Capacity Self Assessment Tool

INSTRUCTIONS:
For each of the 19 Capacity Elements, identify the description that best fits your organization's current level of capacity. You are likely to discover that, with some Capacity Elements, your organization will not fully match any one of the descriptions; in these instances, simply select the description that is most accurate or suitable for your organization. If you are truly "stuck in the middle" between two levels of capacity, select the lower level and provide any comments or explanations in the "Comments" section below each category.

PURPOSE:
The tool will allow each agency to recognize the current capacity of its food program in order to design capacity-strengthening goals specific to that agency. With the data they provide by completing the Capacity Self-Assessment Tool, Feeding America San Diego will be able to evaluate its success in building network capacity.

QUESTIONS?:
Please feel free to contact Feeding America San Diego with any questions, comments, or concerns by phone or email.
Phone: (858) 452-3663 ext 122
Email: Kelcey Ellis: kellis@feedingamericasd.org
AGENCY CAPACITY: A partner agency’s current programmatic and organizational operations including their capability for future development.
CAPACITY BUILDING: Any activity that strengthens a partner agency’s programmatic and organizational operations in relation to their potential to grow.
1.Please enter your agency's name below:(Required.)
2.Please enter your first and last name below:(Required.)
3.Physical Capacity: The amount of space available for agency use, including food storage units (dry storage, refrigerator, freezer)(Required.)
Please check one box
A: My agency's physical space is limited. We do not have the dry storage area to store the amount of food needed to serve the clients in my area. We do not have both a refrigerator and a freezer, or our equipment is so old it is no longer functioning properly. At times, we close due to lack of overall storage.
B: My agency has a storage area that is usually large enough to hold our dry food, although sometimes we must look for alternative storage. Our program has a freezer and a refrigerator but do not always have enough room to store the cold product we receive.
C: My agency currently has enough dry storage, refrigerator, and freezer space. Our program can remain functioning as is without a problem. But we do not have the physical room to expand our storage area and do not have room for more cold storage.
D: My agency has some room to grow, or has the space to expand. My program has enough cold storage and never has an issue storing cold items. We have the capacity to expand.
E: My agency has an abundance of storage space. Currently, there are dry storage areas that are unused and cold storage units that are not regularly in use. We have the physical capacity to increase the amount of food we distribute.
4.Transportation: The agency's means of moving food on and off the site(Required.)
Please check one box
A: My agency is considering closing due to an inability to coordinate the transportation of food from FASD to the food program site.
B: My agency is always able to transport food from FASD to the food program site, but the transportation method is not reliable. We often plan transportation efforts at the last minute.
C: My agency currently has a stable transportation method in place. If the current method failed, our program would be challenged to find a new transportation method. My agency is currently at capacity and cannot increase the amount of food we order.
D: My agency has a strong delivery system in place and has a backup plan if the current transportation method fails. Our program has the ability to increase poundage transported from FASD to our site or to increase the number of pickups if desired food is available.
E: My agency currently uses various stable methods of transportation and also assists other agencies in transporting their food.
5.Staffing: The paid staff and volunteers that work for the agency(Required.)
Please check one box
A: My agency is considering closing due to lack of volunteers and/or agency leadership.
B: While my food program struggles 1-2 times per month due to limited volunteers, generally the agency functions. In the past our program has had to cancel a scheduled distribution due to lack of volunteers. Finding volunteers to lead the program is challenging.
C: My agency has enough volunteers to maintain posted operating schedule. We do not have enough volunteers to handle more food or clients. My agency has strong leadership, but is run by one or two people exclusively.
D: My agency has strong, well-organized leadership and enough volunteers to grow. At least one person in our agency is paid on a regular basis to do this work.
E: Our agency has more volunteers than we need. We often have to refuse requests to volunteer. We have more than one paid staff member who works at the agency. Our agency has an active board of directors.
6.Financial Security: Money available to the agency that allows it to function(Required.)
Please check one box
A: My agency is considering closing due to lack of funds for food, transportation, and utilities.
