AnimalOS Programs Meeting Notes
Matt Romeo
Tyler Batchelor
Meeting Notes
· Advisory Flag Fields on Job
Action: Sandra would like to implement advisory flag fields.
Next Steps: Define business rules for advisory flags and compare them with those used by the Inspectorate.
· Job Status’
Action: Glynn to sync with Sandra/Annelise and identify which Job Status values will be most relevant for reporting purposes.
Discussion Point: Determine if any KPIs (e.g., duration spent in a specific status by a Case Worker) will be linked to Status values and Job Status tracking.
Job Information
Action: Glynn/Sandra to confirm if any additional fields from the Case/Program Engagement object need to be added to the Job object.
· Locations (Future Planning)
Action: Define how Locations will be categorized for Programs versus Inspectorate workflows.
· Roles on Jobs
Discussion Point: Programs use “Client” as the primary role for the people they work with.
Action: We need to define roles for people at other organizations and internal staff.
Relationship to Contact: Determine if the Contact field on a Job should mirror the structure of the existing caseman__ReferralOrganizationContact__c field related directly to the Job or via a Job Contact?
· Access to Test System
Action: Organize access to the test system to gather feedback on page layouts.
· Job Record Types
Action: Update Job Record Type name to Crisis Support for Programs. Community Engagement for Outreach/Education as a more relevant designation.
· Additional Questions & Action Points
Question (Annelise): How are Animal Movements and related data captured for the current Animal stay vs an older record?
· Treatment Tracking
Discussion Points: Some treatments and associated costs are managed in EziVet. A solution is needed to track these within AnimalOS so they appear on the Invoice.
Question (Sandra): How will External Vet Treatments be tracked? RSPCA use External Vet clinics and hospitals, especially in sites outside of Sydney/Yagoona where there is no vet hospital on site.
· Invoice Management
Action: Explore solutions to track true costs of services provided as well as including what is billed to clients.
Discussion Points: Consider invoicing at the Animal level, as clients may have multiple animals which have different services provided to them.
Question (Annelise): Can External Invoices be added to the Job record with the ability to create service line items?
Examples: Invoice-related Job activities, such as Invoice Received.
Action: Glynn to provide examples to Vertic
Question (Annelise): What happens if a payment is received before the associated invoice is created?
· Forms in AnimalOS
Action: Glynn to gather a list of all forms sent to clients.
Discussion Point: Assess whether forms should be built using Conga or directly within AnimalOS.
Attending
Glynn Smith
@Matt Romeo
@Tyler Batchelor
Timeline review
Programs functionality has been deployed to staging, with testing and onboarding targeted for next week. Training sessions are expected to begin Tuesday.
Decision – This week’s meeting will be moved to next Tuesday at 3:30pm, where it will become the main onboarding and training walkthrough session.
End-of-week goal is to have staging fully ready for user testing and for Glynn to review security setup and layout readiness ahead of next week’s walkthrough.
Update on last week of work
All core work has been pushed to staging, and permissions are being validated (communities vs programs).
A fix is coming via Copado batch to assign the correct page layouts to both job record types.
Job intake QA currently defaults to inspectorate, but a new Programs-specific quick action is being added this week by Slava.
Status bar is still being reviewed to ensure it displays properly at the top of user screens.
Summary of schedule for coming week
Testing to commence next week with users in staging using live data.
Guides are being developed for managing invoices, with review requested before the walkthrough.
Invoice solution currently supports single invoices only, but a follow-up will introduce multi-invoice support.
Matt flagged that inspectorate and call centre users will also need to test interactions to confirm record types and sharing logic aren't disrupted.
Glynn to organise inspectorate and call centre testing to cover scenarios where job creation might affect the Programs solution (e.g. contact centre jobs defaulting to inspectorate instead of programs).
Data migration progress
Data migration work is progressing this week, with a focus on loading Programs data into staging so users can test using familiar records.
Final deployment strategy (managed vs unmanaged package) depends on confidence level post testing.
Open questions review
Decision – Risk tab to be moved to assessment records, pending confirmation from Annaliese.
Uncertainty remains over whether to default contact centre jobs to inspectorate or programs; this will need review depending on expected future use of the call centre for Programs.
Decision required – Whether Programs will go live using a managed or unmanaged package.
