379 th Air Expeditionary Wing EFFECTIVE EPR WRITING

379 th Air Expeditionary Wing EFFECTIVE EPR WRITING 379 ELRS/LGRT 17 Oct 2005 Brought to you by: AFMentor

UNCLASS Overview n n n Why Write a Quality EPR? Bullet Construction How Many Bullets? Level of Leadership Trim the “Fat” Markings on the EPR Quantification Common Mistakes EPR vs Award Winning Packages Summary UNCLASS

UNCLASS DISCLAIMER There are many ideas (some good, some bad) about how to write EPRs which may be contrary to information presented here. The ideas included here are suggested approaches that have proven effective in the past. UNCLASS

UNCLASS WHY WRITE A QUALITY EPR? UNCLASS

UNCLASS WHY WRITE A QUALITY EPR? n There are dozens of uses for an EPR other than -8/9 promotion boards • Decorations • BTZ / STEP Promotions • OTS, ROTC, Air Force Academy applications • Air Force Educational Leave of Absence (AFELA) formerly known as Bootstrap Education • Air Force Institution of Technology (AFIT) applications UNCLASS E

UNCLASS WHY WRITE A QUALITY EPR? n Weak bullets on an EPR make it difficult to write strong decoration, BTZ, STEP and other such packages n EPRs with weak bullets do not provide the support needed for these programs and awards n It is a disservice to your subordinates when you cut/ paste the same bullets to all 5 people you rate n The EPR is the only way to track someone's long term potential and consistency n The primary focus of an EPR is to show the whole person concept UNCLASS

UNCLASS BULLET CONSTRUCTION UNCLASS

UNCLASS BULLET CONSTRUCTION n Step 1: Every action must have a quantifiable/tangible result • If you can’t assign a number, rate, quote, grade, or specific measured outcome to something, it may not be useful • Enhancing morale is a non-quantifiable exception UNCLASS

UNCLASS BULLET CONSTRUCTION n Step 2: Gather the facts • Make sure your information comes from a credible source such as QA database, account custodian, inspection reports, etc. • Use up to date information • Results are always more credible if you can attach a specific number, rating, or quote UNCLASS

UNCLASS BULLET CONSTRUCTION n Step 3: Write it down • Write all actions and results • Keep a running log so as not to exclude anything UNCLASS

UNCLASS BULLET CONSTRUCTION n Step 4: Trim the “fat” • Single, one line bullets • Each main topic should be its own bullet • Use acronyms – If the acronym appears on the MAJCOM list, never spell it out – Spell out on first use UNCLASS

UNCLASS BULLET CONSTRUCTION n Step 4: Trim the “fat” • Use acronyms – Do not spell out equipment designations (be sure to identify what it is, i. e. aircraft, weapons system, etc. • Use symbols to save space ($, &, /, K, M) UNCLASS

UNCLASS BULLET CONSTRUCTION n Step 4: Trim the “fat” • Say as much in as little space possible as long as bullet remains effective Example: - He is dedicated to the pursuit of academic excellence and the completion of a degree OR - Dedicated to academic excellence/degree completion UNCLASS

UNCLASS BULLET CONSTRUCTION n Step 5: Edit • Look for and replace words that are repeated in the EPR - especially adjectives like 'outstanding' • If it needs to be read more than once to be easily understood, reword it • Delete the fluff/filler words/space and add results • Limit common phrases to no more than twice in an EPR UNCLASS

UNCLASS BULLET CONSTRUCTION n Step 6: Use correct bullet punctuation • Three periods (…) take more space than a (; ), (/), or (--) • Semicolons (; ) should come after the action if there is additional actions or details in the bullet before you get to the result – They separate related thoughts that aren’t joined by a conjunction (and, but, or, etc) – Semicolons break up multiple facts in a bullet that are loosely related UNCLASS

UNCLASS BULLET CONSTRUCTION n Step 6: Use correct bullet punctuation • The double dash (--) is used after the last 'action' and right before the result Example: - Repaired 15 master cylinders; created new renovation process--ensured 100% mission capability UNCLASS

