Grants:APG/Proposals/2013-2014 round1/Wikimedia Nederland/Impact report form
Purpose of the reportEdit
FDC funds are allocated to improve the alignment between the Wikimedia movement's strategy and spending; support greater impact and progress towards achieving shared goals; and enable all parts of the movement to learn how to achieve shared goals better and faster.
Funding should lead to increased access to and quality of content on Wikimedia project sites – the two ultimate goals of the Wikimedia movement strategic priorities, individually and as a whole. Funded activities 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."
Each entity that receives FDC funding will need to complete this report, which seeks to determine how the funding received by the entity is leading towards these goals. The information you provide will help us to:
- Identify lessons learned, in terms of both what the entity learned that could benefit the broader movement, and how the entity used movement-wide best practices to accomplish its stated objectives.
- Assess the performance of the entity over the course of the funded period against the stated objectives in the entity's annual plan.
- Ensure accountability over how the money was spent. The FDC distributes "general funds", for both ongoing and programmatic expenses; these funds can be spent as the entity best sees fit to accomplish its stated goals. Therefore, although line-item expenses are not expected to be exactly as outlined in the entity's proposal, the FDC wants to ensure that money was spent in a way that led to movement goals.
For more information, please review FDC portal/Reporting requirements or reference your entity's grant agreement.
Basic entity informationEdit
Note you can copy this from your recent progress report if the information is the same.
|Entity information||Legal name of entity||Wikimedia Nederland|
|Entity's fiscal year (mm/dd–mm/dd)||01/14-12/14|
|12 month timeframe of funds awarded (mm/dd/yy-mm/dd/yy)||01/01/14 - 12/31/14|
|Contact information (primary)||Primary contact name||Sandra Rientjes|
|Primary contact position in entity||Executive Director|
|Primary contact username||SRientjes|
|Primary contact firstname.lastname@example.org|
|Contact information (secondary)||Secondary contact name||Jan Anton Brouwer|
|Secondary contact position in entity||Treasurer|
|Secondary contact username||JanAntonBrouwer|
|Secondary contact email@example.com|
Overview of the past yearEdit
We invested a lot of time and energy in improving relations and communications with the Wikipedia community: we went out of our way to inform them of what we were planning to do, provided lots of opportunities for input and feedback on our plans and saw to it that we could be reached easily on irc. This is paying off. Editors reach out, ask questions, come with suggestions - and more are beginning to speak up for WMNL during discussions in the Village Pump.
For Wiki Loves Earth we organised several events on site in national parks. Their results were disappointing. It is very easy and very tempting for a chapter, for volunteers and GLAM partners to organize fun events around Wikipedia. Organizing activities that have a real impact is much harder and sometimes less fun. Our lesson learned is that there should be no such thing as a one-off activity. A content donation should always be followed by a writing event. Editor training is pointless unless participants are offered a mentor and follow-up events. Don't invest in partners who are not in it for the long haul. Chapter and volunteer resources are precious and should not be wasted.
Strengths: Organizational strengths that enabled the plan
- A growing group of active, competent and highly motivated volunteers
- Experienced staff with increasingly good relations with community and understanding of the Wiki-world
- Good working relationships with leading GLAM institutions
Weaknesses: Organizational weaknesses that inhibited the plan
- Volunteers sometimes reluctant to take practical responsibility for activities, making WMNL very dependent on staff
- Changes in composition of Board with new Board Members joining who were not familiar with the Wikimedia movement
- Interaction with editing community although improving is still not at the level we would wish
Opportunities: External opportunities that enabled the plan
- Additional external funds enabling us to do more than planned
- GLAM and educational institutions keen to establish cooperation with Wikimedia Nederland
- Respect for and appreciation of Wikipedia as a ‘brand’ is increasing, giving us easy access to organizations, media etc.
