Grants talk:Simple/Applications/Wikimedia Indonesia/2017

Eligibility discussion

Hello, Wikimedia Indonesia colleagues:

Thank you for submitting your eligibility form on 1 June 2016. After reviewing your past grants we've determined that you are eligible to apply for a Simple Process Annual Plan Grant. We appreciate your innovative work to support language communities in Indonesia, and your successful engagement with several high profile partners, and we also acknowledge the huge potential your organization has to engage more contributors and readers in the region.

Here is some of the work we looked at while evaluating your eligibility for a Simple Annual Plan Grant.

Wikimedia Indonesia has received 3 grants from the Wikimedia Foundation since 2010.

• Grants:PEG/WM_ID/Free Your Knowledge Project 2010
• Grants:PEG/WM_ID/Beacon of Theology 2011
• Grants:PEG/Wikimedia Cipta

WMID’s first grant, Free Your Knowledge Project 2010, was a successful grant to support a contest for contributors. Following this, there were ongoing compliance issues related to the financial reporting for the Beacon of Theology and Wikimedia Cipta grants for several years. These issues have since been resolved and WMID has submitted thorough documentation of expenses as requested. Given this history, continued commitment to effective communication from both WMF and WMID will be needed to make a new partnership succeed.

Since compliance issues were resolved, Wikimedia Indonesia has also managed significant external funding successfully, demonstrating their ability to manage projects and larger amounts of funding.

Some of WMID’s recent externally funded work focuses on free knowledge more generally:

• Wikimedia Cipta (a grants program funded by the Ford Foundation)
• Media Technology training for community members

Some of WMID’s recent externally funded work focuses on Wikimedia projects specifically:

• Vitality Language and Literature, a collaboration with the project Body Language, which adds data to Wikidata to be used on local language wikis
• Training for community members on Wikidata and Pywikibot
• The WikiSandaba contest, focusing on adding content to Sundanese Wikipedia.
• A collaboration with Open Street Maps to release government data and make it available on Open Street Maps and Wikipedia
• Wiki Mrebawani, a game designed to increase contributions to Javanese Wikipedia
• Digitization work in Indonesian languages

Wikimedia Indonesia has a stable and engaged board, as well as good reporting practices. More clarity is needed on Wikimedia Indonesia’s current staffing structure, including how many staff and part-time contractors and paid interns are engaged across its many projects. This information will be needed to get a more complete picture of the organization’s resources and experience managing staff.

In the current proposal, Wikimedia Indonesia plans to build on past work in the areas of digitization, its training program, and online competitions. Wikimedia Indonesia already has experience in these areas. Their successful work with online contests began with the Free Your Knowledge competition in 2010, and the group now plans to experiment with photo competitions based on what it has learned from other groups in the Wikimedia movement. Wikimedia Indonesia has purchased a DIY scanner for the purposes of digitization, with funding from the Ford Foundation, and initiated its digitization work. Finally, Wikimedia Indonesia has begun running a pilot training program which it considers a strong basis for an expanded program funded by the proposed grant.

The digitization project proposed by Wikimedia Indonesia is likely to be controversial if it includes funding for paid staff or interns to scan and proofread documents, as does the work previously funded by the Ford Foundation. While funding paid staff or contractors to do digitization work is unusual, it may also be necessary in circumstances where the timeliness of digitization efforts is important and unpaid volunteers capable of doing the work are not available. It will be important to consider this issue carefully while reviewing this grant.

Based on this evaluation, you are eligible for submitting a grant application requesting up to 100,000 USD. We look forward to reviewing your application soon.

Best regards, Winifred Olliff (WMF Program Officer) talk 20:29, 31 August 2016 (UTC)

Questions from the SAPG Committee

From Kirill Lokshin

Hi, Wikimedia Indonesia! Thank you for this application, and for all of your work supporting the Wikimedia mission!

I have a number of questions about various facets of your application; some of them are simply to confirm that I fully understand what you're proposing, while others are more open-ended. Please feel free to add your replies inline with my questions if that is easier for you.

1. Wikimedia Indonesia is an established chapter with a long history of program work, so I'm a little bit surprised to see that you don't have an annual or strategic plan. Are you planning to create these documents in the coming year, or do you have a different approach to program planning that we should take into account?

2. The global metrics spreadsheet doesn't appear to include your two "grantee-defined" metrics. Have you decided what these will be?

