I-
M
H
E
R
E
Improvement of Quality and Social Responsibility
(Sub-component B1) - Batch IV
Directorate General of Higher Education
Ministry of National Education
Indonesia Managing Higher Education
for Relevance and Efficiency (I-MHERE)
IBRD LOAN No. 4789-IND and IDA LOAN No. 4077-IND
OBJECTIVE
To improve the capacity of HEI to contribute the
Nation’s Competitiveness
To improve its quality and relevance of HEI product
To improve HEI’s social responsibility
TARGETED PARTICIPANTS
• Public HEIs
(
except BHMN)
• Private HEIs
• Scope:
– Study Programs
– University-wide Programs
• Creation of need-based
outreach programs
for underprivileged
Program Highlights
2.
Creation of need-based outreach program
Increased participations of
disadvantaged groups
Improved quality and relevance of
academic programs to meet the
national as well as local needs
Strengthened linkages between
higher education institutions and
its stakeholders
Improved entrepreneurial spirits
within higher education
institutions
1.
Quality enhancementof highly relevant study program
3.
Capacity Building
Improved the capacity of project
Eligibility
Compliances to all DGHE regulations and policy
Minimum “B” accreditation (except for Public Polytechnic and
Arts Institution)
Tuition fee of max Rp 10 million / year
(for regular undergrad
programs)
If currently receiving other grants should
clearly indicate
links and no double funding
if the development objectives is the same, the contributions
to the achievement should clearly be separable, measurable,
and performance indicators agreed by the bank/DGHE-IU
2 to 3 study programs per proposal (institution)
The proposed study programs must be ones of the priority
SOURCES
PORTION
AMOUNT (US$)
FORMULA
WORLD BANK
75%
1,304,348
75/92*1.6Mill
GOI
17%
369,565
17/92*1.6Mil
IMF
8%
145,558
8/92*1.6Mill
Total Project
1,819,471
EQ 100%
SOURCES
PORTION
AMOUNT (US$)
FORMULA
WB + GOI
92%
1,600,000
EQ 92%
IMF
8%
139,130
8/92*1.6Mill
Description
Q1 2009 2010 2011Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
Period of Contract
Disbursement Plan
Y1
Y2
Y3
Grant Implementation
(3 YEARS)
Grant Implementation
(3 YEARS)
35-40%
35-40%
20-30%
Funding Structure
Source of Budget
Proposed Budget Composition
World Bank 75 %
Investment Min. 95 %
GOI 17 %
Institution (IMF)
or DRK Min. 8 % Project Management Max. 5 %
T o t a l 100 % T o t a l 100 %
Taxes - PPN - PPh 22
10% 1.5%
The Proposal
Format of Proposal
Book-1 (improvement Plan)
(max 75 pages, excluding annexes)Chapter-1: Summaryof the proposed development plan
Summary of the proposed development plan (max 3 pages)
Chapter-2: Internal arrangement for project implementation
explains how the project undertaking will be managed and organized at the institution as well as at other levels. This should include organization and job description for each unit of the organization, coordination and reporting as well as the monitoring evaluation mechanism. A comprehensive framework for procurement and financial management should also be attached in the annex. (max 4 pages)
Chapter-3: Detail plan for each proposed development program
Main Content of this proposal, detailed description of the proposed program in standardized format (background, rationale … mechanism & design, sustainability…)
Chapter-4: Proposed Budget
consists of the proposed budget to be presented according to the standardized format as presented in the appendices (Appendices 4.1-4.4). In case the proposing institution is currently implementing development programs funded by the government (eg. DGHE), clear explanation should be presented on the argument that no overlapping funding will take place and the significance of the proposed funding with regard to the previously received funding supports.
