EMPOWERING YOUTH EDUCATION THROUGH AGRICULTURAL (EYETA)

SG & VSLF TRAINING REPORT

EYETA SG Project
Kibamba, Dar es Salaam
July 6 – 10 2020
22 July 2020
Prepared by Stella Tungaraza, Independent Consultant
EYETA SG training report July 2020
Contents
A. Participant Characteristics:..................................................................................................2
B. Workshop Objectives:...........................................................................................................2
C. Overview of the workshop:...................................................................................................2
1. Training curriculum and materials:...............................................................................2
2. Training Agenda............................................................................................................3
3. Training Methodology:.......................................................................................................3
D. WORKSHOP PROCESS: SESSION OBSERVATIONS..................................................4
1. Introductory session:.............................................................................................................4
2. Workshop Sessions:...............................................................................................................4
2.1 Forming Groups.................................................................................................................4
2.2 Introducing the SG Kit to Participants:.............................................................................5
2.3 Electing Group Leaders.....................................................................................................5
2.4 Developing SG Constitution..............................................................................................6
2.5 Record Keeping.................................................................................................................6
2.6 First Share Purchase Meeting............................................................................................7
2.7 First Loan Meeting............................................................................................................7
2.8 First Loan Repayment Meeting.........................................................................................7
2.9 Share Out...........................................................................................................................8
2.10 First Meeting of Second Cycle........................................................................................8
2.11 Mock SG Sessions...........................................................................................................8
2.12 Qualities of a Good SG Trainer.......................................................................................8
2.14 Management and supervision of SGs:.......................................................................9
2.15 Introduction to Village Savings & Loan Federations (VSLFs):................................9
3. Field Practice:..............................................................................................................10
E.....................................................................................................................................................11
F. Way Forward:......................................................................................................................11

EYETA SG training report July 2020

 A. Participant Characteristics:
The training workshop was attended by 10 participants, five women and five men. Participants were in the
following categories: EYETA staff (9) and Community-based SG expert (1). Of the 10 participants, nine had never
joined a savings group; just one participant had SG experience. This shows that the participants had little or no
knowledge of Savings groups. The facilitator gathered this information so that she could take advantage of this by
having each person share their experiences.

B. Workshop Objectives:
EYETA’s aim for the training was for it to enrich knowledge and skills for the EYETA staff in Savings Groups (SGs)
and increase understanding for better mentoring and lending to savings groups and federations.

1. Explain an SG
2. Describe how a SG is formed. To do this effectively, the training focused on presenting the key aspects / topics of
a SG by training participants on the methods, principles, best practices and the operational procedures
3. Enable the learners to know and use the SG training materials and data collection/reporting tools.
4. Introduce participant to savings groups’ federations, also known as VSLFs. These are the umbrella organizations
for SGs and provide SGs with savings and loan services.

This training was done over 6 working days, 6 th-9th and 13th-14th July 2020. Sessions started at 9.00am and ended at
2pm.

C. Overview of the workshop:

Each day’s agenda was organized around an aspect of the SG model. This guide was useful to both facilitator and
participants to EYETA prepare and follow the flow of the training sessions. While the workshop varied slightly in
schedule to focus on topics that were a little difficult to understand, table 1 illustrates the sessions that were
represented at the training. In the meantime, the rest of the section provides details of the training objectives,
topics and methodology.

1. Training curriculum and materials:

The main references were the Field Officer YSG Training guide developed by VSL Associates and the VSLF guide 2.0
also by VSL Associates. The facilitator supplemented this with training videos from FSD Zambia and E-kit videos
from FSD Kenya.

EYETA SG training report July 2020

 2. Training Agenda

This was a training of course for EYETA staff that will in turn go out and train existing groups, new SGs and
community-based trainers (CBTs). The course was specially adapted for EYETA staff and local Community
Development Officer with the aim of facilitating economic development, and addressing the barriers and issues
around financial inclusion from a holistic perspective.

