January
2016 #1
TO: All WIC Staff
FROM: Operations
Unit
DATE: 1/13/2016
PAGES: 8
IMPORTANT DATES
Monday, January 18, 2016 – Martin Luther King Day - Help Desk is Available
TIPS, GUIDANCE & BEST PRACTICES ............................................................................................................ 2
Late Issuance for Participants with PFDTU of December 29th – 31st .................................................................... 2
IDENTIFIED BUGS/ISSUES IN HuBERT .......................................................................................................... 4
For WIC Agencies Affected by MN.IT Services Network Slowdown or Outage ................................................... 4
MCA Due Date is Dropping for Infants Recertified Prior to One Year of Age when WIC Type is Changed from
Infant to Child during End-of-Day (TFV-36) .......................................................................................................... 4
Unable to Save as PDF in HuBERT Reports (TTY-41) ............................................................................................ 4
MCA GS and CGS Icons Active at Same Time (TMP-36) ....................................................................................... 5
REPORTS ..................................................................................................................................................... 6
New and Revised Infoview Report Templates ..................................................................................................... 6
HuBERT Hints #1
January 2016
Page | 1
TIPS, GUIDANCE & BEST PRACTICES
Late Issuance for Participants with PFDTU of December 29th – 31st
In Patch Release 2.22 #2, the system was updated to auto-correct and sync all member of the household’s
cycles if a member had a last set’s LDTU on the 29th or 30th. This auto-correction required the system to
provide a partial package for the current month that ends on the last date of the month and then start the
new cycle from the 1st to the end of the next month.
However, for those receiving late issuance for December, the system is unable to suggest a partial package for
December because the current date (in January) is past the last date of the month (December 31). So, instead,
it sets the LDTU to the end of the current month (January 31). This results in providing a December set of
benefits and skipping the January set of benefits since no benefits are suggested with a PFDTU in January.
In order to resolve this, you will need to click the Selected LDTU of radio button and select a date between the
current date and the 27th of the month.
This will re-set the cycle so that a partial set can be provided for December and the next set will have a PFDTU
in January.
Please note, currently this only impacts 33 participants across the state for December but we are providing
this information to ensure that all local agencies have the ability to maximize their participation counts. On
the next page is a list of the affected participant records in case agencies would like to proactively enter an
alert regarding late December issuance.
HuBERT Hints #1
January 2016
Page | 2
Agency
ID
State WIC
ID
WIC
Type
Cert Due
Date
Last Set's
LDTU
094
00882791
C
9/30/2016
12/28/2015
094
00935933
C
9/30/2016
12/28/2015
121
00325367
P
4/30/2016
12/28/2015
121
00827973
C
9/30/2016
12/28/2015
141
00909705
C
9/30/2016
12/28/2015
161
00754175
P
5/31/2016
12/28/2015
161
00780037
C
6/30/2016
12/28/2015
161
00846406
C
9/30/2016
12/28/2015
161
00891527
C
10/31/2016
12/28/2015
171
00861668
C
9/30/2016
12/28/2015
211
00858116
C
9/30/2016
12/28/2015
241
00038027
N
3/31/2016
12/28/2015
241
00062149
P
2/29/2016
12/28/2015
241
00753162
B
4/30/2016
12/28/2015
241
00771656
C
5/31/2016
12/28/2015
241
00842818
C
9/30/2016
12/28/2015
241
00913646
C
9/30/2016
12/28/2015
241
00940162
C
10/31/2016
12/28/2015
241
00951390
C
9/30/2016
12/28/2015
241
00951391
C
9/30/2016
12/28/2015
241
00960878
B
5/31/2016
12/28/2015
241
01011748
C
9/30/2016
12/28/2015
241
01012338
I
9/30/2016
12/28/2015
241
01012865
I
5/31/2016
12/28/2015
241
01014362
I
4/30/2016
12/28/2015
242
00800079
C
9/30/2016
12/28/2015
292
00959126
P
6/30/2016
12/28/2015
292
01018890
I
4/30/2016
12/28/2015
361
00945303
C
9/30/2016
12/28/2015
421
00792849
C
9/30/2016
12/28/2015
421
00886807
C
9/30/2016
12/28/2015
421
00911554
C
9/30/2016
12/28/2015
451
00771915
C
5/31/2016
12/28/2015
33
HuBERT Hints #1
January 2016
Page | 3
IDENTIFIED BUGS/ISSUES IN HuBERT
For WIC Agencies Affected by MN.IT Services Network Slowdown or Outage
The following information is for agencies who use MN.IT (MN.NET) as their Internet Service Provider (ISP).
