CPEC Assessment Team Sector Jacksonville Site Visit Just-in-Time Training June 2008 Performance Excellence: Always Ready and Striving to do Better

JIT Site Visit Training Overview Outcomes Pilot Process Roles and Responsibilities Site Agenda Just-in-Time Training Site Visit Guidelines

Outcomes

Pilot Process

Roles and Responsibilities

Site Agenda

Just-in-Time Training

Site Visit Guidelines

Outcomes Encourage management excellence for successful mission execution by providing a framework to assess current performance, reveal opportunities for improvement, identify role model practices, and provide actionable feedback from trained, impartial examiners. Educate Coast Guard leaders and managers about the meaning, framework, and practical utility of the Criteria (CPEC);

Encourage management excellence for successful mission execution by providing a framework to assess current performance, reveal opportunities for improvement, identify role model practices, and provide actionable feedback from trained, impartial examiners.

Educate Coast Guard leaders and managers about the meaning, framework, and practical utility of the Criteria (CPEC);

Outcomes Identify and Publicize organizational achievements and successes, sharing role model practices for Coast Guard wide use and learning; and Recognize CPEC Award recipients as Coast Guard organizational role models that demonstrate excellent, sustained performance results while being good stewards of the public trust.

Identify and Publicize organizational achievements and successes, sharing role model practices for Coast Guard wide use and learning; and

Recognize CPEC Award recipients as Coast Guard organizational role models that demonstrate excellent, sustained performance results while being good stewards of the public trust.

Unit Individual Small Cat Teams Plenary Team Team Leads Team Coach Program Manager Submit Org Profile Submit “What” answers Review submitted info Review all inputs Fill out the Scorebook Draft Key Factors Create/validate interview questions and develop strategies Determine approach for fact finding Engage unit Consensus on top strengths, OFIs, scores Write Executive Summary Review Scorebook and Exec Summary (final report) Present to Awards Board Create PowerPoint outbrief Present outbrief to unit Develop Key Factors Develop schedules Approve schedules Develop proposed strengths/OFIs (5-8/item) Finalize Scorebook Review final report Send final report to unit, Team Leader, and OPCs Brief CO/XO on intermediate findings Provide just in time training on process, documents, scoring, etc. Provide guidance and help with criteria and technical aspects of the process Ensure consistency of product among evaluation teams Assist team with logistics Provide initial contact with unit. Provide over-sight and support as needed. Provide continuity of program’s products Ensure final results are consistent with intent of the program CPEC Pilot Process Map

Provide just in time training on process, documents, scoring, etc.

Provide guidance and help with criteria and technical aspects of the process

Ensure consistency of product among evaluation teams

Assist team with logistics

Provide initial contact with unit.

Provide over-sight and support as needed.

Provide continuity of program’s products

Ensure final results are consistent with intent of the program

Team Leader and Assistant Team Leader Team Members Coach Program Representative Roles and Responsibilities

Team Leader and Assistant Team Leader

Team Members

Coach

Program Representative

Coordinate: Examination Team activities Virtual Meetings Site visit logistics with the assistance of Program Manager Roles and responsibilities of Examination Team Team Leader and Assistant Team Leader

Coordinate:

Examination Team activities

Virtual Meetings

Site visit logistics with the assistance of Program Manager

Roles and responsibilities of Examination Team

Ensure: Examination process is followed Deadlines are met Deliverables are produced and submitted to the unit and Program Manager (CG-0931) Unit understands the process Examination Team conducts themselves professionally Team Leader and Assistant Team Leader

Ensure:

Examination process is followed

Deadlines are met

Deliverables are produced and submitted to the unit and Program Manager (CG-0931)

Unit understands the process

Examination Team conducts themselves professionally

Attend Examiner Training Serve as a Category Lead and/or back-up Attend virtual meetings and site visit Review unit documents prior to site visit Prepare interview and examination strategy Complete Site Visit Strategy Worksheet and Draft scorebook Team Members

