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Sam report 2006


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Sam report 2006

  1. 1. ANNUAL REPORT FOR NGO DEVELOPMENT CO-OPERATION PROJECTYEAR 2006 ____ PROJECT CODE__28812601_______________________1. Hankkeen perustiedot1. Basic information on the Project1.1 Name of Organisation registered in FinlandSuomen ylioppilaskuntien liitto SYL ry1.2 Name of Organisation in EnglishNational union of students in Finland1.3 Name of Project in FinnishAmmatti- ja yrittäjyyskoulutuksella paremmat työllistymismahdollisuudet Lusakan nuorille1.4 Name of Project in EnglishVocational and entrepreneurial education: increasing employment possibilities of young people in Lusaka1.5 Name of Project in other relevant language1.6 Location of Project (country, province, village/community)Lusaka, Sambia1.7 Name of co-operation PartnerKanyama Youth Programme Trust (KYPT)1.8 Planned initiation and termination dates of the ProjectJanuary 2006 – December 20081.9 Summary of the core idea of the Project and the key results and impacts achieved (see Project plan, 1.11.)The aim of this project is to diminish the negative effects of poverty by offering vocational training forvulnerable people in Kanyama constituency in Lusaka. This would strengthen the self-sufficiency of thepeople by improving their possibilities for employment, either as an employee or self-employed in smallscale business.The project’s second stage is focusing on improving and further developing the operations of the KYPTTechnical Institution. The objectives/results and activities to reach those are: - Quality of education o means and materials for teaching have been acquired o staff have been trained o teaching premises have been renovated Page 1/13
  2. 2. - Image and reputation o marketing strategy has been completed o Marketing and Information Manager has been employed o Internet pages have been designed - Improvement of KYPT as an organisation o income generating activities have been surveyed o KYPT is able to finance administrative activities1.10 Financing summaryYear ____2006______ EurosProject support not used in the previous year(incl. not withdrawn + withdrawn unused funds)Support approved for the reporting year 39651Total Project support available for the reporting year 39651Total Project support used during the reporting year 39 077,00Funds not used, transferred to be used and reported in the following year 574,00(incl. not withdrawn + withdrawn unused funds)1.11 Other financing of the Project during the reporting year, if any. Please state here the amount and source of this financing.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?)KYPT has been responsible of the project’s implementation.KYPT has provided the teaching premises for the project, and carried financial responsibility for all localadministrative costs (including administrative staff), financing of short courses and the maintenance of thecampus area. KYPT’s own financial contribution is composed of course fees from the students, rentalincome from campus area businesses and from the cellular network tower on campus premises, andorganization’s membership fees.2.2 Were there other parties involved in the co-operation (e.g. local or international organisations or officials)? Please describe their role and involvement in the Project.1. The Lusaka City Council (LCC)LCC has a representative on the board and this way LCC has offered technical assistance to the board onvarious policy issues that affected the programme. They also assisted to moderate the 2006 Annual GeneralMeeting (AGM).2. The Association of CISEP1 Users (ACU)1 Centre for Informal Sector Employment Promotion Page 2/13
  3. 3. KYPT being a member of ACU continued the implementation of the Concept for Informal SectorEmployment Promotion through the KYPT Service centre. ACU participated through financing the shortterm training programmes which aim at improving the skills of the youth and enabling them to venture intoself employment.3. Umoyo Training CentreUmoyo Training Centre2 continued its cooperation with KYPT by sponsoring vulnerable girls for trainingat KYPT.4. Technical Education Vocation and Entrepreneurship Training Authority (TEVETA)TEVETA being the training authority was involved in the programme through their routine annualinspection. They ensured that the recommended standards of training were met by KYPT. By theirrecommendations, the programme was certified as TEVETA grade two (2) training centre which is thesecond highest standard for training providers in the country.They also financed the implementation of HIV/AIDS work place policy for KYPT.5. KEPA Zambia officeKEPA Zambian office has helped in communication and monitoring the project in general. Theadministrative staff of KYPT takes part in organizational development courses offered by KEPA.3. Sustainability of the Project3.1 How did predictable or unprecedented external factors affect the implementation of the Project? (economic, social, environmental or cultural factors)Economic Factors The Zambian Kwacha revaluated against USD and Euro. This partially affected the project because the amount budgeted for activities in Kwacha were reduced. The increase of unemployment in the country negatively affected our target group. Some of the students could not meet the expense of tuition fees for their training. This affected the recruitment and smooth implementation of some programme activities.Environmental