Grants talk:PEG/WM ID/Beacon of Theology 2011/Report

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Request for financial report[edit]

We will need a complete financial report for this project in a format that is consistent with the budget presented in the grant submission at the time of approval in order to evaluate WMID's request for reallocation of funds from Wikimedia Cipta.

Please see the discussion here for more information: Grants_talk:WM_ID/Wikimedia_Cipta/Report#Financial_report_for_Beacon_of_Theology.

Wolliff (talk) 21:46, 7 September 2012 (UTC)


Hi Winifred:
I am Hans Abdiel, Director of Beacon of Theology 2011. Thank you for your kindly response. If I got it correctly, you requested this old version budget http://meta.wikimedia.org/w/index.php?title=Grants:WM_ID/Beacon_of_Theology_2011&oldid=2442694. Then, what kind of format do you want? I would suggest it goes like this below. Please do not hesitate to inform me if there is anything I could do to make our report clear for you. Regards.
55hans (talk) 03:26, 11 September 2012 (UTC)
Thank you, Hans. This works pretty well, but we would suggest that you also add a column for unit price, and clarify which "Quantity" column and which "Unit" column represents actual expenses vs. budgeted expenses, so that we can easily see if there was a difference. Please let me know if that's not clear. Wolliff (talk) 01:51, 12 September 2012 (UTC)
Thanks for your immediate response. Unfortunately, I still do not get what you want. Could you explain more? Or it might be better if you edit the format that I made before to make it even clearer. 99.109.19.27 13:33, 12 September 2012 (UTC)
Sorry, I forgot to log in so my name did not appear.55hans (talk) 23:03, 12 September 2012 (UTC)
Hi, Hans: Sure. I will go ahead and edit the table since it may be easier to show you what I mean that way. Wolliff (talk) 19:27, 18 September 2012 (UTC)


Format Example of Beacon of Theology 2011 Project[edit]

We expect the money to be granted by February 2010, because we have to do the preparation before the competition starts.
We also have a deal with Jakarta Theological Seminary so they agree to support this project (see the budget table below to see total funding from Jakarta Theological Seminary).
(see the budget table below to see total funding from Jakarta Theological Seminary).
RECEIVED Wikimedia Foundation — Rp. 20.821.050,- equal to US$ 2.390,00. Rate IDR 8711.73


Legend

Jakarta Theological Seminary (JTS)
WMF


Post funding A - Stage 1: Preparation & Fundraising[edit]

Please note that the budget breakdown will be in Indonesian Rupiah (IDR) for exact calculation, US dollar value only for comparison purpose. Currency rate 1USD = IDR 8,711.73.


First fundraising and preparation: January-February 2010.
Second fundraising and preparation: March-April 2010
A No Preparation & Fundraising Qty Unit x Qty Unit x Unit Price
(IDR)
Total Amount
(IDR)
Total Amount
(USD)
Total Expenditure
(IDR)
Balance
(IDR)
1 Communication cost (cellular and internet connection)[1] 5 people x 4 month (February in May) x 200.000,- 3.000.000,- 344,39,-
2 Project Director, additional committee, & Interns @USD 8.2 per 8 hours[2]
Total @Rp 1,500,000,-/month[3] 5 peopole x 4 month x 1.500.000,- 21.000.000,- 2.410,75
3 communication materials[4] 70 x persons 25.000,- 1.750.000,- 200,90,-
4 Banner 2 pieces x 1 location x 300.000,- 600.000,- 68,88,-
5 Poster 25 pieces x 25 locations x 20.000,- 500.000,- 57,40,-
Subtotal amount requested to WMF 25.750.000,- 3.082,-
Subtotal amount
Balance


Post funding B - Stage 2: Training, project exposure toward participants and evaluation[edit]

First training and project exposure will be held on February 2011

B No Training, project exposure toward participants and evaluation Qty Unit x Qty Unit x Unit Price
(IDR)
Total Amount
(IDR)
Total Amount
(USD)
Total Expenditure
(IDR)
Balance
(IDR)
1 Participants meals in the first training (before competition is started on February 2010) x 70 persons x 20.000,- 1.400.000,- 160,72,-
2 Auditorium rent cost 3 encounter x 750.000,- 2.250.000,- 258,29,-
3 meals for second training and participants evaluation (March 2011) 40 persons x 30.000,- 1.200.000,- 137.76
Subtotal amount granted
Balance


Post funding C - Stage 3: Evaluation from Jury[edit]

C No Evaluation from Jury Qty Unit x Qty Unit x Unit Price
(IDR)
Total Amount
(IDR)
Total Amount
(USD)
Total Expenditure
(IDR)
Balance
(IDR)
1 Jury compensation for 3 months work[5] 3 persons x 1.000.000,- 3.000.000,- 344,39,-
Subtotal amount granted
Balance


Post funding D - Stage 4: Reward[edit]

