Sam report 2007_final


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Sam report 2007_final

  1. 1. ANNUAL REPORT FOR NGO DEVELOPMENT CO-OPERATION PROJECTYEAR 2007 ____ 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 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 in Lusaka1.5 Name of Project in other relevant language1.6 Location of Project (country, province, village/community)Lusaka, Zambia1.7 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.)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 is focusing on improving and further developing the operations of the KYPTechnical Institution. Key results achieved so far are: - Quality of education has improved o means and materials for teaching have been improved o staff have been trained o teaching premises have been renovated Page 1/16
  2. 2. - Image and reputation has improved o marketing has improved significantly from previous years o marketing strategy has been completed o Marketing and Information Manager has been employed o Internet pages have been designed - KYP as an organisation has improved o income generating activities have been surveyed o student run restaurant is working and profitable o KYP is able to finance administrative activities1.10 Financing summaryYear ____2007______ EurosProject support not used in the previous year 574,00(incl. not withdrawn + withdrawn unused funds)Support approved for the reporting year 39 651Total Project support available for the reporting year 39 651,00Total Project support used during the reporting year 40 225,00Funds not used, transferred to be used and reported in the following year 0,00(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.Tuition fees: 6755 eurosTenants: 5729 euros2. 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 of the project’s implementation.KYP has provided the teaching premises for the project, and carried financial responsibility for all localadministrative costs (including administrative staff), financing of short courses and the maintenance of thecampus area. During the reporting year KYP made a small computer lab at City Campus. KYP’s ownfinancial contribution is composed of course fees from the students, rental income from campus areabusinesses and from the cellular network tower on campus premises, and organization’s membership fees.2.2 Were there other parties involved in the co-operation (e.g. local or international organisations or officials)? Please describe their role and involvement in the Project.1. The Lusaka City Council (LCC)LCC offered technical assistance to the board on various policy issues that affected the programme. Thiswas done through board meetings where these officials were invited as ex-official to the board.. Page 2/16
  3. 3. 2. The Association of CISEP1 Users (ACU)KYP being a member of ACU continued the implementation of the Concept for Informal SectorEmployment Promotion through the KYP Service centre. Information on business matters, marketdevelopment and other business opportunities was given to both existing and potential entrepreneurs. Nofunding was received from Cisep during the reporting year.3. Umoyo Training CentreUmoyo Training Centre2 continued its cooperation with KYP by sponsoring vulnerable girls for training atKYP.4. Technical Education Vocation and Entrepreneurship Training Authority (TEVETA)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. By theirrecommendations, the programme was certified as TEVETA grade two (2) training centre, which is thesecond highest standard for training providers in the country.During the year 2007, TEVETA funded the construction of a carpentry workshop and minor renovationon the buildings at KYP’s City campus.5. Christian Children Fund (CCF)KYP provided technical training in collaboration with CCF for 80 vulnerable young persons from differentcompounds (townships). These individuals were trained in Tailoring and Carpentry and Joinery. Thesecourses were tailored according to the level of understanding and education of the trainees. CCF rentedKYP’s facilities for training and CCF provided their own experts for training.6. KEPA Zambia officeKEPA Zambian office has helped in communication and monitoring the project in general. Theadministrative staff of KYP takes part in organizational development courses offered by KEPA.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 The Zambian Kwacha was quite stable against Euro during the reporting year The increase of unemployment in the country affected the target group negatively. Some of the students could not meet the expense of tuition fees for their training. This affected the recruitment and smooth implementation of some programme activities. Increased prices of fuel and other petroleum products lead to high prices of materials and equipment for practicalities.Environmental factors Severe floods that started in November 2007 have been affecting institution’s work negatively. The closure of the Soweto Market which is located across the road from KYP’s City Campus continued to affect the implementation of the programme. This is because hundreds of marketers trade right1Centre for Informal Sector Employment Promotion2 Umoyo Training Centre is a residential life skills program near Lusaka run by Kara Counselling where vulnerable teenage girlswho are orphaned (mainly due to HIV/AIDS) are taught practical and income generating skills. Orphan girls are chosen by theircommunities (by elders, local political leaders, or at a community meeting). For one year a safe environment is provided for girlswhere they can learn skills such as tailoring, farming, batik and candle making. In addition to these income-generating skills, theyare taught family planning and HIV/AIDS prevention, household caretaking, financial budgeting, personal health and hygieneand especially the importance of social responsibility, community values, ethics and self-awareness. Umoyo also helps the girlswith job placement or further training after graduation. Many of these girls come to study at KYP. Page 3/16
