COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

Transcription

1 BY ORDER OF THE SECRETARY OF THE AIR FORCE AIR FORCE INSTRUCTION AIR FORCE SPACE COMMAND Supplement 688TH CYBERSPACE WING Supplement COMPLIANCE WITH THIS PUBLICATION IS MANDATORY 22 NOVEMBER 2016 Special Management THE AIR FORCE INSPECTION SYSTEM ACCESSIBILITY: Publications and forms are available on the e-publishing website at for downloading or ordering RELEASABILITY: There are no releasability restrictions on this publication OPR: 688 CW/IG Certified by: 688 CW/IG (Mr. Steven D. Revels) Pages: 7 This supplement implements and extends the guidance of Air Force Instruction (AFI) , The Air Force Inspection System, and Air Force Space Command Supplement (AFSPCSUP) , The Air Force Inspection System. This supplement applies to the 688 CW and its subordinate units. It does not apply to the Air National Guard and the Air Force Reserve. Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using the AF Form 847, Recommendation for Change of Publication; route AF Forms 847 from the field through appropriate functional s chain of command. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with Air Force Manual (AFMAN) , Management of Records, and disposed of in accordance with Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS) located at

2 2 AFI90-201_AFSPCSUP_688CWSUP 22 NOVEMBER (Added) 688 CW and subordinate units will utilize 688 CW Form 1, Inspector General Evaluation Management System (IGEMS) Deficiency Closure Request, to recommend closure of IGEMS deficiencies to the closure authority. This form is external to IGEMS; however, the information it contains should be what is already resident in the associated IGEMS deficiency file. Once signed and approved, the deficiency is closed out in IGEMS and the digitally-signed form becomes part of the unit s record set for the inspection. MICHELLE L. HAYWORTH, Colonel, USAF Commander

3 AFI90-201_AFSPCSUP_688CWSUP 22 NOVEMBER References Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION AFI , Authentication of Air Force Records, Certified current 21 July 2016, 3 August 2011 AFI , Publications and Forms Management, 1 Dec 2015 AFMAN , Management of Records, Incorporating through Change 2, Certified Current 21 July 2016, 1 March 2008 Prescribed Forms (Added) 688CW Form 1, Inspector General Evaluation Management System (IGEMS) Deficiency Closure Request (Added) Adopted Forms (Added) AF Form 847, Recommendation for Change of Publication Abbreviations and Acronyms 688 CW 688th Cyberspace Wing AFI Air Force Instruction AFMAN Air Force Manual AFRIMS Air Force Records Information Management System AFSPC Air Force Space Command AFSPCSUP Air Force Space Command Supplement CAP Corrective Action Plan CIMB Commander s Inspection Management Board FAM Functional Area Manager IG Inspector General IGEMS Inspector General Evaluation Management System MGA Major Graded Area OCR Office of Collateral Responsibility OPR Office of Primary Responsibility POC Point of Contact RCA Root Cause Analysis RDS Records Disposition Schedule SAPM Self-Assessment Program Manager

4 4 AFI90-201_AFSPCSUP_688CWSUP 22 NOVEMBER 2016 Attachment 17 (Added) 688CW FORM 1: IGEMS DEFICIENCY CLOSURE REQUEST A17.1. (Added) Introduction. Inspection deficiency closure authorities may not have full access to the IGEMS database. As such, any unit requesting closure of a deficiency must extract the data from IGEMS and put it into a format for the closure authority s use. This externalization of IGEMS-resident data typically takes the form of a presentation slide discussed at a Commander s Inspection Management Board (CIMB), with the unit formally requesting closure of the write-up during the CIMB meeting itself and the closure authority verbally authorizing closure. This attachment describes usage of the 688CW Form 1, Inspector General Evaluation Management (IGEMS) Deficiency Closure Request. The 688CW Form 1 is the 688 CWpreferred alternative to externalizing IGEMS data into a presentation slide (or other format) and requesting closure at the CIMB. The form records the closure authority s approval/disapproval decision. A17.2. (Added) General. The 688CW Form 1 formalizes the externalization of IGEMSresident data into a closure authority-accessible format. All pertinent data is annotated on the form and reviewers indicate their concurrence or non-concurrence via digital signatures. Closure authorities then make their final determinations to approve the closure request or disapprove and send it back for additional work. The 688CW Form 1 records what has traditionally been a verbal decision in a format suitable for official Air Force records-keeping purposes. A (Added) Processing the 688CW Form 1. A (Added) A program manager, upon full implementation of the CAP, will request closure of an IGEMS deficiency write-up by filling out the 688CW Form 1, digitally signing it, and routing it through their Self-Assessment Program Manager (SAPM) and commander (plus any higher-level SAPMs, Functional Area Managers (FAMs), and commanders) for closure authority approval. A (Added) When the closure authority is outside the wing (i.e., AFSPC/CC, Department of Defense organization, etc.), the 688CW Form 1 will be routed through the chain of command for signatures up to the Wing CC. After the Wing CC has concurred with closure, the 688 CW/IG will make the appropriate annotations in IGEMS and submit the digitally signed form, along with any other required documentation, to AFSPC/IG in accordance with AFSPC deficiency closure procedures. A (Added) A copy of the electronic, digitally-signed 688CW Form 1 will be added to the respective unit s digital records for the associated inspection report. Digitally-signed forms and records will be maintained according to AFMAN , Management of Records.

