> For the complete documentation index, see [llms.txt](https://fieldworker.gitbook.io/fieldworker-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://fieldworker.gitbook.io/fieldworker-docs/fundamentals/pages/project.md). # Project A Project in Fieldworker represents a Plan, or Case,or a Ward in your business. The [Projects](https://dev.fieldworker.ai/projects) module is the structural anchor for care delivery, authorizations, and revenue cycle management within the FieldWorker platform. If the *Client* profile represents the *who*, the *Project* represents the *what, when, and how it is funded*. In the context of human services and Medicaid waivers, a "Project" acts as the digital container for a specific authorization period or care plan (e.g., an annual Individualized Service Plan or a specific grant-funded initiative). The newly redesigned interface aggregates task execution, financial budgets, and ecosystem artifacts into a single, unified command center. Because the Project houses these core relationships, it creates a ripple effect across every other functional area of the application: ### The Strategic Intersection A project is where the administrative and clinical sides of the house meet. By defining the following three elements, the project dictates how the app behaves for that specific case: * Customer & Sponsor: Defines *who* is being served and their primary contact points. * Program: Which waiver, if any, funds the activity under this project * Payer (Primary/Secondary): Determines *where* the money comes from and which billing rules (like 837P or 837I forms) will apply. * Plan Version: Links the project to a specific set of authorized services and hours, ensuring staff doesn't work outside the approved scope. #### Downstream Implications Setting up a project correctly has direct impacts on the following modules: * [Scheduler](https://dev.fieldworker.ai/scheduler): You cannot effectively schedule a visit without a project. The project tells the scheduler which employees are authorized to work with that customer and ensures that the total hours scheduled don't exceed the [Plan's](https://dev.fieldworker.ai/projects) authorized limits. * [Locate](https://dev.fieldworker.ai/locate) & [EVV](https://dev.fieldworker.ai/evv): When a staff member checks in via the mobile app, the GPS data is compared against the Locations saved within the Project. This is critical for Electronic Visit Verification (EVV) compliance. * [Timesheets](https://dev.fieldworker.ai/timesheets): Every minute logged by an employee is "tagged" to a Project. This allows the system to calculate the Time Spent on Tasks (e.g., the *11 hours* seen in the Dexter Morgan Project) accurately. * [Billing](https://dev.fieldworker.ai/billing): This is where the project context is most vital. The system pulls the Price, Self Pay status, and Payer info directly from the [Project Page](https://dev.fieldworker.ai/projects) to generate clean, error-free claims. #### Data Centralization (The "One-Stop Shop") The Project page acts as a "Source of Truth" for the entire team: * Managers use it to monitor progress via the Project Overview. * Biller/Admins use it to verify insurance and contract end dates. * Field Staff (via the mobile app) see the project notes and tasks to understand exactly what is required during their visit. #### Summary of Project Metadata
FieldImpact on the App
Start/End DateControls the window of time when Tasks can be created and billed.
ManagerDetermines who receives Notifications regarding task completions or issues.
ArtifactsCentralizes all proof-of-service (photos, signatures) required for audits.
> Context Note: Without a properly configured Project, the app cannot automate billing or ensure EVV compliance, making it the most critical step in the [Workflow](https://dev.fieldworker.ai/workflows) setup. ### Project Navigation & Filtering Mirroring the architecture of the unified Client dashboard, this header ensures coordinators can seamlessly pivot between active care plans without losing their place. * **Contextual Filters**: Dropdowns for Project search, Status (e.g., *Ongoing Plan*), and Sort By allow rapid triage of an agency's entire authorization portfolio. * **Current Project Indicator**: Prominently locks the workspace to the selected authorization (e.g., *Project for Eleanor Vance*), ensuring all downstream data entry and reviews are securely isolated to this specific plan. #### **Domain Navigation Tabs** The horizontal architecture organizes the project’s operational components: * **OVERVIEW**: The default dashboard (currently active) displaying high-level execution metrics and details. * **TASKS**: A deeper dive into the specific scheduled, ongoing, or completed interventions (e.g., *Home Visits*, *Assessments*). * **EMPLOYEES**: Manages the specific care circle. *Ecosystem Impact:* Only staff members explicitly authorized and credentialed for the overarching Program can be assigned here. * **FILES**, **NOTES**, & **CONTACTS**: Dedicated repositories for authorization documents, project-specific narratives, and relevant stakeholders. #### **Project Header & Operational Dashboard** This top section translates complex authorization limits into immediate, visual operational insights. * **Quick Actions** **Menu**: Centralized dropdown to execute rapid workflows against the project (e.g., modifying statuses or triggering renewals) without navigating away. From this page, users can utilize the sidebar to jump to related functions like the [Scheduler](https://dev.fieldworker.ai/scheduler) for future planning or [Billing](https://dev.fieldworker.ai/billing) to process the hours logged within the project. * **Time Budget Used** (e.g., *7%*): A critical financial and compliance metric. Medicaid waivers strictly cap billable hours (e.g., 100 hours of Respite per year). This dynamic progress bar calculates the real-time ratio of scheduled/completed tasks against the authorized limit, preventing overbilling and agency revenue loss. * **Tasks Completed** (e.g., *2 / 2 Tasks*): Tracks the execution of the specific interventions authorized under this plan. * **Next Milestone**: Hooks directly into the overarching care goals, alerting the case manager to upcoming state-mandated reviews or clinical checkpoints (currently showing *No upcoming tasks*).
