Grants:PEG/WM MX/Annual grant 2014-2015

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Funded
This submission to the Project and Event Grants Program was funded in the fiscal year 2014-15. This is a grant to an organization.

IMPORTANT: Please do not make changes to this page without the explicit approval of Project and Event Grants Program staff. They will be reverted.


Basic information[edit]

Grant request details[edit]

Are you an organization, a group, or an individual?
Organization. Wikimedia Chapter
Please provide your name, or the name of the group or organization requesting this grant.
Wikimedia Mexico.
Please provide the name (or username) of the main contact for this grant request. You do not need to disclose your legal name publicly.
Salvador Alcántar (Treasurer)
For groups and organizations only: Please provide the name (or username) of a second contact for this grant request.
Iván Martínez (President)
Please link to any relevant documents, including your website if you have one.
www.wikimedia.mx / mx.wikimedia.org

Project details[edit]

Official project name
Annual grant 2014-2015 for projects in Mexico.
Project start date
1 October 2014
31 August 2015
This is the date you finish work on your project. Please include a month, day, and year. You must include a project completion date.
31 August 2015
Please describe the project in a few sentences
In the term of one year Wikimedia Mexico will develop its activities in said country to achieve the Wikimedia goals. The plan includes many kind of activities such as edit-a-thons, talks, education program, and so on.

Financial details[edit]

Amount and currency requested
$364,485 MXN $408,454.40 MXN
Please provide an equivalent amount in US dollars using the exchange rate provided by Oanda on the date you open this request
$26,934 USD[1] $27,205.60 USD

For organizations only[edit]

Are you an incorporated organization able to provide local proof of nonprofit status within your country? For-profit organizations are not eligible to receive grants through the PEG program.
YES
Does your organization currently employ or engage any fulltime or part-time staff or contractors? If yes, please tell us how many staff or contractors you employ or engage, along with their functions or a link to your staff page. For example, "2 full time program managers and 1 part-time contractor accountant at 50% FTE each."
NO

Introduction[edit]

Mexico has a relevant role in the Wikimedia projects: it ranks first in readers of the Spanish Wikipedia and second in editing. Mexico is important within the called Global South, which is considered a strategic objective of the Wikimedia Foundation. The Mexican chapter is one of the most dynamic regional organizations and with more growth in recent months and has consolidated their work optimizing the donor’s money, maximizing the potential of local enthusiasm and altruism in donating quality time from their community. Proof of this is the realization of Wikimania 2015 in Mexico City.

Our strategy will focus on outreach work: increasing the number of readers, editors and contributors to Wikimedia projects in most states of the Mexican Republic; pursuing and securing new projects with institutions and actors in the cultural sector, and finally, the institutional consolidation of the Chapter through more organized and strategic work and continuity in their current activities, with wider dissemination, monitoring and process improvements.

Since many contributors of the chapter will be focused on the Wikimania 2015 organization, many of the following activities will focus in the communities located outside of Mexico City, specially Guadalajara and Puebla, which started to grow since last year and have more activities. For this reason these activities will not be an obstacle for Wikimania but an opportunity to develop our goals in other cities and places of this big country. Finally, we will apply the strategy of splitting the Board of WMMX in two teams: the first will focus only in Wikimania topics while the second will focus in both the programmatic activities that we have done until now and administrative activities.

General goals[edit]

  • To increase the participation in the Wikimedia Foundation projects in more states of the Mexican Republic.
  • To bring continuity to the actual Wikimedia Mexico projects about education, linking with cultural partners and community support.
  • To ensure continuity of the chapter in administrative and financial topics.
  • To optimize the work of spreading the word about the work of the chapter

Specific goals and measures of success[edit]

1. Continuation of outreach work[edit]

1.1 Public Events[edit]

Wikimedia Mexico has extensive experience in conducting public events to spread the Wikimedia mission in the country. Due to the large size of the country and its relatively large population, the challenge to continue spreading the Wikimedia projects through basic dissemination activities is one of the main activities of the chapter in which much time is invested. This year we plan to perform:

  • 5 edit-a-thons of Wikimedia projects (Wikipedia, Wikimedia Commons, Wikivoyages, Wikinews) projects
  • At least 10 talks in schools and 10 in other sites. 40% of these activities should be out of Mexico City.
  • Wikipedia Monthly Workshop. In Mexico City, it has been imparted monthly since February 2014 and in Guadalajara since July 2014.
  • At least five talks to disseminate Creative Commons licenses all around the country.
  • At least 2 events (one edit-a-thon and one talk) of the above proposed will be aimed at reducing the gender gap in Wikimedia projects. Another two (one edit-a-thon and one talk) will go to increase diversity in Wikimedia projects.

