Grants:PEG/WM ZA/2013 OSF bridging funding

Funded

This submission to the Project and Event Grants Program was funded in the fiscal year 2013-14. This is a grant to an organization.

IMPORTANT: Please do not make changes to this page without the explicit approval of Project and Event Grants Program staff. They will be reverted.

This project has already been funded, but you may still add or review comments on the discussion page.
To review a list of other funded submissions, please visit the Requests subpage.
Report: Please visit Grants:PEG/WM ZA/2013 OSF bridging funding/Report to read this report, comment on this report, or review its status.

Legal name of organization or individual requesting this grant: Wikimedia ZA; For organizations: Are you a for-profit entity? No; For organizations: If non-profit (US) or equivalent (outside the US) status is available in your country, do you have or are you pursuing such status (please be specific): Yes
Grant contact name: Douglas Scott
Grant contact username or email: Discott and douglas.i.scottgmail.com
Grant contact title (position): Project lead
Project lead name: Dumisani Ndubane (User:Thuvack), Douglas Scott (User:Discott)
Project lead username or email: thuvackgmail.com, douglas.i.scottgmail.com
Full project name: Open Society Foundation first employee bridging funding - 2013
Amount requested in USD or local currency (USD will be assumed if no other currency is specified)

R246,800.00 -> $ 24,014.92 rounded total. Please disburse funds in ZAR currency due to unstable exchange rate.

Provisional target start date: 1 November 2013
Provisional completion date: 30 November 2014

Background

On June 1st 2013 Wikimedia ZA applied for funding from the Open Society Foundation for South Africa (OSF) to hire one full time employee. The responsibilities of the employee are outlined in Goals and measure of success below. At the beginning of August 2013, just before Wikimania 2013, Wikimedia ZA received approval for 45% funding (R200,000) requisite on the chapter raising the outstanding amount of R246,800.00 (US$24,014.92).

In this application for grant funding Wikimedia ZA is requesting a grant to make up this bridging funding so that we can also receive the other R200,000 of funding from the OSF to hire the local chapter's first full time staff member and pay for related logistical expenses that will encourage and cement the institutional and organisational capacity of Wikimedia ZA in the future.

Goals and measures of success

Project goal

To enhance the logistical and institutional capabilities of Wikimedia ZA so that the chapter can more effectively implement projects that further the long term objective of promoting free access to knowledge in all South African languages in order to facilitate contributions to the commons of African knowledge; support development; to collect and disseminate information about, but not exclusive to, South Africa; and to contribute to the creation of free and open knowledge in South Africa.

Currently the single largest limiting factor facing the chapter is a lack of time and organisational capacity within the existing Wikimedia ZA organisation by volunteers to effectually implement all of the projects that the chapter would like to activate. This funding would allow the chapter to hire one full time employee to form the nucleus of an organised, focused, effective and more professionalised chapter that will deepen Wikimedia ZA's capabilities to fulfil its objectives and obligations to local Wikimedians.

(a) To develop and support the South African Wikimedia communities. (b) To protect, preserve and promote local cultures, other African Wikimedia communities and the greater communities of free culture and open software. (c) To support and facilitate the sharing of knowledge in all South African languages, thus contributing to the development of local languages on Wikimedia. (d) To spread awareness of the Wikimedia projects as a significant resource within universities, archives, museums and other relevant communities, and to also actively engage with them. (e) Act as the conduit between editors, writers and specialists within the community to support the growth and sustainability of high quality local content

Measures of success

Wikimedians' activities and networks are primary indicators of success: their increased edits, the number and (African) content of new articles uploaded, the use of diverse languages and their networks. These as well as soft indicators such as personal growth and increased self-confidence of Wikimedians and Wikipedia users, increased general knowledge and renewed interest in (South) African heritage, as well as long-term indicators such as the educational and possibly economic impact on the communities to which Wikimedians belong and the multiplier effect on Wikimedia ZA’s other programmes, will be captured in a Monitoring & Evaluation plan. A meaningful inherent benefit of the project's medium is that data are relatively easy to capture. Wikimedia ZA welcomes the Open Society Foundation's input on particular measurables for which to collect data.
— Wikimedia ZA, Proposal to Open Society for South Africa: Wikimedia ZA, July 2013

Hire one full time staff member for a one year period.
Integrate the staff member into Wikimedia ZA activities and Wikimedia Foundation protocols so that they can successfully take over logistical activities related to the successful implement of Wikimedia ZA projects.
Produce an annual review similar to the one produced by other established Wikimedia chapters.
Production of an audit of Wikimedia ZA.
Successful implementation of at least five Wikimedia ZA projects for 2013/2014 as listed below as a baseline goal. See Planned projects for 2013/2014 for more information.

