CommunitiesThat Care

Community AssessmentTraining

TODAY’S TOPICS

• Module One:Overview

• Module Two:Collecting Archival Data

• Module Three:Identifying Priorities

• Module Four:Preparing the CAR

• Module Five:Using the PAYS Report

• Module Six:Next Steps 2

COMMUNITY ASSESSMENT TRAINING GOAL

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To build the Community Board’s capacity to conduct a thorough

community risk and protective factor assessment

TRAINING OBJECTIVES

1. Describe the steps in the community assessment process

2. Explain the purpose and uses of the community assessment

3. Develop and carry out a plan for completing the assessment

4. Communicate the assessment results to the

Community Board and Key Leaders

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FIVE PHASES OF CTC

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MILESTONES & BENCHMARKS COVERED

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Phase 3 – Developing a Community Profile

3.1 The Community has the capacity to conduct a community assessment & prioritization

3.2 Collect community assessment information & prepare for prioritization

3.3 Prioritize populations or geographic areas for preventive action based on risk & protective factor data

3.4 Identify priority risk and protective factors based on the PAYS

Supplemental Handout #1:Milestones & Benchmarks Document

COALITION UPDATE:WHERE ARE WE NOW?

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• Review of workgroup membership ~ who’s not here today?

• Coalition activities to-date

• Milestones/Benchmarks addressed to-date

• Issues/Barriers/Solutions

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MODULE ONE:OVERVIEW

PROCESS OVERVIEW

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PA Youth Survey(PAYS)

Archival/Indicator

Data

Prioritization:• Risk & Protective Factors• Geographic Areas/Populations

Community Assessment Report (CAR)

2-3 Priority Risk/Protective Factors

Community StrengthsLow Risk ~ High Protection

TYPES OF DATA TO COLLECT

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• Youth Problem Behaviors

• Risk Factors

• Protective Factors

COLLECTION METHODS & TOOLS• PA Youth Survey (PAYS)

• Archival Data Sources• Specific Indicator Data

Supplemental Handout #2-4:#2 – PAYS Report#3 – RPF Profile Sheets#4 – Archival Data Excel Workbooks (Elec)

PRODUCTS OF THECOMMUNITY ASSESSMENT

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• Priorities for Prevention Planning

• Community Assessment Report (CAR)

Supplemental Handout #5:Community Assessment Report (CAR)

USES FORCOMMUNITY ASSESSMENT

DATA

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• Create a community-specific profile

• Develop a focus for prevention planning

• Address community misconceptions

• Conduct PR & Outreach to mobilize the community

USES FORCOMMUNITY ASSESSMENT

DATA

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• Establish baseline & expected outcomes for prevention planning

• Drive the selection of effective prevention programming

• Evaluate progress

• Support fund development

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MODULE TWO:COLLECTING

ARCHIVAL DATA

MODULE TWO GOAL

To provide the knowledge and skills necessary for collecting archival data for the risk and protective factor assessment

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OBJECTIVES

1. Define archival data and its uses

2. Identify what archival data should be collected

3. Identify indicators and potential sources

4. Assign responsibilities for data collection

5. Review how to prepare the data for analysis

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ARCHIVAL DATA

1. Any data that has already been collected

2. Formatsa. Raw numbers or written reportsb. Stored in paper files, computer databases or onlinec. Ensure the data is valid and reliable!

