Making Sense of the WIC EBT IAPD IAPD Session of the 2014 WIC EBT User Group Meeting July 23, :00 AM to 12:00 PM Presented by Cheryl Owens, MAXIMUS 1

Agenda Purpose of the IAPD FNS Handbook 901 Guidance What is Standard What is Not 2

Purpose of the IAPD To gain FNS approval to implement WIC EBT you need to demonstrate: –You understand the scope of the project –You understand the activities that you or your contractors will undertake –You understand the level of effort that will be required –You are committing sufficient resources to the effort –You have considered all elements of the implementation in your budget request 3 If you have a QA consultant, leverage his or her knowledge of WIC EBT to fully learn about implementing and operating WIC EBT. Ask questions! Consider including EBT 101 or 201 training sessions for State Agency and local agency staff and WIC vendors in your contract with your QA consultant.

FNS Handbook 901 Updated on February 28, 2014 Most of the content formerly required is still required New emphasis on strong project management and oversight 4 It’s not complicated but does require knowledge of WIC EBT and time to put it together.

What is Standard (Usually) State Agency/Contractor Assurance –You and your contractors will comply with WIC EBT standards, rules and guidelines Request for Waiver of Depreciation Cost Allocation Plan 5 State Agency Assurances NUPC Interface Technical Standards Standard Business Practices

What is Standard (Pretty Much) Project Management Approach and Plans –Quality Management –Risk Management –Change Management –Communication Management –Security Planning 6 Don’t reinvent the wheel! FNS has templates and instructions, referenced in the Handbook 901. BUT FIRST - Check if there are state or agency project management standards and plans that need to be followed. These requirements will take precedence over templates from FNS – or can be supplemented with input suggested by FNS templates.

What is Not Standard Project Management Plan and Resource Requirements –Description of MIS readiness, effort to enable it for EBT or transfer system –Implementation approach and activities –Pilot activities –Statewide rollout activities –Implementation funding –Duration –Procurement schedule –Collaboration with other State Agencies 7 The items that are “not standard” are those that are specific to your state. These items will require the most time to gather information and make appropriate decisions.

What is Not Standard Procurement Plan –Procurement approach –Procurement risks –Cost determination –Standard procurement documents –Approach to preparing procurement documents –Procurement decision –Contract approval 8 Your procurement approach is dependent on your state’s procurement regulations and guidelines. Your procurement approach may not be a procurement effort but a negotiation with the state’s SNAP EBT provider or with the WIC EBT service provider contracted to another state’s State Agency.

What is Not Standard Staffing and Project Management –Project management –Project organization, including: State Agency State IT WIC EBT service provider MIS contractor QA contractor FNS Executive Steering Committee –State Agency personnel – how you will staff your project –Team responsibilities 9 A dedicated project manager is the norm. Will you have sufficient staff to manage day-to- day business as well as: Overall oversight (e.g., Project Sponsor) Participate in design and review deliverables Develop policies & procedures Develop the UPC database Support WIC vendors to enablement Train local agency staff System testing

What is Not Standard Schedule of Activities, Milestones and Deliverables –Schedule narrative –Milestones and deliverables –Detailed schedule –Schedule management 10 Tip of the day: Develop the detailed schedule first, then complete other sections that ask for level of effort, activities, responsibilities, costs, etc.

What is Not Standard Proposed Budget –Implementation costs State Agency staff (NSA) Contractors Hardware and materials Travel Miscellaneous –Operations costs Paper based WIC EBT 11 Don’t forget – The level of effort to perform the activities shown on slide 9 Fringe and overhead in State Agency staff costs The IIN application Hardware for UPC collection Where the cost of State IT staff is placed – in NSA (if at no additional cost to the WIC Program) or in Contractor costs (if there is a fee)

What is Not Standard Retailer Enablement Plan –Status of WIC EBT enablement –Enablement approach –Enablement needs (hardware, system upgrades, etc.) –Outreach –Retailers in pilot area –Retailers in rollout regions 12 Getting ready for the Retailer Enablement Plan (and budget) section is the most time consuming portion of the planning process. You need to know retailers’ enablement status – but keep in mind it will change before you go to pilot and rollout.

What is Not Standard Training –UAT –System operations –Local agencies –WIC vendor –Participants 13 UAT training may be conducted by the State Agency, the WIC EBT service provider or the QA consultant. System operations training is provided by the WIC EBT service provider. How your State Agency will train or support training for local agency and clinic staff is specific to each state. WIC vendor training applies to those vendors with stand- beside terminals. Participant training involves decisions on types of training materials.

Clinic Management Plan Infrastructure Readiness Clinic Conversion and Schedule Clinic Processes with EBT 14 How will you address: Satellite clinics without Internet connection Separation of duties Ordering, securing and managing card stock Clients transferring during rollout

Thank You! 15 Cheryl Owens MAXIMUS