VIA Odoo v17 - Product & Analytic Configuration Template
Date: December 16, 2024
Purpose: Complete configuration guide for Products, Analytic Plans, and Cost Center hierarchy
Status: 📋 Ready for Implementation
Table of Contents
- Analytic Plan Structure
- Analytic Account Hierarchy
- Product Configuration
- Service Products - Complete List
- Internal (Non-Billable) Products
- Project Auto-Creation Settings
- Timesheet Flow
- Reporting Capabilities
- Implementation Checklist
1. Analytic Plan Structure
Confirmation: ONE Analytic Plan Required
┌─────────────────────────────────────────────────────────────────┐
│ ANALYTIC PLAN │
│ ══════════════ │
│ │
│ Plan Name: "Cost Center" │
│ Code: CC │
│ Company: All Companies (VIA PA, VIA NJ) │
│ Description: Hierarchical cost center tracking │
│ CC1 (Department) → CC2 (Service) → CC3 (Person) │
│ │
└─────────────────────────────────────────────────────────────────┘
Why Only One Plan?
| Scenario | Number of Plans | Reason |
|---|---|---|
| Independent dimensions (Dept AND Region AND Project) | Multiple Plans | Each dimension tracked separately |
| Hierarchical structure (Dept → Service → Person) | ONE Plan | Parent-child relationships |
Your CC1 → CC2 → CC3 is hierarchical, therefore ONE plan.
Odoo Configuration Path
Settings → Accounting → Analytics → Analytic Plans
└── [Create] "Cost Center"
Name: Cost Center
Code: CC
Company: [Leave blank for multi-company]
2. Analytic Account Hierarchy
Complete Structure
ANALYTIC PLAN: Cost Center
═══════════════════════════════════════════════════════════════════════════════
CC1 LEVEL - DEPARTMENTS (Parent Accounts)
─────────────────────────────────────────
Code Name Company
────────────────────────────────────────────────────
1OLOB Other Lines of Business VIA PA
2HCBS Home and Community Based Service VIA PA
3PDS Person Directed Support VIA PA
4RES Licensed Residential VIA PA
5PC Program Coordinator VIA PA
6GA General Administration VIA PA
CC2 LEVEL - SERVICE + REGION (Child Accounts)
─────────────────────────────────────────────
Code Name Parent Site Code Payroll Code
──────────────────────────────────────────────────────────────────────
── Under 2HCBS ──────────────────────────────────────────────────────
30050064 SE Companion 2HCBS 0064 COMP
30050066 NE Companion 2HCBS 0066 COMP
30060053 SE Community Int 2HCBS 0053 CI
33000064 SE IHCS 1:1 2HCBS 0064 IHCS
33000066 NE IHCS 1:1 2HCBS 0066 IHCS
33010064 SE IHCS 1:1-E 2HCBS 0064 IHCS-E
33020064 SE IHCS-2 2HCBS 0064 IHCS-2
33030064 SE CPS 100% 1:1 2HCBS 0064 CPS
33030066 NE CPS 100% 1:1 2HCBS 0066 CPS
33040064 SE CPS 100% 1:1 L3-E 2HCBS 0064 CPS-E
── Under 3PDS ───────────────────────────────────────────────────────
30070062 SB SE 3PDS 0062 SB
30070063 SB NE 3PDS 0063 SB
30070065 SB CE 3PDS 0065 SB
30070067 SB WE 3PDS 0067 SB
33060062 HTTS SE 3PDS 0062 HTTS
33060063 HTTS NE 3PDS 0063 HTTS
33060065 HTTS CE 3PDS 0065 HTTS
33060067 HTTS WE 3PDS 0067 HTTS
── Under 4RES ───────────────────────────────────────────────────────
31110056 0056 GSCA 4RES 0056 LIC
31110058 0058 BBUT 4RES 0058 LIC
31110059 0059 MTER 4RES 0059 LIC
31110060 0060 JBRA 4RES 0060 LIC
31110070 0070 PPRI 4RES 0070 LIC
31110071 0071 DBRI 4RES 0071 LIC
31110072 0072 RBIL 4RES 0072 LIC
31110073 0073 ABRO 4RES 0073 LIC
31110074 0074 MSTA 4RES 0074 LIC
── Under 6GA ────────────────────────────────────────────────────────
32150003 Temple - SB Net 6GA 0003 ADMIN
32150004 OLOB Admin 6GA 0004 ADMIN
34040001 Auth Friends - Grant 6GA 0001 GRANT
34040002 Auth Friends - Match 6GA 0002 GRANT
CC3 LEVEL - PERSON SUPPORTED (Grandchild Accounts)
──────────────────────────────────────────────────
Code Name Parent CC2
──────────────────────────────────────────────────────────
GCAR960693 Glenn Carasiti 30050064 (SE COMP)
SALA545503 Sara Alam 30060053 (SE Comm Int)
ABRO658912 Aaron Brooks 33000064 (SE IHCS 1:1)
AFEL325004 Allan Feldman 33000064 (SE IHCS 1:1)
... ... ...
