February 16, 2023

As Christian Horizons prepares for a new Fiscal Year and for the transition from the Operations Database (OBD) to AlayaCare in the next number of months, we wanted to provide an update on a few items relating to Passport Planning, Tracking and Approvals for the new fiscal year which will begin on April 1, 2023. The updates include the following:

  • The Passport Tracker in the ODB will continue to be fully operational until further notice. We will use this to track Passport Spending for people who have agreed to have CH administer their Passport Funding.
  • Passport Tracking will move into AlayaCare over the next 12 months, and information will be provided as we have more details to share.
  • Planning for Passport is expected to continue during the Annual Personal Plan. The Passport Planning Tool is available to plan how a person can use their Passport Funds over the next 12-month time period.

Specific Instructions for Completing Passport Tracking in F2023 and Starting Passport Tracking in F2024

To enable a clear transition of Passport Tracking from F2023 to F2024, the following deadlines are being provided:

F2023 Passport

  • March 15: F2023 Passport Agreement amounts and Recurring Hours should be up to date in the ODB Passport Tracker
  • April 7: All F2023 Passport Activities must be entered and approved in the ODB Passport Tracker
    • Any Passport Tracker Transactions that are entered in the ODB but are not approved will not be submitted to Passport One.

F2024 Passport

  • April 17: All active F2023 Passport Agreements will be copied into F2024. All active Monthly Recurring Hours will also be copied into F2024. Please note: “Passport Agreements” is how the ODB tracks Annual Funding amounts and the corresponding Passport Agency. It does not represent an actual Passport Agreement with the person.
    • The Annual Passport Funding amount will be updated based on the anticipated increase for F2024.
  • April 18: Monthly Recurring Hours for April will be processed based on hours rolled forward from March 2023.
  • April 18: This is the first day the ODB Passport Tracker will be available for F2024 Passport Tracker entries.
  • April 30: PMs should review each person’s Annual Passport Agreement in the ODB and the recurring hours for accuracy.
  • May 5: Deadline to approve all April Passport tracker entries for submission to Passport One

If you have any questions, please contact Stewart Davidson at sdavidson@christian-horizons.org.