Grants:PEG/WM CZ/Communities/Report/2014-02

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Interim report accepted
This interim report for a Project and Event Grant has been reviewed and accepted by the Wikimedia Foundation.



Project status[edit]

Are you complying with the requirements specified by WMF in the grant agreement?
Answer YES or NO.

YES

Do you expect this project to be completed by the date specified in the approved grant submission?

YES

Did you use any of the grant funds?

YES


Activities and lessons learned[edit]

Activities[edit]

One of the meetups in Brno, September 2014
Meeting with the vice-mayor of Prague 10 district and now a member of Czech Senate, Ivana Cabrnochová in the office

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
    • The office was used for various sessions and meetings with external partners and subjects.
    • The office was used for various Chapter-related sessions
      • On 11th August a meeting took place in the office, preparationary discussion for the fall book fair in Havlíčkův Brod (an event where Wikimedia Czech Republic is present for several years in a row). In early October, the Board and the Auditing committee also had their own distinctive sessions in the office. On 4th December the Photo of Czech Municipalities committee had a session in the office. The conslusion of such a session was to change the rules of our project and also to add a new member to the committee.
    • WLM-related activities (July 2014)
      • Grant Administrator spent more than 20 hours in the office working on WLM related issues. WLM preparatory session took place on 19th October 2014. The meeting of the WLM Jury also took place in the office on 30th October 2014.
    • Promotional videos (9th September - 15th October 2014)
One of the shorter videos
One of the longer videos
      • Wikimedia Czech Republic was able to estabilish participation with the 2013-2014 producer of #exile6e webepisodes, Joni Immonen. The participation was concluded to be on a voluntary basis and took a place in September 2014 for an entire month. In the end four promotional videos were made, together with the help of Dům čtení ("Reading house") and the Municipal library in Prague. All the videos explain basic Wikipedia principles in Czech and are available on Youtube and Creative commons under CC-BY licence. The office of Wikimedia Czech Republic was used as a place for editing these materials.
  • Other community-related events (funded by CG):*
    • Media cooperation education workshop (1st July 2014)
Ivo Spilka speaking (more photos)
      • Media cooperation education workshop took place on 1st July 2014. The person speaking was Ivo Spilka from Český rozhlas (Czech Radio). The goal was to learn more about how to cooperate with media, especially with the 300 000 Czech Wikipedia milestone in mind. 10 members of the chapter were present to the lecture.
    • Photographic workshop (7th September 2014)
Participants of the Photographic workshop in September 2014
      • The photographic workshop that was closely related to the Wiki Loves Monuments contest took place in September 2014 in the office. The total number of participants was 12. The goal of such a session was to explain to various volunteers how to avoid typical mistakes when photographing architecture (ie. monuments for WLM) and thus to make good pictures for the contest.
    • Mois de la contribution (18th October 2014)
      • The one and only Czech session that was a part of the Mois de la contribution took place in the Wikimedia Czech Republic office on 18th October 2014, with the help of two French Wikipedians who live in Prague and a guest from Institute Français. The meeting served as a good way how Wikimedia Czech Republic can estabilish ties with French expats living in Prague.


  • Participation on these regional events:
    • CEE Meeting in Kiev (19-21 December 2014)
      • We sent 1 representative to the CEE Meeting in Kiev, that took place in December 2014. 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. Jagro has published a report on our interal wiki. Several points were made clear (Founation's stress on Chapters' activity, Chapters' experience, Chapters' punctuality)


Lessons learned[edit]

What lessons were learned that may help others succeed in similar projects, or that may change the way you are doing this project?
What went well, or is going well?
The office was used several times for longer period of time for continous work. Grants administrator Milada Moudrá has spent more than 20 hours during July 2014 with tickets administration for various PEG grants and Joni Immonen spent approximately 1 month doing promotional videos for Wikimedia Czech Republic on voluntary basis in September and October 2014.
What did not go well, or is not going well?
One of the key ideas of the Communities grant was to attract more people to the chapter and thus break the shadows of apathy or tiredness of older active members of the chapter. We did the first editathon in June 2014, but the event itself did not have a good attendance. The Mois de Contribution in October 2014 did have a better result (mostly based on networking), however it was not an article-writing session. Several ideas were pointed out and starting with January 2015 new models of editing events will take place. Cooperation will be started with corresponding wikiprojects for editing events (ie. those that are active on Czech Wikipedia) and GLAM-related institutions participation will also take place.
From your answers above, do you plan to change anything you are doing as your project continues?
Yes. The events will be done on periodical basis and emphasis will be put on promotion (Facebook, Centralnotice/Sitenotice, Villagepump, chapters mailing list). Facebook Group promotion based on the Macedonian model is also considered.

