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MPSC WIC MIS SystemDetailed Functional Design Document

CS 1 Clinic Services Family/Intake Screens

Revision Date: June 24, 2017

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Document RevisionsRevision

Date Updated By Requested By Description of Revision

7/4/2013 Ciber Team MPSC Amendment 7 Updates10/28/13 Ciber Team MPSC Clarifications and refinements

related to Help Desk support2/28/2014 Ciber Team MPSC Release 3.7 Updates4/23/2014 Ciber Team MP User Group Release 4.0 Task Order 3

12/24/2014 Ciber Team MP User Group Release 4.1 Construction Clarification

3/27/2015 Ciber Team MP User Group Release 5.0 Task Order 4 draft4/14/2015 Ciber Team MP User Group Release 5.0 Task Order 4

6/8/2015 Ciber Team MP User Group Release 4.4 Updates9/10/2015 Ciber Team MP User Group Release 5.1 Updates


6/16/2016 Ciber Team MP User Group Release 5.05 Change Log Review

7/19/2016 Ciber Team MP User Group Release 5.04/5.05 Change Log Review


2/1/17 Ciber Team MP User Group Release 5.07 Change Log Review

3/23/17 CDP Team MP User Group Cover page, header, and footer mods for new M&E contractor

5/26/2017 CDP Team MP User Group Release 6.00 Updates

Page of Table of Contents June 24, 2017


Table of ContentsMaintained by:................................................................................................................11 Family/Intake........................................................................................................5

1.1 Certification Guide......................................................................................51.2 Family.......................................................................................................17

1.2.1 Family ID Link...........................................................................................271.2.1.1 Choose Family ID Pop-Up......................................................27

1.2.2 New Member/Proxy..................................................................................291.2.2.1 New Member/Proxy Pop-Up...................................................291.2.2.2 Choose Person ID Pop-Up.......................................................341.2.2.3 Dual Participant Search Pop-Up..............................................371.2.2.4 Participant Category Pop-Up...................................................441.2.2.5 Check Eligibility – Participant Category Pop-Up...................471.2.2.6 Check Eligibility Algorithm – Participant Category...............501.2.2.7 Notice of Ineligibility (Dynamic)............................................511.2.2.8 Application Pop-Up.................................................................541.2.2.9 Enrollment Pop-Up..................................................................58

1.2.3 Member Information.................................................................................631.2.3.1 Examples by type.....................................................................63

1.3 Identity......................................................................................................721.3.1 Signature Capture – Affidavit for No Proof of Identity Pop-Up.................761.3.2 Signed Statement (Dynamic)...................................................................77

1.3.2.1 Language: Both.......................................................................771.3.2.2 Signed Statement Mockup.......................................................78

1.4 Contact/Address.......................................................................................791.4.1 Choose City/County/State Pop-Ups.......................................................1001.4.2 Signature Capture – Affidavit for Residency Pop-Up.............................103

1.5 Income....................................................................................................1041.5.1 Check Eligibility – Income Pop-Up.........................................................1151.5.2 Signature Capture – Ineligibility Pop-Up................................................1181.5.3 Adjunct Eligibility Pop-Up.......................................................................1201.5.4 Signature Capture – Affidavit for Income Pop-Up..................................1241.5.5 Income Calculator – Weekly Income Pop-Up........................................1251.5.6 Income Calculator – Bi-Weekly Income Pop-Up....................................1281.5.7 Income Calculator – Twice Monthly Income Pop-Up.............................1311.5.8 Income Calculator – Monthly Income Pop-Up........................................1341.5.9 Income Calculator – Income by Hours Pop-Up......................................1361.5.10 Adjunct Eligibility..................................................................................139

1.5.10.1 Medical Assistance (Title XIX) Check..................................1391.5.10.2 TANF Check..........................................................................1391.5.10.3 Food Assistance Check..........................................................1391.5.10.4 VOC Check............................................................................1401.5.10.5 State Program Check.............................................................140

1.6 Voter Registration...................................................................................140

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1.7 Member/Proxy Pop-Up...........................................................................1441.7.1 Change Member Type Pop-Up..............................................................1611.7.2 Participant History Pop-Up.....................................................................1661.7.3 Aliases Pop-up.......................................................................................1691.7.4 Family Member History Pop-Up.............................................................1721.7.5 Enrollment Pop-Up.................................................................................1731.7.6 WIC Status History Pop-Up....................................................................179

