If you are new to Requisitions and their actions, you can read about the basics first in What the Heck is a Requisition, How to Read a Requisition, and Lights, Requisition, ACTIONS! articles.  

This Requisitions Actions Glossary article covers what each Action does more in-depth and when it makes sense to select them!  Which Actions you are able to choose from depends on the Requisition Status-see list below of Statuses and available Actions. Click on the available Actions in the list below to jump to the part of this article that explains what each action does! 


 

Approved:

o    Split into Two Coaching Requisitions

o    Forfeit Remaining Balance

o    Correct Negative Balance

o    Convert Hours to Dollars

o    Convert Dollars to Hours

o    Increase Balance with Transfer

o    Decrease Balance with Transfer

o    Milestone awarded – Increase Balance

o    Probation - Prevent Provider from Accessing only this Requisition

 

Preliminary:

o    Update Preliminary Balance

o    Switch Coaching Types

o    Waitlist only this Requisition

 

Probation:

o    Approve only this Requisition

 

Waitlist:

o    Update Preliminary Balance

o    Switch Coaching Types

o    Approve only this Requisition

 

*Approved - Pending MOU

o    Approve only this Requisition

* The item marked with an asterisk (*) should be done in the applications module rather than the requisition module as the status of the Requisition is generally updated by changes made in the Application.  

 


 

Approved Status 

Once the requisition is changed to an Approved status the following actions will be available-

 

Split into Two Coaching Requisitions - Use this action if you need to split a single coaching requisition into two coaching requisitions. You only need to do this if you need to assign two different coaches to the same site.

Requirements:

· The assignment type must be either Internal or External Coaching.

· The value of the requested hours must not exceed the original requisition's remaining hours.

· The hours (internal vs. external) also have to be set at the same hourly rate in the funding stream.

Results: 

If any of the conditions above are not met, the split will fail and provide a message explaining what needs to be updated in order for the split to work. If the split succeeds, one of two things will happen:

 

1. If you are simply switching the assignment type from internal to external coaching (or vice versa) and none of the coaching hours have been used yet, then the requisition will be updated to reflect the new assignment type.

 

2. If the request is to split a partial amount, or if there are already transfers or coaching records associated with the requisition, a new requisition will be generated with the new assignment type and assigned user. The message field on the original requisition will include a link to the newly created requisition, but it can also be found in the requisitions subpanel on the related application.

 

 

Forfeit Remaining Balance - If a participant misses the spending deadline (expiration date) or otherwise indicates that they’d like to forfeit a remaining balance, then you can use this action to forfeit the remaining funds or hours to the related pooled requisition.

Requirements:

· The remaining balance must be greater than 0.

 

Results: 

A new transfer record is created, which forfeits the remaining balance of the requisition to the related pooled requisition. The pooled requisition will increase by the original requisition’s remaining balance, which will be updated to 0.

 

Correct Negative Balance - If you have a requisition with a negative balance and would like to authorize the overage of additional QI dollars or coaching hours, you can use this action to correct the negative balance.

Requirements:

· The remaining balance must be less than 0.

· The corresponding pooled requisition must have sufficient remaining balance to cover the transfer.

 

Results: 

A new transfer record is created which transfers the absolute value of the remaining balance to the pooled requisition with a matching assignment type and Funding Stream relationship. The original requisition will have a remaining balance of 0.

 

 

Convert dollars into Hours - This action can be used if the site would like to use their funds to purchase additional coaching hours.

Requirements:

· The assignment type must be dollars.

· The value of the requested hours must not exceed the original requisition's remaining dollars.

 

Results:

If the related application doesn’t already have a requisition of the new type, sugar will create a requisition of that type. Two transfer records will be generated - the first transfers dollars from the original requisition to the pooled dollar requisition. The amount of this transfer will equal the requested hours multiplied by the appropriate coaching rate. The second generated transfer will transfer hours to the requisition of the new assignment type from the corresponding pooled requisition.

 

 

Convert Hours into Dollars - This action can be used if the site would like to use their coaching hours to purchase additional QI Dollars.

