Grants:APG/Proposals/2012-2013 round1/Wikimedia CH/Proposal form

From Meta, a Wikimedia project coordination wiki

Wikimedia CH received a funds allocation in the amount of 362,000 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 Wikimedia CH'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 Wikimedia CH
Contact name Chantal Ebongué
Contact position in entity CAO
Contact username chantal.ebongue
Contact email
Entity fiscal year (mm/dd–mm/dd) 01/01-12/31
Timeframe of funds currently requested (mm/dd/yy–mm/dd/yy) 01/01/13-12/31/13
Date posted mm/dd/yy1 10/01/12
Round submitted (1 or 2) 1
Currency requested2 CHF
Exchange rate used (currency requested to $US) and date accessed (mm/dd/yy)3 1

Table 2.

In currency requested In $US
Total annual expenses of entity 758,050 758,050
Amount proposed to the FDC for the coming year's annual plan 560,000 560,000
Amount to be raised from non-FDC sources 198,050 198,050
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?
  • What is the mission of your entity, and how does it support the goals of the Wikimedia movement?
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 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.
Board of 6 members/1 Chief administrative officer (stagg)/1 Chief information officer (volunteer)/Thematic Working Group (Volunteers)
  • How many staff are employed by your entity?
  • Approximately how many volunteers participate actively in your entity?
  • How many members does your entity have?

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"?
WMCH defines success by the raise of the credibility of our chapter in and out the community, in order to increase the number of chapter's members and new or potential editors and the cultural partners. The results are published in our annual reports. For 2013, our objectives are
  • Increase of GLAM projects
  • Several projects in Education, particularly for journalists and students
  • Support to several projects in Africa, in collaboration with other chapters such as WMFR
  • Improve the contribution of seniors to the wikimedian movement
  • Improve our credibility toward the public authorities in charge of cultural or scientific objects
  • Please give at least three examples of successful activities that your entity has completed. If available, provide links to information about these activities.
three successful activities in 2011 and 2012 are
  • Swiss Herbarium : digitalization of 30,000 plants and upload to Commons, in partnership with the local university and museum of natural science. This project is about to be finalized and a second phase of 40,000 digitalizations is planned for 2013 Project page description
  • Offline Project : Support to Kiwix Project which permits to consult Wikipedia offline where there are problems of connectivity. The tool was developped and we have now to distribute it as widely as possible. This project is strongly supported by WMCH, and mainly developped by a member of our chapter Kiwix Project
  • Participation to Wiki Loves Monuments : In 2011, about 7000 pictures were uploaded on Commons and 75 % of the monuments listed by the national office for culture were illustrated. We also participated in WLM 2012, hoping to increase the coverage of monuments as well as our credibility. A side effect of our contacts with a swiss senior's association is that the contest is published on their website
  • The Valdensia project is the result of a collaboration between the BCU Lausanne and Wikimedia CH. The goal of this project was to automatically upload, in the french version of Wikipedia, 800 biographies of personnalities from the canton of Vaud, originally stored on a server of the BCU.
  • 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?
We participated in Third Age Online (TAO), a european project which has the goal to improve the senior's involvement in online communities. After 18 months, we withdrew our participation because the project is too big and too academic for us. In fact, it's more a survey on the senior's behaviours that a concrete way to raise the editors. The project scope seems good, but the bureaucracy is far too important regarding the concrete results. We so decided to continue the contacts with the senior's associations but to withdraw from the TAO project. The project illustrates the problems that could arise if it requires community suport but hasn't been build with the community.
  • What else has your entity learned or innovated upon that could benefit the broader Wikimedia movement?
Our chapter has a long story of supporting offline solution, we will continue this support and proposed applications to this solution that can be applied by other movement entities. We also operate in a very multilingual context (3 different communities) but in a very small country. It means that we have to be aware to communicate in 4 languages (German, French, Italian and English), as well as to be related to 4 other and bigger chapters (WMDE and WMAT, WMFR, WMIT). Our members are in the same situation, and part of them are members of 2 or 3 chapters. So we benefit of a wide diversity of languages, cultures and partnerships.

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

  • Link to previous completed fiscal year annual plan
  • Link to previous completed fiscal year annual report
  • 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) 460,000 460,000 429,675 429,675 94%
Spending 460,000 460,000 228,654 at 08/31/12 228,654 at 08/31/12 49%

+ 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.

  • Project:Some important projects will start during the last trimester, or will be paid only at the conclusion. Wikimedia CH also stopped its participation in the international TAO project, and this saved a significative amount of money.
  • Staff: we hired our CAO on July and not in January as planned. The salary paid will finally correspond to the one budgetized, since we hired a 80% staff (50% planned in the 2012 budget)

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:

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?