1.8 Application..............................................................................................1821.9 Participant Category...............................................................................1891.10 Comments/Alerts....................................................................................194

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MPSC, WIC, MIS, System CS 1 Clinic Services Family/Intake Screens

1 Family/IntakeThe Family/Intake branch includes screens used to make a new member/proxy, update participant and family intake information, and create comments/alerts. The family screen allows staff to view all family members at a glance, create new family members, and record and update family level attributes. The intake process may include updates to the family structure, personal information, contact/address, income, voter registration, application, or participation category areas. This area of the application covers proof of identity, income and residency.

1.1 Certification GuideThe Certification Guide screen helps a user know the screens needed for the specific type of certification that they are trying to do. This screen is participant based. The system uses triggers to determine the type of certification. Types of certifications include Regular Certifications (includes scheduled Certifications and Recertifications), Out-of-State VOC, Infant Precertification, Pregnant Precertification. > Family/Intake > Certification Guide

<Family Header (See CS Overview)><Participant Sub-Header (See CS Overview)>

June 24, 2017 Family/Intake Page 5 of 191

CS 1 Clinic Services Family/Intake Screens MPSC, WIC, MIS, System

Control Description<Certification Type> Certification Guide

This data grid shows the Certification Guide appropriate for the type of certification being completed. There are two columns, Screen and Complete.Type Read-Only Data GridDisplay Yes

Screen This column indicates the Screens that are required or recommended for the specific type of certification.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column NA

Complete This column indicates whether or not a trigger defined in the business rules has been satisfied and if the screen is considered complete for this type of certification.Type Text BoxRequired NALength NAValidation Yes/NoDisplay Only Yes Calculated NoDB Column NA

Business RulesParticipant Header Rule1. Display the Participant Sub-Header at the top of this screen.General Business Rules2. The Certification Guide leaf is always available in the tree structure.3. Display the Certification Guide based on the participant that is currently selected in

the record selector.4. When user clicks on the Certification Guide leaf, the system determines if a

certification is being completed today and if so the type of certification.5. To determine if a certification is being completed, determine application type.

a. If Application Type = Pre-Certify and Participant Category = I and WIC status = Pending, then display the Infant Precertification listing.

b. If Application Type = Pre-Certify and Participant Category = P and WIC status = Pending, then display the Pregnant Precertification listing.

c. If Application Type = Out-of-State VOC and WIC Status = Pending, then display the Out-of-State VOC listing.

d. If Application Type = Regular and Participant Category = I or C and today’s Appointment Type = Certification or Recertification and the Appointment Status

Page 6 of 191 Family/Intake June 24, 2017


Business Rules= Scheduled, Arrived, Seen, or Mass Scheduled, then display Regular Certification for Infant or Child listing.

e. If Application Type = Regular and Participant Category = P, B, or N and today’s Appointment Type = Certification or Recertification and the Appointment Status = Scheduled, Arrived, Seen, or Mass Scheduled, then display Regular Certification for Women listing.

6. Display a warning message if no Certification Guide can be displayed because the participant does not meet the display criteria.

7. The term Endorser is based on a system parameter, ClinicServices.HeadofHouseholdLabelToUse.

8. For Complete column, display “Yes” if the trigger has been satisfied. Display “No” if the trigger has not been satisfied.

Infant Precertification Rules9. This is the screen listing for the Infant Precertification Certification Guide.

Infant PrecertificationFamily/Intake - Family – New Member/Proxy for endorsers/proxiesFamily/Intake - Family – Participant FB IssuanceFamily/Intake - IdentityFamily/Intake - Contact/AddressFamily/Intake – IncomeFamily/Intake - Comments/Alerts – as neededAssessment - Nutrition InterviewAssessment - RiskCertification/Termination - CertificationEducation and Care - Referrals – Family – as needed

Education and Care - Referrals – Participant – as needed10. For Infant Precertification, when displaying the listing each time, the system

determines which required screens have been completed based on a key data field. When the trigger is satisfied, then a “Yes” is placed on that line in the Complete column.

