Sustainable Higher Education Research Alliances (SHERA)

Sustainable Higher Education Research Alliances (SHERA) Program Performance Report

Quarter 2 FY 2018 (January – March 2018)

Cooperative Agreement No: AID-497-A-16-00004

Prepared for:

Jalu Cahyanto, AOR

Peter Cronin, Director

Education Office, USAID/Indonesia

Prepared by:

Institute of International Education (IIE)

April 2018

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Table of Contents

List of Acronyms and Abbreviations ...................................................................................... 1

Executive Summary ................................................................................................................. 2

I. SHERA University Partnerships/Centers for Collaborative Research ........................ 3

1.1 CCR Quarterly Meetings .......................................................................................... 3

1.2 CCR Lead Direct Mentoring and Other Support ................................................... 5

1.3 USAID Mission Director Visit to CDSR - UGM ...................................................... 7

1.4 CCR Activities – Key Highlights during the Reporting Period .............................. 7

II. Monitoring Evaluation and Learning (MEL) ............................................................... 9

2.1 CCR Baseline Study ................................................................................................... 9

2.2 CCR Needs Assessment .......................................................................................... 10

2.3 Management Information System (MIS) ............................................................... 10

III. Other Program Activities that Contributed to SHERA’s Achievements .............. 10

3.1 Stakeholder Engagement ....................................................................................... 10

a. Government of Indonesia .............................................................................................................. 10

b. Private Sector ..................................................................................................................................... 11

IV. Operations ................................................................................................................... 12

4.1 SHERA Website ...................................................................................................... 12

4.2 Home Office Travel ................................................................................................. 12

a. USAID Programs Lead ................................................................................................................... 12

b. Institutional Development Chief ............................................................................................... 12

V. Challenges .................................................................................................................... 12

5.1 Monitoring, Evaluation, and Learning ................................................................... 12

5.2 IIE’s Payment Advance and Financial Reporting Review Process ...................... 13

5.3 CCR’s Operational and Program Capacity ........................................................... 14

VI. Activities Anticipated for Next Quarter (April - June 2018) .................................. 16

6.1 SHERA Talk Show on Women in Science ............................................................ 16

6.2 CCR Direct Mentoring ............................................................................................ 16

6.3 Stakeholder Engagement ....................................................................................... 16

6.5 Operations ................................................................................................................ 17

Annex 1: Status of CCR Lead: Affiliate Agreements .......................................................... 18

Annex II: SHERA Quarterly Activity Record ...................................................................... 19

Annex III: CCR Quarterly Activity Record .......................................................................... 21

Annex IV: SHERA Quarterly Meeting Agendas .................................................................. 29

Annex V: SHERA’s Quarterly Progress in Work-based Structure ................................... 39

List of Acronyms and Abbreviations

ANBIOCORE

AOR

AMCHAM

ASEAN

CCR

CCR ARI

CDSR

DIPI

GDA

Animal Biotechnology and Coral Reef Fisheries

Agreement Officer Representative

American Chamber of Commerce

Association of Southeast Asian Nations

Center for Collaborative Research

CCR for Acute Respiratory Infections

Center for the Development of a Sustainable Region

Dana Ilmu Pengetahuan Indonesia/Indonesian Science Fund

Global Development Alliance

GOI

HEI

Government of Indonesia

Higher Education Institution

IIE Institute of International Education

IPB

IRFF

ITB

ITS

KEMRISTEKDIKTI

LRT

MIS

Institut Pertanian Bogor/Bogor Agricultural University

Indonesia Research Fund Forum

Institut Teknologi Bandung/Bandung Institute of Technology

Institut Teknologi Surabaya/Surabaya Institute of Technology

Ministry of Technology, Research, and Higher Education

Light Rail Transit

Management Information System

MEL

MSU

NCSTT

NICRA

NOFO

PIRS

PSE

RESS

SHERA

Monitoring, Evaluation, and Learning

Mississippi State University

National Center for Sustainable Transportation Technology

Negotiated Indirect Cost Rate

Notice of Funding Opportunity

Performance Indicators Review Sheets

Pusat Studi Energi/Center for Energy Studies

Rechargeable Energy Storage System

Sustainable Higher Education Research Alliances

SMART CITY

SSU

Scientific Modeling, Application, Research, and Training for City-centered

Innovation and Technology

Savannah State University

TOD

UBB

UCB

UF

UGM

UI

UIUC

UNAIR

UNDANA

UNDIP

UNG

UNIBRAW

UNIPA

UNLAM

UNPAD

UNPATTI

UNRAM

URI

UNS

Transit-oriented Development

Universitas Bangka Belitung/University of Bangka Belitung

University of Colorado, Boulder

University of Florida

Universitas Gadjah Mada/Gadjah Mada University

Universitas Indonesia/University of Indonesia

University of Illinois, Urbana-Champaign

Universitas Airlangga/Airlangga University

Universitas Nusa Cendana/University of Nusa Cendana

Universitas Diponegoro/Diponegoro University

Universitas Negeri Gorontalo/University of Negeri Gorontalo

Universitas Brawijaya/University of Brawijaya

Universitas Papua/University of Papua

Universitas Lambung Mangkurat/University of Lambung Mangkurat

Universitas Padjadjaran/Padjadjaran University

Universitas Pattimura/University of Pattimura

Universitas Mataram/University of Mataram

University of Rhode Island

Universitas Sebelas Maret/Sebelas Maret University

USAID

USG

WBS

United States Agency for International Development

United States Government

Work-based Structure

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Executive Summary

From January 1 – March 31, 2018, the Institute of International Education (IIE) completed activities

and milestones necessary to implement the Sustainable Higher Education Research Alliances (SHERA)

program (Cooperative Agreement AID-497-A-16-00004). SHERA aims to foster linkages between

Indonesian higher education institutions (HEI) and U.S-based universities, and across diverse

Indonesian universities to enhance the research capacity of Indonesian HEIs in science, technology,

and innovation (ST&I), improve the enabling environment for quality research, and promote access to

research and professional development opportunities for women. By establishing Centers for

Collaborative Research (CCRs) within top Indonesian universities, SHERA, in collaboration with the

Indonesian Ministry of Research, Technology, and Higher Education (Kemristekdikit), bring together

Indonesian and U.S. scholars to conduct world-class research within priority research areas.

During the reporting period, SHERA held its first two in a series of quarterly meetings with CCR lead

representatives, stakeholders from the Government of Indonesia (GOI) and officials from the United

States Agency for International Development (USAID) to share successes, discuss technical challenges

and administrative barriers in partnership implementation, and conduct quarterly activity and budget

planning. SHERA held the first meeting from January 15-17 in Bandung, hosted by Universitas

Padjadjaran (UNPAD). This meeting focused on setting norms and expectations for the quarterly

meetings and working with the CCR leads in planning for the quarter. The second meeting was held

at Universitas Indonesia (UI) in Depok from March 26-28. Along with regular wor kplanning, the

SHERA field team and IIE home office staff provided targeted capacity building on agreement

negotiation and execution between CCR leads and their U.S. and Indonesian affiliate partners.

Over the quarter, CCR leads continued to experience challenges in accessing SHERA funds, primarily

due to a lack of processes and efficient systems for transferring funds internally and their inexperience

managing U.S. government (USG) funds. SHERA spent significant time addressing these challenges by

conducting direct mentoring sessions to all CCR leads; working with Kemristekdikti and CCR

institutional leadership to document primary challenges and identify solutions; and finalizing a needs

assessment to determine the CCRs’ immediate needs for capacity building to assist them in meeting

their target results and, in turn, supporting SHERA in achieving its objectives. SHERA’s advocacy at

the institutional-level resulted in several CCRs gaining autonomy and quick access to their funds. In

addition, the targeted technical assistance supported most CCRs to execute subagreements with their

Indonesian affiliate partners and/or finalize negotiations with their U.S. affiliate partners.

Other highlights from the quarter included SHERA holding strategic meetings to discuss its private

sector engagement strategy which will foster long-term relationship-building between the CCRs and

relevant private sector entities. Of note, IIE leadership team members, including the Chief of

Institutional Development and the Lead of USAID Programs, visited Indonesia and held meetings with

relevant stakeholders, including officials from USAID’s Global Development Alliance (GDA) and the

Kemristekdikti’s International Partnerships team, to discuss leveraging IIE’s experience in public/private

partnership development to support SHERA’s private sector engagement strategy.

In the upcoming quarter, SHERA looks forward to working with CCR leads to execute their remaining

U.S. and Indonesian partners’ subagreements. In addition, to continue promoting private sector

engagement, IIE will hire a local technical expert to finalize the program’s strategy and drive

relationships between the CCRs and potential private sector partners. A U.S. team member will

complement these efforts by coordinating and promoting the strategy within IIE and among CCRs’

U.S. affiliate partners. Lastly, in celebration of Hari Kartini (National Women’s Day), SHERA will host

a talk show on April 24 titled “Indonesia’s Women in Technology and Science,” and invite notable

female scientists to share their career path stories and discuss the important role of women within

the technical fields.

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I. SHERA University Partnerships/Centers for Collaborative Research

1.1 CCR Quarterly Meetings

Starting in Year 2, SHERA committed to organizing quarterly gatherings for all CCR lead

representatives to report on progress, successes, challenges, and solutions over the last quarter and

conduct planning for the upcoming quarter. In addition, CCRs have faced various programmatic,

managerial, and operations-related challenges since launch, and SHERA has conducted meetings with

USAID, CCR leads and Kemristekdikti to identify the underlying barriers to progress. Through these

meetings, SHERA determined that the primary challenge is the CCR leads’ lack of experience and

knowledge managing USG funds. These quarterly meetings are an opportunity to evaluate the progress

in addressing these challenges and for SHERA to provide targeted capacity building.

SHERA’s first quarterly meeting took place at Universitas Padjadjaran (UNPAD), which hosts the CCR

for Acute Respiratory Infections (CCR ARI), at the Faculty of Medicine’s Hasan Sadikin building in

Bandung from January 15 – 17. The meeting included a review of each CCR lead’s work plan and

budget, achievements and challenges in meeting key targets, lessons learned, and targeted work

planning and budgeting for the quarter. See a detailed agenda in Annex IV. Along with the SHERA

team and CCR lead representatives, Kemristekdikti and USAID officials also attended this inaugural

meeting and provided important insight. Having all key stakeholders in one place was critical in moving

several challenges forward.

The primary outcomes from the meeting include the following:

Each CCR lead used a work-based systems (WBS) project management tool to develop a work

plan for the quarter. This tool enabled them to outline activities by week and connect them to

program indicators. Both SHERA and the CCRs used this tool over the quarter to monitor

progress, as well as link activities to outcomes and spending. See an example using SHERA’s

progress during this quarter using a WBS approach in Annex V.

Based on the detailed work plans, the CCR leads designed an associated budget. Individual CCRs

will shared this with their finance departments within the rectorate to ensure compliance with

their financial management systems, which will, in turn, facilitate a quicker review process when

the request funds internally.

Each CCR lead shared - and at the same time learned from - their counterparts, not only in

managing the various research and capacity building program components, but also in managing

internal campus finance and procurement policies and processes.

SHERA documented the primary learnings and successes from the meeting below:

Technical Progress:

The academic calendars in Indonesia and the U.S. are not aligned and, therefore, some of the

activities the CCR leads listed in Year 1 must shift to Year 2.

A lack of internal communications within many of the CCR leads caused various teams, namely

program management; monitoring, evaluation, and learning (MEL); and finance, to receive program

information late or not at all, which impacted the CCR’s performance monitoring and operations.

