Grants:APG/Proposals/2013-2014 round1/Wikimedia Sverige/Staff proposal assessment

Wikimedia Sverige received a funds allocation in the amount of 2,507,000 SEK (equal to about US$390,000) in 2013-2014 Round 1. This funds allocation was recommended by the Funds Dissemination Committee on 15 November 2013 and approved by the WMF Board of Trustees on 31 December 2013.

Applicants should read this document to familiarise themselves with the assessment criteria; however, it should be edited only by FDC-related staff. The staff will use the document to set out their objective assessment of each funding request from eligible entities – specifically, to determine the extent to which plans align with the mission goals of the Wikimedia movement, and the extent to which the entity is well-placed to execute those plans effectively. The staff will base this report on proposals from entities and input from the community and other stakeholders (including, where required, deeper due-diligence on the entity's previous track record within the Wikimedia movement). The staff will provide completed reports to the FDC, which will then make a recommendation to the Board of Trustees on funding allocations. See a note from FDC staff explaining the process is more detail here: FDC portal/Note on staff proposal assessments 2013-14 Round 1.

Methodology behind the 2013-2014 Round 1 FDC staff assessments

The FDC staff assessments provide a snapshot of the staff review of Annual Plan Grant (FDC) proposals, and identify both strengths and concerns with the work proposed.

We did this through both portfolio analysis - looking across proposals and calibrating across different organizations - as well as assessing the context of each individual organization and its proposal. We did our best to be as nuanced as possible. For example, we understand that an organization that is beginning to formalize structures and bring on staff may have far fewer resources for learning and evaluation processes than an organization with a longer history and full-time staff. At the same time, a larger organization is also likely to have complex program structures and processes, that reflect in its use of metrics and measures.
We significantly increased the inputs to the staff assessment process from last year. They include:
- The proposals themselves, with the attached documents (strategic plans, annual plans, detailed budgets etc)
- Past and current reports (FDC quarterly progress reports, grant reports etc)
- A portfolio view of financials across proposals: FDC_portal/Proposals/2013-2014_round1/Financial_overview.
- Internal financial, evaluation and compliance inputs from the WMF Finance, Programs, Legal and Grantmaking teams.
We used a few key principles for the assessment, across all proposals. These are not new, and are detailed in the narrative and scoring sections of the assessment. They include:
- Impact on Wikimedia projects and the global movement. We looked for the rationale behind the work organizations do, aligning them to the Wikimedia strategic priorities and goals. We looked particularly for direct and indirect impact of this work on Wikimedia projects; for example, growth in contributors and content donation. Most importantly, we looked at whether the funds requested were justified in the context of current and potential impact of the proposed work.
- Organizational strategy, leadership and governance. We looked for evidence that an organization had a good understanding of its own context, and the needs, opportunities and challenges of the communities it seeks to serve or partner with. We looked for board, staff and volunteer leadership that is committed, effective and engaged with these communities and practising movement values of openness and transparency.
- Rates of growth and financial management. In this round, only two returning applicants asked for funds within the recommended maximum growth rate in movement resources (annual plan grants/FDC allocations) of 20%, which is itself a significant rate in many contexts. In addition, many organizations are underspending on previous grant allocations and/or have extensive reserves, which makes overall growth rates even higher. We appreciated organizations that were not spending for spending’s sake, and being careful and prudent about resources; we hope this continues. However, significant underspends (particularly on programs) across a number of organizations flag the challenges of budgeting, planning and program design. It may be that the most effective and impactful programs do not always need significant resources. We specifically looked at the nature of long-time underspends in the context of organizations with a history of overbudgetting and underspending.
- Program design, learning and evaluation. We recognize that the Wikimedia movement at large is still developing a more nuanced understanding of how we measure our impact, as volunteers and as organizations. We looked at each organization’s self-defined metrics and measures for success, both qualitative and quantitative. We searched for indicators that went beyond process (or outputs) and looked at intended outcomes and specific goals or targets. We recognized, however, that many organizations are in the process of establishing baselines for their work, and incorporating learning into program design and re-design. We appreciated organizations that were open about these challenges and were honest and reflective about their own capacities and systems.

