Grants:APG/Proposals/2012-2013 round1/Wikimédia France/Proposal form

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Wikimédia France received a funds allocation in the amount of 94,000 in 2012-2013 Round 1. This funds allocation was recommended by the Funds Dissemination Committee on 15 November 2012 and approved by the WMF Board of Trustees on 1 December 2012.

This proposal form for Wikimédia France's proposal to the FDC for 2012-2013 Round 1 may be viewed in tab view or standard view. To discuss this aspect of the proposal to the FDC, please visit the discussion page.


For some guidelines, please see this example proposal form.

All eligible entities will need to complete this form to request funds from the Funds Dissemination Committee (FDC). The completed document must be published in English on Meta by the deadline for each round (23:59 UTC 1 October for Round 1, and 23:59 UTC 1 March for Round 2).

The purpose of this document is to provide the FDC with an overview of your annual plan, the alignment of the plan to the Wikimedia movement’s strategic goals, and the potential impact and effectiveness of the plan. This proposal should complement any annual planning documents you may have: please complete all fields as mandatory and add links to supporting documents where relevant.

Each section of the proposal provides guidance on the amount of detail expected in response to each question or field. If you have additional questions about the form, please contact the FDC support team.

A few terms used in the form:

Basic information

Table 1.

Legal name of affiliated entity Wikimédia France
Contact name Thierry Coudray
Contact position in entity Executive Director
Contact username TCY
Contact email thierry.coudray@wikimedia.fr
Entity fiscal year (mm/dd–mm/dd) 01/07 -> 30/06 (note that until 2011, WMFr fiscal year = calendar year)
Timeframe of funds currently requested (mm/dd/yy–mm/dd/yy) 01/07/12 -> 31/12/13 (18 months)
Date posted mm/dd/yy1 04/10/12
Round submitted (1 or 2) 1
Currency requested2 Euro
Exchange rate used (currency requested to $US) and date accessed (mm/dd/yy)3 1,2512
Average of July, August and September rates, given by the Banque de France
/www.banque-france.fr/economie-et-statistiques/changes-et-taux/les-taux-de-change-salle-des-marches/parites-moyenne-mensuelle.html


Table 2.

In currency requested In $US
Total annual expenses of entity 1 116 250 € 1 396 652 $
Amount proposed to the FDC for the coming year's annual plan 768 150 € 961 109 $
Amount to be raised from non-FDC sources 16 000 € 20 019 $
If applicable, amount of FDC funds allocated to entity last year

1The proposal is assumed to be final as of the deadline for each round (23:59 UTC, October 1 for Round 1, and 23:59 UTC March 1 for Round 2). After the deadline, the proposal must not be further modified; any further commentary should be included on the talk page.

2Currency requested is defined as the currency in which you wish to receive funds (e.g., EUR, GBP, INR).

3This exchange rate should be used throughout the form.

Background, history, and mission

This section provides the FDC an overview of your entity's background and history. Please respond to each question below with 1-2 sentences to a maximum of a paragraph.

  • When was your entity established?
October 23th 2004
  • What is the mission of your entity, and how does it support the goals of the Wikimedia movement?
Wikimedia France - Association for the free share of knowledge (Association pour le libre partage de la connaissance) is a non-profit association aimed to support in France the free dissemination of knowledge including projects hosted by the Wikimedia Foundation.
  • What is its current leadership structure (e.g., executive staff structure, board / governance structure)?
If you have an organogram or organizational chart for your organization, please provide a link.
  1. General Assembly of Members (Assemblée générale): meets once a year (mandatory), sometimes twice, elects the board, approves the financial reports, votes the budget and on any items on the Agenda.
  2. Members elected Board : The board elects a President, a Vice-President, a Treasurer, a Deputy-Treasurer, a Secretary and up to six regular members; two-year term limit, half of the board is reelected each year.
  3. One Executive Director.
  • How many staff are employed by your entity?
4 (5 mid-october).
  • Approximately how many volunteers participate actively in your entity?
between 20 and 30 very active.
  • How many members does your entity have?
303 at October 1th, 2012.

