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Sambia vuosiraportti 2010

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  • 1. ANNUAL REPORT FOR NGO DEVELOPMENT CO-OPERATION PROJECTYEAR 2010____ 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 EnglishThe National Union of University Students in Finland (SYL)1.3 Name of Project in FinnishKYP:n ammattikoulun kehittäminen1.4 Name of Project in EnglishDeveloping KYP vocational training centre1.5 Name of Project in other relevant language1.6 Location of Project (country, province, village/community)The project is located in Kanyama constituency about 500m south of Lusaka the Capital city of Zambiain Southern Africa.1.7 Name of co-operation PartnerKanyama Youth Programme (KYP)1.8 Planned initiation and termination dates of the ProjectPlanned initiation date is 1st January 2009 and a termination date of the Project is 31st December2011. However, this is an extension of the 2003 planned initiative1.9 Summary of the core idea of the Project and the key results and impacts achieved (see Project plan, 1.11.) Page 1/26
  • 2. This project aims at diminishing the negative effects of poverty in the compounds of Lusaka. Theobjective is to enhance the possibility of employment of young people, especially women, throughupdated and improved vocational and entrepreneurship training provided at the KYP training centre.This is done through: • Ensuring that graduating students are better prepared meet the needs of current job market by updating the curriculum • Improving the studying environment by training the teachers and acquiring modern teaching materials • Ensuring that graduated students have the know-how to start their own small-scale business by integrating entrepreneurship training • Improving KYP’s financial and administration sustainability by broadening the financial basisThe summary below highlights of activities which were implemented to attain the core ideas of theproject:Kanyama Youth Programme has continued to improve its training program in alignment with the jobmarket. The institution has been constantly updating its curriculum according to the needs andrequirements of the Technical Education, Vocational and Entrepreneurship Training Authority(TEVETA). During the reporting period, a total of 160 students were under training at KYP. Out of the160 students 87 were from the January and July 2010 intakes while the rest were from the July 2009intake.To ensure graduating students are better prepared for the job market and entrepreneurship, KYPintegrated inceptives to develop the graduate’s skills to compete on the job market and to start theirown businesses. KYP has integrated computer and the entrepreneurship lessons in all courses, toprepare those students who would not find formal employment. Students are taught how to start theirbusinesses and how manage them. The institution also invited a specialist from a money lendinginstitution to talk to students and 95% of students were placed in companies for industrial attachmentbefore they graduated to prepare them for formal employment.There have been minor improvements to the study environment, sanitary facilities have beenenhanced, the surrounding environment has improved and KYP carried out minor renovation to theclassroom roof and floor at City campus. There has been some improvement to the study environmentat KYP city campus, as we were able to relocate most tenants with businesses that interfered with thestudy environment. We have also allowed students to use the school hall for studying purposes.The training of teachers in teaching methodologies has improved the delivery of training at KYP.During the reporting period, two lecturers underwent training in teaching methodology. KYP hascontinued to invest in semi-modern tools and materials.KYP has in past two years implemented initiatives that are aimed at improving financial andadministrational sustainability. The first initiative was the establishment of the tailoring workshop, whichstarted late 2010, but during the reporting period, the venture has contributed less than 5% to theincome of the institution, running under a loss of about 68% due to salaries of workers. Page 2/26
  • 3. 1.10 Financing summaryYear 2010 EurosProject support not used in the previous year 243 (this hasn’t been(incl. not withdrawn + withdrawn unused funds) calculated into the budget 2010)Support approved for the reporting year 48530Total Project support available for the reporting year 48773 (243 e hasn’t been marked into the budget appendices 2010)Total Project support used during the reporting year 45321,93Funds not used, transferred to be used and reported in the following year 3188,07 from 2010 and 243 from 2009, total(incl. not withdrawn + withdrawn unused funds) 3431,07 e1.11 Other financing of the Project during the reporting year, if any. Please state here the amount and source of this financing.The other financing of the project came from KYP own income generating ventures. The table belowgives the summary of what has been raised from KYP own income: Half year Amount Paid Amount Due Percentage of Name of Tenant Charge (ZMK) (ZMK) (ZMK) total RentOmega Legal consultants 9,360,000 - 9,360,000 -G-take away 5,850,000 5,431,000 419,000 93%Enteruro Enterprises 5,760,000 6,950,000 -1,190,000 120%Ambuya Restaurant 7,800,000 9,140,000 -1,340,000 50%Malita’s Restaurant 2,250,000 2,250,000 - 100%Ohms Enterprises 7,580,160 3,980,000 3,600,160 52.5%Hadac Construction 12,700,800 7,900,000 4,800,800 62%Bangala Distributors 6,739,200 6,739,200 - 100%Sapaka enterprises 5,184,000 800,000 4,384,000 15%Alkens Agencies 7,800,000 7,150,000 650,000 92%Godnam stationery 7,920,000 8,130,000 -210,000 102.6%Benni Tauni Enterprises 5,760,000 3,000,000 2,760,000 52%DK Machines 2,880,000 500,000 2,380,000 17%E M Motors 3,600,000 3,510,000 90,000 96%FANGOM 3,600,000 3,041,500 558,500 84%P M Centre 8,415,360 6,200,000 2,215,360 74%Agriphase Ltd 4,959,360 4,535,000 424,360 91%Zyambo Carpentry 2,160,000 - 2,160,000 -Fishermen Association 750,000 500,000 250,000 67%MTN Zambia 16,800,000 16,800,000 - 100% Totals 127,868,880 96,556,700 31,312,180 76% Page 3/26
