- Collection:
- Georgia Government Publications
- Title:
- Georgia state plan for program operation in the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC), 2005
- Creator:
- Georgia. Division of Public Health
- Publisher:
- Atlanta, Ga. : Dept. of Human Resources, Division of Public Health, 2004
- Date of Original:
- 2005
- Subject:
- Georgia. WIC Program
Mothers--Georgia--Nutrition
Children--Georgia--Nutrition - Location:
- United States, Georgia, 32.75042, -83.50018
- Medium:
- state government records
- Type:
- Text
- Format:
- application/pdf
- External Identifiers:
- Call Number GA H800.P8 S1 F6 2005
- Metadata URL:
- https://dlg.galileo.usg.edu/id:dlg_ggpd_y-ga-bh800-pp8-bs1-bf6-b2005-belec-p-btext
- Digital Object URL:
- https://dlg.galileo.usg.edu/do:dlg_ggpd_y-ga-bh800-pp8-bs1-bf6-b2005-belec-p-btext
- Language:
- eng
- Holding Institution:
- University of Georgia. Map and Government Information Library
- Rights:
-
GEORGIA DEPARTMENT OF HUMAN RESOURCES
DIVISION OF PUBLIC HEALTH WIC BRANCH
Georgia State Plan for Program Operation in the Special Supplemental Nutrition Program
for Women, Infants, and Children (WIC)
58-1130678
Fiscal Federal Year 2005 (October 1, 2004 to September 30, 2005)
Submitted in accordance with USDA Food and Nutrition Service
Federal Regulations 246.4(A) - State Plan
August 2004
FEDERAL FISCAL YEAR 2005
TABLE OF CONTENTS
Page
Chapter 1 I. II. III.
Chapter 2 I. II.
III. IV. V. Chapter 3
I. II. III. IV. V. Chapter 4 I. II. Chapter 5 I. II. III. IV.
Abbreviations ...........................................................................................................3 Goals and Objectives ...............................................................................................6 Introduction..............................................................................................................7 Mission Statements ..................................................................................................8 FFY 2005 Goals and Objectives ..............................................................................9 Financial Management...........................................................................................50 Program Financial Status .......................................................................................51 Letter of Credit.......................................................................................................52 Local Level Requirements .....................................................................................53 Property Management and Procurement ...............................................................55 Case Load Management / Food Cost....................................................55 Food Delivery/Management Information Systems................................................57 Retail Delivery Method..........................................................................................58 Vendor Management..............................................................................................60 Direct Delivery Method .........................................................................................61 Management Information Systems ........................................................................62 Food Package Design.............................................................................................63 Application and Disqualification Process for Local Agencies ..............................64 Process for Applying to Operate a WIC Clinic .....................................................65 Administrative Appeal: Local Agency ..................................................................68 Special Project Program .........................................................................................71 Introduction............................................................................................................72 Overview of Local Agency Special Project Grant.................................................73 Proposal Process ....................................................................................................74 Grant Management.................................................................................................75
Attachments: Attachment I Participant Characteristic Minimum Data Set (MDS) .....................................77 Attachment II Disqualification/Not Accepting an Application Form.....................................88 Attachment III Application Form .............................................................................................89
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ABBREVIATIONS LIST
Administrative Law Judge ..........................................................................................................ALJ American Academy of Pediatrics ..............................................................................................AAP American Dietetic Association .................................................................................................ADA Automated TAD and Voucher System ................................................................................... ATVS Behavior Risk Factor Surveillance System............................................................................BRFSS Body Mass Index ....................................................................................................................... BMI Chronic Disease Prevention and Health Promotion Branch .............................................. CDPHPB Cash Management Improvement Act ..................................................................................... CMIA Centers for Disease Control and Prevention............................................................................. CDC Certified Public Accountant.......................................................................................................CPA Compliance Analysis Section ....................................................................................................CAS Cumulative Unmatched Redemption........................................................................................ CUR Department of Administrative Services..................................................................................DOAS Department of Labor................................................................................................................. DOL Department of Family and Children Services.......................................................................DFACS Department of Human Resources ............................................................................................. DHR Division of Medical Assistance ............................................................................................... DMA Division of Payment Management............................................................................................DPM Electronic Data Processing ........................................................................................................ EDP Epidemiology ...............................................................................................................................EPI Family Health Branch ................................................................................................................FHB Financial Management System ..................................................................................................FMS Food and Nutrition Section........................................................................................................ FNS Functional Requirements Document..........................................................................................FRD Georgia Chapter American Academy of Pediatrics................................................................GAAP Georgia Coalition for Physical Activity and Nutrition ...........................................................GPAN Georgia Public Health Association.........................................................................................GPHA Georgia Registry of Immunization Transactions and Services.............................................. GRITS Georgia WIC Information System .......................................................................................... GWIS Graphic User Interface............................................................................................................... GUI
STATE WIC PLAN 2005
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WIC BRANCH
FEDERAL FISCAL YEAR 2005
ABBREVIATIONS LIST (continued)
Health Maintenance Organization ........................................................................................... HMO Health Outcome and Services Tracking ................................................................................. HOST International Life Sciences Institute .......................................................................................... ILSI Internet Check Image Viewer ....................................................................................................iCIV Local Agency Special Project..................................................................................................LASP Minimum Data Set....................................................................................................................MDS Monthly Income and Expenditure Report................................................................................MIER National Performance Measure.................................................................................................NPM Neural Tube Defect................................................................................................................... NTD Nutrition Section.......................................................................................................................... NS Nutrition Service and Administration........................................................................................NSA Office of Financial Services....................................................................................................... OFS Patient Flow Analysis ................................................................................................................ PFA Pediatric Nutrition Surveillance System.............................................................................. PedNSS Physician Sponsor Plan...............................................................................................................PSP Planning and Resources Section ..............................................................................................PARS Policy Management and Training Section.............................................................................. PMTS Policy, Planning and Evaluation Section ....................................................................................PPE Pre-Pregnancy Nutrition Surveillance System......................................................................... PNSS Pregnancy Risk Assessment and Monitoring System.......................................................... PRAMS Program Planning and Evaluation Unit ......................................................................................PPE Public Health State Office ...................................................................................................... PHSO Random Moment Sample Study .............................................................................................RMSS Registered Dietitian ..................................................................................................................... RD Request for Proposal .................................................................................................................. RFP Residential Child Care Institution............................................................................................ RCCI Results Based Budgeting ...........................................................................................................RBB State Performance Measure .......................................................................................................SPM Stress Free Feeding .....................................................................................................................SFF Supplemental Data Set............................................................................................................... SDS Systems and Information Section ................................................................................................SIS
STATE WIC PLAN 2005
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WIC BRANCH
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ABBREVIATIONS LIST (continued)
Take Charge of Your Health................................................................................................TCOYH Technical Assistance and Consultation Unit ..........................................................................TACU Technical Assistance for Needy Families............................................................................... TANF Turn Around Document............................................................................................................ TAD United States Department of Agriculture ...............................................................................USDA United States Department of Education.................................................................................. USDE United States Department of Health and Human Services ................................................USDHHS Vendor Integrity Profile System ...............................................................................................VIPS Vendor Management Section....................................................................................................VMS Voucher Analysis System ..........................................................................................................VAS Vouchers Printed On Demand ................................................................................................VPOD Women, Infants, and Children ...................................................................................................WIC Youth Risk Behavior Survey .................................................................................................. YRBS
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WIC BRANCH
FEDERAL FISCAL YEAR 2005
CHAPTER 1 GOALS AND
OBJECTIVES
I. Introduction II. Mission Statements III. FFY 2005 Goals and Objectives
STATE WIC PLAN 2005
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SECTION I - INTRODUCTION
The Georgia Department of Human Resources (DHR) strives to assist Georgians in achieving their highest levels of health, development, independence and self-sufficiency. The Division of Public Health's emphasis is on an integrated service system that assures comprehensive health services, in an environment that fosters personal dignity and promotes optimal attainment of individual health. The WIC Program serves as a gateway to comprehensive health services for maternal and child health clients.
The purpose of the WIC Program is to serve as an adjunct to prenatal and postpartum care and to provide supplemental foods and nutrition education to participants at no cost. 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 program participants. The program shall be a supplement to any program under which foods are distributed to needy families.
The FFY 2005 Goals and Objectives matrix is a new initiative by the WIC Branch and Nutrition Section. Baseline data and information is not currently available for each of the strategies and activities identified. The WIC Branch will continually update the State Plan throughout the federal fiscal year to reflect our progress and accomplishments and document established baselines.
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SECTION II MISSION STATEMENTS
DHR Mission: The Georgia Department of Human Resources, in partnership with others, will effectively deliver compassionate, innovative, and accountable services to individuals, families and communities.
DHR Vision: Georgians living safe, healthy, and self-reliant lives.
Division of Public Health Mission: Our mission is to promote and protect the health of people in Georgia wherever they live, work, and play. We unite with individuals, families, and communities to improve their health and enhance their quality of life.
Division of Public Health Vision Our vision is a Georgia with healthy people, families, and communities, where all sectors unite by pooling their assets and strengths to promote health for all. Decisions are made in harmony with economic and environmental concerns.
WIC Branch Mission: The mission of the Women Infants and Children (WIC) Branch is to provide policy direction and technical assistance to ensure continuity in program administration and operation; and compliance with Georgia's Special Supplemental Food/Nutrition program regulations.
STATE WIC PLAN 2005
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SECTION III FFY 2005 GOALS AND OBJECTIVES
Program Function Area:
Vendor Management
Goal 1: Enhance existing vendor management activities
Objective 1.1: Implement the vendor audit process. Objective 1.2: Provide technical support/training to local agencies to facilitate the standardization of vendor customer service practices. Objective 1.3: Develop a cashier training resource and additional annual training for vendors.
Objective 1.1
Strategies/Activities
a. Discuss strategies and procedures with staff
Baseline None
Indicators None
Lead Position
PHSO Program Consultant 1
Timeline
October December 2004
Resources Available:
Needed:
b. Write Statement of Purpose
None
PHSO Program Consultant 1
January March 2005
Available: Needed:
1.2
a. Develop policy
None
memorandum to local
agencies
PHSO Program Director
August 2004
Available: Needed:
b. Make recommendations to local agency plans on WIC participant contacts with vendors
None
PHSO Program Director
Available: Needed:
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Program Function Area:
Vendor Management
Goal 1: Enhance existing vendor management activities
Objective 1.1: Implement the vendor audit process. Objective 1.2: Provide technical support/training to local agencies to facilitate the standardization of vendor customer service practices. Objective 1.3: Develop a cashier training resource and additional annual training for vendors.
Objective 1.3
Strategies/Activities
a. Write specifications for the cashier training program
Baseline None
Indicators
Lead Position
PHSO Program Consultant 1
Timeline November 2004
Resources Available:
Needed:
b. Explore web-based training as an annual training option for vendors
c. Pilot test web-based training with selected vendors
None None
PHSO Program Director
PHSO Program Consultant 1
September 30, 2005
Available: Needed: Available: Needed:
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Program Function Area: Information System
Goal 2: Automate all processes of the Georgia WIC Program
Objective 2.1: Implement Voucher Printing on Demand (VPOD) at all local agency clinics. Objective 2.2: Implement standardized data collection efforts in all front-end data systems. Objective 2.3: To ensure that all front-end systems have complete and up-to-date risk code tables properly cross-indexed to WIC Type and
Priority. Objective 2.4: To monitor the systematic operation of the Farmers' Market Nutrition Program. Objective 2.5: Automate Program Review Monitoring tool and Plan For Correction Report form to use during on-site management evaluation
visits. Objective 2.6: Automate the Patient Flow Analysis (PFA) tool for utilization by the WIC Branch and districts/local agencies.
Objective 2.1
Strategies/Activities a. Review the MIS report
Baseline None
2.2
a. Continue collaborative
None
efforts with the
established Edits
Committee
Indicators
The number of vouchers produced by Covansys will decrease to "0"
Lead Position PHSO Program Director
PHSO Program Director
Timeline Ongoing/Monthly
Resources Available: MIS Report
Needed:
Ongoing
Available: Reports
Needed: Monthly invoice
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Program Function Area: Information System
Goal 2: Automate all processes of the Georgia WIC Program
Objective 2.1: Implement Voucher Printing on Demand (VPOD) at all local agency clinics. Objective 2.2: Implement standardized data collection efforts in all front-end data systems. Objective 2.3: To ensure that all front-end systems have complete and up-to-date risk code tables properly cross-indexed to WIC Type and
Priority. Objective 2.4: To monitor the systematic operation of the Farmers' Market Nutrition Program. Objective 2.5: Automate Program Review Monitoring tool and Plan For Correction Report form to use during on-site management evaluation
visits. Objective 2.6: Automate the Patient Flow Analysis (PFA) tool for utilization by the WIC Branch and districts/local agencies.
