Grants talk:PEG/WM ZA/Wiki Loves Monuments/Report

Comments and questions from WMF Staff

Congratulations on a successful project and thank you for making an effort to submit this report on time! We appreciate that.

We have a few questions about the report:

• Would you explain the unplanned expense for a board meeting to compose this report?
• Please explain why you overspent on accommodations for the prize-giving event, and why single rooms were required.
• About how many actually attended the launch event?
• About how many actually attended the prize giving event?
• Why were 4 of the provincial upload events cancelled?

Thank you, Winifred Olliff (Grants Administrator) talk 18:37, 13 March 2013 (UTC)

Responses to above Questions

Would you explain the unplanned expense for a board meeting to compose this report?

The Boardmeeting dated 17/11/2012 (Same date of Prize giving event) was planned to complete assignment of report writting and collection of all documentation. This meeting spilled to 18/11/2012 due to the length of items discussed. A timeline was agreed on for collection of documents and writting the report on our chapter wiki and google docs. Due to the transition from fiscal agent to our own business account, a lapse in responsibility occurred and documentation transfer proved very difficult through to December. It was then agreed that a special board meeting was necessary fr us to complete our reporting and to plan foward in preventing slow coming future reports. Some important resolutions were passed to assist us to do just this.

Please explain why you overspent on accommodations for the prize-giving event, and why single rooms were required.

Indeed we overspent on accomodation as we had a budget for 10 people, but ended up having to accommodate 15 people who were out of town. We had to provide two more rooms for Western Cape Heritage delegation who provided financial and significant logistical support for us during the competition. We also had a new category of "Most uploads" that we felt could not be left out for a competition like this, it required us to offer another room. We also felt that All the available judges would apreciate being at the awarding gala, seeing that a physical meeting had been cancelled in favor for online adjudication. Due to the availability at the hotel we ended up having to use single rooms. We did however receive 25% discount for bulk booking. We do however concede that this change of budgeted items was not reported and cleared with WMF at the time. This is one of the lessons we are taking from this competition.

About how many actually attended the launch event?

The launch was attended by about 40 people who sat in for the function Programe. There were however some (about 9 ) who just came through for the picture hunt and the pass into the castle of good hope.

About how many actually attended the prize giving event?

The event was booked for 50 people, we had About 39 people pitch up for the evening. Our invites to media people went out very late thus we did not have attendance from invited members of media.

Why were 4 of the provincial upload events cancelled?

Our organising team had intended to alternate between provinces to complete PUMs. We did not receive enough support from prospective partners and government bodies with regards to PUM venues. It would have been much more expensive to hire out a venue. Also our foot print is almost non existent int the cancelled provinces.

All-in-All we have learned valuable lessons in organising this competition. We have built ties and understanding amongst team members that will allow us to execute the next project with better efficiency and documentation control. --Thuvack (talk) 20:10, 14 March 2013 (UTC)

Thanks, this report is now approved. Asaf Bartov (WMF Grants) talk 20:24, 14 March 2013 (UTC)

Remaining funds allocated to WLM-2013 with WMF's approval

The request to allocate the remaining funds to Grants:WM ZA/WLM-ZA-2013 is approved. Winifred Olliff (Grants Administrator) talk 21:44, 1 October 2013 (UTC)