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Readiness Coordinator Network. February 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. Status of Implementation. Ceres - PowerPoint PPT Presentation
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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 [email protected] Jeanne Keller [email protected]
