MPSC WIC MIS SystemDetailed Functional Design Document
CS 1 Clinic Services Family/Intake Screens
Revision Date: June 24, 2017
Maintained by:
CS 1 Clinic Services Family/Intake Screens
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Document RevisionsRevision
Date Updated By Requested By Description of Revision
7/4/2013 Ciber Team MPSC Amendment 7 Updates10/28/13 Ciber Team MPSC Clarifications and refinements
related to Help Desk support2/28/2014 Ciber Team MPSC Release 3.7 Updates4/23/2014 Ciber Team MP User Group Release 4.0 Task Order 3
12/24/2014 Ciber Team MP User Group Release 4.1 Construction Clarification
3/27/2015 Ciber Team MP User Group Release 5.0 Task Order 4 draft4/14/2015 Ciber Team MP User Group Release 5.0 Task Order 4
6/8/2015 Ciber Team MP User Group Release 4.4 Updates9/10/2015 Ciber Team MP User Group Release 5.1 Updates
12/28/2015 Ciber Team MP User Group Release 5.03 Updates5/5/2016 Ciber Team MP User Group Release 5.05 Updates
6/16/2016 Ciber Team MP User Group Release 5.05 Change Log Review
7/19/2016 Ciber Team MP User Group Release 5.04/5.05 Change Log Review
10/27/2016 Ciber Team MP User Group Release 5.06 Updates1/23/17 Ciber Team MP User Group Release 5.07 Updates
2/1/17 Ciber Team MP User Group Release 5.07 Change Log Review
3/23/17 CDP Team MP User Group Cover page, header, and footer mods for new M&E contractor
5/26/2017 CDP Team MP User Group Release 6.00 Updates
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Table of ContentsMaintained by:................................................................................................................11 Family/Intake........................................................................................................5
1.1 Certification Guide......................................................................................51.2 Family.......................................................................................................17
1.2.1 Family ID Link...........................................................................................271.2.1.1 Choose Family ID Pop-Up......................................................27
1.2.2 New Member/Proxy..................................................................................291.2.2.1 New Member/Proxy Pop-Up...................................................291.2.2.2 Choose Person ID Pop-Up.......................................................341.2.2.3 Dual Participant Search Pop-Up..............................................371.2.2.4 Participant Category Pop-Up...................................................441.2.2.5 Check Eligibility – Participant Category Pop-Up...................471.2.2.6 Check Eligibility Algorithm – Participant Category...............501.2.2.7 Notice of Ineligibility (Dynamic)............................................511.2.2.8 Application Pop-Up.................................................................541.2.2.9 Enrollment Pop-Up..................................................................58
1.2.3 Member Information.................................................................................631.2.3.1 Examples by type.....................................................................63
1.3 Identity......................................................................................................721.3.1 Signature Capture – Affidavit for No Proof of Identity Pop-Up.................761.3.2 Signed Statement (Dynamic)...................................................................77
1.3.2.1 Language: Both.......................................................................771.3.2.2 Signed Statement Mockup.......................................................78
1.4 Contact/Address.......................................................................................791.4.1 Choose City/County/State Pop-Ups.......................................................1001.4.2 Signature Capture – Affidavit for Residency Pop-Up.............................103
1.5 Income....................................................................................................1041.5.1 Check Eligibility – Income Pop-Up.........................................................1151.5.2 Signature Capture – Ineligibility Pop-Up................................................1181.5.3 Adjunct Eligibility Pop-Up.......................................................................1201.5.4 Signature Capture – Affidavit for Income Pop-Up..................................1241.5.5 Income Calculator – Weekly Income Pop-Up........................................1251.5.6 Income Calculator – Bi-Weekly Income Pop-Up....................................1281.5.7 Income Calculator – Twice Monthly Income Pop-Up.............................1311.5.8 Income Calculator – Monthly Income Pop-Up........................................1341.5.9 Income Calculator – Income by Hours Pop-Up......................................1361.5.10 Adjunct Eligibility..................................................................................139
1.5.10.1 Medical Assistance (Title XIX) Check..................................1391.5.10.2 TANF Check..........................................................................1391.5.10.3 Food Assistance Check..........................................................1391.5.10.4 VOC Check............................................................................1401.5.10.5 State Program Check.............................................................140
1.6 Voter Registration...................................................................................140
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1.7 Member/Proxy Pop-Up...........................................................................1441.7.1 Change Member Type Pop-Up..............................................................1611.7.2 Participant History Pop-Up.....................................................................1661.7.3 Aliases Pop-up.......................................................................................1691.7.4 Family Member History Pop-Up.............................................................1721.7.5 Enrollment Pop-Up.................................................................................1731.7.6 WIC Status History Pop-Up....................................................................179
1.8 Application..............................................................................................1821.9 Participant Category...............................................................................1891.10 Comments/Alerts....................................................................................194
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MPSC, WIC, MIS, System CS 1 Clinic Services Family/Intake Screens
1 Family/IntakeThe Family/Intake branch includes screens used to make a new member/proxy, update participant and family intake information, and create comments/alerts. The family screen allows staff to view all family members at a glance, create new family members, and record and update family level attributes. The intake process may include updates to the family structure, personal information, contact/address, income, voter registration, application, or participation category areas. This area of the application covers proof of identity, income and residency.
1.1 Certification GuideThe Certification Guide screen helps a user know the screens needed for the specific type of certification that they are trying to do. This screen is participant based. The system uses triggers to determine the type of certification. Types of certifications include Regular Certifications (includes scheduled Certifications and Recertifications), Out-of-State VOC, Infant Precertification, Pregnant Precertification. > Family/Intake > Certification Guide
<Family Header (See CS Overview)><Participant Sub-Header (See CS Overview)>
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Control Description<Certification Type> Certification Guide
This data grid shows the Certification Guide appropriate for the type of certification being completed. There are two columns, Screen and Complete.Type Read-Only Data GridDisplay Yes
Screen This column indicates the Screens that are required or recommended for the specific type of certification.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column NA
Complete This column indicates whether or not a trigger defined in the business rules has been satisfied and if the screen is considered complete for this type of certification.Type Text BoxRequired NALength NAValidation Yes/NoDisplay Only Yes Calculated NoDB Column NA
Business RulesParticipant Header Rule1. Display the Participant Sub-Header at the top of this screen.General Business Rules2. The Certification Guide leaf is always available in the tree structure.3. Display the Certification Guide based on the participant that is currently selected in
the record selector.4. When user clicks on the Certification Guide leaf, the system determines if a
certification is being completed today and if so the type of certification.5. To determine if a certification is being completed, determine application type.
a. If Application Type = Pre-Certify and Participant Category = I and WIC status = Pending, then display the Infant Precertification listing.
b. If Application Type = Pre-Certify and Participant Category = P and WIC status = Pending, then display the Pregnant Precertification listing.
c. If Application Type = Out-of-State VOC and WIC Status = Pending, then display the Out-of-State VOC listing.
d. If Application Type = Regular and Participant Category = I or C and today’s Appointment Type = Certification or Recertification and the Appointment Status
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Business Rules= Scheduled, Arrived, Seen, or Mass Scheduled, then display Regular Certification for Infant or Child listing.
e. If Application Type = Regular and Participant Category = P, B, or N and today’s Appointment Type = Certification or Recertification and the Appointment Status = Scheduled, Arrived, Seen, or Mass Scheduled, then display Regular Certification for Women listing.
6. Display a warning message if no Certification Guide can be displayed because the participant does not meet the display criteria.
7. The term Endorser is based on a system parameter, ClinicServices.HeadofHouseholdLabelToUse.
8. For Complete column, display “Yes” if the trigger has been satisfied. Display “No” if the trigger has not been satisfied.
Infant Precertification Rules9. This is the screen listing for the Infant Precertification Certification Guide.
Infant PrecertificationFamily/Intake - Family – New Member/Proxy for endorsers/proxiesFamily/Intake - Family – Participant FB IssuanceFamily/Intake - IdentityFamily/Intake - Contact/AddressFamily/Intake – IncomeFamily/Intake - Comments/Alerts – as neededAssessment - Nutrition InterviewAssessment - RiskCertification/Termination - CertificationEducation and Care - Referrals – Family – as needed
Education and Care - Referrals – Participant – as needed10. For Infant Precertification, when displaying the listing each time, the system
determines which required screens have been completed based on a key data field. When the trigger is satisfied, then a “Yes” is placed on that line in the Complete column.
Infant PrecertificationScreen Trigger to satisfyFamily – New member/Proxy Any family member where
FamilyMember.ParentGuardianIn = 1
Family – Participant FB Issuance Participant.FIIsuanceCd=Valid code
Identity ParticipantIdentity.RecordedDt = Valid date not more than 1 month prior to Today’s Date (which becomes Certification.StartDt)
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Business RulesContact/Address Residency.ProofOfResidencyDt =
Today’s dateAndFamilyAddress.AddressTypeCd = P
Income IncomeDeterm.RecordedDt = Valid date
Comments/Alerts Comment.EffectiveDt = Today’s date
Nutrition Interview InterviewInfant.BFActionCd = Valid code
Risk RiskDet.ParticipantRiskCdwhereRiskHeader.RecordedDt = Valid date
Certification Certification.StartDt = Today’s date
Referrals - Family FamilyReferral.RecordedDt = Today’s date
Referrals – Participant ParticipantReferral.RecordedDt = today’s date
11. The Infant Precertification Certification Guide is no longer available for display when the participant’s WIC Status = Active.
Pregnant Precertification Rules12. This is the screen listing for the Pregnant Precertification Certification Guide.
Pregnant PrecertificationFamily/Intake - Family – New Member/Proxy for endorsers/proxiesFamily/Intake - Family – Participant FB IssuanceFamily/Intake - IdentityFamily/Intake - Contact/Address – as neededFamily/Intake – IncomeFamily/Intake - Comments/Alerts – as neededAssessment - PregnancyAssessment - RiskCertification/Termination – CertificationEducation and Care - Referrals – Family – as neededEducation and Care - Referrals – Participant – as needed
13. For Pregnant Precertification, when displaying the listing each time, the system determines which required screens have been completed based on a key data field. When the trigger is satisfied, then a “Yes” is placed on that line in the Complete column.
Pregnant Precertification
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Business RulesScreen Trigger to satisfyFamily – New member/Proxy Any family member where
FamilyMember.ParentGuardianIn = 1
Family – Participant FB Issuance Participant.FIIsuanceCd=Valid code
Identity ParticipantIdentity.RecordedDt = Valid date not more than 1 month prior to Today’s Date (which becomes Certification.StartDt)
Contact/Address Residency.ProofOfResidencyDt = Today’s dateAndFamilyAddress.AddressTypeCd = P
Income IncomeDeterm.RecordedDt = Valid date
Comments/Alerts Comment.EffectiveDt = Today’s date
Pregnancy Pregnancy.EffectiveDt = Valid date
Risk At least one risk code must be assigned and the associated RiskHeader.RecordedDt must be within [system parameter], ClinicServices.Certify.RiskAssignmentMaxDays, days prior to Today’s date (which becomes the Certification Start Date).
Certification Certification.StartDt = Today’s date
Referrals - Family FamilyReferral.RecordedDt = Today’s date
Referrals – Participant ParticipantReferral.RecordedDt = today’s date
14. The Pregnant Precertification Certification Guide is no longer available for display when the participant’s WIC Status = Active.
Out-of-State VOC Rules for Infant or Child15. This is the screen listing for the Out-of-State VOC Certification Guide for Infant or Child.
Out-of-State VOC for Infant or ChildFamily/Intake - Family – New Member/Proxy for endorsers/proxiesFamily/Intake - Family – Participant FB IssuanceFamily/Intake - IdentityFamily/Intake - Contact/AddressFamily/Intake - Residency - Proof of Residency
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Business RulesFamily/Intake - Voter RegistrationFamily/Intake - Comments/Alerts – as neededAssessment - RiskCertification/Termination – CertificationEducation and Care - Referrals – Family – as needed
Education and Care - Referrals – Participant – as needed16. For Out-of-State VOC for Infant or Child, when displaying the listing each time, the
system determines which required screens have been completed based on a key data field. When the trigger is satisfied, then a “Yes” is placed on that line in the Complete column.
Out-of-State VOCScreen Trigger to satisfyFamily – New member/Proxy Any family member where
FamilyMember.ParentGuardianIn = 1
Family – Participant FB Issuance Participant.FIIsuanceCd=Valid code
Identity ParticipantIdentity.RecordedDt = Valid date not more than 1 month prior to Today’s Date (which becomes Certification.StartDt)
Contact/Address FamilyAddress.AddressTypeCd = P
Residency – Proof of Residency Residency.ProofOfResidencyDt = Today’s dateAndResidency.ProofOfAddressCd = Valid code
Voter Registration MotorVoter.RecordedDtIf using Voter Registration [system parameter], ClinicServices.UseVoterRegistration, Date must be within [system parameter], ClinicServices. Certify.VoterRegistrationMaxDays, days prior to the Today’s date (which becomes the Certification Start Date)
Comments/Alerts Comment.EffectiveDt = Today’s date
Risk At least one risk code must be assigned and the associated RiskHeader.RecordedDt must be within [system parameter], ClinicServices.Certify.RiskAssignmentMaxDays, days prior to Today’s date
Certification Certification.Certification StartDt = today’s date
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Business RulesReferrals - Family FamilyReferral.RecordedDt =
Today’s dateReferrals – Participant ParticipantReferral.RecordedDt =
today’s date17. The Out-of-State VOC Certification Guide for Infant or Child is no longer available for
display when the participant’s WIC status = Active.
Regular Certification for Infant or Child18. This is the screen listing for the Regular Certification for Infants or Children.
Regular Certification for Infant or ChildFamily/Intake - Family – New Member/Proxy for endorsers/proxiesFamily/Intake - Family – Participant FB IssuanceFamily/Intake - IdentityFamily/Intake - Contact/AddressFamily/Intake – IncomeFamily/Intake - Voter RegistrationFamily/Intake - Comments/Alerts – as neededAssessment - AnthropometricsAssessment - Blood– as neededAssessment - Nutrition Interview (if <24 months)Assessment – Nutrition Interview – as needed (if 24 months and older)Assessment - RiskCertification/Termination – CertificationEducation and Care - Referrals – Family – as neededEducation and Care - Referrals – Participant – as needed
19. For Regular Certification for I or C, when displaying the listing each time, the system determines which required screens have been completed based on a key data field. When the trigger is satisfied, then a “Yes” is placed on that line in the Complete column.
Regular Certification for I or CScreen Trigger to satisfyFamily – New member/Proxy Any family member where
FamilyMember.ParentGuardianIn = 1
Family – Participant FB Issuance Participant.FIIsuanceCd=Valid code
Identity ParticipantIdentity.RecordedDt = Valid date not more than 1 month prior to Today’s Date (which becomes Certification.StartDt)
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Business RulesScreen Trigger to satisfyContact/Address Residency.ProofOfResidencyDt =
Today’s dateAndFamilyAddress.AddressTypeCd = P
Income IncomeDetermDetail.RecordedDt = Valid date within [system parameter] days of the Today’s date (which becomes the Certification Start Date)ClinicServices.Certify.IncomeMaxDays
Voter Registration MotorVoter.RecordedDtIf using Voter Registration [system parameter], ClinicServices.UseVoterRegistration, Date must be within [system parameter], ClinicServices. Certify.VoterRegistrationMaxDays, days prior to the Today’s date (which becomes the Certification Start Date)
Comments/Alerts Comment.EffectiveDt = Today’s date
Anthropometrics Anthro.RecordedDtThe latest date must be within [system parameter] days prior to the Certification Start Date and is based on participant category.If Participant category = I, then use ClinicServices.Certify.AnthroMaxDaysInfant.If Participant Category = C then use ClinicServices.Certify.AnthroMaxDaysNonInfant
Blood RecordedDt = Today’s dateNutrition Interview For Infants <11 months old
InterviewInfant.BFActionCd = Valid code and InterviewInfant.RecordedDt within [system parameter], ClinicServices.Certify.BreastfeedingDataMaxDays, days prior to Today’s date (which becomes the Certification Start Date)For Infants 11 months old and Participant.ChildCertificationIn = null or No, then follow same steps as for Infants <11 months old.For Infants 11 months old and
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Business RulesScreen Trigger to satisfy
Participant.ChildCertificationIn = Yes, then follow same steps as for Children <24 months of age.For Children <24 months of age, InterviewChild.BFActionCd = Valid code and InterviewChild.RecordedDt within [system parameter], ClinicServices.Certify.BreastfeedingDataMaxDays, days prior to Today’s date (which becomes the Certification Start Date)
For Children >=24 months of age, InterviewChild.RecordedDt = Today’s date.
Risk At least one risk code must be assigned and the associated RiskHeader.RecordedDt must be within [system parameter], ClinicServices.Certify.RiskAssignmentMaxDays, days prior to Today’s date
Certification Certification.Certification StartDt = today’s date
Referrals - Family FamilyReferral.RecordedDt = Today’s date
Referrals – Participant ParticipantReferral.RecordedDt = today’s date
20. The Regular Certification for I or C Certification Guide is no longer available for display when the participant’s Certification Start Date = Today’s Date.
Regular Certification for Women21. This is the screen listing for the Regular Certification for P, B, or N.
Regular Certification for WomenFamily/Intake - Family – New Member/Proxy for endorsers/proxiesFamily/Intake - Family – Participant FB IssuanceFamily/Intake - IdentityFamily/Intake - Contact/AddressFamily/Intake – IncomeFamily/Intake - Voter RegistrationFamily/Intake - Comments/Alerts – as neededAssessment - PregnancyAssessment - AnthropometricsAssessment - Blood – as needed
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Business RulesAssessment – Nutrition Interview – as neededAssessment - RiskCertification/Termination – CertificationEducation and Care - Referrals – Family – as neededEducation and Care - Referrals – Participant – as needed
22. For Regular Certification for P, B, or N, when displaying the listing each time, the system determines which required screens have been completed based on a key data field. When the trigger is satisfied, then a “Yes” is placed on that line in the Complete column.
Regular Certification for P, B, or NScreen Trigger to satisfyFamily – New member/Proxy Any family member where
FamilyMember.ParentGuardianIn = 1
Family – Participant FB Issuance Participant.FIIsuanceCd=Valid code
Identity ParticipantIdentity.RecordedDt = Valid date not more than 1 month prior to Today’s Date (which becomes the Certification.StartDt)
Contact/Address Residency.ProofOfResidencyDt = Today’s dateAndFamilyAddress.AddressTypeCd = P
Income IncomeDetermDetail.RecordedDt = Valid date within [system parameter] days of the Today’s date (which becomes the Certification Start Date)ClinicServices.Certify.IncomeMaxDays
Voter Registration MotorVoter.RecordedDtIf using Voter Registration [system parameter], ClinicServices.UseVoterRegistration, Date must be within [system parameter], ClinicServices. Certify.VoterRegistrationMaxDays, days prior to the Today’s date (which becomes the Certification Start Date)
Comments/Alerts Comment.EffectiveDt = Today’s date
Pregnancy For P: Pregnancy.EffectiveDt = Valid date within [system parameter],
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Business RulesScreen Trigger to satisfy
ClinicServices.Certify.PregInfoMaxDays, days prior to Today’s date (which becomes the Certification Start Date)For B and N: Pregnancy.EffectiveDt must be a valid date and Pregnancy.ActualDelDt must be a valid date less than today’s date.
Anthropometrics Anthro.RecordedDtThe latest date must be within [system parameter] days prior to the Certification Start Date and is based on participant category.If Participant Category = P, B, N, then use ClinicServices.Certify.AnthroMaxDaysNonInfant
Blood BloodWork.RecordedDt = Today’s Date
Nutrition Interview For P women, InterviewPregnant.RecordedDt = Today’s date.For B or N women, InterviewPPBF.RecordedDt = Today’s date.
Risk At least one risk code must be assigned and the associated RiskHeader.RecordedDt must be within [system parameter], ClinicServices.Certify.RiskAssignmentMaxDays, days prior to Today’s date
Certification Certification.Certification StartDt = today’s date
Referrals - Family FamilyReferral.RecordedDt = Today’s date
Referrals – Participant ParticipantReferral.RecordedDt = today’s date
23. The Regular Certification for P, B or N Certification Guide is no longer available for display when the participant’s Certification Start Date = Today’s Date.
Rules Related to Provisional Certification System Parameters24. If system parameter, ClinicServices.Certify.Provisional.ProofOfID, is set to “Yes”, then
do not include the Identity row in the Regular Certification for any participant category.25. If system parameter, ClinicServices.Certify.Provisional.ProofOfIncome, is set to “Yes”,
then do not include the Income row in the Regular Certification for any participant category.
26. If system parameter, ClinicServices.Certify.Provisional.ProofOfAddress, is set to “Yes”, then do not include the Contact/Address row in the Regular Certification for any
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Business Rulesparticipant category.
Other System Parameter Rules27. If the system parameter, ClinicServices.UseVoterRegistration, is set to “No”, then do
not include the Voter Registration row in the Regular Certification for any participant category.
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1.2 FamilyThe Family screen is used to create new members including proxies and provides the user with an at-a-glance organization of the family. The user can access family level screens including those related to assignment of a family ID, creating a new member, and starting the make participant wizard. A family can be made an agency or statewide investigator family. The user can record family level data related to referral to WIC, mother’s education level, educator, breastfeeding peer counselor assignment, and printouts language. > Search > Simple (click on Family in Search Results) OR> Search > Advanced (click on Family in Search Results) OR> Family/Intake > Family
<Family Header (See CS Overview)>(FI Only)
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(Smart Card EBT / Online Xerox EBT / Online CDP EBT)
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Control DescriptionFamily Data - New Member/Proxy
Hyperlink to the new member wizard which is a series of pop-up screens used to create a new member of the family. This may be a participant, endorser or a proxy. See New Member/Proxy for more information.Type Link
Family Data - Family ID Hyperlink to the Choose Family ID selection pop-up which is used to assign a family a manual Family ID, from Emergency Preparation activities, in place of a system assigned identifier. The display of this field is based on a system parameter.Type Link
Family Data - First Day of Issuance
This is the first day of issuance for the family. This is system determined based on the first issuance date of the first participant in the family coming onto the WIC program. The display of this field is based on a system parameter.Type Text BoxRequired NALength 2Validation Mask of Z9, Range 1-28Display Only Yes Calculated NoDB Column FI.FirstUseDt
Family Data - Investigator
Used to identify families that are created to produce realistic vendor compliance and training buy food benefits. The participants in the family are not real WIC participants – they do not appear in any WIC Program participant counts or totals. The display of this list box is based on the user’s security rights.Type List BoxRequired Yes, if designated as an Investigator FamilyDB Column BenefitFamily.InvestigatorCdCode ID Investigator Family
This code element is non-editable.The installed values are: Statewide Local Agency
Family Data - Mother’s Ed Level
Used to record the caregiver’s education level, regardless of whether or not the caregiver is the actual mother.Type List BoxRequired YesDB Column BenefitFamily.MotherEducationCdCode ID Education Level
This code element is non-editable. The installed values are:
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Control Description 9th grade 10th grade 11th grade 12th grade 1 year of college 2 years of college 3 years of college 4 or 5 years of college 1 year of graduate school 2 or more years of graduate school 1st grade 2nd grade 3rd grade 4th grade 5th grade 6th grade 7th grade 8th grade Unknown
Family Data – Printouts Language
Governs the list of printouts (UI Outputs) that is displayed for the family.Type List BoxRequired YesDB Column BenefitFamily.OutputLanguageCdCode ID Output Language
This code element is non-editable.The installed values are: Spanish English
Family Data – BF PC This list box is enabled if a member of the family is a Pregnant or Breastfeeding woman. If a woman is currently assigned to a breastfeeding peer counselor (BF PC), the BF PC’s name is displayed by default. If the system parameter allows the action, the BF PC assignment for the family can be changed by selecting another BF Peer Counselor from the list. Active BF PCs in the agency are available for assignment.Type List BoxRequired NoDB Column BenefitFamily.BFPC_IDCode ID BFPeerCounselor table lookup
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Control DescriptionFamily Data – Needs Interpreter
Marking this check box allows staff to know that an interpreter in the Preferred Spoken Language is needed for an appointment.Type Check BoxDisplay Only No Calculated NoDB Column BenefitFamily.NeedInterpreterIn
Family Data - Preferred Spoken Language
A code used to alert clinic staff of the preferred language of a family member. This code helps to alert the appointment scheduler of any special needs that must be considered for this family, which might include an interpreter.Type List BoxRequired Yes, if Needs Interpreter is checkedDB Column BenefitFamily.SpokenLangCdCode ID Spoken Language
Family Data – Educator The display of this list box is controlled by a system parameter. In some states, families are assigned to specific Educators. All educators in the clinic of the family are available for assignment. The primary purpose of this assignment is for caseload tracking.Type List BoxRequired NoDB Column BenefitFamily.Educator_IDCode ID ClinicEducator table lookup
Family Data – Family Goals
Within the Family Data group box, the most recent family goals are displayed.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyCarePlan.RecordedDt +
FamilyCarePlan.Goal1 +FamilyCarePlan.Goal2 +FamilyCarePlan.Goal3
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Control DescriptionFamily Data – Economic Unit(Smart Card EBT / Online Xerox EBT / Online CDP EBT)
This is a list box of the economic units within the family. The display of this field is based on a system parameter.
Type List BoxRequired NADB Column IncomeFamily.DescriptionCode ID NA
Family Data – EU Nbr(Smart Card EBT / Online Xerox EBT / Online CDP EBT)
This is the Economic Unit Number associated with the selected Economic Unit. The display of this field is based on a system parameter.
Type Text BoxRequired NALength NAValidation Z9Display Only Yes Calculated NoDB Column IncomeFamily.EconomicUnitNr
Family Data – Current PAN(Smart Card EBT / Online Xerox EBT / Online CDP EBT)
This is the current PAN associated with the selected Economic Unit. The display of this field is based on a system parameter.
Type Text BoxRequired NALength NAValidation Mask of 99999999-99999999Display Only Yes Calculated NoDB Column EBTCard.IncF_ID
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Control DescriptionFamily Data – Status(Offline EBT / Online Xerox EBT)
This is the current status of the displayed PAN. The display of this field is based on a system parameter.
