Add members to a Grant Program internal program team

  • Release version: Australia
  • Updated July 31, 2025
  • 3 minutes to read

    • Add members of the Internal Grant Program team who will be responsible for administering this program. Designate a program approver, lead and co-lead, collaborators, and observers.

    About this task

    The Internal Team plays a crucial role in supporting the Grant Program Manager throughout the lifecycle of the grant program. This group is responsible for assisting with the development and configuration of program parameters, managing internal processes, and ensuring that all compliance and operational requirements are met. Members collaborate to provide expertise across areas such as budgeting, timelines, proposal evaluations, and documentation, enabling a streamlined and transparent grant management process, and can be sub-classified as approver, observer, program lead, program co-lead, or other.

    internal progam team playbook view

    These are different than points of contact that potential applicants can reach out to during the proposal phase.

    To add public-facing points of contact that potential applicants can reach out to, see Add points of contact to a Grant Program.

    Before you begin

    Role required: sn_gsm_grnt_mgmt.program_manager, sn_gsm_grnt_mgmt.grant_director, sn_svc_appl_pgm_mg.grant_program_manager, or sn_svc_appl_pgm_mg-grant_program_director

    To add a user as an Internal Team Member, an Employee Profile must be created.

    • Approvers review and decide on approvals triggered by the “Complete Approval” activity and “Funding Proposal” process. Each Grant Program can only have one approver. To add a user as an Approver, the user must have the following role: sn_svc_appl_pgm_mg.grant_program_director
    Note:
    All Internal Team Members must have the pps_resource role; The pps_resource role is essential for users to be managed within the Strategic Portfolio Management (SPM) application. Only users assigned this role can be included in resource plans and capacity planning.

    Procedure

    1. Open the grant program record for which you want to configure the internal program team members.
    2. Select the Internal Program team activity.
    3. In the Employee name field, enter the name of the employee you want to add as an internal program team member.
      These members are different than points of contact that potential applicants can reach out to during the grant proposal phase. You add public points of contact in a later step, using existing contacts from the Employee name drop-down list.
      Note:

      Only grant directors appear in the employee name.

    4. Select the role responsibility that the user will play within the grant program.
      By default, you can assign the following role responsibilities to users within the internal program team. These internal team member personas have been identified as generic roles across government grant spaces. For more information on how to customize these, see Configure custom internal program team roles.

      To add members to this team, a user record must already have been created within the grants organization. This does not modify roles at a user level. For more information on user roles and responsibilities, see Assign user personas, roles, groups, and responsibilities in Grants Management.

    5. Select Save.
    6. Repeat these steps until you have added all the users and their respective responsibilities to the internal program team list.

      Internal Program Team agent view

    7. Select Mark Complete.

    Result

    Whenever a user is added in the Internal Program Team activity, a new record is created in the sn_plng_att_core_resource_assignment table with the user’s name in the resource field, the selected role in the role field, and the grant program name in the planning item field. In the user_has_resource table, if a record for that user and role already exists, no new record is created; otherwise, a new record is added.

    The internal program team for this grant program has now been established. In a later step, the user with the approver responsibility will approve the grant program when it needs to be published.

    To verify the assignments of internal program team members, you can go to the sn_plng_att_core_resource_assignment table and verify the record. The "Planning Item” (planning_item) field should reference the Grant Program ID, and the “User” (user_resource) field should be populated as the user you are trying to add to the team. Every time a user is added as part of this activity, a record is created in the User Resource Role table for the specified role.

    What to do next

    Establish the Grant Program budget, budget categories, and more.