Funding Cases

A request for a program grant starts with a case number, subject, organization, program, owner, due date and requested amount. The owner keeps the scope and restriction together so a reviewer can see which program the request concerns and what amount is being sought. The awarded amount and date belong on the same case after a decision.

Two requests can share a subject while belonging to different programs. The case number and program link separate them; the requested amount and due date tell the owner what must be ready for review. After the decision, the awarded amount stays beside the original request so finance can see the difference.

• Start with the case. Confirm the organization, program and owner before adding linked work.
• Keep the decision visible. Use the reviewer decision and supporting file to explain why work advanced or returned.
• Follow the result. Check the linked operation result when an action needs follow-up.

The case owner should confirm the due date and attach the file the reviewer will actually inspect. The reviewer records a decision against the case and notes the source revision. Finance adds each later movement of money as a fund event on that same parent.

Agree which organization owns each case, who can change its program, and what evidence is required before submission. Decide how a returned case is corrected and when an awarded case becomes active. A case owner should not treat an award as a receipt of cash: the fund event records that later movement.

Give Funding Case Owner responsibility for the day-to-day record and Funding Reviewer a clear point at which to check it. Decide who may edit the owner, program, due date and requested amount after submission. Agree which case revision a reviewer signs off and who records an award amount after approval. Test a returned case before opening the wider queue.

Take one program request from draft to submission. Check that its due date, requested amount and program still describe the request. Have the reviewer inspect the linked attachment and record a decision with a reason. If the case is awarded, compare the awarded amount with the request and confirm the award date. Then find the same case from its owner and from the awarded list.

Have the finance officer reopen that case from its award and compare the award amount with any later receipt event. The case owner should still be able to find the original request and the reason for the reviewer decision.

• Draft Funding Cases — Draft requests with their owner, due date and requested amount.
• Cases Awaiting Review — Submitted requests with the evidence ready for review.

Follow the funding case review and receipt review to see where this record changes hands.