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Form - Quarterly Program Progress Update
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Completed by the team lead for every Program Improvement Team within 15 days of quarter end (July 15, October 15, January 15; the fourth quarter is folded into the annual appraisal) and sent to the program manager, the senior leadership team and the JOHSC for information (06 Program Improvement Teams section 10). Two to four pages. The CFAI model expects at least quarterly internal reporting on the delivery system and prioritized remedial actions (CPSE, 2019, criterion 2D.2); ISO 45001 expects monitoring results to be evaluated and communicated (ISO 45001:2018, cl. 9.1). Write in the past tense for what happened, the future tense for what is planned, and status tags in capitals at the start of each milestone line: COMPLETED, IN PROGRESS, ONGOING, ON HOLD, CANCELLED.
| Field | Entry |
|---|---|
| Program and team | |
| Quarter and fiscal year | {{Quarter}} {{Year}} |
| Program manager (role) / Team lead (role) | |
| Date submitted | |
| Outcome statement (from the charter, unchanged unless the appraisal changed it) |
What moved, what did not, what the team learned, what the team needs, what members will notice.
| Indicator (from the program module section 10) | Baseline | Target | This quarter | Last quarter | Same quarter last year | By district or zone (exceptions only) | Career / volunteer split | Note |
|---|---|---|---|---|---|---|---|---|
| Leading indicator 1 | ||||||||
| Leading indicator 2 | ||||||||
| Lagging indicator 1 | ||||||||
| Lagging indicator 2 | ||||||||
| Psychological-safety measure for this program (near-miss and good-catch reports; stop-work calls reviewed; concerns raised and answered) |
Trends, outliers and events that need a detailed review (two or three sentences each):
| Work plan action | Owner (role) | Due | Status tag | Note |
|---|---|---|---|---|
Planned for next quarter:
| Action | Owner (role) | Due |
|---|---|---|
| Opened this quarter (count by priority, P1 to P4) | Closed this quarter (count by priority) | Overdue at quarter end (IDs, priority, age, escalation level) | P4 (Improvement) plans presented, which fall due at this update (IDs) | Effectiveness checks done and results |
|---|---|---|---|---|
| Field | Entry |
|---|---|
| Learning-team sessions held (task, number of participants by role, date) and what they found (conditions, not people) | |
| Procedures or job aids changed because of them (document numbers, change notice dates) | |
| Training delivered (course, sessions, attendance career and volunteer, assessed by) | |
| Research, literature reviews, field trials (status, next step) | |
| Equipment reviewed, trialled, recommended, accepted (Equipment Standards team references) | |
| JOHSC consultations this quarter (date, item, outcome) and standing consultant attendance | |
| Concerns raised by members to the team, and the date each was answered |
| Risk or constraint | Effect on the program | Mitigation in place | Ask of the senior team (decision, resource, date needed) |
|---|---|---|---|
What changed this quarter and why; what is coming; who to talk to.
| Role | Confirmation | Date |
|---|---|---|
| Team lead (prepared) | ||
| Program manager (reviewed) | ||
| Received by senior leadership team (date) | ||
| Received by JOHSC (meeting date) |
| Field | Type | Required | Who completes |
|---|---|---|---|
| Program and team; quarter; roles; date; outcome statement | Text; pick list; date | Yes | Team lead |
| Five-line summary | Text | Yes | Team lead |
| Indicator rows | Numbers with baseline, target, current, prior, prior year, splits | Every indicator in the program module; at least one psychological-safety measure | Team lead from the HSO’s data |
| Trends and events needing review | Text | Yes (may be “none”) | Team lead |
| Milestones (action, owner, due, status tag, note) | Repeating group | One per work plan action | Team lead |
| Next quarter actions | Repeating group | Yes | Team lead |
| Register slice | Counts by priority and IDs | Yes | Team lead from the register |
| Learning and engagement fields | Text | Yes (may be “none” with reason) | Team lead |
| Risks and asks | Repeating group | Yes (may be “none”) | Program manager |
| Member-facing summary | Text, five lines | Yes | Team lead |
| Sign-off | Roles, dates | Yes | Team lead; program manager; recipients |
Center for Public Safety Excellence [CPSE]. (2019). Fire and emergency service self-assessment manual (10th ed.). Commission on Fire Accreditation International. https://cpse.org/wp-content/uploads/2019/08/10th-Edition-FESSAM-Strikethrough-Underline-v.4.pdf
International Organization for Standardization. (2018). ISO 45001:2018, Occupational health and safety management systems: Requirements with guidance for use. https://www.iso.org/standard/63787.html