GA \-\ ~Oo. f' i 
5, 
F(., 
 looo 
 
 
 
GEORGIA DEPARTMENT OF HUMAN RESOURCES DIVISION OF PUBLIC HEALTH 
STATE WIC BRANCH 
Georgia State Plan for Program Operation in the Special Supplemental Nutrition Program 
for Women, Infants, and Children (WIC) 
Fiscal Year 2000 (October 1, 1999 to September 30, 2000) 
Submitted in accordance with USDA Food and Nutrition Service 
Federal Regulations 246.4(A) - State Plan 
August 1999 
 
 
 
  
TABLE OF CONTENTS 
 
 
 
WIC 
Chapter 1 Chapter 2 
I. II. III. Chapter 3 I. II. III . IV. V. Chapter4 
 
Goals and Objective for FFY 2000 .........................................................................I Financial Management ........................................................................................... 12 Program Financial Status ....................................................................................... 13 Letter of Credit....................................................................................................... 17 Local Level Requirements .....................................................................................27 Food Delivery/Management Information Systems ................................................30 Retail Delivery Method..........................................................................................31 Vendor Management..............................................................................................33 Direct Delivery Method .........................................................................................33 Management Information Systems ........................................................................33 Food Package Design.............................................................................................39 Process For Applying to Operate A WIC Clinic ...................................................41 
 
Attachments: Attachment 1 - Participant Characteristic Minimum Data Set (MDS) ..........................................46 
 
Office of Nutrition - Goals and Objectives ....................................................................................57 
 
 
 
STATE WIC PLAN-2000 
 
STATE WIC OFFICE 
 
  
 
CHAPTERl 
 
GOALS 
 
 
 
AND 
 
OBJECTIVES 
 
 
 
STATE WIC OFFICE 
 
   
 
I . 
 
INTRODUCTION 
 
The mission of the Department of Human Resources (DHR) is to assist Georgians in achieving their highest levels of health, development, independence and selfsufficiency. The Division of Public Health emphasis is on an integrated service system that assures comprehensive health services in an environment wliich fosters personal dignity and promotes optimal attainment of individual ability. The WIC Program serves as a gateway to comprehensive health services for maternal and child health clients. The purpose of the program is to provide supplemental foods and nutrition education to local agencies at no cost to eligible persons. The program shall serve as an adjunct to good health care during critical times of growth and development, in order to prevent the occurrence of health problems, including drug and other harmful substance abuse and to improve the health status of these persons. The program shall be supplementary to any program under which foods are distributed to needy families. 
A. FEDERAL FISCAL YEAR 2000 
FOOD FUNDS MANAGEMENT 
OBJECTIVE I: 
By October 1, 1999, increase or maintain 98% of infants on contracted formula. 
EVALUATION DESIGN: 
' Assess percentage of WIC infants receiving contract, iron fortified formula. 
 
Action Steps Activities/Methods 
1. Continue statewide policy concerning utilization of sole source milk based infant formula for all well WIC infants. 
2. Monitor Concentrate Rebate Compliance 
Report. 
3. Review Trend Analysis of Compliance Report as needed. 
4. Educate parents and health care providers on policy. 
 
Resources 
swo 
SWO, SISOON 
SIS,OON 
OON, SWO, SIS, Georgia Chapter American Academy of Pediatrics 
 
Milestones 
On-Going 
Monthly As Needed On-Going 
 
 
 
STATE WIC PLAN - 2000 
 
2 
 
STATE WIC OFFICE 
 
  
 
FEDERAL FISCAL YEAR 2000 OBJECTIVE 
OBJECTIVE II: 
By September 30, 2000, review all financial and participant reports that are provided by the automated systems to ensure accuracy. 
EVALUATION DESIGN: 
The accuracy will be assessed monthly by comparing projected food costs for each month with the final expenditures for the month (closeout). 
 
 
 
Action Steps Activities/Methods 
 
Resources 
 
I. 
 
Calculate, review and submit monthly food 
 
obligations to DHR for submission to 
 
USDA Regional Office. 
 
SWO, SIU, Financial Management Unit 
 
2. 
 
Maintain monthly table which 
 
Financial Management Unit 
 
summarizes percentage of accuracy. 
 
3. 
 
Monitor the state% of Food Obligations 
 
SIU Unit 
 
to expenditure. 
 
4. 
 
Monitor the vouchers paid by 
 
SIU Unit 
 
Administrative check. 
 
5 . 
 
Change in incidents of CUR Reports 
 
SIU Unit 
 
Milestones 
On-Going 
Monthly Monthly Monthly Monthl 
 
 
 
STATE WIC PLAN - 2000 
 
3 
 
STATE WIC OFFICE 
 
  
 
FEDERAL FISCAL YEAR 2000 OBJECTIVE 
CASELOAD MANAGEMENT 
OBJECTIVE III: By September 30, 2000, increase the percentage of prenatal WIC participants certified in the first trimester from 54.9 % to 60 %. 
EVALUATION DESIGN: The quarterly Trimester of Enrollment Report, will be reviewed and the percentage of total prenatal WIC participants certified in the first trimester will be assessed. 
 
 
 
Activities, Steps, Activities/Methods 
 
Resources 
 
1. Assist Local Agencies in developing strategies to 
 
Program Management and 
 
ensure prenatal participants are enrolled during the Review Unit (PM&R), SWO, 
 
first trimester. 
 
OON 
 
2. Provide technical assistance to local agencies who 
have difficulty enrolling prenatal women early in pregnancy . 
 
Same as #I 
 
3. Develop public employer and physician awareness SWO, OON Department of 
 
campaign concerning WIC Program and use of the 
 
Referral Fonn. 
 
- 
 
Medical Assistance, District Coordinators, Department of 
 
Labor, DHR 
 
4. Continue to explore the expansion of WIC Services SWO, OON, DMA, Georgia 
 
to community health centers, health maintenance 
 
Primary Care Association, 
 
organizations, private obstetrician's and to migrant Medical Association of 
 
and rural health centers. 
 
Georgia, Georgia Academy of 
 
Pediatrics, Migrant and Rural 
 
Health Association, HMO 
 
Affiliates . 
 
Milestones 
On-going On-Going On-Going 
On-Going 
 
 
 
STATE WIC PLAN 2000 
 
4 
 
STATE WIC OFFICE 
 
   
 
FEDERAL FISCAL YEAR 2000 OBJECTIVE QUALITY IMPROVEMENT 
OBJECTIVE IV: By September 30, 2000, complete compliance investigations on targeted WIC vendors. EVALUATION DESIGN: Comparison of High Risk Vendors designated for investigations and reports of completed investigations will be reviewed and evaluated. 
 
Actions Steps Activities/Methods 
l. Identify 80 High Risk Vendors to be targeted for compliance investigations and/or compliance trainings. 
2. Initiate compliance investigations of 80 vendors. 
3. Represent State at Vendor Administrative hearings. 
 
Resources 
SWO, Vendor and Quality Improvement staff 
Same as #1 
Same as #1 
 
Milestones 
On-Going 
As identified Upon Request 
 
OBJECTIVE V: 
By September 30, 2000, update the Quality Improvement Plan, develop strategies for Quality Improvement and new information which would enhance current regulations. 
 
EVALUATION DESIGN: Continue to enhance Quality Improvement guidelines and procedures in addressing potential program abuse. 
 
Action Steps Activities/Methods 
l. Continue to research available resources to evaluate quality improvement strategies. 
2. Results to be presented at the Coordinator's meeting and in the Procedures Manual. 
3. Provide technical assistance and training regarding implementation of updated plan to local agencies, as needed. 
 
Resources 
SWO, Quality Improvement Unit 
Same as #1 
Quality Improvement Unit, Program Management and Review Unit 
 
Milestones 
On-Going On-Going On-Going 
 
 
 
STATE WIC PLAN - 2000 
 
5 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 OBJECTIVE 
QUALITY IMPROVEMENT 
OBJECTIVE VI: 
During FFY 2000, continue to work with appropriate law enforcement agencies to deter clinic fraud and abuse. 
EVALUATION DESIGN: Compile data from the results of investigation periodically. 
 
Action Steps Activities/Method 
I. Confer with local agency to verify incident. 
2. Contact contract bank to obtain vouchers. 
3. Contact Georgia Office of Fraud and Abuse. 
4. Conduct on-site visit to clinic. 
 
Resources 
 
Milestones 
 
Local Agency 
 
Within three (3) days 
 
Bank 
 
Immediately upon receiving notice of missing vouchers 
 
Georgia OHR Office of Fraud and Abuse 
 
As Needed 
 
Local Agency, District As Needed Office/SWO 
 
PROGRAMMATIC ADMINISTRATION 
OBJECTIVE VII: 
By September 30, 2000, eleven (11) Local Agencies will have been reviewed to ensure their programmatic compliance with Federal Regulations and State Policies and Procedures. 
EVALUATION DESIGN: 
Eleven (11) Local Agency programmatic and financial reviews will be conducted by Sept. 30, 1999. 
 
Action Steps Activities/Methods 
I. Local Agency review schedule for FFY 2000 finalized. 
2. Prepare Local Agency reviews/technical assistance reports and submit to Local Agency. 
3. Analyze and summarize FFY 2000 Local Agency reviews/technical assistance sessions, flow sheets and submit to Program Directors. 
4. Close all FFY 2000 Local Agency reviews. 
 
Resources 
SWO, OON, Local Agencies SWO,OON 
SWO,OON 
SWO,OON 
 
STATE WIC PLAN - 2000 
 
6 
 
Milestones 
5/00 On-going 
9/00 
10/01/00 STATE WIC OFFICE 
 
  
 
FEDERAL FISCAL YEAR 2000 OBJECTIVE 
OBJECTIVES VIII: By August 15, 1999, the Federal Fiscal Year 2000 State Plan and Procedures Manual will be revised as needed and submitted to the USDA Regional WIC Office. 
EVALUATION DESIGN: 
The Federal Fiscal Year 2000 State Plan and Procedures Manual will be submitted on time. 
 
 
 
Action Steps Activities/Methods 
 
Resources 
 
I. Receive final USDA approval of FFY 2000 State Plan and Procedures Manual. 
 
USDA, SWO, OON 
 
2. Print and distribute the Procedures Manual and State Plan to Local Agencies, Clinics and others as requested. 
 
DOAS,SWO 
 
3. Develop and distribute Procedures Manual revisions P.M.R.S. Section, (SWO 
 
throughout FFY 2000 as necessary. 
 
Nutrition Consultant (OON) 
 
4. Mail public hearing materials to Local Agencies. 
 
P.M.R.S. Section, (SWO) 
 
5. Mail public comment letters to solicit comments and notify participants and advocacy-groups of statewide regional public hearings. 
6. Conduct statewide regional public hearings. 
7. SWO units to submit State Plan revisions to the Program Management and Review Unit. 
8. Compile and analyze public comments to be included in the FFY 2001 State Plan as appropriate. 
9. OON to submit revisions to the FFY 2000 State Plan . 
 
P.M.R.S. Section 
Local Agencies, SWO 
swo 
P.M.R.S. (SWO) OON Section 
 
Milestones 
09/15/99 10/15/99 
On-going 2/00 3/00 
4/00 6/00 6/00 8/1/00 
 
 
 
STATE WIC PLAN - 2000 
 
7 
 
STATE WIC OFFICE 
 
  
 
FEDERAL FISCAL YEAR 2000 OBJECTIVE 
OBJECTIVE IX: During FFY 2000, to ensure that immunization assessments are done on children 0-2 years old in each WIC clinic. 
EVALUATION DESIGN: Conduct Assessments of children 0-2 years old for immunization. 
 
  
 
Action Steps Activities/Methods 
 
Resources 
 
Milestones 
 
I. 
 
Provide technical assistance to local agencies. 
 
State Immunization Program & Program Management and Review Unit 
 
On-Going 
 
2. 
 
Collaborate with State Immunization Program and retrieve data on impact of program collaboration. 
 
State Immunization Program, Systems 
 
Information Unit, Policy 
 
Management and Review 
 
Unit 
 
Quarterly 
 
3. 
 
Work with the Immunization Section to obtain a 
 
measure of WIC success based on chart review. 
 
PMRU, Immunization 
 
Yearly 
 
OBJECTIVE X: SYSTEMS INFORMATION MANAGEMENT By April 2000, all districts will be printing Voucher Printed on Demand (VPOD) Vouchers EVALUATION DESIGN: By August 2000, assess the need for Viking to produce voucher for the program WIC/HOST. HOST will be converted first. 
 
Action Steps Activities/Methods 
I. Phase I Pilot: 
- Southside (HOST) - Catoosa County (HOST) - Clayton County (M&M) - Bowman Family Medical (HOST) 
 
Resources 
Systems Information Unit, EDP Coordinators 
 
Milestones 
July 1999 
 
STATE WIC PLAN - 2000 
 
8 
 
STATE WIC OFFICE 
 
   
 
FEDERAL FISCAL YEAR 2000 OBJECTIVE 
 
2. Phase 2 WIC/HOST ONLT: 
- Bibb County 
- Dalton (DIN 01-2) 
 
Systems Information Unit, EDP Coordinators 
 
3. Pilot Evaluation and Report: 
4. Phase 3, Part l Implementation: 
- Waycross (09-2) - Dublin (05-1) - LaGrange (04-0) 
- Cobb (03-1) 
5. Phase 3, Part 2 Implementations: 
- Rome (01-1) - Macon (05-2) 
- Augusta (06-0) 
- Columbus (07-0) 
6. Third Quarter Phase 3, Part 3 Implementations: 
- Bnmswick (09-3) 
- Savannah (09-1) - Gainesville 902-0) - Gwinnett (03-4) 
- Albany (08-2) 
7. Phase 4 Implementations: 
- Fulton County (03-2) - Grady (M&l) (12-0) - Athens {I 0-0) 
8. Final Evaluation and Report: 
- Dekalb (03-5) 
- Valdosta (08-1) 
 
Systems Information Unit, Independent Evaluator Systems Information Unit, EDP Coordinators 
Systems Information Unit, EDP Coordinators 
Systems Information Unit, EDP Coordinators 
System Information Unit, EDP Coordinators 
System Information Unit, Independent Evaluator 
 
Sept. 1999 Sept. 1999 Sept. 1999 Oct. 1999 
Sept.- Oct 1999 
Oct- Nov. 1999 
Nov. 1999 
Dec. 1999 
 
 
 
STATE WIC PLAN - 2000 
 
9 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 OBJECTIVE 
 
VENDOR MANAGEMENT 
 
OBJECTIVE XI: 
During FFY 2000, conduct two (2) retail advisory Board Meetings to ensure Vendor Management procedures are followed. 
EVALUATION DESIGN: 
 
All new policies and procedures will be incorporated into FFY 2000 Vendor materials and State Plan. 
 
Action Steps Activities/Methods 
1. Reconvene Retailers Advisory Board to discuss WIC Management policies that govern WIC Vendor issues. 
- 
2. Give suggestions and recommendations to SWO, DPH Director and WIC Branch. 
 
Resources 
SWORep. USDA Rep. Retail Assoc. Rep. Wholesalers Chain Store Corp. Office Rep. 
swo 
 
Milestones 
11/98, 11/99 & March2000 
On-going 
 
OBJECTIVE XII: 
 
By October 1, 1999, establish process for implementing federal regulations concerning civil money penalties. 
 
Action Steps Activities/Methods 
1. Incorporate Civil Money Penalty Procedures into the Vendor Handbook, Vendor Agreement and the Sanction System. 
2 Develop procedures for collection of Civil Money Penalties. 
3. Train all vendors on Civil Money Penalties 
4. Implement Civil Money Penalties for Federal Fiscal Year2000 
PROGRAM INTERVENTION 
 
Resources 
USDA Regulations, Vendor Unit Staff Quality Improvement Staff Vendor Unit Quality Improvement Unit Vendor Unit or District Staff Vendor Unit Quality Improvement Unit 
 
Milestones 
May 1999 - June 1999 
August 1999 September 1999 September 1999 October 1999 
 
STATE WIC PLAN - 2000 
 
STATE WIC OFFICE 
 
   
 
FEDERAL FISCAL YEAR 2000 OBJECTIVE 
OBJECTIVE XIII: 
By June 2000, State WIC Office will review all local agencies for compliance with new legislation action steps/activities/methods (identification, residency and income). 
 
EVALUATION DESIGN: 
During FFY 2000, To review all local agencies for compliance with the new legislation (on income, residency and identification). 
 
Action Steps Activities/Methods 
1. Develop a training to determine problems or needs for taking action. 
2. Contact Local Agencies in FFY 1999 to inform them of the site visit. 
3. Develop a summary of problems found in the area of the new legislation. 
4. Develop a summary of problems found in the area of the new legislation. 
5. Train staff in September 2000. 
 
