Jump to content

Grants:APG/Proposals/2012-2013 round1/Wikimedia UK/Progress report form/Q2

Add links
From Meta, a Wikimedia project coordination wiki



Purpose of the report

[edit]

This form is for organizations receiving Annual Plan Grants to report on their results to date. For progress reports, the time period for this report will the first 6 months of each grant (e.g. 1 January - 30 June of the current year). For impact reports, the time period for this report will be the full 12 months of this grant, including the period already reported on in the progress report (e.g. 1 January - 31 December of the current year). This form includes four sections, addressing global metrics, program stories, financial information, and compliance. Please contact APG/FDC staff if you have questions about this form, or concerns submitting it by the deadline. After submitting the form, organizations will also meet with APG staff to discuss their progress.

Global metrics overview - all programs

[edit]

We are trying to understand the overall outcomes of the work being funded across our grantees' programs. Please use the table below to let us know how your programs contributed to the Global Metrics. We understand not all Global Metrics will be relevant for all programs, so feel free to put "0" where necessary. For each program include the following table and

  1. Next to each required metric, list the outcome achieved for all of your programs included in your proposal.
  2. Where necessary, explain the context behind your outcome.
  3. In addition to the Global Metrics as measures of success for your programs, there is another table format in which you may report on any OTHER relevant measures of your programs success

For more information and a sample, see Global Metrics.

Overall

[edit]
Metric Achieved outcome Explanation
1. # of active editors involved
2. # of new editors
3. # of individuals involved
4. # of new images/media added to Wikimedia articles/pages
5. # of articles added or improved on Wikimedia projects
6. Absolute value of bytes added to or deleted from Wikimedia projects


Telling your program stories - all programs

[edit]

Please tell the story of each of your programs included in your proposal. This is your chance to tell your story by using any additional metrics (beyond global metrics) that are relevant to your context, beyond the global metrics above. You should be reporting against the targets you set at the beginning of the year throughout the year. We have provided a template here below for you to report against your targets, but you are welcome to include this information in another way. Also, if you decided not to do a program that was included in your proposal or added a program not in the proposal, please explain this change. More resources for storytelling are at the end of this form. Here are some ways to tell your story.

  • We encourage you to share your successes and failures and what you are learning. Please also share why are these successes, failures, or learnings are important in your context. Reference learning patterns or other documentation.
  • Make clear connections between your offline activities and online results, as applicable. For example, explain how your education program activities is leading to quality content on Wikipedia.
  • We encourage you to tell your story in different ways by using videos, sound files, images (photos and infographics, e.g.), compelling quotes, and by linking directly to work you produce. You may highlight outcomes, learning, or metrics this way.
  • We encourage you to continue using dashboards, progress bars, and scorecards that you have used to illustrate your progress in the past, and to report consistently over time.
  • You are welcome to use the table below to report on any metrics or measures relevant to your program. These may or may not include the global metrics you put in the overview section above. You can also share your progress in another way if you do not find a table like this useful.
Target Last year (if applicable) Progress (at end of Q2) End of year (projected or actual) Comments
Example Example Example Example Example

Revenues received during this period (6 month for progress report, 12 months for impact report)

[edit]

Please use the exchange rate in your APG proposal.

Table 2 Please report all spending in the currency of your grant unless US$ is requested.

  • Please also include any in-kind contributions or resources that you have received in this revenues table. This might include donated office space, services, prizes, food, etc. If you are to provide a monetary equivalent (e.g. $500 for food from Organization X for service Y), please include it in this table. Otherwise, please highlight the contribution, as well as the name of the partner, in the notes section.
Revenue source Currency Anticipated Q1 Q2 Q3 Q4 Cumulative Anticipated ($US)* Cumulative ($US)* Explanation of variances from plan
A B C D E F G H I J K

* Provide estimates in US Dollars


Spending during this period (6 month for progress report, 12 months for impact report)

[edit]

Please use the exchange rate in your APG proposal.

Table 3 Please report all spending in the currency of your grant unless US$ is requested.

(The "budgeted" amount is the total planned for the year as submitted in your proposal form or your revised plan, and the "cumulative" column refers to the total spent to date this year. The "percentage spent to date" is the ratio of the cumulative amount spent over the budgeted amount.)
Expense Currency Budgeted Q1 Q2 Q3 Q4 Cumulative Budgeted ($US)* Cumulative ($US)* Percentage spent to date Explanation of variances from plan
A B C D E F G H I J J2 K
TOTAL B C D E F G H I J J2 N/A

* Provide estimates in US Dollars


Compliance

[edit]

Is your organization compliant with the terms outlined in the grant agreement?

[edit]

As required in the grant agreement, please report any deviations from your grant proposal here. Note that, among other things, any changes must be consistent with our WMF mission, must be for charitable purposes as defined in the grant agreement, and must otherwise comply with the grant agreement.

