CAP commanders must continuously evaluate organizational readiness, efficiency and effectiveness.
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Transcript of CAP commanders must continuously evaluate organizational readiness, efficiency and effectiveness.
V3.7
WHY IS WHY IS THERE A THERE A
CAP CAP INSPECTIOINSPECTIO
N N PROGRAMPROGRAM
Presented by:
Colonel James F. Colonel James F. LinkerLinkerCAP Inspector General
Colonel LawrenceColonel Lawrence Stys StysAssistant CAP IG for Training
Lt Colonel Raymond N. Lt Colonel Raymond N. LantzLantzAssistant CAP IG for Inspections
WHY IS THERE A WHY IS THERE A CAPCAP
INSPECTION INSPECTION PROGRAMPROGRAM
WHY IS THERE A WHY IS THERE A CAPCAP
INSPECTION INSPECTION PROGRAMPROGRAM
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CAP commanders must continuously evaluate organizational readiness,
efficiency and effectiveness.The CAPCAP INSPECTION PROGRAMINSPECTION PROGRAM
provides the commander with a credible, independent inspection process to measure capability of
assigned resources.Inspections are a responsibility of Inspections are a responsibility of commandcommand..
WHY IS THERE A WHY IS THERE A CAPCAP
INSPECTION INSPECTION PROGRAMPROGRAM
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INSPECTION INSPECTION PROGRAMPROGRAM
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The Bylaws of the Civil Air PatrolBylaws of the Civil Air Patrol, Sections 10 and 23, and the
Statement of WorkStatement of Work for the Civil Air Patrol authorize the inspection of CAP
units.
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INSPECTION INSPECTION PROGRAMPROGRAM
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CAPR 123-3, Civil Air Patrol Compliance Assessment Program,
implements the CAP Inspection CAP Inspection ProgramProgram and provides an explanation of the procedures used in the conduct of
the Inspection.
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• The CAP Inspection ProgramCAP Inspection Program is jointly jointly administeredadministered by the CAP//IG and CAP-USAF/IGIG and CAP-USAF/IG.
• This program uses the following tools to accomplish it’s mission:
• Compliance Inspections (CIs)• Staff Assistance Visits (SAVs)• Subordinate Unit Inspections (SUIs)• Self-Inspections (SIs)
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INSPECTION INSPECTION PROGRAMPROGRAM
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QuestioQuestionsns?
INSPECTION
INSPECTION
THETHE
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The following information deals specifically with a
Compliance InspectionCompliance Inspection, but the majority of the
information can be applied to any inspection.
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A typical joint CAP and CAP-USAF CI team consists of six members.
From time to time the team may also have “observers” or “trainees”.
A typical CI team looks like this:
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The aim of the CI Team is to help the The aim of the CI Team is to help the wing succeed.wing succeed.
CAP regulationsCAP regulations are the basis for are the basis for the CI Guide questions.the CI Guide questions.
Wings are encouraged to showcase Wings are encouraged to showcase the things done “the things done “above and above and beyondbeyond” the requirements” the requirements..
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The purpose of the inspection is to determine the level of compliance of
the wing with the regulations and other directives of CAP.The target grade is SuccessfulThe target grade is Successful..
Going into the inspection, the assumption is that all areas are
meeting standards,that is they are Successful.
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The CI Team:The CI Team:
• Accentuate the positive – but call it as they see it
• Rate Programs – not People
• Want and expect everybody to do well
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• Represents the:
o CAP/CC
o CAP-USAF/CC
o CAP/IG
o CAP-USAF/IG
The CI TeamThe CI Team::
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• Are the “Eyes and Ears” of the Commander – not the “Mouth”
• The final CI report is signed by:
The CI TeamThe CI Team::
o The CAP Commander
o The CAP/USAF Commander
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• Does not Write Policy – Does Evaluate Compliance
• Follows the “trust but verify” doctrine
• Does not AWARDAWARD grades
• Determines the grade the program has earned
The CI TeamThe CI Team::
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• Is REQUIREDREQUIRED to have all the documents to support their accomplishment at the time of the interview [CAPR 123-3 para 7b(2)]
The WingThe Wing::
o Sometimes key documents are not available or their need was not anticipated; therefore input, e.g., supporting documents, will be accepted until 1800 hours Sunday
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• Has the Responsibility to Has the Responsibility to Raise/Lower theRaise/Lower the BarBar
The WingThe Wing::
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The CI Team would like to review 100% of the items but because of time constraints and the number
of items to be inspected, they can’t look at every item every
time
For this reason the CI Team uses a SAMPLE TABLESAMPLE TABLE to determine the number of items to inspect
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A NORMAL NORMAL SAMPLE SIZESAMPLE SIZE is used unless conditions or time dictate otherwise.This results in a high degree of statistical probability that the sample represents the universe of items.