  • 4. The following has been the income generated from the Tailoring production unit; Customer Product Income Generated (ZMK) Kamwala Basic School (1st order) School uniforms 780,000 Kamwala Basic School (2nd Order) School uniforms 795,000 Hotel catering students Chefs uniforms 385,000 Totals 1,960,0002. 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?)The co-operating partner KYP was responsible for the practical implementation of the project inZambia. It contributed to salaries of the local administrative staff. KYP was also responsible forrecruiting teaching and administrative personnel needed for the project. KYP provided the officepremises, classrooms, training facilities and some other equipment for the project. It was alsoresponsible for the general maintenance of the premises. KYP’s own financial contribution is coveredby tuition fees, renting out of the campus area premises for businesses, the organization’s membershipfees and incomes from 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.The other co-operation partners of the project include:1. Technical Education Vocation and Entrepreneurship Training Authority (TEVETA) The training authority TEVETA was involved in the project through their routine annual inspections. They evaluated the implementation of the training programmes and made suggestions for improvements. TEVETA also provided training for all of KYP’s teachers to qualify them in teaching entrepreneurship skills.2. KYP members KYP members contributed to the financial capabilities of KYP by paying membership fees. They also participated in the administration and decision making of the organization by attending general meetings and electing the board.3. Churches Seven churches from the Kanyama area have been important partners through assisting in promoting KYP for young people. In the last quarter of the year the churches also rented out the campus premises for services, thus contributing to the financial sustainability of the organization. Page 4/26
  • 5. 4. Local companies The students made visits in local companies, where they were able to make contact with potential future employers and find attachments. Based on these visits, KYP was also able to evaluate the relevance of its trainings in light of the demands of the labour market. The companies also provided visiting lecturers for KYP’s courses.5. Umoyo Training Centre Umoyo Training Centre continued to cooperate with KYP through paying the course fees of 7 vulnerable girls to attend hotel and catering courses. The tuition fees helped KYP in its own share of activity costs.6. Lusaka City Council The City Council offered technical assistance to the board by having a representative from the department of Housing, community and social services attend the meetings. The Council gave the board practical advise on good practices of administrating the organization.7. Service Centre for Development Cooperation (Kepa) The project organization has been working with Kepa in Etvo Volunteering Programme that has provided KYP with a Finnish volunteer in 2010.3. Sustainability of the Project3.1 How did predictable or unprecedented external factors affect the implementation of the Project? (economic, social, environmental or cultural factors)There were not many unpredicted external factors that affected the project. For example the prises ofcommodities and training material were stable.The most significant factor that affected the implementation was the resignation of previous Marketingmanager. The absence of the Marketing manager had a considerable impact on the project especiallyin line with enrolment for July 2010 intake.The certification of trade exams shifted from the Examination Council of Zambia (ECZ) to TEVETA in2010, but this did not affect the running of the institution, because KYP has been working with TEVETAfor along time.As for economic factors, some of the students were unable to contribute towards their tuition fees dueto the hard economy at community level. This in turn affected the economic gain of KYP.As for environmental factors, in December 2010 we experienced heavy rains and thunder storms thatdamaged the entire roof of the workshop for auto mechanics and electrical. This stopped the teachingof automechanics for few days. Page 5/26
  • 6. 3.2 How has the local government, local organisation or the beneficiaries themselves taken responsibility for the economic sustainability and continuation of the Project?KYP has taken different responsibilities to ensure sustainability and continuation of the project activitiesand administration. The table below indicates the responsibility of each key stakeholder.Name of the key stakeholder ResponsibilityLocal government (City Council) Offering technical assistance Seconding teachers to be on government pay roleBeneficiaries (students) Contribution towards tuition fees to facilitate the payment of training materials and utility bills Contribute towards stationery and sanitary facilitiesKYP membership Contribute in monetary form to fund the operations of the organisation.Steps taken to improve economic sustainabilityThere were not many activities implemented to improve the economic sustainability of the programme.However, KYP managed to maximize the collection of rentals by 15% from 2009. KYP also put in placethe investment plans which we hope would improve KYP opportunities for economic sustainability.In 2010 there have been many community activities to raise awareness about KYP. The communityactivities in 2010 are similar to those conducted in 2009, but some of the groups which did not benefitin previous years were now involved. The activities included Theatre, Focus Group Discussions andHIV/AIDS education by the anti AIDS clubKYP has been planning for the future after the project finishes and has thought of the different choicesfor the future, there are a number of challenging options:1. Reducing the full time courses and employeesThis could be one of the options considered although it might not be the popular one as it involves jobcuts. In order to sustain the operations of the training programme in the event that KYP does not haveany cooperating partner, auto electrical and power electrical might be discontinued. The cutting downof some courses would mean lay off teachers in-charge of those programs. This has to be well plannedas it involves financial implications (payment of benefits) but keeping unproductive employees wouldmean serious financial consequences to the organisation. KYP should then carry out vigorousmarketing focusing on course like mechanics, tailoring and hotel and catering. A training needsassessment could also be conducted to introduce demand driven course which would be selfsustainable.2. Increase the income generating activities of the organisationKYP needs the capital investment to be able to raise its own income to support the trainingprogrammes. The services and products to be provided by KYP should be in line with the trainingprogrammes being offered at KYP. The need for KYP to lessen its dependence on donors is veryimportant at this point especially that donor focus is shifting from funding the vocational skillsprogrammes. KYP programmes still remain vital in the alleviation of poverty on the Zambiancommunity. Therefore, KYP needs to start raising its own finances.Now two new income generating activities have been initiated in addition to those that already exist:auto mechanics and carpentry workshop. Page 6/26
