ReadyBoard User Guide
AFN Unfunded Requirements Tracking SystemContents
What is ReadyBoard?
ReadyBoard is an internal AFN tool for tracking unfunded requirements — needs that have been identified but don't yet have money attached. The goal is to ensure that when funding becomes available, PMD can immediately answer: "What can we execute right now, and what should we fund first?"
Requirements range from a $3,800 microphone cable kit that can ship next week to a $145,000 roof replacement that needs 90 days of contractor lead time. ReadyBoard captures both — and helps PMD find the right fit when a specific dollar amount lands unexpectedly.
How the System is Organized
ReadyBoard has two distinct interfaces that share one database:
Regional Portals — for directorates
Each directorate has its own isolated portal. Users see only their own region's requirements and cannot access enterprise data or other regions.
| Directorate | URL |
|---|---|
| AFN Europe | /europe |
| AFN Pacific | /pacific |
| AFN BCD | /bcd |
The region field is locked on submission — users can only enter requirements for their own directorate.
Enterprise Interface — for PMD
Full-power view of all requirements from all regions. PMD sets enterprise priorities, makes funding decisions, and uses the money-matching tools.
- Dashboard with enterprise-wide totals
- All requirements in one searchable list
- HQ Rack & Stack — inline priority and funding editor
- Region Priorities — bulk local priority editing by region
- Shovel-Ready money-match tool
- Stale tracking, CSV export
Field visibility: Enterprise priority, funding status, approved amount, and decision notes are
set exclusively through the PMD enterprise interface. Regional portals do not display or expose these fields.
Requirement Lifecycle
A requirement moves through readiness stages and funding stages independently.
Readiness Progression (set by directorates)
- Idea — Need identified, not yet scoped
- Scoped — Requirements defined, rough estimate in hand
- Quote in Hand — Vendor quote or cost estimate obtained
- Paperwork Ready — SOW, justification, and procurement docs complete; waiting on funds
- Can Execute Now — All approvals in hand; can obligate the same week funds arrive
Funding Progression (set by PMD)
- Unfunded — No money identified
- Pending — Funding decision in progress at HQ
- Funded — Money approved and committed
- Executing — Contract in place or purchase underway
- Complete — Delivered and closed out
- Cancelled — No longer needed or withdrawn
Regional Portal Walkthrough
Directorate users access their portal directly (e.g.,
/europe). They see only their region's requirements and a minimal interface with no enterprise links.
| Feature | What it does |
|---|---|
| Requirements list | Shows all requirements for that directorate only. Filterable by category and readiness status. Sortable by local priority, cost, or last updated. Stale records highlighted in yellow. |
| + New Requirement | Opens the submission form with the region field pre-filled and locked. Users cannot change it to another region. Enterprise fields (funding, priority ranking, decision notes) are not shown. |
| Edit | Edit button on each row opens the same locked form. Region cannot be changed. Saving returns the user to their portal. |
| Summary cards | Shows that directorate's own counts: total requirements, unfunded estimated cost, shovel-ready count, and stale count. |
| Local Priority | Directorates set their own priority ranking (1 = highest) directly in the submission or edit form. This tells PMD which requirements matter most to that region. |
Enterprise Interface Walkthrough (PMD)
| Page | What it does |
|---|---|
| Dashboard | Enterprise-wide summary: total requirements, unfunded cost, shovel-ready count, stale count, and funded/executing/complete count — all in one row. Table of top HQ-ranked requirements below. Stale warning banner appears when items need attention. |
| All Requirements | Every requirement from every directorate in one searchable, filterable list. Filter by region, category, readiness, funding status, max cost, or stale-only. Sort by enterprise priority, local priority, cost, or last updated. |
| Requirement Detail | Full record view for any requirement, including all enterprise fields. Click any requirement title to open. Stale records show a warning banner. |
| HQ Rack & Stack | PMD's primary decision tool. Inline-editable table of all active requirements. Set enterprise priority, change funding status, enter approved amount, and add decision notes. One Save button updates all changed rows at once. |
| Region Priorities | Select any region to see its requirements in an inline-editable table. Update local priority and readiness status in bulk. Useful for PMD to review a directorate's self-ranking before setting enterprise priorities. |
| Shovel-Ready | Shows only "Paperwork Ready" and "Can Execute Now" requirements. Enter an available dollar amount to filter to what can be executed right now. Green rows = Can Execute Now; blue rows = Paperwork Ready. This is the primary tool when unexpected funds arrive. |
| Stale | All requirements not updated in 30+ days, with a days-since-update counter. Use to identify abandoned requirements or POCs who have PCS'd before making funding decisions. |
