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Decentralized Basic Education 1: Management and Governance
DBE1 COLLABORATION WITH SEDIA PROJECT IN ACEH January 2011
This publication was produced for review by the United States
Agency for International Development
This report was prepared by Research Triangle Institute
International.
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More Effective Decentralized Education Management and
Governance
Contract 497-M-00-05-00029-00
Prepared for USAID/Indonesia
Prepared by RTI International 3040 Cornwallis Road Post Office
Box 12194 Research Triangle Park, NC 27709-2194
The author’s views expressed in this publication do not
necessarily reflect the views of the United States Agency for
International Development or the United States Government.
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Introduction Modification of RTI contract dated July 2009
required DBE1 to expand its scope of work to cover all districts in
Aceh through September 2010. A subsequent modification extended all
DBE1 activities including activities in Aceh through June 20101.
Further the July 2009 modification required DBE1 to begin and
complete as many as possible the following four DBE1 programs:
School Unit Cost BOSP), District Education Financial Analysis
(AKPK), District Strategic Plans (Renstra/SIPPK), and Governance
for Education. In mid-early 2009 USAID/DBE1 had learned that an
AusAID project called SEDIA would begin operations in Aceh not long
after DBE1 started and that initially SEDIA planned to conduct some
of the same activities tasked to DBE1. Early meetings between the
two donors resulted in agreements that SEDIA would not duplicate
DBE1 programs and that DBE1 would share information and support
SEDIA as much as possible. Further, it was agreed that during the
time DBE1 operates, SEDIA would focus on provincial level
interventions while DBE1 focuses on the district level. This
arrangement has worked extremely well throughout the period the two
projects have been operating. This excellent cooperation has
benefited both donors and more importantly the provincial and
district governments of Aceh. In mid 2010 as it appeared that DBE1
work would end in September 2010, a number of plans and meetings
were held between the two donors and project implementers to
prepare for a smooth transfer of DBE1 work to SEDIA. This was to
include transfer of materials, tools, products and staff to SEDIA
and related information to the provincial government. An agreement
to this effect was signed by USAID and AusAID in June 2010
(Attachment 1).
After beginning the discussion for the transfer of DBE1
activities to SEDIA, it became known that DBE1 would be extended
until June 2011. Thus, initial plans and tentative agreements
between the two implementers were reviewed and revised in October
2010. The tentative October 2010 agreements between DBE1 and SEDIA
are attached (Attachment 2) with edited notes of subsequent changes
to the agreements because in late 2010 it became known that there
was a possibility of another DBE1 extension until December 2011.
Both donors and project implementers have been able to fully adjust
to the several changes in project implementation described
above.
Background: the DBE 1-SEDIA collaboration Both the DBE 1 and the
SEDIA programs include design components for supporting improved
strategic planning in the districts of Aceh. SEDIA also
1 This report is intended to fulfil Deliverable 24 as stated in
the Modification for the period ending June 2011: “Report on
agreements made with the Sedia project in Aceh for collaboration on
district and provincial level management and governance including
explanation how DBE1 will maintain quality control throughout the
collaboration.”
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extends this support to the provincial government; and the
possible extension of DBE 1 through to December 2011 will also
include support for the province.
From the time of the entry of SEDIA into the Aceh there has been
shared planning between both AusAID and USAID, and between SEDIA
and DBE 1, to ensure complementarity and the best outcomes for the
province from the presence of the two teams working the same
field.
As of December 2010, DBE1 has completed School Unit Cost (BOSP),
District Education Financial Analysis (AKPK) and a district data
base (SIPPK) in all 23 districts of Aceh. And by the end of 2010
strategic plans (Renstra) were essentially completed in all but six
districts. DBE1 has also been developing a provincial database
comprised of the district databases in response to a request from
the provincial government. DBE1 has already used some analysis from
the database. Once the database is complete in early 2011, DBE1
will transfer it to the provincial government with the expectation
that SEDIA (perhaps as well as other projects) make use of it. DBE1
will use the database for its own analysis throughout 2011.
