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Grants:APG/Proposals/2012-2013 round1/Wikimedia UK/Progress report form/Q3

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Purpose of the report

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This form is for organizations receiving Annual Plan Grants to report on their results to date. For progress reports, the time period for this report will the first 6 months of each grant (e.g. 1 January - 30 June of the current year). For impact reports, the time period for this report will be the full 12 months of this grant, including the period already reported on in the progress report (e.g. 1 January - 31 December of the current year). This form includes four sections, addressing global metrics, program stories, financial information, and compliance. Please contact APG/FDC staff if you have questions about this form, or concerns submitting it by the deadline. After submitting the form, organizations will also meet with APG staff to discuss their progress.

Global metrics overview - all programs

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We are trying to understand the overall outcomes of the work being funded across our grantees' programs. Please use the table below to let us know how your programs contributed to the Global Metrics. We understand not all Global Metrics will be relevant for all programs, so feel free to put "0" where necessary. For each program include the following table and

  1. Next to each required metric, list the outcome achieved for all of your programs included in your proposal.
  2. Where necessary, explain the context behind your outcome.
  3. In addition to the Global Metrics as measures of success for your programs, there is another table format in which you may report on any OTHER relevant measures of your programs success

For more information and a sample, see Global Metrics.

Overall

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Metric Achieved outcome Explanation
1. # of active editors involved
2. # of new editors
3. # of individuals involved
4. # of new images/media added to Wikimedia articles/pages
5. # of articles added or improved on Wikimedia projects
6. Absolute value of bytes added to or deleted from Wikimedia projects


Telling your program stories - all programs

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Please tell the story of each of your programs included in your proposal. This is your chance to tell your story by using any additional metrics (beyond global metrics) that are relevant to your context, beyond the global metrics above. You should be reporting against the targets you set at the beginning of the year throughout the year. We have provided a template here below for you to report against your targets, but you are welcome to include this information in another way. Also, if you decided not to do a program that was included in your proposal or added a program not in the proposal, please explain this change. More resources for storytelling are at the end of this form. Here are some ways to tell your story.

  • We encourage you to share your successes and failures and what you are learning. Please also share why are these successes, failures, or learnings are important in your context. Reference learning patterns or other documentation.
  • Make clear connections between your offline activities and online results, as applicable. For example, explain how your education program activities is leading to quality content on Wikipedia.
  • We encourage you to tell your story in different ways by using videos, sound files, images (photos and infographics, e.g.), compelling quotes, and by linking directly to work you produce. You may highlight outcomes, learning, or metrics this way.
  • We encourage you to continue using dashboards, progress bars, and scorecards that you have used to illustrate your progress in the past, and to report consistently over time.
  • You are welcome to use the table below to report on any metrics or measures relevant to your program. These may or may not include the global metrics you put in the overview section above. You can also share your progress in another way if you do not find a table like this useful.
Target Last year (if applicable) Progress (at end of Q2) End of year (projected or actual) Comments
Example Example Example Example Example

Revenues received during this period (6 month for progress report, 12 months for impact report)

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Please use the exchange rate in your APG proposal.

Table 2 Please report all spending in the currency of your grant unless US$ is requested.

  • Please also include any in-kind contributions or resources that you have received in this revenues table. This might include donated office space, services, prizes, food, etc. If you are to provide a monetary equivalent (e.g. $500 for food from Organization X for service Y), please include it in this table. Otherwise, please highlight the contribution, as well as the name of the partner, in the notes section.
Revenue source Currency Anticipated Q1 Q2 Q3 Q4 Cumulative Anticipated ($US)* Cumulative ($US)* Explanation of variances from plan
A B C D E F G H I J K

* Provide estimates in US Dollars


Spending during this period (6 month for progress report, 12 months for impact report)

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Please use the exchange rate in your APG proposal.

Table 3 Please report all spending in the currency of your grant unless US$ is requested.

(The "budgeted" amount is the total planned for the year as submitted in your proposal form or your revised plan, and the "cumulative" column refers to the total spent to date this year. The "percentage spent to date" is the ratio of the cumulative amount spent over the budgeted amount.)
Expense Currency Budgeted Q1 Q2 Q3 Q4 Cumulative Budgeted ($US)* Cumulative ($US)* Percentage spent to date Explanation of variances from plan
A B C D E F G H I J J2 K
TOTAL B C D E F G H I J J2 N/A

* Provide estimates in US Dollars


Compliance

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Is your organization compliant with the terms outlined in the grant agreement?

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As required in the grant agreement, please report any deviations from your grant proposal here. Note that, among other things, any changes must be consistent with our WMF mission, must be for charitable purposes as defined in the grant agreement, and must otherwise comply with the grant agreement.

Are you in compliance with all applicable laws and regulations as outlined in the grant agreement? Please answer "Yes" or "No".

Are you in compliance with provisions of the United States Internal Revenue Code (“Code”), and with relevant tax laws and regulations restricting the use of the Grant funds as outlined in the grant agreement? Please answer "Yes" or "No".

Signature

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Once complete, please sign below with the usual four tildes.