Requirements:

· The Grant Lead of the related Funding Stream must be the user selecting the action.

· The assignment type must be Internal or External Coaching.

· The value of the Hours to be Transferred must not exceed the original requisition's remaining balance.

 

Results:

If the related application doesn’t already have a dollar requisition, sugar will create a new dollar requisition. Two transfer records will be generated - the first transfers hours from the original requisition to the corresponding pooled requisition. The second generated transfer will transfer dollars to the dollar requisition from the pooled requisition. The amount transferred to the dollar requisition will be equal to hours transferred multiplied by the corresponding coaching rate.

 

 

Increase Balance with Transfer - This action is intended to be used on requisitions that a provider is planning on using to make an additional purchase or for a coaching event that will exceed the current available balance.

Requirements: 

The corresponding pooled requisition must have at least as much remaining funds as you are requesting.

 

Results: 

A new transfer record will be generated, transferring funds from the corresponding pooled requisition to the original requisition, updating the net transferred field and the assigned balance.

 

 

Decrease Balance with Transfer - This action is intended to be used on requisitions that a provider is not expecting to fully use. Selecting this action will increase the pooled balance, which can be transferred to another provider’s requisition of the same type.

Requirements

The amount you are requesting to transfer can’t exceed the requisition’s remaining balance.

 

Results: 

A new transfer record will be generated, transferring funds from the provider’s requisition to the corresponding pooled requisition, updating the net transferred field and the assigned balance.

Note: Please make sure that the total amounts for funding streams per provider falls within the guidelines from the funding organization.

 

 

Milestone Awarded- Increase Balance - This action is available to reward participants based on a defined goal being achieved. A good example is when a Level 1 Program applies and is awarded HSCSQI funding to attain a L2.  A specific amount is allocated before and after this goal is achieved. Check with the grant lead for information about what milestones qualify for this type of award.

Requirements: 

· The dollars to be transferred field is populated if it is a dollar requisition or the hours to be transferred field is populated if it is a coaching requisition.


Results: 

A new transfer will be generated, transferring funds from the corresponding pooled requisition to the original requisition. Unlike all other actions involving transfers, this action won't update the net transferred field, instead it will update the net awarded field, which, like the net transferred field, is a component of the assigned balance. 

 

 

Probation- Prevent Provider from Accessing Only this Requisition - The requisition's status is updated to "Probation", it will no longer be available on ecConnect until the status is updated to approved.

 


 

Preliminary, Waitlist, and Probation Status

When the Requisition is in a Preliminary, Waitlist, or Probation status some or all the following actions will be available-

 

Update Preliminary Balance - This action can be used to increase the balance of the requisition before it’s approved.

Requirements:   

The Funding Stream must be configured to allow users to update their preliminary balance. Many Funding Streams are configured to give out specific award amounts, so they don’t allow users to change those amounts. This is determined by the Funders and can’t be updated by regular users.
 

Result:  

The preliminary balance is updated to the newly specified amount.

 

 

Switch Coaching Types - This action changes the assignment type from internal to external or vice versa.

Requirements:

The Funding Stream must be configured to allow users to modify preliminary requisitions. This is determined by the funders and can’t be updated by regular users.

 

Results:

The assignment type is changed from internal to external or vice versa.

 

 

Approve only this Requisition - Updates the status to “Approved”. Note: Generally, you should use the approve this requisition and show on ecConnect's action on the related application rather than approving individual requisitions.

Requirements:

The Funding Stream must be configured to allow users to modify preliminary requisitions. This is determined by the funders and can’t be updated by regular users.


Results: 

Updates status to approved. The assigned balance will be populated with the preliminary balance and the requisition will become available on ecConnect until the specified expiration date. This also triggers a save on the funding stream to update the approved balance rollups.

 

 

Waitlist only this Requisition - Updates the status to “Waitlisted”. Note: Generally, you should use the waitlist action on the related application rather than wait listing individual requisitions.

 

Results: 

The requisition's status is updated to waitlisted; it will no longer be available on ecConnect until the status is updated to approved.


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