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Grants:PEG/WM PH/Annual program plan 2014/Report

< Grants:PEG | WM PH | Annual program plan 2014


Report accepted
This report for a Project and Event grant approved in FY 2013-14 has been reviewed and accepted by the Wikimedia Foundation.
  • 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.


Project status

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Did you comply with the requirements specified by WMF in the grant agreement?
  Yes
Is your project completed?
  Yes

Activities and lessons learned

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Activities

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Aside from the activities related to the Cultural Heritage Mapping Project, all of the activities of the chapter in 2014 was funded through this grant. For a general report of activities, please see the Annual Report here on Meta-Wiki.
In addition, due to the administrative aspect of the grant, certain activities were purely organizational, the chapter's meeting meetings and resolutions are available on the chapter website.

Lessons learned

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What worked well?
  • General project funds
    The chapter allocated some funds for the community (outside Manila) projects and other activities. A good portion of the grant was later on determined to be used for other projects that were not yet conceptualized when the grant was still being formulated. The general fund gave the chapter flexibility to provide funding for initiatives that can be implemented as soon as the proposal are submitted and approved by the Board, rather applying for a new grant that could possibly take months to obtain approval.
    Own office space
    The chapter was also allowed by WMF to secure its own space, which helped it to properly store all the equipment it had purchased through the years. It was able to procure furnishings to convert it to a small meeting space where Board meetings had since been held. The move allowed the chapter to save cost, since it was being billed by the hour whenever it meets in the business center (virtual office) which serves as its registered address. It was able to centralize all its papers, files, documents and reports which were kept by officers in their homes. It made them readily available for review and audit.
What didn't work?
  • Admission of new members
    The chapter only admitted one member in 2014, despite having several member applicants. It was realized that a big membership base, doesn't automatically translate to successful projects. Under Philippine corporate laws, members should exercise certain duties/rights, however in their failure to do so, the organization will be unable to carry out certain actions. The chapter has liberally accepted members previously, without carefully assessing the sincere interests (which is one of the requirements of membership) of applicants in promoting the aims of the organization. This left the chapter burdened with several inactive members. Less than half actually attend the chapter's annual meeting or engage themselves in chapter activities. This prompted the Board to review membership to retain only those who have exhibited "genuine interest and active involvement" in its activities.
    Assigning projects to less than determined leads
    During the preparation of the grant, certain projects proposed and assigned to leads who at the time of conceptualization were enthusiastic for the project. Unfortunately, as professional and other non-organization obligations and responsibilities catch up, they could not provide enough time to carry-out and implement the project.
What would you do differently if you planned a similar project?
  • Leadership/Project management training
    The chapter could definitely benefit from having its key officers/members tasked to carry-out certain initiatives and responsibilities undergo training in their fields. A little incentive to cover their lost (compensated) hours due to organization related work could help in giving due attention needed by the projects.
    Bigger general project fund
    The chapter could definitely benefit from having a general project fund that may be tapped into during the year to allow it flexibility to determine which projects it could fund.
    Flexibility in realigning expense items

Learning patterns

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Outcomes and impact

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Outcomes

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Provide the original project goal here.
The general goal of this proposal is to provide Wikimedia Philippines, its officers and members with the needed resources in order to stabilize its operation, consolidate its efforts through projects that are most relevant to its purposes and participate in other Wikimedia activities outside the Philippines. This proposal departs from the usual submission of project proposals on a piecemeal basis without a guarantee of a follow-up project that will complement what has been started. It also lays down Wikipedia-oriented projects that are the core of its founding and the primary reason why it was able to gather a good number of members in the more than three years it has been operating.
On the other hand, this proposal already sees the chapter's compliance with local regulations with regard to the the minimum requirement of expenditure for projects with respect to administrative expenses. It should be noted that this does not prevent the chapter from initiating other projects during the period of this proposal's implementation, especially when the Tagalog Wikipedia has just turned 10 years last December 1. As the chapter has begun the process of decentralizing the creation and implementation of projects by assisting its locally organized non-Manila based communities to start planning on projects that will benefit them especially their own language Wikipedias, we are also anticipating projects to come from them during the implementation of this proposal. It also aims to have the active involvement of its members in these projects as among the organizers and not merely participants.
Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 short paragraphs.
Yes and no. On the one hand, progress has been made in ensuring the organization's administrative compliance, particularly involving compliance with filing paperwork and ensuring that chapter activities happen on schedule. Wikimedia Philippines is currently compliant with reporting requirements as required by the Securities and Exchange Commission, and we are currently addressing our compliance with reports to the Foundation, among other administrative tasks that we are working to complete.
On the other hand, we must also consider that there are projects funded under this grant that have yet to be deployed, and have been pushed back owing to the logistical difficulties of implementing them. The Wikipedia Rewards program, for example, has not yet been implemented in the absence of implementing rules for the project, and these are currently still being worked on.