Objective 2.3
Strategies/Activities
a. Monitor monthly Critical Error Reports and track errors related to risk criteria
Baseline None
b. Send a work request to all front-end developers whenever a change to risk codes occurs
None
Indicators
Critical Errors related to risk codes (Risk, WIC Type and Priority) decrease over the course of the fiscal year
Lead Position PHSO Consultant 1
Critical Errors related to new risk codes do not occur
PHSO Program Director
Timeline Ongoing/Monthly
Resources Available: Critical Error Report
Needed:
As needed
Available:
Needed: New Risk Codes from USDA and the State Nutrition Section
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FEDERAL FISCAL YEAR 2005
Program Function Area: Information System
Goal 2: Automate all processes of the Georgia WIC Program
Objective 2.1: Implement Voucher Printing on Demand (VPOD) at all local agency clinics. Objective 2.2: Implement standardized data collection efforts in all front-end data systems. Objective 2.3: To ensure that all front-end systems have complete and up-to-date risk code tables properly cross-indexed to WIC Type and
Priority. Objective 2.4: To monitor the systematic operation of the Farmers' Market Nutrition Program (FMNP). Objective 2.5: Automate Program Review Monitoring tool and Plan For Correction Report form to use during on-site management evaluation
visits. Objective 2.6: Automate the Patient Flow Analysis (PFA) tool for utilization by the WIC Branch and districts/local agencies.
Objective 2.4
Strategies/Activities
a. Monitor trouble calls from clinic staff
Baseline None
Indicators
Lead Position Operations Analyst 1
Timeline Ongoing
Resources Available:
Needed:
b. Provide hardware support for clinic/state staff operating the FMNP system
None
c. Assist with data batching None problems
Operations Analyst 1 As needed
Batching problems identified and solved
Operations Analyst 1 Ongoing
Available:
Needed: New Risk Codes from USDA/Nutrition Section Available:
Needed:
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Program Function Area: Information System
Goal 2: Automate all processes of the Georgia WIC Program
Objective 2.1: Implement Voucher Printing on Demand (VPOD) at all local agency clinics. Objective 2.2: Implement standardized data collection efforts in all front-end data systems. Objective 2.3: To ensure that all front-end systems have complete and up-to-date risk code tables properly cross-indexed to WIC Type and
Priority. Objective 2.4: To monitor the systematic operation of the Farmers' Market Nutrition Program (FMNP). Objective 2.5: Automate Program Review Monitoring Tool and Plan for Correction Report form to use during on-site management evaluation
visits. Objective 2.6: Automate the Patient Flow Analysis (PFA) tool for utilization by the WIC Branch and districts/local agencies.
Objective 2.5
Strategies/Activities
a. Develop an access database with a Visual Basic front-end for data input
Baseline None
b. Train the Review Team and District Coordinators to use the Program Review Monitoring Tool
None
Indicators
Lead Position Operations Analyst 2
Utilization of the Electronic Monitoring Tool for onsite management evaluations and local agency selfreviews by the WIC Branch Review Team and local agency Coordinators
Operations Analyst 2
Timeline September 30, 2005
December 1, 2006
Resources
Available: Monitoring Tool
Needed: Reports needed as requested by the Management Evaluation, Compliance Analysis, and Nutrition Sections Available: Computer
Needed:
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Program Function Area: Information System Goal 2: Automate all processes of the Georgia WIC Program
Objective 2.1: Implement Voucher Printing on Demand (VPOD) at all local agency clinics. Objective 2.2: Implement standardized data collection efforts in all front-end data systems. Objective 2.3: To ensure that all front-end systems have complete and up-to-date risk code tables properly cross-indexed to WIC Type and
Priority. Objective 2.4: To monitor the systematic operation of the Farmers' Market Nutrition Program (FMNP). Objective 2.5: Automate Program Review Monitoring tool and Plan for Correction Report form to use during on-site management evaluation
visits. Objective 2.6: Automate the Patient Flow Analysis (PFA) tool for utilization by the WIC Branch and districts/local agencies.
Objective 2.6
Strategies/Activities
a. Develop an access database for data input
Baseline None
Indicators Completed tool
Lead Position Operation Analyst 2
Timeline
September 30, 2005
Resources
Available: Computers and software
PFA Forms 11 and 12 of the Monitoring Tool in the Georgia WIC Procedure Manual Needed:
b. Train the Review Team None and District Coordinators
Utilization of the Electronic PFA tool by the WIC Branch Review Team and local agency Coordinators
December 1, 2006 Available: Needed:
STATE WIC PLAN 2005
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Program Function Area: Food Funds Management Goal 3: Maximize the utilization of WIC food funds
Objective 3.1: By September 30, 2005, ensure that 98% or more of formula-fed infants will use contracted products.
Objective 3.1
Strategies/Activities a. Assess the percentage of
WIC infants receiving contract, iron-fortified formulas and review the trend analysis
b. Educate healthcare providers and local agency staff on current policies and procedures regarding formula product distribution
Baseline
FFY 2003: Contract-Brand Formula =98.04% Concentrated =97.95% Powdered =98.32% Ready-To-Feed =100% None
Indicators
98% of formulas issued are contracted products and subject to rebates
Lead Position PHSO Program Director
PHSO Program Director
Timeline Ongoing/Monthly
Resources
Available: Infant Formula Rebate Compliance Report
Needed:
Ongoing
Available: Needed:
STATE WIC PLAN 2005
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Program Function Area: Caseload Management Goal 4: Serve all eligible individuals to achieve maximum caseload requirement by
publicizing the availability of program benefits to potentially eligible population
Objective 4.1: By September 30, 2005, target benefits to increase the percentage of high-risk individuals receiving benefits. Objective 4.2: By September 30, 2005, complete the exploration of strategies for targeting benefits to eligible populations with special health
care needs and/or residing in non-traditional home environments. Objective 4.3: By September 30, 2005, devise methodology and performance standards for monitoring and improving no-show rate statewide. Objective 4.4: By September 30, 2005, sustain an outreach infrastructure to consistently publicize program eligibility and benefits.
Objective 4.1
Strategies/Activities
a. Enrollment of pregnant women within the first trimester
Baseline None
b. Early enrollment of infants within first four weeks of life
None
c. Increase the proportion of children receiving benefits beyond their second birthday
d. Initiate strategies to assess the proportion of children with special needs enrolled and receiving benefits
e. Continue to support the delivery of benefits in non-traditional clinic sites
None None None
STATE WIC PLAN 2005
Indicators
GWIS Report EWER113G
Increased Trimester Enrollment Percentage
GWIS Report to be established
Lead Position Operations Analyst II
Operations Analyst II
Timeline Ongoing/Monthly
Ongoing/Monthly
GWIS Report to be established
Operations Analyst II
Ongoing/Monthly
GWIS Report to be established
Operations Analyst II
Ongoing/Monthly
Resources
Available: Report EWER113G
Needed: Consistent Data
Data Field Specifications Available: Monthly GWIS Report Needed:
Available: Monthly GWIS Report Needed:
Available: Monthly GWIS Report
Needed:
PHSO Consultant II
Ongoing
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Available:
Needed: # of hospitals, DFCS and other sites available
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Caseload Management Goal 4: Serve all eligible individuals to achieve maximum caseload requirement by
publicizing the availability of program benefits to potentially eligible population
Objective 4.1: By September 30, 2005, target benefits to increase the percentage of high-risk individuals receiving benefits. Objective 4.2: By September 30, 2005, complete the exploration of strategies for targeting benefits to eligible populations with special health
care needs and/or residing in non-traditional home environments. Objective 4.3: By September 30, 2005, devise methodology and performance standards for monitoring and improving no-show rate statewide. Objective 4.4: By September 30, 2005, sustain an outreach infrastructure to consistently publicize program eligibility and benefits.
Objective 4.2
Strategies/Activities
a. Initiate a process to identify and locate population targets of non-English speaking potentially eligible individuals
Baseline None
b. Improve efforts to document the proportion of children residing in foster care who are enrolled and receive benefits
None
4.3
a. Conduct an assessment None
to identify current
management practices of
local agencies regarding
no-show policies
b. Convene a work group to review current practices and recommend best practices
None
STATE WIC PLAN 2005
Indicators
Effective assessment of non-English speaking participants
Lead Position
WIC Operations Specialist
Timeline Ongoing
Computer-related documentation tool for foster care participants
Operations Analyst II
Ongoing/Monthly
Effective
Program Evaluator
assessment tool PHSO Consultant II
Ongoing/Biannually
Work group results
Program Evaluator PHSO Consultant II
September 30, 2005
Resources Available:
Needed: Assessment Tool
County Population Statistics from USDA Available:
Needed: Computer-related documentation tool
# of children under 5 years old in foster care Available:
Needed: Staff time
Assessment tool Available:
Needed:
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WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Caseload Management Goal 4: Serve all eligible individuals to achieve maximum caseload requirement by
publicizing the availability of program benefits to potentially eligible population
Objective 4.1: By September 30, 2005, target benefits to increase the percentage of high-risk individuals receiving benefits. Objective 4.2: By September 30, 2005, complete the exploration of strategies for targeting benefits to eligible populations with special health
care needs and/or residing in non-traditional home environments. Objective 4.3: By September 30, 2005, devise methodology and performance standards for monitoring and improving no-show rate statewide. Objective 4.4: By September 30, 2005, sustain an outreach infrastructure to consistently publicize program eligibility and benefits.
Objective 4.3
Strategies/Activities
c. Establish protocol for sharing local agency strategies and successes
Baseline None
4.4
a. Assess, identify, and
None
evaluate outreach
resources needed to
target specific
populations that under
utilize WIC services
b. Incorporate Public Comment Period initiatives with local agency outreach interventions as a means of notifying local providers and advocacy groups of WIC benefits and services
None
Indicators
Standards and protocol documents
Lead Position Internal Program Planner
PHSO Consultant II
Evaluation and assessment results
Program Evaluator
WIC Operations Specialist
Timeline
September 30, 2005
Resources Available:
Needed: Standards and protocol documents
Internal Planner staff Ongoing/Quarterly Available:
September 30, 2005
Needed: Evaluation and Assessment Tool
Focus Group assessments Available:
Needed: Public Comment Results
STATE WIC PLAN 2005
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WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Caseload Management Goal 4: Serve all eligible individuals to achieve maximum caseload requirement by
publicizing the availability of program benefits to potentially eligible population
Objective 4.1: By September 30, 2005, target benefits to increase the percentage of high-risk individuals receiving benefits. Objective 4.2: By September 30, 2005, complete the exploration of strategies for targeting benefits to eligible populations with special health
care needs and/or residing in non-traditional home environments. Objective 4.3: By September 30, 2005, devise methodology and performance standards for monitoring and improving no-show rate statewide. Objective 4.4: By September 30, 2005, sustain an outreach infrastructure to consistently publicize program eligibility and benefits.
Objective 4.4
Strategies/Activities
c. Compile information on local agency interventions to reach potentially eligible highrisk individuals in all segments of the service area
Baseline None
d. Summarize for dissemination the responses received during the Public Comment Period
None
Indicators
Lead Position
PARS PHSO Consultant II
Public Comments Results Spreadsheet
Program Evaluator
Timeline Ongoing
Resources Available:
Ongoing/Annually
Needed: Baseline information for target populations of employed applicants/participants, migrants, homeless and non-English speaking participants Available: Public Affairs Office
Needed:
STATE WIC PLAN 2005
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WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Coordination and Collaborative Partnerships Goal 5: Build strong links for leveraging the coordination of information and resources
with state and local partners in order to respond to the needs of pregnant women and young children that will lead to improved maternal and child health outcomes
Objective 5.1: By September 30, 2005, continue the coordination efforts of WIC and immunization services at the state and local levels. Objective 5.2: By September 30, 2005, initiate interventions to increase collaborative partnerships with other food assistance programs at the
state and local levels. Objective 5.3: By September 30, 2005, implement tobacco prevention strategies to educate WIC participants or caretakers on the risk of
second-hand smoke.