Threats: Risks or threats that inhibited the plan
- Limited awareness among editor community of the support/resources available through WMNL
- Limited number of candidates with Wikipedia experience for vacancies in project management/community liaison
This year we developed activities focussing on NL Wikipedia, Wikimedia Commons, WikiSource and Wiktionary.
|Wikimedia Nederland per 12/31||2014||2013|
|staff on longterm contracts||5 (3,4 fte)||5 (3,4 fte)|
|staff on short term contracts/interns||3||1|
The number of members and donors of Wikimedia Nederland grew steadily over 2014. This was 'natural growth', not the result of a campaign. We are especially happy with the increasing number of donors. The additional income has allowed us to carry out more than we had originally planned. The permanent staff of the office remained level at 3.4 fte. For two activities (Education and Wikipedia in the Museum) we contracted free-lance experts. An intern from a programme designed to give post-grads extra working experience helped us organize Wiki Loves Earth.
Activities and participationEdit
|Facts and Figures||2014||2013|
|Events organised or supported by WMNL||44||48|
|Participants in all events||584||788*|
|External partners involved||16||13|
- including 150 participants for international hackathon 2013
The number of events organised, participants attending those events and cooperation with external partners remained level compared to 2014. Our focus throughout 2014 was on improving results of events and partnerships in terms of content added and benefits to the Wikimedia projects. In other words: increase impact of our activities, not just organize more activities as a goal in its own right.
|Impact of WMNL on the Wikimedia projects||Through activities organised by WMNL||Through activities supported by WMNL||Through activities of Wikipedians in Residence in cooperation with WMNL||Total|
|Wikimedia Commons: files added||4,049||32,777||36,826|
|Wikipedia: articles added or improved||1,436||297||1,270||3,003|
|Wikidata: items added or improved||30,000||30,000|
|Wikisource: documents added||1||1|
|Wiktionary: words added||3,000||3,000|
We are pleased that this year we are able to give a more thorough overview of the impact on the Wikimedia projects of our work than in 2013. This table shows results of activities organised by Wikimedia Nederland as part of the 2014 work plan, the results of the work done by the Wikipedians in Residence with whom we cooperate, and the results of activities organised by volunteers which we supported.
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."
If you'd prefer to share a budget created in Google or another tool and import it to wiki, you can do so in the tables below instead of using wiki tables. You can link to an external document, but we ask that you do include a table in this form. We are testing this approach in this form.
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 ($US)* Explanation of variances from plan donations euro 4,500 1,852 14,087 1,974 20,954 38,867 6,184 53,416 membership contributions euro 4,500 2,763 154 79 1,096 4,092 6,184 5,624 Project funding euro 43,068 33,070 20,000 53,070 59,191 72,936 € 20,000 received in 2013 for WLE Project 2014 WMF grant euro 304,000 177,333 126,667 20,954 304,000 417,800 417,800 Total revenue euro 356,068 215,018 14,241 128,720 42,050 400,029 489,359 549,777 A donation of 20,000€ received last year was labelled for activities in 2014. Therefore the amount of funds available for 2014 exceeds the sum total of donations received this year
* Provide estimates in US Dollars
Table 3 Please report all spending in the currency of your grant unless US$ 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 I. COMMUNITY: supporting and mobilizing volunteers and editors euro 30,050 1,590 303 673 16,290 18,856 41,299 25,915 62.75% Editor training usually linked to activities under programme 2 (e.g. Wiki Loves Earth, Glam partnerships). Costs are booked there, leading to underspend under this programme. II. Content: increase the amount of freely accessible knowledge euro 43,100 140 28,232 1,990 46,706 77,068 59,234 105,918 178.8% This includes some activities originally budgetted under programme I. Also we were able to expand or add activities (education programme, Wikipedia in the museum) through successful fundraising. III. WMNL: participation, support and profile euro 4,540 1,797 2,200 0 3,932 7,929 6,240 10,897 174.6% Unplanned costs for redesign newsletter. Costs printing Annual Report higher than budgeted. IV. RESOURCES: Strong and diverse funding base euro 9,300 0 5,923 0 1,177 7,100 12,781 9,758 76.3% Cost foreseen for fundraising lower than