Table 1: TOT Workshop Overview

Content-related sessions Training Methodology Higher Level & Admin

Forming groups Group work Introduction to the TOT

Leadership and elections Peer presentations and and SG methodology
Social Fund feedback Overview of materials
Share purchase activities Telling stories and provided to each
Credit activities providing examples to participant
Developing a group enhance learning Monitoring and
constitution Video clips evaluation as a
SG meeting procedures Question and answer community trainer
Share out activities Practical sessions
VSLF formation during field trips
VSLF structure and Giving clear
procedures instructions

3. Training Methodology:
The facilitator used various techniques that were participatory and highly interactive. These included PowerPoint
presentations, lecture, video clips, 1short learning videos produced in other countries such as Kenya and Zambia,
small group work, large group work, peer presentations and feedback, question and answer. The training
techniques enabled the participants to obtain a deeper and practical understanding and appreciation of a
structured savings group approach, the key concepts and topics. Each participant got to speak to the group and
share their experiences, challenges and concerns. To ensure that all participants understood the topic well enough
to transfer the knowledge and skills to others in their communities, the facilitator encouraged the group to ask
questions. The Facilitator used both English and Kiswahili as the languages of instruction throughout the workshop.
Discussions were mostly in Kiswahili while the presentation and videos were in English. This was because while
most of the participants could understand English, they were not too comfortable speaking it.

1
See the series of videos by Paul Rippey on vimeohttps://vimeo.com and EKIT from FSD Kenya available from Google app store

EYETA SG training report July 2020

 D. WORKSHOP PROCESS: SESSION OBSERVATIONS

1. Introductory session:

Introductions, Setting Workshop Norms and Presentation of SG Background:

The semi-circle seating arrangement was preferred in order to support a

warm and non-intimidating space that allowed participants to interact and
participate better with peers. Prior to commencing the lessons, participants
engaged in an exercise where they expressed their expectations for the
workshop.

Participants’ Workshop Expectations:

Prior to commencing the lessons, participants expressed their expectations

for the week-long workshop. Photo 1 highlights participants’ general
thoughts

Photo 1: Participant's Expectations

2. Workshop Sessions:

2.1 Forming Groups

The session focused on emphasizing the

importance of the need for groups to be formed on
a voluntary basis. It was stressed that no one
should be coerced to join a group. Participants
further learned that SG groups are formed by
people that know each other very well. This point
highlighted the need for members to trust each
other as they would be conducting financial
transactions together. Trainees also learned that
members of SG groups benefit by receiving support
from other members when they (the individual
member) goes through tough and even good times.
This support is built from the strong bonds built
over time as members meet regularly.
Group formation is the first meeting that convenes
group members. To ensure formation of strong SG
groups, participants were taken through the
characteristics of a good group, duties of a group
member and the role of the entire group members. Key areas discussed included:
The preferred number of members of a SG group and rationale for the same (maximum 25 members as
experience over the year show that it is easy to conduct financial business with this number of people)
How to form SG groups
Qualities of a good SG group
Qualities of group members
Benefits of belonging to a SG group (emphasis on SAVINGS)

EYETA SG training report July 2020

 Roles and responsibilities of each member such as: ensuring the confidentiality of all group members and
proceedings / operations, complying to group norms and constitution, attendance to all group meetings,
saving / purchasing shares as determined by the group constitution, repaying all loans taken within the
stipulated timelines and actively participating in group decision making activities / processes
Members must not be from the same family. SG groups should only have one representative from a
household / family. Members of the same family can join other SG groups in the community. The reason
for this is to strengthen trust, security and confidentiality of the group

Practically, participants’ role played this session by dividing into 2 groups and brainstorming on a SG group name
and slogan. To do this effectively and to ensure that everyone participated, they were divided into two groups and
each group was asked to come up with a name and a slogan. The two names and slogans were then presented by
each group and members asked to vote for their favorite name and slogan. One name and slogan was voted for.
Participants were told to use this approach to help new groups to choose a name and slogan that reflect their
values. It was also emphasized that in SG groups, all powers and decision making process belongs to all members.

2.2 Introducing the SG Kit to Participants:

The Facilitator used an actual SG kit. Videos and power point

presentation was used to show what a typical kit looked like.

2.3 Electing Group Leaders

Participants were first given a short lecture on the importance, criteria for choosing and roles and responsibilities
of group leaders. This activity is also conducted during the first meeting of members.
Role play whereby the participants formed an actual group and elected leaders was used to guide participants
through a systematic approach to selecting leaders – chairperson, secretary, treasurer; two money counters and
three key keepers selected from the general group (are not the elected officials). Participants were presented with
the seating arrangements for every SG meeting.

