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Sam annual report_2009


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Sam annual report_2009

  1. 1. ANNUAL REPORT FOR NGO DEVELOPMENT CO-OPERATION PROJECTYEAR 2009____ PROJECT CODE___________28812601_______________1. Hankkeen perustiedot1. Basic information on the Project1.1 Name of Organisation registered in FinlandSuomen ylioppilaskuntien liitto SYL ry1.2 Name of Organisation in EnglishThe National Union of University Students in Finland (SYL)1.3 Name of Project in FinnishKYP:n ammattikoulun kehittäminen1.4 Name of Project in EnglishDeveloping KYP vocational training centre1.5 Name of Project in other relevant language-1.6 Location of Project (country, province, village/community)Zambia, Lusaka, Kanyama constituency1.7 Name of co-operation PartnerKanyama Youth Programme (KYP)1.8 Planned initiation and termination dates of the ProjectJanuary 2009- December 2011.1.9 Summary of the core idea of the Project and the key results and impacts achieved (see Project plan, 1.11.)The aim of this project is to diminish the negative effects of poverty by offering vocational training forvulnerable people in Kanyama constituency in Lusaka. The objective is to strengthen the self- Page 1/22
  2. 2. sufficiency of the people by improving their possibilities for employment, either as an employee or self-employed in small scale business.The project focuses on the following points:- Ensuring that the graduated students are better prepared to meet the requirements of current jobmarket by updating the curriculum.- Improving the studying environment by training the teachers and acquiring 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 basis.During the reporting period- Vocation skills training has been provided to 189 (see section 4.1) young people in Auto Mechanics,Auto Electricals, Catering and Hotel management and Tailoring.- A Tailoring Business plan was developed and a tailoring workshop was established and is nowrunning.- Advertisement in media and in the community has been done on KYP and its products.- The Lecturers have been offered a possibility to take part in a course on teaching methodologies.- A carpentry workshop has been designed and the machinery needed has been mounted.- Education on cross cutting issues of HIV/AIDS, abuse, gender and disability has been provided1.10 Financing summaryYear __2009________ EurosProject support not used in the previous year -(incl. not withdrawn + withdrawn unused funds)Support approved for the reporting year 45 679Total Project support available for the reporting year 45 679Total Project support used during the reporting year 45 436Funds not used, transferred to be used and reported in the following year 243(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 euro = 6775 kwachasRent of offices................................................................... K 84,737,500Students’ tuition fees......................................................... K 108,555,000Sale of membership card and contributions....................... K 160,000Other income...................................................................... K 2,819,000Fundraising Dinner Profit……………….......................... K 750,000Tailoring workshop………………………….................... K 300,000 Page 2/22
  3. 3. Workshop Grant from KEPA............................................ K 16,616,000Total finances from other sources................................................... K 213,937,5002. Co-operation Partner and co-operation procedure2.1 How did the co-operation Partner participate in the implementation of the Project? (e.g. Did they provide labour, economic resources, other assets?)KYP has been responsible for the projects implementation. KYP has provided the teaching premisesfor the project, and carried financial responsibility for all local administrative costs (includingadministrative staff), and maintenance of the campus area. KYPs own financial contribution iscomposed of course fees of students, rental incomes from campus area businesses and from a cellularnetwork tower on campus premises, organizations membership fees and contributions, and incomesfrom workshops.2.2 Were there other parties involved in the co-operation (e.g. Finnish, local or international organisations or officials)? Please describe their role and involvement in the Project.1. The Lusaka City Council (LCC)The Lusaka City Council (LCC) continued to offer technical assistance to the board and the institutionas a whole on various policy issues that affected the operation of the institute. This was done throughboard meetings which included representatives of the department of Housing and Social Services atthe Lusaka City Council and the senior social welfare officer of the department of CommunityDevelopment and Social services. The Lusaka City Council has also been instrumental in ensuring thatKYP becomes a member of Trade Schools Coordinating Committee which is hosted by the LCC. TheLCC representatives also assisted the board in organizing the Dinner dance fundraising venture whichwas held at Fair view Hotel in Lusaka (see Fundraising Dinner Profit in 1.11).2. Ministry of EducationThe Ministry of Education through Kamwala and Chibolya Basic Schools has come on board to placeuniform orders with KYP in its newly operational tailoring production workshop. The orders were placedin 2009 for the year 2010.3. Kara Counselling (Umoyo Training Centre)Kara Counselling and Training Trust through ‘Umoyo Training Centre’ continued its cooperation withKYP by sponsoring vulnerable girl child for skills training in selected courses. In the July 2009 intakeUmoyo sponsored eleven (11) girls to study at KYP, five for the programme of Tailoring and six for theprogramme of Hotel and Catering.4. Ministry of Youth, Sports and Child DevelopmentThe ministry invited KYP for meeting with other youth training providers to see what would be the bestway for the financing institutions to economically help and empower the youth. The purpose of themeetings was to find means on how to reduce the suffering and high unemployment levels amongyoung people. Plans were put in place waiting for feedback from the ministry.5. Technical Education Vocation and Entrepreneurship Training Authority (TEVETA)Representatives of TEVETA being the training authority were involved in the programme through theirroutine annual inspections. They ensured that the recommended standards of running the trainingprogram were adhered to by KYP. The institution was under graded to grade three under TEVETArating due to a number of factors which are spelled out in the TEVETA inspection report for 2009 (see Page 3/22
