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Grants:PEG/WM ZA/2013 OSF bridging funding/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.
  • 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.


Project statusEdit

Did you comply with the requirements specified by WMF in the grant agreement?
Yes
Is your project completed?
Yes

Activities and lessons learnedEdit

ActivitiesEdit

The goal of this project was to enhance the logistical and institutional capabilities of Wikimedia ZA in order for the Chapter to effectively implement projects that further the objective of promoting free access to knowledge in all South African languages. This is by way of facilitating contributions to the commons of African knowledge; support development; collect and disseminate information about, but not exclusive to, South Africa; and to contribute to the creation of free and open knowledge in South Africa.

The employment of a full time administrator addressed the limiting factor faced by the chapter which was a lack of time and organisational capacity. The activities by the Administrator included various activities which we will report on later in this report but we believe that this position has been the nucleus of an organised, focused, effective and more professionalised chapter. In providing this support, we have been able to deepen Wikimedia ZA's capabilities to fulfil its objectives and obligations to local Wikimedians.

(a) To develop and support the South African and other African Wikimedia communities.
(b) To protect, preserve and promote local cultures, other African Wikimedia communities and the greater communities of free culture and open software.
(c) To support and facilitate the sharing of knowledge in all South African languages, thus contributing to the development of local languages on Wikimedia.
(d) To spread awareness of the Wikimedia projects as a significant resource within universities, archives, museums and other relevant communities, and to also actively engage with them.
(e) Act as the conduit between editors, writers and specialists within the community to support the growth and sustainability of high quality local content
(f) To engage with GLAM and educational institutions and spread awareness of Wikimedia projects as a significant resource.
(g) Chapter Administration in terms of legislative requirements
(h) Project Coordination and Facilitation
(i) Monthly Banking Administration
(j) Grant Applications and Reports

Prior to 2014, the chapter could only run two projects. This year, with the assistance of the Administrator, we have had a significant increase in the number of projects.

Lessons learnedEdit

What worked well?
The Chapter has been very active in 2014 compared to previous years where the Chapter only existed of volunteer members who were not able to dedicate enough time to running the Chapter and projects related to the movement. We have continued to champion "Free and Open" knowledge.
  • We have been able to professionalize the Chapter to better serve the community in SA and across Africa.
  • We cultivated healthy partnerships with GLAM institutions and as a result, were able to free more content into Wikipedia and other sister projects successfully.
  • We have also started meaningful discussions in the field of Education, and how Wikipedia can be used as a meaningful tool to all learners in all levels.
  • We have cast our eyes beyond our borders, and have found very willing friends and collaborators in this Open knowledge movement. In time, we want to assist fellow African countries to ignite vibrant Wikimedia Communities.
  • Alignment of the Chapter with legislative requirements.
  • Set up of Administrative Systems


What didn't work?
With the increased capacity we were keen to take on new projects and align the Chapter with administrative and legislative requirements. This has taken a considerable amount of time and some of the activities are still in progress. In 2015 we would like to finalise all these details and plan our year accordingly.


What would you do differently if you planned a similar project?
We are happy with the outcomes of this grant.

Learning patternsEdit

Outcomes and impactEdit

OutcomesEdit

Provide the original project goal here.

A key measure of success was the successful implementation of at least five Wikimedia ZA projects for 2013/2014 as a baseline goal. The employee was responsible for the logistical end of achieving these projects. This was meant to free up Wikimedia ZA volunteers to focus on project design and more unique Wiki specific aspects of project evaluation.

  • Wikimania 2015 bid and, should bid be successful, hosting preparations.
  • Jo'burgopediA: 2014
  • Wiki Loves Monuments 2014 successful launch, implementation, and publication of the event with increased number and quality of submitted images over 2013
  • On the ground assistance to Wikipedia Zero
  • WikiIndaba successful implementation of the mini-conference
  • Organisation and implementation of a significant number of GLAM events. Preferably to increase the quantity and quality of African related material
  • Promotion of South African languages Wikis (Xhosa, Zulu, etc.): connections and synergies with the promotion of Wikipedia in education
  • Local chapter outreach and organisation
  • African chapter support
  • Promotion of Wikipedia in education
  • All logistical activities related to the successful implement of Wikimedia ZA projects
  • Annual reviews
  • Annual audits


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

Yes, we believe that the Administrator has successfully contributed to the implementation of the projects / activities mentioned above. Details of the projects run during 2014 can be viewed in our Annual Report.

This report indicates the increased number of projects, and we have been able to bring the Chapter in line with various administrative and legislative requirements. Please refer below for the project metrics.

