Address & Resolve All Concerns
   Identify all concerns, address each concern with the group, and include the resolution for each concern in the minutes. If no concerns are express, consensus has been reached and proposal accepted.

Voting

1. Quorum – Industry Representation (3 or more OEMs at a minimum)
   Voting requires at least half of all eligible committee members. One vote is allowed per company, multiple members from the same company counts as one vote.
2. Ballots
   Ballots are submitted verbally or electronically and documented in the minutes.

Project Management Process

An AIAG volunteer project is a temporary endeavor undertaken to create a unique product, such as standards, guidelines, or training. Additionally, AIAG volunteer projects are temporary and as part of a project plan, have a defined beginning and ending.

AIAG projects are completed by volunteer committees made up of subject matter experts (SMEs) from member companies. All volunteer committees are managed by an AIAG program manager and must follow the AIAG project management process. It is the AIAG program managers’ responsibility to guide all volunteer committees through the AIAG project management process. The official step-by-step project management process is part of the AIAG ISO 9001 Quality Management System. If you need additional information, ask your AIAG program manager.

Below is a brief overview of the AIAG project management process.

Work Phases

• Idea Acceptance
• New Project Idea Proposal form (NPIP) is submitted
• NPIP’s are accepted only from member companies. If a non-member proposes a new project, they must become a member first, or work with a member company to sponsor their idea.
• A NPIP gives a brief description of the project idea, what issue the project will address, what value the proposed deliverable will bring to the industry, and the resources the project would need.
• The NPIP is reviewed by AIAG and the appropriate Steering Committee to ensure the proposed project falls within AIAG scope, the deliverable would benefit the industry, and that there are adequate resources available for the project.
• If the NPIP is approved an AIAG Program Manager is assigned to the project, volunteers are recruited and a committee is form (Ad Hoc, or Work Group) and the project moves to the next phase, Pre-Plan.
• Pre-Plan Phase
• AIAG PM works with ad hoc/work group to determine the class of the project (A/B, or C)
• A Class A project is a project that may require major development costs, will result is a new industry requirement or a common Customer Specific Requirement.
• AIAG, Steering Committee, and BoD approval is needed for project acceptance.
• A Class B project is a project to update an existing requirement, or update/develop a new guideline, or training.
• Approvals required by AIAG and applicable steering committee.
• A Class C Project is defined as a project with low risk designed to provide information to industry.
• Approvals required by AIAG and applicable steering committee.
• Once the project class is determined the corresponding AIAG Business Case is developed, defining the:
• Project scope
• Propose solution/deliverable
• Resources Needed
• Target Market
• PM obtains the appropriate approval based on project class within AIAG, and the assigned Steering Committee, and if needed the BoD
• With team representation if needed
• Following approval of the Business Case, the Work Group is officially created, and the project is started
• During this phase the work group develops a high-level project plan detailing the:
• Scope of the project
• Design and development phases
• Review, verification, and validation actions
• Project schedule and timeline
• Analyze Phase
• Current & Future states are defined
• Gap Analysis is completed
• Update and finalized project plan
• Building Phase
• Work Group develops the planned deliverable ensuring that product requirements that were defined in the Business Case are being met
• Validate Phase
• Validate the deliverable(s) using the validation activities defined in the Pre Plan phase; i.e., training pilot, or stakeholder review
• Ensure that appropriate review activities are conducted with the appropriate stakeholders
• Deploy Phase
• Obtain final approvals
• Launch project

Project Management Tools

These AIAG collaboration workspace tools allow members of a group to share & edit documents, utilize the posting of minutes & agenda and access other relevant information.

Smartsheet

Smartsheet is a software used to assign tasks, track project progress, manage calendars, share documents, and manage other work, using a tabular user interface.

Huddle

Here are some of the ways to navigate through your Huddle

• Once you are added to the group, you will receive an email to join the workspace. Select Join the Team to establish your log-in.
• Save this link in your browser for quick access: aiag.huddle.com/myhuddle/
• You can add your contact information under Your Profile in the top right corner. Once you're in Your Profile, select the Edit your profile button to change the following:
• Adding a profile picture
• Personal & Contact information
• Email notifications frequency under Your settings
• The panel on the left shows your workspaces.
• Files - Allows you to add/edit files in your workspace. Create folders to organize your group.
• Select Upload files to upload your files.
• Manage your files by selecting the vertical ellipsis dropdown menu. This will allow you to open and edit the file, download the file or share the file with your team.
• Tasks - Assign action items for your colleagues.