Grants:PEG/WM CZ/Communities/Report/2014-01

Interim report accepted

This interim report for a Project and Event Grant has been reviewed and accepted by the Wikimedia Foundation.

To read the approved grant submission describing the plan for this project, please visit Grants:PEG/WM CZ/Communities.
You may still comment on this report on its discussion page.
Please visit Grants:PEG/WM CZ/Communities/Report to comment on or read the final report.
You are welcome to Email grants at wikimedia dot org at any time if you have questions or concerns about this report.

Compliance and completion

Are you complying with the requirements specified by WMF in the grant agreement?: YES

Do you expect this project to be completed by the date specified in the approved grant submission?: YES

Did you use any of the grant funds?: YES

Was this interim report requested by WMF?: YES

Activities and lessons learned

This section describes what the grantee did, and what the grantee learned from implementing the project. This section should be useful to others implementing similar projects and is an opportunity for the grantee to reflect on the project's performance.

Activities

Provide a detailed list of activities performed to complete this project, descriptions of these activities, and the amount of time spent on each activity. This section should also include a list of participants, or a link to pictures, blog posts, or videos from the project or event.

Articles being written during Wiki takes Přibyslav, May 2014

Renovation and furnishing of the office
- The office was used for Board meetings (2) and wiki-meetups (3) [1] [2] [3]
  - For the first time we were able to do board meetings in our facility and not in a pub/restaurant or any other place where some of the visitors criticed high prices, too much noise, problematic internet connection or something else. We also did not need to ask our members for allowing us to use their apartment in a case we did not want to work in a restaurant/pub. An average board meeting tooks about 2 hours time, an average community meeting about 3-4 hours.
- General Assembly of WM CZ took place in the office
  - For the first time the WM CZ General Assembly took place in WM CZ office. Duration of the event: cca 5:30-6 hours.
- Various meetings, events and negotiations took place in the office as well (6)
  - These include for example: Meeting with a candidate for job administrator, meeting with Jakub Růžička and a discussion about Strategy of Digital Education for 2020, meeting with WMF developer André Klapper, meeting with Cultural compass representative related to participation in FČO (Photo of Czech villages) and various smaller meetings related to wiki editing and documents digitalization.
- First Czech Editathon
  - The first Czech editathon took place in WM CZ office. Duration: 2-3 hours.
- Education Coop kick-off meeting meeting in Prague
  - A pre-conference informal meeting of Czech Education program leaders with representatives from the Wikimedia Foundation and Wiki Education Foundation
Other community-related events (funded by CG):
- Wikimeetups in Brno (every 2 months there is a meeting with guests from Prague presenting the Chapters' events and activities [4] [5])
  - We have sucessfully sparked a second active wikipedian community in Brno that prepares meeting on regular basis. The potential of Brno wikipedians/wikimedians grew so much that they will take care of the 2014 Wikiconference that will take place in the south Moravian metropolis. Duration of these meetings: 2-3 hours.
- Wiki takes Přibyslav (WikiTown Přibyslav) First Wiki Takes in the Czech Republic, co-organized and prepared with the support of Mediagrant. 700 pictures, 64 new articles and 250 kB of text was created. Duration of the event: 3-3,5 days.
Participation on these regional events:
- Wikipedians in Seinhennersdorf
  - WM CZ participated in the long time ago envisioned workshop related to the Lusatia Region. A cooperation between Czech, Polish and German wikipedians took place and some of the Czech wikipedians who were not regular users got kinda impressed by Wikipedia.
- Chapters meeting in Berlin
  - WM CZ sent a representative to the Chapters Conference in Berlin in April 2014 in order to follow the recent developement in the international Wikimedia community. Major issues were discussed and later on communicated within the chapter.
- EduWiki Conference 2014 in Belgrade
  - A conference about EduWiki where Students Write Wikipedia were presented as a project of WM CZ by one of our representatives.
- WMAT Monumento Salzburg
  - WM CZ sent a representative to a meeting related to the issues of GLAM and WLM. Czech experience and Austrian experience in Wiki loves monuments were shared on that conference.

Lessons learned

What lessons were learned that may help others succeed in similar projects, or that may change the way you are doing this project?

What went well, or is going well?

The office of WM CZ is used for various events and the potential of our organization grew. It is now possible to have negotiations in a friendly manner, in a friendly place that we are in charge of. We can also try to do totally new things and allow also those with similar goals to use our office and thus to spark any multi-NGO cooperation. We can have interns now, as they have a place where to work.

What did not go well, or is not going well?

Most of the events are going right or just fine, but promotion both into the community and outside of it should be improved to meet our goals. A media communication strategy must be made and we are planning a workshop to adress just that. The number of active members of our chapter grows slowly, and we are still waiting for a significant breakthrough in this respect.

