Participation Reports
HuBERT Report Name: Participation vs. Enrollment Monthly
Report Topics: Participation, Enrollment
Frequency:
Monthly
Access/Where to find:
CLD029
Please use this guidance for reports run during February 2014
or later. For reports run prior to February 2014, please refer to
the archived March 2013
Participation vs. Enrollment Monthly Report Guidance
HuBERT Reports Environments: State Office and Clinic
Description: This report is run during the End-of-Month (EOM) process. It displays, by WIC Type, the number of participants that received benefits, the number Enrolled
(eligible to pick up benefits), and Percent participation rate (show rate). This report displays three months: the selected month, the prior month, and two months earlier than
the selected month.
Criteria and Filters:
• Participation:
o Participants are included in the monthly participation count if the participant receives a benefit for the reported month.
o Counts are based on participation date (Printed First Date to Use). Participants are counted only once per month.
o Participants who did not receive a benefit (Fully BF infants < 6 months old and Some-BF women > 6 months postpartum) are included, if and only if the corresponding
Fully BF Mother or Some-BF Infant are linked, and counted. These participants are counted in the clinic where the mother or infant picked up benefits.
o WIC Type is determined by the participant’s WIC Category at the time benefits are issued.
• Enrollment: Participants are included in the monthly enrollment count if the participant would have been eligible to receive WIC benefits for at least one day of the month.
(Mothers and infants do not have to be linked to be included in the enrollment counts.)
•
The month-end process will adjust the participation and enrollment data for the Issue Month, 30-day, and Closeout months.
o Once a month has been closed out, the values do not change. Closeout occurs two months after the initial counts.
o When the next EOM is run, the report will be updated with new values for Closeout, 30-day, and Issue Month columns.
Some possible purposes for this report:
• To monitor the number and percentage of no-shows by WIC Type over time.
Output Options:
• A selection must be made for one month and year.
• This report can be run by one or more clinics, an individual agency, a grantee, the state summary, or all. “All” displays every clinic, agency total, grantee total, and the
state total in one lengthy report. View the report on screen before printing.
o The Reports Clinic environment allows users to choose one or more clinics that are part of the local agency for which the user is currently logged on.
o The Reports State Office environment: To see more than one clinic in a multi-clinic agency, choose Report By Clinic. To see summary totals of the local agency (or grantee),
choose Report by Agency (or by Grantee). To see summary totals of all local agencies in a grantee, choose Report By Grantee. To see a summary total of the state , Choose
Report by State. To see more than one local agency in a multi-agency grantee, choose Report By All, save as PDF, then find those pages (Ctrl + F, type local agency name).
• Agencies and clinics are suppressed if no data is recorded for that agency or clinic.
• Select the report to display on the screen, send directly to the chosen printer, save as a pdf, or save as a spreadsheet.
Also Compare to HuBERT Report(s): Reported Participation Monthly, Year to Date Participation and Outlays, Initial and Closeout Participation, Enrollment Monthly
MINNESOTA DEPARTMENT OF HEALTH, WIC PROGRAM
1
FEBRUARY, 2014
Month Selected
Column Headers: When a report is generated for the three months ending with the current EOM, the headers read "Closeout", "30-Day", and "Issue Month".
If the report is generated for the months ending with the prior month, the headers read "Closeout", "Closeout", and "30-Day".
If the report is generated for any three-month period ending prior to or during the closeout month, the headers are "Closeout" for all three.
Month Displayed
Row Headers:
Total: displays a grand total count of all WIC Categories (Women Total + Infants Total + Children Total)
Total Women: displays a count of all women (Pregnant + Breastfeeding + Non-Breastfeeding)
Pregnant: displays a count of Pregnant women
Breastfeeding (Women): displays a count of all Breastfeeding women (Women Fully BF + Women Partially BF)
Women FBF: displays a count of Fully-breastfeeding women
Women PBF: Partially BF displays a count of partially BF women (Mostly-Breastfeeding + Some-Breastfeeding women)
Women PBF <= Max  Mostly-Breastfeeding
Women PBF > Max:  Some-Breastfeeding
Women FFF: (BF Women Fully Formula Feeding appears infrequently)
Non-breastfeeding (Women): displays a count of Non-Breastfeeding Postpartum women
Child: displays a count of total children
Infants: displays a count of total infants (Fully Breastfeeding + Partially Breastfeeding+ Fully Formula Feeding)
Infants FBF: plays a count of Fully-breastfeeding infants
Infants PBF: displays a count of partially BF infants (Mostly-Breastfeeding + Some-Breastfeeding infants)
Infants PBF <= Max 
Mostly-Breastfeeding
Infants PBF > Max: 
Some-Breastfeeding
Infant FFF: displays a count of Fully Formula Feeding infants
MINNESOTA DEPARTMENT OF HEALTH, WIC PROGRAM
2
Counts in “BF Women FFF”
indicate that the mom’s and
child’s BF amounts are not in sync.
(This may occur if the infant’s
category was changed to Non-BF
after 6 months of age and mom’s
certification was not terminated.)
Show rate is
Participation /
Enrollment x
100 = %
Participation
for each row
and month.
To calculate
your no-show
rate: calculate
100 % minus
% Participation.
FEBRUARY, 2014
Spreadsheet (“Save as Spreadsheet”)
If in the Reports - State Office environment, the columns will be the same as the Reports –Clinic environment. The Clinic level spreadsheet will display the same data in
both environments. If you select Report by one of “Agency,” “Grantee,” or “State,” the spreadsheet will display accumulated data only for that organizational level.
The Total column will display your selection of Agency, Clinic, Grantee, or State. “All” will display a very large spreadsheet, displaying every one of these organizational levels.
Month Selected
Month Displayed
Breaks do not appear between clinics in the spreadsheet.
Note: There are three columns per month: Participation count, Enrollment count, and Percent show rate (Participation/Enrollment x 100).
If the report is generated for the months ending with the prior month, the headers read "C/O” (for Closeout), "C/O", and "30DY"for the prior month.
If the report is generated for any three-month period ending prior to or during the closeout month, the headers are “C/O” for all three months.
MINNESOTA DEPARTMENT OF HEALTH, WIC PROGRAM
3
FEBRUARY, 2014