Note: We shared our nearly final draft assessments with all FDC applicants a day ahead of publishing them, so that organizations had some lead time for sharing these with their Board and staff. We then took all responses into consideration where possible, making factual changes and clarifying our statements where necessary. We encouraged organizations to note all substantive comments and concerns on the Discussion pages of these assessments.

Proposal overview

Name of eligible entity	Wikimedia Sverige
Summary staff assessment [substantial concerns: none/some/many]	some
Total amount proposed to the FDC for the upcoming year annual plan in currency requested	2,800,000 SEK
Estimate of total amount proposed to the FDC for the upcoming year annual plan in US dollars	$435,596
Exchange rate used to calculate estimate in US dollars and date accessed (mm/dd/yy)	0.15557 US dollar to 1.00000 Swedish Krona (calculated on 1 October 2013)
Date of proposal submission	1 October 2013
Adherence to proposal process [yes/no]	Yes
Adherence to legal, regulatory, and policy regulations [yes/no]	Yes
Adherence to US anti-terrorism laws [yes/no]	Yes

Financial summary

A detailed summary of the financial information from all proposals is here: financial overview document. Movement resources are defined as what the entity received through FDC allocations or grants or what the entity retained via payment processing in the prior funding cycle.

	Projected 2013	Proposed 2014	Proposed change (as a +/− %)
Movement resources*	2,350,000 SEK	2,800,000 SEK	19%
Overall budget	3,865,856 SEK	4,700,000 SEK	35%
Number of staff	5.35	7.2	35%

Annual plan

Overview of staff assessment

Strengths

What are the top strengths of the plan?

Includes clear metrics that include outcomes on Wikimedia projects
Tests innovative programs and building on past successes
Good track record with reporting, learning and sharing

Concerns

What are the top concerns with the plan?

Proposed growth too rapid in the context of underspending
Potential for global impact may be somewhat limited to Swedish context
Plan not maximizing impact by combining activities and approaches effectively

Strategic alignment

To what extent does the plan address the strategic goals and priorities of the movement?

This plan is strongly aligned with the strategic priorities across all programs and the rationale for this alignment is expressed well.
This plan is strongly aligned with Reach and Quality and well-aligned with Participation. Its programs Content liberation and Reach and readers have particularly strong alignment with Quality and Reach, respectively.
WMSE does have a strategic plan, though it is very brief.

Context of the entity and community

To what extent does the context of the entity (e.g., community participation, fundraising context, sociopolitical environment) enable or inhibit the entity's potential for impact? To what extent does the entity's experience enable or inhibit the entity's potential for impact?

WMSE is requesting 2.8M SEK (US$435,596) in movement resources. While WMSE has significant experience and learning to offer the movement, this is a high investment from the global movement since the impact of WMSE’s work on the Wikimedia projects is primarily focused on Swedish language projects and Swedish content on Commons.
WMSE is well-connected with its community base, and the Swedish Wikipedia recently passed the one millionth article milestone. However, overall editor numbers continue to decline.
WMSE has a consistent track record of good reporting to its community and to the international community, publishing regular monthly reports, strong quarterly FDC reports and a [https://se.wikimedia.org/wiki/Ledningsrapport_2013

Feasibility and risks for the annual plan

How feasible is the annual plan? Specifically:

To what extent are the budget, staffing, availability of volunteers, and other resources realistic for achieving the anticipated outcomes?
Are the timelines realistic for the proposed initiatives and associated activities?
Are there acknowledged and/or unacknowledged risks in the proposal?

WMSE’s projected spend for 2013 is 3,865,856 SEK, and it is proposing a budget of 5,201,500 SEK, which is a growth rate of 35% in spending between 2013 and 2014. This is a 19% growth rate in movement resources; while that increase is within the guardrails, it is significant particularly when considering a projected underspend of 18% for this year’s FDC allocation.

Feasibility

The entity has committed, stable, and effective staff and board leadership, and an active community to enable its success.
WMSE is building on past successes and learning in the context of its current proposal by continuing its work in areas like education and GLAM. WMSE is also testing new ideas.
An external donor to WMSE notes that WMSE has been very effective in managing projects, assessing its own skills and resources internally, and has achieved comparatively greater impact with fewer funds. Another donor noted some positive articles and reports coming out of WMSE's work.

