Grants:PEG/WM PH/Open Web Day/Report

Report accepted

This report for a Project and Event grant approved in FY 2011-12 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 PH/Open Web Day.

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.

Compliance and completion

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

Is your project completed?: YES

Did you use any of the grant funds?: 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.

The details of each of activity can be found at the Open Web Day project page in meta.

In summary here is the list of seminars or workshops conducted throughout the Philippines:

Venue	Date	With Mozilla	With Workshop	Expenses part of OWD Grant	Has evaluation	Attendees	Duration	Notes
Netopia. Robinsons Place Ermita, Manila	25-Feb-12	Yes	Yes	Yes	Yes	10	4 hours
De La Salle Univeristy, Malate, Manila	17-Mar-12	Yes	No	Yes	Yes	50+	8 hours
Bishop Tudtud Home for the Aged Complex, Iligan City, Lanao del Norte	4-May-12	Yes	No	Yes	No	30+	8 hours	As part of Pandayan sa Daluyan 2012
Asian Institute of Management, Makati City	18-May-12	Yes	No	Yes	No	30+	8 hours
Co.lab xchage, Pasig City	25-May-12	No	Yes	No	Yes	10+	1 hour	As part of WikiCon 2012
Ateneo de Naga University, Naga City, Camarines Sur	30-Jun-12	Yes	Yes	Yes	Yes	68	8 hours
University of the Philippines, Diliman, Quezon City	15-Sep-12	Yes	Yes	Yes	No	1106	8 hours	As part of Software Freedom Day 2012
University of Santo Tomas, Sampaloc, Manila	29-Sep-12	Yes	No	Yes	Yes	30+	4 hours
Laguna University, Santa Cruz, Laguna	19-Oct-12	Yes	Yes	Yes	Yes	200+	8 hours	As part of Mozilla Campus Tour
Provincial Capitol Complex, Lingayen, Pangasinan	16-Nov-12	No	Yes	No	Yes	40+	8 hours	Standalone project of WMPH
Lipa City Colleges, Lipa City, Batangas	8-Dec-12	Yes	No	Yes	No	600+	8 hours	As part of a PhilIT.Org event
Global Reciprocal Colleges, Caloocan City	9-Feb-13	Yes	Yes	Yes	Yes	200+	8 hours	As part of a PhilIT.Org event
Chiang Kai Shek College, Tondo, Manila	15-Feb-13	No	No	Yes	Yes	20+	1 hour	As part of a Mustard Seed event

Lessons learned

What lessons were learned that may help others succeed in similar projects? Consider the following questions and respond with 1 - 2 paragraphs.

What went well?

Every event has:

At least 10 attendees for every Open Web Day conducted;
Easy registration;
At least one WMPH member volunteered to help.
Active participation of attendees during lecture and hands-on workshops;
Enthusiasm and cooperation of partner organizations, institutions and sponsors.

According to the filled out evaluation form:

For those who attended workshops, 81.5% said that their expectations for the whole event were completely met.
For those who attended workshops, 84.3% said that their expectations for the sessions were completely met.
All were satisfied and very satisfied with the knowledge that they gained.
All of those who attended workshops were satisfied and very satisfied with the general organization of the event.
For the audio-visual aids, 97% said that they were satisfied and very satisfied.
For the schedule of activities, 95.3% said that they were satisfied and very satisfied.
For the content/subject matter, 97.8% said that they were satisfied and very satisfied.
For the skills acquired, 94.8% said that they were satisfied and very satisfied.
For the training/session rooms, 97% said that they were satisfied and very satisfied.
For the snacks (if applicable), 91.7% said that they were satisfied and very satisfied.

What did not go well?

Change of plan

The original plan to have the Open Web Day in an internet café only happened once, during the first workshop at Netopia in Robinsons Place, Manila. Majority of the succeeding Open Web Days were held at schools. The plan changed because Mozilla did not see Internet cafes as cost effective in carrying out the Open Web Days. It was then agreed by Mozilla Philippines and Wikimedia Philippines to have the events at schools. Although, workshops were not carried out in some schools because of either lack of facilities, no Internet available or there are too many participants. In lieu of the workshops, Wikimedia Philippines demonstrated and presented how to edit articles in Wikipedia or upload pictures in Wikimedia Commons for those with no Internet or facilities.

There were also planned venues that did not materialize because of poor coordination and the project team prioritized other schools that have more potential participants thus would have more impact. Also, the project evolved and WMPH partnered with other like-minded organizations other than Mozilla Philippines. These partnerships were not part of the plan.