Progress towards targets and goals

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Project metrics

Project metrics Target outcome Achieved outcome Explanation
Administrative: The chapter will remain fully compliant with the Wikimedia Foundation and no grant report will be on "Past Due" status.   Not done The Wiki Loves Monument 2013 grant report was marked as past due, although this was before this 2014 grant was approved. However the 2013 annual operations grant report was also marked as past due.
Administrative: Conduct at least four (4) membership meetings, apart from the Annual Meeting in May.   Not done No members meeting was conducted apart from the Annual Meeting.
Administrative: Have an additional 20 new members for the entire year.   Not done Only 1 member was accepted in 2014. Please see the "Admission of new members" subsection under "Lessons learned" for the explanation.
Administrative: Post meetings minutes online not later than 30 days, unless the Board determines the discussion is classified.   Partly done Except for the 2014-12-06 Board meeting, the minutes of all other Board meetings in 2014 were posted within 30 days. The minutes of the 2014 Annual Meeting have been posted, but have been delayed due to unforseen issues with the production of the meeting's official DVD.
Administrative: Update the chapter website's main page every month.   Done The wmph:Template:Latest updates template has been frequently updated to list the chapter events.
Administrative: Publish and distribute the 2013 Annual Report in time for the 2014 Annual Membership Meeting   Not done Due to unforeseen issues with complying with additional regulations from the Bureau of Internal Revenue, the 2013 Financial Statement was not fully approved and this affected the production of the Annual Report. Additionally in October 2013, the financial books had to be revised from the beginning of 2013 to comply with WMF grant agreements requiring separate bookkeeping account for ever every grant.
Administrative: Submit all regularly requirements on time avoiding penalties because of late submissions.   Partly done Monthly withholding tax returns submitted to the Bureau of Internal Revenue before on or before due dates. General Information Sheet was not submitted to the Securities and Exchange Commission.
Administrative: Actively involve at least ten members and have them form part of the organizing committee of the projects (list below) and not merely as participants.   Not done The Board instead embarked on cleaning up its membership. It retained members who have actually actively participated in its initiatives in the last two years in order to ensure it is not overburdened with a big but largely inactive membership. Such a large inactive membership prevents the chapter, a registered non-profit organization to effect the necessary changes to its structure, changes that will involve more members and not limit the decision making process to the Board. It was a long process as it required deliberating more than 60 people who have signed up with the organization.
Philippine Wikimedia Communities: Local communities will hold at least two (2) meetups in the course of the year.   Partly done The Pangasinan, Bikol and Sinirangan Bisaya communities have held meetups in the course of the year. While the Pangasinan and Sinirangan Bisaya communities held meetups under the chapter's auspices, the Bikol community held its meetups independently. The Dila ning Kapampangan community did not hold meetups this year.
Philippine Wikimedia Communities: Local communities will implement at least one (1) project related to content under the scope of the community in the course of the year   Partly done The Pangasinan and Sinirangan Bisaya communities held projects this year, while the Bikol community has committed to holding projects in 2015. The Dila ning Kapampangan community did not hold projects this year.
Wikipedia Rewards Program: Within the first three months, at least 50 contributors will avail of low-level rewards (rewards for creating an account, reaching 100 edits, etc.)   Not done Wikipedia Rewards has not yet been implemented, with implementation deferred to a later date. The budget alloted for this project was used for procuring merchandise to support the activities of the Cultural Heritage Mapping Project, and the partnership with Smart Communication's Tap & Learn Roadshow. Note that the budget alloted for the Wikipedia Rewards Program is also alloted for procuring merchandise.
Wikipedia Rewards Program: Within the first six months, of those 50 editors, at least half will avail of medium- to high-level rewards (rewards for DYK, GA/FA/FL/FP, cleanup, etc.)   Not done See above for explanation as to why Wikipedia Rewards was not implemented.
Wikipedia Rewards Program: Within six months of the end of the program, at least 15 editors will continue editing Wikipedia despite not receiving rewards   Not done See above for explanation as to why Wikipedia Rewards was not implemented.
Wikipedia Edit-a-thons: Conduct 6 edit-a-thons   Done For 2014, edit-a-thons were the main type of project facilitated by the organization, often in conjunction with other projects. As a result of this focus, six edit-a-thons were conducted nationwide.
  1. First Wikipedia Edit-a-thon at Sadoce, Smart Tower (in partnership with Smart Communications; first project under the new Smart-WMF Wikipedia Zero partnership)
  2. Lingayen, Pangasinan Edit-a-thon (held by the Pangasinan Wikimedia Community)
  3. Second Wikipedia Edit-a-thon at Sadoce, Smart Tower (in partnership with Smart Communications and in cooperation with the Wikipedia Zero and Education teams)
  4. First CHMP Edit-a-thon at the Mario Feir Filipiniana Library
  5. Calbayog City Edit-a-thon (held by the Sinirangan Bisaya Wikimedia Community)
  6. Second CHMP Edit-a-thon at the Mario Feir Filipiniana Library
Wikipedia Edit-a-thons: At least half of all participants will continue editing within six months after the conclusion of the workshop program   Not done No metrics for this goal was collected, as it is too soon at this point to determine whether this has been achieved. In addition, many editors participating at our edit-a-thons this year are already active editors, which is not supposed to count toward this metric.
Wiki Loves Monuments Philippines exhibit: Holding of another GLAM-related project in 2014   Done During the period the Cultural Heritage Mapping Project was initiated and rolled-out by the Chapter after obtaining grant funding from WMF.
Wiki Loves Monuments Philippines exhibit: Closer partnership with Philippine cultural agencies   Done The Cultural Heritage Mapping Project was supported by the National Historical Commission of the Philippines and attended by representative from National Commission on Culture and the Arts.
Project start-up fund/Microgrants: Five editors will avail of Microgrant funding or two projects will be launched   Partly done The chapter was invited by various institutions to talk about Wikipedia in 2014 and these were handled by former Open Web Day Project Lead Jojit Ballesteros. No other editors have availed of funding.


