1998 Annual Report to SETA Corporation
And USAID/AfricaLink
Progress on the Upper West Commerce Association’s Community
Computer and Internet Access Center

I. Introduction

1998 was a busy and eventful year for the Upper West Commerce Association’s Business Communications Centre. The BCC expanded its operations and services, engaged the services of a full-time employee, trained and certified a number of computer literacy students, established a presence on the internet with a web page, disbursed monies from SETA corporation, and tripled the number of electronic mail subscribers, all the while establishing a solid reputation as a focal point for information technology in the form of computers and the Internet in the Upper West Region of Ghana.

This report will detail activities as mentioned above, provide sales and expense figures for the year and discuss plans for 1999.

II. Activities in 1998

The Upper West Commerce Association received and disbursed a total of $10125.22. These monies were used towards equipment purchases and upgrades, telephone line installation, long-distance and Internet access, and transport of equipment. With an approved budget of $16,134.00, the UWCA’s records show a balance of $6008.78 remaining to spend in 1999.

The UWCA established a permanent presence on the Internet in July of this year with its web site at www.peoplink.org/UWCA. The site, still under construction, seeks to focus on three areas of interest: tourism, agricultural commodities, and locally produced textiles. The site is meant to promote tourism by providing information about places see, eat and stay in the Upper West Region. Agricultural commodities may also be marketed through this site and the UWCA is working with USAID-funded Technoserve about possible opportunities in shea-nut and shea-butter, as well as cashew nut.

In July of 1998, the BCC secured the service of its first full-time employee, Ms. Sauda Mohammed. Completing training in 1996, Ms. Mohammad was one of the first beneficiaries of the UWCA’s computer literacy program. Ms. Mohammad then went to work for Ashanti-AGEM Ltd. doing secretarial and database work until mid-1998. Ms. Mohammad performs secretarial work and is the primary applications teacher in the computer literacy program, and the BCC is grateful to have her services.

The Computer Literacy training program trained and certified and additional 17 people in 1998. These graduates have all gone to jobs shortly after receiving certification. There is such a high demand for computer literates in Wa, students have had jobs waiting and potential employers have begun calling with inquiries as to when the next group will complete training. There are twelve students undergoing training at this time, and the BCC currently has a two month waiting list for admission to its computer literacy course.

The BCC doubled the number of registered email subscribers from 13 at the end of 1997 to 27 as of December 1998. The bulk of the subscribers are volunteers working in the Upper West Region, but there are 14 of the users who are Ghanaian and wish to communicate with relatives and friends abroad.

UWCA Sales Summary by Account Type

1998 Sales Reflects Transactions Between: 1/1/98 and 10/12/98

Comments:

Account # 7: Computer Literacy Training - 1998 should have been a much greater year in total revenues from computer training. The lack of dramatic increase may be attributed to, computer downtime and electricity rationing during the first and second quarters of 1998.

In the final quarter of 1998, it was agreed there would be a 25% revenue split between the instructor and UWCA for all classes taught after hours. Since the establishment of this system, revenues from computer literacy training are broken out to day and night classes.

Account # 8: Computer Access - This account refers to revenues from walk-in access for those wishing to do their own word-processing. With the addition of secretarial services, many now prefer to have the BCC type documents for them.

Account # 9: Email - Electronic mail use increased the most dramatically in 1998 when the amount of users more than doubled. As the UWCA’s reputation grows, and provided with additional computers to expand the hours available for users, the UWCA expects at least a 200% increase again in 1999.

Account #11: Secretarial Services - With the arrival of Ms. Mohammad in August of this year, the BCC was able to add data-entry and word processing services to its core revenues. In 1999, secretarial services are expected to again remain relatively flat as all registered and current UWCA members have access to free secretarial services. As a result, many opt to join the UWCA and pay regular dues rather pay the walk-in rate for computer use.

Account #28: Contract Services - In 1997, the BCC undertook a one-time only data-entry contract with a local mining exploration firm. For most of 1998, the BCC’s sole employee was the Coordinator, thus little opportunity to develop private contracting work. With the arrival of Ms. Reena Patel and Ms. Sauda Mohammed, the number of full-time staff at the BCC increased to three allowing for expansion into private training and word-processing services contracts. Look for a large jump in this revenue sector in 1999.

1999 GOALS FOR THE UWCA

1998 has been a very successful year for the UWCA. For 1999 our focus will be in the areas of growth, sustainability, office organization, and production cooperative organization.

Growth:

• Expand into the larger office so that set up additional computers and enroll more students in our computer literacy class's

• Train 40 students in Windows '95, Microsoft Word, and Excel

• Work with local guest houses, restaurants, and other business's to advertise on the web page with the aid of the UWCA’s digital camcorder. Focus will be the tourism sector

• Working with the women's weavers guild to sell souvenir items such as bookmarks and postcards to tourists in Wa

• Market secretarial services and telephone/fax service, to diversify revenues

• Contract with private companies to teach computer classes customized to meet the needs of their organization

• Research selling value-added products within the organization. An example of this is that we are currently selling floppy disks to people taking computer training

• Increase registered and current UWCA membership from 30 people to 50 people

• Increase e-mail membership from 26 people to 40 people

• Become an Internet Service Provider for the Upper West Region. Currently, all internet connections are a long distance call to Accra

