Grants:PEG/Wiki Loves Monuments international team/2015 coordination/Report

Report accepted

This report for a Project and Event grant approved in FY Pending 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/Wiki Loves Monuments international team/2015 coordination.

You may still comment on this report on its discussion page, or visit the discussion page to read the discussion about this report.
You are welcome to Email grants at wikimedia dot org at any time if you have questions or concerns about this report.

Project status

Did you comply with the requirements specified by WMF in the grant agreement?: Yes

Is your project completed?: Yes

Activities and lessons learned

Activities

Initiation of the project and setup of the international team
Setup of the banners in Wikimedia projects
Setup of the upload campaign in Commons
Update of the Commons commons:Wiki_Loves_Monuments_2015
Update of the website [1]
Contact with all local teams
Definition of the tools
Definition of the jury tools
Definition of the jury
Collection of the winning photos in each country
Selection of the winners in the international jury
Identification of the winners
Announcement of the results in social media and in Wikimedia projects
Delivery of the prizes
Closure of the project

Lessons learned

What worked well?

The team was experienced and able to solve several problems. The format is well established and consolidated. This is the big asset in this kind of projects.

the organization of WLM needs mainly a good communication and some technical skills (mainly to setup templates in Mediawiki). Skilled members can manage it easily.

What didn't work?

The motivation of the international team is low and hard to increase because the communication takes time. To give prizes I personally spent several months to have a local person (the local organizer) to identify the winners and to mediate the communication.

What would you do differently if you planned a similar project?

At the moment the format is consolidated and it's a challenge to change something. The replication in several countries is due to the simplicity of the format and to the capacity to be replicated easily. :Probably additional points can be considered in future but, considering the high number of countries, the changes will need a big effort to be implemented. We should consider that some countries have filled all categories of local heritage, but some other countries have a lack of categories. Probably in future Wiki Loves Monuments can be a high motivational experience for new teams in new countries.

Learning patterns

Outcomes and impact

Outcomes

Provide the original project goal here.: Supporting local teams in their local efforts to run the Wiki Loves Monuments competition and holding an international competition between all participant countries.

In addition the international team will help local communities in several technical aspects, mainly before the start, and will invite several local communities to host this contest at the national level.

More specifically:

Providing local organizers with the support that they need to organize the national Wiki Loves Monuments competitions in their countries, including the technical infrastructure (templates, upload campaigns, etc.) for uploading images;
Providing an international layer for Wiki Loves Monuments 2015, including organizing the international photo competition and an international contest;
Providing and/or helping with the provision of a central infrastructure that can support and coordinate the national competitions;
Providing a central help-desk to help the local teams to solve their technical issues;
Creating and maintaining helpful documentation for multiple target groups, including national organizers and participants;
Selecting the international jury and supporting the jury to select the international winners.

It's important to stress that the international team doesn't develop tools but its important task is to coordinate the recover of old tools and the communication to other communities. Also in this case the role is mainly of communication and coordination.

Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 short paragraphs.: The project goal were achieved and the international team helped the local teams to be in time with the deadline. The documentation is not huge, but can help to setup an event like this having a little technical background.

Progress towards targets and goals

Project metrics

Project metrics	Target outcome	Achieved outcome	Explanation
39 countries	33 countries (List)	Several countries have already filled the list of monuments with good photos, some others decided to have a rest but the biggest problem was the uncertainty of the start of the international contest. Anyway it has been interesting to see the participation for first time of countries like Bulgaria, Brazil, Iran and Latvia where the communities are growing and where the organization of an event like WLM is considered an important an element of cohesion.
80% of the countries will start in time	+80% started in time
Technical aspects solved before the start and tools available	All banners and tools were available	A small problem was present with the jury tool. Thanks to Wikimedia Ukraine and to User:Ilya, the jury tool of WLE has been made available also for WLM.
The international finale is successfully completed	The results have been announced in December 2015
The prizes are handed out before April 2016	100%
At least 90% of the participating countries submitted nominees to the finale	100%
A better documentation is available for the all important parts of organizing a Wiki Loves Monuments

Global Metrics

We are trying to understand the overall outcomes of the work being funded across our grantees. In addition to the measures of success for your specific program (in above section), please use the table below to let us know how your project contributed to the Global Metrics. We know that not all projects will have results for each type of metric, so feel free to put "0" where necessary.