Are you in compliance with all applicable laws and regulations as outlined in the grant agreement? Please answer "Yes" or "No".

Are you in compliance with provisions of the United States Internal Revenue Code (“Code”), and with relevant tax laws and regulations restricting the use of the Grant funds as outlined in the grant agreement? Please answer "Yes" or "No".

Signature

[edit]
Once complete, please sign below with the usual four tildes.

Resources

[edit]

Resources to plan for measurement

[edit]

Resources for storytelling

[edit]


Basic entity information

[edit]

Table 1

Entity information Legal name of entity Wikimedia UK
Entity's fiscal year (mm/dd–mm/dd) 02/01-01/31
12 month timeframe of funds awarded (mm/dd/yy-mm/dd/yy) 02/01/13-01/31/14
Contact information (primary) Primary contact name Jon Davies
Primary contact position in entity Chief Executive
Primary contact username Jon Davies (WMUK)
Primary contact email jon.davies@wikimedia.org.uk
Contact information (secondary) Secondary contact name Richard Symonds
Secondary contact position in entity Office & Development Manager
Secondary contact username Richard Symonds (WMUK)
Secondary contact email richard.symonds@wikimedia.org.uk


Overview of this quarter

[edit]

The purpose of this section is to provide a brief overview of this report. Please use no more than 1-2 paragraphs to address the questions outlined below. You will have an opportunity to address these questions in detail elsewhere in this report.

Please describe how you changed your plans and budget based on the FDC allocation approved by the Board in December 2012, and your rationale for these changes.

CHANGES:

  • The Living Paths Project was not previously budgeted for, however was accommodated by viring £5,000 from our Wales budget (intended for encouraging Wikimedia participation in Wales and supporting Wicipedia Cymraeg), £5,000 from Technical Development to support Cultural Outreach, £10,000 from other budgets with predicted underspends (GLAM-Wiki conference, University Outreach) and £4,000 from our contingency funds.
  • The Wikimedian in Residence post at the Natural History Museum and Science Museum was extended at the request of GLAMs involved.
  • Decision made to proceed with a new tranche of Wikimedians in Residence in Q3 at York Museum Trust, The Royal Society, London, and The University of Manchester Library.

HIGHLIGHTS:

  • Living Paths Project: in July, WMUK employed a Wales Manager (Robin Llwyd ab Owain) to curate the Living Paths Project, which is intended to encourage writing on the Welsh and English projects by training people to write about their local communities. The project is part-funded by the Welsh Government and the Ordnance Survey, and is overseen by those bodies as well as Wikimedia UK. Gwyddoniadur Cymru (The Welsh Academy Encyclopaedia of Wales) could soon be made available for free as part of Wikipedia.
  • First Wikimedian in Residence in Scotland: in July our WiR at the National Library of Scotland started, marking our first WiR north of the border, and hopefully paving the way for future activities in Scotland.
  • Wikimania 2014: during Q2 it was announced that London would be hosting Wikimania 2014, which is an entirely volunteer-led effort. Fundraising activities have begun, with a volunteer-organised and run event at the Level 39 tech incubator in Canary Wharf. The official launch with Jimmy Wales took place on 22 July.

WIKI-FOCUS:

  • English Wikipedia: In Q2, several microgrants have been issued aimed at improving article quality - resulting in several new Featured Articles. We are also funding the prizes for the 'Core Contest', run by Casliber, which concluded in Q2.
  • Wicipedia Cymraeg (Welsh Wikipedia): The launch of the Living Paths Project is aimed at improving the content of the Welsh Wikipedia which recently reached the landmark of 50,000 articles. The aim of the project is to have 2,000 articles on the Wales Coastal Path, 180 new editors, and publishing Welsh-language media about editing Wikipedia.
  • Commons: WMUK has been supporting the development of the Europeana Mass Upload Tool, while in the past quarter a microgrant was issued to improve the coverage of London on Commons (currently in progress with over 300 high quality photographs in Q2 and more to come in Q3).
  • WMUK will participate in Wiki Loves Monuments in September 2013, with direct benefits for Commons and hopefully other Wikimedia projects such as WikiVoyage and the various different languages of Wikipedia which could use high quality illustration.
  • Closing the gender gap: in Q2 an editathon took place at the National Institute for Medical Research on the subject of women in science. Five further events are planned.

