Grants talk:Programs/Wikimedia Community Fund/General Support Fund/2024-2025 Annual Plan - Wikimedians of Japan User Group

FTEs (full-time equilvalents)

「19.2. How many FTEs (full-time equivalents) in total? (required)」という質問に対して書かれている回答が「フルタイムの職員はいません」ですが、修正が必要ではないでしょうか。フルタイムの人がいるかいないかではなく、業務時間数をフルタイムの人の人数に換算して回答することが求められているのではないかと思います。たとえば週1日働く人が1人いるなら、0.2 FTEsです。業務委託は時間や日数に換算しにくいかもしれませんが、少なくとも庶務・管理職員は時間に換算できるのではないでしょうか。 whym (talk) 10:45, 4 May 2024 (UTC)

@Whymさん

回答が非常に遅れまして申し訳ありません。現在質疑応答のインタビューが終わったところで、特にこの箇所は問題になりませんでした。次の機会には、確認したいと思います。いつもありがとうございます。 Kizhiya (talk) 07:26, 21 May 2024 (UTC)

契約

Grants:Programs/Wikimedia Community Fund/General Support Fund/2024-2025 Annual Plan - Wikimedians of Japan User Groupの企画4に、JAUGは単なる任意団体なので契約主体になれない、と書かれています。Wikimedians of Japan User Groupには「秘密保持契約」という項目がありますので、これまでにも契約は行われていたように見えます。この秘密保持契約は、代表とスタッフの間の契約ですか？もしそうだとすると、代表者であるスタッフは誰と契約したのでしょうか？ whym (talk) 12:02, 21 May 2024 (UTC)

@Whymさん

こんばんは。お世話になっております。ユーザーグループそのものが契約主体には現在のところなれませんが、グループ内部のメンバー個人は契約主体になれます。そのため私たちの数人は、お互いを契約相手として、複数の個人間で秘密保持契約を結びました。 Kizhiya (talk) 12:49, 21 May 2024 (UTC)

Follow-up questions on your grant application

Hello Wikimedians of Japan User Group,

Thank you for responding to the follow-up questions. For documentation purposes, we are also making the questions and responses available here.

https://drive.google.com/file/d/1wyaxVNx7ZY7dTHLF_jHZFGZdb-P13Cji/view?usp=sharing

This file was also uploaded onto the grant application retrospectively and can be found under additional information at question 22.

Thank you.

Regards, Jacqueline JChen (WMF) (talk) 12:07, 7 June 2024 (UTC)

Your grant application has been approved

Hello Wikimedians of Japan User Group,

Thank you for your responses to the follow-ups questions.

Congratulations! Your grant application has been approved in the amount of JPY 8,500,000 from 1 July 2024 to 30 June 2025 (inclusive of fiscal sponsor fee). With this approved amount, do submit a revised budget by adding tabs to your existing spreadsheet and labelling it revised. Please reply to this talkpage message once the adjustments have been made.  

Let’s continue having regular conversations over the course of your grant implementation. Please let me know if you require support in any way or would like to share your experiences with a wider community through the Let's Connect Programme or at ESEAP community meetings.

Note on grant funding amount

In your award letter/email, you may observe that the USD equivalent may be different from that floating exchange rate on Oanda. This is because (at the moment) we apply a pre-determined exchange rate for each grant as determined by the WMF Finance team. That said, I've published on meta the approved amount in your local currency and we can use that as a common reference point.

We know even the best thought through plans may change.

In the event that there are changes to your implementation schedule, you can reach out to request for a grant extension (i.e. extend end date). Similarly, if there is a surplus budget or changes to your planned budget, you can reach out to your programme officer about reallocation (via email and on this talkpage). There is also the option to have the unspent funds deducted against a future grant. More details here: https://meta.wikimedia.org/wiki/Grants:Return_unused_funds_to_WMF

Disbursement of Funds

To facilitate the funds disbursement process, we seek your prompt response on Fluxx and via emails with the WMF Grants Administrator team (grantsadmin@wikimedia.org). We highly encourage you to submit all supporting documents and endorse the grant agreements within the stipulated time frame. When in doubt, proactively reach out to the WMF Grants Administration team and copy your programme officer for clarifications.

Additional resources which may be useful

• The reporting requirements and templates for the grant can be found here. All reports are to be completed and submitted via Fluxx.
• Timelines for reporting can be found in your grant agreement or on Fluxx.
• Instructions for post award: https://meta.wikimedia.org/wiki/Grants:Processing/Grantee_Portal/Post_award
• Documenting project expenses: https://meta.wikimedia.org/wiki/Grants:Documenting_project_expenses

Recommendations

• For this grant application, we would like to flag questions/ responses for 1 (continuation of landscape survey/interviews), 14 (creating articles and connecting with organisers of Wikipedia Asian Month) and 2/3/15/16 (Open source data conference deliverables) for further reflection and inclusion into your implementation plan.
• We would also be interested to find out more about your progress in setting up a legal entity in Japan as it may inform future groups who may be keen to do the same.
• On travel to Wikimania Poland, there isn’t a strong need to find a third candidate through the open community call if there are only two confirmed candidates at the moment. We would be interested to understand how the learnings/ experience from the representatives who are attending Wikimania in Poland will be supportive for the Japanese community post conference.  
• It would be also helpful to flag that these considerations have been taken into account and tracked in your final report, where possible. If you find it supportive, do have a further discussion at your next check-in with your programme officer. Please feel free to reach out proactively.
• For the next grant application, we would encourage you to start conversations early (with the programme officer) to identify and plan for the supporting structures needed for your affiliate to grow. We hope to tap on the collective wisdom of your experiences, peer learning and sharing to plan for your growth.

We thank you for your participation in the grant application process and hope to continue to journey with you as you embark on this project. Good luck!

Regards, Jacqueline on behalf of the ESEAP Funds Committee and WMF staff who have participated in the review of your grant application JChen (WMF) (talk) 12:13, 7 June 2024 (UTC)

Hello @JChen (WMF),

Thank you for approving our grant proposal. We will begin the necessary procedures as soon as possible.

We appreciate your support and the great advice of ESEAP Funds committee and WMF Staff.

Regards,Wikimedians of Japan User Group and Kizhiya (talk) 13:02, 7 June 2024 (UTC)

Revised Budget　（改訂版予算）

修正予算を作成しました。下記リンクからご覧いただけます。 A revised budget has been created.You can review it at the link below.

https://docs.google.com/spreadsheets/d/1hVve6Bc4n2b81F06rApJmzkZYfdFv7F1BrgSOFNX3gQ/edit?usp=sharing Kizhiya (talk) 06:38, 12 June 2024 (UTC)

Hello @Kizhiya,

Thank you for sharing the revised budget.

Acknowledging receipt and documenting no objections/ further comments to the proposed revision.

Regards,

Jacqueline JChen (WMF) (talk) 12:43, 12 June 2024 (UTC)