Outcomes and impact[edit]

Outcomes[edit]

Provide the original 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.[1]

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).

Do you expect to reach your project's goal? Why or why not?
YES if we will be able to adapt the lessons learned.

Progress towards targets and goals[edit]

Measures of success[edit]

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. 5 in total events outside of Prague (in Brno). These events are organized by the Brno community, 1 of these was supported by the chapter, 4 of such were without any costs. We have reached 71 % of our minimal plan. The community in Brno is remarkably active. However, another cities wait. There are plans for a Wikipedia-related meeting in Ostrava and other cities should be considered as well.
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. So far one event was done 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. We have reached 20 % of our minimal plan. This is a very crucial element of the grant, yet very weak so far. There are negotiations underway with the Instytut Polski in Prague related to promotion of Wikipedia both in the institute as well as in the Municipal Library in Prague.
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 2 editathons in total, but rather unsuccessful. The current amount of articles written during these events are 12. We have reached 12 % of our minimal plan. There is a huge space for such kind of an event. We decided to investigate this topic and to start a new wave of these events on a permanent basis with better promotion. The basic amount of people should be Wikipedians, participants of various wikiprojects that might lead us to creation of a healthy core - that could be later expanded by promotion with other people.
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 34 items so far (many of these were long-term projects, see "Lessons learned", 1st paragraph). There were 6 community meetings in the office ([1] [2] [3] [4] [5] [6]) and 4 board meetings in the office. As about editathons and workshops, the total number is so far 5 (EduWiki Workshop, First Czech Editathon, Media cooperation education workshop, Photographic workshop, Mois de contribution). We have reached 100 % 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 is furnished and it is used for various events and meeting. In the period from 16th June 2014 to 31st December 2014 new updates to the office were made: A water heater was purchased and a fridge was obtained as a gift from our former chairman (Limojoe). There are still small fixes that should be dome, like some minor wall painting etc. We have reached 95 % of our minimal plan. I consider the unfinished bathroom situation (ceiling not yet painted) as a 5 % down. Since the office works well, there should be 100 % final scoring.
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. As of 31st December 2014, WM CZ has participated on 5 regional events (WMAT Monumento Salzburg, EduWiki Conference, Chapters Meeting in Berlin, Wikipedians in Seinhennersdorf, CEE Conference in Kiev. We have reached 166 % of our minimal plan (5 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 of its goals. In area 3 (travel participation) we do have people traveling to various wiki-world related events, writing reports and discussing the issues with the rest of the community. As about the area 2 (community-related events) we've come into a discussion how to embrace more events in the future:
  • Initiate a cooperation with corresponding wikiprojects (ie. editing events)
  • Participate more with GLAM-related and other institutions (ie. sessions and meeting)
  • Do a regular schedule for events in the office, so it will be easier for everyone to plan attendance there
  • Discuss possible other places where to hold our events as well.
  • Participate more with other chapters in order to do joint events (such as planned and intended CEE Spring)
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]

Remember that you will need to report on your project's impact on WMF's mission and strategic goals in your final report.

Major impact criteria
  • Number of events that we successfully organized
  • Number of addressed people
  • Number of content created
  • Number of new volunteers, new members etc.


Reporting and documentation of expenditures[edit]

This section describes the grant's use of funds

Documentation[edit]

Remember that you will need to send receipts or documentation of all project expenses to WMF at the time your final report is submitted.

