Grants:APG/Proposals/2017-2018 round 1/Wikimedia Czech Republic/Proposal form
If you need to review the edit instructions you will find them in the edit intro.
- Use this form if you are eligible to submit a proposal in the current round, to request funding in the current round.
- This form must be published on Meta by the proposal submission date for each round to be considered, and no changes may be made after the submission date without staff approval.
- This form complements your organization's annual plan, detailed budget, and strategic plan. It won't be considered complete without a detailed budget and strategic plan.
- Organizations may apply for a funding period that does not exactly match their fiscal years. Follow the instructions carefully to understand what time period each question refers to.
- Refer to the framework, guidance from the Board, and the FDC's recommendations before using this form, so you have an understanding of the Annual Plan Grants process.
- Please Email FDCSupport@Wikimedia.org with questions about using the form.
A few terms used in the form:
FDC proposal form terms Wikimedia terms Learning & Evaluation terms
- 1. In order to support community review, please provide a brief description of your organization's work in the upcoming funding period.
Last two years have seen professionalization of project management and consolidation of programs, largely thanks to the Simple APG scheme created to foster developing chapters like us. In 2018 the growth will slow down a bit; we will concentrate on further improving the quality and efficiency of our projects, building expertise among employees and volunteers and receiving feed-back from a wider community. The program portfolio of the chapter is evolving to harness interesting opportunities, but the overall structure remains the same as in 2017. The portfolio includes three programs:
- Media acquisition program – Czechs love taking pictures and we have long supported Wikimedia Commons photographers in documenting the Czech Republic. The various projects approach this from different angles – and a new project manager who will have been hired by the end of 2018 will be a huge help.
- Education & institutional collaboration – Wikipedia is increasingly seen as an important player in informal education and we are keen to foster its usage in classrooms and other places. Our "Seniors Write Wikipedia" program is unique in being able to attract new long-term editors. We are also gradually growing our presence in libraries and other GLAM institutions.
- Wikidata & Tech – This program aims to support the community and improve the skills of Czech Wikidata editors and prepare large-scale data donations by Czech institutions. We also contribute to the development of Wikimedia Commons Mobile App which has started to display nearby unphotographed items after being financially and logistically supported by Wikimedia Czech Republic in 2017.
- 2. Name, fiscal year, and funding period.
- Legal name of organization: Wikimedia Czech Republic
- Organization's fiscal year: 01/01/2018–31/12/2018
- 12-month funding period requested: 01/01/2018–31/12/2018
- Currency requested: CZK
- Name of primary contact: Klára Joklová, Vojtěch Dostál
- 3. Amount requested.
Exchange rate: 0.04552 USD
|Total expenses for the upcoming year||2,998,025||136,470|
|APG funding requested for the upcoming year||2,988,525||136,038 |
|Amount of funding received from WMF for the current year||1,975,788||89,938|
- 4. How does your organization know what community members and contributors to online projects need or want? Does your organization conduct needs assessments or consult the contributors and volunteers most involved with its work?
- Wikimedia Czech Republic is still exploring the best ways of assessing community needs. Surveys are routinely conducted among participants of certain types of activities such as courses for senior citizens. Our formal strategic discussions have taken shape of idea conferences (now held ~once a year, while informal consultations take place at village pumps, discussion pages, via e-mail, Facebook, during wiki meetups, etc. These give us useful feedback and information on how we should best use the available resources. Additionally, the Czech community of contributors and Wikimedians was invited to comment on the draft of the Strategic plan for 2017–2020 (now approved). We are also using results from recent New Editor Experiences survey which was organized by Wikimedia Foundation in the Czech Republic and South Korea. The improvement of surveying community is one of the priorities for the board for 2018. We plan to inspire from chapters with more experience, e.g. Wikimedia Norge.
- 5. Please provide a link to your organization's strategic plan, and a link to your separate annual plans for the current and upcoming funding periods if you have them.
- Strategic plan of Wikimedia Czech Republic 2017–2020
- Annual Plan 2017 (Czech) (the annual plan for next year has not been completed yet, it will be approved by the General Assembly in early 2018)
Financials: current year
The purpose of this section is to give the FDC an idea of how your organization is receiving funds and spending funds toward your current plan. Your current funding period is the funding period now in progress (e.g. 1 January 2016 to 31 December 2016 for most organizations).
