performing a needs assessment and the prevention planning process

PERFORMING A NEEDS ASSESSMENT AND THE

PREVENTION PLANNING PROCESS

LEARNING OBJECTIVESLEARNING OBJECTIVES Describe the basic steps in planning a Describe the basic steps in planning a

prevention programprevention program Describe process in performing a needs Describe process in performing a needs

assessmentassessment Identify steps in performing a needs Identify steps in performing a needs

assessment interviewassessment interview Devise a prevention planDevise a prevention plan Prepare an implementation planPrepare an implementation plan List steps for evaluating and revising planList steps for evaluating and revising plan

PLANNING PROCESSPLANNING PROCESS Performing a needs assessmentPerforming a needs assessment Charting a planCharting a plan

– GoalsGoals– ObjectivesObjectives– ResourcesResources

ImplementationImplementation EvaluationEvaluation Program revisionProgram revision

As a DDRPM, ADAPT, etc you are a As a DDRPM, ADAPT, etc you are a Change Agent!Change Agent!

PREREQUISITE TO SERVING PREREQUISITE TO SERVING AS A CHANGE AGENTAS A CHANGE AGENT

Understanding of the communityUnderstanding of the community Sensitivity to the communitySensitivity to the community

OTHER CHANGE AGENTSOTHER CHANGE AGENTS

Resource individuals from the community who are: Involved in community affairs Valuable contributors in preventing

illegal drug use

WHAT IS A COMMUNITY?WHAT IS A COMMUNITY?

SquadronSquadron A place where you share common public servicesA place where you share common public services A residential area (housing)A residential area (housing)

STEPS IN PERFORMING A STEPS IN PERFORMING A NEEDS ASSESSMENTNEEDS ASSESSMENT

Gather informationGather information Make rational decisionsMake rational decisions Write reportsWrite reports Brief reportsBrief reports

DATA DATA

ReportsReports DemographicsDemographics Social Social EconomicEconomic LeadershipLeadership Health and well-beingHealth and well-being ValuesValues CommunicationsCommunications

DATA DATA

ReportsReports DOD Survey of Health Related BehaviorsDOD Survey of Health Related Behaviors Statistics from your local installationStatistics from your local installation Rates of substance abuse in the local civilian Rates of substance abuse in the local civilian

community (hospitals, schools, mental health community (hospitals, schools, mental health agencies)agencies)

Law enforcementLaw enforcement UrinalysisUrinalysis Others?Others?

DATA DATA

DemographicsDemographics

Who lives in the military community?Who lives in the military community? What are the ages, back grounds, What are the ages, back grounds,

grade and gender?grade and gender?

– Are there many single-parent Are there many single-parent families? Single people?families? Single people?

DATA DATA

SocialSocial Where do people get to know each other and Where do people get to know each other and

interact socially?interact socially? What are the accepted social activities in your What are the accepted social activities in your

community?community? How do newcomers meet people?How do newcomers meet people? Which groups are active? Which groups are active?

DATA DATA

EconomicEconomic– Where do people spend their money?Where do people spend their money? What off-duty opportunities are there for What off-duty opportunities are there for

people?people?

DATA DATA LeadershipLeadership

Who are the formal and informal leaders?Who are the formal and informal leaders? Which are the influential groups?Which are the influential groups? Who are the people who know what’s going Who are the people who know what’s going

on in the community?on in the community? Who are the people who are popular, or Who are the people who are popular, or

listened to by others?listened to by others?

DATA DATA

Health and well-beingHealth and well-being What are the major health resources?What are the major health resources? Are there plenty of things to do for all age Are there plenty of things to do for all age

groups and interests?groups and interests? Are people active?Are people active? What are the health concerns of the What are the health concerns of the

community?community?

DATA DATA

ValuesValues

Are there any “community” beliefs that seem to Are there any “community” beliefs that seem to affect decision-making?affect decision-making?

How unified or diverse are people’s values?How unified or diverse are people’s values? What is the “community spirit” and how is it What is the “community spirit” and how is it

expressed?expressed?

