ndis’ Standard Operating Procedure

For Internal Use Only

The contents of this document are OFFICIAL.

Complete the determine the funded supports task

This Standard Operating Procedure (SOP) will help you complete the Determine the Funded Supports task in the NDIS Business System (System).

Note: The age range is changing for the NDIS early childhood approach. From July 1 2023, the age will change to include children younger than 9. The change will be rolled out over the next 2 years. Early childhood partners will need to use this resource to plan for children aged 7 or 8.

To plan for children younger than 7, refer to Standard Operating Procedure – Determine the funded supports in early childhood.

Recent updates

Date	What’s changed
July 2023	Updates to support early childhood partners to plan for children aged 7 or 8.
February 2023	The SOP – Include financial management capacity building supports will be decommissioned. Link added to new SOP - Include capacity building and training in self-management.

Checklist

Topic	Checklist
Prerequisites	You have:

• read and understood the Age range change
• decided what reasonable and necessary supports to include using Our Guideline – Reasonable and necessary supports
• viewed and understood the Participant Experience Delivery (PED) Key Performance Indicators (KPIs) and are complying with the PED KPI and target relevant to this task
• checked the primary disability is correct |

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ndis’ Standard Operating Procedure

For Internal Use Only

Topic	Checklist
	checked the appropriate functional impact assessment tool is complete and attached to the participant’s record
	checked contacts and communication preferences for the participant are up to date
	completed all relevant pre-planning tasks
	checked if a mandatory referral to Technical Advisory Branch (TAB) is required for any supports. Refer to TAB - Requesting Advice.

Standard Operating Procedure

For Internal Use Only

Procedure

Generate the support plan

1. In Planning – Staff Tasks, select the Determine the Funded Supports task.
2. The Determine the Support Needs screen displays. There are three Support Types in the plan budget: Core, Capacity Building and Capital.

• If this is the participant’s first plan the values displayed are zero. Go to Step 11 to generate the support plan.
• If this is a plan reassessment, this screen may display amounts from the previous plan. If you are completing a full plan review you need to delete these amounts and any related support items before generating the support plan. Go to Step 3.

Support Type	Price $
Core	5,570.71
Capacity Building	16,036.40
Capital	2,601.00

Total Plan Budget ( $ ) 24208.11 Plan Duration: 24 months

Notes:

• When you develop the plan, make sure you save regularly to prevent loss of data.
• Supports added using the support calculator and later removed may still appear in the Finalise Plan and Approve task. Check the plan budget reflects your reasonable and necessary decision. Make sure you check the plan budget before you submit the plan for approval or approve the plan.

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Standard Operating Procedure

For Internal Use Only

3. Select the relevant support category. For example, select Core.

4. The Core support categories display. Open the Support Calculator (two overlapping boxes) for the relevent support category. For example, select Daily Activities.

5. Select Delete (trash can) to remove any support items from the previous plan, if needed. Select Done.

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Standard Operating Procedure

For Internal Use Only

6. If you delete any support items, the message Do you want to increase the Support Category Price displays. Select No.

7. The Core support categories screen displays. Delete the amount showing in the Daily Activities support category.

8. Repeat Steps 3-7 for each support category as needed.

9. When you are finished, return to the Determine the Support Needs screen. Check you have removed all funding that is not reasonable and necessary. Select Save.

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Standard Operating Procedure

For Internal Use Only

A success message displays. Select Yes.

Return to the Determine Funded Supports task. Select Generate Support Plan.

Note: If you select Per Week in the Support Calculator the Frequency will calculate to the whole number without rounding up. For example, a 365 day plan is 52.14 weeks. This means the Frequency default calculation is 52 instead of adjusting to 53. This happens automatically when you use the Generate Support Plan button.

A confirmation message displays. Select Ok.

The support plan made up of the Typical Support Package (TSP) displays.

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Standard Operating Procedure

For Internal Use Only

Notes:

• Make a note of the TSP amounts before you make any changes. This will help you determine if your changes increase the TSP by more than 10%.
• The TSP generates Core supports in line with the length of the plan. For example, a 24 month plan will include 24 months of Core supports.
• Capacity Building (CB) and Capital supports generate based on a 12 month plan. This is because most CB and Capital supports are time limited or once off supports. You must consider the participant’s circumstances and adjust the supports needed for the length of the plan.

Adjust the Typical Support Package (TSP)

1. Select Core.

2. TSP funds will show in categories linked to the participant’s support needs and goals.

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Standard Operating Procedure

For Internal Use Only

1. The Participant Goals are below the support categories. Check the goals are aligned correctly to the goal type before you adjust the TSP. Return to the Participant Statement task if you need to make changes.

| Participant Goals | | — | — | | Goal Category | Goal Type | Goal | | Medium to Long Term Life Goals | test | | Plan Goals | Daily life | I would like to learn to manage my own money so I can pay for things myself and save money to go on holiday with my friends. |

2. Use reasonable and necessary decision making and adjust the TSP if needed.
3. Include the following comment in the Daily Activities Comment field:

I can use core support funding flexibly to help with daily activities and my current disability related needs. It will also help me to work towards pursuing my goals. This may include supports to sustain my informal supports such as respite.

