Grants talk:PEG/WM NO/Outreach GLAM/Report

What happens?

Hi committee! This report is finished. The tag says incomplete, but I do not find your comments anywhere. If you do not post comments, I cannot possibly know why you think it is incomplete. So, if you would be so kind and please specify why you think it is incomplete, we can have a look into that and see if we can improve it.

Bjoertvedt (talk) 16:17, 6 September 2012 (UTC)

Hi. Thanks for the question. I moved this report to incomplete on 26 July because at the time it had "D R A F T" marked at the top of the page, yet it was showing up in our list of reports Under review. We don't start reviewing a report until it is finished, and the "D R A F T" seemed to indicate that it was not yet ready for review. If it's ready for review now, I will move it back to "Under review". Wolliff (talk) 16:36, 6 September 2012 (UTC)

Update: I see that this section "Reporting and documentation of expenditures" is still empty. We will need it to be completed before we can consider this grant request complete and mark it for review. Wolliff (talk) 17:00, 6 September 2012 (UTC)

Thanks! I will get the numbers from the treasurer. The same goes for the Nordic Chapter meeting project, report is finished but I have to get the exact accounting numbers. Will come back with this asap... Kind regards, Bjoertvedt (talk) 17:11, 6 September 2012 (UTC)

Thanks for taking care of that: I'll check back soon. Wolliff (talk) 21:47, 6 September 2012 (UTC)

Still a draft?

Hi! Now that you've updated this with the requested financial information, are you ready to remove "D R A F T" from the top of this page. If you do so, I will go ahead and move this report back to "Under Review". Thanks. Wolliff (talk) 02:06, 12 September 2012 (UTC)

HI! There are approximately NOK 2,000 yet to report (identify what they were for), and then push finish button. The invoices are from representatives so I must get the names of the real vendors behind them from the treasurer, in order to put them into the right budget row. Kind regards, Bjoertvedt (talk) 22:18, 14 September 2012 (UTC)

Thanks for the update. We look forward to reviewing it once it's ready. Wolliff (talk) 21:37, 18 September 2012 (UTC)

Finished!

Hi all, this is now a finished report. I thought there were some more costs, but there are not. So, the total costs were markedly lower than budgeted, first of all because we had more self-funded travelling and accomodation. Both Jimbo and other speakers travelled more or less without reimbursement. kind regards, Bjoertvedt (talk) 14:25, 1 October 2012 (UTC)

Questions about your report

• Wikipedian in residencies: What were the results of the planned meeting on 5 June?
• Regarding "Opening up photo archives for open licencing (Oslo City Museum, Oslo City Collections, archives).", we would invite you to create a blog post about this topic.

Thanks! Wolliff (talk) 22:57, 16 October 2012 (UTC)

Hi, the status and result of the events you inquire over here, is:

• The meeting on June 5, in the premises of Art Council Norway, were summoned with Gunnar Urtegård and one more person from Art Council Norway, one representative of the National Archive, myself, and three wikipedians that are prospect wikipedians-in-residence at GLAM institutions. However, unfortunately the move from the National Archive (Riksarkivet) proved a bit immature, they needed more clarifications than they had anticipated in order to hire someone then, and the move to employ a w-in-r was untill further postponed.
• Regarding a blog post on the photo archive openings, I am afraid I am not able to act on this now, due to the present workload.

Kind regards, Bjoertvedt (talk) 22:25, 1 January 2013 (UTC)

Questions about your budget

The budget submitted here does not appear to be complete:

1. Would you please provide a breakdown of your actual expenses and your planned expenses? This amounts listed in USD seem to have simply been moved from the table in the grant submission.
2. You state that you underspent and yet also that you spent the entire grant amount: what was the total amount spent, and do you have funds remaining?
3. Why don't the columns for NOK and USD match? There are some expenses listed only in the NOK column and not listed in the USD column? It appears this table is incomplete.

Until we receive a complete budget, we will move this report to incomplete. Please let us know when you are able to complete it, or if you have any questions. Regards, Wolliff (talk) 22:57, 16 October 2012 (UTC)

HI, this is all already answered in the report. Please read the table again, it says NOK Accounting, and USD Budget. Accounting is the term for showing accrued, historical (real) costs, whereas Budget is the term for the forcast that we made in the application. This means that the column NOK Accounting are the actual costs accrued, whereas the figures in the column USD Budget were the planned costs taken directly from the application. When there is a number in the column USD Budget but not in the corresponding cell of the column NOK Accounting, it means that we planned that activity/item with a budget, but we did not realize it in the form of actual costs (i.e., we did not buy / purchase / do the item/activity). So, the numbers in the left column are all the actual costs we had, they are broken down, and they are given in NOK because all expences in Norway are paid in NOK. Similarly, the right column is the budget that you are requesting, and that is given in USD because we budgeted in USD. The correspondence between them will depend on the currency rate. In the bottom of the table, you will see that we applied for USD 16,000 (right column), and we had net costs of NOK 77,618.84- (left column). Kind regards, Bjoertvedt (talk) 22:31, 1 January 2013 (UTC)

Thanks for clarifying, Erlend.

