Grants:PEG/Shared Knowledge/Wiki Loves Earth 2014 in Macedonia/Report

Report accepted

This report for a Project and Event grant approved in FY 2013-14 has been reviewed and accepted by the Wikimedia Foundation.

To read the approved grant submission describing the plan for this project, please visit Grants:PEG/Shared Knowledge/Wiki Loves Earth 2014 in Macedonia.

You may still comment on this report on its discussion page, or visit the discussion page to read the discussion about this report.
You are welcome to Email grants at wikimedia dot org at any time if you have questions or concerns about this report.

Compliance and completion

Did you comply with the requirements specified by WMF in the grant agreement?: Answer YES or NO.; YES

Is your project completed?: Answer YES or NO.; YES

Did you use any of the grant funds?: Answer YES or NO.; YES

Activities and lessons learned

This section describes what the grantee did, and what the grantee learned from implementing the project. This section should be useful to others implementing similar projects and is an opportunity for the grantee to reflect on the project's performance.

Activities

Official logo of the project

Video tutorial about the project with brief introduction on the uploading process on Wikimedia Commons

Provide a detailed list of activities performed to complete this project, descriptions of these activities, and the amount of time spent on each activity. This section should also include a list of participants, or a link to pictures, blog posts, or videos from the project or event.

The main activities performed during the project are the following:

Meetings of the organising team. Several meetings between the organising team and the people hired to work on the project were held during April and May. Contracts were signed with: Snezhana Shtrkovska and Toni Ristovski (organisers), Zoran Mechkarski (video tutorial), Daniel Kraljevski (web hosting, web design and maintenance), and Dana Uzhevska (advertisement and publicity). All of these people were compensated for their efforts with the amounts projected in the budget.
Selection of jury members. The jury was constituted by the organisers on suggestions from the community. Its members included: Ognen Teofilovski (professional photographer), Dimitar Tanevski (tourist guide), Zoran Ivanovski (amateur photographer) and Dzvonko Petrovski (amateur photographer). They were introduced with the project at a meeting held on 23 May 2014. They signed contracts for their participation as members of the jury on another meeting. All of them were compensated for their efforts as projected in the project's budget.
Taping a video tutorial. A video tutorial explaining the essentials of the project along with some basic introduction to the uploading process on Wikimedia Commons was taped in the beginning of May. The video file is available on Wikimedia Commons uploaded under the free licence CC-BY-SA 3.0.
Creating official website. The domain for the official website named "www.wle.mk" was registered on 1 May 2014. The web hosting services along with the web design of the page were provided in the first days of May and its content was maintained during the competition.
Promotional activities. The project's promotional period started in the beginning of May quickly after taping the video tutorial, completing the design of the official website and providing all necessary information about it. A fun page with the name "Вики ја сака Земјата" (trans. Wiki Loves Earth) was created on Facebook, which was later updated with all the news and important information concerning the project, while the project was also promoted through the page "Википедија на македонски јазик" (trans. Macedonian Wikipedia) which counts more than 35,000 followers. Besides Facebook, articles announcing the competition were posted on some of the country's most popular media and Internet portals.
Operating period of Wiki Loves Earth 2014. The competition officially started on 1 May 2014 and lasted until 31 May 2014. The main activities during its operating period were monitoring the process of uploading photographs, fixing the problems reported by some of the participants or other people who have observed them and responding on the multiple questions regarding the project. It's worth noting that many of the participants came up with questions about the project and most of the time during the competition was actually spent on replying to them.
Categorisation and sorting The days after the end of the competition were spent in categorisation and sorting of the photographs uploaded by the participants. Categorisation of all uncategorised photographs was necessary to conclude the final number of photographs that had to be later reviewed by the jury, while their sorting helped rate the most prolific contributors in the competition.
Review of the photographs by the jury. The process of reviewing the photographs uploaded during the competition was made on 9 June 2014 and it took around 4 hours until the five best photographs were selected. The time necessary to sort the photographs by their uploaders and rate the most prolific contributors took about two days.
Award ceremony. The Award ceremony for the competition was held on 19 June 2014 in Skopje. It was attended by app. 50 people including the organisers, prize winners, Wikimedians and participants.

Notes: All the images uploaded in the competition can be found in this category. For general navigation, please visit the project's main page on Wikimedia Commons or project's official website.

Lessons learned

What lessons were learned that may help others succeed in similar projects? Consider the following questions and respond with 1 - 2 paragraphs.

What went well?

Most of the activities relating the competition went well without any serious problems. Also, we are very happy that Macedonia ended on first place among other countries with uploaded more than 12.500 pictures.

What did not go well?

We had minor problems with providing of a list of natural monuments in Macedonia, but thanks to the Ministry of Environment and Physical Planning we can resolve this problem.

What would you do differently if you planned a similar project?

One of the things that we'd like to implement when organising a similar project is having group photographic haunts and "uploadathons". The term was coined to refer to a specific meetups intended to provide mass upload of photographs by the attendants.

Project goal and measures of success

This section should reference the project goals and measures of success described in the approved grant submission. See Grants:PEG/Shared Knowledge/Wiki Loves Earth 2014 in Macedonia to review the goals and metrics listed in the approved submission.

Project goal

Provide the project goal here.

The implementation of Wiki Loves Earth 2014 in Macedonia has the following goals:

to increase the number of freely licensed photographs from the natural heritage in Macedonia;
to promote the natural heritage of Macedonia through the photographs uploaded during the competition;
to improve quality of content on the Wikimedia projects by providing images to the articles;
to support creation of new articles about natural heritage sites in Macedonia;
to encourage active participation of photographs in the competition and simulate the creation of similar projects;
to create new articles about natural heritage sites in Macedonia.

Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 paragraphs.: All of the goals mentioned above were achieved on various degrees. Some of them were even outachieved. The increased number of freely licenced photographs and the promotion of natural heritage can be evidenced through the uploaded photographs during the competition, the improved quality of content through the use of these photographs in different articles, the creation of new articles through the activity on the Wikimedia projects, while the penultimate goal was only partially achieved because it is expected to have long-lasting effects on the future photographic projects.

Measures of success

List the measures of success exactly as provided in the approved grant submission, and evaluate your project according to each measure listed there.

The success of the project will be measured through the following measures:

at least 50 participants uploading one photograph or more;
at least 4,000 photographs uploaded;
at least 100 natural heritage sites photographed;
at least 50 new articles about natural heritage sites in Macedonia.

Provide an overall assessment of how your project went according to these measures.

The project yielded the following numerical results:

12,687 photographs uploaded;
- 1,493 photographs disqualified;
- 11,191 photographs accepted;
more than 140 different objects photographed;
48 participants registered;
- 44 participants uploaded at least one accepted photograph;
- 0 participants uploaded at least one photograph with none accepted;
- 4 participants did not upload any photographs.
more than 10 new articles about natural heritage sites in Macedonia.

If you were to plan a similar project, would you measure it differently? If yes, please explain how.: These measures of success look fine and we plan to use them as a good starting point to measure our similar projects in future.

Impact

This section ties this project to Wikimedia's broader goals, and shows what the project accomplished.

What impact did this project have on WMF's mission and the strategic goals? Please answer in 1 -2 paragraphs and include specific measures of impact such as the number of readers or editors reached by a particular project, or the number of articles edited or improved.

Stabilize infrastructure
Increase participation
Improve quality
Increase reach
Encourage innovation

The project has its major impact on improving the quality of content on different Wikimedia projects resulting in hundreds of articles across different Wikimedia projects which already use photographs uploaded during the competition to illustrate the content. It also impacts on increased reach and participation through the advertisement of the project and the number of new users on Wikimedia Commons (more than 20 new users registered on Wikimedia Commons during the contest).

Reporting and documentation of expenditures

This section describes the grant's use of funds

Documentation

Did you send documentation of all expenses paid with grant funds to grants at wikimedia dot org, according to the guidelines here? Answer "Yes" or "No".: Yes

Expenses

Please list all project expenses in a table here, with descriptions and dates. Review the instructions here.: These expenses should be listed in the same format as the budget table in your approved submission so that anyone reading this report may be able to easily compare budgeted vs. actual expenses.; Note that variances in the project budget over 10% per expense category must be approved in advance by Project and Event Grants program staff. For all other variances, please provide an explanation in the table below.

Number	Category	Item description	Unit	Number of units	Actual cost per unit	Actual total	Budgeted total	Currency	Notes
1	Posters	posters with the logo and the awarded photographs	m²	7	28	196	196	EUR
2	Pens	decorated pens with the logo of the competition	unit	100	0.15	15	15	EUR	This amount is without logo, only pens. Logo is listed below in section 15.
3	Notebooks	decorated notebooks with the logo of the competition	unit	50	0.70	35	35	EUR
4	Name tags	name tags for the organizers	unit	15	0.25	0	3.75	EUR	We decided to use name tags from last time, and so came in under the budget
5	Certificates	certificates for the awarded photographs and jury members	unit	20	0.5	10	10	EUR
6	Mugs	mugs with the logo and awarded photos of the competition	unit	30	4.6	140	140	EUR	We received discount and get 2 more mugs for the same total price
7	Catering	catering served during the Award ceremony	n/a	n/a	n/a	300	300	EUR
8	Prizes	prizes for the best photographs and best contributors	n/a	n/a	n/a	1,300	1,300	EUR
9	Compensation for jury members	compensation for the participation of jury members	person	4	100	400	400	EUR
10	Project management	compensation for the organizers and their expertise for completing specific tasks	n/a	n/a	n/a	1,000	1,000	EUR
11	Web hosting	expenses for hosting the official website of the competition	unit	1	10	14.5	10	EUR	Official expenses for web hosting went up, which cost us 4.5 EUR more
12	Web design	compensation for developing and maintaining the official website	n/a	n/a	n/a	100	100	EUR
13	Advertising and publicity	compensation for an expert in public relations	n/a	n/a	n/a	200	200	EUR
14	Video tutorial	compensation for creating video tutorial for the competition	n/a	n/a	n/a	100	100	EUR
15	Incidentals	Expenses that are not projected in the budget but occurred	n/a	n/a	n/a	99.06	100	EUR	This item includes: food&Beverages for jury (38.6 EUR); taxi expenses (9.46 EUR); stickers with logo for pens (8 EUR); incidental supplies as paper bags (10 EUR) and bank's fee (33 EUR).
Total						3,909.56	3,909.75	EUR

Total project budget (from your approved grant submission): €3,909.75

Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if the Project and Event Grant is your only funding source): €3,909.75

Total amount spent on this project (this total should be the total calculated from the table above): €3,909.56

Total amount of Project and Event grant funds spent on this project (this total will be the same as the total amount spent if the Project and Event Grant is your only funding source): €3,909.56

Are there additional sources of revenue that funded any part of this project? List them here.: No

Remaining funds

Are there any grant funds remaining?: Answer YES or NO.; YES

Please list the total amount (specify currency) remaining here. (This is the amount you did not use, or the amount you still have after completing your grant.)

€0.19

If funds are remaining they must be returned to WMF, reallocated to mission-aligned activities, or applied to another approved grant.

Please state here if you intend to return unused funds to WMF, submit a request for reallocation, or submit a new grant request, and then follow the instructions on your approved grant submission.

We intend to submit a new grant request.