A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

A PDF version of the glossary is available here for download.

A

Acceptance criteria - A prioritized list of criteria that the final product(s) must meet before the
customer will accept them.

Action log - A central log of all the project’s actions (extracted from meeting minutes)

Admission, discharge and transfer system (ADT) - records admissions to, discharges from and transfers within a hospital, and maintains the hospital census.

Adult day programs (ADP) - Day programs that enable people to meet other people and enjoy recreational activities away from their home. There is a fee for this service.

Attendance types - Attendance types absenteeism or non-working time such as Sick Time, Leave of Absence, etc. Can be configured to be exported to payroll.

B

Billing batch - A collection of funder/department combinations with assigned billing periods. Usually represents a billing month.

Billing code - A property of a billing record. Often used to support billing or accounts receivable exports, where the target system requires specific codes to be passed with the billing events.

Billing period - A date range assigned to a particular funder/department combination, which is subsequently calculated to create billing records.

Billing rates table - See Billing Table.

Billing record - Billing records store billing information for a selected type of service. Billing records belong to a billing table.

Billing service type - Used by schedulers and timekeepers to select a specific type of service and thereby automatically select associated billing information (e.g. codes, rates, etc.).
This code is used so that schedulers are not required to remember and assign cryptic billing codes to visits – instead they simply define the type of service that is being provided.
This code can also be matched with a pay service type as a means to automatically select the appropriate pay rate.

Billing table - Billing tables store billing records. Billing tables are department-specific and can be assigned to one or more funders within a given department. This provides customers with the opportunity to maintain a standard billing table for multiple funde, or to define funder-specific tables in cases where the rates or types of service for selected funders are different from the standard. MMS Term: Services & Supply Table

Business case - The reason for undertaking the project, stating the expected outcomes,
benefits, costs and risks. It is owned by the project executive.

C

Canceled visit - A visit that has been canceled (usually by the client) and did not actually take place.

Case coordinators (CC) - Health care professionals who work with home care clients and their families to assess and meet care needs.

Change management - An organized, systemic application of the knowledge, tools and resources of change that provide organizations with a key process to achieve their business strategy. By identifying the patterns and structures of change, and predicting potential issues and problems, organizations can mitigate risks and minimize problems.

Checkpoint report - A periodic report by project team members (or team managers)
specifying the status of the products or work-packages assigned to them.

Client - The person or entity that receives service that is provided by the agency and is delivered by the employee. MMS Term: Patient

Client charge - A fee charged to the client for services rendered. Often subject to a client charge rule, such as $/day or $/visit. This amount is paid by the client before any charges are billed to the source funder, and are deducted from the amount billed to the source funder. A client charge may be referred to by some funders as “deductibles” (e.g. insurance companies).

Client Registry (CR) - A single directory or “white pages” in each province or territory that contains current patient health identification numbers, demographic information (name, address, health insurance card number) as well as historic demographic information (maiden name, former addresses).

Client status manager - The Procura module that is designed to manage client statuses for one or more departments.

Client-specific funder - A client-specific funder is set up in Procura to record billing data for client funding sources where the charges are billed to different entities for each client. Billing address information is set up independently for each client order.

Closed period adjustments - Closed period adjustments are changes that are made to timekeeping visit records after the period has been closed. Such changes are only possible through the use of Procura’s closed period adjustment (CPA) module, which is an enhancement to the standard timekeeping module interface. Note that the CPA module is only available for use with selected billing, accounts receivable and payroll export formats.

Closed period records - Closed period records are Procura timekeeping records that belong (i.e. are dated) within Procura timekeeping periods that have been closed. That is, these records belong to periods that are dated prior to the current period. Closed period records can be accessed via the CPA module (late timeslip) enhancement. Unverified records from closed periods can be corrected, adjusted, verified and submitted for payroll (and billing). Verified records from closed periods can be adjusted but cannot be submitted. Note that the CPA module is only available for use with selected billing, accounts receivable and payroll export formats.

Closed timekeeping records - See closed period records.

