Grant applications

The application is the reviewable request linked to a parent funding case. It carries its own status, requested amount, submission date, decision date and reviewer text. The parent case supplies the case number, due date, owning team member and linked program. Keep the organization on the application aligned with the organization on the case. That relationship gives the Grant Reviewer one place to start and a clear route back to the overall request.

• Submission. The Case Owner collects application information while the record is Draft, then marks it Submitted when ready for review.
• Review context. The Grant Reviewer reads the parent case, program eligibility note and linked evidence before recording a decision.
• Outcome. An Approved, Rejected or Completed application remains visible in outcome lists. The application’s decision date and the linked review decision’s source revision help explain later questions.

Choose who can move an application into Submitted status and which supporting evidence must accompany it. Decide how the requested amount on the application relates to the requested amount on the case. The app stores both; the team should agree which one governs the award review. Set the rule for a returned request: whether the owner revises the current application or opens a new one, and how the earlier decision remains legible.

Create a draft application for a case owned by one team member. Enter the organization, the program text and requested amount. Attach supporting material to the parent case and submit the application. Ask the Grant Reviewer to find it in Applications awaiting decision, then compare the application and case before making a decision. Check that the decision reason is understandable to another reviewer who did not take part in the meeting. A second application on the same case should still retain its own status and dates.

• Applications awaiting decision — Submitted applications with their parent case, requested amount and reviewer.
• Applications by outcome — Approved, rejected and completed applications for follow-up.

An application status describes the application, while the case status describes the broader funding request. A reviewed application and an awarded case should have a visible connection through the parent reference and decision record. If the reviewer needs another document, the Case Owner can add case evidence and return to the same record. Avoid using a status change alone as a substitute for the reviewer decision and its reason.

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.