Resources 
Policy Unit Policy Unit Policy Unit Policy Unit Policy Unit 
 
Milestones 
08/99 06/00 06/00 07/00 09/00 
 
 
 
STATE WIC PLAN - 2000 
 
11 
 
STATE WIC OFFICE 
 
  
 
FEDERAL FISCAL YEAR 2000 
 
CHAPTER2 
FINANCIAL MANAGEMENT 
 
 
 
I. Program Financial Status II. Letter of Credit 
III. Local Level Requirements 
 
 
 
CPLAN-2000 
 
STATE WI FFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
SECTION I - PROGRAM FINANCIAL STATUS 
A. Financial Management System 
Swnmary The financial management staff of each local agency, in keeping with State agency requirements, is charged with overseeing and operating the WIC Program budgets and expenditures according to DHR and USDA Food and Nutrition Services (FNS) guidelines and instructions. 
The local agencies submit a Monthly Income and Expenditure Report to the Public Health grant-in-aid office and the State WIC Office. The state agency staff monitors these reports and comparisons made to approve budgetary amounts. During program reviews, expenditures and supporting documentation are checked to ensure program compliance. 
B. Time Reporting 
Random Moment Sample Study <RMSS} 
The Division of Public Health has 2 RMSS, each serving a different purpose: 
One is the State-level Administrative RMSS, which is used to allocate indirect administrative costs of the division to its programs. Costs included in this pool are personnel costs and related support costs for the divisional administrative offices and for each of the nineteen district offices. The WIC Program, as a part of the Division of Public Health, shares in the distribution of costs from this cost pool. 
In addition to the divisional indirect administrative costs discussed above, departmental indirect administrative costs and statewide central service costs are distributed to the division programs via the results of the State-level Administrative RMSS. Costs included in this pool include the department's administrative offices such as the Commissioner's Office, Personnel Budgeting, Financial Services, etc. and the indirect costs of the various state agencies that provide services to the Department of Human Resources, such as our Department of Administrative Services, the Georgia Building Authority, the Department of Archives and Records, etc. 
The second RMSS is the County Public Health RMSS. These costs are used to distribute all county health department costs that the department has agreed to reimburse. The costs of all county personnel and related support costs are included in this cost pool. All costs incurred to operate and implement the programs offered by the county health departments are included in this cost pool. 
The mechanics are the same for both of the RMSS. They are designed to replace the use of time sheets and in that function, their results are used exactly as the results of time sheets. The theory is that when there is a pool of costs that are attributed to more 
 
STATE WIC PLAN - 2000 
 
13 
 
STATE WIC OFFICE 
 
  
 
FEDERAL FISCAL YEAR 2000 
than one program, a fair method of allocation is to distribute these costs in the same proportion that the workers, whose wages/salaries and benefits help comprise the cost pool, spend their time. In order to measure how workers spend their time, time sheets were formerly employed. However, they were cumbersome, burdensome and easily manipulated. 
The RMSS was designed to measure employee's time in a more scientific and accurate way. By taking a randomly selected sample, (a sample of randomly selected employees at randomly selected times and determining the amount of time spent on divisional programs), we are able to impute these results to the population as a whole. We conduct our sample on a quarterly basis. It has a standard deviation of +/-3%. It is audit-able and conforms to scientific standards by its ability to mathematically describe a specific population. Our results are given in the following context: We are 95% certain the results of our samples reflect the characteristics of the population under study with a standard deviation of +/-3%. 
 
 
 
 
 
STATE WIC PLAN - 2000 
 
14 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
 
INDIRECT COST AGREEMENT 
 
Mr Jesse Separs, Director D1vis1on of Cost Allocation Department of Health and Humen Services 101 Manetta Tower, Suite 1607 Atlanta, Georgia 30323 
 
July 12, 1991 
 
Dear Mr Spears: 
 
Enclosed is the Cost Allocation Plan for the Georgia Department of Human Resources (DHR) for the state fiscal YEAR beginning July I, 1990. For admmistrauve purposes this plan is designated GA DHR 91-0 This Cost Allocatmn Plan 1s the consolidation GA DHR 88-0 and all subsequent amendments and as such contains no matenal changes for State Fiscal Year 1991 The narrative of the Cost Allocation Plan has been editorially revised and all organization charts and financial schedules have been updated Schedules included m the Cost Allocation Plan include statewide costs submitted to the Division of Cost Allocat1on by the Georgia Department of Administrative Services for approval 
 
For State Fiscal Year 1991 previous references to "authonty" in the narrative chapters of the Cost Allocation Plan have been deleted In lieu of citations of authority, DHR has replaced former Appendix A - Glossary of Terms with a new Appendix A - Funding Grants CFDA Numbers The new Appendix is an alphabetic listing of descriptive funding source titles with the associated identifying numbers from the Catalog of Federal Domestic Assistance 
 
For State Fiscal Year 1991 the Georgia Children's Trust Fund commissmn was attached to DHR for adm1mstrative purposes Rather than add a new appendix to reflect this chenge, Appendix E - Health Planning Agency has been replaced by new Appendix E - Attached Agencies, which includes both the Health Planning Agency end the Children's Trust Fund Commission 
 
Approval of Cost Plan amendment 88-o was contmgent upon the subsequent submission of amendment 88-7 which was to have incorporated changes to the random moment samples as recommended by DCA end the Family Support Adm1mstrat1on (FSA) DHR requested reconsideration of DCA's decision regarding proper treatment of strikes against workers who were away from their usual stations at the time of the randomly selected moment AppendJX B of DHR Cost Plan could not be submitted until an agreement was reached, this also resulted in a delay in submission of the recompiled Cost Plan 91-0. This issue was not resolved until March 1991 when representatives of DCA, FSA end DHR met and reached an agreement That had already completed lime state and local random sampling for three-quarters FSA agreed to allow the delay of implementation of the compromise until the fourth quarter of the state fiscal year 
 
At this time we also submit Cost Allocation Plan amendments 91-1, 91-2 and 91-3 which are materially compnsed of changes to Appendix B, Random Moment Sample Studies Changes have been made to the random moment sample forms and/or instructions for each quarter of the state fiscal YEAR in response to the DCA/FSA/DHR agreement and as needed to capture lime study data for revised or new programs Chenges contained in each amendment are summarized below 
 
Amendment 91-1, Salary supplements pmd to county Department of Family and Children Services workers (previously direct charged to 
 
count fund sources) were allocated to all programs which participate in the cost of regular salaries No new cost center was created 
 
Allocation methodology 1s the same as that used for regular salanes of county employees Chenge was effective for the November 1990 
 
sample 
 
 
 
Amendment 91-2, new activity code "At-Risk Child Care" was added to the social services instrument Space was provided for workers signatures on the social services end eligibility instruments Changes were effeellve for the February 1991 sample 
 
Amendment 91-3, Activity code P was amended to read "TANF At-Risk Child Care" Item 865 AFCD At-Risk Child Care was added to Section II - Major Service on the ehg1bihty instrument. Instructions were amended for ehg1b1hty worker stnkes which occur while workers are away from their desks Changes were effective for the May 1991 sample 
 
Questions about thIS Cost Allocation Plan should be directed to Mr Charles Prescott at 6564718 or to me at 656-2072 
 
Sincerely, 
 
Wayne E Burrell, Director Office ofFinanc1al Services 
 
cc Mr. Charles Prescott 
 
WEB.slb 
 
Enclosure 
 
STATE WIC PLAN - 2000 
 
15 
 
STATE WIC OFFICE 
 
   
 
FEDERAL FISCAL YEAR 2000 
Georgia Department of Human Resources COST ALLOCATION PLAN 
 
CHAPTER 
REVISION NO 91-0 
 
REVISED 7-1-90 
REVISION EFFECTIVE DATE 7-1-90 
 
CERTIFICATION 
BY THE GEORGIA DEPARTMENT OF HUMAN RESOURCES 
INDIRECT COST PROPOSAL 
AND 
COST ALLOCATION PLAN 
I hereby certify the information in the Georgia Department of Human Resource's Indirect Cost Proposals and Cost Allocation Plans for the fiscal year beginning July I, 1990, is correct to the best of my knowledge and belief and that I am authorized to file this proposal. I further certify that procedures were utilized to prevent costs from being allocated to Federal Programs as indirect costs that have already been treated as direct program costs and to assure that consistent treatment was accorded similar costs, to assure that costs have not been treated as indirect costs to Federal program inconsistent with statutory restriction governing those programs. 
 
Wayne E. Burrell, Director Office of Financial Services 
 
 
 
STATE WIC PLAN - 2000 
 
16 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
SECTION II - LETTER OF CREDIT 
I. A description of the State's method of accounting for and disbursing funds from the Letter of Credit (LOC). 
The proposed budget for Fiscal Year 2000 will be submitted as an amendment to the plan no later than thirty (30) days after receipt of Georgia's grant award, including any negotiated amount from USDA. 
A. Letter of Credit Drawdowns - Food 
The Office of Financial Services of the Department of Human Resources makes drawdowns from the Letter of Credit. A reimbursement system is used to assure that withdrawals are not in excess of immediate cash needs. Withdrawals from the Letter of Credit are made semi-weekly. Food reimbursements are determined by the daily clearing from a unique bank account for WIC food vouchers. Since the disbursements are made through a unique bank account, the dollar amount of the food vouchers cleared (representing the actual paid disbursements) is obtained from the DHR bank by telephone on a daily basis. When the draw request is paid and available for state use, the draw represents the previous two (2) or three (3) days expenses. 
When rebate checks are received from the formula contractor, the WIC programmatic accountant makes a copy of the check and forwards it to the cash manager. The check and deposit information is given to the cashier for recording in OHR accounting records and for depositing in the bank. The cash manager takes the amount of the rebate into consideration before making any future draws on the food Letter of Credit. 
B. Letter of Credit Drawdowns - Administration The administrative reimbursement is more complex than the food reimbursement. The Department's annual budget was analyzed to determine the ratios of the different federal and state funds which comprise each type of expenditure. This is called the funding mix. Disbursements from the Operating, Grant-In-Aid and the Payroll accounts are entered into a computer program containing the funding mix and the historical check clearing patterns of these three (3) bank accounts. The computer program adds the total funds eligible for reimbursement from the three (3) bank accounts, by day and stores this information in a program ledger. When reimbursement is requested, the draw represents the projected clearing in those bank accounts for the previous two (2) to three (3) days. Clearing patterns and the funding mix are updated periodically to insure that projections can be as accurate as possible. Near or at the end of each month, it will be determined whether conversion authority exists. If conversion authority exists, the administrative expenditures to date will be compared to the amount of availability on the administrative Letter of Credit. If the Letter of Credit does not have any availability and conversion authority exists, the WIC programmatic 
 
STATE WIC PLAN -2000 
 
17 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
accountant will make an entry in the DHR accounting records to use food funds for administrative costs. A copy of the entry will be given to the cash manager so the cash manager will be aware of the need to draw the food funds immediately rather than during the reconciliation process. 
 
A. Cost Containment Initiative 
 
In accordance with the provisions of P.L. 100-460, the Georgia WIC Program is continuing with the cost containment initiative begun on October 1, 1988. Effective August 1, 1998 the Georgia WIC Program entered into a three (3) year contract with Ross Products to be the primary provider of infant formula to WIC participants in this state. The purpose of this initiative is to provide WIC services to more eligible women, infants and children by reducing the cost of infant formula and applying the savings to the food budget. 
 
In order to provide the program with the best possible rebate offer, the State Department of Administrative Services (DOAS), sent copies of the Georgia Invitation to Bid (1TB) to all major formula companies. The ITB contained all relevant information including definitions of truckload sizes, provisions for billing disputes and details on the review and award process that potential bidders would need in order to make an informed bid. The ITB was reviewed and approved by USDA prior to release. 
 
To identify and bill for infant formula the Georgia WIC Program issues vouchers which have been imprinted with..ihe Contractor's brand and type of formula. Vouchers are redeemable for only the brand type shown. Each month the WIC Program's data processing contractor compiles a report identifying the number of vouchers casheq for both contract and non-contract brands and type (Concentrated, Powdered and ReadyTo-Feed). A copy of this report is sent to the State WIC Office and Office of Financial Services. The Office of Financial Services then bills the formula contractor. In addition, the data processing contractor provides a computer tape to the formula manufacturer that allows them to check the accuracy of each invoice. 
 
The first infant formula rebate contract with Mead Johnson Nutritionals resulted in a total savings of approximately $55,350,000. The current contract with Ross Products is expected to generate between $130,000,000 to $140,000,000 over the next three years. During FFY 1999 rebates on infant formula totaled over $47,000,000. 
 
II. 
 
A description of the checks and balances in effect to ensure that withdrawals from the 
 
LOC are not in excess of immediate cash needs and are in compliance with the Cash 
 
Management Improvement Act (CMIA). 
 
A State WIC Office expenditures and local agency expenditures are reported on a cash basis of accounting.. 
 
STATE WIC PLAN - 2000 
 
18 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
1. Unliquidated Obligations 
Unliquidated obligations are identified both monthly and at year end. Monthly unliquidated obligations are recorded on the FNS 498 report, page 2, line 16b and yearly, on the FNS 227 closeout report, part C - Status of Grant Award, line 21. 
2. Local Agency Overhead 
a. Some districts charge a portion of overhead expenses through the indirect cost allocation plan. The expenses not included in the plan are absorbed by the county providing the service. 
b. The majority of districts have elected not to charge these costs to the programs when the county providing the service is supporting the activity fully. 
3. Monitoring of Local Agency Expenditures 
The local agencies submit, electronically, a Monthly Income and expenditure report to the DHR GIA Accounting Office. 
The State office as well as the local agencies, in keeping with generally accepted accounting principles, will monitor all purchases to ensure no obligations are claimed as expenditures prior to full payment. 
Further monitoring of local agency and county expenditures can be made through the use of the official state accounting system - U.A.S. (Uniform Accounting System). Counties are identified by division, district, county and program. 
4. Monitoring of State Agency Expenditures 
The expenditures of the state agency are monitored by the DHR Office of Financial Services and Division of Public Health and only allowable costs are charged to the federal grant program. The documentation to support these charges is maintained in the Office of Financial Services. The Department's Office of Audits and the State Office of Audits conduct regular reviews of financial activity in the WIC program. Indirect costs assessed by the Department and the Division are included in the DHR Cost Allocation Plan approved by DHHS. 
5. Purchasing, Contracting and Property Management 
All State agency purchasing, other than supplies from the Department of Human Resources Central Supply, is conducted by the Procurement Office for DHR. Federal Regulations, including 7-CFR 3016, A-90 and A-87 guidelines are 
 
STATE WIC PLAN - 2000 
 
19 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
complied with by the Procurement Office. Prior approval from FNS must be obtained before the State agency can approve the following purchases: 
a. Automated management information systems 
b. Management studies for State or local agencies 
c. Capital expenditures over $25,000 
d. Non-major ADP equipment 
The Purchasing authority for the Georgia Department of Administrative Services (DOAS) complies with the requirements of 7 CFR Part 3017. This federal regulation provides guidance for systematic policy and procedures implementation for nonprocurement debarment and suspension. This regulation applies to all debarments and suspensions of persons, firms, or corporations from consideration for award of contracts imposed by the Department of Administration Services, Purchasing and Surplus Property Division. The list of disbarred/suspended vendors is maintained by State Purchasing. The state agency does not conduct business with any debarred or suspended vendor. Contracts for services are initiated and written by the State agency following applicable guidelines. Consultation is provided by the Office of Financial Services and the Division of Public Health Contracts Office. Companies which the State agency has major on- going contracts with are: 
Viking Computing, Inc. Southside Health Care, Inc. Fulton /DeKalb Hospital Premier Ross Laboratories 
 Executive departments and agencies shall participate in a government-wide system for nonprocurement, debarment and suspension. A person (vendor) who is debarred or suspended shall be excluded from Federal financial and nonfinancial assistance and benefits under Federal programs and activities. Debarment or suspension of a participant (vendor) in a program by one agency shall have government-wide effect. 
Each local agency conducts its own purchasing through the District Health Office. The Southside, Inc. and Fulton/DeKalb Hospital WIC Programs purchase through their own internal mechanisms. Each local agency has been provided a copy of the Federal guidelines and instructed that WIC purchases must be made in accordance with those guidelines. Policies and procedures for purchases made 
 
STATE WIC PLAN - 2000 
 
20 
 
STATE WIC OFFICE 
 
   
 
FEDERAL FISCAL YEAR 2000 
with State Grant-in-Aid funds are given m the Grant-in-Aid Policies and Procedures Manual and are in compliance with Federal requirements. 
Local agencies are contractual providers of the state, therefore they are subject to DOAS guidelines for "Debarment or Suspension of Vendors." DOAS complies with the requirement of 7 CFR Part 3017 and maintains a list of disbarred/suspended vendors. State Agencies shall comply with the requirements governing nonprocurement debarment/suspension in accordance with 7 CFR 3017. For WIC property control procedures in accordance with A-102, see Section AD of the Procedures Manual. The property control procedures are applicable for nutrition education property management and to the debarment/suspension requirements for property management. 
6. Identification of Obligations 
The FNS-498 Report is prepared by the Office of Financial Services using the following reports: 
a. UNMATCHED REDEMPTIONS REPORT (EWRR3400G) 
This report lists Manual Vouchers which have been redeemed but for which: 
1. No matching issue record has been received by the ADP Contractor, or 2. No valid certification exists. 
b. WIC FOOD COST PROJECTION REPORT (EWWRR401G) 
Lists food allocation by District/Unit, shows following information: 
Food Grant Accumulated Expenditures To Date Calculated Expenditure For Current Month Sub-Total Of Expenditures Remaining Total Projected Expenditure for Fiscal Year Available Monthly Grant Remaining Projected End of Year (Over/Under) Projected Percent Of Grant Expended for Fiscal Year Actual Percent of Grant Expended for Fiscal Year 
 
 
 
STATE WIC PLAN - 2000 
 
21 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
c. FOOD EXPENDITURES {EWRR800G) 
Shows number of computer generated and manual vouchers created by WIC Type along with Voids. Also includes the same information listed for vouchers codes in Report EWRR900G. 
d. MONTHLY REPORT OF VOUCHER EXPENDITURES BY VOUCHER CODE {EWRR900G) 
Gives following information for each voucher code: 
# Computer Issues # Manual Issues # Voids # Net Issues # Cashed 
Value of Cashed Vouchers Average Cost/Voucher # Uncashed Vouchers Value ofUncashed Vouchers 
7. The Office of Financial Services uses the following steps to prepare the FNS-498 Report: 
a. The food obligation amount is taken from the WIC Director's memorandum which is obtained from the data processing contractor's WIC FOOD COST PROJECTION REPORT, less the estimated amount of rebates provided by the State WIC Office. 
b. The net amount is equal to the total amount of vouchers that have been cashed for three (3) months, including the issue month. This amount also equals the "total" line on food outlays for the issue month. 
c. The food outlay section is completed using the FOOD EXPENDITURES. UNMATCHED REDEMPTION, the RECONCILIATION OF USER and FACS 2012 reports for manual adjustments. 
(1) The current month amount is calculated by taking the current amount from the FOOD EXPENDITURES REPORT + Early Redemptions (from Reconciliation of User)+ Unmatched Redemptions+ Redeemed Late (from Reconciliation of User) + Bank Exceptions (from Reconciliation of User) + Manually issued checks for stale dated 
 
STATE WIC PLAN - 2000 
 
22 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
 
vouchers (manual journal vouchers - Accounts Payable file) - refunds (manual journal vouchers - Accounts Payable file). 
 