GROWTH:

  • Members eligible to vote at the end of each month:
  • May – 229
  • June – 215
  • July – 215 (before month end due to requirements of FDC reporting timeline)
  • Wikimedians in Residence activities:
  • Tyne and Wear Archives and Museum WiR – 5 events, 27 new editors
  • Natural History Museum and Science Museum – 10 events, about 123 people involved including 20 new editors
  • National Library of Scotland WiR in post in July – events being planned for Q3
  • Result of microgrants:
  • Core Contest - grant approved in March. Stated aim was to fund prizes for an article writing competition on the English Wikipedia with a focus on improving articles identified as highly important to the encyclopaedia. The contest has been held three times before. The first time in 2007, and was revived in 2012 when it was held twice, both times with prizes funded by WMUK. The fourth iteration began on 15 April and concluded on 12 May.
  • KFC - grant approved in March. Stated aim was to improve article on KFC on the English Wikipedia to Featured Article quality with peripheral improvements to biographies of leading individuals within the company. Article was nominated at FAC in June; the candidacy closed in July. Though the article was not promoted the process led to the improvement of the KFC article.
  • Photographing of London - grant approved in April and still open. Stated aim was to provide high-resolution images of London and upload them to Commons. So far over 800 images have been uploaded to Commons (about 300 in Q2). Also during Q2 the applicant asked for an extension of the grant until the end of August; the extension was approved.
  • British Newspaper Archive - grant approved in July. The grant allows the applicant to access newspapers to improve biographies on people from Lancashire and some buildings in the county.
  • Recorder for voice intro project - grant applied for in July, awaiting approval. The applicant wants to buy recording equipment to support the Voice Intro Project.
  • Training events - experienced Wikimedians have reached out to people interested in Wikimedia but who have never edited before and taught them how to do so. Between 1 May and 31 July there were 9 such events, excluding those carried out by WiRs, with more planned for Q3.
  • Between 1 May and 31 July there were 14 meetups in the UK at nine different locations, including firsts in Chester, Nottingham, and Glasgow. This is an increase on 10 meetups in five locations in Q1, and 12 in Q2 of 2012-13.


Financial summary

[edit]

The FDC requires information about how your entity received and spent money over the past year. The FDC distributes general funds, so your entity is not required to use funds exactly as outlined in the proposal. While line-item expenses will not be examined, the FDC and movement wants to understand why the entity spent money in the way it did. If variance in budgeted vs. actual is greater than 20%, please provide explanation in more detail. This helps the FDC understand the rationale behind any significant changes. Note that any changes from the Grant proposal, among other things, must be consistent with the WMF mission, must be for charitable purposes as defined in the grant agreement, must be reported to WMF, and must otherwise comply with the grant agreement. The WMF mission is "to empower and engage people around the world to collect and develop educational content under a free license or in the public domain, and to disseminate it effectively and globally."

Revenues for this quarter

[edit]

Provide exchange rate used:

Table 2 Please report all spending in the currency of your grant unless US$ is requested.

  • Please also include any in-kind contributions or resources that you have received in this revenues table. This might include donated office space, services, prizes, food, etc. If you are to provide a monetary equivalent (e.g. $500 for food from Organization X for service Y), please include it in this table. Otherwise, please highlight the contribution, as well as the name of the partner, in the notes section.
Revenue source Currency Anticipated Q1 Q2 Q3 Q4 Cumulative Anticipated ($US)* Cumulative ($US)* Explanation of variances from plan
Regular Donations & Single Gifts GBP 240,072.48 66,586.02 67,555.48 F G 134,141.50 £240072.48 ($384115.968) £134141.50 ($214626.4) No variance.
Membership Income GBP 1,551.00 461.00 90.00 F G 551.00 £1551 ($2481.6) £551 ($881.6) No variance.
Gift Aid Claims GBP 83,276.14 23,276.14 0.00 F G 23,276.14 £83276.14 ($133241.824) £23276.14 ($37241.824) Ongoing delays with database cleansing - required before a declaration and request can be sent to HMRC.
WMF Grant GBP 331,768.00 193,531.00 0.00 F G 193,531.00 £331768 ($530828.8) £193531 ($309649.6) Grant was less than requested.
Conference Income GBP 1,964.34 1,369.34 0.00 F G 1,369.34 £1964.34 ($3142.944) £1369.34 ($2190.944) Not planned for in original plan.
Bank Interest GBP 161.84 81.84 80.00 F G 161.84 £161.84 ($258.944) £161.84 ($258.944) As Q1: As a result of a triple-dip recession, and with Bank of England interest rates stuck at 0.5%, banks are not increasing interest rates to the expected level.

* Provide estimates in US Dollars


Spending during this quarter

[edit]

Table 3 Please report all spending in the currency of your grant unless US$ is requested.