  4. 4. outside the walls of city campus. This has affected the sanitation of the outside environment for the training centre. School advertisements and messages have been covered by make shift stores and the surroundings have become dirty.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 Government Local government hasn’t done much to support the sustainability of the project. However, efforts are being made to ensure the involvement of the local government in financing some community training.Local Organisation (KYP) KYP has been working on strengthening existing business ventures and establishing new ones. During the reporting year KYP’s lunch serving restaurant was operating smoothly and KYP will continue to generate revenue through the lease of offices and premises. During the reporting year KYP built three new offices, which will widen the income base from rentals. These new 7-10 square meter offices will be rented starting February 2008. Although the money received from tenants cannot sustain the entire training institute, it is assisting to cover costs such as water bills, electricity and paying for other members of staff.Beneficiaries During the year 2007, students contributed positively in the payment of tuition fees. Based on the 2007 records, about 70% of the students completed payment of tuition fees.Local actors’ responsibility to the project The Kanyama Member of Parliament, late Henry Mtongo, supported KYP financially by making contributions during the Youth Day Celebration Concert, which was organised by KYP and the 14th Graduation Ceremony. The donation during the graduation met the cost of prizes for the Best Students in all the courses.4. Beneficiaries4.1 Who were the direct beneficiaries of the Project, and how many were there?Direct beneficiaries were the students of KYP Technical Institute. In 2007 a total of 103 students (55 male,48 female) graduated from the courses financed by the project. An additional 50 students started theircourse in July of the reporting year.Other direct beneficiaries have been KYP as an organisation, teachers of the Institute (6) and other actorson KYP’s organisation such as the Board of Trustees (13), administrative staff (3) and the other workers(15).4.2 Who were the indirect beneficiaries of the Project?Students’ families have benefited from the Project.Ninety potential or existing entrepreneurs benefited from the short term technical skills courses such as:Professional Photography, Meat Processing, Leadership Skills, Lobby and Advocacy Training andProfessional Photography Follow-up. These courses took a period of one to five days covering 8 hours perday. These are not financed by this project but were organized by KYP at their premises.Other indirect beneficiaries were community groups (like drama and other art groups) and their activistsoperating at KYP’s premises.If the project support granted was less than 20.000 €, please answer the following question: Page 4/16
  5. 5. 4.3 How did the beneficiaries participate in the Project?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.- Students of KYP Technical Institute Students gave feedback on how training could be improved at the training centre. Students’ representatives participated in monthly monitoring meetings with the management to share student point of view in the project’s implementation. Students actively participated in marketing of the Training Centre and leading to high enrolment levels for 2008 intake. They also participated during the review and planning of the 2008 activities.- KYP administration participated in • identifying and recruiting the target group • appraising and supervising teachers during the project • ensuring that training standards where met • ensuring that a work plan was developed and that there was total commitment in implementation of the training programme • involving different parties in the planning and implementation • acquiring training materials- Teachers of the Institute Teachers had the responsibility to plan and provide quality training during the implementation of this programme. They also recommended and gathered necessary training materials.- Board of Trustees The board of trustees was responsible for policy making and ensuring that there is effectiveness and efficiency in the management of the project. The board members were assigned to various responsibilities in training, finance and administration and commercials etc.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.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. Page 5/16
