Situation Analysis Determining Critical Issues for Virginia Cooperative Extension

VCE Programming Process

Why do Situation Analysis?

Situation Analysis…Why do it?? It’s takes a lot of time, it takes time away from my job, It is hard work! Has to involve too many people! We are professionals, we know what we are doing! Once I get the curriculum, I got it from here!! Just tell me what to do!!!

Why Do Situation Analysis? Extension programs should address needs Discovers where needs exist & with whom A means of involving the community in their own change. Teaches problem solving to our communities Provides public accountability for VCE Situations change

Why Do Situation Analysis? Situation analysis helps: – Produce change – Create alliances/collaboratives/partnerships – Discovers community resources & barriers – Identifies potential audiences – Determines gaps, current knowledge, skills, practices…which leads to How existing programs can be applied What new Extension programs/resources are needed How Extension resources can be engaged Determines which resources at VT and VSU are needed – Determine VCE Program Direction

VCE Situation Analysis: A 4 Step Process Step 1: Organize for Action Step 2: Develop a Unit Profile Step 3: Assess Needs from a Community and Resident Perspective Step 4: Interpret Data and Decide on Program Direction

Extension Agents Need to: – Understand the Process – Train ELC on the Process – Serve as a Convener and a Facilitator – Provide Collaborative Leadership – Cultivate Involvement/Ownership – Arrange for/Data Review/Collection – Engage ELC/Community in Decision Making/Discovery Process – Leads the Development of SA Action Plan – Remains an Educator

Step 1: Organize for Action Key players: ELC and Extension Staff Everyone needs to understand the situation analysis process (Training/orientation of players: I meeting) Develop Situation Analysis Plan: another meeting

Situation Analysis Plan….. what, when, how, who…another meeting What is the area of analysis: county? city? program? Reflects decisions, tasks, assignment of responsibilities, & time Assignment Tasks – ELC vs. Program Committee – ELC – overall unit profile – Program Committee – dig deeper in program area(s) Reflects methods used to examine the situation (added as the plan unfolds)

Step 2: Develop a Unit Profile Data profile that characterizes the unit Starting point – population/housing, education, health and welfare, and economy data Based on quantitative data gathered from a variety of existing sources Provides a snapshot for program planners and unit residents Provides unit baseline data to gauge program effectiveness

Step 3: Assess Needs from a Community/Resident Perspective Compliments unit profile by helping to understand challenges, opportunities, needs from a community & resident perspective Allows you to move beyond the numbers---dig deeper to understand greater Focuses on what issues and problems people perceive as important Place for ELC to lead, team, connect etc

Step 3: Assess Needs from a Community/Resident Perspective Where change really begins Relevance is established Partnerships are begun Resources are identified The place for VCE is discovered

Methods Issues Forums Focus Groups Key Informant Interviews Community Survey

Key Questions: Focus, Sharpen Understanding For what purpose is this information being collected?---back to the unit profile How will the information be used to benefit residents in the unit? What attitudes, knowledge, skills, practices, current services

Issues Forums Public meetings where people express their opinions and perspectives Facilitated by a moderator Follow an agenda Last 2-4 hours

Issues Forums - Advantages Citizen participation Communication between program providers and clientele Easy and inexpensive Flexible

Issues Forums - Disadvantages Requires good facilitation Input is limited to those who attend May generate more questions than answers Unrealistic expectations

Focus Groups A focused discussion among 6-8 people Facilitated by a moderator Last 1-2 hours Need to conduct 4-5 for situation analysis Not intended to reach consensus

Focus Groups - Advantages Great in generating ideas Stimulates thinking and dialogue Findings are easily understood Fast and relatively inexpensive

Focus Groups - Disadvantages Can be easily misused Requires a skilled moderator Analysis is time consuming Difficult to generalize findings

Key Informant Interviews Information gathered from people who hold key roles Elected officials, community leaders, agency administrators/staff, community professionals Usually done using personal interviews

Key Informant Interviews - Advantages Opportunity to collect data from people with different perspectives on issues and problems Helps identify opportunities for partnerships Can be implemented by volunteers Easy and inexpensive

Key Informant Interviews - Disadvantages Information can be biased Relationship between interviewer and interviewee can influence data Can alienate people not involved Interviewer must be trained

Community Survey An instrument administered to community residents to obtain their perspectives on issues and problems Typically administered to a sample of residents Most comprehensive method

Community Survey - Advantages Can collect a lot of information Moderate to low cost Information is relatively unbiased Can generalize information to the community

Community Survey - Disadvantages Time consuming from start to finish Low response rates No control for a bad instrument

Step 4: Interpret Data and Decide on Program Direction What are the issues identified? What is Extension presently doing? What issues are priority? What renewed direction should Extension programs take?

Making Priority Decisions for Determining Program Direction What are others doing? What is the VCE niche? How is VCE currently addressing the issue? What are our present programs telling us? Can more impacts be sought? Does the issue warrant new programming? How does the issue compare to our interests, expertise, and experience – ELC, agents, volunteers? How does the issue fit with our VT and VSU resources?

Situation Analysis Process Available on the VCE Internet – Program Support VCE Programming Process

Panel Discussion Situation Analysis Lessons Learned