DOCUMENT 4

Create a plan variation (s47A) request

SGP KP Publishing

Exported on 2025-05-11 23:21:09

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SGP KP Publishing – Create a plan variation (s47A) request

Recent updates …………………………………………………………………………………………………….. 4
Before you start …………………………………………………………………………………………………….. 5
Create a plan change case …………………………………………………………………………………….. 6
Create a plan variation (s47A) request …………………………………………………………………… 7 4.1 Plan change requests …………………………………………………………………………………………… 8 4.2 Emergency or crisis funding ………………………………………………………………………………….. 8 4.3 Fund management type………………………………………………………………………………………… 9 4.4 Reassessment date ……………………………………………………………………………………………… 9 4.5 Minor variation that results in an increase to the funding of supports under the participant’s plan ………………………………………………………………………………………………………….. 10 4.6 Minor change to funded NDIS supports ………………………………………………………………… 11 4.7 Risk Matrix ………………………………………………………………………………………………………… 11 4.7.1 If you don’t identify any risks: ………………………………………………………………………………………… 11 4.7.2 If you do identify a risk: ………………………………………………………………………………………………… 11 4.8 Request Confirmation ……………………………………………………………………………………. 11
Understand and update the case reason in the plan change case …………………………. 13
Next steps …………………………………………………………………………………………………………… 15

Table of Contents – 2

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This article provides guidance for a local area coordinator, early childhood partner, planner delegate, payments officer, review officer, complaints officer, participant support officer, access delegate, technical advisors, National Contact Centre, liaison officers (HLO/JLO) or planner (non-partnered area) to:

create a plan change case
create a plan variation (s47A) request
understand and update the case reason in the plan change case.

Note: this article is for plan variation (s47A) requests only. Don’t use this article for a plan reassessment request (s48) or a participant requested plan change where the legislative type isn’t specified. You’ll need to go to article Create a plan reassessment (s48) request or Create a participant plan change request where the legislative type isn’t specified.

Recent updates – 3

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1 Recent updates

17 March 2025 Updates to the plan continuation process and streamlined planning approach, based on recommended confidence levels in PACE.

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2 Before you start

You have:

received a plan variation (s47A) request from a participant or their authorised representative, or you’re creating a CEO-initiated s47A request
identified a need to create a CEO-initiated s47A request and you’re a delegate with authority to make a CEO-initiated decision
completed steps in article Prepare to submit a plan change request
read and understood Our Guideline – Changing your plan (external).

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3 Create a plan change case

You can receive a plan change request verbally, in an email or a change of details or change of situation form. The change of details or change of situation form doesn’t have to be completed to submit a plan change request, however supporting evidence or information should be provided.

When you speak with the participant or their authorised representative, you must use the scripting in section Check supporting information to submit a plan change of article Discuss a participant plan change request.

To request changes to a participant’s plan, you’ll need to create a plan change case. A plan change case can also be initiated from other cases. For example, from a reassessment check-in case, where the recommendation and decision after the check-in meeting is to continue the participant’s current NDIS supports for up to 12 months. To learn more, go to section Plan continuations in article Understand and choose the right plan change request.

To create a plan change case:

From the Person Account, select the Cases tab.
Select New.
Select Plan Change from the list of case types.
Select Next.
Select Case Origin from the drop-down list.
Select Case Reason from the drop-down list. To learn more about each reason, go to the table in section Understand and update a case reason in the plan change case in this article.
Add Internal Comments about the case, if needed.
Select Save. You have now created the plan change case.

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4 Create a plan variation (s47A) request

A plan variation can be requested at any time, but for us to decide to vary the plan it needs to meet specific criteria. To make sure the request meets the criteria for a plan variation, go to Our Guidelines – Changing your plan (external).

Note:

You can’t create a s47A if the participant’s plan is still on SAP CRM. You’ll need to create the plan change case as CEO’s own initiative s48.
When a participant is eligible for SDA but hasn’t located an enrolled dwelling or isn’t ready to move in, a $1 amount is included in the SDA support category as a placeholder. The plan comment is used to let them know of the SDA decision. Once the participant finds an enrolled SDA dwelling and confirms they can move in, we can consider a s47A to include the SDA funding. The s47A can only be considered when the request is only for SDA funding. For this request, select Minor change to the funding checkbox in the Plan change requests section of this article to progress the request. Make sure the Case Reason and Subject is updated accurately. Go to section Understand and update the case reason in the plan change case in this article to learn more.
You must continue with the plan change case generated from a reassessment check-in case, where we’ve recommended and decided to continue the participant’s current NDIS supports for up to 12 months. This is a plan continuation, after a reassessment check-in.

Use below steps for a participant requested or CEO’s own initiative variation request:

From the Plan Change case, select the Request tab.
Select the Requested Date of the plan change. This will default to today’s date.

