1. ANNUAL REPORT FOR NGO DEVELOPMENT
CO-OPERATION PROJECT
YEAR 2009____ PROJECT CODE___________28812601_______________
1. Hankkeen perustiedot
1. Basic information on the Project
1.1 Name of Organisation registered in Finland
Suomen ylioppilaskuntien liitto SYL ry
1.2 Name of Organisation in English
The National Union of University Students in Finland (SYL)
1.3 Name of Project in Finnish
KYP:n ammattikoulun kehittäminen
1.4 Name of Project in English
Developing KYP vocational training centre
1.5 Name of Project in other relevant language
-
1.6 Location of Project (country, province, village/community)
Zambia, Lusaka, Kanyama constituency
1.7 Name of co-operation Partner
Kanyama Youth Programme (KYP)
1.8 Planned initiation and termination dates of the Project
January 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 for
vulnerable people in Kanyama constituency in Lusaka. The objective is to strengthen the self-
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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 job
market 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 by
integrating 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 now
running.
- 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 provided
1.10 Financing summary
Year __2009________ Euros
Project support not used in the previous year -
(incl. not withdrawn + withdrawn unused funds)
Support approved for the reporting year 45 679
Total Project support available for the reporting year 45 679
Total Project support used during the reporting year 45 436
Funds 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 kwachas
Rent of offices................................................................... K 84,737,500
Students’ tuition fees......................................................... K 108,555,000
Sale of membership card and contributions....................... K 160,000
Other income...................................................................... K 2,819,000
Fundraising Dinner Profit……………….......................... K 750,000
Tailoring workshop………………………….................... K 300,000
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3. Workshop Grant from KEPA............................................ K 16,616,000
Total finances from other sources................................................... K 213,937,500
2. Co-operation Partner and co-operation procedure
2.1 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 project's implementation. KYP has provided the teaching premises
for the project, and carried financial responsibility for all local administrative costs (including
administrative staff), and maintenance of the campus area. KYP's own financial contribution is
composed of course fees of students, rental incomes from campus area businesses and from a cellular
network tower on campus premises, organization's membership fees and contributions, and incomes
from 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 institution
as a whole on various policy issues that affected the operation of the institute. This was done through
board meetings which included representatives of the department of Housing and Social Services at
the Lusaka City Council and the senior social welfare officer of the department of Community
Development and Social services. The Lusaka City Council has also been instrumental in ensuring that
KYP becomes a member of Trade Schools Coordinating Committee which is hosted by the LCC. The
LCC representatives also assisted the board in organizing the Dinner dance fundraising venture which
was held at Fair view Hotel in Lusaka (see Fundraising Dinner Profit in 1.11).
2. Ministry of Education
The Ministry of Education through Kamwala and Chibolya Basic Schools has come on board to place
uniform orders with KYP in its newly operational tailoring production workshop. The orders were placed
in 2009 for the year 2010.
3. Kara Counselling (Umoyo Training Centre)
Kara Counselling and Training Trust through ‘Umoyo Training Centre’ continued its cooperation with
KYP by sponsoring vulnerable girl child for skills training in selected courses. In the July 2009 intake
Umoyo sponsored eleven (11) girls to study at KYP, five for the programme of Tailoring and six for the
programme of Hotel and Catering.
4. Ministry of Youth, Sports and Child Development
The ministry invited KYP for meeting with other youth training providers to see what would be the best
way for the financing institutions to economically help and empower the youth. The purpose of the
meetings was to find means on how to reduce the suffering and high unemployment levels among
young 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 their
routine annual inspections. They ensured that the recommended standards of running the training
program were adhered to by KYP. The institution was under graded to grade three under TEVETA
rating due to a number of factors which are spelled out in the TEVETA inspection report for 2009 (see
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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 of
the examining authorities in the country. ECZ examined KYP students as an authorised examination
body. They provided independent qualified trade testers to conduct examinations at KYP´s two training
centres.
7. MTN Zambia
MTN Zambia as a mobile service provider has continued to support KYP through paying rent of the
space for their mast.
