KB Type: Concept
Domain Area: Technical/Systems
Confidence: Provisional — requires Andrew's research to verify
Depth Hint: Standard
Version: 1.0 — 2026-04-25
Status: Provisional

Provisional article — seeded from NbLM. Requires Andrew's research to verify and expand.

The Legacy CRM, accessed via the MyPlace portal, is the older NDIS computer system that the NDIA is progressively replacing with the new PACE system and its MyNDIS Provider Portal. For NDIS support coordinators, understanding the distinction is crucial because the two systems structure plans and validate claims differently. Older Legacy plans often display broad support category descriptors and use specific stated line items with allocated dollar amounts to validate or "digitally lock" claims. As participants are moved over to PACE, coordinators must navigate a transitional period where their systems and workflows must accommodate both the simpler migrated Legacy data structures and the more detailed, natively built PACE plans.

The Legacy CRM is accessed by providers through the MyPlace portal. This interface displays participant plans in a format that emphasises specific line items and exact dollar amounts. Under this system, claims are rigidly validated against:

To navigate the Legacy system's opaque validation logic, providers developed an "exact multiple" heuristic for deducing whether Category 07 funding was digitally locked. By calculating whether the total funding was a clean multiple of a specific hourly rate (e.g., Level 3 Specialist Support Coordination at approximately $127/hr), providers inferred whether funds were locked to that item.

For example:

However, this heuristic is fundamentally fragile because planners frequently include buffer amounts, round figures, or factor in expected non-labour travel costs, which disrupts the clean multiple and leads to false assessments.

As the NDIA migrates participants to PACE, patterns have emerged suggesting two distinct plan types:

This migration spectrum creates complexity for providers whose billing systems must accommodate both Legacy display formats and new PACE structures.

During the transition period, coordinators must:

The NDIA is progressively migrating participants, meaning the transition is not a clean binary switch. Providers should expect to encounter both systems simultaneously for an extended period. The toolkit's workflows should not assume a standardised data format and must be designed to handle both Legacy and PACE structures.

RS-06 research (T2) clarifies the specific Legacy plan display that indicates budget flexibility. When a Legacy plan shows "Allocated Items(0): None" for a support category, it means the planner allocated funds at the category level without locking them to specific item codes. In this state, funds remain flexible across all supports sharing the same registration group — meaning Level 1 Support Connection, Level 2 Coordination of Supports, and PRC (all R106) can be claimed interchangeably from the same pool.

This flexibility exists because the Legacy system does not enforce item-code-level restrictions unless the planner explicitly marks a support as "Stated" or places it in an Allocated table. The digital lock in the Legacy system only activates when a support is explicitly stated — not simply mentioned in the plan for calculation purposes.

RS-09 research (T1, T3) provides the definitive operational anatomy of how Legacy plans encode flexibility restrictions through the Allocated Items table — adding detail beyond the RS-06 finding that "Allocated Items(0): None" signals flexibility.

The Allocated Items section in MyPlace shows each support with one of two states:

When a planner lists an item code under Allocated Items with "Stated" status, the portal will automatically reject any claim against other codes in the same category. The rejection is not advisory — the portal blocks the claim with "Insufficient Funds" or "Support Not in Plan" regardless of the total category balance.

This is the Legacy equivalent of PACE's Specific Planner Instructions. The two mechanisms serve the same function — governing which item codes are permissible — but the Legacy system uses a structured table (machine-enforced), while PACE uses a freetext instruction (provider-interpreted). Providers navigating both systems must decode each one differently: read the Allocated Items count in MyPlace; read the Support Details text in MyNDIS.

Provisional — requires Andrew's research to verify system specifications.

entity: legacy-crm
type: Concept
domain: Technical
confidence: Provisional
links: [[concepts/pace-framework]] via superseded-by
links: [[concepts/digital-lock]] via references