The Coordinating Council of Broward (CCB)
CCB


Community Assessment Methodology and Action Plan for 1997-98 (July 1997)


Introduction

Critique of the 1995 Needs Assessment

Proposed Community Assessment Methodology

Action Plan for the 1997-98 Community Assessment

Summary


I. INTRODUCTION

This document proposes to The Coordinating Council of Broward (CCB) a methodology for conducting community assessments to support coordinated health, education and human service planning in the County. It also presents a plan of action for the next 12-month period (1997-98), during which the first annual assessment will be conducted.

The proposed community assessment methodology is designed to support movement towards the CCB vision of “an uninterrupted, integrated system of services through which individuals are able to have their needs met in a responsible and effective manner.” It also recognizes the four characteristics of the future service delivery system outlined in Model Characteristics for Health, Education and Human Services Delivery: progression from coordination to collaboration; designed for the customer; accountable, results-oriented; and effective communication process.

CCB Work Group #2 - Community Needs Assessment Including Asset Mapping and Resource Inventory established the following objectives for the community assessment:

This proposal assumes that the CCB and the community will establish annual service priorities. The community assessment will provide critical support for the coordinated identification of those priorities, enabling a more effective response to existing needs and better anticipation of future needs.

The key components of the proposed annual community assessment are:

The key elements of the proposed action plan for 1997-98 are:

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II. SUMMARY OF FINDINGS FROM THE CRITIQUE OF THE 1995 NEEDS ASSESSMENT

III. PROPOSED COMMUNITY ASSESSMENT METHODOLOGY

The CCB Work Group #2 designed this proposal based on the recommendations summarized in the previous section. The resulting methodology ensures:

The methodology outlined here is intended to represent the community assessment as it should evolve within three to five years, as all of the relevant components are put in place. For example, the initial implementation of the shared information network will occur later this year, and full implementation is several years away. Also, there currently is no mechanism in place to conduct evaluation of outcomes or system efficiency. This proposal also recognizes that not all of the components of the community assessment can be completed in depth each year, due to the level of effort required and the cost. The components which should be part of each annual cycle are identified in the matrix in section V - Summary. Other components will be completed once every three years, or more often when available resources allow.

The proposed community assessment methodology is presented conceptually in Figure 1 – Components of the Community Assessment Methodology. The diagram and the descriptions which follow identify not only components which are assumed to be part of the community assessment, but also components needed to ensure that the assessment serves the function of supporting decision-making by the CCB and community stakeholder groups. Implementation of the community assessment assumes the participation of the CCB itself, the Steering Committee, staff of the CCB, agency personnel and outside resources acquired through CCB funding or joint grants and legislative funding.

Figure 1

Community Assessment Methodology

 

Information Gathering - As the shared information network is fully implemented, an increasing portion of annual information gathering will be possible on-line. The collection of data for some of these sub-components will not be conducted every year.

Quality-of-Life Indicators

Countywide Resource Inventory

Annual Report Identifying Critical Issues, Special Populations and Areas

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Annual Public Forum and Preliminary Priority Definition

Targeted Analysis for Critical Issues, Special Populations and Areas

CCB Facilitates Establishment of Priorities for Action
Agency Implementation

Evaluation of Outcomes and System Efficiency

IV. ACTION PLAN FOR THE 1997-98 COMMUNITY ASSESSMENT

The proposed action plan for the next twelve months builds on the CCB efforts undertaken to date. It also recognizes the role of assessment in supporting the CCB's effort to move from coordination to collaboration in planning for health, education and human services in Broward County.

Highlights of the proposal for next year include:

The table which follows is divided into two sections: the first identifies the portions of the action plan directed at completion of the 1997-98 Community Assessment, and the second proposes additional actions required to support future assessments.

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A. ACTION PLAN FOR THE 1997-98 COMMUNITY ASSESSMENT

TASK DEFINITION

BEGIN-END
1. Use the Quality-of-Life (Benchmarks) Report and Proposed Targets to Identify Preliminary Priorities – This year's product includes both statistical records data and indicators derived from primary data collection (population survey). In the future, most indicators available from statistical records data will be updated annually, but indicators dependent on primary data collection will be updated according to the availability of resources. 06/97-09/97
2. Initiate Development of the Countywide Resource Inventory – Once established, this inventory will become a routine component of the community assessment process, fed mostly by the shared information network.
  • Design standard organizational profiles and a service classification system for gathering data (database), to be completed by human service funders and providers, identifying services provided, the clients served, and the resources available.
  • Coordinate the profile with the design of an annual agency pre-qualification procedure to submit standard financial data and ensure Internet access.
  • Develop a Memorandum of Understanding to require an annual update of the profile in all proposals for funding or renewals of funding beginning in 1998.
  • Identify linkages between quality-of-life indicators and services provided.
  • Collect data and prepare an initial report.
09/97-06/98
3. Prepare the Annual Report on Critical Needs – The first annual report will be based primarily on needs identified through the Benchmarks Report, since the resource inventory is not yet available.
  • Prepare an analysis of the quality-of-life indicators, supplementing with sub-county and special population databases where available.
  • Conduct focus group meetings and/or key informant interviews to gather additional input on issues, special populations and areas.
  • Recommend preliminary critical issues, special populations, areas.
  • For this year, considering the CCB's interest in carrying out a new pilot project which would implement the collaborative human services delivery model in a specific geographic area, include an assessment to identify areas from which the CCB can select.
09/97-10/97
4. CCB Validates Preliminary Priorities
  • Hold a facilitated public forum to present the Annual Report and accept public input.
  • Validate preliminary priorities (issues, special populations, and areas).
11/97-12/97
5. Targeted Analysis – Provide input into the implementation of a new pilot project for integrated service delivery in the area selected above through the following assessment activities (to be coordinated with existing efforts where applicable):
  • Gather data for quality-of-life indicators for the targeted neighborhood(s).
  • Conduct targeted neighborhood asset mapping.
  • Consult the targeted neighborhood(s) on their priorities.
  • Develop an inventory of services and resources currently available.
  • Analyze gaps and overlaps of service, identify opportunities for integrated service delivery.
  • Assist in identifying actions to address identified needs in accordance with the model characteristics adopted by the CCB.
10/97-06/98
6. CCB Facilitates:
  • Determination of action priorities.
  • Identification of stakeholders.
  • Identification of opportunities for joint grants, joint legislative proposals and joint budgeting/funding.
01/98-
7. Agency Implementation – Responsibility for incorporating established priorities into decision-making, strategic planning and actions to bring about the desired changes shifts from the CCB to member agencies and community stakeholder groups. 01/98-

