V3.7 WHY IS THERE A CAP INSPECTION PROGRAM Presented by: Colonel James F. Linker Colonel James F. Linker CAP Inspector General Colonel Lawrence Stys Colonel Lawrence Stys Assistant CAP IG for Training Lt Colonel Raymond N. Lantz Lt Colonel Raymond N. Lantz Assistant CAP IG for Inspections

WHY IS THERE A CAP INSPECTION PROGRAM 2 V3.7 CAP commanders must continuously evaluate organizational readiness, efficiency and effectiveness. CAP INSPECTION PROGRAM The CAP INSPECTION PROGRAM provides the commander with a credible, independent inspection process to measure capability of assigned resources. Inspections are a responsibility of command.

WHY IS THERE A CAP INSPECTION PROGRAM 3 V3.7 Bylaws of the Civil Air Patrol Statement of Work The Bylaws of the Civil Air Patrol, Sections 10 and 23, and the Statement of Work for the Civil Air Patrol authorize the inspection of CAP units.

WHY IS THERE A CAP INSPECTION PROGRAM 4 V3.7 CAP Inspection Program CAPR 123-3, Civil Air Patrol Compliance Assessment Program, implements the CAP Inspection Program and provides an explanation of the procedures used in the conduct of the Inspection.

WHY IS THERE A CAP INSPECTION PROGRAM 5 V3.7 CAP Inspection Program jointly administered/IG and CAP- USAF/IGThe CAP Inspection Program is jointly administered by the CAP/IG 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)

WHY IS THERE A CAP INSPECTION PROGRAM 6 V3.7 Questions Questions?

INSPECTION THE V3.7

THE INSPECTION V3.7 8 Compliance Inspection The following information deals specifically with a Compliance Inspection, but the majority of the information can be applied to any inspection.

THE INSPECTION V3.7 9 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 :

THE INSPECTION V The aim of the CI Team is to help the wing succeed. CAP regulations are the basis for the CI Guide questions. Wings are encouraged to showcase the things done “above and beyond” the requirements.

THE INSPECTION V 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 Successful. Going into the inspection, the assumption is that all areas are meeting standards, that is they are Successful.

THE INSPECTION V The CI Team: Accentuate the positive – but call it as they see it Rate Programs – not People Want and expect everybody to do well

THE INSPECTION V Represents the: oCAP/CC oCAP-USAF/CC oCAP/IG oCAP-USAF/IG The CI Team:

THE INSPECTION V Are the “Eyes and Ears” of the Commander – not the “Mouth” The final CI report is signed by : The CI Team: oThe CAP Commander oThe CAP/USAF Commander

THE INSPECTION V Does not Write Policy – Does Evaluate Compliance Follows the “trust but verify” doctrine AWARDDoes not AWARD grades Determines the grade the program has earned The CI Team :

THE INSPECTION V REQUIREDIs REQUIRED to have all the documents to support their accomplishment at the time of the interview [CAPR para 7b(2)] The Wing: oSometimes key documents are not available or their need was not anticipated; therefore input, e.g., supporting documents, will be accepted until 1800 hours Sunday

THE INSPECTION V Has the Responsibility to Raise/Lower the BarHas the Responsibility to Raise/Lower the Bar The Wing :

THE INSPECTION V 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 SAMPLE TABLE For this reason the CI Team uses a SAMPLE TABLE to determine the number of items to inspect

THE INSPECTION V NORMAL SAMPLE SIZE A NORMAL SAMPLE 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.

THE INSPECTION V Questions Questions?

INSPECTION GRADES V3.7

INSPECTION GRADES V MISSION ACCOMPLISHMENT Inspection grades are based on the “MISSION 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.

INSPECTION GRADES V The inspection grades are used for: Compliance Inspections (CIs) Subordinate Unit Inspections (SUIs) NOT The inspection grades are NOT used for: Staff Assistance Visits (SAVs)

INSPECTION GRADES V The inspection grades used are : Highly Successful Successful Marginally Successful Unsatisfactory THE TARGET Going into an inspection, the assumption is that all areas are meeting standards, that is, they are Successful

INSPECTION GRADES V Successful: Performance or operation Meets Mission RequirementsSuccessful: Performance or operation Meets Mission Requirements o Resources Efficiently Managed o Procedures Carried out in an Effective and Competent Manner o Minor Deficiencies MAY Exist Grade Definitions:

INSPECTION GRADES V Grade Definitions: Highly Successful: Performance or operation Exceeds Mission RequirementsHighly Successful: Performance or operation Exceeds Mission Requirements o Procedures and activities are carried out in a Superior manner. o Resources and programs are Very Efficiently managed. o Relatively free of deficiencies. o Deficiencies do not impede or limit mission accomplishment.

