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2009 project plan_kyp_rev


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2009 project plan_kyp_rev

  1. 1. PROJECT PLAN for years_____2009 - 2011 _____Please note the instructions for filling in this project plan form in the Application guide or theinternet: http://global.finland/english/ngo/index.htm new project x continuation of on-going project, MFA project code__28812601_, project initiation year_____2003__ project is based on earlier forms of co-operation, years_______ the planning of project has been supported by MFA preparation trip allowance,year________Organisation:1. Basic information on the Project1.1 Name of organisation registered in Finland The National Union of University Students in Finland (SYL)1.2 Name of Project in Finnish KYP:n ammattikoulun kehittäminen1.3 Name of Project in English Developing KYP vocational training centre1.4 Name of Project in other relevant language1.5 Location of Project (country, province, Zambia, Lusaka, Kanyama constituencyvillage/municipality)1.6 Name of the local partner organisation Kanyama Youth Programme (KYP)1.7 Contact details of local partner organisation E-mail: phone: +2602118450051.8 Representatives of the co-operation Partner Mr Levy Kafuliresponsible for the Project and their contact e-mail:, if other than above mobile: +2609772367521.9 Internet home pages of the co-operation -Partner and/or the Project (if any)1.10 Planned initiation and termination dates (on 2003 - 2011a yearly level) of the Project
  2. 2. Please answer the following question and fill in the budget summary (1.13) only afteranswering all other questions on the form.1.11 Summary of the Project plan. Describe here briefly (max. 700 characters) the developmentproblem that this project is addressing, its immediate objective and the practical means through whichthese objectives are to be reached: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 graduated students are better prepared to meet the needs of current job market byupdating 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 byintegrating entrepreneurship training- Improving KYP’s financial and administrative sustainability by broadening the financial basis1.12 If this Project is the continuation of an earlier project, please describe here the main results ofthe earlier stages of the Project.KYP Technical Institution offers one-year trade test level training in hotel and catering, tailoring, automechanics and auto-electronics courses. KYP also informs its students and community of the dangersof HIV/Aids and drug abuse as well as about Civil Rights.The first phase of the project concentrated on improving the curricula by focusing on the strengths ofKYPT (as the institution was called back then). Less demanded courses of construction and carpentrywere dropped out from the institution. Total of 407 students graduated, 57 % of which women.According to the KYP’s research 77% of these students found employment and almost all of them intheir own field. The best employment rate was within the students of hotel and catering. 20% of thepeople participating in the research had started their own business, but 79% were planning on doing so.Most of the graduated students considered their income better due to the vocational training. However,the amount of finance of this first phase soon turned out to be insufficient and there were no realpossibilities to really develop the institution.During the monitoring trip in January 2005, both parties agreed to continue the cooperation. Thesecond three-year project focused on improving the quality of education, building image and reputationand improving KYP as an organisation. Financing was also doubled to give room for real developmentof the institution. During this phase the quality of training has improved by training of teachers,purchasing of some tools, whiteboards and books and by building a new car workshop, another sewingroom and a storage place of kitchenware. KYP is now slightly better known among employers andyouth and has developed a better profiled image. This was done by employing Marketing &Information Manager who has done a marketing strategy and by producing radio & TV adverts andnew brochures. Repainting of campus’ walls also increased the image of the institution. Anotherachievement during the second phase has been the increased sustainability of the administration andfinancing. Now KYP has continuous financial monitoring system and own internet connection(although not very reliable one). Survey of possibilities of the KYP’s course related business ventureswas implemented in 2006 and based on that the first own small business was opened in the same year.This lunch serving restaurant based at KYP premises has been profitable since its opening. All theseimprovements resulted in the increase of TEVETA1 grade from the lowest passable (3) to good (2).1 TEVETA (Technical Education Vocational and Entrepreneurship Training Authority) is a governmental body working under TheMinistry of Science, Technology and Vocational Training. TEVETA controls the schools trough yearly inspections and develops nationalguidelines.