Workshop problems

For the events that have workshops, there were certain problems that came up. During the workshop at the Ateneo de Naga University (ADNU), not all participants were able to create an account because ADNU had one IP address and Wikipedia allows only six accounts to be created by the same IP per day. Another problem occurred during one of the workshops was editing conflicts among users editing the same page.

Schedule of events

No Open Web Day was held during July - August 2012 because the WMPH project lead, Jojit Ballesteros went to the United States of America due to his regular “day” job requirement. There was an Open Web Day meeting before he went to the USA and he asked the project team and some members of the WMPH Board to take over the project while he was out of the country. Unfortunately, neither the team nor the WMPH Board took the commitment. On the part of Mozilla Philippines, they were not able to confirm the pending Open Web Day events during these months.

Aside from these months, there were other months, April 2012 and January 2013, which the Open Web Day did not materialize because Mozilla Philippines was not able to get its budget on time (Mozilla Philippines requires a lead time of 6 weeks for their project budget approval). An Open Web Day cannot continue without the consent of both Mozilla Philippines and Wikimedia Philippines. In contrast with this (WMF) grant, Mozilla Philippines is required to prepare a budget proposal every time there is an Open Web Day.

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

This project aims to teach basic Wikipedia editing to those who are not familiar with editing Wikimedia projects. We could have done follow-up workshops for more familiarity (with the editing) and to discuss more advanced topics on editing articles and uploading media. The project team also had informal proposals to conduct an edithathon as a follow-up activity for Open Web Day but it did not actualize. The Bikol Wikipedia editing community started an edithathon and other follow-up activities after the Open Web Day at Ateneo de Naga University.

Discussing advanced topics and conducting an edithathon would have made the project more engaging and productive. It could make more editors more familiar with Wikimedia projects. One of the persons who attended an Open Web Day event was able to create a stub in the Tagalog Wikipedia but was later deleted because of lack of sources. Teaching the basics of Wikipedia editing cannot solve this kind of problems. If there were follow-up workshops then that person could have created an article successfully, meaning, he could have provided the appropriate sources and he could become an active editor.

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 PH/Open Web Day to review the goals and metrics listed in the approved submission.

Project goal

Provide the project goal here.

There are two goals of this project:

Invite new contributors
Mutual partnership with Mozilla Philippines

Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 paragraphs.

As a result of this project, we have at least one new contributor who actively participates in Wikimedia projects and at least twenty-one new contributors who have at least one edit or file upload in Wikimedia projects from the time they signed up until the publication of this report. (This information was gained by monitoring the usernames written by the workshop participants in the evaluation forms.) The number of new contributors is definitely more than 22 because more than 2,300 individuals participated in all the editing workshops and/or presentations. At the very least, this project helped people know the basics of Wikipedia culture and how they can contribute. Because of this, the goal of inviting new contributors to Wikimedia projects was achieved.

Mozilla Philippines was able to achieve their goals for the Firefox Localization project and Wikimedia Philippines reduced project cost to at least 23%. Likewise, Wikimedia Philippines expanded partnership to various like-minded organizations and schools because of Mozilla Philippines’ organizational network. Planning and execution of the projects were done mutually. Because of this collaboration, we have achieved mutual partnership with Mozilla Philippines.

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.

At least ten people show-up during each workshop
- Yes, there were at least 10 people attended each of the workshop.
If the number of new editors to the Wikimedia projects increases as a result of this workshop, whether in English or Philippine-language projects.
- Yes, there are at least twenty-one new contributors who have at least one edit or file upload on our Wikimedia projects. There is also one contributor who actively participates in various Wikimedia Projects
Qualitatively, we will consider this project a success if we are able to build up a strong partnership with Mozilla Philippines.
- Yes, planning, cost and execution were done by Mozilla Philippines and Wikimedia Philippines.

Provide an overall assessment of how your project went according to these measures.: While we consider the project a success according to its measures, there is not really a significant increase in new contributors in the Wikimedia projects. We believe that if there are follow-up workshops, there could be a continuous interest in Wikimedia projects and could have invited more contributors.

If you were to plan a similar project, would you measure it differently? If yes, please explain how.: No. We would not measure it differently. This is the first project of this kind in the Philippines and we want to do things gradually.

Impact

This section ties this project to Wikimedia's broader goals, and shows what the project accomplished.

What impact did this project have on WMF's mission and the strategic goals? Please answer in 1 -2 paragraphs and include specific measures of impact such as the number of readers or editors reached by a particular project, or the number of articles edited or improved.

Stabilize infrastructure

Aside from technology investments and internal capacity to support the movement, this strategic goal also intends to expand public awareness and support for the Wikimedia movement. With more than 2,300 students and professionals who attended these events (Open Web Days), public awareness of the movement’s mission, vision, values and practices definitely increased. During the presentations, it was emphasized that Wikimedia is a non-profit organization that aims to distribute free knowledge to the world.

