Creating a Project

Note: A project can also be cloned from an existing project.

To add a record for a new project, open the Projects summary, and click Add Project.

As with all SurePact records, creating a project is done in steps which are numbered across the top. All fields with a red bar are required.

• Step 1 – Details
• Step 2 – Members
• Step 3 – Workflow

Important: The project will only be successfully created after completing all required fields in all steps. And if you close the project before completing the Details step, the project will not be saved.

Once the project is created, the user assigned as the Project Manager will be invited (with notification) to move the project through its lifecycle. 

 

Step 1 - Details

Note: In this step, and the following steps, required fields are indicated by a red bar. These fields represent the minimum amount of information needed to proceed through the grant creation workflow.

In this step, fill in as much detail as you can, while adhering to your naming conventions. All characters that populate these fields can be searchable later, so the more detail the better. Click Save New Project when finished.

Keep in mind that whatever you complete here is not necessarily permanent. Once the project is created, the Project Manager can open the project lifecycle and make any necessary edits.

Many of these fields are rather self-explanatory. But here are some definitions that you may not know:

• Funding Stream(s): One or more funding bodies (organisations, government departments, agencies) from where the funding is likely to come. This field is optional but highly recommended. Funding streams are configured by administration users.
• Linked Portfolio: Fill this in if this project is part of a portfolio.
• Name: The name of the idea, or concept, or proposed project. If you have an internal reference code for the proposed project, add it to the project name. This will help later when using the search function.
• Reference Number / Other: Internal IDs used within your organisation
• Project Asset ID: If the project relates to an existing asset, this is where you would note the asset ID used in your finance system.
• Reference Document: The document file name of the funding agreement or operational plan of the organisation. Best practice is to refer to a document that mentioned the need or reason for the project (and stick to your naming convention for easy searching!)
• Project Owner: The person responsible for providing oversight (read: Project Director). This is commonly the direct line manager of the nominated Project Manager.
• Project Manager: The user who can edit the project and move it through its lifecycle. This person is responsible for ensuring all requirements and/or obligations for project grant are met.
• Business Unit, Department: Organizational divisions set up by customer administration users
• Project Scope: A broad description of the project and what it’s going to achieve. E.g. building a new dam wall.
• Self-assessment risk rating: If checked, the Project Manager can perform a simple, overall risk assessment, or choose not to require a risk assessment. If left unchecked, the workflow will include the SurePact risk profiling tool.

Click Save Project Details to proceed to the next step. The Project Manager and Project Owner will receive a notification that the project was created and has assigned tasks. Remember, only the Project Manager can complete Steps 2 and 3.

Step 2 – Members

This is where you assign users to the project team.

Each member must be assigned one of the following member options:

 

• Risk Approver: Can approve / reject the Risk Profile
• Notification: Will receive project notifications via email and as notifications
• View Only: Cannot view data but cannot make changes for this project
• Hide Confidential Data: Cannot view / access any financial data for this project

 

When the team is assembled and ready, click Update Members at the top right or bottom right.
Project team members can be added, changed, or removed later in the Information section of the project record.

 

 

Step 3 – Workflow

This list (currently not configurable) lays out the visible stages and steps for the project lifecycle.

Note these two options in this list:

• All Contracts at PC: If ticked, contracts at Practical Completion will be listed as such in the project’s delivery stage. PC contracts require certification that the project is completed as agreed upon. (This option is typically used for large public projects with established contract conditions between a council and contractors, involving large released fund values.)
• Maintenance: If ticked, contracts at In Maintenance will be listed as such in the project’s delivery stage. These are contracts that remain in a maintenance / liability period for a set period, during which the contractor is liable for defects or other issues.

Ticking one or both of these options will create additional steps in Stage 3 – Delivery of the project lifecycle.

 

Click Update Project Workflow to save the project, completing Stage 1 – Initiation of the project lifecycle. You can always return to this stage to make changes.

You now move forward to Stage 2 – Planning / Assessment.