COMNAVCRUITCOMINST 5040.2R N7 1 Oct 2012 COMNAVCRUITCOM INSTRUCTION 5040.

2R From: Subj: Ref: Commander, Navy Recruiting Command COMMAND INSPECTION PROGRAM (a) (b) (c) (d) SECNAVINST 5040.3 SECNAVINST M-5210.1 COMNAVCRUITCOMINST 5200.1 BUPERSINST 5040.2

Encl:

(1) Sample NAVCRUITDIST Self Assessment Completion Letter (2) Sample NAVCRUITDIST Post Inspection Status Report Report Control Symbol 5040-1

1. Purpose. To promulgate Navy Recruiting Command (NAVCRUITCOM) policies and procedures for the Command Inspection Program per references (a) through (d). 2. 3. Cancellation. Discussion. COMNAVCRUITCOMINST 5040.2Q. The Command Inspection Program shall:

a. Evaluate material readiness, efficiency, and standardization of Navy Recruiting Districts (NAVCRUITDISTs). b. Assist Navy Recruiting Region (NAVCRUITREG) Commanders and NAVCRUITDIST Commanding Officers in improving performance, efficiency, and effectiveness through mission-relevant evaluations and objective recommendations. c. Capture and disseminate best practices and lessons learned; incorporate relevant material into training continuums. d. Establish procedures for NAVCRUITDIST annual self assessments. 4. Policy. The Director of Training and Quality Assurance NAVCRUITCOM (N7) has primary responsibility for the Command Inspection Program. a. Command inspections are conducted to ensure

COMNAVCRUITCOMINST 5040.2R 1 Oct 2012 NAVCRUITDISTs are properly organized, trained, and supported to accomplish assigned missions. The National Inspection Team (N71) shall conduct at least 12 command inspections each year to maintain compliance with the Managers Internal Control (MIC) Program requirements. b. NAVCRUITDISTs shall be selected for short notice inspection by the Commander, Navy Recruiting Command (COMNAVCRUITCOM). NAVCRUITCOM N7 shall provide COMNAVCRUITCOM a recommended NAVCRUITDIST for inspection selection each month approximately 2-3 weeks prior to the inspection start date. NAVCRUITREG Commanders shall advise COMNAVCRUITCOM regarding any additional factors for consideration in NAVCRUITDIST selection, such as regionally identified problem areas, special needs/issues, exigent circumstances, etc. Every effort shall be made throughout the selection process to safeguard recommendation information and avoid advance disclosure or notice to NAVCRUITDISTs prior to official selection and notification. c. Upon COMNAVCRUITCOM decision, NAVCRUITCOM N7 shall notify the NAVCRUITDIST Commanding Officer of selection for inspection by email and phone two weeks before the inspection. The National Inspection Team shall complete an initial evaluation of the NAVCRUITDIST using data/reports in PRIMS, FLTMPS, Web RTOOLS, FASTDATA, and other official systems. This evaluation shall be used in determining programs, departments, and divisions/stations for on-site assessment. These areas shall be included in the inspection on-site in-brief conducted by the Senior Inspector (normally NAVCRUITCOM N7). d. The on-site inspection shall begin with an in-brief for the NAVCRUITDIST Commanding Officer/designated personnel and end with an inspection out-brief. The Senior Inspector shall grade each functional area and the overall NAVCRUITDIST as either "Satisfactory" or "Unsatisfactory". An inspection summary report shall be provided by NAVCRUITCOM N7 as part of the out brief. Schedules permitting, the NAVCRUITREG Commander or Deputy Commander shall attend in-person or via telephone/video teleconference. The detailed written inspection report shall be submitted to COMNAVCRUITCOM, NAVCRUITREG Commander, applicable NAVCRUITDIST CO, NAVCRUITCOM Department Heads/Special Assistants and OIC NAVCRUITCOM ORIENT UNIT within one week of inspection completion. e. Standard inspection checklists shall be used in assessing compliance with established NAVCRUITCOM directives and

