The Lumary 24 release includes improvements for NDIS funding periods, closure periods, service agreement items, service delivery entry, sessions and more.
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This release includes improvements for:
- NDIS Funding Periods,
- Holiday Calendars,
- Site Closure Periods,
- Program of Support Agreements,
- Service Agreement Items,
- Service Delivery Entry,
- Allowing changes on in-progress Sessions,
- Planned Services, and
- Other Bug Fixes.
This release includes changes to permission sets. If you're using custom permission sets, we recommend you review these changes and apply them where necessary.
NDIS Funding Periods
A range of improvements have been made to help providers track Funding Periods for NDIS PACE Service Agreements.
- When creating NDIS PACE agreements, you can record the client’s NDIS Plan Start Date if this differs from your agreement’s Start Date.
- When creating categories in NDIS PACE agreements, you can specify the appropriate Funding Period Length of 1, 3, 6 or 12 months, according to the client’s NDIS plan.
- Funding Period records will be automatically created or updated when categories are added or changed, and Funding Period amounts will be calculated automatically based on category and line item allocations.
- Funding Periods are also regenerated if Service Agreement dates are amended, ensuring budgets remain up to date.
- Providers can now view detailed Funding Period tracking data directly from agreements and categories, including committed, delivered, and unspent funding, with indicators for over-committed or over-delivered periods.
- Additional enhancements include batch processing for overnight updates to Funding Period amounts, and the ability to initiate the update of totals from Service Agreements.
- Two new report types are now available to help you analyse service agreements and their related funding periods. You can create custom reports using the report types below, making it easier to access and organise funding period data for your reporting needs.
- Clients with Funding Periods
- Service Agreements with Funding Periods
These changes make it easier for providers to manage, track, and report on funding allocations throughout the life of an agreement. Check out our article about managing Funding Periods on a service agreement.
You can update your Service Agreement templates to include Funding Period information, we have provided the following to guide you: this Word Document Template of an appendix example, along with the below Formstack Mapping queries to support the template addition.
New Formstack Mapping for Funding Periods (FP)
SELECT Id, Name, enrtcr__Start_Date__c, enrtcr__End_Date__c, enrtcr__Related_Service_Agreement_Cat_Item__c, enrtcr__Period_Funding__c FROM enrtcr__Funding_Period__c WHERE enrtcr__Related_Service_Agreement_Cat_Item__r.enrtcr__Support_Contract__c = ':Id' ORDER BY enrtcr__Start_Date__c ASC
Updated Formstack Mapping for Agreement Categories (SAIC)
SELECT Id, Name, enrtcr__Support_Category__r.Name, enrtcr__Restrict_delivery_to_Service_Line_Item__c, enrtcr__Funding_Period_Length__c, enrtcr__Support_Category_Amount__c, enrtcr__Funding_Management__c, enrtcr__Participant_Nominee__r.Name, enrtcr__Funding_Manager__r.Name FROM enrtcr__Support_Contract_Item__c where enrtcr__Support_Contract__c = ':Id' AND RecordType.Name ='Category'
If you have a custom Lightning Record Page for NDIS Service Agreements in your environment, reach out to our Customer Success team to request the new Funding Periods button is added.
If you need assistance updating your Formstack Service Agreement Template, reach out to our Customer Success team to request support.
To support these features, we've made updates to the permission sets shown in the following table. If you have custom or cloned permission sets that include these objects and need these features, we recommend that you add these permissions.