Resources

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Resources to plan for measurement

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Resources for storytelling

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Basic entity information

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Table 1

Entity information Legal name of entity Wikimedia UK
Entity's fiscal year (mm/dd–mm/dd) 02/01-01/31
12 month timeframe of funds awarded (mm/dd/yy-mm/dd/yy) 02/01/13-01/31/14
Contact information (primary) Primary contact name Jon Davies
Primary contact position in entity Chief Executive
Primary contact username Jon Davies (WMUK)
Primary contact email jon.davies@wikimedia.org.uk
Contact information (secondary) Secondary contact name Richard Symonds
Secondary contact position in entity Office & Development Manager
Secondary contact username Richard Symonds (WMUK)
Secondary contact email richard.symonds@wikimedia.org.uk


Overview of this quarter

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The purpose of this section is to provide a brief overview of this report. Please use no more than 1-2 paragraphs to address the questions outlined below. You will have an opportunity to address these questions in detail elsewhere in this report.

CHANGES:

  • The Toolserver budget is now redundant, so in Q3 £5,000 was vired from that budget to support a chapter's governance training workshop and other international chapter training needs. The training workshop is in the planning stage, and will be held on the weekend of 1-2 March 2014. It was also decided to hire an intern to support the organisation of Wikimania. To this end, £3,500 was vired from contingency into the Wikimania budget to support the post.
  • The next Train the Trainers has had to be delayed owing to amongst other things international rugby matches. It seems likely that there will be some underspend in Q4 because of this.
 
The overall winner of Wiki Loves Monuments UK, by Tim Firkins

HIGHLIGHTS:

  • Wiki Loves Monuments: the UK chapter participated in Wiki Loves Monuments for the first time. 573 people uploaded 12,000 images to Wikimedia Commons over the course of September, representing an excellent response to the competition with entries of a very high quality and diversity. Around a dozen volunteers were involve in its organisation.
  • Governance audit: Rosie Chapman and Sarah Loader conducted an audit of WMUK's governance in Q3, measuring the charity's progress against the 50 recommendations of the Hudson Review. In summary, the audit concluded that the charity was progressing well against the recommendations with 50% already met and over 40% progressing well.

WIKI-FOCUS: What Wikimedia projects was your entity focused on (e.g., Wiki Commons, French Wiktionary) this quarter?

  • Commons: Wiki Loves Monuments resulted in the upload of 12,000 pictures of the UK's most architecturally and historically important standing buildings. A grant also supported the creation of audio files for introducing Wikipedia articles (aiming to deliver 50 within 12 months).
  • English Wikipedia: As well as work on Wikipedia preparing pages to support WLM, there was a range of editing sessions introducing people to editing Wikipedian. This was done through events such as the Girl Geek Dinner in Manchester and a Trowel Blazers event on the subject of women in palaeontology, archaeolgy and geology.
  • Welsh Wicipedia: the Wales Manager was very active in Q3 and started arranging 12 training events, 28 training videos have been created and uploaded, and materials in both Welsh and English explaining how to edit have been drafted (see latest report for details).
  • Wikinews: a grant was made to cover the cost of travelling to interview a subject for Wikinews.
  • Gujarati Wikipedia: Wikimedia is keen to expand its activities to cover languages other than English, and as such we have proposed an event involving Gujarati Wikipedia. It's in the planning stage.

GROWTH: How did your entity grow over the past quarter vs. the previous quarter (e.g., Number of active editors reached/involved/added, number of articles created, number of events held, number of participants reached through workshops)?

  • Members eligible to vote at the end of each month:
  • August – 220
  • September – 219
  • October – 224 (before month end due to requirements of FDC reporting timeline)
  • Wikimedians in Residence activities:
  • Natural History Museum and Science Museum – full details can be see at Wikipedia:Wikipedia:GLAM/Natural History Museum and Science Museum, but highlights include 50 images released from the collection of the Science Museum (currently viewed around 20,000 times per day on Wikipedia over 10 languages), six presentations to GLAM professionals, a TrowelBlazers editathon, and three training events for new editors
  • National Library of Scotland – full details can be found at Wikipedia:Wikipedia:GLAM/National Library of Scotland#Monthly Reports, but highlights include a Wiki&Biccy event where 10 people received an introduction to editing and Wikimedia in general; negotiations to release NLS images under a Commons compatible license, with a test case currently under way; editathon planned for 2 November and two more in the works
  • York Museums Trust WiR in post in October – events being planned for Q4
  • Events - August and September were quieter months in WMUK events calendar, with a focus on Wikimania. However there were training events for WikiData, people wanted to lead sessions in relation Ada Lovelace events, and an editathon. October saw a dramatic increase in activity, with 13 editing events and five events aimed at raising awareness about Wikimedia, its values, and role in open information.
  • Between 1 August and 31 October there were 14 meetups in the UK at nine locations, with firsts in Leeds and Newcastle (and the first in Edinburgh in two years). The figures were the same as in Q2, and an increase on nine meetups in five locations in Q3 of 2012.

Financial summary

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The FDC requires information about how your entity received and spent money over the past year. The FDC distributes general funds, so your entity is not required to use funds exactly as outlined in the proposal. While line-item expenses will not be examined, the FDC and movement wants to understand why the entity spent money in the way it did. If variance in budgeted vs. actual is greater than 20%, please provide explanation in more detail. This helps the FDC understand the rationale behind any significant changes. Note that any changes from the Grant proposal, among other things, must be consistent with the WMF mission, must be for charitable purposes as defined in the grant agreement, must be reported to WMF, and must otherwise comply with the grant agreement. The WMF mission is "to empower and engage people around the world to collect and develop educational content under a free license or in the public domain, and to disseminate it effectively and globally."