NOTE: 
 
The stale dated vouchers are included in the current month. Because of the small amount of these in respect to total dollars [less than one (1) percent], we determined that it would not be cost effective to identify the actual month of issue. Also, the original month of issue would have already been closed out on the FNS-498 Report. 
 
(2) Prior months are taken from the FOOD EXPENDITURES REPORT and adjusted for the vouchers that were cashed early during that month. Example: The May amount cashed in June would be adjusted for the June amount that had been cashed early in May since we would have originally reported that under May. 
 
d. To ensure that the correct amount is being reported, the total of "c" above would be compared to what is on the books. These amounts must match exactly. 
 
e. The participation information is received from the WIC Director's memorandum which is obtained from the data processing Contractor's ETHNIC PARTICIPATION BY PRIORITY REPORT {EWRR990G) each month. 
 
f. The administrative costs for outlays are taken directly from the Fiscal Accounting and Control System (FACS) which identifies all costs by program based on codes used by WIC. The costs are picked up from a monthly 2012 FACS report and added to the previous monthly outlays. This total is compared to the FACS 4100 report to insure accuracy. Any expenditures covered by converted food funds are arrived at in the same manner because the FACS 2012 is a project report. These costs are recorded on an administrative project and food fund source. When the WIC accountant does the comparison to the FACS 4100 report, he/she must adjust for these costs since the 4100 report is a by fund source. 
 
g. The administrative costs of unliquidated obligations represents the total from the FACS 2039 report less costs not reportable except one (1) month at a time. For the unliquidated obligations, we have been informed by the USDA Regional Office that contract costs can only be claimed for the month being reported. Example: The data processing contract is not put on the July report unless we have not paid the July invoice and then it is put on for only the amount or estimated amount of the July invoice. The indirect 
 
STATE WIC PLAN - 2000 
 
23 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
cost for the first two (2) months of the quarter is an estimated amount and is shown as an obligation since indirect cost is only posted once per quarter. This amount is estimated by obtaining an average for the past four (4) quarters of indirect cost and dividing the result by twelve. This result is used for the first month of a quarter and this result times two (2) is used for the second month of the quarter. There is no estimate used for the third month of the quarter since the indirect cost will be the actual cash expense indirect cost and reported as a cash outlay. 
(3) The rebate check is recorded through a journal voucher to WIC food. The distribution between the months that the check represents is obtained from VIKING INFANT FORMULA REBATE REPORT (EWVR16MG). This journal voucher is adjusted in the proper months from the amounts calculated in steps 1 and 2 above. 
8. Nutrition Education Expenditures 
WIC Regulations mandate that nutrition education expenditures equal at least one-sixth (1/6) of the State agency's total administrative and operational costs. The State agency will take the following steps to ensure that nutrition education spending is at an adequate level. 
a. Monthly grant-in-aid reports from local agencies will be monitored to determine nutrition education spending levels. The State agency will then record monthlystate and local administrative expenditures and compare nuttjtion education expenditure percentages to determine whether one-sixth (1/6) of all administrative expenditures are for nutrition education. 
b. If the one-sixth (1/6) requirement is not being met by an agency, the State will determine the cause and work with the local agency to establish spending patterns at the appropriate level. This may entail shifting funds from administration to nutrition education. 
c. The State agency will provide technical assistance and consultation to local agencies to assist them in planning nutrition education expenditures. 
d. If an agency persistently fails to meet the nutrition education spending share, the State agency may reduce that agency's administrative allocation up to one-sixth (1/6), unless documentation is available to justify low nutrition education expenses. Currently, in-kind contributions are not documented and are not included in the minimum requirement for nutrition education . 
 
STATE WIC PLAN - 2000 
 
24 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
9. Breastfeeding Expenditures 
WIC regulations mandate the amount of the administrative grant that must be spent on breastfeeding promotion activities. Local agencies must budget the allocation amount on a special program code set up for the breastfeeding promotion program. The State agency will take the following steps to ensure that breastfeeding spending is at an adequate level: 
a. Monthly grant-in-aid reports from local agencies will be monitored to determine breastfeeding spending levels. The State agency will then record monthly state and local breastfeeding expenditures to ensure breastfeeding expenditures are being reported accurately and are allowable breastfeeding activities. 
b. The State agency will provide technical assistance and consultation to local agencies to assist them in planning breastfeeding expenditures. 
c. State and local agency breastfeeding expenditures will be reported on the final 269 report. 
10. Client Service Expenditures 
WIC regulations mandate that Client Service expenditures must be accounted for separately from general WIC administrative expenditures. 
Client Service expenditures include all those costs expended to deliver food and other client services and benefits. 
11. Indirect Costs 
The state agency operates in accordance with the approved department/division indirect cost allocation plan. This plan details the services provided to the WIC program under this agreement. The indirect costs are charged by organizational codes to the appropriate programs. There are three levels of costs: statewide, departmental and divisional. 
Local agencies may charge allowable indirect costs to the WIC program upon submission and approval of an indirect cost allocation plan. These plans are reviewed by state agency staff during on site monitoring visits and by local agency and departmental auditors. Please see the enclosed DHR Indirect Cost Allocation Plan. 
 
STATE WIC PLAN - 2000 
 
25 
 
STATE WIC OFFICE 
 
  
 
FEDERAL FISCAL YEAR 2000 
12. Local Agency Financial Management System 
The Master Agreement for the Division of Public Health, paragraph 115 requires that local agencies maintain their financial management system in accordance with 45 CFR Parts 74.60 and 74.61 (Subpart H) and Georgia Code Annotated, Section 31-3-8. 
The DHR Administrative Policy and Procedure Manual and the DHR Grants to Counties Manual give specific instructions in the operation of a financial management system at the local level. The WIC Procedure Manual provides information which is specific to the WIC program. 
III. A description of the procedures in effect to recognize rebates when determining immediate cash needs. 
See Section II.B. 
 
 
 
 
 
STATE WIC PLAN - 2000 
 
26 
 
STATE WIC OFFICE 
 
  
 
 
 
FEDERAL FISCAL YEAR 2000 
SECTION III - LOCAL LEVEL REQUIREMENTS 
I. A description of how the local agencies are operating a financial management system consistent with State agency requirements. 
See Chapter II - Section I. 
II. A description of the State level management reviews conducted at local agencies and time frames. 
See State Agency Monitoring Section in the Procedures Manual. 
III. A description of how the State monitors fiscal operations at the local level. 
See State Agency Monitoring Section in the Procedures Manual. 
IV. A description of the method used to allocate administrative funds among local agencies. 
A. Allocation of Administrative Funds 
1. Initial Allocations 
The procedure the state agency uses to allocate administrative funds is based on the use of a flat yearly cost per participant. This is determined by the following formula (See Attachment II): 
a. Determine the maximum administrative monies available for allocation after the program overhead expenses have been subtracted. These overhead expenses are costs associated with the data processing mainframe contractor, Office of Nutrition expenses, the State WIC office expenses and DHR indirect costs. 
b. Average participation is calculated for the local agencies using the most recent two months closeout participation. 
c. Divide the total district administrative allocation (as determined in step 1) by the statewide caseload to determine the yearly cost per participant. 
The individual district allocations are calculated based on the number of persons served by each district. The yearly cost per participant is multiplied by each district's average caseload to determine their allocation. 
2. Re-Allocations during the state fiscal year: 
 
STATE WIC PLAN - 2000 
 
27 
 
STATE WIC OFFICE 
 
  
 
 
 
FEDERAL FISCAL YEAR 2000 
 
Reallocations are made whenever funds become available to distribute to the local agencies. This is accomplished as follows: 
a. Add the new available administrative money to the existing administrative total to arrive at the new administrative total. 
b. The average participation for each local agency must be updated using the most recent two months closeout participation. 
c. Divide the new administrative total by the updated statewide participation to calculate the new yearly costs per participant. 
d. Multiply the new cost per participant by each district's updated average participation to calculate their new allocation. 
V. A description of the procedures used to develop allocation standards in cooperation with local agencies. 
 
A. Administrative Funds 
The allocation of administrative funds is based on an average cost per participant. 
First, the cost of State agency operations (State WIC Office and Office of Nutrition) is subtracted from the total administrative grant received from USDA. Of the remaining funds, additional yearly expenses are deducted from the adjusted administrative balance (indirect cost paid to DHR, ADP contractor fees). The new adjusted balance is then available for statewide District (Local Agency) distribution and is allocated based on a Statewide average cost per participant and participation of the last 2 closed out program months. 
B. WIC Allocation Advisory Committee 
The WIC Allocation Advisory Committee is charged with assisting the State Agency and Division of Public Health with developing an acceptable methodology for allocating federal grant funds to Local Agencies. Since FFY '90 the Georgia WIC Program has been allocating administrative funds based on the methodology described in the Financial Management Section of this document. This Georgia WIC approved funding formula has been well accepted by local agencies due to its accuracy and fairness. Additionally, the Georgia WIC Allocation Advisory Committee makes recommendations to the State Agency/Division of Public Health concerning caseload management strategies; 
 
STATE WIC PLAN - 2000 
 
28 
 
STATE WIC OFFICE 
 
   
 
FEDERAL FISCAL YEAR 2000 
these recommendations are considered and modified if necessary. The committee is chaired by a District Health Director. Each category (coordinator, manager or director) has one representative from a small, medium or large size clinic. The committee meets a minimum of two (2) times per year, first in January or after the federal grant award notification; and in July or August to determine reallocation funds distribution and the succeeding year's caseload strategies. However, meetings are convened on an as needed basis. Committee members rotate every two (2) years. To ensure committee continuity and integrity, one member from each category becomes a member of the succeeding rotation. 
VI. A description for distributing operational and administrative funds, including start-up funds, if applicable, to local agencies. 
A. Use of Funds 
The Georgia WIC Program is 100% federally funded and officially operates on the federal fiscal year calendar (October 1 through September 30). 
However, Georgia DHR fiscal budgets are allocated on the state fiscal year calendar (July 1 through June 30). 
VII. A description of the procedures for amending budgets to reflect changes in funding levels and individual local agency funding needs. 
A. The Department of Human Resources' Office of Financial Services receives its yearly budget instructions from the Office of Planning and Budget. When funding levels change, budget amendments are created by OFS and instructions are given to the Division level. Funds are then distributed to the local agencies by means of program specific allocation formula. This distribution process is contingent upon local agency funding needs. 
 
 
 
STATE WIC PLAN - 2000 
 
29 
 
STATE WIC OFFICE 
 
  
 
FEDERAL FISCAL YEAR 2000 
 
CHAPTER3 
 FOOD DELIVERY/MANAGEMENT INFORMATION SYSTEMS I. Retail Delivery Method II. Vendor Management III. Direct Delivery Method IV. Management Information Systems V. Food Package Design 
 CPLAN-2000 
 
   
 
FEDERAL FISCAL YEAR 2000 
SECTION I - RETAIL DELIVERY METHOD 
I. A description of all food delivery systems that the State plans to use during the year including any special provisions for the homeless or for the delivery of special formulas [246.4(a)(14)(i), 246.4(a)(14)(ix)]. 
See the Food Delivery Section of the Procedures Manual. 
II. A description of any special food delivery procedures in the event of a natural disaster [246.4(a)(14)(i)]. 
See the Disaster Plan in the Procedures Manual. 
III. Copies of all food instrument types [246.4(a)(l4)(v)]. 
See the Food Package Section of the Procedures Manual. 
IV. A description of food instrument security and accountability procedures at the State level [246.4(a)(14)(v), 246.12(1)]. 
See the Food Delivery and Quality Improvement Sections of the Procedures Manual. 
V. A description of procedures for shipment of food instruments between all points 
[246.4(a)(l4)(v), 246.12(1)]. 
See the Food Delivery Section of the Procedures Manual. 
VI. Names of companies, other than vendors, under contract to operate or assist the State in operating the food delivery system [246.4(a)(14)(vii)]. 
Viking Computing, Premier, Ross Laboratories, Mitchell and McCormick, Human Soft, Inc. (DeKalb System). 
VII. A description of State procedures for follow-up on reports of lost or stolen food instn,unents [246.4(a)( 14)(v)]. 
See the Quality Improvement Section of the Procedures Manual. 
VIII. A report on the reconciliation rate for the previous year and an assurance that the State agency will fulfill food instrument reconciliation requirements in the coming year [246.12(n)] . 
 
 STATE WIC PLAN - 2000 
 
31 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
Reconciliation 
The Georgia WIC Program, in conjunction with its ADP contractor, Viking Computing, utilizes a series of monthly reports that provide complete tracking for every voucher issued. 
These include: 
Bank Transaction Listing lists each voucher cleared by the bank during the processing month by serial number, date cleared, dollar amount and transaction code. 
Bank Exception Report identifies vouchers which cannot be reconciled to the Issue Records either because the voucher number is not recognized as currently valid, or because the voucher number has already been placed in a final status. 
Closeout Reconciliation Report provides a one to one reconciliation report that shows at a detailed voucher level, the disposition of each voucher which was created during the month that is currently being closed out. 
Voucher Reject By The Bank lists detailed data of vouchers rejected by the contract bank during the screening and prepayment audit. The report is summarized at the county level within each District/Unit. The list includes both computer and manual vouchers. 
For Manual Vouchers (including those prepared by clinics using automated systems) there are Unmatched Redemption Reports which include Cumulative Unmatched Redemption's showing those vouchers that cannot be matched to either an issue record, a valid WIC ID or a Certification period. 
Vouchers Paid By Administrative Check list in detail those vouchers rejected by the bank for reasons such as being over the maximum amount but subsequently approved by the WIC Office for payment. This combination of reports and microfilm allows the WIC program to track every voucher and determine its final disposition. 
In addition, the State WIC Office receives records of all vouchers processed during the month on CD Rom. A PC Program, Georgia Imaging Retrieval, provides fast and easy access to all WIC vouchers processed by the bank. 
On January 1, 1997 the Georgia WIC Program entered into a new contract with Viking for Data Processing services. The contract has been extended through September 2000. 
IX. A description of the State's plan to monitor local agency compliance with food delivery and accountability requirements [246. l 9(b)]. 
See the Monitoring Section of the Procedures Manual. 
 
STATE WIC PLAN - 2000 
 
32 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
 
SECTION II - VENDOR MANAGEMENT 
 
I. 
 
A description of the vendor management (food delivery) system as it operates at the State 
 
agency level, including instructions for the local agency [246.4(a)l4(i)]. 
 
