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Mon annual report_2009

  1. 1. ANNUAL REPORT FOR NGO DEVELOPMENT CO-OPERATION PROJECTYEAR 2009____ PROJECT CODE____75300701______________________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 Finland1.3 Name of Project in FinnishKiertävät kirjastot ja koulutuskeskukset1.4 Name of Project in EnglishTravelling libraries – Training Centres (TL-TC)1.5 Name of Project in other relevant language-1.6 Location of Project (country, province, village/community)Tov, Arkhangai and Dornod provinces in Mongolia.1.7 Name of co-operation PartnerInformation, Education & Communication Centre IEC1.8 Planned initiation and termination dates of the ProjectJanuary 2007- December 2009.1.9 Summary of the core idea of the Project and the key results and impacts achieved (see Project plan, 1.11.)The objective of the project is to provide an improved non-governmental mobile library and trainingservice (TL-TC) in Tuv, Arkhangai and Dornod aimags (provinces).During 2009 there have been 19 011 users in the libraries, with an especially high rise in the users oftravelling libraries during the summer. 4 153 people participated in the trainings provided by TL-TCs. Page 1/19
  2. 2. New material has been bought for the libraries and through TL-TCs wide marketing it has becomemore known within its target beneficiaries.The impact of the project can be seen in the small change of people´s behavior who have participatedin the trainings and used the libraries´ services. The attitude of people towards information has alsochanged. The citizens who have participated in trainings have been more interested in the communityissues and community development and have also learned to work together. As an experiencedorganization with good results on its work IEC is also an important supporter and model for other civilsociety organizations.1.10 Financing summaryYear ____2009______ EurosProject support not used in the previous year 305,5 (2008)(incl. not withdrawn + withdrawn unused funds) 278 (2007)Support approved for the reporting year 44 687Total Project support available for the reporting year 45 270,5Total Project support used during the reporting year 45236,04Funds not used, transferred to be used and reported in the following year 34,46(incl. not withdrawn + withdrawn unused funds)1.11 Other financing of the Project during the reporting year, if any. Please state here the amount and source of this financing.1. World Vision supported the learning materials and allowances for TL-TC trainers in Tuv aimag fororganizing trainings on milk products and patchwork in 5 soums (municipalities) (145 euros).2. Donation (books, toys, stationary, children’s bags) from Switzerland (about 4 000 euros).3. World vision purchased a car for monitoring their projects.4. World Vision-Tuv aimag donated 800 000 tugrics for training materials and allowance of trainers andcosts for the tea break for trainees (about 430 euros).5. MercyCorp donated food and stationary for participants of two trainings for the young businesspeople in Arkhangai (about 543 euros).6. Some trainees of the business trainings paid tuition fees (total 45 euros).7. Two German volunteers worked in summer time at the Arkhangai aimag’s TL-TC as Englishteachers and helped in organizing different actions. The German government paid all expenses fortheir visit in Mongolia.8. A German volunteer has been working at the IEC since September. She helped to develop thelearning materials on handicrafts and organized trainings at IEC. The living costs in Mongolia,insurance, Internet connection at the office (only for the volunteer´s laptop) and international travelcosts are paid by the German Government.2. Co-operation Partner and co-operation procedure2.1 How did the co-operation Partner participate in the implementation of the Project? (e.g. Did they provide labour, economic resources, other assets?)IEC´s employees implemented all project activities. Their main activities were to provide library servicethroughout the year, carry out summer travel with gers, to advertise and organize events and trainings. Page 2/19
  3. 3. They also took care of the book exchange. They kept records of the users of library services andcollected feedback from participants of the trainings.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.IEC has large cooperation networks. The most important partners are the public libraries, Centres forVocational Training and Production, the local administration, press offices in the aimags and local TV.Public libraries at the aimag and soum levels exchange books with IEC and give rooms for TL-TCs forthe different activities. Centres for Vocational Training and Production also give rooms for activities,organize activities together with IEC and sometimes they help TL-TC activities by providing teachers.The press offices in the aimags and local TV help IEC with announcements and reporting of theactivities. Sometimes TL-TCs organize TV discussions. TV time is given mostly free of charge.According to the cooperation contracts aimags, soums governors and Citizens representatives’assemblies support TL-TCs’ activities and disseminate information. Unlike in the past, the relationshipwith the local administration is now good in all aimags.Local administrations help IEC with announcements, by organizing events together, by carrying thebooks and materials to the soums and by giving rooms for trainings and other events. In many casesorganizations (also IEC in the past) have faced difficulties with organizing activities in the rural areas.The public servants might wait for money or refuse cooperation if the representative of the organizationbelongs to