Financials for the current funding period Revenues or expenses Planned (budgeted) Actual, until one month before the proposal due date Projected Currency requested US dollars Currency requested US dollars Currency requested US dollars Revenues (from all sources) 2,182,825 99,362 2,196,923 100,004 2,200,923 100,186 Expenses 2,152,000 97,959 1,124,271 51,177 1,910,013 86,943
Table 2 notes:
- Unpredictability of budget needs for various projects accounts for certain inability to spend all the provided funds (although the situation is expected to be better than in 2016). We expect even further improvement with the APG grant because its flexibility allows organizations to prioritize successful projects during the course of the year and shift funds between items when necessary.
Programs: upcoming year's annual plan
This section is about your organization's programs. A program is a defined set of activities that share the same objectives and a similar theory of change. Please share the general goal of each program, and then list the specific objectives that the program will meet. Please do not include information about your organization's operating activities in this section. You may provide information about activities like administration, staff and board training, fundraising, governance, and internal IT in another section or in a supplementary document, but please do not include these activities here as programs.
- 1. For each program, and overall
- Include targets for each of the three shared measures for each program, and overall. If one or more of these required metrics are not relevant to any of your programs, please consult your program officer.
- Also choose at least two grantee-defined metrics to highlight in this section, and include targets for each of these grantee-defined metrics for each program, and overall. (Other program-specific metrics may be included in your program objectives, in the detailed program sections below.)
- Participants: The number of people who attend your events, programs or activities, either in person or virtually. This definition does not include people organizing activities, social media followers, donors, or others not participating directly.
- Newly registered: The number of participants that create new accounts on a Wikimedia project. These include users who register up to two weeks before the start of the event.
- Content pages: A content page is an article on Wikipedia, an item on Wikidata, a content page on Wikisource, an entry on Wiktionary, and a media file on Commons, etc. This metric captures the total number of content pages created or improved across all Wikimedia projects.
- Number of objects (applies to: Media acquisition program) and Bytes added (applies to: Education & institutional collaboration and Wikidata & tech programs): Number of objects is a number of newly documented points of interest, suitable for photographic documentation (listed by photographers in our tracker systemexample) – roughly corresponds to a Wikidata item. Bytes added corresponds to number of bytes added to the main namespace of any Wikimedia project, not counting Wikimedia Commons. This metric is very fair in estimating the impact of different types of users – authors of few but extremely long articles as well as prolific writers of a lot of very short articles. We use positive sum to allow compatibility with past data and because we have estimated the amount of content removed (by participants or by other Wikipedians) is rather low.
- Geographical coverage (applies to Media acquisition program), Survival (Education & institutional collaboration program) and number of active installs (Wikidata & Tech).: Geographical coverage is defined as a minimum number of objects documented for every region (13 regions total, excluding Prague). If the number exceeds a given value for a region, then the goal is met. Survival is a number of editors who made a certain number of edits at a certain time point after their registration. Number of active installs is defined as number of devices using the Wikimedia Commons App at the time of the reporting.
- Files used (applies to Media acquisition program): Distinct files on Wikimedia Commons used in at least one Wikimedia projects
Program Participants Newly registered Content pages 'Number of objects' (applies to: Media acquisition program) and Bytes added (applies to: Education & institutional collaboration and Wikidata & tech programs) 'Geographical coverage' (applies to Media acquisition program), Survival (Education & institutional collaboration program) and number of active installs (Wikidata & Tech). 'Files used' (applies to Media acquisition program) Media acquisition program 37 5 7,150 665 12 1500 Education & institutional collaboration program 840 440 3,070 7,300,000 9,4%  Wikidata & tech program 52 4 15,000 4,000,000 4,000 TOTAL FOR ALL PROGRAMS 939 454 25,230 11,305,665 4,012 and 9,4% 1500
Table 3 notes:
We have different metrics for each of the three programs.
You can see all metrics in details in shared file.
- Including operational reserves 13,269 USD
- For the purposes of Media Acquisition Program an object is a place or an area valid for photographic documentation. Every item that is documented within the Basic sub-program counts as an object. This means that an object can be a village, a protected area, a famous tree, an event, a monument related to folk architecture or Jewish heritage, a body of water of encyclopedic value or a craft-related item. Monuments that do not correspond with the definition above can be photographed in the scope of village documentation, but these do not count as separate objects. The Media Acquisition program focuses primarily on the objects that are not photographed (or have 1-2 pictures only). Each object should be photographed within this program only once.
