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Project Name Patient-level costing
Minimum software requirements for the costing of NHS services in
Reference Document England
Created by
Date of creation 9-Aug-22
Date of review
Require-
ment
Test scenario ID reference Test scenario description Importance Result Comments
document
index
Validate if the user can create additional costing
models using the functionality to copy the current
SYSTEM_01 SYS001 model code structures, look-up tables and MUST
physical allocation statistics
SYSTEM_02 SYS002 Validate if the user can edit the period to be MUST
costed
Validate if, when data are imported, a
reconciliation report is generated stating which
SYSTEM_03 SYS002 activity records have been excluded from the MUST
load because they occurred outside the costing
period
Validate if, when monthly ledger data are
imported for the period 1 April to 31 July 2016, a
SYSTEM_04 SYS002 reconciliation report is generated stating which MUST
ledger lines have been excluded from the load
SYSTEM_05 SYS003 Validate if cost models can be locked such that MUST
no further changes can be applied
Validate if the user can load activity datasets into
the system with a unique cost object identifier
MATCHING_01 MAT001 already attributed and linked across the datasets MUST
Validate if the user can produce a report
identifying the absolute number of and
MATCHING_02 MAT001 percentage of records with and without a MUST
matching key
Validate if the user can attribute matching keys to
MATCHING_03 MAT002 imported activity data using an automated MUST
process
Validate if the user can select between 5 and 10
MATCHING_04 MAT003 random columns in an activity dataset to match MUST
the activity data to cost objects
Validate if the user can change the matching
MATCHING_05 MAT004 hierarchy sequence and remove or append MUST
additional matching rules to the hierarchy
Validate if the user can amend the matching
MATCHING_06 MAT005 window for an activity dataset, setting the window MUST
based on days, hours and minutes
Validate if the user can amend the matching rules
for an activity dataset so that additional fields
MATCHING_07 MAT006 from the activity dataset can be added or MUST
removed from the matching criteria at any level
Validate if the user can identify and isolate
unmatched activity for a dataset and treat as
follows:
1. define a cost driver and allocate this to a group
of cost objects
MATCHING_08 MAT007 2. allocate this as an overhead to the matched MUST
cost objects
3. create a reconciliation item at specialty level
and link this to the requesting specialty
4. create a reconciliation item at specialty level
and link this to the providing specialty
Validate if the user can identify the matching rule
MATCHING_09 MAT008 for each matched record in an activity dataset MUST
Validate if the user can produce a summary
report of the matching rules and number of
MATCHING_10 MAT008 records per rule for an activity dataset, including MUST
the unmatched records
Validate if the user can produce a report
MATCHING_11 MAT009 identifying the percentage of records that have MUST
been matched for an activity dataset
Validate if, the user can set processes to carry
out the following transformational procedures on
a activity dataset:
1. transform a date field from 'dd/mm/yyyy' to
'mm/dd/yyyy' and then back again
2. trim a column description (or equivalent field)
to a maximum of 10 characters
DATAIMP_01 DAT001 3. set the case for a text column such that it is all MUST
lower case or all UPPER case
4. merge two description columns into a new field
5. remove all leading and trailing white spaces or
alphanumeric characters in a column
6. select update rules for a service description
using a mapping table
Validate if the user can link to and extract data
from:
DATAIMP_02 DAT002 1. SQL database tables MUST
2. MS Excel
3. MS Access
4. CSV/text files
Validate if the user can determine all the columns
DATAIMP_03 DAT003 required for costing or reporting in every dataset MUST
Validate if the user can select data to be
excluded from the load for an activity dataset and
DATAIMP_04 DAT004 generate a system report stating the data MUST
excluded
DATAIMP_05 DAT005 Validate if the user can load a group of four SHOULD
source datasets as a batch and individually
Validate if the user can select a future time and
date when a data import for a batch of source
datasets will occur (eg at 10pm on the following
DATAIMP_06 DAT006 day) and select a regular time for future imports SHOULD
to occur automatically (eg at 10pm every day)
Validate if the user can process all the following:
1. adding an activity dataset into the costing
model
2. appending additional rows to a dataset, eg 100
records appended to the activity data as a
DATAIMP_07 DAT007 separate load. The number of records within the MUST
model should reconcile with the number in the
original source dataset
3. reloading an activity dataset which overwrites
the previous data
4. deletion of an activity dataset
Validate if the user can map a look-up table
DATAIMP_08 DAT008 containing a description to a code column in an MUST
activity dataset for reporting
Validate if the user can double the size of an
activity dataset without having to change any
DATAIMP_09 DAT009 system settings or encounter any system MUST
constraints
Validate if, by selecting a cost object with a start
date before 31/03/2016 and no end date, the
system can match all related activities to the cost
DATAIMP_10 DAT010 object, and cost these with the period end date of MUST
31/03/2016. The system must also flag this cost
object as WIP
DATAIMP_11 DAT011 Validate the user is unable manually to amend MUST
activity data within the system browsers
DATAIMP_12 DAT012 Validate if the user can load a text field containing SHOULD
200 characters
Validate if the user can create bespoke data
validation reports for:
1. identifying where a field is blank in an activity
dataset
IMPVAL_01 IMP001 MUST
IMPVAL_01 IMP001 2. identifying where there is text in a number field MUST
3. identifying where there are negative minutes in
a dataset
Validate if the user can demonstrate the different
levels of validation severity by:
1. loading an activity dataset with blank cost
object identifiers. This should cause the import to MUST
fail
IMPVAL_02 IMP002 2. loading an activity dataset with blank specialty
codes. The import should load successfully with MUST
an error flagged as important
3. loading an activity dataset with blank patient
gender. The import should load successfully with MUST
an error flagged as minor
Validate if the user can generate a data validation
report that describes the errors and allows the
IMPVAL_03 IMP003 records contained in this report to be traced back MUST
to the source records
Validate if the user can generate a data validation
report and produce an extract file that can be
IMPVAL_04 IMP003 sent to the source department for review MUST
Validate if the user can generate a validation
IMPVAL_05 IMP004 report when activity data is loaded and after MUST
transformation rules have been applied
Validate if the user can generate a control report
indicating the source activity count, the number of
IMPVAL_06 IMP005 records excluded due to errors and the number of MUST
records that will be used in the cost allocation
process
Validate if the user can generate a control report
for an activity dataset indicating the activity count
by week, month or quarter for a financial year.