UNCLASS HOW MANY BULLETS? UNCLASS

UNCLASS HOW MANY BULLETS? n Each bullet should be ONE line - when possible Wrap around bullets can be used, but 99% can be boiled down to one line n Sub-bullets should only be used if there’s more information than can fit in a one line bullet • The main bullet should have a distinctive accomplishment and result Occasionally you may need the entire first bullet to spell out the accomplishment, but keep it to a minimum UNCLASS

UNCLASS HOW MANY BULLETS? -- Each sub-bullet should ATTEMPT to have a distinctive accomplishment of its own, but a clear result is absolutely MANDATORY -- The result should be unrelated to the result in the previous bullet/sub-bullet UNCLASS

UNCLASS HOW MANY BULLETS? Example 1: - Led emergency shipment of $90 M in assets 2 days early--rapid shipping saved $3 K in A/C costs -- Shipment timeline smashed ACC estimate by 50%-received 4 FW/CC coin for A+ planning -- Early shipment permitted preemptive strike on 300 enemy troops--effort lauded by COMEUCOM UNCLASS

UNCLASS HOW MANY BULLETS? Example 2 (Before): - Superior knowledge of F-16 aircraft, ability to communicate and work well with others makes him a firstrate maintenance instructor; this is evident by the numerous positive comments denoted on the end of course critiques -- His quality instruction on the F-16 aircraft and attention to detail resulted in all his students receiving 100 percent pass rate on all end of course Wing Quality Assurance Evaluations—a maintenance training benchmark -- A direct result of the extra time he spends with students who have a weakness in performance of critical tasks UNCLASS

UNCLASS HOW MANY BULLETS? Example 2 (After): - Superior knowledge of F-16; first-rate maintenance instructor--consistently praised on end of course critiques - Gifted instructor; 100% pass rate on Wing Quality Assurance Evaluations--a maintenance training benchmark UNCLASS

UNCLASS HOW MANY BULLETS? n Community service/self-improvement bullets should be no more than one line long While they are important, they should not monopolize an EPR. UNCLASS

UNCLASS LEVEL OF LEADERSHIP UNCLASS

UNCLASS LEVEL OF LEADERSHIP n Leadership focus at specific ranks - not all inclusive • A 1 C and Below – Leadership in different areas; special projects they took on and excelled (this sets them up for BTZ) – 2 -3 community service bullets/extra curricular activities they led (e. g. helped organize Christmas party) – Highlight fast CDC completion or excellent EOC scores UNCLASS

UNCLASS LEVEL OF LEADERSHIP n Leadership focus at specific ranks - not all inclusive • Sr. A – More focus on leadership than working – Highlight programs they ran, people they taught, operations they crew chiefed – Note higher level responsibility – DG/John Levitow at ALS – Participation in Honor Guard UNCLASS

UNCLASS LEVEL OF LEADERSHIP n Leadership focus at specific ranks - not all inclusive • SSgt – Roughly 40% on leadership of others and projects – Less on working, more on management and increased responsibility – Exceptional CDC progress/completion – Educational accomplishments demonstrate a willingness to lead/learn – Leadership in community service programs UNCLASS

UNCLASS LEVEL OF LEADERSHIP n Leadership focus at specific ranks - not all inclusive • TSgt – 60% or more on leadership of personnel – Stress their performance of primary duties listed on the front of the EPR – Focus on programs they ran above their normal duties – Stress plans they revised/created, shops they helped setup or reorganize UNCLASS

UNCLASS LEVEL OF LEADERSHIP n Leadership focus at specific ranks - not all inclusive • TSgt (Con’t) – Management of schedules/workload/personnel/ equipment/facilities/budget/training programs, etc – Stress their performance of primary duties listed on the front of the EPR – 2 bullets on community service; something they helped coordinate – Awards at NCOA; ways they broaden and perfected their technical expertise and supervisory techniques UNCLASS

UNCLASS LEVEL OF LEADERSHIP n Leadership focus at specific ranks - not all inclusive • MSgt/SMSgt – 80% or more on leadership; show transition to operational leader – Excellence in primary duty; acceptance of additional duties; chair of external programs – State impact to unit/wing/MAJCOM/Air Force – OPLANS, CONPLANS, FOIs authored/implemented – Process improvements UNCLASS

