2014 wic ebt users group
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2014 WIC EBT Users Group. Implementing EBT & MIS Together Sylvia Mitchem Program Manager July 22, 2014. Getting back to the Mission of WIC. The Mission of WIC. Implementing eWIC & MIS together allows the state to “get back to the mission of WIC.” - PowerPoint PPT PresentationTRANSCRIPT
2014 WIC EBT Users Group Implementing EBT & MIS Together
Sylvia MitchemProgram Manager
July 22, 2014
Getting back to the Mission of WIC
The Mission of WIC
Implementing eWIC & MIS together allows the state to “get back to the mission of WIC.”• eWIC/MIS is inherently complex and stressful, but minimizes the extent of
disruption• eWIC/MIS requires additional planning and consideration, but streamlines
development, testing, training, pilot, rollout, and transition activities• eWIC/MIS requires strong partnerships and trust among team members,
everyone is in the same boat paddling together
April 19, 20233
eWIC/MIS together is not easy, it requires a fearless team willing to take risks for the mission of WIC.
Virginia Crossroads/eWIC
Virginia Crossroads/eWIC
The joint Crossroads/eWIC project was a new implementation on both sides.• Part of the original State Agency Model (SAM) Consortium of North Carolina,
Alabama, Virginia, and West Virginia to develop a custom WIC MIS• Single MIS interface with two benefit Processors based on the Universal
Interface• Required coordination among partners at each phase of the project
Virginia was the first state in the Consortium to implement Crossroads, and at the same time the state transitioned to online eWIC.• 160,000 participants• 800+ retail store locations
April 19, 20235
Virginia rolled out Crossroads and eWIC statewide in less than three months.
Testing & Training
Key Considerations
Combined test scripts must take care to cover all aspects impacting benefit issuance, management, and reconciliation.• Consider the impact of converted data• Validate the food prescription balance • Simulate redemption & reconciliation
eWIC/MIS changes many aspects of the WIC program, training should cover not only system changes, but program changes as well. • Review any changes to the food package • Provide staff with a fully functional training environment and a schedule of real-
world exercises to perform leading up to go-live
April 19, 20237
If possible, have state staff perform the local agency training – see, do, teach!
Clinic Operations
Key Considerations
Clinics must be prepared for the real, not the ideal.• Do not assume roles will be analogous to the legacy systems/processes, act it
out• Provide staff with reference materials for default packages, formula conversions,
etc.• Review each benefit issuance, change, and void thoroughly• Develop a benefit issuance checklist• Define process/authorization for legacy system void & replacement• Communicate with your formula supplier, if applicable, to define contingency
processes for issuance, replacement, and payment
April 19, 20239
Nutrition is the crux of the WIC program and of the systems that support it.
State Operations
Key Considerations
The relationship between Vendor data in the eWIC system & MIS is complex.• Discuss vendor data conversion timeline with both contractors• Consider the MIS data conversion when scheduling live buys• Outline your retailer go-live guidelines and transition schedule• Determine how you will initially set NTEs, and define criteria for evaluation• Define information needed to respond to participant/retailer redemption issues• Identify a partner at the store willing to directly assist customers
April 19, 202311
Remember your legacy system data for reporting!
Support & Transition
Key Considerations
Hope for the best, but plan for the worst. • Seek avenues for instant communication with staff• Ensure that you have sufficient SME and Help Desk resources• Provide on-site support within each district for the first week of rollout• Monitor end of day and batch processes• Consider inverting the Help Desk structure until things smooth out
For the WIC program, this is all just the beginning!• Don’t be afraid to use the functions and data available in new ways• Consider asking staff to submit proposals for program initiatives
April 19, 202313
Remember the systems were built for Mission of WIC!