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 were collected for the Pangasinan and Waray-Waray Wikipedia Edit-a-thons.

Summary
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Metric Achieved outcome Explanation
1. # of active editors involved 3
2. # of new editors 27
3. # of individuals involved 52
4. # of new images/media added to Wikimedia articles/pages 37
5. # of articles added or improved on Wikimedia projects 206
6. Absolute value of bytes added to or deleted from Wikimedia projects approximately 88,241 bytes This was tallied during the event. This does not include deleted content because the organizing team was not able to tally it during the event.


  • Pangasinan Edit-a-thon
Please refer to the original report for details.
Metric Achieved outcome Explanation
1. # of active editors involved 3 There are four participants who registered their usernames a long time ago but they are not necessarily active. This figure does not include the four people from the organizing team.
2. # of new editors 22 Only few participants already have an account.
3. # of individuals involved 25 This excludes the organizing team. Including them will increase the numbers of individual involved to 29.
4. # of new images/media added to Wikimedia articles/pages 37 All of these images where uploaded in Wikimedia Commons.
5. # of articles added or improved on Wikimedia projects 186 This figure is essentially the total edit count.
6. Absolute value of bytes added to or deleted from Wikimedia projects approximately 63381 bytes This was tallied during the event. This does not include deleted content because the organizing team was not able to tally it during the event.


  • Waray-Waray Edit-a-thon
Please refer to the original report for details.
Metric Achieved outcome Explanation
1. # of active editors involved 0 All the participants were newbies. This figure does not include the 4 members of the organizing team.
2. # of new editors 5 Only the group leaders registered their accounts.
3. # of individuals involved 27 This excludes the project team. Including them will increase the numbers of individual involved to 31.
4. # of new images/media added to Wikimedia articles/pages 0 Participants concentrated more on the Waray-Waray Wikipedia articles.
5. # of articles added or improved on Wikimedia projects 20 This figure is essentially the total edit count.
6. Absolute value of bytes added to or deleted from Wikimedia projects approximately 24,860 bytes This was tallied during the event. This does not include deleted content because the organizing team was not able to tally it during the event.


Learning question
Did your work increase the motivation of contributors, and how do you know?
We have no metrics that were collected to answer this question.


Impact

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

Option A: How did you increase participation in one or more Wikimedia projects?

The Cultural Heritage Mapping Project, coupled with additional edit-a-thons and other projects executed this year, were instrumental in helping increase participation in the projects. Because the projects executed by the organization this year were specifically targeted at bringing in more people, in particular more new people, to the projects, the projects executed by the organization in 2014 brought at least 20-30 new editors to the project, many of whom are still active.