UNCLASS LEVEL OF LEADERSHIP n All EPRs, regardless of rank, should include the following: • Pursuance of any college or continued education • Receipt of any awards or coins from commanders • Implementation of their idea/process at the group or above level • Heroic acts • Out of cycle promotion (BTZ, STEP) UNCLASS

UNCLASS TRIM THE "FAT" UNCLASS

UNCLASS TRIM THE "FAT" n Is it a valid self-improvement? Is it relevant to the Air Force? Example: - Dedicated to fitness and personal well-being; quit smoking habit UNCLASS

UNCLASS TRIM THE "FAT" n Is the accomplishment at the member’s level of responsibility? - Don’t cut/paste bullets from an airman’s EPR onto an NCO’s EPR - If an airman did the work, the NCO’s EPR should reflect how he led the work UNCLASS

UNCLASS TRIM THE "FAT" n Is the education meaningful? Example: - Dedicated to continued education--actively enrolled in Community College of the Air Force UNCLASS

UNCLASS TRIM THE "FAT" n Is the education meaningful? • Must be additional classes taken in pursuit of a degree • Included the GPA if it’s outstanding UNCLASS

UNCLASS TRIM THE "FAT" n Delete the fillers - That “say nothing” first bullet to “set the stage” Example: -Airman Smith is a superior performer with boundless initiative; trusted to get the job done - Effective stage setting: • State an outstanding achievement that directly relates to primary duties • List a significant award received (Flt NCO of Year) UNCLASS

UNCLASS TRIM THE "FAT" n Delete the fillers - The first indication of fluff is when unquantifiable words are used Example: Several, many, dozens, immeasurably, all - Led review of all training records prior to Nov 04 UCI Inspection--corrected several discrepancies Correction: - Led review of 192 training records prior to Nov 04 UCI inspection--corrected 37 discrepancies UNCLASS

UNCLASS TRIM THE "FAT" n Delete meaningless “power adjectives” Example: Outstanding, impressive, superior, terrific - Outstanding! Led 15 people during shipment of 28 pallets of munitions--completed 2 hours early • “Outstanding!” didn’t do more than take up 12 letters • Use the space to build accomplishment • If the action is truly outstanding, the facts will speak for themselves UNCLASS

UNCLASS TRIM THE "FAT" n Delete meaningless “power adjectives” Better Example: – Led 15 people in shipment of 28 munitions pallets; completed 2 hrs early--set ACC benchmark UNCLASS

UNCLASS TRIM THE "FAT" n “Fat” Indicators: • “Greatly improved…” • “Reduced workarounds…” • “Improved safety…” These phrases lack quantification • “Assisted with…” A weak, passive expression that sounds like someone played a minor role. UNCLASS

UNCLASS MARKINGS ON THE EPR UNCLASS

UNCLASS MARKINGS ON THE EPR Start off by saying, he/she supervises XX personnel. In the case of Sr. A, they might not supervise someone. Then list the specific duties they perform starting with the most to least important. Numbers should be listed when available. For instance, if they warehouse items, list the $$ amount or number of items. For AB/AMN/A 1 C, this block is helpful to show responsibility for BTZ consideration. ADDITIONAL DUTIES: List significant (long term) duties. If an airman doesn’t have at least 1 additional duty, the supervisor isn’t doing his/her job. UNCLASS

UNCLASS MARKINGS ON THE EPR n There are 4 blocks in each category: “fails to meet the standard”, “meets the standard”, “exceeds standards”, “exemplifies standards” • Original intent: “meets the standard” = on par with peers Anything to the right was a mark up • Current thinking: any markings to left of “exceeds standards” was considered a mark down UNCLASS

UNCLASS MARKINGS ON THE EPR n Markings should be honest and reflect performance n Ensure that you are providing timely feedbacks n Document poor performance n Ratees should never be blindsided by EPR markings UNCLASS

