My squadron is scheduled for a Sub Unit Inspection soon. Can any of you give me any helpful hints on what to expect? Or tell me what dings you received and how you corrected them?
I've never been through an inspection and I could use all the help I can get! :-[
First - remember that an SUI or CI is not a final exam, it is a snapshot of your unit's operations at the time of the inspection.
Do not kill yourselves trying to "ace" it.
In the "Grande Scheme®", your grade is nothing more than an approximate reflection of reality, and your people will make the same money whether they get an excellent or a marginal. Unless you are selling cadets on eBay and not reporting the income to WBP, you will be fine on the things
which could stand you down. Also, be honest with yourselves. If you have a failing cadet program, and somehow manage a high grade because you checked the boxes but aren't actually doing anything, don't use that as an excuse, use that as marching orders to do better time. Likewise,
if you have an outstanding AE program, but somehow missed something important and get a low grade, just FIMO.
The majority of the questions are yes/no answers which may require substantiation in the form of a document or physical inspection.
This is not "Improv Night", or "vent your spleen night". The inspector wants to be done as much as you, and likely can't do much about the
fact that your Comm program meets the minimums but doesn't "do all we can". Answer, substantiate (if asked), move on.
The inspection of an average unit should not take more than a few hours, if it becomes an all-day "root-canal", either you, or the inspectors,
are not prepared, or are spending a lot of time "discussing" things best left out of the conversations.
Further, insure your inspection team is properly constituted - no less than two inspectors, and if your unit has a flying program (i.e. pilots), then at least one inspector has to be a qualified mission pilot.
Do not get into arguments with the inspector. Simply let him document his opinions, which can be addressed later in your response.
It is not uncommon that an inspector's interpretation of a reg is not in keeping with your's and/or your wing CC's, that is what the responses
are for.
Make sure the entire staff is working on this and use it as a tool to make your unit better, not just "compliant' - when you walk the guides
they give you a good idea of what is expected of a proficient unit. With that said, anything that does not say "will" or "shall" is optional
based on command prerogative (yours or the next higher HQ). Be well-versed in the program so you can speak to these issues with authority
and candor. Don't be caught off guard or try to "wing it" day-of. Actually read the guides and the regs quoted - many times people
have operated for years under misinformation or misinterpretation.
Make sure all the required staff positions are filled, and all the administrative "easy outs" are covered - have a file plan, make sure your personnel folders are correct and complete, and things like 2a's, etc. are done where needed. Destroy and discard all obsolete charts, forms, collateral,
and member records outside the retention requirements.
Decide if your unit will have a doc library onsite (not recommended) or will simply refer to the online docs (hint), and make sure everyone knows
the answer and is using it as such.
And to all you inspectors out there (me included) - you are not (usually) commanders, and this is not your time to bring your opinion of how a unit
should be run into the equation by making things which are either wholly optional, or "best practice but not required" "Findings" -
AOC is there for a reason so that you can voice your concern, but it doesn't have the response or remediation requirements of a "finding".
If you don't already have a copy of the SUI Inspection Guide, download it here:
http://www.capmembers.com/cap_national_hq/inspector_general/inspections.cfm
Each functional area has its own tab with compliance items. It's the checklist that the inspection team will be using, so there should be no surprises.
Don't wait until the last minute to prepare. It can take time to answer the questions and get documents together. In fact, my squadron works on the SUI year-round. Everyone reviews their tab once a month to make any updates. The added bonus is they are reminded of what they're supposed to be doing in their particular duty assignment.
Thanks, Eclipse, this is very helpful. I think I was getting too worked up about it. The more I read the regs, the more improvements I see that need to be made. I do know that I'm going to be the thorn in my senior members' sides for the next couple of months. :D
I'm not really part of operations - AE, ES, etc, but it seems everything else falls on me.
If I understand correctly, not all the staff are required to be there, just someone who can speak for the functional area. Is this correct? One of my staff is orthodox and does not travel on Saturdays, so I know he will not be present. Does this mean I need to know everything about his function (like being the understudy)?
