Decentralized Basic Education 1: Management and Governance

DBE1 COLLABORATION WITH SEDIA PROJECT IN ACEH January 2011

This publication was produced for review by the United States Agency for International Development

This report was prepared by Research Triangle Institute International.

More Effective Decentralized Education Management and Governance

Contract 497-M-00-05-00029-00

Prepared for USAID/Indonesia

Prepared by RTI International 3040 Cornwallis Road Post Office Box 12194 Research Triangle Park, NC 27709-2194

The author’s views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United States Government.

Introduction Modification of RTI contract dated July 2009 required DBE1 to expand its scope of work to cover all districts in Aceh through September 2010. A subsequent modification extended all DBE1 activities including activities in Aceh through June 20101. Further the July 2009 modification required DBE1 to begin and complete as many as possible the following four DBE1 programs: School Unit Cost BOSP), District Education Financial Analysis (AKPK), District Strategic Plans (Renstra/SIPPK), and Governance for Education. In mid-early 2009 USAID/DBE1 had learned that an AusAID project called SEDIA would begin operations in Aceh not long after DBE1 started and that initially SEDIA planned to conduct some of the same activities tasked to DBE1. Early meetings between the two donors resulted in agreements that SEDIA would not duplicate DBE1 programs and that DBE1 would share information and support SEDIA as much as possible. Further, it was agreed that during the time DBE1 operates, SEDIA would focus on provincial level interventions while DBE1 focuses on the district level. This arrangement has worked extremely well throughout the period the two projects have been operating. This excellent cooperation has benefited both donors and more importantly the provincial and district governments of Aceh. In mid 2010 as it appeared that DBE1 work would end in September 2010, a number of plans and meetings were held between the two donors and project implementers to prepare for a smooth transfer of DBE1 work to SEDIA. This was to include transfer of materials, tools, products and staff to SEDIA and related information to the provincial government. An agreement to this effect was signed by USAID and AusAID in June 2010 (Attachment 1).

After beginning the discussion for the transfer of DBE1 activities to SEDIA, it became known that DBE1 would be extended until June 2011. Thus, initial plans and tentative agreements between the two implementers were reviewed and revised in October 2010. The tentative October 2010 agreements between DBE1 and SEDIA are attached (Attachment 2) with edited notes of subsequent changes to the agreements because in late 2010 it became known that there was a possibility of another DBE1 extension until December 2011. Both donors and project implementers have been able to fully adjust to the several changes in project implementation described above.

Background: the DBE 1-SEDIA collaboration Both the DBE 1 and the SEDIA programs include design components for supporting improved strategic planning in the districts of Aceh. SEDIA also

1 This report is intended to fulfil Deliverable 24 as stated in the Modification for the period ending June 2011: “Report on agreements made with the Sedia project in Aceh for collaboration on district and provincial level management and governance including explanation how DBE1 will maintain quality control throughout the collaboration.”

extends this support to the provincial government; and the possible extension of DBE 1 through to December 2011 will also include support for the province.

From the time of the entry of SEDIA into the Aceh there has been shared planning between both AusAID and USAID, and between SEDIA and DBE 1, to ensure complementarity and the best outcomes for the province from the presence of the two teams working the same field.

As of December 2010, DBE1 has completed School Unit Cost (BOSP), District Education Financial Analysis (AKPK) and a district data base (SIPPK) in all 23 districts of Aceh. And by the end of 2010 strategic plans (Renstra) were essentially completed in all but six districts. DBE1 has also been developing a provincial database comprised of the district databases in response to a request from the provincial government. DBE1 has already used some analysis from the database. Once the database is complete in early 2011, DBE1 will transfer it to the provincial government with the expectation that SEDIA (perhaps as well as other projects) make use of it. DBE1 will use the database for its own analysis throughout 2011.

DBE1 has been sharing information as well as staff with SEDIA since 2010. DBE1 staff have been—and will continue to be—active members of various provincial level working groups. DBE1 will continue to support development of a new provincial strategic plan and provide technical support to SEDIA in implementing its district level activities in 2011.

The following is a summary of collaboration between DBE1 and SEDIA for 2011.

SEDIA DBE 1

At the district level

1 Development of Renstra in six districts of

Aceh (Aceh Tenggara, Gayo Lues,

Lhokseumawe, Pidie Jaya, Sabang,

Simeulue).

Technical Support

2 Annual planning (Renja) annual budgeting

(RKA) and annual reporting (LAKIP)

Technical support

3 Improved annual collection entry and

upload to PadatiWEB of school data

(Lember Individual)

Technical support

At the province level

4 Renstra Aceh review and development and

medium and long-term planning

documents

Technical support and active participation in

formal working groups

5 Analysis of education sector financing and

the development of a Renstra education

sector review

Technical support and active participation in

formal working groups

6 One cycle (2011-2012) of annual planning

(Renja) annual budgeting (RKA) and

annual reporting (LAKIP) in all districts

Technical support

7 Production of the annual Education

Progress Report by the Province

Technical support

8 Update BOSP in 18 districts Joint collaboration

9 Education policy inputs Develop provincial data base and support

developing capacity of provincial staff

SEDIA will use the methodologies and technologies developed by the DBE 1 program in both Renstra and the annual planning processes: BOSP, AKPK, Renstra methodology and SIPPK.

SEDIA will contract technical staff from DBE 1 for to ensure quality and consistency of capacity building and without impairing the capacity of DBE 1 to complete its district work during 2010.