8. KEPA Zambia
KEPA Zambia supported KYP with providing training for the board on management and financial
issues with the help of a hired consultant. KEPA Zambia also supported financially the process of
making the strategic plan for KYP for the years 2009-2014. The workshop was conducted in August by
independent consultants and the duration was three days.
3. Sustainability of the Project
3.1 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
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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 Government
It was not possible for KYP to access assistance from the community development funds of the local
government as priority went to health, water and sanitation, including creating drainage systems to
avert the floods that hit Kanyama constituency every rain season.
Local Organisation (KYP)
KYP intensified creating rapport with the local organizations in broadening an enabling business
atmosphere that would see them offer their technical and financial assistance. This is in the effort of
meeting direct operation cost especially from rentals. In other words KYP has approached local
organizations in order to network with local partners.
Beneficiaries
The former students contemplated on coming up with a club through which they could gather
contributions and donate to the centre in appreciation of the training they have gotten that has enabled
them to sustain themselves either through formal or informal employment. The club has as one of its
primary aims to share information on how they can assist in improving the training standard of KYP.
Local actors’ responsibility to the project
The LCC through their representative (Chief community Development officer) from the department of
Housing and social services have provided technical assistance to the board and management on
management and policy matters. The area Councillor and Member of Parliament have not been
particularly supportive of the project.
4. Beneficiaries
4.1 Who were the direct beneficiaries of the Project, and how many were there?
Students of KYP Technical Institute
During 2009 students from January 2008 and July 2008 intake graduated (see table in 5.6). Total
number of graduated students in 2009 was 125 (Hotel and catering 47, Tailoring and Design 18, Auto
Mechanics 42, Auto Electrical 18). This is an 9,6 percent growth from the year 2008 when 114 students
graduated.
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 July
2008 intake, total of 189 students (108 female and 81 male) participated in KYP’s training programs
during 2009. See summary below for distribution according to gender. In 2008 the total number of
students participating in KYP´s programmes was 183.
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6. Distribution of students according to courses
Name 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 Total
Auto Mechanics 21 0 20 01 3 0 45
Auto Electrical 09 0 09 01 14 0 33
Hotel and 02 28 3 27 0 14 74
Catering
Tailoring and 0 08 0 12 0 17 37
Designing
32 36 32 41 17 31
Total according
to gender
Total 68 73 48 189
KYP as an organization
KYP benefited from the project through the funding which assisted the programme to improve its
training 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 trustees
Four lectures and two administrative staff members also benefited from the project. This was through
the 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 gaining
experience 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 and
other young people using KYP facilities. They were able to collect baseline data on issues affecting
young people and how best to address them in Zambia.
Ministry of Science and Technology also benefited indirectly by implementing government policies
through grants in infrastructure development.
KYP members benefited from the programme for it contributed towards meeting the goals and
objectives of the organisation, ‘which is to equip youths from their respective communities with skills on
vocational training and entrepreneurship’.
Students’ families have benefited from the project through increased earning potential of their family
members and possible future trickle-down earnings.
Both the employers of the industrial attachments and future potential employers benefited from trained
workforce during their internship and after their graduation.
Other indirect beneficiaries were community groups (like drama and other art groups) operating at
KYP’s premises.
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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 Institute
Students gave feedback on how training would be improved at the two training centres through the
suggestion boxes and they had ten meetings with the Training manager. They participated in
preventive maintenance and cleaning of the training centres. The students had the responsibility to
ensure 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 gave
feedback on what should be done to ensure that quality training and other services are offered to the
target group. The commitment is verified through class reports, registers and minutes of the meetings.
KYP as an organisation
KYP’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 the
strategic plan of the work plan by monitoring and evaluating the project. KYP followed project progress
against 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 objectively
and systematically the ongoing and completed projects. KYP outlined the relevance of the project to
the 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 were
developed at every level and that there was total commitment in implementation and ensured that
there was full participation of all parties in the planning and implementation of the programme. The
institute also ensured that training materials where procured and were adequate to facilitate accurate
acquisition of skills by students.