D No Reward Qty Unit x Qty Unit x Unit Price
(IDR)
Total Amount
(IDR)
Total Amount
(USD)
Total Expenditure
(IDR)
Balance
(IDR)
1 Rewards and the winner announcement event (300 persons will attend this event)[6] 300 persons x 25.000,- 7.500.000,- 852,27,-
2 Laptop for three top winners 3 Unit x 5.000.000,- 15.000.000,- 1.704,54
3 Scholarship for top ten winners 8.500.000,- 965,90,-
Subtotal amount granted
Balance


Notes
  1. In the first month, only 4 people get the communication cost, in second month all comitte get the cost, in the third month there will be 4 people, and in the fourth month only two comitte will works and get the cost
  2. *For item number 2, project director and interns were brief that stipend money they receive is not salary. Their work is free yet receive compensation as "lunch and transport" after one day (eight hours). More than eight hours a day work will not be compensate
  3. *For the first month (February) the stipend money will cost for 4 people (the supervisor of articles isn't working yet), in the second month (March) all comitte get the stipend money, in the third month (April) the comitee will reduce to three people depends on the number of participants who still competing, in the fourth month (May) the comitte will reduce again to two people because the participants will also reduce.
  4. *these are intended for 70 starting participants
  5. *The amount of compensation which will be given to juries (2 from Jakarta Theological Seminary and 1 from Wikipedia Indonesia) have to be large enough so their working will be honored but also have to be low enough so their work will not be seen as professional paid. Untuk nomor 1 jumlah kompensasi yang diberikan kepada juri (terdiri dari 2 dosen STT Jakarta dan 1 Wikipediawan Indonesia) harus cukup besar sehingga mereka akan melakukannya tanpa mengeluh dan harus cukup rendah sehingga tidak akan terlihat seperti dibayar secara profesional
  6. *The rewards event will be held together with the Jakarta Theological Seminary's event of Dies Natalis 77th at the end of September 2011

Suggested format for these tables[edit]

Hi, Hans. Here is an example of what I mean: does this make sense? Wolliff (talk) 20:13, 18 September 2012 (UTC)

Projected Actual
A No Preparation & Fundraising Qty Unit x Qty Unit x Unit Price
(IDR)
Total Amount
(IDR)
Qty Unit x Qty Unit x Unit Price
(IDR)
Total Amount
(IDR)
Balance
(IDR)
1 Communication cost (cellular and internet connection)[1] 5 people x 4 month (February in May) x 200.000,- 3.000.000,-
2 Project Director, additional committee, & Interns @USD 8.2 per 8 hours[2]
Total @Rp 1,500,000,-/month[3] 5 peopole x 4 month x 1.500.000,- 21.000.000,-
3 communication materials[4] 70 x persons 25.000,- 1.750.000,-
4 Banner 2 pieces x 1 location x 300.000,- 600.000,-
5 Poster 25 pieces x 25 locations x 20.000,- 500.000,-
Total 25.750.000,-
Notes
  1. In the first month, only 4 people get the communication cost, in second month all comitte get the cost, in the third month there will be 4 people, and in the fourth month only two comitte will works and get the cost
  2. *For item number 2, project director and interns were brief that stipend money they receive is not salary. Their work is free yet receive compensation as "lunch and transport" after one day (eight hours). More than eight hours a day work will not be compensate
  3. *For the first month (February) the stipend money will cost for 4 people (the supervisor of articles isn't working yet), in the second month (March) all comitte get the stipend money, in the third month (April) the comitee will reduce to three people depends on the number of participants who still competing, in the fourth month (May) the comitte will reduce again to two people because the participants will also reduce.
  4. *these are intended for 70 starting participants

Revised Table of Beacon of Theology 2011 Project[edit]

Hi Winifred, as your suggestion, here is the revised table. Please inform me if this is sufficient or not. 55hans (talk) 12:16, 24 September 2012 (UTC)

We expect the money to be granted by February 2010, because we have to do the preparation before the competition starts.
We also have a deal with Jakarta Theological Seminary so they agree to support this project (see the budget table below to see total funding from Jakarta Theological Seminary).
(see the budget table below to see total funding from Jakarta Theological Seminary).
RECEIVED Wikimedia Foundation — Rp. 20.821.050,- equal to US$ 2.390,00. Rate IDR 8711.73


Legend

Jakarta Theological Seminary (JTS)
WMF


Post funding A - Stage 1: Preparation & Fundraising[edit]

Please note that the budget breakdown will be in Indonesian Rupiah (IDR) for exact calculation, US dollar value only for comparison purpose. Currency rate 1USD = IDR 8,711.73.