Reflection on past activities and innovations

This section provides the FDC with information about your entity's past activities and strategies. Please answer the questions below with your reflections on the past fiscal year. Responses to each question should be one or two paragraphs.

  • How does your entity define and measure "success"?
How Wikimedia France impacts quantity and quality of the projects, able to answer “Yes” to the question "If Wikimedia France does not exist, will it change anything for Wikipedia, Wikimedia Commons, etc. ?"
But such measurements of our actions are not easy and objective. So Wikimédia France thinks to work in the future on formal metrics and to be help for that.
Now, are measured :
  • How much free contents are created or existing contents become free for example with projects like Wiki loves Monuments or GLAM partnerships.
  • More and more, we have projects reports with what worked and what didn't and why and improvable points.
  • Contacts from media as a Wikimédia France recognition : the association has become a key contact for more and more medias and institutions so in a better position to promote Wikimedia projects.
  • Please give at least three examples of successful activities that your entity has completed. If available, provide links to information about these activities.
  • Involvement in promotion of local languages  : since 2011, Wikimédia France is well recognized as an important actor for saving and growing free content in regional and local languages of France. We were invited by the French Ministry of Culture at the General Conference about languages in the French overseas territories (États-généraux du multilinguisme dans les outremer). The participants have written the report on Wikibooks and some content about the conference and about regional languages was uploaded on Wikimedia Commons. Links : report on the Signpost ; blogpost on blog.wikimedia.fr ; Category on Wikimedia Commons
  • Involvement in the Francophonie inside and outside the movement :
    • Wikimédia France is involved to help the Francophonie into the Wikimedia Movement : Wikimedia Canada and Wikimedia France were invited together in the World Forum for French Language (Forum mondial de la langue française) in Québec City (Canada) in July, organized by the International Organization of the Francophonie (Organisation internationale de la Francophonie), to present and promote the Wikimedia projects. We start a Wikimedia group with French-speaking wikimedians all around the world to promote projects and contributions in French (one discussion list, one meeting at Wikimania, projects for 2013, a French-speaking WikiConv in project)
    • Afripedia : offline project in West and Central Africa, partnership with the French-speaking University Agency (Agence Universitaire de la Francophonie) and the Institut Français (Cultural network of the French Ministry of Foreign Affairs) to give access to Wikipedia with Kiwix technology in dozen of universities in French-speaking African countries. The project includes software development, new type of material (plug computers), new educational material, workshops in Africa. We expect to give at least offline Wikipedia access to several thousands of students and training how to contribute to several hundred people. Links : blogpost on the Wikimedia Foundation blog ; press report (in French) in Slate Afrique
  • Programs to promote scientific contribution : several projects with PhD students and researchers to promote scientific popularisation on Wikipedia. About 60 PhD students contribute to Wikipedia. Links : Chapter report september-december 2011
  • What are the plans/strategies that did not work for your entity in the past? What did your entity learn from that experience / those experiences?
  • Not responding to all the requests. Wikipedia began now to be well recognized in France, so we are often approached by institutionals or medias but our structure does not have the size to handle this flow as we tried at the beginning. Responses to all are not effective, according to the applicant. We must be able to "qualify" the speaker and evaluate quickly time spent and the return to expect.
  • Convince institutions to liberate their content, but fail to take the next step and not release this content. Staff or experimented volunteers are able to convince institutions to make their contents free but this institutions are not able to do that themselves and we do not enough have motivated volunteers to do that especially recurrently. We have to empower cultural institutions, to provide to them facilitation tools and increase number of experimented volunteers and keep them motivated.
  • Conferences & lectures about Wikimedia projects are a rewarding activity but it's time-consuming and have no direct measurable impact on the contents. We have to continue to promote Wikipedia and the others projects but we must focus more on workshops to train new contributors.
  • Difficulties to have a good coordination between volunteers and staff: we want to keep a deep volunteers involvement in the different chapter’s projects, with working groups and discussion lists. The staff people must be in support of the volunteers and help them to run the projects they want. At the same time, the staff must follow the strategic plan voted by the board chapter and respect targets. We learn and we try to have better coordination and cooperation between volunteers and staff members.
  • What else has your entity learned or innovated upon that could benefit the broader Wikimedia movement?

