EBT: Next Generation Conference Art Burger, Burger Carroll & Associates, Inc. Ellen Thompson, MAXIMUS, Inc.

Transcription

1 EBT: Next Generation Conference 2016 Art Burger, Burger Carroll & Associates, Inc. Ellen Thompson, MAXIMUS, Inc.

2 WIC EBT 201 Topics Addressing State Resource Needs During Implementation WIC EBT Food Set Up Categories and Subcategories Concurrent ewic/mis Implementations Joint SNAP/eWIC Procurement Impacts New WIC EBT Rules Impacts Vendor Readiness

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4 Who Does What? The Role of the WIC Director A Project Manager vs. A Project Management Team The Role of the Vendor Manager The Role of the Food Authorization Team The Role of IT The Role of Nutrition Services The Role of the Clinic Coordinator

5 Other Resource Requirements Retailer Advisory Group Retailer Certifications Travel Expenses Contractor Product Reviews Policy and Procedure Revision Team Revised Vendor Monitoring Practices and Analysis Interface UAT Team Money

6 Sample Hardware Budget Hardware, Software and Fees MIS EBT POS Terminals $0.00 $534, Desktop Computers $724, $0.00 Laptops $147, $0.00 Signature Pads $298, $0.00 Stationary Scanners $315, $0.00 Portable Scanners $30, $0.00 Card Readers $0.00 $77, Tablets/Keyboard Case/Docking Station $21, $0.00 Data Plan $ $0.00 PIN Pads $0.00 $130, BIN Fee $0.00 $1, Total Project Cost for Hardware, Software and Fees $1,538, $742,

7 Sample Implementation Travel Budget Activity Per Diem Lodging Mileage Airfare Total UPC Data Collection $ $ 1, $ $0.00 $ 8, Orientation Training $ 9, $ 23, $ 5, $0.00 $ 38, JAD Sessions $ 7, $ 19, $ 4, $0.00 $ 32, User Acceptance Test Training $ 9, $ 23, $ 5, $0.00 $ 38, User Acceptance Test Tesing $ 21, $ 52, $ 12, $0.00 $ 86, Pilot Training $0.00 $0.00 $ $0.00 $ Pilot Support $0.00 $0.00 $ $0.00 $ Rollout Training $ 6, $ 9, $ 192, $0.00 $ 208, Rollout Support $ 12, $ 19, $ 8, $0.00 $ 40, Retailer Certifications-Level 1 Total Travel $ 1, $ 2, $0.00 $ 5, $ 9, $463,510.80

8 Sample Staff Education Budget Conference Attendance Per Diem Lodging Airfare Total WIC EBT User Group/Technology and Integrity Conference 2016 $1, $1, $2, $4, NWA/FNS Technology and Integrity Conference 2017 $1, $1, $2, $4, Electronic Funds Transfer Association Conference 2016 $1, $1, $2, $4, Electronic Funds Transfer Association Conference 2017 $1, $1, $2, $4, Electronic Funds Transfer Association Conference 2018 $1, $1, $2, $4, Total Conference Attendance $23,420.00

9 Sample Implementation Budget Estimated Cost Section X.1 Project Personnel $1,578, Section X.2Project Management Services Contractor $720, Section X.3 MIS Transfer & Implementation Contractor $1,930, Section X.4 EBT Implementation Contractor $1,159, Section X.5 Quality Assurance Contractor $650, Section X.6 Training Materials and Supplies $4, Section X.7 Travel $463, Section X.8 Hardware, Software and Fees $2,281, Section X.9 Hosting $265, Section X.10 Conference Attendance $23, Total $9,076,707.69

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11 WIC EBT Food Categorization Food prescriptions are reduced to individual food items and defined using national standards Foods are represented by: Category Subcategory Quantity Unit of measure (UOM) In an EBT account, each individual food (Cat/Subcat) has its own balance Category / Subcategory NTE Discussion 11

12 Nat l Cat/Subcat List Example Cat Cat# Subcat# Subcat Unit of Measure* Legumes Legumes All Authorized jar/bag 001 Peanut Butter jar/bag 002 Dry legumes or dry peas (mature seed) jar/bag 003 Canned beans Can 004 Peanut Butter reduced fat or sodium jar/bag 005 Baked beans (limited cooking facility) pack *Unit of measures provided in sample are from National Cat/Subcat List, but Container is also commonly used

13 Broadband vs. Specific Subcats 000/Broadband/Wildcard Subcategory: The 000 subcategory within all categories, except formula It is used to allow choice in lane Example, cereal all authorized hot and cold Specific Subcategory: Any non broadband subcategory It associates UPCs/PLUs with a specific type of food Examples, whole grain cereal and non whole grain cereal UPCs are always associated with a specific subcategory and may also be associated with the broadband subcategory 13

14 WIC EBT Cat/Subcat Set Up FNS National Cat/Subcat list must be used as the starting point for the state agency s list Some state agencies have chosen not to use all of the items in the national list (i.e., goats milk, jack mackerel) Some state agencies have chosen to add additional subcats to support specific state needs (i.e., subcats for specific sizes of milk State agencies will need to determine which subcats will have items eligible for broadband redemption for foods where choice is allowed in the store

