V3.7 WHY IS THERE A CAP INSPECTION PROGRAM Presented by: Colonel James F. Linker Colonel James F....

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



2V3.7

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..





3V3.7

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.





4V3.7

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.





5V3.7

• 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)





6V3.7

QuestioQuestionsns?

INSPECTION

INSPECTION

THETHE

V3.7

THE INSPECTIONTHE INSPECTIONTHE INSPECTIONTHE INSPECTION

V3.78

The following information deals specifically with a

Compliance InspectionCompliance Inspection, but the majority of the

information can be applied to any inspection.


V3.79

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:


V3.710

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..


V3.711

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.


V3.712

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


V3.713

• Represents the:

o CAP/CC

o CAP-USAF/CC

o CAP/IG

o CAP-USAF/IG

The CI TeamThe CI Team::


V3.714

• Are the “Eyes and Ears” of the Commander – not the “Mouth”

• The final CI report is signed by:


o The CAP Commander

o The CAP/USAF Commander


V3.715

• Does not Write Policy – Does Evaluate Compliance

• Follows the “trust but verify” doctrine

• Does not AWARDAWARD grades

• Determines the grade the program has earned



V3.716

• 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


V3.717

• Has the Responsibility to Has the Responsibility to Raise/Lower theRaise/Lower the BarBar

The WingThe Wing::


V3.718

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


V3.719

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.


V3.720

QuestioQuestionsns?

INSPECTION

INSPECTIONGRADESGRADES

V3.7

INSPECTION INSPECTION GRADESGRADES


V3.722

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.



V3.723

The inspection grades are used for:

•Compliance Inspections (CIs)•Subordinate Unit Inspections (SUIs)

The inspection grades are NOTNOT used for:•Staff Assistance Visits (SAVs)



V3.724

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



V3.725

• 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:



V3.726

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.



V3.727

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.



V3.728

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..



V3.729

What is the mission of your program??

The National Headquarters staff developed the program

mission used by the CI Teams



V3.730

QuestioQuestionsns?

INSPECTION

INSPECTION

PREPARING

PREPARINGFOR A

UNITFOR A UNIT

V3.7

PREPARING FOR A PREPARING FOR A UNITUNIT

INSPECTIONINSPECTION



V3.732

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.





V3.733

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.





V3.734


•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.





V3.735

• Beginning 12 MONTHS12 MONTHS out from the scheduled inspection, begin to formally discuss it’s challenges.


• Make everyone aware thatjust like safetyjust like safety, thecloseout activities from theprevious inspections is anintegral part of daily CAP work.





V3.736

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.





V3.737

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.





V3.738

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.





V3.739

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





V3.740

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





V3.741

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

[email protected]





V3.742

QuestioQuestionsns?

V3.7

SUMMARY

SummarySummarySummarySummary

V3.744

•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..


V3.745

• The CAP Inspection ProgramCAP Inspection Program consists of: consists of:

• Compliance Inspections (CIs)• Staff Assistance Visits (SAVs)• Subordinate Unit Inspections (SUIs)• Self-Inspections (SIs)


V3.746

• 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.


V3.747

•Review the LATESTLATEST inspection guide for your area of responsibility

•Review the directivesassociated with eachguide question.


V3.748

• 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.


V3.749

• Prepare your files for inspection

• Prepare your vehicles and aircraft


V3.750

Have aHave a

SUCCESSFULSUCCESSFUL

Unit InspectionUnit Inspection


V3.751

V3.7 WHY IS THERE A CAP INSPECTION PROGRAM Presented by: Colonel James F. Linker Colonel James F....

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