Programs and owners

A Program Officer opens a sponsored program with a named owner, start and end dates, a budget and a planned status. The owner provides the route for assigned work; the status tells the team whether the program is planned, approved, active, completed or closed. When a funder award arrives, link it to this program rather than entering its amount into the budget without context.

• Open the program. The Program Officer names its owner in People and records the planned period, budget and status.
• Keep amounts distinct. The program budget stays on Programs; a funder commitment stays on its linked funding awards record.
• Follow the decision. The Reviewer assesses the proposed award before the Program Officer records an approved or active program.

A planned program with a fall start date receives a funding award. The Reviewer examines the award restrictions against the program scope. Once the award is approved, the Program Officer can record the program as approved and then active. The funding amount remains on the award, while the program budget stays on the program. That distinction gives the team a place to explain any difference.

Agree who can change a budget after approval, which person owns a program when staff change, and when a program moves from completed to closed. Decide which source supplies the period and budget before import. Keep the program identity stable so activities, awards, expenses and projects remain linked.

Plan the first operating cycle before using these records for reporting.

Choose one active program and follow its award, a due activity, an expense and a research project. Check that each record points back to the same program and that the owner can explain the status. Then test a planned program with no approved award and confirm the review step is visible to the right person.

The Business Overview gives the team a starting point for program status and assigned activities. From there, the Program Officer can open the program record and follow the links to funding, expenses, outcomes and research work. Use the same program identity in each handoff. A report grouped by program should reflect the actual owner and status, so review changes to those fields before the next reporting cycle.

• Active Programs — Lists current programs with owner, period, budget and status.
• Programs for approval — Shows planned programs for the Program Officer and Reviewer to examine.

See the process and check the record model.