B: My agency is barely making it with current funds. Volunteers regularly donate money to keep the program open.
C: My agency has enough money to maintain its current scheduled distribution and client load. We do not have enough money to expand our food program.
D: My agency has consistent, stable funding. Our budget is made up of funds that come from varied sources. If we wanted to expand we could locate funds to do so.
E: My agency has a formal fundraising plan. Our budget increases yearly to accommodate new program delivery. We receive money from an array of sources and can easily expand.
7.Equipment: Materials the agency needs in order to communicate and function properly(Required.)
Please check one box
A: My agency does not have enough chairs and tables to run an efficient food program. We do not have access to a copier or fax machine.
B: My agency has tables and chairs, but many are broken. A volunteer with my program has access to a copier and fax machine, but they are located off-site and not owned by the program.
C: We have enough tables and chairs to distribute, but we need more. The site has a copier and a fax machine which is regularly made available for our use.
D: My agency has extra chairs and tables, all of which are in working order. We have access to a fax machine and copier that are used exclusively by the food program and a volunteer has off-site access to a fax machine and copier.
E: My agency has an excess of chairs and tables, and a budget to purchase more if needed. We own a copier and fax machine, and various volunteers also have external access to copiers and fax machines.
8.Fundraising: The action of actively seeking to increase funds for the agency(Required.)
Please select one box
A: My agency does not have a steady stream of donations and does not do any fundraising.
B: My agency relies on individual donations. My agency does not actively search for further fundraising.
C: My agency has occasional fundraisers and receives consistent individual donations to help fund our programs.
D: My agency has occasional volunteers who write grants to foundations and approach corporate sponsors. We have occasional fundraisers, and receive consistent individual donations to help fund our programs.
E: My agency has staff/volunteers who write grants to foundations and approach corporate sponsors. We have annual fundraisers, and receive consistent individual donations to help fund our programs.
9.Technology: The agency's possession of computers and its ability to use them(Required.)
Please select one box
A: We do not use a computer to do our work. We do not own or have access to a computer or Internet hook- up.
B: My agency has access to a basic computer and we use it for our work. We do not have an Internet hook-up.
C: Our agency site has a computer with Internet hook-up and we use it for intake, word-processing, and budgeting.
D: My agency site has a computer dedicated to the program and it is used regularly. Our computer has Internet access and is used for intake, word processing, and budgeting. My agency uses the computer for AE3 online ordering.
E: My agency has multiple computers and relies on them for all aspects of our operation. We currently communicate with FASD via email and we use the AE3 online ordering system.
10.Planning: The methods and procedures the agency uses to coordinate future goals(Required.)
Please select one box
A: My agency has never done formal planning. Decisions regarding the food program are often made spontaneously by one or two individuals.
B: My food program has never done any formal planning but has unwritten procedures and goals. Decisions are made by one or two individuals with some discussion.
C: My agency has procedures, goals, objectives, and a budget but it is unwritten. My agency has a formalized decision making process which is known by our program.
D: My agency has taken part in formal planning, but does not regularly. My agency has written documents regarding procedures and goals and has a plan in place for decision making.
E: My agency has a formal annual plan which includes written procedures, goals, objectives, and a budget. Planning is done on a yearly basis and we have a well-documented decision making process.
11.Client Referrals: The agency's involvement and collaboration in other food programs in its community(Required.)
Please check on box
A: My agency does not have any communication with other food programs in our community. We are not very familiar with social services in the area.
B: My agency knows of other food programs within our area, but we are not in contact with them. We are aware of other services in the community but do not work directly with them.
C: My agency refers clients to other food programs and other services in the community.
D: My food program is in continual contact with other food programs in my community. We make continual resource referrals to clients.
E: My agency is part of an organization providing mutual social services. We consistently provide clients with resource referrals.
12.Distribution Process: The agency's system in distributing its food to clients(Required.)
Please check one box
A: My agency's food distribution process is not well organized. Volunteers are sometimes confused and stressed. Clients may not be served in an efficient manner, and generally wait too long.