another political party. At the moment the situation is better.Other cooperation partners in organizing TL-TC activities include:- School libraries (book exchange, students as beneficiaries, TL-TCs use the school rooms for events)- Libraries for children (book exchange, organizing activities together)- Kindergartens- NGOs (beneficiaries, partners)- Labour and Social Care departments in Arkhangai, Tuv and Dornod aimags (sometimes support withmaterials for training and honorary for trainers)- Health departments of aimags- Medical centres of aimags (information exchange, organizing activities together)- Arkhangai’s Gurvantamir college (gave TL-TC rooms free of charge)- Tuv aimag’s 5th school (gave TL-TC rooms free of charge)- Citizens (provided TL-TC with books, old magazines, newspapers)- Business incubator in Arkhangai and Dornod (organized together training on business)- Trade union in Tuv aimag (partner)- Men’s Association of Tuv aimag (partner)- MercyCorp (provides Arkhangai´s TL-TC with some costs of trainings, consultation, stationary,communication and Internet)- Save the children (book exchange)- Sport committee of Tuv aimag (gave the office room free of charge and rooms for our events)- Children organizations in Tuv aimag (partner)- Union of senior teachers (partner)- Union of senior citizens (partner)- National Centre against violence (partner and supporter)- World Vision (book exchange, supporter)- National Foundation against AIDS (supporter)- The shops, hairdressers’ salons, sellers on markets (took permanently books and newspapers -beneficiaries and partners exposing the materials to the clients)- Social workers (partners, co-organizators)- DED served as a supporting organization and provided some telephone facilities Page 3/19
  4. 4. 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)The activities planned for the 4th quarter could not be fully implemented because of the swine fluemergency situation announced by the Mongolian Government in October, which lasted until thebeginning of December. All public events were prohibited, schools, kindergartens and markets wereclosed, and even the circulation of the buses between aimags and Ulaanbaatar was strictly limited.Also extreme weather conditions and rising prices caused problems, as indicated in How has the local government, local organisation or the beneficiaries themselves taken responsibility for the economic sustainability and continuation of the Project?Administration:Due to contracts, local administration helped to circulate books to soums and within soums and toannounce TL-TCs activities. They also helped with settlement of gers, with transport to nomadiccommunities and with electricity, especially in Arkhangai and Tuv. Governors have helped also withbook exchange, and the cooperation contracts with governors were prolonged. In summer 2009 thegovernors in Tuv aimag could not help TL-TC with some transportation costs as before, because thesoums´ budgets were cut down. The main success of the year 2009 was receiving requests from thelocal officials to organize events and actions together. Public servants are active clients of TL-TCs.Compared with the state public libraries TL-TCs have more officials as clients.TL-TCs have received new requests from the local officials to co-operate. For instance, Tuv aimag’sTL-TC will together propagate the legal acts and laws. Arkhangai aimag’s TL-TC will make research onthe criminal situation in Erdenebulgan soum (aimag centre) and propagate the legal acts and laws.Schools, public libraries and culture centres in soums work together with IEC on permanent bookexchange.A library network:A permanent official book exchange network (Library of Education, Culture Office of aimag governor’sadministration, school libraries, aimag’s public library, aimag’s children’s library) has been establishedin Arkhangai.Citizen’s Council:The government, Citizens Representatives Assembly and CSOs in the Arkhangai aimag establishedthe Citizens Counsel. Its main functions are to disseminate information on administration’s work and topass the residents opinions, suggestions and demands on to the administration. TL-TC works as aleading organization of the Counsel. In Dornod and Arkhangai Aimag’s Citizens representativesKhurals have given all orders, decisions and meetings minutes to TL-TCs. Those documents areenormously important because for most people it is impossible to reach these documents and monitorthe local budget.Beneficiaries:Readers and participants of trainings and other events helped to spread information on arriving TL-TCsand trainings. Participants brought yellow water left from the soured milk to milk training. Children andyouth helped to repair the books.Community producer groups’ (established by TL-TCs) work is stabilized, and one group won a firstprize at a fair.Further financing plans of IEC:The IEC does not have possibilities for self-financing and self-sustainability. In addition, in 2009 thegovernment refused funding for expanding the funds of the state public libraries. But IEC makes Page 4/19
