J.8 ATTACHMENT SERVICE COMPONENT.PDF

Mission Service

September 2009 Version 1.2

NCR 001

Version 2.1

September 8, 2009

Acquisition Intern Program Mission Service ii

Table of Contents

1 Overview

1.1 Purpose

1.2 Goals and Objectives

2 Standard Operating Procedures

2.1 Establishment of Mission Service Teams

2.2 Identification and Selection of Mission Service Opportunities

2.3 Mission Service Event Coordination

3 Example Mission Service Opportunities and Contacts

4 Approximate Dates ................................................................................. Error! Bookmark not defined.

5 Roles and Responsibilities

Comment [A1]: Add information regarding ethics considerations

Acquisition Intern Development Program Mission Service

1 Overview

As part of the Acquisition Intern Program, interns will participate in Mission Service activities periodically throughout their internship experience. The Mission Service component of the Acquisition Intern Program allows interns the opportunity to participate in a wide range of efforts to serve veterans and ultimately gain a better understanding of VA's mission, vision, and core values. Team PwC will work with VA and community officials to identify appropriate Mission Service activities for intern participation. Additionally, the interns themselves will take an active role in selecting and coordinating Mission Service activities, providing a valuable opportunity for development of teaming and leadership skills.

1.1 Purpose

Incorporating Mission Service activities into the Acquisition Intern Program will enrich the interns' experience in several ways: Participation in veterans' service efforts represents a tangible expression of commitment to VA's mission, exposes the interns to the veteran community, and gives the interns hands-on experience with the services VA provides. Additionally, planning and executing Mission Service activities will foster team building and leadership skills and will strengthen the interns' sense of unity and community as part of the program.

1.2 Goals and Objectives

The Mission Service component of the Acquisition Intern Development Program has the following goals and objectives:

Develop leadership and organizational skills through involvement in event planning, coordination, and execution

Provide a better understanding of VA's mission, vision, and core values

Promote team building and strengthen the interns' sense of unity and community as part of the program

Achieve greater organizational context through exposure to VA services and facilities

2 Standard Operating Procedures

The following are standard operating procedures for the identification, selection, coordination and management of Mission Service activities as part of the Acquisition Intern Development Program.

2.1 Establishment of Mission Service Teams

During the Mission Service initial class the interns will be divided into 4 teams

Each of these teams will be responsible for organizing, planning and executing a mission service event over the course of the first year of the program

Each team will consist of 7 to 8 interns from the 2009 class as well as 6 to 7 members of the 2008 class to create teams that have approximately 14 members each.

Interns will assign each member of the team to a position on the team staff.

Intern participation in the planning and management of Mission Service opportunities will promote and develop teaming and leadership skills and enrich the interns' experience in the program.

Mission Service teams will be supervised by a member of the PwC team and the Program Vice-Chancellor, who will monitor planning progress and provide guidance to the Committee as necessary.

Participation in the mission service activities will be incorporated into the individual development planning and performance evaluation processes for interns.

The Mission Service teams will establish planning meetings and conduct formal In Progress Reviews (IPRs) with Team PwC and the Vice-Chancellor.

2.2 Identification and Selection of Mission Service Opportunities

Each Mission Service Team will identify potential opportunities during the initial Mission Service brief.

Teams will work with the veterans' service community in the Washington-Baltimore metropolitan region to identify a variety of potential Mission Service opportunities

After the completion of the Mission Service intro class each team will make contact with their potential opportunities and narrow their selection to one Mission Service Project.

Selection of Mission Service events should be based on alignment with the component goals and objectives as described in Section 1.2, as well as timing considerations pertaining to the program schedule.

Ideally, Mission Service activities selected will provide interns diverse exposure to the programs and services provided by VA and Veterans Service Organizations.

The Committee will present selected Mission Service activities to Team PwC and the Vice- Chancellor for approval.

