Funding cases

The Funding Officer creates a case with a record number, subject, requested USD amount and due date. The organization, owner and program links make the request traceable. A restriction can be recorded on the case so a reviewer sees the intended terms beside the amount requested.

• Working record. The case status shows whether work is draft, submitted, in review, awarded, active, closed or declined. A Funding Reviewer records a decision, reason, source revision and review time in a case-linked review decision. The award amount and award date belong on the case. Keeping the decision record separate from the current status lets the team revisit who made a decision and which case revision they saw.
• Decision point. The responsible reviewer checks the linked case, current status and supporting records before recording a decision or allowing the next step.
• Evidence. Keep the source reference, reason or attachment beside the case so another team member can retrace the result.

Agree who can submit, who reviews, how a returned case is corrected and when a case becomes active. Set a rule for changes to an awarded amount: a change should be reviewed against the decision and linked funding events before staff rely on a newer value.

Suppose a Funding Officer prepares a request for the youth outreach program. They confirm the program and organization links, add the requested amount and due date, then submit it. The reviewer opens the case, checks the restriction and makes a recorded decision. If the award is smaller than requested, the awarded amount is entered explicitly. Finance Officer uses that amount and the case restriction when later reviewing receipts and allocations.

Open the same case from the next role’s view. Check that the organization and program still match, that the amount and restriction are understood, and that the next person can find the relevant decision or receipt. If a detail changes, keep the earlier source revision and decision history readable before acting on the revised case.

The record number is the reference staff should use when moving between the case, its attachments and its financial events. A case with a due date approaching may need attention even when its status has not changed. The owner should check that the award amount and date represent the actual decision rather than the original request. After award, the case can remain active while receipts, allocations and evidence are reconciled. Close it only after the reviewer can follow those linked records and explain the final state.

• Funding Case Board — Follow requests from draft through award and active use.
• Cases Awaiting Review — Read submitted requests, amounts and due dates before deciding.

Start with funding case intake, then follow review and award and restricted use. The data model shows how the records connect.