Grants:Programs/Wikimedia Community Fund/Wikimedia Finlands Community Funds application 2022

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statusFunded
Wikimedia Finlands Community Funds application 2022
start date2022-01-01T00:00:00Z
end date2022-12-31T00:00:00Z
budget (local currency)119000 EUR
budget (USD)134090 USD
amount recommended (USD)134090
grant typeWikimedia Affiliate (chapter, thematic org., or user group)
funding regionNWE
decision fiscal year2021-22
funding program roundRound 1
applicant and people related to proposalKimmo Virtanen, Zache

Jaakko Pirinen, Haltiamieli

Pia Adibe, piaadibe
organization (if applicable)Wikimedia Suomi ry
Midpoint Learning Report 

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Applicant details[edit]

Wikimedia username(s):

Kimmo Virtanen, Zache

Jaakko Pirinen, Haltiamieli Pia Adibe, piaadibe

Organization:

Wikimedia Suomi ry

G. Have you received grants from the Wikimedia Foundation before?

Applied previously and did receive a grant

H. Have you received grants from any non-wiki organization before?

Yes

H.1 Which organization(s) did you receive grants from?

151000€ City of Helsinki 2018-2022

2000€ Kansan sivistysrahasto 2020 39000€ The Ministry of Education and Culture of Finland 2013, 2015 31600€ Nordisk Kulturfond 2014

M. Do you have a fiscal sponsor?

No

M1. Fiscal organization name.

N/A

Additional information[edit]

R. Where will this proposal be implemented?

Finland

S. Please indicate whether your work will be focused on one country (local), more than one or several countries in your region (regional) or has a cross-regional (global) scope:

Local

S1. If you have answered regional or international, please write the country names and any other information that is useful for understanding your proposal.

T. If you would like, please share any websites or social media accounts that your group or organization has. (optional)

Homepage

https://wikimedia.fi

Wikipages https://fi.wikimedia.org

Wikimedia Suomi’s facebook page https://www.facebook.com/WikimediaSuomi

Friends of Wikipedia (started by Wikimedia Suomi, co-managed by community and WMFI actives) https://www.facebook.com/groups/wikipedianystavat

Wiki Loves Monuments Finland https://wlm.wikimedia.fi

Slack https://wikimediafi.slack.com

M. Do you have a fiscal sponsor?

No

M1. Fiscal organization name.

N/A

Proposal[edit]

1. What is the overall vision of your organization and how does this proposal contribute to this? How does this proposal connect to past work and learning?

Wikimedia Suomi ry (WMFI) is a Finnish non-profit association registered in 2009. The association supports and promotes the knowledge and use of the online encyclopedia Wikipedia and other free services maintained by the Wikimedia Foundation, as well as the creation and distribution of free content in Finland.

2. What is the change that you are trying to bring about and why is this important?

Currently the main challenge of Wikimedia Finland is that as we have expanded our work at a fast pace, there has not been time to focus on improving our internal structures. The proposed solution is to have an adminitrative position for this.

The second larger challenge in Finnish Wikimedia community is the lack of growth of the editor community. It needs to be able to replenish the people with special skills so it can keep functioning in the future. This also impacts not just Wikimedia projects but also Wikimedia Finland’s volunteer base as both use the same pool of people.

For this we are

  • reaching new people using outreach campaigns such as competitions, photowalks, and thematic workshops. To make these more effective we are collaborating with big social media groups and local key persons.
  • making the Wikimedia community more inclusive by showing gaps in content and policies as we believe that when editors are aware of them, they try to avoid replicating the mistakes.
  • supporting the existing editor community by supporting/developing tools, helping community projects financially and logistically and by teaching new skills. We are also strengthening the international connections between wikimedists.

Our third challenge is that Wikimedia Finland's main limiting factor is the limited amount of personal resources. For these we try to use alternative ways to find new volunteers such as internships and student course works. For getting funding for more resources our strategy is to have another funding source beside Wikimedia Foundation. In 2022 WMFI will try to find a new large project as the Helsinki rephotography project ends in Q1 of 2022.