[Full list imported from Person Supported master data]
Odoo Configuration Path
Accounting → Configuration → Analytic Accounts
└── [Create] for each account
Plan: Cost Center
Name: [Account Name]
Code: [CC Code]
Parent: [Parent Account or blank for CC1]
Company: [VIA PA or VIA NJ]
3. Product Configuration
Product Template Fields
Each Odoo Product (Service) should have these fields configured:
┌─────────────────────────────────────────────────────────────────────────────┐
│ PRODUCT CONFIGURATION │
├─────────────────────────────────────────────────────────────────────────────┤
│ │
│ GENERAL TAB │
│ ───────────────────────────────────────────────────────────────────────── │
│ Product Name: [Region] [Service Description] │
│ Product Type: Service │
│ Invoicing Policy: Based on Timesheets │
│ Create on Order: Project & Task │
│ Service Tracking: Create a task in project │
│ │
│ SALES TAB │
│ ───────────────────────────────────────────────────────────────────────── │
│ Sales Price: [Medicaid Rate or Internal Rate] │
│ Unit of Measure: Hours │
│ │
│ ACCOUNTING TAB │
│ ───────────────────────────────────────────────────────────────────────── │
│ Income Account: [Revenue Account] │
│ Expense Account: [Cost Account] │
│ Analytic Distribution: │
│ Cost Center: [CC2 Code] = 100% │
│ │
│ CUSTOM FIELDS (via_crm module) │
│ ───────────────────────────────────────────────────────────────────────── │
│ x_cc1_department: [CC1 Code] │
│ x_cc2_service: [CC2 Code] │
│ x_medicaid_code: [Waiver Code - W1726, W7060, etc.] │
│ x_payroll_code: [Labor Code - COMP, IHCS, SB, etc.] │
│ x_site_code: [Region Code - 0064, 0066, etc.] │
│ x_is_billable: [Yes/No] │
│ x_is_medicaid: [Yes/No] │
│ │
└─────────────────────────────────────────────────────────────────────────────┘
Region Code Reference
| Site Code | Region | Description |
|---|---|---|
| 0062 | SE | Southeast (3PDS services) |
| 0063 | NE | Northeast (3PDS services) |
| 0064 | SE | Southeast (2HCBS services) |
| 0065 | CE | Central |
| 0066 | NE | Northeast (2HCBS services) |
| 0067 | WE | Western |
| 0053 | SE | Southeast (Community Integration) |
| 00XX | -- | Licensed Residential (person-specific) |
4. Service Products - Complete List
2HCBS - Home and Community Based Services
| Product Name | CC1 | CC2 | Medicaid Code | Payroll Code | Site Code | Billable |
|---|---|---|---|---|---|---|
| South East Region Community Integration | 2HCBS | 30060053 | 97537 | CI | 0053 | Yes |
| North East Region Companion Supports | 2HCBS | 30050066 | W1726 | COMP | 0066 | Yes |
| South East Region Companion Supports | 2HCBS | 30050064 | W1726 | COMP | 0064 | Yes |
| North East Region CPS | 2HCBS | 33030066 | W5996 | CPS | 0066 | Yes |
| South East Region CPS | 2HCBS | 33030064 | W5996 | CPS | 0064 | Yes |
| South East Region CPS-E | 2HCBS | 33040064 | W5997 | CPS-E | 0064 | Yes |
| North East Region In Home Supports | 2HCBS | 33000066 | W7060 | IHCS | 0066 | Yes |
| South East Region In Home Supports | 2HCBS | 33000064 | W7060 | IHCS | 0064 | Yes |
| South East Region In Home Enhanced Supports | 2HCBS | 33010064 | W7061 | IHCS-E | 0064 | Yes |
3PDS - Person Directed Support
| Product Name | CC1 | CC2 | Medicaid Code | Payroll Code | Site Code | Billable |
|---|---|---|---|---|---|---|
| South East Region Supports Brokering | 3PDS | 30070062 | W7096 | SB | 0062 | Yes |