Project scope and activities

On a general level the 'project's' scope would be broad covering a wide range of activities that Wikimedia ZA would be involved in. The below points are outlined in the proposal to the OSF.

To develop and support the South African Wikimedia communities.
To protect, preserve and promote local cultures, other African Wikimedia communities and the greater communities of free culture and open software.
To support and facilitate the sharing of knowledge in all South African languages, thus contributing to the development of local language on Wikimedia.
To actively engage with GLAM and educational institutions, and other relevant communities, and spread awareness among them of the Wikimedia projects as a significant resource.
Act as the conduit between editors, writers and specialists within the community to support the growth and sustainability of high quality local content.

Planned projects for 2013/2014

A key measure of success is the successful implementation of at least five Wikimedia ZA projects for 2013/2014 as listed below as a baseline goal. The employee would be responcible for the logistical end of acheving these projects. Thereby freeing up Wikimedia ZA volunteers to focus on project design and more unique Wiki specific aspects of project evaluation.

Wikimania 2015 bid and, should bid be successful, hosting preparations.
- Key metric of success: Successful Wikimania 2015 bid; efficient and effective preparations for a truly outstanding Wikimania.
Jo'burgopediA: 2013 and CapepediA 2014 (proposed for Cape Town)
- Successful implementation of the even(s) based on each event's individual metrics of success.
Wiki Loves Monuments 2014
- Key metric of success: successful launch, implementation, and publication of the event with increased number and quality of submitted images over 2013.
On the ground assistance to Wikipedia Zero: as and when requested by the Wikipedia Zero team.
- Key metric of success: positive feedback from the Wikipedia Zero team.
WikiIndaba: will provide much needed logistical support.
- Key metric of success: successful implementation of the mini-conference.
Organisation and implementation of a significant number of GLAM events. Preferably to increase the quantity and quality of African related material.
Promotion of South African languages Wikis (Xhosa, Zulu, etc.): connections and synergies with the promotion of Wikipedia in education.
- Key metric of success: increased number of edits and new articles on South African language Wikis other than English or Afrikaans.
Local chapter outreach and organisation
- Key metric of success: increasing the number of active Wikipedians in South Africa and membership of Wikimedia ZA. Increased satisfaction by members of Wikimedia ZA of the chapter.
African chapter support
Promotion of Wikipedia in education

Not within the scope

Choice and project design of future projects: this is done by Wikimedia ZA members.

Budget breakdown

It must be noted that OSF for South Africa has agreed to fund R200,000 of the R446,800 of the below budgeted amounts. As such this grant is only requesting the outstanding amount of R246,800.00 (US$ 24 014.92). A column has been provided to indicate which aspect of that budget will be paid for by the Wikimedia Foundation (WMF) or the Open Society Foundation for South Africa (OSF-SA).

Human Resources

		Qty	Rate	Total (Rand)	Total (US Dollars)	Notes	Funded by
1.1	Administrator/Coordinator (monthly)	13	15,000.00	195,000.00	18,974.51	^[1]	OSF-SA
1.2	Consultant 1 (weekly)	45	1,500.00	67,500.00	6,568.10	^[2]	WMF
1.3	Consultant 2 (twice monthly)	20	1,500.00	30,000.00	2,919.16	^[3]	WMF
	TOTAL BILL Number 1			292,500.00	28,461.77

