EBT: Next Generation Conference 2016 Burger Carroll ... EBT...EBT: Next Generation Conference 2016...
Transcript of EBT: Next Generation Conference 2016 Burger Carroll ... EBT...EBT: Next Generation Conference 2016...
EBT: Next Generation Conference 2016
Art Burger, Burger Carroll & Associates, Inc.Ellen Thompson, MAXIMUS, Inc.
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
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
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
Sample Hardware Budget
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MIS EBTPOS Terminals $0.00 $534,000.00Desktop Computers $724,625.00 $0.00Laptops $147,000.00 $0.00Signature Pads $298,987.00 $0.00Stationary Scanners $315,081.25 $0.00Portable Scanners $30,247.80 $0.00Card Readers $0.00 $77,467.00Tablets/Keyboard Case/Docking Station $21,800.00 $0.00Data Plan $900.00 $0.00PIN Pads $0.00 $130,000.00BIN Fee $0.00 $1,000.00Total Project Cost for Hardware, Software and Fees $1,538,641.05 $742,467.00
Hardware, Software and Fees
Sample Implementation Travel Budget
Activity Per Diem Lodging Mileage Airfare TotalUPC Data Collection 765.00$ 1,248.00$ 684.32$ $0.00 8,052.00$ Orientation Training 9,440.00$ 23,424.00$ 5,474.56$ $0.00 38,338.56$ JAD Sessions 7,965.00$ 19,764.00$ 4,619.16$ $0.00 32,348.16$ User Acceptance Test Training 9,440.00$ 23,424.00$ 5,474.56$ $0.00 38,338.56$ User Acceptance Test Tesing 21,240.00$ 52,704.00$ 12,317.76$ $0.00 86,261.76$ Pilot Training $0.00 $0.00 752.00$ $0.00 $752.00Pilot Support $0.00 $0.00 846.00$ $0.00 $846.00Rollout Training 6,120.00$ 9,984.00$ 192,105.92$ $0.00 208,209.92$ Rollout Support 12,240.00$ 19,968.00$ 8,211.84$ $0.00 40,419.84$ Retailer Certifications-Level 1 1,416.00$ 2,928.00$ $0.00 5,600.00$ 9,944.00$
$463,510.80Total Travel
Sample Staff Education Budget
Conference Attendance Per Diem Lodging Airfare TotalWIC EBT User Group/Technology and Integrity Conference 2016 $1,020.00 $1,664.00 $2,000.00 $4,684.00NWA/FNS Technology and Integrity Conference 2017 $1,020.00 $1,664.00 $2,000.00 $4,684.00Electronic Funds Transfer Association Conference 2016 $1,020.00 $1,664.00 $2,000.00 $4,684.00Electronic Funds Transfer Association Conference 2017 $1,020.00 $1,664.00 $2,000.00 $4,684.00Electronic Funds Transfer Association Conference 2018 $1,020.00 $1,664.00 $2,000.00 $4,684.00
$23,420.00Total Conference Attendance
Sample Implementation BudgetEstimated Cost
Section X.1 Project Personnel $1,578,828.83Section X.2Project Management Services Contractor $720,000.00Section X.3 MIS Transfer & Implementation Contractor $1,930,292.50Section X.4 EBT Implementation Contractor $1,159,601.33Section X.5 Quality Assurance Contractor $650,000.00Section X.6 Training Materials and Supplies $4,840.00Section X.7 Travel $463,510.80Section X.8 Hardware, Software and Fees $2,281,108.05Section X.9 Hosting $265,106.17Section X.10 Conference Attendance $23,420.00Total $9,076,707.69
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
11Category / Subcategory ‐ NTE Discussion
Nat’l Cat/Subcat List ExampleCat Cat# Subcat# Subcat Unit of
Measure*
Legumes 06 000 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
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
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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
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
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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
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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
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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
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
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
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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
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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
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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
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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
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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
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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
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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
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Joint Procurement/Separate Contracts
Do Not Attempt “Common Functions” Requirement Make Sure WIC‐Specific Language is Protected Be Prepared to Accept SNAP’s Choice
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
Watch Out for A Common Mistake
Best Practices Will Make it a 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
LCI6
Slide 33
LCI6 Not sure we want to put this in but I included here just in case.Lisa Cwanger Ichilov, 8/10/2016
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
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
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
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
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
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
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)
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
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
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
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
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
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
Arthur W. BurgerPresidentBurger, Carroll & Associates, [email protected]
Ellen ThompsonVice [email protected]