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Grants:PEG/MrjohnCummings/UNESCO Wikimedian in Residence/Report

< Grants:PEG | MrjohnCummings/UNESCO Wikimedian in Residence


Report accepted
This report for a Project and Event grant approved in FY FY2016-17 has been reviewed and accepted by the Wikimedia Foundation.
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Project status

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Did you comply with the requirements specified by WMF in the grant agreement?
Yes
Is your project completed?
The project is ongoing but this section of the overall project is completed

Activities and lessons learned

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Activities

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1. Train UNESCO and its partner organisations to contribute to Wikimedia projects: The project will create and improve content receiving 100,000,000 views per year on Wikimedia projects, educate 1000 people in over 200 organisations to learn more about Wikimedia projects. This will include 200 newly registered users trained to contribute to Wikimedia projects and 500 articles formally reviewed by experts.
2. Make content from the archives of UNESCO and its partners available on Wikimedia projects: This project will facilitate the upload of 30,000 images, audio files, videos, data and other content to Wikimedia projects from UNESCO archives (24,000 images), UNESCO Institute for Statistics (UIS)and other sources including 10 organisations changing their content license to be Wikimedia compatible, a completed pilot project is outlined in the Goal section.
3. Create a model and resources to encourage other UN organisations and their partner organisations to engage with Wikimedia: We will contribute to the process of creating comprehensive resources (documentation and a tool chain) which will be an amalgam of existing resources and new resources created by myself and the wider Wikimedia community. This project will act as a model that can be followed by other UN agencies and their partners to open up their content and engage with Wikimedia and the wider open education movement.
4. Disseminate and promote information on the project and its outcomes, open licensing and engaging with Wikimedia: To disseminate information about and produced by the project as widely as possible with the aim of moving further towards making open licensing the standard for scientific, cultural and educational organisations and engagement with Wikimedia common practice.

Lessons learned

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What worked well?
* UNESCO very willing to work with Wikimedia, there is a very clear alignment of goals, they have a mandate to promote open licenses
* There are 100s of opportunities for projects at UNESCO
* Promoting Wiki Loves Monuments to UNESCO’s 2 million Twitter followers
What didn't work?
Keeping to the project goals: some of the individual targets were not relevant  due to lack of deep understanding of the organisation before the project started. The project goals do not accurately represent the value of the work done and the progress made towards the goals especially relating to the documentation I have created. Many of the individual targets have not been met due to the extra work needed to create documentation that are prerequisite to fulfilling the other goals. There are many opportunities for the project outside the project goals, UNESCO are experts on some of the structural problems within Wikimedia including the engagement with the global south, diversity and gender. Additionally there is a great deal of opportunity to understand Wikimedia in the context of education as a whole through UNESCO’s role as a global monitor for education.
Adequate documentation: Assuming there would be adequate documentation. There are many more in progress activities than completed ones, this is mainly due to the lack of high quality resources available to work with that I had to create that the activities are dependent on, I would estimate that I have spent 70% of my time creating basic documentation
Lack of capacity: There is a lack of time rather than lack of opportunity for activities with UNESCO.
What would you do differently if you planned a similar project?
More research on the organisation: it is a very large organisation and more difficult to understand from the outside Checking to make sure the instructions existed: I assumed that instructions for processes and tasks I wanted to do as part of the project existed already.

Learning patterns

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Learning patterns/Understanding the shared goals of an external organisation and Wikimedia

