Grants:PEG/Open Labs/Wikipedia Weekend 2015/Report

Report accepted

This report for a Project and Event grant approved in FY Pending has been reviewed and accepted by the Wikimedia Foundation.

To read the approved grant submission describing the plan for this project, please visit Grants:PEG/Open Labs/Wikipedia Weekend 2015.

You may still comment on this report on its discussion page, or visit the discussion page to read the discussion about this report.
You are welcome to Email grants at wikimedia dot org at any time if you have questions or concerns about this report.

Project status

Did you comply with the requirements specified by WMF in the grant agreement?

Yes

Is your project completed?

Yes

Activities and lessons learned

Activities

Timeline

June: Preliminary planning with organizers. Contacting governmental institutions. Establishing team leader.
Septmember-November: Follow up with governmental institutions. Booking accommodation and the event venue.
October-November: The Grant request on Meta has been finalized.

Day 1 & 2

Workshops and editathons

Subjects: Folklorist data. History of Municipality of Tirana. Open Source/Free Software articles. We've contacted different governmental institutions to send us open data materials, which should be published, but weren't at that point. We managed to get printed information and resources from both governmental institutions to use it on our editathons.

Presentations

Presentations where mainly about from our guest talking about their experience and from the organizers which where mainly about how to get started with Wikipedia and how to go on according to the rules on wiki.

Lighting Talks

WikiLovesVoices

Recording voices from participants reading numbers or the alphabet.

Lessons learned

What worked well?

Gathering the Albanian speaking community together: Although none of the participants from Kosova where funded by us, 7 were able to come on their own budget. With over 150 unique attendants for both days there is a good chance it might have been even more.
3 Wikipedia Administrators from the Albanian speaking community met for the first time in an offline event. We were able to have various productive discussions on how we can facilitate future projects of the Wikimedians of Albanian Language User Group and generally how to approach long-term plans of improving Wikipedia in Albanian.
The format we choose for the event. Ranging from 2 Tracks, to Side Activities and the logistics at the venue, it all tied in very well together. The format we choose was perfectly tailored for the impact we were planning to achieve.
The computer lab which worked as a workshop room. It is a big plus which removes barriers from attendants, especially for those who have no laptops (which is not rare in Albania). People could just come and start right away.
Printed resources. We gave out various materials received from the governmental institutions also as hardcopy. In this way, no one would work twice on the same article. This was also useful for participants who didn't want to/could not translate from English or Italian, as said materials were already in Albanian.

What didn't work?

2 Participants working on the same computer. We have noticed that problem even when we organize small workshops. From around 150 participation almost half on the newbies open an account. We tried to put them into work but in the next editathon they did the same.
We were late on sending for review the grant request and we received the money after the event, we spent too much time on convincing companies that we needed service(catering, printing resource material) to send the money after the event.
The editathon at the end of a conference day when attendees were tired had fewer attendees than the lunchtime or mornings editathons. We thought since the resource material was in Albanian and they just needed to rewrite it online would be ok, but the last editathons had less participants even those who were in the lab not everyone was working.
Because of too many registration on the same day we had problem with new user using the same IP. We fixed that using hotspot from different devices but for some participants they start working later than the others.

What would you do differently if you planned a similar project?

Make sure that all the new user to register themselves some days before event, so we avoid the IP block problem.
More printed resource materials into Albanian Language. The participants are more productive to write resource materials that are already in Albanian that to translate from English.

Learning patterns

We endorsed planning effective conference sessions and Calculating global metrics.

Outcomes and impact

Outcomes

Provide the original project goal here.

The event aims to bring people interested in the Wikipedia community together and show them how to get involved in a Wikimedia project. Increasing participation and quality content. We expected 100 articles created or improved, and 100 participants.

Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 short paragraphs.: Yes, we achieve it. We had 201 articles created/improved. And 150(unique) participants. 3 Albanian administrators from 3 countries(Albania, Kosovo, Macedonia) participated in the event. All planed editathons happened and all the source material planed to be written on Wikipedia was written by participants.

Progress towards targets and goals

Project metrics

Project metrics	Target outcome	Achieved outcome	Explanation
Total # of participants expected: 100;	150
Number of articles expected to be created or improved: 100	201
Total # of newbies expected: 50;	17	17 new accounts were registration, but were at least 40̟ participants who didn’t had an account on Wikipedia. But because of IP and 2 people working in the same PC only 17 were registration during those 2 days.

