Collaboration Monitor

1Introduction

2Collaboration Identity

3Collaboration Details

4ICT

5Legitimacy

6Efficiency

Introduction

What is the Collaboration Monitor?

The Collaboration Monitor is an easy to use online self-assessment tool enabling practitioners to compare their collaborative practices on key characteristics of efficiency (the ratio between resources used and output) and legitimacy (the legal, political and social acceptance). Its aim is to help organisations engaged in collaborations to gauge the efficiency and the legitimacy of the collaborative network you participate in. If you participate in more than one collaboration, please choose one collaboration and answer the questions on this.

The Collaboration Monitor is relevant for a wide range of collaborations in which a public organisation is working in partnership with other public or private organizations or individuals to design a policy or deliver public services. The collaboration, which could operate at local, regional or national level, may be formalized or very informal. However, it has to have a certain durability and a focus on developing or delivering one or more policies or public services. We welcome respondents from different levels of the organisation, but you must have good knowledge of the collaboration.

The survey will be conducted anonymously. You will be able to access your own results and the (anonymized) average results from other collaborations.

The data collected in this survey is processed in a completely anonymous form. If you have any questions regarding data protection, please contact the data security officer at the University of Potsdam:

Dr. Marek Kneis

Am Neuen Palais 10

14469 Potsdam

Telefon: +49 331 977-124409

Telefax: +49 331 977- 701821

E-Mail: datenschutz@uni-potsdam.de

Identity

Country *

In which country does your collaboration operate?

Level(s) of Government *

What is/are the level(s) of Government of the collaboration?

Area of Collaboration *

In what area is your collaboration operating (choose one):

When

Formal Collaboration Start *

What year did the collaboration formally start?

Informal Collaboration Start *

What year did the collaboration informally start?

What

Collaboration Goal *

Is the collaboration mainly aimed at policy design, service delivery or something else?

Who

Number of Organisations *

How many organisations are represented in the collaboration? (An organisation could be a public agency, a private company, a private interest organisation, a Non-Governmental-Organisation, or a citizen group).

Private Organisations *

Does the collaboration involve private organisations?

How

Collaboration Establishment *

By law
By contract
By non-legal agreement between the collaboration actors
Involuntary - to avoid a merger or dissolution of the organisation
Other – please describe in a few words

How was the collaboration established? (more than one option possible)

Other Collaboration Establishment

Please describe the collaboration establishment in a few words.

Collaboration Type *

Is the collaboration …

Collaboration Structure & Management *

It has a permanent leadership and a clear management structure
It has a formalised decision-making process
It involves a fixed group of organisations

How is the collaboration structured and managed? (more than one option possible)

ICT

Information and Communication Technologies

How helpful is the use of ICT (Information and Communication Technologies) for the functioning of the collaboration? *

	Not Helpful	Slightly Helpful	Not helpful nor unhelpful	Helpful	Very Helpful	Don't know	NA
Helpfulness of ICT	Not HelpfulHelpfulness of ICT Not Helpful	Slightly HelpfulHelpfulness of ICT Slightly Helpful	Not helpful nor unhelpfulHelpfulness of ICT Not helpful nor unhelpful	HelpfulHelpfulness of ICT Helpful	Very HelpfulHelpfulness of ICT Very Helpful	Don't knowHelpfulness of ICT Don't know	NAHelpfulness of ICT NA

How important are the following ICT (Information and Communication Technologies) -tools in facilitating the collaboration? *