Revenues for this quarter

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Provide exchange rate used:

Table 2 Please report all spending in the currency of your grant unless US$ is requested.

  • Please also include any in-kind contributions or resources that you have received in this revenues table. This might include donated office space, services, prizes, food, etc. If you are to provide a monetary equivalent (e.g. $500 for food from Organization X for service Y), please include it in this table. Otherwise, please highlight the contribution, as well as the name of the partner, in the notes section.
Revenue source Currency Anticipated Q1 Q2 Q3 Q4 Cumulative Anticipated ($US)* Cumulative ($US)* Explanation of variances from plan
Regular Donations & Single Gifts GBP 240,072.48 67,471.27 67,467.71 61,368.88 G 196,307.86 £240072.48 ($384115.968) £196307.86 ($314092.576) No variance.
Membership Income GBP 1,551.00 461.00 210.00 295.00 G 551.00 £1551 ($2481.6) £966 ($1545.6) No variance.
Gift Aid Claims GBP 83,276.14 23,276.14 0.00 0.00 G 23,276.14 £83276.14 ($133241.824) £23276.14 ($37241.824) Ongoing delays with database cleansing - required before a declaration and request can be sent to HMRC. Gift Aid claim is being sent in the next three or four days.
WMF Grant GBP 331,768.00 193,531.00 0.00 138,237.00 G 331768.00 £331768 ($530828.8) £331768 ($530828.8) No variance.
Conference Income GBP 1,964.34 1,369.34 30.00 371.66 G 1,704.34 £1964.34 ($3142.944) £1771.00 ($2833.6) Not planned for in original plan.
Bank Interest GBP 161.84 87.88 139.08 108.26 G 335.22 £161.84 ($258.944) £335.22 ($536.352) As Q1 & Q2: As a result of a triple-dip recession, and with Bank of England interest rates still low, banks are not increasing interest rates to the expected level. We have decided to focus on ensuring our investments are secure, rather than them returning good rates.

* Provide estimates in US Dollars


Spending during this quarter

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Table 3 Please report all spending in the currency of your grant unless US$ is requested.