  3. 3. Within the second phase of the project with SYL in total 215 students, of which 56 % women, havegraduated do far. According to the survey (Training Needs Assessment, year 2007) done by ETVOvolunteers Marianne Winberg and Laura Matilainen the vast majority (90%) considered it wise tochoose to study at KYP and same amount of former students would recommend KYP to other people.72% were satisfied with the content of the courses and 69% considered the teachers to be motivated,committed and qualified. The most popular reasons for choosing KYP were the quality of teaching andaffordable tuition fees.Despite these steps forward, there is still a lot to improve at KYP. Feedback from the teachers andgraduated students of the institution shows that knowledge of new modern equipment in automechanics and auto electrical courses would enhance the chances of getting a job or ensuring thenecessary skills needed when running an own business. Also the growing number of second handclothes sold at market places is affecting the tailoring business negatively and in order to cope wellspecial designer skills, entrepreneur skills and marketing skills are needed. Although some course bookshave been bought, there is still a huge lack of course literature. Most tools are also out of date orbroken. Even though KYP’s own restaurant has made some profit and tenants pay rents far moreregularly than before, these are not enough to run a vocational training centre for vulnerable youth.1.13 Budget Summaryyear 2009 2010 2011Self-financing of the Organisation 8 062 8560 7 132Project support application 43530 (earlier application) +5000(new application) 45 679 48530 40 414Total costs 53 741 57090 47 5461.14 Other funding of the Project (if any). If the Project receives other funding, please state here theamount and the source of the funding:Amount Source20 600 euros Students’ tuition fees19 200 euros Rent from tenants500 euros Membership fees2. Local Partner Organisation and nature of co-operation2.1. Please describe the criteria used in choosing the co-operation Partner.The partner was chosen in late summer 2002. Earlier the same year, SYL had made a wish to theKEPA Zambia office to assist in finding a Zambian partner. SYL received three project proposalsthrough KEPA Zambia before the deadline. KYPT stood out in a positive way. Even based on theirfirst project proposal KYPT had a structured organisation, experience from foreign donors and arealistic and detailed budget. As a student organisation that actively defends and improves theeducational, financial and social benefits and rights of the students, SYL found it important to supportan education project. KYP, being an institution that works actively for improving the situation of itsstudents and being an active member in the community, shares the same principles of action with SYL.Also SYL saw as a positive sign the fact that KYPT is a training institution open for all youths: the lackof basic education is not a restrain for training. SYL considered it very important that the highunemployment rates of youths were interfered and that self-employment was encouraged. KYP isowned by the community and it operates directly in the community by having different awareness
  4. 4. raising campaigns (for example on AIDS) and activating the community (for example a drama group).During earlier projects, SYL has been able to develop a good working relation with KYP throughregular communication by e-mails, Skype phone calls and visits. Open cooperation relationship is oneof the most important criteria for the willingness to continue the work with KYP. SYL also hasdevelopment cooperation projects in Latin America (Guatemala) and Asia (Mongolia).2.2 Has the Organisation previously worked with this Partner? If so, please describe the nature of thisco-operation and when it took place?Years 2003-2005: The main focus was on developing the course selection of the instituteYears 2006-2008: Focus was on improving the quality of education, building image and reputation andimproving of KYPT as an organisation2.3 Additional information on the co-operation Partner.Kanyama Youth Programme (KYP) is a registered association with an objective to offer vocationaltraining for vulnerable young people at its training centre (KYP Technical Institute).KYP was established on the community’s initiative in 1989. The first courses were offered in 1993 onsmall Community Campus area based at Kanyama compound. A second campus, City Campus, wasbuilt in 1994 closer to the centre of Lusaka on community’s demand. This new campus is quite a bigarea of which around one fourth is used by KYP itself and the rest is rented out. KYP’s 16 tenants aresmall business companies and small NGOs.KYP is an active body in the community and has around 50 official members. The core of the activityis to offer one-year long trade level courses for poor young people. In addition to training services,KYP actively spreads information on HIV/AIDS and provides space for community activities. KYPalso co-operates with Umoyo Training Centre, which is a residential life skills program near Lusaka runby Kara Counselling, where vulnerable teenage girls who are orphaned (mainly due to HIV/AIDS) aretaught practical and income generating skills. Many of these girls come to study at KYP.KYP is a training centre registered and supervised by the local TEVETA authority in charge ofvocational training. KYP is also registered member of Examination Council of Zambia (ECZ) thatguarantees that certificates given are comparable at the national level.Regardless of whether the habitants of the area have paid the KYP membership fee or not, they havethe opportunity to take part in the KYP Annual General Meeting (AGM) even though only membershave the right to vote. Chibolya, Linda, Old Kanyama, New Kanyama, Makeni, John Laing and Chinikacompounds each have two representatives at the Board (total of 14 members) which is elected at AGMfor a two-year term.In 2007 there was a debate of the name of the institution (Trust or not). Whether the organisation wasgoing to remain a trust also posed a challenge to the operation of the institution. The AGM of 2007decided that the TRUST to be removed from the name. Currently Kanyama Youth Programme Trust(KYPT) is just Kanyama Youth Programme (KYP). The reason for this change of name was Zambia’snew legislation, which would have made Trust to pay tax of its premises.2.4 How will the co-operation Partner participate in the implementation of the Project (e.g. does itprovide labour, economic resources, other assets)?KYP provides the teaching premises and tools for the project, and carries financial responsibility for alllocal administrative costs (including administrative staff), financing of short courses and themaintenance of the campus areas. KYP’s own contribution is composed of course fees from the
  5. 5. students, rental income from campus area businesses, from the cellular network tower on campus, andorganization’s membership fees. KYP will also keep an open eye for the possibility to attract morefunds from Teveta and other funding agencies.2.5 Are there other parties involved in the co-operation (e.g. Finnish, local or internationalorganisations or officials)? If so, please describe their role and involvement in the Project.1. The Lusaka City Council (LCC) offers technical assistance to the board on variouspolicy issues that affect the programme. This will be done through board meetings where these officialsare invited.2. Umoyo Training Centre will continue its cooperation with KYP by sponsoringvulnerable girls for training at KYP.3. TEVETA being the training authority will be involved in the programme through theirannual inspection.4. KEPA Zambia office will assist in arranging a financial administration course for theboard during the first year of the project. Kepa office will also participate in developing thecommunication in the project. It will also help to support and monitor the project in general. Year 2009will be the last year for the KEPA office in Zambia.5. Community members of Kanyama are represented in the KYP Board, which is electedby the Annual General Meeting.3. BACKGROUND AND SUSTAINABILITY OF THE PROJECT3.1 How was the Project idea initiated? Is it e.g. a part of a larger Program?The initiative for the initial cooperation came from KYPT in spring 2002. During the first three-yearproject the aim was to develop the course selection of the institute. In spring 2005 negotiations wereheld about the continuation of the first project, and both partners agreed to continue cooperation inthe second phase of the project. The second three-year project focused on improving the quality ofeducation, building image and reputation and improving of KYPT as an organisation.The idea of this new continuation project was initiated by KYP in autumn 2007.3.2 Describe briefly the environment in which the Project will be implemented.Zambia experienced a decline in the economic performance in the mid-70s This has had a seriouseffect in the generation of employment opportunities. Due to the high copper prices in the world (thebiggest export), Zambia´s economy is now improving. However the benefits of this growth is notexperienced by all. The problems of poverty and unemployment are persistent in the compounds ofLusaka.The unemployment situation is further worsened by the increase in the labour force. A particularconcern is the large number of young people, about 200 000 per year, who leave school withoutopportunities for acquiring further training. Less than half of those with basic education diplomacontinue their studies in secondary schools and only 22 000 out of 600 000 young people are able tohave some kind of vocational education. The difficult situation with HIV/AIDS has also resulted inmany orphans and school drop-outs.
