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Sam annual report_2008_fm

  1. 1. ANNUAL REPORT FOR NGO DEVELOPMENT CO-OPERATION PROJECTYEAR 2008____ PROJECT CODE________28812601__________________1. Hankkeen perustiedot1. Basic information on the Project1.1 Name of Organisation registered in FinlandSuomen ylioppilaskuntien liitto SYL ry1.2 Name of Organisation in EnglishNational Union of University Students of in Finland1.3 Name of Project in FinnishAmmatti- ja yrittäjyyskoulutuksella paremmat työllistymismahdollisuudet Lusakan nuorille1.4 Name of Project in EnglishVocational and entrepreneurial education: increasing employment possibilities of young people inLusaka1.5 Name of Project in other relevant language-1.6 Location of Project (country, province, village/community)Zambia, Lusaka1.7 Name of co-operation PartnerKanyama Youth Programme (KYP)1.8 Planned initiation and termination dates of the ProjectJanuary 2006- December 20081.9 Summary of the core idea of the Project and the key results and impacts achieved (see Project plan, 1.11.) Page 1/17
  2. 2. The aim of this project is to diminish the negative effects of poverty by offering vocational training forvulnerable people in Kanyama constituency in Lusaka. This would strengthen the self-sufficiency of thepeople by improving their possibilities for employment, either as an employee or self-employed in smallscale business.The project’s second stage focused on improving and further developing the operations of the KYPTechnical Institution. Key results achieved by the second stage of the project are:- Quality of education has improvedo means and materials for teaching have been improvedo staff have been trainedo teaching premises have been renovated- Image and reputation has improvedo marketing has improved from previous years, the marketing strategy has been implemented the whole year round in 2008o Marketing and Information Manager has been employedo Internet pages have been designed but due to a virus problem they are not in function yet- KYP as an organisation has improvedo income generating activities have been surveyed - restaurant in KYP is working and profitableo KYP is able to finance administrative activities1.10 Financing summaryYear _____2008_____ EurosProject support not used in the previous year 0,00(incl. not withdrawn + withdrawn unused funds)Support approved for the reporting year 39 651,00Total Project support available for the reporting year 39 651,00Total Project support used during the reporting year 39 652,60Funds not used, transferred to be used and reported in the following year -(incl. not withdrawn + withdrawn unused funds)1.11 Other financing of the Project during the reporting year, if any. Please state here the amount and source of this financing.Technical Vocational and Entrepreneurship Training Authority (TEVETA) through Window four of theTEVETA Fund financed the construction of a workshop (which shall now be used as a school hall), fourrooms’ offices and showroom. The project was worth ZMK 931,893,111-00 (approx. 184 155 euros)Other finances were from the following sources:Source Amount contributedRent of offices................................................................................ K 122,750,000 (approx. 24 257euros)Students’ tuition fees...................................................................... K 88,469,000 (approx. 17 482 euros)Sale of membership card and contributions................................... K 40,000 (approx. 8 euros)Other income.................................................................................. K 18,011,000 (approx. 3 559 euros) Page 2/17
  3. 3. Workshops and projects.................................................................. K 24,836,000 (approx. 4 908 euros)Total finances from other sources.................................... K 254,106,640.73 (approx. 50 215 euros)2. Co-operation Partner and co-operation procedure2.1 How did the co-operation Partner participate in the implementation of the Project? (e.g. Did they provide labour, economic resources, other assets?)KYP has been responsible for the projects implementation. KYP has provided the teaching premisesfor the project, and carried financial responsibility for all local administrative costs (includingadministrative staff), and maintenance of the campus area. KYPs own financial contribution iscomposed of course fees of students, rental incomes from campus area businesses and from a cellularnetwork tower on campus premises, organizations membership fees and contributions, and incomesfrom workshops.2.2 Were there other parties involved in the co-operation (e.g. Finnish, local or international organisations or officials)? Please describe their role and involvement in the Project.1. The Lusaka City Council (LCC)The LCC offered technical assistance to the board on various policy issues that affected theprogramme. This was done through board meetings which included the senior representative of thedepartment of Housing and Social Services. The LCC has been instrumental in ensuring that KYP willbecome a member of Trade Schools Coordinating Committee hosted by the LCC.2. The Association of CISEP* Users (ACU)KYP being a member of ACU the implementation of Concept for Informal Sector EmploymentPromotion through the KYP Service Centre continued. Information on business matters, marketdevelopment and other business opportunities was given to both existing and potential entrepreneurs.The ACU has also partnered in a short course on modern roof making.