To address this, the SHERA team spent time during the meeting discussing productive

communication flows.

Across CCRs, the SHERA team sees an inconsistency in target setting. While some CCRs are

overly ambitious, others are conservative to the detriment of the program. To address this,

SHERA used the meeting as an opportunity to share best practices around target setting. As a

result, SHERA’s CCR focused on Urban Planning and Development, Scientific Modeling,

Application, Research, and Training for City-centered Innovation and Technology (SMART CITY),

led by Universitas Indonesia (UI), which was too ambitious, reduced its targets to include

increasingly realistic numbers. Conversely, SMART CITY and the Center for the Development of

a Sustainable Region (CDSR), SHERA’s CCR focused on the Environment, Energy, and Maritime

Sciences, led by Universitas Gadjah Mada (UGM), shared their approach, which includes

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broadening their research focus to achieve greater targets. This was an important lesson for CCR

ARI, who will use this information in the upcoming quarter to increase partnerships with other

faculties and conduct complementary research on respiratory infections.

Financial Administration:

CCR leads questioned SHERA’s review and approval process for their advance requests, as they

believe it takes exceedingly long to receive final approval. The field team shared their commitment

to identify areas for increased efficiency and, has since, created a tracking table to identify

bottlenecks in the process and possible solutions. SHERA also acknowledged that this delay has

to do with the many rounds of back and forth when reviewing the CCRs leads’ submission request,

due to their lack of experience managing large and complex USG subawards. The SHERA team

continued to work with the CCR leads over the quarter to build their capacity

CCR leads expressed concern with their own internal challenges for accessing funds, which can

take up to 28 days. The SHERA team and CCR leads discussed how to approach this challenge

and SHERA will continue to advocate for institutional policy and process changes at the leads’

universities and with the GOI.

CCR leads expressed frustration in SHERA’s alterations to its reporting processes. The field team

committed to working with the home office to find increased areas of efficiency, however

explained that these changes are created in reaction to feedback from the CCRs, based on their

internal challenges and lack of experience and capacity managing complex USG awards.

Monitoring, Evaluation and Learning:

Among the CCR leads, a general confusion remains in how to connect their work plans with

SHERA’s results framework and the performance indicators, as well as how their activities

contribute to the program outcomes. While the introduction of the WBS project management

tool will be helpful for the CCRs to gain more clarity on this topic, SHERA noted the need for

follow-up one-on-one meetings over the quarter and beyond.

Last quarter, USAID established a new indicator to track gender mainstreaming within the

program. During the meeting, USAID shared more information about this indicator and led a

discussion on how the CCRs can contribute to this indicator through their planned activities.

Based on the above learnings, SHERA delivered targeted direct mentoring to individual CCR leads

over the course of the quarter, as mentioned in Section 1.2 below.

SHERA held a second meeting at the end of the quarter, from March 26-28 at Universitas Indonesia

(UI) in Depok. Along with discussing successes, challenges and achievements to-date, the agenda also

included targeted training on SHERA’s Key Performance Indicators (KPI), benchmarking, and

subagreement negotiating, execution and monitoring. See the full meeting agenda in Annex IV.

IIE’s Grants and Contracts (G&C) USAID Portfolio Manager, Elton Talka, traveled to Indonesia from

Washington D.C. to attend the meeting and lead a series of trainings for the CCR leads on the funding

mechanism options to use with their second-tier recipients (CCR affiliate members), execution and

implementation of the agreements with U.S. and Indonesian universities, and the purpose of and

negotiation process for indirect rates with U.S. institutions. He shared targeted tools with the CCR

leads, which included shell agreements for fixed amount and cost-reimbursable awards and samples of

milestones and associated payment schedules for fixed amount awards. In addition, the SHERA team

and G&C representative had one-on-one meetings with each CCR lead to discuss the status of the

subagreements with their affiliate members, determine the best funding mechanism for each affiliate

and respond to any questions or perceived barriers to moving these agreements forward.

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Results from the meeting included several CCR leads

determining that they should use fixed amount

awards with their Indonesian and/or U.S. affiliate

members. All leads were able to commit to a

deadline for executing these agreements given their

increased understanding of the expectations,

requirements, and process. For example, prior to the

meeting, UI was at a standstill with several of its U.S.

partners over their negotiated indirect cost rate

(NICRA). By the end of the meeting, they had a clear

understanding of the need to accept these rates,

which will move the agreement execution process

forward. In addition, Institute Pertanian Bogor (IPB),

lead partner of SHERA’s consortium within the

research focus area of Food Security and Self-

Sufficiency, called Animal Biotechnology and Coral Reef Fisheries (ANBIOCORE), had chosen a

funding instrument for its affiliates that made identifying a viable payment structure difficult. Following

their one-on-one meeting, IPB had determined that fixed amount awards would be the best fit for all

affiliates and agreed to make the necessary changes to their current drafts to move these forward. See

an overview of the agreed upon edits or complete changes to the funding mechanism per each CCR

lead as of March 28 in Annex 1.

Moving forward, SHERA’s quarterly meetings will occur prior to the start of the quarter in review, to

provide the needed time for work planning and budgeting, discuss upcoming activities or anticipated

barriers, and plan for any capacity building needed to address the estimated challenges.

1.2 CCR Lead Direct Mentoring and Other Support

During this reporting period, SHERA conducted direct mentoring for four CCR leads: National Center

for Sustainable Transportation Technology (NCSTT) at Institute Teknologi Bandung (ITB) in Bandung

on January 18, CCR ARI at UNPAD in Bandung on January 19, CDSR at UGM in Yogyakarta on

February 5, and ANBIOCORE at IPB on March 1. The topics in each session included review of the

CCR leads’ WBS plan, and a discussion of the project’s reporting templates, quality benchmarking,

indicator tracking, and each CCR’s organizational structure and communications flows. The objectives

of these sessions included:

Ensure all CCRs have the tools and understanding to conduct accurate and routine data

collection, and report all data as necessary per their subagreements;

Finalize each CCR’s WBS plan;

Review all CCR’s quality benchmarks and share best practices; and

Increase CCR MEL team members’ technical capacity.

These sessions were learning opportunities both for the CCRs, as well as the SHERA team, as SHERA’s

MEL team learned the complexities of each CCR’s research process and the unique design of their

management structures and processes necessary to conduct their research activities. The SHERA team

was able to use their increase knowledge to support each CCR in developing a contextualized data

collection and reporting process to best monitor their CCR’s activities. The findings from each

meeting include the following:

Table 1. Direct Mentoring Findings

NCSTT

After meeting with NCSTT, the SHERA team discovered that several activities

had been counted under inappropriate indicators. Given this information, the

SHERA team worked with the CCR to determine which outcome or output

can best capture their primary activities and, in turn, achievements.

SHERA Grant team during a direct mentoring session on

managing U.S. university finance report with CCR ARI.

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Manually tracking CCR scholars’ research products and citations is an arduous

task and can lead to inaccurate numbers. NCSTT will develop its own

Management Information System (MIS) system to track their research outputs

and scholars’ H-index score, a measurement of the productivity and citation

impact of a scholar’s publication, with increased efficiency and effectiveness.

CCR ARI

CCR ARI experienced a delay in implementing their planned activities over the

quarter. Once the SHERA team conducted the mentoring sessions, they

discovered the delay primarily had to do with a lack of communication between

CCR management and the researchers. To address this challenge, CCR ARI

agreed to hire field doctors to liaise between the researchers and CCR staff,

finalize research design, and support the data collection process. They are

currently hiring for these positions.

CDSR

Compared to other CCRs, the SHERA team believes that CDSR has applied

some important lessons learned into their MEL system. Specifically, CDSR has

revised the data they input into SHERA’s templates to accurately capture

successes.

Additionally, they provided the useful feedback to the SHERA team that the

research activities should be captured in a format other than SHERA’s activity

report. CDSR recommended a researcher log book to track progress and

achievements, which will be compiled and completed by the team led. SHERA

plans to institute this log book across all CCRs.

ANBIOCORE

ANBIOCORE has two distinct research clusters, cattle breeding and coral

reef fisheries. Each has its own management structure and, during this quarter,

SHERA noticed that the coral reef fisheries cluster had clear process flows,

while the cattle breeding cluster’s were not yet defined. SHERA emphasized

the need to work together under the leadership of their CCR Director to

ensure an alignment in flows and accuracy of data recording and reporting. ANBIOCORE held a virtual training on manuscript and proposal writing and

research reporting for Indonesian scholars. The CCR came away with some

helpful lessons learned that could benefit other CCRs, which included the of

enabling trainees to present research results and posters virtually during the

training. Attendees commented that they will incorporate the feedback

received and use these as prototypes of materials for conferences.

Along with the direct mentoring sessions, SHERA also led a training for all CCRs MEL team

members one day prior to the quarterly meeting in Depok, focused on building the capacity of these

individuals and assisting the CCRs in troubleshooting MEL-related technical issues. It also provided a

platform for sharing and learning from one another.

The primary takeaways for SHERA from this session include the following:

MEL-focused trainings should be conducted twice a year, for two days at a minimum. These

should only be daytime sessions, as opposed to holding any part in the evening.

The CCRs’ MEL teams require a training on capturing program impact through success

stories.

SHERA should create a MEL Guidelines document to ensure alignment in understanding of

the program’s MEL processes across all CCRs.

Lastly, during this quarter, the SHERA team worked closely with CCRs’ MEL Specialists on data

recording and reporting using SHERA’s reporting templates (see form names in Table 2). SHERA

requires CCRs to submit the completed forms monthly to document activities and report on related

data, which is then shared through a narrative quarterly technical report. After reviewing the most

recent reports, SHERA noticed that several activities could be considered “cross-cutting” and,

therefore, the CCRs struggled with how to report this data using SHERA’s performance indicators.

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As mentioned above, during the direct mentoring sessions the SHERA team identified a lack of capacity

among the CCR MEL Specialists in using the data to track, store and report on performance indicators.

SHERA has developed a tracking form, meant to integrate with each CCR’s MEL plan, to analyze actual

achievements against targeted achievements. This will also be a helpful resource to illustrate areas in

which CCR management and SHERA can support the CCR to accelerate program performance. As

a product of the direct mentoring sessions and trainings, SHERA updated the type of information

collected and created several new forms to capture this data, as outlined below:

Table 2. CCR Monthly Report Forms

Type of Data Collected Monitoring Tool

Non-research Activities Activity Report form

Research Activities Research Log Book

Mentorship Activities Mentorship / Exchange Log Book

Scholars’ Exchanges Mentorship / Exchange Log Book

Beneficiaries Beneficiaries Tracking form

Program Indicators KPI Tracking form

1.3 USAID Mission Director Visit to CDSR - UGM

USAID/Indonesia Mission Director, Ryan Washburn,

visited CDSR, hosted at the Center for Energy Studies

(Pusat Studi Energi, PSE) at UGM in Yogyakarta on

February 12. His agenda included visiting the CDSR office;

meeting the CCR leadership and managers and listening to

a presentation from the CDSR Program Director on

CDSR’s research, program implementation and

challenges; and touring CDSR’s control room for

monitoring their photo-voltaic inverter and UGM’s

Biology Laboratory to see the development of micro-

algae, nurtured with enzymes until harvested to produce

soaps, spirulina tablets, and bio-diesel.

1.4 CCR Activities – Key Highlights during the Reporting Period This section provides general highlights of the CCRs’ activities during the reporting period See Annex

III for additional details.