  6. 6. For the majority self-employment is the only way to find livelihood, as the demand for labour to theformal sector – which employs only about 10% of the workforce – has not been growing toaccommodate the increasing numbers of graduates. Both men and women participate in incomegeneration in Zambia. According to the UNDP’s estimation a special challenge is the even slowerreduction in the female urban unemployment.KYP is operating in Kanyama, one of the oldest and biggest compounds of Lusaka. Depending on theseason, there are problems either with floods or drought, but most of all extreme poverty. In thecompounds a large number of small shops and business has been started, services of which vary fromsewing clothes to natural medicine. However the productivity and income generation from self-employment can remain limited.3.3 What is the general state of development in the field of the Project in the area? How does thelocal government function in this field and in these issues? How does the local governmentparticipate in the implementation of the Project - or limit it?In Zambia some improvements concerning the access to basic education have been recorded duringthis decade. As stated in the Fifth National Development Plan 2006-2010 (FNDP) there has been anincrease in the percentage of enrolments in Grades 1-7 and Grades 8-9. The net enrolment ratio tobasic education has increased from 68 in 2000 to 79 in 2004. In the FNDP it has been estimated thatthe increase in community schools has been a significant factor in this development. The resources ofthe Zambian educational sector are limited and basic education ties a considerable part of it. NGOsand private schools fill the gap left in the vocational education.From the point of view of a young person in the poorer compounds the access to many of the traininginstitutions can be denied either by the inability to pay the fees or the lack of adequate performance inschool. Especially young women are in a vulnerable position, since they are seldom encouraged toattain further education and thus lack skills to gain income.The education and training sector in Zambia comprises four ministries. The responsibility of technicaleducation, vocational and entrepreneurial training lies with The Ministry of Science technology andVocational Training. The Ministry is responsible for policy direction and under it there is thegovernmental body TEVETA. TEVETA controls the schools through yearly inspections and developsnational guidelines. All vocational training providers are required by law to register with TEVETA.The Ministry of Science technology and Vocational Training has under its ambit 23 institutions. Themajority of the few hundred registered institutions are run by private sector or NGOs, FBOs andCBOs to fill the gap of adequate public funds for vocational training. In 2006 there were 268 vocationalschools in Zambia registered under TEVETA. 14% of these schools were classified as high quality and31% as good quality, the rest barely meet the minimum training standards. KYP has been able to gainstatus of good quality schools, level two.The government has made some efforts to meet the challenges of financing skills training. Theregistered training providers have been able to apply funds from TEVET fund on an competitive basisKYP succeeded in gaining 1 billion kwachas towards building two additional buildings (includinglibrary) on its main campus. There will be some changes in funding opportunities, but some kind offunding will be provided by TEVETA also in the future. TEVETA is planning to provide small loansfor students who graduate from good institutions and who have a professional business plan. Otherplans include possibility of offering funding for human resource development.3.4 How has the Project been planned?
