Post on 12-Jan-2015
description
CPEC Assessment TeamSector Jacksonville
Site Visit Just-in-Time TrainingJune 2008
Performance Excellence: Performance Excellence: Always ReadyAlways Ready and and Striving to do BetterStriving to do Better
JIT Site Visit Training Overview
• Outcomes
• Pilot Process
• Roles and Responsibilities
• Site Agenda
• Just-in-Time Training
• Site Visit Guidelines
Outcomes• Encourage management excellence for
successful mission execution by providing a framework to assess current performance, reveal opportunities for improvement, identify role model practices, and provide actionable feedback from trained, impartial examiners.
• Educate Coast Guard leaders and managers about the meaning, framework, and practical utility of the Criteria (CPEC);
Outcomes• Identify and Publicize organizational
achievements and successes, sharing role model practices for Coast Guard wide use and learning; and
• Recognize CPEC Award recipients as Coast Guard organizational role models that demonstrate excellent, sustained performance results while being good stewards of the public trust.
Unit Individual Small Cat Teams
Plenary Team
Team Leads
Team Coach
Program Manager
Submit Org Profile
Submit “What” answers
Review submitted info
Review all inputs
Fill out the Scorebook
Draft Key Factors
Create/validate interview questions and develop strategies
Determine approach for fact finding
Engage unit
Consensus on top strengths, OFIs, scores
Write Executive Summary
Review Scorebook and Exec Summary
(final report)
Present to Awards Board
Create PowerPoint outbrief
Present outbrief to unit
Develop Key Factors
Develop schedules
Approve schedules
Develop proposed
strengths/OFIs (5-8/item)
Finalize Scorebook
Review final report
Send final report to unit, Team Leader,
and OPCs
Brief CO/XO on
intermediate findings
•Provide just in
time training on process,documents, scoring, etc.
•Provide guidance and help with criteria and technical aspects of the process
•Ensure consistency of product among evaluation teams
•Assist team with logistics
•Provide initial contact with unit.
•Provide over-sight and support as needed.
•Provide continuity of program’s products
•Ensure final results are consistent with intent of the program
CPEC Pilot Process Map
• Team Leader and Assistant Team Leader
• Team Members
• Coach
• Program Representative
Roles and Responsibilities
Coordinate: • Examination Team activities • Virtual Meetings• Site visit logistics with the assistance of
Program Manager• Roles and responsibilities of Examination
Team
Team Leader and Assistant Team Leader
Ensure:• Examination process is followed• Deadlines are met • Deliverables are produced and
submitted to the unit and Program Manager (CG-0931)
• Unit understands the process• Examination Team conducts
themselves professionally
Team Leader and Assistant Team Leader
• Attend Examiner Training • Serve as a Category Lead and/or back-
up • Attend virtual meetings and site visit• Review unit documents prior to site visit• Prepare interview and examination
strategy• Complete Site Visit Strategy Worksheet
and Draft scorebook
Team Members
Provide:• Just-in-Time Training to Examination
Team• Advice and counsel for team leaders • Coaching on comment writing and
interviewing to Examination team members
• Review of final comments and scores• Assistance with logistics during site
visit
Coach
Ensure:• Overall examination process is followed• CPEC is properly applied to the unit
being examined• Serve in an unobtrusive (stealth) way
Coach
Provide:•Liaison with unit’s leadership team •Logistics coordination for site visit•Funding for site visit travel and meeting rooms•Sounding board to unit’s leadership•Evaluation of the process
Ensure the Site Visit is carried out in a way that is beneficial to the organization, examiners and the program
Program Representative
Generic Site Visit Agenda
Monday Senior Leadership Assessment
Team Time & Interviews
Tuesday Interviews
Deployment Check
Wednesday Interviews
Deployment Check
Consensus Meeting
Thursday Finalize Scorebook
Scoring
Friday Finalize Scorebook
Outbrief
Daily Meetings
Purpose:
• Review major findings for each category
• Discuss items to be addressed the next day
• Gauge progress and provide assistance as needed
• For CAP JAX will be held daily at 1900 at the Residence Inn.