  6. 6. 1. Quality of the education • Tools were acquired for all courses (i.e. tool boxes for automechanics and autoelectrics, pressing irons for tailoring, mixers, pots and cake decorators for catering) • Teaching materials for all courses were acquired (i.e. food ingredients for catering, fabric for tailoring) • There were visiting lecturers in all courses (from Hadac engineering, South Gate diesel, Fairview Hotel and Lusaka City Clothing). • The training needs assessment was carried out by two ETVO volunteers in the end of 2007. • Two lecturers were trained at the Technical Vocational Teachers Training in Luanshya Copperbelt province of Zambia. The training was for a period of two (2) weeks. The training was aimed at improving training delivery techniques. • Educational visits to various companies were implemented, like Boyd Mawaso motor repairs, Auto field, Ministry of works and supply workshop, Amanita Zambia, Garden house hotel, Chrisma Hotel, Protea Hotel, City Clothing and Master John Designers. • Text books where acquired for all courses, total number of text books purchased in reporting year was 25. • During the reporting year minor renovations to classrooms and workshops were done, e.g. the automechanics workshop was finalized. • Black chalk boards were replaced with white boards and installed in the workshops • Overheard projector, which uses transparencies, was introduced. • Entrepreneurship and communication skills were included in each course and in 2007 were taught by ETVO volunteers. The courses were rated extremely useful in student feedback. • Students’ committee comprising of representatives from all courses was established to enable students to have a channel of presenting their concerns and views on the quality of training. • Suggestion box has also been introduced to get written feedback from the students. • Follow-up questionnaire has been developed to monitor the impact of the programme after the course.2. KYP’s image • Marketing strategy has been implemented throughout the year. • TV and radio commercial was completed (TV advertisement CD is attached and can also be viewed from • Marketing was done through radio (16 slots, Hone FM and Radio 4 stations) and television (8 slots, Muvi and Mobi channels), newspaper advertisements, posters and targeted letters to school leavers & churches. By organizing a Youth Day event on the campus, KYP introduced itself also to local community as well as potential students. • Walls and billboards outside campuses were painted and sign posts done to ensure adequate visibility of the training center in Lusaka. • KYP participated in national expositions such as the Youth Expo and the TEVET Fair • All classrooms and offices were repainted this year. A change in colour from white to cream white was made to ensure that the walls do not get dirty easily. • KYP implemented the HIV/AIDS prevention programme in collaboration with the community members. 20 youths and women were trained as peer educators in the year 2007. The HIV/AIDS awareness raising activity has been integrated in the training program. Students have peer education once per week from a professional peer educator from Family Health Trust. • Other community activities conducted during the reporting period were; drama performances and training of 70 street kids in art.3. KYP’s sustainability • A one-day board orientation programme was held in March 2007. Eight out of thirteen board members participated in the orientation programme that was aimed at developing policy Page 6/16
  7. 7. development capacities of the board members. Mr. Cosmos Mwale of Dynamic Consultants was hired to conduct the orientation. • Board’s term has been changed from one year to three years to increase commitment to their task • Five sub-committees have been formed inside the board. Each board member is now specialized in one field of KYP operations. Sub-committees are: o Education o Financial management o Business ventures o Security o Fund raising • KYP’s own course related business venture started in September 2006 when the restaurant was opened. No new business ventures have been started, but the hotel and catering students as well as ETVO Laura Matilainen have looked into how to improve the profitability of the restaurant. • The annual review and planning meetings were held in November and December 2007. Representatives from the board, students, lectures and other members of staff were involved in this process. The process enabled the institution to develop a draft work plan for the continuation of the project in 2009-2011.The only deviations are: - Company visits and visiting lecturers are slightly behind the schedule - Teaching materials were acquired, but due to a tight budget, materials could not be guaranteed for all courses at all times. - Two members of the staff were laid off due to lack of trust, and three members of the staff have resigned partly due to differences in views with the board. See 6.1. for further details. - Training of staff is slightly behind schedule mainly due to the lack of a training manager in April- December. New Training manager David Zulu started in December 2007 and has taken an active approach in developing the training centre. - The motivation of the teaching staff suffered due to the lack of training manager. - According to student feedback, the quality of the training materials and premises has not been raised according to planned schedule. - The KYP Internet connection was broken during end of year 2007 and thus KYP Internet pages have still not been opened.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.1. Quality of the education of KYP has improved 1.1 During the reporting year 103 students graduated. Below is a summary distribution of graduated students according to courses: Page 7/16