Configuration item - An item that is under change control and therefore recorded in the
product checklist.

Configuration item record - A record of the information required about a product’s status (links to PDs, RFCs, issues, owners, version numbers, etc.)

Cost centre - A property of the Procura pay record that is used for the purposes of exporting data to third-party payroll applications. This field is most often used to export data to a specific payroll “department” or “expense centre.”

CPA - See closed period adjustments.

CQE - Customer’s quality expectations.

Current period records - Current period records are Procura timekeeping records that belong (i.e. are dated) within the currently open timekeeping period (i.e. the period that is being exported to payroll).

Customer - The agency, organization or corporation that has purchased and implemented Procura.

D

Daily fee - See client charge.

Daily log - A central log of team members activities, facilitating progress reporting.

Data centre - A facility used to house computer systems and associated components including controls and security.

Data migration - The process of transferring data. For this project, out of the MSSP system and into the Procura system.

Default pay records - Default pay records represent the type of pay that an employee normally gets paid, although this type of pay can be overridden.
Also called the base pay rate.

Deliverables - See products.

Department - A high-level Procura entity that allows for the organization of multiple business areas within a common database. Most Procura tables are department-specific, meaning that different values can be defined for each department.

Detailed billing record - The calculated billing charge that represents one service event, one expense or one tax charge.

Direct service nurses (DSN) - Nursing health care professionals who provide direct nursing care in a home care client’s residence.

Direct service workers - Often used to cluster or group the roles of home care staff who work directly in a client’s home – includes home support workers, home care attendants and home care/direct service nurses.

Discharged - A Procura status that is used to record the process whereby a client is removed from actively receiving service. Often associated with a status reason that describes the reason for discharge. Many agencies use the discharge status for clients that may return to service (e.g. clients who are not deceased).

Double time - Time that is paid at a double rate. Double time is usually paid after the employee exceeds a cap on overtime. Double time may be represented as “double the rate” or as a calculation of 2X the regular hours. Many labour rules may result in the calculation of double time. Some service types are not counted when determining overtime. Some employees may be exempt from overtime pay.

E

Employee - A field employee who may have their service plan scheduled in Procura. Employees usually deliver service to the client.

Employee - A field employee – usually employed by the agency – who provides service (delivers visits) to clients.

Employee category - Used by Procura to identify an employee’s category or classification (e.g. RN full time, etc.). Employee categories are associated with labour rules that are used by Procura to assist with the management of work assignments and overtime.
MMS Term: this is a combination of discipline and status.

Employee status manager - The Procura module that is designed to manage employee statuses for one or more departments.

Elderly persons housing (EPH) - This describes a community congregate housing option where a group of seniors resides together. The housing complex may or may not provide additional services such as laundry or meals.

Exception plan - This is a plan that often follows an exception report to show the revised
plan to complete the stage within the revised constraints agreed by the project board.

Exception report - A report that describes an exception, providing an analysis of why the exception occurred, what the impact is and what options there are to address the exception. It is presented by the project manager to the project board.

Expense record - A pay record that is used to pay an employee’s expenses.

Expenses - Expenses are passed from Procura as separate records. Specialized pay record codes are applied to expense records. MMS Term: supplies.

Export - A method or procedure, usually initiated within a source system, that extracts data from the source system under predefined conditions in a format that is readable by a target system.

Extra billing - A fee charged to the client for services rendered. This charged is in addition to the charge billed to the source funder and is not deducted from the charge billed to the source funder.

F

Funder - For billable services, a funder represents the funding source,or category of funding sources who pay for client services. For internally budgeted services, a funder often represents the program that has authorized services. Funders are linked to a client’s file as orders.
MMS Term: program.

G

Governance structure - As it relates to the PHCS project, a governance structure will provide an appropriate escalation mechanism to assist regional health authorities (RHAs) with the delivery of objectives and any future adjustments/requirements. In this way, if an RHA wants to see a system modification, there is a process and structure through which this request is made.

H

Health care aide - A home care attendant that has been certified through training with an approved learning institution.

