Issue 27
June 24, 2004

NEWSNOTES is a monthly email newsletter published by Nonprofit Enterprise at Work. It includes items of interest to the nonprofit community in Washtenaw County and the surrounding areas, as well as resources available at NEW. Encourage your friends and colleagues to join over 310 other NEWSNOTES subscribers!

NEW would like to recognize the generous support of its Community Partners:

IN THIS ISSUE

LEAD STORY

Conducting Community Needs Assessments That Work For Your Organization

by Pamela W. Hayes*, Senior Consultant, Project Complete

Needs assessments are a necessary precursor for strategic planning, program development, some grant applications, and other strategic initiatives for nonprofit organizations. However, it’s difficult for many organizations to identify the necessary in-house resources and the required capabilities to conduct a good needs assessment.

What do we mean by a “needs assessment?”

A needs assessment is a comprehensive assessment of the needs of a specific population for a product, service, program, organization, or initiative. Needs assessments are generally multi-pronged in approach involving multiple research techniques such as demographic analysis, focus groups, surveys, and key informant interviews.

What information is generally collected through the needs assessment process?

Typically the big question that is addressed in a needs assessment relates to gaps in services or the unmet needs of a target population. Specific research questions may include:

• Who is currently using our services? Who is not? What is the profile of our current clients?
• How satisfied are our current clients with our services? What have we not been able to provide them or what could we do a better job of providing? Where do we need to enhance capabilities or services?
• What is the incidence rate or use rate for our services in our service area? Is it projected to change – increase or decrease?
• What major trends may have an impact on the need for our services (an aging population, the economy, funding, legislation, the election, new technology)?
• What is the population profile of our service area: age break down, income, or ethnic mix? How does the population profile of the area match our client profile?
• What services already exist in the area? Where are there gaps? Where are there duplications in services? What are people looking for that they can’t find?
• What will change in the future? Will economic decline create more financial pressure or need? Will funding be eliminated?

What is the recommended approach for conducting a needs assessment?

Step One: Identify your research problem. What is your purpose in conducting the needs assessment?

Step Two: Delineate the research questions you must answer in order to address your research problem.

Step Three: Search for the answers to your research questions through information or data that already exists within your organization. Do you have any previous studies? Client satisfaction surveys? Utilization data? Other reports or grant applications? Do the answers to any of your questions exist within another organization such as the local United Way or Health Department?

Step Four: Design primary research collection. Which questions on your list remain and need to be answered using new research?

• Who is the source of the answers to the questions listed above? Clients? Staff? Key experts in the field?
• What is the best way to collect the information? Surveys? Focus groups? Interviews?

Step Five: Evaluate the cost / benefit of conducting the primary research.

Step Six: Design the data collection instrument/s.

Step Seven: Collect the data.

Step Eight: Process and analyze the data.

Step Nine: Interpret the results, draw conclusions, and make recommendations.

Step Ten: Prepare and present the research report.

Given the limited resources of many nonprofit organizations, what are some creative suggestions for completing a cost effective needs assessment?

Using community volunteers is one approach for conducting a cost effective needs assessment. Often, an organization establishes a needs assessment committee and recruits volunteers with specific expertise to assist in the process.

Another approach is to use college interns or a college research class interested in finding research projects for the educational experience.

A few additional tips

• Be realistic: given your budget, staff resources, and timeline, identify which research questions can be realistically answered.
• Stay focused: it’s easy to get carried away and want to over analyze things. Try to sort out the “nice to know” from the “ need to know.” If you hear yourself muttering, “that would be interesting to know,” watch out!
• Think about your audience. Will you need certain information or information collected in a specific way to convince decision makers, funders, or community partners?
  

*PAMELA HAYES is a member of NEW’s Online Consultant Directory. She teaches on a regular basis in NEW’s Managing for Nonprofit Excellence workshop series.
Contact information:
Project Complete
PO Box 28
Onekama, MI 49675
Phone: (231) 889-0137
E-mail: hayesp@jackpine.net

Resources:

Free Management Library’s Basic Business Research Methods

To borrow from the Nonprofit Resource Library:

Simon, Judith Sharken. Wilder Nonprofit Field Guide to Conducting Successful Focus Groups. Amherst H.Wilder Foundation, 1999. Explains how to get the information you need to make smart decisions.

Campbell, Bruce. Listening to Your Donors. Jossey-Bass, 2000. Learn how to design questionnaires, select sample populations, create focus groups, and analyze survey results.

