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Grants:PEG/WM EE/2012/Report

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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 EE/2012.
  • 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.

To read the approved grant submission, please visit Grants:WM EE/2012.

Compliance and completion

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Did you comply with the requirements specified by WMF in the grant agreement?
Answer YES or NO.
YES
Is your project completed?
Answer YES or NO.
YES
Did you use any of the grant funds?
Answer YES or NO.
YES

Activities and lessons learned

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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, project goals, fits to strategy and measures of success

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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.
As this was an annual grant, "activities performed to complete this project" include basically everything Wikimedia Eesti did in 2012.

Photo competitions

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  • Estonian Science Photo of the Year is only science photo competition in Estonia, run yearly by WMEE. In 2012, it took place in October.

Project goal: we want to get a lot of photos and compose a traveling exhibition. Hoping for about 600 images. Fit to strategy: outreach and increase of participation. In 2012 we are working hard to cover Estonian science (e.g. creating articles about all notable Estonian scientists). Other benefits: media coverage, exhibition of the best images.

Team members: Kruusamägi

Project page: Teadusfoto 2012

  • HELP 3 (Head Eesti Looduse Pildid, Good Pictures of Estonian Nature) was the third annual photo collecting campaign for the photographs of Estonian nature. It took place in December 2012.

We hoped get a lot of photos and gain some media coverage. Results: The number of photos was somewhat less than expected (307 pictures from 21 participants) but their quality was very good and so was the media coverage. The budget of the event has always been minimal and this time there were no expenses.

Team members: Kruusamägi

Entry page: http://et.wikipedia.org/wiki/Vikipeedia:HELP3

  • Wiki Loves Monuments was run in Estonia for the second time in September, 2012. This year, we worked together with City of Tartu and University of Tartu as well as the National Heritage Board of Estonia. The prize ceremony was held in Tartu Botanical Garden, where prizes were handed by the Mayor of Tartu.

After the competition, WMEE organized a traveling exhibition of best pictures from WLM 2012 in Estonia. It started in Tartu City Hall, has already been presented in several cities and will continue until next WLM. We also hope to present it in Estonian House in Stockholm, Sweden, in the autumn.

Project goal: to have a lot of people participating, and to get a lot of photographs.

Fit to strategy: outreach and participation, definitely.

Other benefits: the competition may lead to new articles in Estonian Wikipedia and this is a good chance to find some people who could start making pictures for Wikipedia.

Measures of success: we hoped to get more pictures than we got the last time (3100) and also increase the geographical coverage.

Results: 2600 pictures of 1404 heritage objects from 75 participants. The number was a little bit smaller than last year but the quality of images was better. A relevant part of the images came from Tartu, as a result of our initiatives there in cooperation with the city and university.

Links:

Article competitions

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  • In December, a competition themed on Jõgeva County was run. This was our first county-themed competition. It was quite unexpected, as we were approached by the Association of Municipalities of Jõgeva County, asking if we would fancy such an enterprise. The results were somewhat more impressive in media than in Wikipedia, but not bad nevertheless. We're going to proceed with similar competitions, while trying to enhance the participation.

Measures of success: N/A

Results: 68 articles from 10 participants, 24 articles and radio clips in the media.

Links:

  • Translation bee has been run in Estonian Wikipedia since 2010 jointly by members of the community and the local office of the Translation Directorate of the European Union. It is not strictly a competition, but it is very popular and there are prizes. In 2011, WMEE joined the organization team, providing its own prize for fresh Wikipedians.

Measures of success: N/A

Results: 56 translators translated 139 articles from 13 languages. Most of the contributions are of a high quality.

Links:

  • In the end of the year, we had a two-week "cooperation week" with the Ukrainian Wikipedia. Again, it was not planned in the start of the year, and it was not a competition, but we exchanged some memorabilia (ours was edible, theirs was more... memorable). It seems we're going to continue this tradition, too.

Measures of success: N/A

Results: In Estonian Wikipedia, 7 participants created 80 new articles, several articles were also improved. In Ukrainian Wikipedia, 19 participants wrote 216 new articles, several were improved.

Links:

Other events

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  • Latvia 100 (Läti 100 was an effort to make a list of the 100 most important subjects on our neighbouring country Latvia that should be covered in the Estonian Wikipedia. Now, we have the list and the work on the articles mentioned is in progress.