Help desk - An information and assistance resource that troubleshoots problems with computers and applications. Procura and Manitoba eHealth will have a help desk support structure in place before regions are live with the scheduling system.

Highlight report - A periodic report from the project manager to the project board describing
the status of the stage.

Home care attendants – Direct service workers who help clients with mobility such as walking, transferring to and from a wheelchair and with personal care such as bathing, dressing and toileting.

Home support worker (HSW) - Direct service workers who help clients with activities such as meals, light housekeeping and laundry.

Host server environment - This consists of physical servers located at Manitoba eHealth data centres that run the application and databases.

I

Interface - A method or piece of equipment for interconnecting units or systems that may not be directly compatible.

IP address - Internet protocol address. A numeric address that identifies the station to other TCP/IP devices on the network.

Issue log - A central log of all project issues, requests for change and off-specifications. The status of each entry on the log is also included.

L

Labour rules - The rules that control whether an employee is paid regular time, overtime, double time and/or shift premiums.

Lessons learned log - A central repository to capture lessons in-flight to facilitate the production of the lessons learned report at the end of each stage and at the end of the project.

Live-in - A type of service where an employee stays with a client for one or more days. Each day is represented as a visit in Procura.

M

Mileage - Mileage is passed from Procura as separate records. Specialized pay record codes are applied to mileage records. There may be more than one service type used to categorize different types of mileage (e.g. price per km, price per Mile).

Mileage record - A mileage record that is used to pay for employee mileage.

Manitoba Support Services Payroll (MSSP) - Manitoba Health and Healthy Living. This is the legacy system currently used to pay home care employees.

O

Off-specification - Something that should be provided by the project, but currently is not (or
is forecast not to be) provided. This might be a missing product or a product not meeting its specification.

Open timekeeping records - See current period records.

Order rule - A rule defining the restrictions attached to an order such as maximum hours (or visits or dollars) per month.

Order/episode - Orders are set up in Procura to represent an account for a specific client and funding source (funder). Procura bills the order for service based upon the assignment of that order to visits or through the application of rules or client charges.
Procura’s orders provide home health-care agencies with the ability to bill for services to multiple funding sources on behalf of a client (e.g. private billing, insurance company billing). Through Orders, Procura therefore allows users to maintain one single client record while distributing billing to multiple funding sources.

Other expense - The other expense mechanism is a new feature that is designed to support the entry of other payroll items against a selected timekeeping visit record (e.g. overtime, etc.). This option was added to the Peoplesoft payroll export and is currently only available for users of the Peoplesoft export.

Overtime - Time that is paid at an overtime premium. May be represented as rate-and-a-half or as a calculation of 1.5X the regular hours. Many labour rules may result in the calculation of overtime. Some service types are not counted when determining overtime. Some employees may be exempt from overtime pay.

P

PRINCE2 (P2)- Projects in Controlled Environments. PRINCE2 is a project management method. It covers the management, control and organization of a project.

Pay code - A property of a pay record. Often used to support payroll exports, where the target system requires specific codes to be passed with the payroll events.

Pay level - Represents a category of pay increments or steps. An employee can have one pay level defined for her/him per department. This makes the pay records that belong to the pay level available for selection for the employee. In general, a service type can be represented only once (in a pay record) for a given pay level (although this rule can be overridden in some cases).

Pay override - Pay overrides occur in situations where an employee provides a type of service that is different than their default pay rate. Procura has the capability of applying pay overrides by using pay record selection logic, which is a Procura mechanism that is designed to compare billing service types to corresponding pay service types. Automatic pay overrides are also applied for situations where an employee works on a statutory holiday.

Pay rate code - A property of a pay record. Often used to support payroll exports, where the target system requires specific codes to be passed with the payroll events.

Pay rate value - Part of a pay rate code, identifies actual rate value. This value may be zero if it is to be maintained in the payroll application.

Pay record - The Procura data element that represents all payroll coding structures that are necessary for a given service type for a given employee pay level.