Type Text BoxRequired NALength NAValidation Active or Hot (Offline EBT) or Deactivate
(Online Xerox EBT)Display Only Yes Calculated NoDB Column EBTCard.ActiveCard_ID
EBTCard.HotCard_IDReferred To WIC By This is a list box of the ways that a family may have been
referred to WIC.Type List BoxRequired YesDB Column BenefitFamily.ReferredToWICCdCode ID Referred To WIC
This code element is non-editable.The installed values are: None Family/Friend Outreach Organization Other
Type The Outreach Org Type allows the user to narrow the list of outreach organizations. The display of this field is dependent on the selection of ‘Outreach Organization’ in Referred To WIC By. When a Type is selected, Name is enabled and the associated organizations are listed.Type List BoxRequired Yes, if Outreach Organization is selected for
Referred To WIC ByDB Column BenefitFamily.OrganizationTypeCdCode ID Organization Type
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Control DescriptionName This is a subset of the outreach organizations. This filtered list
allows the user to quickly select the specific organization that made the referral to WIC. The display of this field is dependent on the selection of ‘Outreach Organization’ in Referred To WIC By.Type List BoxRequired NoDB Column BenefitFamily.RefOrg_IDCode ID Organization table lookup (only those with
Organization.WICUseCd = Outreach or Outreach and Refers To)
Description This free form text box allows users to indicate an organization or person that was not available to choose previously. The display of this field is dependent on the selection of ‘Other’ in Referred To WIC By.Type Text BoxRequired Yes, if Other selected for Referred To WIC ByLength 65Validation NADisplay Only No Calculated NoDB Column BenefitFamily.ReferralOther
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Control DescriptionBusiness RulesScreen Display Rules
1. Hide the Investigator list box until security is determined.2. Display the Investigator list box only for users with security access to the
Functional Area Unit = IN Family Investigator.3. The system parameter, System.UseEmergencyPreparedness, is used to determine
if the Family ID link on the Family Screen is available to be used to assign manually created Family IDs from Emergency Preparation activities.
4. The system parameter, FI.FoodIssuanceCycle, is used to determine whether or not First Day of Issuance is displayed. Only display if system is set to ‘Rolling’.
5. The Investigator list box is only displayed if the user has view or update rights to the functional area unit – IN-Family Investigator.
a. Selecting Local Agency allows others with security access within the same agency to see this family.
b. Selecting Statewide allows state level staff with security access to see this family.
6. The system parameter, ClinicServices.Family.ChangeBFPCOnFamily, is used to determine whether or not staff with security access can change the BF Peer Counselor field on the Family Screen.
7. Preferred Spoken Language is enabled for selection at all times. It becomes required if Needs Interpreter is checked. If a value is selected in Preferred Spoken Language and then Needs Interpreter is unchecked, the value in Preferred Spoken Language continues to be displayed and the field remains enabled.
8. The system parameter, ClinicServices.Family.DisplayEducator, is used to determine whether or not the Educator field is displayed on the Family Screen.
9. Family Goals displays the most recent Family Goals from the Family Care Plan.c. Display the record date of the Family Care Plan and the goals in a single line
separated by commas. Example: mm/dd/yyyy: Goal 1, Goal 2, Goal 3d. If no Family Goals are available, then the label is not displayed.
10. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) The system parameter, System.FoodBenefitDeliveryMethod, is used to determine whether or not the Economic Unit and PAN information is displayed. Only display if system is set to ‘EBT’. Exclude any end dated Economic Units from the Economic Unit dropdown.
11. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) Sort the listing of Economic Units alphabetically by first name.
12. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) When user selects an Economic Unit, then display the Economic Unit Number, Current PAN, and Status associated with that economic unit. If no data is available for Current PAN or Status, then do not display the label.
13. Display Type and Name fields only if user selects ‘OutreachOrganization’ in the field Referred To WIC By.
14. Display Description field only if user selects ‘Other” in the field Referred To WIC By.New Family Creation Rules
15. When a New Family is created, the family is associated with the clinic of login of the user.
16. When a New Family is created, the record is considered to be in edit/update mode.17. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) When a New Family is
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Control Descriptioncreated, Economic Unit fields are blank until a save.
Member Creation Rules18. The system parameter, ClinicServices.MaxProxyNumber, is used to set the number
of family members that can be proxies for the family.19. The system parameter, ClinicServices.MaxParentGuardian2Number, is used to set
the maximum number of additional endorsers after the primary one.20. Display of members/proxies on the Family screen is based on member type and
age. This display is described in the Member Information section of this DFDD.21. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) When a new foster child is
added or when a child is newly made a foster child (new economic unit is created), the Economic Unit fields are blank until a save.
First Day of Issuance Rules22. If state is utilizing Calendar months, as defined in system parameter,
FI.FoodIssuanceCycle, then the First Day of Issuance = 1. Because the number is always the same, this value is not displayed on the screen.
23. If state is utilizing Rolling months, as defined in system parameter, FI.FoodIssuanceCycle, then the First Day of Issuance = 1-28 based on the first issuance date of the first participant in the family coming onto the WIC program.
24. In rolling month issuance, as defined in system parameter, FI.FoodIssuanceCycle, if the family’s first issuance date is 29, 30 or 31, then use 28 as the First Day of Issuance.
Transfer of Family Rules25. If Educator defined, make field blank on transfer of the family, this includes
changing the Clinic on the New Family screen and transfers made via the Transfer Family screen.
26. If BF Peer Counselor assigned, make field blank on transfer of the family, this includes changing the Clinic on the New Family screen and transfers made via the Transfer Family screen.
General Business Rules27. Both participant and family goals can co-exist on the family screen.28. Display an error message if user tries to move to another screen and an endorser is
not identified for the family.29. If the user attempts to move away from this family (go search for another family,
go issue benefits for another family, etc.), the user is prompted with a Save confirmation message if any family data has been updated. Required fields are validated.
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1.2.1 Family ID LinkThe Family ID link allows the user to move to the Choose Family ID pop-up described below.
1.2.1.1 Choose Family ID Pop-UpThe Choose Family ID pop-up screen is used to select a reserved Family ID value for a new family when overriding the automatic system assignment of a new Family ID. This function is used when a new family was processed during a period when the application was unavailable. One example might be a network outage that causes your clinic to temporarily resort to paper-based processing.
Control DescriptionChoose Family ID Display (smallest to largest) of the previously reserved, unused
Family IDs that are available for use by the clinic the new family is in. Numbers are only available if the Emergency Preparedness system parameter is set to “Yes” and Family IDs have been reserved for this clinic.Type Text BoxRequired NALength 9Validation ZZZZZZZZ9, single column displayDisplay Only Yes Calculated NoDB Column ClinicRosterFamily.FFFamilyID
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Control DescriptionOK Clicking the OK command button selects the highlighted Family
ID and assigns it to the current family.Type Command ButtonHot Key Alt + O
Cancel Clicking the Cancel command button closes the Choose Family ID pop-up and returns the user to the Family screen. No Family ID is selected.Type Command ButtonHot Key Alt + L
Business Rules1. The system parameter, System.UseEmergencyPreparedness, is used to determine if
the Family ID link on the Family Screen is functional.2. The Family ID that was just selected and assigned to the current family is removed
from the list of available IDs when the family is saved.
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1.2.2 New Member/Proxy The New Member/Proxy link allows the user to move to a New Member/Proxy pop-up to add a new endorser, proxy or participant. If a new participant is to be added, a series of pop-ups begin. The New Member/Proxy pop-up appears first and is described in detail below.
1.2.2.1 New Member/Proxy Pop-UpThe New Member/Proxy pop-up is used to enter the name of a new family member for a WIC family. The special needs and alias can also be entered here as well as the type of relationship each member has with the family. A family member might be the family’s endorser, a WIC participant, additional endorser, a proxy or a combination of these if an adult. The New Member/Proxy pop-up is the first in a series of pop-ups in the Make Participant wizard, which can be used to start a new application for family members enrolling as WIC participants.
Control DescriptionDelete The delete command button is used to delete a new family
member.Type Command ButtonHot Key Alt + D
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Control DescriptionMake Participant Clicking the Make Participant button initiates the process of
making the family member a WIC participant.Type Command ButtonHot Key Alt + M
Add to Aliases Clicking the Add to Aliases button makes the entered name an alias. The alias name can be viewed from the Aliases pop-up, accessed from the Member/Proxy pop-up. See the Aliases pop-up section of this DFDD for more information.Type Command ButtonHot Key Alt + L
Person ID link Hyperlink to the Choose Person ID pop-up which is used to assign a family member a manual Person ID in place of a system assigned identifier. See Choose Person ID for additional information.Type Link
Person ID This is the primary identifier for a family member within the application database. When a new family member is created, the system automatically assigns a Person ID to them. The automatic assignment of a new Person ID can be overridden, if necessary. To override the automatic assignment of a new Person ID, click on the Person ID link. See Choose Person ID for additional information.Type Text BoxRequired NALength 9Validation NADisplay Only Yes Calculated NoDB Column FamilyMember.FFMemberID
First Name The first name of the family member.Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyMember.FirstName
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Control DescriptionMiddle Name The middle name of the family member.
Type Text BoxRequired NoLength 30Validation NADisplay Only No Calculated NoDB Column FamilyMember.MiddleName
Last Name The last name of the family member.Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyMember.LastName
Suffix The last name suffix of the family member.Type Text BoxRequired NoLength 4Validation NADisplay Only No Calculated NoDB Column FamilyMember.LastNameSuffix
Date of Birth The date of birth of the family member being added.Type Date Picker (Date Only)Required Yes, unless Member Type – Proxy is selected.
Date of Birth is optional if Member Type – Proxy is selected.
Display Only No Calculated NoDB Column FamilyMember.BirthDt
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Control DescriptionAge The age of the family member as of today’s date.
Type Text BoxRequired NALength NAValidation If less than 1 year of age, display as “(Z9 m Z9
d)”.If 1 year of age (starting on birthday) up to the day before the 5th birthday, display as “(9 y Z9 m)”.If 5 years of age (starting on birthday) or older, “(Z9 y)”.
Display Only Yes Calculated Yes, if Date of Birth completed
DB Column FamilyMember.BirthDtSpecial Needs This is a free form text box for staff to detail any special needs
about the family member. This information is available in the Notes on an appointment.Type Multi Line Text Box, length 200Required NoDisplay Only No Calculated NoDB Column FamilyMember.SpecialNeeds
Member Type - Endorser
The Endorser radio button, when selected, identifies the family member as the endorser of the family. The label for this field is controlled by a system parameter. This is the default value if no endorser has been assigned to the family.Type Radio ButtonRequired NoDB Column FamilyMember.ParentGuardianIn
Member Type - Additional Endorser
The Additional Endorser radio button, when selected, identifies the family member as an additional endorser of the family. The label for this field is controlled by a system parameter.Type Radio ButtonRequired NoDB Column FamilyMember.ParentGuardian2In
Member Type - Proxy The Proxy radio button, when selected, identifies the family member as a proxy for the family.Type Radio ButtonRequired NoDB Column FamilyMember.ProxyIn
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Control DescriptionClose Clicking the Close button closes the New Member/Proxy pop-up
and returns the user to the Family screen. Member information is then shown on the Family screenType Command ButtonHot Key Alt + C
Business Rules1. When Make Participant button is clicked, the user is presented with the next screen in
the Make Participant Wizard,2. When the Add to Aliases button is clicked, add the family member’s current name to
the aliases list.3. Allow user to un-select Additional Endorser and Proxy radio buttons once selected
while in the wizard.4. Allow additional endorsers to be entered. This ability is for documentation purposes
only, there is no system functionality tied to the absence or presence of these family members.
5. Display Error if no relationships are identified for the family member and user is trying to leave pop-up.
6. Display Warning to confirm a deletion of a family member.7. Disable the Make Participant button if the Proxy radio button is selected.8. Disable the Make Participant and Add to Aliases buttons until required fields have been
satisfied.9. The system parameter, System.UseEmergencyPreparedness, is used to determine if
the Person ID link on the New Member/Proxy pop-up is functional.10. The system parameter, ClinicServices.MaxParentGuardian2Number, is used to set the
maximum number of additional endorsers after the primary one.11. The system parameter, ClinicServices.MaxProxyNumber, is used to set the number of
family members that can be proxies for the family.12. The system parameter, ClinicServices.HeadofHouseholdLabelToUse, is used to
determine the label for Endorser and Additional Endorser.13. Disable the Make Participant button if an Endorser has not yet been defined for the
family.14. Disable the Endorser radio button if there is already an Endorser designated for the
family.15. When the first family member that is designated as an Endorser is entered, create an
Economic Unit for the family with the description of the Endorser’s full name (First, Middle, Last, Suffix). The Economic Unit Number is the Endorser’s Person ID.
16. When a participant is created, also create a ParticipantBenefitRestriction record.17. Display an error message that the age is invalid if the age of the applicant is ≥5 years
and <9 years based on the Date of Birth compared to Today.18. Display an error message if the date of birth is a date in the future.19. Display an error message if the age in years of the participant is less than 9 and the
participant is marked as an Endorser, Additional Endorser, or Proxy, Base the calculation on the difference between Date of Birth and Today’s Date.
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1.2.2.2 Choose Person ID Pop-Up The Choose Person ID pop-up screen is used to select a reserved Person ID value for a new person when overriding the automatic system assignment of a new Person ID. This function is used when a new person was processed during a period when the application was unavailable. One example might be a network outage that causes your clinic to temporarily resort to paper-based processing.
Control DescriptionChoose Person ID Display (smallest to largest) of the previously reserved, unused
Person IDs that are available for use by the clinic. Numbers are only available if the Emergency Preparedness system parameter is set to “Yes” and Person IDs have been reserved for this clinic.Type Text BoxRequired NALength 9Validation ZZZZZZZZ9, single column displayDisplay Only Yes Calculated NoDB Column ClinicRosterMember.FFMemberID
OK Clicking the OK command button selects the highlighted Person ID and assigns it to the current member.Type Command ButtonHot Key Alt + O
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Control DescriptionCancel Clicking the Cancel command button closes the Choose Person ID
pop-up and returns the user to the Family screen.Type Command ButtonHot Key Alt + L
Business Rules1. The system parameter, System.UseEmergencyPreparedness, is used to determine if
the Person ID link on the Family Member screen is functional.2. The Person ID that was just selected and assigned to the current person is removed
from the list of available IDs when the family is saved.
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1.2.2.3 Dual Participant Search Pop-UpThe Dual Participant Search pop-up is the second screen in a series of pop-ups in the Make Participant wizard for entering family members as WIC participants. Data previously entered is carried forward to this pop-up. Staff users are required to perform a search before they can move onto the next pop-up to continue the process of adding a new participant through the wizard.
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Control DescriptionFirst Name The first name of the participant being added.
Type Text BoxRequired NALength 30Validation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName
Middle Name The middle name of the participant being added.Type Text BoxRequired NALength 30Validation NADisplay Only Yes Calculated NoDB Column FamilyMember.MiddleName
Last Name The last name of the participant being added.Type Text BoxRequired NALength 30Validation NADisplay Only Yes Calculated NoDB Column FamilyMember.LastName
Sex Identifies the gender of a participant. If a participant is an endorser, then “Female” is automatically populated. If a participant is not an endorser, then this field is blank by default.Type List BoxRequired YesDB Column Participant.SexCdCode ID Sex Code
This code element is non-editable.The installed values are: Male Female
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Control DescriptionDate of Birth The date of birth of the participant being added.
Type Text BoxRequired N/ADisplay Only Yes Calculated NoDB Column FamilyMember.BirthDt
Wild Card (First Name) When checked, indicates to search for participants whose first name begins with the same letter as the First Name of the participant being added. When unchecked, indicates to search for participants whose first names are an exact match of the First Name of the participant being added.Type Check BoxDisplay Only No Calculated NoDB Column NA
Wild Card (Last Name) When checked, indicates to search for participants whose last name begins with the same first three letters as the Last Name of the participant being added. When unchecked, indicates to search for participants whose last names are an exact match of the Last Name of the participant being added.Type Check BoxDisplay Only No Calculated NoDB Column NA
Include (Sex) When checked, indicates to search for participants with the same Sex.Type Check BoxDisplay Only No Calculated NoDB Column NA
Include (Date of Birth) When checked, indicates to search for participants with the same Date of Birth.Type Check BoxDisplay Only No Calculated NoDB Column NA
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Control DescriptionDisplay Text Display the following text to assist the user to understand the
search that is being conducted.
If Wild Card (First Name) unchecked, then display: “First Name equals <first name>”If Wild Card (Last Name) unchecked, then display: “Last Name equals <last name>”If only Wild Card (First Name) checked, then display: “First Name begins with <first letter of first name>%”If only Wild Card (Last Name) checked, then display: “Last Name begins with <first three letters of last name>%”If Sex is marked to include, then display: “Sex equals <Sex Code>”If Date of Birth is marked to include, then display: “Date of Birth equals, <FamilyMember.BirthDt or StatewideList.BirthDt>”If multiple search criteria, then include “And” between the display text.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column NA
Search Clicking the Search button allows the system to search for participants that are possible matches to the participant being entered today. If possible matches are found they are displayed in the Search Results (State Wide Dual Participation) grid.Type Command ButtonHot Key Alt + S
Search Results (State Wide Dual Participation)
A read-only data grid listing possible matches to the participant that is currently being entered. Staff can review this list to determine if the person that they are trying to make a participant is already a participant in the system or not. This data grid is sortable by each of the column headings. By default, the grid is sorted by Family ID and then Last Name and then Participant First Name.Type Read-Only Data GridDisplay Only Yes
Family ID Hyperlink to the Statewide Sketch for a person that matched the dual participation search criteria. See Statewide Sketch in the CS Clinic Services Overview DFDD for more information.Type Link
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Control DescriptionPerson ID Hyperlink to the Statewide Sketch for a person that matched the
dual participation search criteria. See Statewide Sketch in the CS Clinic Services Overview DFDD for more information.Type Link
Name The name of the participant matching the search criteria.Type Text BoxRequired NALength Concatenation of firstname, middlename,
lastname, and lastnamesuffix, display first 60 characters.
Validation NADisplay Only Yes Calculated NoDB Column Participant.FirstName and
Participant.MiddleName and Participant.LastName and Participant.LastNameSuffix OR StatewideList.FirstName and StatewideList.MiddleName and StatewideList.LastName and StatewideList.LastNameSuffix
Category The participant category of the participant matching the search criteria.Type Text BoxRequired NALength 17Validation NADisplay Only Yes Calculated NoDB Column Participant.ParticipantTypeCd OR
StatewideList.ParticipantTypeCd
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Control DescriptionEndorser The name of the endorser of the participant matching the search
criteria. The label for this column is controlled by a system parameter.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName and
FamilyMember.MiddleName andFamilyMember.Last Name where FamilyMember.ParentGuardianIn = Yes OR StatewideList.PGFirstName andStatewideList.PGMiddleName andStatewideList.PGLastName
DOB The date of birth of the participant matching the search criteria.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FamilyMember.BirthDt OR
StatewideList.BirthDtWIC Status The WIC status of the participant matching the search criteria.
Type Text BoxRequired NALength 19Validation NADisplay Only Yes Calculated NoDB Column Participant.WICStatusCd OR
StatewideList.WICStatusCd
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Control DescriptionBack The Back button closes the Dual Participant pop-up and goes
back to the previous screen in the wizard, the New Member/Proxy pop-up. Data can be modified if necessary.Type Command ButtonHot Key Alt + B
Next The Next button closes the Dual Participant Search pop-up and moves to the Participant Category pop-up.Type Command ButtonHot Key Alt + X
Business Rules1. Check for Dual Enrollment based on First Name, Last Name, Sex, Date of Birth as
indicated in the search criteria.2. The First Name, Middle Name, Last Name, and Date of Birth are populated on this pop-
up based on the previous pop-up, the New Member/Proxy pop-up.3. Display names of participants in the Search Results grid when system detects a
possible dual enrollment situation.4. Do not return participants from investigator families in the search results.5. The search results are for informational purposes only. There is no tie back to Clinic
Services family screens from this search.6. The system parameter, ClinicServices.MaxSearchResults, determines maximum
number of families to return on a search in Clinic Services.7. Display message if the search returns more than [parameter] results, defined in
ClinicServices.MaxSearchResults, instructing user to refine their search criteria to find the specific person.
8. The system parameter, ClinicServices.DisplayFirstNameFirst, determines the order of the names in the search results.
9. The system parameter, ClinicServices.HeadofHouseholdLabelToUse, determines the label of the column currently shown as Endorser.
10. If a name (first name or last name) is less than 3 characters, then the wild card search only searches on the characters provided.
11. The Next button is disabled until the Search button has been clicked.12. Display an error if Sex = Male and participant age is ≥ 5 years of age.13. If the user is working in a “disconnected” mode check for Dual Enrollment based on
the Statewide Data Sketch table, not the Participant and Family Member tables.
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1.2.2.4 Participant Category Pop-UpThe Participant Category pop-up is the third screen in a series of pop-ups in the Make Participant wizard for entering family members as WIC participants. The name that was previously entered displays on this pop-up and the Participant Category is required before users can move onto the next pop-up to continue the process of adding a new participant through the wizard.
Control DescriptionName The full name of the participant being added.
Type Text BoxRequired NALength NAFormat NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,
FamilyMember.MiddleName, FamilyMember.LastName, FamilyMember.LastNameSuffix
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Control DescriptionParticipant Category Indicates the participant’s category, such as Pregnant,
Breastfeeding, Not Breastfeeding, Child or Infant. The drop-down is filtered based on the relationship role of the participant to the family and by age.Type List BoxRequired YesDB Column ParticipantType.ParticipantTypeCDCode ID Part Type Code
This code element is non-editable.The installed values are: Pregnant Not Breastfeeding Child Infant Breastfeeding
Miscarriage When checked, indicates that the woman experienced a miscarriage with the most recent pregnancy. This triggers a family alert that is displayed to aid staff in being sensitive to the issue. This field is cleared when the WIC status changes from active to any other WIC status or when the woman changes to a different participant category.Type Check BoxDisplay Only No Calculated NoDB Column NA
Next Clicking the Next button closes the Participant Category pop-up and moves to the Application pop-up.Type Command ButtonHot Key Alt + X
Check Eligibility Displayed instead of the Next button if system parameter indicates. Clicking the Check Eligibility button causes required fields to be validated and the Check Eligibility – Participant Category algorithm to be run.Type Command ButtonHot Key Alt + K
Back Clicking the Back button closes the Participant Category pop-up and goes back to the previous screen in the wizard, the Dual Participant Search pop-up. Data can be modified if necessary.Type Command ButtonHot Key Alt + B
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Business RulesParticipant Category Rules
1. Automatically populate and disable the Participant Category field with “Infant” if age of participant is < 1 year.
2. Automatically populate and disable the Participant Category field with “Child” if age of participant is ≥ 1 year and < 5 years old.
3. If age of participant is >9, then Participant Category may be Pregnant, Breastfeeding or Not-Breastfeeding.
Display Rules4. If system parameter, ClinicServices.WaitingList.DisplayCheckEligPartCat, indicates
that the Check Eligibility button is to be displayed and the user clicks it, then the Check Eligibility (Participant Category) algorithm is run.a. If the applicant is eligible and WIC is serving this participant category and age,
then the user can proceed with the new participant wizard.b. If the applicant is eligible, but based on the participant category and age, WIC
cannot serve them right now, then the user can add the applicant to the waiting list.
Miscarriage Rules5. The Miscarriage field is only enabled when participant is Pregnant, Breastfeeding or
Not Breastfeeding.6. When Miscarriage is checked, a Family Alert fires when the Family is opened.7. When Miscarriage is checked, show MC indicator on appointment and indicators in
participant header in CS.8. When Miscarriage is cleared, then clear warning flag on any future appointment
scheduled for the participant.9. When Miscarriage is checked, set the miscarriage indicator on the participant
header. Note: This field does not contribute to infant outcome data that is collected in the assessment portion.
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1.2.2.5 Check Eligibility – Participant Category Pop-UpThe Check Eligibility pop-up allows the user to check the participant’s eligibility related to participant category and age.Note: This screen shot shows all of the possible results. Only the applicant/participant that is being checked during this eligibility check is displayed on this pop-up. This shows all of the different results for a single applicant/participant. Only one result for the applicant/participant is displayed at a time.
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Control DescriptionEligible If the participant is found to be eligible based on the participant
category and age, the full name is listed. To proceed with information about this participant, the user clicks Close and continues on in the application.Disable if no participants.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,
FamilyMember.MiddleName, FamilyMember.LastName, FamilyMember.LastNameSuffix
Not to be served at this time
The Not to be served at this time data grid displays the participant’s name that based on participant category and age is not to be served at this time. Additionally, the eligibility status, action and expected priority are included.Type Editable Data Grid
Name Based on participant category and age, the full name of the participant listed here was found ineligible or eligible, but qualify for the waiting list.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,
FamilyMember.MiddleName, FamilyMember.LastName, FamilyMember.LastNameSuffix
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Control DescriptionEligibility Status The eligibility status of the participant that has been found
ineligible or eligible, but qualify for the waiting list is listed.Values include Eligible for Waiting List; Ineligible, with certification; and Ineligible, no certification.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column Not Stored
Action Checkbox indicating that the user wants an action to be taken on the application and/or certification.
When Eligibility Status is Eligible for Waiting List a check mark indicates that the user wants to place the applicant/participant on the waiting list. Checking this checkbox enables the Expected Priority list box for that participant.
Type CheckboxDisplay Only No Calculated NoDB Column ParticipantStatus.WICStatusCd
CertificationTermination.CertTermReasonCdParticipantWaitList.EffectiveDt
Expected Priority This list box allows the user to select an expected priority for the participant prior to adding them to the Waiting List.Type List BoxRequired Yes, if Eligible for Waiting ListDB Column ParticipantWaitList.ExpectedPriorityNrCode ID Priorities
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Control DescriptionClose Clicking the Close button closes the pop-up. If any participant
records have check marks in the checkboxes, the action is carried out when the record is saved. If check mark in Eligible for Waiting List, then the
applicant/participant is added to the Waiting List. The WIC Status is changed to Wait List. The effective date is listed as today’s date. The priority is listed as the Expected Priority that was selected. This participant can now be found through the Waiting List Search.
The following is to be added to the application’s WIC Status History grid: Date is set to today’s date, the pending application’s WIC Status is set to Wait List and the Reason is set to Category Not Being Served. The Staff Person performing the activity is indicated. This action is only be taken for a pending application.
If no action is to be taken by the system and the participant is eligible, pass on to the next step of the New Participant Wizard, the Application pop-up.
If no action is to be taken by the system and the participant is not eligible, return the user to the New Participant Wizard on the Participant Category pop-up to allow a modification if necessary.
Type Command ButtonHot Key Alt + C
Business Rules1. Indicate Eligible for Waiting List if the applicant/participant has been found eligible due
to participant category and age, but qualifies for the Waiting List.2. The Expected Priority drop-down is based on the participant’s Participant Category.
o Infant = 1, 2, 4 and 7.o Child = 3, 5 and 7.o Pregnant = 1, 4 and 7.o Breastfeeding = 1, 4 and 7.o Not Breastfeeding = 3, 4, 5, 6 and 7.
1.2.2.6 Check Eligibility Algorithm – Participant CategoryIf Breastfeeding, determine if applicant’s participant category is part of the waiting list criteria. If yes, display as Eligible for Waiting List. If no, display as Eligible.If Pregnant, determine if applicant’s participant category is part of the waiting list criteria. If yes, display as Eligible for Waiting List. If no, display as Eligible.If Not Breastfeeding, determine if applicant’s participant category is part of the waiting list criteria. If yes, display as Eligible for Waiting List. If no, display as Eligible.
