Follow-up and corrections

Follow-up actions attach to a funding case and an assigned team member. Each action has a title, due date, status, completion date and resolution. Open and in progress make outstanding work visible; Completed records what closed it, while Cancelled distinguishes work the team chose not to perform. The action can cover a missing document, a returned review, a delivery exception or a correction to an executed revision. An owner and due date keep it from disappearing into case notes.

Corrections need more care after a case has been delivered. The case has a revision and status history, and the review decision records the exact revision approved. Operation runs and receipts retain the result of the earlier executed action. When a later revision supersedes a delivered one, the team needs a successor review and an explicit compensating follow-up action. That preserves what happened first while making the next obligation visible.

• Assignment. Give each action a team member and due date, linked to the affected case.
• Resolution. Record the completed work and resolution rather than silently removing the action.
• Correction. Keep earlier state transitions, decisions and receipts attached to their original revision.

Define which issues require a follow-up action and who may close one. A Program Officer can manage follow-up records; the assigned team member should provide the resolution. Agree when a correction changes the case’s source revision and when a separate case is more appropriate. If an outside delivery was executed, name the person who checks whether a compensating action is needed and what evidence will close it.

Use the state history to explain status movement. Its actor, time, revision, operation key and reason help an Auditor reconstruct the sequence. Keep a returned review decision with its original revision when the owner resubmits. A successor decision must be independent, even if the correction seems small. Test that a later edit cannot make an old approval appear current.

Imagine a facility grant was delivered, then the team finds that the approved quantity was wrong. The Program Officer records a correction and assigns a follow-up action for the external adjustment. The earlier receipt remains attached to the executed revision. A reviewer assesses the successor revision and records a new decision with a reason. The team closes the follow-up only after the correction is reconciled and the resolution is documented. The Auditor should be able to read the original decision, original delivery and later correction in order.

• Open follow-up actions — Assigned outstanding work with due dates and case links.
• My follow-up actions — Work assigned to the current team member.
• Review decision history — Earlier decisions by revision for comparison during correction.

Use correction and follow-up for the repair path and review and decision for renewed approval.