Learning and Evaluation/Program Toolkits/GLAM/Learning Circle 2

Tracking and Reporting for GLAM-Wiki Partnerships: A Learning Circle

Event: GLAM-WIKI 2015

How to track and report for GLAM partnerships is a commonly asked question for learning and evaluation. This workshop will include a panel of presenters who will: present their best practices for how to identify key tracking and reporting needs, share the important steps and strategic points for implementing successful tracking and reporting to your partnership collaborators, and call out any mistakes to learn from. Following panel presentations participants will be asked to reflect on the shared learning, plan for next steps, and taking action.

Host(s)

Jaime Anstee
Co-Facilitators: Maria Cruz
Panelists: Daria Cybulska (WMUK), Axel Pettersson (WMSE), Karin Nilsson (The Royal Armoury, Skokloster and Hallwyl)

Session Description

How to track and report for GLAM partnerships is a commonly asked question for learning and evaluation and we would like to take the opportunity at the conference to bring a handful of our successful GLAM leaders together to share what they know about it. The proposed workshop will include a panel of presenters who will provide brief presentations of their process of planning tracking and reporting for GLAM partnerships by focusing on three key points in the context of one or more of their successful partnerships. Specifically panelists will present their best practices for how to identify key tracking and reporting needs, share the important steps and strategic points for implementing successful tracking and reporting to your partnership collaborators, and call out any mistakes to learn from. One interesting aspect would be looking at how evaluation needs may differ from Wikimedia and the GLAM organisation's perspective. Following panel presentations participants will be asked to reflect on the shared learning, plan for next steps, and taking action. Importantly, the panel will have both GLAM Wikimedians as well as institutional partners so that we might capture both the external and internal reporting activities that take place within GLAM partnerships.

The workshop process around the panel presentations will include thorough capturing of key elements in the panelists reflections so that participants will be sure to notice key messages through live capturing. Beyond the live capturing of key leader reflections on their process and successful practice the panelists presentations will be followed by capturing of a session dialogue. In these, participants will reflect to learn about common themes and outliers across strategies for tracking and reporting for GLAM-wiki partnerships. They will also plan ways that the shared successful practices can be integrated into their reporting practices, as well as figure out which practices might be a challenge, and how to proceed.

Workshop participants will learn useful strategies for setting up tracking and reporting systems for GLAM-Wiki work, tips for issues to avoid in tracking and reporting, and discuss ways to integrate lessons learned into future efforts. All that is shared across the workshop process will be documented in our evaluation portal in our learning pattern library and be shared and developed further at a follow-up workshop at Wikimania in July.

Etherpad: https://etherpad.wikimedia.org/p/glamwiki15-tracking

Watch the Recording!

Post-it Note Capture

Critical Steps

Defining “what do we want?” and then... “how?”
Why are we doing the project? Start with goals.
How can we measure agreed upon goals? → Alignment of goals.
Know the stakeholders and funders’ expectations.
Figure out who will do the work.

Green Lights

Similar goals between institutions → Agree to measure in a way. (+1)
The GLAMs know what they expect out of the partnership.
High tolerance of GLAM for inespecific measures.
Views and use of images
Outcomes benefit both organizations
A shared understanding of why you want to work together (GLAM-Wiki)

Red Flags

The org does not know what they want to measure
Incompatible metrics
Not have a clear list of users that are editing
GLAM cannot sell the project internally
If the project has external funding, you might have a 3rd set of metrics
Different systems and ways of measurement

Blockers

Fear of measurement (things unexpected that rather not learn or know)
Inability to track usernames (worry of tracking)
Open culture does not allow direction of volunteer support
Desired metrics (click backs and traffic) are unattainable.
Institutions like or want pageviews (cookies + privacy)
Double reporting demands (without alignment)
Incompatible goals or metrics
Different levels of measurement & metrics not aware of.

Into a SWOT for tracking and reporting for GLAM-Wiki partnerships:

Strengths	Weaknesses
Similar goals between institutions → Agree to measure in a way. (+1) The GLAMs know what they expect out of the partnership. High tolerance of GLAM for inespecific measures. Views and use of images Outcomes benefit both organizations A shared understanding of why you want to work together (GLAM-Wiki)	Fear of measurement (things unexpected that rather not learn or know) Inability to track usernames (worry of tracking) Open culture does not allow direction of volunteer support Desired metrics (click backs and traffic) are unattainable. Institutions like or want pageviews (cookies + privacy) Double reporting demands (without alignment) Incompatible goals or metrics Different levels of measurement & metrics not aware of.
Opportunities	Threats
Defining “what do WE want?” and then... “how?” Why are WE doing the project? Start with goals. How can WE measure agreed upon goals? → Alignment of goals. Know the stakeholders and funders’ expectations. Figure out who will do the work.	The GLAM organization does not know what they want to measure The GLAM and Wikimedia Organization have incompatible metrics No clear list of GLAM users that are editing GLAM cannot sell the project internally If the project has external funding, you might have a 3rd set of metrics Different systems and ways of measurement