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Needs Assessment Interview Tool Instructions and Questionnaire 1 Needs Assessment Interview Tool InstructionsThe Requirements Development process begins with an assessment of the client’s needs
The Needs Assessment Interview Tool (NAIT) creates the framework for a conversationwith the client to understand their needs by suggesting probing questions in a numberof areas that have proven critical to project success. It is not intended to be sent to theclient to be filled out on their own. Such a short-cut may prove to be counter-productive both in eliciting the required information and in building a productive clientrelationship
The exact steps and level of detail required on each individual project varies based onthe complexity of the project, the needs and receptiveness of the client, and theestimated value of a potential change. Additionally, the questions provided in thisdocument should not be considered as a limit to the conversation but a tool to enhanceit and provide a general structure. The Regional Workplace Executive (RWE) isavailable to help project teams assess the value a project represents and choose thedirection and level of effort required
Project ScreeningThe first step in the needs assessment process is to screen the potential value of theproject using a quick screening process. The Project Planner and Visualization Tool(PP&VT) can assess value for different project options and can also be used to comparethe current situation to a consistent “best-case” scenario. Using information from thenew space request, continuing needs letter or Occupancy Agreement for the existingspace, gather the proposed headcount and total useable square footage for the proposedspace. Go to the project planner “Project Options Planner” tab, select “simple” baseline,and enter this information. Then, enter the following for the “best case” option: Individuals seated in open-plan: 80% Average Office / Workstation Size: 120/40SF Desk Sharing: 20% of headcount Shared Support Space Ratios: Mid Mission-critical, or “special” space: use actual, or, assume it is 10% of currentNote the payback period noted in the Space Standards plus Desk Sharing Tab. If thepayback shown is less than the firm-term of the lease this could be a high-value project
Consider next whether any of the following are true: The project is prospectus-level, or, greater than mid-size (200+ staff) if not? The project U/R exceeds agency or GSA-proposed space standards ranges? The agency requested help evaluating requirements for space efficiency? The project will consider a change in location? 2 If the project payback is within the term of the proposed OA or firm-term of a lease,AND one or more of the above is true; or, payback is estimated in less than 5 years ANDthe project impacts more than 25 people, then this is a “high-value” project and youshould follow the “In-Depth” process. If not, this is a “standard” project and the“Standard” process is warranted. These processes define what sections of the NAIT aremandatory, and help define how to structure your approach to this particular project
[Note: If additional information is known about the project, project teams may use the full PP&VT to do a more detailed assessment of project value. The process followed is the same as described above, the estimated payback period will simply be based on more detailed information.]Preparing for the Needs Assessment InterviewThe project manager should complete Sections I, Customer Information, and IIBackground Information on Current Space using the client space request, current OA,and client-facing representatives like the Regional Account Manager and BuildingManager as necessary. The project manager should then gather and review alldocumentation included in Section III Documentation as is practical to do prior tomeeting with the client. The updated NAIT should be forwarded to the client point ofcontact with a request to meet. Depending on whether the High-Value or Standardprocess is selected, the sections which will be discussed should be highlighted to give theclient a heads-up on how to prepare. You should become familiar with the questions,their intent, and which you will be asking of the client prior to conducting the interview
M - Mandatory; O - OptionalNAIT Section New-Space In-Depth Standard Process Process ProcessI - Customer Info M M MII - Background Info - Current Space M M MIII - Documentation M O OIV - Objectives M M MV - New Space and Delineated Area M O OVI - Workspace Requirements See Below See Below See Below Business Overview M M O 3 Individual Workspace M M M Group Workspace M M M Building Features M M O Building Support Spaces M M OVII - Parking M M OVIII - Building Operations M M OIX - Security M M OX - Additional Notes and Resources Reference Reference ReferenceConducting the Needs Assessment InterviewConduct the interview using the NAIT as a guide. Feel free to expand on questionsprovided, probe for additional detail, or ask additional questions depending on wherethe conversation takes you. Enter all information gathered into the tool live, or, onto anote paper for subsequent entry into your systems