	Total paid by the Wikimedia Foundation (WMF)			97,500.00	9,487.26		WMF

↑ This cost is allocated be paid for by the Open Society Foundation for South Africa (OSF-SA). This will be a full time employee 40 hours a week based on a standard 8 hour work day for 5 days a week. The 13th month is a budgeted bonus month should the administrator meet and/or exceed their commitments for that financial year. The awarding of this bonus will be judged by the directors of Wikimedia ZA.
↑
When the administrator takes her/his position it is unlikely that she/he will have any background knowledge of Wikimedia ZA or the Wikimedia Foundation, how we function, what our goals and motivations are, how our systems work. For this critical phase the administrator will need training and mentorship for the first year only (assuming funding will be secured for following years thereby negating the need to hire a new individual in the future). This position will be taken up by Douglas Scott. He has been allowed to take one day off a week from his full time job. Payment is to compensate for lost earnings due to taking one day off a week for a year. He will focus on:
- Training: briefing the administrator on Wikimedia Foundation systems, methods and institutions.
- Project focus: ensuring that the administrator is fully informed of and adherers to Wikimedia ZA project and organisational requirements. Will assist when necessary in guiding and focusing the administrator as well as assisting with some of the administrator's functions where necessary at first.
- Community contact: will ensure that the administrator is accountable to and responsive towards the needs of South African Wikimedians.
- Monitoring the administrator's job performance.
Will work one day a week for an 8 hour day 4 days a month for a total of 32 hours a month.
↑
This position will be filled by another Wikimedia ZA director, in most cases Dumisani Ndubane Thuvack. This adds another layer of accountability and guidance to ensure a greater likelihood of project success. He will focus on:
- Project focus: ensuring that the administrator is fully informed of and adheres to Wikimedia ZA project and organisational requirements.
- Community contact: will ensure that the administrator and consultant 1 is accountable to and responsive towards the needs of South African Wikimedians.
- Guidance: will provide advice where needed.
- Monitoring the administrator's job performance.
Will work two days a month for an 8 hour day 4 days a month for a total of 16 hours a month.

Overheads

2	Institutional Development	Total (Rand)	Total (US Dollars)	Notes	Funded by
2.1	External grant consultant	25,000.00	2,431.91	^[1]	WMF
2.2	Bridging Training for personnel	7,500.00	729.57		WMF
2.3	Legal and Auditing fees	42,300.00	3,181.57		WMF
2.4	Insurance	10,000.00	972.76		WMF
2.5	Contingencies	6,500.00	632.30		WMF
	TOTAL BILL Number 2	56,500.00	5,497.74

	Total paid by the Wikimedia Foundation (WMF)	56,500.00	5,497.74		WMF

↑ This allocation is to pay an external consultant that compiled a grant request to OSF format and requirements.

Operational costs

		Qty	Rate	Total (Rand)	Total (US Dollars)	Notes	Funded by
3.1	Transport allowances	12	1,000	12,000.00	1,167.66		WMF
3.2	Telecommunications	12	1,500.00	18,000.00	1,751.49		WMF
3.3	Refreshments	12	200.00	2,400.00	233.53		WMF
3.4	Admin costs (stationery, postage, etc)	12	450.00	5,400.00	525.45	^[1]	OSF-SA
3.4	Office rental	12	2,100.00	25,200.00	3,396.04		WMF
	TOTAL BILL Number 3			97,800.00	$ 9,516.58

	Total paid by the Wikimedia Foundation (WMF)			92,800.00	8,991.13		WMF

↑ R5,000 of this cost is allocated to be paid for by the Open Society Foundation for South Africa.

Bill Sub-totals

		Total (Rand)	Total (US Dollars)	Notes
1	HR	292,500.00	28,461.77
2	Overheads	56,500.00	5,497.74	^[1]
3	Operational costs	97,800.00	9,516.58

	Total paid by the Wikimedia Foundation (WMF)	246,800.00	24,014.92
	Total paid by the Open Society Foundation for South Africa	200,000.00	19,461.17

	TOTAL BILL	446,800.00	43,476.09

↑ This fee includes miscellaneous overheads and costs as well as unforeseen costs associated with setting up the organisation.

Exchange rate used is 1USD = 10.28 ZAR, please disburse grant in ZAR currency.

Summary

Total project budget: R 446,800.00 ; $ 43,476.09

Total amount requested: R 246,800.00 ; $ 24,014.92

Are there additional sources of revenue that will fund any part of this project? List them here.: "Yes: Open Society Foundation for South Africa - they will grant R200,000 if we can raise the amount requested in this grant."

Non-financial requirements

None

Resources

For more information on project team members and the local organizing committee, visit our external page.

Partners

Open Society Foundation for South Africa

Impact

Increased organisational capacity

As mentioned above it will greatly increase the organisation and support capacity that Wikimedia ZA can give to chapter projects as well as chapter members and Wikimedians in surrounding African countries. Organisational capacity has been identified as the key shortcoming of Wikimidia ZA.

Quality

There are two layers of quality control built into this program: the two Chapter directors that will act as mentors/managers and ensure that work is being done to a satisfactory standard, and the audit and annual report that will be compiled to illustrate the the status of the project and progress that has been made.

