Grants:APG/Proposals/2018-2019 round 1/Wikimedia Sverige/Progress report form

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Metrics and results overview - all programs[edit]

We are trying to understand the overall outcomes of the work being funded across our grantees' programs. Please use the table below to let us know how your programs contributed to the Grant Metrics. We understand not all Grant or grantee-defined Metrics will be relevant for all programs, so feel free to put "0" where necessary. For each program include the following table and

  1. Next to each required metric, list the outcome/results achieved for all of your programs included in your proposal.
  2. Where necessary, explain the context behind your outcome.
  3. In addition to the Global Metrics as measures of success for your programs, there is another table format in which you may report on any OTHER relevant measures of your programs success

For more information and a sample, see Grant Metrics.

Metric Achieved outcome Explanation
1. number of total participants 1,533 (out of 5,000) Breakdown by gender:
Women: 719
Men: 401
Non-binary: 2
Un-known:411
Wikispeech and Wikimania has not happend during Q1 and Q2, but is expected to add around 1,100 more participants. The work to engage librarians has started, but the digital training material will not be launched until later during the year. We still expect 3-400 participants and around 800 participants in other events. The expected number for the end of the year is currently around 4,000.

WikiGap had a smaller reach this year than expected as we only had a month to organize the entire campaign. This was due to a late decision to engage from the Ministry (as Sweden did not have a new government formed after the election until February). Also Wikimania had to be scaled down a bit due to budget restraints.

2. number of newly registered users 698 (out of 700) Breakdown by gender:
Women: 86
Men: 41
Non-binary: 0
Un-known: 571
These numbers are largely governed by the participants in the global WikiGap campaign. We expect to reach the goal for the year.
3. number of content pages created or improved, across all Wikimedia projects 31,306 (out of 101,525) Breakdown by project:
Wikipedia: 8,382
Commons: 3,086
Wikidata: 19,837
Other: 1

The datasets and batch uploads we have worked on has been valuable, but smaller in size than previous years. There are a number of datasets lined up, that will add many thousands of improvements, but we do not expect to reach 101,525.

4. Blog posts[1] (deprecated grantee defined metric) N/A This metric is deprecated, but included here as it is mentioned in the proposal.
5. Diversity[2] 740 (non-unique) (compared to 440 in our Progress report from 2018) We have approximated ~70% to be women during the WikiGap events internationally.
6. Reach[3] (new grantee defined metric) 2,138 (non-unique) (compared to 1,186 in our Progress report from 2018) Last year the amount of participants increased significantly during the second half of the year.


Introduction[edit]

The first half of the year Wikimedia Sverige has been in a state of rebuilding and expansion. The organization has increased to 9 staff members, and has well developed plans for increasing our staff with another 2 staff members. Our efforts to secure long term funding and to build a capacity to scale even further has continued.

The four programmatic areas developed in 2016—Access, Use, Community and Enabling—have continued to form the base of the project structure. Some of the most important activities and changes to date are the following:

  • Organization of Wikimania 2019 in Sweden has been a massive undertaking. With 255 sessions in the program, 21 local partners involved in the activities, 50 carefully picked volunteers (from over 120 applicants), nearly all being new to the movement, and 800 scholarship applicants, we are very happy with the progress to date. As part of the work with the conference we have organized a number of activities, including our first Culture crawls. For us, this is a new way of approaching our partners and we have seen a lot of interest. We have also organized guided tours and supported the organization of a meeting for national libraries, as well as a Wikidata event for small GLAMs. More than a 1,000 Swedish organizations and VIPs have received an invitation to the conference, as we hope firstly for their participation and secondly to make them aware of our work in this area.
  • We organized WikiGap together with the Swedish Ministry for Foreign Affairs for the second time. So far we have had 28 events across the world together with Swedish embassies, local Wikimedia communities and local partners. The Ministry is involved during Wikimania in a number of ways, not least by organizing a reception for the WikiGap organizers from 2018 and 2019. The reception will be located in the Blue Drawing Room at the so called “Palace of the Hereditary Prince”, where the Ministry for Foreign Affairs is located.
  • We are applying for a 90-konto, a proof of our organization being well run, as part of our intention to gain 5,000 members over the coming 3 years and our intention to become a recipient of funds from the Swedish Postcode Lottery. As part of this we launched our new website and our newsletter to improve our communication with our members. We have also prepared for a communication campaign later in 2019, and we have received 300,000 SEK (30,000 USD) in a grant to cover the cost of engaging a communication agency.
  • We have prepared for and created a project plan to investigate how Wikimedia Sverige can support the global movement around content partnerships. This might lead to the creation of a technical team in Sweden, to develop crucial software for a global set of partners.
  • We continue to experiment with how library data can be included on Wikidata and used on the Wikimedia platforms. The many exciting opportunities and the available support in this area has made us more invested in WikiCite.
  • Improving structures to ensure an increase in volunteer engagement has been a priority because of Wikimania and the many new volunteers involved in preparing for the conference. We have started developing a volunteer strategy, supporting material such as a yearly breakdown of activities etc. Much of this will also be useful, in a slightly modified version, when engaging new experts such as librarians.
  • We sent half a dozen project grant applications and have so far confirmed around 1,850,000 SEK (185,000 USD) in funding for 2019–2020. Hiring of more staff members was initiated in June 2019.
  • One new board member was elected during the general assembly, Göran Konstenius who is working as a manager at the National Library of Sweden.
  • We have had three new staff members joining us during the year, Mia Jacobsson (until June 2019) and Tore Danielsson and Gitta Wilén (who also worked with us in 2017)

Access[edit]

  Target Last year (if applicable) Progress (at end of Q2) Projected (end of year) Comments
Access A.1.1 Enrich the Wikimedia projects with 25 resources,[4] through the creation and distribution of materials and by providing support and performing batch uploads. 10 8 resources out of 25
Below target: 20 As part of the projects FindingGLAMs and Library data we have uploaded a number of datasets and identified a number of new datasets that we expect to be added during the second half of the year.
A.1.2 150 identified[5] subject experts contribute to the Wikimedia projects with at least 1 productive edit each, through the dissemination of information, maintaining relationships or arranging thematic edit-a-thons. 172 78 experts out of 150
On target: 150 The experts are mostly through the GLAM project. Currently we do not have much activity within the Wikipedia in Education project so we expect a drop from previous year. Some experts are expected to join through the FindingGLAMs and Wikipedia in Libraries projects as well.
A.1.3 Involve 10 courses in the Wikipedia Education Program,[6] through educating motivated teachers and providing expertise on the Wikipedia tools for education. 11 3 courses out of 10
Below target: 6 courses Due to staff changes we currently do not have a dedicated staff member for our education projects, but we hope to have hired one by the end of Q3. We hope to engage a couple of courses during the last months of the year, including 2 courses as part of our work with GLAM-educators.
A.2.1 To increase the use of free licenses, ensure that 50 organisations[7] partake of information about free licenses. 81 29 organizations out of 50
Above target: 80 We have a number of activities targeting new organizations planned and have utilized Wikimania as a springboard to reach new organizations. One example is that we are planning events for the aid organizations that we have contacted as part of Wikimania, around problematic information in GLAM collections (e.g. how to handle racist content), for technical companies interested in open source, and for permanent delegations at UNESCO.
A.2.2 Work actively to nurture and develop the relevant networks and contacts with people who can influence license choice of material in order to safeguard the topicality of the issue. This is achieved, in addition to regular activities, through active participation in, or organisation of, at least 10 new events and at least 10 new direct contacts with content owners, organizations and politicians. 16 events, 37 contacts 11 new events out of 10

13 new direct contacts out of 10

Above target: 15 events

Above target: 40 contacts

Our definition of someone belonging to our network is when they have met a representative of the association and staff has some way of contacting them, they have received information about what we do as an organization and how they can reach us. We expect the numbers to increase even further due to the work planned with Wikimania and FindingGLAMs.

Our Access program focuses on improving the free content on, or available to, the Wikimedia projects both short and long term. This was our largest program, both in number of ongoing projects and initiatives, and in budget. Preparations to further scale this program in 2020 and onwards are taking place.

Our earlier efforts with getting GLAM and other organizations to work with us have shown that both individual staff members and the organization as a whole have to go through a number of steps, and that the environment (context) in which they work in has to be suitable. As stated in our application we see contributions from new organizations happening mainly in two ways:

  • People contribute to the Wikimedia projects within their institutional frameworks. This could e.g. be GLAM staff, researchers or students.
  • Resources created elsewhere are put under a free license and can later be included in our projects.

Through the projects in the Access program we worked to influence staff, decision makers and the environment (context) they work within.

Access gained short term[edit]

There are a number of activities that increase access to new material directly or in a short period of time. Examples include the active production of new material (e.g. by supporting experts to contribute) or supporting an organization with the adoption of tools and methods for them to provide access to the material they have.

Different organizations have reached different levels of maturity when it comes to how they view free knowledge and their perception of how they can contribute. Their maturity affects what we can achieve together in a particular timespan, and a large part of our work is focused on moving them forward to a more thought-through strategy. We focus on partners who have expertise and/or collections that we have identified as relevant for Wikimedia in general or for a particular project. We strive to be considered a professional and generous partner. By providing them the needed support we can every year ensure that new valuable content are added to our projects.

The activities aimed at in the near time is to get access to more free information and including it on three of the Wikimedia platforms: Wikidata, Wikimedia Commons and Wikipedia. For eleven years we have invested time and effort in workshops where we train experts about free licenses, to contribute to the platforms, and other things related to the Wikimedia platforms and free knowledge. The short-term output from these activities are improved articles and content, but we believe a far more important outcome is the deeper knowledge and expertise which later will help when we organize projects together to release material owned by the institutions. From our experience, the decision for an institution to release larger amounts of material often takes place years after we have given them a first introduction, however every now and then we experience a faster turnover rate.

Through GLAM partnerships during the year we have managed to deliver unique material to the Wikimedia movement, e.g. very old recordings of traditional Sámi music and a number of datasets from GLAM institutions or bibliographical data. We are actively working on the preparation of more content partnerships during Q3 and Q4. During the second half of the year we will focus on bibliographical data, data about GLAM institutions and a number of collections.

In the second half of the year we will focus on the documentation of processes and aim to create a number of case studies of how different collections at GLAMs can be accessed and included on the Wikimedia platforms. This will be valuable both for other Wikimedia affiliates that want to upload collections and for GLAM institutions that are new but interested in working with the Wikimedia movement. They also help us identify areas where larger investments in tools are needed.

We will target more university courses and academic staff in the second half of 2019 to engage them in contributing.

Story: A focus on sources for our projects[edit]

In this Story we are focusing on our work to improve access to bibliographical data and to work with libraries to enhance sourcing and strategic digitization efforts. We believe that this will allow us to make sourcing easier and hence help combat fake news, that we will be able to reach a larger part of Sweden and to support the movement around WikiCite and to find the most suitable tools and methods to connect large collections of source materials on our projects.

As Wikidata becomes more relevant for libraries internationally, our work with the National Library of Sweden continues. We have continued to improve our efforts to add more bibliographical data to our projects, while also finding ways to engage librarians through campaigns and different trainings.

Our collaboration with the National Library of Sweden (Strategic inclusion of library data in Wikidata), which was initiated in May 2018 and continues throughout 2019, was well received by the library. We were awarded funding to carry out part 2 of the project. Our plans are to enrich Swedish bibliographical data on Wikidata, but also to investigate, develop and implement solutions that bring that data closer to the Swedish Wikipedia community and make it more discoverable and easier to use. For instance, we want to develop a tool for simple inclusion of references from Wikidata on Wikipedia.

