2014 Activity Plan: Difference between revisions
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==Governance management and administration== | ==Governance management and administration== | ||
{{2014-budget-total|105,000}} | {{2014-budget-total|105,000}} | ||
{{2014-budget-lead|Jon Davies}} | |||
===Board costs=== | ===Board costs=== | ||
This funding is allocated to support the board meetings, board training and exceptionally in the July 2014 the external review recommended by the [[:WMUK:Wikimedia UK gov review rpt v5.pdf|Hudson Report]]. This allowance of up to £10,000 accounts for the increase in the budget although the change in size from 7 to 11 trustees and the institution of our Governance Committee and Audit and Risk Committee will have an impact. | This funding is allocated to support the board meetings, board training and exceptionally in the July 2014 the external review recommended by the [[:WMUK:Wikimedia UK gov review rpt v5.pdf|Hudson Report]]. This allowance of up to £10,000 accounts for the increase in the budget although the change in size from 7 to 11 trustees and the institution of our Governance Committee and Audit and Risk Committee will have an impact. | ||
Revision as of 14:30, 16 December 2013
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This was based on the FDC plan submitted here/ and amended at the Board meeting of December 2013. |
Background and what happens next
This plan will change soon. It will be affected by the size of our 2014-15 budget and our Five Year Plan which will include over-arching targets. We should have more news at the start of December.
Community
Volunteer Support
Volunteer support is the central key to growing our capacity and engagement with our community. An extensive volunteer programme has been established and a Volunteer Support member of staff appointed. She has created a working plan and we intend to commission a study into developing our volunteer base when capacity allows within the next year. A lot of the activities in this stream of activity will come from the proposals in our agreed volunteer activity programme – see the volunteering strategy. This budget has, as its fundamental aim, the ambition that initiatives come from our community. If staff support is needed in addition to financial support, it will be given.
Key elements include local activities focused on Wales and Scotland (Wales supported additionally by the Wales Manager and the Living Paths project); local activities in England: volunteer meetings, editathons, training for the volunteers (as per demand, e.g. media and photography workshops, to supplement our Train the Trainer courses and the continuing support through our Virtual Learning Environment); grants programme & scholarships. It has in the past and will continue to react to initiatives from the community.
- Increase the number of active volunteers to 150
- Ensure available volunteer equipment is deemed relevant and comprehensive by volunteers
- Have >3,000 media files uploaded to Wikimedia Commons that are either generated by our pool of volunteer equipments or as a result of support from our project grants
- >300 hours of use of our volunteer computer equipments
- 3 training opportunities organised, attended by on average 10 volunteers each, evaluated as useful by attendees (on top of the Train the Trainer)
- We will aim to receive 25 Project Grants in a year and work with volunteers to make at least 80% application approved for funding
- 1 active meetup each per area per quarter
- 1 event in each area per quarter
- Additionally, during the next 10 months (till July 2014), the Living Paths (Wales) project will:
- Advertise its existence through Welsh language websites and newspapers
- Publish 6,000 guides on editing Wicipedia
- contact and work with 9 county councils which border the Coastal Path
- publish more than 25 Welsh training videos on Wicipedia Cymraeg
- ensure that 2,000 communities in Wales have a Welsh and English article
- >400 articles on different elements of the Path (eg Points of Interests) available
- representatives from >100 groups have been trained in wiki-skills
- >500 Listings and links to Wikivoyage
Annual Conference and AGM
The Annual Conference has traditionally been the opportunity for members of the chapter, and anyone else interested, to discuss topics of interest and make the annual decisions at the AGM. In 2014 we have reduced the costs as Wikimania 2014 will serve part of this purpose.
- We intend to attract 100 members to events at Wikimania and to our AGM
- Good programme of discussions and presentations
- Participants are encouraged to continue volunteering
Wikimania 2014
Wikimania 2014 will be held in August in London. WMUK has supported the bid and the implementation team. During the next eleven months we will be allocating staff time to supporting the team, especially in the areas of fundraising and communications. We will also be employing an administrator until February 2014 to assist the team.
- Wikimania is an independent event run by the UK community but we aim to support it with staff and some financial resources.
- We intend:
- To welcome as many visitors to our offices before and during Wikimania as wish to come.
- To have information packs about the chapter available for all our visitors
- To have a stall in the Chapter’s Village and offer a programme of extra-conference activities.