Infant PrecertificationScreen Trigger to satisfyFamily – New member/Proxy Any family member where

FamilyMember.ParentGuardianIn = 1

Family – Participant FB Issuance Participant.FIIsuanceCd=Valid code

Identity ParticipantIdentity.RecordedDt = Valid date not more than 1 month prior to Today’s Date (which becomes Certification.StartDt)



Business RulesContact/Address Residency.ProofOfResidencyDt =

Today’s dateAndFamilyAddress.AddressTypeCd = P

Income IncomeDeterm.RecordedDt = Valid date

Comments/Alerts Comment.EffectiveDt = Today’s date

Nutrition Interview InterviewInfant.BFActionCd = Valid code

Risk RiskDet.ParticipantRiskCdwhereRiskHeader.RecordedDt = Valid date

Certification Certification.StartDt = Today’s date

Referrals - Family FamilyReferral.RecordedDt = Today’s date

Referrals – Participant ParticipantReferral.RecordedDt = today’s date

11. The Infant Precertification Certification Guide is no longer available for display when the participant’s WIC Status = Active.

Pregnant Precertification Rules12. This is the screen listing for the Pregnant Precertification Certification Guide.

Pregnant PrecertificationFamily/Intake - Family – New Member/Proxy for endorsers/proxiesFamily/Intake - Family – Participant FB IssuanceFamily/Intake - IdentityFamily/Intake - Contact/Address – as neededFamily/Intake – IncomeFamily/Intake - Comments/Alerts – as neededAssessment - PregnancyAssessment - RiskCertification/Termination – CertificationEducation and Care - Referrals – Family – as neededEducation and Care - Referrals – Participant – as needed

13. For Pregnant Precertification, when displaying the listing each time, the system determines which required screens have been completed based on a key data field. When the trigger is satisfied, then a “Yes” is placed on that line in the Complete column.

Pregnant Precertification



Business RulesScreen Trigger to satisfyFamily – New member/Proxy Any family member where




Contact/Address Residency.ProofOfResidencyDt = Today’s dateAndFamilyAddress.AddressTypeCd = P

Income IncomeDeterm.RecordedDt = Valid date


Pregnancy Pregnancy.EffectiveDt = Valid date

Risk At least one risk code must be assigned and the associated RiskHeader.RecordedDt must be within [system parameter], ClinicServices.Certify.RiskAssignmentMaxDays, days prior to Today’s date (which becomes the Certification Start Date).

Certification Certification.StartDt = Today’s date



14. The Pregnant Precertification Certification Guide is no longer available for display when the participant’s WIC Status = Active.

Out-of-State VOC Rules for Infant or Child15. This is the screen listing for the Out-of-State VOC Certification Guide for Infant or Child.

Out-of-State VOC for Infant or ChildFamily/Intake - Family – New Member/Proxy for endorsers/proxiesFamily/Intake - Family – Participant FB IssuanceFamily/Intake - IdentityFamily/Intake - Contact/AddressFamily/Intake - Residency - Proof of Residency



Business RulesFamily/Intake - Voter RegistrationFamily/Intake - Comments/Alerts – as neededAssessment - RiskCertification/Termination – CertificationEducation and Care - Referrals – Family – as needed

Education and Care - Referrals – Participant – as needed16. For Out-of-State VOC for Infant or Child, when displaying the listing each time, the

system determines which required screens have been completed based on a key data field. When the trigger is satisfied, then a “Yes” is placed on that line in the Complete column.

Out-of-State VOCScreen Trigger to satisfyFamily – New member/Proxy Any family member where




Contact/Address FamilyAddress.AddressTypeCd = P

Residency – Proof of Residency Residency.ProofOfResidencyDt = Today’s dateAndResidency.ProofOfAddressCd = Valid code

Voter Registration MotorVoter.RecordedDtIf using Voter Registration [system parameter], ClinicServices.UseVoterRegistration, Date must be within [system parameter], ClinicServices. Certify.VoterRegistrationMaxDays, days prior to the Today’s date (which becomes the Certification Start Date)


Risk At least one risk code must be assigned and the associated RiskHeader.RecordedDt must be within [system parameter], ClinicServices.Certify.RiskAssignmentMaxDays, days prior to Today’s date

Certification Certification.Certification StartDt = today’s date



Business RulesReferrals - Family FamilyReferral.RecordedDt =

Today’s dateReferrals – Participant ParticipantReferral.RecordedDt =

today’s date17. The Out-of-State VOC Certification Guide for Infant or Child is no longer available for

display when the participant’s WIC status = Active.