Project goal: 100 nice articles about our best southern neighbour, all at least covering the essentials.

Fit to strategy: quality (more and better useful content).

Other benefits: possibly, international cooperation and the increase of activity among Latvian Wikipedians. Maybe a little attention in media.

Measures of success: 100 new or improved articles.

Results: By the end of March, 2013, 41 articles of 100 exist, work continues. In composing the list, indeed, some Latvian Wikipedians joined in.

The list: http://et.wikipedia.org/wiki/Vikipeedia:L%C3%A4ti_100

  • Wikiexpedition to Northern Latvia, run in August 11-12, produced

Project goal: The aim of both wikiexpeditions is to gather material about the region, and establish local contacts. On the expedition into Northern Latvia, the main goal is to cover the Estonian culture in Latvia. There are many places that might not concern Latvian Wikipedians much but are notable in the context of Estonian cultural history.

Fit to strategy: More useful content on Latvia.

Other benefits: Motivating Wikipedians. Measures of success: An expedition will be considered successful if there will be at least 300 new photographs on Commons (hopefully many more), all the necessary people will have been met and all the photographs have been incorporated into articles on Estonian Wikipedia.

Results: A couple of thousands of pictures of Southern Estonia and Northern Latvia. 286 have been uploaded, but most of the pictures are still being processed.

Pictures on Commons: http://commons.wikimedia.org/wiki/Category:WMEE-LV2012

  • Wikipedia Summer Days were organized on the isle of Muhu, in August 4-5. WMEE also had a general assembly there.

Project goal: The main aim is to motivate people.

Fit to strategy: Organizational benefits.

Measures of success: And they edited Wikipedia happily ever after.

Results: We made some necessary amendments to our bylaws and elected a new board. We have jumped over the Wikipedian traditional gender gap, having now 2/3 majority of female members on the board.

Links:

  • 10th birthday of Estonian Wikipedia and reaching 100,000 articles in Estonian Wikipedia (happening almost at the same time) were publicly celebrated in city of Tartu.

Project goal is to get some (additional) positive media coverage and to motivate our Wikipedians a bit.

Results: We opened an exhibition of the best photos made during Wiki Loves Monuments 2011 in Estonia in Tartu railway station, and had a Wikipedian dinner afterwards. All in all, the events had extensive media coverage.

Links:

Projects

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  • Cooperation with the Estonian Association for History and Philosophy of Science for the publication of the contents of the Biographical Lexicon of Estonian Science in Wikipedia.

Project goal: To include all 8000 articles on Estonian scientists from the lexicon, properly formatted and referenced. By estimation, about 6000 of them are new, and 2000 persons have already been described in Estonian Wikipedia to some extent.

Fit to strategy: An influential rise in quality in a large field.

Measures of success: About 6000 new and 2000 improved articles in Estonian Wikipedia, preferably by the midsummer.

Results: One tome of four has been processed adding 1500 new articles and improving 500. In the process, we have developed bots (with some help from Wikimedia Armenia) that can be used for similar work with other lexicons. We are going to proceed with the other tomes as soon as the Association will hand over the materials. Unfortunately, it seems they don't have photos to come with the text, so we have to take some kind of action in future to produce photographs.

Project description on WMEE's wiki: http://et.wikimedia.org/wiki/English/Bringing_Estonian_Science_to_Wikipedia

  • Digitization project for adding Estonian literature into Wikisources.

Project goal: To have a significant part of the license-free compulsory Estonian literature in Wikisource. In the long run, our goal is to forge a partnership with the abovementioned institutions, compose a joint project and apply for funding for EU and local financial structures to ensure the continuance of the project.

Fit to strategy: Quality (a lot of new content), possibly financial sustainability.

Measures of success: We hoped to publish 5-8 books on our own by the end of 2012 and 5000+ pages of materials together with the Estonian Literary Museum.

Results: We have added into Estonian Wikisources six books of Estonian literature, both fiction and non-fiction. While our progress has been slower than we hoped for, we have gathered valuable know-how. We're cooperating with GLAM institutions and the Ministry of Culture, so we might be able to take it up more intensively and systematically quite soon. There has already been some media coverage.

