e-WIC : From the WIC Vendor Perspective

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e-WIC : From the WIC Vendor Perspective




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Presentations text content in e-WIC : From the WIC Vendor Perspective

Slide1

e-WIC: From the WIC Vendor Perspective

A Presentation to Minnesota WIC Vendors

Slide2

Introduction

e-WIC: From the Vendor Perspective

2

About MAXIMUS

Provides e-WIC planning and technical assistance

More than 15 years experience with e-WICProvided planning support to more than 30 WIC State AgenciesMAXIMUS’ role in the Minnesota e-WIC projectAssisting in planning and analysis activities for e-WICSupporting development of required documentation for USDA and e-WIC procurementProviding technical assistance as needed

Slide3

Purpose of this Presentation

e-WIC: From the Vendor Perspective

3

e-WIC is coming, there is a mandate that all WIC State Agencies convert to e-WIC issuance by 2020

MN WIC is currently in the planning phase of the e-WIC project

This presentation provides high level information for stores about how e-WIC works

Slide4

Overview

e-WIC: From the Vendor Perspective

4

Background and History

Basics

TechnologiesIn the StoreBenefits and ChallengesNext Steps

Slide5

e-WIC Background & History

e-WIC: From the Vendor Perspective

5

Slide6

e-WIC History

e-WIC: From the Vendor Perspective

6

Year(s)

Milestone1995

First smartcard e-WIC pilot in

Wyoming

2002

Wyoming is

f

irst state-wide smartcard e-WIC system

2004-09

Texas and New Mexico rollout smartcard e-WIC

2005

Online e-WIC pilots implemented Michigan and Washington

2006

Kentucky

begins development of an online system

2009

Michigan, first state-wide online WIC EBT system

2010

Congress mandates e-WIC by 2020

Slide7

State Agencies e-WIC Status

e-WIC: From the Vendor Perspective

7

Nationwide:

9 online states

6 offline/smart card statesMinnesota neighbors:North Dakota: Planning complete, still determining technologySouth Dakota: Implementing an online systemIowa: Implementing an online systemWisconsin: Piloting an online system

Slide8

e-WIC Basics

e-WIC: From the Vendor Perspective

8

Slide9

Paper vs. e-WIC: Issuance

Paper System

Food items, sizes and quantities are printed on a paper check

Checks are issued to each participant within a household

e-WIC

Food items are represented in an account, using a coding system of food categories, and total amount available for each food categoryParticipant benefits are combined into one household account

52,000

=

03,000

02,000

=

9

e-WIC: From the Vendor Perspective

Slide10

Food Categorization

e-WIC: From the Vendor Perspective

10

Foods are represented by codes for:

Category (Cat)

Subcategory (Subcat)Cat is the high level food group, examples:Low Fat/Fat Free MilkLegumes (Beans)Subcat is the specific food within the Cat group, examples:Skim milk; powdered milk; lactose free milkPeanut butter; dry beans/peas; canned beans

Slide11

Benefit Balance

A WIC benefit balance is a combination of food balances.

F

or example:

11

e-WIC: From the Vendor Perspective

Slide12

Fruit & Vegetables

e-WIC: From the Vendor Perspective

12

Fruit & Vegetable Check (FVC) in e-WIC called Fruit & Vegetable Benefits (FVB)

FVBs are not treated as different, but as a Food Category

Value represented in dollars and centsIf FVB not use at one time, remaining FVB are available through the end of the issuance period

Slide13

Fruit & Vegetable Balance

e-WIC: From the Vendor Perspective

13

Below is an example of how the FVB will appear in an e-WIC balance

Slide14

Benefit Aggregation

e-WIC: From the Vendor Perspective

14

Benefits for participants within a household are combined into a single household account.

The benefits of all participants in the household can be accessed from one card.

Requires that all benefits issued in a household/family have the same last date to use.Families experience the ability to better manage their benefits.