  5. 5. efforts: IEC negotiates, tries to influence local administration, beneficiaries, Mongolian and foreigncompanies. At the moment one Canadian and one French mining company are considering to supportIEC by establishing new TL-TCs in Dornogobi and Umnogobi aimags. IEC considers also other optionsfor further financing after the second project with SYL.IEC has applied to the International Federation of Library Associations and Institutions (IFLA) forsupport for purchasing more books for TL-TCs, developing learning materials, trainings andestablishing community groups. TL-TC applied to the UN Volunteers Organization with a project“Healthy environment” in Tuv.Advocacy in the society and relations with other NGOs:IEC has large networks, which are also actively used.Arkhangai’s TL-TC organized NGOs meetings. At the meetings a working group was established onco-operation of the governmental, non-governmental and business organizations.IEC has also been in contact with business entities organizing trainings and with press offices.4. Beneficiaries4.1 Who were the direct beneficiaries of the Project, and how many were there?Library users in Aimag Centres, (the amount of users in 2008 in parentheses)o Zuunmod (Tuv): 2942 (5017)o Choibalsan (Dornod): 2805 (1254)o Tsetserleg (Arkhangai): 3998 (1728)In total there were 9745 (7999) library users, when compared to the year 2008, the increase isapproximately 22 %- Users of Travelling Library, (the amount of users in 2008 in parentheses)o Tuv: 3188 (1781)o Dornod: 2903 (1422)o Arkhangai: 3175 (1961)In total there were 9266 (5164) users of Travelling Libraries, when compared to the year 2008, theincrease is approximately 80 %.The increase of library users both in aimag centres and travelling libraries derives from the fact thatpreviously IEC lacked funding in order to buy new books and magazines. With the support of SYL, IEChas been able to renew and update its collection.- Participants in training activities, (the amount of participants in 2008 in parentheses)o Tuv: 985 (90/895) (2117)o Dornod: 1632 (458/1174) (985) Page 5/19
  6. 6. o Arkhangai: 1536 (157/1379) (8776)In total there were 4153 (11 878) participants in training activities, when compared to the year 2008,the decrease is 65 %. It is important to note that the decrease is primarily due to one mass trainingorganised in Arkhangai in previous year, when there were altogether 7130 persons taking part in onehygiene training. This causes a bias considering the number of participants, although in reality theamount of training activities was increased.In 2009 there were in total 23 164 direct beneficiries (19011 from libraries, 4153 from trainings).4.2 Who were the indirect beneficiaries of the Project?Indirect beneficiaries were the families of library users and training participants. Other indirectbeneficiaries were the employees of the project and their families and IEC as an organization. Alsolocal administration involved in the project was indirect beneficiary of the project.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.Library users and participants in training activitiesLibrary users are first and foremost just readers, although some of them help with marketing.Participants give feedback and make requests for new training activities. For example, in Arkhangaiand Tuv aimags trainings were organized on patchwork, milk products and business training based onrequests of people. Feedback helps to renew the contents and methods of the training activities.Information, Education and Communication Centre IEC • Management, coordination of all project activities, and reacting to given feedback • Communication with TL-TCs, enhancing their connection with each other • Communication and collaboration with local governments and departments • Communication with different organizations and persons for supporting TL-TCs. • Fundraising • Planning curricula for training activities (for example curricula for workshops on legal environment), and drafting handouts and training materials. • Issuing information newsletter • Marketing IEC and TL-TCs through TVs, newspapers and radio • Carrying the responsibility for accounting and monitoring of project activities and financing.5. Project objective, implementation and monitoringOBJECTIVE Page 6/19
  7. 7. 5.1 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 to reduce the negative impacts of poverty in the region of Tov, Arkhangai and Dornodprovinces in Mongolia. The direct objective of the project is to provide an improved library and trainingservice in Tov, Arkhangai and Dornod provinces.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?The project consists of two parts: 1. Expanded and improved Travelling Libraries’ services, 2.Expanded and improved Training Centres.The project has been implemented by the activities according to the project plan with someadjustments. Besides the activities described in the project plan IEC also organized many othercomplimentary activities to the project which are spesified in appendix 1. In the implementation of theproject emphasis has been put into the trainings and creating networks between NGOs and localpeople. IEC has become more influential in wider capacity building of the local people and NGOs. Onehindrance in 2009 was that the Mongolian Government prohibited the organizing of all public eventsand closed schools, kindergartens and marketplaces, and strictly limited the circulation of busesbetween aimags and the capital city from October until the beginning of December. The reason forthese limitations was the swine flu.1. Expanding and improving the Travelling Libraries´ servicesThe original idea of carrying out the summer travel from May to October has proved to be tooambitious mostly because of the increased price of petroleum: in 2008 TL-TCs travelled only duringJune and July and during the reporting year the travel started in June and finished in September. Morebooks were bought in 2009 and the amount of library users has increased from the previous years.When not performing the summer travel the libraries operated in the aimag capitals as planned inrooms rented from or provided by the local government. Library material was also circulated in smalllockable boxes among the remote communities and nomadic families during the reporting year.In all the three provinces both staff members worked as librarians and trainers.Activities in detail:* Circulation of books and information material in boxes within each aimag by civil servants-This was done according to the plan* Increasing the number of soums TL-TCs visit from 10 to 20 (May - October)-The soums visited in 2009 were altogether 30.* Purchase of more books, magazines and newspapers for the Travelling Libraries-In 2009 2567 books were bought* Marketing of the TL-TCs among the aimag population-The visits of TL-TCs and its activities were announced during the summer travel through local TV,hanging announcements in the public places and through the active clients. In addition to thesemarketing activities carried out in each of the provinces there were some more detailed marketingactivities in different provinces:Central office Page 7/19