  4. 4. points made in 5.6). TEVETA has also promised to organize a training for trainers on business in KYP.This has been planned to take place in the beginning of 2010.6. Examination Council of Zambia (ECZ)KYP is a registered examining centre under Examination Council of Zambia (ECZ). The ECZ is one ofthe examining authorities in the country. ECZ examined KYP students as an authorised examinationbody. They provided independent qualified trade testers to conduct examinations at KYP´s two trainingcentres.7. MTN ZambiaMTN Zambia as a mobile service provider has continued to support KYP through paying rent of thespace for their mast.8. KEPA ZambiaKEPA Zambia supported KYP with providing training for the board on management and financialissues with the help of a hired consultant. KEPA Zambia also supported financially the process ofmaking the strategic plan for KYP for the years 2009-2014. The workshop was conducted in August byindependent consultants and the duration was three days.3. Sustainability of the Project3.1 How did predictable or unprecedented external factors affect the implementation of the Project? (economic, social, environmental or cultural factors)Economic Factors The financial crisis had serious negative impacts on the general running of the education as the guardians of students could not afford to generate tuition fees for their children. This complicated KYP operations. The damaged electricity transformers at Kafue Gorge which is the main source of electricity in Lusaka resulted to increased power outages, which negatively affected practical in the computer and catering labs.Social factors Members of the general public have established backyard training programs in courses such as Tailoring and Designing as to cushion the high levels of unemployment. They have no consideration of the minimum standards of providing such training. This social aspect is negatively affecting the enrolment for Tailoring and Designing. The lack of electricity at community campus also affected the improvement of training programs. The name of the institution (Kanyama Youth Programme) is associated with its compound of low living standards and the fact that the area is known for its crime and promiscuity sometimes inhibits young people who want to be students in KYP. However, KYP aims to improve the Kanyama-image by offering quality education, and is doing an important job in improving the area´s image in general. Being located in this area also makes it easier for KYP to reach the focal beneficiaries and include the community in its activities.Environmental factors The sanity of our front area is not too impressive due to the displaced marketers who have resorted to trade in front of KYP. This affected the cleanliness of the outside environment of the training centre. This to some extent led to the under grading of the institution as spotted in the TEVETA inspection report. Recently the marketers have moved away from the gate and the front area of the school but still stay in the surrounding areas.Political Factors Page 4/22
  5. 5. The coming to power of the new Republican President had an uncertainty wind of change of policies, for instance TEVETA will soon assume the role to conduct trade test examinations, something that was carried out before by Examination Council of Zambia- ECZ. This might affect the traditional period of conducting examinations. Media and NGO bills had to be proposed and passed onto Parliament for approval. KYP will have to re-register with the Registrar of Society as an NGO and accredit itself as an examination centre with TEVET if the law passes.3.2 How has the local government, local organisation or the beneficiaries themselves taken responsibility for the economic sustainability and continuation of the Project?Local GovernmentIt was not possible for KYP to access assistance from the community development funds of the localgovernment as priority went to health, water and sanitation, including creating drainage systems toavert the floods that hit Kanyama constituency every rain season.Local Organisation (KYP)KYP intensified creating rapport with the local organizations in broadening an enabling businessatmosphere that would see them offer their technical and financial assistance. This is in the effort ofmeeting direct operation cost especially from rentals. In other words KYP has approached localorganizations in order to network with local partners.BeneficiariesThe former students contemplated on coming up with a club through which they could gathercontributions and donate to the centre in appreciation of the training they have gotten that has enabledthem to sustain themselves either through formal or informal employment. The club has as one of itsprimary aims to share information on how they can assist in improving the training standard of KYP.Local actors’ responsibility to the projectThe LCC through their representative (Chief community Development officer) from the department ofHousing and social services have provided technical assistance to the board and management onmanagement and policy matters. The area Councillor and Member of Parliament have not beenparticularly supportive of the project.4. Beneficiaries4.1 Who were the direct beneficiaries of the Project, and how many were there?Students of KYP Technical InstituteDuring 2009 students from January 2008 and July 2008 intake graduated (see table in 5.6). Totalnumber of graduated students in 2009 was 125 (Hotel and catering 47, Tailoring and Design 18, AutoMechanics 42, Auto Electrical 18). This is an 9,6 percent growth from the year 2008 when 114 studentsgraduated.In addition, 73 students (41 female and 32 male) started their studies in January 2009 and 48 students(31 female and 17 male) started in July 2009. With the 68 students (36 female and 32 male) from July2008 intake, total of 189 students (108 female and 81 male) participated in KYP’s training programsduring 2009. See summary below for distribution according to gender. In 2008 the total number ofstudents participating in KYP´s programmes was 183. Page 5/22