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

The organization's projects for 2014 were specifically targeted at content generation, either creating new content in subject areas that were underrepresented, or expanding already existing content. A number of CHMP-covered items were expanded as a direct result of the project, where before they were stubs or parts of other articles. This also led to increases in quality on Wikipedia and Wikimedia Commons, where more photos were uploaded of these areas where previously coverage was either poor or non-existent.

Option C: How did you increase the reach (readership) of one or more Wikimedia projects?

We currently do not have hard metrics towards determining whether or not readership increased on Philippines-related topics, but it is the organization's belief that with the expansion of more relevant content on the projects, in particular in English and Tagalog/Filipino, readership is bound to increase, especially when Philippines-related topics are concerned as a result of better quality (as explained in the answer to Option B).

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".
PLACEHOLDER TEXT

Expenses

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Please list all project expenses in a table here, with descriptions and dates. Review the instructions here.
Number Item description Unit Number of Units Actual cost per unit Actual total Budgeted total Currency Notes
1 Administrative 263,886.03 322,560.00 PHP Utilization: 82%. Excluding additional expenses requested to be reimbursed as noted below.
1.01 Annual registration and business permits – – – 9,083.30 10,000.00 PHP
1.02 Provision for tax – – – 1,500.00 7,000.00 PHP
1.03 Rent (virtual office & storage) – – – 102,028.00 156,000.00 PHP Actual cost was much lower as portion of the budgeted amount was allowed to be charged instead to the 2013 General Operations grant (item #3). Contract for storage facility/back office began only on April 2014.
1.04 Printer toner – – – 9,015.00 8,000.00 PHP
1.05 Office supplies – – – 18,812.10 15,000.00 PHP Overspending in office supplies is attributed to the securing of a storage facility used as back office, which had to be equipped.
1.06 Professional fees – – – 14,792.93 18,000.00 PHP
1.07 Outsourced admin services – – – 13,680.00 14,400.00 PHP Additional ₱38,333.33 requested to be reimbursed through reallocation (item #1) of remaining grant fund.
1.08 Courier – – – 9,260.96 6,000.00 PHP Includes ₱2,878 used to courier signed grant agreements to WMF.
1.09 Representation/Transportation/Fuel expenses/meeting expenses – – – 49,498.66 48,000.00 PHP Additional ₱33,868.77 requested to be reimbursed through reallocation (item #2) of remaining grant fund.
1.10 Prepaid Internet – – – 7,578.00 8,000.00 PHP
1.11 Banking fees/charges/check book/remittance fee – – – 1,300.00 1,500.00 PHP
1.12 Domain renewal – – – 9,526.41 9,900.00 PHP
1.13 Business cards – – – – 3,000.00 PHP
1.14 Admin contingency fund – – – 17,810.67 17,760.00 PHP Used for utility (electricity/water) in storage/back office facility, cleaning services, maintenance supplies, additional office equipment. Additional ₱6,136.50 requested to be reimbursed through reallocation (item #3) of remaining grant fund.
2 Annual General Meeting 71,003.05 123,375.00 PHP Utilization: 58%
2.1 Venue – – – 19,656.00 20,000.00 PHP
2.2 Food – – – 8,311.82 15,000.00 PHP Cost was significantly reduced after a member offered to foot the bill for the group dinner/socials.
2.3 Annual Report Publication – – – – 15,000.00 PHP Not printed.
2.4 Podium rental – – – 1,485.00 4,000.00 PHP Expense was for the printing of WMPH logo on sintra board that was used to cover the venue logo on the podium.
2.5 Supplies – – – 1,350.00 3,500.00 PHP
2.6 Project management – – – 11,322.75 15,000.00 PHP Transportation and meeting expenses of organizers and committees leading to the Annual Meeting.
2.7 Logistical support/PA/documentation team – – – 5,000.00 5,000.00 PHP
2.8 Scholarships – – – 17,877.48 40,000.00 PHP Only three members were provided scholarships.
2.9 Contingency (5%) – – – 6,000.00 5,875.00 PHP Used for Video coverage/documentation.
3 Fixed assets 126,020.76 138,500.00 PHP Utilization: 91%. Excluding additional expenses requested to be reimbursed as noted below.
