March 29, 2001

ESCOP/ECOP/CSREES Partnership Project

Recommendations of the Partnership Task Force
to ECOP, ESCOP and CSREES

The Partnership Task Force met on March 21 and 22 to review the outcomes of the Partnership Workshop held February 12 through 14 and to advance further the process of improving the partnership among CSREES, ESCOP and ECOP.  The Task Force identified recommendations to these three groups in the following areas:
  1. How to proceed on the nine priority actions selected at the Partnership Workshop
  2. Several other actions that might be taken to improve the partnership
  3. The role and tenure of this Task Force as well as another group to continue the work

How to proceed on 9 priority actions

The Task Force has reviewed the brainstormed possible action plans generated by small groups at the Partnership Workshop and considered the knowledge and experience of its members.  We now present our recommendations on first steps to take in order to proceed on each of the nine priority areas.

1.  Establish a priority for expanding base [change from “formula”]  funding

We wish to acknowledge a number of efforts already underway to expand base funding.  Those of which we are aware include:
Actions recommended 
Recommended
lead(s)
Recommended
date
Get the Board on Agriculture’s material on the FY02 budget out to the entire system. Budget Committees of the Board on Agriculture and the COP’s As soon as possible
Do background analysis to determine why we have not been successful in expanding base funding. 
  • Identify why this is an issue.
 Budget Committees of the Board on Agriculture and the COP’s Agenda item for joint meeting in July 2001
Develop a new strategy to enhance base funding.  This might include:
  • Study other agencies that have been successful in expanding base funding, like ARS, NCRS, NIH and EPA.
  • Link accountability to base funding.
  • Emphasize strength of diverse funding mechanisms.
  • Show how base funding helps leverage other funds.
  • Ensure that everyone in the system has the information to speak with one voice because all know the two or three priority budget issues.
 Budget Committees of the Board on Agriculture and the COP’s In conjunction with FY02 and FY03 budgets

2.  Establish a marketing plan to show the value of our program

Actions recommended 
Recommended
lead(s)
Recommended
date
Create a new entity representing all partners focused on promotion of the system.
  • Not an existing committee because it needs to be a cross-partner initiative from the beginning.
  • Keep focused on the larger picture of compelling public issues.
  • Recognize that this ultimately supports budgeting and funding.
  • Possible functions of this group: 
    • As a first step clarify the differences among marketing, promotion, advocacy and branding, and clarify which we are really trying to do.  Seek expert assistance with this.
    • Gain agreement in the system of what we are really trying to accomplish.
    • List internal strengths and prepare consistent message for all audiences.
    • Identify what sells to different audiences.
    • Look at state marketing models.
    • Include assessment of AESOP.
    • Establish monitoring. 
 Section Chairs and CSREES Administrator By joint meeting in July 2001

3.  System work together for equitable funding for 1890’s, 1994’s and Hispanic Serving Institutions

Actions recommended  Recommended
lead(s)		 Recommended
date 
Create an entity to address several things:
  • Education within the system on what the different groups of institutions are and their missions, and what the expanded land-grant institutions are and could be.
  • Reexamination and documentation of how we tell the comprehensive, true history of the system.
  • Challenging leaders to educate their staffs and examine how we incorporate the two points above into existing opportunities.
  • Building support for the missions of these institutions.
  • Encouraging the system to support funding at the level of authorization for all these institutions.
 Section Chairs and CSREES Administrator By joint meeting in July

4. CSREES become more pro-active in working with Congress

Actions recommended Recommended
lead(s)		 Recommended
date
Clarify CSREES staff roles in relation to working with Congress and other agencies and consider ways to expand work with Congress, which might include:
  • Briefings on the Hill.
  • Expanding work with other agencies, including on-going work and interagency exchange of staff.
  • Assigning staff to key committees.
  • Working closely with key constituent groups.
 CSREES Administrator Joint meeting in July 2001

5.  Establish a single annual reporting system

Actions recommended Recommended
lead(s)		 Recommended
date
Work together to develop a single annual reporting system, addressing a number of the points raised in the Partnership Workshop, including:
  • Avoiding duplication and repeated requests to faculty
  • Having data available to respond to requests
  • Avoiding confusion and frustration
  • Clear concise guidelines for evaluators of the system
  • Need for flexibility to incorporate changes
  • Clarifying accountability vs. auditability.
 Chairs of COP’s, REEIS and EASE, CSREES Administrator Report on this as part of final product for annual plan of work

