Grants:PEG/WM CA/Start Up/Report

Report accepted

This report for a Project and Event grant approved in FY 2012-13 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/WM CA/Start Up.

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

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.: This grant was used to fund the start-up of the Wikimedia Canada chapter. Essentially it was a basic operations budget. In light of that the resources funded were used to support all activities of the chapter. Details about our activities can be found here: [1]

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?

Bringing the web server online helped us a great deal as it was the foundation of our activities. Teleconferencing services helped bring us together and hold meetings with a group spread across Canada.

What did not go well?

The medical outreach program, while relatively costly, did not produce the new members we had hoped. Attempting to reach a national audience was costly, we concluded a local geographic effort is more effective.

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

Focus on a local group effort. Take a lesson from business, focus on one market at a time.

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/WM CA/Start Up to review the goals and metrics listed in the approved submission.

Project goal

Provide the project goal here.

The establishment of the Wikimedia Canada web site as a trusted and well known resource for Canadians to engage the Wikimedia Movement.
Establishment of a productive relationship between the Wikimedia movement and the Canadian Medical Community through a pilot outreach activity.
Accessible chapter meetings for a geographically dispersed Canadian population. This is not limited to director meetings, but a strategy for bringing the group together for any collaborative purpose.
Improved Wikimedia movement awareness and engagement with Canadians.

Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 paragraphs.

We receive over 8,000 visitors per month to the web site.
Medical outreach was not successful, but did serve to raise awareness of our chapter.
The teleconference tool was successful as it enabled us to have productive meeting and run the chapter.

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.

Feedback from the audience during the out reach presentations.
Increased visitors and registrations on the Wikimedia.ca chapter web site.
Increased participation in Wikiproject Medicine.
Feedback from members regarding their ability to participate in chapter meetings.

Provide an overall assessment of how your project went according to these measures.: Our outreach activities ultimately brought more members to Wikimedia Canada. It's difficult to gauge how the medical presentations benefited the wikiproject, but overall we did not seem to recruit many members as the result of the presentations. Members have been positive about their access to attend meetings when needed. However, this would be on a case by case basis versus and overall membership participation improvement. Our web site has received growth from 5k / month to 8k / month.
If you were to plan a similar project, would you measure it differently? If yes, please explain how.: We need to track our membership conversion better. For this reason, we have implemented CiviCRM software, and in future it would be helpful to associate event participation with membership growth or project registrations. We don't have this piece resolved yet, but it has been discussed and we are learning how to use the software better.

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

These funds were effectively utilized to establish the Canadian WMF Chapter. By establishing a presence in Canada, able to respond to Canadians, we increased the reach of the movement and increased participation. Through our outreach activities, we were able to put a real life human face on Wikipedia in Canada. We strongly believe that interacting with people at local events is the future for growing the Wikimedia project volunteer base and strive to tweak our techniques be more cost effective in that endeavor. Our meetings, that have managed to bring together franco and anglophone members towards a common vision, set a new precedence in cooperation. This is a success that we hope to continue to build on as we work to better enable our volunteers to execute public events moving forward. By providing start-up money for the chapter, it gave the core group an opportunity to establish a framework for this volunteer organization. We now have expense approval and tracking controls in place that have already proven effective in our completion of the Quebec Programs Grant. Our web server infrastructure has been further developed to provide CiviCRM to Wikimedia Canada which we hope to use to better reach our membership in 2014. In this way, this grant has served to stabilize the infrastructure of the movement, which is so desperately needed behind any successful volunteer organization.

Reporting and documentation of expenditures

This section describes the grant's use of funds

Documentation

Documentation of expenditures has been received by WMF.

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

Total project budget (from your approved grant submission): 6200 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): 6200 USD

Total amount spent on this project (this total should be the total calculated from the table above): 6200 USD - 1,022.34 USD = 5177.66 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): 6200 USD - 1,022.34 USD = 5177.66 USD

Are there additional sources of revenue that funded any part of this project? List them here.: N/A

Remaining funds

The funds remaining from this grant in the amount of 1,096.87 CAD were deducted from another grant payment for Grants:WM_CA/Programs_2013.

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.)

1,022.34 USD (Held as 1,096.87 CAD) -

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

Please re-allocate surplus to pending grant application

Number	Category	Item description	Unit	Number of units	Actual cost per unit	Actual total	Budgeted total	Currency	Notes

	Budget (CAD)	Actual 2011	Actual 2012	Actual 2013	Total spent	Surplus/Deficit (Estimate)
A $2000.00 @ $100.00 / month - wikimedia.ca	1,766.35	762.75	1,173.73	254.25	2,190.73	-170.13
B $500.00 (2 years) - SSL Certificate for wikimedia.ca, required as the site will collect personal information and handle donations.	441.59	0.00	100.00	0.00	100.00	341.59
C $1200.00 @ $60.00 / month - Teleconference meeting tool (Used for Board, director, outreach and member meetings)	1,059.81	392.00	98.00	0.00	490.00	569.81
D $1000.00 Promotional items & office supplies (cheques, business cards and other swag)	883.18	460.00	0.00	0.00	460.00	423.18
E $1500.00 Medical student outreach (Travel costs for medical doctor director to reach Ontario universities and present)	1,324.76	1,579.68	0.00	0.00	1,579.68	-254.92
F $300 for 2011 Tax filing (approved on talk page)	264.95	0.00	282.50	0.00	282.50	0.00
G $200 for PO BOX	176.64	0.00	0.00	247.00	247.00	-317.36
	5,917.28	3,194.43	1,654.23	501.25	4,820.41	1,068.62

				Funds Received in CAD	5917.28
				Total Expense (CAD)	4,820.41
				Surplus/Defecit (CAD)	1,096.87
				Surplus/Defecit @ 0.9321 (USD)	1,022.34