II. A narrative description of vendor selection, including a list of selection criteria, limitation criteria, if applicable and the application form [246.4(a)l4(ii)]. 
 
III. A copy of the standard written vendor agreement between food vendors and the State (or local) agency [246.4(a)(l4)(iii)]. 
 
IV. A description of the procedures designed to control participant abuse of the program [246.12(k)(2)]. 
 
V. A description of the system for monitoring food vendors to ensure compliance and prevent fraud, waste and abuse [246.4(a)(l4)(iv)], including: 
 
- the functional breakdown between State and local agency responsibilities for vendor management 
- monitoring system - high risk criteria - investigation system - sanction system - vendor/participant complaint system 
 
VI. Administrative appeal procedures for food vendors (may be placed in fair hearing section of the Procedures Manual) [246.4(a)(l 7)]. 
 
VII. A description of the procedures to review food instruments for errors or overcharges, including pre-payment and post-payment edits, reclaim, rejection and adjustment procedures (May be included in general food delivery system description) [246.4(a)(l 4)(vii)]. 
 
See the Vendor Section of the Procedures Manual for items I - VII above. 
 
SECTION III - DIRECT DELIVERY METHOD 
 
I. A description of how infant formula requiring a physician's prescription is issued to WIC participants. 
 
See Food Package Section of the Procedures Manual. 
 
SECTION IV - MANAGEMENT INFORMATION SYSTEMS 
 
I. 
 
A narrative summary of changes made to the WIC management information system(s) in 
 
the past year. 
 
STATE WIC PLAN - 2000 
 
33 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
 
AUTOMATED DATA PROCESSING 
 
HEALTH OUTCOME and SERVICES TRACKING (HOST) 
HOST is being re-written to comply with Y2K requirements. The new program, renamed AEGIS, uses an Oracle database with Visual Basic Graphic User Interface (GUI) in a Windows environment. 
AEGIS will be ready for user acceptance testing beginning in October 1999. 
 
AUTOMATED REPORTING and MANAGEMENT INOFRAMTION SYSTEM (ARMIS) 
ARMIS will ~so be re-written to meet Y2K requirements. Utilizing Crystal Reports, the new system will operate over a secure WEB site. Monthly data updates will be done electronically by Viking thus eliminating the need for CD's or diskettes. 
Access to the data will be faster and easier for District/Unit staff who will no longer be responsible for maintaining their own systems. Built in security and customizing of user accessibility will ensure protection of data while maximizing its usefulness to State and District level personnel. 
 
VENDOR INTEGRITY PROFILE SYSTEM (VIPS) 
The Vendor Integrity Profile System has been enhanced to include a District/Unit version that will be available to local agencies by December 1999. 
VOUCHER ANALYSIS SYSTEM (VAS) 
The Voucher Analysis System continues to be in use by the State WIC Office. VAS, a Visual Basic program, is used to assist the Vendor Unit in comparing vendor food package and voucher code prices with the state average and peer groups. VAS additionally provides peer group analysis and food package, voucher code and voucher maximum price references. 
GEORGIA IMAGE RETRIEVAL SYSTEM (GA IRS) 
All WIC vouchers processed by the bank are now being imaged onto CD ROM. Since 1997 State WIC Office staff have been able to retrieve and print electronic images of all vouchers from CD ROM. Plans for the future include expanding GA IRS to include reports, voided vouchers and possibly other documents. 
 
STATE WIC PLAN - 2000 
 
34 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
{Year 2000 CONTINCENCY PLAN) 
The Georgia WIC Program is making every effort to ensure that all WIC systems are Y2K compliant by December 1999. The State WIC Office and Keane & Associates have conducted several surveys of WIC owned hardware and software that operate a WIC system. Georgia is now required to submit monthly progress reports to USDA. Viking, and DeKalb have reported and are Y2K compliant. Athens, Mitchell & McCormick and HOST expect to be Y2K compliant by December 1999. 
In May, 1999 a meeting was held with the State WIC Office, USDA and Science Applications International Corporation (SAIC) to evaluate Georgia's Y2K readiness. The meeting included interviews with representatives of each of the systems operating in the State. A comprehensive report of SAIC findings and suggestions is forthcoming. 
In the unlikely event that it appears that all systems will not be Y2K compliant by January 1, 2000 the following contingency plan will go into effect no later than December 1, 1999. 
1. For all Districts in the event that no automated system is available: 
Viking will print an additional voucher run in December 1999 that will ensure that clinics have their pre-printed vouchers for January through March in house prior to January 1. Vouchers may then be issued according to regular schedules with no lapse in services to WIC clients. 
All clinics will ensure that they have at least a thirty day supply of pre-printed, standard manual vouchers on hand that can be used for new clients. This will also include a supply of Blank Manual vouchers (999 series) for customized food packages. 
All clinics will ensure that they have at least a thirty day supply of paper (Tum Around Documents [TAD]) both pre-number and blank for use in the event that no automated system is available. 
These steps will allow clinics to process applicants and issue vouchers without the need for automated systems. While this will be slower, and a time and labor intensive process, we will be able to ensure that no WIC client or applicant will be denied services. 
2. For Non-HOST Clinics in the event that their automated system is not available: 
The provisions described in paragraph 1 will apply in all cases. 
Each District WIC Coordinator has assured that State WIC Office that each of their clinics is currently equipped with a Y2K compliant PC. In the event that the non-HOST system used by the clinic is unavailable, HOST will be loaded onto the computer and operated as a stand-alone system. 
In the event of breakdown and/or malfunction of the PC the clinic staff will be able to continue providing services using the paper environment described above. 
 
STATE WIC PLAN - 2000 
 
35 
 
STATE WIC OFFICE 
 
   
 
FEDERAL FISCAL YEAR 2000 
3. Availability of Other Systems: 
As an alternative to reverting to an all paper environment two other systems developed by the State WIC Office may be used. The Automated TAD and Voucher System {ATVS) is currently being used by three Districts: Fulton County (03-2), Valdosta (08-1) and Grady Hospital (12-0). Plans exist for converting each to AEGIS in the near future. ATVS has been tested at Viking and an additional Y2K test is in development at the State WIC Office and will be conducted during the month of August 1999 
ATVS was designed as a stand-alone system for use by WIC until HOST was ready for implementation. Assuming that all tests are successful, clinics can be equipped with ATVS for use in preparing transactions and vouchers. Training on the system for those who have never used it would require minimal time. 
If ATVS is not available or clinics require a system for just writing vouchers the State developed Manual Voucher System (MVS) is another possible alternative. MVS was developed as a precursor to ATVS and functions only as a voucher producing system. Due to changes in programming between MVS and ATVS, Y2K testing will also be completed on MVS. Tests for the two systems can be run at the same time using essentially the same test cases with no danger of overlapping information. 
4. Implementation of Plan: 
If, by December 1, 1999 it appears that one or more systems will not be Y2K compliant, the State WIC Office will notify Viking Computing to produce an additional voucher production run during December to cover the months of January through March 2000. At the same time the State WIC Office will request that Viking also provide additional supplies of Pre-printed and Blank TADs, Pre-Printed Manual Vouchers and Blank Manual Vouchers to cover approximately a 30 day period. The paper products will be delivered at the same time as the Computer Generated Vouchers. This will ensure that clinics have an adequate supply of vouchers for distribution to clients. There will be no disruption in services to the clients and from their point of view the operation of the WIC program in the state of Georgia will appear to be business as usual. 
 
 STATE WIC PLAN - 2000 
 
36 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
A Summary of the State of Georgia's Efforts Towards Y2K Compliancy 
Recent developments in the roll-out schedule for AEGIS call for pilot testing at Southside HealthCare, Inc. during the first week of September 1999 followed by the remaining 18 clinics that are using HOST for WIC purposes only. By October, the rest of the HOST sites will be converted. Fulton County and Grady Hospital will be converted to AEGIS during November 1999. State funds have been made available for the purchase of new file servers for each of the sites. 
In order to assist us in our efforts to become Y2K compliant, the state of Georgia has created the State Information Technology Policy Council (ITPC). The ITPC has developed a series of guidelines to assist all agencies in becoming Y2K compliant. In addition the State of Georgia has established policies and procedures for the testing of all state systems. Testing of the ATVS and MVS systems will follow the guidelines set forth by ITPC. 
The State of Georgia's Compliance Testing and Year 2000 Certification Policy is based on three (3) key points: 
1) Heads of the State Agencies will certify in writing the compliance of their mission critical systems. 
2) Compliance evaluations will follow State Y2K Standards. 3) Testing of mission critical systems must be done in a fully Year 2000 
compliant environment. 
In addition, the ITPC has established a set of standards to be followed in order to ensure total Y2K compliance. Listed below are the standards against which the compliance of all systems will be evaluated. All standards must be met to achieve "Y2K Compliant" status in the State of Georgia. 
 No value for current date will cause interruptions in desired operations. 
 All hardware, software and firmware products, individually and in combination, shall successfully transition with the correct system date, without human intervention, including leap year calculations. 
 All manipulations of date-related data (dates, duration, days of the week, period start and end dates, etc.) will produce the desired results for valid dates and treat invalid date values as errors. 
 No date ambiguity will exist on screens or reports within the application domain. 
 All date elements contained in applications, interfaces and data storage that span 100 years or where ambiguity regarding the correct century could result are expanded as necessary to include the century. 
 
STATE WIC PLAN - 2000 
 
37 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
The minimum requirements for passing Y2K testing in the State of Georgia are: 
 The application must successfully process data with the system date set on or after 1/1/2000. 
 The application must successfully process data with transaction and master file dates advanced to 1/1/2000 and beyond. 
 At a minimum, the following dates or business conditions must be tested on each system: 
 9/9/1999 (All nines in expiration dates)  12/31/1999 through 1/2/2000 (Transition testing)  2/29/2000 (Test for leap year handling)  2/30/2000, 2/29/2001 (Test for invalid dates)  3/1/2000 (Test for rollover from leap year)  Valid Period End Processing Cycles (Weekly, monthly, quarterly, annually, as 
appropriate for application)  The application must properly recognize weekends and holidays in the Year 
2000 and beyond.  The application must test date manipulation processing for: 
Accessing archived data Date comparisons Calculations based on dates Sorting on date seg!_lence Special dates such as all zeroes or all nines. 
The following standards apply to the testing of the IT infrastructure such as PCs and workstations, network and network components, telephone equipment, test equipment along with associated system software (e.g., operating systems, utilities, sorts) and any other IT infrastructure needed for the proper operation of a software application. 
 Acceptance criteria used for testing must be defined in writing by agency IT staff and users. 
 Testing criteria must be developed and tested using written test cases. 
 All results must be recorded. 
 Agency users must perform acceptance tests. 
 Person other than the remediation technician must perform tests. 
 Errors in testing must be documented and corrected. 
 
STATE WIC PLAN - 2000 
 
38 
 
STATE WIC OFFICE 
 
   
 
FEDERAL FISCAL YEAR 2000 
The State has established various levels of Y2K conpliancy for all systems (i.e., Y2K Compliant, Y2K Ready, Y2K Limited Risk, Non-Compliant and Exempt). Each system must strive for the highest level of compliancy. Each system must meet the following criteria: 
1) No value for the current date can cause interruptions in the desired operation of the system. 
2) All hardware, software and firmware products, individually and in combination must successfully transition with the correct system date, without human intervention, including leap year calculations. 
3) All manipulation of date-related data (dates, duration, days of week, etc.) must produce desired results for valid dates and treat invalid dates as errors. 
4) No date ambiguity should exist on screens and reports. 
5) All hardware must transition to Year 2000 without human intervention. 
6) All date elements contained in applications, interfaces and data storage that span 100 years or where ambiguity regarding the correct century could result must be expanded as necessary to include the century. 
7) All systems must be tested in a fully Y2K compliant test environment. 
DHR's Efforts Towards Y2K Compliancy: 
Most of the systems that operate WIC in the State of Georgia (including third party systems used in Athens, DeKalb and in Districts equipped with the Mitchell & McCormick system) have been tested in accordance with the above criteria and no date-related failures were recorded. Two systems, ATVS and MVS have not been tested because they were scheduled to be out of use by the Year 2000. As a contingency, these systems will be tested and if compliant, will be used in reserve as back-up systems that will allow WIC staff to continue processing clients in the event of Y2K related system failures. Testing of ATVS and MVS will take place during August or September 1999. Results of all tests will be made available to all concerned State and Federal agencies. 
 
 
 
A. PARTICIPANT CHARACTERISTIC STUDY 
See Attachment I. 
SECTION V - FOOD PACKAGE DESIGN 
I. A description of the standard or commonly used food package for each participant category including Food Packages I - VII that the State plans to use during the year including any special provisions for the homeless [246.10(c)]. 
 
STATE WIC PLAN -2000 
 
39 
 
STATE WIC OFFICE 
 
  
 
FEDERAL FISCAL YEAR 2000 
II. A list of all State approved infant formulas (including the standard contract formulas), exempt infant formulas, special formulas and medical foods [246.l0(f)]. 
III. A copy of the current State authorized food list [246.lO(b)]. 
See Food Package Section of the Procedures Manual for items I - III above. 
 
 
 
 STATE WIC PLAN - 2000 
 
40 
 
STATE WIC OFFICE 
 
  
 
FEDERAL FISCAL YEAR 2000 
 
CHAPTER4 
 
 
 
PROCESS FOR APPLYING 
 
TO OPERATE A 
 
WIC CLINIC 
 
 
 
    
 
FEDERAL FISCAL YEAR 2000 
SECTION I - PROCESS FOR APPLYING TO OPERATE A WIC CLINIC 
Local agencies must be public or private, health or human service agencies, in accordance with Section 246.5(d) of the WIC Regulations. The application must demonstrate the agency's ability to operate a WIC Program in accordance with WIC Federal Regulations and State policies. 
The Georgia WIC Program operates in all 159 counties in the State and is operated by public health departments and two (2) Atlanta based contracted agencies (Grady Hospital and Southside Health Care, Inc.). During FFY 199, Georgia WIC continued its goal of exploring the expansion of WIC services to non-public health agencies/providers. These new WIC sites may include Migrant Health Centers, Health Maintenance Organizations, Community Health Centers and/or private provider offices. 
Applications will be accepted for purposes of expanding services in a current Program area. In considering such an application, the State Agency will evaluate the performance of existing programs in the areas in question. An application will be considered for approval if the existing agency/agencies is/are not able to expand the services to the residents/participants of the area. Availability of food/administrative funds will also be considered. 
Upon request from an agency interested in operating a WIC Program, the State agency will supply, within fifteen (15) days of inquiry, a pre-application information package consisting of the following documents: 
1. A cover letter explaining, at minimum, the overall application process, time frames involved, criteria for selection of agencies and information concerning the appeal process in the event that the application is denied. 
2. A copy of the WIC Program Regulations, 7 CFT Part 246. 
3. A list of basic requirements for inclusion in the local agency application to operate a WIC Program. This will include staffing and equipment requirements, as well as clinical and nutritional regulatory mandates. 
4. A listing of State and Local Agency resources. 
5. A copy of the Memorandum of Understanding between the State Agency and the local agency. (The Memorandum of Understanding is included in Section AD of the Procedures Manual). 
6. A copy of the most current State Plan, Procedures Manual and Georgia WIC Information Packet. 
7. Examples of nutrition education materials and participant training tapes. 
Selection criteria for local agencies will be consistent with the requirements of 7 CFR 246.5. [246.7 (M)]. Applications will also be reviewed for assurance that at minimum: 
 
STATE WIC PLAN - 2000 
 
42 
 
STATE WIC OFFICE 
 
    
 
FEDERAL FISCAL YEAR 2000 
1. The local agency has corrected all past substantiated civil rights problems and/or non-compliance situations. 
2. The Civil Rights Assurance is included in the State/Local Agency Agreement. 
3. Civil rights complaints are being handled in accordance with procedures outlined in the Rights and Obligations Section of the WIC Procedures Manual. 
4. Clinic sites, certification offices, vendors and other food distribution sites do not deny access to any person because of his or her race, color, national origin, language, age, sex, or handicap. 
5. Appropriate staff, volunteers and/or other translation resources are available in areas where a significant proportion of non-English or limited English-speaking persons reside. 
6. A description of the racial/ethnic makeup of the service area is included in the application. 
7. The agency has the ability to provide appropriate WIC services to applicants and participants in accordance with USDA and State WIC regulations and policies. 
8. The agency space availability is adequate to provide WIC services. 
9. The agency demonstrates the ability to manage financial obligations in accordance to USDA and State regulations and policies. 
10. The agency will demonstrate the ability to ensure the security of WIC vouchers at all times. 
11. The agency agrees to have all agency staff attend any required meetings and training's. 
12. The agency agrees to comply with all USDA and Georgia WIC reporting and documentation requirements. 
13. The agency demonstrates the ability to comply with all WIC Program automated data processing requirements. 
14. The agency agrees to make all documents and records available for review and audits. 
15. An agency serving homeless participants agrees to ensure that the homeless facility does not: 
a. Accrue financial or in-kind benefits from a person's participation in the program; 
 
STATE WIC PLAN - 2000 
 
43 
 
STATE WIC OFFICE 
 
  
 
FEDERAL FISCAL YEAR 2000 
b. Subsume foods provided by the WIC Program into a communal food service, but are available exclusively to the WIC participant for whom they were issued; 
c. Allow the homeless facility to place constraints on the ability of the participant to partake of the supplemental foods and nutritional education available under the Program. 
16. The local agency agrees to contact the homeless facility periodically to ensure continued compliance with these conditions. 
17. The local agency requires the homeless facility to notify the State or local agency if it ceases to meet any of these conditions. 
 
