Grants:PEG/WM AT/Annual Program Plan 2012/Report

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Report accepted
This report for a Project and Event grant approved in FY 2011-12 has been reviewed and accepted by the Wikimedia Foundation.
  • You may still comment on this report on its discussion page, or visit the discussion page to read the discussion about this report.
  • You are welcome to Email grants at wikimedia dot org at any time if you have questions or concerns about this report.


The following quarterly reports related to this grant are available:

Compliance and completion[edit]

Did you comply with the requirements specified by WMF in the grant agreement?
Answer YES or NO.
YES
Is your project completed?
Answer YES or NO.
As this was an annual plan of a Wikimedia Chapter, operations of Wikimedia Österreich are on-going. Operations in 2013 have already been funded by an FDC Request.
Did you use any of the grant funds?
Answer YES or NO.
YES

Activities and lessons learned[edit]

Activities[edit]

Provide a detailed list of activities performed to complete this project, descriptions of these activities, and the amount of time spent on each activity. This section should also include a list of participants, or a link to pictures, blog posts, or videos from the project or event.
A complete activity report can be found in our annual report presented at the General Assembly of Wikimedia Österreich on December 1st, 2012: http://mitglieder.wikimedia.at/Archiv/2012-Annual-Report

Lessons learned[edit]

What lessons were learned that may help others succeed in similar projects? Consider the following questions and respond with 1 - 2 paragraphs.
What went well?
The success of Wiki Loves Monuments shows what can be achieved when dedicated volunteers and the chapter act in concert. It also demonstrates ways for successful cooperation with GLAM institutions (Bundesdenkmalamt /Federal Monuments Office). This is emphasised by the fact that this cooperation has been awarded with WMDE's „Zedler Preis“ in 2012. WLM has proven to be a model that can be successfully applied in other countries, illustrating the importance of international cooperation and exchange between chapters.
Another very successful project was the WikiCon 2012. Please also note the very detailed lessons learned section in the context of the WikiCon grant reporting: http://meta.wikimedia.org/wiki/Grants:WM_AT/WikiCon_2012/Report#Lessons_learned
What did not go well?
Plans to professionalize WMAT (hire staff, establish an office) were delayed due to a lack of time capacities and manpower. However, the process is heading into the right direction now. The extent of administrative tasks related to the grant process (application, reporting, closing)is a further strain for the limited personal resources, usually it is easier to spark volunteers for supporting projects, photo contests or events rather than for administrative tasks and accouting.
What would you do differently if you planned a similar project?
Further effort will be invested in strategies to overcome the limitations caused by a shortage of manpower. This comprises measures to broaden the basis of volunteers and staff as well as communication measures on the extent, importance and necessity of the work "behind the scenes".

Project goal and measures of success[edit]

Project goal[edit]

Provide the project goal here.
Fund operations of Wikimedia Österreich in 2012 and 15 projects within this year, each project had individual goals. (for details please cf. annual report: http://mitglieder.wikimedia.at/Archiv/2012-Annual-Report)
Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 paragraphs.
Wikimedia Österreich experienced a successful year which is described in the annual report (link above), additional projects have been conducted. The association experienced a moderate growth, set a strategy for the next three years, hired its first permanent staff, rent its first office and successfully submitted a FDC request to grow further project-wise.

Measures of success[edit]

  • 20% growth of members
  • 10.000 new media files on Commons due to our photography project and the book scanning project co-financed with Wikimedia Deutschland
  • First international conference with more than 200 participants (WikiCon 2012)
  • ~15.300 EUR direct donations - reached our goal - increase compared to 2011
  • Seven press releases which lead to more than a hundred publications in printed press, on radio and television

Impact[edit]