Objective 5.1
Strategies/Activities
a. Increase activities that will allow easier access to correct and up-to-date immunization data
Baseline None
5.2
a. Train local agencies to
None
record the proportion of
WIC participants that
receive Food Stamps and
assess the data to
establish a baseline for
ongoing monitoring
b. Build capacity for
None
ongoing coordination of
food assistance services
and disseminate WIC
information among all
programs statewide
Indicators
Immunization rates of WIC enrolled infants and children
Lead Position PHSO Consultant I
Baseline of data that is accurate with recommended data requirements
Statewide network of program information and collaboration efforts
Program Evaluator PHSO Consultant II
Timeline Ongoing/Monthly
Resources Available:
December 2004
Needed: Monthly reports in coordination with Immunization detailing rates
Available:
Ongoing
Needed: Accurate data
Monthly report Available:
Needed: Appropriate staff to facilitate efforts of coordination of services
STATE WIC PLAN 2005
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Program Function Area: Coordination and Collaborative Partnerships Goal 5: Build strong links for leveraging the coordination of information and resources
with state and local partners in order to respond to the needs of pregnant women and young children that will lead to improved maternal and child health outcomes
Objective 5.1: By September 30, 2005, continue the coordination efforts of WIC and immunization services at the state and local levels. Objective 5.2: By September 30, 2005, initiate interventions to increase collaborative partnerships with other food assistance programs at the
state and local levels. Objective 5.3: By September 30, 2005, implement tobacco prevention strategies to educate WIC participants or caretakers on the risk of
second-hand smoke.
Objective 5.2
Strategies/Activities
c. Identify the number of participants referred to or enrolled in other food assistance programs at the time of certification
Baseline None
5.3
a. Facilitate an assessment None
to identify current trends
and strategies at the
local level
b. Use the chronic disease model to train CPAs on methods of assessing and identifying smokers and to educate on cessation to reduce the number of pregnant women who smoke
None
STATE WIC PLAN 2005
Indicators
Changes to the Turn-AroundDocument (TAD) to indicate "enrolled in" or "referred to" accurately
Trends identified and logically related to proposed strategies
Lead Position PHSO Consultant I
Program Evaluator Program Planner
G-train evaluation of training
PHSO Consultant II
Page 22 of 94
Timeline Ongoing/Annually
Resources
Available:
Needed: Accurate data field completion for assessment
Ongoing/Annually Ongoing
Available:
Needed: Staff time
Strategic Assessment Tool Available: G-train software Needed: Environmental scan of current training needs of WIC staff
Accurate PNSS smoking data
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Coordination and Collaborative Partnerships Goal 5: Build strong links for leveraging the coordination of information and resources
with state and local partners in order to respond to the needs of pregnant women and young children that will lead to improved maternal and child health outcomes
Objective 5.1: By September 30, 2005, continue the coordination efforts of WIC and immunization services at the state and local levels. Objective 5.2: By September 30, 2005, initiate interventions to increase collaborative partnerships with other food assistance programs at the
state and local levels. Objective 5.3: By September 30, 2005, implement tobacco prevention strategies to educate WIC participants or caretakers on the risk of
second-hand smoke.
Objective 5.3
Strategies/Activities
c. Facilitate the development of protocol to standardize the collection and recording of tobacco use data to promote accuracy of data
Baseline None
d. Establish a baseline for ongoing monitoring of tobacco use data
None
Indicators
Protocol established to accomplish activity
Lead Position PHSO Consultant I
Timeline April 30, 2005
Accurate baseline of tobacco use established and incorporated within database
Program Evaluator
May 31, 2005
Resources Available:
Needed: Accurate data fields for assessment
Program planning staff
Protocol standards Available:
Needed: Baseline
STATE WIC PLAN 2005
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WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Certification and Eligibility Goal 6: Ensure accurate determination and documentation of WIC program
applicant/participant eligibility
Objective 6.1: Decrease the amount of blank income fields in the end-of-year database by 2%. Objective 6.2: Achieve a 100% evidencing Nutrition Risk Assessment for the WIC program by September 30, 2005 using USDA guidelines and
scientific research as needed. Objective 6.3: Decrease the number of corrective actions issued to local agencies related to Verification of Certification (VOC) card usage. Objective 6.4: Decrease the percentage of dual participants for inter/intrastate WIC program participants by 5% from an established baseline.
Objective 6.1
Strategies/Activities
a. Conduct an assessment of completed transmitted data for income eligibility documentation
Baseline None
b. Determine the local level process for electronically documenting income
None
c. Research Automated Data Processing (ADP) contract program edits for establishing income eligibility
None
6.2
a. Maintain an active State None
Procedures, Assessment
and Regulations (PAR)
committee to address
new risk criteria
b. Incorporate new risk
None
criteria changes as
established by USDA
STATE WIC PLAN 2005
Indicators
A complete baseline assessment of all local agency income documentation
Lead Position Program Evaluator
Program Evaluator
Timeline September 30, 2006
September 30, 2006
A completed spreadsheet that contains all income eligibility program edits from the ADP contractor
Program Evaluator
Nutrition Program Consultant 1
September 30, 2006
Ongoing
Current, approved, and utilized risk criteria
Page 24 of 94
Nutrition Program Consultant 1
Ongoing
Resources Available: Needed:
Available: Needed: Available: Needed:
Available: Needed: Available: Needed:
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Certification and Eligibility Goal 6: Ensure accurate determination and documentation of WIC program
applicant/participant eligibility
Objective 6.1: Decrease the amount of blank income fields in the end-of-year database. Objective 6.2: Achieve a 100% evidencing Nutrition Risk Assessment for the WIC program by September 30, 2005 using USDA guidelines and
scientific research as needed. Objective 6.3: Decrease the number of corrective actions issued to local agencies related to Verification of Certification (VOC) card usage. Objective 6.4: Decrease the percentage of dual participants for inter/intrastate WIC program participants by 5% from an established baseline.
Objective 6.2 6.3
6.4
Strategies/Activities
c. Accurately evaluate nutrition risk criteria as determined by the local level to standardize collections
a. Establish local agency knowledge related to VOC card distribution, usage and redemption
b. Ensure procedures for transfer of certification are available throughout the State
a. Conduct Analysis of the Dual Participant Report and other related systems reports
b. Research software available to track dual participation between State WIC Programs
Baseline
Current Potential WIC Participant Fraud None
Indicators
Top ten (10) most identified nutrition risks in the State of Georgia
Lead Position Program Evaluator
Training Coordinator
Timeline September 30, 2005
Ongoing
Resources Available: GWIS Needed:
Available:
Needed:
Compliance Reviewer Ongoing 1
Available: Needed:
Reports Analysis Operations Analyst 3 Indicate Potential Participant Fraud
PHSO Program Director
Ongoing/Quarterly Available:
FFY 2005 - 2006
Needed: Baseline
Available:
Needed:
STATE WIC PLAN 2005
Page 25 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Food Delivery/Food Instrument Accountability and Control Goal 7: Deter WIC Vendor and WIC Clinic Fraud and Abuse
Objective 7.1: To conduct and complete a minimum of 5% WIC Vendor Covert Investigations. Objective 7.2: To minimize the abuse of repeat vendor offender occurrences. Objective 7.3: To monitor/investigate 20% WIC Clinics sites and investigate potential clinic fraud.
Objective 7.1
Strategies/Activities a. Identify High Risk WIC
Vendors and conduct Covert Investigations
b. Notify vendors and UDSA of Investigation outcomes
c. Represent the State at Administrative Hearings
d. Train Administrative Law Judges and appointed attorneys regarding federal requirements
Baseline Completed 5% of Covert investigations in FFY 2003
FFY 2003 = 100%
None
Indicators VIPS/WIC Banking
Sanction System
Vendor Disqualification
Lead Person
Timeline
Investigative Specialist Ongoing
Resources
Available: VIPS & WIC Banking
Operations Analyst 3
PHSO Program Director
2 weeks after investigation cases are closed
Complete within 60 day of hearing request
Needed: SMR as required OIG as required Available:
Needed: CAS Program Assistance Available:
Needed: Available backup staff
Georgia WIC Vendor Policies and Guidelines
Vendor Training Check List
PHSO Program Director
As Needed
Available:
Needed: Communication Support
STATE WIC PLAN 2005
Page 26 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Food Delivery/Food Instrument Accountability and Control Goal 7: Deter WIC Vendor and WIC Clinic Fraud and Abuse
Objective 7.1: To conduct and complete a minimum of 5% WIC Vendor Covert Investigations. Objective 7.2: To minimize the abuse of repeat vendor offender occurrences. Objective 7.3: To monitor/investigate 20% WIC Clinics sites and investigate potential clinic fraud.
Objective 7.2
7.3
Strategies/Activities a. Publicize vendor
violations and disqualifications
b. Administer State sanctions as advised by court decisions
a. Assess Voucher Security in WIC Clinics
b. Investigate Reports of Missing Vouchers from WIC Clinics and contact contract bank to obtain vouchers
c. Conduct on-site clinic visits to assess fraudulent activities
Baseline None
None
20% of identified clinics per district during each Program Review 25 or more missing vouchers
Indicators
Vendor News Letters and Local News Papers
Lead Position
Timeline
Investigative Specialist Ongoing/Annually
Resources Available
Needed:
PHSO Program Director
As needed
Available: Needed:
Monitoring Tool
Operations Analyst 3
October 1, 2004 through September 30, 2005
Available: Needed:
Missing Voucher Summary from Districts Statewide
Report of potential fraud
PHSO Program Director
PHSO Program Director
Within 3 days As Needed
Available:
Needed:
Available: Procedure Manual guidelines
GWIS Needed:
STATE WIC PLAN 2005
Page 27 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Food Delivery/Food Instrument Accountability and Control Goal 7: Deter WIC Vendor and WIC Clinic Fraud and Abuse
Objective 7.1: To conduct and complete a minimum of 5% WIC Vendor Covert Investigations. Objective 7.2: To minimize the abuse of repeat vendor offender occurrences. Objective 7.3: To monitor/investigate 20% WIC Clinics sites and investigate potential clinic fraud.
Objective 7.3
Strategies/Activities
d. Report potential employee fraudulent activities to the Georgia Office of Investigative Services
Baseline
Indicators
e. Deter WIC Clinic fraud and abuse with training and monitoring of WIC clinics
FFY 2004 = No identified WIC clinic fraud and abuse occurrences
System Reports and Monitoring Tool
Lead Position PHSO Program Director
Operations Analyst 3
Timeline As Needed
Ongoing
Resources
Available: Clinic records
Needed: Onsite clinic review report Available: System Reports and WIC Banking Needed: One (1) additional fulltime staff
STATE WIC PLAN 2005
Page 28 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Monitoring and Audits Goal 8: Review each of Georgia's twenty-one (21) local agencies by conducting an on-
site monitoring visit every two (2) years
Objective 8.1: By September 30, 2005, the WIC Branch will review eleven (11) local agencies and newly established clinics to ensure programmatic compliance with Federal and State Regulations.
Objective 8.2: By December 31, 2004, Georgia Licensed Certified Public Accountants (CPA) will complete ten (10) local agency financial reviews for federal regulation compliance.
Objective 8.1
Strategies/Activities
a. Finalize the FFY 2005 local agency monitoring schedule
Baseline FFY 2005 = May 2004
b. Prepare and submit program review and technical assistance reports to local agencies monitored
c. Analyze and summarize FFY 2005 local agency reviews and technical assistance trainings
Indicators
Established flow sheet for FFY 2005
Lead Position
Compliance Reviewer II
Timeline Ongoing/Annually
Improvement in local agency program review outcomes
Monitoring Evaluation Unit Policy and Training Unit
Ongoing
Improvement in the number and type of Corrective Actions received by each local agency reviewed
Compliance Reviewer I
September 30, 2005
Resources
Available: FFY 2004 flow sheet Needed: WIC Branch, NS and local agency input
Local agencies/new clinics requiring a visit by the state review team Available: Monitoring Tool
GWIS Needed: WIC Branch and NS program review and training findings Available:
Needed: Completed FFY 2005 Program Review Reports
STATE WIC PLAN 2005
Page 29 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Monitoring and Audits Goal 8: Review each of Georgia's twenty-one (21) local agencies by conducting an on-
site monitoring visit every two (2) years
Objective 8.1: By September 30, 2005, the WIC Branch will review eleven (11) local agencies and newly established clinics to ensure programmatic compliance with Federal and State Regulations.