Risks

The plan is not cohesive, and there is no detailed strategic plan to give more context to the many activities WMSE is proposing; WMSE’s current strategic plan seems overly broad, and lacks focus and detail.
With so many activities and approaches included in this plan, there may not be sufficient time or capacity for reflection.
Rather than piloting different activities in different spaces, choosing a few significant opportunities and trying different methodologies might lead to much greater overall impact. For example, combining an idea like the Wiki bus with the education program instead of piloting it in a separate space.

Summary of expert opinions and/or community commentary

Summary of the opinions of subject-matter experts on the plan

None requested.

Summary of community commentary on the plan

For detailed comments from the community, the FDC and FDC staff, as well as responses from the organizations themselves, please visit the proposal form discussion page. The summary offers a brief overview of the questions or comments from community members, and is not an endorsement of the views expressed on the proposal form discussion page.
Community engagement with this proposal has been low.
One volunteer expressed that the amount of money requested seemed reasonable with respect to the amount Wikipedia is used in Sweden.

Scores, comments and feedback

Scores provide only a preliminary assessment for consideration by the FDC. The rubric for scoring is below.

Dimensions	Criteria	Score (1–5)	Comments and feedback
Potential for impact against strategic priorities	(A) The plan addresses the Wikimedia movement strategic priorities of the Wikimedia movement (infrastructure, participation, quality, reach, and innovation)	4.00	Programs in this plan address strategic priorities, including Quality and Reach. The rationale for this alignment is clear and strong in most cases.
	(B) TThe initiatives in the plan have the potential to lead to movement strategic priorities, if executed well	3.50	Impact is somewhat limited to Swedish language projects and Swedish content on commons, but they serve an active community and strong programs and approaches may be useful to other Wikimedia organizations.
	(C) The initiatives in the plan have the potential to lead to significant impact, given context and amount of funds proposed	3.00	Programs can lead to significant impact in a local context, but amount requested is too large.
Ability to execute	(D) The entity has the resources, skills, and capacity (staff, volunteer, non-staff) for the plan to succeed	3.50	Community is active and the staff and board are committed, but the plan is ambitious in taking on many activities.
	(E) The entity has a record of success in similar initiatives	4.00	Building on past successes with similar initiatives, including education and GLAM, as well as experimenting with some new ideas.
	(F) The entity's leadership is effective, committed, and relatively stable	4.00	Current and past leaders are committed, effective, and stable, but they have no detailed strategic plan in place.
Efficient use of funds	(G) The funding requested is reasonable given the proposed initiatives	3.00	Overall, programs seem reasonably budgeted. Community support and operations may be overbudgeted.
Efficient use of funds	(H) The entity has a record of using funds efficiently and staying on budget	3.00	WMSE has a record of underspending, with both its current FDC allocation and previous grants.
Quality of proposed measures of success	(I) Clear indicators of success are outlined in the plan	4.00	For most programs, metrics include targets, are clear and include some outcomes as well as outputs.
	(J) A plan is in place to track the proposed metrics	4.00	The organization has a plan in place to track targets, including the use of Wikimetrics.
	(K) The entity has a feasible plan in place to track the proposed metrics	3.50	There is capacity to track and monitor metrics, but there may be too many initiatives in this plan to track effectively.
Potential to add knowledge and/or other benefits to the movement	(L) The initiatives in the plan, if successful, could be helpful and/or productively adapted elsewhere in the movement	4.00	WMSE pilots innovative and well-structured successful programs and approaches the movement can learn from in its “Reach and readers” and “Content liberation” programs, such as work with immigrants and the Wiki bus.
	(M) The entity is ready to share with the movement the lessons learned from the initiatives	4.50	Active within the movement and reports regularly in Swedish and English. Learns and shares with other movement groups and is considered a leader in its region. Reports are open, timely and high-quality.