  6. 6. Distribution of students according to coursesName of Course July 2008 to Jan 2009 to Jan July 2009 to July 2009 2010 Intake July 2010 Intake Intake Male Female Male Female Male Female TotalAuto Mechanics 21 0 20 01 3 0 45Auto Electrical 09 0 09 01 14 0 33Hotel and 02 28 3 27 0 14 74CateringTailoring and 0 08 0 12 0 17 37Designing 32 36 32 41 17 31Total accordingto genderTotal 68 73 48 189KYP as an organizationKYP benefited from the project through the funding which assisted the programme to improve itstraining standards at both centres. This was through provision of training materials and equipments.KYP made it a point to provide the requirements for the teaching practicals.Staff and Teachers of the Institute and the Board of trusteesFour lectures and two administrative staff members also benefited from the project. This was throughthe financing of the salaries and related expenses. Some lecturers also benefited training.KYP’s 10 board members and 15 other employees also benefited from the project by way of gainingexperience in policy formulation.4.2 Who were the indirect beneficiaries of the Project?Ministry of Youth, Sport and Child Development benefited indirectly by interacting with the trainees andother young people using KYP facilities. They were able to collect baseline data on issues affectingyoung people and how best to address them in Zambia.Ministry of Science and Technology also benefited indirectly by implementing government policiesthrough grants in infrastructure development.KYP members benefited from the programme for it contributed towards meeting the goals andobjectives of the organisation, ‘which is to equip youths from their respective communities with skills onvocational training and entrepreneurship’.Students’ families have benefited from the project through increased earning potential of their familymembers and possible future trickle-down earnings.Both the employers of the industrial attachments and future potential employers benefited from trainedworkforce during their internship and after their graduation.Other indirect beneficiaries were community groups (like drama and other art groups) operating atKYP’s premises. Page 6/22
  7. 7. If the project support granted was less than 20.000 €, please answer the following question:4.3 How did the beneficiaries participate in the Project?-If the project support granted was 20.000 € or more, please answer the following question:4.4 Please specify the way in which each group of beneficiaries participated in the Project.Students of KYP Technical InstituteStudents gave feedback on how training would be improved at the two training centres through thesuggestion boxes and they had ten meetings with the Training manager. They participated inpreventive maintenance and cleaning of the training centres. The students had the responsibility toensure that they paid tuition fees, though not all of them have been able to pay them in full.The good enrolment rate in the year brought about KYP achieving its objectives to providing training.Students through appointed representatives participated in Action Planning for the project. They gavefeedback on what should be done to ensure that quality training and other services are offered to thetarget group. The commitment is verified through class reports, registers and minutes of the meetings.KYP as an organisationKYP’s tasks and responsibilities in this project involved:The role of KYP was to implement the decisions arrived at by the board and the partners in thestrategic plan of the work plan by monitoring and evaluating the project. KYP followed project progressagainst the planned tasks, enhanced accountability and transparency on the use of project resources.KYP enforced positive plans and remedied those that did not perform well. KYP assessed objectivelyand systematically the ongoing and completed projects. KYP outlined the relevance of the project tothe beneficiaries.KYP identified and recruited the target group, appraised and supervised trainers during the project,ensured that high quality training standards where maintained, ensured that work plans weredeveloped at every level and that there was total commitment in implementation and ensured thatthere was full participation of all parties in the planning and implementation of the programme. Theinstitute also ensured that training materials where procured and were adequate to facilitate accurateacquisition of skills by students.Teachers of the InstituteTeachers actively participated in the planning by providing complete schemes of work for all theintakes. They ensured that all educational principles and documentation were put in place for effectivedelivery of training. Teachers provided adequate training both in practical lessons and theory.Teachers suggested best practices in the management of training.Board of TrusteesThe board was responsible for setting policies and ensuring that there was effectiveness and efficiencyin the management of the project. The commitment of the board was measured through minutes oftheir monitoring and development meetings. They worked vigorously to enhance communityparticipation; also the lessons learnt improved their decision making and future project planning. Page 7/22
  8. 8. Implementing staffMembers’ of staff were given a chance to participate in the planning of the programme. They were alsogiven a chance to make submissions to management on future plans and effective ways of improvingthe effectiveness of the project.5. Project objective, implementation and monitoringOBJECTIVE5.1 Has the objective(s) of the Project remained the same as in the original Project plan? If they have changed, please describe how.The objectives of the project have remained the same. The long-term development objective of theproject is that the negative effects of poverty are dimished. The direct objective of the project is toenhance the possibility of employment to 450 young people, especially women, from compounds ofLusaka through updated and improved vocational and entrepreneurship training.IMPLEMENTATION5.2 Have the objectives of the Project been implemented by the activities as mentioned in the Action Plan? If the activities are different from the original plan, please state the reason for the change and the nature of the current plan of action. Has the Project proceeded according to the original timetable?During 2009 all the core activities were carried out as planned. Some hindrances were anyhowpresented because of staff problems. The lack of Training Manager for the first half of the year and theillnesses of the Director had some affect on the development of the