Objective 8.2: By December 31, 2004, Georgia Licensed Certified Public Accountants (CPA) will complete ten (10) local agency financial reviews for federal regulation compliance.
Objective 8.1
Strategies/Activities
d. Finalize the FFY 2005 local agency monitoring schedule
Baseline
e. Prepare and submit program review and technical assistance reports to local agencies monitored upon completion
f. Analyze and summarize FFY 2005 local agency reviews and technical assistance trainings
Indicators
Established flow sheet for FFY 2005
Lead Position
Compliance Reviewer II
Timeline May 2004
Improvement in local agency program review outcomes
Monitoring Evaluation Unit Policy and Training Unit
Ongoing
Improvement in the number and type of Corrective Actions received by each local agency reviewed
Compliance Reviewer I
September 30, 2005
Resources
Available: FFY 2004 flow sheet
Needed: WIC Branch, NS and local agency input
Local agencies/new clinics requiring a visit by the state review team Available: Monitoring Tool
GWIS Needed: WIC Branch and NS program review and training findings Available:
Needed: Completed FFY 2005 Program Review Reports
STATE WIC PLAN 2005
Page 30 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Monitoring and Audits Goal 8: Review each of Georgia's twenty-one (21) local agencies by conducting an on-
site monitoring visit every two (2) years
Objective 8.1: By September 30, 2005, the WIC Branch will review eleven (11) local agencies and newly established clinics to ensure programmatic compliance with Federal and State Regulations.
Objective 8.2: By December 31, 2004, Georgia Licensed Certified Public Accountants (CPA) will complete ten (10) local agency financial reviews for federal regulation compliance.
Objective 8.1
8.2
Strategies/Activities
g. Close all FFY 2005 local agency program reviews
Baseline
Indicators
Completion of the Program Review Update Flow sheet.
h. Ensure program reviews are conducted at newly established clinics and Covansys is contacted to assign a unique clinic number
Conducted New Clinic site visits in four (4) local Health Districts in FFY 2004.
100% federal regulation compliance for opening a new WIC site.
a. Submit a Bid Proposal to the Office of Financial Services, Purchasing Section to contract CPA
FFY 2004 = April 2004
Lead Position
Compliance Reviewer II
Timeline
September 30, 2005
Compliance Reviewer Ongoing II
WIC Branch Director Ongoing/Annually
Resources
Available: FFY 2005 flow sheet Needed: Completed local agency responses with acceptable plans of correction to corrective actions received Available:
Needed: Completion of the New Clinic Evaluation Report by the local agency Available:
Needed:
STATE WIC PLAN 2005
Page 31 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Monitoring and Audits Goal 8: Review each of Georgia's twenty-one (21) local agencies by conducting an on-
site monitoring visit every two (2) years
Objective 8.1: By September 30, 2005, the WIC Branch will review eleven (11) local agencies and newly established clinics to ensure programmatic compliance with Federal and State Regulations.
Objective 8.2: By December 31, 2004, Georgia Licensed Certified Public Accountants (CPA) will complete ten (10) local agency financial reviews for federal regulation compliance.
Objective 8.2
Strategies/Activities
b. Required financial reviews are completed
Baseline
Five (5) financial reviews were completed in FFY 2004
c. Responses to the findings are sent to the WIC Branch
FFY 2003 = 100%
d. Determine if local agency responses are acceptable
FFY 2003 = 100%
e. Results of the Financial Review responses are reviewed and submitted to DHR, Office of Audits
f. Develop and initiate policies and procedures for the financial review process
FFY 2003 = 100%
None
Indicators
WIC funds spent in the current federal fiscal year and 100% utilized for WIC services. Separation of duties.
Lead Position Contracted CPA
Local agencies reviewed
WIC Branch Director
WIC Branch Director
Completion and acceptance of the policies and procedures
PHSO Program Director
Timeline
Resources
December 31, 2004 Available:
Needed:
As indicated As indicated As indicated
Available: Needed: Available: Needed: Available:
Needed:
December 31, 2004
Available: Office of Audits concurrence Needed:
STATE WIC PLAN 2005
Page 32 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Civil Rights
Goal 9: Provide a customer-friendly health service environment for all applicants/participants
Objective 9.1: To evaluate Civil Rights compliance in each of the 21 local agencies. Objective 9.2: To increase the Civil Rights training of new and existing staff servicing WIC clients.
Objective 9.1
Strategies/Activities
a. Form a focus group to develop a Civil Rights questionnaire
Baseline
Indicators
Questionnaire developed
Lead Position
Civil Rights Coordinator
Timeline October 1, 2004
b. Develop and design a Civil Rights questionnaire for participants
c. Conduct informal interview with WIC Clients
d. Compile and analyze data and distribute to district Coordinator
A usable document for extracting information from clients
Civil Rights Coordinator
November 15, 2004
Obtain data to assist the Coordinators in forming recommendations
Civil Rights Coordinator District Coordinators
August 15, 2005
Increase in positive responses indicating better served clients
Civil Rights Coordinator
September 30, 2005
Resources Available:
Needed: State and local population Available:
Needed: Computer Software
Available: TACU Staff
Needed:
Available: TACU Staff
Needed: Baseline data
STATE WIC PLAN 2005
Page 33 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Civil Rights Goal 9: Provide a customer-friendly health service environment for all
applicants/participants
Objective 9.1: To evaluate Civil Rights compliance in each of the 21 local agencies. Objective 9.2: To increase the Civil Rights training of new and existing staff servicing WIC clients.
Objective 9.2
Strategies/Activities
a. Develop a Civil Rights training module to be presented to new employees
Baseline
b. Design and develop a Civil Rights handout for new WIC employees to use as a reference
c. Make the presentation available on CD for each District Coordinator
Indicators
New employees will have uniform information which will help facilitate their understanding of services connected to Civil Rights with regard to the administration of WIC clinical services.
Lead Position
Training Coordinator Civil Rights Coordinator
Employees are better equipped to handle Civil Rights issues
Training Coordinator Civil Rights Coordinator
Local agency staff will have available resources to conduct Civil Rights orientation
Training Coordinator WIC Coordinators
Timeline October 1, 2004
Resources
Available: Arizona's Civil Rights Monitoring Tool
Needed:
January 1, 2005
Available:
November 1, 2005
Needed: New regulation on Civil Rights Available:
Needed: Computer with CD burner
STATE WIC PLAN 2005
Page 34 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Nutrition Services Goal 10A: Improve Health Status
Goal (a): Enable WIC families to attain and maintain a healthy weight through healthy eating and active living Goal (b): Contribute to the reduction of chronic diseases related to nutrition and physical activity related among WIC participants Goal (c): Improve infant and child health through optimal nutrition and feeding practices
Objective 10A.1: To decrease the proportion of children and adolescents who are overweight in Georgia WIC by 2%. Objective 10A.2: To increase the proportion of Georgia families who improve healthy eating and active living by 2% (vegetable and fruit
consumption, folic acid, iron, calcium, physical activity and TV viewing). Objective 10A.3: To increase improved pregnancy outcomes (adequate weight gain during pregnancy, decrease low birth weight and pre-
maturity). Objective 10A.4: To increase the breastfeeding initiation and duration rates in Georgia by 2%.
Strategy
1. Planning
Activities
Baseline
Indicators
1a. Conduct and disseminate a literature review of evidence-based practices in Nutrition Section focus areas
(Included in FHB Integrated Work Plan) 1b. Conduct an environmental scan of current activities in the State of Georgia, relating to Nutrition Section focus areas
(Included in FHB Integrated Work Plan)
N/A
64 State and district nutrition programs
Literature review reports/Obesity 2004 Report
Dissemination report
SPM 4 Environmental scan report
Dissemination report
SPM 4
Lead Position Nutrition Section staff
Nutrition Section staff
Timeline September 30, 2005
Ongoing
Resources Available: Access to library
Internet Needed: Professional literature
Available: Obesity Grant
Needed: Dietetic Internship interns
STATE WIC PLAN 2005
Page 35 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Strategy
Activities
Baseline
Indicators
1c. Conduct a statewide assessment of nutrition and breastfeeding education projects that will focus on a process evaluation
1d. Develop and implement a Healthy Weight framework and program for children, adolescents and families to improve health and promote improved pregnancy outcomes (i.e. Fun Club, Magic Bag, etc.)
1e. Oversee the implementation of the CDC Obesity Grant
(See Year 1 work-plan for further detail)
64 State and district nutrition programs N/A
N/A
Completed assessment
Framework developed and implemented
SPM 4
Health System Capacity Indicator 09C Comprehensive Nutrition and Physical Activity Plan developed
Key staff hired
Lead Position
Nutrition Program Consultant
Timeline Ongoing
Program Consultant 2 FFY 2005
Program Consultant 2 July 2003 June 2008
2. Coordination
2a. Partner with interested health districts to implement communitybased nutrition interventions
64 State and district Nutrition programs
Number of programs
Nutrition Section staff Ongoing
Grant-in-Aid 154 reports
RBB Goal #4
SPM 4
Resources Available:
Needed: Contractor Available: Obesity Grant
Needed:
Available: CDC Grant funding WIC, CDPHP, Epi Branch representatives Needed: External Partners Available:
Needed: Baseline data
STATE WIC PLAN 2005
Page 36 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Strategy
Activities
2b. Implement the Loving Support campaign and initiate peer counseling programs in select Health Districts
Baseline None
2c. Revitalize the Take Charge of Your Health (TCOYH) campaign, in collaboration with partners
2d. Coordinate State and district promotion of health awareness months: Breastfeeding, 5ADay, National Nutrition Month
2e. Coordinate Georgia's 5Aday program and partnerships
N/A None N/A
STATE WIC PLAN 2005
Indicators Training completed
Plan developed
Campaign completed
Evaluation plan developed
Increased breastfeeding rates
Lead Position Program Consultant 2
Timeline December 31, 2004
Resources
Available: USDA grant funds
National Loving Support Team: USDA, Best Start, Mississippi
Local BF Coordinators
Georgia BF Task Force Needed: Partners/stakeholders
Nutrition Program Consultant
FFY 2004 2005 Available: Needed:
# of promotional Program Consultant 2 Ongoing activities
# of people reached
Formation of 5Aday Coalition
Nutrition Program Consultant
January 31, 2005
# of 5ADay programs
# of meetings
# of 5ADay TA contacts
RBB12c
SPM4
Page 37 of 94
Available: Needed: Available: Farmers' Market 5ADay Coalition Needed:
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Strategy
3. Policy Development/ Environmental Change
Activities
3a. Continue to work with FHB Director to establish and implement a workplace breastfeeding policy for employees
Baseline
No designated site exists in the building
3b. Assess availability of
None
vegetables and fruits in
select districts in Georgia
Indicators
Incorporated into the workplace assessment tool
Lead Position Program Consultant 2
Sample policy developed for dissemination
Mapping tool developed/ adapted
Nutrition Program Consultant
Timeline FFY 2004 2005
March 31, 2005
Tool implemented
# of districts assessed
3c. Promote the 5ADay program in retail establishments where vegetables and fruits are sold, such as grocery stores and farmers' markets
None
3d. Promote the nutrition-
N/A
related components of
the Coordinated School
Health Program
Results of mapping Develop/adapt 5Aday toolkit for retailers and/or guide to working with retailers
Nutrition Program Consultant
# of retailers reached # of meetings attended
Nutrition Program Consultant
# of activities developed
Ongoing Ongoing
Resources Available: FHB Director Georgia Building Authority Needed: Available:
Needed:
Available: WIC Vendors Program WIC Farmers Markets Needed:
Available: Georgia Partnership for School Health Action for Healthy Kids SPM4 Needed:
STATE WIC PLAN 2005
Page 38 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Nutrition Services Goal 10B: Improve Services
Goal (a): Enhance coordination of activities Goal (b): Ensure application of Continuous Quality Improvement (CQI) principles
Objective 10B.1: By the end of each federal fiscal year, complete an annual report to document the administration and coordination of Nutrition Services.
