Sustainable Higher Education Research Alliances (SHERA)
Program Performance Report
Quarter 1 FY 2019 (October - December 2018)
Cooperative Agreement No: AID-497-A-16-00004
Prepared for:
Jalu Cahyanto, AOR
Education Office, USAID/Indonesia
Prepared by:
Institute of International Education (IIE)
January 2019
ii
Table of Contents
List of Acronyms and Abbreviations .......................................................................... 1
Executive Summary ..................................................................................................... 3
I. SHERA University Partnerships/Centers for Collaborative Research ............ 4
1.1 CCR Overview of Results .......................................................................................... 4
1.2 CCR Lead Direct Mentoring and Other Support ................................................... 4
1.3 CCR Activities – Key Highlights during the Reporting Period .............................. 6
II. Other Program Activities that Contributed to SHERA’s Achievements .... 9
2.1 Stakeholder Engagement ......................................................................................... 9
a. USAID/Indonesia ................................................................................................................................. 9
b. Government of Indonesia .............................................................................................................. 10
c. Private Sector ..................................................................................................................................... 10
III. Operations ......................................................................................................... 11
3.1 SHERA Project Office Relocation .......................................................................... 11
3.2 MEL Officer .............................................................................................................. 11
3.3 PPP Consultant ........................................................................................................ 11
3.4 SHERA Office VAT Restitution – April – October 2018 ..................................... 11
3.5 IIE Home Office Travel to Indonesia ..................................................................... 12
IV. Challenges ......................................................................................................... 12
4.1 USAID’s Revised CDCS .......................................................................................... 12
4.2 CCR’s Operational and Program Capacity ........................................................... 13
VI. Activities Anticipated for Next Quarter (January – March 2019) ............... 14
5.1 SHERA Bi-Annual Meeting ..................................................................................... 14
5.2 CCR Direct Mentoring ............................................................................................ 14
5.3 Stakeholder Engagement ....................................................................................... 15
5.4 SHERA Program Director Travel to U.S. ............................................................. 15
5.5 J1 Visa Consultant.................................................................................................... 15
Annex I: IIE’s KPI Achievements .............................................................................. 16
Annex II: SHERA Quarterly Activity Record .......................................................... 21
Annex III: CCR Quarterly Activity Record .............................................................. 24
Annex IV: Success Stories ......................................................................................... 33
List of Acronyms and Abbreviations
ANBIOCORE
AMCHAM
AOR
BADORA
CCR
CCR ARI
CDCS
CDSR
DO
F&G
G&C
GDA
Animal Biotechnology and Coral Reef Fisheries
American Chamber of Commerce
Agreement Officer Representative
Badan dan Orang Asing/ Foreign Corporate and Individual Tax Service Office
Center for Collaborative Research
CCR for Acute Respiratory Infections
Country Development Cooperating Strategy
Center for the Development of a Sustainable Region
Development Objective
Finance and Grants
Grants and Contracts
Global Development Alliance
GOI
HEI
Government of Indonesia
Higher Education Institution
IIE
IIEF
Institute of International Education
Indonesian International Education Foundation
IPB
IP
IR
IRB
ITB
ITS
KEMRISTEKDIKTI
KPI
LPIK
MOU
MIS
Institut Pertanian Bogor/Bogor Agricultural University
Implementation Plan
Intermediate Result
Internal Review Board
Institut Teknologi Bandung/Bandung Institute of Technology
Institut Teknologi Surabaya/Surabaya Institute of Technology
Ministry of Technology, Research, and Higher Education
Key Performance Indicator
Lembaga Pengembangan Inovasi dan Kewirausahaan/Institute for Innovation and
Entrepreneurship Development
Memorandum of Understanding
Management Information System
MEL
MOOC
MSU
NCSTT
PAR
PFI
PI
PIC
PIRS
PPP
R&D
RBM
RSUD
SHERA
Monitoring, Evaluation, and Learning
Massive Open Online Course
Mississippi State University
National Center for Sustainable Transportation Technology
Payment Advance Request
PT Proven Force Indonesia
Principle Investigator
Person in Charge
Performance Indicators Review Sheets
Public-Private Partnerships
Research & Development
Results-based Management
Rumah Sakit Umum Daerah
Sustainable Higher Education Research Alliances
SMART CITY
SSU
Scientific Modeling, Application, Research, and Training for City-centered
Innovation and Technology
Savannah State University
ST&I
TOC
TOD
UBB
UF
UGM
UI
UIUC
Science, Technology & Innovation
Theory of Change
Transit-oriented Development
Universitas Bangka Belitung/University of Bangka Belitung
University of Florida
Universitas Gadjah Mada/Gadjah Mada University
Universitas Indonesia/University of Indonesia
University of Illinois, Urbana-Champaign
2
UMGo
UNAIR
UNDANA
UNDIP
UNG
UNIBRAW
UNIPA
UNLAM
UNPAD
UNPATTI
UNRAM
URI
UNS
Universitas Muhammadiyah Gorontalo/Muhammadiyah University of Gorontalo
Universitas Airlangga/Airlangga University
Universitas Nusa Cendana/University of Nusa Cendana
Universitas Diponegoro/Diponegoro University
Universitas Negeri Gorontalo/National University of 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
UNSRI
UNSYIAH
UNUD
UP
UTS
USAID
USG
UTP
VAT
Universitas Sriwijaya/Sriwijaya University
Universitas Syiah Kuala/ Syiah Kuala University
Universitas Udayana/Udayana University
Universitas Pertamina/Pertamina University
Universitas Teknologi Sumbawa/Sumbawa Technology University
United States Agency for International Development
United States Government
Universiti Teknologi Petronas/Petronas Technology University
Value Added Tax
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Executive Summary
From October 1 – December 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 (Kemristekdikti), bring together
Indonesian and U.S. scholars to conduct world-class research within priority research areas.
