Compare what is rostered against what each participant's NDIS plan funds, so you can change the roster before a budget runs out or goes unused. Funding is tracked in dollars by support category, with rostered (not yet delivered) supports counted against it.
Before you begin
- Your role can view budgets (funding.budgets.view), for example Rostering coordinator, Operations manager or Finance.
- Each participant has a current NDIS plan with budgets entered.
See utilisation across all participants
- Go to People → NDIS plans and budgets.
- Read the tiles at the top: NDIS funding under management (with spent and rostered amounts), Forecast unspent at plan end, Budgets forecast to overspend and Plans ending in 90 days.
- Stay on the Utilisation tab to see Utilisation by support category: spent, rostered and remaining for each category.
- Open All budgets for every budget line with Allocated, Spent, Rostered and Forecast at end.
People → NDIS plans and budgets on the Utilisation tab with the four tiles and the category chart
Check one participant’s forecast against the roster
- Select the Burn-down and forecast tab and choose the participant in Choose a participant.
- Read the chart: actual remaining balance to today, the forecast to plan end on the current run rate and an even-pace line for reference.
- Look for Roster exceeds budget or Forecast overspend on a budget line: it means rostered shifts already cost more than is left.
- Use Roster what-if to try more or fewer hours per week and see the forecast change straight away.
- Select Ask rostering to apply to send the change to rostering for approval, or Reset to clear it.
Act on overspend and under-use alerts
- Open the Overspend alerts tab. A budget appears when spent and rostered pass 85%, or the forecast shows an overspend.
- Select Notify on an alert to tell the coordinators about it.
- Use Adjust roster to go to the roster and change upcoming shifts.
- Check the pace badge on each line: Ahead of plan, On track or Under-using.
Report on it
- Go to Insights → Report library and open Budgets for spend against budgets by support category as at today, with budgets at risk.
- Open Utilisation for delivered against rostered hours by team, home or day (this report is about staffing, not funding).
- Export or schedule either report as described in Exporting reports to Excel, CSV and PDF.
Tips
- Budgets reset each plan: unspent funds do not roll over, so watch Under-using as closely as overspend.
- Shifts rostered but not yet delivered count as committed, so the forecast moves as soon as you change the roster.
If something goes wrong
A participant is missing from the page
Only participants with an active, on-hold or intake status and a plan end date are listed. Add the plan dates on their record.
No alert yet for a budget that looks at risk
Alerts are raised when the forecast is recalculated. Check again after the next recalculation, or use Notify from the forecast.