(The "budgeted" amount is the total planned for the year as submitted in your proposal form or your revised plan, and the "cumulative" column refers to the total spent to date this year. The "percentage spent to date" is the ratio of the cumulative amount spent over the budgeted amount.)
Expense Currency Budgeted Q1 Q2 Q3 Q4 Cumulative Budgeted ($US)* Cumulative ($US)* Percentage spent to date Explanation of variances from plan
Staff GBP 236,828 59423.68 69410.06 53549.85 G 182383.59 £265578 ($424924.8) £182383.59 ($291813.744) 69% Spending to plan.
Mass Upload Tool GBP 60,000.00 17457.13 0 17000.00 G 34,497.13 £60000 ($96000) £34497.13 ($55195.408) 57% Tranche 1 of the programme is now complete, with only two (rather than three) payments made this year. Further payments may be made next year, depending on whether or not the Board and CE believe the project is progressing well.
Development GBP 50,000.00 5697.73 5977.43 5534.07 G 11262.33 £50000 ($80000) £17209.23 ($27534.768) 34% Spending lower than budgeted: at present, we are focussing primarily on upgrading our inhouse systems and have no member of staff dedicated to this budget. We are taking advice from professional volunteers on hiring a part-time project manager to "drive" this budget.
Merchandise & Publications GBP 5,000.00 184.44 1052.64 2242.16 G 3479.24 £5000 ($8000) £3479.24 ($5566.784) 70% Spending to form.
Train the Trainers GBP 19,420.00 2,519.19 0.00 0 G 2,519.19 £19420 ($31072) £2519.19 ($4030.704) 13% Spending halted pending a review of the Train the Trainers programme. With the review complete, the next spend is likely to be in January (Q4).
Volunteer equipment GBP 2,000.00 857.39 580.83 460.50 G 1898.72 £2000 ($3200) £1898.72 ($3037.952) 95% Spending higher than planned, so that equipment is available early in the year.
Virtual Learning Environment GBP 2,000.00 46.00 90.00 0 G 136.00 £2000 ($3200) £136 ($217.6) 7% Little or no need to spend so far.
Toolserver GBP 10,000.00 0.00 0.00 0 G 0 £10000 ($16000) £0 ($0) 0% We have been informed by Wikimedia Deutschland that these funds are not needed.
Extended Reach GBP 10,000.00 51.60 255.35 2036.97 G 2343.92 £10000 ($16000) £2343.92 ($3750.272) 23% Lack of community capacity for running events in this area. In addition, those events which we have held have been very cheap to run.
Wales GBP 5,000.00 364.75 511.54 1259.98 G 2136.27 £5000 ($8000) £2136.27 ($3418.032) 43% Spending lower than planned, due to the lack of editors in Wales. There are plans in place to spend a large portion of this on a special Welsh project which has not yet been publicly announced.
GLAM Conference GBP 20,000.00 9,948.04 1,406.01 23.00 G 11377.05 £20000 ($32000) £11377.05 ($18203.28) 57% Conference came in under budget.
GLAM Outreach and Events GBP 5,000.00 23.85 480.31 1777.65 G 2281.81 £5000 ($8000) £2281.81 ($3650.896) 46% Most projects so far this year have been covered by different budgets, but there are now regular GLAM events - with three in one day on 19 October (see https://wiki.wikimedia.org.uk/wiki/Events)
Wikimedians in Residence GBP 30,000.00 10,947.49 8813.50 141.90 G 19902.89 £30000 ($48000) £19902.89 ($31844.624) 66% Spending is slightly behind target, but we expect to be invoiced at least £8,000 more this year on current projects, which will bring spending back up to plan by the end of Q4.
Scotland GBP 21,000.00 0 3,232.25 214.66 G 3446.91 £21000 ($33600) £3446.91 ($5515.056) 16% Few editors in Scotland - with a population of six million, and mountainous terrain, it can be difficult to get people to attend events. Will pick up with our new WiR at the Scottish National Library organising events.
World Wars I and II project GBP 20,000.00 0 71.00 0 G 71.00 £20000 ($32000) £71 ($113.6) 1% Ongoing delays in negotiating a key WiR agreement, with the project likely to be delayed until 2014/15.
Digitisation GBP 8,000.00 0 0 2500.00 G 0 £8000 ($12800) £2500 ($4000) 31% We have decided, in view of the Heritage Lottery Fund now funding digitisation works in the UK, to stop spending money on digitisation. £2,500 has gone towards funding the Picturing Canada project.
WikiConference UK (AGM) GBP 5,200.00 1,677.94 2,988.22 0 G 4,666.05 £5200 ($8320) £4666.05 ($7465.68) 90% Came in under budget.
University Outreach GBP 8,000.00 2053.41 710.83 183.11 G 2947.35 £8000 ($12800) £2947.35 ($4715.76) 37% Still very few education events taking place, partly due to most of our student volunteers graduating this quarter. This had led to a lack of time being spent on projects, as the Education Organiser has been busy with the EDU-WIKI conference.
Schools Conference (EDU-WIKI) GBP 12,000.00 0 329.40 6737.94 G 7067.34 £12000 ($19200) £7067.34 ($11307.744) 59% Spending slightly under budget.
JISC Post GBP 15,000.00 0 0 15,000 G 15000 £15000 ($24000) £15000 ($24000) 100% Fully spent, as planned. No more spends expected.
Project Grants GBP 20,000.00 34.17 112.75 327.05 G 473.97 £20000 ($32000) £473.97 ($758.352) 2% Most project grants to individuals have been very cheap and cost-effective: as a result, we have spent (and continue to spend) very little on Project Grants.
Travel Grants GBP 20,000.00 270.56 7404.37 14504.21 G 22179.14 £20000 ($32000) £22179.14 ($35486.624) 111% Higher costs than expected as a result of sending more attendees to Wikimania than we originally planned. In addition, the cost of Wikimania this year was more than we expected, even with budget flights being used. In future, we will need to budget for this more carefully.
Wikimania 2014 GBP 2,000.00 37.89 52.33 120.66 G 210.88 £2000 ($3200) £210.88 ($337.408) 11% No major spends to date.
Rent GBP 34,560.00 10,828.42 9921.44 9871.40 G 30261.26 £34560 ($55296) £30261.26 ($48418.016) 89% Business rates issue has pushed up office rent for the first three quarters of this year. In addition, we are moving offices, which has resulted in higher costs than first planned.
Staff Travel GBP 9,000.00 3,586.47 3026.20 578.45 G 7191.12 £9000 ($14400) £7191.12 ($11505.792) 80% Spending is on target.
Staff Training GBP 3,000.00 465.56 145.33 1308.44 G 1919.33 £3000 ($4800) £1919.33 ($3070.928) 64% Spending to form.
Office Equipment GBP 14,000.00 2,734.51 2741.57 4678.02 G 10154.10 £14000 ($22400) £10154.10 ($16246.56) 73% Spending to form.
Board Costs GBP 16,000.00 4565.43 5030.73 5385.80 G 14981.96 £16000 ($25600) £14981.96 ($23971.136) 94% Spending higher than expected as a result of the governance review, and the board increasing in size.
Legal Fees GBP 5,000.00 2,880.00 2760.00 0 G 5640.00 £5000 ($8000) £5640.00 ($9024) 113% Over budget due to legal costs as a result of the Governance Review.
Project Management GBP 10,000.00 3,038.00 1279.88 367.50 G 4685.38 £10000 ($16000) £4685.38 ($7496.608) 47% Spending below budget, but this is not something we are overly concerned about, as it's generally not a charitable expense. End of year spending could be around 70%, depending on how much work we do on improving our governance record through the wikipedia:PQASSO system..
Accountancy Fees GBP 14,000.00 2,657.50 16123.54 833.98 G 19615.02 £14000 ($22400) £19615.02 ($31384.032) 140% Over budget to to extra work done as a result of last year's accounts. Will continue to spend above profile as the board have approved bringing in a part-time management accountant to do more work on our financial systems.
Annual Report GBP 3,000.00 0 1435.94 1064.46 G 2500.40 £3000 ($4800) £2500.40 ($4000.64) 83% Below budget - cheaper than expected.
Insurance GBP 3,200.00 812.55 839.05 1701.30 G 3352.90 £3200 ($5120) £3352.90 ($5364.64) 104% Over budget slightly due to moving to a new office and running more events (with more equipment leaving the office).
Server GBP 2,000.00 0 0 0 G 0 £2000 ($3200) £0 ($0) 0 No spends expected this quarter.
Fundraising GBP 28,405.00 8030.03 6002.70 3703.40 G 17736.13 £28405 ($45448) £17736.13 ($28377.808) 62% Spending to form.
Contingency GBP 15,000.00 1843.85 167.48 0 G 2011.33 £15000 ($24000) £2011.33 ($3218.128) 13% Spends are inherently unpredictable.
Depreciation GBP 0 1221.17 1928.79 1928.79 G 5078.75 £0 ($0) £5078.75 ($8126) - Depreciation was not originally budgeted for.

