Community Needs Assessment Guide

Consistent with the requirements of the Texas Department of Housing and Community Affairs (TDHCA),
and the CSBG Organizational Standard, CSBG eligible entities must complete a Community Needs
Assessment every three (3) years. The Board will participate with the community action program staff in
the conduct and analysis of a community assessment.
The Community Assessment shall be completed, and revised in intervening years, prior to submission of
the Community Action Plan.
The Community Assessment shall answer questions such as (but not limited to):
1. How many persons live in poverty in the service area?
2. Where are the highest concentrations of low income persons located?
3. What forms of assistance do low income people say would help them to achieve safety and
stability in their lives?
4. What forms of assistance do low income people say would help them to gain greater control
over their lives and support movement toward self-sufficiency?
5. What existing resources meet the needs identified in questions 3 and 4?
6. Do the activities and services of the community action program address the needs identified in
questions 3 and 4?
7. What unmet needs could the community action program address that would increase the well-
being of low income persons in the service area and increase their control over their lives?
 A. OVERVIEW
Community Action Agencies (“CAAs”) must conduct three planning processes:
1. A Community Needs Assessment (“CNA") every 3 years identifying community needs;
2. A Strategic Plan (“SP”) every 5 years setting agency priorities and outcomes; and
3. A Community Action Plan (“CAP”) every year identifying the plan to implement programs that
meet the community needs.

CAA Planning Processes

1. Community 2. Strategic 3. Community

Needs Assessment Planning Action Plan

Identifies Needs Sets Priorities Identifies Activities

This document provides guidance on conducting a Community Needs Assessment. Each CAA has the
discretion of the steps or form in this guide or creating their own steps and forms.
Federal Requirements for Needs Assessments
In 2001, the U.S. Department of Health and Human Services (“USHHS”) issued Information
Memorandum 49, requiring eligible entities to conduct needs assessments and use the results to design
programs to meet community needs. In 2015, USHHS issued Information Memorandum No. 138
establishing Community Services Block Grant (CSBG) Organizational Standards requiring CAAs to conduct
a Community Needs Assessment and develop a Community Action Plan to address the needs identified
in the needs assessment.

