Vendor Advisory Group - Meeting Summary
Date: 06/09/2015, 1 – 3:30 PM
Attendees: Abdikafar Aden (Afrik Grocery); Kathy Schmitt (Lunds and Byerlys); Virginia Nelson (Nelson’s Store); Emily Gomez
(MN WIC); Mary Rogness (MN WIC); Dani Jimenez (Short Stop Superette); Alison Johnson (Target); Kathy Duffy
(St. Paul-Remsey County WIC Program); Deqa Farah (Hennepin County WIC Program); Jackie Lara (Scott-Carver
WIC Program); Beth Shaw (MN WIC); Ellen Thompson (MAXIMUS); Sarah Newhouse (MAXIMUS); Rick Chiat (MN
WIC); Betsy Clarke (MDH); Pauline Lasister (WalMart); Minnesota Grocer’s Association; Deb Thompson (Cub
Foods); Kelly Stevenson (Hy-Vee); Jennifer Thomas (Cup Foods); Samir Abumayyaleh (Cup Foods); Karilyn
Schrankler (MN WIC); Carissa Coborn (Coborn’s and Cashwise)
Topic: Role of Vendor Advisory Group
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The MN WIC Program is interested in creating a new approach to the Vendor Advisory Group. Historically,
the Vendor Advisory Group convenes primarily when major WIC program changes take place. MN WIC is
interested in meeting on a more regular basis, and broadening the focus of the group meetings to include
topics such as:
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How MN WIC communicates with stores
Training of WIC vendors
Improvements to the WIC shopping experience for both participants and cashiers
Working together on issues related to minimization of fraud
The goal will be to meet several times per year.
Topic: Presentation on e-WIC
The focus of the Vendor Advisory Group at this time will be about the transition to e-WIC. Ellen Thompson
(MAXIMUS) delivered an educational presentation about the transition to e-WIC. This presentation was an
abbreviated version of the webinar training previously offered to vendors.
Topic: Discussion, Feedback, Questions Related to Impact of e-WIC on Stores
Throughout this meeting, attendees were encouraged to ask questions about e-WIC. The following is a summary
of questions and answers addressed during the meeting.
Q: Do participants know their balance when they come to the check-out?
A: Yes - participants will have a number of ways to personally access their card balance prior to checking out.
The receipt from each e-WIC transaction also includes the participant’s remaining balance at the bottom.
Q: What will happen if stores do not have an integrated system? Can they no longer be a WIC vendor?
A: Stores without an integrated cash register system will have alternatives that allow them to remain a WIC
vendor. A POS stand-beside device can be used for smart card or online e-WIC, and a dial-up or internet
connection can be used for these transactions.
Q: Could we try out one of these devices before implementation?
A: When the e-WIC processor is determined, there may be an opportunity to experience a demo, but not until
that time.
Q: Will participants be trained?
A: Yes – participants are trained at the time their card is issued during a clinic visit. Because benefits are issued
3 months at a time, there is a naturally staggered start for program participants, which gives the state room
to work out issues that arise. Typically, states select a pilot region in the state to initiate roll-out, followed by
a statewide rollout. The state sets the schedule to determine the timing of their phases. Vendors will have a
period of time during which they accept both paper checks, and cards.
Topic: Review and Discuss eWIC Store Surveys
MAXIMUS presented the two surveys for vendors – one for chains and one for non-chains – in an effort to gain
feedback to improve the surveys’ designs. The primary focus is to assess preferred methods of communication and
training, gain an understanding of the environment in which the vendors operate (i.e., what type of cash register
system, do they accept credit/debit/EBT), and general feedback and concerns about e-WIC.
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Specific changes were made directly to the survey draft, which will be provided to MN WIC for final approval.
The group offered feedback about the proposed surveys, including wording modifications, and elimination of
unnecessary questions.
Q: Will surveys be translated into other languages?
A: There are not existing plans, but this lead to a discussion of languages that MN WIC may want to consider for
translation. Meeting participants felt that Spanish, Hmong and Somali would be the languages most used by
those completing the survey.
Topic: Concerns, Challenges, and Benefits
MN WIC staff asked vendors what aspects of e-WIC they perceived to be a potential concern/challenge, and
what factors they perceive to be beneficial.
Concerns
o If an approved food item had not made it to the master list for some reason, there will no longer be
the ability to complete a work around or override.
o If internet connectivity is down (in an online system), vendors will not be able to serve participants.
Benefits
o e-WIC will eliminate processes and fees related to check issues (e.g., missing stamps or signatures;
returned check fees, etc.)
o Aggregated benefits in one account will simplify benefit tracking for families
o Participants will have easy access to check their balance, which is especially good for ESL participants.
Topic: Discuss Preferred Modes of Communication
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MN WIC staff asked attendees how their communication with vendors was working well, and what
suggestions they have to improve communications. Vendors reported that the current communication
approaches are working well.
Emily Gomez asked the group if using Outlook for meeting notifications would assist vendors. She described that
benefits would include sending agendas in advance, easy updates for meeting details, and the ability to track
RSVPs. Vendors were receptive to this this plan.
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Topic: MN WIC My Food Finder App
Emily Gomez provided a demonstration of the My Food Finder app. This app provides participants with the ability
to scan bar codes of food items while shopping in order to determine if the product is WIC approved. The app does
not indicate if the food item is available in the participant’s account balance, but it does verify that the item is on
the approved food list.
Topic: Future Meetings
The group discussed future meeting plans for the advisory group. The next meeting will occur in late July/
early August 2015. Survey results will be available at the time of the next meeting, and will likely be discussed.
The following list represents topics proposed for future meeting agendas of the Vendor Advisory Group:
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e-WIC follow-up, when survey responses are received
Review possible change and timelines for new rules
Training – how we can improve materials and availability
How we can work together to improve the overall shopping experience for stores and participants