Grants:APG/Proposals/2013-2014 round1/Wikimedia CH/Proposal form

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Wikimedia CH received a funds allocation in the amount of 362,000 CHF (equal to about US$400,000) in 2013-2014 Round 1. This funds allocation was recommended by the Funds Dissemination Committee on 15 November 2013 and approved by the WMF Board of Trustees on 31 December 2013.


Basic information[edit]

Overview of grant request[edit]

In order to support community review, in no more than one paragraph, please provide a brief description of your entity's forthcoming annual plan, with focus areas and key objectives. Please also include the total amount requested in US$.

  • Closer to the Wikimedians, closer to the Wikimedia Projects is our goal for 2014.

During the State of the Chapters session of the last Wikimedia Conference, we emphasized that what Wikimedia CH is lacking the most is time, and in 2014 we are buying time. By increasing the staff, and especially increasing the time of staff available for the communities, we want to increase the support offers for Wikimedians, and have more impact on Wikimedians lives and the Wikimedia projects. In 2014, we will focus on 4 main programs: Community Support, Education, GLAM and Offline. In addition, we will have a thematic program around the topic of the Alps and an Association development program. We decided to focus on the communities, and the topics we are good at: GLAM, Education and Wikipedia Offline. In all these programs, we will have the goal to find new contributors to the Wikimedia projects. The Offline Dissemination program is an all new program. After years of supporting financially the development of Kiwix, we decided to go a step forward, and dedicate a project manager to the dissemination of the Offline Wikipedia. As it has been stated by Asaf Bartov at the last Wikimania, before starting to build an editor community, we need to have a strong basis of readers. One of the missions of the Offline program will be to collaborate with other chapters or user groups to create readers community in countries where we need to build an editors community. Some Wikimedia CH members have historically good connections to Africa (Ghana, Cameroon, Mali, South Africa, etc.), and we will valorize these connections by starting offline programs in those countries. But we will also develop partnerships with Wikimedia Canada, Indonesia or Australia to do outreach in indigenous populations. This year, Wikimedia CH is requesting 500'000 CHF to the Fund Dissemination Committee to cover 55% of our annual budget.

Our annual plan is available here as a pdf, and will be adapted in wiki format here soon.



Contact information[edit]

Table 1

Organization information Legal name of organization Wikimedia CH
organization's fiscal year (mm/dd–mm/dd) 01/01-12/31
12 month timeframe* of funds currently requested (mm/dd/yy–mm/dd/yy) 01/01/14-12/31/14
Contact information (primary) Primary contact name Charles Andrès
Primary contact position in organization Chief Science Officer
Primary contact username Chandres
Primary contact email charles.andres@wikimedia.ch
Contact information (secondary) Secondary contact name Patrick Kenel
Secondary contact position in organization President ad interim
Secondary contact username Pakeha
Secondary contact email patrick.kenel@wikimedia.ch

*Timeframe should ideally be for a 12 month period that begins after the FDC decision.


Amount requested[edit]

Table 2

Currency requested: CHF

Currency requested is defined as the currency in which you wish to receive funds (e.g., EUR, GBP, INR). Note that the FDC makes grants in local currency when possible.

