Readiness Coordinator Network

1. Readiness Coordinator Network February 27, 2014

2. Agenda • Status of MIS / EBT Implementation • Clinic Enablement – Review of the CE Plan • Results of Site Surveys • Computer Skills Self-Assessment Tool for DO staff

3. Status of Implementation • Ceres • All project plans are completed. Plans of specific interest to RCN/WIC Staff: • Clinic Enablement • Training • Disaster Recovery • Help Desk • Data Conversion • Design Phase has begun • Ciber working on Vermont configurations • Ciber drafting Detailed Functional Design Document (DFDD) – specifics on what we expect Ceres to be able to do

4. Status of Implementation • EBT • JPM cancelled contract for WIC EBT • Does not impact our Fruit and Veggie card • VT WIC exploring all options • Two other EBT contractors “out there” • Xerox – who will replace JPM as 3Squares EBT Host • CDP – who were the second bidder for our WIC EBT • Trying to get our next EBT contractor working with minimal delay • Good news: Hannaford, Shaws and Price Chopper all will be ready for online EBT by end of summer 2014

5. Clinic Enablement PlanPurpose • Details the activities, schedule and responsibilities for making sure facilities and staff are ready for using Ceres and issuing EBT cards. • Drafted based on: • experience in Mountain Plains States • Other examples of transfer of one state’s MIS system to another state • Implementation of our fruit and veggie EBT • WIC and IT industry best practices.

6. Clinic EnablementApproach • Requirements-Based • What is required for Ceres and EBT? (Requirements) • What do we have now? (Baseline) • What are the gaps/what needs to be changed? (Gap analysis) • Make necessary modifications – be it policy changes, hardware purchases, training on the new system, clinic workflow and layout, etc • Checklists, checklists, checklists • Standardize best practices • Avoid overlooking things • Systematize the “gap analysis” and modifications • Plan, Do, Check, Act --- Run a pilot, fix problems, then roll out.

7. Clinic Enablement PlanContent Areas • Clinic Procedures and Policies • New Operations Manuals • Redesigned Workflows • Roles and Responsibilities • Security Procedures • Training • Responsibility, and Schedule for • Staff Training – Geared to functions and responsibilities • Participant Training – food choices, card use • Content and other details in separate Training Plan

8. Clinic Enablement PlanContent - 2 • Clinic Infrastructure – District Offices • Work space layout • Network connectivity and bandwidth • Hardware and software readiness • Software installation, updates, drivers, et • Installations of workstations, signature pads, card devices, printers • EBT card inventory • Security • Role-based system access • EBT card storage

9. Clinic Enablement PlanContent - 3 • Clinic Conversion Schedule • Pilot – one District Office • Roll-Out – one DO at a time, every two weeks • Target dates • Pilot starting May 2015 • Roll-out DO #2 starting in October 2015 • Complete Roll-Out in March 2016. • Celebration May 2016!

10. Site Surveys • Purpose: Assessment of current infrastructure and equipment available • Will be used to work with DII, BGS, and Ciber to identify and address gaps in preparing our clinics and work areas • DO surveys due February 28th • Outreach clinic surveys due May 2 • Update Jeanne as info is collected…. • Any feedback on your site survey? • (DO roll-call)

11. Next – Computer Skills Self-Assessment Survey • Allows DO WIC staff to anonymously and confidentially self-assess computer skills and identify areas for improvement • RCN requested to announce and promote the survey • RCN requested to help colleagues connect with resources to improve skills • Jeanne will email survey to RCNs • Feedback on the draft survey?

12. What’s Next? • Subproject: Clinic Workflows and Roles • We are reviewing staff and clinic roles in the Mountain Plains States – they are based on use of Ceres (Requirements) • Team of DO supervisors will review and compare to current workflows, current staff roles (Baseline) • Identify/design roles in VT WIC clinics (Modification)

13. What’s Next for the RCN • Continue work on Outreach Clinic Surveys • Announce and promote computer skills self-assessment for DO staff

14. Next RCN Meeting: March 27th * 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 • Lynne Bortree lynne.bortree@state.vt.us • Jeanne Keller jkeller@keller-fuller.com