Organizations and programs

An organization supplies the operating boundary for its people and programs. Its active state, time zone and currency give the team a common setting for requests and review. Programs belong to one organization and carry a name, code, contact, address and eligibility note. The Funding Owner selects a program on the case so the recipient is specific before the request is submitted.

For a regional nonprofit with a food assistance program and a school support program, staff should be able to tell which program is receiving an award. The eligibility note explains the intended scope; it is not a substitute for the reviewer deciding a particular case. An inactive program should not be treated as a current destination simply because an older case refers to it. Keep historic references while updating the directory for new work.

Team members link operating people to their organization and platform user. Their active state, role name and time zone support assignment and review checks. A person with access to one organization does not gain authority over another organization’s request by seeing a familiar program name. The program, case and reviewer membership must all agree on scope.

• 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.

Choose the organization codes and program codes before imports. Review active and inactive records, program contact details and the meaning of each eligibility note. Decide who updates program eligibility when it changes and how an existing case is handled when its program becomes inactive. Map every operating person to the correct organization and user account.

Create a case for one active program, attach the relevant evidence and submit it. Then try the same steps with a program attached to a different organization and verify the request is stopped for review. Check that the Funding Reviewer belongs to the case organization and can explain why the program is eligible. Inspect the directory as an owner so inactive programs are not presented as normal starting choices.

• Active Programs Directory — Eligible programs with organization and eligibility notes.
• 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.