User Roles and Responsibilities

In the world of grant and project management, knowing who does what is critical for success. In SurePact's collaborative environment, every action is connected, and clear roles are key.

To streamline this, we categorise users into specific roles - each with its own set of tasks, permissions, and influence on outcomes.

Key Roles in SurePact

Depending on the type of SurePact record, users can be assigned one of the following roles: Owner, Manager, or Member. There are also Approver roles, described below.

These roles are set when the record is first created. The record creator can assign roles to themselves or others.

⚠️ Important: If the record creator doesn’t assign management to themselves, they won’t be able to interact with or edit the record after its creation.

For certain record types like Planned Activities or Milestones, the creator is listed on the record. For Grants and Projects, the creator isn't displayed initially but is always traceable in the Governance Log.

Delegation of Roles

Users can delegate their roles to others as needed. For example, if a Project Manager transitions to another role or department, they can transfer their responsibilities to a different user, ensuring continuity.

Portfolio Roles

For Portfolios, the roles are defined as:

• Portfolio Owner: Oversees budgets and drives successful portfolio delivery.
• Portfolio Manager: Coordinates the projects within the portfolio to ensure they stay on track.
• Portfolio Member: Has visibility of all projects within the portfolio. Members may have limited access to project details, unless they’re also a member of the specific projects or contracts.

Project, Contract, and Grant Roles

The following roles are consistent across Projects, Contracts, and Grants:

• Owner: Manages the budget and overall delivery of the project, contract, or grant.
• Manager: Ensures successful delivery by coordinating day-to-day activities.
• Member: Supports delivery as part of the team, but has limited decision-making authority.

Deliveries, Activities, Tasks, and Assets

These record types also have an Owner role. This user is responsible for tracking progress and ensuring completion.

Approver Roles

Because each record may go through various stages requiring approvals, there are specific Approver roles:

• Risk Approver: Reviews and approves assessed risks for a record.
• Eligibility Approver (Grants only): Confirms that a grant application is ready to proceed.
• Application Approver (Grants only): Approves submission of a completed grant application to the funding body.

Approver roles are assigned during the initial record creation and can be adjusted in the Information section of the record.

⚠️ Warning: During the period between requesting and receiving approval, you cannot change Approver roles. Ensure all approvers are correctly assigned before initiating any approvals!