Measures of success[edit]

  • Number of attendees (600, considering at least 50 per month)
  • Number of new users. (20 new users per month)
  • Number of active editors. (10 active editors [~5 edits per month] in 6 months)
  • Editions to any Wikimedia project diferent to Wikipedia. (50 per month)
  • Percentage of new users that remain after six months on the project (Target: 2%)
  • Number of new or enhanced articles. (At least 200 in a year)
  • Number of e-mails collected from people interested
  • Media coverage (at least 30 in a year)
  • New partnerships reached (3 at least).
  • Growth of the Guadalajara and Puebla communities by at least 3 more active volunteers in each one.

1.2 Public Relations[edit]

We want to continue to increase the visibility of our organization with the following resources:

  • Printing a brochure with basic information about the chapter: This is needed for having an easy and cheap way to share our basic information in strategic meetings.
  • Funding to facilitate participation in public events: an internal fund for transportation and fuel for the local community. We need to both reduce the transport expenses currently covered by the chapter volunteers moving into the city in the accomplishment of tasks related to the organization and to support people that does not attend events or meetings because of a lack of funds.
  • Promotional materials: Printing two flyers of general information and education program linking the cultural sector for purposes of diffusion in events that we are invited or we perform.
  • Institutional video production: This video will explain what Wikimedia Mexico is, what we do and how the people can join us in Mexico. We want to do it quite professionally to use it in our introductions to new potential partners or sponsors. We need an institutional video that can easily portray the activities and purposes of the Mexican chapter.
  • Design of an identity graphic reusable manual: We have a consistent design in all our projects (see WMMX [2] [3] [4] and WLM examples [5] [6] [7]) nevertheless we want to make a renewal in the visual identity of Wikimedia Mexico. With these funds, we will get a professionally-made manual for the most common graphics and reusable templates for some designs with periodical use as social media channels or posters. These will be done by an external graphic designer.

2. Support for Mexico’s Wikipedia Education Program[edit]

Currently we have 3 programs being applied in Mexico with universities (2 in Mexico city and 1 in Puebla), where teachers are trained in Wikipedia editing and in using other Wikimedia projects such as Wikimedia Commons and Wikisource. They use that knowledge to apply new activities in their classes, encouraging students to edit and create new articles as homework. The teacher continuously reviews the edits and gives guidance. At the end of the semester (academic term) they evaluate the work and make a recap of all the work done.

For the promotion and expansion of the Wikipedia Education Program, which was launched in pilot phase and will continue in the next months. Currently we are working on a pilot program with five teachers of UNAM and we want to expand the program.

See also WMMX's Wikipedia Education Program

Measures of success[edit]

  • At least 10 teachers added to the local program (currently 5)
  • 9,000 bytes per student added to Wikipedia articles.
  • Perform at least 10 talks about this initiative, with the objective of recruiting more teachers to the program and promoting this model in new educative institutions.
  • 3 reports from participating institutions.
  • Add one more educative institution to the program.

3. Cultural Partners[edit]

  • Organization of events for cultural organizations.
  • Printing brochures for new GLAM partners
  • DIY type scanner

Measures of success[edit]

  • At least two institutions added as GLAM allies
  • Donation of 75 media files per GLAM partnership uploaded to Wikimedia Commons.
  • Start a scanning project with the DIY scanner with an important library of Mexico. [2]

4. Activity continuity and growth[edit]

Basic sustaining of the organization and support our work in general.