DBE1 will assist SEDIA in implementing DBE1 methodologies and materials as a form of quality assurance.DBE1 Aceh based staff will support and monitor SEDIA implementation of DBE1 materials; and staff from other provinces and DBE1 Jakarta will supplement Aceh staff if needed.

DBE1 will training Service Providers and SEDIA will accommodate them for on-the-job training where appropriate.

Publicising the collaboration between USAID/DBE1 and AusAID/SEDIA USAID/DBE1 and AusAID/SEDIA held a joint workshop in Aceh in January 2011 to highlight the collaboration between the two projects and to present how the collaboration is expected to proceed in 2011. DBE1’s presentation in the workshop is attached as Attachment 3. A letter from the Governor of Aceh announcing the event and a description of the event that accompanied the Governor’s letter are attached (Attachment 4).

There are several reasons why it is important to publicise the collaboration between DBE 1 and SEDIA at both the provincial and district level at the start of 2011:

1. The achievement of Renstra in 17 districts and achievement of BOSP, AKPK, and SIPPK in 23 districts through the support of DBE 1 needs to be celebrated and publicised.

2. There needs to be a formalised introduction of SEDIA to the leadership of the districts to engage leadership commitment to the SEDIA capacity building program in their district; and for the development of policy and regulation in support of district Renstra priorities.

3. The governments of the districts where SEDIA will continue the Renstra work of DBE 1 need to know that there has been agreement between AusAID and USAID for SEDIA to take this work forward.

4. All districts need to know that the annual planning work of SEDIA will consolidate the work undertaken by DBE 1, particularly in the use of the analytical methodologies of the BOSP, AKPK and SIPPK.

5. The collaboration of DBE 1 and SEDIA in supporting technical policy work at the provincial level needs to be publicised, particularly in the context of the harmonisation of donor support during 2011 for the development of an education sector assessment and the preparation of Renstra Aceh 2013-17.

ATTACHMENT 1

USAID/AUSAID CORREPONDENCE JUNE 2010

ATTACHMENT 2

SEDIA Agreements with DBE 1 team DBE 1 Jakarta 1 October 2010

The Discussion SEDIA presented its revised approach to supporting the improvement of strategic

planning and budgeting in the Aceh districts. The revision is based on discussions

with DBE 1 during September about the best way of undertaking the Renstra in the

six districts where the process has not yet begun, while at the same time resourcing

the capacity building program in annual planning, budgeting and reporting.

SEDIA’s approach has consequently been revised to accommodate two programs.

Program 1 is the annual planning, budgeting and reporting in the 18 districts that will

all be complete by November 2010; and Program 2 is Renstra development in six

districts (Sabang Pidie Jaya, Lhokseumawe, Gayo Lues, Aceh Tenggara, Simuelue)

A detailed Workplan through to mid 2012 was presented, showing the scheduling and

for the five different components of Program 1 in the 18 completed districts; the

scheduling of Program 2 for the six districts in Program 2; followed by Program 1 for

these districts which will take place after the Renstra activities there are completed.

Staggered starts will allow for the completion of the full annual planning program in

all districts by mid-2012.

The agreements This proposal was supported by the DBE 1 team. The implications were discussed

and agreements reached on advisor needs of both SEDIA and DBE 1, as follows:

1. That Joni Chandra, whose contract with SEDIA begins in October will

assist DBE 1 in the completion of the Renstra in 5 districts, intended to be completed by the end of November. The SEDIA team leader will work with the DBE 1 provincial coordinator to determine the time slots needed

2. The DBE 1 team will make Pak Rimba available to assist in the

development of the Aceh Education Sector Financing Plan. The SEDIA team leader and Fachrizal will work with the DBE 1 provincial coordinator to determine the time slots needed.

3. DBE 1’s need for Pak Muhib will finish at the end of November. SEDIA will

present a case to the Managing Group and to AusAID for the hire of Pak Muhib after November 2010 to assist with the work of the Renstra and also to provide the additional support required for the development of the education sector assessment in 2011 in preparation for the development of the RPJM and the next Renstra. (NOTE: SEDIA hired Pak Muhib as a consultant for the month of December 2011; in January 2011 he joined DBE1 under an RTI contract.)

4. SEDIA requires the appointment of an additional District Coordinator. Two names are under consideration: Rusnaini and Jazuli. Rusnaini will be available from November and Pak Jazuli will be released by DBE 1 if SEDIA needs him. A selection process will be required to chose between the two candidates. (NOTE: Pak Jazuli signed on with SEDIA while Ibu Rusnaini will stay on with DBE1.)

5. SEDIA requires the appointment of four assistant district coordinators.

SEDIA has started collecting CVs from DBE 1 personnel who have previously held the position of Assistant District Coordinator. The DBE 1 team recommended the selection of Ibu Uli for one of these positions because of her excellent management skills. (NOTE: Ibu Uli formerly administrative assistant for DBE1 Aceh team based in Medan has signed on with SEDIA as an Assistant District Coordinator.)

6. Both teams felt the need for the joint announcement of their collaboration

both at the provincial level and in the districts. Those districts particularly whose Renstra have not been commenced need to be informed of the joint plan and schedule. It was agreed that DBE 1 will participate in a meeting with the Managing Group in the week beginning 20 Oct to start the process of publicising the collaboration between SEDIA and DBE 1 in the districts.

7. DBE 1 will make its advisors both local and national available to the TK-

PPA Working groups and participate on a regular basis in these groups and in the sector financing plan and sector assessment.

ATTACHMENT 3

DBE1 PRESENTATION JANUARY 2011 WORKSHOP

ATTACHMENT 4

DOCUMENTS ANNOUNCING JANUARY 2011 WORKSHOP