SHERA has had a number of primary achievements this quarter, including 10 manuscripts published in
prestigious international journals, and 24 proceeding articles, an increase of 2 in the number of
Memorandums of Understanding between the CCRs and public and private sector partners conducting
research in the CCR’s priority research area. Additionally, CCRs have held more conferences in
Indonesia and abroad and through international conferences held in Indonesia, have welcomed 50
scholars to present their research. Within this quarter, 238 scholars from each of the CCRs have also
participated in short-term training, and 188 scholars participated in collaborative research, and 12
males and 34 female scholars received ongoing mentoring from U.S. university partners.
During the reporting period, IIE made significant progress in its public-private sector partnership (PPP)
work by hiring an Indonesia-based consultant in November who immediately began reviewing the
program documents created to-date and developing a shared vision that clearly identifies the purpose
and goals of the partnership and provides a framework for all involved partners. He is working closely
with the PPP specialist in the home office to prioritize and move forward in strategic implementation.
Other highlights from the quarter included finalizing negotiations with CCR’s regarding their Year 2
work plans and budgets and the terms of their award modifications, which will include various revised
requirements to the financial reporting and advance request process. This will in turn decrease CCR’s
administrative burden, streamline the reporting and advance reconciliation processes, increase their
burn rate, and increase the CCR’s program activities. IIE plans to execute these modifications early in
the upcoming quarter. Additionally, IIE’s Finance Operations Specialist traveled to Indonesia to
introduce the revised requirements and train the CCR leads during a Finance and Grants Workshop.
In the upcoming quarter, IIE will hold its bi-annual meeting with the CCR leads to share successes,
lessons learned, and challenges in meeting key targets during CCRs’ Year 2; discuss CCR plans for the
upcoming two quarters; and identify the primary operations-related challenges and breakthroughs.
The SHERA team will also use this opportunity to invite the Government of Indonesia (GOI), through
the Ministry of Research, Technology and Higher Education (Kemristekdikti), to share SHERA’s PPP
strategy and begin to incorporate it into the CCR planning. The SHERA team will also take this
opportunity to discuss the Program Director’s travel to the U.S. in February to engage potential
private sector partners and gather stakeholders to present on SHERA, best practices and
opportunities for partnerships.
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I. SHERA University Partnerships/Centers for Collaborative Research
1.1 CCR Overview of Results
Across 5 (five) CCRs, each of them has contributed differently to the KPI achievements. SMARTCITY
(SC) contributed 5 of 10 manuscripts published in prestigious international journals, and 13 of 24
proceeding articles. Meanwhile, NCSTT contributed 18 scholars to present their research through
international conferences, followed up by SC with 13 scholars. Within this quarter, SC contributed 82
scholars, followed by NCSTT with 59 scholars, and CDSR with 58 scholars participated in short-term
training, and NCSTT contributed 65 scholars, followed up by SC with 54 scholars, and ANBIOCORE
with 40 scholars participated in collaborative research, while SC contributed 10 male and 28 female
scholars received ongoing mentoring from U.S. university partners, followed up by ARI with 2 male
and 6 female scholars. All achievement details is documented in the Annex 1 – SHERA’s KPI
Achievements.
1.2 CCR Lead Direct Mentoring and Other Support
In preparation for the start of SHERA’s third year of implementation, IIE spent significant time over
the summer capturing the lessons learned and revising the financial reporting and advance request
requirements, setting updated procurement approval thresholds, and creating new and revised
templates and tools for CCR leads. With these in place, IIE believes that CCR leads’ administrative
burden will be decreased, which will streamline the advance reconciliation process, increase CCR
leads’ burn rates, and enable them to
increasingly focus on program
activities and achieving their set
targets. IIE held a Finance & Grants
(F&G) Workshop for all CCR leads
in Bandung in 5 – 8 November to
share these revisions and train the
CCR leads on the templates and
tools. Trainers included SHERA
Grants Manager, Dewi Dhini and IIE
Finance Operations Specialist,
Francisco Sequeira. IIE designed the
training with 30% lecture-based and
70% including interactive activities
and discussion.
By the end of the workshop, CCR leads reported that they felt the event was productive and that
they had a solid understanding of the revisions and IIE’s expectations. CCR leads reported that they
learned the most when applying the ideas being shared to real-life scenarios. Since this workshop, all
CCRs have utilized the new advance template, which IIE has been able to approve with increased
efficiency and minimal back-and-forth.