B: My program's food distribution is somewhat organized. There are some methods in place, but during the distribution clients and volunteers are sometimes confused about their job/role.
C: My food program serves clients in an organized manner. Clients are always served in a timely manner. Volunteers know what they need to do to make the system work.
D: My program's food distribution is well organized. Clients understand the process and volunteers are trained to work well with clients. There is an emphasis on client satisfaction.
E: My agency's distribution is well organized with written procedures and formal methods. Volunteers are all organized, well prepared and trained on a specific task. Clients are served efficiently and treated with dignity and respect by all staff and volunteers.
13.Client Choice: The client's ability to choose the food he/she is receiving at the agency(Required.)
Please check one box
A: My agency currently offers no form of client choice and all clients receive the same sized bag. We do not accommodate clients with special needs.
B: My program gives clients a pre-made bag. We supply a swap table for clients to leave what they don't want. At times, my program has made bags for clients with special needs.
C: My agency has pre-made bags for clients. Clients can also select from produce and other perishable items. My program makes bags especially for homeless individuals or special need clients.
D: My agency supplies clients with a pre-made bag, based on their household size, but clients are able to choose the majority of their products. My agency will accommodate clients with special needs.
E: My program is 100% client choice and the amount of food a household receives is based on family size. Items are reserved for clients with special needs.
14.FASD Involvement: Participation in FASD programs and the relationship with FASD representatives(Required.)
Please check one box
A: My program does not participate, and has never participated in any FASD programs (Partner Mobile Pantry, Peer-to-Peer, Food Rescue, Nutrition Partner Program).
B: My agency has participated in one FASD program before (Partner Mobile Pantry, Peer-to-Peer, Food Rescue, Nutrition Partner Program), but is not currently participating in any FASD programs.
C: My agency participates in one FASD program (Partner Mobile Pantry, Peer-to-Peer, Food Rescue, Nutrition Partner Program). When we have questions, we know who to contact at FASD.
D: My agency actively participates in one or more FASD programs (Partner Mobile Pantry, Peer-to-Peer, Food Rescue, Nutrition Partner Program). My agency has an open dialogue with the Agency Programs Coordinator.
E: My agency participates in two or more FASD programs (Partner Mobile Pantry, Peer-to-Peer, Food Rescue, Nutrition Partner Program), and is on the Agency Advisory Committee. My agency has an open dialogue with the Agency Programs Coordinator.
15.Advocacy: The agency's relationship with legislators and its involvement in Hunger Action Day(Required.)
Please check one box
A: My agency has never tried to contact our legislators to advocate for anti-hunger legislation.
B: On one occasion, one or two members of my agency have tried to contact our legislators to advocate for anti-hunger legislation.
C: Staff members and volunteers in my agency contact our legislators to advocate for anti-hunger legislation one time per year. One staff member has attended Hunger Action Day.
D: Staff members and volunteers in my agency contact our legislators more than once a year. At least one staff member has attended Hunger Action Day.
E: Staff members and volunteers in my agency contact our legislators regularly. At least one staff member has attended Hunger Action Day. My agency has organized letter-writing campaigns.
16.Nutrition: The agency's encouragement of healthy and balanced meals for its clients(Required.)
Please check one box
A: My agency does not do any nutrition education. My agency does not make an effort to distribute nutritious items.
B: My agency occasionally distributes recipes and nutrition facts provided by FASD, but we do not do any other nutrition outreach. My agency tries to distribute some nutritious items.
C: My agency regularly distributes recipes and nutrition facts provided by FASD, and has hosted a cooking demo or a class to promote nutritious foods. My agency tries to distribute some nutritious items.
D: My agency regularly distributes recipes and nutrition facts provided by FASD, and has hosted a cooking demo or a class. My agency tries to distribute as many nutritious items as possible.
E: My agency regularly distributes recipes and nutrition facts provided by FASD, has hosted a cooking demo or a class, and is a Nutrition Partner with FASD. My agency tries to distribute as many nutritious items as possible.