2.3 Mission Service Event Coordination and Planning

The following are general activities to be completed by the Mission Service Team during the eight week period preceding each Mission Service activity. NOTE: No intern will spend any greater than 40 hours on Mission Service activities (including planning and execution).

Additionally, No VA Acquisition Academy funds will be used towards the preparation or execution of Mission Service activities.

These activities and their timing will vary depending on the specific Mission Service event being coordinated:

During Mission Service Intro Class o Determine teams and assign approximate mission service dates to each team o Conduct initial research and develop mission service opportunities o Develop organizational chart and assign positions and responsibilities to team members o Begin construction of task/ activity list and forming the project schedule.

Estimate number of hours required for each activity and assign a date for these items to be completed.

No intern will spend any greater than 40 hours on Mission Service activities (including planning and execution)

8 weeks before the event:

o Finalize selection of mission service event and submit to Team PwC representative for approval o Confirm who the Mission service point of contact is for the event. Ensure team members have contact information for this individual.

o Create a written project plan.

Plan should include details like

- Description of the event/ concept

- Who will be involved in each aspect of the event

- Where the event is taking place

- How interns will get to the event

- What kinds of supplies will be required

- If any funding will be required

- Event timeline

- Identify milestones and responsible members

- All necessary coordinations

- Phone/ email rosters o Work with the mission service point of contact to confirm critical details for the event including venue, date, time and number of personnel needed.

o Confirm with the Mission Service point of contact any key milestones/deadlines for the event as well as participant requirements such as orientation, paperwork, documentation, etc.

o Create a Mission Service event planning calendar that includes any key milestones/deadlines as communicated by the Mission service point of contact.

6 weeks before the event:

o Brief Team PwC contact on your project plan and conduct IPR #1. Vice Chancellor may also choose to review/approve project plan at this stage.

o If applicable, work with the Mission Service point of contact to schedule an orientation, and obtain any required paperwork or documentation.

o If applicable, schedule a time for the team to conduct a walk-through the event location and meet with the Mission Service point of contact in person.

o Confirm compliance with the event planning calendar and make any additions/updates as necessary.

o Schedule IPR #2.

4 weeks before the event:

o Actively recruit participants for the event. Prepare an official communication to the intern class including key details about the event such as purpose and objectives, background information, duties, and logistical information (event date, time, location, etc).

o Work with the Vice-Chancellor to inform any other key CAI or other VA stakeholders about the event.

o Provide any required paperwork to the intern class with a deadline for completion.

o Confirm compliance with the event planning calendar and make any additions/updates necessary.

3 weeks before the event:

o Confirm the list of classmates that will be participating in the event.

o Collect any required paperwork and provide to the mission service point of contact.

o If applicable, work with the point of contact to identify specific Mission Service roles for the event.

o Make sure to consider specific roles for Committee members such as set-up, check-in, photographer, clean-up, etc.

o Based on the event location, confirm potential methods of transportation for classmates to travel to and from the event.

o Confirm compliance with the event planning calendar and make any additions/updates necessary.

2 weeks before the event:

o Conduct IPR #2 with Vice-Chancellor.

o Make changes to Project plan based on Vice-Chancellor guidance.

o Work with the mission service point of contact to document logistical details such as directions, parking, dress-code, area restaurants for personnel to eat lunch, etc.

o Create a "day of event" checklist that includes a detailed timeline and required activities. Ensure all required activities are assigned to an attendee. Confirm this checklist with the mission service point of contact.

o Confirm with the mission service point of contact specific details for the day of the event. Discuss required activities and time for event set-up.

1 week before the event:

o Send a final communication to the class with logistical details about the event including arrival and departure times, dress-code, directions, parking information, lunch, etc. If applicable, communicate specific roles to each person.

o Ensure any required supplies are obtained for the event such as nametags, etc.

Confirm which team member(s) are bringing each of the supplies to the event.

o Create and copy any required handouts and signage for the day of the event including "day of event" checklist, directional signage, sign-in sheets, instruction sheets, etc.

o Confirm with the mission service point of contact any final event details.

