AFPCAFPCAFPCAFPCA Note from the AF MLR Staff

3 Dec 01Greetings!

This note is to anyone who plans to use this briefing. It was designed by the AF MLR staff in concert with Officer Promotions, the Board Secretariat, and Officer Evaluations. We also thank HQ PACAF/DP for their great input to this brief!

Please feel free to use this brief as needed. Note that we were EXTREMELY CAREFUL throughout the brief to qualify all examples as ONLY EXAMPLES. It is important to remind raters and others that all examples in this brief are designed to stimulate their creativity and help see what can work.

This briefing will be regularly updated on the web at www.afpc.randolph.af.mil in the Evaluation/MLR page. Please make sure you have downloaded your copy from there to ensure you have the latest word on effective OPR and PRF writing.

We welcome any input you might have in improving this product. Please email your comments to AFPC.DPPPE@afpc.randolph.af.mil.

Thanks!

AFPCAFPCAFPCAFPC

Writing Effective OPRs and PRFs

Capt Joel J. ElsburyChief, AF Management Level Review

HQ Air Force Personnel Center

Joel.elsbury@afpc.randolph.af.mil

DSN 665-2697

AFPCAFPCAFPCAFPCOverview

• What makes a record competitive?– Promotions environment– Whole person assessment (what board sees)– Link between OPRs and PRFs

• Mechanics of writing effective OPRs– Examples

• Board Member Feedback• “Survival Guide”

AFPCAFPCAFPCAFPCDisclaimer

• A word of caution!!

• Today’s “GREAT EXAMPLE” could be tomorrow’s worn out phrase

• No single phrase or bullet has ever gotten an officer promoted

• All examples are designed to stimulate your creative writing

AFPCAFPCAFPCAFPCPromotion Environment

The simple fact is: promotion quota runs out before the quality of officers runs out

Competition in today’s promotion

environment is very intense

AFPCAFPCAFPCAFPCWhat Boards See

• Performance• Leadership• Stratification• Support• POTENTIAL

AFPCAFPCAFPCAFPCWhat Boards See: Performance

• Performance as documented on PRF/OPR• Fact: extraordinarily difficult to discern much

difference – Exceptions: combat, significant contingencies – Functional/unit awards recognition; DG

• Bullets are important to extent they influence AND support stratification/recommendations!

AFPCAFPCAFPCAFPCWhat Boards See: Leadership

• Job titles/duty descriptions are very important– Convey progression in career field– Convey scope/level of responsibility– Show evidence of successful leadership test

INSIGHT: absent distinctive achievement, job title/duty description can be impact discriminator

AFPCAFPCAFPCAFPCWhat Boards See: Stratification

• Stratification: Relative rating of officers’ levels of stratification emerging– Top: My #1 of 12…Finest officer I’ve ever

known...– 2d Level: Top 10% (…in the wing)– 3d Level: One of my best...– Lowest level: Outstanding, Superior, etc.

INSIGHT: stratification, used full spectrum; very useful message to promotion boards

AFPCAFPCAFPCAFPCWhat Boards See: Support

• PME/Job Recommendations convey potential (on OPRs AND PRF )– Reinforce stratification: CC vice Ops Officer

• Ownership/enthusiasm convey conviction– “My #1 pick for command!” vice “Ready for

Command” – Less push/less conviction

INSIGHT: while Ownership/Enthusiasm can enhance, PME and job pushes add differentiation!

AFPCAFPCAFPCAFPCWhat Boards See: Potential

• Remember, a promotion isn’t a reward for past hard work, but a bet on future potential

• Examples:– Major BPZ to Lt Col, nothing but school– Officer who’d shown amazing pilot ability

• What are officers doing now to show they are ready to take on more responsibility?

AFPCAFPCAFPCAFPC Link between OPRs and PRFs

• PRFs are Senior Rater’s direct communication to Central Board

– PRFs are largely based on contents of OPRs (strong OPRs = strong PRF)

– “DP” cannot overcome weak record

– Message conveyed needs to show officer’s track record relative to “Order of Merit”

INSIGHT: the PRF…SR’s 30-second briefing to the board on your officer’s promotion potential!

AFPCAFPCAFPCAFPCWriting Effective OPRs/PRFs

• Need to consider:– CONTENT is paramount– Style sells the message

• Both contribute to the picture you’re painting of the officer being evaluated

INSIGHT: limited board time places premium on making the important points easy to see!

AFPCAFPCAFPCAFPC OPR/PRF Content

• Be especially careful of those in critical jobs, e.g., Sq/Flt commanders

• Repeat performances diminish in value

– Review previous year’s report

• Leadership vs. supervision

• Technician vs. whole person

• Recommendations -- school, future assignments

AFPCAFPCAFPCAFPCOPR/PRF Content

• Everything is measurable in terms of:– Quality - best, most successful, top %– Quantity - scope of effort and effect – Time - hours saved, ahead of schedule– Cost - man-hours, $$, resources

How does the officer’s performance compareto that of his/her peers?

To that of previous incumbents in his/her position?

