SRC0000030623 - Exhibit 4 MIS Provider Scope of Work_A1.xlsxSRC0000030623 - Exhibit 4 MIS Provider Scope of Work_A1.xlsx
XLSX spreadsheet 118 KB Posted
- Solicitation number
- SRC0000030623
- Issued by
- Ohio
About this file
Summary
This is an Exhibit 4 Scope of Work requirements matrix for the Ohio Department of Health's Special Supplemental Nutrition Program for Women, Infants and Children (WIC) Management Information System (MIS) Provider RFP. The document establishes comprehensive functional and technical requirements that offerors must address across thirteen major categories: project staffing and management, system design and development, new MIS requirements, system development, system configuration, data migration and conversion, training, testing, pilot implementation, statewide rollout, hosting, security, and disaster recovery. The scope encompasses all aspects of transitioning Ohio's WIC program from an internally managed system to a contractor-managed MIS, including participant certification, nutrition education, food benefit issuance via EBT, vendor management, financial management, caseload management, and operations management. Key deliverables include work plans, staffing plans, project schedules, change management plans, joint application design sessions, gap analyses, test plans, user acceptance testing, and comprehensive training materials. The contractor must provide a browser-based, scalable system with interfaces to the WIC EBT Processor, online nutrition education platforms, and a participant portal, with three environments (test, training, and production) operational before user acceptance testing begins.
The contractor must provide six years of cloud-hosting with three optional three-year extensions, maintaining the hosting environment throughout the contract period with stringent security, availability, and disaster recovery requirements. All data centers must be located within the contiguous United States with real-time database replication to a disaster recovery site capable of resuming operations within one business hour. The contractor bears sole liability for data breaches and must notify the agency within two hours of any security incident discovery. Security requirements include compliance with NIST 800-53 Release 5.1.1, annual independent security assessments, monthly vulnerability scans, multi-factor authentication, encryption of sensitive data in transit and at rest, and adherence to Ohio IT standards. The contractor must maintain host response times under two seconds for 99 percent of online messages, provide onsite support during the first week of pilot and rollout phases, and establish a help desk for issue reporting and resolution. Monthly status reports, weekly status meetings during implementation phases, and bi-weekly meetings during maintenance and operations phases are required, with the MIS Project Manager required to remain assigned throughout the contract term.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Instructions
| Exhibit 4 MIS Provider Scope of Work |
| Each Offeror must complete the requirements matrix contained in this Excel spreadsheet. The fields are described below. For purposes of this Exhibit 4, "Project" has the same meaning as "Work" in the RFP. |
Requirement Number: Specific number assoicated with each requirement.
Priority: Identifies which functions/requirements/services are Required (R) or Optional (O).
Required (R) functions/requirements/services are items that must be provided.
Optional (O) functions/requirements/services are items that the Agency may want to exercise during the contract period. Costs for some of the optional functions/requirements/services are requested in Part 5 Cost Proposal Form.
If the functionality has been developed for another State agency, it will be available to the Agency.
Function/Requirement/Service: Description of the function/requirement/service.
Narrative Required?: The Agency would like the Offeror to provide narrative for requirements that have “Yes” documented in this column. These responses must be provided by Offerors in Exhibit 5 Required Narrative Responses.
Functionality Delivered: For each row (excluding headers), the Offeror should use an "X" to indicate how the Offeror's proposed System will deliver the Function/Requirement/Service.
OB: Delivered “Out of the box” as part of the proposed solution.
CI: Functionality can be delivered via a Configuration Item.
CS: Customized code or a separate product required to deliver functionality. If "CS" is selected, Offerors may provide a brief explanation in the field "Offeror Comments."
NS: Not supported, cannot deliver this functionality.
Effort Complexity: For each row (excluding headers), the Offeror should use an "X" to indicate the Offeror's level of effort required to deliver the Function/Requirement/Service. If the "Functionality Delivered" was answered "OB" Offerors may select "L" for Effort Complexity.
L: Low Complexity M: Medium Complexity H: High Complexity
Offeror Complies: Offerors must provide a “Yes” or “No” response in this column for each line item (excluding headers). If an Offeror is able to partially meet a requirement, the response should be "No" and a brief explanation can be provided in the next column "Offeror Comments." Yes: Indicates that this function/requirement/service exists or will be available by the time of contract execution, and the Offeror agrees to provide it under this contract. No: Indicates that the Offeror is unable to provide or does not agree to this function/requirement/service. A "No" response necessitates a comment in the Offeror Comments column. If an Offeror is able to partially meet a requirement, the response should be "No" and a brief explanation can be provided in the next column "Offeror Comments".
Offeror Comments: Information about why the Offeror will not, or may not, be able to comply must be provided in this column for all requirements where a “No” response is provided in the Offeror Complies column.
