7 Steps to Perfect Program Planning

1. Purdue University is an Equal Opportunity/Equal Access institution. 7 Steps to Perfect Program Planning Janet Bechman Purdue University 2008 What does �program� mean to you? Our definition: sequence of educational experiences purposely selected to address locally identified need or issue. What does �program� mean to you? Our definition: sequence of educational experiences purposely selected to address locally identified need or issue.

2. Purdue University is an Equal Opportunity/Equal Access institution. STEP 1: Assess Needs What are the needs of people? Listen Observe Examine data Lots of ways to assess needs. Some informal, some more formal. Need to do it constantly. Look at news in community, talk with and observe people, look at census data and other data. Interviews/community sessions to develop plan of work good example. Lots of ways to assess needs. Some informal, some more formal. Need to do it constantly. Look at news in community, talk with and observe people, look at census data and other data. Interviews/community sessions to develop plan of work good example.

3. Purdue University is an Equal Opportunity/Equal Access institution. Work with Advisory Group Represent diverse community Feel free to discuss community Input taken seriously Inform of accomplishments One source for helping identify needs is your advisory group (Extension Bd, 4-H council, CFS Advisory group, ECD advisory group). It is important that this group represent the whole community and that they feel free to discuss the community. They need to know that their input is taken seriously. Be sure to keep them informed all through the program development process�can help in lots of aspects. One source for helping identify needs is your advisory group (Extension Bd, 4-H council, CFS Advisory group, ECD advisory group). It is important that this group represent the whole community and that they feel free to discuss the community. They need to know that their input is taken seriously. Be sure to keep them informed all through the program development process�can help in lots of aspects.

4. Purdue University is an Equal Opportunity/Equal Access institution. Set Priorities Every need won�t be addressed What are the needs of greatest concern? What needs can education address? Can�t do everything that is important. Have to set some priorities. May need a set of criteria to help: importance of issue, number of people affected, fit into plan of work, importance to local officials, Extension�s ability to respond, who else is working on, etc. Lots of techniques could be used: voting, delphi technique, nominal group process, etc. Can�t do everything that is important. Have to set some priorities. May need a set of criteria to help: importance of issue, number of people affected, fit into plan of work, importance to local officials, Extension�s ability to respond, who else is working on, etc. Lots of techniques could be used: voting, delphi technique, nominal group process, etc.

5. Purdue University is an Equal Opportunity/Equal Access institution. STEP 2: Plan Outcomes Ultimate Result? Objectives SMART- ABCD Outcome Indicators How will you know?

6. Purdue University is an Equal Opportunity/Equal Access institution. Everyday Logic Model Let�s take a simple example � one that we can all relate to. We have a situation where we are suffering from a severe headache. To alleviate the headache, we rely on medication. First, we need to get the pills, then we take the pills and as a consequence we feel better. Number of embedded assumption: assumes that we can find/get the needed pills; that we take the pills as prescribed; that the pills lead to improvement � not a stomach ache or other negative side effect. All programs have such assumptions � often the basis for failure or less than expected results But, you can see the logic of the diagram and the end results � the impact that is expected. What really matters isn�t whether we get the pills and take the pills, but whether we feel better as a result Logic models are widely used in the public and private sector, nonprofits, evaluators. Have been used since the 1960s.Let�s take a simple example � one that we can all relate to. We have a situation where we are suffering from a severe headache. To alleviate the headache, we rely on medication. First, we need to get the pills, then we take the pills and as a consequence we feel better. Number of embedded assumption: assumes that we can find/get the needed pills; that we take the pills as prescribed; that the pills lead to improvement � not a stomach ache or other negative side effect. All programs have such assumptions � often the basis for failure or less than expected results But, you can see the logic of the diagram and the end results � the impact that is expected. What really matters isn�t whether we get the pills and take the pills, but whether we feel better as a result Logic models are widely used in the public and private sector, nonprofits, evaluators. Have been used since the 1960s.