  • 7. 3. Finding a new partnerThe other way is to try and find new partners who would continue with the cooperation after thepartnership with SYL comes to an end. This could be done with the help of SYL.4. Hand over some autonomy to local government departmentA hard and risky way is to hand over the operations of the facility to the local government department.In this case there would be no possibility to continue KYP programmes. This is because thegovernment has a lot of problems with the few existing colleges including the only two universities.5. Introduce less costly coursesThe KYP could consider introducing programmes which do not need expensive training materials tomanage.4. Beneficiaries4.1 Who were the direct beneficiaries of the Project, and how many were there?Students of KYP Technical InstituteDuring year 2010 there were 160 students under training of KYP. A total of 87 students were enrolledin KYP courses in 2010. The intake in January 2010 was 50 students (22 female and 28 male). TheJuly 2010 intake was 37 students (15 female and 22 male). There were 4 dropouts in the July intake.See tables 1 and 2 for the distribution in courses (next page). Rest of the students were from July 2009intake. In 2009 the total amount of students was 189 students.KYP as an organizationThrough the project funding KYP was able to employ enough teaching staff and continue to develop itscourses.Staff of the Institute and Board TrusteesThe board trustees gained experience in administrative tasks. Also some related training wasorganized to improve their knowledge. The teachers benefited from KYP’s improved ability to employteaching staff through job opportunities and salaries. Page 7/26
  • 8. Table 1. January 2010 Intake Auto Auto mechanics electrical Course Catering Tailoring Total M F M F M F M F Male Female 21 2 5 0 2 15 0 5 28 22Drop outs 0 0 0 0 0 0 0 0 0Total 21 2 5 0 2 15 0 5 28 22Total number of students both male and female during the reporting period is 50.Table 2. July 2010 IntakeCourse Auto Auto Catering Tailoring Total mechanics electrical M F M F M F M F Male Female 18 0 03 0 01 09 0 06 22 15Drop outs 03 0 0 0 0 1 0 0 3 1Total 15 0 03 01 01 08 0 06 19 14Total number of students during the reporting period is 37. number of drop outs 4 Page 8/26
  • 9. 4.2 Who were the indirect beneficiaries of the Project?The project contributed towards meeting the organization’s goal of “equipping youths with training andentrepreneurship skills”, benefiting the members of KYP.The families of students were able to have their children trained with moderate tuition fees and thusincrease the earning potential of the family.The local companies were able to benefit from additional workforce during the student attachments andwere able to make contact with potential future workforce.A voluntary drama group operated in KYP’s premises, having a spacious place for practising. In theirperformance outreaches the drama group communicated important issues, such as HIV/AIDS, to thecommunity at large.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?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 InstituteStudents participated in courses, gave feedback on teaching and made suggestions on improvements.They also participated the annual planning and evaluation meetings and in general maintenance, suchas cleaning, at the campus.KYP membersThe members organized the Annual General Meeting (AGM) that elected the board members. KYPmembers implemented the decisions arrived at by the board and the partners. They paid membershipfees and supervised the auditing of accounts. The members also enforced positive plans and remediedthose that did not perform well. Assessment of on-going and completed projects was also done by themembers.KYP BoardThe board supervised the management of the project in daily tasks and monitored the application ofthe financial and other resources of the project. The board was formulating the organization’s generalpolicies as well as following their implementation. They also made plans for further developing theproject and the organization in general. The commitment of the board was measured through minutesof the monitoring and development meetings. Page 9/26
  • 10. Teaching staffThe teachers actively participated in the planning of the project implementation by providing curriculafor all intake groups. They provided both adequate theoretical and technical training and madesuggestions for the further development of the teaching practices.Implementing staffMembers’ of staff were given a chance to participate in the planning of the program.The local companiesLocal companies offered practice opportunities for the students of KYP and benefited additionalworkforce during the student attachments5. 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 of the project have remained the same. The long-term development objective of theproject is that the negative effects of poverty are diminished. The direct objective of the project is toenhance the possibility of employment to 450 young people, especially women, from compounds ofLusaka through updated and improved vocational and entrepreneurship training.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?All the core activities were carried out as planned. Some hindrances were anyhow presented becauseof staff problems. The previous Marketing manager resigned and the absence of the Marketingmanager had a considerable impact on the project especially in line with enrolment for July 2010intake.There was Marketing and information officer only from November to December 2010. From January2011 KYP engaged another marketing officer who has working on part time until February 31st 2011.He has now been employed on full time. There is still a challenge on the remuneration the marketingpersonnel as most of them including the current one are demanding for pay rise which is not includedon the project budget. Page 10/26
