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Create a CEO-initiated plan change request

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Document 8 FOI 25/26-1985 OFFICIAL

The contents of this document are OFFICIAL.

Create a CEO-initiated plan change request

Guidance in this document is not approved for use unless you view it in PACE.

This article provides guidance for a planner delegate, payments officer, review officer, complaints officer, liaison officers (HLO/JLO), home and living delegate or planner (non- partnered area) to:

  • review plan information
  • understand limitations of a plan variation (s47A) for a plan with funding periods
  • create a plan change case
  • create a CEO-initiated plan reassessment (s48) request
  • create a CEO-initiated plan variation (s47A) request
  • complete the risk matrix
  • confirm the request.

Note: this article should only be used by NDIA staff with delegation to make a decision to vary or reassess a plan. All staff and partners without delegation to make a decision must go to article Create a participant plan change request.

Recent updates

10 November 2025

Guidance updated to explain all plan change requests must be submitted as a Participant plan change request unless it specifies a plan variation (s47A) or plan reassessment (s48) or you have delegation to make a decision.

Before you start

You have:

  • identified a need to create a CEO-initiated plan change request
  • checked your delegation to make a decision to vary or reassess a plan
  • completed steps in article Prepare to submit a plan change request
  • read and understood Our Guideline – Changing your plan (external).

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Review plan information

Before you create a plan change case, you’ll need to confirm the plan change request is in line with the NDIS Rules (variations and reassessments). To check this, go to Our Guideline – Changing your plan (external).

You’ll also need to review information about the participant’s plan to check if funding periods are applied and review the current budget.

  1. From the Person Account, select the My Budget tab.

  2. If the current plan has funding periods a message will display at Budget Overview. If the plan doesn’t have funding periods, go to step 6.

    Note: limitations apply to a plan variation (s47A) when a plan has funding periods. To learn more, go to section Understand limitations of a plan variation (s47A) for a plan with funding periods in this article.

  3. If the current plan has funding periods, go to Funding Components.

  4. For each Funding Component, check the support categories grouped in each funding component and the fund management type.

  5. At Action, select More for each support category to view the funding period schedule.

  6. You can review the current plan budget, expenditure and claims history. To do this, go to article View budgets and expenditure from approved plans in PACE.

  7. You can view historic budgets and expenditure on the Budget History tab.

When you’ve reviewed the plan and checked if it has funding periods, consider the information below and follow these steps to create the correct plan change request.

Note:

  • A CEO-initiated plan change request can’t be declined. When you submit the plan change case, you’re confirming that changes will be approved.
  • You can’t complete a plan variation (s47A) if the participant’s plan is still in SAP CRM. You’ll need to submit the plan change request as CEO’s own initiative – S48.

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Understand limitations of a plan variation (s47A) for a plan

with funding periods

Please read before you continue

Due to limitations, if the plan has funding periods and you need to make a change from the following list, you’ll need to submit the plan change request as a CEO’s own initiative – s48.

You can’t complete a plan variation (s47A) to:

  • reduce the total funding amount
  • reduce funding in a previous or current funding period. Reducing funding in a plan can affect future funding if there is a plan continuation
  • change the plan reassessment date
  • change the budget type between flexible and stated
  • change the fund management of one core support if it’s grouped with other core supports in a funding component. You’ll need to complete a plan reassessment (s48) if you need to change the fund management type of one core support and it’s grouped with other supports
  • change the instalment type between regular and once-off
  • remove a support category
  • change the length of a past or current funding period.

If you identify the plan has funding periods and you need to make one of these changes, go to section Create a CEO-initiated plan reassessment (s48) request in this article.

Note:

  • Plans approved on or after 9 October 2024 that don’t have a plan duration of 12 months won’t have funding periods. The above limitations don’t apply.
  • You can complete a plan variation (s47A) to change the fund management type of all core supports grouped in a funding component, including a single core support in its own funding component.

Create a plan change case

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To make 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:

  1. From the Person Account, select the Cases tab.
  2. Select New.
  3. Select Plan Change from the list and select Next.
  4. At Categorisation, select the Case Origin from the drop-down list.
  5. At Case Reason, you must select the relevant option from the drop-down list to help delegates manage workflow.
  6. Add Internal Comments if needed.
  7. Add Subject in free text field.
  8. Select Save. You’ve now created the Plan Change case.