(The "budgeted" amount is the total planned for the year as submitted in your proposal form or your revised plan, and the "cumulative" column refers to the total spent to date this year. The "percentage spent to date" is the ratio of the cumulative amount spent over the budgeted amount.)
Expense Currency Budgeted Q1 Q2 Q3 Q4 Cumulative Budgeted ($US)* Cumulative ($US)* Percentage spent to date Explanation of variances from plan
Staff GBP 212,828 59,942.01 65,775.90 F G 125,717.91 £212828 ($340524.8) £125717.91 ($201148.656) 59.07% Spending to form.
Mass Upload Tool GBP 60,000.00 17,457.13 17,500.13 F G 34,597.13 £60000 ($96000) £34597.13 ($55355.408) 57% Spending to form.
Development GBP 50,000.00 5,775.73 5,486.60 F G 11,262.33 £50000 ($80000) £11262.33 ($18019.728) 23% Spending lower than budgeted: at present, we are focussing primarily on upgrading our inhouse systems and have only recently installed Bugzilla. However, we have also started work on some charitable work funded through this budget, such as a voice recording project.
Merchandise GBP 5,000.00 184.44 1,052.64 F G 1,237.08 £5000 ($8000) £1237.08 ($1979.328) 25% Spending to form.
Train the Trainers GBP 19,420.00 2,519.19 0.00 F G 2,519.19 £19420 ($31072) £2519.19 ($4030.704) 13% Spending halted pending a review of the Train the Trainers programme.
Volunteer equipment GBP 2,000.00 886.47 580.83 F G 1467.30 £2000 ($3200) £1467.3 ($2347.68) 73% Spending higher than planned, so that equipment is available early in the year.
Virtual Learning Environment GBP 2,000.00 16.00 90.00 F G 106.00 £2000 ($3200) £106 ($169.6) 5% Little or no need to spend so far.
Toolserver GBP 10,000.00 0.00 0.00 F G 0 £10000 ($16000) £0 ($0) 0% We have not yet been invoiced by Wikimedia Deutschland for any payments from this budget, but we do expect them later this year. We are waiting feedback from WMDE about the exact use the grant will be put to.
Wales GBP 5,000.00 364.75 511.54 F G 876.29 £5000 ($8000) £876.29 ($1402.064) 18% Spending lower than planned, due to the lack of editors in Wales. This should pick up with the Living Paths project running.
GLAM Conference GBP 20,000.00 11,973.96 1,489.00 F G 13,462.96 £20000 ($32000) £13462.96 ($21540.736) 67% Came in under budget.
GLAM Outreach and Events GBP 5,000.00 23.85 434.26 F G 458.11 £5000 ($8000) £458.11 ($732.976) 9% Most projects so far this year have been covered by different budgets. Work is underway to re-adjust this budget to allow it to apply to all outreach events, and not just GLAM ones.
Technical development to support cultural outreach GBP 0.00 0 0 0 0 0 0 0 100% Poorly defined. Funds from this budget have been vired to the Living Paths budget.
Living Paths GBP 24,000 0 0 F G 0 £24000 ($38400) 0 0% Only recently agreed.
Wikimedians in Residence GBP 30,000.00 10947.49 8813.50 F G 19760.99 £30000 ($48000) £19760.99 ($31617.584) 66% Spending slightly ahead of form, due to the renewal of one of the most successful WiRs to date.
Scotland GBP 21,000.00 0 3,232.25 F G 3,232.25 £21000 ($33600) £3232.25 ($5171.6) 15% Few editors in Scotland - with a population of six million, and mountainous terrain, it can be difficult to get people to attend events. Will hopefully pick up with a WiR organising events.
World Wars I and II project GBP 20,000.00 0 71.00 F G 71.00 £20000 ($32000) £71 ($113.6) 1% Delays in negotiating a key WiR agreement.
Digitisation GBP 8,000.00 0 0 F G 0 £8000 ($12800) £0 ($0) 0% Invoices expected in Q2, but not received yet. The entire budget has already been allocated, but we are looking at ways to ensure that we only digitise the very best of images and documents.
WikiConference UK (AGM) GBP 5,200.00 1,677.94 2,988.11 F G 4,666.05 £5200 ($8320) £4666.05 ($7465.68) 90% Came in under budget.
University Outreach GBP 8,000.00 2053.41 774.03 F G 2827.44 £8000 ($12800) £2827.44 ($4523.904) 35% Few university outreach events in Q1 and 2, but will pick up now that the Education Organiser is in place.
Schools Conference GBP 12,000.00 0 329.40 F G 329.40 £12000 ($19200) £329.40 ($527.04) 3% No spends expected this quarter. Major spends not expected until Q3.
JISC Post GBP 15,000.00 0 0 F G 0 £15000 ($24000) 0 0% No spends expected this quarter. Major spends not expected until Q3.
Project Grants GBP 20,000.00 34.17 112.75 F G 146.92 £20000 ($32000) £0 ($0) 1% Most project grants to individuals have been very cost-effective: as a result, we have spent very little on Project Grants.
Travel Grants GBP 20,000.00 270.56 7404.37 F G 7,674.63 £20000 ($32000) £7614.63 ($12183.408) 38% Spending is on target, but is not reflected in these figures. As this report has been requested before our first quarter has finished, major Wikimania-related spends are not yet reflected in the figures.
Wikimania 2014 GBP 2,000.00 37.89 0 F G 37.89 £2000 ($3200) £37.89 ($60.624) 2% No major spends expected until Q3.
Rent GBP 34,560.00 14,082.60 99,21.44 F G 24,004.04 £34560 ($55296) £24004.04 ($38406.464) 69% Business rates issue has pushed (and will continue to push) up office rent for the first two quarters of this year.
Staff Travel GBP 9,000.00 3,586.90 2,852.10 F G 6,439.00 £9000 ($14400) £6439 ($10302.4) 72% Spending is on target - at 70% due to Wikimania travel, but will settle down later this year.
Staff Training GBP 3,000.00 465.56 501.00 F G 966.56 £3000 ($4800) £966.56 ($1546.496) 32% Spending to form.
Office Equipment GBP 14,000.00 5084.41 3472.95 F G 8557.36 £14000 ($22400) £8557.36 ($13691.776) 61% Slightly over budget due to new (Q1) staff equipment purchases.
Board Costs GBP 16,000.00 4565.43 6320.06 F G 3,963.13 £16000 ($25600) £3963.13 ($6341.008) 25% Spending to form.
Legal Fees GBP 5,000.00 2,880.00 2160.00 F G 5040.00 £5000 ($8000) £5040 ($8064) 100% Over budget due to legal costs as a result of the Governance Review.
Project Management GBP 10,000.00 3,038.00 1279.88 F G 4317.88 £10000 ($16000) £4317.88 ($6908.608) 43% Spending to form.
Accountancy Fees GBP 14,000.00 2641.50 13039.04 F G 15680.54 £14000 ($22400) £15680.54 ($25088.864) 112% Over budget to to extra work done as a result of last year's accounts.
Annual Report GBP 3,000.00 0 1020 F G 1020 £3000 ($4800) £1020 ($1632) 34% Below budget - cheaper than expected.
Insurance GBP 3,200.00 812.55 26.50 F G 839.05 £3200 ($5120) £839.05 ($1342.48) 26% No spends expected this quarter.
Server GBP 2,000.00 0 0 F G 0 £2000 ($3200) £0 ($0) 0 No spends expected this quarter.
Fundraising GBP 28,405.00 8069.75 5894.41 F G 13964.16 £28405 ($45448) £13964.16 ($22342.656) 49% Spending to form.
Contingency GBP 15,000.00 1867.85 92.99 F G 1960.84 £15000 ($24000) £1960.84 ($3137.344) 13% Spends are inherently unpredictable.

