frequently asked questions - updated 3/27/20 **reminder, to … · 2020-03-27 · frequently asked...

Frequently Asked Questions- Updated 3/27/20 **Reminder, to search through this Word document, Press CTRL+F (Windows) Or CMD+F (Mac)**

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Topic Submit Date

Question Response

Autodialer 2/18/20 What should I do if I'm receiving an error while trying to open an autodialer file with Thin Clients aka Virtual Desktop Infrastructure (VDI)?

Try the following steps: Right click, "open with" select "notepad" OR start notepad file, open from there. Alternatively, the local agency may be able to map that file extension to notepad in Windows. If this does not work, contact Service Desk for additional guidance.

Benefit Issuance 10/1/2019 Would you please confirm the Cert End Date -- is it the child's birthday, or last day of the month?

The Cert End Date is the last day of the month.

Benefit Issuance 6/1/2019 For Wave 1, can we triple issue check vouchers in August?

Local agencies should continue with their current processes and offer the maximum number of months of benefit issuance as appropriate.

Benefit Issuance 7/1/2019 If a participant is out of cert, when you recertify them, does their date of issuance change?

Yes, as long as there are not other family members with current benefits, their benefit start date would be the date of the recertification, and they would have approximately 30 days to use their benefits. If there are other existing family members in the record with current benefits, the newly recertified family member would have a benefit start date of the day of recert, and the benefit valid through date would sync up with the family's valid through date. This participant would have less than 30 days to use up the benefits issued that month, and from the second month on, the family would be synced up. This is also how it works for a newborn infant.

Benefit Issuance 7/1/2019 How will it work when we GO LIVE, the families were converted but are unable to come in. Can we mail paper checks? We are in 3 waves.

Once a LA (or a site in split waves) goes live, there is no longer an option to issue paper checks. In the case of LAs split into multiple waves, if a participant's record has been converted into WIC WISE, then that record may only be issued a new WIC Card. The Legacy MIS record is no longer to be considered active and may not be issued paper checks. It will be very important to properly train staff in split waves in order to avoid program integrity issues.

Benefit Issuance 5/1/2019 If the family's benefits are issued on the 15th, and the family returns the following month on the 10th, what is the first day of use for the new benefits, the 10th or the 15th?

The benefit start date for the next set of benefits will be the 15th.


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Benefit Issuance 5/1/2019 What happens when a family adds/enrolls another family member after benefit issuance earlier in the month (family receives benefits on the 2nd but new family member is enrolled on the 20th)? What is the first day to use benefits for the new member, the 2nd or the 20th?

The start date for the added family member will be the day they are certified (they cannot be issued benefits prior to cert start date). They will have a shortened amount of time to use up those benefits prior to the start date of the next set of benefits. So if the family was issued on 5/2, the benefit period is 5/2 - 6/1 and the added person's benefits would be good 5/20 - 6/1. The added person would have less time to use their full package, and their next set of benefits would begin 6/2 with the rest of the family.

Benefit Issuance 5/1/2019 If participant's date of food issuance is in the middle of the month (May 15th), are the benefits prorated until the end of the month? Or will the benefits carry over and be valid until June 15th?

There is no prorating of benefits. The benefit period is still approximately 30 days, not until the end of the calendar month. So if issued May 15th , the benefits are good through June 14th.

Benefit Issuance 2/18/20 Again for infants not present at Cert: can we "double" issue benefits when they are adding on to the family's existing benefit start dates. For example, mom was previously enrolled as pregnant & issued benefits from 1/3- 2/2. Baby was enrolled 1/25 so baby's January benefit dates would be 1/25- 2/2. Per the presence policy, we can only issue one month of benefits, so in these cases should we only issue baby's January benefits and reschedule the family the following week?

Staff are only allowed to issue food benefits to a baby not present at certification one time prior to the baby being brought into the WIC site. Please refer to eWPPM 210-07. In order to issue the baby a second package, the infant needs to be present at the subsequent appointment.

Benefit Issuance 2/18/20 For children receiving therapeutic formula and jarred baby foods, are we allowed to issue them breakfast cereal, since infant cereal is not an option?

Staff are allowed to issue breakfast cereal as long as it follows the doctor's prescription/guidance.

Communication Materials 7/1/2019 When will the "It's Here" social media, text and voice messages be posted on SharePoint? I only see the "It's Coming" social media and voice/text messages on SP

All "It's Here" social media and voice/text messages are posted in LASS: eWIC tile > Implementation Resources page > "It's Here" folder


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Communication Materials 7/1/2019 How do you suggest that we customize the appointment cards?

Customize the card in whatever way works best for your agency. Some suggestions include: stamping the front of the appointment card with the local agency contact info, or printing stickers/labels to place on the front.

Communication Materials 7/1/2019 Where is the May WIC News? May, June, and July WIC News were combined and posted on wicworks.ca.gov on July 30, 2019.

Communication Materials 7/1/2019 Are these webinars for the whole LA change team?

These webinars are for all local agency staff. Local agencies are highly encouraged to find a way for all staff to view these webinars, either live or in recorded form.

Communication Materials 7/1/2019 Who do you contact if your shipment is incomplete?

Contact your Nutrition Consultant and Contract Manager.

Communication Materials 7/1/2019 I think you mentioned that video available in closed captioning in all languages. Please clarify which languages are “all languages“

Arabic, Armenian, Cantonese, Chinese, English, Korean, Russian, Spanish and Vietnamese, Farsi, and Punjabi

Communication Materials 7/1/2019 How long is the DVD? For the 6 new video clips--total time is 32:24; individual breakdown:1. Overview 5:122. WIC Foods 5:473. Fruits and Vegetables 1:414. Foods for Infants and Moms Who Breastfeed 3:535. WIC Card 8:496. Rights and Responsibilities 7:02

Communication Materials 7/1/2019 What are the languages that the Welcome to WIC video will have subtitles in?

At this time, subtitles are available in 9 languages (Arabic, Armenian, Cantonese, Chinese, English, Korean, Russian, Spanish and Vietnamese). For segment 5, which is the WIC Card segment, subtitles are available in 2 additional languages (Farsi and Punjabi). For instructions on how to access close-captioning on YouTube, see the related document in LASS: eWIC tile > Implementation Resources page > Welcome to WIC folder > YouTube links folder.

Communication Materials 7/1/2019 Can the Welcome to WIC come in DVD or on a Thumb Drive? When will it be available?

It will be in a DVD. The goal is to provide the Welcome to WIC DVD to each agency prior to each agency's Go Live date.

Communication Materials 7/1/2019 Will the videos be available for download? There are 6 video clips in the Welcome to WIC series, one of which is specific to WIC Card education. All clips are available for download in mP4 format in LASS (click eWIC tile and then "Implementation Resources"). They are also posted on Youtube. https://www.youtube.com/channel/UCvPiebctsOpWJra4qauF8bw

http://www.youtube.com/channel/UCvPiebctsOpWJra4qauF8bw






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Communication Materials 6/1/2019 When can we find the "It's Here" materials on SharePoint?

The "It's Here" materials are already posted on SharePoint: eWIC tile > Implementation Resources page > "It's Here Materials" folder.

Communication Materials 3/1/2019 Where is the It's Coming video located? Go to LASS > eWIC tile > Implementation Resources > It’s Coming Materials folder.

Communication Materials 3/1/2019 When should we begin showing the [It's Coming] video in our waiting rooms? 6 months out? 3 months out?

Start showing the It's Coming video around the 6th month mark. A guidance sheet for the It's Coming materials provides ideas for how to use the video (e.g. end of GA class). The video is short but informative and will help get participants excited.

Communication Materials 3/1/2019 Can we request the videos on DVD if needed? Some agencies do not have the ability to download the video from the SharePoint drive.

We currently do not have plans to provide a DVD for the It’s Coming video. We will have a limited number of DVDs that contractors will be providing for the WIC Card video and Welcome to WIC videos.

Communication Materials 3/1/2019 At the Kickoff meeting, will all the "It's Here" communication materials be provided?

There are two different sets of communications materials. The “It’s Coming” materials will be drop shipped 6 months prior to Go Live. The “It’s Here” materials will be drop shipped 2 months before Go Live.

Communication Materials 3/1/2019 Are we required to request the materials or it will be a standard shipment?

The materials will be drop shipped. The “It’s Coming” materials are limited. However, for the “It’s Here” materials, there will be a chance to order more later after the initial drop shipment.

Communication Materials 3/1/2019 As local agencies, are we authorized to begin promoting the WIC card on Facebook for our agency Facebook pages using the "It's Coming" materials? Or will be sent specific materials to post on social media?

We do have social media messages for the It's Coming campaign. The materials can be found posted on LASS in the Implementation Resources page.

Communication Materials 1/1/2020 We are interested to know if there can be a modification to the Welcome to WIC DVD. At this time, it’s difficult to use because it’s not on a loop and not all of the chapters are fully functioning (i.e. its frozen).

The Welcome to WIC video series is not intended to be looped or watched in one continuous sitting. This series of video clips are incorporated into an orientation lesson plan that meets requirements for orientation to the WIC Program. The video series alone does not provide all of the information the new applicant needs. There also needs to be interactive practice and assessment of knowledge (as included in the Welcome to WIC lesson plan).

Conversion 6/1/2019 As Legacy WIC appts get converted to WW, will families with 2+ members receive ONE appt, or something else?

When appointments convert from legacy MIS into WIC WISE, they convert by date and amount of time scheduled as one appointment.


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Conversion 6/1/2019 If a family’s Legacy WIC record is not converted, but begins to receive services at a WW Agency/Center, will we need to enter any notes into the WIC MIS record?

A family's legacy WIC record that had not been converted during Go Live will need to be transferred via VOC into WIC WISE if the family wants to receive services at a WIC WISE agency/site. When the VOC is issued in legacy MIS, an automatic note is generated in Family Comments.

Conversion 6/1/2019 We would love to receive a copy of the mock conversion report and well before we’re slated to receive the two mock reports.

There is a set schedule of when the mock conversion runs are completed in the system, and each local agency will receive their reports based on that schedule.

Conversion 6/1/2019 If a family’s Legacy WIC record is converted, but they continue at a Legacy WIC site. What happens when that site is converted to WW? Will that family be in WW 2x

For local agencies who are split into more than one wave: If a family's Legacy WIC record is converted, they need to complete their appointments at a site that has WIC WISE. If they change back to a legacy WIC site, they will need to transfer with a VOC. A Legacy record will only convert one time.

Conversion 6/1/2019 If a family’s Legacy WIC record has been converted to WIC WISE, but the family continues at a Legacy WIC Agency/WIC Center, will that family’s record be available?

For local agencies who are split into more than one wave, the records in that site are converted into WIC WISE on Go Live, and the families of those records can only receive benefits on WIC Cards instead of paper checks. If the family desires to go to a different site that has not yet converted, a VOC needs to be issued to make an audit trail. Program integrity needs to be maintained by having the participant only active in one system at a time.

Conversion 6/1/2019 Can you clarify the class codes. I know SD/GD will not covert - will these be left blank in the new schedule? Also, I understand GA appointments will convert to class names instead of codes in WW. We use GAs but with a number after the letters which denotes the type of class - will these convert as “Class” or with the exact name of the class?

Setting up schedules in WIC WISE to accept converted data will be covered in detail at a Scheduling Workshop approximately 4-6 weeks prior to an agency's Go Live date.

Conversion 7/1/2019 Will their family ID be referenced in their new WIC WISE account, or will we continue to use the same Family IDs?

WIC WISE will have new Family IDs. Legacy MIS Family IDs will be converted into a Note in WIC WISE.


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Conversion 7/1/2019 If the individual has a GD/SD appt in the NE Plan, will that convert? They are still active with checks available to issue when they come in.

The Nutrition Ed Plan is converting as text into a Note in WIC WISE. Therefore, a GD/SD will show in that Note if it was on the Nutrition Ed Plan screen in Legacy MIS. However, no GD/SD type appointments will convert into the WIC WISE schedule templates. If a LA schedules GD/SD appointments as real appointments and wants them to be converted into WIC WISE appointment slots, the codes must be changed to something other than GD/SD.

Conversion 7/1/2019 For group classes - GA, GP, GI etc. appointment conversion, will they convert to only a generic "education" and will we have to go back into the system to add actual class titles?

When WIC WISE schedule templates are created for the three months of converted appointments, LAs can add their classes to the templates with the same date, and start/end time they occur in Legacy MIS. During the conversion process, WIC WISE will look for a class with the same start/end time in the schedule template. If it finds one, it will convert the class appointments into it. Please note: if a LA has two or more classes that start at the same time, WIC WISE will convert classes into a data conversion column as it will not know which of the two classes to insert into.

Conversion 7/1/2019 In terms of converting appointment types, how will SD or Dump appointments be converted in WIC WISE?

SD/GD appointments will not be converted. If you need to keep these appointments you will need to change them to a different appointment type.

Conversion 7/1/2019 If someone comes in to enroll and was on WIC years ago, at what point do we stop trying to convert old records and just start fresh in WIC WISE?