We are also looking into how we can connect bibliographical data with digitized material to highlight it. This is being worked on both as part of the Strategic inclusion of library data in Wikidata and the FindingGLAMs project (as one of the case studies developed for the project’s white paper).

We believe that this appreciation of our work is a sign that the Wikimedia projects, including but not limited to Wikidata, are not only more accepted in GLAM institutions, but also seen as worthwhile to actively work with. Our collaboration with the National Library is happening in an exciting time, as the library is transitioning their union catalog to a new software platform which is built upon linked data. This is an opportunity for the staff to learn more about the open data landscape, and we have been invited to share our insights and perspectives. For example, we provided advice about how the Wikimedia projects can be involved in prioritizing digitization work at the library, as well as shared our experiences with working with the data model for books on Wikidata – as the library developers wanted to understand how their data is re-used and how it can be made better and more convenient for re-using.

Wikimedia organizations have in-depth, current knowledge of issues such as open data, and can provide valuable assistance to cultural heritage organizations that want to open up their data and modernize their infrastructure. After all, we all work towards the same goal.

The work with the libraries is not limited to the database area, but we are also working actively this year to start engaging with library staff across Sweden. We received a grant and have formed a partnership with the National library around this. The intention is to develop training material for Sweden’s librarians that will empower them to organize local Wikipedia hubs that can engage and train the general population about how to critically use Wikipedia and how to contribute to the Wikimedia platforms.

We are investigating the possibility for us to support the WikiCite initiative, as this would allow us to collect important feedback from the community on what tools are needed and prioritized regarding more content partnerships with libraries.

See also our previous Stories in previous reports:

Story: Developing user-friendly tools to crowdsource GLAM data[edit]

In this Story we are focusing on the possibilities with dedicated tools for campaigns and the importance of engaging the GLAM institutions of the world with compiling data about their institution. This is part of a wider strategic initiative to provide the Wikimedia movement with a resource that can be used to design and initiate new GLAM partnerships, especially around projects where a multitude of international partners are needed.

A large part of FindingGLAMs is crowdsourcing data about GLAM organizations from volunteers and from GLAM staff (who have the most up-to-date information). In order to make this process both effective and smooth for non-Wikimedians, we decided to build a tool that would enable them to start contributing quickly, without having to learn about Wikidata. The tool, Monumental-glam, is a continuation of Monumental (created for the purpose of displaying data about cultural heritage monuments), and is being developed by Paweł Marynowski. The major difference from the original Monumental is that it not only displays the data, but also allows the user to edit it directly – without having to go to Wikidata. That way, the entry threshold for new contributors is lowered considerably.

The first functional version of Monumental-glam was ready in time for the Swedish crowdsourcing campaign in May 2019, and focused on collecting data about libraries. This coincided in time with the Wikimedia Hackathon in Prague, giving us an opportunity to share the tool with a wider Wikimedia audience and gather feedback. Seeing people test the tool and talk about their experience was inspiring and motivating.

In a broader perspective, Monumental-glam inspired discussions about the existing landscape of Wikidata tools and about how to encourage non-Wikimedians to start editing. Many agree that there is a need for tools that bypass the Wikidata interface and let the user focus on what they are most interested in: the content. We are looking forward to bringing Monumental-glam to a worldwide audience during our October crowdsourcing campaign; just like different users have different backgrounds, needs and expectations, there should be more than one way of editing Wikidata. The tool provides an opportunity to examine different ways of helping new editors contribute and we hope that the solutions developed within the frames of this project can be learned from and re-used in the future.

Through this initiative we hope to provide the Wikimedia movement with another tool and campaign format that provides them with an entrypoint to new partnerships and discussions with GLAM partners. If the output is large from the campaign it will also support our larger goal of ensuring that potential GLAM partners can more easily be identified by Wikimedia affiliates to allow for new fruitful projects. The collection of data about the world’s GLAM institutions, which this tool and campaign is contributing to, is a piece of missing digital infrastructure.

Story: Equipping partners with tools and skills to contribute to Wikidata[edit]

In this Story we are describing our joint efforts with a developer at a partner organisation to deliver a large amount of valuable data to the Wikimedia platforms as part of a content partnership, and the value these lessons will have for us when prioritizing future work.

The Swedish Meteorological and Hydrological Institute (SMHI) requested our help in uploading data about coastal water bodies to Wikidata. They had previously collaborated with us over lake water body data, but this time the scope of the project was larger: they would also spread their material on Wikipedia in Swedish by writing articles about water management and implementing a Wikidata-powered infobox, designed by us, to showcase the data.

What truly made this collaboration special, however, was the distribution of technical work between us and SMHI. Rather than delivering the raw data to us, so that we could process it and upload it to Wikidata, the organization's in-house developer took the initiative to learn about and work directly with Wikidata. Our role was to provide guidance and advice about all the steps of the process, from how Wikidata items are modelled to how to use QuickStatements to upload the data.

The advantages of this approach are twofold. First of all, the organization acquired new, highly transferable tools and skills. These will enable them to continue their work with Wikidata without our involvement, while at the same time sending a message to other organizations that the Wikimedia platforms are important and worthwhile to learn about.

Secondly, we saved time and resources by not having our developer team work directly with the highly specialized data. The decisions about how to convert the data to a Wikidata model were taken by the people who are most familiar with it, reducing the risk for errors. This collaboration model felt very natural, as it made more sense for an environmental data expert to learn about Wikidata (transferable knowledge) than for our developers to learn about coastal water body management (specific knowledge).

Wikidata might not be the easiest platform for newcomers – especially newcomers who have a very specific idea about what they would like to do. Expert Wikidata users have gained their knowledge through observation, reading discussion pages, interacting with others and editing within various areas of interests, rather than through reading documentation. Our collaboration model – providing the organization's developer with guidance and just-in-time information – significantly lowered the threshold for them to start editing and achieve their goals.

Importantly, this experience has given us insights into where the bottlenecks are and where targeted efforts can help content partners to achieve more with limited costs.

Fail fest: Upload of different media content from partners[edit]

In this Fail fest we describe our struggles and learnings connected to uploading and working with media content, such as audio files, on the Wikimedia platforms. This has proven challenging and we have identified a number of areas needing work to reduce barriers in the future.

Together with the Swedish Performing Arts Agency, we investigated how to best work with different types of materials on Wikimedia Commons. Most of the files on Wikimedia Commons are pictures – photographs, paintings and the like – and this is also the media types that most GLAMs make available. This time, however, we worked with digitized music recordings. Sound is a valuable archival material, and we wanted to examine how well Wikimedia Commons was suited to present it to a wide audience. Apart from the music files, we also received a set of visual documents, such as musical writings and leaflets, that were in some way connected to the recordings. We thus wanted to model those connections on Commons in order to make it easier for the users to contextualize them.

To a degree, we were inspired by the ongoing development of Structured Data on Commons (SDC). It has the potential to revolutionize how both uploaders and users use Wikimedia Commons. It quickly turned out that SDC did not, at that point, have features or solutions for working with sounds and music.

This disappointment was not limited to SDC. In general, we found the infrastructure to work with audio files quite lacking. It was obvious that it was not mature in comparison to the existing infrastructure for images. Naturally, the reason for this is that the number of people interested in uploading and working with sounds is much smaller. This became especially obvious when we attempted to highlight the value of the scanned musical sheets that were among the documents shared by the Swedish Performing Arts Agency. This sort of document contains sounds written down in a special alphabet, so that they can be played out by a musician. We found that there exist technical solutions for turning these documents into a format that the computer can understand (akin to OCR for scanned texts), an example of such format being Lilypond, and there have been attempts to include this sort of structured musical data on Wikimedia Commons and Wikidata. But despite the long community discussions, we did not find an easy-to-use infrastructure or a best practice.

Wikimedia Commons has an enormous potential for GLAM institutions, but sharing materials that are not images is not easy. This stems from the fact that fewer community members are engaged in this sort of work. Because of that, we could not utilize the full potential of the audio media that the GLAM shared. With this knowledge, we are looking forward to examining the area further, especially as SDC is being developed.

Access gained long term[edit]

To get new material added in the long term, we need to create an enabling environment and engage the actors who control resources and materials worth including on the Wikimedia platforms. For this we need to be changing minds, policies and attitudes and improving our capacity. This takes time and effort and a long term strategic vision.

Wikimedia Sverige is in this for the long run. We aim to change the way organizations and the society think about knowledge dissemination and production. Creating that kind of change in attitudes will allow for the full impact of free knowledge. To reach this goal partnerships are key. We need to work to change the attitude of organizations in society to engage them in free knowledge production.

The practical work outlined above is therefore only half of the story. It is the end result of an often long period of finding common ground with an organization. We are continuously working to convince more organizations to partner with us and through this themselves become champions for free knowledge in the end.

Top down[edit]

By convincing decision makers to adopt different forms of policies around openness we are laying the foundations for accessing new material in the future.

In the Swedish context, most organizations are rather non-hierarchical, but individual staff members can nonetheless be restricted in their ability to act by limited funds or lack of supportive policy. Removing such barriers is therefore important to allow them to improve the amount of access to free knowledge. While decision makers are of course hard to reach, the strong Wikimedia brand gives us a real advantage compared to other organizations active in the free knowledge movement. It does however take a lot of preparations to develop argumentation, networks and supporting material. This is something we continue to invest resources in.

Sweden is a parliamentary democracy with a very transparent and open governing system. The municipalities have a lot of power and are very relevant to approach regarding e.g. education, cultural heritage and open data. The regions are responsible for e.g. protected cultural heritage and also produce much public sector information. The national level is responsible for setting legislation through the Swedish parliament (the Riksdag) and are responsible for the government agencies. Furthermore, EU legislation has a very large effect on our projects. In 2019 we will mainly focus our advocacy work on the national level and supported the important work done through FKAGEU.

Story: Supporting content partnerships and cultural heritage globally[edit]

In this Story we are describing our work to support other Wikimedia affiliates across the globe to do more (both quantitative and qualitative) content partnerships and support cultural heritage.

Over the last years Wikimedia Sverige has had a number of projects and initiatives with the intention to improve work around content partnerships and supporting cultural heritage globally, and not only within Sweden. Over the last two years we have doubled down on these initiatives.

We have worked to collect information about built cultural heritage around the world, we have supported knowledge exchange between GLAMwiki coordinators, we have financed half of the work that has taken place at UNESCO, and most recently we have aimed to collect information about the world’s GLAM institutions and experiment and write case studies around different aspects of content partnerships (e.g. how to upload and connect material around audio files, how to handle racist and other types of problematic content in GLAM collections, or how to upload and connect archival/library material to Wikisource, Wikidata and Wikipedia).

In much of this work we have worked with many other Wikimedia affiliates and Wikimedia Foundation. We are hoping that this work will allow us to identify what tools and methods to develop the coming years. We are now starting the process to develop a joint initiative together with Wikimedia Foundation to investigate how we could support the movement with tools for partnerships and how Wikimedia Sverige could become a thematic hub for the movement, a Centers of Excellence of sorts in the area of content partnerships and cultural heritage.

Bottom up[edit]

Our work to make more high quality information available through the Wikimedia platforms is dependent on engaging with content partners as well as cooperating with organizations and networks where experts can be drawn from. We invest heavily in ensuring that we regularly attract new partners and continuously engage and support the partners we already have through joint projects and initiatives that deliver content.