* Provide estimates in US Dollars


Progress toward this year's goals/objectives

[edit]

This section addresses the impact of the programs / initiatives* and objectives your entity has implemented over the past quarter and the progress your entity is making toward meeting this year's goals. We understand that some metrics may not be applicable in this quarterly report, so please add metrics here if they are applicable.

*In the last round, the FDC used the term 'initiative', but this round, we are using the term 'program.'

Program 1

[edit]
Community
What are the objectives of this program? Please include metrics.
  • With the intention of supporting the Wikimedia community in its endeavours, WMUK undertakes several initiatives:
  1. volunteer equipment – making equipment available for volunteers to use
  2. Wales – supporting Welsh Wicipedia and delivering Living Paths Project
  3. project grants (ie: micro and macrogrants) – grants made and amount spent
  4. travel grants – spent to allow
  5. Wikiconference UK and AGM – delivered with high feedback
  6. Wikimania 2014 – support to ensure a successful bid
  7. Training the Trainers and Virtual Learning Environment
  8. development budget including supporting others – monthly meetings with community engagement
Edward Saperia talking about Wikimania 2014 at WikiConference UK 2013
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  1. Equipment has been purchased (available items are detailed on the WMUK website) and ready for use by the community. £580.83 spent in Q2.
  2. We now have a Wales Manager in post to run the Living Paths project which aims to deliver 2,000 articles related to the Wales Coast Path, with 180 new editors
  3. £112.75 spent on grants in Q2, with some previous grants carrying on from previous quarters. There were four active microgrants in Q2 and one filed and awaiting approval, and two applications for macrogrants (neither yet approved).
  4. In Travel Grants, we are spending to budget with £7,404.37 spent in Q2. The spending in this quarter allowed a volunteer to attend the Program Evaluation and Design Workshop in Budapest, and another volunteer to attend OSM State of the Map in September.
  5. Wikiconference UK and AGM took place on 8 June. The feedback can be found on the WMUK website. Overall the feedback was positive, and the event was given an average score by attendees of 4.37 out of a possible 5.
  6. The London Wikimania bid was successful
  7. Since the programme started there have been three Training the Trainers sessions which helped educate people in how to deliver training. None were held in Q2 as we entered the review stage. Evaluation survey completed with full report to board in September. The virtual learning environment is not yet ready.
  8. Technical Committee meets on a regular basis with members of the community involved in discussion. Server is in place.
Activities conducted.
  1. Volunteer equipment has been taken to volunteer-led events. The laptops have been made available at editathons and training workshops, while photographs taken with the office's camera have their own category on Commons (about 160 from Q2). Use of equipment being monitored.
  2. Recruitment carried out to enable the progress of the Living Paths project; manager now in post.
  3. The process of approving micro- and macrogrants was reviewed and authority has been delegated.
  4. Travel grant applications taken for OSM conference, and Program Evaluation and Design Workshop. Grants allocated.
  5. Conference and AGM held in June.
  6. It was announced in Q2 that the London bid for Wikimania 2014 was successful.
  7. Review of TtT underway assessing the future of the programme
  8. The technology committee are developing a 12-month strategy. Gift Aid and Smart Debit extensions have been installed. Committee supports the community in endeavours such as setting up the UK's Wiki Loves Monuments website.
What worked and what did not?
  • The macrogrant system is a slow process, and the only open application has been May. The process has been reviewed with the hope of making the system easier for applicants. While the people who have been through the Training the Trainers have been delivering events and been enthusiastic about wanting to deliver more, the virtual learning environment is still not ready.