Someone who was on WIC years ago will need a new record in WIC WISE, as Legacy MIS data from years ago will not be converted to WIC WISE.

Conversion 7/1/2019 Currently in WIC MIS, if a ppt has not been to a WIC appointment in a long time, we have the ability to search their name and retrieve their Family ID number. When we Go Live, and encounter similar situations, will we be able to retrieve the ppt information? (and how long will their name/contact information be retrievable, before their record drops)

The following records will be converted from Legacy MIS to WIC WISE during cutover weekend: 1. Active records2. Records with a Cert End date within 6 months3. Records created within 30 days (newly screened families) Records do not "drop" in WIC WISE the same way they do in Legacy MIS. Once a record is created in (or converted to) WIC WISE, it remains retrievable.

Equipment 12/1/2019 Will the card reader be able to read the Medi-Cal card in the future?

The card reader should only be used to read the WIC Card. There are no plans at this time to change this functionality.


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Food Management 10/1/2019 The specialty products like juice boxes & PediaSure - is the state of Ca WIC promoting & offering these items?

No. Some options in the WIC WISE practice environment may still remain from New York’s system, but do not apply to California. For example, juice boxes are not an allowable juice product for the juice benefit. PediaSure can only be issued with a medical prescription and a valid diagnosis. All CA authorized items must be on the Authorized Product List (APL).

Food Management 10/1/2019 Could the "Helpful Hints for Foods in Ounces" page be added to the WIC App?

This suggestion has been forwarded to the CA WIC App team.

Food Management 10/1/2019 Will the visual aid of the juice breakdown be available for LAs?

There is a “Helpful Hints for Foods in Ounces” that LAs can use with participants, available on the temporary WIC website https://ewicgolive.wordpress.com

Food Management 10/1/2019 What page in the shopping guide do we find the juice hints?

There are helpful hints about buying juice at the bottom of page 16 of the WIC Shopping Guide.

Food Management 8/1/2019 How can LAs access the Helpful Hints for Foods Issued in Ounces job aid?

The job aid is available on https://ewicgolive.wordpress.com under Participant Materials. Please refer to WIC WIN-10-15-19 #94.

Food Management 11/1/2019 Will Understanding Your WIC Food Balance: Ounces of Foods be available in other languages?

Right now, it is available in English and Spanish on eWICgolive.wordpress.com under the Participant Materials section.

Food Management 12/1/2019 The quantity for low lactose packages seem lower than when participants received paper FIs. Is that correct or a glitch in WIC WISE?

The amount of lactose-free milk provided to WIC participants has not changed. See the Shopping Guide and Food Package Descriptions Job Aid.

Food Management 2/18/20 With regard to food packages, is there an update to further elaborate on issuing and editing food packages for lactose free and soy milks?

Please refer to the Food Package Descriptions Job Aid and eWPPM 320-10 Food Package Tailoring.

Food Management 3/27/20 When the participant has both peanut butter and beans going through the checkout list, the system uses the beans for the beans or PB benefit. Then when they scan the peanut butter it is no longer available on their food packet. Is this a known issue?

Yes, this system limitation is a known issue. At this time, if participants want to purchase peanut butter, they need to make sure the peanut butter is scanned first. When more info is known, CDPH/WIC will notify local agencies

Implementation 11/1/2019 Can WIC Cards be delivered to the parent agency? We travel a lot and are not always on site to accept deliveries. This is the practice that we currently use for check stock.

Yes, WIC Cards can be delivered to the parent agency. If there are questions about the shipping address or the authorized WIC Card contact, CDPH/WIC will contact the WIC Director to verify the information.


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Implementation 11/1/2019 Are we ordering card stock by site or is it by agency? Currently, food instruments are ordered by 1 site for the whole agency and then distributed.

Card stock is ordered by agency, not site, just as check stock was.

Implementation 11/1/2019 Can the card stock be shipped to multiple sites for each agency? (E.g. can each site order their own supply?)

No, card stock will only be shipped to one site per agency to fulfill orders for all of that agency’s sites. We have the primary shipping address for check stock orders on file as the shipping address for card stock. Changes to the primary address or designees for card stock orders should be submitted by the Local Agency Director to the CDPH/WIC Contract Manager and copy [email protected].

Implementation 11/1/2019 What does FRIL stand for? Frequently Reported Issues List.

Implementation 2/18/20 When did you say the flow tool will be available? The tool is now available on LASS > eWIC tile > Implementation Resources > Implementation Resources for all Waves > Clinic Flow Ideas

Nutrition Education 7/1/2019 Will WIC WISE talk to wichealth.org online education so that staff will know what online education module was taken by looking in WW? Will the actual class title come into WW very soon? Like before Wave 1 comes up?

WIC WISE has an interface with wichealth.org, and the functionality includes automatic placement of the specific class taken on the Nutrition Education screen which serves as the history of contacts. The goal is to finalize this functionality by Wave 1/2A go-live.

Nutrition Education

7/1/2019 Do we have a quiz for participants for the new WIC card education or the new orientation?

There is currently no quiz component to the WIC Card education, but CDPH/WIC is considering creating an optional tool for LA use.

Nutrition Education 2/18/20 Is there an update or ETA for the Master Nutrition Education Plans? We are really finding the lack of these to be a real issue for staff. It is really hard for non-CPAs to determine the appropriate appointment to be scheduled when the NEP is blank. On top of this there are continued issues with saving NEPs once they have been filled out by CPAs.

CDPH/WIC understands the need for the Master Nutrition Education Plan and will be working on it as a priority after statewide rollout. Some LAs have developed their own LA specific job aid to help staff with scheduling appointments when the converted Legacy Nutrition Ed Plan notes in WIC WISE are unavailable.

Nutrition Education 3/27/20 Is there an update or ETA for the Master Nutrition Education Plans? We are really finding the lack of these to be a real issue for staff. It is really hard for non-CPAs to determine the appropriate appointment to be scheduled when the NEP is

CDPH/WIC understands the need for the Master Nutrition Education Plan and will be working on it as a priority after statewide rollout. Some LAs have developed their own LA specific job aid to help staff with scheduling appointments when the converted Legacy Nutrition Ed Plan notes in WIC WISE are unavailable.


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blank. On top of this there are continued issues with saving NEPs once they have been filled out by CPAs

Nutrition Education 3/27/20 Is the WIC Card education done individually qualify as secondary NE contact?

If the WIC Card education contains the part of the lesson plan on the "Easy Cheesy Burrito", it counts as a NE contact. Showing the video alone does not count as nutrition education.

Policy 10/1/2019 Can you tell us more about no need to terminate in WIC WISE? What about for over-income families? For an individual turning 5 years old, are we not issuing the NOA? Will there still be a need to disqualify with a paper form?

For individuals no longer categorically eligible, there is no action that the local agency staff needs to perform in WIC WISE (WIC WISE will automatically terminate the individual's record). Refer to eWPPM 280-30 Notices of Action and Job Aid 1000-140 for info regarding termination and Notice of Action forms.

Policy 7/1/2019 Will "Alternates" transfer into the "Caretaker" spots or will the caretakers spots be blank on go live transition?

"Alternates" will convert into the "Caretaker" fields in WIC WISE.

Policy 8/1/2019 Will local agencies be able to use their own consent forms?

A local agency specific consent form can be completed and signed by the participant, and then scanned into WIC WISE.

Policy 7/1/2019 If no WIC card is brought in and ppt is able to verify info on WIC WISE, can we still serve the family without ID?

Continue to follow current procedures regarding families who come in without ID.

Policy 6/1/2019 Will there eventually be a message or pop up when Person A should stop (currently they would suspend the file in Legacy MIS)?

No, there is no "suspend" functionality in WIC WISE. Staff should be trained that Person B will start at the Cert Action screen. Please refer to eWPPM 210-16.

Policy 6/1/2019 Who fills in the Caretaker information, SOD person A or B?

Caretaker information appears on the Family Information screen, which is completed by SOD Person A. However, any staff can update the information.

Policy 6/1/2019 When will the eWPPM or procedures on Transfers be available for LAs?

Initial guidance on transfers was provided in WIC WIN #53. A follow-up WIN with updated guidance will be sent prior to statewide rollout.

Policy 6/1/2019 Will the "eWPPM Policy Changes Summary" be turned into a PowerPoint training for staff?

A comprehensive LA Training PowerPoint for the eWPPMs has been posted to LASS (accessible in both the Policy Tile and eWIC Tile).


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Policy 6/1/2019 Are caretakers able to represent more than one family?

Yes, they can. Local agencies should keep in mind that a caretaker should have knowledge of the nutrition, health, breastfeeding status (if applicable) and family history of the participant(s) in order to complete the WIC appointment.

Policy 7/1/2019 What is the therapeutic formula process? LAs will receive this information during their WIC WISE training. Policy 7/1/2019 Please share more about the printing that Napa

and Solano are doing. How much printing is taking place? Are all families getting their benefits printed? CBTs seem to encourage printing of benefits.

CDPH/WIC recommends printing a Benefit Balance for each family the first time they receive the WIC Card in order to help orient the participant to the new process. An exception to this would be if a participant downloads and sets up the WIC App in office and verifies that they can see their current benefits. After the initial card issuance, participants have several ways to view their available benefits, so the expectation is that the number of participants who will want/need a printed Benefit Balance will decrease.

Policy 7/1/2019 If a pregnant mom was issued her "checks," then comes in after GO LIVE because she had the baby and needs to enroll the baby for formula in that same month. Will we have to convert the mom's benefits onto the card or can she continue with her checks and get the "WIC Card" for her baby? Is there a way to tailor benefits based upon what "checks" she may have already used?

Participants are welcome to use up any issued paper checks prior to getting the WIC Card. In this example, if here are no changes needed for the mom's previously issued benefits then the mom can use up her paper checks and a WIC Card could be issued for the baby. The next month when the mom is recertified, a food prescription would be added for her and she would be issued benefits on the WIC Card. WIC WISE food packages can be tailored to account for paper check benefits already used. However, WIC WISE benefits cannot be "back dated," so the first day to use would be the date the card is issued, not the first day to use the paper checks.

Policy 7/1/2019 How about if the converted family goes to a site that is not on WIC WISE? How will this transfer process work?

There are various resources developed to support your local agency with the transfer process. These will be shared with you as you approach your go live training dates. WIC WIN #53 sent out on 5/31/19 outlines initial information about the transfer process between Legacy MIS and WIC WISE.

Policy 7/1/2019 What will we do with check exchanges/voids after go live?

Each LA will retain enough WIC MIS functionality to void paper checks throughout statewide rollout. Once a LA goes live, if a participant brings in paper checks and requests a WIC Card or needs to make a change to their previously issued benefits, the LA will VN (void and no reissue) the paper checks and issue the appropriate benefits on the WIC Card.

Policy 3/1/2019 Will the Caretaker able to recert the mom besides enrolling the newborn?

Caretakers can only do the cert/recert for an infant or child. They cannot certify or recertify pregnant or postpartum applicants.


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Policy 3/1/2019 Can Caretaker 1, add another Caretaker? No, only a Family Representative can add or change Caretakers. Policy 3/1/2019 What if you are 1 staff office most times do you

do all? (Regarding SOD) The same way you do it now. That part of the policy is not changing. If you only have 1 staff at the WIC site, that person will complete all the fields for the certification, just as long as you make sure you filled out the proper waivers with your Nutrition Consultant and complete your required reviews. We are working on creating a SOD report in WIC WISE, so there will be a different tool but the process is the same.

Policy 3/1/2019 At enrollment who can come initially? The Family Representative or the Caretaker?

The Family Representative establishes the record and chooses the Caretaker(s).

Policy 3/1/2019 Please repeat the definition of Family Representative.

The family representative is the person doing the initial enrollment of the family in WIC WISE. Caretakers can then add additional family members.

Policy 3/1/2019 Does the "caretaker" have to have knowledge of the infant or child? Is this language in the policy?

Yes, the caretaker should know the infant/child’s health and feeding history. eWPPM 290-10 outlines Caretaker information.

Policy 3/27/20 Do we need to provide a 15 days notice and allow them to have benefits?

Participants that are being terminated during their certification get a 15-day notice, which is included on the NOA During WIC Certification Period form. Do not issue benefits since the participant is no longer eligible for WIC services.

Policy 3/27/20 What to do with damaged or deactivated cards? We were unable to find in eWPPM 330-20

eWPPM 330-20 states, "If a deactivated WIC Card is found and returned to the clinic, LA staff must destroy it". This applies to any damaged or deactivated cards.

Policy 3/27/20 What is expected of us in terms of tracking disposed/cancelled/lost WIC cards? Do we need to print a daily report like we did with void report? What do we do with WIC cards in our possession that we’ve cancelled?

Local agencies are required to respond to reports of lost, stolen, or damaged WIC Cards within 1 business day and replace the card within 7 business days. There is a report in the Clinic module that will assist with this. However, the report does not currently collect data from the ARU, and CDPH/WIC is working on this. Local agencies should destroy stopped or replaced cards. There is no requirement to keep or reconcile them.