SHERA conducted a Monitoring, Evaluation and Learning (MEL) training for CCR MEL and
communciations represetnatives from November 12-17 in Pangkal Pinang on Bangka Island, off the
coast of Sumatra. Participants included representatives from all CCR leads. In addition, representatives
from Universitas Bangka Belitung (UBB), Indonesian affiliate at the CCR with a research focus on
energy, the environment and maritime sciences, Center for the Development of a Sustainable Region
(CDSR), also attended, along with local community members from Semujur Island. The SHERA team
planned the training to build their MEL capacity on the program’s Theory of Change (TOC) and
Results-based Management (RBM), learn first-hand how to record learning by visiting a CCR research
location, improve management decisions, and produce communications materials based on CCR
learning evidence.
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Many of the topics covered were new to the training participants, as most are researchers with limited
exposure to overall project management and design. This is well shown in the pre and post-test
diagram below. The majority of the participants admitted their lack of understanding of ToC and RBM.
However, as shown in the post-test, participants showed an increase of knowledge in those areas. The
participants had the opportunity to practice their newly acquired knowledge and skills by taking
photographs of researchers’ activities at UBB’s lab and interviewing the researchers and the
communities in Semujur Island.
One of the challenges faced during the training was that participants were focused on research. It took
time during the first day of the training to lift that mindset and help participants understand that the
discussion should focus on MEL theory and methods. At the end of the training, participants were
asked to provide comments and
suggestions, including what they
liked and what they would like to
see improved for trainings
implemented in the future.
Overall, the participants agreed
that the interactive sessions
helped them to better
understand the materials and
appreciate the newly acquired
knowledge. Participants felt that
the exercises were similar to
what the CCRs do in the field
and also felt that the flow of how
a change is designed,
implemented, and evaluated was
a key take away.
The participants responded that these topics are very important for the CCR and can contribute to
SHERA’s achievements. They collectively agreed that similar trainings should be held for the senior
level management team to better design CCR activities. They also agreed that these topics should be
disseminated at the affiliates level.
0
1
2
3
4
5
6
7
8
9
Very Low Low High Very High
Pre and Post-test Results
Pre-test ToC Post-test ToC Pre-test RBM
Post-test RBM Pre-test MSC Post-test MSC
Photo: A researcher from CDSR observed the solar cell
diagram, accompanied by UBB researcher
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During this reporting period, the MEL team monitored through desk review by the routine monthly
and quarterly data collection. Due to incomplete data and later report submission, the CCR ARI MEL
team at UNPAD met with the SHERA team at the SHERA office in Jakarta. Through the two-date
meeting, CCR ARI left with an increased understanding of how to collect, analyze, and utilize data for
improved CCR management. The greatest challenge for CCR ARI is the fact that the researchers have
multiple roles, in which data recording and reporting is just one. Specifically, they tend to defer their
responsibilities to the CCR MEL focal point in meeting this requirement, which has been challenging
for the CCR management. The SHERA team is discussing with CCR ARI the importance of developing
another management strategy to fill this gap and meet the needs of MEL practices, by hiring an
additional person designated to assisting the researchers on data recording and reporting.
Table 1 SHERA Meetings with CCRs to review Year 2 Activities and Funding
ANBIOCORE, UGM, Bogor, December 6
Due to a variety of administrative challenges, IPB has significant funds remaining and targets unmet
from their first year’s activities. IIE and IPB agreed to an activity plan that will enable the CCR to
catch-up within the first half of the year. In addition, due to many administrative plans, IPB agrees
to develop and implement a management policy that will help in managing CCR activities that impact
allocation of funds between the lead and affiliates.
NCSTT, ITB, Bandung, December 10
Due to the level of incremental funding that IIE recently received from USAID, IIE is not able to
fully obligate the CCR leads for their full Year 2 activities. This is of special concern to ITB due to
their internal policies on funds management and activity implementation, which needs a guaranteed
fund from an external partie who work with ITB, in this case USAID/ IIE as the funder. To address
this, IIE and ITB agreed that their immediate upcoming activities will identify the priority activities
that will need the most funds to ensure the institution is able to fund them. IIE also emphasized that
it will provide another incremental increase during the year, on an as needed basis to ensure there
is no delay in CCR activities per their timeline.
CCR ARI, UNPAD, Bandung, December 12
UNPAD requires the procurement of a variety of restricted items during their second year. As
these all require USAID prior approval, IIE recommended that they create an annual procurement
list of items considered restricted and IIE will seek a blanket waiver.
CDSR, UGM, Yogyakarta, December 12
UGM seeks additional partnerships, such as with Institut Teknologi Surabaya (ITS) and Lembaga
Ilmu Pengetahuan Indonesia (LIPI) to support an increase in papers (journal and/or conference). IIE
agreed this would be effective as long as there is a legally binding agreement for which IIE provides
prior approval.
SMART CITY, UI, Depok, December 13
The SHERA team is confident that UI will meet its targets for the year as they are planning a series
of cooperation letters that will help to achieve SHERA’s Goal 3 (academic research initiatives whose
findings were replicated, scaled up and taken to the market); their research grants will contribute
to Goal 1 (Number of peer-reviewed scientific publications resulting from USG support to research
and implementation program)
1.3 CCR Activities – Key Highlights during the Reporting Period During this reporting period, there were several activities that occurred in the respective CCR
which contributed to the indicator achievement.
