Grants talk:Programs/Wikimedia Community Fund/Rapid Fund/WikiDiplomasi:Improving the Quality and Scope of Diplomacy Content on Wikipedia (ID: 22651693)

Follow-up questions/ comments

Hello @Kanzcech,

Thank you for putting in a grant application.

As this is the first time applying for the rapid fund grant, would you be able to share more about:

1) Your experience and participation in the Wikimedia movement;

2) Your previous experience in accessing and managing a grant of similar budget, editing and movement organising experience etc. We have access to these: https://guc.toolforge.org/?by=date&user=Kanzcech https://meta.wikimedia.org/wiki/Special:CentralAuth?target=Kanzcech Based on the scope, it is not clear if you (or your team) have the experience/ expertise to undertake the project. If you have online links to your professional work (i.e. subject matter expertise)/ volunteer experience in documenting similar projects, please also share them here.

3) What are the different wikimedian communities you are working in Indonesia? How are you interracting/ collaboraing with them (individuals/ recognised or unrecognised groups)?

4) How did you learn about the Wikimedia Foundation grants and what motivated you to put in an application?

For this grant application, we would like to share the following:

5) Could you also share the google link to your proposed budget and timeline document for the project? This is because while you have uploaded it on Fluxx as a PDF, it is not loading onto the metapage.

6) Related to question 2 and 3, could we confirm the start and end dates of your project?

7) Related to question 8, thank you for providing a detailed outline of the roles and responsibilities of your project team. Would you also be able to provide more details about their experience within the Wikimedia movement? For example: wiki username/ role in project/ experience in the movement.

8) Related to question 9, how do you plan to establish contact with these universities and how were these partners shortlisted - Universitas Brawijaya (Malang), Universitas Indonesia (Jakarta), Universitas Padjajaran (Bandung), Universitas Gadjah Mada (Yogyakarta), Universitas Pembangunan Nasional Veteran Yogyakarta, and Universitas Udayana (Denpasar); likewise for the following: hold meetings with key stakeholders (e.g. Indonesian Ministry of Foreign Affairs, universities, and local Wikimedia communities)

9) How do you plan to conduct the content gap analysis to identify topics/articles needing improvement or creation and how do you plan to assess the quality of diplomacy-related content on Indonesian Wikipedia? Could you broadly share your approach?

10( 6) We also recommend putting up a Diff post to share your experiences post project

Thank you.

Regards, Jacqueline JChen (WMF) (talk) 04:36, 26 June 2024 (UTC)

Hello Jacqueline,

Thanks for reviewing our application. I will reply your questions one by one.

As this is the first time applying for the rapid fund grant, would you be able to share more about:

1) Your experience and participation in the Wikimedia movement;

I am an Indonesian Wikimedian with 3 years experience since 2021. I have been participated in the Wikimedia movement, in various Wikimedia projects - primarily Wikipedia - but also Wikisource, Wikidata, Wikibooks, Wiktionary among others. In the last three years I participated in several Wikimedia competitions and challenges, such as 1Lib1Ref and EU4Peace. In 2023 I initiated a student club in a university setting under the umbrella of Wikimedia Indonesia's Education Team, namely Klub Wiki Universitas Brawijaya. It started as a student club within departement of International Relations and eventually it grows with additional members from outside the department. I also actively participated in several conferences in Indonesia and beyond, namely WikiNusantara 2023 and 2024, Wikimania 2023 and ESEAP Conference 2024. In each conference, I presented and discussed my experiences in promoting Wikimedia movement to wider audience, especially at the higher education, and managing Klub Wiki UB.

2) Your previous experience in accessing and managing a grant of similar budget, editing and movement organising experience etc. We have access to these: https://guc.toolforge.org/?by=date&user=Kanzcech https://meta.wikimedia.org/wiki/Special:CentralAuth?target=Kanzcech Based on the scope, it is not clear if you (or your team) have the experience/ expertise to undertake the project. If you have online links to your professional work (i.e. subject matter expertise)/ volunteer experience in documenting similar projects, please also share them here.

In Wikimedia setting, I participated as a volunteer for WikiGap in 2022 in which I contacted, coordinated, and managed WikiGap online participants. I also volunteered at the biggest Wikimedia conference, Wikimania 2023 in Singapore. In smaller scale, I regularly supervised KlubWiki UB activities that are funded by the Wikimedia Indonesia's Education Team.