Matt prefers managed, as it avoids future tech debt (e.g. deprecated objects), but if significant feedback emerges during testing, an unmanaged launch may be safer to iterate before committing.
Additional items
Forms for Programs haven’t yet been built. Glynn confirmed 80–90% are non-existent in the current Conga setup; Decision – Focus MVP scope on invoice forms only.
Glynn to extract and upload an example invoice form from Conga to support configuration (support and invoice versions).
A go-live checklist is being established, with a focus on ensuring inspectorate isn’t impacted by Programs deployment.
Actions
Glynn – Move this week’s meeting to next Tuesday at 3:30pm as the onboarding session.
Glynn – Add invoice solution and assessment requirements from Annaliese to RAS-1527.
Glynn – Organise inspectorate and call centre testing to check record type logic and sharing.
Matt – Finalise layout and permissions work in staging for Programs users.
Matt – Share Training guides for Glynn to review.
Matt - Confirm why new lightning page has not been loaded for programs and why Path component is not visible for Inspectorate user.
Slava – Build Programs-specific quick action for job intake.
Glynn – Upload example invoice form from Conga for Programs support configuration.
Glynn & Matt – Decision packaging strategy post-user feedback (managed vs unmanaged).
Attending
Glynn Smith
Matt Romeo
Tyler Batchelor
Timeline review
Crisis Support session with Sandra and Annaliese is scheduled for this afternoon to align with the data migration timeline.
Data batch execution is expected by tomorrow morning, but the data may not be available until the day after for user testing.
Update on last week of work (quick system run through if needed)
Initial Knowledgebase content has been drafted under the label "Crisis Support" as a working title. Matt noted this may need further alignment or renaming based on team feedback.
Costs area flagged as high priority for testing—Matt walked through examples of how cost fields appear within jobs.
Inspectorate job visibility checks are required—users should raise issues if they see Inspectorate jobs that shouldn’t be visible under the Programs record type.
Job record types structured so Crisis Support jobs are shared with Programs public group by default.
Matt demoed the knowledgebase structure and will share it with Glynn for Sandra and Annaliese to review ahead of broader team rollout.
Assessment design walkthrough – Matt created a new job activity for home visit assessments with pre- and post-visit screening fields, including a post-visit rating. Feedback needed from the team on whether to display these fields directly or as a related activity.
Job creation via email source – Workflow starts with emails entering the intake queue, which users will then assign and populate with contacts and roles.
Salesforce calendar setup – Each user must configure this themselves; instructions will be included in guides.
Summary of schedule for coming week
Testing is expected to begin with Sandra and Annaliese, with Simon and his team to follow next week to ensure alignment with the broader AnimalOS configuration.
Crisis Support packaging is being finalised – may be packaged before production deployment, depending on remaining feedback.
Outreach session is booked for 23rd April, following the planned Crisis Support feedback session on the 15th.
Data migration progress
Batch testing occurred last night, with the final batch to be executed by tomorrow morning.
Crisis Support rollout is planned to follow shortly after, provided the data is in place for meaningful testing.
Open questions review
Cost Centres and Expense Codes require clarification – Matt will follow up with questions to define how and where cost codes should appear.
Multiple invoices still not supported – currently only one invoice per job; this will be reviewed post-MVP.
Action-generated service costs are not yet being assigned to jobs but are scheduled for deployment later this week.
Job activity-generated costs and services will be deployed soon, pending testing.
Knowledgebase content alignment needed to ensure terminology and guidance is suitable for broader rollout across RSPCA teams.
Home visit ratings field – Feedback is needed on whether this should appear on the main job for visibility or remain in the activity.
Additional items
Rose flagged as needing extra support – She manages a different program and has been out of the loop; her requirements may need careful onboarding.
Centrepay batch process has been delivered and now needs testing.
Feedback capture sheet to be provided – Matt will create a shared sheet for Programs users to provide structured feedback before the 15th.
Outreach project has approval and is confirmed as the next implementation phase.
Manage Alerts issue resolved – A bug in the case management app was fixed relating to the "Manage Alerts" feature not displaying alerts correctly.
Actions
Glynn Smith – Review knowledgebase structure and flag any feedback or training gaps ahead of team rollout.
Matt Romeo – Create feedback sheet for Programs team to capture testing input and share with Glynn.
