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Subordinate Unit Inspections

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					    Civil Air Patrol
Performing Missions For America


                         Civil Air Patrol
                      Inspector General
                       The Assessment
                                Program
                          Subordinate
                      Unit Inspections



 Dedicated to Improving Civil Air Patrol
                     Overview
                Statement of Work
• CAP and CAP-USAF shall develop and operate a
 joint inspection system similar to the Air Force
 program
  •   Wing Inspection Program

  •   Inspection Program Below Wing Level (SUI)




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                Dedicated to Improving Civil Air Patrol
     Subordinate Unit Inspections
              Planning an Inspection
• Planning and scheduling of SUIs
  “At no time will an SUI be performed with fewer
  than two highly qualified inspectors, although three
  team members is desirable.” CAPR 123-3
        Fewer Team Members can:
        •   Reduce Accuracy
        •   Lead to grade inflation
        •   Lead to “Errors of Central Tendencies”

        Multiple team members allows:
        • You to use a Team Approach
        • You to Round Robin
        • Consensus building

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                  Dedicated to Improving Civil Air Patrol
       Subordinate Unit Inspections
                Planning an Inspection
• Planning and scheduling of SUIs
  CAPR 123-3 says SUI team members must be
  “highly qualified” The Regulation does not quantify “highly
   qualified” but implies either staff background in the area they
   inspect and or trained in interviewing and inspection methodology
   • SUI team assignments are set by the Wg IG or designee




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                    Dedicated to Improving Civil Air Patrol
        Subordinate Unit Inspections
               Planning an Inspection
• Notifying and scheduling with the units
  •   Be flexible in arranging the inspection and individual
      interviews

  •   Be sure everyone’s using the most CURRENT version
      of the SUI guide




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                   Dedicated to Improving Civil Air Patrol
        Subordinate Unit Inspections
               Planning an Inspection
• Helping the units get ready
  •   Suggest the use of a self-assessment as a tool to
      prepare

  •   Offer to be of assistance in preparing for the SUI. There
      is nothing wrong with answering procedural questions or
      giving them a “feel” as to what they should expect.

  •   If a unit asks a pertinent question, they may not be the
      only ones who want to know. When you answer the
      question, tell all of the units!

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                   Dedicated to Improving Civil Air Patrol
        Subordinate Unit Inspections
             Conducting an Inspection
• Remember your interviewing skills
  •   Know your portion of the inspection guide
  •   Put the interviewee at ease
  •   Ask Open-ended questions
  •   Keep the interview focused
  •   Let the interviewee do most of the talking
  •   Interrupt if necessary to clarify the information
  •   When you have all the information, end the interview
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                   Dedicated to Improving Civil Air Patrol
          Subordinate Unit Inspections
              Conducting an Inspection
• When you are interviewing, remember that:
  •   Conducting a successful, fruitful interview may be the most
      important skill an IG can learn
  •   75% of all communications is non-verbal
      •   Basis of first impression
      •   Can override verbal messages
      •   Can form the foundation of TRUST
  •   Taking lots of notes makes interviewees nervous

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                    Dedicated to Improving Civil Air Patrol
        Subordinate Unit Inspections
             Conducting an Inspection
• Inspecting Records                       Lot Size   Normal Medium Small
                                                      Sample Sample Sample
                                                       Size   Size   Size
  •   Review 100% of records
      if you can                           2-8          2      2      2
                                           9-15         3      2      2
  •   If circumstances or time             16-25        5      3      3
      do not allow a 100%                  26-50        8      5      5
      review, then review an               51-90        13     5      5
      appropriate size sample              91-150       20     8      8
                                           151-280      32     13     13
                                           281-500      50     20     13
                                           501-1200     80     32     20


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                  Dedicated to Improving Civil Air Patrol
        Subordinate Unit Inspections
             Conducting an Inspection
• Inspecting Records
  •   Check records to ensure all required documents are there:
      • For pilot records, see CAPR 60-1
      • For vehicle records see CAPR 77-1
      • For aircraft records see CAPRs 60-1, 66-1 and the FARs
      • For personnel records see CAPRs 35-1, 50-17, 52-16 &
        many more
      • Etcetera, etcetera, etcetera