  7. 7. The project has been planned as voluntary work by KENKKU2 in co-operation with the partner.Discussions about a new project started through e-mail and Skype phone conversations and weredeepened during the project monitoring trip visit in October 2007. The partner sent a draft of the newproject in December 2007. The next project monitoring trip to Zambia was carried out in April 2008by a two-member delegation from KENKKU. Besides monitoring the main focus of the visit was toplan together the continuation of the cooperation. The objectives and operation modes of the projectwere discussed openly and constructively in the meetings and negotiations with KYP. Problem tree andLFA were made by SYL and KYP representatives during the visit. Meetings were carried out with theboard, management, teachers and students. SYL delegations visited other vocational traininginstitutions and met TEVETA officers. Planning has continued in co-operation with KYP through e-mail.The ideas of the new phase of the project are based on an assessment of the employment opportunitiesof the graduated students (latest assessment made in fall 2007 by ETVO volunteers Marianne Winbergand Laura Matilainen) and the needs to develop KYP’s self-sufficiency. Background informationreceived from TEVETA on the current situation and future development of vocational training inZambia was also used.3.5 Describe the most essential problems of the beneficiaries that the Project is meant to address.The common denominator for all the beneficiaries of the project is poverty. Unemployment is a centralproblem in the lives of the beneficiaries. Formal employment is often hard to find and it requiresqualifications, which more disadvantaged youth cannot afford. Self-employment is the only way to findlivelihood for the majority of the youth, so craft and entrepreneurial skills are important in order togain a living. An increased number of graduated people are also causing pressure in the labour marketand special skills such as computer skills and knowledge of modern equipment are required in order tofind employment.Students’ access to many of the training institutes can be denied due to a lack of school performance.School dropouts are common in Zambia and due to a lack of student guidance training institutesthemselves are responsible for reaching target groups’ attention and giving them support and guidancethroughout their studies.KYP aims at attracting young people who are unemployed or finishing their basic schooling and livingin unprivileged social settings. Many of the KYP students are orphans or otherwise lacking the supportof their family/relatives. KYP’s annual tuition fees are at a reasonable level; 1 million kwachas (around200 euros). In many other institutes the tuition fees are higher, making them unaffordable for manyprospective students.A special emphasis at KYP is put on educating young vulnerable women. Women have an importantrole in maintaining the family in Zambia, but their possibilities to generate income are often poor.Education in KYP aims at improving the general position of women in the society and aims atimproving the future prospects of its female students by offering them special courses and goodentrepreneurial skills.The difficult situation with HIV/AIDS together with unemployment and living in an unprivilegedsocial setting can cause a lack of motivation or inability to make long-term plans. KYP aims to make itscourses more attractive than other alternatives and offers training in citizenship skills and reproductiveissues as well as HIV/AIDS education. KYP also works to inform the community at large onHIV/AIDS2 KENKKU is advisory board of SYL in development cooperation issues. It consists of 15 voluntary representatives ofdifferent student unions. For more information, see point 5.7
  8. 8. 3.6 What are the risks that can compromise the outcome of the Project? How is the Projectorganisation planning to minimize these risks?The persistent unemployment, especially among unskilled workers creates tough competition amongjob seekers in Lusaka. One of the greatest risks for the beneficiaries of this project, the students, is thatunemployment continues to rise, and that they will not find employment even after a one-yearvocational training programme. In order to increase the future opportunities of the students and todecrease the risk of unemployment, this project includes entrepreneurship skills as an essential part ofthe training curriculum. In addition all courses, especially the automechanics and autoelectrics courses,are updated to meet the current demands of the ever-modernizing job market.In a long-term education project, it is important to maintain teachers and management with knowledgeof the project in the long-term. Therefore, unexpected employee turnover is a significant risk forsustainable operation of the project. In order to secure future employee motivation KYP will increaseteachers’ salaries to a competitive level locally, and develop a human resource policy that strengthensthe commitment of current employees.KYP’s largest internal risk is finding long-term funding with which it can continue its courses after thecooperation with SYL ends. KYP cannot collect large tuition fees to fund its training, because thiswould harm the main beneficiaries, poor young people. In order to ensure funding from varioussources, KYP will continue to run income generating activities such as its own restaurant, rentingpremises on the campus as well as collecting small tuition fees. In addition to these, KYP willsystematically look for long-term funding from both governmental and non-governmentalorganizations.It can be a challenge to reach the KYP target group youths. As there is no student guidance in Zambia,it is totally up to KYP to reach their potential students. In addition to having to reach their targetgroups’ attention, the education offered and its importance must be made more appealing than otherways to spend scarce resources. KYP will continue to place an important emphasis on advertising itscourses through media, which reaches its main target audience. In addition, by keeping up the quality ofthe education, the good reputation of KYP will be maintained.Also the environment, where the prevalence and mortality due to HIV/AIDS is so high, makes it moredifficult to focus on long-term planning. In order to mitigate the challenge of HIV/AIDS, educationon it will be included in the training of the students as well as the teaching staff and the community atlarge.3.7 Will the Project create a new institution or procedure or is it going to support some existingstructure?The project supports the development of the functions of an existing vocational training school,because the vocational courses of the school have been found to be an efficient way to reach poor,unprivileged young people and enhance their possibilities to generate income.3.8 How and when will the responsibility of the Project be transferred to the local government, localorganisation or to the beneficiaries?The project aspires to the goal that KYP will be equipped to operate on sustainable basis after the endof 2011. The aim is for KYP to be able to fund part of its courses, as well as its administrative taskswith the help of its income generating activities (restaurant, tailoring workshop, renting of premises,tuition fees). Also an important part of this third and last phase of cooperation is to implement a surveyon possibilities to broaden and to ensure financial basis in the future. In order to finance other coursesand to broaden its course selection, KYP will apply for funding from the Zambian government andvarious non-governmental organisations.