  8. 8. Course July 2006 Intake Jan. 2007 Intake Male Female Male Female TotalAuto Mechanics 13 2 24 1 40Auto Electrical 10 0 8 2 20Hotel and Catering 0 8 0 11 19Tailoring and Designing 0 14 0 10 24 Total 23 24 32 24 103 Table below shows number of student per course for July 2007 intake; they will graduate in June 2008Auto Mechanics Auto Electrical Hotel and Catering Tailoring & Designing Total male female male female male female male female male female 16 0 10 2 3 7 0 12 29 21 16 12 10 12 501.2 Performance in terms of students’ grades has increased, based on both theoretical and practicalassessment. See example below of Hotel & Catering course: 1.3 Almost all students were able to find traineeship placements (industrial attachment). KYP has been able to build relationships with some hotels and other companies. This has made it easier for the students to find traineeship placements. See list below: Course Name of Institution Tailoring and * Lusaka Clothing Factory * City Market Tailoring shops Designing Automotive * Ministry of Agriculture * Ministry of Health Mechanics * Mawaso Motors * Jones Motors Hotel and * Pre-cem * Zamcom Lodge Catering * Suwilanji Gardens * Cross Roads Lodge * Kafue Garden Hotel * C.V.I.T.C. * Sambalayas Lodge * River Motel Auto-Electrical * Ministry of Health * Ministry of agriculture 1.4 Students were able to find employment Page 8/16
  9. 9. Considering the dwindling formal sector, finding employment in Zambia is quite difficult. However, students have been able to get employment after proving their skills during the traineeship period. The table below shows the share of employed students july 2005 jan 2006 july 2006 jan 2007 automechanic 38 % 50 % 40 % 32 % hotel & catering 46 % 9% 63 % 50 % tailoring & design 57 % 69 % 43 % 40 % autoelectrical 80 % - 30 % 10 % Note: January 2006 Autoelectrical course was cancelled. This table shows employed students that KYP knows, some students may be employed but they haven’t contacted KYP or KYP has not reached them. 1.5 KYP’s teaching facilities and resources of education have improved • In 2007, KYP attained 95% computer literacy levels among its students • According to the survey done by ETVO volunteers Marianne Winberg and Laura Matilainen: o The vast majority (90%) considered it wise to choose to study at KYP and the same amount of former students would recommend KYP to other people o 72% were satisfied with the content of the course o The most popular reasons for choosing KYP were the quality of teaching and affordable tuition fees.1.6. The motivation and commitment of the teachers has improved • 69% of the students answering the Training needs assessment, considered the teachers to be motivated, committed and qualified. • However, lack of training manager affected the motivation of teachers and this could be seen as one reason why two teachers resigned during the end of 2007.2. KYP is better known among employers and youth and has developed a better profiled image o KYP marketing has improved significantly from previous years. o The statistics below are collected from the student’s application forms about how they have heard about KYP: 20% respond that they heard through friends who had benefited from the training programmes 60% through TV, radio and newspapers adds or posters 10% through the notes board and sign post 10% through other institutions like the Umoyo Training centre o number of enquiries and applications has increased: 2006 2007 st nd st 1 Visit (enquiries) 2 Visit (Applicants) 1 Visit (enquiries) 2nd Visit (Applicants) 3000 84 3500 140 • According to the experiences of the students, when telling other people about KYP, they respond mainly positively (Source: Training needs assessment)3. KYP’s sustainability in the administration and financing has increased o Accounting, financial administration and the auditing of accounts have improved with an active participation from the Board’s Financial committee. o Based on new conditions and contracts that have been signed with the tenants, payment of rents has improved from 60% in 2006 to 80% in 2007. There are still many tenants who don’t pay on Page 9/16
  10. 10. time. With a few tenants there have been bigger payment problems and a decision has been made to evict them. Currently there are 17 tenants on the premises of KYP. o The board members are more committed with a 3-year term and are more actively participating in sub-committees. o TEVETA grade was managed to keep in the second highest level (2) during the reporting year. Before the start of this project in 2003 it had fallen to the third category. o Increased self-finance through renting premises and operating restaurant.If 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. KYP is owned by the community (Kanyama constituency) who delegates control to a democratically elected Board of Trustees. The board develops policies based on the goals and mission of KYP and employs management to put the policies into action. They monitor the process of how management implements the activities and utilizes the resources of the project. The board monitored the implementation of the project through quarterly reports from management and by approving the budgets and withdrawals of project funds from the bank. Management In this project, management has been responsible for planning, organising, leading and controlling the operations of the project. Management ensures that activities are implemented in accordance with the project plan. Management comprises of the Executive Co-ordinator, Marketing & Information manager, Training Manager and the Commercial & Projects Manager*. Implementing staff (lower management) The implementing staff ensured that activities were implemented in accordance with the objectives and action plan of the institution. The implementing staff reports to the management. Auxiliary staff Auxiliary staff’s responsibility is to protect property and help with all daily tasks of the training institute.Structure of implementation Annual General Meeting SYL Board of Trustees TEVETA Executive Coordinator Commercial and Accountant Training Manager projects Manager* Marketing and Lecturers Information (tailoring, catering, autoelecrical, automechanics) Manager Cashier Students Page 10/16