* Provide estimates in US Dollars


Progress toward this year's goals/objectives

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This section addresses the impact of the programs / initiatives* and objectives your entity has implemented over the past quarter and the progress your entity is making toward meeting this year's goals. We understand that some metrics may not be applicable in this quarterly report, so please add metrics here if they are applicable.

*In the past, the FDC has used the term 'initiative', but we are using the term 'program.'

Program 1

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Community
What are the objectives of this program? Please include metrics.
  • Volunteer support is the central key to growing our capacity and engagement with our community, we are working towards increasing participation and reach. With the intention of supporting the Wikimedia community in its endeavours, WMUK undertakes several initiatives:
  1. volunteer equipment – making equipment available for volunteers to use
  2. Wales – supporting Wicipedia Cymraeg and delivering the Living Paths Project - the objectives are supporting open content and training new editors
  3. project grants (ie: micro and macrogrants) – grants made and amount spent
  4. travel grants – spent to allow attendees at amongst other events Wikimania 2013, Wikisym, Hackathons and the Wikimedia Diversity Conference (8-9 November).
  5. Wikiconference UK and AGM – delivered with positive feedback in Q2
  6. Wikimania 2014 – support to ensure a successful bid
  7. Training the Trainers and Virtual Learning Environment – deliver 2 training sessions with 20-24 volunteers trained, volunteer trainers engaged in at least 9 events in a quarter; continuous development of VLE
  8. development budget including supporting others – monthly meetings with community engagement (via Technology Committee).
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  1. volunteer equipment – Equipment has been purchased (available items are detailed on the WMUK website) and ready for use by the community. A system is being set up to monitor usage. Loop system for deaf and hard of hearing purchased for use in office and at events.
  2. Wales – Events delivered according to the project plan; Relationship with Coleg Cymraeg (Federal Welsh Language College) developing; Continue good liaison on open content with Welsh Government. The activities are reported on on quarterly reports, the most recent one here.
  3. Four grant applications were approved in Q3, with £327.05. One member of staff and two volunteers involved on the grants committee.
 
The Chapters Village at Wikimania 2013
  1. In Q3 £14,504.21 was spent on travel grants, the vast majority of which was to people to attend Wikimania 2013. Two staff and nine volunteers involved.
  2. Wikiconference UK and AGM – has been delivered and evaluated in Q2
  3. Wikimania 2014 – intern hired to support background activities until January 2014, extensive liaison carried out with volunteer team. Hotel inspection carried out on behalf of Foundation
  4. Training the Trainers – We have planned to deliver 2 sessions in 2013 training 20-24 volunteers, after the positive review of this programme in Q2 and Q3 (see here) we have decided to go forward with the second session. However there have been delays to the November 2013 session owing to outside forces - this is being re-arranged for early 2014 with the target to train 10-12 volunteers. Big progress in the amount of events where Train the Trainer volunteers are involved - 19 in Q3 (details below). Development has hit problems with transcluding wiki pages into Moodle for the VLE, however content has been created and it will be tested at EduWiki in November 2013.
  5. Meetings of the tech committee were temporarily put on hold over the summer because capacity of the developers was such that they were unable to attend. Meetings resumed in October, with the next scheduled for November.
Activities conducted.
  1. Here are the events that Train the Trainer volunteers were involved in in Q3 - delivering or supporting the training. This has been an extremely successful and busy quarter for us, mainly due to Ada Lovelace and Women in Science celebrations. 1, 2 (most of the participants present were trainers and supported each other's learning), 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19.
  2. Within the Living Paths project, we have published 20+ training videos; organised 4 meetups, uploaded 800 book cover images to Wikimedia Commons in partnership with the Welsh Book Council. Key GLAM organisations linked with: Nat. Library of Wales, National Museum, CADW and the Royal Commision.
  3. Grants process publicised members newsletters
  4. In Q3 travel grants allowed volunteers to travel to WikiSym, Wikimania 2013, and OSM State of the Map 2013.
  5. n/a
  6. Wikimania 2014 – intern hired to support background activities until January 2014, extensive liaison carried out with volunteer team. Hotel inspection carried out on behalf of Foundation
  7. Next Training the Trainers event is being scheduled with the intention of holding it in Wales in February 2014.
  8. The biggest task of Q3 for the developers was the migration of the UK wiki to new servers.
What worked and what did not?
  • Review of the Train the Trainers conducted in Q2 and Q3 has been very positive and gave us insight into how to make the programme deliver even more effectively. We will be implementing the recommendations in Q4 and beyond in 2014-15.
  • Work on the VLE has been slower than expected as much of the developers' time has been spent on the migration of the UK wiki.
  • One of the people granted a scholarship to Wikimania 2013 was unable to travel due to illness.
  • We continue to suffer from significant underspends in some of our community activiites which is really disappointing. We are attempting to engender more uptake of grants for instance and feel sure that as the community grows this will become easier but we may need to make further re-assessments of our 2014-15 allocations.

