DBE1
ICT Grants Program
GRANT IMPLEMENTATION TOOL KIT

USAID – DECENTRALIZED BASIC EDUCATION
DBE1 – MANAGEMENT & EDUCATION...
Table of Contents
Page
Abbreviations and Acronyms ...........................................................................
Abbreviations and Acronyms1
Acronym
AA
APBD
APBN

Bahasa Indonesia

Anggaran Pendapatan dan
Belanja Daerah
Anggaran Pendap...
DTT
EMIS
ESP
GDP
GOI
IAPBE
ICT
IQDBE
IR
Kepmen
LG
LGSP

Keputusan Menteri

LOE
M&E
MBE
MCA
ME
Menko
Kesra
MI
MONE
MORA
MOU...
RPS
RTI
SBM
SC
SD
SK
SMP
SPM
SPPM

Rencana Pengembangan
Sekolah

Sekolah Dasar
Surat Keputusan
Sekolah Menangah Pertama
St...
1
Section

Welcome and Introduction

T

his Tool Kit has been prepared as a reference of information you require to
succes...
The overall USAID/Indonesia Decentralized Basic Education program (DBE program)
sites covers East Java, Central Java, West...
2
Section

Grant Agreements

I

f you may have operational deficiencies you shall be categorized as “high-risk”
grantees. ...
Standard of
Responsibility

SIMPLIFIED COST
REINBURSEMENT GRANTS

3.

Grantee must seek pre-approval
of purchases of certa...
6.

Maintain complete records of all costs charged to the grant for a period of three years
after the expiration of the gr...
3
Section

Program Implementation

T

he following paragraphs describe topics on general issues, work plan, reporting,
and...
3.3

Progress Reports

Reporting is one of the key responsibilities of any grantee. It is your responsibility to
communica...
formatted version of this milestone schedule can be found under “Milestone Schedule
Form” on the CD-ROM accompanying this ...
Figure 1 Timesheet

A pre-formatted timesheet form can be found under “Timesheet Form” on the CD-ROM
accompanying this too...
4
Section

Monitoring and Evaluation

M

onitoring and evaluation of your grants program is a key responsibility for
every...
5
Section

Financial Management

S

ound financial management is a key factor affecting the success of your grants
program...
quarter thereafter, the grantee should submit a "Liquidation of Advances" report to
liquidate the advances of the previous...





Costs of amusement, social activities, and ceremonials
Membership in any country club or social or dining club
Co...
earning program income is any income earned by you during the grant period. You have
no obligation for program income earn...
6
Section

Procurement and Equipment

U

SAID Procurement Standard assert that you must avoid purchasing unnecessary
items...
thereof which receive the preponderance of their support from awards made by Federal
agencies. In determining the reasonab...
7
Section

Branding and Publications

U

SAID shall be prominently acknowledged in all publications, videos, or other
info...
8
Section

Grant Files and Closeout
Procedures

T

he closeout procedures of your grants program will depend on the grant ...
9
Section

Termination of the Grants
Agreement

Y

our award may be terminated (or, with respect to paragraphs (a) (1) and...
USAID DBE1 ICT Grant
Implementation Tool Kit



ANNEX 1

Key Technical Milestone - Training

USAID DBE1 ICT Grant Impleme...
Key Technical Milestone – Training
1.

Training Objective & Structure

1.

Training Materials Development

1.

Training Ma...
b. How Often

Once for every training

c. When

Quarterly, e.g. in January 07, April 07, July 07, October 07, etc.

d. For...
USAID DBE1 ICT Grant
Implementation Tool Kit



ANNEX 2

Key Technical Milestone – Custom
Software Development

USAID DBE...
Key Technical Milestone – Custom Software Development
1.

Portal System Requirement and Analysis

2.

Governance Model Ide...
3. Portal-System Specification Identification
Milestone

Portal/System specification identified and agreed upon

Explanati...
6. Portal-System Impact
Milestone

System/Portal impact evaluated

Explanation

This milestone requires an evaluation of t...
USAID DBE1 ICT Grant
Implementation Tool Kit



ANNEX 3

Indicators and Reporting
Guidelines – Training

USAID DBE1 ICT G...
Indicator and Reporting Guidelines - Training
1.
2.
3.
4.
5.
6.

Training Course Completion-1
Training Course Completion-2...
2. Training Course Completion-2
Indicator

% of education stakeholders successfully completing an ICT-related training
cou...
Internet skills, computer networking, servicing, and maintenance skills,
electronic resource production and evaluation ski...
a. By Whom

Project Manager

b. How Often

twice

c. When

January 07 , October 2007

d. Format

First quarterly report an...
administrators (school principal, vice-principal, other school
administration staff), teachers, students, and parents.
“Us...
USAID DBE1 ICT Grant
Implementation Tool Kit



ANNEX 4

Indicators and Reporting
Guidelines – Custom Software
Developmen...
Indicators and Reporting Guidelines – Custom Software Development
1. User Hits
2. Regular Use of ICT
3. Increase Ease Acce...
c. When

Based on work plan, e.g. around July 07, and July 08

d. Format

Quarterly report including an analysis of the su...
INVOICE

(Fixed Obligation Grant)

Date:
Billing Period:
Phone:

Invoice No:

Fax:

USAID – DBE1
Attn: Mr. Dan Moulton
Ged...
INVOICE USER GUIDE
1. Fill in name, address and phone number of grantee (the column above DBE1
address)
2. Fill in date, b...
SUMMARY OF INVOICE

INVOICE NO

:

INVOICE DATE :
Grantee Name

:

Address
Phone Number

:
:

Total DBE1 Grant Amount :
Bi...
INVOICE SUMMARY – SIG USER GUIDE
1. Fill in name, address, phone number, total DBE1 grant amount, invoice number
and invoi...
INVOICE

(Simplified Grant)

Date:
Billing Period:
Phone:

Invoice No:

Fax:

USAID – DBE1
Attn: Mr. Dan Moulton
Gedung BE...
INVOICE - SIG USER GUIDE
1. Fill in name, address and phone number of grantee (table above DBE1 address)
2. Fill in date, ...
ADVANCE SETTLEMENT
Date
Grantee Name

:

:

Address
Phone

:

No
:
:

Total DBE1 Grant Amount :
Total Settlement Advance :...
C. Total = A + B
Description

Advance
Amount

Advance
Realization

Balance

Start Up Budget

Sub Total

-

-

-

-

-

On ...
A. ADVANCE REQUEST
Grantee submit monthly advance request for the next 1 (one) month operational to
DBE1. Advance requisit...
Fill in with amount with the amount has been received by the grantee up to the
month of the advance request
6. Cumulative ...
c. Fill in advance realization with total advance which has been realized until
previous month
d. Balance is subtraction o...
4. Table C: A + B
No

Description

Advance

Advance

Amount

Realization

Balance

Start Up Budget
Sub Total

-

-

-

On ...
.
.
.
.
.
.
.
.
.
.

Initial Report

‘Grant Program Title’
.

.

.

.

.

.

.

[ Fixed Obligation Grant] | [ Simplified C...
{ [ Tier-1] | [ Tier-2 ] } { [ Education Hotspots ] | [ Innovation EMG ] }

Initial Report
“Grant ProgramTitle”
[ Fixed Ob...
.
.
.
.
.
.
.
.
.
Table of Contents

List of Tables

List of Figures
List of Abbreviations and Acronyms
ADS
CFR
CSO
CTO
DBE
DBE1
DC
DEO
DIS
DPL
DPB
DRO
EMG
EMIS
ICT
Menko Kesra
M&E
MOF
MONE
M...
1. About the Corsortia
‘Grant Program Title’
Consortia Organization Structure
The USAID-DBE1 ICT Grant program titled „Gra...
.
.
.
.
.
.
.
.
Telephone No.:
.
.
Fax No.:

Web Site Address:
Type of Company?
Nationality of Company?
Public or Private ...
2. Understanding the Grant
Award
‘Grant Program Title’
Grant Award Type
This „Grant Program Title‟ is a Fixed Obligation G...
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Ict grant implementation toolkit   lowres1
Upcoming SlideShare
Loading in …5
×

Ict grant implementation toolkit lowres1

852 views

Published on

Published in: Education
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
852
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
7
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Ict grant implementation toolkit lowres1

