Multi-Site Central Funding Source

You can now create and allocate funding sources at trust level using Projects on Every Compliance. This feature lets you allocate funds to both trust and property level, plus giving you the ability to contribute funds to existing property funding sources. Along with this new feature comes additional trust level reports covering all funding sources allocations and remaining funds across all your properties.

Setting up central funding types

Before creating and allocating a new funding source you first need to set up your funding types.

To do this:

  • From the left-hand Multi-Site navigation menu select Projects then Setup. From here select the tab titled 'Funding Types'. The table will display all previously created funding types.

  • To create a new funding type select the green 'Create Funding Type' button. You will be asked to 'Name' your funding type and add a description. You are also able to select if the fund is restricted using the ‘restricted’ check box. This means the fund can only be used for the purpose it was provided and not allocated to any other use.

  • Once you have completed all the required information select the green 'Save' button to continue. The funding types you create can be edited using the pencil icon, or deleted by selecting the red cross if no funds have been allocated to them.

What are restricted and non-restricted funds?

An example of a restricted fund would be a sports grant or funding like CIF (Condition Improvement Fund). Non-restricted funds could include revenue reserves or fund raising.

Creating a new central funding source

Fund sources page

To create a new central or 'multi-site' funding source from the Projects menu select Fund Sources. Your 'MAT Funding Sources' page will now be displayed, detailing both property funding sources in the top table, and multisite funding sources in the table below. Here you will find basic basic information regarding the funding source including the how much of the fund has been allocated, and the remaining value of each source. To create a new central funding source select the green 'Add multisite fund source' button.

Adding a new funding source

  • First select the 'Funding Type'. If the required type is not available please revisit the 'setting up central funding types' section of this guide.

  • Next, complete the amount of funds available, the date it was provided, and if there is an expiry date of the funds.

  • Select the relevant financial year. The financial year represents the financial year that the funds are allocated to or, in the case where they span multiple years, the first year.

  • Finally add any notes you may feel are appropriate to the funds. Once completed select the green 'Save' button to continue. The new funding source will now show within the 'Multisite Funding Sources' table.

Allocating a new central funding source

Once your funding source has been created you are now able to allocate it to projects. Locate your funding source within the 'Multisite Funding Sources' and select the pencil icon to edit.

From here you are able to edit the funding source details including type, amount and dates. You are also able to amend or add any notes. Remember to select the green 'Save' button to update. Further down the page two tabs are displayed titled 'Funding Allocation' and 'Audit Trail'.

Allocating funds

  • To allocate funds select the tab titled 'Funding Allocation', then the button 'Allocate funds to a new property'.

  • Now choose the relevant 'property'.

  • Next select the 'Fund source' field. You have the option to create a new fund source for the property with the details of the trust level funding source, or allocate funds to an exiting property funding source. The existing funding sources show their current available allocation.

  • Once you have selected your funding source input the 'Amount to transfer' then the green 'Submit' button to continue.

Back on the 'Manage Funding Source' page the fund amount will be reduced by the allocated amount, and the allocated funds are now displayed within the 'Funding Allocation' tab showing how much has been allocated and the balance amount remaining. From here you also have the ability to 'Allocate additional funds', 'Deallocate funds', and 'Transfer to another fund' at the selected property. To allocate funds to another property select 'Allocate funds to a new property' and repeat the process. You are also able to allocate funds to a specific property fund by selecting 'Allocate to a property fund source' and following the same process. Once funds are allocated, you will not be able to edit the overall funding amount assigned from central funding at property level however, you are able to decide how to distribute the amount throughout the property level projects. By selecting the 'Audit Trail' tab you are able to view all allocations and transactions associated with the funding source.

Central funding source reports

To the top of both the 'MAT Funding Sources' page and 'Managing Funding Source' page there is a blue 'Reports' button. By selecting this you are able to pull several different reports relating to MAT funding sources, including allocation, assigned projects, available balances, and expiry dates.