Community support

  • To Support the Wikimedia Chapters Association (WCA)
  • To Support Wikimedians
  • To Support foreign Wikimedia entities

  • Stabilize infrastructure
  • Increase participation, Improve quality, Increase reach, Encourage innovation
  • Increase participation within the movement, Improve quality, Increase reach

  • Being aware that WCA supports newborn chapters, Chapter's meeting,..
  • Participation to Wikimedia Event, Wikimedians meetups, Micro-Grant program
  • Kiwix project, Wiki Loves Africa, offline tech events, Joint program with other chapters

  • Giving financial support, follow the milestones decided by the chapters
  • Inform members, help to the event's organization
  • Staff and volunteers devoted to these projects

  • Feed-back of the chapters, Creation of a CiviCRM brochure for the chapters and affiliate group, one new chapter join the association
  • Participation in events, increase in the number of wikimedian supported. 5 new participant in the meeting in each swiss language.
  • Measure of new editors in African countries, development of new chapters and organizations related to the chapters


  • Increase the GLAM partnerships, particularly with scientific museums
  • Sharing technical knowledge and competences on technical aspects of GLAM projects

  • Increase participation, Improve quality, Increase reach, Encourage innovation
  • Increase participation, Improve quality, Encourage innovation

  • Digitalization of scientific documents, creation of QRpedia for botanic museums or gardens
  • Create a pool of expertise for supervision of GLAM digitization projects, release of scientific free content, create a GLAMwiki toolset

  • Partnerships with universities and museums
  • Projects proposed by WMCH members and partners

  • About 30'000 digitalizations in Herbarium, 1000 QR codes in 3 botanic gardens in 2013. At least 2 new botanic gardens in 2014
  • Feed-back of the persons involved in the GLAM's projects (internal and external to WM)

Free content generation

  • Increase content in the Wikimedia projects, valorization of the volunteer's work and involvement

  • Increase participation, Improve quality, Increase reach

  • Wiki expeditions of volunteers for photographies of specie rara, monuments, uploading of data on living traditions, project of photography contest Wikicity,…

  • Projects leaded by WMCH volunteers

  • 75% of swiss living tradition with a wikipedia article in french, german and italian, 33% illustrated; Three partnership with swiss communes.

Support to like-minded associations

  • To increase visibility and credibility of the association, To create synergies

  • Stabilize infrastructure, Increase participation, Increase reach

  • Become member of various like-minded associations

  • Financial support to associations that take care of legal issues or free content

  • Planned collaboration for 2014


  • To increase to adoption of Wikimedia project by the Academic world, To improve quality by reaching new qualified editors

  • Increase participation, Improve quality, Increase reach,

  • Collaboration with WMDE, education towards seniors, ambassadors or training's offers in universities and schools, Eduwiki conference

  • Staff and volunteers devoted to these projects

  • Track participant's satisfaction, 1 University as official partner of the EduWiki Conference, 2014 project plan in collaboration with WMDE and WMAT, creation of the swiss Wikipedia Ambassador Program in collaboration with WMF

Staff and office

  • To improve administrative task treatment, free volunteers time, increase donors satisfaction

  • Stabilize infrastructure, Increase participation, Encourage innovation

  • Hire community managers, Get public fundings

  • Public call and targeted recruitment, proposed chapter's project to public fundraiser

  • Increase and outreach of projects, increase of chapter's members, member satisfaction, increase of fund raised outside of the movement

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)?
  • being a quite experimented chapter (since 2006)
  • high level of fundraising, particulary related to the size of Switzerland
  • very competent technicians among our volunteers and partners (digitalization systems, offline)
  • increase of the members
  • What external opportunities enable your entity's plan (e.g., socio-political context, community participation, fundraising)?
  • increase of the interest of institutional potential partners (universities, public authorities, GLAMs)
  • quite large credibility in the Swiss population
  • 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)?
  • not having enough human strenghts (volunteers and staff), especially in the Education and GLAM projects.
  • How will you minimize these risks and threats?
  • planning concrete and realisable projects
  • we plan to hire 2 community managers that can supervise the projects as well as find and support volunteers

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:

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)
Funds Dissemination Committee 560,000 560,000
WMF grants 15,000 15,000
External Fundraising for specific projects 100,000 100,000
Individual donations 20,000 20,000
Membership fees 6,000 6,000
From Reserve 57,05072,050 57,05072,050

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+
Chief_administrative_officer 1 80%

+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
Community Manager 2 50% permanent supervise the projects as well as find and support volunteers in various languages and areas.

+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 104,160 104,160
Proposed staff expenses 87,000 87,000
Total staff expenses 191,160 191,160

Table 8. details:

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
Community Support 151,000 151,000
GLAM 142,860 142,860
Free content generation 33,100 33,100
Support to like-minded associations 20,950 20,950
Education 81,600 81,600
Administration 136,880 136,880

Total expenses 566,890566,390 566,890566,390

Table 9. details:

Summary of total revenues and expenses

Table 10.

In currency requested In $US
Total Revenues 758,050 758,050
Total Spending 758,050 758,050
Net (revenues less expenses) 0 0
Reserve balance, if applicable+ 0 0

+ 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: Chandres (talk) 10:45, 25 September 2012 (UTC)