Grants:PEG/Stephen Wanjau - Wikimedians in Kenya/Start-up/Report

Incomplete report

This report has been reviewed by WMF and additional information is required before review may continue.

Grant reports may be marked incomplete if information requested on the grant report form, required by the grant agreement, or requested by WMF staff is not provided in a timely and complete manner. If a grantee is unresponsive or uncooperative for more than 21 days, reports will automatically be marked Incomplete.

To read the approved grant submission describing the plan for this project, please visit Grants:PEG/Stephen Wanjau - Wikimedians in Kenya/Start-up.

To understand the reasons why this report has been marked incomplete, please review the comments on this report's discussion page.
Please do not change the status of this report. Email grants at wikimedia dot org with questions about this report or its status.

Compliance and completion

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

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

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.: PLACEHOLDER TEXT

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?

The grant created alot of traction and goodwill in the sense that we could now embark on more activities that we were somewhat limited to do before. There was a lot of energy as well probably because of the many possibilities opened up by the grant; everyone was ready and eager to get engaged.

What did not go well?

First of all would definitely be part of the funds getting misappropriated. Secondly, expected a spike in edit counts from chapter members but instead, we experienced a drop in editing from a majority of the members. This is probably due to the large amount of time spent on setting up relatively long term projects and to some extent not doing enough to sustain day to day editing habbits.

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

Setup a joint bank account with multiple signatories coupled with quarterly financial reports presented along with statements from the bank to chapter members. I think doing this would have created more transparency and accountability that would have avoided misappropriation of funds.
Secondly, we could have worked more on having a sustained effort of editing from our current contributor base as our first major priority for example by holding frequent editathones as opposed to planning meetings. This would have probably lead to having active editors within the chapter that could doubled up in running quality outreach events to recruit new editors later on in the future.

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/Stephen Wanjau - Wikimedians in Kenya/Start-up to review the goals and metrics listed in the approved submission.

Project goal

Provide the project goal here.

To help the chapter kick off the ground and to improve its organizational base.
Increase the efficiency of chapter meetups as well as outreach in Kenya.
Improved Wikimedia awareness within the country.

Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 paragraphs.: We succeeded in setting up an organizational model that had a well defined membership and leadership structure. Chapter meetups were more efficient moving from initially having to change spaces to having more permanet spaces in a local university and tech hub. With regards to awareness, the chapter provided a better understanding of what Wikipedia is and how it works across educational institutions and tech communities accross the country which was quite vital to getting people to a point of wanting to become volunteers and appropriately using Wikipedia content in their own work. It was difficult though sustaining awareness outside Nairobi due to lack of residing members in the region.

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.

We will consider this project a success if we get more content creators, editors, government agencies and private agencies who shall give up information relevant to wikipedia.
Leading to a well known Wikimedia Kenya and its objectives thus leading to creation of more local relevant content since
We will also consider this project a success if we increase our membership base.

Provide an overall assessment of how your project went according to these measures.: We were able to create a noteable increase of understanding of how Wikipedia works which though did not result in an increase of content/edits on Wikipedia as we hoped for. We attained advanced talks with government and private agencies that were in a position of releasing content for Wikipedia, these talks however stalled as a result of missapropriated funds that eventually led to low morale and diffusion within the chapter
If you were to plan a similar project, would you measure it differently? If yes, please explain how.: For a similar project, I would still recommend these measusres of success with an emphasis getting more editors/edits and content creators. Focusing on quick small projects that encourage a day to day/frequesnt edits by Wikipedians should be a good start to build sustainable editing.

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

PLACEHOLDER TEXT

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".: PLACEHOLDER TEXT

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 WMF Grants Program staff. For all other variances, please provide an explanation in the table below.