1-Project Staffing
| Requirement Number | Priority R=Required | ||||||||||||
| O=Optional | Function / Requirement / Service | Narrative Required? | Functionality Delivered | Effort Complexity | Offeror Complies | ||||||||
| Y /N | Offeror Comments | ||||||||||||
| OB | CI | CS | NS | L | M | H | |||||||
| 1 | -- | Project Staffing, Management, and Organization | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 1.1 | -- | Project Kickoff | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 1.1.1 | R | Within ten business days of contract execution, the Contractor must conduct a Project Kick-Off Meeting. The Project Kick-Off Meeting will be facilitated in-person, in Columbus, Ohio. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 1.1.2 | R | The Contractor must provide electronic copies of all meeting materials three business days prior to the Project Kick-Off Meeting. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 1.1.3 | R | The Contractor must provide meeting minutes within five business days of the Project Kick-Off Meeting. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 1.1.4 | R | The Contractor must coordinate with the Office of Management Information Systems (OMIS) to align development and testing activities for inclusion in project planning documents. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 1.2 | -- | Document Repository | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 1.2.1 | R | The Contractor must provide a document repository, such as SharePoint, throughout the contract period that is accessible to the Agency and the Contractor's project staff. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 1.2.2 | R | The Contractor must maintain electronic copies of documents and document updates on the SharePoint site. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 1.3 | -- | Project Management | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 1.3.1 | R | The Offeror must provide a draft Work Plan with the proposal. Refer to the Base RFP document, 4.B.1.h Work Plan, for details about what should be included. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 1.3.1.1 | R | After the Project Kick-Off Meeting, the Contractor must update the Work Plan. The Work Plan is subject to the review and approval of the Agency. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 1.3.2 | R | The Offeror must provide a Staffing Plan with the proposal. Refer to the Base RFP document, Section 4.B.1.i Staffing Plan and Time Commitment, for details about what should be included. | No | ||||||||||
| 1.3.2.1 | R | The Contractor, after Project Kick-Off, is responsible for updating the Staffing Plan with any updates needed. The Staffing Plan is subject to the review and approval of the Agency. | No | ||||||||||
| 1.3.3 | R | The Offeror must provide a draft Project Schedule with their proposal. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 1.3.3.1 | R | After the Project Kick-Off Meeting, the Contractor must update the Project Schedule. The Contractor must work in collaboration with the Agency's EBT Processor to develop a schedule that will accommodate the activities that both Contractors will undertake to complete the project. The Contractor must provide updates to this Project Schedule during the planning, transition and implementation phases of this effort. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 1.3.3.2 | R | The Project Schedule must be created in Microsoft Project and available in PDF format. The Contractor will deliver an updated version to Agency no later than ten business days after the Project Kick-Off Meeting. The Project Schedule is subject to the review and approval of the Agency. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 1.3.4 | R | The Contractor will provide a Change Management Plan that establishes a process for assessing potential changes to the project. This plan will include the process for assessing the impact and consequences a change would have on the project and will also include the formal process for approving a change. This deliverable will be discussed at Project Kick-Off, and a timeline for its delivery will be established with ODH approval. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 1.3.5 | R | For Deliverable reviews, the Contractor must plan for the Agency to have ten business days for initial reviews and five business days for final deliverable reviews after the Contractor has provided written responses and updates to the deliverable. |
| If multiple deliverables are submitted to the Agency for review simultaneously and they are greater than 15 pages in length or there are three or more deliverables delivered concurrently, the Agency will require an additional five business days for the initial deliverable review periods. | No | -- | -- | -- | -- | -- | -- | -- |
| 1.3.6 | R | The Contractor must provide monthly status reports, due on the second Thursday of the month. The Agency will provide the ODH Project Status Template that will serve as the basis of this report. The Contractor must notify the Agency in writing when the status report is delivered. |
| During Pilot and Rollout, the Contractor must provide metrics about defects and their resolutions/workarounds in the monthly status report. During the Maintenance and Operations phase, the Contractor must include an evaluation of the contractual SLAs in the monthly status report. | No | -- | -- | -- | -- | -- | -- | -- | |||||
| 1.4 | -- | Project Meetings, Staffing & Communications | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 1.4.1 | R | During the planning, transition and implementation phases of the project, the Contractor must facilitate weekly Status Meetings with the Agency and other Contractor staff. The Contractor must deliver agendas two business days in advance of the meetings and meeting minutes no later than two business days after the meeting. Meeting topics will include at a minimum: |
1. Status of scheduled tasks;
2. Concerns that may impact scope, budget, timelines, or quality;
3. Status of action items;
4. Tasks accomplished in the previous timeframe; and
5. Tasks expected within the next two weeks.
| Meeting minutes will include a summary of discussions, decisions, and action items. | No | -- | -- | -- | -- | -- | -- | -- |
| 1.4.2 | R | During the Maintenance and Operations (M&O) phase of the project, the Contractor must facilitate, at a minimum, bi-weekly (i.e., every other week) Status Meetings with the Agency. The Agency and Contractor may have additional meeting needs that must be scheduled on an ad hoc basis when needed. The Contractor must deliver Status Meeting agendas two business days prior to the meeting. Meeting topics will include at a minimum: |
Status of scheduled tasks;
Concerns that may impact scope, budget, timelines, or quality;
Status of action items;
Tasks accomplished in the previous timeframe; and Tasks expected within the next two weeks.
| Meeting minutes will include a summary of discussions, decisions, and action items. | No | -- | -- | -- | -- | -- | -- | -- |
| 1.4.3 | R | The Contractor must have the appropriate number and mix of project staff at all times to ensure the successful transition and operation of the MIS. The Offeror must define the number of staff, their roles, and responsibilities for each phase of the project. Key personnel from the Offeror subject to the approval of the Agency are: |
1. Project Manager
2. Business Analyst Lead
3. Development Team Lead
4. Database Administrator
5. Data Migration Lead
6. Testing Lead
7. Training Lead
| 8. Technical Writer | Yes | -- | -- | -- | -- | -- | -- | -- |
| 1.4.4 | R | The Offeror must provide the resume for the designated MIS Project Manager, meeting the following criteria: |
1. Bachelor’s Degree or five years of Project Management experience.
2. Minimum of three years of Project Manager experience.
3. Five years of work experience.
4. Experience supporting at least two WIC MIS projects, including the implementation of at least one EBT system.
| 5. PMP Certification is preferred but not required. | Yes | -- | -- | -- | -- | -- | -- | -- | |||
| 1.4.5 | R | The Agency may conduct interviews of key personnel prior to contract award in order to determine acceptability. | No | -- | -- | -- | -- | -- | -- | -- | |
| 1.4.6 | R | If any proposed key personnel are not currently employed by the Contractor, a letter of intent to accept employment must be included with the RFP response. | No | -- | -- | -- | -- | -- | -- | -- | |
| 1.4.7 | R | The MIS Project Manager must start work on the project no later than five business days after the effective date of the contract and will continue through the Agency’s written acceptance of the successful transition from the current MIS to new MIS and into the Operations Phase. | No | -- | -- | -- | -- | -- | -- | -- | |
