[16:08:27] Hello everyone [16:08:47] hello everyone [16:09:22] Hi [16:11:27] Hi Ravi [16:11:54] Helloo.. [16:12:06] i think we should start.. [16:12:15] Yes, Yohann [16:12:18] Let us start [16:13:54] Hi satdeep, any updates from Chandigarh team? [16:14:23] No we don't have any updates for this week [16:15:04] We are going to print some business cards and try to approach some sponsors [16:15:14] we have a meetup tomorrow regarding WCI [16:15:59] are you guys planning to reach out to any Event planners??? [16:16:40] We have not planned that [16:17:17] Accommodation, Conference Halls and Internet have been finalized [16:17:37] Exactly what do we need them for [16:17:51] Thanks for the update, Satdeep [16:18:07] Event planners can be useful for logistics during the conference [16:18:17] You might also want to look out for them [16:18:18] accomodation for attendiees (scholarships) has been finalised [16:18:47] Event planners will be very useful for coordinating with on ground teams related to logistics [16:19:13] Okay, maybe we can approach them [16:19:39] I have been involved in organizing many events with & without event planners, i can guarantee you that you will have much less work on your plate [16:19:51] One of our active Wikimedian Dr. Manavpreet Kaur can be given a 4 month contract as well [16:20:27] Satdeep, we will include a budget for a program coordinator in PEG. But, applications for that will have to be transparent [16:20:37] So, let's not name anyone now [16:20:42] Okay [16:20:58] That makes sense [16:21:01] There will be a need for Program coordinator (with wiki experience) and general event planning team [16:21:09] Bith will bring different capabilities [16:21:34] So we will include budget for the event planners as well ? [16:21:41] Regarding updates from all teams, scholarship team has been very active discussing details and working on the scholarship application form [16:21:56] There is a bit of slump in most other teams [16:23:00] I am going to repeat what I am posting for all teams :) We badly need leaders in each team to make progress. Please chart things that need to be done and start working on them even if one is alone Then ask for specific inputs and help. Just facing the same issue in all teams. Everyone looking to each other for updates. We need to pull work and start acting. [16:23:20] Agree [16:24:07] Continuing trend like this also means, that only the most active will take decisions and move forward. We have waited for long time and provided lot of opportunities for the community to be part of any team and serve in any capacity [16:24:26] By the way, last week we had some mahor discussion items - http://bots.wmflabs.org/~wm-bot/logs/%23wikiconferenceindia/20160305.txt [16:24:42] Just wanted to wait for a week for the community to provide feedback before we proceed [16:24:55] I will be proceed now inviting partners [16:25:23] Yes, One major decision is that the final dates are 5,6,7 August 2016 [16:25:36] So, we have to move real fast [16:25:57] Yes [16:26:47] Ravi, can you please tell us what teams are required start working right now [16:27:13] Such as Scholarship team, Sponsorphip Team, Grants Team, [16:27:35] PEG and Finance [16:27:48] Other teams have more time to get active [16:28:07] Yes, Thats what i wanted to confirm [16:28:11] We need to move ahead with near approximate figures for the budget [16:28:30] Next 3 days, I plan to be active in PEG draft [16:28:36] So, somebody making the PEG draft ? [16:28:41] Okay okay [16:30:30] I think that Finance document created by Viswa is quite good & should be quickly finalized [16:31:20] Yet I am not very happy with the way things are going on... [16:31:28] Hi Viswa [16:31:32] Can you be more specific [16:31:36] There is a dire lack of intercommunity communication [16:32:00] Could you suggest how we can improve this situation and get more people involved [16:32:16] We need to set up a mail list, more discussing on the meta and let people know we are working on a major event [16:32:17] From what I see most of the experienced Wikipedians are busy with various personal and other wiki commitments [16:32:49] Soft support is there but direct contribution has been a challenge [16:33:08] Getting people onto a dedicated maiil list is the first step. This will automatically keep people in the ring. [16:33:29] OK, let's do it then [16:33:33] +1 [16:33:35] I agree [16:33:40] I also got few requests to move the action to Meta [16:33:45] Next, we must always keep a meta link of the discussions so more can get involved in the discussions. [16:34:15] should we discontinue FB interactions totally? While we get quick responses there, effort is not documented and commitment is missing as the interaction is not public [16:34:28] The local volunteers can (and should) let others know how much hard work they are put in. [16:34:56] Yes Viswa [16:35:22] Satdeep, may be you can register brief summaries of those regular physical meetings you hold [16:35:26] Scholarship team has done some good work using FB [16:35:35] Yes, I agree [16:35:37] Even, an informal diary like update in a dedicated page is welcome [16:35:38] Discussions need not be limited into individual committees right now. Only important decisions should be left for them. Otherwise, let