Scoring rubric

Dimensions	Evaluation criteria	1 = Weak or no alignment with criterion	3 = Moderate alignment with criterion	5 = Strong alignment with criterion
Potential for impact against strategic priorities	(A) The plan addresses the Wikimedia movement strategic priorities	The plan will not directly address any strategic priorities	The plan will partially address strategic priorities or other goals that are closely related to the strategic priorities	The plan will directly address several strategic priorities
	(B) The initiatives have the potential to lead to the strategic priorities, if executed well	The initiatives have no clear connection to strategic priorities	Some or all of the initiatives have an unclear relationship to strategic priorities	The initiatives have been shown (by the entity or the movement) to lead to strategic priorities
	(C) The initiatives have the potential to lead to significant impact, given context and amount of funds proposed	The initiatives will have marginal impact in the local community and the broader Wikimedia community, given context and amount of funds proposed	The initiatives proposed may have a significant impact in the local community, given context and amount of funds proposed	The initiatives could have significant impact at scale, both in the entity's local community and in the broader movement, given context and amount of funds proposed
Ability to execute	(D) The entity has the resources, skills, and capacity (staff, volunteer, non-staff) for the plan to succeed	The entity has neither the number nor the amount of resources, skills, and capacity needed for success.	The entity has some relevant staff and volunteer capacity, but may be under-resourced for some initiatives	The entity is well-resourced with the relevant skills and capacity for success
	(E) The entity has a record of success in similar initiatives	The entity has had trouble succeeding in similar initiatives	The entity has not engaged in similar initiatives in the past	The entity has conducted similar initiatives in the past and has been successful in achieving desired results
	(F) The entity's leadership is effective, committed, and relatively stable	Leadership has been unstable (e.g., changing on an annual basis)	Current leadership is committed to the entity; some concerns exist around stability or effectiveness of leadership	Current and past leaders have demonstrated the ability to develop and execute on strategic plans; leadership team has been stable and transitions have been smooth
Efficient use of funds	(G) The funding requested is reasonable given the proposed initiatives	Based on FDC experience and relative to other proposals, the plan contains significant over- or under-budgeting, and/or has not thoroughly accounted for costs	Based on FDC experience and relative to other proposals, the budget is generally consistent with the initiatives; some initiatives are likely to be over- or under-budgeted	Based on FDC experience and relative to other proposals, the budget is reasonable, and rigorous cost projections have been presented
Efficient use of funds	(H) The entity has a record of using funds efficiently and staying on budget	The entity has a poor record of budgetary management: e.g., consistently and significantly below budget (such as 50% underspending), and drawing on organizational reserves due to overspending	The entity has a middling record of budgetary management; e.g., generally on-budget for its biggest initiatives and cost items, properly recording any over- and under-spending, and with plans in place for improvements	The entity has consistently strong record of financial management; e.g., consistently staying on or below budget (within ~5% of budget), and putting surplus funds towards the entity's and/or movement's goals
Quality of proposed measures of success	(I) Clear indicators of success are outlined in the plan	Initiatives have no associated indicators of success, or the proposed indicators are unrealistic and/or unmeasurable	Each initiative has indicators of success, but at least some indicators are unrealistic or are not clearly connected to the initiative	Each initiative has a realistic and carefully framed set of indicators of success associated with them, which are rigorous and time-bound
	(J) A system is in place to track the proposed metrics	The plan does not include methodology or timing for tracking and collecting metrics to measure progress against proposed indicators of success	A proposal to track progress against indicators exists, but has flawed methodology or unrealistic timelines and initiatives	The plan includes timing and tracking of proposed metrics, and additional initiatives (e.g., surveys, research) to track indicators
	(K) The entity has a feasible system to track the proposed metrics	No systems are in place to track metrics, or staff or volunteer capacity to manage metrics tracking	There is some overall capacity (e.g., staff, volunteers) to track and monitor metrics, but the entity does not clearly have the relevant skills to do this	High-quality systems, and the necessary skills and capacity to manage these systems, are in place
Potential to add knowledge and/or other benefits to the movement	(L) The initiatives, if successful, could be helpful and/or productively adaptedelsewhere in the movement	The initiatives would not be relevant to other movement groups	Some initiatives may be relevant to other movement groups	Many initiatives proposed are new or have seldom been tried elsewhere in the movement; if successful, other movement entities would benefit from doing similar initiatives
	(M) The entity is ready to share with the movement the lessons learned from the initiatives	The entity is isolated from other movement groups and rarely shares information; the entity's leaders and members seldom participate in movement-wide functions	The entity is somewhat active within the movement, and is developing more relationships with other movement entities with which it could share lessons learned	The entity has regular communication with other movement entities, is a regular participant in Wikimedia events, and has a track record of sharing with others

This form was created by: Winifred Olliff (Grants Administrator) talk 00:33, 9 November 2013 (UTC)