CDSR

The Center for Development for a Sustainable Region (CDSR), led by UGM, conducted several short-

courses for its scholars and researchers, such as Research Methodologies and Network Development

and Biorefinery & Microalgae; led research activities; and sent scholars to participate in international

conferences, such as the International Conference on Energy and Environmental Science (ICEES) in

Malaysia. Of note, CDSR started preparations to develop a micro-algae biorefinery and hybrid energy

system in Semujur island, where they will base a significant portion of their field research. Overall, the

CCR reached 542 individuals through its various activities this quarter, 47% of which were women.

To further scale up the CCR’s impact, CDSR started negotiations with Institut Teknologi Sepuluh

Nopember (ITS), to formalize a Memorandum of Understanding (MoU) and Agreement that will enable

researchers from their institution to participate in CCR activities.

ANBIOCORE

Animal Biotechnology and Coral Reef Fisheries (ANBIOCORE), led by IPB, spent this quarter

preparing their affiliate members to participate as consortium partners by holding one-on-one

meetings to discuss their unique roles and responsibilities. In addition, ANBIOCORE led various

Director Washburn reviewing CDSR’s work plan

at the CCR’s office space.

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trainings on topics such as Scientific Communications and Proposal Writing and Research

Methodologies, led by representatives from IPB and the U.S. affiliate partners. Specifically, three

scholars from University of Rhode Island (URI) and one from Mississippi State University (MSU) led

trainings that 199 researchers and scholars attended. Of those in attendance, 50% were women.

Of highlight, the marine fisheries research cluster led a data collection activity in the Raja Ampat region

of Papua to investigate the impact of fishing and different management strategies on biodiversity and

identify the key components of the food web supporting species of coral reef fisheries in the region.

NCSTT

During the quarter, National Center for Transportation Technology (NCSTT), led by ITB, conducted

a workshop, called Scientific Writing and Journal Submission, at affiliate partner Universitas Lambung

Mangkurat (UNLAM) in South Kalimantan, in which 50% of the total attendees (37) were women. In

addition, the NCSTT-ITB Director and Program Manager traveled to the U.S. to meet with affiliate

partner Massachusetts Institute of Technology (MIT) to discuss their research methods and plan for

the upcoming travel of Indonesian scholars to MIT for professional development training.

NCSTT has broken up its research activities into various themes, called clusters, and each of the

clusters held unique activities over the quarter. The battery cluster held meetings with potential

private sector partner PT Karoseri Nusantara Gemilang in the Central Java city of Kudus to discuss a

partnership to develop the body for the CCR’s electric bus. The rechargeable energy storage system

(RESS) cluster meet with PT Inka in Madian to discuss their electric vehicle technology. The transit-

oriented development (TOD) cluster explored the design and development of an impact energy

absorber for use by electric vehicles during a collision. Lastly, the transportation safety cluster focused

on key railway infrastructure components as a part of the CCR’s light rail transit (LRT) research,

including crashworthiness and creating a health monitoring system.

NCSTT participates annually in the International Conference on Electric Vehicular Technology

(ICEVT) and Annual Applied Science and Engineering Conference (AASEC), which it anticipates using

as an opportunity this year to increase their CCR’s achievement in academic publications. In

preparation for these conferences, this quarter, the e-trike development and RESS clusters

contributed to this indicator through 10 proceedings.

CCR ARI

Center for Collaborative Research for Acute Respiratory Infections (CCR ARI), led by UNPAD,

conducted trainings over the quarter in Clinical Epidemiology, Disease Burden Protocol, and Data

Collection in Bandung. Of those in attendance (113), 61% were women.

CCR ARI worked closely with its U.S. affiliate, University of Colorado, Denver (UCD), on instrument

validation, and developing protocols and standards of procedure in conducting field research. They

also conducted several tests of their data collection app’s, REDCap, installation, and programming;

procured and delivered medical supplies to its partner hospitals; revised their research flow; and

conducted additional field doctor recruitment at affiliate sites.

To move their mentorship program forward, CCR ARI began the process of matching first-tier

mentors with second-tier Indonesian mentees. They disaggregated data on both parties’ education and

research interests and are now analyzing the data to assign second-tier mentees with a mentor for

technical capacity building.

SMART CITY

Over the quarter, Scientific Modeling, Application, Research, and Training for City-centered

Innovation and Technology (SMART CITY), led by UI, conducted trainings on research methods and

academic writing to support researchers from partner universities in submitting research proposals

for funding. Of the total individuals trained (68), 50% were women.

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In March, SMART CITY commenced its selection process for research proposal funding. SMART CITY

had publicized the opportunity internally over the past several months using printed material within

UI. They publicized the opportunity to their affiliate partners by posting the solicitation material on

their website. This opportunity will provide research funding for one-year. SMART CITY received 28

proposals, 23 of which passed administrative screening and were invited to present their proposals on

March 27 at UI. The selection committee was comprised of technical experts, and each proposal and

presentation was assessed using pre-designed criteria. The winners will be announced in April 2018.

II. Monitoring Evaluation and Learning (MEL)

2.1 CCR Baseline Study

On March 8, SHERA’s MEL team presented the key findings and recommendations from the CCR

Baseline Study, which commenced in April 2017 with the purpose of understanding the current

conditions within the project’s CCRs, including the level of capacity for collaborative research and

past and current experience with public and private partnerships, as well as the CCR’s overall

experience, resources, and activities as they relate to SHERA’s results framework. Understanding

these issues is critical to identify the level of support and capacity building the CCRs need to ensure

their success in implementing activities per their approved work plans and supporting SHERA in

achieving its objectives during the program period.

SHERA’s Baseline Study was an iterative process, in which the SHERA team first shared its initial

analysis of the data during kick-off meetings with individual CCR leads from July-September 2017.

After clarifying questions from the CCRs, each provided feedback, comments and adjusted their

responses as necessary. The needed revisions were primarily due to different perceptions of some

questions, including the level within each institution that should be represented in a response (either

institution or faculty-level, depending on the location of the CCR within the institution). SHERA then

analyzed and re-coded the newly revised data, which was completed in November 2017. The primary

findings and recommendations include the following:

Partnerships – Few participating HEIs have experience with institutional partnerships and even fewer

have partnership experience with their international counterparts (U.S. or Indonesian HEIs).

The findings in this section resulted in a recommendation that CCRs focus on first determining a clear

business process among partners to define accountability. SHERA will support the CCRs with these

efforts as needed.

Collaborative Research – Some institutions have prior experience with research collaboration,

however at the individual-level (researcher to researcher), as opposed to the institutional-level.

To address the challenges that the CCR members will experience in moving from research

collaboration at the individual to institutional-level, SHERA recommends taking a learning process

approach to these partnerships, in which SHERA provides hands-on and targeted support to address

each CCRs’ challenges related to institutional relationships.

SHERA’s Results Framework – SHERA’s baseline analysis of this section was inconclusive as the

data was often unavailable or did not exist.

The findings from the baseline study resulted in a recommendation from SHERA that some indicators

should be redefined based on the available systems at the CCRs. Another recommendation from

SHERA is for each CCR to revisit their target numbers for some indicators in SHERA’s results

framework. SHERA experienced a delay in producing the recommendations due to the CCR’s own

delay in aligning their work plans within the project’s monitoring and evaluation (M&E) framework.

SHERA has diligently worked with each CCR on their work plan and targets per performance

10

indicator, which is critical to achieving the intended outcomes. At the end of the process, SHERA

believes that the targets proposed by the CCRs were overly ambitious in some areas, and SHERA

continues to work with them to identify increasingly realistic targets. Based on these findings, SHERA

recommends intensive mentoring on SHERA’s M&E systems and targeted support to develop their

own internal systems. To address this, SHERA has determined the need for a two-day training bi-

annually with all CCR lead MEL representatives.

The presentation to USAID included the USAID MEL team, SHERA’s Agreement Officer

Representative (AOR), Education Office Director, and Education Specialist, and presenters included

SHERA’s MEL Specialist, MEL Consultant, and Program Director. A constructive conversation

proceeded the presentation, which focused on how best to document the data analysis visually. To do

this, the U.S. partners’ results will be analyzed separating and shared again with the Mission.

2.2 CCR Needs Assessment

As reported last quarter, the SHERA team conducted an online needs assessment to identify those

areas where immediate capacity building is needed to ensure success. SHERA committed to receiving

thoughtful responses from all CCRs to ensure that it provides the most relevant and targeted short

and near-term support. For this reason, when some of the CCRs weren’t able to respond by the initial

deadline, SHERA provided an extension. While this delayed the analysis into this quarter, it proved

successful in identifying the greatest capacity building needs and areas of confusion among all CCRs,

which SHERA then addressed through the dissemination of tools and customized training during the

quarterly meeting in Depok. Analysis of the data from the needs assessment indicated the following:

CCRs were unclear of the primary administrative differences between Indonesian HEIs and

those of their U.S. affiliates. Knowing this greatly assisted the SHERA team in understanding

the CCR leads’ delay in either moving forward with execution of the subagreements or

processing invoices with their U.S. affiliates. With this knowledge, the SHERA team

immediately began working with IIE’s G&C department to compile tools and trainings to share

during the quarterly meeting.

CCRs lacked confidence in how to handle shifting allocations within line items of their budget.

Since all CCR leads’ budgets include solely direct costs, there is no regulation that limits the

amount that can be shifted between budget line, assuming no significant change in scope or

LOE for key personnel. For this reason, the SHERA team spent time during the quarterly

meeting sharing this information with all CCRs during group and one-on-one sessions.

CCRs emphasized the need to develop a Management and Information System (MIS) to

streamline the data collection, recording and reporting process and, ultimately, increase the

CCRs’ ability to monitor performance and report on achievements. See Section 2.3 below for

SHERA’s plan to develop an MIS.

2.3 Management Information System (MIS)

As described in Section 1.2 above, the SHERA team spent significant time reviewing and revising the

indicator tracking tools to best capture achievements given the CCRs’ unique structure and research

design. The SHERA team customized the template revisions towards capturing the data that will be

entered into the program MIS. Through the CCR Needs Assessment, the SHERA team fully

understands the need for the person who develops the MIS to be aware of the nuanced differences

and complexities of the CCRs. For this reason, in the upcoming quarter it plans to recruit and hire a

MEL Assistant, as opposed to a consultant, to create and begin implementation of the program’s MIS.

III. Other Program Activities that Contributed to SHERA’s Achievements

3.1 Stakeholder Engagement

a. Government of Indonesia

Through the end of the GOI’s fiscal year (December 2017), SHERA participated in monthly meetings

for a World Bank-funded program that gathered international donors working within the higher

11

education sector in Indonesia to identify challenges in government and donor/development

partnerships, as well as potential solutions. Out of these meetings, a multi-donor forum on research

collaboration was created, called the Indonesia Research Fund Forum (IRFF). This forum will meet

quarterly and is housed temporarily at the Indonesian Science Fund (Dana Ilmu Pengetahuan Indonesia,

DIPI). USAID and SHERA are both contributing members to the forum and had planned to coordinate

the first meeting during this quarter. However, due to conflicting priorities within the responsible GOI

agency, Ministry of Foreign Affairs, the inaugural meeting was rescheduled for next quarter.

b. Private Sector

As CCRs move into the second half of their first year of implementation, SHERA recognizes the

importance of connecting them to and/or fostering relationships with the private sector as an essential

element to ensuring their sustainability. As these relationships require trust and long-term relationship

building, now is the time for SHERA to invest increased time and effort to ensure the CCRs build

mutually beneficial private sector relationships by the end of the program.

