Appendix A - MIS_Features_and_Functions_Catalog.xlsx
XLSX spreadsheet 122 KB Posted
- Solicitation number
- 25DPP01188
- Issued by
- New Jersey
About this file
This document is a detailed functional requirements specification for the New Jersey Women, Infants, and Children (WIC) Management Information System (MIS), covering multiple program areas including WIC, Senior Farmers Market Nutrition Program (SFMNP), and related electronic benefit management systems. The comprehensive specification outlines extensive technical requirements for a fully integrated software system that will manage participant intake, eligibility determination, benefit issuance, nutrition services, vendor management, scheduling, reporting, and various administrative functions across state and local WIC agencies.
The system requirements are structured to support multiple technology interfaces, including a Participant Portal, Vendor Portal, Electronic Benefits Transfer (EBT) system, and integrated reporting capabilities. Key functional areas include caseload management, financial modeling, vendor authorization and monitoring, nutrition risk assessment, benefit issuance, and comprehensive data tracking and reporting. The specification emphasizes robust security protocols, multilingual support, automated eligibility calculations, and the ability to handle complex programmatic rules across different participant categories. The system must support both statewide and local agency operations, with flexible configuration options to meet federal and state regulatory requirements for nutrition assistance programs.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Appendix D- NJWIC MIS Executive Summary DEC 2024.pdf | ||
| T2904 Bid Solicitation 9.4.25.docx | DOCX document | |
| T2904 Third Party Security Questionnaire.pdf | ||
| Appendix E FNS-WIC Federal Procurement Clauses.pdf | ||
| Appendix B - System Functions to be Preserved~1.docx | DOCX document | |
| T2904 Price Sheet 9.4.25.xlsx | XLSX spreadsheet | |
| T2904 Standard Procurement Forms.pdf | ||
| T2904 Revised Bid Solicitation 11.14.25~1.docx | DOCX document | |
| Appendix F - Deliverables Schedule Project Initiation Phase.docx | DOCX document | |
| Appendix C- NJWIC MIS Executive Summary NOV 2024.pdf | ||
| T2904 Pre-Quote Conference 9.4.2025.pptx | PPTX presentation | |
| T2904 State Standard Terms and Conditions.pdf | ||
| Bid Amendment 2 11.14.25~2.docx | DOCX document | |
| T2904 Bid Amendment 1 11.7.25~1.docx | DOCX document | |
| Appendix G -Server Specifications.xlsx | XLSX spreadsheet |
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Text version
Certification
| Certification | Functional Requirement Description | Additional Comments |
| Create and Locate Data Records | ||
| Create New Applicant Record | ||
| The System will support the creation of new participant records into which data will be entered, with participant data being linked to the household. | ||
| The System will support a Participant Portal. The Participant Portal will an means of communication to the WIC Program from the WIC applicants or participating WIC family members in which to apply, schedule appointment or enter customer service questions or requests. | See RFP Section for additional detail on the Participant Portal. | |
| The System will create a unique identification number for the applicant / participant to track and maintain applicant information. | ||
| The System will create a unique family/household identification number if one or more members are applying to/participating in WIC. | ||
| All individual participants in a family/household will be linked to the family/household identification number using their participant identification number. | ||
| The System will assign individual participant identification number and family/household identification number (as applicable). | ||
| The System will have the ability to save the history of associations, such as past family IDs, NJ WIC local agencies that the participants were associated with, etc. and retrieve this information on a need basis. | ||
| The System will minimize the creation of partial records in the system by requiring a specific set of data elements (e.g., an application) to be entered before a new record could be created. | ||
| The System will access/retrieve participant data from other State agencies that support adjunct certification to verify participation. | Currently WOW is undertaking an enhancement creating a WIC-SNAP interface. The selected contractor should support the M&E of this WOW function and associated interface. | |
| The System will require the collection of all data necessary to establish an Electronic Benefit Account (EBA) for the cardholder. This data will include, but may not be limited to the household and participants names, the ID numbers for the household with those for the participants linked to the household and the name and address of the person to be the assigned cardholder for the household. The System will support the creation and maintenance of an EBA for each WIC household. | ||
| The System shall maintain records for searching, viewing and updating. | ||
| Outputs = participant Identification Number, Household Identification Number and new data base record | ||
| Search for Applicant / Participant Record | ||
| The System will support the searching search and display of individual participant and family records for viewing or subsequent updating based on participant data entered by the user on the search screen. | ||
| The System will perform a check for dual participation (or to see if a record with the same data exists in the database) based on entered information and will inform the user of possible duplicate records. | ||
| The System will allow a user to view participant / family address information, that has been entered on the intake screen prior to creating and / or saving a record. | ||
| The System will support the geocoding of the participant's address information. | Currently WOW has a NJ standard GIS service integrated for geo location inquiry. The selected contractor should support the M&E of this WOW function. | |
| The System will have a method for use of search criteria for names that allows for variations in spellings, such as a search for similar sounding names (Smith, Smyth, Smythe), sounds like and the use of a wildcard character. | ||
| The System will preform search function and allow searches by current name and any previous or alias names. | ||
| The System's search function will allow for the configuration of the search screen by an application administrator, including the ability to add, delete, and change data elements and the order of displayed search elements. | ||