Note: plan change requests can be backdated.
Under How is the request being initiated?, select either:
- Participant requested – S47A: Only use this option when the participant specifically requests a plan variation. This is for minor changes in the plan. For example, to add short-term supports until a reassessment can be completed, and other changes which can be made under s47A. If you create this request, a delegate can only make a decision to vary or not to vary.
- CEO’s own initiative – S47A: These requests should only be created by delegates who have authority to make a CEO-initiated decision. Use this option when you’ve decided this is the plan change type needed. This is for minor changes in the plan. For example, to add short-term supports until a reassessment can be completed, and other changes which can be made under s47A. Or to change the reassessment date, after a reassessment check-in to continue the participant’s current NDIS supports for up to 12 months.
Select Who is requesting the plan change?. If you select Related Party, then select the authorised representative making the request from the list.

Note: NDIA will be the only option if creating a CEO’s own initiative request.

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Select Next.

Note: Save for Later won’t work when you add a new plan change request in the same plan change case after it’s been submitted.

4.1 Plan change requests

To progress the plan change request, select the checkbox next to each plan change request that applies:

An emergency situation has occurred that impacts the funding needs. Go to section Emergency or crisis funding in this article.
Change to the fund management type. Go to section Fund management type in this article.
Change the reassessment date. Go to section Reassessment date in this article.
A correction of a minor or technical error. Go to section Minor variation that results in an increase to the funding of supports under the participant’s plan in this article.
Minor change to the funding. Go to section Minor change to funded NDIS supports in this article.

When you select a checkbox, it’ll automatically add the change request to the workflow for completion. Complete the relevant steps for each plan change request you select.

4.2 Emergency or crisis funding

We can only vary a plan to add emergency or crisis funding if there is a significant change to the participant’s support needs.

For more information go to section Add crisis or emergency supports because of a significant change to your NDIS support needs in Our Guideline – Changing your plan (external).

Follow the steps below to record a request due to an emergency situation:

Select Date (calendar) for When did the emergency situation first happen?
Describe the emergency situation in the free text field.
Record details which support the request in the free text field.
Select Next.
If applicable, use the Documents tab to add documents related to the emergency situation. Refer to articles Add documents to a case and Add and link evidence to a case.
Select Next.

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4.3 Fund management type

To understand what a change to a plan management type is go to section Update how the funds or other aspects of your plan are managed in Our Guideline – Changing your plan (external).

When you record a request to change the fund management type, record:

how the participant or authorised representative wants the funding for NDIS supports to be managed
any unreasonable risks impacting a participant’s situation. For example, if the participant becomes insolvent under administration, they can’t self-manage the supports in their plan
information relating to the misuse of funds. This will impact the management of funding for NDIS supports under the plan.

Follow the steps below to record a request to change the fund management type:

Select the Update checkbox next to the support categories if a change to the fund management type is requested.
Select the Plan Management Type from the drop-down list.
Capture Details of the change in fund management in the free text field.
Provide detailed reasoning for request in the free text field.
If you need to update fund management for another support category, go back to step 1. Otherwise, select Next.
If applicable, use the Documents tab to add documents relating to the change in fund management. Refer to articles Add documents to a case and Add and link evidence to a case.
Select Next.

4.4 Reassessment date

This type of request is to bring forward or extend the reassessment date. For example:

when a participant would prefer to have a longer plan duration and their support needs are stable
after the reassessment check-in we’ve listened to the participant, and still decide a plan continuation is the most suitable approach.

To learn more go to section Change the reassessment date of your plan in Our Guideline – Changing your plan (external).

Before you create a request to change the reassessment date, make sure the participant or their authorised representative:

is continuing to work towards pursuing the same plan goals

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agrees to continue with the same supports in their plan
confirms their current funded NDIS supports will meet their ongoing needs
confirms their support needs and situation are likely to be stable for the new plan duration
understands their options for an internal review if they disagree with the plan reassessment date
understands they can ask for a plan change if their situation changes before their next plan reassessment.

Follow the steps below to record a request to change the reassessment date:

Select the New Reassessment Date Year from the drop-down list.
Select the New Reassessment Date month from the drop-down list.
Select Calculate New Reassessment Date.
Capture Details of the request to change the reassessment date in the free text field.

Note: for a plan continuation include specific details. For example, the plan is to be continued for a year under plan continuation process.
Provide detailed reasoning for request in the free text field.

Note: include specific reasons why the participant would like to change the reassessment date. For example, after checking the participant’s plan during the reassessment check-in, the decision to continue their plan is made and a request is initiated. Or, the participant’s disability or living situation isn’t stable. Or, the participant entered the NDIS under the early intervention criteria and is likely to have met their goals and likely to leave the scheme in the next 3 years.
At Request Confirmation, select the checkbox.
Select Next.
If applicable, use the Documents tab to add any documents relating to the change in reassessment date. Refer to articles Add documents to a case and Add and link evidence to a case.
Select Next.

4.5 Minor variation that results in an increase to the funding of supports under the participant’s plan

To understand what can be changed under a minor or technical error, go to section Fix a small or technical error in Our Guideline – Changing your plan (external).