 
 
 
 
STATE WIC PLAN - 2000 
 
44 
 
STATE WIC OFFICE 
 
  
 
GEORGIA DEPARTMENT OF HUMAN RESOURCES DIVISION OF PUBLIC HEALTH STATE WIC OFFICE 
 
FFY2000 STATE PLAN 
 
 
 
ATTACHMENTS 
 
 
 
   
 
GA WIC PROCEDURE MANUAL 
 
Attachment I 
 
PARTICIPANT CHARACTERISTICS MINIMUM DATA SET (MDS) 
 
The Participant Characteristics Minimum Data Set (MDS) contains data items which are reported to FCS electronically by State agencies for one report month on all or a sample of participants. The MDS has required data items which must be collected and reported. The Supplemental Data Set Specifications (SDS) is comprised of optional data items which State agencies may collect and report. Please check those data items the State agency currently collects in its Management Information Systems and those data items it is planning to collect within the next two years. 
 
REQUIRED: Participant Characteristics Minimum Data Set 
 
State Agency MIS: Collects 
 
X 
 
State Agency ID. A unique number that permits linkage to the WIC State agency where the 
 
participant was certified. 
 
Local Agency ID. A unique number that permits linkage to the local agency where the 
 
X 
 
participant was certified as eligible for WIC benefits. 
 
Or 
 
X 
 
Service Site ID. A unique number that permits linkage to the service site where certified. Either 
 
local agency ID or service site ID may be reported according to the level the State Agency feels 
 
appropriate. At a minimum, State agencies must provide agency names and addresses for each 
 
ID provided on their files. 
 
X 
 
Case ID. A unique record number for each participant which maintains individual privacy at the 
 
national level. 
 
General Instructions: Participant or Case Ids for each participant should continue to maintain individual privacy at the- national level. States are requested to generate these Ids in the same manner that was applied for PC92 to allow longitudinal tracking of participant characteristics. This task can be accomplished by applying the PC92 algorithm to construction of PC98 participant Ids. 
 
X 
 
Client Date of Birth: Month, day and year of participant's birth reported in MMDDYYYY 
 
format. 
 
X 
 
Client Race/Ethnicity: The classification of the participant into one of the five (5) racial/ethnic 
 
categories: white; black; Hispanic; American Indian or Alaskan Native; or Asian or Pacific 
 
Islander. The ethnic categories, white and black, include only those persons who are not of 
 
Hispanic origin. 
 
 
 
STATE WIC PLAN - 2000 
 
46 
 
STATE WIC OFFICE 
 
   
 
GA WIC PROCEDURE MANUAL 
III. MANAGEMENT INFORMATION SYSTEM 
WIC SYSTEMS FUNCTIONAL REQUIREMENTS CHECKLIST 
 
Attachment I 
 
State 
 
State 
 
Agency Agency 
 
Performs Plannes 
 
Function/Capabilities 
 
NUTRITION EDUCATION AND HEALTH SURVEILLANCE 
 
Maintain Nutrition Education Data 
 
X 
 
_ _ _ Maintain Appointment Schedules for Enrollees that are to receive 
 
nutrition education 
 
X 
 
___ Maintain Appointment schedule of available nutrition education 
 
sessions 
 
X 
 
- 
- 
- 
 
---x x 
 
- 
- 
- 
 
Provide appointment notice to enrollee Track participation in education Track types of nutrition education provided 
 
Perform Individual Client Health Monitoring 
 
X X 
 
----- 
 
Capture and monitor changes Provide individual client data 
 
in to 
 
individual client health other health agencies 
 
status 
 
Perform Individual Client Nutrition Education And Diet Monitoring 
 
- - - Capture and monitor changes in individual client dietary 
behavior 
 
Perform Analysis Of WIC Population Nutrition Education And 
 
Health Surveillance 
 
--- 
----- 
 
Monitor Monitor Monitor 
 
changes in WIC Participant Population Health clients' views ofWIC Program Services changes in WIC participant population dietary 
 
Status behavior 
 
Provide WIC Health Statistics To Other Health Agencies 
 
X X 
 
----- 
 
Provide Provide 
 
WIC WIC 
 
participant population participant population 
 
data data 
 
to to 
 
other state Center for 
 
health agencies Disease Control 
 
FOODINSTRUMENTPRODUCTON 
 
Maintain Food Package Database 
 
X X X 
 
--- 
----- 
 
Record list of approved foods and food package data Record food package variations and food instrument types Pro-ration of food quantities for clients with late pick-up 
 
Print Food Instruments On Demand 
 
X X 
X 
 
------- 
 
Print regular food instruments for participants on demand Print food instruments for multiple months Print vendor-specific food instruments Print pro-rated food instruments 
 
X 
 
- - - Print custom-tailored food instruments 
 
 
 
STATE WIC PLAN-2000 
 
47 
 
STATE WIC OFFICE 
 
   
 
GA WIC PROCEDURE MANUAL 
III. MANAGEMENT INFORMATION SYSTEM 
WIC SYSTEMS FUNCTIONAL REQUIREMENTS CHECKLIST 
 
Attachment I 
 
Print and Distribute Food Instruments In Advance Of Pick-Up 
 
X 
 
- - - Print food instruments in advance of participant pick-up 
 
X 
 
----- 
 
Print food instruments for multiple months Print vendor-specific food instrument 
 
Monitor Food Instrument Stock 
 
- - - Record stock receipt, shipment and usage of food instruments 
 
FOOD INSTRUMENT PAYMENT AND RECONCILIATION 
 
Void Unissued and Unredeemed Food Instruments 
 
X 
 
- - - Void unissued and unredeemed food instruments produce on demand 
 
X 
 
- - - Void unissued and unredeemed food instruments printed in advance 
 
Reconcile Redeemed Food Instruments 
 
X X 
 
--- 
--- 
 
Process food instruments redeemed by vendors Produce rejection reports for food instruments not paid to 
 
vendors 
 
X X 
 
--- 
--- 
 
Check for valid vendor on redeemed food instruments Check for redeemed but unissued food instruments 
 
Produce Vendor Payment Detail 
 
X X 
 
----- 
 
Produce payment detail Produce payment detail 
 
for for 
 
checks (where applicable) vouchers (where applicable) 
 
CASELOAD MANAGEMENT 
 
Allocate Caseload 
 
X 
 
Determine maximum state caseload which could be served with available funds 
 
X X 
 
--- 
--- 
 
Prepare local agency caseload allocation estimates Record caseload allocations assigned to local agencies 
 
Monitor Caseload 
 
X X 
 
--- 
--- 
 
Track actual participation against caseload Produce FNS reports on participation 
 
levels 
 
VENDOR MANAGEMENT 
 
Support vendor authorizations 
 
X X X 
 
- - Capture and maintain data on authorized vendors 
 
-- 
-- 
 
Produce vendor history information Track vendor authorization process 
 
on 
 
individual 
 
vendors 
 
Determine high-risk vendors 
 
X 
 
--- 
 
Determine high high mean) 
 
risk 
 
vendors 
 
using 
 
basic 
 
statistical 
 
analysis 
 
(e.g. 
 
low 
 
variance, 
 
- - - Determine high risk vendor using additional analysis tools 
 
 
 
STATE WIC PLAN - 2000 
 
48 
 
STATE WIC OFFICE 
 
   
 
GA WIC PROCEDURE MANUAL 
III. MANAGEMENT INFORMATION SYSTEM 
WIC SYSTEMS FUNCTIONAL REQUIREMENTS CHECKLIST 
 
Attachment I 
 
-XX 
X X X 
 
Monitor Vendor Education Record vendor education sessions scheduled for each vendor Record attendance at vendor education sessions by vendor 
Track Investigations and Routine Monitoring Capture compliance buys and routine monitoring data performed on vendors Support constructing a sampling of vendors for investigation Support record audits with data needed to evaluate vendor inventory of WIC foods 
 
Monitor Compliance Cases And Sanctions 
 
X 
 
Maintain data for in-state vendor investigation cases and sanctions applied 
 
Maintain compliance data for abusive out-of-state vendors 
 
X 
 
Accumulate sanction points for vendor abuse 
 
Coordinate With Food Stamps Program 
 
X 
 
Maintain FSP violation data on WIC vendors 
 
X 
 
Report WIC sanctions to Food Stamp Program 
 
Support Vendor Communications 
 
X 
 
Produce vendor lists and labels 
 
X 
 
Produce vendor correspondence 
 
OPERATIONS MANAGEMENT 
 
Monitor Administrative Operations 
 
_ _ Maintain staffing, client load and operational characteristics on local agencies and 
 
clinics 
 
X 
 
Produce client and food instrument activity reports on local agencies and clinics 
 
Maintain Client Outreach Maintain client lists for local agencies to use for outreach 
 
X 
 
Track referrals of WIC participants to other health and social services 
 
FINANCIAL MANAGEMENT 
 
Record Grants and Budgets 
 
X 
 
Record nutrition services, administration and food grant for state agency 
 
X 
 
Maintain local agency budget information 
 
X 
 
Maintain state agency budget information 
 
 
 
STATE WIC PLAN - 2000 
 
49 
 
STATE WIC OFFICE 
 
   
 
GA WIC PROCEDURE MANUAL 
III. MANAGEMENT INFORMATION SYSTEM 
 
Attachment I 
 
WIC SYSTEMS FUNCTIONAL REQUIREMENTS CHECKLIST 
 
Monitor Expenditure 
 
X 
 
_ _ Monitor nutrition services, administration and food obligations and 
 
expenditures 
 
X X 
 
--- 
 
Monitor cash Produce FNS 
 
flow 498 Report 
 
Process Manufacturer Rebates 
 
X X X 
 
- 
- 
 
- 
- 
 
Estimate total annual rebates Bill manufactures(s) for rebate Monitor rebate collections from 
 
manufacturer(s) 
 
SYSTEM ADMINISTRATION 
 
Maintain System Data Tables 
 
X 
 
- - Maintain system data tables 
 
Administer System Security 
 
X X X 
 
----- 
--- 
 
Maintain user identification Maintain user capabilities Monitor unauthorized access 
 
Archive System Data 
 
X X 
 
----- 
 
Archive and restore historical Purge unnecessary data 
 
data 
 
 
 
STATE WIC PLAN -2000 
 
50 
 
STATE WIC OFFICE 
 
   
 
GA WIC PROCEDURE MANUAL 
III.MANAGEMENT INFORMATION SYSTEM PARTICIPATION CHARACTERISTICS 
 
Attachment I 
 
State Agency MIS: 
Collects 
 
_ _X_ _ Certification category. One of five (5) possible categories-under which a person is certified as eligible for WIC benefits: pregnant woman; breastfeeding woman; postpartum woman (not breastfeeding); infant (under 12 months); or child (12-59 months). 
 
_ _x_ _ Expected date of delivery or weeks gestation. For pregnant women, the projected 
date of delivery (MMDDYYYY format) or the number of weeks since the last menstrual period as determined at WIC Program certification. 
_ _x_ _ Date of certification. The date the person was declared eligible for the most current 
WIC Program certification as of April 1998. Month, day and year should be reported in MMDDYYYY format. 
- -X- - Sex. For infants and children, male or female. 
 
_ _x_ _ Priority level. Participant priority level for WIC Program certification at the time of 
the most 
 
- - - - X 
 
Participation in TANF/AFDC, Food Stamps, Medicaid. The participant's reported participation in 
 
each of these programs at the time of the most recent WIC Program certification as of April 1998. 
 
__x_ _ Migrant status. Participant migrant status according to the federal WIC Program 
definition of a migrant farm worker (currently counted in the FNS 498 report). 
- -X- - Number in family or economic unit. The number of persons in the family or 
economic unit upon which WIC income eligibility was based. 
A self-declared number in the family or economic unit may be reported for participants whose income was not required to be determined as part of the WIC certification process. These participants include adjunctively income-eligible participants (due to TANF/AFDC, Food Stamp Program, or Medicaid participation) and those participants deemed income eligible under optional procedures available to the State Agency in Federal WIC Regulations, Section 246.7(d)(2)(vi-viii) (this means tested programs identified by the State for automatic WIC Program income eligibility, income eligibility of Indian and instream migrant farm worker applicants). 
 
 
 
STATE WIC PLAN - 2000 
 
51 
 
STATE WIC OFFICE 
 
   
 
GA WIC PROCEDURE MANUAL 
III.MANAGEMENT INFORMATION SYSTEM PARTICIPATION CHARACTERISTICS 
 
Attachment I 
 
State Agency MIS: 
Collects 
 
x 
 
Family or economic unit income 
 
For persons for whom income is determined during the certification process, the income amount that was determined to qualify them for the WIC Program during the most recent certification as of April 1998. 
 
FNS will convert income expressed in different measures (weekly, monthly, yearly, etc.) to annual amounts. 
 
For descriptive purposes only, for participants whose income was not required to be determined as part of the WIC Program certification process, the self-reported income at the time of certification. These participants include adjunctively incomeeligible participants and those persons deemed eligible under optional procedures available to the State Agency in Federal WIC Regulations, Section 246.7(d)(2)(viviii). 
 
Zero should not be used to indicate income values that are missing or not available. Zero should indicate only an actual value of zero. 
_ _x_ _ Nutritional risks present at certification. The three highest priority nutritional risks 
present at the WIC Program certification current in April 1998. 
 
_ _x__ Hemoglobin or hematocrit. That value for the measure of iron status that applies to 
the WIC Program certification. It is assumed that the measure was collected within sixty (60) days of the certification date. 
 
_ _x_ _ Weight. The participant1s weight measured according to the CDC nutrition 
surveillance program standards [nearest one-quarter (1/4) pound). If weight is not collected in pounds and quarter pounds, weight may be reported in grams 
 
_ _x_ _ Height. The participant's height (or length) measured according to the CDC 
nutrition surveillance program standards [nearest one-eight (1/8) inch]. If height is not collected in inches and eighth inches, height may be reported in centimeters. 
 
_ _x_ _ Date of height and weight measure. The date of the height and weight measures that 
were used during the most recent WIC Program certification period as of April 1998 in MMDDYYYY format. 
 
- -X- - Currently breast fed. For infant participants between the ages of seven and eleven 
months, whether or not the participant is currently receiving breast milk 
 
_ _x_ _ Ever breast fed. For infants between the ages of seven and eleven months, whether 
or not the infant was ever breast fed. 
 
 
 
STATE WIC PLAN - 2000 
 
52 
 
STATE WIC OFFICE 
 
  
 
GA WIC PROCEDURE MANUAL 
III. MANAGEMENT INFORMATION SYSTEM 
PARTICIPATION CHARACTERISTICS 
 
Attachment I 
 
State Agency MIS: 
Collects 
 
__x__ Length of time breast fed. For infants between the ages of seven and eleven months, 
the number of weeks the infant received breast milk. 
 
__x__ Date breastfeeding data collected. For infants between the ages of seven and eleven 
months, the date on which breastfeeding status was reported in MMDDYYY format. 
 
__x__ Food packages. The food package code(s) for the WIC food package or for all food 
instruments prescribed for the participant during the month. 
 
 
 
 
 
STATE WIC PLAN - 2000 
 
53 
 
STATE WIC OFFICE 
 
  
 
 
GA WIC PROCEDURE MANUAL 
III. MANAGEMENT INFORMATION SYSTEM 
PARTICIPATION CHARACTERISTICS 
 
Attachment I 
 
State Agency Collects 
X 
 
MIS Plans to Collect Supplemental Data Set (OPTIONAL) 
 
----- 
 
Date of first for the WIC 
 
WIC certification: Date the participant was first certified Program in MMDDYYYY format. For pregnant, 
 
breastfeeding and postpartum women this applies to the current/most 
 
recent pregnancy and not to prior pregnancies. 
 
X 
 
- 
 
- 
 
- 
 
- 
 
- 
 
Educational women, the 
 
level: For pregnant, highest grad or year 
 
breastfeeding and postpartum or year of school completed. For 
 
infants and children, the highest grade or year of school completed by 
 
mother or primary caretaker. 
 
X 
 
--- 
 
- 
 
- 
 
Number in household on WIC. The number of people participant's household receiving WIC benefits. 
 
in 
 
the 
 
----- 
 
Source of prenatal care: For pregnant, breastfeeding and postpartum women, source of care for current/most recent pregnancy. 
 