From your answers above, do you plan to change anything you are doing as your project continues?

Events promotion guidelines and manuals. Community training in this issue.

Project goal and measures of success

This section should reference the project goals and measures of success described in the approved grant submission. See Grants:PEG/WM CZ/Communities/Report to review the goals and metrics listed in the approved submission.

Project goal

Provide the project goal here.

The goal of this project is to strengthen and expand the Czech Wikimedia projects community. In order to do this, the number of active participants of the projects, as well as the number of Wikimedia Czech Republic's members, should grow. Currently, the number of members of Wikimedia Czech Republic is somewhere around 40 for the last 2 years. The amount of active Wikipedia users is also stagnating.

In order to combat this, volunteers have to be motivated (workshops, editathons) or educated (editathons) to contribute. As the time needed for writing good articles - according to constantly rising Czech Wikipedia's standards - rises, the office can provide a good space for a long-term unspoiled concentration and voluntary work on our projects. It will also serve as the place where volunteers can meet and engage in joint activities, exchanging idea and improving motivation. The office will also be used to store the chapter's property (boxes of our leaflets, scanner, laptop).

Do you expect to reach your project's goal? Why or why not?

In the text stated above it is mentioned that the overall goal of our project is to attract new volunteers to both projects communities, as well as to our chapter. Wikimedia Czech Republic has 39 members so far and there are indicators that several other people would like to join our organization. We will most likely cross the 40 members milestone this summer. The number of members of the chapter is rising, but the progress is slow and much work remains.

Thanks to this grant we have a possibility to do new kinds of events that attract new people. Wikimedia Czech Republic is thus more versatile. Our office will be used for interns work (originally unscheduled) as well as for meetings of the currently being created platform of NGOs in the Czech Republic which are interested in the same or similar goals (PD-gov for example).

Wikimedia Czech Republic has so far organized only a fraction of the events scheduled/planned. We do believe that continuing in this effort will bear the fruits we are looking for. So far, it seems to be a very short period for us to evaluate the outcomes unambiguously.

Measures of success

List the measures of success exactly as provided in the approved grant submission, and evaluate your project according to each measure listed there. Answer only for measures on which you are currently able to report since your project has not been completed.

To organize at least 7 meetings with a projects-related program. A projects-related program means that presentations related to the projects organized by Wikimedia Czech Republic has to be there at every meeting (in the beginning). Attendance is supposed to be: average 15 people.
To organize at least 10 presentations with a projects-related programs. A presentation is an activity organized in a cultural institution (ie. library, school etc) that aims on all visitors interested in learning how to use/contribute to our projects. Attendance is supposed to be: average 20 people.
To organize workshops and editathons in the Office (100 articles on Wikipedia to be created during these workshops is a minimum). Workshops and editathons are supposed to be:
- a) educational, ie. explaining how to edit Wikipedia (or other projects) and why. How can one contribute. The goal is to teach future Wikipedians/chapter members/sympathizers.
- b) content-making, ie. people gather together to make content. The goal is to write as much articles as possible (minimum, as stated above, is 100).
To obtain an office, furnish the office and organize at least 5 meetings (workshops, editathons) inside the facility. The office is supposed to be 30 m² area at Konopišťská 3, Prague 10.
To provide a place (ie. the office) that can increase effectivity of other grant projects of Wikimedia Czech Republic (i.e. Mediagrant and Presentation&Outreach) - for workshops, meetings and other events.
To participate in at least 3 regional events where the current progress, practice and experiences from the communities of Wikimedia Projects in Czech or from the Wikimedia Czech Republic Chapter will be presented.

We will consider this project a success if the office will be frequently used by the chapter's members or Wikimedia projects contributors. Based on data in carefully administered register of the usage, the lowest amount of hours, when the office will be used for the chapter's activities, is set at 720 hours in the period of December 2013 – December 2014 to let the project be considered successful.

Provide an overall assessment of how your project is going according to these measures.

So far 2 of these 7 meetings were organized. For the remaining period (75 % of the grant duration) we believe we will do the rest and we hope to surpass the original number. The attendance for both meetings was: 8 and 20 people.
So far 1 of these 10 events was orgnized (Wiki Takes Přibyslav). The event combined our already good photo-workshop experiences, GLAM team experiences and included a new one, cooperation with local administration and an editathon. The attendance was 10-12 people. For future, similar events are scheduled for Rožnov pod Radhoštěm and/or Slavkov u Brna (Austerlitz). The photographic part of this event was financed from Mediagrant, while the encyclopedic one (an editathon) by this grant. 64 articles were created in total.
One editathon took place in the office (12 articles created out of 100); plus the Education Coop meeting took place in the office in February this year.
- a) So far we were not able to attract general public to events like this. We will try to focus our efforts in the future to change this situation.
- b) As it was stated above, 12 articles were created during the first Czech editathon.
The planned office was renovated and furnished. There is still some work to be done especially in the bathroom section, in order to create a more representative space.
WMCZ has participated so far on regional events (Wikipedians in Seifhennersdorf, Chapters Conference in Berlin, EduWiki Conference 2014 in Belgrade, WMAT Monumento meeting in Salzburg).

