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Grants:APG/Proposals/2012-2013 round1/Wikimedia CH/Progress report form/Q1

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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 CH
Entity's fiscal year (mm/dd–mm/dd) 01/01-12/31
12 month timeframe of funds awarded (mm/dd/yy-mm/dd/yy) 01/01/13-12/31/13
Contact information (primary) Primary contact name Chantal Ebongue
Primary contact position in entity CAO
Primary contact username Chantal.ebongue
Primary contact email chantal.ebongue@wikimedia.ch
Contact information (secondary) Secondary contact name Charles Andrès
Secondary contact position in entity President
Secondary contact username Chandres
Secondary contact email charles.andres@wikimedia.ch


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: Please describe how you changed your plans and budget based on the FDC allocation approved by the Board in December 2012, and your rationale for these changes. You can then use the changed plans and budget as the basis on which to report back on the first quarter.

  • The plan and budget haven't been changed significantly following the FDC allocation. The only major modification is the increase of incomes from our own reserves and an increase effort of getting external fundings. Anyway we reduced our annual budget by SFr. 100 000. This do not mean that Wikimedia CH will try to accomplish everything by all means, we will have a pragmatic approach and cancelled or postponed some projects over the year.

The new budget is the following:

Budget WMCH Budget 2013


Revenues
FDC Fr. 362,000
Internal Fundraising via Wikimedia.ch Fr. 20,000
Members fees Fr. 10,000
External Fundraising for specific projects Fr. 100,000
Association reserves Fr. 166.710
Total revenues Fr. 658,710
Expenses Budget 2013


Administrative cost Fr. 328,160.00


Projects


Community support Fr. 80,000


GLAM Fr. 100,000


Free Content generation Fr. 33,000.00


Support to like-minded associations Fr. 20,950.00


International Projects Fr. 15,000.00


Education Fr. 81,600.00


subtotal activities Fr. 330,550


Total expenses Fr. 658,710


HIGHLIGHTS: What were 1–2 important highlights of the past quarter? (These may include successes, challenges, lessons learned.)

  • WMCH hired 2 new 50 % staff members : Muriel Staub, german speaking community manager, and Ilario Valdelli, GLAM and italian community manager. The Community managers will work actively with the German or Italian-speaking community to support them in accomplishing projects and get in touch with Wikimedia entities and officials. They help the community by gathering requests and ideas, communicating them to all relevant parties and translating information wherever needed. This includes support to bring formal requests and motions to WMCH by helping to prepare them, translate them and present them to the Board. It's their responsibility to make sure the community voices are heard inside the association and that activities and communications of Wikimedia movement entities are also replicated into the communities. As a GLAM Manager, Ilario will continue to contact GLAMs in the italian speaking part and create various partnerships aiming to develop GLAM collaborations in Switzerland.
  • Support to Kiwix project : Wikipedia offline will be installed for prisoners. The pilot project - one prison with about 60 prisoners in the french speaking part- will be fully operative in April 2013.


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

  • Wikipedia
  • Commons


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 partipants reached through workshops)?

  • As of December 31, 2012, Wikimedia CH has 234 members, which is an increase of about 86% compared to one year before. Thereof, 69 are supportive members and 11 members represent legal entities. 169 are primarily German-speakers, 54 French-speakers, 9 Italian-speakers and 2 Romansh-speakers. The gender distribution is as follows: 201 male, 22 female
  • During Q1, we gained 27 new members, which means that we almost doubled our members within 6 months (from 134 members when we applied to FDC to 256 at March 31, 2013) and raised of 11.5 % during this quarter

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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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
FDC funds CHF 362'000 362'000 0 0 0 362'000 362'000 362'000 362'000 is the FDC amount for 2013
Direct donation to the chapter CHF 20 000 57'865 35'996 E F G 57'865 35'996 57'865 35'996 Wikimedia CH activities are more and more covered by the swiss media, we believe that it can explain for a part the increase of direct donation. Their is also a direct effect of the Fundraising campaign that mixed general messages and swiss focused messages.
Members fees CHF 10'000 1'375 E F G 1'375 10'000 1'375
External fundraising for specific projects CHF 100'000 0 E F G 0 100'000