Do you recommend a Staff Assisted Visit (SAV) or is that not available at the unit level? It would be nice to have someone go through everything with me before the actual inspection. Fortunately I've got several months before the real thing.
If it's all right with you, I'd like to come back to this thread if there's something I can't figure out. Don't worry, I'll continue reading the regs till I'm blue, but I might still have need of clarification now and then.
And as for selling cadets on Ebay, you're giving me ideas! ;D ;D >:D
In a perfect world, every staff officer would be there to represent their section, and their assistant if they can't be there. The practical reality is much less
simple, but if it is a key staffer, you might want to look to reschedule for a time he/they can be there.
If the section is not represented, then the grade and findings will likely reflect that, so at a minimum make sure any required substantiation is
in order. There's also nothing that says the inspector or inspected have to be physically present. Teleconferences might allow for members
traveling to participate - their documents are either online, on file, or in a packet with the rest of the inspection.
A SAV, as defined, is generally something that CAP-USAF does at the wing level, however as a function, there is nothing wrong with asking for help
from the next higher HQ. In fact, if you have Groups, that is really one of their functions.
If you have questions on any of the SUI items that aren't obvious in the regs, contact your next higher whatever-officer for explanation or clarification.
Some of the SUI areas haven't kept up with reg changes, so where the reg answer is different from the SUI guide, have the appropriate reg handy (online version is best) to show why you are correct (in you mind at least). Having a well though out answer AND being able to document it goes a long way.
A common practice is to take each section of the SUI guide and have the appropriate staff officer answer each item in writing. Add a column to the guide sections and put the answers there.
There should be an SUI checklist available to you for the sections/functional areas you are responsible for. Our recent SUI, what I did is I wrote an outline to answer for each question. Also don't forget to mention if you think you are doing something more than what the regulation requires.
In our wing, SUI's are every 2 years (personally I'd like to see this go to every 3 years unless there's a problem), so the inspection is looking at the prior inspection observations/finding, as well as what has been done in the 2 year period since the last inspection.
You should have documents/documentation for whatever you've done. So for example in radio communications if you held local exercises at the minimum write up a memo for the record about the exercise and observations (good points & improvements needed) as well as attendance sign ins. Some functional areas have more guidance than others (e.g. PAO), and there may not be as much wiggle room (e.g. requirement for quarterly news letter as checklist item versus just posting to website as the story occurs).
I personally found that the inspectors were reasonable, and of course as a dedicated CAP member, I want to do my best for the organization. So be sure you are positive with them no matter what BUT if there's something that impacted your area (e.g. a staffing shortage in another functional area), be sure to mention that also, since when the inspectors talk they will validate what is said.
RM
SUIs in our wing usually take two to two and a half hours for a well-prepared squadron and four to five inspectors. Unprepared units have taken four hours including grade resolution.
You may be on a two year schedule because a) that eliminates the need for an annual unit self-assessment in the intervening years and/or b) because your wing had not been doing inspections and the commander is trying to improve the overall condition of the units.
Consider treating it as what it is - a learning experience for you and for the inspectors/wing commander. You learn where you need to improve and the wing learns how everyone is doing things.
Hello everyone --
The inspection mentioned in the posts above took place two months ago, and I want to thank those who responded for the excellent advice.
Now, one more question. Since it has been two months, when can we expect to hear our results? Shouldn't we have heard by now? Who can I tactfully ask in regards to the status?
CAPR 123-3 says,
"Units will be provided written reports outlining the results of their SUIs within 45 days."
Don't hold your breath.
Quote from: EMT-83 on August 17, 2011, 06:22:46 PM
Don't hold your breath.
^Is that why my face is turning red...oh wait, now blue?
Quote from: EMT-83 on August 17, 2011, 06:22:46 PM"Units will be provided written reports outlining the results of their SUIs within 45 days."
And they then have 90 days to respond.
