Grants talk:PEG/WM ZA/WLM-ZA-2013

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GAC members who have read this request but had no comments[edit]

  1. --Ilario (talk) 22:52, 9 May 2013 (UTC)

GAC members who have read the request and are currently studying the proposal[edit]

  1. .

GAC members who have read, studied and concluded their assessment (of) the proposal[edit]

  1. . OK after explanation of costs of snacks and badges. Good luck with organizing it all Polimerek (talk) 18:06, 18 May 2013 (UTC)
  2. Good to go in my opinion. Craig Franklin (talk) 08:50, 22 May 2013 (UTC).

GAC members who abstain from comment/vote[edit]

  1. Thuvack (talk) 15:26, 30 April 2013 (UTC)

Polimerek Question: Snacks, Badges and Prizes[edit]

I am bit supprised by the price level in Sauth Africa. For example - finger snacks for event - there is a quantity: (10 - I guess it is 10 packs of them) and the price (500) which gives 610 USD and 61 USD per pack - and this is for finger snack only... In EU one can buy a large pack of finger snacks for around 5 EUR per pack and it would be a quite large pack for this price... Then - 5 event badges for 61 USD (12 USD per badge.. ) The other question is: In bill 4 - you put just one prize for 20,000.00 Rands. Does it mean that you are about to provide just a one prize for best picture - or is it rather the cost of all prizes? Polimerek (talk) 13:00, 7 May 2013 (UTC)

Hi Polimerek. In answer to your question on the R20,000 prize. That is the total amount of funding allocated to all prizes and it will be split up, as it was last year, into a first prize (R7,500) a second prize (R5,000) and a third prize (R2,500). The remaining R5,000 will be used for miscellaneous prizes such as "most active contributor". I will answer your other questions shortly as I want to get more exacting prices on finger snacks before I give an answer to that question. I hope that helps.--Discott (talk) 09:33, 8 May 2013 (UTC
Hi Polimerek. In addition to answers from Douglas. I want to answer on badges and snacks.
Badges: badges are going to be sturdy type with magnetic holders. We will of cause negotiate for discounts with suppliers.
Snacks: These are 10 packs of finger snacks with each pack feeding 10 people. In 2012 we only had around 40 people attending, this year we believe that we will come very close to the 100 attendees due to the excitement and anticipation we are witnessing currently. We therefore decided to leave this item at 10 packs for 100 people. --Thuvack (talk) 08:40, 12 May 2013 (UTC)

Craig Question: Snacks and Badges[edit]

I have a question about the snacks and badges; can you clarify exactly what one gets for their R5000? I'm assuming (hoping!) that the "10" refers to ten packages that can cover multiple people, rather than just catering for ten people.

Likewise, on the event badges, what do you get for your $12 apiece? If it's just a little plastic slip with a clip that you put some paper into, I have some lying around here unused that I'd be happy to send to you! If it is something sturdier that can be reused multiple times it sounds fair, otherwise the price seems a bit steep. Craig Franklin (talk) 01:46, 12 May 2013 (UTC).

Please see answers above.--Thuvack (talk) 08:40, 12 May 2013 (UTC)
Something like these? Sorry, I know I'm quibbling about quite trivial amounts of money... Craig Franklin (talk) 08:34, 13 May 2013 (UTC)
Yes, something like that, with magnetic back cap. It is simple are re-usable.-- Thuvack (talk) 10:17, 13 May 2013 (UTC)
Okay great, sounds fair. No objections to approving this grant here! Craig Franklin (talk) 12:06, 13 May 2013 (UTC)

General comment around WLM[edit]

I don't have a comment into this specific grant but in general around WLM. WM PH has requested also ~10.000 USD for their event. My question is: if any country claims to have ~10.000 CHF for their WLM, how much would be the cost of the event for WMF? 10 countries = ~100.000 CHF. Does it make sense to have some rules for the local organizers of WLM? --Ilario (talk) 19:15, 23 May 2013 (UTC)

I share this concern. This proposal, totaling ~$30K (counting the request repurposing of last year's underspend), would mean paying ~$6 per photo. Of course the photos themselves are not the only outcome of this proposed project, but still, it's a significant expenditure compared to the anticipated result. I would like to see this proposal reworked to include more value out of the meetings and travel to be funded, e.g. co-located events, partnership with allied organizations, etc. I would also look for more concrete measures of success (defining "increase", "respectable number", etc.). Asaf Bartov (WMF Grants) talk 22:45, 12 June 2013 (UTC)
I know WMF should be prudent in using its resources. Personally, I believe that a cap can be imposed on "meeting expenses" vis-a-vis overall budget. The value of a project should be viewed on a per country basis, what is applicable in one country may not necessarily work in another. Some countries are in an advanced state of "open and free culture/knowledge" hence it's much easier and less costly to promote such activities, while others are still trying to make some dent on it. Seriously, if WMF would like to tap in the growth of the Global South it should be ready make a headway by making its presence felt there. WMZA, WMPH are being highlighted because they have to source their funds from this channel, there should be a comparison how much other countries with their own funds have spent on this initiative. If this is a fulltime paying job, I can certainly devote time to work on obtaining sponsors for the event, I understand WMZA, but I still think this proposal can be streamlined. -- Roel (talk) 00:51, 14 June 2013 (UTC)
Hi everyone, I have just returned from a very hectic three week work commitment due to financial year end for municipalities. I will provide answers to questions posed tommorow afternoon after going through all of them. thanks for the comments.-- Thuvack (talk) 15:35, 6 July 2013 (UTC)
I have just updated the measures of success after deliberating with the organising team. We believe that our current engagement with partners like Heritage Western Cape and joburgpedia are going to feedin the public interest through to WLM. We are of the strong opinion that WLMZA-2013 was a success that we need to build on. The budget was rigorously streamlined to get the best out of each event. We believe that we will be able to get very good discounts with the final venue building onto last year's partnerships. Furthermore we would like to share successes and lessons of WLM with other African Chapters and wikimedians during the planned Wiki Indaba 2013. Should that grant be approved, we would host the awarding function on the last day of the conference and hence possibly minimise expenses on the bill of awarding event. --Thuvack (talk) 18:07, 14 July 2013 (UTC)