Exchange rate used (currency requested to $US): 1

Please use Oanda.com on March 1 2014 to determine the exchange rate. Please use five decimal points.
Currency requested US$
Total annual expenses of organization 904 824 904 824
Amount proposed to the FDC for the coming year's annual plan 500 000 500 000
Amount to be raised from non-FDC sources 404 824 404 824
If applicable, amount of FDC funds allocated to organization last year 362 000 362 000
Based on the funding amount you are requesting, what is your entity's proposed rate of growth in budget since last year? Please explain your entity's rationale if your proposed budget will increase this year:
  • In 2014, both our budget and the amount requested from the FDC increase by 37%. In comparison to the 2013 initial budget, this increase is mainly due to a staff increase in 2013 and, to a lesser extent, in 2014. In 2013, we have learned two important lessons:
    • We need more day-to-day contacts with our members, and for this reason we recruited two Community manager/community liaison (German and Italian speaking) in 2013, whose role is to support the community. Since our association covers three large language area, with communities very active in several wikimedia projects, this requires more staff. However, we have benefited from a work culture where part-time jobs are possible, which made it possible to hire part-time positions.
    • Our first CAO left us after one year. We learned a lot from our debriefings with her at the end of the contract. One of our best solutions was to recruit a tandem of directors, one from inside the Wikimedia Movement and one from outside the movement, each with well-defined areas of competences, working closely together and with the Board (note that despite the title of "directors", they will not simply delegate the day-to-day work to other employees, but will actually perform most of it).
These hirings happened during 2013, and thus did not require funding for the full year, so that there was no overall increase in our 2013 budget. However, they have an effect on the 2014 budget, even though they do not represent new hires.
Staff increase in 2014 is much more limited; it includes only two part-time permanent positions (30% for Education programs and a 50% administrative assistant), and one short-term position (a 1 year project manager for a dedicated program, the Offline Dissemination Program).
The evaluation of the activity rate of each or our staff in 2014 is available here.
We believe that this basic staff structure is very efficient, and provides a sustainable framework for limited growth in future years.

Note the FDC Framework funding guidelines on the rate of growth of year-over-year FDC allocations. These guidelines relate not to an entity's overall budget, but rather to movement resources (that is, what the entity received through FDC allocations or grants or what the entity retained via payment processing in the prior funding cycle).



Background, history, and mission[edit]

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?
  • In 2006
What is the mission of your entity, and how does it support the strategic priorities of the Wikimedia movement (infrastructure, participation, quality, reach, and innovation)? We note that Wikimedia movement priorities will be interpreted and addressed differently in each context.
  • Wikimedia CH - Association for the advancement of free knowledge is a non-profit association aimed to support the free dissemination of knowledge in Switzerland, including projects hosted by the Wikimedia Foundation
What is your current leadership structure (e.g., executive staff structure, board / governance structure)? Please explain how budgets are managed and programs are executed between board and staff.
  • Board of 6 members, 4 staff, 1 Chief Information Officer (contractor), thematic Working Groups (volunteers)
If applicable, how many members does your entity have, and how do you define membership (e.g., attendance at events, paying dues)?
  • Today we define membership by requesting to join the association and by paying the membership fees. We now have 264 members (individuals and institutions)
What is the role of volunteers in your entity (e.g., help develop entity plans, participate in programs, edit Wikipedia)? Approximately how many volunteers does your entity serve?
  • The "role" of most of the Wikimedia CH volunteers is being Wikimedians and editing on Wikimedia projects. Today less than 20 volunteers participate in programs, discussions about the developement of the association. But 20 other volunteers conduct real life activities like meet-ups or going to an event to document it.
How do you know what the members of the community / communities you serve (including chapter members and broader online volunteers) need and want? How does this influence your strategic planning and decision-making?
  • We hired two community managers this year, and their mission is to create contacts with all our members and all Wikimedia community members in Switzerland. This year it especially changed our way to create the annual planning, we tried to get as much feedback as possible from community members about programs. The main goal of the leadership structure (Board + staff) is to narrow our programs around our members' needs. That doesn't mean that we're reducing activities to the ones the volunteers want to participate in only, but that we want those that belong to Wikimedia CH's mission according to the members' feeling.