| The System's search function will allow results to be sorted by clicking on a results column header (i.e., 1st click would arrange results in ascending order, second click in descending order). | ||
| The System will allow searching for participants by key entry of the card's PAN or by swiping the card. | ||
| The System will provide searching and display of data be the household' EBA. | ||
| Outputs - Screen display of matching records and screen display of selected records | ||
| Manage Application Process | ||
| Maintain Basic Information on Applicant / Participant | ||
| The System will support determination that the applicant meets or does not meet the basic requirements for category, residence, and income. | ||
| The System will support the processing of individuals already certified who are relocating from within or out of state receive priority over new applicants, and are generally enrolled immediately to minimize the interruption of services. | ||
| The System will support the input of applicant/participant data (demographic, eligibility, and health data) needed to process a certification. | ||
| The System will link the records of participants associated with the same family/household/EBA. | ||
| The System will allow participant to family links to be changed as family/household associations change. The history of participant to family relationship will be maintained. | ||
| The System will allow records and documents associated with and relevant to the application process to be scanned and associated with the applicants application. | ||
| The System will support the editing of new and saved applicant data or existing records for family/household members, and family/household records. | ||
| The System will support the retrieval and display of family and family-participants information. | ||
| The System will maintain the certification data that is the basis for eligibility. | ||
| The System will maintain the historical basis of participant eligibility. In the event there is a change to eligibility information historical information will be maintained and not overwritten. | ||
| The System will support the entry of an alias name. The history of previous names will be maintained. | ||
| The System will support multiple languages for instruction and training materials to participants. At a minimum, the system will support English and Spanish languages for all emails and notifications. | ||
| The System will support the formatting and signing for self declaration for Identity/Income/Residence. | ||
| The System will support the entry and maintenance of rules used in the determination of applicant eligibility. | ||
| Outputs = Screen display of data | ||
| Screen Applicant for Prior Participation | ||
| The System will perform automated checking for dual participation in WIC and accept user input of applicant data checking to ensure that the person is not under a current disqualification from NJ WIC. | ||
| The System will compare data such as participant name, address, date of birth, racial/ethnic code, and sex to identify possible dual participation. If a match is found, the system will display possible dual participation records to inform the WIC staff of the possibility of dual enrollment, and allow the WIC staff to determine if, in fact, the record in the system is for the same person. | ||
| The System will accept user input to flag potential dual participation matches for investigation. Flagged applications must be "cleared" before the application can complete the certification process. | ||
| Outputs = Screen display of prior enrollment and notice of dual enrollment to be provided to the applicant. | ||
| Determine Adjunct or Automatic Income Eligibility | ||
| The System's Adjunct Eligibility processing function will enable the user to indicate whether an applicant - the household, or one or more of the applicant’s family/household members - is adjunctively eligible for WIC as a result of their eligibility for, or enrollment in, one or more other adjunctively eligible benefit programs. | ||
| The System will capture the name of the program that is the basis for WIC adjunctive eligibility for one or all WIC applicants/participants of the household. | ||
| The System will allow for the documentation of proof documents used to determine adjunct eligibility and support the scanning of documents which can be attached to the participant's/household's record. The applicant should provide documentation of adjunct income eligibility by showing, for example, a SNAP notice of eligibility and the system should accept and record the documentation provided as proof. | ||
| The System will accept user input of participation in adjunctive eligibility program(s), self-declared income, and household income information and will update participant data store for all members of the family / household, as applicable. | ||
| he System will enable the SA to enter all the adjunct programs in which will be used to determine an applicant adjunctive eligible | ||
| The System will allow user input of income levels that exceed maximum allowed level if the participant or household has been determined adjunct or automatically eligible. The System will permit the user to enter an income level that exceeds the maximum allowed for WIC only if the applicant is participating in TANF, SNAP or Medicaid or, if applicable, other programs that convey automatic income eligibility. | ||
| Outputs = Screen display of adjunct or automatic income eligibility status | ||
| Determine Documented Income Eligibility | ||
| The System will accept information related to an applicant’s income and will automatically determine if the household/person is income eligible based on reported data and the number of members of the household and the WIC current Income Eligibility Guidelines, published annually and maintained in the system. | ||
| The System will provide for entry of income by source, amount, range and period (i.e., week, month, etc.) | ||
| The System will accept and process income in any of the following increments: weekly, bi-weekly, twice-monthly, monthly, and annual. The system will compare the income reported by the applicant to the maximum income allowed for the household size, and identify income that exceeds the maximum. If the income fluctuates or is episodic, WIC staff may need to enter several amounts into the system to obtain a monthly or annual income amount that can be used for comparison to the allowable maximum income limit. | ||
| The System will perform all necessary calculations to determine the income amount to use for the income assessment and will compare the amount to income guidelines to determine income eligibility. The System will display if the household is income eligible or over-income based on the calculations performed. The System will also maintain the date of this income determination. | ||
