The Army Family Action PlanThe Army Family Action Plan

Title:

Scope:

Issue #1

Recommendation:

MCAAP AFAP Training for 3 December 2009 Conference

• AFAP – Purpose and conference objectives • Conference due out schedule• Roles, responsibilities, and techniques ---

delegates, observers, subject matter experts and workgroup team members

• Resources to help you write successful issues• Issue development

AgendaAgenda

ARMY FAMILY ACTION PLAN PLANARMY FAMILY ACTION PLAN PLAN The People’s Priorities

Began as spouse action groupsExpanded to cover all Army demographics

Identified HQDA-level issues via national symposia (1980-1982)Became a three-level, grass roots process to identify and

resolve issues at installation, mid-level (Command), and HQDA levels

First Army sponsored HQDA AFAP Conference in July 198325 years of success; annual AFAPs at all levels

Original guidelines in a DA Pamphlet (1984)Now an Army Regulation (AR 608-47)

Primary focus in 1983: Family Support & Relocation2007 HQDA AFAP Conference issues: 28% related to

Family Support; 32% address mobilization/deployment

AFAP’s EvolutionAFAP’s Evolution

A F A P

A F A P

A F A P… addresses the demands of Army life by identifying

quality of life “hot spots” as the Army transforms and fights the Global War on Terrorism.

… demonstrates that Army leaders care about the people who make up the Army Family.

… the Army’s primary tool to communicate to leaders issues of importance to Soldiers, Retirees, Family members and DA civilians.… the “people’s perspective” of adjustments and improvements that will increase recruitment, retention, work-life satisfaction.

What Keeps AFAP RelevantWhat Keeps AFAP Relevant

Spring (June) GOSC MeetingSpring (June) GOSC Meeting

Army Staff works issuesIn Process Review (Sep)

Fall (Nov) GOSC Meeting

Fall (Nov) GOSC Meeting

New issues addedArmy Staff works issuesIn Process Review (Mar)

HQDA AFAP Issue Resolution(HQDA AFAP GOSC: ARSTAF

resolution of AFAP issues)

Installation/UnitAFAP Forums (October-March)

Installation/UnitAFAP Forums (October-March)

Mid-level (Command) AFAP Conferences

(March-June)

Mid-level (Command) AFAP Conferences

(March-June)

AFAP Issue Submission(AFAP Conferences: Three levels

of issue review/prioritization)

HQDA AFAP Conference

(November)

HQDA AFAP Conference

(November)

New Issues

Issue Updates

HQDA AFAP ProcessHQDA AFAP Process

Medical Relocation Child & Youth0

25

50

75

100

125

150

175

91 Active 422 Completed 112 Unattainable8 Issues Combined

(10%)

29

27

7

Force Support Family Support

132 issues

38

(20%)

14

82

issues

26

14

17

79 issues

25

1021

48 issues

(18%)

102 Legislative changes152 DoD or Army policy/regulatory changes168 Improved programs or services/funding

200

(21%)

(31%)

81

issues

Jan 08 stats

Status of AFAP IssuesStatus of AFAP Issues

1983-2008

633 Issues

• High visibility/wide impact issues TRICARE for Life Distribution of MGIB Benefits to Dependents (active issue)

• Low cost issues with a high quality of life return Convicted Sex Offender Registry OCONUS (active issue) Family Care Plan Provider Access to Installations Creation of Family Readiness Groups

• Timely/relevant issues Traumatic Brain Injury Rehabilitation at Military Medical Centers (active issue) Eligibility for Surviving Spouses Educational Benefits

• Issues that create parallels to civilian standards of living In-state College Tuition (active issue) Audio/Video Surveillance in Childcare Centers Availability of Network and Non-network TRICARE Providers (active issue)

• Costly, impractical, unsupported issues are declared unattainable Relocation of Pets from OCONUS – Lack of support! Retirement Dislocation Allowance -- Costly!

