Introduction

Who this guide is for

This guide is for council staff who configure or work with grants functionality in the MCS platform. It covers both the setup steps for administrators and usage details for users who manage applications.

Grants Import

Setting up a fund

Before the import functionality can be used, a grant fund will need to be set up to allow the import file to be mapped against it. The steps for this are listed below.

1. Navigate to Administration > Grants > Funds.
2. Click on ‘add’ to create a new fund. Existing grant funds will be visible here.

1. Give the fund a name.
2. Select the type of fund from the pre-populated list, these options are currently not configurable.
3. Select a fund organisation. This list uses Organisations set up on your instance.
4. Enter the open and close date for this grant fund. Grants will not be able to be applied for outside of this window.

1. In the general region, configurate the fund size, and set the minimum and maximum award values.
2. Set the relevant access levels to restrict this grant to different user types.

Once these details have been completed, the fund can be created. Users can navigate to the grant fund page to edit existing grant funds.

Importing grants

Grants can be imported against existing Service Requests. This is done using a .csv file, and the import will process overnight. The steps to complete this process are as follows:

1. Navigate to Administration > Grants > Grants import.
2. The next screen will show records of previous imports. To create a new one, first click on ‘download’ to receive the template file.

1. Follow the prompts in the file to add in required fields for the import. The fund name and note type fields use the relevant code for the items. For example, on the grant fund screen, a grant named ‘Facilities Grant’ may display a code similar to ‘FACILITIES_GRANT1234’. Once the file has been completed, use the upload file region on the grants import page to add it.
2. The result of an import will show in the section below, and editing the file will show the detail of any errors.

Grants Component

Adding the component to a form

The grants component can be used on a form to allow a submitter to map a submission against a previously submitted grant application with an awarded grant logged against it.

Using the grants component

Customer can submit forms which contain the grants component, and a list of their service requests containing grants from the configured funds will appear listed.

The submitter can then select a previous service request, and the new submission will then be linked to this previous request. The new request will be treated as the child request from this link, and this will be logged against the history of the request.