| The System will allow for entry of multiple sources of income for the household and the frequency of the income received for all members of the household in the system calculated income eligible determination. | ||
| The System will capture information about the proof of income documentation used (e.g., pay stub, tax statement) and the date of income documentation. | ||
| The System will allow for a foster child to be a part of a WIC household, but his/her income will be assessed separately. | ||
| The System will store the income calculation in the individual’s record for those individuals determined income eligible. | ||
| For applicants determined ineligible, the System will maintain income information, along with the reason for ineligibility. | ||
| When the applicant/participant income eligibility guidelines are not met and determination is made of ineligibility of income, the System will generate and print a notice or provide an electronic notice that could be emailed or texted to the household indicating reasons for ineligibility and explain under what circumstances the individual may become income eligible in the future. | ||
| The System will display status of income eligibility determination and update Participant Ineligibility Date and Participant Ineligibility Reason Code if income exceeds guidelines and the participant is not adjunct eligible. | ||
| The System will apply income eligibility determination to all applicable members of the family/household. | ||
| The System will automatically terminate applicants who have not provided income documents within applicable timeframes and provide notification of the applicants who were terminated. | ||
| The System will support start and end dates for the income guidelines levels to ensure income comparisons occur based on the correct income guidelines. Historical or upcoming income guidelines records will be resident in the system, but only one set of guidelines can be active for income determination at any time. | ||
| The System will compare income data, including income sources, amounts and frequency for all household members to determine accurate household income information. Individuals in the same family/household with differing incomes should be assessed as separate economic units. | ||
| Outputs = Screen display of individual's/household's income; Ineligibility notice to ineligible applicants; Termination notice if documentation is not provided within applicable timeframes or household/participant becomes over income during their certification | ||
| Manage Waiting List | ||
| For each local agency, the System will maintain a waiting list, if determined necessary by the SA, of the applicants by priority who wish to enroll in the WIC Program but can not because the caseload is full. | ||
| As caseload slots become available, the System's Wait Lists will identify applicants on the waiting list by priority level so the higher risk applicants are certified onto the WIC Program before the lower priority applicants. | ||
| The System's wait list management functionality will support the retrieval, sorting, and display of wait listed applicants by priority. | ||
| The System will remove an applicant from the waiting list once they are certified or determined not to be eligible for WIC benefits. | ||
| Outputs = Printed report or screen display of waiting lists by Local Agency; Notification of waiting list status. | ||
| Nutrition Risk Assessment | ||
| Maintain Applicant Nutrition and Health Characteristics | ||
| The System will support the assessment of the applicant’s nutrition and health characteristics to determine the appropriate nutrition risk conditions, nutrition education messages, food package prescription and health care/social service referrals. | ||
| The System will have questions used for data collection maintained for each specific category of participant. | ||
| The System will support the evaluation of an applicant’s health and nutrition information and progress using Value Enhanced Nutrition Assessment (VENA) questions, other types nutrition assessment questions or other means of interviewing household members to gain health and nutrition and social assessments. | ||
| The System will enable the data used for certification to be modified as necessary throughout the individual’s application and certification periods, but not after the end of their certification period. | ||
| The System will accept and maintain the history of participant nutrition data, participant health assessment data, breastfeeding data, etc. collected and used for nutrition assessment, risk factor determination and certification. | ||
| The System will support the retrieval and display of participant nutrition assessment data. | ||
| The System will calculate automatic risk factors based on nutrition, health and medical assessment data and other data entered. The System will allow authorized WIC staff to identify additional risk factors, as applicable. The System will also allow the user override of system generated risk factors, as appropriate. | ||
| Data that are the basis for eligibility determinations will be maintained in the System. | ||
| The System will maintain the risks associated with each participant based on the nature and longevity of the risk and maintain a history of risk assessment from precious certifications. | ||
| The System will support the capture and maintenance of participants' food allergy information. | ||
| The System will support the data collection as defined in the PC Report, PedNSS, and PNSS or other FNS reporting request/requirements. | ||
| Outputs = Screen display of participant nutrition assessment data, including data collected for PC Reports, PedNSS and PNSS report data and other FNS participant reports regarding participant and household data | ||
| Calculate Body Mass Index and Produce Automated Growth Charts | ||
| The System will support the entry and maintenance of current and historical anthropometric data. | ||
| The System will allow entry of the date measurements and the date of the measurements taken and will alert the user if the measurement was taken outside of the acceptable timeframe. | ||
| The System will alert user of risks when anthropometric data is outside the norm. | ||
| The System will calculate the BMI based on entered data and CDC standards and will support the use of calculated BMI data as the basis for assessing and assigning automated nutrition risk of WIC applicant. | ||
| The System will plot and generate graphic growth chart or percentile chart, as applicable for the participant's age and sex, with participant’s data. | ||
