Grants:Project/Rapid/Tomo suzuki/Wikimedia Foundation Elections 2021 JAWP Outreach Campaign/Report

Report accepted

This report for a Rapid Grant approved in FY 2020-21 has been reviewed and accepted by the Wikimedia Foundation.

• To read the approved grant submission describing the plan for this project, please visit Grants:Project/Rapid/Tomo suzuki/Wikimedia Foundation Elections 2021 JAWP Outreach Campaign.
• 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 rapidgrants at wikimedia dot org at any time if you have questions or concerns about this report.

Goals

Did you meet your goals? Are you happy with how the project went? Yes. The primary target was to increase the voter turnout by making voting procedures more accessible to Japanese community. The data shows the target fulfilled its purposes.

Outcome

Please report on your original project targets. Please be sure to review and provide metrics required for Rapid Grants.

Target outcome	Achieved outcome	Explanation
Number of total participants	Increased vooter turnout of Japanese community by 1.101% from the previous election.	During the 2017 election, 4.15% or 115 of 2,774 eligible contributors voted. In this year's election, 5.251% or 175 of 3,333 eligible contributors voted. Most prominently, after the second round of voter reminder email was deployed, voter number was bumped up from 2.3% (77 voters) to 4.8% (160 voters).
Number of articles created or improved	3 of 5 target documents are translated for permanent use.	WMF Bylaws is translated into Japanese for the first time. Main page of the Board of Trustees was professionally translated. There were technical challenges to complete translation of SecurePoll Interface and informative video in Japanese language about the Board or upcoming elections, but a series of community notifications and voter reminder emails with voting system explanation well covered the needs.

Learning

Projects do not always go according to plan. Sharing what you learned can help you and others plan similar projects in the future. Help the movement learn from your experience by answering the following questions:

• What worked well? - With an excellent working relationship with WMF election staff, we were able to receive through technical assistance especially in the areas of eligible voter identifications and email deployment processes. Based on previous experiences, we knew community notifications are not always the best tool for dissemination of information. Target email delivery proved to be the best tool and was utilized effectively.
• What did not work so well? - Community participation to the translation and facilitation process was not active. This resulted in some documents remained not translated. Additionally, some of the technical documents such as SecurePoll Interface was not released at the beginning, and technical difficulties and time constraints prevented timely completion of translation work.
• What would you do differently next time? - Planning, scheduling, and encouragement of community participation. By knowing when the materials become ready, we can allocate resources more efficiently. Furthermore, by encouraging community participation (through on/offline meetings), we can reach out to more voters.

Finances

Grant funds spent

Please describe how much grant money you spent for approved expenses, and tell us what you spent it on.

No.	Item	Fund Needed	Description
1	Translation	JPY 98,000	Contracting with a translator with 10+ years of professional translation experience.
2	Communication	JPY 18,000	Data charge and internet connection subsidies for participants throughout the grant period.
3	Software	JPY 4,000	Subscription to collaborative tools (Office 365 and Google Drive).
4	Contingency expense	JPY 10,000	Transportation, bank transfer fees, and snacks and beverages for meetings.
		Total: JPY 130,000	Total: USD 1,188.48

Remaining funds

Do you have any remaining grant funds?

No, all the funds are spent for designated purposes.

Anything else

Anything else you want to share about your project? It has been an honor to be a part of the community movement.