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526 - Post Implementation ReportRevised 09/01/2013Columbia UniversitySoroti, UgandaMultifunction Platform

Document 525PRE-IMPLEMENTATION REPORT

CHAPTER: COLUMBIA UNIVERSITYCOUNTRY: UGANDACOMMUNITY: SOROTIPROJECT: MULTIFUNCTION PLATFORM PILOT PROGRAMTRAVEL DATES: June 1st 30 June 2013 &2nd August 30th August 2013

PREPARED BYAllison Duh, Rebecca Ciez, Halvard Lange, Ivett Ortega, Eli Levin, Eric Laukkanen, Shalni Pawa, Liza Faber, Annie Tickell, Rohan Bhandari, Robert Viramontes, Marcellin Nchimiyimana, Santiago Jaramillo, Ritish Patnaik

March 10, 2013

ENGINEERS WITHOUT BORDERS-USAwww.ewb-usa.orgPre-Implementation Report Part 1 Administrative Information

1.0 Contact Information

Project TitleNameEmailPhoneChapter Name or Organization Name

Program ManagerHalvard [email protected] CU

Project LeadsEvi [email protected] CU

Liza [email protected] CU

Co-PresidentEmma [email protected] CU

Co-PresidentCatilin [email protected] CU

Mentor #1Joe [email protected] NY(New York Professional)

Mentor #2Stephanie [email protected] NJ(New Jersey Professional)

Faculty Advisor (if applicable)Vijay [email protected] University(EWB-USA CU)

Health and Safety OfficerJune [email protected] CU

Assistant Health and Safety OfficerJune TripRobert [email protected] CU

Education Lead June Trip Aniekeme [email protected] CU

Health and Safety OfficerAugust TripEric [email protected] CU

Assistant Health and Safety OfficerAugust TripShalni [email protected] CU

Education LeadAugust Trip Shalni [email protected] CU

NGO/ Community Contact Angella [email protected]

James [email protected]

2.0 Travel History

Dates of TravelAssessment or ImplementationDescription of Trip

May 16-31, 2008AssessmentFirst Assessment

May 16 June 6, 2009ImplementationFirst Implementation

May 28 June 26, 2009AssessmentSecond Assessment

August 2 September 2, 2009AssessmentThird Assessment

May 25 June 24, 2010AssessmentFourth Assessment (Electrical System)

May 17 June 18, 2011ImplementationSecond Implementation (Exhaust System)

January 2 14, 2012AssessmentFifth Assessment

August 11 September 1, 2012AssessmentSixth Assessment

January 2 20, 2013Assessment Seventh Assessment

June 1st 30, 2013ImplementationThird Implementation part 1

August 2nd 30th 2013ImplementationThird Implementation part 2

3.0 Travel Team (Should be 8 or fewer):

June Implementation Trip#NameE-mailPhoneChapterStudent or Professional

1Eli [email protected] CUStudent

2Liza [email protected] CUStudent

3Marcellin [email protected] CUStudent

4Aniekeme [email protected] CUStudent

5Robert [email protected] CUStudent

6Joe [email protected] NYMentorComment by : Anonymous:I fixed my email address

August Implementation Trip#NameE-mailPhoneChapterStudent or Professional

2Eric [email protected] CUStudent

3Shalni [email protected] CUStudent

4Gabrielle [email protected] CUStudent

5Brian LarsenEWB-USA NYMentor

4.0 Health and Safety

4.1 Incident ReportsDid any health or safety incidents occur during this trip? ___Yes_x_No

5.0 Planning, Monitoring, Evaluation and Learning

5.1 Canceled/Non-functioning ProjectsHas the status of any of this programs past-implemented projects changed to Canceled or Non-functioning? ___Yes _X__No

5.2 Is the updated version of the 901B Program Impact Monitoring Report included with this report? ___Yes _X__No

6.0 Budget

6.1 Project Budget

6.2 Donors and Funding

Donor NameType (company, foundation, private, in-kind)Account Kept at EWB-USA?Amount

Total Amount Raised:

7.0 Project Discipline(s): Check the specific project discipline(s) addressed in this report. Check all that apply.

Water Supply____ Source Development____ Water Storage____ Water Distribution____ Water Treatment____ Water Pump

Sanitation____ Latrine____ Gray Water System____ Black Water System

Structures____ Bridge____ Building

Civil Works____ Roads____ Drainage____ DamsEnergy____ Fuel____ ElectricityAgriculture____ Irrigation Pump____ Irrigation Line____ Water Storage____ Soil Improvement____ Fish Farm X__ Crop Processing Equipment

Information Systemsp____ Computer Service

8.0 Project LocationLatitude: 33 38' ELongitude: 1 42' N

Post Implementation Report Part 2 Technical Information

1.0 EXECUTIVE SUMMARY

Columbia Universitys Engineers Without Borders-USA Uganda program traveled to Uganda to continue implementation of the Multifunction Platform (MFP) project (project ID: 005051) during these these two range of dates: May 23rd to June 23rd and August 2nd to August 30th. The implementation of the MFP Pilot Program was phased over these two trips with the goal of installing a total of four MFPs (two per trip) and assessing additional communities for future pilot program sites.