*Centre for Informal Sector Employment Promotion3. Kara Counseling (Umoyo Training Centre*)Kara Counselilng continued its cooperation with KYP through Umoyo Training Centre by sponsoringvulnerable girls for training at KYP.*Umoyo Training Centre is a residential life skills program near Lusaka run by Kara Counselling, wherevulnerable teenage girls who are orphaned (mainly due to HIV/AIDS) are taught practical and incomegenerating skills. Orphan girls are chosen by their communities (by elders, local political leaders, or ata community meeting). For one year a safe environment is provided for girls where they can learn skillssuch as tailoring, farming, batiking and candle making. In addition the these income-generating skills,they are taught family planning and HIV/AIDS prevention, household caretaking, financial budgeting,personal health and hygiene and especially the importance of social responsibility, community values,ethics and self-awareness. Umoyo also helps the girls with job placement or further training aftergraduation. Many of these girls come study at KYP.4. Technical Education Vocation and Entrepreneurship Training Authority (TEVETA) Page 3/17
  4. 4. TEVETA being the training authority was involved in the programme through their annual routineinspection. They ensured that the recommended standards of training were met by KYP. It hasmaintained its standards of providing training and remains under TEVETA rating at grade two (2) whichis the second highest standard for training providers in the country.5. Examination Council of Zambia (ECZ)KYP is a registered examination centre under ECZ. ECZ is one of the examination authorities inZambia. ECZ provided independent qualified trade testers to conduct examinations at KYP.6. KEPA project advisorKEPA project advisor in Kepa Office Lusaka has helped in communication and monitoring the projectin general.3. Sustainability of the Project3.1 How did predictable or unprecedented external factors affect the implementation of the Project? (economic, social, environmental or cultural factors)Economic Factors National Electricity crisis directly affected training programmes for the institute as the whole country experienced power outages. This has affected computer lessons and Catering practical training for they entirely depend on electricity. The fuel prices in Zambia have increased steadily meaning higher production costs of various commodities. This in turn has increased the prices of training materials and tools. The international food crises raised directly the prices of food items used in Hotel and catering practicals. It has also formed pressure to increase wages.Social factors Members of the general public have established backyard training courses in Tailoring and Designing. There are no considerations for the minimum standards of providing such training: the providing of these courses has negatively affected the enrolment for Tailoring and Designing in KYP.Environmental factors The closure of the Soweto Market which is located directly opposite the Training centre affected the implementation of the programme for hundreds of marketers started operating right outside the training centre. This affected the cleanliness of the outside environment of the training centre, also school advertisement and messages got covered by make shift stores.Political Factors· The illness and death of the Zambian President and the by-elections caused lot of uncertainty inthe country. Learning was affected and business operated with fear.3.2 How has the local government, local organisation or the beneficiaries themselves taken responsibility for the economic sustainability and continuation of the Project?Local Organisation (KYP) Page 4/17
  5. 5. KYP has been working on strengthening existing business ventures and establishing new ones.Strategies have been put in place to ensure that rentals from tenants are paid on time and studentscomplete paying their tuition fees before they graduate. A business plan is being developed to ensuremaximum utilisation of the newly built workshop.Direct beneficiariesDuring the reporting year the students have been more consistent in paying tuition fees as comparedto the previous years. The improvement in tuition fees payment has been significant.Local GovernmentLocal government is not doing much to ensure economic sustainability of the project; however effortsare being made to ensure the involvement of the local government in financing community training.The local Authority has introduced the ward development fund and there