Train the Trainers
As a part of Wikimedia UK's remit to support Wikimedia outreach projects and develop volunteer skills, we continue to deliver the Train the Trainers programme where volunteer Wikimedians are taught to deliver effective training. By the end of 2013-14 we would have had 50 trainers. With ambition to build our outreach programme, there is a need to continue delivery of this strand of work, particularly focusing on geographical areas that lack trainers.
- 2 training events held within one year
- Trainers recruited from community in the targeted areas with sufficient attendance - at least 10 per session
- High quality of participants ensured - indicating potential to deliver future events
- Feedback systems indicate satisfaction from those being trained
- All participants receive structured and informal follow-up support
- Participants become active trainers supporting at least 2 Wikimedia UK events per year each
- Events delivered professionally by the participants (assessed via feedback forms at events)
Development budget
The development budget seeks to support the day to day system administration of the Chapter’s IT infrastructure, including the hosting of its community and internal wikis, databases, email accounts and so on. This is vital to ensure as a movement entity we are managing data and donations in a secure and professional way. In addition, it seeks to solicit, develop and deliver community generated ideas for software projects that will support content production or improvement.
- Ensure ongoing compliance with UK and EU data protection and privacy law through planned and ongoing changes to infrastructure and processes. Measured through:
- Annual policy review and security audit, including certification of PCI compliance - Conducted by end of October, with all amendment to policy/infrastructure passed by the Board
- Updated training log for existing staff and new starters - Updated quarterly and all new starters to receive training within one month, whether online or in person
- Regular progress meetings between staff/technical contractors - No less than every five weeks
- Regular meetings between staff/technical contractors/community members at Technology Committee - Minimum of six per year, at least two in-person
- Time to progress/close bugs registered through bugzilla that refer to community projects - Initial response within 5 working days.
- Number of community projects that are discussed at Technical committee and taken forward - Increase by 100% in 2014/15
- Surveying community partners/wider community on responsiveness/effectiveness - over 50% ‘good’ or better on Chapter’s ability to assist/support/deliver.
Promoting free knowledge
GLAM Outreach
The aim of this programme area is extending the GLAM work through local and national events, lead by the GLAM Organiser and also resulting from initiatives from our volunteers and GLAM environment. We are also working with our community to find opportunities to improve content, secure material for open use, crosstrain editors. This is done through outreach activities, GLAMcamp-style events and partnerships with particular cultural institutions. We work to balance the GLAMs that are keenest to work with us against the geographic and subject preferences of our community. We have the knowledge of where our volunteers want us to run events, what particular subject areas and even specific museums they want us to arrange events at and are creating a balanced programme that is of interest to our members and of benefit to Wikimedia.
- Assist GLAMs to digitise, release content, run image uploads - 4 initiatives a year with 100+ uploads
- Run events engaging with GLAM experts (e.g. curators and archivists) - 4 a year, e.g. editathons to focus on articles of high importance
- Smaller scale events for GLAMs - hold 2 events for GLAMs, bringing together 5-10 institutions each, 50% of which go on to run a project with WMUK.
- Running activities with 10 new institutions/year. The database of connections consolidated to show the growth in connections.
- Presence at (external) sector conferences and events - 4 a year, distributing materials and building contacts
- Opportunities for volunteers (including the inactive ones) to contribute to the GLAM projects. A tool to reactivate editors and train them. Editathons are a great opportunity to cross train editors and promote good editing practices, especially in the use of reliable sources - 4 editathons bringing on average 10 volunteers in.
- GLAM workshops - hold 10 GLAM related training sessions/editathons with a good geographic/topic spread in the UK, bringing in a 100 new contributors. These will include training for GLAM readers and volunteers. (Recruitment)
- Develop approaches to keep contributors engaged with the project - So far our only metric on this is that of the experienced Wikimedians who took part in the first British Museum editathon in 2010, all 10 are still active and several became more involved in the movement after that event. (Retention)
- Contact 100 inactive Wikimedians to invite them to GLAM events in their locale or in accordance with their interests. (Reactivation)
University and Education Outreach
Wikimedia UK is working with some of the country's most respected and innovative institutions to explore how Wikimedia projects can benefit UK education. In partnership with universities and support bodies, we are gradually establishing Wikimedia as part of the landscape of higher education, secondary education, and lifelong learning (as on the UK wiki). Extending the education work through local and national events, lead by the Education Organiser and also resulting from the initiatives from the volunteers. Working with our community to find opportunities to improve content, secure material for open use, train new editors. This is done through outreach activities, workshop/conference-style events, partnerships with particular education institutions.
