Grants:Programs/Wikimedia Community Fund/Wikimedia Indonesia 2022–2023/Final Report

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Final Learning Report

Report Status: Accepted

Due date: 2023-07-31T00:00:00Z

Funding program: Wikimedia Community Fund

Report type: Final

Application Midpoint Learning Report

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General information[edit]

This form is for organizations, groups, or individuals receiving Wikimedia Community Funds or Wikimedia Alliances Funds to report on their final results.

  • Name of Organization: Wikimedia Indonesia
  • Title of Proposal: Wikimedia Indonesia 2022–2023
  • Amount awarded: 425657 USD, 6080820000 IDR
  • Amount spent: 5609589374 IDR

Part 1 Understanding your work[edit]

1. Briefly describe how your proposed activities and strategies were implemented.

Within the education program, the team was to increase public awareness, public knowledge, and public understanding of Wikipedia and other Wikimedia projects. They focused on getting involved in offline activities after having to only deal with online activities for the previous years. WikiCendekia 2022 was one of our attempts to achieve this.

The GLAM program conducted a Wikisource competition in three languages: Indonesian, Balinese, and Javanese. In addition, several workshops and meetings were conducted involving the Wikisource community. In early 2023, the Public Domain Day celebration in Indonesia was held in Surabaya by engaging the cyclist community, who walked through historical locations to gather photos and upload them to Commons.

On the Wikidata partnership program, the team attended several online and offline meetings with the organizations we were approaching. On the training of volunteers program, we asked for help from a data visualization expert we previously hired as a judge for the data visualization competition in 2021 grant and helped us to share his expertise with our volunteers.

On the competition program, the team has done competitions to introduce other Wikimedia projects and new contents type, from audio content to children's stories. The team also gave opportunities to communities to hold their competition in their local language Wikimedia projects funded by mini grants.

The community team has set a timeline for executing the planned activities. Although the timeline has been set, they allowed flexibility in some cases. Each activity is equipped with a guiding page and included in the activity’s landing page. Easing in communicating activities to volunteers, they manage a chat group consisting of contact persons of 14 supported communities. They also provided a form for communities or individuals to register for an activity to know which individuals or communities are really committed to get involved in the activities.

2. Were there any strategies or approaches that you felt were effective in achieving your goals?

In the course of executing these activities, there are several things that we have found to facilitate the smooth running of activities involving the community. Among them are simplifying the process, allowing them the freedom to engage with each other, and identifying one representative from each community as a contact person to disseminate information about Wikimedia events.

In terms of cooperation with institutions, we found that including non-Wikimedia communities or organizations makes a better impact in executing activities. Collaboration with partners has become one of our ways to achieve our goals. Therefore, we tried to invite partners who collaborated with us to organize more activities with them. We have also introduced Wikimedia projects and Wikimedia Indonesia's activities and discussed further potential collaboration opportunities with new partners.

A significant part of this is involving the Wikimedia community in the work. We have always believed that our communities and volunteers are the backbones of our communities. We would not have been able to organize our activities without the help of these people. Personal approaches always worked well when inviting people to join our activities. We have also created some more guidelines and assisted them personally when they took part in organizing their activities.

Different concepts are one of the things that matter. We found that children's stories writing competitions done on Indonesian Wikibooks can attract participants significantly better than expected.

Offline training is also still favored. As we are back to conducting our programs in offline settings since the beginning of the pandemic, it still proves to be the most effective method, ranging from being there with the volunteer community to expressing serious intentions to possible partners in ways that are physical and tangible, not deliverable just via online settings.

3. Would you say that your project had any innovations? Are there things that you did very differently than you have seen them done by others?

In distributing grant funds to communities, there are things that we did differently from before. First, we altered all individual grants into community grants. In our experience, individual grants are easily violated since their requirements are usually easy. A person can make several sockpuppet accounts to get the grants. This leads to the need for more effort to investigate grant applicants. Community grants ran the other way around. Second, we gave away appreciation gifts to our volunteers by involving them in the process and picking categories of appreciation that we could measure. Third, we made sure a conference we held was attended by representatives of all communities we supported. We ensured that all communities must get a chance to learn from one another and bring home knowledge from the conference for their communities.