Attend Examiner Training

Serve as a Category Lead and/or back-up

Attend virtual meetings and site visit

Review unit documents prior to site visit

Prepare interview and examination strategy

Complete Site Visit Strategy Worksheet and Draft scorebook

Provide: Just-in-Time Training to Examination Team Advice and counsel for team leaders Coaching on comment writing and interviewing to Examination team members Review of final comments and scores Assistance with logistics during site visit Coach

Provide:

Just-in-Time Training to Examination Team

Advice and counsel for team leaders

Coaching on comment writing and interviewing to Examination team members

Review of final comments and scores

Assistance with logistics during site visit

Ensure: Overall examination process is followed CPEC is properly applied to the unit being examined Serve in an unobtrusive (stealth) way Coach

Ensure:

Overall examination process is followed

CPEC is properly applied to the unit being examined

Serve in an unobtrusive (stealth) way

Provide: Liaison with unit’s leadership team Logistics coordination for site visit Funding for site visit travel and meeting rooms Sounding board to unit’s leadership Evaluation of the process Ensure the Site Visit is carried out in a way that is beneficial to the organization, examiners and the program Program Representative

Provide:

Liaison with unit’s leadership team

Logistics coordination for site visit

Funding for site visit travel and meeting rooms

Sounding board to unit’s leadership

Evaluation of the process

Ensure the Site Visit is carried out in a way that is beneficial to the organization, examiners and the program

Generic Site Visit Agenda Finalize Scorebook Outbrief Friday Finalize Scorebook Scoring Thursday Interviews Deployment Check Consensus Meeting Wednesday Interviews Deployment Check Tuesday Senior Leadership Assessment Team Time & Interviews Monday

Daily Meetings Purpose: Review major findings for each category Discuss items to be addressed the next day Gauge progress and provide assistance as needed For CAP JAX will be held daily at 1900 at the Residence Inn.

Purpose:

Review major findings for each category

Discuss items to be addressed the next day

Gauge progress and provide assistance as needed

For CAP JAX will be held daily at 1900 at the Residence Inn.

Daily Deliverables Executive Summary Power Point Out Brief Completed Scorebook Friday Finalized Scorebooks including scores Thursday Consensus on Top Strengths and OFIs Wednesday Updated Site Visit Worksheet/Scorebook Tuesday Finalized Team Game Plan Monday Finalized Game Plan Sunday

Just-In-Time Training Site Visit Worksheet ADLI Results Code of Conduct *Scoring *Final Scorebook *To be completed at team meeting Wednesday

Site Visit Worksheet

ADLI

Results

Code of Conduct

*Scoring

*Final Scorebook

*To be completed at team meeting Wednesday

ADLI Approach – Deployment – Learning -Integration Four factors used to evaluate process items. Process items are Categories 1 – 6

ADLI Approach The methods used to accomplish the process The appropriateness of the methods to the item requirements The effectiveness of the use of the methods The degree to which the approach is repeatable and based on reliable data and information

Approach

The methods used to accomplish the process

The appropriateness of the methods to the item requirements

The effectiveness of the use of the methods

The degree to which the approach is repeatable and based on reliable data and information

ADLI Deployment The approach is applied in addressing Item requirements relevant and important to the unit The approach is applied consistently The approach is used by all appropriate work units

Deployment

The approach is applied in addressing Item requirements relevant and important to the unit

The approach is applied consistently

The approach is used by all appropriate work units

ADLI Learning Refining the approach through cycles of evaluation and improvement Encouraging breakthrough change to the approach through innovation Sharing refinements and innovations with other relevant work units and processes in the unit

Learning

Refining the approach through cycles of evaluation and improvement

Encouraging breakthrough change to the approach through innovation

Sharing refinements and innovations with other relevant work units and processes in the unit

ADLI Integration The approach is aligned with the units needs identified in the Organizational Profile and other process items The measures, information, and improvement systems are complementary across processes and work units The plans, processes, results, analyses, learning, and actions are harmonized across processes and work units to support unit-wide goals

Integration

The approach is aligned with the units needs identified in the Organizational Profile and other process items

The measures, information, and improvement systems are complementary across processes and work units

The plans, processes, results, analyses, learning, and actions are harmonized across processes and work units to support unit-wide goals

Site Visit Worksheets (SVW) SVW are the initial version of the Scorebook. Two versions will be required for each Category. One will include notes, interviewees, strategies, and findings. The second will be the finalized version with only the top 5-8 strengths and OFIs for each item.