7. Purdue University is an Equal Opportunity/Equal Access institution. Logic Model: What Is It? Picture of a program Graphic representation of the program �what is invested, what is done, what results Core of program planning and evaluation Common framework for your work We recognize this as a simple systems model � the connection of interdependent parts that together make up the whole It is a graphic representation of action: often bases are used in a flow chart diagram but any graphic is possible as long as it shows a series of connected actions LOGICAL CHAIN of relationships � a chain of influences or events � that link inputs to outputs to outcomes ( investments to results). What makes sense; what we believe to be true; what the research and experience suggest are the logical influences. The LOGIC MODEL IS A VISUAL THAT SHOWS THE RELATIONSHIPS. This logical chain actually is a series of in-then relationships or linkages. If x occurs, then we can expect y to occur. . As such the logic model is the basis for program planning and evaluation. It helps identify what is necessary to achieve desired outcomes in a planning mode and serves to identify data to collect to monitor and assess performance in the evaluation mode. It can be any shape. Can be simple or complex. Can be used in many ways. We recognize this as a simple systems model � the connection of interdependent parts that together make up the whole It is a graphic representation of action: often bases are used in a flow chart diagram but any graphic is possible as long as it shows a series of connected actions LOGICAL CHAIN of relationships � a chain of influences or events � that link inputs to outputs to outcomes ( investments to results). What makes sense; what we believe to be true; what the research and experience suggest are the logical influences. The LOGIC MODEL IS A VISUAL THAT SHOWS THE RELATIONSHIPS. This logical chain actually is a series of in-then relationships or linkages. If x occurs, then we can expect y to occur. . As such the logic model is the basis for program planning and evaluation. It helps identify what is necessary to achieve desired outcomes in a planning mode and serves to identify data to collect to monitor and assess performance in the evaluation mode. It can be any shape. Can be simple or complex. Can be used in many ways.

8. Purdue University is an Equal Opportunity/Equal Access institution. Why Create a Logic Model? Brings detail to broad goals Shows the �chain of events� Builds consensus Identifies gaps in logic & uncertain assumptions Clarifies difference between activities & outcomes Signals what to evaluate Summarizes key elements Here are some of the reasons to create a logic model. Can show a logic model to others to help them understand the program. Here are some of the reasons to create a logic model. Can show a logic model to others to help them understand the program.

9. Purdue University is an Equal Opportunity/Equal Access institution. This logic model shows how investments link to results. It shows the series of relationships needed for the program. It�s an example of the series of if, then statements. The situation is a key ingredient�what�s the need? Why doing? Assumptions: another key�beliefs about program: the participants, the way the program operates, how resources will be engaged, theory Faulty assumptions are often reason for poor results Environment (External Factors) Things likely to influence program�s ability to make a difference. Context of program. Politics, family circumstances, culture, economics, demographics, values, policies, services We�ll look at each of the other sections of a logic model in more detail, but generally: Inputs: resources invested Outputs: activities and participants�what you do and who you reach Outcomes: results/benefitsThis logic model shows how investments link to results. It shows the series of relationships needed for the program. It�s an example of the series of if, then statements. The situation is a key ingredient�what�s the need? Why doing? Assumptions: another key�beliefs about program: the participants, the way the program operates, how resources will be engaged, theory Faulty assumptions are often reason for poor results Environment (External Factors) Things likely to influence program�s ability to make a difference. Context of program. Politics, family circumstances, culture, economics, demographics, values, policies, services We�ll look at each of the other sections of a logic model in more detail, but generally: Inputs: resources invested Outputs: activities and participants�what you do and who you reach Outcomes: results/benefits

10. Purdue University is an Equal Opportunity/Equal Access institution. Logic Model Nice to see how the situation & outcomes. Notice how the learning objectives match with the short term learning outcomes, needed actions match with medium term outcomes, long term outcomes, match with desired situations. Nice to see how the situation & outcomes. Notice how the learning objectives match with the short term learning outcomes, needed actions match with medium term outcomes, long term outcomes, match with desired situations.

11. Purdue University is an Equal Opportunity/Equal Access institution. Learning Objectives SMART Specific Measurable Attainable Realistic Timely ABCD Audience Behavior Condition Degree

12. Purdue University is an Equal Opportunity/Equal Access institution. Determine Evaluation Method Decide on Indicators Determine Data Collection Methods Develop Instruments

13. Purdue University is an Equal Opportunity/Equal Access institution. Evaluation: For Whom? Focus on: Effectiveness Efficiency From Two Perspectives Funders/Decision Makers Results - Impacts Extension Professional For Program Improvement Major program evaluations focus on the effectiveness and/or efficiency of the major program from two perspectives: that of the funder or decision makers who is interested in results and impact, and that of the Extension professional who is interested in the same data, but who is also seeking information to improve the program. Major program evaluations focus on the effectiveness and/or efficiency of the major program from two perspectives: that of the funder or decision makers who is interested in results and impact, and that of the Extension professional who is interested in the same data, but who is also seeking information to improve the program.

