Funding cases

A funding case starts with a subject, requested amount, due date, organization, program and owner. Those details let the Funding Owner put a specific request in front of a reviewer. If a local youth program seeks a $25,000 award, the owner records that amount on the case and attaches the supporting plan. The case is the place to follow the request through review, award and eventual close.

The status makes the next responsibility visible. Draft is preparation; Submitted places the request before an independent Funding Reviewer; Awarded records the outcome of approval. Active and Closed mark the later operating stages. A declined request stays visible with its reason in the linked decision. The awarded amount is distinct from money received, so the team can discuss a decision without treating it as available cash.

A case also carries a revision. Review must use the current revision, especially when the owner adjusts the requested amount or supporting evidence. A stale decision cannot safely authorize the current request. The reviewer records the decision, reason and timestamp against the exact source revision. This is useful when a returned request is resubmitted: the team can identify which version received each decision and why.

• Prepare. The responsible person records the case or activity with its current scope and evidence before asking for a decision.
• Decide. The assigned reviewer checks the record, authority and revision before changing its outcome.
• Verify. Finance and operations staff compare the saved effect with the source evidence before treating work as complete.

Agree how a program becomes eligible, who may own cases for each organization, and which evidence must accompany submission. Decide whether a case can be submitted near its due date and who resolves an overdue request. Set the organization’s time zone so staff read dates consistently. Name the reviewer who can decide without being the case owner.

Take one real request through Draft, Submitted and review. Change the requested amount after a reviewer opens it, then confirm that the old revision cannot authorize the changed amount. Record an approval and compare the awarded amount with the requested amount. Record a return on a second case and show the reason to the owner before resubmission. Look at the case with an owner from another organization to check that scope is respected.

• Open Funding Pipeline — Open requests with status, due date, requested amount and owner.
• My Funding Cases — Assigned requests with their due dates and current state.

Read the related process and the implementation plan before the first live cycle.