Grants:Project/Rapid/Wikimedia Ghana User Group/Post-WMCon 17 Meeting/Report

Report accepted

This report for a Rapid Grant approved in FY 2016-17 has been reviewed and accepted by the Wikimedia Foundation.

To read the approved grant submission describing the plan for this project, please visit Grants:Project/Rapid/Wikimedia Ghana User Group/Post-WMCon 17 Meeting.
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 rapidgrants at wikimedia dot org at any time if you have questions or concerns about this report.

Goals

Did you meet your goals? Are you happy with how the project went?

Yes we met our goals and we are happy how the events went.

Outcome

Please report on your original project targets.

Event Schedule and Content Changes

Target Outcome:

Activity	Time
Introduction	11.00am – 11.10am
Movement Strategy Track Presentation	11.10am – 11.40am
Capacity Building & Learning Track	11.40am – 12.40pm
Coffee Break	12.40pm – 1.20pm
Movement Partnerships Track Presentation	1.20pm – 1.50pm
Closing remarks	1.50pm – 2.10pm
Lunch / Departure / Distribution of souvenirs from WMCON	2.10pm

Achieved Outcome:

Activity	Time
Registration	11:30am
Brunch and seating	12:00pm
Introduction	12:00pm
Breakout	12:00pm
Movement Strategy Track Presentation	12.00pm – 12:30pm
Capacity Building & Learning Track Presentation	12:30pm – 1:00pm
Lunch	1:00pm – 1:30pm
Movement Partnerships Track Presentation	1:30pm – 2:00pm
Acting as an ambassador or a Wikimedia influencers: Start somewhere \| Working on yourself \| Capacity Building	2:00pm – 3:00pm
Acting as an ambassador or a Wikimedia influencers: Recruiting \| Community building \| Project making	2:00pm – 3:00pm
Acting as an ambassador or a Wikimedia influencers: Staying connected to user group and the global community	2:00pm – 3:00pm
Distribution of souvenirs and closing remarks	3:00pm

Explanation:

We added more sessions to coach the ambassadors/influencers going out to other cities.

Other Outcome

Target outcome	Achieved outcome	Explanation
17 existing editors were expected	17 existing editors attended	N/A
5 ambassadors/influencers were expected	5 ambassadors/influencers attended	N/A

Learning

Projects do not always go according to plan. Sharing what you learned can help you and others plan similar projects in the future. Help the movement learn from your experience by answering the following questions:

Worked well

We were able to meet members who live outside Accra and would have otherwise spoken to through electronic means which is not always succesful. The plan to bring them over was a good one. We were also able to give them souvenirs to use as prizes for events they intend to start in other cities.

Didn't work so well

Including transport fares for participants traveling from other cities in the grant burdened grantees. It took effort and time trying to get receipts or expense forms from the participants. It leads to late reporting which affects access to any more grants. I think TPS should be modified to include people who are traveling to engage in any form Wikimedia activity also and not just people going to non-Wikimedia events. This will allow people apply for TPS by themselves to attend group activities.

Also the group was not aware of some key information on documenting expenses and travel policy, especially those without receipts and for those that drove themselves when traveling due to our projects.

We will do these differently next time

We have well-intended programs however it looks like we have to modify them. Planning and execution of events already take a toll on unpaid volunteers. So to be burdened with late receipts and expense forms, in the short term, for small events as this:

We can attempt to let participants pay and present receipts and forms before we reimburse. The only problem is if a participant can't afford to pre finance trip he/she will have to be excluded.
For all future grant applications the group is looking to print expense form booklets to help members better report their expenses for which vendors couldn't provide receipts. We will also sort out issues with those that drive themselves to events.
Documenting expenses and travel policy documents which the grants team shared with us, will be shared with grantees and members for all future grant applications.

Finances

Grant funds spent

Please describe how much grant money you spent for approved expenses, and tell us what you spent it on.

Budget

About exchange rates

The USD – GHS exchange rate was set at ¢4.1 = $1 during grant application. However the event was pre - financed by members of the user group and reimbursement is yet to be made. And since the report is due today, the exchange rate of ¢4.2400 = $1 will be used. The daily rate is available on the bank's website. And the rate at the time of report submission has been captured and attached to the receipts.

Item	What Was Budgeted ¢	What Was Spent ¢	Explanation
Venue	240	0.00	Impact Hub gave the space for free
Transport for participants arriving from other cities	1520	1386.30	See below
Transport for volunteers	300	400	While we budgeted to pay for transport for social media and photography volunteer, the volunteers for the registration of participants, setting up of venue, and handling souvenirs we added additional ¢130 transport for shopping for the things that were not going to be delivered to us.
Food and drinkables	714	417.50	Discounts and cheaper brunch opportunities
Disposable packs, cutlery, napkins	100	76
Hot water dispenser	0.00	94.05	Brunch catering with the option of hiring a dispenser was expensive. We bought one for the group for less and will be made available for use for other events. We actually used it for the Africa Open Data Conference.
Internet for 17 participants, presentations and social media (3 Mi-fi devices have already been acquired in an earlier grant. Only data costs needed)	120	120
Total	2994	2493.85	Amount to be returned ¢ 500.15

Breakdown of ¢1520 transport cost for Wikimedians arriving from outside Accra

Name	Fares Budgeted For ¢	Fares Spent ¢	Other Expenses ¢	Total Amount Spent ¢	Explanation
Elizabeth Mensah-Bonsu	670	680	0.00	680	The trips cost more
Noah Alorwu	150	140	10	150	Incidental cost of food during his trip to Accra
Usman Ibrahim Khalilulahi	300	205	50	255	Incidental cost of lodging fee during his trip to Accra
Mohammed Jaward	200	200	0.00	200
Masssly	200	82.3	19	101.3	Participant was in Accra already and did not claim fares for the trip
Total	1520	1307	79	1386.30

Remaining funds

Do you have any remaining grant funds?

Yes, ¢500.15 ($117.95) and it can be applied to the Wiki Loves Monuments in Ghana.

The funds remaining from this grant in the amount of US$117.95 were deducted from another grant payment for Grants:Project/Rapid/Wiki Loves Monuments Ghana 2017.

Anything else

Anything else you want to share about your project?

Here are some photos of the event

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