COMNAVCRUITCOMINST 5040.2R 1 Oct 2012 evaluating the effectiveness of NAVCRUITCOM-wide policy and support mechanisms. The checklists do not represent policy; rather they are guidelines for assessing compliance with existing policy. The checklists are located at: http://www.cnrc.navy.mil/Publications/directives.htm f. NAVCRUITCOM N7 shall meet with NAVCRUITREG Commanders as part of the monthly Planning Board for Training (PB4T) to discuss command inspection trends, Plans of Actions and Milestones (POA&Ms) progress, upcoming training schedules and NAVCRUITREG training recommendations. g. NAVCRUITDISTs shall complete an annual command inspection self-assessment using the approved Command Inspection checklists. Command inspection by the National Inspection Team does not replace the requirement for each NAVCRUITDIST to conduct a self-assessment every year. Self-assessments should be used as an ongoing evaluation process with portions conducted throughout the year to complete the assessments. NAVCRUTIDIST leadership has broad flexibility to determine the best fit scheduling, periodicity and frequency of internal selfassessments as long as a complete self-assessment of all functional areas is accomplished within the twelve-month period. To count toward the annual self-assessment requirement, each area must be assessed in the twelve-month period from 1 October to 30 September of the current fiscal year. NAVCRUITDIST Commanding Officers shall provide annual self-assessment results no later than 30 September by email to the respective NAVCRUITREG Commander, copy to NAVCRUITCOM N7 and NAVCRUITCOM 00IG, using enclosure (1). 5. Action a. NAVCRUITCOM N7 (1) Implement the command inspection program. (2) Review this instruction frequently and update as necessary to reflect current NAVCRUITCOM policies and procedures. (3) Ensure all command inspection personnel are properly trained to conduct inspections and use required checklists. (4) Conduct an inspection post-brief with the Senior Inspector (when not personally serving in that capacity), NAVCRUITCOM personnel involved in the inspection, NAVCRUITREG

COMNAVCRUITCOMINST 5040.2R 1 Oct 2012 personnel, and specific inspection team members. Inspectors not assigned to headquarters may be included telephonically. This post-brief shall be used to help determine follow-on training requirements, including requests for National Training Team assistance. (5) As part of the command inspection, coordinate with the NAVCRUITDIST and NAVCRUITREG to schedule approved follow-on training as determined during the command inspection and the post-brief. This training should normally be completed within 90 days of the inspection. (6) Coordinate with appropriate NAVCRUITCOM Department Heads or Special Assistants regarding inspection data that indicates a need to review/revise Navy Recruiting policies and/or procedures in their functional areas of responsibility. (7) Provide inspection reports and training plans to NAVCRUITDIST Commanding Officers and NAVCRUITREG Commanders to disseminate best practices and lessons learned. (8) Ensure inspection results are briefed to NAVCRUITREG personnel and NAVCRUITCOM ORIENT UNIT (NORU) subject matter experts to discuss discrepancy trends, provide appropriate field training, and develop/revise curricula as needed. (9) Maintain copies of all completed inspections for three years and monitor recent results for trends. (10) Maintain best practices derived from inspection and training events using the Recruiting Quarterdeck and other social media as appropriate. Recommend training for appropriate personnel as part of the NAVCRUITCOM training plan on recruiting deficiencies, lessons learned and best practices from NAVCRUITDIST inspections. b. Senior Inspector

(1) Responsible for the overall conduct of the command inspection team. (2) Conduct a formal in-brief with the NAVCRUITDIST Commanding Officer and a formal out-brief with the NAVCRUITREG Commander and NAVCRUITDIST Commanding Officer at the conclusion of the command inspection. (3) Provide a summary report to Commander, Navy

COMNAVCRUITCOMINST 5040.2R 1 Oct 2012 Recruiting Command discussing overall findings, significant deficiencies, and the follow on training plan. (4) Ensure the NAVCRUITDIST Commanding Officer is provided the summary command inspection report before the inspection teams departure and the complete written inspection report within one week of inspection completion. c. NAVCRUITCOM Department Heads

(1) Provide subject matter experts to serve as departmental/functional area inspectors as required. (2) Review relevant departmental inspection results, trends and best practices to identify areas for improvement at NAVCRUITDIST, NAVCRUITREG, and NAVCRUITCOM. (3) Provide data requested by NAVCRUITCOM N7 for preassessment; analyze pre-assessment data, provide analysis results and recommendations regarding on-site inspector requirements. d. NAVCRUITREG Commanders

(1) Advise COMNAVCRUITCOM each month on particular NAVCRUITDIST issues and concerns to be considered by the Commander in the inspection selection decision, such as special circumstances, identified problem areas, unusual issues, exigent circumstances. (2) Track corrective action POA&Ms for initial submission to NAVCRUITREG, NAVCRUITCOM N7, NAVCRUITCOM 00IG, required interim reports and required completion of corrective actions. (3) Work with NAVCRUITDISTs on identifying desired training to correct identified deficiencies and submit NAVCRUITREG approved training requests to NAVCRUITCOM N7 for assignment of training resources. (4) Submit follow-up reports as directed by COMNAVCRUITCOM. e. NAVCRUITDIST Commanding Officers

(1) Contact the Senior Inspector for additional guidance upon notification of the upcoming command inspection.