  1. 1. DBE1 ICT Grants Program GRANT IMPLEMENTATION TOOL KIT USAID – DECENTRALIZED BASIC EDUCATION DBE1 – MANAGEMENT & EDUCATION GOVERNANCE EMIS and ICT PROGRAM INDONESIA DECEMBER 2006
  2. 2. Table of Contents Page Abbreviations and Acronyms ............................................................................ iv 1. Welcome and Introduction 1.1 Welcome ............................................................................................1 1.2 Introduction to the DBE1 ICT Grants Program .................................1 2. Grant Agreements 2.1 Grant Terms and Conditions ..............................................................4 2.2 Special Award Conditions .................................................................5 3. Program Implementation 3.1 General Issues ....................................................................................6 3.2 Workplan............................................................................................6 3.3 Progress Reports ................................................................................7 3.4 Timesheets ...........................................................................................8 4. Monitoring and Implementation ……………………………………………10 5. Financial Management ……………………………………………………...11 5.1 General Financial Issues ..................................................................11 5.2 Monitoring, Reporting and Recordkeeping .....................................13 5.3 Project Income .................................................................................13 6. Procurement and Equipment ………………………………………………..15 6.1 General Procurement Procedures .....................................................15 6.2 Equipment ........................................................................................16 7. Branding and Publication …………………………………………………. 17 8. Grant Files and Closeout Procedures ……………………………………... 18 9. Termination of the Grants Agreement …………………………….……………….. 19 Annex 1. Key Technical Milestone – Training 2. Key Technical Milestone – Custom Software Development 3. Indicators and Reporting Guidelines – Training 4. Indicators and Reporting Guidelines – Custom Software Development USAID DBE1 ICT Grant Implementation Tool Kit iii
  3. 3. Abbreviations and Acronyms1 Acronym AA APBD APBN Bahasa Indonesia Anggaran Pendapatan dan Belanja Daerah Anggaran Pendapatan dan Belanja Negara AusAID BF BFM BOS CA CDP CLCC CMPW Bantuan Operasional Sekolah Menko Kesra COP CSO DBE DBE1 DBE2 DBE3 DC DCOP DIS DPK DPISS DPP DPR DPRD Dewan Pendidikan Kabupaten Dewan Pendidikan Provinsi Dewan Perwakilan Rakyat Dewan Perwakilan Rakyat Daerah DSC 1 English Administrative Assistant District Government Annual Budget National Government Annual Budget Australian Agency for International Development Budgeting and Finance Budget and Finance Manager School Operational Fund [grants] Capacity Assessment Capacity Development Plan Creating Learning Communities for Children Coordinating Ministry for People‟s Welfare Chief of Party Civil Society Organization Decentralized Basic Education [USAID project] Decentralized Basic Education Project Management and Governance Decentralized Basic Education Project Teaching and Learning Decentralized Basic Education Project Improving Work and Life Skills District Coordinator Deputy Chief of Party Data and Information Specialist District Education Board District Planning Information Support System Provincial Education Board National Parliament District Parliament District Steering Committee This will need to be adjusted for the Bahasa Indonesia version of this toolbox. USAID DBE1 ICT Grant Implementation Tool Kit iv
  4. 4. DTT EMIS ESP GDP GOI IAPBE ICT IQDBE IR Kepmen LG LGSP Keputusan Menteri LOE M&E MBE MCA ME Menko Kesra MI MONE MORA MOU MSS MT NE NGO PAKEM PC PDMS PMP PMS PO PP PPA PPAS PS RF RPPK Madrasah Ibtidaiyah Departemen Diknas Departemen Agama Madrasah Tsanawiyah Pembelajaran Aktif, Kreatif, Efektif, dan Menyenangkan Peraturan Pemerintah Rencana Pengembangan Pendidikan Kabupaten/Kota USAID DBE1 ICT Grant Implementation Tool Kit District Technical Teams Education Management Information Systems Environmental Services Program [USAID project] Gross Domestic Product Government of Indonesia Indonesia-Australia Partnership in Basic Education Information and Communication Technology Improved Quality of Decentralized Basic Education [program] Intermediate Result Ministerial Decree Local government Local Governance Support Program [USAID project] Level of effort Monitoring and Evaluation Managing Basic Education [USAID project] Millennium Challenge Account Monitoring and Evaluation Specialist Coordinating Ministry for People‟s Welfare Islamic primary school Ministry of National Education Ministry of Religious Affairs Memoranda of Understanding minimum service standards Islamic junior secondary school northeast nongovernmental organization Active, Creative, Joyful, and Effective Learning Provincial Coordinator Project Data Management System Performance Monitoring Plan Planning & Management Specialist Program Objective Government Regulation Public-private alliances Public-Private Alliance Specialist Provincial Specialist Results Framework District Education Development Plan v
  5. 5. RPS RTI SBM SC SD SK SMP SPM SPPM Rencana Pengembangan Sekolah Sekolah Dasar Surat Keputusan Sekolah Menangah Pertama Standar Pelayanan Minimal Survei Prioritas Pelayanan Masyarakat STA STTA SW TOR TOT TraiNet UNESCO UNICEF USAID USAID DBE1 ICT Grant Implementation Tool Kit School Development Plan RTI International school-based management School committees primary school Decree junior secondary school Minimum service standard Community Service Priorities Survey Tool short-term advisor Short-term Technical Assistance southwest Terms of Reference Training of Trainers USAID system for tracking training United Nations Educational, Scientific, and Cultural Organization United Nations Children‟s Fund United States Agency for International Development vi
  6. 6. 1 Section Welcome and Introduction T his Tool Kit has been prepared as a reference of information you require to successfully implement your program. A CD-ROM accompanies this manual. The CD-ROM contains several reporting form that you may download. 1.1 Welcome Dear Grantee, Welcome to the USAID DBE1 ICT Grants Program. You are one of a few consortia that have been chosen to participate in this program due to the quality of your proposal, your effort to incorporate budgetary and programmatic feedback from DBE1 specialists, and the strength of the consortia partnership and grants concept you put forward for this program. Over the next year, you will work in close cooperation with the DBE1 ICT team in implementing your proposed program. We encourage you to stay in close communication with us, to contact us early on if you have questions, issues or need feedback or support. Based on the specific grants agreement you signed with us, you are ultimately responsible for the programmatic and budgetary integrity and the success of your initiative. The DBE1 ICT team will be glad to support you in any way possible, granted that you are diligent in the implementation of your program and in the communication of your progress with DBE1, e.g. in inception reports, quarterly reports, and especially in the targeted Monitoring and Evaluation (M&E) activities you will carry through, which will be critical for the DBE1 project to track and monitor the progress of the overall ICT grant program. The USAID DBE1 ICT Grant Implementation Tool Kit consists of a printed manual and accompanying CD. The Manual provides a description of how you should manage your grant. The CD contains all the forms and formats that you need for submitting reports to DBE1. It also contains examples specific to the type of grant you will receive to help you better understand how to fill in and complete the reporting forms. Good Luck! 1.2 Introduction to the DBE1 ICT Grants Program The USAID/Indonesia “More Effective Decentralized Education Management and Governance” (DBE1) is a partnership between the Government of Indonesia and the Government of the United States of America under a Strategic Objective Agreement (SOAG) between the Coordinating Ministry for People‟s Welfare (Menko Kesra) and USAID. The program aims to improve the quality of basic education in Indonesia through three integrated components: 1) more effective decentralized education management and governance (DBE1), 2) improved quality of teaching and learning (DBE2), and 3) increased relevance of Junior Secondary and Non-formal Education to life skills (DBE3). USAID DBE1 ICT Grant Implementation Tool Kit 1
  7. 7. The overall USAID/Indonesia Decentralized Basic Education program (DBE program) sites covers East Java, Central Java, West Java/Banten (combined), South Sulawesi, North Sumatera, and Nangroe Aceh Darussalam (NAD). This program aims to help improve the quality of education within more than 2,400 schools and over 0.25 million of students in 100 districts (kabupaten/kota) from 2005 through 2010. In these districts, DBE1 tasks target (1) improved capacity of local government to effectively manage basic education, (2) strengthened education governance related institutions, (3) increased use of information resources to enhance education management governance, (4) dissemination of project result including public-private alliance and replication of best practices. Embedded in the activities to achieve increased use of information resources to enhance education management (3), DBE1 features the establishment of an Education Hotspot Pilot program and an ICT grants program. Based on decades of experience supporting ICT applications and approaches, the DBE1 project proposed to integrate the Education Hotspot Pilot program with the ICT grants program. Experience shows that ICT applications, such as Education Hotspots, telecenters or community access centers, need to be demand driven, conceptualized around a clearly identified community need, and require strong local ownership in order to fulfill some of the key conditions for sustainability. Implementing the Education Hotspot Pilot program as a competitive grants program encourages local innovation and community organizations to step up and take responsibility over the implementation of the initiative. Aligning the overall DBE1 program objective with the aims of the Education Hotspot Pilot program (providing access to ICT for the wider community) the DBE1 project decided to integrate the two components into a grants program featuring two grant categories: (1) ICT Access Grants (Education Hotspots), and (2) ICT Innovation Education Management and Governance (EMG) Grants. The DBE1 team targeted the Education Hotspots/Access grants towards district public libraries, highlighting their role in providing information and education resources to the wider community, an intention parallel to that of the Education Hotspot pilots. The objective of the integrated grants program is to strengthen the management and governance capacity of DEOs and strengthen service delivery and outreach of district public libraries. It also allows district public libraries (DPL) and district education offices (DEO) better leverage technologies to enhance information and communication flow with other education stakeholders, including schools, teachers, teacher training institutions and the wider community. In addition, the grants aim to foster collaboration and partnership among education stakeholders and other public and private sector actors in the DBE districts. A major goal is establishing and sharing of good practices and innovative ways to use ICT to improve education. Explicitly, the objectives of the integrated Education Hotspot Pilot and ICT grants program are:  Leverage ICT to contribute to more effective management and governance of education  Leverage ICT to contribute to more effective information and communication among education stakeholders and the wider community USAID DBE1 ICT Grant Implementation Tool Kit 2
  8. 8. 2 Section Grant Agreements I f you may have operational deficiencies you shall be categorized as “high-risk” grantees. Indicators of high risk are: 1) History of poor performance; 2) Financial instability; 3) Management system does not meet the standards prescribed in 22 CFR 226; 4) Has not conformed to the terms and conditions of a previous award; or 5) Not otherwise responsible. The project may impose additional requirements as needed to mitigate the risks identified. Specific remedies include, but are not limited to: 1) special award conditions, such as additional financial reporting detail or frequency; and 2) providing technical assistance to the grantee to correct any operational deficiencies. You will be informed of the reason why the additional requirements are being imposed, the nature of the corrective action needed, the time allowed for completing the corrective actions, and the method for requesting reconsideration of the additional requirements imposed. Illustrative examples of Special Award Conditions for High Risk Grantees Standard of Responsibility SIMPLIFIED COST REINBURSEMENT GRANTS 1. Structure milestones in order to regulate the disbursement to funds. For example: increase the number of milestones; smaller initial disbursement (no more than 25%) 1. Require grantee to open a separate bank account for grant funds from RTI 2. RTI will handle disbursement of funds to vendors (no cash disbursement to grantees) 2. provide grantee templates for invoices and receipts 3. FINANCIAL MANAGEMENT FIXED OBLIGATION GRANTS Increase frequency of invoices submitted by grantee (i.e. biweekly instead of monthly) PROPERTY MANAGEMENT STANDARD 1. Grantee must provide physical location of equipment to be purchased under grant 1. Grantee must provide physical location of equipment to be purchased under grant 2. Physical location must be secured (e.g. locked room) 2. Physical location must be secured (e.g. locked room) PROCUREMENT STANDARD 1. RTI will handle procurement directly with vendors on behalf of grantees 1. RTI will handle procurement directly with vendors above a certain threshold on behalf of grantees 2. RTI prescribes a pre-determined list of equipment for grantee to choose from 2. Grantee must seek pre-approval of purchases of certain items (commodities or services) USAID DBE1 ICT Grant Implementation Tool Kit 3