3.1 Automatic document scanner (Brother ADS–2100) unit 1 24,240.00 24,240.00 25,000.00 PHP Purchased at a discounted price from local distributor rather than retailer.
3.2 4–Layer Lateral filing cabinet pc 1 15,930.00 15,930.00 15,000.00 PHP
3.3 Working tables pc 2 4,926.88 10,153.76 10,000.00 PHP Additional ₱300 delivery charge.
3.4 Foldable/stackable chairs pc 10 1,075.00 10,750.00 15,000.00 PHP
3.5 Large Whiteboard with rollers – – – 8,500.00 8,000.00 PHP
3.6 Bookshelf with glass door – – – – 10,500.00 PHP
3.7 Other office furniture – – – 11,148.00 10,000.00 PHP Vertical blinds, additional foldable table, mobile pedestal, electric fan. Additional furniture for office couch amounting to ₱12,998 requested to be reimbursed through reallocation (item #4) of remaining grant fund.
3.8 Laptop – – – 45,299.00 45,000.00 PHP Laptop bought at a discounted price. Microsoft Office software later bought and installed.
4 Wikimedia conferences participation 200,766.84 411,840.00 PHP Utilization: 49%
4.1 Wikimedia Chapters Conference – – – 32,189.03 30,000.00 PHP Incidental expenses incurred by representatives.
4.2 Wikimania 2014 – – – 168,577.81 204,240.00 PHP
4.3 2 Other Wikimedia conferences/meetings (GLAMcamp, Hackathon, etc.) – – – – 177,600.00 PHP No other Wikimedia conferences/meeting were attended by the chapter in 2014 apart from Wikimania and Wikimedia Chapters Conference.
5 Philippine Wikimedia Communities 27,995.00 30,000.00 PHP Utilization: 93%. Excluding additional expenses requested to be reimbursed as noted below.
5.1 Pangasinan Edit-a-thon – – – 9,959.00 30,000.00 PHP
5.2 Waray Edit-a-thon – – – 18,036.00 PHP Additional ₱16,976.00 for facilitator's airfare requested to be reimbursed through reallocation (item #6) of remaining grant fund.
6 Wikipedia merchandise, promotional materials/Wikipedia Rewards 51,820.00 51,400.00 PHP Utilization: 101%. Excluding additional expenses requested to be reimbursed as noted below.
6.1 Manufacture of Wikipedia merchandise – – – 51,820.00 44,400.00 PHP Additional ₱67,500.00 for the manufacture of USB flash drives requested to be reimbursed through reallocation (item #7) of remaining grant fund.
6.2 Shipping – – – – 7,000.00 PHP
7 Wikipedia Edit-a-thons 23,560.83 24,000.00 PHP Utilization: 98%
7.1 Food, supplies, and incidentals – – – 23,560.83 24,000.00 PHP
8 References 17,177.00 16,000.00 PHP Utilization: 107%
8.1 Kasaysayan – The Story of the Filipino People (10 vol. encyclopedia) – – – 5,500.00 6,000.00 PHP
8.2 Other reference materials (dictionaries, language studies, etc.) – – – 11,677.00 10,000.00 PHP
9 Tap and Learn Outreach 100,558.06 90,000.00 PHP Utilization: 112%. Excluding additional expenses requested to be reimbursed as noted below.
9.1 Tap and Learn activities in Urdaneta, Pangasinan, Legazpi, Albay, Balanga, Bataan, Cebu City, General Santos, and Surigao City, Surigao del Norte – – – 100,558.06 90,000.00 PHP Originally budgeted for a Wiki Loves Monuments exhibited, reallocation for partnership project with local Wikipedia Zero provider approved on 9 Sep 2014. Additional ₱45,451.28 requested to be reimbursed through reallocation (item #8) of remaining grant fund.
10 General project funds 18,226.66 20,000.00 PHP Utilization: 91%. Excluding additional expenses requested to be reimbursed as noted below.
10.1 Project startup fund/Microgrants – – – 18,226.66 20,000.00 PHP Bikol Community Meet-up, attended by Chapter president. Additional ₱7,876.00 used for Cebu and Bohol activity planning initiatives requested to be reimbursed through reallocation (item #9) of remaining grant fund.
Total project budget (from your approved grant submission)
₱1,227,675
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)
₱1,227,675
Total amount spent on this project
₱901,014.23
Total amount of Project and Event grant funds spent on this project
₱901,014.23
Are there additional sources that funded any part of this project? List them here.
N/A

Remaining funds

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Remaining funds from this grant have been returned to WMF in the amount of US$7,390.32.
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.)
₱326,660.77
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.
Please refer to Grants:PEG/WM PH/Annual program plan 2014/Reallocation for the consolidated reallocation request for all remaining grant funds with Wikimedia Philippines as of 2016.


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