Grants:Simple/Applications/Wikimedia Indonesia/2017/Staffing plan/March-June 2018

This is the Wikimedia Indonesia (WMID)'s staffing plan describing how the organization handles its employees and oversees their work. This plan is created to be the preparatory work for the 2018 Simple APG proposal.

Note: The days of working for every employee are 230 days a year and 8 hours a day. Working days are Monday-Friday. (104 days are Saturday and Sunday; 19 days are public holidays in working days (minus public holiday on Saturday or Sunday); 12 days is the minimum annual leave). (source 1; source 2)

Employee 1: Wikimedia Indonesia Simple APG Project Manager

Portion of Project Manager      Overseeing program (50%)     Managing social media (5%)     Communication (Program Managers, WMID Excecutive, WMF, and Indonesian Wikimedian Community) (20%)     Coordination with accountant (15%)     Reports (10%)

The WMID Simple APG Project Manager (1 FTE) will be responsible for this whole project. The Project Manager will oversee the project process from beginning until final report.

The following list is WMID Simple APG Project Manager's tasks and responsibilities:

• Making a guidance for every project based on Wikimedia Indonesia previous effort and also lesson learning that has been reported in every previous project.
• Ensuring the program is in line with proposed plan.
• Ensuring the proper execution of the program plan, and giving technical or non-technical support when necessary.
• Creating and compiling program reports, documentation and lesson learned
• Updating the program to Wikimedia Indonesia social account (Facebook, Twitter, Youtube & Instagram)
• Coordinating with designer and program manager for every design and making sure that all designs are looking good and communicative.
• Communicating with Program Managers, WMID Executive, WMF, and Indonesian Wikipedian Community and making sure updating the progress regularly

Employee 2: Wikimedia Indonesia Simple APG Project Accountant

     Coordination with project manager (10%)     Keeping up bills on project webpage (30%)     Managing expenses (20%)     Coordination with Wikimedia Indonesia's accountant (20%)     Reports (20%)

The Wikimedia Indonesia Simple APG accountant (0.8 FTE) will be responsible for the financial report. The following list is the accountant's tasks and responsibilities:

• Coordination with Project Manager on managing budget and expenses.
• Scanning, uploading, and updating the expenditure on project pages regularly.
• Ensuring every expense in line with proposed plan.
• Controlling every cash flow out, including reimbursement.
• Coordinating with Organization Accountant about taxes and reports.

Employee 3: Office Manager

Portion of Office Manager work      Managing Office maintenance (35%)     Managing office assets (20%)     Communication supporting (20%)     Administrational works (20%)     Coordination with project accountant (5%)

The Office manager (0.8 FTE) will be responsible for office management works. The following list is Office Manager's tasks:

• Managing daily office maintenance
• Managing and archiving office assets
• Communication supporting for WMID members, Board of Executive, Board of Trustees, and Wikimedia community

Employee 4: WikiLatih Program Manager

Portion of WikiLatih Program Manager work      Managing the program, including volunteer coordination (60%)     Administrative works (20%)     Coordination with project manager (10%)     Coordination with project accountant (10%)

The Office manager (1 FTE) will be responsible for office management works. The following list is Office Manager's tasks:

• Organizing, coordinating, and contacting volunteers and institutions for WikiLatih events.
• Coordinating with volunteer trainer for local events
• Helping the administrative works for volunteers
• Updating the event regularly in WMID social media channel
• Ensuring the proper execution of the program plan, and giving technical or non-technical support for the volunteers when necessary.

Employee 5: GLAM program manager

Portion of GLAM program manager work      Organize digitization program (10%)     Maintain existing human resources and provide supports (10%)     Keep up relationship with institutions (40%)     Coordination with Project Manager (20%)     Coordination with project accountant (10%)     Reports (10%)

The main task of GLAM Program Manager (1 FTE) is to manage digitization program, help its development, and maintain the mutual relationship with institutions. Another additional task of this program manager is to report the advancement of the program to the organization and Wikipedia community.

The following list is Digitization program manager's tasks:

• Organizing, contacting the individuals and institutions who have been expressed their interest to involve in this program, and announcing this program to the public.
• Ensuring the proper execution of the program plan, and giving technical or non-technical support when necessary.
• Creating program reports, documentation and lesson learned from the digitization program.
• Keeping up the relationship with the institutions, including organizing meetings, pieces of training and talking about a sustainable plan for the program.