are efforts made to accessthe fund for the development of community campus.The area Councillor has been very supportive of the project. The Chief community Development officerfrom the department of Housing and social services at Lusaka City Council has been helpful inproviding technical assistance to the board and management on matters of governance.4. Beneficiaries4.1 Who were the direct beneficiaries of the Project, and how many were there?Students of KYP Technical InstituteA total of 114 students (66 male, 48 female) graduated from KYP during 2008. This is an increase ofalmost 10% from the previous year. In addition, 69 students started their studies in July 2008, addingup to a total of 183 students participating in KYP’s training programs during 2008. See summary belowfor distribution according to gender.Distribution of students according to courses Name of Course July Intake Jan. 2008 July 2008 Intake 2007 Intake Male Female Male Female Male Female Total Auto Mechanics 16 0 25 0 21 0 62 Auto Electrical 10 2 9 0 10 0 31 Hotel and Catering 4 7 3 16 3 27 59 Tailoring and 0 12 0 10 0 8 30 Designing Total 30 21 37 26 34 35 183KYP as an organisationKYP benefited from the project through the funding which assisted the programme to improve itstraining standards at both centres. This was enhanced through provision of training materials andfacilities. Page 5/17
  6. 6. Teachers, staff and Board of Trustees of KYPFour lectures and two administrative staff member were also beneficiaries of the project, since theproject has been financing the salaries and related expenses to the ones directly involved in theimplementation of project.Several other actors also benefited from the project such as the Board of Trustees (13), implementingstaff and the employees liable to them (15).4.2 Who were the indirect beneficiaries of the Project?Zambian governmental actors such as the Ministry of Youth Sport and Child development benefitedindirectly from the project as it addressed one of the major needs of the youth in Zambia. The Ministryof Science and Technology also benefited indirectly from the project, since they are responsible for theprovision of training to the people of Zambia.Students’ families have benefited of the project through increased earning potential of their familymembers and possible future trickle-down earnings.KYP members benefited from the programme because it contributed towards meeting the goals andobjectives of the organisation, which are to “equip youths from their respective communities withtechnical skills”.Both the employees of the industrial attachments and future potential employees benefited from trainedworkforce during their internship and after their graduation.Other indirect beneficiaries were community groups (like drama and other art groups) operating atKYP’s premises. Around 20-30 street children participated in arts activities, 30 girls were trained aspeer educators on a campaign against Gender based violence and Human Rights and over 500community members were reached through drama performances on HIV and AIDS awareness.If the project support granted was less than 20.000 €, please answer the following question:4.3 How did the beneficiaries participate in the Project?Students of KYP Technical InstituteStudents gave feedback on how training should be improved at the two training centres, what they feelcould be done to improve their learning conditions and other services offered to the target group.Students gave written feed back through answering assessment questionnaires, oral feedback byorganizing meetings between the student committee and the management and by giving anonymousfeedback through suggestion boxes. Students participated in the Annual Action Planning throughappointed representatives.The commitment of students was verified through class reports, registers and minutes of the studentcommittee meetings. The class attendance of the students, which rated at about 98%, also assisted inthe smooth implementation of the programme, for students are the most important party in theimplementation of this project. The students had the responsibility to ensure that they paid tuition fees.KYP as an organisation Page 6/17
  7. 7. KYP’s tasks and responsibilities in this project involved identifying and recruitment of the target group,appraising and supervising trainers during the project, ensuring that high quality training standardswere maintained, ensuring that work plans were developed at every level and that there was fullparticipation of all parties in the planning and implementation of the programme. The institute alsoensured that training materials where procured and were adequate to facilitate accurate acquisition ofskills by students.Teachers, staff and Board of Trustees of KYPTeachers had the responsibility to plan and provide quality training. They ensured that all educationalprinciples and documentation were put in place for effective delivery of Training. They alsorecommended and gathered necessary training materials.The board was responsible