See following tickets in tracker (reported-period related expenses): 604 622 678 693 547 549 684 576 679

See following tickets in tracker (expenses of a permanent nature): 437 467

Expenses[edit]

Please list all project expenses in a table here, with descriptions and dates. Review the instructions here here.
  • 1 EUR = 27,66 CZK [7]
Number Category Item description Unit Number of units Actual cost per unit Actual total Budgeted total Currency Notes
1.1 Rent WMCZ office rent costs 1 month 6 18,07 (500) 162,69 (4500) 120 (3319,2) EUR (CZK) 500 CZK is the monthly payment. The deposit of 1500 CZK was also supposed to be paid.
1.2 Allbuilding related services ie. electricity connection, water connection, elevators etc. 1 month 6 7,41 (205) 66,70 (1845) 48 (1327,68) EUR (CZK) 205 CZK is the monthly payment. The deposit of 615 CZK was also supposed to be paid.
1.3-1.4* Furnishing the office and basic repairs The sum of money is supposed to be used for purchase of basic furniture and equipment for the office, ie. chairs, tables and cabinets. Also for basic repairs like painting of the place etc. This sum was supposed to be mainly spent in this period in order to make the office furnished for the entire period of its use. N/A N/A N/A 117,14 (3240) 0 (0) EUR (CZK) * The merge of these items is based on the additional request.
There were urgent issues to be paid due to the renewal of the contract with Wikimedia Czech Republic for the office. These contained a fire protection plan (2500 CZK) and other administrative costs (240 CZK, 500 CZK) required for the registration of our office to be able to achieve a corresponding flag.
1.5 Water, electricity and internet connection Sum of money needed for basic costs for the above mentioned services. Unlike in 1.2 these are related to the office consumption only. 1 month 6 16,63 (460) 99,78 (2760) 125 (3457,5) EUR (CZK)
1.6 Heating Heating deposit - 2000 CZK per month. Once the real costs are known by the administrator of the building, then the real price will be calculated. Thus we might got a refund or we will have to pay an additional costs in the future. This might thus be a reason for any changes in further reports in this field. 1 month 6 72,31 (2 000) 239,23 (8 000) 960 (26 553,6) EUR (CZK) Note that heating costs are paid in a form of deposit paid per month (2000 CZK). After a year a recalculation is done and the deposit is changed for the next year. Given the fact that our deposit is rather large in comparison with the actual use of the office, according to the recent recalculation the heating bills are paid up to August 2015.
2.1** Organization of certain number of meetings in the Czech Republic Events we organize around the country. These include for example Wikimeetups in Brno [8] [9] 1 event 3 for this time period (3 without any costs) 0 (0) 0 (0) 0 (0) EUR (CZK) ** Costs per unit may vary from the planned amount significantly, since a derogation is in force. This however does not affect total costs
2.2** Organization of certain number of presentations in the Czech Republic Presentations of Wikipedia in the Czech Republic. Wikipedia and other WMF projects are supposed to be presented around the country on various events 1 event 1 0 (0) 0 (0) 0 (0) EUR (CZK) ** Costs per unit may vary from the planned amount significantly, since a derogation is in force. This however does not affect total costs There were no events of this kind in the monitored period
2.3 Workshops/editathons (in the office) Various workshops and editathons in the office. These events should be either educative (ie. for newbie wikipedians to learn about our projects) or content-generating (ie. we want to make a lot of articles/a quality article) 1 event 3 77,58 (2146) 77,58 (2146) 90 (2489,4) EUR (CZK) Only the Media cooperation workshop proved to have costs; the other two events were without costs (Mois de contribution) or were supported by another grant (Photographic workshop). However, both of them did take place in the office.
3.1** Participation on regional events WMCZ members will participate on events in the Region (whole Europe, but not exceeding 1500 km from Prague by a direct line). 1 event 1 290,29 (8047) 290,29 (8047) 750 (20 745) EUR (CZK) ** Costs per unit may vary from the planned amount significantly, since a derogation is in force. This however does not affect total costs
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 Project and Event Grants program staff. For all other variances, please provide an explanation in the table below.
Total amount spent on this project so far (with currency)
30 538 CZK in the reported period
93 214,27 CZK so far
Total amount of WMF grant funds spent on this project so far (with currency)
30 538 CZK in the reported period
93 214,27 CZK so far
Based on your spending, will you need to request any changes to your budget? If you do, please see the guidelines for requesting changes to your budget.
Answer YES or NO.
NO

Links and references[edit]