Lumary DC - This article provides definitions for key terms as they relate to Lumary products and services.
From our system to Salesforce to the range of funding sources, there are a lot of Luma-words to remember! This glossary provides explanations about what they mean when they're used in and around the Lumary system.
A | B | C | E | H | L | P | R | S | T | U | V | W
An account is a type of Salesforce record that stores information about businesses and groups that interact with your organisation. In Lumary, this includes agencies, clinics and education settings.
Household accounts are used to store information about clients and the people involved in their care, such as family members and healthcare providers.
Under the NDIS, activity based transport refers to the transportation of a participant to or from a funded service as part of the provision of that service. This is available for several community activities and selected capacity building activities.
If the participant approves, providers can claim for labour and/or non-labour costs associated with activity based transport.
In Lumary, ad hoc services are services delivered without a service agreement. They are often used for consumables or over-the-counter purchases. Users cannot include services marked as ad hoc in service agreements.
Availability templates contain patterns of weeks, days, and start and end times that can be applied to set availability. They can be selected on a worker's record when adding a contact availability template.
Base rosters are templates that can be used to set up shift and appointment sessions that make up typical rostering requirements. They speed up the rostering process by enabling the pre-filling of frequently used session types, activities, ratios, workers and clients.
Find out more about creating a base roster.
Case notes can be added throughout the Lumary system to provide further information about things like a client's progress or what happened during an appointment.
Client appointment (CAP) records store information about a client’s attendance at a session. They're usually populated from other parts of the system.
A contact is a type of Salesforce record that stores information about individuals that interact with your business and clients. In Lumary, this includes your clients and workers, but can also include other people involved in client care, such as healthcare providers and family members.
Contact availability templates can be used to link a worker's record to an availability template. This will use the availability template to show on rosters the days and times the worker is available to be rostered.
Contact tags link client and worker records to tags. The tags can then be used to match a worker's skills to a client's requirements.
A customisation is a deviation from the baseline Lumary package, either by a third-party developer or the Lumary team. While the Salesforce platform provides a great deal of flexibility to adapt our product to your specific circumstances, it’s important to be aware that this can cause issues when we make improvements to the system.
Find out more about avoiding issues with Salesforce configuration and settings.
When an organisation is contacted with a request for information about their services, the system can be used to capture the details. This is stored in an enquiry (ENQ) record.
If the person that the enquiry is about becomes a client, their enquiry record can also be used to generate their client record.
An extract (EXT) retrieves data from relevant records and puts it into a file format for submission to a funding body to claim funds or fulfil reporting requirements. Extracts can also be used to share information with financial packages like MYOB or Xero.
Extracts use service delivered (SD) records to create extract items (EXIs). Lumary includes extracts tailored to the requirements of specific funding bodies, including the NDIA and DSS. These include the information required for a claim or report to be processed and comply with the funding body's requirements.
In Lumary, client records are often organised under household accounts. The household includes the client's record, as well as the records for other people involved in their care, such as healthcare providers and family members.
Under the NDIS, there are labour costs that can be claimed for travel and transport. They refer to the cost required to compensate the worker for their time spent travelling to and from a participant, or their time spent transporting the participant.
In Lumary DC, the live schedule is the Scheduling roster and appears under the Scheduling tab. It shows a calendar of all shift and appointment sessions that have been:
- published from a rostering period, or
- added directly to the Scheduling roster.
The Scheduling roster is used to manage the final phase of the rostering process. Shifts and sessions on this roster can be set to Rostered and then started and completed.
Find out more about the Scheduling (or live) roster.
Lumary DC Settings is where system administrators can apply and adjust settings that affect all users of the Lumary DC application. Settings include:
- general information about your company
- information for setting up integrations
- default presets for things like service agreements and summary PDFs
- options to enable or disable specific features, and
- information for setting up functionality for things like the mobile experience and specific funding sources.
The NDIA uses the term participant to describe a person living with disability who receives supports from the NDIS. In Lumary, participants and their information are stored in client records.