3. Describe your main approaches or strategies to achieve these changes and why you think they will be effective.

To make WMFI’s internal structure more robust and to get the mandatory employer requirements in check we will implement these:

  • Insurances for employees and property, Occupational healthcare for employees
  • Backup and document electronic infrastructure
  • Written documentation about policies and best practices
  • Change the financial management to Procountor
  • Find a new project for 2023 as a second funding source as the Helsinki rephotography project ends.

Outreach

Our outreach strategy is to find methods to productize outreach events such as Wiki Loves Monuments and Womens day/month as stable yearly events. For this we are doing:

  • 10-20 photowalks combined with online editing workshops. Get visibility for these via social media. Target is 10-20 events with 500 participants in total with 50% new editors. Walks are pre-events for WLM.
  • Develop Wiki Loves Monuments competition to be a part of the yearly European Heritage Days. Target is 150 participants, of them 75 new and 1500 photos. 6 municipal museums as partners.
  • Women’s day event in March and a Punaisten linkkien naiset (Women in Red) in April. Goal is to have 1,000 new, well-sourced biographies of women and 40 new editors.
  • A Night of Science event on January 16th, 2022 Wikimedia Finland will run an environmental science edit-a-thon. The goal is 25 offline and 25 online participants with a science background.
  • Giving a possibility for the 2-4 students to plan the WLM/PLN/Photowalks campaigns or work with Flutter camera app as part of their internships or thesis work.
  • At least 1 event or project with regional development libraries

Community

Community work’s focus is on supporting projects run by the editor community and improving community members’ skills and abilities

  • WMFI will continue to financially and technically support photohunts of the Public artworks and memorials of Finland project
  • Facilitate 3 peer reviews on content gaps together with minority groups and community members
  • Fund 3-5 access to newspaper archives for Wikimedia library users
  • Organize Finnish Wikipedia 20 year event
  • Organize language clubs, online meetups between Wikipedia writers in other languages. Make Finnish Wikipedia’s key documentation more accessible to people who can't read Finnish
  • Participate in 3 projects organized with/by another Wikimedia Northern Europe chapter or with Vikimédiens du Bénin. Wikimedia Finland is doing the Wiki Loves Rephotography challenge with WMEE.

4. What are the activities you will be developing and delivering as part of these approaches or strategies?

The main objective of this proposal is to make Wikimedia Finland’s work more sustainable. In administration, the objective is to get employer functions such as insurances, occupational health care etc implemented in 2022. We develop our yearly events such as Punaisten linkkien naiset and Wiki Loves Monuments so that they are more effective and will be easily repeatable and so that we can get new ideas and volunteers every year for them.

5. Do you want to apply for multi-year funding?      

No

5.1 If yes, provide a brief overview of Year 2 and Year 3 of the proposed plan and how this relates to the current proposal and your strategic plan?

N/A

6. Please include a timeline (operational calendar) for your proposal.

7. Do you have the team that is needed to implement this proposal?

Job title: Administrator Who is filling this role?: TBD Brief description: Organizing projects, reporting, tracking day-to-day finances and doing the financial reports. Indication of FTE and duration of work: FTE 20% (2022/01/01 - 2022/12/31)

Job title: Wiki Technician Who is filling this role?: Kimmo Virtanen Brief description: Technical support for the projects, student work coordination, Project leading the Helsinki rephotography project. Indication of FTE and duration of work: FTE 40% (2022/01/01 - 2022/12/31) Linkages: Zache Kimmo Virtanen is administrator in Finnish Wikipedia

Job title: Wiki Loves Monuments coordinator Who is filling this role?: Nanna Saarhelo. Brief description: Coordinating Photowalks and Wiki Loves Monuments and recruiting partner organizations to WLM and to photowalks. Indication of FTE and duration of work: average FTE 40% 9 months (approxmation 2022/04/01 - 2022/12/31)

Job title: Helsinki rephoto coordinator Who is filling this role?: Nanna Saarhelo. Brief description: Planning and implementing Helsinki rephotography’s online participation. Planning and implementing Helsinki rephotography’s live events like photography trips. Indication of FTE and duration of work: average FTE 40% 3 months (approxmation 2022/01/01 - 2022/03/31, Funded by Helsinki Rephotography project)