For the association to work efficiently with other organizations we often find that early interaction with staff members of the organization is crucial to form internal support for the needed changes (choice of license, how they can share data etc.) that make a partnership possible later on. We approach potential partners at different events (either organized by us, or when participating at e.g. conferences), when planning externally funded projects and through social media and offline networks.

When meeting with the staff members we need to be clear on what we have to offer, what we need and how we can work with them. The clearer our message is, the faster we can form a new partnership. This often take a bit of preparations to be able to tailor the message to them (using their lingo, connecting our message/suggestions to their own strategies and visions). After we start working together we strive to be accommodating and generous with our time and our resources to ensure a positive experience. We will continue refining the way we offer additional reporting to our partners during the year.

In 2019 we have initiated contacts with hundreds of new organizations as part of our work with Wikimania and had a few hundred more organizations listening at events where we have presented. We have also had more in depth conversations with 29 new organizations and participated in 11 new events to learn more about different fields where we might initiate work in the future. Furthermore we have developed joint projects with around 25 organizations we have worked with before.

Story: Utilizing a unique event to gain and renew partnerships[edit]

In this Story we are describing our efforts to utilize the unique situation with Wikimania to engage with new and old partners.

GLAM has always been one of the core areas for Wikimedia Sverige, and since we started building up the chapter with staff in 2012 some of our first and biggest projects have been related to GLAM. Having worked with partners for a while and having done both trainings, uploads, edit-a-thons and other activities also means that some partners have moved on to stand on their own feet and don’t really need our support while others have gone the other way and need a fresh start to get back on track in their Wikimedia related activities.

Using Wikimania as a lever we have contacted some of the GLAMs who have not been very active lately, and invited them to be part of the program when it comes to Culture crawls and tours and asking them for meeting rooms for affiliates. Renewing the contact with our partners, by offering them a visit by a group of active Wikimedians from different language communities and showing them around has proven very positive.

Several of the GLAMs have opened up for activities during Wikimania, and also shown an interest in having more activities, such as staff edit-a-thons of meetings about content contributions later in the year.

We also took Wikimania as an outreach opportunity and contacted more than 1,000 different VIPs, NGOs and government agencies. We especially focused on NGOs working in the international aid sector. Through Wikimania’s theme, Stronger together: Wikimedia, free knowledge and the Sustainable Development Goals, we could showcase similarities and create interest from organizations that previously had not had us on their radar. After Wikimania we will organize some follow-up events with the organizations to get to know each other and continue the conversations we have initiated.

Detailed project overview[edit]

Below all the projects belonging to the program will be briefly explained and the current status presented. Synergies between the projects will be described. A few selected stories have been presented more in depth as case studies above.

For all the projects, we will state whether they are small, medium or large. In this context, a small project is defined as one where the total budget is less than 100,000 SEK (about 12,500 USD); a medium sized project is defined as one where the total budget is between 100,000 SEK and 300,000 SEK (12,500 to about 37,500 USD); finally, a large project is defined as one where the total budget exceeds 300,000 SEK (about 37,500 USD).

We are also outlining where the project will have an impact in the Wikimedia universe and who we are partnering with to deliver the best possible result.

New for this year is that we also have information about the importance of each project., e.g. if the project is core, essential, one-off or experimental. In this context, a project is considered to be core if it part of our identity as an organization. The project will be organized even if impact is less in the short term and will only be cancelled after a consensus has been reached amongst our community. A project is essential if it actively contributes to one or many of the goals that have been outlined for the year or the long term strategy. Most projects should belong here. A project that is considered a one-off is organized because it is delivering a specific benefit to the organization but it is unlikely that we will repeat it in its current form. This type of project might continue over the years, but the content will intentionally change significantly over time. The experimental projects are testing a new idea, method or technology and are often externally financed. They might be a one-off or, if proved successful, become an essential project.

FindingGLAMs 2018[edit]

What is the project: This is a major global externally funded project aiming to add information about GLAM institutions from around the world, and the collections they hold, to Wikidata, Wikipedia and Wikimedia Commons. The database will be the first one of its type and will provide a service for both the GLAM sector, for organizations working with crisis situations and for Wikimedia affiliates to find potential partners. Case studies regarding batch uploads and other activities with different types of GLAMs will be developed to summarize the learnings and analyse the effect and future possibilities. We hope to outline what needs to be built in the future to ensure more and deeper partnerships with content partners and around cultural heritage. As part of the project we will do a lot of preparatory work for Wikimania, as the conference will create a lot of value for the project.

What’s been done: We published our part time report of the project in February, which was approved. Some highlights from 2019 includes:

  • We have uploaded five different resources to the Wikimedia platforms (1. audio files and note sheets from the Swedish Performing Arts Agency, 2. NFR’s list of archives in Sweden, 3. a database of Sweden’s local history societies, 4. a database of Swedish libraries 5. the ISIL List of Japan) and are preparing to upload another nine resources.
  • We have had 5 events where we have introduced our work around the project. 3 more are currently being planned.
  • We have prepared for Wikimania where a handful FindingGLAMs related presentations and workshops will take place and part of the hackathon will focus on the issues around content partnerships identified as part of the project. Also the Culture Crawl will be connected to the project.
  • We have prepared for the global Wikidata campaign to collect GLAM information.

What's next:

  • Wikimania will take place on the 14–18 August and we will evaluate the event.
  • A meeting with the permanent delegations at UNESCO HQ is planned for September.
  • We will organize the FindingGLAMs campaign in October.
  • We will investigate partnerships around putting GLAM institutions on the map together with Humanitarian OpenStreetMap Team (HOT).
  • We will upload at least 9 more resources.
  • We will document our experiences in our case studies and compile a white paper.
  • Together with Wikimedia Foundation, as a spin-off project, we will look into how we can support the entire Wikimedia movement by developing tools for partnerships and hopefully become a thematic hub around content partnerships and cultural heritage.
  • We will finalize and report the FindingGLAMs project in November 2019.

Size of project (small/medium/large): Large

Importance: Essential

Project impact: Wikidata, Wikimedia Commons, Wikipedia

Partners: UNESCO, Wikimedia Foundation, GLAM institutions in Sweden and abroad (more to come)

Link to the project: FindingGLAMs 2018

Wikipedia in Education 2019[edit]

What is the project: This project supports educators to implement Wikipedia based assignments where students improve Wikipedia as part of their curricular activities. It also supports the work around Open Educational Resources (OER) in Sweden.

What’s been done: We have worked together with 3 university courses and thereby continued to further develop our partnerships with institutions for higher education as part of the education program.

What's next: We are in the process of hiring new staff to work in this area.

Size of project (small/medium/large): Medium

Project impact: Wikipedia

Partners: Link to the project: Wikipedia i utbildning 2019

Samsyn 2018[edit]

What is the project: We work with six institutions for higher education within a three year externally funded project called Samsyn. The goal is a shared nomenclature for the university sector's collaboration. The central tool for collaborating is a wiki that we have helped them create. We are also providing training for the staff at the institutions on how a wiki works. At the end of the project suitable parts will be included on the Wikimedia platforms.

What’s been done: We have continued to work with the educational institutions to develop the material.

What's next: We will give more trainings and further improve the information material on the wiki.

Size of project (small/medium/large): Medium

Importance: Experimental

Project impact: Wikipedia

Partners: Chalmers University of Technology, Gävle University, Kristianstad University, Linköpings University, Malmö University, Stockholm University

Link to the project: Samsyn 2018

GLAM 2019[edit]

What is the project: This project maintains continuous interaction with GLAM partners and seeks out new collaborations. It also serves as an umbrella project for smaller projects funded by individual GLAMs.

What’s been done: The focus has been on acting as a meta level project focusing on providing training for partners where we want to deepen our cooperation in the future, making more GLAM institutions aware of our work, and on preparing for externally funded activities both with our long term GLAM partners (where they pay us for the hours needed for a batch upload or training etc.) and with involvement in initial meetings for possible major projects in the future.

The GLAM 2019 project was also the umbrella under which two externally funded GLAM projects were performed and concluded in the first half of the year, trainings as part of the Sounds of Change project and a data upload with SMHI.

What's next: Later during the year we will work with an upload from the Swedish Performing Arts Agency, possibly more activities within the project Sounds of Change, with the Nordic museum’s GLAM-educators and together with the National Heritage Board to organize a workshop on how to include problematic information from GLAM collections onto the Wikimedia platforms.

Size of project (small/medium/large): Medium

Project impact: Wikipedia, Wikimedia Commons, Wikidata

Importance: Core

Partners: Nordic museum, Swedish National Heritage Board, Sounds of Change project, Swedish Performing Arts Agency, SMHI

Link to the project: GLAM 2019

Presentations 2019[edit]

What is the project: This project includes different presentations by WMSE staff, that are paid for by an external organization. The project exists to simplify taxation of our work.

What’s been done: No externally funded presentation has been given to date as part of this project.

What's next: We will continue to meet and discuss with the educators and museums we worked with last year. We want to keep the network intact and stable and at this point we are not attempting to scale the activities from last year.

Size of project (small/medium/large): Small

Importance: One-off

Project impact: Wikipedia, Wikidata

Partners:

Link to the project: Föreläsningar 2019

Strategic inclusion of bibliographical data on Wikidata 2018[edit]

What is the project: A project in cooperation with the National Library of Sweden to improve the connections between the library’s open data and the Wikimedia projects, thereby facilitating the access to both the data and discoverability of the sources which they describe. Practically this involves importing some of the datasets held by the Library to Wikidata, in particular data about authorities (authors), libraries (in Sweden) and literary works (editions). Priority is given to data related to sources used on Swedish Wikipedia. Additionally we will host one Hackathon for library developers aimed at building prototypes for tools for interacting with the data or making it easier for the community to access the sources used on Wikipedia. In 2018 we focused on some initial imports and on clarifying the existing data structures and matching these to Wikidata structures.

What’s been done: The project continues into the first half of 2019 with a focus on hosting the Hackathon and evaluating/reporting the project as well as connecting the dataset to e.g. Projekt Runeberg.

What's next: The project is being finalized and reported and we will share the results with the international Wikimedia community at e.g. Wikimania.

Size of project (small/medium/large): Large

Importance: Experimental

Project impact: Wikipedia

Partners: National library

Link to the project: Strategisk inkludering av biblioteksdata på Wikidata 2018

Strategic inclusion of bibliographical data on Wikidata 2019[edit]

What is the project: "A continuation of the 2018 project aiming to further improve the interconnectedness between open library data and Wikimedia data. 2019: In addition to further developing ideas and tools that were prototyped in the previous project, it will also strive to import several datasets owned by the National Library of Sweden and ensure that data uploaded are used on Wikipedia, through communication and various events. At least one hackathon will be organized and support will be given to the National Library so that they can improve their internal tools by taking advantage of the increased interconnection with Wikidata. Automatic updating and maintenance of data is a natural continuation of the previous project and is something that we will focus on."

What’s been done: The project has not started yet.

What's next: We will start the project in September.

Size of project (small/medium/large): Large

Importance: Experimental

Project impact: Wikipedia

Partners: National library

Link to the project: Strategisk inkludering av biblioteksdata på Wikidata 2019

Wikipedia in Libraries 2019[edit]

What is the project: This project will prepare digital training material for Sweden’s public librarians as part of a larger national initiative to improve their digital skills. The training material will be included in a learning platform created by the National Library. Furthermore, continuous training, different events and trainings at libraries across Sweden will be organized as well as two campaigns targeted towards engaging library staff to contribute to the Wikimedia platforms.

