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III. MANAGEMENT INFORMATION SYSTEM (MIS)
(Please indicate) State Agency: Wisconsin for FY 2022 This section, Management Information System (MIS), involves the planning, documentation, security/confidentiality and production of the necessary reports relating to program operations through the utilization of automated data processing services at the State and local level. A. System Planning and Operation โ 246.4(a)(1 1 )(iv): Describe the procedures for planning, approving and monitoring Automated Data Processing (ADP) goods and services, and any interaction with other statewide ADP operations which may take place, including system costs for services and security. B. Participant Characteristics Minimum Data Set (MDS) โ 246.4(a)(11)(i): All State agencies currently collect all required Minimum Data Set items. Please confirm that your State agency will continue to do so. For the Supplemental Data Set (SDS), which varies by the capacity of State systems, please describe the data items which are reported electronically regarding participant characteristics and whether these items are currently being collected or if there are plans to collect them in the future. C. WIC Systems Functional Requirements Checklist โ 246.4(a)(8); (9); (11); (12); (13); (14); (15); and (18): Describe those functions which are currently incorporated into the MIS or which are planned to be incorporated in the future. Page 1
A. System Planning and Operation (Online and Offline
1. ADP System Planning a. The WIC State agency is included in the following comprehensive Statewide ADP plan(s): โ Title IVa (TANF) โTitle V (MCH) โ Title XIX (Medicaid) โ Supplemental Nutrition Assistance Program (SNAP) โ Other (specify): State of Wisconsin โ No If no, please provide a copy of the WIC State agency's ADP utilization plan. b. The State agency has written procedures for monitoring and approving local agency requests for ADP goods and services. If yes, please provide a copy of written procedures. โ Yes โ No ADDITIONAL DETAIL: Management Information System Appendix and/or Procedure Manual (cite): Policy 11. 2. System Documentation a. The State system is fully documented in accordance with (check all that apply): โ USDA/FNS Advance Planning Document Handbook No. 901 โ USDA/FNS ADP Security Guide โ Other (specify): b. The State agency maintains overall system documentation (check all that apply): โ A general design โ User's manual โ Method for updating documentation for system changes/modifications โ A detailed design โ Maintenance manual Note: These documents are NOT required for FNS review or submission with the State plans, but should be available if requested. ADDITIONAL DETAIL: Management Information System Appendix and/or Procedure Manual (cite): Appendix III.A.2.b.; Full User's Manual available in ROSIE Help 3. Automated Data Processing Services a. Indicate below whether the following ADP functions, if applicable, are performed by State agency staff or are contracted to an outside firm. Function Performed Performed Contracted to Outside Firm SA Staff LA Staff (specify company name): Data entry โ โ Food instrument production โ โ Management reports/EBT โ โ Ciber
โ Passwords are changed periodically. โ The system access procedures are audited at least once a year. Please provide a copy of access procedures. โ Procedures are implemented for timely removing passwords, ID's etc. when personnel leave. โ Biennial security reviews are performed by outside contracted agencies. Please provide a written summary of the most current biennial security review โ Periodic risk assessments are performed by Ciber, State WIC Office โ Other (specify): Annual ROSIE User Security and Confidentiality Agreement b. To ensure that disaster contingency plans (e.g., file storage, backup hardware, and software procedures) are sufficient to allow the management information and benefit delivery systems to recover and continue processing after fire, flood or similar disaster, the State agency ensures that (check all that apply): โ Backup copies of files and program are stored off-site in a secure location. Please provide address of location.
Weekly backup tape sent to Colorado (Ciber) and rotated back continually.
โ Backup copies are kept up-to-date. โ There is an agreement with another processing unit with compatible hardware to provide services in an emergency. Please provide copy of agreement. โ A contingency plan is in place in the event of service interruption. Please provide a copy of contingency plan. โ A recent test of the WIC system or mock disaster recovery operation has been conducted at the backup facility. Please provide a written summary of the conducted test. โ Other (specify): ADDITIONAL DETAIL: Management Information System Appendix and/or Procedure Manual (cite): Appendix III.A.4.a and b.; Policy 11.
5. Description of MIS changes that occurred in the past year: *Completed contract formula change to coincide with different contract formula *COVID-19 Updates/Changes for non-physical certification presence *Increased CVB amounts *Increased FMNP issuance amount to individual participants within the family *General enhancements and bug fixes 6. Description of MIS changes planned for the upcoming year: *Changes/updates to MIS relating to COVID and resumption of normal activities *Improved functions and new messaging via text/e-mail in the scheduler area *Update to newer version of SQL on ROSIE servers *Various system changes, enhancements, and bug fixes
B. Participant Characteristics Minimum Data Set
The Participant Characteristics (PC) Minimum Data Set (MFDS) contains data items which are reported to FNS electronically by State agencies in April in even numbered years on all or a State-representative sample of participants. The MDS has required data items which must be collected and reported. The Supplemental Data Set (SDS) is comprised of data items which State agencies have agreed are desirable to collect and report at the national level. Please check MDS or SDS data items the State agency currently collects in its Information Systems and those MDS or SDS data items it is planning to collect within the next two years.
