LESSON 5: COMMUNITY NEEDS ASSESSMENT

Introduction
A community needs assessment identifies the strengths and resources available in the community to
meet the needs of children, youth and families. Community assessment is a systematic examination of
the community status indicators for a given population that is used to identify key problems and assets
in a community. Assessing the needs of community is a prelude to effective program implementation.
It hopes to solve the problems, issues, and concerns of the people in the locality.
At the end of the lesson, you will be able to:
1. Define community needs assessment;
2. Identify the purpose of community needs assessment;
3. Determine the steps in conducting a community needs assessment; and

Stimulating Learning (Motivation)

Consider the community where you live. What are the most common problems you observed? Are
these problems resolved? If not, how can you assess the needs of the community?

Inculcating Concepts (Input/Lesson Proper)

What is Community Needs Assessment?
- is a process in which the problems, issues, and concerns of the community are identified by
using several tools.
- is a concrete basis for the formulation of programs.
Steps Should be taken in Determining the Areas for Improvement in a Community
1. Gather information about the community’s attitudes and opinions in order of importance.
2. Determine how citizen’s rank local issues, problems, and opportunities.
3. Give the citizens voice in determining policies, goals, and priorities.
4. Evaluate current programs and policies.
5. Speculate on what the people are thinking and what they may really want.
Steps in Conducting a Community Needs Assessment
The steps in conducting a needs assessment are as follows:
 Establish a working
committee to solicit
community
involvement and
develop plan of action.
List important aspects
Identify the population
or areas that need to
to be surveyed.
be analyzed.

Select a random
Determine the Develop and pretest a
sample of people to
information needed. questionnaire.
survey.

Go back to the
Collate information
Analyze the data. community to validate
gathered.
the results or findings.

Finalize the report.

Data Gathering Methods for Community Needs Assessment

1. Focus group discussion (FGD) by key informants

The key informants of the community are the people who hold
socially relevant positions such as educators, public officials,
clergymen, business representatives, or volunteers.

2. Community forum/ assembly

This involves holding group events which include the entire
community.
 3. Public records
Public records like the national census provide social and
demographic data of the community. The data include the profile
of the population such as age, gender, educational level, among
others.

4. Survey
Surveys and questionnaires involve asking individuals in the
community about their everyday needs though mails, telephones,
assemblies and online.

What Kind of Information will be Collected?

An important step in performing a needs assessment is to decide what you hope to learn about
your community and what kind of information you plan to collect. For example, do you hope to
perform a broad-based study or one that is focused on a particular area?

Some of the categories of information you might be interested in collecting include:

 Historical Development: To help you understand how the community became what it is
today and to provide insight into the kinds of resources to collect and weed;
 Geographical and Transportation Information: To help you understand your community's
growth patterns and population distribution;
 Political and Legal Factions: To help you decide strategies for community-based selection;
 Demographic Data (e.g., age characteristics, size, race, and transience of the
population): To help you recognize the demographics of your community and identify
population distribution changes;
 Economic Data: To help you identify your community's economic base;
 Social, Cultural, Educational and Recreational Organizations: To help you determine
your community's values and social patterns.

How Will the Information Be Used?

In order to make use of the information you have collected, the results have to be interpreted.
To interpret the data, some statistical analyses are often applied to identify what the majority of the
community feels are the most important needs. When the data analysis is complete, it should be
possible to produce a rank-ordered list of the most important changes identified by the community;
this ranking can be used to set budget priorities.

Roles of the Community in a Needs Assessment

1. Help identify interest groups and citizens who can be a part of working committees.
2. Facilitate a group discussion to determine important issues and priorities.
3. Select the sample to be surveyed and design a system to identify respondents.
4. Provide a pool of questions from the working committees draw upon in addressing issues and
concerns.
5. Design a way of distributing and collecting survey questionnaires and encoding and analyzing the
resulting data.
6. Provide summary reports of data.
7. Suggest programs whereby results can be reported and strategies on community involvement
solicited.
8. Work with citizen to come up with well-informed course of action.
Using/Applying Knowledge (application/integration)

Activity
Conduct a needs assessment Survey Form in your community using the questionnaire (See attached
Needs Assessment Survey Form) Present and analyze your results.