What’s been done: We have discussed the form of the digital training material and started developing a basic structure of it.

What's next: We will work on developing the digital training material and let the first groups of librarians go through the training.

Size of project (small/medium/large): Large

Importance: Experimental

Project impact: Wikipedia

Partners: National library

Link to the project: Projekt:Wikipedia i biblioteken 2019

Advocacy 2019[edit]

What is the project: Our political activities are compiled in this project to keep them separate from FDC funded projects. The project is funded by donations and membership fees.

What’s been done: Our main focus area for advocacy during 2019 has been the Copyright Directive. We have mainly worked in Sweden and discussed the issue with members of the parliament (the Riksdag).

What's next: We will work on finding and engaging new partners for a changed legislation around Freedom of Panorama in Sweden and we will continue discussing the issue with politicians and preparing information material. We will contribute to the legislative discussions around the implementation of the Copyright directive in Swedish legislation.

Furthermore we will stay involved in the copyright reform in the European Union and coordinate the work with other affiliates.

We also hope to continue improving our strategy around opinion building and get a board approval of the strategy.

Size of project (small/medium/large): Medium

Importance: Essential

Project impact: Wikimedia Commons, Wikipedia

Partners: FKAGEU

Link to the project: Påverkansarbete 2019

Use[edit]

  Target Last year (if applicable) Progress (at end of Q2) Projected (end of year) Comments
Use U.1.1 To inform the public about Wikimedia projects and free knowledge, good media relations are central. This is achieved through active work with press releases, op-eds, commentaries, newsletter and presence on social media. Based on the key figures identified as metrics by the office the measured media activities for November 2019 will increase by 10 % compared to November 2018. 0 out of 1 0 out of 1 metrics defined

Metrics will be defined for the first time.

Below target: 0 metrics

N/A as metrics has previously not been collected.

We are working on defining how to measure the reach of our newsletter and adjust the policies and activate statistical tools needed for it.
U.1.2 To increase awareness of the usage and trust, clearer measurement methods for how the Wikimedia projects are used, in general and by specific user groups, will be developed during the year. No work was done No work was done
Below target: 0 Wikipedia was included in an external report about Internet usage in Sweden. Due to staff changes and other large commitments no further work is planned for this metric this year.
U.2.1 To decrease the number of bugs in the software and increase clarity all identified and verified bugs shall be reported on Phabricator within one week of being encountered and critical system messages will be translated.[8] The result is monitored annually. 100% (18 new bugs and 0 translation messages) 50% (13 new bugs and 0 translation messages)
On target: 100% We have reported all the bugs that we have encountered in the MediaWiki software. We have not included bugs that we have reported in external Wikimedia related tools. 50% indicates that we are halfway through the year.
U.2.2 In order to make content available for more people the Wikispeech extension shall be activated as a beta function on three language versions of Wikipedia[9] before the end of the year, and supporting functionality/tools will be developed to add more languages. A prototype was finalized for all three languages but was not activated as a beta function. 0 of 3 languages activated
On target: 3 languages We will start the new Wikispeech project in September 2019 and will initially work to activate the first 3 languages.

The focus of the program is to make the platforms and activities known, appreciated and trusted. It also includes our work to make the platforms easy to use and both our platforms and activities accessible to everyone.

Making the platforms and activities known and appreciated[edit]

We work to spread information about the value and importance of free knowledge and about the Wikimedia platforms as tools to achieve more free knowledge of better quality.

We believe that more communication will, amongst other things, improve our possibilities for increasing participation at our events, help us to find more partners, increase funding opportunities and avoid misunderstandings about our work and the Wikimedia platforms.

We have launched a redesigned website to create an easy entry point to our work to all interested new partner organizations, journalists, volunteers, donors and prospective members. We hope that this will help us reach our goal of reaching 5,000 members in 3 years, a number which in Sweden is considered the breaking point for it to be a popular movement in the country.

As part of the Wikimania preparations we have worked closely with Wikimedia Foundation’s communication team and the Swedish communication agency Wenderfalck to develop a set of communication resources to increase awareness of Wikimedia amongst Swedes. We have also engaged a dozen volunteers with social media communication and hired a communication staff member who until December will create a set of stories around our work, our volunteers and about how it all connects to the Sustainable Development Goals.

Story: Volunteers are front and center of our communication[edit]

In this Story we are describing how we support the creation of information material by and from volunteers and what we aim to do to highlight their work. Wikimedia Sverige has put a lot of focus on engaging volunteers in our communication this year. By doing so we hope to reach more people and improve engagement.

Some years ago, a couple of volunteers started a podcast, where they talked about Wikimedia and Wikipedia related topics. In about a year they had produced 20 episodes, with several of them having chapter staff as guests and bringing up projects run by Wikimedia Sverige. Due to the two hosts moving and other things happening in their life, the podcast took a break, but always intending to resurface again. The years passed by until this spring when one of the regular chapter volunteers kicked it back to life with weekly episodes as a build up to Wikimania.

Wikimedia Sverige has supported the podcast with both some microphones from our pool of technology and registering a domain, wikipediapodden.se, where the podcast can be promoted and shared. While it is hard to aggregate the number of subscribers and the number of automated pings from bots and pod players, the number of daily visitors to wikipediapodden.se has grown to around 1,000.

For the promotion of Wikimania we have organized a team of around 10 volunteers that run the social media channels. They are working semi-independently and have allowed us to very actively engage people over social media over the span of 8 months. We have hired a communication staff member that will develop stories about the volunteers and speakers during the conference to show the connection between free knowledge and the Sustainable Development Goals. We are also very happy that we have received a USD 30,000 grant from the Swedish International Development Cooperation Agency allowing us to engage a communication agency to promote stories from the conference from September 2019 to April 2020.

Making usage easy and accessible to everyone[edit]

Through our efforts we hope to make the platforms easier to use for our readers. We focus both on our in-house development and on informing other developer teams about issues that we encounter during workshops and other events that we organize.

Detailed project overview[edit]

Below all the projects belonging to the program will be briefly explained and the current status presented. Synergies between the projects will be described. A few selected stories has been presented more in depth as case studies above.

For all the projects, we will state whether they are small, medium or large. In this context, a small project is defined as one where the total budget is less than 100,000 SEK (about 12,500 USD); a medium sized project is defined as one where the total budget is between 100,000 SEK and 300,000 SEK (12,500 to about 37,500 USD); finally, a large project is defined as one where the total budget exceeds 300,000 SEK (about 37,500 USD).

We are also outlining where the project will have an impact in the Wikimedia universe and who we are partnering with to deliver the best possible result.

New for this year is that we also have information about the importance of each project., e.g. if the project is core, essential, one-off or experimental. In this context, a project is considered to be core if it part of our identity as an organization. The project will be organized even if impact is less in the short term and will only be cancelled after a consensus has been reached amongst our community. A project is essential if it actively contribute to one or many of the goals that have been outlined for the year or the long term strategy. Most projects should belong here. A project that is considered a one-off is organized because it is delivering a specific benefit to the organization but it is unlikely that we will repeat it in its current form. The type of project might continue over the years, but the content will intentionally change significantly over time. The experimental projects are testing a new idea, method or technology and are often externally financed. They might be a one-off or if successful become an essential project.

Trust Making 2019[edit]

What is the project: The focus of this project is to develop methods on how to survey the trust of Wikimedia. We will support students and faculty to investigate the attitudes and trust amongst different groups in society (a specific focus will be on our own membership base). We will work with the university sector and offer both expertise (e.g. a reference group) and limited financial support.

What’s been done: No work has taken place to date.

What's next: The work in this project might start during the second half of the year depending on when we hire a new staff member and their experience.

This project is currently not the top priority due to other commitments.

Size of project (small/medium/large): Small

Project impact: -

Importance: Experimental

Partners: -

Link to the project: Förtroende 2019

Visibility Making 2019[edit]

What is the project: In this project we develop long term communication activities in a number of channels to increase visibility for our organization and Wikimedia in general.

We will work to keep our blog and social media accounts active with general communication to ensure awareness about our work. The website will be updated regularly through the work in this project. We expect a major increase in visibility for our work simply due to Wikimania and will conduct part of the communication efforts through this project.

What’s been done: We have launched our new website, a new newsletter and are about to start designing a communication campaign with Wenderfalck, a Swedish communication agency (this will happen as a separate project).

We have increased the number of followers on Facebook to 2,201 (up from 2,095 since last Progress report) and to 2,393 (up from 2,234 since last Progress report) on Twitter. On our Instagram account we have reached 491 followers (up from 354 followers since last Progress report).

What's next: This project has mainly been put on hold.

Size of project (small/medium/large): Small

Project impact: -

Importance: Experimental

Partners: -

Link to the project: Synlighet 2019

Wikispeech 2019[edit]

What is the project: This project aims to develop a prototype of a speech synthesis solution for the Wikimedia projects. The main features are that it should be server based (so as not to demand to much of the readers device), modular (so that new languages can be added using existing open source solutions) and readers will be able to improve the pronunciation and contribute with recordings of words and sentences.

New for the work in 2019 is that we will continue to solve the issues that have been identified during the code review, prepare for a clearer role division (i.e. skills we need to add to the team) and prepare for other larger externally funded projects supporting Wikispeech development. Furthermore, we will prepare for hiring more staff members working with Wikispeech development should further funding be approved."

What’s been done: We have developed some of the missing functionalities and cleaned up from the last project in order to quickly be able to start working on the development of the Speech Data Collector.

What's next: Finalize the work and move focus to the Speech Data Collector.

Size of project (small/medium/large): Large

Importance: Essential

Project impact: Wikipedia

Partners: WMF, STTS, KTH Royal Institute of Technology

Link to the project: Wikispeech 2019

Wikispeech – Speech Data Collector 2019[edit]

What is the project: The main aim of Wikispeech – Speech Data Collector 2019 is to further develop the MediaWiki extension Wikispeech so that it is possible to collect speech data through crowdsourcing. This can be used in order to improve the quality of the text-to-speech software and to extend this to more languages in the future. Furthermore it will be a resource and a service to the entire FOSS community. The project continues into 2021.

In 2019 we will continue developing the player with the aim to have a stable version ready for code and security review, for later release as Beta for Swedish, English and Arabic. Initial architecture of the tool will be done with the assistance of Wikimedia Deutschland who will also be involved with code review and technical feedback throughout the project. In 2019 we expect initial development of the Speech collector to start along with continuous improvements to the Text-to-Speech component developed in the original Wikispeech project so that it can be launched as a Beta feature in Swedish, English and Arabic.

What’s been done: The project has not started yet and will be launched the 1 September 2019.

What's next:

Size of project (small/medium/large): Large

Importance: Essential

Project impact: Wikipedia

Partners: WMF, STTS, KTH Royal Institute of Technology

Link to the project: Projekt:Wikispeech – Talresursinsamlaren 2019

Bug Reporting and Translation 2019[edit]

What is the project: "The main purpose of this project is to decrease the number of errors in the software used on the Wikimedia projects by reporting bugs and correcting erroneous translations in the software.

In 2019 the main focus remains continuous bug reporting, ensuring all staff are comfortable in raising encountered bugs and assisting the community in bug reporting. There will also be at least one event/drive focused on improving the coverage and quality of Swedish translations of the software (through a translate-a-thon). For that we will leverage Wikimania in Stockholm to engage new volunteers in the translation efforts."

What has been done: So far, a total of 12 bugs were reported by three of the employees.

