Evidence and operations

record attachments connects a title, file, evidence type, visibility, upload time and uploader to the funding case. Visibility distinguishes Internal and Shared evidence. operation receipts connects a separate action record to the same case, including its operation key, expected revision, result state, time and any effect or external references. Together these records let the team inspect what a reviewer saw and what an action actually returned. Operations Overview provides a starting point for pending reviews and failed operations.

• Evidence. Attach the source file to the case and choose its visibility deliberately; the reviewer should see the material needed for the decision.
• Receipt. Keep one stable operation key for an action and check its prior receipt before a retry.
• Exception. Inspect Failed and needs review results with the case revision and decision before attempting a correction.

Decide who may upload files, who may view Internal material and whether Shared means access outside the operations team. Define retention and correction rules for an attachment that has already supported a decision. Establish who can resolve a failed operation and who must approve a correction of executed scope. A failure reason is an investigation aid; it does not by itself reverse funding activity or alter an approved decision.

Choose a case with an attached source document. The Case Owner adds the file and sets visibility, then the Grant Reviewer checks the application and evidence before deciding. Inspect the completed operation receipt and compare its expected revision with the case revision used by the decision. Rehearse a repeated operation key and make sure the team sees the existing outcome. Rehearse an action needing review after execution: the Operations Lead should present the receipt and related case to the reviewer without claiming that a refund or reversal has already occurred.

• Operation exceptions — Failed or review-needed actions with the case, action key and failure reason.
• Shared case evidence — Attachments marked Shared with uploader and evidence type.

Operation exceptions gives the Operations Lead a queue of actions needing investigation. Shared case evidence gives reviewers and case owners a focused list of shareable files. Completed operations gives finance and operations staff a record of actions that finished. A useful handoff includes the case number, operation key, expected revision and relevant attachment title, so the next person can inspect the same evidence rather than starting from a vague error report.

Start with intake and submission, continue through review and award, then check funding and closeout. Use exceptions and corrections when an action needs another decision.