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- Donor Management System
- Who it's for
- Community foundations
Community foundations
A community foundation can organize requests by program, review awards and follow the fund events recorded against each case. The case record gives each decision a subject, owner, due date and amount. Fund events show the later movement of money, and linked attachments explain the basis for review.
How Donor Management System is set up for you
Request intake
A grant request for a local initiative has a due date and a restricted amount. The case owner connects it to the right program, while a reviewer records the decision and reason.
Decision record
A reviewer writes an approval, rejection or return with a reason. The team keeps that decision beside the case revision it considered.
Financial trail
Finance records pledges, receipts, allocations, disbursements or refunds as dated events when they occur. A provider receipt reference can be kept with the event.
Exception follow-up
Operations checks failed or review-needed results from the overview and opens the linked case before acting again.
A community foundation can organize requests by program, review awards and follow the fund events recorded against each case. The case record gives each decision a subject, owner, due date and amount. Fund events show the later movement of money, and linked attachments explain the basis for review.
Start with one organization, its active programs, current requests and reviewers. Add attachments required for each decision, then rehearse an awarded case and a returned case. Use a real case in the rehearsal. Check that the owner can find its program, the reviewer can locate the evidence, and finance can match an event amount to the outside reference. Ask the operations lead to trace the same case from its result record.
Once that path works, bring in the remaining active programs and open cases. Agree who maintains program codes and who is allowed to change a case after review. Keep the original decisions and attachments when a correction is needed, so a later colleague can reconstruct the choice.
Features to start with
Roles on the team
- Funding Case Owner
- Opens and maintains assigned funding cases and their supporting records.
- Funding Reviewer
- Decides on submitted cases and records the reason for each decision.
- Finance Officer
- Records fund events and prepares donation receipts for review.
- Operations Lead
- Monitors case outcomes, review queues and operation results across the organization.
Set up Donor Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.