USER STORIES
User Stories: Budget Reloaded (TP-2501)
Extracted from: TC-Budgets V2 Meeting Actions AND Data feedback (4 Nov 2025)
1. Supplier & Rate Card Integration
US-001: Support item-based rate cards (quantity/price model)
Impact: 🔴 I can’t do my job without this Sub-Epic: TP-2504 (Development) Priority: P0
User Story: As a care coordinator, I need to add budget items like falls alarms, nutritional powder, and equipment using quantity + price model (not hours + rate), so that I can allocate non-hourly services correctly.
Acceptance Criteria:
- Budget item creation supports “Item” service type with quantity/price fields
- Rate card section exists for item-based services separate from hourly services
- Can specify unit price and quantity
- Calculations correctly multiply quantity × unit price
- UI clearly distinguishes item-based vs hourly service planning
Feedback Source: “Budget items like falls alarm, nutritional powder, items etc. needs its own rate card section where its quantity and price rather than only hours and rate.”
US-002: Expand frequency options for maintenance services
Impact: 🟠 I can find a workaround Sub-Epic: TP-2503 (Design) / TP-2504 (Development) Priority: P1
User Story: As a care coordinator, I need frequency options beyond weekly/fortnightly/monthly (specifically: 3-weekly, 6-weekly, 8-weekly, 13-weekly, biannual, annual), so that I can accurately plan maintenance services that don’t fit standard patterns.
Acceptance Criteria:
- Frequency dropdown includes: weekly, fortnightly, 3-weekly, 4-weekly (monthly), 6-weekly, 8-weekly, 13-weekly, biannual, annual
- Frequency options available for all applicable service types
- Form validates correctly with all frequency options
- Calculations (4-weekly totals) work correctly with all frequencies
Feedback Source: “Frequency on services like home maintenance need more frequencies than weekly, f/n, mth, as required. (it needs 3, 6, 8, 13 weekly, biannual, and annual)“
US-003: Add “requires falls alarm” option to needs section
Impact: 🟠 I can find a workaround Sub-Epic: TP-2503 (Design) / TP-2504 (Development) Priority: P1
User Story: As a care coordinator, I need a “requires falls alarm” option in the needs dropdown (not just available when already accessing it), so that I can record fall intervention needs upfront.
Acceptance Criteria:
- “Requires falls alarm” appears as a selectable option in the needs dropdown
- Works independently (not dependent on existing falls alarm access)
- Can be toggled on/off during budget creation
- Syncs to care plan correctly
Feedback Source: “No option for requires falls alarm, only if they are already accessing it (drop down menu needs section)“
2. Exception-Based Funding Defaults
US-004: Funding stream allocation priority logic
Impact: 🟠 I can find a workaround Sub-Epic: TP-2502 (Discovery) / TP-2504 (Development) Priority: P0
User Story: As a care coordinator, I need budgets to allocate to quarterly funding first, then unspent funds (when both are selected), so that funding allocation follows the correct priority and doesn’t create glitches requiring re-selection.
Acceptance Criteria:
- When both quarterly and unspent funds are selected, quarterly funds allocated first
- Unspent funds only allocated after quarterly budget exhausted
- No need to unselect/reselect unspent to fix allocation order
- Allocation order visible and confirmed before submit
- Tested with hybrid funding scenarios
Feedback Source: “Budgets using unspent funds instead of using up quarterly budget first when both funding streams selected, is this a glitch? If I unselect unspent, save, reselect unspent it fixes it”
US-005: Quarterly vs total planned view toggle
Impact: 🟢 Nice to have/fix Sub-Epic: TP-2502 (Discovery) / TP-2504 (Development) Priority: P1
User Story: As a care coordinator, I need to toggle between “total planned” and “planned this quarter” for unspent funds display, so that I can focus on quarterly budget planning without seeing multi-quarter totals.
Acceptance Criteria:
- Toggle switch visible on budget page
- “Total planned” shows cumulative across all quarters
- “Planned this quarter” shows only current quarter allocation
- Toggle state persists for user session
- Correctly updates when changing date range
Feedback Source: “Has there been any update on Unspent Funds only showing from the quarter we are planning in? Would it at least be possible to add a toggle to switch from ‘total planned’ to ‘planned this quarter’?”
US-006: Add “Every 3 weeks” frequency option
Impact: 🟢 Nice to have/fix Sub-Epic: TP-2503 (Design) / TP-2504 (Development) Priority: P2
User Story: As a care coordinator, I need a “every 3 weeks” frequency option, so that I can accommodate coordinator requests for non-standard frequencies.
Acceptance Criteria:
- “Every 3 weeks” appears in frequency dropdown
- 4-weekly total calculated correctly
- Saves and persists correctly
Feedback Source: “Can we add every three week in the options, as i have had a few client ask for this option.”
