[BCM] [SHINE] [E3] [BIA] [T3] [CBF] [9] Funding, Resource & Donor Management

CBF-9 Funding, Resource & Donor Management

The effective management of funding, resources, and donor relationships is central to SHINE’s ability to deliver high-quality services to children and youth. Each Sub-Critical Business Function (Sub-CBF) within CBF-9 is closely linked to other internal business units and external partners.

Understanding these inter-dependencies ensures continuity, enhances operational efficiency, and strengthens accountability across the organisation.

This chapter outlines the internal and external relationships, as well as the upstream, downstream, or mutual dependencies that influence each Sub-CBF within CBF-9.

Table P5: Inter‑dependencies for CBF-9

Sub-CBF Code	Sub-CBF	Name of Business Unit or Vendor/ Supplier/ Outsource Partner	Type of Dependency - Internal	Type of Dependency - External	Upstream / Downstream / Mutual	Description of the Nature of Dependency
9.1	Fundraising & Grant Applications	Fundraising Team, Communications & Marketing Team	Yes	Grant Agencies, Corporate Sponsors, Philanthropic Foundations	Upstream	Fundraising relies on marketing to develop proposals and campaigns; external grant agencies provide funding that enables service delivery.
9.2	Donor Management	Donor Relations Team, IT/Data Management	Yes	Individual Donors, CSR Partners, Donor Platforms	Mutual	Maintaining donor relationships requires internal data management systems; external platforms support donation processing and engagement tracking.
9.3	Resource Allocation & Budgeting	Finance Team, Program Managers	Yes	Vendors, Service Providers	Downstream	Budgeting decisions affect resource allocation across programs; vendors provide essential services and materials for program execution.
9.4	Financial Reporting & Accountability	Finance Team, Audit & Compliance	Yes	Regulatory Authorities, Funding Bodies	Upstream	Accurate reporting depends on internal finance records; external regulatory requirements shape reporting standards and compliance obligations.
9.5	Partnership & Stakeholder Engagement	Partnerships & Collaboration Team	Yes	Community Partners, NGOs, Government Agencies	Mutual	Successful engagement depends on internal coordination and external collaboration to secure support, joint programs, or advocacy opportunities.
9.6	Emergency Fund Management	Finance Team, Program Leadership	Yes	External Donors, Relief Organisations	Downstream	Emergency fund deployment is informed by internal financial planning and external donor contributions or relief partnerships.

The inter-dependencies within CBF-9 highlight the complex ecosystem required for effective funding, resource, and donor management at SHINE. Internal collaboration ensures smooth operational workflows, while strong external partnerships amplify the organisation’s capacity to support its beneficiaries.

By understanding and managing these inter-dependencies, SHINE can maintain resilience, improve service delivery, and uphold accountability to its donors and stakeholders, even during periods of disruption.

CBF-9 Funding, Resource & Donor Management

Vital records are essential documents critical to an organisation's ongoing operations, particularly during disruption or crisis.

For SHINE Children and Youth Services, managing funding, resources, and donor relationships is central to sustaining its programs and services for children and youth.

Maintaining accurate and secure vital records ensures operational continuity, legal compliance, financial accountability, and effective stakeholder engagement.

This section identifies the key vital records for each Sub-Critical Business Function (Sub-CBF) under CBF-9, outlining their media type, storage location, and custodianship.

Proper management of these records supports SHINE’s resilience and capacity to respond to emergencies, audits, and stakeholder inquiries.

Table P6: Vital Records for CBF-9

Sub-CBF Code	Sub-CBF	Description of Vital Records	Media Type	Location	In Whose Care
9.1	Fundraising & Grant Applications	Records of all fundraising campaigns, grant proposals, approvals, and associated correspondence.	Digital (PDF/Word), Physical (hardcopy proposals)	Secure server, Filing cabinets	Fundraising Manager
9.2	Donor Management	Donor profiles, donation history, contact information, pledge agreements, and correspondence	Digital (CRM system), Physical (donor agreements)	CRM database, Locked office storage	Donor Relations Officer
9.3	Resource Allocation & Budgeting	Budget plans, allocation approvals, resource requisitions, and expense authorisations	Digital (Excel, Finance system), Physical (budget files)	Finance server, Finance office	Finance Manager
9.4	Financial Reporting & Accountability	Annual financial statements, audit reports, payment vouchers, and accounting ledgers	Digital (Accounting software), Physical (ledgers, audit files)	Finance server, Secure archive room	Finance Manager / Accountant
9.5	Partnership & Stakeholder Engagement	MOUs, contracts, partnership agreements, stakeholder communications, and progress reports	Digital (PDF/Email), Physical (signed agreements)	Partnership office, Secure server	Partnership Manager
9.6	Emergency Fund Management	Records of emergency fund requests, approvals, disbursement logs, and supporting documentation	Digital (Finance system), Physical (fund files)	Finance server, Finance office	Finance Manager

The identification and management of vital records for CBF-9 ensure that SHINE Children and Youth Services can maintain operational continuity, uphold transparency, and fulfil accountability obligations.

By clearly assigning custodianship, secure storage, and proper documentation, SHINE strengthens its ability to respond to crises, meet regulatory requirements, and maintain the trust of donors, partners, and stakeholders.

Regular review and updates of these vital records are essential to sustaining the organisation’s resilience and effectiveness in fulfilling its mission.

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CBF-9 Funding, Resource & Donor Management
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Continuity of Care: Ensuring SHINE’s Mission Through Effective BCM

[BCM] [SHINE] [E3] [BIA] [T3] [CBF] [9] Funding, Resource & Donor Management

Business Continuity Management Certified Planner-Specialist-Expert

CBF-9 Funding, Resource & Donor Management

Table P5: Inter‑dependencies for CBF-9

CBF-9 Funding, Resource & Donor Management

Table P6: Vital Records for CBF-9

Continuity of Care: Ensuring SHINE’s Mission Through Effective BCM

More Information About Business Continuity Management Courses

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Continuity of Care: Ensuring SHINE’s Mission Through Effective BCM

[BCM] [SHINE] [E3] [BIA] [T3] [CBF] [9] Funding, Resource & Donor Management

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CBF-9 Funding, Resource & Donor Management

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Table P5: Inter‑dependencies for CBF-9

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CBF-9 Funding, Resource & Donor Management

Table P6: Vital Records for CBF-9

Continuity of Care: Ensuring SHINE’s Mission Through Effective BCM

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