The teams traveling to Uganda in June and August 2013 each implemented two new MFPs and monitored the four previously installed sites.The overall goal of the MFP project is to increase the livelihoods of participating communities by decreasing the amount of time spent on hard labor and enabling the value addition of raw products through agricultural processing. Decreasing the amount of time devoted to subsistence farming and increasing income generation through this project will provide the time and funds necessary for individuals to obtain an education or pursue community initiatives. Eight MFPs have been installed thus far, in Orungo and Usuk in 2009, in Tubur and Anyara in 2010, in Angole and Aboiboi in May of 2013, and in Sugar and Okidi in August of 2013. The two trips in the Summer of 2013 revisited the original four sites and found them all in working order and have been in touch with Pilgrim to see the completion of the second four sites. Theres a planned monitoring and assessment trip for the upcoming Winter to scope out potential sites for our last 2 implementations and to check on the existing 8. CU-EWB works in and around the town of Soroti in the Teso region of Uganda. Communities in the region have experienced many hardships due to armed conflict, cattle raids, and inconsistent harvests due to climate change. However, strong leadership at the community level has allowed these communities to stay on their land in the face of these troubles while sustaining pride and respect for both their land and community members. CU-EWBs local partner is Pilgrim, a non-profit with headquarters in Seattle, Washington and Ugandan offices in Kampala and Soroti. Pilgrim provides a range of services for the people of eastern Uganda. They have established malaria prevention program, they operate the Beacon of Hope College (equivalent to an American high school), and are very active in rejuvenating the communities after the devastating floods in 2007. Of the communities with which they have worked, Pilgrim used an extensive vetting process in 2008 to choose the four sites where are currently working. The MFP project is a cornerstone of their agricultural program. CU-EWB and Pilgrim have drafted and signed a Memoranda of Understanding (MoU) for each existing site.The first two MFPs of the pilot program were implemented in 2009, followed by two others in the following year. The MFP has been the main focus of CU-EWBs Uganda program. Since the initial installment in 2009, CU-EWB has returned to Soroti at least once a year. The trip in January 2013 as the 9th trip made by CU-EWBs Uganda program. Of the prior 8 trips, 6 were assessment and 2 were implementation trips. In previous years, three of the engines have successfully run and made a profit for the community with significant technical guidance from Pilgrim and Soroti technicians. One community, Anyara, has struggled to keep the MFP system running due to community challenges and issues. Travel teams record each sites log data each visit. In the summer of 2011, CU-EWB also implemented a rainwater harvesting system (RWH) in Pilgrims Beacon of Hope College. The RWH system was completed in the summer 2012 trip; however, subsequent teams are required to periodically monitor the system, and monitoring was performed in the winter trip of 2013. All travel teams work on both the MFP and RWH projects when in Uganda. In the winter trip of 2013, the travel team visited 8 potential sites for implementation of additional MFPs. They met with the communities, gathered information, and tested engines at Makerere University.Upon arrival the housing structure had already been built. Inside the structure a hole was dug. Concrete was mixed outside and wheeled inside to pour. The metal frame was used as a template to lay the bolts. Metal base was removed after bolts were set into place and was then used for engine testing. Testing was conducted with the metal base and approved by the professional contractor. When the cement dried the metal base was relaid and the engine was installed with the attachmentsThere were no permanent deviations from the intended design for the June trip. Of the small deviations, all of them were merely temporary fixes which were not left in the final product. Those small deviations had no lasting effect in the implementation of the Multi-Function Platform and were for testing purposes only. Regarding the August trip, there was an opportunity to include a rice polisher into the attachment combinations which was deemed highly useful by the communities and so a new attachments connection system was adopted which included running a belt to a crank-rod orthogonal to the plane made by the belt from the engine to the rod. There was then another belt from the rods center back to the attachment that would have normally been run by the first belt as with the june implementation and then a belt was run off of the end of the rod to run the new attachment, this was how we accommodated the new Rice Polisher (see drawing in section 4 and deviation from original design in section 6 for a more detailed discussion of these deviations).The last four sites were completed in the summer of 2013. All eight sites are currently fully operational. There are two more sites planned for future trips, which are currently in the works.

2.0 INTRODUCTIONThis document summarizes the project objectives of the Uganda division of the Columbia University EWB Chapter, and highlights goals of the upcoming Assessment Trip to the Teso region of Northern Uganda. The assessment trip will take place at the end of January, 2014. Aside from inspecting and maintaining existing MFP locations the group will assess four new prospective locations, two of which will be chosen for future implementation. The EWB-CU June and August teams installed four MFPs in the communities of Aboiboi and Angole, and Sugur and Okidi.

