Ict grant implementation toolkit lowres1

DBE1
ICT Grants Program
GRANT IMPLEMENTATION TOOL KIT

USAID – DECENTRALIZED BASIC EDUCATION
DBE1 – MANAGEMENT & EDUCATION GOVERNANCE
EMIS and ICT PROGRAM
INDONESIA
DECEMBER 2006

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

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]
Project Management and Governance
Project Teaching and Learning
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.


iv

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


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

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


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

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).


1

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


2

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)


3

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.


4

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.


5

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


6

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
Final Report

30 days after grant award
3 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-


7

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.


8

Figure 1 Timesheet

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


9

4
Section


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.


10

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


11

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


12






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


13

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


14

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


15

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.


16

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.


17

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.)


18

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.


19

USAID DBE1 ICT Grant
Implementation Tool Kit



ANNEX 1

Key Technical Milestone - Training


20

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


When

Based on project work plan

a. By Whom

Project Manager

b. How Often


c. When


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


When


a. By Whom


Project Manager

21

b. How Often


c. When


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


When


a. By Whom

Project Manager

b. How Often


c. When


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

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


22




ANNEX 2

Key Technical Milestone – Custom
Software Development


23

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

a. By Whom

Project Manager

b. How Often

once

c. When


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

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


24

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

a. By Whom

Project Manager

b. How Often

once

c. When


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

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

a. By Whom

Project Manager

b. How Often

once

c. When


d. Format

Quarterly report accompanied by copies of newspaper article, posters or
information leaflet on prices and services, pictures


25

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)

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

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


26




ANNEX 3

Indicators and Reporting
Guidelines – Training


27

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

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.


28

2. Training Course Completion-2
Indicator

% of education stakeholders successfully completing an ICT-related training
course


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.
“Successful” completion entails regular attendance and passing of an
end-of-course test (either internationally, nationally, or institutionally
standardized)
entry skills.
A “training course” is considered a course that constitutes of at least 4
contact hours.


(a) Record training participation at every training session.
(b) Record names of training participants that sit for the exam and that
pass the exam


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

a. By Whom

Project Manager

b. How Often

Quarterly

c. When

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

% 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.
groups: education administrators (from diknas, depag, or DPK), school


29

entry skills.

Compare log of trainees that start a new training course with the exam log
from previous courses.


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.

a. By Whom

Project Manager

b. How Often

Quarterly

c. When

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

% 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.



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

5

Rounded for two decimals.


30

a. By Whom

Project Manager

b. How Often

twice

c. When

January 07 , October 2007

d. Format

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


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.


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.


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.

Data Proof

Filled-in questionnaires and summary on data analysis; focus group guides

Who

Project Manager

How Often

once

When

Once at the end of the grants program

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


% of education stakeholders reporting regular use of ICT for their work and
studies

31

“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”.

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.


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

Who

Project Manager

How Often

Twice

When

Once at project inception, once at the end of the grants program

a. By Whom

January 07 , October 2007

d. Format

7

twice

c. When

6

Project Manager

b. How Often

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.


32




ANNEX 4

Indicators and Reporting
Guidelines – Custom Software
Development


33

Indicators and Reporting Guidelines – Custom Software Development
1. User Hits
3. Increase Ease Access

1. User Hits
Indicator

# of times system /portal has been accessed per week


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.


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.


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

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

Indicator

% 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.
“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


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%).

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

a. By Whom

Project Manager

b. How Often



34

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

% 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.


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%).

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

a. By Whom

Project Manager

b. How Often


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


35

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:

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

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

:

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

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:

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

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
Sub Total
Total

-

-

-

C. Total = A + B
Description

Advance
Amount

Advance
Realization

Balance

Start Up Budget

Sub Total

-

-

-

-

-

On Going Budget

Sub Total

-


Sub Total

-

-

-

Total

-

-

-

Contact Name
Tittle
E-mail

:
:
:

Signed

:

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

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

-

-

-

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

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
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

4. Table C: A + B
No

Description

Advance

Advance

Amount

Realization

Balance

Start Up Budget
Sub Total

-

-

-

On Going Budget
Sub Total

-

-

-

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

.
.
.
.
.
.
.
.
.
.

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

.

.

.

{ [ 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

.
.
.
.
.
.
.
.
.
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
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
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
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

1. About the Corsortia
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)

.
.
.
.
.
.
.
.
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

2. Understanding the Grant
Award
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.

Ict grant implementation toolkit lowres1

Ict grant implementation toolkit lowres1

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