1. Zambia: Project monitoring trip report 2011
Written by Johanna Ursin-Escobar & Satu Nieminen
SYL’s project monitoring trip to Zambia / KYP was conducted between 31st of August and 13th of
September 2011. Representatives of SYL were development cooperation coordinator Johanna Ursin-
Escobar and member of KENKKU Satu Nieminen. During the visit discussions and meetings were held with
KYP’s management, lecturers, students, board, bookkeeper and accounting company. During the trip there
were also visits to two similar institutions as KYP (Lusaka Business and Technical College and Chilence
trades) and German embassy. Present ETVO-volunteer Kirsi Koivuporras participated in planning of the
program and in some the meetings. The principal objectives of the trip were to discuss about the future of
KYP, financial issues, communication and to start planning of the upcoming project evaluation as this year is
the last project year. This report will present major findings of the trip. In the end of the report can be fond
the detailed program of the monitoring trip. This document is written for SYL (board, KENKKU and all
members), KYP (management, lecturers, board and bookkeeper) and ETVO-volunteer.
Financial issues
One of the objectives of the monitoring trip was to check the financial issues as part of the regular
monitoring trip. This was dealt with management, bookkeeper and auditors. There was some unclarity
found between the last financial and narrative report. During discussions with lecturers some further
questions were raised about the use of money reserved for acquiring materials and equipment. Some of
this confusion might have been caused by the insufficient information dissemination. For example lecturers
do not have access and do not have possibility to follow continuously the use and availability of funds. We
agreed on lecturers drawing their own budgets for the quarter of the year.
There has continued to be challenges with delayed payments at KYP. During the first months of the year the
reason is late arrival of the first money transfer from SYL. Also KYP`s own internal procedures cause some
challenges. Lately the bookkeeper has been working only part time and has not been available all the time
needed. For money withdrawal the signature of the chairman is always needed. This causes delays when he
cannot be reached in time.
Representatives of SYL had a meeting with the auditor. In general the accounting met the set standards.
However the auditor was disappointed that most of the recommendations from the previous year had not
been implemented. For example more suitable soft ware program for Zambian context would be beneficial
and it should be made sure that the pension and tax payments are paid in time and according to the law.
Implementation of some of the recommendations are beyond KYP`s financial capacity. However many of
the recommendations could be implemented without major financial effort. And even making these
changes KYP would improve accountability.
1

2. Communication
During the trip SYL’s and KYP’s representatives discussed about the information dissemination inside of KYP
and between KYP and SYL.
The improvement of internal communication was discussed together with the whole management group
and it was agreed to make all necessary documents more readily available for the lecturers. During the first
half of the year the training manager of KYP had been absent. This had contributed to the lack of
information dissemination between management and lecturers. SYL´s representatives participated in the
first staff meeting held by newly hired training manager. Monthly meetings are supposed to run regularly.
There was an agreement that the communication between SYL and KYP should be strengthen during last
project months. For example the minutes of the board of KYP will be sent to SYL and SYL will send the
minutes of the meetings of KENKKU to KYP. Also monthly letters will be sent between the partners.
Evaluation
It has been agreed that the ETVO-volunteer will make final evaluation of the reached objectives and results
of the project. The auditor will be asked to look into the financial side as part of extended audit. The
narrative evaluation will be conducted according to Max Pemberdy’s three questions (did we do what we
promised, were we able to make change, did we do right things). These questions and the content of the
evaluations were planned in the evaluation workshop facilitated by SYL’s representatives. The
Management, some lecturers and etvo-volunteer were present in the workshop. First draft of the final
questions of the evaluation will be ready before KENKKU’s meeting in October. The aim is that the etvo-
volunteer is able to start to work on in November. Evaluation is expected to be ready in January 2012.
Future
One of the targeted results of the project is to strengthen KYP’s financial basis and secure its running after
SYL will face out. It was planned that KYP’s will start its own workshops for income generating activities and
research other possible ways of increasing income. This objective is not completed for tailoring workshop
has been started but is now on standstill and the restaurant has been rented out. Other workshop has not
been started yet even the future of KYP is still open.
Until now KYP has developed several ideas about future financing but the ideas must be studied more in
detail. Some possible alternatives would be support from government, commercializing one of the KYP’s
campus areas and/or offering short courses for income generation purposes. If there is interest to keep
tenants it is crucial to enhance the rental collection and make sure this is making profit.
During the trip these issues were discussed with the management and the board. We stress the urgency of
formulating clear objectives for action plan and timeframe for improving self sustainability because the
decision about future direction must be done during this year.
2

3. Timetable for the SYL Monitoring Trip
1st of September to 13th of September
Day Time Topic
Thursday 1.9. 10.05 Arrival: taxi to Sable Road, leaving the luggage and having a shower
13.30 Bus or taxi to KYP (Kirsi's boyfriend Farayi can assist)
14.30 Welcoming meeting at KYP, greeting the staff members, discussion about the coming programme
16.00 Bus back to Kabulonga with Kirsi
Friday 2.9. 9.00 Following the practicals in the Hotel & Catering class, discussion with Mr. Kapambwe and the students
12.00 Lunch
afternoon Chatting with the January 2011 Intake students after they have finalized their exams, discussion with Mr. Kampengele (new Auto Mechanics teacher)
16.00 Home with Kirsi
Saturday 3.9. 14.00 Participating to the opening of the art exhibition at KYP (results of the children's art workshop)
Sunday 4.9. Free time
Monday 5.9. 9.00 Meeting with the whole staff, discussion about the project, results, future of the KYP and the coming evaluation
13.00 Lunch
14.00 Presentation of the development cooperation strategy of SYL and the guidelines conducting development cooperation projects
15.30 Chatting with the July 2011 Automotive Mechanics students (that come at 15 hours)
16.00/16.30 Home with Kirsi
Tuesday 6.9. 9.00 Visiting the Kanyama Campus, discussion with Ms. Banda and the tailoring students, and following the class
12.00 Lunch
14.00 Planning of evaluation workshop
13.00 Meeting the board, similar discussion than with the staff
17.00 Home with Kirsi
Wednesday 7.9. 9.00 Visit to Lusaka Trades
12.00 Lunch
13.00 Afternoon with Oscar, checking the financial issues, meeting with the Auto Electrical teacher when he arrived around 16 hours
16.30/17.00 Home with Kirsi
Thursday 8.9. 9.00 Meeting with the accounting company
11.00 Visit to Chilence Trades
13.00 Lunch
14.00 Discussion about the budget issues and reporting practices, general financial situation of KYP
16.00 Home with Kirsi
Friday 9.9. 9.00 Visit to German Embassy, Funding for Micro Projects
11.00 KYP's Staff meeting
12.00 Lunch
13.00 Discussion about the results of the Needs Assessment and the future plans of KYP, personnel and management issues
16.00/16.30 Home with Kirsi
Saturday 10.9. Free time Trip to Livingstone
Sunday 11.9. Free time Trip to Livingstone
Monday 12.9. 10.00 Workshop for planning the evaluation, management
12.00 Lunch
13.00 KEPA Compass for Partners
15.00 Goodbyes
21.00 Taxi to the airport
3