WIC EBT Feasibility Study and Cost‐Benefit Analysis

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Virginia Department of Health WIC EBT Feasibility Study and Cost-Benefit Analysis system, or FI printing. The Team also includes several administrative assistants who support the WIC Director and Team leads. One of the administrative staff assesses agency needs for vouchers and orders vouchers from Covansys, the banking contractor, on a quarterly basis with interim orders if an agency runs short of vouchers prior to the end of the quarter. Vendor Team This Team provides all services related to authorizing retailers for the WIC Program; training retailers on WIC Program policies; ensuring retailers are complying to WIC Program policies; acquiring WIC pricing data from retailers; managing the Community Action Plan (CAP) special formula contract, including assistance with non-reconciling and stale-dated FIs; responding to retailer inquiries concerning payment; and managing the contract with Covansys. Retailer support includes assisting retailers with payment on an exception basis. For example, a retailer may submit FIs directly to the State if the MICR line (the numerical line printed at the bottom of each voucher and check) was printed incorrectly at the local clinic and the bank will not accept the FI for deposit. If payment for a FI is approved by State staff, the retailer is paid through a State-generated ACH transaction. The Vendor Team has three staff assigned to retailers in separate regions of the State that regularly visit retailers to check compliance with stocking WIC items, review in-store WIC procedures, and answer questions concerning policies, procedures, payments and rejects. The State contracts with an independent firm to provide “blind” compliance buys throughout the State. Nutrition Team This Team is responsible for establishing and promulgating the nutrition goals of the WIC and Community Nutrition programs. The Team defines WIC food packages (ensuring compliance with Federal guidelines), establishes nutrition policies, and coordinates and supports training. The Team also assists WIC Services in meeting strategic goals in areas such as obesity, breastfeeding, and civil rights. The Team does not currently use the limited data from the paperbased process to assess purchase patterns that may support nutritional analysis. Technical Team The Technical Team is charged with maintaining the WICNET system. The Team provides the business analysis necessary to support changes to WICNET. The Team also provides statistical analysis and reports production for the Director and the other WIC Services Teams. The Team works with the VDH Office of Information Management (OIM) for software development and testing services and with the Virginia Information Technology Agency (VITA) to purchase equipment, including MICR printers. Business Unit The Business Unit provides the financial oversight for WIC Services operations, including processing invoices, approving expenses for materials, services and staff travel, and creating required reports for USDA. The Business Unit reviews the banking contractor invoices prior to payment. 38 V 1.2 August 20, 2008 Appendix B: Baseline Analysis
Virginia Department of Health WIC EBT Feasibility Study and Cost-Benefit Analysis Figure 1 illustrates the organizational structure of the State and local level WIC Services offices. FIGURE 3: DIVISION OF WIC AND COMMUNITY NUTRITION SERVICES ORGANIZATIONAL STRUCTURE 3.1.2 STATE-LEVEL ANCILLARY SUPPORT The following offices and agencies provide ancillary support to WIC Services that may be impacted by the implementation of e-WIC. These services and their associated costs are included in the baseline analysis. 3.1.2.1 Office of Information Management (VDH OIM) Under the direction of the Technical Team, which provides business requirements for WICNET, OIM contractors design, develop, test and implement changes to the WICNET system. This service includes changes to the composition of food packages and other changes that may impact the FI. 39 V 1.2 August 20, 2008 Appendix B: Baseline Analysis
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