The Lumary DC 1.1 release includes improvements for client management, rostering, setting availability and leave, and the mobile experience.
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Available: 13 August 2024
This release includes improvements for client management, rostering, setting availability and leave, and the mobile experience.
Client management improvements include:
- support for managing multiple processes and a new process template item field
- streamlined alerts
- separate toggles for filtering in-progress and confirmed submissions
- a new Cost Segment field on the site record
- updates to incident and feedback recording, and
- improved service agreement efficiency.
Rostering improvements include:
- increased shift template flexibility
- more reliable syncing of public holidays
- redeployment handling for cancellations, and
- a new Scheduling Dashboard for viewing and managing appointment sessions.
Availability and leave improvements include:
Mobile experience improvements include:
- an option for support workers to leave comments at the end of a session
- an updated interface for workers to view scheduling requests, and
- enhanced error messaging to help investigate issues.
The release also includes several bug fixes and other changes.
We’ve also included updates to permission sets and permission set groups.
Multiple process management and the Task Name field
You can now add and manage one or more processes against a client or worker at any time. This update allows for greater flexibility and better organisation of tasks, making it easier to handle complex scenarios with multiple ongoing processes.
Additionally, we've added the Task Name field onto the Process Template Item when the task type is Subtask / Action Item.
Streamlined alerts
We've improved the alerts functionality for client risks. Users can now use the Alert Summary field to add additional details to alerts.
We’ve also streamlined the way alerts are shown for the following records:
- personal support plans
- legal information, and
- client contact.
Filter in-progress and confirmed submissions
The proposed house roster previously featured the single Show All Active Submissions toggle, which displayed all in-flight submissions and confirmed submissions associated with the same proposed house/site.
The toggle on the proposed house roster has now been split into two separate toggles. To access them, simply click on the filter icon.
- The Show Live House Roster toggle shows the new submission within the context of the live house roster, which shows confirmed submissions.
- The Show In-Progress Submissions toggle shows the new submission along with all in-flight submissions linked to the same proposed house/site.
By toggling both options, users can view both in-flight submissions and confirmed submissions simultaneously.
The budget and proposed cost of the roster displayed on the proposed house adjusts to reflect selections made using the toggles.
Cost segment on site record
This release also includes additional permissions and layout updates to enable cost code setup around a site location. We’ve added a new Cost Segment field, which is available on the site's record page. This field is for capturing the segment within the cost code that collectively forms the relevant cost code for the site's financial reporting.
Incident management and feedback
We've made several changes to improve the recording of information in the incident management and feedback forms. These changes are aimed at improving efficiency by:
- reducing the need to re-enter information when navigating back to earlier screens
- highlighting errors earlier and more clearly, and
- providing more accurate character counts and better information retention in large text-entry fields.
Users can now also capture whether a restrictive practice was used during an incident.
We've also made the Incident Occurred During the Provision of Service under which Funding Program field optional. This is so that users who do not have access to this information can submit incidents.
Radio buttons
The buttons we used previously were unable to retain selections. We've replaced them with radio buttons so that values are stored when the user navigates away from the current screen by clicking the Next or Previous buttons.
This change has been made to questions that capture information like whether:
- the user is providing incident or feedback information
- the time recorded is actual or estimated, and
- a restrictive practice was used.
Multiple screens
We've separated the questions into multiple screens. This is partly due to the extra space taken up by the vertical radio buttons.
These changes have also improved the visibility of data validation alerts. Now that values can be retained for the radio button selections, users will immediately be able to see fields that have been missed or have errors.
Rich text fields
We've made improvements to the rich text fields. These include:
- A more accurate character count. The previous counts included hidden HTML tags in the calculation, which made it difficult to gauge how many characters were available. For example, setting text to bold or changing the text size added many more characters to the count.
- Storing the text entered into the field when the user clicks on the Next button. Users should note that this currently only occurs when clicking Next. If you click the Previous button first, text entered into these fields will not be stored.
Feedback capture
We've also fixed some issues that affected options when the user attempted to capture feedback.
When a user added an invalid phone number, the previous form structure meant that it was unclear what error they had made. It also removed other information that they'd already added as the feedback record was not saved. With our improvements, the user is:
- prevented from moving away from the affected screen, and
- prompted to enter a valid phone number, which requires a 10 digit number without any spaces or special characters.
Information added to the What action you would like taken / preferred outcome? field is now stored on the feedback record.
Service agreement efficiency
To improve efficiency, we've made improvements to the way service agreements handle changes. Users no longer need to refresh the page:
- to make line items editable when cancelling a quote, or
- to recalculate Total Allocation and Remaining Balance amounts when deleting a category that has an allocation amount.
We've also improved the handling of negotiated rates on service agreement line items. If the rate's GST Code does not incur GST, the Negotiated Rate GST Amount automatically populates as zero. This requires the GST code's GST percentage to be set to 0.
Shift template flexibility
We’ve introduced flexibility within shift templates to now capture afternoon sessions for Saturday and Sunday. The Saturday and Sunday Afternoon fields are available when:
- creating or editing a shift template, and
- using the Roster from Template functionality on a base roster.
