Funding Command
Center.

A web-based internal platform that manages the entire lifecycle of funding applications — from discovering opportunities to submitting proposals, tracking decisions, and managing awarded grants.

1.1Product Vision

A centralized internal funding pipeline tool that gives the organization one clear view of all funding opportunities, application deadlines, ownership, required documents, internal approvals, submission status, expected funding value, and reporting obligations.

1.2What This Tool Does

• Tracks every funding opportunity from discovery to closure
• Manages tasks, documents, budgets, and approvals
• Coordinates multiple departments working together
• Provides dashboards for leadership visibility
• Ensures accountability through audit trails

1.3Core Workflow

2.1User Types — 14 Roles

2.2Permission Matrix

* Delete access is limited to drafts or records the user owns.

The core feature of the platform — a full lifecycle model from first contact with a funding opportunity through closure and reporting.

3.1Complete Stage List

3.2Card Anatomy

3.3Pipeline Board Layout

4.1Fields to Track — 30+ Fields

4.2Search & Filter Options

4.3Data Import / Export

Import from Excel / CSV · Export to Excel, PDF, PowerPoint · Bulk operations supported.

5.1Tabs in Each Workspace

5.2Workspace Information Displayed

Application status · Current owner · Team members · Upcoming deadlines · Required actions · Missing inputs · Review progress · Approval status · Document completeness (%) · Submission checklist · Final submission confirmation.

6.1Task Fields

6.2Task Statuses

Not Started · In Progress · Waiting for Input · Under Review · Completed · Overdue (auto-calculated) · Blocked

6.3Task Notifications

Task assigned to you · Task updated · Task completed · Task overdue · Task blocked

7.1Document Categories — 19

7.2Document Features

Upload all formats · Download files · Version control · Document owner assigned · Expiry date tracking · Approval status (Pending / Approved / Rejected) · Required or optional tagging · Missing document alerts · Reuse from master document library · Access permission by role · Full audit trail.

7.3Auto-Generated Checklist

For each application, the system automatically generates a missing-document checklist based on donor requirements, internal policies, previous checklists, and required-document mapping.

8.1What It Tracks

8.2Budget Categories

Personnel Cost · Equipment Cost · Operating Cost · Travel Cost · Monitoring & Evaluation Cost · Administrative Cost · Contingency · Indirect Costs · Consultancy Fees · Training Costs · Supplies & Materials · Communication Costs

8.3Financial Tracking

Cash flow impact · Exchange rate assumptions · Financial reporting deadlines · Disbursement tracker · Approved vs. requested funding report

8.4Finance User Actions

8.5Budget Reports

Budget summary (PDF/Excel) · Funding forecast · Cash flow forecast · Co-financing exposure · Approved vs. requested funding report · Disbursement tracker

9.1Donor Profile Fields

9.2Donor Management Features

Search donors by name / type / sector · Track all interactions · See past applications and outcomes · Set reminders for donor engagement · View relationship history · Store documents related to donor

10.1Executive Dashboard — Leadership View

10.2Funding Manager Dashboard — Management View

10.3Team Member Dashboard — Individual View

11.1Assessment Criteria — scored 1–5

11.2Decision Outputs

11.3Decision Record

12.1Scoring Criteria (1–5) & Weight

12.2Calculated Outputs

12.3Priority Classification

12.4Admin Customization

Admin can adjust scoring weights · Admin can add / remove criteria · Admin can change classification thresholds

13.1Standard Approval Flow

⚠ The system prevents submission until every step in the chain is marked Approved.

13.2Approval Fields

13.3Approval Statuses

13.4Approval Logic

// pseudocode
FOR EACH application:
  IF ALL mandatory approvals are "APPROVED":
      THEN enable "SUBMIT" button
      ELSE show "Approvals Pending" warning

  IF ANY approval is "REJECTED":
      THEN mark application as "NEEDS REVISION"
      ELSE IF any approval is "CHANGES REQUESTED":
          THEN mark application as "REVISIONS REQUIRED"

14.1Calendar Events

14.2Automated Reminders

14.3Notification Channels

15.1Report List — 17 Reports

15.2Export Formats

16.1What Gets Tracked

16.2Audit Log Fields

User ID · Action Type · Table Name · Record ID · Old Value · New Value · Timestamp · IP Address · Browser Info · Session ID