General swag for all community[edit]

The Wikimedia movement is based upon the volunteers' good faith and the recognition of good deeds. The swag serves two purposes: to reward those good deeds with inexpensive objects in the events we do; but more importantly: swag reinforces WMMX's identity and maximizes the community members' visibility, announcing their pride to belong to it. In the experience of Wikimedia Mexico, and other related communities, we know that people love swag, and place it in the most precious objects of their digital life: phones, tablets, laptops and more, wear the shirts we gave three or four years ago. During our work we realized how valuable is for people to have something related to Wikipedia. Finally, in some specific events such as Campus Party (LAN Party) the swag items are the most common and useful promotional items.

Travels[edit]

  • Travels for giving talks and/or new Community Organizations into Mexico. For our confirmed travels (La Paz, Mérida and Aguascalientes) meals and transport are needed. We want to keep the number of flights open because there are some events that we know that are planned but the exact location will be defined during the year. Finally, there are some flights that we want to have just for non-planned events.
  • Travels from Mexico City to Puebla for Wikipedians in Puebla activities. Wikipedians in Puebla realized these activities in 2013 alone [8]. In 2014-2015 they will perform at least two edit-a-thons that will need support from Mexico City volunteers, as in other events that were covered with sponsors and funds of the own volunteers.

Documentation[edit]

Currently the documentation tasks use the resources and equipment of the own volunteers. We need new equipment for documentations and dissemination of the chapter work. This DSLR focused equipment can produce a very high quality materials with relatively cheap equipment.

Measures of success[edit]

  • Increasing the quality of WMMX reports.
  • Stay on work one more year.
  • Creation of manuals and planning documents on working of the chapter.

Budget[edit]