• Design and produce in-house a brochure that will focus on the following:
  • History of the UWCA
  • Goals of the UWCA
  • Membership Profile
  • Benefits of membership
  • Cost of services to members versus non-members

Sustainability

• Train 1 - 2 people, former students, to train new students on Windows '95, Microsoft Word, and Excel

• Organize seminars that will interest members into partaking a more active role in the organization

• Train the secretary to assume the position of managing director by year 2,000. Will focus on the following aspects:
  • Maintaining the hardware and software of the current systems

  • Gain an understanding of the accounting system and generating reports

  • Running the email service

  • Overall office management training from organizing files to facilitating monthly meetings with members

Office Organization

• Re-evaluate and update our current accounting system

• Review and update our receipt and filing systems so that it is more comprehensive

• Implement a standardised "checks and balances" for tracking and reimbursing expenses

• Set up a system for backing up our computers on a regular basis

Production Cooperative Organization

• Integrating youth into the UWCA. See attached report

• Work with the Women's Weavers Guild to market their products via our web page and create linkages with various export companies in Accra

• Partner with Aid to Artisans Ghana (ATAG) to link local producers with exporters. ATAG is a NGO that is focused on assisting local producers with quality control, production, and linkages to export companies

Equipment needed to meet these goals

• 2-3 additional computers with network cabling
• 1 scanner
• 1 laser jet printer (brochures)
• 1 zip drive (backup computers) and zip disks
• Office Supplies

Incorporating Youth into the UWCA

Club Name BCC Kids Computer Club

Goal

Club should be self-sustaining and the youth have a sense of "ownership" of the club. No club dues as youth should not be denied access because of economic status. However, its important that the youth contribute to the UWCA in some form so that the club is not viewed as a give-away and also to give youth a sense of self-reliance and confidence. Thru the clubs activities youth should gain a better understanding about the importance of teamwork (working in committees), critical thinking (working on computers), and importance of scheduling (monthly meetings). And of course, the club should be FUN while learning.

How can youth contribute/be a part of the UWCA?

Instead of membership charges and computer usage charges suggest a "trade" of some form. Example, the youth could do a mural or some sort of artwork outside the door of the UWCA. The youth would use the computer to help facilitate this.

What is needed to create a mural or some form of artwork?

Supplies such as paint, paint brushes, pans, rollers, etc…

How would these supplies be paid for?

Raising funds thru the sale of hand-made postcards or other small sellable items. This has been a successful means of raising funds for youth at the Cape Coast School of the Deaf. The proceeds of these sales would be used to purchase supplies.

How would computers be used to facilitate this?

We could have different committees.

• Art Committee: In charge of designing mural or artwork for the UWCA. They could use the "drawing/paint" program to help them to design their work

• Cedi Committee: In charge of figuring out how much money is needed for artworks supplies. Would use Excel to create a basic spreadsheet for cost/calculations. Could also use Word to design/create a profile of the members (possible future use of adding a Website to interact with other youth *See more below)

• Fund Committee: Creating postcards and coming up with other low capital ideas to raise funds

How many youth do we start with?

4 students per committee. 12 students total

Who will join the club?

Club should be open to all youth, but suggest some parameters so that we reach a diverse group. Possible ideas:

50/50 boy, girl ratio

50/50 youth in school and youth not in school. My impression is that there is a segment of the population that doesn't have access to a formal education. What is happening to those youth? Is it a good idea to integrate them in with youth who are in school?

Age specific: Target teenagers. Ages 13-15 or 13-16. Need suggestions on this.

When do we meet?

First week we'll have a meeting with all 12 students to give an overview of the program and to place youth in a committees. Thereafter we'll schedule a meeting once a week for 1 hour with each committee. We cannot give the computer class's all at once because we have 3 systems. 4 youth per one hour slot is more manageable.

How do we facilitate communication between the committee's?

Each group will elect one group leader. It is there responsibility to make sure that the group stays on schedule and will present their committee's work. Once a month we will have a meeting of the entire group. The group leaders must attend and it is optional for the rest of the members.

What/How will the class's of 4 be run?

Month One:

Week 1 and Week 2:

Get the youth acquainted with computers. Give the youth 15 minutes at each computer. One computer will have a drawing/painting program, another will have the game solitaire, and the final computer will have our Web Site or use Word to write. Each youth will sit out once as we have 3 systems.

Week 3 and Week 4:

Youth will stay at one system and go into programs as they wish

Months Following:

Work with each committee on starting their project and how to incorporate the computer into their project. The work within the committees should take about 50%-60% of the time of club members. The purpose of the committee is to give the youth a sense of direction and purpose in the club. The rest of the time will be used to learn more about computers

Long-Term Goals of the Club

• Use the internet as a means of communicating with youth in other countries, "electronic pen pals."

• Add the club activities to our web page

• Youth teaching other youth about computers

Cost factors involved in facilitating such a project

• Lost revenue on computers being used by the youth versus computer classes or email

• Cost of secretaries 9 - 5 salary hours used to facilitate this project

• Possible cash advance/loan to start any of low capital fund-raising projects

• Cost of additional computers to facilitate overlap between the various activities: email, computer classes, computer club

• Other cost factors still under review

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