| 1.4.8 | R | The Agency must continue to have an assigned MIS Project Manager for the entire length of the Operations Phase. During the Operations Phase, the MIS Project Manager must maintain regular and frequent contact with the Agency and designated staff members. | No | -- | -- | -- | -- | -- | -- | -- | |
| 1.4.9 | R | The Contractor must return general project calls and emails from the Agency or any designated contactor within one business day. | No | -- | -- | -- | -- | -- | -- | -- | |
| 1.4.10 | R | The Contractor must provide notification, whenever possible in advance, when the Agency's normal point of contact is expected to be unavailable. The Contractor must give the Agency contact information for an alternative or back-up point of contact. | No | -- | -- | -- | -- | -- | -- | -- |
2-System Design Dev
| Requirement Number | Priority R=Required O=Optional | Function / Requirement / Service | Narrative Required? | Functionality Delivered | Effort Complexity | Offeror Complies | |||||||
| Y /N | Offeror Comments | ||||||||||||
| OB | CI | CS | NS | L | M | H | |||||||
| 2 | -- | System Design and Development | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 2.1 | -- | Joint Application Design (JAD) Sessions | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 2.1.1 | R | The Contractor must conduct Joint Application Design (JAD) sessions to discuss conversion from the current WIC Ecosystem to the new MIS and the Agency's configuration and functional requirements. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 2.1.2 | R | The Contractor must provide the agenda for the JAD sessions at least three business days in advance to allow for resource scheduling. These sessions must be onsite in Columbus, Ohio. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 2.1.3 | R | The Contractor must document the decisions, choices, and plans in meeting notes due within five business days following the meetings. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 2.1.4 | R | The Contractor must obtain and assess the requirements of the Agency's future WIC EBT Processor's Interface Control Document (ICD). | No | -- | -- | -- | -- | -- | -- | -- | |||
| 2.2 | -- | System Walkthrough | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 2.2.1 | R | The Contractor must provide a final configuration session and present a comprehensive system design walkthrough to allow the Agency to view their decisions in relation to each other. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 2.3 | -- | Interface Design | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 2.3.1 | R | The new MIS must include all mandatory functions and fields listed in the WUMEI 2022. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 2.3.2 | R | The Contractor must participate in Requirements Validation Sessions with the Agency's future WIC EBT Processor. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 2.3.3 | R | The Contractor must collect and assess the requirements for the following interfaces: |
1. Future WIC EBT Processor
2. Online WIC Nutrition Education
| 3. Participant Portal/Mobile Application | No | -- | -- | -- | -- | -- | -- | -- | |||||
| 2.3.5 | R | Data documentation for the new MIS must include comprehensive metadata for any fields visible to end users or interfaces. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 2.3.6 | R | The Contractor must make the aggregate data (as specified in reporting requirements) available for export or direct access on a daily basis in a format that can be ingested onto the State's data and analytics platform. After an initial complete data transfer, daily transfers may be only for changes made since the last transfer. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 2.3.7 | R | The new MIS must have an open architecture allowing it to interface through generic, mature APIs with other relevant systems, and the Contractor must provide all relevant documentation. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 2.4 | -- | Gap Analysis | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 2.4.1 | R | The Contractor must collect requested changes during the JAD sessions and include an estimate of effort for them in a Gap Analysis for the Agency's consideration. | No | -- | -- | -- | -- | -- | -- | -- | |||
| 2.4.2 | R | During JAD sessions the Contractor must evaluate new MIS configuration needs in collaboration with the Agency to identify program requirements, terminology, policies, and Agency preferences that will impact system configuration. These configuration needs should be included in the Gap Analysis. Items to be evaluated include but are not limited to: |
1. Field labels
2. Food packages
3. Ohio WIC Projects
4. Security roles for selected WIC Project staff and state office
5. Nutrition assessment
6. Breastfeeding assessment
7. Automation used to assign risk codes and apply referrals to healthcare providers and services
8. WIC Vendor information
9. Program financials
10. Reporting
| 11. Prompts for system pop-ups | No | -- | -- | -- | -- | -- | -- | -- | |||
| 2.4.3 | R | The Gap Analysis must include proposed responses to identified system functionality gaps, including enhancements, data conversion, and changes to clinic flow and possibly process changes. | No | -- | -- | -- | -- | -- | -- | -- |
3-Req New MIS
| Requirement Number | Priority R=Required | ||||||||||||
| O=Optional | Function / Requirement / Service | Narrative Required? | Functionality Delivered | Effort Complexity | Offeror Complies | ||||||||
| Y /N | Offeror Comments | ||||||||||||
| OB | CI | CS | NS | L | M | H | |||||||
| 3 | -- | Requirements for the New MIS | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.1 | -- | Participant Certification | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.1.1 | -- | Create and Locate Data Records | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.1.1.1 | R | The new MIS must be able to add and/or restrict search options for participant records. | No | ||||||||||
| 3.1.1.2 | R | The new MIS must be able to create a new applicant record. | No | ||||||||||
| 3.1.1.3 | R | The new MIS must contain mandatory fields when creating a new household. | No | ||||||||||
| 3.1.1.4 | R | The new MIS must allow users to enter information at the household level to prevent duplicating documentation. | No | ||||||||||
| 3.1.1.5 | R | The new MIS must be able to seamlessly add additional members to existing household. | No | ||||||||||
| 3.1.1.6 | R | The new MIS must have a method for adding foster children to the foster parent account. | No | ||||||||||
| 3.1.1.7 | R | The new MIS must have a method to transfer the participant to a different household. | No | ||||||||||
| 3.1.1.8 | R | The new MIS must have the functionality to search for an applicant/participant record at the WIC Project, Clinic, and State levels. | No | ||||||||||
| 3.1.1.9 | R | The new MIS must provide wild card capabilities for the search function, as well as other user-friendly search options, such as partial names, county, dates, location of birth, sex, etc. (e.g.,: MI% to find Mike and Michael, etc.). | No | ||||||||||
| 3.1.1.10 | R | The new MIS must be able to sort all columns of search results that are contained within a data table (such as by date, last name, etc.). | No | ||||||||||
| 3.1.1.11 | R | In the new MIS, the search results must indicate the total number of records found in a search with the ability to export or copy the search results into a different program. | No | ||||||||||
| 3.1.1.12 | R | The new MIS must maintain the ability to cancel a long search for records to maintain high database performance. | No | ||||||||||
| 3.1.2 | -- | Manage Application Process | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.1.2.1 | R | The new MIS must maintain basic information on the applicant/participant. | No | ||||||||||
| 3.1.2.2 | R | The new MIS must be able to enter application information such as income at the household level to prevent duplicate entries. | No | ||||||||||
| 3.1.2.3 | R | The new MIS must be able to screen the applicant for prior enrollment. | No | ||||||||||
| 3.1.2.4 | R | The new MIS must determine adjunct or automatic income eligibility. | No | ||||||||||
| 3.1.2.5 | R | The new MIS must determine documented income eligibility. | No | ||||||||||
| 3.1.2.6 | R | The new MIS must maintain a waiting list. | No | ||||||||||
| 3.1.2.7 | R | The new MIS must include notices of participant-specific ineligibility that can be electronically generated and printed or emailed to participants. | No | ||||||||||
| 3.1.2.8 | R | The new MIS must be able to attach documents to the participant record. | No | ||||||||||
| 3.1.2.9 | R | The new MIS must be able to record proof of address, income, and other screening items that apply to the entire household at the household level rather than the participant level. | No | ||||||||||
