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Needs Assessment and Strategic Planning

Learn how to design a needs assessment plan and create a strategic plan that meets DHCR requirements. Discover data sources, tools, and techniques, and explore plan formats and options.

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Needs Assessment and Strategic Planning

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  1. Needs Assessment and Strategic Planning Day 1

  2. Presented by Eileen Flanagan & Marcia Nedland On behalf of NYS Division of Housing & Community Renewal

  3. Introductions: • At your table: • Introduce yourself • Share ONE expectation for the workshop • Each table will then share the TOP THREE expectations during report out

  4. Training Objectives • Connections • Six Steps • Design a Needs Assessment plan • Specific data sources, tools & techniques • Plan formats & options • Tools & new ideas • DHCR requirements

  5. Day 1 Opening Session Overview: DHCR Requirements Needs Assessment Designing approach Six steps Practice finding data and interpreting data Common Pitfalls Day 2 Recap & questions Strategic Planning Seven components Plan Critique DHCR Requirements Agenda

  6. Ground Rules • Be on time • Participate actively, don’t monopolize • Speak one at a time • TURN OFF your Cell Phone • No side orders, please • Ask hard questions • Have fun

  7. DHCR Requirements: Needs Assessment Answer at least these major questions: What housing is needed (based on conditions)? What customer services are needed? What community renewal activities are needed?

  8. DHCR Requirements: Strategic Plan 3-year plan that includes: • Summary of needs assessment • Mission • Outcomes, measures of success and report on results since last application • Strategic goals • Programs and services • Production goals • Resources and potential partners

  9. Strategic Planning What are some attributes of a useful strategic plan? Write 2-3 thoughts, each on a separate index card. Each thought should be only a few words. Write BIG! Use marker if you have one.

  10. Strategic Planning What are some attributes of a useful strategic plan? Understandable Credible Explains what you are going to do and why Management tool Basis for measuring success Process develops clarity and alignment

  11. Strategic Planning What are some attributes of a useful strategic plan? Keeps you focused on outcomes Tests, affirms, corrects and codifies intuition and theory of change Keeps you attuned to market forces and customer attitudes

  12. Phases of Planningand Components of a Plan Document

  13. Phases of Strategic Planning Strategy Direction Understanding

  14. Components of the Plan Document 7. Resources 6. Production Goals 5. Programs and Services 4. Strategic Goals 3. Outcomes and Measures 2. Mission 1. Summary of Needs Assessment

  15. Engaging stakeholders

  16. Needs Assessment

  17. Phases of Strategic Planning Stakeholder Involvement Strategy Direction Understanding

  18. Needs Assessment • Systematic • Gap Analysis • External Environment • Opportunities & Threats Current State Gap Desired State

  19. Updating an Existing Plan • Review existing plans • Decide outcomes for next/new plan • Decide what parts to update • Customize your approach

  20. Outside Help? • Help with what? • Be clear about needs • Look for resources – internally, externally

  21. Organizing the Process • Existing studies • Budget & time line • Resources • Assign tasks & accountability

  22. Examples Needs Assessment Plan Needs Assessment Summary

  23. Six Steps to a Useful Needs Assessment

  24. Six Steps • General Trends • Intuition = Questions • Data Collection • Refine Questions • Data Analysis • Data Interpretation & use

  25. Tips before you get started… Know your geography

  26. Tips before you get started… Compared to what?

  27. Tips before you get started… No data is perfect

  28. Tips before you get started… Look at the whole picture

  29. Tips before you get started… Don’t get lost in the data

  30. Information scarcity

  31. Information Overload

  32. Step 1: General Trends Let other people work for you

  33. How do you stay informed?

  34. How do you stay informed? • Knowledgeplex • Enterprise Community Partners • NeighborWorks America • Planetizen.com • Realtors & Home Builders • Government RSS feeds • SONH

  35. Step 2: Intuition = Questions Value what you thinkyou know, test it.

  36. Use what you know, ask questions • Use your knowledge to frame your questions. • Customers: Who? Needs? Where? • Competition: Who? What? Similarities/Differences • Market size? • Changes in market? • TEST YOUR ASSUMPTIONS!

  37. Turn your intuition into research questions Write down 2-3 research questions that would test your assumptions – page 34

  38. Tab 8: Resources • Page 104: Common Research Questions

  39. Step 3: Data Collection Data is only useful if it answers your questions

  40. Data Sources • Brain storm data source ideas • Primary vs. Secondary data • Qualitative vs. Quantitative • In-house customer data

  41. What sources could answer your questions?

  42. Page 35: A few Secondary Data Sources • Tab 8: page 93, way too many secondary data sources • Tab 8: pages 113 & 115, tip sheets on focus groups and interviews

  43. www.dataplace.org

  44. Step 4: Refine your questions Data collection often adds new questions

  45. Refining Questions • Do data collection, don’t over-do data collection • Time frame for collection – initial, review, revise needs, collect

  46. Step 5: Data Analysis Figure out what is meaningful about the data – usually in relation to your questions

  47. Analysis gives context and meaning to data… • Comparisons – geographic (peers, regions) • Change over time • Spread, range & central tendencies • Visual tools – maps, charts, graphs • Tab 8: Page 108

  48. SO WHAT? !

  49. Step 6: Data Interpretation & Use This is the “so what?” phase

  50. Have we learned anything that changes what we believed? • Strengthen: • Program design • Service/product mix • Implementation • Delivery techniques • Marketing & outreach

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