| North East Region Supports Brokering | 3PDS | 30070063 | W7096 | SB | 0063 | Yes |
| Central Region Supports Brokering | 3PDS | 30070065 | W7096 | SB | 0065 | Yes |
| Western Region Supports Brokering | 3PDS | 30070067 | W7096 | SB | 0067 | Yes |
| South East Region Housing Transition and Tenancy | 3PDS | 33060062 | H0043 | HTTS | 0062 | Yes |
| North East Region Housing Transition and Tenancy | 3PDS | 33060063 | H0043 | HTTS | 0063 | Yes |
| Central Region Housing Transition and Tenancy | 3PDS | 33060065 | H0043 | HTTS | 0065 | Yes |
| Western Region Housing Transition and Tenancy | 3PDS | 33060067 | H0043 | HTTS | 0067 | Yes |
4RES - Licensed Residential
| Product Name | CC1 | CC2 | Medicaid Code | Licensed Res | Payroll Code | Site Code | Billable |
|---|---|---|---|---|---|---|---|
| Belinda's Licensed Residential Services | 4RES | 31110058 | W9000 | Butler, Belinda | LIC | 0058 | Yes |
| Bob's Licensed Residential Services | 4RES | 31110072 | W9000 | Billbrough, Robert | LIC | 0072 | Yes |
| Darlene's Licensed Residential Services | 4RES | 31110071 | W9000 | Briscoe, Darlene | LIC | 0071 | Yes |
| Gino's Licensed Residential Services | 4RES | 31110056 | W9000 | Scalzitti, Gino | LIC | 0056 | Yes |
| Jeb's Licensed Residential Services | 4RES | 31110060 | W9000 | Braddock, John | LIC | 0060 | Yes |
| Michele's Licensed Residential Services | 4RES | 31110059 | W9000 | Terenzi, Michele | LIC | 0059 | Yes |
| Pam's Licensed Residential Services | 4RES | 31110070 | W9000 | Price, Pamela | LIC | 0070 | Yes |
| Michael's Licensed Residential Services | 4RES | 31110074 | W9000 | Stango, Michael | LIC | 0074 | Yes |
5. Internal (Non-Billable) Products
Recommended Internal Products for VIA PA
These products capture employee time that cannot be billed to Medicaid but must be tracked for payroll and cost allocation.
| Product Name | CC1 | CC2 | Description | Payroll Code | Billable | Customer |
|---|---|---|---|---|---|---|
| VIA PA - Staff Training | 6GA | 34040010 | Mandatory and optional training | TRAIN | No | Values Into Action PA |
| VIA PA - Administrative Time | 6GA | 32150010 | General admin, meetings | ADMIN | No | Values Into Action PA |
| VIA PA - PTO | 6GA | 34040020 | Paid time off | PTO | No | Values Into Action PA |
| VIA PA - Sick Leave | 6GA | 34040021 | Sick time | SICK | No | Values Into Action PA |
| VIA PA - Holiday | 6GA | 34040022 | Holiday pay | HOL | No | Values Into Action PA |
| VIA PA - Travel (Non-Billable) | 6GA | 32150020 | Travel between sites | TRAVEL | No | Values Into Action PA |
| VIA PA - Supervision | 6GA | 32150030 | 1:1 supervision time | SUPER | No | Values Into Action PA |
| VIA PA - Documentation | 6GA | 32150040 | Service note completion | DOC | No | Values Into Action PA |
| VIA PA - On-Call | 6GA | 32150050 | On-call coverage | ONCALL | No | Values Into Action PA |
Recommended Internal Products for VIA NJ
| Product Name | CC1 | CC2 | Description | Payroll Code | Billable | Customer |
|---|---|---|---|---|---|---|
| VIA NJ - Staff Training | 6GA | 34040110 | Mandatory and optional training | TRAIN | No | Values Into Action NJ |
| VIA NJ - Administrative Time | 6GA | 32150110 | General admin, meetings | ADMIN | No | Values Into Action NJ |
