12 months to go! Creating your NDIS action plan Presented by Linda Hayes, Managing Director Corporate Synergies Australia Pty Ltd

Implementing NDIS - CSA Pty Ltd Workshop Objectives Review the NDIS process and Terms of Business Identify the effect on our business practices Assess our current position Identify what else we need to do – and what we CAN do within our resources Create our NDIS Readiness Checklist! Linda has over 25 years experience in business strategy and development across private, government and community sectors. More recently, Linda has been noted for her work in the Community sector, assisting organisations to transition business practices to those more sustainable under the emerging government funding models. Linda is a preferred business mentor and advisor to Bendigo Bank - Community Banking (NSW and QLD), professional contributor to NDS Qld, QCOSS and Better Boards Australasia, trainer with TDSA and CSDS, and in the past held advisor panel contracts with the Commonwealth Department of Social Services (Aged Care), and NSW Aboriginal Affairs.

12 months out… With only 12 months until our official rollout date, we are now in the last stage of internal preparation for the National Disability Insurance Scheme. Key learnings from roll out sites to date…. We under estimate the amount resources (people, time and tools!!) required to transition our client’s from their current funding to individual service agreements and financial transactions. We under estimate our own delay in processes due to a reliance on manual duplication of information. We under utilise the functions of our CRM systems, AND the time it takes to implement NEW CRM systems. We under estimate the benefits of compatible systems through the NDIS Claiming Process. We under estimate the volume of claims we are required to do to maintain our cashflow.

WHAT’S HAPPENING IN QLD? CSA© 2017 Implementing NDIS WHAT’S HAPPENING IN QLD? The latest stats

QLD participants… COAG Disability Reform Council Quarterly Report – 31 Mar 2017

QLD participants… COAG Disability Reform Council Quarterly Report – 31 Mar 2017

QLD Registered Providers to Date… COAG Disability Reform Council Quarterly Report – 31 Mar 2017 https://ndis.gov.au/about-us/information-publications-and-reports/quarterly-reports.html

Csa’S organisational health check Implementing NDIS Csa’S organisational health check The tactics

CSA© 2017 Health Check! Review the current status of the key business factors required for current and future service delivery under NDIS.

CSA© 2017

CSA’s NDIS Readiness Checklist

Implementing NDIS - CSA Pty Ltd 31st March 2017 Implementing NDIS - CSA Pty Ltd GOVERNANCE The rules…

Is your Board up to date with NDIS? Board must do’s Set and review the vision, mission and goals with input from executive management and key stakeholders Ensure statutory compliance – WH&S, ATO, NDIS Act, HSQF Set the tone: organisational culture, ethical behaviour Approve strategic plans, budgets, financial expenditures and contractual commitments Monitor and review service and business performance Appoint and manage the CEO and key executives Ensure all internal and external controls are working Approve delegations Approve risk management plans and strategies Ensure succession planning – Board and CEO Ensure the organisation is financially SOLVENT (cash flow vs unit costs!!)

NDIS Terms of Business for Registered Support Providers Compliance Business Practice & Service Delivery Service agreements Withdrawal or termination of services by the Registered Provider Insurance Identification as a NDIS Scheme provider and use of the NDIS logo Conflicts of Interest Actions to manage actual or perceived conflicts Provision of services Gifts, benefits and commissions Payments and Pricing Supported Disability Accommodation Maintenance, Records & Audit Maintaining records Provision of information Inspection of records Fraudulent claims Contact details Complaints Interpretation Specialist Disability Accommodation