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If Infant, determine if applicant’s participant category is part of the waiting list criteria. If yes, display as Eligible for Waiting List. If no, display as Eligible.If Child, determine if applicant’s participant category is part of the waiting list criteria. If yes, then next, determine if applicant’s age is part of the waiting list criteria. If yes to both, display as Eligible for Waiting List. If Child participant category, but age is not part of waiting list criteria, display as Eligible.
1.2.2.7 Notice of Ineligibility (Dynamic)The Notice of Ineligibility is produced by staff accessing the Printouts Menu when a participant is found ineligible for the WIC program. It is anticipated that this notice is handed to the participant when they have been found ineligible and is never mailed to the family.
1.2.2.7.1 Language: BothThe Notice of Ineligibility is available in English and Spanish.
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1.2.2.7.2 Notice of Ineligibility Mockup
WIC Program - Notice of Ineligibility
06/27/2013
The following are not eligible for the WIC Program:Casey Green – Over Income.
WIC Clinic AA 123 Test Drive Greenwood Village, CO 80111 (123) - 555-1234
Notice of AppealYou have the right to a hearing if you wish to appeal this decision. Your appeal rights are explained below:
1. Send a written request for a hearing to your local WIC agency within 90 days of receiving this notice.
2. The hearing officer will schedule a hearing within 21 days of receiving your request. You will receive notice of the time, place and date at least 10 days before the hearing.
3. Before and during the hearing, you have the right to read all of the public documents on file about the decision that is under appeal.
4. During the hearing you may speak for yourself or be assisted by a relative, friend, or evidence; question any adverse witnesses; and provide evidence to establish facts and circumstances related to your case.
5. The local hearing officer will issue a written decision within 45 days of your request for the hearing unless a longer time period is agreed upon by both parties.
6. Either party may appeal the written decision to the Director, State Department of Public Health. This appeal must be made within 15 days of the mailing date of the decision made by the local hearing officer. The procedures listed above must be followed for a second appeal about the decision.
In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write to the USDA. Director, Office of Civil Rights. 1400 Independence Avenue SW, Washington, DC 20250-9410 or call (800) 795-3272 (voice) or (202) 720-6382 (TTY). USDA is an equal opportunity provider and employer.
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Business Rules1. Notice date is today’s date. Format is mm/dd/yyyy.2. List all family members found ineligible within the last 7 days.3. The family member name is
FamilyMember.FirstName+FamilyMember.MiddleName+FamilyMember.LastName.4. The ineligibility reason is ParticipantStatus.ChangeReasonCd.5. The WIC Organization information source is based on the value of system parameter
ClinicServices.UIOutputContactSource:a. If ClinicServices.UIOutputContactSource = “Local Agency”, the WIC
Organization information is the local agency’s <agency name>, <address>, <phone number>, and <e-mail address>.
i. The agency name is LocalAgency.Name.ii. The address isiii. LocalAgency.StreetAddrLine1iv. LocalAgency.StreetAddrLine2v. LocalAgency.Suite, LocalAgency.POBoxvi. LocalAgency.City, LocalAgency.State LocalAgency.ZipCode+
LocalAgency.ZipPlus4vii. The phone number is LocalAgency.BusinessAreaCode+
LocalAgency.BusinessPhoneNrviii. The e-mail address is LocalAgency.EmailAddress
b. If ClinicServices.UIOutputContactSource = “Clinic”, the WIC Organization information is the clinic’s <clinic name>, <address>, <phone number>, and <e-mail address>.
i. The clinic name is Clinic.Name.ii. The address isiii. Clinic.PhysicalStreetAddrLine1iv. Clinic.PhysicalStreetAddrLine2v. Clinic.PhysicalSuitevi. Clinic.PhysicalCity, Clinic.PhysicalState Clinic.PhysicalZipCode +
Clinic.PhysicalZipPlus4vii. The phone number is Clinic.PhoneAreaCode+ Clinic.PhoneNrviii. The e-mail address is Clinic.EmailAddress
6. Do not include a blank line in the WIC Organization section of the document for any contact information that is empty such as a blank address line 2, phone number, or e-mail address.
7. The clinic services breastfeeding message image appears in the footer-middle of the output.
8. The clinic services header image appears in the header-left of the output.9. Page numbering in the output appears in the footer-right in the format "Page x of y".10. This UI output is portrait.11. If the family’s Printouts Language = Spanish, display the List Value – Spanish
Description version of the ineligibility reason codes, otherwise display the List Value – Description (English version).
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1.2.2.8 Application Pop-UpThe Application pop-up is the fourth screen in a series of pop-ups in the Make Participant wizard for entering family members as WIC participants. This pop-up also allows the user to identify a participant who is coming into a clinic with a verification of certification (VOC) from another state or as a pre-certified infant or pregnant woman. The name that was previously entered displays on this pop-up and the Application Date is required before users can move on to the next pop-up to continue the process of adding a new participant through the wizard.
Control DescriptionName The full name of the participant being added.
Type Text BoxRequired NALength NAFormat NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,
FamilyMember.MiddleName, FamilyMember.LastName, FamilyMember.LastNameSuffix
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Control DescriptionApplication Date This is the date that an application for a family member to
receive benefits from the WIC program is initiated. This date defaults to today’s date and cannot be updated by the user.Type Text BoxRequired NADisplay Only Yes Calculated NoDB Column Application.ApplicationDt
Pre-Certify The Pre-Certify radio button is used to indicate that the member is a pre-certified Priority 2 Infant or Pregnant woman.Type Radio ButtonRequired NoDB Column Application.ApplicationTypeCd
Out-of-State VOC The Out-of-State VOC radio button is used to indicate that the member is a VOC coming in from another state WIC program.Type Radio ButtonRequired NoDB Column Application.ApplicationTypeCd
Out-of-State VOC – Certification Start Date
This is the Certification Start Date from the previous state for the VOC applicant.
Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCLastCertBegDt
Out-of-State VOC - Certification End Date
This is the Certification End Date from the previous state for the VOC applicant.Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCLastCertEndDt
Out-of-State VOC - Last Benefits Start Date
This is the first date to use of the last month of benefits that the participant received from the previous state.
Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCBenefitStartDt
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Control DescriptionOut-of-State VOC - Last Benefits End Date
This is the last date to use of the last month of benefits that the participant received from the previous state.Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCBenefitEndDt
Back Clicking the Back button closes the Application pop-up and goes back to the previous screen in the wizard, the Participant Category pop-up. Data can be modified if necessary.Type Command ButtonHot Key Alt + B
Next Clicking the Next button closes the Application pop-up and moves to the Enrollment pop-up.Type Command ButtonHot Key Alt + X
Business Rules1. Display an error if attempting to make a participant Pre-Cert that is not either a
pregnant woman or an infant [parameter] days or less.2. The system parameter, ClinicServices.Application.UsePrecertify, is used to determine if
the Pre-Certify radio button is displayed or not.3. The system parameter, ClinicServices.MaxAgeDaysInfantPrecert, is used to indicate
the maximum age (in days) an infant can be to be precertified.4. The controls within the Out-of-State VOC group box are blank and disabled until Out-
of-State VOC is selected.5. Display an error if Out-of-State VOC is selected and the Certification Start Date is a
date in the future.6. Display an error if Out-of State VOC is selected and the Certification End Date is a date
in the past.7. Display an error if the Out-of-State VOC Last Benefits Start Date is a future date.8. Display an error if the Out-of-State VOC Last Benefits Start Date is not greater than or
equal to the Out-of-State VOC Certification Start Date and is not less than the Out-of-State VOC Certification End Date.
9. Display an error if the Out-of-State VOC Last Benefits End Date is prior to the Out-of-State VOC Last Benefits Start Date.
10. If state is utilizing Calendar months, as defined in system parameters, FI.FoodIssuanceCycle, then display an error if Out-of-State VOC Certification End Date is a date other than the last day of a month.
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1.2.2.9 Enrollment Pop-UpThe Enrollment pop-up is the fifth screen in a series of pop-ups in the Make Participant wizard for entering family members as WIC participants. The name and DOB that were previously entered display on this pop-up and the sex, race, and ethnicity are required before the process of adding a WIC participant through the wizard can be completed.
Control DescriptionName The full name of the participant being added.
Type Text BoxRequired NALength NAFormat NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,
FamilyMember.MiddleName, FamilyMember.LastName, FamilyMember.LastNameSuffix
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Control DescriptionDate of Birth The participant’s date of birth. This is carried forward from the
entry on the Member/Proxy pop-up.Type Text BoxRequired NADisplay Only Yes Calculated NoDB Column FamilyMember.BirthDt
Expected DOB The participant’s expected date of birth. This is when the family had expected the baby to be born. This field is used to calculate Weeks Gestation on the Anthropometric Birth Measurement record.Type Date Picker (Date Only)Required NoDisplay Only No Calculated NoDB Column Participant.ExpectedBirthDt
Sex Identifies the gender of a participant. This is carried forward from the entry on the Dual Participation search.
Type List BoxRequired YesDB Column Participant.SexCdCode ID Sex Code
This code element is non-editable.The installed values are: Male Female
Race – White If checked, this indicates a self-declared race of the participant.Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd
Race - Black If checked, this indicates a self-declared race of the participant.Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd
Race - Asian If checked, this indicates a self-declared race of the participant.Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd
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Control DescriptionRace – American Indian or Alaskan Native
If checked, this indicates a self-declared race of the participant.
Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd
Race – Native Hawaiian or Other Pacific Islander
If checked, this indicates a self-declared race of the participant.
Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd
Hispanic/Latino A code that records whether the participant considers themselves to have a Hispanic or Latino ethnic background.Type List BoxRequired Yes, except when Pre-Cert or VOCDB Column Participant.HispanicInCode ID YesNo
This code element is non-editable.The installed values are: No Yes
Mother This list box links an infant or child to a mother or allows the user to indicate that the mother is not on WIC. Any P, B, or N in the family is listed in the list box. If mother of infant/child is not on WIC, the user can choose the value Mother Not on WIC.Type List BoxRequired Yes, if infant or child <24 monthsDB Column FamilyMember.FirstName +
FamilyMember.MiddleName + FamilyMember.LastName + FamilyMember.LastNameSuffix
Code ID FamilyMember table lookupMake Foster Child Clicking the Make Foster Child button sets the Foster Child
indicator and causes a separate Economic Unit to be created for this foster child. This button also enables the No Longer Foster Child button and the dates in the Foster Care group box.Type Command ButtonHot Key Alt + M
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Control DescriptionNo Longer Foster Child Clicking the No Longer Foster Child button removes the Foster
Child indicator and causes the Economic Unit belonging to this child to be removed. The Foster Child is moved into the economic unit of the Endorser if still in this family. Once this action is completed, the button is again disabled. The Make Foster Child button is enabled. The dates in the Foster Care group box are cleared and disabled.Type Command ButtonHot Key Alt + L
Foster Care - Entered Foster Care Date
This date is the date a participant first entered the foster care system. A foster child must have this date or the Changed Foster Families Date.Type Date PickerRequired Yes (or Changed Foster Families Date)Display Only No Calculated NoDB Column Participant.FosterChildDt
Foster Care - Changed Foster Families Date
The most recent date a foster child was moved from one foster family to another foster family. A foster child must have this date or the Entered Foster Care Date.Type Date PickerRequired Yes (or Entered Foster Care Date)Display Only No Calculated NoDB Column Participant.FosterChildChangeDt
Back Clicking the Back button closes the Family Member pop-up and goes back to the previous screen in the wizard, the Application pop-up. Data can be modified if necessary.Type Command ButtonHot Key Alt + B
Finish Clicking the Finish button closes the Family Member pop-up and the new member displays on the Family screen.Type Command ButtonHot Key Alt + I
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Business Rules1. Only Sex is required when participant has ApplicationTypeCd=PRE.2. Only Sex is required when participant has ApplicationTypeCd=VOC.3. Display Error if Race is missing and participant is not Pre-Cert or VOC
(ApplicationTypeCd=PRE or VOC).4. Display error if participant category = B, P, or N and Sex = Male.5. Multiple races may be indicated.6. If any participant is made a Foster Child, then a separate economic unit is created for
them. It bears the name of the Foster Child. The Person ID (FamilyMember.FFMemberID) is used as the Economic Unit Number.
7. Disable the Make Foster Child and No Longer Foster buttons for Endorsers and Additional Endorsers.
8. Disable Finish button until all required fields have been satisfied.9. If Mother is selected and the value is not “Mother Not on WIC”, set the
Participant.MomPartID and Participant.MomFullName (First Name, Middle Initial, Last Name) based on the selected family member.
10. If the Make Foster Child button is clicked, it is disabled until the No Longer Foster Child button is clicked.
11. Disable Mother list box if participant age is ≥ 24 months.12. For Mother list box contents, “Mother Not on WIC” is listed first. All other names are
listed in alphabetical order. Please note that if a member’s name has been updated, but not yet saved, the name is displayed in the order that it would have displayed before the name change.
13. Disable the Expected DOB field if participant age is ≥ 24 months.14. Expected DOB cannot be more than 8 weeks before Date of Birth.15. Expected DOB cannot be more than 20 weeks after Date of Birth.16. Upon creation of a new family, a new Economic Unit is created. The Endorser’s name
is the name of this economic unit. All family members that are also participants and not a foster child are automatically included in this economic unit.
17. Display error if Entered Foster Care Date is before Date of Birth.18. Display error if Changed Foster Families Date is before Date of Birth.19. Display error if Entered Foster Care Date is a future date.20. Display error if Changed Foster Families Date is a future date.
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1.2.3 Member InformationEach member of a family is displayed on the Family screen in a separate repeater control. If Show Hidden Members is selected in the View menu option, all family members are displayed. If Show Hidden Members is not selected in the View menu option, participants with a Termination Reason of Deceased or No Longer in Family and all children over five years of age are not displayed.The toggle available in the Display menu allows the user to show all family members or to only show a subset of family members. The background for the family members differs depending on the type of family member and the WIC status. The data contained in the repeater control provides the user with a quick snapshot of information about the individual family member. The information displayed in the first two rows is very similar to the Participant Header data that is displayed with participant screens in Clinic Services.
1.2.3.1 Examples by type
Endorser, Additional Endorser, Inactive Endorser, Proxy, Inactive Proxy Participant
Endorser, Additional Endorser, Inactive Endorser, Proxy, Inactive Proxy Non-Participant
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Active Infant and Child Participant
Non-active Infant and Child Participant
Deceased infant or child participant or infant or child no longer with the family
Control DescriptionParticipant, Endorser, Additional Endorser, Inactive Endorser, Proxy, or Inactive Proxy
Identifies the family member as the Participant, Endorser, Additional Endorser, Inactive Endorser, Proxy or Inactive Proxy of the family. The label used for the person identified as the Endorser is based on a system parameter.
Type Text boxDisplay Only YesDB Column FamilyMember.FirstName,
FamilyMember.MiddleName, FamilyMember.LastName, FamilyMember.LastNameSuffix WhereFamilyMember.ParentGuardianIn = “Y” orParticipantStatus.WICStatusCd orFamilyMember.ParentGuardian2In = “Y” orFamilyMember.ProxyIn = “Y”ProxyEndorserApproval.EndDt
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Control DescriptionCategory The current participant category of the participant record being
viewed.Type Text BoxRequired NALength 17Validation NADisplay Only Yes Calculated NoDB Column ParticipantType.ParticipantTypeCd
Breastfeeding Description (unlabeled)
Just beyond the category, the breastfeeding description is displayed. This is displayed for all infants and children <24 months old with a breastfeeding description of: Exclusively BF = Excl BF Primarily Exclusive/No Formula Package = Prim Excl/No F Pkg Primarily Exclusive BF/ Complementary Foods = Prim
Excl/Comp Partially BF = Part BF BF Child = BF Child.If the breastfeeding description is Not BF or No Longer BF, then nothing is displayed.Type Text BoxRequired NALength 16Validation NADisplay Only Yes Calculated NoDB Column BreastfeedingDetail.ActionCd
Sex(unlabeled, integrated into category)
The sex of the infant or child participant record being viewed.
Type Text BoxRequired NALength 6Validation If infant or child participant category, display
sex as “(Male)” or “(Female)”.Display Only Yes Calculated NoDB Column Participant.SexCd
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Control DescriptionEDD The EDD (Expected Delivery Date) for a pregnant woman.
Type Text BoxRequired NALength NAValidation Formatted Date, mm/dd/yyyy,
Display as EDD: mm/dd/yyyyDisplay Only Yes Calculated NoDB Column Pregnancy.ExpectedDeliveryDt
Indicators(unlabeled)
Abbreviations or symbols that alert users that this member is eligible for Farmers’ Market checks, a foster child, High Risk based on nutritional factors, has special needs, needs an interpreter, has breastfeeding equipment that is to be returned to the agency, needs blood taken to meet periodicity timeframes, or the most recent pregnancy ended in a miscarriage.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column Participant.FMEligibleIN,
RiskHeader.HighRiskIn,Participant.FosterChildInParticipant.MiscarriageIn,FamilyMember.SpecialNeeds,SerializedInventoryItemHistory.DueDtBloodwork.CollectionDtBenefitFamily.NeedInterpreterIn
Edit Hyperlink to the Member/Proxy pop-up. This pop-up is accessed to update names of members or proxies, make a member a participant, change the member type, make a child a foster child or not a foster child, or to review Endorser/Proxy history. See Member/Proxy Pop-up for more information.Type Link
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Control DescriptionDate of Birth The Date of Birth of family member being viewed.
Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FamilyMember.BirthDt
Age (unlabeled) The age of the participant being viewed as of today’s date.For an infant, computed as the number of months and days between today's date and the participant's Date of Birth. For a child, computed as the number of years and months between today’s date and the participant’s Date of Birth. For a woman, computed as the number of years between today's date and the participant's Date of Birth.Type Text BoxRequired NALength NAValidation If participant category = infant, display “(Z9 m
and Z9 d)”.If participant category = child, display “(9 y Z9 m)”.If woman participant, display “(Z9 y)”.
Display Only Yes Calculated YesDB Column FamilyMember.BirthDt
Wks Gest Wks Gest displays the computed number of weeks gestation of the most recent pregnancy, relative to today’s date. This is only displayed for pregnant women after the Expected Delivery Date is recorded.Type Text BoxRequired NALength 2Validation Display as Weeks Gest: Z9Display Only Yes Calculated YesDB Column NA
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Control DescriptionGAA Displays the GAA (Gestational Adjusted Age) for infants and
children <2 years of age if designated as premature and a Weeks Gestation has been collected on the birth measurement anthropometric record.Type Text BoxRequired NALength NAValidation If participant category = infant, display “(Z9 m
and Z9 d)”.If participant category = child, display “(9 y Z9 m)”.
Display Only Yes Calculated YesDB Column getdate() – FamilyMember.BirthDt - (40 –
Anthro.WeeksGestationNr)WIC Status The current WIC Status of the participant record being viewed.
When the child participant is 5 years of age or older or when a participant is deceased or when a participant is no longer with the family, the termination reason is displayed to the right of the WIC status.Type Text BoxRequired NALength 19Validation NADisplay Only Yes Calculated NoDB Column ParticipantStatus.WICStatusCd
Cert. End This is the latest Certification End Date on record for the participant.Type Text BoxRequired NALength NAValidation Mask of mm/yyyyDisplay Only Yes Calculated NoDB Column Certification.EndDt
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Control DescriptionLast FB The last month and year of food benefits issued in the system for
the participant record being viewed. For FI States, FIs that are voided are not considered issued benefits.Type Text BoxRequired NALength NAValidation Mask of “First 3 characters of month” yy
Ex: Jan yyDisplay Only Yes Calculated NoDB Column FI.FirstUseDt (last month and year available)
ParticipantEBTIssuance.FirstUseDt (last month and year available)
unlabeled text box The most recent participant goals are displayed. The goals (Goal 1, Goal 2, and Goal 3 from the participant Care Plan) are preceded by date the goals were created and then listed in a single line separated by commas.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ParticipantCarePlan.RecordedDt +
ParticipantCarePlan.Goal1 +ParticipantCarePlan.Goal2 +ParticipantCarePlan.Goal3
FB Issuance FB Issuance defines the schedule for producing Food Benefits for a participant. When a participant is added, this is defaulted based on the value in the system parameter ClinicServices.StateDefaultFBIssuance.Type List BoxRequired NADB Column Participant.FIIssuanceCdCode ID FI Issuance Cd
This code element is non-editable. The installed values are: 3 Months 2 Months 1 Month No Food Benefits
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Business RulesScreen Display Rules
1. The family members appear in the following descending sort order and with the noted panel colors:
a. Endorser (Pale Yellow) occurs first in the sort orderb. Participants (Infants and Children) in ascending age order
i. Active Participants (Pink)ii. Non-Active Participants (Light Gray)iii. Deceased or No Longer in Family (Orange)
c. Additional Endorsers (Pale Yellow)d. Proxies (Pale Yellow)e. Inactive Endorsers (Pale Yellow)f. Inactive Proxies (Pale Yellow)
2. If there is more than one additional endorser, proxy, inactive endorser or inactive proxy, then sort in alphabetical order within that grouping.
3. When a participant (or participants) is retrieved from another family, the retrieved participant is displayed on the family screen along with the family members that were part of the original family structure.
4. The system parameter, ClinisServices.HeadofHouseholdLabelToUse, determines the label that is used for the term Endorser for Endorser, Additional Endorser, and Inactive Endorser.
5. Participant data is displayed whenever a member has been or is currently a participant.
Deceased or No Longer in Family Participants Rules6. Clear all indicators for a deceased participant or a participant no longer in the
family.7. Clear and disable the Participant FB Issuance field for a deceased participant or a
participant no longer in the family.Display of WIC Status Rules
8. Display the WIC Status/Application type of “Active - Pre” for participants whose application is marked Pre-Certify and they are in their first certification period.
9. Display the WIC Status/Application type of “Active - VOC” for participants whose application is marked VOC and they are in their first certification period.
10. Display the WIC Status/Application type of “Active - Prov” for participants with a provisional certification.
11. For children > 5 years of age and terminated, display WIC Status as Terminated (<Term Reason>).
12. For deceased participants, display WIC Status as Terminated (<Term Reason=Deceased>).
13. For No Longer in Family participants, display WIC Status as Terminated (<Term Reason=No Longer in Family>).
Display of Indicators14. The display of indicators is consistently in the following order: FM, Foster, HR, SN,
IN, BP, BW, MC.15. Display “FM” when participant is eligible to receive Farmers’ Market checks for the
growing season.16. For “FM”, display “Farmers’ Market Eligible” as hover text.
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Business Rules17. Display “Foster” when participant is a Foster Child.18. For “Foster”, display “Foster Child” as hover text.19. Display “HR” when the participant is currently considered to be High Risk.20. For “HR”, display “High Risk” as hover text.21. Display “SN” for any family member currently who has special needs noted on the
Member Screen in the Special Needs field.22. For “SN”, display “Special Needs” as hover text.23. Display “IN” for any member, excluding proxies and inactive proxies, when the
Interpreter Needed check box is marked on the Family screen.24. For “IN”, display “Interpreter Needed” as hover text.25. Display “BP” when Contact/Return Date on BF Equipment screen is a future date
and the Serialized Inventory Item Disposition Date has not been completed.26. Display “BP” in red font if Contact/Return Date on the BF Equipment screen is
today’s date or a date in the past and the Serialized Inventory Item Disposition Date has not been completed.
27. For “BP”, display as hover text the date when the pump is due back when the Contact/Return Date on BF Equipment screen has been completed but the Serialized Inventory Item Disposition Date has not been completed.
28. Display “BW” for any participant that currently has blood work due.29. For “BW”, display <Blood Work Due date range> as hover text.30. Display “MC” for any participant, when miscarriage is checked on the most current
application.31. Display the calculated value in the Weeks Gest field for Active or Pending Pregnant
women only if the pregnant certification associated with the most recent pregnancy record is still active. For any of these other conditions, display “NA”:
a. If the Pregnant woman has a WIC status that is something other than Active or Pending.
b. If the participant category is Not Breastfeeding or Breastfeedingc. The Pregnant certification is no longer active.
Display of Names32. Display names, participant category, and sex in bold (data only, not labels).33. Display as much of the name of the family member as possible. Do not truncate
the name at a space between names.34. Right align the name label (Endorser, Participant, Proxy, etc.) to the beginning of
the Name field.Calculations
35. Calculate Wks Gest as (EDD minus Today’s Date)/7 = # Weeks Remaining, rounded down to the nearest whole number, and then 40 minus # Weeks Remaining.
36. Age is calculated as Today’s Date minus Date of Birth. Date of Birth is stored in FamilyMember.BirthDt.
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1.3 IdentityThe Identity screen displays participant-specific data. It is used to capture and maintain a participant’s proof of identity, whether or not they were physically seen at the certification, and if not, the reason why and the date that this reason was confirmed. The screen also captures information about Other Program Participation.> Family/Intake > Identity
<Family Header (See CS Overview)><Participant Sub-Header (See CS Overview)>
Control DescriptionRecord Dates This is the record selector for the Participant Identity records. It
contains the recorded date which is usually today’s date. The drop-down and spin control allow selection of historical Participant Identity records. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Display dates in chronological order with most
recent date at top. Formatted dates of mm/dd/yyyy.
DB Column ParticipantIdentity.RecordedDtNew Clicking the New button creates a new participant identity record.
