Grants talk:Project/Rapid/Wikimedians of Cameroon User Group/Wikidata Editathon 2018 (Buea)/Report

Hello Eugene233 thank you for putting together this report. Even though you didn't hit your target attendance I think it was a well attended event. I also enjoyed reading your plans for how to make a similar event more successful next time. Some of comments/questions for you:

1. Did you use a dashboard for your editathon so you can track your participants during and after the event?
2. I had some follow up questions on your expense documentation. I think your total expense on this report is less than what you actually spent. By my count it looks like you spent a total of 1,141,050 CFA. So there is a variance of 166,050 CFA. Below are the items I saw in your expense documentation but I didn't see in your report.

Expenses from Source Du Pays and wine house. I account for an additional 35050 CFA from those receipts

I also added up all the transportation receipts of visiting participants as well as the bus tickets you submitted and I get a total of 156000 CFA as opposed to the 125000 CFA you reported. That means there is a discrepancy of 31000 CFA

There is another receipt in addition to the hotel food receipt for 100,000 CFA for snacks. That is also not listed in your report.

So these three items add up to an additional 166050 CFA that is not accounted for in your report. Can you please help me understand your expense documentation.

Lastly, I wanted to ask about the line item 'Refund of venue allocation fee'. I just want to clarify that the venue charged you 10000 CFA and then another 600,000 to rent the venue. It sounded like it was a holding fee that was returned when you paid the full amount but maybe I'm misunderstanding. Please let me know how this worked.

Best regards, WJifar (WMF) (talk) 17:03, 8 June 2018 (UTC)

Hello WJifar (WMF) a big thank you for finally opening this discussion. i will proceed with the following;

We use attendance sheets to keep track of the attendance during and after our events.

Concerning the follow up questions, I realized that we failed to add a few things on the report and also there was an error in reporting the total amount. Those have been corrected on the report. For clarity;

• The expenses from Source du Pays and Wine House which sums up to 35050 CFA was gifted by the organizers to support the event(this has been stated lately in the report).
• Concerning the transport receipts, we kept 140 000 CFA but used 125 000 CFA and stated a balance of 15000 CFA as stated in the report. we ensured that even those who provided receipts signed the forms to show that they actually received the funds. So you must have done double counts of both the receipt-confirmation pairs of those who benefited to have the excess.
• Thirdly, the 100000 CFA set out for internet paid to the hotel was refunded (can be verified by receipt N^o 009470). This is what was used to cater for days 2 and 3 by providing snacks (can be seen on receipt N^o 020 of 04/04/2018).
• Lastly, the venue allocation fee was paid before the arrival of the grant funds to secure the dates which the event days and this was refunded from the event funds as soon as it arrived. They call it caution. Eugene233 (talk) 17:55, 10 June 2018 (UTC)

Accepted

Hello Eugene233, thank you for helping me understand the finances on your report. I am accepting your report and I am also approving the use of the remaining funds for mission-aligned activities. Best regards, WJifar (WMF) (talk) 22:05, 11 June 2018 (UTC)