	Not Important	Slightly Important	Not important nor unimportant	Important	Very Important	Don't know	NA
Document transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.)	Not ImportantDocument transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) Not Important	Slightly ImportantDocument transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) Slightly Important	Not important nor unimportantDocument transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) Not important nor unimportant	ImportantDocument transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) Important	Very ImportantDocument transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) Very Important	Don't knowDocument transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) Don't know	NADocument transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) NA
Online collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.)	Not ImportantOnline collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) Not Important	Slightly ImportantOnline collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) Slightly Important	Not important nor unimportantOnline collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) Not important nor unimportant	ImportantOnline collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) Important	Very ImportantOnline collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) Very Important	Don't knowOnline collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) Don't know	NAOnline collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) NA
Data management tools (e.g. data storage, online databases)	Not ImportantData management tools (e.g. data storage, online databases) Not Important	Slightly ImportantData management tools (e.g. data storage, online databases) Slightly Important	Not important nor unimportantData management tools (e.g. data storage, online databases) Not important nor unimportant	ImportantData management tools (e.g. data storage, online databases) Important	Very ImportantData management tools (e.g. data storage, online databases) Very Important	Don't knowData management tools (e.g. data storage, online databases) Don't know	NAData management tools (e.g. data storage, online databases) NA
Data analysis tools (e.g. big data analytics)	Not ImportantData analysis tools (e.g. big data analytics) Not Important	Slightly ImportantData analysis tools (e.g. big data analytics) Slightly Important	Not important nor unimportantData analysis tools (e.g. big data analytics) Not important nor unimportant	ImportantData analysis tools (e.g. big data analytics) Important	Very ImportantData analysis tools (e.g. big data analytics) Very Important	Don't knowData analysis tools (e.g. big data analytics) Don't know	NAData analysis tools (e.g. big data analytics) NA
Other	Not ImportantOther Not Important	Slightly ImportantOther Slightly Important	Not important nor unimportantOther Not important nor unimportant	ImportantOther Important	Very ImportantOther Very Important	Don't knowOther Don't know	NAOther NA

Legitimacy of the Collaboration

On a scale from 1 to 5 to what extent do the following statements conform with the reality of the collaboration? (1 = Not at all, 2 = To a small extent, 3 = To some extent, 4 = To a great extent, 5 = To a very great extent, DK = Don’t know, NA = Not applicable)

Input (political) *

	Not at all	To a small extent	To some extent	To a great extent	To a very great extent	Don't know	NA
Elected politicians have an important role in setting the goals, budget or design of the collaboration.	Not at allElected politicians have an important role in setting the goals, budget or design of the collaboration. Not at all	To a small extentElected politicians have an important role in setting the goals, budget or design of the collaboration. To a small extent	To some extentElected politicians have an important role in setting the goals, budget or design of the collaboration. To some extent	To a great extentElected politicians have an important role in setting the goals, budget or design of the collaboration. To a great extent	To a very great extentElected politicians have an important role in setting the goals, budget or design of the collaboration. To a very great extent	Don't knowElected politicians have an important role in setting the goals, budget or design of the collaboration. Don't know	NAElected politicians have an important role in setting the goals, budget or design of the collaboration. NA

Input (stakeholder) *

	Not at all	To a small extent	To some extent	To a great extent	To a very great extent	Don't know	NA
The groups of actors directly affected by the decisions and actions of the collaboration are either participating or being represented in the collaboration (such actors could be citizens or companies)	Not at allThe groups of actors directly affected by the decisions and actions of the collaboration are either participating or being represented in the collaboration (such actors could be citizens or companies) Not at all	To a small extentThe groups of actors directly affected by the decisions and actions of the collaboration are either participating or being represented in the collaboration (such actors could be citizens or companies) To a small extent	To some extentThe groups of actors directly affected by the decisions and actions of the collaboration are either participating or being represented in the collaboration (such actors could be citizens or companies) To some extent	To a great extentThe groups of actors directly affected by the decisions and actions of the collaboration are either participating or being represented in the collaboration (such actors could be citizens or companies) To a great extent	To a very great extentThe groups of actors directly affected by the decisions and actions of the collaboration are either participating or being represented in the collaboration (such actors could be citizens or companies) To a very great extent	Don't knowThe groups of actors directly affected by the decisions and actions of the collaboration are either participating or being represented in the collaboration (such actors could be citizens or companies) Don't know	NAThe groups of actors directly affected by the decisions and actions of the collaboration are either participating or being represented in the collaboration (such actors could be citizens or companies) NA
The collaboration’s decisions on the design of solutions is open to inputs or critique from the directly affected groups of actors from outside the collaboration (for example from groups not participating/represented or the citizens relying on its services).	Not at allThe collaboration’s decisions on the design of solutions is open to inputs or critique from the directly affected groups of actors from outside the collaboration (for example from groups not participating/represented or the citizens relying on its services). Not at all	To a small extentThe collaboration’s decisions on the design of solutions is open to inputs or critique from the directly affected groups of actors from outside the collaboration (for example from groups not participating/represented or the citizens relying on its services). To a small extent	To some extentThe collaboration’s decisions on the design of solutions is open to inputs or critique from the directly affected groups of actors from outside the collaboration (for example from groups not participating/represented or the citizens relying on its services). To some extent	To a great extentThe collaboration’s decisions on the design of solutions is open to inputs or critique from the directly affected groups of actors from outside the collaboration (for example from groups not participating/represented or the citizens relying on its services). To a great extent	To a very great extentThe collaboration’s decisions on the design of solutions is open to inputs or critique from the directly affected groups of actors from outside the collaboration (for example from groups not participating/represented or the citizens relying on its services). To a very great extent	Don't knowThe collaboration’s decisions on the design of solutions is open to inputs or critique from the directly affected groups of actors from outside the collaboration (for example from groups not participating/represented or the citizens relying on its services). Don't know	NAThe collaboration’s decisions on the design of solutions is open to inputs or critique from the directly affected groups of actors from outside the collaboration (for example from groups not participating/represented or the citizens relying on its services). NA