1. Since you are tracking actual expenses in a different currency than the currency of your submitted budget, these tables would be easier to read if you provide the amounts for both planned and actuals in NOK and USD, so that anyone reading the table can easily track the actual spending against the proposed spending (in either currency). For future reports this will be required. Without a note explaining that you are tracking expenses in a different currency than the budgeted currency, this table is not sufficiently clear: at the very least, please add an explanatory note to accompany this table on the report page so that this is clear.
2. Please also answer #2 above (provide a total spent in USD as well as NOK so that it may be compared to the approved budget, and provide the amount of funds remaining in both USD and NOK). We're happy to simply deduct this amount from a future disbursement in order to save WM NO the trouble of wiring it back to WMF.
3. Please send copies of all receipts documenting expenses for this grant to grants at wikimedia dot org.
4. In this report, you state that an extension was granted. Could you please clarify what you mean by that?

Thanks for your attention and hope to resolve this report soon. Regards, Winifred Olliff (Grants Administrator) talk 18:08, 2 January 2013 (UTC)

Hi again!

1. I do not have any formal saying against these wishes, but bear in mind that a double reporting of, for instance, a budget or historical costs in both USD and NOK, will be very inaccurate since the currency value is fluctuating a lot. This means that the corresponding values were quite different at the time of application, compared with today. So, if I am about to report costs in USD, it will be one value at the time of the cost, and one value today. Since the approval of reports (and writing them) takes some time, I thought it useless to report a number of USD that would not be correct at the date of approval, anyway. Since the NOK is fully convertible but floating, rates are available at any time on suck places like oanda.com etc. So, I thought that was unecessary since this is anyway fully transparent to any auditor.
2. Regarding overspending or underspending compared to grant. On June 4th, we were wired a grant of USD 15,990.-. On the Outreach GLAM procect we have spent somewhere between USD 14.000,-, and USD 15,000.-, depending on the time of currency exchange rate. I have reported on today's USD rates of approximately NOK 5.30. Half a year ago, the rate was 5.70 - 5.80 which makes a difference of a thousand dollars or so. Now, the question is wether or not the grant was including the Nordic Chapter meeting project, where we had costs of USD 1,605.-. If your grant as of June 4th included both projects, we have spent approximately USD 16,300.- and received a grant of USD 15,990,-. But it all depends on the applied date of currency value, to illustrate my point above. Anyway, the difference seems to be extremely small and we would not be picky on dimes. If our wired amount did not include the Chapters meeting, than we owe you approximately USD 1,300,- before that project's reimursement.
3. I will send it soon.
4. I don't remember what that was motivated by, but I would guess that the correct answer is "no" so I changed it correspondingly.

Kind regards, Bjoertvedt (talk) 20:21, 3 January 2013 (UTC)

Hello, Erlend: Thank you for the responses. We've received your receipts. Regarding the final amounts owed, we'll get back to you shortly after reviewing the accounts. Cheers, Winifred Olliff (Grants Administrator) talk 21:25, 3 January 2013 (UTC)

Amounts underspent

Hello, Erlend:

• For Outreach GLAM, WMNO was awarded USD 16,000. At the time of approval (19 April 2012) this was the equivalent of about NOK 92,000 (based on historical exchange rate of 5.75027 on that day), so we may consider this the budgeted amount in NOK unless there is another amount that WMNO would prefer to use.
• WMNO spent NOK 77,619 of WMF funds on Outreach GLAM, if I am reading your budget table correctly. This leaves a balance of NOK 14381 to be returned to WMF.
• Based on your report for Nordic chapter meeting, NOK 8505 was spent on that meeting. WMNO has not yet signed a grant report for this project, and additional funds were never transferred to WMNO. Therefore, once a grant agreement is signed, we may deduct this amount from the balance owed WMF. NOK 8505 from NOK 14381 would yield about NOK 5876, which is the total amount now due WMF.

Does the above calculation seem accurate to WMNO? If so WMNO may return this money to WMF by wire now, or may wait until a decision is delivered on its most recent grant request. If that request is approved, we will simply deduct the amount owed from that disbursement. If that request is not funded, WMNO may return the money to WMF at that time. Thanks, Winifred Olliff (Grants Administrator) talk 21:54, 3 January 2013 (UTC)

Hi again - if you can send us the grant agreement that we are considered to sign (sign one for every grant??), that would be highly welcome. I dodn't know (remember) of any agreement signing, so if that is a requirement please send us one that we can sign. BR, Bjoertvedt (talk) 14:59, 5 January 2013 (UTC)

We've sent it! Let us know when you can confirm the above amount. Regards, Winifred Olliff (Grants Administrator) talk 19:18, 5 January 2013 (UTC)

Hi, Erlend: we are still waiting for you to confirm the above amounts due WMF before we may accept this report. Thank you! Winifred Olliff (Grants Administrator) talk 19:08, 9 January 2013 (UTC)

Hi, Yes on behalf of Wikimedia Norway I confirm the above amount due of NOK 5.876,-. Kind regards, Bjoertvedt (talk) 22:12, 9 January 2013 (UTC)

We'll be deducting this NOK 5.876 from the disbursement for WM NO's most recently approved grant submission once we receive a report and the grant agreement is finalized: Grants:WM NO/christmas seminar and wlm ceremony. Cheers, Winifred Olliff (Grants Administrator) talk 23:15, 24 January 2013 (UTC)

Report accepted

Thanks for the replies, Erlend. This report is accepted. Winifred Olliff (Grants Administrator) talk 18:21, 16 January 2013 (UTC)