Any additional details:

  • It was originally intended to hold the Training the Trainers event in November, however a combination of factors (clashes with international rugby, slow sign up, and sick leave amongst the organisers) meant that the event has been postponed until February 2014.


Program 2

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Promoting free knowledge
 
October was a very busy month as it coincided with the Ada Lovelace Festival
What are the objectives of this program? Please include metrics.
  • WMUK undertakes a range of activities to promote free knowledge, with the aim to extend reach to new audiences, and potential contributors. The key here is increasing participation, and improving quality of Wikimedia projects. There are particular strands of work being delievered here:
  1. supporting the Europeana mass upload tool – delivering grants to Europeana and receiving progress reports
  2. producing and distributing merchandise and publications to raise awareness about Wikipedia and for use at events – value for money, monitor usage and ensure items are used at events
  3. Extended Reach – number of events delivered - target was 5 events, number of new editors, numbers active after 1 week and 1 month
  4. GLAM Outreach and events – 2-4 minor GLAM events on top of the ones run by WIRs, number of institutions involved, number of people at events, number of people still active 1 week and 1 month later
  5. Wikimedians in Residence (including the WWI project) – 2-3 of events delivered per residency, number of new editors introduced to Wikimedia, and number still editing 1 week and 1 month later - each residency has individual objectives set in an agreement signed with them.
  6. University Outreach – number of events delivered - target of 1-2, number of new editors, numbers active after 1 week and 1 month; supporting Wikipedia student societies, contacts established with education institutions
  7. supporting toolserver – delivering grant and receiving progress reports
  8. supporting digitisation – the aim is to have 4,000 culturally significant files uploaded to Commons per year
  9. Jisc Wikimedia Ambassador – a structured plan with objectives for this project can be found here
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  1. Europeana – Report received and the final tranche of funding was paid in Q3
  2. merchandise and publications – Survey carried out in Q2 to inform what merchandise is popular at events and amongst the membership and what is not. This has been taken into account to make further purchases - see below.
  3. Extended Reach – In Q3 ten events under extended reach took place due to a higher than anticipated interest of partner organisations to run gender gap events with us. Nine of these related to the gender gap (five as part of the Ada Lovelace Festival, one of these aimed at trainers delivering events), and the other was Wiki Loves Monuments. At six of the gender gap events, attendees numbers were taken giving a total of 78. 573 people uploaded 12,000 pictures to Wiki Loves Monuments UK. Assessment of long-term participation by those involved in Wiki Loves Monuments will be part of the report process on the event and will be carried out in Q4. Of the gender gap events, two fell within the last week of Q3 so no meaningful conclusions could be drawn from those events. Of those events which took place before then and for which we have a list of attendees, 26% of the 53 editors were still editing one month after the event.
  4. GLAM Outreach and events – 4 minor events have been delivered - details below.
  5. Wikimedians in Residence – each residency (currently delivering 3 residencies) - is individually reporting against the objectives set for them. This is tracked on the project pages: NHM, NLS, YMT.
  6. Training events for students were not delivered in Q3 (only half of which coincided with the academic year, and part of it was taken up by Freshers' weeks at universities).
  7. Toolserver no longer requires our support
  8. supporting digitisation – Picturing Canada project grant paid and further work on it delivered. 5,000 images uploaded. Background information on the blog here.
  9. Jisc Wikimedia Ambassador – Progress against the objectives is tracked via monthly reports, to be found here.
Activities conducted.
  1. Grant to Europeana made
  2. Merchandise reordered as needed and distributed to trainers and representatives of the charity to use at events. Currently expanding our outreach and merchandise to include a GLAM booklet, a volunteer handout (one version in England and one in Welsh), a Commons booklet, memory sticks, and keyrings.
  3. Extended Reach events around gender gap are: 1, 2, 3, 4, 5, 6, 7, 8, 9.
  4. GLAM Outreach events that we have delivered are: 1, 2, 3, 4. We are also writing a GLAM case study booklet which aim is to get more GLAM institutions interested in working with WMUK, to be completed in Q4.
  5. WiRs in post and delivering training.
  6. All student unions contacted. Education contacts used to promote EduWiki. There was a Wikimedia UK stall at the Cambridge University Freshers fair.
  7. As Toolserver no longer requires WMUK's support, the budget we allocated for it is now redundant and £5,000 has been vired to support a charity governance workshop.
  8. 5,000 images uploaded
  9. Jisc project delivered Research and impact workshop held at Oxford University with 14 attendees. The Jisc Wikimedia Ambassador also helped deliver an editathon on the topic of women in science, which was attended by 22 people. The event took place in mid-October, so long-term conclusions are premature, however 18 people had never edited before and of the 22, were still editing one week after the event. A full plan of the activities carried out by the Jisc Wikimedia Ambassador can be found here.
What worked and what did not?
  • Organising Women in Science events around Ada Lovelace Day has been a tremendously successful idea - there are a lot of organisations who are keen to partner with us as it furthers their diversity agenda. Following from a very successful Ada Lovelace Day event in 2012, we have been approached by the prestigious Medical Research Council to deliver a series of Women in Science events together. Other organisations have picked up the idea and format of these events too (introduction to editing for newcomers, editathon with a prepared target list, and a panel discussion about general issues of gender in the scientific workforce). These events attracted a newcomer audience, predominantly female, particularly interested in editing topics around Women in Science. The reason why these editathons attracted such a type of audience results from the type of promotional messaging used, and the fact that promotion was lead by the partner organisations, rather than WMUK focusing on messaging its existing communities.
  • WIRs have been reporting regularly on their progress which allows for the chapter to be aware of their activities and monitor progress against objectives. When we set the residencies up, the reporting is built in as one of the objectives, so it is reassuring to see that this approach works.
  • Residencies are single-point sensitive, so that when a WiR falls ill the events they are working on are put on hold. This is one reason why we will be undertaking a full review of the programme in Spring to establish good practice and what to do when there are problems.
  • On the other hand, our GLAM Outreach editathons have been attracting mostly participants who already had knowledge of editing (not necessarily active editors though - we have been working to bring some editors back in). This is because of how we have been promoting these events.
  • University Outreach has been slower than anticipated - staff capacity has been focused on EduWiki conference (see Programme 5).

