Funding cases

A funding case begins with a record number and a subject that the team can recognize. The Case Owner selects the organization and program, enters the requested amount and due date, and keeps an owner attached while the request is open. A case that covers a different organization or program needs a separate record so its review and later funding activity remain traceable. The case status distinguishes a working draft from a submitted request, a case under review and an awarded, active, closed or declined result.

• Ownership. Assign the case to a named Team Member before the request enters review; the owner remains the contact for missing information and later corrections.
• Program context. Use the linked Program and Organization consistently on the case and its application, so the reviewer can see which eligibility note applies.
• Decision trail. Keep the decision and its source revision beside the case. A later change to a request does not silently stand in for the version the reviewer saw.

Agree how record numbers are assigned, who may submit a draft and which reviewer may decide it. Set a policy for when an award becomes active and when a closed case may be reopened. Decide how the team checks the requested amount against an awarded amount, particularly when the award is smaller than the request. Keep the due date meaningful: it should help an owner plan a handoff, not masquerade as an automatic approval rule.

Take one request for a named program. Have the Case Owner create the draft, attach the application and move it to submission. The Grant Reviewer should see the same organization, program and amount as the owner. Record a decision with a reason and source revision, then inspect the awarded amount and award date on the case. Finance Officer can add a receipt event later and check that it still points to this case. Repeat the request with a changed revision to test the team’s correction policy before go-live.

• Funding cases in progress — Cases moving through submission, review and award, with the owner and due date visible.
• Funding case board — Case status and owner side by side for the next preparation or follow-up.

Open the case with its application and evidence rather than making the reviewer search across unrelated records. The visible status should tell the next actor whether to prepare, decide or reconcile. A case marked Awarded is a recorded award decision; a receipt or disbursement is a separate dated event. That distinction matters when a program manager asks how much was committed and how much activity has actually been recorded.

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.