Grants:PEG/Wiki Loves Monuments international team/2016 coordination

statusFunded

Wiki Loves Monuments international team/2016 coordination

Wiki Loves Monuments 2016: coordination at international level to help national groups to organize their local contests

targetCommons and Wikipedias in several languages

strategic priorityIncreasing quality, increasing participation, increasing content, helping and supporting local communities

start date01 July

start year2016

end date28 February

end year2017

budget (local currency)~~12,000~~11,000 EUR

budget (USD)12,108.9 USD

grant typeGroup

non-profit statusNo

creator• Ilario

contact(s)• User:Ilario - User:Romaine• Romaine

organization• Wiki Loves Monuments international team

website• http://www.wikilovesmonuments.org

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Goal

Project goal: Supporting local teams in their local efforts to run the Wiki Loves Monuments competition and holding an international competition between all participant countries.

In addition the international team will help local communities in several technical aspects, mainly before the start, and will invite several local communities to host this contest at the national level.

More specifically:

Providing local organizers with the support that they need to organize the national Wiki Loves Monuments competitions in their countries, including the technical infrastructure (templates, upload campaigns, etc.) for uploading images;
Providing an international layer for Wiki Loves Monuments 2016, including organizing the international photo competition and an international contest;
Providing and/or helping with the provision of a central infrastructure that can support and coordinate the national competitions;
Providing a central help-desk to help the local teams to solve their technical issues;
Creating and maintaining helpful documentation for multiple target groups, including national organizers and participants;
Selecting the international jury and supporting the jury to select the international winners.

It's important to stress that the international team doesn't develop tools but its important task is to coordinate the recover of old tools and the communication to other communities. Also in this case the role is mainly of communication and coordination.

Plan

Activities

General Coordination

Update the international rules
Update the documentation of best practices
Prepare communication material such as press releases that can be used and/or built upon by national organizations
Monitor statistics
Set up clear timeline

Project Management

Report on the use of budget at the end of the program
Maintain communication with relevant staff at Wikimedia Foundation
Collect measures and data to be reported at the end of the program

Technical coordination

Helping the setup and maintenance of the technical infrastructure for uploading
Helping the setup and maintenance of the CentralNotice
Guide the creation and the use of the monitoring tools
Help to recover tools and to communicate the use to the local communities
Maintain the website
Set up a smooth technical guideline for technical aspects
Helping the setup of a jury tool

Communication

Update wikilovesmonuments.org with the necessary information
Update social media channels
Dissemination of the results of the international jury
Maintain communication with international partners (if applicable)

Following & helping national organizations

Give specific suggestions and support to national organizers (mostly online)
Collect & answer questions of the national teams
Crisis management for national contests

Set up & run the international contest

Set up jury processes
Find suitable jury members for the international jury
Collect results of national competitions
Support the jury in their process
Provide & distribute international prizes, awards and diplomas

Impact

Target readership

The target of the international team are the local teams because the project is basically a project of coordination and support of the local teams in order to help them to start the contest and to finalize the results.

In addition another target are the developers of tools, within the community, and in this case the international community guides to identify and to recover all tools necessary to the local communities.

The secondary target are the professional photographers through the international selection of the best photos.

Fit with strategy

What crucial thing will the project try to change or benefit in the Wikimedia movement? Please select the Wikimedia strategic priority(ies) that your project most directly aims to impact and explain how your project fits. Most projects fit all strategic priorities. However, we would like project managers to focus their efforts on impacting 1–2 strategic priorities. Examples of strategic priorities can be found here.

Increasing quality

The aim of this grant is mainly for helping local teams to build a common pattern and a common knowledge to be used for their own photo contests;
The general coordination is focused to create a bigger impact and to support local teams for a better and effective local organization;
The international prizes and the connected deadline will motivate the local teams to finalize their own national contests;
The international competition incentivizes participants to submit high quality photos;
The general rules defined by the international team will drive local teams to select better photos respecting higher standards.

Increasing participation

The setup of the campaigns will invite and will help people to experiment the upload in Commons;
The internal contest will motivate people to contribute to Wikimedia projects and help people to experiment the upload in Commons;

Increasing reach

The communication and the setup of the central notice will help local communities to reach more people within a specific target otherwise hard to be involved without a competition (i.e.professional photographers);
The communication and the setup of the central notice will inform readers that local communities are actively supporting and appreciating their own national heritage;
Several countries are working to introduce open licenses in the local legal system and the setup of an international and high-impact event can help them in their own mission.

Measures of success

Please provide a list of both quantitative and qualitative criteria that will be used to determine how successful the project is. You will need to report on the success of the project according to these measures after the project is completed. See the PEG program resources for suggested measures of success.

The success of this project is measured principally by two measures:

first, more quantitative to define whether Wiki Loves Monuments Competition as a whole was successful.
second, more qualitative to define whether the International Team was useful for the local teams.

Measures of success for WLM

30 countries participating in the contest in 2016 (due to the grant program's changes we consider that the number of countries may decrease)
80% of the countries will start in time
80% of countries will communicate the winners in time
All technical aspects which are necessary for the start will be set before 1st September
The international team will monitor that the main tools for the event will be ready (stats tool, monument database & erfgoedbot, and the jurytool)

As said the tools are crucial for the local teams but are developed by volunteers. In this case the international team can assure only the support and the assistance to recover or to migrate them. For instance Erfgoedbot has been dismissed in the past but a process of migration and recovering has been set.

Measures of success for the international team

The international finale is successfully completed
The prizes are handed out before April 2017, with an exception for travel related prizes
At least 90% of the participating countries submitted nominees to the finale
The winners of the international finale are successfully processed.