Pay service type - Used by schedulers and timekeepers to select a specific type of service and thereby automatically select associated pay rate information. This code is used so that schedulers are not required to remember and assign cryptic payroll codes to visits, instead they simply define the type of service that is being provided. This code can also be matched with a billing service type as a means to automatically select the pay record.

Pay table - Stores pay records for one or more pay levels. Must be validated for labour agreements.

Pay type - Procura-defined reference that identifies the type of pay: regular, expense, mileage.

Pay unit - The pay unit identifies how a pay rate value will be applied for a given visit. Procura supports two pay unit types.

Paycode - A code that may be passed from Procura to a payroll application. How this code is used by the payroll application is dependent on the payroll application itself. In other words, the Procura paycode is used differently by different payroll applications depending on the mapping requirements that are defined during the interface analysis process. For a given pay record, a different paycode may be used for both regular and holiday rates structures. In addition, the same paycodes may be applied to multiple pay records.

Product Breakdown Structure (PBS) - A hierarchy of all the products to be produced by the project.

Personal care home (PCH) - Personal care home is an option when an individual needs 24-hour nursing care due to significant physical or mental deterioration. Personal care homes are designed for individuals who can no longer safely remain at home or in a supportive housing environment.

Per diem - See client charge. Corresponds to the cost per day client charge rule.

Per unit pay - Per unit pay is the equivalent of hourly pay. Per unit pay is defined within the Procura pay record, which is subsequently assigned to a visit.

Per visit pay - Per visit pay is payment of a flat rate against a visit. Per visit pay is defined within the Procura pay record, which is subsequently assigned to a visit.

Period, export period - The date range of visits (e.g. bill/pay information) for a specific date range that is being exported.

Position - A property of the pay record, often used to support the export of employee or pay information to a third-party payroll application.

Program evaluation and review technique (PERT) - PERT is a method to analyze the involved tasks in completing a given project, especially the time needed to complete each task, and identifying the minimum time needed to complete the total project.

Project initiation document (PID) - A logical document that brings together the key information needed to start a project on a sound basis and to convey that information to all concerned with the project.

Predefined funder - A predefined funder is a single funding source that has agreed to pay for multiple clients’ service (i.e. government billings). MMS Term: program and payer that are the same (ie: Medicare).

Premium - An added pay amount that is applied to shifts according to predefined rules. Usually expressed as an increase of $n against the standard $ per hour or $ per visit rate. Examples of premiums include: weekend premiums, evening premiums, difficult shift premiums.

Procura - The name of the vendor and/or system supplied by Procura, whose legal name is Develus Systems Inc., incorporated pursuant to the laws of British Columbia with an office located at: 2nd Floor, 623 Discovery Street, Victoria, British Columbia, Canada V8T 5G4.

Product checklist - A list of the project’s products, who owns them, when they are due to be
produced and their current status.

Product description (PD) - A description of a product’s purpose, composition, format, derivation and quality criteria.

Product flow diagram (PFD) - The sequence of the production and interdependencies of the project’s products.

Products - Any input to or output from a project. Also know as deliverables. PRINCE2 makes the distinction between management products (i.e. those products only established to help manage the project and that have no value once the project is finished, e.g. the PID) and specialist products (i.e. the things the project was established to produce).

Project brief - A description of what the project is to do. Produced prior to the PID and is used to inform the planning process.

Project issue - A term used to cover either a general issue, query, request for change or
off-specification.

Project plan - A high-level plan showing the major products of the project, when they will
be produced and the breakdown of management stages.

Project quality plan - A plan defining the key quality criteria, quality control and audit processes
to be applied to project management and specialist work within the project.

Prosci - Prosci is the recognized leader in business process design and change management research and is the world’s largest provider of change management and reengineering toolkits and benchmarking information. Prosci has worked with more than 1,000 companies on benchmarking and research-related projects in the areas of change management, customer service, human resources and business process design. Prosci is the Manitoba eHealth standard for change management processes.

Provide service - The act of delivering service (a visit) to a client. Performed by an employee.