Where available, please link to the following to provide supplemental information to the FDC:

  • Link to previous completed fiscal year annual plan
Wikimedia_France/Programs_2012
  • Link to previous completed fiscal year annual report
Wikimédia France/Annual report 2011
  • Link to previous completed fiscal year grant report (if your entity has received funds from the FDC)

Year-to-date progress

This section provides the FDC information about how your entity is progressing against the current fiscal year's planned budget (revenues and costs).

Please provide the relevant information below. "Year to date" refers to the period between the start of your entity's current fiscal year and the date of submission of the proposal(+). If it is helpful to link to your entity's current fiscal year plan and budget, please do so.

Table 3.

Current fiscal year planned budget Year-to-date actuals+ Variance
In currency requested In $US In currency requested In $US %
Revenues (from all sources) 1 358 500 € (2) 1 699 755 $ (2) 1 341 438 € 1 678 407 $ 99%
Spending 1 271 580 € 1 591 000 $ 827 656 € 1 035 563 $ 65%

+ Actual year-to-date financials should be provided as close to the proposal submission date as possible; best approximations are sufficient.

Table 3. details:

Based on the variance percentages above, please describe how your entity is progressing against revenue and spending targets. If you expect your entity to be significantly under or over target on either revenue or spending, please provide a detailed explanation.

Key initiatives and objectives of the upcoming year annual plan

The table is intended to provide an overview of your entity's upcoming year annual plan and its alignment with the movement's strategic goals; please provide short phrases or 1-3 bullet points for each initiative in the table below. Feel free to add more details below the table (1-2 paragraphs per initiative). You can also link to any other documents that you think might be helpful as context.

If you feel you have an initiative that fulfills a strategic goal that is not immediately identified with a Wikimedia strategic goal ('readership' rather than 'editorship', for instance), please add that in the table and offer us your rationale.

Please link to your entity's strategic plan if you have one.

Strategic plan link: Wikimédia France/Programs 2013

Table 4.

Key initiatives What are the objectives of this initiative (include metrics)? Which Wikimedia strategic goal(s) does this initiative address? What key activities / milestones are associated with this initiative? How will your entity accomplish this initiative? How will your entity measure and track success of this initiative?

Éducation


  • Reaching new editors in the Academic World (students, PhD students, professors and researchers)
  • Promote and explain Wikimedia projects in secondary school

Increase participation
Improve quality
Increase reach


  • 1.1 About 15 trainings workshops on the upcoming year with PhD students and researchers.ecology topics.
  • 1.1 From February 2012, launching a partnership with the French Society of Ecology (Société Française d’Écologie) to improve related Wikipedia coverage
  • 1.2 For the first time in France : "Wikiconcours" (article edit contest) with high school students in Toulouse
  • 1.3 Publish and widely disseminate educational materials (booklets/Website) for teachers to empower them on their use of Wikipedia with their students.

  • 1.1 Most workshops are already scheduled with universities for the upcoming year. The link with universities and training workshops will mainly provided by the staff member in charge of Education Program. Welcoming and monitoring training participants on Wikipedia will be supported by volunteers. Société Française d’Écologie project will be monitoring by staff member and boards members of this Society.
  • 1.2 In partnership with 5 educational institutions and the Regional Educational Resource Centre (Centre Régional des Ressources Pédagogiques) in Toulouse. This contest is coordinated by volunteers and staff member.
  • 1.3 Educational materials will be diffused during several conference or fairs : "Rencontres Wikimedia Éducation" (Wikimedia Educations Forum) organised by WMFr in December 2012, WMFr stand and conference in the Salon Européen de l’Éducation (European Education Fair) in November 2012, etc.). The launching of the website is scheduled for early 2013.