Benefits

This project will benefit the South African online community as a whole with some additional benefit to African online communities.

Provide a brief statement (about 1 paragraph) about how your project is related to other work in the Wikimedia movement.

The grant will provide support and capacity building to improve our effectiveness in implementing Wikimedia ZA projects and supporting South African and other African online communities. See the list of projects in Planned projects for 2013/2014 for a list of directly relevant projects that Wikimedia ZA is currently or planning to implement that will use this organisational capacity.

If successful, does your project have the potential to be replicated successfully by other individuals, groups, or organizations?

Yes,if successful this grant could be used as a model on how to reduce chapter dependency on funding exclusively from the Wikimedia Foundation.

Please list any other benefits that this project will produce.

It would increase the credibility of Wikimedia as a valuable collaborator in the African online and open knowledge communities.

Update

On Friday the 27th September I received word from the OSF that they would like to begin this project on the 1st October 2013 (I received the contract on the same day). I have told them that us moving forward on this is conditional on us getting this grant and have requested that the start date of this project begin on 14th October 2013. As such I would like to get a final decision on this within in the next few days so that I am in a position before the 14th October 2013 to sign the OSF contract on Wikimedia ZA's behalf and start this project.

Images and emails

The acceptance letter from the Open Society Foundation of South Africa for conditional funding for Wikimedia ZA to hire one full time employee.

[nt1-1] This cost is allocated be paid for by the Open Society Foundation for South Africa (OSF-SA). This will be a full time employee 40 hours a week based on a standard 8 hour work day for 5 days a week. The 13th month is a budgeted bonus month should the administrator meet and/or exceed their commitments for that financial year. The awarding of this bonus will be judged by the directors of Wikimedia ZA.

[nt2-2] When the administrator takes her/his position it is unlikely that she/he will have any background knowledge of Wikimedia ZA or the Wikimedia Foundation, how we function, what our goals and motivations are, how our systems work. For this critical phase the administrator will need training and mentorship for the first year only (assuming funding will be secured for following years thereby negating the need to hire a new individual in the future). This position will be taken up by Douglas Scott. He has been allowed to take one day off a week from his full time job. Payment is to compensate for lost earnings due to taking one day off a week for a year. He will focus on:
Training: briefing the administrator on Wikimedia Foundation systems, methods and institutions.

Project focus: ensuring that the administrator is fully informed of and adherers to Wikimedia ZA project and organisational requirements. Will assist when necessary in guiding and focusing the administrator as well as assisting with some of the administrator's functions where necessary at first.

Community contact: will ensure that the administrator is accountable to and responsive towards the needs of South African Wikimedians.

Monitoring the administrator's job performance.
Will work one day a week for an 8 hour day 4 days a month for a total of 32 hours a month.

[3] Training: briefing the administrator on Wikimedia Foundation systems, methods and institutions.

[4] Project focus: ensuring that the administrator is fully informed of and adherers to Wikimedia ZA project and organisational requirements. Will assist when necessary in guiding and focusing the administrator as well as assisting with some of the administrator's functions where necessary at first.

[5] Community contact: will ensure that the administrator is accountable to and responsive towards the needs of South African Wikimedians.

[6] Monitoring the administrator's job performance.

[nt3-3] This position will be filled by another Wikimedia ZA director, in most cases Dumisani Ndubane Thuvack. This adds another layer of accountability and guidance to ensure a greater likelihood of project success. He will focus on:
Project focus: ensuring that the administrator is fully informed of and adheres to Wikimedia ZA project and organisational requirements.

Community contact: will ensure that the administrator and consultant 1 is accountable to and responsive towards the needs of South African Wikimedians.

Guidance: will provide advice where needed.

Monitoring the administrator's job performance.
Will work two days a month for an 8 hour day 4 days a month for a total of 16 hours a month.

[8] Project focus: ensuring that the administrator is fully informed of and adheres to Wikimedia ZA project and organisational requirements.

[9] Community contact: will ensure that the administrator and consultant 1 is accountable to and responsive towards the needs of South African Wikimedians.

[10] Guidance: will provide advice where needed.

[11] Monitoring the administrator's job performance.

[nt1-4] This allocation is to pay an external consultant that compiled a grant request to OSF format and requirements.

[nt1-5] R5,000 of this cost is allocated to be paid for by the Open Society Foundation for South Africa.

[nt1-6] This fee includes miscellaneous overheads and costs as well as unforeseen costs associated with setting up the organisation.

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