Q

Quadrant HR (QHR) - The name of the vendor/system used to supply payroll functionality within an RHA.

QMS - Quality Management System.

Quality log - A central log of all the quality activities which have taken place or are planned.

R

Resource coordinators (RC) - Members of the home care team who arrange for services specified in the client’s care plan and who function as the supervisory to home support workers and home care attendants.

Register client - For multi-department Procura implementations, this term is used to represent the process whereby a client is assigned to a Procura department. In general, this indicates that the client has been assigned to receive the service that is managed within the department.
Clients that have already been registered may be re-activated using Procura’s client status manager. MMS Term: admit patient for service to the agency.

Regular time - Time that is paid at regular rates. Regular time is coded in Procura with table-driven paycodes, payrate codes and payrate values. Employees can have multiple regular time payroll records in a given period – they may be paid at different rates depending on the Service Type.

RFC - Request for Change

RHA - Regional Health Authority

Risk - A risk is a future event, which may or may not happen, but should it happen will have an adverse impact on your project.

Risk Log - A central log of all risks identified for the project, showing their probability,
impact, owner and mitigation strategies.

ROI - Return On Investment

S

Service - In its noun form, analogous to a visit.

Service type - The type of service that is being provided (e.g. RN, LPN, HSW, Bath, Live-In). See also pay service type, billing service type. MMS Term: discipline or type of service

Shift - One service event, analogous to a visit. Employees can have multiple shifts in a day. Shifts can cross over days (i.e. start on one day and end on another day).

Service Level Agreement (SLA) – A contract that defines the level of service that a client will receive.

Source order - The original order approved by the source funder. A source order is directly assigned to a visit. Multiple source orders can apply for a given client. Only one source order can be assigned to a specific visit.

Source system - The system from which data is being exported.

Supports to seniors in group living (SSGL) - As part of the Manitoba Health Ageing in Place strategy, is a model of enhanced supports which are offered within some designated existing seniors housing at no charge to tenants, with a goal of keeping people as independent as possible, for as long as possible. Supports range from one-on-one help with arranging appointments or transportation, to social activities and expanded meal programs.

Stage plan - A detailed plan describing what products will be produced, who will be
doing it, when by and within what tolerances.

Statutory holiday - Used by the system to apply statutory holiday rates.

Subject matter expert (SME) - A person who is an expert in a particular area.

Summary billing record - The calculated billing record that compiles multiple billing records into one total, based upon predefined rules (usually funder-specific).

Super holiday pay - Super holiday pay is paid to employees who work on a selected holiday. For example, in some nursing organizations, Super holiday pay (sometimes called “super stat”) is paid when employees work on Christmas Day. The system does not differentiate between super holiday codes and standard statutory holiday codes, as this functionality is generally supported within the payroll application.

Supervisor - The person or persons, usually employed by the customer, who are responsible for supervising employees or clients. MMS Term: case manager or admit caregiver

Support structure - a model that provides continuous support to employees from initial training on the application within the context of an employee’s specific responsibilities, to ongoing support and refresher training as required.

Supportive housing - Supportive housing concept was introduced as an option for seniors who require 24-hour support and supervision. This community housing option can help seniors delay or avoid personal care home placement until an intensive level of care is required. Supportive Housing combines community living in a secure apartment setting with personal support services. The resident pays for rent and a service package (meals, laundry and housekeeping). Personal care is funded through the regional health authority (RHA) at no cost to the tenant. Eligibility is assessed through the RHA’s Home Care Program.

System administrator - The person or persons, usually employed by the customer, who are responsible for the setup and maintenance of the Procura system.

T

Target order - The funder that assumes charges arising from overages, client charges, etc. This may be the client, another individual, a trust, or another institutional funder.

Target system - The system that will be importing and processing data that has been supplied by the source system.

Terminated - A system status that is used to record the process whereby a client or employee is removed from actively receiving/providing service. Often associated with a Status Reason that describes the reason for termination. Many agencies use the terminated status for clients that will not return on service (e.g. clients who are deceased).

