الجمعة، 29 سبتمبر 2017

Conclusion - The Final Report


Conclusion


As a result of the conflict spread in Yemen since 2015 this extended to 21 out of 22 governorates in the country. The humanitarian condition and the suffering of local citizens deteriorated, 12 million persons have been affected directly by the conflict, among them 7 million child.  80% of the population needs a lot of assistance to meet their basic needs of food, water, energy, health care, shelter and other essential supplies specially Yemen rural areas.
Through ERRY a resilience approach is being spearheaded, to enhance collective actions, aid delivery and economic recovery. The program is designed to enhance the self-reliance of rural people and communities to better cope with crises, risks and shock. The solar component of the program will support communities benefit from improved and more sustainable livelihoods opportunities through better access to solar energy.
The solar component aims to build community energy resilience, in the target areas. Through its interventions it enhances community-based access and application of sustainable solar energy across rural communities in the project targeted areas. Priority will be given to rural basic services such as health, water supply, education, communal services, market places, solar water pumping etc. that contribute and build community energy resilience.
ADWAR Organization Mission:
undertake inspecting, testing of solar energy system equipment to ensure compliance of all delivered solar systems equipment and conformity with the pre identified quality standards and technical specifications at central level, and to undertake institutional arrangement at local level, consult with all stakeholders at governorates, districts and community levels and supervise the take-over from the supplier to the beneficiaries and ensure installation and operation of delivered solar energy systems are smooth and well performed through conducting field monitoring for all process of handling, delivering, installing and operating solar energy systems at local level in the targeted districts to guarantee proper delivery, installation and operation of the solar energy systems.
Number of solar energy systems its 13 units at governorate level Lahej, 6 units in each district Toban and Tor Al Baha for health and education offices/ health units and schools, in addition to one solar energy systems to productive based societies in Toban, and also 13 solar units at governorate level Abyan, 6 units in each district Khanfar and Lodar, in addition to one solar energy systems to Service Association in Khanfar.

The conclusion includes the following:
First: General Presentation of Activities.
Second: Results.
Third: Difficulties.
Fourth: Benefit lessons.
Fifth: Recommendations (general recommendations / technical recommendations of solar energy systems 1000W – 1500W).
Sixth: Suggestions of work mechanism and sustainable solution for the second phase 2017.
Seventh: Suggestions of mitigations for some facilities of the first phase 2016 and case study: Arwa School for Girls.