While doing this project, have you decided to track any other measures of success not listed in your grant submission? If so, please

The current impact on mass media (regional and national) must be better analyzed and WMCZ has to invest more effort in this issue.

Impact

Remember that you will need to report on your project's impact on WMF's mission and strategic goals in your final report.

Major impact criteria

Number of events that we successfully organized
Number of addressed people
Number of content created
Number of new volunteers, new members etc.

Reporting and documentation of expenditures

This section describes the grant's use of funds

Documentation

Remember that you will need to send receipts or documentation of all project expenses to WMF at the time your final report is submitted.

See following tickets in tracker: 437 472 436 465 438 441 509 466 467 475 450 273 495 516 474 445

Expenses

Please list all project expenses in a table here, with descriptions and dates. Review the instructions here here.: These expenses should be listed in the same format as the budget table in your approved submission so that anyone reading this report may be able to easily compare budgeted vs. actual expenses.; Note that variances in the project budget over 10% per expense category must be approved in advance by Project and Event Grants program staff. For all other variances, please provide an explanation in the table below.

Number	Category	Item description	Unit	Number of units	Actual cost per unit	Actual total	Budgeted total	Currency	Notes
1.1	Rent	WMCZ office rent costs	1 month	6	18,21 (500)	109,28 (3000)	109,28 (3000)	EUR (CZK)
1.2	Allbuilding related services	ie. electricity connection, water connection, elevators etc.	1 month	6	7,46 (205)	44,80 (1230)	46 (1318,08)	EUR (CZK)
1.3-1.4*	Furnishing the office and basic repairs	The sum of money is supposed to be used for purchase of basic furniture and equipment for the office, ie. chairs, tables and cabinets. Also for basic repairs like painting of the place etc. This sum was supposed to be mainly spent in this period in order to make the office furnished for the entire period of its use.	N/A	N/A	N/A	632,48 (17361,50)	950 (26077,50)	EUR (CZK)	* The merge of these items is based on the additional request
1.5	Water, electricity and internet connection	Sum of money needed for basic costs for the above mentioned services. Unlike in 1.2 these are related to the office consumption only.	N/A	N/A	N/A	95,76 (2656)	125 (3431)	EUR (CZK)
1.6	Heating	Heating deposit - 2000 CZK per month. Once the real costs are known by the administrator of the building, then the real price will be calculated. Thus we might got a refund or we will have to pay an additional costs in the future. This might thus be a reason for any changes in further reports in this field.	1 month	5	72,86 (2000)	364,29 (10000)	960 (26352)	EUR (CZK)
2.1**	Organization of certain number of meetings in the Czech Republic	Events we organize around the country. These include for example Wikimeetups in Brno [6] [7]	1 event	2 for this time period (1 with defined costs, 1 without any costs)	12,57 (345)	12,57 (345)	40 (1098)	EUR (CZK)	** Costs per unit may vary from the planned amount significantly, since a derogation is in force. This however does not affect total costs
2.2**	Organization of certain number of presentations in the Czech Republic	Presentations of Wikipedia in the Czech Republic. Wikipedia and other WMF projects are supposed to be presented around the country on various events	1 event	1	301,74 (8283)	301,74 (8283)	80 (2196)	EUR (CZK)	** Costs per unit may vary from the planned amount significantly, since a derogation is in force. This however does not affect total costs
2.3	Workshops/editathons (in the office)	Various workshops and editathons in the office. These events should be either educative (ie. for newbie wikipedians to learn about our projects) or content-generating (ie. we want to make a lot of articles/a quality article)	1 event	2	14,89 (408,7)	29,78 (817,4)	60 (1646)	EUR (CZK)
3.1**	Participation on regional events	WMCZ members will participate on events in the Region (whole Europe, but not exceeding 1500 km from Prague by a direct line).	1 event	4	172,89 (4745,84)	691,56 (18983,37)	750 (20587)	EUR (CZK)	** Costs per unit may vary from the planned amount significantly, since a derogation is in force. This however does not affect total costs

Total amount spent on this project so far (with currency): 62 676,27 CZK (2283,29 EUR)
Total amount of WMF grant funds spent on this project so far (with currency): 62 676,27 CZK (2283,29 EUR)
Based on your spending, will you need to request any changes to your budget? If you do, please see the guidelines for requesting changes to your budget.: NO