  • 11. As KYP only had the Marketing officer for two months therefore 11 months of his salary was unpaid.This unpaid money was therefore used to pay for the salaries of the Tailor at the tailoring productionunit under Activity costs and the remainder was spread across training materials.1. Graduated students are better prepared to meet the needs of the current job marketKYP has continued to provide its training programs based on the updated and the TechnicalEducation, Vocational and Entrepreneurship Training Authority (TEVETA) recommended curriculm.This has made 75% of the average 150 graduates better prepared for formal employment at thecurrent job marketKYP has successfully organized 8 trade-level courses during the reporting year in: Tailoring, Hotel &catering, Auto mechanics and Auto electrical.Company visits for all four courses have been organized.Computer lessons have been organized for the students. This has previously depended on the Finnishetvo-volunteers. This year there was an etvo-volunteer only for part of the year. Rest of the yearcomputer lessons were given by a local IT-student who was doing his internship at KYP.Special courses on modern clothing in tailoring were givenThe institution has continued to invest in semi-modern tools and materials according to the availabilityof the resources. Although modern equipment and materials are so expensive, KYP with the help ofthe SYL funds has managed to acquire appropriate tools and materials which have allowed ourstudents compete comparatively on the job market. During the reporting period following purchase wasdone:Auto mechanics: Four tools boxes, Petrol engine used for examsHotel and catering: Cutlery accessories and Dinner plates, Electric cattle, Hand mixer, toasterAuto electrical: Head lamps, Digital testers, 12 volts battery,Tailoring and designing: Bobbing cases, needles and other assorted sewing machines partsThere were some changes in the procurements. Under Materials and procurements the moneyallocated for hotel and catering was spent less so that we spend more on servicing Machinery forTailoring and designing because they constantly broke down. The cost of services and materials hadincreased due to the fluctuation of the dollar to KwachaKYP did not spend all the amounts allocated to the Tailoring workshop as there was a sharp increasein the expenses for bank charges so the remainder was absorbed in servicing bank charges.The allocation for the construction of the heat excavator for the KYP Restaurant was not used. Thiswas because the cost of constructing the excavator was under estimated in the budget by almost thesame amount quoted. The money was added to company visits by students and the orientation andteaching of the new board. The rest was also spent across on Training materials.Ninety five percent (95%) of our students were placed in companies for industrial attachment beforethey graduated. This was in the effort of preparing student for industrial experience which always a pre-requisite to acceptance into formal employment. Page 11/26
  • 12. Table 03: List of companies where students were attachedName of the course Name Company or industry of attachmentAuto mechanics Boyd Mawaso Motor repairs Boyd Mawaso motors BH diesel engineers Mount Makulu research workshop Zawa workshop Seble TransporterAuto Electrical Top Gear engineering Ministry of works and Supply Bomeki electrical enterpriseCatering and Hotel management Sambalayasi Lodge Priceme Motel Blue Water motel Garden House Hotel Rimo motel Sun Hotel in Livingstone Intercontinental HotelTailoring and Designing Lusaka City Clothing Master John Designer Beauty designers City Market tailoring shops Page 12/26
  • 13. Visiting lecturers were invited to cover specific lectures.Table 04: Number of visiting lecturers, their institution and topics covered.Name of Visiting lecturers Name of the Topics or lessons coveredvisiting Institution courseLecturerMrs Janet P Boyd Mawaso Auto-Mechanics Engine timing and tuningMawaso motors Fault finding ,Servicing and repair of aJohn Kalenje. BH diesel engineers diesel pumpPeter Mount Makulu Problem identification using theNamusiya research computerized system. Bleeding brakes, Wheel alignment and balances Basic operation of a fuel injectionJohn Muhata Zawa workshop engine Joseph ERZ workshop Auto-Electrical Charging systemLuwaile Repairing the starter motor and marketing research. Basic wiring of the ignition system and business idea identification. Power circuit in a computerized system. Mrs Nyorongo Makeni Catering and Wedding cake making and decorationRegina Economic Centre Hotel management Mr Phinius Pricem Motel House keeping and front officeMr Gabriel Lusaka City clothing Tailoring Understanding parts of a sewingPhiri machine in an entrepreneurial manner. Page 13/26
  • 14. Mr John Master john clothing Basic Jacket makingMwenya ZNS tailoring Workshop preparation and basicSt Chileshe workshop techniques in marketing.2. KYP’s studying environment has improvedDuring the reporting year no books were purchased instead of the planned 50 books per year. Themoney was relocated to more acute needs.The documentation of the training centre has been improved and maintained.The monthly salaries of the teachers have been increased from K 756 540 in 2009 to K850 000.Training manager has met with the teachers and teachers have participated in planning the coursecurriculum. The procurement of the teaching equipment and material was also done with the fullparticipation of the respective lecturers who identified their needs to the training manager and theKYP’s procurement committee for approval.During reporting period, two lecturers Ms Royce Phiri Banda and Mr Kalenge underwent training inteaching methodology. The training was conducted by Digi-tech Consultants. The training teaching inteaching methodologies has been a continued exercise which has improved the delivery of training atKYP.Practicals have been held in all the four courses twice a week. However, KYP had a natural disaster inDecember 2010 when the roof of the Auto mechanic and Auto electrical workshop was damaged bythe storm. This affected the students were as it was impossible to use the workshop for practicallessons.KYP still have not managed to partition the available school hall into library and other learning facilitieswhich were proposed last year (2009).However there has been minor improvement to the study environment. The sanitary facilities havebeen enhanced and the surrounding environment has also improved.Last year in December 2009 the institution had experienced flood at both campuses. During thereporting period we resolved this problem by raising the lower ground where the pools of water werecollecting. We managed to hire a company to put gravel in order to raise the ground where rainy waterwas collecting. We also carried out minor renovation to the class room roof and floor at City campus.KYP city campus studying environment has also suffered from tenants who make disturbing noise.During the reporting period KYP was able to relocate most of tenants with business that interferes withthe study environment much further away from the classes. We have also allowed students to use theschool hall for studying purposes. Page 14/26