First: General Presentation of Activities:
Adwar's team decided the main and sub-goals to achieve this mission through 6 main activities, variety of mechanisms and methods of implementation for each activity as follow:
ü  Institutional Arrangements.
ü  Central test of samples.
ü  Field work.
ü  Training and awareness.
ü  Impact measure.
ü  Media protrude.
ü  Final reports and concluding the project.
First activity: Institutional arrangements:
This activity includes selection of team work; 3 administrative and 6 engineering. Missions were distributed; the engineering team was impressive and successful as they are from the targeted districts. Their knowledge of the cultural privacy of the districts and so on. Also, their knowing of the members of the local authority who we found them relieved and cooperated.
The cooperation mission with all partners (UNDP, Reyadah Corporation, suppliers, local authorities and beneficiaries) through meetings, periodical gatherings, workshops in order to know the different requirement and providing them for each part of information, documents, the work policy and priorities.
The meeting and gathering in this phase were effective with partners (UNDP, Reyadah and suppliers) where we agreed on the shape of most technical forms of central test of samples, outcome with unified report with Reyadah Corporation for the systems 1000W and 1500W. Also forms of (installation, test of operating and performance) presenting unified presentation in the introductory workshop in Sana'a / Aden.
The attendance of the administrative team to the coordinative workshop held in Aden 10/11/2017 with local authorities, beneficiaries and implementing partners led to good outcomes by reviewing the mission of Adwar in the project beside recognizing the requirements, different point of views of the governmental partner. Also exchange contact details and information with all partners which was fruitful.
As well as the effective meetings with suppliers (Al-Wahabani for 1000W and Sehab Tech for 1500W) where the places of central test of samples were decided, exchange of contact details with the engineering teams of the suppliers and the names of the implementing field teams in order to get permissions facilitating their movement in Lahej and Abyan governorates and also agreeing on the plan of the field visit (when and where it will start/ when and where it will end on the level of each district).
Most important produced documents:
·         Report of central test of samples (various forms of test) 1000W / 1500W.
·         Technical engineering field forms (sites assessments, form equipment test before installation, forms of performance test and operation).
·         Sources of contacts details, names, trucks of suppliers and field engineers teams (Al-Wahabani for 1000W and Sehab Tech for 1500W).
·         Plan of field work, date and places of central test of samples.
·         Sources of information of the names and locations of targeted facilities. Contacts of managers of facilities, local authority, coordinators of Lahej and Aban governorates then providing them to engineering teams of suppliers.
·         Minutes of receipt & delivery between suppliers and beneficiaries: that include ( the minutes document + data of delivered equipment + test of equipment before installation comparing them to the central test of samples, installation form, results of performance and operation test, memorandum of Nominating person in charge of maintenance in the facility and letter of written commitment from the manager of the facility).
Note: there are official letters from the leadership of the local authority on the level of governorate and district:
1-      Notifying letter to the general managers of districts illustrate data of the sites that have been accomplished, as they are property and fixed assets of the facilities include (copy of minutes of receipt & delivery and technical data).
2-      Letter to the governors of Lahej & Abyan illustrating the data of each site in each governorate.
Second activity: central test of samples:
The central test of samples was conducted by the head of engineering team of Adwar (Al-Wahabani for 1000W and Sehab Tech for 1500W) with the cooperation of the engineering team of Reyadah Corporation the partner in implementation in Hajja & Hodiedah governorates. The test process was in different places: supplier's stores and Reyadah premises.
The test process conducted successfully, provided a report of central test of samples (Al-Wahabani for 1000W and Sehab Tech for 1500W)
(Note: the task of the consultant engineer of Adwar ends as soon as he provide the report of the central test of samples for both systems).

Third Activity Field Work:
This stage was implemented by the administrative & engineering team of Adwar, the intervention of the administrative team was to insure the importance of this project and partnership, to make sure on achieving the goals of the mission and work process excellently, the team accompanied the engineering team during the field work time.
-          Contacted and coordinated with the coordinators of the governorates in order to get security permits to facilitate the movement of Adwar administration team, the truck and engineering teams of the suppliers (Al-Wahabani for 1000W and Sehab Tech for 1500W). Besides providing them with the data of the targeted sites and contact details of the managers of the facilities.
-          The site assessment process took place before the installation by the field engineers of Adawr in accordance with the geographical cover for each engineer. Only one change occurred to the health facility of Lodar, capacities and knowledge gap of beneficiaries was measured in order to produce awareness materials and training material to the beneficiaries to limit the misuse or procedures of sustainability. (review awareness materials, posters and training material)
-          All the equipments of the solar systems were tested by the head of engineers and the field engineer of Toban & Tor Al-Baha districts.
-          Installation, operation and performance test took place after 4 days in Lahej, Toban district then moved to Tor Al-Baha district then moved to Abyan governorate, Lodar district then ended with Khanfar district.
-          Coincided with that signing the minutes of delivery & receipts between stakeholders (suppliers / beneficiaries) under the supervision of the administrative team in each facility. Delivered to each general manager of the 4 districts notifying letters with copies of the minutes of delivery & receipt and all technical documents of the equipment, different test stages of each facility on district level. In addition to notifying letters to the governor of Lahej and the governor of Abyan included technical and administrative documents of each facility on district level.
(Note: this activity included photo documentation + video for all stages. In addition to various media coverage)

Fourth Activity: Training & Awareness Course:
After conducting capacity assessment of the beneficiaries and measuring the knowledge gap; awareness materials and poster as well as the content of the training material was produced in order to limit the misuse. Also procedures of: sustainability, maintenance, energy management, defining loads and the perfect use of the systems by end beneficiary (in charge of maintenance, staff and the facility manager). 3 training courses were conducted (2 training courses in Abyan governorate: one in Lodar district with 6 participants with the attendance of managers of health and education offices. One in Khanfar district, number of beneficiaries was 7). (One training course in Lahej governorate: the training course took place in Toban district, number of participants was 15 included the participants from Tor Al-Baha district with the attendance of manager of Education Office).
All participants awarded certificate of participation, trainer certificate of appreciation beside the certificates of appreciation to the managers of Education and Health Offices and the general managers of the 4 districts.
The participants and managers of the facilities were handed the content of the training course + user manual + materials of awareness and usage cautions.

