Getting Started (For All Users)
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      1. SurePact | Knowledge Base
      2. Getting Started (For All Users)

      SurePact Glossary: Key Terms & Definitions

      Welcome to the SurePact Glossary! This guide provides clear, concise definitions of the most commonly used terms in SurePact. Whether you are new to SurePact or an existing user, this reference will help you navigate the platform and manage your projects, grants, and contracts more efficiently.

      💡 Note: This is not an exhaustive list but a helpful reference for commonly used terms in SurePact.

      Core SurePact Concepts

      • Record – A structured entry representing a grant, project, contract, portfolio, or asset, containing key details, workflows, and financials.

      • Portfolio – A collection of related projects and grants grouped under a strategic goal or funding source.

      • Project – A managed initiative (e.g., infrastructure upgrade, community event) that tracks funding, risks, and compliance.

      • Contract – A record used to manage agreements with external providers or internal teams, tracking deliverables, variations, and financials.

      • Grant – Tracks funding allocations from application to reporting, ensuring compliance with funding conditions.

      • Asset – A resource (physical or financial) linked to projects and contracts, such as equipment, infrastructure, or properties.

      • Asset Register – A structured system for tracking and managing assets associated with grants and projects.

      💡 Tip: SurePact records are often interconnected—grants fund projects, projects contain contracts, and contracts can develop into an asset.

      Project & Contract Management

      • Milestones – Defined stages that measure progress within a project or contract and ensure compliance. Milestones often trigger grant payouts when deliveries are completed.

      • Planned Activities – Specific tasks that need to be completed to fulfill grant or contract requirements.

      • Activities – General tasks related to a SurePact record, such as meetings, site visits, or progress reports.

      • Internal Deliveries – Deliverables completed by internal teams rather than external contractors. These can include expenses such as freight, fuel, labor, or materials.

      • Variations – Approved changes to an existing record, such as amendments to funding, timelines, or project scope.

      • Progress Claims – Requests for payment based on completed work. In grants, this represents funding body claims; in contracts, it represents invoices from contractors.

      • Defects – Issues identified within a project or contract that must be addressed before completion.

      • Project Estimated Costs – A forecasted budget for a project, including funding sources and expected expenses.

      • Cloning (Records) – The ability to duplicate an existing record to streamline data entry for similar projects or grants.

      • Archiving (Records) – Moving records into a non-active state while retaining historical data.

      💡 Tip: Proper milestone and activity tracking ensures smooth project and contract execution.

      Governance, Compliance & Risk Management

      • Record Owner – The person responsible for overseeing the record’s progress and success.

      • Record Manager – The user managing the record’s activities, updates, and compliance tracking.

      • Governance Log – A chronological history of actions taken within a record, tracking who made changes and when.

      • Approval Workflow – A structured process for submitting, reviewing, and granting approvals within SurePact.

      • Stages & Steps – Defined phases that a record progresses through, ensuring proper execution and completion.

      • SurePact Risk Profile – A structured risk assessment tool that helps evaluate potential risks in grants, projects, and contracts.

      • Self-Assessed Risk Profile – A risk evaluation completed by users based on project-specific conditions.

      • Workflows – Automated sequences of actions that ensure compliance, streamline approvals, and track task completion.

      • Acquittals – The final financial reconciliation report demonstrating how funding was used to ensure compliance with grant conditions.

      💡 Tip: Use the Governance Log to track approvals, modifications, and risk assessments for compliance and transparency.

      Financial & Funding Management

      • Funding Body – The organisation providing funding, such as a government agency or private entity.

      • Funding Stream – A specific source of funding allocated to a project or grant.

      • Funding Program – A broader initiative supporting multiple projects or recipients.

      • Funding Opportunity – A specific instance where organisations or individuals can apply for funding.

      • Grantmaker – An entity responsible for distributing funding to eligible applicants.

      • Grant Recipient – An individual or organisation that has successfully received funding.

      • Funding Amount Approved – The total amount of funding allocated to a record after approval.

      • Budget Allocation – The distribution of approved funds across different record components, such as projects and contracts.

      💡 Tip: SurePact tracks funding approvals, allocations, and variations to ensure financial accuracy and compliance.

      User Roles & Permissions

      • Admin User – Has full access to manage SurePact, including configurations, user roles, and system settings.

      • User License – The type of SurePact access assigned to a user, determining their permissions, roles, and system functionalities.

      • Default Member – A user automatically assigned to records based on organisational settings.

      • Approver – A user responsible for reviewing and approving tasks in workflows such as risk assessments and funding requests.

      • Team Members for a Record – Users assigned to a record who collaborate on updates, approvals, and documentation.

      • Tenancy – A dedicated SurePact environment for an organisation, containing its users, records, and settings.

      • Sandbox – A test environment within SurePact that allows users to explore features, test workflows, and practice processes without affecting live data.

      • Department – A division within an organisation responsible for overseeing specific grants or projects.

      • Business Unit – A smaller division within a department, managing its own projects and funding allocations.

      • Contractors – Typically external service providers engaged for project delivery, tracked and linked to contracts within SurePact.

      • Organisations & Recipients – Entities that apply and receive funding and manage projects.

      User Interface & Navigation

      • Dashboard – The main interface providing an overview of key records, tasks, and approvals.

      • Widgets – Customisable components on the dashboard displaying relevant project or financial data.

      • Navigation Menu – The primary menu for accessing different SurePact modules, such as Projects, Contracts, and Grants.

      • Search Bar – A tool for quickly finding records, users, or documents.

      • Ellipsis (...) – A menu button providing additional options for managing records or actions.

      • Edit (Pencil) Icon – An indicator showing that a field, record, or document can be edited.

      • Document Repository – A central location for managing and storing project-related documents.

      • Knowledge Hub – SurePact’s in-app support tool providing guidance, help articles, and FAQs.

      • Customer Portal – A dedicated online space where SurePact customers can log support tickets, track inquiries, and manage their SurePact-related interactions.
      • Knowledge Base – A comprehensive library of SurePact guides, FAQs, and best practices designed to help users find answers and troubleshoot issues.

      Next Steps

      Need Help? – Contact your SurePact Administrator or log a Support Ticket here for assistance.

      By understanding these key terms, you’ll navigate SurePact with confidence and manage records more effectively!