At a minimum, CAAs must conduct Community Needs Assessments that meet the following
requirements established by the Organizational Standards:
Standard
Summary of Community Needs Assessment Requirements
3.1 Conduct it every 3 years
3.2 Collects current poverty data and its prevalence related to gender, age,
and race/ethnicity
3.3 Collects and analyzes both qualitative and quantitative data on its service areas
3.4 Includes key findings on the causes and conditions of poverty and the needs
3.5 Governing board formally accepts the completed assessment
4.2 Informs an outcome-based and anti-poverty focused Community Action Plan
6.4 Customer satisfaction data and input identified is considered in the
strategic planning process
State Requirement for Needs Assessment
See Submission to TDHCA section of document.
Five Steps to Develop a Community Needs Assessment
This guide is divided into five areas:
1. Plan
2. Collect Qualitative Data
3. Collect Quantitative Data
4. Analyze Data
5. Develop Report
 B. PLAN
1. Create a Community Needs Assessment Workgroup
 Organize a committee to develop and oversee an action plan to conduct the needs
assessment
 Include diverse members such as management, staff, board members, representatives from
partner organizations, and volunteers
 Define the responsibilities of the committee:
Sample responsibilities:
o Determine what information to collect
o Determine how to collect the information
o Determine who will participate in surveys, forums, focus groups & interviews
o Determine timeline to conduct assessment
o Develop plan to recruit partners and volunteers to assist in the process
o Provide oversight and feedback throughout the assessment process
o Monitor process and ensure completion of needs assessment
2. Involve the Board
 Inform the board of need to conduct a community needs assessment
 Solicit board volunteers to serve on community needs assessment workgroup
 Ensure board members participate in the planning meetings
 Ensure the board provides input on the scope of process and information to be collected
 Interview board members
3. Define Assessment Goals – What data is needed?
 Identify the goals of the needs assessment. Clearly define what you expect to know once
the assessment is complete in order to determine what data to collect.
Sample Goals are:
o Identify the causes and conditions of poverty in the service area
o Determine the level of poverty in the CAA service area
o Determine the needs of low-income persons
o Determine how well the needs of low-income persons are being met
o Identify (organization-based and client-based?) barriers to serving residents
o Identify community strengths and assets
o Solicit recommendations of solutions to address barriers
o Determine broad categories of data to gather. Examples are:
 Population Profile , Employment
 Education, Income Management
 Housing , Emergency Services
 Nutrition, Linkages and Coordination of Services
 Self-Sufficiency, Health Care
4. Develop a Timeline
 Develop a timeline and a system to track that deadlines in the timeline are being met
Sample Timeline
# Timeline Sample Dates Activity
1 3 weeks March 16th – 31st Planning and developing forms
st th
2 4 weeks April 1 – April 30 Collecting Data
3 3 weeks May 1st - May 22th Analyzing Data
rd - th
4 2 weeks May 23 June 30 Preparing Report
Total 15 Weeks March 16th – June 30th
5. Determine how to collect information
 Determine what qualitative data you will collect and how to collect data in each county served
(e.g. surveys, interviews, forums, and focus groups)
 Determine what quantitative data you will collect and the sources to use
 Determine how records related to assessment will be retained
6. Develop a task list with staff and volunteer responsibilities
 Develop list of tasks to be accomplished by staff and volunteers or partners
 Assign tasks
 Develop timeline for task completion
7. Recruit volunteers and partners
 Identify and contact partner organizations and volunteers
 Determine what part of the needs assessment they can assist with
 Provide timeline to staff and volunteers and partners
Potential Partners and Volunteers
o University students in graduate programs (e.g. planning, social work and public affairs)
o Non-profit partners
o City or county staff in community development departments
o Head Start parents
o School teachers and administrators
o Parent Teacher Associations
o VISTA volunteers
o Chambers of Commerce
o Lions Club
o Churches
o Salvation Army and Catholic Charity Organizations
8. Present Community Needs Assessment Plan to Board
 Develop a report to present to the board outlining the goals of the CNA, major tasks of the
project, the methods that will be used to collect data in each county, and the plan to solicit help
from partners and volunteers.
 Present CNA plan to board for approval
9. Assign Tasks and Monitor Progress
 Management meets with staff to make assignments
 Monitor staff progress in completing tasks by deadline in timeline

C. COLLECT QUALITATIVE DATA

1. Decide how to get the information needed
 Determine the data collection methods to be used: surveys, interviews, focus groups or forums
 Decide to use the forms provided in Attachments A-F or create new versions
 Decide what types of data collection method to use in each county of the service area
2. Determine what type of data collection to conduct for each county
 Concentrate data collection efforts in counties with the greatest proportion of poverty
population out of the total service area poverty population
 Sample collection plan based on each county’s proportionate share of poverty population:

County Poverty Population

County Poverty as % of CAA’s Total Service Intervie Focus
Name Population Area Poverty Population Survey ws Groups Forums
Alachua 500 5% 
Bay 1,500 15%  
Broward 3,000 30%   
Citrus 5,000 50%    
Total 10,000 100%

