March
2016 #2
TO: All WIC Staff
FROM: Operations
Unit
DATE: 3/30/2016
PAGES: 7
IMPORTANT DATES
Saturday, April 9, 2016 – HuBERT Update
HuBERT Update .......................................................................................................................................... 2
Changes Made to HuBERT Back-End on April 9, 2016.......................................................................................... 2
TIPS, GUIDANCE & BEST PRACTICES ............................................................................................................ 2
Similac Alimentum Powder Label and Container Size Change ............................................................................. 2
The Pending Proof of Income Checkbox Must Be Selected to Limit Issuance to One Month ............................. 3
REPORTS ..................................................................................................................................................... 5
New and Revised Infoview Report Templates ..................................................................................................... 5
HuBERT Hints #2
March 2016
Page | 1
HuBERT Update
Changes Made to HuBERT Back-End on April 9, 2016
Update Contents
The changes listed below will be made by the State Office to the back-end of HuBERT on Saturday, April 9,
2016. These changes are necessary to accurately reflect the $16.50 “not to exceed” amount when CVBs are
issued to women fully-breastfeeding multiple infants and to include Baby Behavior materials for
documentation in the Nutrition Education tab.
•
Correct the “Not to Exceed” portion of the CVBs to display $16.50 instead of $16.00
•
Update the Nutrition Education tab to include Baby Behavior content
Installation Process
These are small back-end changes that do NOT require extra bandwidth to complete. The update is very fast
and is only similar to a Release in that it will require each user to login twice. The first login will initiate the
update while the second is necessary to complete the login process. Remember! You must always Reset Local
Reference Data to ensure the update is successful.
Documentation
The Update Document is available on the MDH WIC website. Please review this document before Monday,
April 11, 2016 since it provides more detailed information about the contents of the Release and how you can
verify the update was successful.
TIPS, GUIDANCE & BEST PRACTICES
Similac Alimentum Powder Label and Container Size Change
The container size for Similac Alimentum Powder formula is being changed from 16 ounces to 12.1 ounces.
The new container size will provide 87 reconstituted fluid ounces instead of the current 115. This will result in
an increase in the number of containers participants are eligible to receive.
The new container size is scheduled to appear in stores beginning in late May. In order to be able to issue the
correct container size, both the 16 ounce and 12.1 ounce options will display in HuBERT until May 31, 2016.
After that date, only the new 12.1 ounce option will be available in HuBERT.
To ensure participants receive the correct formula item, a participant’s food package will need to be modified
to provide the new 12.1 ounce option for any benefits issued with a Printed First Date to Use of June 1, 2016
or after. Please, note that if the 16 ounce container is no longer available in May or June, the participant
may need to have their benefits reissued for the new 12.1 ounce container.
More information was provided in the March 23, 2016 Wednesday Update memo: Abbott Nutrition Medical
Formula Label & Container Size Changes.
The Infoview report template MEDICAL FORMULA ISSUED ON LAST SET OF BENEFITS can be used by local
agencies that would like to proactively identify participants who received the 16-ounce powdered Similac
Alimentum on their last set of benefits.
HuBERT Hints #2
March 2016
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The Pending Proof of Income Checkbox Must Be Selected to Limit Issuance to One Month
NOTE: This same information was provided in the May 2014 HuBERT Hints #2.
Federal Regulations require participants who are pending proof of income to be limited to one month of
issuance until proof of income can be verified. HuBERT will limit issuance to these participants but only if the
Pending Proof of Income checkbox on the Income Calculator screen is selected. It is not enough to select the
pending proof options from the proof drop-down lists for either adjunctive eligibility or traditional income
assessment; you must also select the Pending Proof of Income checkbox.
You must select the Pending
Proof of Income checkbox
when selecting Pending Proof 30 Day from the Adjunctive
Eligibility proof drop-down lists.
You must also select the
Pending Proof of Income
checkbox when selecting
**PENDING PROOF** from the
income calculator Proof of
Income drop-down.
HuBERT Hints #2
March 2016
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The Pending Proof of Income checkbox is a system flag that, when selected, notifies HuBERT to display the
CPA Review alert reminding us that proof of income is required:
It also limits the participant’s benefit issuance to one month so that you can’t over-issue benefits when the
participant is pending proof of income.