UNCLASS MARKINGS ON THE EPR AF Form 910 (Amn - TSgt) - Managed 50 T. O. accounts; corrected 27 discrepancies--zero defects on 12 QA inspections - Rewrote master storage plan to rewarehouse 7 bldgs; reclaimed 27% space--done 2 days early - Organized workout program for 20 Airmen; annihilated personal fitness test--top 10% of sqdn - First-5 organization Treasurer; organized carwash to support squadron picnic--raised $537 - Led 5 person crew palletizing 50 K chaff/flare for AEF 5/6; done 8 hrs early--no discrepancies - Completed 5 -lvl upgrade rqmts 3 months early--outstanding 94% on CDC end of course exam - Authored new fire symbol update process; cut notification time in half--QA fails down 22% UNCLASS

UNCLASS MARKINGS ON THE EPR AF Form 910 (Amn - TSgt) -The most important bullet in this block--highlight exceptional performance of primary duties -Save your 2 best bullets for line 1 of blocks V & VI, the strongest of the 2 goes in block VI -After first 2 bullets, talk about additional duty--avoid wrap around bullets at all costs -- No bullet more than one line and no more than 2 sub-bullets for each main bullet -- Avoid fancy adjectives--if you delete the flowery words, can it stand alone? -Things affecting the flight/squadron should go in block V--save the bigger things for block VI -3 rd and 2 nd to last bullets in this block are good places for community service and school -No single community service activity will warrant more than one line or bullet - Stratify here or list major awards rec’d--this bullet should agree with the front markings -1 st bullet should enhance bullet 1 in block V--also a good place to mention special honors -Things that affected the squadron, group, wing and Air Force should go here - No single community service activity will warrant more than one line or bullet - The most important bullet in an EPR--list major awards like BTZ, Sqdn NCO of Yr, etc UNCLASS Any derogatory comments or mention of administrative action in these blocks will make this a referral EPR

UNCLASS MARKINGS ON THE EPR AF Form 911 (MSgt - CMSgt) - Exceptional SNCO; selected as 4 FW Maintenance Professional of the Year for 2004 - Detected test set defect causing AIM-9 failures; developed new process--implemented AF-wide - Authored new expenditure FOI; reduced form routing 32%--accountability errors down 30% UNCLASS

UNCLASS MARKINGS ON THE EPR Start off here by saying, he/she supervises XX personnel, then list the specific duties they perform starting with the most to least important. Numbers are CRUCIAL. If they were an account custodian, put in the $$ amount or number of items. Board members care VOLUMES more about what this block says than they do about the Duty Title. This section demonstrates their level of responsibility, whereas the Duty Title is just a flowery way to say it. ADDITIONAL DUTIES: List significant (long term) duties Any 'mark down' on a SNCO EPR very likely will disqualify the member from senior rater endorsement and guarantees they won’t be promoted that cycle. UNCLASS

UNCLASS MARKINGS ON THE EPR -The most important bullet--highlight exceptional performance in primary duty -The 2 nd bullet builds on 1 st and reinforces performance in primary duty -Accomplishments should relate to the flight/unit level--save higher levels for bottom -- Best to use sub-bullets here rather than in lower blocks -- No bullet should be more than 1 line and no more than 2 sub-bullets per main line - The 2 nd to last bullet should be hard hitting community service bullet--leadership - #1 of ## MSgts assigned; flt SNCO of Yr for 2005; absolutely ready for promotion - Bullet needs to address primary duties and reinforce line 1 above--the 2 must agree - Avoid sub-bullets in this block unless absolutely necessary, then only one -As last line in block V, stratify and list squadron or group recognition - Line 1 & 5 are the most important bullets in the entire EPR--talk primary duties - Use only single bullets--all bullets should be high level impacts - Focus on events affecting the Wing, MAJCOM, Air Force--no community service here - Stratify here/list major items MAJCOM/AF-level awards--this is 1 st bullet noticed UNCLASS

UNCLASS MARKINGS ON THE EPR n Multi-line bullets should not be the first or last bullet in any block n The level of impact should increase from top to bottom (Wing/MAJCOM/Air Force) n Major wing or higher level awards should be bullet #1 in the endorser’s block n Bullets should indicate at what level an award was won UNCLASS