  9. 9. 4. Beneficiaries4.1 Who are the direct beneficiaries of the Project? How many are they (approx.)?The direct beneficiaries are the students taking courses at and graduating from KYP TechnicalInstitute, in total of about 150 students per year, over half of them women. Other direct beneficiariesare KYP as an organisation and teachers (three out of four are male) of the Institute.4.2. Who are the indirect beneficiaries of the Project?Indirect beneficiaries include other actors in KYP’s organisation (such as the Board, implementing staffand the employees liable to them). In addition, through KYP’s students the benefits will spread in theLusaka area, since providing education to even one member will improve the socio economical statusof the whole family. Indirect beneficiaries are also community groups and their activists operating withKYP’s support.If the project support applied for is less than 20.000 €, please answer the followingquestion:4.3 How do the beneficiaries themselves participate in the Project?If the project support applied for is 20.000 € or more, please answer the following question:4.4 Define the nature of participation in the Project by each group of beneficiaries.- Students of KYP will participate in the further development of the Institute by giving anonymouswritten feedback and through student representatives’ meetings with the Training Manager. Studentrepresentatives also participate in the educational sub-committee working under the KYP Board.- Teachers’ main responsibility is to teach their specific subjects. They also participate by furtherdeveloping the skills needed in education. Teachers meet regularly once every month with TrainingManager and four times a year with the whole management. During these meetings teachers are able todiscuss problems. In the planning of the yearly budget teachers participate in the planning of allocationof the funds. Teachers also have responsibility in the monitoring of the project.- The Board is responsible for policy making and ensuring that there is effectiveness and efficiency inthe management of the project. Board meets four times a year. Under the board there are three sub-committees, which meet four times in a year as well. Sub-committees do research for the Board and areheard when making decisions.- The Management is responsible for planning, organising, leading and controlling the operations ofthe project. Management ensures that activities are implemented in accordance with the project plan.Management comprises the Executive Co-ordinator, Marketing & Information manager and TrainingManager. Individual responsibilities are detailed in point 5.4.All the above-mentioned stakeholders as well as the paid members of KYP are free to take part in theFinal Year Review Workshop organised in the end of the year 2011 where successes and challenges ofthe project are discussed.
  10. 10. 5. Objective, plan of action, monitoring and informationObjectives5.1 What is the long-term development objective of the Project?The negative effects of poverty are diminished.5.2 What is the direct objective of the Project?(Limited by the area of implementation and the group of beneficiaries)Enhanced possibility of employment to 450 young people, especially women, from compounds ofLusaka through updated and improved vocational and entrepreneurship training.If the project support applied for is 20.000 € or more, please answer the following question: (those applying for a smaller amount of support may also answer if they wish)5.3. What are the results targeted by this Project?1. Graduated students are better prepared to meet the needs of the prevailing job market(potential employers and customers)- The updated curriculum meets current job market standards- 60% of 150 annually trained persons are employed within one year after graduation (20% formal, 40%informal sector)- At least 85% of graduated students have sufficient know-how for employment2. KYP’s studying environment has improved- The highest level (grade 1) of TEVETA achieved- Commitment of all teachers has improved by 2010- All teachers are equipped with enhanced methodological skills by 2011- There are sufficient resources (materials) for teaching all 4 courses by 2011- There is a course book collection of at least 150 books in the library by 2011- Internet connection in the computer class works without major problems throughout the project- The number of student application forms sent in has increased by 15% every year3. Graduated students have the knowhow to start their own small scale business- All teachers have knowledge and ability to integrate entrepreneurship training in their subjects by theend of 2009-KYP’s own business activities (restaurant and tailoring workshop) deepen the entrepreneurship skillsof the catering students-85 % of students are aware of micro credit options and requirements needed to get one4. KYP’s financial and administrative base is sustainable- Both KYP’s small-scale businesses make at least 1000 euros profit in 2011- Current employees find KYP an attractive work place- KYP is equipped to operate on sustainable basis after SYL project is completedIMPLEMENTATION5.4 Describe the activities by which the results and immediate objectives are to be accomplished. Ifpossible, please also give a rough timetable (by year) of project implementation.All the activities are annual unless otherwise informed. Responsible person found in brackets.1. Graduated students are better prepared to meet the needs of the current job market
  11. 11. • Updating the curriculum with the help of teachers (Training Manager) • Organizing 8 trade-level courses annually: o Tailoring o Hotel & catering o Auto mechanics o Auto electrical • Arranging company visits for all four courses (Training Manager) • Organising computer lessons throughout studies including searching information from the internet (Marketing & Information Manager and ETVO volunteers) • Providing special courses on modern clothing in tailoring to improve necessary skills • Fully incorporating training on electronic vehicles in both of the auto courses (teachers and Training Manager) • Investing in new tools and equipment3 (Training Manager)2. KYP’s studying environment has improved • Purchasing at least 50 books annually towards developing a course book library (Marketing & Information Manager) • Improving and maintaining the documentation of the training centre on internal evaluation (Marketing & Information Manager) • Ensuring sufficient salary level for all teachers (Board) • Offering support for teachers (Training manager) • Providing possibility for teachers to influence and plan course curriculum (Training manager) • Training one teacher per year on teaching methodology • Purchasing enough training material for all the courses in order to hold two practicals per week (Training manager) • Keeping continuous records on tools and equipment in order to have clear picture on procurement and reparation needs (Training manager)3. Graduated students have the knowhow to start their own small scale business. • Providing in-house training for all lecturers on entrepreneurship skills (Marketing & Information