3. Collecta. Local datab. State comparison datac. National comparison data

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PLANNING FORARCHIVAL DATA COLLECTION

1. Identify risk factors & problem behaviors you need data for

2. Identify indicators to be collected

3. Identify sources for each indicator

4. Assign each source to a team member

5. Assign a data collection manager

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TIPS FOR COLLECTINGARCHIVAL DATA

1. Collect meaningful units of measure

2. Collect data for the latest 5 years (or the # of years that are

meaningful)

3. Collect information about the source

4. Collect other relevant information19

Trends

Ranges

Rates

Means

Percentages

Rank

Modes

Medians

Indexes

Indices

Totals

Quartiles

Supplemental Handouts:#6 - Glossary of Terms#7 – Contacting Archival Data Sources

ARCHIVAL DATA ANALYSIS

1. Impressions

2. Trends

3. Comparisons

4. Consistency

20Supplemental Handout #8:Archival Data Analysis Questionnaire

TOOLS FOR ANALYZING DATA

1. Tables1. Red flags2. Comparability3. Completeness

2. Graphsa. Examine trendsb. Identify significant changes in one or two yearsc. Compare with state and/or national data

3. Charts1. Age groups2. Areas3. Populations4. Trends

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HELPFUL HINTS FORDATA ANALYSIS

1. Set a time line

2. Collect more information than needed

3. Ask experts for help

4. Beware of “analysis paralysis”

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DATA COLLECTION NEXT STEPS

1. Finalize data collection assignments

2. Assign a data collection manager

3. Set a time line for collection and analysis

4. Set next meeting date(s)

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MODULE THREE:IDENTIFYING PRIORITIES

MODULE THREE GOAL

To prepare participants to analyze the community’s assessment

data to identify prioritiesfor prevention action

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OBJECTIVES

1. Identify priority geographic areas or populations for community attention

2. Identify community strengths and 2-3 priority risk/protective factors

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PROCESS OVERVIEW

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PA Youth Survey(PAYS)

Archival/Indicator

Data

Prioritization:• Risk & Protective Factors• Geographic Areas/Populations

Community Assessment Report (CAR)

2-3 Priority Risk/Protective Factors

Community StrengthsLow Risk ~ High Protection

ACTIVITY:CANDY DATA ASSORTMENT

1. Sort the candy

2. Record your findings

3. Report the results

4. Enjoy your data source (eat your candy)!

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WHY PRIORITIZERISK/PROTECTIVE FACTORS???

To achieve the greatestlong-term impact on youth problem

behaviors

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IDENTIFYINGCOMMUNITY STRENGTHS

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• Elevated protective factors

• Low levels of a risk factors

• Low levels of a problem behavior

PRIORITIZED RISK FACTORSBASED ON:

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• Data analysis Comparisons Trends

• Clusters of elevated risk

• Ability to influence

• Political/social/economic considerations

• Ability to achieve “quick wins”

PRIORITIZED RISK FACTORSBASED ON:

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Inclusiveness

Not Enough Data

Wanting to “Do It All”

Time Lines & Resources

Need to Move Forward

Need to Prioritize

THE PRIORITIZATION PROCESS

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The Board Administration Workgroup will develop prioritization for approval

Identify method ahead of time

Involve Key Leaders and Community Board

Involve broader community

Set a timeline

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MODULE FOUR:PREPARING A COMMUNITY ASSESSMENT

REPORT

MODULE FOUR GOAL

To prepare participants todevelop and distribute a

Community Assessment Report (CAR)

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OBJECTIVES

1. Understand the purpose of the Community Assessment Report

2. Identify potential audiences and uses of the report

3. Understand how to format and organize the report

4. Plan for the distribution of the report

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WHAT IS ACOMMUNITY ASSESSMENT

REPORT (CAR)?

A summary of your community’srisk-factor, protective factor andproblem-behavior assessment

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STEPS TO COMPLETING THE CAR

1. Identify target audiences and uses

2. Determine content and format

3. Determine who will write the report

4. Submit draft for Key Leader/Board approval

5. Distribute to stakeholders

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POTENTIAL AUDIENCES & USES

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• For approval and buy-in from Champions, Executive Members and Community Board Members

• To engage leaders and members of priority areas or populations

• To raise general public’s awareness of community challenges and strengths

• To demonstrate need to funding sources

• To help Community Board to focus its efforts

• To write the Community Plan

ORGANIZING YOUR INFORMATION

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• Gather all data and worksheets used on collection and analysis