3. Are the positions listed in the staffing plan currently filled by existing Wikimedia Indonesia staff, or are they new employees that would be hired during the coming year?

4. Are the positions listed in the staffing plan the only employees that you currently have (or plan to have in the coming year), or are there other employees that would be funded from sources outside the SAPG grant?

5. For Employee 1 (Wikimedia Indonesia Simple APG Project Manager), the listed responsibilities include "managing the project and volunteer on Wiki Cinta Indonesia and WikiLatih". Could you please provide more information about how many volunteers are involved with these programs, and how their work will be managed?

6. For Employee 2 (Wikimedia Indonesia Simple APG Accountant), the listed responsibilities include "scanning, uploading, and updating the expenditure on project pages regularly". Could you please provide a description of your accounting system? Do you have a specific software tool that you use, or are accounts managed in some other way?

7. For Employee 2 (Wikimedia Indonesia Simple APG Accountant), the listed responsibilities include "controlling every cash flow out, including reimbursement". Could you please provide a description of your fiscal control policies, including the approval process for expenditures and reimbursements?

8. For Employee 2 (Wikimedia Indonesia Simple APG Accountant), the listed responsibilities include "coordinating with Organization Accountant". Is the "Organization Accountant" a Wikimedia Indonesia employee, or an external accountant that supports the organization?

9. For Employee 4 (Digitization program staff), the listed responsibilities do not include actually performing the document scanning. Who will be responsible for this activity?

10. For Employee 5 (Javanese language program manager) and Employee 7 (Sundanese language program manager), the listed responsibilities include "communication with partner institutions such as local library, government body, and universities". Could you please provide more information about your history of collaboration with partner institutions, and any specific institutions you plan to target in the coming year?

Thanks! Kirill Lokshin (talk) 18:14, 18 January 2017 (UTC)

To Kirill Lokshin

Dear @Kirill Lokshin:, thank you for your question. Here are the detail answer.

1. Yes, we have, but it’s in Indonesian. We have three years strategic plan and annual plan, but we can only share as a summary due to confidentiality. If you want to know, I’ll send the summary via @Wolliff (WMF):. :)
2. Yes. I forget to fill that, please take a look again and if you have any question just ask us.

   Thanks, Biyanto! This omission was partly my fault, because WMID started their application before the transition to the new metrics system; but we had transitioned over by the time they submitted the application. This required a last-minute change in the format of the metrics. Winifred Olliff (WMF Program Officer) talk 17:55, 25 January 2017 (UTC)

   @Wolliff (WMF): no problem, thank you for helping us too! --Biyanto Rebin (WMID) (talk) 04:51, 30 January 2017 (UTC)

3. Some of them will be filled by WMID staff but most of the staff would be hired during the projects, especially Wikipedian or staff that has been involved with our projects before.
4. No. I only put the employees for this SAPG grant only, because it’ll too much if I put people from other projects in there.

   I think it's useful to add here that WMID has a large grant that is ending in March, which is currently funding a large list of (mostly part time) staff. After this grant ends, SAPG will be their main source of funding and the employees listed here in the staffing plan will be 8 and 8.0 FTE. There may be a few weeks overlap between the two grants where more staff are employed by the organization, but I do not think it is necessary to fixate on the number of staff during the overlap period for the purpose of this review, since we will want to focus on transitioning to the new WMF-supported funding model. It seems salient to note that they have about 56 staff, who are mostly part time, totaling 15.6 FTE in 2016, as a point of comparison. This was initially confusing for me, and was clarified through conversations with the applicant, so I thought it would be useful to provide some background here. Biyanto, can you please confirm that I am correct in understanding that after the old grant ends in March, you will have only 8 employees total, at 8.0 FTE? Winifred Olliff (WMF Program Officer) talk 17:47, 25 January 2017 (UTC)

   Yes, we will only have 8.0 FTE from Simple APG project only, some of employees are being paid by another projects. Our big grant will be finished on March and there'll be a few weeks overlap if we get the SAPG grants on mid of February (around 6 weeks). --Biyanto Rebin (WMID) (talk) 04:51, 30 January 2017 (UTC)

