HuBERT Pre-Defined
Reports Overview
The purpose of this guidance is to provide a general overview of pre-defined reports. These reports
are found within the HuBERT Reports Environment and the Filezilla/File Transfer Protocol (FTP) site.
For reports users, on-line training for reports (Session 9) is recommended:
www.health.state.mn.us/divs/fh/wic/localagency/infosystem/hubert/training/sessions/.
Accessing HuBERT Reports is described in a separate document.
The contractor recertified many reports (assuring the reports work as designed and provide accurate
data) as part of a quality assurance process. Only the pre-defined reports that have been recertified
or that have been specially created for HuBERT after 2011 with the help of other states are included in
this document.
Pre-defined HuBERT reports are those that are part of the WIC HuBERT application, and are not adhoc reports. These pre-defined reports can be found in two locations:
Reports Environment Module(s) – The HuBERT application via the Clinic or State Office Reports
Environment reports are available here. Information is copied from the live production
database nightly, so the information is on a 12-hour delay
FileZilla (FTP site) - Reports found here provide end of the month (EOM) totals and are found on
the FTP site. Monthly data does not change.
Some reports are found in both locations.
This document is organized into three tables. These explain the different types of re-certified HuBERT
reports that are available:
1)
Reports working as designed and recommended for use These have been recertified by the
contractor and thoroughly reviewed and evaluated by MDH WIC staff.. Pre-defined Reports
Guidance is posted to the website for these reports on the HuBERT “Pre-defined” Report Guidance
Documents page of the MDH WIC website.
2)
Reports that are working as designed. Due to the shared nature of the HuBERT/SPIRIT
application, these reports may be used by other states and are available in the HuBERT application.
However, MDH staff have reviewed them and believe there may be parts of the report that could
be hard to understand. These reports should be used with caution. Other reports or ad-hoc queries
may offer greater program understanding.
3)
Reports that MDH staff do not recommend for use in Minnesota WIC programs. Similar to the
reports in part 2 above, these reports are hard to understand, and/or may under- or over-state
participants’ needs, and information is more clear on another report. An alternate report is
identified, and the reason MDH does not support using this report is included.
HuBERT Reports Overview
October 22, 2014
page 1 of 7
HuBERT REPORTS OVERVIEW
1) Reports working as designed and recommended for use are listed in the following table, with a link
to Reports Guidance provided below the report name;.
1) Report Name
Benefit Pick Up
Report/Letters 1
Pre-defined Report
Guidance
Breastfeeding Duration –
No Longer Breastfeeding
Pre-defined Report
Guidance for Healthy
People version
Pre-defined Report
Guidance for Standard
version
Certification Due
Report/Letters 1
Pre-defined Report
Guidance
Formula Issued - Local
Agency Breakdown
Pre-defined Report
Guidance
HuBERT Reports Overview
Description
Shows a summary of participants that missed
picking up benefits or are due for Benefit pick up
during the specified date range.
Report option: Lists name and address of
Authorized Representative, Household ID, State
WIC ID, WIC Category, Cert End Date, last check
LDTU, & Terminated date & reason, if applicable.
Letter option: Prints household level letters that
informs them that they can still pick up checks.
See HuBERT Hints, May 2011 #1
Displays counts of 14-24 month olds who are no
longer breastfeeding and their age at which
they stopped. Users can select a month and
year from no later than 24 months ago, to the
last EOM run. Summary or Detail reports are
available in .xls or pdf format.
Healthy People (Use to compare
agency’s rates to local and state goals,
and national Healthy People objectives;
includes 1 day to 12+ months BF;
participants with BF duration of ≥ 1 month
may be counted in multiple categories if
BF longer than 1 month)
• Standard (Use to follow cessation trends
over time - run and save this report every
month; includes 1 day to 15+ months BF;
participants are counted in one
category only)
Reports: Summary or Detail Certification Due
reports are available, starting with today’s date.
“Summary” counts the number by clinic for each
WIC Type. “Detail” prints a listing of certifications
due for a selected date range by date.
