Participant PRODA Sync

Learn about the information Maica makes available as part of the PRODA Synchronisation and how to access this information with ease.

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.

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):

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.

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.

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.

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.

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).

Maica also offers the ability to manage Service Bookings to perform a range of functions, such as re-allocating funds across Core categories, changing End Dates.

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.

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