R EADINESS C OORDINATOR N ETWORK December 10, 2014

A GENDA Status of MIS / EBT Implementation User Acceptance Testing – Testers/Super Users Clinic Readiness – V-CeRT Toolkit 12/10/20142

S TATUS OF I MPLEMENTATION C ERES 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) 12/10/20143

S TATUS OF I MPLEMENTATION EBT 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 12/10/20144

Here are the WIC staff who will be testing Ceres in January, and become their DO Super Users: U SER A CCEPTANCE T ESTING / S UPER U SERS 12/10/20145 DOTester/SUDOTester/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 V ERMONT C ERES / E WIC R EADINESS T OOL – V-C E RT 12/10/20146

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-C E RT - C ONTENTS 12/10/20147

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-C E RT – C ONTENTS 2 12/10/20148

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-C E RT – C ONTENTS 3 12/10/20149

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-C E RT – N EXT S TEPS 12/10/201410

OrderMonth/YearLocal Agency PilotMay 2015Rutland 2October 2015Bennington 3October 2015Springfield 4November 2015Brattleboro 5November 2015White River 6December 2015St. Johnsbury 7January 2016Newport 8January 2016Morrisville 9February 2016St. Albans 10February 2016Burlington 11March 2016Barre 12March 2016Middlebury R OLL O UT – THE TENTATIVE SCHEDULE 12/10/201411

N EXT RCN M EETING : J ANUARY 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 Lynne Bortree Jeanne Keller 12/10/201412