READINESS COORDINATOR NETWORK

December 10, 2014

AGENDA

Status of MIS / EBT Implementation User Acceptance Testing – Testers/Super

Users Clinic Readiness – V-CeRT Toolkit

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STATUS OF IMPLEMENTATIONCERES

Ciber (Ceres contractor) and Xerox (eWIC contractor) approaching completion of “contractor to contractor testing” – connections and messages

IT personnel working with contractors on security, network, etc issues

WIC Central staff have finalized the setup of Ceres for UAT. (More work will be needed for the set up for Pilot)

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STATUS OF IMPLEMENTATIONEBT

Retailer Readiness Work Group at WIC Central working on:

2015 Retailer Authorization – new agreements, site visits, training. (Thanks for “new” store recommendations.)

Certification of retailer eWIC Readiness – connections to Xerox system

Retailer Handbooks, eWIC decals and posters

Xerox making personal contacts with all current and potential retailers – Xerox reports strong support for eWIC

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Here are the WIC staff who will be testing Ceres in January, and become their DO Super Users:

USER ACCEPTANCE TESTING / SUPER USERS

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DO Tester/SU DO Tester/SU

Barre Courtney Pletzer Newport Betty Trucott

Brattleboro Dawn Gragen Rutland Bonny Lee

Bennington Karen LaFlamme Springfield Tabbi Daly & Will Fritch

Burlington Betsy Lang St. Albans Andrea Miller

Middlebury Moira Cook St. Johnsbury Nickey Churchill

Morrisville Cindy Laraway White River Jct Caitlin Carreau

Designed for step-by-step planning for all phases of conversion

Conversion = changing from paper to Ceres, and changing from PODs/home delivery to WIC cards and eWIC. The process of implementing Ceres, and of participants getting and starting to use their cards

Rollout = when your local agency actually starts conversion. The “kick off.”

V-CeRT is a Work-in-Progress: seeking input as Rutland and other DOs do their preparation

VERMONT CERES / EWIC READINESS TOOL – V-CERT

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Section 1 Introduction to V-CeRT Overview of the Ceres / eWIC implementation How to use the toolkit A step by step task list for Ceres / eWIC readiness in the clinic Resources in this section:

Readiness Timeline for completion by district office List of eWIC webinars Glossary of terms Readiness Checklist for all conversion tasks

Section 2 Conversion and Participant Notification Overview and schedule for rollout of Ceres/eWIC in each district office Schedule for converting households from home delivery to WIC Cards Stages and methods for participant notification, and education/notification materials that

will be provided to district offices Example of a district office notification plan Planning for converting households from home delivery to WIC Cards: in office and mailing

cards Resources for notification

1/3 sheet flyers to distribute during WIC appointments in six months leading to Rollout PowerPoint for pre-card mailing Orientation Session for participants How to Use Your Card factsheet to be mailed with WIC Card FAQ

V-CERT - CONTENTS

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Appointment Scheduling and Caseload Management Schedule adjustments before conversion Appointment scheduling during Rollout Using Group Sessions

Clinic Flow Changes to clinic flow due to conversion to Ceres / eWIC Changes to benefit issuance – from home delivery to the WIC card Separation of duties – options for compliance with federal

requirements Examples of clinic flow changes Resource: Clinic Flow Chart for completion by district office Equipment New equipment for clinics as part of conversion to Ceres / eWIC Setting up the clinic room for Ceres Using card readers, signature pads, and scanner/printers

V-CERT – CONTENTS 2

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Section 6 WIC Cards and Card Inventory Managing the WIC Card inventory in Ceres Storage requirements for Vermont WIC Cards Allocating cards in the WIC clinic WIC Card security

Section 7 Participant Materials Ceres-generated materials for participants (notices, letters, reminders, etc) Description of other new materials describing eWIC and the WIC Card, and the new approved food list

(Shopping Guide, FAQ, etc) Distribution and use of new materials Table displaying new materials and the old materials they replace Section 8 Partner Notification Notifying community/outreach partners of the change to the WIC Card Developing a plan for notifying partners Resources for notifying partners: “A Message to Partners” letter FAQ for Partners Status Reports on Conversion to the WIC Card Ideas for Facebook posts

V-CERT – CONTENTS 3

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Initial recommended changes from Rutland staff being incorporated

Rutland will start using V-CeRT in January – six months out ...

Continual updating as Rutland uses it Other Local Agencies will get the version

current six months out of their Rollout If your Rollout is October, you’ll the version

current as of May. (Rutland will have used V-CeRT for five months by then.) If you Rollout in January, you’ll receive the current version in July.

V-CERT – NEXT STEPS

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Order Month/Year Local Agency

Pilot May 2015 Rutland

2 October 2015 Bennington

3 October 2015 Springfield

4 November 2015 Brattleboro

5 November 2015 White River

6 December 2015 St. Johnsbury

7 January 2016 Newport

8 January 2016 Morrisville

9 February 2016 St. Albans

10 February 2016 Burlington

11 March 2016 Barre

12 March 2016 Middlebury

ROLL OUT – THE TENTATIVE SCHEDULE

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NEXT RCN MEETING: JANUARY 22 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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