Policy 3/27/20 Can the WIC App be used as proof of ID? Yes, the family rep can pull up the WIC App and show their WIC Card number from the WIC App. Staff should use the dropdown 'WIC Card' if using for proof of ID during a recertification. Caretakers would need to show another form of ID. Please refer to eWPPM #290-10.

Reports 2/18/20 Will the participant reports for October be populated on November 1st? Does participation accrue based on Benefit Start Date?

The federal participation reports are updated daily. If you run it today, you will get the participation report for the month from the beginning of the month up until the previous day.The “Caseload, Participation, Certified, and Unissued Foods” report is updated monthly, not daily. While participation counts can be viewed at any time, the participation numbers for a given month are final in the second month. For example,


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the October 2019 total participation counts are final starting at the beginning of December 2019. There are many questions about participant counts and reports – CDPH/WIC will provide more information in the future.

Training 10/1/2019 Is there new training material replacing the INEP? New training materials will be developed for the Care Plan. Information will be sent out when the materials are ready.

Training 10/1/2019 Am I to infer that for agencies which have not gone live thus far that the training videos would be advisable for staff to view as learning tools? What timing is recommended for the use of these videos? Before CBT; after CBT and before ILT or after ILT?

It is up to each local agency to determine the best timing for their staff to watch the training videos.

Training 10/1/2019 How can the Expected Delivery Date be edited? The EDD can be edited on the Cert Action screen.

Training 10/1/2019 When linking baby to BF notes, can you link 2 babies (twins) on one note or do you have to add 2 separate notes to link both babies?

You cannot link a single note to two babies. A separate note for each baby will need to be created.

Training 10/1/2019 For the 30-day Temp Cert - if the "term reason" and "term date" are not deleted, will the system prevent from issuing additional months benefits?

If the Term Date has passed, the system will not allow issuance of additional benefits unless the participant is reinstated. Please refer to the Other Cert Actions QRG.

Training 10/1/2019 Is the verify MEDS pop-up box editable? Example: If MEDS finds the participant but the name is spelled wrong, can we correct it?

The MEDS interface information is read only; information cannot be updated by WIC staff. The participant will need to contact the appropriate program to correct their information.

Training 10/1/2019 1. I am aware that the peripherals have a 3 year warranty. For clarification, when we have issues with the peripherals during the 3 years, we call the State Helpdesk and they will ship us a new peripheral? Or will need to purchase from an outside vendor? 2. For on-going support in the peripherals- After the 3 year warranty, who do we purchase the peripherals from?

Peripheral issues should be reported to the WIC WISE Service Desk. How to handle issues beyond 3 years has yet to be determined.

Training 10/1/2019 Is the PC Database Replaced? Interfaced ? No, local agencies must continue to use the PCDB until the peer counseling functionality is developed in WIC WISE.


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Training 10/1/2019 Does WIC WISE generate forms in multiple languages?

Currently forms are generated in English and Spanish.

Training 10/1/2019 Is the Auto dialer connected to WIC WISE? What is the process after we access the file in the clinic module?

WIC WISE creates an autodialer download file, which you access in the Clinic Module. You will process the file in the same manner as you currently do.

Training 10/1/2019 Does the same day rule apply in the admin module?

The same day rule applies to some features in the Admin module.

Training 6/1/2019 Is there any chance the CBTs will be revised before the next waves?

CBTs were revised during the pilot period. Unless there are glaring errors, modifications will be minimal.

Training 6/1/2019 For the Front End Staff, do they need to come in for the 2 days of ILTs?

When registering staff for training, Katie Hastings and her team will discuss the contents of each training and the different learning paths with each local agency so that an appropriate selection may be made for each person.

Training 6/1/2019 What should local agencies do if staff encounter technical issues while working on CBTs?

Please contact the WIC WISE Service Desk at 1-800-224-7472 for any technical issues related to the CBTs.

Training 6/1/2019 Does IT staff need to attend the ILTs? ILT is 2 separate sessions. One is a 2 day Clinic session and the other is a half day Admin session. When registering staff for training, Katie Hastings and her team will discuss the contents of each training and the different learning paths with each local agency so that an appropriate selection may be made for each person.

Training 6/1/2019 CBT email: When we get the CBT email, what will the sender email be from? (Being a hospital based program, some emails are blocked) and I have to submit authorization to get the email unblocked.

The email will come from WIC WISE Learning Portal <[email protected]> with a subject line of WIC WISE Learning Portal login information. If you do not receive it, check your Spam or Junk inbox.

Training 7/1/2019 Will we get CBT access for sure 6 weeks before go-live? We need to plan for staff schedules.

The plan is to grant your agency access to CBTs 6 weeks before your go live date for waves 2B through 10.

Training 7/1/2019 If we need to purchase USB hubs, is there a specific kind that is preferred/recommended?

For questions regarding specifics on peripheral devices, we kindly request that you contact [email protected]

Training 7/1/2019 When will the playground environment be available?

The project team is working out the details and timing for when the local agencies will be provided access to a practice environment, how many accounts, and what roles and permissions. As of right now, the target is approximately 4-6 weeks prior to go-live, though is subject to change.

mailto:[email protected]



mailto:Forquestionsregardingspecificsonperipheraldevices%[email protected]

mailto:Forquestionsregardingspecificsonperipheraldevices%[email protected]


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Training 3/1/2019 For the Learning Portal - what happens if most of our staff do not have email?

Katie Hastings will create generic user names for staff who do not have an email address.

Training 3/1/2019 How many hours will the Instructor Led Training be?

from Katie Hastings to everyone: Clinic ILT is 14 hours, a 2-day session; Admin ILT is approximately 4 hours, a 1/2- day session

Training 3/1/2019 Once you have completed your CBT before go live can staff go back and review to refresh what was learned?

Yes, and they will have access to their learning portal for 2 weeks following your go-live date.

Training 3/1/2019 Will agency trainers have access to CBTs before front line staff do?

CBTs will be provided 4 weeks before your Go Live. We do not have a plan right now to allow early access to CBTs – that could change as we continue to roll out. But the plan right now is to release the CBTs 4 weeks before Go Live for all staff.

Training 3/1/2019 Will local agencies have access to assign staff to the ILTs ourselves?

Katie Hastings will be working with local agencies directly on ILT details.

Training 3/1/2019 Will the WIC WISE Learning Portal be available for new employees hired in the future after the WIC WISE roll out is complete?

We are working to determine how to train new hires after your agency has gone live and already completed training.

Training 3/1/2019 For planning, how many hours are the CBT? Details will be shared during implementation kickoff meeting. Local agencies should plan on 7-15 hours, depending on the staff member’s role at the local agency.

Training 3/1/2019 What does CBT and ILT mean? CBT: Computer-based training, ILT: Instructor Led Training Training 11/1/2019 For post Go Live agencies, when will new hires be

able to access the Learning Portal for CBTs? Refer to WIC WIN #108-WIC WISE Post Wave Training.

Vendor Management 6/1/2019 Can participants use the self-checkout with the WIC Card?

The option to enable WIC Card at self-check registers is up to the individual store. We recommend to encourage participants interested in using their WIC Card at self-checkout registers to call the store ahead or go to the customer service desk while in the store to ask about using WIC Card at self-checkout.

WIC App 10/1/2019 How do we correct incorrect clinic addresses in WIC WISE and the App?

LAs do not have access to adjust site addresses. That is a State role. Contact your Contract Manager (CM) to make that request.

WIC App 7/1/2019 When will the CA WIC App Guidance Sheet become available? We’d love to have them soon.

The CA WIC App Guidance sheet is available on LASS: eWIC tile > Branding Materials


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WIC App 7/1/2019 Portal question: What is the plan for the ppts that do not have internet access?

Internet Access is not a requirement for Participation in the WIC program. Participants do not need to have access to the Portal or the CA WIC App, though they are useful tools that will benefit the participant if they do have access to them.

WIC Card 10/1/2019 What do we do with the WIC Card manifests? Local agencies are not required to keep the manifest. When you receive the shipment, make sure you got your correct order. Enter the cardstock into the inventory within 5 days. There is no need to keep the manifest.

WIC Card 10/1/2019 Can the caretaker be the first one issued a WIC card on Go Live?

Yes. For more information, refer to eWPPM 290-10 Designation of Caretaker and eWPPM 1000-130 Family Representative vs Caretaker Responsibilities Job Aid.

WIC Card 10/1/2019 Is the verbiage on what to say before the drug and alcohol questions going to be on the WIC WISE screen?

Yes, that verbiage is on the WIC WISE screen.

WIC Card 10/1/2019 If we are issuing a WIC card to a caretaker for the first time, who chooses the PIN?

The Family Representative or a parent caretaker can set the PIN. A non-parent caretaker is not permitted to set the PIN.

WIC Card 8/1/2019 How long have the pilot and early wave agencies finding that the New WIC Card and Orientation classes taking to teach?

Refer to the facilitator guides for estimated lesson times. Actual lesson times vary depending on a number of factors, such as local agency staff, the participant's specific situation, and the participant's questions.

WIC Card 7/1/2019 Can Family Representative name and DOB be changed? For example, name changed, or untimely deaths.

Changes to the Family Representative's name and DOB can be made in WIC WISE. However, if the Family Representative needs to change to a different person, staff should create a new record for the Family Representative and transfer the WIC participants in the family to that new record.

WIC Card 6/1/2019 Is it true that once we go live, there will not be the MIS functionality to print checks if a participant misses an appointment and requests checks to be mailed to them.

Once a WIC agency/site goes live, the records in that agency/site will be converted into WIC WISE, and the families of those records can only receive benefits on WIC Cards instead of paper checks.

WIC Card 6/1/2019 You mentioned a caretaker will be able to get the card. Does this mean the caretaker will be setting up the 4 digit PIN? If so, the Family Representative will probably be changing the PIN, and what are the steps for that change?

The first WIC Card can be issued to a caretaker listed in WIC WISE. The caretaker name(s) will be converted from the alternate field(s) in legacy MIS. The Family Representative should call the number on the back of the card (1- 844-4MYFAMILY) to set up the PIN once the caretaker give them the card.


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WIC Card 6/1/2019 If a mom has 3 foster children, will she end up with 3 CA WIC cards?

No, a mom with foster children will receive 1 card regardless of the number of foster children. If the mom has both foster and non-foster children, she will receive 1 card for the foster family and 1 card for the non-foster family.

WIC Card 4/1/2019 Can a person who is listed as an alternate in legacy get the 1st WIC card or does it have to be the family representative?

The first WIC Card can be issued to a caretaker listed in WIC WISE. The caretaker name(s) will be converted from the alternate field(s) in legacy MIS. It is recommended that the caretaker have the Family Representative call the number on the back of the card (1-844-4MYFAMILY) to set up the PIN.

WIC Card 7/1/2019 If a ppt loses the WIC Card, and we issue a new one- Will the ppt receive a new ID number when the card is issued? Will the ppt need to reset their Pin?

The Family ID number is unrelated to the WIC Card number. When a participant loses a card, there are two ways to replace it. Using the "Replace" function deactivates the old card but keeps the PIN intact. Using the "Stop Access" function deactivates the old card AND the PIN. WIC WISE keeps a history of these actions and all previous card numbers in the WIC Card Maintenance screen.

WIC Card 7/1/2019 Is there a way to make exceptions and change the date of benefit issuance?

Benefit issuance dates are determined by WIC WISE. It is not possible to overlap benefit issuance dates, so no exceptions are possible.

WIC Card 6/1/2019 Are we able to issue benefits without having the physical card?

Yes! Benefits can be issued electronically. The physical card will not need to be present when issuing or reissuing benefits.

WIC Card 1/1/2020 Some participants get 96 or 144 ounces of Juice. In California we are only allowed to sell the 64 ounce bottles or frozen concentrate. If a participant with 96 ounces available to them chooses to buy a 64 oz bottle they have 32oz left. How do we give them the 32oz?

Please refer to the job aid titled "Understanding Your WIC Food Balance - Ounces of Foods", which is available on ewicgolive.wordpress.com. To get the full juice benefit, participants may need to buy concentrate. The quantity of juice, and how it works, has not changed between vouchers and the WIC Card.

WIC Card 1/1/2020 Is there any way agencies could receive a list of dummy card numbers that could be entered, and assigned, in the practice environment?

At this time, CDPH/WIC cannot provide cards or card numbers to local agencies for practice. After statewide rollout, this functionality might be available in the training region.


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WIC Card 1/1/2020 Do we need to keep the “FIS Vault Cards (Bulk Ship) Manifest” packets, that come inside of each box of WIC Card Stock, on file? If so, for how long, 3 years? Or can we dispose of them once the box has been used and all cards have been issued/disposed in WW? The WIC Card Stock policies/job aids do not specifically indicate a protocol for these packets.

Local agencies are not required to keep the WIC Card manifests.

WIC Card 1/1/2020 WIC Card Stock inventory is to be reconciled once monthly. Do we need to keep hard copies of this documentation? If so, for how long, 3 years? Or can we keep electronic copies? The WIC Card Stock policies/job aid language doesn’t state the preferred record retention method or length of time.

