The Grant Lifecycle: Stage 1 – Grant Overview

This is the “getting your ducks in a row” stage, where all initial details must be entered, verified, and approved before moving forward. Many fields may already be pre-filled with information provided during the initial creation of the grant, but they can be updated as needed.

🙋🏻‍♀️ Reminder: While all team members can view and interact with fields in all steps, the ability to edit fields on each step depends on user permissions.

Stage 1 consists of five steps, displayed as tabs across the top.

• Step 1 – Grant Overview
• Step 2 – Profile
• Steps 3 and 4 – Risk Profile and Review
• Step 5 – Eligibility Approval

Step 1 – Grant Overview

This step will always be marked as complete because its required information was provided when first creating the grant. But edits and updates should be made here as work on the grant proceeds.

💡 Tip: To edit, click Edit Grant Details. Only the Grant Manager can make these changes.

You can also create links between this grant and projects, contracts, or portfolios. 

Note: Links can also be configured post-award, in Stage 3 – Reporting.

Step 2 - Profile

This step includes optional fields in categories such as Outcomes, Strategy, Benefits, and Grant Cost Analysis. These fields provide in-depth context, and should be filled in for comprehensive reporting and tracking.

💡 Tip: Even though this step is marked as complete, keep updating fields as new information becomes available.

Steps 3 and 4 – Risk Profile and Risk Review

The workflow for these steps depends on whether Self-Assessed Risk Rating was ticked in Step 1 of creating the grant.

• Self-Assessed: In the self-assessed workflow, the Grant Manager assigns a risk profile. The Grant Risk Approver then reviews and completes the process.
• Not Self-Assessed: The standard SurePact risk profiling and approval workflow is followed.

Step 5 – Eligibility Approval

This final step in Stage 1 involves the Grant Eligibility Approver reviewing the grant’s details to decide if the organisation is ready to proceed to the Submission stage.

💡 Tip: Multiple Grant Eligibility Approvers can be assigned. All must approve before moving forward.

To start the approval process, enter a note to the approver, and click Request Approval. 

The task will then be assigned to all users assigned Grant Eligibility Approver permission. All users with this role must tick either the Approve or Reject box, add a note, then click Submit Approval / Rejection. 

• If the request is rejected, a task will be assigned to the Grant Manager to redo the Eligibility Approval step based on rejection comments, then resubmit. 
• If evidence still cannot be provided to the approver to move forward, the next step would be to archive the grant. An archived grant can be un-archived in the future, if the organisation wants to try again.

Completing the eligibility approval moves the process to the Submission stage. But you can go back to Stage 1 – Grant Overview, Step 5 – Eligibility Approval, and open the Approval Status List. This displays a history of approvals, rejections, and responses. All Grant Eligibility Approvers will appear on this list.

A full accounting of the entire grant process will also appear in the Governance Log, detailing all activity, notes, approvals, rejections, etc.