factors The closure of the Soweto Market which is located across the road from KYPT’s City Campus affected the implementation of the programme. This is because hundreds of marketers trade right outside the walls of city campus. This has affected the sanitation of the outside environment for the training centre. School advertisements and messages have been covered by make shift stores and the surroundings have become dirty.3.2 How has the local government, local organisation or the beneficiaries themselves taken responsibility for the economic sustainability and continuation of the Project?Local Government The local council has established a coordinating committee of all schools offering vocational training in an effort to find a coordinated approach towards sustainability and efficiency in the provision of quality training.2 Umoyo Training Centre is a residential life skills program near Lusaka run by Kara Counselling where vulnerable teenage girls who areorphaned (mainly due to HIV/AIDS) are taught practical and income generating skills. Orphan girls are chosen by their communities (byelders, local political leaders, or at a community meeting). For one year a safe environment is provided for girls where they can learn skillssuch as tailoring, farming, batiking and candle making. In addition to these income-generating skills, they are taught family planning andHIV/AIDS prevention, household care giving, financial budgeting, personal health and hygiene and especially the importance of socialresponsibility, community values, ethics and self-awareness. Umoyo also helps the girls with job placement or further training aftergraduation. Many girls come to study at KYPT. Page 3/13
  4. 4. Local Organisation (KYPT) During the reporting year KYPT surveyed possibilities of the KYPT’s course related business ventures and opened a restaurant run by students. Efforts are being made to open Auto mechanics and Tailoring income generating business ventures. KYPT will continue to generate revenue through the lease of offices and premises. Although the money received from tenants can not sustain the entire training institute, it is assisting to cover costs such as water bills, electricity and paying for other members of staff. Plans are underway to build more offices and a multi purposes hall to generate enough money for the sustainability of the project.Local actors’ responsibility to the project The Chibolya Residence Development committee (RDC) donated a tools box worth ZMK 100,000 (approx. 18 euros). This indicates that the community is making efforts to support the project.4. Beneficiaries4.1 Who were the direct beneficiaries of the Project, and how many were there?Direct beneficiaries were the students of KYPT Technical Institute. In 2006 a total of 112 studentsgraduated from the courses financed by the project. An additional 58 students started their course in July ofthe reporting year.Other direct beneficiaries have been KYPT as an organisation, teachers of the Institute (6) and other actorson KYPT’s organisation such as the Board of Trustees (13), administrative staff (3) and the other workers(15).4.2 Who were the indirect beneficiaries of the Project?Students’ families have been benefited of the Project.Ninety potential or existing entrepreneurs benefited from the short term technical skills courses such as:Professional Photography, Meat Processing, Leadership Skills, Lobby and Advocacy Training andProfessional Photography Follow-up. These courses took a period of one to five days covering 8 hours perday. These are not financed by this project but were organized by KYPT at their premises.Other indirect beneficiaries were community groups (like drama and other art groups) and their activistsoperating at KYPT’s premises.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 KYPT Technical Institute Students gave feedback on how training could be improved at the training centre; they also directly participated in preventive maintenance on a weekly basis to ensure that a conducive learning environment was created. They also participated during the review and planning of the 2007 activities. Page 4/13
  5. 5. - KYPT administration participated in • Identification and recruitment of the target group • Appraising and supervising trainers during the project • Ensuring that training standards where met • Ensuring that a work plan was developed and that there was total commitment in implementation of the training programme • Ensuring that there was full participation of all parties in the planning and implementation of the programme. • The institute also ensured that adequate training materials where procured to facilitate efficiency in the delivery of training.- Teachers of the Institute Teachers had the responsibility to plan and provide quality training during the implementation of this programme. They were also required to recommend and gather necessary training materials.- Board of Trustees • The board of trustees was responsible for policy making and ensuring that there is effectiveness and efficiency in the management of 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 have not changed.IMPLEMENTATION5.2 Have the objectives of the Project been implemented by the activities as mentioned in the Action Plan? If the activities are different from the original plan, please state the reason for the change and the nature of the current plan of action. Has the Project proceeded according to the original timetable?Most parts of action plan have been followed as planned. The only deviations are: - Marketing manager was recruited in November, not beginning of the year as planned. - Company visits and visiting lectures are slightly behind the schedule - Second auto-electrical course was cancelled due to low number of applicants - Implementation of KYPT’s own course related business ventures are ahead of the schedule: restaurant was opened already during the reporting year.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: Page 5/13