Annexes
comprises of TOR, detail specification for any goods to be procured in the first year, detail plan for each cost component
Outreach Program
Should be designed as an integration of activities that supported
by resources (
promotion
; scholarship; student grants)
Scholarship and promotional must be part of university program
Scholarship is targeted (primarily) for potential students (high
school)
I-MHERE support
only the initiation
:
Initiation of scholarship (to develop selection mechanism: special admission, SPMB, mgt. of scholarship etc.)
Initiation of promotional activities (to develop method, mechanism, be part of scholarship award)
Proponent must develop a program that would assure the
Key Performance Indicators
(mandatory)
At study programs
Average time to graduate (months after enrollment)
Average graduates’ waiting time for first job (months)
Scientific publication at reputable journals
At university wide program
Proportion of self-generated revenue outside tuition & fees
Proportion of students in lowest quintile in terms of
socio-economic background
Proportion of students receiving financial support from HEI
Proportion of student coming from rural area
Key Performance Indicators
(mandatory)
No Main Indicators Baseline Mid-term target targetFinal
1 Average Graduates GPA
2 Average Time to Graduate (months)
3 Average Waiting Time for First Employment (months)
4
Scientific Publications At Reputable
Seminars/Journals (titles per year)
Seminars/ National Conference International
Journals National International 5 Average Students TOEFL’s Score
6 Number of Students Obtaining Scholarship Per Year
7 Proportion of Students from Lowest Quintile of Socio-Economic Background 8 Proportion of Students from Rural Areas
9 Number of Community Service Activity
10 Portion of Self-generated Revenue Outside Tuition and Fees 11 Number of Collaboration
12 Number of Patent and Intellectual Property Rights
Format of Proposal
Book-2 (Self Evaluation)
(max 50 pages, excluding annexes)Chapter-1: Summary of the institution’s overall development plan
Summary of the institution’s strategic plan as well its link to the proposed development plan, and any previous development program funded by DGHE or other sources (max 5 pages)
Chapter-2: Rationale and Context
Contains the rationale as to why the proposed development programs are chosen including a report on internal process and justification for selecting the proposed study programs (max 2 pages)
Chapter-3: The Self Evaluation Report
Main content of The SER, both of the proposed study programs and institutional level (max 40 pages)
Chapter-4: Summary of Evaluation Results and Inception Plan
This chapter contains a concise description of the proposed development plan for each study program and outreach program. The plan should be based on the self-evaluation results presented in Chapter 3, with explicit references to weaknesses, strengths, opportunities, or threats identified in the self-evaluation report.
Annexes
This section can be used to present supplementary data and information relevant to the discussion given in the body of the proposal.
Attributes of good SE
Attributes of good SE
Support from top leadership
unrestricted access to information
Involvement
All relevant parties contributes to the process
Adequate data/information
Any claim is supported by strong evidence
In-depth analysis
Do not “jump into conclusion”
Coverage
Developing Performance
Indicators
• Baseline data set must be developed based on
statistics for the last five years prior to the application
of the grants
• Targeted performance must be set for the
mid-point
and at
the closing grant period
• Additional (auxiliary) indicators
can be developed as
necessary
Format of Proposal
Book-3 (Capacity Development Program)
(max 20 pages, excluding annexes)Letter of Statement
this would be the formal reflection of institution commitment for program development and implementation
Section-1: Introduction
This section is to describe current/existing capacity of financial and procurement, and planning management system in relation to institution capacity to execute project management, as well as the need of institution implement those functions (3 pages)
Section-2: Financial Management capacity Building and Action Plans
Background, Objective, Existing Condition, Expected Condition, Detailed Action Plan, Performance Indicators (8 pages)
Section-3: Procurement Management capacity Building and Action Plans
Background, Objective, Existing Condition, Expected Condition, Detailed Action Plan, Performance Indicators (8 pages)
Annexes
PROJECT ORGANIZATIONAL STRUCTURE OF HEI-IU
RECTOR / DIRECTOR VICE RECTOR / VICE DIRECTOR
(Director of HEI-IU)
EXECUTIVE PROGRAMPROGRAMSTUDYSTUDYCoord.