Throughput (political) *

	Not at all	To a small extent	To some extent	To a great extent	To a very great extent	Don't know	NA
The decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings).	Not at allThe decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). Not at all	To a small extentThe decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). To a small extent	To some extentThe decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). To some extent	To a great extentThe decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). To a great extent	To a very great extentThe decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). To a very great extent	Don't knowThe decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). Don't know	NAThe decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). NA
There are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians.	Not at allThere are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. Not at all	To a small extentThere are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. To a small extent	To some extentThere are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. To some extent	To a great extentThere are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. To a great extent	To a very great extentThere are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. To a very great extent	Don't knowThere are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. Don't know	NAThere are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. NA
The collaboration responds to feedback or critique from politicians or the public (e.g. through the media).	Not at allThe collaboration responds to feedback or critique from politicians or the public (e.g. through the media). Not at all	To a small extentThe collaboration responds to feedback or critique from politicians or the public (e.g. through the media). To a small extent	To some extentThe collaboration responds to feedback or critique from politicians or the public (e.g. through the media). To some extent	To a great extentThe collaboration responds to feedback or critique from politicians or the public (e.g. through the media). To a great extent	To a very great extentThe collaboration responds to feedback or critique from politicians or the public (e.g. through the media). To a very great extent	Don't knowThe collaboration responds to feedback or critique from politicians or the public (e.g. through the media). Don't know	NAThe collaboration responds to feedback or critique from politicians or the public (e.g. through the media). NA

Throughput (stakeholder)

	Not at all	To a small extent	To some extent	To a great extent	To a very great extent	Don't know	NA
There are clear procedures for the collaboration’s work and for balancing the various interests of its participants (e.g. procedures for decision-making and sharing of information)	Not at allThere are clear procedures for the collaboration’s work and for balancing the various interests of its participants (e.g. procedures for decision-making and sharing of information) Not at all	To a small extentThere are clear procedures for the collaboration’s work and for balancing the various interests of its participants (e.g. procedures for decision-making and sharing of information) To a small extent	To some extentThere are clear procedures for the collaboration’s work and for balancing the various interests of its participants (e.g. procedures for decision-making and sharing of information) To some extent	To a great extentThere are clear procedures for the collaboration’s work and for balancing the various interests of its participants (e.g. procedures for decision-making and sharing of information) To a great extent	To a very great extentThere are clear procedures for the collaboration’s work and for balancing the various interests of its participants (e.g. procedures for decision-making and sharing of information) To a very great extent	Don't knowThere are clear procedures for the collaboration’s work and for balancing the various interests of its participants (e.g. procedures for decision-making and sharing of information) Don't know	NAThere are clear procedures for the collaboration’s work and for balancing the various interests of its participants (e.g. procedures for decision-making and sharing of information) NA
The actors in the collaboration are handling potential disagreements (e.g. over the goals of the collaboration or how to achieve results) through dialogue.	Not at allThe actors in the collaboration are handling potential disagreements (e.g. over the goals of the collaboration or how to achieve results) through dialogue. Not at all	To a small extentThe actors in the collaboration are handling potential disagreements (e.g. over the goals of the collaboration or how to achieve results) through dialogue. To a small extent	To some extentThe actors in the collaboration are handling potential disagreements (e.g. over the goals of the collaboration or how to achieve results) through dialogue. To some extent	To a great extentThe actors in the collaboration are handling potential disagreements (e.g. over the goals of the collaboration or how to achieve results) through dialogue. To a great extent	To a very great extentThe actors in the collaboration are handling potential disagreements (e.g. over the goals of the collaboration or how to achieve results) through dialogue. To a very great extent	Don't knowThe actors in the collaboration are handling potential disagreements (e.g. over the goals of the collaboration or how to achieve results) through dialogue. Don't know	NAThe actors in the collaboration are handling potential disagreements (e.g. over the goals of the collaboration or how to achieve results) through dialogue. NA