INSPECTION GRADES V Grade Definitions: Marginally Successful: Performance or operation Does Not Meet Some mission requirementsMarginally Successful: Performance or operation Does Not Meet Some mission requirements o Procedures and activities are Not Carried Out In An Efficient manner. o Resources and programs are Not Efficiently managed. o Deficiencies exist that Impede or Limit mission accomplishment.

INSPECTION GRADES V Grade Definitions: Unsatisfactory: Performance or operation Does NOT meet mission requirements.Unsatisfactory: Performance or operation Does NOT meet mission requirements. o Procedures and activities are Not Carried Out In An Adequate Manner. o Resources and programs are Not Adequately Managed. o Significant deficiencies exist that Preclude Or Seriously Limit mission accomplishment or Endanger Personnel Or Resources.

INSPECTION GRADES V What is the mission of your program?? The National Headquarters staff developed the program mission used by the CI Teams

INSPECTION GRADES V Questions Questions?

INSPECTION PREPARING FOR A UNIT V3.7

PREPARING FOR A UNIT INSPECTION V 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.

PREPARING FOR A UNIT INSPECTION V PREPARATION TIME-LINE: 18 MONTHSAt least 18 MONTHS before the inspection, make follow-on activities from the previous inspection visible and with obvious urgency. 12 MONTHSApproximately 12 MONTHS prior to the next scheduled inspection, appoint a point- of-contact (POC) for the wing.

PREPARING FOR A UNIT INSPECTION V 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.

PREPARING FOR A UNIT INSPECTION V MONTHSBeginning 12 MONTHS out from the scheduled inspection, begin to formally discuss it’s challenges. PREPARATION TIME-LINE: just like safetyMake everyone aware that just like safety, the closeout activities from the previous inspections is an integral part of daily CAP work.

PREPARING FOR A UNIT INSPECTION V PREPARATION TIME-LINE: 9 to 12 MONTHSBetween 9 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.

PREPARING FOR A UNIT INSPECTION V PREPARATION TIME-LINE: last 6 MONTHSDuring the last 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.

PREPARING FOR A UNIT INSPECTION V PREPARATIONS TO ACCOMPLISH: LATESTReview the LATEST 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.

PREPARING FOR A UNIT INSPECTION V 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

PREPARING FOR A UNIT INSPECTION V 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

PREPARING FOR A UNIT INSPECTION V PREPARATIONS TO ACCOMPLISH: Provide electronic copies of the following information to CAP/EXS* no later than 14 days prior to the scheduled inspection, : Unit Details and Data o Inspection and Staff Assistance Visit Unit Details and Data. o Section 2 o Section 2 of the Inspection Book (a short biography of each staff officer). o Section 3 o Section 3 of the Inspection Book (the written explanations to each of the inspection guide questions). * address is

PREPARING FOR A UNIT INSPECTION V Questions Questions?

V3.7 SUMMARY

SummarySummary V CAP INSPECTION PROGRAMThe CAP INSPECTION PROGRAM provides the commander with a credible, independent inspection process to measure capability of assigned resources. Inspections are a responsibility of command.

SummarySummary V CAP Inspection Program consists of:The CAP Inspection Program consists of: Compliance Inspections (CIs) Staff Assistance Visits (SAVs) Subordinate Unit Inspections (SUIs) Self-Inspections (SIs)

SummarySummary V The target grade is Successful.The 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 the things done “above and beyond” the requirements.Units are encouraged to showcase the things done “above and beyond” the requirements.

SummarySummary V LATESTReview the LATEST inspection guide for your area of responsibility Review the directives associated with each guide question.

SummarySummary V 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.

SummarySummary V Prepare your files for inspection Prepare your vehicles and aircraft

SummarySummary V Have a SUCCESSFUL Unit Inspection

SummarySummary V3.7 51