17.1What AI Will Help With

17.2AI Usage Rules

AI outputs are suggestions only · Human reviews and edits before use · Users can accept, reject, or modify · All AI interactions are logged · AI uses organization's data for context

18.1Required Integrations

18.2Data Exchange

Import from Excel/CSV · Export to Excel/PDF/PowerPoint · API endpoints for external systems

19.1Security Features

19.2Data Protection

All sensitive data encrypted at rest and in transit · Passwords hashed using industry standards · Session timeout after inactivity · IP-based access restrictions (optional) · Annual security audit

20.1Page List

20.2Login Page

20.3Pipeline Board Page

20.4Opportunity Database Page

20.5Application Workspace Page

Header with title, status, owner · Tab navigation across 12 tabs · Content area based on selected tab · Action buttons (Submit, Approve, etc.). Tab content spans summary cards, task lists, categorized documents, financial tables and charts, a rich text editor for the proposal, threaded comments, approval history, donor email logs, a Gantt timeline, a risk matrix, a submission checklist, and reporting templates.

21.1Proposed Stack

21.2Laravel Packages Required

21.3Why This Stack

22.1Users Table

CREATE TABLE users (
    id INT PRIMARY KEY AUTO_INCREMENT,
    name VARCHAR(255) NOT NULL,
    email VARCHAR(255) UNIQUE NOT NULL,
    password VARCHAR(255) NOT NULL,
    role_id INT NOT NULL,
    department VARCHAR(100),
    phone VARCHAR(20),
    avatar VARCHAR(255),
    last_login DATETIME,
    is_active BOOLEAN DEFAULT TRUE,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    updated_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP,
    FOREIGN KEY (role_id) REFERENCES roles(id)
);

22.2Roles Table

CREATE TABLE roles (
    id INT PRIMARY KEY AUTO_INCREMENT,
    name VARCHAR(100) NOT NULL,
    description TEXT,
    permissions JSON,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    updated_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP
);

22.3Opportunities Table

CREATE TABLE opportunities (
    id INT PRIMARY KEY AUTO_INCREMENT,
    title VARCHAR(255) NOT NULL,
    donor VARCHAR(255),
    donor_type VARCHAR(100),
    sector VARCHAR(100),
    country VARCHAR(100),
    funding_min DECIMAL(15,2),
    funding_max DECIMAL(15,2),
    currency VARCHAR(10) DEFAULT 'USD',
    deadline DATE,
    eligibility TEXT,
    co_financing BOOLEAN DEFAULT FALSE,
    application_link VARCHAR(255),
    contact_person VARCHAR(255),
    submission_format VARCHAR(100),
    decision_timeline DATE,
    reporting_requirements TEXT,
    strategic_fit_score INT DEFAULT 0,
    financial_score INT DEFAULT 0,
    complexity_score INT DEFAULT 0,
    probability INT DEFAULT 0,
    risk_level VARCHAR(50),
    owner_id INT,
    status VARCHAR(50) DEFAULT 'draft',
    priority VARCHAR(50) DEFAULT 'medium',
    notes TEXT,
    created_by INT,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    updated_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP,
    FOREIGN KEY (owner_id) REFERENCES users(id),
    FOREIGN KEY (created_by) REFERENCES users(id)
);

22.4Pipeline Stages Table

CREATE TABLE pipeline_stages (
    id INT PRIMARY KEY AUTO_INCREMENT,
    name VARCHAR(100) NOT NULL,
    order_number INT NOT NULL,
    description TEXT,
    color VARCHAR(50),
    required_approvals JSON,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP
);

22.5Application Workspace Table

CREATE TABLE applications (
    id INT PRIMARY KEY AUTO_INCREMENT,
    opportunity_id INT NOT NULL,
    title VARCHAR(255) NOT NULL,
    status VARCHAR(50) DEFAULT 'draft',
    current_stage INT,
    current_owner_id INT,
    team_members JSON,
    submission_date DATETIME,
    readiness_score INT DEFAULT 0,
    approval_status VARCHAR(50) DEFAULT 'pending',
    submitted_by INT,
    submitted_at DATETIME,
    closed_date DATE,
    outcome VARCHAR(50),
    notes TEXT,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    updated_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP,
    FOREIGN KEY (opportunity_id) REFERENCES opportunities(id),
    FOREIGN KEY (current_stage) REFERENCES pipeline_stages(id),
    FOREIGN KEY (current_owner_id) REFERENCES users(id),
    FOREIGN KEY (submitted_by) REFERENCES users(id)
);