  • 1.1 Number of people trained/raised awareness, number of contributions, setting up workshop evaluation survey
  • 1.1 Success indicator : 10% of them become regular contributors
  • 1.2 Number of contributions, number of press articles
  • 1.3 Number of unique visitors by months on the devoted website, number of booklets distributed

Research


  • Growing the scientific knowledge about Wikimedia projects
  • Develop tools to help contributors

Encourage innovation


  • 2.1 Organization of the 2nd “Wikimedia France Research Award”
  • 2.2 Supervision of engineering students from École Centrale de Lille (major engineering college) on a research project related to Wikipedia (about geolocalisation WP articles) on the upcoming year.

  • 2.1 Price organization and process has already been tested in 2012. This action is coordinated by volunteers and staff member.
  • 2.1 This project is scheduled for 2 years. It is fully coordinated by volunteers and École Centrale de Lille.

  • 2.1 Success indicators : number of articles proposals in competition , number of press articles
  • 2.2 Students are required to deliver several assessments during the project

GLAM


  • Increase free cultural content
  • Involve GLAM staff in contributions

Increase participation, Improve quality, Increase reach


  • 3.1 Workshops with GLAM institutions to learn how to contribute. Contributions about GLAM subjects
  • 3.2 Partnerships with GLAM institutions to liberate content (upload on Wikimedia Projects)
  • 3.3 Projects with volunteers and GLAM institution to create free cultural content (photographs, video, texts)

  • 3.1 Organization of several workshops (10) with volunteers and staff members for GLAM institutions
  • 3.2 Part-time job for a technical employee to help uploading and train people from institutions to share their content
  • 3.3 Sustaining volunteer to have contacts with institutions, helping to have good material

  • 3.1 Number of new contributors in GLAM staff, number of contributions, retaining new contributors
  • 3.2 Number of content uploaded on Wikimedia projects, quality of the description, categorization, re-use on Wikimedia projects, page views
  • 3.3 Number of contents uploaded supported by Wikimedia France in GLAM themes

Francophonie and local languages


  • 4.1 Afripedia Project : offline access to Wikipedia in Central and West Africa
  • 4.2 Local languages : increase communities of contributors in local languages in France’s mainland and overseas
  • 4.3 Francophonie : support the Francophone group into the Wikimedia Movement ; support francophone communities in their structuring ; doing projects to increase the french contents in cooperation with other french-speaking

Increase participation, Improve quality, Increase reach


  • 4.1 Deployment of plug computers and workshops in african universities
  • 4.2 Events and workshops in partnership with institutions and communities to present Wikipedia and promote contribution ; creation of new wikipedia in local languages ; progression of contributions in Wikipedia already active
  • 4.3 Realization of a francophone newsletter about the Wikimedia projects (inspired by The Signpost and the French Regards sur l'Actualité de Wikipédia) ;
  • 4.3 Coordination to promote the projects outside the Wikimedia world (eg. international organization of Francophonie) ;
  • 4.3 Help and sustain to create new chapters in French-speaking countries (Belgium, Tunisia, etc.)

  • 4.1 Organization of deployment and workshops with a part time employee. The first deployment is planned for november 2012
  • 4.2 Organization of events and workshops, help for creation or sustain communities with a part time employee
  • 4.3 Coordination with the francophone discussion list (already existant but not very active) ;
  • 4.3 Help with a part time employee

  • 4.1 Number of plugs installed, number of people in workshops, number of new contributors, number of people with offline access to Wikipedia
  • 4.2 Number of events and workshops, number of new contributors, number of contributions, number of new Wikipedia projects created
  • 4.3 Number of people involved in the francophone group, number of new chapters in creation, number of suscription and publication of the francophone journal

Semantic


Sustain the development of tools to reuse Wikimedia content with semantic approach


Encourage innovation


Development of Semanticpedia, a platform to give access to Wikimedia projects (in French) with semantic tools. For 2012-2013, the partnership expect to have semantic extraction of Wikipedia and Wiktionnary and dozen of re-users


Partnership with French Ministry of Culture and INRIA (national scientific institute) + working group with French wikimedians involved in semantic approach


Compliance with the timetable ; number of re-users and downloaders (institutions, etc)


Community


Sustain the community and its projects, including events, pay for material (books, material for photographs etc), WikiConv, sustain for Wikicontests, etc.