How to Complete SVWs At the end of each day… Review notes from interviews, observations, and/or documents Discuss MAJOR Findings & Conclusions w/the team during the evening meeting Summarize & document your Findings on the SVW, 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

At the end of each day…

Review notes from interviews, observations, and/or documents

Discuss MAJOR Findings & Conclusions w/the team during the evening meeting

Summarize & document your Findings on the SVW, 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

How to Complete SVWs Findings: 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 with other category leads related findings 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

Findings:

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 with other category leads related findings

Results Understanding charts, data, and comparisons

Understanding the Charts 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.

Understanding the Data Ask about where the results data come from and how they are calculated. Don’t make assumptions.

Ask about where the results data come from and how they are calculated. Don’t make assumptions.

Understanding Comparisons Ask about where the comparative data come from and the calculation. Don’t make assumptions.

Ask about where the comparative data come from and the calculation. Don’t make assumptions.

LeTCI Levels – Trends – Comparisons – Integration The four factors used to evaluate results (Category 7)

LeTCI Levels Current level of performance Trends Rate of performance improvements or the sustainability of good performance Breadth of performance results

Levels

Current level of performance

Trends

Rate of performance improvements or the sustainability of good performance

Breadth of performance results

LeTCI Comparisons Performance relative to appropriate comparisons, such as competitors or similar units Performance relative to benchmarks or industry leaders

Comparisons

Performance relative to appropriate comparisons, such as competitors or similar units

Performance relative to benchmarks or industry leaders

LeTCI Integration Results measures address important customers, product and service, market, process, and action performance requirements identified in the Org Profile and in Process Items Results include valid indicators of future performance Results are harmonized across processes and work units to support unit-wide goals

Integration

Results measures address important customers, product and service, market, process, and action performance requirements identified in the Org Profile and in Process Items

Results include valid indicators of future performance

Results are harmonized across processes and work units to support unit-wide goals

Final Scorebook Wednesday Afternoon Finalize all input into your SVWs. As a small team, finalize 5-8 strengths and OFIs for each item in your scorebook. Be prepared to share these comments with the team on Wednesday afternoon.

Wednesday Afternoon

Finalize all input into your SVWs.

As a small team, finalize 5-8 strengths and OFIs for each item in your scorebook.

Be prepared to share these comments with the team on Wednesday afternoon.

Wednesday/Thursday Category discussion – Category Lead will lead discussion reviewing each item Recommend Item Scoring Revise/Finalize Scorebook Item Worksheets and Team Leader facilitates session to develop Key Themes for Executive Summary and Executive Out Brief Finalize Executive Out Brief Final Scorebook Process Steps

Wednesday/Thursday

Category discussion – Category Lead will lead discussion reviewing each item

Recommend Item Scoring

Revise/Finalize Scorebook Item Worksheets and

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

Finalize Executive Out Brief

Purpose / Background How to fill out Role Model Practice Worksheets

Purpose / Background

How to fill out

Purpose / Background Discussion Site Visit Guidelines Wrap-up / Review Questions and Answers

Purpose / Background

Discussion

Questions and Answers

“ Chartmanship” Do your best to understand the information. Do not comment of charting techniques or try to create your own trends or charts from the data provided.

Questions or Concerns Team Leader: George Yacus Assistant Team Lead: Peter Stinson Process Coach: Charlie Coiro Program Representative: David King

Team Leader: George Yacus

Assistant Team Lead: Peter Stinson

Process Coach: Charlie Coiro

Program Representative: David King