- Detailed view by activity: Students Write Wikipedia 5%, Seniors Write Wikipedia 15%, Wikicamp 20%, GLAM events 20%.
- 2. Please list your goals and objectives for each program. Please be sure your objectives meet all three criteria for each program
- The objectives listed are each SMART: specific, measurable, attainable and relevant, and include time-bound targets.
- Include both qualitative targets and quantitative targets, and remember to highlight your baseline metrics.
- Provide any additional information that is important to our understanding of this program. For example, you may include needs assessments, logic models, timelines, tables, or charts. Share how this program will contribute more broadly to movement learning, or explain how your program aligns with important Wikimedia priorities such as increasing participation and improving content on the Wikimedia projects.
Education & institutional collaboration
Wikidata & tech
Staff and contractors: upcoming year's annual plan
- 1. Please describe your organization's staffing plan or strategy here, and provide a link to your organization's staffing plan or organogram if you have one.
- We regularly update our staffing plan.
- 2. List of staff by department or function.
- You can use this table (or substitute your own list) to show us the number of FTEs (fulltime equivalents) for each department or function, where one person working at 100% time would be counted as 1.0. We need this information about the total number of staff (FTEs) you plan to have by the end of the current funding period, and staff you plan to have by the end of the upcoming funding period.
FTEs Department or function End of current funding period End of upcoming funding period Explanation of changes Executive Director 1,0 1,0 - Project manager for education 0,75 0,75 - Project manager for multimedia 0,5 0,5 - Contractor for education administration 0,2 0,2 - Contractor for fundraising 0,2 0,2 - Contractor for expanses mangement administration 0,075 0,075 - Total (should equal the sum of the rows): 2,725 2,725 -
Table 4 notes or explanation of significant changes:
- Wikimedia Czech Republic wishes to continue with all employees hired until the end of 2017. We will continue with the same FTEs for all staff and contractors. Same holds true for the the project manager for multimedia (staff) and a fundraiser (contractor) who were hired in the last quarter of 2017 (according to our plans). Some increase in FTEs on these positions is projected for 2019. The position of the project manager was developed from a position of the Wikipedian in Brno which is broadened to include a mix of outreach activities aimed at Czech community of volunteer photographers, acquisition of freely licensed media and GLAM collaborations.
- 3. How much does your organization plan to spend on staff by the end of the current funding period, in currency requested and US dollars?
- CZK: 1,329,000
- USD: 60,496
- 4. How much does your organization plan to spend on staff by the end of the upcoming funding period, in currency requested and US dollars?
- CZK: 1,625,500
- USD: 73,993
An increase compared to 2017 is due to the fact that employees were recruited in the course of 2017.
Financials: upcoming year
Detailed budget: upcoming year
- Please link to your organization's detailed budget showing planned revenues and expenses for the upcoming funding period (e.g. 1 January 2017 to 31 December 2017). This may be a document included on this Wiki (Meta) or a publicly available spreadsheet.
Revenues: upcoming year
Please use this table to list your organization's anticipated revenues (income, or the amount your organization is bringing in) by revenue source (where the revenue is coming from) in the upcoming funding period (e.g. 1 January 2017 to 31 December 2017).
- Use the status column to show if this funding is already guaranteed, if you are in the process of requesting funding, or if you are planning to request funding at a later time.
- Please include in-kind donations and resources in this table, as applicable, and use the status column to show that they are in-kind resources.
- Do not include money you plan to draw from your reserves during the upcoming funding period.
Anticipated revenues for the upcoming funding period Revenue source Currency requested US dollars Status (e.g. guaranteed, application)
Membership fees 10,000 455 very likely estimate Individual donors 4,800 218 not guaranteed Donations 115,000 5,235 planning to request funding at a later time Project and public grants 70,000 3,186 planning to request funding at a later time Other funding earmarked for advocacy 22,000 1,001 separate grant from WMF APG funding 2,988,525 136,038  requesting funding Total revenues (should equal the sum of the rows): 3,210,325 146,134 -
Table 5 notes: If your organization has significant funding other than FDC funds, please note how those funds will be used.