Notes:

• The supports from these Core support categories display as one flexible budget on the participant’s plan. Comments also appear on the participant’s plan.
• For funds to be used flexibly, the support categories must have the same plan management type.
• Participants can use their Core funding flexibly even if no funding is allocated to the support category.
• You must record comments for fixed (stated) supports. The comments must clearly describe the intent of the support.
• Before making a Core support item fixed (stated), you must consider:
  • the impact on flexibility for the participant and their providers

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Standard Operating Procedure

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• if the support item is categorised by the time of day or by the days of the week. Making this type of support item stated will reduce the participant’s choice over when they receive their supports. • You may need to add comments for specific supports. Go to the Planning intranet page and search for the guidance you need by topic. • Keep a copy of your comments off the System, for example in a word document. This will help you when the System overrides your comments with its usual summary of the included supports.

6. The Periodic transport check box next to the Transport support category is ticked by default. Untick the transport funding box if the participant’s transport funding will be either: • Agency-managed • Plan-managed • the participant does not want their transport as a periodic payment. You must refer to Standard Operating Procedure – Add transport supports to the participant’s plan for guidance on including transport funding in the plan.

7. Go back to the Determine the Supports Needs screen. Select Capacity Building.

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Standard Operating Procedure

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8. The Capacity Building support screen displays.

Support Type	Support Category
Support Category	Price $
Comment
Capacity Building	5,924.80
Support Coordination	1,092.90

9. Participant Goals are listed below the support categories. Check the goals align correctly to the participant’s goal type before you adjust the TSP. Return to the Participant Statement task if you need to make changes.

| Participant Goals | | — | — | | Goal Category | Goal Type | Goal | | Medium to Long Term Life Goals | test | | Plan Goals | Daily life | I would like to learn to manage my own money so I can pay for things myself and save money to go on holiday with my friends. |

10. Select Capacity Building.

Support Type	Support Category
Support Category	Price $
Comment
Capacity Building	5,924.80
Support Coordination	1,092.90

11. Eight support categories display. Capacity building funding generated by the TSP defaults to CB Choice and Control. Use reasonable and necessary decision making and adjust the TSP if needed.

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Standard Operating Procedure

For Internal Use Only

Support Category	Price $
CB Choice & Control	5,924.80
CB Daily Activity	0.00
CB Employment	0.00
CB Health & Wellbeing	0.00
CB Home Living	0.00
CB Lifelong Learning	0.00
CB Relationships	0.00
CB Social, Community, Civic	0.00

Notes:

• You need to apply reasonable and necessary decision making even if no funding has generated in the CB Choice and Control budget.
• Unlike the core support budget, CB supports are only flexible in the same CB support category. For example, funding from CB Daily Activity can be used flexibly across all non-stated support items in the CB Daily Activity budget. However, this funding is not flexible to purchase supports from other CB budgets.
• Funding for plan management support does not generate in the TSP. If a participant is using a registered plan manager, you must include funding for plan management support items in CB Choice and Control. For more information refer to:
  • Standard Operating Procedure – Include plan management support items
  • Standard Operating Procedure – Include capacity building and training in self-management supports.

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Standard Operating Procedure

For Internal Use Only

12. Add a Comment describing the purpose of the support for each Capacity Building category.

Support Category	Price $	Comment	Associated Goal
CB Choice & Control	2,627.17	Plan management and financial capacity building - set up costs -	redacted
CB Daily Activity	5,676.00	Support to build my skills so I can pursue my plan goals.	redacted
CB Employment	7,733.23	Supports to help me find and keep a job.	redacted

Note: You may need to add comments for specific supports such as therapy supports. Go to the Planning intranet page and search for the guidance you need by topic. 13. Select the relevant Associated Goal from the drop down box.

| CB Daily Activity | 5,676.00 | Support to build my skills so I can pursue my plan goals. | During … |

14. Go to the Determine the Supports needs screen. Select Capital.

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Standard Operating Procedure

For Internal Use Only

15. Funding for home modifications, assistive technology, maintenance on equipment or repairs may generate in Capital Supports. Funding only generates if you identified the need during your planning conversation and recorded the details in the guided planning questions. If funds have generated in this area, refer to:

• Our Guideline – Assistive technology
• Assistive technology (AT) and home modifications standard operating procedures on the Planning resources intranet page.

Support Type	Support Category
Support Category	Price $
Assistive Technology	2,601.00
Home Modifications	0.00

Participant Goals

Goal Category Goal Type Goal Plan Goals Social and community activities I want to build my independence and do more things by myself. I want to explore what assistive technology can help me get around my local community on my own and start to use it.

