Creating a Grant – SurePact

To add a new grant application:

Open the Grants Summary page.
Click the Add Grant button at the top.

💡 Tip: You can also create a new grant by cloning an existing grant. This option saves time when similar details need to be carried over.

Grant Creation Process

Creating a grant involves completing four steps, listed along the top. All fields marked in red are required.

⚠️ Important: The grant will only be successfully created after filling in all required fields in each step. If you close the grant before completing Step 1 (Details), your progress will not be saved!

Once the grant is created, the Grant Manager will receive a notification and can start moving the grant through its lifecycle.

Step 1 - Details

In this step, fill in the basic details for the grant. Required fields are indicated by a red bar.

💡 Tip: Use your organisation’s naming conventions to ensure consistency. A good format is [Year]_[Project Name]_[Grant Type] (e.g., 2024_RoadSafety_CommunityGrant).

🙋🏻‍♀️ Reminder: Whatever you complete here is not necessarily permanent. Once the grant is created, the Grant Manager can open the grant lifecycle and make any necessary edits.

Funding Stream(s): Select one or more funding bodies from where the funding is likely to come. This field is optional but highly recommended to keep track of funding sources. Funding streams are configured by administration users.
Grant Name: Name of the project or initiative for which funding is requested. Include internal reference codes or dates if applicable for easier searchability.
Grant Manager: The user responsible for managing the grant and moving it through its lifecycle stages.
Grant Owner: The person accountable for the overall success of the grant.
Start Date, End Date: Estimated dates for when the project is expected to start and finish.
Funding Amount Available: Total amount of funding available (maximum allocation).
Funding Body Entity: Classification of the funding organisation, indicating its legal and operational structure. Entity types are defined in the ABN Lookup.
Self-assessment risk rating: If ticked, the Grant Manager can perform a simple, general risk assessment. If left unticked, the process will follow the SurePact risk profiling and approval workflow.

🙋🏻‍♀️ Reminder: Grants can only be linked to projects, contracts, and portfolios after the grant is created. This is done through the Grant Overview step in the Grant Lifecycle.

Once all details are filled in, click Save Grant Details to move to the next step.

Step 2 - Profile

This step allows you to provide more detailed information about the grant. All fields here are optional, but the more information you add, the better it is for tracking and reporting purposes.

💡 Tip: Add as much relevant information as possible—each piece of data enhances your ability to track progress and demonstrate value to funding bodies.

The Profile step is divided into four main sections:

Outcomes: Specify the expected results, success measures, and what actions will be taken if the project doesn’t go as planned.
Strategy: Define the strategic alignment, key stakeholders, and project resolution strategies.
Benefits: Outline benefits in areas such as employment, community, or social impact.
Grant Cost Analysis: Provide a high-level overview of how grant funds will be allocated. This section includes a Project Estimated Costs that helps Grant Eligibility Approvers understand the overall cost structure.

Click Save to proceed to the next step.

Step 3 – Members

This step is where you assign users to the grant team. Each team member must be assigned at least one role to define their permissions and responsibilities.

Available Roles and/or Permissions

Risk Approver: Can approve or reject the risk profile.
Notification: Receives project notifications via email and in-app alerts.
View Only: Can view data but cannot make changes.
Hide Confidential Data: Restricts access to financial data.
Grant Eligibility Approver: Decides whether the organisation should proceed with completing the grant application.
Grant Application Approver: Approves the final grant application for submission to the funding body.

💡 Tip: You can assign multiple roles/permissions to a single person if needed, such as combining Grant Eligibility Approver and Application Approver for the same user.

🙋🏻‍♀️ Reminder: Grant team members can be added, changed, or removed later in the Information section of the grant record.

Once roles are assigned, click Update Members to save your changes.

Step 4 –Workflow

This step outlines the visible stages and steps for the grant lifecycle. The workflow is currently not configurable, and follows the standard SurePact grant management process.

Click Update Grant Workflow to save and complete the grant setup.

Navigating the Grant Lifecycle

Once the grant is set up, you will be taken to the Grant Overview page in the Grant Lifecycle. Here, you can view and manage the grant through its various stages. If risk assessment was set up during the Details stage, this will be the next step to complete.

The grant will also appear in the Grants summary for future reference and management.