Strategy
1. Coordination
Activities
1a. Implement breastfeeding activities as established by federal regulations
Baseline None
Indicators
Number of activities
Lead Position
Timeline
Program Consultant 2 Ongoing
1b. Promote healthy eating through the creation and dissemination of resources and information to local agencies
1c. Coordinate folic acid activities across the state to include community partners
1d. Provide consultation to WIC participants, physicians, and other partners related to infant formula and metabolic foods
None None None
Nutrition Program Consultant
Ongoing
Nutrition Program Consultant
Nutrition Program Consultant
Ongoing Ongoing
STATE WIC PLAN 2005
Page 39 of 94
Resources Available: Breastfeeding Advisory Committee
USDA Grant Funds
Healthy Mothers, Healthy Babies Needed: Available: 5ADAY Resource Kit
Stress Free Feeding Kit Needed:
Available: Folic Acid Quality Team Needed: Available: Formula Manufacturers
Infant Formula Contract
District Formula Coordinators
Needed: WIC BRANCH
FEDERAL FISCAL YEAR 2005
Strategy
Activities
1e. Coordinate the development and revision of the WIC Food Packages
Baseline None
1f. Develop risk-related education modules related to visual collaboration efforts
None
1g. Provide technical assistance related to Medical Nutrition Therapy
None
1h. Review and approve nutrition education projects developed by local agencies
None
1i. Assure local agencies meet WIC participant nutrition education regulations
None
1j. Maintain and update information on the NS web page to be used as a resource to WIC participants, local agencies, and physicians
None
Indicators
Lead Position
Nutrition Program Consultant
Timeline Ongoing
Nutrition Program Consultant
September 30, 2005
Program Consultant 2 Ongoing
Nutrition Program Consultant
Ongoing
Nutrition Program Consultant
Ongoing
Website pages developed or revised
Program Consultant 2 Ongoing
Resources Available: Food Package Committee Needed:
Available:
Needed:
Available: ADA Needed: Guidelines for Practice Available:
Needed:
Available:
Needed:
Available:
Needed:
STATE WIC PLAN 2005
Page 40 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Strategy
2. Policy Development
Activities
2a. Update the WIC Program Nutrition Risk Handbook, Dietetic Internship Policy & Procedure Notebook, Dietetic Internship Curriculum, Georgia WIC Procedures Manual and State Plan, and the Infant Formula Medial Food Guide
Baseline N/A
2b. Revise the WIC Program N/A Equipment Guide and the Nutrition Guidelines for Practice
2c. Develop a
N/A
Reimbursement Guide to
promote reimbursement
for billable services in the
local agencies
Indicators
Lead Position
Timeline
Manuals Updated Program Consultant 2 Ongoing/Annually
Resources Available: Federal Regulations
ADA
Manufacturers
Other state manuals Needed:
Manuals Revised Program Consultant 2 September 30, 2005
Developed
September 30, 2004
September 30, 2005
Available: ADA Contract Needed: CDC Anthropometric Equipment Guide
Available:
Needed:
STATE WIC PLAN 2005
Page 41 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Strategy
3. Surveillance/ Data Collection (Monitoring, QA)
Activities
3a. Monitor activities related to providing WIC services to improve health and program outcomes
Baseline None
Indicators
Meeting agendas/ Minutes
Lead Position Program Consultant 2
Timeline Ongoing
WIC program review reports
Monitoring and follow-up reports
GIA 154 quarterly reports
Quarterly reports
Final Report and recommendations received from PPE
Site visits, reports
Quarterly reports
Resources Available:
Population-based grant-in-aid 154
Training Contract
Nutrition Education Evaluation Contract
District plans and nutrition activities
Healthy Mothers, Healthy Babies Contract
WIC AAP contract
Web page
WIC BF funds
Needed:
3b. Work with FHB Data Section, Epi, and WIC Branch to disseminate surveillance data to districts
None
Data disseminated
Nutrition section staff Ongoing
Available: Data team
WIC Branch
Needed:
STATE WIC PLAN 2005
Page 42 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Strategy
4. Technical Assistance
Activities
4a. Assist districts in using surveillance data for improving services
Baseline None
Indicators
# TA contacts
District work plans
Lead Position
Timeline
Nutrition Section Staff Ongoing
5. Training
4b. Provide on-going technical assistance to districts
5a. Provide training on NS focus areas (Included in FHB Integrated Work Plan)
None
Database on training provided
TA tracking tool developed
Nutrition Section Staff Ongoing
Number of technical assistance contacts
Technical assistance reports completed
List of training topics
# of trained (by topic and total)
Nutrition Program Consultant
Ongoing
5b. Investigate and develop alternative methods for
N/A
providing training
Trainings, methods used
Nutrition Program Consultant
Ongoing
Resources Available: Data Team WIC Branch Needed: Available:
Needed:
Available:
Needed:
Available: Training contract Internet Needed: Teleconferences (CDC, etc.)
STATE WIC PLAN 2005
Page 43 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Program Function Area: Nutrition Services Goal 10C: Improve Systems
Goal (a): Develop a competent work force through continuous updating of knowledge and skills in nutrition and other relevant topics Goal (b): Develop and maintain strong partnerships between the State Nutrition Section, internal and external, federal, state, and local partners
to support emerging public health issues
Objective 10C.1: To increase the number of the Registered/Licensed Dietitians in Georgia Division of Public Health from 33% to 38%. Objective 10C.2: To provide training sessions on specific topics relevant to reaching the Nutrition Section's goals and objectives. Objective 10C.3: To provide statewide assistance in recruitment and retention of Public Health Nutrition staff.
Strategy 1. Planning
Activities
1a. Secure funding to promote nutrition and physical activity in Georgia to WIC participants
Baseline July 2003
1b. Conduct annual needs assessment of training
None
Indicators
Lead Position
Funding secured SPM #4
Nutrition Program Consultant
Health System Capacity Indicator 09C
Assessment report
Nutrition Program Consultant
Timeline Ongoing
Resources Available:
Needed:
Ongoing/Annually
Available: Needed:
1c. Establish a nutrition
N/A
education advisory
committee
1d. Develop and implement a N/A Nutrition Workforce Development Plan to include recruitment, retention, training and succession planning
Committee established
Committee minutes Plan developed
Nutrition Program Consultant
December 31, 2004 Available: Needed:
Team:
Program Consultant 2 (GPHA Nutrition Section to assist)
September 30, 2005
Available: GPHA Nutrition Section
State Nursing Team Needed:
STATE WIC PLAN 2005
Page 44 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Strategy
Activities
Baseline
1e. Develop and implement a None biennial job satisfaction survey for district staff
Indicators
Lead Position
Timeline
Survey developed Survey results
Team:
Program Consultant 2 (GPHA Nutrition Section to assist)
Ongoing
Resources Available: PPE and Data
GPHA Nutrition Section Needed:
2. Coordination
2a. Maintain a directory and vacancy listing of public health nutrition staff in Georgia
Directory of nutrition staff working with WIC or directly under NSD
Public Health Nutrition staff directory
Access data base
Nutrition Program Consultant
2b. Coordinate and/or provide training opportunities for local staff
2c. Implement new technologies (CD-ROM, distance learning, internet) to offer greater flexibility in information delivery, in collaboration with the WIC Branch
2d. Maintain the Dietetic Internship Advisory Committee
None None
N/A
Computer file of vacancies; web listing
Training report
SPM 4
New training methods and evaluation tools developed
Nutrition Program Consultant
Nutrition Program Consultant
Committee minutes
Nutrition Program Consultant
Ongoing/Quarterly Available: Needed:
Ongoing Ongoing
Ongoing
Available: Needed: Available: DHR Training Office Needed:
Available: Needed:
STATE WIC PLAN 2005
Page 45 of 94
WIC BRANCH
FEDERAL FISCAL YEAR 2005
Strategy
Activities
2e. Coordinate and manage the DHR Dietetic Internship Program
Baseline
FFY 2003 = 80% pass rate
2f. Coordinate student mentoring program with academic institutions
FFY 2003 = 12 interns
Indicators
Continued accreditation
Lead Position
Nutrition Program Consultant
Timeline Ongoing
>85% pass rate for first-time takers
Number of students mentored
Program Consultant 2 Ongoing
Resources Available: ADA Needed:
Available: 11 current interns Needed:
2g. Develop an orientation
N/A
manual and training
package for new
Nutrition Services
Directors, Nutrition
Managers and
Breastfeeding
Coordinators
Orientation manual developed
Number of staff oriented
Team:
Program Consultant 2 and District Representatives
January 31, 2005
Available: Needed:
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Strategy
Activities
Baseline
Indicators
Lead Position
Timeline
3.
Surveillance/ Data Collection (Monitoring, QA)
3a. Monitor and disseminate surveillance data related to NS focus areas
WIC Data (2001): 11.3% with BMI > 95%, YTS Data
(2001): 16.3% middle school students and 11.2% high school students overweight (self-reported)
NPM 11
RBB 3, 12a, 12b, 12c PedNSS PNSS BRFSS PRAMS YRBS
NS Staff
Ongoing
3b. Provide input into the development of a State surveillance system for monitoring height and weight among children
3c. Work with WIC Branch to create a breastfeeding duration reporting system
3d. Acquire baseline data on vegetable and fruit consumption in children and adolescents
BRFSS Adults (2001): 59.4% adults overweight
The CDC surveillance screening rules and regulations developed in 1974, without revision since inception
None
YRBS data to be released in 2004
UGA Prevalence Data
NTD Surveillance system
Core elements of monitoring system developed
Nutrition screening protocol developed
Team:
Program Consultant 2 and District Representatives
Program Consultant 2
Vegetable and
Nutrition Program
fruit consumption Consultant
data in YRBS
September 30, 2005
September 30, 2006 (Part of Obesity Grant)
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Resources Available: Epi Branch Data Team
Needed:
Available: Obesity Grant Needed:
Available: GWIS Needed: Available: Needed:
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Strategy
Activities
Baseline
Indicators
Lead Position
4.
Partnerships/ Collaboration
4a. Partner with existing
N/A
coalitions, networks, and
agencies that address the
NS focus areas
Partners list
Number of meetings
NS Staff
4b. Continue to strengthen collaboration with internal partners: FHB Population Teams, WIC Branch, Chronic Disease Prevention and Health Promotion Branch, Epidemiology Branch
4c. Develop a nutrition and physical activity and nutrition work group comprised of Family Health, WIC, Chronic Disease and Epidemiology branches
(Included in FHB Integrated Work Plan)
Partnership outcomes
N/A
Number of
NS Staff
meetings
Partnership Outcomes (minutes, reports, projects)
Established July Meeting minutes 2003
Number of meetings
Nutrition Director
Framework developed
Work plan developed
Timeline Ongoing
Ongoing
Ongoing
Resources Available: Needed:
Available: Needed:
Available:
Needed:
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Strategy 5. Evaluation
Activities
Baseline
5a. Explore alternative ways N/A to evaluate training effectiveness
5b. Provide TA to districts on incorporating evaluation into programs/activities
None
6.
6a. Develop an annual report None
Communication
of NS activities
Indicators
Lead Position
Summary report of alternative evaluation methods
# of TA contacts
Nutrition Program Consultant
NS Staff
Timeline Ongoing
Ongoing
Resources Available:
Needed:
Available: PPE Needed:
Annual report produced and distributed
Program Consultant 2 Ongoing/Annually Available: Needed:
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CHAPTER 2 FINANCIAL MANAGEMENT
I. Program Financial Status II. Letter of Credit III. Local Level Requirements IV. Property Management and Procurement
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SECTION I - PROGRAM FINANCIAL STATUS
Narrative Descriptions:
A. DHR Financial Administration
The Office of Financial Services (OFS) of DHR maintains the financial records in a manner that reflects separate accountability for each activity administered by DHR, utilizing disbursement classifications as required by the state auditor and the various federal agencies. The financial system uses a combination of both data processing and manual entries. The process of writing checks, preparing check registers and other mass detail work, is performed by data processing systems. The records kept in the county health departments are subsidiary or supplemental. County departments submit monthly reports to the Office of Financial Services according to prescribed uniform reporting procedures. These reports cover the financial operations that will be reimbursed by the Department of Human Resources. Supporting data for other county department administrative expenditures are not submitted directly to OFS; they are retained in the county department finance offices. County health departments contract with CPA firms to audit their records.
