Grants:Simple/Applications/Wikimedia Indonesia/2017/Staffing plan

This is the Wikimedia Indonesia (WMID)'s staffing plan describing how the organization handles its employees and oversees their work. This plan is created to be the preparatory work for the 2017 Simple APG proposal.

Note: The days of working for every employees are 230 days a year and 8 hours a day. Working days are Monday-Friday. (104 days are Saturday and Sunday; 19 days are public holidays in working days (minus public holiday on Saturday or Sunday); 12 days are minimum annual leave). (source 1; source 2)

Employee 1: Wikimedia Indonesia Simple APG Project Manager

Portion of Project Manager      Overseeing program (except WikiLatih & WCI) (30%)     Managing social media (5%)     Communication (Program Managers, WMID Excecutive, WMF, and Indonesian Wikipedian Community) (20%)     WikiLatih & Wiki Cinta Indonesia (20%)     Coordination with accountant (15%)     Reports (10%)

The WMID Simple APG Project Manager will be responsible for this whole project. The Project Manager will oversee the project process from beginning until final report.

The following list is WMID Simple APG Project Manager's tasks and responsibilites:

• Making a guidance for every project based on Wikimedia Indonesia previous effort and also lesson learning that has been reported in every previous projects.
• Ensuring the program is in line with proposed plan.
• Ensuring the proper execution of the program plan, and giving technical or non-technical support when necessary.
• Creating and compiling program reports, documentations and lesson learned
• Managing the project and volunteer on Wiki Cinta Indonesia and WikiLatih
• Updating the program to Wikimedia Indonesia social account (Facebook, Twitter, Youtube & Instagram)
• Coordinating with designer and program manager for every design and making sure that all designs are looking good and communicative.
• Communicating with Program Managers, WMID Excecutive, WMF, and Indonesian Wikipedian Community and making sure updating the progress regularly

Employee 2: Wikimedia Indonesia Simple APG Accountant

     Coordination with project manager (10%)     Keeping up bills on project webpage (30%)     Managing expenses (20%)     Coordination with Wikimedia Indonesia's accountant (20%)     Reports (20%)

The Wikimedia Indonesia Simple APG accountant will be responsible for financial report. The following list is the accountant's tasks and responsibilites:

• Coordination with Project Manager on managing budget and expenses.
• Scanning, uploading, and updating the expenditure on project pages regularly.
• Ensuring every expenses in line with proposed plan.
• Controlling every cash flow out, including reimbursement.
• Coordinating with Organization Accountant about taxes and reports.

Employee 3: Digitization program manager

Portion of digitization program manager work      Organize digitization program (25%)     Maintain human resources (15%)     Provide supports (15%)     Keep up relationship with institutions (20%)     Coordination with Project Manager (10%)     Coordination with project accountant (5%)     Reports (10%)

The main task of Digitization program manager is to manage digitization program, help its development, and maintain the mutual relationship with institutions. Other additional task of this program manager is to report the advancement of the program to the organization and Wikipedia community.

The following list is Digitization program manager's tasks:

• Organizing, contacting the individuals and institutions who have been expressed their interest to involve in this program, and announcing this program to the public.
• Preparing the technology, and creating a digitization workflow to be used in this program. The workflow will be adapted from the one which used in preceding similar digitization program run by Wikimedia Indonesia.
• Finding one full-time contractors who will do the digitization: 3 months will be placed in Yogyakarta and 9 months in Surakarta (Central Java). The preferred contractors is Wikimedian editors; however, non-Wikimedian editor is also welcome if they have the same interest in this archiving program.
• Ensuring the proper execution of the program plan, and giving technical or non-technical support when necessary.
• Creating program reports, documentations and lesson learned from the digitization program.
• Keeping up the relationship with the institutions, including organizing meetings, trainings, and seminars, and talking about creating a sustainable plan of the program.