us all be knowing what is going around in each department. [16:35:41] we have a meetup tomorrow [16:36:35] Agree, Viswa. I tried moving to Slack briefly to enable open communication across teams. But, the adoption for slack is low. So, let us just stick to Wiki ways [16:36:49] FB, Whatsapp etc. should be used. But their sole aim should be to let more people get involved. Ultimately, we need to keep the history of everything that can be referred and learnt from, even after many years. [16:37:17] Slack is a great tool. But probably, we will find it more useful only towards the final weeks. [16:37:47] From what I see, we are already taking every effort to be more transparent and documenting things compared to WCI 2011 [16:37:59] There is a private mailing list for WCI - https://lists.wikimedia.org/mailman/listinfo/wikiconference-india [16:38:04] I guess it was used by organizers last time [16:38:09] Let us also get some particular persons responsible for communications to each communities. [16:38:14] Let me see if they will be comfortable opening it up [16:38:22] Else, we need to create new list [16:38:53] If the list name is as such, we can think of rejuvenating it. [16:39:07] If it is to cumbersome, let us even make a new one. [16:39:19] But let us do it very fast. [16:39:24] Yes [16:39:48] AshLin & Tinu are the admins [16:40:10] AshLin had already mentioned that he would want the list to become active again [16:40:12] I was hoping, by now, we will have dosens, if not hundreds, of people chatting here on IRC every week :( [16:40:34] Then Catch Ashlin and let's get it right :) [16:40:44] (y) [16:40:53] When needed, even use telephone callls vehemently. [16:42:02] @satdeep why dont you sen an official email to AshLin & Tinu to restart the list [16:42:19] we can informally can always reach out to them [16:42:19] Okay, I can do that [16:43:18] I am already reaching out to them [16:43:27] :) [16:43:36] I had already pinged AshLin last week [16:43:36] I will take care of this [16:43:47] but its always better to sen an offical email [16:44:41] If we are not able to revive or create a new mailman list by next week, let's just go with Google group [16:45:02] Did we try writing on phabricator? [16:45:07] In FB groups, everytime, we post about a session / topic, let us also add the meta page link so that the discussion should happen in meta. [16:45:10] that also can be done... [16:45:23] Viswa, were you involved in 2011 WCI planning? [16:45:54] ViswaPrabha: That can always be done if each one does that himself instead of looking to each other :) We need more hands [16:45:56] There is no reason for not able to get a mail list, even fresh if it is needed. This is a 6 hour task. [16:46:57] Ravi, But it is better someone take charge of that instead of everyone ranting... [16:47:17] Whoever it is. Preferably one from CDG [16:47:27] CHD [16:47:29] The point is people who are already active are having too many things to do [16:47:36] Should i send the email or Ravi takes care of it ? [16:47:58] So, unless one volunteers, we can't expect few to do everything [16:48:20] There will be many more people who would be ready if only we approach and let them know we want them. :) [16:49:11] Well, I would be happy if you or anyone can bring more people. I have been trying that for the last few months. Only effect is that things get delayed [16:49:13] So, the smartest thing to do in management is to get as many good hands to assist them dedicated to each particular tasks. [16:49:48] Satdeep: I will post an update after hearing from Ashwin / Tinu [16:49:58] Okay Ravi :) [16:50:03] Make this (and announce that) the volunteering will be an important factor to be considered for a scholarship. [16:50:15] Then, we proceed to phabricator or do whatever to create new list [16:50:15] Let us work on the PEG request in the next 3 days [16:50:26] Yes Viswa that is a good idea [16:50:43] Scholarship committe is working on announcing the criteria [16:50:51] Volunteering for WCI is one of the criteria [16:50:59] No organizer gets scholarship by default [16:51:09] Everyone will have to apply for scholarship [16:51:33] Let me also know or be part of scholarship criteria discussions. I may be able to give inputs. [16:51:51] ok [16:52:22] I haven't so far because, each one seems to be limited into only two portfolios. [16:52:33] But this need not be a hard rule. [16:52:40] I have a doubt about scholarships. Since im not part of the team, pardon my ignorance [16:52:52] Yes Yohann share it [16:53:00] are ppl from outside India allowed to apply for scholarship? [16:53:13] As for the finance planning, almost all from my side is already over (but for the final patch-up of figures and quantities) [16:53:38] Can I be of any help wrt PEG? [16:53:50] It is also hightime to do two more things: [16:53:58] Yes, that is not a hard rule. We can relax that now to make sure there are more hands in each team [16:54:14] tuxnani: Of course [16:54:23] Yes you can [16:54:23] 1. Let people add their user names in a meta page, if they are tentatively interested in attending WCI. [16:55:06] Im asking that because many ppl from outside india ae interested, You guys must have ofcourse included that in your criteria, but what % of the scholarships are for ppl