Manager) • Integrating subject specific entrepreneurship skills training to all courses (teachers) • Establishing a tailoring workshop in 2009 (Marketing & Information Manager and Tailor) • Holding part of the tailoring course in the tailoring workshop premises to teach market specific designs, marketing and running of own business • Holding part of the hotel & catering course in the restaurant premises to teach customer service and running of small business • Organizing small business lectures - writing business plans, acquiring micro loans and basic accounting - once a month for every course (Marketing & Information Manager)4. KYP’s financial and administrative base is sustainable • Starting a student work based tailoring workshop (Marketing & Information Manager and Tailor) • Developing further the restaurant work on the basis of the evaluation done in 2007 (Marketing & Information Manager) • Developing a sustainable human resources policy (Marketing & Information Manager) • Training the current board on management and financial issues (Kepa Zambia and Marketing & Information Manager)3 Two engines, tool boxes, embroidery machine, over locking machine, hydraulic jerk, automotive batteries, deep fryer, toaster
  12. 12. • Orientating and educate the new board in 2010 (hired consultant) • Continuing building KYP’s image and reputation amongst young people and local companies (Marketing & Information Manager) • Implementing a survey on possibilities to broaden the financial basis (Marketing & Information Manager and Etvo volunteers) • Executing a plan to ensure financial basis in the future (Marketing & Information Manager and Etvo volunteers) • Organizing workshop on HIV/AIDS (external facilitator) • Providing space to community drama groups and supporting to their educative drama shows on HIV/AIDS (Marketing & Information Manager) Please see LFA appendix.If the project support applied for is less than 20.000 €, please answer the followingquestion:5.5 What has been agreed with the Partner about the separation of responsibilities in theimplementation of the Project?If the project support applied for is 20.000 € or more, please answer the following question:5.6 Describe the implementation and monitoring organisation of the Project and the responsibility ofeach party therein.KYP is owned by the community (Kanyama constituency), which delegates control to thedemocratically elected Board. The board develops policies based on the goals and mission of KYP andemploys management to put the policies into action. They monitor the process of how managementimplements the activities and utilizes the resources of the project. BoardThe board monitors the implementation of the project through quarterly reports from managementand by approving the budgets and withdrawals of project funds from the bank. ManagementIn this project, management has been responsible for planning, organising, leading and controlling theoperations of the project. Management ensures that activities are implemented in accordance with theproject plan. Management comprises of the Executive Co-ordinator, Marketing & Informationmanager, Training Manager and the Commercial & Projects Manager*. Implementing staffThe implementing staff comprises of teachers and tailor. They ensure that activities are implemented inaccordance with the objectives and action plan of the institution. The implementing staff reports to themanagement. Auxiliary staffAuxiliary staff’s responsibility is to protect property and help with all daily tasks of the training institute.
  13. 13. Structure of implementation Annual General Meeting SYL Board of Trustees TEVETA Kenkku Executive Coordinator (monitoring and information) Commercial and Accountant Training Manager projects Manager* Marketing and Tailor Lecturers Information Manager (tailoring, catering, autoelecrical, automechanics) Cashier StudentsBolded staff are part of the project (financed by SYL and Ministry for Foreign Affairs of Finland)* KYP doesn’t have Commercial and Projects Manager because he was employed as new ExecutiveCoordinator and Board hasn’t employed anyone to replace him yet.Monitoring5.7 How do the responsible persons of the Finnish organisation follow the implementation of theProject and the use of financial resources? How do they participate in its implementation?SYL’s development cooperation Project Coordinator is responsible of monitoring the project’simplementation. Another important monitoring actor is the advisory board KENKKU that consists of15 voluntary representatives of the student unions participates in monitoring. KENKKU has monthlywhole day monitoring meetings and active email list for the discussion of the project. SYL has preparedthe following tools to help KYP’s monitoring: cost management workbook, self-evaluationquestionnaires, quarterly & annual reporting forms and student feedback forms.SYL will monitor the project by regular e-mails, Skype phone conversations and by quarterly andannual reports. There will be annual monitoring visits by two members of KENKKU. SYL sends thegrant in three parts after receiving and approving narrative and financial reports.The only person from SYL involved in actual implementation of the project is ETVO volunteer. Theirtasks vary depending on person and current needs of KYP. ETVO volunteers also help to monitor theproject’s implementation.5.8 How do the local co-operation Partners follow the implementation of the Project and the use offinancial resources?KYP carries out monitoring through: • The Executive Coordinator reports to the Board about the progress of activities and about the project’s budget • Teachers and the training manager gather up once every month to a follow-up meeting • All lecturers are advised to hand in progress reports to the training manager at the end of each month. • The three sub-committees (financial, educational and project sub-committee), who work under
  14. 14. the Board, each meet quarterly and discuss about the progress of the project and plan ahead • Direct observation by responsible supervisors • Feedback questionnaire for students • Student assessment reports from trainee companies • Class registers • Student representatives of every subject and intake have monthly meetings with the teachers and the training manager. • Annual meeting between all the teachers and all the members of management where the project and its budget are discussed5.9 What kind of numerical or other data will be collected on the advancement of the Project?Specific objective:● The number and gender of graduated and employed students is monitored through student registersand the follow-up of graduated students executed by the marketing & information manager andtraining manager.Results targeted:- Graduated students are better prepared to meet the needs of the current job market (potentialemployers and customers) ● Annual follow-up of graduated students and their employment situation is done by the Training Manager and the statistic are compared with the results from past years ● The Training Manager has annual curriculum planning meeting with teachers ● The Training Manager and teachers gather up