Service agreement budget tracking that stops overspend at the roster
Most providers find out a participant's funding has run out when an invoice comes back. Fully Funded Shifts checks the service agreement budget when the shift is rostered, while there's still time to do something about it.
| Support category | Allocation | Invoiced | Approved, not invoiced | Worked, awaiting approval | Still to be worked | Left | Status |
|---|---|---|---|---|---|---|---|
| Assistance with Daily Life | $24,000.00 | $7,412.40 | $540.48 | $270.24 | $15,548.74 | $228.14 | On target |
| Assistance with Social, Economic and Community Participation | $9,600.00 | $2,101.20 | $270.24 | $0.00 | $5,988.56 | $1,240.00 | Under budget |
| Activity based transport (km) | $1,200.00 | $488.60 | $32.40 | $0.00 | $742.00 | −$63.00 | Over budget |
When a shift doesn't fit, someone decides
If a shift would take a support category past what's left, or the category isn't in the agreement, the shift can't be saved until the coordinator chooses where the funding comes from.
- Draw from another lineFund the shift from another support category that has enough left.
- Draw from the unscheduled hours poolWhere the agreement has one.
- Flag that a new service agreement is neededFund the shift from a line meanwhile, while the new agreement is arranged.
- Override (Rostering Manager)Draw from a line that doesn't have enough. Only a Rostering Manager can, and only with a written reason.
The dialog shows the shortfall in dollars, for example "$270.24 is more than the $228.14 left on this line of the agreement."
See where every agreement is heading
Each line of a service agreement is projected to the end of the agreement: what's been invoiced, what's approved but not yet invoiced, what's been worked and is awaiting approval, and what's still rostered to be worked.
- Under budgetProjected to use less than 90% of the line.
- On targetProjected to use 90 to 100%.
- Over budgetProjected to go past the allocation.
Every participant has a Budget tab showing their agreement line by line, and NDIS Management lists all participants by budget status, so the ones heading over budget are easy to find.
Invoices draw the budget down
When a shift is invoiced, its cost moves from rostered to spent, so the budget always reflects what has actually been billed. Kilometres claimed count against the transport line.
The check runs once more before invoices go out: an invoice line that would take the agreement over budget is flagged in the invoice check.
Questions about budget tracking
Does it read budgets from the participant's NDIS plan?
No. Budgets come from the service agreement you set up with the participant. Importing budgets from NDIS plans isn't available yet.
Who can save a shift that goes over budget?
Any coordinator can move the funding to a line that has enough left. Drawing from a line that doesn't have enough needs a Rostering Manager and a written reason, which is kept with the shift.
Does the budget include shifts that haven't happened yet?
Yes. The projection adds shifts still rostered to the end of the agreement to what's already been worked, approved and invoiced.
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