Using Community Commons Date in Your CNA Jarle Crocker Director, Training and Technical Assistance Community Action Partnership Jcrocker@communityactionpartnership.com Michigan Community Action Summer Conference July 1, 2017

Agenda Introduction to the Community Commons Website Advanced Community Commons Tools Incorporating Community Commons Data Into Your CAN What questions do you have?

Organizational Standards Category Three: 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 Standard 3.2 • As part of the Community Assessment, the organization collects and includes current data specific to poverty and its prevalence related to gender, age, and race/ethnicity for their service area(s). Demographic data is included for all domains Demographic data informs decisions about selection of programs, services, and delivery strategies

Organizational Standards Standard 3.3 • The organization collects and analyzes both qualitative and quantitative data on its geographic service area(s) in the Community Assessment. Qualitative and quantitative data is collected for all domains Qualitative data is used to explain quantitative data The data is analyzed to “tell the story” of poverty in the community Standard 3.4 • The community assessment includes key findings on the causes and conditions of poverty and the needs of the communities assessed. The causes of poverty are analyzed across domains The causes of poverty are used to inform the strategic plan

Organizational Standards Standard 3.5 • The governing board formally accepts the completed Community Assessment. The board is involved in the CNA from the start Agency leadership reviews key findings with the board The board uses the needs assessment to inform the strategic plan

Technical Assistance Guide Guidance on definition and intent Guidance on interpretation and documentation Resources to benchmark performance and improve

NASCSP Tools

The Five Stages of the CNA Define Scope Report Assessment Plan Implement Survey Data Plan

1. Define the Scope Scope Choose an agency team Identify potential supporters/partners Present to leadership Introduce assessment concept and choices Choose the community to assess Choose the broad domains of needs and assets to assess Back to main

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.”

Group Discussion Questions What domains did you use for your last needs assessment? Did you have any challenges making the data “fit” the domains? How would you organize the domains differently next time?

Choose Your Categories Community Commons Online Tool Domains of CSBG Act Population Profile Employment Education Housing Income Nutrition Health Care Employment Education Income Management Housing Emergency Services Nutrition Self Sufficiency Health Services for Youth Services for Senior Citizens

Reflect on Your Usual Categories What do you include in your surveys? What areas do you discuss in focus groups? Can you get (1) demographic data, (2) geographic data, and (3) trends for each area? Age, Race, Gender Census tract/zip code Trended data over time

2. Create an Assessment Plan Develop your “Data Collection Planning Matrix” Brainstorm assets and needs Create “wish lists” organized by type Back to main

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

Develop Your Data Collection Planning Matrix Level What Data? Who Has It? How is it Collected? Individual/Family Quantitative Qualitative Organizations/ Agencies Community

Sample Data Planning Matrix

3. Create a Data Collection Plan Data Plan Decide what data is needed Engage your Board to define member roles Develop the message to community partners Back to main

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 Source Housing Published Statistics Survey Information Focus Groups or Interview Information Community Forum Responses What? Who Has it? What Group? Who has it? Education Published Statistics Survey Information Focus Groups or Interview Information Community Forum Responses What? Who Has it? What Group? Who has it?

4. Collect the Data Implementation Create a timeline and assign responsibility Collect the data Back to main

Collect the Data Use a three year time frame if possible to allow for identification of trends Try to collect multiple levels of data (neighborhood, city/county, region, state, nation) for comparison Look for studies and reports that analyze the data Sequence the data collection to start with quantitative methods, then surveys, focus groups, and interviews, ending with community forums Pair data collection methods with types of stakeholders and data collection needs (e.g. surveys for customers; key informant interviews for partners) Use expert interviews to analyze complex data and issue Ask for peer-to-peer assistance on data analysis Consider connections to the strategic planning process

5. Analyze and Report the Data Create the community profile Organize non-quantitative responses Analyze and compare Create and present reports Back to main

Data Analysis Helps Tell Your Community Action Story You must be able to translate and transform data to articulate what the numbers mean, what action we must take, and how we and others can plan for the future ANALYZE RECOMMEND and REPLICATE PLAN

Data Analysis Guides Strategy How do the needs fit into the context of your community? The answers to the analysis will guide the strategy that you take – including the partnerships that are created

Connecting the Dots: Beyond Data Collection What does this all mean? What do we focus on? What happens next? Raw Data Analyzed Data Clear, Evidence-Based Message

Process for Analysis 1. Organize the data by domain 2. Analyze the data 3. Identify the underlying causes 4. Prioritize the needs 5. Pair Needs and resources/partners 6. Recommendations and key findings

1. Findings Organized by Domain Utilize domains from Community Commons Domains of CSBG Act Population Profile Employment Education Housing Income Nutrition Health Care Employment Education Income Management Housing Emergency Services Nutrition Self Sufficiency Health Services for Youth Services for Senior Citizens

2. Analyze the Data Identify gaps in services What is the total eligible but unserved population? What are the “systems” level issues? Identify geographic areas of need How are needs geographically distributed? Are there issues with access and availability? Identify needs by demographic categories What are the needs by population? Who are our primary customers?