outised india [16:55:17] yes, i'd also like to work on the PEG with Rahmanudding and others [16:55:31] yohannvt: Yes, we will award scholarships for SAARC countries [16:55:43] This is not a list that has any considerations. i.e.e it doesn't make us obligatory to consider them for a scholarship or attendance. But it will give us a better estimate of who are really interested. [16:55:48] https://meta.wikimedia.org/wiki/WikiConference_India_2016/PEG_Draft [16:55:52] as many Indian language project communities are present there also [16:56:32] There is no % yet specifically for out of India applicants [16:56:34] someone who attended wikimania 2015 at MExico, where the plan started, should also work on the PEG [16:56:59] There is consensus that we should ensure minimum number of scholarships for each language / wiki community to ensure diversity [16:57:01] That info is already on the page and we will surely add that [16:57:11] there is also consensus to have separate % for women [16:57:15] 2. Start designing a comprehensive scholarship application form in Google Forms. It has to be comprehensive. If one can not spare enough time to fill up a form, then his attendance is not worth too. [16:57:28] Please give us few days and the scholarship committee will post these updates [16:58:15] ViswaPrabha: The scholarship committe is working on a form too [16:58:25] But I disagree that it has to be complicated [16:58:33] Then let them involve me into that too. [16:58:42] It has to be simple. [16:58:58] We can pretty much decide things by knowing the username alone [16:59:09] The less granular it is, the more difficult the selection process become. [17:00:03] The more complex it is, language Wikipedians will be challenged to fill it [17:00:14] You may not be able to understand the value / significance of a potential attendee just by the edit counts alone. [17:00:26] We can have a cut-off criteria like only those have minimum activity can be eligible for consideration [17:00:32] like Wikimania round 1, round 2 [17:00:49] A form need not be complicated to be comprehensive. [17:01:29] We have sample forms already, which are well customised for later processing. [17:01:37] ViswaPrabha: Not necessarily. That many deserving candidates have problem filling Wikimania applications is a known issue. That is why they launched ambassadors for Wikimania [17:01:50] If needed, we should also make translations. [17:01:57] we won't be collecting just usernames. There will be descriptive parts too [17:02:10] But, let us not make it unnecessarily complicated [17:02:44] Ravi, don't worry about complications. Just let me get involved. You will see what I mean. [17:03:20] I think without seeing Viswa's suggestion , we can't make a judgement whether it will be complicated or not [17:03:33] OK Viswa, I will give my inputs after seeing your form design [17:03:48] Yes.. [17:04:18] we need to understand that the right person gets the scholarship. [17:04:39] Titodutta: Yes, you can definitely help us draft the PEG both in official and volunteer capacity [17:04:48] as I have already reached out to you regarding this [17:04:58] Let us discuss more in meta and peg team [17:05:33] ok [17:05:51] Finance team work is almost over, thanks to Viswa, next step is PEG [17:07:02] Hello [17:07:05] There is a little more work in those sheets. [17:07:07] ravidreams: ok, yes [17:07:27] Many of the quantity estimates are just random, added by me. [17:07:53] I guess we will improve them by 15th [17:07:57] Viswa, we can share that document in our new mailing list, finalize the quantity & then approve it [17:08:01] The local committee need to go through it, discuss and fine calibrate the quantities and rates [17:08:20] It is already open for viewing by anyone I suppose. [17:08:47] Any suggestions can be made at Meta and those who can edit can update it accordingly. [17:09:24] yes [17:09:49] I did not want to give edit privileges to everyone simply because, the form is a little too delicate and complicated for that. [17:11:06] https://docs.google.com/spreadsheets/d/1JDmjnHdhWjFmJrMNrE537qzGcVEOyPx0iFggO-jLwuQ/edit?usp=sharing [17:12:32] However, broadcasting that sheet link in open public may have its own risks. (especially to those potential vendors) [17:13:07] One question: [17:13:49] Has CIS already committed in taking the responsibility to be a intermediate for the Grants transaction? [17:15:29] As I updated earlier, I waited one week for community feedback [17:15:33] I will be writing to them today [17:17:34] Great [17:18:12] Thanks, Ravi. [17:18:35] Let's decide and confirm it ASAP too. [17:18:47] We are running out of time for PEG [17:19:01] Sure [17:19:17] Change the Zero Day (Green cell). All other dates are auto-calculated. Today Days till Zero Day 12/03/2016 145 05/08/2016 Stage: Task No. of days required Lead days 1 PEG Grant Application Submission 24/03/2016 60 2 PEG Discussion and approval 23/05/2016 14 3 Transfer to local account 06/06/2016 60 4 Execution 05/08/2016 0 [17:20:24] OK then, will have to leave now [17:20:32] See you all again through the weekly chat next week [17:22:02] checking.... [17:22:29] ? [17:23:05] bye [17:23:17] bye [17:23:31] Ta Ta [17:23:47] bye bye [17:24:14] Thanks all, all the best, take care :) [17:28:55] good night