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Civil Air PatrolCivil Air Patrol

CITIZENS SERVING COMMUNITIESCITIZENS SERVING COMMUNITIES

Civil Air PatrolCivil Air PatrolInspector GeneralInspector General

Inspection Program Inspection Program

Wing Compliance Wing Compliance InspectionsInspections

Col Steve Miller, CAP/IGI

Background

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“CAP and CAP-USAF shall develop and

operate a joint inspection system

similar to theAir Force program.”

Statement of WorkStatement of Work

The Role of theWing CC and IG

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Provide Guidance to your staff . . .

Get Staff ready in time and in place . . .

Don’t abandon them. Pull them out of tough spots!

Educate your staff: “This is what we mean

by Successful!”

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Changes to the Program

• Driven by real world needs to:• Reduce costs and increase the efficiency of

the program

• Reduce the inspection burden on a Wing, so more time can be spent doing the job of the CAP

The wing will be subject to fewerinspection and evaluation events

Wing Compliance Inspections

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• The Liaison Region Survey Audit will merge with the Wing SAV in the year of the SAV

• The Liaison Region Survey Audit will merge with the Wing CI in the year of the CI

CAP-USAF is able to use the resources of the Liaison Region to increase our effectiveness and still reduce the cost of each Inspection


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• The Survey Audit (and all CAP-USAF evaluations) will adopt the same terminology and grading structure as the Compliance Inspection

• The Liaison Region member of the team will conduct the Supply, Transportation and Communications property inspection. This will include vehicles selected for inspection by the CI team.


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Significant Changes to The Time Table

90 days out:

The Wing receives a written notice from the CAP and CAP-USAF Commanders, forwarded by the NHQ IG Coordinator, formally advising it of the dates of the inspection and requesting a point of contact


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80 days out:

Wing Receives a follow-on e-mail advising it of the vehicles and aircraft selected for inspection and of the requirements for pre-inspection documentation (deliverables)



CAPR 123-3 Attachment 1 31 December 2012Attachment 1 - Inspection and Staff Assistance Visit Unit Details and DataThe following outline covers data usually presented at an inspection in-brief. In the interest of timeliness and not burdening or requiring the CAP wing staff to attend the in-brief, one copy, except where noted, of the following data is to be e-mailed, faxed or mailed to the inspecting headquarters/POC NLT 6 weeks prior to the scheduled start date of the inspection. In case of the inspection team being assigned back-to-back inspections, the notification letter will specify a compliance date for meeting this requirement to ensure receipt at least 6 weeks prior to the team departing headquarters.

1.Number of units: groups, squadrons with cadet members, squadron without cadet members, flights with cadet members and flights without cadet members.

2.Number of members: seniors and cadets.

3.Copies of AE award nominations for this past year.

4.Copies of the minutes from the last two CAC meetings.

5.Number of cadet orientation flights last fiscal year (FY) and current year-to-date (YTD); the number of individual cadets who were flown on orientation flights last FY and current YTD.

6.A copy (preferably electronic) of each signed MOU under which your wing is operating.

7.Number of current pilots, number of current mission pilots, number of observers; Number and names of flight release officers currently on orders.

8.Counterdrug flying hours last FY, CD hours YTD, percent of private aircraft CD hours last FY and YTD.

9.Actual SAR flying hours last FY and YTD, actual ground team hours last FY and YTD.

10.Copies of all certificates of insurance for facilities doing maintenance on wing aircraft and of the latest completed CAPF 71 for each aircraft assigned within your wing.

11.A copy of the wing HQ test control log(s) for the last 2 years.

12.A copy of all CAPFs 34 submitted by your wing for the last reporting period and documentation of the last Chaplain Corps biennial meeting.

13.A copy of the wing HQ file plan; a copy (electronic) of all wing supplements and OIs and documentation of their annual recertification; a list of wing forms showing the directives that prescribe them.

14.Copies of the CAPFs 27 for each chartered unit within your wing.

15.A copy of your wing’s media contact list, Crisis Communications and Public Relations plans.

16.Copies of your subordinate units’ Crisis Communications and Public Relations plans.

17.Number of vehicles, last fiscal year (FY) vehicle expense, year-to-date (YTD) vehicle expense.

18.A copy of your wing’s schedule of safety events for this year; a list of the subordinate unit safety visits by wing HQ; a copy of you wing’s internal mishap notification procedure; documentation of participation in the FAA Wings program by your wing’s members.

19.A list, by unit, of the date(s) of SUIs in the past 4 years and future scheduled inspections; copies of all SUI reports for the last two inspection cycles (electronically); a copy of the most recent self-inspection report for each subordinate unit (electronically); documentation showing the status of all Discrepancies from the most recent SUI cycle.

20.A list of primary interviewee(s) for each inspected area with a contact e-mail address and telephone number.