Note on approval[edit]

The grant is now approved, including the requested re-purposing of the underspending from WLM ZA 2012. Asaf Bartov (WMF Grants) talk 20:04, 19 July 2013 (UTC)

But the total grant amount should be 237,997.80 ZAR (about US$29,098.64). You may be using some funds you are retaining from a previous grant to be paid for this grant instead of returning them to WMF, but you are still requesting the entire grant amount from WMF for this project. Winifred Olliff (Grants Administrator) talk 00:41, 12 October 2013 (UTC)

Budget change request[edit]

We would like to add the following items to Bill No. 4 of our budget. These changes to budget amount works out to 22% variation to our bill number 4 and 9.24% change to our total budget. The hotel hosting our event has been very supportive of the competition and have contributed to the prize for the overall winner (Two night stay all catered for). They are also offering free airport transfer shuttle for the out of town delegates.

Qty Rate Total (Rand) Total (US Dollars) Notes
Bill No. 4 - Prize giving event (Target: 100 People)
4.8 Venue 1 15,000.00 15,000.00 1,829.94 [1]
4.9 Audio visual 1 7,500.00 7,500.00 914.97 [2]
  1. This price was negotiated down from R15,000
  2. Last year's free audio visual equipment was unreliable and not efficient. We could not get discounts on this one

I trust that this variation will be received favorably. --Thuvack (talk) 18:01, 9 October 2013 (UTC)

Thank you for making this request publicly, Thuvack. Would you please clarify if you will need additional funds (if you are increasing the total amount requested from WMF) and, if so, exactly what additional amount you will need? Thanks again, Winifred Olliff (Grants Administrator) talk 00:32, 10 October 2013 (UTC)
Since you stated this is urgent: The variation is approved. If you need additional funds, please clarify separately. Asaf Bartov (WMF Grants) talk 03:06, 10 October 2013 (UTC)
Hi Winifred. No we will not require additional funds. We have savings from cancelled provincial marathons, the remaining funds will be more than enough to cover these variations.--Thuvack (talk) 04:37, 10 October 2013 (UTC)
Great! Thanks for the clarification. Can you please present here a revised budget showing which items were reduced as well as the items increased? Thank you, Winifred Olliff (Grants Administrator) talk 19:12, 11 October 2013 (UTC)

Request for a change to the completion date for our grant[edit]

We are requesting an extension of the project completion date for Wikimedia Chapter's "WLM-ZA-2013".

  1. The new proposed completion date will be 30 December 2013.
  2. We require an extension because we could not finish the report in time as we are awaiting one refund from the Hotel due to an overbooking that was corrected. The refund to due back to us on 15th February 2014.
  3. The extension will also allow us time to consolidate photos and surveys we have done and are still conducting online (social media pages)

Sincerely, --Thuvack (talk) 20:47, 27 January 2014 (UTC)

Dear Dumi:
Thank you for this change request.
Extensions are intended to give grantees some flexibility in situations when the dates of a project need to change or when a project takes longer to complete than expected. Extensions aren't intended to cover reporting due dates themselves, except perhaps in very special circumstances. It is also important to note that extensions of any kind need to be requested before the completion date of your grant, or very close to it. It has now been two months since this scheduled completion date has passed. We understand that this process may have been confusing in the past and changed over time, and so we hope to work together to improve our communication with WMZA around reporting due dates as you move forward with your work.
We appreciate the work you are doing to produce a quality report, and we are looking forward to reviewing your report once it is submitted, although it will be considered past due until that time.
Best regards, Winifred Olliff (Grants Administrator) talk 16:58, 29 January 2014 (UTC)

Report past due[edit]

Dear WMZA colleagues:

We are unable to locate your final report for this grant, which was due by 29 January 2014, or 60 days after your grant's completion date on 30 November 2013. Your progress report should be submitted at "Grants:WM ZA/WLM-ZA-2013/Report", using the report submission tool located on this page.

In the mean time, please note carefully that your organization will not be eligible to receive any funding from WMF until this report is submitted and accepted, and any remaining grant funds are returned. We look forward to learning more about the results of your project when your report is submitted.

Thank you! Winifred Olliff (Grants Administrator) talk 20:34, 31 January 2014 (UTC)

Total grant amount[edit]

Amounts deducted to pay remaining funds from previous grants to WMF do not affect the total grant amount. We have changed the financial overview section of this grant report to reflect that. The total amount approved for this grant is ZAR 237,997.80. Best regards, Winifred Olliff (Grants Administrator) talk 20:15, 12 February 2014 (UTC)

Report[edit]

See grant report here.