Any additional details:


Program 2

[edit]
Promoting Free Knowledge
What are the objectives of this program? Please include metrics.
  • WMUK undertakes a range of activities to promote free knowledge:
  1. supporting the Europeana mass upload tool – delivering grants to Europeana and receiving progress reports
  2. producing and distributing merchandise and publications to raise awareness about Wikipedia and for use at events – value for money, monitor usage and ensure items are used at events
  3. extended reach – number of events delivered, number of new editors, numbers active after 1 week and 1 month
  4. GLAM outreach and events – number of institutions involved, number of people at events, number of people still active 1 week and 1 month later
  5. Wikimedians in Residence (including the WWI project) – keeping track of number of events delivered, number of new editors introduced to Wikimedia, and number still editing 1 week and 1 month later
  6. university outreach – number of events delivered, number of new editors, numbers active after 1 week and 1 month
  7. supporting toolserver – delivering grant and receiving progress reports
  8. supporting digitisation – the aim is to have 4,000 culturally significant files uploaded to Commons per year
  9. working with JISC – recruit person and have in post in Q2
The launch of the Brazilian battleship Minas Geraes on 10 September 1908, uploaded as part of a Wikipedian in Residence programme at the Tyne and Wear Archives and Museums and now used in three different articles on the English Wikipedia.
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  1. £17,500 paid to Europeana in June, find tranche pending receipt of invoice. Report received in July.
  2. Merchandise regularly used at events. Stock taking now in place ensuring items are re-ordered when low. Multiple suppliers are examined when ordering to ensure value for money.
  3. British Black Music editathon held in June with four attendees. The names of three user accounts are known, none of which continued to edit after the editathon. In July there was an edithaton on women in science at the National Institute for Medical Research, however it is too soon to make conclusions on editor retention. It garnered press coverage in a national newspaper as well as on the NIMR website.
  4. There were two editathons in Q2 involving two institutions: one at the Royal Opera House and one in relation to WWI (part of a multinational editathon involving several other chapters). The editathons attracted established editors rather than new people, and all bar one of the 18 attendees are still editing.
  5. There were three WiRs in Q2: one at the Tyne and Wear Archives and Museums who started in March; the residency concluded on 28 June and the report on his activities can be found here. The WiR at the National Library of Scotland began in post in July. WiR at the Natural History Museum and Science Museum has had his residency extended; monthly reports from his residency can be found here. Altogether they have delivered 10 events to 150 people. Of the 47 new accounts, the names of 31 are known allowing us to measure participation over an extended period. The following figures exclude accounts which were registered after 27 June as their accounts are too new for this report. Of 27 accounts, one week month on from the date of registration 18.5% were editing, and one month on this drops to 7.4%. WiRs also facilitated the upload of 110 images to Commons under a suitable licence [1] [2]. Talks were delivered to GLAM professionals (and a representative of the UN) on Future activities planned for Q3 include an editathon and other events.
  6. 1 training event delivered with 13 attendees (including 10 new accounts). 23% of people editing one week on, too soon to comment on retention after one month.
  7. Payment of grant pending the receipt of an invoice; report pending.
  8. An estimated 1,667 images uploaded in Q2 as part of the Picturing Canada project and in association with the National Archives.
  9. Tenders were accepted for the JISC post and the successful candidate is now in post.
Activities conducted.
  1. Grant made
  2. Merchandise reordered as needed and distributed to trainers and representatives of the charity to use at events. Now developing a system to measure how much each event costs in terms of merchandise used to progress towards a fuller understanding of event costs. Survey of volunteers and trainers conducted to assess what outreach materials and merchandise works and what does, and asking for suggestions for new items. Currently in the process of examining options for outreach materials.
  3. Two editathons held and events for Q3 are being planned: Wiki Loves Monuments will be delivered in September and further editing events in association with Ada Lovelace Day are planned.
  4. Two editathons held
  5. Three WiRs active during Q2 delivering 15 events to a total of about 150 people.
  6. 1 editing event delivered to doctoral and post-doctoral researchers
  7. Payment pending
  8. An estimated 1,667 images uploaded in Q2 as part of the Picturing Canada project and in association with the National Archives.
  9. Recruitment was undertaken and has been successful.
What worked and what did not?
  • As part of extended reach we had hoped to have a WiR at the Black Cultural Archives in Q2. This was not delivered because the BCA did not have the capacity to take on the post and the residency is on hold. The WiR at the Natural History Museum and Science Museum was so successful the institutions asked for an extension on the contract.