21.A copy of Sections 2 and 3 of each inspection book prepared by each staff section scheduled to be inspected. These should be submitted in Microsoft Word® file format (please see instructions attached to this e-mail).

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42 days out: Deliverables are due to NHQ!

35 days out: The CI Team receives your deliverables plus information downloaded from eServices. (The inspection now starts via pre-visit telephone interviews coordinated between the CI Team and the Wing.)

Discrepancies discovered during the pre-visit interview/research may be closed when the “Eyes on, Hands on” inspections occurs



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Section 1 -- The Table of Contents of the inspection book

Section 2 -- Brief introductions of yourself and your staff (if your position has staff) should be in this section. A brief description of experience and background that enables you (and your staff) to fulfill the duties of the position.

Inspection Book


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Section 3 -- The written explanations to each of the inspection guide questions. The explanations should be in the same order as the inspection guide questions.

Answers should not be Yes or No answers unless an explanation of how the wing is accomplishing the material is included

If problems are identified, please explain the wing’s plan to correct the problems

Inspection Book


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Section 4 -- Contains supporting documents, examples or material to support the explanations found in Section 3 in a separate, tabbed subsection

The order of these tabbed subsections should be the same as the inspection guide questions

The preferred format for these is Microsoft Word

Inspection Book


• Written answers to each guide question for each tab

• This might look like this….

Inspection Book

• Wing provides the following prior to the inspection:

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These questions and CAP references are

found in theCI Guide

This material is the Wing’s Explanation


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• Each program staff officer will prepare a short (1-2 pages) biography describing your experience that qualifies you for your position

• A biography might look like this….

• Do not send a copy of the eServices print out!


Inspection BookPictures are optional

(not required)

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• A typical Compliance Inspection schedule may look like this:


Telephone Interview Process

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Rules of Engagement for Telephone Interviews 1:

•CI Team member will coordinate a conference call with the wing staff member and advise him/her by e-mail what he/she needs

•Be prepared. The CI team member will go through the CI Guide and applicable records.

•Have access to eServices or any other electronic records (secure wing website links, for instance)

•Be professional and to the point; time is of the essence

•Be thorough; you are being inspected!

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Rules of Engagement for Telephone Interviews 2

•The objective is to cover as much of the CI Guide material as practical in order to provide the CI team members the information they need

•Information provided by the deliverables, from eServices and other electronic means, may be the basis for the assessment of Benchmark Candidates on down to Areas of Concern and Discrepancies

Discrepancies discovered during the telephone interview and from research conducted by the CI Team may be closed when the “Eyes on, Hands

on” inspections occur . . .


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Rules of Engagement for Telephone Interviews 3

•Sell your program!Sell your program!

•At the end of the pre-visit interview, the CI Team member should provide a list of those items, documents, programs that need to be part of the “Eyes-on, Hands-on” inspection. IF he or she does not provide the list, demand it! No surprises!

•The “Eyes-on, Hands-on” inspection should NOT repeat the telephone interview, should NOT repeat the CI guide questions

•A Wing Commander and key staff are allowed to join in on any staff interview, as the conference call system allows this

•Things will change. . .we just might “skype” or use “GoToMeeting” before we finish Cycle 4. SEMPER GUMBY!


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5 Days Out: The CI team submits their draft reports to NHQ for consolidation

2 Days Out: The CI team receives a consolidated draft report from NHQ. . .



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1st day of CI: CAP-USAF team chief gives Inbrief. “Eyes-on, Hands-on” inspection starts.

3rd day of CI: CAP Team chief gives out-brief and delivers a draft report to the Wing Commander, after briefing the CAP and CAP-USAF leadership first



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• In-brief

• Conduct during interviews> Directors need to sell their programs

> We’re there to learn how good you are, not to find things wrong (although that does happen, sometimes)

Availability of personnel & documentation> All wing directors should be present . . .or someone

knowledgeable to represent the absent director

> Any wing files and/or documentation must also be available for inspection

The Inspection


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• CI Report Special Entries:

• Benchmark Candidate: The best of the best observed and researched to date by team and worthy of posting for consideration for emulation by other units. It may become a Benchmark after further review . . .

• Commendable: A highly effective concept, technique or management practice that enhances mission accomplishment and exceeds the program requirements specified by CAP directives

The Inspection


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• A-Discrepancy: An A-Discrepancy is any deficiency that is a violation of a CAP directive that results or could result in significant mission impact or widespread mission impact or failure

• B-Discrepancy: B-Discrepancies are deficiencies that are a violation of a CAP directive that is procedurally incorrect, but has less significant mission impact than an A-Discrepancy.

The Inspection



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• Area of Concern (AoC): An AoC is listed when mission accomplishment, program purpose or membership satisfaction is impaired or threatened

• Examples include, but are not limited to: A weakness or impairment that, if uncorrected, may lead to a violation of

regulation or other standard

A practice that may indicate an unsatisfactory trend or violation if found to be prevalent in the unit

Non-mandatory processes or activities that are not accomplished, but would be beneficial or useful to the program

The Inspection



• Compliance Inspection Grading

• Successful is the standard!

