The document provides an overview of roles and procedures for an examination team conducting a site visit. It outlines responsibilities for the team leader, examination team members, coach, and program representative. It also describes the process for completing worksheets and scorebooks, conducting interviews, developing findings and conclusions, scoring criteria items, and finalizing an executive summary.

1. CPEC Assessment Team Airsta San Francisco Site Visit Kickoff May 4th, 2008 Performance Excellence: Always Ready and Striving to do Better

2. Site Visit Training Overview 3 Fold Purpose Clarity and alignment on: Roles Pilot Process Examiner Conduct

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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!

9. How to Complete SVWs At 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

10. 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 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

11. 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

12. 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

13. Evening Meetings Agenda Review Key Themes Roundtable Discussion Things we learned, surprises Category Lead Debrief Five minutes of observations Step-by-step through each SVW * Request closure (findings, examples) * Not yet completed Expect to complete (i.e., on-plan) Need new interview Need help with examples Next Day’s Schedule PARTICIPATION IS NOT OPTIONAL !

14. Final Scorebook Process Steps Wednesday Evening Close out your SVWs Findings and Conclusions (5-8 Strengths & OFIs) Obtain e Version of Scorebook Item Worksheet from Team 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!

15. Thursday/Friday Category 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 e Version 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

16. Purpose/Background Information needed to fill out Usually practice identified in Strength comments and/or Executive Summary Consider any ++ comments Role Model Practice Worksheets

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