involving the community in decisions: data gathering for silc’s june 12, 2008

© MAP for Nonprofits - 2007

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Involving the Community In Decisions: Data Gathering

for SILC’sJune 12, 2008

Presented by:Judy Sharken SimonManager Board & Volunteer Services [email protected]

Brad WilliamsExecutive Director, New York [email protected] voice & TTY


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What we’ll cover

I. Community Input – Why Bother?

II. Commonly Used Methods for Gathering Input

III. One SILC’s StoryIV. Possible BarriersV. ResourcesVI. Next Steps


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What we’re hoping you leave with…

Identify primary data gathering methods

Recognize advantages and disadvantages of each method

Identify appropriate methods and resources needed for successful implementation

Cite the importance of consumer and other stakeholder involvement in the decision making process


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Community Input – Why Bother? It is a way to involve people and create

investment It is good business practice It creates buy-in It helps to legitimize the choices It affirms or denies assumptions It allows us to make more informed, and

presumably, better decisions While it takes more time up front, it speeds the

process down the line It promotes 2-way communication and collaborations


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Commonly Used Methods for Gathering Input

Interviews Surveys Community Forums Focus Groups Email comment


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Interviews

Typically used… Before: planning, ideas for program design, upfront advice

After: assessment, summary, reaction


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Most Important Things to Remember about Interviews

Good for more in-depth conversation

They are time consuming Important when key

relationships are at stake


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The Downside of Interviews

Lack of synergy Require time Limited quantities are possible Difficult to standardize and

quantify responses


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Surveys

Typically used… Before: market research Ongoing: name changes, recruit new clients

After: evaluation


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Most Important Things to Remember about Surveys

Survey design is very important

Quantitative analysis of results is critical

Helpful in reaching broadly


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The Downside of Surveys

Response rate can be low Little opportunity for probing Can be costly to administer Online survey instruments have trade-

offs Cost (ongoing). Training curve. ACCESSIBILITY!


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Community Forums

Typically used in: Collecting opinions, beliefs and

attitudes about issues of interest to your organization

Building energy, ideas, and excitement about a topic

Providing an opportunity to learn more about a topic


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Most Important Things to Remember about Community Forums Logistics are critical Orchestration of the event can

make all the difference Great opportunity for PR


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The Downside of Community Forums

Logistics can be overwhelming – need good staffing

The group can take on a life of its own

Capturing the data can be challenging


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Focus Groups

Typically used… Before: planning, program design, market research

Ongoing: name changes, recruit new clients

After: assessment, summary, post mortem, image


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Most Important Things to Remember about Focus Groups They are most useful in

capturing people’s ideas, beliefs, feelings

Helpful in combination with other methods

Create opportunities for fun, engagement, interaction


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The Downside of Focus Groups

Need a skilled facilitator Time is limited so number of

questions is also limited


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Email Comment

Typically used in… Collecting opinions, beliefs and attitudes

Ongoing: during the course of public comment period

After: feedback, further thoughts


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Most Important Things to Remember about Email Comment Be prepared for large volume Set up your processes

beforehand It is the most accessible and

least “controlled” medium


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The Downside of Email Comment

Difficult to analyze the data Lacks ability to probe or bounce ideas off one

another Responses tend to come from those most

passionate (pro or con) Some responses come from targeted or

organized efforts to support popular initiatives as opposed to random comments.


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The Process for Any Method

Step 1: Define the purpose Purpose needs to be very clear so that you can:

Communicate why you’re doing it to participants, Develop focused questions Get the information you really want

Examples: To gather input on service needs in the disability

community.Why do you want to know that? To find out if the top priority needs in the state were

adequately reflected in the state plan.CLEARER: To gather community input to ensure that the service

needs matched with the components outlined in the state plan.

To hear what our constituents think we do.Why do we want to know that? Because we need to revise our mission statement.

CLEARER: To hear constituents’ ideas about our current mission statement and how to revise.


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Step 2Establish the timeline New York SILC

May 2006 - SPIL committee meets to make decisions about process

August 2006 – Develop important outreach materials September 2006 – Distribute outreach materials to the

statewide network and post them on website for review and comment

Early October 2006 – Conduct three statewide public hearings at CIL sites

Late October 2006 – Conduct four additional hearings at breakout sessions of statewide annual conferences to expand feedback beyond the CIL network

November 2006 – SPIL committee meets face-to-face to review increased input


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Steps 3 & 4

• Identify and invite the participants• Generate the questions to be asked


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NYSILC ExampleFACILITATION OUTLINE

USE OF TITLE VII, PART B FUNDS: These funds are resource oriented. Approximately $750,000 is available.

What is the best way to maintain and/or improve support for the statewide systems advocacy network?

What do you think are the top technical assistance and training needs of the statewide network?