Evaluating Understanding (Assessment)

Direction: Encircle the letter that corresponds to what is identified in each item:

1. It is the process wherein problems, issues and concerns of the community are identified through
the use of assessment tool.
a. Community needs assessment c. Community documentation
b. Community monitoring d. None of the above
2. The importance of community needs assessment.
a. Gather information about citizen’s attitudes and options in order of importance
b. Determine how citizens rank issues, problems, goals and priorities
c. Evaluate current programs/projects
d. All of the above
3. The people who may be able to give very credible and relevant information about the community
a. Key informants c. Public records
b. Community forum d. Survey
4. A community needs assessment instrument that involves questionnaires being floated to
respondents or asking individuals about the community.
a. Forum c. Survey
b. Public records d. Assembly
5. Document information that, if updated and validated, can provide data for social and
demographic information about the community.
a. Survey Sheet c. Public Records
b. Guide questions d. books

Upgrading Competence and Expanding Insights (enrichment phase)

Watch a YouTube video on Community Needs Assessment.
https://www.youtube.com/watch?v=8-uEZSzCM9Y

Reference:
Villasoto, H., Villasoto, N. & Roxas, M. (2019). Service-learning and immersion towards
community building: NSTP-CWTS 2 worktext for college students (2nd edition). C & E
Publishing, Inc.
 LESSON 5 – DOCUMENTATION, MONITORING AND EVALUATION
OF NSTP - CWTS COMMUNITY BASED PROJECTS

Introduction

Planning and implementing a project is one vital issue in NSTP - CWTS community immersion.
Measuring the success of the project is another thing. The students do not carry out plans just for the
sake of compliance; otherwise the very purpose of community immersion is defeated. Hence, proper
documentation, monitoring and evaluation of the NSTP-CWTS community-based project is a must.

Intended Outcome/Learning Objectives:

The following are the learning outcomes we are expected to achieve at the end of the lesson:
1. Identify the documents, monitoring and evaluation instruments needed in measuring the
success of NSTP-CWTS community immersion projects;

2. Make use of the documentation technique, monitoring guides and evaluation instruments to
ensure meaningful program implementation.

3. Appreciate the values of having proper documentation, monitoring and evaluation of the
project for community service.

Stimulating Learning (Motivation)

“Hula Mo, Puntos Mo”

1. What is the name of our NSTP Director? It starts with letter M? Wrong is spelling wrong.
2. Name any fruit tree that can be found in the community which starts with letter O.
3. Name a friend whose name starts with letter N.
4. Name a barangay in Sibalom that starts with letter I.
5. Fill-in-the-Blanks. “________ heads are better than one.”
6. The 10th month of the year.
7. Si R na sinaktan at pinaasa ka lang.

Take a look at your answers. What word were you able to create?
Inculcating Concepts (Input/Lesson Proper)

A. MONITORING OF NSTP PROJECTS

Result monitoring is a systematic and continuous procedure in checking program and projects
done during the NSTP community immersion. It is an awareness of a state of a project. Monitoring
of projects is done consistently and by certain measures. It is observation of several changes that
occur over time. It provides a certain degree of background knowledge on what else to change, to
adjust and to adapt over the course of time that the project is implemented.

B. SIGNIFICANCE OF MONITORING NSTP PROJECTS

Monitoring NSTP projects is very essential to determine:
1. Whether the inputs are achieved on time or as planned;
2. Whether the activities where conducted as scheduled; and
3. Whether the outputs were produced on time or outputs were in right quantity and quality as
specified on the project design.

C. WHO WILL MONITOR NSTP PROJECTS DURING COMMUNITY

IMMERSION?
People involved in monitoring community service project in the community immersion are the
students themselves, instructors, barangay officials concerned, partner agencies involved in the
project and others who are not involved but are concerned with the project.
To ensure success of the NSTP projects, monitoring plan is necessary as a means of getting data
for information and input for decision making.
It includes:
1. Data/information needed in rational decision making;
2. Personnel involved in the execution of the project, collection of data and problem
identification;
3. Know about data are reported and to be reported; and
4. Levels of implementation.

