CAP SFO Site Visit Kickoff


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  • CAP SFO Site Visit Kickoff

    1. 1. CPEC Assessment Team Airsta San Francisco Site Visit Kickoff May 4th, 2008 Performance Excellence: Always Ready and Striving to do Better
    2. 2. Site Visit Training Overview <ul><li>3 Fold Purpose </li></ul><ul><ul><li>Clarity and alignment on: </li></ul></ul><ul><ul><ul><li>Roles </li></ul></ul></ul><ul><ul><ul><li>Pilot Process </li></ul></ul></ul><ul><ul><ul><li>Examiner Conduct </li></ul></ul></ul>
    3. 3. <ul><li>Team Leader & Back-up  Ms. Pam Dittrick & LCDR Christina Deal </li></ul><ul><ul><li>Coordinate activities with Examination Team (Before, During, and After Site Visit; see Team Leader Site Visit Checklist) </li></ul></ul><ul><ul><li>Assign Examination Team roles and responsibilities </li></ul></ul><ul><ul><li>Provide team building opportunities for Team </li></ul></ul><ul><ul><li>Coordinate virtual meetings with Team prior to site visit </li></ul></ul><ul><ul><li>Work with Program Rep to ensure site visit logistics needs are met (hotels, meeting rooms, equipment and material needs) </li></ul></ul><ul><ul><li>Ensure Examination Process is followed and deadlines are met </li></ul></ul><ul><ul><li>Ensure Examiners conduct themselves professionally, intervening if necessary </li></ul></ul><ul><ul><li>Ensure site visit command understands the process </li></ul></ul><ul><ul><li>Ensure that all deliverables are completed and appropriately submitted to the command and Program Manager (CG-0931) </li></ul></ul>Site Visit Roles
    4. 4. <ul><li>Examination Team Members </li></ul><ul><ul><li>Attend Examiner Training </li></ul></ul><ul><ul><li>Serve as a Category Lead or Back-up, as assigned </li></ul></ul><ul><ul><li>Review Org. Profile; AWMP Results, other Provided Documents (What Questions) </li></ul></ul><ul><ul><li>Prepare site visit strategy (interviews, reviews) prior to site </li></ul></ul><ul><ul><li>Review/Walk through interview with back-up partner </li></ul></ul><ul><ul><li>Complete Site Visit Worksheet and Scorebook Item Worksheet for each assigned Category/Item </li></ul></ul><ul><ul><li>Attend all scheduled meetings and discussions set by the Team Leader(s) </li></ul></ul>Site Visit Roles
    5. 5. <ul><li>Coach – CWO4 Michael Brzezicki </li></ul><ul><ul><li>Advise & act as sounding board for Team Leader/Back-up </li></ul></ul><ul><ul><li>Provide Just-in-Time Training to Examiner Team as needed </li></ul></ul><ul><ul><li>Attend all Team Meetings to observe and advise as needed </li></ul></ul><ul><ul><li>Coach on comment writing and interviewing as necessary </li></ul></ul><ul><ul><li>Ensure overall examination process is followed </li></ul></ul><ul><ul><li>Ensure the CPEC is appropriately applied to the command being evaluated—keeping Key Factors paramount </li></ul></ul><ul><ul><li>Review final comments and scores as another set of eyes </li></ul></ul><ul><ul><li>Help Team with logistics as necessary (run errands, get meals, etc.) to facilitate staying on & completing tasks </li></ul></ul><ul><ul><li>Serve in an unobtrusive (stealth) way </li></ul></ul>Site Visit Roles
    6. 6. <ul><li>Program Representative – Dr. David King </li></ul><ul><ul><li>Ensure the Site Visit is carried out in a way that is beneficial to the command, examiners, and the program </li></ul></ul><ul><ul><li>Serve as liaison to the command’s leadership team prior to the site visit </li></ul></ul><ul><ul><li>Help coordinate site visit team logistics, including funding, meeting and lodging spaces </li></ul></ul><ul><ul><li>Support Team Leader in meetings with the command leadership </li></ul></ul><ul><ul><li>Continually evaluate the process </li></ul></ul><ul><ul><li>Serve in an unobtrusive (stealth) way </li></ul></ul>Site Visit Roles
    7. 7. Sunday Process Steps <ul><li>Review Site Visit schedule for the week </li></ul><ul><ul><ul><li>Detail focus on Monday interviews (who leads each interview; which Issues are covered in each, etc.) </li></ul></ul></ul><ul><li>Review Site Visit Guidelines </li></ul><ul><ul><ul><li>Walk through to ensure understanding </li></ul></ul></ul><ul><li>Review final deliverables </li></ul><ul><ul><ul><li>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 </li></ul></ul></ul><ul><li>Review/Walk-thru process for completing SVWs </li></ul>
    8. 8. Sunday Process Steps <ul><li>Review Interview guidelines and Practice </li></ul><ul><ul><ul><li>Review & Practice interviewing using various techniques </li></ul></ul></ul><ul><li>Meet with Command Point(s) of Contact </li></ul><ul><ul><ul><li>Review interview schedule </li></ul></ul></ul><ul><ul><ul><li>Discuss any missing documents and ask any questions about documents </li></ul></ul></ul><ul><ul><ul><li>Get directions to the opening meeting location </li></ul></ul></ul><ul><li>Review documents provided by the command </li></ul><ul><li>Prep for Monday </li></ul><ul><ul><ul><li>Adjourn group meeting and work in lead/back up pairs/groups to finalize preparations </li></ul></ul></ul><ul><li>Relax, Sleep, & get mentally prepared for tomorrow! </li></ul>