Diagram 1 illustrates the SG seating arrangement:

EYETA SG training report July 2020

2.4 Developing SG Constitution

By the end of this second day afternoon session, participants learned how to develop a group constitution.
They were guided through the process of developing a group constitution. This session entailed:
 Group purpose
 Criteria for membership
 Order of meetings
 Criteria and order for buying shares
 Criteria for managing the social fund
 Criteria for loan requests
 Criteria for loan disbursement
 Loan repayment conditions
 Fines and offences
 Agreed on group cycle
 Agreed on share out process

Participants were informed that the constitution is a critical document / tool that binds and guides the group
members. The same set of rules should guide groups in electing their officials as well as helping solve conflicts that
may arise within the group. Videos emphasizing the importance of the constitution were used.

2.5 Record Keeping

Emphasis was put on the importance of keeping accurate records in the group. The aim of this session was to
enable participants understand the records kept by VS&LA, the importance of keeping accurate records and how
information is captured in each record book. Specifically, the records discussed were:
Attendance
Social fund

EYETA SG training report July 2020

Savings amounts and shares
Fines
Recording savings amounts, shares, loans given and repaid in member’s passbook
Cash received, disbursed and at hand.
Videos were used to show how record keeping was done and real passbooks were also used.

2.6 First Share Purchase Meeting

After learning how to guide groups on how to select leaders and form a
constitution learners were taken through the session on the order of
conducting an SG meeting with special attention given on when and how to
contribute towards the social fund and purchase shares.
Distinguishing the two funds was difficult for participants. It was therefore
necessary for the facilitator to highlight this lesson several times throughout
the workshop. By the end of the workshop participants were clear that
(a) The social fund (SF)is a fund to support members in times of need
and celebratory events. How the funds are managed / used is up to
the members to decide and indicate in the constitution to avoid
confusion / conflict. Participants also learned that the social fund
can:
(b) The SF should be disbursed as soon as a need arises. It was also
emphasized that the social fund is not to be lent out to members
except for emergencies.
(c) At share out however, group members are to agree on how to use the balance. Examples include
distributing the amount equally to all members or buy a gift for each member or resource the second /
subsequent cycle(s).
(d) Purchasing shares is a savings activity for members. Members can purchase a minimum of 1 share and a
maximum of 5 shares. The share price is determined by members when formulating the group
constitution.
(e) Shares are funds that are lent out to members at a profit.
(f) Once the two funds were distinguished, participants were taken through an exercise where they learned
how to calculate the new share price at the end of the cycle based on share prices plus profits.

2.7 First Loan Meeting

Participants were advised that giving of loans for new groups should be done at least 4 weeks after the first group
meeting. This allows the members of the group to accumulate savings as well as strengthen members’
appreciation for order and compliance to group rules. Participants were also informed that group members must
be very keen on ensuring that the loan amounts issued must not exceed three times the borrower’s savings as
given one’s savings trend, he/she may be unable to repay a larger loan. A video explaining the dangers of not
following lending rules was used to emphasize the importance of adhering to lending rules.

2.8 First Loan Repayment Meeting

The important lesson during this session was that loans must be repaid within 3 months. This allows for groups
with shorter cycles to get all their money in good time for the share out. Also, it gives others a chance to borrow as
well as sometimes the savings collected may not be sufficient for everyone to get a loan. The group constitution
should spell out the penalties for late and non- repayment.

EYETA SG training report July 2020

2.9 Share Out

This session was the most difficult one for participants to grasp. The challenge for many trainees was to
understand the calculation for the share out amount for each group member. It was therefore necessary to utilize
videos as well as illustrations to explain the procedure. By the end of this topic, everyone said they had a much
clearer understanding and were confident to teach the community to conduct a share out session.

2.10 First Meeting of Second Cycle

Following the share out, participants were guided on how to support SG groups to transition to the second cycle.
During the share out, the chairperson is requested to ask who of the members would like to move to the second
cycle. Members that move to the second cycle would need to choose new leaders, review the constitution for any
needed revisions, agree on the new share price, agree on loan fees and commence contributions to the social fund
and shares. A video to demonstrate this activity was used by the facilitator.

2.11 Mock SG Sessions

After every lecture, participants practiced through mock SG sessions using real money. This gave participants an
opportunity to practice what should happen in the groups they are going to teach how to form. Videos of actual
group meetings helped illustrate the procedures. By the end of the week participants had a high level of
confidence in launching SG groups in their target communities.