project but fortunately were unableto affect the most essential activities that were implemented according to the plan.1. Graduated students are better prepared to meet the needs of the current job market The updating of the curriculum done by the training manager with the help of teachers is acontinuous process because the syllabus keeps changing to address the requirements of the trainingauthority. TEVETA is now in charge of setting all national examination for vocation skills training; thismeans that there will be changes in syllabus in some of the courses. KYP has successfully organized 8 trade-level courses during the reporting year in:o Tailoringo Hotel & cateringo Auto mechanicso Auto electrical Company visits for all four courses have been organized. Computer lessons have been organized for the students. However this task mainly depends onthe Finnish etvo voluntary workers and since during the reporting year there was only one etvovolunteer for six months, the classes were not organized throughout the year. During the absence ofthe etvo students had the possibility to use the computers in KYP under the supervision of theaccountant. Students compensated some of the lacking lessons with the etvo volunteer during theirholidays. Special courses on modern clothing in tailoring to improve necessary skills is planned to beorganized in 2010. Page 8/22
  9. 9. The training on electronic vehicles in both of the auto courses shall be incorporated in 2010.This teaching was not started yet in 2009 because KYP was still using the old syllabus according to thegrade that KYP was providing during the reporting year. New tools and equipment has been bought, in addition to the normal tool purchases also arunning engine for Auto Mechanics and a bus body for Auto Electricals have been bought in order toimprove the practical lessons. Materials, tools and equipment have been acquired for the establishingof the tailoring workshop. An inventory was carried out and lockable lockers devised for thesafekeeping of the tools. At Kanyama kampus all the 24 sewing machines were serviced to make surethe delivery of quality education at both training centres.2. KYP’s studying environment has improved During the reporting year 24 books were purchased instead of the planned 50 books per year.The books were bought to the following courses: Automotive Mechanics: 7, Auto Electricals: 5, Hoteland Catering: 7, Tailoring and Design 5. The documentation of the training centre on internal evaluation has been improved andmaintained. The monthly salaries of the teachers have been increased from K 715 000 in 2008 to K 75 6540in 2009. Training manager has met with the teachers in order to offer them support in their work. Teachers have participated in planning the course curriculum. The procurement of the teachingmaterial was also done with the full participation of the respective lecturers who identified the booksand submitted their needs to the training manager and the KYP’s procurement committee for approval.Materials were procured based on the specifications of the lecturers and the syllabus’ cutting list. Tailoring and designing lecturer Mrs. Royce Banda was sponsored to attend a PsychosocialCounselling and Conflict Management training at the Lusaka Peace Centre for two weeks. Hotel andcatering lecturer Mr. Lucky Kapambwe went to Luanshya Technical and Vocational Training to studyRecords Management and teaching methodologies during the recession period. Practicals have been held in all the four courses twice a week. An inventory was carried out by the training manager and lockable lockers devised for thesafekeeping of the tools.3. Graduated students have the knowhow to start their own small scale business. During the reporting year the entrepreneurship skills training for the students was provided bythe Marketing & Information Manager. In partnership with TEVETA that will provide the trainers, acompulsory Entrepreneurship training will be held on the third week of January 2010, where all thelecturers will undergo the training as trainers of trainers (TOTs) meaning they will transfer thatknowledge to their students for years to come. During the reporting year the Marketing and Information Manager integrated subject specificentrepreneurship skills training to all courses. This will be done by the lecturers in 2010. A tailoring workshop has been established at the end of 2009 and a tailor has been hired towork there. The first orders have been received from educational institutions (school uniforms). Holding part of the tailoring course in the tailoring workshop premises to teach market specificdesigns, marketing and running of own business shall be done in the second quarter of 2010. KYP´s own restaurant venture has been rented out for the year 2009. In 2010 the board willreconsider whether the renting out shall be continued or whether KYP shall start to run the businessagain by themselves. Marketing and Information Manager has organized small business lectures - writing businessplans, acquiring micro loans and basic accounting - once a month for every course.4. KYP’s financial and administrative base is sustainable A student work based tailoring workshop has been started and a tailor has been recruited. The restaurant work has not been developed since the restaurant has been rented out in 2009.The new committee of the board on Projects and Entrepreneurship needs to adopt a new businessplan for the restaurant before KYP can resume operation. A draft human resources policy has been developed during the reporting year and it shall besigned by the new board in 2010. Page 9/22
