AIAI90-201

AIR INTELLIGENCE AGENCY INSTRUCTION 90-201

21 AUGUST 1995

HQ AIR INTELLIGENCE AGENCY

Inspections

QUALITY AIR FORCE ASSESSMENTS

This instruction implements AFPD 90-2, Inspector General--The Inspection System, and AFI 90-201, Inspector General Activities. It provides guidance and procedures for Air Intelligence Agency (AIA) Quality Air Force Assessments (QAFA) and levies support requirements on units visited by the AIA Inspector General (IG) team. The purpose of a QAFA is to validate the Unit Self Assessment (USA) and determine the maturity level of key processes. This instruction applies to AIA units worldwide. It applies to AIA-gained Air National Guard and Air Force Reserves units.

CORRECTED COPY NOTE: An asterisk (*) indicates changes made in this corrected copy.

*This supplements substantially revises AFR 123/ESC Sup 1. It updates procedures and responsibilities and provides guidance on QAFA goals and reports.

AFR 123-1/ESC Sup 1, 28 December 1990.

HQ AIA/IGI

Maj Ismael Burgos Jr.

HQ AIA/IGI

Lt Col Ronald W. Scott

F; X: AUL/LSE (1), HQ AIA/IGI (2), IMSP (2)

1. QAFA Goals. The goals are to raise quality performance standards, improve total operational performance and deliver ever-improving products and services. QAFA reports serve as a tool for AIA leaders at all levels for planning, training, allocating resources, and managing their units.

2. HQ AIA/IG:

2.1. *Schedules assessments 1 year in advance and sends quarterly updates to the field units in January, April, July, and September. These updates indicate the specific dates for those units requiring assessments within the following 6 months. HQ AIA/IG also notifies units of current special interest items (SII) when required.

2.2. *Notifies the unit by message, no later than 60 days prior to a planned assessment. This notification includes support requirements identified in attachment 1.

2.3. Finalizes team selection and augmentation requirement no later than 30 days prior to the assessment.

2.4. Conducts a predeparture meeting not earlier than 3 duty days prior to departure date.

2.5. Provides a 10-minute briefing during the inbrief on the assessment process to include introducing team members, review of category criterions, and other administrative information.

2.6. Notifies the unit of team meetings which are open to the unit.

2.7. Begins preparing the QAFA report immediately following the last day of data collection. Category leaders use the format established by the report preparation team. Prior to finalizing the report, a criterion-linkage team reviews each category input prior to forwarding to the proof team.

2.8. Holds consensus to score the unit based on a 1,000 point system total. Each category leader provides a brief description of the strengths and areas for improvement in the category. After any discussion, all category leaders score the category in increments of 10 percent, using the Quality Air Force Criteria (QAFC) scoring guide.

2.9. Category leaders must provide input to the brief preparation team for constructing outbrief slides. The input identifies the key strengths and areas for improvement. A copy of the slides are provided to the unit commander following consensus.

2.10. Provides the unit with a QAFA report prior to departure. The Chief of Inspection (HQ AIA/IGI) signs the report, HQ AIA/IG or a designated representative approves the report. Instructions for distributing the report are provided to the unit office of primary responsibility (OPR). The report provides a feedback survey on the assessment process.

2.11. Holds a hot-wash and lessons-learned meeting within 7 duty days after returning from an assessment.

3. The AIA-Assessed Unit:

3.1. Provides the IG team with a Unit Self Assessment (USA) no later than 30 days prior to the team arriving at the unit. For USAs more than 6 months old, include updated data and information. The minimum format for the USA package is provided in attachment 2.

3.2. Provides a 20-30 minute unit briefing during the in-brief. This briefing includes, at a minimum, unit mission, special tasks and relationships with non-USAF agencies, current C-level, any noteworthy areas, and significant problems.

3.3. Accomplishes team support requirements identified in attachment 1.

3.4. Distributes the QAFA report according to instructions provided by the IG no later than 10 duty days after departure of team.

3.5. Schedules two IG Fraud, Waste, and Abuse personal conference periods during the assessment period. These periods must be prominently advertised prior to the IG arrival. One of the two periods must be schedule at a location outside the unit's facility. The location should have a small reception area for screening interviews and a private office for the interview.

3.6. Provides an executive assistant (trusted agent), E4 or above, for the duration of the assessment.

PAUL R. SCHAFFENBERGER

Colonel, USAF

Inspector General

THE AIR INTELLIGENCE AGENCY INSPECTOR GENERAL SUPPORT REQUIREMENTS

A1.1. Team Support. The Air Intelligence Agency Inspector General (HQ AIA/IG) team support requirements varies by unit. The notification message specifies any unique requirements not listed below. Units provide:

A1.1.1. Work Areas. The IG team requires an unclassified work area capable of accommodating the entire IG team. Units will ensure that the area has a conference table or similar arrangement and at least two telephones with DSN (Defense Switching Network) access.

A1.1.2. Accommodations. The standards outlined in AFI 34-601, Air Force Lodging Program Management, are required for accommodations.

A1.1.3. Vehicle Requirements. A notification message specifies vehicle requirements. If government vehicles are not available, the IG provides funding to the unit to arrange for rental vehicles. The IG team requires a reserved parking space at the unit and work area.

A1.1.4. Equipment and Supplies. The IG team requires the following items.

A1.1.4.1. Equipment:

Desktop Computer       1    

Printers HP Laser Jet  2    
III or IV                   

Copier                 1    

Surge Protectors       6    

Safe (2 or 4 drawers)  1

A1.1.4.2. Supplies:

Dictionaries                   2     

Tongue and Quill               1     

Telephone Directories (Unit,   1     
base, local)                         

Staplers                       2     

Stapler remover                1     

Pencils (box)                  1     

Masking Tape (roll)            1     

Flip Chart with stand          1     

Paper (box)                    1     

Burn Bags                      10    

Paper Clips (box)              1     

Note pads (8 1/2 inch by 11    10    
inch)                                

Scissors                       2     

Pens (one red and one black    2     
box)                                 

2-hole paper punch             1     

3-hole paper punch             1

UNIT SELF ASSESSMENT PACKAGE FORMAT

A2.1. Unit Self Assessment Package. Provide a hardcopy and disk copy in either MS Word 6.0, Word for Windows 2.0, or Wordperfect.

A2.1.1. Section 1:

Overview (limited to seven pages).
Mission description.
Organizational chart.
Roster of key personnel and USA team.
External customers and suppliers.
Product and services provided to external customers.
Key processes

A2.1.2. Section 2. Unit Self Assessment--include information on each Quality Air Force Criteria (QAFC) area.

A2.1.3. Section 3:

Higher Headquarters Issues
Special Interest Items

A2.1.4. Section 4. Unit Master Plan (current version).

A2.2. Additional Requirements. Provide the following information and, or, copies of documents:

Memorandum of Agreements and Memorandums of Understanding (MOA/MOU).
Host Tenant Support Agreement (HTSA).
Manpower (authorized and assigned).
Financial (expenditures, previous and current year).