X 
 
----- 
 
Date when prenatal care began: For pregnant, breastfeeding and postpartum women, the date when prenatal care began for he most 
 
recent pregnancy in MMDDYYYY format. 
 
----- 
 
Date previous pregnancy ended: For pregnant women, previous pregnancy ended in MMDDYYYY format. 
 
the 
 
date 
 
Total number of pregnancies: For pregnant women, the total number - - - - - of times the woman has been pregnant, including this pregnancy, all 
live births and any pregnancies resulting in miscarriage, abortion or stillbirth. 
 
----- 
 
Total number of live births: For pregnant women, the babies born alive to this woman, including those who 
 
total may 
 
number of have died 
 
shortly after birth. 
 
X 
 
-- 
 
- 
 
- 
 
- 
 
Pre-pregnancy weight: For pregnant women only, the participant's weight immediately prior to pregnancy. Pre-pregnancy weight may 
 
be 
 
reported either in pounds and ounces or in grams. 
 
 
 
STATE WIC PLAN - 2000 
 
54 
 
STATE WIC OFFICE 
 
   
 
GA WIC PROCEDURE MANUAL 
III. MANAGEMENT INFORMATION SYSTEM 
PARTICIPATION CHARACTERISTICS 
 
Attachment I 
 
State Agency Collects 
 
MIS Plans to Collect Supplemental Data Set (OPTIONAL) 
_ _ _ _ _ Weight gain during pregnancy: For breastfeeding and postpartum women, the participants weight gain during pregnancy as taken immediately at or prior to delivery. Weight gain during pregnancy may be reported in either pounds and ounces or in grams. 
 
X 
 
_ _ _ _ _ Birth weight: For infants and children, the participant's weight at 
 
birth measured according to the CDC nutrition surveillance program 
 
standards (lbs./ounces). Birth weight may be reported in either 
 
pounds and ounces or in grams. 
 
_ _ _ _ _ Birth length: For infants and children, the participant's length measured according to the CDC nutrition surveillance program standards (1/8 inches). Birth length may be reported in either inches and eighth inches or in centimeters. 
 
_____ Date of last routine check-up or immunization: Month, day, and year of the last routine check-up or immunization for infants and children reported in MMDDYYYY format.. 
 
_____ Length of time mother on WIC during pregnancy: For infant participants, the length of time mother was on WIC during this infant's prenatal period.. 
 
The following items may be reported at the discretion of individual States. 
 
----- 
 
Erythrocyte protoporphyrin. That value for the measure of iron status that applies to the WIC Program certification current in April 
 
1998. 
 
Participation in the Food Distribution on Indian Reservations - - - - - Program. The participant's reported participation in this program at 
the time of the most recent WIC Program certification as of April 1998 . 
 
 
 
STATE WIC PLAN-2000 
 
55 
 
STATE WIC OFFICE 
 
   
 
GA WIC PROCEDURE MANUAL ill.MANAGEMENT INFORMATION SYSTEM 
WIC SYSTEMS FUNCTIONAL REQUIREMENTS CHECKLIST 
 
Attachment I 
 
WIC SYSTEMS FUNCTIONAL REQUIREMENTS CHECKLIST 
The following checklists were taken from the WIC Functional Requirements Document (FRD) which was provided as guidance to State agencies on functions they should consider incorporating in their Management Information Systems. Please check those function/capabilities which the State Agency system currently performs or plans to perform within the next two years. 
 
State 
 
State 
 
Agency Agency Function/Capabilities Performs Planned 
 
CERTIFICATION 
 
Determine Basic Eligibility Of Applicant 
 
X X 
 
-- -- -- -- 
 
Capture basic eligibility characteristics on persons applying for Maintain appointment schedule availability and produce daily 
 
WIC 
 
appointment schedules 
 
- -X- - Provide appointment notice to applicant 
 
Determine Nutritional Risk Of Client 
 
X 
 
- - - - Capture required client nutrition and health characteristics needed 
 
for certification 
 
X 
 
- -X- ---- 
 
Capture additional client nutrition and health characteristics Assign the nutritional risk of the client 
 
Certify Eligible Applicants 
 
X X 
X 
 
------- -X- - 
---- 
 
Capture and maintain enrollee data on certified clients Issue identification card to client Issue identification card to client Issue identification card to client 
 
Food Packaee Issuance/Data 
 
X X 
 
---- 
---- 
 
Prescribe enrollee food package Maintain appointment schedule for up 
 
enrollee 
 
food 
 
instrument 
 
pick- 
 
- - - - Select and record enrollee vendor selection 
Check For Dual Participation/Process Transfers 
 
X X X 
 
---------- 
 
List dual enrollees List dual participants Process transfer of enrollee 
 
Capture Investieator Data 
 
- - - - Capture enrollee record for compliance investigators 
 
 
 
STATE WIC PLAN - 2000 
 
56 
 
STATE WIC OFFICE 
 
  
 
FFICE OF NUTRITION 
 
 
 
GOALS AND 
 
OBJECTIVES 
 
 
 
STATE WIC PLAN - 2000 
 
 57 
 
STATE WIC OFFICE 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL 1: Improve the overall health of all infants and children in Georgia by collaborating with Programs in the Family 
Health Branch and other pertinent agencies and departments. ++ 
OBJECTIVE: Collaborate with all infant and children programs to maximize efficiency in providing referrals, 
support, and services. OON Consultants monthly activity summary will reflect detailed activities 100%. ++ 
 
STRATEGIES 
 
1. Collaborate with program staff 
 
m all areas of child health such as: 
 
Children 
 
15 ', 
 
Children 
 
with 
 
Special 
 
Needs and Infant Child Health, 
 
WIC Branch, Babies Can't Wait, 
 
Immumzation; consult with 
 
programs as requested. 
 
ACTION STEPS 
l. Arrange to be included in regular meetings 2. Report mitiatives of these programs to OON staff. 3. (a) Identify how d1stnct and clinic staff can support 
these program objectives: *Link children with primary health care provider.++ *Refer children with special health care needs to 
the appropriate program. ++ *Increase referrals for screenings for: vision, 
hearing, health checks, scoliosis, sickle cell anemia, SIDS, perinatal counseling. ++ 
 
PERSON RESPONSIBLE 
Susa 1 Bums 
 
TIME FRAME 
October 99September 2002 
 
RESOURCES NEEDED 
 
(b) Identify other areas where collaboration 1s possible. 
(c) Explore ways nutritionists can provide nutrition counseling to children enrolled in Babies Can't Watt and Children's Medical Services.++ 
 
,, 
Hans Hammer 
 
,, 
June 2000 
 
(d) Provide Training on nutrition assessment for children with special needs. ++ 
 
++ Denotes MCH Planned Activities FY 99 - 2000 ** Denotes 2010 Objectives 
 
' 
Page 1 of 33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL 1: Improve the overall health of all infants and children in Georgia by collaborating with Programs in the Family Health Branch and other pertinent agencies and departments. ++ 
OBJECTIVE: Collaborate with all infant and children programs to maximize efficiency in providing referrals, 
support, and services. OON Consultants monthly activity summary will reflect detailed activities 100%. ++ 
 
STRATEGIES 
 
ACTION STEPS 
4. Develop system for educating OON and local nutritionists about program issues and providing support for these programs objectives. ++ 
 
PERSON RESPONSIBLE 
Susan Bums 
 
TIME FRAME 
October 99September 2002 
 
RESOURCES NEEDED 
 
I 
 
2. Report OON activities to child health programs and identify areas where their support can be used. 
 
1. Inform OON colleagues of collaborative initiatives. 
 
Susan Bums 
 
October99September 2002 
 
++ Denotes MCH Planned Activities FY 99 - 2000 
** Denotes 2010 Objectives 
 
Page 2 of 33 
 
 -~ 
I GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN GOAL 2: Improve effectiveness of services delivered to Georgians for the prevention of chronic diseases. 
OBJECTIVE: Collaborate with Branch of Chronic Disease Prevention and Health Promotion to maximize efficiency in providing referrals, support, and services. OON Consultants monthly activity summary will reflect detailed activities 100%. 
 
STRATEGIES 
I. Participate as member of Chrome Disease Prevention Program Grant team to decrease CVD, stroke, and obesity by way of policy and environmental changes. 
 
ACTION STEPS 
I. Attend all scheduled meetings and follow-up assignments. 
2. Oversee the mclus1on of the "Take Charge of Your Health" {TCOYH) campaign in the CVD initiative. 
 
PERSON RESPONSIBLE 
Pam Wilson 
 
TIME FRAME 
October 99September 2002 
 
RESOURCES NEEDED 
 
2. Respond to request for program support for Annual Mayor's Walk, Golden Olympics, Arthritis Grant, Hypertension, Osteoporosis, and others as requested. 
 
I. Attend all scheduled meetings and follow-up assignments. 
I 
 
3. Support staff and Districts in Diabetes support and education. 
 
I. Attend all scheduled meetings and follow-up assignments. 
 
Pam Wilson 
 
October 99September 2002 
 
Vera Green 
 
October99September 2002 
 
4. Work with tobacco use prevention groups and Office of Women's Health to develop an educational video for health clinics.++ 
 
1. Secure funding. 2. Develop and produce video 
 
Alice Trainer 
 
July 2000 
' 
Page 3 of 33 
 
 I GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN GOAL 2: Improve effectiveness of services delivered to Georgians for the prevention of chronic diseases. 
OBJECTIVE: Collaborate with Branch of Chronic Disease Prevention and Health Promotion to maximize efficiency in providing referrals, support, and services. OON Consultants monthly activity summary will reflect detailed activities 100%. 
 
STRATEGIES 
5. Report OON activities to chrome disease staff and identify areas where their support can be used. 
6. Develop system for updating, informmg and activating systems in the districts to support sharing information in chronic disease prevention and referrals. 
 
ACTION STEPS l. Inform OON colleagues of collaborative initiatives. 
 
PERSON 
RESPONSIBLE Pam Wilson Vera Green 
 
TIME FRAME 
October 99September 2002 
 
RESOURCES NEEDED 
 
Pam Wilson Vera Green 
 
October99September 2002 
 
Page 4 of 33 
 
 I GEORGIA NUTRITION AND BREASTFEEDING STRATEGIC STATE PLAN GOAL 3: Improve effectiveness of services delivered to Georgians for Women's Health. 
OBJECTIVE 1: Collaborate with Women's Health programs to maximize efficiency in providing referrals, 
support, and services. OON Consultants monthly activity summary will reflect detailed activities 100%. ++ ** 
 
STRATEGIES 
 
ACTION STEPS 
 
1. Collaborate with program staff in all areas of Women's Health. Consult with staff as needed. 
. 
 
1. Arrange to be included m regular meetings. 
2. Report initiatives of these programs to OON staff. 
3. Identify how distnct and clime nutrition staff can 
support these program objectives: 
(a) Reduce unintended pregnancies.++ ** 
(b) Decrease infant mortality and low birth 
weight.++ ** (c) Increase adequate prenatal care.++ ** 
(d) Reduce racial dispanttes in infant mortality. 
++ ** 
4. Work together in Fohc Acid awareness promotion. 
++ ** 
5. Collaborate in smoking cessation train-the-trainer 
program. ++ ** 
 
2. Report OON activities to Women's Health staff and identify areas where their support can be used. 
 
PERSON RESPONSIBLE 
Susan Sanders 
 
TIME FRAME 
October 99September 2002 
 
RESOURCES NEEDED 
 
Alice Trainer Susan Sanders Alice Trainer 
Susan Sanders 
 
October 99September 2002 
October 99September 2002 
October99September 2002 
 
Page 5 of 33 
 
 . 
GEORGIA NUTRITION AND BREASTFEEDING STRATEGIC STATE PLAN 
GOAL 4: Improve the overall health of Georgians by consulting with the Public Health Office of Nursing. 
OBJECTIVE 1: Review and update nutrition information in the nursing protocols manual annually. 
 
STRATEGIES 
 
ACTION STEPS 
 
I. Revise nutntton infonnatton in the Nursmg protocols manual. 
 
1. Obtam copy of manual. 
2. Research and revise infonnation. 3. Submit to Office of Nursing. 4. Attend annual Board meeting. (March) 
 
2. Mamtain dialog with Nursing 
leadership about shared issues, policies, programs and imtiat1ves. 
 
1. Contmue to work with and support Quality Assurance Site Review Team. 
2. Infonn OON colleagues of pertinent infonnation. 
 
TIME 
 
PERSON 
 
FRAME 
 
RESPONSIBLE 
 
Susan Sanders 
Susan Sanders Carol MacGowan 
 
January - March 
2000 
January - March 
2001 
January - March 
2002 
October99- 
September 2002 
 
RESOURCES NEEDED 
 
Page 6 of 33 
 
 ~~ I 
NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL 5: Improve the overall health of all adolescents in Georgia by collaborating with Adolescent Health and Youth Development Program. ++ 
OBJECTIVE: Collaborate with Adolescents Health and Youth Development programs to maximize efficiency in providing referrals, support, and services. OON Consultants monthly activity summary will reflect detailed 
activities I 00%. ++ 
 
STRATEGIES 
 
ACTION STEPS 
 
I. Collaborate with Adolescent Health staff; consult with program staff as requested. 
 
I. Arrange to be included in regular meetmgs 2. Report 101tiattves of these programs to OON staff. 3. Identify how district and clime staff can support 
these program objectives: (a) Support reduction of teen pregnancy.++ (b) Identify other areas where collaboration is possible. 4. Develop system for educating OON and local nutntiomsts about program issues and providing support for these programs objectives. 
 
PERSON RESPONSIBLE 
Holl1 Gillis 
 
TIME FRAME 
October 99September 2002 
 
RESOURCES NEEDED 
 
2. Report OON activities to 
 
I. Inform OON colleagues of pertinent information. 
 
Adolescent Health staff and identify areas where their support can be used . 
 
,, 
1r 
 
Page 7 of 33 
 
 - 
I GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN GOAL 6: Cultivate collaborative relationships with additional partners in the public and private sector. 
OBJECTIVE 1: Continue relationship and work activities in collaboration with the Georgia Coalition for Nutrition Education (GCNE) and other community resources. 
 
STRATEGIES 
l. Collaborate with Georgia Nutrition Education Coalition (GCNE) members to disseminate consistent nutrition education messages in order to improve the longrange health behaviors of 
Georgians. ++ 
2. Collaborate with Breastfeeding Coalition. ++ 
 
ACTION STEPS 
l. Contmue to d1stnbute posters and graphic messages for members' use in their organizational venues. 
2. Encourage statewide GCNE speaking engagements throughout the state by Coalition members about the Take Charge campaign. 
3. Assist the Coalition in its efforts to act as a Food Stamp Nutrition Education Plan Partner, in order that they may receive matching funds from USDA. 
4. Assist in the Coalition's pilot program in a DeKalb county school to promote Take Charge messages during a several week curriculum (as a trial for statewide distribution). 
 
PERSON RESPONSIBLE 
Alice Trainer Pam Wilson 
 
TIME FRAME 
October 99September 2002 
 
Carol MacGowan October 99September 2002 
 
RESOURCES NEEDED 
 
3. Collaborate with Georgia Task Force on Folic Acid.++ 
 
Alice Trainer Susan Sanders 
 
October99September 2002 
 
' 
o.Page 8 
 
 I GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN GOAL 6: Cultivate collaborative relationships with additional partners in the public and private sector. 
OBJECTIVE 1: Continue relationship and work activities in collaboration with the Georgia Coalition for Nutrition Education (GCNE) and other community resources. 
 
. 
STRATEGIES 
4. Collaborate with Emory University: (a). Medical Genetics staff to develop criteria for patient 
quahfications. ++ ** 
(b). Obesity interventions 5. Continue collaboration with Amencan Cancer Society. ++  6. Collaborate with CDC on child feeding practices research study. ++ 7. Collaborate with Georgia Task Force for Breastfeeding and AAP Breastfeeding Committee, Georgia Chapter. 8. Identify potential partners. 
 
ACTION STEPS 
 
PERSON RESPONSIBLE 
Susan Bums Susan Sanders 
 
TIME FRAME 
October 99September 2002 
 
RESOURCES NEEDED 
 
Alice Trainer 
 
October 99- 
 
September 2002 
 
Susan Sanders 
 
October 99- 
 
I 
 
September ~002 
 
Carol MacGowan October 99September 2002 
 
OON Staff 
 
October 99September 2002 
 
Page 9 of 33 
 
 I GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN GOAL 6: Cultivate collaborative relationships with additional partners in the public and private sector. OBJECTIVE 2: Maintain, enhance, and cultivate relationships with other Branches, Divisions, State Offices. 
 
STRATEGIES 1. Collaborate with State WIC 
office on essential program functions. 
2. Maintain contact with: DFCS/Family Connections Division of Aging Mental Health Ep1dem1ology Minority Health Rural Health and others 
 
ACTION STEPS 
1. Work with State WIC office to streamline and combine strategic plans with mandated plans and reports. 
 