22.6Tasks Table

CREATE TABLE tasks (
    id INT PRIMARY KEY AUTO_INCREMENT,
    application_id INT NOT NULL,
    title VARCHAR(255) NOT NULL,
    description TEXT,
    assigned_to INT NOT NULL,
    department VARCHAR(100),
    due_date DATE,
    priority VARCHAR(50) DEFAULT 'medium',
    status VARCHAR(50) DEFAULT 'not_started',
    dependency_id INT,
    document_id INT,
    comments TEXT,
    completed_at DATETIME,
    created_by INT,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    updated_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP,
    FOREIGN KEY (application_id) REFERENCES applications(id),
    FOREIGN KEY (assigned_to) REFERENCES users(id),
    FOREIGN KEY (dependency_id) REFERENCES tasks(id),
    FOREIGN KEY (created_by) REFERENCES users(id)
);

22.7Documents Table

CREATE TABLE documents (
    id INT PRIMARY KEY AUTO_INCREMENT,
    application_id INT NOT NULL,
    category VARCHAR(100) NOT NULL,
    title VARCHAR(255) NOT NULL,
    file_name VARCHAR(255) NOT NULL,
    file_path VARCHAR(500) NOT NULL,
    file_size INT,
    version INT DEFAULT 1,
    uploaded_by INT,
    status VARCHAR(50) DEFAULT 'pending',
    expiry_date DATE,
    is_required BOOLEAN DEFAULT TRUE,
    approved_by INT,
    approved_at DATETIME,
    notes TEXT,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    updated_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP,
    FOREIGN KEY (application_id) REFERENCES applications(id),
    FOREIGN KEY (uploaded_by) REFERENCES users(id),
    FOREIGN KEY (approved_by) REFERENCES users(id)
);

22.8Budgets Table

CREATE TABLE budgets (
    id INT PRIMARY KEY AUTO_INCREMENT,
    application_id INT NOT NULL,
    requested_amount DECIMAL(15,2),
    approved_amount DECIMAL(15,2),
    co_financing DECIMAL(15,2),
    internal_contribution DECIMAL(15,2),
    personnel_cost DECIMAL(15,2),
    equipment_cost DECIMAL(15,2),
    operating_cost DECIMAL(15,2),
    travel_cost DECIMAL(15,2),
    m_e_cost DECIMAL(15,2),
    admin_cost DECIMAL(15,2),
    contingency DECIMAL(15,2),
    currency VARCHAR(10) DEFAULT 'USD',
    exchange_rate DECIMAL(10,4),
    disbursement_schedule JSON,
    cash_flow_impact TEXT,
    status VARCHAR(50) DEFAULT 'draft',
    reviewed_by INT,
    reviewed_at DATETIME,
    approved_by INT,
    approved_at DATETIME,
    comments TEXT,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    updated_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP,
    FOREIGN KEY (application_id) REFERENCES applications(id),
    FOREIGN KEY (reviewed_by) REFERENCES users(id),
    FOREIGN KEY (approved_by) REFERENCES users(id)
);

22.9Approvals Table

CREATE TABLE approvals (
    id INT PRIMARY KEY AUTO_INCREMENT,
    application_id INT NOT NULL,
    approver_id INT NOT NULL,
    department VARCHAR(100),
    status VARCHAR(50) DEFAULT 'pending',
    comments TEXT,
    requested_changes TEXT,
    approved_at DATETIME,
    final_signoff BOOLEAN DEFAULT FALSE,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    updated_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP,
    FOREIGN KEY (application_id) REFERENCES applications(id),
    FOREIGN KEY (approver_id) REFERENCES users(id)
);