Any additional details:


Program 3

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Membership and public support
What are the objectives of this program? Please include metrics.
  • The costs of the fundraiser include many things. Metrics: Weekly (prefer daily/every 48 hours but see how we go in terms of whole workload); Ongoing - Requests to cancel and set up direct debits should be done daily. More complex queries that touch on other issues (editing, inquiry into existing donation etc) within week. Aiming to produce a donor newsletter every three months.
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • Queries dealt with within 48 hours. Second donor newsletter was sent out in August, with the third provisionally scheduled for the end of November. 2 staff involved.
Activities conducted.
  • Monthly member newsletters being delivered.
  • Donor newsletters being written, aiming for a successful delivery at the end of November
  • Member survey currently being written with volunteer in lead.
  • Conducted donor survey - No further survey yet conducted. Possibly one will be included in Newsletter in Q4
  • Run data cleanse - this was postponed in order to compliment Wikimania work. Will now be completed in Q4.
  • No change to policies in Q2 - There will be a policy review around gift acceptance and grants in Q4
  • Plan Gift Aid claims - These were submitted in Q3
What worked and what did not?
  • There were delays in the donor newsletter pending legal clearance at the Foundation.

Any additional details:


Program 4

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External relations
 
View the EduWiki 2013 flyer
What are the objectives of this program? Please include metrics.
  • In the UK we are working to build close relationships with organisations and institutions that are sympathetic to the aims of the Wikimedia Community, to increase awareness of Wikimedia. This is done by organising extenally reaching events, and involvements in events/conferences of other organisations. To raise awareness of Wikimedia projects amongst the education community, in 2013 Wikimedia UK is holding EduWiki 2013. The conference will be held in Cardiff on 1 and 2 November, right at the start of Q4. Additionally, in the spirit of cooperation with other chapters, in Q3 Wikimedia UK proposed to hold a workshop on governance after the lessons of the Hudson review and subsequent governance audit in October 2013.
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • Q3 has seen a great deal of time spent on arranging EduWiki 2013, with five staff involved and two volunteers. Conducted with the help the Education Committee, and involving seven volunteers and three staff.
  • WMUK are preparing to hold a governance workshop in London for other chapter trustees on March 1st and 2nd 2014.
Activities conducted.
  • Arranging speakers for EduWiki, and taking registrations. Agenda and venue finalised, and event promoted amongst education contacts. EduWiki will take place on 1 and 2 November, with feedback to be processed in Q4.
  • A date for the workshop has been settled on, a venue arranged, and accommodation and signups are in progress.
  • We have delivered a MozFest session bringing many like minded organisations together - details here.
What worked and what did not?

Any additional details:


Program 5

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Finances
What are the objectives of this program? Please include metrics.
  • As a medium-sized charity, and one of the larger Wikimedia chapters, we are required to undergo a full audit every year by an independent auditor. This, unfortunately, costs money. This program covers the costs of our annual accounts and audit, quarterly management accounts and additional consultancy work. Find a management accountant to help with finances.
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • 2012-13 Audit completed and accounts filed
  • Recruitment process for management accountant support under way
  • Monthly reconciliation procedures refined to include CEO input.
Activities conducted.
  • 2012-13 Audit completed and accounts filed
  • CVs of potential management accountants collected and being examined
What worked and what did not?

Any additional details:


Program 6

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Governance, management and administration
What are the objectives of this program? Please include metrics.
  • This programme covers costs which are essential to our running, namely: office equipment & supplies; board costs; legal fees; insurance; annual report; other consultancy and professional support; and contingency.
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • Office equipment and supplies, board costs, insurance, and annual report are all within budget.
Activities conducted.
  • An audit of WMUK's governance as a follow up to the Hudson Review was tendered and carried out in Q3. The results have been published
  • Two new trustees were co-opted onto the board, Carol Campbell and Kate West.
  • Another round of candidates for co-option onto the board are currently being considered, with interviews scheduled to take place in November.
What worked and what did not?
  • The governance audit carried out by Rosie Chapman and Sarah Loader noted

“To have adopted so many of the first Governance Review’s recommendations within the relatively short time scale of eight months is very impressive, particularly given the charity’s size and resources. WMUK has clearly spent a great deal of time and effort discussing policies and putting systems and processes in place, and it is admirable that the Trustees have made such good progress in implementing so many of the recommendations. Indeed, for an organisation of its size and relative ‘newness’, WMUK’s general documentation is more robust and effective than we have seen in many similar sized organisations”.

