Programs

A Program Lead maintains the program name, code, contact, address and eligibility note. The organization link places the program within the operating entity. funding cases link to programs, so the team can read a funding request in the context of the program it supports.

• Working record. A program can be active or inactive. Before a Funding Officer submits a case, the Program Lead should check whether the program is eligible for that request and whether its contact details are current. When restricted money is assigned, the allocation has a Program text value and a case link; use the linked case to check that the described use matches the program in the case.
• 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 maintains program codes and eligibility notes, what an inactive program means for open cases, and who resolves a mismatch between the case program and allocation text. Choose a pilot program with an active record and a real funding case.

Consider a request for a youth outreach program. The case identifies its program and organization, while the program entry holds the contact and eligibility note. If an allocation names a different activity, the Allocation Reviewer returns to the case and restriction before deciding. Keep the decision reason on the case so Finance Officer can see why use was accepted or rejected.

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 program contact and address give the funding team a place to follow up when award terms need clarification. The eligibility note is context for review, so keep it specific enough that a reviewer can compare it with the proposed use. When a program is marked inactive, look at open cases before changing the record. An existing award and its decision history still need a readable program link. Use the program code consistently across the organization to avoid two similarly named programs being confused during allocation review.

• Active Programs — Check program contacts and eligibility notes before linking a request.
• Awarded Funding — See which awarded cases link to the program.

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