Progress towards targets and goalsEdit

Project metrics

Target outcome Achieved outcome Explanation
Develop and support the South African Wikimedia communities Regular Communication and Interaction Through social media and mailing list, including outreach to the Afrikaans Wikipedia community.
Protect, preserve and promote local cultures, other African Wikimedia communities and the greater communities of free culture and open software Promote Wikimedia projects Encourage people to contribute to free open access to knowledge for all
Support and facilitate the sharing of knowledge in all South African languages, thus contributing to the development of local language on Wikimedia Afrikaans Wikipedia Specific focus in 2014 on the Afrikaans Wikipedia, specifically reaching out to contributors / editors and establishing a communication platform with them. This will continue in 2015.
Engage with GLAM and educational institutions, and other relevant communities, and spread awareness among them of the Wikimedia projects as a significant resource Library Association of South Africa & Other Seeking partnerships with LIASA and educational institutions to promote the use of Wikipedia and other projects
Act as the conduit between editors, writers and specialists within the community to support the growth and sustainability of high quality local content Liaison The administrator acted as the liaison for the Chapter in making contact with existing contributors / editors and reaching out to people interested in joining the movement
Wikimania 2015 Bid Bid The administrator assisted with the bid preparation in terms of gathering quotations and making contact with stakeholders.
Joburgpedia 2014 Successful implementation of project The Administrator assisted with all the arrangements of the edit-a-thons as well as liaising with all the stakeholders
Wiki Loves Monuments 2014 Successful implementation of project We consider the Wiki Loves Monuments 2014 competition very successful. The Administrator was instrumental with all the arrangements, liaising with the media and promoting the competition in general.
Wikipedia Zero Liaison The Administrator acted as liaison with Sinenjongo High School. We plan to install Kiwix units in 2015.
Wiki Indaba 2014 Successful implementation of project The Administrator was responsible for arranging the conference from a logistical and administrative view. She will also be responsible for supporting the communities who attended the conference.
GLAM Events Liaison Continuous liaison with all stakeholders
Promotion of SA Languages Connecting with Afrikaans community Administrator has been reaching out to the Afrikaans wiki-community in South Africa
Local Chapter outreach and organisation General awareness The Administrator has been responsible for the general growth and expansion of the Chapter and it's related projects.
African Chapter Support As follow up to Wiki Indaba The Administrator will be responsible for following up on Wiki Indaba and the goals set at this conference.
Promotion of Wikipedia in Education Liason We have been reaching out to various institutions to promote the use of Wikipedia in Education.


Global MetricsEdit

We are trying to understand the overall outcomes of the work being funded across our grantees. In addition to the measures of success for your specific program (in above section), please use the table below to let us know how your project contributed to the Global Metrics. We know that not all projects will have results for each type of metric, so feel free to put "0" where necessary.

  1. Next to each required metric, list the actual outcome achieved through this project.
  2. Where necessary, explain the context behind your outcome. For example, if you were funded for an edit-a-thon which resulted in 0 new images, your explanation might be "This project focused solely on participation and articles written/improved, the goal was not to collect images."

For more information and a sample, see Global Metrics.

Metric Achieved outcome Explanation
1. # of active editors involved 1 The Administrator has become an active editor / contributor to Wikimedia projects.
2. # of new editors 1 The Administrator has begun contributing to the Afrikaans and English Wikipedias.
3. # of individuals involved 1
4. # of new images/media added to Wikimedia articles/pages 36 files According to WMF Labs Tools
5. # of articles added or improved on Wikimedia projects 1 943 edits in 4 projects According to Global User Contributions
6. Absolute value of bytes added to or deleted from Wikimedia projects 1 943 edits in 4 projects
Learning question
Did your work increase the motivation of contributors, and how do you know?

Reaching out to the Afrikaans Wikipedia community has increased their awareness of the Chapter and their willingness to expand this wiki.


ImpactEdit

What impact did this project have on WMF's mission and the strategic priorities?

Option A: How did you increase participation in one or more Wikimedia projects?

Contribution to 4 projects, with specific contributions to the Afrikaans Wikipedia

Option B: How did you improve quality on one or more Wikimedia projects?

Contributed to the Afrikaans Wikipedia and reaching out to the Afrikaans community

Option C: How did you increase the reach (readership) of one or more Wikimedia projects?

Outreach to contributors / editors of all languages in South Africa

ImpactEdit

Increased organisational capacityEdit

The appointment of the Administrator increased the capacity of the Chapter and allowed us to implement more projects.

QualityEdit

Two Chapter directors acted as mentors/managers to ensure that work is being done to a satisfactory standard, and the audit and annual report is compiled to illustrate the the status of the project and progress that has been made.

BenefitsEdit

This project will benefit the South African online community as a whole with some additional benefit to African online communities.

Provide a brief statement (about 1 paragraph) about how your project is related to other work in the Wikimedia movement.

The grant provided support and capacity building to improve the Chapter's effectiveness in implementing various projects and supporting South African and other African online communities.

If successful, does your project have the potential to be replicated successfully by other individuals, groups, or organizations?

