Compliance is more than a checklist Published Oct. 29, 2010 By Derek Kaufman 88th Air Base Wing Public Affairs WRIGHT-PATTERSON AIR FORCE BASE, Ohio -- From his seat as the officer charged with acquiring and modernizing the Air Force's fleet of aircraft, ensuring compliance with self-inspection checklists is everyone's job, everyday. Lt. Gen. Tom Owen, commander of Aeronautical Systems Center underscored his point during a briefing Wednesday, Oct. 27 by each of his Program Executive Officers, senior commanders and directors on results of the 2010 annual self-inspection. "In our business, we simply cannot afford to not to be compliant with all laws, directives and Air Force instructions, " General Owen said. "Lives are at stake, as well as national treasure." As is customary, each organization summarized its self-assessed compliance with applicable regulations using a "stop light chart" with green signifying no compliance issues, yellow identifying minor compliance challenges, and red noting significant compliance concerns. "Compliance is absolutely a leadership responsibility, it requires commitment by people at every level of the organization, and it needs to be a part of the everyday culture," the general said. The objective isn't just to perform well when higher headquarters inspectors pay a visit during a Unit Compliance Inspection. "We want to instill discipline so that compliance is built in to our everyday activities," General Owen said. General Owen noted recent changes affecting the acquisition workforce have generated new reporting requirements, increased oversight and accountability. It's imperative he said that people review Air Force instructions, ask for clarification when gray areas or uncertainty exists, seek out training opportunities and follow through with excellent documentation. Proof is in the pudding Self-inspections, staff assistance visits and command compliance inspections may not be the goal, but leaders acknowledged they are valuable tools to ensure Airmen and civilian employees are performing their mission properly. Col. Mark Murphy, ASC chief of staff, said units took this year's self-inspection seriously, ensuring checklists were up to date, paying particular attention to special emphasis items like safety and electronic records management, and looking for trends that might reveal systemic problems. "Documentation is a biggie," Colonel Murphy said. "Checking yes, no or not applicable on the checklist is one thing. But when inspectors say 'show me,' the proof in the pudding will be your documentation." Checklists change and there are often multiple levels of checklists for major command, center, air base wing, and internal to the organization, Colonel Murphy added. People need to know what they will be held accountable for. "Everyone needs to know what is the 'no-kidding' checklist," he said. "More importantly, everyone needs to understand the intent of the checklist, and the policies, directives, and instructions behind the checklist. I've seen some inconsistencies across the center in how we're interpreting the checklists.When in doubt, talk with Lisa Coker and Dena Chambers with the Wright-Patterson Air Force Base Inspector General Office or your Functional lead." Mr. Steven Davis, ASC's director of plans and programs noted that the ASC Process Guidebook, currently under development, is not itself an inspectable item, however it is another tool to help professionals at functional activities across the center. Your friendly IG really is here to help Leaders from other installation partners including Air Force Research Laboratory and Air Force Security Assistance Center participated in the self-inspection outbrief to glean and share information on what's working well and where additional attention is needed. Dennis Lange, deputy installation IG, closed with some thoughts on compliance and readiness inspections, noting that the Self-Inspection Program itself both at the installation and unit level, will be inspected by the IG. "The bottom line on compliance is, we should be ready to go at any time," Mr. Lange said. He noted appointment letters should be up to date. Unit operating instructions and policy letters should be reviewed for currency, applicability and compliance. All required training, computer- based and ancillary training--while it may be burdensome to complete--must be up to date. And those serving in positions with certification or licensure requirements should ensure they are valid. "We have an outstanding self-inspection program here," Mr. Lange said. "A lot of how we do during an inspection is determined by how well we document and demonstrate our unit self inspection efforts. The inspectors will want to see leadership involvement and evidence of that involvement, whether it be at commander's calls, staff meetings, or walking around." Mr. Lange noted base organizations can expect to see focused base level staff assistance visits to identify trends that require correction across the installation or ASC enterprise . Compliance tips: Document: Preparation, thoroughness, attention to detail are important. Primary and alternates need to be identified and fully trained for key duties and responsibilities. This ensures programs are maintained when the primary is deployed, sick, or on leave. Program responsibility sometimes slips through the cracks when only one person can do the job and they are absent for an extended period. Where compliance issues occur, document the problem, conduct a risk management assessment, identify a get well date, and address the shortfalls, keep leadership informed! Keep an eye out for updated command checklists. Run new checklists within 30 days of receipt. Watch for guidance that states, "The commander or director will." This comment necessitates action and documentation. Pay attention to "critical" checklist items. When there are deficiencies, ensure the problem is accurately documented in detail with root cause analysis and corrective action plans conducted. Seek Air Force Smart Operations for the 21st Century (AFSO21) support to review corrective action plan. Safety is always a program that deserves attention. Make sure bulletin boards, reporting procedures, continuity folders, Forms 55, and safety inspections are current. Are all safety personnel trained and aware of their responsibilities? Are all hazardous waste storage and disposal facilities properly identified and maintained? Be aware of OPSEC, physical and cyber security responsibilities. Protect For Official Use Only and Privacy Act info appropriately. Don't leave documents unattended. Crossfeed is valuable. Share your good ideas and lessons learned with others. Always demonstrate leadership awareness and involvement in fixing problems! Compliance is an installation responsibility, share and benefit!