Plan Overview
Learn about how Maica helps you interact with key information about a Participants Plan
Last updated
Learn about how Maica helps you interact with key information about a Participants Plan
Last updated
In Maica, the Plan
record contains fundamental information that will very likely inform interactions with your Participant's and it is also used to underpin some central Maica functionality, such as Service Booking
creation.
If you're looking for detailed information about Plans and their importance in the NDIS, refer to the Using your Plan resources published by the NDIS below.
A Plan record is where you can find the following information and functionality:
Plan Budget Information
Plan Period Information (Start Date & End Date)
NDIA Synchronisation Information (NDIS Reference & Last Sync Date)
Plan Goals
Service Bookings
You can also create a Service Booking
in Salesforce and PRODA directly from the Plan
record. More about that in the Create Service Booking section.
A very important point to note about Plan
records is that they are created and updated in PRODA only and not Salesforce. PRODA is the master of this information and Maica simply retrieves the most up-to-date Plan
information. What this means is that any updates to the Plan
record in Salesforce will not be reflected in PRODA. This applies to Plan Goal
records also.
We said we like charts, so it made sense to include more of them on the Plan
record! The Plan
layout includes the following charts to so you can get a quick visual summary of the Plan Budget
information.
Description: This chart displays a view of the Total Approved Amount
of associated Plan Budget
records. Grouped by Support Purpose
.
Report: Plan & Budget Overview (Purpose)
The Budget Information section contains a number of Roll-Up Summary fields that aggregate data from the associated Plan Budget
record(s). For example: if there are 5 Plan Budget
records with an Approved Amount
of $2000 each, the Total Approved
value on the Plan
record will be $10,000.
In the event that there are no Plan Budget records all the Totals will display $0 and the Utilisation 0%.
The NDIA Synchronisation Information section contains information regarding how to identify the Plan in PRODA and when it was last synchronised in Salesforce.
There are 3 key objects related to the Plan
record. These are summarised below.
The Plan Budget
represents the specific Budget Items or Funded Supports included in a Participant's Plan
. Generally, these define what Support Category
and Support Item
(for a stated support) can be selected to form part of a Service Booking
.
If Plan Budget
records exist in Salesforce, they will be used sort of like a template or outline when a Service Booking
is being created. Meaning that the Categories and Amounts from the Plan Budget
will be used as the default Booking Items
in the Create Service Booking Quick Action. More about that in the Create Service Booking section.
Plan Budget records can only be retrieved by Maica if all your Organisation satisfies all of the following criteria listed below. Please contact the NDIA directly if you want more information regarding Plan Budget access as Maica does not manage or enable this.
Plan Managers can retrieve Plan Budget
details provided they satisfy all of the following criteria:
An active Standard Service Booking for the Support Category of CB Choice and Control
(14) first exists with Support Items of either 14_033_0127_8_3
or 14_034_0127_8_3
An Active Plan Managed Service Booking exists between the Participant and your Organisation
Received the Participant’s consent (via Participant Portal) to view their budget details.
Support Coordinators can retrieve Plan Budget
details provided they satisfy all of the following criteria:
An Active Support Coordination Service Booking with the Participant
The Participants consent to access their Plan Budget
Support Coordinators will see Self-, Plan- and Agency-managed budgets. Please note that only the Support Coordinator can use this operation.
If the Participant has identified specific Goals
in their planning conversations with the NDIS, these can be retrieved and made available in Salesforce.
Rather than attempt to document Goals and their role in the Plan/Funding process, the NDIS has provided some great resources detailing this. You can access the resources via the link below:
There are a few Maica specific points to be aware of when working with Plan Goal records. These are described below.
Plan Goal
has a Master-Detail relationship with Plan
, meaning that you cannot have a Plan Goal
without a Plan
. Furthermore, if the Plan is deleted, all associated Plan Goal records will also be deleted.
Due to the nature of how Plan Goal
records are stored and managed by the NDIS, Maica re-creates these records as part of each sync. This means that any changes, either new records or updates to existing records will be lost following a sync. Essentially Plan Goal
records, like Plan
, are managed by the NDIS and we do not recommend updating these records in Salesforce. You may wish to create your own Goal
style object, to manage the Goals
you have set between your Organisation and the Participant.
The Service Booking
related list provides a view of all your Service Booking
records that have been created in Salesforce and PRODA that are related to the specific Plan
you are viewing.
The Plan
is the key component in creating a Service Booking
, as Maica cannot create a Service Booking
in PRODA without a reference to the Plan
.
Similar to the Plan
and Plan Goal
information, the NDIS provides a number of Service Booking
resources you can refer to for more information.
For a more detailed overview of the Service Booking
record in Maica, please refer to the Service Booking Overview section via the link below.
If your Plan
reaches its end date and your new Plan
hasn’t been finalised yet, your current Plan
will be automatically extended for up to 12 months by the NDIS.
This means your current funding will automatically continue until your new Plan
can be finalised, so you don’t have any gaps in your funding or supports.
If your current Plan
is shorter than a 12-month plan, your extended Plan
will be for the same timeframe – for example, a six-month Plan
will be automatically extended for six months.
The best thing about this? You don't have to do anything. Maica is 'listening' for this event in PRODA and will extend the End Date
of the relevant Plan
record for you. For the more technical users, the Plan
End Date
update is handled via the Plan End Date Updated
Webhook.
If the Plan
has been automatically extended per the above, the End Date
will also be automatically extended for all active Service Booking
records.
Again, something you don't have to worry about. Maica will handle this via the Service Booking End Date Updated
Webhook.
Field Name | Notes |
---|---|
Field Name | Notes |
---|---|
Field Name | Notes |
---|---|
Total Approved
SUM total of the Approved Amount
Total Allocated
SUM total of the Allocated Amount
Total Remaining
SUM total of the Remaining Amount
Total Spent
SUM total of the Spent Amount
Utilisation
Formula that divides the Total Approved
by the Total Spent
to display a percentage indicating how much of the total Approved Plan Budget
has been spent.
Total Expenditure
Replaced with Total Spent field.
NDIS Reference
The unique identifier (or ID) assigned to the Plan in PRODA. This is not generated by Maica.
Last NDIS Sync
Represents the date and time the Plan
record was last synchronised or refreshed from PRODA.