A Presentation to Minnesota WIC Vendors. Introduction. e-WIC: From the Vendor Perspective. 2. About MAXIMUS. Provides e-WIC planning and technical assistance. More than 15 years experience with e-WIC. ID: 730041
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e-WIC: From the WIC Vendor Perspective
A Presentation to Minnesota WIC Vendors
Slide2Introduction
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
Slide3Purpose 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
Slide4Overview
e-WIC: From the Vendor Perspective
4
Background and History
Basics
TechnologiesIn the StoreBenefits and ChallengesNext Steps
Slide5e-WIC Background & History
e-WIC: From the Vendor Perspective
5
Slide6e-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
Slide7State 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
Slide8e-WIC Basics
e-WIC: From the Vendor Perspective
8
Slide9Paper 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
Slide10Food 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
Slide11Benefit Balance
A WIC benefit balance is a combination of food balances.
F
or example:
11
e-WIC: From the Vendor Perspective
Slide12Fruit & 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
Slide13Fruit & Vegetable Balance
e-WIC: From the Vendor Perspective
13
Below is an example of how the FVB will appear in an e-WIC balance
Slide14Benefit 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.
Slide15Paper 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
Slide16UPCs, 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
Slide17How UPCs are Used in Redemption
e-WIC: From the Vendor Perspective
17
Slide18e-WIC Technologies
e-WIC: From the Vendor Perspective
18
Slide19Retail 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
Slide20Retail 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
Slide21Access 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
Slide22Access 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
Slide23e-WIC in the Store
e-WIC: From the Vendor Perspective
23
Slide24Retail 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
Slide25Retail 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
Slide26Integrated 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
Slide27EBT 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
Slide28e-WIC Retail Transactions
e-WIC: From the Vendor Perspective
28
Balance Inquiry
Purchase Transaction
Void/Reversal
Slide29Purchase 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
Slide30Purchase 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
Slide31Sample Receipts
31
Slide32Sample Receipts
32
Slide33e-WIC Benefits & Challenges
e-WIC: From the Vendor Perspective
33
Slide34Benefits 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
Slide35Vendors
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
Slide36Participants
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
Slide37Next Steps
e-WIC: From the Vendor Perspective
Slide38e-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
Slide39WIC 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
Slide40MN 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
Slide41Questions?
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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