Assessments, allocations and flexible funding - FAQs

Will information from the OBIR tool be automatically copied into Socrates?

No, this function is not available within Socrates.

Can we have a field for the disabled person’s preferred name on the first screen?

This is not part of the first release, but we will look at introducing it in an upcoming release. 

Can I duplicate a completed assessment?

In the first release any new assessment will need to be created from the beginning.

In future releases we will develop functionality similar to Socrates where you can duplicate a previously completed assessment and update information.

I was part of the group that tested the Indicative range calculations. The tool that we used for data entry was quite different from the OBIR tool that was shown to us. Which one will we use and what should we train our team on? 

Data entry for the indicative range testing used a temporary tool that was built specifically for that testing. The OBIR tool that was demonstrated on 22 and 23 January is what will be used. 

Will client information be able to be seen nationally or only within the NASC? 

Privacy and Security settings are configured per NASC or EGL. Staff should only be able to see people being supported from their own organisation. 

Can we transfer support from one NASC to another? 

Inter-NASC transfer functionality will be built into the OBIR tool, but not in the first release. For February/March, sites would continue using existing processes and Socrates, with some manual handover between organisations.

Have the new tools been tested for accessibility?

Yes. 

The pre-assessment letters have been reviewed for compliance with NZ accessibility standards. There is a 6-week lead time for delivering easy read versions, so we are targeting April for this. 

The new OBIR tool has been developed to comply with NZ Government Web Standards | NZ Digital government external and user acceptance testing has included a specific set of tests for blind low no vision users.

Can pre-assessment and other documents be sent electronically (for example, by email), or do they need to be sent by post? Can we be flexible, depending on what works best for the disabled person?

While it’s important you use the standard pre-assessment letter and information templates, you can be flexible about the delivery channel. 

Choose what works best for the disabled person, their carers, and whānau, depending on their circumstances. This may include email or postal delivery.

Will MY DSS Funding Plans be required for all community support allocations or only for flexible funding?

The new tools and processes will apply to all allocations. 

Can we update or add to someone’s My DSS Plan without a new assessment?

Yes. This is unchanged. Unless the criteria for reassessment are met, support can and should be reviewed and refined through updating the MY DSS Funding Plan to provide the best support to the disabled person.

Note that the Indicative Range will remain the same unless a new assessment is completed.

There is a temporary manual process for determining the indicative range from February. What is the time frame for this to be automated within the web app?

For an initial period, while the new tools are processes are embedded, we are using a centralised team and process to generate indicative ranges for funding.

Once we are confident everything works well and NASCs and EGL sites are familiar with the processes, the indicative range process will be automated within the web app.

We are not sure how long this will be for but anticipate it could be several weeks or months.

How do I share information from the assessment and the My DSS Funding Plan? 

Reports will be available from the system that can be downloaded and shared. These are still being worked on, and we will let NASCs and EGL sites know as soon as these are available.

Can I edit a completed assessment?

Once an assessment has been submitted for allocation of an Indicative Range, it cannot be edited. The My DSS Funding plan can, however, be updated if support needs change within the agreed allocation.

How can we see what information needs to be entered into the OBIR tool?

A series of mind maps were published on this website on 5 February. These cover the main questions for the different life stages covered by the OBIR web app. They provide cues to prepare for the assessment. They can either be printed out and filled out by hand, or else filled in electronically.

We will soon be adding more detailed question templates.

The 'Important Information' section seems to have disappeared from the OBIR web app on the training system. Will it be there on the live system?

Important information will be in the OBIR web app. However, due to a navigation bar issue, we are aware that in some cases it is not showing. This will be resolved in the next few days.

In the reflective questions, does "With support" mean informal supports such as the support of whanau/friends OR formal funded supports where in place?

It is either option. ‘With support’ can be either how they feel with informal support of whanau/friends, or through formal funded supports.

How are service lines kept aligned between the OBIR web app and Socrates? Do they have to be manually copied from Socrates back to OBIR?

At the moment, lines are manually calculated in the OBIR tool but we are looking at building in a calculator in a future release.

Can supports be recorded as starting prior to the date of the assessment? This currently can be done in Socrates but not in the OBIR web app.

This is a known issue and we are working on a fix to allow selection of dates prior to the assessment 

Sometimes we want to allocate supports below the lower band of the indicative range. Can we go below the bottom of the range?

Yes, you can go below the range, but more discussion and review is required if you need to go above the top of the range. 

How do I use the SPA with the My DSS Funding Plan?

The work around for now is to choose “very high” in the SPA

There are some questions in the life transitions section that are not easy to answer “yes” or “no”. For example is the person going back to work or increasing work this year.

In general these questions are optional and don’t inform the indicative range calculation. 

What happens for a disabled person being assessed who has shared guardianship (for example, care shared between two households). Do the preassessment letters get sent to both households? 

You should continue doing what you do now and send the letter to the parents or guardians named in the referral. If more than one parent or guardian has been named, then send the letter to each

What is different if we reassess a disabled person formerly receiving support but is currently inactive?

You should follow the same process as you do currently. 

