QI Usage Requests: Part 2 Managing, Approving & Ordering

The main steps in reviewing, approving and processing QI Usage requests are: 1. Submitting the Request The QI usage request is entered into ecConnect/Sugar. (The Part 1 guide describes how to submit a request via ecConnect.) 2. Council Review: Round 1 The QI Navigator reviews the request prior to placing the order. Optionally, other council staff may also review requests before purchases are made. 3. Purchase The order is placed with a vendor. (Skip this step, of course, if the purchase has already been made! In that case, this QI usage request is for reimbursement.) 4. Invoice & Update When the invoice is received, the QI Navigator completes the request in Sugar. 5. Council Review: Round 2 If a second round of review has not already occurred, a QI Manager (or another council staff person) reviews the request for final approval. 6. Finance Processing & Payment Finance staff receive the request and process it for payment.

STEP 1. Submitting the Request ecConnect or Sugar? QI usage requests can be submitted via ecConnect. (Part 1 of this presentation describes how.) This method is easier because ecConnect helps you fill in the appropriate fields with the right information. You may want to use ecConnect if you are new to Sugar’s QI Usage module. Providers who are submitting requests may ONLY use ecConnect, because providers are not given Sugar logins. You can also create a QI usage request directly in Sugar. Once a request has been submitted, either through ecConnect or in Sugar, the rest of the review, approval and ordering process is done from within Sugar.

Step 2 Council Review: Round 1

STEP 2. Council Review: Round 1 When a QI Usage request is submitted via ecConnect, the requestor and the QI Navigator will get an that looks a bit like this: If you scroll to the bottom of this , you’ll see some text like this: (QI Navigator: click the Click here link to get to the QI Usage record in Sugar.)

STEP 2. Council Review: Round 1 Here’s the QI Usage record in Sugar after it has been submitted via the portal. This is where the QI Navigator will begin the update and review process.

STEP 2. Council Review: Round 1 IMPORTANT: CCCAP QI Pilot funds will NOT be used to pay for ineligible expenses. Please see the Review Checklist, available at news.ecclacolorado.org, for a summary of requirements and restrictions.news.ecclacolorado.org Each council is responsible for reviewing each order for eligibility before submitting the order to vendors for fulfillment. Orders will be fulfilled, shipped, and received by providers without any review by DECC/ECCLA staff. DECC will review orders prior to payment, at which time payment for any non-compliant purchases will be denied. Non-compliant purchases can be resolved in the following ways: 1. Provider may return ineligible items to the vendor, 2. Provider may purchase ineligible items directly from the vendor using provider’s own funds, or 3. The council which approved the purchase may pay the vendor for the ineligible items. If you’re not sure whether a purchase is eligible, please just ask! You can contact Nicole Riehl at the Denver Early Childhood Council with questions.

A QI Navigator reviews each QI usage request before orders are placed with vendors. A Second Reviewer? Optionally, other council staff may also review requests before purchases are made. For example: A coach assists with and reviews the request during an in-person session. A QI Manager or council finance staff person may review orders before they are placed. Tracking Review To maintain a record in Sugar of your council’s internal review process (such as indicating when a QI Manager has finished reviewing a request): You can use the QB Status field to indicate when a request is awaiting approval, when it has been approved, and generally what stage of the process it is in. Using this field makes it easy for a council team to filter, sort, and pull up QI usage requests and support their own processes. Some QB Status settings automatically create a Note on the QI usage record so you can see when a particular step has happened. You can also create your own Notes on a QI usage record at any time. STEP 2. Council Review: Round 1

When you have reviewed the contents of the request and you are ready to begin updating it, click to [Edit]. STEP 2. Council Review: Round 1

QI Usage Records: Available Statuses To track review, approval and processing of requests, use QB Status field. (See next slides for more details.) STEP 2. Council Review: Round 1

Received Request: When a request is submitted via ecConnect, it begins in this status. It means the request has been received by the system. QI Navigators and other Sugar users can select this status when they’re creating a new QI usage request in Sugar, too. Need Additional Documentation: QI Navigators can use this to indicate that a request is not yet complete. Accepted/Ready to Order: The QI Navigator (and any other council staff who must review the request prior to purchase) have verified that the request is allowable, appropriate, and ready to order. QI Usage Records: Available Statuses STEP 2. Council Review, Round 1

Ready for Approval: This signals that a request is ready for a QI Manager’s review. Sugar will generate an automatic to the designated QI Manager. Although “Ready for Approval” appears further down on the list of status options, you can use this status at any time to signal that a request is ready for a second round of review. Canceled/Rejected: This status can be used at any time in the process to indicate a cancellation. If an order has already been placed with the vendor, you will need to contact the vendor separately to inform them of the cancellation. Sugar will NOT do this automatically for you under any circumstances. QI Usage Records: Available Statuses STEP 2. Council Review, Round 1

Step 3 Purchase

QI purchases can be made in several ways: 1.Most often, a request is submitted and then a QI Navigator reviews it before placing the order with the vendor. Sugar has been configured to automatically send orders to selected vendors. (See the separate vendor list for more details.) If a vendor is not set up for auto-ordering through Sugar, you’ll need to place the order in some other way: through the vendor’s website, as an in-person purchase, or by contacting the vendor directly. 2.If the provider has already purchased the materials, a QI usage request is submitted for reimbursement. In this case, the Payable to Type field should be set to: Reimbursement to Provider. 3.If an individual has already paid for the purchase, a QI usage request is submitted for reimbursement and the Payable to Type is: Reimbursement to Individual. STEP 3. Purchase

