J U L Y 1 9,

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1 J U L Y 1 9,

2 WE RE GOING TO Introductions Background Building TXIN Training Demo Q&A

3 Introductions

4 WHO ARE YOU? Raise your hand if you are a Clerk Peer Counselor Nutritionist Registered Dietitian Lactation Consultant WIC Director

5 WHO ARE WE? State Agency Candace Stohs-Krause TXIN Communications Manager Karen Featherston MIS Project Manager Dinorah Kline MIS Engagement Manager Marissa Acosta EBT Engagement Manager Microsoft / Vexcel: MIS Vendor Michelle Newton Senior Program Manager Verdtek: Training Vendor Dr. Katherine Miles-Finch Training Lead

6 QUESTIONS? ANYBODY, BUELLER? Please save your questions until the end of each section! We ve also reserved ~20 minutes at the end of the entire session for a general Q&A.

7 IMP. ABBREVS MIS (Management Information System) + EBT (Electronic Benefits Transfer) = (TX Integrated Network)

8 SUMMARY An Integrated Network

9 TO THE CLOUD! Step 1 Participant Visits Clinic Mosaic System MIS EBT State and Agency Workers Help Desk Step 2 Participant Receives Benefits Step 3 Participant Redeems Benefits WIC Vendors Financial Institutes

10 Background

HISTORY 1995 -- TX-WIN (current MS-DOS system) is implemented statewide.

2003 -- Food and Nutrition Services (FNS) designates a competitive funding process for

11 HISTORY TX-WIN (current MS-DOS system) is implemented statewide. Today, it operates in almost 600 clinics Food and Nutrition Services (FNS) designates a competitive funding process for states to implement new, web-based, WIC information systems Colorado, Utah, and Wyoming use an FNS tech grant to form the Mountain Plains States Consortium.

2005-2015 -- North Carolina, Alabama, Virginia, and West Virginia use an FNS tech grant to form

2006 -- Texas applies to FNS and is granted almost $40 million to implement a new system.

12 North Carolina, Alabama, Virginia, and West Virginia use an FNS tech grant to form the Crossroads Consortium Texas applies to FNS and is granted almost $40 million to implement a new system We join forces with WIC leaders from Louisiana, New Mexico, and two tribal organizations to create an integrated network across the region: the WIC Mosaic Project.

13 May Vexcel, a wholly-owned subsidiary of Microsoft, and Solutran, an EBT services vendor, win the contracts to build Mosaic. System End Users Software Development EBT Claims Processing Helpdesk & Training State & Tribal WIC Agencies LA, NM, TX, Pueblo of Isleta, Cherokee Nation Vexcel a Microsoft Company Solutran EBT Services Verdtek November Texas EBT claims processing transfers to Solutran. By February, all grocery vendors have 100% cut over to the new system.

14 TO THE FUTURE July We re more than 60% done with development of the new system, and are focusing on complex workflows like formula exchange. October Training and rollout schedule will be finalized. January The system will be completed. February-April Final testing will take place to make sure absolutely everything is working the way it s supposed to.

AND BEYOND! June 01, 2017 -- The pilot agencies start to roll out TXIN! Oct. 2017 March 2018 -- TXIN will roll out to all of Texas. Dec.

15 AND BEYOND! June 01, The pilot agencies start to roll out TXIN! Oct March TXIN will roll out to all of Texas. Dec. 1, New Mexico s pilot LA will go live. April NMSOL will roll out to all of New Mexico. June 01, Louisiana s pilot LA will go live. Oct LaWIN will roll out to all of Louisiana.

experts Engagement managers Software testers Directors

16 BEHIND THE SCENES: TXIN TEAM Project managers Communications IT Developers EBT leads Analysts Policy experts Engagement managers Software testers Directors Reporting leads Vendor liaisons Change managers Tech writers More!

17 TXIN DIRECTOR LIAISONS Bertha Amaya (LA 33, El Paso) Margaret Payton (LA 100, Amarillo) Donna Sundstrom (LA 1, Austin) Linda Fillinger (LA 64, Hondo) Clinic representatives who are attending our design and development iteration workshops, in addition to other users and experts from both the State and Local Agencies.

PILOT LOCAL AGENCIES LA 01: Austin/Travis County Health & Human Services (Bastrop and Travis Counties) LA 42: Williamson County (Williamson County) LA 43:

18 PILOT LOCAL AGENCIES LA 01: Austin/Travis County Health & Human Services (Bastrop and Travis Counties) LA 42: Williamson County (Williamson County) LA 43: Community Health Centers of South Central Texas (Gonzales and Lavaca Counties) LA 48: Harris County Public Health & Environmental Services (Harris County)

19 Building TXIN

20 Cherokee Nation EBT: Cards since 2009 MIS: Since 1999 THE OLD WORLD Texas EBT: 2009 MIS: 1995 Louisiana EBT: Paper vouchers MIS: 2006

21 A WHOLE NEW WORLD Added Functionality Inventory management Growth chart creation and editing Quick and easy client transfer Integrated scheduling tool Texting reminders to participants Real-time dual participation checks

22 WHAT DOES THIS MEAN? Integrated functionality Fewer computers, forms, files and printers A LOT MORE SPACE!

27 Improved Design (Virtually) Paperless! Vastly improved reporting Web-based Minimized downtime due to disaster Reduced wait period for lost or stolen card NO MORE BIG FILE CABINETS!