14. Purdue University is an Equal Opportunity/Equal Access institution. Methods of Data Collection Tests Questionnaires Interviews Focus Groups Observation Secondary Data There are six major methods of data collection. Standardized tests, i.e. professional developed tests that usually include information on reliability, validity, and norms. Questionnaires (I.e., self report instruments Interviews � Situations where the researcher interviews the participants Focus groups � a small group discussion with a group moderator present to keep the discussion focused. Observation � looking at what people actually do. Secondary Data � using data that are originally collected for some other purposesThere are six major methods of data collection. Standardized tests, i.e. professional developed tests that usually include information on reliability, validity, and norms. Questionnaires (I.e., self report instruments Interviews � Situations where the researcher interviews the participants Focus groups � a small group discussion with a group moderator present to keep the discussion focused. Observation � looking at what people actually do. Secondary Data � using data that are originally collected for some other purposes

15. Purdue University is an Equal Opportunity/Equal Access institution. Keys to Survey Design Keep language simple Space out questions Don�t double up questions Keep privacy high No �leading� or �loaded� questions For multiple choice questions, use vertical line for answers There are several more items to consider when planning your evaluation. Remember to keep the language simple throughout the evaluation. Participants may not be familiar with jargon or acronyms that you may commonly use. Space out the questions; more white space makes the evaluation look easier to complete. If you decide to use multiple choice questions, place the answers in a vertical line, so the eye moves downward as they read through the answers. This will simplify the process of answering the question. Also, be sure to ask only one question at a time. The question, �Do you think you will open a bank account and start saving money monthly?� asks participants two questions. It may be that some participants are planning to open a bank account, but are not planning to start saving money monthly, or vice versa. Separate the questions in cases similar to this. Write items that are clear, precise, and relatively short. IF your participants don�t understand the items, your data will be invalid or your survey will have the garbage in, garbage out, GIGO syndrome. Do not use �leading� or Loaded� questions. Leading questions lead the participant to where you want him or her to be. Loaded questions include loaded words, i.e. words that create an emotional reaction or response by your participants. Always remember that you do not want the participants� response to be the result of how you worded the question. Always use neutral wording. There are several more items to consider when planning your evaluation. Remember to keep the language simple throughout the evaluation. Participants may not be familiar with jargon or acronyms that you may commonly use. Space out the questions; more white space makes the evaluation look easier to complete. If you decide to use multiple choice questions, place the answers in a vertical line, so the eye moves downward as they read through the answers. This will simplify the process of answering the question. Also, be sure to ask only one question at a time. The question, �Do you think you will open a bank account and start saving money monthly?� asks participants two questions. It may be that some participants are planning to open a bank account, but are not planning to start saving money monthly, or vice versa. Separate the questions in cases similar to this. Write items that are clear, precise, and relatively short. IF your participants don�t understand the items, your data will be invalid or your survey will have the garbage in, garbage out, GIGO syndrome. Do not use �leading� or Loaded� questions. Leading questions lead the participant to where you want him or her to be. Loaded questions include loaded words, i.e. words that create an emotional reaction or response by your participants. Always remember that you do not want the participants� response to be the result of how you worded the question. Always use neutral wording.

16. Purdue University is an Equal Opportunity/Equal Access institution. STEP 3: Develop Program Select Format Devise Program Schedule Determine who will Deliver Program Secure Location Nitty gritty of organizing the physical aspects of your program.. How will it work? When will it be? Will it be one session or more? Who will actually deliver the content? How? Where will it be? Is it accessible? Nitty gritty of organizing the physical aspects of your program.. How will it work? When will it be? Will it be one session or more? Who will actually deliver the content? How? Where will it be? Is it accessible?