  • 15. 3. Graduated students have the knowhow to start their own small scale business.Entrepreneurship training provided by TEVETA was held in January 2010, where all the lecturersunderwent the training of trainers (TOTs) meaning they will transfer that knowledge to their students foryears to come.The entrepreneurship training is integrated to all courses in order prepare those students who wouldnot find formal employment. Students are taught how to start their businesses and how manage them.The institution also invited specialist from money lending institution to talk to students on how they canaccess loan facilities. The motivation speakers from other institution were also called to discuss withstudents on how they can develop their business ideas. Students are given additional information oncross cutting issues such as HIV/AIDS, Civic education and communication skills.A tailoring workshop that was established at the end of 2009 has been running. Workshop providedtailoring students possibility to learn new skills including the use of electrical machines.4. KYP’s financial and administrative base is sustainableKYP with the help of the SYL project has in past two years implementing initiative that are aimed atimproving financial and administration sustainability of the organisation. The first initiative was the establishment of the tailoring workshop which was stared late last year(2009). The activity started on a slow pace with more orders coming from schools around Lusaka.Currently the enterprise runs as a periodical business venture which has predicted income andsources. During the reporting period, the venture has contributed less than five percent (5%) to theincome of the institution. This translates in the actual sense that the venture run under loss of about68%. The loss was made from the salaries and wages of the workers in the tailoring workshop. Theworking has suffered from the lack of marketing manager. However, there are other systems that will be engaged to improve the income in the running of theworkshop and the institution as a whole. KYP hope to start a carpentry workshop next year which hasbeen well planned. The tailoring workshop will continue running as planned with new initiatives put inplace to reduce loses and maximise profit.The restaurant building has been rented out to an entrepreneur whose lease contract comes to an endin November 2011. Plans have been developed to start the restaurant under KYP again. This hascome after the review of the investment plan of KYP. Its planned that KYP shall resume the operationthe restaurant by December 2011.A New board was elected and started their work during the second half of the reporting period. Thenew board was organized a training during which they were taught about role and working of a board,how they should relate to the management and the importance of mission and vision. The training wasfelt to be very important further training is still planned. Board has made plans for future financial basis.Concrete action plan to carry out is still in progress.KYP has continued its marketing efforts through radio adverts, printing and distribution of flyers andposters, free TV promotion programmes on ZNBC TV, Discussion with young groups in church andschools and letter to church leaders. Community group residing in KYP premises also made a newradio advertisement for KYP, advertising the courses as well as the possibility to rent the new hall forworkshops. Page 15/26
  • 16. In the first half of the year mid-term evaluation was conducted by a consulting group 3C –Development management and Entrepreneurship Experts. The evaluation had been done moreextensively than written in the terms of reference. In KYP it was felt that the evaluation process wasinclusive and the voice of the students, teachers, management, Board members and the communitymembers could be heard from the evaluation report. Mid term evaluation was highly beneficial to the sustainability of the organization. It was done in ainclusive way and the community is more aware of KYP´s work. Also the personnel have more vision.Unfortunately the board has been re-elected after this process.KYP finalized a new strategy for years 2009-2014. Strategy was drafted in three day workshop thatwas organized in March 2009 and facilitated by outside consultant. In total the process took a monthand after the workshop the consultant wrote the final version. Strategy seminar was participated bystaff, some student representatives, some residents from the community and representatives fromLusaka City Council and TEVETA. Strategic main focus is on sustainable activities, where as theprevious strategy was focusing on capacity building activities.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.All together 160 students were trained in KYP during the year 2010 (including two intakes in 2010 andthe July 2009 intake).1. Graduated students are better prepared to meet the needs of the prevailing job market(potential employers and customers)Kanyama Youth Programme has continued to improve its training program in alignment with jobmarket. The institution has also been constantly updating its curriculum according to the needs andrequirements of the Technical Education, Vocational and Entrepreneurship Training Authority(TEVETA). The training centre has been receiving positive feedback from the places of attachment. This meansthat the quality of training is compatible to the set up modern labour market.TEVETA course training of trainers on entrepreneurship skills that was given to teachers enhanced theentrepreneurship training.Company visits, visiting lecturers and industrial attachment as part of the courses have given moreinsight into labor market. Page 16/26