In the education program, the team involved the alumni of the online courses who have successfully completed the courses with satisfying results to be the trainers in the next courses. We developed an LMS (Learning Management System) prototype for the online courses. The prototype has been finished, but it still needs a lot of improvements to perfect its function.

In hosting the competition, there was a novel concept of competition, which was generally aimed at the community to attract more volunteers for the Wikimedia projects they were involved in. The competition team also hosted an audio competition that invited participants to complement Wikipedia articles with audio narration.

As for Wikidata team, new methods of explaining the regular training materials were also tried such as skipping a difficult chapter on the "philosophy" of data and learning by practicing directly instead of being explained how Wikidata is modeled. Also, on our data edit-a-thons, we received input from our volunteers that long-time participants should allow new participants who rarely won in edit-a-thons and implemented restrictions on consecutive winners.

4. Please describe how different communities participated and/or were informed about your work.

As noted before, we commonly channel our communication through a chat group of community contact persons/liaisons. Our announcements are shared there, and we expect them to reshare to their communities that they did.

We also organized office hours to inform communities of more specific information that would need to be presented to them and would need feedback from them. The office hours also allowed our communities to ask us questions about the activities.

5. Documentation of your impact. Please use the two spaces below to share files and links that help tell your story and impact. This can be documentation that shows your results through testimonies, videos, sound files, images (photos and infographics, etc.) social media posts, dashboards, etc.

  • Upload Documents and Files
  • Here is an additional field to type in URLs.

6. To what extent do you agree with the following statements regarding the work carried out with the support of this Fund? You can choose “not applicable” if your work does not relate to these goals.

Our efforts during the Fund period have helped to...
A. Bring in participants from underrepresented groups Agree
B. Create a more inclusive and connected culture in our community Agree
C. Develop content about underrepresented topics/groups Agree
D. Develop content from underrepresented perspectives Agree
E. Encourage the retention of editors Agree
F. Encourage the retention of organizers Agree
G. Increased participants' feelings of belonging and connection to the movement. Agree

7. Is there anything else you would like to share about how your efforts helped to bring in participants and/or build out content, particularly for underrepresented groups?

We rely on volunteer-based activities, and we consider two things essential to keep them involved.

First, allocate time for discussions with the communities, particularly when planning programs, activities, or events involving community members. Seek their recommendations on all aspects related to our initiatives. Our experience has taught us that they offer invaluable insights, including knowledge about local culture and traditions. This aids us in designing initiatives that cater to their specific needs. For instance, we empower our communities to organize meetups and editing training sessions that focus not only on Wikipedia but also on Wiktionary and Wikiquote, with a special emphasis on editing projects in their local languages.

Next, when seeking volunteer assistance for our initiatives, ensure that tasks are accessible and straightforward for the volunteers. If required, offer financial support and express appreciation for their contributions through tokens of appreciation.

Part 2: Your main learning[edit]

8. In your application, you outlined your learning priorities. What did you learn about these areas during this period?

During this period, we aimed to explore public involvement in the Wikibooks project. This project was a pilot project stemming from requests from participants who attended our training sessions in the previous year. We conducted training sessions in several cities and organized a short story writing competition on Wikibooks.

During the competition, two different themes were presented to capture the diverse interests of the writers. As a result, the participants created 38 traditional game catalog scripts and 431 children's short story scripts.

Under the GLAM side, we tried a new working model by providing grants for GLAM practitioners to conduct digitization or research activities within the scope of GLAM. This enabled us to make new connections with GLAM actors and learn the current situation of the GLAM sector in the region.

A total of three entities received grant support of IDR 10 million to document collections in three locations: East Java (Museum Musik Indonesia), Central Java (Laras Siwi Karawitan Art Studio), and North Sumatra (Askolani & Ikbal).