#### **The Execution Feed (Main Column)** The central pane of the `OVERVIEW` tab tracks the tangible deliverables associated with the care plan. * **TASKS**: A chronologically sorted list of the interventions tied to this authorization. * *Example:* Shows a recently completed *Emergency Incident & Hospitalization Summary* and *Quarterly Care* visit, complete with the assigned field worker (e.g., *Varad Rane*) and completion status. * *Action:* The \[NEW TASK] button allows coordinators to immediately dispatch a new field assignment directly funded by this project container. * **PROJECT OVERVIEW** (Time & Artifacts): * Time Spent on Tasks: Aggregates the exact duration of all logged activities (*e.g., a few seconds over 2 tasks*), which directly feeds the [Timesheets](https://dev.fieldworker.ai/timesheets) and [Billing](https://dev.fieldworker.ai/billing) engines. * Artifacts: A repository for external documentation or systemic triggers linked to the project. * *Ecosystem Integration:* The interface currently shows an artifact titled *Ability Hub New Use Case*. This highlights the platform's interoperability; projects can directly capture or reference data shared from the consumer-facing AbilityHub application, ensuring the agency's care plan remains perfectly synced with the individual's localized care network and day-to-day coordination tracking. #### Project Details & Compliance Constraints (Right Sidebar) The right-hand column serves as the immutable data dictionary for the project, housing the exact parameters required for clean claims generation and compliance auditing. * Project Title: The formal name of the engagement (e.g., Dexter Morgan Project). * Project Description: A brief summary of the services being provided (e.g., EVV Services). * Project Active Plan Version: A numerical field indicating which iteration of the care plan is currently authorized. * Customer: A dropdown to link the project to a specific client record. * Project Sponsor: Allows for the selection of a third-party or family member overseeing the project. * Project Manager: Assigns an internal staff member to oversee the project’s progress and notifications. * Program: (e.g., *My New Program 1*). *Critical Impact:* This field anchors the project to the [Settings > Programs](https://dev.fieldworker.ai/settings) configurations. By assigning the project to a specific Program, the system automatically restricts the available Task Types and enforces the specific billing rules, modifiers, and rate tables required by that funding source. * Financial Configuration: Explicitly defines the revenue pipeline (*Self Pay*, *Primary Payer*, *Secondary Payer*) * Self Pay?: A toggle (Yes/No) to indicate if the customer is paying out-of-pocket. * Primary/Secondary Payer: Dropdown menus to link the project to specific insurance providers or government agencies. #### Date & Location Tab The Date & Location tab is where you define the physical and temporal boundaries of the project. This data is critical because it directly controls the [EVV (Electronic Visit Verification) logic and ensures that staff check in at the correct times and locations.](https://dev.fieldworker.ai/evv) #### Service Timeline Defines the strict chronological boundaries of the authorization (e.g., *23 Jul 2026 – 23 Jul 2027*). Any task logged outside this exact window will be automatically flagged by the billing engine as non-compliant. * Start Date: The official beginning of the project or contract. The system will generally prevent [Task](https://dev.fieldworker.ai/new) creation or check-ins before this date. * End Date: The final date of service. This is vital for compliance to ensure no services are rendered (or billed) after a plan expires. #### Geographic Boundaries (Geofencing) This section ensures that fieldworkers are physically present at the authorized site: * Location Dropdown: Allows you to search for and select specific addresses. * Interactive Map: A [Google Maps](https://maps.google.com/maps?ll=40.735657,-74.172363\&z=10\&t=m\&hl=en-US\&gl=US\&mapclient=apiv3) interface provides a visual confirmation of the service area. You can see the exact purple pin representing the client's location. * Selected Locations List: A summary list appearing below the map that displays all authorized addresses (e.g., *140 east centre street Apt 2, Kearny, NJ*). This allows for multiple authorized sites per project. * *Ecosystem Impact:* In compliance with the federal 21st Century Cures Act, this is not just a visual aid. This map sets the geofence coordinates for the [EVV](https://dev.fieldworker.ai/evv) module. When a caregiver initiates a task linked to this project on their mobile device, the system cross-references their GPS location against this exact pin to validate the service was delivered in the approved community setting. #### Financials & Billing Units At the bottom of this tab, you define the "unit cost" for the project: * Price: A mandatory field (`*`) where you enter the numerical rate for the service. * Currency: Defaults to the local currency (e.g., United States USD). This ensures that when [Timesheets](https://dev.fieldworker.ai/timesheets) are converted to [Billing](https://dev.fieldworker.ai/billing) claims, the math is handled automatically by the system. #### Finalizing Changes * Submit Button: Once all mandatory fields (marked with `*`) are filled, clicking Submit saves the configuration. * Immediate Effect: Updates made here will instantly reflect on the [Locate](https://dev.fieldworker.ai/locate) page, moving pins or updating the project's active status for the entire team. > Pro Tip: Always double-check the End Date. If a project reaches its end date, it may move to an "Expired" or "Completed" status, which could prevent staff from checking into their [Tasks](https://dev.fieldworker.ai/reports). #### Key Functionalities * Validation: Fields marked with an asterisk (\*) are mandatory to ensure data integrity for [Billing](https://dev.fieldworker.ai/billing) and [Timesheets](https://dev.fieldworker.ai/timesheets). * Persistence: Clicking the Continue button saves the changes and updates the project across the entire [FieldWorker platform](https://dev.fieldworker.ai/). * Global Impact: Updating the Payer or Plan Version here will immediately reflect in how future claims are generated in the [Billing module](https://dev.fieldworker.ai/billing).