> For the complete documentation index, see [llms.txt](https://kb.maica.com.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.maica.com.au/participant-management/participant-proda-sync.md).

# Participant PRODA Sync

The best way to get started with synchronising participant information from the PRODA systems is to click the `Synchronise Participant Information` button on the Salesforce `Contact` profile, as we have shown you below.

![Synchronisation of Participant Information](/files/4nGXrLdK4sz8PsLNDmH1)

This function will connect to the PRODA/NDIS systems and retrieve the following information for a Participant (we have explained all of these in this article for you):

* [Plan and Plan Budgets](#plans-and-plan-budgets)
* [Plan Goals as recorded on the Participant's Plan with the NDIS](#plan-goals)
* [Service Bookings and Booking Items](#undefined)

{% hint style="info" %}
Maica needs some information about the Participant in order to retrieve the information from the NDIS systems, including `Last Name`, `Date of Birth`, and `NDIS Number`.
{% endhint %}

### Participant Synchronisation User Experience

When clicking the `Synchronise Participant Information` button, the user interface offer you a few options as to how you would like the synchronisation to work, including:

* `Include Plan Goals` which are retrieved from the NDIS Plan the Participant has set up with the agency.
* `Include Service Bookings` which will retrieve all associated (and available) Service Bookings for the Plan.
* `Include Booking Items` which will retrieve all associated funding categories for all Service Bookings.

{% hint style="info" %}
The information Maica is able to retrieve from the NDIS systems will depend on your organisation's status with the agency as well as a participant's consent given on their own NDIS portal.
{% endhint %}

### Plans and Plan Budgets

The `Plan` is the central piece of information when it comes to understanding a Participant's budget. Once a Participant has been able to obtain a `Plan` from the agency, this effectively gives them the freedom to find the right providers and services in Australia to suit their needs. Plans carry some high-level information such as:

* Start Date which stipulates the beginning of the `Plan`
* End Date which stipulates the end of the `Plan` at which point, most of the time, a new `Plan` will be established by the agency which Maica will synchronise. 

`Plan Budgets` carry the more detailed information to guide the type of services a Participant can receive; this is organised into a number of `Support Categories`, such as `CB Daily Activities`. Plan Budgets have a portion of the `Plan` allocated to them (for example, a `Plan` might have an overall budget of $150,000.00 with $15,000.00 allocated to a particular `Support Category`).

*We have shown you a typical `Plan` in the below screenshot which has `Plan Budgets` and `Plan Goals` associated with it.*

![A Participant's Plan Profile](/files/YuUELlRLD6WO8PylmIdx)

### Plan Goals

`Plan Goals` are captured within a Participant's `Plan` and therefore also synchronised to Salesforce using the Maica solution. A typical `Plan Goal` will offer the following information:

* The category of the `Goal` such as `Goal` or `Support`
* A `Description` of the `Goal` as the Participant would have provided to the agency at the time of creation of the `Plan`
* `Goal Support` which details what kind of support a Participant may receive to achieve a particular `Goal`
* `Goal Achievement` which discussed how a specific `Goal` may be achieved; this could include the type of services or products able to assist in reaching `Goals`

### Service Booking and Booking Items

`Service Bookings` are recorded in Salesforce which are associated with the Plan. For every `Service Booking`, Maica synchronises all associated `Booking Items` as well which are divided into a set of `Support Categories` and allocated a certain amount of financial budget (which is controlled by the `Plan`).

![](/files/dQ6VgmJooBjcUUhpQesH)

{% hint style="info" %}
Maica also offers the ability to [manage Service Bookings](/ndis-management/plan-management/service-booking-overview.md#manage-service-booking-qa) to perform a range of functions, such as re-allocating funds across `Core` categories, changing `End Dates`. 
{% endhint %}

`Service Bookings` are important in the lifecycle of a Participant being funded by the NDIS within Maica; they underpin the Invoice and Claiming processes, as `Service Bookings` are essentially an allocation of funds from the `Plan` to the service provider delivering the agreed-to services.