5 AFI90-201_AFSPCSUP_688CWSUP 22 NOVEMBER Table A (Added) Block Details for 688CW Form 1. Section I Deficiency Identification Block 1 IGEMS Tracking Enter the IGEMS tracking number of the deficiency. Number Block 2 Deficiency Level Select the deficiency level, as entered in IGEMS. Block 3 Closure Authority Select the closure authority who can authorize closing the IGEMS write-up. For internal inspections conducted by the Wing IG, the closure authority is delineated by the 688 CW Inspector General Business Rules. For external inspections conducted by AFSPC or other entities, the closure authority is designated in the appropriate inspection report. Block 4 Today s Date The date for Today s Date is automatically generated by the form. Section II Unit & Point of Contact (POC) Information Block 5 Unit Enter the name of the unit associated with the IGEMS Block 6 Block 7 Office of Primary Responsibility (OPR) Office of Collateral Responsibility tracking number. Enter the office responsible for the deficiency. If there is an OCR, enter that information here. An example of an OCR would be a host base office tasked with helping to resolve the issue. (OCR) Block 8 Organization POC Enter the name and contact information for the POC at the unit. This information should be the same as that in the IGEMS database. If the POC has changed (i.e., retired or moved to another organization), ensure that information is updated in the IGEMS database as well. Block 9 Corrective Action POC Enter the name and contact information for the Corrective Action POC. Update the IGEMS database if the POC has changed. Section III Deficiency Details Block 10.a. Inspection Type Enter the type of inspection: Wing IG, MAJCOM, or Other. Block 10.b. Other If Other is selected for Block 10.a., enter the name of the organization that inspected the unit. Block 11 Inspection Date Enter the date of the inspection. Block 12 Days Open This block is auto-generated by the form based on today s date and the date of the inspection. Block 13 Major Graded Area (MGA) Select the MGA associated with the deficiency or By- Law, if the write-up is a By-Law non-compliance issue.

6 6 AFI90-201_AFSPCSUP_688CWSUP 22 NOVEMBER 2016 Block 14 Deficiency/Write-up Enter the deficiency exactly as it appears in the IGEMS database (i.e., cut-and-paste). Block 15 Reference Enter the reference citation, such as AFI and paragraph number, given in IGEMS. Section IV Root Cause Analysis (RCA), Corrective Action Plan (CAP) & Steps Taken to Prevent Recurrence Block 16 RCA Enter the RCA information. This block should mirror what is in IGEMS; however, it is a text block and cannot accept graphics. If a fish-bone diagram or other graphical analysis tool is used, describe the analysis process and include an electronic copy of visual tool with the 688CW Form 1. Block 17 CAP Describe the CAP in detail. The CAP should reflect the IGEMS database information. If additional CAP information is created on this form, it must be added to the IGEMS database. Block 18 Block 19 IGEMS Tracking Number Actions Taken to Prevent Recurrence This is an auto-generated block. It automatically copies information from Block 1, Today s Date. The CAP is what was done to correct the deficiency. This block details changes in processes and/or procedures to prevent the non-compliance from happening again in the future. Block 20 Process Actions Describe the milestone dates and activities from completing the RCA, implementing the CAP, and proceeding to this closure recommendation. Section V Coordination Block 21 Safety If the deficiency is a safety issue, the Safety Office must concur with the closure request. Safety s nonconcurrence means additional RCA and CAP actions may be required to correct the issue. If marked nonconcur, a new 688CW Form 1 will have to be routed, and the old form becomes part of the record set detailing the redo. Block 22 Program Managers, Self-Assessment Program Managers (SAPMs), Functional Area Managers (FAMs), and Commanders The Closure Authority selected in Block 3 will enable or disable specific coordination lines in this block. If the deficiency applies to a group, a Wing Staff office, or the 688 CW itself, check the N/A boxes beside the nonapplicable lower-level coordinators (i.e., Detachment Commander, Unit Program Manager, Group SAPM, etc.). Digital signatures are required. Please note, in accordance with AFI , Authentication of Air Force Records, and AFI , Publications and Forms Management, the integrity of digital signatures can only be maintained if retained in the digital format. Printing this form breaks that integrity;

7 AFI90-201_AFSPCSUP_688CWSUP 22 NOVEMBER Section VI Block 23 therefore, printing should be reserved for hand-written proofreading comments during the initial editing phase. Use Block 25 (and the Add another page button) to make additional comments once digital signatures have been placed on the form to maintain digital signature integrity. Closure Authority/ Commanding Officer / Director Decision Closure Authority Comments Additional Page Block 24 IGEMS Tracking Number Block 25 Additional Space for Overflow Comments The Closure Authority annotates the closure determination and makes any remarks regarding the decision. The Closure Authority then enters his/her signature block information and digitally signs the form. This is an auto-generated block. It automatically copies information from Block 1. This blank page is for the requester to continue comments from previous blocks on the form, such as Block 17, CAP, and Block 20, Process Actions. Additional blank pages can be added by clicking the Add new page button. Excess pages can also be deleted by clicking the Delete this page button. Help Page This hidden page is accessed by clicking the Help button on the first page. It gives a brief introduction to the form and displays the table shown in this attachment. The help page is dismissed by clicking the Close Help button. This page does not print and it reverts to hidden upon saving the form.