CCR-ARI
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During this reporting period, CCR ARI conducted several activities that fall into three categories: 1)
Education related to the improved capacity of scholars’ research in the targeted Indonesian
universities; 2) Policy studies related to the strengthened, inclusive institutional environment for
research and management in target Indonesian universities; and 3) collaborative research works and
its partnership.
Regardless of the specific topic of ARI’s research, it started contributing to its KPI by having 3
scholars presented at international conferences, 12 scholars participated in collaborative research,
and 2 more hospitals signed MOU with ARI for partnership in using the patients of the hospitals as
the research target.
RESEARCH
Burden of Disease Study
All affiliates’ network hospitals have recruited patient for Burden of Disease Study. Except
Banjarmasin area, as they had to postpone the recruitment process until December 2018, due to
research permit and agreement and the university accreditation process during November.
Summary of total recruited patient from each network hospitals per site is described in below table:
Study of Hospital-based Mortality
As a part of Burden of Disease Study, CCR ARI developed a protocol for retrospective review of
hospital-associated mortality. On next quarter, this activity will be implemented in RSUP Dr Hasan
Sadikin, Bandung, as a pilot study before being applied in others affiliate.
CCR - SMART CITY
SMARTCITY held an International Conference event on SMARTCITY Innovation at Bandung,
October 2018 and hosted by Universitas Padjajaran (Unpad), Bandung. This activity was intended to
increase the indicator 3.1 and strengthen inclusive institutional environment of Indonesian affiliates
institutions for research and management, specifically in conducting the international conference
collaboratively between five university members of CCR SMARTCITY. In this event, scholars from
various institutions gathered and participated in oral or poster presentation about their respective
research focus on SMARTCITY topics. The Governor of West Java, Ridwan Kamil, also attended
and gave a speech as supporting city planning and development through SMARTCITY research
result, which will be able to replicate and implemented by the local governments. In addition, the
Rector of Unpad, Prof. Tri Hanggono, and USAID Actiong Deputy Mission Director, Betty Chung,
attended at the event.
Name of Hospital Patients
recruited
(1 Oct – 31 Dec
2018)
Total
recruited
patients
(2018)
RSUP Dr. Hasan Sadikin – Bandung 33 63
RSUD Soreang – Bandung 72 127
RSUD Al-Ihsan – Bandung 10 10
RSUD Prov. NTB – Mataram 26 26
RSUD Praya – Mataram 38 38
RSUD Zainoel Abidin – Aceh 20 20
RSU Meuraxa – Aceh 29 29
RSUD Ulin – Banjarmasin 12 12
RSUD Dr. Moch. Ansyari Saleh Banjarmasin 11 11
TOTAL NUMBER OF RECRUITED PATIENT 336
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Ridwan Kamil, Governor of West Java (middle), attending International Conference on
SMART CITY Innovation in Bandung
In November 2018, SMARTCITY also held a short-term training course at Academic Writing Short
Course for Junior Faculty Members and Graduate Students, participated by 82 targeted scholars
from 22 Indonesian Higher Education Institutions to improve their scientific research papers’ quality.
Of its, the mentoring series were held by US partners and followed up to the end of this quarter.
SMARTCITY provided support funds for Scholars presented the International Conference, in this
reporting period there were 11 scholars supported to present in the International Conference in the
country program and third countries program as Malaysia, South Korea and Philippines.
As a research consortium practice, SMARTCITY involved Kementerian Dalam Negeri
(KEMENDAGRI/ Ministry of Internal Affairs of the Republic of Indonesia, through the representative
from Direktorat Jenderal Otonomi Daerah/ DG of Local Autonomy to establish ASEAN Smart City
Center (ASCC). The objective of ASCC especially first is to create a standard about SMART CITY
at ASEANThe ministry needs to cooperate with UI to gain scientific input from scholars; to assist
regional government in increasing regional capacity when they want to apply to be made as a smart
city; and to formulate 2 Indonesian National Standard: Sustainable community development -
Indicators for regional services and quality of life.
SMARTCITY research involves affiliates institutions’ scholars with a total 28 groups: 13 groups from
UI, 3 groups from UNPAD, 4 groups from UNDIP, 4 groups from UNUD, and 4 groups from
UNSRI. Each group conduct their own research sub-topic under SMARTCITY research clusters and
its main topic.
CCR – CDSR
The CDSR management team evaluated their current management system in developing and applying
good governance of internationally recognized and impactful research and design program - proper
support as accountable as USAID requirements - through a strong trust-based system and
formalized into a legal form as MoU to any potential parties in increasing the research and
development program management and its milestones, led by the lead institution in exploring and
optimally using various opportunity.
For the sustainability program, CDSR team have replicated their research findings on sustainable
energy development in Gorontalo into Social and Technical Study on Renewable Energy Technology
in several villages in Gorontalo, with an external resource funds by Small Grants Programme (SGP) -
9
United Nations Development Programme (UNDP). This is an important milestone in indicator 3.1,
and a systemic effort to provide enabling environment to strengthen and enlarge the research and
design program network as a strategy to achieve the sustainability.