Any additional details:


Program 3

[edit]
Membership and Public Support
What are the objectives of this program? Please include metrics.
  • The costs of the fundraiser include many things. Metrics: Weekly (prefer daily/every 48 hours but see how we go in terms of whole workload); Ongoing - Requests to cancel and set up direct debits should be done daily. More complex queries that touch on other issues (editing, inquiry into existing donation etc) within week. Aiming to produce a donor newsletter every three months.
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • Queries dealt with within 48 hours. When Fundraiser was on leave, fundraising@ was checked on a regular basis by other members of staff and inquiries dealt with within established parameters. First donor newsletter was sent out in March, and with the second provisionally scheduled for the end of July. 4 staff involved.
Activities conducted.
  • Donor newsletters being written, aiming for a successful delivery at the end of July
  • Conducted donor survey - first done
  • Run data cleanse - quotes being sought but not yet completed
  • No change to policies in Q2
  • Plan Gift Aid claims
What worked and what did not?
  • Negotiating distribution directly to 2012 donors but currently there are no plans to cross screen databases to identify shared contacts.

Any additional details:


Program 4

[edit]
External relations
What are the objectives of this program? Please include metrics.
  • To increase awareness of Wikimedia amongst the GLAM community, in 2013 WMUK held a major international conference in cooperation with the British Library on the theme of the interaction between Galleries, Libraries, Archives, and Museums and Wikimedia. With the conference delivered in Q1, metrics for Q2 are assessing the feedback from the event. The chapter has also supported the Chapters Association, aiming to do so by sending along representatives to WCA related events.
Progress against these objectives (include metrics and # of volunteers/staff involved)?
Activities conducted.
  • The feedback from GLAM Wiki can be found on the WMUK website. Overall the feedback was positive, and the event was given a score of 4.54 out of a possible 5.
  • WMUK sent three delegates to the Wikimedia Conference 2013 in Milan (the charity's secretary attended as a representative of the FDC). WMUK's CE and Chair presented on governance and the Hudson review.
What worked and what did not?
  • GLAM-Wiki was well received by the GLAM community

Any additional details:

  • Planning excursion to Wikimania in Hong Kong


Program 5

[edit]
Finances
What are the objectives of this program? Please include metrics.
  • As a medium-sized charity, and one of the larger Wikimedia chapters, we are required to undergo a full audit every year by an independent auditor. This, unfortunately, costs money. This program covers the costs of our annual accounts and audit, quarterly management accounts and additional consultancy work.
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • 2012-13 Audit completed and filing pending
  • Draft of figures were circulated at the AGM
Activities conducted.
  • 2012-13 Audit completed and filing pending
  • Sage support and training undertaken
What worked and what did not?

Any additional details:


Program 6

[edit]
Governance, management and administration
What are the objectives of this program? Please include metrics.
  • This programme covers costs which are essential to our running, namely: office equipment & supplies; board costs; legal fees; insurance; annual report; other consultancy and professional support; and contingency.
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • Office equipment and supplies, board costs, insurance, and annual report are all within budget.
Activities conducted.
  • A review of our insurance was conducted in Q2 and we opted to stick with our current insurers.
  • Evaluating candidates for co-option to the board.
  • Discussions over QRpedia are ongoing.
  • Insurance covers us for payroll and Living Paths project.
What worked and what did not?

Any additional details:

  • Tenders are being accepted to review the charity's progress against the Hudson report


