Description: In this topic, the user will learn about business rules and how to enable them. Business rules are a way to validate, per service code, specific requirements mandated by that particular service. Currently, business rules can be set for hourly service codes, client transportation, vendor service codes, and group service codes. There are many different hard-coded business rules in the system that can be enabled at the service code level to verify that punches meet organizational requirements. Some business rules contain parameters that allow the organization to input specific criteria for how the business rule should work. For a complete list of business rules, view the article Business Rule List.

Role Required: Super User

Permission Required: Funding Source Admin

Business Rule Details

Each business rule contains the following:

  • Business Rule Name - Name of business rule

  • Description - Details regarding the specific business rule

  • Enable - Check the box to enable the business rule. Deselect to disable.

  • Phase - The point in which the system is going to check for the business rule

  • Parameter - Integers or decimals specific to the functionality of the business rule

Phase Detail

Phase tells when the system will check for the business rule

  • Phase 1 - Occurs when the employee saves a punch in the web portal or at clock out in the mobile app

  • Phase 2 - Occurs between when a punch is saved and before it's available to be approved. The punch will become unvalidated.

  • Phase 3 - Occurs when a supervisor or employer approves the punch

When a Phase is Triggered

  • Phase 1 - If a punch fails a phase 1 business rule, the user will see an alert when saving or clocking out.

    • Depending on the organization's portal settings, the user may not be able to save their punch if it violates a business rule.

  • Phase 2 - If a punch fails a phase 2 business rule, it will either be rejected or moved to a pending status with a flag that it failed the business rule (depending on the parameter settings).

  • Phase 3 - If a punch fails a phase 3 business rule, the alert will occur at the time a supervisor or employer attempts to approve the punch.

    • The punch will either be approved with a warning, or it will be unable to be approved (depending on the parameter settings).

Parameter Setting

Parameters are integers or decimals specific to the functionality of the business rule. Not all business rules require parameters. Only business rules that require parameters will allow a user to enter text into the parameter field. Parameters fall into one of six categories outlined below.

  1. None
    1. When a business rule does not have a parameter, the field is grayed out.
    2. Select the enable checkbox then Save to enable the business rule
  2. Mode
    1. Only applies to authorization related business rules:
      1. Mode 1 - Hard stop, meaning the punch will be rejected or not able to be approved if it fails the business rule.
        1. When the system checks for this business rule, if the punch violates the rule, it will be rejected.
      2. Mode 2 - Soft stop, meaning the user and the punch approver will be notified, but the punch can still be saved and approved. In mode 2, anything punched over the limit is unbillable.
        1. When the system checks for this business rule, if the punch violates the rule, the system will provide an alert message for the user to acknowledge the violation before saving the punch.
    2. Only applies to Authorization Weekly Max Threshold Alert, Authorization Monthly Max Threshold Alert, and Authorization Remaining Balance Threshold Alert business rules:
      1. Parameter 1 - Percentage of threshold as an integer
      2. Parameter 2 – Mode 1 (displays warning to approver) or 2 (does not display warning to approver)

  3. Service Code ID - Service Code ID the system will use when rule is enabled. The IDs are located in the service code report.

    1. Access the report:
      1. Log in with personal profile
      2. Select Reportsfrom the main menu
      3. Select Settings Reportsfrom the sub menu
      4. Select Service Codes Reportfrom the flyout menu
      5. Use filters by entering the funding source then click Search
      6. Locate the service code and view Service Code ID in the third column
      7. Enter this ID into the parameter for the business rule being enabled
        1. An example of this is the Duplicate and Overlapping Employee Punch business rule. When a service code ID is entered in the parameter field, employee punches against this service code can overlap with punches against the service code in the parameter field. Enter one or two service codes. If more service codes should be specified, use the corresponding Service Code Group Business Rule.

  4. Service Code Group ID - Group ID the system will use when rule is enabled. The IDs are located in the service code group report.

    1. Access the report:
      1. Log in with personal profile
      2. Select Reportsfrom the main menu
      3. Select Settings Reportsfrom the sub menu
      4. Select Service Code Groups Reportfrom the flyout menu
      5. Use filters by entering the group name, or simply click Search
      6. Locate the service code group and view Group ID in the first column
      7. Enter this ID into the parameter for the business rule being enabled
        1. An example of this is the Duplicate and Overlapping Client Punch business rule. When a service code ID is entered in the parameter field, client punches made against this service code will be allowed to overlap with client punches made against any of the service codes from the GroupID listed in the parameter.

  5. Max# - This business rule will enable a max number that something can occur (e.g., max days)

    1. Enter an integer (whole number) that represents the maximum number of days allowed between date of service and date punch was created

  6. Max Hours - This business rule will enable a max number of hours for specific scenarios including:

    1. Day per employee per funding source
    2. Week per employee per funding source
    3. Week per employee per cost center
    4. Week per client per unrelated employee (FI Mode Only)
    5. Week per client per kinship employee (FI Mode Only)
    6. Week per client per live-in caregiver (FI Mode Only)

Enable Business Rules

  1. Log in with personal profile

  2. Select Settings from the main menu

  3. Select Funding Sources from the submenu

  4. Use filters to enter parameters and click Search

  5. Click anywhere in the selected funding source row to view the details page

  6. Scroll down and click the Service Codes tab

  7. Use filters to locate a specific service code

  8. Click anywhere in the service code row to view the details page

  9. Scroll down and click the Business Rules tab to display the business rule table

  10. Select a Business Rule to open the details page

  11. Click Actions

  12. Select Edit Business Rule from the drop-down menu

  13. Click the Enable Checkbox

  14. Enter Parameters (optional depending on business rule)

  15. Click Save

  16. Click Yes to confirm

The enable column on the business rule table will now be updated to Yes. This table shows all business rules and their status, as well as phase and parameter details.