9. Did anything unexpected or surprising happen when implementing your activities?

In most cases, we faced technical problems in implementing the activities.

The Balinese Wikisource competition faced lingering issues with certain PDFs that remained unresolved for months. During the ISA campaign, several bugs hindered the participation of new Commons contributors. Moreover, a critical bug compelled us to conduct a semi-manual recount of contributions. The Phabricator for bug reports from the ISA Tool's developer witnessed minimal activity. Furthermore, the Wikisource competition encountered problems with the WSContest tool, failing to accurately report contributions.

On the Wikidata side, we have found no reliable method to conduct an edit-a-thon on labels. Outreach Dashboard is not applicable. The team had tried to use Event Metrics tool, but it is not possible to get a direct count of bytes added in labels only without individually sorting edits by participants one by one.

The competition team also reported that the user experience for people with disabilities was also unfavorable. This is reflected in low participation from these groups because the rules are complicated, and the UI/UX of Wikimedia projects is inadequate.

10. How do you hope to use this learning? For instance, do you have any new priorities, ideas for activities, or goals for the future?

The lessons learned during this period have allowed us to learn more about public interest in our activities. Therefore, we intend to perform research to discover the public's perceptions and needs towards Wikimedia Indonesia and its activities in the upcoming grant period. The research will address the Wikimedia community in Indonesia and the public to gain insights from two different angles. It will also serve as a foundation for implementing the future program.

11. If you were sitting with a friend to tell them one thing about your work during this fund, what would it be (think of inspiring or fascinating moments, tough challenges, interesting anecdotes, or anything that feels important to you)?

Community-wise, maintaining community involvement in our initiatives relies on effective communication. We intend to support our communities and ensure they understand us clearly; therefore, we must convey our messages in plain language. In cases where misinterpretations arise, it's important to allocate time for in-person clarification whenever possible, as this often resolves the issue.

From another point of view, the competition team said that despite our efforts to advocate for our ideals, we remain constrained by a significant structural problem: unequal internet infrastructure, upon which our projects heavily depend.

12. Please share resources that would be useful to share with other Wikimedia organizations so that they can learn from, adapt or build upon your work. For instance, guides, training material, presentations, work processes, or any other material the team has created to document and transfer knowledge about your work and can be useful for others. Please share any specific resources that you are creating, adapting/contextualizing in ways that are unique to your context (i.e. training material).

  • Upload Documents and Files
  • Here is an additional field to type in URLs.
N/A

Part 3: Metrics[edit]

13a. Open and additional metrics data

Open Metrics
Open Metrics Description Target Results Comments Methodology
Total participants Number of people who take part in the activities, excluding organizers and staff members. 3286 5074 Number of people participating in the activities, excluding organizers and staff members. N/A
Newly registered users Number of new participants involved in the events. 955 2039 The number of new participants involved in the events. N/A
Content pages created or improved across all Wikimedia projects Total number of items/pages/images/audio files created or improved. 55881 59219 The total number of items/pages/images/audio files created or improved. N/A
Active partners Number of collaborators team up in the activities/events, at least two activities/events. 7 6 The number of collaborators team up in the activities/events, at least two activities/events. N/A
Active community members Number of community members who actively take part, at least three activities/events. 20 152 The number of community members who actively participate at least three activities/events. N/A
Additional Metrics
Additional Metrics Description Target Results Comments Methodology
Number of editors that continue to participate/retained after activities N/A N/A N/A N/A N/A
Number of organizers that continue to participate/retained after activities N/A N/A N/A N/A N/A
Number of strategic partnerships that contribute to longer term growth, diversity and sustainability N/A N/A N/A N/A N/A
Feedback from participants on effective strategies for attracting and retaining contributors N/A N/A N/A N/A N/A
Diversity of participants brought in by grantees N/A N/A N/A N/A N/A
Number of people reached through social media publications N/A N/A N/A N/A N/A
Number of activities developed N/A N/A N/A N/A N/A
Number of volunteer hours N/A N/A N/A N/A N/A

13b. Additional core metrics data.