3.0 PROGRAM BACKGROUND

The past two and a half decades have brought significant distress to the Soroti district, and the greater Teso region, through multiple rebel insurgencies, regional conflicts, cattle raids, and most recently (2007), severe floods. With peace returning to the region, now is a critical time for the development of agricultural processing industries and technologies. Columbia Universitys Engineers Without Borders Uganda program, in collaboration with Pilgrim, a Ugandan NGO, is implementing a Multi-function Energy Platform (MFP) pilot program in the Soroti district of Uganda. MFPs are stationary diesel engines that have been shown to be an effective piece of development infrastructure, providing important mechanization for agricultural processing, electricity generation, and domestic/irrigation water supply systems. Since 2009, CU-EWB and Pilgrim have worked together to implement four MFPs in four different communities in the Soroti district: Tubur, Anyara, Usuk, Orungo. (Map in 4.1) The MFPs are installed in and supported by Pilgrims extensive farming cooperative (co-op) network. One objective of the project is to explore the use of MFPs with non-traditional fuels such as vegetable and sunflower fuel. Previous efforts used jatropha oil as fuel but as this method is not always economically feasible, the MFPs are usually run with diesel. However, the option to use alternative fuel is important in protecting the MFP from potential changes in the price and availability of petroleum, and in making the MFP a more robust agricultural processing solution. It is important to keep the MFP running as it helps to eradicate poverty by providing access to energy, liberating time currently spent on manual labor, and increasing income generation.In 2007, an MFP was installed at a secondary school run by Pilgrim (Beacon of Hope College) to provide backup electricity (a trial implementation that was not EWB- affiliated). The first Site Assessment trip in May 2008 aimed to increase the teams understanding of the Soroti community and to measure the general feasibility of this MFP pilot project. Towards this end, the team conducted over 175 multi-sector households surveys throughout the Teso sub-region (which includes the Soroti district). During the CU-EWB implementation trip of May 2009, in partnership with Pilgrim engineers and Makerere University engineering students, two MFPs were installed in two farming cooperatives, Orungo and Usuk. In the summer of the same year (June and August), MFP follow-up work continued, and a new project was identified and assessed with the help of Pilgrim. An eight-week MFP training program was designed through the collaboration of Pilgrim staff members and CU-EWB. This training program, which was facilitated by Pilgrim and supported by CU-EWB, covered a range of topics including technical training (operations and maintenance), safety, accounting, conflict resolution, and co-op management. During the engine break-in period, MFP repairs were made and the miller accessory was attached at each site. By the end of the August trip, both MFPs at the Usuk and Orungo sites were running successfully and generating income through the services of the miller. 2009 and 2010 also saw the installation of Permanent Magnetic Generators (PMGs) and small electrical systems at Usuk and Orungo to provide access to electricity in these communities. Assessments (in the form of group question and answer sessions) were carried out at each site in order to get a better sense of how the MFP engines were operating a year after their installation. On this site visit, the team observed that running the miller attachment led to a buildup of dust in the MFP structure. This dust not only proved hazardous to the engine operators, who suffered eye and respiratory irritation from the dusty environment, but posed a threat to the mechanical and electrical components of the MFP system. Thus, during the summer of 2011, two Cyclone Overflow Exhaust Systems (COES) were installed in Orungo and Usuk to address concerns about the amount of dust being produced by the miller attachment.In November 2010, CU-EWB and Pilgrim, in collaboration with students from Makerere University, expanded the MFP program by installing two new MFPs in Tubur and Anyara, two communities that are a part of Pilgrims co-op network. Each site was equipped with a miller attachment. The Tubur site was also equipped with an oil press and a PMG. Discussions were held with community members at all four sites to gain a sense of how the engines were operating, and the communitys reactions to the MFPs. Assessments of other local millers and battery charging stations were also conducted.Upon returning to Uganda in January 2012, the CU-EWB team was glad to see that the COES implementations were working and that similar systems had been installed in Tubur and Anyara. Most of the trip in January consisted of meetings with representatives from Pilgrim, as well as excursions to the four communities to assess the situation of each engine, the communities needs and experiences, and to make a plan for moving the project forward. CU-EWB found that only one of the four engines was completely functional upon the teams visit, and CU-EWB developed and begun to implement, with the help of Pilgrim staff, a new plan to return each engine to full capacity and efficiency and ensure that all the communities are sufficiently trained in the maintenance of the MFP and can use it to make their products more profitable.In March of 2012, each of the four existing MFPs were overhauled under Pilgrim supervision. CU-EWB found upon their assessment trip of August 2013 that the MFPs have since been performing much better with less downtime. Community members voiced greater confidence in the MFPs contribution to the community and have proposed the inclusion of attachments such as the oil press for additional revenue. During this summers assessment trip, CU-EWB and Pilgrim also discussed the expansion of the MFP program onto five additional sites using the Changfa engine instead of the Lister engine, as well as the necessary steps to solidify community members training and .,, knowledge at existing steps of MFP implementation.In January of 2013 the travel team visited all four MFP communities. Three out of four engines were running. Two had been completely operational since the March 2012 overhaul, the third experienced minor breakdowns but was fully functional at the time of visit. The fourth, located in Anyara, was in need of repair. A combination of community politics and budget issues was complicating the repair. Since this most recent trip Pilgrim has focused its energies on Anyara, and has succeeded in completing workshops on business and technical training. Although the site is not yet up to the level of the three other existing sites, the condition of the MFP project at this site has made significant improvements over the past few months and is expected to be operational soon.In the summer of 2013, CU-EWB sent two travel teams to implement four engines in four new sites, Angole, Aboiboi, Okidi, and Sugur. In this past summers two trips, CU-EWB sought to not only assess the progress of Anyara and the other three MFP sites, but to implement four more MFP sites based upon the Changfa S195 diesel engine, which is more common in the Soroti region than the previously used Lister engine, and is expected to simplify the repair process.

4.0 TRIP DESCRIPTION

June-trip trip description

The macro description is composed of monitoring the four old sites and implementing two new engines in Aboiboi and Urungo. In more detail, the June travel trip consisted of two major sections bookended by short visits to our NGOs head office Pilgrim Uganda in Kampala. We arrived in country and spent the first few days outlining the purpose and intended consequence of our trip to the NGO board and then proceed to make the 7 hour trip to Soroti where we set up camp in a hotel on the outskirts of town. Without delving into specific day by day information, we spent the first week meeting with the local branch of our NGO and getting acquainted with our in country engineer to establish our updated construction schedule. We then spent the next week monitoring each of the four most recent implementations - getting community feedback - checking logbooks - seeding community ownership models. The next week was devoted to implementing the new engines in Aboiboi and Urungo with days for frame setting and engine testings respectively at each site. The final week we headed back to Kampala to wrap things up with nationals and establish the communication channels for when we arrived back home.

August-trip trip descriptionThe August 2013 travel team set out to monitor the status of the two most recent MFP sites implemented by the May-June team as well as the four previously installed MFPs, and to implement a sixth and seventh MFP in the communities of Okidi and Sugur. The trip began with a meeting at the Pilgrim office in Kampala, followed by a visit to Makarere University, where a discussion regarding the current and prospective status of the CUEWB Uganda project as a whole took place between faculty and students in the engineering department and the CUEWB travel team. The team continued on to Soroti, where they were introduced to the local Pilgrim staff, with whom the goals of the August trip were laid out in greater detail and an implementation schedule was established. Arrangements for visits to older sites and contact with the CUEWB team back home were made over the next couple of days. The following week, we started to visit the previously implemented MFP sites, beginning with Orungo. This community provided us with an epitomous example of how we had envisioned the project in terms of sustainability and community independence. Next, we visited the newly installed site in Aboiboi and were elated to see the MFP in use and fully functional upon our arrival. We then went to Sugur for our introductory meeting where we found that they had completed the housing structure satisfactorily and were ready to receive the engine. Upon our visit to Okidi the next morning, we again found that the community had indeed finished construction of the MFP housing. We also visited the communities of Anyara, which we had undergone several difficulties since its implementation but seemed to be overcoming their challenges, and Tubur, whose MFP was proving profitable though they had recently run into some technical failures. Lastly, we visited the second site that the May-June team had been unable to complete in Angole, where the MFP was functioning and the committee had taken promising steps toward full ownership and independence. After having visited the previous sites, the travel team returned to Okidi and Sugur where they poured the concrete foundation for the MFPs. The final weeks of the trip were devoted to installing the framework and machinery, followed by testing the engine and the performance of its components, in the two communities of Okidi and Sugur.