3. Develop a plan for each method to be used to gather information

 Determine how data collection activities will be carried out: who, what, where, when, and how
many
Sample table with activity decisions for each qualitative data collection method:
Activity Decisions Survey Interviews Focus Groups Forums
How will participants be reached?
Who will contact the participants or
publicize event?
Who will participate?
In which zip codes will the activities be
conducted?
Where will the activity be conducted?
When will the activity be conducted?
How will results be recorded &
quantified?
What staff and volunteers will be
assigned to each activity?
D. SURVEYS
Use surveys to capture specific information from a large number of individuals in a short period of time.
1. Design survey forms
 Identify the questions you want the data to answer and what you want to have learned as a
result of conducting the survey
 Design the survey form by using or modifying Attachment A: Community Needs Survey for
Residents and Attachment B: Client Survey to Evaluate Services
2. Identify the people that you will survey
 Determine who you will survey, for example: low income residents in identified census tracts or
zip codes with high poverty areas, students in community colleges, staff, volunteers and clients
3. Determine the number of people you will survey
 Determine the number of community residents to survey in each county by using a sample size
calculator that determines a sample size for a given confidence level and margin of error and
population. We recommend using a 5% margin of error, and a confidence level of 90%
Sample Size Calculator Website
http://www.raosoft.com/samplesize.html
4. Determine how you will survey
Determine how you will survey participants: by phone, a mailed form, in person, or by internet
5. Determine when and where to conduct the survey
 Determine a time period for conducting the survey
 Determine the places where the survey will be completed
Sample Places to conduct community surveys:
o Neighborhood Council Meetings
o Head Start Parent Meetings
o Parent Teacher Association Meetings
o Community Meetings
o Non-Profit Organizations Serving Low-Income Persons
o Door to Door
o Persons Attending CAA Forums
6. Conduct surveys
 Train staff and volunteers who will conduct surveys
 Distribute survey forms
 Send out invitations for online surveys and reminders to complete it as the deadline approaches
7. Tally results of surveys
 Tally results
 Clean data for entry errors
 Refer to Appendix 4 - How To Tally Results of Surveys
8. Summarize findings
 Summarize finding and identify the top 5 needs

E. INTERVIEWS
Use interviews to gather focused in-depth information from key community stakeholders such as
elected officials and community partners.
1. Design interview forms
 Determine what information you want to gather from interviewees and then develop the
questions to gather the information you are seeking
Sample information to gather:
o Thoughts regarding needs in the community
o Community Assets
o Barriers
o Opportunities for collaboration
o Recommendations to address needs and barriers
o Design the interview form by using or modifying Attachment C Interview of Elected Officials
and Board Members and Attachment D Interview of Organizations
2. Identify the people that you will interview
Sample persons to interview:
o Elected officials, both city and county
o Community leaders from civic organizations
o Heads of non-profit organizations serving low-income persons
o Clergy from churches with ministries that serve low-income persons
o Key stakeholders
o Funders
o Neighborhood association or council leaders
3. Determine methods to conduct interviews
  Conducting interview in person (preferred)
 Mailing interview form – follow-up to ensure receipt, completion, and return (self-addressed,
stamped envelope recommended)
 E-mailing interview form - follow-up to ensure receipt, completion, and return
4. Determine when and where to conduct interview
 Offer as many options as possible for opportunities for interviewee to participate
 Pick a place that will make the interviewee feel at ease
5. Conduct interviews
 Train staff and volunteers who will conduct surveys
 While conducting interviews, discuss confidentiality and purpose of the interview
6. Summarize interviews
 Review responses from interviews and develop summary of input

F. FOCUS GROUPS
Use focus groups to bring together a broad cross section of community leaders to have an in-depth
conversation about the needs of the community and the available agency and community strengths that
can be used to address needs.
1. Design focus groups forms
 Determine what information you want to gather from in the focus group and then develop the
questions to gather the information you are seeking
 Design the focus group forms by using or modifying Attachment F: Focus Group Questions for
Moderator and Appendix 2: Guidance For Conducting a Focus Group
 Refer to Appendix 5: Organize a Community Forum for information on forums
2. Identify the people that will be invited to participate in the focus groups
 Develop a list of 15-20 persons to invite to participate in each focus group in each county and
make every effort to have at least 10 of the invitees participate in the focus group
 Determine cities and counties in which to hold focus groups
 Invite persons by telephone and follow-up with a phone call the day prior to event
Sample Persons to invite include:
o Board members
o Representatives from partner organizations
o Neighborhood council leaders
o Community advocates and leaders
o Business and civic leaders
o Educators and school administrators
o Clients
o Religious organizations that serve the needs of low-income persons
o Persons or organizations that the subrecipient or board identify
3. Determine format/venues for the event
 Reserve a meeting facility for each of the planned focus groups
 Hire a professional group facilitator or assign volunteer or staff to role
 Develop an agenda
 Identify the process to hold the meeting and to document input
 Plan to document input at the meeting using a flip chart and to post sheets on walls for
attendees to view
4. Conduct focus groups
 Provide a list of the top five needs which have been identified in the community surveys and
delve more in-depth into the underlying causes, needs, and barriers.
5. Summarize information collected
 Review responses from focus groups
 Develop summary