Type Command ButtonHot Key Alt + N
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Control DescriptionEdit Clicking the Edit button puts the currently displayed record into
Edit mode.Type Command ButtonHot Key Alt + T
Delete The delete command button is used to delete the identity record.Type Command ButtonHot Key Alt + D
Signature Clicking the Signature button causes a signature to be automatically requested. The signature pad display is activated and text is displayed. A pop-up is seen by the WIC user that also displays the text shown on the signature pad. See Signature Capture – Affidavit for No Proof of Identity Pop-Up for details. The display of this button is dependent on a system parameter.Type Command ButtonHot Key Alt + I
Proof of Identity Indicates the type of documentation that was provided to clinic staff as proof of identity for the selected participant. If system parameters allow, no proof is required and participants can be provisionally certified.Type List BoxRequired Yes for VOC and Precertification
Yes for all others, exception is if system parameter set to allow for provisional certification for no proof of identity
DB Column ParticipantIdentity.ProofOfIdentityCdCode ID Proof of ID
This code element is editable but this installed value is non-editable: Affidavit
ID Affidavit Reason Indicates the reason that no proof of ID was available and why an affidavit had to be completed. (This is not used in conjunction with provisional certification which assumes that the participant has proof, but just didn’t have it with them today.) The display of this field is dependent on a system parameter.Type List BoxRequired Yes, if Proof of ID=AffidavitDB Column ParticipantIdentity.AffidavitReasonCdCode ID Affidavit Reason
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Control DescriptionPhysically Present Indicates if clinic staff saw the selected participant during the
certification.If No is selected, Reason and Confirmation Date are changed to required fields and today’s date is entered into the Confirmation Date field.Type List BoxRequired YesDB Column ParticipantIdentity.PhysicallySeenCdCode ID YesNo
This code element is non-editable.The installed values are: Yes No
Reason Indicates the reason that the selected participant was not physically present at the certification.Type List BoxRequired Yes, if Physically Present = NoDB Column ParticipantIdentity.MedicalReasonCdCode ID Medical Reason
Confirmation Date Indicates the date that clinic staff confirmed the reason that the selected participant was not physically present at certification. This defaults to today’s date when No is selected for Physically Present field. The date can be updated by the user. This date can be equal to today’s date or less.Type Date PickerRequired Yes, if Physically Present = NoDisplay Only No Calculated NoDB Column ParticipantIdentity.ConfirmationDt
Other Program Participation – multiple check boxes
State defined check boxes are available for users to mark the participant’s participation in other programs. Participation in these programs in no way impacts adjunctive eligibility status. Some of these programs may be nutrition programs. When marked, these programs display in the nutrition interview information related to food security. Display of programs is based on information in the Other Program Participation System Administration table. If there are more programs than reasonably fit on the screen, the dynamic check list is scrollable.Type Check BoxDisplay Only No Calculated NoDB Column ParticipantProgram.Prog_ID
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Control Description<Last Modified By User and Date>
In the lower right-hand corner, the user and the date of the last update of the Identity record are displayed.Type Text BoxRequired NoLength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column ParticipantIdentity.ModifyStfpID +
ParticipantIdentity.ModifyDt
Business RulesParticipant Header Rule
1. Display the Participant Sub-Header at the top of this screen.General Business Rules
1. The Edit and Delete buttons utilize Today functionality.2. If Affidavit is selected for Proof of ID, a signature must be collected before user can
leave this screen.3. Proof of Identity is a required field unless system parameter,
ClinicServices.Certify.Provisional.ProofOfID is set to “Yes” and Proof of Identity Maximum Number of months is greater than, 0 in system parameter, ClinicServices.ProvisionalCertificationNoProofIDMaxMonths, then Proof of Identity is optional and can be blank.
4. The system parameter ClinicServices.NoProofIDReasonDisplay determines if the Signature button and ID Affidavit Reason is displayed on the Identity screen.
5. If the user attempts to move away from this family (go search for another family, go issue benefits for another family, etc.), the user is prompted with a Save confirmation message if any family data has been updated. Required fields are validated.
6. Enable the Signature button only if Affidavit is selected for Proof of Identity.7. If a signature capture has been completed for the record, then disable the Proof of
ID field.8. If a signature capture has been completed for the record, then disable the
Signature button.
1.3.1 Signature Capture – Affidavit for No Proof of Identity Pop-Up Each time “Affidavit” is selected for the proof of identity, a signature is required Note: This is not related to not having a proof of ID in hand at certification and being provisionally certified.The first screen is an example of what is displayed on the signature pad display screen. The pop-up “Signature Capture to User” is displayed to the WIC system user so that they know what is on the signature pad display screen and then when a signature is captured, it can be reviewed here to determine if adequate or if another capture is required. For full details
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about this system component, see the Signature Capture section of the Clinic Services Overview DFDD.
1.3.2 Signed Statement (Dynamic)From any of the Clinic Services screens, a user may print a document to record any missing proof documents. This is usually done while completing the Identity, Contact/Address, and Income screens. This document contains additional questions to ask if the family reports zero income.
1.3.2.1 Language: Both The Signed Statement is available in English and Spanish.
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1.3.2.2 Signed Statement Mockup
WIC Program - Signed Statement
Endorser: Isabella Brown Family ID# 10964144
Identity:
I have no proof of identity for
_____________________________________________________________________
because
_____________________________________________________________________
Residency:
I have no proof of residency because
______________________________________________________________________
Income:
I have no proof of income because
______________________________________________________________________
Additional information needed if zero income is reported:
How do you get food for your family? ________________________________________
My household has been without income since _________________________________
I think I will have income starting ___________________________________________
Signatures:
The information I provided above is correct.
____________________________________________________ _______Signature of Participant/Endorser Date
____________________________________________________ _______Signature & title of staff member witnessing statement Date
Business Rules1. Endorser Name is stored in
FamilyMember.FirstName+FamilyMember.MiddleName+FamilyMember.LastName.
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Business Rules2. Family ID is stored in BenefitFamily.FFFamilyID.3. The clinic services breastfeeding message image appears in the footer-middle of the
output.4. The clinic services header image appears in the header-left of the output.5. Page numbering in the output appears in the footer-right in the format "Page x of y".6. This UI output is portrait.
1.4 Contact/AddressThe Contact/Address screen is used to add, update, delete, or view a family’s address and contact information. It is also used to record proof of residency information. At the point of certification, each family must have a physical address. In some cases a family has a mailing address as well as a physical address. If there is no mailing address, it is assumed that the mailing address is the same as the physical address. In addition to address data, this screen provides a place to store a home phone number for the family and their e-mail address. Also, an alternate phone number can be stored for the family with a code identifying who owns the alternate phone.The screen also provides a place where the family can be identified as homeless or migrant.Family/Intake > Contact/Address
<Family Header (See CS Overview)>
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Control DescriptionContact Information - Home Phone Number
The family's 10-digit home phone number, including area code.The first field is the area code. If the Default Area Code system parameter contains a value, that value is placed into the area code field by default. The second field is the phone number.Type Text BoxRequired NoLength 10Validation Numeric and Complete, Mask of (999) 999-
9999Display Only No Calculated NoDB Column BenefitFamily.HomePhoneAreaCd
BenefitFamily.HomePhoneNrContact Information - Alternate Phone Number
An alternate phone number where the family can be reached. This may be a neighbor, a relative, a cell phone number, work phone, etc.The first field is the area code. If the Default Area Code system parameter contains a value, that value is placed into the area code field by default. The second field is the phone number. Values cannot be keyed into the phone number field until an area code is keyed into the first field.Type Text BoxRequired NoLength 10Validation Numeric and Complete, Mask of (999) 999-
9999Display Only No Calculated NoDB Column BenefitFamily.AltPhoneAreaCd
BenefitFamily.AltPhoneNrContact Information - Alternate Phone Owner
A code used to identify the owner or nature of a family's alternate phone number.
Type List BoxRequired NoDB Column BenefitFamily.AltPhoneOwnerCdCode ID Alt Phone Owner
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Control DescriptionContact Information - Privacy Information - Do Not Call
When this check box is marked, the phone number is not displayed in the search results windows or on reports. If the phone number is needed, staff must come to contact/address screen. Participants within this family are not be placed in the auto-dialer file for appointment reminders.Type Check BoxDisplay Only No Calculated NoDB Column BenefitFamily.DoNotCallIn
Contact Information - Privacy Information - Do Not Send Mail
When this checkbox is marked, no printed reminders are sent to this family. This family is excluded from print batch jobs. If the user is manually printing a UI Output with a family address, a warning is displayed, but the user is allowed to print.Type Check BoxDisplay Only No Calculated NoDB Column BenefitFamily.DoNotMailIn
Contact Information - E-Mail Address
The e-mail address of the family. The address must contain [@] and [.].Type Text BoxRequired NoLength 50Validation [email protected], “@” and “.” must be presentDisplay Only No Calculated NoDB Column BenefitFamily.EmailAddress
Record Dates This is the record selector for the Residency records for the family. It contains the recorded date. The drop-down and spin control allow selection of historical Residency records. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Display residency record dates in chronological
order with most recent date at top.DB Column Residency.RecordedDt
New Clicking the New button creates a new Residency record.Type Command ButtonHot Key Alt + N
Edit Clicking the Edit button puts the currently displayed record into Edit mode.Type Command ButtonHot Key Alt + T
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Control DescriptionDelete The delete command button is used to delete the currently
displayed Residency record.Type Command ButtonHot Key Alt + D
Signature Clicking the Signature button causes a signature to be automatically requested. The signature pad display is activated and text is displayed. A pop-up is seen by the WIC user that also displays the text shown on the signature pad. See Signature Capture –Residency Pop-Up for details.Type Command ButtonHot Key Alt + I
Proof of Residency Indicates the type of documentation that was provided to clinic staff as proof of residency for the family.Type List BoxRequired Yes, if the user has created a new Residency
record.DB Column Residency.ProofOfAddressCdCode ID Proof Address
This code element is editable but this installed value is non-editable: Affidavit
Affidavit Reason Indicates the reason that no proof of residency was available and why an affidavit had to be completed. (This is not used in conjunction with provisional certification which assumes that the participant has proof, but just didn’t have it with them today.)Type List BoxRequired Yes, Proof of Residency=AffidavitDB Column Residency.AffidavitReasonCdCode ID Affidavit Reason
Physical Address - Eff Date
This is the record selector for effective dates associated with physical addresses for the family. The drop-down and spin control allow selection of historical physical addresses for the family. When the New button is clicked, this date defaults to today’s date. It can be updated by the user. This date must be greater than or equal to today’s date.Type Record SelectorContents MM/DD/YYYYDB Column FamilyAddress.EffectiveDt
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Control DescriptionPhysical Address – Calendar icon
Clicking the calendar icon allows a calendar selector to display to allow the user to select a different effective date.Type Command ButtonHot Key None
Physical Address – New icon
Clicking the New button in the Physical Address section creates a new physical address.Type Command ButtonHot Key None
Physical Address – Edit icon
Clicking the Edit button in the Physical Address section allows the existing physical address to be modified.Type Command ButtonHot Key None
Physical Address – Delete icon
The delete command button is used to delete the currently displayed physical address record.Type Command ButtonHot Key None
Physical Address - End Date
This is the date that a physical address stopped being effective for a family.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated YesDB Column FamilyAddress.EndDt
Physical Address - Homeless
When checked, this indicates that a family is considered homeless, not having a permanent residence.Type Check BoxDisplay Only No Calculated NoDB Column FamilyAddress.HomelessIn
Physical Address - Migrant
When checked, this indicates that a family is considered to be a migrant family.Type Check BoxDisplay Only No Calculated NoDB Column FamilyAddress.MigrantIn
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Control DescriptionPhysical Address - Refugee
When checked, this indicates that a family is considered to be a refugee family. This triggers a family alert that is displayed to aid staff in updating the indicator if the family stops being a refugee family because they consider themselves “planted” in their new location.Type Check BoxDisplay Only No Calculated NoDB Column FamilyAddress.RefugeeIn
Physical Address - Address Line 1
The first line of the family's physical address. Address Line 1 must contain a value to have a valid physical address.Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyAddress.StreetAddrLine1
Physical Address - Address Line 2
The second, optional line of a WIC family's physical address.
Type Text BoxRequired NoLength 30Validation NADisplay Only No Calculated NoDB Column FamilyAddress.StreetAddrLine2
Physical Address - Apt/Suite
The apartment or suite number of a family's physical address.
Type Text BoxRequired NoLength 5Validation NADisplay Only No Calculated NoDB Column FamilyAddress.Apartment
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Control DescriptionPhysical Address - P.O. Box
The Post Office Box number of a family's address. The P.O. Box field is disabled for a Physical Address.Type Text BoxRequired NoLength 10Validation NADisplay Only No Calculated NoDB Column FamilyAddress.POBox
Physical Address - City The City component of the family's physical address. When a valid ZIP Code is entered, the City is automatically populated based on the ZIP Code. If a valid ZIP Code has more than one possible City, the choices are displayed in a pop-up window where the user must select the correct value.Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyAddress.City
Physical Address - State
The State field identifies the state of the family's physical address. The State field displays the WIC Program's state, by default. When a valid ZIP Code is entered, the State is automatically populated based on the ZIP Code.Type List BoxRequired YesDB Column FamilyAddress.StateCode ID FamilyAddress table lookup (State field)
Physical Address - ZIP Code
The 5-digit ZIP Code of the family's physical address. When a valid ZIP Code is entered, the City, State and County fields are automatically populated based on the ZIP Code. If a valid ZIP Code has more than one possible City and/or County value, the choices are displayed in a pop-up window where the user must select the correct value.Type Text BoxRequired YesLength 5Validation Numeric and CompleteDisplay Only No Calculated NoDB Column FamilyAddress.ZipCode
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Control DescriptionPhysical Address - (+4)
The optional, 4-digit ZIP Code extension of a family’s physical address.Type Text BoxRequired NoLength 4Validation Numeric and CompleteDisplay Only No Calculated NoDB Column FamilyAddress.ZipPlus4
Physical Address - County
The county where the family resides. When a valid ZIP Code is entered, the County field is automatically populated based on the ZIP Code. If a valid ZIP Code has more than one possible County, the choices are displayed in a pop-up window where the user must select the correct value.Type List BoxRequired YesDB Column FamilyAddress.CountyNmCode ID FamilyAddress table lookup (CountyNm field)
Mailing Address - Eff Date
This is the record selector for effective dates associated with mailing addresses for the family. The drop-down and spin control allow selection of historical mailing addresses for the family. When the New button is clicked, this date defaults to today’s date. It can be updated by the user. The date must be greater than or equal to today’s date.Type Record SelectorContents MM/DD/YYYDB Column FamilyAddress.EffectiveDt
Mailing Address – Calendar icon
Clicking the calendar icon allows a calendar selector to display to allow the user to select a different effective date.Type Command ButtonHot Key None
Mailing Address – New icon
Clicking the New button in the Mailing Address section creates a new mailing address.Type Command ButtonHot Key None
Mailing Address – Edit icon
Clicking the Edit button in the Mailing Address section allows the existing mailing address to be modified.Type Command ButtonHot Key None
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Control DescriptionMailing Address – Delete icon
The delete command button is used to delete the currently displayed mailing address record.Type Command ButtonHot Key None
Mailing Address - Add End Date
Clicking the Add End Date button causes today’s date to be added to the current mailing address record.Type Command ButtonHot Key None
Mailing Address - End Date
This is the date a mailing address stopped being effective for a family.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated YesDB Column FamilyAddress.EndDt
Mailing Address - Address Line 1
The first line of the family mailing address. Either Address Line 1 or P.O. Box must contain a value in order to have a valid Mailing Address.Type Text BoxRequired Yes, except when PO Box has a valueLength 30Validation NADisplay Only No Calculated NoDB Column FamilyAddress.StreetAddrLine1
Mailing Address - Address Line 2
The second, optional line of a WIC family mailing address.
Type Text BoxRequired NoLength 30Validation NADisplay Only No Calculated NoDB Column FamilyAddress.StreetAddrLine2
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Control DescriptionMailing Address - Apt/Suite
The apartment or suite number of a family mailing address.
Type Text BoxRequired NoLength 5Validation NADisplay Only No Calculated NoDB Column FamilyAddress.Apartment
Mailing Address - P.O. Box
The Post Office Box number of a family mailing address. Either Address Line 1 or P.O. Box must contain a value in order to have a valid Mailing Address.Type Text BoxRequired Yes, if no Address Line 1Length 10Validation NADisplay Only No Calculated NoDB Column FamilyAddress.POBox
Mailing Address - City The City component of the family's mailing address. When a valid ZIP Code is entered, the City is automatically populated based on the ZIP Code. If a valid ZIP Code has more than one possible City, the choices are displayed in a pop-up window where the user must select the correct value.Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyAddress.City
Mailing Address - State
The State field identifies the state of the family's mailing address. The State field displays the WIC Program's state, by default. When a valid ZIP Code is entered, the State is automatically populated based on the ZIP CodType List BoxRequired YesDB Column FamilyAddress.StateCode ID FamilyAddress table lookup (State field)
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Control DescriptionMailing Address - ZIP Code
The 5-digit ZIP Code of the family's mailing address. When a valid ZIP Code is entered, the City, State and County fields are automatically populated based on the ZIP Code. If a valid ZIP Code has more than one possible City and/or County value, the choices are displayed in a pop-up window where the user must select the correct value.
Type Text BoxRequired YesLength 5Validation Numeric and CompleteDisplay Only No Calculated NoDB Column FamilyAddress.ZipCode
Mailing Address - (+4) The optional, 4-digit ZIP Code extension of a family mailing address.Type Text BoxRequired NoLength 4Validation Numeric and CompleteDisplay Only No Calculated NoDB Column FamilyAddress.ZipPlus4
Mailing Address - County
The county where the family's mail is to be sent. When a valid ZIP Code is entered, the County field is automatically populated based on the ZIP Code. If a valid ZIP Code has more than one possible County, the choices are displayed in a pop-up window where the user must select the correct value.Type List BoxRequired YesDB Column FamilyAddress.CountyNmCode ID FamilyAddress table lookup (CountyNm field)
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Business RulesGeneral Business Rules
1. Display an error if home phone number is started, but left incomplete.2. Display an error if alternate phone number is started, but left incomplete.3. Display an error if data is entered in the email address and the “@” symbol is not
in the address.4. Display an error if data is entered in the email address and no [.] is found in the
email address after the “@” symbol.5. Do not allow spaces before or after an email address.6. The system parameter System.DefaultAreaCode is used to assign the default value
to the family’s Phone Number and Alternate Phone Number. This only occurs when a user accesses this screen during an initial family setup sequence (i.e. family has not been saved prior to accessing this screen). Once a user saves the family, then the default behavior does not happen as the system assumes that user did not have any phone information about this family. This prevents the default behavior from occurring every time this screen is accessed even in cases where there is no phone number.
7. The system parameter ClinicServices.UseVoterRegistration determines whether or not a reminder message to update the Voter Registration screen is presented when a physical address is created or updated.
8. If the user attempts to move away from this family (go search for another family, go issue benefits for another family, etc.), the user is prompted with a Save confirmation message if any family data has been updated. Required fields are validated.
Residency Rules9. The Edit and Delete buttons utilize Today functionality.10. Enable the Signature button only if Affidavit is selected for Proof of Residency.11. Disable Signature button when signature or no signature reason is captured.12. On Edit, after a save, do not enable signature button unless Affidavit is selected.13. Enable the Affidavit Reason only if Affidavit is selected for Proof of Residency.
Physical and Mailing Address Rules14. The Edit and Delete buttons utilize Today functionality.15. For Physical Address only, the Effective Dates and End dates represent a
contiguous time period.16. For both Physical and Mailing addresses, End Date cannot be before the Effective
Date.17. When a Physical address already exists, and the New button is clicked, the End
Date of the old Physical address is automatically set to the new Physical address’ Effective Date minus 1 day, except if multiple records are created and end dated on the same day, then the end date of the previous record is set to today’s date.
18. Address Type is a code element that is non-editable.The installed values are:MailingPhysical
19. Enable the Mailing - Add End Date button only for the most recent Mailing Address if it has no end date.
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Business Rules20. Physical Effective Date must be a current or future date.21. Mailing Effective Date must be a current or future date.
ZIP Code Rules22. The tab order for the address goes from Address Line 2 to the ZIP code field, then
to Suite, PO Box, and City (then continuing using standard tabbing sequencing). This tab order allows the user to use the automatic ZIP code database that is incorporated in the data system. When more than one city or county is covered by the entered ZIP code, a pop-up presents all cities or counties covered by the ZIP code for the user to select the appropriate ZIP code.
23. When a user enters a ZIP code, the system utilizes an address validation interface found in the middle tier to provide the city, county, and state associated with the ZIP code. An example of an Address validation tool is ZIP-4 which receives its data from the US postal service.
Online EBT Host Rules (Online Xerox EBT / Online CDP EBT)24. If the user adds or updates any of these fields:
a. Do Not Send Mailb. E-mail Address (Online Xerox EBT Only)c. Mailing address fields Address Line 1, Address Line 2, Apt/Suite, P.O. Box,
City, State, ZIP Code, or (+4)d. Deletes the mailing addresse. Adds an End Date to the mailing addressf. Physical address fields Address Line 1, Address Line 2, Apt/Suite, City, State,
ZIP Code, or (+4)and any Economic Unit in the family has ever been issued an EBT card, then
Call Update Demographics (Online Xerox EBT Only) or Update Demographics (Online CDP EBT Only), at the next save, one time for eachEconomic Unit in the family that has been issued an EBT card.NOTE: The user may have left the Contact/Address panel and performed other updates before they actually Save. At the time of the Save, regardless of what panel they are on, call the Update Demographics function.
Update Demographics (Online Xerox EBT Only)25. Call Get Security Token Process26. Status bar message = ‘Updating EBT Host Demographics’27. Security Authorization Object.EBTMessageTypeCd = 110028. EBTMessageLog.EBTMessageTypeCd = 110029. Create an Update EBA message populated as follows:
a. Household ID = Economic Unit Numberb. Household Status Code = ‘A001’c. Household Type Code = ‘H’d. If Economic Unit is for a foster child, use the foster child’s data else use the
Head of Household’s data:i. Person Object.First Name = FamilyMember.FirstName
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Business Rulesii. If FamilyMember.LastNameSuffix is not null then
FamilyMember.LastName = FamilyMember.LastName + FamilyMember.LastNameSuffix
iii. Person Object.Last Name = FamilyMember.LastNameiv. Person Object.Middle Initial = FamilyMember.MiddleNamev. Person Object.Email Address = BenefitFamily.EmailAddressvi. Person Object.Date of Birth = FamilyMember.BirthDt
e. If a mailing address exists with an Effective Date less than or equal today and an End Date that is null or greater than or equal today, then use mailing address data else use physical address data:
i. If Do Not Mail is selected then1. Address Object.Address Line 1 = ‘Do Not Mail’2. Address Object.Address Line 2 = blank
ii. Else1. If FamilyAddress.POBox is not null then
FamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘P.O. Box ‘ + FamilyAddress.POBox
2. If FamilyAddress.Apartment is not null thenFamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘Apartment ‘ + FamilyAddress.Apartment
3. Address Object.Address Line 1 = FamilyAddress.StreetAddrLine1
4. Address Object.Address Line 2 = FamilyAddress.StreetAddrLine2
iii. Address Object.City = FamilyAddress.Cityiv. Address Object.State Abbreviation = FamilyAddress.Statev. Address Object.ZIP Code = FamilyAddress.ZipCode +
FamilyAddress.ZipPlus4f. Security Authorization Object = See the System-Wide Interface with Online
EBT Host DFDD for details.30. Call Write EBTMessageLog31. Send the Update EBA message to the EBT Host.32. Call Timeout Process.33. Receive Update EBA message response.34. Call Return Code Process.35. Write EBTMessageLogResponse record with these attributes:
a. ResendDt = nullb. DispositionDt = current date and timec. DispositionCd = ‘S’ (success)d. EBTHostReturnCd = EBT Host response code
36. Security Authorization Object.EBTMessageTypeCd = 140037. EBTMessageLog.EBTMessageTypeCd = 140038. Create an Update Card/Cardholder message populated as follows:
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Business Rulesa. Household ID = Economic Unit Numberb. eWIC Card Number = current PAN belonging to the EU. PAN may be active
or deactivatedc. Card Status Code = blankd. Card Status Reason = blanke. Card Status Date = most recent EBTCardTransaction.TransactionDt where
EBTCardTransaction. = ‘SETP’ or ‘REPL’ or ‘HOTC’f. Replacement eWIC Card Number = blankg. Card Holder Type Code = ‘P’h. If Economic Unit is for a foster child, use the foster child’s data else use the
Head of Household’s data:i. Person Object.First Name = FamilyMember.FirstNameii. If FamilyMember.LastNameSuffix is not null then
FamilyMember.LastName = FamilyMember.LastName + FamilyMember.LastNameSuffix
iii. Person Object.Last Name = FamilyMember.LastNameiv. Person Object.Middle Initial = FamilyMember.MiddleNamev. Person Object.Email Address = BenefitFamily.EmailAddressvi. Person Object.Date of Birth = FamilyMember.BirthDt
i. Security Authorization Object = See the System-Wide Interface with Online EBT Host DFDD for details.
39. Call Write EBTMessageLog40. Send the Update Card/Cardholder message to the EBT Host.41. Call Timeout Process.42. Receive Get Benefit Balance message response.43. Call Return Code Process.44. Write EBTMessageLogResponse record with these attributes:
a. ResendDt = nullb. DispositionDt = current date and timec. DispositionCd = ‘S’ (success)d. EBTHostReturnCd = EBT Host response code
45. Status bar message = ‘Ready’
Write EBTMessageLog (Online Xerox EBT Only)46. Write an EBTMessageLog record with these attributes:
a. Incf_ID = IncomeFamily.ID of the Economic Unitb. EBTMessageDt = current date and timec. EBTMessageContentsXML = message being sent to the EBT Host
Timeout Process (Online Xerox EBT Only)47. If no response is received from the EBT Host within system parameter
EBT.EBTMessageTimeoutSeconds number of seconds, thena. Loop through this resend logic up to system parameter
EBT.EBTMessageTimeoutRetries number of times:
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Business Rulesi. Resend the message to the EBT Hostii. If no response is received, return to top of loop.iii. If the EBT Host returns a response equal to ‘0000’ or ‘0018’, exit the
Timeout Process functioniv. If the EBT Host returns a response not equal to ‘000’ or ‘0018’, go to
Return Code Process.b. Write EBTMessageLogResponse record with these attributes:
v. ResendDt = nullvi. DispositionDt = current date and timevii. DispositionCd = ‘T’ (timeout)viii. EBTHostReturnCd = null
c. If EBTMessageLog.EBTMessageTypeCd = ‘0000’ thenix. Display ‘Unable to sign on to EBT Host and obtain security token.
Please try again or report this error to the Help Desk’d. Else
x. If user is in connected mode then Display standard timeout error message to user
e. Status bar message = ‘Ready’.f. Stop processing the Update Demographics function.
Return Code Process (Online Xerox EBT Only)48. If Return Code from EBT Host is equal to ‘0003’ or ‘0011’ then
g. Call Get Security Token Processh. Exit Return Code Process.
49. If Return Code from EBT Host is not equal to ‘0000’ or ‘0018’ theni. Write EBTMessageLogResponse record with these attributes:
xi. ResendDt = nullxii. DispositionDt = current date and timexiii. DispositionCd = ‘A’ (abnormal)xiv. EBTHostReturnCd = EBT Host response code
j. Display an error message to user that includes Return Code from the EBT Host + text from List Management where Code ID = EBT Host Return Code.
k. Status bar message = ‘Ready’.l. Stop processing the Update Demographics function.