DBE1 has been sharing information as well as staff with SEDIA
since 2010. DBE1 staff have been—and will continue to be—active
members of various provincial level working groups. DBE1 will
continue to support development of a new provincial strategic plan
and provide technical support to SEDIA in implementing its district
level activities in 2011.
The following is a summary of collaboration between DBE1 and
SEDIA for 2011.
SEDIA DBE 1
At the district level
1 Development of Renstra in six districts of
Aceh (Aceh Tenggara, Gayo Lues,
Lhokseumawe, Pidie Jaya, Sabang,
Simeulue).
Technical Support
2 Annual planning (Renja) annual budgeting
(RKA) and annual reporting (LAKIP)
Technical support
3 Improved annual collection entry and
upload to PadatiWEB of school data
(Lember Individual)
Technical support
At the province level
4 Renstra Aceh review and development and
medium and long-term planning
documents
Technical support and active participation in
formal working groups
5 Analysis of education sector financing and
the development of a Renstra education
sector review
Technical support and active participation in
formal working groups
6 One cycle (2011-2012) of annual planning
(Renja) annual budgeting (RKA) and
annual reporting (LAKIP) in all districts
Technical support
7 Production of the annual Education
Progress Report by the Province
Technical support
8 Update BOSP in 18 districts Joint collaboration
9 Education policy inputs Develop provincial data base and
support
developing capacity of provincial staff
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SEDIA will use the methodologies and technologies developed by
the DBE 1 program in both Renstra and the annual planning
processes: BOSP, AKPK, Renstra methodology and SIPPK.
SEDIA will contract technical staff from DBE 1 for to ensure
quality and consistency of capacity building and without impairing
the capacity of DBE 1 to complete its district work during
2010.
DBE1 will assist SEDIA in implementing DBE1 methodologies and
materials as a form of quality assurance.DBE1 Aceh based staff will
support and monitor SEDIA implementation of DBE1 materials; and
staff from other provinces and DBE1 Jakarta will supplement Aceh
staff if needed.
DBE1 will training Service Providers and SEDIA will accommodate
them for on-the-job training where appropriate.
Publicising the collaboration between USAID/DBE1 and
AusAID/SEDIA USAID/DBE1 and AusAID/SEDIA held a joint workshop in
Aceh in January 2011 to highlight the collaboration between the two
projects and to present how the collaboration is expected to
proceed in 2011. DBE1’s presentation in the workshop is attached as
Attachment 3. A letter from the Governor of Aceh announcing the
event and a description of the event that accompanied the
Governor’s letter are attached (Attachment 4).
There are several reasons why it is important to publicise the
collaboration between DBE 1 and SEDIA at both the provincial and
district level at the start of 2011:
1. The achievement of Renstra in 17 districts and achievement of
BOSP, AKPK, and SIPPK in 23 districts through the support of DBE 1
needs to be celebrated and publicised.
2. There needs to be a formalised introduction of SEDIA to the
leadership of the districts to engage leadership commitment to the
SEDIA capacity building program in their district; and for the
development of policy and regulation in support of district Renstra
priorities.
3. The governments of the districts where SEDIA will continue
the Renstra work of DBE 1 need to know that there has been
agreement between AusAID and USAID for SEDIA to take this work
forward.
4. All districts need to know that the annual planning work of
SEDIA will consolidate the work undertaken by DBE 1, particularly
in the use of the analytical methodologies of the BOSP, AKPK and
SIPPK.
5. The collaboration of DBE 1 and SEDIA in supporting technical
policy work at the provincial level needs to be publicised,
particularly in the context of the harmonisation of donor support
during 2011 for the development of an education sector assessment
and the preparation of Renstra Aceh 2013-17.