for setting policies and ensuring that there was effectiveness and efficiencyin the management of the project. The commitment of the board can be measured through minutes oftheir monitoring and development meetings. They worked vigorously to enhance communityparticipation, transparency and accountability in the management of the project resources.Members’ of auxiliary staff were given a chance to participate in the planning of the programme. Theywere also given a chance to make submissions to management on future plans and effective ways ofimproving the effectiveness of the project.The annual action planning enabled departmental managers with the involvement of their respectivemembers to develop work plans for the year 2008. Top management’s responsibility was to ensure thatplans were in line with the KYP – SYL project plan. Other stakeholders involved in the planning were;the Board, students and some members of the community.Employees of industrial attachmentsEmployees of industrial attachments gave important feedback on the skills of KYP students doinginternships. KYP students were rated on the basis of appearance, punctuality, adaptability and qualityof work performed.If the project support granted was 20.000 € or more, please answer the following question:4.4 Please specify the way in which each group of beneficiaries participated in the Project.5. Project objective, implementation and monitoringOBJECTIVE5.1 Has the objective(s) of the Project remained the same as in the original Project plan? If they have changed, please describe how.The objectives have not changed. Page 7/17
  8. 8. IMPLEMENTATION5.2 Have the objectives of the Project been implemented by the activities as mentioned in the Action Plan? If the activities are different from the original plan, please state the reason for the change and the nature of the current plan of action. Has the Project proceeded according to the original timetable?Most parts of the action plan have been followed as planned. Main activities are listed below.1. Quality of the education· Tools were acquired for all courses· Teaching materials for all courses were acquired (i.e. food ingredients for catering)· There were visiting lecturers in all courses (Mechanic for Contract Haurage, Auto-electrician inthe Ministry of Agriculture Engineering workshop, Food Production Specialist running her own Hoteland Catering service business, Diploma holder specialised in Men’s garments)· Educational visits to various companies were implemented: Hotel and Catering: Lilayi Lodge,Precem Hotel; Auto-Mechanics: Mitsubishi Motors, Toyota Zambia; Auto-Electrical: Duly Motors, Auto-World; Tailoring and Designing: Lusaka City Clothing Factory, Zambia National Service ClothingFactory· Text books where acquired for all courses· Hotel and catering lecturer ’Mr. Lucky Kapambwe’ went back to Luanshya Technical andVocational Training to study Records Management which is phase two (2) of the Teachingmethodology Training. The Tailoring and Designing Lecturer ’Mrs Royce Banda’ was sponsored toattend a two week Psychosocial Counselling and Conflict Management Training at the Lusaka PeaceCentre.· Renovations were done to the toilet facilities at both campuses. A few touches were made to theclassrooms which had leaking roofs.· Communication skills were taught in each course by ETVO volunteers.· Entrepreneurial training has been taught part of the courses.2. KYP’s image· Marketing strategy has been implemented throughout the year.· Series of ten interviews were held on Zambia National Broadcasting Corporation Radio Two.The series helped in increasing awareness about KYP activities. ZNBC is public broadcaster whichenjoys over 2 million viewership and listeners country wide. Adverts were also transmitted on Hone FMcoupled with sponsored interviews. Radio Listeners were given a chance to send Short Message· Graduation ceremony held on 24th December 2008 at KYPT city campus was televised on MUVITelevision the most popular Television station in Lusaka. The graduation was officiated by the Directorof Development from TEVETA on behalf of the Ministry of Science and Technology PermanentSecretary.· Posters were stuck around Lusaka compounds, invitation letters were sent to churches andother community groups. Also newspaper adverts and advertising through City market notice boardwas used as well as some meetings in church places and drama performances.· KYP participated in the National TEVET fair sponsored by Ministry of Science and Technical andVocational Training· Class room walls were repainted with the aim of improving the image of Kanyama YouthProgramme. Uniformity in colour was maintained.· Being the only Trades centre providing free computer training to the students has improved KYPimage· KYP worked with the local groups which included African Dance Factory, Kandodo memorialtheatre, Kanyama Arts Centre and Health Initiative project for Communities to address cross cuttingissues HIV/AIDS, Human rights, and civic education. The activities were conducted through community Page 8/17