SHERA held several targeted meetings this quarter with IIE’s Chief of Institutional Development and

USAID’s Global Development Alliance (GDA) team to initiate the creation of a private sector

engagement strategy. During this meeting, they discussed SHERA’s private sector engagement needs,

IIE’s experience in private sector relationship-building and current private sector partners, and the

role of USAID in supporting this strategy.

Out of these meetings, SHERA identified the need to:

Create a private engagement strategy to document the goals and objectives for private sector

engagement, benchmarks to qualify success and a roadmap for how SHERA will achieve these

by the end of the program; and

Identify home and field office support to implement this strategy.

SHERA envisions that the individual based

within the U.S. will be an IIE employee who

will leverage the CCR U.S. affiliates'

relationships with the private sector, IIE's

subject matter experts who have experience

creating and/or formalizing relationships

between universities and the private sector,

and IIE's private sector partners. SHERA

envisions the individual based in Indonesia

will be a technical expert, hired as a

consultant, who will engage Indonesian

business associations, drive potential and/or

emerging partnerships, coach CCRs on

aspects of their current relationships they’d

like to strengthen, organize high-profile

events, and support the Program Director in

representing SHERA with the private sector

in Indonesia. SHERA will develop its private sector engagement strategy and recruit for these two

roles in the upcoming quarter.

In addition, during this quarter, the SHERA Program Director participated in a meeting, called

“Implementation Strategies and Challenges in Advancing Education in Indonesia, organized by

Filantropi Indonesia, a non-profit organization established to enhance the philanthropy activities in

Indonesia. SHERA followed up with stakeholders from Indonesia’s philanthropy community, and met

several institutions interested in learning more about the CCRs’ work and potentially collaborating

with one or more of them in the future. SHERA will connect with them in the upcoming quarter to

schedule a meeting with individual CCRs.

SHERA participated in Philanthropy Sharing Session initiated by Filantrofi

Indonesia. From Left to Right : Titie Sadarini - Exc. Director of Coca Cola

Foundation, M. Abduh – Head of Center of Educational Assessment,

Ministry of Education, Representative of Ministry of Religious Affair, Sihol

Aritonang – Head of Advisor of Tanoto Foundation, and Anastasia Restu,

Exc. Director of Yayasan Danamon.

12

IV. Operations

4.1 SHERA Website

SHERA received official approval from USAID’s Website Governance Board to publish the program

website, www.shera-research.org, on February 23. With this approval, SHERA began to publicize the

site on its various social media platforms. In addition, it officially launched the website during the

quarterly meeting in Depok in March, in which SHERA’s Outreach and Communications Specialist led

a session for CCR leads on how to interact with and share content for posting to the website.

4.2 Home Office Travel

a. USAID Programs Lead

IIE’s new USAID Program Lead, David

Simpson, traveled to Indonesia from

February 23 – March 2, to meet with the

teams and stakeholders that comprise

IIE’s USAID/Indonesia portfolio. Related

to SHERA, his travel objectives included

establishing working relationships with

team members, learning about the

project, identifying challenges and

solutions to implementation concerns,

and meeting with project stakeholders.

These were achieved during targeted meetings with the field team, SHERA’s AOR, USAID Education

Director, and representatives from Kemristekdikti, to discuss their strategic relationship and interest

in research collaboration and private sector engagement.

b. Institutional Development Chief

IIE’s Chief of Institutional Development, Jonah

Kokodyniak, traveled to Indonesia from March 19-24

to, among other activities, support SHERA and consult

with USAID on the project’s private sector

engagement strategy and opportunities for leveraging

IIE’s experience in partnership development. His

itinerary included a meeting with USAID

representatives from the GDA, Thomas Jay Cody,

Senior Alliance Builder, and Ignatius Toto Indriartoto, Alliance Builder, shown in the above photo.

The SHERA Program Director and SHERA’s implementing partner responsible for stakeholder

engagement and private sector outreach, the Indonesian International Education Foundation (IIEF),

also attended. During the meeting, the conversation focused primarily on IIE’s private sector partners

and experience working with U.S. universities to foster relationships with the private sector, as well

as next steps in leveraging IIE’s and IIEF’s private sector relationships to further SHERA’s objectives.

See Section 3.1 above for an overview of the meeting outcomes.

c. Grants and Contracts USAID Portfolio Manager

As mentioned above, in response to the findings of the CCR Needs Assessment, IIE’s Grants and

Contracts Specialist, Elton Talka, traveled to Indonesia from March 25-30 to share resources, tools,

and templates, and conduct customized trainings to the CCR leads during the quarterly meeting in

Depok. Read more about the training sessions he led and tools he shared in Section 1.1.

V. Challenges

5.1 Monitoring, Evaluation, and Learning

David Simpson, accompanied by Prima Setiawan and Dewi Dhini,

welcomed by Dr. Ira N. Djarot – Director of Research and Development

System, MoRTHE accompanied by Mr. Hali.

http://www.shera-research.org/

13

Table 3: SHERA’s MEL Challenges during the Quarter

Challenges Steps already taken or planned to address

the challenge

SHERA’s Results Framework

CCRs have overall difficulties in reporting on

performance per the program’s results

framework for the following reasons:

1. CCRs are focused on implementing their

activities without referencing their target

indicators.

2. MEL is a new concept for most CCR leads

and, therefore, they are having difficulties

linking planned activities to specific

performance indicators.

3. The CCR MEL team members have a

difficult time collecting relevant data per

the key performance indicators from the

CCR researchers, as these individuals are

often their superiors and do not make

themselves readily available.

4. CCRs all have unique and complex

structures and research, which makes it

challenging at times to easily align with

SHERA’s results framework.

1. SHERA has provided revised and additional

tools to help the CCRs in assessing their

progress towards specific indicators. As the

CCRs are better able to assess achievement

in relation to each activity, as opposed to

targets, SHERA believes the CCRs will be

able to understand what is needed in order

to meet their targets.

2. Ongoing direct mentoring, which includes

bi-annual two-day trainings is mandatory and

will be supplemented by regular check-up

calls and face-to-face meetings with each

CCRs’ MEL teams.

3. SHERA worked with the CCRs to develop

simpler forms for collecting needed data

from the researchers. This will both save the

researchers time and enable to the MEL

team members to feel comfortable

approaching them for this information.

4. SHERA will continue direct mentoring

sessions with each CCR to work with the

MEL teams in better interpreting the

indicator definitions to the specific context

of their CCRs. Quality Benchmarking

SHERA tasked all CCRs with further developing

their quality benchmarks during the quarter to

ensure CCRs meet minimum quality standard in

various activities. Most CCRs, however, were

ere not able to progress due to the in

accessibility of the CCR leadership, who are

critical to this process.

Several CCRs conducted good practices as they

relate to quality benchmarking. Specifically,

CDSR has developed and applied quality

benchmarks for each activity with success. In

addition, SMART CITY has shown strength in

developing thorough terms of reference for

activities, which can capture those benchmarks

related to outputs. These were shared among all

CCRs at the quarterly meeting in Depok. SHERA

has assigned individuals for each CCR who are

responsible for fully developing their quality

benchmarks per activity, in collaboration with

CCR leadership.

Research Flow

The majority of the CCRs have unclear internal

research flows, which impacts their ability to

effectively implement their programs.

To address this, SHERA has assigned each CCR

with a point person to create visual

representations of their research flow, including

an infographic of each research sub-topic.

5.2 IIE’s Payment Advance and Financial Reporting Review Process

As reported as a challenge in past reports, the CCR leads continued to experience delays in accessing

funds to implement program activities and cover operational costs. SHERA understands the reason

for this delay as twofold: 1) IIE’s processes and systems for reviewing and approving the advance

payments, and 2) the CCRs’ inexperience in managing USG funds and their institutions’ lack of internal

systems for accessing the funds.

14

After a general assessment of IIE’s internal review and approval steps to-date, IIE recognizes that

opportunities exist for increased efficiency. The first round of advance funds to the CCR leads

experienced a delay due to Indonesian central bank requirements and the use of required coding by

IIE’s bank. These were one-time delays that will not happen again, and IIE has since experienced a

decrease in number of days for IIE’s systems to process a wire from 10 to five working days.

In addition to systems-related delays, SHERA has taken significant steps to understand and address

inefficiencies associated with the review and approval process. SHERA is conducting an analysis of each

step in the CCR payment process – from advance request to receipt of funds. While we are still

collecting data through each CCR’s third round of advance funding, in general, SHERA aims to decrease

the number of days associated with the field and home office review of the CCR requests. This

primarily has to due with the fact that these CCRs are new to managing large and complex USG

subawards and the SHERA team (field and home office) continues to provide targeted mentoring and

feedback to the CCRs during the advance request process. SHERA anticipates that, as all parties’

expectations become increasingly aligned, the review and approval time will decrease as well.

Once all data has been collected through the third round of advances to each CCR, SHERA will analyze

the data and identify areas where it can further improve and refine its process. In the upcoming

quarter, IIE will share this analysis with USAID through a formal memo that outlines the identified

barriers and a refined process for addressing them.

In addition, to speed-up the reconciliation of invoices and advance payment process, IIE is hiring a

finance specialist who will allocate time to consult the field team, conduct home office review and

reconciliation of advance payments, and process advance requests. IIE is currently conducting targeted

outreach to and holding interviews with qualified candidates.

Related to the CCR’s lack of experience in managing USG funds, as mentioned above, both the field

team and home office staff are providing targeted assistance and direct-mentoring to the CCRs to

improve their process in requesting advance funds and submitting financial reports to reconcile those

funds. The CCRs’ increased capacity will enable them to compile and submit increasingly complete

and accurate reports that SHERA can review and approve in a timely manner. This will ultimately

decrease the number of days for SHERA to review and approve each advance request.

Related to the CCR institutions’ internal systems for accessing and utilizing the SHERA funds, the

SHERA team met with CCR institutional leadership and relevant representatives from Kemristekdikti

over the last several quarters to determine possible policy changes or process alterations for accessing

and reconciling funds, as some institutions’ are prohibitively lengthy. For example, at UI, the SMART

CITY team must request and reconcile funds per activity, and each request of funds can take up to 28

days. This severely impeded SMART CITY’s ability to implement activities in alignment with its work

plan and slowed their burn rates has been the result of meetings with institutional leadership at

UNPAD and UGM in past quarters, targeted advocacy at UI this quarter resulted in the Vice Rector

of Finance agreeing to provide immediate access to SHERA funds beginning in April. Next quarter,

SHERA will focus its advocacy efforts on ITB, which is experiencing similar internal administrative

challenges.

IIE outlined the above in a memo to USAID on February 22 to address concerns raised related to

CCR spending and IIE’s processes, and will send a formal follow-up to USAID in the upcoming quarter.

5.3 CCR’s Operational and Program Capacity

Along with the operational and programmatic successes each CCR experienced, each also experienced

unique challenges this quarter. Specifically, all CCR leads either experienced a delay in executing

subagreements with their affiliates or processing payments to their U.S. affiliates. Both had to do with

the CCR leads’ lack of processes and experience having subrecipients under a USG award. After

conversations with each CCR, IIE determined that one of the primary barriers was due to a lack of

15

understanding of the U.S. institution’s NICRA. As mentioned in Section 1.1 above, this led SMART

CITY-UI to a standstill with two of its affiliate partners. In addition, for CCR ARI, not being able to

interpret the invoice they’d received from UCD meant that they could not properly review and

approve the indirect rate they had charged in their invoice.