The State of Georgia Department of Audits performs both financial and program audits. State law mandates that the state auditors perform a financial audit of the books and accounts of the Department of Human Resources each fiscal year. The state auditors perform programmatic audits of specific programs as deemed necessary. The WIC Branch Financial Management Section also contracts with outside professional service providers to review 50% of the nineteen (19) health districts and two (2) contracted local agencies annually.
B. Time Reporting
Random Moment Sample Study (RMSS) is a method used by the State of Georgia to measure the proportion of time spent by employees performing work duties within every state program to allocate costs appropriately. This method uses a statistically valid sample to determine the amount of time employees expend on individual programs. The results of the quarterly RMSS are used as a basis to determine the distribution of each quarter's cost. This detailed process is included in Appendix B of the Cost Allocation Plan. A copy of the Cost Allocation Plan can be obtained from the Office of Financial Services.
C. Cost Allocation Plan
The Department of Human Resources has a federally approved cost allocation plan. Therefore, it does not employ an indirect cost agreement. The revised plan was submitted to the Department of Health and Human Services on June 14, 2000. DHR is currently awaiting comments and approval.
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SECTION II - LETTER OF CREDIT
The Director of the Office of Financial Services functions as cash manager of the Department of Human Resources. State funds are drawn from the Department of Administrative Services' Office of Treasury and Fiscal Services on an as-needed basis. State funds are requested by warrant. Federal funds are requested and drawn through the electronic funds transfer process and transferred into a central bank account for subsequent distribution to the appropriate disbursing bank accounts as needed (payroll account, operating account, etc.). All transfers of federal funds are drawn in accordance with regulations of the United States Department of the Treasury, Georgia's Cash Management Improvement Act (CMIA), agreements with the Treasury and other cash management policies and procedures as designated by the Division of Payment Management (DPM) of the United States Department of Health and Human Services (DHHS), the United States Department of Education (USDE), and the United States Department of Agriculture (USDA). Quarterly, cash draws are reconciled and balanced with actual expenditures. Both federal program fiscal officers and the DPM receive reports of expenditures. Each grant award is recorded, balanced, and reported quarterly as designated.
The ratios of the different federal and state funds that comprise each type of expenditure are determined by analyzing the department's annual budget. This is called the funding mix. Disbursements from the operating, grant-in-aid and payroll accounts are entered into a computer program containing the funding mix and the historical check-clearing patterns of these three bank accounts. The computer program adds the total funds eligible for reimbursement from the three bank accounts by day and stores this information in a program ledger. When reimbursement is requested, the draw represents the projected expenditures clearing in those bank accounts from the previous two to three days. Clearing patterns and the funding mix are updated periodically to insure that projections are 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.
When rebate funds are received from the formula contractor, the cash manager notifies the DHR Office of Financial Services, Public Health WIC Accountant. The cashier records the payment against the receivable by customer number and by invoice number. The cash manager takes the amount of the rebate into consideration before making any future draws on the Letter of Credit.
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SECTION III - LOCAL LEVEL REQUIREMENTS
The local level requirements are as follows:
A. The Master Agreement for the Division of Public Health requires that local agencies maintain their financial management systems in accordance with 45 CFR Parts 74.60 and 74.61 (Subpart H) and Official Code of Georgia Annotated (OCGA), Section 31-3-8. A copy of the Master Agreement for Public Health may be obtained from the Financial Management Section of the WIC Branch.
The DHR Administrative Policy and Procedures Manual and the DHR Grants to Counties Manual give specific instructions on the operation of a financial management system at the local level.
B. Each month local agencies must submit a Monthly Income and Expenditure Report (MIER) to the Public Health Grant-In-Aid office. WIC Branch staff monitor these reports against approved budgets. During program reviews, equipment and computer inventories are reviewed to ensure program compliance.
C. The Public Health Master Agreement requires an annual audit of all local agencies. The DHR Office of Audits is responsible for overseeing this requirement. Non-compliance results in the immediate suspension of payments to the delinquent agency. The financial management staff of each local agency, in keeping with state agency requirements, is charged with oversight and accountability for WIC Program budgets and expenditures according to DHR and USDA Food and Nutrition Services (FNS) guidelines and instructions.
D. The allocation of Nutrition Service and Administration (NSA) Grant funds is based on methodology developed by the WIC Branch and the WIC Allocation Advisory Committee, with final approval from the Director of the Division of Public Health. Funds available for allocation to local agencies are determined by subtracting the cost of operations of the WIC Branch, the WIC Nutrition Section and the centralized costs for management of the food grant, from the total NSA grant received from USDA. The balance is allocated to local agencies based on participation.
E. The WIC Allocation Advisory Committee is charged with assisting the Program and the Division of Public Health with developing an acceptable methodology for allocating federal grant funds to local agencies. The State of Georgia WIC Branch 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 WIC Branch concerning caseload management strategies. A district heath director chairs the committee.
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F. Operational and administrative funds are distributed to local agencies by contractual agreements. WIC funding to Georgia's nineteen lead counties is part of the DHR Public Health Master Agreement. Funding to two non-profit organizations is made through a standard DHR contract.
G. Budgets for local agencies are changed by means of contractual amendments.
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SECTION IV PROPERTY MANAGEMENT and PROCUREMENT
A. See paragraph #204 of the DHR Public Health Master Agreement for property management requirements.
B. All purchases are made in accordance with laws governing purchases, OCGA, 50-5-50 through 50-5-124 and the Rules and Regulations of the Georgia Department of Administrative Services, Purchasing Division. Consultants and certain other contracts in excess of $250,000 must be approved by the State Office of Planning and Budget with exemptions to this requirement as stated in the Department of Administrative Services (DOAS) Georgia Procurement Manual, Chapter 2, Section 3. A copy can be obtained from the WIC Branch Financial Management Section.
SECTION V CASELOAD MANAGEMENT / FOOD COST
Food Cost may come from three sources. A description of each source is listed below:
1. Convansys (the State's Data Processing and Banking Contractor) complies a monthly Reconciliation Report (EWRR860G). report using a series of four reports:
Monthly Report of Food Expenditures Bank Exception Unmatched Redemption Bank Listing
This data is based on the redeemed month that includes all of the voucher activity that occurred during the month, regardless of the issue date of the vouchers.
The State's Office of Financial Services enters the information from the Reconciliation Report (EWRR860G) into the state's financial system (People Soft).
2. The Vendor Section authorizes administrative payments to vendors for returned vouchers. Vouchers may be returned for the following reasons:
Post and Stale date Signature of participant missing Exceeded maximum amount allowed Altered vouchers Missing Vendor stamp
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Post and Stale dated vouchers are not approved for payment. Once these vouchers have been individually researched and payment had been authorized, the information is entered into People Soft. The Office of Financial Services will then release payment.
3. Orders from Special Formula are placed by clinics through the State Nutrition Section. These orders are reviewed for approval prior to the purchase of formula. Once approved, the formula is ordered and the information placed into People Soft for Office of Financial Services to process.
4. Once the Office of Financial Services has received all of the information, the final cost for the redeemed month is entered into the FNA-798 Report.
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CHAPTER 3 FOOD DELIVERY/MANAGEMENT
INFORMATION SYSTEMS
I. Retail Delivery Method II. Vendor Management III. Direct Delivery Method IV. Management Information Systems V. Food Package Design
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SECTION I - RETAIL DELIVERY METHOD
A. For a description of all food delivery systems that the State Plan uses during the year including any special provisions for the homeless or for the delivery of special formulas [CRF 246.4(a)(14)(i), 246.4(a)(14)(ix)].
See the Food Delivery Section of the Procedures Manual.
B. For a description of any special food delivery procedures in the event of a natural disaster [CRF 246.4(a)(14)(i)].
See the Disaster Plan in the Procedures Manual.
C. For copies of all food instrument types [CRF 246.4(a)(14)(v)].
See the Food Package Section of the Procedures Manual.
D. For a description of food instrument security and accountability procedures at the State level [CRF 246.4(a)(14)(v), 246.12(1)].
See the Food Delivery and Compliance Analysis Sections of the Procedures Manual.
E. For a description of procedures for shipment of food instruments between all points [CRF 246.4(a)(14)(v), 246.12(1)].
See the Food Delivery Section of the Procedures Manual.
F. The names of companies, excluding retail vendors, under contract to operate or assist the State in operating the food delivery system [CRF 246.4(a)(14)(vii)] are as follows:
Covansys (d.b.a. PDA, Inc.), Southern National Bank, MEAD Johnson Nutritionals, Mitchell and McCormick, QS (DeKalb System), and Health Net 2 (Athens System).
G. For a description of State procedures for follow-up on reports of lost or stolen food instruments [CRF 246.4(a)(14)(v)].
See the Compliance Analysis Section of the Procedures Manual.
H. 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 [CRF 246.12(n)] follows.
The reconciliation rate for FFY 2003 was 99.88%. The current rate for FFY 2004 is 99.94%.
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Reconciliation
The Georgia WIC Program, in conjunction with its automated data processing contractor, Covansys, uses the following monthly reports to completely track every voucher issued.
Bank Transaction Listing provides 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 that cannot be reconciled with the issued records, either because the voucher number is not recognized as currently valid, or because the voucher number has already been placed in final status.
Closeout Reconciliation Report provides a one to one reconciliation report that shows details on each voucher created during the month currently being closed out.
Voucher Reject by the Bank lists detailed data on 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, including Cumulative Unmatched Redemption (CUR) reports that show vouchers that cannot be matched to an issue record, a valid WIC identification number or a certification period.
Vouchers Paid by Administrative Checks list details on vouchers rejected by the bank for being over the maximum amount, but subsequently approved for payment by the WIC Branch. This combination of reports and microfilm allows the WIC Program to track every voucher and determine its final disposition.
In addition, the WIC Branch receives records for all vouchers processed during the month on CD-ROM. A PC Internet Program, Check Image Viewer (iCIV), provides fast and easy access to all WIC vouchers processed by the bank.
On April 1, 2004, the Georgia WIC Program entered into a new contract with Covansys (d.b.a. PDA, Inc.) for data processing services. The contract may be extended through March 31, 2009.
In addition, Covansys has developed a WIC Banking secure website that allows users to view checks processed by the bank within three (3) days of their submission. The WIC Branch and Covansys control access to the secure site.
I. For a description of the State Plan to monitor local agency compliance with food delivery and accountability requirements [CRF 246.19(b)].
See the Monitoring Section of the Procedures Manual.
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SECTION II - VENDOR MANAGEMENT
See the Vendor Management and Compliance Analysis Sections of the Procedures Manual for the descriptions provided for letters A F below.
A. A description of the vendor management (food delivery) system as it operates at the state agency level, including instructions for the local agency [CRF 246.4(a) 14(i)].
B. A narrative description of vendor selection, including a list of selection criteria, limitation criteria, if applicable and the application form [CRF 246.4(a) 14(ii)].
C. A copy of the standard written vendor agreement between food vendors and the state (or local) agency [CRF 246.4(a)(14)(iii)].
D. A description of the procedures designed to control vendor abuse of the program [CRF 246.12(k)(2)].
E. A description of the system for monitoring food vendors to ensure compliance and prevent fraud, waste and abuse [CRF 246.4(a)(14)(iv)] including:
1. The functional breakdown between state and local agency responsibilities for vendor management.
2. Monitoring system. 3. High-risk criteria. 4. Investigation system. 5. Sanction system. 6. Vendor/participant complaint system.
F. Administrative appeal procedures for food vendors (may be placed in fair hearing section of the Procedures Manual) [CRF 246.4(a)(17)].
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SECTION III - DIRECT DELIVERY METHOD A. A description of how infant formula requiring a physician's prescription is issued to WIC
participants. See Food Package Section of the Procedures Manual.
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SECTION IV - MANAGEMENT INFORMATION SYSTEMS
A narrative summary of changes made to the WIC management information system(s) in the past year is listed below:
A. Health Outcome and Services Tracking (HOST)
Aegis has replaced HOST in all but seventeen (17) clinics. DHR Information Technology has plans to convert most of the HOST and all of the ATVS sites to Aegis in FFY 2004. District/Unit 01-1 and 01-2 are exploring the possibility of converting to the Athens developed Health Net 2 system.
Aegis is currently operated in eight districts (including one clinic in District 10 Unit 0). This will be expanded by the planned conversion of HOST and ATVS clinics by the middle of FFY 2004.
B. Georgia WIC Information System (GWIS)
The Georgia WIC Information System (GWIS) became available in February 2003. This system replaces the paper and microfiche reports previously created by PDA. GWIS operates over a secure website. Daily updates are done electronically.