Local agencies must keep either a hard copy or an electronic copy of the documentation for 3 years.

WIC WISE 10/1/2019 How can we avoid needing to totally re-enroll a family who comes in on the 31st day after a 30 day certification hold? For example, they come Oct 1 with no address so we schedule them for Nov 1. This is more than 30 days.

Staff should reinstate the participant. Refer to the Other Cert Action QRG for instructions on how to reinstate.

WIC WISE 10/1/2019 Does it matter who has been selected for R & R or should it be in the family record?

The R&R must be signed on the family level.

WIC WISE 10/1/2019 Has something changed on alerts? We thought alerts for the current month would not allow you to issue benefits.

Alerts pop up each time a record is open but do not stop benefit issuance. Within an alert, there is an option to place a hold by checking the hold checkbox. If the hold checkbox is checked, WIC WISE will prevent benefit issuance.

WIC WISE 10/1/2019 Are bloodwork holds automatic? WIC WISE should place an automatic alert when bloodwork is due and is not currently doing so. This is a defect that is in the process of getting fixed. Until fixed, staff should place an alert any time bloodwork is missing and/or 90 days before bloodwork expires for children. A hold is not placed when bloodwork is missing since lack of bloodwork should not stop benefit issuance.

WIC WISE 10/1/2019 Is it possible to have history on alerts? Not at this time, but CDPH/WIC is considering adding this feature for the future.

WIC WISE 10/1/2019 Does NOA need to be sent via certified mail? No.


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WIC WISE 10/1/2019 Which staff member would do the pregnancy out come? Person A or Person B?

Pregnancy outcome in Legacy MIS is done at the beginning of the appointment. In WIC WISE, the pregnancy outcome question is on the Cert Action screen. Since Person B picks up at the Cert Action screen, Person B will complete that question. Person A/intake person is responsible for adding the infant on the Screening screen at the beginning on appointment, but Person B will do the pregnancy outcome question.

WIC WISE 10/1/2019 Can a sample scheduling template be provided to see what it looks like?

Each LA will have an opportunity to send staff to a scheduling workshop 6-8 weeks prior to their wave's Go Live, where they will be able to view a sample scheduling template.

WIC WISE 10/1/2019 Why is asking for income not a part of screening a new applicant?

WIC WISE is a transfer system and did not include this functionality. During the screening process, local agencies should still ask about the family size and estimated income and compare it with the income guidelines. The income guidelines are available in the Income Guidelines screen under the Scheduling Tasks jellybean.

WIC WISE 10/1/2019 When will local agencies have access to the practice environment?

Local agencies will have access to the practice environment after their Schedule Workshop is completed.

WIC WISE 10/1/2019 Can you clarify the news shared about the removal of the hard stop in WIC WISE for R&R? Will it be from the food prescription screen and/or the issue benefits screen? Will there be any reminder in WIC WISE to have the ppt sign the R&R?

In WIC WISE, there is a popup reminder to complete the R&R on the Food Prescription screen at the point where staff click the Cert Complete checkbox. That popup is a reminder, and does not prevent the user from moving forward. Previously, if the user did not get an R&R signed by the time staff clicked to issue benefits, the system would not issue benefits because of the lack of R&R. Although this hard stop has been removed as of October 28, 2019, the requirement to obtain an R&R signature still applies. The reminder popup on the Food Prescription screen will remain, and we recommend that is where users pause and complete the R&R. LA staff must either use the signature pad or have the participant sign a paper copy and scan it into WIC WISE.

WIC WISE 10/1/2019 Can we add to the TAAGs - updating the HNU appointment to CERT if the ppt is coming in for a cert?

The Cert + New Card TAAG has been updated and is available on the temporary website ewicgolive.wordpress.com.

WIC WISE 10/1/2019 Should staff start at the Family Information screen in order to verify/update caretaker information at all appt types - including non-certs? This is important, especially when issuing card for the first time.

For converted records, staff are encouraged to enter the Family Rep DOB and confirm address/phone information on the Screening screen for non-certification appointments. If staff start on the Family Information screen, they will have to fill out the Voter Registration and Education Level fields. Caretakers do have to be verified on the Family Information screen. If an update to the caretaker is necessary, any other mandatory fields on that screen will have to be completed as well.


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WIC WISE 10/1/2019 Is there info/guidance on which parts of the BF Support & Notes need to be completed based on the categories of ppts?

CDPH/WIC is working on guidance for the BF Support & Notes tab in WIC WISE.

WIC WISE 10/1/2019 Is it possible to be locked out of the system? Will there be a way to unlock the user at LA ?

WIC WISE does not get locked in the same way that legacy MIS does. A user can get locked out of WIC WISE if they enter an incorrect password too many times. Each local agency will have staff who are assigned permission to unlock users. The Service Desk can also help with unlocking users.

WIC WISE 8/1/2019 Will CDPH/WIC require consent collection to release participant personal information to whoever the new hosted autodialer vendor is?

No. Checking the checkbox for "Ok to Call", "Ok to Text", and/or "Ok to E-mail" when entering the phone/e-mail information implies consent. No other form is required.

WIC WISE 8/1/2019 When a family is issued VOC because they are moving out-of-state, is their card suspended/deactivated?

When a family is issued a VOC, the local agency should ask when the family will be leaving California and then void any future benefits. The LA is not required to deactivate the WIC card in case the family returns in the future.

WIC WISE 8/1/2019 For midcert appointment, do we need to update or ask the nutrition questions?

The nutrition questions must be asked for infant mid-certifications but they are not required for children or breastfeeding participants. Staff are encouraged to follow the guidance given in the TAAG for mid-certification. The eWPPM 240-30 policy further outlines the mid-certification requirements.

WIC WISE 8/1/2019 What is a HNU contact? The other appointment types are clear.

HNU stands for "health nutrition update". It is a follow-up appointment contact that is not a mid-cert, trimester check, or one of the other specific contacts. For example, this could be an appointment that occurs in-between the cert and mid-cert if the LA wants to have the mom come back to see how feeding is going. Some agencies may be used to calling this an SA appointment. An HNU appointment requires the creation of a follow-up note in the participant's existing Care Plan.

WIC WISE 8/1/2019 Are we going to get information on how to troubleshoot peripheral problems?

Please see the Tech Forum materials in the eWIC tile in LASS.

WIC WISE 8/1/2019 How do we collect consent in WIC WISE to release ppt info to a 3rd party?

There is a generic CDPH consent form in WIC WISE that local agencies can use, or the LAs can use their own consent form. In either case, staff must print out the consent form, obtain the Family Representative or Caretaker's signature, and scan the signed form into WIC WISE.


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WIC WISE 8/1/2019 The CDPH4147 Notice of WIC Certification Expiration is not available in the document type drop down. Which doc type do we use now for a child turning 5?

A signature is not required for that form (see Job Aid 1000-140), which is why the form is not an option on the document dropdown when the Signature button is clicked. The staff member must go to Miscellaneous > Communications to generate the document, print it, and give it to the participant.

WIC WISE 8/1/2019 In the WIC WISE forms job aid it says NOA for expiring cert it says the form can be printed upon request, not required to give.

The updated Job Aid (eWPPM 1000-140) posted on LASS and the CDPH/WIC public site specifies that the Notice of Certification Expiration must be given to the participant.

WIC WISE 8/1/2019 Is there a change to the verbiage of the NOA? Or do we need to recycle the current NOA?

All the forms in WIC WISE have been updated. Information regarding which forms to recycle will be provided during each local agency's preparation before Go Live.

WIC WISE 8/1/2019 We currently do Pregnancy Outcomes over the phone. How will this work in WIC WISE?

Adding the new infant and completing the pregnancy outcome question are two distinct actions in WIC WISE. Staff can add the infant on the Screening screen over the phone so that the infant is in WIC WISE when they come in for the infant's certification. Staff can certify the infant even if the pregnancy outcome question is not answered yet. The question about pregnancy outcome occurs on the mother’s Cert Action screen and will be completed by Person B when the mother is recertified.

WIC WISE 8/1/2019 If we give participants a self-declaration form to sign - what do we do with the signed form? Scan or keep?

The participant must e-sign for the self-declaration statement (SDS), and staff must provide participants with a completed copy of the SDS. If the signature pad is not working, staff must scan the signed SDS into WIC WISE (using the downtime option) and give the original to the participant.

WIC WISE 8/1/2019 Where is the disqualify form...or are we using the old one?

In WIC WISE, there are three Notice of Action (NOA) forms now, and they are accessible within the system (under the Miscellaneous dropdown > Communications > Documents > Generate). You can have the Family Representative/Caretaker sign the forms electronically and print them out for the participants. CDPH/WIC divided the NOAs into three different forms so that it is clearer which NOA should be used for which situation. Please refer to Job Aid 1000-140 for more information.

WIC WISE 8/1/2019 Please explain the difference between terminate and disqualify

The term used in Legacy WIC MIS is disqualification. In WIC WISE, it is called termination. They are synonymous.

WIC WISE 8/1/2019 Are we giving the ppt a hard copy of the Notice of Action form?

Yes, the NOA forms are to be given to the participant. You can read more about when and how to use them in the eWPPM 280-30 and 1000-140.


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WIC WISE 8/1/2019 FYI the Notice of Action form in WIC WISE for when a category is expiring is titled “NOA for the state of Indiana" not California

Please report any problems with forms to the WIC WISE Service Desk. Please include relevant screenshots.

WIC WISE 9/1/2019 Are we able to do two-step Add Infant month 1 and Recert Postpartum mom month 2 in WIC WISE? Is there a food package equivalent to PB7?

You can enroll baby in month 1 and recertify mom in the next month. There is no PB7 equivalent package. In WIC WISE, if you choose to recertify mom in the next month, you will keep mom in the pregnant category and issue the pregnant food package for the current month.

WIC WISE 9/1/2019 For the BPC Program staff, we currently have them use the BFPC Database system which we get from PHFE. Will we still be encouraged to use this or will WIC WISE include the detailed assessment questions?

Local agencies with a BPC program are required to continue using the BFPC Database from PHFE until further notice.

WIC WISE 9/1/2019 Do notes documented in BF Notes and Support count as nutrition education contacts?

No, staff must document all nutrition education contacts, including breastfeeding topics, on the Nutrition Education screen.

WIC WISE 9/1/2019 Can you clarify "any staff" who can document on the BF Support and Notes tab? Does that apply to all PC , IBCLC, WNs, RDs? not call center staff?

Whatever staff that you have documenting breastfeeding support contacts and notes now can still do it in WIC WISE. CDPH/WIC does not have any rules about who can document on the BF Support & Notes tab. If you have your own internal procedures regarding who can document breastfeeding contacts and notes, then you can follow those.

WIC WISE 9/1/2019 Sometimes the e-signature is not captured when issuing benefits; however the benefits do get issued correctly. Would a workaround be to void the benefits and do it all over again to make sure the signature is captured?

There is no need to void just to capture the signature for benefits if the signature pad did not work. Staff can write a note in WIC WISE explaining why the signature was not captured.

WIC WISE 9/1/2019 In the updated eWPPM Policy Changes Summary, on the Caretaker policy, it says caretakers can only do midcert for infants and children, but then it also say caretakers can perform the same duties as family rep, including cert for existing families, recert and nut ed contacts. Please clarify.

Caretakers can complete initial certs, recerts, and midcerts for infants and children only. They can complete all other appointment types for the infants, children, and family rep.


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WIC WISE 9/1/2019 Do issued benefits appear right away on CA WIC App? i.e. during the appt right after benefits are issued in WIC WISE?

Yes, the food balance will appear right away if the participant has a registered WIC App account.

WIC WISE 9/1/2019 On the WIC App, will ppts be able to see all appointments in the future?

Participants can only see one appointment at a time on the WIC App. They will only be able to see the soonest upcoming appointment.

WIC WISE 9/1/2019 Does the WIC App show missed appointments? No, it does not.

WIC WISE 9/1/2019 How do we change the phone number that is listed on the appointment page on the WIC App?

Local agencies can change the phone number listed on the WIC App's appointment page by editing the information on the Site Information screen in the WIC WISE Admin Module.

WIC WISE 9/1/2019 We travel to locations that do not have printers. How can we meet this requirement if the ppt is unwilling or does not want to download the app? My concern is for the special food packages, i.e., soy & tofu, homeless, etc.

It is recommended, but not required, to print the food balance. Participants can access their food balance in several ways. They can call 1-844-4MYFAMILY, get a copy of the benefit balance list at the store’s customer service desk, look at the WIC App, or look at their receipt after the WIC transaction. All the ways to access the benefit balance are listed in the brochure Welcome to WIC; Shopping with your California WIC Card. For sites who cannot print the benefit balance for each participant, staff can allow the participant to take a photo of the benefit balance on the computer screen.

WIC WISE 9/1/2019 Just to clarify, is it a requirement to print the food balance every time we issue benefits and review with participant before signing?

The benefit balance cannot be printed out before the participant signs for their benefits. It is recommended, but not required, to print and review the food balance after benefits are issued.

