Common use of Computer Maintenance Clause in Contracts

Computer Maintenance. The MIS is utilized for scheduling, client certifications/recertifications, nutrition education documentation, transfers, mid-year certifications/medical data updates, food benefit issuance, and reports. The system has various procedures that must be followed to maintain the system. A training manual and MIS demo site is available for new staff to review the basic functionality of the computer system to complete a certification and other key functions. The state WIC office should be contacted when new staff needs to complete this MIS training. Separation of duties and conflict of interest with issuing benefits is required under the Food and Nutrition Service, USDA Federal Regulation, 7 CFR 246.4 (a)(26)(i)(ii)(iii) to prevent fraud. Three situations are addressed in Separation of Duties and Conflict of Interest; they are as follows:  A clerk and a CPA must be present to avoid conflict of interest in determining eligibility for all certification criteria and issuance of food benefits for the same person.  An employee cannot certify or issue benefits to themselves, relatives, or close friends.  A list must be maintained by the local agency of WIC employees and relatives or dependents of WIC employees who are receiving WIC. To provide accountability and separation of duties, one staff will verify receipt of the eWIC Card stock shipment and a second will enter the card stock numbers into the INWIC. Measures must be taken to monitor the eWIC Card stock. The coordinator is responsible for ordering the card stock and knowing the amount needed for the agency. Data collection provides the basis upon which to evaluate WIC Program services. Because the reports generated from data collection procedures are used for Program evaluation, it is imperative that data entered into the computer system be accurate. A number of computer reports are provided by the MIS. Several reports are received only by the Indiana WIC Program. Reports are provided to each local WIC Coordinator for use in Program management. Through these reports the Coordinator can monitor enrollment (the number of individuals who were enrolled at any given time during the report month), participation (the number of persons who received food benefits for use during the report month), formula issuance, referral rates, and other Program trends or agency efficiency. The Indiana WIC Program Nutrition and Clinic Services staff and Vendor Management staff conduct biennial comprehensive reviews for local agencies. The reviews include an exit interview to review the findings found during the review with the appropriate local agency administrative staff. The local agency will be sent a letter detailing strengths and the current review findings/recommendations. The local agency will have 45 days to respond in writing with actions that have been/will be taken to implement the recommendations. The appropriate consultant will review the local agency response letter and provide a follow-up letter. Clients obtain their prescribed WIC food through a retail food delivery system. This system includes grocery stores and pharmacies. Pharmacies are needed to supply formula not available through food stores. Clients are provided a list of the authorized retail food stores that accept WIC benefits after they are certified. The stores must be authorized by the Indiana WIC Program in order to accept WIC benefits. WIC Coordinators or a designee must complete the following:  Establish three-year vendor agreements using the list of approved vendors provided by the Indiana WIC Program.  Assist vendors when needed with clarification on vendor policies and procedures for redeeming benefits.  Assist clients that experience difficulty using their benefits or finding special foods/formula.  Provide warning letters to vendors as directed by the Indiana WIC Program or upon discovery of violations in order to maintain program accountability and integrity.  Maintain and provide documentation on vendor activities for State review such as vendor agreements, letters or other communications to vendors.  Conduct vendor training in March and September using materials provided by the Indiana WIC Program. March training is optional for vendors. September training is required for vendors.  Conduct new-vendor training, pre-authorization visits, monitoring visits, and follow-up visits upon request from the Indiana WIC Program.  Respond to complaints from vendors and complaints about vendors by investigating the complaint to get both sides of the issue. Document complaints and action taken.  Forward requests for vendor supplies (door decals, shelf tags and food lists) to the Indiana WIC Program.  Notify the Indiana WIC Program immediately when there is a change in vendor status such as ownership change, store closed, store damaged by fire or weather, store name change etc.