  9. 9. sensitisation programme using drama, workshops and public speaking. The community was alsosensitised on the activities and objectives of KYP.· HIV/AIDS awareness raising is integrated in training programme with the help of peer educatorfrom Family Health Trust.3. KYP’s sustainability· Phase two (2) of the Training of Board Members was done in March 2008. All the Boardmembers participated in the one (1) day training programme that was aimed at enabling the Boardunderstand technicalities in policy formulation. The workshop was facilitated by a hired consultant. • There are subcommittees that meet three times a year between Board meetings. Also student representatives are allowed to participate in subcommittee work. For efficiency the number of subcommittees has been reduced from previous five into three. Subcommittees are: o project o finance o education • KYP’s own course related business venture started in September 2006 when the restaurant was opened. The restaurant has been running though with quite small profit margin. KYP has looked into ways to improve the restaurants profitability and surveyed the viability of other business ventures.· Annual review meeting was held in December 2008 at KYP city campus. Members of theCommunity, Board Members, Students, Teachers and Management participated in the reviewprogramme. The review enabled management understand the strengths and weaknesses exhibited inthe year 2008. The annual review was also an opportunity for various stakeholders to participate in theplanning process of the training centre.The only deviations are:- Training manager David Zulu who started in December 2007 resigned in beginning of August2008. The new training manager has not been employed. The operation of the institute and themotivation of the teaching staff suffered due to the lack of training manager.- Teaching materials were acquired, but due to a tight budget, materials could not be guaranteedfor all courses at all times.- According to student feedback, the quality of the training materials and premises has not beenraised according to planned schedule.- Computer virus destroyed a computer where the design for KYP Internet pages was. Due to thisthe website has still not been opened. There are attempts to recover the lost data on the affectedcomputer.- The annual general meeting was not held. Instead was the annual review and planning meetingwhich was attended by the board, members of staff, students and representatives of otherorganizations.If the project support granted was less than 20.000 €, please answer the following question:5.3 Please estimate how and how successfully the objectives of the Project have been achieved from the beginning of the Project and during the reporting year.If the project support granted was 20.000 € or more, please answer the following question:5.4 Please describe the results that have been achieved since the beginning of the Project and during the reporting year. Page 9/17
  10. 10. 1. Quality of the education of KYP has improved1.1. During the reported year 114 students graduated.1.2. Performance in terms of students grades has increased, based on both theoretical and practicalassessments. See example below of Hotel & Catering Course:Hotel and Catering July 2007– Hotel and Catering Jan 2008 Total Students - 19Total Students - 11Grade Number of Grade Students Number of StudentsDistinction 0 Distinction 1Merit 5 Merit 7Credit 3 Credit 0Pass 2 Pass 8Satisfactory 1 Satisfactory 11.3. Almost all students were able to find traineeship placements (industrial attachment). KYP hasbeen able to build and maintain relationship with some hotels and other companies. This has made iteasier for the students to finds traineeship placement. The chart below shows the distribution ofstudents traineeship:Name of Number of Name of InstitutionCourse Students Male FemaleTailoring •Lusaka Clothingand 0 4 FactoryDesigning •City Marketing 0 15 Tailoring shops 0 3 •ZNS factoryAutomotive •Zambia ArmyMechanics 1 0 Garage 8 0 •MHA Motors 5 0 •Mawaso Motors •Zambia Police 4 0 Garage •Heavy Industrial 23 0 Area garagesHotel and •Pre-cemCatering 1 8 1 6 •Gonde Lodge •Sambalayas 2 4 Lodge 2 4 •LilayiLodge 0 1 •Ndeke Hotel • Page 10/17
  11. 11. Auto- •Heavy IndustrialElectrical 19 2 Garages1.4. Students were able to find employmentConsidering the dwindling formal sector, finding employment in Zambia is quite difficult. However, mostof the students have been able to get employment after proving their skills during industrial attachment.The table below shows a comparison of employed students between the intakes of 2007 and 2008.Hotel and Catering Jan 2007 Hotel and Catering Jan 20085 out of 10 students employed 9 out of 19 employedAutomotive Mechanics Jan 07 Auto Mechanics Jan 20088 out of 25 employed 7 out 25 employedAuto electrical Jan 2007 Auto electrical Jan 20081 out of 10 3 out 9 employedTailoring and Design Jan 2007 tailoring and Designing Jan 084 out of 10 2 out 9 employed1.5. KYPs teaching facilities and resources