Grants:PEG/ITOCA/Train-the-trainer South Africa workshop/Report

Report accepted

This report for a Project and Event grant approved in FY 2012-13 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/ITOCA/Train-the-trainer South Africa workshop.

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?: Answer YES or NO.; YES

Is your project completed?: Answer YES or NO.; YES

Did you use any of the grant funds?: Answer YES or NO.; 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

The workshop was structured to include two weeks of online training and exercises prior to the two day intensive face to face training.

Activity List

A workshop announcement was designed explaining the purpose of the course and the criteria for selection.
An application form was designed to be attached to the course announcement
The workshop announcement was sent to ITOCA's various networks in South Africa and ITOCA's contact database- universities, community libraries, colleges, banks and Non-Governmental Organizations
Collation and review of received application forms - 39 applications were received
Feed back and acceptance emails to selected participants- 32 applicants were selected
Instrusctions were sent out requesting participants to start the two weeks online pre-workshop study and exercises.
We prepared information notes for participants with hotel information, directions to the venue, starting times and other such detail related to the logistics of the workshop.
Communicate with Wiki Ttrainer David Richfield on training material and printing requirements.
Workshop venue hire
Computer and internet equipment hire
Training room setup
Day 1 of the workshop began at 9am
Assisted with co-facilitation where necessary
Allocation of per diems to the participant
Day2 of the workshop. Ended with a closing word from the director of ITOCA to encpourage participants to go and use the skils learnt.
Sent out a post workshop email for feedback on the workshop
Designed a post workshop survey, sent 2 months after the workshop and collected feedback

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?

The response rate to the announcement was high with more people confirming their availability and interest than the number we needed. This meant that we were able to select more appropriately those we thought would use the training well. We had a well balanced mix of participants from academic institutions, public libraries as well as from the commercial sector. Everyone managed to have their own computer meaning they all had hands-on experience with Wikipedia. The interest during the workshop was very high and the participants’ knowledge of Wikipedia was very misinformed. Training on what Wikipedia is, brought so much positive feedback ,interest and a change of attitude towards Wikipedia.

What did not go well?

There were a few challenges with the internet connectivity on the first day. The backup internet as fast as it could have been, while the main source of internet was being set-up.

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

To avoid technology glitches such training workshops should in future be held mid-week starting from Tuesday to allow for setup and testing of all equipment and systems.

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/ITOCA/Train-the-trainer South Africa workshop to review the goals and metrics listed in the approved submission.

Project goal

Provide the project goal here.

This workshop aimed at increasing awareness of Wikipedia and its core principles, encouraging participants to use Wikipedia efficiently and well, and attracting new contributors. The goals of the project included:

Central training of volunteer Wikipedians to embark on training others in the country.
Increasing the attention and support of Wikimedia by the cascading effect where those trained will go and train others.
The influencing of students and other community members to not only use Wikimedia but also contribute.
The training of the information experts to ensure that there are always trained experts who can be called on to help

The workshop emphasized this to partiipants from the announcement and reinforced some points to support these goals to the participants. The participants all agreed that they are willing to support Wikipedia and will seek to train others as much as they can.

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

The project goals were achieved as the participants were trained. Almost all of them were not registered users of Wikipedia until the training. They actively started contributing during the training and this was well embraced. When asked if they had trained someone after the training, a few confirmed that they have gone on to train someone or even groups for those in academic institutions. The other participants had intentions to train, with various reasons such as protocol, logistical arrangements and the time tables of students.

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.

Satisfaction of trainee-trainers from the central training, measured by a feedback survey. The survey would focus on the degree to which the trainees feel able to deliver training themselves..
The main measure of success would be the number of training events held by the trainees in their respective institutions and communities. We will consider the project a success if at least 75% of the participants deliver at least one training event within three months of the end of the central training.
Success will also be measured by getting feedback from those trained by the trained participants.

Provide an overall assessment of how your project went according to these measures.

The project managed to achieve the intended measures of success. This is because a survey was sent and almost half of the respondents agreed that they are able to deliver training others. The training was held towards the end of the year, due to many delays which the Wikimedia foundation is aware of. This may have affected those who went on to train within three months as those in academic institutions have only recently opened. We may track the other participants’ activities after another two-three months.

An email was sent about four weeks after the training asking the participants to give feedback on the training. Those who responded were very positive and felt that the training was a success which added value to their careers or expertise. We have had a few more inquiries from those who did not manage to get trained on when the next training workshop will be held. We also had an inquiry to whether we would also train beyond South Africa as we had inquiries from those outside the country including an inquiry from Asia.

