Grants:APG/Proposals/2017-2018 round 2/Wikimédia France/Proposal form
If you need to review the edit instructions you will find them in the edit intro.
- Use this form if you are eligible to submit a proposal in the current round, to request funding in the current round.
- This form must be published on Meta by the proposal submission date for each round to be considered, and no changes may be made after the submission date without staff approval.
- This form complements your organization's annual plan, detailed budget, and strategic plan. It won't be considered complete without a detailed budget and strategic plan.
- Organizations may apply for a funding period that does not exactly match their fiscal years. Follow the instructions carefully to understand what time period each question refers to.
- Refer to the framework, guidance from the Board, and the FDC's recommendations before using this form, so you have an understanding of the Annual Plan Grants process.
- Please Email FDCSupport@Wikimedia.org with questions about using the form.
A few terms used in the form:
FDC proposal form terms Wikimedia terms Learning & Evaluation terms
- 1. In order to support community review, please provide a brief description of your organization's work in the upcoming funding period.
Since September 2017, the new elected Board and the staff have dedicated their energy on the improvement of the governance and organizational restructure. We also worked on how to better measure our actions and improve our impact.
Most of the governance reforms will be done after the submission of the governance audit report asked by WMF and our members, and some changes will need a vote of the Annual General Meeting. But our first observations led us to carry out the following reforms:
- improve transparency so that management is accountable and members can question management throughout the year (and not only during our Annual General Meeting) ;
- distribute power and control within the chapter.
Transition to a flat organization. In order to ensure that the charity is best resourced to deliver impactful projects we have made a number of staff role changes, and the total staff headcount has been reduced from 11 to 8 FTE (-223,000€ / -33% of the staff total expenses). The Board decide to recruit only one person, a Junior Fundraiser, and replace the previous direction by an internal reorganization (see more information below).
A clear budget given priority to program expenses. We put in place a revised budget structure to be more intelligible, and also allocate time to lower operating costs (see more information below).
Useful metrics and credible targets. To achieve our objectives, we decided to put in place a Performance Report inspired by Wikimedia UK (see more information below).
Community on board. On the same principle as the Board of Trustees of WMF which has seats for people nominated by the Wikimedia community, we are thinking about reserving 1-2 seats to non-members wikimedians at the micro-grant committee and at the Board of Trustees.
On behalf of Wikimédia France, we would like to thank the Funds Dissemination Committee and the Wikimedia Foundation for they continued support this year and during the previous proposals. In this proposal, we tried to take into account most of the criticism of the last two APG and good practices from other chapters. Last but not the least of our reforms put in place during the past 7 months is to welcome criticism and accept failures. We will be happy to have a lot of comments on our actions plan. I can assure you that we will take on board your suggestions.
- 2. Name, fiscal year, and funding period.
- Legal name of organization: Wikimédia France, association pour le libre partage de la connaissance
- Organization's fiscal year: 07/01-06/30
- 12-month funding period requested: 07/01/18-06/30/19
- Currency requested: EUR (€)
- Name of primary contact: Rémy Gerbet
- 3. Amount requested.
|Currency requested (1 €)||US$ (1.22 $)|
|Total expenses for the upcoming year||952,000||1,161,400|
|APG funding requested for the upcoming year||450,000||549,000|
|Amount of funding received from WMF for the current year||343,000||418,460|
- 4. How does your organization know what community members and contributors to online projects need or want? Does your organization conduct needs assessments or consult the contributors and volunteers most involved with its work?
In order to prepare the 2018-2019 action plan with regard to this proposal form, from February 12 to 25 Wikimédia France carried out a survey of its members and contributors to French language Wikimedia projects and those in the languages of France. The objective was to identify the main themes requiring work while at the same time discovering the community’s wishes after a year 2017-2018 marked by the internal crisis in the chapter with a change in management and the strategic reorganisation carried out by the Board. In order to allow as many people as possible to take part, the survey form was circulated by various means (mailing lists and Village pumps of all French language Wikimedia projects in addition to the versions of Wikipedia in the languages of France). The detailed results can be consulted on this page (in french).