  • 17. 2. KYP’s studying environment has improvedTeveta grade was in 2010 2.Methodological skills have improved by training of two teachers. Currently 65 % of KYP teaching staffswere equipped with teaching methodology skills which is a pre-requisite for accreditation to TEVETA.The low percentage is for loosing skilled teachers.Materials, tools and equipment have been bought for all the courses in 2009. This has made it possibleto organize practical lessons in all the courses. The construction of the new building with the help of TEVETA funding has increased the studyingspace for students which was a problem before. However, we are still facing challenges to establish aformal library which students can use and borrow books.The availability of the photo coping facility has enhanced the study materials provision.The students are also able to collect printed handouts as compared to last years when students usedto depend on notes copied from the white board.It has been impossible to establish a properly working internet connection in the computer class.The number of application forms collected has increased by 20% as compared to last year. Howeverthere has been a slight decrease in enrolments compared to some previous years. Main reason behindthis is another training provider that operated earlier this year and promised similar courses for free.This turned out to be a scam and they no longer operate in Kanyama. Also the lack of the marketingmanager has had an effect.3. Graduated students have the knowhow to start their own small scale business All teachers have the knowledge and ability to integrate entrepreneurship training in their subjects as aresult as the TEVETA course. During the reporting period, all lecturers were trained entrepreneurshipby TEVETA. Since then entrepreneurship lessoned have been integrated in to courses. The ability andknowledge of our teachers to teach entrepreneurship has improved. This has also improved chancesof graduates to start their own small scale income generation ventures.Business activities have been suffered slightly due to the lack of Marketing manager. However thetailoring workshop has provided good practice for students of tailoring course.Students were given knowledge about micro credit possibilities4. KYP’s financial and administrative base is sustainableThe capacity of KYP to manages its income generation activities has been enhanced by the trainingand experiences from the tailoring workshop.The Tailoring Production unit has been doing loss. It is expected to improve after the Marketingmanager is employed and can help in marketing. There are some customers that have reordered,however production and orders are still small scale and do not cover the expenses. Major expensebeing the salary payment (K15, 600,000), to the employee, who is managing the workshop. Page 17/26
  • 18. The mid term evaluation was successful in increasing motivation of the personnel as it provided apicture of the successes, view of common goal and some concrete issues to work on Improvements have been made in bookkeeping according to the recommendations of auditors andmidterm evaluation. The Bookkeeper/cashier has finalized his studies in financial management. He firstattended to a 6 months course in University of Zambia, after which he has participated in two yearcourse in National Institute for Public Administration. He concluded his studies in December 2009.There are several ideas for future financial base; these include short term courses, renting out hall inthe new TEVETA funded building, searching for new partners and applying grants (see more at 3.2)KYP has continued to improve it’s financial and administration sustainability. KYP has during thereporting period managed to contribute above 1000 euros (K6, 200,000) profit from its incomegeneration activities. This entails that the organisation is preparing for the sustainability of the projectactivities after the financing of SYL. The strict monitoring of resource application within KYP by theboard has increased transparency and accountability over the usage of financial and materialresources of the project.The 2010 mid term evaluation and the appointment of the new auditor has also broadened theadministration support to the institution. The institution now has the best practices to learn from therecommendation of the two consulting firms that were engaged to offer independent opinion on theentire management of the project. Despite having high turnover of employees, those that have passed through KYP leave the institutionwith skills to compete on the job market. This means that the capacity development system at KYP hasenhanced workers opportunities to compete favourably on the job market.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. Page 18/26
  • 19. SYL Board of trustees TEVETA Executive Coordinator Marketing and Accountant Training Manager Information (1) Manager (1) Part time Marketing Business In house Lecturers Visiting Lecturers assistants Counsellor (4) and Tailor (1) Cashier StudentsImplementation and Monitoring Procedure of the ProjectThe project is owned by the community who in trust powers into a board of trustees who aredemocratically elected. The board of trustees develops policies based on the goals and mission of KYPand employs management to develop implementation plan for the attainment of policy objectives.ManagementIn this project, management has been responsible for planning, organizing, leading and controlling theoperations of the project. Management has been able to hire implementing staff and ensure thatactivities were implemented in accordance to the conditions set in project plan between SYL and theMinistry of Foreign Affairs of Finland. Management is led by the Executive Coordinator and in additionto the Executive Coordinator it is composed of the Training Manager and the Marketing andInformation Manager.Implementing staff (lower management)The implementing staff ensured that activities were implemented in accordance with the objectives ofthe institution. They were involved in the actual delivery of training and other services to thecommunity. The employees report to the management.Auxiliary staffThe auxiliary staff performed duties as assigned by senior managers and other senior members ofstaff. Their main responsibility was to protect property and also work to create conducive learningenvironment for the youth programme. Page 19/26