  9. 9. Standard of Responsibility SIMPLIFIED COST REINBURSEMENT GRANTS 3. Grantee must seek pre-approval of purchases of certain items (commodities or services) 3. Grantee must purchase from pre-qualified vendors determined by RTI 1. Provide financial and programmatic reporting templates to grantee 1. Provide financial and programmatic reporting templates to grantee 2. REPORTS & RECORDS FIXED OBLIGATION GRANTS Increase frequency of reports submitted by grantee (i.e. biweekly instead of monthly) 2.1 Grant Terms and Conditions If awarded a grant as a result of your application submission, you agree to the following terms and conditions: 1. Submit within specified deadlines all programmatic and financial progress reports as may be required by the project (if provided, see attached schedule for reporting and/or invoicing requirements). If not specified, quarterly progress reports must be submitted to the project. 2. Grant funds shall not be used for other purposes other than those specified in the application. The approved budget is the financial expression of the Applicant‟s program as approved during the award process. The Applicant must seek prior approval from project to change the scope or the objectives of the grant and/or revise the funding allocated among grant objectives and/or to transfer funds among cost categories. 3. For Fixed Obligation Grants, disbursements will be made upon the submission of evidence that a benchmark has been achieved. Acceptable evidence may include, but is not limited to, work plans, technical reports, financial reports, minutes of meetings/conference proceedings, completion of a phase of an infrastructure project, etc. 4. For Simplified Grants, disbursements will be made on the basis of claims, including original receipts where applicable, for actual costs incurred. The Grant Applicant will submit a claim for reimbursement listing costs incurred for a specified period supported with original receipts. Claims for reimbursement for allowable expenses may be submitted to the project no more frequent than monthly. All costs to be charged to the grant are only those identified in the budget approved by the project. All purchases charged to the grant will be at reasonable prices and from responsible sources and supported with written receipts. Failure to properly document expenditures claimed for reimbursement under this grant will result to the termination of the grant. Unless specified in the grant application as approved by the project, no single item having a useful life over one year and acquisition cost of $5,000 or more shall be purchased with grant funds. 5. Under a simplified grant, a cash advance to a Grantee with limited cash flow shall be limited to the minimum amount needed to meet current disbursement needs (generally 30 days) and shall be scheduled so that the funds are available as close as is administratively feasible to the actual disbursements for program costs. After receipt of the initial advance, and for each upcoming month (30 day period), the Grantee should submit to the project a "Request for Advance". At the end of each quarter from the date of the initial advance, and for every quarter thereafter, the Grantee should submit a "Liquidation of Advances" report to liquidate the advances of the previous quarter. USAID DBE1 ICT Grant Implementation Tool Kit 4
  10. 10. 6. Maintain complete records of all costs charged to the grant for a period of three years after the expiration of the grant and make such records available to the project or its representatives for review at any time. 7. At the end of the grant period, certify to the project in writing that the activity was completed. If the Grantee cannot certify, it shall be expected to make appropriate reimbursements and/or refund to the project any funds received that represent reimbursement for any costs determined by the project as unallowable. 8. At the end of the grant period, the Grantee shall request disposition instructions from the project for all items of equipment purchased with grant funds, if any. 9. The project does not assume liability for any third party claims for damages arising out of this grant. 10. The project may suspend or terminate the grant upon thirty (30) days written notice. 11. Any dispute under or relating to this grant shall be decided by the RTI Grant Officer. 12. These terms and conditions can only be modified in writing by the RTI Grant Officer. 13. The Standard Provisions for Non-US Nongovernmental Recipients, as applicable, and as prescribed in Chapter 303 of USAID‟s Automated Directives System are incorporated herein by reference. The full text of the applicable standard provisions can be found in the link: http://www.usaid.gov/pubs/ads/300/303mab.pdf 2.2 Special Award Conditions and Provisions Every award has at least two special conditions that are listed toward the end of your “Grant Award” document. These conditions are: 1. If the purchase of equipment as defined in (a) above is authorized under the grant, Standard Provisions #4,5,6,8,and 17 found in the link in Grant Terms and Conditions #13 shall be added here as Special Award Provisions and labeled as 1.1-1.5. 2. If international air travel is authorized under the grant, Standard Provisions #3 found in the link in Grant Terms and Conditions #13 shall be added here as a Special Award Provision and labeled as 2.1. Special Provisions conditions may be added to supplement the grant terms and conditions when: (a) the grant includes the authorization to purchase equipment having a useful life over one (1) year and an acquisition cost of $5,000 or more; (b) the grant includes the authorization for international air travel; and/or (c) the grantee has been determined by RTI as fully meeting the prescribed standards for (a) financial management, (b) property management, (c) procurement, and (d) reports and records. If there are “Special Provisions” attached to your grant, they will be described under Section 14,3 (p. 11) of the “Grant Award”. This “Special Provisions” is labeled as 3.1 and so on. USAID DBE1 ICT Grant Implementation Tool Kit 5
  11. 11. 3 Section Program Implementation T he following paragraphs describe topics on general issues, work plan, reporting, and timesheet on program implementation as your reference. You are suggested to pay attention to each topic that applies to your grant type (fixed obligation grant or simplified reimbursement grant) and your initiatives to be implemented. In this case you choose and apply items under each topic of this section that is relevant to your initiative. Notice also that you may also develop your own key technical milestones that suit your activities. The key technical milestones we provide here can be used as your guide to develop your own key technical milestones. You may ask your DIS for assistance on this matter at your province. Your key technical milestones will be further used to measure your performance achievement and will be the basis for USAID payments. 3.1 General Issues Implementing a grants activity can be a very challenging activity. Diligent planning is one of the best ways to control for problems by anticipating obstacles and challenges already ahead of time and avoid surprises. A good work plan, clear reporting schedule, and detailed monitoring and evaluation plan, accompanying a sound budget, are critical elements and will need to be reviewed and updated regularly. 3.2 Workplan The latest project work plan based on what has been submitted in the latest version of the proposal will be inserted here The Grant Award document may or may not contain special award condition(s) that you must follow. Special award condition(s) is given to you base on your state of USAID Standard of Responsibility fulfillment (financial management, property standard, procurement standard, and reports and records) or any other circumstances as agreed upon. The Grant Award document also states the type of grant you are eligible for, i.e. Fixed Obligation Grant or Simplified Cost Reimbursement Grant. Either way you are obliged to submit your work plan2 describing your: plan of activities of your initiative (includes milestone to be achieved), tentative implementation schedule (includes who, what, when, and where of activities to be done), disbursement plan (depend on type of grant received; see Section 2), and reporting schedule of your program implementation for USAID to be able to monitor and evaluate your initiative performance. 2 The Work Plan can be considered as an Initial Report USAID DBE1 ICT Grant Implementation Tool Kit 6
  12. 12. 3.3 Progress Reports Reporting is one of the key responsibilities of any grantee. It is your responsibility to communicate and report to DBE1 at any time there are issues, challenges or changes happening with your initiative. In addition, there are regular reporting requirements in the form of an inception report, three quarterly reports and a final report that you are required to submit at specific dates throughout the duration of your grants agreement (Table 1). Failure to comply with the submission dates of these reports will result in the cancellation of your grants agreement. Table 1 Reporting Schedule Progress Report Due Date Initial Report Quarterly Report No. 1 Quarterly Report No. 2 Quarterly Report No. 3 Final Report 30 days after grant award 3 months after grant award 6 months after grant award 9 months after grant award 12 months after grant award Due Dates and Payment Schedule Due dates of your progress reports depends upon your date of grant award signing. However, the reporting period follows Table 1 schedule. USAID must receive each progress report within two weeks after the due dates. Please consider that your progress report reflects your performance. USAID will halt or even terminate your program due to poor performance. The report due date does not always align with the payment schedule (disbursement). The payment schedule will depend upon the grant type you receive. The payment schedule from USAID will be stated on your special award condition (if it is fixed obligation grant) or will be based on your planned activity completion stated in your work plan (if it is simplified cost reimbursement grant). Based on these circumstances, the payment schedule will follow accordingly. In either grant type, you must include your budget report in the progress report. Content of Reports In order to provide further guidance on quarterly reports and on program implementation issues, DBE1 has provide key technical milestones that can be relevant for your proposed key activities. These milestones will have to be met and reported in the appropriate progress report as the basis for payment and provide further detail as to the content of the above-mentioned initial, quarterly, and final reports. The grant initial report will need to include a detailed work plan for the duration of the grants program. On the basis of this work plan, the technical milestones for training activity (Annex 1) and custom software development (Annex 2) cases are set out. The relevant technical milestone must be reported on to the appropriate progress report, and therewith providing you with a clear idea of what you will need to achieve, by who and when and how (format, proof) you are required to report this achievement to DBE1 in order for USAID to measure your achievement and to receive your next payment installment. In the grant initial report we ask you to review Annex 1, Annex 2, or any other key technical milestone and/or key activity that you proposed and provide us with an updated, activity-specific technical milestone schedule similar to the one that you stated. A pre- USAID DBE1 ICT Grant Implementation Tool Kit 7
  13. 13. formatted version of this milestone schedule can be found under “Milestone Schedule Form” on the CD-ROM accompanying this tool kit. Format of Reports Please follow the guidance below as to the format of your progress reports. All reports have to be submitted electronically. General formatting guidelines are:  A4 paper format  Font: Times New Roman, size 12  Margins at least 1.5 cm on each side At a minimum, the report needs to contain the following sections:  DBE1 ICT Grants – Standard Report Cover Letter including name of district, title of grants program, report name and number, names and contacts of the implementing consortia  List of Figures  List of Abbreviations and Acronyms  Overview on Annexes  Overview on significant project activities and outcomes in the last quarter, including technical milestones achieved  Implementation issues encountered  Status on meeting work plan targets  Status on meeting technical milestones  Progress report on performance indicators  Next quarter activities  Financial reporting documents and evidence: Expenditure reports, timesheets, bills, invoices, procurement requests, etc  Annexes, including timesheets and data proof elements/evidence from both technical milestones and M&E indicators, such as training plans, manuals and documentation, system requirement reports, questionnaires, user logs, pictures from hotspot launch, newspaper articles, etc. A pre-formatted version for progress reports can be found under “Progress Report Form” on the CD-ROM accompanying this tool kit. 3.4 Timesheets To track and proof personnel input to your initiative, timesheets are mandatory. Timesheet are also tools that help you to manage project input and resources, and are part of your reporting requirement to receive your next grant payment installment. Timesheets have to be filled out regularly and ideally updated daily, by anybody working for the grants initiative whose work is either paid by grant funding or paid/donated as a cost share to the project. Figure 1, below, gives you an idea on what information will be required on the timesheet. USAID DBE1 ICT Grant Implementation Tool Kit 8