| Export CSV | Downloads all requirements as a timestamped CSV. Includes every field. Use for budget briefs, staff packages, or pivot tables by region or category. |
Field Definitions
| Field | Description | Set by |
|---|---|---|
| Title | Short, plain-English name. Be specific: "Studio A Dehumidifier" not "Equipment need." | Directorate |
| Region / Directorate | The AFN directorate submitting the requirement. Locked to the portal's region on submission. | Auto (portal) |
| Station / Office | Specific station or office within the directorate (e.g., AFNP-Yokota). | Directorate |
| Category | Functional type: FSRM, Equipment, IT, Safety, Broadcast, Vehicle, Training, or Other. | Directorate |
| Description | What is needed and why. Enough detail for someone unfamiliar with the station to understand. | Directorate |
| Justification | Business case — cost avoidance, safety, regulatory compliance, mission impact. This is what PMD reads when making decisions. | Directorate |
| Risk if Unfunded | What breaks, degrades, or fails if this is not funded. Be direct and specific. | Directorate |
| Estimated Cost | Best available estimate in dollars. Update when a better number is available. | Directorate |
| Local Priority | Directorate's own ranking (1 = highest). Tells PMD which requirements matter most to that region. | Directorate |
| Mission Impact | Effect on AFN mission if unfunded: Low, Medium, High, or Critical. | Directorate |
| Required By Date | The date by which funding must be obligated (e.g., before a warranty expires or a weather window closes). | Directorate |
| Readiness Status | How ready this requirement is to execute if funded. Keep this current — it drives the Shovel-Ready view. | Directorate |
| Execution Window (days) | Calendar days from funding to obligation/delivery. Critical for fiscal year deadline matching. | Directorate |
| POC Name / Email | Who PMD contacts for questions. Update when personnel change. | Directorate |
| Enterprise Priority | PMD-assigned ranking across all directorates. | PMD only |
| Funding Status | Current funding state. Set by PMD on the Rack & Stack page. | PMD only |
| Funding Source | Appropriation or account (e.g., O&M, MCA, OSD special program). | PMD only |
| Approved Amount | Dollar amount formally approved, if different from estimated cost. | PMD only |
| Decision Notes | PMD comments on why something was funded, deferred, or cancelled. | PMD only |
| Last Updated By | Name or username of who last edited the record. Enter manually — not enforced by the system. | Both |
Status Values at a Glance
Readiness Status (set by directorates)
| Idea | Need identified, not yet scoped |
| Scoped | Defined, rough cost estimated |
| Quote in Hand | Vendor quote or cost estimate obtained |
| Paperwork Ready | Docs complete, waiting on funds |
| Can Execute Now | Ready to obligate this week |
Funding Status (set by PMD)
| Unfunded | No money identified |
| Pending | Decision in progress |
| Funded | Approved and committed |
| Executing | Contract/purchase underway |
| Complete | Delivered and closed |
| Cancelled | Withdrawn or no longer needed |
Mission Impact
| Low | Minor degradation |
| Medium | Noticeable effect on operations |
| High | Significant mission degradation |
| Critical | Mission failure or safety risk |
Tips & Best Practices
For Directorates (Europe, Pacific, BCD)
- Use your directorate's portal URL — it's the only view you need. Everything there is scoped to your region.
- The most impactful thing you can do is keep Readiness Status current. A "Can Execute Now" requirement at a reasonable cost gets funded. An "Idea" at the same cost does not.
- Set Local Priority on every requirement. PMD uses this to understand which items matter most to you before setting enterprise priorities.
- A gap in priority numbers is fine (1, 2, 5, 10). Rank order matters, not the specific numbers.
- Review and update your requirements at least monthly. Records not touched in 30 days are flagged as stale and may be deprioritized.
- Fill in Execution Window (days) — this is critical for end-of-year funding drops with tight deadlines.
- If a requirement is no longer needed, contact PMD to update the funding status rather than deleting it. History matters.
For PMD
- Use Shovel-Ready with a dollar filter when unexpected funds arrive. Results are sorted by estimated cost ascending — the cheapest executable items first.
- Set Enterprise Priority after all directorates have submitted their local priorities. Review the Region Priorities page to see each region's self-ranking first.
- Use Decision Notes on the Rack & Stack page to record why something was funded or deferred. This prevents repeated questions and creates an audit trail.
- Items in the Stale view may indicate abandoned requirements or POCs who have PCS'd. Follow up before making funding decisions.
- Export to CSV before budget briefings — pivot tables by region and category are easier in a spreadsheet.
- The Execution Window field shows whether a requirement can be obligated before fiscal year end. Use this when working against a deadline.
ReadyBoard — AFN Internal Use Only — Questions? Contact PMD.