IINSIGHT version 6.7.3 adds the ability to push new Service Contract rate changes to your Plan/Programs automatically and includes the following elements:
Scheduling a rate to update your Plan/Programs
When scheduling a new rate on Activities/Items in your Service Contract(s), a new check box is now available to select to "Update:
If left DISABLED (as in the image above), the new rate will be applied to you Service Contract "Standard list" billings only, and any rates set on your Plan/Programs and Plan/Program Templates will remain unchanged.
If ENABLED (as in the image above), then this new rate will be updated on any existing Plan/Programs (within the criteria outlined further below), as well as your Plan/Program Templates.
When enabled, a Export linked plans button is also provided at the bottom of the window:
Clicking on this will provide an excel document report in your Downloaded Reports area containing all the plans that will be updated with this rate change (at the time of export):
IMPORTANT:
All changes to Plan/Program rates will occur once daily at approx. 01:00am on the date of the scheduled rate.
Should a current or historical date be entered when creating a new rate, the changes will apply immediately to your Service Contract "Standard list" billing, but Plan/Program rates will not update until the time outlined above (so you will not see the changes on these until the following day). |
Existing Plan/Program rate updates
If a Plan/Programs date range is within, or scheduled after, the new rate change then any affected Activity/Item line items will be updated (historical / finished plans will have no change applied).
So that an accurate log of actions billed at the old vs new rate is maintained, any Activity/Item line items that have the rate updated in the Plan/Program will be split into 2 rows.
The 1st row will outlined how much has been billed at the "old" rate, and have the Finish date of the line item updated.
While the 2nd row will outline the "new" rate, and the Start date of the line item will be the date of the rate change.
For Monetary based plans the original monetary budget will be prioritised.
Please Note: this may mean on Service Based plans that the original duration / qty set for the line item will be changed to keep within the total at the new rate(s). |
For Time based plans, the original duration budget will be prioritised.
Please Note: this may mean on Service Based plans that the monetary value for the plan increases or decreases based on the new rate(s). |
Plan/Program Template rate updates
For Plan/Program Templates the rate of the Activity/Item will be updated directly with no line items duplicated.
Plan/Program rate update logs
When a new Rate is scheduled a System Log is created outlining the user and date selected for the rate to change:
In addition to the existing information on the rate change, whether or not the Plan/Programs were selected to be updated will now also be included in these logs.
When a Plan/Program rate is updated, a Case Log entry is created under the "System" user for each line item of the Plan/Program that has the rate changed:
The details of this log will contain the name of the Activity/Item updated, the Plan ID and what the rate was changed from / to:
Changes to Billing dropdown Plan options for expired Activity/Items
Changes to the Plan/Program Billing dropdown options have been made in the New Billing Window so that only rate changed Activity/Items within an active date range are shown to the user to select.
This works in conjunction with the new rate update, as well as existing Plan/Program Activity/Items, so that erroneous billing actions are no longer displayed to the user in this area if the start date has not yet been reached, or the finish date has been exceeded.
For example, if a Plan/Program was created where an "INA Report" was to be allowed during the 1st week of June, But "Case Management Time" could be entered any time in the month:
A user attempting to enter a new billing on the 15/06/2023 would only be given the option for "Case Management Time" (the Activity/Items that are "active" and within the date range).