management procedures. In a small activity where the officer may have many other responsibilities, the AZ may be expected to handle some of the procedures with little supervision.
In many offices, reports tickler files are maintained to ensure that reports are prepared correctly and well in advance of their due dates. This system provides a master reports tickler file of all reports required from a given organization.
A tickler file is a system for alerting people sufficiently before the actual due date so that reports may be promptly submitted. To set up a tickler file, a 3 x 5 file card should be prepared for every recurring report that originates in the maintenance office. OPNAV Form 5214/5 should be used for this purpose. These cards should indicate the kind of report; the form number to be used, if applicable; the due out date, and the address of the office to which it is to be sent; the number of the directive requiring the report; and, if applicable, a listing of the divisions from which information concerning the report must be obtained.
These cards should be sorted by frequency of the reports, and then each pile further arranged in chronological order. These cards may then be filed in a 3 x 5 file box or drawer in the exact chronological order in which they become due. If desired, tabbed dividers maybe used to divide the file into monthly segments.
The cards should be arranged so that they will reach the front of the file a certain number of days before the report is due. The tickler file is checked daily; and as reports are completed and the months pass, the cards and dividers are placed toward the rear of the box or file. The dividers are placed 12 months back, and the tickler cards are inserted in the precise spot in the file (according to its frequency) where it will come up again to provide timely notice of the next report due.
In-service training is a command responsibility, and the majority of practical training is derived from this means. Since this training represents a major contribution to the Navy's efforts, a systematic in-service training program must be established that will develop the skills and experience necessary for a high state of readiness and to meet the minimum requirements of the Personnel Qualification Standards (PQS) and the Maintenance Training Improvement Program (MTIP). Both lectures and practical training are integral parts of a successful program, and must be geared one to the other. Also, the program must satisfy each individual activity's particular requirements. In-service training is accomplished both formally and informally.
Formal training is conducted through lectures supplemented with visual aids and required reading. A schedule of training is prepared and published by the assistant maintenance officer, listing each lecture, time, location, names of those who are to attend, subject, and the name(s) of the instructor(s). Each division officer prepares a training syllabus and maintains a progress record for each person in the division. The division officer also furnishes the assistant maintenance officer with the names of personnel to be scheduled for training lectures.
Lectures are prepared by designated officers, petty officers, and Navy engineering technical services personnel when so directed by the maintenance officer. A lesson guide for each lecture is prepared in a format containing the following elements:
Lecture number. A number assigned for identification.
Time. Duration of the lecture.
Date reviewed. By name and rank/rate.
Title. Subject of the lecture.
Objective. The purpose of the lecture.
Instructional aids. Material that assists the instructor's presentation, such as visual aids or schematics. Indicate where the aids can be found if they are not attached to the lecture outline.
Instructor's references. Reference material with which the instructor should be familiar before attempting the lecture.
Presentation. A complete narrative of the lecture contents or an outline so complete that a satisfactory lecture can be conducted from it with little preparation by a new or substitute instructor.Continue Reading