Projects → programs
Read-only reviewDD

From potential project to running program.

From the brief

"A relationship/flow between potential projects/programs (including the planning process — meetings, emails…) and programs that come to fruition. Programs run over a number of weeks; in addition we have one-off workshops."

What exists today

  • Partnership Projects is already a pipeline in practice: 48 opportunities, of which 44 are "Proposed", 4 "Active" and 0 "Completed". The Status column mixes stages with to-dos (Meeting, Send Proposal, Sent proposal, Follow up). About half the items have no status, and only one has a Timeline.
  • Planning history is kept as subitems with informal names ("Meeting with Tali", "Proposal sent by Sharon 12.8"). It works, but it's inconsistent and has no dates.
  • Partner Organization and Funder are free-text columns. Two monday AI automations fill in Partner Organization from the item name.
  • Each program that went ahead got its own board, all built from the same template (Planning + Workshops groups): Sunset Sunrise Professional Training, אסירי תקווה, Tikva Balev, At-Risk Youth Program Staff, סדנת Hopetimize HIT. They hold between 0 and 4 items each and aren't linked back to the pipeline.
  • הבנת צרכי ארגונים (organisation needs assessment) is a good intake form, but it isn't linked to anything.
Partnership Projects board, Proposed group
Partnership Projects: Status mixes stages (Meeting) with to-dos (Follow up). Many rows have no status, and Funder, Contact and Project Owner are mostly empty. The Partner Organization column shows a warning because the AI automations that fill it have run out of AI credits.
Sunset Sunrise Professional Training board
One of the five per-program boards (Sunset Sunrise Professional Training). The template is good: Planning and Workshops groups with Participants, Facilitator and No. of Sessions. But it holds only four rows, one of them "Test", and has no link back to the pipeline.

What I'd build

  1. Keep Partnership Projects as the pipeline, but give it a single Stage column: Lead → First meeting → Needs assessment → Proposal sent → Negotiating → Won / Lost / On hold. Move to-dos like "Follow up" into a separate Next step column with a date, so the stage always shows where the opportunity really stands.
  2. Log meetings and emails on the item. Record meetings as subitems with a Date, a Type (Meeting / Call / Email) and an Owner. For emails, forward them to the item's own email address (every monday item has one) so the thread appears in its Updates. Link the needs-assessment row to the opportunity.
  3. Replace free text with links: Partner → a new Organizations board, and Funder → Prospect Funders. This also connects goal 1: each funder shows the projects they're attached to.
  4. Consolidate program boards into two: Programs, one row per program, with Type (Multi-week program / One-off workshop), partner, funder, dates, owner, status and planned sessions; and Workshops / Sessions, one row per session, linked to its program. A multi-week program has several sessions and a one-off workshop has one. The program boards hold only 0–4 items each, so moving them now is cheap.
When Stage changes to Won
Create an item in Programs, link it back to the opportunity, carry over the partner and funder, notify the program owner, and move the opportunity to the "Active" group.
Alternative

If the team prefers one board per program, keep that, but save the program board as a template and add a link column on the pipeline that points to it. Totals across programs then need a dashboard that spans many boards, which is the harder option to maintain.