DATA DATA

CommunicationsCommunications

How is information spread?How is information spread? What are the mass media outlets?What are the mass media outlets? What are the common informal means of What are the common informal means of

spreading information?spreading information? How accurate is communication?How accurate is communication?

NEEDS ASSESSMENTNEEDS ASSESSMENT

Once you know the community Once you know the community you are dealing with, you need you are dealing with, you need to develop a plan that focuses on to develop a plan that focuses on the concerns and required the concerns and required changeschanges


These questions should help you with your These questions should help you with your needs assessment needs assessment

What illegal drugs are being used?What illegal drugs are being used? What other programs exist?What other programs exist? What are the media vehicles?What are the media vehicles? What resources exist within the What resources exist within the

community?community?

APPROACHES APPROACHES

Community forums and hearingsCommunity forums and hearings Case studiesCase studies Service provider surveysService provider surveys Target population surveysTarget population surveys Social indicatorsSocial indicators InterviewsInterviews ObservationObservation

TOOLS FOR COLLECTING TOOLS FOR COLLECTING DATADATA

QuestionnaireQuestionnaire Sample Sample Existing surveysExisting surveys Interview with key peopleInterview with key people

RESEARCH OTHER RESEARCH OTHER PROGRAMSPROGRAMS

Avoid duplicating the work of othersAvoid duplicating the work of others Discover opportunities for working with Discover opportunities for working with

other groups (IDS)other groups (IDS) Ensure that your efforts complement what is Ensure that your efforts complement what is

already donealready done

PLACES TO CONTACTPLACES TO CONTACT

Local and state agenciesLocal and state agencies Civic and youth groupsCivic and youth groups On base activitiesOn base activities Federal AgenciesFederal Agencies


Helps you identify who is to receive the Helps you identify who is to receive the servicesservices

What kind of services are neededWhat kind of services are needed What expertise you will need to provide the What expertise you will need to provide the

services services


Helps you determine what focus your Helps you determine what focus your prevention program should takeprevention program should take

Informs you what key groups in your Informs you what key groups in your community perceive their needscommunity perceive their needs to beto be


The results of a needs assessment will form The results of a needs assessment will form the basis for your program goals and the basis for your program goals and objectivesobjectives

REVIEW!!REVIEW!!

Assessing for:Assessing for:

– Prevention needs of your communityPrevention needs of your community

– Who can best provide for those needsWho can best provide for those needs

LONG TERM GOALS:LONG TERM GOALS:

Decrease drug related incidentsDecrease drug related incidents Lower substance abuse indicators (DUIs, Lower substance abuse indicators (DUIs,

Treatment admissions)Treatment admissions) Be an essential part of your unit’s Be an essential part of your unit’s mission mission

readiness programreadiness program

– What kills more of our military What kills more of our military personnel? Is it beer or bullets?personnel? Is it beer or bullets?

METHODOLOGIES:METHODOLOGIES:

There are a variety of effective ways to There are a variety of effective ways to conduct a needs assessment conduct a needs assessment

You need to weigh the pros and cons of You need to weigh the pros and cons of eacheach

METHODOLOGIES:METHODOLOGIES:

Three main methods Three main methods

– ObservationObservation

– Social indicatorsSocial indicators

– InterviewsInterviews

1 OBSERVATION:1 OBSERVATION:

This approach allows you to come to your This approach allows you to come to your own conclusion as to what may be needed own conclusion as to what may be needed by direct observation by direct observation

USE WHEN:USE WHEN:

First hand experience is requiredFirst hand experience is required Units may not be able to relate directly to Units may not be able to relate directly to

needed intervention (need may have needed intervention (need may have become too much of a norm) become too much of a norm)

USE WHEN:USE WHEN:

Sufficient time is available to make reliable Sufficient time is available to make reliable observationobservation

MAJOR STEPS IN MAJOR STEPS IN OBSERVATION:OBSERVATION:

Identify siteIdentify site

Gain access to observeGain access to observe

Take overt or covert Take overt or covert role of observerrole of observer

MAJOR STEPS:MAJOR STEPS:

Establish trust and rapportEstablish trust and rapport Record observationRecord observation Analyze and compare observation with Analyze and compare observation with

other documentationother documentation


Write report summarizing observation and Write report summarizing observation and conclusionsconclusions– I I don’t have timedon’t have time to write the report! Lets to write the report! Lets

discuss thisdiscuss this

ADVANTAGES:ADVANTAGES:

Provides information on problems or Provides information on problems or service needs which may not be widely service needs which may not be widely recognizedrecognized

Assessment based on professional judgmentAssessment based on professional judgment Simple and inexpensiveSimple and inexpensive Builds Builds CREDIBILITYCREDIBILITY


Validates information from other sourcesValidates information from other sources

DISADVANTAGES:DISADVANTAGES:

Problems identified may be biased by the Problems identified may be biased by the observerobserver

Data may reflect needs of those being Data may reflect needs of those being observed and not indicative of the observed and not indicative of the community as a wholecommunity as a whole


Needs identified may reflect the interest of Needs identified may reflect the interest of the observer the observer

2 SOCIAL INDICATORS:2 SOCIAL INDICATORS:

This approach is based on descriptive data This approach is based on descriptive data drawn from records and reports (Security drawn from records and reports (Security Forces, SJA, urinalysis, World Wide Forces, SJA, urinalysis, World Wide survey, etc)survey, etc)

USE WHENUSE WHEN::

Reliable data pool is already availableReliable data pool is already available Foundation information is needed to build Foundation information is needed to build

onon Verifying identified needs from other Verifying identified needs from other

sourcessources Man-hours are limitedMan-hours are limited


Determine information to be gatheredDetermine information to be gathered Determine existing data on which Determine existing data on which

information could be interpretedinformation could be interpreted Collect data at regular intervalsCollect data at regular intervals


Examine for trends at regular intervalsExamine for trends at regular intervals Compile results and summarizeCompile results and summarize


Vast existing data poolVast existing data pool Low costLow cost Design flexibilityDesign flexibility Foundation on which to verify other needs Foundation on which to verify other needs

assessment surveysassessment surveys


National data may not be indicative of local National data may not be indicative of local trendstrends

Data is only as good as the providerData is only as good as the provider Bias or incorrect inferences can be Bias or incorrect inferences can be

introducedintroduced

3 INTERVIEWS:3 INTERVIEWS:

This approach allows you to direct the This approach allows you to direct the assessment at key personnel which may assessment at key personnel which may provide insight into the scope of the provide insight into the scope of the situation or problemsituation or problem

USE WHEN:USE WHEN:

It is necessary to make direct contact It is necessary to make direct contact Necessary to build and maintain rapportNecessary to build and maintain rapport Direct feedback is needed Direct feedback is needed

USE WHEN:USE WHEN:

Supplemental information is neededSupplemental information is needed Facilitating understandingFacilitating understanding Get command support Get command support

INTERVIEW TECHNIQUESINTERVIEW TECHNIQUES

Express a knowledge of the interviewee and the Express a knowledge of the interviewee and the organizationorganization

Use open-ended problem solving questionsUse open-ended problem solving questions Discuss the purpose of the interviewDiscuss the purpose of the interview Encourage the interviewee to talk with body Encourage the interviewee to talk with body

languagelanguage Take notesTake notes Offer to answer any further questionsOffer to answer any further questions Review, summarize and express appreciationReview, summarize and express appreciation


Specify focus of interviewSpecify focus of interview Establish time frame and identify Establish time frame and identify

interviewer/eesinterviewer/ees Analyze and evaluate interview as soon as Analyze and evaluate interview as soon as

possible (strong and weak points, possible (strong and weak points, improvements) improvements)


Compile information from interviews using Compile information from interviews using categories as appropriatecategories as appropriate

Write summary Write summary


Simple and inexpensiveSimple and inexpensive Input from distinct sourcesInput from distinct sources Identifies level of support/resistance from Identifies level of support/resistance from

key personnelkey personnel


Identifies key elements and issues of Identifies key elements and issues of importanceimportance

Provides an idea of where your program Provides an idea of where your program standsstands