PERSON RESPONSIBLE 
Frances H. Cook Alwin Peterson 
 
TIME FRAME 
October 99September 2000 
 
RESOURCES NEEDED 
 
2. Work with State WIC staff to incorporate evaluation of Nutrition Education Plan as a component of the program review. 
 
Frances Cook Alwin Peterson Carol MacGowan 
 
October 99September 2000 
 
3. Work with State WIC office to develop an action plan for resolving data issues. 
4. Collaborate with State WIC office and Nutrition Services Directors on improving efficiency and quality of nutrition education expenditures. 
 
Rhonda Page Frances Cook Alwin Peterson 
Frances Cook Alwin Peterson with Appointed Task Force or Resource sub- 
committee 
 
October 99September 2000 
January 2000September 2001 
 
1. Collaborate as requested and needed. 2. Report initiatives of these programs to OON staff. 3. Identify how district and clinic staff can support 
their program initiatives. 
 
Pam Wilson Hans Hammer 
OON Staff 
 
October99September 2002 
 
Page 10.33 
 
 I GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN GOAL 6: Cultivate collaborative relationships with additional partners in the public and private sector. OBJECTIVE 2: Maintain, enhance, and cultivate relationships with other Branches, Divisions, State Offices. 
 
STRATEGIES 
3. Collaborate with Oral Health. 
-4. Identify other potential 
partners w1thm state government . 
 
ACTION STEPS 
I. Collaborate with Oral Health to provide trainmg on new mfonnation about Early Childhood cames to nutrition staff. 
 
PERSON 
RESPONSIBLE Susan Sanders Hans Hammer 
 
TIME FRAME 
October 99September 2002 
 
RESOURCES NEEDED 
 
OON Staff 
 
October 99September 2002 
 
Page 11 of 33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL 1: Continue needs assessment process to include,input from other community partners and public health programs. 
OBJECTIVE 1: Complete a baseline analyses and interpretation of data systems for evaluation by June 2000. 
 
STRATEGIES 
Effectively manage the Pregnancy and Pediatric Nutntional Surveillance Systems, including analyses and interpretation by December 2000. 
Conduct analyses and interpretation of ARMIS database for evaluation by December 1999. 
 
ACTION STEPS 
I. Review and distribute monthly error reports to health districts for comment. 
2. Review semiannual CDC reports for critical data issues with the surveillance systems. 
3. Conduct analyses and interpretation of clinical data indicators m systems. 
4. Provide presentation and training on CDC reports at quarterly Nutrition Services Directors' meetings. 
I. Collaborate with WIC Systems staff to receive training on ARMIS system. 
2. Identify analysis programs to utilize for evaluation of ARMIS database. 
3. Develop programming to produce quarterly reports for ARMIS database. 
4. Develop a process for distribution of quarterly reports to OON staff WIC staff and health districts. 
 
PERSON RESPSONSIBLE 
Rhonda Page 
Rhonda Page 
 
TIME FRAME October 99September 2002 
October 99September 2002 
 
RESOURCES NEEDED 
 
 2010 OBJECTIVES ++ Denotes MCH Planned Activities for FY 1999 - 2000 
 
Page 12 of 33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL 2: Increase the quality of data collection, utilization and application for statewide nutrition program planning. 
OBJECTIVE 1: Increase utilization and evaluation of data via current and new sources (data systems) for effective program planning to 50% by June 2002. (Baseline 19 Districts with Oactive in 1998) 
 
STRATEGIES 
 
ACTION STEPS 
 
Evaluate and enhance critical fields in current data systems to ensure that all reportable data must be recorded/entered in local clinics by September 2000. 
 
I. Review requirements necessary for WIC certification and for CDC data collection. 
2. Discuss method of inclusion of all fields. 3. Provide discussion groups with a sub-group of 
Nutrition Services Directors to gather their input on required data fields. 4. Disseminate findings to health districts. 
 
PERSON 
RESPONSIBLE 
Rhonda Page in consult with WIC and PAR Committee, Viking, and CDC 
 
TIME FRAME 
October 99September 2000 
 
RESOURCES NEEDED 
 
Develop process for handling consistent errors in error reports by December 1999. 
 
I. Convene committee to define "consistent errors" and develop process to minimize errors. 
2. Develop procedures/flow chart for training 
purposes. 
3. Submit process to health districts for review and 
comments. 
 
Rhonda Page in consult with WIC 
and PAR Committee, Viking, and CDC 
 
October 99September 2000 
 
Standardize the identifier used by Viking for transmission file to CDC, preferably to the WIC ID number, which is a unique identifier, by December 1999. 
 
I. Determine current usage of identifier and reasons for usage. 
2. Submit maintenance request to Viking to determine 
costs of changes. 
3. Submit cost estimates to health districts and data 
systems for discussion of feasibility of changes. 
 
Rhonda Page in consult with WIC 
andPAR  Committee, Viking, and CDC 
 
October 99September 2000 
 
' 
 
13 .3 Page 
 
 GEORGIA NUTRITION AND BREASTFEEDING STRATEGIC STATE PLAN 
GOAL 2: Increase the quality of data collection, utilization and application for statewide nutrition program planning. 
OBJECTIVE 2: Provide training and technical assistance to health districts to increase utilization of ARMIS database to 25% by June 2001. (Baseline 19 districts with Oactive in 1998) 
 
STRATEGIES 
 
ACTION STEPS 
 
Provide trammg on basic ARMIS program and its features with the rollout of the new release of Wmdows-based system throughout fiscal year 200. 
 
1. Conduct a presentation for Nutntion Services Directors to uses of ARMIS at Nutrition Services Directors' meeting in Jan./Feb. 2000. 
2. Include training on evaluation annually for small groups of local district and county staff. 
 
WHOM Rhonda Page 
with WIC 
Hans Hammer, Rhonda Page 
 
TIME FRAME 
October 99September 2002 
 
RESOURCES NEEDED 
 
June - August 2000 
 
Conduct an assessment of utilization and training needs of health d1stncts for ARMIS. 
 
1. Conduct a survey of how districts currently use ARMIS and what they use it for. 
2. Develop further training materials to keep districts current on practical uses of ARMIS, including case study examples. 
3. Send quarterly packets of materials to health 
districts highlighting special features of ARMIS, and examples of step-by-step cases. 
 
Rhonda Page 
 
September 2000 -September 2001 
 
Page 14 of 33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN OCTOBER 1999 - SEPTEMBER 2002 
GOAL 2: Increase the quality of data collection, utilization and application for statewide nutrition program planning. 
OBJECTIVE 3: Improve the accuracy of data collection in the local clinical setting by 50% by June 2002. (Baseline: CDC Summary Quarterly Report February 99 - 30/65% error fields.) 
 
STRATEGIES 
Develop and implement an update of edits programmed in the data systems to reduce data errors on a continuous basis. 
Revise defaults in computer programs to reduce the number of data errors. 
 
ACTION STEPS 
 
PERSON 
 
RESPONSIBLE 
 
I. Review current edits to determine biologically implausible range of values. 
2. Determine which variables need updating based on most common errors. 
3. Get input from health districts to develop realistic modifications. 
4. Disseminate changes to health distncts and related data systems. 
I. Review current default settings. 2. Get input from health districts and clerical 
staff/computer system users about problems and needs. 3. Create a list of fields that need to have defaults revised, eliminated or replaced with another method of verification. 4. Determine costs associated with revisions. 5. Prioritize the changes if financial constraints prevent implementation and completion of all changes needed. 6. Notify health districts of changes and provide assistance with adaptation to changes. 
 
Rhonda Page, Data Subcommittee, CDC 
 
TIME FRAME September 99 September 2002 
October 99September 2002 
 
RESOURCES NEEDED 
 
Page 15 of 33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL 2: Increase the quality of data collection, utilization and application for statewide nutrition program planning. 
OBJECTIVE 4: Complete development of a standard process for evaluation of data quality by June 2001. 
 
STRATEGIES 
 
ACTION STEPS 
 
Identify data quality and chmcal data md1cators based on Healthy People 20 l 0 and the CDC Quality Statistics Summaries for PedNSS and PNSS. 
Develop threshold levels for cntical data indicators, beyond which reqmres action at the district level for corrective action. 
 
I. Examme Healthy People 2010 objectives and determine which variables relate as indicators. 
2. Determine pertinent objectives for Georgia. 
3. Gather input from health distncts. 
4. Develop guidelines for addressing these objectives 1f a threshold level is reached. 
5. Review Data Quality Statistics Summaries to 
identify causes of most common errors. 1. Develop gradual stnngent threshold levels so that 
over time the Georgia threshold levels matph the goals of Health People 2010. 2. Procedures, Assessment, and Regulations (PAR) Committee to develop pohcy holding districts responsible for appropriate action when thresholds are exceeded. 
 
PERSON RESPONSIBLE 
Rhonda, Data subcommittee, CDC 
 
TIME FRAME 
September 99 - 
September 2000 
 
Rhonda, Data sub- October 99- 
committee, CDC September 2000 
 
RESOURCES NEEDED 
 
Page 16 of 33 
 
 -~ GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN GOAL 2: Increase the quality of data collection, utilization and application for statewide nutrition program planning. 
 
OBJECTIVE # 5: Identify at least one data source to establish baseline information on groups: adolescents, children with special health care needs, men, the elderly by September 2001. ++ 
 
STRATEGIES 
 
ACTION STEPS 
 
I. Collaborate with other agencies m prov1dmg services to the commumty for population groups outside the WIC scone. 
 
I. Locate data sources for each of these population groups. 
2. Evaluate data and prioritize needs. 
 
3. Make recommendations to WIC/OON leaders. 
 
PERSON 
RESPONSIBLE 
OON, Rhonda Page, Data Committee 
 
TIME FRAME 
October 2000September 2001 
 
RESOURCES NEEDED 
 
OON, Rhonda Page, Data Committee 
OON, Rhonda Page, Data Committee 
 
September 2001- March 
2002 September 2001- March 
2002 
 
I 
 
2. Improve data use by compiling standard references for use in interpreting data. 
 
1. Examine Healthy People 2010 Objectives. 2. Determine pertinent objectives for Georgia. 
a. Input from districts b. Develop guidelines for addressing the issues if a 
threshold level is reached. 3. Develop reasonable yet progressively more stnngent 
threshold levels to match those of Healthy People 2010 Objectives. 
4. PAR Committee to make policy-holding districts 
responsible for appropriately addressing whatever threshold levels they reach. 
 
Educ. Committee WIC 
Educ. Committee PAR Committee 
 
January - July Healthy People 
 
2000 
 
2010 
 
March2000 July 2000 
 
September 2000 
 
Page 17 of 33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL 1: To improve health outcomes for women, infants, and children in Georgia. 
 
OBJECTIVE# la. Decrease the incidence of Low-Birth-Weight babies especially among African American Women from 10.6% to 10.1 % by August 2002. (Baseline 1996 CDC Table 13) 
lb. Improve pregnancy outcome by early entry into the WIC program by August 2002: 
- 30% WIC clients will enroll in first trimester. (Baseline 1996 CDC Table 4: 27.7% enrolled first trimester) 
- 26% of African Americans will enroll in first trimester. (Baseline 1996 CDC Table 4: 24.9% 
enrolled first trimester) ** ++ 
 
STRATEGIES 
I. Increase awareness of WIC in the general population. 
 
ACTION STEPS 
1. Have WIC 800 phone number on all billboards for breastfeeding and Take Charge of Your Health (TCPYH) campaign. 
2. Collaborate with Georgia WIC program on developing outreach strategies and materials. 
 
WHOM Alice Trainer 
 
TIME FRAME October 1999 
 
RESOURCES NEEDED 
 
OON, WIC, Family Health 
Branch 
 
October 1999August 2002 
 
3. Post WIC information in the commumty where 
clients frequent (i.e., churches, grocery stores, laundromats, transit stops and stations etc.) 
 
WIC/Nutrition October 1999Services Directors August 2002 
or designee 
 
Poster-design and print, budget allocation 
 
4. Call visit or write obstetricians to ask them to refer 
clients a. Provide referral slips with directions to clinic b. Assign staff to maintain contact with doctor and 
replenish handouts and/or posters. 
 
,, u 
Staff 
 
January 2000 
January 2000September 2002 
 
Budget allocation to produce letter, mailing, photocopying 
 
5. Develop a tool for evaluating outreach strategies. 
 
Educ. Committee October 99September 2000 
 
' 
 
Page 18 of 33 
 
 i.' 
GEORGIN NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
 
IGOAL 1: To improve health outcomes for women, infants, and children in Georgia. 
 
~ 
 
OBJECTIVE #2: Decrease the incidence of Low-Birth Weight of infants born to WIC mothers from 10.6% to 
10.1 % by promoting ideal weight gain during pregnancy. ** ++ 
By September 2002, 42% of women enrolled in WIC will meet the National standard for weight 
gain. (Baseline 1196 CDC Table 16: 40% met weight gain goal.)** ++ 
(Ideal weight gain 1996- 7.6% of women who had Low-Birth Weight babies.) 
 
STRATEGIES 
I. Ensure client has adequate food 
supply, food preparation skill, knowledge of good food choices and access to grocery stores and other community resources. 
 
ACTION STEPS 
1. Develop a list of referral agencies and community links to assist the client with food procurement, smoking cessation, and substance abuse. Possible resources, DFCS, Farmer's Market Family Connections, Church outreach groups, etc. ++ a. Proof, pnnt, and distribute referral list b. Update the list annually 
2. Train staff on function and use of referral sheet 
3. Train staff m good nutrition and health using the 
Take Charge of Your Health materials and other resources. 
4. Provide district training 4 times each year in topics such as: food sanitation, meal preparation, meal planning, community resources, counseling highrisk customer etc. 
5. Develop tool for evaluating outreach strategies. 
 
PERSON RESPONSIBLE 
WIC/Nutrition Services Directors 
and Staff 
WIC/Nutrition Services Directors 
or designee 
CON/Competency Based Training I 
or II 
WIC/Nutrition Services Directors 
with staff and OON staff 
Education Comm. 
 
TIME FRAME 
March2000 
March 2000July2000 
Yearly 
Quarterly July2000 Nov.2000 March 2001 July 2001 Nov. 2001 March2002 July 2002 
 
RESOURCES NEEDED 
Input from staff, other agencies. Allocations to print. 
Speakers 
 
Page 19 of 33 
 
 ... 
GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL 1: To improve the health outcomes for women, infants and children in Georgia. 
OBJECTIVE 3: Slow the increasing obesity trend among women participating in the WIC program to 51 %. (Statewide baseline April 1997 Take Charge Of Your Health (TCOYH) telemarketing survey, 52.8% of women 30 pounds overweight. 
 
STRATEGIES 
Promote Take Charge of Your Health messages via billboards, radio PSA' s, newspaper articles, exh1b1ts, instruction classes in clinic, supermarket tours. 
 
ACTION STEPS 
1. See state and district trammg plans, Objective 2, this document. 
2. Billboard, radio PSA's 
 
PERSON RESPONSIBLE 
Alice Trainer 
 
TIME FRAME 
September 99December 1999 
 
RESOURCES NEEDED 
 
3. Supermarket tours 
- Attend training - Follow training module for enrolling group and 
conducting tours; or train others interestfd in 
the community. 
 
Alice Trainer Pam Wilson Hans Hammer Nutrition Services 
Directors 
 
Competency Training III, September 2000 
 
4. Prepare copy for release in local newspapers (use successful clients as subjects). 
 
Ahce Trainer January 2000 - Media Release Nutrition Services September 2002 packet 
Directors 
 
5. Continue to use Speakers Kit (TCOYH) 
6. Accompany district TCOYH display to community 
events. 
7. Develop tool for evaluating outreach strategies. 
 
Nutrition Services Directors or Designee(s) 
Education Committee 
 
January 2000 September 2002 
 
Staff person assigned to schedule exhibit locations, users, and ensure its timely return. 
 
20.3 Page 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL 1: To improve health outcomes for women, infants, and children in Georgia. 
OBJECTIVE 4: Increase the percentage of infants in the WIC Program who initially breastfeed from 41.4% to 
51.1 % by FFY 2001. (CDC 1997) ** 
 
STRATEGIES 
Utiltze TCOYH and breastfeeding social marketing campaigns to promote breastfeedmg. 
 
ACTION STEPS 
I. Billboards, posters, banners, radio and TV PSAs, banners m chmcs and community settings. 
 
PERSON RESPONSIBLE 
OON Staff 
 
TIME FRAME 
October 99June 2000 
 
2. Use breastfeedmg videos, brochures; offer to answer question related to breastfeeding dunng clmic contact. 
 
October 99September 2002 
 
RESOURCES NEEDED 
 
Train staff in breastfeeding support 1. Train staff in appropriate use of education materials 
 
techniques. 
 
and breastfeeding counseling points. 
 
2. Expand Peer Counseling program. 
 
Nutrition Services Directors, OON 
Staff 
 
Competency Training 2000 
Yearly 2000/2001 
 
Provide staff and equip staff to support breastfeedmg. 
 