monthly to discuss about the progress of the students, courses they are teaching, material needs of the courses and the motivation of teachers ● Employers of industrial attachments are asked to fill in an evaluation form on the skills of trainees. The results are analysed by the Training Manager ● Teachers and the students report verbally and in writing to the Training Manager about the quality of industrial attachment places and how easy it was to get one- KYP’s studying environment has improved ● Students give written feed-back during and after courses, which teachers then analyze ● ECZ (Examination Council of Zambia) organizes and grades exams and collects the information on results ● The development of the amount of students, distribution of gender and students’ grades are monitored by the marketing & information manager ● The motivation and commitment of teachers are monitored by the Executive Coordinator and Training Manager by conducting confidential discussions within the work community and with the consistency of teachers ● The Training Manager and teachers gather up every month to discuss about progress of the students and the courses they are teaching, material needs, the motivation of teachers ● The development of KYP is monitored through TEVETA’s yearly inspections ● The amount of students visiting the course book library is monitored by the cashier ● 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 ● The cashier is in charge of collecting data of books purchased and books in library- The know-how of the graduated students how to start their own small scale business has improved ● An annual follow-up of graduated students and their employment situation is done by the Training Manager and Marketing & Information manager and includes information of the amount of graduated students who have started their own business and about their experiences ● Teachers and the students report verbally and in writing for Training Manager about the quality
  15. 15. of industrial attachment places and how easy it was to get one ● Employers of industrial attachments are asked to fill in an evaluation form on the skills of trainees. The results are analysed by Training Manager -KYP’s financial and administrative base is sustainable ● Tenants’ capability to pay rents and frequency of payment is monitored by the cashier ● Profitability of KYP’s restaurant and tailoring workshop is monitored by the cashier through compiling statistic of their monthly incomes. ● The qualitative development of businesses is monitored by the Marketing & Information Manager through confidential discussions with employees and student trainees’ feedback ● Annual follow-up of restaurant and tailoring workshop is done by the Marketing & Information Manager ● TEVETA inspection report is monitored by the Executive Manager ● Motivation of current employees is monitored by confidential discussion with the Executive Manager and other members of administrative management 5.10 Where and how will the accounting and audit of the Project be arranged? Accounting and audit of the project will be arranged locally in Lusaka, Zambia. KYP’s in-house accountant is responsible of accounting. KJK Tembo and Associates takes care of the audit. Costs incurring in Finland that are related to the project are accounted by SYL’s accountant and Ernst & Young will be responsible of auditing the Finnish part of the project (administration and monitoring). 5.11 Will the organisation evaluate the Project during its implementation or afterwards? If the answer is yes, please describe how it will be carried out. A mid-term review will be carried out in the beginning of 2010. The things to be evaluated in the mid- term review are: 1. The implementation of the project - Evaluated issues are relevance, efficiency, effectiveness, impact, sustainability, coherence and Finnish value added. 2. The administration of the project 3. Based on the mid-term review a workshop of KYP´s sustainability and self-financing capacity will be organized A trough-out evaluation of the project and its outcome is done by an outside expert in the end of the project in 2011. INFORMATION5.12 Describe how the organisation will inform about the Project. Give details on the goals, targetgroups, information material and information channels. The most important goal of informing about the project is to activate student unions and university students on development issues. SYL’s project will be used as an example of students’ development cooperation activities in order to encourage students and student unions to participate in local development cooperation work. Another important goal is to inform university students about the Millennium Development Goals and the importance of education on development. The project is also
  16. 16. a good way to inform university students about the realities in an African country and the grass root. AsSYL’s self-finance constitutes solely on students’ voluntary payments, to inform about the project isnaturally important to generate these voluntary payments.The most important channels of information are the network of student unions’ developmentcooperation people and SYL’s advisory board KENKKU. This network consists of board members ofthe student unions, project coordinators and development cooperation activists. The network meetsfour times a year to discuss about development issues and the current situation of SYL’s projects andthe projects of individual student unions, are presented each time as well. Participants forward theinformation about the project to their local student union. The other important channel – KENKKU –helps with monitoring the project and the members are deeply aware of the project’s details.KENKKU members inform local students about the project. Both the network and KENKKU arevoluntary work.Besides information presented at the network’s and KENKKU’s meetings, there is information aboutthe project on SYL’s website and more detailed information (including project plans and reports) onSYL’s intranet called Sylinteri which is open for the network and KENKKU members. There are twoEtvo volunteers per year working at KYP and they keep web diaries (blogs) to give information on day-to-day grass root life in Lusaka and work at KYP.7. The Budget and the financing plan of the ProjectBudget 2009 2010 2011 Total1. Personnel costs (Appendix 1)Salaries and related costs of Finnish personnel 0 0 0 0Travel and accommodation of Finnish personnel 0 0 0 0Salaries and related costs of local personnel 6 200 7156 7 156 20 512Other personnel costs 310 310 310 930Value of Finnish voluntary work 0 0 0 0Personnel costs, subtotal 6 510 7466 7 466 21 4422. Activity costs (e.g. training) (Appendix 2)Fees of hired experts 10 406 10433 10 433 31 272Other costs 9 978 10438 9 978 30 394Activity costs, subtotal 20 384 20871 20 411 61 6663. Materials, procurements and investments (Appendix 3)Procurement of materials and appliances 5 512 4981 752 11 245Construction 0 0 0 0Other procurements 3 228 0 0 3 228Value of donated goods 0 0 0 0Materials, procurements and investments, subtotal 8 740 4981 752 14 4734. Operation and maintenance (Appendix 4)Operation costs 1 100 1100 1 100 3 300Maintenance costs 550 550 550 1 650Operation and maintenance, subtotal 1 650 1650 1 650 4 9505. Monitoring, evaluation and information (Appendix 5)Personnel costs and external services 2 030 7280 1 565 10 875Travel and accommodation 5 456 5690 6 710 17 856Other costs 1 596 1596 2 238 5 430Information costs in Finland (max. 5 % of total projectcosts) 2 000 2000 2 000 6 000Monitoring, evaluation and information, subtotal 11 082 16566 12 513 40 161