Reflection on past activities and innovations[edit]

This section provides the FDC with information about your entity's past programs, 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"?
  • WMCH defines success by the increase of the credibility of our chapter in and out of the community, in order to increase the number of:
  1. members the chapter has
  2. new Wikimedians contacting Wikimedia CH to get support
  3. new or potential editors
  4. new institutional partners (funders, GLAMs, schools, etc.)
  5. capacity to build on the result of a project to improve it or create a new one.
Please give at least three examples of successful programs or activities that your entity has completed, and explain why they were successful. If available, provide links to information.
  • Wikipedia in jail: this project aims to provide access to Wikipedia offline for prisoners. The first successes are:
    adoption by a prison
    successful collaboration between a volunteer and staff
    creation of new opportunities for the same type of projects
    possibility to extend the first partnership to the education program of the prison, and then gaining new editors
  • Digitization of the Neuchâtel Herbarium: the first aim was to increase the number of quality pictures for dried pressed specimens of Swiss plants, but the success is more than just that, it's:
    more than 70'000 pictures ready to upload
    13 students involved
    a 30'000 CHF grant received from the Lotterie Romande
    a civilian servant who created an info-graphic for the digitization process, and another one who optimized the ergonomy of the work station
    the inclusion of the valorization of the pictures in the scope of the Botanical course for second-year Bachelor students in 2013/14
  • Wikip/media workshops
    Swiss Wikimedians have a great record of giving successful workshops on Wikipedia and the Wikimedia world in general. In September we had our first "workshop on workshops" with 7 German-speaking Wikimedians and the community manager that will lead to an increase in coordination.
What are the plans/strategies that did not work for your entity in the past? What did your entity learn from those experiences? What changes were made after learning from these experiences?
  • We haven't been able to implement the EduWiki conference as planned because of challenges with our partners at the educational institution we wanted to involve. However, the good news is that we were in contact in the meantime with a very big student association (Oikos) at the University of St. Gallen and we will be part of their conference in November. At the end it will cost us something like 10 fold less, but with the assurance to reach a lot of students. This association is also interested in organizing with us a Wikipedia Day conference in 2014. At the bottom line, we have cancelled a conference in 2013, but we are confident to win one in 2014 in cooperation with an important student network. Furthermore we learned that it takes time to cooperate with Swiss universities due to their rather traditional and conservative way of acting in the area of new social phenomena. This experiment confirmed us that it's not always good to force things to happen. What's important is to identify if the challenges can be overcome AND the result will be actually good. Overcoming a problem is not a result in itself, to be a success, this needs to open doors for further actions.
  • Some projects planned in 2013 have been postponed to 2014. Most of our 2013 projects were proposed by volunteers and were ambitious. We lacked a good balance between small initiatives that are easy to realize and big initiatives that need continuous efforts. We learned that before proposing an activity, we need to identify the points that can block the process, and prepare solutions. For the 2014 annual plan, this resulted in evaluating the staff time needed for each action individually.
  • So far we haven't been able to produce the desired “GLAM partnership protocol tool” to balance staff and volunteer capacity in order to manage GLAM partnerships efficiently. The main point is that GLAM strategy is continuously evolving and it's hard to fix rules. As an example, the probable availability of the GLAMWiki Toolset made us change our mind from "only few partnership at a time" to "being able to answer to a high number of GLAM requests".
What else has your entity learned or innovated upon that could benefit the broader Wikimedia movement?
  • Last June, we innovated by having the first "Wikipedia workshop for seniors and juniors". The Cyberthé in Neuchâtel is an activity organized by a local association. It wants to promote intergenerational collaboration and help 16- to 18-year old youths in scholar difficulties. Seniors (55+) are given computer help by these youths. The experiment was such a success in June that we are expanding it this academical year. We started with some Wiki Loves Monuments afternoons. In October, we will have four days called "Editing Wikipedia" for the teenagers. Next spring, we will start a new series of Wikipedia workshops for the seniors, and this time they will be teached by the youths. We will extensively document this experiment for the Wikipedia Education Program.