CCR - NCSTT
NCSTT have held some impactful events for increasing their KPIs, as: (1) two sharing learning
events, as Life at MIT & MIT PE Sharing and the 5th International Conference on Electric Vehicular
Technology (ICEVT) in October 2018, (2) short-term training course held as Strategic Management
of Intellectual Property (IP) Rights, Copyright and Patent Process in December 2018, (3) External
Partner visit in increasing the external resources for NCSTT joint research projects in December
2018.
The sharing learning on Life at MIT & MIT PE Sharing was intended to inspire any scholars to gain
any opportunity in international joint research with a world-class international university in
Innovative Technology of Transportation, as the design of electric motors. The activity was held in
the affiliate institution; Universitas Sebelas Maret, Surakarta and participated by the scholars and the
students of Mechanical Engineering Department.
The ICEVT also was held in Surakarta and participated by the researches from various institutions as
well as industry players, in which some keynote speakers from private sectors presented their
electric vehicle development progress, they are Toyota, Pertamina, AVL Austria, Fuji Electronic, etc.
The workshop on Strategic Management of Intellectual Property (IP) Rights, Copyright and Patent
Process was held in Universitas Diponegoro, Semarang. The event had a larger goal than the capacity
building, which was to trigger the enactment of new policies related to intellectual property in
Universitas Diponegoro.
CCR - ANBIOCORE
The Anbiocore's scholars have participated in three international conferences during this reporting
period with 11 (5 females, 6 males) presented scholars in International Biology Conference (IBOC)
in Surabaya, October 13, 2018; International Conference of Asian Society of Conservation Medicine
(ASCM) in Bali, November 28-29, 2018, and FAVA Congress and the 15th KIVNAS PDHI in Bali,
November 1-4, 2018. The research activity in veterinary cluster have started by conducting data
collection of semen of Bali Bulls at Articial Insemination Center in Baturiti Bali, to be analysed and
investigated the correlation between sperm quality and fertility based on AI result of Bali Bulls.
II. Other Program Activities that Contributed to SHERA’s Achievements
2.1 Stakeholder Engagement
a. USAID/Indonesia
In October, USAID invited all implementing partners to a meeting to share information on their 2014-
2020 Country Development Cooperation Strategy (CDCS) called “The Journey to Self-Reliance:
Indonesia's Road Map." During the meeting, USAID Mission Director Erin McKey shared information
on the USAID strategy and policy, which focuses on the ability of a country to plan, finance, and
implement solutions to its own development challenges.
The revised CDCS will affect SHERA, as it will move from its place within Development Objective
(DO) 4: collaborative achievement in science, technology and innovation increased to DO 2: essential
human services to targeted populations improved and sustained, in Immediate Result (IR) 2.3: capacity
of educational institutions, and a cross-cutting theme. Even though, it will not affect the program
content, but it will be affecting the fund allocated, as it only under IR level.
On December 3, SHERA MEL Specialist and Program Director met USAID AOR to review and finalize
the SHERA Performance Indicators Reference Sheet (PIRS), especially on USAID’s Project
Performance Review Indicators, related to SHERA’s Outcome Goals 3, Outcome 1.2, 3.1 and output
3.1.1. on number of selected affiliates included in research consortium. The team finalized the revised
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PIRS, which then need to be reviewed by need to be consulted to Kemristekdikti and the CCRs in
January 2019.
b. Government of Indonesia
On November 29, the USAID AOR and SHERA team visited Kemristekdikti to report on program
achievements and challenges during the program’s second year. The meeting included the Secretary
of the Director General Research and Development, Director of Research & Development (R&D),
and Staff Head of Monitoring. The meeting and presentation focused on the important role of the GOI
in supporting international publications
and collaboration with the U.S. HEIs, as
well as the program challenges with low
spending, inconsistencies in achievements
across the CCRs, and the need to include
more HEIs.