Project budget table
Item Unit Units needed Cost per unit (MXN) Total budget (MXN) Cost per unit (USD) Total budget (USD)
Outreach
1.1 Outreach public events
a) Catering
   a.1) Water 1 pack of 24 units (600 ml) 12 85 1,020 6.50 77
   a.2) Sodas 1 pack of 24 cans (455 ml) 12 125 1,500 9.5 113
   a.3) Cookies 1 pack of 1.2 KG 12 55 660 4.20 50
   a.4) Coffee maker 1 urn (40-Cups coffee maker) 1 750 750 57 57
   a.5) Coffee 1 bag of 1 Kg. 12 150 1,800 11 136
   a.6) Disposable tableware (spoons, napkins, sugar, trash bags) 1 pack of everyone 1 300 300 23 23
b) Conectivity (4G Iusacell modem) 1 year service 1 7500 7,500 568 568
Commentary: In most venues where we run events, there is always need for connectivity because the available connections are not adequate to connect up to 30 computers simultaneously. This can allow more options to perform events in some spaces discarded in the past because lack of connectivity.
c) 10,000 Wikipedia stickers 1 sticker impression 10000 0,55 5,500 .04 416
Commentary:The basic swag unit for all our events. For an example, in three massive events in 2013 (Aldea Digital, Campus Party and TagDF we performed activities to distribute up to 3000 stickers).
d) Stuff for the venues (banners, prop signals for “Wikipedians working”) 1 2000 2,000 151 151
Commentary: We plant prop signals resembling construction sites' signals to communicate the idea that people are working -we commonly use the #WikipedistAtWork hashtag- and it easily attracts the attention of surrounding people. Many of our edit-a-thons take place in public spaces.
e) Truper extension cords (for public events) 1 2 395 790 30 60
f) Power strips with 10 plugs each (for public events) 1 4 120 480 9 36
1.2 Public relations
a) Printing a brochure with basic information about the chapter (CMYK two sides coated paper) 1 thousand 3 500 1,500 37 114
b) Funding to facilitate participation in public events. [3] 1 bus round trip 80 150 12,000 1.13 908
c) Institutional video production 1 1 20,000 20,000 1,514 1,514
d) Design of a reusable graphic identity manual. 1 1 15,000 15,000 1,136 1,136
2. Wikipedia Education Program in Mexico
a) WEP manual 1 1000 5 5,000 .38 379
c) WEP Stickers 1 sticker 1000 0.55 550 .04 42
d) WEP T-shirts for teachers and prominent students 1 shirt 50 70 3,500 5.30 265
e) WEP Banners 1 banner 2 500 1,000 38 76
3. Cultural partners
a) Printing brochures for GLAM new partners 1 thousand 1 1,500 1,500 114 114
b) DIY book scanner [4] 1 2 6,000 12,000 454 908
Follow-up and development
4. Office
1 year office leasing in Mexico City 1 month rent 14[5] 12,000[6] 72,000 908 5,450
5. Office supplies
a) Stickers, flipchart and general stuff for meetings 1 1 2,000 2,000 151 151
b) Printer (EPSON L350) 1 1 3,850 3,850 291 291
Commentary: For printing needs as documents and forms of WMMX.
c) Printer consumables (cartridges) 1 5 200 1,000 15 76
d) Folders with Wikimedia Mexico logo 1 1000 4 4,000 .30 303
e) Letterheads with Wikimedia Mexico brand 1 1000 0,8 800 .06 61
Commentary: Folders and letterheads are for giving a proper, formal image to the chapter's legal documents, requests, requisitions and Social Service validations. In the case of letterheads, some procedures requires the use of letterheads of civil associations (in Spanish: hoja membretada).
6. Website
a) Renewal of domain and mail services 1 1 450 450 34 34
7. Legal
a) Legalization of the March 1 assembly act 1 1 4,500 4,500 341 341
b) Legalization of 2015 annual assembly act 1 1 4,500 4,500 341 341
8. Administrative expenses
a) Accounting advisor 1 year service 1 15000 15,000 114 114
b) Business cards 1 pack (500 units) 10 240 2,400 18 182
c) Annual report booklet printing 1 pack (50 units) 4 500 2,000 38 151
9. Community swag
a) T-shirts 1 shirt 250 70 17,500 5.30 1,325
b) Buttons 1 200 4 800 .30 61
c) Pens with Wikimedia Mexico logo 1 1000 5 5,000 .38 379
10. Travel expenses
a) Travels for talks and/or incubation of new communities into Mexico.
   a.1) Round flight 1 10 3,500 35,000[7] 265 2,650
   a.2) Meals 1 10 800 8,000 61 606
b) Travel to Puebla for Wikipedistas en Puebla activities
   b.1) Round bus travel 1 10 400 4,000 30 303
   b.2) Meals 1 10 400 4,000 30 303
c) Travel to Iberoconf 2014 for additional institutional support
   c.1) Round flight 1 2 30,000 60,000 2,271 4,523
   c.2) Accommodation and meals 1 2 8,000 16,000 606 1,211
d) Travels for Non-Wikimedia events related to Free Knowledge world
   c.1) Round flight 1 2 30,000 60,000 2,271 4,523
   c.2) Accommodation and meals 1 2 8,000 16,000 606 1,211
Commentary: i.e. Creative Commons Annual summit, Open Access meeting, Open source bridge, and so on.
11. Documentation
a) DSLR camera (Nikon 5100) 1 1 11,500 11,500 871 871
b) Microphone for DLSR camera (ambiental and lavalier) 1 1 4,000 4,000 303 303
c) Simple structure for DSLR camera 1 1 1,500 1,500 114 114
d) DLSR lamp kit (LED lamps + charger + L bracket) 1 1 2,500 2,500 189 189
e) Expendables (SD cards, batteries, cases) 1 1 1,500 1,500 114 114
12. Media and internet
a) Buffer 1 annual service 1 8,000 8,000 606 606
13. Planning
a) Meeting on annual planning. Board and main supporters.
   a.1) Catering 1 daily service for ten people 3 1,500 4,500 114 341
   a.2) Rental of venue 1 day 3 3,000 9,000 227 681
   a.3) Work supplies 1 3 500 1,500 38 114
   a.4) Travel for 1 Board member from Guadalajara 1 round flight 1 2,000 2,000[8] 151 151
   a.4) Accommodation for 2 Board members 1 night per person 6 700 4,200 53 318
Subtotal $331,350 MXN
Unforeseen +10% $33,135 MXN
TOTAL $364,485 MXN $26,934 USD [9]
Total cost of project
$364,485 MXN ($26,934 USD) $408,454.40 ($27,205.60 USD)
Total amount requested from the Project and Event Grants program
$364,485 MXN ($26,934 USD) $408,454.40 ($27,205.60 USD)
Additional sources of revenue that may fund part of this project, and amounts funded
None

Non-financial requirements[edit]

Requests for non-financial assistance
No

Resources and Risks[edit]

