Note: The funding program workflow includes selecting templates for application rounds, review criteria, and funding agreements. SurePact provides default templates. Admin users can edit these templates, and create new ones, in Template Builder or Review Criteria. Be sure the templates you need are in place before creating the funding program.
To add a record for a new funding program, open the Funding Programs summary, and click Add Program.
In this stage of the funding program lifecycle, there are three steps that open as a “drawer” on the right:
Important: While creating the funding program, note that you must complete all three Add Program steps in one go, otherwise the program will not be saved. All fields should be considered required, unless identified as optional. (Don’t worry – there aren’t too many fields to complete, and you can make changes up to the moment the application round is published.)
Add Program: Program Setup
The first step is to define basic program details.
Many of the fields in this step are self-explanatory, but here are some definitions you may not know:
- Program Manager: The user who manages the execution of the funding program, and is typically the main point of contact. The Program Manager is responsible for managing program members, approval of applications, determining recipient allocations, configuring funding agreements, and more.
- Program Owner: Also called executive sponsor, the user who oversees the funding Program Manager, and is responsible for the overall success of the funding program.
- Start Date, End Date: Estimated date range for the funded program (not application dates, which are set in the next stage)
- Total Funding Available: The total funds available for all recipients over time
- Program Risk: Estimated risk level based on the funding body’s risk framework
When finished, click Next to Members.
Add Program: Members
In this step, you assign users to the funding program team. Simply drag each team member from the Available Users list on the left into the Members list on the right.
Note: The Program Manager and Program Owner are automatically added as team members. If either person has no other roles, they do not have to be included in the Members list.
Each team member must be assigned one or more of the following roles:
- Approver: Can approve or reject funding program details such as disbursements, allocations, and funding agreements
- Assessment Panel: Reviews and scores applications as they come in, according to defined review criteria
- Finance: Receives disbursement notifications from the Program Manager, and processes payments
The Program Manager will submit approvals on application decisions, allocations, agreements, and more. In application reviews, scoring and feedback supplied by Assessment Panel members helps the Program Manager make a final decision.
Note: Team members can only be added, changed, or removed until the application has been published. Once the application is published, no funding program changes can be made.
When finished, click Next to Workflow.
Add Program: Workflow
In this step, you can see the progression of stages in the funding program lifecycle: Application Round, Recepient Allocation, etc.
These workflow stages are the same for all programs, and application rounds can be customised. By default, there is one self-named application round. If needed, click the Edit icon to rename a round, and you can add additional rounds if needed. (As an example, a multi-application round program could be used to shortlist funding-suitable applicants.)
To complete this stage and create the funding program, click Add Program.
You will see confirmation that your program has been added.
Each team member you added will receive an email notification, listing the funding program name and their user role.
At this point, you can proceed to the Application Round stage, or close the workflow for now.
Returning to the Funding Program summary, your new program will appear on the list, along with the current workflow stage.
To proceed in the workflow, double-click any funding program field. This opens the funding program to the current workflow, which at this point is Application Round.