Access to the data is faster for district/unit staff that will no longer be responsible for maintaining their own systems. Built-in security measures and user access customization will ensure protection of data, while maximizing its usefulness to the state.
C. Vendor Integrity Profile System (VIPS)
VIPS will continue as a stand-alone system for the present time. Long-term plans call for the incorporation of VIPS into GWIS.
D. WIC Banking
Covansys established a secure WIC Banking website in June 2003. The WIC Branch controls access to the system. This website allows users to view check images as early as three (3) days and as late as six (6) months of processing by the bank.
E. Internet Check Image Viewer (iCIV)
All WIC vouchers processed by the bank are imaged onto CD-ROM. Since 1997, WIC Branch staff has been able to retrieve and print electronic images of all vouchers in this manner. Recently, Covansys has expanded the old Check Image Viewer (CIV) to include Internet capability. This allows users to access images posted within the last three (3) days via the WIC Banking website.
F. Participant Characteristic Study See Attachment I for the checklist.
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SECTION V - FOOD PACKAGE DESIGN See Food Package Section of the Procedures Manual for letters A C below.
A. 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 [CRF 246.10(c)].
B. A list of all state-approved infant formulas (including the standard contract formulas), exempt infant formulas, special formulas and medical foods [CRF 246.10(f)].
C. A copy of the current state authorized food list [CRF 246.10(b)].
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CHAPTER 4 APPLICATION AND DISQUALIFICATION PROCESS FOR LOCAL AGENCIES
I. Process for Applying to Operate a WIC Clinic
II. Administrative Appeal: Local Agency
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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 WIC regulations as defined in 7CFR246.5(d). 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 within the state by local public health departments and two Atlanta-based contracted agencies (Grady Health System and Southside Medical Center. During FFY 2004, Georgia WIC continued to explore expanding WIC services into non-public health agencies/providers. These new WIC sites may include migrant health centers, health maintenance organizations, community health centers, schools and/or private provider offices.
Applications will be accepted for the purpose 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 a local agency interested in operating a WIC Program, the state agency will supply, within fifteen 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 selecting agencies and information concerning the appeal process, in the event that the application is denied.
2. A copy of the WIC Program Regulations, 7 CRF Part 246.
3. A list of basic requirements to be included in the local agency's application to operate a WIC Program including: 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 the Administration Section 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.
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Selection criteria for local agencies will be consistent with the requirements of 7 CFR 246.5. [CRF 246.7 (M)]. Applications will also be reviewed for assurance that at minimum:
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 WIC Branch 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, sex, age, or disability.
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 with 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 programs.
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.
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15. An agency serving homeless participants agrees to ensure that the homeless facility does not:
a. Accrue financial or in-kind benefits from a resident's participation in the program.
b. Subsume foods provided by the WIC Program into a communal food service. WIC foods must only be available to the WIC food recipient.
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.
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SECTION II - ADMINISTRATIVE APPEAL: LOCAL AGENCY
A. The state agency must provide full administrative review to local agencies. The local agency has the right to appeal a state agency's decision for the following:
1. Denial of local agency's application. 2. Disqualification of a local agency. 3. Any other adverse action that affects a local agency's caseload.
The state agency must provide written notification of the adverse action, the procedures to follow to obtain an administrative review, and the cause(s) for effective date of the action (See attachments II and III).
Action Not Subject to Administrative Review The state agency may not provide administrative reviews on local agencies that appeal the following:
1. Expiration of the local agency's agreement. 2. Denial of a local agency's application, if the state agency's local agency selection is
subject to the procurement procedures of the Department of Human Resources.
B. Effective Date of Adverse Actions Against Local Agencies
The state agency must make denials of local agency applications effective immediately. The state agency must make all other adverse actions effective no earlier than sixty (60) days and no later than ninety (90) days after the date of the notice of adverse action or, in the case of an adverse action that is subject to administrative review, no later than the date the local agency receives the review decision.
C. Full Administrative Review Procedures
Procedures for a full administrative review of adverse actions are listed below:
The local agency may appeal the state agency's decision when an application to participate in the WIC Program is denied or terminated, or when a decision is made which adversely affects the local agency's participation in the program, such as a reduction in food or administrative funds.
The local agency must request an administrative review from the state agency within thirty (30) days after the action appealed was taken. The hearing must be scheduled no later then thirty (30) days after the request for hearing is received by the state agency. The local agency must be given fifteen (15) days advance notice of the time and place of the hearing. The proposed adverse action must be postponed from the time a hearing is requested until a decision is reached. The local agency may reschedule a hearing date one (1) time upon request. Sixty (60) days advance notice must be provided to a local agency before disqualification from WIC Program participation.
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The local agency will have many opportunities to present its case at the hearing, including the opportunity to confront and cross-examine adverse witnesses. Counsel may represent the local agency, if desired. The local agency may review the case file before the hearing.
D. Local Agency Hearing Procedures
To request a hearing, the local agency will send a written request to the WIC Branch. Should a hearing be requested before the deadline stated in the disqualification notice, the local agency authorization shall remain unchanged until final resolution has been attained at the administrative level. If a hearing request is received after the deadline stated in the disqualification notice, the local agency shall no longer be authorized for WIC Program participation.
Local agencies may appeal decisions of the WIC Branch when an application to participate in the WIC Program is denied, when participation is terminated, or when other actions are taken that adversely affect the local agency's participation in the program.
The local agency must submit a written request for a hearing to the WIC Branch within fifteen (15) days from the date of notification of an adverse action they wish to appeal.
The WIC Branch will notify the Office of State Administrative Hearings of a local agency's request for a hearing.
The Office of State Administrative Hearings will schedule a hearing date within fortyfive (45) days of the hearing request. The local agency will be notified of the time and place fifteen (15) days before the hearing date. All hearings will be held in the county where the local agency is located.
The proposed adverse action must be postponed from the time an administrative hearing is requested until the Administrative Law Judge (ALJ) reaches a decision. The local agency or the WIC Branch may reschedule local agency hearings one (1) time.
The local agency will have many opportunities to present its case at the hearing, including the opportunity to confront and cross-examine adverse witnesses. Counsel may represent the local agency, if desired. The appellant may review the case file before the hearing.
The Administrative Law Judge (ALJ), Office of State Administrative Appeals, is an impartial decision maker with no personal involvement or interest in the outcome of the hearing. The ALJ's decision shall rest solely on the evidence presented at the hearing with the statutory and regulatory provisions governing the program. The basis for the decision shall be stated in writing, although it need not amount to a full opinion or contain formal findings of fact and conclusions of law. The ALJ and the WIC Branch shall provide written notification of the decision to the vendor within ninety (90) days from the date of the original request for a hearing.
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The local agency must continue to comply with all written agreements if program participation continues during the appeal process.
The ALJ will explain any additional appeal mechanism upon request, including the right to a judicial review. If the local agency desires to appeal after an administrative hearing decision that has been granted in the state's favor, the local agency must follow the provisions of the Georgia Administrative Procedure Act (Code Section 50-13-16 and 5013-17).
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CHAPTER 5 SPECIAL PROJECT PROGRAM
I. Introduction II. Overview of Local Agency Special
Project Grant III. Proposal Process IV. Grant Management
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SECTION I - INTRODUCTION
New ideas and concepts that stimulate growth, collaborative partnerships and program effectiveness are the foundational principles that guide the Georgia WIC Special Project Program. In fiscal year 1999, the WIC Branch initiated the special funding program for new program interventions developed by local WIC agencies. The program offers financial support to local agencies desiring to explore non-traditional means of providing WIC benefits to eligible participants. Resources are available to the local agencies in the form of Local Agency Special Project (LASP) grants. When funds are available, the Georgia WIC Program sets aside Nutrition Service Administration funds to distribute as LASP grant awards.
This section of the plan outlines the purpose and processes for local agencies wanting to participate in the Georgia WIC Local Agency Special Project program. In instances where grant processes are linked to routine program procedures, the related procedures are referenced and must be followed.
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SECTION II - OVERVIEW OF LOCAL AGENCY SPECIAL PROJECT GRANTS (LASP)
A. Project Purpose and Priority
LASP grants provide financial support to local agencies endeavoring to implement new program enhancements. The primary intent of the special project grant is to support the efforts of local agencies to plan, design and implement innovative initiatives that will improve access to WIC benefits, and ultimately increase statewide participation.
Priority is given to projects proposing new concepts that can be replicated, are sustainable after the initial funding, can be implemented and completed within twelve months, and demonstrate collaborative partnerships. The focus areas for new program enhancements include:
1. Non-traditional service delivery sites and collaborative partnerships. 2. Special outreach to hard to reach clients. 3. Breastfeeding initiation and duration. 4. Linguistically and culturally appropriated nutrition education. 5. Efficiency measures for staff and participants.
B. Project Period
The LASP grant is a twelve-month non-renewable award. Applicants are encouraged to consider the grant period when deciding the complexity and scope of the project. Project proposals selected for funding must illustrate the potential to complete implementation within twelve months. LASP grant funds must be expended by September 30 of the federal fiscal year in which grant is awarded. The WIC Branch plans to award grants to selected local agencies by October 1.
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SECTION III PROPOSAL PROCESS
All interested local agencies must submit a proposal. Grants are awarded to an individual local agency or to a consortium of local agencies. Local agencies are encouraged to consider collaborating with other WIC agencies on proposals. A local agency may submit only one proposal per fiscal year. If an agency submits a project proposal as part of a consortium of agencies, it may not submit a separate individual application.
A. Request for Proposal
The WIC Branch conducts an annual solicitation for special project proposals to give local agencies the opportunity to propose new program initiatives for the upcoming fiscal year. The request for proposals (RFP) outlining funding requirements and deadlines are distributed to all WIC local agencies in April.
The RFP package includes the following:
1. Application procedures 2. Proposal requirements 3. Project criteria 4. Proposal format 5. Focus areas 6. Proposal evaluation criteria and weights 7. Application checklist
Completed proposals must be received in the WIC Branch by August 1.
B. Proposal Review Process
It is the intent of the WIC Branch to select proposals that offer new and innovative concepts that address one of the focus areas, and have the best chance to continue beyond the initial funding period. Each proposal is reviewed and ranked by a proposal review committee. The committee is comprised of representatives from the WIC Branch, Nutrition Section of the Family Health Branch, district WIC nutrition coordinators who did not submit an application, and a non-WIC public health program.
After reviewing and ranking proposals, WIC Branch representatives may interview agencies on site before making selection decisions to: a) clarify questionable concerns identified in the application review process, and b) to collect information that validates the agency's capacity to successfully implement the proposed project.
Selected proposals have two funding possibilities: Georgia WIC Special Project funds or USDA Infrastructure Grant funds. The state submits USDA applications in behalf of local agencies. State staff will provide technical assistance to local agencies to enable full development of proposals to meet USDA requirements. Both funding possibilities are subject to the availability of USDA funds.
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SECTION IV - GRANTS MANAGEMENT
The health director of local agencies awarded special project grants must sign the DHR Master Agreement Addendum to Annex H Terms and Conditions with the Director of the WIC Branch agreeing to implement the project and to use the funds as described in the proposal. Special stipulations or instructions are stated in the agreement. The LASP funds will transfer to local agencies as Grant-in-Aid funds. Funds will not be transferred until the agreement has been signed.
A. Reports
General administration of these grants includes quarterly reports of expenditures, performance progress, a final closeout summarizing project outcomes and financial reconciliation. Local agencies are required to submit a quarterly financial status report on Standard Form 269A. The due dates for quarterly reports are as follows:
January 15 May 15 September 15 December 31(Final report)
The final summary of project accomplishments and a final Standard Form 269A must be submitted to the WIC Branch no later than 90 days after the last day of the federal fiscal year to closeout the project. Additionally, grantees are required to submit copies of educational curricula, videos or other tangible products produced with LASP funds with the final report.
B. Monitoring
The WIC Branch will monitor grantees as specified in the agreement. If program interventions create a new service delivery site, the Policy Management and Consultation Section, Management Evaluation Unit will conduct a monitoring visit. In addition, the Systems Information Section must assign a unique clinic number. Once the grantee receives permission to proceed with operational plans, a monitoring visit will be conducted. Before the monitoring visit, the local agency is required to complete and submit an inventory of the special project purchases.