How do the processes change if care of a disabled person transfers between NASCs / EGL:

· Pre-assessment

· During the assessment / allocation process

· Once support co-ordination is being provided?

The February and April changes do not change the way you manage transfers between NASCs or EGL sites.

If a person transfers to another NASC or EGL, you should use the same approach and arrangements that apply today in Socrates.

Transfer functionality is being developed in the web app and when it is complete we will provide further guidance.

If we are looking at support needed for a disabled person who is likely to require residential care, do we have to complete the OBIR assessment and My DSS Funding Plan using the new process and then use the Band Allocation Tool that was introduced in December last year? 

No. If you expect that the person will be best supported in residential care, there is no need to complete the OBIR assessment and My DSS Funding Plan first. We will update the process diagrams to show this.

What happens to the assessment / reassessment when a disabled person moves into a different life stage? 

It is not expected that moving between life stages will automatically require a reassessment, and standard reassessment criteria will apply. Unless personal circumstances change significantly then the current assessment can remain valid, but the next scheduled reassessment will be conducted within the context of the new life stage.

What happens to assessments that are in progress when we cut over to the new processes?

It is recommended that assessments are finished using whatever system they were started in.

Note that the new tools and processes relate to pre-assessment, assessment and developing the My DSS Funding plan. Coordinating support will continue in Socrates or other systems (for example EGL CRM) 

What if I want to use the OBIR tool questions but don’t have a connection or don’t want to type while I’m interviewing the disabled person, their whānau and carers?

You are the expert in assessment conversations. Use the approach that works best for you and for the person you’re meeting with. We don’t want you to change the way you have good, person-centred conversations or to follow the questions word-for-word. The OBIR tool is there to support what you already do and make sure we capture the right information to work out the funding range and build the MY DSS Funding Plan.

 You can download templates and other resources that we will provide to help you with your planning, but this shouldn’t replace good conversations. 

Is a new assessment needed whenever support needs change?

There are no changes to the criteria for when a reassessment is needed as opposed to making changes within an existing allocation. Changes can be made in the My DSS Funding Plan without a reassessment, provided it is within the agreed budget.

Where a reassessment is required, you will need to develop a new MyDSS Funding Plan, as this may impact the funding range.

Which letters do I use for a person over 18 who has a legally appointed guardian?

If someone over the age of 18 has a legal guardian, you should use the same letter that you would use for the parents, carers or legal guardians of someone under the age of 18. We have updated the training slides to reflect this.

What is happening with re-assessments?

It has been previously announced that routine re-assessments will be paused between February and October 2026 to allow the new processes to bed in. Urgent reassessments will continue. We have had feedback that some NASCs want to continue with routine re-assessments to avoid a backlog.

We will pause processing routine re-assessments for 6 weeks from 23 February to allow the new processes to settle in and we will then review whether there is capacity to resume all or some routine re-assessments before October.

Is there an expectation that all new participants and reassessments are done through the new tool as of ‘live’ date on 23 Feb? Or will some sites on 1 April, or is it a fluid start date?

The requirement is that all new people coming into DSS and urgent reassessments are done on the new tool once it goes live on 23 February.

May we share the indicative range with the disabled person or is it an internal document?

The indicative range including the bottom and top amounts can be shared with the disabled person.

Where or who is the indication range sent to and how is it sent? 

Initially, once you complete and submit the assessment, the OBIR web app will automatically send the information to the central DSS Calculation and Support Team, which has been established as a temporary team to support the implementation. They will calculate the indicative range. When this is done it will show in your dashboard, ready for you to use in developing the My DSS Funding Plan. You will also receive an email notification.

Are reassessments moving from 5 yearly back to 3 yearly?

No. There is no change to the frequency of re-assessments. 

How long is an indicative range valid for?

As long as the assessment is valid then so is the Indicative Range. The My DSS Funding plan can and should be regularly reviewed to update how supports are delivered within the agreed allocations. When a re-assessment is completed then the Indicative Range is also updated.

Will training guides and resources be available for NASCs and EGL sites to use?

Training guides and supporting materials can be accessed from

the resources area of the DSS website Training and support - Assessment, Allocations and Flexible Funding | Disability Support Services external 

These will continue to be updated, so please refer regularly to the website to ensure you use the current version.

When will the OBIR tool be available for NASCs to train with?

Trainers who attended “train the training” were given access to the test system on 29th January 2026 and we are working through giving access to everybody else in early February. If you have not received an email inviting you to access the system or are having difficulty, please contact dss_test@msd.govt.nz.

Are there published bands for the indicative ranges?

There are no bands for the indicative range. Each is calculated for and is unique to the assessment. 

Should NASCs put their logo on the pre-assessment letters, or should they use the DSS logo? 

NASCs should use their own logo on preassessment letters.

DSS may fund the supports, but the relationship between NASCs, disabled people, their whānau, and carers is what makes support effective.

Using the NASC logo helps build trust. It shows people who they will be working with, and it makes the service feel local and personal.

It also supports clear communication by making it obvious which organisation is contacting them and who they can reach out to.

Will the pre-assessment templates going to appear in Socrates in reports and letters?

The templates will initially be available through this website along with other resources. We will review where these are available in the longer term.