TE_CYS-03_Annex_B_FacilityWalkthroughDocumentation_20141010.xlsx

Annex B Facility Walk-Thru Doc

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Q&A on Walkthrough To view full document, right click, select Document Object, then select open. Q & A Word Document will open.

Microsoft_Office_Word_Document1.docx Questions and Answers on Documenting and Reporting REQUIRED Walkthroughs of Child, Youth and School (CYS) Services Facilities

1. Where is the requirement to conduct a walkthrough located?

HQDA EXORD 118-15 CALENDAR YEAR 2015 (CY 15), CHILD, YOUTH & SCHOOL (CYS) SERVICES DEPARTMENT OF DEFENSE (DOD) CERTIFICATION INSPECTIONS.

2. What is the requirement?

HQDA EXORD 118-15 requires:

a. A monthly walkthrough of CYS Facilities by the Garrison Commander (GC) or Designee (authorized Designees are the Deputy Garrison Commander (DGC) and the Command Sergeant Major (CSM)),

b. A monthly walkthrough of CYS facilities by the Director of Family and Morale, Welfare and Recreation (DFMWR) and

c. Bi-weekly (twice per month) walkthroughs by the CYS Services Coordinator.

You can select your own schedule of visits. They could be conducted once per week. Sometimes it is in the best interest to go as a small group (i.e., GC wishes to discuss/observe issues with the Coordinator while on-site together; the new DFMWR who has never conducted a walkthrough may wish to accompany the Coordinator the first time). Whatever works best for you is fine, as long as you meet the requirement.

3. What template is used for the walkthrough?

The G9 provided template to conduct the monthly walkthroughs is the “CYS Services Facility Monthly/Bi-Weekly Walkthrough Report.” However, if you have developed your own report, that’s OK too. The facility manager (i.e., Child Development Center (CDC) Director, School Age Care (SAC) Director etc) completes the report every Friday outlining:

a. recent proponent inspection dates,

b. findings (both open and completed corrective actions)

c. outstanding work orders,

d. child abuse/neglect issues (to include child accountability),

e. personnel issues (including background checks and Line of Sight Supervision (LOSS)

f. “carryover” issues from previous weeks, and

g. any other related and pertinent information regarding CYS Services that would be of interest/relevance to the Command.

4. As a Garrison Leader, how do I get the results of the weekly walkthroughs?

Typically, each facility manager electronically sends the completed weekly report to the CYS Services Coordinator. The Coordinator consolidates the results for all facilities (with a tab for each program) and forwards to the DFMWR and GC.

The intent of providing weekly reports is to ensure that “Senior Leaders” have an opportunity to review the “state of the facility” prior to conducting their own walkthrough.

In addition, many have found it beneficial to hang a copy of each facility’s report on a clipboard in the facility with space for the Coordinator’s, DFMWR’s, and GC’s comments and initials. This way, the GC can track on one form the dates each visited the facility and the results of their visits.

5. What do I do on the walkthrough and why is it important that I conduct one?

Simply stated, you VALIDATE what the facility manager has written on the CYS Services Facility Monthly/Bi-Weekly Walkthrough Report. You make sure corrective actions are complete, “pass the common sense test,” and/or identify areas where you can “step in” to help solve a problem. REMEMBER: During the monthly visits, your role is to validate and NOT inspect (there are plenty of opportunities during the Multi-Disciplinary Team Inspection (MDTI) to do that!). While this is a “fine line” your primary role is to:

· Gain a better understanding of CYS Services operations and how it meets (or not) the needs of your garrison

· Identify areas of strength and areas that could improve to better support the mission

· Validate compliance with DoD and Army requirements

· Lend your support in fixing “problem areas”

· Send a message that Senior Leadership cares about and appreciates all that CYS Services employees do (who most likely make up almost 50% of the MWR workforce).

