Tool #2: Collaboration Chart, Collaboration Map, and Collaboration Results

The Collaboration Chart is designed to track in-kind contributions that collaborating partners give to deliver a program or event. Examples of these contributions include staff time, space, food or other resources for which the literacy organization would have to pay if the partners weren’t involved. The chart also tracks the increase in service delivery that is possible when literacy organizations develop collaborating partners in their community. When using these tools, do not list anything that is paid for with your program funds (i.e. money that you receive from your funders). The Collaboration Chart and Collaboration Summary should be completed at the end of year one, and at the end of each year thereafter.

Instructions

Quantative Data Collection:

• Step 1: List the names of the individual programs and events you deliver in the Collaboration Chart (Tool 2-A) next to “NAMES” in Column 1. See example Collaboration Chart.
• Step 2: Enter the number of annual contact hours, and number of participants in each age group for each program or event in Column 2.
• Step 3: Using the Contributor Legend on the next page, identify the types of organizations who contribute to each program or event. Enter that information in Column 3.
• Step 4: Using the Contributions Legend, identify the types of contributions that each partner gives and enter that information in column 4.
• Step 5: Assign a dollar value to the in-kind contributions and enter it in Column 5. Base this figure on what your group would pay for these items if they weren’t being given. If you’re not sure of the value, estimate it.
• Step 6: Total the dollar value of the in-kind contributions for each program or event from Column 5 and enter it in Column 6.
• Step 7: Calculate the total cost of each program or event including the in-kind contributions and enter it in Column 7.
• Step 8: Using the Collaboration Summary (2-B), enter the total the number of programs and events from Column 1 of the Collaboration Chart (2-A). Then enter the total number of annual contact hours and of participants from Column 2 of the Collaboration Chart.
• Step 9: Using the Collaboration Summary (2-B), mark an x in Column 3 next to each type of contributor for each time they contributed and total this column.
• Step 10: Enter the total number of times each contributed in Column 4 and total the column.
• Step 11: Calculate and enter the total of Columns 6 and transfer the total cost of the program to Column 7.
• Step 12: Transfer the totals from the Collaboration Summary to the Collaboration Results (2-C). Enter the results from year one in the Part One column. When you complete this tool at the end of year two, enter the results in the Part Two column.
• Step 13: Calculate the percent change for each indicator and enter the figure as a plus (+)or minus (-) in the Part Three column.
• Step 14: Looking at Part Three of the Collaboration Results tool, where there is substantial change, briefly describe the circumstances that account for it.

Note: Questions have been raised about how exhaustive the person who is using this tool should be in listing all the programs and events, and amount of contribution. This decision is up to whoever is filling in the chart. It is meant to give an overall picture of collaboration.