Description: MDH MN.IT received information from MNIT Central on the problems counties are having
(slowness/freezing, etc) at WIC sites.
They said that the times mentioned provided by CSC as well as local IT matches up with some massive denial of
service (DOS) attacks that happened 4 times last week and one time this week.
Resolution: MNIT Central is working hard to try and alleviate the problem and stop it at the source of where
the internet comes into MNET.
They hope to have the problem (stopping the denial of service attacks) resolved this week.
MN.IT continues to stress the need for local IT to log this outages and report to MN.IT and/or CSC. If reporting
to CSC, they will in turn provide the info to MN.IT central using case number 175509.
MCA Due Date is Dropping for Infants Recertified Prior to One Year of Age when WIC Type is
Changed from Infant to Child during End-of-Day (TFV-36)
Description: When an infant is recertified during the 30 days before their first birthday, the MCA Due Date is
calculated and displayed. However, when the system changes the infant to a child during the End-of-Day
process, the MCA Due Date is no longer associated with the child record resulting in the MCA Due Date being
dropped. When a participant does not have an MCA Due Date, the MCA Guided Script is not enabled and
cannot be used to perform the MCA.
What You Should Do: The MCA can be performed in the Participant Folder. Please note that these participants
will not have reminder MCA alerts nor will they display on reports providing information on MCAs.
Unable to Save as PDF in HuBERT Reports (TTY-41)
Description: An error displays within the HuBERT Reports Environment when using Save as PDF to export a
report.
This error is a result of Windows Update KB3102429. The issue is resolved if this Windows Update is
uninstalled.
What You Should Do: Local Agencies can contact their local IT, who manage the WIndows updates on their
workstations, and request that this update be uninstalled. Otherwise, users will have to choose one of the
other print/export options available within the HuBERT report interface.
HuBERT Hints #1
January 2016
Page | 4
MCA GS and CGS Icons Active at Same Time (TMP-36)
This issue was originally documented in the November 2013 HuBERT Hints. The Help Desk has received
some recent calls about this issue so we are providing the information again as a reminder.
Description: The MCA GS and CGS icons are both active at the same time for infants who have not had an
MCA completed and are within 45 days of their Certification End Date.
The issue occurs if the MCA GS is started when you meant to start the CGS. When you realize you mistakenly
started the MCA GS and close the MCA, the CGS icon is enabled. If you click the CGS icon instead of first
removing the incomplete MCA, the system will allow the participant to have concurrent MCA GS and CGS
sessions.
If information, such as Ht/Wt/Blood, was entered into the MCA GS or CGS and you have an MCA in process,
any information entered will be treated as if it were entered ito the Participant Folder and you will not be able
to complete the CGS.
What You Should Do: Make sure you are clicking on the correct icon to start the appropriate Guided Script.
If you realize you have mistakenly started the MCA GS instead of the CGS, please make sure to click the "door"
icon instead of the "stop sign" icon. If you click the "stop sign" the system will end the MCA GS (as long as a
blood value has been entered) and disables the Remove the Mid-certification Assessment, which you will
need to do to "fix" this issue.
If you have started the CGS, without first removing the MCA, start with Step 1. If you haven't started the CGS
yet, start with Step 5:
•
Step 1: Click the "door" icon to exit the CGS
•
Step 2: Click the Certification menu.
Both the Remove Incomplete Certification and the Remove Mid-certification Assessment options are enabled
•
Step 3: Click the Remove Incomplete Certification option
•
Step 4: Click Yes on the message "The current certification attempt will be removed for the participant
along with all of its related information. This information cannot be recovered after it has been
removed. Do you wish to continue?"
•
Step 5: Click the Certification menu.
•
Step 6: Click the Remove Mid-certification Assessment option.
•
Step 7: Click Yes on the message "The incomplete mid-certification assessment will be canceled.
Information collected will be retained but will not count toward a new assessment. Do you want to
continue?"