Follow the steps below to record a request to fix a minor or technical error:

Capture Details of the error in the free text field.
Provide detailed reasoning for request in the free text field.
Select Next.
If applicable, use the Documents tab to add any evidence related to a minor or technical error. Refer to articles Add documents to a case and Add and link evidence to a case.

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Select Next.

4.6 Minor change to funded NDIS supports

It’s important to remember that adding a significant amount of funding wouldn’t be considered a minor change. To learn more about changes to the statement of participant supports in the current plan or about the funding of supports under the plan, go to section What is a plan variation? in Our Guideline – Changing your plan (external).

Note: this checkbox can be used when a plan change request is only to include SDA funding. This is considered a minor change as the participant is eligible for SDA. The placeholder amount in the SDA support category is used to inform the participant of their eligibility and allows them to locate a suitable enrolled SDA dwelling.

To record a request about a minor change in funding:

If the request is for an existing support, select the Update checkbox next to the support category where a change of funding is being requested. If the request is for a new support category, select the Support Category from the drop-down list.
Describe change to funding for each selected/added support category in the free text field.
Provide detailed reasoning for request in the free text field.
If you need to update or add an additional support category, go back to step 1. Otherwise, continue to step 5.
Select Next.
If applicable, use the Documents tab to add any documents relating to a change in funding for a support category. Refer to articles Add documents to a case and Add and link evidence to a case.
Select Next.

4.7 Risk Matrix

Check for any risks associated with the plan change request which could impact on the participant, nominee or the NDIS.

4.7.1 If you don’t identify any risks:

Select No.
Select Next to progress the case.

4.7.2 If you do identify a risk:

Go to article Identify and escalate risks in a plan change request to complete this section.

4.8 Request Confirmation

To review or update information, select the section in the Steps workflow.

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You need to check the Case Reason of the plan change case is correct so it can be routed efficiently. To do this, go to section Understand and update the case reason in the plan change case in this article. Review the case reasons and update if needed. Once completed, return here and go to step 3.
Select the checkbox at I confirmed the information recorded is accurate (mandatory in order to proceed for submit).
Select Submit.

Note: don’t manually move the case status from Draft. Refresh your browser after you submit the plan change request. The case status will automatically change to New.

A Plan Change Request Received letter will be generated once the plan change case has been submitted. This letter will not be sent to the participant if this a plan continuation.

Note: if the participant has a statutory guardian and the relationship is established with an organisation account, you’ll need to manually send the auto-created Plan Change Request Received letter to the statutory guardian. To do this, go to article Send a letter to a statutory guardian or trustee.

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5 Understand and update the case reason in the plan change case

Before you submit the plan change case you’ll need to add a case reason. This is to help delegates manage workflow. Use the table below to understand each case reason.

Note: if there’s more than one reason, select the most urgent. If exhausted funds or breakdown of informal supports are a factor, make sure you use this case reason.


Assistive technology	Requests for the supply of assistive technology or equipment
Vehicle modifications	Requests and quotes for vehicle modifications
Home modifications	Requests and quotes for home modifications
Plan management	Any request to change the way participant’s plan funding is managed
Plan error	Identification of any error with funding in a participant’s plan
Exhausted funds/breakdown of informal supports	Requests where funds have been exhausted before the plan end date or where a participant tells us they’ve had a breakdown of informal supports
Home and living	A participant requests inclusion of or changes to supported independent living, specialist disability accommodation or individualised living option supports in their plan. Note: for requests to include specialist disability accommodation funding for participants with a placeholder amount, please complete additional steps outlined below.
Change of circumstances	Any other change of circumstances the participant has experienced that lead to the request for a change to their plan
Plan continuation	Is auto-populated from a closed reassessment check-in case or plan approval case. This is if we decide a plan continuation is the most suitable approach.
Other	Should only be used where no other relevant theme is identified

To update case reason after creating the plan change case:

From the Plan Change case, select the Details tab.
Under the Categorisation heading, select Edit Case Reason (pencil).
Select the correct Case Reason from the drop down options.
Select Save.

For requests to only include SDA funding for participants with a placeholder amount in their plan who are ready to move into an enrolled SDA dwelling:

Update Case Reason and Subject accurately. This allows for the s47A to be located and routed correctly.

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From the Plan Change case, select the Details tab.
Under the Categorisation heading, select Edit Case Reason (pencil).
From the Case Reason drop-down list, select Home & Living.
Select Save.
Under the System Information heading, select Edit Subject (pencil) and update the free text field to exactly SDA Provider Confirmed.
Select Save.

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6 Next steps

Once submitted, a plan change case will automatically be allocated to the Plan Change Hold Queue. The request information will no longer be available under the Request tab in the Plan Change case.

If you’re not the decision maker on the plan change request, there are no further steps.
If you’re the delegate making the decision, assign the plan change case to yourself and review the case. Go to article Assign and review a plan change case.

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