Category	Item description	Cost (KES)	Cost (USD)	Notes
Travel & Logistics	Transport to printing t-shirts	750	8.82
Travel & Logistics	Oliver Taxi to CCN to get Permit for WTN	2,000	23.53
Travel & Logistics	Oscar Transport to CCN to get permit	400	4.71
Travel & Logistics	Photo Walk lunch at Savannah	3,500	41.18
Travel & Logistics	Mombasa Outreach	25,000	294.12
Travel & Logistics	Egerton University Outreach	13,000	152.94
Travel & Logistics	Collecting T-shirts Taxi	2,000	23.53
Travel & Logistics	Germany Embassy VISA Payment	13,700	161.18
Travel & Logistics	Museum Appointment	2,200	25.88
Travel & Logistics	Transport to JKIA-Berlin	4,000	47.06
Travel & Logistics	Transport from Airport-Kenya	2,000	23.53
Travel & Logistics	Germany WMCON	20,000	235.29
Travel & Logistics	WLM and GLAM railways travel and lunch	1,000	11.76
Travel & Logistics	Wikimania Per Diems	36,000	423.53
Meetings	Cake	2,500	29.41
Meetings	Party 39th Chapter	31,225	367.35
Meetings	Internet for meeting	1,000	11.76
Meetings	Electral Commission meet-up	1,000	11.76
Meetings	Electral Commission meet-up	1,300	15.29
Meetings	Elections	8,300	97.65
Meetings	Credit and data bundles - Elections Team	1,500	17.65
Meetings	Printing	500	5.88
Meetings	1st Board Meeting	1,200	14.12
Meetings	Edit-a-thon Mugo Place dinner in town	2,015	23.71
Meetings	26th May meet-up food/drink	4,000	47.06
Meetings	Board meeting 14th June 2012 at Bistro Cafe	1,400	16.47
Meetings	June 30th meet-up edit-a-thon at iHub	3,100	36.47
Meetings	Signing AOA and MOA at Savannah	2,600	30.59
Assets	Camera	81,000	952.94	Camera is now held by chapter member for community use
Assets	Memory card for camera	2,500	29.41
Administration	Registration down payment	45,500	535.29
Other expenses	Reimbursements	16,500	194.12	Carried over from 2011 Kabrak
Other expenses	Stephen Tanzania deficit	6,000	70.59	Currency exchange fluctuations
Other expenses	Unlimited Internet Alex Website	1,000	11.76
Other expenses	Credit to call WFS Abbas	500	5.88
Other expenses	Museum Proposal	1,200	14.12
Other expenses	Wikipedia For Schools Survey	500	5.88
Other expenses	Site revamp - GLAM Project Data - Alex	500	5.88
Other expenses	Sending WFS package to Mombasa	700	8.24
Other expenses	Interview for story-telling	2,400	28.24
Other expenses	Miscellaneous	20,000	235.29	Printing syllabus documents, charges for sending funds to other chapter members
Domain and hosting	Domain hosting	13,000	152
T-shirts, banners, and stationary	T-shirts	10,000	117.64
T-shirts, banners, and stationary	Deposit for printing t-shirts	50,000	588.23	Total of 200 t-shirts
T-shirts, banners, and stationary	Business cards (3 people)	7,000	82.35
T-shirts, banners, and stationary	GLAM one-pager	10,000	117.65	50 copies
Unresolved	Mombasa Outreach	5,000	58.82	Not clear if this amount was paid to Oscar or not.
Unresolved	Hotspot dongle	14,000	164.71	Treasurer claims was bought, but the chapter does not have it
Unresolved	Unnaccounted for funds	69,934.60	822.76	Funds misappropriated by chapter member
	TOTAL	544,424.60	6,405.00

Total project budget (from your approved grant submission): 7,001 USD

Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if the WMF grant is your only funding source): 7,001 USD

Total amount spent on this project (this total should be the total calculated from the table above): 6,405 USD

Total amount of WMF grant funds spent on this project (this total will be the same as the total amount spent if the WMF grant is your only funding source): 6,405 USD

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

Remaining funds

Remaining funds from this grant have been returned to WMF in the amount of US$596.

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.)

596 USD

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.

596 USD have been returned to the WMF already.