The Lumary DC 1.3 release includes improvements for client management, rostering, award interpretation, availability and leave, and the mobile experience.
Follow this section to get a notification when we add new release notes.
Available: 9 October 2024
This release includes improvements for client management, rostering, award interpretation, availability and leave, and the mobile experience.
Client management:
Rostering:
- 4 week rostering period
- contracted hours visibility
- calendar options to view more or fewer days
- appointment duration visibility
- send work offer options
- scheduling request approval notification
- modifying session times error prevention
- include workers who don't have user accounts on rosters, and
- supported accommodation client rostering.
Award interpretation:
Availability and leave:
Mobile experience:
- user interface redesign, including upcoming sessions, leave, scheduling requests, unavailability and timesheets, and
- alert and support plan visibility, and case note readability.
The release also includes several bug fixes and other changes.
We’ve also included updates to permission sets and permission set groups.
Client management
Restrictive practices and behaviours of concern
We’ve made improvements to the features that capture restrictive practices and behaviours of concern. We’ve also improved the way that these features work together.
These improvements mean that:
- users can now link a restrictive practice record to a behaviour of concern record, using the Behaviour of Concern search field. This replaces the Related Behaviour of Concern drop-down list field.
- creating a restrictive practice from a behaviour of concern record will automatically link the restrictive practice to the behaviour of concern’s personal support plan. The Personal Support Plan field can be left blank and the link will be formed when the restrictive practice record is saved, and
- the Personal Support Plan field can now be used to link to general support plans or external plans.
On the behaviour of concern record:
- the Restrictive Practice list has replaced the Prescribed Restrictive Practice list, and
- users can search for and link to different types of personal support plans from the Personal Support Plan field. This includes positive behaviour support plans, restrictive practices, general support plans and external plans.
Rates handling
We've improved some of the ways the system handles rates:
- Non-NDIS rates can now be edited when the start date of the rate is later than the start date of service agreements that use the rate.
- When using the Service Delivery Entry screen to create or edit service delivered (SD) records, services without a rate will not be available for selection.
Rostering
4 week rostering period
Rosters can now be set up for 4 week rostering periods. By selecting 4 Weekly when creating a base roster, roster planners can now create rosters that span 4 weeks. As with weekly and fortnightly rosters, this enables 4 weekly management of:
- roster periods
- proposed house rosters, and
- house rosters.
For house rosters and proposed house rosters, it also means that the 4 week time span can be used to:
- calculate budgets, including individual support budgets and shared support budgets, and
- calculate the proposed cost of a roster, covering individual support costs and shared support costs.
Contracted hours visibility
We’ve made significant improvements to the logic and display of rostered vs contracted hours on calendars. These improvements give roster planners an accurate understanding of employees’ rostered hours to help them make informed rostering decisions. This means that:
- contracted hours can be captured on an assignment weekly (up to 4 individual weeks) and fortnightly (up to 2 fortnights) to provide flexibility with different work patterns
- rostered hours include approved leave and exclude unpaid breaks and sleepover time, and
- on a roster period, the filter to display unpublished sessions will also be added to the rostered hours calculation.
We've also updated the contracted hours violation rule to consider rostered hours under or over the contracted hours to be flagged as a violation. Previously set to a tolerance of 50%, this is now a configurable setting.
Calendar options to view more or fewer days
Calendar views can now be changed to show a different number of days at a time. This allows the roster planner to focus on a specific time frame. Depending on the days viewed, different rostered hours vs contracted hour periods for the workers may be displayed.
User can select the following views:
- Daily
- 2 Days
- 5 Days
- Weekly, and
- Fortnightly.
Appointment duration visibility
Users can now see the duration of sessions and worker appointments at a glance. A clock icon and the duration now shows on appointments on:
- the Scheduling roster
- base rosters
- roster period, and
- house and proposed house rosters.
It also appears on the popup screens that appear when:
- creating a new appointment, group or shift session, and
- modifying a worker using the right-click action.
Send work offer options
Sending work offers is now quicker and includes matching to make sure the right worker gets the right session.
On the Scheduling roster, roster planners can right click on a session that requires a worker and select the Send Offer option. This means scheduling requests can now be sent without navigating away from the calendar.
There is currently a limitation in this feature when offering a session with multiple worker appointments. We’ll resolve this in a future release.
From the Send Offer popup screen, users can now also run the matching engine. This enables roster planners to find the most appropriate workers to offer a session. It uses the same matching that's available when modifying workers from the right-click option.