Teachers of the Institute
Teachers actively participated in the planning by providing complete schemes of work for all the
intakes. They ensured that all educational principles and documentation were put in place for effective
delivery of training. Teachers provided adequate training both in practical lessons and theory.
Teachers suggested best practices in the management of training.
Board of Trustees
The board was responsible for setting policies and ensuring that there was effectiveness and efficiency
in the management of the project. The commitment of the board was measured through minutes of
their monitoring and development meetings. They worked vigorously to enhance community
participation; also the lessons learnt improved their decision making and future project planning.
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8. Implementing staff
Members’ of staff were given a chance to participate in the planning of the programme. They were also
given a chance to make submissions to management on future plans and effective ways of improving
the effectiveness of the project.
5. Project objective, implementation and monitoring
OBJECTIVE
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 the
project is that the negative effects of poverty are dimished. The direct objective of the project is to
enhance the possibility of employment to 450 young people, especially women, from compounds of
Lusaka through updated and improved vocational and entrepreneurship training.
IMPLEMENTATION
5.2 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 anyhow
presented because of staff problems. The lack of Training Manager for the first half of the year and the
illnesses of the Director had some affect on the development of the project but fortunately were unable
to 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 a
continuous process because the syllabus keeps changing to address the requirements of the training
authority. TEVETA is now in charge of setting all national examination for vocation skills training; this
means 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 Tailoring
o Hotel & catering
o Auto mechanics
o Auto electrical
Company visits for all four courses have been organized.
Computer lessons have been organized for the students. However this task mainly depends on
the Finnish etvo voluntary workers and since during the reporting year there was only one etvo
volunteer for six months, the classes were not organized throughout the year. During the absence of
the etvo students had the possibility to use the computers in KYP under the supervision of the
accountant. Students compensated some of the lacking lessons with the etvo volunteer during their
holidays.
Special courses on modern clothing in tailoring to improve necessary skills is planned to be
organized in 2010.
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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 the
grade that KYP was providing during the reporting year.
New tools and equipment has been bought, in addition to the normal tool purchases also a
running engine for Auto Mechanics and a bus body for Auto Electricals have been bought in order to
improve the practical lessons. Materials, tools and equipment have been acquired for the establishing
of the tailoring workshop. An inventory was carried out and lockable lockers devised for the
safekeeping of the tools. At Kanyama kampus all the 24 sewing machines were serviced to make sure
the 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, Hotel
and Catering: 7, Tailoring and Design 5.
The documentation of the training centre on internal evaluation has been improved and
maintained.
The monthly salaries of the teachers have been increased from K 715 000 in 2008 to K 75 6540
in 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 teaching
material was also done with the full participation of the respective lecturers who identified the books
and 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 Psychosocial
Counselling and Conflict Management training at the Lusaka Peace Centre for two weeks. Hotel and
catering lecturer Mr. Lucky Kapambwe went to Luanshya Technical and Vocational Training to study
Records 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 the
safekeeping 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 by
the Marketing & Information Manager. In partnership with TEVETA that will provide the trainers, a
compulsory Entrepreneurship training will be held on the third week of January 2010, where all the
lecturers will undergo the training as trainers of trainers (TOTs) meaning they will transfer that
knowledge to their students for years to come.
During the reporting year the Marketing and Information Manager integrated subject specific
entrepreneurship 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 to
work 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 specific
designs, 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 will
reconsider whether the renting out shall be continued or whether KYP shall start to run the business
again by themselves.
Marketing and Information Manager has organized small business lectures - writing business
plans, 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 business
plan for the restaurant before KYP can resume operation.
A draft human resources policy has been developed during the reporting year and it shall be
signed by the new board in 2010.
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10. Training the current board on management and financial issues was done in 2009 by a
consultant with the financial support of Kepa Zambia.
