Grants:PEG/WM CZ/Communities/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/WM CZ/Communities.

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?: YES

Is your project completed?: YES (note: The final date of the project was changed^[1])

Did you use any of the grant funds?: YES

Activities and lessons learned[edit]

One of the shorter videos made by our intern Joni Immonen in September 2014

One of the longer videos from the same project

Articles being written during Wiki takes Přibyslav, May 2014

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.

The goal of this project is to allow WMCZ to help to enlarge its community. By creating a backbone (office) in Prague, many events can take place in the capital. In regional centers, various workshops and presentations as well as meetings should be organized in order to encourage more volunteers to participate in both Wikimedia Foundation projects and Wikimedia-related activities in the chapter.

See also interim reports, which were published during operation of the Communities Grant:

Activities[edit]

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.

Various office-related events (1) This is a simple list mentioning all the 53 events that we did in our office in the time period of CG Grant
1. Various workshops and thematic ad-hoc sessions (7x)
2. Major workshops and meetings (11x)
3. Board meetings (7x)
4. Meetings with partners, possible workers or possible Chapter members (8x)
5. Community meetings (4x)
6. General assemblies (2x)
7. Administration meetings (11x)
8. Continuous work done in the office (July 2014 for Míla Moudrá and September 2014 for Joni Immonen)
9. Auditing Committee Sessions (1x)
Other community-related events (2) Only events with tracked costs are shown.
1. Educational program meeting in Prague (ticket 473) International meeting on Education project that took place in our office.
2. Wiki Takes Přibyslav (450) Part of the successful Wiki Takes session was financed from the Communities grant.
3. Journalist workshop (549) A workshop related to how we should communicate with media. Interesting conclusions were later adopted.
4. Copyright workshop (701) A discussion in the WMCZ office with cca 10 interested people from various subjects friendly to our chapter (such as IuRe, Czech member of EDRI; National Technical Library etc) about future and current developement of copyright in the Czech Republic.
5. Translatewiki session (707) A session on Translatewiki took place in the Wikimedia Czech Republic office. More than 1000 translations to various software projects were made.
6. Liteň negotiations (714) Negotiations with partners in the town of Liteň took place. Liteň has a small, yet very active community and a touch with WM CZ is considered crucial.
7. Open Dictionary (730) A presentation of WMF projects to the EduIn partners.
8. Liteň presentation (752) A FAQ session with Liteň contributors. Newbies were instructed and more experienced users were given feedback.
9. Photographic session in Karel Čapek's villa (754). Detailed photodocumentation of the villa of famous 20th Century Czech Writer took place.
10. PaGIS meeting (772) A meeting with people related to the MONUMNET database and general monuments protection.
11. Grilling in the Community Garden (817) Teambuilding event where prizes for CEE Spring were handled to the contestants.
12. Masaryk University and Wikipedia (875) Important session about Wikipedia and related tools and software to the Faculty of Arts of Masaryk University in Brno (professors).
13. JTP translators workshop (912) A workshop related to translations on Wikipedia. The event took place in accordance with the Jednota tlumočníků a překladatelů and ASCOT (both our partners).
14. Women in Science Workshop (908) Travel costs for a sucessful editathon about Women in science that took place in the Gender studies institute in central Prague.
Participation on these regional events (3)
1. Wikipedians in Seifhennersdorf (ticket 495) WM CZ participated in the long time ago envisioned workshop related to the Lusatia Region. A cooperation between Czech, Polish and German wikipedians took place and some of the Czech wikipedians who were not regular users got kinda impressed by Wikipedia. Photos were taken and new articles were written during the session.
2. Chapters meeting in Berlin (ticket 516) WM CZ sent a representative to the Chapters Conference in Berlin in April 2014 in order to follow the recent developement in the international Wikimedia community. Major issues were discussed and later on communicated within the chapter.
3. EduWiki Conference 2014 in Belgrade (ticket 474) A conference about EduWiki where Students Write Wikipedia were presented as a project of WM CZ by one of our representatives.