Please link to the following to provide supplemental information to the FDC:

How does your entity share its work with your community and with the wider Wikimedia movement? For instance, publishing case studies on Meta, blog posts, newsletters, speeches at conferences, etc.
  • monthly newsletters
  • Blog post on WMF Blog, plan to have at least 6 per year
  • in Education and GLAM newsletter
  • in the Kurier
  • On WIkipedia in the Portal Switzerland
Link to most recently completed fiscal year annual plan
Link to most recently completed fiscal year annual report and financial report
Link to most recently completed fiscal year grant report (if your entity has received funds from the FDC)
  • n/a
Link to your entity's strategic plan if you have one
  • n/a
Link to your organogram or organizational chart if one exists
Link to your entity's current fiscal year plan and budget



Key programs / initiatives and objectives of the upcoming year's annual plan[edit]

These tables are intended to provide an overview of your entity's upcoming year annual plan and its alignment with the movement's strategic priorities; please provide short phrases or 1-3 bullet points for each program below. You can also link to any other documents that you think might be helpful as context.

Please ensure that your proposed programs are SMART; that is, specific, measurable, attainable, relevant, and timely.

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

Finally, please also note which programs are the entity's priorities.

Community Support[edit]

Community Support

What are the objectives of this program? Please use SMART criteria to explain these goals.
  • Allow Wikimedians to exchange with other Wikimedians or people relevant about their preferred topic
  • Support Wikimedians willing to attend non-Wikimedia events relevant for Wikimedia mission
  • Assure the cohesion and the efficiency of the Wikimedia CH working groups
  • Valorization of volunteers skills
  • Help Wikimedians in day-to-day Wikimedia life
    Supporting Wikimedians by saving their time and providing them an "institutional support" that can facilitate the contacts needed for their activities
  • Motivate Swiss women to make sure to reduce the gender gap in Wikipedia editors
  • Increasing reach into the local population
  • Improve MediaWiki and valorize the Swiss developers community
  • Improve coordination within the German, French and Italian-speaking areas
Which Wikimedia movement strategic priority (or priorities) does this program address and how?
  • increase participation
  • increase quality
What key activities and/or milestones are associated with this program?
  • A Micro-Grants committee will manage the financial support requests
    Scholarships for 4 different events (Wikimania, WikiCon)
    20 scholarships distributed
    individual support
  • Participation support: bringing 1 new chapter in the program"
  • Meetings of Wikimedians:
    Organizing 15 working group meetings
    meetings every two weeks in Lugano
    Summer Party in Zurich
    Rencontre Suisse romande
    3 Edit Together"
    We will organize 12 wiki-expeditions
  • Active support to Wikimedians
    24 accreditations for public events are requested by Wikimedians and processed by WMCH staff
    The WMCH Community Managers will contact all members of the Swiss Projects on Wikipedia
  • WMCH will organize 3 events related to gender gap
  • Valorization of Wikimedians' work
    We will produce flyers to explain the reusage of content from Wikipedia and Commons, and distribute them to the press
    We will create a collection of Pictures Books with photographs realized by Swiss Wikimedians


How will your entity document, track, and measure successes and challenges of this program?
We want to reach the following impact
increasing the active community in Switzerland, and this can be measured if:
  • we increase the number of Wikimedians:
    5 new active females in Wikimedia projects
    5 new Swiss Wikimedians attend an event like Wikimania or Wikicon
    5 Swiss Wikimedians become more active by attending an event like Wikimania or Wikicon
    30 participants to the Summer Party
    at least 10 participants to Edit Togethers
    requests come from the three linguistic areas
  • more frequent regular meetings
    quaterly meetings are organized by two working group
    5 new people joining the meetings in Lugano at least once a month
    two new active working groups in Wikimedia CH
  • More help requests:
    10 financial support requests to the micro-grant committee
    18 events accreditations obtained
    and 3 Wikimedians accredited for the first time
    30% of volunteers on the WikiProjects on Switzerland contact us directly


We want to reach the following impact
increasing the visibility of the community work in Switzerland, and valorize Wikimedians' skills, and this can be measured if:
  • 25% of the contacted media outlets answer us positively for a meeting
  • two thematic books are edited
  • certification of 10 trainers
We want to reach the following impact
increasing the active community world, and this can be measured if:
  • 1 new chapter is joining the WMF Participation Support program
  • 3 new partnerships with other chapters
  • 1 extended partnership with another chapter
  • 3 requests are done by Swiss members to the WMF Participation Support program for events overseas