3. Prominent Coordination Display
US-007: Display total coordination fee for period
Impact: 🟢 Nice to have/fix Sub-Epic: TP-2504 (Development) Priority: P2
User Story: As a care coordinator, I need a field showing total coordination fee for the period, so that I can see at a glance how much coordination cost is budgeted.
Acceptance Criteria:
- New field “Total Coordination Fee” displays on budget page
- Automatically calculates sum of all coordination fees for the period
- Updates when coordination services are added/removed
- Formatted as currency
Feedback Source: “Can you add a field in the Portal which shows the “Total Coordination fee” for the period.”
US-008: Suppress supplementary budget fields by default
Impact: 🟢 Nice to have/fix Sub-Epic: TP-2503 (Design) Priority: P2
User Story: As a care coordinator, I need supplementary/extra budget fields to appear on care plan by default (not require clicking dropdown), so that I can see all planned services without extra navigation.
Acceptance Criteria:
- Supplements section visible on initial load (not collapsed)
- Can still collapse if desired
- Shows summary of supplements in collapsed state
- Clearly labeled as “Supplements” or “Additional Services”
Feedback Source: “Supplements don’t show on service plan page” + “Following up… can we have a summary similar to the old budget screen instead of having to click the dropdown bar”
4. Human-Readable Funding Context
US-009: Clarify funding stream eligibility per service
Impact: 🟢 Nice to have/fix Sub-Epic: TP-2503 (Design) Priority: P2
User Story: As a care coordinator, I need UI clarity about which funding streams each service CAN and CANNOT be assigned to, so that I understand eligibility rules upfront.
Acceptance Criteria:
- Service type shows allowed funding stream(s) or funding stream restrictions
- Tooltips or help text explain why certain streams aren’t available
- Error message if trying to assign to ineligible stream is explanatory
- Tested with all service types
Feedback Source: “UI could be more explanatory about which funding stream different services CAN and CANNOT be assigned to”
US-010: Fix supplement visibility on service plan
Impact: 🟠 I can find a workaround Sub-Epic: TP-2504 (Development) Priority: P1
User Story: As a care coordinator, I need supplements to show on the service plan page, so that I can verify all allocated services before submission.
Acceptance Criteria:
- Supplements section appears on service plan page
- All selected supplements listed with quantities/details
- Clearly distinguished from primary services
- Visible in both draft and submitted states
Feedback Source: “Supplements don’t show on service plan page - Could you please advise where I can check if the client has a supplement included under the new budget?“
5. Unified UI & Workflow Patterns
US-011: Batch save budget amendments
Impact: 🟢 Nice to have/fix Sub-Epic: TP-2503 (Design) / TP-2504 (Development) Priority: P1
User Story: As a care coordinator, I need to save all budget amendments in one action (not individual saves), so that I can edit multiple services efficiently without waiting for each to load.
Acceptance Criteria:
- Single “Save All” button at top-right or bottom of form (like “Submit”)
- All pending changes saved in one request
- Loading occurs once after all changes submitted
- Success confirmation shows all changes saved
- Validation occurs for all fields before save
Feedback Source: “Having to save each budget amendments individually and having to wait for them to load one after another can be a bit counterproductive… Can we have one save button… would save a lot more time.”
US-012: Rename duplicate action to “Edit”
Impact: 🟢 Nice to have/fix Sub-Epic: TP-2503 (Design) Priority: P2
User Story: As a care coordinator, I need the action to edit a submitted plan called “Edit” (not “Duplicate”), so that the UI is intuitive for making changes.
Acceptance Criteria:
- Button/menu item labeled “Edit” instead of “Duplicate”
- Maintains same functionality (creates new version for editing)
- Help text clarifies that editing submitted plans creates a new revision
Feedback Source: “UI is not intuitive to knowing that you need to duplicate a plan to make any edits to a submitted plan. Edit is the expected terminology”
US-013: Minimalist SAH budget screen design
Impact: 🟢 Nice to have/fix Sub-Epic: TP-2503 (Design) Priority: P2
User Story: As a care coordinator, I need the SAH budget screen to load faster with a minimalist design, so that switching between old and new budget screens isn’t slow.
Acceptance Criteria:
- Page load time < 2 seconds for typical budget (benchmark: measure baseline first)
- Minimized visual clutter (remove non-essential elements initially visible)
- Summary view on hover; details expand on click (not all visible by default)
- Performance tested on standard laptop hardware
Feedback Source: “Is there a way that we can make the new SAH budget screen more ‘minimalist’; I would think this could make the transitions/loading up of the new budget quicker”
US-014: Summary view similar to old budget interface
Impact: 🟢 Nice to have/fix Sub-Epic: TP-2503 (Design) Priority: P2
User Story: As a care coordinator, I need a summary view (like the old budget) shown on hover, with detailed breakdown only on dropdown click, so that I can quickly scan budgets without opening full details.