WIC WISE 9/1/2019 Will the health and nutrition questions in WIC WISE be translated into Spanish?

No, they will not be translated into Spanish or other languages. A copy of the questions is available on SharePoint for local agency staff to look at and become familiar with, so that they can be more comfortable when translating during the appointment.

WIC WISE 7/1/2019 How do WIC Staff determine if package changes can be purchased in the measurements/quantities entered?

WIC staff can use the Group Max calculation feature in WIC WISE, and CDPH/WIC is also working on a food package job aid that will help staff with making food substitutions in WIC WISE.

WIC WISE 7/1/2019 Aside from sort function of resources on schedule is there a way to "filter" to specific resources only?

No, there is no "filter" feature.


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WIC WISE 7/1/2019 Can a WIC card be mailed if the ppt calls to report she lost her card?

Yes, please refer to eWPPM #330-20 which provides guidance for handling and replacement of lost, stolen or damaged California WIC Card (WIC Card) upon notification from the family representative/caretaker within a specific timeframe.

WIC WISE 7/1/2019 After watching the webinar, I was confused about the race ethnicity question. Example: Client identifies as Hispanic or Latino and chooses "Mexican". The choices of race do not seem to address native americans from Mexico and Central and South America. Within Mexico, there are people who identify as descendants of the Spaniards, or white Europeans. There are those who identify as descendants of the indigenous peoples of Mexico, or the native Americans, in particular those from Oaxaca. And the great majority identify as a combination of these groups. In the example of native Americans it only lists tribes found mostly in the United States and did not include examples like Mayan, Aztec and others. The same is true in central and south american. There are those who are mostly European descent and those that are almost purely indigenous and a lot of people who are mixed. This does not seem to be addressed in the sample shown.

The Race & Ethnicity sample shown on the webinar was just an example. The list of Native American tribes is not intended to be all-inclusive. Local agencies should continue to follow their current practices, as there is currently no set guidance from CDPH/WIC for how to document race for participants who identify as Hispanic or Latino but not any of the race choices. Staff must select the "staff selected" checkbox if they select the race for the participant based on a visual assessment.

WIC WISE 7/1/2019 Will auto-fill be turned off on Chrome by local IT? Local agencies should ask their IT about turning off the auto-fill.

WIC WISE 7/1/2019 Foster mom - 2 foster infants (different parents) - can they be on the same Family ID or does each infant need to be on a different family ID?

Foster infants/children will be all together on one WIC WISE record and one WIC Card.

WIC WISE 7/1/2019 When an appointment is scheduled on WIC WISE, will participants be able to see it on their California WIC App right away?

Yes

WIC WISE 7/1/2019 Are the days after BVT on the Auto Dialer screen in Admin customizable?

No, the only choices are 30 and 60 days.

WIC WISE 7/1/2019 When will the copy function for templates become available?

There is no copy function for templates planned at this time.


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WIC WISE 7/1/2019 For a short cert - If a ppt brings proof or residency, can you close out of the alert (rather than end- dating), and first change the proof of residency and then go to the alert and End Date?

Staff can end-date the alert before or after entering the proof that was brought in. To resolve the short cert, staff must also remove the Term Date and Term Reason on the Cert Action screen.

WIC WISE 7/1/2019 Can there be multiple appointments for a family? Yes

WIC WISE 7/1/2019 Is there a limit to how many resources can be on a schedule template?

The limit is approximately 100 resources.

WIC WISE 7/1/2019 Can the WIC Card video/education be added on wichealth.org and be able to verify completion especially for the voucher pick up or walk ins?

Yes, there are plans to eventually put it on wichealth.org

WIC WISE 7/1/2019 Will legacy Nutrition Ed history be transferred to WIC WISE?

The Nutrition Ed history information is converted to WIC WISE. Additionally, local agencies will have access to browse in legacy MIS.

WIC WISE 7/1/2019 When is the class available to view? The class is posted on LASS: eWIC tile > Implementation Resources page > "WIC Card Education" folder

WIC WISE 7/1/2019 Are you recommending we do the CBTs earlier than originally recommended as well? Has this proven necessary from the pilot?

We recommend planning to start CBTs immediately upon receiving access to them, approximately 6 weeks prior to Go Live.

WIC WISE 7/1/2019 Is the letter "G" converted to WIC WISE or is there a new code...ie "C" for class?

Appointments in WIC WISE are different than in legacy MIS, as WIC WISE appointments do not use codes. Legacy MIS "G" appointments will convert into a "CLASS" contact.

WIC WISE 7/1/2019 Can we give access to only the eWIC tile on LASS and not any other tiles?

WIC Directors can provide general LASS account access to view all non-restricted tile boxes including the eWIC tile. Access cannot be limited to just one tile. CDPH/WIC strongly recommends that WIC Directors provide their staff access to all of the resources on LASS.

WIC WISE 7/1/2019 Is it a USDA requirement to collect the race and ethnicity info into such detail? For example, to know if the PPT is Fijian under Asian?

Collection of the Asian and Pacific Islander race details was added to be in compliance with California state law, Government Code 8310.7

WIC WISE 7/1/2019 Will downtime forms be available when the first wave goes live?

Yes, CDPH/WIC is piloting downtime forms and they will be available to Waves 1 and 2A before their Go Live.

WIC WISE 7/1/2019 Is it a requirement to enter text in the "Other" text box?

Yes, when "Other" is checked as an option for race in the Individual Info screen in WIC WISE, staff must enter an other race in the text box. A pop up will appear to remind staff to enter information into the text box if it is left blank.


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WIC WISE 7/1/2019 Will the race and ethnicity questions be part of the front desk (before the SOD) or will this be part of the Counseling role?

Race and ethnicity questions are part of the Individual Information screen, which is completed by SOD Person A.

WIC WISE 7/1/2019 Would USDA and or state WIC consider adding an option for "participant chooses not to disclose" when it comes to race/ethnicity questions? It feels wrong to choose for someone if they do not answer.

Race and ethnicity data is a federal requirement, as is staff selection if the participant chooses not to disclose.

WIC WISE 7/1/2019 By any chance do you know if we will have a down syndrome growth chart available for us. Due to the regular growth chart doesn't always apply to down syndrome children?

There are no plans to have a Down Syndrome growth chart in WIC WISE at this time.

WIC WISE 7/1/2019 Infant SM contact - An infant's birth date is on the 15th of the month. If the infant SM contact is done at the 5th month and the infant is issued 3 months of benefits. Will the infant automatically receive the 6th month infant food package, they'd be offered on their birthdate?

An infant is only eligible for baby foods on or after the date that they turn 6 months. If the Benefits Start Date is prior to the infant turning 6 months, baby food will not be issued regardless of whether it is the 5th or 6th month.

WIC WISE 7/1/2019 Let's say the family purchased 4 of 9 cans of Enfamil infant in WIC WISE but needs to change to Reguline. Can they change it within the same benefit valid through date?

Yes.

WIC WISE 7/1/2019 Does CDPH/WIC have a growth chart training? CDPH/WIC does not have plans to provide growth chart training at this time. We encourage RDs at the local agencies to help their staff learn how to interpret and explain growth charts.

WIC WISE 7/1/2019 Does WIC WISE adjust package for corrected age on Premature infants?

WIC WISE does not automatically adjust packages based on gestational age.

WIC WISE 7/1/2019 In WIC WISE, are there changes to when babies will receive baby foods for the first time?

Yes. Unlike the current system where babies receive baby foods in the month that they turn 6 months, they will now only receive baby foods on or after the date that they turn 6 months. For example, a baby turning 6 months on August 31st who has a Benefits Start Date on August 10 will receive a package that does not include baby foods for the month of August.


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WIC WISE 7/1/2019 Can individual items now be removed from the food pkg per ppt request?

Yes.

WIC WISE 7/1/2019 Can you take a verbal date of birth? Yes, you can. WIC WISE 6/1/2019 Will the Voter Preference Form (VPF) still need to

be completed? The paper Voter Preference Form (VPF) is no longer required after Go Live.

WIC WISE 6/1/2019 If anyone could share a work flow in WISE for sites without a front desk clerk –participants go straight to WNAs/RDs—we could definitely use it!

Work flow can be similar, except that a staff member would need to assign a WIC Card instead of preparing a WIC ID folder (WIF). Not every work station may receive PIN pads and card readers. A participant can set their PIN on the WIC site PIN pad or by calling the number on the back of their WIC Card. When assigning the WIC Card, staff can manually type in the WIC Card number instead of swiping the card.

WIC WISE 6/1/2019 I have lactation consultants funded by First 5. Will I be able to track the difference in breastfeeding rates between mothers helped by my First 5 LCs and those who were not?

It is possible that this type of information may be accessible via the WIC Reporting Analytics and Data (WRAD) reporting system. More information on reporting capabilities will be known as we get further into the process.

WIC WISE 6/1/2019 Is there any information on lactation consultant documentation in WIC WISE?

Yes, lactation consultants can document their notes in the BF Support & Notes tab in the Breastfeeding screen.

WIC WISE 6/1/2019 What has been the experience of the Pilot programs with printing the WIC Food Balance?

Pilot local agencies have been printing the WIC Food Balance for their participants. It is important the participants know what their food balance is and what they are able to get at WIC-authorized vendors using the WIC Card. Local agencies should plan in advance for these printing needs at least for the first few months. Ways that participants can access their WIC Food Balance include: getting a printout at their local agency, using the CA WIC App, getting a printout at the store's customer service desk, or saving their receipt after the WIC transaction.

WIC WISE 6/1/2019 Will we have the capability to have multiple WIC WISE windows open with the same username while in production? (for example if working on two monitors)

WIC WISE will not allow one username to work in the same module simultaneously on two different windows. The system will log one of them out.

WIC WISE 6/1/2019 Is it possible to be locked out of the system? Will there be a way to unlock the user at LA ?

WIC WISE does not get locked in the same way that legacy MIS does. A user can get locked out of WIC WISE if they enter an incorrect password too many times. Each local agency will have staff who are assigned permission to unlock users. The Service Desk can also help with unlocking users.


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WIC WISE 6/1/2019 On WIC WISE, it says Migrant? Yes or No. When staff see this, they might ask the ppt, Are you a migrant? What is the expectation on how it is to be asked? The actual migrant Qs won't come up unless you choose an answer.

Staff should be trained to click either "yes" or "no" to access the Migrant Questions, and then ask the question that pops up.

WIC WISE 6/1/2019 Will appointment history be converted from WIC MIS into WIC WISE?

Yes, history is converted into the Nutrition Education screen in WIC WISE.

WIC WISE 6/1/2019 Data Conversion: In WIC MIS, we do an applicant screening: Full/ Quick Screening: If we do a quick or full screen before the data conversion, and their first appointment is after the wave goes live, how will we look up the applicant? Will it be the family representative or will it be the individual receiving benefits?

WIC WISE allows staff to search by various pieces of information and by family rep or individual. Appointments will also convert into WIC WISE, and staff will still be able to browse legacy MIS if needed. Only families screened in legacy MIS within 30 days prior to cutover will be converted into WIC WISE.

WIC WISE 6/1/2019 Rights and Responsibilities: When in the certification process will the R&R need to be signed? Will WIC WISE guide you as to when to ask the ppt to sign the R&R?

Rights and Responsibilities must be signed after eligibility has been determined (i.e. after category, income, residence, and nutritional risk has been determined). In WIC WISE, there is a reminder popup on the Food Prescription screen if a staff checks the "Certification Complete" checkbox and a signature has not been obtained for the R&R. This is the recommended time to have the participant sign for the R&R.

WIC WISE 6/1/2019 Will WIC WISE be able to communicate with OPI texting?

Yes, WIC WISE is capable of creating an autodialer download file that works with OPI.

WIC WISE 6/1/2019 Will we be able to upload other documents into WIC WISE, such as LC consent forms and other program consent forms?

Yes, local agencies will be able to upload local agency developed consent forms into WIC WISE.

WIC WISE 6/1/2019 When will we have access to WIC WISE to put in our schedule template?

CDPH/WIC's goal is to provide local agencies with training and access at least 1 month prior to their Go Live date.

WIC WISE 6/1/2019 Will we need to ask the Nutrition Questions verbatim?

Yes. Some of these questions are validated screening tools, so changing how they are asked will impact the validity of the data collected.

WIC WISE 6/1/2019 Can a WIC card be mailed if the ppt calls to report she lost her card?

Yes, please refer to eWPPM #330-20 which provides guidance for handling and replacement of lost, stolen or damaged California WIC Card (WIC Card) upon notification from the family representative/caretaker within a specific timeframe.


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WIC WISE 6/1/2019 When will we get scheduling training? CDPH/WIC is working on a process that will be sustainable throughout statewide rollout. More information to come when available.

WIC WISE 6/1/2019 How will browsing work in WIC WISE? WIC WISE is different than legacy MIS in that there are no "original" or "active" records. When you are in WIC WISE, you are "live". Some pages have a history button that shows a history of changes made and the user/date of the change. Since there is no browsing feature, staff can click on the Cert History button on the Cert Action screen to access a summary of certification data.