1. Provide breast pumps and related supph~s to districts. 
2. Employ full-time Breastfeeding Coordinator for each district. 
 
OON 
Nutrition Services Directors 
 
3. Provide pnvate space conducive to breastfeeding in 
clinics. 
 
Breastfeeding Coordinators 
 
December99 ONGOING 
ONGOING 
 
Trained staff person w/work assignment specific to Breastfeedmg. 
Space 
 
Page 21 . 3 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL l: To improve health outcomes for women, infants, and children in Georgia. 
OBJECTIVE 4: Increase the percentage of infants in the WIC Program who initially breastfeed from 41.4% to 
51.l % by FFY 2001. (CDC 1997) ** 
 
STRATEGIES 
 
ACTION STEPS 
4. Mamtain list of referral sources for chent: name of LaLeche League Rep., Lactation Consultants, BF Counselors, and others. 
 
PERSON 
RESPONSIBLE Breastfeedmg Co01dmators 
 
TIME 
FRAME September 99 September 2000 
 
RESOURCES NEEDED 
 
5. Promote formation of BF coaht1on. 
- Identify community leaders. - Tram potential leaders 
 
Breastfeeding Coordmators 
 
July 2000, ongoing 
 
6. Provide mservice training resources and consultation to private phys1c1ans. 
 
Breastfeeding Coordmators 
 
July 2001 September 2002 
 
7. Develop tool for evaluating outreach effort. 
 
Education Committee 
 
Page 22 of 33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEIC PLAN 
GOAL I: To improve health outcomes for women, infants, and children in Georgia. 
OBJECTIVE 5: Promote the achievement of normal weight among children ages 3 to 5 by promoting health 
lifestyle habits to decrease the current trend of obesity from 8% to 7%. (CDC 1998). ** 
 
STRATEGIES 
1. Provide education m the clinic to caregivers and or child. 
 
. ACTION STEPS 
I. Use TCOYH messages in nutrition education contacts. 
2. Procure and use other education resources such as, 
"Jack the Apple" video series, Food Groupie carpet and games etc. 
 
PERSON RESPONSIBLE 
Nutritionists 
WIC/Nutritlon Services Director& 
 
TIME 
FRAME 
Oct. 99 - Sept. 
2002 
 
RESOURCES NEEDED 
Brochures 
Videos, carpets 
 
2. Promote healthy lifestyle in the 
community. 
 
l. Use TCOYH exhibit and "Wheel of Health" at 
 
community fairs and events. 
 
2. Place TCOYH billboards, TV, radio and Public 
 
Service Announcements 
 
I 
 
3. Use Speakers Kit in providing community 
 
programs. 
 
4. (a). Contact pre-school and elementary school 
 
representatives to initiate a dialog about better 
 
nutrition and increasing physical activity.++ 
 
(b). Learn about what's being done in schools and 
 
how public health nutritionists can support. 
 
(c). Designate clinic staff as primary community 
 
contact to assist with programs and referrals. 
 
(d). Identify high-risk children when possible to 
 
refer to proper health care.++ 
 
5. Work with PTA and other parent organization to 
promote healthy lifestyles. ++ 
6. Develop tool for evaluating outreach strategies. 
 
WIC/Nutrition Services Directors 
 
Oct. 99 - Sept. 
2002 
 
Budget allocations, bid negotiator 
 
WIC/Nutritlon Services Directors 
Alice Trainer WIC/Nutrition Services Directors 
Education Committee 
 
Oct. 99 - Jan. 
2000 
Sept. 2000Sept. 2002 
Oct. 99 - Sept. 
2002 
 
Names of contact persons at schools, day care, Head Start, Parks & Recreation Dept. 
 
Oct. 99 pilot - 
Sept. 2001 
23. Page 
 
 GEORGIA NUTRITION & BREASTFEEDING STRATEGIC STATE PLAN OCTOBER 1999 - SEPTEMEBER 2002 
GOAL 1: To improve health outcomes for women, infants, and children in Georgia. 
OBJECTIVE 6: Decrease the incidence of iron-deficiency anemia among children enrolled in the WIC program, 
ages 1 -5, from 23.2% to 20%. (Baseline 1998 CDC). ** 
 
STRATEGIES 
1. Promote bottle weaning by 1 year of age. {NOTE: Weaned from bottle at 1 year and trans1tiomng to solid food. Breastfeeding beyond one year is okay.) 2. Promote intake of iron-rich foods. 
 
ACTION STEPS 1. Provide counseling and education materials. 
1. Provide counseling and education materials. 
 
3. Contmue to identify and secure appropriate education materials. 
 
PERSON 
RESPONSIBLE 
Nutnt10nist, Nutrition Assistant, 
WIC/Nutrition Services Directors 
Nutritionist, Nutrition Assistant, 
WIC/Nutrition Services Directors 
Susan Sanders Nutrition Education 
Committee 
 
TIME FRAME October 99Sept. 2002 
October 99Sept. 2002 
October 99Sept. 2002 
 
RESOURCES NEEDED 
Brochures 
Brochures 
 
4. Encourage use of Nutrition Guidelines for Practice. 
5. Improve accuracy of Hct and Hgb measurements. 
6. Develop tool for evaluating outreach efforts. 
 
OON, WIC/Nutrition Services Directors 
 
1. Improve staff technique in measuring Hgb/Hct by providing regular training opportunities. 
2. Improve data collection ofHgb/Hct measurements. 
 
Hans Hammer WIC/Nutrition Services Directors 
 
Education Committee 
 
October 99Sept. 2002 Yearly 
' 
Page 24 of 33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN GOAL 1: To improve health outcomes for women, infants, and children in Georgia. 
OBJECTIVE 7: Increase the# of Georgians who realize there are health-related reasons to eat five servings of 
fruits and vegetables each day from 64.9% to 72% by FFY 2000. (Baseline1998) ** ++ 
 
STRATEGIES 
I. Promote 5-A-Day awareness through the Take Charge of Your Health campaign. 
 
ACTION STEPS 
1. Implement Take Charge of Your Health campaign 
throughout the state, disseminating 
understandable, attention-getting, action-onented, culturally appropnate nutrition education messages through the year 2000. 
- Include the following programs: WIC 
Nutrition Education, Breastfeeding Education & Promotion, Food Stamp Nutntion Education & Cooperative 2. (a). Promote the Take Charge messages 
statewide through billboards, public service announcements, bus cards and other advertising/marketing venues. (b). Promote Take Charge messages through 
regular interventions with public health clients, classes, community programs. 3. Provide training m social marketing for the 
Districts and other agencies. 
- Plan training and facilitate district staff in- 
service trainmg. 
- Promote activities such as Health Fairs, group 
classes, community outreach, individualized 
nutrition education via videos and KIOSK, grocery store tours/demonstrations. 
- Provide campaign training packets and 
nutrition education aids, whenever possible. 
- Conduct training. 
- Evaluate training 
4. Send Take Charge materials to Nutrition Services Directors. Division of Public Health offices and 
 
PERSON RESPONSIBLE Alice Trainer, OON 
staff 
Alice Trainer, Vera Green, Pam Wilson 
Hans Hammer, 
Alice Trainer 
Alice Trainer, OON staff, 
WIC/Nutrition Services Director 
Alice Trainer, OON Staff 
 
TIME FRAME 
October99June 2000 
 
RESOURCES 
NEEDED 
Regularly updated educational materials 
 
October99ongoing 
Ongoing 
Ongoing 
 
Ongoing 
Page 25 . 3 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN GOAL I: To improve health outcomes for women, infants, and children in Georgia. 
OBJECTIVE 7: Increase the# of Georgians who realize there are health-related reasons to eat five servings of 
fruits and vegetables each day from 64.9% to 72% by FFY 2000. (Baseline1998) ** ++ 
 
STRATEGIES 
 
ACTION STEPS 
DHR offices. 
- Inform every one of important dates and 
acttvittes. 
- Regularly develop new materials for 
distnbution and update as necessary. 5. Monitor the effectiveness of campaign efforts by 
conducting regular evaluations and continumg on tf successful. 
- Pre-campaigning evaluation. - Interim evaluations. - Post-campaign evaluation. 
6. Report to other state offices and districts about campaign activities. 
7. Provide regular reports on campaign progress to 
OON. 
 
PERSON RESPONSIBLE 
Alice Trainer, OON Staff, 
WIC/Nutritton Services Directors 
Alice Trainer, OON Staff 
Alice Trainer, Vera Green, Pam Wilson, 
WIC/Nutritton Services Directors 
 
2. Encourage collaboration with other health care public and private partners m these efforts. 3. Identify, develop and use appropriate materials m this effort through work with Nutrition Education Resources Committee and the Nutrition Education planning subcommittee. 
 
TIME FRAME 
Ongoing 
Ongoing Ongoing 
 
RESOURCES NEEDED 
 
Page 26 of 33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN GOAL 1:Work with Staffing sub-committee to evaluate ways Districts can expand nutrition services to generate revenue. 
OBJECTIVE #1: Increase revenue from nutrition generated services by 2% by September 2000. (Baseline revenue generate October 1999.) 
 
STRATEGIES 
1. Encourage and support billing for nutrition services. 
 
ACTION STEPS 
1. Arrange for OON staff and chosen Health Director to do a presentation of "Billing for Nutrition Services: at the Health Directors Meeting. 
 
PERSON RESPONSIBLE 
Resources subcommittee 
 
TIME FRAME 
October 1999 September 2000 
 
RESOURCES NEEDED 
 
2. Provide training and technical assistance to clinic staff to help them establish a system by which they may generate revenue via Diagnosis Screening Preventive Services/Children Intervention Services Medicaid and contract billing. 
3. Explore possibility of contracting with other 
agencies to provide billable services that would generate revenue. 
 
Rhonda Page, Hans Hammer, Susan Burns 
 
July 2000 - July 2001 
 
Resource subcommittee 
 
October 99September 2001 
 
Page 27 of 33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL 1: Work with Staffing sub-committee to evaluate ways District can expand nutrition services to generate revenue. 
OBJECTIVE 2: Encourage at least 50% of 19 districts to apply for at least one grant by September 2002. (Baseline: 19 districts with Oactive in 1998) 
 
STRATEGIES 
l. Explore federal, state, local grant opportunities. Momes should be used in the TCOYH social marketing campaign and focus on state nutntion pnontles. 
 
ACTION STEPS I. Develop a system to assess and commumcate 
grant availab1hty. 
2. Develop a trammg to: (a). Establish communication links (b). Develop grant-writing skills. 
 
3. Provide needed technical assistance. 
 
PERSON 
RESPONSIBLE 
OON, DHR Public Health, Grant 
Writer, Resource Committee 
 
TIME FRAME 
January 2000 January 2001 
 
January 2001 January 2002 
 
RESOURCES NEEDED 
 
State WIC office, January 2000 State Grant Wnter September 2002 
 
.fPage 
 
33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN GOAL 1: Maintain and enhance the skills of qualified and competent nutrition staff to provide optimal nutrition services. 
 
OBJECTIVE 1: Increase statewide high-risk contact rate to 41% by FFY 2002. (Baseline: Program review report, August '98 for the '95-'96 review cycle=36% ?ppropriat~ high-risk follow-up.) 
 
STRATEGIES 
1. Increase education for high-risk chents. 
 
ACTION STEPS 
1. Redistnbute the workload so low-risk clients are seen by other qualified staff and Nutritionist's time is devoted to high-risk clients, eligible for billing. 
 
PERSON RESPONSIBLE 
Nutrition Services Directors 
 
TIME FRAME 
January 2000 January 2001 
 
2. Consult Nutrition Guidelines for Practice in high- State and/or District October 1999 
 
risk counseling. 
 
team 
 
RESOURCES NEEDED 
 
2. Ensure districts employ 1 nutntionist per 1200 WIC clients and l licensed nutritionist per 1000 high-risk clients. 
 
3. Evaluate high-risk criteria to determine which ones can be aoorooriatelv counseled bv nurses. 
1. (a). Determine# of WIC clients per district or clinic. (b). Divide# of full-time nutritionists into the# of WIC clients to determine ration nutritionist/clients (c). Divide# oflicensed nutritionists into total# high-risk WIC clients to determine ratio. 
 
State and/or District team 
WIC/Nutrition Services Directors 
 
October 99Februarv 2000 January2000 January 2001 January 2002 
 
ARMIS-#WIC clients per district or clinic 
ARMIS- # highrisk clients per district or clinic. 
 
Page 29 of 33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL I: Maintain and enhance the skills of qualified and competent nutrition staff to provide optimal nutrition services. 
IOBJECTIVE 2: All Public Health nutritionists will receive a minimum of 12 hours of training per year.* 
 
STRATEGIES 
l. Ensure all staff attend meetings. 
 
ACTION STEPS 
l. Develop reference file for staff with date, title, instructor, and length of program attended. 
 
PERSON RESPONSIBLE 
Nutrition Services Directors 
 
TIME FRAME October 1999 
 
RESOURCES NEEDED 
 
.2. Develop programs that meet education needs of staff using a vanety of dehvery methods. 
 
1. (a). Assess the need for training topics by way of committee survey, focus groups, review of program evaluation from previous training. 
 
WIC/Nutrition Services Directors 
 
October 1999 March 2000 for 
FY2000 
 
(b). Include training which addresses high-risk population and minimizes cultural barriers. 
 
(c). Provide continued education opportur$ties via 
distance learning, KIOSKS, video modules to be 
completed at work site by nutritionists/nurses with self-evaluation system. 
 
Ongoing 
 
* Minimum Licensed Dietitian requirement in Georgia. 
 
Page 30 of 33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL I: Maintain and enhance the skills of qualified and competent nutrition staff to provide optimal nutrition services. 
 
OBJECTIVE 3: Increase the number of Registered/Licensed Dietitians employed in Public Health by 5% by the year 2002. {Baseline 1999 OON Staffing Survey) 
 
STRATEGIES 
I. Develop the Georgia Nutntton Service Corps to implement mto the DHR Dietetic Internship program. 
 
ACTION STEPS 
I. Develop reference file for staff with date, tttle, mstructor, and length of program attended. 
 
PERSON RESPONSIBLE 
Nutrition Services Directors 
 
TIME FRAME October 1999 
 
RESOURCES NEEDED 
 
2. Develop programs that meet education needs of staff using a vanety of delivery methods. 
 
I. (a). Assess the need for training topics by way of committee survey, focus groups, review of program evaluation from previous training. 
 
WIC/Nutntion Services Directors 
 
Oct. 1999March 2000 for 
FY2000 
 
(b). Include training which addresses high-risk population and minimizes cultural barriers. 
I 
(c). Provide continued education opportunities via distance learning, KIOSKS, video modules to be completed at work site by nutntionists/nurses with self-evaluation system. 
 
Ongoing 
 
* Minimum Licensed Dietitian requirement in Georgia. 
 
Page 31.33 
 
 GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN 
GOAL 1: Maintain and enhance the skills of qualified and competent nutrition staff to provide optimal nutrition services. 
 
OBJECTIVE 4: Increase the number of Registered/Licensed Dietitians employed in Public Health by 5% by 2002. (Baseline: 1999 OON Staffing Survey) 
 
STRATEGIES 
l. Develop the Georgia Nutrition Service Corps to implement mto the DHR Dietetic Internship Program. 
 
ACTION STEPS I. Evaluate current status of RD/LD employed m 
Public Health. 
2. Obtain approval for Georgia Nutrition Service Corps. 
 
3. Implement program into 2000 Dietetic Internship class. 
 
- 
 
4. Evaluate program and make needed changes. 
 
PERSON RESPONSIBLE 
Holly G1lhs 
 
TIME FRAME October 1999 
 
RESOURCES NEEDED 
 
OON 
 
October 1999 
 
Holly Gillii,, Frances Cook 
 
January 2000 
 
Holly Gillis 
 
October 99September 2002 
 
Page 32 of 33 
 
 ~, 
GEORGIA NUTRITION AND BREASTFEEDING STATE STRATEGIC PLAN GOAL 1: Maintain and enhance the skills of qualified and competent nutrition staff to provide optimal nutrition services. 
IOBJECTIVE 5: Ninety-five percent (95%) of DHR Dietetic Interns will pass exam at the first sitting. 
 
STRATEGIES 
1. lmprov.e the evaluation process for Dietetic Internship. 
 
ACTION STEPS 1. Partner with UGA to assess cU1Ten,tevaluation 
process. 
 
2. Develop new standards for evaluation. 
 
3. Implement new process and standards for evaluation. 
 
4. Make changes in program as needed. 
 
PERSON RESPONSIBLE 
Holly Gillis 
 
TIME FRAME 
OctoberDecember 1999 
 
RESOURCES NEEDED 
 
Holly Gillis w/OON January 2000 December 2000 
 
Holly Gillis 
 
September 2001 
 
Holly Gillis 
 
October 99September 2002 
 
Page 33 of 33