1. The Community Check Box helps groups measure and improve the effectiveness of their work. An easy-to-use web-based data capture tool, it helps groups see how well they’re progressing toward their goals. The Check Box helps encourage participants to offer meaningful evaluations, and drive continual improvements in the work.

2. There are a lot of benefits to documenting your collaborative efforts
There are a lot of benefits to documenting your collaborative efforts. Here is a quote from one of our users.
Dan Partridge, Director of the Lawrence-Douglas County Health Department, shared:
Mobilizing your community to take action on daunting challenges is hard work. However, using the Community Check Box to track our progress on the Roadmap to a Healthier Douglas County has made that work easier. Sharing accomplishments and data across stakeholder groups is fundamental to our work and the Check Box makes it happen. It is hard to identify a decision that has been as impactful as using the Check Box.

3. Benefits
The Community Check Box Evaluation System provides a place to systematically document your initiative’s accomplishments. This supports your:
Institutional history
Ability to leverage additional resources (e.g., grants, partners, volunteers) and community support
Informed decision-making
Reports to stakeholders
Ability to make necessary adjustments

4. Today’s documentation training
Overview
Capturing data
Coding
Characterization
Communication
System navigation

5. Capture and communicate community change efforts
The Community Check Box makes it easy to pull together information to highlight your accomplishments.

6. Document your work & its impact
Tailored for each client, the Community Check Box makes it easy to pull together information to highlight your accomplishments.

7. Tell the story of community change efforts
Healthy Communities Grant
County commission adopts plan
Plan finalized
…show how your collaborative actions are resulting in positive changes

8. Dashboard: Access to Healthy Foods
…convert your data into easily understood graphs that show how you’re doing

9. Graphing, feedback, and sensemaking
…analyze the effectiveness of your work and make adjustments where necessary, allowing you to record and save your reflections

10. Capture indicators of outcomes

11. Real-time feedback and graphic display
…Use real-time feedback and graphic display

12. Supports for improvement
…And access thousands of pages of related how-to guidance for supporting your efforts available through the Community Tool Box.

13. Capture and communicate…
Community/System Change
Community Action
Development Activity
Services Provided
Media
Resources Generated
Groups use the Community Check Box to tell the story of their accomplishments and impact, including community and system change, actions taken to bring about those changes, development activities, services provided, media, and resources generated.

15. Learning objectives Capture activities that are occurring
Code activities
Characterize activities to see potential contribution
Communicate progress and patterns
Navigate the evaluation system

16. Challenges to documenting and communicating progress
Capturing what activities and accomplishments are occurring in different places and contexts
Seeing and sharing contributions made by different partners
Shared sensemaking by stakeholders
Timely access to information for accountability and continuous improvement

17. Community Check Box capabilities
Captures activities of multiple partners
Can view activities and associated indicators
Visually displays patterns in graphs and distribution of activities by characteristic (e.g., by place, goal addressed)
Supports for sensemaking and adjustments
Helps capture success stories and report progress

18. Documenting & communicating the initiative’s efforts
Capture: Record discrete instances of events or activities in the Evaluation system
Code: Identify the type of activity
Characterize: Identify attributes of documented activities
Communicate: Display activities implemented and indicators to enable systematic reflection and continuous improvement
Code
Characterize
Communicate
Capture

19. Capture activities Code Characterize Communicate Capture
Why does it matter?

20. Documentation
Who documents activities in the effort to implement the initiative?
Local community members involved in the work
Who conducts quality assurance?
KU Center for Community Health
and Development staff
Code
Characterize
Communicate
Capture

21. Documentation What do you document?
This depends on your reporting needs and evaluation questions, but will include accomplishments and actions you take to implement your initiative’s effort
Code
Characterize
Communicate
Capture

22. Documentation
Identify sources of information about effort to implement the initiative
Personal involvement
Key informants: those with knowledge and experience
Documents (e.g., meeting minutes, reports)
Collect & capture the information
Enter the information in the system
Code
Characterize
Communicate
Capture

23. Documenting the Initiative’s Efforts
Elements of a complete description:
WHO?
Did WHAT?
With WHOM?
WHY or Toward what GOAL?
Code
Characterize
Communicate
Capture

24. Documentation Elements of a complete description: Who? Dr. Smith
Did what? Developed a survey
With whom? In collaboration with the Douglas County Health Department
Why? Or to what end? To survey local businesses about their breastfeeding policies
RESULTING ENTRY: Dr. Smith developed a survey in collaboration with the Lawrence-Douglas County Health Department to survey local businesses about local breastfeeding policies.