28 Improved Design (Virtually) Paperless! Vastly improved reporting Web-based Minimized downtime due to disaster Reduced wait period for lost or stolen card

30 Improved Design (Virtually) Paperless! Vastly improved reporting Web-based Minimized downtime due to disaster Reduced wait period for lost or stolen card

CLINICAL FOCUS TXIN team led by WIC staff with clinical backgrounds Many vendor staff have previous WIC experience Current local agency directors heavily

31 CLINICAL FOCUS TXIN team led by WIC staff with clinical backgrounds Many vendor staff have previous WIC experience Current local agency directors heavily involved in advisory capacity Focus is on real-life workflows minimizing current system pain points and increasing efficiency for clinic staff and participants

32 CH-CH-CH-CHANGES TXIN is bringing a lot of change that will affect everyone participants, State Agency staff, and Local Agency staff. Computers Internet Connectivity Helpdesk Services Currently Now Future The State purchases equipment and ships it to the LAs. Most LAs (but not all) have some internet connectivity. The State office provides all helpdesk and IT services to LAs. The State is purchasing computers one last time in FY2017, based on orders from Feb LAs need to begin procuring internet. LAs should start planning for the added IT services they will need starting Fall LAs will purchase their own equipment and submit for reimbursement to the State. All clinics will need to have connectivity to run TXIN. Helpdesk services for TXIN will be provided by Verdtek. IT services will be provided by the LA's IT staff / parent agency.

33 THE ITERATIVE DEVELOPMENT MODEL

34 EXAMPLE: TESTING Now: Volunteer testers from each of the Mosaic partner state agencies, the Texas pilot agencies, and the Liaison agencies are creating and entering test cases and sample data so they can pre-test the system. Later: As they notice bugs and errors, they ll submit feedback to the TXIN testing leads, who will gather the feedback to share with Vexcel, so they can make changes to the system.

35 WHY THE ITERATION MODEL? Real-Time Development: Benefits: 1. The team designs, develops, and demos the system. 2. They get feedback. 3. They modify the design, develop it, and demo it again. Adaptable; easier to make changes now rather than later Allows for flexibility and changes without increased cost or increased time Just-in-time approach

MORE EXPLANATION Metaphorical Example: No cell phones or email

Conventional Model: Letters faxes Iteration Model: Letters texts

If we used standards from 2015, they d already be out of date

36 MORE EXPLANATION Metaphorical Example: No cell phones or -- had to send certification verification letters via snail mail. Conventional Model: Letters faxes Iteration Model: Letters texts Standards Change. Often. If we used standards from 2015, they d already be out of date when we go live in Using iteration, we stay on top of changes and incorporate them into the system.

37 WHERE WE ARE

38 LOOKING AHEAD

39 Training Dr. Katherine Miles-Finch

40 BACKGROUND Adult learning principles Pedagogical scholarship Clinic observations Dates 21 visits from June 2015 to March 2016 Vendors Microsoft/Vexcel and Verdtek Locations 9 LAs, 17 sites Types Sizes 11 Permanent, 4 Admin/permanent, 2 Satellite 6 Large, 9 Medium, 2 Small Demographics 5 Rural, 12 Urban

41 LOGISTICS Modular design 5 days of training the week before your clinics roll out with TXIN 25 trainees : 1 trainer Role-based tracks: Clerical Clinical Administrative Cross-training opportunities

individual scenario-based practice Individual: trainees learn

42 PEDAGOGY Bloom s Taxonomy Hands-on, experiential Everyone will have a loaner laptop to use for training Collaborative & individual scenario-based practice Individual: trainees learn specific workflows Collaborative: trainees troubleshoot together Active engagement

TRAINING & ROLLOUT SCHEDULE Will be finalized by October 2016.

43 TRAINING & ROLLOUT SCHEDULE Will be finalized by October Give LAs a year of prep and planning Take into account location, staff counts, willingness to travel, and regional resource availability Plan around holidays and equipment transfer time

44 *Demo* Michelle Newton

45 CURRENT SYSTEM Family Profile (part 1)

46 CURRENT SYSTEM Family Profile (part 2)

47 NEW SYSTEM PREVIEW Family Profile *Subject to minor changes

48 CURRENT SYSTEM Infant Participant Profile (part 1)

49 CURRENT SYSTEM Infant Participant Profile (part 2)

50 NEW SYSTEM PREVIEW: Infant Participant Profile *Subject to minor changes

51 DEMO

52 Questions?

53 Q&A PROTOCOL Speak loudly, please! Walk up to the mic and state your name, role, and question. 1 question per person, please. Think of a question later? Don t feel comfortable asking it in a crowd? Send it to the TXIN Mailbox TXIN@DSHS.TEXAS.GOV

STAFF ROLES. To assure all program related activities are completed.

STAFF ROLES. To assure all program related activities are completed. SECTION 4.4 STAFF ROLES Staff employed by the WIC Program may function in many capacities to provide services to participants and fulfill management responsibilities. In small local agencies these functions