expected. V. GLOBAL: playing a role in the international Wikimedia movement euro 26,500 2,679 2,415 13,738 4,390 23,222 36,420 31,915 87.6% VI. ORGANIZATION: governance and office euro 12,500 573 3492 4,598 12,420 21,083 17,179 28,974 168,7% Costs on annual audit higher than originally budgeted. Also unplanned costs for analysis of board roles and competencies. Total program costs euro 125,990 6,779 42,565 20,999 84,915 155,258 173,154 213,378 123.2% Staff salary costs including travel  euro 176,500 39,808 55,552 39,854 47,974 183,188 242,572 251,763 103,8% Office rent and office costs euro 53,578 11,749 15,697 11,363 10,358 49,167 73,636 67,572 91.8% Total administrative and other non program costs euro 230,078 51,557 71,249 51,217 58,332 232,355 316,206 319,335 100.9% Total costs euro 356,087 58,336 113,814 72,216 143,247 387,613 489,538 532,713 108.8%
* Provide estimates in US Dollars
Progress against past year's goals/objectivesEdit
The FDC needs to understand the impact of the initiatives your entity has implemented over the past year. Because the FDC distributes general funds, entities are not required to implement the exact initiatives proposed in the FDC proposal; the FDC expects each entity to spend money in the way it best sees fit to achieve its goals and those of the movement. However, please point out any significant changes from the original proposal, and the reasons for the 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."
To increase readability, we have introduced color-coding to mark progress:
|activity successful: results meeting/exceeding expectations|
|some problems: delays or disappointing results|
|activity unsuccessful or abandoned|
|no data available as yet|
Program 1: COMMUNITY
PROGRAM 2 CONTENT
Program 3: WIKIMEDIA NEDERLAND: participation, support and profile
Program 4: RESOURCES
Program 5: GLOBAL
Program 6:ORGANISATION: management and governance
==Lessons learned ==
Lessons from the pastEdit
- 1. What were your in the past year, and how did you help to achieve movement goals?
- We are very happy with the results we are getting through our 'thematic approach', i.e. by focusing on the topics Nature and World War II instead of developing a range of unconnected activities. We are seeing the start of self-sustaining clusters of activities initiated by partners and editors.
- We were successful in raising external funds, exceeding the goals we set ourselves
- Being able to support community members in making a start with tackling the issue of conflicts and working atmosphere on Wikipedia was great.
- 2. What were your in the past year (e.g., programs that were not successful)?
- Finding new editors remains a problem. We have not yet found the magic formula although we hope that cooperation with volunteer organisations will yield results.
- It remains difficult to recruit staff from within the Wikipedia community. We very much wanted to appoint a Wikipedia liaison officer to help us strengthen our relationship with the community but had very little response.
- 3. What (organizational, environmental) enabled your success?
- The main factor enabling our success remains the affection and respect people in the Netherlands have for Wikipedia.
- There is a growing group of experienced and knowledgeable volunteers with whom we are on very good terms: we can turn to them with questions and they will always help us out when they can, including warning us when we are in danger of going off the right track.
- The fact that our office and governance processes were firmly in place by the start of the year allowed us to focus on delivering the workplan.
- 4. What did you encounter and how did this affect what you were able to accomplish?
- We were a bit disappointed that many volunteers are not very keen to take on organizational and coordinating roles. This means that staff take a more managing role than we had originally planned. It also restricts the number of activities we can undertake.
- We had not expected that we would lose some of our most experienced volunteers because they became Wikipedians in Residence. It meant a realignment of our GLAM program from activity development and management, to facilitation and acting as a katalyst.
- 5. What are the that other entities can learn from your experience? Consider learning from both the programmatic and institutional (what you have learned about professionalizing your entity, if you have done so) points of view.
- Investing time and resources in a feasibility study before we started on our education program was a good investment. The consultants who did the study for us came up with solutions and suggestions we probably would not have thought of ourselves.
