Ok so I just got appointed the Admin officer, now what?

[jpnelson82]

yeah, now what?

I've been working on getting everything together and updated, and trying to do all the other things specific to my squadron, I was an XO as a cadet so this isn't entirely new to me, but I never worked with ES forms before so I have no clue who needs what forms available and how do you ensure people get credit for participating in missions, etc. How or what form do you use to request updated Regs or is national expecting us to print them on our own and not making nice bound copies anymore? I'd appreciate any advice from other Admin Officers or experienced people as this is 50% old 50% new, and what I knew is like 8yrs old and from another wing.

[RiverAux]

If you haven't already, check out the senior member specialty track.

No more printed regulations.   I sure wouldn't waste money printing them either.   

Your ES officer should be handling any ES paperwork. 

Go through the CAP form index 0-9 and if you don't have a form on hand, order it (form 8-- might have an online order option -haven't looked lately). 

[cferron]

eServices is your friend.  If you're not already familiar with CAPwatch downloads, use it to keep track of personnel issues, etc.  Also, as your commander gains confidence in your abilities, he can assign all sorts of restricted applications you can access through eServices, too.  The bigger the load you can take off your CC, the better you're doing your job.

[arajca]

The Form 8 application is online. Most of the normal forms (2, 2A, 120, 310, etc) are not available to order. You (or the member) needs to download them. You can downlaod all the forms in Word and pdf formats from the publications page.

The only forms physically stocked at my unit are:
Membership applications (with unit and commander information filled in)
Forms that are current that we've had since before the online forms library became available
Fingerprint cards
Certificates of Appreiciation
First Flight Certs (download the template from National to fill them in electronically)
Wright Brothers certificates (see above)

The inspection guide still requires an official set of regulations, however, the commander can designate an online set as the official unit set.  That takes a huge burden off you because, by definition, the National electronic set is always up to date. (see attachment).

[Short Field]

eServices is your friend. 

It really is!!!  Get familiar with how to use Knowledge Base as well.  And make friends with your Personnel Officer and Professional Development Officer.  The three of you need to be joined at the hip.

[Camas]

Check out the "10" and "20" series of regulations such as CAPR 10-1, 10-3 and 20-1.

If you're not already familiar with CAPwatch downloads, use it to keep track of personnel issues, etc.  Also, as your commander gains confidence in your abilities, he can assign all sorts of restricted applications you can access through eServices, too. 

CAPWatch is great if you're pretty sharp with Microsoft Access. Another resource is a restricted application entitled "member reports" which can, and should, be provided to you by your web security administrator. This is normally your unit commander. You'll have to ask for it.

[jpnelson82]

Thanks for the advice, keep it coming. Sadly, no one seems willing to dump hard copy entirely so I'll be keeping forms and forms for a while. I assume then it's the ES officer who would keep a file of missions the squadron participated in, and not the Admin guy? Am I making this post bigger than it needs to be? ( I do tend to overwork the plumbing)

[sardak]

CAPR 60-3
Paragraph 1-18
Mission Records. Wing commanders will ensure that records pertaining to each authorized mission are filed at wing headquarters.

Paragraph 1-4(b)
The wing emergency services officer is responsible for accomplishment of the following:
[8] Ensure proper documentation and retention of records for emergency services mission activities.

Those apply to the original mission records.  If the local unit wants to maintain a copy of mission paperwork, then I would say that it's the responsibility of the ES officer.  Be advised that per para. 1-18, "No mission records will be released outside CAP without prior written approval of NHQ CAP/GC and HQ CAP-USAF/JA."

As for one of your original questions about ensuring personnel get mission credit, that's a combination of Admin, ES and individual member responsibility.

Mike

[arajca]

Thanks for the advice, keep it coming. Sadly, no one seems willing to dump hard copy entirely so I'll be keeping forms and forms for a while. I assume then it's the ES officer who would keep a file of missions the squadron participated in, and not the Admin guy? Am I making this post bigger than it needs to be? ( I do tend to overwork the plumbing)

Since National is no longer providing most forms, you'll end up printing the blank forms. The typical way of handling most of the forms is to fill them out electronically, email a copy for approval, and print a hardcopy for the file. Many forms can be approved entirely using email.

Another person to consult with is your group (if you have them) or wing administrative officer, not the same person as the wing administrator.

[IceNine]

Squadron Information Management System(SIMS)... When used properly can be either your biggest asset.

www.squadroncommand.com

[cferron]

All the electronic documentation is great -- makes it easier to cross-reference and search for a specific piece of paper.  But there's still no substitute for paper backup.  In 10 years as an admin officer, I've seen countless cases where the current commander, ES officer or safety officer moved away or left for whatever reason and took their computer with them or the squadron computer croaked...whatever.  Fortunately, I've always kept certain records (member records, supply records, etc) both electronically and on dead trees.  The electronic documentation industry still has a long way to go -- and I speak as someone who designs and implements digital workflow systems for a living!  Also, if you have your super-duper squadron record system on the squadron computer, back 'em up and keep a copy somewhere else.  Common sense, I know, but I doubt if 5% of squadrons have redundant backups.

[SarDragon]

Been doing DA/DP for a while now, and paper is still where it's at. Our pers records are fat, but complete.