* 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
salaries CHF 191'160 26'098.65 E F G 26'098.65 191'160 26'098.65 2 staff members will begin their activity during Q2
IT support and hosting CHF 75'000 18'578.90 E F G 18'578.90 75'000 18'578.90 please note that part of this sum concerns community support, as the mandate also involves hosting and IT support of other chapters or entities
administrative costs CHF 57'000 16'486.45 E F G 16'486.45 57'000 16'486.45
fundraising expenses CHF 5'000 3'230.40 E F G 3'230.40 5'000 3'230.40
Community support CHF 80'000 0 E F G 0 80'000 0
GLAM projects CHF 100'000 1618.95 E F G 1618.95 100'000 1618.95 we have 2 particularly expensive GLAM projects in 2013 and they will begin in Q2
Free content generation CHF 33'000 0 E F G 0 33'000 0 no expenses during Q1
Support to like-minded assocations CHF 20'950 0 E F G 0 20'950 0 no expenses during Q1
International CHF 15'000 0 E F G 0 15'000 0 no expenses during Q1
Education CHF 81'600 0 E F G 0 81'600 0 no expenses during Q1

* 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 last round, the FDC used the term 'initiative', but this round, we are using the term 'program.'

Program 1

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Community support
What are the objectives of this program? Please include metrics.
  • To Support the Wikimedia Chapters Association (WCA)
  • To Support Wikimedians
  • To Support foreign Wikimedia entities
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • WCA : WMCH step back from the "organizational" discussion about the WCA, we moved our strategy to realize actions useful for the chapters and the movement. The first visible action has been the setting up of a videoconference tool for the movement. http://videoconf.wikimedia.ch/
  • Support Wikimedians : We improve our internal communication, by creating a monthly newsletter that informs all our members on the actual projects. We also increase the presence of chapters representative in wikimedians meetings to inform more efficiently about the help we can provide

The recruitment of two Community managers is the major point of this program, they both start to work on May 1st.

  • Support of foreign Wikimedia entities
Activities conducted.
  • Monthly Newsletter
  • Wikipedian meeting in the german speaking part on March 23
  • Funding member of an association that run a cultural cafe in Lugano, whose mission it is to promote cultural activities in the italian speaking Switzerland and northern Italy. Wikimedia CH will propose regular activities in the cafe.
What worked and what did not?
  • WCA is quite complicated, we hope that the issues will be solved in Wikiconf in Milano
  • We are delayed in the setting up of our new members wiki and members management tools. The negative effect for the members is low, and should be fixed during the next quarter
  • We support several projects in northern and central Africa : the politic instability and wars (e.g. Mali and Tunisia) make the projects more complicated, first for the african wikip