  14. 14. Figure 1 Timesheet A pre-formatted timesheet form can be found under “Timesheet Form” on the CD-ROM accompanying this tool kit. USAID DBE1 ICT Grant Implementation Tool Kit 9
  15. 15. 4 Section Monitoring and Evaluation M onitoring and evaluation of your grants program is a key responsibility for every grantee, as well as for the DBE1 program at large. Your responsibility is to monitor the progress of implementing your proposed program to ascertain yourself and the DBE1 project that your program is on the right track and your activities are in line with your overall grant initiative objectives. In addition, at specific times of the implementation of your grants initiative, you will need to conduct special evaluation activities that will help you determine the outcome and impact of your work. The monitoring and evaluation activities you are carrying through will directly feed into the overall DBE1 ICT grants program monitoring and evaluation strategy an are a key piece of the puzzle that illustrates the outcome of the overall grants program - and ultimately, the impact all our work has on improving the quality of education management and administration in Indonesia. For more information on monitoring and evaluation, description of tools and strategies, please refer to the application guide that has been distributed as part of the grants application package, a version of which can be found under “DBE1 ICT Grants Application Guide” on the CD-ROM to this tool kit. On the basis of your proposal, the DBE1 team has developed illustrative indicators and associated data collection, data analysis and reporting techniques. These are presented in Annex 3 and 4. For your inception report, we expect you to review these indicators and guidelines and provide us with an updated version of the below table, based on your latest grant program, work plan, and integrated with your reporting schedule. A pre-formatted version of the table can be found under “M&E Form” on the CD-ROM accompanying this toolbox. USAID DBE1 ICT Grant Implementation Tool Kit 10
  16. 16. 5 Section Financial Management S ound financial management is a key factor affecting the success of your grants program. It is your responsibility not only to implement a good program, but at the same time upholding the highest standards of financial management and reporting in respect of the money given to you by the Unites States Government to implement your proposed initiative. The DBE1 project will provide you with any support needed to appropriately manage the grant funding, but only grantees that are able to successfully implement their initiative within the proposed budget and uphold diligent and transparent financial management practices will gain the reputation critical to becoming a trusted cooperation partner for national and international firms, international donors, or the Indonesian Government and business community. 5.1 General Financial Issues In the following sections, you can find more specific guidelines on selected elements of the financial management of this USAID-funded ICT grants program. Payment If your grant is under a “Fixed Obligation Grant” (FOGs) , then you are linked to specific financial disbursement regulations. All disbursements under Fixed Obligation Grants will be made upon the submission of evidence that a benchmark has been achieved. These benchmarks are the milestones outlined in Section III of this tool kit, which are reported, together with “evidence” of achievement in your progress reports. Such “evidence” may come in many forms, including a work-plan, a technical report, meeting notes, the arrangement of specified logistics, the finalization of a list of training participants, training manuals, a system requirement document, user logs, etc. Examples of specific “evidence” or “proof” for each illustrative milestone has also been provided in Annex 1 and 2. If your grant is under a “Simplified Cost Reimbursement Grant” (SIGs) then your payment are on a cost-reimbursement basis. All disbursements under SIGs will be based on actual costs incurred. You are required to submit a claim for reimbursement (invoice) listing costs incurred for a specified period. You will be reimbursed for all allowable costs provided they are identified in the grant budget at the time of award. The frequency of billing may not be more than monthly. Under a SIG, a cash advance to a grantee with limited cash flow shall be limited to the minimum amount needed to meet current disbursement needs (generally 30 days) and shall be scheduled so that the funds are available as close as is administratively feasible to the actual disbursements for program costs. After receipt of the initial advance, and for each upcoming month (30 day period), the grantee should submit a "Request for Advance". At the end of each quarter from the date of the initial advance, and for every USAID DBE1 ICT Grant Implementation Tool Kit 11
  17. 17. quarter thereafter, the grantee should submit a "Liquidation of Advances" report to liquidate the advances of the previous quarter. For the precise payment installments that have been negotiated for your specific program, please refer to your special award conditions listed on your signed Grant Award document. Budget Revisions The approved budget is the financial expression of your program as approved during the award process. Therefore, you are required to seek prior approval from RTI for any of the following reasons: 1. To change the scope or the objectives of the project and/or revise the funding allocated among project objectives; 2. Additional funding needed; 3. Transferring funds across budget line items; 4. The inclusion of costs that require prior approval in accordance with the applicable set of cost principles; 5. You intend to contract or sub award any of the work under the grant, and such contracts or sub awards were not included in the approved budget. RTI approval on budget revision applies for both FOGs and SIGs. Allowable costs To be allowable costs under this grant award, costs must meet the following general criteria: 1. Be reasonable for the performance of the award and be allocable thereto under these principles. 2. Conform to any limitations or exclusions set forth in these principles or in the award as to types or amount of cost items. 3. Be consistent with policies and procedures that apply uniformly to both federally-financed and other activities of the organization. 4. Be accorded consistent treatment. 5. Be determined in accordance with generally accepted accounting principles (GAAP). 6. Not be included as a cost or used to meet cost sharing or matching requirements of any other federally-financed program in either the current or a prior period. 7. Be adequately documented. Non-allowable costs Non-allowable costs for this ICT grants program are:     Cost of meetings or other events if related to fund raising. Advertising solely to promote the organization Costs of promotional items and memorabilia, including gifts and souvenirs; Alcoholic beverages USAID DBE1 ICT Grant Implementation Tool Kit 12
  18. 18.     Costs of amusement, social activities, and ceremonials Membership in any country club or social or dining club Contingency reserve Contributions and donations by the organization to others Invoicing For FOGs, upon achievement of your technical milestones which are reported in your progress report, you are required to accompany the report with an invoice over the agreed-upon sum of the respective payment installment due. For example: You submit an invoice over USD 400 together with your inception report. In your inception report, you provide the DBE1 program with an updated work plan, an updated M&E plan, information along the key progress report content areas outlined in Section III.3 “Format of Reports” above, and you also provide, e.g., a summary on the baseline data collected on computers skills of government officials in your district, with attachments containing the data collection instruments used and copies of a selected number of fill-in questionnaires from different government officials. For SIGs you are required to submit a claim for reimbursement (invoice) listing costs incurred for a specified period. You will be reimbursed for all allowable costs provided they are identified in the grant budget at the time of award A electronic version of an example invoice can be found under “Invoice Form” on the CD-ROM. 5.2 Monitoring, Reporting and Recordkeeping As a USAID grantee, you have to maintain books, records, documents, and other evidence relating to adequately show all costs incurred under the grant, receipt and use of goods and services acquired under the grant, costs of the project supplied from other sources, and the overall progress of the project. All grantees will be subject to regular and periodic monitoring visits and periodic reporting requirements. All projects must submit a final report on activities supported by the grant. Together with your technical reporting requirements, quarterly expense and activity reports in addition to a final expense and activity report must be submitted to the DBE1. You are required to maintain records for a minimum of three years to make accounting records available for review by DBE1 or appropriate representatives of USAID. This includes equipment records that give details on the description of the equipment, the source of the equipment, the title holder, the serial number or other identification, the acquisition date, the cost of equipment, the location, use, and condition of the equipment, and any ultimate disposition data including the date of disposal and the sale price of the equipment. Note that final disposition of equipment is determined only after final report is submitted. 5.3 Project Income Program income is income earned by your grant initiatives that is directly generated by your grant activity or earned as a result of this grant award. It may result from activities integrally related to the grant, or from activities which are incidental to the main purpose of the grant. Program income may be earned both from activities and from services provided by an individual performing a role in the grant activity. The time-frame for USAID DBE1 ICT Grant Implementation Tool Kit 13
  19. 19. earning program income is any income earned by you during the grant period. You have no obligation for program income earned after the end of the project/grant period. Examples of program income include: 1. Fees for services performed and for the sales of services, e.g., sale of computer time 2. Use or rental of real or personal property acquired with grant funds 3. Sale of commodities or items fabricated under the grant, e.g. publications 4. Payments of principal and interest on loans made with grant funds 5. Any donations that you are soliciting during a grant activity You are required to inform DBE1 of any program income generated under your grants program. Program income earned under the grant agreement shall be applied and used in the following descending order3: 1. Added to funds committed by USAID and the recipient to the project or program, and used to further eligible project or program objectives; 2. Used to finance the non-Federal share of the project or program; and 3. Deducted from the total project or program allowable cost in determining the net allowable costs on which the federal share of costs is based. If the terms and conditions of the award do not specify explicitly on how program income is to be used, then number 2) shall apply automatically. If you are a commercial organization, you may not apply Option 1) to your program income. Costs incident to the generation of program income may be deducted from gross income to determine program income, provided that these costs have been charged to the award and they comply with the applicable rules for allowable costs under grants. Unless terms and conditions of the award provide otherwise, you have no obligation to the US government with respect to program income earned from license fees and royalties for copyrighted material, patents, patent applications, trademarks, and inventions produced under an award. 3 Unless otherwise explicitly stated under your lists of „special award conditions‟ of your signed Grant Award document USAID DBE1 ICT Grant Implementation Tool Kit 14
  20. 20. 6 Section Procurement and Equipment U SAID Procurement Standard assert that you must avoid purchasing unnecessary items. All procurement transactions shall be conducted in a manner to provide, to the maximum extent practical, open and free competition. It is critical that you are alert to organizational conflicts of interest as well as noncompetitive practices that may restrict or eliminate competition 6.1 General Procurement Procedures You need to make and document some form of cost or price analysis in your procurement files in connection with every procurement action, e.g. for hardware or software, but also, for example, for training venues. Price analysis may be accomplished in various ways, including the comparison of price quotations submitted, market prices, and discounts. Cost analysis is the review and evaluation of each element of cost to determine reasonableness, allocability and allowability. As a grantee you are required to keep documentation on your procurement practices for at least 3 years after the termination or close-out of your grants program. The following restricted goods and services shall not be procured with grant funds without the prior approval of USAID: agricultural commodities, motor vehicles, pharmaceuticals, pesticides, used equipment, contraceptives, and fertilizer. According to USAID regulations, you are allowed to procure items of up to USD 5,000 in one (?) transaction that from any country other than Cuba, Iraq, Iran, Laos, Libya, North Korea, and Syria. For procurement beyond USD 5,000 you can only procure items that are both, made and supplied, in either Indonesia or the USA. Competition In order to comply with USAID procurement competition requirements, you need to gather at least 3 quotes from different vendors for the equipment, venue or other item you wish to procure from grant funding. As outlined above, you will need to have documented proof of those 3 quotes, in writing (hardcopy), to be able to provide the required evidence in case of a project audit. On the documentation you need to have the name of the vendor, the date the quote was provide, the exact article number or description of the produce/venue offered and, or course, the respective price for the article. You will also need to have written evidence on what you were requesting of vendors (e.g. the equipment specifications, etc.) Reasonable Costs A cost is reasonable if, in its nature or amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the costs. The question of the reasonableness of specific costs must be scrutinized with particular care in connection with organizations or separate divisions USAID DBE1 ICT Grant Implementation Tool Kit 15
