Funds are often best raised on behalf of a specific project.
Once a need is identified, a proposal is put to the fundraising unit. Once this proposal has been assessed, it may be declined or approved.
The number of procedural / decision making steps in this process is determined by each organisation and set up under the project life cycle.
•Decision pending (decline, approval, other).
•Funding milestones (partially, fully etc)
•Closure or renewal
You may link beneficiaries to your project, so that you can track who has benefited from funding received – whether from a bursary, a training programme or learnership, a feeding scheme or jobs created etc.
Once you have captured your projects, you may wish to print Project reports.
DevMan can be modified to cater for your organization's own workflow preference.
There are many places in DevMan that provide workflow including:
Approaches, projects (CSI/CRM/Bursary), donations etc.
Here are some examples of workflow that may be used in CSI and CRM projects.
CSI - Project
In grant making a request for funds is captured as a proposal (project).
This will be processed through a life-cycle or workflow that may include these statuses:
CRM - Project
A typical fund-raising project may be processed as the following activities:
On receipt of a proposal you quickly capture sufficient data about the organisation, contact person and details of the proposal and make a decision whether to pursue or decline.
If needed more detailed information can be captured at a later stage as the proposal is moved on it's life-cycle.
Check if the organization is already on DevMan by entering part of the name in the home page or organisation "Search for" box.
If there is no match with that name you can add the new organization (see how).
If the organization does exist on the system, choose the correct one (there may be more than one with that name).
(You may want to check the contact details to ensure they're accurate and up-to-date).
Continue to enter the new proposal details:
Give it a meaningful unique name (Not the organization name) and keep it short.
The "Executive summary" is where you give brief succinct description of the project.
(Spend some time on this because you can draw a very useful report for management later).
Capture as much information correctly about the proposal as you can.
Allocate the project to the correct categories including region, focus-area and the manager.
Put in the amount requested if you have it and the amount for the project.
Give it an applicable status e.g.: "Decline", "Under consideration" or "Approved".
If you're satisfied, then you can "Save" the proposal.
We strongly recommend you enter the organisation and contact persons before entering a proposal.
To prevent the confusion caused by duplicate names on the database some companies using Devman allow only certain designated persons to enter new organisations.
Click on this link for instructions to enter a new organisation.
From the Projects page click "Add new project" and choose one of the options:-
"Via quick capture page" - use with care as it can lead to duplicate names on your database.
"New proposal" - alternative way to enter proposal when you will capture data over time.
"New decline" - The proposal is clearly going to be declined e.g. not your focus-area.
1.Enter a project name. (About project names)
2.Type the first three or more letters of the organisation name and select the correct one in the list given.
1.Enter the details of the request for funding starting with the organisation details and it's primary contact first and then the proposal details..
2.Find out if the organisation already exists by clicking the Find button, and searching for it.
3.Continue to enter the new proposal details.
4.Enter a project name. (About project names)
5.Type in an Executive summary.
7.The Date received is system generated, however you can change this by typing in the block.
8.Type in the amount requested. Choose whether the project is being approved / declined, and enter the approved / declined amount. Indicate the date of the decision. If you have not made a decision yet, choose Under consideration. You can change the status at a later stage once a decision is made. If you have a checklist, tick the appropriate block(s).
10.If you have chosen to remain on the page, a number of new options appear on the menu bar at the top. These options allow you to add a pledge or a payment and send an Acceptance or Decline letter. See Communication.
Many proposals will be declined without going through any meeting or consideration procedure.
This is standard practice and there may be a number of valid reasons for doing so.
Applicants may want to know the reason why their proposal has been declined.
It is therefore good practice to record all proposals and the reason why it hasn't been accepted.
You may receive another application in the future and having on record the comments from an earlier proposal is vital.
1.If you know the name of the project enter it's name on the home page search box
2.for the organisation or the project and select the proposal / project and click Update status.
3.Change phase decision from Proposal request / Under consideration to Approved / Declined etc. by clicking on the Phase drop-down and make other entries as needed.
4.When a payment is made, the status will update automatically to Partially or Fully funded.
5.Click Save > Save and Close.
7.If required, print a letter or send an email