Funding cases

The funding case is the central record for a request. It has a number, subject, submission date, status, organization, owner and program. Program Officer prepares it in Draft, then submits a specific revision for verification. The status path continues through Submitted, Verified, Decided and Delivered. Each state answers a different operational question: whether the case is ready for review, whether its evidence was checked, whether a decision was made and whether the approved action has a delivery trace.

The Funding Cases screen brings a status board and a selected case workspace together. Staff can examine state history, pending review decisions, the operation run and receipt trace, and the linked community needs while looking at the same case. This is useful when an owner needs to answer why a delivered case reached that point. The answer should follow the case’s revision and evidence, not an email summary.

• Preparation. Link the organization, owner and program and add the need and attachments that explain the request.
• Revision. Record the current revision before sending it through validation and independent review.
• State history. Retain the transition, actor and reason whenever the case’s status changes.

Define what makes a case ready to submit. The Program Officer should know which documents and need lines must be present for each program. Agree who checks the submission and who records the case decision after the independent review. The decision reason belongs with the case and the review decision belongs with the exact source revision. If a request is returned, the owner needs a clear correction path that keeps the earlier decision visible.

Choose how case numbers are assigned across organizations and programs. Use stable numbers when reconciling imports or discussing a case with a partner. A citizen reference or service code may help the team connect an outside intake channel, but it should not replace the case number in internal review. Test that a Program Officer sees only authorized organization work and an Independent Grant Reviewer cannot approve a revision they prepared.

Open a request for a local service project. The Program Officer selects the organization and program, adds the community need and a supporting document, then submits the case. The verifier checks the current revision; the independent reviewer records a decision with a reason. If approved, the authorized decision moves the case forward. Follow the state history back to the actor and revision. Reopen the case after a correction and confirm the earlier review and delivery receipt still appear as earlier evidence.

• Funding status board — Cases grouped by Draft, Submitted, Verified, Decided and Delivered.
• My funding cases — The owner’s current requests and submission dates.
• Cases awaiting verification — Submitted requests ready for evidence checks.

Follow case preparation, review and decision, then delivery tracing.