Scheduling request approval notification
A new push notification now provides confirmation to workers that they’ve been allocated a session. It includes details about:
- the date and time of the session, and
- the session location.
Clicking on the notification will take the user to the session record.
Modifying session times error prevention
Rosterers will now be prevented from changing session times to a date earlier than the start date of any of the assigned workers.
When users select Modify Session Time from the right-click calendar option, they can change the session's date. However, if the change is for a date earlier than the start date of any of the assigned workers:
- a warning message will show, and
- they will be unable to save the change.
Include a worker who doesn't have a user account on a roster
We’ve added the ability to roster workers who do not have a user account, which means they are unable to log into Lumary. This allows roster planners to roster workers like back office employee onto sessions. The worker’s appointment will need to be completed manually on their behalf for the session to be completed.
Supported accommodation client rostering
To reduce the occurrence of incorrect clients being rostered onto supported accommodation sessions, we've introduced a restriction so that only clients who live at the accommodation site can be selected. When rostering a session at a site that has a location type of supported accommodation, the only clients available for selection will be those:
- related to the site by their primary site, or
- with an associated site record.
Award interpretation
User Set Up Console improvements
To improve the User Set Up Console, we’ve:
- added a field for capturing the Payroll Id for customers who use an external payroll system
- updated information text to clarify that a password reset email is not sent out and will require a manual password reset for the user to access Lumary, and
- hidden fields that are irrelevant for an employee assignment type.
Worker appointment re-processing
We’ve introduced a simple way to mark worker appointments for re-processing into timesheets. A Mark for Reprocessing button will appear on the worker appointment (WAP) record when an appointment can be re-processed. This enables users to quickly and easily mark worker appointments for re-processing.
Worker appointments will automatically be marked for re-processing when some session activity types related to the appointment are changed.
Either option will add a tick to the Reprocess Appointment checkbox. Worker appointments marked for re-processing will be included in the next processing batch.
Availability and leave
Availability type setting
We’ve improved the way users set availability types by:
- applying the correct corresponding default setting to the Availability Type field when a user creates a new availability or unavailability, and
- requiring support workers to specify whether they’re creating an availability or unavailability when doing this in the mobile experience.
Mobile experience
User interface redesign
We’ve made significant layout and navigation changes to improve the mobile experience.
Lumary Mobile Home
Starting with the Lumary Mobile Home screen, users can quickly get to key features and information. From here, they can click through to:
- My Upcoming Sessions
- My Leave
- My Scheduling Requests
- My Unavailability, and
- My Timesheets.
My Upcoming Sessions
The My Upcoming Sessions screen lists the worker’s appointments for the current week.
Appointments are grouped under expandable headings as:
- Upcoming
- Completed, and
- Cancelled.
To navigate to different dates, users can:
- use the left and right arrows at the top of the screen, or
- tap on the calendar icon and select a specific date.
The calendar shows a dot on days where the worker has an appointment.
My Leave
The My Leave screen shows a list of the worker’s leave records, including the:
- dates
- times, and
- status.
Users can tap on the square button with the plus (+) icon to request leave.
My Scheduling Requests
Users can find work offers on the My Scheduling Requests screen. They can use the filters to show offers that are:
- pending
- accepted, or
- declined.
They can tap on the tick or cross button to provide a prompt response to an offer.
My Unavailability
The My Unavailability screen works like the My Leave screen. It lists the worker’s unavailability records, including the:
- dates
- times, and
- status.
Users can tap on the square button with the plus (+) icon to add a new unavailability record..
My Timesheet
From the My Timesheet screen, users can view a summary of:
- their previously worked appointments, and
- the start and end times that were captured.
Alert and support plan visibility, and case note readability
Alerts and support plans now have improved visibility in the mobile experience:
- alerts now include links on record names when they’re included on an alert, and
- the appearance and level of detail of personal support plan and legal information record alerts has been aligned to the appearance of other alert types for consistency.
The case note Description field has been removed from the Case Notes (Client) list to improve the readability of the list.
Bug fixes and other changes
The following bug fixes and changes are also included in this release:
- Award interpretation - The creation of timesheet items is no longer restricted by a date handling issue in payee allowance records.
- User Set Up Console - We’ve resolved an issue where assignment rates were not being created for the newly created assignment.
- Service agreements - When creating a line item and clicking on the Save and Add Centre Capital Cost button, the Start and End Date fields on the centre capital cost service agreement item screen are pre-filled instead of blank.