WIC WISE 6/1/2019 If a local agency mails a replacement card to a participant, will the participant have to call the local agency to have the benefits loaded?

No, once a card is replaced, any remaining benefits are still on the account. Participants may have to call the number at the back of the card to set the PIN (for cards that were stop accessed). Please refer to the eWPPM #330-20 which provides guidance for handling and replacement of lost, stolen or damaged cards.

WIC WISE 6/1/2019 Can cards be mailed if lost? Yes. Please refer to eWPPM #330-20 which provides guidance for handling and replacement of lost, stolen or damaged WIC Cards upon notification from the family representative/caretaker within a specific timeframe.

WIC WISE 6/1/2019 Will we be able to receive a list of what is required in creating a logon ID in WIC WISE for staff?

The info needed to create logon IDs will be provided by CDPH/WIC once your agency has chosen the staff who will be assigned the LA User Account Maintenance role. This will occur approximately 6-8 weeks before Go Live.

WIC WISE 6/1/2019 Are front end staff going to be able to terminate a ppt? It looks like that is in the Cert Action screen, which is where counselors/Person B usually pick up.

The clerk role in WIC WISE does not have access to make changes on the Cert Action screen. A Competent Professional Authority (CPA), such as a WNA, DN, or RD, would need to make any changes required on that screen.

WIC WISE 7/1/2019 When creating logon IDs for staff, is it required to ask for staff race/ethnicity?

Race/Ethnicity questions are required to create user accounts. However, please note that ethnicity is required to be asked and answered 'Yes or No' and race has a "decline to answer" option available.


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WIC WISE 7/1/2019 Given the Nutrition questions will be different in WIC WISE, are the questions available to share with future Waves at this time? I ask, because we know the counseling session will be longer, and the more familiar counselors are with the questions, it may provide the counselors some comfort, as they navigate through the new screens?

Before the end of July, the WIC WISE questions will be posted on the eWIC tile in LASS. Staff can prepare early by reviewing these questions in English, and practice verbally translating these questions to the participant during their WIC appointment. CDPH/WIC will also post a separate data collection form in English and Spanish for pregnant and postpartum individuals which will include the substance abuse, depression, SOGI questions, etc. This data collection form will be optional for LAs to use. There are currently no plans to translate the WIC WISE questions in other languages.

WIC WISE 7/1/2019 Agencies really need all the WW Qs in other languages esp. SOGI Qs, depression Qs, nutrition Qs. Some such as the SOGI Qs are needed right away as we are training staff.

Before the end of July, the WIC WISE questions will be posted on the eWIC tile in LASS. Staff can prepare early by reviewing these questions in English, and practice verbally translating these questions to the participant during their WIC appointment. CDPH/WIC will also post a separate data collection form in English and Spanish for pregnant and postpartum individuals which will include the substance abuse, depression, SOGI questions, etc. This data collection form will be optional for LAs to use. There are currently no plans to translate the WIC WISE questions in other languages.

WIC WISE 7/1/2019 For CDPH, when do we the LA get information on the "roles" in WIC WISE for the roles of Master Education Planner, Director, and Scheduler?

You will receive the information about WIC WISE roles and permissions when it is time to set up your first two WIC WISE Production IDs. The timeframe for this is still being refined, but the goal is for this to occur 4-6 weeks prior to go-live.

WIC WISE 7/1/2019 The WW migrant field asks for a Y/N response. The migrant Qs to ask ppts only come up as a pop-up AFTER clicking Y/N. Can this be changed for better flow?

There are no plans to change this. CDPH/WIC recommends having the staff click Yes or No (does not matter which) to access the first question, and then ask the participant the question(s) as required.

WIC WISE 7/1/2019 If we are scheduling a participant to return after Go Live, should we still be giving them nutrition questionnaires to fill out, or will those be obsolete by then?

The current paper nutrition questionnaires will be obsolete after go-live, so there is no need to provide them for post go-live appointments.

WIC WISE 7/1/2019 There has been little information re: breastfeeding/pumps, could you speak to what this will look like in WIC WISE?

WIC WISE has breast pump inventory functionality that is still being refined. The LAs will be notified when this functionality is available to use and training materials will be provided. Breast pump holds will be converted from Legacy MIS to WIC WISE and LAs can place holds for breast pumps in WIC WISE. LAs will need to follow their current practices for maintaining breast pump inventory until the functionality in WIC WISE is available.


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WIC WISE 7/1/2019 In what field local agencies can place comments for internal audits/ monitoring?

WIC WISE has several types of Notes that could be used for internal audits/monitoring.

WIC WISE 6/1/2019 Will the replacement MIS resolve the issue of WIC staff forgetting to place “HOLDs” in the legacy WIC MIS?

Holds are a work-around in the legacy MIS. The replacement MIS will have modern features to provide reminders to staff and help ensure staff complete all required steps.

WIC WISE 6/1/2019 Will the replacement MIS have the ability to collect data such as missed appointments, participants turning 1 year old, and participants that complete online education, etc.?

Yes, the replacement MIS will collect data and will generate reports for State and local agency staff. Additionally, the Data Warehouse and associated ADHOC reporting requirements and tools will provide the capability to execute queries and develop customized reports.

WIC WISE 6/1/2019 Can you give any examples of what will be incorporated into the replacement MIS? For example: more breastfeeding functionality, breast pump loan tracking, interface with online education, Breastfeeding Peer Counselor database, and WIX-style reporting?

The CDPH/WIC MIS RFP outlined the system requirements; some examples are noted below. Some examples of requirements from the MIS RFP are:•Food packages for breastfeeding moms and infants will be automatically linked for correct issuance.• Breast pump tracking of loans to participants and indicating on a participant record when a pump is past due. It will also track the transferring pumps between sites and between local agencies.• Automatic acceptance and documentation of online education from wichealth.org • Incorporation of the Breastfeeding Peer Counseling Program database into the replacement MIS which will allow the enrollment of WIC participants into the BFPC program, tracking and reporting on them, and termination of their participation and the reason for termination. Note: this requirement will be met later in phase 2.• Browser-based warehouse application to integrate data which is now housed in various locations. Having the data housed in a single database warehouse will make reporting and data analysis more easily available.

WIC WISE 6/1/2019 What does the term "transfer system" mean? "Transfer system” is a term used by USDA to indicate that the system is already in use elsewhere. CDPH/WIC must select an MIS that has already been created and is currently being used by a WIC agency in another state.

WIC WISE 6/1/2019 What will the replacement MIS be called? WIC WISE (Web Information System Exchange) WIC WISE 6/1/2019 Is there a way the video can get emailed to some

local agencies? We are not allowed to access YouTube.

DVDs with the new Welcome to WIC video series, including the WIC Card video, will be available to local agencies. The WIC Card video will also be posted as an mp4 file to your agency’s Implementation Resources folder on the eWIC tile of LASS. The files are too large to email. If your agency has access to YouTube, the videos currently available are: English: https://youtu.be/gz_j2hkvb2c Spanish: https://youtu.be/PHIRNIQy5Ro

https://youtu.be/gz_j2hkvb2c


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WIC WISE 6/1/2019 Please share the role that the LVLs played in Napa and Solano.

For the transition to the WIC Card, LVLs are sharing on their TA visits the following: WIC News for vendors; vendor alerts pertaining to the transition from paper checks to the WIC Card; contact information for questions, such as direct vendor representatives to email questions to [email protected]; or contact FIS or CDP with equipment questions. In addition, LVLs have been instructed to distribute “It’s coming!” Vendor Breakroom Posters; “It’s here!” Vendor Breakroom Posters; WIC Card Decals; and Cashier handout “Successful WIC Card Transaction Tips” (for Pilot grocers only).

WIC WISE 6/1/2019 For group classes, will participants have to come back to the front desk after the class to sign for their benefits on the signature pad? Right now, we take the voucher log into the class for the participants to sign.

Class participants will have to sign for their benefits on a signature pad so it is not a bad idea for local agencies to start thinking about this aspect of site flow. Pilot is testing out this process as well.

WIC WISE 6/1/2019 How did they accommodate everyone needing card education?

Pilot agencies played the WIC Card video in the front area, at their desks, or in a group setting. In addition, the staff reviewed and provided the Welcome to WIC brochure with participants. Lesson plans for teaching participants how to use the WIC Card will be available before each agency’s Go Live date. See WIN #45 for more information: https://partners.cdph.ca.gov/sites/LASS/LACom/WIN/WIN%2005-20-19%2045%20-CA%20WIC%20Card%20Ed%20for%20Ppts/WIN-WIC%20Card%20(2).pdf

WIC WISE 6/1/2019 Can local agencies get a "mock card" during their "It's Coming" phase to have staff practice?

Because the local agency’s peripheral equipment is configured to work specifically in the production environment of WIC WISE, it will not be possible to practice with a card prior to go-live. However, staff will have the opportunity to practice with a card during ILTs and creation of a WIC Card account and issuance of a card has gone smoothly in pilot.

WIC WISE 6/1/2019 How did the pilot agencies change or adjust their schedules (if at all) for roll-out?

Both Pilot agencies scheduled a lighter than usual appointment load. More information about scheduling will be shared on the June 20, 2019 WIC Card / WIC WISE Webinar.

WIC WISE 6/1/2019 It seems the number of pin pads will be allotted from our survey, can we get more?

We are learning from Pilot if the amount of peripheral equipment works well or if we need to make adjustments.

WIC WISE 6/1/2019 Did the participants use the App at the pilot? Yes, participants were seen scanning items at the store! WIC WISE 6/1/2019 Other than social media, is State WIC planning an

outreach campaign by radio or TV? The specifics of the media will come from the grantee, and we have included all modes of advertising as a possibility.


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WIC WISE 6/1/2019 Can agencies send several staff? When you sign-up your staff to participate, please prioritize their attendance. If room, we will certainly reach out to you and let you know how many can attend.

WIC WISE 6/1/2019 Where do we sign up for social media assistance to come to our agency?

To sign-up please email Outreach Workgroup staff at [email protected].

WIC WISE 6/1/2019 Will CDPH/WIC be applying for the 5-year grant opportunity to explore telehealth?

The current USDA WIC Telepath Grant is for higher education institutions only. The grant requires the awardee to create an RFA for State WIC agencies to apply for grant funds for innovative telehealth projects. CDPH/WIC intends to apply.

WIC WISE 6/1/2019 “If a mom has foster children and biological children on WIC, will her benefits be issued on the same WIC card?”

This will be similar to our current practices. She will have two separate WIC Cards, one with her biological children’s benefits and another with her foster children’s benefits.

WIC WISE 6/1/2019 If a participant leaves her card at home, but would like to go shopping today, can we issue her a new card?

Yes! Staff would be able to issue the participant a new card with their current 4 digit PIN number. Benefits are ready immediately once issued electronically. The old card becomes deactivated.

WIC WISE 6/1/2019 Will CDPH be leading a state-level social media campaign, rather than relying on local agencies to do their own campaign? Some local agencies are restricted in their ability to have social media accounts.

CDPH/WIC will be developing a statewide campaign. The request for proposal that we are writing will ask the grantee to develop materials for both state and local use. We are aware that some local agencies may have restrictions on social media use, and we are interested in learning from those agencies how we may be helpful.

WIC WISE 6/1/2019 How will SOGI (Sexual Orientation and Gender Identity) data be documented in WIC WISE?

WIC staff will document the responses provided by a pregnant or post-partum applicant into WIC WISE by choosing the appropriate option in the SOGI screens. If response to a SOGI question is not provided, LA staff must document “Choose not to disclose” in WIC WISE. LAs also have the option of using a CDPH/WIC form for SOGI collection which will be provided in English and Spanish. Additional details regarding the documentation of SOGI data can be found in eWPPM #510-60.

WIC WISE 6/1/2019 Will participants need to bring their WIC Cards for every appointment or can we load benefits without the card being present?

If a family comes to their appointment without their WIC Card, WIC services can be provided and benefits issued. WIC WISE has search capabilities to access the family record without the WIC Card. Benefits can be loaded remotely in certain circumstances when all other policies and requirements are met, similar to the current mailing requirements.




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WIC WISE 6/1/2019 What if a family has a benefit start date of 5/31/19? What will their benefit start date be for their 2nd and 3rd months of benefits?

The benefit period is approximately 30 days but not exactly 30 days. The benefit start date will adjust to the last day in the month. So, the future months benefit start dates will be 6/30/19 and 7/31/19. This means the benefits valid through date or last day to use will be 6/29/19 and 7/30/19.

WIC WISE 6/1/2019 Can CA WIC Cards be issued to caretakers? Once a family is established and the Family Representative has designated a caretaker, WIC Cards and WIC food benefits can be issued to that designated caretaker if they are completing the initial certification/recertification for an infant or child participant, infant or child mid-certifications, or completing education contact requirements. eWPPM #290-10 provides additional guidance on the role of caretaker. You can find this under the policy tile in LASS.