G. FORUMS
Use forums to discuss the needs of their community with a large number of persons
1. Design forum forms
 Determine what information you want to gather from in the forums and then develop the
questions to gather the information you are seeking. Design the forum forms by using or
modifying Attachment E Forum Questions for Moderator and Appendix 5 Organize a Community
Forum
 Develop an agenda
2. Define forum format and venue for event
 Hire a professional group facilitator or assign volunteer or staff to role
 Identify the process to hold the meeting and to document input
 Plan to document input at the meeting using a flip chart and to post sheets on walls for
attendees to view
 Determine cities and counties in which to hold forums
 Reserve a meeting facility
 Consider conducting it in conjunction with other community meetings, such as a PTA meeting or
a church group meeting
3. Determine methods to publicize the forum
Sample methods:
o Newspapers, radio, website, e-mails, phone
o Requesting board members to publicize to elected officials and organizations
o Asking partner organizations to publicize by distributing fliers
o Notifying neighborhood council leaders, community advocates and other leaders
o Notifying business and civic leaders
o Notifying clients at centers
o Asking schools if they might distribute the survey to parents
o Sending invitations to religious organizations that serve the needs of low-income persons
and to other persons or organizations that the subrecipient or board identify
4. Conduct forums
 Explain the purpose of the forum
 Solicit input on the top five needs of low income persons in the community
 Identify barriers that make the need difficult for persons to overcome
 Solicit recommendations for improvements to agency programs
5. Summarize information collected
 Review responses from forums and develop summary

H. COLLECT QUANTITATIVE DATA

1. Use the Community Commons data sets and maps found at
http://www.communitycommons.org/maps-data/
 Use tool to:
 o Gather data from multiple Federal and other national data sources for any state or county in
the nation
o Download information in a Microsoft Word format
o View information for one or more counties or states
o Summarize data using tables and charts
o Download maps and customize graphs and data sets
o Create reports with interpretive statements and hyperlinked data sources
2. Follow steps to generate data report from website:
 Register with the Community Commons at http://www.communitycommons.org/register/
 Join the Community Commons CAP Hub at
http://www.communitycommons.org/groups/community-action-partnership/
 View webinar on Accessing Needs Assessment Tools on Community Commons website
https://vimeo.com/118637947
 Ask for technical assistance by contacting [email protected]
 Follow these steps to generate data report from the website:
1. Select Start a New Assessment
2. Select a State
3. Select the County or Counties
4. Select View Report
5. Select the most relevant data categories related to the services your agency provides.
Each category must be selected one at a time. For example: Demographics, Social and
Economic Factors, Physical Environment
6. Within each data category, select the relevant data indicators
7. Select Customize Report and select either Limit Indicators or Show Additional Data
 Determine which data to utilize in report
 Select Save and Download
 Analyze the data that has been included in the report and identify key needs and findings
 Edit and draft the qualitative data part of the CNA report
3. Identify Other Resources to Utilize for Quantitative Data
 U.S. Census Bureau data http://factfinder.census.gov/faces/nav/jsf/pages/index.xhtml
 Other possible secondary data sources include colleges or universities, state or federal agencies,
local governments, newspapers other publications