5.0 COMMUNITY INFORMATION

5.1 Description of CommunityJune TripAboiboi consists of four different villages, each of which is within 2.5 kilometers of the MFP. The total number of members in the MFP group is 60. The MFP is primarily used for hulling maize and rice. Before the MFP was brought to Aboiboi, these members traveled to Soroti to process their maize and rice and traveled to Katakwi to process cassava. Angole consists of five smaller villages. The MFP will be used by community members within a five-kilometer radius for food processing. The main crops in Angole are rice and cassava.

August TripOkidi is a parish comprised of four small villages. The executive committee for the MFP had been chosen by election where 61 voters were present. There are now 45 registered members in total in the MFP group. There are four secondary schools and over twenty primary schools in the Okidi area. The nearest primary school has 1300 students. There are also many churches of various denominations, with a number of Pentecostal, Anglican, and Catholic. They expect that the MFP will be used by 25 villages, the farthest of which is 14 km away. Prior to installation of the MFP, farmers had to travel to the town of Serere (9 km away) to mill their cassava and maize, and all the way to Soroti (about 48 km away) to use an oil press. Because of this, farmers who used to grow sunflower stopped harvesting such crops, as it was not worth the time, cost, and hassle of travelling to Soroti to process them. Now, the main crops harvested in the Okidi area are maize, cassava, sogum, green peas, and rice. Okidis close proximity to Lake Kyoga allow these crops to flourish, as the soil is very fertile.Unfortunately, the August travel team was unable to get very far in implementation of Sugurs MFP. Due to some delays, the team was only able to pour the cement in the housing structure in Sugur. Therefore, the team was unable to gather a lot of new information about the community. Sugur does not have any secondary schools in the area, but there are many churches that play a role in community life. There are some small businesses including a carpentry shop, a fish store, a mechanic shop, and a small brewery. There is also an individually owned mill in the center of town, however this does not satisfy the needs of the community, especially when it is not running due to engine problems.

5.2 Community RelationsAll communities have signed a memorandum of understanding, which details the expectations of CU-EWB. Each of the communities have agreed to all conditions in the MOU. The MOU can be found in section [?????] of the report. CU-EWB was not able to employ the new ownership models discussed in the 525 report, so the cooperative model was used for all the newly implemented sites. A more in-depth summary of community relations are described below.

June TripAboiboi showed great interest and initiative both in the installation of the MFP and its maintenance. In anticipation of the installment of the MFP, Aboiboi began growing much more rice, which can be hulled and sold in the market. Since it became operational, Aboibois MFP generated 100,000 shillings in profit, yet the community has not planned what to do with the earnings. Pilgrim suggested the profits be used to close up the housing structure for the MFP as it has not been closed off and since the community raised concerns about the lack of security of the MFP. The reason they have not yet decided on how to spend the profits is that there have been no member meetings since implementation. At first, blame was put on the members as no one attended the meetings. After a threat of taking away community members memberships, one of the women spoke up that they were never aware of meetings. Therefore, the mobilizer of the committee has not been successful in conveying the information to all members of the MFP. Hopefully with better communication, issues with the MFP can be addressed properly. Before leaving, the travel team made all members agree on a date for the communitys first group meeting. When more profit is realized, the group will split some of the profit. They also plan to begin a program to loan money to group members with interest. Previous projects in the region have included government investment in maize and groundnut seeds as well as in livestock, such as goats and sheep. Due to this success, CU-EWB hopes that the MFP project will also be successful in Aboiboi.Despite some difficulties in installing the MFP in Angole, most notably a language barrier that forced communication through simple words and hand gestures, the members of the community were eager and excited about the project. They have readily taken ownership of the project, and despite technical difficulties with the attachments, are hoping for tools and training from Pilgrim so that they can become self-sufficient with the repairs. The community also hopes to get management training, as well as sunflower seeds to produce sunflower oil to be sold in the market. Although revenue so far has been low, once the issues with the attachments are addressed and prices are raised (they are much lower than at other sites), profits will likely increase dramatically. The community plans to use this money to set up a lending program that will charge interest, as well as to add storage and an office to the housing structure.

August TripBoth Okidi and Sugur had a strong sense of ownership of the Multi-functional Platforms. While the August team was only able to complete the concrete pouring in Sugur, the community members expressed initiative by their presence and help throughout the process. The early completion of Sugurs housing structure shows their dedication to the project. The August team was able to see Okidis dedication throughout the two weeks working at the site, as there were always community members present and helping on site. Okidis housing structure was also completed, however the windows still needed shutters...Both Okidi and Sugur have had successful, cooperative group projects in the past, which could have contributed to the overwhelming support shown by both communities for the MFP. Sugur has a micro-finance group, to which many members of the community belong. The members contribute their savings to the micro-finance fund. Any member of the group has access to the money if they agree to return the money with interest. The community has come together to work on government-aided projects with Africare and National Agricultural Advisory Services. Sugur plans on utilizing their own mechanics for fixing the MFP, and thus the community has high hopes of becoming self-sustainable in the near future. Although misunderstandings with Okidi and Sugur did not arise, seeing the miscommunications that occurred in the other newly implemented communities, the travel team insisted on a strict timeline for the MFP groups future meetings.

6.0 PROJECT SUMMARY

Project Summary:Comment by : Joey Zambito:Should the instructions still be in the report? There is a note to Ritish still written in here at the bottom of the bold font.6.1 Project Description: Provide a general description of the project that is the focus of this report. The description should be brief without going into the details of the design. The description should also include a goal statement that is clearly linked to the community-identified needs that the project is attempting to address. 6.2 Summary: Provide a summary of the implementation. This should include an exact description of all the components of the design that were installed during the trip. 6.3 Difference Between Planned and Actual Implementation: Include a description of any difference between what was actually implemented and what was approved for implementation the EWB-USA Technical Advisory Committee (TAC) and an explanation of this discrepancy.6.4 Drawings: Provide as-built drawings of the constructed project components.6.5 Operation and Maintenance: Provide a description of the Operation and Maintenance (O&M) activities that took place on the trip. This includes items such as O&M training, preparations for future O&M activities such as hiring staff or collecting O&M fees.6.6 Education: provide a summary of any project related education that the chapter carried out during the implementation trip.]Ritish: please add a reference that the MOU is in section 7.0.