  21. 21. thereof which receive the preponderance of their support from awards made by Federal agencies. In determining the reasonableness of a given cost, consideration shall be given to: 1. Whether the cost is of a type generally recognized as ordinary and necessary for the operation of the organization or the performance of the award. 2. The restraints or requirements imposed by such factors as generally accepted sound business practices, arms length bargaining, Federal and State laws and regulations, and terms and conditions of the award. 3. Whether the individuals concerned acted with prudence in the circumstances, considering their responsibilities to the organization, its members, employees, and clients, the public at large, and the Federal Government. 4. Significant deviations from the established practices of the organization which may unjustifiably increase the award costs. 6.2 Equipment A large part of your grant award may be dedicated to the purchase of equipment. USAID has outlined specific guidelines to maintain and report on the equipment purchased with grant funds: 1. Maintain equipment records that include the description of the equipment, the source of the equipment, the title holder, the serial number or other identification, the acquisition date, the cost of equipment, the location, use, and condition of the equipment, and any ultimate disposition data including the date of disposal and the sale price of the equipment. 2. Take an annual physical inventory of the equipment and reconcile the results with the equipment records and submit a copy of the physical inventory to the project. According to CFR 226.34, unless the agreement provide otherwise, title to equipment acquired by a recipient with Federal funds shall vest in the recipient, subject to conditions of this part. The regulation also state that recipient shall use the equipment in the project or program for which it was acquired as long as needed, whether or not the projector program continues to be supported by Federal funds and shall not encumber the property without approval of USAID. USAID DBE1 ICT Grant Implementation Tool Kit 16
  22. 22. 7 Section Branding and Publications U SAID shall be prominently acknowledged in all publications, videos, or other information/media products funded or partially funded through this award, and the product shall state that the views expressed by the author(s) do not necessarily reflect those of USAID. Acknowledgments should identify the sponsoring USAID Office and Bureau or Mission as well as the U.S. Agency for International Development substantially as follows: “This [publication, video or other information/media product (specify)] was made possible through support provided by the Office of __________________, Bureau for __________________, U.S. Agency for International Development, under the terms of Award No. ____________. The opinions expressed herein are those of the author(s) and do not necessarily reflect the views of the U.S. Agency for International Development.” Publications, videos, or other information/media products funded under this award and intended for general readership or other general use will be marked with the USAID logo appearing either at the top or at the bottom of the front cover or, if more suitable, on the first inside title page for printed products, and in equivalent appropriate location in videos or other information/media products. Logos and markings of co-sponsors or authorizing institutions should be similarly located and of similar size and appearance. You have to provide DBE1 with five (5) copies of all published works developed under the award with lists of other written work produced under the award. In the event grant funds are used to underwrite the cost of publishing, in lieu of the publisher assuming this cost as is the normal practice, any profits or royalties up to the amount of such cost shall be credited to the grant unless grant agreement has identified the profits or royalties as program income. Except as otherwise provided in the terms and conditions of your grants agreement, the author and/or you as the grantee, is free to copyright any books, publications, or other copyrightable materials developed in the course of or under this award, but USAID reserves a royalty-free, nonexclusive, and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use the work for Government purposes. USAID DBE1 ICT Grant Implementation Tool Kit 17
  23. 23. 8 Section Grant Files and Closeout Procedures T he closeout procedures of your grants program will depend on the grant type apply i.e. either as a Fixed Obligation Grant or a Simplified Cost Reimbursement Grant. Each grant type has certain terms and conditions to follow. As a Fixed Obligation Grant the closeout procedure will be accomplished with acceptance of the final milestone and the approval of final payment. As a Simplified Cost Reimbursement Grant the closeout procedure the closeout procedure will be accomplished. Nevertheless of your grant type, there are specific documents that will need to be retained by DBE1 on your program, which you are responsible for providing to DBE1. These grant files are: Grant files should contain: 1. Grant Documents  Your grant application  Any grant correspondence (including approvals via e-mail)  Any required certifications 2. Procurement Documents  Price quotations  Negotiation memoranda with vendors  Inventory of equipment 3. Financial Documents  Your financial reports 4. Reporting and Evaluation Documents  Your final report  Reports on payment of foreign taxes, if any  Monitoring reports  Impact assessments  Additional demonstration of activities (i.e. photographs, cassette tapes of radio PSA, video tapes of conference events, newspaper clippings, and so on.) USAID DBE1 ICT Grant Implementation Tool Kit 18
  24. 24. 9 Section Termination of the Grants Agreement Y our award may be terminated (or, with respect to paragraphs (a) (1) and (3) of this section, suspended) in whole or in part if any of the circumstances stated in paragraphs (a)(1) through (4) of this section apply (22 CFR 22.61(a)). 1. By USAID, if you materially fail to comply with the terms and conditions of an award. 2. By USAID with your consent, in which case the two parties shall agree upon the termination conditions, including the effective date and, in the case of partial termination, the portion to be terminated. 3. If at any time USAID determines that continuation of all or part of the funding for a program should be suspended or terminated because such assistance would not be in the national interest of the United States or would be in violation of an applicable law, then USAID may, following notice to you as grantee, suspend or terminate the award in whole or in part and prohibit you from incurring additional obligations chargeable to the award other than those costs specified in the notice of suspension. If a suspension is effective and the situation causing the suspension continues for 60 days or more, then USAID may terminate the award in whole or in part on written notice to you and cancel any portion of the award which has not been disbursed or irrevocably committed to third parties. 4. By yourself, as the grantee consortium, upon sending to USAID written notification setting forth the reasons for such termination, the effective date, and, in the case of partial termination, the portion to be terminated. However, if USAID determines in the case of partial termination that the reduced or modified portion of the award will not accomplish the purposes for which the grant was made, it may terminate the award in its entirety under paragraph (a)(1), (a)(2) or (a)(3) of this section. Furthermore USAID regulation 22 CFR 22.61(b) state that if costs are allowed under an award, the responsibilities of you, as the recipient, referred to in paragraph 22 CFR 226.71(a), including those for property management as applicable, shall be considered in the termination of the award, and provision shall be made for continuing responsibilities of the recipient after termination, as appropriate. USAID DBE1 ICT Grant Implementation Tool Kit 19
  25. 25. USAID DBE1 ICT Grant Implementation Tool Kit  ANNEX 1 Key Technical Milestone - Training USAID DBE1 ICT Grant Implementation Tool Kit 20
  26. 26. Key Technical Milestone – Training 1. Training Objective & Structure 1. Training Materials Development 1. Training Materials Testing and Updating 1. Training Implementation 1. Training Impact 1. Training Objective & Structure Milestone Training objectives and structure established, and agreed upon Explanation Learning outcomes defined (focus on project objective) and modules, phasing, allocation of training hours, and target groups specified, and agreed upon by consortium Data Proof Report with actual training objectives specified and training structure defined; meeting minutes from the consortium meeting including signed participants’ list Who Project Manager, with support from the training manager How Often Once for every training course When Based on your work plan Date Reported to DBE: a. By Whom Project Manager b. How Often Once for every training c. When Quarterly, e.g. in January 07, April 07, July 07, October 07, etc. d. Format Quarterly report, including a summary on training objectives and overall training structure, accompanied by copies of the consortium meeting minutes and a copy of the signed participants list 2. Training Materials Development Milestone Training materials developed Explanation This milestone requires the finalization of the first version of the training materials Data Proof Actual training manuals and material available Who Training Manager How Often Once for every training course When Based on project work plan Date Reported to DBE: a. By Whom Project Manager b. How Often Once for every training c. When Quarterly, e.g. in January 07, April 07, July 07, October 07, etc. d. Format Quarterly report with a summary on training materials and testing procedure, accompanied with actual training materials developed 3. Training Materials Testing and Updating Milestone Training materials tested and updated Explanation This milestone requires application of the materials in at least one course and its update based on lessons learned from its use. Data Proof Short report highlighting key points that have been learned during the application of the materials in the course. Updated training material. Who Training Manager How Often Once for every training course When Based on project work plan Date Reported to DBE: a. By Whom USAID DBE1 ICT Grant Implementation Tool Kit Project Manager 21
  27. 27. b. How Often Once for every training c. When Quarterly, e.g. in January 07, April 07, July 07, October 07, etc. d. Format Quarterly report with short report on the testing of the training materials, accompanied by updated training materials. 4. Training Implementation Milestone Training implemented and reported Explanation This milestone requires grantees to implement the training program, and to use the DBE1 training report format for training reporting and evaluation to DBE1. Trainings to be capture in this format, are those of 4 contact hours or more. DBE1 encourages issuing certificates to successful training participants that show name of the participant, content of the training and number of contact hours, location and date of the training, and name of the institution/individual that verified the successful completion. Data Proof Training report document filled-in with all required attachments Who Training Manager How Often Once for every training course When Based on project work plan Date Reported to DBE: a. By Whom Project Manager b. How Often Once for every training c. When Quarterly, e.g. in January 07, April 07, July 07, October 07, etc. d. Format Quarterly report, with filled-in DBE1 Training Report attached 5. Training Impact Milestone Training impact formally tracked and evaluated Explanation This milestone requires a formal evaluation of training impact among education stakeholders. This includes that the grantee conducts e.g. a survey among a representative sample of education stakeholders, assessing changes in skill levels at the beginning of the grants program and one evaluation at the end of the grants program Data Proof Evaluation methodology report, original evaluation instruments, copies of a sample of filled-in questionnaires from education stakeholders, focus group guides and notes Who Project Manager How Often twice When Once at grant initial , before grant activities start, and once at the end of the grants program Date Reported to DBE: a. By Whom Project Manager b. How Often twice c. When January 07 , October 2007 (as apply) d. Format First quarterly report and final report with summary on evaluation procedure and instruments, summary on baseline results, disaggregated by user group and gender, accompanied by copies of original filled-in questionnaires from education stakeholders, summary on focus group discussions USAID DBE1 ICT Grant Implementation Tool Kit 22