4. WMAT Monumento Salzburg (ticket 445). WMCZ sent 1 representative to this meeting. The session was mostly about networking when it comes to GLAM institutions. Representatives from Czech, Austrian, German and Slovak museum institutions were present in the session. The cooperation between Czech and Slovak Wikimedia Chapters related to Wiki Loves Monuments was discussed and the Neisse project was also mentioned. Czech National Hertiage Institution (NPÚ) was present there with 4 representatives, discussions took place about possibilities of further cooperation. The conclusion of this session was that WMCZ obtained a formal cooperation memorandum with NPÚ.
5. CEE Meeting in Kiev (ticket 679). WMCZ sent 1 representative to the CEE Meeting in Kiev. The goal of our representative (Jagro) was to share our experience with current projects and to learn as much as possible about the current progress of APG (FDC) in the global community. Several points were made clear (Foundation's stress on Chapters' activity, Chapters' experience, Chapters' punctuality). We also brought the idea of the CEE Sprign contest and made the first year of CEE Spring in 2015.
6. GLAMWiki Coordinators Meeting (ticket 703) on 7th March 2015. A meeting dedicated to the GLAM cooperation of various European chapters. The event was visited by Gampe, the most dedicated to GLAM member of WMCZ. Czech GLAM events were presented and our approach of GLAM was put in a contrast with the approach of already professionalized chapters (ie. WikiProject approaching institutions - vs. the institutions themselves). The debate was focused then on sharing knowledge, finding ways how to disseminate information to our audience (ie. various communication channels, and finding proper metrics. The meeting was however kinda too big; the amount of stuff for discussion clearly exceeded the timespan reserved for the meeting report in Czech
7. SozialMarie Prize meeting in Vienna (ticket 763) on 1st May 2015. Two representatives from Wikimedia Czech republic has visited the SozialMarie evening event in Vienna on 1st May 2015. We were invited by SozialMarie, as the project Senior Citizens' write Wikipedia was nominated for the prize (which already should be seen as a success). We have an opportunity to see various other NGOs from all around the region (Czech Republic, Hungary, Slovakia, Austria, Slovenia, Croatia) and a presentation of their work. Some of them might be good ones for cooperation for various WMCZ events. Another issue is that we have combined this visit of the city with the visit of Wikimedia Austria's office. We have discussed the professionalization issue of Wikimedia chapters, the amount of work done by Austrians when it comes to volunteers or professional staff. We have learned interesting stuff related to hiring employees, managing them, or knowing what kind of an employee a chapter would need. We also learned about the WMAT's financial structure, their major activities and projects and how they can be applied in the Wikimedia environment (Community manager) or how not (Open Data).
8. CEE Meeting in Estonia (ticket 827) on 20th September 2015 had 2 Czech representatives present. Lots of interesting talks happened there. We learned about how Wikimedia Poland manages media communication on a professional level (thanks to PR specialists), how the FKAG group operates in Brussels and the Foundation also pretty much showed its position towards the chapters. Future possibilities of various contests were also discussed.
9. Big Fat Brussels Meeting v. 3 (ticket 923) on 20st November 2015. One representative of Wikimedia Czech Republic has visited the international meeting of various chapters in Brussels, Belgium. The meeting was about the current trends in Free Knowledge Advocacy Group (FKAG) and also about sharing experience of this group with local chapters. There were interesting topics discussed, such as copyright over scanned already Public domain documents, Freedom of panorama, PD-GOV (ie. the American system that should be adapted in Europe), copyright status of Orphaned works... WMCZ representative have shared his own experience with the June 2016 campaign about Freedom of Panorama in the Czech Republic with other chapters that currently don't have FoP in their countries. Lot of interesting material was also brought to our partners (ie. Alliance for open education). The current progress of Copyright directive and Copyright enforcement directive was also discussed and general goals for all partners from all chapters were set. A report on this meeting in Czech is available

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?

The office was previously used for work done on permanent or semi-permanent basis. In essence, a person was present there, performing task. This model worked really well. For the half-year period described in this report, this was however not the case. Still, the office is essential as a backbone for our community and the chapter. It is used for storing our stuff so it can be accessible at any time. It is a perfect place for for negotiations and meetings with partners and for internal meetings of the Board and other governing bodies of our chapter.