As part of this change, we've updated the Saturday and Sunday Day fields to Saturday and Sunday Morning.
Sync public holidays
We now automatically sync the public holiday for a payee's assignment from our payroll module to the related worker contact of our rostering module. This ensures that the public holidays displayed in the calendars for a particular worker align to the public holidays related to their assignment (typically paid at a higher rate).
Redeployment handling for cancellations
We've added the ability to ensure that workers are paid for sessions that were cancelled due to client reasons. When cancelling a session due to a client, which would result in the entire session being cancelled, roster planners now have the option to capture which workers will be redeployed to a replacement session.
- If a worker is marked to be redeployed, no action will occur as the worker is expected to be assigned to a replacement session. The time for the cancelled session will not be passed onto their timesheet, as the time for their replacement session when completed will be used instead.
- If a worker is not marked to be redeployed, then the time for the cancelled session will be passed onto their timesheet to ensure the worker is paid for the scheduled time of the now cancelled session.
Additionally, roster planners now have visibility on the worker appointment record to view the Worker Redeployed field to easily determine which workers were redeployed from a session due to a cancellation.
Scheduling Dashboard
We've introduced a new Scheduling Dashboard that allows users to efficiently view, manage, and fill any sessions that require attention. This includes sessions that are missing workers, clients or planned services.
The dashboard prioritises sessions based on the urgency of high needs and the proximity to the session time. Sessions can also be filtered by:
- timeframe (today, next 2 days, next week or next 2 weeks)
- site
- session type, and
- high intensity needs.
For each displayed session a roster planner can easily view further details of the session by opening it in a new browser tab. To streamline resolving these sessions, the Modify Workers and Modify Clients & Services options can accessed directly from the dashboard.
The Scheduling Dashboard is currently in its initial phase of development and requires configuration of Permission Sets to be enabled. We'll continue to improve this feature in upcoming releases.
Simplified availability creation
When creating a new availability from the Availability list view, users will now be prompted to select whether to add availability for a worker or an asset. When adding availability directly from a worker or asset record page, the respective lookup field will automatically be displayed, simplifying the process.
Leave comments at the end of a session (mobile)
Upon ending a session, support workers are now able to include a comment (limited to 225 characters) to provide the approver or manager more context and insight into the reasons behind why something has occurred concerning their clock in and out times.
This helps reduce the amount of time and effort required to follow up when there are discrepancies in the times recorded for a support worker.
Updated scheduling request view (mobile)
The interface for viewing scheduling requests on mobile has been updated to ensure it displays correctly and includes the location, providing a smoother and more visually appealing experience when managing sessions and availability on the go. We've also made further updates to ensure that only valid scheduling requests appear to the support worker. There is now a batch job that will expire scheduling requests that are no longer valid. This could be due to:
- the session being completed
- a worker being assigned directly to a session (rather than a request accepted), or
- the session being deleted.
Enhanced error messaging (mobile)
The Lumary mobile experience now provides clearer error messages with additional details of the error when there are issues with ending:
- travel to
- travel from, or
- transport.
This will make it easier and faster for users and Lumary to identify and resolve the issue.
Bug fixes and other changes
The following bug fixes and changes are also included in this release:
- Bulk invoicing - The Bulk Invoice Run extract now groups invoices according to the Invoice Grouping Logic setting.
- Alerts - When a client risk is deleted, the corresponding alert record is now also deleted.
- My Day View - The View Drafts and View Appointments links now take users to the correct pages.
- Sessions - Service delivered (SD) records are now generated when completing sessions scheduled on the first or last date of service agreement items.
House roster fixes:
- A data error issue has been resolved and will no longer prevent attempts to view the proposed house roster or live house roster. To avoid this issue in submission details, we’ve introduced Start Time, End Time and Ratio as mandatory fields.
- Proposed worker appointments are now visible when using the Modify Session right-click action on the proposed house roster.
SIL submission improvements:
- When sending a finalised agreement from a SIL submission using Download and Send via Email, the service agreement is now attached to the email.
- When funding management is NDIA, the option to send via email will now use the client’s email address.
- Generating NDIS and tenancy service agreements now checks that service agreement records have been created for both agreements before attempting to generate the documents.
Permission sets
We’ve made updates to field 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 - AR Management | Site | Cost Segment | Read |
| Lumary DC - Risk Management | Client Risk | Alert Summary | Read, Edit |
| Lumary DC - Site Management | Site | Cost Segment | Read, Edit |
| Lumary DC - Support Worker Interfaces | Worker Appointment | Finalised End Date | Read, Edit |
| Finalised Start Date | Read, Edit | ||
| Worker Assignment | (object-level permission) | Read |
Permission set groups
We’ve made updates to permission sets included in the permission set groups shown in the following table. If you have custom or cloned permission set groups that include these permission sets, we recommend that you add them.
These changes are to support award interpretation functionality for providers that have award interpretation enabled.
| Permission set group | Added permission sets |
|---|---|
| Lumary DC - Payroll Officer | 2cloudnine Bulk Data Creation Field Access Only |
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