Project description on WMEE's wiki: http://et.wikipedia.org/wiki/Kasutaja:Oop/Digitizing_Estonian_Literature

  • Wikipedia in universities has proceeded well,

Project goal: Get more good articles and raise the awareness about Wikipedia. Hopefully also get some more Wikipedians. As people would include Wikipedia in educational process even if we protested, our goal is to encourage and facilitate that process so that it would be a positive experience for everyone. In the past, the overwhelming flow of articles that badly need editing has swept some of us like Nile. No need to repeat that, soft and easy now.

Fit to strategy: Participation. Most likely, as much participation as we can take without damaging the integrity of Estonian Wikipedia. Someone has to edit and copy edit that stuff. Also, quality.

Measures of success: A lot of content, everything edited in time, no noticeable disruptions for the readers and a joyful atmosphere for Wikipedians.

Results: Students in different universities have had Wikipedia articles as course assignments. During the biggest course in the Department of Natural Sciences and Technology in University of Tartu, run in November and December 2012, students wrote more than 300 articles with the minimal length of 8000 characters. Also, our volunteers have been editing those articles constantly and giving feedback to the authors.

Links:

Participation on events

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  • On the Wikimedia Conference in Berlin, from March 30 to April 1, two representatives from WMEE were present. We participated in the sessions about funding, chapter development, WCA etc, gaining a lot of useful information.
  • On the WMCEE conference in Belgrad, October 13-14, there were two representatives from WMEE.

Project goal: See people, talk to people, spread ideas, get ideas.

Fit to strategy: Exchange of ideas should count towards "organizational maturity and effectiveness".

Measures of success: It would be best if we could get at least one of our own ideas going in CEE cooperation, but we won't have failed if we at least start participating in someone else's CEE project. No matter whose it is, if it's good.

Results: One of our reps held a presentation about getting your message to the media, the other negotiated with WMPL about bots that have already been launched in Estonian Wikipedia. Additional cooperation efforts were developed, too.

  • Participating in the Quiz club of the University of Tartu.

Project goal: To show Wikipedians in the best possible light amongst smart people.

Results: Success. Our team won the season of 2011/2012 and has continued quite well in 2012/2013, also organizing one quiz show each season. It's a good publicity amongst students with minimal costs.

Links:

Other

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  • WMEE made an agreement with a professional bookkeeper. It's a great relief.

Project goal: To free our time for work on Wikipedia.

Fit to strategy: Big stuff on organizational maturity and effectiveness. It will move our chapter forward like a kick in the rear.

Measures of success: Our books will be kept, our conscience will be clean, and nobody will go to jail.

Results: Our documents are in order, nobody has gone to jail.

  • In the August, we decided to procure a desk in the local NPO hub in Tartu, so we could have a place for the weekly board meetings and for holding our stuff. All in all, the costs have been 30 euros a month.

Results: So-and-so. It has been useful, but the rooms have been cold, and an open hub does not suit us very well. We decided to stop renting the desk since April, 2013, leaving only a mailbox.

Lessons learned

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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?
Our international cooperation has become wider. We have acquired valuable experience about running an organization, so WMEE stand on surer feet.
Although we haven't yet held our own round tables on education and copyright, we have intensive collaboration with many institutions on these themes - other interested NPOs, departments of the state, media, universities, etc. Anyway, the form of collaboration is not so important as its content and progress.
What did not go well?
Eventually, we had to cancel the visionary conference we planned, because of problems with scheduling the foreign speakers. We have postponed some events because our pool of volunteers is small and we are close to stretching ourselves too thin. Hence, we're reconsidering our strategies and have held several meetings about strategical development. It might be best if we could professionalize, at least in some extent in certain programs, as organizational activities drain our volunteers' energy.
What would you do differently if you planned a similar project?
We're going to run a similar project in 2013. And 2014. And, if fates would bless us, in 2015, 2016, 2017, etc.

Project goal and measures of success

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This section should reference the project goals and measures of success described in the approved grant submission. See Grants:PEG/WM EE/2012 to review the goals and metrics listed in the approved submission.

Project goal

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Provide the project goal here.
Keep WMEE alive, improve and develop it.
Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 paragraphs.
WMEE is alive and kicking, our activities are expanding on a rapid rate and we have become better in running an organization, so yes, we have achieved the goal. By the end of March, 2013, we have 31 members.