Many of the ideas that were supposed to make the community stronger did help. Another new possibilites however appeared, such as networking potentials with various friendly institutions. Collaborating with other communities and NGOs is a current trend in the chapter and the Communities grant helped to facilitate this.

Another item that was partially supported by this grant was the CEE Spring contest, that showed to be a really good idea. The contest attracted new wikipedians (thanks to the outreach of our partners for example), brought some previously unknown contributors to the community and helped to accelerate activities of older ones. It was also a good opportunity for participation with new institutions. The contests format is overall popular and together with networking and advocacy events should be included in any further project of WMCZ. The Woman in Science editathon proved to be a real success, showing that when having a good partner, our chapter can expand to new communities and also provide valuable content for WMF projects.

What did not go well?

The concept of editathons in the office was supposed to be a cornerstone of the Communities grant. The WMCZ office however proved not to be a convenient place for the community or interested people to meet for such kind of events. The concept of editathons is perspective and can work well for Wikimedia Czech Republic, such as it did during the Museum Night, WikiTown Hustopeče, or the Women in Science editathon. The events in the office can be however attractive, if carefully planned and with interesting content. It is a good place for cooperation meetings with partners, Board meetings etc. and it definively works really well as a backbone for our organization, but it does not serve the original purpose. It should be also mentioned that holding our regular community meetings in the office were also a concept that proved to be unpopular.

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

As it was stated in the earlier report, the Community section of this very grant (no. 2) should have been replaced with 3 different ones - contests (4), that really do help the community in growth (and also have a very clear impact on WMF projects in Czech). Mutual participation with similar NGOs (5) (for example to help co-oraganizing events and facilitating common actions) and some basic advocacy (5)

The only problem of such a proposal would be, that all the possible outcomes will be really hard to measure (aside from the contests). Mutual participation with different NGOs can bring some content (ie. they can provide unique photographic or other media material and also some articles), but the more important issue will be to adress new kinds of people that are interested in free knowledge, yet do realize their goals within a framework of a different organization.

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/WM CZ/Communities to review the goals and metrics listed in the approved submission.

Project goal[edit]

Provide the project goal here.: The goal of this project is to strengthen and expand the Czech Wikimedia projects community. In order to do this, the number of active participants of the projects, as well as the number of Wikimedia Czech Republic's members, should grow. Currently, the number of members of Wikimedia Czech Republic is somewhere around 40 for the last 2 years. The amount of active Wikipedia users is also stagnating.^[2]

In order to combat this, volunteers have to be motivated (workshops, editathons) or educated (editathons) to contribute. As the time needed for writing good articles - according to constantly rising Czech Wikipedia's standards - rises, the office can provide a good space for a long-termed unspoiled concentration and voluntary work on our projects. It will also serve as the place where volunteers can meet and engage in joint activities, exchanging idea and improving motivation. The office will also be used to store the chapter's property (boxes of our leaflets, scanner, laptop).

Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 paragraphs.: We have achieved some of our goals and some not. This can be well seen in the Measures of sucess part evaluation.

Measures of success[edit]