What impact did this project have on WMF's mission and the strategic goals? Please answer in 1 -2 paragraphs and include specific measures of impact such as the number of readers or editors reached by a particular project, or the number of articles edited or improved.
Stabilize infrastructure
Wikimedia Österreich did not so much contribute to the stabilization of the global WMF infrastructure but stabilized its own infrastructure:
  • Renting of own servers to run the website, wikis, CRM system and accounting
  • Production use of the new accounting system implemented in CiviCRM in collaboration with other chapters - having a centralized accounting system where board and auditors have realtime access
  • Professionalisation of daily work: accounting, contact management, being a point of contact, having staff available during office hours, answering phone and e-mails
  • Setting a strategy stabilizing the growth and reaching the goals contributing to the Wikimedia mission
Increase participation
  • Increased members - integrating more people in chapter's and Wikimedia activities.
  • Increased external contacts - increased the number of partner collaborating in projects furthering our mission.
  • Sponsored Wikimedians to participate in Wikimedia-related activities abroad - enable more people to do their volontary work.
  • Sponsored equipment for volunteers not only in Austria - enabled volunters to do projects and achieve results they could not have achieved with their own equipment.
Improve quality
  • Sponsored equipment for volunteers not only in Austria - enabled volunters to do projects and achieve results they could not have achieved with their own equipment.
  • Sponsored writing contest and Wiki Cup - motivating volunteers to participate in quality improvement projects.
  • Press accreditations for volunteers through Wikimedia Österreich - enabled volunteers to create content they would not have been able to create or not in such a good quality.
Increase reach
  • Published press releases to reach out to the public, inviting them to participate in our projects (eg. Wiki Loves Monument, WikiCon, Exhibitions, SOPA Blackout, Wikimedia Meet-Ups).
  • Partnering with public organisation to use their reach to advertise our common projects.

Reporting and documentation of expenditures[edit]

Balance from January 1st to December 31st, 2012.

Project Budget Expenses Comments
Direct project expenditures
Volunteers
7011 Wikimania 15.000,00 EUR -15.906,32 EUR
7012 Wikimedia Conference 1.200,00 EUR -3.145,78 EUR Additional costs due to travel expenses for staff who was hired after the budget plan was created.
7013 Literature scholarship 1.500,00 EUR -1.270,15 EUR
7014 Wiki Loves Monuments 7.000,00 EUR -9.062,43 EUR
7015 Photography projects Austria 13.000,00 EUR -9.362,55 EUR Overlaps with 7023 and 7210
7016 International aid 3.500,00 EUR -2.301,83 EUR
7017 International Wikimedia editorial meetings 4.000,00 EUR -1.039,76 EUR Fewer people than expected made use of these funds. Further effort will be put into activties to motivate community members to organize and participate in these international meet ups.
7018 WikiConvention 3.500,00 EUR -14.144,62 EUR It was not planned in 2011 that WMAT will perform this conference, our sponsorship was 10.000 EUR + sponsorships from WMDE, WMCH and WMF. After the grant report and return of unused funds several bills were booked for board and staff travel expenses that were not part of the project planning.
7019 Materials for promoting voluneering 9.000,00 EUR - EUR The missing expenses do not mean that no material was produced. Information and promotion material was produced and accounted for in the context of the bigger events in 2012 (e.g. WikiCon) the remains can be used for promoting volunteering at other occasions. In addition, the allocation of the expenses has been a bit blurry, we have been improving this process in this year's accounting.
7020 Admont Monastery / Wikisource project 5.000,00 EUR -3.441,86 EUR
7021 Infrastructure and programming project 6.500,00 EUR -1.825,30 EUR
7022 Library project 4.600,00 EUR - EUR We decided that for the effective organisation and administration of a common library a central repository is necessary and postponed the library project until the office in Vienna is established.
7023 State Parliament Photography project - EUR -984,47 EUR Part of 7015 Photography projects Austria, was not budgeted separately, accounting seperated the two projects due to increased importance of this project in 2013)
Society & Politics
7111 School and university projects 5.000,00 EUR -3.533,24 EUR
7112 Public relations / Adverstising material 6.000,00 EUR -6.566,78 EUR
7113 GLAM / Open Content 3.500,00 EUR -2.506,63 EUR
Unallocated budget
7200 Open budget 5.000,00 EUR - EUR Was used in different successful projects to add additional funding
Community Budget
7210 Community budget 26.000,00 EUR -10.187,31 EUR Overlaps with 7211 Photographic equipment. The photography projects are extremely popular and successful within the Austrian community, for this reason a big part of the Community budget was spent on them and made it necessary to separate the expenses into further cost centres. Especially the expenses for equipment will pay off beyond 2012 as they will enable and boost many photography projects for our community and the Wikimedia movement in general.
7211 Photographic equipment -19.193,00 EUR
Indirect project expenditures
Members
7510 Members Administration 500,00 EUR 0,00 EUR Overlaps with 7750, members administration was mainly carried out by our staff
7520 General Assembly 1.800,00 EUR -2.971,70 EUR As the general assembly took place in Linz higher travel expenses for board, staff and members were necessary than calculated on the basis of the year before.
Management
7710 Office rent and equipment 4.250,00 EUR -10.441,17 EUR Including furniture for new office and deposit (not planned)
7720 Legal expenses 1.500,00 EUR -2.653,08 EUR Unplanned costs: biggest item was the legal clarification of the grant agreement with WMF, successfull defence of a legal claim in court, complainer was illiquid (life-time prisoner), so WMAT had to bear the costs
7730 Internal IT 800,00 EUR -5.151,68 EUR Own server which was not planned in 2011, CiviCRM development (travel costs for Hackathons)
7740 Office supplies 1.350,00 EUR -149,33 EUR
7750 Administration and office management 12.000,00 EUR -14.046,40 EUR Recruiting, travel costs for jobs interviews, salaries
7760 Accounting 6.600,00 EUR -1.770,40 EUR Invoice from temporary accountant still outstanding
7771 Banking fees -1.023,95 EUR Back postings and fees for international bank transfers which originally were deduced from the booked amounts in the other accounts, seperated per request by the auditing company
7772 Capital returns tax -148,40 EUR
7773 Interests 591,45 EUR
7780 Internal communication 400,00 EUR -2.086,01 EUR 1.600 EUR for walkie-talkies bought for WikiCon and similar events (unplanned)
7790 Insurances -1.681,98 EUR Factory and liability insurance for WikiCon, further events and our staff, transport insurance for photo equipment
7800 Work of the board -4.171,00 EUR Unallocated travel costs for meetings etc.
Others
7999 Other expenses -2.247,00 EUR Membership fundraising association, other unallocated costs
Total Expenses: 148.000,00 EUR 152.422,68 EUR
Receipts
4010 WMF Grant 131.200,00 EUR 131.200,00 EUR We tweaked the balance at this point: The money was received on December 30th, 2011 but we manually added it here to make the balance more logical.
4031 Direct donations public 10.000,00 EUR 4.008,11 EUR
4032 Direct donations anonymous 1.892,00 EUR
4040 Donations (manual booking) 9.420,91 EUR
4051 membership fees (automatic booking) 1.800,00 EUR 434,11 EUR
4052 membership fees (manual booking) 1.335,00 EUR
Total Receipts: 143.000,00 EUR 148.290,13 EUR
Assets
0900 Acquisition of assets 24.788,59 EUR
0901 Depriciation -4.019,67 EUR
Suspense Accounts
9010 Internal Transfers -177,30 EUR Clearance of credit card in December - debit in 2012, valuta in 2013
9020 Expenditures 0,00 EUR
9021 Advancements 0,00 EUR
Result