Get Security Token Process (Online Xerox EBT Only)50. If CachedSecurityToken is not empty, then exit Get Security Token Process.51. Status bar message = ‘Signing On to EBT Host’52. EBTMessageLog.EBTMessageTypeCd = ‘0000’53. Create a Sign On message populated as follows:
m. UserID = System.EBT.Online.SystemwideSignOnUserIDn. Password = System.EBT.Online.SystemwideSignOnPassword
54. Call Write EBTMessageLog
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Business Rules55. Send the Sign On message to the EBT Host.56. Call Timeout Process.57. Receive Sign On message response.58. Call Return Code Process.59. Write EBTMessageLogResponse record with these attributes:
o. ResendDt = nullp. DispositionDt = current date and timeq. DispositionCd = ‘S’ (success)r. EBTHostReturnCd = EBT Host response code
60. Status bar message = ‘Ready’
Update Demographics (Online CDP EBT Only)61. Status bar message = ‘Updating EBT Host Demographics’62. EBTMessageLog.EBTMessageTypeCd = 1100 (UpdateEBA)63. Create an Update EBA message populated as follows:
a. WIC MIS Account ID = Economic Unit Numberb. If BenefitFamily.OutputLanguageCd = ‘SPAN’ (Spanish)
a. Head of Household Object.Language Code = ‘spa’c. Else
a. Head of Household Object.Language Code = ‘eng’d. If Economic Unit is for a foster child, use the foster child’s data else use the
Head of Household’s data:i. Head of Household Object.Date of Birth = FamilyMember.BirthDtii. If foster child
a. Head of Household Object.Gender = Participant.SexCdiii. Else
a. IF HOH has a Participant recordi. Head of Household Object.Gender =
Participant.SexCdb. Else
i. Head of Household Object.Gender = blank (unknown)
iv. Head of Household Name Object.First Name = FamilyMember.FirstName
v. Head of Household Name Object.Last Name = FamilyMember.LastName
vi. Head of Household Name Object.Middle Initial = FamilyMember.MiddleName
vii. Head of Household Name Object.Suffix = FamilyMember.LastNameSuffix
e. If a mailing address exists with an Effective Date less than or equal today and an End Date that is null or greater than or equal today, then use mailing address data else use physical address data:
i. If Do Not Mail is selected then
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Business Rules1. Head of Household Mailing Address Object.Address Line 1 =
‘Do Not Mail’2. Head of Household Mailing Address Object.Address Line 2 =
blankii. Else
3. If FamilyAddress.POBox is not null thenFamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘P.O. Box ‘ + FamilyAddress.POBox
4. If FamilyAddress.Apartment is not null thenFamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘Apartment ‘ + FamilyAddress.Apartment
5. If FamilyAddress.StreetAddressLine1 has dataa. Head of Household Mailing Address Object.Address
Line 1 = FamilyAddress.StreetAddrLine1b. Head of Household Mailing Address Object.Address
Line 2 = FamilyAddress.StreetAddrLine26. Else
a. Head of Household Mailing Address Object.Address Line 1 = FamilyAddress.StreetAddrLine2
iii. Head of Household Mailing Address Object.City = FamilyAddress.City
iv. Head of Household Mailing Address Object.State Abbreviation = FamilyAddress.State
v. Head of Household Mailing Address ZIP Code Object.ZIP Code Extended= FamilyAddress.ZipPlus4
vi. Head of Household Mailing Address ZIP Code Object.ZIP Code Primary= FamilyAddress.ZipCode
64. Write an EBTMessageLog record with these attributes:a. Incf_ID = IncomeFamily.ID of the Economic Unitb. EBTMessageDt = current date and timec. EBTMessageContentsXML = message being sent to the EBT Host
65. Send the Update EBA message to the EBT Host.66. Call Response Process.67. EBTMessageLog.EBTMessageTypeCd = 1400 (Update CardHolder/Card)68. Create an Update Card/Cardholder message populated as follows:
a. Action Code = ‘002’ (Update)b. Effective Date = most recent EBTCardTransaction.TransactionDt where
EBTCardTransaction. = ‘SETP’ or ‘REPL’ or ‘HOTC’c. Card Number Replacement = blankd. WIC MIS Account ID = Economic Unit Numbere. Cardholder Object.Card Number = EBTCard.CardNr (current card)f. Cardholder Object.Reason Code = 'C011' (Cardholder update)g. If BenefitFamily.OutputLanguageCd = ‘SPAN’ (Spanish)
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Business Rulesa. Cardholder Object.Language Code = ‘spa’
h. Elsea. Cardholder Object.Language Code = ‘eng’
i. If BenefitFamily.DoNotCallIn = 0 (false)a. If BenefitFamily.HomePhoneNr is not null
i. Cardholder Object.Phone Number = BenefitFamily.HomeAreaCd + BenefitFamily.HomePhoneNr
b. Elsei. If BenefitFamily.AltPhoneNr is not null
1. Cardholder Object.Phone Number = BenefitFamily. AltAreaCd + BenefitFamily. AltPhoneNr
j. Elsea. Cardholder Object.Phone Number = empty
k. If Economic Unit is a foster childa. Cardholder Object.Gender = Participant.SexCd
l. Elsea. IF HOH has a Participant record
i. Cardholder Object.Gender = Participant.SexCdb. Else
i. Cardholder Object.Gender = blank (unknown)m. Note: same logic as found in Update EBA business rule for:
a. Cardholder Mailing Address Object – Use Head of Household Mailing Address Object logic
b. Cardholder Name Object – Use Head of Household Name Object logic69. Send the Update Card/Cardholder message to the EBT Host.70. Write an EBTMessageLog record with these attributes:
a. Incf_ID = IncomeFamily.ID of the Economic Unitb. EBTMessageDt = current date and timec. EBTMessageContentsXML = message being sent to the EBT Host
71. Call Response Process.Response Process (Online CDP EBT Only)
72. If no response is received from the EBT Host within system parameter EBT.EBTMessageTimeoutSeconds number of seconds, then
a. Loop through this resend logic up to system parameter EBT.EBTMessageTimeoutRetries number of times:
i. Resend the message to the EBT Hostii. If no response is received, return to top of loop.iii. If the EBT Host returns a response, exit this loop
b. If ‘0000’, write EBTMessageLogResponse record with these attributes:i. ResendDt = current date and timeii. DispositionDt = current date and timeiii. DispositionCd = ‘S’ (success)iv. EBTHostReturnCd = ‘0000’
c. If timeout, write EBTMessageLogResponse record with these attributes:
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Business Rulesi. ResendDt = nullii. DispositionDt = current date and timeiii. DispositionCd = ‘T’ (timeout)iv. EBTHostReturnCd = null
d. If not (‘0000’ or timeout), Write EBTMessageLogResponse record with these attributes:
i. ResendDt = current date and timeii. DispositionDt = current date and timeiii. DispositionCd = ‘A’ (abnormal)iv. EBTHostReturnCd = EBT Host response codev. Display an error message to user that includes Return Code from the
EBT Host + text from List Management where Code ID = EBT Host Return Code.
vi. Stop processing the Update Demographics function.
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1.4.1 Choose City/County/State Pop-UpsThe Choose City/County/State Pop-Ups allow the user to select which city/county/State the participant should be associated with. Within the ZIP+4 database, some ZIP codes cover multiple cities or counties.
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Control DescriptionChoose City orChoose County orChoose State
Text box that lists the possible cities/counties/states for a specific ZIP code.
Type Text BoxRequired NALength NAValidation Listed in alphabetical orderDisplay Only Yes Calculated NoDB Column From state ZIP code validation, Ex: ZP-4
OK Clicking the OK button selects the highlighted city/county/state and returns the user to the Contact/Address screen.Type Command ButtonHot Key Alt + O
Cancel Clicking the Cancel button returns the user to the Contact/Address screen without making a selection.Type Command ButtonHot Key Alt + L
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Business Rules1. N/A
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1.4.2 Signature Capture – Affidavit for Residency Pop-UpEach time ”Affidavit” is selected for the proof of residency, a signature is required. Note: This is not related to not having a proof of residency in hand at certification and being provisionally certified.The first screen is an example of what is displayed on the signature pad display screen. The pop-up “Signature Capture to User” is displayed to the WIC system user so that they know what is on the signature pad display screen and then when a signature is captured, it can be reviewed here to determine if it is adequate or if another capture is required. For full details about this system component, see the Signature Capture section of the Clinic Services Overview DFDD.
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1.5 IncomeThe Income screen contains the editing control buttons that allow the user to begin a new income determination or edit an existing income determination. The screen captures the income information necessary to determine WIC eligibility. Multiple income sources and amounts may be stored per income determination. The income determination period of each individual amount may be different. The screen contains a Check Income Eligibility button that allows the user to check the income eligibility of the economic unit. Adjunct Eligibility and the Income Calculator are accessed from this screen.> Family/Intake > Income
<Family Header (See CS Overview)>
Control DescriptionEconomic Unit This is the listing of economic units for this family. It contains the
Endorser’s name and the names of any foster children. An economic unit is composed of a person or group of persons whose production of income and consumption of good or services are related. The group of persons may be related or non-related and usually live together. Multiple Economic Units may relate to a single Family ID. The default Economic Unit is the Endorser’s.Type Record Selector (Non-Date)Contents Names of Endorser and foster children in familyDB Column IncomeFamily.Description
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Control DescriptionRecord Dates This is the record selector for the Income Determination records
for the selected Economic Unit. It contains the recorded date. The drop-down and spin control allow selection of historical Income Determination records. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Display income record dates in chronological
order with most recent date at top.DB Column IncomeDeterm.RecordedDt
New Clicking the New button creates a new income determination record.Type Command ButtonHot Key Alt + N
Edit Clicking the Edit button puts the currently displayed record into Edit mode.Type Command ButtonHot Key Alt + T
Delete The delete command button is used to delete the currently displayed income determination record.Type Command ButtonHot Key Alt + D
Import Sources The Import Sources button imports the Sources from the most recent Income Determination for the same Economic Unit into a new Income Determination record. The button is not enabled until the New button is clicked. The button is disabled after it is used once on a record.Type Command ButtonHot Key Alt + I
Check Income Eligibility
The Check Income Eligibility button is used to verify the income eligibility of each participant assigned to the selected Economic unit. The Check Income Eligibility Algorithm is run at this time.
Type Command ButtonHot Key Alt + K
Link – Adjunct Eligibility
This is a hyperlink to the Adjunct Eligibility pop-up. See Adjunct Eligibility for more information.Type Link
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Control DescriptionAdd Row Clicking the Add Row button adds a row to the Income
Determination grid. Each row represents a separate income source. Enabled when New or Edit button is clicked.Type Command ButtonHot Key Alt + A
Remove Row Clicking the Remove Row button removes a row from the Income Determination grid. Enabled when New or Edit button is clicked.Type Command ButtonHot Key Alt + R
Signature Clicking the Signature button causes a signature to be automatically requested. The signature pad display is activated and text is displayed. A pop-up is seen by the WIC user that also displays the text shown on the signature pad. See Signature Capture – Affidavit Income Pop-Up for details.Type Command ButtonHot Key Alt + I
Household Size Household Size is the total number of people in an Economic Unit. This number is used to compare the family’s income against the proper USDA income guidelines. For households with pregnant women, the household size can be increased by the number of expected births. The range for this number is controlled by a system parameter.Type Text BoxRequired YesLength Integer 2Validation NumericDisplay Only No Calculated NoDB Column IncomeDeterm.HouseholdSizeNr
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Control DescriptionEligibility Income Guideline
This is the maximum income guideline for this economic unit’s income record. This derived value is based on the income guideline that was effective on the record date for the indicated Household Size and the Calculation Period.Type Text BoxRequired NALength NAValidation Mask of $9,999,999.00Display Only Yes Calculated YesNoDB Column IncomeGuideline.WeeklyAmt,
IncomeGuideline.BiWeeklyAmt,IncomeGuideline.TwiceMonthlyAmtIncomeGuideline.MonthlyAmtIncomeGuideline.AnnualAmt
Calculation Period This is the derived income period that was used to determine the Eligibility Income Guideline for this income record for this economic unit’s income record. The Calculation Period is based on the income detail recorded in the Income Determination grid.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated YesDB Column IncomeDeterm.CalculatedPeriod
Calculated Income This is the income that was calculated for this economic unit’s income record. The Calculated Income is based on the income detail recorded in the Income Determination grid.Type Text BoxRequired NALength NAValidation Mask of $999,999.00Display Only Yes Calculated YesDB Column IncomeDeterm.CalculatedIncome
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Control DescriptionIncome Determination The Income Determination data grid displays a list of the income
sources and the associated proof seen by clinic staff, as well as the amount and time period for the selected Income Determination record. Income may come from many different sources. Each income source is entered on a separate row.Type Editable Data Grid
Sources The Source for the row indicates the source of a specific income amount.Type List BoxRequired YesLength NADB Column IncomeDetermDetail.IncomeSourceCdCode ID Income Source
Proof Indicates the type of documentation that was provided to clinic staff as proof of income for the associated Source. If system parameters allow, no proof is required and participant can be provisionally certified.Type List BoxRequired NoLength NADB Column IncomeDetermDetail.DetermMethodCdCode ID Income Method
This code element is editable but this installed value is non-editable: Affidavit
Amount This is the income dollar amount recorded for a specific income source. The decimal point and cents portion of the amount are optional – if omitted, the system adds “.00” to the amount when saved. A zero Income Amount may be entered when the proof is Affidavit. If a negative income is reported, it is entered as zero income.Type Text BoxRequired Yes, if a Source is selectedLength Decimal 9,2Validation Numeric, Mask of $Z,ZZZ,ZZ9.99Display Only No Calculated NoDB Column IncomeDetermDetail.IncomeAmtHyperlink to the Income Calculator. See Income Calculator for more information.Type Link
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Control DescriptionPeriod Indicates the timeframe covered by the associated Source. An
Economic Unit may have multiple sources of income and each income amount may represent different timeframes.Type List BoxRequired Yes, if a Source is selected.Length 12DB Column IncomeDetermDetail.DetermPeriodCdCode ID Income Period
This code element is non-editable.The installed values are: Weekly Bi-Weekly Twice Monthly Monthly Annual
Note The note field is a text box where a short description about the income can be entered.Type Text BoxRequired NoLength 512Validation NADisplay Only No Calculated NoDB Column IncomeDetermDetail.Notes
Affidavit Reason Indicates the reason that no proof of income (including adjunct income eligibility) or residency was available and why an affidavit had to be completed. (This is not used in conjunction with provisional certification which assumes that the participant has proof, but just didn’t have it with them today.)Type List BoxRequired Yes, if Proof of Adjunct Eligibility=Affidavit or if
Proof of Residency=Affidavit or if one of the Proof fields in the Income Determination grid=Affidavit
DB Column IncomeDeterm.AffidavitReasonCdCode ID Affidavit Reason
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Control DescriptionBusiness RulesGeneral Business Rules
1. Sort the listing of Economic Units alphabetically by first name.2. If the Economic Unit has been end dated, append ‘(Inactive)’ to the information
shown in the record selector.3. If the Economic Unit has been end dated, disable the New, Edit and Delete buttons.4. The Edit and Delete buttons utilize Today functionality.5. On Edit, after a save, do not enable signature button unless the user adds a row to
the income determination grid and Affidavit is selected.6. When an IncomeDeterm record is first created, set the following to null:
a. TotalYearlyIncomeAmtb. CalculatedIncomec. CalculationPeriod.
7. If IncomeDetermDetail records have been created for an IncomeDeterm record, but then all are removed (Remove Row), then set the following fields to null:
a. IncomeDeterm.TotayYearlyIncomeAmtb. IncomeDeterm.CalculatedIncomec. IncomeDeterm.CalculationPeriod.
8. The Import Sources button is disabled if no previous record exists to import.9. Household Size must be in the range of [parameter] to [parameter] as defined in
system parameter ClinicServices.IncomeHouseholdSizeError.10. Calculate the IncomeDeterm.TotalYearlyIncomeAmt for the Economic Unit as
follows:a. Convert each individual income amount to its annual equivalent as follows:
i. Annual income, keep as is.ii. Monthly income, multiply by 12.iii. Twice Monthly income, multiply by 24.iv. Bi-Weekly income, multiply by 26.v. Weekly income, multiply by 52.vi. Do not apply rounding to these calculations.
1. Sum the Annual equivalent of each individual income amounts
2. Do not apply rounding to these calculations.3. Store this value as the Total Yearly Income Amount.Note: This stored value is not displayed on the Income panel, but
is used for other system functionality including the PC Report Extract.
11. Display a warning message when the Calculated Income for the economic unit exceeds the state’s limit as defined in system parameter ClinicServices.IncomeAnnualWarning.
12. Display an error if the Calculated Income calculates to larger than $9,999,999.99.13. If Affidavit is selected for Proof within the Income Determination grid,
a. Then display error that signature is required.14. Enable Signature button.
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Control Description15. Disable signature button when signature or no signature reason is captured.16. If the user attempts to move away from this family (go search for another family,
go issue benefits for another family, etc.), the user is prompted with a Save confirmation message if any family data has been updated. Required fields are validated.
Display Text Rules17. If there is only one source of income:
a. The frequency period recorded in the Income Determination data grid is stored and displayed as the Calculation Period.
b. The dollar value recorded in the Income Determination data grid is stored and displayed as the Calculated Income.
c. The following rules describe how to determine the Eligibility Income Guideline to display:
i. If the income frequency period is Annual, find the currently effective guideline for the household size for Annual Income and display.
ii. If the income frequency period is Monthly, find the currently effective guideline for the household size for Monthly Income and display.
iii. If the income frequency period is Twice Monthly, find the currently effective guideline for the household size for Twice Monthly Income and display.
iv. If the income frequency period is Bi-Weekly, find the currently effective guideline for the household size for Bi-Weekly Income and display.
v. If the income frequency period is Weekly, find the currently effective guideline for the household size for Weekly Income and display.
18. If there is more than one source of income and all sources have the same frequency period:
a. The frequency period recorded in the Income Determination data grid is stored and displayed as the Calculation Period.
b. Sum all income amounts.i. Do not apply rounding to these calculations.ii. Store and display this value as the Calculated Income.
c. The following rules describe how to determine the Eligibility Income Guideline to display:
i. If the income frequency period is Annual, find the currently effective guideline for the household size for Annual Income and display.
ii. If the income frequency period is Monthly, find the currently effective guideline for the household size for Monthly Income and display.
iii. If the income frequency period is Twice Monthly, find the currently effective guideline for the household size for Twice Monthly Income and display.
iv. If the income frequency period is Bi-Weekly, find the currently effective guideline for the household size for Bi-Weekly Income and display.
v. If the income frequency period is Weekly, find the currently effective guideline for the household size for Weekly Income and display.
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Control Description19. If there is more than one source of income and different income frequency periods
are reported:a. The frequency period of ‘Annual’ is stored and displayed as the Calculation
Period.b. Convert each individual income amount to its annual equivalent as follows:
i. Annual income, keep as is.ii. Monthly income, multiply by 12.iii. Twice Monthly income, multiply by 24.iv. Bi-Weekly income, multiply by 26.v. Weekly income, multiply by 52.vi. Do not apply rounding to these calculations.
1. Sum the Annual equivalent of each individual income amounts
2. Do not apply rounding to these calculations.3. Store and display this value as the Calculated Income.
c. To determine the Eligibility Income Guideline to display, find the currently effective Annual guideline for the household size and display.
20. Evaluate and display the Calculation Period when the Income Determination grid or Household Size is updated.
21. Evaluate and display the Calculated Income when the Income Determination grid or Household Size is updated.
22. Evaluate and display the Eligibility Income Guideline when the income determination grid or Household Size is updated.
23. For historical records, if there is not an existing income guideline for the household size for the income record date, but there are other income guidelines for the same household size, display the next guideline available. Example: If the Income panel's record date is 5/5/2008, but the first income guideline for that family size is 7/1/2008, then display the 7/1/2008 guideline.
24. For historical records, if there is no existing income guideline for the household size for the income record date and there are no other income guidelines for the household size, then display NA.
Provisional Certification Rules25. If the system parameter to allow provisional certifications related to Income,
ClinicServices.Certify.Provisional.ProofOfIncome, is used, and if the system parameter ClinicServices.ProvisionalCertificationNoProofIncomeMaxMonths is greater than 0, Proof of Income is not required.
26. If the system parameter ClinicServices.Certify.Provisional.ProofOfIncome is set to “No” or if application type of at least one participant in the income family is Regular or Precertification, then at least one row of the income determination grid is required.
27. If the system parameter ClinicServices.Certify.Provisional.ProofOfIncome is set to “Yes” or if application type of all participants in the income family is VOC, then income determination is not required.
Check Income Eligibility Button Rules28. The Check Income Eligibility button is disabled until all required fields on the
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Control Descriptionscreen are completed.
29. The Check Income Eligibility button is disabled unless the user is on the most current record for the selected Economic Unit.
30. Disable the Check Income Eligibility button if Total Income = Null and ClinicServices.Certify.Provisional.ProofOfIncome = No.
31. Check Income Eligibility can be used multiple times on a single Income Determination record.
32. See Check Income Eligibility Button Algorithm for business logic related to Check Income Eligibility button.
Check Income Eligibility AlgorithmThis is the algorithm that runs when the user clicks the Check Income Eligibility button.
33. Active or Pending participants within the Economic Unit are considered. At the start of the algorithm, all participants are presumed to be ineligible. At any point where all participants are considered income eligible, no more checks are done.
34. Pre-Income Guideline checks are made.a. If any participant in the economic unit is currently Provisionally Certified
(Active – Prov) due to no proof of income and no income has been entered in the income determination grid, then all participants in the economic unit are considered income eligible.
b. Adjunct eligibility checksi. If any participant is an infant or is pregnant and also has adjunct
eligibility indicating medical assistance, then all participants in the economic unit are considered income eligible.
ii. If any participant has adjunct eligibility indicating TANF or Food Stamps, then all participants in the economic unit are considered income eligible.
iii. If a participant is not an infant and is not pregnant and also has adjunct eligibility indicating medical assistance, then that particular participant is considered income eligible.
iv. If a participant has adjunct eligibility indicating a State Program, then that particular participant is considered income eligible.
c. If a participant has a VOC application, then that particular participant is eligible.
35. Compare the Calculated Income and Calculated Period to the currently effective Income Guideline for the Household Size.
36. If the Calculated Income for the Calculation Period is less than or equal to the Income Guideline amount for the Household Size, then all participants in the economic unit are considered income eligible. Otherwise, the results of the Pre-Income Guideline checks remain in force.
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1.5.1 Check Eligibility – Income Pop-UpThe Check Eligibility pop-up allows the user to check the income eligibility of the family after income sources have been entered.
Control DescriptionEligible: The applicants/participants that have been found income eligible
are listed (First Name+Middle Name+Last Name). To proceed with information about these applicants/participants, the user clicks Close and continues on in the application.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName, MiddleName,
LastNameNot to be served at this time
The Not to be served at this time data grid displays a list of applicants/participants that based on income are not to be served at this time. Additionally, the eligibility status and action are included.Type Editable Data Grid
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Control DescriptionName The applicants/participants that have been found income
ineligible are listed (First Name+Middle Name+Last Name).Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName, MiddleName,
LastNameEligibility Status The eligibility status of the applicants/participants that have been
found income ineligible are listed.Values include Ineligible, with certification; and Ineligible, no certification.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column Not Stored
Action Checkbox indicating that the user wants an action to be taken on the application and/or certification.
When Eligibility Status is Ineligible, with certification a check mark indicates that the user wants to terminate the application and certification record.
When Eligibility Status is Ineligible, no certification a check mark indicates that the user wants to make the application ineligible.
Type CheckboxDisplay Only No Calculated NoDB Column ParticipantStatus.WICStatusCd
CertificationTermination.CertTermReasonCd
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Control DescriptionExpected Priority This list box allows the user to select an expected priority for the
applicant/participant prior to adding them to the Waiting List.Note: This column is disabled for the Check Eligibility – Income Pop-up, but because the same Check Eligibility pop-up is used in multiple places in the system, this column remains in view.Type List BoxRequired NoDB Column ParticipantWaitList.ExpectedPriorityNrCode ID Priorities
Close Clicking the Close button closes the pop-up. If any participant records have check marks in the check boxes, the action is carried out when the record is saved.If the Ineligible, with certification check box is selected, the participant must be terminated. A termination record is created with a record date of today’s date and a termination effective date equal to today’s date plus days indicated in the system parameter, ClinicService.FutureTerminationDays or the CED, whichever is less. The staff person that indicated the action is recorded. The Termination Reason is Over Income. The current application is end dated with today’s date plus days indicated in the system parameter, ClinicService.FutureTerminationDays or the CED, whichever is less.If check mark in Ineligible, no certification, then the applicant must be made ineligible. The following is added to the application’s WIC Status History grid: Date is set to today’s date, the pending application’s WIC Status is set to Ineligible, the current application is end dated with today’s date, and the Change Reason Code is set to INC for Over Income. The Staff Person that indicated the action is recorded. This action is only taken for a pending application.
Type Command ButtonHot Key Alt + C
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Business Rules1. When the Check Income Eligibility button is clicked, display the
applicants’/participants’ names in the appropriate area – The following members are “Eligible” or “Not to be served at this time” grid.
2. List applicants/participants in alphabetical order by first name within the Eligible box.3. List applicants/participants in alphabetical order by first name within the Not to be
served at this time data grid.4. Disable the Expected Priority column.5. Indicate Ineligible, with certification if the participant has been found income ineligible
and has a current certification.6. Indicate Ineligible, no certification if the applicant has been found income ineligible
and does not have a current certification.7. When the Check Eligibility button is clicked, no Income Determination rows are
present, and the Provisional Certification Proof of Income set to Yes, all participants in the economic unit become income eligible.
8. Required fields are validated when the Check Eligibility button is used.9. If the Action checkbox is selected and the user clicks the Close button, display the
Signature Capture – Ineligibility Pop-Up.
1.5.2 Signature Capture – Ineligibility Pop-Up Each time the Action check box for “Ineligible, with certification” or “Ineligible, no certification” is selected, a signature is required The first screen is an example of what is displayed on the signature pad display screen. The pop-up “Signature Capture to User” is displayed to the WIC system user so that they know what is on the signature pad display screen and then when a signature is captured, it can be reviewed here to determine if adequate or if another capture is required. For full details about this system component, see the Signature Capture section of the Clinic Services Overview DFDD.
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1.5.3 Adjunct Eligibility Pop-UpThe Adjunct Eligibility pop-up is accessed through a link on the Income screen. This listing of participants is specific to the economic unit that is selected on the Income screen for a specific income determination record. This pop-up is used to show what other assistance programs participants are in that make them income eligible for the WIC Program (adjunctively eligible).
Control DescriptionAdjunct Eligibility The Adjunct Eligibility data grid is used to indicate in which
assistance programs a participant is participating. Marking that a participant is participating in one of these programs indicates that they are adjunctively income eligible for WIC.Type Editable Data Grid
Adjunct Eligibility - Participant
Participants in the selected economic unit.
Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,
FamilyMember.MiddleName, FamilyMember.LastName, FamilyMember.LastNameSuffix
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Control DescriptionAdjunct Eligibility - Category
This is the category of the participant in the row.
Type Text BoxRequired NALength 17Validation NADisplay Only Yes Calculated NoDB Column ParticipantType.ParticipantTypeCd
Adjunct Eligibility - Proof
Indicates the type of documentation that was provided to clinic staff as proof of participation in one of the programs for the selected participant that would make the participant adjunctively income eligible. If system parameters allow, no proof is required and participant can be provisionally certified.Type List BoxRequired Yes, if any check box in Adjunct Eligibility
group box is marked for a participant, exception is if system parameter set to allow for provisional certification for no proof of adjunctive eligibility.