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GEORGIA DEPARTMENT OF HUMAN RESOURCES DIVISION OF PUBLIC HEALTH WIC BRANCH ATTACHMENTS
STATE PLAN FFY 2005
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Attachment I
ATTACHMENTS
PARTICIPANT CHARACTERISTICS MINIMUM DATA SET (MDS)
The Participant Characteristics Minimum Data Set (MDS) contains data items that 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 that must be collected and reported. The Supplemental Data Set Specifications (SDS) comprised of optional data items that 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.
X
Local agency ID. A unique number that permits linkage to the local agency where the participant was certified as eligible for WIC benefits.
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 that 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.
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Attachment I
MANAGEMENT INFORMATION SYSTEM WIC SYSTEMS FUNCTIONAL REQUIREMENTS CHECKLIST
State Agency Performs
State Agency
Plans 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
Provide appointment notice to enrollee
X Track participation in education
X Track types of nutrition education provided
Perform Individual Client Health Monitoring
X
Capture and monitor changes in individual client health status
X
Provide individual client data to other health agencies
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 changes in WIC participant population health status
X Monitor clients' views of WIC program services
Monitor changes in WIC participant population dietary behavior
Provide WIC health statistics to other health agencies
X
Provide WIC participant population data to other state health agencies
X
Provide WIC participant population data to Centers for Disease Control
FOOD INSTRUMENT PRODUCTON
Maintain Food Package Database
X
Record list of approved foods and food package data
X
Record food package variations and food instrument types
X
Prorating food quantities for clients with late pick-up
Print Food Instruments on Demand
X
Print regular food instruments for participants on demand
X
Print food instruments for multiple months
Print vendor-specific food instruments
X
Print prorated food instruments
X
Print custom-tailored food instruments
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Attachment I
MANAGEMENT INFORMATION SYSTEM WIC SYSTEMS FUNCTIONAL REQUIREMENTS CHECKLIST
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
X
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 produced on demand
X
Void unissued and unredeemed food instruments printed in advance
Reconcile Redeemed Food Instruments
X
Process food instruments redeemed by vendors
X
Produce rejection reports for food instruments not paid to vendors
X
Check for valid vendors on redeemed food instruments
X
Check for redeemed but unissued food instruments
Produce Vendor Payment Detail
X
Produce payment detail for checks (where applicable)
X
Produce payment detail for vouchers (where applicable)
CASELOAD MANAGEMENT
Allocate Caseload
X
Determine maximum state caseload which could be served with available funds
X
Prepare local agency caseload allocation estimates
X
Record caseload allocations assigned to local agencies
Monitor Caseload
X
Track actual participation against caseload levels
X
Produce FNS reports on participation
VENDOR MANAGEMENT
Support vendor authorizations
X
Capture and maintain data on authorized vendors
X
Produce vendor history information on individual vendors
X
Track vendor authorization process
Determine high-risk vendors
X
Determine high risk vendors using basic statistical analysis (e.g. low
variance, high mean)
Determine high risk vendors by using additional analysis tools
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Attachment I
MANAGEMENT INFORMATION SYSTEM WIC SYSTEMS FUNCTIONAL REQUIREMENTS CHECKLIST
Monitor Vendor Education
X
Record vendor education sessions scheduled for each vendor
X
Record attendance at vendor education sessions by vendor
Track Investigations and Routine Monitoring
X
Capture compliance buys and routine monitoring data performed on vendors
X
Support constructing a sampling of vendors for investigation
X
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 grants for state agency
X
Maintain local agency budget information
X
Maintain state agency budget information
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Attachment I
MANAGEMENT INFORMATION SYSTEM WIC SYSTEMS FUNCTIONAL REQUIREMENTS CHECKLIST
Monitor Expenditure
X
Monitor nutrition services, administration and food obligations and
expenditures
X
Monitor cash flow
X
Produce FNS 498 Report
Process Manufacturer Rebates
X
Estimate total annual rebates
X
Bill manufacturer(s) for rebate
X
Monitor rebate collections from manufacturer(s)
SYSTEM ADMINISTRATION
Maintain System Data Tables
X
Maintain system data tables
Administer System Security
X
Maintain user identification
X
Maintain user capabilities
X
Monitor unauthorized access
Archive System Data
X
Archive and restore historical data
X
Purge unnecessary data
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Attachment I
MANAGEMENT INFORMATION SYSTEM PARTICIPATION CHARACTERISTICS
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 twelve (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 recent WIC Program certification as of April 1998.
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 are adjunctively income-eligible due to TANF/AFDC, Food Stamp Program, or Medicaid participation or are 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, such as income eligibility of Indian and instream migrant farm-worker applicants.
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Attachment I
MANAGEMENT INFORMATION SYSTEM PARTICIPATION CHARACTERISTICS
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, participants whose income was not required to be determined as part of the WIC Program certification process use 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 participant's 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 measures. The date of the height and weight measures that were used during the most recent WIC Program certification period as of April 2002 in MMDDYYYY format.
X Currently breastfed. For infant participants between the ages of seven and eleven months, whether or not the participant is currently receiving breast milk.
X Ever breastfed. For infants between the ages of seven and eleven months, whether or not the infant was ever breastfed.
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Attachment I
MANAGEMENT INFORMATION SYSTEM PARTICIPATION CHARACTERISTICS
State Agency MIS:
Collects
X Length of time breastfed. 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.
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Attachment I
MANAGEMENT INFORMATION SYSTEM PARTICIPATION CHARACTERISTICS
State Agency Collects
MIS Plans to Collect Supplemental Data Set (OPTIONAL)
X
Date of first WIC certification: Date the participant was first certified
for the WIC Program in MMDDYYYY format. For pregnant,
breastfeeding and postpartum women, this applies to the current/most
recent pregnancy and not to prior pregnancies.
X
Educational level: For pregnant, breastfeeding and postpartum
women, the highest grade or year of school completed. For infants and
children, the highest grade or year of school completed by mother or
primary caretaker.
X
Number in household on WIC: The number of people in the
participant's household receiving WIC benefits.
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, the date previous pregnancy ended in MMDDYYYY format.
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 total number of babies born alive to this woman, including those who may have died shortly after birth.
X
Pre-pregnancy weight: For pregnant women only, the participant's
weight immediately before pregnancy. Pre-pregnancy weight may be
reported either in pounds and ounces or in grams.
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Attachment I
MANAGEMENT INFORMATION SYSTEM PARTICIPATION CHARACTERISTICS
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 before. 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.
X
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.
X
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.
Individual states may report the following items at their discretion.
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.
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Attachment I
MANAGEMENT INFORMATION SYSTEM 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 functions/capabilities, which the state agency system currently performs or plans to perform within the next two years.
State State
Agency Performs
Agency Planned
Function/Capabilities
CERTIFICATION
X X
X
Determine Basic Eligibility of Applicant Capture basic eligibility characteristics on persons applying for WIC Maintain appointment schedule availability and produce daily appointment schedules Provide appointment notice to applicant
Determine Nutritional Risk of Client
X
Capture required client nutrition and health characteristics needed
for certification
X Capture additional client nutrition and health characteristics
X
Assign the nutritional risk of the client
Certify Eligible Applicants
X
Capture and maintain enrollee data on certified clients
X
Issue identification card to client
Food Package Issuance/Data
X
Prescribe enrollee food package
X
Maintain appointment schedule for enrollee food instrument pick-
up
Select and record enrollee vendor selection
Check For Dual Participation/Process Transfers
X
List dual enrollees
X
List dual participants
X
Process transfer of enrollee
Capture Investigator Data Capture enrollee record for compliance investigators
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Attachment II
Division of Public Health WIC Branch
Two Peachtree Street, NW Atlanta, Georgia 30303
Disqualification/Not Accepting an Application Form
The WIC Branch is disqualifying/not accepting an application from_______________
(Circle one)
Local Agency Name
______________________________for the following reason(s):
1. __________________________________________________________________________________ __________________________________________________________________________________
2. __________________________________________________________________________________ __________________________________________________________________________________
3. __________________________________________________________________________________ __________________________________________________________________________________
4. __________________________________________________________________________________ __________________________________________________________________________________
______________________________________________ WIC Branch Director's Signature
___________________________ Date
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Attachment III
LOCAL AGENCY APPLICATION FOR
CONSIDERATION AS A PROVIDER OF
SERVICES FOR THE SPECIAL SUPPLEMENTAL NUTRITIONAL PROGRAM
FOR WOMEN, INFANTS AND CHILDREN (WIC)
Purpose
The purpose of this application is to provide information to the WIC Branch regarding the applicant's desire, qualifications and capacity to deliver WIC Program services to eligible clients/patients. Upon review of the completed application, WIC Branch staff will make an initial determination of the agencies suitability for participation in the program. Final determinations will be made pending decisions regarding coordination with existing service providers.
Initial approval will be based on the following factors:
1. The need for WIC services within the service area. 2. An estimate of the number of individuals to be served by the applicant. 3. The capacity of the agency to deliver quality services. 4. The availability of staff required meeting federal guidelines for WIC service providers.
AGENCY NAME
____________________________________________________
ADDRESS
____________________________________________________
CITY, STATE &ZIPCODE ____________________________________________________
TELEPHONE NUMBER ____________________________________________________
CONTACT PERSON
____________________________________________________
NAME OF CEO
____________________________________________________
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LOCAL AGENCY APPLICATION Page 2
Attachment III
Identify whether the agency is nonprofit, federally funded, Physician Sponsor Plan (PSP), HMO, clinic plan, local health department, private practice, community health center, etc. TYPE OF AGENCY ________________________________________________ AGENCY NAME
Describe your service area including geographic area (counties), demographics of the population served, percent of patients on Medicaid:
Number of pregnant women served: Number of hours for obstetric (OB) services: Number of hours for pediatric services: Number of hours for general services: AGENCY STAFFING Number of physicians by specialty: Do you have a registered dietitian (RD) on staff? Number of hours per week an RD is available: Number of registered dietitians on staff:
__________________ __________________
__________________ __________________
__________________ __________________ __________________ __________________
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LOCAL AGENCY APPLICATION Page 3
Attachment III
Number of nutritionists with a B.S. in nutrition and/or Dietetic Technician Registered:
Number of registered nurses (RN) on staff:
_________
Number of staff to weigh and measure and perform hemoglobin and hematocrits: _________
CLINIC/FACILITY CAPACITY How many clinic locations do you operate?
List the name and location of each clinic to provide WIC services:
AGENCY NAME
Describe the discussions with your county WIC agency regarding provision of WIC services by your agency.
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LOCAL AGENCY APPLICATION Page 4
Attachment III
PROPOSED WIC SERVICES AND ESTIMATE OF NEED FOR WIC SERVICES WIC Program eligibility is prescribed in the Code of the Federal Register (CFR) Title 7 Part 246. To be eligible for participation in the WIC Program, clients/patients must meet income and categorical eligibility requirements. Eligible clients include women, infants and children to age five (5) years who are at or below 185% of the federal poverty level and have a medical or nutritional risk. Residents and migrants meeting these requirements can be offered program benefits.
How many WIC eligible clients reside in your service area?
_________________
Number of WIC eligible clients served by your agency/clinic:
_________________
Number of pregnant women currently being served:
_________________
Number of WIC clients you will serve in the first year:
_________________
Maximum number of persons you can/will serve after the first year:
_________________
What is the date and source of the information provided above (census data; actual count, etc.)?
SOURCE AGENCY
____________________________________
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Attachment III
LOCAL AGENCY APPLICATION Page 5
CLINIC/FACILITY CAPACITY
How much space do you plan to designate for WIC service delivery in each clinic location?
Can you perform required laboratory procedures at each location?
Do you have equipment available to perform anthropometric (weight, height/length and hematocrit/hemoglobin) measurements?
What other health-related services do you provide at each clinic location?
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FEDERAL FISCAL YEAR 2005 LOCAL AGENCY APPLICATION Page 6 BUDGET ESTIMATE Number of WIC clients you will serve in the first year. First year costs of serving eligible WIC clients. Monthly per client cost for year two and beyond.
Attachment III
______________ ______________ ______________
___________________________________________________ Signature of Chief Executive Officer (CEO) or Contact Person
______________ Date
For additional information, contact Samuel Sims at (404) 657-2900.
Please return completed form with documents required to:
Division of Public Health WIC Branch
Two Peachtree Street, Suite 10- 495 Atlanta, GA 30303-3182
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