INWG Subordinate Unit Inspection Discrepancy Tracking Matrix
UNIT:GLR-IN-219Date of Last SUI:Mar 2013 / Next Responses Due: 1 Sep 2014 / Send all updates to:
DISCREPANCY / CORRECTIVE ACTION / STATUS ONLY THE IG WILL MAKE ENTRIES IN THIS COLUMN)
B-1 / CADET PROGRAMS
DISCREPANCY #1: Unit was unable to provide documentation that risk management efforts were being accomplished at cadet activities as required by CAPR 52-16, para 2-1, c. / 10 FEB 2014 We have now established a Risk Management binder; where we will document and discussed risk involved with each actives. This binder will also include our Risk Management Yearly actives.
18 Apr 2018 Documentation provided / CLOSED 18 APR 2014
1 Apr 2014 Please provide example of documentation either in photo or scanned format.
DISCREPANCY #2: The unit did not have a plan for ensuring two senior members had completed Training Leaders of Cadets as required by CAPR 52-16, para 2-1, c. / 10 Feb 2014 No response provided / CLOSED 28 JUN 2014
DISCREPANCY #3: The appropriate Character Development forums are not being conducted in accordance with CAPR 52-16, para 1-7, d, 2, b. / 10 Feb 2014 We have now established a Character Development Day for each month and a binder to document each lesson learned. Each month we read; discuss and ask questions from Pamphlet - P265-2. After we’ve worked each lesson everyone participates in a group discussed.
18 Apr 2013 Documentation provided. / CLOSED 18 APR 2014
1 Apr 2014 Please provide example of completion such as a sign in sheet or a printed lesson plan with date lesson was taught.
C-1 / OPERATIONAL MISSION MANAGEMENT
DISCREPANCY #4: The unit does not have an appointed “Alerting Officer” in accordance with CAPR 60-3, para 1-5, b, (6) and INWG Plan 60-2, para 3, b. / 10 Feb 2014 The unit has now assigned Lt Bart Wagal as our Alerting Officer.
18 Apr 2014 Provided response that Alerting Officer was appointed / CLOSED 28 JUN 2014
1 APRIL 2014 Appointment is not evident in e-Services duty assignment module. Please provide documentation
18 April 2014 No alerting officer is appointed in eServices and the alerting officer is not reflected in the unit organizational chart (note, Wing has template organizational charts for units at which may make this easier
C-2 / COMMUNICATIONS
DISCREPANCY #5: The unit did not complete annual Communications inventories for 2013 on the timeline required by Indiana Wing. 2014 inventories must be completed on time to close this finding. / 10 Feb 2014 We have marked our calendars and our working on completing all inventories in a timely manner. / CLOSED
Inventories for IN219 were completed before the 30 Nov 2013 deadline.
DISCREPANCY #6: Assigned “Portable Radio-VHF, CAP Asset Tag 20289746” was incorrectly assigned in ORMS to a unit member while it was actually stored in the unit storage cabinet in violation of CAPR 173-1, para 1-6, k, 1. / 10 Feb 2014 This has been corrected on our Annual Inventory Sheet List / CLOSED 1 APR 2014
D-1 / PROFESSIONAL DEVELOPMENT
DISCREPANCY #7: The unit does not maintain a test inventory log in violation of CAPR 50-4, para 1-4. / 1 Feb 2014 This has now been updated.
18 April 2014 Photo of log was provided. / CLOSED 28 JUN 2014
1 Apr 2014 Please provide example in scanned or photo format.
18 April 2014 Log needs to match CAPR 50-4, Attachment 2 in format.
DISCREPANCY #8: The unit could not document appropriate changes of locking procedures as described by CAPR 50-4, para 1-5. / 1 Feb 2014 No response
18 April 2014 Photo of Log was provided / CLOSED 28 JUN 2014
1 Apr 2014 Please provide photo
18 April 2014 Log did not reflect documented change of testing procedures.
DISCREPANCY #9: Unit could not demonstrate storage of testing materials in an appropriate cabinet as required by CAPR 50-4, para 1-5. / 1 Feb 2014 All testing materials locked safe inside an appropriate cabinet.
18 Apr 2014 Photo of locking area provided. / CLOSED 18 Apr 2014
1 Apr 2014 Please provide photo clearly showing correct locking and storage in accordance with CAPR 50-4, para 1-5.
D-3 / FINANCE
** DISCREPANCY #10: The unit commander is serving as the unit finance officer in violation of CAPR 173-1, para 8. / 1 Feb 2014 This has been assigned to Lt Molly Reynolds. / CLOSED 18 APR 2014
1 April 2014 The unit is showing two primary Finance Officers appointed in e-Service (Wigal and Reynolds). Please clear up this discrepancy.