PROGRAM Coord.
OUTREACH PROGRAM
Dean of Faculty Head of Department / Study program RECTOR /
DIRECTOR VICE RECTOR / VICE DIRECTOR
(Director of HEI-IU)
EXECUTIVE PROGRAMPROGRAMSTUDYSTUDYCoord.
PROGRAM STUDY PROGRAMPROGRAMSTUDYSTUDYCoord.
PROGRAM Coord.
OUTREACH PROGRAM
The proposals can be written in
Bahasa Indonesia,
printed on both
side of paper, in A-4 paper format
and using 12 points size font letters,
Schedule
Call for –proposals
7 August 2008
Workshops for
proposal writers
15-16, and 22-23
August 2008
Proposal development
7 August – 9 October
2008
Proposal Submission
10 October 2008
Desk evaluation
20 – 31 October 2008
Announcement for site
visits
3 November 2008
Site evaluation
10 – 25 November
2008
Announcement
1 December 2008
Address for Submission of Proposal
DGHE-IU I-MHERE
Direktorat Jenderal Pendidikan Tinggi
Departemen Pendidikan Nasional
Gedung D, lantai XI
Jl. Pintu 1, SENAYAN
The Selection
Process
Selection Process (1)
Four-steps in proposal development and review process
Step 1 Comprehensive Proposal
○ Self evaluation Report
○ Time-bound development plan ○ Capacity Building program
Detailed proposed activity, resources/investment required & cost
Description of HEI’ arrangement to monitor and evaluate performance
Step 2 Desk Evaluation
○ Will be undertaken by 3 expert panel members appointed by DGHE-IU
○ Evaluation will be based on the quality of the proposal and compliance to guideline
Step 3 Site Visit
○ Two days visit by expert panel appointed by DGHE-IU
○ To validate self-assessment, soundness of the proposed development plan to achieve the
stated objective within HEI’s strategic plan
Step 4 Decision
○ Based on the evaluation of data and evidence in both the initial and comprehensive, as well as
Selection Criteria
• Leadership and Institution’s Capacity
(15%)
• Overall quality of Self Evaluation Report
(20%)
• Clarity and Soundness of the Proposed Program
(30%)
• Sustainability
(20%)
• Clarity and Feasibility for Implementation
(15%)
26
Eligible Cost
Eligible Cost Components (1)
Domestic degree training
Masters : Rp 14 million/year for 2.5 year
For Academic Staff
Excluding at cost component (tuition and travel)
Tuition should not exceed Rp 10 million/semester
Domestic non-degree training
Rp 7.5 million/month for min 2 weeks to 3 months
For academic and non-academic (capacity building) staffs
TOR is required
Eligible Cost Components (2)
Equipment & Furniture
Only for the proposed study programs
For laboratories and teaching
Limited equipment & furniture can be procured for capacity
building program
Maximum 40% of total budget (financed by WB and Govn’t
portion)
Additional equipment & furniture can be financed by addition
IMF portion beyond the 8% commitment
Textbooks and journals
Only for back issues (no new subscription)
Domestic text may only be purchased using additional IMF
Eligible Cost Components (3)
The cost components for
OUTREACH
program are limited to:
○
Domestic TA; Student grants; Scholarships
Student Grants
(
integral part of
OUTREACH PROGRAM)
Intended directly to support student’s final year skripsi or other task
Rp 5 million / grant and must be integral part of outreach program
Selection mechanism is subjected for review
Scholarship
(
integral part of
OUTREACH PROGRAM)
To provide financial support for academically outstanding but
economically disadvantage students
Rp 250-750 thousand/month for the whole period of study (tuition must
be waived)
TOR required
Eligible Cost Components (4)
Technical Assistance
Domestic TA : Rp 25 million/month,
plus econ travel cost
Overseas TA : US$ 25,000 /month,
all inclusive
TOR is required
Research Grants
To promote research activity that directly contribute to improvement of
relevant and quality of the proposed program
Rp 30 million / grant
Competitive-based through internal selection process
Required review and approval by DGHE-IU
Capacity Building
Cost component
Domestic Technical Assistant
Domestic Non-degree Training
Limited office equipment and furniture
Policy Study (@ Rp 50 million/study up 2 studies/year)
Total cost should not exceed US$ 50,000
Eligible Cost Components (5)
Project Management
To provide incentives to a limited number of HEI-IU officers
Executive directors
MONEV section
Treasurer
Procurement section
Academic secretary
Key person of each study/outreach program
Additional staff as necessary
Limited operating support for coordination meeting,
communication, and office supplies.