Project metrics

Project metrics	Target outcome	Achieved outcome	Explanation
To organize at least 7 meetings with a projects-related program. A projects-related program means that presentations related to the projects organized by Wikimedia Czech Republic has to be there at every meeting (in the beginning). Attendance is supposed to be: average 15 people.	11 in total events outside of Prague (in Brno and České Budějovice). These events are organized by the Brno community, 1 of these was supported by the chapter, 10 of such were without any costs. We have reached 157 % of our minimal plan.	The community in Brno is remarkably active. Other cities are starting slowly, but with promising results. These can contain Kadaň, České Budějovice, Liteň etc.
To organize at least 10 presentations with a projects-related programs. A presentation is an activity organized in a cultural institution (ie. library, school etc) that aims on all visitors interested in learning how to use/contribute to our projects. Attendance is supposed to be: average 20 people.	There were 7 events of this kind overall. The first events supported was Wiki takes Přibyslav. Another presentation of Free knowledge Advocacy Group took place on 18th October 2014 in Pirate Party center during the Young Pirates conference. Another event that was arranged together with EDUin during the Week of Open Education in March 2015. Wikipedia was also presented in Brno at PaGIS meeting and in the Liteň meetings (2), that were both supported by our grant. Another session took place in September 2015 that further deepend our cooperation with Masaryk University in Brno. We have reached 70 % of our minimal plan.
To organize workshops and editathons in the Office (100 articles on Wikipedia to be created during these workshops is a minimum). Workshops and editathons are supposed to be: a) educational, ie. explaining how to edit Wikipedia (or other projects) and why. How can one contribute. The goal is to teach future Wikipedians/chapter members/sympathizers. b) content-making, ie. people gather together to make content. The goal is to write as much articles as possible (minimum, as stated above, is 100).	There were 5 editathons in total. The current amount of articles written during these events are 26. We have reached 26 % of our minimal plan.	Apparently in a contradiction to all our experiences and attempts, the idea of an editathon is not attractive for our volunteers in the office. Such events are however applied already within other grants and events of WMCZ, such as WikiTowns or Wikimedia presence at various events (like Museum Night or United Islands festival), where better results are achieved. On 13th November 2016 the "Woman in Science" editathon took place with the "Národní kontaktní centrum – gender a věda" (National Contact center, Gender and Science), that had participation of 22 people and 10 articles written.
To obtain an office, furnish the office and organize at least 5 meetings (workshops, editathons) inside the facility. The office is supposed to be 30 m2 area at Konopišťská 3, Prague 10.	The internal wiki of Wikimedia Czech Republic has a page listing all the events that take place in the office. The page has 51 items for the period of the Communities Grant (many of these were long-term projects, see "Lessons learned", 1st paragraph). There were 7 community meetings in the office ([1] [2] [3] [4] [5] [6] [7]) and 5 board meetings in the office. As about editathons and workshops, the total number is so far 9 (EduWiki Workshop, First Czech Editathon, Media cooperation education workshop, Photographic workshop, Mois de contribution, Translatewiki Workshop, Scanning workshop, CEE Spring Editathons (2x), ). We have reached 180 % of our minimal plan.
To provide a place (ie. the office) that can increase effectivity of other grant projects of Wikimedia Czech Republic (i.e. Mediagrant and Presentation&Outreach) - for workshops, meetings and other events.	The office was renovated thanks to our common effort and spirit and furnished according to the plan. Several parts of the office were however not finished when it comes to renovation, mostly due to the fact that these are negligible place (ie bathroom ceiling etc). This goal was 95 % completed
To participate in at least 3 regional events where the current progress, practice and experiences from the communities of Wikimedia Projects in Czech or from the Wikimedia Czech Republic Chapter will be presented.	WMCZ representatives participted in total on 9 regional events (WMAT Monumento Salzburg, EduWiki Conference, Chapters Meeting in Berlin, Wikipedians in Seinhennersdorf, CEE Conference in Kiev, GlamWiki Coordinators Meeting in Paris, SozialMarie ceremony in Vienna, 2015 CEE Meeting, Big Fat Brussels Meeting). We have reached 300 % of our minimal plan (9 out of 3).	Given the fact that Czech Republic is located in Central Europe and there is a long-term cooperation in various fields, international travels are quite commonplace.

Provide an overall assessment of how your project is going according to these measures.

There was a discussion how to reach our goals. In areas 1 (office-related issues) the chapter was able to reach most all the prescribed minimum goals. In area 3 (travel participation) the participation works on a principle of more journeys with less money. As about the area 2 (community-related events) we've reached some limited success. Instead of attracting a lot of volunteers, we were however able to maintain our community working, to sparkle sister projects and to initate important networking issues. One of the sucesses from the topic no. 2. is that we actually made it to expand our chapter out from Prague, to places like Brno, Kadaň or Liteň. Plus we were successful in organizing some of the given issues with our partners.

While doing this project, have you decided to track any other measures of success not listed in your grant submission? If so, please list them here.: no.

Remember that you will need to report on Global Metrics in your final report.

Impact[edit]

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.