- Build relationships with Education institutions, increasing their awareness of Wikimedia projects, open knowledge movement, and how they can work with Wikimedia UK
- A pilot project run with an organisation involved with education in schools with a view to developing strategies to promote wikis in schools
- Run an EduWiki conference
- Running activities with 10 new institutions/year. The database of connections consolidated to show the growth in connections.
- Presence at (external) sector conferences and events - 3 a year
- Distribution/production of the education brochure, aimed at university education practitioners, explaining the benefits of working with the Wikimedia projects - 300 copies circulated within a year
- Working relations (joint event, joint publication) with 2 sector bodies such as Jisc (building on our 2013-14 project)
- Opportunities for volunteers (including the inactive ones) to contribute to the Education projects - 2 editathons bringing on average 10 volunteers in.
- Education workshops - hold 8 Education related training sessions/editathons with focus on new contributors. They will attract an average of 15 people each, 10 of whom will be new to editing. All will have made edits by the end of the session. All will be followed up afterwards to increase retention.
- Student societies - working with 5-10 universities; presence at 5 Fresher’s Fairs; societies delivering 2 events/year each.
- University classroom assignments - working with 2-3 universities on improving content created/edited by students for assessment.
Extending Reach
We seek to target groups and individuals normally under-represented in our community, by supporting outreach projects aimed at increasing participation in the Wikimedia movement (especially amongst women, or involving any minority ethnic, LGBT, linguistic or other community in the UK). We are working with our community to find opportunities to increase participation from the relevant groups, and improve the content in the under-represented areas on Wikimedia projects. This is done through outreach activities, partnerships with particular outreach institutions, on-wiki initiatives (such as Wiki Loves Monuments). Additionally, we are working with scientists, scholars, learned societies and funders to help experts improve targeted content areas of Wikipedia and its sister projects, bringing that expertise to the widest possible public, in the stream of work called Expert Outreach. Many scholarly societies are, like Wikimedia UK, registered charities whose mission includes informing and educating the general public. These common goals are advanced with internal training events, publications and public events. This work complements WMUK's partnerships with GLAMs and Education sector
- Themed/audience focused workshops - hold 5 training sessions. They will attract an average of 15 people each, 10 of whom will be new to editing. All will have made edits by the end of the session. All will be followed up afterwards to increase retention. The programme succeeds in reaching people in target areas
- Run larger-scale initiatives (such as Wiki Takes… and online projects) other than training sessions/editathons aimed at attracting new contributors, along the aims of Increasing Participation - 2-3 a year, involving 30 new contributors each
- Expert Outreach - 1 expert training session delivered per quarter for 10 people new to Wikimedia
- Majority of the editathons/workshops delivered are run in partnership with relevant institutions
- Presence at diversity conferences and events - 2 a year
- Expert Outreach - presence at 2 conferences a year; working relations with 10 scholarly or expert societies (e.g. AHRC, Cancer Research UK)
- Run editathons with the aim to improve the under-represented areas on Wikimedia projects - hold 4 sessions. They will attract an average of 10 people each, possibly from the community. Targeted topics on Wikipedia and Wikimedia Commons worked on.
Merchandise and publications
- Through the promotion of our work by publishing guides to what we do, education work, GLAM projects, Annual Review, How to Edit, [How to use Commons etc we offer online and in-the-hand material to enthuse newcomers and reinforce the learning we offer. Of course T-shirts, mugs and other merchandise work too to reward people, help them identify with our work, and help brand our workshops and conferences. We use the materials to support outreach events, activities, and the Wikimedia UK volunteer community in general.
- Many of the materials we create will be based on existing resources, such as the contributing to Wikimedia Commons booklet produced by Sage Ross. Others, such as our GLAM booklet and Annual Review, will be created from scratch, with contributions from the community. Many of these resources, especially the GLAM booklet, will be of great benefit to the wider community and provide an excellent starting point for other chapters to create their own remixed versions. They will be created and printed/shared online as demand arises for existing publications, or as need is demonstrated, such as the GLAM booklet which is targeted for delivery in December 2013. The annual review will be delivered in time for Wikimania in August 2014. Our Communications Organiser will work on this with significant input and direction from the volunteer community.
- Spending on publications and merchandise is on budget
- Stock levels of all materials are maintained in line with community needs
- All appropriate merchandise is offered to, and made available to, volunteers
- The community is involved throughout the design and copywriting phases of production
- All materials are reviewed by end of 2014-15 to ensure they are still accurate, relevant and required
Wikimedians in Residence
In the past year we have seen more and more galleries, libraries, archives and museums (GLAMs) working with Wikimedia UK. Within the sector, the chapter is nurturing the drive to share collections and information to increase the sum of human knowledge. The UK Wikimedian in Residence programme is a powerful expression of this drive. We are now part-funding Wikimedian in Residence positions to support opportunities in particular areas. The number of positions depends on negotiations with partner institutions about how a Wikimedian in Residence fits with their organisation and how much support they will make available. These posts build strong bridges with institutions and also act as a focus for community involvement and development.