    9. 9. How to Complete SVWs <ul><li>At the end of each day… </li></ul><ul><li>Review notes from interviews, observations, and/or docs </li></ul><ul><li>Discuss MAJOR Findings & Conclusions w/the team during evening meetings </li></ul><ul><li>Summarize & capture your Findings on the SVWs, identify Strengths and OFIs </li></ul><ul><li>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 </li></ul>COMPLETE SVWs ARE A FINAL DELIVERABLE AND CRITICAL TO A JUDGING PROCESS AND THE CG-0931 FINAL FEEDBACK REPORT REVIEW
    10. 10. How to Complete SVWs <ul><li>Findings: </li></ul><ul><li>Based on your strategy, what did you learn ? </li></ul><ul><li>Capture specific information (e.g., documents reviewed, interviews conducted, specific responses to questions, actual data observed) </li></ul><ul><li>SUMMARIZE findings with enough detail that an outsider could benefit from reading </li></ul><ul><ul><li>Include specific Examples from interviews, observations, documents </li></ul></ul><ul><li>Share related findings with other category leads </li></ul>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
    11. 11. Investigating Results On Site <ul><li>Issue: Understanding the charts </li></ul><ul><ul><ul><li>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 </li></ul></ul></ul><ul><ul><ul><li>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) </li></ul></ul></ul><ul><ul><ul><li>Don’t: Challenge the command charts and data </li></ul></ul></ul>
    12. 12. Investigating Results On Site <ul><li>Issue: Understanding the data </li></ul><ul><ul><ul><li>Do: Ask about where the results data come from and how they are calculated </li></ul></ul></ul><ul><ul><ul><li>Don’t: Assume </li></ul></ul></ul><ul><li>Issue: Understanding comparisons </li></ul><ul><ul><ul><li>Do: Ask about where the comparative data come from and the calculation </li></ul></ul></ul><ul><ul><ul><li>Don’t: Assume </li></ul></ul></ul><ul><li>Issue: “Chartmanship” </li></ul><ul><ul><ul><li>Do: Your best to understand the information </li></ul></ul></ul><ul><ul><ul><li>Don’t: Comment on the charting technique </li></ul></ul></ul><ul><ul><ul><li>Don’t: Create trends or charts from raw data for the command </li></ul></ul></ul>
    13. 13. Evening Meetings Agenda <ul><li>Review Key Themes </li></ul><ul><li>Roundtable Discussion </li></ul><ul><ul><li>Things we learned, surprises </li></ul></ul><ul><li>Category Lead Debrief </li></ul><ul><ul><li>Five minutes of observations </li></ul></ul><ul><ul><li>Step-by-step through each SVW </li></ul></ul><ul><ul><ul><li>* Request closure (findings, examples) </li></ul></ul></ul><ul><ul><ul><li>* Not yet completed </li></ul></ul></ul><ul><ul><ul><ul><li>Expect to complete (i.e., on-plan) </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Need new interview </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Need help with examples </li></ul></ul></ul></ul><ul><li>Next Day’s Schedule </li></ul>PARTICIPATION IS NOT OPTIONAL !
    14. 14. Final Scorebook Process Steps <ul><li>Wednesday Evening </li></ul><ul><li>Close out your SVWs </li></ul><ul><ul><ul><li>Findings and Conclusions (5-8 Strengths & OFIs) </li></ul></ul></ul><ul><li>Obtain e Version of Scorebook Item Worksheet from Team Leader </li></ul><ul><li>Develop your assigned Scorebook Item Worksheet(s) </li></ul><ul><ul><ul><li>Strengths and OFIs </li></ul></ul></ul><ul><ul><ul><li>Recommended score </li></ul></ul></ul><ul><li>Arrive in the Conference Room with first draft by XXXX on Thursday </li></ul>THIS IS A TEAM EFFORT. DO NOT STRUGGLE IN SILENCE!
    15. 15. <ul><li>Thursday/Friday </li></ul><ul><li>Category concurrence discussion </li></ul><ul><ul><ul><li>Category Leads review each Item, lead the discussion </li></ul></ul></ul><ul><li>Recommend Item Scoring </li></ul><ul><ul><ul><li>Follow the scoring guidelines, discuss ADLI, LeTCI </li></ul></ul></ul><ul><li>Revise/Finalize Scorebook Item Worksheets and submit e Version to Team Leader to compile full scorebook </li></ul><ul><li>Team Leader facilitates session to develop Key Themes for Executive Summary & Executive Out Brief </li></ul><ul><li>Finalize Executive Out Brief </li></ul>Final Scorebook Process Steps
    16. 16. <ul><li>Purpose/Background </li></ul><ul><li>Information needed to fill out </li></ul><ul><ul><li>Usually practice identified in Strength comments and/or Executive Summary </li></ul></ul><ul><ul><li>Consider any ++ comments </li></ul></ul>Role Model Practice Worksheets
    17. 17. <ul><li>Purpose/Background </li></ul><ul><li>Discussion </li></ul>Site Visit Guidelines Wrap-up/Review <ul><li>Questions and Answers </li></ul>