  • 20. 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 and SYL`s advisoryboard of development cooperation (KENKKU). KENKKU consists of 15 voluntary members of differentstudent unions and it has meetings every month. A great part of KENKKU`s work is also done byemails through which the members discuss issues related to the project. Within KENKKU there is alsoa smaller group of people forming the Zambia group that follows especially KYP-SYL project. Thegroup has its own meetings in addition to KENKKU meetings. The project coordinator reports toSYL board about the project.During the year 2010 the monitoring has also been done by regular contacts via emails and phonecalls with KYP employees when needed.In September 2010 a two-week monitoring visit was implemented by two members of KENKKU SatuNieminen ja Saara Simonen. During the visit they had meetings with KYP board, management,teachers and students. They also met the persons responsible for the audit and mid-term evaluationdone in the project in 2010.5.8 How did the local co-operation partners follow the implementation of the Project?KYP did the following exercises to monitor the implementation of the project: • Monthly reporting system was developed to monitor the progress of the project. All lecturers submitted in progress reports to the training manager at the end every month. The data obtained helped in the development of quarterly report to syl. • The meetings held quarterly with the student’s representative were a conduit pipe for information about the training they were getting from their various lecturers. • Field visits were made to the other campus for tailoring. • Student assessment reports from attachment institutions gave adequate information on the progress of the project.5.9 What kind of qualitative or quantitative data was collected on the advancement of the Project?1. Graduated students are better prepared to meet the needs of the prevailing job market(potential employers and customers) • Annual follow-up of graduated students and their employment situation was done by the Training Manager and the statistic was compared with the results from past years. • The Training Manager had an annual curriculum planning meeting with teachers. • The Training Manager and teachers have gathered up monthly to discuss about the progress of the students, courses they are teaching, material needs of the courses and the motivation of teachers. Page 20/26
  • 21. 2. KYP’s studying environment has improved • ECZ (Examination Council of Zambia) has organized and graded exams and collected the information on results. • The development of the amount of students, distribution of gender and students’ grades has been monitored by the marketing & information manager. • The motivation and commitment of teachers has been monitored by the Executive Coordinator and Training Manager by conducting confidential discussions within the work community and with the consistency of teachers. • The development of KYP was monitored through TEVETA’s yearly inspections. • The Training Manager is in charge of monitoring the teaching materials, equipment and tools and keeps a full-out inventory list of them and updates the list regularly.3. Graduated students have the knowhow to start their own small scale business • An annual follow-up of graduated students and their employment situation wasn’t done in 2010 for the lack of Marketing & Information manager. Still, KYP is currently working with the annual follow-up since they received Marketing & Information Manager in the end of 2010. • Employers of industrial attachments were asked to fill in an evaluation form on the skills of trainees. The results were analysed by the Training Manager and the teachers in question. • Teachers and the students have reported verbally and in writing to the Training Manager about the quality of industrial attachment places and how easy/difficult it was to get one.4. KYP’s financial and administrative base is sustainable • Tenants’ capability to pay rents and frequency of payment was monitored by the cashier. • Annual follow-up of tailoring workshop was done by the Marketing & Information Manager • TEVETA inspection report was monitored by the Executive Manager.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 overall expenditure in the financial report is 100% but there are however changes in the categoriesarising as a result of the following;Unpaid salaries allocated to the Marketing and Information officer for 10 months plus anaddition one month of gratuity KYP only had the Marketing officer for two months therefore 11 months of his salary was unpaid. Thisunpaid money was therefore used to pay for the salaries of the Tailor at the tailoring production unitunder Activity costs and the remainder was spread across training materials. Page 21/26
  • 22. Materials and ProcurementsUnder Materials and procurements the money allocated for hotel and catering was spent less so thatmore was spent on servicing Machinery for Tailoring and designing because they constantly brokedown. The cost of services and materials had increased due to the fluctuation of the dollar to Kwacha.KYP did not spend all the amounts allocated to the Tailoring workshop as there was a sharp increasein the expenses for bank charges so the remainder was absorbed in servicing bank charges.The allocation for the construction of the heat excavator for the KYP Restaurant was not used. Thiswas because the cost of constructing the excavator was under estimated in the budget by almost thesame amount quoted.The money was added to company visits by students and the orientation and teaching of the newboard. The rest was also spent across on Training materials.5.11 Where and how were the accounting and audit of the Project arranged?The management accounts were prepared by accounting staff at the City Campus. The preparation ofthe financial statement is usually the responsibility of the board. The preparation of the audit startedwith the board appointing the auditor who was adopted by the general membership at the AGM. Theaudit was done by NA Lungu and Associates.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.The organisation has carried out a Mid-term Evaluation that was done by consulting group 3C -Development Management & Entrepreneurship Experts. The purpose of the mid-term evaluation wasto evaluate the implementation and administration of the KYP, the review contemplated the entirecooperation period from 2003 to the present (2010).The findings of the evaluation were:1. Institutional GovernanceThere are some issues to be tackled at the working of the board at KYP; at the moment the entireboard retires at the same time which does not make the work of the board sustainable. Also there weresome differing ideas about the responsibilities of the management and the board.2. Executive management and operationsIt was recognized that the training offered at KYP is partly tackling the problem of unemployment inKanyama. The report noticed that KYP has supported gender mainstreaming by reducing theenrolment fees in female dominated programmes, but it was felt that more should be done to raise thenumber of females on male-dominated programmes. The report also stated that the support from SYLhas raised the standard of training in KYP and KYP has been able to meet the basic TEVETA ratingrequirements.3. Financial management and accountability Page 22/26