WIC WISE 6/1/2019 What if a participant has an issue with their PIN? Participants who need help with their WIC Card PIN can call the 24 hour customer service number, 1-844-4MY- FAMILY on the back of the WIC Card. This includes participants who might have had a brain freeze and locked their WIC Card after 4 unsuccessful tries with their PIN. They would call the number to unlock their card and select another PIN. Participants can call 1-844-4MY-FAMILY to change their PIN at any time. So if a participant changed their caretaker and would like to change their PIN for security reasons, they simply call the customer service number.

WIC WISE 6/1/2019 Can more than one person be in the same family record at one time?

Yes! More than one staff person can access the family record in WIC WISE at the same time.

WIC WISE 6/1/2019 Will we still have access to WIC MIS after our rollout to WIC WISE?

Yes, you will continue to have limited access to WIC MIS throughout statewide rollout to WIC WISE. Staff will have “browse only” and “void access” in WIC MIS after your Go Live date. WIC MIS access will end after all agencies have successfully rolled out and remaining issued FIs have been phased out.

WIC WISE 6/1/2019 Is there an option for returning participants when asking at screening ‘How did you hear about WIC’?

Yes, there will be an option to choose “Previous WIC Program Participant” in the dropdown if they are returning participants to the program.


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WIC WISE 6/1/2019 Will we still have access to WIC MIS after our rollout to WIC WISE?

Yes, you will continue to have limited access to WIC MIS throughout statewide rollout to WIC WISE. Staff will have “browse only” and “void access” in WIC MIS after your Go Live date. WIC MIS access will end after all agencies have successfully rolled out and remaining issued FIs have been phased out.

WIC WISE 6/1/2019 Will there be a “flag” to prevent person A from doing person B’s responsibilities for separation of duties?”

There will not be a flag to remind staff to maintain separation of duties built into WIC WISE.

WIC WISE 6/1/2019 Will alternates and other caregivers have a pin number?

Each WIC family will be issued one card and will have one PIN set by the Family Representative. It will be the Family Rep’s responsibility to decide who they share their PIN and card with.

WIC WISE 6/1/2019 Will we need to ask “beans or peanut butter” or can participants choose at the store?

Participants will be able to choose at the store! No need to ask the beans or peanut butter question!

WIC WISE 6/1/2019 Will we still use the WIC Identification Folder (WIF)?

No, the WIF will no longer be needed once we move to the WIC Card. Local agencies will receive appointment reminder cards 2 months prior to their go live date.

WIC WISE 6/1/2019 If an infant is trying a new formula, can the mom choose to buy only 1 can with her WIC Card?

Yes. The benefit of the WIC Card is that participants will be able to get their WIC Foods as they need them.

WIC WISE 6/1/2019 Will anthropometric data be part of data conversion when we move to WIC WISE?

Yes! Anthropometric values (heights and weights) that were previously entered in WIC MIS will be included in data conversion and automatically plotted on electronic growth charts.

WIC WISE 6/1/2019 Will WIC WISE require separate signatures for each separate document?

Yes, each document will require a separate signature. Examples of documents are: Rights and Responsibilities, Self-Declaration Statements, Notice of Action.

WIC WISE 3/1/2019 Will we still have to offer the Voter registration card when we ask the NVRA question?

You will still be required to provide a voter registration form if a participant indicates they would like to register to vote.

WIC WISE 3/1/2019 How will referrals be documented in WIC WISE? Will our current referral lists be transitioned from Legacy to WIC WISE?

Referrals will be documented on the Referrals screen in WIC WISE. Local agencies will be able to customize their referral list. Due to differences between Legacy MIS and WIC WISE, Legacy referral lists will not convert into WIC WISE.

WIC WISE 3/1/2019 The NVRA will not be requiring signature? You will no longer need to provide the voter preference form. You only need to ask whether the person would like to register to vote and then enter the response by selecting a dropdown option in WIC WISE.


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WIC WISE 3/1/2019 Can you leave the address blank? Residential address field is a required field. WIC WISE 3/1/2019 We are very rural and always have issues with

addresses like when ordering things online due to the UPSP interface. Will this be a problem in WIC WISE? We only have PO Boxes as mailing addresses so a lot of times street addresses are not known.

P.O. Box cannot be used as the residential address. You can use a P.O. box for the mailing address. Bills will often have the residential address on it even if it was sent to the mailing address– so that is one option for identifying the residential address. The USPS verification that WIC WISE runs is not a hard stop. You can still move forward with the certification process if the address is not USPS verified.

WIC WISE 3/1/2019 Will WIC WISE flag fraudulent addresses? WIC WISE will verify that the address exists in the USPS database. It will not identify the type of location at that address, and it will not flag addresses.

WIC WISE 10/1/2019 Does WIC WISE allow us to print a disqualification notice of action or do we still use the old NOA forms?

The old NOA forms no longer apply in WIC WISE. The new forms are described in eWPPM 280-30 Notices of Action and Job Aid 1000-140 . They can be printed from WIC WISE or from LASS.

WIC WISE 11/1/2019 Is there a way to track SOD in WIC WISE? An SOD report is pending development. LAs must continue to follow SOD as they have been. Person A completes the Family and Individual Information screens. Person B picks up at the Cert Action screen and continues from there. Although an SOD report is still pending, the Cert History document does show which staff member completed the income and nutrition risk information. To view this document, click the Cert History button on the Cert Action screen.

WIC WISE 11/1/2019 Would these WRAD training be offered in a video format for later review/refresh?

CDPH/WIC will record the webinar for staff who will use WRAD.

WIC WISE 11/1/2019 Our county offers Tableau training. Would it be helpful for staff to attend such local trainings in preparation of using WRAD?

It is recommended for staff who will use WRAD to take Tableau training, if available, after they have taken the WRAD training.

WIC WISE 11/1/2019 Will WRAD be accessed within WIC WISE or through a separate website like WIX?

WRAD has its own URL, but it will use your WIC WISE log in and password.

WIC WISE 11/1/2019 If a family is found to be over-income by Person A, will the system require a CPA (Person B) to go in to terminate the ppt since termination is done on the Cert Action screen?

At an initial certification or a recertification that is outside of the cert period, no termination action is required on the Cert Action screen, and WIC WISE will generate an over-income Notice of Action at the Income tab. If the participant is within a current cert period and needs to be terminated due to being over-income, a CPA (could be Person A) must terminate the participant on the Cert Action screen. Refer to eWPPM 280-30.


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WIC WISE 11/1/2019 Does WIC WISE allow a second staff member to write a separate Care Plan within the same day?

Staff must only create one Care Plan per certification. The RD/DN or second staff person is able to go into the Care Plan and add to the content of the Care Plan on the same day that it is made (with their initials next to the content they added). At subsequent contacts, such as a mid-certification or high-risk appointment, the WNA or RD/DN will add a follow-up note to the existing Care Plan. WIC WISE only allows one follow-up note per day but more than one staff person can write content into the same follow-up note if needed.

WIC WISE 11/1/2019 Does WIC WISE allow us to enter bloodwork over 90 days?

CA's bloodwork rules are not functioning properly in WIC WISE at this time. This is a defect that is in the process of getting fixed. A temporary workaround is to add a bloodwork row with today's date and document "No Blood", and then add another row with the bloodwork result that is older than 90 days.

WIC WISE 11/1/2019 Can Person B update information on the Family Info & Individual Info screens DURING the cert?

Person B should not update the information once Person A has input the information. You will want to make sure that any staff other than Person B makes the change.

WIC WISE 11/1/2019 Can we remote issue if a participant calls in and wants to make a food package change to an already issued package?

Yes. CDPH/WIC will add an option called “Changed Issued Benefits – Fam Rep / Caretaker not present” as a remote issuance reason on the dropdown.

WIC WISE 12/1/2019 What is the Sanctioned field for (On the Individual Info screen)?

This field will automatically populate through an update made in another module if the person is sanctioned as a result of an investigation.

WIC WISE 12/1/2019 When linking the baby, how does it work with multiples?

In the Breastfeeding Notes & Support tab on the Breastfeeding Screen, the staff member can select which baby they want to link to the mother from the dropdown. Each grid row entry can only link to one infant.

WIC WISE 12/1/2019 Who receives the restocking alert? Anyone who issues a card after the restocking threshold is met will receive the restocking alert.

WIC WISE 12/1/2019 Is the restocking alert by site? Yes, the restocking alert is by site.


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WIC WISE 12/1/2019 Do the WIC WISE reports reflect actual clients who received benefits for a specific month or is just the number of active/enrolled participants?

It depends on the report. The reports in the Reports menu bar > Caseload dropdown all provide data on actual participants (issued benefits) except for the very first one which also includes data on enrolled individuals as well as the agency’s assigned caseload. The reports in the Reports menu bar > Participation dropdown generally reflect enrolled individuals and not just those issued benefits. We realize the dropdown labels (Caseload and Participation) in WIC WISE seem to be the exact opposite of the type of reports found in each, and it is on our list of changes to make in WIC WISE to change the wording—but change requests are focused on critical functionality, so it will still be a while before these labeling changes can be made.

WIC WISE 12/1/2019 Is there currently a way to Browse the answers to the Health questions on WIC WISE? If a counselor does not need to ask the questions for a Mid Cert, then there is a risk of missing something important if we only rely on the Care Plan.

For an infant mid-cert, staff must ask the questions on the Nutrition screen (Refer to eWPPM 240-30). For all other categories, the Health and Nutrition screens can be viewed, and the previously entered answers will display. This does not apply to converted records because the questions in WIC WISE are different from the questions in Legacy MIS.

WIC WISE 12/1/2019 What if the participant moves and we update their address + zip code? If they need to reset their PIN and call the automated system, does the automated system use the zip code that was in file when the card was established or does it use the recently changed zip code in WIC WISE?

Currently the automated system (ARU) does not update automatically when a zip code or an incorrectly entered Family Rep Date of Birth is changed in WIC WISE. CDPH/WIC is currently looking into a fix for this. In the meantime, there are two possible workarounds. If the participant is still present, stop access to the assigned card, correct the DOB/zip code, and issue a new card. If the participant is not present, contact the WIC WISE Service Desk - there will be an escalation process to update the zip code and/or DOB in WIC Direct (the EBT provider) behind the scenes.

WIC WISE 12/1/2019 Can we discard other paperwork like nutrition questionnaires once we go live?

Local agencies will receive a list of forms that will be discontinued. Local agencies can recycle/discard these forms after their Go Live. Please refer to WIN 12-06-19 #113-Recycling of Discontinued WIC Check Materials for additional details.


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WIC WISE 12/1/2019 We had a participant who was lacking proof of income in WIC WISE in October. The participant returned in early November & staff updated the proof of income in WIC WISE on the Family Information screen. We thought the term date & term reason would automatically be updated on the Cert Action screen once documentation was updated in Family Info. However, this is not what we've seen. Is this how the system is supposed to work?

Updating the documentation on the Family Information screen does not automatically resolve the 30-day short cert. Refer to the QRG - Other Cert Action.

WIC WISE 12/1/2019 We had a participant issued the standard child package in WIC WISE on 10/15. They returned 11/5 with a prescription for PediaSure & no food restrictions dated 10/25. In these instances, should we go back & issue PediaSure to cover all days covered by the prescription 10/25-11/14? Or issue the amount per day from the day they bring in the prescription, which in this case would include the amount/day covering 11/5-11/14?

California WIC does not prorate benefits. The local agency should issue the full amount of PediaSure that is covered by the prescription.

WIC WISE 12/1/2019 When we complete a breastfeeding status change at a non-cert appt, are staff required to also complete all of the breastfeeding questions?

No, staff are required to complete the Breastfeeding Status change questions in the pop-up. They are not required to answer questions on the Breastfeeding screen.

WIC WISE 12/1/2019 Staff have noticed the heart in the Care Plan- Follow Up section header is always RED. They find this confusing since the heart in the top menu when red signifies a High Risk file. However the heart in the Care Plan is always red. Is there a plan to change this or clarify what the meaning is?

The red heart is simply an icon in the column header of the follow-up grid of the Care Plan. Users should check the checkbox in that column if they are addressing a high-risk condition for the participant. There are no plans to make a change to this at this time.

WIC WISE 12/1/2019 The R&R appears to be a Document for an Individual in WIC WISE. I saw on an FAQ that the R&R should be signed on the family level. How do we show in WIC WISE it was done at the family level and not only for a specific participant?

To sign the R&R at the family level, toggle to the family level before selecting the R&R and signing. If the R&R is signed at the family level, it will display on the Family Section of the Communications screen.


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WIC WISE 12/1/2019 How do we document adjunctive eligibility based on a non-WIC family member when no SSN or Medi-cal # is available? We had a scenario where the grandmother had a CalWORKS letter, making the prenatal and child participant adjunctively eligible for WIC. However, we did not have the information required on the Confer screen to document within WIC WISE. How else can we document this as proof of income?

WIC WISE does not currently include the ability to select an eligibility letter as the basis for conferring adjunctive eligibility. Until that ability is added, users should select Adjunctive Eligibility from the Proof of Income dropdown and note the reason for Adjunctive Eligibility in the Comments field of the Income grid entry. Users should not use the Confer button unless they have a MEDS ID or Social Security number of the person that they are conferring adjunctive eligibility from.