DB Column AdjunctEligibility.ProofOfAdjunctEligCdCode ID Adjunct Eligible, length = 15
Adjunct Eligibility - MA (Title XIX)
Check box indicating that the participant is certified as eligible to receive benefits from Medical Assistance (Title XIX), also known as Medicaid, or indicating that a household containing an infant or pregnant woman also includes a member who is currently on Medical Assistance (Title XIX).When checked, this participant is considered adjunctively eligible.Type Check boxDisplay Only No Calculated NoDB Column AdjunctEligibility.MedicalAssistanceIn
Adjunct Eligibility - MA ID
An identification number of a participant on Medical Assistance (Title XIX). If Medical Assistance ID exists, it is carried over to any new Adjunct Eligibility records that are created.Type Text BoxRequired Yes, if MA (Title XIX) is markedLength 12Validation NADisplay Only No Calculated NoDB Column AdjunctEligibility.MedicalAssistanceId
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Control DescriptionAdjunct Eligibility – Food Assistance
Check box indicating that the participant is certified as eligible to receive benefits from SNAP (Supplemental Nutrition Assistance), formerly the Food Stamp Program or FDPIR (Food Distribution Program on Indian Reservations) or that a member of their family is receiving these benefits. The display of the column name is based on a system parameter.When checked, this participant is considered adjunctively eligible.Type Check boxDisplay Only No Calculated NoDB Column AdjunctEligibility.FoodStampIn
Adjunct Eligibility - TANF
Check box indicating that the participant is certified as eligible to receive benefits from TANF (Temporary Assistance to Needy Families) or a member of a household with a TANF recipient.When checked, this participant is considered adjunctively eligible.Type Check boxDisplay Only No Calculated NoDB Column AdjunctEligibility.TANFIn
Adjunct Eligibility - <State Program>
Check box indicating that the participant is receiving benefits from a state program with income guidelines at or below the WIC income guidelines and state policy allows for this program to indicate adjunct eligibility. The name of the program is populated based on a system parameter.When checked, this participant is considered adjunctively eligible.Type Check boxDisplay Only No Calculated NoDB Column AdjunctEligibility.StateProgramIn
Close Clicking the Close button closes the Adjunct Eligibility pop-up and returns the user to the Income screen.Type Command ButtonHot Key Alt + C
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Control Description<Last Modified By User and Date>
In the lower right-hand corner, the user and the date of the last update of the record are displayed.Type Text BoxRequired NALength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column AdjunctEligibility.ModifyStfpID +
AdjunctEligibility.ModifyDt
Business Rules1. Proof of Adjunct Eligibility is required if an Adjunct Eligibility is selected unless system
parameter ClinicServices.Certify.Provisional.ProofOfAdjunctEligibility is set to “Yes” and Proof of Adjunct Eligibility Maximum Number of Months is greater than 0 in system parameter ClinicServices.ProvisionalCertificationNoProofAdjEligMaxMonths, then Proof of Adjunct Eligibility is optional and can be blank.
2. The system parameter ClinicServices.AEligFoodStampsFDPIRDisplay determines the display of the food assistance program name within the Adjunct Eligibility group box.
3. The system parameter ClinicServices.AEligStateProgramDisplay determines the name displayed for the state program within the Adjunct Eligibility group box. If nothing is stated for this parameter, then no State Program column is displayed.
4. List participants in the grid from oldest to youngest within the economic unit.5. When viewing the grid without clicking to Edit the record, all participants within the
economic unit are listed in the grid.6. When editing the record, only active and pending participants are displayed in the
grid.
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1.5.4 Signature Capture – Affidavit for Income Pop-UpEach time ”Affidavit” is selected for the proof of income, a signature is required. Note: This is not related to not having a proof of income in hand at certification and being provisionally certified.The first screen is an example of what is displayed on the signature pad display screen. The pop-up “Signature Capture to User” is displayed to the WIC system user so that they know what is on the signature pad display screen and then when a signature is captured, it can be reviewed here to determine if it is adequate or if another capture is required. For full details about this system component, see the Signature Capture section of the Clinic Services Overview DFDD.
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1.5.5 Income Calculator – Weekly Income Pop-UpThe Income Calculator pop-up consists of multiple tabs that allow a user to enter income amounts for different periods of time or hourly rates and obtain an average value. The Weekly Income tab allows the user to enter up to four different weekly amounts. The system computes the average weekly income by summing the individual amounts and dividing by the number of amounts entered. When the user clicks Close, the Income Calculator closes, the computed average weekly income amount is placed in the Income Determinate grid with Period = Weekly.
Control DescriptionAmount 1 A weekly income amount is entered in this field.
Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
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Control DescriptionAmount 2 A weekly income amount is entered in this field.
Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Amount 3 A weekly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Amount 4 A weekly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Average Weekly Income
Average Weekly Income displays the sum of the values entered in Amount 1, Amount 2, Amount 3, and Amount 4 divided by the number of Amount fields that contain an entered value.Type Text BoxRequired NALength NA
Validation Mask of $ZZZ,ZZ9.99Display Only Yes Calculated YesDB Column NA
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Control DescriptionClose Clicking the Close button or its hot key Alt+C closes the Income
Calculator pop-up and returns the user to the Income screen. The value in Average Weekly Income is transferred to the Income Determination Amount field on the Income screen in the row where the Income Calculator icon was clicked. The Period column within the Income Determination grid is set to Weekly.Type Command ButtonHot Key Alt + C
Business Rules1. The detail data is not saved. Once the user closes the calculator, the data is no longer
available.2. If the user clicks the Close button but has not entered any income data, a warning
message appears indicating that the user has not provided information to compute a monthly income.
3. Compute Average Weekly Income as a sum of the values in (Amount 1 + Amount 2 + Amount 3 + Amount 4) divided by the number of Amount fields with a value. The user is not required to enter a value in all Amount fields. For example, if three Amount fields contain values, divide by 3.
4. Display this warning if the user enters any income amount on the Weekly Income tab and then attempts to navigate to a different Income Calculator tab: “Data entered on this tab will be lost if you switch to a different tab. Is that what you want to do?” If the user responds Yes, navigate to the selected tab and delete the data on the prior tab. If the user responds No or Cancel, remain on the current tab and leave the data on the tab alone.
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1.5.6 Income Calculator – Bi-Weekly Income Pop-UpThe Bi-Weekly Income tab allows the user to enter up to four different bi-weekly amounts. The system computes the average bi-weekly income by summing the individual amounts and dividing by the number of amounts entered. When the user clicks Close, the Income Calculator closes, the computed average bi-weekly income amount is placed in the Income Determinate grid with Period = Bi-Weekly.
Control DescriptionAmount 1 A bi-weekly income amount is entered in this field.
Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
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Control DescriptionAmount 2 A bi-weekly income amount is entered in this field.
Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Amount 3 A bi-weekly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Amount 4 A bi-weekly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Average Bi-Weekly Income
Average Bi-Weekly Income displays the sum of the values entered in Amount 1, Amount 2, Amount 3, and Amount 4 divided by the number of Amount fields that contain an entered value.Type Text BoxRequired NALength NA
Validation Mask of $ZZZ,ZZ9.99Display Only Yes Calculated YesDB Column NA
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Control DescriptionClose Clicking the Close button or its hot key Alt+C closes the Income
Calculator pop-up and returns the user to the Income screen. The value in Average Bi-Weekly Income is transferred to the Income Determination Amount field on the Income screen in the row where the Income Calculator icon was clicked. The Period column within the Income Determination grid is set to Bi-Weekly.Type Command ButtonHot Key Alt + C
Business Rules1. The detail data is not saved. Once the user closes the calculator, the data is no longer
available.2. If the user clicks the Close button but has not entered any income data, a warning
message displays indicating that the user has not provided information to compute a monthly income.
3. Compute Average Bi-Weekly Income as a sum of the values in (Amount 1 + Amount 2 + Amount 3 + Amount 4) divided by the number of Amount fields with a value. The user is not required to enter a value in all Amount fields. For example, if three Amount fields contain values, divide by 3.
4. Display this warning if the user enters any income amount on the Bi-Weekly Income tab and then attempts to navigate to a different Income Calculator tab: “Data entered on this tab will be lost if you switch to a different tab. Is that what you want to do?” If the user responds Yes, navigate to the selected tab and delete the data on the prior tab. If the user responds No or Cancel, remain on the current tab and leave the data on the tab alone.
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1.5.7 Income Calculator – Twice Monthly Income Pop-UpThe Twice Monthly Income tab allows the user to enter up to four different twice monthly amounts. The system computes the average twice monthly income by summing the individual amounts and dividing by the number of amounts entered. When the user clicks Close, the Income Calculator closes, the computed average twice monthly income amount is placed in the Income Determinate grid with Period = Twice Monthly.
Control DescriptionAmount 1 A twice monthly income amount is entered in this field.
Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
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Control DescriptionAmount 2 A twice monthly income amount is entered in this field.
Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Amount 3 A twice monthly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Amount 4 A twice monthly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Average Twice Monthly Income
Average Twice Monthly Income displays the sum of the values entered in Amount 1, Amount 2, Amount 3, and Amount 4 divided by the number of Amount fields that contain an entered value.Type Text BoxRequired NALength NA
Validation Mask of $ZZZ,ZZ9.99Display Only Yes Calculated YesDB Column NA
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Control DescriptionClose Clicking the Close button or its hot key Alt+C closes the Income
Calculator pop-up and returns the user to the Income screen. The value in Average Twice Monthly Income is transferred to the Income Determination Amount field on the Income screen in the row where the Income Calculator icon was clicked. The Period column within the Income Determination grid is set to Twice Monthly.Type Command ButtonHot Key Alt + C
Business Rules1. The detail data is not saved. Once the user closes the calculator, the data is no longer
available.2. If the user clicks the Close button but has not entered any income data, a warning
message displays indicating that the user has not provided information to compute a monthly income.
3. Compute Average Twice Monthly Income as a sum of the values in (Amount 1 + Amount 2 + Amount 3 + Amount 4) divided by the number of Amount fields with a value. The user is not required to enter a value in all Amount fields. For example, if three Amount fields contain values, divide by 3.
4. Display this warning if the user enters any income amount on the Twice Monthly Income tab and then attempts to navigate to a different Income Calculator tab: “Data entered on this tab will be lost if you switch to a different tab. Is that what you want to do?” If the user responds Yes, navigate to the selected tab and delete the data on the prior tab. If the user responds No or Cancel, remain on the current tab and leave the data on the tab alone.
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1.5.8 Income Calculator – Monthly Income Pop-UpThe Monthly Income tab allows the user to enter up to four different monthly amounts. The system computes the average monthly income by summing the individual amounts and dividing by the number of amounts entered. When the user clicks Close, the Income Calculator closes, the computed average monthly income amount is placed in the Income Determinate grid with Period = Monthly.
Control DescriptionAmount 1 A monthly income amount is entered in this field.
Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
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Control DescriptionAmount 2 A monthly income amount is entered in this field.
Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Amount 3 A monthly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Amount 4 A monthly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Average Monthly Income
Average Monthly Income displays the sum of the values entered in Amount 1, Amount 2, Amount 3, and Amount 4 divided by the number of Amount fields that contain an entered value.Type Text BoxRequired NALength NA
Validation Mask of $ZZZ,ZZ9.99Display Only Yes Calculated YesDB Column NA
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Control DescriptionClose Clicking the Close button or its hot key Alt+C closes the Income
Calculator pop-up and returns the user to the Income screen. The value in Average Monthly Income is transferred to the Income Determination Amount field on the Income screen in the row where the Income Calculator icon was clicked. The Period column within the Income Determination grid is set to Monthly.Type Command ButtonHot Key Alt + C
Business Rules1. The detail data is not saved. Once the user closes the calculator, the data is no longer
available.2. If the user clicks the Close button but has not entered any income data, a warning
message displays indicating that the user has not provided information to compute a monthly income.
3. Compute Average Monthly Income as a sum of the values in (Amount 1 + Amount 2 + Amount 3 + Amount 4) divided by the number of Amount fields with a value. The user is not required to enter a value in all Amount fields. For example, if three Amount fields contain values, divide by 3.
4. Display this warning if the user enters any income amount on the Monthly Income tab and then attempts to navigate to a different Income Calculator tab: “Data entered on this tab will be lost if you switch to a different tab. Is that what you want to do?” If the user responds Yes, navigate to the selected tab and delete the data on the prior tab. If the user responds No or Cancel, remain on the current tab and leave the data on the tab alone.
1.5.9 Income Calculator – Income by Hours Pop-UpThe Hourly Income tab allows the user to enter up to four hourly rates and indicate the number of hours worked at each rate per week. The system computes the total weekly income by summing the total of each hourly rate times the number of hours worked at that rate.
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Control DescriptionHours Worked Per Week
Contains the number of hours worked per week at a specified hourly rate. There are four fields for entering Hours Worked Per Week.Type Text BoxRequired NoLength 3Validation NumericDisplay Only No Calculated NoDB Column NA
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Control DescriptionHourly Rate Contains the hourly wages earned for a specified number of
hours worked per week. There are four fields for entering Hourly Rate.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA
Weekly Income Weekly Income is the computed as Hours Worked Per Week times Hourly Rate. There are four fields for displaying Weekly Income.Type Text BoxRequired NALength NAValidation Mask of $ZZZ,ZZZ,ZZ9.99Display Only Yes Calculated YesDB Column NA
Total Weekly Income Total Weekly Income is the sum of each Weekly Income.Type Text BoxRequired NALength NAValidation Mask of $Z,ZZZ,ZZZ,ZZ9.99Display Only Yes Calculated YesDB Column IncomeDetermDetail.IncomeAmt
Close Clicking the Close button or its hot key Alt+C closes the Income Calculator pop-up screen and returns the user to the Income screen. If the Close button is clicked, the value in Total Weekly Income is transferred to the Income Determination Amount field on the Income screen in the row where the Income Calculator icon was clicked. The Period column within the Income Determination grid is set to Weekly.Type Command ButtonHot Key Alt + C
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Business Rules1. The detail data is not saved. Once the user closes the calculator, the data is no
longer available.2. If the user clicks the Close button but has not entered any income data, display a
message indicating that the user has not provided information to compute a monthly income.
3. Compute Weekly Income for a row as Hours Worked Per Week * Hourly Rate.4. Compute Total Weekly Income as a sum of the Weekly Income for all rows.5. Display this warning if the user enters any value in Hours Worked Per Week or
Hourly Rate on the Hourly Income tab, and then attempts to navigate to a different Income Calculator tab: “Data entered on this tab will be lost if you switch to a different tab. Is that what you want to do?” If the user responds Yes, navigate to the selected tab and delete the data on the prior tab. If the user responds No or Cancel, remain on the current tab and leave the data on the tab alone.
1.5.10 Adjunct Eligibility Adjunct eligibility from participants with the following statuses are reviewed during the algorithm check: Active (all types) and Pending.
1.5.10.1 Medical Assistance (Title XIX) CheckIf
AdjunctEligibility.MedicalAssistanceIn = Yes and ParticipantType.ParticipantTypeCd = Infant or Pregnant
ThenAll Participants in economic unit are Income Eligible
If AdjunctEligibility.MedicalAssistanceIn = Yes and ParticipantType.ParticipantTypeCd <> Infant or Pregnant
ThenOnly that Participant is Income Eligible
1.5.10.2 TANF CheckIf
AdjunctEligibility.TANFIn = Yes for any Participant in the familyThen
All Participants in Economic Unit are Income Eligible
1.5.10.3 Food Assistance CheckIf
AdjunctEligibility.FoodStampIn = Yes for any Participant in the familyThen
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All Participants in Economic Unit are Income Eligible
1.5.10.4 VOC CheckIf
Application.ApplicationTypeCd = VOCThen
This Participant is Income Eligible
1.5.10.5 State Program CheckIf
AdjunctEligibility.StateProgramIn = YesThen
This Participant is Income Eligible Business Rules1. Display a message box if no current income guideline record for the household size is
found.
1.6 Voter RegistrationThe Voter Registration screen allows the user to record the voter registration encounter information required by legislative acts. New Voter Registration data should be recorded any time the family’s physical address changes and at certifications. The display of this screen in the navigation tree is dependent on a system parameter to allow the use of the screen.
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> Family/Intake > Voter Registration
<Family Header (See CS Overview)>
Control DescriptionRecord Dates This is the record selector for the Voter Registration records. It
contains the recorded date. The drop-down and spin control allow selection of historical Voter Registration records. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Lists all voter registration records for the
family. Formatted dates of mm/dd/yyyy.DB Column MotorVoter.RecordedDt
New The New button is used to create a new Voter Registration record.Type Command ButtonHot Key Alt + N
Edit Clicking the Edit button puts the currently displayed record into Edit mode.Type Command ButtonHot Key Alt + T
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Control DescriptionDelete The delete command button is used to delete the voter
registration record.Type Command ButtonHot Key Alt + D
Are you registered to vote where you currently live?
Indicates if the participant or the Endorser is currently registered to vote at the address where they are living.
Type List BoxRequired YesDB Column MotorVoter.RegisteredInCode ID YesNo
This code element is non-editable.The installed values are: No Yes
Was a voter registration form completed today?
Indicates if the participant or endorser completed a Voter Registration Information brochure.
Type List BoxRequired YesDB Column MotorVoter.FormCompletedInCode ID YesNo
This code element is non-editable.The installed values are: No Yes
<Last Modified By User and Date>
In the lower right-hand corner, the user and the date of the last update of the voter registration record are displayed.Type Text BoxRequired NoLength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column MotorVoter.ModifyStfpID +
MotorVoter.ModifyDt
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Business RulesGeneral Business Rules
1. The Edit and Delete buttons utilize Today functionality.2. The system parameter, ClinicServices.UseVoterRegistration, determines if the
screen is available from the navigation tree for the state.3. If the user attempts to move away from this family (go search for another family,
go issue benefits for another family, etc.), the user is prompted with a Save confirmation message if any family data has been updated. Required fields are validated.
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1.7 Member/Proxy Pop-UpThe Member/Proxy pop-up is used to change general member information such as Name, Date of Birth (before specific participant records are created), Person ID, special needs and the type of relationship each member has with the family. A family member might be the family’s endorser, additional endorser, inactive endorser, proxy, inactive proxy, or a WIC participant. A WIC participant may also have an additional Member Type. Aliases, Participant History, Family Member History and Enrollment information can also be accessed on this screen.
<Family Header (See CS Overview)>
Control DescriptionDelete Clicking the Delete button deletes a pending participant.
Type Command ButtonHot Key Alt + D
Make Participant Clicking the Make Participant button initiates the process of making the family member a WIC participant. This button is disabled if the member is a participant.Type Command Button
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Control DescriptionHot Key Alt + M
No Longer Participant Clicking the No Longer Participant button initiates the process of making the family member a non-participant.Type Command ButtonHot Key Alt + T
Add To Aliases Clicking the Add to Aliases button makes the entered name an alias. The alias name can be viewed from the Aliases pop-up.Type Command ButtonHot Key Alt + L
Change Member Type Clicking the Change Member Type button allows the user to change the Family Member from one type designation to another in the Change Member Type pop-up. See Change Member Type pop-up for more information.Type Command ButtonHot Key Alt + Y
Links - Aliases Hyperlink to the Aliases pop-up where aliases for this person can be viewed or added. See Aliases for additional information.Type Link
Links – Participant History
Hyperlink to the Participant History pop-up where the history of this participant can be viewed. See Participant History for additional information.Type Link
Links – Family Member History
Hyperlink to the Family Member History pop-up where the endorser or proxy history of this family member can be viewed. See Family Member History for additional information.Type Link
Links – Enrollment Hyperlink to the Enrollment pop-up where the enrollment information of this family member can be viewed or changed. See Enrollment for additional information.Type Link
Person ID link Hyperlink to the Choose Person Id pop-up which is used to assign a family member a manual Person ID in place of a system assigned identifier. See Choose Person ID for additional information.Type Link
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Control DescriptionPerson ID This is the primary identifier for a family member within the
application database. When a new family member is created, the system automatically assigns a Person ID to them. The automatic assignment of a new Person ID can be overridden if necessary. To override the automatic assignment of a new Person ID, click on the Person ID link. See Choose Person Id for additional information.Type Text BoxRequired NALength 9Format NADisplay Only Yes Calculated NoDB Column FamilyMember.FFMemberID
Old Participant ID This is the Participant ID that was converted from the legacy system. Display of this item is dependent on a system parameter.Type Text BoxRequired NALength 11Validation NADisplay Only Yes Calculated NoDB Column FamilyMember.OldMemberID
First Name The first name of the family member.Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyMember.FirstName
Middle Name The middle name of the family member.Type Text BoxRequired NoLength 30Validation NADisplay Only No Calculated NoDB Column FamilyMember.MiddleName
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Control DescriptionLast Name The last name of the family member.
Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyMember.LastName
Suffix The last name suffix of the family member.Type Text BoxRequired NoLength 4Validation NADisplay Only No Calculated NoDB Column FamilyMember.LastNameSuffix
Date of Birth The date of birth of the family member.Type Date PickerRequired Yes, if the member is a participant or the
member has a current Member Type equal to Endorser, Additional Endorser, or Inactive Endorser. Optional if the member has a current Member Type equal to Proxy or Inactive Proxy.
Display Only No Calculated NoDB Column FamilyMember.BirthDt
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Control DescriptionAge The age of the family member as of today’s date.
Type Text BoxRequired NALength NAValidation If less than 1 year of age, display as “(Z9 m Z9
d)”.If 1 year of age (starting on birthday) up to the day before the 5th birthday, display as “(9 y Z9 m)”.If 5 years of age (starting on birthday) or older, “(Z9 y)”.
Display Only Yes Calculated Yes, if Date of Birth completed
DB Column FamilyMember.BirthDtSpecial Needs This is a free form text box for staff to detail any special needs
about the family member. This information is displayed in an appointment.Type Multi Line Text Box, length 200Required NoDisplay Only No Calculated NoDB Column FamilyMember.SpecialNeeds
Member Type - Endorser
The Endorser radio button, when selected, identifies the family member as the endorser of the family. The label for this field is controlled by a system parameter.Type Radio ButtonRequired NoDB Column FamilyMember.ParentGuardianIn
Member Type - Additional Endorser
The Additional Endorser radio button, when selected, identifies the family member as an additional endorser of the family. The label for this field is controlled by a system parameter.Type Radio ButtonRequired NoDB Column FamilyMember.ParentGuardian2In
Member Type - Inactive Endorser
The Inactive Endorser radio button identifies the family member as an inactive endorser for the family.Type Radio ButtonRequired NoDB Column ProxyEndorserApproval.EndDt
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Control DescriptionMember Type - Proxy The Proxy radio button, when selected, identifies the family
member as a proxy for the family.Type Radio ButtonRequired NoDB Column FamilyMember.ProxyIn
Member Type - Inactive Proxy
The Inactive Proxy radio button identifies the family member as an inactive proxy for the family.Type Radio ButtonRequired NoDB Column ProxyEndorserApproval.EndDt
Close Clicking the Close button closes the Member/Proxy pop-up and returns the user to the Family screen.Type Command ButtonHot Key Alt + C
Business RulesGeneral Business Rules
1. Make Participant button is enabled if the member is not or has never been a participant.
2. Make Participant button is disabled if the member is or has been a participant.3. Make Participant button is disabled if no member of the family is currently
designated as an Endorser.4. Disable the Make Participant button if the Proxy or Inactive Proxy radio button is
selected.5. Disable the Member Type radio buttons. Member Type is changed on the Change
Member Type pop-up.6. The Change Member Type button is enabled if the member is an adult participant
(i.e. P, B, N).7. The Change Member Type button is enabled if the member is a non-participant (i.e.
Endorser, Additional Endorser, Inactive Endorser, Proxy, or Inactive Proxy or no type yet assigned).
8. When the Add to Aliases button is clicked, add the family member’s current name to the aliases list for the selected member.
9. All hyperlinks are accessed when on the Member/Proxy pop-up. Hyperlinks cannot be accessed while a pop-up window is active.
10. System parameter, ClinicServices.ShowOldParticipantID, determines if the Old Participant ID field is displayed.
11. The Family Member History link is enabled if the family member is or was an endorser (includes additional endorser) or a proxy.
12. The Enrollment link is enabled if the family member is or has been a participant.13. The System parameter, ClinicServices.HeadofHouseholdLabelToUse, is used to
determine the label for Endorser and Additional Endorser.14. The Participant History link is enabled if the family member is or has been a
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Business Rulesparticipant.
15. If the family member’s name is used as the name of the economic unit (Endorser or Foster child), then the economic unit name must be updated when a name change is made.
16. Display an error message if the date of birth is a date in the future.17. Display an error message if the age in years of the participant is less than 9 and
the participant is marked as an Endorser, Additional Endorser, or Proxy, Base the calculation on the difference between Date of Birth and Today’s Date.
18. Disable the Date of Birth field if the participant has any of the following records: Anthro, BloodWork, InterviewInfant, InterviewChild, InterviewPregnant, InterviewPPBF, RiskHeader, or Certification.
19. Display an error if the Date of Birth is modified by the user for an infant or child that is linked to a Pregnancy record if the Multifetal Gestation indicator is not checked on the Pregnancy record and the new Date of Birth is not equal to the ADD on the Pregnancy record. Error message: Date of Birth must equal the Mother’s pregnancy Actual Delivery Date of mm/dd/yyyy or the day after.
20. Display an error if the Date of Birth is modified by the user for an infant or child that is linked to a Pregnancy record if the Multifetal Gestation indicator is checked on the Pregnancy record and the new Date of Birth is not equal to the ADD on the Pregnancy record or the ADD + 1 day. Error message: Date of Birth must equal the Mother’s pregnancy Actual Delivery Date of mm/dd/yyyy.
21. Display an error if Participant Category = P, B or N and current age is <9 years. Base the calculation on the difference between Date of Birth and Today’s Date. Error message: Pregnant, Breastfeeding, or Not Breastfeeding participant’s Age must be greater than or equal to 9.
22. Enable the Delete button if the Member meets any of these criteria:a. The Member must be a participant with only one Application record and only
one ParticipantStatus record. The ParticipantStatus record must have ParticipantStatus.WICStatusCd = ‘P’ (pending).
b. The Member cannot be an Endorser, Additional Endorser, Inactive Endorser, Proxy, or Inactive Proxy.
c. The Member is a non-participant and has not been assigned a member type such as Endorser, Additional Endorser, Inactive Endorser, Proxy, or Inactive Proxy.
d. A serialized breast pump is not issued to the Member.e. If the Member is a foster child, a PAN is not assigned to the Member’s
Economic Unit.23. When Delete is clicked, all records related to the Member are deleted, including
any Signature records where FamilyMember.ID = SignatureImage.FMem_ID.24. Disable the No Longer Participant button if any of the following are true:
a. The participant has been certified.b. The ParticipantStatus.WICStatusCd is something other than ‘P’ (Pending).c. An EBT card has been assigned to the participant.d. A serialized inventory item has been issued to the participant.
25. When the No Longer Participant button is clicked, all participant records are deleted. For example, this member will no longer have application, participant status, participant category, and appointment records.
