Grants:PEG/WM CL/Start-up/Report

Report accepted

This report for a Project and Event grant approved in FY 2011-12 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/WM CL/Start-up.

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?: Yes

Is your project completed?: Yes

Did you use any of the grant funds?: 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

Provide a detailed list of activities performed to complete this project, descriptions of these activities, and the amount of time spent on each activity. This section should also include a list of participants, or a link to pictures, blog posts, or videos from the project or event.

Legal Recognitizion

Date: September 12, 2012
Type of activity: External
Place: Chile
Participation: Ministry of Justice, Wikimedia Chile
Summary/report: The non-profit corporation was instituted on July 16, 2011. Legal personality condition was granted by Chilean Exempt Decree No. 4426 issued on September 12, 2012, from the Ministry of Justice, and it was published in the Official Newspaper (Offical Gazzette) No. 40.372, issued on September 28, 2012.

Bank Account Opening

Date: December 27, 2012 (Account Number Granted); April 5, 2013 (Full Operational)
Type of activity: External
Place: Santiago, Chile
Participation: Banco Santander, Wikimedia Chile
Summary/report: The process to open a bank account started on December 4 of 2012. After initiating the request, a bank account number was granted on December 27 by Banco Santander, but the account was not yet fully operational, due to some documents that were being questioned by the bank legal department. By February 14 the account was partially operating, and after clearing the last observations, and receiving the positive review from the bank legal department, the account became fully active on April 5, 2013.

GLAM-WIKI Summit Santiago 2012

Date: March 15, 2012.
Type of activity: External.
Place: Santiago [DuocUC Auditorium, San Joaquín].
Participation: Organization [WMCL] and participation of speaker [Osmar Valdebenito].
Summary/report: This activity gathered universities and cultural institutions with community members from the Wikimedia Foundation projects and promoters of free knowledge in general. It was the first GLAM-Wiki conference conducted in Latin America (GLAM is an acronym for galleries, libraries, archives and museums, although many other institutions such as social, sporting, cultural and educational groups can participate equally). It was organized by WM-CL and sponsored by the Library of Congress of Chile (BCN), Professional Institute DuocUC and the Chilean NGO Derechos Digitales. More info: http://wikimediachile.cl/index.php?title=Encuentro_GLAM-WIKI_Santiago_2012

Launch of Wiki Loves Monuments competition in Chile

Date: August 30, 2012
Type of activity: External.
Place: Santiago, Chile [National History Museum].
Participation: Vice President [Juan David Ruiz], as host and speaker, the Secretary [Dennis Tobar] and part of the event organizing team [Ximena Cuevas and Roberto Muñoz]; Consejo de Monumentos Nacionales; Fundación Imagen de Chile; Museo Histórico Nacional
Summary/report: The launch of Wiki Loves Monuments contest to the general public and the media was held at the National Historical Museum building, former Palace of the Royal Court. The vice president explained to the attendees the details of the contest and presented the sponsors. Other guests included Emilio de la Cerda, Executive Secretary of the National Monuments Council of Chile; Rodrigo Guendelman, competition jury; Jennyfer Salvo, director of communications for Imagen de Chile Foundation; and Diego Matte, director of the National History Museum.

Wiki Loves Monuments Chile

Date: September 1 to 30, 2012
Type of Activity: External [Competition].
Place: Chile.
Participation: Wikimedia Chile [Organization of the contest].
Summary/report: Wiki Loves Monuments is a photography competition in which participants must take pictures of monuments in the country and upload them to Wikimedia Commons, under a free license, for use on Wikimedia projects. In 2012, the competition was held for the first time globally, after successful versions in Europe during 2010 and 2011. WM-CL organized the first chilean version of the contest, which was centered in photographing national monuments from a list of 870 monuments, and was sponsored by the National Monuments Council (CMN) and Imagen de Chile Foundation. In the competition 4,083 photographs were received. The Jury, composed by: Emilio de la Cerda, CMN Executive Secretary; Eduardo Testart, board member of Wikimedia Chile; Samuel Salgado, Director of the National Center of Photographic Heritage; Roberto Farriol, Director of the Museum of Fine Arts, and Rodrigo Guendelman of @santiagoadicto, selected 10 finalists and five honorable mentions, plus a special prize to the participant with the highest number of photographs of different monuments. More information: http://www.wikilovesmonuments.cl.

