READINESS COORDINATOR NETWORK

August 28, 2014

AGENDA

Status of MIS / EBT Implementation Change Management – Preparing WIC

Families Examples of Card Branding Obtaining participant feedback on EBT card art

Scheduler questions

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STATUS OF IMPLEMENTATIONCERES 1 RUTLAND District Office selected for Pilot

Target start: end of May 2015

Pilot operation for three months; one month of evaluation

With FNS “Go” approval, will roll-out to other DOs starting in October 2015. Complete all roll-outs by March 2016.

For Pilot and Roll-Out: Checklists of activities to prepare for two months out and one

month out. Now being finalized.

One week of classroom training and mock clinic followed by roll-out the next week

Ceres SuperUsers will be identified for each DO

For roll-out locations, one week of intensive onsite support plus “Help Desk Zero” support from DO/State Office, and regular Help Desk for system problems

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DII, AHS, Department of Health IT staff preparing to “stand up” and test the servers that will host Ceres software in September

Hardware orders – laptops, PCs, printer/ scanners, signature pads.

Approved Products List (APL) with UPC codes nearly completed

Clinic data prepared for uploading and testing

STATUS OF IMPLEMENTATIONCERES 2

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STATUS OF IMPLEMENTATIONEBT

Work continues to prepare Ceres to “interface” with Xerox online EBT. Next task is working with grocers to interface with Xerox

The WIC EBT transaction – How does it work?

Ceres sends Xerox files containing HH food accounts/card numbers, authorized vendors, approved food UPC/PLUs

Xerox sends vendors the approved foods lists When EBT card is swiped, vendor queries Xerox if this

cardholder is eligible for the foods being purchased. If approved, Vendor completes sale and sends transaction record back to Xerox.

Xerox sends transaction record to Ceres. Ceres debits the HH food account, and sends payment

authorization to Xerox, for payment of vendor.

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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 Begin to 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 in testing Ceres functions.

End to End Testing (Ceres to grocers and back to Ceres) 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

IMPLEMENTATION SCHEDULE

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The “WIC SHOPPER” video from Mass. WIC is posted: \\Nessie\cph\Common\WIC\EBTvideos

“Branding” the WIC EBT Card Branding includes both naming and design Promoting A.D.K.A.R.

Awareness – Desire – Knowledge – Ability – Reinforcement Consensus

Simple Use a name the families will use. Add a tagline to indicate “choice” “healthy choices”

“healthy foods” “good foods” “family meals” “eat smart”

CHANGE MANAGEMENT: PREPARING WIC FAMILIES

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CHANGE MANAGEMENT: PREPARING WIC FAMILIES

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WIC Card Food Choice Card WIC Choice Card MyWIC Card The WIC Card Shop WIC Card Eat Smart Card Green Mountain WIC Champ Card

Good Food and a Whole Lot More

Healthy Options Healthy Choices More Choices, Better

Health

Card Names Taglines

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How to introduce the card and changes to families? Posters for clinics Flyers for distribution Talking points for certification appointments FB postings Emails FAQs

What’s the best way to start? Awareness and Desire messages Choices Convenience Health Other messages to start with?

CHANGE MANAGEMENT: PREPARING WIC FAMILIES

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Ceres’ Scheduler uses a pull-down menu for the type of WIC appointment being scheduled.

One list must apply to all DOs

The Scheduler is fully integrated with Household WIC Record

There is room for “notes” in the appointment record.

SCHEDULERAPPOINTMENT TYPES

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Ceres will be set up with “default” lengths of time for each appointment type. This default will be set specifically for each DO The default can be overridden; it’s for

convenience only Works just like Outlook – change the time text, or

drag the end-time later in the schedule.

Appointment TYPE must be the same Default Appointment LENGTH can be tailored

to DO, and can be overriden by Ceres User.

SCHEDULERDEFAULT APPOINTMENT LENGTHS

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NEXT STEPS

Next Month RCN meeting: More Discussions about Preparing WIC Families.

The workbook with your Outreach Organizations is due back September 15th.

Workbook for Scheduler is due back September 30th.

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NEXT RCN MEETING: SEPTEMBER 25 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

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