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QuestioQuestionsns?
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Inspection grades are based on the“MISSION ACCOMPLISHMENTMISSION ACCOMPLISHMENT”
of each assessment guide tab.
Assigned grades are the result of the professional judgment of the Inspection
Team based on objective criteria and information gathered during the
inspection.
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The inspection grades are used for:
•Compliance Inspections (CIs)•Subordinate Unit Inspections (SUIs)
The inspection grades are NOTNOT used for:•Staff Assistance Visits (SAVs)
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The inspection grades used are :
• Highly Successful • Successful• Marginally Successful
• Unsatisfactory
THE THE TARGETTARGET
Going into an inspection, the assumption is that all areas are
meeting standards,that is, they are Successful
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• SuccessfulSuccessful: Performance or : Performance or operation operation MeetsMeets Mission Mission RequirementsRequirements
o Resources Resources EfficientlyEfficiently Managed Managed
o Procedures Carried out in an Procedures Carried out in an EffectiveEffective and and CompetentCompetent Manner Manner
o MinorMinor Deficiencies Deficiencies MAYMAY Exist Exist
Grade Definitions:
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Grade Definitions:• Highly SuccessfulHighly Successful: Performance or : Performance or
operation operation ExceedsExceeds Mission RequirementsMission Requirementso Procedures and activities are carried out Procedures and activities are carried out
in a in a SuperiorSuperior manner. manner.o Resources and programs are Resources and programs are Very Very
EfficientlyEfficiently managed. managed.o Relatively free of deficiencies.Relatively free of deficiencies.o Deficiencies do not impede or limit Deficiencies do not impede or limit
missionmission accomplishment. accomplishment.
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Grade Definitions:• Marginally SuccessfulMarginally Successful: :
Performance or operation Performance or operation Does Not Does Not Meet SomeMeet Some mission requirements mission requirementso Procedures and activities are Procedures and activities are Not Not
Carried Out In An EfficientCarried Out In An Efficient manner. manner.o Resources and programs are Resources and programs are Not Not
EfficientlyEfficiently managed. managed.o Deficiencies exist that Deficiencies exist that ImpedeImpede or or LimitLimit
mission accomplishment.mission accomplishment.
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Grade Definitions:• UnsatisfactoryUnsatisfactory: Performance or : Performance or
operation operation Does NOT meetDoes NOT meet mission mission requirements.requirements.o Procedures and activities are Procedures and activities are Not Carried Not Carried
Out In An Adequate MannerOut In An Adequate Manner..o Resources and programs are Resources and programs are Not Not
Adequately ManagedAdequately Managed..o Significant deficiencies exist that Significant deficiencies exist that
Preclude Or Seriously LimitPreclude Or Seriously Limit mission mission accomplishment accomplishment ororEndanger Personnel Or ResourcesEndanger Personnel Or Resources..
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What is the mission of your program??
The National Headquarters staff developed the program
mission used by the CI Teams
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QuestioQuestionsns?
INSPECTION
INSPECTION
PREPARING
PREPARINGFOR A
UNITFOR A UNIT
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The following discussion deals primarily with preparing for a wing compliance inspection.
Adjustments to the suggested time-line will need to be made to
prepare for Staff Assistance Visits and Subordinate Unit
Inspections.