- Don't give up too easily when trying out new, experimental approaches. Our programs focusing on World War II and Nature took several months to develop momentum. Also it is very important to have a dedicated program manager for such initiatives.
- Invest time in becoming a part of the community. Show up at the venues (online and offline) where the community meets. Contribute to discussions, offer help without being asked, keep informed of what is going on (including gossip, rumour and scandal!).
Lessons for the futureEdit
- 1. What organisational or program strategies would you continue?
- We will continue with our thematic approach, at least for another year. By the end of 2015 we will evaluate whether this approach is effective, and if so whether we should continue our focus on the current themes or move to other areas.
- We will continue to promote and support the Wikipedian in Residence program, as it has been proven to be very effective
- Where relevant and appropriate, we will continue to hire people on short-term contracts to provide extra boost to specific programmes
- We will continue to work with the community on atmosphere and social mores on Wikipedia.
- 2. What might you change in organisational and program strategies in order to improve the effectiveness of your entity?
- We want to increase the number of online activities as these have been proven to be very effective, both in our own experience and in the movement worldwide
- During the Wikipedian in Residence programme we were reminded of the fact that the Netherlands GLAM institutions hold huge amounts of material on the history, geography, biodiversity and culture of nations in Asia, Africa and the Carribean. In 2015 we want to increase focus on releasing such materials, in cooperation with Wikimedia Chapters in those parts of the world.
- 3. Please create at least one learning pattern from your entity's experiences this year and link to it here.
Stories of success and challengeEdit
Of all the accomplishments highlighted through this report, please share two detailed stories: one story of a success and one story of a challenge that your entity experienced over the past year in a few paragraphs each. Provide any details that might be helpful to others in the movement on the context, strategy, and impact of this initiative. We suggest you write this as you would tell a story to a friend or colleague. Please refrain from using bullet points or making a list, and rather focus on telling us about your organization's experience.
Case study: Supporting a volunteer - success!Edit
Vera (User:1Veertje) is a very active contributor to the Wikimedia projects, with more than 90.000 edits to her name. Her passion is portrait photography and of late also voice recording. She has uploaded nearly 9000 files to Wikimedia Commons and started over 300 articles on the Dutch Wikipedia. She is also a developer and a regular at Hackathons. In this contribution she describes how she cooperates with Wikimedia Nederland.
“Through the support of Wikimedia Nederland I was able to take photographs at several different events. Wikimedia Nederland always covers my travel costs. In this way I could attend the Brainwash Festival and TEDxAmsterdam. For Brainwash Festival WMNL also reimbursed the entrance fee which was quite steep. Otherwise, I would not have been able to attend. WMNL GLAM coordinator Sebastiaan ter Burg even lent me some of his own camera lenses. For the first time I was able to photograph with a 50 and 85 mm lens. Below a selection of portraits taken at TEDx and Brainwash.
As soon as winter starts, I get excited about the prospect of the Rotterdam International Film Festival. I used to be involved with the festival as a volunteer checking tickets, but it was not possible to combine that with doing work for Wikipedia. This year, I wanted to try to get accreditation as an official photographer. The accreditation process was aimed at professional photographers, so this required some creative thinking. I asked Wikimedia Nederland to commission me to take photographs at the festival and in that way I coud register as a photographer working for a client. This worked and I was able to photograph at the film festival. I am still busy processing and uploading the many photographs I took there.
- Voice Intro Project
With a WMNL scholarship I travelled to London to attend Wikimania. I was busy with development during the Hackathon, but of course also attended several presentations. The one that had most impact on my work for the Wikimedia projects was about the Voice Intro Project. I had sort of heard about this project but did not really understand what it added to the encyclopaedia. Before the workshop was over I had added the Dutch language category for this project. By now, I have made more than 50 voice recordings."
my own voice
Lieve Scheire, first Dutch WikiVIP recording, made during Wikimania
Leading Dutch politician Diederik Samsom
Arjen Lubach, recording was mentioned during a press interview
Edmun Yeo, IFFR 2015, first WikiVIP recording in Mandarin
Case study: Finding boardmembers - a challengeEdit
One of the challenges Wikimedia Nederland encountered over the past years is finding - and keeping - Board members. The Wikimedia Board usually has seven members. Since March 2012, 14 individuals have been on the Board, with only two serving the entire three years. Finding women willing to serve on the Board is a challenge all by itself. Of the 14 people who served on the Board only four were women, none of whom served more than one year.