In addtion, I have work experiences that are related to managing grant projects and budget. In 2017-2018, I worked at WWF-Indonesia for USAID SEA project which provide me ample experience in managing activities within a project with large-scale budget. As a lecturer at Universitas Brawijaya, I also work with several people in managing grants, such as research grants and publication grants. In the last two years, I participated as a committee in BRAUSC, a student conference funded by Japan Foundation grant (https://www.instagram.com/brausc_official/). More info about my professional experiences could be accessed on my LinkedIn: https://www.linkedin.com/in/kanyaprasetyo/

3) What are the different wikimedian communities you are working in Indonesia? How are you interracting/ collaboraing with them (individuals/ recognised or unrecognised groups)?

We have identified several Wikimedian communities that are interested in our project, namely Jakarta Wikimedia Community, Bandung Wikimedia Community, Yogyakarta Wikimedia Community, and Denpasar Wikimedia Community. I maintain regular communication with members of those communities and I have communicated our initial plan regarding the project.

4) How did you learn about the Wikimedia Foundation grants and what motivated you to put in an application?

During WikiNusantara 2024, there was a session by Raymond Sutanto from Creative Commons Indonesia regarding Wikimedia Foundation grants. I also learned about the grants from fellow Wikimedians, such as Arjuna (User:Ardzun) that recently organized WikiTutur and Ghozi that is involved in grant committee. Through the session and the discussions afterwards, I realize that we could put in an application that could cater to our needs and interests. In addition, I was also motivated by our shared concerns and interests at Klub Wiki UB that we need to promote Wikimedia movement to our fellow International Relations scholars and general public. Through diplomacy-related contents, we believe we can share our expertise, experience, and insights and encourage others to do the same so we could improve the quality and quantity of the contents and grow the Wikimedian community as well.

For this grant application, we would like to share the following:

5) Could you also share the google link to your proposed budget and timeline document for the project? This is because while you have uploaded it on Fluxx as a PDF, it is not loading onto the metapage.

Here are the google links to access our program Budget (link: https://docs.google.com/spreadsheets/d/199RBhA_q-gcRn-5BrB26o_s6BRR5mbZl8vYkB1bzIjg/edit?usp=sharing) and Timeline (link: https://docs.google.com/spreadsheets/d/1sOACg3bD7KZyGZaVxaHYeT_e7ooCS69-ReAWfr4S6dU/edit?usp=sharing).

6) Related to question 2 and 3, could we confirm the start and end dates of your project?

With various considerations regarding project preparation, project implementation, and project evaluation, we chose the time period from January 6, 2025 to 16 May 2025.

7) Related to question 8, thank you for providing a detailed outline of the roles and responsibilities of your project team. Would you also be able to provide more details about their experience within the Wikimedia movement? For example: wiki username/ role in project/ experience in the movement.

• WMWis: Project Assistant - General Affairs; advisor of KlubWiki UB and contributor of Indonesian Wikipedia, help manage the project; …
• Rhani Lilianti Kata: Project Assistant - External Affairs; member of KlubWiki UB and contributor of Indonesian Wikipedia, designated as the main contact person, engage with local communities, trainers and speakers, manage registration form, and trainer; participated as a participant in the WikiGap, Kopdar ‘Bulan Perempuan Wiki’, edited and created some Indonesian language Wikipedia articles, and participated in the East Java WikiTutur.
• Farizor: Project Assistant - Secretary; member of KlubWiki UB and contributor of Indonesian Wikipedia, manage registration form, help preparing presentation and publication materials, track participants' edits and contributions, manage evaluation surveys, and trainer; …
• Almasiva tirta maedy: Project Assistant - Treasurer; member of KlubWiki UB and contributor of Indonesian Wikipedia, manage financial aspect of the project, track budget income and expenditure, help prepare presentation and publication materials, and trainer; …
• Yohanes Melanthon Hasudungan Tambunan: Project Assistant - General Affairs; member of KlubWiki UB and contributor of Indonesian Wikipedia, prepare meals and event logistics, track participants' edits and contributions, manage evaluation surveys; …
• Local volunteers: 4 local volunteer representatives whose role is to assist the trainer in preparing the location, food and event logistics and conducting edit-a-thons. Volunteers are contributors to Wikimedia projects who come from Jakarta Wikimedia Community, Bandung Wikimedia Community, Yogyakarta Wikimedia Community, and Denpasar Wikimedia Community.

