Memorandum to PVs about Audit Program 8-10-09x

Juviz - Steve Johnson

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Division Staff Officer SO-PV-12 D11(SR)
Recreational Boating Safety Visitation Program 29 Barcelona Circle
Santa Monica Bay, Division 12 Redwood City, CA 94065-1318
U.S. Coast Guard Auxiliary TEL: (650) 888-7077
EML: Stephen.C.Johnson@smbcga.org

August 10, 2009
MEMORANDUM

From: Steve Johnson, SO-PV
To: Division 12 Program Visitors, FSO-PVs
Subj: DIVISION 12 RBS VISITATION AUDIT PROGRAM, FORM AND PROCEDURE
Ref: Division 12 RBS Visitation Program Audit Form, Rev 5.1 (attached)
ANSC-7047 (CG-5093) Manufacturer ID Code System Form

1. After six months of trials, I am pleased to introduce into Division 12 the “RBS Visitation Program
Audit Procedure”. The goals of the easy-to-use procedure are to:
a. Simplify coordination between program visitors across four flotillas with the same Area of
Responsibility (AOR), in essence, with the same dealer-partners to service;
b. Provide a means for a productive program visit when the program visitor does not have literature
in his or her possession at the time of the visit;
c. Encourage ad-hoc program visits, especially to “fringe” dealer-partners who tend to fall in the
cracks, without the need for extensive preparation;
d. Provide written feedback to the SO-PV as to the state of literature at any dealer-partner, as well as
a “work order” for preparing for a literature-delivery visit (by the same, or other PV);
e. Provide a written record for the SO-PV of the literature turnover by title at each dealer-partner to
aid in forecasting literature needs, and in coordinating with the SO-MA. This is especially crucial
in these times of budget cuts where literature is extremely difficult to obtain.
f. Provide a means to survey/audit a large number of dealers on one day, and then do a systematic,
mass literature distribution “blitz”, on another, especially when important titles are on back-order.
g. Provide a written survey of prospective or new dealers in regards to literature display
opportunities – bulletin boards, existing racks, reading areas, etc. – and recommended titles for
initial literature set-up.
2. The Division 12 RBS Visitation Program Audit Form is a simple-to-use, “fill-in-the-blanks” type
form that lists all available RBS collateral alphabetically, by type (booklet, pamphlet, decal, etc.). For
each title, there is a box to write the quantity “on hand” (“O/H”) at the time of the visit, and a second
box for the recommended “order” (“ORD”) for a subsequent visit, again by title. Additionally, the
front of the form lists the popular titles, while obscure, region-specific, or unpopular titles are shown
on the rarely-used back. Finally, there is a section for remarks, or specific requests that are not on the
form. A typical audit takes about five minutes, including completion of the form.
3. When to Perform: Program visitors may perform an audit at any time, particularly:
a. On an ad hoc basis, if the program visitor is conveniently at or near the dealer-partner for other
Auxiliary or non-Auxiliary reasons;
b. In connection with a specific audit-only visit, perhaps as one of a series of audit-only visits in a
particular geographical area; or MEMORANDUM: Division 12 11SR RBS Visitation Audit Program, Form and Procedure Page 2 of 3
August 10, 2009
c. In connection with a classical literature distribution visit, where the program visitor is carrying a
personal inventory of literature, and is not fulfilling an order resulting from a previous audit by
any program visitor.
4. Procedure: All program visitors should print out a supply of the audit forms, preferably on two sides,
and keep them handy in their car or briefcase. In this way, an audit visit can be performed at any
time.