| Permission set | Object | Field | Permission |
|---|---|---|---|
| Lumary - Advanced | Funding Period | (object level access) | Create, Read, Edit, Delete |
| Committed Funding | Read, Edit | ||
| Current Funding Period | Read | ||
| Delivered Funding | Read Edit | ||
| End Date | Read, Edit | ||
| Name | Read | ||
| Period Funding | Read | ||
| Period Funding (Services) | Read, Edit | ||
| Period Funding (Unallocated) | Read, Edit | ||
| Period Passed | Read, Edit | ||
| Period Remaining + Rolled Over Funding | Read | ||
| Period Unspent Funding | Read, Edit | ||
| Related Service Agreement | Read | ||
| Related Service Agreement Category Item | Read, Edit | ||
| Start Date | Read, Edit | ||
| Service Agreement | NDIS Plan Start Date | Read, Edit | |
| Service Agreement Item | Funding Period Length | Read, Edit | |
| Unspent Funds from Previous Periods | Read | ||
| Session | Is Rostered | Read | |
| Lumary - Basic | Funding Period | (object level access) | Read |
| Committed Funding | Read | ||
| Current Funding Period | Read | ||
| Delivered Funding | Read | ||
| End Date | Read | ||
| Name | Read | ||
| Period Funding | Read | ||
| Period Funding (Services) | Read | ||
| Period Funding (Unallocated) | Read | ||
| Period Passed | Read | ||
| Period Remaining + Rolled Over Funding | Read | ||
| Period Unspent Funding | Read | ||
| Related Service Agreement | Read | ||
| Related Service Agreement Category Item | Read, Edit | ||
| Start Date | Read | ||
| Service Agreement | NDIS Plan Start Date | Read | |
| Service Agreement Item | Funding Period Length | Read | |
| Unspent Funds from Previous Periods | Read | ||
| Lumary - Rostering | Session | Is Rostered | Read |
| Lumary - Standard | Funding Period | (object level access) | Create, Read, Edit |
| Committed Funding | Read | ||
| Current Funding Period | Read | ||
| Delivered Funding | Read | ||
| End Date | Read | ||
| Name | Read | ||
| Period Funding | Read | ||
| Period Funding (Services) | Read | ||
| Period Funding (Unallocated) | Read | ||
| Period Passed | Read | ||
| Period Remaining + Rolled Over Funding | Read | ||
| Period Unspent Funding | Read | ||
| Related Service Agreement | Read | ||
| Related Service Agreement Category Item | Read, Edit | ||
| Start Date | Read | ||
| Service Agreement | NDIS Plan Start Date | Read, Edit | |
| Service Agreement Item | Funding Period Length | Read, Edit | |
| Unspent Funds from Previous Periods | Read | ||
| Session | Is Rostered | Read |
Holiday Calendars
There has been an update to the label of the Public Holiday Calendar and Public Holiday Calendar Day objects. The label is now simply Holiday Calendar and Holiday Calendar Days.
Site Closure Periods
For organisations with sites that have closure periods, you can now create closure period calendars and link them to sites. To create closure period calendars, go to the Holiday Calendars tab and create a new calendar, ensuring you select the Closure Period Calendar option in the Calendar Type field. You can then create an associated Holiday Day for each individual day within closure periods, and link the closure period calendar to your relevant site/s.
When creating service agreement line items, the impact of closure periods (as well as public holidays) can be considered when calculating quantities and automatically generating SDs based on the line item’s frequency pattern.
The Public Holiday Impact field has been renamed to Holiday Impact, and the following options are now available:
- Not affected by public holidays/closure periods - Public holidays and closure periods do not impact quantity calculations or SD auto-generation (default behaviour).
- No service on public holidays - Public holidays are excluded from quantity calculations, and no SDs are auto-generated for those days. This option is only available if there is a Public Holiday Calendar linked to the selected site.
- Only on public holidays - Only public holidays count toward quantity calculations, and SDs are auto-generated exclusively for those days. This option is only available if there is a Public Holiday Calendar linked to the selected site.
- No service on public holidays/closure periods - Public holidays and closure periods are excluded from quantity calculations, and no SDs are auto-generated for those days. This option is only available if there is a Closure Period Calendar linked to the selected site.
- Only on closure periods - Only closure period days count toward quantity calculations, and SDs are auto-generated exclusively for those days. This option is only available if there is a Closure Period Calendar linked to the selected site.
Hovering over the Holiday Impact field will indicate when there is no public holiday and/or closure period linked to the selected site, as shown in this example:
To support this feature, we've made updates to the permission sets shown in the following table. If you have custom or cloned permission sets that include these objects, we recommend that you add these permissions.
| Permission set | Object | Field | Permission |
|---|---|---|---|
| Lumary - Advanced | Site | Closure Period Calendar | Read |
| Lumary - Basic | Site | Closure Period Calendar | Read |
| Lumary - Standard | Site | Closure Period Calendar | Read |
| Lumary - Advanced | Holiday Calendar | Calendar Type | Read |
| Lumary - Basic | Holiday Calendar | Calendar Type | Read |
| Lumary - Standard | Holiday Calendar | Calendar Type | Read |
Program of Support Agreements
If your organisation has Program of Support (POS) agreements with participants, you can now indicate this on NDIS service agreements by ticking the Program of Support Agreement checkbox.
A new POS badge will show when this is ticked.
The Program column will now always be displayed in the service agreement item list on Program of Supports (POS) agreements, even if the Lumary Setting Service Agreement Show Program is disabled.
What are programs of support?
Programs of support
A provider of group-based supports in the following categories can enter into an agreement with the participant called a program of supports:
- Assistance in Shared Living Arrangements - Supported Independent Living section
of the Assistance with Daily Living support category - Assistance with Social, Economic and Community Participation support
category, including supports in employment, or - Any of the capacity building support categories.
Under this approach, providers can claim against a client's plan for all agreed supports, whether the client attended or not, as long as the provider had the capacity to deliver the instance of support. Supports delivered as part of a ‘Program of Support’ are not subject to the short notice cancellation rules.
Providers can claim agreed programs of support against the related support items, using the typical pattern of support to determine the frequency of support within a defined time period, usually a week, which is then claimed as a multiplier of the unit price. This typical pattern of support, when recorded and agreed with a participant, forms the basis of the service agreement and the program of support between the provider and participant. The agreed program of support enables the provider to claim a regular weekly amount for delivering supports during a specified period, for no longer than 6 months.