| VIA NJ - PTO | 6GA | 34040120 | Paid time off | PTO | No | Values Into Action NJ |
| VIA NJ - Sick Leave | 6GA | 34040121 | Sick time | SICK | No | Values Into Action NJ |
| VIA NJ - Holiday | 6GA | 34040122 | Holiday pay | HOL | No | Values Into Action NJ |
Internal Product Configuration
┌─────────────────────────────────────────────────────────────────────────────┐
│ INTERNAL PRODUCT CONFIGURATION │
├─────────────────────────────────────────────────────────────────────────────┤
│ │
│ Product Name: VIA PA - Staff Training │
│ Product Type: Service │
│ Invoicing Policy: Based on Timesheets │
│ Create on Order: Project & Task │
│ │
│ Sales Price: $0.00 (or internal cost rate) │
│ Unit of Measure: Hours │
│ │
│ Analytic Distribution: │
│ Cost Center: 34040010 (Training) = 100% │
│ │
│ Custom Fields: │
│ x_cc1_department: 6GA │
│ x_cc2_service: 34040010 │
│ x_medicaid_code: [blank] │
│ x_payroll_code: TRAIN │
│ x_site_code: [blank or 0000] │
│ x_is_billable: No │
│ x_is_medicaid: No │
│ │
│ NOTE: Customer = "Values Into Action PA" (internal entity) │
│ This creates internal "sales" for cost tracking │
│ │
└─────────────────────────────────────────────────────────────────────────────┘
6. Project Auto-Creation Settings
How Product → Project → Task Works
SALE ORDER CREATED
│
├── Customer: Glenn Carasiti (Person Supported)
├── Product: South East Region Companion Supports
│
▼
PRODUCT TRIGGERS PROJECT CREATION
│
├── Project Name: "Glenn Carasiti - SE Companion"
│ (Auto-generated from Customer + Product)
│
├── Analytic Account: 30050064 (from Product)
│
├── Person Supported: Glenn Carasiti (CC3)
│
└── Default Task: "Clock In/Out"
│
└── Employees assigned to this task
can log timesheets
▼
TIMESHEET ENTRY
│
├── Employee: John Smith
├── Task: Clock In/Out
├── Hours: 4.5
│
└── AUTOMATICALLY INHERITS:
├── CC1: 2HCBS (from Product → Project)
├── CC2: 30050064 (from Product → Project)
└── CC3: GCAR960693 (from Project → Person Supported)
Product Service Tracking Settings
Product Form → Sales Tab → Service Tracking
┌─────────────────────────────────────────────────────────────────┐
│ Create on Order: [x] Project & Task │
│ │
│ Project: [Create new project per SO] │
│ OR │
│ [Use existing project template] │
│ │
│ Task: [Create task: "Clock In/Out"] │
│ │
│ Service Tracking: [x] Create a task in project │
│ │
│ Timesheet: [x] Timesheets on tasks │
└─────────────────────────────────────────────────────────────────┘
Project Template (Optional)
If using a template for consistent project setup:
Project Template: "Service Delivery Project"
├── Default Stages: Planning → Active → On Hold → Completed
├── Default Task: "Clock In/Out"
│ └── Timesheet enabled
├── Allow Timesheets: Yes
├── Analytic Account: [Inherited from Product]
└── Privacy: Portal users and internal users
7. Timesheet Flow
Complete Data Flow
┌─────────────────────────────────────────────────────────────────────────────┐
│ TIMESHEET DATA FLOW │
├─────────────────────────────────────────────────────────────────────────────┤
│ │
│ 1. SALE ORDER │
│ ─────────── │
│ Customer: Glenn Carasiti │
│ Product: SE Region Companion Supports │
│ └── Analytic: CC2 = 30050064 │
│ │
│ │ │
│ ▼ │
│ │
│ 2. PROJECT CREATED │
│ ──────────────── │
│ Name: Glenn Carasiti - SE Companion │
│ Analytic Account: 30050064 │
│ Person Supported (CC3): GCAR960693 │