Day of the event:

o Ensure each item on the "day of event" checklist is complete at the appropriate time to ensure smooth and complete event set-up, management and clean-up.

o Maintain records such as sign-in list, hours of participation, etc.

o Take note of lessons learned for future Mission Service events; what worked well, what could be improved, etc.

o Take photos for historical purposes and/or class website.

Following the event:

o Send a thank you communication to participants as well as the mission service point of contact.

o Solicit feedback on the event.

o Document event lessons learned and best practices for future Mission Service events.

o Organize event details and feedback, and file contact lists and notes for future use.

3 Example Mission Service Opportunities and Contacts

Team PwC has identified the following Mission Service points of contact and will facilitate collaboration between VA and the Mission Service Committee to identify appropriate Mission Service activities for intern participation.

Point of Contact

Organization/ Location Title Phone/Email

Stephanie Burns Washington, DC VA Medical Center

Chief of Voluntary Services

(202) 745-8320 stephanie.burns2@va.gov

Dottie Hough Martinsburg, WV VA Medical Center

Chief of Voluntary Services

(304) 263-0811 x3309 dottie.hough@va.gov

Peter Bartis Library of Congress Veterans History Project

Veterans History Project Senior Program Coordinator for Veteran Organizations

(202) 707-4919 peba@loc.gov

Robert Simpson Way Station, Frederick, MD

Program Manager, Veteran Programs

(301) 662-0099 x3516

Emily Button US VETS AmeriCorps, Washington, DC

Program Director (202) 545-1660 ebutton@usvetsinc.org

Patti Patton- Bader

Soldiers' Angels, Washington, DC

Chairman (615) 676-0239 pbader@soldiersangels.org

Kate Deyermond WRAMC Fisher House, Washington, DC

Fisher House Manager 202-782-3414

Descriptions of example Mission Service opportunities identified by Team PwC include the following:

National Salute to Hospitalized Veterans - Washington, DC VAMC: The DC VAMC recognizes its hospitalized veterans during the week of Valentine's Day. Volunteers assist with visitations and special programs throughout the week. At the conclusion of the week the medical center coordinates a "Casino" day for its veteran patients.

Winterhaven Homeless Stand Down - Washington, DC VAMC: Annual event each January to provide medical screening, employment support, and housing services to eligible homeless veterans and to engage homeless veterans in rehabilitative activities. Volunteers will help by working at "stations" and by supporting the management of the event.

Adopt a Program Volunteers - Martinsburg, WV VAMC: Volunteer groups adopt the Dom Health Maintenance Program Patients and show support such as recognizing birthdays each month on the 1st Wednesday and 1st Thursday with birthday cards and canteen books.

Walter Reed Army Medical Center Fisher House - Washington, DC: Fisher Houses serves as a "home away from home" for families of patients receiving medical care at major military and VA medical centers. The Fisher House Program is a unique private-public partnership that supports America's military in their time of need. The program recognizes the special sacrifices of our men and women in uniform and the hardships of military service by meeting a humanitarian need beyond that normally provided by the Department of Defense and Veterans Affairs. These homes enable family members to be close to loved ones at the most stressful times-- during the hospitalization for an unexpected illness, disease or injury.

Chaplain's Memorial Service Volunteers - Martinsburg, WV VAMC: Volunteer groups serve refreshments following the quarterly Chaplain's Memorial Service at the Martinsburg VAMC. This Memorial Service is for those veterans who passed away at the facility over the past year.

Way Station - Frederick/Hagerstown, Maryland: Way Station, Inc. is a not-for profit organization dedicated to promoting the health, community integration, and achievement of purposeful goals of veterans and other children, adolescents, adults, and families by providing behavioral health and employment services. Way Station enhances the field of behavioral health and employment through advocacy, research, and education. Way Station provides various opportunities for volunteer involvement, such as in their 16 person facility located in Hagerstown, MD.