Total cost should not exceed 5% of total budget
Cost Breakdown for Project Management
Executive directors:
Rp 1.000.000
Program Secretary
Rp 750.000
Treasurer
Rp 750.000
Procurement section
Rp 750.000
Coordinator of each Improvement Program
Rp 750.000
Person In charge (PIC)/month/program
Rp 600.000
Additional staff as necessary
Rp 500.000
Staff Remuneration (per man-month) (Maximum)
and Max 50% of Total Project Management Cost
Office Consumables
:
Rp. 2,000,000/month
Travel Allowance
Within Java island
: Rp. 1,500,000/trip
Outside Java island
: Rp. 2,500,000/trip
Other Expenditures (max cost)
Telephone & internet connection
: Rp. 1,500,000/month
Courier services
: Rp. 500,000/month
Copying, printing, etc.
: Rp. 1,000,000/month
Regular internal meeting
: Rp. 1, 500,000/meeting
Tender Committee expense
: Rp. 6,000,000/contract
Staff Remuneration
and Max 70% of Total Cost of Policy Study or Program DevelopmentPersonnel
Hourly rate
Monthly rate
Remark
Team leader (PI) Rp. 23.000,- Rp. 1.840.000,- @ 20 hrs/week Team member Rp. 19.000,- Rp. 1.520.000,- @ 20 hrs/week Assistant Rp. 12.000,- Rp. 960.000,- @ 20 hrs/week Surveyor Rp. 12.000,- Rp. 576.000,- @ 48 hrs/week Source person Rp. 200.000,- Max 3 hours / event Presenter (workshop) Rp. 350.000,- Max 3 hours / event Speaker (workshop) Rp. 500.000,- each
Reference: Permen Keuangan No: 84/PMK.02/2005 tentang Standar Biaya Tahun Anggaran 2006
Output / deliverable must be defined
Cost Breakdown for
Policy Study / Program Development
Detailed eligible and ceiling of cost component
Eligible Cost Component
Mode of Procurement / Implementation
Eligible Expenditures
REMARKS incentive Domestic travel Equipment Consumables Others
1
• Team Leader • Team Member • Assistant /
Surveyor
OK OK OK OK Incentive max 70% of total expenditure
Workshop • Speakers• Presenters • Committee
• Speakers
• Presenter Rental OK OK
Incentive for
committee member < 15% of total
workshop expenditure
survey •Team leader•Surveyor OK Will be procured under HEI’s
procurement OK
Will be procured under HEI’s
procurement OK
•Assistant / Surveyor OK OK OK OK
•Team Leader •Team Member •Assistant / Surveyor
Workshop •Speakers•Presenters •Committee
• Speakers
• Presenter Rental OK OK
Incentive for
committee member < 15% of total
workshop expenditure
survey •Team leader•Surveyor Will be procured under HEI’s procurement
Will be procured under HEI’s procurement
Dom TA must be from outside HEI
In
BPPS Standard for Domestic Degree Training
Program Magister
No Komponen Biaya Rp/bulan Keterangan
1 Biaya Transportasi At cost Sekali perjalanan pergi-pulang transportasi kelas ekonomi 2 Biaya Hidup 1.000.000,- 2 x 12 bulan
3 Biaya Penelitian 300.000,- 2 x 12 bulan 4 Biaya Buku 250.000,- 2 x 12 bulan 5 Biaya Penyelenggaraan
The Capacity
Building
Institutional Capacity Building for:
Procurement Management
At Entry
1
Official appointment of the unit/team within the HEI with responsibility to guide
financial management institutional building and related reforms, with
representation of each unit/faculty.