  •   Not only should the required items be there, they should
      be signed, as should the required approvals
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                   Dedicated to Improving Civil Air Patrol
        Subordinate Unit Inspections
             Conducting an Inspection
• Inspecting Aircraft and Vehicles
• When Inspecting Vehicles/Aircraft, You Need To:
  •   Be sure the vehicle/aircraft is being managed properly
  •   Be sure the vehicle/aircraft is being maintained properly
  •   Be sure the vehicle/aircraft is SAFE!!!!
  •   Use the same checklist the members use every day
      • CAPF 73 when inspecting vehicles

      • CAPF 71 when inspecting aircraft

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                   Dedicated to Improving Civil Air Patrol
      Subordinate Unit Inspections
              Conducting an Inspection
• The Bottom Line
  • Be professional, you are representing CAP and your
    wing headquarters
  • Be open minded; different is not necessarily wrong

  • Give inspectee the opportunity to do most of the
    talking
  • Allow them to sell their program, but…

  • Do not allow them to focus on fluff or non-critical items
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                 Dedicated to Improving Civil Air Patrol
     Subordinate Unit Inspections
            Conducting an Inspection
• Report Writing
  • Report highlights and low lights:
      •   Benchmark Candidate - The best of the best
          processes observed and researched to date by the
          assessment team to be considered for emulation
          by other units
      •   Commendable - A highly effective concept,
          technique, or management practice not observed
          in other units or significantly better than those
          found in other units
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                 Dedicated to Improving Civil Air Patrol
     Subordinate Unit Inspections
          Conducting an Inspection
• Report Writing
  • Report highlights and low lights:
      • Area of Concern - A minor deficiency documented
        to place emphasis on the need for resolution before it
        develops into a more serious problem, to provide
        crossfeed to other units, or to act as an indicator of
        overall unit health
      • Finding - A significant deficiency that requires
        specific answers to the wing IG/HQ for inspections or
        submitted to the assessing agency that completed
        the SAV, on actions taken to correct the deficiency
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               Dedicated to Improving Civil Air Patrol
       Subordinate Unit Inspections
            Conducting an Inspection
• Report Writing
  •   Report highlights and low lights:

      The Wing DCP has been unable to get
      subordinate units to supply information on their
      cadet program elements so that the DCP can
      track program elements as required by CAPR
      20-1 page 34

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                Dedicated to Improving Civil Air Patrol
       Subordinate Unit Inspections
            Conducting an Inspection
• Report Writing
  •   Report highlights and low lights:

      The DOV has written a training syllabus for
      cadet student pilots which exceeds the pilot
      test standards set by the FAA. No student
      pilot who has completed the entire syllabus
      has ever failed the private pilot test

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                Dedicated to Improving Civil Air Patrol
       Subordinate Unit Inspections
            Conducting an Inspection
• Report Writing
  •   Report highlights and low lights:

      The DAE, on average, visits a subordinate unit
      monthly and completes a visitation activity sheet.
      This activity sheet provides a summary of whom
      he visited and what topics were discussed.
      These reports were well documented and were
      very thorough.
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                Dedicated to Improving Civil Air Patrol
       Subordinate Unit Inspections
            Conducting an Inspection
• Report Writing
  •    Report highlights and low lights:
      The Wing account numbers and classifications are
      not those specified in CAPR 173-2. CAPR 173-2
      Para 7a states, “Each wing and region will maintain
      a general ledger, corresponding journals of original
      entry, and related subsidiary ledgers on the accrual
      basis in accordance with the account numbers and
      classification…” contained in attachment 5.
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                 Dedicated to Improving Civil Air Patrol
     Subordinate Unit Inspections
          Conducting an Inspection
• Report Writing
  • Report highlights and low lights:
      • Safety Finding - A significant deficiency that potentially
        effects the safety and well being of CAP members,
        equipment or assets. This Finding may be highlighted in
        any tab of the inspection report.
      • Potential FWA Finding - A significant deficiency that
        may reveal fraud, waste and/or abuse of CAP resources
        and requires specific answers to the wing IG/HQ for
        inspections or submitted to the assessing agency that
        completed the SAV, on actions taken to correct the
        deficiency
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                Dedicated to Improving Civil Air Patrol
       Subordinate Unit Inspections
            Conducting an Inspection
• Report Writing
   •   Report highlights and low lights:
 *(Finding): The tire pressures posted on the outside of
 the five vans inspected by the CI Team, are not in
 accordance with vehicle manufacturers suggested tire
 pressures in violation of guidance provided to all wings
 from HQ CAP/LGT and the US Department of
 Transportation on 22 April 2003
 -- This is a Safety Finding and will be replied to in accordance
    with the reply instructions at the beginning of this report
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                 Dedicated to Improving Civil Air Patrol
      Subordinate Unit Inspections
           Conducting an Inspection
• Report Writing
  •   Report highlights and low lights:

 **(Finding): Two non-expendable items (Ford truck
 #01011 and trailer #01021) were purchased, through
 sealed bid, by a CAP member in violation of CAPR
 67-1 para 4-6c
 -- This is a Potential FWA Finding and will be replied to
    in accordance with the reply instructions at the
    beginning of this report
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                Dedicated to Improving Civil Air Patrol
     Subordinate Unit Inspections
            Conducting an Inspection
• Grade Determination
  • Individual tab ratings are objective…

    •   Because it is an evaluation compared to the
        standards reflected in the inspection guide

  • Overall grade is subjective…

    •   Because there is some subjectivity in determining
        how the array of grades earned compare to the
        overall standard for the type unit being inspected

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                 Dedicated to Improving Civil Air Patrol
     Subordinate Unit Inspections
            Conducting an Inspection
• Grade Criteria
  • Successful: Performance Meets mission
    Successful
    requirements
     •   Resources Efficiently managed
     •   Procedures carried out in an Effective and Competent
         manner
     •   Minor deficiencies exist

  • THIS IS THE STANDARD! It means you are
    doing the job like you are supposed to.
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                  Dedicated to Improving Civil Air Patrol
     Subordinate Unit Inspections
             Conducting an Inspection
• Grade Criteria
  • Highly Successful: Performance Far Exceeds
           Successful
    mission requirements
     •   Resources and programs Very Effectively managed
         and are of Exceptional Merit
     •   Procedures carried out in a Far Superior manner
     •   Few, if any, deficiencies exist



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                  Dedicated to Improving Civil Air Patrol
     Subordinate Unit Inspections
            Conducting an Inspection
• Grade Criteria
  • Marginally Successful: Performance does not
               Successful
    meet Some mission requirements
     •   Resources Not Efficiently managed

     •   Procedures Not carried out in an Efficient manner

     •   Deficiencies Impede or Limit the mission




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                  Dedicated to Improving Civil Air Patrol
     Subordinate Unit Inspections
            Conducting an Inspection
• Grade Criteria
  • Unsatisfactory: Performance does Not Meet
    Unsatisfactory
    mission requirements
     •   Resources Not adequately managed

     •   Procedures Not carried out in an Adequate manner

     •   Significant deficiencies Preclude or Seriously Limit
         the mission


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                  Dedicated to Improving Civil Air Patrol
     Subordinate Unit Inspections
         Conducting an Inspection
          Grade Criteria Summary

• Highly Successful –
• Successful -
• Marginally Successful -
• Unsatisfactory -


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              Dedicated to Improving Civil Air Patrol
     Subordinate Unit Inspections
          Conducting an Inspection
• Grade Criteria
  • SUCCESSFUL is the standard and means they
    are doing the job, and doing it properly and well
  • There is no grade quota

  • Feel free to give them what they deserve, but
    there are NO GIFTS
  • If the grade is “on the fence”, the inspectees get
    the benefit of the doubt
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              Dedicated to Improving Civil Air Patrol
      Subordinate Unit Inspections
                   SUI Follow-up
• Unit replies to reports
   • Units must “answer” all finding in the same
     manner as the wing CI

   • Answers should make sense to the SUI program
     manager and the wing staff member responsible
     for that function

   • Finds are closed when the SUI program manager
     say so, NOT when the unit says so
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               Dedicated to Improving Civil Air Patrol
Civil Air Patrol
 “Homeland
Security is Our
  Heritage!”

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   Dedicated to Improving Civil Air Patrol

				
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