7 months after the workshop another follow-up evaluation survey was sent to the participants. In total there were 25 respondents to the evaluation survey. The survey can be found at https://www.surveymonkey.com/s/9Q7JYLB

On satisfaction, 100% said that participating in the Wikipedia training was of benefit to them.

36 % said they contributed content to Wikipedia on your own. Some of the reasons given for this were time constrictions and language. Only 2 respondents said they delivered scheduled, frontal training (at least 1-2 hours) sessions.

When asked “have you faced any challenges or do you plan on training?” Many responded that they could not get support from their institution. Fro others it was an issue of availability of faculty and academics.

If you were to plan a similar project, would you measure it differently? If yes, please explain how.

We would add more measures if we were to do a similar project such as:

the number or frequency of contributions to Wikipedia by those trained
the number of participants who join the local Wikimedia chapter after the training
the number of participants whom we can join as observers during their trainings

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
Increase participation
Improve quality
Increase reach
Encourage innovation

The project’s impact was varied and fitted within the WMF’s mission and strategic goals. An increase in the participation and reach was achieved by training trainers who are based at public institutions where there is a higher cascading effect to the greater number of potential contributors as well as users of Wikipedia. The trainers will be able to train their students, clients as well as library users who can be encouraged to be innovative in their contributions to Wikipedia. Some of the participants who were trained at the workshop came up with innovative ideas on topics and information that plan to contribute to Wikipedia.

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

Documentation of expenditures has been received by WMF.

Expenses

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.

	Expense Item	No.	Days	Rate	Total in Rand	Total in USD	Remarks
1	Travel
1.1	Participants travel	0	3	0	0	0	Participants institutions to pay for transport
1.2	Local transport				3200	427	Participants local transport. Shuttle company provided their invoice of R1540, the remaining R1660 was fuel costs.
	Sub-Total 1				3200	427

2	Accommodation
2.1	Participants (lodge B and B)	12	3	560	20160	2688	Road Lodge only 12 of the Participants stayed at the hotel, the rest commuted.
2.2	Participants per diem (Dinner)	12	3	120	4320	576
	Sub-Total 2				24480	3264

3	Venue Hire
3.1	Conference package	34	2	280	19040	2539
	Sub-Total 3				19040	2539

4	Materials & Supplies
4.1	Computer hire				9907	1321	Computer hire
4.2	Internet (Data)				987	132
4.3	Stationery and DVDs	34		30	1020	136
	Sub-Total 4				11914	1589

5	Trainers
5.1	Accommodation	0	0	0	0	0
5.2	Dinners	0	0	0	0	0
5.3	Local Transport	0	0	0	0	0	The trainer volunteered to pay all his transport costs.
5.4	Flight						Trainer was based locally and commuted everyday
	Sub-Total 5				0	0

6	Sub-Total				58634	7819
6.1	Project Management of Evaluation				2760	325
6.2	Project Management				7371	1021
					68765	9165

	NOTES
	Exchnage rate $1=R7.5

Total project budget (from your approved grant submission)

	Budget	No.	Days	Rate	Total in Rand	Total in USD	Remarks
1	Travel
1.1	Participants travel	30	3	0	0	0	Participants institutions to pay for transport
1.2	Local transport	30	2	80	4800	640	Participants local transport
	Sub-Total 1				4800	640

2	Accommodation
2.1	Participants (lodge B and B)	30	3	520	46800	6240	Road Lodge-Centurion 3 nights
2.2	Participants per diem (Lunch + Dinner)	30	3	150	13500	1800	Lunch @R75 + Dinner @R75 per day
2.3	Tea breaks x2	64	3	15	2880	384	Two tea-breaks per day
	Sub-Total 2				60300	8424

3	Materials & Supplies
3.1	Computer lab hire (30 PCs)	1	2	1000	2000	267	Computer lab hire
3.2	Printing-workbook	30	1	15	450	60	Training materials printing
3.3	Stationery/photocopies	30	4	5	600	80
	Sub-Total 3				3050	407

4	Trainers
4.1	Accommodation	1	3	520	1560	208
4.2	Dinners	1	2	200	400	53
4.3	Local Transport	1	3	200	600	80	Including airport transfer
4.4	Flight	1	1	1	3000	400	Return flight from Cape Town to Johannesburg
	Sub-Total 4				5560	741

5	Sub-Total				73710	10212
5.1	Project Management				7371	1021
					81081	11233

	NOTES
	Exchnage rate $1=R7.5

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)

R81081 (USD11233)

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

R68765 (USD9168)

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)

R68765 (USD9168)

Are there additional sources of revenue that funded any part of this project? List them here.

None

Remaining funds

Remaining funds from this grant have been returned to WMF in the amount of US$1100.

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?: Answer YES or NO.

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.)

R12316 (USD2068)

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.

Request for reallocation