-4.132,55 EUR - planned result was -5.000,00 EUR (due to a mistake in the original budget calculation).

Documentation[edit]

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".
As agreed with Winifred we don't submit all the 1.756 bills, as they are mostly kept on file in printed form only. The auditing company audited the accounting of Wikimedia Österreich in advance of the General Assembly held on December 1st and certified correct accounting and the existence of all bills in the Wikimedia Österreich office. A translation of the accounting report can be found here http://mitglieder.wikimedia.at/images/3/36/Accounting_Report_2012.pdf

Expenses[edit]

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 WMF Grants Program staff. For all other variances, please provide an explanation in the table below.
Please see the account balance above and the statement concerning documentation.
Total project budget (from your approved grant submission)
143.000,00 EUR (actually 148.000,00 EUR)
Total amount requested from WMF (from your approved grant submission)
131.200,00 EUR
Total amount spent on this project (this total should be the total calculated from the table above)
152.422,68 EUR
Total amount of WMF grant funds spent on this project (this total will be the same as the total amount spent if the WMF grant is your only funding source)
131.200,00 EUR
Are there additional sources of revenue that funded any part of this project? List them here.
  • Donations (15.321,02 EUR)
  • Membership fees (1.769,11 EUR)
  • Additional grant for WikiCon (10.000 EUR - booked as receipt in account 7018 WikiConvention, unused money has been returned from the same account - neutral to this balance)

Remaining funds[edit]

Are there any grant funds remaining?
Answer YES or NO.
NO