- Every residency has own targets set and agreed with the institution, a template of which can be seen on the ‘Project Outcomes’ section of the Agreement (e.g. establishing a cooperation between Wikimedia UK and the Institution; Engagement with the Wikipedia community; Increased the number of contributors to Wikimedia projects; Facilitating content improvement of Wikimedia projects; Case study produced).
- A good quality WiRs are selected, 5 active in 2014-15.
- A clear programme of activities for each WIR established and delivered in consultation with the host institutions. Every agreement has the expected outcomes outlined so both parties know what success would look like.
- All residents report regularly about their activities monthly or bimonthly.
Membership and public support
This programme refers specifically to the current costs of processing membership fees and donations by staff and our outside agencies such as Paypal.
- Membership to increase to 400.
- To collect all donations in a timely and efficient manner
- All new members to receive a welcome within one working day
- All donors to receive a thank you message within two working days
- Gift Aid on applicable donations to be claimed on a monthly basis.
- All payments to be reconciled on a monthly basis
- All members and donors to receive regular e-newsletters informing them of the Chapter’s activities.
External relations
WMUK takes its national and global responsibilities very seriously. We occupy a key role in the movement. We are one of the larger chapters and unusually accessible to the worldwide community owing to our use of English and our geographical position. We are very conscious that UK cultural institutions have a wealth of materials that are desired by Wikimedians from Britain’s former colonies and elsewhere. We see ourselves as working in two important ways to fulfil our duties under this category:
- In the UK we are working to build close relationships with organisations and institutions that are sympathetic to the aims of the Wikimedia Community. This has involved
- Sharing conferences and platforms with organisations such as Creative Commons and The Open Rights Group.
- Building working links with GLAM and Educational institutions, including supporting requests from other chapters and individual
- Wikimedians from around the world for access to cultural material in the UK.
- Liaising with national opinion formers, the media and government agencies.
- Secondly we seek to work with the international community through:
- Being active participants in international events such as Wikimania, the Chapters Conference or Hackathons. Being present at external events.
- Hosting international events such as GLAM-WIKI and EduWiki
- Sharing our resources with growing chapters to help their development
- Offering our expertise through specialist workshops in governance for other Chapters.
- Supporting the travel of Wikimedians from economically less developed countries.
- Supporting the bidding for and organising of Wikimania 2014 and funding activities for the community at the event, e.g. proposed International Train the Trainers workshop.
- Apart from our day-to-day mission of sharing we are budgeting for two specific workstreams.
EduWiki
We will hold our third international education conference in the UK. The target audience will not be chosen until we have evaluated this year’s EduWiki in November 2013 but will embrace representatives from the UK and international world of education.
- We will expect over 100 delegates, speakers and representatives of the Wikimedia community. We will use our normal conference feedback mechanisms to assess success.
- At least 10 new institutions attracted, 50% of which go on to run a project with WMUK.
International Chapter Support
WMUK worked hard at the Berlin and Milan conferences to support the emergence of the Chapters’ Association. With it on ‘pause’ we agreed with other leading chapters that we should pick up the positive aspects of the Association and ensure they were developed. To that end we are planning initiatives to share our best practice and support others who are doing so. We have allocated a budget specifically to helping with this work. As hosts of Wikimania 2014 we are unusually placed to offer support to the other chapters, particularly those who are developing.
- We will need to discuss with others how best we can achieve our aim but ideas currently being discussed are
- A Train the Trainers course held before Wikimania 2014 for international delegates
- Supporting a chapter-led training workshop.
- An ambassador programme where we send members of the Wikimedia UK community to other chapters to share and increase dialogue between organisations.
- We will work with those in the UK community for whom English is not their mother tongue to develop work on other wikis.
- To be involved in the European chapter’s initiative to influence EU policy, particularly relating to copyright.
Finance
Our finance budget is allocated to ensuring first rate financial management of our resources including matching expenditure to all aspects of our programme. This will happen principally through three means:
- Strict internal financial controls and protocols
- The use of external accountancy expertise on a regular basis to support the staff and trustees in creating accurate and timely financial reports.
- External auditors to offer guarantees that our financial systems and accounting reflect the best practice of the UK Charity commission and Company Law.