  28. 28. USAID DBE1 ICT Grant Implementation Tool Kit  ANNEX 2 Key Technical Milestone – Custom Software Development USAID DBE1 ICT Grant Implementation Tool Kit 23
  29. 29. Key Technical Milestone – Custom Software Development 1. Portal System Requirement and Analysis 2. Governance Model Identification 3. Portal-System Specification Identification 4. Portal-System Development and Testing 5. Portal-System Release 6. Portal-System Impact 7. Portal System Maintenance 1. Portal-System Requirement and Analysis Milestone System/portal target group determined and information needs analyzed. Explanation This milestone requires to do background research on both target group information and data needs and available systems with similar objectives and scope. a. needs assessment b. research on existing/available education information portals/systems Data Proof a. Via questionnaires or surveys, or focus groups b. Via internet research and interviews with stakeholders, e.g. in Diknas Who Project Manager How Often once When Once before developing system structure and programming Date Reported to DBE: a. By Whom Project Manager b. How Often once c. When Based on project work plan d. Format Inception report or quarterly report , accompanied with summary on research outcomes and outcomes of the needs assessment, including copies of sample questionnaires, surveys, or focus group notes 2. Governance Model Identification Milestone Governance model for portal/system identified and agreed upon Explanation This milestone has been achieve when via discussions and appropriate MOU, if required, it has been clarified who will provide the data and what data, who will enter what data, who will manage what data, who ensures data quality, when and how often data quality checks are done, and who is the actual owner of the data. This milestone also requires consideration on the future of the application beyond the USAID grants program. Data Proof a. MOUs b. discussion outcome report c. governance and data management report Who Project Manager How Often once When After information needs assessment and before system/portal structure/specs development and programming – month 2 of the project Date Reported to DBE: a. By Whom Project Manager b. How Often once c. When Based on work plan d. Format Initial or quarterly report, accompanied by MOUs, discussion notes and/or governance and data management report USAID DBE1 ICT Grant Implementation Tool Kit 24
  30. 30. 3. Portal-System Specification Identification Milestone Portal/System specification identified and agreed upon Explanation For this milestone, the system/portal technical specification and requirements need to have been analyzed and shared and agreed upon with stakeholders and the consortium Data Proof a. Specification document b. Notes on outcomes from stakeholder/consortium meeting Who Project Manager How Often once When After needs and governance model has been identified and agreed upon , based on project work plan, e.g. after month 2 of the project Date Reported to DBE: a. By Whom Project Manager b. How Often once c. When Based on project work plan d. Format Initial or quarterly report, accompanied by MOUs, discussion notes and/or governance and data management report 4. Portal-System Development and Testing Milestone Portal/System developed and tested Explanation This milestone consist out of two components, a. Existence of actual system, b. conduct of quality assurance measures and testing procedures Data Proof a. actual system accessible b. testing protocols Who System Development team, verified by Project Manager How Often once When Based on project work plan, after system has been developed and before it has been officially and publicly launched Date Reported to DBE: a. By Whom Project Manager b. How Often once c. When Based on project work plan after finalization of data quality/testing procedure, before public system launch, based on project work plan, e.g. around March 07 d. Format Quarterly report, with link to the system development site, report on quality assurance and testing procedures, copies of actual testing protocols 5. Portal-System Release Milestone System/Portal launched Explanation Launch of system/portal publicized, services marketed, and hotspot in use Data Proof Newspaper articles; posters; information leaflet about launch, services offered and pricing; pictures Who Project Manager How Often once When After system/portal has been developed and tested, based on project work plan Date Reported to DBE: a. By Whom Project Manager b. How Often once c. When Based on project work plan d. Format Quarterly report accompanied by copies of newspaper article, posters or information leaflet on prices and services, pictures USAID DBE1 ICT Grant Implementation Tool Kit 25
  31. 31. 6. Portal-System Impact Milestone System/Portal impact evaluated Explanation This milestone requires an evaluation of the system in meeting its objective, i.e. the information needs of the identified target group. The evaluation will also inquire about system use and system performance Data Proof Survey - questionnaires, and/or focus groups from diknas, depag and other system user groups, e.g. students Who Project Manager How Often once every year When Once after 6 months of system/ portal existence, from then on every academic year (end of July) Date Reported to DBE: a. By Whom Project Manager b. How Often Once or twice based on grant timeline c. When Based on work plan, after month 6 of portal existence, e.g. around July 07, and July 08 d. Format Quarterly report including a summary on the evaluation outcomes, methodologies and instruments used, and a representative sample of copies of original, filled-in questionnaires, and/or focus group notes 7. Portal-System Maintenance Milestone Data Proof System/Portal updated as required This milestone is based on the system/portal evaluation and requires completion of any updating or improvement tasks found via by the system/portal evaluation exercise Short report on system updates completed; updated system launched Who Project Manager How Often Once after every evaluation When Based on project work plan after 6 months of portal existence then every 12 months, after system/portal evaluation Explanation Date Reported to DBE: a. By Whom Project Manager b. How Often Once after every evaluation during the grants program c. When Based on project work plan, e.g. July 07, July 08 d. Format Quarterly report, including a summary on the changes made, with the report attached, screenshots of the updated system/portal USAID DBE1 ICT Grant Implementation Tool Kit 26
  32. 32. USAID DBE1 ICT Grant Implementation Tool Kit  ANNEX 3 Indicators and Reporting Guidelines – Training USAID DBE1 ICT Grant Implementation Tool Kit 27
  33. 33. Indicator and Reporting Guidelines - Training 1. 2. 3. 4. 5. 6. Training Course Completion-1 Training Course Completion-2 Training Continuation Computer and Internet Skill Training Impact Regular Use of ICT 1. Training Course Completion-1 Indicator Indicator Definition # of education stakeholders successfully completing an ICT-related training course “Education stakeholders” are defined as members of the following user groups: education administrators (from Diknas, Depag, or DPK), school administrators (school principal, vice-principal, other school administration staff), teachers, students, and parents. “Successful” completion entails regular attendance and passing of an end-of-course test (either internationally, nationally, or institutionally standardized) The tern “ICT” or “Information and Communication Technology” encompasses equipment such as computers, the Internet, cellular phones, CD-ROMS and other software, radio, television, video and digital cameras as well as various associated services and applications “ICT-related” training is any training that teaches basic computer and Internet skills, computer networking, servicing, and maintenance skills, electronic resource production and evaluation skills or general data entry skills. A “training course” is considered a course that constitutes of at least 4 contact hours. Data Collection Method (a) Capture number of trainees starting and finishing training, disaggregated by user groups (b) Run training pre-test and post-test (exam) Method of Calculation Count number of people that attended the training and passed the post-test. Disaggregate by gender and user group4. Data Proof (a) Training participants log Who Training Manager How Often (a) based on training schedule/work plan (b) exam logs (b) twice per course When (a) after every training session (b) Before and after every course Date Reported to DBE: a. By Whom b. How Often Quarterly if a training had been completed in that quarter c. When Based on start of training program, e.g. January 07, April 07, July 07, October 07, etc. d. Format 4 Project Manager Quarterly Report including summary on training program carried through during the last quarter, and summary on indicator calculation,, including copies of the training participants and exam logs, and pre-test and posttests of a representative sample of trainees. For the purpose of this M&E framework, different user groups are made up of different education stakeholders, that is, education administrators (Diknas, Depag, DPK) are one user group, school administrators (principal, vice-principal) are another, teachers, students and parents each are separate user groups as well. USAID DBE1 ICT Grant Implementation Tool Kit 28
  34. 34. 2. Training Course Completion-2 Indicator % of education stakeholders successfully completing an ICT-related training course Indicator Definition This indicators captures how many percent of the people that start the training also complete it, that is attend the training (paid or free) and pass the exam at the end of the training. This indicator is also a measure for the drop-out rate of training participants and critical for program improvement. “Education stakeholders” are defined as members of the following user groups: education administrators (from Diknas, Depag, or DPK), school administrators (school principal, vice-principal, other school administration staff), teachers, students, and parents. “Successful” completion entails regular attendance and passing of an end-of-course test (either internationally, nationally, or institutionally standardized) “ICT-related” training is any training that teaches basic computer and Internet skills, computer networking, servicing, and maintenance skills, electronic resource production and evaluation skills or general data entry skills. A “training course” is considered a course that constitutes of at least 4 contact hours. Data Collection Method (a) Record training participation at every training session. (b) Record names of training participants that sit for the exam and that pass the exam Method of Calculation Divide number of education stakeholders that successfully completed the course, by number of education stakeholders that signed up for the course. Move decimal two places to the right and add a percentage sign (e.g. 15 of 75 training participants signed up for the course AND passed the exam: 15/75=0.2 or 20%). Disaggregate by gender and user group. Data Proof (a) Participant training log Who Training Manager How Often (a) based on training schedule (b) Exam participation log (b) once When (a) after every training session (b) after every course Date Reported to DBE: a. By Whom Project Manager b. How Often Quarterly c. When Based on start of training program, e.g. January 07, April 07, July 07, October 07, etc. d. Format Quarterly Report including summary on training program carried through and outcome of the indicator calculation, in the last quarter, with copies of training logs, and exam participation logs 3. Training Continuation Indicator Indicator Definition % of education stakeholders continuing on to another ICT-related training course. This indicator captures the percentage of education stakeholders that successfully completed a paid or free ICT-related training course of at least 4 contact hours, and are taking an additional paid or free ICTrelated training course of at least 4 contact hours. “Education stakeholders” are defined as members of the following user groups: education administrators (from diknas, depag, or DPK), school administrators (school principal, vice-principal, other school administration staff), teachers, students, and parents. “ICT-related” training is any training that teaches basic computer and USAID DBE1 ICT Grant Implementation Tool Kit 29