Fifth Activity: Impact Measure:
Special study of impact measure was prepared through questioner form of referendum analyzing them using statistical program (SPSS). Including 5 different forms ;of different questions in accordance with the type and kind of activity of each facility as follow (Health Offices, Education Offices, Health Facilities, Schools and Productive Societies).
The forms were distributed in 26 facilities in Lahej and Abyan governorates, where 540 forms were distributed to the different facilities; total of collected forms is 445, number of loss 95 as follow:
Schools 140, health centers and unites 139, education offices 62, health offices 62 and public societies 42. The results were as follow:
The availability of solar energy in schools led to the limitation of dropout; improve the educational level of students this is due to the improvement of educational atmosphere by 80%. Meanwhile in the health units: the health services and using of devices improved by 87%.
In the health and education offices there was improvement in working level due to the availability of suitable work environment by 95%, in the societies the improvement of work environment reached to 93%.

Sixth Activity:  Media Protruding:
This activity included the media protruding of the project activities in the most dominant news sites. These sites are prestigious with many followers, there are many other sites and search engines that published and interacted with the news that were published and circled them. As well as we published daily media reports on the Organization's Facebook page and telegram channel documented with pictures and quotations of meeting scenes done by the team work which are considered success stories of the project of Enhanced Rural Resilience in Yemen. The interaction with the news reflects the importance of the project to the community and the level of service provided. This interaction reflects the impact that the project left and the impression of the media sectors that delivers the message to the community about the projects implemented by UNDP and the benefit of the community from the support of donors and going to important fields help in achieving development and its sustainability, developing the capacity of the community and enhance its resilience in such circumstances and condition that the community live endeavoring to overcome and ease the impacts.

Second the results:
The results were completely satisfying, where the targets of the mission were achieved in a good and smooth way:
1-      The process of institutional arrangements was done by selecting the administrative and engineering team of Adwar, producing all the documents of the project.
-          Technical forms of central test of samples.
-            Technical forms of sites assessments before the installation – installation – operating and performance test.
-          Minutes of delivery & receipt – memorandum of Nominating person in charge of maintenance in the facility – written commitment form the recipient.
-          Notifying letters to the general managers of the 4 districts – governors of Lahej and Abayn.
Solid institutional arrangements were put on the local level with all stakeholders in the targeted governorates insuring the proper delivery of the solar systems to the benefited side was accomplished. 
2-      Coordinated with all partners (UNDP, suppliers and local authority), allocated targeted sites by the local authority and produced many documents (data of the targeted facilities, source of contacts) that exchanged with the suppliers. The documents of source of contacts (contacts details) and personal data of suppliers engineering team were exchanged, issued security permits in order to facilitate the movement by the local authorities of Lahej and Abyan governorates. Agreed with the suppliers on the working plan, date of commencement and date and place of central test of samples.
3-      The central test of samples of the solar energy (1000W/1500W) was accomplished.
4-      Assessment of equipment test before installation was accomplished, installing, operating, performance test of the solar energy and delivery and receipt of 26 solar energy systems (1000W/1500W) between suppliers and the beneficiaries in Lahej and Abyan governorates in 4 districts (Toban, Tor Al-Baha, Lodar and Khanfar)
5-      Improvement of the skills of 28 beneficiaries in charge of maintenance in the targeted facilities in the field of management of the stored energy in batteries, necessary operation of critical loads important and not important, also installing and periodical maintenance, change of parts, checking electricity in batteries, cleaning corrosion, change of fuses and problems of short electrical break down (short circuit).
6-      2 trainees from the local community were participated ( 2 representatives of the council of the villages of Al-Shaqa'a  and Dar Al-Mnasera on behalf of Dar Al-Mnasera Health Unit and Al-Shaqa'q Health Unit). Considered the sensitivity of females situation specially place of training course, period of training and educational level. Where there were 2 female participants from Toban and Khanfar districts.
7-      Delivery of end user manual in the facilities of social services and other beneficiaries. A guide illustrating the process of monitoring and managing the energy in the system.
8-      The operation of the solar energy systems achieved excellent impact at the facilities that were targeted in the mission. Where the impact measure confirmed that the project achieved its targets of the Enhanced Rural Resilience in Yemen first phase 2016.
9-      Making media movement introducing the project and Adawr's mission in monitoring the installation of the Solar Systems professionally. Where 6 news of the mission was published in 63 news sites, in addition to publishing the news in the social media networks.
10-  Media protruding draw the attention of local community to the importance of the alternative solar energy and its effective role finding alternative solutions in the shadow of electricity absence in the social services facilities (health, education, schools and productive societies).

