The Army Family Action Plan The 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 Agenda

PLAN ARMY FAMILY ACTION PLAN The People’s Priorities Began as spouse action groups  Expanded to cover all Army demographics Identified HQDA-level issues via national symposia ( )  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 1983  25 years of success; annual AFAPs at all levels Original guidelines in a DA Pamphlet (1984)  Now an Army Regulation (AR ) Primary focus in 1983: Family Support & Relocation  2007 HQDA AFAP Conference issues: 28% related to Family Support; 32% address mobilization/deployment AFAP’s Evolution

A F A PA F A P A F A PA F A P A F A PA 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 Relevant

Spring (June) GOSC Meeting Spring (June) GOSC Meeting Army Staff works issues In Process Review (Sep) Fall (Nov) GOSC Meeting Fall (Nov) GOSC Meeting New issues added Army Staff works issues In Process Review (Mar) HQDA AFAP Issue Resolution (HQDA AFAP GOSC: ARSTAF resolution of AFAP issues) Installation/Unit AFAP Forums (October-March) Installation/Unit AFAP 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 Process

MedicalRelocationChild & Youth Active422 Completed112 Unattainable 8 Issues Combined (10%) Force SupportFamily Support 132 issues 38 (20%) issues issues issues (18%) 102Legislative changes 152DoD or Army policy/regulatory changes 168Improved programs or services/funding 200 (21%) (31%) 81 issues Jan 08 stats Status of AFAP Issues 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 care 2. Frequency of deployments 3. Stigma of seeking mental health services 4. Inconsistent treatment and tracking of Wounded Warriors 5. Family Readiness Group training StrengthsChallenges 1. Army Wounded Warrior Program (AW2) 2. Army Family Covenant 3. 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 Warriors 2.Traumatic Servicemembers Group Life Insurance (TSGLI) for Post Traumatic Stress Disorder (PTSD), Traumatic Brain Injury (TBI), and Uniplegia 3.Federal Hiring Process for Wounded Warriors 4.Health and Wellness Centers 5.Access to Medical Care for Non-dependent Caregivers of Severely Wounded Soldiers 6.Staffing to Support the Physical Disability Evaluation System (PDES) 7.Comprehensive Behavioral Health Program for Children Tied  Top five mobilization/deployment/Family support strengths and challenges: Dec 07 HQDA AFAP Conference Results AFAP Issues at

Purpose 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 Objectives

Work Group Timeline MCALESTER ARMY AMMUNTION PLANT AFAP CONFERENCE 3 December 2009 Prior to Conference: Participants please review these training pieces Open Session establish group norms /divide into groups Review participants roles Groups review, categorize, prioritize issues Delegates start writing issue papers using issue checklist and contact SME’s for clarification to help resolve issues Lunch Break (on site) Group edits issues and completes disposition papers on all issues Finalize issues and identify a spoke person for report out 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, An AFAP issue can IMPROVE IT If it’s a policy or regulation, An AFAP issue can CHANGE IT 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 DAY

Conference Staff Delegates Facilitators Recorders/Transcribers Issue Support Persons Room Managers Subject Matter Experts Observers

2006 What do they do??  Ensure smooth flow of the Conference  Ensure issues follow HQDA guidance  Staff final issue papers How do they do that??  Organize materials  Communicate with groups through FRTI teamAvoids:  Contributing own ideas  Noisy entrances and exits Conference Staff Conference Staff (The Ops Center)

Delegate What do I do?? Represent a point of view Decision maker “How to” Respect others opinions and positions Listen to what others are saying Remain objective What 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??

Facilitator What’s my job? Neutral steward Activity director -- keeps group on course Protector/cheerleader/helper How do I do that? Define everyone’s role Establish and enforce ground rules Positive, flexible, supportive Call on SMEs What should I avoid? Evaluating or contributing ideas Talking too much! Rushing the group

What’s my job? Group “Memory” Captures group’s ideas Helps group focus How do I do it? Capture key words and basic ideas Large, clear print -- be creative (use color) What should I avoid? Contributing your own ideas (or using body language) Writing every word -- don’t worry about spelling Recorder

What’s my job? Transcribe daily discussions Complete Final Issue Papers Prepare Report Out slides How can I do that? Capture discussion points Use templates provided for final productsAvoid Contributing your own ideas Transcriber

Recorder/Transcriber What’s my job? Group “Memory” Capture group’s ideas Finalizes Issue Papers How do I do it? Capture key words and basic ideas Large, clear print (butcher block paper & data projector) 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? Help work group with ideas/suggestions for clarity Ensure issue meets AFAP issue criteria Assisting with issue dispositions 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? Stepping into the facilitator’s role Contributing your own ideas; writing the issue yourself

Room 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 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? Watch the discussions 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? 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/lose discussions - 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 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 Out X Spokesperson for each Work Group reports out: Spokesperson for each Work Group reports out:  Issues prioritized by their workgroup Slides will identify delegate’s vote: Slides will identify delegate’s vote:  Top Five Conference Issues  Most critical active AFAP issues  Most Valuable Programs/services  Mobilization/Deployment/Family Readiness Strengths and Weaknesses

AFAP Issue Development Why do we have to be trained? I thought you wanted “our voice”? Title Scope Recommendations 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!

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 all about? Title You don’t have to write the title first!

Sample 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! Scope 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 definition Example: 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 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? Title Scope Recommendations