To address the above, IIE’s G&C representative met with representatives of SMART CITY during the

quarterly meeting in Depok to explain the purpose of a NICRA, how it is determined, and the

importance of accepting this rate as a part of their U.S. affiliates’ approved budget. With this

understanding, SMART CITY felt confident moving forward with executing the agreements, which are

now being signed by UI’s Rector. In addition, to support CCR ARI in understanding their U.S. affiliate’s

invoice, the SHERA team provided targeted mentoring over the quarter on how to assess a NICRA

document and verify that the indirect rate charged in an invoice is aligned with the NICRA. With this

information, CCR ARI is confident in their ability to review and approve invoices, and will move

forward with reimbursing UCD for approved costs in the upcoming quarter.

Another noted barrier for executing subagreements in general had to due with the CCR leads’ limited

understanding of their options for funding mechanisms. Again, SHERA understands this challenge as

primarily related to their lack of experience managing such a complex award and, therefore, sees it as

part of SHERA’s capacity building work to the CCRs. This was particularly the case with IPB, in which

choosing a cost reimbursable funding mechanism made the most sense given the U.S. partners’

activities, however they had been at a standstill related to the milestones and associated payments

using a fixed amount mechanism. As mentioned above, IIE’s G&C representative explained why cost-

reimbursable agreements could be used for their U.S. affiliates, as well as worked with them in

preparing draft subagreements using IIE’s shell agreement. IPB is now waiting for final signature from

a delegated authority at each U.S. affiliate institution.

By the end of this quarter, SHERA feels confident that the barriers to signing subagreements and

making payments to the U.S. affiliate institutions were removed. With this, SHERA sees no reason the

CCR leads won’t be able to manage their subagreements with their U.S. affiliates. This is important

for the program, given that local ownership and direct relationships between CCRs and U.S.

universities are key tenants.

Challenges unique to CCRs include the following:

CCR ARI: CCR ARI requires an increased number of field doctors to collect data from patients as a

part of their burden of disease study, however their initial recruitment of these individuals proved

difficult as most qualified professionals already have permanent full-time positions. Over the quarter,

the CCR increased its efforts by working with SHERA on an updated outreach strategy and solicitation

materials for their social media channels and institution’s website (see examples of their outreach

material in SHERA’s Quarterly Communications Report). CCR ARI will receive applications through

the end of the April, and believes that their updated strategy will increase the number of qualified

candidates interested in the opportunity.

NCSTT: Per the CCR’s work plan, during this quarter they planned to procure several items that

qualified as equipment per the USG definition. Before beginning the process, they requested approval

from IIE, which, in turn, requested approval from SHERA’s Agreement Officer at USAID/Indonesia.

The process to receive approval of these items, key components of NCSTT’s research on electric

vehicle batteries and super capacitators, took several months, with ITB receiving final approval on

March 22. This led NCSTT to shift the timeline for this procurement until the upcoming quarter,

which also impacts their timeline for implementing certain research activities.

ANBIOCORE: Over the course of this quarter, it became clear that the CCR lead’s Finance Manager

did not have the capability or skills to be in this role. SHERA was unable to reconcile any of their initial

advance, as the back-up documents were unclear and exceedingly inaccessible. SHERA spent significant

16

time over the quarter working with this CCR in compiling and organizing all paperwork related to

their financial transactions and reconciling their expenses against SHERA’s advance. This took place

during three meetings in SHERA’s office with the ANBIOCORE team on January 22, March 1, and

March 19-21, as well as one meeting in Bogor at the CCR’s office from March 14-16. The SHERA team

and IIE’s G&C representative held a one-on-one meeting with ANBIOCORE during the quarterly

meeting in Depok to discuss methods for strengthening their internal controls and agreed that IPB

should replace the current Finance Manager with an increasingly qualified individual. Furthermore, for

increased oversight, ANBIOCORE agreed that the CCR’s Assistant Partnership Manager will take on

responsibilities related to operations and financial management. The focus on the CCR’s financial

transactions over the quarter has impacted its ability to implement program activities per it’s approved

work plan.

SMART CITY: SMART CITY’s primary spending will come in the form of researchers’ stipend,

however they are behind in this spending because there is a formal competition to select the

researchers. In February, SMART CITY began the solicitation process and issued calls for papers from

researchers. As outlined above, applications were submitted, reviewed by technical reviewers, and the

selected researchers were invited to present their papers and interviewed by panel of experts on end

of March. Once selecting these individuals, UI will begin research implementation in the next quarter.

CDSR – UGM: During the last 2 quarters, the most challenges faced by CDSR are the proper

preparation of PAR, the expense reports, and the quality of the MEL report. CDSR also faced

difficulty in preparing the researchers’ TOR when they need to participate in international

presentation. The Grant team through direct mentoring work closely with the CDSR finance team,

but back and forth process still happened in this quarter. The SHERA Grant and Finance team plans

to have the Grant and Finance Refreshment in Yogya, by inviting all Lead CCRs to work closely with

SHERA Team in the next quarter.

VI. Activities Anticipated for Next Quarter (April - June 2018)

6.1 SHERA Talk Show on Women in Science

SHERA plans to host its next outreach event, called SHERA Talk Shows, at @america, the U.S.

embassy’s cultural center, on April 24. In celebration of Kartini Day, Indonesia’s national day to

celebrate the achievement of women in society, this event will highlight the role of Indonesian women

within the technical fields. Presenters will include CCR scholars and representatives from

Kemristekdikti who are notable women within their technical fields.

6.2 CCR Direct Mentoring

SHERA will conduct direct mentoring to each CCR lead in the upcoming quarter. The topics will

include MEL, financial and grants management, and communications and outreach, however SHERA

will customize the agendas to address the needs and unique challenges of each CCR lead. The SHERA

team will determine the schedule in collaboration with each CCR lead, and, in some circumstances,

may conclude a group meeting is more practical.

6.3 Stakeholder Engagement

As mentioned above, SHERA will co-lead IRFF’s regular quarterly meeting at the DIPI office, under the

topic of “International University Collaboration,” in the upcoming quarter.

Additionally, SHERA has scheduled several meetings with business associations, namely the American

Chamber of Commerce (AMCHAM) in Indonesia and the U.S. – Association of Southeast Asian

Nations (ASEAN) Business Council, and several institutions associated with to explore possible

partnerships.

17

As mentioned in Section 3.2 above, in the upcoming quarter, SHERA will develop its private sector

engagement strategy, and identify an IIE team member in the U.S. and recruit and hire a technical

expert in Indonesia to implement this strategy.

6.5 Operations

SHERA will begin recruitment for a MEL Assistant to develop of the program’s MIS, as well as provide

overall support to the program’s MEL team.

18

Annex 1: Status of CCR Lead: Affiliate Agreements

Lead

Affiliate

U.S. INDONESIAN

Total Agreement Status Total Agreement Status

UNPAD 1 CR Addendum D 4 CR Addendum C+D

ITB 1 CR Draft 6 FAA Addendum C+D

UGM 1 FAA Draft 6 FAA Addendum C+D

IPB 2 CR New 7 FAA Addendum C+D

UI 3 CR Draft 4 FAA Draft

CR Cost-reimbursable agreement

FAA Fixed-amount agreement

C Marking and Branding

D Standard Provisions

Addendum Signed, but requires an additional document

19

Annex II: SHERA Quarterly Activity Record

Date Activity Purpose of Activities Location/City

Participants

Total # of

Participants Total

Rector/Vice

Rector Faculty/SHERA

F M F M F M

1/15-17 CCR Quarterly Meeting

• Share progress, successes, learning, and challenges in meeting key targets over the current quarter

• Discuss and plan activities for the quarter period of January - March 2018

• Review CCRs’ workplan and budget

Santika Hotel

and UNPAD,

Bandung

0 0 15 20 15 20 35

1/18 Direct Mentoring to

NCSTT (MEL)

To mentor CCRs on:

• routine data collection

• work-based structure (WBS) and its relation to the program’s performance indicators

• Key Performance Indicators (KPI) Data form

To discuss with CCRs:

• Research Log Sheet template and application to the CCR

• quality benchmarking process and correlation to data reporting

• A possible additional indicator related to gender

ITB, Bandung 0 0 2 4 2 4 6


CCR ARI (MEL)

UNPAD,

Bandung 0 0 2 1 2 1 3

1/22

Meeting and Coaching

to ANBIOCORE

(Grants and Finance)

Review SHERA’s Grants Manual and Guidelines and coach on how to utilize these resources when

preparing backup of supporting document for reporting purpose. Topics include travel by airplane/land,

per-diem rules, procurement expectations, bank transactions, workshop delivery, and requesting PAR.

SHERA office,

Jakarta 0 0 2 4 2 4 6

2/1

Monitoring to NCSTT

(CCR workshop and

field visit)

Document event and interview participants to gather success stories from private sector collaboration,

and generate media coverage. Semarang 0 0 1 0 1 0 1

2/ 5 - 7 Direct Mentoring to

CDSR (MEL)

To mentor CCR on:




To discuss with CCR:




UGM,

Yogyakarta 0 0 3 3 3 3 6

2/ 12 USAID Acting Mission

Director visit to CDSR

• Gain insight on the SHERA program through CDSR's activities and achievements

• Meet CCR implementer and experience research activities first-hand UGM,

Yogyakarta 0 0 1 0 1 1

2/ 28 Meeting with IIE’s

USAID Program Lead

• Meet SHERA team and discuss program, operations, challenges, and opportunities

• Discuss budget, and support needed from IIE home office SHERA office,

Jakarta 0 0 4 7 4 7 11


ANBIOCORE (MEL)

To mentor CCR on:




To discuss with CCR:




SHERA office,

Jakarta 0 0 1 3 1 3 4

20

Date Activity Purpose of Activities Location/City

Participants

Total # of

Participants Total

Rector/Vice

Rector Faculty/SHERA

F M F M F M

3/5-6

Monitoring to SMART

CITY's (Research

Methodologies training) Increase the CCR's scholars’ capacity in research design and methodologies related to SMARTCITY

topics.

Savero Hotel,

Depok 0 0 3 2 3 2 5

3/ 8 CCR Baseline Study

Presentations Disseminate the results and best practices of SHERA Baseline Study.

USAID office,

Jakarta 0 0 4 5 4 5 9

3/ 13 Sharing Session

Share best practice in education practice among philanthropy players.

Filantrofi

Indonesia,

Jakarta

0 0 0 1 0 1 1

3/14 -

16


to ANBIOCORE

(Grants and Finance)

Follow-up to previous meeting to review financial transactions in QuickBooks and clarify any unclear

transactions.

ANBIOCORE

office, Bogor 0 0 2 8 2 8 10

3/ 19 -

21


to ANBIOCORE

(Grants and Finance) Continue the verification that still not done from the time in IPB Bogor

SHERA office,

Jakarta 0 0 1 4 1 4 5

3/20 Website training Learn how to manage the content management system and the technical terms of website administration.