  11. 11. Bolded staff are part of the project (financed by SYL and Ministry for Foreign Affairs of Finland)* KYP didn’t have Commercial and Projects Manager during the reporting year because he was employed as new ExecutiveCoordinator and Board hasn’t employed anyone to replace him yet.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?SYL has monitored the project both by regular e-mails and by quarterly and annual reports. In addition tothe part-time Project Coordinator Teemu Sokka, also the advisory board KENKKU that consists ofvoluntary representatives of the student unions participates in monitoring. Kepa Zambia’s Project Advisor(Senja Väätäinen) has helped SYL’s monitoring by making regular monitoring visits to the institute.SYL has prepared cost management workbook, self evaluation questionnaires, quarterly annual reportingforms and student feedback forms for KYP’s use. In October of the reporting year a two-week monitoringvisit was implemented by two members of KENKKU (Niina Niemi and Sini Numminen). The report ofthe monitoring visit is attached.5.8 How did the local co-operation partners follow the implementation of the Project?KYP carried out monitoring through: Monthly reporting systems, which were developed to monitor the progress of the project. All lecturers were advised to hand in progress reports to the training manager at the end of each month. Direct observation by responsible supervisors Feedback questionnaire for students Student assessment reports from trainee companies Monthly quality assurance meetings were held as suggested by the Marketing Manager Class registers End of the months assessment results Students’ representatives5.9 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, field visits, review meetings and Annual General Meetings (AGM) and suggestion box • 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 discussions within 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 practical performance competence level, feedback on student’s work attitude and professionalism, adaptation to modern equipment, and commitment towards work and adherence to workshop rules and regulations. • ETVO volunteers Marianne Winberg and Laura Matilainen did a survey of graduated students’ employment Page 11/16
  12. 12. • ETVO volunteers Marianne Winberg and Laura Matilainen surveyed former students’ opinions on KYP. The questionnaire consisted of 36 multiple choice and open questions concerning the experiences on studying at KYP Technical Institute. 29 former KYP students filled in the questionnaire. - 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 the students had heard about KYP. • Teachers and students reported both verbally and in written form for Training Manager about the quality 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 of applications 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 monitoredDuring the monitoring visit self-evaluation questionnaires were filled in by students, management, boardmembers and lecturers.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.Training Manager’s contract was terminated and there was long cap before the new one was employed, andequally only 7 months of budgeted 12 months salaries were paid. Difference was re-allocated towards booksand teaching materials.Price of cement skyrocketed during the reporting year due to the construction boom in South Africa. Thataffected the cost construction of new workshops.See attached cost breakdown and audit reports for further details.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 by KYP,while auditing was performed by KJK and Associates, an independent and accredited auditing firm. Theselection 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.SYL implemented a monitoring visit in October 2007. Based on the delegation’s experiences (attendingclasses as well as on student feed-back) the quality of teaching was found good. Teachers and studentsseemed very motivated and were genuinely interested in further developing the institute. The incomegenerating activities of KYP had improved: the institute’s own restaurant had been opened and was runningwell, and KYP’s renting activities had been made more efficient by monitoring rents and terminatingcontacts with non-creditworthy tenants.Monitoring delegation’s main recommendations were:1. Sustainable human resource policy must be created • The primary aim of the board should be a low human resource turnover and sustainable human resource policy • There hasn’t been written contracts with their employees. This must be corrected as soon as possible. Page 12/16