18 april 2014 CLOSED
DISCREPANCY #11: The Wing was not notified in writing within 30 days of the appointment of a new Finance Officer as required by CAPR 173-1, para 8. / 1 Feb 2014. This has been updated. / CLOSED
1 Apr 2014 Please provide documentation
28 Jun 2014
DISCREPANCY #12: There was no documentation the Finance Officer was reappointed within 30 days of the change of command as required by CAPR 173-1, para 8. / 1 Feb 2014 No response / CLOSED
28 JUN 2014
DISCREPANCY #13: There was no documentation of Finance Committee meeting or that meetings were held quarterly as required by CAPR 173-1, para 9, c, 8. / 1 Feb 2014 This is now being held quarterly with appointed senior members and signatures are now present on each finance sheet.
18 April 2014 Copy of Finance Committee Minutes provided. / CLOSED
1 Apr 2014 Please provide documentation by providing meeting minutes.
18 April 2014 Clarification. Please provide minutes showing at least one meeting per quarters for two different quarters.
28 JUN 2014
DISCREPANCY #14: The unit did not conduct a quarterly reconciliation of the unit budget as required by CAPR 173-1, para 9, c, 9. / 1 Feb 2014 This is being done during our quarterly meetings
18 april2014 Copy of validated budget was provided. / CLOSED 28 JUN 2014
1 APR 2014 Please provide documentation.
18 April 2014 CLARIFICATION. Please documentation showing that the quarterly budget was validated at least once per quarter for two different quarters.
DISCREPANCY #15: The unit could not provide documentation that the CAPF 171, Unit Commander’s Financial Disclosure Statement, was completed and submitted in violation of CAPR 173-1, para 30, b. / 1 Feb 2014 No Response / CLOSED 28 JUN 2014
eServices reflects the unit has completed this report.
DISCREPANCY #16: The unit could not provide documentation that a new Finance Committee was formed within 30 days of the commander assuming command as required by CAPR 173-1, para 9, c. / 1 Feb 2014 No Response / CLOSED 28 JUN 2014
Finance Committee members are noted in the Finance Committee minutes.
D-4 / ADMINISTRATION
DISCREPANCY #17: No formal file plan was established in violation of CAPR 10-2, para 2 and it was not able to be determined if essential written records, such as meeting minutes, financial reports, and committee appointments are being maintained in accordance with file storage instructions required by CAPR 10-2, Attachment 1. / 1 Feb 2014 All records are now kept in a lock filing cabinet. Signatures are required on all essential written records.
28 Jun 2014 No response provided / OPEN
1 APR 2014 Unit must provide file plan in format found in CAPR 10-2 to close this finding.
D-5 / PERSONNEL
DISCREPANCY #18: The unit has no posted, current organizational chart (CAPR 20-1, para 3, b and Fig 16). / 1 Feb 2014 The unit has now established a current organization chart
18 April 2014 New Organizational Chart provided. / CLOSED 18 Apr 2014
1 APR 2014 Please provide photo of current organizational chart and where it is posted in the unit.
DISCREPANCY #19: Required Promotion Board was not appointed (CAPR 35-5, para 1-10, a). / 1 Feb 2014 The unit has now established a current Promotional Board / CLOSED 28 JUN 2014
1 Apr 2014 Please provide a copy of the Promotion Board appointment orders.
DISCREPANCY #20: Required Awards Board was not appointed (CAPR 39-3, para 7). / 1 Feb 2014 The unit has now established a current Awards Board / CLOSED 28 JUN 2014
1 APR 2014 Please provide a copy of the Awards Board appointment orders.
D-6 / PUBLIC AFFAIRS
DISCREPANCY #21: The unit PAO has not developed plans and procedures for external promotion of key events, as directed by CAPR 190-1 para 7b (3). / 1 Feb 2014 No response provided / CLOSED 28 JUN 2014
Documentation provided
DISCREPANCY #22: The unit PAO has not submitted any news releases to higher headquarters, as directed by CAPR 190-1 para 7c (2). / 1 Feb 2014 No response provided
Jun 2014 No response provided. / CLOSED 28 JUN 2014
Discrepancy no longer current under existing SUI system.