HuBERT Hints #1
January 2016
Page | 5
•
Step 8: If a Nutrition Assessment was performed in the MCA GS or the CGS, delete it in the Participant
Folder.
•
Step 9: Click the CGS icon to start a new certification.
•
Step 10: If a Ht/Wt and/or Blood record was completed in the MCA GS, you will need to "edit" the
record in order for the CGS to recognize it as part of the certification.
•
Step 11: Click on Ht/Wt/Blood
•
Click the Edit button
•
Click OK
•
Click the Blood tab.
•
Click the Edit button
•
Click OK
•
Click Close
Resolution: This has been entered into the issue queue.
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
Medical Formula by Rx
End Date
(12.23.15)
This report has one tab and provides a list and count of
participants who have a medical (special) prescription
(Rx) end date during a specified time period. Only the
most recent prescription for medical formula is
included in the report output. The following criteria
must also be met: The Rx end date must be on or after
the participant’s last set’s Last Date to Use (LDTU) and
the participant must have received the medical
formula on their last set of benefits.
Guidance Document
HuBERT Hints #1
January 2016
Page | 6
Report Topic
Name
Description/Output
Participation –
Monthly
Monthly Participation
by Race/Ethnicity &
WIC Type (State,
Agency & Clinic)
(Revised 1.11.16 –
previously MONTHLY
PARTICIPATION BY
AGENCY & CLINIC)
REVISION: Changed title and added State tab
Program Management Count of Households
by Language – Agency
& State
(12.16.15)
This report has three tabs and provides a participation
count for a specified participation month and the
specified agencies, their clinics, and the state by
race/ethnicity and WIC type.
Guidance Document
This report has four tabs and provides a count of
households based on having at least one member in a
current certification period and the language selected
in the Language 1 field and whether Interpreter
Needed is Yes or No. Tabs 1 and 2 provide the
household count by specified Agency while Tabs 3 and
4 provide a statewide count.
Guidance Document
Program Management Pregnant Women by
(also found in Mailing Expected Delivery Date
Labels)
(Revised 12.22.15)
REVISION: Added Language column to Tab 1 and
combined with PREGNANT WOMEN template.
This report has three tabs. The first tab provides a list
of pregnant women who belong to the specified
agency and whose Expected Delivery Date (EDD)
occurs during the specified time period. The second
tab is list of the same women that can be used to
create labels. The third tab is a count of pregnant
women by clinic.
Guidance Document
HuBERT Hints #1
January 2016
Page | 7
Report Topic
Name
Program Management Certified Participants
(also found in Staff
(Revised 12.22.15)
Management)
Description/Output
REVISION: Added First Name, Last Name, and Gender
columns to Tabs 1-3.
This report has four tabs. The first three tabs provide
lists and counts of participants certified by the
specified agency, during the specified time period, and
for the specified WIC Type(s). Tabs 1, 2, and 3 provides
lists based on all certifications, recertifications (certs
performed 30 or more days after prescreen), and new
certifications (certs performed less than 30 days after
prescreen), respectively. Also, includes the Staff ID of
the person who performed the cert. Tab 4 provides a
count of all certs, recerts and new certs by Clinic ID and
WIC Type.
Guidance Document
Program Management Currently Certified by
(also found in Mailing WIC Type
Labels)
(Revised 12.30.15)
REVISION: Added Language and Interpreter Needed
columns to report output.
This report provides a list and total count of currently
certified participants by specified WIC Type and
Agency.
Guidance Document
Staff Management
Staff & Clinic
Productivity
(Revised 12.22.15)
REVISION: Added Cert Start/End Times and Cert
Length to Tabs 1-2; added MCA Start/End Times and
MCA Length to Tab 3.
This report has nine tabs and provides information
about participant contacts performed at specified
clinic(s) by staff during a specified time period. The
first four tabs list participant information and are
grouped by the Clinic ID where the contact occurred
and the Staff ID of the person who performed the
contact. Tabs 1, 2 and 3 also include the cert or MCA
start time (Guided Script first opened) and end time
(benefits issued) and the length between those times
in minutes. The last five tabs are summary information
by clinic and/or staff.
Guidance Document
HuBERT Hints #1
January 2016
Page | 8