I. ANALYZE DATA
Conduct analysis of the quantitative and qualitative data. This is the most critical part of the assessment
process because the critical needs that are identified and the key findings will guide the strategic
planning. This step can be carried out by staff, management, the CNA workgroup, a consultant, or a
combination of these.
1. Analyze Data
 Analyze qualitative and quantitative data
 Develop methodology to take quantitative and qualitative data and rank needs
 Identify the top needs and key findings
 Identify any similarity in findings from quantitative and qualitative data
 Rank needs based on both qualitative and quantitative data
 Develop summary findings
2. Rank Needs and Identify Key Findings
 Consider the needs identified in interviews, forums, and focus groups
  Determine the weight to give to the each type of qualitative data
 Determine the weight to give to the quantitative data
 Determine if there are similarities in needs and key findings between quantitative and
qualitative data
 Identify the causes and conditions of poverty
 Rank the needs and develop key findings. Take the major needs that have been identified in
each category and put them in a matrix and determine the ranking of that need from each data
type. See matrix example below.
 Do not give the greatest weight to the results of surveys simply because they are the largest
number of responses. A resource for guidance on how to analyze data is
https://cyfernetsearch.org/ilm_6_1
Sample Matrix to Record the Analysis and Determine Ranking of Needs
Needs Needs
Ranking - Needs Needs Ranking - Needs
Quantitativ Ranking - Ranking - Focus Ranking - FINAL
Identified Needs e Data Surveys Interviews Groups Forums RANKING
Lack of Jobs
Lack of Access to GED
Classes
Lack of Budgeting
Classes
Lack of Affordable
Housing
Unaffordable Technical
Schools
Lack of Public Parks
Unaffordable Health
Care
3. Determine if Need is a Family, Agency, or Community Need
 Categorize needs as either a family need, a community need, or an agency need as
recommended by Results Oriented Management and Accountability (“ROMA”). Classification
will assist in developing strategies to address the needs
 Refer to the Introduction to Results Oriented Management and Accountability book for
information on how to identify and classify needs. Agencies that would like a book can contact
the Department at https://tdhca.wufoo.com/forms/request-for-ca-program-assistance/
 Refer to Develop Report section related to Organizing Framework Using ROMA and National
Goals
4. Determine How Current Programs Address Identified Needs
 Compare data from the CSBG Performance Report to data obtained from the Community
Commons website to assess how effective the agency is at proportionately serving each county
and different populations
 Compare the county poverty data to the persons served by county data in the CSBG
Performance Report for the prior year
 Compare the CSBG National Performance Indicators (NPI) Performance Data on number of
persons receiving each type of service to the needs indicated in quantitative and qualitative data
5. Determine How to Organize Data in Summary Report
  Chronology of events
 Identification of types of qualitative data obtained and city and county where each occurred
 Decide if select quantitative data is to be included, such as poverty by county
 Summary of key needs and findings from each qualitative data type
 Summary of key findings from quantitative data analysis
 Summary of top needs and key findings
6. Prepare and Present Summary Report to Board
 Develop a brief summary report (this is not the final comprehensive CNA report) with key data
points, top five or more needs, and key findings and conclusions
 Present brief summary report to board
 Provide information on the plan for the development of the Comprehensive Community Needs
Assessment Report
 Request board feedback on plan and what they would like to see highlighted in final report
J. DEVELOP A CNA REPORT
The Community Needs Assessment Report is an assessment of the needs based on the analysis of data
and is not simply a compilation of data. The report will be used by the board and the agency in the
development of the Strategic Plan and the Community Action Plan.
1. Determine Structure and Format for Report
Sample Structure
o Executive Summary with major findings and recommendations
o Agency Description
o Overview of Assessment Process (methodologies, staffing, process)
o Methods of data collection
o Methods of data analyses
o Demographics and information on population
o Quantitative data with analysis and findings by category
o Qualitative data with analysis and findings by category
o Needs Identified
o Key Findings
o Community Strengths and Assets
o Barriers
o Trends
o Priority Needs and Possible Solutions and or Recommendations
o Appendices
Format Considerations
o Consider the intended audience
o Short paragraphs
o Headings and major sections
o Use an Outline Format and Numerals
o Page Numbers
o Visual Displays of Data
o Define terms
o Use titles for tables and graphs
o Cite references
o Use patterns rather than color for ease of reading future reproduction
2. Incorporate ROMA Into Report
