This article explains how to use the Funding Schedule section on a service agreement to calculate funding and/or schedule the automatic creation of service delivered (SD) records.
The Funding Schedule section is usually available when you add service line items to a service agreement. The fields in this section are optional but can be used to calculate the amount of funding required. They can also be used to set up the automatic creation of SD records.
To fill out the Funding Schedule section:
- Check the start and end dates. By default, the Schedule Start Date and Schedule End Date will match the dates of the service agreement. If you need to change these dates to start later and end sooner, make sure that your new dates are within the start and end date of the service agreement.
- You can also add session start and end times. These are not used to calculate funding, but will be used if you choose to generate service delivery entries automatically.
- The Repeat every fields can be used to indicate the frequency of the service sessions. The examples in the table show how different settings affect the number of sessions based on the date range of 21 November 2019 to 21 November 2020. The Week option also allows you to indicate on which day or days the session will occur.
| Frequency | Number of repeats | Total sessions | Screenshot example |
| Daily | 1 | 367 |  |
| Every 2nd day | 2 | 184 |  |
| Weekly | 1 | 53 |  |
| Fortnightly | 2 | 27 |  |
| Monthly | 1 | 13 |  |
We've used the date range of 21 November 2019 to 21 November 2020 to demonstrate how the system handles first and last days, weeks and months in the schedule. For example:
- as the range overlaps by including the 21 November at the start and the end, and 2020 was a leap year, the system will generate services for all 367 calendar days included in that range
- as the first date of the range is the first scheduled Thursday, that day is included in the weekly and fortnightly calculations, meaning that the schedule will run for 53 weeks or 27 fortnights, and
- as the date range includes the third Thursday in November for both 2019 and 2020, the schedule will run for a total of 13 sessions.
Funding schedule week starts on Sunday
When setting up a recurring schedule, it's important to factor in that each week starts on Sunday and ends on Saturday, as this may impact how your services are scheduled. For example, when scheduling services every 2 weeks, if Saturday and Sunday are selected, then these days will not be consecutive, but will be on opposite weekends, as shown in the example below.
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To schedule fortnightly services that will occur on a Saturday and Sunday of the same weekend, we recommend setting up two separate funding schedules, each with one of the days. This can be done by creating two of the same line item within a single service agreement.
- The Quantity per Session field allows you to set how many units to charge for each session. For example, if the unit of measure for the rate is hour, entering 2 will calculate 2 hours for each session.
- The Excluded Quantity field allows you to indicate the number of sessions the client is likely to miss. For example, sessions may be skipped on public holidays, or if the client has a planned hospital stay or holiday. The number of units is based on the unit of measure for the rate.
In the following examples, a client has planned a 2 week holiday. However, due to the different units of measure and quantities per session, the Excluded Quantity is different.
| Example 1 | |
| Service | Assistance with self-care activities per weekday evening |
| Unit of measure | Hourly |
| Frequency | 1 per week |
| Quantity per Session | 2 hours |
| Excluded Quantity | 4 (2 hours per week x 2 weeks) |
| Example 2 | |
| Service | Individual Living Options - Support Model |
| Unit of measure | Weekly |
| Frequency | 1 per week |
| Quantity per Session | 1 |
| Excluded Quantity | 2 (1 per week x 2 weeks) |
- Placing a tick in the Schedule Service Delivery Items checkbox will activate the automatic creation of SD records. This is often used for accommodation services, where there is a regular claim that is not part of a worker interaction. This requires that the automated process for creating SD records is scheduled to run in your environment.
The Quantity and Total fields in the Financial section are calculated automatically based on the values in the Funding Schedule section. If you're using the funding schedule to create SD records, you should avoid changing the values in the Quantity and Total fields.