In making the monitoring plan, specific activities in the implementation of the project are
essentially defined as basis of specifying the detailed schedule of the projects.
 D. TOOLS NEEDED FOR MONITORING PURPOSES
Some of the helpful tools in monitoring NSTP projects include:
1. Journal. According to Merriam-Webster On-Line Dictionary, a journal is “a) an account
of day-to-day events, b) a record of experiences, ideas, or reflections kept regularly for
private use.”

2. Gantt chart. Created by Henri Gantt to illustrate summary breakdown of work elements,
the Gantt chart is useful in monitoring if NSTP projects are implemented on time. (See
Lesson 3)

3. Summary checklist. From the start, the implementors of the project write the indicators
that need to be present to check whether there is progress.

Target Date Compliance

Planned Persons/Agencies Expected Remarks
Objective of
Activity Involved Outcome
Completion YES NO

E. EVALUATION OF NSTP PROJECTS FOR COMMUNITY IMMERSION

Evaluation is the collection of, analysis and interpretation of information about any aspect
of a programme of education or training as part of a recognized process of judging its
effectiveness, its efficiency and any other outcomes it may have. (Ellington, Percival, & Race, 1998)
It can assist an organization, program, design, project or any other intervention or initiative to assess
any aim, realizable concept/proposal, or any alternative, to help in decision-making; or to ascertain
the degree of achievement or value in regard to the aim and objectives and results of any such action
that has been completed. The primary purpose of evaluation, in addition to gaining insight into prior
or existing initiatives, is to enable reflection and assist in the identification of future change.

In every project of the NSTP, its activities require an effective system which provides
information on the extent which projects are achieving their objectives. These activities are checked
if it is conducted in an economical and timely manner. The activities’ contribution in the attainment
of the total objectives of the program is very essential. Any information can be provided in both
monitoring and evaluation system, which provides information required by the planners, policy
makers, trainors, instructors and the students involved in the program.

Importance of Evaluation
1. It provides trainors, students and other people an idea of the activities, progress and
accomplishments and how they fare well in the achievement of goals.

2. Results serves as basis for empowerment in carrying out activities.

3. It provides an avenue of making program revision and adjustments.

4. It provides opportunity for the students to experience and develop skills in conducting
evaluation.

What to evaluate?
There are five (5) aspects of evaluating the NSTP-CWTS Project in order to be successful:
1. Effort. In measuring the efforts exerted in the project, the students use the input evaluation
type which identifies resources both in human, material resources such as money,
educational tools, methods or techniques and the activities undertaken.

2. Effect. In assessing effect, students measure the outcomes of the efforts made.

3. Adequacy. In measuring adequacy, students need to look into the effectiveness of the
project in terms of the number of clients being served.

4. Efficiency. This is done by determining the cost benefit analysis by the trainors, and
identifying the benefits derived from the program.

5. Process. In evaluating the NSTP-CWTS Project, one should answer the questions on how
and why the project worked or did not work. It also responds to the question on how the
different project inputs can be utilized to arrive at good outcomes.

Who will conduct evaluation of the NSTP-CWTS Projects?

The NSTP-CWTS Project evaluation is done by and through the following:
1. Students themselves
2. Trainors/Facilitators
3. NSTP Office personnel

Effective management of NSTP-CWTS projects requires proper documentation, periodic

monitoring and evaluation to ensure right implementation of designed goals and objectives.
How are the NSTP-CWTS Projects evaluated?

1. Identification of the objectives

 It must be in behavioral terms
 It must include the domains of learning which served as basis of assessing their
knowledge, skills and attitudes.

2. Examine program activities and implementation procedures.

 What are the activities identified to meet the objectives?
 How are these activities undertaken?
 Did it achieve the objectives of the program?

3. Indicators of expected outcome

 Are the methods/approaches relevant to the project?
 Are the materials appropriate to the activity?
 Are there changes among clients on the following?
 Knowledge
 Attitude (values, belief, habits, practices)
 Skills

When do we evaluate?