Library of Congress Veterans History Project - Various Locations: The Library of Congress's

Veterans History Project is committed to honoring veterans and collecting their stories. Volunteer opportunities exist throughout the year to plan activities to honor veterans and build the Veterans History Project's collection of stories of veterans and others who served in World War I, World War II, the Korean War, the Vietnam War, the Persian Gulf wars, and the Iraq-Afghanistan conflicts. Volunteers can interview veterans about their wartime service and document the veterans' stories, which will be kept on record at the Library of Congress.

Soldiers' Angels - Various Locations: The Soldiers' Angels organization asks individuals to adopt a soldier, sailor, airman, or marine. The length of each adoption averages between six and twelve months. Volunteers commit to send a card or letter each week and a minimum of one or two care packages a month. Care packages do not have to be expensive and can be put together by the volunteer or purchased at cost from the Soldiers' Angels organization. This volunteer opportunity does not require travel or a large input of time. Today's soldiers are tomorrow's veterans, and developing a personal friendship with a soldier is the best way for an individual to fully appreciate the sacrifices made by the men and women in our armed services.

Wounded Warrior Project – Various Locations: The mission of the Wounded Warrior Project is to honor and empower wounded warriors. Their purpose is to raise awareness and enlist the public’s aid for the needs of severely injured service men and women, to help severely injured service members aid and assist each other, and to provide unique, direct programs and services to meet the needs of severely injured service members.

4 Approximate Dates

Mission Service Events are placed on the Schedule by Team PwC based on guidance from the Chancellor and Vice-Chancellor. To the extent possible, Mission Service opportunities and events should be evenly spaced out over each program year (one event every 3-4 months) and will be incorporated into each intern class's yearly schedule. Each Mission Service event should last between a half day and one day. The following dates are approximate; finalized dates will be provided in the next 2 weeks.

DATE EVENT

08 SEP 09 Mission Service In-brief and Planning

06 NOV 09 Mission Service Event #1

21 DEC 09 Mission Service Event #2

15 JAN 09 Mission Service Planning/ Work Day

19 FEB 09 Mission Service Event #3

30 APR 09 Mission Service Event #4

*Dates in red are approximate. Future guidance will be published and distributed to interns.

Acquisition Intern Development Program Mission Service

5 Roles and Responsibilities

Team PwC:

o Will work with VA staff and the Mission Service teams to help identify potential Mission Service activities for intern participation.

o Will participate in the Mission Service program as a facilitator.

o Will review all documents concerning Mission Service prior to their release o Will supervise IPRs o Will attend Mission Service Events and assist Mission Service teams by providing guidance and feedback during execution.

o Will help identify Mission Service potential Mission Service opportunities and points of contact from local VA facilities and other Veterans Service Organizations.

o Will provide updates to VA staff as required.

o Will work with VA to track metrics associated with the Mission Service program component.

VA - Program Leadership:

o The Program Vice-Chancellor, or other VA designee, will supervise the Mission Service Committee, approve selected mission service activities/events, monitor the event planning progress, and provide guidance to the teams as necessary.

o VA will work with the Mission Service teams to ensure all appropriate program stakeholders are informed about planned mission service events.

o VA will assess intern performance related to their participation in the Mission Service team and mission service activities.

VA - Acquisition Interns:

o Interns will participate in several mission service activities each year as part of the Acquisition Intern Development Program.

o Interns will serve as members of the Mission Service teams. Interns will have the following responsibilities:

Work with the veterans' service community to identify a variety of potential mission service opportunities.

Collaborate to select three to four mission service activities per year, and present selected mission service activities to the Chancellor for approval

Work with mission service points of contact to coordinate and manage all aspects of the mission service events.

Create and manage a mission service plan and a planning calendar for each event and coordinate all event logistics.

Conduct IPRs with the team PwC representative and Vice-Chancellor.

Recruit and communicate with classmates and other VA stakeholders.

Execute each Mission Service event, including setup and breakdown of event.

Solicit feedback on each event and document event lessons learned and best practices for future mission service events.