Regular Certification for Infant or Child18. This is the screen listing for the Regular Certification for Infants or Children.

Regular Certification for Infant or ChildFamily/Intake - Family – New Member/Proxy for endorsers/proxiesFamily/Intake - Family – Participant FB IssuanceFamily/Intake - IdentityFamily/Intake - Contact/AddressFamily/Intake – IncomeFamily/Intake - Voter RegistrationFamily/Intake - Comments/Alerts – as neededAssessment - AnthropometricsAssessment - Blood– as neededAssessment - Nutrition Interview (if <24 months)Assessment – Nutrition Interview – as needed (if 24 months and older)Assessment - RiskCertification/Termination – CertificationEducation and Care - Referrals – Family – as neededEducation and Care - Referrals – Participant – as needed

19. For Regular Certification for I or C, when displaying the listing each time, the system determines which required screens have been completed based on a key data field. When the trigger is satisfied, then a “Yes” is placed on that line in the Complete column.

Regular Certification for I or CScreen Trigger to satisfyFamily – New member/Proxy Any family member where






Business RulesScreen Trigger to satisfyContact/Address Residency.ProofOfResidencyDt =

Today’s dateAndFamilyAddress.AddressTypeCd = P

Income IncomeDetermDetail.RecordedDt = Valid date within [system parameter] days of the Today’s date (which becomes the Certification Start Date)ClinicServices.Certify.IncomeMaxDays



Anthropometrics Anthro.RecordedDtThe latest date must be within [system parameter] days prior to the Certification Start Date and is based on participant category.If Participant category = I, then use ClinicServices.Certify.AnthroMaxDaysInfant.If Participant Category = C then use ClinicServices.Certify.AnthroMaxDaysNonInfant

Blood RecordedDt = Today’s dateNutrition Interview For Infants <11 months old

InterviewInfant.BFActionCd = Valid code and InterviewInfant.RecordedDt within [system parameter], ClinicServices.Certify.BreastfeedingDataMaxDays, days prior to Today’s date (which becomes the Certification Start Date)For Infants 11 months old and Participant.ChildCertificationIn = null or No, then follow same steps as for Infants <11 months old.For Infants 11 months old and



Business RulesScreen Trigger to satisfy

Participant.ChildCertificationIn = Yes, then follow same steps as for Children <24 months of age.For Children <24 months of age, InterviewChild.BFActionCd = Valid code and InterviewChild.RecordedDt within [system parameter], ClinicServices.Certify.BreastfeedingDataMaxDays, days prior to Today’s date (which becomes the Certification Start Date)

For Children >=24 months of age, InterviewChild.RecordedDt = Today’s date.





20. The Regular Certification for I or C Certification Guide is no longer available for display when the participant’s Certification Start Date = Today’s Date.

Regular Certification for Women21. This is the screen listing for the Regular Certification for P, B, or N.

Regular Certification for WomenFamily/Intake - Family – New Member/Proxy for endorsers/proxiesFamily/Intake - Family – Participant FB IssuanceFamily/Intake - IdentityFamily/Intake - Contact/AddressFamily/Intake – IncomeFamily/Intake - Voter RegistrationFamily/Intake - Comments/Alerts – as neededAssessment - PregnancyAssessment - AnthropometricsAssessment - Blood – as needed



Business RulesAssessment – Nutrition Interview – as neededAssessment - RiskCertification/Termination – CertificationEducation and Care - Referrals – Family – as neededEducation and Care - Referrals – Participant – as needed

22. For Regular Certification for P, B, or N, when displaying the listing each time, the system determines which required screens have been completed based on a key data field. When the trigger is satisfied, then a “Yes” is placed on that line in the Complete column.

Regular Certification for P, B, or NScreen Trigger to satisfyFamily – New member/Proxy Any family member where



Identity ParticipantIdentity.RecordedDt = Valid date not more than 1 month prior to Today’s Date (which becomes the Certification.StartDt)

Contact/Address Residency.ProofOfResidencyDt = Today’s dateAndFamilyAddress.AddressTypeCd = P

Income IncomeDetermDetail.RecordedDt = Valid date within [system parameter] days of the Today’s date (which becomes the Certification Start Date)ClinicServices.Certify.IncomeMaxDays



Pregnancy For P: Pregnancy.EffectiveDt = Valid date within [system parameter],



Business RulesScreen Trigger to satisfy

ClinicServices.Certify.PregInfoMaxDays, days prior to Today’s date (which becomes the Certification Start Date)For B and N: Pregnancy.EffectiveDt must be a valid date and Pregnancy.ActualDelDt must be a valid date less than today’s date.