First fundraising and preparation: January-February 2010.
Second fundraising and preparation: March-April 2010
Projected Actual
A No Preparation & Fundraising Qty Unit x Qty Unit x Unit Price
(IDR)
Total Amount
(IDR)
Qty Unit x Qty Unit x Unit Price
(IDR)
Total Expenditure
(IDR)
Balance
(IDR)
1 Communication cost (cellular and internet connection)[1] 5 people x 4 month (February in May) x 200.000,- 3.000.000,- 5 people x 4 month x 179.500,- 3.590.000,- (590.000,-)
2 Project Director, additional committee, & Interns @USD 8.2 per 8 hours[2]
Total @Rp 1,500,000,-/month[3] 5 people x 4 month x 1.500.000,- 21.000.000,- 5 people x 4 month x 825.000,- 16.500.000,- 4.500.000,-
3 communication materials[4] 70 x persons x 25.000,- 1.750.000,- 70 persons x 4.852,- 339.600,- 1.410.400,-
4 Banner 2 pieces x 1 location x 300.000,- 600.000,- 2 pieces x 1 location x 60.000,- 120.000,- 480.000,-
5 Poster 25 pieces x 25 locations x 20.000,- 500.000,- 25 pieces x 25 locations x 52.600,- 1.315.000,- (815.000,-)
Subtotal amount requested to WMF 25.750.000,- 21.864.600,- 4.985.400,-
Subtotal amount granted by WMF 20.821.050,-
Balance (1.043.550,-)

Post funding B - Stage 2: Training, project exposure toward participants and evaluation[edit]

First training and project exposure will be held on February 2011

Projected Actual
B No Preparation & Fundraising Qty Unit x Qty Unit x Unit Price
(IDR)
Total Amount
(IDR)
Qty Unit x Qty Unit x Unit Price
(IDR)
Total Expenditure
(IDR)
Balance
(IDR)
1 Participants meals in the first training (before competition is started on February 2010) x 70 persons x 20.000,- 1.400.000,- 0,- funds unavailable from WMF
2 Auditorium rent cost x 3 encounter x 750.000,- 2.250.000,- 3 encounter x 750.000,- 2.250.000,- 0,-
3 Meals for second training and participants evaluation (March 2011) x 40 persons x 30.000,- 1.200.000,- x 40 persons x 90.095,- 3.603.800,- funds unavailable from WMF
Subtotal amount granted by WMF 0,-
Balance (3.603.000,-)

Post funding C - Stage 3: Evaluation from Jury[edit]

Projected Actual
C No Preparation & Fundraising Qty Unit x Qty Unit x Unit Price
(IDR)
Total Amount
(IDR)
Qty Unit x Qty Unit x Unit Price
(IDR)
Total Expenditure
(IDR)
Balance
(IDR)
1 Jury compensation for 3 months work[5] 3 persons x 1.000.000,- 3.000.000,- 3 persons x 1.000.000,- 3.000.000,- funds unavailable from WMF
Subtotal amount granted by WMF 0,-
Balance (3.000.000,-)

Post funding D - Stage 4: Reward[edit]

Projected Actual
D No Preparation & Fundraising Qty Unit x Qty Unit x Unit Price
(IDR)
Total Amount
(IDR)
Qty Unit x Qty Unit x Unit Price
(IDR)
Total Expenditure
(IDR)
Balance
(IDR)
1 Rewards and the winner announcement event (300 persons will attend this event)[6] 300 persons x 25.000,- 7.500.000,- 300 persons x 25.000,- 7.500.000,- 0,-
2 Laptop for three top winners 3 Unit x 5.000.000,- 15.000.000,- 3 Unit x 6.010.000,- 18.030.000,- funds unavailable from WMF
3 Scholarship for top ten winners 8.000.000,- 8.000.000,- 0,-
Subtotal amount granted by WMF 0,-
Balance (18.030.000,-)
Notes
  1. In the first month, only 4 people get the communication cost, in second month all comitte get the cost, in the third month there will be 4 people, and in the fourth month only two comitte will works and get the cost
  2. *For item number 2, project director and interns were brief that stipend money they receive is not salary. Their work is free yet receive compensation as "lunch and transport" after one day (eight hours). More than eight hours a day work will not be compensate
  3. *For the first month (February) the stipend money will cost for 4 people (the supervisor of articles isn't working yet), in the second month (March) all comitte get the stipend money, in the third month (April) the comitee will reduce to three people depends on the number of participants who still competing, in the fourth month (May) the comitte will reduce again to two people because the participants will also reduce.
  4. *these are intended for 70 starting participants
  5. *The amount of compensation which will be given to juries (2 from Jakarta Theological Seminary and 1 from Wikipedia Indonesia) have to be large enough so their working will be honored but also have to be low enough so their work will not be seen as professional paid. Untuk nomor 1 jumlah kompensasi yang diberikan kepada juri (terdiri dari 2 dosen STT Jakarta dan 1 Wikipediawan Indonesia) harus cukup besar sehingga mereka akan melakukannya tanpa mengeluh dan harus cukup rendah sehingga tidak akan terlihat seperti dibayar secara profesional
  6. *The rewards event will be held together with the Jakarta Theological Seminary's event of Dies Natalis 77th at the end of September 2011