of education have improved - KYP has been able to acquire new teaching materials and books for all courses - The integration of entrepreneurship and computer training in all training programme have added value to the courses - KYP has established a computer room and this has enabled the students to acquire skills to use computers1.6. Increse in staff motivation through training - The employees attendance was rated at 95%, most of the absenteeism was due illness or other eventualities related to bereavements in the family2. KYP is better known among employers and youth and has developed a better profiled image -KYP marketing has improved from previous years - The statistics below are collected from students application forms about how they have heard about KYP: - 47% responded that they heard through friends who had benefited from the training programmes - 42% through TV, radio and newpaper adds or posters - 11% through curch announcement - Number of enquires and applications has increased:2007 20081st Visit (inquiries) 2nd Visit 1st Visit 2nd Visit (Applicants) (inquiries) (Applicants)3500 200 3650 2403. KYPs sustainability in the administration and financing has increased - Currently there are 20 tenants on the premises of the KYP. There are still many tenants who dont pay on time. Page 11/17
  12. 12. - TEVETA grade was managed to keep in the second highest level (2) during the reporting year - Increased self-finance through renting premises and operating a restaurantIf the project support granted was less than 20.000 €, please answer the following question:5.5 How did the separation of responsibilities in the implementation of the Project work?If the project support granted was 20.000 € or more, please answer the question:5.6 Describe the implementation and monitoring procedure of the Project and the responsibility of each party therein.Structure of implementation Annual General Meeting SYL Board of Trustees TEVETA Kenkku (monitoring and Executive information) Coordinator Commercial and Accountant Training Manager projects Manager* Marketing and Tailor Lecturers Information (tailoring, catering, autoelecrical, automechanics) Manager Cashier StudentsBolded staff are part of the project (financed by SYL and Ministry for Foreign Affairs of Finland)KYP is owned by the community (Kanyama constituency) who delegates control to democraticallyelected Board of Trustees. The board develops policies based on the goals and mission of KYP andemploys management to put the policies into action. They monitor the process of how managementimplements the activities and utilizes the resources of the project.The board monitored the implementation of the project through quarterly reports from managementand by approving the budgets and withdrawals of project funds from the bank. ManagementIn this project, management has been responsible for planning, organizing, leading and controlling theoperations of the project. Management ensures that activities are implemented in accordance with theproject plan. Management comprises of the Executive Co-ordinator, Marketing & Information Manager,Training Manager (who resigned in August, now KYP is looking for a new one) and the Commercial &Projects Managers. Implementing staff (lower management)The implementing staff ensured that activities were implemented in accordance with the objectives andaction plan of the institution. The implementing staff reports to the management. Page 12/17
  13. 13. Auxiliary staffAuxiliary staffs responsibility is to protect and help to create a conductive learning environment.MONITORING5.7 How did the responsible persons in the Finnish organisation follow the implementation of the Project and the use of financial resources? How did they participate in the implementation themselves?The official monitoring is carried out by quarterly and annual reports which include the narrative reportand the financial report. In SYL the monitoring is done by the Project Coordinator (Teemu Sokka until31.8. and Anni Vihriälä starting from 1.9.) and SYL`s advisory board of development cooperation(KENKKU). KENKKU consists of 14 voluntary members of different student unions and it has meetingsevery month. A great part of KENKKU`s work is also done by emails through which the membersdiscuss issues related to the project. Within KENKKU there is also a smaller group of people formingthe Zambia group that follows especially KYP-SYL project. The group has its own meetings in additionto KENKKU meetings. The project coordinator reports to SYL board about the project.During 2008 the monitoring has also been done by regular emails with KYP and phone calls whenneeded. Kepa Zambia office´s Saara Kalaluka has also helped in the monitoring by conducting visits toKYP and by emails.In April of the reporting year a two-week monitoring visit was implemented by two members ofKENKKU (Satu Nieminen and Minttu Naarminen). During the visit there were meetings with KYPboard, management, teachers and students. Also Kepa´s project adviser Saara Kalaluka, Teveta´sDevelopment