B. ADDITIONAL ACTION ITEMS FOR 1997-98 TO SUPPORT FUTURE COMMUNITY ASSESSMENTS

TASK DEFINITION

BEGIN-END
1. Initiate Development of a Clearinghouse for Information on Human Service Needs Assessments and Surveys – This would be designed to bring more coordination and collaboration (i.e., reduced duplication and coordination of timing) to the information gathering component of the community assessment, and would be integrated into the shared information network.
  • Gather additional information on existing needs assessments identified in the Needs Assessment Survey.
  • Identify surveys, focus group meetings, and other data collecting activities conducted in Broward County (both those which are repeated periodically and those which have been done recently or are planned but are not regularly done).
  • Prepare a detailed report (database) on information available and activities planned, and maintain it on the CCB Home Page.
10/97-06/98
2. Evaluation – Initiate the development of monitoring and evaluation tools.
  • Work funders and providers to ensure ongoing training in the incorporation and use of outcome measures in service planning.
  • Develop tools to compare resources allocated vis-à-vis changes in QOL indicators.
01/98-06/98
3. Develop a Proposal for the Community Assessment to Be Conducted in 1998/99 – This would include a schedule with timeframes, as well as an identification of the resources required, and should take into consideration the inclusion of other assessment activities identified in the previous item.
  • Identify which components of the items under information gathering should be undertaken and when (surveys, focus groups, key informant interviews, issue scanning, review of agency plans, and other reports).
  • Update the quantitative elements of the quality-of-life indicators.
  • Preparation of the next annual report.
05/98-06/98

The Action Plan for 1997-98 includes five items which most likely will require technical assistance resources beyond those directly available to CCB staff and the Steering Committee with its work groups:

Once the current proposal is found conceptually acceptable by the Council, it will be considered for incorporation into the Steering Committee's Action Plan for 1997-98. At that time, the costs of each task will be identified. Some or all of the technical assistance required may be appropriate for funding through the second year of the Healthy Communities Initiative.

The chart which follows identifies the proposed tasks and a possible timeline for completing them over the next year.

Figure 2 - Tasks and Timeline

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V. SUMMARY

The proposed community assessment methodology has been designed to enable the Council to reach an annual determination of on-going and new priorities for health, education and human services in Broward County. It is recognized that the cost and complexity of conducting a community assessment with all of the components identified will make it necessary to concentrate resources and effort in some years more than in others.

The components of the proposed methodology are summarized in the table which follows. The column titled “Annual” indicates the components which it is believed should be completed each year, while the column titled “Comprehensive” indicates the components which may be feasible only in the years when a larger volume of resources can be engaged.

In addition, several components for which the proposed assessment methodology is expected to change substantially in response to full implementation of the shared information network have been identified with an asterisk. These components, in general, will require different, more cumbersome approaches prior to full implementation of the shared information network.

Components of the Community Assessment Methodology

Tasks

Annual

Comprehensive

Information Gathering
Socio-Economic Databases Summary Full
Population Survey No Yes
Client Survey Yes* Yes
Funder Survey Yes* Yes
Provider Survey No Yes
Focus Groups No Yes
Key Informant Interviews Yes Yes
Issue Scanning Summary Full
Review of Agency Plans Summary Full
Review of Other Reports Summary Full
Quality-of-Life Indicators
Statistical Records Data Yes Yes
Primary Data Collection No Yes
Countywide Resource Inventory
Organizational Profile Yes* Yes
Analytical Report Summary Full
Annual Report on Critical Needs
Issues, Special Populations, Areas Yes Yes
Resources Yes* Yes
Gaps, Overlaps Yes* Yes
CCB Preliminary Priorities
Annual Public Forum Yes Yes
Define Preliminary Priorities Yes Yes
Targeted Analysis
Short-Term Yes Yes
Long-Term No Yes
Neighborhood Asset Mapping No Yes
CCB Facilitation
Establish Action Priorities Yes Yes
Identify Stakeholders Yes Yes
Joint Grant Applications Yes Yes
Joint Legislative Proposals Yes Yes
Joint Budgeting/Funding Yes Yes
Evaluation
Joint Monitoring of Outcomes Yes* Yes
System Efficiency Yes* Yes

* These items are expected to become part of the annual community assessment as the shared information network becomes fully operational.

For information about other activities of the SFRPC in cooperation with the CCB, see Human Service Issues and The Coordinating Council of Broward. For additional information, please contact Richard F. Ogburn of Council staff.

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Updated on July 15, 1998