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July 30, 2014. Implementing New Organizational Standards : Risk Assessment, Community Needs Assessment, and Evaluation. Session Panelists. September Ward, BCAEO – Facilitator Billiejo Dye, MCOP – Pathways Program Lori Offenbecher, HDC – Risk Assessment

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july 30 2014
July 30, 2014

Implementing New Organizational Standards:

Risk Assessment, Community Needs Assessment, and Evaluation

session panelists
Session Panelists

September Ward, BCAEO – Facilitator

Billiejo Dye, MCOP – Pathways Program

Lori Offenbecher, HDC – Risk Assessment

Mark Polega, MMCAA – Risk Assessment

Teri Maisner, CAASCM – Community Needs Assessment

Julie Kavanagh, MCCSA – Community Needs Assessment

Carol Shafto, NEMCSA - Evaluation

pathways to excellence program

Pathways to Excellence Program

BillieJo Dye

Monroe county opportunity program

history background
History / Background

In 2004 & 2005, MCOP was an “at-risk” agency

As part of strategic planning, the first goal was to get removed from “at-risk” status and become fully compliant

The second goal was to become an excellent CAA

pathways to excellence
Pathways to Excellence

Pathways to Excellence is a CAP Program aimed at promoting excellence in our network

In 2010, MCOP enrolled in the Pathways Program

Pathways is a 10-month self-assessment process that is team-based and looks deeply into agency policy and procedures

pathways continued
Pathways continued…

Pathways makes its assessment on “where the agency is,” no judgement

Pathways has 7 topic areas, 34 standards, and 99 questions

With each standard, back-up documentation is REQUIRED

pathways feedback report
Pathways Feedback Report

After self-assessment is complete and submitted to CAP, a Peer Review Team goes through the entire report and provides feedback on whether the standard was met or not met

Areas for improvement are also noted

mcop s feedback report
MCOP’s Feedback Report
  • Notable Items:
    • Formalized Marketing Plan in place
    • Living Wage Plan was created and now being implemented
    • Partnerships are formally reviewed and assessed for benefit & opportunities for expansion (Partner/Benefit Matrix)
    • Short & Long Term Succession Plan in place
how does pathways translate to organizational standards
How does Pathways translate to Organizational Standards?

Organizational standards derive from Pathways, however focus on getting all CAA’s to compliance

MCOP was well-suited to become a pilot agency for organizational standards, having gone through Pathways in 2010

helpful hints
Helpful Hints

Documenting partnerships - formal MOU’s

Short & Long Term Succession Planning – formal policy

Legal review of formal agency documents – Attorney invoices (not Board members who happen to be an attorney)

Low-income reps on Board and process for seeking and choosing them

importance of documentation
Importance of Documentation

Many agencies have a perception “Oh yes, we do that…”

But when the rubber meets the road, processes are informal and not formal

The back-up documentation helps guide us all to more formalized processes

risk assessment

Risk Assessment

Mark Polega

Mid-michigan Community Action Agency, inc.

Lori Offenbecher

Human Development Commission

the standard
The Standard

Standard 1.5: An agency-wide risk assessment is completed at least every two years and reported to the board of directors.

While “risk-assessment” is not defined, it is noted that it should be comprehensive—not just a financial risk assessment.

conducting the assessment
Conducting the Assessment
  • Nonprofit Risk Management Center
    • Partner of Community Action Partnership
    • FREE web-based risk assessment tool
    • www.riskassessment.org
the tool
The Tool
  • Comprehensive Assessment encompassing all areas:
    • Intro to Risk Management
    • Governance
    • Financial Management
    • Contracts & Procurement
    • Human Resources
    • Communication Risks
    • Service Delivery Risks
    • Protecting Vulnerable Populations
    • Transportation
    • Property
the process
The Process

Web-based format offers flexibility

Simple sign-up, provided a username and password

Assigned each module to the appropriate department

Each department logs on as convenient and completes their section

the result
The Result

Comprehensive report (90+ pages!) complete with strengths & recommendations

Focus on practicality—achievable

Based on premise that limited time, staff and resources are available


An ongoing process

Establishment of an Administrative Risk Assessment Committee—leadership level

Reviewing recommendations—will develop additional committees

Report to board

community needs assessment

Community Needs Assessment

Teri Maisner

Community Action Agency of South Central

Julie Kavanagh

Macomb County Community Services Agency

mccsa community needs assessment
MCCSA Community Needs Assessment
  • Request for Proposals issued
    • Seeking contractor to assist with project
    • Project requirements
    • Timeframe
  • Two key components
    • Demographics
      • Key demographics related to poverty
      • Demographics required for programs and grants
    • Community and Customer Input
mccsa community needs assessment1
MCCSA Community Needs Assessment
  • Demographics
    • Population trends
    • Age
    • Disabilities
    • Foster Care
    • Veterans
    • Race and Ethnicity
    • Language
    • Households & Families
    • Health Care
  • Oral Health
  • Nutrition
  • Education
  • Income
  • Employment
  • Poverty and Public Assistance
  • Lots of Figures, Tables & Images
mccsa community needs assessment2
MCCSA Community Needs Assessment
  • Community Forum
    • Half day session
    • Input from community organizations representing many sectors
      • Government, health care, education, faith based, etc.
  • Customer Input
    • Four customer focus groups held in different areas of Macomb County
    • Variety of volunteers and clients
mccsa community needs assessment3
MCCSA Community Needs Assessment
  • Analysis
    • MCCSA leadership staff met to review all data
    • Identified gaps
    • Developed recommendations
  • Using the CNA
    • Presented to agency board, elected officials
    • Grants, both new and existing
    • Provides goals


Carol Shafto

Northeast Michigan community service agency


This comprehensive set of organizational standards, developed by the CSBG Organizational Standards Center of Excellence (COE) has been established to ensure that more than 1,000 CSBG eligible entities have the capacity to provide high-quality services to low-income individuals and communities.

These standards have the potential to protect and enhance the structural integrity of this national network by assuring that all entities that annually receive CSBG funds have the capacity to organize and support a comprehensive community response to the devastating impacts of poverty.


The COE developed 56 organizational standards which are organized into three thematic groups:




56 organizational standards
56 Organizational Standards


  • Consumer Input and Involvement (3)
  • Community Engagement (4)
  • Community Assessment (4)


  • Organizational leadership (5)
  • Board Governance (9)
  • Strategic Planning (5)


  • Human Resource Management (9)
  • Financial Operations and Oversight (13)
  • Data and Analysis (4)

September Ward, [email protected] 517-335-0820Julie Kavanagh, [email protected]

Teri Maisner, [email protected] 269-441-1613

Lori Offenbecher, [email protected] 989-672-1729

Mark Polega, [email protected] 989-386-3805

Carol Shafto, [email protected] 989-358-4600

BillieJo Dye, [email protected] 734-241-2275