Slide15

Paper vs. e-WIC: Redemption

Participants must sign

WIC items are separated

Cashier must:

Know WIC items

Check valid use datesDetermine if items can be purchasedRecord purchase amountVendor must stamp, deposit checks in bank

Cardholders use a PIN

WIC items may not have to be separated (depends on store system)

The system determines items that can be purchased

Automatic

payment

15

Paper WIC Redemption

e-WIC Redemption

Slide16

UPCs, PLUs and APLs

e-WIC: From the Vendor Perspective

16

All UPCs and PLUs for approved WIC items are distributed to retail systems in the Approved Product List (APL) file.

UPCs and PLUs are associated with Categories/ Subcategories in the APL

Retail systems download the APL everyday to process new or updated itemsThe APL is used as part of the purchase along with the balance to identify what can be purchased by the cardholder

Slide17

How UPCs are Used in Redemption

e-WIC: From the Vendor Perspective

17

Slide18

e-WIC Technologies

e-WIC: From the Vendor Perspective

18

Slide19

Retail Transactions - Online

e-WIC: From the Vendor Perspective

19

Uses magnetic stripe cards to access account information on the e-WIC system

Like debit or SNAP/cash EBT

Transactions occur live between the retail system and the e-WIC systemThe e-WIC system determines the payment amount based on transactions that occur during a set 24 hour timeframe

Slide20

Retail Transactions – Smart Card

e-WIC: From the Vendor Perspective

20

Uses smart cards that have an embedded chip to maintain benefit and PIN information on the card

Not the same as Chip & PIN / EMV technology

Transactions occur between the card and the retail systemTransactions are saved by retail system and a daily file is transmitted to the e-WIC system for processing payments

Slide21

Access to Balance - Online

e-WIC: From the Vendor Perspective

21

e-WIC system always has the current balance

Balance can be obtained through:

Retail or clinic balance inquiry, Automated phone line, Web portal, Phone appText messagingTransaction data available immediately as soon as transaction is processed

Slide22

Access to Balance – Smart Card

e-WIC: From the Vendor Perspective

22

Card always has current balance

e-WIC system balance is updated when transactions are sent for processing by retailers

Balance can be obtained through:Retail balance inquiry transaction, some stores have kiosksClinic balance inquiry transactionTransaction data is available from e-WIC system after claims have been processed

Slide23

e-WIC in the Store

e-WIC: From the Vendor Perspective

23

Slide24

Retail Requirements for e-WIC

24

The retail system must be able to:

Use the authorized products list (APL) to identify WIC products based on a UPC or PLU during a purchase

Use the account balance in determining items that can be purchased in the e-WIC transaction

Electronically submit e-WIC transactionsThe retail system must be certifiedVendor must maintain a bank account for the deposit of e-WIC settlement payments

Slide25

Retail System Alternatives

Typical for chain and multi-lane or vendors with cash registers that are e-WIC ready, but encouraged for all

Operate like all other tender types

Typically separate equipment not required

Streamlined

approach to e-WICSeparate from store cash register systemDouble scan with key entered price and discount amountsDaily totals are reported separately, payment separate from credit and debitCan work over dial-up, or high speed internet connection

25

e-WIC: From the Vendor Perspective

Integrated Cash Register

Stand-Beside Point-of-Sale

Slide26

Integrated Systems/Software

IBM

SurePOS

ACE

IBM 4680-4690 Supermarket Application LOC Software Store Management Suite (SMS)

Market Master NCR Advanced Checkout Solution (ACS) NCR Advanced Checkout Solution / Independent Retailer (ACS/IR) Retalix StoreLine Retalix R10 RORC viPOS StoreNext ISS45 V7StoreNext ISS45 V8 StoreNext

ScanMaster

V2

Please note this is not an all inclusive list

26

e-WIC: From the Vendor Perspective

Slide27

EBT and e-WIC Differences

e-WIC: From the Vendor Perspective

27

An e-WIC redemption is unlike any other tender type, including SNAP, being processed in the checkout lane

