Understanding Records in SurePact

Introduction

SurePact is built around records, which store and organise key information related to grants, projects, contracts, portfolios, and assets. Every transaction, workflow, and approval in SurePact is record-based, ensuring transparency, compliance, and efficient project tracking.

This guide explains:

• What records are and why they’re important

• The different types of records in SurePact

• How records interact with each other

📌 What is a Record?

A record in SurePact is an organised data entry that tracks funding, approvals, risks, and progress across different areas. Records ensure all project information is securely stored and linked for audit tracking and reporting.

Why Are Records Important?

✔ Provide a single source of truth for funding, project tracking, and compliance.

✔ Automate workflows to reduce manual tracking and reporting.

✔ Link to related records for full project visibility.

✔ Enable collaboration between teams and stakeholders.

✔ Ensure compliance with governance and financial reporting standards.

💡 Tip: Access to records is role-based. If you can’t find a record, check with the Record Manager or refer to the Understanding Default Members, Roles & Permissions guide.

📌 Types of Records in SurePact

SurePact records are categorised based on their purpose and function. Below are the five primary record types:

🏆 Grants

• Track pre-award and post-award funding to ensure compliance and delivery.

• Include grant applications, risk reviews, approvals, reporting, and acquittals.

• Can be linked to projects, contracts, portfolios, and funding programs.

🏗 Projects

• Represent work being carried out using general funding or grants.

• Track milestones, budgets, activities, documents, and risks.

• May contain linked contracts to manage internal or external works/agreements.

📝 Contracts

• Used to track agreements with external providers, internal work orders, or service engagements.

• Manage contract terms, deliverables, and variations.

• Linked to Projects to ensure seamless contract management.

💡 Tip: Contracts always belong to a Project and cannot exist as standalone records.

📊 Portfolios

• Group multiple related projects and grants under one category.

• Provide a strategic overview of project funding and progress.

• Ensure alignment with broader funding initiatives.

• Can be used flexibly to track personal, departmental, or initiative-based projects.

🏡 Assets

• Track physical and financial assets related to grants and projects.

• Include details like ownership, location, and depreciation.

• Unlike other records, assets do not have assigned members—any SurePact user can contribute.

💡 Tip: Maintaining consistent record structures ensures better reporting and visibility across your entire organisation.

🔗 How Records Interact in SurePact

SurePact’s structured record system ensures full traceability across funding, projects, and compliance. Below is an example of how different records interact.

Example Scenario: Flood Recovery Grant 

The Region of Magic Council has received a Flood Recovery Grant to restore damaged infrastructure. Here’s how records could interact:

• The Grant Record:

  • The Flood Recovery Grant is recorded in SurePact.

  • It tracks funding, risks, approvals, milestones, activities, and reporting requirements.

• Linked Project Records:

  • The grant funds three major projects:

    • Bridge Replacement Project

    • Debris Removal Project

    • Road Resurfacing Project

• Contracts Linked to Projects:

  • The Bridge Replacement Project has two contracts:

    • A construction contract with an engineering firm.

    • A materials supply contract for the bridge structure.

• The Portfolio for Full Oversight:

  • The council groups the grant and all related projects under a Flood Recovery Portfolio.

  • This portfolio helps track progress, funding distribution, and risks across all related records (Grant, Projects, and Contracts).

• Adding the New Asset:

  • Once the new bridge is completed, it is added to the council’s Asset Register.

  • The asset includes ownership details, maintenance schedules, and depreciation tracking.

💡 Tip: SurePact’s linking feature helps track relationships between funding, projects, and compliance for a complete project history.

✅ Next Steps

Now that you understand what records are, learn how to access and manage records in SurePact:

📌 Accessing & Navigating Records – Learn how to locate and open records.

📌 Managing Records in SurePact – Understand how to track changes and link records.

📌 Creating, Cloning, Editing, and Archiving Records – Learn how to manage the full record lifecycle.