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eWIC Project Management: Oklahoma State Health Department Implementation Plan

Detailed implementation plan of eWIC project in Oklahoma, including pilot phases and rollout schedule with vendor and staff training strategies.

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eWIC Project Management: Oklahoma State Health Department Implementation Plan

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  1. Information • Priscilla Tiger RD/LD • eWIC Project Manager • WIC Program Consultant • Oklahoma State Department of Health WIC Service

  2. Plans for eWIC • Original Plan • Pilot in March 2014 • Rollout June 2014 to November 2014 • First Modification to Plan • Pilot in September 2014 • Rollout January 2015 to June 2015 • Current Plan • Pilot in March 2015 • Rollout June 2014 to September 2015

  3. Plans for eWIC • Delay due to our MIS not being ready • In house developed system-PHOCIS • Addition of household account module • Revision of food package & food issuance • Complete revision of our vendor management system • New platform for PHOCIS

  4. Pilot Plans • Pilot Phase • 2 counties – 6 clinics • Monthly caseload varies from 136 to 2436 • Variety of vendors • Proximity to largest cities • Added 4 counties – 6 clinics to end of pilot phase – not in original plan

  5. Rollout Plans • Rollout Phase • 4 Phases • Revised from 6 phases in original plan • Shortened from 6 months to 4 months • Rolling out from our pilot areas

  6. Pilot & Rollout Map Nowata Cimarron Ottawa Texas Kay Woods Alfalfa Harper Grant Beaver Craig Washington Osage Delaware Woodward Noble Rogers Garfield Mayes eWIC Pilot Major Pawnee Ellis Tulsa 2 Counties, 6 Clinics, 27 Vendors March - April 2015 Payne Dewey Wagoner Cherokee Blaine Kingfisher Logan Creek Adair Roger Mills Lincoln Muskogee Okmulgee 4 Counties, 6 Clinics, 18 Vendors May 2015 Custer Canadian Oklahoma Okfuskee Sequoyah McIntosh Washita Beckham Cleveland Haskell Pottawotomie Seminole Caddo Grady eWIC Rollout Areas Hughes Greer Kiowa Latimer Le Flore Pittsburg McClain Harmon Phase 1 – 7 Counties, 23 Clinics, 103 Vendors June 2015 Pontotoc Garvin Comanche Jackson Coal Stephens Murray Pushmataha Tillman Phase 2 –14 Counties, 27 Clinics, 130 Vendors July 2015 Johnston Atoka Cotton Carter McCurtain Jefferson Marshall Choctaw Love Bryan Phase 3 – 25 Counties, 28 Clinics, 81 Vendors August 2015 Phase 4 – 24 Counties, 30 Clinics, 99 Vendors September 2015 06/16/2014

  7. eWIC Training Committee • Plan and schedule trainings for staff • Schedule clinics for rollout • Develop training material • Meet at least monthly

  8. Vendor Outreach • Ongoing contact with vendors • Regional meetings for integrated vendors • Onsite trainings for vendors with stand beside devices

  9. State Staff Trainings • Training of nutrition & vendor staff, state helpdesk staff on process • Training of financial staff • Scheduled for January/February

  10. Staff Trainings • Staff website with eWIC section • Written documents • PowerPoint presentations with voiceover • Presentation at Annual WIC State Nutrition Conferences

  11. Staff Trainings • Quarterly Video Conferences • Regional trainings • Fridays prior to rollout–Policy & PHOCIS • 2 Sessions per day • 1 Nutrition staff and 1 policy staff

  12. Rollout Days • Caseload & size of clinic • Two staff members for clinics over 1000 caseload • One staff member for clinics under 1000 caseload • Generally two days at each clinic • Number of clinics each week • Four to eight clinics per week

  13. Rollout Days • Staff needed per week • Vary upon number & size of clinics • Maximum six staff members per day • Nine staff members to pull from

  14. Rollout Days • Scheduling rollout • Challenging • Clinics and slots on calendar for staff to pick from • Decided to make it fun

  15. Regional Training Princesses Nutrition Staff Policy Staff

  16. Rollout Princesses Nutrition Staff

  17. Scheduling

  18. Celebration Plan to celebrate!

  19. Contact Information Priscilla Tiger RD/LD priscilt@health.ok.gov 405-271-4676 ext 50023 918-237-3105

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