  35. 35. Internet skills, computer networking, servicing, and maintenance skills, electronic resource production and evaluation skills or general data entry skills. Data Collection Method Compare log of trainees that start a new training course with the exam log from previous courses. Method of Calculation Divide number of education stakeholders continuing with another training course, by number of education stakeholders successfully completing training. Move decimal two places to the right and add a percentage sign (e.g. 85 of 280 training participants continue on to another training: 85/280=0.31 or 31%)5. Disaggregate by gender and user group. Data Proof a. Training logs b. Exam logs Who Training Manager How Often once When At the beginning of each training course. Date Reported to DBE: a. By Whom Project Manager b. How Often Quarterly c. When Based on start of training program, e.g. January 07, April 07, July 07, October 07, etc. d. Format Quarterly Report including summary on training program carried through in the last quarter, summary on indicator calculation, accompanied by copies of training logs, and exam participation logs 4. Computer and Internet Skill Indicator Indicator Definition % of stakeholders reporting to have medium or advanced level computer and Internet skills This indicator tracks education stakeholders that respond to a survey, indicating that they have at least medium level, if not advanced level computer and Internet skills (both are required at medium level). The survey will provide adequate explanation on the skills each level entails to facilitate the self-assessment. “Education stakeholders” are defined as members of the following user groups: education administrators (from Diknas, Depag, or DPK), school administrators (school principal, vice-principal, other school administration staff), teachers, students, and parents. Data Collection Method Method of Calculation Carry out a separate baseline and a training impact evaluation, e.g. by providing questionnaires to a representative sample of education stakeholders. Questionnaire-based surveying may be complemented with focus groups with different education stakeholders to find out in more detail about their current ICT use, skills, knowledge and needs. Divide the number of education stakeholders that were surveyed and that responded to this question, indicating at least medium or advanced level computer and Internet skills, by the total number of education stakeholders that responded to this question. Move the decimal two places to the right and add a percentage sign (e.g. 65 of 250 respondents report at least medium level computer and Internet skills: 65/250=0.26 or 26%). Disaggregate by user group and gender. Data Proof Filled-in questionnaires, and summary on data analysis; focus group guides and notes from focus group discussions Who Project Manager How Often Twice When Once at project inception, once at the end of the grants program Date Reported to DBE: 5 Rounded for two decimals. USAID DBE1 ICT Grant Implementation Tool Kit 30
  36. 36. a. By Whom Project Manager b. How Often twice c. When January 07 , October 2007 d. Format First quarterly report and final report with summary on evaluation procedure and instruments, summary on baseline results, disaggregated by user group and gender, accompanied by copies of original filled-in questionnaires from education stakeholders, and a summary on each focus group discussion. 5. Training Impact Indicator % of education stakeholders reporting that the training has provided them with critical skills for their work or studies Indicator Definition This indicators tracks the impact of the training in terms of education stakeholders’ work or studies. It tracks education stakeholders responding to a questionnaire, indicating, that the ICT-related training they received was “very critical” or “somewhat critical” for their work and studies. “Education stakeholders” are defined as members of the following user groups: education administrators (from diknas, depag, or DPK), school administrators (school principal, vice-principal, other school administration staff), teachers, students, and parents. Data Collection Method Capture data with the help of a self-assessment questionnaire given to a representatives sample of education stakeholders, that participated in an ICT-related training, conducted as part of the grants program. Questionnaire-based surveying may be complemented with focus groups with different education stakeholders to find out in more detail about their current ICT use, skills, knowledge and needs. As part of the evaluation, inquire from education stakeholders about which specific skills they learned are critical and this has changed their every day work or studies. Method of Calculation Divide the number of education stakeholders that were surveyed and that responded to this question, indicating that the training has provided them with “very critical”, or “somewhat critical” skills for their work and studies, by the total number of education stakeholders that responded to this question. Move the decimal two places to the right and add a percentage sign (e.g. 160 of 250 respondents report that the training has provided them with critical skills: 160/250=0.64 or 64%). Analyze open ended question on what skills and how they are employed applying qualitative data analysis methods. Disaggregate by user group and gender. Data Proof Filled-in questionnaires and summary on data analysis; focus group guides and notes from focus group discussions Who Project Manager How Often once When Once at the end of the grants program Date Reported to DBE: a. By Whom Project Manager b. How Often once c. When October 2007 d. Format Final report with summary on evaluation procedure and instruments, summary on evaluation results, disaggregated by user group and gender, accompanied by copies of original filled-in questionnaires from education stakeholders, and a summary on each focus group discussion. 6. Regular Use of ICT Indicator Indicator Definition USAID DBE1 ICT Grant Implementation Tool Kit % of education stakeholders reporting regular use of ICT for their work and studies “Education stakeholders” are defined as members of the following user groups: education administrators (from Diknas, Depag, or DPK), school 31
  37. 37. administrators (school principal, vice-principal, other school administration staff), teachers, students, and parents. “Use” is defined as using computers for any work-related activity, using the Intranet or Internet, or using any education information system or portal for work or studies. Using ICT at least weekly is considered “regular use”. Data Collection Method Carry out a separate baseline and a training impact evaluation, e.g. providing questionnaires to a sample of education stakeholders. Questionnaire-based surveying may be complemented with focus groups with different education stakeholders to find out in more detail about their current ICT use, skills, knowledge and needs. Method of Calculation Divide the number of education stakeholders that were surveyed and that responded to this question, indicating that they used ICT at least weekly or more often for their work or studies, by the total number of education stakeholders that responded to this question. Move the decimal two places to the right and add a percentage sign (e.g. 134 of 250 respondents report using ICT regularly: 134/250=0.54 or 54%) 6. Disaggregate by user group7 and gender. Data Proof Filled-in questionnaires, and summary on data analysis; focus group guides and notes from focus group discussions Who Project Manager How Often Twice When Once at project inception, once at the end of the grants program Date Reported to DBE: a. By Whom January 07 , October 2007 d. Format 7 twice c. When 6 Project Manager b. How Often First quarterly report and final report with summary on evaluation procedure and instruments, summary on baseline results, disaggregated by user group and gender, accompanied by copies of original filled-in questionnaires from education stakeholders, and a summary on each focus group discussion. Rounded for two decimals. For the purpose of this M&E framework, different user groups are made up of different education stakeholders, that is, education administrators (Diknas, Depag, DPK) are one user group, school administrators (principal, vice-principal) are another, teachers, students and parents each are separate user groups as well. USAID DBE1 ICT Grant Implementation Tool Kit 32
  38. 38. USAID DBE1 ICT Grant Implementation Tool Kit  ANNEX 4 Indicators and Reporting Guidelines – Custom Software Development USAID DBE1 ICT Grant Implementation Tool Kit 33
  39. 39. Indicators and Reporting Guidelines – Custom Software Development 1. User Hits 2. Regular Use of ICT 3. Increase Ease Access 1. User Hits Indicator # of times system /portal has been accessed per week Indicator Definition This indicator tracks the frequency of system use on a weekly basis. “Accessed” is defined by a registered user logging in to the system, or, in an open system, by a successful request to the server. Data Collection Method Use of system tracking statistics software. It will not be possible to disaggregate this data by user group and gender, as individual user profiles can not be tracked unless the system requires registration before use. Method of Calculation Based on system , statistical analysis on use, adding the number of times the system has been access per week. Data Proof Print-out, summary graphics of the statistics on system use Who Project Manager How Often Weekly review When End of every week Date Reported to DBE: a. By Whom Project Manager b. How Often Quarterly, starting with launch of system c. When January 07, April 07, July 07, October 07, etc. d. Format Quarterly report with summary on system statistics, e.g. via graphics, charts or statistical tables 2. Regular Use of ICT Indicator Indicator Definition % of education stakeholders reporting regular use of the system/portal This indicators tracks the percentage of education stakeholders who respond to a survey and who report using the system/portal at least twice per month. “Education stakeholders” are defined as members of the following user groups: education administrators (from diknas, depag, or DPK), school administrators (school principal, vice-principal, other school administration staff), teachers, students, and parents. “Use of the system/portal” is defined as accessing the system/portal ( online or offline) for at least 5 minutes to either acquire or upload education information of any kind Data Collection Method Method of Calculation Survey questionnaire send to a sample of education stakeholders (representative of every user group) Divide the number of education stakeholders that stated using the system at least twice per month, by the total number of education stakeholders that responded to this question. Move the decimal two places to the right and add a percentage sign (e.g. 20 of 50 respondents use the system at least twice per month: 20/50=0.4 or 40%). Disaggregate by user group and gender. Data Proof Actual surveys (questionnaire) sent back by users and analyzed Who Project Manager How Often yearly When Once after 6 months of system/ portal existence, from then on every 12 months Date Reported to DBE: a. By Whom Project Manager b. How Often Once or twice based on grant timeline USAID DBE1 ICT Grant Implementation Tool Kit 34
  40. 40. c. When Based on work plan, e.g. around July 07, and July 08 d. Format Quarterly report including an analysis of the survey, and samples of filled-in survey questionnaire 3. Increase Ease Access Indicator Indicator Definition % of education stakeholders reporting that the system/portal as increased ease of access to education information This indicators tracks the percentage of education stakeholders who respond to a survey and report that the system as has made it easier for them to access education information. “Education stakeholders” are defined as members of the following user groups: education administrators (from diknas, depag, or DPK), school administrators (school principal, vice-principal, other school administration staff), teachers, students, and parents. Data Collection Method Method of Calculation Survey, questionnaire Divide the number of education stakeholders that respond that the system has made it “a lot easier” or “somewhat easier” to access education information, by the total number of education stakeholders that responded to this question. Move the decimal two places to the right and add a percentage sign (e.g. 30 of 50 respondents report that the system/portal increased ease of access to information: 30/50=0.6 or 60%). Disaggregate by user group and gender. Data Proof Actual surveys (questionnaire) sent back by users and analyzed Who Project Manager How Often yearly When Once after 6 months of system/ portal existence, from then on every 12 months Date Reported to DBE: a. By Whom Project Manager b. How Often Once or twice based on grant timeline c. When Based on work plan, e.g. around July 07, and July 08 d. Format Quarterly report including an analysis of the survey, and samples of filled-in survey questionnaire USAID DBE1 ICT Grant Implementation Tool Kit 35
  41. 41. INVOICE (Fixed Obligation Grant) Date: Billing Period: Phone: Invoice No: Fax: USAID – DBE1 Attn: Mr. Dan Moulton Gedung BEJ, Tower 1, lt. 29 Jl. Jend. Sudirman Kav. 52-53 Jakarta 12190 Telepon: 62-21-5152772 Total Grant Amount: Rp Fax: 62-21-5155859 Current Due Description Rp Cumulative Billed Rp “I hereby certify that, to the best of my knowledge and belief, all payments requested are correct, accurate and complete, that payment therefore has not been received and that all amounts requested are for the appropriate purpose and in accordance with the Grant Award Agreement.” Signed: Contact Name: Phone: Email:
  42. 42. INVOICE USER GUIDE 1. Fill in name, address and phone number of grantee (the column above DBE1 address) 2. Fill in date, billing period and invoice number Date: Billing Period: Invoice No: - Date of invoice is the issued date of invoice Billing period is month of invoice Invoice number accordance with invoice number issued by the Organization (grantee) Total grant amount is total DBE1 ICT grant award to the organization 3. Fill in table for billing Current Due Description Rp Cumulative Billed Rp Fills the description with schedule payment description accordance to the DBE1 Grant Award Agreement Cumulative billed is a total of invoices have been paid and current due 4. Please signed the invoice by lead organization before send to DBE1 1
  43. 43. SUMMARY OF INVOICE INVOICE NO : INVOICE DATE : Grantee Name : Address Phone Number : : Total DBE1 Grant Amount : Billing Amount Reff No : - Receipt Date Description Current Due Amount Paid Amount Cumulative Billed Grant Budget Balance Start Up Budget Sub Total - - - - - - On Going Budget Sub Total - - - - - - Monitoring and Evaluation Budget - - Sub Total - - - - - Total - - - - - Contact Name Title E-mail : : : Signed :
