1. 2014 WIC EBT Users Group Implementing EBT & MIS Together
Sylvia Mitchem
Program Manager
July 22, 2014

2. Getting back to the Mission of WIC

3. The Mission of WIC
Implementing eWIC & MIS together allows the state to “get back to the mission of WIC.”
eWIC/MIS is inherently complex and stressful, but minimizes the extent of disruption
eWIC/MIS requires additional planning and consideration, but streamlines development, testing, training, pilot, rollout, and transition activities
eWIC/MIS requires strong partnerships and trust among team members, everyone is in the same boat paddling together
eWIC/MIS together is not easy, it requires a fearless team willing to take risks for the mission of WIC.
November 16, 2018

4. Virginia Crossroads/eWIC

5. Virginia Crossroads/eWIC
The joint Crossroads/eWIC project was a new implementation on both sides.
Part of the original State Agency Model (SAM) Consortium of North Carolina, Alabama, Virginia, and West Virginia to develop a custom WIC MIS
Single MIS interface with two benefit Processors based on the Universal Interface
Required coordination among partners at each phase of the project
Virginia was the first state in the Consortium to implement Crossroads, and at the same time the state transitioned to online eWIC.
160,000 participants
800+ retail store locations
Virginia rolled out Crossroads and eWIC statewide in less than three months.
November 16, 2018

6. Testing & Training

7. Key Considerations
Combined test scripts must take care to cover all aspects impacting benefit issuance, management, and reconciliation.
Consider the impact of converted data
Validate the food prescription balance
Simulate redemption & reconciliation
eWIC/MIS changes many aspects of the WIC program, training should cover not only system changes, but program changes as well.
Review any changes to the food package
Provide staff with a fully functional training environment and a schedule of real-world exercises to perform leading up to go-live
If possible, have state staff perform the local agency training – see, do, teach!
November 16, 2018

8. Clinic Operations

9. Key Considerations
Clinics must be prepared for the real, not the ideal.
Do not assume roles will be analogous to the legacy systems/processes, act it out
Provide staff with reference materials for default packages, formula conversions, etc.
Review each benefit issuance, change, and void thoroughly
Develop a benefit issuance checklist
Define process/authorization for legacy system void & replacement
Communicate with your formula supplier, if applicable, to define contingency processes for issuance, replacement, and payment
Nutrition is the crux of the WIC program and of the systems that support it.
November 16, 2018

10. State Operations

11. Remember your legacy system data for reporting!
Key Considerations
The relationship between Vendor data in the eWIC system & MIS is complex.
Discuss vendor data conversion timeline with both contractors
Consider the MIS data conversion when scheduling live buys
Outline your retailer go-live guidelines and transition schedule
Determine how you will initially set NTEs, and define criteria for evaluation
Define information needed to respond to participant/retailer redemption issues
Identify a partner at the store willing to directly assist customers
Remember your legacy system data for reporting!
November 16, 2018

12. Support & Transition

13. Remember the systems were built for Mission of WIC!
Key Considerations
Hope for the best, but plan for the worst.
Seek avenues for instant communication with staff
Ensure that you have sufficient SME and Help Desk resources
Provide on-site support within each district for the first week of rollout
Monitor end of day and batch processes
Consider inverting the Help Desk structure until things smooth out
For the WIC program, this is all just the beginning!
Don’t be afraid to use the functions and data available in new ways
Consider asking staff to submit proposals for program initiatives
Remember the systems were built for Mission of WIC!
November 16, 2018