4 Needs Assessment Interview Tool (NAIT)GSA Associate:GSA Region:Date of AssessmentDate of Projected DataI. CUSTOMER INFORMATIONMANDATORY, ALL PROJECTSFederal Agency:Department and/or Branch:AB Code(s):Customer Representative(s):Position(s)/Title(s):Phone Number:Mobile Number:Fax Number:E-Mail:DUNS*:TAS**:Approval Authorities: If no, please note authorized approving official in space providedFinal Requirements Package yes noDID Approval yes noCustomer Changes yes no If no, describe limit / higher approvalauthorityFunding yes noOA / RWA / Market Survey yes no 5 II. BACKGROUND INFORMATION ON CURRENT SPACEMandatory, All ProjectsExisting Headcount Federal Full Time Equivalent Contractor Term Part TimeDo not count individuals in more than one categoryLocation of Current Assignment:Existing Rentable Square Feet:Existing Usable Square Feet:Existing Carbon Footprint*:Existing Lease Cost*Optional: Identify method if provided; the GSA Project Planner & Visualization Tool may beused to provide a projected carbon footprint for this purpose
6 III. DOCUMENTATIONMandatory, All New Space and In-Depth RD Projects; Optional, Standard RD ProjectsNote that information and documentation listed in this section is to be gathered by the GSAassociate responsible for requirements development prior to or immediately following the NeedsAssessment Interview
Attach a copy of the following items to this document if available and/or applicable: Staffing List/Headcount Data for requirement (Date for Headcount Projection: ) This list should include each authorized staff member’s position/title and grade (if applicable) and differentiate between Federal FTE, Contractor, Temporary and Part-Time or Seasonal positions) Organization Charts Customer Space Standards Check internally (GSA agency space standards library, ASR document or other) or have customer provide national space standards that govern the procurement and design of space
Customer Mission and/or Initiatives Check internally with account manager for customer mission and any new initiatives
Obtain a copy of or develop the following items if available and/or applicable: Floor plans of existing space Systems furniture installation drawings Agency telework or commuter survey data – if available GIS Map of proposed delineated area depicting mass transit locations and vacant federal and leased space under GSA control. Consult Asset Manager, or use GSA Urban Development Program Flex GIS Viewer Agency Strategic Sustainability Performance Plan or 2 page summary of SSPP from Account Manager if available. Sustainability.Performance.GOV Basic Space Program for existing location (if available, do not create) 7 IV. OBJECTIVESMandatory, All Projects1. What is the objective or purpose of the project or move?2. Does the customer have any special constraints, areas of special emphasis or objectives related to the new requirements that we should know about? Constraint / Objectives Explanation Budget Resources Schedule Organizational Change Mission Change Space / Carbon Reduction Are you considering space reduction in support of Presidential Memo requirements or Sustainability goals? yes no Do you wish to pursue space savings from desk sharing possible due to mobility (work at home programs, field work, internal work away from desk, etc.)? yes no Do you have collective bargaining units / agreements that will impact either space standards or mobility? yes no Other3. Is the customer willing to allow GSA to conduct an Employee Workplace Survey to gather data on work patterns, interest and proficiency in telework, and other information relevant to the workplace? yes no4. How does the customer define success (customer priorities)? (e.g.: on budget, on schedule, cutting edge design, better location, more efficient use of space) 8 V. NEW SPACE AND DELINEATED AREAMandatory, All New Space and In-Depth RD Projects; Optional Standard RD ProjectsDate Space required: Square Footage requested:(not necessarily lease exp date) (if not determined yet, enter TBD)1. How was the quantity of space determined? (Note: client’s request for quantity of space will be used as a baseline by GSA associate when developing options to meet stated needs; GSA associate should ask client for the basis of any square footage requested, i.e. existing space, established agency standards, other method)2. Is the client interested in occupying vacant federal space? yes no3. Has the customer already established a specific delineated area for this requirement? yes no If yes, what are the geographical boundaries?4. Is the client willing to prioritize locations within ¼ mile of a fixed transit line or Walkscore* above 75? yes no *Walkscore is a proprietary system used to rate the walk-ability or relative dependence on use of a privately owned vehicle of employees assigned to a given location; more information is available