Third Difficulties:
There wasn’t core difficulties hindered the work process, however, committing to the work time plan was the biggest challenge. This is due to the delay of the central test of samples in Sana'a, also the delay of issuing security permits that absorbed time. Security problems occurred in Abyan governorate, Lodar district, beside to some technical problems related to the results of the test and measure of performance after the installation where the temperature was cloudy for more than 10 days to take test readings.
Beside the problem of: inconsistency of the solar system capacity in some of the educational and health facilities where it was insufficient to operate all loads. The technical estimation of the appropriate capacity of the system with loads reached to 5000W, especially number of fans in the classrooms in some cases 4-6 fans. It’s not useful to engage half of the fans in summer time due to the big number and crowdedness in the classroom. We made technical intervention to overcome this problem by separating the excess loads off the system considering fair distribution of fans in the classroom, giving priority to children in the basic stage. Also the loads of the health unites were high, as the system only operates the vaccines refrigerators, there were technical solutions by separating excess loads. We emphasized on giving instructions and awareness materials through the training to rationalize the management of energy perfectly. Beside continuous weekly communication by the field engineer of each district with the manager of the facility and the person in charge of maintenance to confirm safety, sustainability and maintenance procedures also field visit if required and presenting technical report to the project manager, even after the end of the first phase2016. Recommendations and technical suggestions to mitigate these cases for the second phase 2017. Everything went in a good and smooth way.

Fourth: Benefit lessons:
We learned a lot in this mission. Accumulation of technical field work experience for Adwar administrative team especially observation and monitoring of solar energy projects. For the engineering team it was noticeable the experience gained in the field of sites assessments,  monitoring installation, operation, delivery, the deal with various technical forms and the delivery of professional reports of each stage. Besides gaining experience of training, produce of awareness materials, we can say they become professional.   

Fifth Recommendations:
The recommendations are of two sides:
A. General recommendations.
B. Technical recommendations of solar energy systems (1000W – 1500W).

A. General recommendations:
Based on the results of impact measure and observations of the visits and field work of the first phase 2016, we provide the following recommendations:
1.      The continuity of training and qualifying the beneficiaries through midterm plan (rationing of solar energy) targeting the personnel in charge of maintenance in the first place considering different educational levels. Or integrating them in training programs that are implemented by local partner organizations in the project. We noticed that half of the participants in the training course are teachers holding university degrees, desiring to learn more also encouraging more females to participate in future.

2.      Health Facilities:
-          General Health Offices contains stores for medicines and vaccines; we recommend supplying them with new refrigerators with self-photoelectric system beside 1000W system for lights (change LED economic bulbs) office equipment and fans in Toban and Tor Al-Baha districts only.
-          Some of the targeted facilities were supplied with 1500W solar energy systems; they were sufficient in some health units but insufficient in some other health facilities. We recommend to supply all the health unites with refrigerators with self-photoelectric system besides the 1500W to operate fans, some devices and the change to LED bulbs will be sufficient.
-          Tor Al-Baha Hospital; this hospital is central receiving large number of people also covers neighboring districts of the northern part of Yemen. The system was separated from the main grid of the hospital and dedicated for the obstetric department in the hospital and it was insufficient. We emphasized on the awareness procedures besides periodical visits and contacting the person in charge of the maintenance by the field engineer in order to monitor the process of operation and loads condition. We recommend to increase the capacity of the system (preparation of a study to decide size and type of solar energy system, recommending they type of proper lights bulbs in addition to site assessment to be conducted by Adwar engineering team and to deliver it to project team UNDP)