Outcomes and impact

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Outcomes

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Provide the original project goal here.
1. Train UNESCO and its partner organisations to contribute to Wikimedia projects: The project will create and improve content receiving 100,000,000 views per year on Wikimedia projects, educate 1000 people in over 200 organisations to learn more about Wikimedia projects. This will include 200 newly registered users trained to contribute to Wikimedia projects and 500 articles formally reviewed by experts.
2. Make content from the archives of UNESCO and its partners available on Wikimedia projects: This project will facilitate the upload of 30,000 images, audio files, videos, data and other content to Wikimedia projects from UNESCO archives (24,000 images), UNESCO Institute for Statistics (UIS)and other sources including 10 organisations changing their content license to be Wikimedia compatible, a completed pilot project is outlined in the Goal section.
3. Create a model and resources to encourage other UN organisations and their partner organisations to engage with Wikimedia: We will contribute to the process of creating comprehensive resources (documentation and a tool chain) which will be an amalgam of existing resources and new resources created by myself and the wider Wikimedia community. This project will act as a model that can be followed by other UN agencies and their partners to open up their content and engage with Wikimedia and the wider open education movement.
4. Disseminate and promote information on the project and its outcomes, open licensing and engaging with Wikimedia: To disseminate information about and produced by the project as widely as possible with the aim of moving further towards making open licensing the standard for scientific, cultural and educational organisations and engagement with Wikimedia common practice.
Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 short paragraphs.
Goal 1: Train UNESCO and its partner organisations to contribute to Wikimedia projects Due to lack of resources for training, lack of staff time and the Wikimedia Foundation study showing the 1% retention rate of new editors I have concentrated on an alternative to training that will provide the same effect by creating a process to reuse open license text. Goal 2: Make content from the archives of UNESCO and its partners available on Wikimedia projects UNESCO have agreed to make all their content available under an open license except where existing licensing agreements prohibit it. I have worked with UNESCO staff to collate all existing UNESCO materials and defined the needs for a central content repository for UNESCO that can automatically upload content to Wikimedia Commons with no additional staff time needed. Mediabank is now complete and will be populated with content at some point in the near future. Currently I’m unable to upload the images as they are not on the platform year. I created Wikiproject UNESCO which I later changed to with Wikiproject United Nations to organise contributions and reuse of UNESCO content. A central repository will also to make it very easy for other UN agencies to share their content on Wikimedia projects Goal 3: Create a model and resources to encourage other UN organisations and their partner organisations to engage with Wikimedia Working with UNESCO means that the resources I provide to people must be very high quality. Much more of my time than expected has been needed to create some of the resources that were required to run the project, this work is reflected in the number of documents I have created. The project has highlighted a lot of shortcomings in existing resources and this has meant that I have had to create new resources. Goal 4: Disseminate and promote information on the project and its outcomes, open licensing and engaging with Wikimedia UNESCO is the leading UN organisation on education. The largest opportunity at UNESCO is the ability to influence organisations to contribute to Wikimedia through open licensing, something that has already started to happen through promotion of the Wiki Loves competitions on UNESCO social media channels to over 2 million followers.

Progress towards targets and goals

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Project metrics

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1. Train UNESCO and its partner organisations to contribute to Wikimedia projects: The project will create and improve content receiving 100,000,000 views per year on Wikimedia projects, educate 1000 people in over 200 organisations to learn more about Wikimedia projects. This will include 200 newly registered users trained to contribute to Wikimedia projects and 500 articles formally reviewed by experts

Target Outcome Achieved outcome Explanation
Create and improve content receiving 100,000,000 views per year 10,000,000 Lack of a central repository for UNESCO to share its content with the public significantly delayed and stopped content being uploaded
Educate 1000 people in over 200 organisations 1000 Achieved through attending the Biosphere Conference (including Creation of a guide on contributing to Wikimedia projects specifically for Biosphere Reserves) and UNESCO promoting Wiki Loves Monuments on UNESCO social media to 2 million people
200 newly registered users 0 Target abandoned, based on training people which was not realistic given the limited time staff had.
500 articles formally reviewed by experts 0 Target abandoned to focus on the process to adding Open License text from UNESCO publications

2. Make content from the archives of UNESCO and its partners available on Wikimedia projects: This project will facilitate the upload of 30,000 images, audio files, videos, data and other content to Wikimedia projects from UNESCO archives (24,000 images), UNESCO Institute for Statistics (UIS)and other sources including 10 organisations changing their content license to be Wikimedia compatible, a completed pilot project is outlined in the Goal section.

Target Outcome Achieved outcome Explanation
Upload of 30,000 images, audio files, videos, data and other content to Wikimedia projects from UNESCO archives 3,000 images

Data is difficult to measure

Lack of working UNESCO content archive

Wikidata upload process was undocumented, time was spent instead working on a documented upload process available for everyone to use.