  6. 6. 5.4 Please describe the results that have been achieved since the beginning of the Project and during the reporting year.- Quality of the education of KYPT has improved o 112 students graduated. Below is a summary distribution of graduated students according to courses: Course July Intake 2005 to Jan. Intake 2006 06 Male Female Male Female Total Auto Mechanics 18 0 13 2 33 Auto Electrical 06 0 0 0 06 Hotel and Catering 02 11 0 08 21 Tailoring and Designing 0 38 0 14 52 Total 26 49 13 24 112 Table below shows number of student per course for July 2006 intake, they will graduate in June 2007 Auto electrical Auto mechanics Catering Tailoring Total 10 18 7 23 58 Total 58 Only one drop out, female, was recorded in Hotel and Catering due to medical reasons. o Performance in terms of students’ grades has increased, based on both theoretical and practical assessment. See example below: Hotel & Catering 70 % 60 % 50 % 40 % 2005 30 % 2006 20 % 10 % 0% Excellent Good Satisfactory Pass Fail o Students were able to find traineeship placements (industrial attachment). KYPT has been able to build relationships with some hotels and other companies. This has made it easier for the students to find traineeship placements. See list below: Course Name of Institution Tailoring and * Lusaka Clothing Factory * City Marketing Tailoring shops Designing Automotive * Ministry of Agriculture * Ministry of Health Mechanics * Mawaso Motors * Jones Motors Hotel and * Pre-cem * Zamcom Lodge Catering * Suwilanji Gardens * Cross Roads Lodge * Kafue Garden Hotel * C.V.I.T.C. * Sambalayas Lodge * River Motel Auto-Electrical * Ministry of Health * Ministry of agriculture o Educational visits to various companies were implemented, like Chrismar hotel, Mount Makulu research centre automechanics workshop, Dzithandizeni Trades School, Precem Motel, South gate Page 6/13
  7. 7. motor, Lusaka City Clothing and Zambia National Service. There were visiting lecturers in all courses (from Hadac engineering, South Gate diesel, Fairview Hotel and Lusaka City Clothing). o Students were able to find employment Considering the dwindling formal sector, finding employment in Zambia is quite difficult. However, most of the students have been able to get employment after proving their skills during Industrial Attachments. The table below shows a comparison between the 2005 and 2006 intakes. Automotive Mechanics 2005 Automotive Mechanics July 05 July 06 8 out of 16 employed 6 out of 16 employed Auto electrical 2005 Auto electrical July 05 July 06 - 4 out of 5 Tailoring and Design January 2005 Tailoring and Design July January 2006 31 out of 45 8 out of 14 Hotel and Catering Jan to Dec 05 Intake Hotel and Catering July 05 to July 06 1 out of 11 students employed 6 out of 13 students employed Note: Information on the January 2006 Intakes is not available considering that they have just graduated. o KYPT’s teaching facilities and resources of education have improved Renovations and construction of workshops met the required standards of training as set by TEVETA, institution is rated in the second highest grade by TEVETA. A conducive classroom and workshop learning environment has been created. The workshops now have adequate space for students to operate. All the buildings were painted in and outside. The floor of mechanics and tailoring classes were resurfaced.- KYPT is better known among employers and youth and has developed a better profiled image o Marketing strategy has been completed o Marketing and communication manager has been employed o Visiting lecturers and study visits have been implemented o About 50 existing and potential students were interviewed to find out how they knew about KYPT: 40% respond that they heard through friends who had benefited from the training programmes 30% through advertisements, posters, radio and newspapers 10% through the notes board and sign post 20% through other institutions like the Umoyo Training centre o number of enquires and applications has increased: 2005 2006 1st Visit (enquiries) 2nd Visit (Applicants) 1st Visit (enquiries) 2nd Visit (Applicants) 2000 70 3000 84- KYPT’s sustainability in the administration and financing has increased o Based on new conditions and contracts that have been signed with the tenants, payment of rents has improved over 66% compared to the previous year. Tenants that have not been able to pay rents have been evicted. In some cases even court orders have been sought. Currently there are 17 tenants on the premises of KYPT. o Better committed Board Board’s term was changed from one year to three years to increase commitment to their task Five sub-committees have been formed inside the board. Each board member is now specialized in one field of KYPT operations. Sub-committees are: • Education • Financial management • Business ventures • Security Page 7/13