3.      Educational Facilities:
-          Educational service offices, the 1000W system is sufficient.
-          Schools, usually the size of schools in Yemen rural areas are medium or big sometimes. Total loads is greater than 1500W therefore, we recommend to increase the capacity of the solar energy system from 2500W – 4000W in accordance with the recommendation and estimation of the field engineer (site assessment report) in accordance with loads sizes considering operation of average loads of fans, and lights with replacing the later with economic bulbs.
The suggestion of the recommendation was prepared with our partners to in order to put a mitigation plan to correct the condition of the solar systems in the facilities of big loads as follow:
-    Presenting a technical report from the engineering team of Adwar about the schools with overloads, suggesting size and type of the proper solar energy system that can operate average of necessary loads within limited criteria, besides changing to LED bulbs.
-    Increase the capacities of solar energy systems in the targeted schools of the first phase 2016 that are with overloads by increasing the number of panels in addition to the old ones, replace the old batteries necessary and increase the number of batteries, replace the inverter necessary and the charging controller if exceeded 3200W to commensurate with the capacity of the new system.
-      The old replace equipment to be moved (batteries + inverter + 60A charging controller) adding new panels with rest of equipment and install them in the targeted health units of second phase 2016. Besides supplying the health unites with refrigerators with self-photoelectric system. The system of 1500W will be sufficient to operate fans, lights and other devices.
The capacity of batteries decrease with time, it’s not useful to add new batteries to the old ones increasing capacity, there will be negative effects and rapid damage of the new batteries.
(Review: suggestions of mitigations of some facilities of the first phase 2016)
4.      Finally we emphasize on the process of facilities assessment (test of internal grid + measure of loads + decide the size of systems suiting the facilities) is the responsibilities of the field technical team to avoid the hazards of systems overloads.
5.      Finally, we recommend making a study of impact measure each 6 months.

B. Technical recommendations of solar energy systems (1000W – 1500W).

Final Recommendation on Equipment and Suppliers
1000W System
1500W System
The input ampere to the battery from the charging controller is greater than the highest charging current of the battery where the maximum charging current is 30A.
The output of the charging controller reaches to 40A when the sun rays are in its peak.
Therefore, the problem lies in the number of the panels comparing to the capacity of the battery, thus this problem lead to decrease the lifespan of the battery.
The input ampere to the battery from the charging controller is greater than the highest charging current of the battery where the maximum charging current is 40A.
The output of the charging controller reaches to 55A when the sun rays are in its peak.
Therefore, the problem lies in the number of the panels comparing to the capacity of the battery, thus this problem lead to decrease the lifespan of the battery.
The system is commensurate with the total electrical loads in the targeted sites.
The systems in most of the targeted sites are not commensurate with the heavy loads in the facilities. Therefore, we recommend expanding the systems commensurate with that relying on the site reports forms.  
The technical team of the supplier is able to respond quickly, absorb instructions. The supplier has qualified technical team.
The response rate to the instructions of the field engineer is medium.

The batteries don't have manufacturing serial numbers. The supplier is required to provide manufacturing report about this.
The carrying frames are anti-theft but the inclination angle is not appropriate. We are amazed of acceptance in the central test.
The panels carrying frames are excellent with correct inclination angle and fixing method by using anti-theft steel screws. We hail the supplier for this.  
Average of suggested amendments in the system capacity as follow:
Average of suggested amendments in the system capacity as follow:
Panels
The system is commensurate with average of loads due to availability of electricity in most sites
Panels
Adding 9 panels with the same capacity and specifications
Batteries
Commensurate with average of loads
Batteries
Adding 4 batteries within the same capacity
Inverter
Commensurate with average of loads
Inverter
The inverter is to be changed to an inverter with built-in charging controller operates on 36V system and capacity of 8KW
Important technical recommendations for a similar job of similar projects
1-      The batteries should be of deep cycle gel, average of charging and discharging cycles at least 1300 cycle of charging and discharging. Because in such facilities, the consumption average of charging cycles of charging and discharging is one and half cycle per day.
2-      The charging controller should be built-in with the inverter and the capacity to be decided based on the site assessment and electrical loads of site.
3-      Relying on precise field survey of site illustrating the condition of the internal grid. The project should include maintenance process if required.
4-      The carrying frames of the panels should be with inclination angle of 18 degrees to commensurate with summer.
5-      Before designing any system: the work hours, availability of electricity source should be considered and also considering the return of public electricity in the areas where there is no electricity current time.
                            