- 172 participants
- 50% are members of the Wikimédia France association
- 43.9% stated that they have already received support from Wikimédia France
Among the nine areas requiring work proposed in the survey, we asked the respondents to choose three areas which they feel should be a priority for Wikimédia France in 2018-2019. Using a threshold of 50 replies to this question, here is a summary list of the areas considered as priorities by the participants in the questionnaire:
- Improving access to high-quality content (partnerships with cultural and scientific institutions, development of the Wikipedia Library): 107
- Working with schools and universities to train and raise awareness among the various stakeholders in the Wikimedia projects (pupils, teachers, researchers): 86
- Supporting training in the use of and contribution to Wikimedia projects: 79
- Awareness building, advocacy, lobbying (communicating with the general public and elected representatives concerning issues related to the Wikimedia movement): 61
- Improving financial and logistical support to contributors (micro-financing, the loan of equipment, accreditation): 51
Similarly, among the list of actions already performed or supported by Wikimédia France, we asked the participants to select those which they felt should absolutely be repeated for the year 2018-2019. Three answers clearly stood out from the rest:
Based on the replies obtained in the survey we decided to focus our FDC request on the three main areas mentioned below which should meet the key expectations of the French-speaking Wikimedia community.
- 5. Please provide a link to your organization's strategic plan, and a link to your separate annual plans for the current and upcoming funding periods if you have them.
Contrary to what was planned, the new strategic plan for 2017-2020 was not ready for our 2017 Annual General Meeting. The Board decided that it was not a priority for the first 6 months to elaborate a new plan. The crisis makes difficult to plan for the future without having previously settled certain points. The strategic plan 2014-2017 will be extended until next year. But as soon as the FDC proposal is complete, we will start working on our strategic plan. It will be ready in six months, for our next Annual General Meeting. For the same reason, the annual plan will exceptionally match the FDC proposal for the coming year. This will also permit us to take into our plans the draft strategic direction for the global Wikimedia movement to 2030.
Financials: current yearEdit
The purpose of this section is to give the FDC an idea of how your organization is receiving funds and spending funds toward your current plan. Your current funding period is the funding period now in progress (e.g. 1 January 2016 to 31 December 2016 for most organizations).
Financials for the current funding period Revenues or expenses Planned (budgeted) Actual, until one month before the proposal due date Projected Currency requested US dollars Currency requested US dollars Currency requested US dollars Revenues (from all sources) 986,000 1,202,920 701,216 855,484 832,149 1,015,222 Expenses 986,000 1,202,920 868,128 1,059,116 1,056,710 1,289,186
Table 2 notes:
During this year that required to cut many expenses, we followed budget variances on a quarterly basis and a reforecasted budget was realised in February. We plan to do the same next year on at least a semestrial basis (if it's not too expensive in terms of time and money, we would like to track expenses on a quarter basis).
- Participants: The number of people who attend your events, programs or activities, either in person or virtually. This definition does not include people organizing activities, social media followers, donors, or others not participating directly.
- Newly registered: The number of participants that create new accounts on a Wikimedia project. These include users who register up to two weeks before the start of the event.
- Content pages: A content page is an article on Wikipedia, an item on Wikidata, a content page on Wikisource, an entry on Wiktionary, and a media file on Commons, etc. This metric captures the total number of content pages created or improved across all Wikimedia projects.
- Volunteer hours: The time spent on activities by people involved in Wikimédia France activities.
- Partners satisfaction: This result will be collected by means of an annual survey sent out to all partners having supported a contribution-related activity during the year.
Program Participants Newly registered Content pages Volunteer hours Partners satisfaction Axis 1. Partnerships and Content improvement 8,075 500 94,600 1,745 85% Axis 2. Working with Communities 700 330 15,000 1,950 85% Axis 3. Education and TRaining 5,300 1,350 21,500 460 85% TOTAL FOR ALL PROGRAMS 14,075 2,180 131,100 4,155 85%
Table 3 notes:
To address the past remark that our "proposed targets do not appear to be feasible based on past results", we decided to put in place a Performance Report inspired by what is done by Wikimedia UK (example). The staff will do a report to the Board on a quarterly basis which highlights progress achieved against a full range of indicators, including but not limited to our Grant Metrics. We also concentrate our efforts this year to improve the reporting of actions from local groups. And after some tests, we will use the Program & Events Dashboard for most of our actions.
Programs: upcoming year's annual planEdit
Staff and contractors: upcoming year's annual planEdit
- 1. Please describe your organization's staffing plan or strategy here, and provide a link to your organization's staffing plan or organogram if you have one.
In order to ensure that the charity is best resourced to deliver impactful projects we have made a number of staff role changes, and the total staff headcount has been reduced from 11 to 8 FTE (-170 000 € / -25% of the staff total expenses). The Board decided to recruit only one person, a Junior Fundraiser, to reduce the reliance of the chapter on APG funding. And after several months of thinking and observations of the staff, the Board decided to go to a less hierarchical organization. The internal reorganization resulted in a partial delegation of power to Cindy David in charges of Human Resources and another delegation of power to Rémy Gerbet in charges of the Operations. The Board keeps budget preparation and major Human Resources decisions (sanction, dismissal, recruitment). Aware that an organization without paid management is not without difficulties, this new organization is in test during a few months and some funds are allocate to staff training to insure a good transition to this new organization.
