March is an exciting month for evaluators in Minnesota. The annual Minnesota Evaluation Studies Institute (MESI) Spring Training event brought over 250 professionals together to exchange tools and ideas for evaluation. Representing the Improve Group, we were among this year’s many insightful presenters. Our presentation “Conducting a Needs Assessment,” aimed to introduce the purpose of needs assessments and the rudimentary steps of conducting them. The session focused on raising key considerations in designing and carrying out this type of assessment, and tied in examples of IG projects to illustrate real-world applications of the concept. We gleaned 5 key takeaways for practitioners on conducting needs assessments:
- Needs assessments are used to inform decisions of what to do and how to do it.
Before designing a solution to a problem that a policy or program aims to address, it is critical to have an accurate understanding of the problem itself. Problem statements should never have the solution embedded in them (i.e. we need more training).
- A “need” is defined as: the difference between what is and what should be.
For a clearer understanding of what this looks like in practice, consider this example from one of our projects. The Improve Group is collaborating with the Minnesota Department of Human Services (DHS) on a needs assessment as part of a federal planning grant to determine the most effective ways to reduce and prevent homelessness among foster care youth. DHS and the Wilder Foundation matched Child Welfare data (SSIS) with homelessness data (HMIS) and performed regression analysis to give us a good picture of the characteristics of youth at-risk of homelessness (the “what is”). To shed light on the nuances surrounding these findings, the Improve Group conducted key informant interviews and focus groups, and facilitated Theory of Change exercises with representatives from organizations serving youth at-risk of homelessness and homeless youth. We also used these qualitative methods to get a sense of the “what should be,” or in other words, “What types of supports do youth-at risk of homelessness need to avoid homelessness?”
- A needs assessment is culturally responsive and utilization-focused.
Why culturally responsive? Marginalized populations have unmet needs, and often needs assessments are used to gain insights into what the most pressing needs are and how to address them. Needs assessment methodology should accommodate multiple ways of understanding the problem being studied and possible solutions. Why utilization-focused? Needs assessments exist to guide decision-making, often before a program or policy is implemented. They can also be utilized after program implementation to inform strategic plans or course corrections.
- Needs assessments generally follow the same steps as evaluation: 1) design, 2) data collection, 3) data analysis, 4) reporting.
What is distinctive about a needs assessment? The questions crafted during the design phase and responded to during the analysis phase focus on the difference between “what is” and “what should be.” Analysis should also focus on answering how to achieve the results that “should be.” In our practice, we have found it helpful to convene a workshop for our client to review and discuss the findings and recommendations together, and then use the information to determine next steps. Resource: for analysis framework ideas, you may reference the following article on the Organizational Development Model
- When designing needs assessments, be sure to collect the type of evidence stakeholders need for making decisions.
While some stakeholders may only be interested in data from agency records, such as service utilization, it is important for the researcher to raise the pros and cons of different types of data. For example, service utilization data may not tell the story of those who are not using services. On the other hand, asking people about their perceived needs may not carry the clout necessary for making budget decisions. Understanding the different ways to conceptualize needs can help ensure you have the right balance of evidence necessary for making decisions. If you have felt that your organization or program is missing something, we encourage you to challenge yourself and your colleagues to think about what is and what should be. These five takeaways can provide a strong base to begin conducting a Needs Assessment of your own. If you would like to learn more about this practice, we would be happy to help out. Feel free to reach out to us at info@theimprovegroup.com with any questions.