Computer Maintenance. The MIS is utilized for scheduling, client certifications/recertifications, nutrition education documentation, transfers, mid-year certifications/medical data updates, food benefit issuance, and reports. The system has various procedures that must be followed to maintain the system. A training manual and MIS demo training site is available for new staff to review the basic functionality of the computer system system, to complete a certification certification, and other key functions. The state WIC office should be contacted when new staff needs to complete this MIS training. Separation of duties and conflict of interest with issuing benefits is required under the Food and Nutrition Service, USDA Federal Regulation, 7 CFR 246.4 (a)(26)(i)(ii)(iii) to prevent fraud. Three situations are addressed in Separation of Duties and Conflict of Interest; they are as follows:  • A clerk and a CPA must be present to avoid conflict of interest in performing intake and determining income eligibility for all certification criteria and issuance of food benefits in assessing medical and nutritional risk and providing nutrition counseling for the same person.  • An employee cannot certify or issue benefits to themselves, relatives, or close friends.  • A list must be maintained by the local agency of WIC employees and relatives or dependents of WIC employees who are receiving WIC. To provide accountability and separation of duties, one staff will verify receipt of the eWIC Card stock shipment and a second will enter the card stock numbers into the INWIC. Measures must be taken to monitor the eWIC Card stock. The coordinator is responsible for ordering the card stock and knowing the amount needed for the agency. Data collection provides the basis upon which to evaluate WIC Program services. Because the reports generated from data collection procedures are used for Program evaluation, it is imperative that data entered into the computer system be accurate. A number of computer reports are provided by the MIS. Several reports are received only by the Indiana WIC Program. Reports are provided to each local WIC Coordinator for use in Program management. Through these reports the Coordinator can monitor enrollment (the number of individuals who were enrolled at any given time during the report month), participation (the number of persons who received food benefits for use during the report month), formula issuance, referral rates, and other Program trends or agency efficiency. The Indiana WIC Program Nutrition and Clinic Services staff and Vendor Management staff conduct biennial comprehensive reviews for local agencies. The reviews include an exit interview to review the findings found during the review with the appropriate local agency administrative staff. The local agency will be sent a letter detailing strengths and the current review findings/recommendations. The local agency will have 45 days to respond in writing with actions that have been/will be taken to implement the recommendations. The appropriate consultant will review the local agency response letter and provide a follow-up letter. Clients obtain their prescribed WIC food through a retail food delivery system. This system includes grocery stores, pharmacy-only vendors, and grocery stores and with pharmacies. Pharmacies Pharmacy-only vendors are needed to supply infant formula and WIC eligible nutritionals not available through food stores. Clients are provided a list of the authorized retail food stores that accept WIC benefits after they are certified. The stores must be authorized by the Indiana WIC Program in order to accept WIC benefits. WIC Coordinators or a designee must complete the following:  • Establish three-year vendor agreements using the list of approved vendors provided by the Indiana WIC Program.  • Assist vendors when needed with clarification on vendor policies and procedures for redeeming benefits.  • Assist clients that experience difficulty using their benefits or finding special foods/formula.  Provide warning letters to vendors as directed by the Indiana WIC Program or upon discovery of violations in order to maintain program accountability and integrity.  • Maintain and provide documentation on vendor activities for State review such as vendor agreements, letters letters, or other communications to vendors.  • Conduct vendor training in March and September using materials provided by the Indiana WIC Program. March training is optional for vendors. September training is required for vendors.  • Conduct new-new vendor training, pre-authorization visits, monitoring visits, and follow-up visits upon request from the Indiana WIC Program.  • Respond to complaints from vendors and complaints about vendors by investigating the complaint to get both sides of the issue. Document complaints and action taken.  • Review Electronic Payment Processing Interface and Control (EPPIC) reports and document follow-up. • Maintain vendor records as directed by the Indiana WIC Program. • Forward requests for vendor supplies (door decals, decals and shelf tags and food liststags) to the Indiana WIC Program.  • Notify the Indiana WIC Program immediately when there is a change in vendor status such as ownership change, store closed, store damaged by fire or weather, store name change change, etc.

