Approval Docket Processing (FC Grants)

What is a Docket?

An approval docket is used to group multiple grant requests together for processing; that is creating an approval log that will flow over to Foundation Cloud Community Portal (FC Community Portal) for board or committee members to approve the grant requests. The docket can be added at any time ahead of grouping the grants and it is expected that standard dockets are established at the start of the grant request process. Multiple dockets can be open at any point in time potentially for the different grant requests (e.g. designated grants, scholarships) or board dates.

To Create a Docket:

1. Click Batch > Dockets > New Docket.
2. Name the Docket with a descriptive name or use the default: Docket X/XX/20XX. An explanatory phrase will help the user understand what type of grants should be allocated to this Docket.
3. Available grants are listed in the bottom tile. By default, this grid is filtered by Status and Pay Date. Status is filtered for the "Request" status and Pay Date is filtered for dates less than or equal to the Docket creation date, remove this filter to see more date options. The user can further filter the available grants by using the filter icon. 
4. Fill the check box next to the desired grants to select that grant. 
5. Click +Add Selected thereby moving the selected grants to the top tile for processing in this Docket.

Grants can only be removed if the status of the grant is "Docket_Batched", i.e. processing has not yet begun on this docket.

Approval Tab

Once the grants have been added to the docket, the user moves to the approval tab to configure approval details. The Docket Approval tab is used to send Dockets to Board Members for approval in the Foundation Cloud Community Portal, and to view the incoming Submissions from Board Members.

1.  On the Approval Details tile, click the edit button.
2. Check the check box for Docket requires Board Member Approval. This field indicates that the docket will require approval from a committee before being processed by Finance. 
3.  The Date Sent for Approval field will default to the date of creation. This field can be changed to a later date if necessary.
4.  If the docket needs to be approved by a single member, click the Board Member radio button and use the drop down list to select the member to which this docket is assigned for approval. 
5. If the docket needs to be approved by a group of board members, click the Committee radio button and use the drop down to select the correct committee. 
   1. The user can add or edit members using the the Add/Edit link. On the desired committee click View Board Members to see its members in the lower section. The user can activate or deactivate members in a committee by checking or clearing the check box beside the member's name. Inactive members will not be able to view the docket in FC Community Portal.
6. The Quorum Required for Approval field allows the user to set a minimum number of members from the committee to approve the docket. Example: The committee consists of 5 members and the Quorum Required for Approval field is set at 3, only 3 of the 5 members must submit an approval for this docket.
7. Use the ellipses next to a board member name to open the submitted approvals and view comments made by members.

Files Tab

The Files tab consists of two tiles, Documents and Portal Attachments.

• Documents- All of the Media files that are associated with the Docket are listed in the grid, and if the file is available it will be a link the user can click on to open the document. Note that the document will be downloaded to the browser, and it will be up to the browser and operating system to open the file. For example, if the file is a PDF document, the user will need to have Adobe's Acrobat Reader or another program that can read PDF files.
  • To upload a new Media file, click +Add Media. Click on Drag a file here box to get a search screen to find a file on the users computer or drag a file from a Windows File Explorer into the same spot.
  • To remove a Media file, click the ellipses next to the document.
• Portal Attachments - This grid contains a list of files which are available on FC Community Portal for Board Members to download for this Docket.
  • To upload a new Portal Attachment file, click +Add Portal Attachment. Click on Drag a file here box to get a search screen to find a file on the users computer or drag a file from a Windows File Explorer into the same spot.
  • To remove a Media file, click the ellipses next to the document. 

Docket Batch Correspondence

At any time, the Foundation Cloud Grants user can send batch correspondence from the docket screen. 

1.  Click +New Batch Correspondence.
2. Select the type:
   1. Document - Generates the document(s) and saves it in Application document's path.
   2. Email - Generates the document(s) and emails it, either to Recipients or Fund Advisors. 
3. Use the drop down menu to select a Correspondence Template.
   1. a list of pre-defined templates (.dotx files) will generate for selection. Templates configured for use in Grant correspondence generate here. For more information on configuring correspondence see this document.

Board Members

From FC Community Portal, board members will see a list of all dockets waiting for approval as well as previously summitted approvals. Board members can select their approval outcome as well as add relevant comments for each grant in the docket. Dockets can be started, saved and returned to for completion until the the docket it Submitted, after which, approvals are locked in and cannot be edited.