  44. 44. INVOICE SUMMARY – SIG USER GUIDE 1. Fill in name, address, phone number, total DBE1 grant amount, invoice number and invoice date, like in the invoice form 2. Reference number All of receipts should be numbered, sequences and grouped per expense type. Those numbers should tie up with the reference number 3. Receipt date Fill date of the receipts 4. Description Fill in with appropriate expense or type of the receipts 5. Current due amount Fill in with appropriate amount of the receipts 6. Paid amount Fill in with the total amount which has been paid by DBE1 7. Cumulative billed Cumulative billed is an addition of the total current due amount and paid amount 8. Grant budget Fill in with total grant amount accordance to the DBE1 Grant Award Agreement 9. Balance Balance is subtraction of budget and cumulative billed. Thus, we can see unbilled amount from the balance 10. Signed the invoice summary by the organization 1
  45. 45. INVOICE (Simplified Grant) Date: Billing Period: Phone: Invoice No: Fax: USAID – DBE1 Attn: Mr. Dan Moulton Gedung BEJ, Tower 1, lt. 29 Jl. Jend. Sudirman Kav. 52-53 Jakarta 12190 Telepon: 62-21-5152772 Total Grant Amount: Rp Fax: 62-21-5155859 Current Due Description Rp Cumulative Billed Rp “I hereby certify that, to the best of my knowledge and belief, all payments requested are correct, accurate and complete, that payment therefore has not been received and that all amounts requested are for the appropriate purpose and in accordance with the Grant Award Agreement.” Signed: Contact Name: Phone: Email:
  46. 46. INVOICE - SIG USER GUIDE 1. Fill in name, address and phone number of grantee (table above DBE1 address) 2. Fill in date, billing period and invoice number Date: Billing Period: Invoice No: - Invoice date is date of invoice issued Billing period is month of billing Invoice number accordance with invoice number issued by the Organization (grantee) Total grant amount is total DBE1 ICT Grant Award to the Organization 3. Fill in billing table Current Due Description Start up Budget On Going Budget Monitoring and Evaluation Budget Rp Rp Rp Rp Accumulative Billed Rp Rp Rp Rp Amount of current due and cumulative billed should tie up with the total amount in invoice summary 4. Please signed the invoice by lead Organization before send to DBE1 1
  47. 47. ADVANCE SETTLEMENT Date Grantee Name : : Address Phone : No : : Total DBE1 Grant Amount : Total Settlement Advance : - A. Total advance has been received and reported until previous month (Cumulative) Description Advance Realization Previous Advance Balance Start Up Budget Sub Total - - - - - On Going Budget Sub Total - Monitoring & Evaluation Budget Sub Total - - - Total - - - B. Total receipt reported in current Reff No Receipt Date Description Advance Amount Receipt Amount Balance Start Up Budget Sub Total - - - On Going Budget Sub Total Monitoring & Evaluation Budget Sub Total Total - - -
  48. 48. C. Total = A + B Description Advance Amount Advance Realization Balance Start Up Budget Sub Total - - - - - On Going Budget Sub Total - Monitoring & Evaluation Budget Sub Total - - - Total - - - Contact Name Tittle E-mail : : : Signed :
  49. 49. A. ADVANCE REQUEST Grantee submit monthly advance request for the next 1 (one) month operational to DBE1. Advance requisition should attach with operational planning for the next month. Advance request will be reviewed by DBE1 and compare with that operational planning. Jakarta office will transfer fund to the grantee at the latest 5 (five) working days after advance request final. Advance request user guide: 1. Fill in the grantee information Example: Grantee Name : Address : Phone : Total DBE1 Grant Amount : Total Advance Request : Total DBE1 grant amount is total amount of DBE1 ICT Grant Award to the organization Total advance request is total request for the current month 2. Fill in month, date and advance number Month : March 2007 Date : 20-Feb-07 Advance No : TUR - 01/ADV Month is month of fund will be spent Date is date of advance request Numbered for advance are as follow: - using 3 first character of grantee name - using sequence number start with no. 1 See example in above table 3. Input budget description and grant budget column accordance to the detail budget in grant award agreement 4. Input the request advance amount in appropriate budget line 5. Transferred Amounts 1
  50. 50. Fill in with amount with the amount has been received by the grantee up to the month of the advance request 6. Cumulative Amounts is an addition of request amount and transferred amount 7. Balance is subtraction of grant budget and cumulative amount 8. Signed the advance request by the organization B. SETTLEMENT OF ADVANCE For the next advance request, grantee should attach receipts from previous advance. Settlement advance user guide: 1. Fill in grantee information like in advance request - Amount of settlement advance should equal with total receipts in table B - Fill in number with 3 (three) first character of grantee’s name and year and month of advance request Example: TUR – 200703 2. Table A: Total received and realization of advance until previous month No Description Previous Advance Advance Amount Realization Balance Start Up Budget Sub Total - - - On Going Budget Sub Total - - - Monitoring & Evaluation Budget Sub Total - - - Total - - - a. Input description column accordance to detail budget in DBE1 Grant Award Agreement b. Fill in previous advance amount with the total amount of advance until previous month 2
  51. 51. c. Fill in advance realization with total advance which has been realized until previous month d. Balance is subtraction of the total previous advance amount and advance realization 3. Table B: Receipt amount which is reported in current month Reff Receipt No Date Description Advance Receipt Amount Amount Balance Start Up Budget Sub Total - - - On Going Budget Sub Total Monitoring & Evaluation Budget Sub Total Total - - - a. All the receipts which are reported in current month should be numbered, sequenced and grouped per expense type. Those number should tie up with reference number b. Fill date of the receipts c. Fill in description with detail budget line item of the DBE1 Grant Award Agreement (only for the receipts which are reported in current month) d. Fill in advance amount with the amount of received advance for the reported receipt. Total of the advance amount in this table should be equal to the total of the advance request for the same month e. Fill in receipt amount with amount of expense on the receipt f. Balance is subtraction of the advance amount and receipt amount 3
  52. 52. 4. Table C: A + B No Description Advance Advance Amount Realization Balance Start Up Budget Sub Total - - - On Going Budget Sub Total - - - Monitoring & Evaluation Budget Sub Total - - - Total - - - a. Input detail budget like in table A b. Advance amount is an addition of advance amount on table A and advance amount on table B c. Advance realization is an addition of advance realization in table A and receipt amount on table B d. Balance is subtraction of advance amount and expense realization. Thus, we can see unrealized advance from the balance 5. Signed advance settlement by the organization 4
  53. 53. . . . . . . . . . . Initial Report ‘Grant Program Title’ . . . . . . . [ Fixed Obligation Grant] | [ Simplified Cost Reimbursement Grant]: { [ Tier-1 ] | [ Tier-2 ] } { [ ICT Access (Education Hotspots) Grant] | [ Innovation EMG Grant ] } LEAD COMPANY Consortia Member #1 Consortia Member #2 … Consortia Member #N District Name – Province Name Month and Year of Reporting . . .
  54. 54. { [ Tier-1] | [ Tier-2 ] } { [ Education Hotspots ] | [ Innovation EMG ] } Initial Report “Grant ProgramTitle” [ Fixed Obligation ] | [ Simplified Cost Reimbursement ] Grant Program Lead Company Contact Person Lead Company Name Lead Company Address Lead Company Office and Mobile Phone Number Lead Company email address Lead Company city, district, province Project Location: Project Location Address Project Location Office and Mobile Phone Number Project Location email address Project Location city, district, province USAID – DBE1 ICT GRANT PROGRAM
  55. 55. . . . . . . . . . Table of Contents List of Tables List of Figures
  56. 56. List of Abbreviations and Acronyms ADS CFR CSO CTO DBE DBE1 DC DEO DIS DPL DPB DRO EMG EMIS ICT Menko Kesra M&E MOF MONE MORA NGO PDMS RFA RTI SC STTA USAID USAID – DBE1 ICT GRANT PROGRAM Automated Directive System Code of Federal Regulations Civil Society Organization Cognizant Technical Officer Decentralized Basic Education DBE1 - Management and Education Governance DBE1 - District Coordinator District Education Offices (Dinas Pendidikan) DBE1 - District Information Specialist District Public Library District Planning Board (Bappeda) District Religious Office (Kantor Departemen Agama) Education Management and Governance Education Management and Information System Information and Communication Technologies Coordinating Ministry of Social Welfare Monitoring and Evaluation Ministry of Finance Ministry of National Education Ministry of Religious Affairs Non-Governmental Organization DBE1 – Project Data Management System Request for Assistance Research Triangle Institute School Committee Short Term Technical Assistance United States Agency for International Development
  57. 57. 1. About the Corsortia ‘Grant Program Title’ Consortia Organization Structure The USAID-DBE1 ICT Grant program titled „Grant program Title‟ is located at „district name‟, „province name‟. The consortia for the project is comprises of1: „lead private company‟, „district education office‟, „district public library‟, „kantor departemen agama‟, „non government organization‟, „other private company‟, and „other district government‟. Profile of each consortia member is described below. The project implementers are as follows: Project Manager : state name Deputy : state name Etc. (follows project organization structure) P1 PROJECT MANAGER C3 DPL C7 OTHER DICTRICT GOV. OFFICE C6 OTHER PRIVATE COMPANY C2 DEO P2 ADMIN & FUNCTION P3 ICT Manager C1 LEAD PRIVATE COMPANY Contribution C4 DRO Others Lead Consortia Profile Name of Lead Company Full Address Headquarters: Full Address Local Office: Name of Contact Person: Title of Contact Person: 1 Persons, skill Office, place Hardware/ Software C5 NON GOVERNMENT ORGANIZATION P4 ADVISOR State and list organization name as relevant (adjust the organization diagram as relevant)
  58. 58. . . . . . . . . Telephone No.: . . Fax No.: Web Site Address: Type of Company? Nationality of Company? Public or Private Ownership? If a private company, identify the owner(s) Does Company have a Board of Directors? If so who are they? Does the company have subsidiaries? If so identify them. What are the company‟s operations located? Total number of employees? Member-1 Consortia Profile (eg. District Public Library) Name of District Government Office Full Address2 Name of Contact Person: Title of Contact Person: Telephone No.: Fax No.: Web Site Address: Does the Office have a Office Structure? If so who are they? Total number of employees? Add other member profile as necessary. Program Location Describe and state the program location. For instance: Perpustakaan Daerah ‘District Name’ ‘Full Address’ Insert Picture of: building, room, or other related infrastructure and facilities prior to grant implementation. 2 Street Address, Desa, Kelurahan, Kecamatan, Kabupaten-Kota, Provinsi, Phone Number, mobile phone number 2
  59. 59. 2. Understanding the Grant Award ‘Grant Program Title’ Grant Award Type This „Grant Program Title‟ is a Fixed Obligation Grant Type or Simplified reimbursement Cost Grant Type3. The grant program budget is comprises of Consortia Cost Share and USAID-DBE1 ICT Grant as follows: No Description (1) GRANTEE COST SHARE (Rp.) (2) DBE1 ICT GRANT (Rp.) Project Amount (Rp.) (3) (4) (5) 1. Start Up Cost X13 X14 Y15 2. On Going Cost X23 X24 Y25 3. Monitoring & Evaluation Cost X33 X34 Y35  Xi3  Xi4  Yi5 TOTAL Percentage If you are FOG3: Under this Fixed Obligation Grants, disbursements will be made upon the submission of evidence that a benchmark has been achieved. Acceptable evidence may include, but is not limited to, workplans, technical reports, financial reports, minutes of meetings/conference proceedings, completion of a phase of an infrastructure project, etc. If you are SIG3: Under this Simplified Grants, disbursements will be made on the basis of claims, including original receipts where applicable, for actual costs incurred. The Grant Applicant will submit a claim for reimbursement listing costs incurred for a specified period supported with original receipts. Claims for reimbursement for allowable expenses may be submitted to the project no more frequent than monthly. All costs to be charged to the grant are only those identified in the budget approved by the project. All purchases charged to the grant will be at reasonable prices and from responsible sources and supported with written receipts. Failure to properly document expenditures claimed for reimbursement under this grant will result to the termination of the grant. Unless specified in the grant application as approved by the project, no single item having a useful life over one year and acquisition cost of $5,000 or more shall be purchased with grant funds. Under a simplified grant, a cash advance to a Grantee with limited cash flow shall be limited to the minimum amount needed to meet current disbursement needs (generally 30 days) and shall be scheduled so that the funds are available as close as is administratively feasible to the actual disbursements for program costs. After receipt of the initial advance, and for each upcoming month (30 day period), the Grantee should submit to the project a "Request for Advance". At the end of each quarter from the date of the initial advance, and for every quarter thereafter, the 3 State your Grant Award Type and select relevant paragraph below as apply.

×