Next to each required metric, list the actual outcome achieved through this project.
Where necessary, explain the context behind your outcome. For example, if you were funded for an edit-a-thon which resulted in 0 new images, your explanation might be "This project focused solely on participation and articles written/improved, the goal was not to collect images."

For more information and a sample, see Global Metrics.

Note: global metrics cannot be applied here except the case we consider the amount of the results of each countries. The goal of the project was mainly organizational and focused in project coordination.

Metric	Achieved outcome	Explanation
1. # of active editors involved
2. # of new editors
3. # of individuals involved
4a. # of new images/media added to Wikimedia articles/pages
4b. # of new images/media uploaded to Wikimedia Commons (Optional)
5. # of articles added or improved on Wikimedia projects
6. Absolute value of bytes added to or deleted from Wikimedia projects

Learning question: Did your work increase the motivation of contributors, and how do you know?

There is not a valid measure except the number of participating countries and the number of countries who delivered their results. Considering these numbers, we can declare that the motivation of the local organization teams has been increased. Unfortunately in this edition we have had the withdraw of big uploader countries like Poland and Czech Republic who decided to have a rest.

Impact

What impact did this project have on WMF's mission and the strategic priorities?

Option A: How did you increase participation in one or more Wikimedia projects?

Option B: How did you improve quality on one or more Wikimedia projects?

Option C: How did you increase the reach (readership) of one or more Wikimedia projects?

Wiki Loves Monuments increases the number of images and the focus is to have high-qualitative images through a contest. The long preparation of some countries who hires or creates a working group is a signal of the importance of this event and how it is considered as an high impact event by some countries.
The goal of the international team is not to keep the contributors because it belongs to the local teams, what the international team does is to motivate the local teams.

Reporting and documentation of expenditures

This section describes the grant's use of funds

Documentation

Did you send documentation of all expenses paid with grant funds to grants at wikimedia dot org, according to the guidelines here? Answer "Yes" or "No".: Yes

Expenses

Please list all project expenses in a table here, with descriptions and dates. Review the instructions here.

Number	Category	Item description	Unit	Number of units	Actual cost per unit	Actual total	Budgeted total	Currency	Notes
1	prizes	first three prizes	prize	3	922,00	2'766,00	3'000,00 USD	Euro	The prizes were paid in Euro considering the exchange rate of 28 Jan 2016 / 04 Feb 2016
2	prizes	prizes from 4th to 10th	prize	4	368,80	1'475,20	2'000,00 USD	Euro	The prizes were paid in Euro considering the exchange rate of 28 Jan 2016 / 04 Feb 2016
3	prizes	prizes from 4th to 10th	prize	1	363,54	363,54	500,00 USD	Euro	The prize was paid in Euro considering the exchange rate of 23 Feb 2016
4	prizes	Administrative costs	International bank transfer fee	2	7,50	15,00	-	Euro	The taxes were included in the budget for prizes, the international money transfer have some fees
5	prizes	Administrative costs	International bank transfer fee	2	29,50	59,00	-	Euro	The taxes were included in the budget for prizes, the international money transfer have some fees
6	Professional support	Administrative costs	Administration Overhead	1	467,87	467,87	1'000 USD	Euro

Total project budget (from your approved grant submission): 9'000 $

Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if PEG is your only funding source): 9'000 $

Total amount spent on this project: 5'146,61 Euro

Total amount of Project and Event grant funds spent on this project: 5'146,61 Euro

Are there additional sources that funded any part of this project? List them here.: The tools have been offered by the community

Remaining funds

Are there any grant funds remaining?: Answer YES or NO.; Yes

Please list the total amount (specify currency) remaining here. (This is the amount you did not use, or the amount you still have after completing your grant.)

I have the spent funds in euros and the budget in USD, the remaining funds are the difference 9'000 USD - 5'146,61 Euro

If funds are remaining they must be returned to WMF, reallocated to mission-aligned activities, or applied to another approved grant.

Please state here if you intend to return unused funds to WMF, submit a request for reallocation, or submit a new grant request, and then follow the instructions on your approved grant submission.

Return unused funds