25. Documentation Example of a good entry Who? Lucy Jones
Did what? Provided a presentation about local data regarding maternal and child outcomes
With whom? To the Greenville City Council
Why? Or to what end? To inform the community and to begin a conversation about community priorities.
RESULTING ENTRY: Lucy Jones provided a presentation about local maternal and child outcomes to the Greenville City Council to inform the community and begin a conversation about community priorities.

26. Tips for capturing activities
Regard each entry as a description that will stand alone (i.e., an outside reader will clearly understand it)
Use names/titles, rather than pronouns
Try not to use acronyms
Use clear language
Code
Characterize
Communicate
Capture

27. Practice Activity: Create an example entry WHO? Did WHAT?
Toward what GOAL?
WHEN?
WHERE?
WITH WHOM?
HOW MANY were engaged/involved?
Code
Characterize
Communicate
Capture

28. Discussion: How will you use documentation to understand and improve the initiative?

29. Code the Activity Code Characterize Communicate Capture
Why does it matter?

30. Codes Community/System Change (CC) Community Action (CA)
Development Activity (DA)
Organizational Change (OC)
Service Provided (SP)
Resources Generated (RG)
Media Coverage (M)
Other (O)
Code
Characterize
Communicate
Capture

31. Tracking implementation
Intended outcomes
Services provided
Community/ Systems Change
Community Actions
Development activities
Resources Generated
Media coverage

32. Definition: Community/System Change (CC)
New or modified program, policy, environmental change, or practice in the community, system, or organization, related to the initiative’s goals and objectives.
Criteria
Has occurred (and is the first occurrence)
Is related to the initiative’s goals and objectives
Is a new or modified program, policy, or practice in different parts of the community or system
Is facilitated by individuals who are members of the initiative or are acting on behalf of the initiative.
Community/system changes must meet all of the following criteria (CC1, p. 3):
CC1.1 have occurred (and be the first occurrence)
CC1.2 related to the initiative’s goals and objectives
CC1.3 new or modified programs, policies, or practices in different parts of the community or system
CC1.4 are facilitated by individuals who are members of the initiative or are acting on behalf of the initiative.

33. Example: Community/System Change
The Community Health Center established a new program which identifies patients at risk of developing diabetes and provides supports to promote nutrition and physical activity.
It is a new program.
It has occurred.
It is related to the goals and objectives.
It came about because of efforts of the local initiative.

34. Example: Community/System Change
The school board approved a new district policy guaranteeing healthy school lunches. This new policy will increase the number of healthy food options available to students.
It is a new policy.
It has occurred.
It is related to the goals and objectives.
It came about because of efforts of the initiative.

35. Non-example: Community/System Change
The Community Health Center plans to administer a new program in increase awareness of the role of healthy eating and active living. This new program will help community members.
It has not occurred.

36. Definition: Community Action (CA)
An activity performed by members of the initiative or group to bring about a new or modified program, policy, or practice in the community, system, or organization related to the initiative or group’s goals and objectives.
Criteria:
Has occurred
Is related to the initiative’s goals and objectives
Is taken to bring about community/system change
Community actions must meet all of the following criteria (CA1, p. 5):
CA1.1 have occurred
CA1.2 related to the initiative’s goals and objectives
CA1.3 taken to bring about community/system change

37. Example: Community Action
Three members of initiative met with the Dr. McCabe to discuss her willingness to participate in a new health literacy initiative. Dr. McCabe is considering the request. A follow up conference call is schedule for next week.
It was done to bring about a community change.
It has occurred.
It is related to the goals and objectives.
It was facilitated on behalf of the initiative.

38. Non-Example: Community Action
Representatives of the Healthy Promise Community Coalition will contact the Green Valley Neighborhood Association to arrange a meeting to discuss implementing a support group within the coming year.
It has not occurred.

39. Definition: Development Activity (DA)
An action taken to prepare or enable the group to address its goals and objectives.
Criteria:
An action taken to prepare or enable the group to do its work
Has occurred, not just planned
Is not yet a Service Provided, Community Advocacy, or Community/System Change
Trainings conducted to prepare or build the capacity of staff/ members to implement specific changes in programs, policies, or practices are examples of Development Activities.

40. Example: Development Activity
The evaluation work group from the Community Health Coalition worked with evaluators on developing the evaluation plan. This plan will help the Community Health Coalition better understand the effectiveness of their community efforts.
The action plan will help the initiative do its work.
It has occurred.
It was facilitated by people acting on behalf of the initiative.
It is not yet a CC, CA, or SP.

41. Example: Development Activity
The Coalition developed an action plan for its social marketing campaign.
The action plan will help the initiative do its work.
It has occurred.
It was facilitated by people acting on behalf of the initiative.
It is not yet a CC, CA, or SP.