10 organisations changing their content license to be Wikimedia compatible Time was spent instead on documentation

3. Create a model and resources to encourage other UN organisations and their partner organisations to engage with Wikimedia: We will contribute to the process of creating comprehensive resources (documentation and a tool chain) which will be an amalgam of existing resources and new resources created by myself and the wider Wikimedia community. This project will act as a model that can be followed by other UN agencies and their partners to open up their content and engage with Wikimedia and the wider open education movement.

Target Outcome Achieved outcome Explanation
We will contribute to the process of creating comprehensive resources (documentation and a tool chain) which will be an amalgam of existing resources and new resources created by myself and the wider Wikimedia community. Yes Much of the project time was spent on basic resources needed by everyone to run projects, much of the basic documentation was missing
This project will act as a model that can be followed by other UN agencies and their partners to open up their content and engage with Wikimedia Yes I’ve joined the UN Open Access working group, several other agencies are interested in working with Wikimedia.

4. Disseminate and promote information on the project and its outcomes, open licensing and engaging with Wikimedia: To disseminate information about and produced by the project as widely as possible with the aim of moving further towards making open licensing the standard for scientific, cultural and educational organisations and engagement with Wikimedia common practice.

Target Outcome Achieved outcome Explanation
Aim of moving further towards making open licensing the standard for scientific, cultural and educational organisations and engagement with Wikimedia common practice Promotion of Wiki Loves Monuments helped to show the value of open licensing to over 2 million Twitter followers

Global Metrics

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We are trying to understand the overall outcomes of the work being funded across our grantees. In addition to the measures of success for your specific program (in above section), please use the table below to let us know how your project contributed to the Global Metrics. We know that not all projects will have results for each type of metric, so feel free to put "0" where necessary.

  1. Next to each required metric, list the actual outcome achieved through this project.
  2. Where necessary, explain the context behind your outcome. For example, if you were funded for an edit-a-thon which resulted in 0 new images, your explanation might be "This project focused solely on participation and articles written/improved, the goal was not to collect images."

For more information and a sample, see Global Metrics. Global metrics

N° Global metric Result Notes
1 Number of active editors involved 100 Involvement includes importing data to Wikidata, working on issues that I have encountered during the project, advice, adding media I have uploaded to Commons to other projects.
2 Number of newly registered users Unknown but probably at least 100 An easier and more sustainable way of importing content that doesn’t involve direct training of people to upload content to Commons was found.

Promotion of Wiki Loves Monuments to over 2 million followers led to more people taking part in the competition, we are currently unable to measure how many.

3 Number of individuals involved 200 Includes UNESCO staff who have not contributed to Wikimedia directly and new contributors to Wiki Loves Monuments
4a Number of new images/media added to Wikimedia article pages 200 1, 2
4b Number of new images/media uploaded to Wikimedia Commons 3,000+ images and videos Files categorised in Category:Media files produced by UNESCO and Biosphere Reserve categories
5 Number of articles added or improved on Wikimedia projects 200+ Imported descriptions of Biosphere Reserves from UNESCO website to Wikipedia
6 Number of bytes added to and/or deleted from Wikimedia projects English Wikipedia:

French Wikipedia:

Wikidata:

Wikimedia Commons:

Meta:

Total:

Wikipedia: articles

Wikidata: Wikidata items, Wikidata values

Wikimedia Commons: Images and videos, guides and community communication

Meta: Guides and community communication


Learning question
Did your work increase the motivation of contributors, and how do you know?
Much of the project (probably 70% of the time) was spent on improving basic resources needed to do projects. Many of them are resources needed by the majority of projects working with external organisations or for people who want to learn to contribute.

Impact

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What impact did this project have on WMF's mission and the strategic priorities?

Option B: How did you improve quality on one or more Wikimedia projects?