*Please note: The Authorization Remaining Balance business rule for Group Services is hard coded to mode 1 (hard stop) and cannot be edited

View Business Rule Results

  1. Select the punch to review

    1. View the punch via the employee's profile, the client profile, or pending entries from the submenu.

  2. The punch details page will open

  3. Select the Business Rules tab on the punch details page to view the business rule name and result (i.e., pass)

Disable Business Rules

  1. Log in with personal profile

  2. Select Settings from the main menu

  3. Select Funding Sources from the sub menu

  4. Use filters to enter parameters and click Search

  5. Clink anywhere in the selected funding source row to view details page

  6. Scroll down and click the Service Code tab

  7. Use filters to locate a specific service code

  8. Click anywhere in the service code row to view details page

  9. Scroll down and click the Business Rules tab to display the business rule table

  10. Select a Business Rule to open the details page

  11. Click Actions

  12. Select Edit Business Rule

  13. Click the Enable Checkbox to deselect the check box

  14. Click Save

  15. Click Yes to confirm

Override Business Rules

*Please note: This is an instance-level setting and currently only available for the phase 1 business rule Timely Filing Employees Punch Entry. If enabled, it allows an override of this business rule failure via web portal punch entry and import.

Enable Business Rule Override

  1. Log in to DCI

  2. Select Settings from the main menu

  3. Select Funding Sources from the submenu

  4. Use filters to search for funding source and click Search

  5. Click anywhere in the funding source row to open

  6. Scroll down the page and select the Service Codes tab

  7. Click anywhere in the service code row to select it

  8. Scroll down and click the Business Rules tab to display the business rule table

  9. Select the Timely Filing Employees Punch Entry business rule to open the details page

  10. Click Actions

  11. Select Edit Business Rule from the drop-down menu

  12. Click the Enable checkbox

    1. The fields Allow Override and Parameter 1 are now editable

  13. Click the Allow Override checkbox

    1. When enabled, super users can override failure of this business rule.

    2. The radio buttons for the Require Note field are now available

  14. Select Yes or No on the Require Note field

    1. If Yes, super users are required to enter a note when overriding failure of this business rule.

  15. Enter Parameter 1

    1. Max # of days between punch creation and punch date of service

  16. Click Save

  17. Click Yes to confirm

Allow Override and Require Note settings are visible on the Business Rule tab on the Service Code Details page and are included in the Business Rules Settings Report.

Override via Web Portal Punch Entry

When a super user creates a punch from the Employee Details page, the Client Details page, or the Service Account Details page that violates the business rule, they receive an alert. If an override note is required, it includes a field for the user to enter the note.

When the Confirm button is clicked and the punch is added, the Events tab on the punch entry detail page records an event called “Business Rule Override." The Business Rules tab shows a Timely Filing Employees Punch Entry failure. If an Override Note was entered, it displays on the Notes tab.

Override via Import

  1. Use the Import Formats - Admin Guide article to enter the correct column headers on the top row of an Excel spreadsheet

    1. Complete the spreadsheet with relevant information to be imported

    2. Save the Excel file as a Text Tab Delimited (.txt) file

    3. Log in to DCI with the appropriate profile

    4. Click Import on the main menu

    5. Select Entries on the submenu

    6. Select Employee Entries from the flyout menu

    7. Click Actions

    8. Select Upload File from the drop-down

    9. Click the blue Upload tab delimited TXT file link

  2. Choose the prepared Text file and click Open to upload

    1. If the import file has incorrect or missing column headers, the user will see a red bar and an error message. The file will need to be corrected before it can be uploaded.

  3. Select the Override Business Rules checkbox

    1. The Override Note field becomes available

  4. Add an Override Note. If this is a required field, it must be entered to Save.

    1. Please note: All punches created by the import will have the same override note saved. The note is visible on the Punch Entry Details page on the Notes tab.

  5. Click Save

  6. A confirmation alert appears which includes the number of items to be imported along with a statement alerting users that the override will be applied for all entries in the file and cannot be undone.

  7. Click Yes to acknowledge

  8. Click OK to acknowledge that the import has started

    1. The import process will run in the background. If the Import Completed message template is enabled, the user may receive an email, text message (if mobile was verified), or both stating that the import was complete.

  9. Click on the Events tab to view the new event "Import was started with business rule override applied"

  10. Click on the Attachments tab to view the results file

  11. Locate the file name

  12. Click the download icon

  13. Open the downloaded .txt file to view results

    1. Status shows Success

    2. Import Reason shows the business rule failure with override enabled

The Events tab for the punch entry records the event called "Business Rule Override." Individual entries record a business rule failure event.