Computer Maintenance. The MIS is utilized for scheduling, client certifications/recertificationsre-certifications, nutrition education documentation, transfers, mid-year certifications/medical data updates, food benefit issuance, and reports. The system has various procedures that must be followed to maintain the system. A training manual and MIS demo training site is available for new staff to review the basic functionality of the computer system system, to complete a certification certification, and other key functions. The state WIC office should be contacted when new staff needs to complete this MIS training. The Local Agency is responsible for ensuring that all state-provided equipment is maintained in good working order. A comprehensive user agreement policy for all state- provided equipment and supplies can be found on SharePoint. Separation of duties and conflict of interest with issuing benefits is required under the Food and Nutrition Service, USDA Federal Regulation, 7 CFR 246.4 (a)(26)(i)(ii)(iii) to prevent fraud. Three situations are addressed in Separation of Duties and Conflict of Interest; they are as follows:  • A clerk and a CPA must be present to avoid conflict of interest in performing intake and determining income eligibility for all certification criteria and issuance of food benefits in assessing medical and nutritional risk and providing nutrition counseling for the same person.  • An employee cannot certify or issue benefits to themselves, relatives, or close friends.  • A list must be maintained by the local agency of WIC employees and relatives or dependents of WIC employees who are receiving WIC. To provide accountability and separation of duties, one staff will verify receipt of the eWIC Card stock shipment and a second will enter the card stock numbers into the INWIC. Measures must be taken to monitor the eWIC Card stock. The coordinator is responsible for ordering the card stock and knowing the amount needed for the agency. In addition, State WIC staff have access to MIS reports showing Certification appointments where Separation of Duties was not provided. These reports are available to WIC Coordinators and their designees. The reports are to be retained for review during the local agency’s onsite comprehensive clinic review, completed biennially. The State of Indiana WIC has a policy addressing Separation of Duties in the Management Chapter of the policy manual. Data collection provides the basis upon which to evaluate WIC Program services. Because the reports generated from data collection procedures are used for Program evaluation, it is imperative that data entered into the computer system be accurate. A number of Several computer reports are provided by the MIS. Several reports are received only by the Indiana WIC Program. Reports are provided to each local WIC Coordinator for use in Program management. Through these reports the Coordinator can monitor enrollment (the number of individuals who were enrolled at any given time during the report month), participation (the number of persons who received food benefits for use during the report month), formula issuance, referral rates, breastfeeding rates, and other Program trends or agency efficiencytrends. The Indiana WIC Program Nutrition and Clinic Services staff staff, Breastfeeding Staff, and Vendor Management staff conduct biennial comprehensive reviews for local agencies. The reviews include an exit interview to review the findings found during the review with the appropriate local agency administrative staff. The local agency will be sent the review findings and corrective actions, including staff training needs, along with a letter detailing strengths summarizing the trainings and the current review findings/recommendationspost training observation and tracking needs. The local agency will have 45 60 (sixty) days to respond in writing with actions that have been/will be taken to implement the recommendationscorrective actions. The appropriate consultant will review the local agency response letter and provide a follow-follow- up letter. Clients obtain their prescribed WIC food through a retail food delivery system. This system includes grocery stores, pharmacy-only vendors, grocery stores with pharmacies, and pharmaciesdirect shipment of WEN/Infant formula. Pharmacies Pharmacy-only vendors are needed to supply infant formula and WIC eligible nutritio nals not available through food stores. Clients are provided a list of the authorized retail food stores that accept WIC benefits after they are certified. The stores must be authorized by the Indiana WIC Program in order to accept WIC benefits. WIC Coordinators or a designee must complete the following:  • Establish three-year 3 (three)-year vendor agreements using the list of approved vendors provided by the Indiana WIC Program.  • Assist vendors when needed with clarification on vendor policies and procedures for redeeming benefits.  • Assist clients that experience difficulty have trouble using their benefits or finding special foods/formula.  Provide warning letters to vendors as directed by the Indiana WIC Program or upon discovery of violations in order to maintain program accountability and integrity.  • Maintain and provide documentation on vendor activities for State review such as vendor agreements, letters letters, or other communications to vendors.  • Conduct vendor training annually in March and September using materials provided by the Indiana WIC Program. March training is optional for vendors. The September training is required for vendors.  Conduct newmandatory and requires all WIC-vendor training, pre-authorization visits, monitoring visits, and follow-up visits upon request from the Indiana WIC Program.  Respond to complaints from approved vendors and complaints about vendors by investigating the complaint to get both sides of the issue. Document complaints and action taken.  Forward requests for vendor supplies (door decals, shelf tags and food lists) to the Indiana WIC Program.  Notify the Indiana WIC Program immediately when there is a change in vendor status such as ownership change, store closed, store damaged by fire or weather, store name change etcattendance.