Found in
Reports
Environment
Module(s):
Found in
Local Agency
FTP site
(FileZilla)
Clinic
NA
State
Office;
Clinic
Stateeom
(detail for
“all” as of the
EOM run –
pdf only)
Clinic
NA
NA
MN Reports
folder
(starting
November
2011)
•
This report is run during the End-of-Month
(EOM) process. It displays all formulas issued by
an agency for a specific report month and
the number of participants who received
each formula. Available in .xls.
October 22, 2014
page 2 of 7
1) Report Name
Formula Issued - State
Summary
Pre-defined Report
Guidance
Initial Contacts Report
Pre-defined Report
Guidance
Initial and Closeout
Participation by Clinic,
Agency and Grantee
Report
Pre-defined Report
Guidance
Mid-Certification
Assessment
Pre-defined Report
Guidance
Participants for Chart
Audit Report
Predefined Report
Guidance
Participation vs.
Enrollment Monthly
Pre-defined Report
Guidance
Reported Participation
Monthly (by priority)
Pre-defined Report
Guidance
Summary Statistics Report
– Breastfeeding
Pre-defined Report
Guidance
HuBERT Reports Overview
Description
This report is run during the End-of-Month
(EOM) process. It displays all formulas issued
for the state for a specific report month and
the number of participants who received
each formula. Available in .xls.
Displays a list of participants who have an initial
contact date during the time period selected.
Found in
Reports
Environment
Module(s):
NA
Found in
Local Agency
FTP site
(FileZilla)
MN Reports
folder
(starting
November
2011)
Clinic;
State Office
NA
Recommended to use for firm participation
counts. Counts participants by grantee, Local
Agency and clinic. Tracks changes in counts
between Initial and Closeout reporting periods.
Closeout is two months after Initial.
State Office
MN Reports
folder (after
August 2011
EOM)
Lists participants who have a Mid-Certification
Assessment (MCA) due date within the specified
date range, up through the previous day.
Choose to report All, Due, Missed and
Completed MCAs. (The State Office version
creates only the lengthy report displaying all
MCAs.)
Clinic and
State Office
NA
Lists randomly-selected participants who
completed a certification during a specified FFY
State Office
NA
Displays the Numbers of Participants that
received benefits versus the number Enrolled
(potential to pick up benefits) and Percent
participation rate for a rolling three months (the
selected and previous two months). It counts by
WIC Types. (Feb 2014: breastfeeding amounts
added.)
Clinic,
State Office
NA
State Office
Optional
Caseload
Reports
Folder
NA
MN Reports
folder (When
BF Stopped
added in
March, 2012)
A month-by-month count of participation. This
report is grouped by priorities for each WIC Type
and breastfeeding amount.
BF Initiation and Duration (BF Ever for Infants &
Children < 24 months and for Infants & Children in
3rd month of life; BF Ever and Currently Breastfed
for Infants & Children < 24 months and for Infants
in 3rd month of life); and When Breastfeeding
Stopped (among Infants In 3rd Month Of Life,
who were Ever BF)
October 22, 2014
page 3 of 7
1) Report Name
Summary Statistics Report
(formerly known as
Summary Statistics Report
– Supplemental)
Pre-defined Report
Guidance
Unduplicated Reported
Participation – BF Amt &
Ethnicity/Race (Calendar
Year)
Pre-defined Report
Guidance
Weight Status of Women
and Children Greater
than 2 (BMI Report)
Pre-defined Report
Guidance
Year-to-Date Participation
and Outlays
Pre-Defined Report
Guidance
Description
Provides an income profile, an infants/children
risk factor profile and a women risk factor profile
for those participants in a valid certification and
who received benefits during the report month.
Note: The percentages in the infant/child risk
factor profile were calculated correctly starting
in the EOM run for June 2012. (Numbers were
correct, but percents were not being calculated
correctly for risk factors applicable only to
specific subsets of child age groups. For
example, risk factor 113 was only available to
children 2-5 years old but the total was being
divided by all children and not just children
between the ages of 2-5.)
Provides a snapshot of the year-to-date monthly
report by calendar year. Counts unduplicated
participation by:
• WIC Type
• Breastfeeding Amount
• Ethnicity and race
The report provides counts and totals for each
clinic, local agency, grantee, and the state.
Some race descriptions are truncated. See list of
Ethnicity/Race codes for full definitions.
Note: This report only counts participants one
time, and at the first local agency in which they
were certified, even if they move to another
local agency.