| 3.1.2.10 | R | The new MIS must allow for a previously terminated participant record to be reinstated if still within a valid certification period. | No | ||||||||||
| 3.1.3 | -- | Determine Nutrition Risk of Applicant | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.1.3.1 | R | The new MIS must maintain applicant nutrition and health characteristics. | No | ||||||||||
| 3.1.3.2 | R | The new MIS must contain a health questionnaire that targets risk code assignment and information needed by a Health Professional for the care plan. | No | ||||||||||
| 3.1.3.3 | R | The new MIS must have breastfeeding questions incorporated into the health questionnaire. | No | ||||||||||
| 3.1.3.4 | R | The new MIS must capture and document anthropometric measurements. | No | ||||||||||
| 3.1.3.5 | R | The new MIS must be able to record anthropometric data. | No | ||||||||||
| 3.1.3.6 | R | The new MIS must be able to bypass anthropometric measurement entry. | No | ||||||||||
| 3.1.3.7 | R | The new MIS must have the ability to indicate the reason for missing or bypassed anthropometric measurement entry. | No | ||||||||||
| 3.1.3.8 | R | The new MIS must have the ability to indicate the reason for potential inaccurate entry of anthropometrics. | No | ||||||||||
| 3.1.3.9 | R | The new MIS must be able to record the source for anthropometrics. | No | ||||||||||
| 3.1.3.10 | R | The new MIS must be able to calculate body mass index and produce automated growth charts. | No | ||||||||||
| 3.1.3.11 | R | The new MIS must integrate growth charts within the participant screen, either as an overlay or a link that opens without navigating away from the participant screen. | No | ||||||||||
| 3.1.3.12 | R | The new MIS must be able to record bloodwork data. | No | ||||||||||
| 3.1.3.13 | R | The new MIS must be able to bypass bloodwork data entry. | No | ||||||||||
| 3.1.3.14 | R | The new MIS must be able to indicate the reason for missing or bypassed bloodwork data entry. | No | ||||||||||
| 3.1.3.15 | O | The new MIS must provide a drop-down field to capture the reason for an inaccurate bloodwork capture. | No | ||||||||||
| 3.1.3.16 | O | The new MIS must be able to enter the source for bloodwork. | No | ||||||||||
| 3.1.3.17 | R | The new MIS must be able to determine nutrition risk and calculate priority. | No | ||||||||||
| 3.1.3.18 | R | The new MIS must be able to automatically assign risk codes based on health assessment data. | No | ||||||||||
| 3.1.3.19 | R | The new MIS must be able to assign high risk status to certain risk codes. | No | ||||||||||
| 3.1.3.20 | R | The new MIS must be able to allow Registered Dietitians to sign off on participants assigned a high risk status. | No | ||||||||||
| 3.1.3.21 | R | The new MIS must maintain a history of assigned risk codes. | No | ||||||||||
| 3.1.3.22 | R | The new MIS must allow for manual assignment of risk codes that are not captured through a nutrition interview. | No | ||||||||||
| 3.1.3.23 | R | The new MIS must be able to deactivate a risk code. | No | ||||||||||
| 3.1.4 | -- | Complete Certification | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.1.4.1 | R | The new MIS must be able to assess an applicant for temporary certification/presumptive eligibility requirements and documentation status. | No | ||||||||||
| 3.1.4.2 | R | The new MIS must be able to certify the applicant. | No | ||||||||||
| 3.1.4.3 | R | The new MIS must allow for the legally-required separation of duties as defined by the state of Ohio. | No | ||||||||||
| 3.1.4.4 | R | The new MIS must maintain proxy information. | No | ||||||||||
| 3.1.5 | -- | Prescribe Food Package | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.1.5.1 | R | The new MIS must be able to select and tailor food prescriptions. | No | ||||||||||
| 3.1.5.2 | R | The new MIS must be able to generate pre-populated food packages and allow for the tailoring of each individual food within a package. | No | ||||||||||
| 3.1.5.3 | R | The new MIS must be able to assign a special formula. | No | ||||||||||
| 3.1.5.4 | R | The new MIS must document reason for deviations from the standard food package. | No | ||||||||||
| 3.1.5.5 | R | The new MIS must be able to make changes to the quantity of individual food items within each food category. | No | ||||||||||
| 3.1.5.6 | R | The new MIS must be able to forecast food prescriptions for an entire certification period. | No | ||||||||||
| 3.1.5.7 | R | The new MIS must be able to change food prescriptions. | No | ||||||||||
| 3.1.5.8 | R | The new MIS must be able to assign/add formula to the food prescription. | No | ||||||||||
| 3.1.5.9 | R | The new MIS must be able to select contract formula to be added to the food prescription. | No | ||||||||||
| 3.1.5.10 | R | The new MIS must be able to add non-contract (prescription/therapeutic) formula to the food prescription. | No | ||||||||||
| 3.1.5.11 | R | The new MIS must be able to capture prescription information for non-contract formula. | No | ||||||||||
| 3.1.5.12 | R | The new MIS must have role-based permissions to approve the prescription for non-contract formula. | No | ||||||||||
| 3.1.6 | -- | Process Participant Changes and Transfers | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.1.6.1 | R | The new MIS must be able to change family/household grouping. | No | ||||||||||
| 3.1.6.2 | R | The new MIS must be able to change participation status and/or category. | No | ||||||||||
| 3.1.6.3 | R | The new MIS must be able to terminate certification and document the termination reason(s). | No | ||||||||||
| 3.1.6.4 | R | The new MIS must process in-state transfers and produce the verification of certification (VOC). | No | ||||||||||
| 3.1.6.5 | R | The new MIS must process out of state transfers and produce the VOC. | No | ||||||||||
| 3.1.6.6 | R | The new MIS must be able to transfer the participant to a new clinic. | No | ||||||||||
| 3.1.6.7 | R | The new MIS must be able to automatically update the participant category for the breastfeeding dyad, with WIC staff oversight, if one part of the dyad is updated. | No | ||||||||||
| 3.2 | -- | Nutrition Education, Health Surveillance, and Referrals | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.2.1 | -- | Maintain Nutrition Education Data | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.2.1.1 | R | The new MIS must be able to create the participant care plan. | No | ||||||||||
| 3.2.1.2 | R | The new MIS must have a defined section for Health Professionals to document the nutrition assessment and care plan. | No | ||||||||||
| 3.2.1.3 | R | The new MIS must have a defined section to document participant goal(s). | No | ||||||||||
| 3.2.1.4 | R | The new MIS must have a defined section to document follow-up on the previous care plan and goal(s). | No | ||||||||||
| 3.2.1.5 | R | The new MIS must track nutrition education contacts and topics covered. | No | ||||||||||
| 3.2.1.6 | R | The new MIS must automatically transfer the completion of online nutrition education data from an outside platform such as WICHealth.org to the new MIS. | No | ||||||||||
| 3.2.1.7 | R | The new MIS must have a defined section for Health Professional documentation. | No | ||||||||||
| 3.2.1.8 | R | The new MIS must have fields for Health Professional documentation that can be constructed or is available to be consistent with the Nutrition Care Process. | No | ||||||||||
| 3.2.1.9 | R | The new MIS must have a section for the Health Professional to document follow-up notes. | No | ||||||||||
| 3.2.2 | -- | Perform Participant Referrals | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.2.2.1 | R | The new MIS must track incoming and outgoing referrals. | No | ||||||||||
| 3.2.2.2 | O | The new MIS must track referral participant engagement, including whether the referral was accepted, the date of the first contact, and any subsequent follow-up actions. | No | ||||||||||
| 3.2.2.3 | R | The new MIS must be able to record referrals at the participant or household level. | No | ||||||||||
| 3.2.2.4 | O | The new MIS must have the ability to text or email referral information to the participant. | No | ||||||||||
| 3.2.2.5 | R | The new MIS must maintain a database of referrals. | No | ||||||||||
| 3.3 | -- | Breastfeeding | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.3.1 | R | The new MIS must support the ongoing collection and modification of participant-level breastfeeding data to ensure the information remains current. This data includes, but is not limited to: |
1. Initiation - whether breastfeeding was started and the initiation date
2. Duration - whether breastfeeding is ongoing, and the end date if applicable
3. Breastfeeding amount – whether the infant is fully or partially breastfeeding or receiving formula beyond the maximum monthly allowance for partially breastfeeding infants based on FNS food package definitions, including when supplementation began and what was introduced.
