17.4 How to Develop a "Partnership Agreement"

Following are specific process steps which should be taken to develop “Partnership Agreements” along with a recommended format for the written document which constitutes the particular agreement made. Annual renewal is recommended for longer term initiatives.

A.  Establish policies of partnership.

1.   Obtain field/regional management and staff understanding and commitment to the partnership concept.                                   

2.   Establish a mutually agreeable policy of cooperation with partner agencies.

  • Indicate USDA support from field/regional management.
  • Solicit cooperating agency agreement.
  • Establish agreement with face to face meetings between top  management of respective agencies (i.e., state/local, department or agency directors, commissioners, secretaries).

B.   Identify program areas for partnership.

1.   Local management teams of cooperating agencies meet to identify mutual program priorities for partnership consideration.

2.   Mechanism is established for regular interaction between cooperating agencies.

3.   Specific USDA and cooperating agency contacts (either groups or individuals) are identified for project coordination and management purposes.

4.   Assurances are developed that statutory authorities are available to accomplish agreement goals.

 

C.  Formalize each "Partnership Agreement."

1.   Statement of agreement to establish partnership.

2.   Agreement on purpose, goals and time frame.

3.   Identify specific program area(s) for partnering along with appropriate priorities, contacts, and statutory authority.

4.   List responsibilities.  For each partner, list anticipated output activities.

USDA (be specific) such as:

  • Supply Training.
  • Supply Equipment.
  • Supply and share Information.
  • Conduct Inspections.
  • Evaluate Inspections.
  • Analyze Samples.
  • Evaluate Work Results.

Cooperating party (be specific) such as:

  • Supply Training.
  • Supply Equipment.
  • Supply and share Information.
  • Conduct Inspections.
  • Evaluate Inspections.
  • Analyze Samples.
  • Evaluate Work Results.

5.   Identify resources needed to be used to accomplish goals such as:

  • Personnel
  • Money
  • Time 
  • Equipment
  • Training

6.   Establish performance measurements. Each agreement will have two types of measurements:

a. Outputs (number of activities)

For Example:

  • Number of inspections vs. planned.
  • Number of samples analyzed vs. planned.
  • Number of people trained.

b. Outcomes (consequences of outputs)

For Example:

  • Increase Compliance level (% or other).
  • Decrease in violations identified.
  • Increase in Voluntary compliance.
  • Decrease in Average cost of activity.
  • Increase in Quality & Quantity of goods in commerce.

 

D.  Evaluation of agreement results.

1.  Interim (in-process) monitoring.

  • Frequency/milestones at which progress is measured.
  • Purpose of interim assessments.
  • Who is responsible.
  • Assessment of extent of progress on output and outcome measurements.
  • Conduct a face to face discussion with partner agency coordinators.
  • In-process adjustment identified (as needed) and implemented.

2.   Final evaluation.

  • Done at completion.
  • Performed jointly by partners.
  • Assess degree to which goals were met (outputs vs. outcomes).

EXAMPLE:

  • Rate of inspection accomplishment.
  • Number of volatile goods removed from commerce
  • Resources saved by work activity.
  • Was increased level of coverage of industry achieved?
  •  

E.   Conclusions and Recommendations.

Review of activities and accomplishments.  Were goals met?  Provides for a final report including discussion of results of partnering efforts along with recommendations for follow-up action if warranted. Follow-up recommendations-- continue/modify/eliminate.

 

F.   Signatures of Responsible Parties.