Photo : Coordination meeting between USAID
Indonesia, SHERA and MoRTHE
c. Private Sector
During this period, the SHERA team worked to implement it’s public-private sector engagement
strategy into a specific timeline and activities. The below table captures the partnerships developed
from October 2017 – December 2018:
Table 2 CCR Public-Private Sector Partnerships
No. CCR Institution Status Partners
Document
1 CDSR Institut Pertanian Bogor Affiliate PT Korintiga MOU
2 CDSR Institut Teknologi Bandung Affiliate Shimizu Corporation MOU
3 ANBIOCORE Institut Pertanian Bogor Lead Balai Inseminasi Buatan, Lembang MOU
4 ANBIOCORE Institut Pertanian Bogor
Lead Balai Besar Inseminasi Buatan, Singosari
MOU
5 ANBIOCORE Institut Pertanian Bogor
Lead Loka Penelitian Sapi Potong, Grati, Pasuruan
MOU
6 ANBIOCORE Institut Pertanian Bogor Lead Balai Embrio Ternak Cipelang MOU
7 ANBIOCORE Institut Pertanian Bogor Lead BPTU HPT Indrapuri MOU
8 NCSTT Institut Teknologi Bandung Lead PT INKA MOU
9 NCSTT Institut Teknologi Bandung Lead PT Proven Force Indonesia MOU
10 NCSTT Universitas Diponegoro Affiliate PT Karoseri Nusantara Gemilang MOU
11 NCSTT Institut Teknologi Bandung Lead PT Bakrie and Brothers MOU
12 CCR ARI Universitas Padjadjaran Lead Rumah Sakit Hasan Sadikin Bandung MOU
13 CCR ARI Universitas Padjadjaran Lead Rumah Sakit Al Ihsan Bandung MOU
14 CCR ARI Universitas Padjadjaran Lead RSUD Soreang MOU
15 CCR ARI Universitas Padjadjaran Lead RSUD Majalaya MOU*
16 CCR ARI Universitas Pattimura Affiliate RSUD Dr M Haulussy MOU*
17 CCR ARI Universitas Pattimura Affiliate RSUD Sumber Hidup MOU*
18 CCR ARI Universitas Mataram Affiliate RSUD Praya MOU
19 CCR ARI Universitas Mataram Affiliate RSUD NTB MOU
20 CCR ARI Universitas Syiah Kuala Affiliate RSUD Meuraxa MOU
21 CCR ARI Universitas Syiah Kuala Affiliate RSUD Zainoel Abidin MOU
11
22 CCR ARI Universitas Lambung Mangkurat Affiliate RSUD Ulin MOU*
23 CCR ARI Universitas Lambung Mangkurat Affiliate RSUD Ansari Saleh MOU*
* legal document under review by IIE
The legal partnership documents are currently under review by IIE to document the type and nature
of the partnerships, roles of the different entities, any activities that will impact SHERA’s achievements
and period of time it covers. Under the supervision of SHERA’s Program Director, SHERA’s MEL team
will work closely with the PPP consultant to map the achievements in the upcoming period.
Meanwhile, during the quarter the NCSTT team visited PT Bakrie and Brothers, a giant business group
of manufacturing, to obtain external resources. Through a Memorandum of Agreement, this business
will support for the next International Conference of Electric Vehicular Technology in Bali 2019 and
support the development of NCSTT’s e-trike and electric bus.
III. Operations
3.1 SHERA Project Office Relocation
The SHERA project moved
from Menara Imperium to
Gran Rubina Office Park at
the beginning of this quarter
due to a change in ownership
of SHERA’s previous office
space. On October 10,
SHERA held an office
warming, inviting USAID,
IIE’s implementing partner
Indonesian International
Education Foundation (IIEF)
and other IIE’s other
USAID/Indonesia programs.
3.2 MEL Officer
IIE hired a MEL Officer to support the day-to-day operational management of program data recording
and reporting, in including participating in the development of a Management Information System (MIS)
to be utilized by the SHERA team and CCRs. IIE is confident that this additional role on SHERA’s MEL
team will ensure robust program monitoring and evaluation systems are maintained. Muhammad
Zulfan Zubaidi is the selected candidate for MEL Officer and officially joined SHERA from December
17.
3.3 PPP Consultant
Last quarter, SHERA identified two strong candidates to fill the role of PPP consultant. This position
supports the Program Director in cultivating relationships and representing the program with the
public and private sectors. The PPP consultant will also liaise with IIE’s home office in supporting
SHERA’s PPP strategy through communication and collaboration with U.S. stakeholders. The
successful candidate, Hendry Predy, began on November 15. In December, Hendry worked directly
with the Program Director and IIE Home Office in establishing SHERA’s PPP strategy.
3.4 SHERA Office VAT Restitution – April – October 2018
IIE submitted restitution of IIE’s Value Added Tax (VAT) insurance on SHERA’s project office for the
period of April – October 2018. IIE collected necessary recommendation letters from USAID,
Kemristekdikti and the State Secretary in August and September. IIE continued the process by
requesting restitution from the Directorate General of Taxation in December, which DGT approved
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on December 18. IIE will submit some financial details in January, which will allow for the funds to be
credited back to IIE in January-mid February 2019.
3.5 IIE Home Office Travel to Indonesia
In October, IIE’s Controller, Kisook Bozsa, and Finance Operations Specialist Francisco Sequeira,
traveled to Indonesia to meet IIE’s USAID/Indonesia project teams and provide relevant trainings on
internal control and fraud prevention and best practices in subrecipient monitoring, meet with
USAID/Indonesia representatives, and conduct monitoring during a field visit to the SMART CITY
office at UI. Specific to SHERA, during the meeting with USAID, IIE’s Controller and Finance
Operations Specialist met with the program AOR and discussed IIE’s financial oversight of the CCR
leads and the project’s low burn rate. They discussed what IIE has done and can do in the future to
improve in these two areas, which includes:
• Hiring the Finance Operations
Specialist, who began in July,
who dedicates his time to
subrecipient monitoring and
capacity building for SHERA;
• Reconciling the CCR leads’
financial reports with increased
speed and efficiency, which is
now possible with the start of
the Finance Operations
Specialist and was exhibited in
the last SF 425; and
• Modifying IIE’s processes and
requirements for financial
reporting and advance requests
to decrease the CCR leads
administrative burden.
In addition, the Finance Operations Specialist had individual meetings with SHERA’s Grants and Finance
team to discuss the developed new grant guidelines, and co-led a two-day Finance and Grants
Workshop for all CCR leads in Bandung to increase the CCR lead’s capacity in financial management
and oversight and budget forecasting, review their current month’s financial reports and provide input
on areas of opportunity for strengthened internal systems and documentation, and share updates to
financial reporting and advance requests processes and requirements mentioned above. See an
overview of lessons learned and results in Section 1.2 above.