division director David Chakonta, ETVO volunteer Marita Häkkinen and other trainingproviders in the area were consulted. During the visit there were also discussions about the futureplans and partnership between KYP and SYL. There were some concerns about the insufficienttraining equipment and materials. Also discussions were held over the general management of KYP.Decision was made to continue the partnership and apply for a continuation of the project as in generalit was seen to be meaningful and reaching well the beneficiaries.5.8 How did the local co-operation partners follow the implementation of the Project?Teachers and the training manager gathered up once every month to a follow-up meeting. There was acommon meeting between all the teachers and all the members of administrative board where theproject and its budget were discussed. Executive Coordinator reported to the board of Trustees aboutthe progress of activities and about the project’s budget. The three sub-committees financial,educational and project sub-committee, who work under the board of Trustees, each met quarterly anddiscussed about the progress of the project. Student representatives of every subject and intake hadmonthly gather ups with the teachers and the training manager.5.9 What kind of qualitative or quantitative data was collected on the advancement of the Project?- The improved quality of teaching in KYP Students gave feedback through interviews, questionnaires, Annual Review Meeting, suggestionbox and by participating in the student committee. Page 13/17
  14. 14. The amount and gender of students were compiled and the statistics were monitored. The development of students’ grades was monitored. The motivation and commitment of teachers were monitored through confidential discussionswithin the work community and with teachers’ attendance register. The development of the facilities were monitored e.g. with the reports of TEVETA. Employers of traineeships were asked to fill in an evaluation form on the skills of the trainees.The form contains details of the employer, personal details of the students, student’s practicalperformance competence level, feedback on student’s work attitude and professionalism, adaptation tomodern equipment, and commitment towards work and adherence to workshop rules and regulations.- The improvement of the image and visibility of KYP among the employers and the youth The success of the marketing strategy was monitored by the statistics on the ways in which thestudents had heard about KYP. Teachers and students reported both verbally and in written form for Training Manager about thequality of industrial attachment places and how easy it was to get one. Success of marketing was monitored also by compiling statistics of the evolution of number ofapplications and enquiries.- Sustainability of financial base and managerial working methods Tenants’ capability to pay rents has been monitored. TEVETA inspection report KYP’s first business venture’s (restaurant) financial sustainability was monitored.5.10 How has the Project budget been realised? If the realised costs in one or more of the budget sections differ by 15 % from the planned costs, please explain here.The project budget has been in most parts realised as planned. Deviations:-The salaries were a bit lower because of the resignment of the training manager-The audit costs remained the same as last year (the budgeted amount is a lot lower). The increase inthe audit costs was compensated in lowering the expenses in materials, procurements andinvestments.5.11 Where and how were the accounting and audit of the Project arranged?The accounting and auditing of the project were arranged in Zambia. The accounts were prepared byKYP, while auditing was performed by KJK and Associates, an independent and accredited auditingfirm. The selection of auditors was done by the board in cooperation with KEPA Zambia.5.12 Has the organisation carried out an evaluation of the Project during the reporting year? If so, please state here the findings in brief. Please also attach the evaluation report.There was no evaluation carried out during the reporting year.5.13. How has the organization informed of the Project? Give details on the target groups, information material and distribution channels.The members of KENKKU inform about the project in their own universities. SYL also has a mailing listfor all the university students interested in development cooperation issues and information about theproject can also be found in the internet on SYL`s development cooperation webpage. Page 14/17