UNCLASS QUANTIFICATION n Quantify whenever you can…. numbers add up n Specific numbers are more believable than round or commonly used numbers UNCLASS

UNCLASS COMMON MISTAKES UNCLASS

UNCLASS COMMON MISTAKES § AFFECT - (verb) to influence, to have an impact on something. Sticking your head in the toilet affects your ability to breath. § EFFECT - (noun) the end result. The effect of the bomb was similar to what my house looks like after the kids eat too much sugar. UNCLASS

UNCLASS COMMON MISTAKES § RATE - A quantity, a number The inventory had a 100% accountability rate. § RATING - A grade, a result The IG team gave them an overall rating of excellent. § LAY - To place, to put down Please lay your gun down until you're sober. § LIE - To recline Lie down before you fall down. UNCLASS

UNCLASS COMMON MISTAKES § ENSURE - To make certain, to watch closely, to guarantee His careful management of the budget ensured they had enough money for the entire year. § INSURE - To provide insurance for You insure your car so it gets replaced if you crash it. § ASSURE - To promise, to pledge I assure you, I won’t knock over a liquor store this weekend. UNCLASS

UNCLASS COMMON MISTAKES § ACCEPT - To receive I'd like to thank the academy and accept this Oscar on behalf of my fans. § EXCEPT - omit, set apart from He'd be a great politician, except for those 3 or 4 felony convictions. UNCLASS

UNCLASS COMMON MISTAKES § MORALE - Spirit, sense of wellbeing The morale at this base needs to improve. § MORAL - Personal value Moral people don’t appear on Jerry Springer. § THAN - comparison My wife is more beautiful than anyone I know. § THEN - reference to time If we get nose rings, then we'll be cool. UNCLASS

UNCLASS COMMON MISTAKES § THERE (two most common uses) - [adverb] - a specific place Stand over there. - [pronoun] - used to introduce a clause or a sentence There is never a good reason to drink and drive. § THEIR - describes ownership It's their party, so they'll cry if they want to. § THEY'RE - they are They're going to prison. UNCLASS

UNCLASS EPR vs AWARD n EPR • 28 Lines to paint a 1 -year picture (33 SNCO) • Permanent history of accomplishments n Monthly or Quarterly Awards • More freedom with abbreviations/acronyms • Time critical…will help build that bigger picture • Career field awards have specified criteria UNCLASS

UNCLASS WINNING PACKAGES Wing Airman of Month Winner – Troubleshot MA-3 D compressor for not engaging; isolated bad HPCO switch--abated $22 K procurement costs – Replaced MA-3 D triple drive gearbox, blower/compressor clutch in 8 hrs--critical unit FMC in half std time! – #1 of 33 Amn! Led AGE mx efforts in support of OIF missions--drove in-commission rate up 22% in 3 weeks UNCLASS

UNCLASS WINNING PACKAGES Winning NCO Hard Charger – Led production of 359 K flight/ground meals; supported over 1. 3 K combat sorties; best in ACC/CENTAF AOR – Managed largest FKO in AF 12 military/77 TCN's/$1. 5 M food service contract; "coined" by CENTCOM/CC – Led section test/integration of $350 K CFS accountant software system; benchmarked by CENTAF for AOR! – Accounts for 12 K tons of rations worth $891 K/$471 K in purchases/$567 K in issues; "coined" by SECAF – Brainchild vendor delivery process for aircrew operations; saved AF $57 K; won "CC's Excellence Award" UNCLASS

UNCLASS PRACTICAL EXERCISE UNCLASS

UNCLASS Summary n n n Why Write a Quality EPR? Bullet Construction How Many Bullets? Level of Leadership Trim the “Fat” Markings on the EPR Quantification Common Mistakes EPR vs Award Winning Packages Summary UNCLASS

UNCLASS SOMETHING TO REMEMBER When the constitution was written, that was the style of penmanship for the times. Language changes…as is evident by our ever growing Webster’s Dictionary. What may be acceptable writing today, may not be acceptable 1, 3 or 5 years from now. When one thinketh ahead, we inevitability prepareth our future lineage for success! UNCLASS