6.1 Project Description

The proposed facility is extremely similar to the four previously implemented facilities consisting of a housing structure approximately 5x5 meters, constructed out of cement and brick, with ventilation openings in the roof. Inside the facility, there is a concrete based platform (about 1x3 square meters) on which the engine and mill, or other attachments, are sitting.

The engine is able to drive various attachments for agricultural processing. These attachments are determined based on community need and options include a mill, huller, rice polisher, oil press, permanent magnetic generator and chipper. These are identified by the communities based on the crops that they choose to plant. In the case of summer 2013, the chipper and permanent magnetic generator were not implemented in any communities.The community members are responsible for providing the land and material for construction and construction label CU-EWB will only help by ensuring that the dimensions are large enough to house the MFP and its attachments, and ventilation is sufficient to evacuate the dust and exhaust associated with MFP operation.

The goal of our project is to develop a platform that enables rural communities to improve the efficiency of manual labor and promote economic independence and freedom.

6.2 SummaryOverallThe implementation saw four MFPs installed in four communities in the Soroti region, Aboiboi, Angole, Sugur, and Okidi. The MFPs implemented during these trips consisted of a single Changfa S195 engine, a miller, an oil press, and a huller. In the communities Sugur and Okidi a rice polisher was also installed. These components were mounted on a steel frame anchored to a concrete base.

June TripThe june trip implemented two MFPs in Aboiboi and Angole in a very similiar manner, as was established in the construction schedule with the one exception that we were a bit delayed by a switch of concrete (from one week drying to two week drying) and delays in parts sourcing. We arrived on both sites to find the housing structures completed and more than satisfactory. The concrete was mixed and poured on the first day at each new site and then the bolts were put in the concrete for drying and the base was taken off for the interim drying time to use as a temporary base for engine testing. Once the concrete dried, the base was put on the bolts and the engine on the base and the attachments (Miller, Huller, and oil press) were put on the ends of the base.Comment by : Joey Zambito:corrected some spelling in this section

August TripThe August trip focused on implementing MFPs in Okidi and Sugur. Housing structures in both communities were completed before the travel team arrived in country. However, the housing structure in Okidi did not yet have shutters on the windows. The team was able to begin working immediately and poured concrete at both sites a week after arriving in Soroti. The base frame was then installed in Okidi with a few delays mentioned below in 6.3 due to improper measurements. The base frame was installed in a cross design (refer to 6.3 for details) with the mill and rice polisher in line with the engine and the oil press and huller as side attachments run by the axle. Due to delays, only the mill, rice polisher, and huller were installed and tested at Okidi before the August team left Uganda. The oil press in Okidi and the engine with all the attachments in Sugur were installed by Pilgrim after the August implementation trip.

6.3 Difference Between Planned and Actual ImplementationJune TripThere were no deviations between the plans and the implementation. Please refer to the 525 pre-implementation report for further details.

August TripDuring the implementation, the August team had to depart from original plans in order to accommodate a few field-fixes. Firstly, the machine attachments (huller, mill, oil press) were fabricated to slightly different dimensions than originally specified. Thus the base frame was constructed with slightly different dimensions than originally planned so that the machines would sit properly on the base frame.Secondly, upon evaluating the performance of the MFPs in Angole and Aboiboi, it was noted that the combined rice/maize huller did not hull rice at all. The communities of Sugur and Okidi had been expressed need for hulling rice. To accommodate this need, Pilgrim suggested adding a separate attachment, a rice polisher. Upon implementing the rice polisher, it was determined that all the attachments could not be implemented in a straight line as originally planned due to the unavailability of long enough belts. The contractor suggested implementing the attachments in a cross configuration and using an axle to transfer power from the engine to the side attachments. After having the contractor demonstrate the viability of this method, CUEWB agreed to change in plan in order to accommodate the rice polisher.

6.4 DrawingsSee Appendix

6.5 Operation and MaintenanceCumulitively both travel teams were able to visit all the past MFP sites. The MFP in Anyara was found to be working well and in good condition. However, the community expressed concern regarding the long periods of time the engine is out of commission when there are minor problems. The community has not appointed any mechanic or operator in charge of initiating repairs. Therefore, any issue with the MFP results in a long period of time when the MFP is out of commission. Furthermore, although the executive committee holds meetings, only half of the members show up regularly.Comment by : Joey Zambito:why are the fonts and sizes different? correct throughout reportWhile visiting Usuk and Tubur, the team found the MFP engine out of order (June 5). These communities had the same problem: the operators had allowed the fuel tank to run empty, allowing air to enter the fuel lines. The problem was fixed with help from mentor Joe and the local engine operators. During the community meeting, community expressed that they would like more training. The team worked on developing stronger training protocols for new implementation sites so that these minor problems would be avoided. When the August team visited Usuk, the community claimed that the engine had not been working since June. It seems that the community is lacking dedication to the project. They do not have someone who is knowledgeable and motivated enough to operate the MFP. Pilgrim suggests that we consider restructuring the business ownership model to develop interest and initiative. Orungo has successfully been able to maintain their MFP as they use the proceeds from the engine to hire a technician for repairs.Although the team had plans to verify and test engines in both Angole and Aboiboi, due to delays with the contractor we were only able to test the operation of the engine in Angole. The engine and miller attachment performed well, with the communities being able to immediately mill their cassava and produce a high-quality output. The oil press required a lengthier installation, and the team was not able to test but did make plans with Pilgrim and the contractor for the installation. Due to the supply chain issues, the huller was not present for testing. No testing on the engine Aboiboi was performed by the team. However, the August team was able to confirm that all parts were installed properly.The August team was also able to gather some more information on the newly implemented communities of Angole and Aboiboi. Angole had some issues with the quality of the rice from the maize/rice huller, however Pilgrim claims that the quality will improve with time. Furthermore, the operator is not yet being paid, although the community is generating profits now. CU-EWB suggested that the operators begin getting paid so they have incentive for working. Only one engine operator works at a time, but there are six operators in all. The community asked for more training sessions in management and growing sunflower. Pilgrim is returning to Angole to host more training sessions. Aboiboi raised concerns about faulty craftsmanship on the part of Mze. Paul when installing the mill in June. The mill seems to have some cracks, however since there is an 8 month warranty with the contractor, these will be fixed. The oil press and rice huller attachments have not been used since testing and therefore no issues have been brought up with these attachments. The community raised concerns about the large amount of fuel the engine uses. Pilgrim proposed that a larger sieve for the flour should be used (1 inches instead of 1 ). With a larger sieve, then the flour will flow quicker and the engine will not have to run as long to process the same amount, thus reducing the fuel consumption. There have been difficulties in making decisions as the members have not met at all due to issues with communications of dates of meetings. The travel team and Pilgrim insisted that the community decide a time for the next meeting.The implementation was nearly complete by the end of the August trip. The mill, rice polisher, and huller were tested and worked properly. However, the oil press was not implemented or tested. None of the attachments were installed or tested in Sugur by the August trip. The implementation and testing was completed in Okidi and Sugur by Pilgrim.Operator training is performed by trainers within Pilgrim. Before travel, the chapter requested training materials from Pilgrim to review the protocols and understand the training procedure. After seeing the problems in training in the previous communities, we worked with Pilgrim to revise the training protocols to prevent future problems. All the sites implemented are operating on a farmers cooperative structure. This means that local farmers contribute a small amount of membership fees to the cooperation to pay for MFP structure. In return, they have access to the MFP at reduced rates. All operations will be managed by the farmers cooperative, including engine operation, maintenance and treasury. The farmers cooperative will designate engine operators who will be trained according to the training protocols as discussed with Pilgrim.