HSQF Standards Governance & Management Service Access & Delivery CSA© 2017 HSQF Standards Governance & Management Governance Charter Policy 1 – CEO Delegated Authority Policy 2 – Strategic Management Policy 3 – Risk Management Policy 4 – Contracts & Financial Management Policy 5 – Information Management Policy 6 – Conflict of Interest Policy 7 – Business Practices Under NDIS Service Access & Delivery Policy 8 – Purpose of Service Policy 9 – Service Access and Agreements Policy 10 – Service Delivery Framework & Outcomes Policy 11 – Partnership & Collaborations Policy 12 – Management of Operations Policy 13 – Plan Management Policy 14 – Co-ordination of Supports Policy 15 – Stakeholder Reporting Individual Safety & Well-being Policy 16 – Management of Complaints and Appeals Policy 17 – WH&S Policy 18 – Discrimination, Harassment & Bullying Policy 19 – Termination of Services Sustainable Resource Management Policy 20 – Management of Human Resources Policy 21 – Management of Financial Resources Policy 22 – Management of Administrative Process Policy23 – Management of Capital Assets Policy 24 – Management of Information Technology

Implementing NDIS - CSA Pty Ltd FINANCE Unit Costs and Cash Flow

NDIA’s Reasonable Cost Model Importance of activity-based cost-centre accounting Generally NDIS funded supports are fixed unit prices and published in ndia’s price guide … these prices are calculated by NDIA using the “NDIA report on the methodology of the efficient price” (18 July 2014)

CSA© 2017 Know Your Unit Costs Do you know how YOUR costs match against NDIA’s prices for service delivery??

Know Your Operational Burn Rate CSA© 2017 Know Your Operational Burn Rate How long we can continue to operate without any income at all? Step One Calculate our Cash Position from our Balance Sheet Current Unrestricted Assets – Current Liabilities Step Two Calculate our Average Expenses from our P&L Total Annual Expenses / 12 months or 52 weeks Step Three Our Burn Rate is: Current Cash Position/Average Expenses

+ impact on the General Ledger General Ledger Account Codes for NDIS services revenues (NSCOA) Example – NDIS Item 09 011 - Assistance with self-care activities: weekday day e.g. 4-3500 General Ledger Organisational Activity Codes (using e.g. MYOB Category Code function) e.g. 106 Mobility assistance 108 Meals assistance General Ledger Client Codes (using e.g. MYOB Job Cost Code function) e.g. 407 Chris Brown Using National Standard Chart of Accounts

business practices Efficiencies in processes (no duplication!) CSA© 2017 Implementing NDIS business practices Efficiencies in processes (no duplication!)

CSA© 2017 The External Process

INTEGRATED SYSTEMS FRAMEWORK CSA © 2017 The Internal Process INTEGRATED SYSTEMS FRAMEWORK Client Management Client enquiry Client intake Client data Client notes Client service agreements Conflict of Interest Complaints Records management Service Delivery NDIA Service Booking Service scheduling Staff selection Staff recruitment Staff rostering Staff timesheets Staff activities against NDIA items (fraudulent claims) Financial Management Payroll General Ledger Creditors/Debtors (bad debt) Job/Activity based costing (by client) Client invoicing Budgeting and forecasting Asset Management Claims and and Reporting Myplace Portal interfacing Payment requests (Price Guide) Client and stakeholder reporting Internal controls External audit Policies, Procedures, Practices and Processes Operations & Services Administrative and Management

Implementing NDIS - CSA Pty Ltd SERVICE DELIVERY The essentials

How will our Service Delivery change under NDIS?? GROUP DISCUSSION! How will our Service Delivery change under NDIS??

Implementing NDIS - CSA Pty Ltd ARE YOU NDIS READY? Your Checklist

CSA © 2017 Implementing NDIS

Tips and Traps Know your services and service delivery model CSA © 2017 Implementing NDIS Tips and Traps Know your services and service delivery model Know your true unit costs of service delivery and cash flow restrictions Be prepared to invest in time and resources for client transition Be prepared to invest in time and training for ALL staff Forecast required hours, skills, resources and hidden costs to the organisation Have all policies and procedures up to date and implemented Ensure finance systems are ready to go and report at an individual level Be ready to make regular payment requests to ensure optimum cash flow And remember… the best plans come from the best preparation – by everyone!!

Any questions? linda.csa@bigpond.com 0411 303 635