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

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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.