Orungo Logbook

DateActivityUGX

01-10-2013Milling19600

01-11-2013Milling20650

01-12-2013Milling10400

01-13-2013Milling19000

01-14-2013Milling14300

01-15-2013Milling8300

01-16-2013Milling9800

01-17-2013Milling15400

01-18-2013Milling7200

01-19-2013Milling17100

01-20-2013Milling - mostly sunflower and cassava42800

01-21-2013Milling15900

01-22-2013Milling24800

01-23-2013Milling13900

01-24-2013Milling26400

01-25-2013Milling8900

01-26-2013Milling17800

01-27-2013Milling16000

01-28-2013Milling10300

01-29-2013Milling20100

Anyara Logbook

DateActivityAmount ProcessedCost UGX

03-29-2013Sorgum13kg800

03-29-2013Sorgum17kg1000

03-29-2013Sorgum15kg900

03-29-2013Cassava96kg4800

03-29-2013Cassava78kg3900

03-29-2013Sorgum10kg500

03-29-2013Mixture20kg2400

03-29-2013Cassava9kg450

03-29-2013Sorgum4kg250

03-30-2013Sorgum17kg-

03-30-2013Sorgum5kg300

03-30-2013Sorgum10kg600

03-30-2013Sorgum10kg600

03-30-2013Cassava116kg5800

03-31-2013Sorgum15kg700

04-01-2013Cassava114kg4000

04-01-2013Yeast15kg900

04-01-2013sorgum14kg500

04-01-2013Cassava60kg3000

04-01-2013sorgum17kg1000

04-01-2013Cassava28kg1400

04-01-2013Yeast25kg1500

04-06-2013Yeast12kg700

04-06-2013yeast25kg1500

04-06-2013Cassava90kg4000

04-06-2013Cassava22kg1100

04-06-2013sorgum15kg900

04-06-2013Sorgum20kg1200

Usuk Logbook

DateActivityAmount ProcessedCost UGX

04-29-2013Melei/ Cassava.5 Basin1300

04-29-2013S/ Pi.1 Basin2000

04-29-2013S/ Cassava.5 Basin1000

05-15-2013Sorghum / Cassava1 Basin2000


05-15-2013Cassava2 Basin4000

05-15-2013Sorghum / Cassava1.5 BasinNot Paid 3000


05-15-2013Sorghum / Potatoes1 Basin2000

06-01-2013Potatoes/ Cassava/ Sorghum1 Basin2000

06-01-2013Potatoes / Sorghum1 Basin2000

06-01-2013Cassava / Sorghum1 Basin2000

Tubur Logbook

DateActivityAmount ProcessedUGX

01-03-2013Maize515000

01-04-2013Maize36000

01-05-2013Maize1.53000

01-06-2013Cassava1414000

01-07-2013Maize39000

01-08-2013Maize515000

01-09-2013Cassava1515000

01-10-2013Cassava88000

01-12-2013Maize4.513500

01-13-2013Cassava55000

04-05-2013Maize4.513500

04-06-2013Cassava88000

04-08-2013Cassava1010000

04-25-2013Cassava33000

04-28-2013Cassava44000

04-30-2013Cassava33000

05-06-2013Maize26000

6.6 Education

In the Memorandum of Understanding (found below in section 7.0), Pilgrim and CU-EWB agreed that Pilgrim is responsible for continuing to educate the communities in which MFPs are implemented. As outlined in the MoU, Pilgrim will visit each site monthly, addressing any questions the community may have. Further, Pilgrim will hold training sessions between six months and one year after the MFP installation to continue educating the community about MFP maintenance. In this way, the community can be responsible for their MFP and make it more sustainable. With this in mind, the CU-EWB chapter is relying on Pilgrim to fulfill these obligations.

7.0 FINAL IMPLEMENTATION AGREEMENT

We reached an agreement with Pilgrim and our communities via the following document:

