Programs and organizations

A funding request needs an accountable organization and an applicable program before anyone can judge the request. The App Administrator maintains program definitions under the organization that offers them. Each program carries a name, code, effective dates, policy reference and active setting. This gives the Program Officer a specific program to select while preparing the case. It also lets a reviewer see which program was attached to the case under review.

Organizations hold the agency or community body responsible for the program. Their location, time zone and currency provide operating context. Team members sit under an organization, and a case has both its own organization and an owner. Agree which organization owns the case when partners collaborate; the relationship should represent accountability rather than whichever group last entered data.

• Organization identity. Keep a stable name and code for each agency or community organization, and identify the entity that owns each program.
• Program definition. Record the effective window, policy reference and active state that the program team uses when reviewing cases.
• Team assignment. Link team members to their organization so case ownership and reviewer assignment can be checked against the right group.

Set a naming convention for organization and program codes before importing current work. Decide who may maintain program dates and policy references. The App Administrator can edit program records; operational users read those definitions while they prepare cases. Give the Auditor a clear read path for program history and linked cases. Agree how changes to a program are communicated to people handling open cases, especially if the effective window changes while a request is under review.

A mapping from an outside source can record its source field, target field, type and transform rule against the program. Treat that mapping as a reviewed definition. Before using imported values in a real decision, compare a sample source record to the destination and keep its version and effective date. That check matters when a funding case comes from a partner intake system with different labels.

Take a request for a neighborhood facility improvement. Identify the organization receiving the request, the program under which it will be considered, and the team member who owns it. Confirm the program is active for the request period. Then open the case and verify that the linked program and organization are the ones the reviewer will see. If a source mapping was used, compare the imported reference with the original source and record which mapping version was checked. After a program edit, the App Administrator should review open cases against the revised definition.

• Program case activity — Cases grouped under their program with owner and submitted date.
• Active funding cases — Open decisions in the context of their selected program.

Start with case preparation, then follow review and decision. The data model shows how program and organization references connect.