| For reference: https://www.ecfr.gov/current/title-7/section-246.10 | No | ||||||||||||
| 3.3.2 | -- | Breastfeeding Referrals | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.3.2.1 | R | The new MIS must generate a referral to the Breastfeeding Peer. | No | ||||||||||
| 3.3.2.2 | R | The new MIS must generate a referral to the Certified Lactation Counselor (CLC) or International Board Certified Lactation Consultant (IBCLC). | No | ||||||||||
| 3.3.2.3 | R | The new MIS must incorporate criteria for the CLC or IBCLC referral such as high risk criteria. | No | ||||||||||
| 3.3.3 | -- | Breastfeeding Support | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.3.3.1 | R | The new MIS must have breast pump follow-up tracking. | No | ||||||||||
| 3.3.3.2 | R | The new MIS must maintain the log of Breastfeeding Peer contacts. | No | ||||||||||
| 3.3.3.3 | O | The new MIS must allow local WIC director/supervisor ability to assign the Breastfeeding Peer and be able to turn this feature off/on for each WIC Project / Clinic (by state system admin). | No | ||||||||||
| 3.3.3.4 | O | The new MIS must be able to update the Breastfeeding Peer log once a contact is completed. | No | ||||||||||
| 3.3.3.5 | O | The new MIS must have a designated area for peers to document their contacts. This documentation area should include but is not limited to: |
1. Name
2. Contact date
3. Type of contact (phone, text, in-person, etc.)
4. Subject
5. Notes
6. Pump issued
7. Referral
8. Follow up
9. Classes attended
10. Resources provided
11. Expected Delivery Date
12. Delivery date
13. Hand expression education provided
14. Breastfeeding status
| 15. Risk status | No | ||||||||||||
| 3.4 | -- | Food Management | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.4.1 | -- | Maintain Food Categories/Subcategories | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.4.1.1 | R | The new MIS must maintain the Food Category/Subcategory Table. | No | ||||||||||
| 3.4.2 | -- | Maintain Foods and Food Package Information | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.4.2.1 | R | The new MIS must be able to establish and maintain approved foods. | No | ||||||||||
| 3.4.2.2 | R | The new MIS must be able to set up and maintain food package data. | No | ||||||||||
| 3.4.2.3 | R | The new MIS must contain food package data that allows the maximum amount of food categories and allows the user to adjust food substitutions within these categories. | No | ||||||||||
| 3.4.2.4 | R | The new MIS must allow for food package data to be updated by the State Office (for USDA policy changes, etc.), and automatically update the food item(s) within all base/standard food packages and assigned participant food packages, ensuring no manual intervention is needed from Staff. | No | ||||||||||
| 3.4.2.5 | R | The new MIS must allow for the food package to be assigned and categorized by age (e.g.,: 6-9 month package, 9-12 month package; 12-24 month package, 24-60 month package). | No | ||||||||||
| 3.4.2.6 | R | The new MIS must be able to determine the food package proration schedule. | No | ||||||||||
| 3.4.3 | -- | Maintain UPC Database and Food Item Maximum Allowed Amounts | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.4.3.1 | R | The new MIS must maintain the UPC Database for WIC Authorized Foods. | No | ||||||||||
| 3.4.3.2 | R | The new MIS must allow for the bulk upload of UPC codes. | No | ||||||||||
| 3.4.3.3 | R | The new MIS must be able to update the UPC code information (e.g. product size). | No | ||||||||||
| 3.4.3.4 | R | The new MIS must be able to export UPC codes as an Excel file. | No | ||||||||||
| 3.4.3.5 | R | The new MIS must be able to establish food item maximum allowed amounts. | No | ||||||||||
| 3.5 | -- | Food Benefit Issuance | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.5.1 | -- | Issue Benefits via EBT | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.5.1.1 | R | The new MIS must be able to establish the EBT account. | No | ||||||||||
| 3.5.1.2 | R | The new MIS must be able to add participant(s) to an account. | No | ||||||||||
| 3.5.1.3 | R | The new MIS must be able to issue electronic benefits. | No | ||||||||||
| 3.5.1.4 | R | The new MIS must be able to stop food benefit issuance for a critical reason such as, but not limited to, participant changed household, custody, etc. | No | ||||||||||
| 3.5.1.5 | R | The new MIS must be able to preview benefits prior to issuance for accuracy. | No | ||||||||||
| 3.5.1.6 | R | The new MIS must be able to issue electronic benefits in increments of 1, 2, and 3 months. | No | ||||||||||
| 3.5.1.7 | R | The new MIS must issue benefits to select members of the household (to be applied to the card's household balance). | No | ||||||||||
| 3.5.1.8 | R | The new MIS must issue benefits to the entire household at the same time. | No | ||||||||||
| 3.5.1.9 | R | The new MIS must be able to issue the EBT Card. | No | ||||||||||
| 3.5.1.10 | R | The new MIS must be able to obtain the account balance. | No | ||||||||||
| 3.5.1.11 | R | The new MIS must be able to update EBT account information. | No | ||||||||||
| 3.5.1.12 | R | The new MIS must be able to remove participant(s) from an account. | No | ||||||||||
| 3.5.1.13 | R | The new MIS must process changes to electronic benefits (benefit adjustments, voids, and reissuance). | No | ||||||||||
| 3.5.1.14 | R | The new MIS must be able to add formula or increase formula during the current benefit month. | No | ||||||||||
| 3.5.1.15 | R | The new MIS must be able to change the current month's benefits if no benefits have been redeemed. | No | ||||||||||
| 3.5.1.16 | R | The new MIS must be able to make changes to a single food category if needed, such as switching from 1% milk to 2% milk. | No | ||||||||||
| 3.5.1.17 | R | The new MIS must be able to change the current month's benefits if some benefits have been redeemed. | No | ||||||||||
| 3.5.1.18 | R | The new MIS must be able to add/issue a benefit that was not included in the original issuance without having to void and reissue, such as adding eggs after someone said they didn't want eggs and changed their mind. | No | ||||||||||
| 3.5.1.19 | R | The new MIS must be able to void benefits. | No | ||||||||||
| 3.5.1.20 | R | The new MIS must be able to change a future month's benefits. | No | ||||||||||
| 3.5.1.21 | R | The new MIS must be able to automatically update the food package for the breastfeeding dyad, with oversight from WIC staff who will make additional benefit adjustments as needed, if one part of the dyad is updated. | No | ||||||||||