If you need to make multiple changes or there’s a significant increase to funded supports, go to section Create a CEO-initiated plan reassessment (s48) request in this article. For minor changes to the plan, go to section Create a CEO-initiated plan variation (s47A) request.

Understand and update the case reason in the plan change case

Case Reason Description
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.

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| 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 | Requests for inclusion of, or changes to supported independent living, specialist disability accommodation or individualised living option supports in the plan. If you select this case reason, it will route to the home and living team.

Note: for requests to include specialist disability accommodation (SDA) funding for participants with a placeholder amount, please complete additional steps outlined below. | | Change of circumstances | Any other change of situation the participant has experienced that led to needing to change their plan.

Note: this includes creating a plan change case for a plan suspension when a grace period has ended and not been extended. | | Plan continuation | Do not select this option. | | Other | Should only be used where no other relevant theme is identified. |

Note:

  • 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. When the participant finds an enrolled SDA dwelling and confirms they can move in, we can consider a s47A to include the SDA funding when it’s the only request being made.
  • A plan continuation is when we recommend the participant’s plan is suitable to be continued by up to 12 months. The plan change case is automatically generated when a reassessment check-in case is complete and closed with plan continuation as the case reason.
  • If there’s more than one reason, select the most urgent. If a participant has exhausted funds or breakdown of informal supports, you must select this case reason.

To update the case reason after creating the plan change case:

  1. From the Plan Change case, select the Details tab.
  2. At Categorisation, select Edit Case Reason (pencil).

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  1. Select the correct Case Reason from the drop-down list.
  2. Select Save.

For requests to add SDA funding when the participant has the $1 placeholder amount in their current plan and they’re ready to move into an enrolled SDA dwelling:

  1. From the Plan Change case, select the Details tab.
  2. At Categorisation, select Edit Case Reason (pencil).
  3. At Case Reason, select Home & Living from the drop-down list.
  4. Select Save.
  5. At System Information, select Edit Subject (pencil). In the free text field enter, SDA Provider Confirmed.
  6. Select Save. Go to section Create a CEO-initiated plan variation (s47A) request in this article.

Note: when you enter the Case Reason and Subject correctly, it allows the plan change case to be routed to the correct queue.

Create a CEO-initiated plan reassessment (s48) request

You should use this request type when:

  • you need to change a plan that has funding periods
  • there’s been a significant change in the participant’s support needs
  • you need to apply a significant increase to funded supports
  • it’s for a change listed in section Understand limitations of a plan variation (s47A) for a plan with funding periods in this article.

  1. From the Plan Change case, select the Request tab.

  2. The Requested Date of the plan change will default to today’s date. You can backdate this if needed.

  3. At How is the request being initiated?, select CEO’s own initiative – S48.

    Note: at Who is requesting the variation?, NDIA will display as the only option.

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  1. Select Next.

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

  2. At Changes in situation, select the relevant option from the drop-down list.

  3. At When did this change happen?, select the relevant date.

  4. At Provide details of the situation, enter all relevant information in the free text field.

  5. If the plan change request includes a change in fund management type:

    • select the checkbox at Change to fund management required
    • enter a Reason for fund management change in the free text field.

  6. If you need to record more change in situation requests, select Add in the top right of the Request tab. Repeat steps 1 – 4 until all change in situation requests are recorded. Otherwise, select Next.

  7. Use the Documents tab to add relevant documents if available. Go to articles Add documents to a case and Add and link evidence to a case.

  8. Select Next to access the Risk Matrix. Go to the Risk Matrix section in this article.

Create a CEO-initiated plan variation (s47A) request

If the plan has funding periods, you must check the list at section Understand limitations of a plan variation (s47A) for a plan with funding periods in this article before you continue with a plan variation (s47A) request.

You should use this request type for minor changes to the plan. For example, to add short- term supports until a reassessment can be completed. To learn more, go to Our Guideline – Changing your plan (external).

Follow these steps to create a plan variation (s47A) request.