Core Metrics Summary
Core metrics Description Target Results Comments Methodology
Number of participants
Number of editors
Number of organizers
Number of new content contributions per Wikimedia project
Wikimedia Project Description Target Results Comments Methodology
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 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

14. Were there any metrics in your proposal that you could not collect or that you had to change?

Yes

15. If you have any difficulties collecting data to measure your results, please describe and add any recommendations on how to address them in the future.

N/A

16. Use this space to link or upload any additional documents that would be useful to understand your data collection (e.g., dashboards, surveys you have carried out, communications material, training material, etc).

  • Upload Documents and Files
  • Here is an additional field to type in URLs.
N/A

Part 4: Organizational capacities & partnerships[edit]

17. Organizational Capacity

Organizational capacity dimension
A. Financial capacity and management This capacity has grown but it should be further developed
B. Conflict management or transformation This capacity has grown but it should be further developed
C. Leadership (i.e growing in potential leaders, leadership that fit organizational needs and values) This capacity has grown but it should be further developed
D. Partnership building This capacity has grown but it should be further developed
E. Strategic planning This capacity has grown but it should be further developed
F. Program design, implementation, and management This capacity has grown but it should be further developed
G. Scoping and testing new approaches, innovation This capacity has grown but it should be further developed
H. Recruiting new contributors (volunteer) This has grown over the last year, the capacity is high
I. Support and growth path for different types of contributors (volunteers) This has grown over the last year, the capacity is high
J. Governance This capacity is low, and we should prioritise developing it
K. Communications, marketing, and social media This has grown over the last year, the capacity is high
L. Staffing - hiring, monitoring, supporting in the areas needed for program implementation and sustainability This capacity has grown but it should be further developed
M. On-wiki technical skills This has grown over the last year, the capacity is high
N. Accessing and using data This capacity has grown but it should be further developed
O. Evaluating and learning from our work This capacity has grown but it should be further developed
P. Communicating and sharing what we learn with our peers and other stakeholders This capacity has grown but it should be further developed
N/A
N/A

17a. Which of the following factors most helped you to build capacities? Please pick a MAXIMUM of the three most relevant factors.

Formal training provided by a Wikimedia Movement organizing group (i.e., Affiliates, Grantees, Regional or Thematic Hub, etc.), Formal training provided from outside the Wikimedia Movement, Using capacity building/training resources onlinee from sources OUTSIDE the Wikimedia Movement

17b. Which of the following factors hindered your ability to build capacities? Please pick a MAXIMUM of the three most relevant factors.

Lack of staff time to participate in capacity building/training, Lack of financial resources, Barriers to access training because of language

18. Is there anything else you would like to share about how your organizational capacity has grown, and areas where you require support?

N/A

19. Partnerships over the funding period.

Over the fund period...
A. We built strategic partnerships with other institutions or groups that will help us grow in the medium term (3 year time frame) Agree
B. The partnerships we built with other institutions or groups helped to bring in more contributors from underrepresented groups Agree
C. The partnerships we built with other institutions or groups helped to build out more content on underrepresented topics/groups Agree

19a. Which of the following factors most helped you to build partnerships? Please pick a MAXIMUM of the three most relevant factors.

Permanent staff outreach, Institutional support from the Wikimedia Foundation, Partners proactive interest

19b. Which of the following factors hindered your ability to build partnerships? Please pick a MAXIMUM of the three most relevant factors.

Lack of interest from partners, Local policies or other legal factors

20. Please share your learning about strategies to build partnerships with other institutions and groups and any other learning about working with partners?

We assess the capabilities or capacities within the organization and link with potential partners with similar interests. This gives us the opportunity to align the needs of the agencies so that in building strategic partnerships, we have a clear picture of the resources of both organizations and the goals of the collaboration, whether in the short or medium term.

When disputes or conflicting objectives arise during the collaboration, our priority is to engage in discussions aimed at finding solutions. This ensures that the ongoing collaboration can continue smoothly or its plans can be adapted accordingly.

