Grants talk:Programs/Wikimedia Community Fund/Wikimedia Indonesia 2022–2023

Follow-up questions on grant application

Hello Wikimedia Indonesia, thank you for putting in a grant application and for providing further clarifications. We are capturing the key questions and your responses here as well for learning and sharing with the wider community.

Note: The questions were posed by ESEAP Funds Committee and the Programme Officer and responses were provided by Wikimedia Indonesia.

General

1) Could you provide more information on how the current grant application connects with your strategic plan and organisational mission/goals? How does this proposal connect to past work and learning?

Wikimedia Indonesia

• Wikimedia Indonesia has formulated our proposal to connect with our strategic plan. This year (2022–2023), we would like to focus on three main missions: (1) content production and distribution; (2) knowledge network; and (3) sustainable resources. There are seven strategies we presented on our proposal page and they have connections with the strategic plan.

• Strategy 1 to 5 aligns to our mission in “content production and distribution”. These strategies manifested in several activities and Wikimedia projects: Wikipedia, Wikisource, Commons, Wikidata, and Wikibooks (which is our new pilot project). The main activities will be in the form of regular training sessions on the projects, followed by several meetups and small contests to retain participants’ participation.

• Strategy 6 has a connection with the “knowledge network” focus in our strategic plan. The strategy will focus on collaborating with new and/or existing partnership networks here in Indonesia and also other chapters, such as Wikimedia Nederland in GLAM sector, and Wikimedia Taiwan in content enrichment.

• Strategy 7 will focus on internal organizational and volunteer management and it stated in our strategic plan “sustainable resources”. There are 13 active Wikimedia local communities that need to be supported in order to build a strong connection across the communities.

• Upon creating this proposal, we have evaluated our activities and impact from the findings we have stated in our progress report and feedback from involved volunteers and participants to reshape our future activities. That is why we decided to introduce new kinds of approaches and activities, such as adding Wikibooks to our new pilot project list as there are demands from some parties to include it in our training program. An organization that has a similar mission with the Wikimedia movement also focuses on that project so we can support them by first having it in our bucket list.

2) Could you share a high level background summary of Wikimedia Indonesia membership? For example, number of members, geographical spread, broad demographics, level of engagement, membership growth etc. We would like to understand more about your local context.

Wikimedia Indonesia

• Wikimedia Indonesia is a member-based organization. In 2022, we have 102 members (including 19 founding members). Most of the members are coming from different provinces, religions, education levels, gender, and occupation. This practice has been done to ensure diversification among members.
• For the past three years, we observed there was a declination of membership growth of 15%. While we are aware of this phenomenon, this decrease was due to less engagement between the members left and Wikimedia Indonesia.

To attract more people to know about Wikimedia Indonesia, we created a WhatsApp internal group (only for members) and share event details to the group. From 2020, we also expanded our social media channel to Telegram and created a public channel and group to discuss general matters about Wikimedia projects/events in Indonesia.

Impact

3)We observed that you actively cultivate partnerships locally, regionally and internationally (see partner location map 2020 and 2021) Could you share more about your partnership development strategy/ approach?

Wikimedia Indonesia

• Wikimedia Indonesia has team members that actively engage with several kinds of organizations or entities which might be relevant to our activities and Wikimedia projects. The team from the Education and GLAM program usually reach out to the potential partners, invite to a meeting, and see where Wikimedia Indonesia can fit their programs.

• For the Education team, we organize online and in-person events regularly, and some people from the organization attended the event. People who were interested in our event or specific Wikimedia projects to work on will be put on our potential partner list so we could provide more attention and information on what they need.

The period of time from initial meeting to initial collaboration activities with the organization may vary, depending on the complexity of the bureaucracy. However, we tried our best to provide what they need and we welcome them in other times if the first attempt of the collaboration does not succeed.

• For the GLAM team, the approach is different. We usually get in touch with them first and ask if they have any interest in working with Wikimedia and open their institution collection to Commons. However, sometimes, we face challenges when inviting them to digitize and put their collection into Commons and are worried if the public will not come to their place anymore. We, then, changed our approach: invite them to work together in other kinds of events. For example, an institution was aware that their collection might be copyrighted and the copyright holders should be contacted to release the collection in a CC license. They could not get through with the release permission. Thus, in an event, we still invite the institution to participate in a webinar and ask them to share their story on how they digitize the magazines and what expectations they hope to reach by having the collection digitized. That way, we and the public have insight and evaluate our approach for future collaborations.

• With regards to collaboration with Wikimedia chapters, our approaches are kind of similar.

• Working with WMNL is a fruitful collaboration as we are able to expand our networking with GLAMs in the Netherlands to release old photographs of Indonesia, insert them to Wikipedia pages, and add structured metadata by involving Wikimedians in Indonesia.

• Working with WMTW is also mutually beneficial. We learned more about their activities in GLAM and Wikidata through an online talk show and how that might be able to adapt to be applied in the GLAM sector in Indonesia. Collaboration with WMMS talks about indigenous languages in these countries and how we can preserve local languages in Wikipedia or other Wikimedia projects. In this collaboration, we invite a representative from the Language Development and Fostering Agency to share their challenges and what the youths can do to slow down language extinction.