  8. 8. - Interview on Mongolian National Radio on Mobile library service in July. After the program IECreceived calls from Khentii, Dornogobi and Khovd aimags with suggestions to establish such service inthose aimags.- Marketing TL-TCs to other cooperation partners through meetings with*mining companies (one french company and one Canadian company are considering establishing TL-TCs in Dornogobi and Umnogobi aimags next year),*The Lions club ‘Berlin Brandenburger Tor’ (they´ll support IEC with small grant for developing thelearning materials next year)*Japanese Soroptimist club (they donate stationary, towels, notebooks, books and material fortrainings for the children)*Manager of Coca Cola company, Ms.Altantuya (they donate 1000 teddybears for TL-TCs)Arkhangai- TL-TCs were marketed through the active participation of TL-TC staff members in differentactions, programs such as Support program for disabled people, NGOs network, Citizens Counsel,working as moderator at the different workshops and conferences.- Information about all the activities of TL-TC is broadcasted through Arkhangai’s Tamir TV (5-10minutes).- Interview in newspaper “Arkhangai’s life” on TL-TC’s activities and co-operation betweengovernment and CSOs.- Marketing was also done in the Annual Mongoljin Festival and when giving certificates to thenominated women at the Annual Mongoljin event’s ceremony.Dornod- The information about the new location and services were broadcasted through TVs: Newchannel and TV6.- During the summer travel TL-TC met with local administration of each soum to announce theactivities of TL-TCs- Marketing was made through loudspeakers- At the Chadanguud palace TL-TC organized exhibition of the women’s group “Delgerekh”(vulnerable group) that has been organized after our training.- Marketing TL-TC´s activities when participating in NGOs meetings and meeting with officials.Tuv- During the summer travel TL-TC met with local administration of each soum to announce theactivities of TL-TCs- The World Vision-Tuv also announced about TL-TC services through its channel.- The permanent news on TL-TC’s activities on Zuunmod local TV (20 times).- One article about TL-TC’s activities on the Aimag’s newspaper.- Meetings with citizens, doctors, nurses of 4th bagh of Zuunmod on TL-TC’s activities.- Marketing is also done through giving diplomas (Olimpiad on Physics, competition on Checkers,other different competitions, quizzes).* Recruitment of one new librarian per aimag, total of three persons (done in 2007)* Training of new librarians (done in 2007)* Purchase of more book boxes (done in 2007)* Purchase one nomadic ger per aimag with equipments, total of 3 gers (done in 2007)* Further education of all librarians-In the reporting year more emphasis was put to further training of the staff in cooperation with otherorganizations. The staff also attended a workshop for seven days organized at the IEC central office. Inthe workshop staff received learning materials, learnt more training methodologies, sharedexperiences, information, developed curricula to some training (on propagating the legal acts, givingthe basic knowledge on legal environment), and attended four different handicraft trainings.* Trucks hired to move TL-TC gers and materials (May - October).-IEC has been able to buy their own trucks with additional support from SYL in 2008 hence there wasno need to hire trucks.2. Expanding and improving the Training CentresDuring the three years of implementation of the project the Training Centres have been developed toinformal travelling training centres providing short term professional skills training courses. The aim of Page 8/19
  9. 9. skills training is to provide new means of self sufficiency and food security. The curriculum has beenexpanded, before the starting of the project it consisted of short civic education trainings, and now inaddition to that TL-TCs also offer vocational skills training and small business training. Trainings havebeen conducted the whole year: summertime travelling in the TL-TCs gers in countryside soums and inwintertime in aimag capital libraries. The amount of participants in the trainings was less than in 2008(11878) when a major hygiene training was organized which had 7130 participants. In 2009 theamount of participants was 4153 which is still two times more than in 2007 (1755) and more than fourtimes more than expected in the project plan (900). Activities included in all trainings in detail:* Preparing schedule-This was done by the Manager in the central office and the Managers in aimags. IEC also hadvoluntary workers from Germany that helped with this and other tasks.* Surveying educational needs in every 3 aimags-This was done by interviewing the people. Especially business and vocational trainings wererequested in Arkhangai and Tuv provinces.