Organizational aspects

The international team will start to define roles and responsibilities and to discuss a permanent team in order to manage better the organizational aspects for the following contests and to have clear responsibilities.

Note: In addition to your project-specific measures of success, you will also be asked to report on some global metrics at the end of your final report. Please keep this in mind as you plan, and we'll support you as you begin your project.

Resources and risks

Resources

The most important resource of this project are the consolidated processes used in the past. A lot of material and tools need only to be updated or migrated but the international team should have in charge the verification that all of them are up and running.

Another important resource is the experience built in the past which can help to solve risks and potential delays.

Risks

The project itself doesn't have big risks except the organizational one and the lack of coordination among several local teams.

The WLM at the international level is an important point for the success of WLM because local teams don't have sufficient skills/rights to setup some technical aspects like the CentralNotice or the upload campaigns.

Considering the last experiences, the biggest risk that can produce delays is the unavailability of the jury tool.

In order to reduce this risk, we would put an item in the budget to pay a programmer to setup and configure a jury tool (using some already developed) in order to give it to all local communities.

Budget

Please provide a detailed breakdown of project expenses according to the instructions here. See Budget Guidelines.

Grantees are subject to line-item scrutiny of expenses. Changes to the approved budget beyond 10% in any category must be approved in advance.

Project budget table

Budget Item	Budget requested	Remarks
Prizes	5,000 EUR	-
Gift	2,000 EUR	Some gift for jury members/volunteers and regional coordinators
Professional or administrative support	2,000 EUR	Payment for a jury tool's setup and configuration
Professional or administrative support	1,000 EUR	Payment for arising needs of technical support, servers, domain renewal, apps, etc.
Unforeseen	1,000 EUR	~~Small emergency fund to help local teams in case of emergency~~. Will be returned if unneeded.
TOTAL expenses	11,000 EUR

Details

Prizes

The prizes for the jury will be assigned to the first three winners with this option:

Coupon (1.000 USD)
Bank transfer (1.000 USD)

The remaining funds will be redistributed among the photos ranked until the 10th position in sequence with this options:

Coupon (500 USD)
Bank transfer (500 USD)

It means that if there is an unsold of 1.000 USD, the 4th and the 5th ranked photos will receive a prize.

In case the three winners will accept the vouchers, only 3.000 USD will be assigned to the first three places and there will be a small fund of 2000 CHF to be divided among the remaining 4 places.

The winners will have a limited time to answer and to accept the prizes, if this deadline will expire, the prizes will be distributed to other ranked photos until the 10th place.

Gifts

The gift it's a coupon for jury members with a value lesser than 100 USD per member.

The remaining funds (if any) will be used to give a small voucher to the volunteers who helped the international team (it could be a t-shirt or an e-book) with a value lesser than 50 USD per person.

Emergency costs

The emergency costs will support local teams not in time to submit grant requests, naturally the support may be limited and can cover only few items.

Total cost of project: 12,000 EUR

Total amount requested from the Project and Event Grants program: 12,000 EUR

Additional sources of revenue that may fund part of this project, and amounts funded: none

Non-financial requirements

See a description of non-financial assistance available. Please inform the Wikimedia Foundation (WMF) of any requests for non-financial assistance now.

Requests for non-financial assistance, if any: Besides existing arrangements (such as support in getting trademark agreements in place for local organizers where appropriate, support in getting the technical infrastructure secured by 1 September and some support in placing blog posts/press releases etc.) there are no non-financial requirements from the Foundation. If any come up at a later stage, we will discuss what is possible with the appropriate staff members.; There will be a need, like last years, to use the CentralNotice again.; Some assistance with running helpful statistics would be very welcome.

Discussion

Community notification

You are responsible for notifying relevant communities of your proposal, so that they can help you! Depending on your project, notification may be most appropriate on a village pump, talk page, mailing list. Please paste a link below to where the relevant communities have been notified of this proposal, and to any other relevant community discussions. Need notification tips?

via wikilovesmonuments@lists.wikimedia.org

via wikilovesearth@lists.wikimedia.org (as a sister project)

via WMCEE-l - A list for Wikimedians from Central and Eastern Europe

Endorsements

Do you think this project should be selected for a Project and Event Grant? Please add your name and rationale for endorsing this project in the list below. Other feedback, questions or concerns from community members are also highly valued, but please post them on the talk page of this proposal.

Rodrigo Padula (talk) 14:37, 6 June 2016 (UTC) WLM is a very important project for our movement. I support that proposal based on the history of good results, transparency and awesome support provided every year by the international team. Regards from Brazil!
Athikhun.suw (talk) 04:17, 7 June 2016 (UTC) WLM is a big movement on Thai Wikipedia, and I can see that its popularity is still increasing over the years. We first took part in this contest in 2013, and since then we have gained several local partners for our usergroup. I hope to see this wonderful contest being held again in future years.
Flixtey (talk) 21:14, 7 June 2016 (UTC) The last time we hosted a WLW was in 2012 but there is no doubt the quality and usefulness of the pictures that resulted from this campaign. I hope to see it come around this year as we are hoping to participate and make the most of it.
Platonides (talk) 21:29, 7 June 2016 (UTC)
Touzrimounir (talk) 12:15, 1 July 2016 (UTC)
Superzerocool (talk) 12:22, 1 July 2016 (UTC)
Richard Nevell (WMUK) (talk) 13:35, 15 July 2016 (UTC)
Cristian Cenci (WMI) (talk) 13:45, 9 September 2016 (UTC)