  • UNESCO promoting Wiki Loves Monuments to its 2 million Twitter followers very probably increased the number of people taking part.
  • The documentation I created has been used widely
Documentation Page views from Sept 2015 - Dec 2016
Wikipedia:WikiProject United Nations 2,730
Wikipedia:Adding open license text to Wikipedia 530
Wikidata:Dataset Imports Data unavailable
Wikidata:Data donation 7664
Wikidata:Data Import Guide Data unavailable
Commons:Simple media reuse guide 2,401
Commons:Flickr2Commons 14,746

Reporting and documentation of expenditures

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This section describes the grant's use of funds

Documentation

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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

Expenses

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Please list all project expenses in a table here, with descriptions and dates. Review the instructions here.


Item number Category Item description Unit Number of units for first 6 months Number of units for 12 months Cost per unit Total cost for 12 months in Euros Total cost for 12 months in US Dollars Notes
1 Venue Office space at UNESCO office (World Heritage Centre, 7 Place de Fontenoy, 75007 Paris, France) 1 desk, managed reception, access to meeting rooms, landline 1 1 See notes € $ Both office space and staff support for externally projects are calculated by the standard UNESCO percentage of programme support costs at 13% of the total project expenditure.
2 Project management UNESCO staff time and expertise 1 hour Equivalent to 127 hours Equivalent to 254 hours See notes € $ See below
3 Project management UNESCO Wikimedian in Residence salary and taxation 1 hour 975 hours 2042 hours €18.81 €38419.36 $43567.54 The salary is calculated as the lowest point of the salary bracket of Wikimedia UK funded Wikimedian in residence positions in London (£25,000 - £30,000) and adjusted for the difference in living costs in Paris of -7%,

The hourly rate equivalent of €18.81 including taxes ($21.56) is 13% less than the previously funded $25/hr rate of the Institutional Growth and Community Fellow.

4 Project management Wikimedia UK staff time, all services are laid out in the Chapter Involvement section 1 day 2.5 5 €156.47 €782.35 $886.60 Details of all services are laid out in the Chapter Involvement section, 5 days staff time at £120 per day
11 Travel Travel to UNESCO partner organisations Budget for travel to UNESCO partners 0.5 1 €1500 €1500 $1699.87 Estimated travel budget to UNESCO partners funded by them.
12 Wikipedia Science Conference Ticket N/A 0 1 N/A, original price in GBP, exchange rate $1.55 = £1 N/A $44.95 Receipt sent to WMF
13 Wikipedia Science Conference Travel (Eurostar) N/A 0 1 N/A, original price in GBP, exchange rate $1.55 = £1 N/A $96.87 Receipt sent to WMF
14 Wikipedia Science Conference Travel (Eurolines) N/A 0 1 N/A, original price in GBP, exchange rate $1.55 = £1 N/A $62.00 Receipt sent to WMF
15 Wikipedia Science Conference Food (combined) N/A 0 1 N/A, original price in GBP, exchange rate $1.55 = £1 N/A $37.97 Receipt sent to WMF
16 Mozilla Festival 2015 Ticket N/A 0 1 N/A, original price in GBP, exchange rate $1.57 = £1 N/A $70.65 Receipt sent to WMF
17 Mozilla Festival 2015 Travel N/A 0 1 N/A, original price in GBP, exchange rate $1.57 = £1 N/A $149.15 Receipt sent to WMF
18 Mozilla Festival 2015 Local travel (combined) N/A 0 1 N/A, original price in GBP, exchange rate $1.57 = £1 N/A $39.25 Receipt sent to WMF
19 Mozilla Festival 2015 Food (combined) N/A 0 1 N/A, original price in GBP, exchange rate $1.57 = £1 N/A $16.56 Receipt sent to WMF
20 WMUK meeting, 4th - 7th December 2015 Travel N/A 0 1 N/A, original price in GBP, exchange rate $1.4 = £1 N/A $149.80 Receipt sent to WMF
21 WMUK meeting, 4th - 7th December 2015 Local travel (combined) N/A 0 1 N/A, original price in GBP, exchange rate $1.4 = £1 N/A $15.22 Receipt sent to WMF
22 WMUK meeting, 4th - 7th December 2015 Local food (combined) N/A 0 1 N/A, original price in GBP, exchange rate $1.4 = £1 N/A $8.47 Receipt sent to WMF
23 4th World Congress of Biosphere Reserves Flights + Hotel N/A 0 1 N/A, original price in GBP, exchange rate $1.4 = £1 N/A $1,188.60 Receipt sent to WMF
24 4th World Congress of Biosphere Reserves Food (combined) N/A 0 1 N/A original price in Peruvian Sols, exchange rate 3.3sol = $1 N/A $66 Receipt sent to WMF
25 4th World Congress of Biosphere Reserves Taxi to and from airport (excess to grant amount covered by grantee) N/A 0 1 N/A original price in Peruvian Sols, exchange rate 3.3sol = $1 N/A $36.31 covered by grant, total cost was $50 Receipts not available
26 Equipment Canon 6D camera 1 1 1 €3704.82 €3704.82 $4198.49 Canon 6D camera and lens which will be used to document the residency (e.g in person training sessions and conferences) to enhance reporting and storytelling.
27 Merchandise Printed booklets 1 190 190 €1.38 €262.20 $300.40 Provided by Wikimedia UK, £200
28 Merchandise Metal Wikipedia globe badges 1 200 200 €0.63 €126 $142.79 Merchandise provided by Wikimedia UK, £100
29 Merchandise Assorted Wikimedia stickers 1 275 275 €0.47 €130.51 $147.90 Merchandise provided by Wikimedia UK, £100
30 Bank fees € $
31 Contingency Equipment N/A N/A N/A N/A €150 $169.99 Included to cover eventuality of equipment hire or purchase of small items e.g. cables, adaptors for presentations and training sessions

