Planned Activities

Planned activities act as “to do” items that need to be done in order to complete a grant or contract. 

Note: You can also create activities (not to be confused with planned activities) for any SurePact record. What’s the difference? Activities are general to the record, relating to overall task management. Planned activities are more specific to execution of the grant or contract.

Examples of planned activities could include: 

• Request for information or documents
• Stakeholder engagement meetings
• Public announcements via website or social media
• Specific tasks to be completed for a particular contract on the project, such as demolition or repairs

Planned activities can be viewed in timeline format in the Gantt chart.

Planned activities are set up for grants and contracts, by the record Manager.

To get started, click the Add icon at the top of the Planned Activities table.

Assign a name for the planned activity, along with the other required fields of due dates, estimated start and completion dates, and comment / description.

Note that start and end dates must fall within the overall date range of the grant or contract to which the planned activity is added. If the dates don’t work, you have two choices: change the grant or contract date range, or create a grant variation or contract variation.

The Amount field can be left blank if no cost is associated with the activity. The Delivery Owner is the team member responsible for completing the activity. Click Save Changes.

Note: If the Delivery Owner is different than the delivery Creator, the delivery Owner will be notified of their new assigned task. The delivery Creator can mark tasks as complete, but not edit task details.

Once saved, you can continue with the other tabs, described farther on. When you close the planned activity, it appears in the Planned Activities table. 

Double-clicking a planned activity opens it for viewing or editing. While a planned activity is highlighted in the table, you can delete it.

Note: A completed activity cannot be deleted. A planned activity is marked as complete when a completion date is entered in the Details tab by the delivery Owner.

The Delivery Owner can now proceed through the tabs for this activity: 

• Details Tab
• Documents Tab
• Approvals Tab
• Submit Tab
• Reports Tab
• Permissions Tab
• Governance Log Tab

Details Tab

Note: The section describes the Details tab for a planned activity. This tab is similar when working with other deliveries.

This tab lists all details entered when first creating the activity, and what appears here depends on the deliverable status. The delivery Owner can edit fields as needed, and entering a Date Completed marks the deliverable as complete.

• If there is no approval status, all fields are available, and a completion date can be added.
  If the deliverable is pending approval, you’ll see the approval workflow at the top of this tab; see Approvals tab.
• If the deliverable is approved, the only fields that can be changed are Amount, Delivery Owner, and Date Completed.
• If the deliverable is complete, only the Amount and Date Completed fields can be changed.

Documents Tab

Note: The section describes the Documents tab for a planned activity. This tab is similar when working with other deliveries.

To add an activity-related document, click the Add icon at the top of the Documents tab.

Click Browse to locate the file, or drag and drop your file into the empty document field. Assign a title and description, and select the team members for whom this document will be visible. (Use drag and drop to move team members to the Hidden to or Visible to lists.) Then click Upload. 

After you’ve uploaded your documents, double-clicking a document opens the document details screen, where you can edit fields, replace the file, or change visibility. A selected document can also be deleted, and clicking the Download icon downloads all documents in the SurePact browser.

Approvals Tab

Note: The section describes the Approvals tab for a planned activity. This tab is similar when working with other deliveries.

When the activity is complete, and all documents uploaded, the next step is to request approval from the appropriate team members. 

At the bottom of the Approvals tab, choose the team member(s) whose approval is required. (Use drag and drop to move team members from the Available Users list to Members.)

 Note that approval will have to be submitted by all selected approvers before you can proceed to the next step.

Then back at the top, enter a note and click Request Approval.

The approval task is then assigned to all approvers, who receive notifications. Each approver needs to open the activity’s Details tab, tick the Approve or Reject box, include a note, and click Submit Approval / Rejection.

Note: If the activity is rejected, the Delivery Owner must make the requested changes and resubmit for approval.

Back on the Approvals tab, opening the Approval Status List section at the bottom of the tab shows the activity’s approval history.

Submit Tab

Note: The section describes the Submit tab for a planned activity. This tab is similar when working with other deliveries.

After the activity is complete and approved, the next step is to show the key stakeholders what you’ve been up to. 

In the Submit tab, start at the top in the Reports section and choose whether to include the default Planned Activity Report. In the Documents section below, select the activity documents to submit.

Note that all tickboxes can be left empty if you intend to submit everything.

Below this is the Submission section.  

Enter one or more emails for key stakeholders, followed by any internal team members who need to be notified about the submission. For the email itself, add a subject and email text. 

If all documents are to be included in the submission email, click Submit with All Documents. Or click Submit with Selected Documents to send only ticked reports and documents.

Reports Tab

Note: The section describes the Reports tab for a planned activity. This tab is similar when working with other deliveries.

This tab has just one job – to enable you to download the Planned Activity Report.

Permissions Tab

Note: The section describes the Permissions tab for a planned activity. This tab is similar when working with other deliveries.

The Permissions tab is where you can hide the planned activity from team members. (Use drag and drop to move team members to the Hidden to or Visible to lists.)

Governance Log Tab

Note: The section describes the Governance Log tab for a planned activity. This tab is similar when working with other deliveries.

Finally, we have the last tab. Here you can see all additions, edits, approvals, and changes related to the planned activity, and who was responsible. You can also add a manual log entry.