Increase participation

There is only a small portion of the participants who actually edited at least one of the Wikimedia projects. Despite that, these participants represent diverse underrepresented groups such as older age group, professionals (including librarians), and women.

Improve quality

Since the project’s purpose is to teach basic Wikipedia editing, its impact in improving the quality of articles in Wikipedia is minimal. Although one of the participants now actively participates in a number of Wikimedia projects made use of his time to improve quality on the articles.

Increase reach

The events of the projects reached not only nearby urban areas but also far-flung areas like Iligan City in Mindanao (Southern Philippines), Pangasinan (Northern Philippines) and Naga City (Eastern Philippines). It also reached smaller colleges in the National Capital Region (Caloocan City) and Southern Luzon (Lipa City, Batangas). Aside from promoting the online version of Wikipedia, Offline Wikipedia DVDs were distributed. This helped increased reach to those who have no Internet access.

Encourage innovation

Initially, this project partnered with Mozilla Philippines and then eventually it branched out to other like-minded organizations such as Computer Professionals’ Union and Phil-IT Organization. These organizations foster innovation, open source, and free knowledge. There were exchanges of ideas between WMPH and these organizations that will help increase free access to information that drives Wikimedia projects.

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

Documentation of expenditures has been received by WMF.

Please list all project expenses in a table here, with descriptions and dates. Review the instructions 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 WMF Grants Program staff. For all other variances, please provide an explanation in the table below.

Category	Budgeted Total (PHP)	Budgeted Total (USD)'^[1]	Actual Expense (PHP)	Actual Expense (USD)'^[1]	Variance (PHP)	Variance (USD)'^[1]	Explanation
Computer rental	21,600.00	506.33	1,625.00	38.09	-19,975.00	-468.24	Since there was only one event that rented computers, this expense is reduced. It is further reduced to 50% because Mozilla paid for the half of it. The original official receipt amount is Php 3,250.00.
Allowance for speaker	3,600.00	84.39	2,053.25	48.13	-1,546.75	-36.26	This expense was originally called "stipend" and was changed because of the true nature of the expense.
Meals for participants	10,800.00	253.16	8,379.00	196.41	-2,421.00	-56.75	This expense was reduced by about 30% because Mozilla paid the total amount of Php 3,594.00 for this category.
Promotional materials	0.00	0.00	900.00	21.10	900.00	21.10	The request for the swags from WMF came only by August 2012. We used a portion of this as give-aways for the events.
Allowance for volunteers	0.00	0.00	6,449.62	151.19	6,449.62	151.19	This unbudgeted expense was included because other far-flung venues require accommodation and travel expenses. It also includes the Project Team meeting on February 4, 2012.
Total	36,000.00	843.88	19,406.87	454.92	-16,593.13	-388.96	The total was reduced by 21% because Mozilla paid a total amount of Php 5,219 for this project.

Notes

↑ ^a ^b ^c The conversion rate is based on the dollar-peso exchange rate last February 6, 2012 ($1.00 = ₱42.66) when the Grant was received.

Total project budget (from your approved grant submission): USD 828

Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if the WMF grant is your only funding source): USD 828

Total amount spent on this project (this total should be the total calculated from the table above): USD 454.92

Total amount of WMF grant funds spent on this project (this total will be the same as the total amount spent if the WMF grant is your only funding source): USD 454.92

Are there additional sources of revenue that funded any part of this project? List them here.: No. Mozilla shared the cost of some of the expenses of the project but it is not revenue for WMPH. Furthermore, if we include all the expenses of Mozilla, we cannot determine the total project cost because they have other expenses other than what they shared with WMPH. They have their own actual expenses for the project that they did not disclose to WMPH.

Remaining funds

A request for reallocation of remaining funds has been submitted by the grantee and approved by WMFon the discussion page of this grant report.

Remaining funds have been used or will be used for other approved mission-aligned activities. This use has been requested in writing and approved by WMF.

Are there any grant funds remaining?: 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.): USD 388.96

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.

As stated in the grant:

"Any extra funds left unused after the procurement/payment of all the above items shall be reallocated for use in funding WMPH projects and programs for the 2013 fiscal year, with permission from the Wikimedia Foundation."

We request to reallocate remaining funds on the editing workshops and seminars for the rest of 2013 as there still requests for conducting workshops in various schools and organizations.

[exrate-1] The conversion rate is based on the dollar-peso exchange rate last February 6, 2012 ($1.00 = ₱42.66) when the Grant was received.

[1]