Employee 4: Digitization program staff

Portion of digitization program staff work      Receiving training and supports (15%)     Documents preparation (15%)     Keep the work in line with plan (25%)     Communication with institution staff (15%)     Coordination with program manager (15%)     Uploading scanned documents to Commons (5%)     Reporting (10%)

The Digitization program staff is a part-time contractor who will stay in Yogyakarta (9 months) and Surakarta, Central Java, (3 months) in order to do digitization work. This person, either a Wikimedian or non-Wikimedian editor, is trained to use do-it-yourself book scanner and its technology before starting his task. The following is several responsibilities of Digitization program staff:

• Receiving training on how to operate book scanner and workflow of digitization process.
• Preparing documents (from the institution) to be scanned and ensure those documents are in good condition (e.g. not torn apart, wet, etc.) before scanning.
• Assuring the proper execution of workflow during digitization process.
• Sending the scanning results to Wikimedia Commons.
• Sending reports of digitization development to Digitization program manager gradually.

Employee 5: Javanese language program manager

     Ensuring the program in line with plan (15%)     Coordination with staff (15%)     Community building (25%)     Communication with institutions (10%)     Managing social media pages (10%)     Reporting (10%)     Communication with accountant (5%)     Coordination with WMID Simple APG Project Manager (10%)

The Javanese language program manager is responsible in managing a language program, which is run by a team of two (1 program manager and 1 staff). The language program manager will be based in Yogyakarta (around 1.5 hours by plane from Jakarta). This language program manager's tasks are described below.

75% program activities

• Ensuring the program in line with the proposed plan
• Coordination with staff on project management
• Communication with WMID community about technical helps such as poster designs, communication devices, and additional assistants
• Community building through gatherings with members of the community
• Communication with partner institutions such as local library, government body, and universities especially to hold workshops and/or gatherings
• Managing social media accounts (Facebook Page, Facebook Group & Twitter)

25% administrative activities

• Reporting and documenting activities
• Communication with accountant
• Coordination with Project Manager about correspondence with external parties

Employee 6: Javanese language program staff

     Coordination with program manager (20%)     Communication with WMID community (5%)     Tutoring and assisting Wikipedians (50%)     Managing workshops and/or gatherings (20%)     Reporting and documenting activities (5%)

The Javanese language program staff is a contractor who will be based in Surakarta, Central Java (around 1.5 hours by train from Yogyakarta). The person is a Wikipedian who will receive training to work on the program. Their responsibilities include:

• Coordination with program manager
• Communication with WMID community about technical helps such as poster designs, communication devices, and additional assistants
• Tutoring and assisting new Wikipedians in creating and working with Wikipedia articles
• Managing workshops and/or gatherings
• Reporting and documenting activities

Employee 7: Sundanese language program manager

     Ensuring the program in line with plan (15%)     Coordination with staff (15%)     Community building (25%)     Communication with institutions (10%)     Managing social media pages (10%)     Reporting (10%)     Communication with accountant (5%)     Coordination with WMID Simple APG Project Manager (10%)

Similar to the Javanese language program manager, the Sundanese language program manager is also responsible in managing a language program, which is run by a team of two (1 program manager and 1 staff). The language program manager will be based in Bandung, West Java (around 3 hours by train from Jakarta). This language program manager's tasks are described below.

75% program activities

• Ensuring the program in line with the proposed plan
• Coordination with staff on project management
• Communication with Project Manager, Designer, WPJV, and WMID community about technical helps such as poster designs, communication devices, and additional assistants
• Community building through gatherings with members of the community
• Communication with partner institutions such as local library, government body, and universities especially to hold workshops and/or gatherings
• Managing social media accounts (Facebook Page & Facebook Group)

25% administrative activities

• Reporting and documenting activities
• Communication with accountant
• Coordination with WMID Simple APG Project Manager about correspondence with external parties

Employee 8: Sundanese language program staff

     Coordination with program manager (20%)     Communication with community (5%)     Tutoring and assisting Wikipedians (50%)     Managing workshops and/or gatherings (20%)     Reporting and documenting activities (5%)

The Sundanese language program staff is a contractor who will be based in Sukabumi, West Java (around 3.5 hours by train from Bandung). The person is a Wikipedian who will receive training to work on the program. Their responsibilities include:

• Coordination with program manager
• Tutoring and assisting new Wikipedians in creating and working with Wikipedia articles
• Managing workshops and/or gatherings
• Reporting and documenting activities