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PREPARATION TIME-LINE:
• At least 18 MONTHS18 MONTHS before the inspection, make follow-on activities from the previous inspection visible and with obvious urgency.•Approximately 12 MONTHS12 MONTHS prior to the next scheduled inspection, appoint a point-of-contact (POC) for the wing.
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PREPARATION TIME-LINE:
•Between 9 and 15 months prior to the schedule inspection, the wing will receive a Staff Assistance Visit (SAV).
•It’s benefit to the wing is an ungraded inspection which helps you prepare for the CI.
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• Beginning 12 MONTHS12 MONTHS out from the scheduled inspection, begin to formally discuss it’s challenges.
PREPARATION TIME-LINE:
• Make everyone aware thatjust like safetyjust like safety, thecloseout activities from theprevious inspections is anintegral part of daily CAP work.
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PREPARATION TIME-LINE:• Between 9 to 12 MONTHS9 to 12 MONTHS prior to
the inspection:o Hold work sessions to detail concerns and
goals.o Develop specific major steps.o Unfinished business must be addressed by
everyone.
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PREPARATION TIME-LINE:• During the last 6 MONTHSlast 6 MONTHS prior to
the inspection:o Review of all previous inspection (CI, SAV,
Survey Audit) results.o Make realistic evaluations of the work
required and staff capability.
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PREPARATIONS TO ACCOMPLISH:• Review the LATESTLATEST inspection guide:
o Use the CI Guides when preparing for a CI or SAV.
o Use the SUI Guides when preparing for an SUI.
o Review the directives associated with each guide question.
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PREPARATIONS TO ACCOMPLISH:• Write out your answer to each guide
question.• The previous step might look like
this….This material is from the Inspection
Guide
This material is the Wing’s Explanation
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PREPARATIONS TO ACCOMPLISH:• For Compliance Inspections, each
program staff officer will prepare a short (1-2 pages) biography describing your experience that qualifies you for the position.
• Your Biography might look like this….
• Prepare your files for inspection
• Prepare your vehicles and aircraft
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PREPARATIONS TO ACCOMPLISH:• Provide electronic copies of the
following information to CAP/EXS* no later than 14 days prior to the scheduled inspection, :o Inspection and Staff Assistance Visit Unit Unit
Details and DataDetails and Data.o Section 2Section 2 of the Inspection Book (a short
biography of each staff officer).o Section 3Section 3 of the Inspection Book (the
written explanations to each of the inspection guide questions).* E-mail address is
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QuestioQuestionsns?
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SUMMARY
SummarySummarySummarySummary
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•The CAPCAP INSPECTION INSPECTION PROGRAMPROGRAM provides the commander with a credible, independent inspection process to measure capability of assigned resources.
•Inspections are a responsibility Inspections are a responsibility of commandof command..
SummarySummarySummarySummary
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• The CAP Inspection ProgramCAP Inspection Program consists of: consists of:
• Compliance Inspections (CIs)• Staff Assistance Visits (SAVs)• Subordinate Unit Inspections (SUIs)• Self-Inspections (SIs)
SummarySummarySummarySummary
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• The target grade is SuccessfulThe target grade is Successful..
• Going into the inspection, the assumption is that all areas are meeting standards, that is they are Successful.
• Units are encouraged to showcase Units are encouraged to showcase the things done “the things done “above and above and beyondbeyond” the requirements.” the requirements.
SummarySummarySummarySummary
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•Review the LATESTLATEST inspection guide for your area of responsibility
•Review the directivesassociated with eachguide question.
SummarySummarySummarySummary
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• Write out your answer to each guide question:o Don’t just answer with a “Yes” or
“No”.o Explain how you do it.o Describe what you are doing above
normal.o If you find a problem, describe it and
your plan to fix it.o Above all else, be critical in your self-
inspection.
SummarySummarySummarySummary
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• Prepare your files for inspection
• Prepare your vehicles and aircraft
SummarySummarySummarySummary
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Have aHave a
SUCCESSFULSUCCESSFUL
Unit InspectionUnit Inspection
SummarySummarySummarySummary
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