  8. 8. • Fund raising o TEVETA grade was managed to keep in the second highest level (2) o New Excel-based cost management workbook has been adopted o KYPT’s own course related business venture started in September 2006 when the restaurant was opened.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. KYPT is owned by the community (Kanyama constituency) who delegates control to democratically elected Board of Trustees. The board develops policies based on the goals and mission of KYPT and employs management to put the policies into action. They monitor the process of how management implements the activities and utilizes the resources of the project. The board monitored the implementation of the project through quarterly reports from management and by approving the budgets and withdrawals of project funds from the bank. Management In this project, management has been responsible for planning, organising, leading and controlling the operations of the project. Management ensures that activities are implemented in accordance with the project plan. Management comprises of the Executive Co-ordinator, Marketing & Information manager, Training Manager and the Commercial and Projects Manager. Implementing staff (lower management) The implementing staff ensured that activities were implemented in accordance with the objectives and action plan of the institution. The implementing staff reports to the management. Auxiliary staff Auxiliary staff’s responsibility is to protect property and help to create a conducive learning environment.Structure of implementation Annual General Meeting SYL Board of Trustees TEVETA Executive Coordinator Commercial and Accountant Training Manager projects Manager Marketing and Business Counsellor Lecturers Information (tailoring, catering, autoelecrical, automechanics) Manager Cashier StudentsBolded staff are part of the project (financed by SYL and Ministry for Foreign Affairs of Finland) Page 8/13
  9. 9. MONITORING5.7 How did the responsible persons in the Finnish organisation follow the implementation of the Project and the use of financial resources? How did they participate in the implementation themselves?SYL has monitored the project both by regular e-mails and by quarterly and annual reports. In addition tothe part-time Project Coordinator Teemu Sokka, also the advisory board KENKKU that consists ofvoluntary representatives of the student unions participates in monitoring. Kepa Zambia’s Project Advisor(Senja Väätäinen) has helped SYL’s monitoring by making regular monitoring visits to the institute.SYL has prepared cost management workbook, self evaluation questionnaires, quarterly annual reportingforms and student feedback forms for KYPT’s use. In October of the reporting year a two-weekmonitoring visit was implemented. The report of the monitoring visit is attached.5.8 How did the local co-operation partners follow the implementation of the Project?KYPT carried out monitoring through: Monthly reporting systems which were developed to monitor the progress of the project. All lecturers were advised to hand in progress reports to the training manager at the end of each month. Direct observation by responsible supervisors Feedback questionnaire for students Student assessment reports from trainee companies5.9 What kind of qualitative or quantitative data was collected on the advancement of the Project? - The improved quality of teaching in KYPT • Students gave feedback through interviews, questionnaires, field visits, review meetings and Annual General Meetings (AGM). A suggestion box has also been introduced to get written feedback from the students. • The amount and gender of students were compiled and the statistics were monitored. • The development of students’ grades was monitored. • The motivation and commitment of teachers were monitored through confidential discussions within the work community and with the constancy of the teachers. • The development of the facilities were monitored e.g. with the reports of TEVETA. • Employers of industrial attachments were asked to fill in an evaluation form on the skills of the trainees. • The distribution of gender among the drop outs were monitored (only one drop-out). - The improvement of the image and visibility of KYPT among the employers and the youth • The success of the marketing strategy was monitored by the statistics on the ways how the students had heard about KYPT. • Teachers and students reported both verbally and in written form for Training Manager about the quality of industrial attachment places and how easy it was to get one. • Success of marketing was monitored also by compiling statistics of the evolution of number of applications and enquiries. - Sustainability of financial base and managerial working methods • Tenants’ capability to pay rents has been monitored. • TEVETA inspection report • KYPT’s first business venture’s (restaurant) financial sustainability was monitored Page 9/13