SHERA office,

Jakarta 0 0 2 6 2 6 8

3/ 22

Meeting with USAID

Private Sector

Engagement and

Education Office

Learn USAID's goals for private sector engagement (PSE)

Explore PSE opportunities with U.S. HEI which has partnerships with private sector entities

Introduce SHERA to U.S. and Indonesian private sector entities through Indonesian business

associations

Kemristekdikti

office, Jakarta 0 0 0 2 0 2 2

3/26 CCR lead MEL training

Disseminate the KPI Tracking Records Format template

Assist the CCRs’ results measurement and analyses

Increase the MEL staff capacity in performing their roles and responsibilities, and identify success as

required by SHERA’s performance indicators

Santika Hotel,

Depok 0 0 5 5 5 5 10

3/ 27 -

29 CCR Quarterly Meeting

Share progress, successes, learning, and challenges in meeting key targets over the current quarter

Discuss and plan activities for the quarter period of April-July 2018

Review CCRs’ workplan and budget

Conduct targeted trainings and ono-on-one meetings on partnership agreements and invoice review

Santika Hotel

and UI, Depok 0 0 16 23 16 23 39

Total 0 0 41 71 63 100 163

21

Annex III: CCR Quarterly Activity Record

No Title of Activity Objective of Activity Date

Start Date End Venue Location Country

#

male

#

female Total

Center for Development of a Sustainable Region (Environment Energy and Maritime Science)

1 Preparation meeting for Building

Energy Simulation workshop

- Workshop preparation

- Create workshop terms of reference and discuss with

speakers

2/2/2018 2/2/2018

Labtek IXB,

Architecture,

ITB

Bandung Indonesia 5 2 7

2 Submit research publication paper

for international conference Produce academic research product for conference 1/15/2018 1/15/2018 UBB Bangka Indonesia 5 2 7

3 Monitoring and mentoring on

Finance and MEL report

Agreed on written format in the activity report,

submission’s date of documents to lead and PIC of each

activity in affiliate

1/17/2018 1/20/2018 ITB and Santika

Hotel

Bandung and

Pangkalpinang Indonesia 14 11 25

4 Mapping of targeted conferences To decide which conferences that researcher want to

register for their papers 1/26/2018 1/26/2018

Universitas

Muhammadiyah

Gorontalo

Gorontalo Indonesia 4 2 6

5 Monitoring and mentoring on

Finance and MEL report

-Formulate strategy to accelerate paper publication

-Agree on flow chart for paper review and approval

-Coordinate preparation of bio-refinery training

1/17/2018 1/18/2018 UI Depok Indonesia 2 0 2

6

Presentation at 2nd International

Conference on Energy and

Environmental Science (ICEES) 2018

Publication of research 1/16/2018 1/18/2018

High Impact

Research

Building,

University of

Malaya

Kuala Lumpur Malaysia 1 0 1

7 Bio-refinery & Microalgae Training in

UI

-Give insight to the related post-graduate researchers and

students about how to create a good research roadmap.

-Provide insight to the training participants on the concept

of road map of bio-refinery research

-Determine the methods used in research related to

bioenergy and bio-refinery.

-Develop a research network among participants.

1/18/2018 2/19/2018

Department of

Chemical

Engineering, UI

Depok Indonesia 10 18 28

8 Monitoring and mentoring on MEL

and grant

-Formulate strategy to accelerate paper publication

-Agree on flow chart for paper review and approval

-Coordinate the preparation of training academic writing,

research on UMG and UNG

2/10/2018 2/11/2018 Maqna Hotel Gorontalo Indonesia 6 9 15

9 Preparation meeting of Academic

Writing Prepare academic writing workshop 2/21/2018 2/21/2018

Universitas

Muhammadiyah

Gorontalo


10

Preparation meeting for Bioenergy,

Biorefinery and Energy Efficiency

Training

Create term of references 2/27/2018 2/27/2018 IPB Bogor Indonesia 1 3 4

22



#

male

#

female Total

11 Research Methodology and

Network Developing training

-Determine appropriate method in research activities

-Provide insight in the preparation of research roadmap

-Build research cooperation with various parties

2/23/2018 2/24/2018 Hotel Santika Bangka

Belitung Indonesia 21 12 33

12 Paper Submission on Asian Journal

of Agriculture and Biology

This activity aims to increase the connection and relation

between internal researchers of CDSR 2/4/2018 2/4/2018

Universitas

Muhammadiyah

Gorontalo


13

IASTEM 306th on ICCAE

(International Conference on Civil

and Architectural Engineering)

Paper presentation 2/8/2018 2/9/2018

Hotel

Mielparque,

Yodogawa

Osaka Japan 1 0 1

14 Academic Writing Workshop Increase the capacity of SHERA researcher to write

international journal 3/15/2018 3/17/2018

Grand Q Hotel,

Gorontalo Gorontalo Indonesia 12 18 30

15 Meeting with local government of

Gorontalo Regency

Introduce SHERA program to Gorontalo local government

so that it can be established cooperation with local

government

3/5/2018 3/5/2018

Official House of

local government

of Gorontalo

Regency


16

Preparation meeting Training on

Bioenergy, Bio-refinery and Energy

Efficiency

Clear the preparation of training 3/29/2018 3/29/2018 IPB Bogor Indonesia 2 4 6

17 International Conference on Green

Energy and Applications Paper Presentation and Publication 3/23/2018 3/27/2018

NTU @One-

North Campus,

Singapore

Singapore Singapore 0 1 1

18 Present paper at international

conference

Produce academic research product (paper for

conference) 3/23/2018 3/26/2018

Nanyang

Technological

University


19

Presenting paper on International

Conference on Green Energy and

Application (ICGEA) 2018

Presenting paper at conference

3/24/2018 3/26/2018

Nanyang

Technological

University


Animal Biotechnology and Coral Reef Fisheries (Food Security & Self Sufficiency)

20

Training on Scientific

Communications: Essentials of

Writing Quality Research Paper and

Competitive Research Proposal

-How to identify the audience and target journals

-Aid in organization, structure, and word choice

-Provide tips for writing each section of a scientific

manuscript, including constructing figures and tables

1/10/2018 1/12/2018 Mirah Hotel Bogor Indonesia 18 9 27

21 US scholar visit Indonesia Lead training on writing research manuscript and proposal 1/9/2018 1/26/2018

Mirah Hotel

(Training) & Raja

Ampat

(Research)

Bogor & West

Papua Indonesia 2 0 2

23



#

male

#

female Total

22 Out-brief Meeting at USAID Office

Indonesia

Exchange experiences and best practices of CCR activities

as well as enhance formal relationships established among

U.S. Government and Indonesian institutions.

1/25/2018 1/25/2018 Gedung Sarana

Jaya Jakarta Indonesia 8 2 10

24 Coral Reef Fisheries Research – data

collection in Raja Ampat

-Investigate the impact of fishing and different management

strategies on biodiversity

-Identify the key components of the food web supporting

important species of coral reef fisheries

1/13/2018 1/24/2018 Raja Ampat West Papua Indonesia 9 1 10

25

US scholars visit Indonesian

Institutions to lead short-term

training courses for Indonesian

partner institutions

1) Empower students and researchers with knowledge and

skills in scientific communication,

2) Strengthened collaborations with Indonesian scholars,

3) Establish new collaborations,

4) Visit Facilities and research settings, and livestock

breeding stations and research center.

2/4/2018 2/19/2018

Salak Tower

Hotel, UNPAD

Training Center,

UNBRAW,

BPTU-HPT

Pulukan, BIBD

Baturiti

Bogor,

Bandung,

Malang, Bali

Indonesia 1 0 1

26 Research Methodology and Scientific

Conducts training

- Expose researchers to skills specific to particular

methodologies, e.g. quantitative and qualitative

approaches;- Expose researchers to analytical skills needed

to evaluate policies; analyses and assess research

orientations, strategies and diffusion; evaluate programmes

and projects;- Expose researchers to training in methods

relevant to issues

1/5/2018 1/6/2018 Salak Tower

Hotel Bogor Indonesia 15 11 26

27 Research Methodology and Scientific

Conducts training

- Expose researchers to skills specific to particular

methodologies, e.g. quantitative and qualitative

approaches;

- Expose researchers to analytical skills needed to evaluate

policies; analyse and assess research orientations,

strategies and diffusion; evaluate programmes and projects;

- Expose researchers to training in methods relevant to

issues

2/5/2018 2/6/2018

Salak Tower

Hotel (live

streaming to

remote

participants)

Salak Tower

Hotel Indonesia 27 31 58

28


Communication and Proposal

Writing: Capacity Building of Junior

and Senior Lecturer at Padjadjaran

University to support Pasundan

Cattle Research in West Java

Increase the capacity building of junior and senior

lecturers from Animal Husbandry Faculty and other

related faculties of Padjadjaran University, to improve the

ability in research planning, preparation of research results

in the scientific paper that can be published in international

journals, as well as capability on scientific reporting and

presentations.

2/8/2018 2/9/2018 Training Center,

UNPAD Bandung Indonesia 18 18 36

29


Communication and Proposal

Writing: International Training on

Improvement of Capacity Building

and Scientific Publication

Increase the capacity building of PhD Scholar, junior and

senior lecturers from Animal Science Faculty Univeritas

Brawijaya, to improve the ability in research planning,

preparation of research results in the scientific paper that

can be published in international journals, as well as

capability of scientific reporting and presentations.

2/12/2018 2/13/2018

Faculty of Animal

Science,

UNIBRAW

Malang Indonesia 20 32 52

24



#

male

#

female Total

30 Research plan meeting, UNUD Monitoring plan and preparation of research would be

conducted by affiliate (University of Udayana) 2/15/2018 2/15/2018 UNUD Denpasar, Bali Indonesia 8 2 10

31 USAID out-brief meeting

To exchange experiences and best practices of CCR

activities as well as enhance formal relationships

established among U.S. Government and Indonesian

institutions.

2/15/2018 2/15/2018 USAID Office

Indonesia Jakarta Indonesia 6 1 7

32 Lead CCR visit BIBD Baturiti

Developing excellence communication in collaborative

research as well as obtaining external resources for joint

research project and enhancing collaboration in

CCR/Consortium for collaborative research.

2/17/2018 2/17/2018 BIBD Baturiti Bali Indonesia 6 2 8

33 Lead CCR visit BPTU HPT




CCR/Consortium for collaborative research.

2/16/2018 2/16/2018 BPTU-HPT

Pulukan Pulukan, Bali Indonesia 10 4 14

34

ANBIOCORE staff visit to Beef

Cattle Breeding Development and

Artificial Insemination Institute of

West Java

- Discuss about research theme

- Visit laboratorium and farm of Pasundan Cattle 2/10/2018 2/10/2018

Beef Cattle

Breeding

Development

and Artificial

Insemination

Institute of West

Java

Ciamis Indonesia 9 11 20

35

ANBIOCORE’s visit to Jakarta

Aquarium and National Library of

Indonesia




CCR/Consortium for collaborative research, and learn a

lot about the species of fish.

