Content Comparison

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For Individual Participant Scheduling, go to a Service Agreement Record and click the Create Work Orders Quick Action, this will open the Work Order Management feature with the context of the Service Agreement and Participant where you have opened it.

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Work Order Management Walkthrough

Work Order Details

Step 1 in the Work Order Management wizard is to enter the some basic information on who is receiving the service and where they will be receiving the service.

When clicking the Create Work Orders quick action from a Service Agreement record, this information will be inherited from the related Service Agreement attributes.

Participant Section

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The first step in this process is Work Order Details, which allows you to add the following information.

• Participants - many Participants can be added when Multi Participant Scheduling is selected at the first step.

• Service Agreement is filtered based on the selected Participant and is where the funds will be drawn for the selected services.

• Work Order Details Section

  • Service Territory is the area of the organisation where the service is being delivered.

  • Location is the address where the service is being delivered, this is configured on a participant's Contact record.

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Support Items

Step 2 in the Work Order Management wizard shows you a list of Support Items that are available for the participant on their Service Agreement.

• A user can select single or multiple Support Items to add to the Work Order, each item will be added as a Work Order Line Item, which then translates into an Invoice Line Item upon completion of the service.

• Schedule Day and Preferred Schedule Time can be configured on the Agreement Item record, which will then default the schedule in the Schedule Service Appointments step (Step 3) of the wizard.

• If Multi Participant Scheduling is selected, then you will see a list of Support Items that are available on both participant Service Agreements.

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• The Preview Icon will be available in the far right Actions column of the Support Items table if an Agreement Item has been set to flexible, meaning that we are able to change the Support Item that is delivered to a different Support Item within the same Support Category. The below screen will open when you click the Preview Icon and allow you to update the Support Item.

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Schedule Service Appointments

Step 3 in the Work Order Management wizard allows you to schedule the Service Appointments for delivery.

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The schedule will default based on the schedule that has been configured on the Agreement Item related to the selected Support Item.

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Start Date and End Date represents the timeframe that Service Appointments will be created for based on the selected Service Frequency and Days of the Week.

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Service Appointment Start Time and Service Appointment End Time is the timeframe for delivering the Service Appointment on any of the scheduled days.

Priority will be factored into auto-scheduling rules when finding suitable resources for the Service Appointment.

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Service Frequency defines the recurring schedule for creating the Service Appointment.

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Repeat Every will define how often to create the Service Appointments. Example:

• Repeat Every 1 Week will repeat the Service Appointments every week.

• Repeat Every 2 Weeks will repeat the Service Appointments every fortnight.

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Days of The Week defines the days of the week to schedule the Service Appointments.

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If more than one Support Item is selected, you will see the Service Duration section under the Schedule Service Appointments step of the wizard. This section allows you to specify the Start Time and End Time of the selected Support Items so that Invoice Line Items can be created with the correct Quantity.

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Summary

Step 4 of the Work Order Management wizard provides a preview of the services that have been scheduled, the associated costs compared to available funds and allows you to assign Service Resources.

• Review a monthly cost breakdown for each scheduled Service Appointment, you will see a Warning Icon if the costs start to exceed available funds.

• Service Resources can be assigned to individual Service Appointments or use the Assign to All feature to assign to all Service Appointments.

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• • Note that the Client Count specified here is used to calculate the ratio on the Service Appointment and feeds into the Invoice Line Item calculation.

• Service Territory - select from active Service Territories where the service is to be delivered.

• Location - this is a filtered list of Locations that are available on the related Participant Contact Records.

• Work Type - select from active Work Types in the system.

• Goal - this is a filtered list of Goals from the related Participant Contact Records.

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Support Items and Schedule

The second step is Support Item and Schedule where you can select the Support Item that is being delivered per participant and specify the scheduled times of delivery.

The key areas to complete here:

• Schedule

  • Start Date and End Date define when Service Appointments will be created from and to.

  • Start Time and End Time define the delivery time of each individual Service Appointment.

  • Service Frequency defines if this is to be scheduled Weekly or One Time.

  • Days of the Week defines the days that the service will be delivered between the specified Start Date and End Date.

  • Required Service Resources defines how many Service Resources are required to deliver the service, this will feed into the Invoicing data flow based on the ratio using Client Count:Required Service Resources.

• Participant Tabs

  • Different to Individual Scheduling, you’ll see tabs for the multiple participants that we’re scheduling in the Multi Participant Scheduling process.

• Support Items Filter

  • This section allows you to filter for Selected Support Items based on the filters you apply.

  • You can view more information about how the filters here - Managing Support Categories & Support Items

• Selected Support Item(s)

  • This section will show you a list of Support Items based on the Support Item Filters you apply and you can select the Support Items that are to be delivered.

• Service Duration

  • When more than one Support Item is selected or Provider Travel needs to be specified, the Service Duration section will appear so you can specify the time related to each selected Support Item.

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Preview

The final step is the Preview where you can view a summary of Work Order Line Items that have been scheduled and the breakdown of the budget being used.

• There is a tab for each participant so we can review the budget utilisation per participant.

• The Resource Assignment tab allows us to specify resources to be assigned to the Service Appointments.

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Work Order

The Work Order is linked to the participant with the related Work Order Line Item to facilitate invoicing.

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Work Order Line Item

The related Work Order Line Item will generate the Total Amount based on the calculation below.

((Client Count / Required Service Resources) * Rate) *Quantity

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