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Grants:PEG/User:HstryQT - GLAMWiki US Consortium/Advisory Group Meeting/Report

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Report accepted
This report for a Project and Event grant approved in FY 2012-13 has been reviewed and accepted by the Wikimedia Foundation.
  • 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.

Compliance and completion[edit]

Did you comply with the requirements specified by WMF in the grant agreement?
Is your project completed?
Did you use any of the grant funds?

Activities and lessons learned[edit]

This section describes what the grantee did, and what the grantee learned from implementing the project. This section should be useful to others implementing similar projects and is an opportunity for the grantee to reflect on the project's performance.


Provide a detailed list of activities performed to complete this project, descriptions of these activities, and the amount of time spent on each activity. This section should also include a list of participants, or a link to pictures, blog posts, or videos from the project or event.
Wikipedia:GLAM/US/Consortium/Advisory Group Meeting DC and http://notes.wikimediadc.org/p/GLAM-Wiki_US_Consortium,_4-29


  • Dominic McDevitt-Parks, Wikimedia D.C. (co-chair)
  • Lori Phillips, The Children's Museum of Indianapolis (co-chair)
  • Melanie Kill, University of Maryland
  • Bob Kosovsky, New York Public Library (User:Kosboot)
  • Andrew Lih, Univ. of Southern California (User:Fuzheado)
  • Jenny Mikulay, (WikiProject Public Art)
  • Merrilee Proffitt, OCLC Research (User:Mlet)
  • Adrianne Russell, Marianna Kistler Beach Museum of Art
  • Sara Snyder, Archives of American Art, Smithsonian Institution (User:SosaysSara)
  • Ed Summers, Library of Congress
  • Pam Wright, National Archives and Records Administration

Participating remotely (during the latter part of the day):

  • Phoebe Ayers, Wikimedia Foundation
  • Pete Forsyth

Program for the day:

  1. GLAM Bootcamp Summary: The morning began with a summary of the GLAM Bootcamp held during the previous two days. (30 minutes)
  2. Introductions: All attendees introduced each other and offered a summary of their past and current involvement with Wikimedia activities with indications of future direction (1 hour)
  3. "Why We’re Here" and "Where We’re At": Discussion of the status of GLAM projects: The Wikimedia Foundation has not made GLAM a priority, probably due the Foundation’s refining and narrowing its focus. The ensuing discussion clarified that the Wikimedia Foundation was less interested in ongoing programs without clear outcomes than in well-organized focused projects with concrete results. This understanding helped us to define the future direction of GLAM in the form of specific responsibilities and projects with definite outcomes. (90 minutes)
  4. Where do we want to be in two years: What is the big picture for GLAM?: Brainstorming session devoted to codifying and refining the core activities for GLAM. Theoretical questions such as "How would a cultural organization approach GLAM?," "What would be the institutions needs and constraints?," and "What could GLAM offer?" were topics that were discussed with a view toward developing actionable items. (2 hours)
  5. How to support activities and outcomes: Brainstorming session followed up with refinement, leading to the formulation of several ideas (see Project Goal below) (1 hour)
  6. Action steps: We concluded the day with the creation of action steps (see Project Goal below) (1 hour)

Lessons learned[edit]

What lessons were learned that may help others succeed in similar projects? Consider the following questions and respond with 1 - 2 paragraphs.
What went well?
With support from the program, several additional consortium advisers were able to participate and interact, sharing diverse perspectives and experiences. Without financial support, this form of collaboration would not have been possible. Having the opportunity to be in the room with consortium members was invaluable. Those participating remotely provided valuable knowledge through their experience and broad knowledge. The immediate exchange of ideas and feedback gave me a fuller picture of what the consortium is capable of. It was inspiring and motivating in a way that I had yet to experience via virtual interaction.
What did not go well?
The only negative is that I wish we'd had more than one day to meet. I wanted the momentum of the day to carry on.
What would you do differently if you planned a similar project?
As this was an initial meeting, much discussion had to be in the form of brainstorming sessions. As we have formulated clearer ideas, future meetings would have a more structured agenda.

Project goal and measures of success[edit]

This section should reference the project goals and measures of success described in the approved grant submission. See Grants:PEG/User:HstryQT - GLAMWiki US Consortium/Advisory Group Meeting to review the goals and metrics listed in the approved submission.

Project goal[edit]

Provide the project goal here.
The meeting established a coherent plan for leveraging existing Wikimedia community resources and external partners to reignite the momentum around the GLAM-Wiki US Consortium initiative.
This meeting built on GLAM Bootcamp, an effort to train and empower a new contingent of existing Wikimedians to support GLAM projects. Sunday evening included a networking event where Bootcampers met with GLAM-Wiki US Consortium advisory group members to establish camaraderie and renew commitment to the initiative.
Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 paragraphs.
The project goal was achieved due to the increased enthusiasm of the advisory group that can be directly attributed to the in-person meeting. In addition to a demonstrated renewed commitment from the members, action items were generated as a result of the meeting. Specifically:
  1. Update the existing one page document providing a summary of GLAM purposes and activities
  2. Create a one-page document providing metrics and hard data for skeptics
  3. Documentation of case studies
  4. Make an audit of current GLAM documents and tutorials to assess needs
  5. Create and maintain annotated bibliography that documents GLAM activities
  6. GLAMout – a monthly live Google Hangout providing GLAM participants opportunities to share their activities; to be recorded and archived

Measures of success[edit]

List the measures of success exactly as provided in the approved grant submission, and evaluate your project according to each measure listed there.