- Expenditures will include revenue for 2017 see transfers from 2017. These transfers are not a part of table 5.
Operating reserves: current and upcoming years
Please note that there is a policy that places restrictions on how much FDC funding your organization can use to build its operating reserves. If you would like to use FDC funding to for your organization's reserves, you must note that here. You will not be able to decide to allocate FDC funding from this grant to your reserves at a later date.
- 1. What is your plan for maintaining, building, or spending your reserves in the current year and the upcoming funding period? Please use the table below to show the amounts in your reserves at the beginning, year-to-date, and end of your current year, and the amount you plan to have in your reserves by the end of the upcoming funding period.
Year Year start Year start (US) Year-to-date Year-to-date (US) Year end Year end (US) Current year (e.g. 2017) 0 0 100,000 4,552 100,000 4,552 Upcoming year (e.g. 2018) - - - - 391,500 17,821
- 2. How much FDC funding is your organization requesting to add to your reserves in the upcoming funding period? If you are not requesting any FDC funding to add to your reserves in the upcoming funding period, you can write zero.
- 13,269 USD - The calculation see in the file "operational reserves".
- We did not have any operational reserves in previous years. In the second part of 2017, we built minor operational reserves on our account with finances that are not tied to any project and were not obtained from grants in previous years. But it is not sufficient for the growing number of responsibilities we have. Because of that, we started to build operational reserves for 2018. We have included employee salaries in the operational reserve as follows according to the notice period (3 months or 1 month for contractors). The notice period for renting the office is two months. Then we have to continue in basic services which means accountancy, bank, administration, phone cost for three months too. Reserves are to be used in the critical case of running out of funds.
Expenses: upcoming year's annual plan
- 1. Expenses by program (excludes staff and operations).
- Program expenses are the costs associated specifically with your organization's programs, and do not include operating expenses or staff salaries, which will be described in separate tables. Program expenses may be the costs of an event, the costs of outreach materials specific to a program, budgets for microgrants and reimbursements, or technical costs associated with specific programs, for example. The programs listed in this table should correspond to the programs you have listed in the programs section of this proposal form.
Program Currency requested US dollars Media Acquisition 230,500 10,492 Education & Institutional Collaboration 336,500 15,317 Wikidata Content & Community 288,000 13,110 Total program expenses (should equal the sum of the rows) 855,000 38,920
Table 7 notes: If your organization has significant funding designated for specific programs (e.g. a restricted grant), please make a note of that here.
- For a breakdown of program expenses, see a budget for 2018.
- 2. Total expenses. Please use this table to summarize your organization's total expenses overall.
- These are divided into three categories: (1) staff expenses from Table 4 (including expenses for staff working on both programs and operations), (2) expenses for programs from Table 7 (does not include staff expenses or operations expenses), and (3) expenses for operations (does not include staff expenses or program expenses). Be sure to check the totals in this table to make sure they are consistent with the totals in the other tables you have submitted with this form. For example, your total program expenses excluding staff will be equal to the total in Table 7, while your total staff expenses will be equal to the total in Table 4 and your total expenses will be equal to the total in Table 1.
Expense type Currency requested US dollars Program expenses (total from Table 7, excludes staff) 855,000 38,920 Operations (excludes staff and programs) 517,525 23,557 Upcoming staff total expenses (from Table 4) 1,625,500 73,993 Total expenses (should equal the sum of the rows) 2,998,025 136,470
Table 8 notes:
- For a breakdown of all expenses, see a budget for 2018.
Verification and signature
Please 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. General operating support through the FDC may not be used to cover political and legislative activities, although you may make a separate grant agreement with the WMF for these purposes.
I verify that no funds from the Wikimedia Foundation will be used
for political or legislative activities except as permitted by a grant agreement
Please sign below to complete this proposal form.
- IMPORTANT. Please do not make any changes to this proposal form after the proposal submission deadline for this round. If a change that is essential to an understanding of your organization's proposal is needed, please request the change on the discussion page of this form so it may be reviewed by FDC staff. Once submitted, complete and valid proposal forms submitted on time by eligible organizations will be considered unless an organization withdraws its application in writing or fails to remain eligible for the duration of the FDC process.
Please sign here once this proposal form is complete, using four tildes.
- Including operational reserves 13,269 USD