To support this feature, we've made updates to the permission sets shown in the following table. If you have custom or cloned permission sets that include these objects, we recommend that you add these permissions.
| Permission set | Object | Field | Permission |
|---|---|---|---|
| Lumary - Advanced | Service Agreement | Program of Support Agreement | Read, Edit |
| Lumary - Basic | Service Agreement | Program of Support Agreement | Read |
| Lumary - Standard | Service Agreement | Program of Support Agreement | Read, Edit |
Service Agreement Items
A new Frequency Unit option, Months (on a specific day), is now available for Service Agreement Item (SAI) recurrences, allowing providers to specify a particular day of the month for recurring services.
The SAI modals have been updated to support this option, including validation to ensure only days 1–28 can be selected, as not all months have days 29-31.
The Calculate Quantity and auto-generate SD features have been enhanced to accurately calculate and generate service delivered records based on this monthly pattern, taking into account holiday impacts and other frequency settings.
This update helps ensure service claims align with monthly funding periods when required, and reduces the risk of claim rejections.
In the following example, an SD with a Quantity of 1.00 will be automatically generated on the 7th of every month within the item's date range:
Other improvements:
- When creating or editing service agreement items, a validation error will appear if the Delivery Ratio is for more workers than clients. This has been added to ensure correct billing and apportionment.
- The Calculate Quantity button has been disabled on the Service Agreement Items (SAI) View modal, ensuring users cannot calculate and save quantities, regardless of the Service Agreement status. This change prevents unintended modifications and maintains data integrity across all agreement statuses.
- Providers can now use the Auto-generate Service Delivered Records option on service agreement items for NDIS Activity Based Transport services. This can be used to bill fixed transport costs based on the frequency and recurrence pattern defined on the item. Billable transport should not be recorded on sessions/jobs if auto-generating activity based transport SDs is enabled, otherwise clients will be charged for both.
Service Delivery Entry
- You can now edit Service Delivery (SD) records linked to Service Agreements (SA) in Rollover status directly from the Service Delivery Entry (SDE) screen. This enhancement allows providers to make necessary adjustments without waiting for the SA to expire, improving workflow efficiency.
- The on-screen calculations for travel time rates have been updated to account for NDIS 50% therapy travel rates. When entering travel time via SDE or session complete on desktop, the system now considers the Travel Labour Rate Percentage in the visual calculation.
- We’ve fixed an issue where users couldn’t save SD edits in the Service Delivery Entry screen if the Total Distance Transporting Client (KM) or Total Distance Transporting Client (Minutes) fields contained more than four digits.
Allowing changes on in-progress Sessions
For providers without Easy Employer integration, we have made the improvements below to allow in-progress sessions to be edited, as circumstances can change during service delivery.
- Users can now modify session details.
- Associated records for clients and planned services can also be modified or added when needed.
- If an in-progress session is part of a recurrence series, modifying the session or its associated records will not impact other sessions in the series.
Planned Services
When adding or editing planned services on existing sessions, a validation error will appear if the Scheduled Delivery Ratio is for more workers than clients. This has been added to ensure correct billing and apportionment.
Other Bug Fixes
- ALREADY FIXED IN L23 PATCH An issue causing case note descriptions to display without formatting on activity feeds has now been corrected.
- ALREADY FIXED IN L23 PATCH The Referred to Organisation Path and Intake Organisation Path fields on the Episode and Extract Item objects have been increased to 100 characters.
- ALREADY FIXED IN L23 PATCH An intermittent issue causing rates on some therapy travel SDs to revert from 50% to 100% has been fixed.
- ALREADY FIXED IN L23 PATCH An issue causing duplicate case notes to be created for organisations with Skedulo integration has now been fixed.
- We have resolved an issue in the New Session Wizard where clicking the "Save" or "Save and Roster" buttons multiple times could create duplicate sessions. Now, these buttons are disabled after the first click, preventing duplicate entries and ensuring data integrity. This fix applies to both the Client and Worker calendars.
- The Appointment Start Threshold setting now correctly prevents workers from starting sessions scheduled for future dates outside the allowed threshold, ensuring sessions can only be started within the specified number of hours before the scheduled start time. The threshold can now be set with up to two decimal places, allowing for more precise control (e.g., 0.25 for 15 minutes). This fix will ensure that workers are not able to accidentally click start session on upcoming sessions which are scheduled for a future date.
To prevent an issue using Sessions, we've made updates to the permission sets shown in the following table. If you have custom or cloned permission sets that include these objects, we recommend that you add these permissions.
| Permission set | Object | Field | Permission |
|---|---|---|---|
| Lumary - Rostering | Site | Cost Centre (Cost_Centre_Lookup__c) | Read |
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