About Cape York Partnership
Cape York Partnership (CYP) is an Indigenous-led organisation working across Cape York Peninsula in Far North Queensland. Delivering integrated place-based programs across education, employment, health, and community development, CYP supports First Nations people to achieve economic independence and long-term wellbeing.
At any given time, CYP’s dedicated grants team manages between 60 and 90 active grants and funded projects, a large and complex portfolio requiring consistent oversight across milestone tracking, compliance, documentation, and multi-team reporting.
The challenge
Managing a portfolio of 60 to 90 active grants is demanding at the best of times. For CYP, that challenge became urgent when GrantHub, the platform embedded across its grant management workflows, was sunset, leaving the organisation with no system in place and a live portfolio of funded programs that couldn’t afford disruption.
Finding a replacement wasn’t straightforward. CYP needed a solution with genuine feature parity: structured milestone tracking, organised document storage, and the ability to manage multiple concurrent grants in a single platform. It also needed to be supported locally, as the time-zone gap with its previous provider had already added unnecessary friction during the transition.
The stakes were high. Any gap in capability carried real risk to compliance, reporting, and the continuity of funded programs serving First Nations communities across Cape York.
Why SurePact
CYP evaluated the Australian market for a purpose-built grant recipient solution. SurePact was the only available option that met the standard required.
The decision came down to a combination of factors:
- Milestone and task management that aligned with CYP’s existing workflows
- Structured document storage organised by individual grant record
- Australian-based platform with local support
- Granular user access controls to support governance across a multi-team environment
- The ability to separate grants from leases and donations within a single system
The solution
CYP implemented SurePact’s Grant Recipient module, with a clear focus on continuity across its active portfolio. Getting the initial setup right, ensuring every grant record was accurate, documented, and correctly structured, set CYP up for long-term success on the platform. From there, adoption across grants, finance, and program teams was straightforward, with SurePact’s structure an excellent fit with the workflows CYP had already built.
“SurePact has allowed us to maintain a structured and efficient grant management system following our transition. The platform aligns closely with how we already work, particularly in milestone tracking and document management, and has ensured continuity across a large and complex grant portfolio. Having all records clearly organised by grant has improved accessibility and strengthened how we manage compliance and reporting.”
Stephen Agius, Chief Financial Officer, Cape York Partnership
The results
Since implementing SurePact, CYP estimates it saves 20 hours per week previously lost to manual data retrieval, document management, and milestone tracking, time that now goes back into compliance, reporting, and program delivery.
Beyond the time saving, SurePact delivered immediate improvements in governance. Granular user access controls allow CYP to restrict record access to the right people across its grants, finance, and program teams. Task transitions between staff are simpler, supporting continuity of management when responsibilities shift, a practical necessity when running a portfolio of this scale.
Automated reminders have also reduced the risk of missed milestones and overdue acquittals, removing a source of compliance stress that previously relied on manual follow-up.
“Without SurePact, we would have faced a significant increase in administrative workload, reduced visibility across grants, and greater risk to compliance.”
Stephen Agius, Chief Financial Officer, Cape York Partnership
Looking ahead, CYP is working to embed additional processes into SurePact, including grant approval workflows and risk ratings currently managed through manual systems, further strengthening governance across its portfolio.
If you’re interested in saving grant admin time, get in touch today.
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