FEATURED ITEMS

Workshop Survey Summary

In order to discover the training needs of the local nonprofit community, Nonprofit Enterprise at Work (NEW) recently conducted an online workshop survey. Many thanks to all of you who answered our questionnaire. The results will help shape our education program.

Most of the 304 respondents worked in human service organizations, but education and arts and culture were well represented too. Respondents had the following characteristics:

• 80% had taken a workshop at NEW
• 50% had Ann Arbor zip codes
• 20% had Ypsilanti and Detroit zip codes
• 66% were from organizations with 25 or fewer employees
• 50% worked for organizations with budgets under $399,999.

Cost, topic, and level of difficulty were the important factors that determined whether these responders would take a workshop. The three most requested areas for training were fundraising, leadership and management, and board leadership. Look to our future workshop sessions to see some changes based on what we learned from the survey. The fall 2004 series will offer fewer workshops overall and will have a special focus on fundraising. Look in the mail for your fall 2004 workshop catalog in late July.

Serve on a Nonprofit Board!

Service on a nonprofit board is a rewarding and educational experience. It also requires commitment and responsibility! Whether you are interested in serving or currently hold a seat on a board, NEW’s BoardConnect program can teach you about the roles and responsibilities expected of today’s board member. NEW can also help you find a local nonprofit that needs your expertise!

Training dates through the end of 2004 are as follows (sessions run from 4 p.m. –7 p.m. at the NEW Center in Ann Arbor):

• Wednesday, July 21
• Tuesday, September 28
• Tuesday, December 7

Contact Andrew Steck (734-998-0160) for more information or to register. NEW’s assistance in helping to find a nonprofit board opportunity is included in the $50 training fee.

Announcing Techresource: Technology Information via Email

NEW's WebConnect program occasionally learns of useful technology-related resources for area organizations, and would like to share this information as quickly as possible. We will do so through a distribution list called "techresource@lists.new.org." To learn more and join the list, please visit the NEW's Techresource page.

The 2004 Michigan Nonprofit Compensation & Benefit Survey

Do your wages and benefits attract and keep the best employees? This new survey will provide the information you need to stay competitive.

The 2004 Michigan Nonprofit Compensation & Benefit Survey includes data from over 700 nonprofit organizations and presents an analysis of salaries paid in over 60 different job positions ranging from executive director to driver. The percentage of organizations offering benefits such as health insurance, time off, and retirement programs is also reported.

NEW is selling an exclusive version of the survey that includes a subsection entirely devoted to Washtenaw County nonprofit data. With this version, you can compare and evaluate your organization’s compensation package at the local as well as the state level.

Copies are available from NEW’s Nonprofit Resource Library, on NEW’s Web site, or by calling 734-998-0160. The cost is $35 for nonprofits, $45 for others.

Many thanks to the 49 organizations in Washtenaw County that participated in this study. Respondents should have received their free copy of the report via email.

MNA Leadership Seminars

Are you interested in advancing your career in the nonprofit sector? Are you committed to leadership and excellence? Are you looking for a learning experience that really makes a difference?

Michigan Nonprofit Association MNA is now accepting participant applications for two Michigan Nonprofit Leadership Institute professional development seminars:

Emerging Leaders 2004 - a five-month seminar for program-level nonprofit staff with five years or less professional experience in the nonprofit sector. Three classes have graduated so far, and participants give it rave reviews!

Foundations of Excellence - a nine-month seminar for Executive Directors with no more than three years experience leading a nonprofit organization. This seminar is your opportunity to "take everything up a notch" as you work with your key board leaders to assess your organization, apply key learnings and create action plans that strengthen all aspects of your nonprofit.

Applications are due July 1, 2004. Class size is limited to 20, and the application process is competitive. Application packets for both seminars can be found at www.mnaonline.org . Questions? Contact Robyn Lynn Schultheiss (517-492-2414).

Principles and Practices for Nonprofit Excellence

Michigan Nonprofit Association has developed Principles and Practices for Nonprofit Excellence in Michigan as a support mechanism for nonprofit management and governance. Nine Guiding Principles are reinforced by "recommended practices" for nonprofit excellence. This resource will provide a framework for nonprofit assessment and planning and serve as a valuable tool for nonprofit staff and board members alike.

Please take time to review the document and let MNA know your thoughts. Comments can be emailed to principles@mnaonline.org through July 15, 2004. The final document, along with the Basic Infrastructure Checklist for Michigan Nonprofits and the Principles and Practices for Mission Achievement Assessment Tool, will be available for public distribution September 2004.