Output (political) *

	Not at all	To a small extent	To some extent	To a great extent	To a very great extent	Don't know	NA
The results produced by the collaboration are monitored either by public managers or by politicians or both.	Not at allThe results produced by the collaboration are monitored either by public managers or by politicians or both. Not at all	To a small extentThe results produced by the collaboration are monitored either by public managers or by politicians or both. To a small extent	To some extentThe results produced by the collaboration are monitored either by public managers or by politicians or both. To some extent	To a great extentThe results produced by the collaboration are monitored either by public managers or by politicians or both. To a great extent	To a very great extentThe results produced by the collaboration are monitored either by public managers or by politicians or both. To a very great extent	Don't knowThe results produced by the collaboration are monitored either by public managers or by politicians or both. Don't know	NAThe results produced by the collaboration are monitored either by public managers or by politicians or both. NA

Output (external, stakeholder) *

	Not at all	To a small extent	To some extent	To a great extent	To a very great extent	Don't know	NA
All the groups of actors directly affected by the decisions and actions of the collaboration, are satisfied with the results it delivers (these actors could be citizens or companies)	Not at allAll the groups of actors directly affected by the decisions and actions of the collaboration, are satisfied with the results it delivers (these actors could be citizens or companies) Not at all	To a small extentAll the groups of actors directly affected by the decisions and actions of the collaboration, are satisfied with the results it delivers (these actors could be citizens or companies) To a small extent	To some extentAll the groups of actors directly affected by the decisions and actions of the collaboration, are satisfied with the results it delivers (these actors could be citizens or companies) To some extent	To a great extentAll the groups of actors directly affected by the decisions and actions of the collaboration, are satisfied with the results it delivers (these actors could be citizens or companies) To a great extent	To a very great extentAll the groups of actors directly affected by the decisions and actions of the collaboration, are satisfied with the results it delivers (these actors could be citizens or companies) To a very great extent	Don't knowAll the groups of actors directly affected by the decisions and actions of the collaboration, are satisfied with the results it delivers (these actors could be citizens or companies) Don't know	NAAll the groups of actors directly affected by the decisions and actions of the collaboration, are satisfied with the results it delivers (these actors could be citizens or companies) NA

Efficiency of the Collaboration

Productive efficiency *

	Not at all	To a small extent	To some extent	To a great extent	To a very great extent	Don't know	NA
Efficiency has increased	Not at allEfficiency has increased Not at all	To a small extentEfficiency has increased To a small extent	To some extentEfficiency has increased To some extent	To a great extentEfficiency has increased To a great extent	To a very great extentEfficiency has increased To a very great extent	Don't knowEfficiency has increased Don't know	NAEfficiency has increased NA

Examines whether the cost per unit of service delivery has changed

Costs *

	Not at all	To a small extent	To some extent	To a great extent	To a very great extent	Don't know	NA
There have been upfront costs (such as: finding a partner, redundancies etc.)	Not at allThere have been upfront costs (such as: finding a partner, redundancies etc.) Not at all	To a small extentThere have been upfront costs (such as: finding a partner, redundancies etc.) To a small extent	To some extentThere have been upfront costs (such as: finding a partner, redundancies etc.) To some extent	To a great extentThere have been upfront costs (such as: finding a partner, redundancies etc.) To a great extent	To a very great extentThere have been upfront costs (such as: finding a partner, redundancies etc.) To a very great extent	Don't knowThere have been upfront costs (such as: finding a partner, redundancies etc.) Don't know	NAThere have been upfront costs (such as: finding a partner, redundancies etc.) NA
There have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.)	Not at allThere have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) Not at all	To a small extentThere have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) To a small extent	To some extentThere have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) To some extent	To a great extentThere have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) To a great extent	To a very great extentThere have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) To a very great extent	Don't knowThere have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) Don't know	NAThere have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) NA