* Recruitment of trainers-This was done by the IEC Manager and the TL-TC Managers in aimags. IEC´s own staff is now morequalified to train beneficiaries in different subjects.* Training of trainers-Because of receiving training TL-TC´s own workers are now more skilled to conduct more trainings bythemselves.* Preparing curricula-This was done by the Manager in the central office and the Managers in aimags. Help was given alsoby the German voluntary workers.* Purchasing training materials-Materials for training were bought, especially for the new handicraft trainings.* Development of learning materials (paper and video)-During the reporting year a great variety of different learning materials were developed. This was alsodone at the staff workshop in the central office. A complete list of the developed learning material canbe found in Appendix 2.* Providing feedback and follow up mechanism-In Arkhangai aimag a test for testing the knowledge of participants before and after trainings has beendeveloped and used. The same test has been used to smaller extent also in Dornod and Tuv.Feedback was asked after each training.* Marketing of trainings-see "* Marketing of the TL-TCs among the aimag population" above* Organizing the training.-In 2009 there were 148 trainings organized. A complete list of all the trainings can be found in theappendix 3.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.According to the project plan the project aims to achieve the following results: Page 9/19
  10. 10. Expanded and improved Travelling Libraries’ services provide knowledge and information- better resourced libraries- number of soums visited doubled (from 10 to 20)- 1/4 higher instance of use in all three aimagsExpanded and improved Training Centres provide skills, small business and civic education training- number of soums where training are held doubled- TC managers able to organize trainings on wider variety of topics- trained people use learned skills- learning material produced- trained people are satisfied with the trainingsDuring the three years´ of the implementation of the project the results for the books bought, number ofsoums visited and the amount of library users are:Books bought2007: 22922008: 44172009: 2567Number of soums visited2007: 272008: 552009: 30Users of the libraries:2007: 13 4782008: 13 1632009: 19 011During the three years of implementation of the project the results have been achieved well (moreinformation in 5.2 and 5.9) and the project has good prospects for the upcoming two years ofcontinuation of the project.In addition to and through achieving the direct results of the project other kind of changes have alsobeen created:1.Changes in knowledgePeople´s attitude towards information and books are changing permanently.The amount of the peopleinterested in TL-TC service has increased. More and more people ask for purchasing books on certainsubjects, for registering their names to the list of participants to the next training and for organizingtrainings on other subjects.2.Changes in behaviorBecause of participation in different trainings, credit insurance programs, other advocacyevenst/actions people begin to listen to opinions of other people, to motivate other people, to be morepatient and see advantages and more positive possibilities. For example some of the participants in thecommunication skills trainings have started to thank the clients which is quite rare to Mongolians.3.Changes in participatory levelPeople are becoming less egoistic, more interested in community development and improvement; theyare starting to be interested both in their own interests and also in the problems of area where theylive. The best examples are Local networks against violence in Dornod and Tuv aimags, NGO networkin Arkhangai and Dornod aimags, Fund raising action organized by Arkhangai aimag’s women to theInternational Women’s day for the sick women and Writing of the support letter to women in prison. Allare initiative of the IEC, TL-TC, but organized together with others.4.Changes in policy Page 10/19
  11. 11. Local NGOs respect IEC because of the long time of work and sustainability, great variety of differentactivities, dedication, communication skills and creativeness. This is the reason why the local CSOsare eager to work with TL-TCs (IEC) and see IEC as a model organization. Established with initiativesof the IEC the local networks function more actively.ArkhangaiAn active NGO network has been established in Arkhangai initiated by TL-TC and supported by TANproject. TL-TC still works as the coordinator of the network. One of the network´s achievements hasbeen Arkhangai aimag’s program on Gender equality. This year 1.500.000 Tugrigs are included to theaimag’s budget for the training on gender equality. The network has also influenced in theimprovement of the position of female sellers with low income.The attitude in the governamental institutions has become more favourable towards IEC´s work, thereare discussions on transferring some services to TL-TC. Local administration has been supporting TL-TC with office rooms and other activities on information dissemination, encouraging people, supportingdisabled people, business people etc.As a proof of the improved cooperation CSOs, local government administration and businessorganizations have signed a mutual cooperation contract.DornodIn Dornod one important service that TL-TC is offering is to help local people to monitor the localbudget expenditure. TL-TC has been able to negotiate with aimag representatives that they provideTL-TC with the information of budget expenditure. This information has not been accessible to thelocal people before. The change of the location of TL-TCs office has created more comfortableconditions for serving more clients at the same time with more tables to sit, to read and to make notes.TuvIn Tuv the local administration has been supporting TL-TC with office rooms and other activities oninformation dissemination, encouraging people, supporting disabled people, business people etc.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 11/19