What's next: The reporting of bugs will continue and we will organize some type of activity to improve important technical messages (perhaps in the form of a translate-a-thon).

Size of project (small/medium/large): Small

Importance: Essential

Project impact: MediaWiki

Partners: Wikimedia community

Link to the project: Buggrapportering och översättning 2019

Knowledge in Crisis Situations 2019[edit]

Through previous collaborations, the value of free knowledge in crisis situations has been identified as an interesting area for the association to operate within. Both to take part of the enormous amount of material that various aid organizations and the like develop, but also to provide people who, for various reasons, are in a crisis situation with freely licensed material. At present, the knowledge of those working in the sector is very low. In this project, the foundation for changing this is added.

In 2019 the focus will be on (1) developing basic material for how aid organizations can use Wikimedia and freely licensed map resources in their work, (2) organize or take part in some events to strengthen our network and to convince aid organizations of the value of releasing their own material under a free license, (3) organization of events to identify the connection between Wikimedia/free knowledge and the Global Goals.

What has been done: As part of the preparations for Wikimania we have reached out to a couple of hundred of aid organizations and invited them to the conference. The response have been positive and we are planning to organize a separate event for them.

What's next: We will organize a separate event for them in November 2019. We will develop a set of instruction material aimed towards them. The stories collected during Wikimania will form a foundation for these new resources.

Size of project (small/medium/large): Small

Importance: Essential

Project impact: MediaWiki

Partners:

Link to the project: Kunskap i krissituationer 2019

Community[edit]

  Target Last year (if applicable) Progress (at end of Q2) Projected (end of year) Comments
Community C.1.1 To make work easier, support will be given 365 times to at least 100 different Wikimedians (or others who advocate for free knowledge) through access to expertise, financing or other resources.[10] 220 occasions to 60 Wikimedians 158 out of 365 occasions

28 out of 100 Wikimedians

Below target: 240 occasions to 60 Wikimedians
C.1.2 To strengthen the community the chapter will support at least 75 recurring meet-ups[11] for Wikimedians 114 74 of 75
Above target: 120 meet-ups We have supported a large number of meet-ups. Especially the group in Gothenburg has been very active.
C.1.3 To facilitate the use of new technical solutions on Wikipedia, a project shall be carried out around implementation, based on the Community's needs and desires. 2 0 technical wish implemented
Above target: 2 technical solutions activated We expect the two technical wishes we have worked on to be implemented during the year.
C.2 To increase participation from Wikimedia's underrepresented groups[12], targeted initiatives organized by the association shall result in one productive edit from 365 unique users belonging to one or more of those groups. 1,091 580 out of 365
Above target: 700 unique users The GLAM and educational activities are still an efficient way to engage people from underrepresented groups.

The international WikiGap events are however responsible for the majority (the numbers can be found on the Outreach and Events Dashboard). In total the events had around 580 participants. An estimate is that 2/3 were women, but not all have been editing. We also have supported 2 Wikipedia camps.

Supporting existing community[edit]

We work to support our wider community in a number of ways, which is possible thanks to staff members with a wide variety of skills and because of the infrastructure we have built up in the last few years.

We see the Wikimedia movement needing two different sets of volunteers, that to some degree overlap: 1. The online contributors that for example edits Wikipedia, that photograph for Wikimedia Commons or add data to Wikidata. 2. The volunteers that are interested to support free knowledge offline in different ways, such as organizing events, giving lectures, solicit new members or forming new partnerships. We have historically focused on the first group but now we are aiming to create resources needed to grow the second group.

This year we have therefore focused on building a stronger foundation by developing communication tools, developing a strategy and by developing training material.

We still continue to create meeting spaces, cover associated costs with the volunteer work and we have provided technical support to create tools (requested solutions for long standing technical problems) for the most active volunteers. We aim to continue with more supporting tools also later this year.

Story: Reducing the cost to host the Wikimania conference in the future[edit]

In this Story we are describing how the experience gained from a number of international Wikimedia events will be shared with volunteers and other affiliates to reduce their cost to host similar events. We believe that an investment to share our knowledge, through a number of different channels, will save significant resources over time for the movement as a whole, even if Wikimedia Sverige might not need the material for ourselves.

For the last few years Wikimedia Sverige has organized a number of international conferences for our movement. Our team now has a lot of valuable experience in this field and a good working relationship with a number of volunteers and other affiliates active in organizing Wikimedia conferences.

Even with previous experience the work with organizing a large international conference such as Wikimania is a major undertaking for a small or midsize organization such as ours. We have had a good working relationship with the Wikimedia Foundation's conference team which has reduced a lot of the logistical hurdles. However, the near complete lack of existing documentation and supporting material available for the local team has left us surprised and it has led to a massive cost increase as we often had to reinvent the wheel.

To ensure that future volunteer led teams will not have to experience a similar situation we will invest a couple of full time staff months (one in 2019 and one in 2020) to document our work and create guidelines for future teams. We also intend to offer next year’s team the opportunity to meet with our staff on a regular schedule (e.g. biweekly) to function as a resource. The questions and feedback we will get at those meetings will help inform us what supporting documentation or other material we should prioritize creating.

Story: Careful preparations make it possible to engage a global community through WikiGap fast and easy[edit]

In this Story we are covering how the WikiGap campaign has been successful in supporting the efforts done by our existing community. Through careful documentation and efforts to streamline the event organization we could organize the entire campaign in just one intensive month.

Organizing this year's WikiGap was different than in 2018. Due to the fact that the Swedish government was not appointed until January 22, the Swedish Ministry for Foreign Affairs could not decide if they could be involved in the campaign until early February. This meant that a work that in 2018 took more than three months now was instead done in just one month. Fortunately, WikiGap was well documented from 2018 and a lot of material could be updated and reused in 2019, which enabled both the Ministry for Foreign Affairs and Wikimedia Sverige to quickly act and inform the Swedish embassies as well as volunteers from the Wikimedia movement about WikiGap very quickly. Another factor that enabled the campaign, despite the very short preparation time, was that many organizers were familiar with the structure and organization of the campaign since 2018. Our good cooperation with the staff at the Ministry for Foreign Affairs allowed us to quickly move forward.

At Wikimania in August 2019 Wikimedia Sverige and the Ministry for Foreign Affairs will organize a workshop about the future of WikiGap. By using the experience of previous organizers participating in the workshop, we will try to develop the campaign further and try to develop an even greater commitment. Furthermore, the Ministry is hosting an event for the WikiGap organizers in 2018 and 2019 as part of Wikimania to let them meet and mingle and discuss the campaign.

We look forward to achieving even greater impact in 2020 through a longer preparation time and because of improved visibility around the campaign in social media. We also want to streamline our work by being even clearer about what expectations our co-organizers can have on us and what kind of information we need from them. We also hope to be able to extend and deepen the participant’s commitment through the WikiGap Challenge.

Our initial investment, which was significant, now pays of. With a very limited cost we can now continue organizing the campaign and even scale it to become significantly bigger and ensure a significant outcome.

Expanding the community[edit]

To grow the community on Wikimedia platforms we are organizing a number of activities aimed at creating interest amongst groups of people who have yet to engage on our platforms, or around free knowledge in general.

We work to raise awareness of Wikimedia projects in order for new participants to engage. When new participants start to contribute we make sure to lower barriers and create an inclusive environment and to provide direct support of different forms.

Our cooperation with different organizations has been a cornerstone in achieving success in community growth. By involving the communities of our partners in our projects, some of their community members has joined the Wikimedia community in some capacity.

Story: The power of working together to change status quo[edit]

In this Story we are covering how powerful joint initiatives such as the WikiGap campaign can be when the goal is clearly stated and shared by many people across the world. The leadership needed to release the power of change has been very limited.

WikiGap focuses on engaging new and old Wikimedia community members to increase the coverage of women on Wikipedia. The local teams decide how they organize their own event, and many have decided to partner with local women's rights groups and similar to find new engaged editors who want to work over time to change the status quo.

Despite us having only a month to prepare the campaign this year (see Story above) we manage to engage a large number of people. So far, figures from the outreach dashboard show that over 9,700 articles have been edited by 650 people during 26 events. However, when we have put together the number of events that we know so far, it seems until today there are between 35-40. The numbers are lower than 2018, but considering the very limited time given to the local teams to organize the event we are in awe at what they managed to achieve.

This year we wanted to extend the engagement in WikiGap and we therefore created the WikiGap Challenge writing competition. It was also a way to engage the existing Wikipedia community in WikiGap. The competition went on for a month and attracted 90 people who edited over 1,400 articles.

The first prize in the WikiGap Challenge was that Wikimedia Sweden subsidized the winner's travel and accommodation as well as the conference fee for Wikimania. We hope that the prize itself has increased attention around Wikimania amongst the most active Wikipedia editors.

Fail fest: Data crowdsourcing campaign struggles to attract contributors[edit]

In this Fail fest we describe our struggles and learnings around crowdsourcing campaigns where we have been unsuccessful in attracting interest from GLAM professionals and what we intend to do to change that.

A big part of the FindingGLAMs project is crowdsourcing GLAM data in order to fill in the gaps in existing datasets. We are especially targeting new contributors, especially GLAM professionals, because they possess relevant and current knowledge. We are developing Monumental, a user-friendly tool for remote Wikidata editing, and we are planning to run our global crowdsourcing campaign in October 2019. In order to test Monumental and learn more about how beginners experience Wikidata, we ran a small campaign locally in Sweden. It focused specifically on libraries and targeted staff at libraries in Sweden.

The outcome of the campaign, which took place concurrently with the #1Lib1Ref campaign in May 2019, was much smaller than we hoped for, with only four contributors associated with libraries. They all edited one item each. We attempted to contact them after the campaign by e-mailing their Wikimedia accounts, hoping to gather feedback and gain insight into their experience, but none of them replied.

On the one hand, such a poor outcome was not extremely surprising. We are aware that Wikidata is harder to sell to non-Wikimedians, as the advantages of collating a database of GLAM institutions are more abstract than those of writing a well-sourced Wikipedia article. After all, Wikipedia is a general-use resource with a wide and diverse audience, while Wikidata by its nature attracts a more specialized audience. On the other hand, we did prepare well for the campaign by announcing it in our social media channels, such as Twitter and Facebook, as well as posting a more detailed write-up on our blog. We even attracted the attention of the Swedish Library Association and published a guest article on their website.

This debacle provided us with a valuable insight: attracting non-Wikimedians to Wikidata is hard! We have been hearing voices from GLAM professionals around the world who have discovered Wikidata and its potential, but this is a comparatively small group. Our target audience of librarians, archivists and museum staff need well-produced, accessible material to understand what Wikidata is and why it's valuable for cultural heritage institutions. For our global campaign, we are going to collaborate with other local Wikimedia organizations that can reach out to the GLAMs and hopefully communicate the value of our project.

Detailed project overview[edit]

Below all the projects belonging to the program will be briefly explained and the current status presented. Synergies between the projects will be described. A few selected stories has been presented more in depth as case studies above.

For all the projects, we will state whether they are small, medium or large. In this context, a small project is defined as one where the total budget is less than 100,000 SEK (about 12,500 USD); a medium sized project is defined as one where the total budget is between 100,000 SEK and 300,000 SEK (12,500 to about 37,500 USD); finally, a large project is defined as one where the total budget exceeds 300,000 SEK (about 37,500 USD).

We are also outlining where the project will have an impact in the Wikimedia universe and who we are partnering with to deliver the best possible result.