Increase participation, increase reach


  • 6.1 Sustain for organization of a Wikicon ;
  • 6.1 Help and sustain for WikiLovesMonuments ;
  • 6.1 Events with partnerships (like OpenStreetMap)
  • 6.2 Micro-grant comitee ;
  • 6.3 Increase new volunteers and contributors
  • 6.3 Develop local partnerships

  • 6.1 1 full time employee to help and sustain the volunteers projects ;
  • 6.2 Processing for micro-grants already running ;
  • 6.3 Deployment of 5 volunteers in civilian service supervised by a staff member in charge of territorial development

  • Number of micro-grants delivered ;
  • Compliance with the timetables and goals for the wiki-events ;
  • Number of contents on Wikimedia projects "supported by Wikimedia France"
  • Number of the memberships ; number of partnerships

Communication


  • Sustain the projects with material and pedagogic documentation
  • Communicate about our project inside and outside the movement, to encourage participation

Increase participation



  • Provide documents and pedagogic documentation for all of our projects
  • Goodies and material for stands and conferences
  • 1 full time employee to sustain volunteers and coordinate communication

  • Number of pedagogical documentation shared
  • Number of report for the Wikimedia movement ; number of blogposts published ; number of visits on our websites

Europeana


Support to the GLAM wiki project in cooperation with Europeana, WM-UK, WM-NL and WM-Fr


Increase participation, improve quality, increase reach, encourage innovation


Financial support and participation in the different meetings with the 4 partnerships


One project referent and one technical referent


Compliance with the timeline, respect of the payment engagment, good reports about the progression of the project


Technique


Technical projects to support other projects


Increase reach


  • 9.1 Creation of a glam-toolbox for French GLAM institutions with documentation, metric tools, support by the community ;
  • 9.2 Realization of a new website for the chapter

  • 9.1 Work with the GLAM working group (volunteers) and part time employee

Number of users for the glam toolbox ; page views on the websites






Table 4. details:


Additional context for the upcoming year annual plan / SWOT

Please provide 1-2 paragraphs for each response below. SWOT stands for your organizational strengths, weaknesses, opportunities, and threats.

  • What organizational strengths enable your entity's plan (e.g., leadership, governance structure, community participation, fundraising)?
Wikimédia France is a long standing chapter (2004) with experience on :

Accounting and financial management (empowerment and security of fundraising process)
Experience effect of a staff team
Project managing
Volunteers involvement
Strongs institutional partnerships (GLAM, Education)

  • What external opportunities enable your entity's plan (e.g., socio-political context, community participation, fundraising)?
Wikimédia France is recognized as a trusty partner

For the last 18 months, Wikipedia’s image has changed in France, facilitating our partnerships development and media contacts.

  • What are key risks or threats that would prevent you from achieving your plan (e.g., leadership turnover, governance challenges, lawsuits, fundraising, community participation, socio-political context)?
Declining volunteers involvement. A balance must be found between employment and volunteer activities.

Can not respond to all partnership proposals (not enough volunteers or too many/big project proposals)
Financial uncertainty to run long-term projects

  • How will you minimize these risks and threats?
Provide more support to Wikimédia community (materials, meetings, “doors opener”, logistics). The community must feel that Wikimédia France is there to help them in improving the projects.

Be present on a large part of the territories to develop, consolidate our network, promote the creation of local groups of contributors.
Diversify our financing base.

Financials for the upcoming year's annual plan

  • Provide your financial overview for the upcoming year in the format below.
Please link to your detailed budget (translation into English highly recommended) in addition to completing the tables below.
Detailed budget link:
Revenues

Please list anticipated revenues, by source (e.g., FDC, Wikimedia grants programs, public funding, membership fees, local donations, event fees)
Table 5.

