Grants:PEG/WM IN/Program Grant April December 2013/Report

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Report accepted
This report for a Project and Event grant approved in FY 2013-14 has been reviewed and accepted by the Wikimedia Foundation.
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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.


Wikimedia India organised Wiki Loves Monuments again in 2013 wherein we received more than 11,000 contributions to Commons. The contest was organised for second time in India and thus we feel it was a great success. What mattered to us is that making the visitors feel that even they can contribute to Wikipedia and its sister projects. Trying to get associated with the Government of India, Wikimedia India in August 2013 was successful in making sure to get all the educational contents under cc-by-sa. The HRD minister had passed an agreement on 14 August 2013 that all the educational textbooks printed by the Central Government will be released under the said license. Along with the these activities, all major language communitiies in India celebrated the tenth year anniversary of regional language Wikipedia. Tamil Wikipedia, Malayalam Wikipedia, Telugu Wikipedia and Kannada Wikipedia were few among them. Many local workshops and academies were also arranged. Please find more on our monthly reports here.

Lessons Learned[edit]

  1. Grant applications for GAC grant need not wait to be initiated after the completion and closure of a previous GAC grant. Since the time taken for closure can be about a month (max of 2 months for submission), and a new grant approval may be 2 months (max of 100 days after submission), there can be a overlap to avoid any period without adequate funds.
    1. Start date was delayed due to late application
  2. While planning projects in the last month of the funding period, care needs to be taken to ensure bills are received early, and payments are made in time. Any lack of understanding of these will cause a delay in the closure of the grant with a report.
    1. Receipt of bills for Sangamotsavam program from Ml community was delayed, though expenses were incurred in Dec 2013
    2. Receipt of bills for Mediawiki Hackathon project at Ghoomakkad project was delayed, though expenses were incurred in Dec 2013
  3. Publishing projects can go for an extended period of deliberation as a community gets involved in revising and approving the version to be printed.
    1. Telugu and Bangla wiki guide books publication was delayed due to community review.
  4. Intensive multi - day training events designed to take the team through publication of their initial articles can be very effective in terms of skill transfer. But getting a team for extended periods of the order of 4 days is very difficult.
    1. The GLAM event at New Delhi was very successful in skills transfer. A team of 15 trainees went from zero knowledge to completing editing and publishing of five articles over 4 days. There was a churn of about 5 trainees through the period. About 40 more potential trainees from an institute attached to the Museum chose to go home on their winter vacation than join the workshop. It was also a challenge to get expert trainers available for 4 continuous days.

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 IN/Program Grant April December 2013 to review the goals and metrics listed in the approved submission.

Project goal[edit]

The goal of this project was to support and promote Wikimedia movement in India. This was achieved by organising and supporting various projects related to Wikipedia and its sister projects in India. Apart from this, we did our pilot outreach effectiveness measurement program. Periodic follow up with the attendees, assess their feedback and attempt to track their involvement in Wikimedia projects after the event was one of our major goal.

Measures of success[edit]


Various events and activities done by the Chapter have created awareness about Wikipedia and its sister projects. We have also conducted workshops on Indic Languages, which has motivated others to become editors. Media Coverage has also played a very important role in help to achieve the movement goal. You may have a look at little media links which helped us to create that impact.

Further reference[edit]

  • Wikimedia India Monthly Reports can be found here. Please refer the monthly reports page to know more about events, workshops, projects, etc that Wikimedia India funded and supported in its capacity.
  • Malayalam Wiki Conference 2013

Media Impact[edit]

Reporting and documentation of expenditures[edit]

This section describes the grant's use of funds


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 Project and Event Grants program staff. For all other variances, please provide an explanation in the table below.
  1. Unspent amount carried forward from the previous grant = INR 39,777.93 (USD 660.11)
  2. Budget: INR 1,498,000 (USD 24,858.92)
  3. Grant Amount received: INR 1,452,604.00 (USD 24,105.61)
    1. Exchange rate applied in this report is INR 60.26 / USD (same as in original plan)
    2. Date of receipt of grant funds: 4th Oct 2013
      1. Official exchange rate on 3rd Oct 2013: INR 61.9348 / USD
      2. USD value of received INR funds as per exchange rate on the day of receipt: ~ USD 23,453.76 (We do not know actual value and bank commissions if any, as these funds were received as Rupee transfers from Citibank, Mumbai).
  4. Interest on deposits received during the grant period: INR 1581 (USD 26.24)

Summary of expenses as per this report:

  1. Budget: INR 1,498,000 (USD 24,858.92)
  2. In November 2013, taking stock of the situation at hand, we requested for revising the allocations by changing spend limits between line items within the overall budget. This was approved by WMF.
    1. Reduced GLAM Budget and reallocated for printing, outreach, and teleconferencing. In this process the total budget was revised downward by INR 11000 (USD 182.54).
  3. The total expense till date, under this grant program is INR 1,287,156.10 (USD 21,360.04)
  4. The unspent amount being carried forward is INR 206,806.83 (USD 3431.91)

Plan Vs Actual Expense table:

S. No Description Plan Amount INR Plan Amount USD Rev Amt INR Rev Amt USD Actual Amt INR Actual Amt USD Variance %
1 Staff salary - Part time Contractor pay 378,000 6,272.81 378,000 6,272.81 378,000.00 6,272.81 0%
2 Outreach Events [Workshops and Academies] 300,000 4,978.42 320,000 5,310.32 338,853.22 5,623.19 -5.9%
3 Board meet travel expenses + teleconference 50,000 829.73 75,000 1,244.61 74,543.00 1,237.02 0.6%
4 WLM Expenses 130,000 2,157.31 130,000 2,157.31 116,587.50 1,934.74 10.3%
5 AGM Expenses 70,000 1,161.63 70,000 1,161.63 61,093.00 1,013.82 12.7%
6 Printing Expenses [Manuals and Promotional Material] 200,000 3,318.95 313,000 5,194.16 146,387.50 2,429.26 53.2%
7 GLAM [Wikimedian-in Residence and Digitisation projects] 300,000 4,978.42 131,000 2,173.91 97,034.00 1,610.26 25.9%
8 CC India launch 50,000 829.73
9 Auditor/Consultancy Fee 60,000 995.68 60,000 995.68 60,864.00 1,010.02 -1.4%
10 General Administration Expenses 10,000 165.94 10,000 165.94 2,225.38 36.93 77.7%
Grand Total 1,498,000 24,858.92 1,487,000 24,676.40 1,275,587.60 21,168.07 14.2%

Variations and their reason:

  1. Outreach expenses up by USD 313: Outreach expenses were increased in November 2013 in a reallocation exercise approved by WMF. Wiki Sangamotsavam event costs went up due to non availability of a low cost venue fixed initially; Pre-conference expenses to create awareness were also higher in cost than initial plan, as the organizing committee revised this plan upwards as they approached execution phase. A Cycling event through the state, with workshops on the way were held and this novel way generated a greater awareness.
  2. Wiki Loves Monument event expense is lower by USD 223: The prizes for this event have been publicly announced. Three of the last prize winners have not yet come forward to claim the prizes. Given the experience of last year, they may come up to claim later. Provision has been made for these claims as the prizes and winners have been publicly announced and committed. Felicitation of Jury, planned originally, was not carried out.
  3. Board travel and teleconference costs are lower by USD 147.81: In November 2013, travel cost was supplemented with teleconference provision during a re-allocation exercise. Two board members have not claimed travel expenses, one for Bangalore in August 2013, and the other for Bangalore (Aug 2013) as well as Alleppey in December 2013.
  4. Printing expenses are lower by USD 2,765 : Expense under this category was substantially enhanced in Nov 2013 through the re-allocation request. Annual report quantity was reduced to save expenses. Kannada Wikipedia guide book cost was reduced by going for only a cheat sheet. Malayalam guidebook cost was less than originally planned. Telugu and Bengali guidebooks printing got delayed as they went through extended community review. As of 27th Feb 2013, the date of this edit, the review is complete, the print order is in process, but the printing has not been completed. The printing expenses of Bengali and Telugu Guidebooks are not included in this report, as they have not yet been paid.
  5. GLAM expenses were less by USD 564: The GLAM budget was reduced substantially in Nov 2013, and most of these funds reallocated to printing, teleconferencing, and outreach. That was because a digitization project envisaged did not come through. In Dec 2013 a new GLAM program with National Museum owned by Government of India was initiated as an alternate. Given the need to align with the partner organization's schedules, this was started in the last week. From the funds we had allocated for this, we could save some amount as the partner institution undertook some costs for equipment hire.
  6. General Administration expenses are less by USD 129: A provision for couriering printed material to various regions had not been incurred.
  7. On the overall plan we were less by USD 3,508 (14.2%). One of the reasons is also a delay in applying for this Apr to Dec 2013 grant, and consequent late start of some initiatives such as printing and GLAM.
    1. We exceeded provision by 5.9% in outreach, and 1.4% in audit / consultancy fees.
    2. We spent less in printing (53.2%), and GLAM (25.9%). Two major printing activities are running late and have been committed after consultations with WMF.
Total project budget (from your approved grant submission)
1,487,000 INR
Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if the Project and Event Grant is your only funding source)
1,487,000 INR
Total amount spent on this project (this total should be the total calculated from the table above)
1,275,587.60 INR
Total amount of Project and Event grant funds spent on this project (this total will be the same as the total amount spent if the Project and Event Grant is your only funding source)
1,275,587.60 INR
Are there additional sources of revenue that funded any part of this project? List them here.
Remaining funds have been used or will be used for other approved mission-aligned activities. This use has been requested in writing and approved by WMF.

Remaining funds[edit]

Are there any grant funds remaining?
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.)
INR 206,806.83 (USD 3431.91)
If funds are remaining they must be returned to WMF, reallocated to mission-aligned activities, or applied to another approved grant.
We intend to reallocate the funds by providing Wikimania scholarship to Indian Wikimedians. Wikimedia India, thus would be sponsoring scholarship for two Indians which will only include travel and accommodation.
Start Date: 1 January 2014
End Date: 30 June 2014
This reallocation is approved. Please report the scholarship recipients when those are selected. Asaf Bartov (WMF Grants) talk 21:22, 31 May 2014 (UTC)