Evaluation must be undertaken before, during and after the project.

Pre-activity evaluation is done before the conduct of the project to provide baseline
information on knowledge, skills, attitudes, and other characteristics of the target clients. Specifically,
it provides data on the clients’ needs, strength and weaknesses regarding the project.

Evaluation of an on-going project is necessary to time out how the project is progressing. It
answers questions like: Is the project executed as planned?; Are there problems in the program
implementation?; What
problems have been encountered:; What solutions or actions are being taken to attain project
objectives?

Post-evaluation of activity determines whether project objectives have been attained or are the
clients show measurable gain in knowledge, attitude and skills. It also ascertains the amount of
change that has taken place in the clients.
C. DOCUMENTATION OF THE NSTP PROJECT FOR COMMUNITY SERVICES

Documentation is a reservoir of information that can improve future programs. It is vital to the
management to avoid duplication and repetition of mistakes and contributes more to a greater
efficiency and effectiveness in operation. Hence it must depict absolute truth of events and other
important data for future reference and source of information.

Result monitoring is a systematic and continuous process in checking projects done during the
NSTP-CWTS immersion. During the event, it determines whether the inputs are achieved on time
or as planned and whether outputs were maximized as required. It manifests the progress and
identifies intervention needed as a way of keeping track on the status of the project. It must be
carefully planned in order to obtain desired result as input to decision making.

Evaluating the impact of the project is an attempt to assess whether the project, in general has
made a difference in the lives of target audience. It enables you to determine the effect/s the project
had on the clientele.

Documentation is a clear-cut proof that projects are conducted with the notes and observations
being recorded as guidelines for future programs.
A dynamic documentation service requires information on new development in management
relevant to the work and the program. Specifically on:

1. Updated status report is a ready reference of data that can be the source of information for
NSTP, additional income and undertaking for the institution.
2. Information on the work methods used and results obtained in previous programs must be
available for new assignment.
3. Serves as reference for:
a. Students’ information/source data for requirements;
b. Staff personnel evidence for rating of students’ performance and growth;
c. Monitoring and evaluation purposes of NSTP projects; and
 d. Evidence for the support it extends in helping strengthen the extension service or
community outreach institutions.

B. LIST OF NSTP FORMS REQUIRED FOR DOCUMENTATION DURING

COMMUNITY IMMERSION
For students, they must submit the following:
1. Waiver
2. Letter of request to the barangay to conduct for immersion
3. Acceptance letter of barangay
4. Community needs assessment
5. Memorandum of Agreement (MOA)
6. Narrative report format
Note: Requirements 1 – 5 maybe waived by reason that no face – to – face interaction is allowed
during the CoVID-19 pandemic. However, students are required to submit narrative report consisting
of the following:

A. Weekly update of the project through pictures sent through the section Facebook group page
specifically created for the purpose. Pictures to be submitted should include the proponent in
action.
B. Final output made up of the narrative report of experiences, problems and solutions
encountered during the implementation of the project. This will also include the weekly
pictures arranged in chronological manner.

For instructors:
1. Copy of all documents for immersion of students
2. Attendance sheets
3. Accomplishment reports
4. Program of Instruction
(Using/Applying Knowledge (Application/Integration)

Activity 1:
Identify one (1) barangay project in your community. Using our Sample Evaluation Form, try to
evaluate the said project to the best way you can.

Evaluating Understanding (Assessment)

1.Why is it important to have summary checklist and proper documentation when conducting
monitoring of projects? (5 pts)
2. What are the significance of evaluating NSTP projects? (5 pts.)

