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Grants:Project/Rapid/Wikimedia Ghana User Group/Post-WMCon 17 Meeting/Report

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Report accepted
This report for a Rapid Grant approved in FY 2016-17 has been reviewed and accepted by the Wikimedia Foundation.


Goals

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Did you meet your goals? Are you happy with how the project went?

Yes we met our goals and we are happy how the events went.

Outcome

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Please report on your original project targets.

Event Schedule and Content Changes

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Target Outcome:

Activity Time
Introduction 11.00am – 11.10am
Movement Strategy Track Presentation 11.10am – 11.40am
Capacity Building & Learning Track 11.40am – 12.40pm
Coffee Break 12.40pm – 1.20pm
Movement Partnerships Track Presentation 1.20pm – 1.50pm
Closing remarks 1.50pm – 2.10pm
Lunch / Departure / Distribution of souvenirs from WMCON 2.10pm

Achieved Outcome:

Activity Time
Registration 11:30am
Brunch and seating 12:00pm
Introduction 12:00pm
Breakout 12:00pm
Movement Strategy Track Presentation 12.00pm – 12:30pm
Capacity Building & Learning Track Presentation 12:30pm – 1:00pm
Lunch 1:00pm – 1:30pm
Movement Partnerships Track Presentation 1:30pm – 2:00pm
Acting as an ambassador or a Wikimedia influencers: Start somewhere | Working on yourself | Capacity Building 2:00pm – 3:00pm
Acting as an ambassador or a Wikimedia influencers: Recruiting | Community building | Project making 2:00pm – 3:00pm
Acting as an ambassador or a Wikimedia influencers: Staying connected to user group and the global community 2:00pm – 3:00pm
Distribution of souvenirs and closing remarks 3:00pm

Explanation:

We added more sessions to coach the ambassadors/influencers going out to other cities.

Other Outcome

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Target outcome Achieved outcome Explanation
17 existing editors were expected 17 existing editors attended N/A
5 ambassadors/influencers were expected 5 ambassadors/influencers attended N/A


Learning

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Projects do not always go according to plan. Sharing what you learned can help you and others plan similar projects in the future. Help the movement learn from your experience by answering the following questions:

Worked well

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We were able to meet members who live outside Accra and would have otherwise spoken to through electronic means which is not always succesful. The plan to bring them over was a good one. We were also able to give them souvenirs to use as prizes for events they intend to start in other cities.

Didn't work so well

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Including transport fares for participants traveling from other cities in the grant burdened grantees. It took effort and time trying to get receipts or expense forms from the participants. It leads to late reporting which affects access to any more grants. I think TPS should be modified to include people who are traveling to engage in any form Wikimedia activity also and not just people going to non-Wikimedia events. This will allow people apply for TPS by themselves to attend group activities.

Also the group was not aware of some key information on documenting expenses and travel policy, especially those without receipts and for those that drove themselves when traveling due to our projects.

We will do these differently next time

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We have well-intended programs however it looks like we have to modify them. Planning and execution of events already take a toll on unpaid volunteers. So to be burdened with late receipts and expense forms, in the short term, for small events as this:

  • We can attempt to let participants pay and present receipts and forms before we reimburse. The only problem is if a participant can't afford to pre finance trip he/she will have to be excluded.
  • For all future grant applications the group is looking to print expense form booklets to help members better report their expenses for which vendors couldn't provide receipts. We will also sort out issues with those that drive themselves to events.
  • Documenting expenses and travel policy documents which the grants team shared with us, will be shared with grantees and members for all future grant applications.

Finances

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Grant funds spent

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Please describe how much grant money you spent for approved expenses, and tell us what you spent it on.

Budget

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About exchange rates
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The USD – GHS exchange rate was set at ¢4.1 = $1 during grant application. However the event was pre - financed by members of the user group and reimbursement is yet to be made. And since the report is due today, the exchange rate of ¢4.2400 = $1 will be used. The daily rate is available on the bank's website. And the rate at the time of report submission has been captured and attached to the receipts.

Item What Was Budgeted ¢ What Was Spent ¢ Explanation
Venue 240 0.00 Impact Hub gave the space for free
Transport for participants arriving from other cities 1520 1386.30 See below
Transport for volunteers 300 400 While we budgeted to pay for transport for social media and photography volunteer, the volunteers for the registration of participants, setting up of venue, and handling souvenirs we added additional ¢130 transport for shopping for the things that were not going to be delivered to us.
Food and drinkables 714 417.50 Discounts and cheaper brunch opportunities
Disposable packs, cutlery, napkins 100 76
Hot water dispenser 0.00 94.05 Brunch catering with the option of hiring a dispenser was expensive. We bought one for the group for less and will be made available for use

for other events. We actually used it for the Africa Open Data Conference.

Internet for 17 participants, presentations and social media

(3 Mi-fi devices have already been acquired in an earlier grant.

Only data costs needed)

120 120
Total 2994 2493.85 Amount to be returned ¢ 500.15

Breakdown of ¢1520 transport cost for Wikimedians arriving from outside Accra

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Name Fares Budgeted For ¢ Fares Spent ¢ Other Expenses ¢ Total Amount Spent ¢ Explanation
Elizabeth Mensah-Bonsu 670 680 0.00 680 The trips cost more
Noah Alorwu 150 140 10 150 Incidental cost of food during his trip to Accra
Usman Ibrahim Khalilulahi 300 205 50 255 Incidental cost of lodging fee during his trip to Accra
Mohammed Jaward 200 200 0.00 200
Masssly 200 82.3 19 101.3 Participant was in Accra already and did not claim fares for the trip
Total 1520 1307 79 1386.30

Remaining funds

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Do you have any remaining grant funds?

Yes, ¢500.15 ($117.95) and it can be applied to the Wiki Loves Monuments in Ghana.

The funds remaining from this grant in the amount of US$117.95 were deducted from another grant payment for Grants:Project/Rapid/Wiki Loves Monuments Ghana 2017.

Anything else

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Anything else you want to share about your project?

Here are some photos of the event

:

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