Creating a Portfolio

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

To add a record for a new portfolio, open the Portfolios summary, and click Add Portfolio.

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

• Step 1 – Details
• Step 3 – Members
• Step 4 – Workflow

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

Once the portfolio is created, the user assigned as the Portfolio Manager will be invited (with notification) to move the portfolio 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 Portfolio when finished.

Keep in mind that whatever you complete here is not necessarily permanent. Once the portfolio is created, the Portfolio Manager can open the portfolio 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. Click the Add icon to add a funding stream.
• Portfolio Owner: The person in your organisation responsible for overseeing the portfolio through its entire lifecycle.
• Portfolio Manager: The user who can edit the portfolio and move it through its lifecycle. This person is responsible for ensuring all requirements and/or obligations for the portfolio are met.
• Self-assessment risk rating: If checked, the Portfolio Manager can perform a simple, general risk assessment, or choose not to require a risk assessment. If left unticked, the process will follow the SurePact risk profiling and approval workflow.

Click Save New Portfolio to proceed to the next step. The Portfolio Manager and Portfolio Owner will receive a notification that the portfolio was created and has assigned tasks. Remember, only the Portfolio Manager can complete Steps 2 – 4.

Step 2 – Members

This is where you assign users to the portfolio team. 

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

• Risk Approver: Can approve / reject the Risk Profile.
• Notification: Will receive grant notifications via email and as notifications.
• View Only: Can view data, but cannot make changes to the portfolio.
• Hide Confidential Data: Cannot view or access any financial data relating to the portfolio.

Note: There are a few different types of approvers in the list above, and they can be the same person if needed.

When the team is assembled and ready, click Update Members at the top right or bottom right.

Portfolio team members can be added, changed, or removed later in the Information section of the portfolio record.

Step 3 –Workflow

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

Click Update Portfolio Workflow to save the grant and proceed to Stage 2 – Planning. 

This will open the portfolio lifecycle, open to the Planning stage, ready for the next step that needs to be completed. In the example below, risk assessment was required upon setup, so Risk Profile is the next step to complete. 

The portfolio will also appear in the Portfolio summary.