Outstanding -- Far Exceeds requirements

Highly Successful – Exceeds requirements

Successful – Meets requirements

Marginally Successful – Does not meet some requirements

Unsatisfactory – Does not meet requirements

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The Inspection


• Individual tab ratings are objective• Overall grade is subjective

A AEROSPACE EDUCATIONB CADET PROGRAMSC EMERGENCY SERVICES

C-1 Operational Mission MgtC-2 CommunicationsC-3 Flight OperationsC-4 Aircraft Management

E COMMAND E-1 CommanderE-2 Safety E-3 Inspections

D MISSION SUPPORTD-1 Professional DevelopmentD-2 ChaplainD-3 FinanceD-4 AdministrationD-5 PersonnelD-6 Public AffairsD-7 SupplyD-8 Transportation

The Inspection


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X = Interview Y = Follow-up Totals = solo/dual/follow-up


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Grade Resolution

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• Grade resolution occurs on the third day of the Compliance Inspection

• Team members consider the inspection report for each area in turn, and assign a grade based on the inspection report

• The team member writing the report does not vote on that item, except in the case of a tie

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• The objective of a CI is successful compliance with the standards

• Another objective is to locate and define:• DISCREPANCIES that require correction• Accomplishments over and above the standards

• Put simply, a grade reflects whether the Wing/ program is in compliance or:• Above the bar (Highly Successful or even

Outstanding)

• Below the bar (Marginally Successful)• Failing (Unsatisfactory)

Grade Resolution

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• The Compliance Inspection Program does NOTNOT compare the inspected unit against any other unit

• Each unit is compared to the standard of mission accomplishment as stated in the definition of the grade of SuccessfulSuccessful:

“Performance or operation meetsmeets mission requirements. Procedures and activities are carried out in an effective and competenteffective and competent manner. Resources and programs are efficiently efficiently managedmanaged.. Minor deficiencies may existdeficiencies may exist but but do do not impede or limitnot impede or limit mission accomplishment.”

Grade Resolution

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Who gets what?The National Commander, Region Commander, CAP-USAF Commander and Chief Operating Officer are telephoned and given a briefing on the Wing’s result. A grade summary sheet is provided and the draft report, if they ask.

The CAP/IG and the CAP-USAF/IG are called and given a more extensive briefing and e-mailed a summary sheet and the draft report


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NHQ IG Coordinator immediately begins a review of the draft report and sets the 60 day (Safety Discrepancies) and 90 day (Discrepancies) clock• Draft report is circulated to all the directorates at NHQ

(both CAP and CAP-USAF) for review, technical accuracy and to resolve any questions or fine points that may come up

• Final draft is reviewed once more to ensure grammar, references, readability and mechanics are correct

Inspection Follow-up


• Inspection Report

• Final report is printed and mailed to the inspected wing approximately 45 - 60 days following the CI

• All other copies are sent electronically

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• Replying to Inspection Report Findings

Type of Finding

1st Responseis Due

2nd Responseis Due

All Subsequent Responses are Due

Safety Findings

60 Daysafter Out-Brief

90 Daysafter 1st response

(150 days after Out-Brief)

60 Daysafter previous

response

Non-Safety Findings

90 Daysafter Out-Brief

60 Daysafter 1st response(150 days after

Out-Brief)

60 Daysafter previous

response

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• As a tool for commanders at all levels

• Provides the CAP & CAP-USAF leadership vital information on where assistance and/or oversight is needed

• Indicates to each region/CC the health of his/her wings

• Provides wing/CCs with an analysis of where additional managerial effort and support, as well as resources, are needed

“Cross tell” means sharing results


Let’s “Cross tell” onWing SUIs

“We” have a problem as Inspecting units in a cycle not

exceeding 39 months

Tracking and closing older Findings and more current Discrepancies

Having the Wing CC take correct action for repeat findings

Training and recording the training of qualified Assistants

“We” aren’t following . . . CAP/CC and CAP-USAF/CC MEI &

CAPR 123-3 para 12b

CAPR 123-3 para 12h and i suggest tracking by implication & CAPR 123-3 para 12o removes doubt

CAPR 123-3 paras 12i, m and n are not “suggestions”

CAPR 123-3 para 12e(1) & CAPR 123-1, Attachment 1

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And in Conclusion . . .

And in Conclusion . . .

1. CIs will be run more efficiently - - SUIs need to follow suit

2. Liaison Region will merge their work with the CI teams' to reduce the frequency of inspections for CAP units

3. Telephone and electronic methods will replace time on face-to-face interviews

4. Wings will be able to sell their programs

5. The going-in grade is “successful” and Wing’s need to tell the team of their “commendable” programs

6. Opportunities to close discrepancies will increase

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