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.
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
1/19 Direct Mentoring to
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:
• 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 CCR:
• Research Log Sheet template and application to the CCR
• quality benchmarking process and correlation to data reporting
• A possible additional indicator related to gender
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
3/1 Direct Mentoring to
ANBIOCORE (MEL)
To mentor CCR 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 CCR:
• Research Log Sheet template and application to the CCR
• quality benchmarking process and correlation to data reporting
• A possible additional indicator related to gender
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
Meeting and Coaching
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
Meeting and Coaching
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
Gorontalo Indonesia 1 3 4
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
No Title of Activity Objective of Activity Date
Start Date End Venue Location Country
#
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
Gorontalo Indonesia 1 1 2
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
Gorontalo Indonesia 4 7 11
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
Singapore Singapore 1 0 1
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
Singapore Singapore 0 1 1
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
No Title of Activity Objective of Activity Date
Start Date End Venue Location Country
#
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
Training on Scientific
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
Training on Scientific
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
No Title of Activity Objective of Activity Date
Start Date End Venue Location Country
#
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
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.
2/16/2018 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
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, 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
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,
2/14/2018 2/14/2018 BBIB Singosari Malang Indonesia 8 7 15
37
ANBIOCORE visit BIB Lembang to
obtain external resources for joint
research project
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,
2/7/2018 2/7/2018 BIB Lembang Lembang,
Bandung Indonesia 9 9 18
38
ANBIOCORE visit Lolitsapi Grati-
Pasuruan to obtain external
resources for joint research project
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,
2/14/2018 2/14/2018
Loka Penelitian
Sapi Potong,
Grati
Pasuruan Indonesia 7 7 14
25
No Title of Activity Objective of Activity Date
Start Date End Venue Location Country
#
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
Meeting Room Bandung Indonesia 4 2 6
46 Short Course on Clinical
Epidemiology preparation meeting Confirm date, venue, and resource persons 1/25/2018 1/25/2018
CCR-ARI
Meeting Room Bandung Indonesia 4 2 6
47 Management meeting Program Coordinating for January 1/3/2018 1/3/2018 CCR-ARI
Meeting Room Bandung Indonesia 2 5 7
48 Management meeting prior to
SHERA quarterly meeting
Program Coordinating and Quarter Meeting Preparation
check 1/11/2018 1/11/2018
CCR-ARI
Meeting Room Bandung Indonesia 5 5 10
49 Instrument Validation Preparation INA-USA progress update 1/4/2018 1/4/2018 CCR-ARI
Meeting Room Bandung Indonesia 1 3 4
50 Instrument Validation Preparation INA-USA progress update 1/10/2018 1/10/2018 CCR-ARI
Meeting Room Bandung Indonesia 2 2 4
51 Instrument Validation Preparation INA-USA progress update 1/24/2018 1/24/2018 CCR-ARI
Meeting Room Bandung Indonesia 1 4 5
26
No Title of Activity Objective of Activity Date
Start Date End Venue Location Country
#
male
#
female Total
52 Protocol training preparation
meeting To assign PIC and resource person 1/26/2018 1/26/2018
CCR-ARI
Meeting Room Bandung Indonesia 3 5 8
53 Management Meeting Program coordination 1/18/2018 1/18/2018 CCR-ARI
Meeting Room Bandung Indonesia 3 5 8
54 Management Meeting Program coordination 1/19/2018 1/19/2018 CCR-ARI
Meeting Room Bandung Indonesia 2 2 4
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
Meeting Room Bandung Indonesia 2 5 7
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
Bandung Indonesia 1 2 3
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
Bandung Indonesia 3 2 5
59 Clinical Epidemiology short course
preparation Arrange short course materials and resource person 2/15/2018 2/15/2018
Ruang Tutorial 9,
Gedung RSP
UNPAD
Bandung Indonesia 2 3 5
60 Clinical Epidemiology short course
preparation Arrange short course materials and resource person 2/15/2018 2/15/2018
Ruang Tutorial 9,
Gedung RSP
UNPAD
Bandung Indonesia 2 3 5
61 Clinical Epidemiology short course
preparation
Set the structure of short course and research design role
play 2/21/2018 2/21/2018
CCR-ARI
UNPAD Meeting
Room
Bandung Indonesia 3 3 6
62 Clinical Epidemiology short course
preparation Set research design role play 2/22/2018 2/22/2018
CCR-ARI
UNPAD Meeting
Room
Bandung Indonesia 3 3 6
63 Clinical Epidemiology short course
preparation Role play research design and creating facilitator guide 2/23/2018 2/23/2018
CCR-ARI
UNPAD Meeting
Room
Bandung Indonesia 1 4 5
64 Clinical Epidemiology short course
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
Bandung Indonesia 11 32 43
27
No Title of Activity Objective of Activity Date
Start Date End Venue Location Country
#
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
Bandung Indonesia 3 1 4
66 Economic questionnaire discussion Consolidate priority in economic questionnaire 2/5/2018 2/5/2018
CCR-ARI
UNPAD Meeting
Room
Bandung Indonesia 3 2 5
67 Protocol training preparation To prepare material for Protocol Training 2/12/2018 2/12/2018
CCR-ARI
UNPAD Meeting
Room
Bandung Indonesia 2 3 5
68 Protocol training preparation To prepare material for Protocol Training 2/12/2018 2/12/2018
CCR-ARI
Meeting Room,
UNPAD
Bandung Indonesia 2 3 5
69 Protocol training preparation To finalize material for Protocol Training 2/14/2018 2/14/2018
CCR-ARI
Meeting Room,
UNPAD
Bandung Indonesia 2 5 7
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
Bandung Indonesia 13 17 30
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
Bandung Indonesia 3 8 11
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
Bandung Indonesia 20 20 40
75 CCR-ARI UNPAD management
meeting Management team consolidation 3/6/2018 3/6/2018
CCR-ARI
Meeting Room,
Gedung RSP
UNPAD
Bandung Indonesia 3 4 7
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
No Title of Activity Objective of Activity Date
Start Date End Venue Location Country
#
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
Bandung Indonesia 2 3 5
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
Time Activity Description/Objective Facilitators Logistic
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
Time Activity Description/Objective Facilitators Logistic
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
Time Activity Description/Objective Facilitators Logistic
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
Time Activity Description/Objective Facilitators Logistic Notes
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
Time Activity Description/Objective Facilitators Logistic Notes
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
Time Activity Description/Objective Facilitators Logistic Notes
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
Time Activity Description/Objective Facilitators Logistic Notes
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
Time Activity Description/Objective Facilitators Logistic Notes
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 /
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