2
A detailed implementation plan for the institution-building actions that will be
implemented under the project progressively each year
By the End of the Project
1
Make available to students and civil society details of budget and audited annual
financial report
2
Establish internal audit function within HEI responsible to the head of the
institution
3
Arrange for the private auditor to conduct annual independent audit of financial
statements for the institution.
At Entry
1
Official appointment of the units and staff with institutional mandate to carry out
procurement (Copy of SK Rektor)
2
A proposal including own diagnostic report indicating areas of the needed
reform and the action plan that will be carried out under the Project (Copy of SK
Rektor)
By End of 1st Year Implementation
1
Monitor and publicly disclose contracted unit rates for major components of civil
works contracts, as well as prices for major categories of goods
End of the project
1
All procurement activities are subject to external audit(by BPKP or other
independent auditor)
2
Standard and qualification criteria staff involved in procurement is established
as part of the institution's own system (SK Rektor)
Project Performance Indicators
Costing
Appendix 1
Summary of 3 Years Proposed Budget from All Programs
Appendix 4.1. Summary of 3 Years Proposed Budget from All Programs
Programs+)
Grant*) IMF**) Grant IMF Grant IMF Grant IMF
Strengthening Study Program A
Strengthening Study Program B
Strengthening Study Program C
Outreach Program Capacity Building Program
Annual IMF
Total Proposed Budget
*) from World Bank (WB) and Governance of Indonesia (GOI)
Appendix 2
Summary
of 4 Years Budget by Component for all Programs
Strengthening Strengthening Strengthening Outreach & Comm
Dev Program Total Study Program A Study Program B Study Program C (US $)
(US $) (US $) (US $) (US $)
1 Staff Development 2 Equipment
3 Furniture
4 Textbooks and Journal 5 Technical Assistance 6 Research Grant 7 Students Grant 8 Scholarships 9 Capacity Building 10 Project management
Appendix 3
First Year University Proposed Budget
Program/ Components Unit Quantity Unit Cost
(US $)
Total Cost (US $)
Total IMF (US $)
S trengthening S P - A
1. Staff Develop ment Staff Year 2. Equip ment
3. Furniture Unit/Package Etc
Sub-Total SSP A S trengthening S P – B
1. Staff Develop ment Staff Year 2. Equip ment
3. Technical Assistances M an M onth Etc
Sub-Total SSP B S trengthening S P – C
1. Staff Develop ment Staff Year 2. Equip ment
Etc
Sub-Total SSP C Outreach Program
1. Scholarship Etc
Sub-Total OP Capacity Development Program
1. Staff Develop ment Staff M onth
2. Equip ment
3. Technical Assistances 4. Policy Study/Program Develop ment
Etc
Appendix 4
Summary of the Total Budget
WB WB WB WB
(US $) WB GOI IMF (US $) WB GOI IMF (US $) WB GOI IMF (US $) WB GOI IMF
1. Staff Development ….%
Domestic degree Domestic non-degree Overseas non-degree
2. Procurement ….%
Equipment Furniture Textbook-Journal
3. Technical Assistance ….%
Domestic International
4. Research and Studies ….%
Research Fund Student Fund
5. Capacity Building ….%
Capacity Building
6. Project Management Max 5%
HEI-IU Operational support
Grand Total
Portion (%) 17% 8% 17% 8% 17% 8% 17% 8%
Total in US$ Allocated per Year
Note : Sub Total per Components 1 US$ = Rp 9.000,- : Eligible Funding
: Not Eligible Funding
100%
75% 75% 75% 75%
…. …. …. ….