Job title: Helsinki rephoto software developer Who is filling this role?: TBD. Brief description: Doing technical support for Helsinki rephotography. For 2022 this position depends on how much funding is for Q1/2022. Funded by Helsinki Rephotography project)

Job title: 2-4 x internships Who is filling this role?: 2 x technical students, 2 x non-technical students Brief description: Helping with Wiki Loves Monuments and planning new ways to get people to participate in contributing to Wikimedia projects. Technical students are developing tools and enriching the data needed in events. Indication of FTE and duration of work: 5 months with FTE 100% per person

8. Please state if your proposal aims to work to bridge any of the identified CONTENT knowledge gaps (Knowledge Inequity)? Select up to THREE that most apply to your work.

Content Gender gap, Geography, Cultural background, ethnicity, religion, racial

8.1 In a few sentences, explain how your work is specifically addressing this content gap (or Knowledge inequity) to ensure a greater representation of knowledge.


9. Please state if your proposal includes any of these areas or THEMATIC focus. Select up to THREE that most apply to your work and explain the rationale for identifying these themes.

Education, Culture, heritage or GLAM , Open Technology, Diversity

10. Will your work focus on involving participants from any underrepresented communities? Please note, we had previously asked about inclusion and diversity in terms of CONTENTS, in this question we are asking about the diversity of PARTICIPANTS. Select up to THREE that most apply to your work.

Gender Identity, Geographic , Ethnic/racial/religious or cultural background, Socioeconomic status, Age, Digital Access

11. What are your strategies for engaging participants, particularly those that currently are non-Wikimedia?

Photowalks for target participants: users without prior experience from Wikimedia or computer skills. In-person outdoor events will give hands-on guidance on creating Wikimedia accounts, finding targets for photographing and uploading photos to Wikimedia commons using smartphones.

Based on Helsinki rephotography photo walks our participants are adults. Walks are popular among senior citizens. It is important that we are organizing the events so that there is a possibility of keeping our distance so it feels safe in the middle of a pandemic too. Our events are free of charge, but they will require a smartphone or camera for finding targets and for taking photos.

Repeating photo walks multiple times with little variation but with different target groups such as students, immigrants or senior citizens makes the work needed for preparation of the initial event more efficient.

The online workshop after the walk will give us space for teaching how to use photos on wikimedia wikis, how to upload photos using a computer. As these can be formed as regular helpdesk events for new users to seek help with editing. We are also giving help via email which seems to be an easier way for seniors to contact WMFI than asking questions via wikipages.

In smaller cities we reach new people with our regional Wiki Loves Monuments partners and with the Libraries for Regional Development group. We are teaching people who are doing IT related support work with senior citizens on how to edit wikis.

As an end goal we believe that editors will continue editing and also teaching wikiediting to others when they have first learned the basic level of editing.

This year we are expanding our work with students. Students are one of the lowest income groups in Finland. Our work is two fold, first we work as an enabler via giving technical infrastructure for utilizing Wikimedia and open content in course works and as second we give grants for thesis works. With students our strategy is to teach how to utilize and understand open data in general and we believe that they will use the skills learned in future.

12. In what ways are you actively seeking to contribute towards creating a safer, supportive, more equitable environment for participants and promoting the UCOC and Friendly Space Policy, and/or equivalent local policies and processes?

We are relaying information related to UCOC to Finnish Wikipedia community and pushing it forward with its practical implementation in workflows if we can. We are also believers of well written guidelines for making things go smoothly so we are preparing those.

We are working with finnish wikipedia arbcom for facilitating practial guidelines for a supportive enviroment.

13. Do you have plans to work with Wikimedia communities, groups, or affiliates in your country, or in other countries, to implement this proposal?

Yes

13.1 If yes, please tell us about these connections online and offline and how you have let Wikimedia communities know about this proposal.

Competitions of the week can participate by editing Wikipedia in Finnish, Inari Sámi, Northern Sámi or Livonian. Editing competition points are calculated by ukbot which is operated by Danmichaelo from nowiki.