8) Related to question 9, how do you plan to establish contact with these universities and how were these partners shortlisted - Universitas Brawijaya (Malang), Universitas Indonesia (Jakarta), Universitas Padjajaran (Bandung), Universitas Gadjah Mada (Yogyakarta), Universitas Pembangunan Nasional Veteran Yogyakarta, and Universitas Udayana (Denpasar); likewise for the following: hold meetings with key stakeholders (e.g. Indonesian Ministry of Foreign Affairs, universities, and local Wikimedia communities)

We will establish contact with these university partners through the existing Wikimedia communities in the respective campus cities, specifically targeting the international relations departments, which are directly related to diplomacy. At the university level, we will reach out via official program email addresses, student associations, and existing relationships we have established so far. This approach will also be applied to contacting key stakeholders; we will leverage our Wikimedia connections and the relationships the International Relations Department of Universitas Brawijaya has with these stakeholders. All initial coordination will be conducted using online meeting platforms.

9) How do you plan to conduct the content gap analysis to identify topics/articles needing improvement or creation and how do you plan to assess the quality of diplomacy-related content on Indonesian Wikipedia? Could you broadly share your approach?

To conduct a content gap analysis, we will employ a multi-faceted approach. First, we will monitor existing Wikipedia pages relevant to our focus areas, identifying topics and articles that require improvement or creation. Additionally, we will conduct surveys targeting students and lecturers in international relations departments and the general public to gather insights on specific topics of interest and areas lacking comprehensive information. This dual approach will ensure that our content gap analysis is thorough and reflective of the needs and interests of both the academic community and the broader public.

10( 6) We also recommend putting up a Diff post to share your experiences post project

Thank you for the suggestions, we will share our experiences at Diff.

Regards,

Kanya Kanzcech (talk) 05:03, 28 June 2024 (UTC)

Your grant application has been approved

Hello @Kanzcech,

Thank you for your detailed response to the follow-up questions/ comments.

Congratulations! Your grant application has been approved in the amount of IDR 74,600,000 from 6 January 2025 to 16 May 2025. With this approved amount, do submit a revised budget by adding tabs to your existing spreadsheet and labelling it revised. Please reply to this talkpage message once the adjustments have been made.

Let’s continue having regular conversations over the course of your grant implementation. Please let me know if you require support in any way or would like to share your experiences with a wider community through the Let's Connect Programme or at ESEAP community meetings.

Note on grant funding amount

In your award letter/email, you may observe that the USD equivalent may be different from that floating exchange rate on Oanda. This is because (at the moment) we apply a pre-determined exchange rate for each grant as determined by the WMF Finance team. Hence the local currency amount had to be adjusted.

We know even the best thought through plans may change.

In the event that there are changes to your implementation schedule, you can reach out to request for a grant extension (i.e. extend end date). Similarly, if there is a surplus budget or changes to your planned budget, you can reach out to me about reallocation (via email and on this talkpage). There is also the option to have the unspent funds deducted against a future grant. More details here: https://meta.wikimedia.org/wiki/Grants:Return_unused_funds_to_WMF

Disbursement of Funds

To facilitate the funds disbursement process, we seek your prompt response on Fluxx and via emails with the WMF Grants Administrator team (grantsadmin@wikimedia.org). We highly encourage you to submit all supporting documents and endorse the grant agreements within the stipulated time frame. When in doubt, proactively reach out to the WMF Grants Administration team and copy your programme officer.

Additional resources which may be useful

• The reporting requirements and templates for the grant can be found here. All reports are to be completed and submitted via Fluxx.
• Timelines for reporting can be found in your grant agreement or on Fluxx.
• Instructions for post award: https://meta.wikimedia.org/wiki/Grants:Processing/Grantee_Portal/Post_award
• Documenting project expenses: https://meta.wikimedia.org/wiki/Grants:Documenting_project_expenses

We thank you for your participation in the grant application process and hope to continue to journey with you as you embark on this project. Good luck!

Regards, Jacqueline JChen (WMF) (talk) 12:07, 28 June 2024 (UTC)

Hello @Kanzcech,

Our colleagues from the Global Advocacy team also participated in the review of your grant and would be keen to learn more about your planned activities when you start your project. I'll be connecting you with a colleague via email. Thank you.

Regards, Jacqueline JChen (WMF) (talk) 12:12, 28 June 2024 (UTC)