Grants:Simple/Applications/Basic template/2020 update

This page summarizes the changes made to the basic template used for Simple Annual Plan Grant applications in August 2020 as part of a pilot to simplify the application process.

The general goals of this pilot are to:

• reduce the amount of time you spend preparing your SAPG application, while focusing on the most relevant information
• better understand your needs related to your planned programs or other organizational operations.
• further build a relationship of partnership and trust

Summaries of the changes will be organized below by application section, and examples will also be provided to make clear the level of detail / granularity that is satisfactory for review.

Background section

• Annual plan should focus mainly on what is being done differently compared to last year. Any continuing programs with no or minimal changes will not require any new explanation or summary, and can be copied verbatim or linked from a previous proposal.
  • 2000-word limit on annual plan documents is recommended, and can likely be done in fewer words.
  • If you have an annual plan already prepared for other purposes that is over 2000 words, it is not necessary to prepare a separate one for your SAPG application. No major revisions are needed to meet this word limit, but please clearly indicate any new programs or changes from last year.

• Staffing Plan, if needed, will require only the following information:
  • Name of staff roles
  • Names of individuals filling those roles (if known)
  • Brief description of responsibilities focusing on main responsibilities (perhaps 2-3 sentences, or a list of most important). A full job description is OK to provide if available, but is not required.
  • Indication of FTE (full-time equivalent hours) and duration of employment / contract.
  • Focus on newer roles only. Existing roles that are unchanged can be copied verbatim from past applications.

• Budget plan should include:
  • Total budget for each program
    • Overall budget for major activities in a program, but not necessary to provide budget for specific activity-level expenses (such as travel, food, equipment, swag, etc.)
  • Staffing / compensation costs for each funded role
  • Operational expenses with some level of detail, especially around larger expenses such as office space, accounting expenses, and supplies.

• No changes to Strategic Plan section. This section remains optional for affiliates who are new to the SAPG program or are developing their organizational strategic plan.

Example Staffing Plan

Extended content
Job title: Organizational Manager Who is filling this role?: Not yet selected. We have finalized a job description and expect to select a candidate by the end of November 2020. Brief description: The Organizational Manager is a management leader for the chapter. Their key duties will mostly be focused on strategic planning, but will also support fundraising, and will provide training on best practices in organizational governance. The Organizational Manager will also oversee all public-facing communications and partnerships relations. They will report directly to the Board of Directors. Indication of FTE and duration of work: 1.0 FTE, with a renewable contract for 12 months.

Example Budget Plan

Extended content
Proposed Budget 2020-2021 Programme 1: Community Item EUR Notes Workshops, assemblies and face-to-face meetings 4.000,00€ Projects driven by the community (microgrants, innovation, other meetups...) 3.000,00€ Total 7.000,00 € Programme 2: Education Item EUR Notes Universities and secondary schools (eduwiki) 3.500,00 € Total 3.500,00 € Programme 3: GLAM & Culture Item EUR Notes Contests & projects (GLAM, Wiki Loves, Bibliowikis, etc.) 7.000,00 € Total 7.000,00 € Staffing Expenses Item EUR Notes Organizational Manager 32.000,00 € 12 month contract Total 32.000,00 € Other Operational Expenses Item EUR Notes Communication, advocacy and publications 2.500,00 € Office rent 1.000,00 € Bookkeeping expenses 700,00 € Stable expenses: external audit and bank fees Other office materials 100,00 € Total 4.300,00 € Total BUDGET 53.800,00 €

Programs

• Each program should contain only the following information:
  • Name of program
  • Brief description of overall program
    • A comprehensive list of activities for a program is optional, and no extensive description of these activities is required.
  • Description of SMART objectives or goals for that program
  • Target metrics at the overall program level (not the activity level)
  • Brief explanation (2-3 sentences) of why this program is important in relation to your organizational strategy or movement strategy.

Example Program

Extended content
Content Development This program aims at increasing the quantity and the quality of free content about topics of local and national interest. It includes two axes that are complementary: hosting contribution workshops and developing partnerships with GLAMs. In 2020-21, we will place a special focus on content that is directly about topics of national interest as well as specific topics identified by our members. Program Objectives Increase the quality and diversify free knowledge about our country and other identified topics on Wikimedia projects through discrete improvements to 1000 articles. Make existing public domain content held by three (3) national institutions more freely and broadly available through the Wikimedia projects. Increase the awareness and understanding of the public regarding open knowledge, free licences and Wikimedia projects by hosting 5 public workshops aimed at audiences unfamiliar with these concepts. Planned activities Hosting contribution workshops Developing partnerships with GLAMs Why are we doing this? There are certain knowledge gaps on Wikimedia projects about certain fields of knowledge in our country, such as cultures, languages, history, geography and sports. Through the organization of contribution workshops and editing campaigns, we will develop and improve content on Wikimedia projects about those topics. Our members also identified specific topics in which they can contribute that are lacking quality information on Wikimedia projects, such as health sciences. Through partnerships with universities, we will encourage students and professors with relevant expertise and interest to contribute to Wikimedia projects about those topics. Program metrics and targets Number of participants to workshops: 100 Number of newly registered users during workshops: 35 Number of content pages improved or created: 1000 Number of pictures and videos of places uploaded to Wikimedia Commons: 300 Number of agreements made with GLAM institutions to release public domain content: 3

Grant Metrics Reporting

• Please continue to set targets and report outcomes using the metrics worksheet as in past grant applications.
• We expect that there will be uncertainty around many or all targets due to the pandemic. If circumstances make it difficult to reach your targets, you may change your targets at your discretion to better fit what can be realistically achieved. Please contact your program officer at simplewikimedia.org when these changes are needed.

NEW SECTION: Needs Request

• In this section, you can make specific requests of the Community Resources Team or other Wikimedia Foundation teams related to your needs or concerns. We will provide separate categories for requests including:
  • Suggestions for the the SAPG application process
  • Requests for grant-related programmatic support (for example, staff guidance or expertise related to a GLAM or Education program)
  • Requests for operational support (e.g. guidance or support around practices or tools for communication, staffing, finances, or other operations)
  • Other
• You can contact Simple APG program officers privately at simplewikimedia.org instead of using this section in your application, and is recommended if the request is particularly sensitive (e.g. legal concerns).

Reporting

• Learning Patterns and Program Story are not required, but we would still welcome any blog posts or stories extending from your organization’s work and achievements.