  12. 12. Board Monitoring committee Manager IEC Assistant/Accountant Manager, Tov Manager, Arkhangai Manager, Dornod Librarian/trainer Librarian/trainer Librarian/trainer trainersIEC’s Board was responsible for implementation of the Project by making decisions on plans,familiarizing with TL-TCs reports and feedbacks. Last year the board worked more regularly than inprevious years. Besides the meetings in the central office information was shared and decisionsdiscussed by phone calls and e-mails. Unfortunately, the Board still did not implement its duty to raisefunds.Board members: 1. Ms. Ch. Nadmid, chairperson, Chairperson of the “Sain Noenkhaan” foundation 2. Ms. Ch. Gankhuyag, member, director of the construction company “Ikh ordon” 3. Ms. G. Erdenechimeg, member, Chief-manager of the “Petrovis”, LLC 4. Mr. R. Barsbold, member, Director of the Academy of Geology 5. Ms. P. Odonchimeg, member responsible for executive board of the IEC, directorMonitoring committee was responsible for monitoring the implementation of the project. Monitoringcommittee monitored activities and finances two times during the reporting year and attended twoBoard meetings.Committee members:- C. Bayarbilig, tax inspector- D. Bayarkhuu, LEOS member- Ts. Tsagaankhuu, engineerIEC Manager implemented the board decisions and reported to the board and monitoring committee.Manager and assistant/accountant at the central office are responsible for making plans, redirectingplans, making sure that communication works, marketing, receiving report, feedbacks, developingagenda, training materials, manuals, financial transactions, preparing narrative and financial reports,calling the Board meetings, raising funds.Aimag Managers and Librarians/Trainers were responsible of executing project activities in the aimaglevel and reporting about them to the central office.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? Page 12/19
  13. 13. IEC provides SYL´s development cooperaration coordinator Anni Vihriälä and KENKKU(Kehitysyhteistyöasiain neuvottelukunta, advisory board for development cooperation in SYLcomposed by 16 voluntary development cooperation experts from students´ unions) with annual andquarterly narrative and financial reports. The financial report form is made by SYL and it follows theMinistry of Foreign Affairs´ form for financial reporting.Development cooperation coordinator also keeps in touch with the IEC manager Odonchimeg byemail, text messages and Skype conferences. Coordinator has reported both to SYL´s board and toKENKKU. The project has been discussed in detail in KENKKU´s monthly meetings, by emails andalso in KENKKU`s Mongolia group meetings.In June Anni Vihriälä and Satu Nieminen, a member of KENKKU, visited Mongolia for two weeks inorder to monitor the project. During the monitoring trip a field trip to Arkhangai aimag was carried out.All the coordinators and librarians, the board members as well as monitoring committeerepresentatives were also met. The monitoring trip was done in cooperation with Fidida and Kepamonitoring trip. Marjukka Mankila from Kepa held a training session to managers and librarians.Johanna Arponen from Fidida participated in the monitoring of the project. See How did the local co-operation partners follow the implementation of the Project?IEC monitored the implementation of the project through keeping records of readers and trainingparticipants, collecting feedback, communicating with partner organizations and conducting someinterviews with the beneficiaries.Arkhangais manager has developed a questionnaire for training, with which a possible progress inparticipants skills can be estimated. Arkhangai´s manager shared her record keeping methods on thetrainings and library services with other workers in a workshop arranged in Ulanbatar in June.All the aimag coordinators provide the project manager with quarterly reports from the field. The projectmanager also visits the aimags regularly.The project manager reports the implemented activities and finances to the board and the monitoringcommittee. During the reporting year the monitoring committee monitored activities and financing twotimes and visited three meetings of the board.5.9 What kind of qualitative or quantitative data was collected on the advancement of the Project?. Travelling Libraries- number of borrowed books, divided by: Arkhangai Tuv Dornodfrom aimag library 1574 2004 1577from travelling library 945 1449 566 41 16 0books sent in boxes- number of new books bought: 2567, see topics in appendix 4- number of boxes purchased: None (this was done in 2007)- number, gender and age of readers: 19011 (27.7% male, 72.3.% female; 24.0% children, 72.7%people of middle age, 3.3% old people). Page 13/19