  10. 10. Training the current board on management and financial issues was done in 2009 by aconsultant with the financial support of Kepa Zambia. KYP has continued to build its image and reputation amongst young people and localcompanies by posters and flyers that were put around compounds of Lusaka, invitation letters thatwere sent to churches and other community groups and 144 slots of adverts that were broadcasted.Also two interviews were held with hone FM radio which is run by Everlyn Hone College of applied art.This was possible because both institutions share the common denominator of imparting knowledge.The series helped in increasing awareness about KYP activities. Radio listeners were given a chanceto send Short Message Questions by phone to ask more information or comment about the institute. In the strategic planning for KYP the theme of broadening the financial basis and KYP´ssustainability was touched. This shall be worked with again with the mid-term review that shall becarried out in the first half a year of 2010. A workshop was organized on HIV/AIDS with the help of the etvo volunteer. A space was provided to community drama groups for supporting their educative drama showson HIV/AIDS. KYP worked with the local groups which include: Kandodo memorial theatre, andKanyama Arts Centre to address cross cutting issues. The activities were conducted throughcommunity sensitisation programme using drama, workshops and public address systems. Theawareness raising was based on HIV/AIDS, substance use, gender based violence, disability issues.The community was therefore sensitised on the activities and objectives of KYP.Visiting LecturersVisiting Lecturers were invited to cover specific sessions. The Visiting lecturers complimented effortsof the Resident lecturers to impart practical technical skills to students. Below are the names of thevisiting lectures and the courses they were attached to;Auto-mechanicsMr. John T. Kalenje, more than 20 years experience in Automotive Mechanics. Worked as Mechanicfor Contract Haurage which was Zambia’s biggest Transportation Parastatal.Auto-electricalMr. Geshom Lupenga-, holds a craft certificate in Automotive Electrical and works as Auto-electricianat Zambia National Service.Hotel and CateringMs. Mumbe Nalumbe – worked for Fairview Hotel and Hotel and Tourism Training Institute as FoodProduction Specialist. She runs her own Hotel and Catering service business.Tailoring and DesigningMr. Justine Kabwe holder of Diploma in Tailoring and Designing. Specialized in Men’s garments andexperienced in training.Educational VisitsStudents visited industries within Lusaka to have a feel of the industry. During the educational visitsthey were privileged to interact with management and operational staff in their respective professions.Visits were conducted to the following Institutions:Hotel and Catering • Longacres Lodge • Chrismar HotelAuto-Mechanic • Toyota Zambia • Auto worldAuto-Electrical • Duly Motors Page 10/22
  11. 11. • Ford motorsTailoring and Designing • Lusaka City Clothing Factory • Zambia National Service Clothing FactoryIndustrial AttachmentsTable 02: below shows the distribution of students on attachmentName of Course Number of Students for Name of Institution 2009 Jan intake Male FemaleTailoring& 0 4 • Lusaka Clothing FactoryDesigning 0 4 • City Marketing Tailoring shops 0 4 • ZNS factoryAutomotive 3 0 • Zambia Army GarageMechanics 4 0 • MHA Motors 3 0 • Mawaso Motors 2 1 • Zambia Police Garage 8 0 • Heavy Industrial Area garagesHotel and Catering 1 5 • Pre-cem 0 6 • Gonde Lodge 2 4 • Sambalayas Lodge 0 4 • Lilayi Lodge 0 3 • Ndeke Hotel •Auto-Electrical • Heavy Industrial Garages 9 1Graduation CeremonyThe 2009 graduation ceremony was held at KYP city campus. The graduation was graced by theDirector of Standards from TEVETA on behalf of the Permanent Secretary in the ministry of Scienceand Technology. The ceremony helped the institution advertise its services to the general public for itwas captured by the print and electronic media.Repainting of BuildingsThe Auto mechanics class room was renovated and painted within the reporting period.Renovation of class rooms and workshopsRenovations were done on the auto mechanics lecture room and to the toilet facilities at bothcampuses. Some works were extended to the leaking roofs of the classrooms.Conducting of Annual General Meeting, Annual Review Meeting and development of the 2009-2014 strategic planThe annual general meeting will be held in January 2010. During the reporting year an annual reviewworkshop was held in April 2009 at KYP city campus. Members of the Community, Board Members,Students, Teachers and Management participated in the review programme. The review enabledmanagement to plan, discuss the budget and highlight the strengths and weaknesses exhibited in the Page 11/22
  12. 12. year 2008. The annual review was also an opportunity for various stakeholders to participate in theplanning process of the training centre.The institution also embarked on the formation of the 2009 – 2014 strategic plans. The process wasconducted by the independent consultants. KEPA Zambia financed the process. This was donethrough a three days workshop which was held at Sambalayas lodge in Chibombo district.If the project support granted was less than 20.000 €, please answer the following question:5.3 Please estimate how and how successfully the objectives of the Project have been achieved from the beginning of the Project and during the reporting year.-If the project support granted was 20.000 € or more, please answer the following question:5.4 Please describe the results that have been achieved since the beginning of the Project and during the reporting year.All together 189 students were trained in KYP during the year 2009 (including all the three intakes).1. Graduated students are better prepared to meet the needs of the prevailing job market(potential employers and customers)- The curriculum has been updated by the Training Manager and the lecturers in order to meet with therequirements set by TEVETA. The training centre has been receiving positive feedback from theplaces of attachment. This means that the quality of training is compatible to the set up modern labourmarket.- Getting employed in Zambia in the formal sector is quiet difficult. However, most of KYP´s studentshave been able to get employment after proving their individual competencies during IndustrialAttachments. The table below shows a comparison of 2008 and 2009 intakes on how the studentshave been employed in the formal sector. Of course many of the students have formed smaller groupsand are working for themselves.Hotel and Catering Jan 2008 Hotel and Catering July 2008 - 200909 out of 19 students got employed 19 out of 30 employedAutomotive Mechanics Jan 08 Auto Mechanics July 20087 out of 25 employed 11 out 21 employedAuto electrical Jan 2008 Auto electrical July 20083 out of 9 4 out 9 employedTailoring and Design Jan 2008 tailoring and Designing July 084 out of 10 3 out 8 employed- The students who underwent training at KYP were able to interact with the computers and handlebusiness plans effectively because of the computer courses and entrepreneurship training they wereoffered. KYP has established a well equipped computer room with the support of SYL. Page 12/22