2. Analyze the Data Assess trended data over time What needs are increasing and decreasing? By how much? What are the impacts of unmet needs? What are the costs of bad outcomes? What is the potential return on investment? Identify new partners and resources Where do we need to build relationships? Where can we access and leverage resources?

3. Identify the Underlying Causes Organizational Standard 3.4 requires an analysis of the causes and conditions of poverty What are the underlying causes of the needs? What are the relationships among the underlying causes? How do they connect? Are some more fundamental than others? Are there any obvious “tipping points” where actions will have significant impacts? Goal is self-sufficiency – must go deeper Look at level of need – the why – discuss possible causes Social, economic, and political factors Some causes will be beyond capacity of agency to address Not meant to address all the unmet needs Inclusion of the conditions of poverty but no documented discussion, or analysis of the causes. There is no one right answer for the cause of why a need exists, poverty is complex. However, agencies need to document that their assessment committee, agency staff, Board of Directors, or other entity analyzed what the causes associated with the documented need might be, and include those causes in the report. Key Findings Summary of Need Community Level Agency Level Family Level Context of Need Causes specific to your community and specific to your potential customers Conditions specific to your community and specific to your potential customer Assessment of causes and conditions addressed currently by the agency, but not inclusive of larger community causes and conditions in the agency’s geographic service area. While it is important to evaluate the causes and conditions of poverty currently being addressed by the agency, the assessment is an opportunity to gain insight into the needs of the service area that may not currently be met. The assessment, and the key findings, should involve needs assessed both inside and outside of the agency.

Example: Lack of Living Wage Jobs Need Domain: Employment Level: Clients lack skills to obtain living wage jobs (Family) Community lacks living wage job opportunities (Community) Agency lacking mentors and business partners to work with job training program participants (Agency)

Example: Lack of Living Wage Jobs Why now? Changing standards for education Higher cost of living Discussions/legislative bills around the country Why here? Cost of Living State legislature has voted against raising the minimum wage What’s different? Local: ABC closed all of their franchises in X town, manufacturing stalled, etc. Social: single parent households increased Economic: slow recovery, slow job growth Political: change in representation

Group Discussion Questions What are the top five needs in your service area? Rank them 1-5 What criteria did you use to rank them?

4. Prioritize the Need What is the quantity/level of need? Is it increasing, decreasing, or stable? What is its impact on individuals/families and the community? What is the cost to address the need? Is it aligned with the agency’s mission? Pay attention to the Red dials – in Community Commons you can select “Customize Report” and select “Only show indicators not meeting benchmarks” and it will create a report that only shows those indicators where your area is doing worse when compared to the state and/or the US – these are things your agency should pay attention to Pay attention to the statistics showing change over time – going back to the questions we asked initially regarding whether things are different in your community now than the last time you assessed the need. Look at statistics that show rate changes like the poverty rate change or statistics over time – like unemployment in the past five years. This will give insight into those things that may be different.

5. Pair Needs, Resources, and Partners What is your agency already doing? What resources are available? What parts of the need can you address? What can you coordinate with partners? What are community partners already doing? How can partnerships/collaborations/coalitions be built? What can be addressed by service delivery? By advocacy? You will find a number of needs, with deep and interconnected causes Your agency has one role in addressing the causes and conditions of poverty Need to take AGENCY EXPERIENCE and KNOWLEDGE, - what you have identified as the NEED, - the RESOURCES you have and those you WANT, - with the PARTNERS you have and those you need TO MAKE A PLAN What programs do you already offer to address the need? What resources are out there? Which piece of the need will you address – - you will offer an employment training program, - and a partner will offer the transportation passes for job interviews You have to know what your Partners are doing to be able to divvy that up What are those COMMUNITY LEVEL issues that require all hands on deck – maybe even some advocacy efforts Know the level of need, know the cause Have agency data and historical outcomes Have qualitative & quantitative data and community input Part of analysis is mapping: What you know What you have Who can help

Notes on Partnerships Be Strategic in Leveraging Partnerships You will find a number of needs, with deep and interconnected causes Your agency has one role in addressing the causes and conditions of poverty What parts of the Need can you address? What parts will you coordinate with partners? Look for partners that have resources/assets you lack Ex. Resources for Transportation that can supplement your employment program Look for partners who need the resources/assets you have Standard 2.1 – “documented or demonstrated partnerships across the community, for specifically identified purposes…”

6. Recommendations and Key Findings You have organized the data You understand the causes and conditions of poverty You know what resources are available and partnerships to be created 1) Make recommendation on how to address the causes and conditions of poverty with resources/partnerships available 2) Summarize your efforts in concise, powerful summary

Writing the Report Describe the assessment goals and methods Include raw data Summarize the key findings – assessment means analysis, not compilation Organize findings according to categories Make recommendations driven by the data