AFPCAFPCAFPCAFPCWriting Style

• Don’t write in functional language

• Write the bottom line(s) first

• Structure must be easy to understand

– what-how-impact

• Active voice--who did what to whom

• Don’t fall victim to “pride of authorship”

• Avoid wide open spaces, watch punctuation

• Credibility

AFPCAFPCAFPCAFPCWriting Style

• Clearly say what was notable about an officer’s achievements– “Outstanding member of a tiger team” could

be said about any member of any rank or level of expertise

– Need to point out what the member did that was outstanding

• After each bullet, ask yourself, “so what?”– If seemingly anyone could have done it, then

it’s not a notable achievement

AFPCAFPCAFPCAFPCWriting Style

• Need to clearly state recommendation for next Job– “Challenge him with the toughest jobs”– “Make him a squadron commander” – “My #1 pick for squadron command”

AFPCAFPCAFPCAFPCOPR “Red Zone”

AFPCAFPCAFPCAFPCOPR “Red Zone”

• 1st lines

– Opinions: “Capt Jones nails jello to the wall”

– Stratification: “My number 2 of 40”

• Last lines– Final thoughts

– Job recommendations

– PME push

AFPCAFPCAFPCAFPCExamples

• Good:– Inspired FSC to new heights of achievement--

oversaw doubling of families enrolled in Respite Care Program

• Better:– Built AF’s largest Respite Care Program for

families with severe medical problems, featured in AF Aid magazine as the AF model!

AFPCAFPCAFPCAFPCExamples

• Good: – Spearheaded outstanding customer service

initiatives which were briefed to the 3-star(What was the 3-star’s reaction?)

• Better:

– We briefed her outstanding customer service initiatives to the 3-star--his reaction, “Right On!”

AFPCAFPCAFPCAFPCExamples

• Good: – Saw the need and developed computer

program which saved 25 hours of manual effort and greatly increased unit efficiency

• Better:

– Computer program he designed saved 25 hrs monthly, decreased errors to 1%--MAJCOM made it the cmd standard

AFPCAFPCAFPCAFPCExamples

• Good: – Integrated 211 KC-10/KC-135 air refueling

events off-loading 11.8 million pounds of fuel to 567 receivers

• Better: – Integrated record number of refueling events--

211 missions, 11.8M lbs of fuel to 567 receivers--huge success!

AFPCAFPCAFPCAFPC

•PRFs capture entire career...not just current job•“DP” won’t overcome weak record•Stratification most powerful tool•Highlight individual awards (CGO/yr,

PMOYA)•PRF sets tone of whole record—Enthusiasm!•Use “my next DP,” but be judicious•Use of “challenge” and “greater responsibility” not impressive•Help civilians/sister service with writing!

Board Member Feedback

AFPCAFPCAFPCAFPC

•SQ/CC was spot on! GP/CC Next!•I want XXX to command a sq in my wing! •Equation is simple: problem + XXX = solution!•Read carefully: 9 OPRs say she’s #1!•#1 promote! Ready for Lt Col now…I’d stake

my reputation on him! DP now and SSS! •Broke the code on making things happen--…•I depend on XXX so much, when he sneezes, I get a cold

A Few Examples

AFPCAFPCAFPCAFPCFinal Thoughts for Writers

•BE JUDICIOUS, HONEST!•Assess your officers independent of board

schedules–Know the top, 2nd, 3rd level rankings

•Review entire record when doing OPRs, PRFs–At least, know what you said last year!

•Know Professional Development needs

INSIGHT: don’t be among the hundreds of “I didn’t know/realize” appeals we review every year!

AFPCAFPCAFPCAFPCEligible Officer Survival Guide

•It’s our program, but it’s your career!–Know the rules of engagement–Know your promotion zone–Review your OPB and AF records–Stay involved until it’s right–Give inputs to OPR/PRF–Don’t wait until the promotion cycle to act–Know the milestones

AFPCAFPCAFPCAFPCKnow Rules of Engagement

•Learn how MLRs and promotion boards work•Web sites•AFI 36-2406•Sr Rater Guide

•Know your career path•Don’t be caught by surprise

AFPCAFPCAFPCAFPCKnow Your Promotion Zone

•DOR Chart on the Web•OPBs•PRFs•Records reviews •Less than 100 days from OPB to Central Board

AFPCAFPCAFPCAFPCReview OPB and Records

•OPB: Don’t ignore this important document•Don’t remain confused•Get help!

•AF Records (they aren’t at your base!)•Two ways to review

•Request fax DSN 665-2371•Permissive TDY to AFPC

AFPCAFPCAFPCAFPCStay Involved Until It’s Right

•Don’t assume pointing it out, means it’s fixed•Follow-up•Many resources

•MPF•MAJCOM•AFPC

•Think of it as a leadership exercise

AFPCAFPCAFPCAFPCGive Inputs to OPR/PRF

•Don’t sell yourself short•Nobody knows your hard work better than you•Give “final draft” input•PRF Review (don’t blow it off)

AFPCAFPCAFPCAFPCDon’t wait for Promotion Cycle

•Regular records reviews•Every time you move •At very least, keep UPRG ROP up-to-date•Prevent “avalanche”•Remember: less than 100 days (60 for MLRs)

AFPCAFPCAFPCAFPCLetters to the Board

•Can be VERY useful•Can be VERY detrimental•Be short and to the point•Just the facts•Know the ROEs•Don’t get emotional

AFPCAFPCAFPCAFPC“Take Aways”

•POTENTIAL•Officers don’t meet promotion boards•Records do•It doesn’t matter how good an officer is if the

records don’t convey the message accurately and enthusiastically!

AFPCAFPCAFPCAFPC

Questions??