  1. From the Plan Change case, select the Request tab.
  2. The Requested Date of the plan change will default to today’s date. You can backdate if needed.
  3. At How is the request being initiated?, select CEO’s own initiative – S47A.

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Note: at Who is requesting the variation?, NDIA will display as the only option. 4. Select Next. 5. At Plan Change Requests, select the checkbox for each relevant plan change request.

For each selection, use this list to check which section of this article you need to go to next.

  • An emergency situation has occurred that impacts the funding needs, go to section Emergency situation
  • Change to the fund management type, go to section Fund management type
  • Change to funding periods, go to section Funding periods
  • Change the reassessment date, go to section Reassessment date
  • A correction of a minor or technical error, go to section Minor or technical error
  • Minor change to the funding, go to section Minor change to funding. Use this category to add SDA funding when the participant has the $1 placeholder amount in their current plan and they’re ready to move into an enrolled SDA dwelling.

When you select the checkbox for each plan change request category, PACE will automatically add it to the Steps workflow. Complete the steps for each plan change request category selected.

Emergency situation

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

To learn more, 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).

To record a request to change the plan due to an emergency situation:

  1. At When did the emergency situation first happen?, select the relevant date.
  2. At Describe the emergency situation and Record details which support the request, complete the free text fields.
  3. Select Next.

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  1. Use the Documents tab to add any documents related to the emergency situation. Go to articles Add documents to a case and [Add and link evidence to a case](/foi-library/releases/35091cb68d3b-foi-24-25-0754-document-disclosure-log/document-018__add-and-link-evidence-to-a-case/).
  2. Select Next to access the Risk Matrix. Go to the Risk matrix section in this article.

Fund management type

To understand changes to fund management types, go to section Update how the funds or other aspects of your plan are managed in Our Guideline – Changing your plan (external).

You can’t change the fund management type of a single support category if it’s grouped with others in one core flexible funding component. This can only be changed with a plan reassessment (s48).

When you discuss the plan change request with the participant, you’ll need to explain how this will reduce the flexibility in how they can use their plan funds. The delegate will consider this when they make their decision.

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

  • how the participant or their authorised representative wants the plan funding managed
  • any unreasonable risks identified in the participant’s situation. For example, a person can’t self-manage plan funds if they’re insolvent under administration
  • any information relating to plan utilisation. For example, have funds been spent in line with the plan.

To record a request to change the fund management type:

  1. At Fund management type, select the Update checkbox next to each support category where a change is requested.
  2. Select the Plan Management Type from the drop-down list.
  3. At Capture Details and Provide detailed reasoning for request, complete the free text fields.
  4. Complete this for each support category as needed, then select Next.
  5. Use the Documents tab to add documents relating to the change to fund management. Go to articles Add documents to a case and Add and link evidence to a case.
  6. Select Next to access the Risk Matrix. Go to the Risk matrix section in this article.

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Funding periods

A funding period defines the time that part of the participant’s funding becomes available and how long it needs to last. To learn more, go to article Understand funding periods.

If there’s a request to change the funding period length of a support category, make sure to select it at Funding Periods. All support categories are listed individually, even if they’re grouped with others into funding components in the current plan. When the delegate makes their decision, they will need to think about how all core flexible funding components need to have the same funding period length. If a change is made to one core flexible funding component, PACE will apply this automatically to all these components even if they have different fund management types.

To record a request to change the funding periods length or allocated funding:

  1. At Funding Periods, select the checkbox next to Update Funding Period Length or Update Funding Period Allocation or both as needed. If you select Update Funding Period Allocation, it’ll allow funds to be moved between funding periods.
  2. At Describe the changes requested for funding period and Provide detailed reasoning for request, complete the free text fields.
  3. Complete this for each support category as needed.
  4. Use the Documents tab to add documents relating to the change to funding periods. Go to articles Add documents to a case and Add and link evidence to a case.
  5. At Disclosure, select the checkbox to confirm you’ve added evidence, if provided, to support the request.
  6. Select Next to access the Risk Matrix. Go to the Risk matrix section in this article.

Reassessment date

Note: if the plan has funding periods, you can’t change the plan reassessment date with a plan variation (s47A), you’ll need to complete a plan reassessment (s48).