IV. Challenges
4.1 USAID’s Revised CDCS
IIE anticipates that the new USAID/Indonesia CDCS will impact CCR implementation. The SHERA
team has conducted several meetings with USAID to address these concerns with the following
results:
• SHERA is a research partnership program which needs a long period to have lasting results; if
USAID needs a fast program impact, SHERA needs to sit with USAID and CCRs in revisiting the
approach,
• It is the similar challenge for a request of CCR commitment to sustainability and PPP, while PPP
can only be created when there are win-win, long-term, and trusted relationships; and
• USAID will conduct a commitment and capacity survey, which all CCRs will complete and may
influence the revision of SHERA’s Program Description.
Photo: Kisook Bozsa, IIE Controller (middle) and Francisco
Sequeira, IIE Finance Operation Specialist (second from left)
visited SMART CITY's office
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4.2 CCR’s Operational and Program Capacity
CDSR - ITB
While all CDSR Indonesian affiliates showed strong participation in research during its first year of
implementation, there was low performance in producing papers. CDSR will give stronger support to
these affiliates through direct training in research method and writing to improve their performance.
CDSR also faces challenges in developing the ability to receive high citation rates for produced papers.
As citations are a significant sign in wide scale academic feedback and recognition, CDSR is trying hard
to find effective ways to increase the citation index of papers. For example, CDSR will send Indonesian
researchers to the U.S. with the objective of increasing the capacity of CDSR researchers in developing
well-managed R&D programs and producing high-quality papers.
ANBIOCORE - IPB
IPB collaboration with its US affiliate Mississippi State University (MSU) has run well for research
method training and implementation. However, IPB has poorly managed it’s funds allocation from
MSU, with minimal clear division of what would be paid by the two institutions separately. This has
led to confusion and a delay in IPB paying MSU’s invoice until all expenses that should be covered by
MSu are clearly determined. IIE has scheduled a call with the Principle Investigator (PI) at MSU and IPB
to address all questions and move this item forward.
IPB has also experience management challenges with its other U.S. affiliate, University of Rhode Island
(URI). IPB had questions regarding the invoice and the PI at URI was concerned that IPB was holding
their funds that had already been obligated. IIE’s Grants and Contracts team scheduled a call with URI
representatives to review the terms of the award, which settled the concerns of URI’s side. IIE has
scheduled a separate call for January with IPB and URI’s PI to discuss any questions related to the
invoice.
In addition, IPB has experienced high turnover among the CCR lead’s Finance Managers, which led
increasingly junior finance staff joining the project with insufficient background in accounting to manage
the CCR’s finances and cash flow. This has impacted their burn rate, procurement process and ability
to run activities per their IPB, which in turn reduces their ability to achieve their target indicators. The
SHERA team met with the CCR management on December 6 to discuss their challenges and identify
solutions. IPB agreed to create a management policy and a Standard Operating Procedures to achieve
adequate implementation of program and research management.
NCSTT - ITB
During this quarter, NCSTT planned to send one of their researchers to the U.S. as a faculty exchange
at their U.S. affiliate, Massachusetts Institute of Technology (MIT). As the first exchange visitor who
would travel to the U.S. under a J1 visa for SHERA, all stakeholders paid close attention to the ensure
the visa processing was adequate. SHERA processed all necessary documents for the researcher, Arief
Nur Pratomo’s J1 visa in October 2018. By the end of November, SHERA was informed that Mr.
Pratomo passed all screenings and should schedule an interview at the Consulate. He informed SHERA
that he passed the interview, however in early December, the SHERA team received a notification
that Mr. Pratomo had not arrived in the U.S. SHERA discovered that NCSTT had disallowed Mr.
Pratomo to participate in the faculty exchange due to his failing to demonstrate his commitment to
the development of NCSTT. SHERA was disappointed in NCSTT’s action and to avoid such events in
the future, IIE will conduct tighter controls on proposed candidates
ITB experienced significant challenges in communicating with management and coordinating research
activities among all of its Indonesian affiliates, as they are located throughout the country, with multiple
time zones and limited access to the necessary internet connection for successful virtual meetings. ITB
will address this issue moving forward by utilizing all opportunities for in-person meetings with
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affiliates, such as during academic conferences, workshops, etc. to hold coordination meetings with
CCR researchers. This will positively impact the engagement with all CCR members.
ITB has made significant advancements in its Management Information System (MIS), which is now
collecting and storing data on the research that has been carried-out. Examples of data are publication
incentive proposals and researchers’ Scopus data. However, the collection of such data has not been
fully automated and still requires manual steps, which is time consuming for staff. Moving forward,
NCSTT will continue to automate the process to reduce the amount of work required for collecting
data and decrease the change of human error.