New for this year is that we also have information about the importance of each project., e.g. if the project is core, essential, one-off or experimental. In this context, a project is considered to be core if it part of our identity as an organization. The project will be organized even if impact is less in the short term and will only be cancelled after a consensus has been reached amongst our community. A project is essential if it actively contribute to one or many of the goals that have been outlined for the year or the long term strategy. Most projects should belong here. A project that is considered a one-off is organized because it is delivering a specific benefit to the organization but it is unlikely that we will repeat it in its current form. The type of project might continue over the years, but the content will intentionally change significantly over time. The experimental projects are testing a new idea, method or technology and are often externally financed. They might be a one-off or if successful become an essential project.

Community Support 2019[edit]

What is the project: This project is directed directly towards the Swedish Wikimedia community, and consists of a technology pool, the possibility to apply for grants, money for purchasing of books, sponsorship for photography accreditation to events etc. In 2019 we will continue to support our diversity leaders to run local events in the beginning of the summer. Continued support will also be given to low maintenance events (wikifika/pub). We will have a decreased focus on Stockholm events, and utilize other projects we run in 2019. There will be continued support with technology as well as accreditation to photographers. So far support has been given at 158 occasions to 28 Wikimedians. We have already had 74 physical meetings (wiki café, wiki pubs etc.). Two Wikipedia camps have been organized and lead by volunteers, with the costs covered by Wikimedia Sverige. Staff has received training on how to handle the photographic equipment to be able to advice and train new photographers.

What's next: Continuing with giving support, and systematically informing about possibilities in the form of events with photo accreditation etc. Activities at the book fair in Gothenburg will be organized.

Size of project (small/medium/large): Medium

Importance: Core

Project impact: Wikipedia, Wikimedia Commons, Wikisource

Partners: Wikimedia community

Link to the project: Stöd till gemenskapen 2019

Development Support 2019[edit]

What is the project: The project focus on giving technical (development) support to the Swedish volunteer community by solving technical problems that they have specifically requested to be worked on. In 2019 we will initially focus on developing the ideas raised on the 2018 (Swedish) wish list, namely supporting ORES implementation and facilitating the use of maps in infoboxes, and shepherding the 2017 Citoid project to completion. Towards the end of the year a new wish list will be organised.

What’s been done: Work to have interactive maps activated in infoboxes on Swedish Wikipedia took place and is nearly finalized. Development work on an automated review of an edit and if the edit likely improved or damaged the article is undergoing. We have also made some [minor adjustments on https://phabricator.wikimedia.org/project/profile/3858/ Citoid] to ensure continuous functionality.

What's next: We will finalize development of the interactive maps and automated review and ensure that software developed previous years are still working. We will launch the wishlist for 2020.

Size of project (small/medium/large): Medium

Project impact: Wikipedia, MediaWiki

Importance: Essential

Partners: Wikimedia community

Link to the project: Utvecklingsstöd_2019

Wiki Loves 2019[edit]

What is the project: The project aims to coordinate Wiki Loves Earth 2019 and Wiki Loves Monuments 2019, and explore running Wiki Science competition 2019. In 2019 we aim to support the community to handle more of the planning and of running the competitions, so that we can focus more on outreach to partner organizations.

What’s been done: Wiki Loves Earth was organized in Sweden for the third time. It took place in May, and in total 132 individuals engaged and produced 721 media files, an increase in both participants and media files from last year. So far 121 of the images have been added to Wikipedia articles or Wikidata. The result can be found here. Preparation has begun for Wiki Loves Monuments which will take place in September.

What's next: Wiki Loves Monuments will take place in September. A jury will be selected and communication around the competition will take place. We hope to continue to engage our partners in the preparations.

Size of project (small/medium/large): Medium

Importance: Essential

Project impact: Wikimedia Commons, Wikidata

Partners: Council of Working Life Museums, National Heritage Board, Swedish National Maritime Museums

Link to the project: Wiki Loves 2019

A Community for Everybody 2019[edit]

What is the project: This project focuses on inviting diverse participation in Wikimedia. In 2019 we will be coordinating the international campaign WikiGap for the second time. There is a network of active international Wikimedians with experience and interest in WikiGap and we have resources to build on.

What’s been done: WikiGap, a global initiative to increase the coverage of women on Wikipedia and to attract a more diverse crowd on editor, was organized for the second time in cooperation with the Swedish Ministry for Foreign Affairs. WMSE had a coordinating role in linking Wikimedia groups with Swedish embassies and a total of about 37 events have been held. A few events are being organized after the current initiative was finalized.

See also #Story: Careful preparations make it possible to engage a global community through WikiGap fast and easy and #Story: Story: The power of working together to change status quo.

What's next: At Wikimania the Swedish Ministry for Foreign Affairs will host a reception for the local organizers. Planning for WikiGap 2020 will also start during Wikimania. We will also present the project at the conference and are experimenting with a new concept we call Equal Edit, where experts provides inputs on what is missing in historical article so that volunteers more easily can improve them in accordance with Wikipedia’s rules. This concept might be included in WikiGap 2020.

Furthermore, we will also discuss possible involvement at Pride Stockholm in 2020.

Size of project (small/medium/large): Medium

Importance: Core

Project impact: Wikipedia, Wikimedia movement

Partners: KTH Royal Institute of Technology, Swedish Ministry for Foreign Affairs, Swedish embassies across the world – in partnership with local volunteers or Wikimedia affiliates

Link to the project: En gemenskap för alla 2019

Enabling[edit]

  Target Last year (if applicable) Progress (at end of Q2) Projected (end of year) Comments
Enabling E.1 For the association to work competently the office staff shall be given the opportunity to develop their skills in relevant fields and the members of the board shall strive to develop their competences. 0/8 board members and 3/6 staff members 1 out of 9 board members

5 out of 9 staff members

Below target: 3 board members

Below target: 7 staff members

As there was no new board members this year fewer of them are likely to participate in any trainings. A couple of more staff members are expected to take part in trainings.
E.2 To strengthen the transparency of the organisation and to offer insights to the international Wikimedia movement the members of the board or office staff shall participate in at least 5 international Wikimedia events and on a monthly basis update international newsletters[13] and key wikiportals etc. 5 int. events and 12 newsletters 5 int. events out of 5

6 newsletters out of 12

Above target: 8 int. events

On target: 12 newsletters

We have regularly been publishing in This Month in GLAM.
E.3.1 To ensure organizational stability the chapter shall work towards broad and sustainable funding where no donor exceeds 50 %, a 100 % increase in membership from the 31 December previous year, increase volunteer involvement by 30 % compared to the total amount for the previous calendar year. Largest donor was FDC with 60.35%. Membership increased with 325%. Amount of volunteers increased with 26%. The Culture Foundation of the Swedish Postcode Lottery is the largest donor at 42% in Q1+Q2. WMF is the second largest donor at 30.8% in Q1+Q2

428 out of 904 members.

26 out of 60 volunteers

On target: 49% of funding from largest donor

Below target: 600 members Above target: 100 volunteers

To date the Culture Foundation of the Swedish Postcode Lottery is the largest donor at 42% in Q1+Q2. WMF is the second largest donor at 30.8% in Q1+Q2. We do however expect that WMF’s part will increase due to a new grant starting in July 2019. The distribution of funding does not take in-kind donations into account, for the Impact report we may update our calculations to also increase these.

We expect to increase the membership base through a new campaign being developed and by attracting new members at Wikimania.

Most of the volunteer involvement occurred through our WikiGap activities and Wikimania. However, the international WikiGap events organized by volunteers are not included here as we are lacking data. Most of the volunteers that have been identified and chosen to support the Wikimania conference will be included in next report as their work has not yet started.

E.3.2 To ensure organizational stability the chapter shall actively work to increase the amount of overlapping competencies in business-critical areas. Fulfilled the goal. Fulfilled the goal.
Goal fulfilled. Efforts include improved documentation around finances, usage of our wiki and information about our new tools. We have focused more on organizing small working groups at the office instead of delegating the responsibilities to one person and on documenting the work on Phabricator.

The chapter aims to be a relevant actor for years to come and is actively working towards building the organizational capacity needed for long term activities and commitments. We need to be a good employer, a strong partner, and a well functioning democratic and transparent membership organization with a close cooperation with a strong volunteer community. The chapter is also intending to not be an isolated player but be actively involved in the international movement.

These intentions demand projects that are more long term oriented and strategic. The projects in this program therefore contribute only marginally to content production in a given year, but over time will ensure the success and sustainability of all our activities.

Increasing competence[edit]

To be able to develop skills in relevant fields board and staff members shall be given the opportunity to develop their skills. More than half of the staff members have participated in different types of trainings this year, a few at multiple ones. The work with developing educational material for new volunteers and members to easier use our tools and join our projects has continued.

As Wikimedia Sverige intends to grow in the coming years we see a great need to ensure that we ongoingly identify and take notice of suitable board members, potential new staff members, and volunteers who have capacity to take leadership roles in different initiatives. In late 2019 or early 2020 we will also initiate a more formalized training program for interns.

Story: Increased volunteer engagement through dedicated efforts[edit]

In this Story we are covering how dedicated efforts during the year has increased the number of volunteers and their engagement. By developing a number of resources we hope to increase the volunteer engagement even further.

One of Wikimedia Sverige's goals, both in 2019 and in the longer term, is to increase the number of supporting members and to increase the number of members who contribute to the association's activities through volunteering. We believe that the conditions for influencing society in the direction that the association strives for are created through a large and active membership base.

We are developing a volunteer strategy[edit]

As part of this process, two of the employees at Wikimedia Sweden's office have undergone training how to effectively engage people in a movement and how to maintain commitment over time. Some of the success factors are clarity in terms of tasks and expectations, of being seen and belonging to a community and of being a member or volunteer that there is an opportunity to influence one's role and grow in one's mission.

In order to create a consensus around the work on member recruitment and retention of our volunteers, the association has begun work on developing a volunteer strategy. A certain part of the work is of such a nature that it will not appear so much outward. Concepts need to be defined, structures need to be questioned and reworked, and visions need to be formulated and implemented. In this work, we will engage our wise community during our 2019 Members' Meeting.

During the training sessions we will also present recurring tasks for our activities and campaigns, over the calendar year. Next step is to develop a clear description of various volunteer tasks and a structure for how to train and engage volunteers in different type of tasks with us. These opportunities should also support relationship-building, between new and old volunteers and between employees and it should lead to our volunteer workers getting assignments that they feel satisfied and stimulated by.

Being transparent[edit]

Ensuring that our work is transparent is core to how we plan our projects and day-to-day work. Transparency is inherently valuable as more people can give feedback, point out problems, suggest solutions and in other ways contribute. However, working in such a transparent manner is something that takes a bit of getting used to for new team members, new volunteers, consultants and external partners. It also comes with an increased cost to ensure that all documentation is understandable, summarized and presented in the different places where our members might expect to find it. Simply making materials available without ensuring that it is understandable is arguably a false transparency. While acknowledging the issues, our conclusion is that the value of transparency is much higher and we are working to increase our transparency even further. The aim for transparency affect many of the choices regarding what tools we use and it is also something that has to be done while respecting privacy.

Story: Live streaming and video documentation of events[edit]

In this Story we are outlining our work to share our events with a larger audience across space. By streaming we open up our work to more people and allow a more diverse user base. It also helps to increase our transparency.

After we received a wish from one of our members we decided to live stream this years AGM. The hope was that this would allow members who can not attend the meeting physically to still participate. There were initially plans to also include voting remotely, but this proved to be significantly more work due to the potential risks involved, so we decided to only stream video for now.

