# 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](/ndis-management/plan-management/create-service-booking.md) 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)` ![](/files/Hm4Z7ki475P69lBePJyt) {% 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)` ![](/files/kBlatXJ7dsbEPKBaSAF7) {% 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](/ndis-management/plan-management/create-service-booking.md) 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="/pages/IpheynzH1SubBpUxIzZl" %} [Service Booking Overview](/ndis-management/plan-management/service-booking-overview.md) {% 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="" %} --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://kb.maica.com.au/ndis-management/plan-management/plan-overview.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.