Permission sets are used to refine the level of access provided to different groups of users. They provide more flexibility than profiles and can be used to give users access to the parts of the system they need without being overwhelmed by functionality that they don't use.
The term production environment is used to describe the version of Lumary DC and Salesforce that contains your live data. It’s where you usually log in to use the system to work with your client’s data, schedule your workers and/or manage claims for funding and payment.
While test data can be used in a production environment, it’s important to take care as this can affect the accuracy of reporting and may cause other unexpected results.
A production environment may also be referred to as a live environment or org, or a production org.
Roster periods (or operational rosters) are cloned from a base roster to cover a specific rostering period. They can be used to:
- add workers and clients
- add, remove or modify draft shifts and appointments
- identify appointments that violate rostering rules, and
- estimate award interpretation and the total cost of a roster.
Once a roster period is ready, it can be published to the Scheduling (or live) roster.
Find out more about roster periods.
Rules contain the logic used to support features that include things like:
- checking for rostering violations, and
- calculating scores to match workers to clients and appointments.
Rule engines combine rule engine EUs for:
- rostering, and
- matching.
Rostering rule engines are used to run validation checks to identify rostering issues.
Matching rule engines are used to calculate the overall suitability score for matching workers to clients and appointments.
A rule engine EU (extraction unit) links a rule to a rule engine.
For rule engines used to match workers, this is where a weight can be set to determine what amount a rule will contribute to an overall score.
Rule engine EUs used to validate roster periods cannot be grouped with rule engine EUs used to match workers.
A sandbox is a testing environment that does not use or affect the live data in your production environment. Lumary uses sandboxes to provide access to releases for testing prior to updating production environments. They can also be used for training staff or to trial business processes without risking an impact on your live data.
A sandbox environment may also be referred to as a user acceptance testing (UAT) environment or org, or a sandbox org.
A service agreement is a contract between a client and a provider that outlines the costs and expectations of both sides. They are a key part of the Lumary system.
In Lumary DC, service agreements:
- capture all of the key information required to form an agreement for different funding types
- can be used to track the allocation of funds for an individual client or a group of clients, and
- include steps for generating quotes and capturing a client's acceptance of the terms.
Lumary DC service agreements can be used for NDIS, individual grant, block or other types of funding.
Tags help match clients and workers. They capture skills, attributes, preferences and care requirements.
There are two types of tags:
- requiring tags, which capture things like client preferences or requirements, and
- resolving tags, which capture things like worker attributes, certifications or training.
Requiring tags can be set up with resolving tags in the Tag Manager.
Tag joins are pairings of requiring tags with resolving tags. They are used to match things like client preferences and care requirements to worker attributes and skills.
Transport involves a worker accompanying a client on a community outing and/or transporting a client from their home to the community.
Transport is sometimes confused with travel but is distinctly different, particularly in relation to NDIS funding.
Under the NDIS, providers can claim for transport costs if an NDIS participant has transport funding included in their plan, or if the service agreement outlines the expected transport costs, any additional contributions and how these costs will be paid.
Travel refers to the movement of a worker between appointments. This can include travelling to, from or between appointments.
Under the NDIS, there are restrictions to the time that can be claimed for provider travel. Providers can usually only claim the time a worker spends travelling to an appointment to deliver supports. There are some exceptions that allow providers to charge for return travel.
User acceptance testing (UAT) environment is another way of describing a sandbox.
A violation is an issue that is detected during a roster validation. Violations can include conflicting appointments, blocklist conflicts, worker unavailability and unassigned appointments. Schedulers can review a list of violations to resolve them before publishing a roster period.
Find out more about validating a roster period.
A worker appointment (WAP) record captures information about a worker's attendance at an appointment. This can include information recorded by the worker from the Lumary mobile experience, such as:
- actual start and end date and time
- cancellation reason, date and time
- session activities, and
- travel and transport.
Worker assignment (WAS) records capture information about a worker's employment to support award interpretation. They're also referenced when validating rosters and matching workers to clients and appointments. Information captured includes the worker's type of employment, an indicative base pay rate and the date range covered by the assignment.