Upgrading Competence and Expanding Insights (Enrichment Phase)

Conduct an interview with your barangay officials on how they conduct monitoring and evaluation
of Barangay Projects. (20 pts.)
Submit a one 1 page narrative report with attach proper documentation (photo during the conduct
of interview). Please note to observe social distancing, proper wearing of face mask and face shield
during interview)

References:
Ellington, H, Percival, F, and Race, P (1993) “Handbook of ` Educational Technology”, Kogan
Page, London
Labuguen, Florida C, et. al. (2008) Towards a Responsive Community Action (A Modular
Worktext in NSTP 2 for Trainers and Students) Mutya Publishing House, Malabon City,
Metro Manila
Cox, F., et al., (Eds). (1987). Strategies of Community Organization. (4th ed.). Itasca, IL: Peacock
Publishing.
Neuber, K., et al. (1980). Needs assessment: A model for community planning. Beverly Hills. CA:
Sage Publications
Marasigan, Rosario et al. (1992) Working with Communities: The Community Organization Method.
National Association for Social work Education, Inc.
Appendix A: Proposal Evaluation Criteria

Individual evaluation/Consensus
Proposal No. : Acronym :

Does the proposed solution address the corresponding challenge? If not, please explain why and do not grade the following criteria.
Score (weight 40%)
Not Good
1. Technical/ research excellence Excellent Comment
1 2 3 4 5 6 7 8 9
10
• Clarity of the adaptation / integration /
extension of the method (are the technical
approaches described in detail and is the
technical feasibility describing the duration
of different phases considering the
individual challenge description justified? Is
it explained in the proposal how the For revision
proposer adapt/ integrate/ extend the
method/ hardware or software
components/ subsystems/ frameworks/
middleware etc. during their experiment?)
Please explain reasons to give that particular
grade.
• Technical quality of the outcomes (is the
technical outcome of the proposal good
enough to be selected?) Please explain
reasons to give that particular grade.
• Technical excellence with regard to the state
of the art in the field (does the proposer
describe the starting point of their
technological development? Is the added
 value in terms of technology/research that
the

proposer will develop described? Are the

currently available linked activities on that
field outlined and how does the proposed
project change the situation explained? Are
the available technologies on the market
and the advantages of the proposed project
detailed?) Please explain reasons to give that
particular grade.
• Appropriateness and feasibility of the
envisioned Technology Readiness Level
(TRL) in relation to the current TRL of the
solution (is it feasible/ reasonable to
achieve the proposed TRL level at the end
of each phase? Are they clearly explained in
the proposal? Please consider that there is
no minimum TRL at this stage, but each
proposal must achieve TRL5 at the end
of Phase I and TRL6 at the end of Phase
II. The proposals at higher starting TRL
(≥3) will be positively evaluated.) Please
explain reasons to give that particular grade.
Score (weight 40%)
Not Good
2. Expected impact Excellent Comments
1 2 3 4 5 6 7 8 9
10
• The degree of innovation and the quality of
the work (is the proposed solution novel or
is it the duplication of another project that
has already done? Is the proposed impact
realistic, transparent and measurable?).
Please explain reasons to give that particular
grade.
• Impact assessment approach to KPIs (is it
good enough to reach the foreseen KPIs in
the challenge definition? Are the

additionally- proposed KPIs achievable

(economical, scientific, social,
environmental impact and improvement of
the working conditions)? Please explain
reasons to give that particular grade.
• The impact of the possible results on the
market with regard to the impact of the
prior development (reality before and after
the achievement) (does the proposed
solution have a better impact than the
solutions in the market?). Please explain
reasons to give that particular grade.
• Potential to apply wider applications within
the targeted industry or in general (is it
possible to use possible solutions in
different areas?). Please explain reasons to
give that particular grade.
• Coherence, appropriateness and clarity of
the business model (does the business plan
include a realistic assessment of the size of
the potential market, an analysis of
competitor products, an assessment of
manufacturing costs and retail price? Is the
business model canvas filled out in detail?)
Please explain reasons to give that particular
grade.
Score (weight 20%)
Not Good
Implementation (Clarity of the work
3. Excellent Comments
plan)
1 2 3 4 5 6 7 8 9
10
• Coherence, appropriateness, effectiveness
of the overall implementation and
integration approach (does the proposed
plan explain the implementation and
integration clearly? Is