Diversity of AFAP Issues Being Worked at HQDA

1. Availability/timeliness of mental health care2. Frequency of deployments3. Stigma of seeking mental health services4. Inconsistent treatment and tracking of

Wounded Warriors 5. Family Readiness Group training

Strengths Challenges

1. Army Wounded Warrior Program (AW2)2. Army Family Covenant3. Family Readiness Groups (FRG) support

4. Communication with Families 5. Post deployment programs for Soldiers

and Families

This year: 80 issues submitted; delegates prioritized 15 issues

Top conference issues:1. Minimum Disability Retirement Pay for Medically Retired Wounded Warriors2. Traumatic Servicemembers Group Life Insurance (TSGLI) for Post Traumatic Stress Disorder

(PTSD), Traumatic Brain Injury (TBI), and Uniplegia3. Federal Hiring Process for Wounded Warriors4. Health and Wellness Centers5. Access to Medical Care for Non-dependent Caregivers of Severely Wounded Soldiers6. Staffing to Support the Physical Disability Evaluation System (PDES)7. Comprehensive Behavioral Health Program for Children

Tie d

Top five mobilization/deployment/Family support strengths and challenges:

Dec 07 HQDA AFAP Conference Results Dec 07 HQDA AFAP Conference Results

AFAP Issues at www.MyArmyLifeToo.com

Purpose of an AFAP ConferencePurpose of an AFAP Conference

To identify and prioritize

issues impacting Soldier, Family, and

civilian standards of living

to assist Army Leadership

establish priorities for the

transforming Army

• Delegates, representative of command’s demographics, will identify and develop specific, clearly articulated issues that will improve Soldier, Family and civilian standards of living.

• Delegates will recommend end products that will resolve these issues.

• Delegates will brief issues prioritized by their work group at the out-brief. Results of other assessments will be presented. - Mobilization/Deployment/Family Readiness Strengths and

Challenges - Most Valuable Services - Most Critical Active HQDA AFAP issues

• AFAP Staff will submit issues to the FORSCOM Commander for submission to the HQDA AFAP Conference.

• AFAP Staff will disseminate conference results.

AFAP Conference ObjectivesAFAP Conference Objectives

Work Group TimelineWork Group TimelineMCALESTER ARMY AMMUNTION PLANT

AFAP CONFERENCE 3 December 2009

Prior to Conference: Participants please review these training pieces 0700-0730 Open Session establish group norms /divide into groups0730-0830 Review participants roles0830-1000 Groups review, categorize, prioritize issues1000-1130 Delegates start writing issue papers using issue checklist and contact SME’s for clarification to help resolve issues1130-1230 Lunch Break (on site)1230-1400 Group edits issues and completes disposition papers on all issues1400-1500 Finalize issues and identify a spoke person for report out1500-1600 Spoke person reports…. 5 Top Issues as determined by the group 3 Most critical AFAP Issues 3 Most valuable programs/services Mobilization/Deployment/Family Readiness strength and weakness

If it’s a program or service,If it’s a program or service, An AFAP issue can IMPROVE IT

If it’s a policy or regulation,If it’s a policy or regulation, An AFAP issue can CHANGE IT

If it’s a law, If it’s a law, An AFAP issue can AMEND IT

If there’s a low-cost, creative solution,If there’s a low-cost, creative solution, You should PURSUE IT

Guidance for the DAYGuidance for the DAY

• Conference Staff

• Delegates

• Facilitators

• Recorders/Transcribers

• Issue Support Persons

• Room Managers

• Subject Matter Experts

• Observers

20

06

What do they do??What do they do?? Ensure smooth flow of the ConferenceEnsure issues follow HQDA guidanceStaff final issue papers

How do they do that??Organize materialsCommunicate with groups through FRTI team

Avoids:Avoids:Contributing own ideasNoisy entrances and exits

Conference StaffConference Staff (The Ops Center)

DelegateDelegate

What do I do??What do I do?? • Represent a point of view• Decision maker

““How to”How to”• Respect others opinions and positions• Listen to what others are saying• Remain objective

What to avoidWhat to avoid• Being negative, defensive, forming “alliances”• Spending too much time on individual stories• “Rank” & “Position”

What can I do to improve life for Soldiers &

families??