Wikipedia in University

Date: September 12 to October 31, 2012
Type of Activity: External [Keynotes/Workshops/Lectures].
Place: Coquimbo, Chile.
Participation: Presentations [Juan David Ruiz and Rocío Consales]. Elaboration of the program and students guidance [Daniel Bravo]
Summary/report: In the context of the Wikipedia Education Program, WM-CL organized a pilot project where law students from the Catholic University of the North, in Coquimbo, studying Legal history II, created and wrote seven articles about the Chilean codification process on the 19th century and the beginning of the 20th century as a part of their regular curriculum. The project was inspired by the initiatives developed in Mexico and, particularly, in Brazil —Wikipédia na Universidade—, presented in Iberoconf 2012. The program included a induction keynote, three workshops on how to edit Wikipedia, and a final evalution to students. More information: http://es.wikipedia.org/wiki/Wikiproyecto:Chile/Wikipedia_en_la_Universidad/Historia_del_Derecho_II_%28UCN-C%29.

Wiki Loves Monuments Chile Prize Ceremony and Edit-a-thon

Date: December 15, 2012.
Type of Activity: External [Contest - Lecture/Workshop].
Place: Santiago de Chile [BiblioGAM - Centro Cultural Gabriela Mistral].
Participation: Organization [Board and other WMCL members].
Summary/report: Wiki Loves Monuments Chile Prize Ceremony awarded eleven prizes to the winners and five honorable mention. This event was organized by the Board and other members of WM-CL and included the attendance of the winners or their representatives, sponsor representatives (Fundación Imagen de Chile and Consejo de Monumentos Nacionales) and other guests. After a formal Prize Ceremony, where a exhibition of the photos was inaugurated, the first Chilean Edit-a-thon took place. Members of WM-CL helped the attendants on how to edit Wikipedia as volunteers More information:
http://blog.wikimediachile.cl/?p=135.

Wiki Loves Monuments Winners photo exhibition

Date: December 15, 2012 to January 19, 2013.
Type of Activity: External [Exhibition]
Place: Santiago de Chile [BiblioGAM - Centro Cultural Gabriela Mistral].
Participation: Organization [Board].
Summary/report: After Wiki Loves Monuments Chile Prize Ceremony, BiblioGAM (the library of the Gabriela Mistral Cultural Centre) authorized the exhibition of the winner photographs in the north area of the library for one month (until January 19, 2013).

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?

All the projects and activities were executed, went well and were finished satisfactorily. One of the things that made us proud was how much we were able to accomplish which such a reduced budget. Although forced by circumstances, our frugal money expenditure fostered the volunteer work within the projects, creating more commitment from members with the chapter. In the end, this helped us to run the budget at the minimum cost possible.

What did not go well?

Regarding the activities to be financed by the grant, the excesive time taken by the procedures to be recognized as a non-profit legal personality by Chilean authorities, made that the activities and goals budgeted, didn't exactly matched the progress and level of activity of the group of volunteers. This, added to a slight underestimation of costs in the budget, imposed some struggle to keep adjusted to the financial limits of the grant in some items. This last point also consumed too much energy and time, spent on trying to find lower prices that would fit the planned budget. The lesson is to give some room to not struggle that much, since time is limited for volunteers. Another of the lessons learned is that is good to keep a small amount of money for underestimated or unplanned expenses, market change and price changes.

Also, opening the bank account had some bureaucratic process that delayed us from being able to receive and execute the budget in the original time planned, this also called a delay and a subsequent request of a time extension to execute the budget. As an advice for others, if it's possible, it's important to start focusing in the bank account opening as soon as possible, at the time of requesting a start-up grant. Even though we tried our best, Chile's banking system was stricter than any of our "worse scenario" projections.

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

Ask an item for unexpected or underestimated costs, approximately a 10%, because, as explained before, the limit was too tight, specially for the organization of Wiki Loves Monuments.

Project soon, budget fast and precisely :-)

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/WM CL/Start-up to review the goals and metrics listed in the approved submission.

Project goal

Provide the project goal here.