  13. 13. 2. KYP’s studying environment has improved- The achievement of the highest level (grade 1) of TEVETA seems to be too ambitious whenconsidering the resources that KYP has. During 2009 KYP has been downgraded from level 2 to level3. The requirements of TEVETA have become stricter and 75 institutions were dropped out from level1 in 2009. So despite the many training challenges faced by training providers, KYP still remained as atraining institute trailing at grade three because it thrived to provide its best in material, equipment andquality teachers within the resources available.- Commitment of all lecturers has been improved by recruiting the new Training Manager who holdsmeetings with the lecturers twice a month and by training the lecturers in methodological skills.- Materials, tools and equipment have been bought for all the courses in 2009. This has made itpossible to organize practical lessons twice a week in all the courses.- 24 books have been bought for the courses in 2009.-During the reporting year it has been impossible to establish a properly working internet connection inthe computer class.- With the marketing of KYP the number of student application forms sent has increased.3. Graduated students have the knowhow to start their own small scale business- All teachers will have the knowledge and ability to integrate entrepreneurship training in their subjectsduring the year 2010.-The tailoring workshop has been established during the reporting year and its function is to contributeto KYP´s sustainability and to deepening the entrepreneurship skills of the tailoring and designstudents.-All the courses have been taught about micro credit options and requirements needed to get one.4. KYP’s financial and administrative base is sustainable- The successful establishment of the Tailoring Production unit exhibits the prudent use of resources inthe project that hinge on sustainability. The board is currently working on the business plan for therestaurant workshop.- There has been an increase in training staff motivation due to remuneration awards and broaderparticipation in the project which hatches an element of belonging. Current employees´ motivation hasbeen increased with the meetings with the Training Manager (twice a month) and the Director(planning and monitoring meetings once a month) and with the trainings in methodological skills.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: Page 13/22
  14. 14. 5.6 Describe the implementation and monitoring procedure of the Project and the responsibility of each party therein. SYL Board of trustees TEVETA Executive Coordinator Marketing and Accountant Training Manager Information Part time Marketing Business In house Lecturers Visiting Lecturers assistants Counsellor (1) (6) (2) Cashier (1) StudentsImplementation and Monitoring Procedure of the ProjectThe project is owned by the community who in trust powers into a board of trustees who aredemocratically elected. The board of trustees develops policies based on the goals and mission of KYPand employs management to develop implementation plan for the attainment of policy objectives.ManagementIn this project, management has been responsible for planning, organizing, leading and controlling theoperations of the project. Management has been able to hire implementing staff and ensure thatactivities were implemented in accordance to the conditions set in project plan between SYL and theMinistry of Foreign Affairs of Finland. Management is led by the Executive Coordinator and in additionto the Executive Coordinator it is composed of the Training Manager and the Marketing andInformation Manager.Implementing staff (lower management)The implementing staff ensured that activities were implemented in accordance with the objectives ofthe institution. They were involved in the actual delivery of training and other services to thecommunity. The employees report to the management.Auxiliary staffThe auxiliary staff performed duties as assigned by senior managers and other senior members ofstaff. Their main responsibility was to protect property and also work to create conducive learningenvironment for the youth programme.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 14/22
  15. 15. The official monitoring is carried out by quarterly and annual reports which include the narrative reportand the financial report. In SYL the monitoring is done by the Project Coordinator and SYL`s advisoryboard of development cooperation (KENKKU). KENKKU consists of 15 voluntary members of differentstudent unions and it has meetings every month. A great part of KENKKU`s work is also done byemails through which the members discuss issues related to the project. Within KENKKU there is alsoa smaller group of people forming the Zambia group that follows especially KYP-SYL project. Thegroup has its own meetings in addition to KENKKU meetings. The project coordinator reports toSYL board about the project.During the year 2009 the monitoring has also been done by regular contacts via emails and phonecalls with KYP employees when needed. Kepa Zambia office´s Saara Kalaluka has also helped in themonitoring by conducting visits to KYP and by emails.In September 2009 a two-week monitoring visit was implemented by SYL´s Project Coordinator AnniVihriälä and a member of KENKKU Minttu Naarminen. During the visit they had meetings with KYPboard, management, teachers and students. They also participated together with KYP staff in KEPA´sexit seminar where Finnish and Zambian NGO representatives were trained and connected with eachother.5.8 How did the local co-operation partners follow the implementation of the Project?KYP did the following exercises to monitor the implementation of the project: • Monthly reporting system was developed to monitor the progress of the project. All lecturers submitted in progress reports to the training manager at the end of each month. The data obtained helped in the development of quarterly and annual reports to SYL. • The meetings with the student’s representative were a conduit pipe for information about the training they were getting from their various lecturers. • Field visits were made to the other campus for tailoring. • Direct observation by responsible supervisors was also used. • A follow-up questionnaire that was used to follow-up students. • Student assessment reports from attachment institutions gave adequate information on the progress of the