Examines the costs of initiating and maintaining collaborations

Non-cost efficiency *

	Not at all	To a small extent	To some extent	To a great extent	To a very great extent	Don't know	NA
Service quality has improved	Not at allService quality has improved Not at all	To a small extentService quality has improved To a small extent	To some extentService quality has improved To some extent	To a great extentService quality has improved To a great extent	To a very great extentService quality has improved To a very great extent	Don't knowService quality has improved Don't know	NAService quality has improved NA
Policy effectiveness has improved	Not at allPolicy effectiveness has improved Not at all	To a small extentPolicy effectiveness has improved To a small extent	To some extentPolicy effectiveness has improved To some extent	To a great extentPolicy effectiveness has improved To a great extent	To a very great extentPolicy effectiveness has improved To a very great extent	Don't knowPolicy effectiveness has improved Don't know	NAPolicy effectiveness has improved NA

Examines the quality of the service and whether objectives have been achieved.

Allocative efficiency *

	Not at all	To a small extent	To some extent	To a great extent	To a very great extent	Don't know	NA
The service(s) provided are the ones that the final users need	Not at allThe service(s) provided are the ones that the final users need Not at all	To a small extentThe service(s) provided are the ones that the final users need To a small extent	To some extentThe service(s) provided are the ones that the final users need To some extent	To a great extentThe service(s) provided are the ones that the final users need To a great extent	To a very great extentThe service(s) provided are the ones that the final users need To a very great extent	Don't knowThe service(s) provided are the ones that the final users need Don't know	NAThe service(s) provided are the ones that the final users need NA

Examines whether there is match between the demand for services and their supply

Distributive efficiency *

	Not at all	To a small extent	To some extent	To a great extent	To a very great extent	Don't know	NA
The service(s) are distributed according to the specific needs of the final users	Not at allThe service(s) are distributed according to the specific needs of the final users Not at all	To a small extentThe service(s) are distributed according to the specific needs of the final users To a small extent	To some extentThe service(s) are distributed according to the specific needs of the final users To some extent	To a great extentThe service(s) are distributed according to the specific needs of the final users To a great extent	To a very great extentThe service(s) are distributed according to the specific needs of the final users To a very great extent	Don't knowThe service(s) are distributed according to the specific needs of the final users Don't know	NAThe service(s) are distributed according to the specific needs of the final users NA
The service(s) are fairly distributed to the final users	Not at allThe service(s) are fairly distributed to the final users Not at all	To a small extentThe service(s) are fairly distributed to the final users To a small extent	To some extentThe service(s) are fairly distributed to the final users To some extent	To a great extentThe service(s) are fairly distributed to the final users To a great extent	To a very great extentThe service(s) are fairly distributed to the final users To a very great extent	Don't knowThe service(s) are fairly distributed to the final users Don't know	NAThe service(s) are fairly distributed to the final users NA

Examines whether services are received by those with greatest need

Dynamic efficiency *

	Not at all	To a small extent	To some extent	To a great extent	To a very great extent	Don't know	NA
The allocation of resources between current expenditure and future investment is well balanced	Not at allThe allocation of resources between current expenditure and future investment is well balanced Not at all	To a small extentThe allocation of resources between current expenditure and future investment is well balanced To a small extent	To some extentThe allocation of resources between current expenditure and future investment is well balanced To some extent	To a great extentThe allocation of resources between current expenditure and future investment is well balanced To a great extent	To a very great extentThe allocation of resources between current expenditure and future investment is well balanced To a very great extent	Don't knowThe allocation of resources between current expenditure and future investment is well balanced Don't know	NAThe allocation of resources between current expenditure and future investment is well balanced NA

Examines whether there is a balanced allocation of resources between current and future consumption

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