Identification of problems may be biased Identification of problems may be biased May exclude personnel whose input should May exclude personnel whose input should

be included be included


May exclude portions of May exclude portions of command/community that are not provided command/community that are not provided an opportunity for input an opportunity for input

SUMMARY SLIDESUMMARY SLIDE

By accurately assessing the needs of all By accurately assessing the needs of all involved you can be assured that the goals involved you can be assured that the goals and objectives of your program will be and objectives of your program will be embraced and contribute to the overall embraced and contribute to the overall readiness of your communityreadiness of your community

SUMMARY SLIDESUMMARY SLIDE

You are now ready to use the information You are now ready to use the information compiled to form the goals and objectives compiled to form the goals and objectives of your prevention program of your prevention program

EXERCISE: EXERCISE:

ASSESS FOR PREVENTION NEEDSASSESS FOR PREVENTION NEEDS

using social indicators,world wide surveyusing social indicators,world wide survey

EXERCISE: EXERCISE:

ASSESS FOR the PREVENTION NEEDS ASSESS FOR the PREVENTION NEEDS of your community using your social of your community using your social indicatorsindicators

Present findingsPresent findings– HOWHOW– WHYWHY

SEVEN MAJOR STRATEGIES SEVEN MAJOR STRATEGIES

Information DisseminationInformation Dissemination Deterrence ActivitiesDeterrence Activities EducationEducation Alternative ActivitiesAlternative Activities Problem Identification & ReferralProblem Identification & Referral Community-Based Change InitiativesCommunity-Based Change Initiatives Environmental ApproachesEnvironmental Approaches

SETTING GOALSSETTING GOALS

DEVELOPMENT OF DEVELOPMENT OF OBJECTIVESOBJECTIVES

Definition of a goalDefinition of a goal

- An ultimate outcome of a long period - An ultimate outcome of a long period of activityof activity

- Guide for the general direction for the - Guide for the general direction for the work to be performedwork to be performed

DEVELOPMENT OF GOALSDEVELOPMENT OF GOALS

Key QuestionKey Question

What do we want to achieve through What do we want to achieve through prevention activities?prevention activities?

WORLD WIDE SURVEY WORLD WIDE SURVEY EXERCISEEXERCISE

Goal Goal PriorityPriority Target DateTarget Date

A Plan of Action and Milestones (POA&M) A Plan of Action and Milestones (POA&M) will be provided on diskwill be provided on disk

USE THE FOLLOWING STEPSUSE THE FOLLOWING STEPS

– Assign the task to a small number of Assign the task to a small number of individuals who are familiar with the needs individuals who are familiar with the needs assessmentassessment

– Analyze the needs assessment point-by-point, Analyze the needs assessment point-by-point, drafting a goal statement for each identified drafting a goal statement for each identified problem areaproblem area

– Draft a brief justification for each goal on the Draft a brief justification for each goal on the basis of the information collectedbasis of the information collected

– Submit a draft of the goal statements to other Submit a draft of the goal statements to other interested members of the community for interested members of the community for review, comment, and possible revisionreview, comment, and possible revision

DEVELOPMENT OF GOALSDEVELOPMENT OF GOALS

Final resultFinal result

Final set of goals based on community Final set of goals based on community consensus and the best available researchconsensus and the best available research

TASKTASK

Establish goals that accurately reflect potential Establish goals that accurately reflect potential solutions to the problems found during the solutions to the problems found during the needs assessmentneeds assessment

SETTING OBJECTIVESSETTING OBJECTIVES


Definition of an objective:Definition of an objective:

-- A specific accomplishment to be A specific accomplishment to be

achieved during a given period of timeachieved during a given period of time

- An aid to attaining the goal by - An aid to attaining the goal by translating a general purpose into a translating a general purpose into a series of specific manageable stepsseries of specific manageable steps

- An aid in determining the resources - An aid in determining the resources necessary to achieve the overall goal necessary to achieve the overall goal


Key QuestionKey Question

What quantifiable results can be achieved What quantifiable results can be achieved in the near future?in the near future?