Timekeeper - The person or persons, usually employed by the customer, who are responsible for comparing Procura’s scheduled data against the timesheets (or calls) that are submitted by the employee. Timekeepers often fulfill an additional role as an employee supervisor, a billing clerk or payroll clerk.

Timekeeping period - Created using Procura’s define periods feature within the timekeeping module, a timekeeping period defines a date range for one or more Procura departments, which provides timekeepers with access to reviewing, verifying and adjusting visits that fall within the date range. Timekeeping periods effectively allow the managers of the payroll and billing review process to organize and quickly report upon records for one or more pay periods.
MMS Term: Billing period

Timekeeping record - A record in Procura that is used for statistical, payroll and/or billing purposes. Timekeeping records can be drawn from one of the following sources:
• Visits, where the visit is no longer used for service planning (scheduling) purposes, but is used to support statistical reporting and/or pay/bill activities.
• Expense/mileage records.

Timekeeping record - A visit that has passed from scheduling to payroll – Timekeeping records are verified against timesheets and subsequently paid.

Timesheet, timeslip - A form submitted by the employee that lists all service that has been performed for a defined period (usually a payroll period). Used by the timekeeper to verify timekeeping records.

Tolerance - The permissible deviation above and below a plan’s estimate of time, cost, quality and scope without the need to escalate to the next level of management.

Training plan - identifies actual personnel, locations, dates and approach to the delivery of training based on the terms of reference within the training strategy.

Training strategy - identifies all activities and responsibilities related to the development, delivery, and evaluation of training and support.

Transferred - A Procura status that is used to record the process whereby a client is removed from actively receiving service, where the client may be transferred to receive service from other programs (programs that may or may not be provided by the service agency).

U

Unit - this unit type multiplies the unit value of the record with the rate value. For visits, this means that the pay amount is equal to hours (pay duration) x rate value.
For expense and mileage records, this means that the pay amount is equal to the number of units entered x rate value. Visit: this unit type applies the rate value as a flat rate for the visit or expense/mileage record.

Unverified timekeeping records - Unverified timekeeping records are visit records for which timeslips have not been received. Authorization for payroll will not be submitted. Authorization for billing will be submitted, where applicable (i.e. depending on billing export requirements).
Unverified timekeeping records may be accessible be accessed in future pay periods for verification and submission by using the CPA module, provided that the customer’s payroll export application supports this capability.

Unworked holiday pay - Payment for a holiday where the employee is not working. The amount of holiday pay is usually dependent on calculations that are based upon the amount of time (or days) that is worked for a defined date range prior to the date that the holiday is observed. Procura does not calculate unworked holiday pay, as it is generally supported within the payroll application.

V

Validation - Selection, or assignment of a code or code table to a particular item so that it is available for that item. For example: you validate pay tables for a labour agreement in order to make pay records on that table available to employees who belong to the labour agreement.

Verified timekeeping records - Verified timekeeping records are visit records for which timeslips have been received. Authorization for payroll and (where applicable) billing will be transmitted for these records. MMS Term: posted visits

Visit - A session where an employee provides (delivers) services to a client. Also, a record of one service event, as represented in the Procura database.

W

Wait listed - A Procura status that is used to identify clients who have been placed on a wait list. MMS Term: Temporary patient

Wildcard character - A special character that represents one or more other characters. It is represented by the asterisk (*) and question mark (?) symbols. Wildcard characters can be used when conducting searches.

Worked holiday pay - Worked holiday pay represents a premium that is paid for shifts that occur on a holiday. Procura will apply different paycodes, payrate codes, and/or payrates for shifts that occur on a holiday (i.e. in general payroll applications need not process worked holiday pay internally, as the coding structure is passed from Procura).

Workflow - The relationship between the activities and the processes arising from a patient consultation from start to finish. The movement of the patient or associated information around the health care facility is related by a series of procedures and examinations (or steps) that are controlled by different events.

Work-package - The set of information relevant to the creation of one of more products. It
contains the products descriptions together with any constraints on their
development, such as: time, budgets, reporting requirements etc.

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