State Agency IS Collects: โ State Agency ID. A unique number that permits linkage to the WIC State agency where the participant was certified. โ Local Agency ID. A unique number that permits linkage to the local agency where the participant was certified as eligible for WIC benefits. or โ Service Site ID. A unique number that permits linkage to the service site where certified. Either local agency ID or service site ID may be reported according to the level the State Agency feels appropriate. At a minimum, State agencies must provide agency names and addresses for each ID provided on their files. โ Case ID. A unique record number for each participant which maintains individual privacy at the national level. (This may not be the case number used in the State agency's MIS for the individual.) Participant or Case IDs for each participant should continue to maintain individual privacy at the national level. โ Client Date of Birth. Month, day and year of participant's birth reported in MMDDYYYY format. โ Client Race/Ethnicity. The classification of the participant into one of the five (5) racial/ethnic categories: For race: American Indian or Alaskan Native; Asian; Black or African American; Native Hawaiian or Other Pacific Islander; and White. For ethnicity: Hispanic or Latino; Not Hispanic or Latino. โ Certification Category. The category---one of five (5) possible categories---under which a person is certified as eligible for WIC benefits: pregnant woman; breastfeeding woman; postpartum woman (not breastfeeding); infant (under 12 months); or child (12- 59 months). โ Expected Date of Delivery or Weeks Gestation. For pregnant women, the projected date of delivery (MMDDYYYY format) or the number of weeks since the last menstrual period as determined at WIC Program certification. โ Date of Certification. The date the person was declared eligible for the most current WIC Program certification. Month, day, and year should be reported in MMDDYYYY format. โ Sex. For infants and children, male or female. โ Priority Level. Participant priority level for WIC Program certification. โ Participation in TANF, SNAP, Medicaid. The participant's reported participation in each of these programs at the time of the most recent WIC Program certification. โ Migrant Status. Participant migrant status according to the federal WIC Program definition of a migrant farm worker (currently counted in the FNS 798 report). โ Number in Family/Household or Economic Unit. The number of persons in the family/household or economic unit upon which WIC income eligibility was based. A self-declared number in the family/household or economic unit may be reported for participants whose income was not required to be determined as part of the WIC certification process. These participants include adjunctively income-eligible participants (due to TANF, SNAP, or Medicaid participation) and those participants deemed income eligible under optional procedures available to the State Agency in Federal WIC Regulations, Section 246.7(d)(2)(vi-viii) (means-tested programs identified by the State for automatic WIC Program income eligibility, income eligibility of Indian and in-stream migrant farmworker applicants).
OPTIONAL:
Supplemental Data Set State State Agency IS Agency IS Collects Plans to Collect โ โ Date of First WIC Certification. Date the participant was first certified for the WIC Program in MMDDYYYY format. For pregnant, breastfeeding and postpartum women, this applies to the current/most recent pregnancy and not to prior pregnancies. โ โ Educational Level. For pregnant, breastfeeding and postpartum women, the highest grade or year of school completed. For infants and children, the highest grade or year of school completed by mother or primary caretaker. โ โ Number in Family/Household on WIC. The number of people in the participant's family/household receiving WIC benefits. โ โ Date Previous Pregnancy Ended. For pregnant women, the date previous pregnancy ended in MMDDYYYY format. โ โ Total Number of Pregnancies. For pregnant women, the total number of times the woman has been pregnant, including this pregnancy, all live births and any pregnancies resulting in miscarriage, abortion or stillbirth. โ โ Total Number of Live Births. For pregnant women, the total number of babies
born alive to this woman, including those who may have died shortly after birth.
โ โ Pre-pregnancy Weight. For pregnant women only, the participant's weight immediately prior to pregnancy. Pre-pregnancy weight may be reported either in
pounds and ounces or in grams.
โ โ Participant's Weight Gain During Pregnancy. For breastfeeding and postpartum women, the participant's weight gain during pregnancy as taken immediately at or prior to delivery. Weight gain during pregnancy may be reported in either pounds and ounces or in grams. โ โ Birth Weight. For infants and children, the participant's weight at birth measured according to the CDC nutrition surveillance program standards (lbs/ounces). Birth weight may be reported in either pounds or ounces, or in grams. โ โ Birth Length. For infants and children, the participant's length measured according to the CDC nutrition surveillance program standards (1/8 inches). Birth length may be reported in either inches and eighth inches or in centimeters. โ โ Participation in the Food Distribution Program on Indian Reservations. The participant's reported participation in this program.
C. WIC Systems Functional Requirements Checklist
The following checklists were taken from the WIC Functional Requirements Document (FRED) which is provided as guidance to State agencies on functions they should consider incorporating into their Information Systems. Please check those functions/capabilities which the State agency system currently performs or plans to perform within the next two years. State State Agency Agency System System Performs Planned Automated Cord Function/Capabilities โ โ 1. Calculates the date certification is due to expire. โ โ 2. Assigns the participant a nutritional risk code and assigns a priority level. (CPA confirms the code is correct.) โ โ 2a. Assigns one risk code. โ โ 2b. Assigns up to 3 risk codes. โ โ 2c. Assigns up to 6 risk codes. โ โ 2d. Assigns more than 6 risk codes. โ โ 3. Calculates the applicant's household income and flags individuals whose income exceeds program standards. โ โ 3a. Converts incremental income (weekly, monthly) to an annual figure. โ โ 4. Associates family members. โ โ 5. Statewide data is maintained to facilitate families transferring within the State. โ โ 6. Transfers certification data to the central computer facility electronically either in real time or batch mode. โ โ 7. Captures or documents the nutrition education provided each participant as well as the topics covered. โ โ 8. Uses table-driven food packages. โ โ 8a. Uses standard pre-defined food packages. โ โ 8b. Enables easy food package tailoring. โ โ 8c. Performs edits to prevent over-issuance during food package creation. โ โ 9. Enables food instruments to be issued when the participant is present for pick- up, i.e., on-demand. โ โ 10. Captures or documents the name of the programs to which the participant was referred. โ โ 11. Performs food instrument reconciliation. โ โ 12. Produces standard Dual Participation Report. โ โ 13. Produces standard Integrity Profile (TIP) Report. โ โ 14. Produces standard Rebate Billing Report. โ โ 15. Produces standard Participation Report. โ โ 16. Produces Participant Characteristics Datasets. โ โ 17. Captures basic transaction data by vendor.