Before the office was established in 2012, the Wikimedia Nederland Board consisted entirely of active community members. They were responsible for governance of the Association, but in actual fact also ran most of the activities developed by Wikimedia Nederland. When the office was established and the first staffmembers hired, the role of the Board changed. As WMNL grew in size and budget, more emphasis was needed on governance; practical involvement in implementing the workplan was transfered from board members to staff. This posed problems for finding candidates for the Board. Experienced Wikipedians were reluctant to take on governance and administrator's roles as these are often undertaken at the expense of participating in activities on wiki. Many preferred to remain engaged with Wikimedia Nederland as operational volunteers, participating in and organising activities with support of the newly appointed office staff. Also, there was a growing need for specific expertise on the Board, e.g. related to fundraising, strategy development and finances. Within the Wikimedia Nederland community there are not that many people with these particular skills.
We started recruiting outside the community and this is reasonably successful: people can be found who are willing to contribute time and energy to supporting free knowledge in general and Wikipedia in particular. However, it does take some time before they have developed an understanding of the idiosyncratic way in which the Wikimedia movement operates, and of the specific role of a chapter in that movement. Over the past year some initiatives were taken to improve success rates in finding and keeping Boardmembers. This year, with the help of an external consultant profiles were drawn up for the different roles within the Board, including an assessment of the skills and compentencies required. This will make it easier to target the search for candidates and makes it clearer for candidates what is expected of them, and what they can expect. Also, the Board regulations were changed so that Board members are now elected for a two-year term, instead for just one year. We hope this will create more stability.
Finding suitable female candidates remains a challenge. We are actively approaching women in our network, but success is limited.
- 1. What are some of the activities that are happening in your community that are not chapter-led? What are the most successful among these, and why?
- On NL-Wikipedia there is a tradition of organizing 'writing weeks' focussing on a specific country or region. These are usually planned to coincide with national holidays (when people have more time to edit) or important international (sporting) events like the Olympics or the World Socker Championships. These events mobilise editors to add or improve articles. They are easy to contribute to, any editor can choose what and when to contribute.
- There is group of active and knowledgeable community members engaged in improving GLAM-content on Wikimedia Commons and GLAM data on Wikidata. They are also engaged internationally. Some of the most experienced Wikimedians (often also founding fathers/mother of the WMNL chapter) are involved in this group.
- A group of volunteers is working on the Gender Gap. Wikimedia Nederland is providing them with support when needed.
- 2. Provide any links to any media coverage, blog posts, more detailed reports, more detailed financial information that you haven't already, as well as at least one photograph or video that captures the impact your entity had this past year.
Is your organization compliant with the terms defined in the grant agreement?
- 1. 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 were no deviations to the grant agreement.
- 2. Are you in compliance with all applicable laws and regulations as outlined in the grant agreement? Please answer "Yes" or "No".
- 3. 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".
- 1. Report any Grant funds that are unexpended fifteen (15) months after the Effective Date of the Grant Agreement. These funds must be returned to WMF or otherwise transferred or deployed as directed by WMF.
- No grant funds remained unspent.
- 2. Any interest earned on the Grant funds by Grantee will be used by Grantee to support the Mission and Purposes as set out in this Grant Agreement. Please report any interest earned during the reporting period and cumulatively over the duration of the Grant and Grant Agreement.
- * In total, € 2,665 was received by WMNL during 2014 as interest.
Once complete, please sign below with the usual four tildes.