Organizations and team

Start with the operating organization, its code, time zone and currency. An active organization provides the context for its programs, team members, cases and allocations. Keep the organization identity stable when a staff member changes; changing the person responsible for a case should not make the earlier case history disappear.

• Working record. A Funding Officer owns a funding case through its owner link to a team member. team members also carry their organization, active state and an account link when a person has an account. Admin reviews those links before opening access to case or evidence records. A person who leaves can become inactive while earlier decisions continue to identify the reviewer who made them.
• 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.

Decide who maintains organization codes, who can change team membership and which currency an organization uses. Agree how to handle an inactive member who owns open cases. Review account roles and the link between each team member and their user account before granting access.

Take a case for a community program with a due date next month. Check that its organization matches the linked program and that the owner belongs to that organization. Open the team member entry and confirm the person is active before making them accountable for the case. A later owner change should leave the previous review decision attached to the original reviewer and case.

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.

Use the organization link as the first check whenever a case appears in a shared queue. The program, owner and allocation should all resolve to the same operating entity. If the owner changes, review any submitted request before the new person acts on it; the change in responsibility does not itself approve the request. The Admin can use the team member’s active state and account link to review access, while the Funding Officer remains responsible for the case details. A viewer should be able to identify the responsible person without being able to rewrite a decision.

• Organization Directory — Check active entities, currencies and time zones before assigning a case.
• Funding Case Board — Check each case’s organization and owner before review.

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