 Organize identified needs using a ROMA Organizing Framework.
 Complete the Identified Needs column of the table and categorize the identified needs under
one of the six National Goal categories.
 Identify the current services and activities that address the needs and begin to identify what
future services may be needed.
Current Services
Goal National Performance Identified and Activities
# Goal Type Goal Indicators Needs Addressing Needs
1 Family Goal Low-income • NPIs 1.1s
people become Employment,
more self- • 1.2s Employment
sufficient Supports
• 1.3s Economic
Asset and
Enhancement
Utilization, and
• 6.5s Service Counts
2 Community The conditions • NPIs 2.1s
Goal in which low- Community
income people Improvement and
live are Revitalization,
improved. • 2.2s Community
(Community Quality of Life and
goals Assets.
3 Community Low-income • NPIs 3.1s
Goal people own a Community
stake in their Enhancement
community through Maximum
Feasible
Participation
• NPIs 3.2s
Community
Empowerment
through Maximum
Feasible
Participation
4 Agency goals Partnerships • NPIs 4.1s
among Expanding
supporters and Opportunities
providers of Through
services to low- Community-Wide
income people Partnerships
are achieved
 Current Services
Goal National Performance Identified and Activities
# Goal Type Goal Indicators Needs Addressing Needs
5 Agency goals Agencies • NPIs 5.1s Agency
increase their Development
capacity to
achieve results
6 Family Goals Low-income • NPIs 6.1s
people, Independent Living,
especially • 6.2s Emergency
vulnerable Assistance,
populations, • 6.3s Child and
achieve their Family
potential by Development,
strengthening
• 6.4s Family
family and
Supports for
supportive
Seniors, Disable,
systems
and Caregivers, and
• 6.5s Service Counts
3. Review Resources To Determine Structure and Format of CNA Report:
 Refer to Appendix 1 Resources for Community Needs Assessments document
 Refer to the resource Five Steps to Community Assessment: A Workbook, issued by the U.S.
Department of Health and Human Services, Office of Head Start for how to structure the report;
found at https://eclkc.ohs.acf.hhs.gov/hslc/tta-system/operations/mang-
sys/planning/FiveStepstoCom.htm
 Refer to the Community Action Partnership – Virtual CAP website at
http://www.virtualcap.org/viewprogram.cfm?pid=213 to view an array of CAA Community
Needs Assessment Reports
 Refer to the National Association for State Community Services Programs document “A
Community Action Guide to Comprehensive Needs Assessments,” Part V The Assessment Report.
Go to http://nascsp.org/Training-and-Technical-Assistance/707/Guides-and-
Manuals.aspx?iHt=18.
4. Create CNA Reports and Documents
 The Community Needs Assessment Report
 A report targeted to the general public which presents CNA data and findings in a briefer and
more simplified format
 A simplified shortened needs assessment report to post on the agency’s website
 A report or document targeted to potential funders or partners
 A report or document targeted to local elected officials
 A report or document targeted to State Representatives and Senators representing the service
area
5. Present CNA Report to Board for Approval
 Develop a presentation and document to provide key data, top needs, key findings to board
 Provide each board member with a copy of report and presentation
 Presentation should mention each of the reports created in Step 4 above.
6. Publicize and Distribute CNA Report
 Plan and conduct a press conference to announce release of CNA Report
 Submit articles or letters to the editor of local newspapers in service area
 Set up interviews of board chair or executive director on local TV shows or radio shows to
discuss key findings of the CNA Report
 Provide report to key county and city elected officials or conduct a meeting where they are
invited to participate in a presentation of the key findings
 Provide report to State Representatives and Senators representing the service area
7. Use results from CNA Report in Strategic Planning and CAP Plan
 Prepare a plan for how the CNA Report data will be utilized during the strategic planning process
 Use CNA results to develop an outcome based anti-poverty focused CAP Plan
Community Action Plan
2016 Community Action Plan
Background: Every year, Subrecipient’s must submit a Community Action Plan to address the needs
identified in the Community Needs Assessment. CSBG eligible entities are expected to utilize CSBG funds
to address the needs identified by the community. The needs can be addressed either directly by the
Subrecipient or through coordination and referrals with partner organizations.
Guidance: The questions in the form distinguish between the need being met by the provision of a direct
service by the Subrecipient or through a referral to a coordinating partner organization. If the need is
addressed by a referral to another organization (referred to as "coordinating partner organization"),
then complete columns (5)-(7). If the need is met by both a direct service from the Subrecipient and by a
service provided by the coordinating partner organization, complete all columns.
The most current version of the CAP Plan can be located by clicking on the link.