SETTING OBJECTIVESSETTING OBJECTIVES

Begin with a high priority prevention Begin with a high priority prevention

goalgoal List all of DESIRED results List all of DESIRED results

– Select those results which can be achieved in Select those results which can be achieved in the first three months (short term)the first three months (short term)

– Select those results which can be achieved in Select those results which can be achieved in the first year (long term)the first year (long term)

OBJECTIVE CHECKLISTOBJECTIVE CHECKLIST

Does the objective specify a single quantifiable result?Does the objective specify a single quantifiable result? Are there ways to determine whether the quantifiable Are there ways to determine whether the quantifiable

result is met?result is met? Does achievement of the objective contribute to meeting Does achievement of the objective contribute to meeting

the goal?the goal? Can the objective be achieved within the time allotted?Can the objective be achieved within the time allotted? Is the objective achievable given the resources Is the objective achievable given the resources

available?available?

DEVELOPMNET OF DEVELOPMNET OF OBJECTIVESOBJECTIVES


Reasonable timetable of planned Reasonable timetable of planned accomplishmentsaccomplishments

EVALUATION EVALUATION

WHAT IS EVALUATION:WHAT IS EVALUATION:

Evaluation is the systematic collection and Evaluation is the systematic collection and analysis of data needed to make decisions, a analysis of data needed to make decisions, a process in which most well-run programs process in which most well-run programs engage from the outset engage from the outset

PURPOSE OF EVALUATION:PURPOSE OF EVALUATION:

Evaluation is useful and needed to Evaluation is useful and needed to determine the strengths and weaknesses of determine the strengths and weaknesses of the various areas that determine your total the various areas that determine your total

program program

EVALUATION ACTIVITIES:EVALUATION ACTIVITIES:

Pinpointing the services neededPinpointing the services needed- for - for example finding out what knowledge, example finding out what knowledge, skills, attitudes, or problem behavior a skills, attitudes, or problem behavior a prevention program should addressprevention program should address


Establishing program objectivesEstablishing program objectives Finding out what specific knowledge, Finding out what specific knowledge, skills, or attitudinal change will be required skills, or attitudinal change will be required to meet the identified needto meet the identified need


Deciding evidence that will demonstrate Deciding evidence that will demonstrate the objectives have been metthe objectives have been met Clear, Clear, realistic, and measurable evidence and realistic, and measurable evidence and objectives are neededobjectives are needed


Developing or selecting from Developing or selecting from alternative program approachesalternative program approaches- - don't don't re-invent the wheel, look at proven re-invent the wheel, look at proven curricula and determine what parts best curricula and determine what parts best achieve your goals (use Dr. Cambridge!)achieve your goals (use Dr. Cambridge!)


Tracking objectivesTracking objectives--set up a system that set up a system that will clearly show particulars - who got the will clearly show particulars - who got the service, how, when service delivered, how service, how, when service delivered, how rated or adopted by those involvedrated or adopted by those involved


Trying out and assessing new program Trying out and assessing new program designsdesigns - Evaluation is on going Changes - Evaluation is on going Changes in target group, theories, findings, in target group, theories, findings, implementation are always occurring- Be implementation are always occurring- Be preparedprepared

Dimensions of Evaluation:Dimensions of Evaluation:

The different dimensions of evaluation The different dimensions of evaluation have formal names:have formal names: formative, process, formative, process, outcome, and impact evaluationoutcome, and impact evaluation

These dimensions build on each otherThese dimensions build on each other

DEFININTIONS OF DEFININTIONS OF DIMENSIONS:DIMENSIONS:

Formative Evaluation Formative Evaluation (Planning)(Planning) Designed to assess the strengths and Designed to assess the strengths and

weaknesses or campaign strategies before weaknesses or campaign strategies before implementation implementation


Process EvaluationProcess Evaluation: : (Design method/means to be measured - (Design method/means to be measured - MOE) - examines the procedures and tasks MOE) - examines the procedures and tasks involved in implementing a programinvolved in implementing a program


Outcome EvaluationOutcome Evaluation (Short Term Results) (Short Term Results) Used to obtain descriptive data on a Used to obtain descriptive data on a project and to document short-term resultsproject and to document short-term results