SNAP/cash EBT is based on a dollar quantity of benefit deducted

e-WIC is based on redeeming food quantities by specific food subcategoryBecause the transaction involves balances of multiple food subcategories it requires more data to be processed as part of the transaction

Slide28

e-WIC Retail Transactions

e-WIC: From the Vendor Perspective

28

Balance Inquiry

Purchase Transaction

Void/Reversal

Slide29

Purchase Transaction (Part 1)

e-WIC: From the Vendor Perspective

29

Card is swiped/inserted and cardholder enters their PIN

System validates the card and PIN

Balance obtained from the e-WIC system or smart cardEach food item that has been scanned is:Compared to APL maintained locally to determine if it is an allowable WIC itemCompared to cardholder balance to determine if there is sufficient balance to purchase

Slide30

Purchase Transaction (Part 2)

e-WIC: From the Vendor Perspective

30

Retail system captures data including item prices and discounts to send to e-WIC system

The household’s balance is reduced by the amounts (qty) of items being purchased

If an item price exceeds the Not To Exceed (NTE) amount, the item is paid up to the NTE and total payment amount adjustedThe e-WIC system provides the retail system with approval, paid amountA receipt showing purchase details, the new food balance, and last date to spend for remaining benefits

Slide31

Sample Receipts

31

Slide32

Sample Receipts

32

Slide33

e-WIC Benefits & Challenges

e-WIC: From the Vendor Perspective

33

Slide34

Benefits and Challenges

e-WIC: From the Vendor Perspective

34

There are many benefits to implementing e-WIC, but there are always challenges when implementing a new system or process

The experiences in other states have shown that the benefits of e-WIC outweigh challenges

When asked, the majority of stores would rather stay with e-WIC than return to paper

Slide35

Vendors

Checkout processes more efficient (no signing, dating, etc)

Transactions are less error prone, do not rely on cashier to validate

Easier and faster to receive payment, vendors are paid within two business days

Vendors experience back office labor savings, no longer necessary to count and deposit or process checks

Issues related to rejected checks are eliminatedUpdates to cash register systemse-WIC is different from other tenders, additional training neededWhen items are expected to be paid by e-WIC are not, troubleshooting is not always straight forwardStores with stand-beside equipment require double scanning / price entry35

Benefits

Challenges

Slide36

Participants

Less stigma than paper benefits, similar to a debit card transaction

PIN provides security, validates transaction

All benefits in one account/card improves benefit management

Improved shopping experience, participants can buy the quantities they need, rather than having to use the whole check at once

Must keep track of benefit balanceDifferent store cash register systems have different purchase flows that participants will need to understandImportant to know current balance and purchase correct WIC foods because they may not know an item will not be paid by e-WIC until end of transactionMay have bought unauthorized items previously that they think are WIC items36

Benefits

Challenges

Slide37

Next Steps

e-WIC: From the Vendor Perspective

Slide38

e-WIC Planning Project Tasks

e-WIC: From the Vendor Perspective

38

Stakeholder engagement planning

Cost analysis

Alternative analysis and recommendationsFederally required implementation plan documente-WIC system procurement documents

Slide39

WIC Vendor Survey

e-WIC: From the Vendor Perspective

The State will be requesting that vendors complete a survey to capture information used in e-WIC planning activities

Your response to the survey is important and will help in accurately developing e-WIC implementation plans

39

Slide40

MN e-WIC Timeline 2015 - 2020

e-WIC: From the Vendor Perspective

40

2020

 

 

Procurement

and Contracting

Implementation planning and preparation;

Retailer enablement

Complete Statewide Roll-out and Full Operation

Contract Award to E-WIC Planning Contractor

Stakeholder engagement

Cost Analysis

IAPD & RFP Development and Approval

2015- 2016

UAT, Pilot, and Initiate Statewide Roll-out

2017

2018

2019

IAPD

Implementation Advanced Planning Document

RFP

Request for Proposal

UAT

User Acceptance Testing

Slide41

Questions?

e-WIC: From the Vendor Perspective

41

If you have more questions, please to email them to:

health.wicvendor@state.mn.us

 


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