DISCREPANCY #23: The unit PAO has not developed, implemented or evaluated an annual Public Relations plan, as directed by CAPR 190-1 para 7. / 1 Feb 2014 No response provided / CLOSED 28 JUN 2014
Plan provided
DISCREPANCY #24: The unit PAO has not prepared or had approved a PA Crisis Plan, as directed by CAPR 190-1 para 7a (3). / 1 Feb 2014 No response provided / CLOSED 28 JUN 2014
Plan provided
DISCREPANCY #25: The unit PAO does , not maintain a media contact list, nor has attempted to meet with local media, as directed by CAPR 190-1 para 7b (2) / 1 Feb 2014 No response provided
Jun 2014 No response provided / OPEN
D-7 / SUPPLY
DISCREPANCY #26: The unit did not complete their annual inventory in the timeline required by Indiana Wing. 2014 inventories must be completed on time to close this finding. / 1 Feb 2014 This has been corrected / CLOSED
Inventories for IN219 were completed before the 30 Nov 2013 deadline.
DISCREPANCY #27: Dell E5520 Laptop CAP Asset Tag #142859 was not correctly assigned in ORMS to the individual who had possession of the item. / 1 Feb 2014 No response
Jun 2014 No response / OPEN
DISCREPANCY #28: The unit utilizes locally generated CAP Form 111a instead of the online CAPF 111a as required by CAPR 174-1, para 2-13. / 1 Feb 2014 No response
Jun 2014 / CLOSED 28 JUN 2014
This discrepancy is no longer relevant under the new tracking system
E-1 / COMMANDER
DISCREPANCY #29: The Commander did not recruit and appoint sufficient staff to provide proper administration of unit programs and activities in violation of CAPR 20-1, pages 27 and 28. / 1 Feb 2014 We have added 3 more senor member to our unit and will continue to add more. / CLOSED
1 Apr 2014
DISCREPANCY #30: The Commander listed himself as a Finance Officer for the unit in violation of CAPR 173-1, para 8. / 1 Feb 2014 This has been corrected.
18 April 2014 eServices entry corrected. / CLOSED 18 APR 2014
1 April 2014 The unit is showing two primary Finance Officers appointed in e-Service (Wigal and Reynolds). Please clear up this discrepancy.
18 April 2014
DIS CREPANCY #31: While sufficient paper records exist to meet most program requirements, no file plan was available for the unit to ensure continuity (CAPR 10-2). / 1 Feb 2014
This has been corrected and all paperwork has now been marked and filed.
Jun 2014 No update provided / OPEN
1 APR 2014 Unit must provide file plan in format found in CAPR 10-2 to close this finding.
DISCREPANCY #32: The Commander was unable to document completion of mandatory ORM briefings in advance of unit activities as required by CAPR 62-1, para 3, c (3). / 1 Feb 2014 We now have an ORM briefing book; where we log all ORM.
18 April 2014 Documentation provided. / CLOSED 18 APR 2014
1 Apr 2014 Please provide photo or scanned documentation of this book.
DISCREPANCY #33: The Commander was not reflected in the Safety Management System as meeting the “Aircraft Ground Handling Training” recurring training as required by NHQ/DOV Memo “Aircraft Ground Handling Training Requirement” dated 2 Jan 13, para 3. / 1 Feb 2014 No Response
Jun 2014 No Response / OPEN
DISCREPANCY #34: The Commander was unable to document meeting the annual briefing of the CAP Nondiscrimination Policy as required by CAPR 36-1, para 4, d, 2. / 1 Feb 2014 No Response / OPEN
E-2 / SAFETY
DISCREPANCY #35: The Safety Officer was not assigned to work directly for the unit’s Commander in violation of CAPR 62-1, para 3a. / 1 Feb 2014 The unit Safety Officer now reports directly to our Commander\
18 apr2014 New Org chart provided. / CLOSED 18 Apr 2014
1 Apr 2014 Please make sure this is clearly documented on the Organizational Chart which you will provide.
18 April 2014 Organizational Chart Provided reflecting Safety Officer reporting structure.
DISCREPANCY #36: The unit was not able to demonstrate compliance with requirements for an annual Safety Day and Risk Management training as required by CAPR 62-1, Table 1 and paragraph 4. / 1 Feb 2014 The unit has completed and logged their Safety Day and Risk Management Day.
18 Apr 2014 Handwritten note provided. / CLOSED 28 JUN 2014
1 APR 2014 Please provide copy of report from the Safety Management System reflecting this has been completed.
18 April 2014 This needs to be a print out from the SMS in eServices documenting that this was completed and appropriately logged online
28 Jun 2014 eServices shows the unit as complete.
* Denotes Safety Findings **Denotes potential FWA Findings
*** Denotes Repeat Finding +Denotes HHQ Findings
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