| The System will automatically record the plots on the prenatal weight chart based on entered data. The system will maintain prenatal weight gain charts for women. | ||
| The System will display height, weight, and head circumference measurements (if head circumference measurement is available) for infants. The System will display height, weight and BMI values and percentiles for children older than 2 years old and women. | ||
| The System will calculate gestational age, for premature infants, when plotting growth charts. | ||
| The System will support the display and printing, or the provision of electronic files that can be emailed to the participant, of growth charts for all participant categories, based on historical anthropometric data on the participant. | ||
| The System will be able to accept updated growth data and recalculate the growth chart to show current and previous values. | ||
| The System will record and track changes from previous anthropometric measurements of height, weight and percentiles by age and sex to display the participant's growth for infants and children and changes in weight for women. | ||
| Outputs = screen display of growth charts and printout (hardcopy printout and electronic version for data transmission to participants of the growth charts | ||
| Capture and Document Blood Test Results | ||
| The System will support the screening of participants based on the results of blood tests for all WIC applicants, except for infants younger than the State defined minimum age. | ||
| The System will accept entry of bloodwork results done at appropriate times in accordance with program regulations and will maintain results in the participant's record. System will maintain a list of scheduled intervals and will alert authorized WIC staff of scheduled of bloodwork due for participants. | ||
| The System will support the identification, display, and reporting of applicants that do not have bloodwork data entered and participants requiring bloodwork. | ||
| The System should not accept the entry of a blood test date that is outside the appropriate range based on the applicant's category. | ||
| At the State agency’s option, if an individual is eligible based on income and has at least one qualifying nutrition risk present at certification, the individual may be certified without a blood test for a period based on regulations. Participants who do not have blood test results within the applicable timeframe should not be terminated by the system. | ||
| The System will automatically assign risk factors and priority, as applicable, based on recorded bloodwork test results. Based on the level of the bloodwork data entered the System may also flag the participant as high risk. Based on the level of the bloodwork data entered the System may also flag the participant as high risk. | ||
| The System will identify, display, and report participants, by category, with missing bloodwork data after the applicable period and summarize this information for the SA and by Local Agencies. | ||
| Outputs = Screen Display or Printed List or Electronic File of participants needing bloodwork | ||
| Determine Nutrition Risk and Calculate Priority | ||
| The System will support the determination of risk factors based on the participant information provided by the applicant/parent/guardian and using the priority and allowed risk conditions for the participant category. | ||
| The System will allow data retrieval and display from the participants records. | ||
| The System will support the automatic assignment of risk codes for each applicant based on the applicant data (i.e., blood test results, height/weight measures, etc.) and participant category as captured in the system. | ||
| The System will support the ability of WIC authorized staff to add additional risk codes to those system generated automatically assigned or override risk factors assigned by the system, if documentation is added to the record to support the removal of the risk factor. | ||
| Based on the risk factor(s) entered or assigned the System may flag the participant as high risk. | ||
| The System will not allow the use of regression/fear of regression for the same risk condition for consecutive certification periods as defined by SA policy. | ||
| The System will accept user input of new Participant Priority Level Code and store the participant data. | ||
| The System will support the entry of Nutrition notes and Care Plans for all participants, but require a Care Plan for a participant identified as a high risk participant. | ||
| Outputs = Screen display of nutrition risk assessment, Screen display of priority level | ||
| Complete Certification | ||
| Assess Applicant for Temporary Certification/Presumptive Eligibility Requirements and Documentation Status | ||
| The System will allow the applicant to be certified temporarily or the pregnant woman to be presumptively eligible and flag their records for temporary certification/presumptive eligibility if full documentation is not available at the time of the certification appointment. | ||
| The System will allow for recording of the type of documentation missing from required certification data and determine date missing information is due for use in processing conditional/presumptive eligibility status. | ||
| The System will provide notification of missing documents and their due date. | ||
| System will monitor the time an applicant is in a temporary or presumptively eligible state and track expiration of eligibility as well as the needed documents. | ||
| The System will support monitoring of temporary or presumptively eligible participants and will notify agency staff of needed documentation prior to the expiration of the certification period. | ||
| The System will flag records to ensure that benefits cannot be issued for a timeframe greater than the approved timeframe unless missing documentation is provided. | ||
| The System will support the notification of participants that benefits will terminate if income or other needed documentation is not provided by a specific date as determined by regulations and SA policy. | ||
| The System will support the notification of ineligibility/termination for pregnant women presumptively certified that do not meet any risk conditions within the appropriate timeframe. | ||
| The System will limit food package issuance until a proof documentation has been provided for applicants who are temporarily certified and for pregnant women who are deemed presumptively eligible. | ||
| The System will capture that applicants were physically present at the certification visit or the reason for an exception. | ||
| The System will generate a notice for the applicant with the date that specific documents must be provided. | ||