Measures of success

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List the measures of success exactly as provided in the approved grant submission, and evaluate your project according to each measure listed there.
This single-places "exact listing" is actually senseless in case of an annual grant. A chapter's annual activity consists of a large number of subprojects, some of which can't even be measured, and the rest are to be measured by individual criteria, as shown above.
Provide an overall assessment of how your project went according to these measures.
Pretty well, thank you.
If you were to plan a similar project, would you measure it differently? If yes, please explain how.
No, thanks.

Impact

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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.
Stabilize infrastructure
Increase participation
Improve quality
Increase reach
Encourage innovation
We have stabilized infrastructure, increased participation (both in WMEE and in some Wikimedia projects), improved the quality of content (in some Wikimedia projects), and increased outreach.

Again, these measures of estimating the impact are not well-suited for a chapter's annual activity. A chapter's activities are devoted to propagating Wikipedia, including editing it, but all-in-all, how should the extent of it be measured? How should it be determined, if a particular edit or the appearance of a new editor would be the result of a chapter's work or did it rather happen despite it?

The exact numbers can be seen under each particular project above. Additionally, amongst our chapter members are the most active members of Estonian Wikimedian community. That could also count for something.

Reporting and documentation of expenditures

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This section describes the grant's use of funds

Documentation

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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? Answer "Yes" or "No".
Not yet. Also, see the "Documenting project expenses" talk page.

Expenses

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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.
Activity Amount
requested
(€)		 Actual costs Notes
Competitions ↓
Wiki Loves Monuments 300 790 largely covered by sponsorhip from Nordecon Betoon
Translation competition (translation bee) 200 200
Estonian Science Photo of the Year 50 854 covered by a grant from Estonian Science Agency
Estonian-Hungarian article competition 30 0 postponed to 2013
HELP 3 and ELAV 20 267 costs transferred from previous year's article competition ELAV, HELP 3 had no costs
Events ↓
Wikipedia conference 4300 0 cancelled, funds partially reallocated
10th birthday of Estonian Wikipedia
and 100 000 articles		 100 165
Project: "Latvia 100" 100 0 reallocated, mostly to the Wikiexpeditions
Wikiexpeditions 100 184 estimation for expenses were low
Quiz show in Tartu 54 0 included in the 'other projects'
Educational round table 0 0 replaced with other forms of cooperation
Copyright round table 0 0 replaced with other forms of cooperation
Other projects 700 341 partially reallocated
Cooperation projects ↓
Finno-Ugric cooperation 2700 0 postponed to 2013
Narva-Ivangorod (together with WMRU) 80 0 postponed to 2013
Image project with Estonian Institute 0 0 postponed, due to the changes in EI's management
Article project with Estonian Association
for History and Philosophy of Science		 0 0
Digitization project (to continue) 0 746 expenses made from the reallocated remains of last year's grant
Cooperation with media companies 0 0
Wikipedia in universities 0 0
Travel ↓
CEE 598 620
Wikimedia Conference 520 716 sadly underestimated travel costs
Administrative costs and other expenses ↓
Transportation 500 396 partially reallocated to international travel
Board members' compensation 400 531 unfortunate miscalculation
Promotional materials 300 0 reallocated
Bookkeeping 250 0 paid in 2013
Motivational events 100 0 reallocated
Financial year report 100 0 paid in 2013
Participation in events and trainings 80+40 130 mostly, copyright conferences and NPO trainings
Wikipedia Summer Days 60 455 (mostly transportation, direct costs were 59 €)
Banking fees 20 30
Postal fees 20 7 partially reallocated to banking fees
General meetings 20 0 reallocated to Summer Days
Recruitment program 0 0
IT costs 0 38 mostly, WLM domain rent
Room rent 0 105 events and office (desk in a NPO hub)
Miscellaneous 0 94
From "Start up" grant -1359
Total 10 383 € 6669 €
Total project budget (from your approved grant submission)
10 383 €
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)
10 383 €
Total amount spent on this project (this total should be the total calculated from the table above)
6669 €
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)
5124 €
Are there additional sources of revenue that funded any part of this project? List them here.
A sponsorship from Nordecon Betoon for WLM: 400 €
A grant from Estonian Science Agency: 950 €
Individual donations: 100 €
Membership fees: 95 € = 1545

Remaining funds

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The funds remaining from this grant may be allocated to another grant submission if it is approved: Grants:WM_EE/2013.
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.)
5259 €
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.
We are going to submit a new grant request for WMEE's annual activity, and reallocate the remaining funds according to that.
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