READINESS COORDINATOR NETWORK

September 25, 2014

AGENDA

Status of MIS / EBT Implementation Rollout Schedule Change Management – Preparing WIC

Families Card Branding - Naming Status of EBT card art

WIC Director/Supervisor Task Force Participant Education Toolkit

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STATUS OF IMPLEMENTATIONCERES

Department of Health IT and DII working on setting up servers for installation of Ceres

State staff finalizing the configuration of Ceres – e.g. Loading all types of breast pumps into the inventory

lists – DOs only will have to enter serial numbers

Loading all referral organizations – Thanks for the great efforts on the workbooks!

Finalizing set up of new food packages, loading more of the approved formulas and food items

Creating schema for security roles; will assign roles to individual WIC staff members and load all staff members

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STATUS OF IMPLEMENTATIONEBT

Ciber (the Ceres contractor) and Xerox (the EBT contractor) preparing to test connectivity between the two systems (sending and receiving messages)

Xerox beginning to make contact with all of our authorized grocers to determine how to ready them for eWIC.

Priority to chains

Next priority is independents in Rutland (pilot)

A reminder about “integrated” versus “stand-beside” grocer systems

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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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“Branding” the WIC EBT Card Keep it simple; use what families will call it Feedback from Massachusetts eWIC Art work: will be different from the Ceres Logo.

Proposals will be circulated to DOs to get participant feedback.

CHANGE MANAGEMENT: PREPARING WIC FAMILIES

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A toolkit for use by all DOs to prepare clinics and participants for WIC EBT

Based on successful models used in other states that recently implemented eWIC

(“eWIC” is the name being used nationally by WIC agencies, to differentiate from SNAP and other EBT programs)

Focus of Vermont participant/staff education is: Change from home delivery to retail shopping –

more food choices Change from POD to eWIC and the card

PARTICIPANT EDUCATION PLANSVERMONT EWIC READINESS TOOLKIT(VERT)

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Includes: Timelines – a schedule to tailor to your roll-out

dates Checklists of activities to complete – keyed to the

timeline, with resources to support Webinars for staff – to support the activities Poster and flyer templates and ideas

RCN monthly meetings will continue to provide general support to DO preparations and share knowledge

Kit will be ready by January for Rutland to “pilot” – feedback will be incorporated for rollout DO version.

VT E-WIC READINESS TOOLKIT

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Will be created in next month Objective: to plan how DOs will

Carry out participant notifications, education and conversion from home delivery to retail eWIC

Move staff from a paper system to Ceres Handle scheduling of staff for pilot and roll-out Schedule clinic appointments to allow for

conversion of participants from home delivery to eWIC (when to educate, how to distribute cards, 3-month nutrition ed options, etc)

DIRECTOR/SUPERVISOR TASK FORCE

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NEXT RCN MEETING: OCTOBER 23 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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