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Business RulesOnline EBT Host Rules (Online Xerox EBT Only / Online CDP EBT)
26. If the user updates any of these fields for the Head of Household or a foster child:a. First Nameb. Middle Namec. Last Named. Suffixe. Date of Birth
and the Economic Unit of the updated participant has ever been issued an EBT card, then
If the participant is the Head of HouseholdCall Update HOH Demographics (Online Xerox EBT Only) or Update HOH Demographics (Online CDP EBT), at the next save
ElseCall Update Foster Demographics (Online Xerox EBT Only) or Update Foster Demographics (Online CDP EBT), at the next save
NOTE: The user may have left the Member/Proxy pop-up and performed other updates before they actually Save. At the time of the Save, regardless of what panel they are on, call the Update HOH Demographics and/or Update Foster Demographics functions.NOTE: See section 1.4 Contact/Address of the CS 1 Family Intake Screens DFDD for details about the Write EBT Message Log, Timeout, and Return Code Process functions.
Update HOH Demographics (Online Xerox EBT Only)27. Call Get Security Token Process28. Status bar message = ‘Updating EBT Host Demographics’29. Security Authorization Object.EBTMessageTypeCd = 110030. EBTMessageLog.EBTMessageTypeCd = 110031. Create an Update EBA message populated as follows:
a. Household ID = Economic Unit Numberb. Household Status Code = ‘A001’c. Household Type Code = ‘H’d. Use the Head of Household’s data:
i. Person Object.First Name = FamilyMember.FirstNameii. If FamilyMember.LastNameSuffix is not null then
FamilyMember.LastName = FamilyMember.LastName + FamilyMember.LastNameSuffix
iii. Person Object.Last Name = FamilyMember.LastNameiv. Person Object.Middle Initial = FamilyMember.MiddleNamev. Person Object.Email Address = BenefitFamily.EmailAddressvi. Person Object.Date of Birth = FamilyMember.BirthDt
e. If a mailing address exists with an Effective Date less than or equal today and an End Date that is null or greater than or equal today, then use mailing address data else use physical address data:
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Business Rulesi. If Do Not Mail is selected then
1. Address Object.Address Line 1 = ‘Do Not Mail’2. Address Object.Address Line 2 = blank
ii. Else1. If FamilyAddress.POBox is not null then
FamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘P.O. Box ‘ + FamilyAddress.POBox
2. If FamilyAddress.Apartment is not null thenFamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘Apartment ‘ + FamilyAddress.Apartment
3. Address Object.Address Line 1 = FamilyAddress.StreetAddrLine1
4. Address Object.Address Line 2 = FamilyAddress.StreetAddrLine2
iii. Address Object.City = FamilyAddress.Cityiv. Address Object.State Abbreviation = FamilyAddress.Statev. Address Object.ZIP Code = FamilyAddress.ZipCode +
FamilyAddress.ZipPlus4f. Security Authorization Object = See the System-Wide Interface with Online
EBT Host DFDD for details.32. Call Write EBTMessageLog33. Send the Update EBA message to the EBT Host.34. Call Timeout Process.35. Receive Update EBA message response.36. Call Return Code Process.37. Write EBTMessageLogResponse record with these attributes:
g. ResendDt = nullh. DispositionDt = current date and timei. DispositionCd = ‘S’ (success)j. EBTHostReturnCd = EBT Host response code
38. Security Authorization Object.EBTMessageTypeCd = 140039. EBTMessageLog.EBTMessageTypeCd = 140040. Create an Update Card/Cardholder message populated as follows:
k. Household ID = Economic Unit Numberl. eWIC Card Number = current PAN belonging to the EU. PAN may be active
or deactivatedm. Card Status Code = blankn. Card Status Reason = blanko. Card Status Date = most recent EBTCardTransaction.TransactionDt where
EBTCardTransaction. = ‘SETP’ or ‘REPL’ or ‘HOTC’p. Replacement eWIC Card Number = blankq. Card Holder Type Code = ‘P’
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Business Rulesr. Use the Head of Household’s data:
i. Person Object.First Name = FamilyMember.FirstNameii. If FamilyMember.LastNameSuffix is not null then
FamilyMember.LastName = FamilyMember.LastName + FamilyMember.LastNameSuffix
iii. Person Object.Last Name = FamilyMember.LastNameiv. Person Object.Middle Initial = FamilyMember.MiddleNamev. Person Object.Email Address = BenefitFamily.EmailAddressvi. Person Object.Date of Birth = FamilyMember.BirthDt
s. Security Authorization Object = See the System-Wide Interface with Online EBT Host DFDD for details.
41. Call Write EBTMessageLog42. Send the Update Card/Cardholder message to the EBT Host.43. Call Timeout Process.44. Receive Get Benefit Balance message response.45. Call Return Code Process.46. Write EBTMessageLogResponse record with these attributes:
t. ResendDt = nullu. DispositionDt = current date and timev. DispositionCd = ‘S’ (success)w. EBTHostReturnCd = EBT Host response code
47. Status bar message = ‘Ready’
Update Foster Demographics (Online Xerox EBT Only)48. Call Get Security Token Process49. Status bar message = ‘Updating EBT Host Demographics’50. Security Authorization Object.EBTMessageTypeCd = 110051. EBTMessageLog.EBTMessageTypeCd = 110052. Create an Update EBA message populated as follows:
x. Household ID = Economic Unit Numbery. Household Status Code = ‘A001’z. Household Type Code = ‘H’aa. Use the foster child’s data:
i. Person Object.First Name = FamilyMember.FirstNameii. If FamilyMember.LastNameSuffix is not null then
FamilyMember.LastName = FamilyMember.LastName + FamilyMember.LastNameSuffix
iii. Person Object.Last Name = FamilyMember.LastNameiv. Person Object.Middle Initial = FamilyMember.MiddleNamev. Person Object.Email Address = BenefitFamily.EmailAddressvi. Person Object.Date of Birth = FamilyMember.BirthDt
bb. If a mailing address exists with an Effective Date less than or equal today and an End Date that is null or greater than or equal today, then use mailing
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Business Rulesaddress data else use physical address data:
i. If Do Not Mail is selected then1. Address Object.Address Line 1 = ‘Do Not Mail’2. Address Object.Address Line 2 = blank
ii. Else1. If FamilyAddress.POBox is not null then
FamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘P.O. Box ‘ + FamilyAddress.POBox
2. If FamilyAddress.Apartment is not null thenFamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘Apartment ‘ + FamilyAddress.Apartment
3. Address Object.Address Line 1 = FamilyAddress.StreetAddrLine1
4. Address Object.Address Line 2 = FamilyAddress.StreetAddrLine2
iii. Address Object.City = FamilyAddress.Cityiv. Address Object.State Abbreviation = FamilyAddress.Statev. Address Object.ZIP Code = FamilyAddress.ZipCode +
FamilyAddress.ZipPlus4cc. Security Authorization Object = See the System-Wide Interface with Online
EBT Host DFDD for details.53. Call Write EBTMessageLog54. Send the Update EBA message to the EBT Host.55. Call Timeout Process.56. Receive Update EBA message response.57. Call Return Code Process.58. Write EBTMessageLogResponse record with these attributes:
dd. ResendDt = nullee. DispositionDt = current date and timeff. DispositionCd = ‘S’ (success)gg. EBTHostReturnCd = EBT Host response code
59. Security Authorization Object.EBTMessageTypeCd = 140060. EBTMessageLog.EBTMessageTypeCd = 140061. Create an Update Card/Cardholder message populated as follows:
hh. Household ID = Economic Unit Numberii. eWIC Card Number = current PAN belonging to the EU. PAN may be active
or deactivatedjj. Card Status Code = blankkk. Card Status Reason = blankll. Card Status Date = most recent EBTCardTransaction.TransactionDt where
EBTCardTransaction. = ‘SETP’ or ‘REPL’ or ‘HOTC’mm. Replacement eWIC Card Number = blank
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Business Rulesnn. Card Holder Type Code = ‘P’oo. Use the foster child’s data:
i. Person Object.First Name = FamilyMember.FirstNameii. If FamilyMember.LastNameSuffix is not null then
FamilyMember.LastName = FamilyMember.LastName + FamilyMember.LastNameSuffix
iii. Person Object.Last Name = FamilyMember.LastNameiv. Person Object.Middle Initial = FamilyMember.MiddleNamev. Person Object.Email Address = BenefitFamily.EmailAddressvi. Person Object.Date of Birth = FamilyMember.BirthDt
pp. Security Authorization Object = See the System-Wide Interface with Online EBT Host DFDD for details.
62. Call Write EBTMessageLog63. Send the Update Card/Cardholder message to the EBT Host.64. Call Timeout Process.65. Receive Get Benefit Balance message response.66. Call Return Code Process.67. Write EBTMessageLogResponse record with these attributes:
qq. ResendDt = nullrr. DispositionDt = current date and timess. DispositionCd = ‘S’ (success)tt. EBTHostReturnCd = EBT Host response code
68. Status bar message = ‘Ready’
Update HOH Demographics (Online CDP EBT Only)73. Status bar message = ‘Updating EBT Host Demographics’74. EBTMessageLog.EBTMessageTypeCd = 1100 (UpdateEBA)75. Create an Update EBA message populated as follows use the HOH for data:
a. WIC MIS Account ID = Economic Unit Numberb. If BenefitFamily.OutputLanguageCd = ‘SPAN’ (Spanish)
a. Head of Household Object.Language Code = ‘spa’c. Else
a. Head of Household Object.Language Code = ‘eng’d. IF HOH has a Participant record
a. Head of Household Object.Gender = Participant.SexCde. Else
a. Head of Household Object.Gender = blank (unknown)f. Head of Household Name Object.First Name = FamilyMember.FirstNameg. Head of Household Name Object.Last Name = FamilyMember.LastNameh. Head of Household Name Object.Middle Initial = FamilyMember.MiddleNamei. Head of Household Name Object.Suffix = FamilyMember.LastNameSuffixj. Family data: If a mailing address exists with an Effective Date less than or
equal today and an End Date that is null or greater than or equal today,
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Business Rulesthen use mailing address data else use physical address data:
i. If Do Not Mail is selected then1. Head of Household Mailing Address Object.Address Line 1 =
‘Do Not Mail’2. Head of Household Mailing Address Object.Address Line 2 =
blankii. Else
1. If FamilyAddress.POBox is not null thenFamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘P.O. Box ‘ + FamilyAddress.POBox
2. If FamilyAddress.Apartment is not null thenFamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘Apartment ‘ + FamilyAddress.Apartment
3. If FamilyAddress.StreetAddressLine1 has datab. Head of Household Mailing Address Object.Address
Line 1 = FamilyAddress.StreetAddrLine1c. Head of Household Mailing Address Object.Address
Line 2 = FamilyAddress.StreetAddrLine24. Else
a. Head of Household Mailing Address Object.Address Line 1 = FamilyAddress.StreetAddrLine2
iii. Head of Household Mailing Address Object.City = FamilyAddress.City
iv. Head of Household Mailing Address Object.State Abbreviation = FamilyAddress.State
v. Head of Household Mailing Address ZIP Code Object.ZIP Code Extended= FamilyAddress.ZipPlus4
vi. Head of Household Mailing Address ZIP Code Object.ZIP Code Primary= FamilyAddress.ZipCode
76. Send the Update EBA message to the EBT Host.77. Call Response Process.78. EBTMessageLog.EBTMessageTypeCd = 1400 (UpdateEBA)79. Create an Update Card/Cardholder message populated as follows:
a. Action Code = ‘002’ (Update)b. Effective Date = most recent EBTCardTransaction.TransactionDt where
EBTCardTransaction. = ‘SETP’ or ‘REPL’ or ‘HOTC’c. Card Number Replacement = blankd. WIC MIS Account ID = Economic Unit Numbere. If BenefitFamily.OutputLanguageCd = ‘SPAN’ (Spanish)
a. Cardholder Object.Language Code = ‘spa’f. Else
a. Cardholder Object.Language Code = ‘eng’g. Cardholder Object.Card Number = EBTCard.CardNr (current card)
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Business Rulesh. Cardholder Object.Reason Code = 'C011' (Cardholder updatei. If BenefitFamily.DoNotCallIn = 0 (false)
a. If BenefitFamily.HomePhoneNr is not nulli. Cardholder Object.Phone Number =
BenefitFamily.HomeAreaCd + BenefitFamily.HomePhoneNrb. Else
i. If BenefitFamily.AltPhoneNr is not null1. Cardholder Object.Phone Number = BenefitFamily.
AltAreaCd + BenefitFamily. AltPhoneNrj. Else
a. Cardholder Object.Phone Number = emptyk. IF HOH has a Participant record
a. Cardholder Object.Gender = Participant.SexCdl. Else
a. Cardholder Object.Gender = blank (unknown)m. Note: same logic as found in Update EBA business rule for:
a. Cardholder Mailing Address Object – Use Head of Household Mailing Address Object logic
b. Cardholder Name Object – Use Head of Household Name Object logic80. Send the Update Card/Cardholder message to the EBT Host.81. Call Response Process.
Update Foster Demographics (Online CDP EBT Only)82. Status bar message = ‘Updating EBT Host Demographics’83. EBTMessageLog.EBTMessageTypeCd = 1100 (UpdateEBA)84. Create an Update EBA message populated as follows using the foster child’s data:
a. WIC MIS Account ID = Economic Unit Numberb. If BenefitFamily.OutputLanguageCd = ‘SPAN’ (Spanish)
a. Head of Household Object.Language Code = ‘spa’c. Else
a. Head of Household Object.Language Code = ‘eng’d. Head of Household Object.Gender = Participant.SexCde. Head of Household Name Object.First Name = FamilyMember.FirstNamef. Head of Household Name Object.Last Name = FamilyMember.LastNameg. Head of Household Name Object.Middle Initial =
FamilyMember.MiddleNameHead of Household Name Object.Suffix = FamilyMember.LastNameSuffix
h. Family data: If a mailing address exists with an Effective Date less than or equal today and an End Date that is null or greater than or equal today, then use mailing address data else use physical address data:
i. If Do Not Mail is selected then1. Head of Household Mailing Address Object.Address Line 1 =
‘Do Not Mail’2. Head of Household Mailing Address Object.Address Line 2 =
blank
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Business Rulesii. Else
1. If FamilyAddress.POBox is not null thenFamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘P.O. Box ‘ + FamilyAddress.POBox
2. If FamilyAddress.Apartment is not null thenFamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘Apartment ‘ + FamilyAddress.Apartment
3. If FamilyAddress.StreetAddressLine1 has dataa. Head of Household Mailing Address Object.Address
Line 1 = FamilyAddress.StreetAddrLine1b. Head of Household Mailing Address Object.Address
Line 2 = FamilyAddress.StreetAddrLine24. Else
a. Head of Household Mailing Address Object.Address Line 1 = FamilyAddress.StreetAddrLine2
iii. Head of Household Mailing Address Object.City = FamilyAddress.City
iv. Head of Household Mailing Address Object.State Abbreviation = FamilyAddress.State
v. Head of Household Mailing Address ZIP Code Object.ZIP Code Extended= FamilyAddress.ZipPlus4
vi. Head of Household Mailing Address ZIP Code Object.ZIP Code Primary= FamilyAddress.ZipCode
85. Send the Update EBA message to the EBT Host.86. Call Response Process.87. EBTMessageLog.EBTMessageTypeCd = 1400 (UpdateEBA)88. Create an Update Card/Cardholder message populated as follows:
a. Action Code = ‘002’ (Update)b. Effective Date = most recent EBTCardTransaction.TransactionDt where
EBTCardTransaction. = ‘SETP’ or ‘REPL’ or ‘HOTC’c. Card Number Replacement = blankd. WIC MIS Account ID = Economic Unit Numbere. If BenefitFamily.OutputLanguageCd = ‘SPAN’ (Spanish)
a. Cardholder Object.Language Code = ‘spa’f. Else
a. Cardholder Object.Language Code = ‘eng’g. Cardholder Object.Card Number = EBTCard.CardNr (current card)h. Cardholder Object.Card Number = EBTCard.CardNr (current card)i. Cardholder Object.Reason Code = 'C011' (Cardholder updatej. If BenefitFamily.DoNotCallIn = 0 (false)
a. If BenefitFamily.HomePhoneNr is not nulli. Cardholder Object.Phone Number =
BenefitFamily.HomeAreaCd + BenefitFamily.HomePhoneNr
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Business Rulesb. Else
i. If BenefitFamily.AltPhoneNr is not null1. Cardholder Object.Phone Number = BenefitFamily.
AltAreaCd + BenefitFamily. AltPhoneNrk. Else
a. Cardholder Object.Phone Number = emptyl. If Economic Unit is a foster child
a. Cardholder Object.Gender = Participant.SexCdm. Else
a. IF HOH has a Participant recordi. Cardholder Object.Gender = Participant.SexCd
b. Elsei. Cardholder Object.Gender = blank (unknown)
n. Note: same logic as found in Update EBA business rule for:a. Cardholder Mailing Address Object – Use Head of Household
Mailing Address Object logicb. Cardholder Name Object – Use Head of Household Name Object
logic89. Send the Update Card/Cardholder message to the EBT Host.90. Call Response Process.
Response Process (Online CDP EBT Only)91. If no response is received from the EBT Host within system parameter
EBT.EBTMessageTimeoutSeconds number of seconds, thena. Loop through this resend logic up to system parameter
EBT.EBTMessageTimeoutRetries number of times:i. Resend the message to the EBT Hostii. If no response is received, return to top of loop.iii. If the EBT Host returns a response, exit this loop
b. If ‘0000’, write EBTMessageLogResponse record with these attributes:i. ResendDt = current date and timeii. DispositionDt = current date and timeiii. DispositionCd = ‘S’ (success)iv. EBTHostReturnCd = ‘0000’
c. If timeout, write EBTMessageLogResponse record with these attributes:i. ResendDt = nullii. DispositionDt = current date and timeiii. DispositionCd = ‘T’ (timeout)iv. EBTHostReturnCd = null
d. If not (‘0000’ or timeout), Write EBTMessageLogResponse record with these attributes:
i. ResendDt = current date and timeii. DispositionDt = current date and timeiii. DispositionCd = ‘A’ (abnormal)
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Business Rulesiv. EBTHostReturnCd = EBT Host response codev. Display an error message to user that includes Return Code from the
EBT Host + text from List Management where Code ID = EBT Host Return Code.
vi. Stop processing the appropriate Update Demographics function.
1.7.1 Change Member Type Pop-Up
Control DescriptionCurrent Member Type: This indicates the Current Member Type for this family member.
Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.ParentGuardianIn or
FamilyMember.ParentGuardian2In orFamilyMember.ProxyIn
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Control DescriptionChange Member Type Designation To - Endorser
The Endorser radio button, when selected, identifies the family member as the endorser of the family.
Type Radio ButtonRequired NoDB Column FamilyMember.ParentGuardianIn
Change Member Type Designation To - Additional Endorser
The Additional Endorser radio button, when selected, identifies the family member as an additional endorser of the family.
Type Radio ButtonRequired NoDB Column FamilyMember.ParentGuardian2In
Change Member Type Designation To - Inactive Endorser
The Inactive Endorser radio button identifies the family member as an inactive endorser for the family.
Type Radio ButtonRequired NoDB Column ProxyApproval.EndDt
Change Member Type Designation To - Proxy
The Proxy radio button, when selected, identifies the family member as a proxy for the family.Type Radio ButtonRequired NoDB Column FamilyMember.ProxyIn
Change Member Type Designation To - Inactive Proxy
The Inactive Proxy radio button identifies the family member as an inactive proxy for the family.
Type Radio ButtonRequired NoDB Column ProxyApproval.EndDt
Close Clicking the Close button closes the Change Member Type pop-up and returns the user to the Member/Proxy pop-up.Type Command ButtonHot Key Alt + C
Business Rules1. If no new Member Type designation is selected, then the current Member Type
designation is maintained.2. If the Current Member Type = Endorser, enable the following radio buttons:
a. Additional Endorser, unless the family already has reached the maximum
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Business Rulesnumber of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number,
b. Inactive Endorser, andc. Proxy, unless the family has reached the maximum number of Proxies as
defined in system parameter ClinicServices.MaxProxyNumber.3. If the Current Member Type = Additional Endorser and the family has no Endorser,
enable the following radio buttons:a. Endorser,b. Inactive Endorser, andc. Proxy, unless the family has reached the maximum number of Proxies as
defined in system parameter ClinicServices.MaxProxyNumber.4. If the Current member Type = Additional Endorser and the family has an Endorser,
enable the following radio buttons:a. Inactive Endorser andb. Proxy, unless the family has reached the maximum number of Proxies as
defined in system parameter ClinicServices.MaxProxyNumber.5. If the Current Member Type = Inactive Endorser and the family has no Endorser, enable
the following radio buttons:a. Endorser andb. Additional Endorser, unless the family already has reached the maximum
number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number
c. Proxy, unless the family has reached the maximum number of Proxies as defined in system parameter ClinicServices.MaxProxyNumber.
6. If the Current Member Type = Inactive Endorser and the family has an Endorser, enable the following radio buttons:
a. Additional Endorser, unless the family already has reached the maximum number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number and
b. Proxy, unless the family has reached the maximum number of Proxies as defined in system parameter ClinicServices.MaxProxyNumber.
7. If the Current Member Type = Proxy and the family has no Endorser enable the following radio buttons:
a. Endorser,b. Additional Endorser, unless the family already has reached the maximum
number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number and
c. Inactive Proxy.8. If the Current Member Type = Proxy and the family has an Endorser, enable the
following radio buttons:a. Additional Endorser, unless the family already has reached the maximum
number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number and
b. Inactive Proxy.9. If the Current Member Type = Inactive Proxy and the family has no Endorser enable the
following radio buttons:a. Endorser,
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Business Rulesb. Additional Endorser, unless the family already has reached the maximum
number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number, and
c. Proxy, unless the family has reached the maximum number of Proxies as defined in system parameter ClinicServices.MaxProxyNumber.
10. If the Current Member Type = Inactive Proxy and the family has an Endorser enable the following radio buttons:
a. Additional Endorser, unless the family already has reached the maximum number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number, and
b. Proxy, unless the family has reached the maximum number of Proxies as defined in system parameter ClinicServices.MaxProxyNumber.
11. If the participant has no Current Member Type and the family has no Endorser, enable the following radio buttons:
a. Endorser,b. Additional Endorser,c. Inactive Endorser, andd. Proxy, unless the family has reached the maximum number of Proxies as
defined in system parameter ClinicServices.MaxProxyNumber.
12. If the participant has no Current Member Type and the family has an Endorser, enable the following radio buttons:
a. Additional Endorser, unless the family already has reached the maximum number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number,
b. Inactive Endorser,c. Proxy, unless the family has reached the maximum number of Proxies as
defined in system parameter ClinicServices.MaxProxyNumber.13. If Endorser is selected as the new Member Type designation, then add a row to the
Family Member History grid, accessed from the Member/Proxy screen, indicate the type (Endorser), and add today’s date as the Begin Date. End Date is left blank for that row.
14. If Additional Endorser is selected as the new Member Type designation, then add a row to the Family Member History grid, accessed from the Member/Proxy screen, indicate the type (Additional Endorser), and add today’s date as the Begin Date. End Date is left blank for that row.
15. If Proxy is selected as the new Member Type designation, then add a row to the Family Member History grid, accessed from the Member/Proxy screen, indicate the type (Proxy), and add today’s date as the Begin Date. End Date is left blank for that row.
16. If Inactive Endorser is selected as the new Member Type designation, then add today’s date as the End Date in the current row of the Family Member History grid, accessed from the Member/Proxy screen.
17. For new Inactive Endorser, after current row End Date has been added, add new row to the Family Member History grid, accessed from the Member/Proxy screen, indicate the type (Inactive Endorser), and add today’s date as the Begin Date. End Date is left blank.
18. If Inactive Proxy is selected as the new Member Type designation, then add today’s date as the End Date in the current row of the Family Member History grid, accessed from the Member/Proxy screen.
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Business Rules19. For new Inactive Proxy, after current row End Date has been added, add new row to the
Family Member History grid, accessed from the Member/Proxy screen, indicate the type (Inactive Proxy), and add today’s date as the Begin Date. End Date is left blank.
20. Disable the Endorser radio button if another family member is already designated as an Endorser.
Online EBT Host Rules (Online Xerox EBT / Online CDP EBT)21. If the user updates any of these fields:
a. Change Member Type Designation To - Endorserb. Change Member Type Designation To - Inactive Endorser
and the Primary Economic Unit in the family has ever been issued an EBT card, thenCall Update HOH Demographics, at the next save, for the Primary Economic Unit.
NOTE: The user may have left the Change Member Type pop-up and performed other updates before they actually Save. At the time of the Save, regardless of what panel they are on, call the Update HOH Demographics function.NOTE: See section 1.7 Member/Proxy Pop-up of the CS 1 Family Intake Screens DFDD for details about the Update HOH Demographics function.
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1.7.2 Participant History Pop-UpThe Participant History pop-up is used to display a participant’s family relationship history. Each time a participant is moved from one family to another a new entry can be seen on the data grid. The data grid displays the local agency/clinic, family ID, Endorser, end date of the relationship, and for an EBT state, the last PAN.
(FI Only)
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(Smart Card EBT / Online Xerox EBT / Online CDP EBT)
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Control DescriptionName The full name of the participant.
Type Text BoxRequired NALength NAFormat NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,
FamilyMember.MiddleName, FamilyMember.LastName, FamilyMember.LastNameSuffix
(Unlabeled) This data grid displays a participant’s history of family relationships. The display is sorted by End Date with the most recent being at the top.Type Read-Only Data GridDisplay Yes
LA ID/Clinic The local agency and clinic associated with the Endorser.Format Z9-ZZZZ9 Calculated No
Family ID This is the Family ID number associated with the Endorser.Format ZZZZZZZZ9 Calculated No
Endorser The First Middle Last name of the Endorser associated with the Family ID number.Format First Name
+Middle Name + Last Name, length of 20
Calculated No
End Date The last date the Participant was associated with the previous family. See Retrieve Participant in the CS 2 Activity DFDD for more information about setting the end date.Format Numeric,
mm/dd/yyyyCalculated Yes
Last PAN This is the last PAN that this family member was associated with when part of the listed family.Format Table, Mask
of 99999999-99999999
Calculated No
Close Clicking the Close button closes the pop-up and returns the user to the Member/Proxy pop-up.Type Command ButtonHot Key Alt + C
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Business Rules1. Display Last PAN column if system parameter, System.FoodBenefitDeliveryMethod, is
set to “EBT”.2. In data grid, order by End Date with newest date at top.
1.7.3 Aliases Pop-upMost of the time, aliases are to be added utilizing the Add To Aliases button on the Member/Proxy pop-up. Additionally, the Aliases pop-up allows the user to add aliases that are never recorded as member/participant names in the system and to remove aliases that are no longer relevant.
Control DescriptionName The full name of the participant.
