ABOUT
Designed specifically for CAPC/CPNP (Community Action Program for Children and Canada Prenatal Nutrition Program) across Ontario, this toolkit provides practical guidelines for conducting needs assessment and impact evaluation. It was funded by The Ontario Network of CAPC/CPNP Programs and the Evaluation Capacity Network. From April 2024 to March 2025, the Centre for Community-Based Research developed this toolkit with the guidance of a steering committee, made up of CAPC/CPNP staff from across Ontario.
1. Overview
WHY CONDUCT NEEDS ASSESSMENT OR IMPACT EVALUATION?
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Check assumptions and participate in continuous learning
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Identify areas for improvement
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Generate evidence to build the case that dollars are being spent on where they are needed most
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Capture successes, which can be useful information for promoting your program to volunteers, partners, and donors
2. The authors
The Centre for Community Based Research (CCBR) is a non-profit located on the University of Waterloo Campus. For over 40 years, they have been conducting and promoting community-based research. As a long-term partner to the Ontario Network of CAPC/CPNP Projects, this toolkit builds on years of collaboration. The project team designed the toolkit with the guidance of a steering committee (see members listed below).
Project Team:
Janna Martin (researcher), project lead
Rich Janzen (executive director), project advisor
Sophia Rosli (CCBR student intern), volunteer
Steering Committee:
Sydney Bell, Network Lead, Camino Well-being & Mental Health
Florence Hiltz. Manager of Child and Youth Programs, Minwaashin Lodge, Ottawa ON
Ted Hildebrandt, Program Manager, CAPC, Hamilton ON
Ellen Bachtold, CPNP, Windsor ON
Melanie Whittington, Project Facilitator, CAPC, York Region ON
Yvette Nechvatal-Drew, Executive Director, Girls Incorporated of Durham ON
Jasmine Ferreira, Director, Programs and Evaluation, The Stop Community Food Centre, Toronto ON
Wendy Rahman, Manager Illipalialisaaqtlugu Tungasuvvingat Inuit, Early Years, Ottawa ON
Jason Brock, Program Manager, Peterborough Child and Family Centres
Krista​​​​ Ponton, FIREFLY, Kenora, ON
Rachèle Pelletier, Prevention and Volunteer Services Program Supervisor, Timmins ON
3. Community-Based Evaluation - The Approach
4. Needs Assessment
What is needs assessment?
Often called a needs and resource assessment, this is a systematic exploration of the way things are and the way they should be.
It is research (i.e., empirical and systematic)
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A dual focus on needs/problems as well as strengths/resources in a community.
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A focus on needs without resources is an incomplete picture, and vice versa, which is why needs and resources are explored together.
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Can help to set up programs and interventions which can later be evaluated.
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It is present looking… What kinds of needs are there in the community? What are the resources in the community?
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And future looking… What kinds of programs/supports are required to meet the needs and that draw on available resources?
When to do a needs assessment?
When community situations change, or you suspect change.
When you suspect the programs are working for some people, but you are missing diversity that exists in your community.
When an organization is receiving requests for services that are not provided.
When an organization is thinking of extending or expanding programs.
When a need is identified and no one else fills it.
5. Impact Evaluation
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What is impact evaluation?
They investigate what impact your organization or program is making, for whom. This can also be called an outcomes evaluation. There are varying levels and dimensions of impact. For example: impact on clients, on partners, on the community, or social systems. Impact evaluations can help discern where your organization or program is making a contribution to social change, where many other factors are contributing as well, and perhaps where a change in your community can be attributed fully to your organization. The difference between contribution and attribution are important to distinguish in evaluation.
When to do an impact evaluation?
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When your program has been running for some time, and you want to start to measure what change it is making.
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When you notice that the program is not making the intended impact, or perhaps there are unanticipated impacts.
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When you want to understand what impact the program makes over time.
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When you want to consider a new dimension of impact (e.g., community level)
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When you need strong evidence for funding applications.
6. Equity, diversity, inclusion, and decolonization (EDI-D)
Each concept in the framework of EDI-D has a unique meaning and historical origin. This toolkit will unpack how to practice EDI-D in needs assessment and impact evaluation.
Definitions:
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Equity - Promoting fair treatment, access, opportunity, and advancement for all by identifying and eliminating barriers that prevent participation/access of some groups
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Diversity - Differences in lived experiences and perspectives of people that may include race, colour, place of origin, religion, immigrant/ newcomer status, ability, gender identity, sexual orientation, and age
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Inclusion - Authentically bringing traditionally excluded individuals and/or groups into processes, activities, and decision making in a way that shares power
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Decolonization - The rematriation (return) of Indigenous peoples to their land and lifeways, which entails the dismantling of settler colonialism so that Indigenous people can freely practice their way of life (culture, languages, etc.) and governance.