  17. 17. Total implementation costs 48 366 51534 42 792 142 6926. Administrative costs (Appendix 6)Salaries and related costs of administrative personnel 5 100 5453,25 4 515 15 068Office costs 15 65,25 15 95Fund-raising costs (excluding information costs) 0 0 0 0Statutory audit costs of the Finnish organisation 260 0 224 484Value of Finnish voluntary work in administration 0 0 0 0Total administrative costs 5 375 5518,5 4 754 15 648Total project costs 53 741 57052,5 47 546 158 340 Administrative costs as a % of total costs (max. 10%) 10,00 9,67 10,00 9,88Financing plan 2009 2010 2011 Total1. Self-financing (Appendix 7) Cash contributions 4 032 4280 3 567 11 879 Voluntary work and material donations 4 030 4280 3 565 11 875 Total self-financing 8 062 8560 7 132 23 754 Self-financing as a % of total project costs 15,00 15,00 15,00 15,002. Project support from the Ministry for Foreign Affairs Earlier allocation of project support 45 679 43530 40414 129 623 New/additional application 5000 5 000Total financing 53 741 57090 47 546 158 377
  18. 18. 8. Development objectives and cross-cutting themes of the Project8.1. What is/are the development objective(s) of the Project? Mark one main objective and max. 3other significant objectives:Main objective Other objective x Abolishing extreme poverty and famine Extending elementary education to all x Improvement of gender equality and the situation of women Diminishing infant mortality Improving the health of pregnant women Work against HIV/Aids Work against malaria and other significant illnesses Sustainable development of the environment Access to clean water x Improving living conditions in the slums x Improving the working conditions of the private sector and increasing economic interaction Advancing democracy, human rights and good governance Advancing the state of peace and security Developing a just and regulated international trade and financial system Solving the debt problem of developing countries using national and international means Bringing the benefits of using new technology and especially information technology to developing countries in co-operation with the private sector None of the above. Other, explain.If the project support applied for is 20.000 € or more, please answer the following question:8.2 How does the Project plan take into account the Poverty Reduction Strategy Paper (PRSP) orother equivalent national plans of the developing country concerned? If it has not been taken intoaccount, please justify:Zambia’s long term development objective is “to become a prosperous middle income country by theyear 2030”. The Fifth National Development Plan (FNDP) 2006-2010 is written as a step towards therealisation of that objective. The theme in the FNDP is “Broad Based Wealth and Job Creationthrough Citizenry participation and Technological Advancement”. The strategic focus is on “Economicinfrastructure and human resources development”.One of the key targets of the FNDP is to create an environment supportive to private sector growthand to ensure that the country has skilled human resource available to the economy. Thus education istargeted as one priority. The focus in education has significantly shifted towards increasing the qualityof education and enhancing skills development. In the FNDP it is stated that it is essential to expandskills development components of TEVET4 to absorb the large number of students coming from basic4 Technical Education Vocational and Entrepreneurship Training
  19. 19. and high schools. Similarly this project aims at responding to the need to provide vocational skillstraining.Under the TEVET sector the strategy in FNDP includes developing appropriate training, assessmentand qualification systems to meet the needs of current and future demands of the labour market. Thestrategy also recognises the need to develop diversified curricula that will make entrepreneurship moremainstream, in order to increase productivity and income generation in the formal and informal sectorsand to increase access and participation of girls and women. This project addresses these strategictargets, as the project aim is to develop training provided in KYP to respond better to the labourmarket and to integrate entrepreneurship training to all training programmes. Also special attention isgiven to attract and retain girls and women in the KYP courses.8.3. Cross-cutting themes of development policyThe development policy program of the Finnish government contains a number of cross-cuttingthemes that are to be taken into account in all development activities.Instructions: In the column "impact" please mark a sign as advised below according to the impactthis Project is estimated to have. Justify with one sentence the most important positive and negativeimpacts of the Project.Options: ++ significant positive impact + positive impact 0 no impact - negative impactThemes Impact Justification/Additional informationImpact on the EnvironmentAccess to clean water and +sanitationEnvironmental distress (soil, 0water, atmosphere, waste)Protection of biodiversity 0Sustainable use of natural 0resources (incl. Energy,consumption, erosion)Reducing gender inequalityDivision of work between men +and womenWomens access to income and ++ The project aims at providing skills to women in order fortheir right to possess them to increase incomeWomens participation in +decision makingSexual health and reproductive + HIV/Aids education is supported through communityrights activitiesReducing violence 0Equal opportunities to education ++ Special attention is given to girls and women, at least half of the students are female
  20. 20. Supporting the most vulnerable groups (the disabled, ethnic or religious minorities,aboriginals, children)The most vulnerable groups as +members of the community (theattitudes towards the mostvulnerable)Empowerment of the most + Within project education is provided to vulnerable groupsvulnerable groupsEqual rights of the most +vulnerable groupsGood governance and enhancing democracyReducing corruption 0Strengthening the local skills on +good governanceTransparency of financial + There is a system to follow the use of financial resources andmanagement and information extra education is given on financial management.(among implementors)Improving information exchange +in the civil societyImproving involvement in the ++ The community in Kanyama is involved and there iscivil society cooperation with community groups and other NGOs9. SignaturesPlace and date Place and dateSignature SignatureName in capitals Name in capitalsPosition PositionAppendices Any applicable agreements, requests for assistance, authorisations, etc.