FacilitatorFacilitator

What’s my job?What’s my job? • Neutral steward• Activity director -- keeps group on course• Protector/cheerleader/helper

How do I do that?How do I do that?• Define everyone’s role• Establish and enforce ground rules• Positive, flexible, supportive• Call on SMEs

What should I avoid?What should I avoid?• Evaluating or contributing ideas• Talking too much!• Rushing the group

What’s my job?What’s my job? • Group “Memory”• Captures group’s ideas• Helps group focus

How do I do it?How do I do it?• Capture key words and basic ideas• Large, clear print -- be creative (use color)

What should I avoid?What should I avoid?• Contributing your own ideas (or using body language)• Writing every word -- don’t worry about spelling

RecorderRecorder

What’s my job?What’s my job? • Transcribe daily discussions• Complete Final Issue Papers • Prepare Report Out slides

How can I do that?How can I do that?• Capture discussion points • Use templates provided for final products

AvoidAvoidContributing your own

ideas

TranscriberTranscriber

Recorder/Transcriber

What’s my job?What’s my job? • Group “Memory”• Capture group’s ideas• Finalizes Issue Papers

How do I do it?How do I do it?• Capture key words and basic ideas• Large, clear print (butcher block paper & data projector)

What should I avoid?What should I avoid?• Contributing your own ideas (or using body language)• Writing every word or not writing enough!• Stressing over spelling or format

Issue Support Person

What’s my job?What’s my job? • Help work group with ideas/suggestions for clarity• Ensure issue meets AFAP issue criteria• Assisting with issue dispositions

How can I do that?How can I do that?• Establish a “strategy” for providing information to group• Be positive & encouraging--not authoritarian • Use Issue Update Book and Issue Checklist • Take notes as delegates discuss issues – capture terminology

What should I avoid?What should I avoid?• Stepping into the facilitator’s role• Contributing your own ideas; writing the issue yourself

Room ManagerRoom Manager

What’s my job? • Coordinate logistical needs• Assist with conference due outs

How can I do that?• Act as liaison between Group and Conference Staff• Coordinate review of issue papers and slides• Transport papers and files in and out of the workgroup

What should I avoid?• Contributing your own ideas• Noisy entrance and exit

Subject Matter ExpertSubject Matter Expert

How do I help? • Provide information. (Know when you “don’t know”)• Must be asked to address each issue

How can I do that?• Remain positive and helpful; be open to ideas • Suggest alternative approaches or end products • Assist with terminology when writing issues

What should I avoid?• “Dictating” -- role is to advise• Being defensive or negative• Trying to “beat the system”: Volunteering to work the

issue “offline”; suggesting an issue not be prioritized because it is in staffing, is a legislative proposal, etc.

Observer

Where do I fit in?Where do I fit in? • Watch the discussions

How can I do that?How can I do that?• Remain quiet as a• Share your opinions with the Facilitator or Issue Support Person – not the delegates

What should I avoid?What should I avoid?• Contributing ideas or showing body language• Noisy entrances and exits

Levels of Consensus

Low – “My voice was heard, the decision is not my preference; I will not oppose the decision”.

Moderate – “My voice was heard; the decision process was fair; I can live with the process and will do what I can to support it.”

High – “I fully support the decision”

Look for the solution the group can live with!

It’s natural to have differences of opinion

Don’t change your mind to avoid conflict not everyone will be completely satisfied

Know when to “let go”

Avoid arguing your own ideas

Avoid win/losediscussions - look for middle ground

Ranking can be done by:• Consensus: Group agreement (head nod)• Vote

– Closed or Open vote (ballot; show of hands; stickers on butcher block papers; grid, etc.).