Sixth: Suggestions of work mechanism and sustainable solution for the second phase 2017.
1.      Suggestion of work mechanism of second phase 2017:
§  Attending the coordinative workshop with the members of local authorities to decide the criteria of selecting targeted facilities.
§  Receive official nominating letters form the designated local authority of the targeted facilities.
§  The field engineer is to conduct visit to targeted sites, actual assessment fill in the application form. Assessment criteria:
-    Checking with locals on the percentage of safety in the facilities to avoid theft of equipment.
-    Test and assessing the condition of the grid and internal lines of the facility.
-    Inventory of devices and measure their loads.
-    Difficulties and the possible solutions (such as: in case the internal grid of the facility is damaged and can be fixed … etc)
-    Deciding installation places of devices, extensions and mark it with a color.
-    Measurement of capacities and knowledge gap of the beneficiaries to limit the misuse, suggest and produce proper training & awareness material.
-    Recommendations:
Presenting a technical report including (sites assessment from + recommending the type and size of solar system suitable for the current loads, in addition to rationalize the use of energy by deciding the necessary loads that need to work with in the facility, in addition to deciding the type of suitable lights and purchase them by the beneficiaries + various photographs of the facility, rooms and devices).

Note: expected difficulties in the health and educational facilities regarding the size of proposed solar system.

First: Health Facilities:

Usually the targeted health facilities: either health centers or health units. The system of 1500W is sufficient to operate cooling fans, lights and some devices in case the facility supplied with refrigerators with self-photoelectric system and replacing the light bulbs with economic ones.

Second: Educational Facilities:
Since the size of schools in Yemen rural areas are medium or big sometimes. Total loads is greater than 1500W therefore, we recommend to increase the capacity of the solar energy system from 3000W – 5000W in accordance with the recommendation and estimation of the field engineer (site assessment report) in accordance with loads sizes considering operation of average loads of cooling fans, and lights with replacing the later with economic bulbs.
§  Test of equipment before installation.
§  Installation besides (deciding the person in charge of the maintenance in the facility, training & awareness to person in charge of the maintenance and the end user and initial receipt of equipment by the beneficiary).
§  Operating and performance test after 4 days of operation.
§  Signing on the minutes of delivery & receipt between (the supplier and the beneficiary) + written commitment by the recipient.
-          Notarizing the minutes by the general manager of health office or education or copy of the minutes.
-          Notification letter to each general manager of the district illustrating the accomplished targeted facilities + copies of the minutes.
-          Notification letter to the each governor individually illustrating the accomplished targeted facilities + copies of the minutes.
§  Training and awareness + delivery of user and maint4enance guide to the end beneficiary.

3-      Suggestions of sustainable solutions:
The backbone of the sustainability of the solar systems relies on 2 axes; the first axis is the management of systems in a right way by rationalizing consumption and follow instructions. The second axis is the periodical maintenance and replacing damaged components periodically. Due to the unavailability of maintenance budget of the educational and health facilities, our suggestions will work on letting the local community and private sector contribute to form maintenance funds on the long term either in health facilities or schools:
First: Health Facilities:
A special fund of the solar systems to be established, it will be named (fund in each facility where it will be funded by paying an amount of YR100 or YR50 by the direct beneficiaries of the facility. The local community is to participate; in managing this fund through the village council in order to insure transparency and management.
There are two suggestions of the mechanism of sustainability and maintenance in the schools as follow:
First suggestion: contribution of the local community through parents council by forming special fund for maintenance and sustainability funding it through monthly subscription amounted to YR100 for the school student to contribute in this fund. School administration and parent council are to manage this fund.
Second suggestion: contribution of the private sector in the process of funding the maintenance and replacing damaged equipment, purchasing suitable economic lights as follow:
Communicating and coordinating with local vendors in order to make exhibitions for their products in the schools, providing special offers to the staff and teachers of the school to purchase solar energy systems via monthly instalment payment. In return the vendors to incur the maintenance and sustainability of the solar system by replacing the damaged equipment and lights.





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