Planning for a Comprehensive Community Needs Assessment

Organizational Standards National Webinar SeriesThursday, November 2nd 2017

Dr. Jarle Crocker | CCAP, NCRTDirector of T/TA

jcrocker@communityactionpartnership.com

Courtney Kohler | MPA, CCAP, NCRTSenior Associate, T/TA

ckohler@communityactionpartnership.com

CNA National Webinar Series

• November 9th at 2:00 PM ESTCollecting CNA Data

• November 13th at 2:00 PM ESTAnalyzing CNA Data

• November 20th at 2:00 PM ESTCommunicating the CNA

Agenda

• A brief overview on the importance of the CNA

• Stage One: Preparing the agency and defining the scope

• Stage Two: Creating an assessment plan

• Stage Three: Creating a data collection plan

The Importance of Community Needs Assessments

What is a Needs Assessment?

A systematic process for creating a profile of the needs and resources of a given community or

target population. (ROMA)

A process of collecting and analyzing a broad array of data and information to develop a

comprehensive picture of a particular community. (Claire Higgins)

How Many Needs Assessments?

Assessments may be required by multiple funders, but multiple assessments should not be necessary.

• Comprehensive assessment

• Collaboration

• Service integration

Connecting the CNA with Other Planning Processes

Community Needs Assessment

Strategic PlanCommunity Action Plan

ROMA and the CNA

• Assessment is the first stage of the ROMA cycle and helps determine:--Who are our customers?--What do they value?--What outcomes should we

aim to achieve?

• Assessment is the foundation of allsubsequent phases

• Assessment is an ongoingprocess

Key CNA Goals and Activities

• Assess the needs and assets within the whole community.• Analyze the underlying causes of poverty• Identify overall service needs of populations, gaps in

services, and barriers to services.• Determine if agency programs match community needs.• Support strategic planning and develop program priorities• Strengthen relationships with key partners and

stakeholders• Build awareness of Community Action and support need for

funding• Develop community consensus on a policy agenda

Organizational Standards: Beyond Compliance

Standard 3.1 • The organization conducted a Community Assessment and issued a report within the past 3 years.

The assessment is comprehensive and covers the whole community

The report is shared with customers, partners, and the community

Technical Assistance Guide

• Guidance on definitionand intent

• Guidance on interpretationand documentation

• Resources to benchmarkperformance andimprove

NASCSP Tools

The Five Stages of the CNA

Scope

1. Prepare the agency and define the Scope

• Choose an agency team

• Identify potential supporters/partners

• Present to leadership

• Introduce assessment concept and choices

• Choose the community to assess

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Roles of the Agency Team

• Sets direction and provides oversight and feedback throughout the assessment process.

• Facilitates linkages with community leaders and organizations.

• Is deeply involved in the analysis of the data.

• Provides long-term support for follow-up and implementation of recommendations.

• Develop a budget

Who should be on the team?

• Program Managers

• Planning and development staff

• Board Members

• Community partners

• Expert consultants

Potential CNA Supporters

Ask: Who has a shared interest in CNA data?

• Public agencies

• Other service providers

• United Ways

• Universities and community colleges

• Community foundations

• Hospital systems

• Private sector

Tips for Stage One

• Engage key stakeholders and sectors from the start

• Involve your board in multiple ways--Create a sub-committee--Engage other key partners and stakeholders--Access resources to support the process--Help with interview and research outreach

• Define your audience and how the information will be used

Choosing the Target Community

• Consider looking at multiple levels – zip code/census tract, neighborhood, city/county, region

• Don’t exclude communities outside of your service area

• Use the boundary discussion to identify key stakeholders to engage

• Make sure to target stakeholders beyond your client population

• Define what it means to be in poverty

How do You Define Poverty?• Supplemental Poverty Measure“The SPM extends the official poverty measure by taking account

of many of the government programs designed to assist low-income families and individuals that are not included in the

current official poverty measure.”

Choose Your Categories

• Community Commons Online Tool

• Domains of CSBG Act• Employment• Education• Income Management • Housing• Emergency Services

• Nutrition• Self Sufficiency• Health• Services for Youth • Services for Senior

Citizens

• Population Profile• Employment• Education• Housing

• Income• Nutrition• Health Care

Consider…

• What domains did you use in your last needs assessment?

• Did the way you organized your domains create any challenges with data collection?

• Are you considering any changes to how you organize your domains?

Assessment Plan

2. Create an Assessment Plan

• Develop your “Data Collection Planning Matrix”

• Brainstorm assets and needs

• Create “wish lists” organized by type

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The Data Collection Planning Matrix

• Developed by the Agency Team and/or consultant• Helps the team to brainstorm what potential

types of data to collect • Helps organize the data into the three ROMA

levels of individual/family, organizations/agencies, and community

• Helps to identify potential challenges with domains and data collection

• Helps streamline the data collection process by prioritizing what data to collect

Key Questions for the Data Collection Plan

• What individual/family needs will be assessed?

• What organizations’ needs will be assessed?

• What community-specific needs will be assessed?

• What data and indicators are needed?

• How will the data be gathered?

Develop Your Data Collection Planning Matrix

Level What Data? Who Has It? How is it Collected?