Program 2

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GLAM
What are the objectives of this program? Please include metrics.
  • Increase the GLAM partnerships, particularly with scientific museums
  • Sharing technical knowledge and competences on technical aspects of GLAM projects
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • Zentral Bibliothek Zurich : 40 pictures have been uploaded. Communicated about the upload within the Swiss and international Wikimedia/Wikipedia communities. Made a proposal for the improvement of the meta data upload : 3 volunteers and CIO involved
  • Swiss Theatre Collection: Second meeting; proposed project plan for first year of co-operation (summer 2013- summer 2014) : 1 volunteer
  • Kosciuszko Museum, Solothurn: more than 10 Wikipedians took a guided tour of the museum (visit organized in the context of the Zurich Stammtisch); the museum might be interested in a content partnership.
  • Public Domain FAQ: collected questions and issues related to GLAMs and the public domain: http://outreach.wikimedia.org/wiki/GLAM/GLAMs_and_the_Public_Domain. 1 volunteer
  • GLAM Newsletter: Contributed a Switzerland Report to the international "This Month in GLAM" newsletter. Had a template installed for future monthly reports : 2 volunteers
  • Botanical Gardens: Two french-swiss gardens contacted and willing to create a pilot project around QRcodes and audio description of Wikipedia articles
Activities conducted.
  • Swiss National Archives (1 staff, 2 volunteers): Wikipedian in Residence for 6 months, in process
  • Zentral Bibliothek Zurich (3 volunteers, 1 staff): total of 40 pictures uploaded
  • Museum for theater (1 volunteer) : March 2013: second meeting; draft project plan
  • Library of Bern University (2 volunteers) : cooperation (training sessions) started in Jan 2013
  • Kosciuszko Museum, Solothurn March 2013: guided tour for about 15-20 Wikipedians. The museum might be interested in a content partnership


What worked and what did not?
  • Our succes in creating contacts with GLAM can become a problem: we fear to have an issue with the workload associated with all new partnership and the available staff and volunteers time. In the next quarter, we will develop a "GLAM protocol" that will provide guidelines to our members about contacting potential new partners. The goal is to avoid that good contacts fail due to a lack of follow up by the association


Any additional details:


Program 3

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Free content generation
What are the objectives of this program? Please include metrics.
  • Increase content in the Wikimedia projects, valorization of the volunteer's work and involvement
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • This is the core point why we hired two new staff. We really need to improve our support and proposals to editors, as well as finding new ones.
Activities conducted.
  • University Library of Lausanne (1 volunteer, 1 staff) : we are planning a partnership called Wikivillage. This project should particularly allow us to find new editors, as part of the contest will concern schools.
  • Living Traditions project : 1 volunteer and the CIO improved the Commons categorization and the list of living traditions in Wikipedia. This will be the core material for the following activties.
  • Photography group : 5-6 volunteers make pictures of various events or museums
What worked and what did not?
  • We have the difficulty of being a small country with 3 different languages and Wikipedia. Nothing new, but it is sometimes complicated :-). For the living traditions project, we had one very dedicated volunteer that resigned from the project management for professional reasons. The project might take more time that what we planned in the beginning. This project is an important one in term of outreach in Switzerland, we prefer to postponed some activites in order to be sure to have strong partnerships, like with the Cultural Office
  • The wikivillage project will finally be much more ambitious that what we planned. Further and more concrete informations will be given in the next quarterly report

Any additional details:


Program 4

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Support to like-minded associations
What are the objectives of this program? Please include metrics.
  • To increase visibility and credibility of the association, To create synergies
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • We financially support
Activities conducted.
  • We inform our members when one of these association has something to communicate
  • Our CAO supports the Kiwix responsible for a project that aims to propose Wikipedia offline to prisoners. She made the contacts with a first prison, went with him to the meetings, and a pilot project will begin during Q2
What worked and what did not?
  • Everything is ok, even if it is not one of our big projects.


Any additional details:


Program 5

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Education
What are the objectives of this program? Please include metrics.
  • To increase to adoption of Wikimedia project by the Academic world, To improve quality by reaching new qualified editors
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • We really aim to raise partnerships between academic world and WMCH. One of our new community Manager, Muriel Staub, has a strong network in the swiss universities and we will develop an offer of Wikip/media training lessons for academic researchers. She will be in charge to build the Ambassador program for wikimedia CH. Additonally she will lead a Wikipedia Tour in the Swiss Universities and University College (Hochschule)
Activities conducted.
  • Contacts with Federal Technology Institute of Lausanne, 3 differents training sessions planned : in June for staff (communicator and librarians), in Fall for phD, and further for students
  • Several contacts with highschools for training sessions
What worked and what did not?
  • We notice that we should have a team of teachers that we can train, not only on wikip/media but also on pedagogic issues. We aim to build a team of WP coaches/teachers in the 3 languages.
  • We cancelled the organization of the EduWiki Conference in 2013. Even if we had the support of several professor from a swiss University, the project didn't receive the approval of the head of the University. Then, we prefered to cancelled the event rather than runnning it without a full partnership with an Education partner. We have big expectation about such a conference and we do not want to do it if we are not 100% sure about the success.