In the next financial year this budget will include a management accountant on a part-time basis to ensure the timeliness and reliability of our new Quarterly Financial Management Reporting system.
- That we spend to within 5% of our budget targets
- That no budget line ends the year in a variance of more than 15%
- That all quarter reports are available within three weeks of quarter end
- That financial reporting to the FDC is always on time
- That the audit of the financial year 2013-14 consists simply of auditing with all bookkeeping and accountancy functions having been handled in-house unlike previous years.
- That the Annual financial report is completed in time for our Annual General Meeting in August.
- That all papers are filed to the Charity Commission and Companies House ahead of deadlines.
Governance management and administration
Board costs
This funding is allocated to support the board meetings, board training and exceptionally in the July 2014 the external review recommended by the Hudson Report. This allowance of up to £10,000 accounts for the increase in the budget although the change in size from 7 to 11 trustees and the institution of our Governance Committee and Audit and Risk Committee will have an impact.
- Our aim is to ensure that our trustees are supported and able to carry out their duties with sufficient support.
- We have 50 measures/targets in the Hudson Report by which to measure ourselves; a table documenting our progress against these is maintained on the UK wiki.
- All of these need to have been achieved, or if appropriate modified, by July 2014.
- In addition we are aiming to demonstrate good governance on a continuing basis with a board that operates efficiently and in a professional way. These targets of good governance and are reinforced by the recommendations from Hudson and will also be informed by our nine month governance review currently being carried out by consultant Rosie Chapman.
Office costs
- The costs of our rental and all other associated office costs will be £50,600.
- This includes unlimited use of shared meeting rooms, a volunteer working space and the ability to entertain and accommodate visitors and host meetings, seven days a week.
- We aim to host at least two community based meetings a month and entertain at least five volunteers a week.
- This is likely to expand dramatically in the build up to Wikimania 14.
Legal and consultancy costs
We will seek to amalgamate as far as possible any legal and consultancy fees into our project budgets but we feel it is prudent to maintain a separate budget to cover the management support we might need and the broad range of legal questions we have encountered and for which, despite the kind support of the Foundation, UK legal advice is often essential. We also need to account for the final follow-up to the Hudson Review in 2014.
- Our target would be to spend as little as possible in legal fees releasing funds for programme works
- We also need to work towards PQASSO standard level 2
- To offer support to the board for its development
- To offer support to staff for training and development
- To offer support to the Chair and Chief Executive in strategic planning and personal development
Communications
We will seek to represent the Wikimedia movement to the fullest extent within the UK, and the wider movement, particularly in terms of public affairs and advocacy. This budget allows for us to attend conferences and events related to open knowledge and open access. It also allows us to influence opinion formers and policy makers in appropriate fields. It will support ongoing work to build and develop a coalition of fellow traveller organisations to allow for greater collaboration and add volume to our collective voice. To this end it will also support the hosting of a small event to bring together individuals and organisations to explore the potential of future collaboration and the exertion of collective influence. It also allows for the production of appropriate communications materials such as our annual review booklet, guide to Wikimedia Commons and guide to getting started with Wikipedia.
- Appropriate members of the community (volunteers, trustees, staff) will attend at least three large scale conferences related to the open space. An appropriate event to be delivered to benefit the wider open community. At least one large scale collaborative project between Wikimedia UK and other appropriate organisations resulting from this outreach, with more to follow. Annual review document printed in time for Wikimedia UK’s annual conference. Stocks of outreach material are always available for the community and for distribution at events.
Contingency
A small amount to offer flexibility when unforeseen needs or opportunities arise not covered by the main budget.
- We have kept it quite small in line with our experience this year and the fact that we have reduced the number of individual budget lines dramatically to offer more flexibility within the seven main headings.
Staff
WMUK does not foresee any increases in staffing in the next financial year. We aim to remain at our current level of 9 FTE including one person, our Wales Manager, on a 12 month contract and one person sponsored by the Foundation working on Wikimania liaison. All staff resources are assigned to programme work in a quarterly exercise to determine the monetary value of staffing allocated to our seven programme areas. We are awarding staff a 3% salary increase to reflect the UK’s cost of living increases. There will also be a further £3,000 to be used as needed to reflect changes in staff duties. The staff organogram can be seen here.
- We aim to maintain our low sickness and absentee rate, currently 1% overall or one day in a hundred.
- All staff will receive one to one meetings with their manager at least every six weeks and an annual review.
- We aim to ensure staff continue their personal development through regular recorded training.
- We aim for all staff to take their annual leave within the year that leave is earned.