Individual/Family Quantitative Quantitative Quantitative

Qualitative Qualitative Qualitative

Organizations/ Agencies

Community

Sample Data Planning Matrix

Data Plan

3. Create a Data Collection Plan

• Decide what data is needed

• Engage your Board to define member roles

• Develop the message to community partners

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Engaging Stakeholders Through Data Collection

General Public

Community Organizations

Key Partners

Customers

Remember to Include Multi-Level Data

National

Region/State

Community

Target Population

Decide What Data is Needed

• Databases and reports of others

• Surveys

• Focus groups

• Community forums

• Interviews

Organize Data by Type and SourceHousing

Published Statistics Survey InformationFocus Groups or

Interview Information

Community Forum Responses

What?Who Has

it?What?

What Group?

What?Who has

it?What?

What Group?

Education

Published Statistics Survey InformationFocus Groups or

Interview Information

Community Forum Responses

What?Who Has

it?What?

What Group?

What?Who has

it?What?

What Group?

Create a Timeline and Assign Responsibility

• Review budget and establish timelines

• Define CAA staff and/or consultant roles

• Recruit partners and participants

• Choose and finalize data tools

March July

April May June

March - March

Review and evaluation of results

June - June

Write CNA

March - April

Surveying of clients, partners

staff, and board

Review of assessments

Of clients, board, agency

March - April

Conduction of focus groups

March - April

Gathering secondary data using CCNA and outreach

April - May

Analysis of all data

May - June

Prioritization

July

Submit to Funder

May

Analysis reviewed by Board/PC

June

Prioritization approved by Board/PC

April

Report results to public

Example

# Timeline Sample Dates Activity

1 3 weeks March 16th – 31st Planning and developing forms

2 4 weeks April 1st – April 30th Collecting Data

3 3 weeks May 1st - May 22th Analyzing Data

4 2 weeks May 23rd - June 30th Preparing Report

Total 15 Weeks March 16th – June 30th

TDHCA – CSBG Community Needs Assessment – Page 3 – Rev. 04/06/2015

Example

Other Tips in Data Planning

• Use a three year time frame if possible to allow for identification of trends

• Sequence the data collection to start with quantitative methods

• Pair data collection methods with types of stakeholders and data collection needs (e.g. surveys for customers; key informant interviews for partners)

• Sequence quantitative and qualitative methods (e.g. follow up surveys with focus groups)

• Consider connections to the strategic planning process

Quantitative

(Quantity – confirms)

oNumerical/Statistical

oDemographic

o Economic

o Social

Can be time consuming... Solution?

• Web Based Data Tool – Comprehensive tool to collect secondary

data • Provide comprehensive data in one location

• Trustworthy source

• Frees up time to focus on primary data and assets

– State & National Tools

– University of Missouri – CARES & IP3

Web-Based Tool

Web-Based Tool

CAP Hub

• Indicators = 39

• National level data sources • (i.e. US Census Bureau Decennial Census, American Community

Survey, US Dept of Labor, etc)

What’s in it?

Qualitative

(Quality – explores)

o Narrative, themes, perceptions

o Available community resources

o At-risk or threatened resources

o Unmet community needs

o Current barriers to accessing services

External

o Key Informant Interviews

o Community Forums

o Focus Groups

o Surveys

Internal

o Agency Capacity

o Surveys

Qualitative - External

Community Forums

SurveysFocus

Groups

Key Informant Interviews

Re-Engage the Board

• Review the scope

• Review the data collection plan

• Roles the board will play in data collection and review

• Budget approval

• Outreach to key stakeholders and partners

• Outreach to media and broader community

CNA Webinar Series

• November 9, 2pm ET:

Collecting CNA Data (Register)

• November 13, 2pm ET:

Analyzing CNA Data (Register)

• November 20, 2pm ET:

Communicating the CNA (Register)

Register at: www.communityactionpartnership.com

Events Tab > Webinars

Questions

Requirements and Roles Resources• Technical Assistance Guide Organizational Standards Category 3

– This toolkit, created by the Partnership’s Organizational Standards Center of Excellence walks through the documentation required for each of the Standards related to Needs Assessments.

• A Community Action Guide to Comprehensive Community Needs Assessments– The toolkit, written by the National Association for State Community Services

Programs (NASCSP) in July 2011 walks through the assessment process at large with specific information for this standard starting on page 32.

• Community Needs Assessment Guide and TDHCA Submission Requirements– This toolkit from the Texas Department of Housing and Community Affairs

provides survey, focus group, and interview templates in addition to larger guidance on the assessment process.

• Community Needs Assessment Tool Kit– This toolkit, written by the Missouri Association for Community Action and

Missouri State CSBG Office in April 2009 walks through the assessment process with specific information for this standard “Statistical Data,” “Agency Gathered Data” and “Conditions of Poverty and Issue Areas” on pages 7-30.

Contact Information

Dr. Jarle Crocker | PhD, CCAP, NCRTDirector of T/TA

jcrocker@communityactionpartnership.com

Courtney Kohler | MPA, CCAP, NCRTSenior Associate, T/TA

ckohler@communityactionpartnership.com

This presentation was created by the National Association of Community Action Agencies – Community Action Partnership, in the performance of the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Community Services Grant Number, 90ET0465. Any

opinion, findings, and conclusions, or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the U.S. Department of Health and Human Services, Administration for Children and Families.