Transcript Effective OPR and PRF Writing

AFPC
A Note from the AF MLR Staff
3 Dec 01
Greetings!
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
[email protected].
Thanks!
AFPC
Writing Effective
OPRs and PRFs
Capt Joel J. Elsbury
Chief, AF Management Level Review
HQ Air Force Personnel Center
[email protected]
DSN 665-2697
AFPC
Overview
• 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”
AFPC
Disclaimer
• 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
Promotion Environment
AFPC
The simple fact is: promotion quota runs out
before the quality of officers runs out
Competition in today’s promotion
environment is very intense
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Performance
Leadership
Stratification
Support
POTENTIAL
What Boards See
AFPC
What 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!
AFPC
What 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
AFPC
What 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
AFPC
What 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!
AFPC
What 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?
Link between OPRs and PRFs
AFPC
• 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!
Writing Effective OPRs/PRFs
AFPC
• 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!
OPR/PRF Content
AFPC
• 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
OPR/PRF Content
AFPC
• 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 compare
to that of his/her peers?
To that of previous incumbents in his/her position?
Writing Style
AFPC
• 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
Writing Style
AFPC
• 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
Writing Style
AFPC
• 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”
OPR “Red Zone”
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OPR “Red Zone”
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• 1st lines
– Opinions: “Capt Jones nails jello to the wall”
– Stratification: “My number 2 of 40”
• Last lines
– Final thoughts
– Job recommendations
– PME push
Examples
AFPC
• 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!
Examples
AFPC
• 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!”
Examples
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• 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
Examples
AFPC
• 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!
Board Member Feedback
AFPC
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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!
A Few Examples
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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
Final Thoughts for Writers
AFPC
• 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!
Eligible Officer Survival Guide
AFPC
• 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
Know Rules of Engagement
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• 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
Know Your Promotion Zone
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DOR Chart on the Web
OPBs
PRFs
Records reviews
Less than 100 days from OPB to Central Board
Review OPB and Records
AFPC
• 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
Stay Involved Until It’s Right
AFPC
• Don’t assume pointing it out, means it’s fixed
• Follow-up
• Many resources
• MPF
• MAJCOM
• AFPC
• Think of it as a leadership exercise
Give Inputs to OPR/PRF
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Don’t sell yourself short
Nobody knows your hard work better than you
Give “final draft” input
PRF Review (don’t blow it off)
Don’t wait for Promotion Cycle
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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)
Letters to the Board
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Can be VERY useful
Can be VERY detrimental
Be short and to the point
Just the facts
Know the ROEs
Don’t get emotional
“Take Aways”
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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!
AFPC
Questions??