Example - CNA Table of Contents I. Executive Summary Key Findings Recommendations II. Introduction and Methodology III. CAA History and Programs IV. Overview of XX Counties and Municipalities V. Demographic Profile (age, gender, race/ethnicity etc.) VI. Poverty Profile VII. Income Profile VIII. Employment Profile IX. Transportation Profile X. Public Benefits XI. Food Security XII. Education Profile XIII. Child Care Profile XIV. Housing Profile XV. Health Profile Tip… each profile should contain the big picture on the topic for examples: State Data sources with charts CAA client data with charts Survey findings Focus Group/Community Forums Summary Analysis of the information

Best Practices in Board Acceptance Deeper discussion/presentation with Program Committee of the Board Receive report to review before the meeting Pay attention to the key findings section Ask questions about analysis that will help members obtain information they need to “fully participate in the development, planning, implementation, and evaluation of the program to serve low-income communities” (IM 82) Required: Vote to accept and record in minutes According to Standards – report must be received and voted upon, recorded in the minutes Talking about BEST PRACTICES Have Program Committee discuss Receive and review report prior to Board Meeting – have your questions ready Don’t need to pay a ton of attention to raw data – you just need to be well versed in KEY FINDINGS This is all to help you do your job as a Board Member – guide your development, planning, implementation, and evaluation efforts

Taking Action on the Report Have the report accepted by Board vote Share with the community Incorporate into the CAP Incorporate into Strategic Plans Update annually? Full assessment needs to be done every three years

WHY to share CNA Raise Awareness of Poverty Raise Awareness of Agency Numbers to back up experience - experience to back up recommendations Raise Awareness of Agency Analysis of need and strategy to address the causes of poverty are great PR Build Partnerships Bring knowledge and experience grounded in data to the table Fundraise Plan to reduce poverty that stems from an understanding of needs and resources Advocate Raise awareness about reality of poverty; the need to make change

It depends on WHO you are sharing it with and for WHAT purpose WHAT should be shared It depends on WHO you are sharing it with and for WHAT purpose

How Much Information Does That Person Need? Graphics One-pager Key Findings Recommendations Full report

Don’t forget about the Dials, Charts, and Maps from Community Commons! What to Share Board of Directors Full Report Focus discussion on Key Findings Community Members Key Findings Emphasize analysis of resources Recommendations Community Action Local Funders Key Findings and Recommendations Elected Officials Key Findings or shorter One to two page fact sheet Don’t forget about the Dials, Charts, and Maps from Community Commons!

How to Share: With a Clear and Concise Message on the Need At community meetings and events In conversations with potential partners As support and proof in advocacy efforts As foundation for fundraising What do you do after receiving and voting on the report? SHARE IT Bring it up at community events As show and tell in building partners As proof to back up advocacy efforts As core of fundraising HERE IS WHAT THE NEED IS HERE IS WHAT OUR AGENCY DOES AND WHAT HAS WORKED FOR US HERE IS HOW WE RECOMMEND MEETING THE NEED WE HAVE THESE RESOURCES, WE NEED THOSE RESOURCES TO MAKE IT HAPPEN ONE OF THE BEST TOOLS IN YOUR TOOLBOX

Be Creative & Make Findings Accessible Use charts, graphs, and dials from Community Commons for visual appeal Create infographics to display the numbers on piktochart.com or word cloud to show the most voiced needs as wordle.net Post on agency website and social media

Sample CNA Tweets [agency] is assessing community needs, all local input is valuable #talkpoverty [link to survey] [county] has [_] kids living in #poverty, we are working with @[partner] to change that #CommunityAction View our key findings on causes and conditions of poverty here [link to website] #CommunityAction

Facebook Can say more than on Twitter – tell a story Show pictures from your CNA process Talk about the challenges you faced and the depth/importance of final product Link to your full report and website Say thank you to the clients and community members who participated

Create Your Own Infographic

http://piktochart.com/

Make a Word Cloud From Qualitative Data Go to www.wordle.net

Share Visuals from Community Commons Households Living Below the Poverty Level Percent by by County ACS 2009-13

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.

Data Collection & Analysis Resources Community Commons Comprehensive Needs Assessment Tool Applicable Statistics: Senior Poverty Rate, Child Poverty Rate, Age and Gender Demographics, Race Demographics, Population in Poverty by Gender, Population in Poverty by Race…  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. September 2015: Using the New Poverty Data This webinar by the Coalition on Human Needs walks users through how to access exactly the type of cross reference data this Standard is asking for from the Census Bureau website (updated annually) United States Census – American Fact Finder This part of the Census Bureau website allows users to search and select different demographics to generate state tables. Smart Survey Design This guide from Survey Monkey walks through some basic survey tips. Living Wage Calculator From the Massachusetts Institute of Technology, this tool “is designed to provide a minimum estimate of the cost of living for low wage families”  

Sharing and Utilizing Resources CAP/NASCSP/NCAF/CAPLAW Social Media Webinar This recording gives tips on telling your story by sharing your outcomes on social media. Additionally, how to use this data for advocacy in a legally responsible way. Story Guide and Brochure from NASCSP Look for infographic webinars from NYSCAA Check out updates on Virtual CAP Infographics on piktochart Word Clouds on Wordle Check out talkpoverty.org