While we have a well stocked technology pool with two camcorders, it turned out that no-one in the staff had any experience in using them for streaming. After spending some time researching and testing using either of them would require additional hardware. Instead we opted to use a conference camera with USB.

For software we ended up using Youtube’s streaming function, though there were some things that we would have liked, such as pausing the stream. We decided that the stream should be available for members both during and after the AGM. We did this by making the stream accessible through link only and included it in the invitation email. This was an easy way to limit the access without requiring an account, although it needs to be made clear in the invitation that you shouldn’t spread the link to non-members.

We did a fairly extensive test beforehand when we visited the venue to make sure that everything would work. While there was a sound system with microphones available, no-one at the venue knew how to connect it to a computer. As such, we ended up using our own microphone for the stream. This meant that speakers were required to use two microphones, but that wasn’t really an issue. We wrote a step-by-step instruction based on the setup we ended up using to help both for this occasion and if we decide to stream again in the future.

From this we learned that there are tools that make it easy to stream if all you need is a single camera video. If you want to use more advanced tools, be they hardware or software, it will likely require some extra expertise.

The knowledge gained and methods developed will be used in many future events that we have planned, including during Wikimania 2019.

Improve organizational quality[edit]

For the chapter to continue to improve its quality and efficiency we worked to keep our broad and sustainable funding, with the aim of no donor exceeding 50%, and to find new financial options, including a long term increase in paid memberships and donations, and also to increase volunteer involvement which can help ensure high quality projects for a limited cost.

Our work to secure funding from external grants have continued in 2019 and we have secured a large grant with multi-year funding from Wikimedia Foundation and a grant to communicate about our work with the SDGs to the general public (which will help us gain more donations). We currently have funding secured for our current size into 2021 and are planning to scale up our organization in the coming months. We have worked to secure a large EU grant (around 245,000 over 3 years) for Wikispeech, but we received just under the point needed (13.5/15 points, where 14 points was the limit). The exact same call is published for next year and we will work with our partners to secure that last 0.5 points to secure funding.

Our volunteer community has been supportive and active in 2019. In addition to our volunteer run board of trustees we have had 26 volunteers helping us with our projects in different ways (not including the volunteers involved in the WikiGap events outside of Sweden). We have seen volunteers join our organization in roles other than the typical helper at edit-a-thons or with initiating partnerships with other organizations. We expect this number to increase significantly when including all volunteers that are engaged for Wikimania 2019.

We have prepared an application for a so called 90-account to the Swedish Fundraising Control. The 90-account is a confirmation for the donor that the fundraising operation is being managed in an ethical and responsible way and that the money is used for the intended purpose (at least 75% of the total income) without excessive cost (maximum 25% of the total income). We have developed our internal financial structures so that we can easily provide the 90-account with the financial data that they need each year, without it costing us a lot of extra work. If the application is successful we will apply for different grants that demands that the receiving organization has a 90-account.

Story: Improved conditions for increasing membership[edit]

In this Story we are covering how Wikimedia Sverige intends to

Work on improving member administration has been ongoing for several years and has led to, among other things, that:

  • it is easy for members to sign up as a new member of Wikimedia Sweden.
  • it is easy for members to pay the membership fee, both when you become a member and when the membership is to be renewed.
  • it is easy for the association to send mail to the members.
  • it is easy for the association to handle the members' tasks.

The work continues constantly, among other things by improving and documenting routines and implementing solutions such as autogiro, allowing the members to schedule automatic payments for the future. The work done so far in improving the membership administration means that the association now has the conditions to handle an increased number of members and that we look forward to being able to multiply the number of members. An increased number of members gives the association a stronger voice to influence social issues with, it means more active members who can attend and hold events and it means that the awareness of the association and our work also increases outside the group of members.

In connection with the preparations for Wikimania, work began on finding ways to more actively recruit members. We produced updated information material, documented answers to frequently asked questions and planned how we can motivate people who are interested in us to become members. In this way, we prepared ourselves to meet the people who, in connection with Wikimania, raise their eyes to the association.

Part of the process of getting, retaining and engaging members is to present the association in a clear way. One place where many potential members get information is the association's website. Our desire to create a website with clearer content was one of the reasons why we started work on updating wikimedia.se at the end of 2018.

With inspiration from Wikimedia Norway's website, we decided to dare to be brief. By writing briefly, we force ourselves to highlight the most important, and avoid hiding what is most important among less important information. The goal was to get a website that serves as a first introduction to the association, for those who do not know us at all or only know very little about us since before. Those who are interested in reading more are then linked to our wiki. In 2019, we will continue our efforts to clarify the information we have by working with the content on the wiki, especially those pages that are of interest to members and others who are interested in our work.

Story: Reusing components from other wikis[edit]

In this Story we are describing how our work in developing one of the wiki platforms we are contributing to can benefit also other wikis. This adds some extra planning and costs for execution, but it is a very efficient way of creating added value through our work.

There are a lot of different components being used on the Wikimedia wikis. Templates, modules and gadgets all allow users to customize their particular instance to their needs. Sometimes, someone else also needed to do what you want and have created a component for that purpose. In that case you can import it to your own wiki, which is usually quite straight forward. In some cases the component you want is depending on other components, such as a template that depends on another template or a module. If so it will take a bit more work, especially if there are multiple levels of dependencies or if there are conflicts with existing components on the target wiki.

If you want to change the behaviour of a component from another wiki you may need a bit more time. First off, you need to understand what’s going on which means reading the syntax. This can be tricky at times since, even though there may be conventions on a wiki, there’s no guarantee that they are the same on both the source and target wiki. How well documented and the use of syntax also greatly affects how easy it is to understand what a component does.

It’s not always easy to know if what you’re looking for already exists, and if so where. Therefore, it would be valuable if there was a way to browse components, preferably across all connected wikis. Again, an important part of this would be to document the components to let make it clear what they do.

Story: Automatic creation of structure for the new year[edit]

As mentioned in our previous impact report, we decided to automate some of the tasks that needs to be done at the start of the year. Specifically we wanted to use a bot to create the new pages on our wiki and the new projects on Phabricator. In both these cases this previously required significant repetitive, manual work, even when reusing material through templates etc.

At the start of 2019, we ran the bot for the first time. It created the wiki pages for the yearly projects, which was the initial focus as well as pages on Phabricator. During this first run a number of additional pages on the wiki relevant for the year were added, e.g. applications, business trips and reports. This was trickier to achieve in some cases, depending on the in and out data.

While we managed to get the bot to do what we wanted, it was apparent that adding something like this to an already established structure takes extra work. If we would have had this in mind from the beginning we could have built the structure to be suited for automation. This can be something to keep in mind for other chapters who may be at an earlier stage, if they would like to reuse our tools.

Fail fest: Self-hosting tools[edit]

In this Fail fest we describe our struggles and learnings around our IT infrastructure and the costs associated with trying to handle specialized tasks when your organization is as small as Wikimedia Sverige is.

As any organization working with IT, at Wikimedia Sverige we have a number of digital tools for various tasks. These range from our website and wiki to tools for collaborative work with documents to HR tools. Depending on the size, type and focus of the organization, you may want to host some of these tools yourself. There are several possible advantages in doing this: you get more control over the data, you can choose and customize the system that you want to use, you can use FLOSS solutions. It does however also add extra requirements and work; you need to have personnel that can take care of the systems. This includes initial installation, regular maintenance and timely fixing if something goes wrong.

At Wikimedia Sverige we have had several systems hosted on servers that we rent, but over the last couple of years we have moved some of these to external actors. The reason for this is that we have not been able to sufficiently take care of them with our current staff. Some of them were set up by previous volunteers and consultants who, when they left the organization, took with them the know-how to keep everything up to date. Without sufficient documentation and/or transferens of knowledge, the remaining technical personnel had to start from square one when something went wrong. This makes trouble shooting a lengthy process, especially when customization have been made to the original software. This led to a few incidents recently, when the state of our self hosted systems became painfully clear, including our website being hacked.

When GDPR took effect there were some steps we needed to take, such as switching solution for cloud storage. For this we set up a Nextcloud installation, with the intent to also use it for other tasks since there are quite a few add ons that you can use to customize it. One of the big ones is collaboratively writing and sharing documents, something we had used Google’s Drive for in the past. There was an attempt to use Collabora for this, but after this had caused significant issues, mainly with HTTPS certificates, we had to abandon it. Since we ended up using Google’s G Suite for Nonprofits for our email,[14] we could keep using the same cloud tools as before, which was less of a shift for the staff. We are thus somewhat adjusting the direction we have reported about before.

In conclusion, if you want to host tools yourself, it’s important to understand what that will require of your organization in terms of competence and resources. Having old systems that still technically work may cause considerable work the day they finally do not.

Detailed project overview[edit]

Below all the projects belonging to the program will be briefly explained and the current status presented. Synergies between the projects will be described. A few selected stories has been presented more in depth as case studies above.

For all the projects, we will state whether they are small, medium or large. In this context, a small project is defined as one where the total budget is less than 100,000 SEK (about 12,500 USD); a medium sized project is defined as one where the total budget is between 100,000 SEK and 300,000 SEK (12,500 to about 37,500 USD); finally, a large project is defined as one where the total budget exceeds 300,000 SEK (about 37,500 USD).

We are also outlining where the project will have an impact in the Wikimedia universe and who we are partnering with to deliver the best possible result.

New for this year is that we also have information about the importance of each project., e.g. if the project is core, essential, one-off or experimental. In this context, a project is considered to be core if it part of our identity as an organization. The project will be organized even if impact is less in the short term and will only be cancelled after a consensus has been reached amongst our community. A project is essential if it actively contribute to one or many of the goals that have been outlined for the year or the long term strategy. Most projects should belong here. A project that is considered a one-off is organized because it is delivering a specific benefit to the organization but it is unlikely that we will repeat it in its current form. The type of project might continue over the years, but the content will intentionally change significantly over time. The experimental projects are testing a new idea, method or technology and are often externally financed. They might be a one-off or if successful become an essential project.

Organisational Development 2019[edit]

What is the project: This project aims to improve the functioning of the organization and the efficiency of its work through targeted activities against identified bottlenecks.

In 2019 we will develop our work around a stronger project reporting, an improved efficiency in our programmatic work, develop our work with volunteers in our project, strengthen our membership base and the communication to them around our work, improve employee capacity, secure our technical systems that our projects are dependent on and ensure that our policies are in line with our needs in the projects (other policy work takes place outside the project).

What’s been done: See details outlined in #Story: Live streaming and video documentation of events, #Story: Reusing components from other wikis, #Story: Automatic creation of structure for the new year and #Fail fest: Self-hosting tools. We have also supported WMNO and WMNO to start using Phabricator as part of their project organization.

What's next: We will focus most of our efforts to continue developing our fundraising capacity.

Size of project (small/medium/large): Small

Importance: Core

Project impact: Phabricator, Meta

Partners: -

Link to the project: Organisationsutveckling 2019

Exchange of Experiences 2019[edit]

What is the project: The project is to ensure that we share our experiences and learn from other affiliates through available events and platforms. In 2019 we will take part in international Wikimedia events to build capacity and stay committed to the emerging Northern Europe Wikimedia collaboration.

We will prepare for Wikimania 2019 in Stockholm and expect to develop the conference significantly. We also hope to improve the legacy of the event and for example we hope to be able to develop and rewrite most of the Wikimania Handbook, develop a centralized wiki for all Wikimanias and more.