| 3.5.1.22 | R | The new MIS must process changes to the EBT card (status changes, card replacements, etc.). | No | ||||||||||
| 3.7 | -- | Financial Management | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.7.1 | -- | Monitor Program Expenditures | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.7.1.1 | O | The new MIS must collect and report on Nutrition Services and Administration expenditures. | No | ||||||||||
| 3.7.1.2 | O | The new MIS must collect and report on food expenditures. | No | ||||||||||
| 3.7.1.3 | O | The new MIS must perform financial modeling. | No | ||||||||||
| 3.7.1.4 | O | The new MIS must report on cash flow. | No | ||||||||||
| 3.7.2 | -- | Process Manufacturer Rebates | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.7.2.1 | R | The new MIS must be able to estimate total annual rebates. | No | ||||||||||
| 3.7.2.2 | R | The new MIS must be able to calculate rebates and prepare invoices by first use date and by calendar month. | No | ||||||||||
| 3.7.2.3 | R | The new MIS must be able to export the rebate invoice to Excel. | No | ||||||||||
| 3.7.2.4 | R | The new MIS must be able to export the rebate invoice to other file types (e.g., Word, PDF, etc.). | No | ||||||||||
| 3.7.2.5 | R | The new MIS must be able to edit upcoming rebates. | No | ||||||||||
| 3.7.2.6 | R | The new MIS must be able to pull rebate reports by UPC. | No | ||||||||||
| 3.7.2.7 | R | The new MIS must be able to report rebate collections. | No | ||||||||||
| 3.8 | -- | Caseload Management | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.8.1 | -- | Capture and Maintain Caseload Data | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.8.1.1 | O | The new MIS must be able to capture data on the potentially eligible population. | No | ||||||||||
| 3.8.1.2 | R | The new MIS must be able to capture historical participation data. | No | ||||||||||
| 3.8.2 | -- | Allocate Caseload | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.8.2.1 | R | The new MIS must be able to determine maximum state caseload. | No | ||||||||||
| 3.8.2.2 | R | The new MIS must be able to prepare WIC Project caseload allocation estimates. | No | ||||||||||
| 3.8.2.3 | R | The new MIS must be able to record caseload allocations. | No | ||||||||||
| 3.8.3 | -- | Monitor Caseload | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.8.3.1 | R | The new MIS must be able to track actual participation. | No | ||||||||||
| 3.8.3.2 | R | The new MIS must be able to track participation at the State level. | No | ||||||||||
| 3.8.3.3 | R | The new MIS must be able to track participation at the WIC Project and clinic level. | No | ||||||||||
| 3.8.3.4 | R | The new MIS must be able to track and conduct caseload reallocations. | No | ||||||||||
| 3.9 | -- | Operations Management | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.9.1 | -- | Monitor Administrative Operations | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.9.1.1 | R | The new MIS must be able to maintain information on WIC Projects and clinics. | No | ||||||||||
| 3.9.1.2 | R | The new MIS must be able to analyze WIC Project operations. | No | ||||||||||
| 3.9.1.3 | R | The new MIS must be able to support clinic/patient flow monitoring. | No | ||||||||||
| 3.9.2 | -- | Manage Participant Outreach | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.9.2.1 | O | The new MIS must be able to maintain the outreach list for WIC Projects. | No | ||||||||||
| 3.9.2.2 | O | The new MIS must be able to track outreach campaign activities. | No | ||||||||||
| 3.9.3 | -- | Monitor Customer Service | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.9.3.1 | R | The new MIS must be able to document complaints. | No | ||||||||||
| 3.9.3.2 | O | The new MIS must be able to track call or complaint outcomes. | No | ||||||||||
| 3.9.5 | -- | Maintain Inventory | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.9.5.1 | R | The new MIS must maintain inventory of serialized items. | No | ||||||||||
| 3.9.5.2 | R | The new MIS must maintain the breast pump inventory log. | No | ||||||||||
| 3.9.5.3 | R | The new MIS must track breast pump issuance. | No | ||||||||||
| 3.9.5.4 | R | The new MIS must track breast pump return. | No | ||||||||||
| 3.9.5.5 | R | The new MIS must maintain inventory of non-serialized items. | No | ||||||||||
| 3.9.6 | -- | Monitor Program Integrity | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.9.6.1 | R | The new MIS must monitor participant integrity, such as reporting on dual participant checks and their outcomes, or participants shopping at stores not close to their address. | No | ||||||||||
| 3.9.6.2 | R | The new MIS must monitor clinic integrity, such as reporting on conflicts of interest, issuance outside of business hours, or the number of participants with no reported income. | No | ||||||||||
| 3.9.6.3 | R | The new MIS must maintain configurable audit records of each electronic file transfer execution in accordance with records retention schedules or other State and Federal requirements. | No | ||||||||||
| 3.9.6.4 | R | The new MIS must be configured to allocate sufficient audit log storage capacity to record all necessary auditable events. | No | ||||||||||
| 3.9.6.5 | R | The new MIS must protect audit information and audit tools from unauthorized access, modification, and deletion. | No | ||||||||||
| 3.9.6.6 | R | The new MIS must track participant sanctions. | No | ||||||||||
| 3.9.6.7 | R | The new MIS must track administrative hearings. | No | ||||||||||
| 3.10 | -- | Vendor Management | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.10.1 | -- | Manage Vendor Peer Groups | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.10.1.1 | R | The new MIS must establish vendor peer groups. | No | ||||||||||
| 3.10.1.2 | R | The new MIS must update vendor peer group and/or vendor peer group criteria. | No | ||||||||||
| 3.10.1.3 | R | The new MIS must provide the ability to assess the effectiveness of the vendor peer groupings and competitive price criteria. | No | ||||||||||
| 3.10.1.4 | R | The new MIS must set competitive pricing criteria (or not-to-exceed amounts) by subcategory or UPC. | No | ||||||||||
| 3.10.2 | -- | Create and Locate Data Records | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.10.2.1 | R | The new MIS must be able to create a new applicant record. | No | ||||||||||
| 3.10.2.2 | R | The new MIS must be able to search for the vendor record (current). | No | ||||||||||