| The System will automatically terminate the participant after the applicable timeframe and prevent issuance of food package if documents are not provided. | ||
| The System will support the display of applicant/participant provided supporting documentation. | ||
| The System will support the display of participants that need to provide documentation and the needed documentation. | ||
| The System will support the display or printed report of participants automatically terminated by the System because of missing certification documentation. | ||
| The System will notify terminated applicants or temporary participants that they are terminated due to their failure to provide required documentation by the stated date. | ||
| Outputs =Screen display of documentation recorded, Notice of documents needed and data due, Screen display of participants that need to provided documentation, Screen display or printed report of participants automatically terminated by the system because of missing certification data, Notice of ineligibility/termination for pregnant women presumptively certified that do not meet any risk conditions within the appropriate timeframe | ||
| Certify Applicant | ||
| Based on the data entered into the System and rules maintained by the SA the System will determine whether an applicant is eligible to be certified to the NJ WIC Program. The System will run an algorithm to determine if all certification conditions have been met and if so, update Participant record as Certified. If all certification conditions are not met the System will update the certification status as ineligibility/termination or allow user to enter missing data and attempt the complete the certification again. | ||
| The System will automatically calculate the date the participant’s certification start and expiration of the certification period. | ||
| If there is missing information required for a certification, the System will alert the user of what information is missing. | ||
| The System will support issuance of notification of certification information, provide notification to the applicant or participant of certification or not certified or the termination decisions and rights and responsibilities, including the reason if certification can not completed. The System will record and track this information within the participants record. | ||
| The System will allow for card issuance to the Authorized Representative of Alternate Representative for the Household as part of the certification process. The card will be linked to the EBA and all participants in the household. | ||
| The System will establish an Electronic Benefit Account (EBA) for each household containing WIC participants. The system will allow updates to the EBA, as needed. | ||
| The System will provide real time interface to notify the EBT Host of each EBA established for the certified participants in the household and link the EBA to the card issued. | ||
| Outputs = Notification of next certification date, Notification of ineligibly or termination, if applicable | ||
| Maintain Proxy/Alternate or Authorized Representative (for Cardholder) Information | ||
| The System will collect and maintain minimum data to establish a record of the Authorized Representative or Alternate Representative to be the eWIC Cardholder. | ||
| Historical information will be maintained for the Authorized Representative, Alternate Representative and Proxy and track to whom the card(s) were issued. The System will also maintain dates of effectivity and active / inactive flags. | ||
| Outputs = Screen display of Authorized representatives, Alternate Representatives or Proxy information, Screen display of cardholder information, including when the card was issued to the proxy or other alternate representative | ||
| Issue Food Package | ||
| Select and tailor food prescription | ||
| The System will maintain a database of food packages for each category of participants, including food package options (i.e. cheese in place of some of the milk, kosher food packages, etc.). The System will validate the accuracy of the food packages included in the food package database. | ||
| The System will suggest eWIC food packages for the participant based on the participants category and age and support the assignment for the participant's particular food package. | ||
| The System will capture data about the participant’s assigned food package and the schedule for food benefit issuance. The System will default to the standard 3 month issuance frequency, but allow selection of only 1 or 2 months. | ||
| The System will provide full functionality to manage the issuance, ordering, invoicing, tracking and maintenance of data for special formula ordering through a formula warehouse, currently CAP of Lancaster. | ||
| The System will verify that the prescribed food package and participant category match (i.e., a child cannot receive an infant package without documented medical reason). | ||
| The System will capture when medical documentation is needed for special formula/food packages and record and maintain the record of the medical documentation provided, including the timeframe for which the documentation is valid. If required medical documentation is not recorded in System or the medical documentation time period has expired, the System will not allow the issuance of the special formula or food requiring the prescription/medical documentation. | ||
| The System will allow tailoring of food package to adjust or modify the contents or quantifies of food items in a food package providing tailoring/food package changes are within food package guidelines. | ||
| The System will provide for an authorized WIC staff to tailor/change an individual participant's food package prescription at any time within a certification period if medically or nutritionally warranted. Tailoring will not be allowed to result in exceeding the maximum food package amount allowed by FNS regulation. | ||
| The System will allow the capture of the reason for the food package tailoring. | ||
| The System will automatically complete changes to a participant’s food package when the participants age milestone or participant category changes transitions are reached, based on food package rules. | ||
| The System will not allow benefits to be issued for a timeframe greater than the certification period or other approved timeframe. | ||
| The System will capture and store the history of issued food packages for each participant consistent with the participant’s categorical status and age. | ||
| The System will combine participant food packages issued into a aggregated family food package. | ||
| Outputs = Screen display of participant food package data, Printed report of food benefits prescribed per participant and household | ||