MEMORANDUM OF UNDERSTANDING This contract is betweenDistrict, .Sub County, Pilgrim and Columbia University chapter of Engineers Without Borders-USA (CU-EWB) for the purpose of setting guidelines for the Multifunction Platform Program. The residents ofDistrict, Sub County agree to the following: To allow the Columbia University chapter of CU- EWB, USA and Pilgrim to work on the Multifunction Platform project. To contribute land, building materials and participate in the work of constructing the housing structure for the MFP. To participate in the work of installing the MFP engine and agreed upon attachments. To be responsible for maintaining an agreed upon form of management for the MFP after installation and training. After initial MFP installation and training sessions, District, ......................Sub County residents agree to pay maintenance and operation costs and conduct regular maintenance and basic repairs of the MFP engine, including, but not limited to: Regular fuel costs Pulley/attachment belt replacement MFP oil changes Periodic cleaning/wiping of the engine Replacement of mill hammers Replacement of mill sieve District, ..Sub County residents acknowledge that day-to-day operation of the MFP (after initial installation and training) is their responsibility. In the event of mechanical difficulties outside the scope of the basic repairs and maintenance outlined above, residents are encouraged to seek the technical assistance of knowledgeable persons in the area. Pilgrim and CU-EWB are available to offer technical support. District, ... Sub County residents agree that the goals of the MFP project include:o Increasing access to agricultural processing for community members involved in MFP operation, individuals in the surrounding areas, as well as any interested third parties, including schools, businesses, etc.o Increasing the efficiency of otherwise time-consuming, labor-intensive manual processes, thereby allowing greater time and freedom to pursue educational and economic opportunities for all community members, including men, women, and children.o Increasing profits generated by the community to allow for the sustainability and expansion of the communitys MFP.o Revenue generated by the MFP to be allocated according to pre-determined areas of expenditure, namely:- Fuel and maintenance costs - MFP labor wages and operation costs - Community profit/savings (see Profits below) Profits generated by the MFP belong to the MFP community (group) as a whole, and are to be allocated according to predetermined areas of expenditure and investment, agreed upon by community members. These areas include: Educational costs of community members Livestock acquisition Additional MFP attachments Healthcare costs of community members Community savings The engine will not be used for electricity generation unless Pilgrim and CU-EWB review the additional equipment and the engineering design is approved by EWB. Communities in Uganda should be actively participating in suggesting or reporting any concerns or problems regarding the MFP and the related structure to Pilgrim.

Pilgrim agrees to the following: Pilgrim will work with District, Sub County to construct a housing structure for the MFP engine, create a concrete base on which the MFP will be installed, install an MFP Chang Fa HP 16 diesel engine, install previously agreed-upon agricultural processing attachments (as determined by previous site assessment, i.e. grinding mill, oil press and rice/maize huller), and provide initial comprehensive training. Pilgrim agrees to acquire, on behalf of the community, the agreed-upon machinery and equipment in country, including the MFP engine, agricultural processing attachments, etc. During project planning, Pilgrim agrees to monthly skype calls with CU-EWB. Pilgrim should respond to the agenda proposed by CU-EWB (sent one week in advance) with comments or additions at least 1 day before the call. Pilgrim is responsible for providing CU-EWB with information about the contractor (past projects, field of expertise, credibility) and their schedule for implementing the MFP before arriving in country. The layout of the machinery must be approved by CU-EWB before arriving in country. Pilgrim will listen to community suggestions/complaints and report pertinent comments to CU-EWB. Pilgrim will provide local contacts for ongoing maintenance concerns. In the case of serious mechanical failures that cannot be addressed by local mechanics, Pilgrim will offer technical assistance. Pilgrim will visit the District, .Sub County MFP site monthly to check in and monitor MFP use, answer questions, and troubleshoot minor service issues. Pilgrim will provide repeat training sessions six months or one year after initial MFP installation and training, in an effort to guarantee efficacy of MFP operation. Pilgrim will arrange transportation for the travel members of the Columbia University chapter of EWB-USA. Pilgrim will provide translators and trainers for travel members of the Columbia University chapter of EWB-USA. The engine will not be used for electricity generation unless Pilgrim and CU-EWB review the additional equipment and the engineering design is approved by EWB. To ensure funding arrives promptly : Six weeks prior to arrival in ..District, ..Sub County, Pilgrim will communicate with the Columbia University chapter of EWB-USA in direct discussion concerning all transfer of funds. In this discussion, CU-EWB and Pilgrim will devise and agree upon an fund transfer plan and timeline. Pilgrim will submit all relevant paperwork three weeks prior to the travel teams arrival in ..District, ..Sub County. Pilgrim will meet with CU-EWB to address any problems and assure accountability two weeks prior to arrival in ..District, ..Sub County. Pilgrim will confirm fund transfers (paperwork, formalities, etc.) ten days prior to arrival in District, .. Sub county. Pilgrim will confirm receipt of funds one week before arrival in ..District, . Sub County. If CU-EWB fulfills their expectations of securing and transferring funds, Pilgrim will hire the contractor as soon as funds are received (one week prior to arrival). Pilgrim will orient the contractor about the project and what is expected of him.

Columbia University chapter of EWB-USA agrees to the following: CU-EWB will work with Pilgrim to conduct comprehensive site assessment and feasibility analysis prior to MFP installation. CU-EWB will work with Pilgrim and ..District, . Sub County to implement the MFP engine, including installing the MFP, subsidiary attachments (agricultural processing). A team of willing members, comprised of community leaders and members, CU-EWB, and Pilgrim will comprise installation labour. After implementation, CU-EWB will continue to assess and monitor the MFP site in ..District, Sub County to gather data required to conduct sustainability analysis and help the communities increase MFP operation efficiency. During project planning, CU-EWB agrees to monthly Skype calls with Pilgrim. CU-EWB must provide a skype call agenda at least 7 days in advanced to the agreed upon Skype call. The CU-EWB travel team is responsible for at least one Skype call with Pilgrim before traveling. The team is responsible for sending an agenda to Pilgrim 7 days before the call. Each member is responsible for leading at least one portion of the Skype call. To ensure funding arrives promptly : CU-EWB will begin discussion with Pilgrim concerning transfer of funds 6 weeks before arrival in ..District, ..Sub County. In this discussion, CU-EWB and Pilgrim will devise and agree upon an fund transfer plan and timeline. CU-EWB will submit all relevant paperwork three weeks prior to arrival in ..District, ..Sub County. CU-EWB will meet with Pilgrim to address any problems and assure accountability two weeks prior to arrival in ..District, ..Sub County. CU-EWB will finalize the transfer process ten days prior to arriving in ..District, ..Sub County. CU-EWB will confirm the successful transfer of funds with Pilgrim one and a half weeks prior to arrival in ..District, ..Sub County. CU-EWB will provide engineering design expertise in solving small problems that may arise as a result of individual site circumstances and uncertainties. CU-EWB will provide the engineering research/design expertise needed to modify the MFP engines to run on straight vegetable oil. CU-EWB will provide pre-determined materials not obtained by the community for construction of the project and for monitoring purposes. CU-EWB will teach community members to maintain their system by helping Pilgrim carry out an 8-week training program. This training includes: Maintenance/technical upkeep of the MFP MFP safety Production (agricultural processing) Management and bylaws Scheduling Record-keeping (log books) Accounting Conflict Resolution Vision and Planning CU-EWB will seek input from community members during the initial assessment and design phase, and subsequent assessment phases. CU-EWB will provide accompanying paperwork such as manuals, safety, maintenance, and repair guidelines, and posters outlining major engine systems and parts, as well as proper safety guidelines (in English and Ateso to be translated with the help of Pilgrim). The engine will not be used for electricity generation unless Pilgrim and CU-EWB review the additional equipment and the engineering design is approved by EWB.On behalf of, and acting with the authority of the residents of . District, ..Sub County, Pilgrim and Columbia University of EWB-USA, the under-signed agree to abide by the above conditions. Signed:.Community Leader of ..............District,.. Sub CountyDate: .Community Development Officer,..............District,Date: ...... .Representative of PilgrimDate: .. Representative of Columbia University of EWB-USADate:

8.0 PHOTO DOCUMENTATION

See Appendix B

9.0 LESSONS LEARNED

9.1 Pre-travel:While the experiences of previous travel teams had taught us to prepare for unexpected setbacks, there were still some actions that the Summer 2013 travel teams could have taken before travelling in order to minimise such delays. The implementations of both teams were held up due to the fact that the funding for the MFPs did not arrive until after the teams were in Uganda. If the funding had been transferred earlier, the contractor could have bought the necessary components and building materials prior to the arrival of CUEWB so that the implementations could have been started earlier and thus have a greater chance of completion before CUEWBs departure. While we realize that such complications for the May/June team were fairly inevitable due to the temporary travel hold from TAC, earlier resolution of funding issues would have been beneficial for the August team. Additionally, both travel teams felt that a greater emphasis could have been put on the tentative itineraries that were outlined in the 525 Pre-Implementation Report. Naturally, the teams would still adapt their schedules according to circumstances upon arrival, but it may be helpful to coordinate a more detailed schedule of site visits with Pilgrim beforehand to compensate for the longer time required to contact and arrange visits with the communities since they have limited access to technology.

9.2 Community Engagement Even though CUEWB team members work closely with the local NGO to deliver the planned services to the communities, there are always miscommunications that can slow down the work progress. As a result, the teams often have to rely on local NGOs and contractors to finish the implementations in time. During the trips of Summer 2013, we always met with Pilgrim before heading to each site, but we did not discussed in great detail the role of the team members and Pilgrim officers on-site when when we are in direct contact with the villagers. It is important to be able to adapt roles on a situational basis, but it could be advantageous to have more of such discussions to ascertain mutual understanding of how Pilgrims objectives for each community visit align with our own. In addition, we have noticed that the idea of meeting time is culturally dependent. In the US, on-time implies that a ten oclock meeting starts at ten, whereas in Uganda, on-time carried a more flexible connotation: a ten oclock meeting could start anytime that day. Thus, we learned to cultivate our inner patience and quickly adjust our plans and expectations to the changing work environment.

9.3 Health and SafetyAs the previous travel teams noted, we experienced the importance of following the doctors instructions when visiting a foreign country, especially in terms of food intake. Although it is a good idea to taste dishes that are new to us, especially when with a group of locals so as not to disrespect their customs as well as to broaden our horizons, we had to exercise caution since our bodies could react badly to unfamiliar foods to which locals were accustomed.

10.0 PROJECT STATUS

Project TypeImplementation ContinuesMonitoring & EvaluationComplete

AssessmentNoYesNo

11.0 COMPLETED PROJECT MONITORING 11.1 Completed Project Status TableProject TypeProject DisciplineDate of Completion(mm/dd/yy)Functionality (enter one range per project)Periodic Maintenance(yes or no)Demonstration of Knowledge Transfer(yes or no)

0-50%50-75%75-100%

11.2 Project Functionality Indicators (Include 3 per Project Type)Project TypeProject Functionality Indicator (list indicators identified in the 522 for each project)Monitoring Result

11.3 Periodic Maintenance Indicators (Include 3 per Project Type)Project TypePeriodic Maintenance Indicator (list indicators identified in the 522 for each project)Monitoring Result

11.4 Demonstration of Knowledge Transfer Indicators (Include 3 per Project Type)Project TypeTransferred Knowledge Indicator (list indicators identified in the 522 for each project)Monitoring Result

11.5 Additional Information

12.0 NEXT PHASE OF THE PROGRAM

All four MFPs installed in August will be monitored. We will assess four new sites found by EWB and Pilgrim and designate two locations for implementation next summer. Anticipated dates of travel are from January 2 to January 16.

13.0 PROFESSIONAL MENTOR ASSESSMENT

13.1 Professional Mentor Name and Role

Joseph Zambito - EWB NY Professional - Traveling mentor for June 2013

13.2 Professional Mentor Assessment

Some of the past obstacles were unavoidable and out of the control of the Columbia University students. They did everything within their power to stay within their proposed schedule during the implementation trip in the past. An assessment of future sites will be crucial with moving the project forward to aid in avoiding recurring problems.

13.3 Professional Mentor Affirmation

To the best of my knowledge, all statements made in this report are true.

Appendix A:Drawings

Primary Engine Configuration:

Secondary Engine Configuration from second trip:

APPENDIX B:

Photo Documentation:

B.1 Rice/Maize Huller in use in AboiboiB.2 Milling Maize in AboiboiB.3 Aboiboi MFP Record for Day VisitedB.4 Engine, Oil Press, and Huller in Angole

B.5 Excerpt from Angole MFP LogbookB.6 Excerpt from MFP Treasurers Records in Angole

B.7 Concrete Foundation Poured in SugurB.8 Concrete Foundation Poured in Okidi

B.9 Engine Installed in OkidiB.10 Testing Okidi Engine and Rice Polisher

B.11 Unpolished Rice (input to Rice Polisher)B.12 Polished Rice (output by Rise Polisher)

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