Premier Training in Fund Development

Plan ahead for training this fall: Michigan Nonprofit Association is once again sponsoring Indiana University Fund Raising School classes in Livonia.

• Principles and Techniques of Fundraising, an intensive one-week course, September 27 – October 1.
• Preparing for Successful Grant Proposals, December 1 and 2

To register or for more information, visit MNA’s Web site or contact Mike Corbin (888-242-7075, ext. 2412).

Accounting Course Offered

A one-day course focusing on the financial reporting, accounting and control challenges unique to nonprofit organizations will be held Friday, August 6 in Novi. Accountants, CPAs, controllers and nonprofits executives involved with the financial and tax planning aspects of their organizations will benefit from learning how nonprofit accounting rules have changed. Participants will receive a copy of Financial and Accounting Guide for Not-for-Profit Organizations (a $175 value). More information and registration options available from Professional Education Systems Institute or by calling 800-826-7155.

NPowering Thoughts: Accidental Techie Workshop

So you’re responsible for keeping your organization’s computers running… but you’re not really a “tech person.” Take advantage of NPower’s hands-on demonstration of six essentials to keep your computers and office network running smoothly.

1. Set up a high-speed, shared internet connection
2. Protect your computers from viruses and spyware
3. Manage updates to your software
4. Make backup copies of your critical data
5. Purchase the computers and equipment you need
6. Learn where to find answers to other technical questions online
You will be using an actual computer to learn exactly how to do each of these essential activities, and you will have resources to take back to the office.

For more information or to register visit www.NPowerMichigan.org or call 313-237-8155

Save on Unemployment Costs

The 501 Alliance is one of the leading group unemployment compensation providers in Michigan and the only such organization endorsed by the Michigan Nonprofit Association. As an alternative to working through the Unemployment Insurance Agency, nonprofits are welcome to join The 501 Alliance and begin saving on unemployment taxes.

There are no fees or dues to become a member, but to qualify nonprofits must:

• Be a 501 (c)(3) tax exempt organization
• Have been in business for at least one year
• Employ a minimum of two individuals covered by unemployment insurance
• Obtain at least 50% of their funding from established sources

The 501 Alliance processes and files all unemployment related paperwork on behalf of members, and schedules and secures representation for unemployment hearings. In this way, members have more time to concentrate on the day-to-day activities of their organization.

Enrollment is offered just once a year, so contact the 501 Alliance before their application deadline of October 1st for membership starting January 2005. Don’t miss this opportunity to start saving!

Contact Mike Pennanen (800-968-9675, ext. 209) for more information.

DTE Accepting Applications for Excellence Awards

The DTE Energy Foundation is accepting applications from Michigan nonprofit organizations for the second annual Achieving Excellence Awards program. Any 501(c)(3) organization within DTE Energy’s service area may apply for one of the three award categories:

• Collaboration: recognizes a successful collaboration among three or more organizations
• Leadership: recognizes a nonprofit organization that demonstrates a clear vision of leadership, support and guidance within its organization, and overall excellence in promoting leadership development.
• Sustainability: recognizes a nonprofit organization that has achieved organizational financial stability through the planning and attainment of a diversified revenue base.

Applications must be postmarked by July 16, 2004. Please see the foundation’s Web site for complete award criteria and application form. Leave a message with the foundation’s hotline (313-235-9271) if you have questions.

Grant Newsletter Added to Charity Channel

You may be a subscriber to one or more of the many eNewsletters from Charity Channel, but there’s a new offering you may not yet be aware of: Don Griesmann's Grant Opportunities. Mr. Griesmann has been scouring the Internet for grant opportunities for several years, but has just begun offering his services through Charity Channel. His listings of grants include those from the U.S government as well as from foundations and corporations. Sign up today. Their small subscriber fee of $18 for 6 months or $24 for 1 year for as many newsletters as you wish is well worth the price.

Reminders:

Pfizer Community Grants: Applications must be postmarked by Wednesday, June 30.

Michigan Nonprofit Association is offering summer workshops.

Applications for the Peter F. Drucker Award for Nonprofit Innovation are due Tuesday, August.3.

REGULAR FEATURES

Nonprofit Bulletin Board

Visit NEW's Nonprofit Bulletin Board to post and view notices about free resources, fundraising opportunities, and other items relevant to the southeast Michigan nonprofit community.

Events Calendars

Ring!Michigan   Select a county below. Scroll to the end of the calendar to find the posting form.