| Change food prescription | ||
| The System will allow changes to issued food packages when medically and nutritionally necessary for, including but not limited to, infant formulas. The System will capture the reason for the food package change. Food package changes will be allowed in the System according to the FNS requirements including the WIC regulations and WUMEI, TIG and WIC EBT Operation Rules. | ||
| The System will support food package changes, however preventing over issuance or issuance of any food items that are not allowed for the particular participants category or age. | ||
| The System will support the display of appropriate food packages issued to the participant and the aggregated amounts for the family for each month of issuance. | ||
| The System will prevent the issuance of any inappropriate food packages or non-allowed food items for the participant's category and prevent over-issuance of food package quantities. | ||
| The System will support the printing of the benefit summary or producing an electronic copy of the benefit summary and produce printed reports of all food benefits prescribed, by Clinic, Local Agency and Statewide. | ||
| The System will allow adjustments down or deletion of the issued quantities of the category/subcategory for current and future months. The System will allow deletion of food items or reduction of amounts of food items based on State-authorized proration schedules or at the request of the WIC participant. | ||
| The System will allow food package changes for the current and future months in the event of a change to the participant's nutritional need or participant category change (i.e., mother going from fully breastfeeding to partial breastfeeding and needing formula for the infant or discovery of an allergy). | ||
| The System will allow food package change for infants transitioning from infants to children without a complete recertification at 13 months as some infants are certified in infancy for a period that extends into 1 year of age. | ||
| The System will include functionality to calculate for food equivalency, for example, replacing x ounces of concentrate formula with y ounces of powered formula. | ||
| The System will maintain a history of food benefit prescriptions assigned and all food package tailoring and changes made to the food packages for tracking and reporting purposes. | ||
| The System will include an approval function to record and track the approval provided by a certified staff member (CPA or State staff as defined by policy) to make changes to food packages issued. | ||
| Outputs = Screen display of participant updated food prescription data, Printed report of food package prescribed by participant and household | ||
| Process Participant Changes and Transfers | ||
| Change family/household grouping | ||
| The System will capture and process changes, as necessary, to the household and individual participant data, including but not limited to, demographic data, income, family/household grouping, Cardholder (authorized rep or alternate rep or proxy) or participant status. | ||
| The System will display list of existing participants and family/household grouping. | ||
| The System will accept user selection of an existing family/household grouping or generate new family/household. | ||
| The System will allow changes in the EBA when one or more participants from the family are added, deleted or transferred. | ||
| The System will update household and participant data with new Participant Family/Household and Participant IDs, if necessary when family groupings are changed. | ||
| Outputs = Screen display of participant's undated family/household grouping, Screen display of changes to participant/household records | ||
| Change Participant Status and/ or Category | ||
| The System will allow authorized users to change the participant status or category, as applicable. User initiated changes would include, but not limited to, pregnant to postpartum, fully breastfeeding to postpartum non-breastfeeding, fully breastfed infant to partially breastfed or fully breastfed. Changes will be recorded in the System and food package issuance rules will be applied to the new category. | ||
| The System will accept user input of participant identification number and retrieve and display current participant status or category. | ||
| The System will automatically change the participant’s category when applicable (e.g., when an infant becomes 1 year old, when a child's age provides for a different category or when a post partum women is no longer eligible). | ||
| The System will update the participants' records with user initiated updated status or category or system generated updated status or category changes, as applicable. | ||
| The System will add to or update an existing record to show an applicant as ineligible and the participants' termination/non-eligible reason, when applicable. | ||
| The System will change the allowed food packages based on the status changes. | ||
| The System will allow recording an infant or child as a foster child and removing the status of foster, as applicable. The System will retain theses changes, as well as the dates of the changes. | ||
| The System will generate a notice of participant changes in category and a non-eligible or terminated status. | ||
| The System will maintain a history of participant and family/household changes. The participant history will be viewable by individual, including all families/households to which the individual has belonged, and by family/household, displaying all individuals that are currently or have previously been linked to the family/household (EBA). | ||
| Outputs = Screen display with participant category or status change, Notice to household of participant changes | ||
| Process In-State Transfers | ||
| The System will allow for the transfer of individual participants and families/households across Local Agencies within New Jersey. The System data for households or participants will be immediately accessible so services and benefits will not be disrupted with in-state transfers. | ||
| The System will update authorization to access of the transferred participant or household to the complete record at receiving agency. | ||
| In the event that a participant needs to be transferred from a family to a foster care family or from one foster care family to another, only the individual benefits for the foster child will be de-aggregated then deleted from the original family and transferred to the receiving family. | ||
| In the event that a child is transferred out of a WIC family to another WIC family (or a newly created WIC family) only the individual benefits for the child or children being transferred will be de-aggregated then deleted from the original family and transferred to the receiving family. | ||