CCR ARI - UNPAD
In general, UNPAD continues to experience challenges in research implementation related to patient
recruitment and data entry. The field hospitals lack the human resources to conduct patient screening,
obtain informed consent, and conduct follow-up phone calls. In addition, the field hospitals face
administrative challenges, such as a prolonged permit release process and disorganized medical record
management systems, which further slows the collection of patient data. At some affiliate sites, patients
still feel threatened by the research procedure and require a thorough explanation from the field
personnel. The field doctors at affiliate sites are overwhelmed with the recruitment procedures and
interviews, especially when their patient recruitement target is exceedingly aggressive. Lastly, the CCR
ARI team could not interview several patients in Mataram and Lombok due to earthquake-related
trauma, and the survey was postponed.
IIE is disappointed to report that after intense communication between July-September 2018,
Pharmajet is no longer involved in the research consortium. CCR ARI obtained an Internal Review
Board (IRB) approval to conduct this study, and Biofarma has already set aside the vaccine and will
fund the body fluid testing before and after immunization for 1,800 subjects. Pharmajet insisted that if
CCR ARI would use their needleless device in this study, Biofarma would ne change their infuenza
vaccine label to include the following statement: “Pharmajet Stratis as one of the delivery methods.”
Biofarma was unwilling to change their label as they are a vaccine manufacturer and as such the
influenza vaccine is licensed for intramuscular administration, regardless of the methods used to
administer it. CCR ARI decided to withdraw the plan to compare the methods of vaccine delivery and
change the aim of the study to evaluate the impact of the influenza vaccine in Indonesian population.
CCR ARI is working on the new protocol and will submit it to thier Ethical Committee shortly. Thus,
the vaccine study is still on-target to be accomplished by June 2019.
SMART CITY - UI
SMARTCITY experienced several challenges this quarter, including the following:
• Difficulty in recruiting participants from their Indonesian affiliate partners for a short course during
November, as it is a busiest time for faculty members.
• SMART CITY did not publish its website this quarter as planned due to an inflexible vendor. IIE
has already met with SMART CITY management about this issue and they’ve assured it will be
developed in the upcoming quarter.
VI. Activities Anticipated for Next Quarter (January – March 2019)
5.1 SHERA Bi-Annual Meeting
IIE determined the need to reschedule the CCR bi-annual meeting from December 2018 to February
2019 due to a delay in finalizing the CCRs’ second year implementation plans. This event will now
include USAID and Kemristekdikti and will take place in Jakarta. The objectives of the meeting include
identifying a CCR-wide management plan and setting goals for CCR sustainability and PPP.
5.2 CCR Direct Mentoring
In the next reporting period, the SHERA team will conduct the following direct mentoring activities:
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MEL
• Continue developing SHERA’s MEL information system
• Conduct virtual mentoring in data collection and analysis to CCRs
• Coordinate field visits to CCR affiliates to monitor program activities related to the CCRs’
implementation plans, impact, lessons learned, and sustainability, as well as quality and
accountability practices in routine data collection and reporting
• Review SHERA’s PIRS
• Assist with USAID’s mid-term evaluation, if conducted
F&G
• Review SHERA’s Grants Guidelines with all CCR lead representatives
• As an Indonesian CCR affiliate to both ANBIOCORE and CCR ARI, the F&G team will
conduct monitoring at Universitas Syiah Kuala (UNSYAH), Aceh to evaluate the
administration and documentation of financial and award management across projects
5.3 Stakeholder Engagement
The GOI will remained engaged in program monitoring of CCR performance during the meeting
planned for February (mentioned above). In addition, the Director General of Research and
Development has raised his intentions to accompany the Program Director during his visit in the US
to meet U.S. affiliates and potential partner HEIs and research institutions. SHERA plans to design the
visit as mentioned below in 6.4.
To provide a better picture for the PPP Consultant to identify potential partners for the CCRs, he
will work with the SHERA Program Director and MEL Consultant in mapping the CCRs’ current and
potential partners. After mapping, he will start approaching each CCR to obtain more detailed
information on their real needs. Based on that information, the consultant will approach the relevant
potential partners, including the American Chamber of Commerce (AMCHAM), the Indonesia
Chamber of Commerce; the Research and Development Division of ADARO, a coal mining company;
and the Indonesian Association of Local Governments.
5.4 SHERA Program Director Travel to U.S.
To address CCR sustainability, network, and achieve the program’s PPP objectives, SHERA’s Program
Director, Prima Setiawan, will lead partnership engagement activities in the upcoming quarter by
traveling to the U.S. in February to conduct a series of meetings and potentially lead a roundtable to
discuss lessons learned under SHERA. He will travel with US/Indonesian partners and the Embassy.
While details are still being determined, IIE plans for his travels to align with at least three CCR leads
and GOI leadership, who will also travel to the U.S. for external meetings with current and potential
partners. Prima will also conduct strategic and operational internal meetings with IIE’s executive
leadership and functional teams. The timing of travel would also enable the Program Director to
participate in an international conference to engage addition private sector entities, share lessons
learned as an industry leader within international partnerships, and raise SHERA’s visibility among the
various stakeholders, as well as conduct meetings with IIE home office staff to discuss operations.
5.5 J1 Visa Consultant
Based on CCRs work plans, SHERA will receive many applications for exchange visitors in the
upcoming quarter. The visa processing will be handled by IIE’s Implementing Partner on SHERA, the
Indonesian International Education Foundation, who will hire a J1 Visa expert in February.