Reconciliation and oversight

Finance Lead can run Project Funding Reconciliation for one project. The workflow reads the project, its funding cases, fund events and activities. It totals pledged, received and disbursed amounts, flags variance and writes an operation receipt. Program Lead uses the activity history and project status to discuss what the funding picture means for delivery.

NGO Operations Overview adds a portfolio view of project health and funding coverage, with a worklist of funding cases, at-risk projects and stalled activities needing attention. The overview is a starting point for a daily review. The case, event, project and activity records remain the place to inspect the underlying facts and make corrections.

• Funding evidence. Fund events retain type, amount, date and case link for each recorded movement.
• Delivery evidence. Activities retain their project, date, status, summary and beneficiaries reached.
• Operation evidence. Receipts show processing or reconciliation results with an occurrence date and case reference where recorded.

For example, a project can have a pledge and an activity marked completed while its received amount is still lower than the pledge. Finance Lead should read the fund events by type and date, then check the reconciliation result. Program Lead should inspect the completed activity and remaining planned work. Neither perspective alone explains the whole operating position.

Agree who runs reconciliation, how often it is run and who follows an exception. Define how the team will interpret adjustments and variance flags. The fund event reference should point to usable source evidence so that a discrepancy can be investigated without guessing which movement was intended.

Decide what an operation receipt marked failed or needs review means for the team’s response. A receipt captures an attempt and its result; a new run should be treated as a separate event that can be compared with the earlier outcome. Finance Lead should resolve unclear results before using totals for a management decision. Program Lead should review stale activity records before concluding that a project has stopped delivering.

Create a project with a funding case. Record a pledge, a receipt and a disbursement on different dates, then record a completed activity with beneficiaries reached. Run Project Funding Reconciliation for that project and inspect Funding Movement by Project, Activity Reach by Project and Operation Receipt History. The pledged, received and disbursed totals should remain distinguishable.

Change the scenario by adding an adjustment or another case and run reconciliation again. Finance Lead should be able to identify the changed source event and the newer receipt. If a receipt is marked needs review, Operations Needing Review should direct follow-up without altering the original fund events or completed activity.

• Operation Receipt History — Processing and reconciliation outcomes with their occurrence dates.
• Fund Movement History — Case-level money movements behind the project totals.
• Operations Needing Review — Results requiring Finance Lead’s attention.

Use the project funding reconciliation process. Review reports for the questions each result answers.