- 2. List of staff by department or function.
- You can use this table (or substitute your own list) to show us the number of FTEs (fulltime equivalents) for each department or function, where one person working at 100% time would be counted as 1.0. We need this information about the total number of staff (FTEs) you plan to have by the end of the current funding period, and staff you plan to have by the end of the upcoming funding period.
FTEs Department or function End of current funding period End of upcoming funding period Explanation of changes Programmes 5.5 5.5 Finance and administration 1.5 1.5 Fundraising 1 1 Total (should equal the sum of the rows): 8 8
Table 4 notes or explanation of significant changes:
- Our accountant (0.5 FTE) will finish his work-study contract (contrat d'alternance) in September. We haven't decided yet if we will look for a new work-study contract, open a position (FTE or not) or completely outsource accounting.
- 3. How much does your organization plan to spend on staff by the end of the current funding period, in currency requested and US dollars?
- 415,000 € / $549,000
- 4. How much does your organization plan to spend on staff by the end of the upcoming funding period, in currency requested and US dollars?
- 450,000 € / $549,000
Financials: upcoming yearEdit
Detailed budget: upcoming yearEdit
- Please link to your organization's detailed budget showing planned revenues and expenses for the upcoming funding period (e.g. 1 January 2017 to 31 December 2017). This may be a document included on this Wiki (Meta) or a publicly available spreadsheet.
We review the presentation of our budget to be more transparent. For example, travel funds now clearly show the amount used for scholarships, staff and Board travels. We also start to re-allocate more funds from staff and operating expenses to program expenses to address a concern of the FDC. And more specifically try to allocate funds on high-impact activities. We will continue our efforts to reduce operating expenses. In next weeks we will concentrate our efforts in particular on the following expenses: office move, accountability and telecommunications/postal costs.
A Google Sheet with our proposed budget for 2018/2019 is available online.
Revenues: upcoming yearEdit
Please use this table to list your organization's anticipated revenues (income, or the amount your organization is bringing in) by revenue source (where the revenue is coming from) in the upcoming funding period (e.g. 1 January 2017 to 31 December 2017).
- Use the status column to show if this funding is already guaranteed, if you are in the process of requesting funding, or if you are planning to request funding at a later time.
- Please include in-kind donations and resources in this table, as applicable, and use the status column to show that they are in-kind resources.
- Do not include money you plan to draw from your reserves during the upcoming funding period.
Anticipated revenues for the upcoming funding period Revenue source Currency requested US dollars Status (e.g. guaranteed, application) FDC grant 450,000 549,000 requested Donations 370,000 451,400 uncertain Project grants, sponsoring 90,000 109,800 uncertain in-kind donations 32,000 39,040 probable Membership fees 10,000 12,200 likely Total revenues (should equal the sum of the rows): 952,000 1,161,440 -
Table 5 notes: If your organization has significant funding other than FDC funds, please note how those funds will be used.
FDC grant: Wikimédia France's request for funding from the Wikimedia Foundation in 2018/2019 represents 47% of our total projected income for the year, with the remaining 53% made up of regular donations, projects grants and sponsoring, funding from trusts and foundations and major donors. Requesting 450,000€ is a significant effort compared to previous years where the association asked for 600,000 euros or more, while not endangering the chapter. The chapter is determined to follow the recommendation of the FDC "to diversify its revenue rather than increase its reliance on APG funding". And by 2020/2021, we set as objective a FDC grant representing not more than 35% of total income, a goal in line with the Wikimedia 2030 strategy.
Donations: Donations have been decreasing since 2014/2015. We hope to quickly reverse the trend. In short term, we plan to consult fundraisers from the Wikimedia movement, increase our communication during the campaign, add a donate button on our mobile website.
Projet grants: The goal is ambitious but achievable. The French WikiConvention continues to be self-financing by in-kind donations from local authorities, and funds from Organisation Internationale de la Francophonie, DGLFLF (Ministry of Culture) and Google France. We are trying to extend this model to other projects, like WikiMooc, Wikiconcours lycéen or Wikimedian in Residence. We have already put in place a watch of calls for projects and responded to two calls for projects. We also contacted potential donors (dozens of companies and local authorities) to fund the pre-hackathon in Montpellier. We should soon be able to announce the name of a new financial partner. It is difficult to estimate the rate of progress of donations, grants and in-kind donations. But at the end of the year we will have a better knowledge of projects that are financeable outside the Wikimedia movement.
