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: [email protected]

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	Helpfulness of ICT Not Helpful	Helpfulness of ICT Slightly Helpful	Helpfulness of ICT Not helpful nor unhelpful	Helpfulness of ICT Helpful	Helpfulness of ICT Very Helpful	Helpfulness of ICT Don't know	Helpfulness 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.)	Document transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) Not Important	Document transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) Slightly Important	Document transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) Not important nor unimportant	Document transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) Important	Document transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) Very Important	Document transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) Don't know	Document transfer/sharing management tools (e.g. Dropbox, Google drive, Trello, etc.) NA
Online collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.)	Online collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) Not Important	Online collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) Slightly Important	Online collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) Not important nor unimportant	Online collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) Important	Online collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) Very Important	Online collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) Don't know	Online collaboration tools (e.g. intranet, web-conferencing, Google docs., Slack, etc.) NA
Data management tools (e.g. data storage, online databases)	Data management tools (e.g. data storage, online databases) Not Important	Data management tools (e.g. data storage, online databases) Slightly Important	Data management tools (e.g. data storage, online databases) Not important nor unimportant	Data management tools (e.g. data storage, online databases) Important	Data management tools (e.g. data storage, online databases) Very Important	Data management tools (e.g. data storage, online databases) Don't know	Data management tools (e.g. data storage, online databases) NA
Data analysis tools (e.g. big data analytics)	Data analysis tools (e.g. big data analytics) Not Important	Data analysis tools (e.g. big data analytics) Slightly Important	Data analysis tools (e.g. big data analytics) Not important nor unimportant	Data analysis tools (e.g. big data analytics) Important	Data analysis tools (e.g. big data analytics) Very Important	Data analysis tools (e.g. big data analytics) Don't know	Data analysis tools (e.g. big data analytics) NA
Other	Other Not Important	Other Slightly Important	Other Not important nor unimportant	Other Important	Other Very Important	Other Don't know	Other 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.	Elected politicians have an important role in setting the goals, budget or design of the collaboration. Not at all	Elected politicians have an important role in setting the goals, budget or design of the collaboration. To a small extent	Elected politicians have an important role in setting the goals, budget or design of the collaboration. To some extent	Elected politicians have an important role in setting the goals, budget or design of the collaboration. To a great extent	Elected politicians have an important role in setting the goals, budget or design of the collaboration. To a very great extent	Elected politicians have an important role in setting the goals, budget or design of the collaboration. Don't know	Elected 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)	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 all	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) To a small extent	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) To some extent	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) To a great extent	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) To a very great extent	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) Don't know	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) 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).	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 all	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). To a small extent	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). To some extent	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). To a great extent	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). To a very great extent	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). Don't know	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). 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).	The decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). Not at all	The decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). To a small extent	The decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). To some extent	The decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). To a great extent	The decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). To a very great extent	The decision-making process of the collaboration is transparent (e.g. by publishing agendas and minutes of meetings). Don't know	The 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.	There are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. Not at all	There are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. To a small extent	There are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. To some extent	There are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. To a great extent	There are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. To a very great extent	There are explicit guidelines for giving account of the collaboration’s activities and decisions to public managers or politicians. Don't know	There 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).	The collaboration responds to feedback or critique from politicians or the public (e.g. through the media). Not at all	The collaboration responds to feedback or critique from politicians or the public (e.g. through the media). To a small extent	The collaboration responds to feedback or critique from politicians or the public (e.g. through the media). To some extent	The collaboration responds to feedback or critique from politicians or the public (e.g. through the media). To a great extent	The collaboration responds to feedback or critique from politicians or the public (e.g. through the media). To a very great extent	The collaboration responds to feedback or critique from politicians or the public (e.g. through the media). Don't know	The 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)	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 all	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) To a small extent	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) To some extent	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) To a great extent	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) To a very great extent	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) Don't know	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) 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.	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 all	The 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	The 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	The 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	The 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	The 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	The 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.	The results produced by the collaboration are monitored either by public managers or by politicians or both. Not at all	The results produced by the collaboration are monitored either by public managers or by politicians or both. To a small extent	The results produced by the collaboration are monitored either by public managers or by politicians or both. To some extent	The results produced by the collaboration are monitored either by public managers or by politicians or both. To a great extent	The results produced by the collaboration are monitored either by public managers or by politicians or both. To a very great extent	The results produced by the collaboration are monitored either by public managers or by politicians or both. Don't know	The 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)	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 all	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) To a small extent	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) To some extent	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) To a great extent	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) To a very great extent	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) Don't know	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) 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	Efficiency has increased Not at all	Efficiency has increased To a small extent	Efficiency has increased To some extent	Efficiency has increased To a great extent	Efficiency has increased To a very great extent	Efficiency has increased Don't know	Efficiency 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.)	There have been upfront costs (such as: finding a partner, redundancies etc.) Not at all	There have been upfront costs (such as: finding a partner, redundancies etc.) To a small extent	There have been upfront costs (such as: finding a partner, redundancies etc.) To some extent	There have been upfront costs (such as: finding a partner, redundancies etc.) To a great extent	There have been upfront costs (such as: finding a partner, redundancies etc.) To a very great extent	There have been upfront costs (such as: finding a partner, redundancies etc.) Don't know	There 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.)	There have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) Not at all	There have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) To a small extent	There have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) To some extent	There have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) To a great extent	There have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) To a very great extent	There have been costs related to the maintenance of the collaboration (e.g. staff turnover, training etc.) Don't know	There 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	Service quality has improved Not at all	Service quality has improved To a small extent	Service quality has improved To some extent	Service quality has improved To a great extent	Service quality has improved To a very great extent	Service quality has improved Don't know	Service quality has improved NA
Policy effectiveness has improved	Policy effectiveness has improved Not at all	Policy effectiveness has improved To a small extent	Policy effectiveness has improved To some extent	Policy effectiveness has improved To a great extent	Policy effectiveness has improved To a very great extent	Policy effectiveness has improved Don't know	Policy 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	The service(s) provided are the ones that the final users need Not at all	The service(s) provided are the ones that the final users need To a small extent	The service(s) provided are the ones that the final users need To some extent	The service(s) provided are the ones that the final users need To a great extent	The service(s) provided are the ones that the final users need To a very great extent	The service(s) provided are the ones that the final users need Don't know	The 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	The service(s) are distributed according to the specific needs of the final users Not at all	The service(s) are distributed according to the specific needs of the final users To a small extent	The service(s) are distributed according to the specific needs of the final users To some extent	The service(s) are distributed according to the specific needs of the final users To a great extent	The service(s) are distributed according to the specific needs of the final users To a very great extent	The service(s) are distributed according to the specific needs of the final users Don't know	The service(s) are distributed according to the specific needs of the final users NA
The service(s) are fairly distributed to the final users	The service(s) are fairly distributed to the final users Not at all	The service(s) are fairly distributed to the final users To a small extent	The service(s) are fairly distributed to the final users To some extent	The service(s) are fairly distributed to the final users To a great extent	The service(s) are fairly distributed to the final users To a very great extent	The service(s) are fairly distributed to the final users Don't know	The 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	The allocation of resources between current expenditure and future investment is well balanced Not at all	The allocation of resources between current expenditure and future investment is well balanced To a small extent	The allocation of resources between current expenditure and future investment is well balanced To some extent	The allocation of resources between current expenditure and future investment is well balanced To a great extent	The allocation of resources between current expenditure and future investment is well balanced To a very great extent	The allocation of resources between current expenditure and future investment is well balanced Don't know	The 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

Comment