Acceptance Criteria:
- Hovering over budget line shows summary (Frequency, Units, Rates, 4-weekly Total)
- Click dropdown to expand full details (planned/projected spend)
- Faster rendering with lazy-loaded detail sections
- Works on both desktop and laptop
Feedback Source: “Maybe switching it up and present the summary of the budget (when we hover over the budget line) and only show the entire budget details inc. planned/projected to spend when we click the drop down bar.”
US-015: Budget change visibility/comparison
Impact: 🟠 I can find a workaround Sub-Epic: TP-2503 (Design) Priority: P1
User Story: As a care coordinator receiving a budget change, I need to see what changed (not just the new version), so that I can approve or reject changes confidently.
Acceptance Criteria:
- When CO submits budget change, “View Changes” or “Compare” option available
- Shows side-by-side diff of old vs new (or highlights changed fields)
- Clearly indicates which line items changed
- Approve/Reject buttons appear after reviewing changes
Feedback Source: “When CO sent a budget change, I don’t see what has been changed and not sure what to approve… as before, I could easily see the change request and reject or approve straight away”
US-016: Fix form validation inconsistency (required field marking)
Impact: 🟠 I can find a workaround Sub-Epic: TP-2503 (Design) / TP-2504 (Development) Priority: P1
User Story: As a care coordinator, I need form validation to be consistent (fields with * required, without * optional), so that I don’t save incomplete forms and get errors.
Acceptance Criteria:
- All required fields marked with *
- All optional fields NOT marked with *
- Server-side validation rejects saves with missing required fields
- Error message specifies which required fields are missing
- Tested across all budget forms
Feedback Source: “Fields with * are able to be saved without being filled, then details with no * on the text box is required to be filled (description in needs)“
US-017: Auto-expand needs field by default
Impact: 🟢 Nice to have/fix Sub-Epic: TP-2503 (Design) Priority: P2
User Story: As a care coordinator, I need the needs field to appear by default with a checkbox to uncheck if not needed (not hidden by default), so that I don’t miss recording important care needs.
Acceptance Criteria:
- Needs section visible on initial page load
- Checkbox “Include in care plan” checked by default
- Can uncheck to exclude from care plan
- Helps prevent missed data entry
Feedback Source: “It would be good if it automatically had the needs entry show up on care plan and have a tick box if you don’t want it, rather than vice versa.”
US-018: Display screen unblurred on laptop
Impact: 🟠 I can find a workaround Sub-Epic: TP-2504 (Development) Priority: P1
User Story: As a care coordinator, I need the budget screen to render clearly on laptop without blur, so that I can read and edit budgets properly.
Acceptance Criteria:
- No blur/rendering issues on standard laptop resolutions (1920x1080, 1366x768)
- Text clarity verified at 100% and 125% zoom
- Tested on Chrome, Firefox, Safari, Edge
- Performance acceptable on older laptops
Feedback Source: “Coordinators raising that screen is blurred on laptop”
6. Enhanced Notifications & Export
US-019: Outlook email tagging add-in
Impact: 🟢 Nice to have/fix Sub-Epic: TP-2506 (Release) or separate future epic Priority: P2
User Story: As a care team member, I need an Outlook add-in that intercepts send and prompts me to tag emails before sending, so that all budget-related emails are categorized correctly.
Acceptance Criteria:
- Event-based Outlook add-in listens for Send button
- Custom popup appears with tag dropdown
- Cannot send email until tag selected
- Tags stored in email metadata
- Works with Outlook desktop and web versions
Technical Approach:
- Intercept Send event via Office.js
- Open custom task pane popup
- Display dropdown with available tagging options
- Block send until selection made
- Store tag in email custom properties
Feedback Source: “Create an event-based add in for Outlook: 1. Run a code when the user clicks send 2. open a custom pop-up for tagging 3. Block the send until the tagging is complete”
US-020: Service plan sent email template
Impact: 🟢 Nice to have/fix Sub-Epic: TP-2504 (Development) Priority: P1
User Story: As a care coordinator, I need configurable email templates for service plan notifications, so that clients receive consistent, branded communication about their budgets.