6. As a Garrison Commander, what do I do after my walkthrough?

You (or your designee who completed the walkthrough) are required to complete the CYS Services Inspection Report, using the template found in SharePoint. Results of the monthly walkthrough must be uploaded NLT 1200 CST on the last day of each month (or earlier if required by the Region).

The link for the SharePoint site is:

https://home.army.mil/sites/operational/g3/battlestaff/cyss/Lists/Inspection/AllItems.aspx

When prompted for a CAC login, choose your EMAIL certificate! Hit “add new item” and follow the directions.

7. The “CYS Services Facility Monthly/Bi-Weekly Walkthrough Report” and the “CYS Services Inspection Report” don’t look anything alike. How do I use one to fill out the other?

The G9 template the facility manager completes (and you validate) is divided into 4 sections:

a. Inspection Corrections to be Validated

b. Child Abuse/Neglect, Accountability and Personnel Issues

c. Custodial Contract

d. Work Orders

The template you complete and upload to SharePoint is divided into 5 sections (which correspond to the Top 5 CYS Services Focus Areas):

a. IR1 Fire/Safety

b. IR 2 Health/Sanitation

c. IR 3 Preventive Maintenance

d. IR 4 Accountability for Children

e. IR 5 Background Checks

Here is a handy chart to compare the two:

If there is a corrective action/finding/comment/issue on the “CYS Services Facility Monthly/Bi-Weekly Walkthrough Report” in the following Sections:

Your comments get reported on the “CYS Services Inspection Report” that YOU fill out in Section:

Inspection Corrections to be Validated (involving Fire or Safety)

IR1 Fire/Safety

Inspection Corrections to be Validated (Involving Health/Sanitation)

IR 2 Health/Sanitation

Work Orders

IR 3 Preventive Maintenance

Custodial Contracts

IR 3 Preventive Maintenance

Child Abuse/Neglect, Accountability, and Personnel Issues (including LOSS, nametags, Staff Sign In, Child Sign In and Staffing Shortages)

IR 4 Accountability for Children

Child Abuse/Neglect, Accountability, and Personnel Issues (Timeliness of Background Checks)

IR 5 Background Checks

8. We just had a “major” inspection with lots of findings (such as the MDTI or Army Higher Headquarters Inspection (AHHI)). Does my team really have to transfer every finding to the prescribed report forms?

No! Just use the Inspection Corrective Action Report (CAR) to validate the correction.

9. What happens if by some miracle, there are no findings, or outstanding work orders, or ANYTHING of concern regarding CYS Services. Can I just skip this month?

Congratulations and no.

Now would be a great time to wander around the facility to look at routine practices just to see if staff are performing competently. Believe it or not, practices and procedures that happen over and over on a daily basis are sometimes those very things that are not performed consistently well. Things like hand washing procedures (the “how to wash your hands” directions should be posted on the wall). Or diaper changing. Or checking the expiration dates on fire extinguishers or rescue medications. You might just pick a random person and ask how they would report a suspected case of child abuse. Eat lunch “family style.” Coordinate with your Fire Marshal to witness a fire drill. Ask to see a few minutes of the Video Surveillance System (VSS) footage to watch staff/child interactions. Look at the MDTI tool and select a couple of standards that the program didn’t get a finding in. Are they in compliance today? Stop and talk to a parent or a youth about their experiences with CYS Services. Check on the status of national accreditation in your CDC and SAC programs.

10. Is there anything else I should do on my walkthroughs?

Spend some time just watching in the classrooms of a CDC or activity areas in school age or youth. As you watch, marvel at the thought that there are actually people (dedicated, hard working, wonderful people) who love working in a toddler room with 12 children all with loud voices and “movable parts.” A former Commander of the long ago Community and Family Support Center (CFSC) once commented, “When I ask people who work in the Bowling Center why they work there, no one ever says, ‘Because I love the bowlers.’ When I ask people who work in the library why they work there, no one ever says, ‘Because I love the readers.’ But every time I ask people why they work in CYS, they reply, ‘Because I love the children.’ ” Please take a moment to be grateful.

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