project. • Monthly quality assurance meetings were held as suggested by the Marketing Department to monitor the quality of training. • Information from the suggestion boxes, where the students have had the possibility to give written feedback, was gathered. • Focus group discussions were held with the beneficiaries.5.9 What kind of qualitative or quantitative data was collected on the advancement of the Project?KYP has gathered information and data related to the objectives of the Project:1. Graduated students are better prepared to meet the needs of the prevailing job market(potential employers and customers) • Annual follow-up of graduated students and their employment situation was done by the Training Manager and the statistic was compared with the results from past years. • The Training Manager had an annual curriculum planning meeting with teachers. • The Training Manager and teachers have gathered up monthly to discuss about the progress of the students, courses they are teaching, material needs of the courses and the motivation of teachers. Page 15/22
  16. 16. 2. KYP’s studying environment has improved • Students have given written feed-back during and after courses, which teachers have then analyzed. • ECZ (Examination Council of Zambia) has organized and graded exams and collected the information on results. • The development of the amount of students, distribution of gender and students’ grades has been monitored by the Marketing & Information Manager. • The motivation and commitment of teachers has been monitored by the Executive Coordinator and Training Manager by conducting confidential discussions within the work community and with the consistency of teachers. • The development of KYP was monitored through TEVETA’s yearly inspections. • The Training Manager is in charge of monitoring the teaching materials, equipment and tools and keeps a full-out inventory list of them and updates the list regularly. 3. Graduated students have the knowhow to start their own small scale business • An annual follow-up of graduated students and their employment situation was done by the Training Manager and Marketing & Information manager and included information of the amount of graduated students who have started their own business and about their experiences. Employers of industrial attachments were asked to fill in an evaluation form on the skills of trainees. The results were analysed by the Training Manager. Teachers and the students have reported verbally and in writing to the Training Manager about the quality of industrial attachment places and how easy it was to get one. 4. KYP’s financial and administrative base is sustainable • Tenants’ capability to pay rents and frequency of payment was monitored by the cashier. • Annual follow-up of tailoring workshop was done by the Marketing & Information Manager. • The qualitative development of businesses was monitored by the Marketing & Information Manager through confidential discussions with employees and student trainees’ feedback. • TEVETA inspection report was monitored by the Executive Manager. Table 1: A comparison of distribution of grades of the January 2008 and the July 2008 intakes. Distribution of Grades of January 2008 and July 2008 intakes: Hotel and catering 35 30Number of students 25 20 January 2008 15 July 2008 10 5 0 it l n y it st ta ed er io or Pa To ct M ct Cr tin fa tis s Di Sa Grades Page 16/22
  17. 17. Distribution of Grades of January 2008 and July 2008 intakes: Tailoring and Designing 12 10Number of Students 8 January 2008 6 July 2008 4 2 0 it l n y it st ta ed er io or Pa To ct M ct Cr tin fa tis s Di Sa Grades Distribution of Grades of January 2008 and July 2008 intakes: Automechanics 25 20 Number of Students 15 January 2008 July 2008 10 5 0 it l n y it st ta ed er io or Pa To ct M ct Cr tin fa tis s Di Sa Grades Page 17/22
  18. 18. Distribution of Grades of January 2008 and July 2008 intakes: Auto Electrical 20 18 16 Number of Students 14 12 January 2008 10 July 2008 8 6 4 2 0 it l n y it st ta ed er io or Pa To ct M ct Cr tin fa tis s Di Sa Grades 2009Name of Tenant b/f Annual Charge Payments BalanceAgriphase Ltd 1,796,000 4,964,400 4,200,000 2,560,400Enteruro 5,160,000 1,840,000 3,320,000Ambuya Restaurant 650,000 7,800,000 6, 800,000 1,650,000P M Centre 6,357,000 7,142,800 10,000,000 3,499,800Hadac Construction 6,084,000 10,584,000 14,350,000 2,318,000Binmuta Investments 1,950,000 1,950,000 -Bangala Distributors 5,616,000 6,116,000 (500,000)Sapaka Enterprise 2,320,000 4,320,000 2,400,000 4,240,000Ohms Enterprise 8,135,600 7,528,800 6,550,000 9,114,400Bennitauni (1,200,000) 4,800,000 500,000 3,100,000D K Machines 1,750,000 2,400,000 600,000 3,550,000MTN Zambia (450,000) 14,400,000 13,950,000 -African Humanitarian Action - 2,400,000 2,400,000 -FANGOM (1,492,920) 3,247,600 3,041,500 (1,286,820)Godnam Printing 6,600,000 5,100,000 1,500,000Alkens agencies 4,950,000 2,650,000 2,300,000Mainza Motors 3,000,000 2,290,000 710,000 84,737,500Totals 23,949,680 96,863,600 52,081,720 36,075,780 Page 18/22
  19. 19. 5.10 How has the Project budget been realised? If the realised costs in one or more of the budget sections differ by 15 % from the planned costs, please explain here.The training manager was absent for the first half of the year. The costs saved for the personnel costswere redirected to procurement of materials and maintenance costs (servicing computers). Materialswere acquired mostly for establishing the tailoring workshop. This change has been agreed with theMinistry.5.11 Where and how were the accounting and audit of the Project arranged?The accounting and auditing are done at City Campus. KJK Tembo and Associates have beenengaged to do the audit again this year. The KYP Board sat to analyze the accounts and compare withthe conditions and KYP’s Finance and Accounting Policies and the board officially engaged theauditors. However this has to change in 2009. A new auditing firm will be engaged after the AnnualGeneral Meeting.5.12 Has the organisation carried out an evaluation of the Project during the reporting year? If so, please state here the findings in brief. Please also attach the evaluation report.Yes, the organization did an internal evaluation as per routine. About 95% of the students were happyto have studied at KYP and they felt that the training programme met their needs. About 60% of thestudents felt that the tools and equipments used by the institute were not up to date compared to