CCS - Multi Participant Scheduling

On this page:

Accessing Work Order Management

Go to the Work Order Management tab in the Services App or via the App Launcher, this method is typically used when you want to schedule multiple participants in the same Service Appointment.

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Scheduling Method = Multi Participant Scheduling

Work Order Management Walkthrough

Work Order Details

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.

  • 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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Work Order Details

Support Item 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 - CCS - 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.

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.

After clicking Submit the Work Orders with related Service Appointments and Work Order Line Items will be created. When submission is completed, a view of the Parent Work Orders that have been created will be visible.

Parent Work Order

If you click into the Parent Work Order via the Work Order Number, you will see the Parent Work Order Record. From this record you can see:

• Service Appointments - where Service Resources are assigned.

• Child Work Orders - created for each Participant with the related Work Order Line Item.

• Skill Requirements - inherited from the Participant record.

From the Parent Work Order there’s an option to Manage Service Appointments related to the Work Order, clicking this action will take you to a filtered list of Service Appointments related to the Parent Work Order which you can bulk update.

Child Work Order

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

Work Order Line Item

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