Revenue source Anticipated (in currency requested) Anticipated (In $US)
FDC 768 150 € 961 109 $
Members fees 10 000 € 12 512 $
Financial interests 6 000 € 7 507 $
Former fiscal year cash (less 6 months payroll provision) 332 100 € 415 523 $









Table 5. details:


Current entity staff (e.g., Included in year-in-progress budget)

Role / functions might include program administration, finance, fundraising. Please include both part-time and full-time staff.
Table 6.

Role / Function Number of staff Percentage of staff time+
Executive director 1 100%
Director of programs 1 100%
Fundraising 1 100%
Community, outreach and technology 1 100%
Research and education 1 100%








+Please include estimates of the percentage allocation of staff members. For example, for full time staff, you would put 100% in this column. For half time staff, you would put 50% in this column.

Table 6. details:


Proposed new staff for upcoming year annual plan

Role / functions might include program administration, finance, fundraising. Please include both part-time and full-time staff.
Table 7.

Role / Function Number of staff Percentage of staff time+ Duration Rationale for hiring new staff
Administrative assistant 1 100% Permanent Support administrative tasks (salary, expense reports, budget monitoring)
Francophonie and local languages 1 100% Permanent Activities deployment on this topics, respond to several new partnerships
Communication 1 100% Permanent Increase the visibility of our activities, facilitate communication inside and outside the movement
Community 1 100% Permanent Facilitate the involvement of volunteers and Wikimedia community
Territorial development (1 officer and 5 volunteers in civilian service) 6 5 in 75%, 1 in 100% 1 permanent (officer) and 5 for 9 months Territorial reinforcement and development
Internship 2 100% 3 months for both of them communication support








+Please include estimates of the percentage allocation of staff members. For example, for full time staff, you would put 100% in this column. For half time staff, you would put 50% in this column.

Table 7. details:


Summary of staff expenses

Table 8.

In currency requested In $US
Current staff expenses 389 650 € 487 530 $
Proposed staff expenses 252 400 € 315 802 $
Total staff expenses 642 050 € 803 332 $

Table 8. details: based on 18 months

Expenses by program/initiative

Expenses are costs associated with any programs, initiatives, or projects your entity manages (e.g., event costs, materials, transportation). Please exclude any staff costs that are included above. “Programs / initiatives” might include education programs, outreach programs, etc. Please include any administration costs (e.g., office space rental, utilities) affiliated with each program along with any overall administration costs that are not affiliated with any particular program (e.g., Administration should be considered a "Program" under the first column.)

Table 9.

Program / initiative In currency requested In $US
Education 27 750 € 34 720 $
Research 6 000 € 7 507 $
GLAM 8 000 € 10 010 $
Francophonie and local languages 73 000€ 91 338 $
Semantic 7 000 € 8 758 $
Community 53 000 € 66 314 $
Communication and pedagogical documentation 37 500€ 46 920 $
Europeana 60 900 € 76 198 $
Technique 18 000 € 22 522 $
Territorial development 17 250 € 21 583 $






Total expenses 308 400€ 385 870 $

Table 9. details:


Summary of total revenues and expenses

Table 10.

In currency requested In $US
Total Revenues 1 116 250 € 1 396 652 $
Total Spending 1 116 250 € 1 396 652 $
Net (revenues less expenses)
Reserve balance, if applicable+

+ Cash reserve balance should include cumulative reserves and any net revenue

Table 10. details:


Verification that this proposal requests no funds from the Wikimedia Foundation for political or legislative activities

Enter "yes" or "no" for the verification below.

The term “political or legislative activities” includes any activities relating to political campaigns or candidates (including the contribution of funds and the publication of position statements relating to political campaigns or candidates); voter registration activities; meetings with or submissions and petitions to government executives, ministers, officers or agencies on political or policy issues; and any other activities seeking government intervention or policy implementation (like “lobbying”), whether directed toward the government or the community or public at large. Grants for such activities (when permitted under U.S. law and IRS regulations) should be sought from the Wikimedia Grants Program.
I verify that this proposal requests no funds from the Wikimedia Foundation for political or legislative activities Yes


This form was created by: TCY (talk) 21:21, 4 October 2012 (UTC)