thechanging technological trends of the labour market. The students also felt the teaching staff wascommitted enough though the relationship between management and students should bestrengthened.5.13. How has the organization informed of the Project? Give details on the target groups, information material and distribution channels.It is the responsibility of the members of KENKKKU to inform about the project in their own universities.SYL also has a mailing list for all the university students interested in development cooperation issues,the mailing list contains information about SYL´s development co-operation projects among otherdevelopment related issues. Information about the project can also be found in the internet on SYL`sdevelopment cooperation webpage.6. Lessons learned and the continuation of the Project6.1 Describe the nature of problems encountered during the Project and the attempts to solve them. (e.g. in reaching the beneficiaries, working to keep to the timetable and other risks not included in 3.7) • The high cost of teaching materials Prices of commodities in Zambia have been increasing. This situation made it difficult for the institution to plan for the purchase of adequate training materials. However efforts were made to subsidise the training costs using income from the rentals. • Limited resources to function at full capacity Page 19/22
  20. 20. The SYL funding caters for 4 Training Staff and 2 Managers totalling to 6 members of staff. KYP in total has about 21 members of staff. Based on the poor response in payment of rental fees by our tenants and the low value of tuition fees, the Institution has faced a number of problems to operate at full capacity. • Failure to re-electrify Kanyama Centre Despite management making efforts to pay electricity bills, both centres have suffered high debts from the bills which were not paid before the year 2001. Therefore, looking at the limited income the Institution earns, it has been difficult to solve the electricity problem in Kanyama. Hence learning has been affected steadily • Transport The Training centre spends a lot of money hiring transport to do activities. After a series of meetings we feel that the Institute should work on acquiring Institutional Transport for its smooth operations and image building.6.2 Describe the next stages of the implementation of the Project.As KYP main function is to provide training through 1-year vocational programmes, the day-to-dayactivities will continue in a similar manner as in 2009. Possible changes in the project plan will bestrongly influenced by the recommendations gained from the mid-term evaluation conducted in 2010.The mid-term review shall concentrate on evaluating the project´s development since the beginning(2003). The review should also give some ideas on the sustainability of KYP.However, special attention will be given to the implementation of the following issues:Quality of the trainingMore effort shall be made to ensure that the standards increase. The institution is looking at enhancingmore student guardian or sponsor participation in the planning and implementation of the project. Thisshall be done by facilitating the formation of a Guardian –Sponsor Committee that would enable abetter relationship between guardians and sponsors. The sponsors shall understand the importance ofpaying tuition fees on time and helping the institute generate more resources for practical training.The Institute will also convert one room to a library and stock it with up to date books and materials.More materials shall be acquired to the computer lab to facilitate the establishment of an electronicLibrary.SustainabilityKYP shall have more focus on possible options to ensure sustainability of the training programmes inthe year 2010. Modular short term training programmes that have smaller material costs will beestablished to raise income for the long term technical training programmes. More offices of betterstandard will be built in order to gain rental income. The carpentry workshop and school restaurant willalso support KYPs own financial sustainability.7. Free-form description of the Project and its operation(optional: if the other questions in this form are not suitable or sufficient to describe theProject, please use this space to give additional information.) Page 20/22
  21. 21. 8. Project costs and financingProject costs Approved Cost performance Project budget1. Personnel costs (Appendix 1) Salaries and related costs of the Finnish personnel - - Travel and accommodation of the Finnish personnel - - Salaries and related of the local personnel 3510 3631,02 Other personnel costs 310 125,18 Value of Finnish voluntary work - -Personnel costs, subtotal 3820 3756,202. Activity costs (e.g. training) (Appendix 2) Fees of hired experts 10406 8801 Other costs 9978 12377Activity costs, subtotal 20384 211783. Materials, procurements and investments (Appendix 3) Procurement of materials and appliances 8202 6902 Construction 0 967 Other procurements 3228 2288 Value of donated goods - -Materials, procurements and investments, subtotal 11430 101574. Operation and maintenance (Appendix 4) Operation costs 1100 1252 Maintenance costs 550 1720,48Operation and maintenance, subtotal 1650 2972,485. Monitoring, evaluation, and information (Appendix 5) External services (incl. experts) 2030 1284 Travel and accommodation 5456 4281,41 Other costs 1596 2518,2 Information costs (max. 5 % of total project costs) 2000 2000Monitoring, evaluation, and information, subtotal 11082 10083,61TOTAL IMPLEMENTATION COSTS 48366 481476. Administrative costs (Appendix 6) Salaries and related costs of administrative personnel 5100 5305,56 Office costs 15 47 Statutory audit costs of the Finnish organisation 260 0 Fund-raising - - Value of Finnish voluntary work in administration - -Total administrative costs 5375 5352,56TOTAL PROJECT COSTS 53741 53500 Administrative costs as a % of total costs (max. 10 %) 10 % 10 % Page 21/22
  22. 22. Project financing Approved Project Cost performance Budget1. Self-financing (Appendix 7) Cash contributions 4032 4032 Voluntary work and material donations 4030 4032Total self-financing Self-financing as a % of the total costs 8062 80642. Project support from the Ministry for Foreign Affairs Support transferred from prior years - - Support available for and used during the reporting year 45679 45436TOTAL FINANCING 53741 535009. 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 22/22