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Administer Funding Programs

This section describes necessary administrative tasks besides the initial installation and necessary adjustments.

Funding Programs

A funding program contains basic data such as title, funding period, application period, budget etc. It is possible to add user-defined properties. By defining a funding case type you can influence the funding logic as described here as well as the forms that are visible to applicants in the funding portal.

Create a New Funding Program

Navigate to Funding > Add Funding Program. Afterward you can enter the following basic values of the program:

  • Title: The title of the funding program. It is possible to add a long title here.
  • Abbreviation: A short abbreviation of the program title.
  • Identifier Prefix: The identifier of a funding case within this funding program will start with the given prefix.
  • Start Date: The start date of the drawdown phase.
  • End Date: The end date of the drawdown phase.
  • Requests Start Date: The start date of the application phase.
  • Requests End Date: The end date of the application phase.
  • Currency: The currency for the budget.
  • Budget: The amount of money that the giving organisation can distribute across the various funding requests.
  • Funding Case Type: The funding case type used for applications.

The dates Requests Start Date and Requests End Date refer to the application phase. The dates Start and End refer to the drawdown phase. In most situations, the application phase ends before the drawdown phase starts, i.e. Requests Start Date < Requests End Date < Start Date < End Date.

After creating the funding program, you will be redirected to a page that allows you to take further actions. It is recommended to edit the possible funding recipients, the funding program permissions, and the initial funding case permissions.

Edit Funding Programs

An overview of funding programs can be found at Funding > Funding Programs. It lists all funding programs for which the current CiviCRM user has viewing permissions. All administrative tasks related to a funding program are available as actions.

Manage Document Templates

You can upload different document templates for every funding case type. All documents need to be word documents with the ending .docx. They will be processed by CiviOffice and may contain tokens that will be replaced accordingly.

Navigate to Funding > Funding Case Type. For every funding case type there exist the actions Manage templates for required templates and Manage external application templates for additional templates that are available for applicants.

Required Document Templates

There are two templates that are required for the funding case type to work: The transfer contract and the payment instructions. You can upload the documents at Manage templates.

Additional Document Templates

You can specify additional documents, like for example a confirmation of the accuracy of the data or a list of participants of a workshop.

The first step is to upload the documents at CiviOffice > Upload documents as shared documents. Afterward, you can select them at Manage external application templates and assign a label that will be visible to the applicants. For each document template in that list, there will appear a new action in the funding portal. The action is available for applicants for every application of the corresponding funding case type. For example, if you uploaded a document my-example.docx with label My Example Document, the new action is named Create: My Example Document.