Impact EvaluationImpact Evaluation (Effects) (Effects) Focuses on the long-range results of the Focuses on the long-range results of the program and changes or improvements in the program and changes or improvements in the health statushealth status

EVALUATION KEYS:EVALUATION KEYS:

Evaluation should be positive and purposefulEvaluation should be positive and purposeful

Evaluation is useful to your programEvaluation is useful to your program

Do it from day oneDo it from day one

Listen and record the processListen and record the process

USE EVALUATION TO USE EVALUATION TO DETERMINE:DETERMINE:

The value of learning experiences, past and The value of learning experiences, past and presentpresentThe value of learning tools and the way in The value of learning tools and the way in which they have been used or are being usedwhich they have been used or are being used


The effectiveness of program planning, The effectiveness of program planning, organization, and implementationorganization, and implementationThe rate at which change is taking placeThe rate at which change is taking placeThe quality of learningThe quality of learning


The consequence of the differences between The consequence of the differences between the actual process and what was plannedthe actual process and what was plannedThe changes that must be made to improve The changes that must be made to improve

the programthe program

IDEAL SEQUENCE OF IDEAL SEQUENCE OF EVENTS:EVENTS:

Needs Assessment-identify problems and Needs Assessment-identify problems and needs of the communityneeds of the communityPolicy development-develop priorities and Policy development-develop priorities and objectives for meeting the identified needsobjectives for meeting the identified needs


Program designProgram design-develop program to achieve -develop program to achieve priorities and objectivespriorities and objectivesProgram implementationProgram implementation-Conduct planned -Conduct planned activitiesactivities


Program evaluationProgram evaluation-was the program -was the program implemented as planned? Did it have the implemented as planned? Did it have the intended effects? intended effects?

IDEAL SEQUENCE OF IDEAL SEQUENCE OF EVENTS :EVENTS :

Program improvementProgram improvement-revise and refine -revise and refine program based on evaluation resultsprogram based on evaluation results

MYSTERIOUS? MYSTERIOUS?

Program evaluation is not mysterious We do Program evaluation is not mysterious We do it every day We just do not view it as suchit every day We just do not view it as such

GROUP EXERCISEGROUP EXERCISE

Goal Goal PriorityPriority Target Target DateDate

ObjectiveObjective Target DateTarget DateStrategyStrategy

SEVEN MAJOR STRATEGIES SEVEN MAJOR STRATEGIES FOR SUBSTANCE ABUSE FOR SUBSTANCE ABUSE

PREVENION: PREVENION: Information DisseminationInformation Dissemination EducationEducation Deterrence ActivitiesDeterrence Activities Alternative ActivitiesAlternative Activities Problem Identification & ReferralProblem Identification & Referral Community-Based Change InitiativesCommunity-Based Change Initiatives Environmental ApproachesEnvironmental Approaches

IMPLEMENTATIONIMPLEMENTATION

Key questionKey question– What procedures will keep the program on What procedures will keep the program on

track?track?

IMPLEMENTATIONIMPLEMENTATION

Murphy’s lawMurphy’s law

– Everything that can go wrong will go wrongEverything that can go wrong will go wrong

EVALUATIONEVALUATION

FunctionsFunctions

- Verify- Verify

- Document- Document

- Quantify- Quantify

PROGRAM REVISIONPROGRAM REVISION

Key questionKey question

What changes are needed to improve the What changes are needed to improve the program?program?

PROMGRAM REVISIONPROMGRAM REVISION


Plan charting new program directionsPlan charting new program directions

FIVE STEP PROCESSFIVE STEP PROCESS

Perform a needs assessmentPerform a needs assessment Chart a planChart a plan ImplementImplement EvaluateEvaluate ReviseRevise

POINTS OF CONTACT AT POINTS OF CONTACT AT ____ AFB____ AFB

Put Your Name and Contact Information in Put Your Name and Contact Information in this Boxthis Box

performing a needs assessment and the prevention planning process

Documents

community beliefs

military community

community spirit

data health

approaches community

single people

people active

needs assessmentcharting