Women related work is originated from Wikigap by Wikimedia Sweden and these are coordinated via meta wiki and emails.

We are collaborating with WMEE:s Wiki Loves Rephotography event in spring. Coordination has been done via multi-organization Slack channels.

There is an ongoing cross border Wiki Loves Monuments and European Heritage days initiative by Wikimedia Scotland (other participating countries Belgium, Latvia, North Macedonia, Finland) for getting a communication grant for Wiki Loves Monuments 2022 and European heritage days. In Finland co-operation is coordinated by the ministry of environment in Finland.

Benin Bilateral Companionship program with Vikimédiens du Bénin continues via direct personal contacts and wikiprojects.

14. Will you be working with other external, non-Wikimedian partners to implement this proposal?

Yes

14.1 Please describe these partnerships and what motivates the potential partner to be part of the proposal and how they add value to your work.

Wiki Loves Monuments:

  • Parners: The Finnish Heritage Agency, The Ministry of Environment, 6 regional museums
  • planning, communication, contacts and awards ceremony
  • wikidata imports of monuments data
  • archiving of the photos
  • organizing regional program

Kallio Walking festival provides visibility, contacts and expertise for photowalks.

12000€ from the city of Helsinki for Helsinki rephotography’s work and events in Q1/2022.

The Ajapaik.ee platform is used by WMFI in Helsinki rephoto and WLM

  • 1500€/year: server space by Fotki
  • 5000€/year: API/Maps services by Google
  • 10000€ for Wiki Loves Rephotography to Ajapaik from the ministry of the environment of Eesti
  • Two homelab servers for computing and backups

Ympäristötiede Wikipediaan event partners: organizing, physical space, internet streaming, speakers, safety. Pizzas to local and remote participants.

The Libraries for Regional Development group is planning Wikipedia workshops which are sourced from the private sector.

15. How do you hope to sustain or expand the work carried out in this proposal after the grant?

Our long term plan is to establish yearly routines for organizing Women’s day and Punaisten linkkien naiset and Wiki Loves Monuments events as part of larger international events so it can be included to larger organizations yearly programs and it can be supported by their communication staff.

For being able to renew itself every year and develop it further we invite students to do internships or thesis works on the campaigns. It will give them an opportunity to work with a global campaign but also give us fresh ideas and reach to new people every year.

To add new places in Wiki Loves Monuments we are contacting new regional museums and cities every year for getting new data to be added to our Wikidata monuments index.

In the last two years we have been adding the protected buildings data from municipal databases. We also develop tools for finding targets for photos like Wiki Shoot Me or Ajapaik Flutter rephotography app. Results of this work will stay after the grant.

We also like to transform our work so that the campaigns will become regular events in wikipedians’ calendars so that they will start to participate in decision making and organizing the events.

With this Wikimedia Finland can step down from leading to the supporter role. This has been done with a public art documentation project where wikipedia editors are leading the project and Wikimedia Finland will give financial and tech support when needed.

16. What kind of risks do you anticipate and how would you mitigate these. This can include factors such as external/contextual issues that may affect implementation, as well as internal issues, such as governance/leadership changes.

17. In what ways do you think your proposal most contributes to the Movement Strategy 2030 recommendations. Select a maximum of three options that most apply.

Improve User Experience, Invest in Skills and Leadership Development, Evaluate, Iterate, and Adapt

18. Please state if your organization or group has a Strategic Plan that can help us further understand your proposal. You can also upload it here.  

Yes

Learning, Sharing, and Evaluation[edit]

19. What do you hope to learn from your work in this fund proposal?

As the WMFI has employees that it will learn to act as an employer and handle its responsibilities. This means that basic operation needs to be more structured and documented. It also needs some learning on how to keep focus on tasks which are planned and not to change to the next one when opportunity comes.

A longer term plan is to develop organizational structures so that WMFI could be able to utilize wage subsidies for non-profit organizations for hiring people who have difficulty finding work. Also, as a non-profit organization WMFI could offer placements for non-military service.

Non-paid student internships are a lightweight way to learn this as these students stay under school insurance and there are no salary costs. However, WMFI as an employer needs to give interns proper guidance for the task at hand and work supervision so with this learning goes both ways. We learn how to lead the work. Interns learn about work and open data ecosystems.