Any additional details:


Program 6

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Staff and office
What are the objectives of this program? Please include metrics.
  • To improve administrative task treatment, free volunteers time, increase donors satisfaction
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • Staff is increasing, the objectives for the quarter are reached
  • As of December 31, 2012, Wikimedia CH has 234 members, which is an increase of about 86% compared to one year before. Thereof, 69 are supportive members and 11 members represent legal entities. 169 are primarily German-speakers, 54 French-speakers, 9 Italian-speakers and 2 Romansh-speakers. The gender distribution is as follows: 201 male, 22 female.
Activities conducted.
  • Contract with Manuel Schneider, CIO (60 % mandate) who was before only volunteer, since 01/01/13. His mandate is to host all or websites and IT support for WMCH and the projects supported by the chapter
  • Hiring of 2 community managers (2 x 50 %). The hiring process is finished, and they will begin their activity on May 1st.
  • Request for outside funding for a foundation that supports cultural projects for the herbarium project : we got 30'000 CHF of support (will be detailed in Q2).
  • The about 2500 2012 donors that needed it received a tax attestation in January
  • The big donors of 2013 received a thank you letter
  • Our members wiki was really improved and a monthly newsletter is send to all our members
  • We almost doubled our members thanks to the 12-13 fundraising
What worked and what did not?
  • We are very proud of our hiring process - we built a hiring committee (2 staff, 1 external, 1 board member) who worked very profesionnally and allowed us to avoid any kind of COI
  • Our CAO decided to resign : she helped us to make the transition phase of professionalisation, but we will be challenged to hire somebody who can continue and succeed in this process

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?

  • We made a great effort to professionalize our chapter. The type of competences we are looking for concerning the Community Managers should help us to gain new editors as well as new GLAM partners, particularly in the academic field
  • We improved our communication towards our members with the creation of a monthly newsletter. We had a lot of positive reactions, especially of people saying that it help them knowing what is going on in other languages

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

  • We have a lack of involved volunteers and we had to slow down a project because one volunteer had to resign as a project manager. This shows a weakness that we have to improve in the coming months.
  • We try to avoid "unsuccessful project" by taking our time to prepare and build them. We prefer to postponed a project than running it without all the required things to make the success. We believe that it's a lesson that the movement should learn, even if we are in field (internet) where everything goes fast, we should take our time to do the things.

What factors (organizational, environmental) enabled your success?

  • The presence of staff (CAO and CIO) really helps to give stability, confidence and allows the volunteers to be involved in projects and less in bureaucratic tasks

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

  • Nothing special

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

  • Our General Assembly takes place on April 27. Board members can change and this will surely have positive impact on the chapter's life
  • Our CAO resigns for July 31. We have to replace her (even if she will help us for the hiring process) and the next quarter will focus on staff improvements.

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).

  • Wikimedia CH activities are usually slower during the first quarter for practical reason, the obvious one is the length of February :) The swiss specific reason is the running of the fundraising, the way the swiss people donate is different from lot of other country, it's based on a swiss typical system of payment slip. The fundraising workload is usually very high in January and decrease the time available for the staff and the volunteers.

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".

  • 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" or "No".

  • yes

Signature

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--Charles Andrès (WMCH) 21:43, 30 April 2013 (UTC) --Chantal Ebongué (WMCH) : 06 May 2013 (UTC) I changed the revenues of the swiss chapter, we made an accounting mistake and in reality we received 35'896 CHF for the swiss chapter during the 1st quarter of 2013


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