Every Hoʻākea event moves through the same six stages, from a draft proposal to a closed-out event with the final invoice paid. This explains what happens at each stage, who acts, and what you need to do.
For the click-by-click instructions on building a proposal, see Create a New Event Proposal.
The lifecycle at a glance
Top ↑| Stage | What’s happening | What you do |
|---|---|---|
| Proposed | You’re building the proposal. | Complete the checklist, then submit for review. |
| Submitted for Review | The Hoʻākea team and the superintendent’s office are reviewing. | Watch for an email if more information is needed. |
| Approved | HIDOE has approved the event. Contract paperwork is being prepared. | Wait. You can’t offer services yet. |
| Ready to start services | The contract is in place and billing is open. | Begin services. Mark checks received as they arrive. |
| Awaiting Impact Report | The event has finished. | Complete and submit the Impact Report. |
| Complete | The report is accepted and the final invoice is with HIDOE. | Nothing. The event is closed out. |
The status bar at the bottom of every event page shows the current stage and what’s still outstanding. Click the clock icon next to the status to open the History, which lists every move the event has made, who made it, and any notes attached.
1. Proposed
Top ↑A partner organization logs into hoakea.com and creates the event. Two partners are set on every event:
- Program Partner. The organization delivering the event.
- Fiscal Partner. The organization billing for it.
These can be the same organization. Some program partners pair with a separate fiscal partner because it gives them easier procurement options with the state.
Before you can submit, the event information on the checklist has to be complete. The status bar at the bottom of the event page lists every required item and flags anything still missing.
Full instructions for this stage are in Create a New Event Proposal.
2. Submitted for Review
Top ↑Once you submit, the Hoʻākea team reviews the proposal and works with the superintendent’s office to get it approved.
If changes are requested
Top ↑If anything else is needed, the event is sent back and returns to Proposed status. You make the changes and submit it again.
The note explaining what’s needed reaches you in three places.
1. An automated email goes to the users at both associated partners.
2. A banner at the top of the event, marked Returned for changes.
3. The status history at the bottom of the event, alongside the move that sent it back.
3. Approved
Top ↑Once HIDOE approves it, your event is marked Approved.
You can’t offer services yet. Approval means the event is cleared to proceed, not that it has started.
During this phase the contract information is drawn together to produce three documents:
- The Quote
- The Vendor List Order Form (VLOF)
- The Invoices
4. Ready to start services
Top ↑When everything is in place, all users associated with the event receive a Ready to start services email. That’s your green light to begin.
A Billing section is added to your event at this point so you can track your quote and invoices in one place.
How billing works
Top ↑Every event is billed in three invoices, lettered A, B and C against your quote:
| Invoice | Amount | When |
|---|---|---|
| A | 45% | On execution of the contract. |
| B | 45% | Four weeks before the event. |
| C | 10% | After the event is complete and the Impact Report has been submitted. |
The Billing card on your event tracks all three. Each invoice shows its amount, when it was sent, when it’s due, and its current status.
When a check arrives, log into the app and click Mark Check Received on that invoice. The button appears once an invoice has been mailed. That closes the loop on that part of the billing cycle and keeps the event record accurate.
The Impact Report asks for your final budget amount, and any reconciliation happens in that final 10%. If you came in under budget, the leftover money simply isn’t claimed in the final check.
5. Awaiting Impact Report
Top ↑On the final day of the event, as set in the event details, the status changes automatically to Awaiting Impact Report. Everyone on the team receives weekly reminders until the report is in.
The report is where you:
- Choose whether the event is Public or Hidden on the main website.
- Provide the public description, participant counts, photos, and total expenditures.
- Submit your final budget amount for reconciliation.
You have to answer all of the questions and submit the report to close out the event.
6. Complete
Top ↑Once the report is in, the final invoice is sent to HIDOE for payment. The Hoʻākea team reviews your public description and marks the event complete.
That’s the end of the lifecycle. If you chose Public, the event now appears on the main website.