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ATTACHMENT 1
USAID/AUSAID CORREPONDENCE JUNE 2010
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ATTACHMENT 2
SEDIA Agreements with DBE 1 team DBE 1 Jakarta 1 October
2010
The Discussion SEDIA presented its revised approach to
supporting the improvement of strategic
planning and budgeting in the Aceh districts. The revision is
based on discussions
with DBE 1 during September about the best way of undertaking
the Renstra in the
six districts where the process has not yet begun, while at the
same time resourcing
the capacity building program in annual planning, budgeting and
reporting.
SEDIA’s approach has consequently been revised to accommodate
two programs.
Program 1 is the annual planning, budgeting and reporting in the
18 districts that will
all be complete by November 2010; and Program 2 is Renstra
development in six
districts (Sabang Pidie Jaya, Lhokseumawe, Gayo Lues, Aceh
Tenggara, Simuelue)
A detailed Workplan through to mid 2012 was presented, showing
the scheduling and
for the five different components of Program 1 in the 18
completed districts; the
scheduling of Program 2 for the six districts in Program 2;
followed by Program 1 for
these districts which will take place after the Renstra
activities there are completed.
Staggered starts will allow for the completion of the full
annual planning program in
all districts by mid-2012.
The agreements This proposal was supported by the DBE 1 team.
The implications were discussed
and agreements reached on advisor needs of both SEDIA and DBE 1,
as follows:
1. That Joni Chandra, whose contract with SEDIA begins in
October will
assist DBE 1 in the completion of the Renstra in 5 districts,
intended to be completed by the end of November. The SEDIA team
leader will work with the DBE 1 provincial coordinator to determine
the time slots needed
2. The DBE 1 team will make Pak Rimba available to assist in
the
development of the Aceh Education Sector Financing Plan. The
SEDIA team leader and Fachrizal will work with the DBE 1 provincial
coordinator to determine the time slots needed.
3. DBE 1’s need for Pak Muhib will finish at the end of
November. SEDIA will
present a case to the Managing Group and to AusAID for the hire
of Pak Muhib after November 2010 to assist with the work of the
Renstra and also to provide the additional support required for the
development of the education sector assessment in 2011 in
preparation for the development of the RPJM and the next Renstra.
(NOTE: SEDIA hired Pak Muhib as a consultant for the month of
December 2011; in January 2011 he joined DBE1 under an RTI
contract.)
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4. SEDIA requires the appointment of an additional District
Coordinator. Two names are under consideration: Rusnaini and
Jazuli. Rusnaini will be available from November and Pak Jazuli
will be released by DBE 1 if SEDIA needs him. A selection process
will be required to chose between the two candidates. (NOTE: Pak
Jazuli signed on with SEDIA while Ibu Rusnaini will stay on with
DBE1.)
5. SEDIA requires the appointment of four assistant district
coordinators.
SEDIA has started collecting CVs from DBE 1 personnel who have
previously held the position of Assistant District Coordinator. The
DBE 1 team recommended the selection of Ibu Uli for one of these
positions because of her excellent management skills. (NOTE: Ibu
Uli formerly administrative assistant for DBE1 Aceh team based in
Medan has signed on with SEDIA as an Assistant District
Coordinator.)
6. Both teams felt the need for the joint announcement of their
collaboration
both at the provincial level and in the districts. Those
districts particularly whose Renstra have not been commenced need
to be informed of the joint plan and schedule. It was agreed that
DBE 1 will participate in a meeting with the Managing Group in the
week beginning 20 Oct to start the process of publicising the
collaboration between SEDIA and DBE 1 in the districts.
7. DBE 1 will make its advisors both local and national
available to the TK-
PPA Working groups and participate on a regular basis in these
groups and in the sector financing plan and sector assessment.
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ATTACHMENT 3
DBE1 PRESENTATION JANUARY 2011 WORKSHOP
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ATTACHMENT 4
DOCUMENTS ANNOUNCING JANUARY 2011 WORKSHOP