Risk probability: 35%
Cost impact: €200 (Contingency halved for the 6 month budget)

32 Contingency Venue space and volunteer expenses N/A N/A N/A N/A €150 $169.99 Given that a key focus of the role is increasing awareness with appropriate regional partners, there is a possibility of conducting training or meetings outside of UNESCO’s main offices

Risk probability: 25%
Cost impact: €600 (Contingency halved for the 6 month budget)

33 Contingency Unanticipated local travel expenses N/A N/A N/A N/A €180 $203.98 Should there be in-country opportunities of key meetings or conferences this contingency would allow me to attend

Risk probability: 45%
Cost impact: €400 (Contingency halved for the 6 month budget)


Project support obtained €12635.05 $14475.98 30.28% of total project cost for the first 6 months
24.4% of total project cost for 12 months
Project funding requested €38669.36 $44303.49 68.91% of total project cost for the first 6 months
74.67% of total project cost for 12 months
Contingency funding requested €480 $543.96 0.81% of total project cost for the first 6 months
0.93% of total project cost for 12 months

Total project cost €51784.41 $59323.43


Total project budget (from your approved grant submission)
€51784.41
Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if PEG is your only funding source)
€38669.36
Total amount spent on this project
€51784.41
Total amount of Project and Event grant funds spent on this project
All €38669.36 was spent on my time at a rate of €18.81 per hour
Are there additional sources that funded any part of this project? List them here.

As documented in the grant application UNESCO provided in kind costs. Additionally Wikimedia Sweden provided funded for me to continue working at UNESCO on a related project allowing me to work on this project for longer. I have secured a grant for 50% of my time through Wikimedia Sweden, allowing the continuation of the project for an additional year. The Connected Open Heritage project will further some of the goals of this project, however it will only advance the goals of this project related to immovable cultural heritage but much of the documentation created could be altered for UNESCO specific audiences and a general audience. An outline of funding timelines for the two projects:

2015 2016 2017
Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec Jan Feb
Wikimedia Foundation 100% Wikimedia Foundation 50% Wikimedia Foundation 50% (assuming extension application is successful) Wikimedia Foundation 100% (assuming extension application is successful)
Wikimedia Sweden 50% Connected Open Heritage Project

Remaining funds

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Are there any grant funds remaining?
Answer YES or NO.

N0

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.)

-

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.

Not applicable


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