Frequently Asked Questions

This system helps us manage all fundraising activities in one organized place. We use it to record funding organisations, grant applications, donors, partners, project requests, budgets, deadlines, documents, and follow-up actions. The goal is to make our work more professional, transparent, and efficient so we can create more support for children, families, and communities in Nepal.

Access to this system is restricted to authorized Nederland Support Nepal team members, board members, fundraisers, and project coordinators. All users have the same password for access. Do not share this password or allow unauthorized access to the system. If someone needs access, contact the system administrator.

We track five main types of information:

• Funding Organisations - Name, contact, eligibility, application methods, deadlines
• Grant Applications - Organisation, project, amount, submission date, status, decisions
• Donors & Partners - Contact information, donation history, relationship status, follow-up
• Project Requests from Nepal - Project details, budget, beneficiaries, urgency, funding status
• Tasks & Follow-ups - Deadline tracking, responsibility assignment, priority levels

For each grant application, enter the funding organisation name, project, requested amount, submission date, and status. Update the status as it changes: draft, ready to submit, submitted, under review, approved, rejected. Track expected decision dates and keep internal notes on progress. Use the dashboard to monitor all applications and upcoming decision dates.

When a project request comes from Nepal, record the project name, location, local partner organisation, target group, budget needed, amount already covered, and urgency level. Document the problem being addressed and how the project will help. Track funding status as: new, under review, internally approved, fundraising needed, partly funded, fully funded, or completed.

Create a task for every deadline or follow-up action. Include the task name, what it's related to (organisation, donor, grant, project), deadline, priority level, and who is responsible. Update the status as work progresses: open, in progress, waiting for response, completed, or postponed. The dashboard shows upcoming deadlines so nothing is forgotten.

IMPORTANT: This system contains confidential donor and partner information. All data is treated confidentially and is only used for fundraising, project management, and communication. Never share this information publicly or outside the organization. Do not use system credentials for public events or unsecured devices. Report any potential data breaches to the system administrator immediately.

Yes! Data can be exported to Excel, PDF, or Google Sheets for reporting and analysis. Use these export features to create monthly reports, funding overviews, or project summaries. Remember: exported data is confidential and should be handled securely. Only share reports with authorized team members and keep exported files protected.

Each team member is responsible for keeping their entries up-to-date. Fundraisers should update grant applications, donor contacts, and follow-up tasks. Project coordinators should update Nepal project requests and funding status. Board members should monitor overall progress. Regular system reviews ensure data stays accurate and useful for decision-making.

Update data as frequently as changes occur: immediately when applications are submitted or decisions received, within 24 hours of donor contact, weekly for task updates. Check the dashboard at least weekly to review upcoming deadlines and open tasks. Monthly team meetings should review the system to ensure all information is current and accurate.