COMNAVCRUITCOMINST 5040.2R 1 Oct 2012 (2) Ensure all IT systems and administrative requirements are in place before the inspection team arrives. (3) Ensure Division Officers and Division Leading Chief Petty Officers responsible for NAVCRUITSTAs being inspected accompany team inspectors. (4) Develop a post-inspection POA&M to document and ensure appropriate action is taken to correct identified deficiencies, with particular attention to immediately addressing any critical items. Submit POA&Ms and POA&M updates to NAVCRUITREG Commander, copy to NAVCRUITCOM N7 and NAVCRUITCOM 00IG4 within 30 days of inspection. (5) Ensure corrective action is taken on all unsatisfactory areas and report status to NAVCRUITREG Commander, copy to NAVCRUITCOM N7 and NAVCRUITCOM 00IG4, within 90 days of the inspection. At a minimum, the report shall address the status of all discrepancies and the progress of ongoing training to correct deficiencies. Enclosure (2) is a sample letter report. Report Control Symbol 5040-1 has been assigned to this reporting requirement. (6) Within 90 to 120 days after completion of an inspection or assessment, coordinate with N7 via NAVCRUITREG to conduct follow-up visit to verify progress on implementation of corrective actions. One inspector will be assigned for each HQ department, division or area graded unsatisfactory during the initial inspection. (7) Submit training requests addressing identified deficiencies to NAVCRUITREG for approval and submission to NAVCRUITCOM N7. (8) Maintain copies of completed command inspections and POA&Ms for three years and monitor for trends. (9) Conduct required annual self-assessments. (R

(R

/s/ N. M. NORBREGA Chief of Staff Distribution: Electronic only, via http://www.cnrc.navy.mil/nrc_directives.htm

COMNAVCRUITCOMINST 5040.2R 1 Oct 2012 Sample NAVCRUITDIST Self-Assessment Completion Letter From: To: Subj: Commanding Officer, Navy Recruiting District XXXXXX Commander, Navy Recruiting Region XXXX COMPLETION OF NAVY RECRUITING DISTRICT XXXXXX SELFASSESSMENT (a) COMNAVCRUITCOM INSTRUCTION 5040.2 (1) Supporting enclosures as required

Ref: Encl:

1. In accordance with reference (a), Navy Recruiting District (NAVCRUITDIST) XXXXX has completed the required annual assessment. The following results are provided: Operations Department Un/Satisfactory Administrative Department Un/Satisfactory Command Career Counselor Un/Satisfactory Overall Field Results: Un/Satisfactory XX of XX Divisions Satisfactory XX of XX NAVCRUITSTAs Satisfactory CMEO Program Un/Satisfactory Command Training Program Un/Satisfactory etc., 2. A POA&M has been developed for all discrepancies noted and corrective actions are being taken. 3. The most recent Command Climate survey was conducted on ____ and the current status is __________ (i.e., focus groups, command briefs, etc.) 4. Significant Manning or Personnel issues:

5.

Significant Mission Concerns:

6.

Significant Support Concerns:

7.

Other Concerns:

Enclosure (1)

COMNAVCRUITCOMINST 5040.2R 1 Oct 2012 8. Training or Assistance requested:

9. NAVCRUITDIST XXXXXX has or does not have the resources necessary to achieve mission. Very Respectfully,

Copy to: NAVCRUITCOM N7 NAVCRUITCOM 00IG

Enclosure (1)

COMNAVCRUITCOMINST 5040.2R 1 Oct 2012 Sample NAVCRUITDIST Post-Inspection Status Report

Report Control Symbol 5040-1

From: To: Subj:

Commanding Officer, Navy Recruiting District XXXXXX Commander, Navy Recruiting Region XXXX NAVY RECRUITING DISTRICT XXXXXX POST-INSPECTION STATUS REPORT (a) COMNAVCRUITCOM INSTRUCTION 5040.2Q (1) Post Command Inspection POA&M (2) Supporting Enclosures as Required

Ref: Encl:

1. In accordance with reference (a), Navy Recruiting District (NAVCRUITDIST) XXXXX was inspected by NAVCRUITCOM N7 on (date) and the following 90-day post-inspection report is provided. 2. A POA&M has been developed for all discrepancies noted and corrective actions were taken. The following items from the POA&M are still open: (list each item and the status) 3. NAVCRUITDIST XXXX requests the following training and or assistance: Very Respectfully,

Copy to: NAVCRUITCOM N7 NAVCRUITCOM 00IG

Enclosure (2)