KYP has continued to build its image and reputation amongst young people and local
companies by posters and flyers that were put around compounds of Lusaka, invitation letters that
were 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 chance
to 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´s
sustainability was touched. This shall be worked with again with the mid-term review that shall be
carried 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 shows
on HIV/AIDS. KYP worked with the local groups which include: Kandodo memorial theatre, and
Kanyama Arts Centre to address cross cutting issues. The activities were conducted through
community sensitisation programme using drama, workshops and public address systems. The
awareness 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 Lecturers
Visiting Lecturers were invited to cover specific sessions. The Visiting lecturers complimented efforts
of the Resident lecturers to impart practical technical skills to students. Below are the names of the
visiting lectures and the courses they were attached to;
Auto-mechanics
Mr. John T. Kalenje, more than 20 years experience in Automotive Mechanics. Worked as Mechanic
for Contract Haurage which was Zambia’s biggest Transportation Parastatal.
Auto-electrical
Mr. Geshom Lupenga-, holds a craft certificate in Automotive Electrical and works as Auto-electrician
at Zambia National Service.
Hotel and Catering
Ms. Mumbe Nalumbe – worked for Fairview Hotel and Hotel and Tourism Training Institute as Food
Production Specialist. She runs her own Hotel and Catering service business.
Tailoring and Designing
Mr. Justine Kabwe holder of Diploma in Tailoring and Designing. Specialized in Men’s garments and
experienced in training.
Educational Visits
Students visited industries within Lusaka to have a feel of the industry. During the educational visits
they 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 Hotel
Auto-Mechanic
• Toyota Zambia
• Auto world
Auto-Electrical
• Duly Motors
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11. • Ford motors
Tailoring and Designing
• Lusaka City Clothing Factory
• Zambia National Service Clothing Factory
Industrial Attachments
Table 02: below shows the distribution of students on attachment
Name of Course Number of Students for Name of Institution
2009 Jan intake
Male Female
Tailoring& 0 4 • Lusaka Clothing Factory
Designing 0 4 • City Marketing Tailoring shops
0 4 • ZNS factory
Automotive 3 0 • Zambia Army Garage
Mechanics 4 0 • MHA Motors
3 0 • Mawaso Motors
2 1 • Zambia Police Garage
8 0 • Heavy Industrial Area garages
Hotel 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 1
Graduation Ceremony
The 2009 graduation ceremony was held at KYP city campus. The graduation was graced by the
Director of Standards from TEVETA on behalf of the Permanent Secretary in the ministry of Science
and Technology. The ceremony helped the institution advertise its services to the general public for it
was captured by the print and electronic media.
Repainting of Buildings
The Auto mechanics class room was renovated and painted within the reporting period.
Renovation of class rooms and workshops
Renovations were done on the auto mechanics lecture room and to the toilet facilities at both
campuses. 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 plan
The annual general meeting will be held in January 2010. During the reporting year an annual review
workshop 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 enabled
management to plan, discuss the budget and highlight the strengths and weaknesses exhibited in the
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12. year 2008. The annual review was also an opportunity for various stakeholders to participate in the
planning process of the training centre.
The institution also embarked on the formation of the 2009 – 2014 strategic plans. The process was
conducted by the independent consultants. KEPA Zambia financed the process. This was done
through 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 the
requirements set by TEVETA. The training centre has been receiving positive feedback from the
places of attachment. This means that the quality of training is compatible to the set up modern labour
market.
- Getting employed in Zambia in the formal sector is quiet difficult. However, most of KYP´s students
have been able to get employment after proving their individual competencies during Industrial
Attachments. The table below shows a comparison of 2008 and 2009 intakes on how the students
have been employed in the formal sector. Of course many of the students have formed smaller groups
and are working for themselves.