WIC WISE 12/1/2019 We remember learning in a webinar that once an infant turns 12 months old, they are only eligible to receive the child food package and can no longer receive formula, is this still correct? Is this also true ON their 1st birthday?

A child is a C1 category and can only receive a child food package as of their first birthday (i.e., on or after their first birthday).

WIC WISE 12/1/2019 When a foster child is now adopted and stays on WIC in the same family, what does one do in WW? Can they simply uncheck the foster box?

It depends on the situation. If the foster infant/child is the only infant/child in the record, uncheck the foster box on the Individual Information screen. If there are other foster children in the family, transfer the adoptee infant/child into a new or existing non-foster record.

WIC WISE 12/1/2019 What's a PCERT? (Saw it in a CBT). Follow up to pcert question: Will this be written and defined in policy?

PCERT is a priority initial certification appointment type, an initial certification for a priority applicant (appointment needed within 10 days). A CERT appointment is an initial certification for a nonpriority applicant (appointment needed within 20 days). PCERT and CERT are not functionally different; the system will generate a pop-up for pregnant individuals and migrants if the appointment exceeds 10 days regardless of whether PCERT or CERT was selected as the appointment type. Using PCERT is optional; there may be potential reporting benefits for its use in the future (i.e., specifically tracking missed prenatal PCERTs).

WIC WISE 12/1/2019 We cannot input Medi-Cal information for more than one ppt during cert or recert.

WIC WISE does allow MEDS verification of more than one person during a cert or recert. CDPH/WIC is currently working on a QRG about the MEDS interface. In the meantime, contact the Service Desk if unable to verify MEDS during a cert or recert.

WIC WISE 12/1/2019 If we mark a family on-site from Family Summary (not Daily Schedule), some agencies still experience that it really does not mark them on-site.

If the mark-on site function does not appear to be working correctly, please make screenshots and report the issue to the Service Desk.


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WIC WISE 12/1/2019 Can WIC WISE print the food balance in Spanish? WIC WISE can only print the food balance in English, and there are no plans at this time to change this. Participants who use the Spanish version of the WIC App will see their food balance in Spanish on the app.

WIC WISE 12/1/2019 Is there a way that the clerk role could have permission to extend 30 day cert period? This is often happening when the participant comes to check-in.

The 30-day extension button is on the Cert Action screen, and only CPAs have access to this screen.

WIC WISE 12/1/2019 How do we add our staff's name in the BF Support and Notes tab?

Currently staff names are not displaying correctly in the BF Support and Notes tab. Please monitor the Frequently Reported Issues List (FRIL) for any updates.

WIC WISE 12/1/2019 Can there be a TAAG on how to mark onsite/attend. We're learning that it impacts the auto dialer calling participants who were already marked onsite. Auto dialer is calling participants who already received the appointment.

CDPH/WIC is developing a mark-onsite video that Local Agencies can use for staff training. CDPH/WIC will notify Local Agencies when this video is available.

WIC WISE 1/1/2020 Is there a way to scan into WIC WISE a local agency developed or specialized Consent to Release Information form? This question is from Lundquist Institute WIC (formerly LA Biomed).

Yes, LAs are allowed to scan their own consent forms into WIC WISE. To do so, staff should select the local agency consent form option in the scanning dropdown.

WIC WISE 1/1/2020 Questions about growth charts: - Will the WIC WISE Program calculate the BMI and ht/wt or just ht/age and wt/age?- How many points will be on the graph (just the current one or a history through the certification processes)?- Will there be a growth chart available for Premature infants and VLBW infants that indicate weeks gestation and corrected for age?- Will prenatal growth charts be available ie underweight, normal, overweight and obese or a chart for those women who have had bariatric surgery and are pregnant?

Growth chart functionality is currently a work in progress, and staff training is under consideration.


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WIC WISE 1/1/2020 Regarding Food Packages and WIC WISE, since it is individually rx’d , would it be possible to have underweight children over the age of 2 be offered Whole Milk or reduced fat milk instead of just 1% milk with this underweight risk criteria if the parent chooses; it works now for the overweight child from age 1-2 rx’d whole milk but reduced fat milk can be made available.

No, whole milk is not available to any participant over the age of two in California. There are other WIC food options that can help increase the caloric intake.

WIC WISE 1/1/2020 With newborn enrollments, can we double issue if we recertify mom at the same appointment? Can EI04/GI04 be done at Month 3 if they come back if we double-issue?

EI04/GI04 cannot be done at month 3. EI04/GI04 – Early Infancy: Understanding Your Baby’s Cues is for postpartum women and their infants, birth to 6 weeks of age, regardless of infant feeding choice. The purpose of this class is to educate parents about normal baby behavior which has shown to result in increased exclusive breastfeeding, decreased formula usage by WIC participants and less overfeeding. When parents understand their baby’s cues, they feel more confident in caring for their newborn. Month 3 for baby behavior education is too late. EI04/GI04 is designed to be done in the first 6 weeks at the infant enrollment/mom recertification. Please refer to Participant Education Materials for Early Infancy: Understanding Your Baby’s Cues.

WIC WISE 1/1/2020 If a ppt is found to be over-income in the middle of the cert, are we supposed to utilize the "No Longer Eligible" benefits letter?

Currently, the wrong form pops-up in WIC WISE. Do not print or give that form to participants. Staff must go to the Communications screen to generate the correct form (NOA During WIC Certification Period). To access the form, go to Miscellaneous > Communications > Documents > Generate.

WIC WISE 1/1/2020 If you generate the form for the wrong family member, does it make any difference?

Staff should “Remove” the form from the incorrect participant (only possible on the same day), toggle to the correct participant, and generate the form again. If it is not the same day that the form was generated, staff must write a brief explanation in a General note.

WIC WISE 1/1/2020 Instead of printing the forms from WIC WISE, can staff give pre-printed forms to the participant?

Staff can give a filled-out pre-printed form to the participant instead of printing the form from WIC WISE. However, staff should still generate the form in WIC WISE and obtain an e-signature so that there is a record that the form was provided and signed. Scanning the pre-printed form into WIC WISE would only be necessary in situations when there is downtime or the mouse pen/signature pad is not working.


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WIC WISE 1/1/2020 Any promising updates on the Nutrition Master Plan or Nutrition Education Plans in WIC WISE?

Please refer to the Frequently Reported Issues List (FRIL) for updates on defects.

WIC WISE 1/1/2020 Has there been any discussion on staff competency and what to expect after being on WIC WISE for more than 4 months? What if some staff are still not getting it? What is the agency's recourse?

Local agencies are responsible for handling personnel performance concerns. It is the local agency's responsibility to monitor and assess staff competency and provide training opportunities (per LA internal policies) to staff who may require more WIC WISE support. There are Post Go Live WIC WISE ILT opportunities for staff who may benefit from additional training. For more information about these training opportunities, local agencies should contact their NC/CM.

WIC WISE 1/1/2020 What are the proper steps to void & reissue part of a package? (We haven't seen these steps in the QRGs) For example, a participant only wants to exchange the milk from regular to soy milk but has also used some of their current benefits. Two ways it could be done is 1.) reissue a full correctly tailored package on top of the original and then void according to previously used benefits or 2.) Tailor a food package down to only the correct milk and issue on top of the original package, only voiding the incorrect milk. (This requires adding an additional full food prescription for future months) What would be the correct process to follow?

Please see WIC WIN-12-27-19 #121 "New and Updated/WIC Card/WIC WISE Resources". There are three videos on voiding that cover the following topics: - Formula Exchange - BF Status Change- Food Package Change (addresses milk exchange)

WIC WISE 1/1/2020 How did other agencies identify if a client was a PC client when they first went live? Where can we document on WIC MIS so we can identify her as a PC? Are we allowed to write on the WIC WISE card or put a sticker after their 1st visit?

Please see the Breastfeeding Peer Counselor BFPC Program Documentation of Participation Job Aid. Some suggestions from other agencies include: Sacramento County - You can place an Other hold "O" in Legacy MIS with a message of "PC Name". This would show up as an alert in WIC WISE post go-live. All holds appear in the ALERTS post go-live. North County Health Services - Our Peer Counselors entered the WIC WISE files of their PC Moms and added an "alert" with "PC (PC Name)". That way when staff enter that file they know right away they are a PC mom. Ampla Health - We use the ALERT so that each participant's PC name pops up when you open their file.


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WIC WISE 1/1/2020 When a participant transfers from an agency that has gone live, to an agency that hasn’t, what should we do with their WIC card?

Local agencies should assess whether to void any issued benefits on the card. A participant is only allowed to receive one set of benefits per month, either on vouchers or on the card. Local agencies should allow the participant to keep their WIC Card. The WIC Card does not have to be shredded or destroyed. Once the receiving agency goes live, staff can use the participant's WIC Card to locate the participant's WIC WISE record, and benefits can continue to be issued using the same card.

WIC WISE 1/1/2020 Are there scheduling sample templates to view for those waves that have not gone live?

This information will be covered during the Scheduling Workshop. In the meantime, ask your Implementation Lead for examples.

WIC WISE 1/1/2020 How often would the password need to be updated? Right now it's every 6 months.

The password needs to be changed every 90 days. Staff will receive an email alerting them 7 days, 3, days, and 1 day before their current password expires.

WIC WISE 2/18/20 What is the purpose of the "Remove All" button on the onsite list?

The purpose of the "Remove All" button is to remove all remaining participants from the on-site list in the event that the participants are no longer on-site. For example, this could be used at the end of the business day if the onsite list is still displaying individuals who have already completed their appointment.

WIC WISE 2/18/20 Are the expectations for what to write in the Care Plan drastically different from the previous guidelines for the INEP? Staff are really needing more guidance in this area. We are hesitant to do additional training with specific requirements since we have not received specific guidance from CDPH WIC. If there are major differences, are guidelines/training being developed?

The expectations for the assessment and goal pieces of the INEP/Care Plan have not changed. The assessment section should briefly summarize what was discussed with the participant and what education staff provided. The use of the follow-up portion is new. The broad intent of the follow-up note is to document the new assessment completed at the mid-cert or individual appointment. Follow-up on the goal is also required when completing a follow-up note. CDPH/WIC will be working on a Care Plan training for local agencies. A short explanation of Care Plan documentation may be found in LASS > eWIC tile > WIC Card/WIC WISE Webinar > Video Segment Library > Individual Care Plan.

WIC WISE 2/18/20 High Risk Files: In the past, we have always double documented when completing a high risk appointment at an individual appointment. For example if a Recert was completed and the child had a high risk, staff would double document SR & SH. Should we continue this practice in WIC WISE?

Yes, staff should still document the recertification and the high risk contact. Some local agencies add a local agency education topic called "Recert with RD" and in that case, only that one contact needs to be documented.


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WIC WISE 2/18/20 If we have a scenario where we enroll a woman as pregnant, she has a loss but does not return to be recertified as postpartum, and then comes back with a new pregnancy, does WIC WISE have the capability of recertifying her to reflect her new pregnancy (i.e. P to P) ? Or do we have to do something similar to what we did in WIC MIS, where we recertified to postpartum first, and then recertify the following month as pregnant?

WIC WISE does have the capability of recertifying a formerly pregnant woman into her new pregnancy, even if she had not been recertified as postpartum after the initial pregnancy. In other words, WIC WISE allows recertification directly from P to P.

WIC WISE 3/27/20 We were told in the WIC WISE ILT that if a participant wanted to exchange some milk for yogurt or cheese, because it is all dairy, we would be able to do this. For example, a participant wants less milk and more yogurt. Is this possible, and if so, how do we do it?

No, the user cannot adjust the amount of any food, including cheese/yogurt, any higher than the "Prescription Max (Units)" column.

WIC WISE 3/27/20 Having issues when an infant is recertified before their first birthday. For instance, it changed the infant from BF some to BF mostly, so the staff was only able to issue the mom 4 cans of formula (when she had previously been receiving 7 cans per month) for the last month before the child became a C1 category. Changing BF or NB packet to Child packet is not causing problems; changing from BF some or BF mostly to Child packet does. What should be done?

WIC WISE does not allow a BF status change on the same day as a cert or recert. In this situation, please call the Service Desk for a Tier 3 data fix. This is core functionality that CDPH/WIC is looking into changing as priorities permit.

WIC WISE 3/27/20 Are early recerts still allowed as they were in WIC MIS, ie recertify an infant to a child during the 11th month, C1 -> C2 in the 23d month?

Completing a recertification one month early to align family members is acceptable. However, there is no benefit to routinely doing recertifications early, as it only shortens the previous certification period.

WIC WISE 3/27/20 Do we have to ask the BF questions again at a BF Midcert for a postpartum participant?

No, the questions on the Breastfeeding screen do not have to be asked again at a mid-certification for a postpartum participant. The only questions that need to be asked for a mid-certification are the Nutrition screen questions for an infant mid-certification. Please follow the TAAGs.

WIC WISE 3/27/20 Can the WIC App be used as proof of ID? There are processes in WIC WISE that occur at the end of every day. These are often referred to as EOD (End of Day) processes.


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