5. There’ll be mininum 2 volunteers for each WikiLatih. The manager will help how to manage the event, and also online registration and more important is administrative stuff (how to get reimburse, scanning the bills, etc). We usually need to spend a lot time to help the volunteer with this thing because our report (financial and narrative) is avalaible online. Wiki Cinta Indonesia will have 5 volunteers and the works like I mention before for WikiLatih
6. We use MediaWiki website, please refer this page for example. We use double effort for every project in Wikimedia Indonesia. We use our standard template in website and we use another format based on donatur’s format. You can see every penny we’ve spent and for what activity.
7. We have spesific details about fiscal control and we reupdated again this year. There is standar operating procedure that we need to follow for every transaction, example: every transaction below IDR50.000.000 or USD3.700 can be accepted by project manager, IDR100.000.000 or USD 7.400 should be accepted by Wikimedia Indonesia’s chair. For reimbursment, we will send the money before the event and after the event, the money should be send back 3 days after the claim. If you need to know more about this fiscal control, I’ll can connect you with our organisation accountant.

   Biyanto, does Wikimedia Indonesia have any published policies or other documents that describe these fiscal controls? Kirill Lokshin (talk) 00:19, 26 January 2017 (UTC)

   We published SOP internally in our website (we using name space 'internal:), and it's only visible by our member (we open the member registration annually) and project staffs. --Biyanto Rebin (WMID) (talk) 04:51, 30 January 2017 (UTC)

8. Is Wikimedia Indonesian semi-employee and semi-staff, because he’ll pay by the project but need to help some stuff in Wikimedia Indonesia as volunteer. As we mention in our act that Wikimedia Indonesia organisation people (not the project) are volunteer-based. We usually get paid if we join the project and we’re volunteer as in organisation.

   Biyanto, I think I understand your answer, but it would be useful to have more clarity on this point. Do you mean that the organization accountant is a volunteer that gives his time to the projects, who also gets paid for some of his activities? If so, will this person still be getting paid after the old grant ends in March? Is his paid time included in the 8 Employee / 8.0 FTE count? Thank you! Winifred Olliff (WMF Program Officer) talk 17:54, 25 January 2017 (UTC)

   Organization accountant will be paid by organization, and will not included in SAPG. New accountant will be hired for SAPG. --Biyanto Rebin (WMID) (talk) 04:51, 30 January 2017 (UTC)

   Biyanto, to expand on Winifred's question, could you please clarify which project is paying for the accountant? I see an "Accounting services" line in your SAPG budget, but I'm not sure if that is only for an audit, or for something more general. Kirill Lokshin (talk) 00:19, 26 January 2017 (UTC)

   Accounting services is only for auditing purpose not for general. We'll pay audit office to audit our organization including SAPG so there'll another point of view about WMID projects for the specific year..--Biyanto Rebin (WMID) (talk) 04:51, 30 January 2017 (UTC)

9. Document scanning will be responsible to digitization program staff. It is implicitly listed in point #3 "Assuring the proper execution of workflow during digitization process." In this point, he is expected to do document scanning along with ensuring the scanning workflow is appropriately executed.

   Biyanto, will the entire program be carried out by the staff, or will any part of it be done by volunteers? Kirill Lokshin (talk) 00:19, 26 January 2017 (UTC)

   Most of the program will be done by the staff and also staff or volunteers from the based-organisation. WMNL also interested in transcription of Dutch-language letters. They will helped us by finding volunteers from Netherland. They have shown their interest on this program after we contacted them in 2016. We will have to prepare the letter in soft-copy files (possibly on Commons) in advanced before they start doing this transcription. We also prepare WikiLatih to train Wikipedian or volunteers to use the documents for Wikimedia projects. --Biyanto Rebin (WMID) (talk) 04:51, 30 January 2017 (UTC)

10. During October 2015 to September 2016, Wikimedia Indonesia partnered with several institutions in holding Wiki Mrebawani, an article-creation competition in the Javanese Wikipedia for Javanese communities in three provinces Central Java, Yogyakarta Special Region, and East Java. There were several partners institutions which were located in two cities of Yogyakarta (Yogyakarta Special Region) and Surabaya (East Java). In Yogyakarta, Balai Bahasa Yogyakarta (Language House of Yogyakarta), Universitas Gadjah Mada, Universitas Sanata Dharma and Taman Budaya Yogyakarta (Cultural Park of Yogyakarta), collaborated with WMID especially in form of space and Internet provision for editing trainings, small edit-a-thon, and closing ceremony. Especially Cultural Park of Yogyakarta, it allowed participants to make use of its book sources in its library for article creation. The library was also the place for editing training which was held once a week every Friday for five months. Participants from Yogyakarta and Central Java were trained in the library. In Surabaya, American Corner of Airlangga University, Balai Pemuda Surabaya Surabaya (Youth Organisation Surabaya), and Suara Surabaya FM Radio did similar collaboration as institutions in Yogyakarta in providing space, internet, and book sources for editing trainings.