| The System will maintain a history of changes to family/household grouping of individual participants and other identified data due to transfers. | ||
| The System will update the Participant or Family /Household records with participant and family information resulting from transfers. | ||
| Outputs = Participant transfer information, Screen display and report of transfer information | ||
| Process Out of State Transfers and Produce VOC | ||
| The System will provide for out of state transfers into New Jersey WIC and produce a Verification of Certification (VOC) for use with transfers out of New Jersey WIC to other out of state WIC Programs. | ||
| The System will maintain the history of all transfers from one Local Agency in New Jersey to another, transfers to New Jersey WIC Clinics from out of State and the provision of VOCs for those participants transferring out of State. | ||
| Outputs = Verification of Certification (must be signed or stamped by the Local Agency), Report of VOCs produced |
Nutrition
| Nutrition Education, Health Surveillance, and Referrals | Functional Requirement Description | Additional Comments |
| Maintain Nutrition Education Data | ||
| Create Participant Care Plan | ||
| The System will enable authorized WIC staff to create, view, update and maintain a participant "Care Plan". | ||
| The System will allow for automatic entry of health and nutrition data entered, referrals and other data from the intake record to the Care Plan. For example anthropometric measurements, risk factors and referrals made should automatically be populate in the Care Plan. The System will, also, enable authorized users to retrieve relevant participant data from Participant record for the entry in the Care Plan. | ||
| The System will allow for the Care Plan to be updated at each clinic visit or family/household contact and will maintain in the Care Plan appropriate historical information. | ||
| The System will allow for recording of Nutrition Education Goals, follow-up and outcome of the goals. | ||
| The System will enable authorized users to display the Care Plan and also print or provide an electronic copy of the Care Plan for the WIC participants, if desired. | ||
| The System will include a free-form text/notes area for WIC staff to record comments and observations. | ||
| Outputs = Screen Display and Printout (both electronic if to be emailed/texted to household and hardcopy) of the Care Plans | ||
| Track Nutrition Education Contacts and Topics Covered | ||
| The System will capture the nutrition education topics presented to adult participants and the parents or guardians of infant and child participants, and wherever possible, the child participant themselves, throughout the certification period in authorized means of delivery (individual, group, online, remote). | ||
| he System should support online nutrition education lessons/sessions, with the ability to sort by lessons by categories of nutrition topics. | ||
| The System will track the WIC offering and completion of required nutrition education for parents/caretakers. The system should allow for nutrition education delivery via online mechanisms (recorded seminars, Webinars, etc.) either directly or through a third party system. When the WIC participant or caregiver completes the nutrition education online the system will track completion of the nutrition education. | ||
| The System should support WIC registration and use of online education lessons. | NJ WIC is using http://njwiconline.org/ for participant online education. | |
| The System will record the successful completion of the education lessons, online or other types of approved lessons, and provide notice to the applicable WIC Clinic staff. | ||
| The System will allow for recording all nutrition education topics covered by the participant or family and apply to the records of all participants in the family. | ||
| The System should produce a report listing the number of nutrition education contacts received by the household/participant to enable the WIC staff to know which participants need additional education contacts. The report listing will provide which nutrition education are most and least commonly completed by the WIC participant. | ||
| The System will automatically update the Care Plans with the nutrition education provided/completed. | ||
| When a participant/parent/guardian attends a group nutrition education class, the topics covered in the class will be automatically documented for all appropriate family/household members in the class. | ||
| The System will allow the WIC staff to assign credit for classes completed by all WIC participants, including notation if they are high-risk participants. | ||
| The System should have the ability to connect to a third party system, website or other Nutrition education sites (e.g., http://njwiconline.org/) to retrieve or link to educational materials for participants. | ||
| Outputs = Screen display and printout of nutrition education provided; Screen display and printout of nutrition education completed. | ||
| Perform Participant Referrals | ||
| Track Incoming and Outgoing Referrals | ||
| The System will allow WIC staff to record the provision of referral information on health-related and public assistance programs to WIC applicants and participants/parents/ guardians/ Head of Household. The referral list will be specific to the Local Agency to include resources available in the area of the location of the Local Agency (e.g., local food bank, etc.) as well as statewide resources (e.g. Medicaid, SNAP, etc. | ||
| The System will maintain and make available for distribution to all applicants, participants, parents or guardians a list of local resources for drug and other harmful substance abuse counseling and treatment. | ||
| The System will support the categorization of available referrals and referrals made to the WIC households. (E.g., food assistance programs, health programs, breastfeeding support, rental assistance, etc.) | ||
| When a referral is made, the System will allow recording of the name of the program which the participant or household was referred during each certification period. | ||
| The System will track data about the referring program / agency and the frequency of the program/agency making the referral to WIC. | ||
| The System will accommodate outgoing referrals by prompting the WIC staff to make the referral, by recording instances where an applicant/participant/family was referred and to what referral agency, and by recording the identity of the person making the referral. | ||