Programme and Strategy

4) 2022/2023 annual planning process: Could you describe your planning process to put together Wikimedia Indonesia’s 2022/2023 annual plan? How do staff and local communities get involved and/or contribute to the planning process?

Wikimedia Indonesia

• In drafting the annual planning process, we see the current trends on local Wikimedia projects on how the local community is working on the projects, assessing their needs, and what aspects that Wikimedia Indonesia needs to fill in. By doing so, we assure that Wikimedia Indonesia could provide the best instruments and support that community members cannot do by themselves, and also to avoid the redundancy of volunteers and Wikimedia staff members’ work.

• We take some recommendations from outsiders into account to remodel our activities this year. We also received feedback from our event participants to include or add some activities into our future planning process as far as the proposed activities stay in line with our strategic plan.

5) Schedule of activities: In your planned activities, could you add a column new/ongoing and tag each activity accordingly? How will your activities focus on involving participants or partners from underrepresented communities or hard to reach regions in Indonesia? If we would like more details of the list of activities summarised in question 4, where can we find this information?

Wikimedia Indonesia

• Updated planned activities sheet can be viewed here:
• [WMID] Updated WMID planned activities 2022–2023.xlsx
• There is a plan to work with local communities specialized in dealing with deaf people in audio contests so we have more details on how these planned activities can be useful for them. Audio contests will try to provide audio form to written articles in Wikipedia with the hope that it will be used by people with hearing impairments to listen to the articles in an audio form.
• We are aware that some regions in Indonesia are a challenge to reach due to geographical diversity. We will look at the possibilities to reach the underrepresented communities once the possibility rate of collaboration with them is higher. This year is our first chance to reach out in-person with communities and organizations; thus, to work with existing organizations, we may have to treat them like new ones.

Learning and Evaluation

6) Could you elaborate more on “We want to know the level of impact of the above activities on the wider community.” in question 19? How do you plan to define and measure the impact? Does it include a combination of community metrics measuring awareness, engagement, participation and retention, representation, inclusivity, connectedness, could you share more? If not, what do you think is important for communities to thrive and how are you measuring progress? Can these be added into your metric section?

Wikimedia Indonesia

As previously mentioned, we would like to work on new activities, such as piloting Wikibook training sessions and contests, as well as pre-existing activities, such as Wikipedia, Wikisource, and Wikidata training sessions, among other activities, which the impact measurements have been manifested into our proposed metrics. Our metrics includes: (1) the number of new and established participants involved in the events, (2) their contribution during the events (such as creating or improving Wikimedia contents/pages), and (3) the number of participants who are still contributing to the projects after the event (which we automatically treat them as active community members).

Budget

7) Strategic Planning: You budgeted for drafting of a multi-year strategic plan. Could you elaborate on how you plan to approach this planning process? And what does the budget cover?

Wikimedia Indonesia

• This process will invite some volunteers and external organizations that are actively involved in Wikimedia Indonesia events to bring ideas and feedback on how Wikimedia Indonesia should shape their focuses and activities in 2023–2028. We invite staff members and active Wikimedia Indonesia’s members as well to participate in this process to give opinions on how Wikimedia Indonesia can improve their approaches and still be aligned to the Wikimedia missions.
• The budget will cover the tickets and transportation of invited parties, hotel and meeting room, facilitator, and technical support. JChen (WMF) (talk) 04:21, 26 May 2022 (UTC)

General Support Fund proposal approved in the amount of IDR 6,080,820,000

Congratulations! Your grant is approved in the amount of IDR 6,080,820,000 with a grant term starting 1 July 2022 and ending 30 June 2023.

The ESEAP Funds Committee is pleased to support the work of Wikimedia Indonesia. The Committee values the efforts in putting together the grant application and budget. Your application provides insights into your lived realities and a deeper appreciation of the Chapter’s annual plan.

The ESEAP Funds Committee and Programme Officer sees a number of strengths in your application. This includes

• Programme delivery and innovation: We are excited about Wikimedia Indonesia’s growth journey. As the largest affiliate in the ESEAP region, we know that Wikimedia Indonesia has extensive experience in nurturing a thriving community.

• We see value in your working with the Wikimedia community and mission aligned partners to chart a multi-year strategic plan for the organisation and look forward to learning more about your strategic planning process and outcomes. This is vital in understanding how your annual work plan of activities aligns with your new strategic plan and 2030 movement goals/priorities. This could also be an opportune time to review the why before the how of what the chapter is putting resources to and the change you would like to see in time.

• Partnerships: Through our interaction with your partners, we know Wikimedia Indonesia is highly regarded and has strong networks across the free knowledge ecosystem in Indonesia. Through these networks, we are also able to work with you to support more mission aligned partners in Indonesia.

We support your growth area which is exploring and being curious about learning and evaluation approaches/ tools that capture the breadth and depth of your work as a community. We are also keen to learn more about your plans to grow the reach of the Wikimedia movement across the Indonesian archipelago.

In your 2022/2023 learning journey, the Committee and Programme Officer envisions you may require support in the following areas:

• Strategic planning
• Learning and evaluation

For a start, you may find these resources useful (or contribute to the learnings) through the Let’s Connect Programme, Wikilearn platform and Wikimedia Education Greenhouse. We hope to continue conversations and support you through your grant lifecycle.

On behalf of the ESEAP funds committee, JChen (WMF) (talk) 04:23, 26 May 2022 (UTC)