Rostering fixes:
- We’ve fixed an issue where sessions with a cancelled worker appointment and a replacement were not being marked as completed. This had meant SD records were not generating, which impacted billing.
- All calendars now display worker appointment time instead of the overall session time to reduce confusion.
- The end time of an appointment matching the start time of the following appointment no longer leads to conflicts.
- We’ve resolved a permission-related issue with shift templates for capturing afternoon sessions for Saturday and Sunday. Find out more in the permission set updates section.
- Negotiated rates are now considered when calculating overclaim checks during creation of new individual or group sessions.
Availability and leave fixes:
- When approving availability leave requests, the Start Date field now shows before the End Date field.
- For leave requests, the period of time of an overnight shift that falls into the next day is now being considered when estimating leave hours.
- If workers request leave and have overlapping sessions on different base rosters, the matching time periods will no longer be counted multiple times when estimating leave hours.
Mobile experience fixes:
- Transport non-labour costs are no longer incorrectly recorded as travel non-labour costs, which was causing charges to the wrong service item.
- The Support Updates page no longer shows overlapping text when there is a long assessment type.
- Clicking on the Review button on the Support Updates page no longer shows a blank page. It now shows a summary of the assessment, and users can add a declaration or create a clone using the Add Declaration and Clone buttons.
Permissions
Permission sets
We’ve made updates to field and object level permissions on the permission sets shown in the following table. If you have custom or cloned permission sets that include these objects, we recommend that you add these permissions.
| Permission set | Object | Field | Permission |
|---|---|---|---|
| Lumary DC - Incident Capture and Management | Restrictive Practice | Behaviour of Concern | Read, Edit |
| Restrictive Practices Audit | Behaviour of Concern | Read, Edit | |
| Lumary DC - Behaviour Episode Capture | Behaviour of Concern | Personal Support Plan | Read |
| Lumary DC - Behaviour Management | Behaviour of Concern | Personal Support Plan | Read, Edit |
| Lumary DC - Plan/Assessment Declaration | Personal Support Plan | All fields | Read |
| (object level access) | Read | ||
| Contact | (object level access) | Read | |
| Lumary DC - Roster Management | Shift Template | Saturday Afternoon Start Time | Read, Edit |
| Saturday Afternoon End Time | Read, Edit | ||
| Saturday Afternoon Session Type | Read, Edit | ||
| Include Saturday Afternoon? | Read, Edit | ||
| Sunday Afternoon Start Time | Read, Edit | ||
| Sunday Afternoon End Time | Read, Edit | ||
| Sunday Afternoon Session Type | Read, Edit | ||
| Include Sunday Afternoon? | Read, Edit | ||
|
Lumary DC - Session Management
|
Shift Template | Saturday Afternoon Start Time | Read, Edit |
| Saturday Afternoon End Time | Read, Edit | ||
| Saturday Afternoon Session Type | Read, Edit | ||
| Include Saturday Afternoon? | Read, Edit | ||
| Sunday Afternoon Start Time | Read, Edit | ||
| Sunday Afternoon End Time | Read, Edit | ||
| Sunday Afternoon Session Type | Read, Edit | ||
| Include Sunday Afternoon? | Read, Edit | ||
| Lumary DC - Leave & Work Offer Receipt Management | Leave Type | Leave Type Name | Read |
| Leave Notice (Days) | Read | ||
| Leave Notice Warning Message | Read | ||
| (object level access) | Read | ||
| Roster | Budget | Read | |
| Created By | Read | ||
| Is Active | Read | ||
| Last Modified By | Read | ||
| Migration Id | Read | ||
| Owner | Read | ||
| Roster Frequency | Read | ||
| Roster Name | Read | ||
| Site | Read | ||
| Start Date | Read | ||
| (object level access) | Read |
Permission set groups
We’ve added a permission set to the permission set group shown in the following table. If you have custom or cloned permission set groups that match this group, we recommend that you add it too.
| Permission set group | Added permission sets |
|---|---|
| Lumary DC - Award Interpreter | Lumary DC - Items to Approve |
Follow us to get update notifications
If you'd like to receive email alerts when new release notes are added to this section:
- Go to the Lumary DC releases section.
- Click on the Follow button.
- Select New Articles.
A message will appear confirming that you are now following this section. The system will send you an unstyled version of new or updated pages. You can cancel these notifications at any time by clicking on Unfollow.
Users can only follow sections on Lumary's Help Centre, rather than individual articles. This means you'll get email notifications whenever a new article is published in this section, or when an article is republished.