  13. 13. 2. Continuous monitoring of monetary funds • Accounting, financial administration and the auditing of accounts have improved. SYL understands that the project budget is partially not sufficient to realize all the planned actions. However, it is very important to ensure that all funds budgeted for certain activities are used accordingly, and the role of the board is to supervise this. • Since the KYP finances are suffering from lack of funds, it is important to cut unnecessary expenses to a minimum and all activities should be made more cost-efficient.3. More active involvement of the board members in KYP activities and development • Board members are more dedicated and board’s subcommittees are great improvement but there still seems to be big gap of understanding between board and management. Board’s job is not just to monitor all activities; board is there to support employees’ work. • The internal communication of KYP must be improved.4. Keeping up the quality of teaching • City Campus area must be cleaned. Also the noise disturbance caused by the tenants must be brought downReport is attached.6. Lessons learned and the continuation of the Project6.1 Describe the nature of problems encountered during the Project and the attempts to solve them. (e.g. in reaching the beneficiaries, working to keep to the timetable and other risks not included in 3.1)Delay in employing the training manager was a huge problem during the reporting year; the institutionoperated without the training manager for more than six months. The new training manager was employedin December 2007 to replace Mr Mwaanga whose contract was terminated. Lack of training managerdiminished motivation of lecturers and increased stress of the staff. The prolonged absence of the trainingmanager has had a negative impact on the teachers’ motivation and harmed the operations of KYP’steaching and the aims of the project.During the reporting year there was a debate of the name of the institution (Trust or not). Whether theorganisation was going to remain a trust also posed a challenge to the operation of the institution. TheAGM of 2007 decided that the TRUST to be removed from the name. Currently Kanyama YouthProgramme Trust is just Kanyama Youth Programme. The reason for this name change was Zambia’s newlegislation, which would have made Trust to pay tax of its premises. Part of the staff was against thischange. This was one of the reasons that three members of staff resigned from their position because theyfelt that their jobs were at risk.KYP’s marketing has improved significantly during this project. However, the timing of the marketingcould still be scheduled earlier, since according to feedback it is still common to get enquiries from potentialstudents when the courses have already started.Budget is partially not sufficient to realize all the planned actions. In future it is important to cutunnecessary expenses to a minimum and all activities should be made even more cost-efficient.There have been problems with internal communication of KYP. Ideas to improve the situation are that ateacher representative and the training manager could participate in board meetings as non-voting, expertmembers. The minutes of all board meetings should also be distributed to the teachers in order to keepthem well informed. Page 13/16
  14. 14. City campus area must be tidied up to be more welcoming and more appropriate for studying. Also thenoise disturbance caused by the tenants must be brought down since many students complained that thenoise disturbs their studies. KYP is planning a Green Campus campaign to improve the situation.6.2 Describe the next stages of the implementation of the Project.The project shall continue to offer skills training to the youth. Additional focus shall be put on marketingand image building so that the institution gets a larger number of beneficiaries. Renovation and purchasesof practical equipment shall be needed, a training centre library is needed and staff shall be motivated toensure efficient and effective provision of training and other services.KYP is going to establish income-generating activities in Tailoring and Auto mechanics. This is an effort toimprove the economic position of KYP and assist in achieving 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.) Page 14/16
  15. 15. 8. Project costs and financing 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 4 592,00Other personnel costs 0 0,00Value of Finnish voluntary work 0 0,00Personnel costs, subtotal 5 520 4 592,002. Activity costs (e.g. training) (Appendix 2)Fees of hired experts 9 264 8 614,02Other costs 9 720 9 765,44Activity costs, subtotal 18 984 18 379,463. Materials, procurements and investments (Appendix3)Procurement of materials and appliances 4 200 4 437,68Construction 4 620 5 451,64Other procurements 0 0,00Value of donated goods 0 0,00Materials, procurements and investments, subtotal 8 820 9 889,324. Operation and maintenance (Appendix 4)Operation costs 420 1 777,76Maintenance costs 0 0,00Operation and maintenance, subtotal 420 1 777,765. Monitoring and evaluation (Appendix 5)External services (incl. experts) 820 1 574,34Travel and accommodation 5 400 4 495,68Other costs 2 020 2 632,97Monitoring and evaluation, subtotal 8 240 8 702,99Total implementation costs 41 984 43 341,536. Administrative costs (Appendix 6)Salaries and related costs of administrative personnel 2 777 3 551,26Office costs 207 20,25Statutory 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 4 807,51Total project costs 46 648 48 149,03 Page 15/16
  16. 16. Approved Project CostProject financing Budget performance1. Self-financing (Appendix 7)Cash contributions 3 517 4 312,03Voluntary work and material donations 3 480 3 612,00Total self-financing 6 997 7 924,03 Self-financing as a % of total costs (5) 15,00 16,462. Project support from the Ministry for Foreign AffairsEarlier allocation of project supportSupport used during the project year 39 651 40 225,00Total financing 46 648 48 149,039. 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 16/16