│ └── Task: Clock In/Out │
│ │
│ │ │
│ ▼ │
│ │
│ 3. EMPLOYEE LOGS TIME │
│ ──────────────────── │
│ Employee: Sarah Johnson │
│ Project: Glenn Carasiti - SE Companion │
│ Task: Clock In/Out │
│ Date: 2024-12-16 │
│ Hours: 4.5 │
│ │
│ │ │
│ ▼ │
│ │
│ 4. TIMESHEET LINE (account.analytic.line) │
│ ────────────────────────────────────── │
│ ┌─────────────────────────────────────────────────────────────────┐ │
│ │ employee_id: Sarah Johnson │ │
│ │ project_id: Glenn Carasiti - SE Companion │ │
│ │ task_id: Clock In/Out │ │
│ │ date: 2024-12-16 │ │
│ │ unit_amount: 4.5 hours │ │
│ │ │ │
│ │ ANALYTIC DATA (auto-populated): │ │
│ │ ───────────────────────────────── │ │
│ │ analytic_account_id: 30050064 (CC2 - from Project) │ │
│ │ x_cc1: 2HCBS (derived from CC2 parent) │ │
│ │ x_cc3: GCAR960693 (from Project.person_supported) │ │
│ │ x_payroll_code: COMP (from Product) │ │
│ │ x_medicaid_code: W1726 (from Product) │ │
│ │ x_is_billable: Yes (from Product) │ │
│ └─────────────────────────────────────────────────────────────────┘ │
│ │
│ │ │
│ ▼ │
│ │
│ 5. AVAILABLE FOR: │
│ ──────────────── │
│ ✓ Invoicing (Medicaid billing via Therap integration) │
│ ✓ Payroll export (via Paylocity integration) │
│ ✓ Cost Center reporting (CC1, CC2, CC3) │
│ ✓ Budget vs Actual analysis │
│ ✓ Profitability by Person Supported │
│ │
└─────────────────────────────────────────────────────────────────────────────┘
Timesheet Entry Points
| Method | Use Case | CC Assignment |
|---|---|---|
| Timesheet App | Office staff, mobile | Select Project → CC auto-fills |
| Task Timer | Direct service staff | Start/stop on task → CC inherited |
| Kiosk Mode | Clock in/out station | Scan badge, select project → CC inherited |
| Planning Integration | Scheduled shifts | Plan → Actual → CC from planned slot |
8. Reporting Capabilities
Standard Reports Available
With ONE Analytic Plan (Cost Center) containing CC1 → CC2 → CC3:
Report 1: Department Summary (CC1)
Filter: Group by CC1
────────────────────────────────────────────────────────────────
Department Revenue Expenses Net Hours
────────────────────────────────────────────────────────────────
2HCBS $485,000 $412,000 $73,000 8,450
3PDS $320,000 $275,000 $45,000 5,890
4RES $180,000 $165,000 $15,000 3,200
6GA $0 $95,000 ($95,000) 1,850
────────────────────────────────────────────────────────────────
TOTAL $985,000 $947,000 $38,000 19,390
Report 2: Service Detail (CC2) within Department
Filter: CC1 = 2HCBS, Group by CC2
────────────────────────────────────────────────────────────────
Service Region Revenue Expenses Net Hours
────────────────────────────────────────────────────────────────
30050064 SE $125,000 $105,000 $20,000 2,150
30050066 NE $98,000 $82,000 $16,000 1,680
33000064 SE $145,000 $122,000 $23,000 2,490
33000066 NE $117,000 $103,000 $14,000 2,130
────────────────────────────────────────────────────────────────
TOTAL 2HCBS $485,000 $412,000 $73,000 8,450
Report 3: Person Supported Detail (CC3)
Filter: CC2 = 33000064 (SE IHCS 1:1), Group by CC3
────────────────────────────────────────────────────────────────
Person Code Revenue Expenses Hours
────────────────────────────────────────────────────────────────
Aaron Brooks ABRO658912 $18,500 $15,200 295
Allan Feldman AFEL325004 $22,100 $18,800 380
Darius Ruffin DRUF489708 $15,800 $13,400 265
...
