Clubs Admin

Funding Application Wiki¶

The purpose of the Funding Application project is to process forms submitted by various student groups who wish to receive funding from SSMU for their events and other projects. The form is filled out here.

The form is created with the WPForms plugin, which runs on a rudimentary Wordpress site set up by John Campbell. Once the form is submitted, three things happen:

1. Form winds up in the entry queue, available in the WPForm section of the Wordpress admin console.
2. A notification that a form has been submitted is sent to clubapplications@ssmu.ca. This includes a copy of the completed form.
3. The email sent to the clubapplications@ssmu.ca address is picked up via POP mail by the Redmine Helpdesk plugin, which converts it into a ticket.

Once the application is converted into a ticket, it follows the workflow determined by the Funding Commissioners and set up by John Campbell. The workflow is configured with the Redmine workflow matrix. It can be edited here.

Funding Application Workflow¶

Steps

1. Incoming funding applications marked "New".
2. When being reviewed by the Funding Committee, issue transitions to "Application is being reviewed".
3. If approved by the funding committee, issue transitions to one of "Rejected", "Approved", or "Application Incomplete".
4. If "Application Incomplete", no change to status. If "Rejected", applicant is notified with canned response. If "Approved", applicant is notified with canned response and issue transitions to "Cheque Request".
5. Once the status transitions to "Cheque Request", the Funding Commissioners coordinate with the Accounting department to get a cheque issued for the group.
6. Once the Funding Commissioners get confirmation that a cheque has been issued, status transitions to "Cheque Issued". Status can then be changed to "Post-Funding Report Due". Report is due 90 days later. 
7. Once the funding report has been submitted, the issue is closed.

There may be changes to this as the process evolves, but this is the current state of the project as of 06-11-2018.