Monthly report of weight status by category:
underweight, normal, overweight or obese
available as pdf.
Use this report to monitor monthly participation.
This report displays month-and year-to-date
counts of participation and total outlays, for WIC
Categories and totals. (“Outlays” are food costs,
or total disbursements after benefits have been
redeemed.) Participation counts are current as
of the date of the report. The State Office
Module displays current participation, as of the
previous night.
See HuBERT Hints, May 2011 #1
Found in
Reports
Environment
Module(s):
Found in
Local Agency
FTP site
(FileZilla)
NA
MN Reports
folder
State Office
NA
NA
Optional
Nutrition
Reports folder
(starting in
June, 2012)
State Office
NA
Caution! Printing letters sends an automated print job to your printer and prints one letter for each and every
household in the list. You are unable to cancel this print job!
1
2
Also available in CAS Module as Ineligibility Summary Report – Ability to run by Clinic site.
HuBERT Reports Overview
October 22, 2014
page 4 of 7
2) Reports that are working as designed, Due to the shared nature of the HuBERT/SPIRIT application,
other states may use these and so they are listed in the HuBERT application. However, MDH staff have
reviewed these reports and believe that there may be parts of the report that could be hard to
understand. Use these reports with caution. Other reports or ad-hoc queries may offer greater
program understanding.
2) Report Name
Agency Check Audit
Caseload Assigned
Comparison - Reported
Participation
Clinic Activity
Comparison of Prenatal
and Postpartum
Certification Report
Dual Enrollment
Enrollees by Age and
Race/Ethnicity
Formula Compliance
HuBERT Reports Overview
Description
For auditors’ use. Lists all checks issued or voided
at the local agency specified and the
participants issued these checks in the time
frame specified. Only available to save to Excel.
Provides two files that include cert start date,
issue date, and staff id – 1) each check (“Detail”)
and 2) participants that received a check during
the time frame (“Summary”).
See HuBERT Hints, May 2011 #1
A month-by-month count and % of participants
by priority who received WIC benefits during
each month. (Minnesota does not assign
caseload so all figures involving caseload
assignment display 0%.)
Monthly and yearly total count of benefit
issuance, new/subsequent certifications,
education contacts, terminations, actual
participation, and transfers in/out.
(When pseudo-certs are created, they are
counted in the total number of recertifications.)
Provides the number and percent of women
certified as postpartum breastfeeding and nonbreastfeeding during the quarterly or yearly
reported period. The totals are based on
whether the participant was on WIC while
pregnant. Can select Agency, State or All.
Lists potential duplicate enrollees.
An analysis of enrollees who are eligible to
receive food instruments within a valid
certification period. Individual agency
summaries and the state summary will be
printed. The report is broken down by age
groups and cross-referenced with self-identified
race/ethnicity.
For each clinic, lists the number of infant and
children participants redeeming food instruments
containing formula issued for the reported
closeout month. It compares the number of
participants with contract, non-contract or
special formula types with breakdowns by
formulation (milk/soy) and form
(powder/concentrate/ready-to-use).
Special/Medical formulas that are not clearly
soy-based only are classified as milk-based in this
report. “Non-contract” will be blank for MN.
October 22, 2014
Found in
Reports
Environment
Module(s):
Found in
Local Agency
FTP site
(FileZilla)
State Office
NA
State Office
NA
State Office
NA
State Office
NA
State Office
NA
State Office
Optional
Caseload
Reports folder
State Office
Optional
Nutrition
Reports folder
page 5 of 7
2) Report Name
Formula Usage
Income Eligibility Report
Kept vs. Missed
Appointments Summary
List of Dual Participation
Cases
Migrant Enrollment
Migrant Participation
Non-Participation Reason
by WIC Category 2
Participant High Risk
Report
Participation by
Priority/Category/Ethnicity
Group
Pending Certifications
Report
Unduplicated Enrollment Federal Fiscal Year
HuBERT Reports Overview
Description
Reports formula issuance and redemption with
option to report detail with participant name
and address. Can run by WIC Status and all
formulas or a specific formula.
Counts participants in a valid certification when
the report is run, who have reported income.