22.10Donors Table

CREATE TABLE donors (
    id INT PRIMARY KEY AUTO_INCREMENT,
    name VARCHAR(255) NOT NULL,
    donor_type VARCHAR(100),
    contact_person VARCHAR(255),
    email VARCHAR(255),
    phone VARCHAR(50),
    website VARCHAR(255),
    country VARCHAR(100),
    preferred_sectors JSON,
    funding_cycles JSON,
    strategic_interests TEXT,
    relationship_strength INT DEFAULT 0,
    meeting_notes TEXT,
    communication_history JSON,
    next_engagement TEXT,
    internal_owner_id INT,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    updated_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP,
    FOREIGN KEY (internal_owner_id) REFERENCES users(id)
);

22.11Audit Logs Table

CREATE TABLE audit_logs (
    id INT PRIMARY KEY AUTO_INCREMENT,
    user_id INT,
    action_type VARCHAR(100) NOT NULL,
    table_name VARCHAR(100),
    record_id INT,
    old_value JSON,
    new_value JSON,
    ip_address VARCHAR(50),
    user_agent VARCHAR(255),
    session_id VARCHAR(255),
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (user_id) REFERENCES users(id)
);

22.12Calendar Events Table

CREATE TABLE calendar_events (
    id INT PRIMARY KEY AUTO_INCREMENT,
    application_id INT,
    event_type VARCHAR(100) NOT NULL,
    title VARCHAR(255) NOT NULL,
    description TEXT,
    event_date DATE,
    event_time TIME,
    end_date DATE,
    reminder_days INT,
    all_day BOOLEAN DEFAULT FALSE,
    sent_reminders JSON,
    created_by INT,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    updated_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP,
    FOREIGN KEY (application_id) REFERENCES applications(id),
    FOREIGN KEY (created_by) REFERENCES users(id)
);

22.13GoNoGo Decisions Table

CREATE TABLE go_nogo_decisions (
    id INT PRIMARY KEY AUTO_INCREMENT,
    application_id INT NOT NULL,
    strategic_alignment INT DEFAULT 0,
    eligibility INT DEFAULT 0,
    funding_size INT DEFAULT 0,
    deadline_feasibility INT DEFAULT 0,
    internal_capacity INT DEFAULT 0,
    co_financing INT DEFAULT 0,
    delivery_risk INT DEFAULT 0,
    compliance_risk INT DEFAULT 0,
    reporting_burden INT DEFAULT 0,
    relationship_value INT DEFAULT 0,
    likelihood INT DEFAULT 0,
    total_score INT DEFAULT 0,
    decision VARCHAR(50),
    decision_owner_id INT,
    decision_date DATE,
    reason TEXT,
    approval_record TEXT,
    comments TEXT,
    next_step TEXT,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    updated_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP,
    FOREIGN KEY (application_id) REFERENCES applications(id),
    FOREIGN KEY (decision_owner_id) REFERENCES users(id)
);

22.14Scoring History Table

CREATE TABLE scoring_history (
    id INT PRIMARY KEY AUTO_INCREMENT,
    application_id INT NOT NULL,
    criteria_name VARCHAR(100),
    old_score INT,
    new_score INT,
    changed_by INT,
    reason TEXT,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (application_id) REFERENCES applications(id),
    FOREIGN KEY (changed_by) REFERENCES users(id)
);

23.1MVP Features — Must Have

23.2MVP Exclusions — Not in First Version

AI features (proposal drafting, scoring) · Advanced Donor CRM · Full Budget Module · Email/Calendar integrations · Document version control (basic only) · Automated reminders (manual only) · Advanced reports (Power BI) · Multi-organization support · External partner portal

23.3MVP Timeline

25.1Functional Acceptance Criteria

25.2Non-Functional Acceptance Criteria

25.3Sign-Off Process

Development Costs

Infrastructure Costs (Annual)

28.1Ongoing Support

28.2Post-Launch Support Plan

Immediate Actions

Kickoff Meeting Agenda

Introduction to project · Review of requirements · Technology stack confirmation · Timeline review · Resource allocation · Q&A session

30.1Glossary of Terms

30.2Contact Information

Quality Standards

Code must pass unit tests · Code must pass security scan · All features must have test cases · All documentation must be updated

This proposal is confidential and proprietary.