CPEC Assessment TeamAirsta San Francisco

Site Visit KickoffMay 4th, 2008

Performance Excellence: Performance Excellence: Always ReadyAlways Ready and and Striving to do BetterStriving to do Better

Site Visit Training Overview

3 Fold Purpose Clarity and alignment on:

1.Roles

2.Pilot Process

3.Examiner Conduct

Team Leader & Back-up Ms. Pam Dittrick & LCDR Christina Deal

– Coordinate activities with Examination Team (Before, During, and After Site Visit; see Team Leader Site Visit Checklist)

– Assign Examination Team roles and responsibilities

– Provide team building opportunities for Team

– Coordinate virtual meetings with Team prior to site visit

– Work with Program Rep to ensure site visit logistics needs are met (hotels, meeting rooms, equipment and material needs)

– Ensure Examination Process is followed and deadlines are met

– Ensure Examiners conduct themselves professionally, intervening if necessary

– Ensure site visit command understands the process

– Ensure that all deliverables are completed and appropriately submitted to the command and Program Manager (CG-0931)

Site Visit Roles

Examination Team Members – Attend Examiner Training – Serve as a Category Lead or Back-up, as assigned– Review Org. Profile; AWMP Results, other Provided

Documents (What Questions)– Prepare site visit strategy (interviews, reviews) prior to site– Review/Walk through interview with back-up partner– Complete Site Visit Worksheet and Scorebook Item

Worksheet for each assigned Category/Item– Attend all scheduled meetings and discussions set by the

Team Leader(s)

Site Visit Roles

Coach – CWO4 Michael Brzezicki– Advise & act as sounding board for Team Leader/Back-up– Provide Just-in-Time Training to Examiner Team as needed– Attend all Team Meetings to observe and advise as needed– Coach on comment writing and interviewing as necessary– Ensure overall examination process is followed– Ensure the CPEC is appropriately applied to the command

being evaluated—keeping Key Factors paramount– Review final comments and scores as another set of eyes– Help Team with logistics as necessary (run errands, get

meals, etc.) to facilitate staying on & completing tasks– Serve in an unobtrusive (stealth) way

Site Visit Roles

Program Representative – Dr. David King– Ensure the Site Visit is carried out in a way that is

beneficial to the command, examiners, and the program

– Serve as liaison to the command’s leadership team prior to the site visit

– Help coordinate site visit team logistics, including funding, meeting and lodging spaces

– Support Team Leader in meetings with the command leadership

– Continually evaluate the process

– Serve in an unobtrusive (stealth) way

Site Visit Roles

Sunday Process Steps

Review Site Visit schedule for the week Detail focus on Monday interviews (who leads each

interview; which Issues are covered in each, etc.)

Review Site Visit Guidelines Walk through to ensure understanding

Review final deliverables Delineate Team Members’ responsibilities for Site Visit

Worksheets (SVWs), Results Worksheet, Scorebook Item Worksheets, Role Model Practice Worksheet(s), and supporting the entire team process, including note-taking, key themes, & Executive Out Brief preparation

Review/Walk-thru process for completing SVWs

Sunday Process Steps Review Interview guidelines and Practice

Review & Practice interviewing using various techniques

Meet with Command Point(s) of Contact Review interview schedule Discuss any missing documents and ask any questions

about documents Get directions to the opening meeting location

Review documents provided by the command Prep for Monday

Adjourn group meeting and work in lead/back up pairs/groups to finalize preparations

Relax, Sleep, & get mentally prepared for tomorrow!

How to Complete SVWsAt the end of each day… Review notes from interviews, observations, and/or docs Discuss MAJOR Findings & Conclusions w/the team during

evening meetings Summarize & capture your Findings on the SVWs, identify

Strengths and OFIs If an SVW contains relevant Criteria areas to address that

are still open and a strength or opportunity cannot be concluded, ensure that you make the team leaders aware in order to schedule appropriate interviews the next day

COMPLETE SVWs ARE A FINAL DELIVERABLE AND CRITICAL TO A JUDGING PROCESS AND THE CG-0931

FINAL FEEDBACK REPORT REVIEW

How to Complete SVWsFindings: Based on your strategy, what did you learn? Capture specific information (e.g., documents reviewed,

interviews conducted, specific responses to questions, actual data observed)

SUMMARIZE findings with enough detail that an outsider could benefit from reading Include specific Examples from interviews, observations,

documents Share related findings with other category leads

ENSURE THAT FINDINGS ARE CRITERIA- & KEY FACTOR-RELEVANT. THIS WILL HELP YOU BOTH TO DETERMINE AND DEMONSTRATE WHICH AREAS ARE STRENGTHS and WHICH ARE OPPORTUNITIES

Investigating Results On Site

Issue: Understanding the charts Do: Ask the person to explain the chart to you; show

the chart in question. Be sure you understand the reply; if you’re unsure, ask for clarification

Don’t: Tell the person what you think the chart means (you may miss some important points if he/she simply agrees with your statement)

Don’t: Challenge the command charts and data

Investigating Results On Site Issue: Understanding the data

Do: Ask about where the results data come from and how they are calculated

Don’t: Assume

Issue: Understanding comparisons Do: Ask about where the comparative data come from and

the calculation Don’t: Assume

Issue: “Chartmanship” Do: Your best to understand the information Don’t: Comment on the charting technique Don’t: Create trends or charts from raw data for the

command

Evening Meetings Agenda Review Key Themes Roundtable Discussion

Things we learned, surprises

Category Lead DebriefFive minutes of observationsStep-by-step through each SVW

* Request closure (findings, examples)* Not yet completed

Expect to complete (i.e., on-plan)Need new interviewNeed help with examples

Next Day’s Schedule

PARTICIPATION IS NOT OPTIONALPARTICIPATION IS NOT OPTIONAL!!

Final Scorebook Process Steps

Wednesday EveningClose out your SVWs

Findings and Conclusions (5-8 Strengths & OFIs)

Obtain eVersion of Scorebook Item Worksheet fromTeam Leader

Develop your assigned Scorebook Item Worksheet(s) Strengths and OFIs Recommended score

Arrive in the Conference Room with first draft by XXXX on Thursday

THIS IS A TEAM EFFORT.DO NOT STRUGGLE IN SILENCE!

Thursday/FridayCategory concurrence discussion

Category Leads review each Item, lead the discussion

Recommend Item Scoring

Follow the scoring guidelines, discuss ADLI, LeTCI

Revise/Finalize Scorebook Item Worksheets and submit eVersion to Team Leader to compile full scorebook

Team Leader facilitates session to develop Key Themes for Executive Summary & Executive Out Brief

Finalize Executive Out Brief

Final Scorebook Process Steps

Purpose/Background Information needed to fill out

Usually practice identified in Strength comments and/or Executive Summary

Consider any ++ comments

Role Model Practice Worksheets

Purpose/Background Discussion

Site Visit Guidelines

Wrap-up/Review

Questions and Answers