2.12 Qualities of a Good SG Trainer

The following qualities of a good SG trainer were discussed during the workshop
Table 2: Qualities of a Good SG Trainer:

Roles and Responsibilities
What should be done
What should not be done
 Mobilization of community and local leaders and informing them on SG
methodology
 Formation and training of SG groups
 Providing support to groups on following meeting procedures, record keeping,
developing a constitution and complying to them
 Monitoring groups to ensure members correctly apply the SG methodology
 Helping groups to resolve conflicts
 Data collection
 Keep time for group meetings
 Always prepare well for group training
 Allow members to use their constitution to make key decisions
 Keep secrets of group issues
 Be patient when training community members
 Inform groups in good time should the community trainer need to be absent for a
group meeting
 Community Trainers should not be members of the SG they are training. If they
want to be in a group, they can be part of another that they are not training
 Do not influence group decisions
 Never touch group’s money
 Do not go to train group when not prepared
 Do not go late for group meetings
 Do not absent yourself from group meetings.
 Do not use abusive/disrespectful language to group members

EYETA SG training report July 2020

2.14 Management and supervision of SGs:

The participants were taught how to use the group data collection tool for SGs. It was explained to them how they
can add or remove information as needed. By the end of the workshop participants knew how to use the tool,
definitions of important terms and calculate profit or loss for each group.

Participants were told the importance of quality data from the data collection tool that will be used to enter into
the MIS system. MIS training on setting up a new project and entering user-defined fields will be done at a later
date.

2.15 Introduction to Village Savings & Loan Federations (VSLFs):

The key topics covered were:

 Selection of VSLF Representatives

 Definition of VSLF financial products:

 Supplementary meeting procedures related to VSLF membership

The VSLF procedures are very closely related to those of the SG. This is done purposely so as not to confuse the
members. The VSLF organization chart looks as shown below:

EYETA SG training report July 2020

 3. Field Practice:

After the 4-day classroom sessions the

Facilitator conducted 1 day of field practical
training at Gongolamboto Ward. The field
visit included 2 sessions- first the team
attended a VSLA meeting. This session was
for about one and a half hours from
11.00am to 12.30 pm. Then a second
session was a meeting with VSLF leaders.
After the field training there was a re-cap
session of the visit. The aim was for the
participants to share their experience of the
visit. It was also an opportunity for the
facilitator to observe each participant and
decide if they understood how to identify a
good group and how they would respond to
groups that needed additional training.

Highlights:
 All participants were able to practice filling out group evaluation forms. The forms allow the officer to rate
the performance of the group using 10 standard quality ratios such as meeting attendance, leadership
qualities, member participation and portfolio quality.
 The participants displayed good understanding of the topics covered during the training. This was
demonstrated by the fact that all participants were able to correctly fill out the forms. There were
differences in ranking but that is OK because it facilitated a discussion on identifying a good quality group.
 The enthusiasm from group members and group members was good although attendance was low (50%).
 The group displayed great enthusiasm to be a part of the program. This is a good sign that they feel that
the project will have something new to offer.

EYETA SG training report July 2020

Challenges:

 Unfortunately the timing did not allow the participants to witness an actual VSLF meeting since they meet
once a month.

E. Workshop Feedback and Recap Sessions:

At the start of each day, the participants took part in a recap session. It (a) enabled the trainer to gauge the level of
understanding of previous days’ lessons and (b) served as a reminder of lessons learned to the trainees. Recap
activities included the participant sharing at least one thing they learned from the previous day’s sessions. In the
recap sessions after each field visit participants analyzed what worked best and what they need to strengthen
based on their performance in the field. All participants were asked to participate actively in these sessions.

F. Way Forward:
In the next 12 months the following activities will be undertaken by EYETA:

EYETA hires field officers for this initiative;

The hired team of officers facilitates refresher training for existing groups and formation of new groups;
The Field Officers also identify and train community-based trainers (CBTs);
EYETA purchases VSLA kits that they will provide to all groups at cost. A revolving fund will be created so
that each new group is able to purchase a kit.
EYETA provides refresher training to VSLFs in preparation to providing loans for on-lending to SGs.

EYETA SG training report July 2020