Part 5: Sense of belonging and collaboration[edit]

21. What would it mean for your organization to feel a sense of belonging to the Wikimedia or free knowledge movement?

Feeling a sense of belonging to the Wikimedia or free knowledge movement would indicate that our organization is a necessary part of a global community that values open collaboration and knowledge sharing. We have been making efforts to promote free access to knowledge and empower individuals to contribute and learn to become Wikimedia community members.

Also, it would allow us to collaborate with individuals and entities, share our expertise, and participate in projects that contribute collectively to make knowledge accessible and freely available to people, regardless of their background and other factors.

22. How has your (for individual grantees) or your group/organization’s (for organizational grantees) sense of belonging to the Wikimedia or free knowledge movement changed over the fund period?

Increased significantly

23. If you would like to, please share why it has changed in this way.

N/A

24. How has your group/organization’s sense of personal investment in the Wikimedia or free knowledge movement changed over the fund period?

Increased significantly

25. If you would like to, please share why it has changed in this way.

N/A

26. Are there other movements besides the Wikimedia or free knowledge movement that play a central role in your motivation to contribute to Wikimedia projects? (for example, Black Lives Matter, Feminist movement, Climate Justice, or other activism spaces) If so, please describe it below.

N/A

Supporting Peer Learning and Collaboration[edit]

We are interested in better supporting peer learning and collaboration in the movement.

27. Have you shared these results with Wikimedia affiliates or community members?

Partially

27a. Please describe how you have already shared them. Would you like to do more sharing, and if so how?

We shared our learning experiences with groups at the ESEAP Conference 2022 in Sydney, the Open GLAM Conference 2022 in Jakarta, and WikiNusantara 2023 in Banjarmasin.

In informal conversations, some of us also shared experiences occasionally, such as meeting representatives of Wikimedia Malaysia User Group at certain events.

28. How often do you currently share what you have learned with other Wikimedia Foundation grantees, and learn from them?

We do this regularly (at least once a month)

29. How does your organization currently share mutual learning with other grantees?

One of the primary methods we use is participating in joint events and workshops organized by the organizations. These meetings provide an excellent venue to exchange statements, experiences, and best practices with fellow grantees.

Our organization is committed to promoting a culture of knowledge-sharing and collaboration among grantees. By doing so, we strengthen the impact of the grantees and contribute to the growth and success of the overall funding program.

Part 6: Financial reporting and compliance[edit]

30. Please state the total amount spent in your local currency.

5609589374

31. Local currency type

IDR

32. Please report the funds received and spending in the currency of your fund.

  • Upload Documents, Templates, and Files.
  • Report funds received and spent, if template not used.

33. If you have not already done so in your budget report, please provide information on changes in the budget in relation to your original proposal.

N/A

34. Do you have any unspent funds from the Fund?


34a. Please list the amount and currency you did not use and explain why.

The remaining unspent funds were IDR 471,230,626 (92% of the total budget). The budget was not fully utilized due to some unimplemented activities, and we managed the realized costs to remain within the initial proposed budget.

34b. What are you planning to do with the underspent funds?

B. Propose to use them to partially or fully fund a new/future grant request with PO approval

34c. Please provide details of hope to spend these funds.

N/A

35. Are you in compliance with the terms outlined in the fund agreement?


As required in the fund agreement, please report any deviations from your fund proposal here. Note that, among other things, any changes must be consistent with our WMF mission, must be for charitable purposes as defined in the grant agreement, and must otherwise comply with the grant agreement.

36. Are you in compliance with all applicable laws and regulations as outlined in the grant agreement?

Yes

37. Are you in compliance with provisions of the United States Internal Revenue Code (“Code”), and with relevant tax laws and regulations restricting the use of the Funds as outlined in the grant agreement? In summary, this is to confirm that the funds were used in alignment with the WMF mission and for charitable/nonprofit/educational purposes.

Yes

38. If you have additional recommendations or reflections that don’t fit into the above sections, please write them here.

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