15 Cat/Subcat Rules A UPC or PLU must reside in only one Food Category Example: Bananas can only be in cat 19 (Fruits/Veg CVB), not both cats 12 (infant fruits/veg) & 19 UPCs must be associated with only one specific subcat and may also be associated with the broadband subcat UOM for specific subcat associated with the broadband subcategory must be the same, for example in legumes the UOM for Peanut Butter, Dry Beans/Peas and Canned beans is Container if all can be purchased with broadband Each different formula by size and form is associated with its own subcat 15

16 Size/UOM Impacts The national list does not always take size into account (i.e., UOM for milk is Gallon for call subcats) This can potentially make shopping more difficult for cardholders Example, participants must know that.25 gallons = 1 quart If multiple sizes within a subcategory, NTE calculations may be skewed if done at subcategory level To calculate NTEs when there are multiple sizes, the smaller sizes are totaled to match the largest size Example, the price for a quart is multiplied by 4 to get to a gallon cost, but since quarts are not as economical, the cost for 4 quarts is not equivalent to a gallon 16

17 Cat/Subcat Considerations How well Participants will Understand UOM and Size conversions (.25 = 1 quart) How benefits will be issued Choice at issuance less items in broadband, set up potentially less complicated participant must chose at the time of issuance Choice in lane participant can chose between items as the store less items in broadband, set up potentially more complicated How NTEs will be calculated 17

18 Other Set Up Considerations Subcat descriptions These are the descriptions provided for the card balance Description names from the Nat l list can be updated as long as the content (types of UPCs/PLUs associate) is not modified Example: Nat l list Breakfast Cereal All Authorized hot and cold updated to Cereal All UPCs will need short descriptions that are 24 characters or less Short description is printed on receipt of single function / stand beside devices

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20 Step 1: Get Organized Integrated IAPD Integrated Schedule Bring On PM and QA First Start MIS and EBT Contracts at the Same Time Start Early on Your UPC Database Make Sure The Contractors Work Together Put Other Priorities On Hold

21 WIC MIS Readiness Households and Benefits Participants must be grouped in household units Benefit periods (last day to spend) must be synchronized for all participants in a household Food Packages must be translated to Cat/Subcat and quantity 21

22 WIC MIS Readiness Accounts, Cards, and PINs Card management activities in the clinic Modify the status of a card (i.e. hot card) send new card status to EBT Replace an existing card capture and send new card number to EBT To facilitate these activities may want a query to retrieve a card history and status from the EBT system. Ability to reset a locked PIN in clinic 22

23 WIC MIS Readiness Benefit Issuance Household Food Benefits are sent to the EBT system or Smart Card real time Household ID is key for benefit issuance Accuracy and validity of benefits are responsibility of MIS EBT accepts what is sent May send multiple months of benefits Clinic system should provide ability to print out a household shopping list 23

24 WIC MIS Readiness Benefit Maintenance Benefit maintenance may be different depending on currently available versus future dated benefits held in the EBT system Currently available benefits (which may be partially redeemed) requires debiting and crediting of specific cat / subcat quantities This activity requires a query to return to the clinic system the currently available benefit balance Future benefits are voided in their entirety and the corrected household prescription is reissued 24

25 WIC MIS Readiness Financial Participation Counts Participants are generally counted when household benefits are sent to EBT or written to the card Rebates Rebates will now be reported based on actual redemption by UPC as shown by EBT system 25

26 MIS EBT Interface Design Considerations EBT functionality can be placed where it makes the most sense either MIS or EBT The access to and usefulness of function and data should be independent of where the function or data is placed A clinic or state user should have a seamless view of data held in the EBT system or functions provided by the EBT system no toggling needed 26

27 WIC MIS Readiness Information Management An EBT system provides a large quantity of valuable detailed information about benefit redemption An agency can import this detail information into the MIS or data warehouse where it will be archived and used to create reports and do analysis 27

28 MIS EBT Interface Division of Labor An EBT solution places requirements on both the WIC MIS and the EBT system Universal MIS EBT Interface Specification (PDF, released March 2015) This document standardizes the functional requirements for the Universal Interface between the WIC Management Information Systems (WIC MIS) and the WIC Electronic Benefit Transfer systems Some functionality is provided by a third party National UPC database Integrated Retailers Third Party Networks 28

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30 Joint Procurement/Separate Contracts Do Not Attempt Common Functions Requirement Make Sure WIC Specific Language is Protected Be Prepared to Accept SNAP s Choice

31 Do Not Attempt to Share Cards Currently no states have a card that combines WIC with SNAP or cash benefits FNS is not approving projects for combined cards A feasibility studied was performed by Alaska for FNS on combined WIC SNAP/Cash EBT cards Technically feasible, but potentially costly There are difficulties in linking WIC families with SNAP/Cash households; two different eligibility systems Retail systems would have to be updated to support No indication that this is desired by clients; loss of a single card would mean loss of access to multiple benefits until card is replaced Overall the study did not recommend a combined card approach