2/7/2018 2/7/2018

Jakarta Aquarium

and National

Library of

Indonesia

Jakarta Indonesia 7 5 12

36

ANBIOCORE visit to BBIB Singosari

to obtain external resources for

joint research project




CCR/Consortium for collaborative research,

2/14/2018 2/14/2018 BBIB Singosari Malang Indonesia 8 7 15

37

ANBIOCORE visit BIB Lembang to

obtain external resources for joint

research project





2/7/2018 2/7/2018 BIB Lembang Lembang,


38

ANBIOCORE visit Lolitsapi Grati-

Pasuruan to obtain external

resources for joint research project





2/14/2018 2/14/2018

Loka Penelitian

Sapi Potong,

Grati

Pasuruan Indonesia 7 7 14

25



#

male

#

female Total

39 Sign sub-agreements with affiliates

Enhance formal relationships established among Lead

Institution and Affiliates Institutions in collaborative

research

3/1/2018 3/31/2018 All affiliate

institutions

All affiliate

institutions Indonesia - - 0

National Center for Transportation Technology (Innovative Technologies)

40 Scientific Writing and Journal

Submission workshop

Improve the knowledge and skills of the participants

regarding scientific writing, to gain better understanding of

a high quality academic writing, to bring higher expertise

of the participants in strategy, tips, and tricks of submitting

international journals, to build higher capacity of the

personnel of the partner universities

1/26/2018 2/27/2018 Hotel Rodhita

Banjarbaru,

South

Kalimantan

Indonesia 16 21 37

41 Industry Visit to PT Karoseri

Nusantara Gemilang Establishing partnership with PT Karoseri Nusantara 3/9/2018 3/9/2018

PT. Karoseri

Nusantara

Gemilang Bus

Plant

Kudus Indonesia 10 2 12

Center for Collaborative Research for Acute Respiratory Infections (Public Health & Infectious Disease)

42 Instrument validation zoom meeting Enhancing and validate questionnaires 12/13/2018 12/13/2018

CCR-ARI

Meeting Room

and Denver

Bandung and

Denver

Indonesia

and USA 1 2 3

43 Instrument Validation Zoom

Meeting Enhancing and validate questionnaires 12/20/2018 12/20/2018

CCR-ARI

Meeting Room,

Denver

Bandung,

Denver

Indonesia,

USA 2 2 4

44 Education team meeting Education team coordination, Training, and Mentoring Plan 1/17/2018 1/17/2018 CCR-ARI

Meeting Room Bandung Indonesia 5 2 7

45 Academic Mentoring Preparation Create mentorship groups 1/19/2018 1/19/2018 CCR-ARI


46 Short Course on Clinical

Epidemiology preparation meeting Confirm date, venue, and resource persons 1/25/2018 1/25/2018

CCR-ARI


47 Management meeting Program Coordinating for January 1/3/2018 1/3/2018 CCR-ARI


48 Management meeting prior to

SHERA quarterly meeting

Program Coordinating and Quarter Meeting Preparation

check 1/11/2018 1/11/2018

CCR-ARI


49 Instrument Validation Preparation INA-USA progress update 1/4/2018 1/4/2018 CCR-ARI






26



#

male

#

female Total

52 Protocol training preparation

meeting To assign PIC and resource person 1/26/2018 1/26/2018

CCR-ARI


53 Management Meeting Program coordination 1/18/2018 1/18/2018 CCR-ARI


54 Management Meeting Program coordination 1/19/2018 1/19/2018 CCR-ARI


55 Instrument validation preparation INA-USA progress update 1/31/2018 1/31/2018 CCR-ARI

Meeting Room

Bandung,

Denver Indonesia 3 2 5

56 Management meeting Coordinate activity on Q2 1/30/2018 1/30/2018 CCR-ARI


57 Protocol training preparation

meeting

Create manual book of operational definition for Burden

of Disease questionnaires 2/5/2018 2/5/2018

CCR-ARI

Meeting Room,

Gedung RSP

UNPAD


58 Clinical Epidemiology short course

preparation

Progress update preparation for short course on clinical

epidemiology and staff recruitment 2/6/2018 2/6/2018

CCR-ARI

UNPAD Meeting

Room, Gedung

RSP UNPAD



preparation Arrange short course materials and resource person 2/15/2018 2/15/2018

Ruang Tutorial 9,

Gedung RSP

UNPAD



preparation Arrange short course materials and resource person 2/15/2018 2/15/2018

Ruang Tutorial 9,

Gedung RSP

UNPAD



preparation

Set the structure of short course and research design role

play 2/21/2018 2/21/2018

CCR-ARI

UNPAD Meeting

Room



preparation Set research design role play 2/22/2018 2/22/2018

CCR-ARI

UNPAD Meeting

Room



preparation Role play research design and creating facilitator guide 2/23/2018 2/23/2018

CCR-ARI

UNPAD Meeting

Room



preparation

To give a short course so that at the end of the course, it

is expected that participants will be able:

1. Understand the use of epidemiologic methods in clinical

research and clinical practice

2. Formulate theoretical, data collection, and data analysis

designs relevant in clinical research and clinical practice

3. Conduct sound clinical epidemiologic studies

2/26/2018 2/26/2018

Computer

Laboratory,

UNPAD


27



#

male

#

female Total

65 MOOC material development

progress meeting Update progress on MOOC Material Development 2/13/2018 2/13/2018

CCR-ARI

UNPAD Meeting

Room


66 Economic questionnaire discussion Consolidate priority in economic questionnaire 2/5/2018 2/5/2018

CCR-ARI

UNPAD Meeting

Room


67 Protocol training preparation To prepare material for Protocol Training 2/12/2018 2/12/2018

CCR-ARI

UNPAD Meeting

Room


68 Protocol training preparation To prepare material for Protocol Training 2/12/2018 2/12/2018

CCR-ARI

Meeting Room,

UNPAD


69 Protocol training preparation To finalize material for Protocol Training 2/14/2018 2/14/2018

CCR-ARI

Meeting Room,

UNPAD


70

Protocol training: Burden Of Acute

Respiratory Infection In Hospitalized

Adult and Children in Indonesia

To provide training for hospital doctors from network

hospitals about research flow, protocols and

questionnaires related to Burden of Disease Study

2/19/2018 2/21/2018

Ruang Rapat

Pascasarjana,

Gedung RSP

UNPAD Lt. 5


71 Instrument Validation Preparation INA-USA progress update related to instrument validation

implementation and others 2/7/2018 2/28/2018

CCR-ARI

Meeting Room,

UNPAD and

Denver

Bandung,

Denver

Indonesia

and USA 7 7 14

72 Interview for Field Doctor Position To select candidates for field doctor position in RSUD

Prop NTB and RSUD Praya 3/6/2018 3/6/2018

CCR-ARI

UNRAM

Meeting Room

Mataram Indonesia 1 10 11

73 CCR-ARI UNPAD management

meeting Monthly program coordination (March) 3/2/2018 3/2/2018

CCR-ARI

Meeting Room,

UNPAD


74

Training “Collection and Transport

Viral Transport Medium and

Nasopharyngeal Swab” in “Burden

of Acute Respiratory Infection in

Hospitalized Adult and Children in

Indonesia”

- Disseminate Protocols and SOPs Collecting

Nasopharyngeal swab and Transport Sample.

- Train technical laboratory and field doctors in Hasan

Sadikin Hospital to collect Nasopharyngeal swab, to fill NP

Swab Record Form and Transport Sample to the

Laboratory Central

3/28/2018 3/28/2018

Sidang Pasca

Room, RSP

UNPAD


75 CCR-ARI UNPAD management

meeting Management team consolidation 3/6/2018 3/6/2018

CCR-ARI

Meeting Room,

Gedung RSP

UNPAD


76 Instrument validation preparation INA-USA research progress coordination 3/7/2018 3/7/2018

CCR-ARI

Meeting Room

and Denver

Bandung and

Denver

Indonesia

and USA 4 3 7

28



#

male

#

female Total

77 Database Redcap and trial

preparation Coordinate division of work between field doctors 3/5/2018 3/5/2018

CCR-ARI

Meeting Room,

UNPAD


Scientific Modeling, Application, Research, and Training for City-centered Innovation and Technology (Urban Planning and Development)

78 Research Design and Methods

training

to improve the quality of research proposals produced by

junior faculty members and doctoral students from UI and

invited universities.

3/5/2018 3/8/2018 Hotel Savero Depok Indonesia 30 38 68

79 Research Grants

To improve the quality and quantity of S3 graduates and

international scientific publications in Universitas Indonesia

(UI) related to SMART CITY' strategic topics.

3/27/2018 3/27/2018

DRPM & KPPRI

Meeting Rooms,

UI

Depok Indonesia 18 14 32

TOTAL 500 515 1015

29

Annex IV: SHERA Quarterly Meeting Agendas

15-17 January 2018, Bandung

Time Activity Description/Objective Facilitators Logistic

Day 1, Monday - 15 January 2018 – Hotel Santika

14:00 – 17:00 Hotel check-in process Participants check-in and report Hotel

18:30 – 21:00

Welcoming dinner at hotel

function:

- Kemristekdikti

- USAID

- SHERA

Opening session, describing:

Introduction

Purpose of Quarterly

Meeting

Expected outcomes

Share of learnings

Dr. Ira N. Jarot

Jalu Cahyanto

Prima Setiawan

Barbeque buffet

Day 2, Tuesday - 16 January 2018 – CCR ARI, Fakultas Kedokteran UNPAD, Jl. Eykman, Bandung

07:45 Departing to CCR ARI

- Participants staying at Santika will

be departed to CCR ARI from

Hotel

- Participants from Bandung will

be departing by own-

transportation

Nanette and Nasrul

08:00 – 08:30 Program Review

Presentation and discussion

SHERA Year 2 Implementation

Material:

PPT

SHERA Implementation

Plan in Excel

Prima + Nizma

LCD, screen, wireless mic,

Parking lot, meta plan, board

markers

08:30 – 10:00 CCRs Presentation

Each PM from respective CCR

presenting the program

achievement and managerial

process and challenges during Year

2017. The participants may raise

questions and discussion.

Dhini + Satrya

Parking lot, meta plan, board

markers

30


Material:

Implementation Plan from

the start until December

2017 - to be printed in A3

size displayed on the wall

10:00 – 10:15 Coffee break

10:15 – 12:00

Panel Discussion:

Challenges, proposed solutions,

and learning during 2017

Discussion on challenge,

proposed `solution and

lesson learned during the

start until December 2017

Moderator: Pravita +

Ricardo

Pencatat PPT:

Nasrul/Dayat

Pertanyaan dicatat dan di diskusikan

oleh tim SHERA (per 3 pertanyaan)

Jika tidak bisa dijawab masuk parking

lot

12:00 – 13:00 Lunch break

13:00 – 15:30

Clinic Series for:

Designing workplan for

2018

Finance and Grants

MEL + Comm

SHERA team will be on standby to

discuss with CCR on any issue

related to work planning, F&G, MEL

or Communication

All team

Dibagi dalam 2 Kelompok

15:30 – 16:00 Coffee break

16:00 – 17:00 Plenary

Wrap up of Tuesday session:

Rechecking parking lot –

which questions

unanswered?

Working group for

Tuesday night

Plan for Wednesday

sessions

David + Prima

Spidol 12 Warna, Plano Tebal,

Crayon (5 Set), Gunting, Meta Plan,

Kertas Origami

Pada saat selesai CCR bisa

membawa masing masing hasil untuk

di diskusikan malamnya

19:00 – 21:00 CCR Group Discussion in Hotel

Santika

Each CCR regroups to

discuss and finalize CCR’s

workplan for the period of

Jan-Mar 2018

Each group work

Meta plan, colored papers, glue,

board markers, double tapes

Break out rooms OR using the

available space in ballroom

31


Each CCR reviews its

targets and to confirm

them

Material:

Excel file for CCRs to fill

out

Stationeries for CCR

presentation

Day 3, Wednesday – 17 January 2018, Santika Hotel

08:00 – 08:30 Review of Tuesday sessions Dayat Ambil kebetan note taker

08:30 – 11:00

World Café

08:30-09:00 Preparation

09:00-11:00 Presentation

World Café Procedures:

Each CCR prepares visual

presentation (CCR plan

and strategy in achieving

targets) on the assigned

corner/area, 30 minutes

for preparation

One representative of

each CCR member stays

on their corner, while

other members visit other

CCR’s cafe

SHERA will arrange that

each “cafe visit” takes a

maximum 5 persons per

visit to allow for each

corner to be occupied

Each visit takes a maximum

of 20 minutes to allow for

presentations and Q&A –

David

Meta plan, colored papers, glue,

board markers, double tapes

Need note takers for each CCR.

