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Report 1 of 2008 – Narrative note on donor mapping database, August 08 1

Donor Support to Indonesia’s Decentralization Program

Narrative Report on the donor mapping database

Submitted to the Government of Indonesia: Ministry of Home Affairs

By the Decentralization Support Facility

September 2008

I. Introduction As tasked by the Ministry of Home Affairs (MoHA), the DSF1 has created a database to map donor support to decentralization in Indonesia. The donor mapping database has been designed primarily as a web-enabled tool for GOI to monitor the status of decentralization related projects. It thus provides reports on specific aspects of donor support that are of interest from this point of view, such as which issues in decentralization are being addressed, the nature and range of program activities, funds committed, project locations, and their implementation periods. As a quick reference point providing consolidated information on all projects in this area, it should help in improved coordination and planning, information sharing as also reduction in duplication of efforts. This is still a work in progress. Based on initial requirements of the main user, the basic structure of the database is now ready. The design phase specifically took into consideration the need to keep the database easy to update and maintain, learning from similar efforts in the past which proved unsustainable. At present, it covers information on 32 projects. GOI, the donor community and other stakeholders are invited, at this stage, to comment on the basic structure of the database, which includes:

A set of individual project data sheets, that capture key information in regard to each project

A set of consolidated reports that present in chart or matrix format, comparable data across all projects, and

A set of maps indicating project locations up to province and kabupaten level.

Once the design has been validated by the key users, the database can be expanded with the addition of more projects, or further changes/improvements made in the design.

1 Decentralization Support Facility (DSF) is a collaborative program of 9 international partners

under the leadership of the Government of Indonesia, to strengthen decentralization and regional autonomy. One of the program objectives is to improve coordination and harmonization of donor efforts, and strengthen GOI capacity for monitoring and evaluation.

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Report 1 of 2008 – Narrative note on donor mapping database, August 08 2

II. Reports

i) Overview of ongoing and planned decentralization-related

projects

Uses:

This project summary page gives a quick overview of decentralization-related projects in the database.

GoI can view the key donor for each project, the start and end dates for each project, and the project’s objectives.

Viewers can click on each project for more information.

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Report 1 of 2008 – Narrative note on donor mapping database, August 08 3

i) Project Details

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Report 1 of 2008 – Narrative note on donor mapping database, August 08 4

ii) Project detail (continued)

Uses:

GoI can find out who to contact for more detail; and can see what the project aims to do, what tools it is employing, and what its success criteria are. Project financing information is also available.

GoI can also see the locations in which the project is active.

Finally GoI can link to relevant websites and view key documents.

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Report 1 of 2008 – Narrative note on donor mapping database, August 08 5

iii) Location of activity

Uses:

GoI can see what projects are active, planned or completed in each province or kabupaten.

GoI can plan to start projects in areas which have or will have insufficient project activity.

GoI can avoid duplication or over-concentration of projects by geography.

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Report 1 of 2008 – Narrative note on donor mapping database, August 08 6

iv) Thematic coverage

Uses:

GoI can see what themes are not being addressed and plan accordingly to start projects in these areas if needed.

GoI can also check to see whether the themes being addressed by donor projects are in line with GoI’s current priorities.

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Report 1 of 2008 – Narrative note on donor mapping database, August 08 7

v) Tools and methods

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vi) Performance indicators

Uses:

GoI can see what themes are not being addressed and plan accordingly to start projects in these areas if needed.

GoI can also check to see whether the themes being addressed by donor projects are in line with GoI’s current priorities.

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Report 1 of 2008 – Narrative note on donor mapping database, August 08 9

vii) Funding commitments

Uses:

Provides a snapshot of total flows of international assistance supporting decentralization.

GoI can see how much is in loan vs. grant. Note: presenting this information in consolidated form presents challenges giving different currencies and fluctuating exchange rates.

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viii) Project timelines

Uses:

This chart allows GoI to see what projects are active at each time, and plan future projects accordingly.

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ix) Additional Resources

Usage:

GoI can view additional resources which may not fill the definition of a decentralization-related project or program.

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Report 1 of 2008 – Narrative note on donor mapping database, August 08 12

III. Issues for consideration At present, the donor mapping database prototype is hosted by the

DSF and may be accessed on the internet at http://www.dsfindonesia.org/apps/dsf-dm/cgi-bin/dw.cgi Going forward, the plan is to improve the database using GoI and donor input. Once it is ready, ownership of the database may be transferred to GoI at the latter’s convenience.

Several issues will need to clarified at that time as follows:

a) Ownership

GoI will need to decide who should “own” the database, and where the database should “live”.

b) Day to day administration

It needs to be decided who will be responsible for routine administration of the database, encompassing tasks such as adding and updating information.

c) Translation

As the database is meant to be available in both English and Indonesian, translation will be required.