READINESS COORDINATOR NETWORK

February 27, 2014

22/27/2014

AGENDA

Status of MIS / EBT Implementation Clinic Enablement – Review of the CE Plan Results of Site Surveys Computer Skills Self-Assessment Tool for DO

staff

32/27/2014

STATUS OF IMPLEMENTATION Ceres

All project plans are completed. Plans of specific interest to RCN/WIC Staff:

Clinic Enablement Training Disaster Recovery Help Desk Data Conversion

Design Phase has begun Ciber working on Vermont configurations Ciber drafting Detailed Functional Design Document

(DFDD) – specifics on what we expect Ceres to be able to do

42/27/2014

STATUS OF IMPLEMENTATION

EBT JPM cancelled contract for WIC EBT Does not impact our Fruit and Veggie card VT WIC exploring all options Two other EBT contractors “out there”

Xerox – who will replace JPM as 3Squares EBT Host CDP – who were the second bidder for our WIC EBT

Trying to get our next EBT contractor working with minimal delay

Good news: Hannaford, Shaws and Price Chopper all will be ready for online EBT by end of summer 2014

52/27/2014

CLINIC ENABLEMENT PLANPURPOSE

Details the activities, schedule and responsibilities for making sure facilities and staff are ready for using Ceres and issuing EBT cards.

Drafted based on: experience in Mountain Plains States Other examples of transfer of one state’s MIS

system to another state Implementation of our fruit and veggie EBT WIC and IT industry best practices.

62/27/2014

CLINIC ENABLEMENTAPPROACH Requirements-Based

What is required for Ceres and EBT? (Requirements) What do we have now? (Baseline) What are the gaps/what needs to be changed? (Gap

analysis) Make necessary modifications – be it policy changes,

hardware purchases, training on the new system, clinic workflow and layout, etc

Checklists, checklists, checklists Standardize best practices Avoid overlooking things Systematize the “gap analysis” and modifications

Plan, Do, Check, Act --- Run a pilot, fix problems, then roll out.

72/27/2014

CLINIC ENABLEMENT PLANCONTENT AREAS

Clinic Procedures and Policies New Operations Manuals Redesigned Workflows Roles and Responsibilities Security Procedures

Training Responsibility, and Schedule for

Staff Training – Geared to functions and responsibilities Participant Training – food choices, card use

Content and other details in separate Training Plan

82/27/2014

Clinic Infrastructure – District Offices Work space layout Network connectivity and bandwidth Hardware and software readiness

Software installation, updates, drivers, et Installations of workstations, signature pads, card

devices, printers EBT card inventory

Security Role-based system access EBT card storage

CLINIC ENABLEMENT PLANCONTENT - 2

92/27/2014

Clinic Conversion Schedule Pilot – one District Office Roll-Out – one DO at a time, every two weeks Target dates

Pilot starting May 2015 Roll-out DO #2 starting in October 2015 Complete Roll-Out in March 2016. Celebration May 2016!

CLINIC ENABLEMENT PLANCONTENT - 3

102/27/2014

SITE SURVEYS

Purpose: Assessment of current infrastructure and equipment available

Will be used to work with DII, BGS, and Ciber to identify and address gaps in preparing our clinics and work areas

DO surveys due February 28th

Outreach clinic surveys due May 2 Update Jeanne as info is collected….

Any feedback on your site survey? (DO roll-call)

112/27/2014

NEXT – COMPUTER SKILLS SELF-ASSESSMENT SURVEY

Allows DO WIC staff to anonymously and confidentially self-assess computer skills and identify areas for improvement

RCN requested to announce and promote the survey

RCN requested to help colleagues connect with resources to improve skills

Jeanne will email survey to RCNs Feedback on the draft survey?

122/27/2014

WHAT’S NEXT?

Subproject: Clinic Workflows and Roles We are reviewing staff and clinic roles in the

Mountain Plains States – they are based on use of Ceres (Requirements)

Team of DO supervisors will review and compare to current workflows, current staff roles (Baseline)

Identify/design roles in VT WIC clinics (Modification)

132/27/2014

WHAT’S NEXT FOR THE RCN

Continue work on Outreach Clinic Surveys

Announce and promote computer skills self-assessment for DO staff

142/27/2014

NEXT RCN MEETING: MARCH 27TH * 12:30 PM-1:30 PM

If you will miss the meeting, please review the meeting materials and contact us with any questions and suggestions http://healthvermont.gov/wic/

ReadinessCoordinatorNetwork Lynne Bortree lynne.bortree@state.vt.us Jeanne Keller jkeller@keller-fuller.com