6. Develop a shared vision for the partnership

Actions recommended Recommended
lead(s)		 Recommended
date
Develop and implement a process for creating a shared vision for what the partnership is collectively trying to accomplish. Take up offer of the Joint Strategic and Planning Councils of ECOP and ESCOP, with ACOP, ICOP and AH’s added Start May 2001

7.  Establish formal joint priority setting

Actions recommended Recommended
lead(s)		 Recommended
date
Establish and implement a process for joint priority setting:
  • Identify current process for priority development, program and budget to determine possible opportunity for collaboration among partners and develop ways to support initiatives of other partners that don’t overlap.
  • Establish a joint process to determine priorities for the partnership.
  • Implement joint process.
  • Utilize priorities in working with both Legislative and Executive Branches to determine funding needs in support of the priority programs.
  • Address issue of timeliness in being able to handle emerging priorities.
  • Don’t focus too much on budget, as joint priority setting also helps collaboration.
 Joint Strategic and Planning Councils of ECOP and ESCOP, with ACOP, ICOP and AH’s added Start May 2001

8.  Develop a regular publication highlighting the impacts of the partnership

Actions recommended Recommended
lead(s)		 Recommended
date
Link this to the broader marketing effort identified in number 2, above.
  • Identify ways to make most effective use of the existing database, Programs of Excellence and other information on impacts that’s already available.  (Consider single packaging.)
  • Connect with the Impact Assessment Committee and the work they are doing.
 Part of work of entity identified in number 2 above ----

9.  Generate new funding sources

Actions recommended Recommended
lead(s)		 Recommended
date
Identify how to support and encourage the development of the potential of other funding streams at the state and federal levels. Section Budget and Legislative Committees, drawing on other resources On-going
Develop mechanisms for increasing opportunities for sharing resource development ideas nationwide. Sections On-going
Explore opportunities to increase agency and partnership liaisons with other federal agencies. CSREES On-going
Identify and develop agreement on operating principles for how partners work together to ensure diversified funding sources, including:
  • How to support, rather than restricting, each other in pursuing various funding.
  • Answering the question, “Who can commit the system?”
  • Addressing how to ensure funding to meet the needs of the changing population.
  • Identifying how to address emerging issues.
  • Clarifying when we shift priorities to take advantage of available funding.
 Sections and CSREES During the joint meeting in the summer of 2002

Additional actions

You will remember that the nine priority actions were selected by participants in the workshop from a much longer list of possible actions.  We have reviewed the entire list and recommend action on several other items.  These are items that in our assessment would be fairly easy to move on and would likely contribute significantly to improving the partnership.
 
Action recommended Recommended
lead person		 Recommended
date
Continue and expand communication among the partners with added focus on opportunities and issues.
  • Sections have nothing yet in place and need to develop mechanisms.
  • CSREES has mechanisms that can be further developed.
  • States need consistent communication among components.
 Section Chairs and CSREES Administrator Immediately
Distribute staff directory already developed for Plant and Animal Systems and consider a similar directory of all CSREES staff. CSREES Administrator As soon as possible
Encourage and facilitate participation of National Program Leaders at regional meetings of state directors.
  • On a rotating basis
  • With real participation
 CSREES Administrator On-going
Clarify the role and functions of senior professional staff in CSREES and communicate it both internally in CSREES and to the system. 
  • Include clarification of roles in relation to state partners, other agencies of government and Congress.
 CSREES Administrator Joint meeting in July
Report on progress on the priorities, including how they relate to work done on the FY03 budget. Section Chairs and CSREES Administrator November 2001 in connection with the Board on Agriculture meeting at NASULGC
Hold another meeting of state directors and CSREES staff involving serious discussion of real issues.
  • Include ACOP, ICOP and AH’s.
  • Account for activities related to discussions in Baltimore.
  • Establish a planning group including ECOP, ESCOP, ACOP, ICOP, CSREES and AH’s.
  • We are not recommending that it be institutionalized on a regular basis.
 Section Chairs and CSREES Administrator Establish planning group by March 2002

Hold meeting in about 2 years, between February and October 2002

Tenure and scope of this Task Force and future Committee

The Task Force recommends:
  1. That this Task Force continues in its current form through the summer of 2001.
  2. That a new, expanded committee be formed as soon as possible to begin its work in the fall of 2001.

Prepared by Ellen Cull, Management & Organizational Consultant

 

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