Mapping your evidence to the NDIS Practice Standards

Each Practice Standard collects evidence from the records your teams create every day, and you rate it, assign an owner, record gaps and log reviews. This tutorial shows how to assess a standard, see and add evidence, and set up rules that link evidence automatically.

Before you begin

• The Assess standards permission (compliance.standards.assess) to rate, set owners and record gaps.
• To link a record by hand you need Link evidence (compliance.evidence.link); to add evidence rules you need permission to configure compliance settings.

Assess a standard

1. Go to Quality → Practice Standards and select the standard’s row. The drawer opens with the standard’s outcome at the top.
2. Choose the Rating: Met, Partially met, Gap, Not assessed or Not applicable. It saves straight away and a message confirms the new rating.
3. Choose the Owner: the person responsible for keeping the standard met. It saves straight away.
4. Set Review due and add Notes about how you meet the standard, then select Save assessment.
5. When you have checked the standard again, select Log a review. The review is logged and the review date is reset.

You can also change the rating straight from the Self-assessment column of the table.

Record a gap and raise an action

1. In the drawer, scroll to Gaps and actions.
2. Under New gap, describe what is missing (at least 3 characters).
3. Choose the gap’s Owner and a Due date (today or later), then select Record gap.
4. Next to the gap, select Add action to raise it on the continuous improvement register. The button changes to Improvement action, which opens Quality → Continuous improvement.

See the evidence for a standard

1. In the drawer, scroll to Evidence. The heading shows how many current records are linked.
2. Read the badges, which count evidence by kind (for example incidents, training records, policies, notes and forms).
3. Select a record in the list to open it. Records outside your access show Not visible to you.
4. Check the Indicators list for each indicator’s rating and evidence count.

Records are linked automatically as work happens: incidents, training records, policies, notes and forms carry the standards they evidence. For example, staff acknowledgements of a policy count as evidence for Human resource management.

Link one record by hand

1. Open the incident (from Quality → Incidents) or the complaint (from Quality → Complaints and feedback).
2. Select Add as evidence.
3. Choose the Practice Standard. Standards are grouped by module and shown as code and title.
4. Add a Note about what this record shows, then select Link. You see Linked as evidence.

Link records automatically with an evidence rule

1. On Quality → Practice Standards, scroll to the Audits and evidence card and open the Evidence rules tab.
2. Enter a New rule name (at least 3 characters), for example Closed incidents.
3. Choose the Records type, for example Incident, Policy version, Training record or Form submission.
4. Optionally enter When (event, optional), for example incident.closed, so only records at that point are linked.
5. Enter the Standard code, for example core.4, then select Add rule.
6. Select Run now on the rule to link existing records as well as new ones. Use the Active toggle to pause a rule.

Tips

• Standards flagged thin in the Evidence column are the ones an auditor is most likely to question. Start there.
• Give every standard an owner. The Owner filter then gives each manager their own list.

If something goes wrong

Record gap stays greyed out

Fill in all three: a description of at least 3 characters, an Owner and a Due date.

Add as evidence isn’t on the incident page

You need the Link evidence permission and the Compliance hub must be on for your organisation.

Add rule stays greyed out

Enter a rule name of at least 3 characters and a Standard code. Codes are shown under each standard’s title in the table.