As planned, the meeting produced a list of action steps to implement in the coming year. They are:

  1. Update the existing one page document providing a summary of GLAM purposes and activities
  2. Create a one-page document providing metrics and hard data for skeptics
  3. Documentation of case studies
  4. Make an audit of current GLAM documents and tutorials to assess needs
  5. Create and maintain annotated bibliography that documents GLAM activities
  6. GLAMout – a monthly live Google Hangout providing GLAM participants opportunities to share their activities; to be recorded and archived
Provide an overall assessment of how your project went according to these measures.
The group fulfilled its stated purpose by devoting considerable energy to formulating action steps that can be carried forward by consortium advisers.
If you were to plan a similar project, would you measure it differently? If yes, please explain how.

The agenda set forth provided for the successful completion of the project with expected outcomes.


This section ties this project to Wikimedia's broader goals, and shows what the project accomplished.

What impact did this project have on WMF's mission and the strategic goals? Please answer in 1 -2 paragraphs and include specific measures of impact such as the number of readers or editors reached by a particular project, or the number of articles edited or improved.
Stabilize infrastructure
Increase participation
Improve quality
Increase reach
Encourage innovation
The GLAM-Wiki US Consortium is unique in its aim to bring together cultural professionals and Wikipedians on common ground, and the Consortium's stated Principles go far in illustrating these shared values. The most relevant of these principles is the fourth statement...
(GLAM-Wiki US Consortium members) believe that the missions and interests of both Wikimedia and cultural institutions can be met without compromise if both communities actively collaborate in a spirit of openness and empathy for each other's interests. Wikipedia should strive to become a welcoming and safe place for cultural institutions and professionals, while cultural institutions and professionals should be full, participating members of the Wikipedia online community.
The GLAM-Wiki US Consortium, and indeed the broader GLAM-Wiki initiative, innately support the organizational objects of the movement. Wikimedia's mission to freely and openly share knowledge aligns closely with the missions of cultural institutions, who have an ethical obligation to make their collections and resources as accessible as possible.
The GLAM-WIKI initiative serves as a plank for many of the objectives and priorities in the Strategic Plan. These include:
  • Expanding public awareness and support for the Wikimedia movement,
  • Encouraging diversity by conducting outreach among groups that have the potential to bring new expertise to the projects, and;
  • Connecting Wikimedia projects with the work of institutions of culture and learning

Reporting and documentation of expenditures[edit]

This section describes the grant's use of funds


Documentation of expenditures has been received by WMF.

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".


Please list all project expenses in a table here, with descriptions and dates. Review the instructions here.
These expenses should be listed in the same format as the budget table in your approved submission so that anyone reading this report may be able to easily compare budgeted vs. actual expenses.
Note that variances in the project budget over 10% per expense category must be approved in advance by WMF Grants Program staff. For all other variances, please provide an explanation in the table below.

Number Category Item description Unit Number of units Actual cost per unit Actual total Budgeted total Currency Notes
1 Bob Kosovsky Travel (train ticket) 1 trip 1 190.00 190.00 166.00 USD
2 Bob Kosovsky Accommodations per night 1 night 38.00 38.00 38.00 USD
3 Bob Kosovsky Meals & incidentals 1 core day and 1 travel day 53.25 + 40 93.25 93.25 USD
4 Jenny Mikulay Travel (plane ticket) 1 trip 1 312.80 312.80 314.00 USD
5 Jenny Mikulay Accommodations per night 2 nights 273.66 547.32 478.00 USD
6 Jenny Mikulay Travel (subway) farecard 1 10.00 10.00 0.00 USD
7 Jenny Mikulay Meals & incidentals 1 core day and 1 travel day 53.25 + 40 93.25 93.25 USD
8 Adrianne Russell Travel (plane ticket) 1 trip 1 522.00 522.00 462.00 USD
9 Adrianne Russell Travel (subway) day passes 3 12.00 36.00 100.00 USD
10 Adrianne Russell Accommodations per night 2 nights 256.48 512.96 430.00 USD
11 Adrianne Russell Meals & incidentals 1 core day and 1 travel day 53.25 + 40.00 93.25 93.25 USD

Total project budget (from your approved grant submission)
Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if the WMF grant is your only funding source)
Total amount spent on this project (this total should be the total calculated from the table above)
Total amount of WMF grant funds spent on this project (this total will be the same as the total amount spent if the WMF grant is your only funding source)
Are there additional sources of revenue that funded any part of this project? List them here.
Is this for the meeting as a whole, or just the part pertaining to the travel expenses for the three attendees? If needed, here are the amounts Wikimedia D.C. spend just for the Consortium meeting: $533.97 on venue catering, $96.99 on signage and name tags, and $423.67 on dinner at La Tasca (which included other community members).

Remaining funds[edit]

Are there any grant funds remaining?