Any additional details:


GLAM[edit]

GLAM

What are the objectives of this program? Please use SMART criteria to explain these goals.
  • Spreading the word to GLAM partners in Switzerland
  • improving usage of Wikipedia in museum exhibitions
  • improving Wikipedia articles and Commons
  • improving accessibility of Wikipedia on tablets and smartphones used as exhibition support
  • allowing GLAMs to liberate their content by themselves
  • diversifying the source of incomes of the association
  • create long term partnerships with GLAMs
Which Wikimedia movement strategic priority (or priorities) does this program address and how?
  • Improving content quality
  • outreach by field of interest
  • encourage innovation
What key activities and/or milestones are associated with this program?
  • We will edit and distribute a GLAM brochure
    200 libraries in Romandie
  • Providing QRpedia paths to outdoor exhibitions
    1 specific audio guide for blind or visually impaired visitors
  • Organizing 10 for-fee trainings
  • Organizing one Conference and exhibition day in Ticino
How will your entity document, track, and measure successes and challenges of this program?

Any additional details:


Education[edit]

Education

What are the objectives of this program? Please use SMART criteria to explain these goals.
  • the translation and the localization of existing communication materials as well as the creation of specific ones
  • improvement of the pedagogy component of the Education brochures
  • increase reach in Universities and big GLAM institutes
  • improve reach into the student population
  • improve article quality
  • increase reach in schools
  • professionalize the offer for education partner


Which Wikimedia movement strategic priority (or priorities) does this program address and how?
  • Increase reach into the Education field
  • increase the quality in Wikimedia projects
What key activities and/or milestones are associated with this program?
  • Wikivillage, a contest around Swiss municipalities in partnership with the Lausanne University Library
  • Organizing a Wikipedia Tour to all the Swiss Universities and Universities of Applied Sciences to present Wikimedia projects
  • Participating to "in-class" courses, with Wikipedia as support
How will your entity document, track, and measure successes and challenges of this program?
  • 75% of the contacted universities answer
    half of the Universities and UAS accept at least one day of presence
    10 different "in-class" courses
    3 cases studies about "in-class" courses
  • submission of abstract to Wikimania, and one Education conference

Any additional details:


A thematic approach:The Alps[edit]

The Alps

What are the objectives of this program? Please use SMART criteria to explain these goals.
  • Increasing visibility of the other program by offering a thematic approach easily recognizable by the public.
  • Increasing the collaboration with neighbor chapter with interest in the thematic of the Alps
  • creating the basis of the multi-chapter , multi stakeholder, thematic program
Which Wikimedia movement strategic priority (or priorities) does this program address and how?
  • Stabilize infrastructure
  • Increase participation
  • Improve quality
  • Increase reach
  • Encourage innovation
What key activities and/or milestones are associated with this program?
  • A global contest covering:
    Wiki Loves Earth - June/July
    Wiki Loves Heritage (Monuments and living traditions) - September
  • GLAM partnerships focused on the theme
How will your entity document, track, and measure successes and challenges of this program?
  • 10 000 pictures upload though the contests
  • 30 new Wikimedians participating in the contests
  • 10 GLAMs participating in the program
  • Enhancement of the Italian Wikipedia with the creation of a community around the WikiProject Storia delle Alpi (History of the Alps)
  • Rollout of the WikiProject portal in other languages

Any additional details:


Offline Dissemination[edit]