IMPVAL_07 IMP006 Check to see if this can be done when using a MUST
year to date (YTD) model and an in-month
monitoring model
Validate if the system generates a report or flag
when a cost centre and account code
IMPVAL_08 IMP007 combination has been loaded which has not MUST
previously been set up in the model
Validate if the user can select a cost centre and
account code from the ledger to do the following:
1. map the cost centre and account code to a
COSTLED_01 COS001 national list of resources MUST
2. map the resources to one or more activities
3. isolate and view the costs from the cost centre
and account code according to the cost objects
they have been attached to
Validate if the user can change the account code
and cost centre classifications so as to be able
change national resources and resource groups,
COSTLED_02 COS002 attach direct/overhead, pay/non-pay and MUST
variable/fixed/semi. Check whether the user has
a minimum of five user-definable fields for cost
classifications
Validate if the user can:
1. load activity and general ledger data for
COSTLED_03 COS003 multiple periods in a YTD model MUST
2. load both activity and general ledger data for
an individual month
COSTLED_04 COS003 Validate if the user can create YTD reports when MUST
producing monthly costing models
Validate if the user can disaggregate the cost on
a selected account code and link these
COSTLED_05 COS004 disaggregate amounts to different resources, cost MUST
classifications and cost drivers
Validate if the user can select a cost centre and
COSTLED_06 COS004 allocate pay and non-pay account codes MUST
differently
Using a selected cost centre, validate if the user
can transfer:
COSTLED_07 COS005 1. 50% of the value to another cost centre MUST
2. £100 to another cost centre
Using a selected account code, validate if the
user can transfer:
COSTLED_08 COS005 1. 50% of the value to another account code MUST
2. £100 to another account code
Using a selected cost centre and account code,
validate if the user can transfer:
COSTLED_09 COS005 1. 50% of the value to another cost centre and MUST
account code
2. £100 to another cost centre and account code
Validate if the user can produce a cost ledger
COSTLED_10 COS006 which has columns for actual spend and WTE MUST
populated for each expenditure line.
Validate if the user can allocate costs using
ALLOC_01 ALL001 seconds, minutes, hours and days as the volume MUST
amount
Validate if the user can create a cost driver for a
ALLOC_02 ALL002 selected activity dataset using three user- MUST
selected fields
Validate if the user can select ledger codes to
auto create allocation tables with:
ALLOC_03 ALL003 1. WTE as the value MUST
2. actual cost as the value
Validate if the user can:
1. allocate overhead cost centres to other cost
centres, including an example of an overhead to
ALLOC_04 ALL004 overhead allocation MUST
2. allocate overhead cost centres directly to a
cost object
Validate if the user can:
1. allocate overhead resources to other
resources, including an example of an overhead
ALLOC_05 ALL005 resource to overhead resource allocation MUST
2. allocate an overhead resource directly to a
cost object
Validate if the system can isolate and report
ALLOC_06 ALL006 excess bed days as a unique activity based on MUST
the cost collection guidance
Validate that the system does not round numbers
to fewer than four decimal places during the
costing calculation. Check:
ALLOC_07 ALL007 1. the rounding used for the cost driver values MUST
2. the rounding used in the financial allocation
statistics and any intermediate calculations
3. the rounding used when reporting cost objects
costs
Validate if a reconciliation is created between
ALLOC_08 ALL008 cost drivers that contain actual cost or income MUST
and the associated general ledger lines
Validate if the user can select a variance and:
1. disaggregate the cost/income into five values
ALLOC_09 ALL009 2. assign user-defined validations and MUST
income/cost classifications in the relevant ledger
Validate if the user can generate a reconciliation
between the general ledger and the fully
absorbed cost objects. This reconciliation must
COSTVAL_01 VAL001 show clearly which general ledger lines have MUST
been absorbed by the cost objects
Validate if the user can generate a report within
COSTVAL_02 VAL002 the system stating where cost ledger lines have MUST
no basis for allocation
Validate if the user can generate a report within
COSTVAL_03 VAL003 the system stating where cost drivers contain no MUST
activity data
Validate if the user can generate a report
COSTVAL_04 VAL004 containing record counts and volume amounts for MUST
every cost driver
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