Type Text BoxRequired NALength NAFormat NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,
FamilyMember.MiddleName,
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Control DescriptionFamilyMember.LastName, FamilyMember.LastNameSuffix
Add Row Clicking the Add Row button adds a row to the List of Aliases data grid. The user can then add aliases into the data grid.Type Command ButtonHot Key Alt + A
Remove Row Clicking the Remove Row button removes the selected row from the List of Aliases data grid.Type Command ButtonHot Key Alt + R
List of Aliases The List of Aliases Grid is a scrolling data grid that displays all alias names for a family member. The names are displayed in effective date sequence, descending. A row in the grid is selected by clicking directly on any element of the row.Type Data Grid
Effective Date The date an alias name became effective. When a new row is added, the Effective Date defaults to today’s date, but can be changed by the user.Type Date PickerRequired YesLength 8Validation Numeric, mm/dd/yyyyDisplay Only No Calculated NoDB Column FMAlias.RecordedDt
First Name The first name of the family member's alias name.Type Text BoxRequired YesLength Display length 30Validation NADisplay Only No Calculated NoDB Column FMAlias.FirstName
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Control DescriptionMiddle Name The middle name of the family member's alias name.
Type Text BoxRequired NoLength Display length 30Validation NADisplay Only No Calculated NoDB Column FMAlias.MiddleName
Last Name The last name of the family member's alias name.Type Text BoxRequired YesLength Display length 30Validation NADisplay Only No Calculated NoDB Column FMAlias.LastName
Suffix The last name suffix of the family member's alias name.Type Text BoxRequired NoLength Display length 4Validation NADisplay Only No Calculated NoDB Column FMAlias.LastNameSuffix
Close Clicking the Close button closes the pop-up and returns the user to the Member/Proxy pop-up.Type Command ButtonHot Key Alt + C
<Last Modified By User and Date>
In the lower right-hand corner, the user and the date of the last update of the record are displayed.Type Text BoxRequired NALength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column FMAlias.ModifyStfpID + FMAlias.ModifyDt
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Business Rules1. Order Aliases by Effective Date with the newest alias is at the top.
1.7.4 Family Member History Pop-Up
Control DescriptionFamily Member History - History
A read-only data grid displaying the dates when the family member was an active Endorser/Additional Endorser or Proxy.Type Read Only Data GridDisplay Only Yes Calculated NoDB Column NA
History - Type The type of relationship that the Endorser/Proxy has with the family.Type Text BoxRequired NALength Display length 25Validation NADisplay Only Yes Calculated NoDB Column ProxyEndorserApproval.ParentGuardianIn or
ProxyEndorserApproval.ParentGuardian2In orProxyEndorserApproval.ProxyIn
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History – Begin Date This is the date that the family member was designated as an Endorser (includes Additional Endorser) or proxy.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ProxyEndorserApproval.BeginDt
History – End Date This is the date that the family member of Endorser (Includes Additional Endorser) or Proxy was changed.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ProxyEndorserApproval.EndDt
Close Clicking the Close button closes the Family Member History pop-up and returns the user to the Member/Proxy pop-up.Type Command ButtonHot Key Alt + C
1.7.5 Enrollment Pop-UpThis pop-up contains enrollment information that is specific to participants. This includes information about sex, DOB, race, ethnicity and foster care.
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Control DescriptionName The full name of the participant being added.
Type Text BoxRequired NALength NAFormat NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,
FamilyMember.MiddleName, FamilyMember.LastName, FamilyMember.LastNameSuffix
Date of Birth The participant’s date of birth.Type Text BoxRequired NADisplay Only Yes Calculated NoDB Column FamilyMember.BirthDt
Expected DOB The participant’s expected date of birth. This is when the family had expected the baby to be born. This field is used to calculate Weeks Gestation on the Anthropometric Birth Measurement record.Type Date Picker (Date Only)Required NoDisplay Only No Calculated NoDB Column Participant.ExpectedBirthDt
Sex Identifies the gender of a participant.
Type List BoxRequired YesDB Column Participant.SexCdCode ID Sex Code
This code element is non-editable.The installed values are: Male Female
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Control DescriptionHispanic/Latino A code that records whether the participant considers
themselves to have a Hispanic or Latino ethnic background.Type List BoxRequired Yes, except when Pre-Cert or VOCDB Column Participant.HispanicInCode ID YesNo
This code element is non-editable.The installed values are: No Yes
Mother This list box links an infant or child to a mother or allows the user to indicate that the mother is not on WIC. Any P, B, or N in the family is listed in the list box. If mother of the infant/child is not on WIC, the user can choose the value Mother Not on WIC.Type List BoxRequired Yes, if infant or child <24 monthsDB Column FamilyMember.FirstName +
FamilyMember.MiddleName + FamilyMember.LastName + FamilyMember.LastNameSuffix
Code ID FamilyMember table lookupLink – WIC Status History
Hyperlink to the WIC Status History pop-up where previous WIC statuses can be viewed. See WIC Status History for additional information.Type Link
Race – White If checked, this indicates a self-declared race of the participant.Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd
Race - Black If checked, this indicates a self-declared race of the participant.Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd
Race - Asian If checked, this indicates a self-declared race of the participant.Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd
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Control DescriptionRace – American Indian or Alaskan Native
If checked, this indicates a self-declared race of the participant.
Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd
Race – Native Hawaiian or Other Pacific Islander
If checked, this indicates a self-declared race of the participant.
Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd
Make Foster Child Clicking the Make Foster Child button sets the Foster Child indicator and causes a separate Economic Unit to be created for this foster child. This button also enables the No Longer Foster Child button and the dates in the Foster Care group box.Type Command ButtonHot Key Alt + M
No Longer Foster Child Clicking the No Longer Foster Child button removes the Foster Child indicator and causes the Economic Unit belonging to this child to be removed. The Foster Child is moved into the economic unit of the Endorser if still in this family. Once this action is completed, the button is again disabled. The Make Foster Child button is enabled. The dates in the Foster Care group box are cleared and disabled.Type Command ButtonHot Key Alt + L
Foster Care - Entered Foster Care Date
This date is the date a participant first entered the foster care system. A foster child must have this date or the Changed Foster Families Date.Type Date PickerRequired Yes (or Changed Foster Families Date)Display Only No Calculated NoDB Column Participant.FosterChildDt
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Control DescriptionFoster Care - Changed Foster Families Date
The most recent date a foster child was moved from one foster family to another foster family. A foster child must have this date or the Entered Foster Care Date.Type Date PickerRequired Yes (or Entered Foster Care Date)Display Only No Calculated NoDB Column Participant.FosterChildChangeDt
Close Clicking the Close button closes the Enrollment pop-up and returns the user to the Member/Proxy pop-up.Type Command ButtonHot Key Alt + C
Business Rules1. Display error if participant category = B, P, or N and Sex = Male.2. Multiple races may be indicated.3. If today’s date less the entered foster care date is less than 6 months assign risk 903
during auto-risk assignment.4. If today’s date less the changed foster families date is less than 6 months assign risk
903 during auto-risk assignment.5. Display a warning when the family member identified as the mother in the Mother
control and the association of infant with mother on the Pregnancy screen differ in their identification of the mother.
6. If any participant is made a Foster Child, then a separate economic unit is created for them. It bears the name of the Foster Child. The Person ID (FamilyMember.FFMemberID) is used as the Economic Unit Number.
7. Disable the Make Foster Child and No Longer Foster buttons for Endorsers and Additional Endorsers.
8. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) If the No Longer Foster Child button is selected, verify if there is an active card (Smart Card EBT / Online Xerox EBT / Online CDP EBT) or an active card with a future effective hot card date (Smart Card EBT Only). If there is an active card, display error. This action cannot be completed if there is still an active card. For EBT states only, when the No Longer Foster Child action is completed successfully, set the IncF_ID field in the EBTCard table to nulls for any PANs that belonged to the former foster child.
9. If the user attempts to move away from this family (go search for another family, go issue benefits for another family, etc.), the user is prompted with a Save confirmation message if any family data has been updated. Required fields are validated.
10. Disable Mother list box if participant age is ≥ 24 months.11. For Mother list box contents, “Mother Not on WIC” is listed first. All other names are
listed in alphabetical order. Please note that if a member’s name has been updated, but not yet saved, the name displays in the order that it would have displayed before the name change.
12. Disable the Expected DOB field if participant age is ≥ 24 months.13. Expected DOB cannot be more than 8 weeks before Date of Birth.14. Expected DOB cannot be more than 20 weeks after Date of Birth.
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Business Rules15. Display error if Entered Foster Care Date is before Date of Birth.16. Display error if Changed Foster Families Date is before Date of Birth.17. Display error if Entered Foster Care Date is a future date.18. Display error if Changed Foster Families Date is a future date.19. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) When the user clicks the No
Longer Foster Child button, at the next save, the system will delete the participant’s ParticipantEBTIssuance records for the current and all future issuance periods. This allows the system to issue benefits for the child on the primary family’s EBT card.
20. When the user clicks the No Longer Foster Child button, at the next save, the Economic Unit record’s End Date will be populated with the current date.
21. When the user clicks the Make Foster Child button, at the next save, if there exists a previously end dated Economic Unit record, then reuse it by clearing the End Date.
1.7.6 WIC Status History Pop-UpThe WIC Status History pop-up provides the user a historical view of the participant’s WIC Statuses. This read-only data grid is a cumulative look at what was added into the Status History data grid on the Application screen.
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Control DescriptionName The full name of the participant.
Type Text BoxRequired NALength NAFormat NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,
FamilyMember.MiddleName, FamilyMember.LastName, FamilyMember.LastNameSuffix
WIC Status History This data grid shows history of WIC Statuses for the participant.Type Read-Only Data GridDisplay Yes
Date This is the date that a WIC Status was changed.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column ParticipantStatus.RecordedDt
WIC Status This indicates the WIC Status for the date indicated.Type Text BoxRequired NALength Display length 13Validation NADisplay Only Yes Calculated NoDB Column ParticipantStatus.WICStatusCd
Reason This provides a reason for the WIC Status change. These reasons are system generated.Type Text BoxRequired NALength Display length 30Validation NADisplay Only Yes Calculated NoDB Column ParticipantStatus.ChangeReasonCd
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Control DescriptionStaff Person The concatenated name of the staff person initiating the WIC
Status change is displayed.Type Text BoxRequired NALength Display length 14Validation NADisplay Only Yes Calculated NoDB Column StaffPerson.FirstName
StaffPerson.LastNameStaffPerson.LastNameSuffix
Close Clicking the Close button closes the WIC Status History pop-up and returns the user to the Member/Proxy screen.Type Command ButtonHot Key Alt + C
Business Rules1. In data grid, order by date with newest date at top.
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1.8 ApplicationThe Application screen is used to start a new application, indicate the type of application, and record dates related to VOC certification. WIC Status History related to this application for the participant is viewed and can be updated from this screen. This screen combines information from the Participant Category and Application screens of the Make Participant wizard. > Family/Intake > Application
<Family Header (See CS Overview)><Participant Sub-Header (See CS Overview)>
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Control DescriptionNew Clicking the New button allows several actions to occur. Pre-
Certify, VOC, the WIC Status History data grid, and Delete button are enabled. The End date and Edit button are disabled. The first row of the WIC Status History grid is filled in with today’s date, WIC Status=Pending, Reason=Application Created, and Staff Person’s name. The New button is not enabled if the participant is currently Disqualified.Type Command ButtonHot Key Alt + N
Edit Clicking the Edit button allows the user to change the application type and to add rows to the WIC Status History data grid if adequate security access.Type Command ButtonHot Key Alt + T
Delete The delete command button is used to delete the application record.Type Command ButtonHot Key Alt + D
Application Dates The Application Dates record selector is used to navigate through all application dates for the participant. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Formatted date, mm/dd/yyyyDB Column Application.ApplicationDt
End Date Signifies the end date of the application. An application can be ended when a participant’s certification is terminated manually or through a batch job, when a batch job ends applications for pending participants, or when a user finds an applicant ineligible. With either method, the system generates the application end date. See individual batch jobs, certification, or ineligibility business rules for end date calculations.Type Text BoxRequired Yes, when an application is determined
ineligible or terminated.Length NAFormat Mask of mm/dd/yyyyDisplay Only Yes Calculated YesDB Column Application.EndDt
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Control DescriptionPre-Certify The Pre-Certify radio button is used to indicate that the member is
a pre-certified Priority II Infant or Pregnant woman.Type Radio ButtonRequired NoDB Column Application.ApplicationTypeCd
Out-of-State VOC The Out-of-State VOC radio button is used to indicate that the member is a VOC coming in from another state WIC program.Type Radio ButtonRequired NoDB Column Application.ApplicationTypeCd
Out-of-State VOC – Certification Start Date
This is the Certification Start Date from the previous state for the VOC applicant.
Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCLastCertBegDt
Out-of-State VOC - End Date
This is the Certification End Date from the previous state for the VOC applicant.Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCLastCertEndDt
Out-of-State VOC - Last Benefits Start Date
This is the first date to use of the last month of benefits that the participant received from the previous state.
Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCBenefitStartDt
Out-of-State VOC - Last Benefits End Date
This is the last date to use of the last month of benefits that the participant received from the previous state.
Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCBenefitEndDt
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Control DescriptionParticipant Category Indicates the current category for the participant.
Type Text BoxRequired NALength NAFormat NADisplay Only Yes Calculated NoDB Column ParticipantType.ParticipantTypeCD
Miscarriage Indicates the participant experienced a miscarriage with the most recent pregnancy.Type Text BoxRequired NALength NAFormat Yes or NoDisplay Only Yes Calculated NoDB Column Participant.MiscarriageIn
WIC Status History This data grid shows history of all WIC Statuses for this application for this participant along with the date, reason, and Staff Person making the change. Security rights determined whether or not a user can update this grid.Type Data Grid
Date This is the date that a WIC Status is changed. This action may have been initiated on another screen, by a batch process, or by the user clicking New on the Application screen.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ParticipantStatus.RecordedDt
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Control DescriptionWIC Status This is the WIC Status that was added through an action on another
screen, by a batch process, or by the user clicking New on the Application screen (Ex. From Make Participant wizard – Application pop-up this field would say Pending.)Type List BoxRequired NADisplay Only YesDB Column ParticipantStatus.WICStatusCdCode ID WIC Status
This code element is non-editable.The installed values are: Pending Active Ineligible Disqualified Terminated Wait List
Reason This provides a reason for the WIC Status change.If the status change is …
1. Initiated from another screen, then display the reason the user or system selected.
2. Initiated by a batch job, then display the reason supplied by the batch job.
3. Part of the original data conversion, then display Initial Load.
Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ParticipantStatus.ChangeReasonCd
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Control DescriptionStaff Person The concatenated name of the staff person initiating the WIC
Status change is displayed.If the status change is …
1. Initiated from another screen, then display the staff person taking the action.
2. Initiated by a batch job, then display System System.3. Part of the original data conversion, then display Convert
Convert.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column StaffPerson.FirstName
StaffPerson.LastNameStaffPerson.LastNameSuffix
Business RulesParticipant Header Rule
1. Display the Participant Sub-Header at the top of this screen.
Pre-Certify Rules2. The system parameter, ClinicServices.Application.UsePrecertify, is used to
determine if the Pre-Certify radio button is displayed or not.3. Display an error if attempting to make a participant Pre-Cert that is not either a
pregnant woman or an infant [parameter] days or less as defined in system parameter, ClinicServices.MaxAgeDaysInfantPrecert.
Out of State VOC Rules4. The controls within the Out-of-State VOC group box are blank and disabled until
Out-of-State VOC is selected.5. Display an error if Out-of-State VOC is selected and the Certification Start Date is a
date in the future.6. Display an error if Out-of State VOC is selected and the Certification End Date is a
date in the past.7. Display an error if the Out-of-State VOC Last Benefits Start Date is a future date.8. Display an error if the Out-of-State VOC Last Benefits Start Date is not greater than
or equal to the Out-of-State VOC Certification Start Date and is not less than Out-of-State VOC Certification End Date.
9. Display an error if the Out-of-State VOC Last Benefits End Date is prior to the Out-of-State VOC Last Benefits Start Date.
10. If state is utilizing Calendar months, as defined in system parameters, FI.FoodIssuanceCycle, then display an error if Out-of-State VOC Certification End
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Business RulesDate is a date other than the last day of a month.
General Business Rules11. The New button is enabled for participants if there is no current certification and if
the participant’s WIC Status = T (terminated) or I (Ineligible).12. The New button is disabled if WIC Status = Disqualified.13. The New button is disabled if the participant’s age is ≥5 years to <9 years old.14. The Edit and Delete buttons utilize Today functionality.15. Disable the Delete button if there is only one application record.16. When there are multiple application records, the Delete button is enabled the day
the application was created, until there is a current certification associated with it.17. Disable the Edit and Delete buttons if the application record has a certification
record associated with it.18. There may be one application for several certifications if the participation in WIC is
continuous. When there is a break in WIC participation (a certification has been terminated), then the application that is associated with the certification is also end dated by the system.
19. WIC Status History is ordered by Date with the most recent at the top.20. The Status Change Reason is a code element.
This code element is non-editable. The installed values are: Failure to provide proof BF 1 yr postpartum Over income Child’s 5th birthday Deceased No Longer in Family Failed to reapply Not BF 6 mo postpartum Disqualification started Disqualification ended No recent FB pickup Categorically ineligible Risk not assigned Certified Administrator Changed Status Reinstated Wait list / lower priority Initial Load Application Created More than 6 months pp Provisionally Certified Terminated Pending Status Expired Duplicate Record
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Business Rules21. If the user attempts to move away from this family (go search for another family,
go issue benefits for another family, etc.), the user is prompted with a Save confirmation message if any family data has been updated. Required fields are validated.
1.9 Participant CategoryThe Participant Category is generally selected during the new participant wizard process. If the participant is already in the data system and a manual participant category change is needed, then this is the screen where that change occurs. Note, infants are changed to Child participant category through a batch process, so this screen is mostly to be used to update women’s participant category status. The Participant Category screen allows the user to change a participant category and view history of past participant categories for this participant.> Family/Intake > Participant Category
<Family Header (See CS Overview)><Participant Sub-Header (See CS Overview)>
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Control DescriptionRecord Dates This is the record selector for the Participant Category records. It
contains the recorded date. The drop-down and spin control allow selection of historical records. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Display dates in chronological order with most
recent date at top. Formatted dates of mm/dd/yyyy.
DB Column ParticipantType.RecordedDtNew Clicking the New button enables the Participant Category list box,
the Check Category Eligibility button, and adds a row to the read-only Participant Category History data grid.Type Command ButtonHot Key Alt + N
Check Category Eligibility
Clicking the Check Category Eligibility button causes Check Eligibility – Participant Category algorithm to be run. This algorithm is described earlier in this DFDD.Type Command ButtonHot Key Alt + K
Participant Category Indicates the participant’s category, such as Pregnant, Breastfeeding, Not Breastfeeding, Child or Infant. The drop-down is filtered based on the relationship role of the participant to the family and by age. When a participant category is chosen, it is displayed in the Participant Category History data grid.Type List BoxRequired YesDB Column ParticipantType.ParticipantTypeCDCode ID Part Type Code
This code element is non-editable.The installed values are: Pregnant Not Breastfeeding Child Infant Breastfeeding
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Control DescriptionMiscarriage When checked, indicates that the woman experienced a
miscarriage with the most recent pregnancy. This triggers a family alert that is displayed to aid staff in being sensitive to the issue. This field is cleared when the WIC status changes from active to any other WIC status or when the woman changes to a different participant category.Type Check BoxDisplay Only No Calculated NoDB Column Participant.MiscarriageIn
Participant Category History
This data grid shows history of all Participant Categories for this participant along with the date and Staff Person making the change.Type Read-Only Data GridDisplay Yes
Date This is the date that a Participant Category changed. This action may have been initiated on another screen. Today’s date is populated in this field. It cannot be changed by the user.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column ParticipantType.RecordedDt
Participant Category This indicates the Participant Category for the participant.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ParticipantType.ParticipantTypeCD
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Control DescriptionStaff Person The concatenated name of the staff person initiating the WIC
Status change is displayed. The original Participant Category from data conversion shows Convert Convert.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column StaffPerson.FirstName
StaffPerson.LastNameStaffPerson.LastNameSuffix
<Last Modified By User and Date>
In the lower right-hand corner, the user and the date of the last update of the category record are displayed.Type Text BoxRequired NALength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column ParticipantType.ModifyStfpID +
ParticipantType.ModifyDt
Business RulesParticipant Header Rule
1. Display the Participant Sub-Header at the top of this screen.Participant Category Rules
Note: Everything in Clinic Services is tightly dependent on Participant Category. So changes to Participant Category are tightly controlled.2. If age is <1 year old, then Participant Category = Infant.3. If age is ≥ 1 year and < 5 years old, then Participant Category = Child.4. The following changes in Participant Category are never allowed:
a. Changing from Child to Infantb. Changing from Infant to Breastfeeding, Not Breastfeeding, or Pregnantc. Changing from Child to Breastfeeding, Not Breastfeeding, or Pregnantd. Changing from Breastfeeding, Not Breastfeeding, or Pregnant to Infante. Changing from Breastfeeding, Not Breastfeeding, or Pregnant to Child.
5. If a woman’s WIC Status = Pending, then the following Participant Categories are available: Breastfeeding, Not Breastfeeding, Pregnant.
6. If a woman’s WIC Status = Active,a. For Breastfeeding women, the following Participant Categories are available:
Breastfeeding and Not Breastfeeding.b. For Not Breastfeeding women, the following Participant Categories are
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Business Rulesavailable: Not Breastfeeding.
c. For Pregnant, the following Participant Categories are available: Breastfeeding, Not Breastfeeding, and Pregnant.
7. If an Active Breastfeeding woman is changed from “Breastfeeding” to “Not Breastfeeding” and the woman is >= 6 months post-partum, then display the warning message “Verify that the mother has received appropriate food benefits before terminating this certification.”
Note: If the user wants to terminate the mother’s certification, they must do this manually.8. If an Active Breastfeeding woman is changed from “Breastfeeding” to “Not
Breastfeeding” and the woman is < 6 months post-partum,a. If state is utilizing Calendar months, as defined in system parameter,
FI.FoodIssuanceCycle, change CED and the CEED to infant DOB + 6 months, then advance the CED and CEED to the end of the month.
b. If state is utilizing Rolling months, as defined in system parameter, FI.FoodIssuanceCycle, change CED and CEED to infant DOB + 6 months minus one day.
9. If an Active Pregnant woman is changed from “Pregnant” to “Breastfeeding” or “Not Breastfeeding, then display the warning message “A new certification is required.”
10. If a woman’s WIC Status = Disqualified,a. For Breastfeeding women, the following Participant Categories are available:
Breastfeeding.b. For Not Breastfeeding women, the following Participant Categories are
available: Not Breastfeeding.c. For Pregnant women, the following Participant Categories are available:
Breastfeeding, Not Breastfeeding, and Pregnant.11. If a woman’s WIC Status = Ineligible,
a. For Breastfeeding women, the following Participant Categories are available: Breastfeeding.
b. For Not Breastfeeding women, the following Participant Categories are available: Not Breastfeeding.
c. For Pregnant women, the following Participant Categories are available: Breastfeeding, Not Breastfeeding, and Pregnant.
12. If a woman’s WIC Status = Terminated,a. For Breastfeeding women, the following Participant Categories are available:
Breastfeeding.b. For Not Breastfeeding women, the following Participant Categories are
available: Not Breastfeeding.c. For Pregnant women, the following Participant Categories are available:
Breastfeeding, Not Breastfeeding, and Pregnant.
Miscarriage Rules13. The Miscarriage field is only enabled when participant is Pregnant, Breastfeeding or
Not Breastfeeding.
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Business Rules14. When Miscarriage is checked, a Family Alert fires when the Family is opened.15. When Miscarriage is checked, the MC indicator is displayed on any future WIC
appointment scheduled for the participant.16. When Miscarriage is checked, the MC indicator is displayed in the participant
header in CS.Note: This field does not contribute to infant outcome data that is collected in the interview portion of the assessment.
General Business Rules17. If the user attempts to move away from this family (go search for another family,
go issue benefits for another family, etc.), the user is prompted with a Save confirmation message if any family data has been updated. Required fields are validated.
18. The Participant Category grid is ordered by date with newest date at top.
1.10 Comments/AlertsThe Comments/Alerts screen provides an opportunity for clinic staff to record additional information and comments for a specific participant. The actual comment field is a large free-form text field, allowing the user to enter information as needed. It responds to standard text editing functions such as cut, copy, and paste. In addition, the user can display an alert as a reminder the next time this family is accessed by flagging a comment to be displayed as a future alert message.> Family/Intake > Comments/Alerts
<Family Header (See CS Overview)><Participant Sub-Header (See CS Overview)>
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Control DescriptionRecord Dates This is the record selector for the comment records. It contains
all Comment dates for the selected participant. The drop-down and spin control allow selection of historical comment records. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Comment datesDB Column Comment.EffectiveDt
New Clicking the New command button creates a new participant comment. After clicking the New button, the Staff Member field is automatically filled in with the name of the person logged into the application. The Display as Alert, Expiration Date, and Comments fields are cleared.Type Command ButtonHot Key Alt + N
Edit Clicking the Edit command button allows the user to update data fields.Type Command ButtonHot Key Alt + T
Delete The delete command button is used to delete the comments/alerts record.Type Command ButtonHot Key Alt + D
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Control DescriptionStaff Member The first and last name of the staff member logged into the
application is automatically filled in when a new comment is created.Type Text BoxRequired YesLength 100Validation NADisplay Only No Calculated NoDB Column Comment.StaffFullNm
Display as Alert A checkbox used to create a customized Family Alert from a comment. Until the Expiration Date, every time this family is accessed in Clinic Services or Scheduler, this comment is displayed in the Family Alerts informational tab.Type CheckboxDisplay Only No Calculated NoDB Column Comment.AlertIn
Expiration Date This date is the last date that a comment flagged as a Family Alert is automatically displayed. When the Display as Alert checkbox is clicked, the Expiration Date defaults to today’s date plus 100 days. The user can change this date using the date picker to match the needs of the family or clinic schedule.
Type Date PickerRequired Yes, if Display as Alert is checkedDisplay Only No Calculated NoDB Column Comment.AlertExpireDt
Comment A free-form text field that allows clinic staff to record user-defined information concerning a participant, such as comments, notes, or other data not already specifically recorded by the WIC application.Type Multi Line Text BoxRequired YesLength Limit to 4000 charactersValidation NADisplay Only No Calculated NoDB Column Comment.Comment
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Control Description<Last Modified By User and Date>
In the lower right-hand corner, the user and the date of the last update of the comment record are displayed.Type Text BoxRequired NoLength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column Comment.ModifyStfpID +
Comment.ModifyDt
Business RulesParticipant Header Rule
1. Display the Participant Sub-Header at the top of this screen.General Business Rules
2. Disable the Expiration Date control unless the Display as Alert check box is checked.
3. Display error if Expiration Date is null or incomplete and “Display as Alert” is checked.
4. Display error if expiration date is less than today’s date.5. If the user attempts to move away from this family (go search for another
family, go issue benefits for another family, etc.), the user is prompted with a Save confirmation message if any family data has been updated. Required fields are validated.
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