Any additional details:

  • We are continuing to talk to our legal advisors regarding the systems of instructing staff in various ways e.g. financial management.
  • A further review of our risk register has been undertaken to take into account recent Charity Commission guidance.
  • We have continued to work on our PQASSO review. We have achieved level one and are very well set to achieve level 2 which would indicate a well run mature charity. We have also made significant inroads into level 3 which is more applicable to much larger charities. We will have to decide whether to stump up for the estimated £2000 external validation next year. It would be nice to have and acts as a sort of Charity Kite Mark.


Program 7

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Staff
What are the objectives of this program? Please include metrics.
  • Providing staff to support the community of Wikimedians based in the UK. Hiring an intern to support Wikimania 2014. Supporting staff travel and staff training.
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • We now have 10 members of staff and an intern to assist in delivering our charitable objectives.
  • In September we advertised for an intern, and the successful candidate has been in post since 24 October. The interview panel consisted of one member of staff and one of the volunteers organising Wikimania. A total 9.75 working days and £749.14 was spent on professional training, with staff attending course related to CiviCRM, Generally Accepted Accounting Practice, data protection, and Adobe Indesign. Materials for improving skills with Drupal were also purchased. Notionally, in Q2 the ten staff at WMUK (nine FTE) spent about 3,800 hours working; however staff have been accruing over time, and the Education Organiser in particular has been working over time on delivering EduWiki. Of this roughly
  • 5% was spent on international programmes;
  • 8% on managing staff;
  • 18% on general outreach
  • 14% on GLAM
  • 13% on education
  • 3% on our grants programmes
  • 8% on preparing for the AGM and supporting Wikimania
  • 24% on admin
  • and 7% on fundraising
Activities conducted.
  • Recruitment of an intern to support Wikimania 2014. £3,500 was vired from contingency to the Wikimania budget to support the post.
What worked and what did not?

Staff continuity continues to be a strength of the Chapter although there is a danger of burnout if Q4 pressures are not relaxed a little.

Any additional details:


Lessons learned

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Lessons from this quarter

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A key objective of the funding is to enable the movement as a whole to understand how to achieve shared goals better and faster. An important way of doing this is to identify lessons learned from entities who receive funds, and to share these lessons across the movement. The purpose of this section is to elicit some of these insights, which will be shared throughout the movement. Please answer the following questions in 1–2 paragraphs each.

What were your major accomplishments in the past quarter, and how did you help to achieve movement goals?

  • Our first participation in Wiki Loves Monuments was a big success. Volunteers became engaged with the background preparation and despite terrible weather we managed to engage many new photographers and to a high quality. Participants have been thanked and followed up with an offer of photographic workshops. The winners will attend our annual community Christmas Party on December 10th.
  • Our programme of activities exploded! (In a good way).
  • The review of our governance, post Hudson, demonstrated excellent progress.
  • Our assessment under our external governance structure, PQASSO, indicated that we are approaching a level appropriate for much bigger and longer established charities.

What were your major setbacks in the past quarter (e.g., programs that were not successful)?

  • We were disappointed that our next Train the Trainers, targeted at encouraging Welsh volunteers, has had to be postponed until the new year owing to a lo of factors some of them completely beyond our control.
  • Some spending failed to catch up in Q3, especially around our grants programme. We expect significant pick-up in Q4.

What factors (organizational, environmental) enabled your success?

  • Steadily growing volunteer effort.
  • Staff becoming more embedded as they become more experienced and work more closely as a team.
  • More support from the board.

What unanticipated challenges did you encounter and how did this affect what you were able to accomplish?

  • Delay in Train the Trainers - will lead to underspend and a delay in recruiting the next cohort especially with a view to broadening our range of trainers.
  • Discussions around potential conflicts of interest and a review of the discussions around editing guidelines for PR people. This took a lot of attention and energy.


What changes might you make in executing your initiatives into the next quarter?

  • Lower some expectations for delivery where programmes are affected by a lack of community resources.

Additional information

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Provide any other relevant information that may be helpful or relevant for the FDC (e.g., links to any media coverage, blog posts, more detailed reports, more detailed financial information).

Compliance

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Is your organization compliant with the terms outlined in the grant agreement?

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As required in the grant agreement, please report any deviations from your grant proposal here. Note that, among other things, any changes must be consistent with our WMF mission, must be for charitable purposes as defined in the grant agreement, and must otherwise comply with the grant agreement.

  • There have been some internal virements owing to one project not needing our funding (Toolserver) and others underspending. The funds have been moved to other areas. These have not affected the consistencty of our programme.

Are you in compliance with all applicable laws and regulations as outlined in the grant agreement? Please answer "Yes"

  • Yes

Are you in compliance with provisions of the United States Internal Revenue Code (“Code”), and with relevant tax laws and regulations restricting the use of the Grant funds as outlined in the grant agreement? Please answer "Yes"

  • Yes

Signature

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Once complete, please sign below with the usual four tildes.


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