there any point that is not specified in the

proposal?) Please explain reasons to give
that particular grade.
• Appropriateness of the work plan and
scheduling (is the proposed workplan and
schedule appropriate to do the proposed
work?). Please explain the reasons why you
think that it is not appropriate to achieve the
proposed plan.
• Risk management (is the risks of technology
development and the plan identified
properly? does the proposal indicate how
these risks will be overcome?). Please
explain reasons to give that particular grade.
• Clarity of the project plan (clarity of activities
in Phase I and Phase II), identification of
milestones and deliverables (are all activities
for both phases explained properly? Is there
any missing point?) Please explain reasons
to give that particular grade.
• Coverage of the necessary competencies (are
the specific roles for each partner described
in the proposal? Are the main tasks
attributed to each partner detailed? Are the
previous experiences of each partner
relevant to those tasks indicated? Please
explain reasons to give that particular grade.
Remarks Comments
It should be noted that the proposals addressing
one of the proposed challenges will get 2 points
extra (only if they are above threshold). Please
write here if the proposal is addressing one of
the
pre-defined challenges by ESMERA
Consortium.
Ethical implications and compliance with
applicable international, EU and national law.
Score: ?/32
OVERALL SCORE
I declare that, to the best of my knowledge, I have no direct or indirect conflict of interest in the evaluation of this proposal

Name
Signature
Date

Name
Signature
Date

0 Fail: The proposal fails to address the criterion under examination or cannot be judged due to missing or incomplete information;
1-2 Poor: The criterion is addressed in an inadequate manner, or there are serious inherent weaknesses;
3-4 Fair: While the proposal broadly addresses the criterion, there are significant weaknesses;
5-6 Good: The proposal addresses the criterion well, although improvements would be necessary;
7-8 Very good: The proposal addresses the criterion very well, although certain improvements are still possible;
9-10 Excellent: The proposal successfully addresses all relevant aspects of the criterion in question. Any shortcomings are minor
Appendix B. Narrative Report Format

Title of Project
A. Name of Implementor & Degree Program, Year and Section:
B. Description of the Project
C. Objectives
D. Location of Project
E. Date of Implementation
F. Schedule of Activities (use the Gantt Chart/Schedule of Activities)
G. Journal
Date Description of Activities Experiences and Insights

H. Pictures(arranged in chronological order with captions; limit to two pictures per page)
Appendix C. Sample Evaluation Form
Sample Evaluation Form
Name of Project ________________________________
Implemented on:________________________________
Proponents:_______________________________________________________

Fill out this for to evaluate student performance and project rating. Number 1 is the lowest and 5
is the highest. NA means that the item is not applicable for rating.
I. Effort Exerted
1 2 3 3 3 NA
ITEM
Achievement of objectives of the program such as:
1. To enhance and broaden the knowledge of the people about
maintaining the cleanliness on their place
2. To discuss to community people the effects and help that
waste segregation could do for them in the community
3. To work with the people in making waste segregation.
Methodology used
1. Included community people in activities such as planning and
implementation
2. Utilized community needs assessment, environmental
scanning, etc. to understand peoples’ needs.
3. Validated needs assessment and verified appropriate
methodology for use in activity
.

Effect Attained
ITEM 1 2 3 3 3 NA
1. Changes in the physical structures or infrastructures and
improvements are visible
2. Impact on social structures
3. Participation of community people and local agencies
4. Program is appropriate to learning objectives of the students
5. Encouraged critical thinking among participants and partners
to the project/activity
6. Encouraged participants to push through similar or auxiliary
programs.
7. Sustainability of the Program Sustainability of the Program
II. Adequacy

1 2 3 3 3 NA
ITEM

1. Materials used for demonstration and other works were

adequate
2. Participation of community people and local agencies was
solicited
3. Program served a minimum required number of participants
(15 persons)
4. Program can be maintained with minimal use of other
resources

III. Efficiency in the Use of Resources

1 2 3 3 3 NA
ITEM

1. Made use of local resources and personnel during project

implementation.
2. Activities are cost-effective and well budgeted.
3. Alliance and partners were able to help in project
implementation.

IV. Process of Conduct

1 2 3 3 3 NA
ITEM
1. Communications and information are well served to the
participants.
2. Documentation are recorded and kept.
3. Monitoring and evaluation are continuously conducted.