Offline Dissemination

What are the objectives of this program? Please use SMART criteria to explain these goals.
  • Distribute Wikipedia to those who have no access
  • Create a strong basis of readers to create good conditions to build an editing community
  • Diversify the funding sources of the association
Which Wikimedia movement strategic priority (or priorities) does this program address and how?
  • Increase participation
  • Increase reach
  • Encourage innovation
What key activities and/or milestones are associated with this program?
  • Creation of online/printed guides targeting specific groups of potential users: guide for prisons, guide for computer experts, guide for NGOs, ... Motto: "Advert best practices"
  • Attending non-tech (educational, humanitarian, ...) events
  • Continuing our current effort within the tech & Wikimedia communities: Hackathons, Linuxtag, Wikimania, etc.
  • Sending an "Offline Package" to other Wikimedia chapters in order to promote the projects within the Wikimedia movement
  • Creation of a professional offer including: hardware offer, deployment support, software development, content creation (ZIM files).
  • Partnership development will focus on three targets: "Wikipedia in jail", NGO's, Afripedia
  • Increase of the number of content available offline (all Wikimedia projects + others).
How will your entity document, track, and measure successes and challenges of this program?
  • 4 printed guides in English, German, French and Italian
  • attending 4 non-tech events
  • attending/organizing 4 tech events
  • 39 packages (pre-filled USB flashdrives, documentation, flyers/brochures, stickers, T-shirts) advertising our work to 39 fellow chapters
  • Public products/service catalogue for advertisement
  • Internal products/service pricing strategy
  • The Swiss central prison administration contacted
  • pursuing the effort with the Gorgier prison
  • ZIM files of all our projects regularly updated. Release of other ones for external projects.

Any additional details:


Association sustainability[edit]

Association sustainability

What are the objectives of this program? Please use SMART criteria to explain these goals.
  • Assuring the sustainability of the association
  • decreasing dependency from donors funds/improving usage of donors funds
  • improving governance of the association
Which Wikimedia movement strategic priority (or priorities) does this program address and how?
  • Stabilize infrastructure
What key activities and/or milestones are associated with this program?
  • Develop Swiss fundraising
  • Board training/Governance
  • Improve the FDC process
  • Implement Program Evaluation & Design
  • Improve the network in Switzerland by joining key associations
  • IT development and management
How will your entity document, track, and measure successes and challenges of this program?
  • 1 Governance meeting organized by experts
  • 25% of the activity budget financed by non-donor funds
  • stabilization of direct donations to Wikimedia CH
  • 2 Wikimedia CH strategy workshops organized

Any additional details:


Additional context for the upcoming year's annual plan / SWOT[edit]

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, education program expertise, experience with outreach, governance structure, community participation, fundraising)?
  • Staff/board with wide culture in Swiss local association and Wikimedia Movement
  • Experience in Programs (Education/GLAM/Offline)
  • Skilled and motivated volunteers
  • Fundraising experience (both WMF and Swiss)
What external opportunities enable your entity's plan (e.g., socio-political context, community participation, fundraising)?
  • GLAM institutions raising their awareness for collaboration with online/digital partners
  • Wikimedia projects are well known in Switzerland and Wikimedia CH's brand is considered like a strong and valid brand
  • High demand from education world for Wikip/media trainings
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)?
  • Decreasing community participation
  • Transitional period (more staff members and split of competencies) connected with an internal re-organization
  • Governance challenges
How will you minimize these risks and threats?
  • Involve the community into projects of WMCH - from the first moment on! Support the community in projects where there is already a lot of enthusiasm and motivation.
  • More control and monitoring and strongest governance
  • External Governance specialist will be consulted to validate governance rules (COI policy for example)

Financials: year-to-date progress[edit]

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. Actual year-to-date financials should be provided as close to the proposal submission date as possible.

Identify the year-to-date for which you are reporting, 01/01/2013 to 31/08/2013:

Table 3

Current fiscal year planned budget Year-to-date actuals Projected final amount
In currency requested In $US In currency requested In $US In currency requested In $US
Revenues (from all sources) 501,710 CHF 501,710 445,048 CHF 445,048 500,000 CHF 500,000
Spending 658,710 CHF 658,710 277,900 CHF 277,900 550,000 CHF 550,000

Table 3 details, if necessary:


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

https://meta.wikimedia.org/wiki/FDC_portal/Proposals/2012-2013_round1/Wikimedia_CH/Progress_report_form/Q3

In term of revenue, we are progressing accordingly to the plan, but in fact the source are not exactly those expected, we actually have lot more incomes from direct fundraising, and less by sponsors of Swiss grant. This last point is easily explainable by the cancellation of the Eduwiki conference, an events that should have been a major source of sponsoring.

