Before you start
- Confirm the active plan is accurate.
- Make sure billable case notes and invoices use the right participant and support items.
- Use finance permissions if you need to view financial values across the organisation.
Step 1
Open the participant plan
Open the participant, choose Plans, then open the current active plan. Review total allocation, used amount, remaining amount and plan dates.
Step 2
Review category health
Check each budget category for underspend, overspend, high burn rate or expiry risk. Capacity Building categories usually need closer category level review.
Step 3
Compare utilisation with time remaining
Look at the plan end date and remaining funds together. A high burn rate early in the plan or large underspend late in the plan may need coordinator follow up.
Step 4
Investigate unusual movements
Use case notes, invoices and communication records to understand why spend changed. Correct data entry issues before raising them with the participant or plan manager.
Step 5
Create a follow up task
If a budget risk needs action, create a task for the coordinator or manager and link it to the participant.
What you should have now
You can explain plan utilisation clearly and act before the participant has a plan review or funding issue.