Yes, if successful this grant can be used as a model on how to reduce chapter dependency on funding exclusively from the Wikimedia Foundation.

Please list any other benefits that this project will produce.

We believe that the project increased the credibility of Wikimedia as a valuable collaborator in the African online and open knowledge communities.


Our Grant Application for continuous funding in 2015 has been accepted by the Foundation.

Reporting and documentation of expendituresEdit

This section describes the grant's use of funds

DocumentationEdit

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".
Will share via Dropbox as per previous submissions

ExpensesEdit

Please list all project expenses in a table here, with descriptions and dates. Review the instructions here.

Description Requested Funds (ZAR) Used Funds (ZAR) Used Funds (USD)
Qty Rate Total (ZAR) Qty Rate Total (ZAR) Rate Total (USD) Notes
Bill No. 1 - Human Resources
1.1 Consultant 1 (weekly) 45 1 500.00 67 500.00 44 1 500.00 66 000.00 6 420.23 [1]
1.2 Consultant 2 (twice monthly) 20 1 500.00 30 000.00 23 1 500.00 34 500.00 3 356.03 [2]
97 500.00 100 500.00 9 776.26
  1. Consultant did not charge full amount
  2. Consultant overpaid, to be recovered from next project management fee

OverheadsEdit

Description Requested Funds (ZAR) Used Funds (ZAR) Used Funds (USD)
Qty Rate Total (ZAR) Qty Rate Total (ZAR) Rate Total (USD) Notes
Bill No. 2 - Overheads
2.1 External Grant Consultant 1 25 000.00 25 000.00 1 24 000.00 24 000.00 1 2 334.63
2.2 Bridging Training for Personnel 1 3 100.00 3 100.00 0 0.00 0.00 0 0.00 [1]
2.3 Legal & Auditing Fees 1 77 100.00 77 100.00 1 77 040.40 77 040.40 1 7 494.20
2.4 Insurance 1 10 000.00 10 000.00 0 0.00 0.00 0 0.00
2.5 Contingencies 1 8 500.00 8 500.00 1 6 947.12 6 947.12 1 675.79 [2]
123 700.00 107 987.52 10 504.62

Operational costsEdit

Description Requested Funds (ZAR) Used Funds (ZAR) Used Funds (USD)
Qty Rate Total (ZAR) Qty Rate Total (ZAR) Rate Total (USD) Notes
Bill No. 3 - Operational Costs
3.1 Transport Allowances 12 1 000.00 12 000.00 1 11 964.68 11 964.68 1 1 163.88
3.2 Telecomunications 1 18 000.00 18 000.00 1 17 244.99 17 244.99 1 1 677.53
3.3 Refreshments 1 2 400.00 2 400.00 1 2 612.00 2 612.00 1 254.09
3.4 Admin Costs 1 2 400.00 2 400.00 1 2 302.64 2 302.64 1 223.99 [1]
3.5 Office Rental 12 2 100.00 25 200.00 12 2 100.00 25 200.00 12 2 451.36
60 000.00 59 324.31 5 770.85

Bill Sub-totalsEdit

Description Requested Funds (ZAR) Used Funds (ZAR) Used Funds (USD)
Qty Rate Total (ZAR) Qty Rate Total (ZAR) Rate Total (USD) Notes
Bill Sub Totals
Nr 1 Human Resources 1 97 500.00 97 500.00 1 100 500.00 100 500.00 1 9 776.26
Nr 2 Overheads 1 123 700.00 123 700.00 1 107 987.52 107 987.52 1 10 504.62
Nr 3 Operational Costs 1 60 000.00 60 000.00 1 59 324.31 59 324.31 1 5 770.85
281 200.00 267 811.83 26 051.73

SummaryEdit

Total project budget
R 281 200.00 or $ 27 354.09
Total amount requested
R 281 200.00 or $ 27 354.09
Are there additional sources of revenue that will fund any part of this project? List them here.
Yes, The Open Society Foundation for South Africa granted R200,000 to the project


Total project budget (from your approved grant submission)
R 281 200.00 or $ 27 354.09
Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if PEG is your only funding source)
R 281 200.00 or $ 27 354.09
Total amount spent on this project
R 267 811.83 or $26 051.73
Total amount of Project and Event grant funds spent on this project
R 267 811.83 or $26 051.73
Are there additional sources that funded any part of this project? List them here.
Yes, The Open Society Foundation for South Africa granted R200,000 to the project.

Remaining fundsEdit

The funds remaining from this grant in the amount of 10,500 ZAR were deducted from another grant payment for Grants:PEG/WM_ZA/WFA.
The funds remaining from this grant in the amount of 2,888.17 ZAR were deducted from another grant payment for Grants:PEG/WM_ZA/Joburgpedia_2015.
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.)
ZAR 13 388.17 or USD 1 302.35
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.
Return remaining balance to WMF To be retained by the chapter until a decision is made on the open grant requests.