Program 7

[edit]
Staff
The staff in July 2013
What are the objectives of this program? Please include metrics.
  • Providing staff to support the community of Wikimedians based in the UK. Hiring a full time Wales Manager to develop the Wicipedia Cymraeg and English Wikipedia in Wales through encouraging and training new editors via our Llwybrau Byw - Living Paths Project. Supporting staff travel and staff training.
Progress against these objectives (include metrics and # of volunteers/staff involved)?
  • Our Wales Manager as been in post since early July as has begun a programme of training new editors. As a matter of principle, we include volunteers on our interview panels: there were two staff and one volunteer involved in these interviews in total. Staff have started to log estimates of how much time they spend on the charity's programme's, allowing us to show how much time was spent on particular activities. A total 22 working days was spent on professional training, with staff enhancing their skills in relation to team building, GLAM relations, working with volunteers, Sage accounting, and effective metrics. £3,090.60 was spent on staff travel between May and July. In Q2 the ten staff at WMUK (nine FTE) spent about 3,800 hours working. Of this
  • 2% was spent on international programmes;
  • 11% on managing staff;
  • 21% on general outreach
  • 13% on GLAM
  • 8% on education
  • 3% on our grants programmes
  • 8% on preparing for the AGM and supporting Wikimania
  • 29% on admin
  • and 5% on fundraising
Activities conducted.
  • Recruitment of a Wales Manager and staff continue to support the volunteer community and spend time on WMUK's charitable activities.
What worked and what did not?
  • We now have 10 members of staff to assist in delivering our charitable objectives.

Any additional details:


Lessons learned

[edit]

Lessons from this quarter

[edit]

A key objective of the funding is to enable the movement as a whole to understand how to achieve shared goals better and faster. An important way of doing this is to identify lessons learned from entities who receive funds, and to share these lessons across the movement. The purpose of this section is to elicit some of these insights, which will be shared throughout the movement. Please answer the following questions in 1–2 paragraphs each.

What were your major accomplishments in the past quarter, and how did you help to achieve movement goals?

  • Our major accomplishments were generally in the field of governance. We have gone from having testing governance problems, to being a chapter with robust systems and policies in place to deal with governance issues. We have also brought in new blood, with new volunteers from outside and inside the movement, including long-term contributors and the previously uninvolved Wikimania 2014 team.

We are quite happy with the microgrants programme which, even though it has been underspending, produces excellent results for the project - empowering the 'power user' content creators to create excellent content is relatively simple to do, even for small chapters.

What were your major setbacks or unanticipated challenges in the past quarter (e.g., programs that were not successful), and how did this affect what you were able to accomplish?

  • Our major problems were the delays in putting Wikimedians in Residence at place at some institutions. This can really push a project back, as without a 'core' for people to coalesce around, it is much more difficult for spontaneous events to occur. A focus on governance has also led to an overspend in related budgets, as we try to ensure that we reach the 'gold standard' for charities and chapters. This is unfortunate, but will have long-term benefits for the movement and the chapter as we discern how it is possible to merge the traditional proven charity model with our laudably open movement. We have also had some difficulty expanding into Scotland, and very little success with expanding into Northern Ireland or elsewhere.

What factors (organizational, environmental) enabled your success?

  • Having a few key volunteers spread around the country is extremely helpful - they form a network of people around whom events can coalesce. There need only be one every hundred miles or so, but as long as they turn up to events, others will as well. We feel that this is really a key part of a volunteer strategy - expanding the network of 'core' volunteers.

What changes might you make in executing your initiatives into the next quarter?

  • While having a volunteer-led set of projects is our aim, it is important that any such projects have an adequate level of staff support, to ensure that if the volunteer becomes unavailable, or is unwilling to help, that the project does not falter. In addition, it is unreasonable to expect volunteers to write after action reports on events - although some volunteers are happy to do so, it can be much more difficult for others to find the time. These reports are unfortunately necessary, so that WMUK can report back to the FDC - we will have to look at our reporting systems more closely as a result.

Additional information

[edit]

Provide any other relevant information that may be helpful or relevant for the FDC (e.g., links to any media coverage, blog posts, more detailed reports, more detailed financial information).

  • Our blog, at http://blog.wikimedia.org.uk/, lists all the achievements we are particularly proud of over the last year. We would also encourage the FDC to check our monthly reports to the WMF.

Compliance

[edit]

Is your organization compliant with the terms outlined in the grant agreement?

[edit]

As required in the grant agreement, please report any deviations from your grant proposal here. Note that, among other things, any changes must be consistent with our WMF mission, must be for charitable purposes as defined in the grant agreement, and must otherwise comply with the grant agreement.

  • There have been some minor changes between budget lines, including the closing down of the poorly defined 'Technical Development to support Cultural Outreach' budget, and the opening of a new budget: the 'Living Paths' budget. All of the changes are within the scope of both the WMF's Mission, and WMUK's Charitable Objects. They are also for charitable purposes as defined in the grant agreement, and comply with the rest of the grant agreement.

Are you in compliance with all applicable laws and regulations as outlined in the grant agreement? Please answer "Yes" or "No".

  • Yes.

Are you in compliance with provisions of the United States Internal Revenue Code (“Code”), and with relevant tax laws and regulations restricting the use of the Grant funds as outlined in the grant agreement? Please answer "Yes" or "No".

  • Yes.

Signature

[edit]
Once complete, please sign below with the usual four tildes.


Retrieved from "https://meta.wikimedia.org/w/index.php?title=Grants:APG/Proposals/2012-2013_round1/Wikimedia_UK/Progress_report_form/Q2&oldid=15333464"