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            Track Benefit Disbursements

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            Track Benefit Disbursements

            Many benefits or services are delivered outside of sessions, but you can track these as benefit disbursements, just like you track delivery via attendance. In Salesforce, these are considered ad hoc benefit disbursements. For example, when a case manager visits a client, she gives the client a bus pass, an hour of job coaching, and 30 minutes of resume review. Anonymous benefit recipients can be people from a flood-affected area who receive emergency help kits as part of a one-time kit distribution benefit. Create individual benefit disbursements from the New Benefit Disbursement page or by using a quick action on an account, contact, or case page. You can also create many disbursements at once using the New Ad Hoc Bulk Disbursement functionality.

            Required Editions

            Available in: Education Cloud, Nonprofit Cloud, and Public Sector Solutions. View edition availability.
            User Permissions Needed
            To create ad hoc benefit disbursements:

            Advanced Program Management permission set

            OR

            Education Cloud Full Access permission set
            To manage benefit sessions: Read on Benefit Session

            Create Individual Program Enrollments

            You can create program enrollments one at a time from the Program Enrollment tab.

            1. From the App Launcher, find and select Program Enrollments.
            2. Click New.
            3. Enter a name, and select a program.
            4. To track attendance for a program enrollment record, select Is Active.
              A participant can have one active program enrollment in a program at a time.
            5. If you want to record the quantity of benefits that you deliver without recording any information about the recipients, select Is Anonymous.
              Note
              Note Avoid data skew when you manage a high volume of anonymous participants by creating multiple program enrollment records of the anonymous recipient type. When an anonymous type of program enrollment record reaches ~10,000 benefit disbursements, create another program enrollment of the anonymous type and set the earlier program enrollment as inactive.
            6. Save your changes.

            Set Up Benefit Disbursement Quick Actions

            Set up a quick action to run the Disburse Participant Benefits flow to quickly and conveniently disburse a benefit from an individual account, contact, or case page.

            To complete this setup, make sure you've upgraded to Dynamic Actions in Lightning App Builder.

            1. In Settings, on the Account, Contact, or Case object, add a new action to run the Disburse Participant Benefits flow.
              1. Create the object-specific quick action.
              2. Give the action an intuitive name, such as Log Benefit Disbursements.
            2. Add the Dynamic Action to the Account, Case, or Contact page by going to the page layout for the object or by editing the page in Lightning App Builder.
              1. Make sure that the Highlights panel is added to the page.
              2. Create the dynamic action in Lightning App Builder for the action you created on the object.
              3. Save and activate the page update.

            You can now use the quick action button in the highlights panel to disburse benefits.

            Create Many Walk-In Benefit Disbursements

            Create several walk-in disbursements at once using Program Management’s bulk disbursement functionality. Use walk-in disbursements for one or more people who didn't enroll in advance but received a benefit outside of a schedule or session. For example, if you offer a drop-in family support group that anyone can got to and you want to record who attends.

            1. In the Program Management app, start new walk-in bulk benefit disbursements in the Program Management app.
              • To start a new walk-in benefit disbursement from Benefits, select a benefit and click New Ad Hoc Bulk Disbursement.

                If the benefit has a schedule associated with it, you see a warning to make sure that recipients aren’t assigned to the schedule or sessions, so that duplicate disbursements aren’t created for those recipients.

              • To start new walk-in bulk benefit disbursement from Programs, select a program and click New Ad Hoc Bulk Disbursement.
            2. Select Walk-in.
              When you select a walk-in recipient, Salesforce creates a program enrollment, benefit assignment, and benefit disbursement. Salesforce also sets the recipient type value on the benefit disbursement to Walk-in.
            3. If you started the new walk-in bulk disbursement from a program, select a benefit.
              If the benefit has a schedule associated with it, you see a warning to make sure that recipients aren’t assigned to the schedule or sessions, so that duplicate disbursements aren’t created for those recipients.
            4. Enter the disbursed quantity (for example, the number of hours they attended or the number of items they received) and the date of disbursement, and click Next.
            5. From the list of contacts and accounts, select the names of the recipients.
              You can search for a specific name or filter the list by using list views. If your list view doesn't appear, refresh the page and try again.
            6. If a benefit has upcoming sessions, add the recipient to the benefit session as a participant.
            7. Save your changes.

            Create Many Anonymous Benefit Disbursements

            When you’re tracking how much you disbursed, but aren't recording any information about who received them, use anonymous disbursements.

            An anonymous program enrollment record is needed before you can create an anonymous benefit disbursement.

            1. In the Program Management app, start a new anonymous bulk benefit disbursement.
              • To start the anonymous bulk disbursements from Benefits, select a benefit and click New Ad Hoc Bulk Disbursement.

                If the benefit has a schedule associated with it, you see a warning to make sure that recipients aren’t assigned to the schedule or sessions, so that duplicate disbursements aren’t created for those recipients.

              • To start the anonymous bulk disbursements from Programs, select a program and click New Ad Hoc Bulk Disbursement.
            2. Select Anonymous.
            3. If you started the new anonymous bulk disbursement from a program, select a benefit.
              If the benefit has a schedule associated with it, you see a warning to make sure that recipients aren’t assigned to the schedule or sessions, so that duplicate disbursements aren’t created for those recipients.
            4. Enter the disbursed quantity and the date of disbursement, and then click Next.
              For example, enter the number of hours the recipients attended or the number of items the recipients received as the quantity.
            5. Enter the number of recipients.
              For example, if your unit of measure is meals, enter 40 as the disbursed quantity and 40 as the number of recipients. These entries indicate that 40 people received meals at your soup kitchen on Wednesday night.
            6. Save your changes.
              When you select an anonymous recipient, Salesforce creates benefit assignment and benefit disbursement records. In addition, Salesforce relates the anonymous program enrollment record that you create to the benefit assignment record.

            Create Many Program Enrollment Benefit Disbursements

            Case managers and other staff spend many hours meeting with clients and planning and delivering the services that they receive outside of a session. To quickly record benefits for this kind of disbursements, use the bulk disbursement functionality to search for the benefits by program enrollment.

            1. In the Program Management app, start a new program enrollment bulk benefit disbursement.
              • To start the new program enrollment bulk disbursement from Benefits, select a benefit and click New Ad Hoc Bulk Disbursement.

                If the benefit has a schedule associated with it, you see a warning to make sure that recipients aren’t assigned to the schedule or sessions, so that duplicate disbursements aren’t created for those recipients.

              • To start a new program enrollment bulk disbursement from Programs, select a program and click New Ad Hoc Bulk Disbursement.
            2. Select Program Enrollment.
            3. If you started the new program enrollment bulk disbursement from a program, select a benefit.
              If the benefit has a schedule associated with it, you see a warning to make sure that recipients aren’t assigned to the schedule or sessions, so that duplicate disbursements aren’t created for those recipients.
            4. Enter the disbursed quantity, date of disbursement, and then click Next.
              For example, enter the number of hours the recipients attended or the number of items the recipients received as the quantity.
            5. From the list of program enrollments, select the ones that you want to include.
            6. Save your changes.
             
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