32 Watch Out for A Common Mistake

33 Best Practices Will Make it a LCI6 Success Give Senior Management Project Ownership Keep Communication Lines Open Request Guidance from FNS From the Beginning Conduct Due Diligence and be Flexible Experienced Contractors are Essential Commit Staff Resources to Project Tasks Appoint Individuals to Lead the Document Review Process

34 Slide 33 LCI6 Not sure we want to put this in but I included here just in case. Lisa Cwanger Ichilov, 8/10/2016

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36 New Rule Highlights Clarification/Definition of WIC EBT terms State Plan Card Replacement Requirements Requirement for State Agency use of NUPC Database Retailer Enablement/Equipment Single Function Equipment Support Multi Function Equipment Cost Sharing

37 WIC EBT Terms (Key Items) EBT Capable: WIC vendor demonstrates their system can obtain WIC EBT food balances; maintain APL, hot card file and claim file and successfully complete WIC EBT purchases Multi Function Equipment: Retail system/pos which is capable of supporting WIC EBT and other payment tender types Single Function Equipment: Retail system/pos provided to an WIC vendor solely for use with the WIC Program Statewide EBT: State agency has converted all WIC clinics to an EBT delivery method and all authorized vendors are capable of transacting EBT purchases

38 State Plan Updates Must include: Goals and objectives related to WIC EBT How agency will meet timeframes for card replacement How agency will address WIC EBT customer service during non business hours How agency will ensure health and nutrition assessments when certified for a period of greater than six months

39 NUPC At a minimum, state agencies must upload a copy of its current APL There are no requirements to use other NUPC functionality Impact: Processes must be established to upload file to NUPC

40 Card Replacement Requirements Cards must be replaced within seven business days of notice from a participant Impact: Mailed replacements may be impacted by time limit A State agency shall respond to a report of a lost, stolen, or damaged card within one business day Impact: Not all state agencies have a 24/7 help line Impact: Processes are needed for participants to report lost/stolen/damaged cards and for state agency staff to act on it within 24 hours Voice mail acceptable

41 Vendor Enablement Updates Minimum Lane Coverage Based on SNAP Rules Appears to apply to single function equipment, may apply to multi function Impact: Agencies need to follow formula; a different formula maybe used if approved by FNS State Agency Required to Pay for Single Function Equipment Paid by state agency during implementation and ongoing State agency may chose not to offer a single function device Impacts: Ongoing costs and effort for maintaining devices

42 Vendor Enablement Updates Multi Function Device Cost Sharing Cost sharing required during implementation only Ongoing costs borne by vendor State agency defines cost sharing methodology, approved by FNS Impacts: Cost sharing plan must be developed (included in IAPD or separately) and implemented IAPD budget may need updating if cost sharing funds not included State agencies must determine the mechanism for distributing funds to vendors (i.e., grant applications, sole source contracts)

43 Vendor Enablement Updates WIC EBT Capable Vendors Once rollout is complete, any perspective vendor must demonstrate that they are WIC EBT capable prior to authorization by the state agency Two part authorization process allowed Impact: Policy and vendor authorization processes will be updated Exceptions For the majority of the vendor requirements there are exceptions if a vendor is needed for participant access

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45 Communication, Communication, Communication You ve Heard it Before but what does that really mean? Establish regular meetings, topics should start out high level then become more detailed Typically twice a year during planning Quarterly during implementation, potentially more often for pilot retailers Reach out to retailer/grocer associations, wholesalers and value added resellers Include WIC EBT topics in annual vendor training Some state agencies have provided specific WIC EBT regional trainings Provide WIC EBT FAQs for vendors on state agency website

46 Information Gathering Reach out to gather information: Type of cash register system Who supports their cash register What company supports credit/debit/ebt processing This information assists in assessing integration capabilities Information can be gathered initially by state agency or planning contractor during planning phase If processing services are contracted, the contractor is on board they can build on information previously gathered

47 Integrated Vendors Who will be integrated will be determined based on information gathered and follow up discussions with vendors/system providers State agency and/or EBT processor will work with the vendors/system providers to: Provide interface specs and operating rules Provide technical support Provide test cards and test environment Facilitate certification testing

48 Stand Beside Vendors Typically vendors with older or less functional retail systems (i.e., no bar code scanning) Can chose to make single or multi function equipment available Devices/systems certified before they are made available to vendors, often certified during UAT If EBT processor is contracted, they typically provide the equipment, support and maintenance Common deployment approach is to ship devices and then installation support and training provided by mail

49 Training / Readiness Integrated vendors are trained by chain or retail system providers Often a train the trainer approach Cashiers may not work everyday and sometimes may miss training It is recommended that the EBT processor and/or the state agency monitor training and readiness through: Phone contact with each location Test and educational buys which provide opportunities for staff to see transactions and ask questions

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51 Arthur W. Burger President Burger, Carroll & Associates, Inc Ellen Thompson Vice President MAXIMUS