• Group information by risk factor, protective factor or problem behavior

• Group risk- and protective-factor data by domain

REPORT ORGANIZATION

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• Cover Page

• Table of Contents

• Acknowledgement of data workgroup, coalition members and funders

• Executive Summary

• Introduction

• Body

• Conclusion

• Appendices

COVER PAGE

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• Title

• Prepared by

• Date

• Sponsoring Agency

• Vision Statement

• Coalition Logo

ACKNOWLEDGEMENTS

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• Data Workgroup Members

• Coalition Members

• Funders

• Other Contributors

EXECUTIVE SUMMARY

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• Purpose and use of the report

• Who prepared the report

• How the information was collected

• Conclusions and key findings

• Recommendations for next steps

INTRODUCTION

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• The PAYS surveying effort (both state and local)

• The purpose of the report

• The data collection process

• Other relevant information

BODY

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• Key background information on the community

• Findings on risk factors, protective factors and problem behaviors Include both community strengths and challenges

• Explanations/interpretations

BE SURE TO:

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• Use visuals

• Acknowledge sources for all data

• Include indicator definitions

• Provide relevant background information on the data

CONCLUSION

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• Summary of key findings

• Priority risk/protective factors and community strengths

• Recommendations for next steps

APPENDICES

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• References

• Supporting data

• Other relevant information

EDUCATING THE COMMUNITY

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• Key Leaders PAYS 101 Video 6.2 - Executive Summaries

Individual briefings Large meeting

• Community Members PAYS 101 Video 6.1 – Community Check-Up PAYS 101 Video 6.3 – Focus on Seniors

Media relations Community forums Sector-Focused Briefing Papers

Supplemental Handout #9:Sector-Focused Briefing Papers

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MODULE FIVE:USING THE

PA YOUTH SURVEY (PAYS)

MODULE FIVE GOAL

To prepare participants to interpretand use PAYS results

to identify priority risk andprotective factors

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OBJECTIVES

1. Understand the background and validation of the PAYS

2. Become familiar with the PAYS report

3. Interpret the survey results and identify community strengths and challenges

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PAYS IN REVIEW

1. PAYS 101 Video Reviewa. Video 3 – Getting Started

2. PAYS Reporta. Table of Contentsb. Section One

3. Section Reviews

4. Risk and Protective Profile Sheeta. 22 Risk Factors – Peer/Individual has the mostb. 9 Protective Factors – Family Domain has the mostc. Scores for each grade level and a totald. PAYS 101 Video 4 – Four Key Steps

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MODULE SIX:USING THE

PA YOUTH SURVEY (PAYS)

MODULE SIX GOAL

To develop a final work plan forcompleting the community assessment

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OBJECTIVES

1. Identify tasks and assign responsibilities

2. Develop a timeline

3. Work with PR/Outreach Workgroup to develop and communicate the work plan to stakeholders

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DEVELOPING A WORK PLAN

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• Identify tasks

• Assign responsibilities

• Identify needed resources

• Specify issues or barriers to resolve

• Develop a timeline

Supplemental Handout #10:Community Assessment Work Plan

DEVELOPING A TIME LINE

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Consider:

• Upcoming training events: Community Resources Assessment Training (In 1-2

Months) Community Planning Training (In 2-4 Months)

• Application/reporting deadlines

• Conferences/community events

• Other Community Board activities

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For more information including materials from this presentation:

EPISCenter206 Towers Building

University Park, PA 16802  Phone: (814) 863-2568

Fax: (814) 865-3936

Email: EPISCenter@psu.edu Web: www.episcenter.psu.edu

The EPISCenter is a project of the Prevention Research Center, College of Health and Human Development, Penn State University, and is supported by funding from the Pennsylvania Commission on Crime and

Delinquency and the Pennsylvania Department of Public Welfare as a component of the Resource Center for Evidence-Based Programs and Practices.

THANK YOU!

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