────────────────────────────────────────────────────────────────
TOTAL SE IHCS 1:1 $145,000 $122,000 2,490
Report 4: Regional Comparison (Filter by Site Code)
Filter: Payroll Code = 'SB' (Supports Brokering)
Group by: Site Code
────────────────────────────────────────────────────────────────
Region Site Code Revenue Expenses Net Margin
────────────────────────────────────────────────────────────────
Southeast 0062 $95,000 $82,000 $13,000 13.7%
Northeast 0063 $78,000 $68,000 $10,000 12.8%
Central 0065 $85,000 $72,000 $13,000 15.3%
Western 0067 $62,000 $53,000 $9,000 14.5%
────────────────────────────────────────────────────────────────
TOTAL SB $320,000 $275,000 $45,000 14.1%
Report 5: Billable vs Non-Billable
Filter: Group by x_is_billable
────────────────────────────────────────────────────────────────
Type Hours % of Total Cost
────────────────────────────────────────────────────────────────
Billable 17,540 90.5% $852,000
Non-Billable 1,850 9.5% $95,000
────────────────────────────────────────────────────────────────
TOTAL 19,390 100% $947,000
Report 6: Budget vs Actual by CC2
Filter: Period = Q4 2024, Group by CC2
────────────────────────────────────────────────────────────────
Service Budget Actual Variance Var %
────────────────────────────────────────────────────────────────
30050064 $130,000 $125,000 $5,000 3.8% under
30050066 $95,000 $98,000 ($3,000) 3.2% over
33000064 $140,000 $145,000 ($5,000) 3.6% over
...
────────────────────────────────────────────────────────────────
Custom Report Queries
All Southeast Services:
domain = [('x_site_code', 'in', ['0062', '0064'])]
All Companion Services (any region):
domain = [('x_payroll_code', '=', 'COMP')]
All Medicaid W7060 services:
domain = [('x_medicaid_code', '=', 'W7060')]
Non-billable time for VIA PA:
domain = [
('x_is_billable', '=', False),
('company_id.name', '=', 'VIA PA')
]
9. Implementation Checklist
Phase 1: Analytic Structure Setup
- [ ] Create Analytic Plan
- [ ] Name: "Cost Center"
- [ ] Code: CC
-
[ ] Company: Multi-company (leave blank)
-
[ ] Create CC1 Accounts (Departments)
- [ ] 1OLOB - Other Lines of Business
- [ ] 2HCBS - Home and Community Based Service
- [ ] 3PDS - Person Directed Support
- [ ] 4RES - Licensed Residential
- [ ] 5PC - Program Coordinator
-
[ ] 6GA - General Administration
-
[ ] Create CC2 Accounts (Services)
- [ ] Import all from Services_Sold.csv
- [ ] Set parent = appropriate CC1
-
[ ] Verify ~50+ accounts created
-
[ ] Create CC3 Accounts (Persons Supported)
- [ ] Import from Person Supported master
- [ ] Set parent = appropriate CC2
- [ ] Verify 200+ accounts created
Phase 2: Product Configuration
- [ ] Add Custom Fields to Product Model
- [ ] x_cc1_department (Selection)
- [ ] x_cc2_service (Many2one to analytic.account)
- [ ] x_medicaid_code (Char)
- [ ] x_payroll_code (Char)
- [ ] x_site_code (Char)
- [ ] x_is_billable (Boolean)
-
[ ] x_is_medicaid (Boolean)
-
[ ] Create Billable Products
- [ ] All 2HCBS services (9 products)
- [ ] All 3PDS services (8 products)
- [ ] All 4RES services (8 products)
-
[ ] Configure analytic distribution on each
-
[ ] Create Non-Billable Products
- [ ] VIA PA internal products (9 products)
- [ ] VIA NJ internal products (5 products)
- [ ] Configure analytic distribution on each
Phase 3: Project Setup
- [ ] Configure Project Settings
- [ ] Enable Timesheets on Projects
- [ ] Enable Analytic Accounting
-
[ ] Configure project creation from Sales
-
[ ] Create Project Template (Optional)
- [ ] Default stages
- [ ] Default task: "Clock In/Out"
-
[ ] Timesheet settings
-
[ ] Test Product → Project Flow