To perform the audit, read the instructions on page 2 of the form, then:
a. SECTION I: Member Information. Fill in your member name; member number is optional;
b. SECTION II: Visited Business Information. Complete the dealer information section. Include the
accurate street address, particularly for prospective or new dealers. “Dealer contact” is only
important for a new-dealer visit, and should be the same person you enter on the ANSC-7047
Manufacturer ID Code System Form required for a new partner (manager, owner, etc.).
c. SECTION III: Flotillas Active in Program Visits. If obvious from contact information on the
literature rack(s), or stamps or decals on literature, enter the flotilla number(s) of flotillas
apparently active in visiting this dealer-partner. This helps in coordinating subsequent
distributions, particularly with program visitors who may feel they have “adopted” certain
dealers.
d. SECTION IV: Audit Results. New partners: count the bulletin boards, window displays, reading
areas, literature easels, and literature shelves. All partners: count the number of each title of
literature, including booklets (BKLT), cards (CARD), decals (DCAL), pamphlets (PAMP), and
racks (RACK), on display, and list that count under “on hand” (O/H). Write in any titles not on
either side of the form, in the empty spaces provided. If you interact with the dealer-partner,
ascertain any special requests, and write them in where appropriate (under “Titles” or
“Remarks”).
5. Finalizing the Form: After the audit, the program visitor should complete the “Order” (ORD) column
on the form for each title normally stocked at this location, or newly-published titles in the interest of
the dealer-partner and its customers. The total of each title, O/H + ORD, should equal ten (10) for
most dealers, or twenty (20) for high volume marine chandleries. This is the current recommended
MOH (minimum on hand) for dealers in the current environment. If in doubt, contact the SO-PV via
email for guidance (SO-PV@smbcga.org).
6. Submission: Subsequent to an audit, program visitors may choose to either to:
a. Satisfy the order themselves, immediately, or on a subsequent, close-in visit. In this case, write
“COMPLETED” in the “Remarks” field, and the literature delivery date in “Follow-up” date.
Then, mail or scan/email the completed form to the SO-PV at the above captioned addresses. The
program visitor in this case is responsible for acquiring the necessary materials from their FSO-
MA.
b. Submit the form only. In this case, the SO-PV will arrange for a literature “kit” to be assembled
and delivered directly to the dealer-visitor by another program visitor, or by the program visitor
who performed the audit, both under “assignment to duty” orders. Indicate your preference in the
“Remarks” section of the form. Submission is as in 6.a, without the “completed/date” notations.
This is the preferred procedure in Division 12.
7. Protocol:
a. Uniform: The RBS Program Visitation Manual COMDTINST M16796 allows program visits to
be performed in appropriate civilian attire, and the lack of a uniform should not deter a program
visitor from performing an audit visit on an ad hoc or spontaneous basis. Except for ODUs, a
2MEMORANDUM: Division 12 11SR RBS Visitation Audit Program, Form and Procedure Page 3 of 3
August 10, 2009
uniform is always appropriate, however, and helps reinforce our image as a service-oriented
organization.
b. Notification: The program visitor planning an audit should announce himself or herself to a floor
manager or other official at the dealer-partner, in uniform or not, and display our ID card. Do not
make notations on a form on a clipboard in someone’s store without making your presence and
purpose known in advance. A simple “I’m so and so from the United States Coast Guard
Auxiliary, and I just want to check on your supply of literature,” will do.
c. Coordination: Because of the complete overlap in program visitation AORs among the flotillas of
Division 12, coordination of all dealer visits will be performed, to the degree practicable, by the
SO-PV, as outlined in the RBS Program Visitation Manual, and program visitors are encouraged
to directly contact the SO-PV, with courtesy notes to their FSO-PV, if any, for specific
assignments. The SO-PV maintains a master list of dealer-partners, their standard literature
inventories, and the date of the most recent program visit, and can assure that your valuable time
is focused where it is most needed. If you are in danger of not completing the Recurrent Yearly
Requirement (REYR) (four visits each year), then performing four or more quick, needed, audit
visits or planned deliveries will square you away quickly.
8. Other Paperwork: Time spent performing audit visits should be recorded, as usual for program visits,
on ANSC Form 7046. Time preparing for, and following up on, an audit visit (excepting a follow-up
visit itself) should be recorded on ANSC Form 7029. Both forms should be filed as directed by your
Flotilla Commander or the Director. Finally, any changes to mailing or contact information at a
dealer-partner should be recorded on ANSC-7047 (CG-5093), and filed with the SO-PV, for
forwarding to the DSO-PV.
9. Effective Date: This procedure and the accompanying form are effective immediately, and remain in
effect until rescinded by the SO-PV, DVCDR-12, DCDR-12, or any other authority, as determined by
the Director.

Attachments(s): Division 12 RBS Visitation Program Audit Form, Rev 5.1

Copy: Eve Oppedisano, DSO-PV 11SR, Jeff Steinber