42. Definition: Organizational Change (OC)
A new or modified policy or practice that occurs within the organization that enhances the functioning or capacity of the effort to support its work.
Criteria:
Has occurred (e.g., when staff is hired; when a bylaw is changed), and
Is related to the initiative's chosen goals and objectives, and
Is a new or modified policy or practice WITHIN (internal to) the organization, and
Is facilitated by individuals who are members of the initiative or are acting on behalf of the initiative.

43. Example Organizational Change
Emporians for Healthy Living established a legislative committee. This committee will ensure that the group operates effectively and consistently in its substance abuse prevention community initiatives.
It has occurred.
It is related to the chosen goals and objectives.
It is a new committee formed within the group.
It is facilitated by individuals who are members of the group.

44. Example: Organizational Change
The Promise Coalition hired a community mobilizer to help provide both informal education and community workshops to ten counties in the region.
It has occurred.
It is related to the groups goals and objectives.
It is a new practice within the organization.
It is facilitated by individuals who are members of the initiative.

45. Definition: Services Provided (SP)
Delivery of information, training, materials or other valued goods or activities by members of the initiative to people in the community.
Criteria:
Has occurred and/or is ongoing
Provision of information and training, material goods, or other services,
Is delivered to community members served by the organization

46. Example: Service Provided
The Community Health Center and Community Health Coalition co-hosted an outreach screening event at a local church to promote early identification of diabetes.
It has occurred and/or ongoing.
It is a provision of services.
It was sponsored or facilitated by members of the initiative.
It was delivered to community members served by the initiative.

47. Non-example: Services Provided
The Community Health Coalition will be distributing community health resource books throughout the community.
Has not occurred.

48. Definition: Media Coverage (M)
Conveying information about the initiative and its accomplishments to the community through media.
Criteria:
Must have occurred
Conveys information through presentations, publications, distribution of materials or information through media
Features activities related to the initiative

49. Examples: Media Coverage (M)
A newspaper article described the Health Coalition’s recent implementation of its worksite wellness policy initiative.
Social media coverage of the initiative’s new effort.

50. Definition: Resources Generated (RG)
Acquisition of resources for the initiative through grants, donations, volunteer time, or supplies.
Criteria:
Has occurred
Is in the form of money, materials, or donated time
Is used to facilitate activities related to the goals of the initiative
Is allocated to the initiative or one of its partners
Must meet the following criteria:
Has occurred
In the form of money, materials, or donated time
Used to facilitate activities related to the goals of the initiative
Allocated to the initiative or one of its partners

51. Definition: Other (O)
Item for which no code/definitions were created (but that you wish to capture).
Tip: If an item is scored as an “O,” it is not also scored as something else.

52. Reasons for coding discrepancies
Problem: Not enough detail in documentation
Solution: Add description of the activity
Problem: Multiple activities packed into one entry
Solution: Break out into multiple entries
Problem: Aspects or dimensions of an activity not emphasized enough in description
Solution: Add information needed

53. Characterize the activity
Code
Characterize
Communicate
Capture
Why does it matter?

54. Characterize the activity
Characterization labels key attributes of the documented activities. This allows for:
Graphing and systematic sensemaking
Assessing possible impact in the efforts related to implementation of the initiative
Using data for continuous improvement
Code
Characterize
Communicate
Capture
Identify and record specific dimensions or attributes of a documented activity
Ensure that characterization of attributes is accurate

55. Characterize the activity by:
Racial/ ethnic group
Age group
Social determinant of health
Goal
Outcome
Strategy
Duration
Sector
Reach
Number of people
Geographic area
Target
These can be further customized for your group’s needs.
Code
Characterize
Communicate
Capture

56. Characterizing duration
Code
Characterize
Communicate
Capture

57. Characterizing strategy
Code
Characterize
Communicate
Capture

58. Dialogue: How could you this data to better understand and improve the effort?

59. Communicate progress & patterns
Code
Characterize
Communicate
Capture
Why does it matter?

60. Communicating for systematic reflection & sensemaking
© 2015 by The University of Kansas

61. Communicate accomplishments

62. Improvements in built environment

63. Supports for improvement

64. Dialogue: How might you communicate the results of the initiative?

65. Select your initiative
Go to
Select your initiative
© 2015 by The University of Kansas

66. “You get what you inspect, not what you expect.”
Bill Foege, House on Fire: The Fight to Eradicate Smallpox (2011)

67. CONTACT US http://ctb.ku.edu (785) 864-0533 or toolbox@ku.edu
The Community Check Box can be customized to meet your group’s documentation and evaluation needs.
For information about obtaining a Community Check Box Evaluation System and related technical support, contact us at (866)  or
| Copyright © 2018 by the University of Kansas