Increase participation

The goal of this grant was indeed to increase participation of people in the Wikimedia projects. Thanks to our office and events organized there we were able to increase the network of our partners in the field of Open Education or GLAM institutions in general. We arranged a place where people hired by our organization could work without any distractions. We were able to increase participation of members of our community that would see a barrier to travel from the place where they live to Prague for our events. During the international events we obtained more information on the current trends in within European chapters. We got the idea to organize the CEE Spring contest, we got also information related to the Free Knowledge Advocacy Group and we were able to meet partners from other institutions, so that later on cooperation was estabilished (like with the National Heritage Institute etc).

Improve quality

Thanks to the workshops done our community learned new approaches to many things done in our chapter on daily basis (see the Activities section). Thus we were able to integrate new ideas in our chapter more quickly and efficiently (media communication, new projects from abroad like CEE Spring etc). Improving quality of Wikipedia content and Media content however was not a goal of this grant.

Reporting and documentation of expenditures[edit]

This section describes the grant's use of funds

Documentation of expenditures has been received by WMF.

Documentation[edit]

Did you send documentation of all expenses paid with grant funds to grants at wikimedia dot org, according to the guidelines here?: YES. The expenses are available via the tracker software that is used for tracking all the expenditures in our chatper. There are corresponding tickets for the Communities grant; for the section 1, section 2 and section 3 of the grant. They are linked in the notes section of the table below.

Expenses[edit]

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

Number	Category	Item description	Unit	Number of units	Cost per unit	Total cost	Currency	Notes
1	Maintaining the office					77 375,50 (2 858,87)	CZK (EUR)
1.1		Rent	-	-	-	16 910 (624,79)	CZK (EUR)	ticket 437 (partially)
1.2		Allbuilding related services	-	-	-	5 135 (189,72)	CZK (EUR)	ticket 437 (partially)
1.3-1.4*		Furnishing the office and basic repairs	-	-	-	23 644,50 (873,61)	CZK (EUR)	tickets: 924 830 622 604 576 509 472 465 441 438 436
1.5		Water, electricity and internet connection	-	-	-	11 396 (421,06)	CZK (EUR)	tickets: 693 467 466
1.6		Heating	-	-	-	20 290 (749,67)	CZK (EUR)	ticket 437 (partially)
2	Community building					16 532 (610,82)	CZK (EUR)
2.1**		Organization of certain number of meetings in the Czech Republic	-	-	-	1 375 (50,80)	CZK (EUR)	tickets: 875 817 453 912
2.2**		Organization of certain number of presentations in the Czech Republic	-	-	-	15 547 (574,43)	CZK (EUR)	tickets: 772 754 752 714 450
2.3		Workshops/editathons (in the office)	-	-	-	4 982,40 (184,09)	CZK (EUR)	tickets: 807 756 730 707 701 549 473 912
3	Participation on regional events					61 926,59 (2 288,06)	CZK (EUR)
3.1.		Participation on regional events	-	-	-	61 926,59 (2 288,06)	CZK (EUR)	tickets: 923 827 763 703 700 679 495 516 474 445

Notes[edit]

* = Given groups were merged as it was requested by WMCZ.
** = A derogation was in effect.

Total project budget (from your approved grant submission): 10 192 EUR (13 924 USD)

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): 10 192 EUR (13 924 USD)

Total amount spent on this project (this total should be the total calculated from the table above): 161 234,9 CZK (5 957,32 EUR, 6 557,20 USD; 1 EUR = 27,065 CZK, 1 USD = 24,589 CZK as of 26th February 2016 by the Czech National Bank)

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): 161 234,9 CZK (5 957,32 EUR, 6 557,20 USD; 1 EUR = 27,065 CZK, 1 USD = 24,589 CZK as of 26th February 2016 by the Czech National Bank)

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

Remaining funds[edit]

Remaining funds from this grant have been returned to WMF in the amount of 4,369.11 EUR.

Are there any grant funds remaining?: YES

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.)

118 250 CZK (4 369,11 EUR, 4 809,06 USD; 1 EUR = 27,065 CZK, 1 USD = 24,589 CZK as of 26th February 2016 by the Czech National Bank)

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

Return to WMF

[1] Derogation request

[2] Wikipedia statistics

[1]

[2]