Daily Deliverables
Sunday Finalized Game Plan
Monday Finalized Team Game Plan
Tuesday Updated Site Visit Worksheet/Scorebook
Wednesday Consensus on Top Strengths and OFIs
Thursday Finalized Scorebooks including scores
Friday Executive Summary
Power Point Out Brief
Completed Scorebook
Just-In-Time Training
• Site Visit Worksheet
• ADLI
• Results
• Code of Conduct
• *Scoring
• *Final Scorebook
*To be completed at team meeting Wednesday
ADLIApproach – Deployment – Learning -Integration
Four factors used to evaluate process items.
Process items are Categories 1 – 6
ADLIApproach The methods used to accomplish the process The appropriateness of the methods to the item requirements The effectiveness of the use of the methods The degree to which the approach is repeatable and based on reliable
data and information
ADLIDeployment The approach is applied in addressing Item requirements
relevant and important to the unit The approach is applied consistently The approach is used by all appropriate work units
ADLILearning Refining the approach through cycles of evaluation and improvement Encouraging breakthrough change to the approach through
innovation Sharing refinements and innovations with other relevant work units
and processes in the unit
ADLIIntegration The approach is aligned with the units needs identified in the
Organizational Profile and other process items The measures, information, and improvement systems are
complementary across processes and work units The plans, processes, results, analyses, learning, and actions are
harmonized across processes and work units to support unit-wide goals
Site Visit Worksheets (SVW)SVW are the initial version of the Scorebook. Two versions will be required for each Category.
One will include notes, interviewees, strategies, and findings.
The second will be the finalized version with only the top 5-8 strengths and OFIs for each item.
How to Complete SVWs
At the end of each day… Review notes from interviews, observations, and/or
documents Discuss MAJOR Findings & Conclusions w/the team during
the evening meeting Summarize & document your Findings on the SVW, identify
Strengths and OFIs If an SVW contains relevant Criteria areas to address that are
still open and a strength or opportunity cannot be concluded, ensure that you make the team leaders aware in order to schedule appropriate interviews the next day
How to Complete SVWs
Findings: Based on your strategy, what did you learn? Capture specific information (e.g., documents reviewed,
interviews conducted, specific responses to questions, actual data observed)
SUMMARIZE findings with enough detail that an outsider could benefit from reading Include specific Examples from interviews, observations,
documents Share with other category leads related findings
ENSURE THAT FINDINGS ARE CRITERIA- & KEY FACTOR-RELEVANT. THIS WILL HELP YOU BOTH TO DETERMINE AND DEMONSTRATE WHICH AREAS ARE STRENGTHS and WHICH ARE OPPORTUNITIES
Results
Understanding charts, data, and
comparisons
Understanding the Charts
Ask the person to explain the chart to you; show
the chart in question. Be sure you understand the
reply; if you’re unsure, ask for clarification.
Understanding the Data
Ask about where the results data come from and how they are calculated. Don’t make assumptions.
Understanding Comparisons
Ask about where the comparative data come from and the calculation. Don’t make assumptions.
LeTCI
Levels – Trends – Comparisons –
Integration
The four factors used to evaluate results (Category 7)
LeTCILevels
Current level of performance
Trends
Rate of performance improvements or the sustainability of good performance
Breadth of performance results
LeTCIComparisons
Performance relative to appropriate comparisons, such as competitors or
similar units
Performance relative to benchmarks or industry leaders
LeTCIIntegration Results measures address important customers, product and service, market, process,
and action performance requirements identified in the Org Profile and in Process Items Results include valid indicators of future performance Results are harmonized across processes and work units to support unit-wide goals
Final Scorebook
Wednesday Afternoon• Finalize all input into your SVWs.• As a small team, finalize 5-8 strengths and OFIs for
each item in your scorebook. • Be prepared to share these comments with the team
on Wednesday afternoon.
Wednesday/Thursday• Category discussion – Category Lead will lead
discussion reviewing each item• Recommend Item Scoring• Revise/Finalize Scorebook Item Worksheets and• Team Leader facilitates session to develop Key
Themes for Executive Summary and Executive Out Brief
• Finalize Executive Out Brief
Final Scorebook Process Steps
Purpose / Background How to fill out
Role Model Practice Worksheets
Purpose / Background Discussion
Site Visit Guidelines
Wrap-up / Review
Questions and Answers
“Chartmanship”
Do your best to understand the information. Do not comment of charting techniques or try to create your own trends or charts from the data provided.
Questions or Concerns
• Team Leader: George Yacus
• Assistant Team Lead: Peter Stinson
• Process Coach: Charlie Coiro
• Program Representative: David King