  15. 15. 6. Lessons learned and the continuation of the Project6.1 Describe the nature of problems encountered during the Project and the attempts to sove them. (e.g. in reaching the beneficiaries, working to keep to the timetable and other risks not included in 3.7)The budget has not been fully sufficient in relation to the activities. Further problems have been causedby the increasing prices of commodities in Zambia resulting in high cost of teaching materials. Thissituation has made it difficult for the institution to ensure adequate training materials and to function atfull capacity. There has also been increased pressure to increase the wages due to the increased costof living and food. The project caters only for part of members of staff and KYP is responsible of wagesof the other staff.There have been efforts made to subsidise the high training costs using income from the rentals.However there are some difficulties due to the poor response in payment of rental fees by the tenants.KYP is keeping records and working to enforce system to receive the tenants’ payments on time. In2008 a decision was made not to raise the tuition fees due to the focus on less privileged youth.However the institution is looking at enhancing more Guardian or sponsor participation. There areplans to form Guardian –Sponsor Committee. This would increase the understanding of the importanceof paying tuition fees on time and helping the institute generate more resources for practical training.The training manager resigned in the end of summer and the hiring of the new training manager hasbeen prolonged. The institute has operated without training manager for the remaining months. Thishas put strain on management and teachers.There have also been difficulties due to an unclear situation concerning electricity bills before the year2001. Due to the confusion in payment in electricity bills the electricity company figures that theinstitute has not bayed it pills fully. This has resulted in them cutting the power in Kanyama Campus.Management is making efforts to settle the dispute. The lack of electricity has affected the teaching inKanyama Campus. This does not affect City campus where for example computer lessons are toughed6.2 Describe the next stages of the implementation of the Project.The year 2008 was the last year of the project. There is a continuation plan made for the years 2009-2011. In the continuation project more focus is set on updating the curriculum in order to meet theneeds of current job market and to strengthen entrepreneurship training. Attention is also given toimprove KYP’s financial and administrative sustainability.7. Free-form description of the Project and its operation(optional: if the other questions in this form are not suitable or sufficient to describe theProject, please use this space to give additional information.)8. Project costs and financing7. Costs and financing of the Project 2008 Page 15/17
  16. 16. Approved Project CostProject costs budget performance1. Personnel costs (Appendix 1)Salaries and related costs of Finnish personnel 0 0,00Travel and accommodation of Finnish personnel 0 0,00Salaries and related costs of local personnel 5 520 4 980,00Other personnel costs 0 0,00Value of Finnish voluntary work 0 0,00Personnel costs, subtotal 5 520 4 980,002. Activity costs (e.g. training) (Appendix 2)Fees of hired experts 9 264 8 929,00Other costs 9 720 12 855,00Activity costs, subtotal 18 984 21 784,003. Materials, procurements and investments (Appendix 3)Procurement of materials and appliances 4 200 3 701,00Construction 4 620 1 620,00Other procurements 0 302,00Value of donated goods 0 0,00Materials, procurements and investments, subtotal 8 820 5 623,004. Operation and maintenance (Appendix 4)Operation costs 420 0,00Maintenance costs 0 445,00Operation and maintenance, subtotal 420 445,005. Monitoring and evaluation (Appendix 5)External services (incl. experts) 820 1 707,00Travel and accommodation 5 400 4 955,84Other costs 2 020 2 489,58Monitoring and evaluation, subtotal 8 240 9 152,42Total implementation costs 41 984 41 984,426. Administrative costs (Appendix 6)Salaries and related costs of administrative personnel 2 777 3 387,49Office costs 207 40,25Statutory audit costs of the Finnish organisation 0 0,00Fund-raising and information 0 0,00Value of Finnish voluntary work in administration 1 680 1 236,00Total administrative costs 4 664 4 663,74Total project costs 46 648 46 648,16 Administrative costs as a % of total costs ( max. 10%) 10,00 10,00 Approved Project CostProject financing Budget performance1. Self-financing (Appendix 7)Cash contributions 3 517 3 517,00Voluntary work and material donations 3 480 3 478,56Total self-financing 6 997 6 995,56 Self-financing as a % of total costs (min 15%) 15 15,00 Page 16/17
  17. 17. 2. Project support from the Ministry for Foreign AffairsEarlier allocation of project supportSupport used during the project year 39 651 39 652,60Total financing 46 648 46 648,169. SignaturesPlace and date Place and dateSignature SignatureName in Capitals Name in CapitalsPosition Position❏ Copy of the co-operation agreement between organisations (if it was not attached to the Project plan)❏ Report of the Board of Directors❏ Financial Statement of the organisation (= income statement, balance sheet, notes to the financial statement)❏ Audit report on the organisations annual financial statements❏ Auditors assurance on the legal use of the Project funds❏ Page 17/17