Acceptance Criteria:
- Template variables: [ClientName], [ServicePlanDate], [CoordinatorName], [ContactInfo]
- Admin can customize template text and formatting
- Draft and live versions available
- Tested with bulk send tool
Feedback Source: “Provide service plan sent email template to Tim” (Action: Romy to create post-Nov 1 template)
7. Clinical/Care Plan Integration (Out of scope for Budget Reloaded, but referenced)
US-021: Include care coordinator name in “Service Plans” inbox
Impact: 🟢 Nice to have/fix Sub-Epic: Future epic (beyond TP-2501) Priority: P3
User Story: As a clinical team member, I need to see the care coordinator name in the Service Plans inbox, so that I know who to contact about budget changes.
Feedback Source: “Can we include the CR name in the ‘Service Plans’ Inbox?”
US-022: Change service plan PDF language to “planned with you”
Impact: 🟠 I can find a workaround Sub-Epic: TP-2504 (Development) Priority: P2
User Story: As a client receiving a service plan PDF, I need the language to reflect collaborative planning (“planned with you”) instead of paternalistic (“planned for you”), so that I feel heard in the planning process.
Acceptance Criteria:
- PDF template updated: “A list of services planned for you” → “A list of services planned with you”
- Language updated consistently across all service plan sections
- Tested in generated PDF output
Feedback Source: “Can we change this to ‘planned with you’ to reflect the collaborative process and requirements”
US-023: Mandatory action plan for all risks
Impact: 🔴 I can’t do my job without this Sub-Epic: Future epic (clinical care plan redesign) Priority: P3
User Story: As a clinical coordinator, I need all risks to have mandatory action plan sections (not just yes/no), so that I can document how we’re addressing identified risks.
Feedback Source: “Not all risks have a action plan section that is mandatory, when it should be… We always used to have details and action plans in place. Now we don’t.”
US-024: Add EPOA and AHD recording fields
Impact: 🔴 I can’t do my job without this Sub-Epic: Future epic (clinical care plan redesign) Priority: P3
User Story: As a clinical coordinator, I need clear fields for recording EPOA and AHD documents, so that I can track legal authority without searching through supplemental data.
Feedback Source: “EPOA and AHD does not have a clear spot to be recorded. This is sometimes placed under the overview in the portal care plan and is exclusively recorded using the current onboarding questionnaire”
US-025: Add Country of Birth field
Impact: 🟢 Nice to have/fix Sub-Epic: Future epic (client data model) Priority: P3
User Story: As an operations team member managing government reporting, I need a “Country of Birth” field separate from “Nationality”, so that we can satisfy end-of-life questionnaire requirements.
Feedback Source: “We also need to record Country of Birth for clients in addition to Nationality. This was something that we could not find during a EOL questionnaire from the government.”
Triage Summary
| Impact | Count | Examples |
|---|---|---|
| 🔴 Red (Blocker) | 3 | US-001, US-004, US-023 |
| 🟠 Orange (Workaround) | 8 | US-002, US-005, US-010, US-015, US-016, US-018, US-022 |
| 🟢 Green (Polish) | 14 | US-003, US-006, US-007, US-008, US-011-014, US-019-021, US-024-025 |
Sub-Epic Mapping
| Sub-Epic | Stories |
|---|---|
| TP-2502 (Discovery: 2-4 weeks) | US-004 (Funding logic), US-005 (Quarterly toggle) |
| TP-2503 (Design: 4-6 weeks) | US-002 (Frequencies), US-003 (Falls alarm), US-008 (Supplements), US-009 (Funding clarity), US-012 (Edit rename), US-013 (Minimalist), US-014 (Summary), US-016 (Validation), US-017 (Needs default) |
| TP-2504 (Development: 4-8 weeks) | US-001 (Item rate card), US-004 (Funding logic), US-006 (3-week freq), US-007 (Total fee), US-010 (Supplement visibility), US-011 (Batch save), US-015 (Change visibility), US-018 (Screen blur), US-020 (Email template), US-022 (PDF language) |
| TP-2505 (QA: 2-4 weeks) | All stories as QA work item |
| TP-2506 (Release: 1-2 weeks) | US-019 (Outlook add-in), deployment tasks |
| Future Epics | US-021-025 (clinical/data model beyond scope) |
Next Steps
- Validate with team: Present stories to Romy (Lead PO), Tim (Lead Dev), Beth (UX), Meagan (QA)
- Refine acceptance criteria: Especially for design-heavy stories (US-013, US-014)
- Identify dependencies: US-004 (funding logic) required before US-005 (toggle)
- Size stories: Estimate story points once acceptance criteria approved
- Create Jira issues: One issue per story, tag with sub-epic, assign to owners
- Generate PRD: If detailed requirements doc needed before design phase
Owner assignments (from TEAM.json + RACI):
- Product Lead: Will (Romy in PO role)
- Design Lead: Beth
- Backend Lead: Khoa
- Frontend Lead: [TBD]
- QA Lead: Meagan