Establishment of Wikimedia Chile as an official non-profit corporation under Chilean law. Accomplished
Ensure participation of Chilean members of the Wikimedia movement, not only people from Santiago. Accomplished
Engage with cultural and educational institutions in the main cities of the country. Accomplished
~~Development of projects in indigenous languages (mainly Mapudungun and Aymara).~~ Finally not included in the grant
Improve Wikimedia movement awareness and engagement in Chile. Accomplished
Ensure the good use of the Wikimedia logos and marks. Accomplished

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

The objective of this grant was to cover the expenses of the process to establish Wikimedia Chile (legal fees, administration, technical infraestructure, etc.) and the main projects of the chapter in 2012. At the end of this grant, Wikimedia Chile is a non-profit organization recognized by the autorities, following all fiscal and regulatory requiriments in Chile, with an active community and good relationship with other cultural institutions, and was able to execute the activities planned for the period.

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.

Establishment of Wikimedia Chile as an official non-profit corporation under Chilean law. Accomplished
Agreements with cultural and educational institutions. Accomplished
~~Increase participation at Mapudungun Wikipedia at Incubator and its release as an official project.~~ Finally not included in the grant

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

Wikimedia Chile was established as an official non-profit corporation under Chilean law. This was accomplished under the guidelines of the Wikimedia Foundation and the Chilean law. Although the timeframe to have the official recognition by local authorities was longer than projected, including more procedures and more documents to be submited, now Wikimedia Chile can act as non-profit entity in Chile.
Up today, Wikimedia Chile has 26 associate members: 2 are from the IV region (north); 1 from the V region (center); 1 from the VI region (center); 1 from the VIII (south) and 1 from the XI region (south), which enters almost a 23% of associate members which come from regions of the country. Since 40% of the population leaves in the Metropolitan Region, this number theoretically could be increased, but it's considered a successful amount of "people from regions" distribution within the chapter, so far.
During the organization of GLAM-Wiki Santiago, with a total of 57 attendees, we were able to connect to several institutions, which included representatives of:
- Eight different Universities and/or their Libraries (including Universidad Católica, Universidad de Chile, Universidad de Playa Ancha, Universidad de Santiago, Universidad Adolfo Ibáñez, Universidad Central, Universidad de Los Andes & Universidad Nacional Andrés Bello);
- Four different technical institutes and/or their Libraries (DuocUc -which helped organize the event, and presented representatives of five different campuses-, Instituto Profesional Carlos Casanueva, IP Chile, and Instituto Profesional La Araucana;
- Three different Libraries -excluding the University ones- (including Biblioteca Nacional de Chile, Biblioteca Pública de San Bernardo, and Sistema Nacional de Bibliotecas Públicas - DIBAM);
- Two governmental institutions (Ministerio de Defensa -through their Academia Nacional de Estudios Políticos y Estratégicos-, and Onemi);
- One public company (Enami);
- One public-private company (Metro);
- One school (Colegio San Francisco Javier de Huechuraba);
- Three private companies or corporations (including Transbank, Ballotage.cl, and Revista Matapiojo).
We were also able to connect to four different institutions that helped us organize and execute the Wiki Loves Monuments Chile 2012 contest:

Consejo de Monumentos Nacionales (National Monuments Council), who made an agreement with Wikimedia Chile, and acted as a sponsor of the Wiki Loves Monuments Chile 2012 contest.
Fundación Imagen de Chile, who acted as a sponsor giving us ten prizes for the Wiki Loves Monuments Chile 2012 contest.
Biblio GAM, Library of the Gabrela Mistral Cultural Center, which provided the physical space to held the award ceremony, and the subsequent exposition of the winning images, for almost a month after the ceremony.
Cenfoto, National Center of Photographic Heritage, a non profit cultural corporation linked to Universidad Diego Portales, who helped us with the judgeind process of the contest.

Also, we were able to make cooperation agreements with three different institutions that helped us to organize events, or released part of their material:

Biblioteca del Congreso (Library of Congress), which helped us to organize the GLAM-Wiki Conference as a sponsor of the Conference.
DUOC UC, which helped us to organize the GLAM-Wiki Conference and the Iberoconf 2012 Summit, providing the physical space to held the conference, and therefore being a sponsor of both conferences.
Museo de la Memoria (Memory Museum), which made an agreement to improve a certain amount of articles in Wikipedia, receiving two resident wikipedists.
Salvador Allende Foundation, which made an agreement with Wikimedia Chile, to release ten speeches under creative commons licenses, so they can be uploaded to Commons and transcribed to Wikisource.