Glynn Smith – Book 15th April session for Crisis Support feedback and 23rd April session for Outreach kickoff.
Attending
Glynn Smith
Annelise Fegatilli
Ann-Margret Withers
Sandra Ma
Rosemary Burgett
@Matt Romeo
@Tyler Batchelor
Crisis Job Walkthrough and Feedback Discussion
Data status – Matt noted data should be available by tomorrow morning, or the following at latest, aligning well with testing and training timelines.
Job terminology – Matt asked the group how they felt about calling it “Crisis Support” and the team agreed it was suitable.
Job access & visibility – Matt confirmed inspectorate and crisis support jobs are segregated by record type and public group sharing. If any inappropriate visibility occurs, the team should flag it.
Dashboard feedback – Matt flagged the default Salesforce dashboard for crisis support is in place and asked Glynn to gather ideas for useful components. Glynn will raise a ticket with Sandra, Annalise and Rose to replicate their existing calendar/dashboard setup.
Job creation via email – Matt demonstrated the job email handler. It currently auto-assigns the sender as the contact, which won’t work well with forwarded emails. Glynn suggested surfacing it as a discussion point.
Job contacts & red flags – Matt showcased how alerts such as physical violence are logged. The team agreed job contact-level cautions (used in Inspectorate) could also be useful for Crisis Support.
Job roles and history – Sandra asked if it’s possible to show job role history when a case worker goes on leave. Matt proposed using start/end dates and a formula to determine if someone is active. Sandra confirmed this would meet the need to track who was accountable when.
Job activities & screenings – Matt demoed creating a crisis job activity (e.g., home visit) and where screening and post-visit questions appear.
Sandra confirmed the fields Matt added are in the right place.
Annalise requested the same screening/post-visit tabs be available for transport services.
Discussion followed around whether the intake officer or case worker completes the screening—consensus is that the case worker typically does it.
The team agreed that some screening questions belong on the job (e.g., smoker in home), while others (e.g., hazards) belong on the job activity. Glynn will coordinate input from the team on where each field should live.
Job rating – Sandra and Annalise agreed this belongs on the job rather than the activity.
Historical risks – Sandra wanted a way to flag previous risks for a contact. Matt proposed capturing the current risk per job but flagged the team can suggest a flag on the Contact if a prior risk assessment was recorded. He’ll include this in the MoSCoW feedback sheet.
Job intake & animal programs – Matt flagged the current intake button is still defaulting to Inspectorate animals and will be updated to prompt program selection.
Invoices & financial approvals
Sandra requested a financial approval field with an “Approved by” field that is locked to the approver.
Matt agreed and suggested adding a validation rule or limiting edit access to a specific user group.
Glynn proposed a “financial approvers” user group, with read-only access to other team members.
The team confirmed multiple invoices per job are rare; typically, new services result in new jobs. Current support for invoice rollovers via Centrepay is sufficient for their needs.
Location services & pricing
Matt explained how location-based services are linked to animal types via price books. Currently, it supports one animal type per location. Boarding considerations and clinic variation will be handled separately if needed.
Sandra noted internal sites are consistent, but Click-In and clinics have variability. Rosemary confirmed that pricing often varies per patient, and Matt showed how to overwrite default costs in the invoice section.
Calendar
Matt demoed the new Salesforce calendar. Events will be named using the job service, job name, and servicing resource(s).
Each user must configure their calendar view manually. Colour coding by job activity type is possible.
Annalise noted it differs from their current setup where calendars are aligned to staff names. Matt advised playing with the setup to validate fit.
Actions
Matt Romeo – Address Feedback
Update intake button to support program selection rather than defaulting to Inspectorate.
Implement start/end date logic to determine active case workers in job roles.
Add a financial approval field and "Approved by" field to the job, with appropriate validation or user access restrictions.
Address missing “Active/Ongoing” job status for Aged Care.
Matt Romeo – Share knowledgebase guides with the crisis support team and seek feedback.
Matt Romeo – Finalise and share the feedback sheet, including proposed risk flag on Contact if prior risk assessments exist.
Glynn Smith – Confirm whether multiple invoices per job are required and proceed accordingly (currently deemed low priority).
Glynn Smith – Work with the crisis support team to define which screening and post-visit fields belong on the job vs the job activity.