Funding Record Overview

Learn about the Funding Record and what information it captures in Maica

What is a Funding Record?

In Maica, the Funding record contains key information that will drive interactions with your Participants, as well as serving as the foundation for some central Maica functions, such as Service Booking creation.

A Funding 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 Maica and PRODA directly from the Funding record. Click here to learn more about creating Service Bookings.

How do I create a Funding Record?

A very important point to note about Plan records is that they are created and updated in PRODA only and not Maica. PRODA is the master of this information and Maica simply retrieves the most up-to-date Plan information and create a Funding record based on the retrieved information. What this means is that any updates to the Funding record in Maica will not be reflected in PRODA. This applies to Plan Goal records also. You cannot create a Funding record for your Participants in Maica without retrieving the information directly from PRODA first.

As mentioned above, Plan records are created and updated in PRODA, Maica only retrieves the information and populates a Funding record based on the retrieved information.

In order to retrieve the required information to populate Funding records for your Participants, refer to Maica's Synchronise Participant Information Quick Action tool.

What are the key components of a Funding Record?

A Funding Record contains a number of components, these are explained in further detail below.

Funding Item

The Funding Item represents the specific Plan 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 Funding Item records exist in Maica, they will be used as an outline when a Service Booking is being created. This essentially means that the Categories and Amounts from the Funding Item will be used as the default Booking Items in the Create Service Booking Quick Action.

To learn more about that the Create Service Booking Quick Action, click here.

Plan Budget records can only be retrieved by Maica and used to generate Funding Item records if your Organisation satisfies all of the required criteria set by the NDIS. Please contact the NDIA directly if you want more information regarding Plan Budget access as Maica does not manage or enable this.

Funding Item information will be accessible on the right hand side of your Funding record interface, and will include Budget records and a summary component, as shown below.

Funding Goal

If the Participant has identified specific Plan Goals in their planning conversations with the NDIS, these can be retrieved and made available in Maica as Funding Goals.

In order to learn more about Participant Plan Goals, click here.

In Maica, a Funding Goal has a Master-Detail relationship with Funding. This means that you cannot have a Funding Goal without Funding. Furthermore, if Funding is deleted, all associated Funding Goal records will also be deleted.

Additionally, 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 Plans, are managed by the NDIS and we do not recommend updating these records in Maica.

You may wish to create your own Participant Goals seperate from Funding Goals to manage the Goals you have set between your Organisation and the Participant.

As above, Funding Goal information will be accessible on the right hand side of your Funding record interface.

Service Booking

The Service Booking related component provides a view of all your Participants Service Booking records that have been created in Maica and PRODA that are related to the specific Funding you are viewing.

The Funding is the key component in creating a Service Booking, as Maica cannot create a Service Booking in PRODA without a reference to the Funding.

Similar to the Funding and Funding Goal information, the NDIS provides a number of Service Booking resources you can refer to for more information. Please click here to learn more.

Service Bookings can be created in Maica directly from the Funding Record, to learn more about this process, click here.

As above, Service Booking information will be accessible on the right hand side of your Funding record interface.

What other information is stored in a Funding Record?

Budget Information

The Budget Information section has a number of Roll-Up Summary fields that collect data from the corresponding Funding Item record(s). For example, if there are five Funding Item entries, each with an Approved Amount of $2000, the Fundings record's Total Approved Value will be $10,000.

If there is no Funding Item data, all Totals will be $0 with 0% Utilisation.

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.

NDIA Synchronisation Information

The NDIA Synchronisation Information section contains information on to help identify your Participants Plan in PRODA as well as when it was last synchronised in Maica.

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.

Things to be aware of: NDIS Funding Records

1. Automatic Plan Extensions

If your Plan expires and your new Plan has not yet been finalised, the NDIS will automatically extend your current Plan for up to another 12 months.

This means that your present financing will continue until your new Plan is finalised, ensuring that you have no gaps in your money or support.

If your current Plan is less than a 12-month plan, your extended Plan will be for the same time period; for example, a six-month Plan will be automatically extended for six months.

Maica 'listens' for this event in PRODA and will extend the End Date of the corresponding Funding Record for you.

2. Service Booking Extensions

If the Plan has been automatically extended as described above, the End Date will be automatically extended for all active Service Booking Records.

Again, in this instance, Maica will update all relevant Service Booking Records.