Coffee Break bring inside the

room

32


after 20 minutes, SHERA

will ask participants to

move to next “café”

11:00 – 11:45 Plenary

Learning from World Cafe

Conclusions

SHERA’s action plan

Host - next Q Meeting

Jalu & Prima

11:45 – 12:00 Closing

Remarks from:

CCR

USAID

SHERA

Jalu

Prima

Rep. of CCR

12:00 – Finish Lunch After lunch, participants check out

and departing

USAID and SHERA will continue the internal meeting

33

26-29 March 2018, Depok

Time Activity Description/Objective Facilitators Logistic Notes

Sunday – 25 March 2018 – Hotel Santika, Depok, West Java

Hotel check – in process MEL only Nizma &

David

Day 1, Monday - 26 March 2018 – Hotel Santika, Depok, West Java

13.00 - selesai

Vita go to UI, prepare:

- Spanduk

- Make sure location &

room (check desk &

seats)

- Put WBS for each CCRs

(5 spots)

Flexible, depend on MEL’s session

Kemristekdikti (1

night):

1. Ira Djarot

2. Ning

Purwaningsing

3. Nuri

4. Rahmat

14:00 – 17:00 Hotel check-in process Participants check-in and report Hotel SHERA Team

preparation

14:00 – 17:00 Preparation of display

5 CCRs Implementation Plan from January - March

2018 - to be printed in A3 size displayed on the wall

at UI

Each CCR Nanette and

Nasrul

18:30 – 21:00

Welcoming dinner at hotel

function:

- Kemristekdikti

- USAID

- SHERA

Opening session, describing:

Introduction

Purpose of Quarterly Meeting

Expected outcomes

Share of learnings

SHERA Website Launching

Dr. Ira N.

Jarot

Jalu Cahyanto

Prima

Setiawan

Buffet – Kafe

Anjani, Hotel

Santika

Speech in

Sadewa

Prepare mic, in focus,

and laptop

Bagikan agenda final

(print)

Day 2, Tuesday – 27 March 2018 * UI Campus *

07.00 – 08.00 Preparation

Vita will come early

- Check in focus

- Prepare Banner

34


08:00 – 09:30 Program Review

Presentation and discussion

Q2 Implementation – ILRC Lantai 2

Material:

PPT

Baseline Survey

Prima +

Nizma

LCD, screen,

wireless mic,

Parking lot, meta

plan, board

markers.

Printed material

for each CCR

6 mobil untuk

berangkat ke UI

(mobilio)

09:45 – 10:30 USAID related Program

Public Private Partnership

Other USAID related program to SHERA

Jalu and

Danielle - PSE

team

10:30 – 12:00 CCRs Presentation

Each PM from respective CCR presenting the

program achievement and managerial process and

challenges during Q2 2018. The participants may

raise questions and discussion.

Material:

Implementation Plan from January - March 2018 - to

be printed in A3 size displayed on the wall

Dhini + David

Parking lot, meta

plan, board

markers

12:00 – 12:30

Panel Discussion:

Challenges, proposed solutions,

and learning

What can’t be solved and why?

Who and How should we manage the

challenge?

Prima + Vita

12:30 – 13:30 Lunch break Elton to UI, Depok

(PIC: Dayat)

13.30 – 14.30 USAID & CCRs Meeting Participants: All CCRs Jalu + Fenny SHERA Team

break

Coffee break Will be served during the session. Self service

14:30 – 16:00

Clinic Series for:

Designing workplan for

2018

SHERA team will be on standby to discuss with CCR

on any issue related to work planning, F&G, MEL or

Communication

All team

35


Finance and Grants

MEL

Communication

16:00 – 17:00 Plenary

Wrap up of previous session:

Rechecking parking lot –which questions

unanswered?

Working group for Tuesday night

Plan for Wednesday sessions

David + Prima

Dinner is not provided

19:30 – 21:00 CCR Group Discussion in Hotel

Each CCR regroups to discuss and finalize

CCR’s workplan for the period of April-June

2018

Each CCR reviews its targets and to confirm

them

Material:

Excel file for CCRs to fill out

Stationeries for CCR presentation

Each group

work

Meta plan,

colored papers,

glue, board

markers, double

tapes

Break out rooms

OR using the

available space in

ballroom

Day 3, Wednesday – 28 March 2018, Hotel Santika, Depok, West Java

08:00 – 08:30 Review of previous sessions David

08:00 – 11:00

World Café

08:30 – 09:00 Preparation

09:00 – 10:00 Presentation

World Café Procedures:

Each CCR prepares visual presentation (April -

June plan and strategy in achieving targets) on

the assigned corner/area, 30 minutes for

preparation

One representation of each CCR member stays on

their corner, while other member’s visit other

CCR’s café

David + Prima

Ruang Sadewa,

Hotel Santika

Planning for April,

May, & June

36


SHERA will arrange that each “café visit” takes a

maximum 5 persons per visit to allow for each

corner to be occupied

Each visit takes a maximum of 20 minutes to

allow for presentations and Q & A – after 20

minutes, SHERA will ask participants to move to

next “café”

11:00 – 12:00

Learning from World Café

Conclusion

SHERA’s action plan

Where we are, what run well, what challenges, and

how to solve Prima + Dhini

12:00 – Finish LUNCH

13:30 – 15:00

Parallel Class

Indonesian Affiliate

Subagreements:

Fixed amount vs. CR awards

Review the benefits and challenges of each

type of funding mechanism and when to

use each (using examples from CCRs)

Discuss and address concerns and perceived

barrier for using fixed amount awards with

Indonesian affiliates

Demonstrate how to create milestones and

break-up fixed amount agreements to

ensure realistic budgets

Elton and

Prima

Program Director

and Partnership

Manager, and

related

colleagues.

Ruang : Sadewa

13:30 – 15:00

Parallel Class

MEL share learning (continuous) Agreed Scholars Data base formats and shared the

learning practices on MEL works among CCR

Nizma and

David

Ruang : Arjuna

15:30 – 17:00

U.S. Affiliate Subagreements

Share status of agreements with U.S. institutions

– who has executed agreements, what is

working well and the challenges

Elton and

Prima

Program Director

and Partnership

Manager, and

37


Review a simplified shell agreement and the

primary components

Demonstrate how to review a NICRA and audit

report (using real examples); and use this

information to determine deliverables and

budgets

Share best practices on how to work with U.S.

institutions to execute agreements

Review an invoice from a U.S. institution and

create an invoice tracker to monitor expenses.

related

colleagues.

Dinner is provided at the Hotel Restaurant – Function Room Yudistira Lantai 2

19:30 – 21:00

Parallel Class

Clinic Series on Subagreements

with affiliates

Using shell to draft agreements with

Indonesian affiliates; or discuss modifying

existing agreements

Using shell agreement to create a draft

agreement with U.S. affiliates

Practice looking up and reviewing NICRA

documents and audit reports

Create an invoice tracker for U.S. affiliates

Review actual invoices received from U.S.

institutions and update invoice tracker

CCRs Finance

and Grant

team work

with Elton

and

colleagues

Separated small

meeting room

19:30 – 21:00

Parallel Class MEL share learning (continuous)

Agreed Scholars Data base formats and

shared the learning practices on MEL works

among CCR

Nizma and

David

Separated small

meeting room

(tbi)

Day 4, Thursday– 29 March 2018, Hotel Santika, Depok, West Java

38


08:30 – 11:00

Finalization of the Sub-

agreement and related

supporting document

MOU finalization

Practice looking up and reviewing NICRA

documents and audit reports

Create an invoice tracker for U.S. affiliates

Review actual invoices received from U.S.

institutions and update invoice tracker

Elton and

Grant Team

The entire team Ruang Sadewa

11:00 – 11:45

Conclusion and Remarks from:

USAID

SHERA

CCR

Jalu

Prima

Rep. of CCR

David

11:45 – 12:00 Closing All check out

Lunch is provided

SHERA will continue with internal wrap up meeting 13:30 – 14:30

39

Annex V: SHERA’s Quarterly Progress in Work-based Structure

Task

Code

Name of

Activity

Location Target Output Jan-18 Feb-18 Mar-18 Status

W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4

I.1 Administrative

deliverables

Requirements

Jakarta done

II.1.1 Regular

USAID - IIE

meeting

Jakarta planned

II.1.3 SHERA - CCR

Quarterly

Meeting

Bandung

& Depok

planned

II.1.4 Meet with

USAID to

create Public

Private

Partnership

approach and

general

requirement

Jakarta done

II.1.5 Meet with

GOI to create

Public Private

Partnership

approach and

general

requirement

Jakarta done

II.1.6 Meet with

Private Sector

to create

Public Private

Partnership

approach and

general

requirement

Jakarta done

40

III.1.1 Submit

Reporting on

Inventory

Management

Jakarta done

III.1.2 Submit

Reporting on

Foreign Taxes

Jakarta done

III.2.1 Site Visits -

Capacity-

building and

technical

assistance

CCRs'

offices

ongoing

III.2.3 Analysis of

Quarterly

Technical

reporting,

submission to

Program

Director

Jakarta done

III.2.4 Review of

Monthly

Financial

reporting and

Payment

Advance

Requests

Jakarta ongoing

III.3.1 Virtual direct

mentoring -

capacity-

building and

technical

assistance

CCRs'

offices

ongoing

III.3.3 Review of

Monthly

Financial

reporting and

Payment

Jakarta ongoing

41

Advance

Requests

III.4.1. Site Visits -

Capacity-

building and

technical

assistance to

CCRs

CCRs'

offices

increasing capacities of

CCRs in MEL program in

addressing the problem in

MEL and improving the MEL

system

ongoing

III.4.2. PIRS Review Jakarta Revised PIRS and set SHERA

targets

planned

III.4.3. MIS

maintenance /

Google

Storage

Management

Jakarta Maintaining the data

recording and reporting

system at G.Drive as an

offline system

planned

III.4.4. Quality

Benchmarking

CCRs

CCRs'

offices

to set the standard quality

measurement in every

proposed activity per CCR

ongoing

III.4.6. Review and

analysis of

Quarterly

Technical

reports from

CCRs,

submission to

Program

Director

Jakarta completed Quarterly report

from all CCRs

done

III.4.7. Monitoring

Site Visit to

CCR -

Affiliates

Jakarta monitored program

activities at affiliated

partners, compared to the

standard and its MEL plan,

Captured the best practices

and its lesson learned.

carry

forward

III.4.7. Finalizing

CCRs' MEL

Plan

Jakarta Finalized all CCRs MEL Plan

& the targeted numbers of

each performance indicators

done

42

III.5. 1 Collect

university

research

partnership

best practice

Jakarta done

III.5.2 Disseminate

Knowledge

Product

Jakarta ongoing

III.5.3 Website

Development

Jakarta Approved SHERA Website

and in place

ongoing

III.5.4 Talkshow Jakarta Disseminated the Research

in Maritime topics of 2

CCRs

planned

III.5.5 Media

Coverage

Jakarta planned

III.5.7 Review and

analysis of

Quarterly

Technical,

submission to

Program

Director

Jakarta completed Quarterly report

from all CCRs on

communication part

done

Sustainable Higher Education Research Alliances (SHERA)

Documents