Resources
  • Currently, the chapter has around 20 active people and around 30 more supporters all around Mexico.
  • We have done these activities successfully during the past 3 years.
  • Now, he have a better structure and experience on accountability [9]
  • We have a good group of experienced wikimedians.
  • Our members have expertise in several fields, which makes this chapter really complete and self-sufficient.
  • We count with WMAR's support and interchange of best practices and with Iberocoop members to interchange experiences.
  • We have done massive projects with a great result such as WLM.
Risks

Key risks:

  • Mexico still has a lack of digital infrastructure and nearly 65% of the population in this country doesn't have access to internet.
  • We haven't included a regular practice of measuring success or metrics.
  • We don't have an office or corporate address which, with the amount of activities and responsibilities that we have, is more needed every day. We are still registered under the personal address of one our members.
  • Wikimania's work will represent a lot of work for a big part of this chapter.

Mitigating risks:

  • WMMX is involved in many movements about digital inclusion and the internet's right to try and improve the situation of connectivity in our country.
  • We are trying to find the best practices to measure our activities' results. Since a couple of years ago, we introduced surveys in our workshops.
  • We can do with the current address but we are looking for cheap and new possibilities to acquire a new place to do our work. We are thinking in a coworking space.
  • We will divide the workload. Five of our members were appointed as Wikimania's organizing team. Only 2 of them are from our Board. The rest will remain focused in our regular activities and we will change our main focus to other cities and states.

Impact[edit]

Fit to strategy[edit]

How will this project support the key organizational objectives of...
  • increasing reach (more people will access or contribute to Wikipedia or our other projects),
We look forward to increase the reach of the Wikimedia movement inside Mexico by means of spreading the WM philosophy and teaching people what it is and how to use the WM projects.
  • participation (more people actually contributing),
We look forward to increase the number of Mexicans involved in Wikimedia projects.
  • quality (more content, more useful content, or higher-quality content),
With our activities we try to increase the quality in the editions and contributions to Wikimedia projects coming from Mexico, specially in Spanish Wikipedia.
  • credibility (more trust in our projects),
With our activities we look for setting WMMX as a respectable institution in Mexico through transparency and commitment. Through us, Mexico is starting to trust in the Wikimedia movement and projects.
  • organizational maturity and effectiveness (how it will move you or the Wikimedia community forward),
We have already three years of work, with this budget we will remain one more year and will working towards a more mature organization.


Benefits[edit]

  1. This grant will allow us to develop a big amount of activities in Mexico and it will involve more this country to the Wikimedia world and increase its digital culture.
  2. It will allow to develop Wikimedia goals in a country taken as part of Global South, having impact also in other Spanish speakers countries.
  3. It will increase the number and quality of editions and contributions of Mexico in the Wikimedia projects.
  4. The project has the potential to be replicated successfully by other individuals, groups, or organizations.
For grantees

If you are the grantee or representative that wrote this grant submission, you may request changes by using these links:

Notes and references[edit]

  1. Rate of 20 October, 2014. 1 MXN = 0.07392 USD
  2. Currently we are on talks with the Facultad de Filosofía y Letras (Faculty of Philosophy and Literature) of the National Autonomous University of Mexico. The Samuel Ramos Library of the faculty hosts some incunabula and material for release under Creative Commons licenses for Wikimedia Commons or Wikisource. In this program, Wikimedia Mexico will provide the DIY scanner -inspired by the Wikimedia Argentina project- and the Faculty will provide the support with library’s staff expertise and social service volunteers to run the program.
  3. Calculated by averaging the highest and lowest amount spent during a month on local transportation by chapter volunteers. In previous years this money has been covered with funds from the own members of the chapter.
  4. http://www.diybookscanner.org and [1]
  5. As part of the contract, besides the first monthly rent fee, a deposit equal to 1 or 2 months of rent must be made as part of the lease's conditions. This amount is returned at the end of the contract.
  6. This amount is an estimate that was calculated based on phone callings and personal interviews with owners and real state agencies.
  7. Price quoted by an average of the shortest and longest domestic flights.
  8. Average calculated by dividing the highest price for the lowest round flight from Guadalajara to Mexico City in Despegar
  9. According to the rate (0.07392) at October 20, 2014 shown in Oanda.