– Weighted or unweighted vote-- Equal-weight vote: Each delegate votes for Top 3 or 5-- Weighted vote (delegate’s top issue gets more “voting points”)

Prioritizing IssuesPrioritizing Issues

• Work groups will decide on the first day how they will prioritize or rank issues - not a facilitator or FRTI decision.• No work group will rank issues the first day

Task: “Rank” issues from most to least important.

Conference Results/Report OutConference Results/Report Out

X

Spokesperson for each Work Group reports out:Spokesperson for each Work Group reports out:

Issues prioritized by their workgroupIssues prioritized by their workgroup

Slides will identify delegate’s vote:Slides will identify delegate’s vote: Slides will identify delegate’s vote:Slides will identify delegate’s vote:

Top Five Conference IssuesTop Five Conference IssuesMost critical active AFAP issuesMost critical active AFAP issuesMost Valuable Programs/servicesMost Valuable Programs/servicesMobilization/Deployment/Family Readiness Mobilization/Deployment/Family Readiness Strengths and WeaknessesStrengths and Weaknesses

AFAP Issue Development

Why do we have to be trained?I thought you wanted “our voice”?

TitleTitle

ScopScopee

RecommendatiRecommendationsons

Pay attention and you avoid the “rewrites”!

Pilot: Something loose in cockpit.Solution: Something tightened in cockpit.

Pilot: Noise under instrument panel. Sounds like a midget pounding on something with a hammer.

Solution: Took hammer away from midget.

Pilot: Evidence of leak on right main landing gear.Solution: Evidence removed.

Clarity!Clarity!

Resources

• Conference Work Book

• Issue Development Checklist

• Issue Update Books

• Issue Development Training

• Subject Matter Experts

• Work Group Management Team

Issues and Information

Issue Papers Problem statement & recommendation

Subject Matter Experts Information/alternative approaches

Who’s the advisor? Who’s the decision maker?

Issue

Info

Issues Dispositions Sheets

Issues Disposition Sheets must be completed for each conference issue.

AFAP Issue Criteria

• Issue has broad impact and is within the purview of this Command, HQDA or DoD to influence.

• Issue is attainable after considering current political and resource environment.

• Issue has a measurable objective with an identified end product.

• Issue does not duplicate an active HQDA AFAP issue or an issue that has been addressed in the past 3 years.

• Summarizes the issue.• Is short -- but not so short that the

content is not defined.• Is not a sentence – and contains

no verbs• Does not place a “value” on the

subject.• Includes demographic group, if

appropriate.

What‘s it allabout?

TitleTitle

You don’t have to write the title first!

Sample TitlesSample Titles

“Allowing use of Thrift Savings Plan (TSP) for Family Members of a Deceased Soldier”

“Inconsistent TRICARE Coverage and Entitlements by Regions”

“Soldier’s Extended Family Members”

“Financial Counseling for Survivors“

“Social Security Numbers on Dependent ID Cards”

• A paragraph with at least 3 sentences: 1. Statement of the problem 2. Validation -- facts or information 3. Impact – why it’s important

• Is understandable to an outsider.

• Identifies one valid problem.

• Is NEVER one sentence long!

ScopeScope

Hint: At least 3 sentences: what’s the problem,

how & who it affects, why it’s a problem!

Watch out for these pitfalls!

Invalid or over-exaggeration of the “statement of the problem” Example: “The public affairs office in Iraq is releasing casualty information such as units, location and numbers before Next of Kin is notified.” (Implies that public affairs is releasing detailed casualty information prior to Next of Kin notification)

Strong statements are allowed if relevant to the issue – and can be validated.

Example: “The transfer enrollment process between TRICARE regions is time consuming and redundant. (Issue goes on to explain what is time consuming and redundant)

Not enough definitionExample: Current dental plan only offers one plan for service member dependents. Current plan is preventive in nature and does not allow for service members to obtain corrective procedures for his or her Family to best meet their needs. (Define corrective procedures)

End with Impact – don’t Over-react!