We participate in the Strategy process in the working group for Resource allocation.

What’s been done: We have taken part, with staff and/or board members, at the Wikimedia Conference; the Big Fat Brussels Meeting; and one ED meeting.

We are actively preparing for organizing Wikimania in August 2019 (see #Wikimania 2019).

We have contributed to the Strategy process by working on the recommendations from the Resource Allocation working group, including during one meeting in Madrid.

What's next: Wikimania will take place in August, including one ED meeting. The Wikimedia Northern Europe Meeting will take place in October. As part of the Wikimedia Movement Strategy process we will participate in Tunis for a coordination sprint between the working groups. Through funds from external projects we will also take part in WikiIndaba and WikidataCon.

Size of project (small/medium/large): Small

Importance: Core

Project impact: Meta

Partners: Wikimedia affiliates

Link to the project: Erfarenhetsutbyte 2019

Association Involvement 2019[edit]

What is the project: The project aims to increase the number of members and volunteers in the work done by the association, and to find tasks and the necessary support to get them to stay engaged.

In 2019 we will organize the Wikipedia Day, General Assembly and Membership Meeting. We aim to engage members via improved communications capacities such as a newsletter and a new website targeted to the broader audience. Furthermore, we will work to leverage Wikimania in Stockholm to increase membership numbers and volunteer engagement.

What’s been done: See details outlined in #Story: Increased volunteer engagement through dedicated efforts and #Story: Improved conditions for increasing membership.

What's next: We will organize a membership meeting in October.

Size of project (small/medium/large): Small

Importance: Core

Project impact: -

Partners: Wikimedia Foundation

Link to the project: Föreningsengagemang 2019

FOSS for the Association 2019[edit]

What is the project: Here we investigate what FOSS alternatives can replace the proprietary software used by the organization or where fairly minor issues are preventing that FOSS from fulfilling our needs. Through the project we will engage consultants to solve the specific issues so that we can change to FOSS alternatives without reducing our efficiency nor create problems in the work environment. In 2019 we will launch a new website using WordPress and we will support the development of freely licensed theme or of missing plugins for WordPress.

What’s been done: No work has happened at this point.

What's next: We will engage developers to build a WordPress plugin for Swish payments to help facilitate more donations.

Size of project (small/medium/large): Small

Importance: Experimental

Project impact: -

Partners: -

Link to the project: FOSS för föreningen 2019

Notes[edit]

  1. Definition: The number of blog posts and newsletters written by Wikimedia Sverige or blog posts written by guests on the Wikimedia Sverige blog. Used as a proxy for visibility.
  2. Definition: The number of participants and/or organizers of activities conducted or supported by Wikimedia Sverige who belong to underrepresented genders in the Wikimedia movement in Sweden (non-unique as we are not tracking them with names). These groups are defined as women and people identifying themselves as something other than male or female.
  3. Definition: The total number of people who have heard us talk about Wikimedia related topics through participation at events or activities, either in person or virtually (non-unique as we are not tracking them with names). Does not include reach through Social media.
  4. The Wikimedia projects mean those platforms within the Wikimedia Family that are usually called sister projects of Wikipedia:
    • Wikipedia The free encyclopedia
    • Wikimedia Commons The free media database
    • Wiktionary The free dictionary
    • Wikisource The free library
    • Wikibooks Free textbook collections
    • Wikiquote The free quote compendium
    • Wikivoyage The free travel guide
    • Wikispecies The free species directory
    • Wikiversity Free learning resources
    • Wikidata The free database
    • Meta-Wiki About the projects
    • We also include translatewiki.net.
  5. Identification can be via user names systematically connected with the institution, special user templates showing the connection to an institution, registration in a Wikiproject, or possibly through personal knowledge etc.
  6. This includes the Wikimedia projects, translatewiki.net and Wikimini, according to the principle that we train a pedagogue who uses the creation of content as a part of the pedagogical process.
  7. An organisational unit with self-governing power is included here; however, units that have been included in previous years are not.
  8. Software which is considered is MediaWiki extensions in use on the Wikimedia project or on translatewiki.net. This is in accordance with the priority order: bugs, erroneous translations, untranslated.
  9. Swedish, English and Arabic language Wikipedia.
  10. We are counting occasions and Wikimedians as follows:
    • Only activities outside of other project related goals count. I.e. a Bot Academy focusing on cultural heritage and as part of Connected Open Heritage does not count, but an event focused on running bots but not related to a specific project count.
    • Wikimedians and advocates for free knowledge who got support count, regardless of if they used the information or not. The important part is that they asked for help/resources. I.e. people contributing to FOSS-projects count.
    • We count occasions as when someone got help from a WMSE staff member. I.e. if Volunteer 1 works for two weeks they have not gotten support, but if they send an e-mail with some follow up questions after a week then that requires a contribution which corresponds to one occasion.
    Questions related to memberships, donations or administrative matters does not count towards the goals.
  11. With recurring meetups we are referring to some type of face-to-face meetings that are repeated over time.
  12. Underrepresented groups are here defined as:
    • women
    • contributors whose native language are different than the 10 largest Wikipedias (per 5+ editsp/month (3m avg) according to https://stats.wikimedia.org/EN/Sitemap.htm) or Swedish
    • contributors 60 years or older
  13. GLAM Newsletter.
  14. Initially the plan was to host an email server on our own machines, but that fell through due to an external consult not delivering on time.

Revenues received during this six-month period[edit]

Please use the exchange rate in your APG proposal.

Table 2 Please report all spending in the currency of your grant unless US$ is requested.

  • Please also include any in-kind contributions or resources that you have received in this revenues table. This might include donated office space, services, prizes, food, etc. If you are to provide a monetary equivalent (e.g. $500 for food from Organization X for service Y), please include it in this table. Otherwise, please highlight the contribution, as well as the name of the partner, in the notes section.
Revenue source Currency Anticipated Q1 Q2 Q3 Q4 Cumulative Anticipated ($US)* Cumulative ($US)* Explanation of variances from plan
Membership fees SEK 115,000 - 45,800 N/A N/A 45,800 12,535 4,992
Donations SEK 150,000 - 64,231 N/A N/A 64,231 16,350 7,001
FDC SEK 2,950,000 - 1,731,988 N/A N/A 1,731,988 321,550 188,787
Interest, misc SEK 15,000 - 0 N/A N/A 0 1,635 0
Other grants SEK 600,000 - 512,069 N/A N/A 512,069 65,400 55,816
The Culture Foundation of the Swedish Postcode Lottery SEK 2,635,000 - 2,364,374 N/A N/A 2,364,374 287,215 257,717 The full amount has been paid out, the difference is due to a change in how the funds were distributed between 2018 and 2019.
European Union Grant SEK 30,000 - 0 N/A N/A 0 3,270 0 This project was not approved.
Swedish Civil Contingencies Agency SEK 51,652 - 0 N/A N/A 0 5,630 0 This project was cancelled, as reported in March.
Stockholm University SEK 86,184 - 109,666 N/A N/A 109,666 9,394 11,954 The funding was increased to cover additional costs.
National Library of Sweden SEK 1,186,700 - 794,529 N/A N/A 794,529 129,350 86,604 The anticipated funding has been reduced by about 30% as a larger portion is expected in 2020 instead.
Wikimedia Foundation (special grant for Wikimania - volunteer coordinator) SEK 80,000 - 0 N/A N/A 0 8,720 0
Swedish Post and Telecom Authority SEK 450,000 - 0 N/A N/A 0 49,050 0 This project starts in Q3.

* Provide estimates in US Dollars


Notes:

Exchange rate: 1 SEK = 0.109 USD (per 1 USD = 9.174311927 SEK in APG proposal).
All numbers rounded to whole SEK/USD.
We also received in-kind donation of about 2,088 SEK (227 USD) by FSData for server hosting, 59,376 SEK (6,472 USD) by The Internet Foundation In Sweden for office space, 20,592 SEK (2,245 USD) by Google for G Suite for Nonprofits, 450 SEK (49 USD) by "The Generation" for web hosting and 260 SEK (28 USD) by "Scandinavia Photo" for camera rentals to our volunteers. The National Archives donated venue spaces for our Annual General Assembly. Around Wikimania there were many venues made available to us for side-events, it is however unclear whether these should count towards in-kind donations for Wikimania or Wikimedia Sverige.

Spending during this six-month period[edit]

Please use the exchange rate in your APG proposal.

Table 3 Please report all spending in the currency of your grant unless US$ is requested.

(The "budgeted" amount is the total planned for the year as submitted in your proposal form or your revised plan, and the "cumulative" column refers to the total spent to date this year. The "percentage spent to date" is the ratio of the cumulative amount spent over the budgeted amount.)
Expense Currency Budgeted Q1 Q2 Q3 Q4 Cumulative Budgeted ($US)* Cumulative ($US)* Percentage spent to date Explanation of variances from plan
Access SEK 4,817,884 - 1,556,541 N/A N/A 1,556,541 525,149 169,663 32.3% The rate of work will be increased for Q3+Q4 as more staff is in place. Two of the externally funded projects will now mainly take place in 2020 instead reducing the expected spending in this program.
Use SEK 651,652 - 14,644 N/A N/A 14,644 71,030 1,596 2.2% Wikispeech, which accounts for the majority of the program, will start in Q3. About half of this budget goes directly to our consultants and partners.
Community SEK 655,885 - 292,299 N/A N/A 292,299 71,491 31,861 44.6% One of the projects included in the budget has been postponed to 2020, as a result the final budget is about 20% less.
Enabling SEK 305,000 - 147,904 N/A N/A 147,904 33,245 16,122 48.5% The major grant we will receive from the WMF for our joint initiative around GLAM communities of practice, secured in July 2019, will mostly be used in the fiscal year 2020. One of our projects in the Access program will bear the majority of the 2019 staff costs. We still expect the budget of the Enabling program to increase by about 75% as a result of this new project.
Operational costs SEK 1,649,115 - 491,417 N/A N/A 491,417 179,754 53,564 29.8% Members: The majority of the costs are associated with the membership drive which starts Q3.

External: We managed to secure funding within existing projects. This together with major grants secured at the end of last year drastically reducing the costs associated with grant applications. Administration: Is in line with what we are expecting, Q4 is normally more costly as we prepare end-of-year reporting. Staff and ED: We have been able to do more work within the projects reducing the operational staff costs.

To reserves SEK 550,000 - 0 N/A N/A 0 59,950 0 .0% Reserves will be calculated towards the end of Q3 as per usual. Depending on the funds remaining, affected by e.g. when hiring occurs, we might ask for an increase in the amount to be added to the reserves.
TOTAL SEK 8,629,536 - 2,502,805 N/A N/A 2,502,805 940,619 272,806 29.0% N/A

* Provide estimates in US Dollars


Compliance[edit]

Is your organization compliant with the terms outlined in the grant agreement?[edit]

As required in the grant agreement, please report any deviations from your grant proposal here. Note that, among other things, any changes must be consistent with our WMF mission, must be for charitable purposes as defined in the grant agreement, and must otherwise comply with the grant agreement.

  • Yes

Are you in compliance with all applicable laws and regulations as outlined in the grant agreement? Please answer "Yes" or "No".

  • Yes

Are you in compliance with provisions of the United States Internal Revenue Code (“Code”), and with relevant tax laws and regulations restricting the use of the Grant funds as outlined in the grant agreement? Please answer "Yes" or "No".

  • Yes

Signature[edit]

Once complete, please sign below with the usual four tildes.