WIC EBT Feasibility Study and Cost‐Benefit Analysis

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Virginia Department of Health WIC EBT Feasibility Study and Cost-Benefit Analysis 3.3.2.2 Special Formula The State currently has a contract with the Community Action Program (CAP) of Lancaster County to provide WIC-approved special formula to infants in need. Ordering special formula from the CAP Distribution Center is a highly-manual process and subject to error. Order forms are filled out by hand at the local clinic and faxed to the CAP Distribution Center. Local clinics noted that there are occasions where it is unclear as to whether an order has gone through, so the order is re-faxed, which sometimes results in a duplicate order. All orders must be logged and stored in a CAP file kept by the local clinic with a copy filed in the participant’s folder. CAP formula orders are paid for with FIs; local clinics must mail CAP FIs the same business day to the Distribution Center. Mailing can be done at any time during the day; however, most clinics wait until the end of the day so that all orders and FIs can be mailed at once. This creates a problem as mail service for the day has often already occurred. Some local clinic staff go to the Post Office on their way home to ensure FIs are mailed on time. Time studies indicate it takes 18.0 minutes to process the CAP FI mailing at the end of the day. FIGURE 7: LOCAL CLINIC CAP PROCESS 46 V 1.2 August 20, 2008 Appendix B: Baseline Analysis
Virginia Department of Health WIC EBT Feasibility Study and Cost-Benefit Analysis 3.3.2.3 Materials and Equipment A summary of the materials required for FI issuance, and how the materials are obtained by the local offices is provided below: Supply/Equipment Initiator Provider Comments MICR Printer Operations Team State’s Designated Provider Toner Local Clinic State’s Designated Provider Vouchers Support Covansys (Banking Team Contractor) WIC ID Folders & Plastic Sleeves Participant Training Materials Local Clinic VDH Purchases and Ships to MSS for Storage Until Use Local Clinic VDH Purchases and Ships to MSS for Storage Until Use Operations Relays Order to Technical Team; Technical Team Orders Through VITA; Shipped Directly from Provider to Clinic Local Clinic Orders; Toner Shipped Directly from Provider to Clinic Support Team Verifies Quantities with Local Agencies (Quarterly) and Orders From Covansys; Covansys Ships to Local Agencies; Local Agencies Distribute to Local Clinics Local Clinic Initiates Order Via Fax to MSS; MSS Ships to Local Clinic Local Clinic Initiates Order Via Fax to MSS; MSS Ships to Local Clinic Vouchers and WIC ID Folders must be kept in secure (locked) storage and when they are received and removed the action must be recorded in an audit log. Blank stock is removed from printers and secured at the end of the day; printers must be re-loaded with stock at the beginning of the next day. Toner must also be stored in a secure location by the clinic. Time estimates based on time studies and the web-based survey indicate it takes an average of: • 3.6 minutes to obtain and load the printer with vouchers at the beginning of the day • 2.8 minutes to remove the vouchers and secure them at the end of each day • 32.0 minutes per quarter to order, store and track WIC ID Folders • 21.1 minutes per quarter to order and store plastic sleeves • 22.3 minutes per quarter to order and store toner 3.4 RETAILER ENVIRONMENT The WIC Program is committed to ensuring that WIC participants have reasonable access to authorized store locations. Retailer participation is a critical component in the effort to provide WIC participants with a nutritious diet. At the time of this assessment, there were 771 authorized WIC retailers made up of the following: • One very large chain with 299 WIC authorized retailers 47 V 1.2 August 20, 2008 Appendix B: Baseline Analysis
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A B C D E BENEFITS F G H I J K L Pa
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WIC EBT Feasibility Study and Cost‐Benefit Analysis

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