The expense looks under the plan, but we had for exemple almost no scholarships reimbursed before august 31, whereas we supported 10 wikimedians to attend Wikimania. We also distributed scholarships for the Wikicon of the Diversity conference later this year. The projected final amount for spending is lower than expected, it's explained by some projected postponed to 2014 (wikiVillage or the Living traditions for exemple), or later this year like the updating of Wikimini media wiki.

Financials: upcoming year's annual plan[edit]

Please note that the FDC staff is currently exploring alternatives to wikitables for financial information. This issue will be addressed by the time the proposal creation tool is launched on September 1, 2013. Provide your financial overview for the upcoming year in the format below.

Please link to your detailed budget in a publicly available spreadsheet file (translation into English highly recommended) in addition to completing the tables below. Detailed budget link: https://members.wikimedia.ch/images/d/d1/Wikimedia_CH_2014_budget_.pdf


Financial sustainability[edit]

What other donors support your work through grants beyond those in the Wikimedia movement? If your entity does receive funding from other donors, please list a contact person. Note that the donor's contact details can be sent directly to FDCsupport@wikimedia.org if you prefer not to publish it here.

Note that the FDC staff may contact these donors.

  • In 2013 we received a 30 000 CHF grant from the "Loterie Romande" to complete the second phase of the digitization of the Neuchâtel Herbarium
What are your entity's plans for achieving long-term financial sustainability?
  • We want to increase the part of "non FDC" funds to at least 25% of the activity cost in 2014 (Salary are often not included in grant opportunities in Switzerland), 50% in 2015, and 50% of the overall budget in 2016.

Switzerland has a lot of opportunities for grants. Over the last years we have only partially used these resources. Starting in 2014, we plan to fully exploit these opportunities. It is one of the rationales behind the overall increase of the staff in 2013 and 2014. Wikimedia CH was lacking time to look for alternative funding, an important part of new staff duties is to find new sources of revenue. One example is the providing of for-fee services in Switzerland, but also the support for Wikimedians to get grants from Swiss funders.

Revenues[edit]

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

Table 4

Revenue source Anticipated (in currency requested) Anticipated (In $US)


FDC 500,000 500,000
Internal Fundraising via Wikimedia.ch 50,000 50,000
Members fees 12,000 12,000
External fundraising 100,000 100,000
Trainings 15,000 15,000

Table 4 notes, if necessary:



Current entity staff and long-term contractors[edit]

Role/functions might include program administration, finance, fundraising. Please include both part-time and full-time staff and long-term contractors.

Table 5

Role / Function Number of staff Percentage of staff time*
Chief Administrative Officer 1 80%
Chief Science Officer 1 100%
Community Manager 2 50%
Chief Information Officer 1 60%

*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 5 notes, if necessary:

  • The Chief Information Officer is a long-term contractor, the contract include not only work time, but also the servers, and the maintenance service.
  • Our new Chief Administrative officer will start November 1st



Proposed new staff and long-term contractors for upcoming year's annual plan[edit]

Role / functions might include program administration, finance, fundraising. Please include both part-time and full-time staff and long-term contractors.

Table 6

Department (e.g. Programs, Communications) Number of current staff Percentage of current staff time* Number of upcoming staff Percentage of upcoming staff time* Rationale for hiring new staff
WMCH will provide courses in several schools and universities from 2013. The demand is really high and in Switzerland we have the specific situation that a lot of schools have a budget for such courses. We expect that in 2014 the incomes created by the Education program will be at least equal to the salary of the 30% position. We will not hire a new person but raise Muriel Staub's activity rate to 80%.