  14. 14. - topics of borrowed books: the most read materials were newspapers, literature (of them children’sliterature), materials on business and health.- soums visited: 30- kilometres TL-TCs travelled: 14039 km- number of trucks hired: 0 (IEC has its own trucks now)- perceptions of librarians on the quality and relevance of training (feedback, interviews): Excellent- number of pieces of equipment purchased: 2 separators.2. Travelling CentresA. Statistics- number of trainings/courses: 148- number of people attending to courses: 4153- proportion of women attending to courses: 83.02%- age of students: in average 35-45 years old (this is an estimation because sometimes it is difficult toget answers to this question from the beneficiaries)- number of learning material available per student: It depended on the training. In some trainingseverybody received materials, in some three to five people received one material for shared use.- trainers’ working hours: 8 - 40 hours- information of trainers (educational background, sex etc): 98 % of trainers were (except IEC’slibrarians-trainer in Arkhangai) women, all were trainers with certificates.B. Feedback-Perceptions of students on the quality and relevance of training (feedback, interviews)As before some participants wanted to receive the already written business proposals and then to try tomake changes according to the kind of business they wanted to establish. Or they asked trainers todevelop proposals instead of writing them by themselves.In Arkhangai 47 sellers/producers working at the market were satisfied with developing business planswhich actually protected them from bankruptcy because after the training they received loans. This isnot obvious for all the participants and as feedback IEC received also complaints about not being ableto use the knowledge and skills for business because of lack of money.Many people expressed the interest to organize community events, programs, but they do not knowhow to find people with the same ideas, interest, or they do not have skills. It should be the governmentstrategy to somehow support business people who provide other people with food. There were manycomplaints to tax inspectors and about tax policies.See feedback in more detail in Appendix 5.5.10 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.There were the following differences: 1. Allowance (26.28%): The real costs in budget should be 1620 Euros (90 days x 2 persons x 3 units x 3 Euros). But in the financial report form do to a wrong calculation the amount was 6300 euros. Therefore the real difference between the budget and the realised costs is 2.1%. 2. Books, subscription of newspapers (209.82%): Some of the difference between the wrong calculated budget for the travel allowance and the real right calculated budget (cost) was spent for buying books. 3. Transportation costs (145.41%): Whereas some of the difference between the wrong calculated budget for the travel allowance and the real right calculated budget (cost) was spent for transportation cost. In the summer 2009 it rained a lot, which caused many problems. TL-TCs Page 14/19
  15. 15. had to spend more on petroleum as planned, because of the very bad roads; trucks were often stuck in mud. 4. Procurement of materials and appliances. Ger (132.83%); Because of much rain TL-TCs should buy additional tarpaulin for trucks and gers. 5. Internet (72.30%): Central office could reduce the payments, because connection was interrupted so many times. 6. Telephone (49.48%): IEC made a part of its phone calls at DED office, who financed IEC before SYL.5.11 Where and how were the accounting and audit of the Project arranged?Panthere Midland Audit LLCGurvan Gal Office Centre, 4th floor-Suite 404Chinggis Khaan Avenue 614Sukhbaatar DistrictUlaanbaatarPhone: +976 11 319836, Fax: +976 11 319836email:pantheremidland@gmail.comInternet: www.pantheremidland.mn5.12 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.Johanna Arponen from Finnish Disabled People’s International Development Association (FIDIDA)conducted a monitoring mission to Mongolia in summer 2009. Monitoring trip was part of the supportiveservices FIDIDA provides to MFA. During this monitoring trip also SYL`s cooperation project wasvisited. The whole report concerning IEC can be found in appendix 6.Johanna Arponen wrote that management procedures of the cooperation project are in order meaningparties know their responsibilities, cooperation agreements and job descriptions exists. In addition shethought that, recommendations given by SYL have been taken into account meaning for instance thatthe board has strengthened its performance as proposed earlier. She pointed out that project has beenplanned in cooperation between the partners and the relationship has become more even throughoutthe years. Also both SYL and IEC have qualified human resources.About relevance Johanna Arponen concluded that:“In Mongolia many NGOs seem to be working on a broad scale and this is also the case with IEC sinceit carries out more activities than are described in the documents. The monitoring and evaluationsystem is good in the provinces but a bit heavy. The use of the libraries and peoples interest todifferent trainings is based on the local reality. The financial management of the local partner seems tobe on a solid basis. Local accountant does bookkeeping and international audit company does theproject audit.”Conclusions and recommendations in the report were:- to plan the money transfer schedule according to local needs and activities- to improve project implementation even more by making simple work plans in orderto improve the local planning and monitoring system- to systematize the work by carrying out more trainings for trainers and developingcurricula for the trainings- to systemize fundraising since this is one of the main challenges in the future althoughit was remarkable to see that the local staff as well as the board was committed tothis work. Maybe for future it is essential to plan this in a more concrete way and Page 15/19