  • 23. The report found out that the bookkeeping system at KYP meets the acceptable standards, howeverthere are some improvements to be made to the bookkeeping and internal control system for example.a need for proper tenancy management and payroll systems.4. OperationsThe teachers of KYP seem motivated and have been trained in teaching methodology andentrepreneurship skills. There is underutilisation of the newest building that was build by the funding ofTEVETA and something should be done to get the full potential of the building used.The report suggested that KYP should promote income generating activities since the cooperation withSYL is coming to an end. There is a need to recognise that training alone can not run the institutionfinancially, this is why income generation is needed.5. Other key findingsIt was noted that quality of education in KYP is good and the courses are up to date with the currentmarket requirements. There is a need for proper institutional branding and comprehensive marketingplan for the institution. It was also acknowledged that the programme has yielded positive results. Themajority of students seem to have developed a mindset needed to run successful and sustainablebusinesses. Still improvements should be made to the student management system so that therewould be an efficient way to keep record of the current and former students.All in all the report stated that SYL cooperation with KYP has achieved many of its objectives and SYLpresence in KYP has influenced positively to the quality of training and management of theorganisation at KYP. In the near future KYP should start thinking the sustainability of the institutionafter the cooperation with SYL and consider the future in the light of impact, effectiveness,sustainability, efficiency and relevance of the training.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 have started to write columns of development work done by SYL in a blogcreated by KENKKU. It is the responsibility of the members of KENKKKU to inform about the project intheir own universities. SYL also has a mailing list for all the university students interested indevelopment cooperation issues, the mailing list contains information about the development co-operation projects of SYL among other development related issues. Information about the project canalso be found in the internet on SYL`s development cooperation webpage.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 3.7) Page 23/26
  • 24. High labor turnoverThere has been labor turnover mainly due to poor conditions of services. There is need to revisit thebudget for salaries if the few remaining lecturers are to be retained, because other trade institutions areoffering better salaries. This has been reported to the board to address the issue.Environmental factorsHeavy windy rains and thunder storms damaged the roof of the auto mechanics and autoelectricalworkshop and it required extra fund allocation. Efforts to repair the roof have been put in place.Exchange rateThe 2010 allocation came at a time when exchange rate for the euro to kwacha had gone down. Thisaffected other activities which were planned to for the reporting period. There was nothing that KYPcould do because this was an external factor which was beyond our control.6.2 Describe the next stages of the implementation of the Project.The year 2011 will be the last year of the project. The last stage of the project will be based onsustainability of the project after the funding of SYL. There are a number of options that KYP hasplanned for the future after the project. This stage will also measure the effects and impact of theproject on the targeted audience. The next stage (2011) will be challenging as it shall be the ultimatestage this project implementation.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 24/26
  • 25. 8. Project costs and financingProject costs Approved Project Cost performance budget1. Personnel costs (Appendix 1) Salaries and related costs of the Finnish personnel 0 0 Travel and accommodation of the Finnish personnel 0 0 Salaries and related of the local personnel 7156 3219 Other personnel costs 310 54,60 Value of Finnish voluntary work 0 0Personnel costs, subtotal 7466 3273,62. Activity costs (e.g. training) (Appendix 2) Fees of hired experts 10433 10207 Other costs 10438 12848Activity costs, subtotal 20871 230553. Materials, procurements and investments (Appendix 3) Procurement of materials and appliances 4981 3768 Construction 0 726 Other procurements 0 0 Value of donated goods 0 0Materials, procurements and investments, subtotal 4981 44944. Operation and maintenance (Appendix 4) Operation costs 1100 940 Maintenance costs 550 1045Operation and maintenance, subtotal 1650 19855. Monitoring, evaluation, and information (Appendix 5) External services (incl. experts) 7280 6903 Travel and accommodation 5690 4144,08 Other costs 1596 2259 Information costs (max. 5 % of total project costs) 2000 2000Monitoring, evaluation, and information, subtotal 16566 15306,08TOTAL IMPLEMENTATION COSTS 515346. Administrative costs (Appendix 6) Salaries and related costs of administrative personnel 5453,25 5375 Office costs 65,25 53,75 Statutory audit costs of the Finnish organisation 0 0 Fund-raising 0 0 Value of Finnish voluntary work in administration 0 0Total administrative costs 5518,5 5428,75TOTAL PROJECT COSTS 57052,5 53542,43 Administrative costs as a % of total costs (max. 10 %) 9,67 10,1 Page 25/26
  • 26. Project financing Approved Project Cost performance Budget1. Self-financing (Appendix 7) Cash contributions 4280 4100 Voluntary work and material donations 4280 4100Total self-financing 8560 8200 Self-financing as a % of the total costs 15,00 15,242. Project support from the Ministry for Foreign Affairs Support transferred from prior years 230 Support available for and used during the reporting year 48773 45617,38TOTAL FINANCING 57320 567309. 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 26/26