Hotel and Catering Jan 2008 Hotel and Catering July 2008 - 2009
09 out of 19 students got employed 19 out of 30 employed
Automotive Mechanics Jan 08 Auto Mechanics July 2008
7 out of 25 employed 11 out 21 employed
Auto electrical Jan 2008 Auto electrical July 2008
3 out of 9 4 out 9 employed
Tailoring and Design Jan 2008 tailoring and Designing July 08
4 out of 10 3 out 8 employed
- The students who underwent training at KYP were able to interact with the computers and handle
business plans effectively because of the computer courses and entrepreneurship training they were
offered. KYP has established a well equipped computer room with the support of SYL.
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13. 2. KYP’s studying environment has improved
- The achievement of the highest level (grade 1) of TEVETA seems to be too ambitious when
considering the resources that KYP has. During 2009 KYP has been downgraded from level 2 to level
3. The requirements of TEVETA have become stricter and 75 institutions were dropped out from level
1 in 2009. So despite the many training challenges faced by training providers, KYP still remained as a
training institute trailing at grade three because it thrived to provide its best in material, equipment and
quality teachers within the resources available.
- Commitment of all lecturers has been improved by recruiting the new Training Manager who holds
meetings 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 it
possible 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 in
the 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 subjects
during the year 2010.
-The tailoring workshop has been established during the reporting year and its function is to contribute
to KYP´s sustainability and to deepening the entrepreneurship skills of the tailoring and design
students.
-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 in
the project that hinge on sustainability. The board is currently working on the business plan for the
restaurant workshop.
- There has been an increase in training staff motivation due to remuneration awards and broader
participation in the project which hatches an element of belonging. Current employees´ motivation has
been 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:
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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)
Students
Implementation and Monitoring Procedure of the Project
The project is owned by the community who in trust powers into a board of trustees who are
democratically elected. The board of trustees develops policies based on the goals and mission of KYP
and employs management to develop implementation plan for the attainment of policy objectives.
Management
In this project, management has been responsible for planning, organizing, leading and controlling the
operations of the project. Management has been able to hire implementing staff and ensure that
activities were implemented in accordance to the conditions set in project plan between SYL and the
Ministry of Foreign Affairs of Finland. Management is led by the Executive Coordinator and in addition
to the Executive Coordinator it is composed of the Training Manager and the Marketing and
Information Manager.
Implementing staff (lower management)
The implementing staff ensured that activities were implemented in accordance with the objectives of
the institution. They were involved in the actual delivery of training and other services to the
community. The employees report to the management.
Auxiliary staff
The auxiliary staff performed duties as assigned by senior managers and other senior members of
staff. Their main responsibility was to protect property and also work to create conducive learning
environment for the youth programme.
MONITORING
5.7 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?
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15. The official monitoring is carried out by quarterly and annual reports which include the narrative report
and the financial report. In SYL the monitoring is done by the Project Coordinator and SYL`s advisory
board of development cooperation (KENKKU). KENKKU consists of 15 voluntary members of different
student unions and it has meetings every month. A great part of KENKKU`s work is also done by
emails through which the members discuss issues related to the project. Within KENKKU there is also
a smaller group of people forming the Zambia group that follows especially KYP-SYL project. The
group has its own meetings in addition to KENKKU meetings. The project coordinator reports to
SYL board about the project.
During the year 2009 the monitoring has also been done by regular contacts via emails and phone
calls with KYP employees when needed. Kepa Zambia office´s Saara Kalaluka has also helped in the
monitoring by conducting visits to KYP and by emails.
In September 2009 a two-week monitoring visit was implemented by SYL´s Project Coordinator Anni
Vihriälä and a member of KENKKU Minttu Naarminen. During the visit they had meetings with KYP
board, management, teachers and students. They also participated together with KYP staff in KEPA´s
exit seminar where Finnish and Zambian NGO representatives were trained and connected with each
other.
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.