| When a participant is referred to another health care/social service providing agency, the System will record the referral in the Participant Care Plan. The WIC staff member will also be able to update and provide additional details regarding the referral in the Participant Care Plan and the outcome of the referral as reported by the WIC participant/parent/guardian at subsequent WIC appointments. | ||
| The System will update the Care Plan when an outgoing referral is provided. | ||
| The System should track referrals and produce a report of the number of individuals referred to and from other programs/referral agencies. | ||
| The System will allow recording of the follow-up information regarding the referral (e.g. Was the referral contact completed by the participant/parent/guardian?, What was the results of the contact is completed? and if the contact was not completed, why? | ||
| Outputs = Referral notice; Referral transaction file | ||
| Provide Voter Registration Information | ||
| Provide Voter Registration Information | ||
| The System will capture the efforts expended to capture of Voter Registration Status, referrals for voter registration or the distribution of Voter Registration forms. | ||
| The System will require data to be entered regarding the voter registration status of the WIC participant/parent/guardian. | ||
| The System will accept user input of applicable participant offered voter registration services. | NJ policy requires the voter info/registration to be asked every time during cert/recert. | |
| Each time a family's address change is made in the System, the system will alert the user that a new voter registration form may be needed. | ||
| For participants less than 16 years of age the System will alert the WIC staff that voter registration is not applicable. | ||
| Output = Voter Registration Report | ||
| Determine Immunization Status | ||
| Screen and Refer Participant for Immunization Services | ||
| The System will support screening and referral for immunizations using the WIC staff review of immunization records. | ||
| The System will be used to document that the immunization record was reviewed, the current immunization status, and when the participant was referred for immunization services (if necessary), or the reason the participant was not referred. | ||
| The System will allow the WIC staff to input of immunization data and referral information and update this information in the participant's record. | ||
| The System will support the capture of participants / parent / guardian granting consent for sharing immunization data with outside entities, if applicable. | ||
| Outputs = List of participants referred (with SA selected parameters) in Electronic File on appropriate media for sharing; Screen Display and Report of reason referral was not made; Report of participants needing immunizations |
Food Managment
| Food Management | Functional Requirement Description | Additional Comments |
| Maintain Food Categories/Subcategories | ||
| Maintain Food Category/Subcategory Table | ||
| The System will maintain the New Jersey eWIC Category/Subcategory List Table using categories and subcategories from the National Category/Subcategory list. The System will support updates to the this table as needed. | ||
| The NJ WIC category/subcategory table will contain the category and subcategory codes, category and subcategory names and descriptions, and units of measure. | ||
| The NJ WIC category/subcategory table will allow for establishment of broad banded food subcategories within specific categories, as applicable. | ||
| Outputs = Display, report and electronic file of the NJ WIC Category/Subcategory Table | ||
| Maintain Foods and Food Package Information | ||
| Establish and Maintain Approved Foods | ||
| The System will support the ongoing maintenance of the NJ WIC Approved Product List (APL) based on the Category/Subcategory Table and interface with the EBT Host. | ||
| The System will support adding food items to the NJ WIC APL as needed and provide updates to the EBT Host within 1 to 2 days after entry into WOW. | ||
| The System will provide authorized WIC staff with the ability to associate food with a specific subcategory, unit of measure and record the amount of the unit of measure (package size). | ||
| The System will allow the changes of informational updates to any UPC or PLU in the APL, with those changes sent from WOW to the EBT Host. | ||
| The System will allow food item deletions, with a date associated for the deletion. (E.g., immediately after EOD communication with the EBT Host or a month in the future.) | ||
| The System will report the total sales of food products (by UPC) to assist the SA in maintenance of the UPC database/APL. | ||
| Outputs = Screen display, report and electronic file of the NJ WIC UPC database (APL) that contains the WIC approved foods and food item details | ||
| Set Up and Maintain Food Package Data | ||
| The System will support the creation and maintenance of WIC food packages. The System will also need to be able to update the food packages created by the SA when changes are needed. | ||
| The System will allow the add or update and maintenance of approved food for food packages and creation of deletion of food packages. | ||
| The System will require each food package to be associated with a participant category and subcategory. | ||
| The System will verify established food packages meet the food items and amounts authorized for the specific categories of WIC participants according to FNS regulations. | ||
| The System will support suggesting standard food packages for different categories of WIC participants or different nutritional requirements, and prohibit the issuance of food packages not allowed for the a participant category. | ||
| The System will provide for the food packages to include all required category and subcategory amount, including CVB dollar amounts and broadband categories. | ||
| Outputs = Screen display, report and electronic file of all approved food packages with associated participant categories | ||
| Determine Food Package Proration Schedule | ||
| The System will have the capability to establish prorated food package to be used for late benefit pick-up or to allow for synchronization of participants in a household with the same food benefit issuance start date. | ||
| The System will establish prorated food packages and utilize a rolling month issuance schedule for determining prorated food amounts. | ||
| The System's Food Package proration process will maintain a schedule of proration percentages that are used in the calculation of prorated food amounts. The proration schedule will be based on number of days remaining in the participant's benefit issuance period. |
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