If you were to plan a similar project, would you measure it differently? If yes, please explain how.: As a startup grant, the initial goal was centered in to be instituted in the country and to ensure that the level of activity of the chapter was steady or started to increase, as it finally happened. As defined goals, the measurement on those points is not difficult to be done.; Regarding the partnerships and agreements with cultutal institutions, we believe that the attendance to the events and the participation and engagement with cultural and GLAM institutions was very succesful. Anyways, it's extremely hard to measure the success you gained in a GLAM-Wiki Conference. Maybe one institution can attend, and give you more results than a other institutions that attended and later choose not to participate any further. This means that not because you had more attendees, the conference in a long term would result more successful for your project. At the same time, some institutions might contact you with great delay, since their own organizational structures determines so. Therefore, even though increasing the amount of institutions that attend compared to a previous conference would be a goal to stablish, it seems more important to determine the amount of cooperation agreements, interaction and support you were able to reach, and after that, the quality of each one. Altough it is easy to be tempted to see the success in the amount of attendees, and it seems more ambiguous to focus on the agreements and cooperation, the latter is the most relevant part of the conference in the end. The down side is that agreements and cooperation takes more time to be closed than the organization of an event.

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.

Increase participation

We we were able to increase our associates from 15 founder members, to 26 members, which was a 58% increase since we started, as explained before, the associates base within Chile has stablished a fair diversity, but we also have associates from Argentina and the United States.

Also, organizing Wiki Loves Monuments Chile 2012, we were able to incorporate 4,082 new images to Wikimedia Commons, but more important, those images were uploaded by 330 users, a lot of them new editors brought to the community. The organization of this event was a great success in terms of increasing participation.

Increase reach

We were able get involved with educational communities, including our colaboration with Universidad Católica del Norte while we executed the project Wikimedia in University. A total of 39 students, with the help of members of Wikimedia Chile, worked, improved and edited 7 articles about chilean law. Each of the students was able to edit articles, and 8% of them kept editing afterwards.

Improve quality

We were able to connect to almost 30 institutions of wide diversity, and stablish cooperation agreements with three different cultural institutions, which helped us to improve the quality of Wikimedia projects, including not only Wikipedia, but also Wikisource and Wikimedia Commons, and allowed us to release documents and archives to the public domain, with a focus on Chilean and Latin American history and heritage.

Reporting and documentation of expenditures

This section describes the grant's use of funds

Documentation

Documentation of expenditures has been received by WMF.

Did you send documentation of all expenses paid with grant funds to grants at wikimedia dot org, according to the guidelines here?: Yes

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.

Received amounts

Income	CLP	USD	Exch/Rate
First round	2.059.700	4.300,00	479,00
Iberoconf 2012 reallocation	911.040	1.898,00	480,00
Second round	2.191.614	4.699,00	466,40
Received amount	5.162.354	10.897,00	~ 473,74

Total expenses and comparation with budget granted

Expenses	CLP	Budgeted in USD	Executed in USD	Execution percentage (not incl. Reserves)
Infrastructure and equipment	105.990	559	224	40,02%
Website	103.250	222	218	98,17%
Legal requirements	758.759	1.642	1.602	97,54%
Administration	437.017	841	922	109,69%
Outreach and projects	3.748.184	7.488	7.912	105,66%
Reserves		145
Total expenses	5.153.200	10.897	10.878

Balance

	CLP	USD
Received amount	5.162.354	10.897,00
Total expenses	5.153.200	10.878,00
Remaining funds	9.154	19,44 *

* official observed exchange rated published by Official Gazzette for 15/02/2013

Total project budget (from your approved grant submission)

USD $10.897

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)

USD $10.897

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

USD $10.878

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)

USD $10.878

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

There are more sources of income, mainly from memberships, but these are small amounts compared to this grant and were spent in other items not included in this report.

Remaining funds

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?

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.)

USD 19.94

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.

The remaining amount will be reallocated in the Annual Program Plan 2013-2014