Muriel is experienced in the area of higher education: She has worked for the Leuphana University in Hamburg (Germany) as assistant to the Executive Vice-President and has gained insights into the structure and the operations of a higher education institution. When Muriel returned to Switzerland she worked for three years in the Education Team of Apple, where she established some cooperations in the education sector. She built a strong network into universities in the German-speaking part of Switzerland and worked together with students organizations - two assets that will be of great value to Wikimedia CH. Already back in March, when the Board decided to hire Muriel, her strong and broad skills in the education sector were of great interest due to the potential of this "market" in Switzerland. With the intended increase of her activity rate, the Wikimedia CH Education team will hopefully cover Universities and Applied Sciences in the two main languages of Switzerland - and English on top of that.

This year we are using a contractor for our accounting, costing us 24'000 CHF per year for the equivalent of a 20% position. We have done the analysis that while the accounting is good, the cost is too high regarding the efficiency. A junior administrative assistant at 50% would cost us around 44'000 per year (included social insurance) and would not only fulfill the accounting duties, but also take over the basic administrative task. For the following year we want to increase the part of Swiss fundraising (e.g. Bank, Swiss government initiative, foundations, etc.). This implies also an important increase of administrative work (requests, follow-ups and reporting), so the Administrative assistant will be of great help with that.
The Offline program is an all new program. After years supporting the development of Wikipedia offline solutions, Wikimedia CH wants to put an extra effort on the dissemination of the Offline solution. The position is only one year because one of the missions of the project manager would be to determine the potential of incomes that can be created through it.

*Please include estimates of the percentage allocation of staff members and long-term contractors. 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 notes, if necessary:



Summary of staff and long-term contractor expenses[edit]

Table 7

In currency requested In $US Percent increase
Current staff expenses 324,187 324,187
Proposed increase for current staff expenses 36,148 36,148 +11%
Proposed increase for new staff expenses 105,257 105,257 +32%
Total staff expenses 459,294 459,294 +41%

Please estimate the percentage of overall staff time spent on programmatic work, as opposed to administration:

All the administrative work as been grouped in the association sustainability program.

Program
staff Community support Education GLAM Alps Offline Association sustainability (administrative work)
CSO 10.0% 40.0% 20.0% 10.0% - 20.0%
CAO 25.0% 5.0% - - - 50.0%
G_CM 40.0% 30.0% 5.0% - - 5.0%
IT_CM 25.0% 2.5% 10.0% 7.5% - 5.0%
PM - - - - 50.0% -
CIO 35.0% - - - - 25.0%
AA 2.5% - - - - 47.5%
Total 137.5% 77.5% 35.0% 17.5% 50.0% 152.5%

Table 7 notes, if necessary:

  • The current staff expenses are calculated on the actual staff under contract. In 2013, the actual expenses will be lower since we had no CAO from July to November, and the CSO has only started at 100% on October 1st.
  • CIO activity rate is included here, but not the cost, see below


Expenses by program / initiative[edit]

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, microgranting initiatives, 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 8a

Program / initiative In currency requested In $US
administration costs 135,180 135,180
Community support 193,500 193,500
GLAM 51,500 51,500
Offline Dissemination 27,000 27,000
Education 7,600 7,600
The Alps 5,000 5,000
Association Development 22,750 22,750
Total program expenses (should equal the sum of the rows) 442,530 442,530

Table 8 notes, if necessary:

  • As a long term contractor, the cost of our CIO is included in the administrative costs.



Summary of total revenues and expenses[edit]

Table 9

In currency requested In $US
Total cash balance as of proposal submission 599,517 599'517
Total revenues 677,000 677,000
Total spending 904,824 904,824
Net (revenues less expenses) -227,824 -227,824
Operating reserves,* if applicable

Table 9 notes, if necessary:

  • Cash balance as of proposal submission includes 180,000 $US of expenses planned until the end of 2013, as well as 227,824 $US of reserves used to cover the negative net amount in the 2014 budget. The remaining 191,000 $US represent the free reserves of the association (equivalent to about 3 months of spending).



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

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

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