Via student projects, internships and thesis works we will get a glimpse of new fresh skills that students have been able to learn from their studies and which we do not have time or skills to learn directly. For example how to use machine learning or different API’s or tools.

We need also to learn how to make our outreach more efficient and get new ideas for every year. With student collaboration we can get new ideas, contacts and ways to make outreach.

20. Based on these learning questions, what is the information or data you need to collect to answer these questions? Please register this information (as metric description) in the following space provided.

Main Metrics Description Target
N/A N/A N/A
N/A N/A N/A
N/A N/A N/A
N/A N/A N/A
N/A N/A N/A

Here are some additional metrics that you can use if they are relevant to your work. Please note that this is just an optional list, mostly of quantitative metrics. They may complement the qualitative metrics you have defined in the previous boxes.

Additional Metrics Description Target
Number of editors that continue to participate/retained after activities 350 of editors will continue after activities, 50-100 of these are new editors which are created account during activities and haven't been used Wikimedia services before. 350
Number of organizers that continue to participate/retained after activities 20 organizers who haven't been in our projects before will continue editing Wikimedia services after the events. 20
Number of strategic partnerships that contribute to longer term growth, diversity and sustainability We start, improve or continue 2 strategic partnerships with higher education institutions for developing our student projects. 2
Feedback from participants on effective strategies for attracting and retaining contributors N/A N/A
Diversity of participants brought in by grantees N/A N/A
Number of people reached through social media publications N/A N/A
Number of activities developed We develop 2 new type of activities with community which haven't been tried before (proposed candidates: Drone photography and language clubs) 2
Number of volunteer hours N/A N/A

21. Additional core quantitative metrics. These core metrics will not tell the whole story about your work, but they are important for measuring some Movement-wide changes. Please try to include these core metrics if they are relevant to your work. If they are not, please use the space provided to explain why they are not relevant or why you can not capture this data. Your explanation will help us review our core metrics and make sure we are using the best ones for the movement as a whole.

Core Metrics Summary
Core metrics Description Target
Number of participants New participant 700

Returning participant 300

1000
Number of editors New editors 400

Returning editors 200

600
Number of organizers New organizers 50

Returning organizers 25

75
Number of new content contributions per Wikimedia project
Wikimedia Project Description Target
Wikipedia Number of pages created in Women's day and Women in red event (1000), 400 number of pages improved in Public art documentation project, peer-review project and Benin project 1400
Wikimedia Commons Number of photos uploaded 6500
Wikidata Number of Wikidata items improved or created 10000
N/A N/A N/A
N/A N/A N/A

21.1 If for some reason your proposal will not measure these core metrics please provide an explanation.

N/A

22. What tools would you use to measure each metric selected?

  • Wiki Loves Competitions Tools
  • Event metrics
  • UKBot (for weekly / monthly competitions)
  • Public art projects statistics page
  • Eventbride registration, Science night registration by university of Helsinki
  • SQL queries from toolforge and Ajapaik database + SPARQL for filtering

Financial Proposal[edit]

23. & 23.1 What is the amount you are requesting from WMF? Please provide this amount in your local currency. If you are thinking about a multi-year fund, please provide the amount for the first year.

119000 EUR

23.2 What is this amount in US Currency (to the best of your knowledge)?

134090 USD

23.3 Please upload your budget for this proposal or indicate the link to it.

https://docs.google.com/spreadsheets/d/1PAVlI0JRie4HJQPaC7BV9QoCXStmfx64s_pOuFOifTw/edit#gid=2099383086

23.4 Please include any additional observations or comments you would like to include about your budget.

N/A

Please use this optional space to upload any documents that you feel are important for further understanding your proposal.

Other public document(s):

Final Message[edit]

By submitting your proposal/funding request you agree that you are in agreement with the Application Privacy Statement, WMF Friendly Space Policy and the Universal Code of Conduct.

We/I have read the Application Privacy Statement, WMF Friendly Space Policy and Universal Code of Conduct.

Yes

Feedback[edit]