  16. 16. maybe allocate human resources to this as well as to develop a phase out plan.5.13. How has the organization informed of the Project? Give details on the target groups, information material and distribution channels.The members of KENKKU inform about the project in their own universities. SYL also has a mailing listfor all the university students interested in development cooperation issues and information about theproject can also be found in the internet on SYL`s development cooperation webpage. In SYL`sdevelopment cooperation meetings organized for representatives of the universities the project hasalso been discussed.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)During the year 2009 the biggest problems concerning the implementation of the project wereconnected to the extreme weather conditions in Mongolia, a lot of rain during the summer andextremely cold weather during the winter. Also the rise of prices, especially of books, newspapersubscriptions and petroleum, remains a problem for the TL-TCs.Rain affected TL-TCs travel and increased costs as well as made the work of the staff of TL-TCs moredifficult. There was a need for more tarpaulin and petroleum, as the petroleum was needed for heatingand cooking also.TL-TCs also got stuck in mud often, which resulted in wasting time and overusingpetrolium. It was also difficult to find capable drivers. Also this problem was connected to the unusualweather, as the hard rain makes driving more difficult.After the heavy rain the harvest was good which made it more difficult to get people to leave their workto participate in the trainings organized by IEC, as they were cutting grass for winter for the own needand for sale.The lack of computer and Internet connection at the TL-TCs complicates the work of the staff. Internetwould be needed for reaching information and a computer for preparing information sheets, handoutsand developing curriculas.There were sometimes also problems to make people interested in some trainings, especially civiceducation, whereas at the same time some other trainings were very popular. Often the nomadsskipped the chance to participate in the trainings. However, when they heard of the trainings fromsomeone who had participated, some of them came and asked to repeat the training.For example, businesswomen who sell meat and milk products at the market in Arkhangai aimag werenot interested in the trainings in the beginning. IEC invited people many times, but sometimes theywere even cursed out or said that they do not need this training and TL-TC should not push to attractthem to the activities. TL-TC met several times with manager of the market for cooperation. Sheinfluenced the sellers to attend to trainings. When people did not come to training TL-TC broughtprojector and a big personal computer to the market and organized training directly at the market hall.TL-TC also organized a volleyball competition among women sellers of the market. During thecompetition information was given about trainings. In Mongolian culture organizing competitions is avery good way of marketing and attracting people´s attention. Page 16/19
  17. 17. 6.2 Describe the next stages of the implementation of the Project.Year 2009 was the last year of this project. In 1010 SYL and IEC have continued their co-operation bystarting a new project as continuation for this project. The aim of the new project is to further developand expand the ongoing TL-TC activities. The new project focuses especially in growing IEC’s owncapacity, in educating staff and finding independent means for funding IEC´s work.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.)A small dictionary:soum= municipalityaimagh= provincebagh= villageger= jurta Page 17/19
  18. 18. 8. Project costs and financingProject costs Approved Project Cost performance budget1. Personnel costs (Appendix 1) Salaries and related costs of the Finnish personnel 19914 19922,9 Travel and accommodation of the Finnish personnel 0 Salaries and related of the local personnel 0 Other personnel costs 0 Value of Finnish voluntary work 0Personnel costs, subtotal 19914 19922,92. Activity costs (e.g. training) (Appendix 2) Fees of hired experts 6300 1655,72 Other costs 5263 9905,76Activity costs, subtotal 11563 11561,483. Materials, procurements and investments (Appendix 3) Procurement of materials and appliances 655 831,26 Construction 0 0 Other procurements 40 40,30 Value of donated goods 0 0Materials, procurements and investments, subtotal 695 871,564. Operation and maintenance (Appendix 4) Operation costs 4971 4840,57 Maintenance costs 765 637,87Operation and maintenance, subtotal 5736 5478,445. Monitoring, evaluation, and information (Appendix 5) External services (incl. experts) 5968 6088,68 Travel and accommodation 3759 3755,56 Other costs 0 0 Information costs (max. 5 % of total project costs) 0 0Monitoring, evaluation, and information, subtotal 9727 9844,24TOTAL IMPLEMENTATION COSTS 47637,50 47678,626. Administrative costs (Appendix 6) Salaries and related costs of administrative personnel 5206 5205,67 Office costs 50 53,75 Statutory audit costs of the Finnish organisation 278 278 Fund-raising 0 0 Value of Finnish voluntary work in administration 0 0Total administrative costs 5534 5537,42TOTAL PROJECT COSTS 53169 53216,04 Administrative costs as a % of total costs (max. 10 %) 10,4 10.4 Page 18/19
  19. 19. Project financing Approved Project Cost performance Budget1. Self-financing (Appendix 7) Cash contributions 3950 3990 Voluntary work and material donations 3950 3990Total self-financing 7900 7980 Self-financing as a % of the total costs2. Project support from the Ministry for Foreign Affairs Support transferred from prior years 583,5 583,5 Support available for and used during the reporting year 44687 44652,54TOTAL FINANCING 53171 53216,049. 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 19/19