Docket Manager

[sharicarlson13]

Bundle funding requests/ applications into a docket. For bundled updates as well as the ability to invite people to the docket and meeting for review and for team to approve.

[sharicarlson13]

The output would be a PDF of all applications to be reviewed by this group. It would include an executive summary by grants manager, some application details- fields gets pulled in with some grant coding details
It would connect with the people who will make the award decision. It could include a communication with those people.
The fields/metadata on docket would be

• meeting date/time
• add team member
• click button that sends invitation email and includes PDF

There may be different program and this will help define who should receive each docket and access to that docket.

Often times in a in the meeting / decision making process - we use inline edit of list views for mass updates.
Will need a junction object between funding request and person/reviewer

What will this record/object be:

• Docket is internal organizing record
• Docket can be used in automation to create reviews etc.
• Invite the board members/ panel so they can accept or not accept

Could we track conflict of interest?

• most likely not, because most opt out Request by Request, not out of a whole docket
• PDF would still have conflicted application

Could we track meeting details?

• Potentially could be on Docket manager for an on site meeting - capture member accessibility needs and dietary needs

Mass updates is a key feature for the Docket manager -

• Can move requests through in batches (i.e. mark docket approved and automation changes all requests to the next stage)
  What about amount and decisions on individual requests?
• suggested amount changing - decision captured
• Suggestion: could we create a screen or component on the Docket to update individual requests?

Ideas around individual request updates:

• Right now we use list view on funding request with a mass edit tool for multiple edits such as recommended amount, stage, grant dates, etc. - even have some people who enter when would report be due
• we would need to provide the ability Remove and add fields from related list or custom component
• it is really more visual than data model
• The fields that would need to be updates for declines - decision date, decline reason
• The fields that would need to be updates for Awards - award date, amount, grant description/title
• It would definitely need to be customizable because there are different needs for fields at each organization

What are the universal needs?

• Everyone is making decisions
• Every application needs an action (maybe a quick popup for entry)
• They general work through each one by one. With a note taker in the meeting (This could be a related list or list view and the reviewer using a PDF; both in the same order)

The Docket Manager is really about finalizing docket - then real updates are made.
What if there were 2 interfaces one for Board members/panelist and for the note taker. An example was given of using the Request (for note taker) and Review objects (for members) for the different interfaces.

Need to make mass edit better. For example having certain columns visible on certain stages of grant
The other limitation is one mass edit view per object - but maybe could be grid buddy or conga grid

Docket can store the decision notes as well.
And important to be able to automate - awarding and other updates to be done en masse

What about Funding programs? Could we use the existing object for the Docket?

• No for foundations that have open cycle - review all at one board member for multiple funding program
• Docket manager organizes the work
• there might be work done on the Funding Requests that are a part of the program - that is in GAU and Funding Program

Is it Funding Programs OR Funding Request to Docket relationship?

• Most flexible solution might be Request to Docket
• Decision to relationship to Funding Request

How would we move Requests from Docket to Docket ? Is it just a look up on a Request or is it a junction object?

• Could just use Track history on lookup field
• What about multi-stage and LOIs - multiple docket reviews
• Might also want to track Grantee Reports/Requirements
• In the past used Record Type on Review object (fC)
• Docket is only really for final board meeting or final decision
• Or could hold a status of where the applications are and the phased details are in Reviews connected to the Request

This is about organizing the work - not organizing internal work for the whole review process, it's the final PDF / board member decision.

What is the name of the object?

• Maybe there is just a Type with Panel, docket, etc. if we want to do multi-stage reviews
• Maybe Funding Cycle (July Funding Cycle) - end in Final Decision stage
• "not a funding program"
• Docket seems the best at this point

Wouldn't it be great to be able to mass check 501c3 status

What about a split screen list view

• this is already available and might be useful in individual request updates

When do we use this object?

• when does the request connect to the docket?
• Could be use a process builder to add to docket?
• Might need to be manual bc time of final decision is different

Do we solve for one (ie final decision) or all things (multi-phase reviews)?

• final decision only
• we are solving for the matured application - final decision
• Scalability is possible. It could have record types and stages - grouping records etc. in the future or based on need

[Nickers3]

Initial Proof of Concept

[sharicarlson13]

Decisions:

1. Lookup on FR to Docket (Not master detail bc need to keep security at FR level and we don't want the Docket required on the FR)
2. Not doing junction object to FR yet because started with simple build

Options for updating individual FR

• Create Quick Action to update Funding Request
• Create Path to update Funding Request
• Use split list view
  Maybe we create documentation on options.

[sharicarlson13]

Testing notes:
Docket roles are on the record page twice.

[sharicarlson13]

Revisions

1. Junction object - the ability to attach to multiple dockets (what about award amount etc)
   Decision for now - leave as look up

Next steps:

1. Present this afternoon at meeting
2. Ask the community - would they prefer junction or lookup
3. Automation - mass approve, add notes by scribe