What is the best way to increase public awareness about CIL’s and issues important to people with disabilities?

What is the best way CIL’s can conduct outreach to unserved and underserved populations? What has worked in your community?

USE OF TITLE VII, PART C FUNDS: These funds are for center operations. Sixteen CIL’s presently receive twenty-one grants totaling $4 million. The previous SPIL used new funds for the establishment of new CIL’s. The current plan directs all new funds to the existing Federal network of CIL’s until they receive a minimum of $200,000 each.

How can the statewide network best use new Title VII, Part C funds?

How can NYSILC encourage the maintenance and growth of a statewide network of centers?

What unserved or underserved areas of the state still exist?


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NYSILC Example continued DESCRIPTION OF EXTENT AND SCOPE OF INDEPENDENT LIVING SERVICES.

With housing such a priority, and CIL’s being non-residential, what can be done to increase affordable and accessible housing options?

What resources do CIL’s need to effectively divert or transition people with disabilities outof institutional settings?

What role should CIL’s play in the transition of students with disabilities?

What role should CIL’s play in the implementation of the Help America Vote Act (HAVA)?

OPEN COMMENTS.


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Step 5

Maybe • Develop a script• Select a facilitator• Choose the location


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Steps 6, 7, & 8

• Initiate the Method• Interpret and report the results• Translate the results into action


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Questions to Ask Yourself

• What kind of information am I trying to obtain?

• Who would conduct this kind of research?

• Who would be participating?


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What’s Worked for You? Additional Questions or Comments?


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One SILC’s Story

Transition Over Several State Plans From two to three sparsely attended hearings

and the state plan partners hashing out the SPIL to…

An empowered SPIL committee directing the process

Developing outreach materials Defining modes of feedback/venues Greatly increasing involvement in the process and

input into the plan


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The SPIL Committee

Efficient at completing work tasks. Facilitation Outline Accomplishments Public Hearing Schedule

Made important decisions when necessary.

Summary of increased input. Comment period on preliminary SPIL draft

Good at “stepping back” and letting the process work.


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How Did We Achieve Expanded Input?

Besides three statewide public hearings at CILs (facilitation notes/audio tape), other methods included:

Breakout sessions at four statewide conferences – especially to gain a non-IL perspective (facilitation notes)

CIL focus group discussions at the local level (four CILs held events/submitted comments)

Written comments submitted by individuals online via the NYSILC website (almost 400 comments received)


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People Drive the Priorities The facilitation outline helped to structure the

feedback. The SPIL Committee tallied the feedback in

relation to support for various initiatives. The people and public comments defined the

PRIORITIES. With the priorities identified, the SPIL committee

matched them up with budget amounts. A preliminary SPIL draft was then sent out for public comment.


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The Final PUSH Only a few comments were received on the preliminary

SPIL draft – appropriate changes were made. Was this a fluke, lack of interest, or a sign that we had

done our job? The final SPIL draft was sent out to SILC members in

January 2007 for review. At the February 2007 NYSILC meeting, the SPIL draft

passed with minor edits – no major debates, arguments, or filibusters occurred at the meeting!


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What Worked?

Concepts of “participation,” “ownership,” and “legitimacy.”

Investment of time to gather data/input upfront saves confrontation later. The real battles occurred during

committee work.


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Other NYSILC Surveys

Statewide CIL Consumer Satisfaction Statewide CIL Technology & Equipment Statewide Housing Needs for People with

Disabilities Statewide Needs Assessment (related to

funding priorities) Focus Group Testing of Ballot Marking Devices Voting Trends of New Yorkers with Disabilities

(with Siena Research Institute & Zogby International)


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Possible Barriers – What Might Get in the Way? Additional Questions?

• Money• Time• Access to people


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Resources That Can Help Books

“The public participation handbook; making better decisions through citizen involvement”, Creighton, James L., Jossey-Bass, [c]2005

“Nonprofit Guide to Conducting Community Forums: Engaging Citizens, Mobilizing Communities”, Carol Lukas, Linda Hoskins, Fieldstone Alliance

“Nonprofit Guide to Conducting Successful Focus Groups”, Judith Sharken Simon, Publisher: Fieldstone Alliance

Websites• http://www.ce.communitiesscotland.gov.uk/stellent/groups/public/

documents/webpages/scrcs_006693.hcsp• http://www.hcd.ca.gov/hpd/participation.pdf• http://www.communities.gov.uk/localgovernment/360902/constitut

ionsandethics/constitutionalarrangements/guidanceenhancing/guidanceenhancing/

• http://www.nysilc.org/spil_plan_2005-7_final/NYSILC%20SPIL%20Development%202008%2020101.htm

• IL NET Project Partners (ILRU, NCIL, and APRIL)

involving the community in decisions: data gathering for silc’s june 12, 2008

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