Space Available Travel for Unaccompanied Dependents …Furthermore, a positive change will enhance recruiting and retention of military Families at no additional expense to the government. (Does it?)

Social Security Numbers on ID Cards (three choices)

… Displaying the complete Social Security Number increases the risk of identity theft to all military ID card holders.

… All categories of ID card holders are affected.

… Removing this information will curtail ID theft and reduce emotional stress for all ID card holders.

Impact Sentence

Scope: The POVs of deployed Soldiers are currently stored outside without maintenance, leaving them exposed to the elements. In comparison, Soldiers with hardship assignments are provided or reimbursed for professional storage of vehicles. The POVs of deployed Soldiers incur property damage because of the lack of maintenance, exposure to the natural elements, and criminal activity.

Title: Privately Owned Vehicles (POV) Storage for Deployed Soldiers

Sample Scope

Note: Repetition of demographic group (deployed Soldier) and topic (POV Storage)

?

• Tell what you want – not how to make it happen.

• Start with a strong, descriptive verb; end with a measurable end product.

• Focus recommendations on one topic – resolvable by one lead agency

• Three (preferably fewer) recommendations.

• Consider writing the recommendation first.

“Whadda ya want?”

AFAP RecommendationsAFAP Recommendations

Explanations belong in the Scope.

Create

Provide

Authorize

Assign

Develop

Prepare

Publish

Require

Eliminate

Monitor

Encourage

Survey

Review

Seek

Consult

Coordinate

Explore

Request

Which column lists the “strong action verbs”?

Enforce Army-wide standards of Family housing. (Action verb? Is this end product measurable?)

Relook barracks occupancy calculation. (What do you want?)

Amend Title 5, United States Code, Subsection 8904 to add dental and vision coverage benefit options. (Say what you want, not how to do it.) (For whom? Identify demographic group if applicable)

Remove sponsor’s full SSN from Family Member ID card.(Clearly identifies the end product.)

AFAP Recommendations Tell what you want and for whom – not how, not why!

Always think end product – what will be the result.

TITLE: Army Installation Playgrounds

SCOPE: Many playgrounds on Army installations do not meet their respective safety standards. As a result, some sections of the playgrounds are unavailable for use or entire playgrounds have been closed. Safety violations pose a significant threat to the safety and well-being of our children. (Statement of problem says that playgrounds are unsafe; clarification sentence says playgrounds are closed/unavailable. What’s the problem with closing unsafe playgrounds? )

RECOMMENDATIONS:1. Assign each Installation Safety Office full responsibility of inspecting all post playgrounds on a yearly basis. (If the problem is that they are unsafe, is the solution to inspect them?)2. Ensure all Army installation playgrounds are in compliance with their respective safety standards. (Ensure?? Is this measurable? Recommendation should be what you want to happen.)

Training Example

Number One issue from the 2007 HQDA AFAP Conference

Issue #621: Minimum Disability Retirement Pay for Medically Retired Wounded Warriors

Scope: Wounded Warriors involuntarily separated from the military often encounter financial hardships due to the current disability retirement pay rates. Wounded Warriors with a disability rating of 30% or higher receive a disability retirement. The amount is based on years of service, rank, and the rating percentage (10 USC, Sec.1401), which may be below the national poverty level. Insufficient financial support causes undue additional strain on both Servicemembers and Families already coping with their medical conditions.

Recommendation: Award disability retirement pay for Servicemembers with a 30% or higher disability rating equal to the retirement pay of an E-6 with 10 years service or current entitlement, whichever is higher.

AFAP Issue Paper

Note: Repetition of demographic group and topic – in Title, Scope Recommendation.

What do you remember? Tell me two things about the:

Will your issue be understood by someone who was not in your

workgroup?

TitleTitle

ScopeScope

RecommendationsRecommendations