USABLE CHECKLIST
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- Requirement or claim identified
- Source and reporting period recorded
- Owner and reviewer named
- Calculation or transformation documented
- Final evidence location linked
- Submitted version preserved
Name the claim or requirement
Tie each evidence item to a specific award obligation, narrative response, financial line, outcome, milestone, or attachment instead of keeping a folder of unexplained files.
Preserve the source and period
Record the system or file, location, extraction date, reporting period, owner, and any filter or calculation used to produce the reported value.
Separate source, input, and final evidence
A source record may still need cleaning, aggregation, reconciliation, or approval. Use visible readiness states so an early input cannot be mistaken for review-ready support.
Document transformations and decisions
If a number is adjusted, a record is excluded, or a variance explanation is accepted, record the reason, reviewer, approver, and affected report component.
Connect evidence across teams
Program, Finance, and Development should be able to trace the final figure or claim to the same approved evidence without maintaining conflicting copies.
Freeze the evidence behind the submitted version
Preserve the final files and source references that support what was actually submitted, together with the receipt and any subsequent funder question.
AUTHORITATIVE STARTING POINTS