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

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

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To learn more, go to sections Change the reassessment date of your plan and We need to adjust your plan due to a change to the reassessment date in Our Guideline – Changing your plan (external).

Before you create a request to change the reassessment date, make sure the participant is continuing to work towards the same plan goals and:

  • 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.

To record a request to change the plan reassessment date:

  1. At Reassessment Date, select the relevant New Reassessment Date Year and New Reassessment Date month from the drop-down lists.
  2. Select Calculate New Reassessment Date.
  3. At Capture Details and Provide detailed reasoning for request, complete the free text fields with specific details. For example:
    • The plan is to be continued for a year under a plan continuation process.
    • After checking the participant’s plan during the reassessment check-in, the decision to continue their plan is made and a request is initiated.
    • The participant’s disability or living situation isn’t stable.
    • The participant entered the NDIS under early intervention criteria, is likely to have met their goals and is likely to leave the scheme in the next 3 years.
  4. Select Next.
  5. Use the Documents tab to add relevant documents if available. Go to articles Add documents to a case and Add and link evidence to a case.
  6. Select Next to access the Risk Matrix. Go to the Risk matrix section in this article.

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Minor or technical error

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

To record a request to fix a minor or technical error:

  1. At Minor or technical error, complete the free text fields at Capture Details and Provide detailed reasoning for request.
  2. Select Next.
  3. Use the Documents tab to add relevant documents if available. Go to articles Add documents to a case and [Add and link evidence to a case](/foi-library/releases/35091cb68d3b-foi-24-25-0754-document-disclosure-log/document-018__add-and-link-evidence-to-a-case/).
  4. Select Next to access the Risk Matrix. Go to the Risk matrix section in this article.

Minor change to funding

It’s important to remember that adding a significant amount of funding isn’t considered a minor change. To learn more about changes to the statement of participant supports or funding in the current 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 for a minor change to funding:

  1. 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.
  2. At Describe change to funding for each selected/added support category and Provide detailed reasoning for request, complete the free text fields.
  3. If you need to update or add an additional support category, repeat the steps above. Otherwise, select Next.
  4. Use the Documents tab to add relevant documents if available. Go to articles Add documents to a case and Add and link evidence to a case.

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  1. Select Next to access the Risk Matrix. Continue to Risk matrix section.

Risk matrix

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

If you don’t identify any risks:

  • select No, then select Next to continue to the Request confirmation.

If you do identify a risk:

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

Request confirmation

  1. If needed, select a section to check from the Steps workflow.
  2. Make sure you’ve added the correct Case Reason to the plan change case. This is to make sure cases can be routed correctly. You need to:
    • select the Details tab
    • use section Understand and update the case reason in the plan change case in this article
    • continue to step 3.
  3. Select the checkbox at I confirmed the information recorded is accurate (mandatory in order to proceed for submit).
  4. Select Submit.
  5. Refresh your browser now. Don’t manually move the case status from Draft. The case status will automatically change to New.

Note: if the participant has a statutory guardian and the relationship is established with an organisation account, you’ll need to manually send a copy of the automated Plan Change Request Received letter to the statutory guardian. Go to article Send a letter to a statutory guardian or trustee.

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Next steps

When the plan change case is submitted, it will be automatically routed to the Plan Change Hold Queue. The request information will no longer be available under the request tab in the plan change case. You can view and check the status of the request in the decision tab.

To continue:

  • 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
  • If you’re not the delegate making the decision on the plan change request, there are no further steps.

Article labels

PACE user role names

No change.

Topics

No change.

Case names

No change.

Ownership

No change.

Version control

| Version | Amended by | Brief Description of Change | Status | Date | | — | — | — | — | — | | 3.0 | AJG505 | Class 2 Director approval

FB467B 2a

Updated to include the new my budget functionality in person account and clarification of | APPROVED | 2025-06-30 |

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| | | limitations of a plan variation s47A for plans with funding periods | | | | — | — | — | — | — | | 4.0 | AHB706 | Class 1 Approval

Guidance updated to explain:

  • all staff must submit plan change requests as a Participant plan change request unless they have delegation to make a CEO- initiated plan change decision. | APPROVED | 2025-10-27 |

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