TOTAL
%
Local Currency (Rp) Local Currency (Rp) Local Currency (Rp) Local Currency (IDR) Components of Expenditure
Year 1 Year 2 Year 3
Appendix-5
Detailed Specifications: Domestic Degree Training Year-1 up to Year-3
(Should be presented per year)
Name of
Estimated length
of study (months) Estimated Cost Program
*)
Note :
*) S2 (Master) in ….
The proponent should be aware that the proposed program will be started in January 2009
maximum annual support is Rp. 14 million per year excluding at cost component, where the tuition shall not
exceed Rp. 10 million per semester
Appendix-6
Detailed Specifications: Domestic Non Degree Training Year-1 up to Year-3
(Should be presented per year)
Name of
Estimated length
of study (months) Estimated Cost
Note :
The ceiling applied is Rp. 7.500.000, - per person-month for maximum of three consecutive month
Appendix-7
Detailed Specifications: Overseas Non Degree Training Year-1 up to Year-3 (Should be presented per year)
Name of
Estimated length
of study (months) Estimated Cost
Note :
The ceiling applied is US$ 4.000,- per person-month for maximum of 3 months excluding travel
expenses
Should be supported with a detail TOR
Appendix-8
Detailed Specifications of Equipment Year-1 up to Year-2
Not eligible in Year 3 (Should be presented per year)
Note : *) Please describe availability and additional requirements
Type of Equipment
Technical/bidding
specification Quantity Unit Cost Utilities*)
Estimated
Cost Remark
Appendix-9
Detailed Specifications of Furniture Year-1 up to Year-2
Not eligible in Year 3 (Should be presented per year)
Name of Furniture
Technical/bidding
specification Quantity Unit Cost Utilities*)
Estimated
Appendix-10
Detailed Specifications of Text Book – Journal Year-1 up to Year-2
(Should be presented per year)
Note :
*) Please describe availability and additional requirements
Name of Text Book -
Journal
Technical/bidding
specification Quantity Unit Cost Utilities
*) Estimated
Cost Remark
Appendix-11
Detailed Specifications: Technical Assistance-Domestic Year-1 up to Year-3
(Should be presented per year)
Number of
Person Qualification1)
Major assignment2)
Estimated length of visit
(month)
Estimated Cost
Major field
Note :
The ceiling applied is Rp 25.000.000,- per person-month for maximum of 3 months (excluding Domestic Travel)
Appendix-12
Detailed Specifications: Technical Assistance-International Year-1 up to Year-3
(Should be presented per year)
Number of
Person Qualification1)
Major assignment2)
Estimated length of visit
(month)
The ceiling applied is US$ 25.000.000,- per person-month for minimum of 1 month (including International Travel)
1) Should be elaborated in Term of References
2) Teaching, research, or management consultant
Appendix-13
Detailed Specifications: Research and Study – Research Grant Year-1 up to Year-3
(Should be presented per year)
Name of Title
Scope
Field of Study
(Concentration)
Total Cost
Note :
Appendix-14
Detailed Specifications: Research and Study – Student Grant Year-1 up to Year-3 (Should be presented per year)
Name of Title Scope Field of Study
(Concentration) Total Cost
Note : Unit cost for this grant is Rp. 5 million (maximum)
Appendix-15
Detailed Specifications: Scholarships Year-1 to Year-3 (Should be presented per year)
Name of Student
Scheme of Scholarship
Tentaive Study Program
Period
(month) Total Cost
Note : range Rp 250.000 – Rp 750.000 / month
Appendix-16
Detailed Specifications: Capacity Building Year-1 up to Year-2 (Should be presented per year)
Note :
Name of
Program Scope Target Quantity Unit Cost Total Cost
For Policy Study or Program Development
This program should be accompanied by a TOR