  10. 10. During the monitoring visit self evaluation questionnaires (8 pages) were filled in by students, management,board members and lecturers. Summary of answers is attached.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.Marketing Manager was employed only in beginning of November, and equally only 2 months of budgeted12 months salaries were paid. Difference was re-allocated towards books and construction of Automechanics and Auto electrical workshop extension.See attached cost breakdown and audit reports for more details.5.11 Where and how were the accounting and audit of the Project arranged?The accounting and auditing of the project were arranged in Zambia. The accounts were prepared byKYPT, while auditing was performed by KJK and Associates, an independent and accredited auditing firm.The selection of auditors was done by the board in cooperation with KEPA Zambia representatives.5.12 Has the organisation carried out an evaluation of the Project during the reporting year? If so, please state here the findings in brief. Please also attach the evaluation report.SYL implemented a monitoring visit in October. Based on the delegation’s experiences (attending classes aswell as on student feed-back) the quality of teaching was found good. Teachers and students seemed verymotivated and were genuinely interested in further developing the institute. The income generating activitiesof KYPT had improved: the institute’s own restaurant had been opened and was running well, and KYPT’srenting activities had been made more efficient by monitoring rents and terminating contacts with non-creditworthy tenants.Monitoring delegation’s main recommendations were: o Internal communication of KYPT must be improved. o KYPT must build closer contacts with the business world. o City Campus area must be tidied up to be more welcoming and more appropriate for studying. o Noise disturbance caused by the tenants must be brought down.Report is attached.KYPT did an end-of-year evaluation of students, both enrolled at the time and those who were about tograduate. A total number of 120 students responded to the questionnaires. Most of the students expressedsatisfaction with the training offered. They also expressed that the training was relevant to their needs. Thefollowing concerns were raised by the students: i. difficulties in reaching the training centre due to congestion caused by Soweto Marketers ii. difficulties faced in getting placements for industrial attachment iii. fees are quite high for some vulnerable youngsters6. Lessons learned and the continuation of the Project6.1 Describe the nature of problems encountered during the Project and the attempts to solve them. (e.g. in reaching the beneficiaries, working to keep to the timetable and other risks not included in 3.1)In addition to 5.12., it has been especially difficult to find trainee places (industrial attachment) forautomotive mechanics and electrical. In future links to local business community have to be intensified.6.2 Describe the next stages of the implementation of the Project. Page 10/13
  11. 11. The project shall continue to offer skills training to the youth. Additional focus shall be put on marketingand image building so that the institution gets a larger number of beneficiaries than was the case in 2006.Renovation and purchases of practical equipment shall be needed, a training centre library shall beestablished and staff shall be motivated to ensure efficient and effective provision of training and otherservices.KYPT also hopes to establish income generating activities in Tailoring and Auto mechanics. This is aneffort to improve the economic position of KYPT and assist in achieving sustainability.7. Free-form description of the Project and its operation(optional: if the other questions in this form are not suitable or sufficient to describe theProject, please use this space to give additional information.) Page 11/13
  12. 12. 8. Project costs and financing Approved Project CostProject costs budget performance1. Personnel costs (Appendix 1)Salaries and related costs of Finnish personnel 0 0,00Travel and accommodation of Finnish personnel 0 0,00Salaries and related costs of local personnel 5 520 3 172,51Other personnel costs 0 0,00Value of Finnish voluntary work 0 0,00Personnel costs, subtotal 5 520 3 172,512. Activity costs (e.g. training) (Appendix 2)Fees of hired experts 9 264 9 230,60Other costs 9 720 8 647,94Activity costs, subtotal 18 984 17 878,543. Materials, procurements and investments (Appendix3)Procurement of materials and appliances 4 200 4 963,05Construction 4 620 6 694,56Other procurements 0 267,03Value of donated goods 0 0,00Materials, procurements and investments, subtotal 8 820 11 924,644. Operation and maintenance (Appendix 4)Operation costs 420 333,79Maintenance costs 0 0,00Operation and maintenance, subtotal 420 333,795. Monitoring and evaluation (Appendix 5)External services (incl. experts) 820 778,85Travel and accommodation 5 400 5 156,20Other costs 2 020 2 133,79Monitoring and evaluation, subtotal 8 240 8 068,84Total implementation costs 41 984 41 378,326. Administrative costs (Appendix 6)Salaries and related costs of administrative personnel 2 777 2 915,29Office costs 207 35,50Statutory audit costs of the Finnish organisation 0 0,00Fund-raising and information 0 0,00Value of Finnish voluntary work in administration 1 680 1 644,00Total administrative costs 4 664 4 594,79Total project costs 46 648 45 973,11 Administrative costs as a % of total costs ( max. 10%) 10,00 9,99 Page 12/13
  13. 13. Approved Project CostProject financing Budget performance1. Self-financing (Appendix 7)Cash contributions 3517 3 452,11Voluntary work and material donations 3480 3 444,00Total self-financing 6997 6 896,11 Self-financing as a % of total costs (5) 15,00 15,002. Project support from the Ministry for Foreign AffairsEarlier allocation of project supportSupport used during the project year 39651 39 077,00Total financing 46648 45 973,119. 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 13/13