Global Metrics

We are trying to understand the overall outcomes of the work being funded across our grantees. In addition to the measures of success for your specific program (in above section), please use the table below to let us know how your project contributed to the Global Metrics. We know that not all projects will have results for each type of metric, so feel free to put "0" where necessary.

Next to each required metric, list the actual outcome achieved through this project.
Where necessary, explain the context behind your outcome. For example, if you were funded for an editathon which resulted in 0 new images, your explanation might be "This project focused solely on participation and articles written/improved, the goal was not to collect images."

For more information and a sample, see Global Metrics.

Metric	Achieved outcome	Explanation
1. # of active editors involved	31
2. # of new editors	17
3. # of individuals involved	48
4a. # of new images/media added to Wikimedia articles/pages	41	Articles where improved during the Wiki Loves Monuments workshop, and pictures added to articles were from Wiki Love Monuments Competition.
4b. # of new images/media uploaded to Wikimedia Commons (Optional)	9	We are not sure for this number because some of the participants who were part of the small tour that we did to take pictures during the second day, didn't upload the pictures in the same day.
5. # of articles added or improved on Wikimedia projects	201	52 first day and 149 second day.
6. Absolute value of bytes added to or deleted from Wikimedia projects	134,386

Learning question: Did your work increase the motivation of contributors, and how do you know?

-This was not measured during the event.

Impact

What impact did this project have on WMF's mission and the strategic priorities?

Option A: How did you increase participation in one or more Wikimedia projects?

UserːHenriBalla is participating at European Science Photo Competition 2015. He was a speaker at the event and we suggested him to talk about this competition, he accepted and he took part at the competition as well.
Wikimedia Education Program and Wikiversity where to other projects that participants were interested also. We had questions about these 2 project both days. And 2 girls are interesting volunteering if we plan to do a tour in schools and universities for Education Program.

Option B: How did you improve quality on one or more Wikimedia projects?

201 articles added and improved during 2 days at Wikipedia Albania.

Option C: How did you increase the reach (readership) of one or more Wikimedia projects?

Reporting and documentation of expenditures

This section describes the grant's use of funds

Documentation

Did you send documentation of all expenses paid with grant funds to grants at wikimedia dot org, according to the guidelines here? Answer "Yes" or "No".: Yes

Expenses

Please list all project expenses in a table here, with descriptions and dates. Review the instructions here.

SEE INSTRUCTIONS AT Grants:Index/Create financial report.

Project expenses

Number	Category	Item description	Unit	Number of units	Total Cost(ALL)	Total cost (EUR)	Notes
1	Travel and transportation costs	Travel and transportation costs	total for all participants from abroad	-	—	81.27
2	Accommodation	Accommodation	total	3		410
3	Dinner	Dinner	participant + organizing team		37009	268
4	Catering	Coffee breaks	participant × break	2	22,000	159.20
4A	Venue	Hall Rent	day	2	54500	394.043
5	Promotional Materials and Gifts	Design, printing and materials, Visual ID				683.36
6	Documentation	Photographer of the event				200
7	Administrative Item	Administrative Item				290	Chairs, one extra mice, table, model 3g portable
8	Accountant					180
9	Other	Milk, coffee, water				60.87
10	Transaction bank					109.58	The bank account was in EUR and the money were sent in USD so we lost 109.58 EUR
Total Cost						2836.71

Total project budget (from your approved grant submission): 2,825.09

Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if PEG is your only funding source): 2,825.09

Total amount spent on this project: 2836.71

Total amount of Project and Event grant funds spent on this project: 2,825.09

Are there additional sources that funded any part of this project? List them here.: No

Remaining funds

Are there any grant funds remaining?: Answer YES or NO.; No

Please list the total amount (specify currency) remaining here. (This is the amount you did not use, or the amount you still have after completing your grant.)

PLACEHOLDER TEXT

If funds are remaining they must be returned to WMF, reallocated to mission-aligned activities, or applied to another approved grant.

Please state here if you intend to return unused funds to WMF, submit a request for reallocation, or submit a new grant request, and then follow the instructions on your approved grant submission.