17.CalFresh Outreach: Knowledge and promotion of CalFresh among staff and clients(Required.)
Please check one box
A: My agency does not do any CalFresh outreach. My agency does not make an effort to distribute CalFresh materials.
B: My agency distributes flyers and brochures about CalFresh. We have materials posted at our agency about the CalFresh program.
C: My agency has at least one volunteer/staff member who has attended a CalFresh training. We do not have the capacity to provide outreach but we have hosted a volunteer from FASD to do outreach or a workshop at our site.
D: My agency has a trained volunteer/staff member who provides CalFresh information, pre-screening and application assistance. Occasionally, we will submit applications.
E: My agency attended a CalFresh training. Our agency volunteers/staff members pre-screen and assist clients with the application process. We submit applications for clients on a regular basis.
18.Leadership: Leading figures that guide and direct your agency(Required.)
Please check one box
A: My agency has no executive leadership. My agency does not have a board of directors.
B: My agency has either a board of directors or executive leadership.
C: My agency has executive leadership as well as a board of directors.
D: My agency has executive leadership and board of directors that are well-informed of our food program(s).
E: My agency has active executive leadership and an active board of directors. Both are well-informed of our food program(s) and highly involved in them.
19.Client Intake: The agency's efforts in seeking new clients, and the agency's qualifications for clients to receive services(Required.)
Please check one box
A: My agency has a narrow range of clients. Client qualifications are specific and we do not seek out new clients often.
B: My agency has many qualifications clients must meet to be served. My agency has reached out for new clients in the past.
C: My agency serves many clients in its community but upholds certain qualifications these clients must satisfy. My agency occasionally seeks new clients to serve.
D: My agency welcomes a wide variety of clients. My agency has few client qualifications and holds events often to seek out more clients. My agency actively searches for new clients.
E: My agency welcomes all clients and seeks to gain new ones actively. My agency has no restrictions on what qualifies as a client. My agency is active in its community in searching for more clients to serve.
20.Agency Scope: Programs other than food distribution that the agency provides(Required.)
Please check one box
A: My agency only focusses on food distribution. We are not interested in getting involved in other programs.
B: My agency only focusses on food distribution. We are interested in diversifying our range of services.
C: My agency focusses mainly on food distribution. My agency participates in one other program. We are actively seeking to diversify our range of services.
D: My agency participates in two or more services other than food distribution. We actively seek out additional services we can provide.
E: My agency provides a broad range of services to our clients. My agency has three or more programs other than food distribution. We actively seek out additional services we can provide.
21.Website: The ability to create and maintain a website for the public access(Required.)
Please check one box
A: My agency does not have a website. We do not have the support or equipment to maintain a website.
B: My agency does not have a website. We have the equipment to maintain a website. We are working to create a website.
C: My agency has a website. It is rarely updated and provides clients with basic information. My agency does not have adequate equipment or support for more extensive website.
D: My agency has a website which is occasionally updated. It provides clients with basic information and opportunities to contact us. My agency has support and equipment to maintain a website but could be strengthened.
E: My agency has a website which is regularly updated with current information, opportunities, and events. Our website provides our contact information. My agency has the support and equipment it needs to maintain our website.
22.Please enter your agency's distribution zip code(s)(Required.)
23.How many clients on average does your agency serve per month?(Required.)
24.How many days per week is your agency open?(Required.)
25.How many hours per week is your agency open?(Required.)
26.What is your agency's monthly food budget?(Required.)
27.How long has your agency been operating?(Required.)
28.How many paid staff work at your agency?(Required.)
29.How many unpaid staff work at your agency?(Required.)
30.Please check all food sources other than FASD that your agency receives food from. If your agency does not receive food from sources other than FASD, please check the "No other food sources" box. If your agency receives food from sources not included in this list, please list them in the "Other" comment box below.(Required.)
31.Is your agency listed on 211?(Required.)
Thank you for completing Feeding America San Diego's Capacity Self-Assessment Tool! We appreciate your time and effort in building a strong network to fight hunger in San Diego County!