Vermont WIC MIS/EBT Implementation

Vermont WIC MIS/EBT Implementation Readiness Coordinator Network October 24, 2013

Agenda • Announcement of MIS/EBT Contractors • Collection of UPCs/PLUs for VT APL • Review of other state’s APL materials for participants • Feedback from the Field on EBT and Approved Products List • Ceres graphic styles • November – December Meetings

MIS and EBT Contractors • MIS Contractor – CIBER, Inc. (contract approvals and signatures pending) • Developed the MPSC MIS to be transferred to Vermont WIC, and installed and operated as Ceres • Continuing to work with Mountain Plains States Consortium on enhancements to the MIS • Will develop also the “interface” to allow the MIS to work with our online EBT system • EBT Contractor – JP Morgan (contract signatures pending) • Currently installing online EBT for Oregon WIC • Already developed and operate online EBT for Cherokee Nation, OK, and other WIC agencies using the SPIRIT MIS

MIS and EBT Contractors (2) • Kick-off meeting for all contractors and stakeholders Nov 13 – RCN members invited! • First face-to-face of all involved parties to review initial project plans, timelines and milestones • Identification of roles and responsibilities • Vermont the first SA to implement a new MIS at the same time as transitioning to EBT. Add to that, we are transitioning from home delivery to retail delivery. Over 3,000 unique tasks • Three contractors: MIS, EBT and Quality Assurance (QA), to monitor health of project management and quality of contractor deliverables.

Collection of UPCs for the APL • The Approved Products List (APL) must be “machine readable” to be EBT-usable • Description of the food has to be stated numerically • Category (“Cat”) + Subcategory (“SubCat”) + Quantity + Universal Price Code (“UPC”) and Price Look Up (“PLU”) • Example – Oregon WIC APL spreadsheet Manufacturer code Product Code

Collection of UPCs for the APL (2) • Start with APL spreadsheets from other EBT states: FL, OR, KY, MI • Use reference databases to supplement • FNS National UPC Database (NUPC) • Kwikeesystems.com (wholesalers record products here) • Chains – Hannaford, Shaws, P&C, Tops • Wholesalers – Assoc. Grocers of New England (AGNE), Dowlings, etc • Do our own scanning in stores to further supplement • Handheld devices that dock to PC to upload data • Used in OR, FL and other states to build their lists

Reminder: Report Network Problems • We need to establish “baseline” for current network capability • If it’s not good enough now, it won’t be later! • Report to HelpDesk if Network is s-l-o-w, not responding quickly, timing out, etc. • HelpDesk tickets are used by DII to determine if there’s enough capacity for the new system! • Please spread the word in your DO --- Report any and all network problems to HelpDesk --- not just network outages! • https://www.ahsinfo.ahs.state.vt.us/apps/help_me2.cfm

Reports Back from Homework • Talking to Families About Food Choices • How will EBT change how you talk to families about the WIC food package? • What questions do you think families will have? • What materials will be useful for staff and families?

Year –End Schedule • November 13 – Kick-off meeting in Burlington (all day) • December – month off – no meeting • January – meeting JANUARY 23, 2014 12:30 PM – 1:30 PM

What’s ahead…. next MEETING’s agenda

January 23, 2014 12:30pm– 1:30pm • Update on Projects • Review of Clinic Enablement activities planned • Feedback from the Field • If you will miss (or have missed) the meeting, please review the meeting materials and contact us with any questions and suggestions • http://healthvermont.gov/wic/ReadinessCoordinatorNetwork • Lynne Bortree lynne.bortree@state.vt.us • Jeanne Keller jkeller@keller-fuller.com

See you (when) ????? –??????– 1:00 pm

Vermont WIC MIS/EBT Implementation