In-kind donations: The chapter already receive a substantive amount of in-kind donations but it wasn't reported in the FDC proposal. For example: Wikiconcours lycéen 7,000 euros, WikiSevran 10,000, editathon at the Opéra comique 20,000, WikiConvention 15,000.
The funds will be used in the same way than FDC grant, but they will also fund anything not covered by the FDC : for exemple, the Free Knowledge Advocacy Group EU.
Operating reserves: current and upcoming yearsEdit
Please note that there is a policy that places restrictions on how much FDC funding your organization can use to build its operating reserves. If you would like to use FDC funding to for your organization's reserves, you must note that here. You will not be able to decide to allocate FDC funding from this grant to your reserves at a later date.
- 1. What is your plan for maintaining, building, or spending your reserves in the current year and the upcoming funding period? Please use the table below to show the amounts in your reserves at the beginning, year-to-date, and end of your current year, and the amount you plan to have in your reserves by the end of the upcoming funding period.
Year Year start Year start (US) Year-to-date Year-to-date (US) Year end Year end (US) Current year (e.g. 2017) 477,618 582,693 257,357 313,975 253,057 308,730 Upcoming year (e.g. 2018) - - - - 253,057 308,730
- 2. How much FDC funding is your organization requesting to add to your reserves in the upcoming funding period? If you are not requesting any FDC funding to add to your reserves in the upcoming funding period, you can write zero.
Expenses: upcoming year's annual planEdit
- 1. Expenses by program (excludes staff and operations).
- Program expenses are the costs associated specifically with your organization's programs, and do not include operating expenses or staff salaries, which will be described in separate tables. Program expenses may be the costs of an event, the costs of outreach materials specific to a program, budgets for microgrants and reimbursements, or technical costs associated with specific programs, for example. The programs listed in this table should correspond to the programs you have listed in the programs section of this proposal form.
Program Currency requested US dollars Partnerships and Content improvement 58,500 71,370 Working with Communities 134,500 164,090 Education and learning 55,500 67,710 Total program expenses (should equal the sum of the rows) 248,500 303,170
Table 7 notes: If your organization has significant funding designated for specific programs (e.g. a restricted grant), please make a note of that here.
- 2. Total expenses. Please use this table to summarize your organization's total expenses overall.
- These are divided into three categories: (1) staff expenses from Table 4 (including expenses for staff working on both programs and operations), (2) expenses for programs from Table 7 (does not include staff expenses or operations expenses), and (3) expenses for operations (does not include staff expenses or program expenses). Be sure to check the totals in this table to make sure they are consistent with the totals in the other tables you have submitted with this form. For example, your total program expenses excluding staff will be equal to the total in Table 7, while your total staff expenses will be equal to the total in Table 4 and your total expenses will be equal to the total in Table 1.
Expense type Currency requested US dollars Program expenses (total from Table 7, excludes staff) 248,500 303,170 Operations (excludes staff and programs) 253,500 309,270 Upcoming staff total expenses (from Table 4) 450,000 549,000 Total expenses (should equal the sum of the rows) 952,000 1,161,440
Table 8 notes:
- We changed the distribution of expenses from lasts years. In the former proposal, staff represented 62% and 19% for program expenses and operating costs. In this proposal, staff costs represent 47% ; program expenses and operating costs represents 26% each. This distribution of funds is more in line with the objectives of the movement and what is done by our colleagues from UK and Sweden.
Verification and signatureEdit
Please enter "yes" or "no" for the verification below.
- The term “political or legislative activities” includes any activities relating to political campaigns or candidates (including the contribution of funds and the publication of position statements relating to political campaigns or candidates); voter registration activities; meetings with or submissions and petitions to government executives, ministers, officers or agencies on political or policy issues; and any other activities seeking government intervention or policy implementation (like “lobbying”), whether directed toward the government or the community or public at large. General operating support through the FDC may not be used to cover political and legislative activities, although you may make a separate grant agreement with the WMF for these purposes.
I verify that no funds from the Wikimedia Foundation will be used
for political or legislative activities except as permitted by a grant agreement
Please sign below to complete this proposal form.
- IMPORTANT. Please do not make any changes to this proposal form after the proposal submission deadline for this round. If a change that is essential to an understanding of your organization's proposal is needed, please request the change on the discussion page of this form so it may be reviewed by FDC staff. Once submitted, complete and valid proposal forms submitted on time by eligible organizations will be considered unless an organization withdraws its application in writing or fails to remain eligible for the duration of the FDC process.