SOAR Format

3. Format

Introduction

This topic contains a description of the required format for SOAR, including

• SOAR format
• date and title
• scope of review
• review of previous recommendations
• current findings and analysis
• conclusion
• recommended action to improve or resolve problematic areas, and
• signature requirements and approval of SOARs.

Change Date

February 18, 2025

5.3.a. SOAR Format

The format discussed in this section is required to ensure all topics, details, and analysis are contained in the SOAR.

Reference: For an example of the required SOAR format, see M21-4, Chapter 5, Appendix A.

5.3.b. Date and Title

The date of completion of the SOAR must be included and the title will reflect the required SOAR topic reviewed.

References: Form more information on SOAR topic requirements for

• VSC/DRAS SOARS see M21-4, Chapter 5, Topic 4
• BEST SOARS, see M21-4, Chapter 5, Topic 5
• PMC SOARS, see M21-4, Chapter 5, Topic 6
• Hub SOARS, see M21-4, Chapter 5, Topic 7, and
• FCC SOARS, see M21-4, Chapter 5, Topic 8.

5.3.c. Scope of Review

The scope of review will include, at a minimum, a brief overview of the main topics covered, time period covered and date of review.

Note: O perational parameters should be explained, to provide context and clarity, if applicable (for example, changes during the review period, a pilot project that took place for three months out of the six-month review period, etc.).

5.3.d. Review of Previous Recommendations

Recommendations from the last SOAR report must be restated and include actions taken to implement the previous recommendations and the impact of those actions. The success of the implemented recommendations will be detailed in the findings and analysis sections.

If the previous recommendation was not implemented, an explanation of the mitigating circumstances will be included and/or the previous recommendation will be continued as a current recommendation in the next SOAR, if supported by the findings and analysis.

Reference: For more information on the control log for recommendations, see M21-4, Chapter 5, Topic 2.g.

5.3.e. Current Findings and Analysis

The current findings and analysis section will contain a summarization of the data reviewed and in-depth analysis of the data presented.

All required topics and sub-topics must provide:

• current facts, findings, and data to adequately address each topic under review
• in-depth (root cause) analysis of presented facts, findings, and data, to include
• comparative analysis to that of another station, district, nation, (FY), or other review period, etc.
• identified trends
• discussion on identified deficiencies, potential problem areas, outliers, inefficiencies, and/or identified best practices, and
• results of implemented recommendations/action items of any prior review.

Important:

Possible data and process review resources include (but not limited to): Tableau reports, Oracle Business Intelligence Enterprise Edition Reports, Workload and Time Reporting System, Quality Management System, M21-1 and M21-4 procedures, VBA policy or directives, and subject matter expert interviews, and must be cited appropriately in this section of the report.

• Ensure data is collected and maintained throughout the review period so all relevant data will be available for the SOAR.
• If existing data reports are not available, stations should use a sampling of local cases to conduct a review.
• When reviewing a process, a description of the process only is not sufficient and must include an in-depth analysis of what is/is not working and why.

5.3.f. Conclusion

The conclusion of the SOAR will provide a discussion of any identified potential problem areas and/or best practices.

Important:

• Conclusions noted should be followed by recommendations for RO improvement or other process improvement ideas for District/Nation.

5.3.g. Recommended Action to Improve or Resolve Problematic Areas

When areas of improvement are identified by a SOAR, the report must include recommended actions to remedy the problem. Recommendations must be justified by the findings and analysis, which will be supported by data.

Reference: For more information on the control log for recommendations requirement, see M21-4, Chapter 5, Topic 2.g.

The recommended actions must include the

• action to be completed
• party responsible for completing the action
• date the action is to be completed, and
• evaluative criteria that will be used to measure success.

Example: On the first of every month, the Management Analyst will review deferral data to determine whether a decrease in avoidable deferrals caused by VSC/BEST is shown. Success will be measured by a reduction of X% by next SOAR review period.

5.3.h. Signature Requirements and Approval of SOARs

SOARs must include the following signatures and approvals:

• name and title of the SOAR author
• the date completed
• approval signature by the VSCM/DRASM/SMPO/FCCM/FHM/PMCM/BESTM, and
• concurrence signature by the Director (or designee no lower than an Assistant Director).

All concurrence signatures and dates will be captured and digitally saved to the electronic document and must be signed within the designated SOAR window.