| 3.10.2.3 | R | The new MIS must be able to search for vendor records (historical data/not authorized). | No | ||||||||||
| 3.10.2.4 | R | The new MIS must be able to update field titles in the vendor management module. | No | ||||||||||
| 3.10.3 | -- | Maintain Vendor Authorizations | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.10.3.1 | R | The new MIS must maintain vendor application data. | No | ||||||||||
| 3.10.3.2 | R | The new MIS must track the vendor authorization process. | No | ||||||||||
| 3.10.3.3 | O | The new MIS must initiate and obtain internal signatures required for vendor authorization electronically. | No | ||||||||||
| 3.10.3.4 | R | The new MIS must be able to record vendor denial for authorization. | No | ||||||||||
| 3.10.3.5 | R | The new MIS must be able to record the reason for authorization denial. | No | ||||||||||
| 3.10.3.6 | R | The new MIS must maintain vendor price survey data. | No | ||||||||||
| 3.10.3.7 | R | The new MIS must be able to authorize vendors. | No | ||||||||||
| 3.10.3.8 | R | The new MIS must be able to document the preauthorization site visit date. | No | ||||||||||
| 3.10.3.9 | R | The new MIS must be able to document preauthorization site visit results. | No | ||||||||||
| 3.10.3.10 | R | The new MIS must be able to authorize and reauthorize vendor outlets by corporate owner and by region. | No | ||||||||||
| 3.10.3.11 | R | The new MIS must maintain authorized vendor data. | No | ||||||||||
| 3.10.3.12 | R | The new MIS must be able to document the 6-month assessment after authorization. | No | ||||||||||
| 3.10.3.13 | R | The new MIS must maintain historical data for the vendor application and information for two contracting periods, or seven years, in an organized, accessible format in accordance with federal requirements. | No | ||||||||||
| 3.10.3.14 | R | The new MIS must maintain the list of vendor outlets. | No | ||||||||||
| 3.10.3.15 | R | The new MIS must have functions for Agency state staff to administer the farmer/farmers market program, including: |
1. The ability to authorize farmer/farmers markets.
2. The ability to create new farmer/farmers market applicant records.
| 3. The ability to search for the farmer/farmers market record by name, ID, peer group and expiration date. | No | ||||||||||||
| 3.10.4 | -- | Monitor Vendor Training | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.10.4.1 | R | The new MIS must be able to track scheduled vendor training by type. | No | ||||||||||
| 3.10.4.2 | R | The new MIS must be able to track attendance at vendor training and any vendor technical assistance conducted. | No | ||||||||||
| 3.10.5 | -- | Support Vendor Communications | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.10.5.1 | R | The new MIS must be able to produce correspondence to vendors. | No | ||||||||||
| 3.10.5.2 | O | The new MIS must have the ability for vendors to acknowledge message receipt (e.g., checkbox). | No | ||||||||||
| 3.10.6 | -- | Perform Confidential High Risk Vendor Analysis | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.10.6.1 | R | The new MIS must be able to identify high-risk vendor peer groups by comparing vendors within similar peer groups and analyzing transaction data and inventory to detect risk indicators. | No | ||||||||||
| 3.10.6.2 | R | The new MIS must be able to determine high risk vendors (EBT environment). | No | ||||||||||
| 3.10.7 | -- | Track Compliance Investigations | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.10.7.1 | R | The new MIS must be able to record multiple compliance buys and monitoring visits under one investigation. | No | ||||||||||
| 3.10.7.2 | R | The new MIS must maintain the special investigator record for compliance buys. | No | ||||||||||
| 3.10.7.3 | R | The new MIS must maintain food benefit redemption data from compliance buys. | No | ||||||||||
| 3.10.7.4 | R | The new MIS must maintain compliance buy and investigation data. | No | ||||||||||
| 3.10.7.5 | R | The new MIS must be able to record compliance buy date. | No | ||||||||||
| 3.10.7.6 | R | The new MIS must be able to record compliance buy data. | No | ||||||||||
| 3.10.7.7 | R | The new MIS must be able to record comments related to compliance buys and investigation. | No | ||||||||||
| 3.10.7.8 | R | The new MIS must allow for documents related to compliance buys to be uploaded. | No | ||||||||||
| 3.10.7.9 | R | The new MIS must be able to track the compliance buy outcome (e.g., Not Applicable/Pass/Fail). | No | ||||||||||
| 3.10.7.11 | R | The new MIS must support inventory audits. | No | ||||||||||
| 3.10.7.10 | R | The new MIS must have a section available to document the reason for inventory audit failure. | No | ||||||||||
| 3.10.7.12 | R | The new MIS must maintain inventory audit data. | No | ||||||||||
| 3.10.7.13 | R | The new MIS must be able to record inventory audit data. | No | ||||||||||
| 3.10.7.14 | R | The new MIS must be able to record comments related to the inventory audit. | No | ||||||||||
| 3.10.7.15 | R | The new MIS must be able to track inventory audit outcome (e.g., Not Applicable/Pass/Fail). | No | ||||||||||
| 3.10.8 | -- | Track Routine Monitoring | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.10.8.1 | R | The new MIS must maintain routine monitoring data. | No | ||||||||||
| 3.10.8.2 | R | The new MIS must be able to record routine monitoring data. | No | ||||||||||
| 3.10.8.3 | R | The new MIS must have a section for comments related to routine monitoring. | No | ||||||||||
| 3.10.8.4 | R | The new MIS must allow for documents related to routine monitoring to be uploaded. | No | ||||||||||
| 3.10.8.5 | R | The new MIS must be able to track routine monitoring outcomes (e.g., Not Applicable/Pass/Fail). | No | ||||||||||
| 3.10.8.6 | R | The new MIS must have a section available to document the reason for routine monitoring failure. | No | ||||||||||
| 3.10.9 | -- | Monitor Sanctions and Appeals | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.10.9.1 | R | The new MIS must be able to manage vendor sanctions. | No | ||||||||||
| 3.10.9.2 | R | The new MIS must be able to open the vendor complaint and/or investigation. | No | ||||||||||
| 3.10.9.3 | R | The new MIS must be able to close the vendor complaint and/or investigation. | No | ||||||||||
| 3.10.9.4 | R | The new MIS must be able to monitor and track CMP payments and associate the payments with the corresponding sanction. | No | ||||||||||
