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Readiness Coordinator Network

Readiness Coordinator Network. June 26, 2014. Agenda. Status of MIS / EBT Implementation Clinic Enablement Site Surveys Update Change Management – Preparing WIC Families. Status of Implementation Ceres. Status of Pilot DO Selection

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Readiness Coordinator Network

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  1. Readiness Coordinator Network June 26, 2014

  2. Agenda • Status of MIS / EBT Implementation • Clinic Enablement • Site Surveys Update • Change Management – Preparing WIC Families 6/26/14

  3. Status of ImplementationCeres • Status of Pilot DO Selection • Work continues by state staff Vermontizing Ceres: a/k/a “configuration” • Data Conversion continues on DO records • Beginning to analyze how Ceres and EBT will affect clinic flow, assignment of duties in DOs and at clinic • Orientation of state staff in all Ceres clinic and state admin functions by Ciber 6/26/14

  4. Status of ImplementationEBT • We have a contract with Xerox for EBT • DFS also contracted with Xerox for 3Squares, so our fruit and veggie card OK until EBT rollout • Work has begun validating that Ceres is set up correctly to “interface” with Xerox online EBT • Next task is working with grocers to interface with Xerox XEROX CERES GROCERS 6/26/14

  5. Implementation Schedule • June 2014 – Sept 2014 • DII installs server system to host Ceres and AHS builds Test Database • Ciber (Ceres) and Xerox (EBT) test the interface between the MIS and EBT • VDH works on configuring (Vermontizing) Ceres • Sept 2014 – Dec 2014 • Ciber and Xerox internal testing • VT IT completes internal testing of all software and systems • Xerox works with Retailers on EBT enablement • Introduce WIC families to upcoming changes • Jan 2015 – May 2015 • User Acceptance Testing (UAT) – Help Desk, state staff and selected DO staff will be trained and participate. • End to End Testing • Pilot preparations • May 2015 – Sept 2015 • PILOT and Pilot Evaluation • Roll Out preparation (set up eqpt, distribute cards, materials, clinic checklist completion; schedule for phase out of home delivery; etc) • Oct 2015 – March 2016 • ROLL OUT to each DO • 12 waves, two weeks each 6/26/14

  6. Pilot and Roll Out Schedule • Prior Week – DO data converted from legacy system to Ceres • Week One – prep and training • DII Desktop Services set up and test clinic workstations and peripherals • Clinic training – 4 days classroom, 1 day mock clinic • Staff free from all other work during this time - No clinics scheduled • Classroom is onsite in DO; Each trainee has their own laptop/workstation • Training is functionally based: learn by doing actual tasks • DO data converted from legacy system to Ceres • Week Two – roll out • “Light load” appointment scheduling • Longer time for appointments • Time in between to prepare for next appointment • Support staff on site to help all week • SuperUsers (trained during UAT, tested system) in each DO • Week Three and Beyond • Continuing support from SuperUsers, state staff, Help Desk • Continue “light load” appointment scheduling for 1-3 months 6/26/14

  7. Change Management: Preparing WIC Families • “Branding” the WIC EBT Card • Branding includes both naming and design • Promoting A.D.K.A.R. • Awareness – Desire – Knowledge – Ability - Reinforcement • What will EBT and retail delivery mean to families? • Positive aspects of this change; ways to build comfort and desire for change • Naming the WIC card: what are your thoughts? • Reports from the DOs 6/26/14

  8. Next Steps • PLEASE promote the Mini-Demos – • easy to watch from any workstation with access to Nessie folders • no more than 5 minutes each • Run automatically – click and watch a slide show with audio track • Topics • Ceres and BF Peer Counselors • Ceres and Data Integrity (How Ceres help make sure data entered is accurate, and that all necessary information is gathered for a correct certification) • Ceres Automates Growth Charting • Adding a new baby to Ceres • Reports available from Ceres • Producing a VOC • \\Nessie\cph\Common\WIC\Ceres_Demos • Next Month: More Discussions about Preparing WIC Families 6/26/14

  9. Next RCN Meeting: June 26 12:30 pm-1:30 pm • If you will miss the meeting, please review the meeting materials and contact us with any questions and suggestions • http://healthvermont.gov/wic/ReadinessCoordinatorNetwork.aspx • Lynne Bortree lynne.bortree@state.vt.us • Jeanne Keller jkeller@keller-fuller.com 6/26/14

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