HuBERT Hints #2
March 2016
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REPORTS
New and Revised Infoview Report Templates
The following new and revised Infoview Report Templates have been posted to the Infoview Public
Folders/MN SHARED folders.
Report Topic
Name
Description/Output
Food & Formula
Food & Formula
Issued Statewide
This report has three tabs. Tab 1 provides a reference
that can be used to obtain the Food Item ID(s) on which
the report is based. Tab 2 provides a statewide count,
by Agency and WIC Type, of participants issued the
specified food item(s) on benefits with a Printed First
Date to Use (PFDTU) during the specified time period.
Tab 3 provides a statewide count, by Agency and WIC
Type, of participants issued the specified food item(s) on
the last set of benefits where the last set’s Last Date to
Use (LDTU) falls within the past 6 months.
Guidance Document
(3.29.16)
Food & Formula
Medical Formulas
Issued on Last Set of
Benefits
(Revised - 3.29.16)
Revisions: Active, Effective Date and Expiration Date
were added to Tab 1-Reference; the addresses and
counts were removed from Tabs 2-4; the counts tabs
were combined into one tab; the report was reformatted into single rows instead of double and
grouped by formula item as well as agency and clinic.
This report has five tabs. The first tab is a reference that
can be used to obtain the Food Item IDs of medical
formulas, which are entered into the PROMPT to specify
the medical formulas. Tabs 2-4 provide a list of currently
certified infants, children and women (respectively) who
received the specified medical formula(s) on their last
set of benefits. Tab 5 provides a total count for the
agency and its clinics by specified medical formula and
WIC type.
Guidance Document
HuBERT Hints #2
March 2016
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Report Topic
Name
Program Management First-Time Births and
First-Born Infants
(Recent Time Period)
(3.3.16)
Program Management Initial Contacts
(3.10.16)
Description/Output
This report was developed to assist an agency with
referral data and is therefore, only accurate if run for a
recent time period (within the past year). It has four
tabs and provides lists, counts and percentages of two
distinct groups of participants; first-time pregnant
women whose Expected Delivery Date falls within the
specified time period and first-born infants whose Date
of Birth falls within the same time period. Both groups
are based on the Number of Pregnancies field in the
Health Information Pregnancy Info tab having a value of
0. First-born infants are identified based on a two-way
link to a postpartum woman with a pregnancy record.
The first two tabs are based on the specified agency. All
tabs are based on the agency where the participant
currently belongs.
Guidance Document
This report provides a list of participants, grouped by
clinic, with an Initial Contact during the specified time
period for the specified agency, clinic(s) and WIC type(s).
It also provides the Staff ID of the person who created
the Initial Contact and the Staff ID who modified the
record if different from the person who created it. This
report should match the HuBERT Initial Contacts Reports
(CLN040) if run for the same agency, dates, clinic(s) and
WIC type(s).
Guidance Document
Staff Management
Staff IDs & Names
(REVISED 3.21.16)
REVISION: added sub-query to obtain most recent login
so that the staff person only displays for the agency
they’ve most recent logged into.
This report has one tab and provides a list and count of
Staff, including their User IDs and names, who are
currently active and whose most recent login was at the
specified agency. It can be used as reference to
associate Staff (User) IDs listed in report outputs with
staff names.
Guidance Document
HuBERT Hints #2
March 2016
Page | 6
Report Topic
Name
Description/Output
Outreach/Retention
(new folder)
Children Who
Haven’t Returned to
WIC
This report has two tabs and provides a list of children
who are currently between 1 and 5 years old whose
most recent certification ended within the last 8 months
and who haven’t received benefits for at least the last 3
months. The list is grouped by categories based on the
children’s age when the received their last set of
benefits. The output includes both the Authorized
Representative’s name and telephone number for
outreach. The second tab provides a count and
percentage by age category.
(3.23.16)
Guidance Document
Outreach/Retention
(new folder)
Terminated for
Failure to Pick-up
(3.23.16)
This report provides a list and count of participants
whose most recent certification was auto-terminated
during the specified time period for Failure to Pick-up.
The output provides the Authorized Rep’s name and
telephone number for outreach.
Guidance Document
HuBERT Hints #2
March 2016
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