17. Use reasonable and necessary decision making and adjust the TSP if needed.
18. Add a Comment describing the purpose of the support for each Capital budget with allocated funding.

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Standard Operating Procedure

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3.3 Use the support calculator to add specific supports You can use the support calculator to add specific supports or determine the benchmark cost of a support. For example, you can use it to compare a quote, for stated supports, or for some in-kind supports.

1. Go to the relevant support budget (Core, Capacity Building or Capital) for the support you want.
2. Select the expander (2 overlapping boxes) in the price field to open the Support Calculator.

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Standard Operating Procedure

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3. The Support Calculator displays. Select the expander (2 overlapping boxes) in the Product field.

4. The Select a Product screen displays. Search for and select the relevant product from the search results.

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Standard Operating Procedure

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5. You will return to the support calculator. Update the Quantity, How Often and Item Type fields to reflect the participant’s support needs.

| Support Calculator | | — | — | — | — | — | — | — | — | | Product | Price | Quantity | Unit | How Often | Frequency | Total | | Assistance In Individual Living… | 134.00 | 1 | each | Per Year | 3.00 | 40305.39 |

Notes:

• Check the Unit of measure (each, hours, weeks, years).
• Update the Quantity and How Often fields to reflect the amount of support the participant needs during their plan. For example, if the Unit of measure is hours, the Quantity is 2 and How Often is per week, this means 2 hours per week of support.
• Do not make any items stated unless there is guidance to do so, for example, behavioural support.

6. To add another support item, select Add Row (plus sign). When you have added all support items, select Done.

| Support Calculator | | — | — | — | — | — | — | — | — | | Product | Price | Quantity | Unit | How Often | Frequency | Total | | Supported | 3336.10 | 1 | weeks | Per Week | 105.00 | 350290.50 |

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Standard Operating Procedure

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7. The Support Category screen displays. Replace the System generated comment with a more descriptive comment.

Note: Keep a copy of your comments off the System, for example in a word document. This will help you when the System overrides your comments with its usual summary of the included supports. 8. For Capital AT supports use the assistive technology budget tool in PANDA to find the expected price range or benchmark price for the item. For help using the AT budget tool go to Standard Operating Procedure – Add mid cost assistive technology in a plan. 9. Review the final budget amounts and select Submit.

10. If an alert displays to proceed to review the Determine Plan Management Task, select OK.

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Standard Operating Procedure

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No reasonable and necessary supports identified

Step 1

In Planning – Staff Tasks, select the Determine the Funded Supports task.

Step 2

If the plan is a plan review, delete any funding and related support items showing from the previous plan. Refer to Section 3.1, steps 1-7.

Step 3

Do not generate the support plan.

Step 4

Submit the task with $0.00 funding.

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Standard Operating Procedure

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Next Steps

If reasonable and necessary supports are identified: Go to Determine Plan Management.

Refer to Standard Operating Procedure – Complete the determine plan management task.

If no reasonable and necessary supports are identified: Go to Review and Submit plan for Approval or Finalise and Approve the plan.

Refer to Standard Operating Procedure – Review and submit plan for approval or Standard Operating Procedure – Finalise and approve a plan.

Related procedures or resources

• Our Guideline – Reasonable and necessary supports
• Planning intranet page
• Interaction templates – Planning – Declined supports
• Standard Operating Procedure – Add transport supports to the participant’s plan
• Standard Operating Procedure – Add mid cost assistive technology in a plan
• Standard Operating Procedure – Determine the funded supports in early childhood
• Standard Operating Procedure – Complete the determine plan management task
• Standard Operating Procedure – Finalise and approve a plan
• Standard Operating Procedure – Include plan management support items
• Standard Operating Procedure – Include capacity building and training in self-management supports
• Standard Operating Procedure – Review and submit plan for approval

Feedback

If you have any feedback about this Standard Operating Procedure, please complete our feedback form.

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Standard Operating Procedure

Version control

Version	Amended by	Brief Description of Change	Status	Date
4.0	NAN927	Class 1 approval. Plan developers must refer to relevant resources on the Planning Intranet page when specific supports.	APPROVED	2021-05-27
5.0	CW0032	Class 1 approved
Added a step to explain what do to when you submit the guided planning questions and an alert displays. This alert asks you to review the plan management type in the Determine Plan Management task.	APPROVED	2021-08-26
6.0	CW0032	Class 2 Approved
Update of resource at 3.3 to include AT Item budget tool to find benchmark cost of assistive technology	APPROVED	2022-01-31
7.0	ED0024	Class 1 Approval
Link to new SOP - Include capacity building and training in self-management supports. Clarification when funding plan management.	APPROVED	2023-03-30
8.0	CW0032 IIW664	Class 2 Approval.
Updated to align with the early childhood age range change. Updates to support early childhood partners to plan for children aged 7 or 8.	APPROVED	2023-06-19

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