The Colorado Department of Early Childhood (CDEC) requires Early Childhood Councils to follow the process below when reviewing and approving EandE Capital Improvement Requests in the SugarCRM system.  When an Early Childhood Council needs to approve a Capital Improvement Request in Sugar, they will receive an email with the Spending Request associated with the approved dollar amount Requisition that was created. This Spending Request will show as a "Pending Preapproval" status in Sugar. The Council Navigator/Grant Lead will use the steps below to review Capital Improvement requests for accurate documentation and to pre-approve and send to their Program Officer at the CDEC for final approval. 

*Please make sure that Vendors have pulled the proper permits and city inspections are completed prior to final payments being made on ANY projects requiring permits and inspection.  Here is a resource to help you figure out which Capital Improvement Projects might require Permits/City Inspections*


Review EandE FAQ HERE and EandE business rules state document HERE!

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Navigator and Grant Lead for your Council will both need to: 


 Carefully review the following documents in the SugarCRM system - (You can find the documents under the Notes Section of the Spending Request). 

  • 2 detailed bids from the Vendor or Vendors Program wants to use   
  • A Before Picture 
  • Because numerous types of jobs in Colorado do not require a licensed contractor (small things like landscaping, replacing flooring, etc), as long as the contractor has a business license in good standing and the ECC ensures all requirements of the municipality are met (city/county, HOA, etc) that would be all they would need to enter into an agreement to have the work completed.  However, if the project requires permitting, we will require a valid Contractor License and insurance (liability included) related to the work being performed.  NO exceptions.  
  • An Invoice to show the work was completed and paid. A RECEIPT AND PROOF OF PAYMENT MUST BE SUBMITTED (ex. a credit card statement showing the charge or a copy of the canceled check- See checklist HERE for more details on what this could look like) 
  • An “After Photo” of the work 

*NOT REQUIRED BUT HIGHLY ENCOURAGED: Bonding information for Selected Bid. (More information on what this is and how to get https://smallbusiness.chron.com/request-insurance-bonding-contractor-80071.html) * 


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Steps for Navigator for your Council - please follow the steps below to review and approve a Capital Improvement Request: 


Step 1) Follow the link in the order submission confirmation email from sugar. This will directly link you to the spending record. You can also use this report here to make sure you are not missing any records. 

Example: EandE24-DTESTECC-BILL-4072 - Spending 


Step 2) Carefully review the following documents in the SugarCRM system - (You can find the documents under the Notes Section of the Spending Request). 

 

Step 3) QI navigator will create/link a project to the spending record by following the step-by-step instructions in this article HERE 

 

 

Step 4) Select an appropriate category from the required field called “E&E Category”, this will appear when you try to send it to Grant Lead for approval.   

 
 

 

Step 5) On the "Spending Summary" tab, use the Actions field to select "Submit to Program Manager/Grant Lead for Preapproval" then SAVE! (this will send an email to the Grant Lead at your Council, letting them know they should review the spending request): 

 

 

Once the Navigator submits the request to the Grant Lead for Pre-Approval, the Status will change to “Pending Preapproval for Provider Reimbursement'' and the Message from sugar will say “ Successes, you have Submitted the Request to the Program Manager for Preapproval”.  If your role is specifically "Navigator" in this process, you are DONE!

 
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Steps for Grant Lead only- please follow the steps below to pre-approve the Capital Improvement Request: 


 Step 1) Follow the link in the order submission confirmation email from sugar. This will directly link you to the spending record. You can also use this report here to make sure you are not missing any records. 


Step 2) Carefully review the following documents in the SugarCRM system - (You can find the documents under the Notes Section of the Spending Request). 

 

Step 3) Check that there is a valid project created and that it includes any additional spending requests to be linked to the same project. You can read more about the process HERE 


Step 4) Use the Actions field to select "Pre Approved & send to Finance for Approval & Payment" then SAVE!   

 


This will send an email to your CDEC Program Officer to let them know the request is ready for them to review and approve. 

 

 
 

Please Note: If the amount of the request changes after the Program Officer at CDEC approves the order, Sugar will prevent the Council from continuing the approval process and will send an email to the Program Officer, cc'ing the QI Navigator/Council Staff, requesting that the Program Officer approve the change.  

The Program Officer at CDEC then needs to open the Spending record, review the change and if appropriate, update the "Approved by Program Officer" field to "Yes". Doing so will result in another email to the QI Navigator/Council Staff, cc'ing the Program Officer, saying that the change has been approved and the QI Navigator/Council Staff can proceed. 

vigator/Council Staff can proceed.