at: http://www.walkscore.com/5. Does the customer have any special adjacency requirements (i.e. are there any requirements for or against co-locating with other federal agencies or other entities)? yes no If yes, what are they?6. Will the customer be moving existing furniture? yes no If yes, have you investigated the cost of moving vs. purchasing?7. Does the customer have any sustainability goals beyond the existing regulations, existing laws and Executive Orders in effect? yes no If yes, what are they?8. Does the customer wish assistance with any services related to including mobility as a way of delivering their mission? Workplace strategic requirements engagement IT infrastructure development planning, 9 Change management If yes – note what is known about the requirement and contact your Regional Workplace Executive
9. Does the customer wish for GSA to assist with any of these services: IT/Network and Telecommunication Services Local and Long Distance Telephone Service (dial tone services) Furniture Acquisition Furniture and Personal Property Disposal Office Equipment Acquisition Security Products and Services Move Coordination If yes – note what is known about the requirement and contact your FAS counterpart
10 VI. W ORKSPACE REQUIREMENTSSee Individual Subsections BelowPlease note that the questions in these sections are intended to gather information fromthe client’s leadership or facilities perspective. In the event the client authorizes GSA toconduct a survey of its employees, similar questions will be asked and will provide acomparison of employee and leadership perspectives
BUSINESS OVERVIEWMandatory, All New Space and In-Depth RD projects; As-Needed Standard RD Projects 1. Provide an overview of what your organization does and the kind of work that is conducted by the personnel in this request (typical office, customer facing, etc.)
2. How do employees typically work? (in teams, individually, mainly offsite, etc.) 3. Generally speaking, what proportion of your employees is working in the following ways: Note that the client may have several groups of 50 or more employees which perform work very differently, and that difference should be captured to ensure delivery of the right kind of space. Fill in the proportion for each group of 50 or more workers who are working in distinctly different ways. For instance, personnel working with paper documents at their desk will have a different “signature” than those who are mobile three days a week. (Major groups over 50 should be similarly categorized, and there is an additional worksheet in “Section X. Additional Notes and Resources” at the end of this instrument for your use : Figure 1 below expresses these different ways of working in a matrix form; see www.workplacesolutionslibrary.com for greater explanation of work patterns 11 Figure 1:4. Does the customer have an established telework programs? If so, what is their current telework participation rate (number of regular teleworkers, average number days / week)?5. Is staff often away from their desk or out of the office as part of their normal work routine?6. Does the customer make use of unassigned or shared seating (hotelling, reserve-able, team space, etc) currently? If so, roughly how many employees participate and what sharing ratio (number of employees / desk) do they use?7. Which of the following mobile work supporting devices or tools does the agency currently provide to the employees considered in this request; does the agency plan to change use in the next 2 years? (Roughly what percentage of employees have or use these tools regularly or will have or use these tools?) Tool or Devices Percentage of Headcount 12
The first step in the needs assessment process is to screen the potential value of the project using a quick screening process. The Project Planner and Visualization Tool (PP&VT) can assess …
Interview assessment tools help organizations to automate the interviewing process. It accesses the candidates' skills, culture fit and compares results across your applicant software. And it uses the data to make unbiased hiring decisions that work.
Collect internal information Next, gather information and collect data on how to best solve the identified gaps. Remember that the goal of a needs assessment is to understand how to get from your current process to the desired outcome. Gather data from various departments and stakeholders who are closest to the process.
Identifying needs requires team communication, problem-solving skills, and out-of-the-box ideas. Use these questions as a jumping-off point to get the ball rolling. Once you know which questions to ask, you can begin to gather data. A needs assessment is a great way to analyze and interpret relevant data that will influence your decision-making.
If your interviewees have something against you or your organization, they will not give you the answers you want and may even mess up your results. When people don't want to talk, setting up an interview is a waste of time and resources.