| 3.10.9.5 | R | The new MIS must maintain vendor appeal data. | No | ||||||||||
| 3.10.10 | -- | Coordinate with Supplemental Nutrition Assistance Program (SNAP) | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.10.10.1 | R | The new MIS must maintain SNAP violation data. | No | ||||||||||
| 3.10.10.2 | R | The new MIS must be able to report WIC sanctions to SNAP. | No | ||||||||||
| 3.10.11 | -- | Vendor Portal | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.10.11.1 | O | The Vendor Portal must be able to support the vendor completing the application process (without being given access by the State). | No | ||||||||||
| 3.10.11.2 | O | The Vendor Portal must be able to support the vendor entering outlet information. | No | ||||||||||
| 3.10.11.3 | O | The Vendor Portal must be able to support the vendor uploading documents during the vendor application process. | No | ||||||||||
| 3.10.11.4 | O | The Vendor Portal must be able to support the vendor scheduling required WIC trainings. | No | ||||||||||
| 3.10.11.5 | O | The Vendor Portal must be able to support vendor communication with state agency staff. | No | ||||||||||
| 3.10.11.6 | O | The Vendor Portal must be able to support the vendor electronically signing documents. | No | ||||||||||
| 3.10.11.7 | O | The Vendor Portal must be able to support entering information about a pharmacy on premise, if applicable. | No | ||||||||||
| 3.10.11.8 | O | The Vendor Portal must be able to support the vendor initiating a fair hearing if authorization is denied. | No | ||||||||||
| 3.11 | -- | Scheduling | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.11.1 | -- | Appointment Administration | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.11.1.1 | R | The new MIS must be able to create and remove clinic resources (e.g., Health Professional, BF, Admin, etc.). | No | ||||||||||
| 3.11.1.2 | R | The new MIS must be able to create and remove appointment types. | No | ||||||||||
| 3.11.1.3 | R | The new MIS must be able to assign an appointment length to each appointment type. | No | ||||||||||
| 3.11.1.4 | R | The new MIS must be able to define which appointment types can be scheduled for individual providers or for different provider types. | No | ||||||||||
| 3.11.2 | -- | Maintain Master Calendar | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.11.2.1 | R | The new MIS must be able to maintain a master calendar. | No | ||||||||||
| 3.11.2.2 | R | The new MIS must be able to customize the master calendar for each individual clinic (provider types, lunch hours, working hours, etc.). | No | ||||||||||
| 3.11.2.3 | R | The new MIS must be able to update the master calendar if needed for situations where the provider will not be available, such as a call-out. | No | ||||||||||
| 3.11.2.4 | R | The new MIS must be able to add in holidays and training days into the master calendar so that no appointments can be scheduled on these days. | No | ||||||||||
| 3.11.2.5 | R | The new MIS must have the ability in the Master Calendar for role-based scheduling rather than scheduling at the individual staff level. | No | ||||||||||
| 3.11.3 | -- | Manage Appointments | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.11.3.1 | R | The new MIS must be able to perform appointment scheduling. | No | ||||||||||
| 3.11.3.2 | R | The new MIS must be able to schedule the appointment at the group or household level. | No | ||||||||||
| 3.11.3.3 | R | The new MIS must be able to schedule multiple household members for different appointment types. | No | ||||||||||
| 3.11.3.4 | R | The new MIS must be able to schedule appointments at the individual level. | No | ||||||||||
| 3.11.3.5 | R | The new MIS must support telehealth appointment scheduling and execution, and integrate with nutrition and breastfeeding education. | No | ||||||||||
| 3.11.3.6 | R | The new MIS must be able to schedule breastfeeding or postpartum certification while the participant is actively certified as pregnant. | No | ||||||||||
| 3.11.3.7 | R | The new MIS must be able to schedule group nutrition education. | No | ||||||||||
| 3.11.3.8 | R | The new MIS must allow the participant to schedule the appointment on their own via an app, portal, or some other method. | No | ||||||||||
| 3.11.3.9 | R | The new MIS must allow the participant to cancel the appointment on their own via an app, portal, or some other method when the cancellation is 24 hours or more prior to the scheduled appointment. | No | ||||||||||
| 3.11.3.10 | R | The new MIS must have the ability to schedule different appointment methods: in person vs. telephone/remote. | No | ||||||||||
| 3.11.3.11 | R | The new MIS must be able to find the next available appointment. | No | ||||||||||
| 3.11.3.12 | R | The new MIS must be able to search for an appointment by different criteria such as appointment type, client's preferred date and time, and clinic. | No | ||||||||||
| 3.11.3.13 | R | The new MIS must perform mass rescheduling. | No | ||||||||||
| 3.11.3.14 | R | The new MIS must track appointment outcomes. | No | ||||||||||
| 3.11.3.15 | R | The new MIS must be able to mark an appointment as kept. | No | ||||||||||
| 3.11.3.16 | R | The new MIS must be able to automatically mark an appointment as missed if it was not kept on the day that it was scheduled. | No | ||||||||||
| 3.11.3.17 | R | The new MIS must be able to automatically mark an appointment re-scheduled when the date/time is changed. | No | ||||||||||
| 3.11.3.18 | R | The new MIS must be able to maintain appointment outcomes in the participant record. | No | ||||||||||
| 3.11.4 | -- | Generate Appointment Notices | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.11.4.1 | R | The new MIS must be able to generate appointment notices. | No | ||||||||||
| 3.11.4.2 | R | The new MIS must be able to use the preferred contact method to send appointment reminders. | No | ||||||||||
| 3.11.4.3 | R | The new MIS must allow the participant to select the preferred contact method for an appointment reminder. | No | ||||||||||
| 3.12 | -- | System Administration | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.12.1 | -- | Maintain System Data Tables | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- | |
| 3.12.1.1 | R | The new MIS must maintain system code table data. | No | ||||||||||
| 3.12.2 | -- | Administer System Security | -- | -- | -- | -- | -- | -- | -- | -- | -- | -- |
This is the start of the file's text. The full file is on GovTribe.
File details come from the government source that posted it. Updated .