# Plan Overview 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. {% hint style="info" %} 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. {% endhint %} {% embed url="" %} 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](https://kb.maica.com.au/ndis-management/plan-management/create-service-booking) section. {% hint style="warning" %} 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. {% endhint %} ## Report Charts 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. {% tabs %} {% tab title="Plan Budget by Support Purpose" %} **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)` ![](https://558904096-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FKdn9R0jFmixyPeVowFpF%2Fuploads%2FfetWGFLh0DdQPPzuCGfI%2Fimage.png?alt=media\&token=448f3bf4-a9bf-4c2f-9a57-410b43a8a0d5) {% endtab %} {% tab title="Plan Budget by Support Purpose" %} **Description**: This chart displays a view of the `Total Approved Amount` of associated `Plan Budget` records. Grouped by `Support Categroy`. **Report**: `Plan & Budget Overview (Category)` ![](https://558904096-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FKdn9R0jFmixyPeVowFpF%2Fuploads%2Fqo787iRkXlMKIfwValUI%2Fimage.png?alt=media\&token=df76b03d-040e-41d9-be4d-45962a40886e) {% endtab %} {% endtabs %} ## Budget Information Section 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%. | 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. | #### Deprecated Fields | Field Name | Notes | | ------------------- | ------------------------------------ | | `Total Expenditure` | **Replaced with Total Spent field.** | ## NDIA Synchronisation Information The NDIA Synchronisation Information section contains information regarding how to identify the Plan in PRODA and when it was last synchronised in Salesforce. | Field Name | Notes | | ---------------- | --------------------------------------------------------------------------------------------- | | `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. | ## Plan Related Lists There are **3 key objects** related to the `Plan` record. These are summarised below. ### Plan Budget 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](https://kb.maica.com.au/ndis-management/plan-management/create-service-booking) section. ### Plan Budget Access {% hint style="warning" %} 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. {% endhint %} #### For Plan Managers 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. #### For Support Coordinators 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. ### Plan Goal 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: {% embed url="" %} 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. ### Service Booking 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. {% embed url="" %} For a more detailed overview of the `Service Booking` record in Maica, please refer to the **Service Booking Overview** section via the link below. {% content-ref url="service-booking-overview" %} [service-booking-overview](https://kb.maica.com.au/ndis-management/plan-management/service-booking-overview) {% endcontent-ref %} ## Automatic Plan Extensions 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. ### Service Booking Extensions 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. {% embed url="" %}