Send Order to Vendor: Sugar has been configured to automatically send orders to selected vendors. (See the separate vendor list for more details.) Select this status and save the QI usage record to prompt the following actions: 1.Sugar will send an to the vendor and copy the QI Navigator. The order contains the PO#, the provider’s shipping address, the QI Navigator’s contact information, the order detail and subtotal, and any special instructions. 2.Sugar will add a new Note to the QI Usage record to record that the order was sent. 3.Sugar will update the QB Status of this record from “Send Order to Vendor” to “Ordered.” IMPORTANT TIP! Because Sugar updates the QB Status to “Ordered” whenever it sends an order to the vendor, an easy way to spot an order which has NOT been sent is to look for saved QI Usage requests with a QB Status of “Send Order to Vendor.” You should place these orders with the vendors directly. QI Usage Records: Available Statuses STEP 3. Purchase

Ordered: There are two main uses for this status: 1.The order has been automatically sent to the vendor by Sugar, based on the previous status of “Send Order to Vendor.” 2.The QI Navigator has reviewed the request, approved it, and placed the order with the vendor directly. Once the order has been placed, you’ll need to wait until you receive the invoice from the vendor to continue the QI usage process. QI Usage Records: Available Statuses STEP 3. Purchase

Step 4 Invoice & Update

The QI Navigator updates the QI usage record in Sugar to complete the request. An invoice from the vendor is required for this step and the steps after it. Usually, the vendor will send an invoice after the order has shipped, but the process of getting an invoice may vary from one QI usage request to another. Sugar QI Usage Request: Sections and Fields to Complete Required documentation: create Notes on the QI usage record and upload: Invoice Proof of payment (for reimbursements; see Reimbursement Checklist)Reimbursement Checklist Any other required documentation specific to the request QIP Priorities: every QI usage request must be related to at least one QIP priority. Classrooms: requests must be related to at least one classroom. (For purchases with site- wide benefits, you can select all classrooms.) Billing Information: complete this section with required invoice and accounting information. QI Detail: verify the dollar amount of the purchase. Keep reading for details on the sections and fields you need to complete. STEP 4. Invoice & Update

Received Invoice: The QI Navigator may use this when an invoice has been received but the QI usage record has not yet been updated and completed. Ready for Approval: This signals that a request is ready for a QI Manager’s review. Sugar will generate an automatic to the designated QI Manager. You can use this status at any time to indicate that a request is ready for a second round of review. Based on your council’s processes, this may be before or after an order has been placed. QI Usage Records: Available Statuses STEP 4. Invoice & Update

Billing Information STEP 4. Invoice & Update Vendor Invoice Number: based on the invoice which you have attached to this record. QB Invoice Date: enter the date on the invoice. QB Account Code: select the relevant expense type from the drop-down list. QB Class: for the CCCAP QI pilot, select “207 CCAP QI.” Also update any other fields in this section that need correction, such as the Organization (vendor) or Terms. The Total Amount field in this section is locked because it is calculated from the amount fields in the next section. Once the invoice has been received, edit the QI usage record. Update the QB Status (to “Received Invoice” or another status below it) and some additional fields will appear in the Billing Information section:

QI Detail STEP 4. Invoice & Update Check the QI Detail section for accuracy. In particular, you may need to update the amount fields (such as subtotal, shipping, discount, and total amount) to match the amounts on the vendor’s invoice.

Documentation See the Attaching Documentation guide for instructions on uploading required documentation.Attaching Documentation QIP Priorities and Classrooms Every QI usage request must be related to at least one QIP priority and at least one classroom. See the Relating QIPs and Classrooms guide for detailed instructions.Relating QIPs and Classrooms Both of these sections can – and should! – be completed when the QI usage request is originally submitted through ecConnect or created in Sugar. STEP 4. Invoice & Update

Step 5 Council Review, Round 2

If a second round of review has not already occurred, a QI Manager (or another council staff person) reviews the request for final approval. This is a good point at which to review the QI usage request, not only to make sure that it’s allowable and appropriate, but to verify that it is: Complete: all the required and appropriate fields are filled in, all the related sections (such as QIPs and classrooms) are complete, and all the required documentation is attached. Accurate: all the information is correct, and all the usage record details match the invoice and other documentation. STEP 5. Council Review, Round 2

Needs Correction: This status can be used by the QI Manager or Finance staff if a QI usage request is incomplete or inaccurate. This generates an to the QI Navigator. Request to Pay by Credit Card: Not applicable for the CCCAP QI pilot. Approved for Credit Card Purchase: Not applicable for the CCCAP QI pilot. Approved and Ready for Finance Review: This indicates that the QI usage request is complete, correct, and ready to process for payment. IMPORTANT: Do not use any of the fields below this point (“Finance Approved & Ready for QB,” “Synced to QB,” or “QB Sync Error”). They are for use by finance staff ONLY. QI Usage Records: Available Statuses STEP 5. Council Review, Round 2

Step 6 Finance Processing & Payment This is the end of the QI usage review, ordering and approval process. Congratulations!