Breaks by 100% (= Federal poverty line), 101125%, 126-175%, 176-185%, 186-250%, >250% for
each WIC type, with totals for each clinic,
agency and state.
A ratio of kept to missed appointments by each
appointment type, for all appointments and for
confirmed appointments. Presented for each
clinic and in total for the local agency.
Lists participants who meet selection criteria that
indicate there is a possibility of food instruments
being redeemed from multiple clinics by the
same participant using different State WIC IDs.
Counts migrants enrolled in the WIC Program
during the reported month by their priority and
WIC Category. Race/Ethnicity counts are
displayed within each priority and WIC
Category. (This report reflects the current
race/ethnicity categories)
Counts migrants issued benefits from the WIC
program during the reported month. Counts are
totaled by Priority, Race and Ethnicity and for
each WIC Category. (This report reflects the
current race/ethnicity categories)
Count of Termination Reasons by WIC Category.
Totals are presented for each Term Reason and
each WIC Category.
Lists certified participants by State WIC ID, with a
high risk flag, grouped by those with and without
appointments, for the agency and clinic(s)
selected. It displays the State WIC ID, name and
contact information, WIC Category, Date of
Birth, Last Appointment type and date if
available, Certification period and risk factors.
A month-by-month count of participation by
WIC Type, and by self-reported ethnicity and
race. (This report does not reflect the current
race/ethnicity categories.)
Lists contact information for each participant
and reason for incomplete certification or if
eligibility proof is pending. (ID, Income or
Residency)
Monthly unduplicated count of enrollment for
Federal fiscal year (October – September).
October 22, 2014
Found in
Reports
Environment
Module(s):
Found in
Local Agency
FTP site
(FileZilla)
State Office
NA
State Office
NA
Clinic
NA
State Office
NA
State Office
NA
State Office
NA
State Office
NA
Clinic,
State Office
NA
State Office
NA
Clinic
NA
State Office
Optional
Caseload
Reports folder
page 6 of 7
2) Report Name
Upcoming Appointments
Upcoming High Risk
Appointments
Description
Lists each Time, State WIC ID, Household ID,
Name, Appointment type, Telephone number
and if an Interpreter is needed. Option to group
by resource.
Run by resource and lists Time, State WIC ID,
Household ID, Name, appointment type,
telephone and if an interpreter is needed.
Found in
Reports
Environment
Module(s):
Found in
Local Agency
FTP site
(FileZilla)
Clinic
NA
Clinic
NA
3) Reports that MDH staff do not recommend for use in Minnesota WIC programs are listed in the
following table. As noted above, other states may use these reports, and they appear in the Reports
applications. However, these reports may be difficult to understand, and/or may under- or over-state
participant interactions. Another report or query that may offer more actionable information is listed,
along with a reason why the MDH does not support using this report.
3) Report Name
Breastfeeding Duration – Currently Breastfeeding
(Standard or Healthy People Version)
Initial Certification Processing Standards Report
Medical Prescription Expiration Date – Formula
Medical Prescription Expiration Date - Non-Formula
Staff Activity Report
Alternate report and MDH issue
Use Summary Statistics Breastfeeding Report instead of
these.
Shows a snapshot of WIC Breastfeeding duration
measures among participants who are currently
breastfeeding with dates of birth within the months and
years selected (selections allowed will include from those
in the last EOM run, up to 24 months before the current
calendar month)
Use Initial Contacts Report instead of this.
Prints a list of applicants by selected WIC categories that
were scheduled to attend an initial certification
appointment during a specified date range for one
agency. If participants have multiple initial certification
appointments, they appear multiple times on the reports.
This report only displays applicants that have been
scheduled an appointment using the system-defined
appointment type of INITIAL CERTIFICATION.
Use Infoview Food and Formula reports instead of this.
If participants have multiple prescriptions, they appear
multiple times on the reports.
Use Infoview Food and Formula reports instead of this.
If participants have multiple prescriptions, they appear
multiple times on the reports.
Use Infoview Staff Management, Staff & Clinic Productivity
Report instead of this.
The Staff Activity report does not count as expected, and
it appears that items in some columns are not being
counted at all.
For more information, contact the
Minnesota Department of Health WIC Program Ph: 1-800-657-3942.
HuBERT Reports Overview
October 22, 2014
page 7 of 7