During September 2014 to October 2016, Wikimedia Indonesia partnered with several institutions in holding Wiki Sabanda, an article-creation competition in the Sundanese Wikipedia for Sundanese communities in West Java. We’ve collaborated with 14 school in Bandung, Cianjur, Garut, Purwakarta and Bogor, Mangle magazine (a local Sundanese magazine in Bandung) and also local community, such as: Local Language Student Association of Universitas Pendidikan Indonesia, Local Language Student Association of Universias Padjadjaran,Daya Mahasiswa Sunda, Sundanese Script Community in Karawang, Sundanese Language Teacher Association. We’ve also collaborated with Ajip Rosidi Library for closing the event.

If you have another question just ask me :) --Biyanto Rebin (WMID) (talk) 05:04, 25 January 2017 (UTC)

Hi Biyanto - just out of curiosity: Why are the strategic plan and the annual plan confidential? Braveheart (talk) 15:33, 25 January 2017 (UTC)

Biyanto, I'd like to know the answer to this as well. Kirill Lokshin (talk) 00:19, 26 January 2017 (UTC)

Hello @Braveheart:, @Kirill Lokshin:, we're organization based on members in Indonesia. It's confidential because we only share the specific thing to our member. The confidential part e.g. you can know that every year we have target grants, but we can't tell you how many and how much we've expected; we can tell we want to improve Wikimedia projects but we can't tell which one because it'll tailored by the projects that we propose, we'll put the detail in our website (usually) after we're sure that we'll do the projects; We can tell that we're working to improve our SOP, but we can't tell which SOP and which one. We share this specific part when we have member meeting and we'll inform the member that didn't attend. --Biyanto Rebin (WMID) (talk) 04:51, 30 January 2017 (UTC)

Hi @Beeyan:: This is pretty unusual in my opinion - if you compare it to Wikimedia Sweden's proposal, it lists every single grant right away. Is there maybe a legal reason for not publishing anything on potential or confirmed grants? Braveheart (talk) 09:16, 30 January 2017 (UTC)

Maybe it's because different culture? I'm not sure too. @Braveheart:, in Indonesia if we want to publish strategic plan, we usually publish only big picture (like I mention you before) not every details. Thank you for raising this interesting question, fyi, if WMID plant to publish this one, we should have member meeting and ask them, because the highest approval for WMID as legal entity is on the member. --Biyanto Rebin (WMID) (talk) 09:32, 30 January 2017 (UTC)

Simple Annual Plan Grant Committee Recommendation

Committee recommendations

Funding recommendations: The committee recommends a grant of $80,000 for 12 months, and has the following recommendations for Wikimedia Indonesia: Regional and cultural differences highlight the need for extra effort at good communication throughout this grant. For future applications, we will need WMID to have a public strategic plan and annual plan available, that also includes fundraising targets for non-WMF funds. As Wikimedia Indonesia starts work on their APG, we hope to see increased involvement in the international community of Wikimedia organizations. Wikimedia Indonesia has expressed that improving gender diversity is important to their organization, but this is not included in the current year’s plans. We would like to see an emphasis on this aspect of diversity in next year’s application. During the current grant, the committee would like to see Wikimedia Indonesia monitor and report on the efficacy of its staffing model, to help the committee better evaluate future requests for funding staff. In future funding requests, distinctions between paid staff and volunteers should be clarified. The committee is willing to fund Wikimedia Indonesia’s digitization program on a trial basis, despite the significant concerns some committee members had about the use of staff on the program. However, the committee will want to see strong evidence of the value and use of this content, and the involvement of volunteers in the program, before funding similar work in the future. The committee has recommended an amount lower than the full amount requested. We suggest that Wikimedia Indonesia look at reducing staff expenses to accommodate this reduction.