Nearly 5 months after the inspection before a single thing has to be done, and that assumes the reports are published timely, which is an ongoing problem (me included).
Anyone wonder why nothing ever gets changed or fixed?
For us, it's been two SUIs and a SAV without a follow up report.
We're due again, let's see what happens this time.
A SAV? Is this at the unit level?
Misspoke – self assessment. I've got the upcoming Wing SAV in my brain.
Ah! I wouldn't be too excited myself about a SAV at the unit level. SUI's are bad enough.
I wouldn't worry about an SUI either.
It's not like they are going to dock your pay.
Take the hits, fix the hits, move on.
I had one not too long ago.
It could have been a lot worse. The inspectors were quite genial and more helpful than I expected...I was expecting something along the lines of a military-style full IG inspection.
The reports were made available to us probably 30-odd days after the SUI.
Nonetheless, I am relieved it is over for another two years. We put in a lot of off-time trying to get things as squared away as possible.
Don't be too concerned if you don't get a "perfect" rating on the SUI...I've never heard of anyone getting a wall-to-wall blemish-free report.
When preparing for the one my squadron had last year, I took a note from my Active Duty maintenance unit. The attached workbook is a SUI guide split up into different sheets for each area. The person responsible for that area fills out all they can to explain how they fulfill the requirements in the 'description of process' block. In the status, goes either a Green, Yellow, or Red color. Kind of like a stoplight. That flags the item in either fully compliant, complies with comments, or does not comply categories. Yes, I know it is hard to believe, I told the inspectors places where I was not compliant! *Gasp*
A SUI is not a cat and mouse game. It is just what the others said, a snapshot of your squadron at the time of inspection. You can bet if I wasn't compliant, I had a plan of action for the inspectors and an estimated completion date.
This completely floored the inspectors and some of my members. But, we earned a Successful rating and had few findings because we previously identified some of the write-ups.
*Edit* I don't seem to have permissions to attach documents (I'm probably too new). I suppose if you are interested, you can email me.
Quote from: cjrousseau on August 23, 2011, 07:27:03 PM
When preparing for the one my squadron had last year, I took a note from my Active Duty maintenance unit. The attached workbook is a SUI guide split up into different sheets for each area. The person responsible for that area fills out all they can to explain how they fulfill the requirements in the 'description of process' block. In the status, goes either a Green, Yellow, or Red color. Kind of like a stoplight. That flags the item in either fully compliant, complies with comments, or does not comply categories. Yes, I know it is hard to believe, I told the inspectors places where I was not compliant! *Gasp*
A SUI is not a cat and mouse game. It is just what the others said, a snapshot of your squadron at the time of inspection. You can bet if I wasn't compliant, I had a plan of action for the inspectors and an estimated completion date.
This completely floored the inspectors and some of my members. But, we earned a Successful rating and had few findings because we previously identified some of the write-ups.
*Edit* I don't seem to have permissions to attach documents (I'm probably too new). I suppose if you are interested, you can email me.
Chris,
if you want to send them to me I'll attach them. I think its 50 or 100 posts or something like that.
-Jed
Email sent.
I was going to post the guide Rousseau made, but it won't let me attach Excel files. Instead I've attached a pdf of it. If Eclipse or someone else more tech savvy can figure it out and help, I'd appreciate it.
Here's the above as a Google Doc: https://spreadsheets.google.com/spreadsheet/ccc?key=0AieDdRnNhyRNdFlZTkViMGw0SnpNMWEyc3h0SXFBU3c&hl=en_US
And the .xls: https://docs.google.com/leaf?id=0ByeDdRnNhyRNZmFhZTFiNDYtOGYxZi00ZDk4LWIzMjYtNzA1NjhiOTkxOGU0&hl=en_US
It's a nice job. When I get caught up, I'll see about posting my process for conducting inspections.
Thanks for that.
I did something similar, where I emailed the individual tab to the responsible person. They used it as a template to prepare for their part of the inspection.
Eclipse, thanks for the posting. I appreciate it.