- [ ] Create test sale order
- [ ] Verify project created with correct CC2
- [ ] Verify task created
- [ ] Log test timesheet
- [ ] Verify CC inheritance
Phase 4: Reporting Setup
- [ ] Configure Standard Reports
- [ ] Analytic Account Report by CC1
- [ ] Analytic Account Report by CC2
-
[ ] Timesheet Analysis by Project
-
[ ] Create Custom Reports
- [ ] Regional summary (filter by site code)
- [ ] Billable vs Non-billable
-
[ ] Person Supported profitability
-
[ ] Test All Report Scenarios
- [ ] Department rollup
- [ ] Service drill-down
- [ ] Person detail
- [ ] Regional comparison
- [ ] Budget vs Actual
Phase 5: Integration
- [ ] Paylocity Integration
- [ ] Map Payroll Codes to Paylocity
- [ ] Test timesheet export
-
[ ] Verify labor code assignment
-
[ ] Therap Integration
- [ ] Map services to Therap billing codes
- [ ] Test billing data flow
- [ ] Verify Medicaid code assignment
Appendix A: Analytic Account Import Template
CSV Format for Bulk Import
name,code,plan_id/id,parent_id/id,company_id/id
"Other Lines of Business","1OLOB","analytic_plan_cost_center","","via_pa"
"Home and Community Based Service","2HCBS","analytic_plan_cost_center","","via_pa"
"Person Directed Support","3PDS","analytic_plan_cost_center","","via_pa"
"Licensed Residential","4RES","analytic_plan_cost_center","","via_pa"
"Program Coordinator","5PC","analytic_plan_cost_center","","via_pa"
"General Administration","6GA","analytic_plan_cost_center","","via_pa"
"SE Companion","30050064","analytic_plan_cost_center","analytic_2hcbs","via_pa"
"NE Companion","30050066","analytic_plan_cost_center","analytic_2hcbs","via_pa"
...
Appendix B: Product Import Template
CSV Format for Bulk Import
name,type,service_tracking,invoice_policy,x_cc1_department,x_cc2_service,x_medicaid_code,x_payroll_code,x_site_code,x_is_billable
"South East Region Companion Supports","service","task_in_project","timesheet","2HCBS","30050064","W1726","COMP","0064",True
"North East Region Companion Supports","service","task_in_project","timesheet","2HCBS","30050066","W1726","COMP","0066",True
"South East Region In Home Supports","service","task_in_project","timesheet","2HCBS","33000064","W7060","IHCS","0064",True
...
Appendix C: Quick Reference
CC2 Code Structure
XXXXXYYY
│││││└┴┴── Region/Site Code (YYY)
└┴┴┴┴───── Invoice Account (XXXXX)
Examples:
30050064 = Invoice 30050 + Site 064 (SE Companion)
33060067 = Invoice 33060 + Site 067 (WE HTTS)
31110058 = Invoice 31110 + Site 058 (Licensed Res)
Region Code Mapping
Southeast: 0062 (3PDS), 0064 (2HCBS), 0053 (CI)
Northeast: 0063 (3PDS), 0066 (2HCBS)
Central: 0065
Western: 0067
Licensed: Person-specific codes (0056, 0058, etc.)
Payroll Code Mapping
COMP = Companion Services
CI = Community Integration
IHCS = In-Home & Community Supports
IHCS-E = In-Home Enhanced
CPS = Community Participation Supports
CPS-E = CPS Enhanced
SB = Supports Brokering
HTTS = Housing Transition/Tenancy
LIC = Licensed Residential
ADMIN = Administrative
TRAIN = Training
PTO = Paid Time Off
Document Version: 1.0
Last Updated: December 16, 2024
Author: VIA Implementation Team
Summary
ONE Analytic Plan: "Cost Center"
Contains THREE Levels of Hierarchy:
- CC1 - Department (6 accounts)
- CC2 - Service+Region (50+ accounts)
- CC3 - Person Supported (200+ accounts)
ALL Products Must Have:
- CC2 assigned via Analytic Distribution
- Custom fields for Medicaid, Payroll, Site codes
- Billable flag
Result:
- ✅ Maintain existing report structure
- ✅ Add drill-down flexibility
- ✅ Single source of truth for cost tracking
- ✅ Automated flow from Sale → Project → Timesheet → Reports