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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
30
Number of students
25
20 January 2008
15 July 2008
10
5
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it
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Cr
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Grades
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17. Distribution of Grades of January 2008 and July
2008 intakes: Tailoring and Designing
12
10
Number of Students
8
January 2008
6
July 2008
4
2
0
it
l
n
y
it
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ct
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Cr
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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
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l
n
y
it
st
ta
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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
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Grades
2009
Name of Tenant b/f Annual Charge Payments Balance
Agriphase Ltd 1,796,000 4,964,400 4,200,000 2,560,400
Enteruro 5,160,000 1,840,000 3,320,000
Ambuya Restaurant 650,000 7,800,000 6, 800,000 1,650,000
P M Centre 6,357,000 7,142,800 10,000,000 3,499,800
Hadac Construction 6,084,000 10,584,000 14,350,000 2,318,000
Binmuta 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 4,240,000
Ohms Enterprise 8,135,600 7,528,800 6,550,000 9,114,400
Bennitauni (1,200,000) 4,800,000 500,000 3,100,000
D K Machines 1,750,000 2,400,000 600,000 3,550,000
MTN 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 1,500,000
Alkens agencies 4,950,000 2,650,000 2,300,000
Mainza Motors 3,000,000 2,290,000 710,000
84,737,500
Totals 23,949,680 96,863,600 52,081,720 36,075,780
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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 costs
were redirected to procurement of materials and maintenance costs (servicing computers). Materials
were acquired mostly for establishing the tailoring workshop. This change has been agreed with the
Ministry.
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 been
engaged to do the audit again this year. The KYP Board sat to analyze the accounts and compare with
the conditions and KYP’s Finance and Accounting Policies and the board officially engaged the
auditors. However this has to change in 2009. A new auditing firm will be engaged after the Annual
General 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 happy
to have studied at KYP and they felt that the training programme met their needs. About 60% of the
students felt that the tools and equipments used by the institute were not up to date compared to the
changing technological trends of the labour market. The students also felt the teaching staff was
committed enough though the relationship between management and students should be
strengthened.
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 other
development related issues. Information about the project can also be found in the internet on SYL`s
development cooperation webpage.
6. Lessons learned and the continuation of the Project
6.1 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
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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-day
activities will continue in a similar manner as in 2009. Possible changes in the project plan will be
strongly 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 training
More effort shall be made to ensure that the standards increase. The institution is looking at enhancing
more student guardian or sponsor participation in the planning and implementation of the project. This
shall be done by facilitating the formation of a Guardian –Sponsor Committee that would enable a
better relationship between guardians and sponsors. The sponsors shall understand the importance of
paying 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 electronic
Library.
Sustainability
KYP shall have more focus on possible options to ensure sustainability of the training programmes in
the year 2010. Modular short term training programmes that have smaller material costs will be
established to raise income for the long term technical training programmes. More offices of better
standard will be built in order to gain rental income. The carpentry workshop and school restaurant will
also support KYP's 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 the
Project, please use this space to give additional information.)
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21. 8. Project costs and financing
Project costs Approved Cost performance
Project budget
1. 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 3756,20
2. Activity costs (e.g. training) (Appendix 2)
Fees of hired experts 10406 8801
Other costs 9978 12377
Activity costs, subtotal 20384 21178
3. 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 10157
4. Operation and maintenance (Appendix 4)
Operation costs 1100 1252
Maintenance costs 550 1720,48
Operation and maintenance, subtotal 1650 2972,48
5. 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 2000
Monitoring, evaluation, and information, subtotal 11082 10083,61
TOTAL IMPLEMENTATION COSTS 48366 48147
6. 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 5352,56
TOTAL PROJECT COSTS 53741 53500
Administrative costs as a % of total costs (max. 10 %) 10 % 10 %
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22. Project financing Approved Project Cost performance
Budget
1. Self-financing (Appendix 7)
Cash contributions 4032 4032
Voluntary work and material donations 4030 4032
Total self-financing
Self-financing as a % of the total costs 8062 8064
2. Project support from the Ministry for Foreign Affairs
Support transferred from prior years - -
Support available for and used during the reporting year 45679 45436
TOTAL FINANCING 53741 53500
9. Signatures
Place and date Place and date
Signature Signature
Name in Capitals Name in Capitals
Position 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 organisation's annual financial statements
❏ Auditor's assurance on the legal use of the Project funds
❏
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