17. Purdue University is an Equal Opportunity/Equal Access institution. Develop Teaching Materials Select and Organize Content Develop Educational Resources that enhance learning Vary Teaching Techniques Methods will depend on the subject matter being presented. Think of those objectives and what you want to happen. Probably need a few key points�not overwhelm participants. Varying teaching techniques to accommodate a number of individual learning styles�some learn by listening, some by seeing, some by doing�using a variety of techniques help you reach one.Methods will depend on the subject matter being presented. Think of those objectives and what you want to happen. Probably need a few key points�not overwhelm participants. Varying teaching techniques to accommodate a number of individual learning styles�some learn by listening, some by seeing, some by doing�using a variety of techniques help you reach one.

18. Purdue University is an Equal Opportunity/Equal Access institution. STEP 4: Promote Estimate Expenses Obtain Resources/Sponsors Create Marketing Tools Define Target Audience Plan Marketing Schedule

19. Purdue University is an Equal Opportunity/Equal Access institution. STEP 5: Deliver Create Positive Learning Experience Practice Include Small group Activities Preparing: Enthusiasm most important ingredient. Warm up, review If using media, Be easy to read/see Use large fonts. Try not to go below 24�.guides available for figuring it out based on the size of the room.. Pick a few key words Graphs/ pictures good Be careful with color choices; not red/green Preparing: Enthusiasm most important ingredient. Warm up, review If using media, Be easy to read/see Use large fonts. Try not to go below 24�.guides available for figuring it out based on the size of the room.. Pick a few key words Graphs/ pictures good Be careful with color choices; not red/green

20. Purdue University is an Equal Opportunity/Equal Access institution. Organize your Presentation �Tell them what you are going to tell them� �Tell Them� �Tell them what you told them� Intro, body, summary Intro�tell purpose, objectives, why relevant, get attention Body�change pace every 10-15 minutes; 3-5 main points Summary�at least summarize major points What�s your job: making certain that each individual in the audience get�s it. Understand the key ideas. My job is to make sure they get it! Organize presentations that �get to the point� Prepare ppts that help communicate idea visually Pay more attention to the audience than the screen or method Keep audience interested, engaged, involved Show audience you care about them Intro, body, summary Intro�tell purpose, objectives, why relevant, get attention Body�change pace every 10-15 minutes; 3-5 main points Summary�at least summarize major points What�s your job: making certain that each individual in the audience get�s it. Understand the key ideas. My job is to make sure they get it! Organize presentations that �get to the point� Prepare ppts that help communicate idea visually Pay more attention to the audience than the screen or method Keep audience interested, engaged, involved Show audience you care about them

21. Purdue University is an Equal Opportunity/Equal Access institution. Group Activity What are the 5 best techniques for program delivery? What are the 5 worst techniques used for program delivery?

22. Purdue University is an Equal Opportunity/Equal Access institution. STEP 6: Evaluate Collect Indicator Data Concentrate on Outcomes

23. Purdue University is an Equal Opportunity/Equal Access institution. STEP 7: Communicate Results Report Impacts Write impact statement Report locally Tell Your Story

24. Purdue University is an Equal Opportunity/Equal Access institution. What is an Impact Statement? A brief summary, in lay terms, of the economic, environmental, social and/or civic impact of your effort. Shows the value of your program to key decision makers or those who influence them To be sure we�re all on the same page, let�s define impact statements or impact reports. Part of this definition explains why we do them.To be sure we�re all on the same page, let�s define impact statements or impact reports. Part of this definition explains why we do them.

25. Purdue University is an Equal Opportunity/Equal Access institution. Impact Statement Sections Impact Title Issue What you have done Impact There are basically four sections to an impact statement. We�ll discuss each one in a little detail. In SAM, you will also be asked to select which plan of work planned program or issue that your impact statement addresses. You will no longer have to select a USDA goal, sub goal, etc.There are basically four sections to an impact statement. We�ll discuss each one in a little detail.

26. Purdue University is an Equal Opportunity/Equal Access institution. Writing Tips Always identify the subject matter Avoid vague words Include number reached Check spelling and grammar Proofread

27. Purdue University is an Equal Opportunity/Equal Access institution. Keys to Great Impact Statements Descriptive problem statement Actual Impact Measurable Anecdotal Issues people care about

28. Purdue University is an Equal Opportunity/Equal Access institution. Program Planning Keys Look needs, advisory group, prioritize Plan Inputs, outputs, outcomes, promote, deliver Evaluate Collect data, report