Strengths identified by the committee: Wikimedia Indonesia has a strong community of volunteers leading and supporting their projects, and many of these volunteers have been involved with the organization for many years. WMID has been successful in drawing in new volunteers through contests and other initiatives, retaining them, and getting them involved in leadership. Wikimedia Indonesia has several years of experience managing many staff and projects, and significant funding from non-WMF sources. WMID has been successful in drawing in significant funding from other sources. Wikimedia Indonesia’s geographic and linguistic domain is currently under-represented in the movement. More relevant content from this region and international community would contribute to the diversity of content on and the diversity of contributors to Wikimedia projects. Wikimedia Indonesia is working to support multiple language communities in their region. They have a good knowledge base to apply to the programs they have proposed, including expertise in training new Wikipedians, and can continue to grow this knowledge base through future documentation and evaluation of their work. Wikimedia Indonesia has an engaged board with a strong desire to collaborate with volunteers in their own region, as well as WMF staff and other affiliates. Opportunities to collaborate will be improved as Wikimedia Indonesia enters the Simple APG process.

Concerns identified by the committee: The committee has significant concerns about Wikimedia Indonesia’s staffing plan. Although staff costs in Indonesia are less expensive than in other regions, some committee members noted that several programs and administrative areas may be overstaffed both relative to other Wikimedia organizations and relative to the goals set by Wikimedia Indonesia. Wikimedia Indonesia engages some long time volunteers as part-time paid staff for some projects, and this sometimes blurs the line between paid staff and volunteers. This will make evaluating the efficacy of Wikimedia Indonesia’s staffing plan an ongoing challenge. Some committee members have serious concerns about the digitization program, which employs the use of paid staff for a task that is normally done by volunteers elsewhere in the movement. While Wikimedia Indonesia has presented some good rationale for designing this program as they have (they are engaging volunteers in using this content, they do not otherwise have resources to digitize materials in their region, and this is a timely opportunity that may not be available in the future), funding work like this may not make sense in every case. Wikimedia Indonesia has not published a full strategic plan or annual plan that is publicly available. This makes it more difficult for the committee and community to understand the long term impact of this grant request. As a result, it is also not clear what other funding WMID may receive during the grant period and how the staff and work funded by this grant might relate to or support other work. While Wikimedia Indonesia’s work is likely to have a positive impact on linguistic and geographic diversity, and they have a very engaged group of women on their board, gender diversity is something that is not addressed specifically in their plans. For the Simple Annual Plan Grant Committee Chinmayisk (talk) 12:01, 26 February 2017 (UTC)

Thank you so much for SPAG Comittee recommendation, hard work and also time for looking our proposal. We've already updated our latest proposal. Please take a look again and if you have any thoughts, let us know. --Beeyan (talk) 11:55, 10 March 2017 (UTC)

WMF approval

Decision from WMF

Funding decision: WMF approves this grant in the amount of up to IDR 1,098,400,000 (~US$82,200 at the time of approval). We have increased the committee's recommendation by ~US$2200 to cover an additional amount for rent expenses that have been incurred during the period of application review and will be paid out of this grant, because the committee's recommendation was significantly delayed. We see that Wikimedia Indonesia has submitted a revised budget and staffing plan, taking into account the committee's recommendations for reducing staff, and these budget changes are also approved. Congratulations to Wikimedia Indonesia, and many thanks for your work during the application process. Thanks also to the Simple APG committee for this thoughtful recommendation. Winifred Olliff (WMF Program Officer) talk 16:53, 11 March 2017 (UTC)

Budget changes approved by WMF

Logging some approved budget changes here. These changes were all approved by Email, dates noted below.

1. 6,400,000 IDR reallocated from the WikiLatih budget to host a large ediathon in collaboration with Indorelawan. Approved 15 May.
2. 500,000 IDR within the Wiki Loves Earth budget (to increase the budget for consumption). Approved 11 July.
3. 13,900,000 IDR to support partial funding of attendance at partnership workshop in Berlin, from WLE budget. Approved 3 November.
4. Within WikiTraining area, 1,500,000 IDR for Consumption and 6,000,000 IDR for Transportation, reallocated from Internet and Venue lines in that budget. Approved 26 October.
5. 3,475,000 IDR from transportation and program manager costs to restructuring of staff roles to support ESEAP Conference. Approved 12 December.
6. 14,200,000 IDR moved to WikiLatih expenses from the Sundanese and Javenese project budgets; 2,281,500 IDR for equipment from the Javanese project budget; 4,000,00 IDR moved from equipment to transportation within the digitization budget. The total amount of funds moved amounts to about 20,481,500 IDR. Approved 21 December.

Best, Winifred Olliff (WMF Program Officer) talk 17:29, 22 December 2017 (UTC)

Thank you Winifred, I've corrected some typos! --Beeyan (talk) 20:42, 26 December 2017 (UTC)