Anthropometrics Anthro.RecordedDtThe latest date must be within [system parameter] days prior to the Certification Start Date and is based on participant category.If Participant Category = P, B, N, then use ClinicServices.Certify.AnthroMaxDaysNonInfant

Blood BloodWork.RecordedDt = Today’s Date

Nutrition Interview For P women, InterviewPregnant.RecordedDt = Today’s date.For B or N women, InterviewPPBF.RecordedDt = Today’s date.





23. The Regular Certification for P, B or N Certification Guide is no longer available for display when the participant’s Certification Start Date = Today’s Date.

Rules Related to Provisional Certification System Parameters24. If system parameter, ClinicServices.Certify.Provisional.ProofOfID, is set to “Yes”, then

do not include the Identity row in the Regular Certification for any participant category.25. If system parameter, ClinicServices.Certify.Provisional.ProofOfIncome, is set to “Yes”,

then do not include the Income row in the Regular Certification for any participant category.

26. If system parameter, ClinicServices.Certify.Provisional.ProofOfAddress, is set to “Yes”, then do not include the Contact/Address row in the Regular Certification for any



Business Rulesparticipant category.

Other System Parameter Rules27. If the system parameter, ClinicServices.UseVoterRegistration, is set to “No”, then do

not include the Voter Registration row in the Regular Certification for any participant category.



1.2 FamilyThe Family screen is used to create new members including proxies and provides the user with an at-a-glance organization of the family. The user can access family level screens including those related to assignment of a family ID, creating a new member, and starting the make participant wizard. A family can be made an agency or statewide investigator family. The user can record family level data related to referral to WIC, mother’s education level, educator, breastfeeding peer counselor assignment, and printouts language. > Search > Simple (click on Family in Search Results) OR> Search > Advanced (click on Family in Search Results) OR> Family/Intake > Family

<Family Header (See CS Overview)>(FI Only)



(Smart Card EBT / Online Xerox EBT / Online CDP EBT)



Control DescriptionFamily Data - New Member/Proxy

Hyperlink to the new member wizard which is a series of pop-up screens used to create a new member of the family. This may be a participant, endorser or a proxy. See New Member/Proxy for more information.Type Link

Family Data - Family ID Hyperlink to the Choose Family ID selection pop-up which is used to assign a family a manual Family ID, from Emergency Preparation activities, in place of a system assigned identifier. The display of this field is based on a system parameter.Type Link

Family Data - First Day of Issuance

This is the first day of issuance for the family. This is system determined based on the first issuance date of the first participant in the family coming onto the WIC program. The display of this field is based on a system parameter.Type Text BoxRequired NALength 2Validation Mask of Z9, Range 1-28Display Only Yes Calculated NoDB Column FI.FirstUseDt

Family Data - Investigator

Used to identify families that are created to produce realistic vendor compliance and training buy food benefits. The participants in the family are not real WIC participants – they do not appear in any WIC Program participant counts or totals. The display of this list box is based on the user’s security rights.Type List BoxRequired Yes, if designated as an Investigator FamilyDB Column BenefitFamily.InvestigatorCdCode ID Investigator Family

This code element is non-editable.The installed values are: Statewide Local Agency

Family Data - Mother’s Ed Level

Used to record the caregiver’s education level, regardless of whether or not the caregiver is the actual mother.Type List BoxRequired YesDB Column BenefitFamily.MotherEducationCdCode ID Education Level

This code element is non-editable. The installed values are:



Control Description 9th grade 10th grade 11th grade 12th grade 1 year of college 2 years of college 3 years of college 4 or 5 years of college 1 year of graduate school 2 or more years of graduate school 1st grade 2nd grade 3rd grade 4th grade 5th grade 6th grade 7th grade 8th grade Unknown

Family Data – Printouts Language

Governs the list of printouts (UI Outputs) that is displayed for the family.Type List BoxRequired YesDB Column BenefitFamily.OutputLanguageCdCode ID Output Language

This code element is non-editable.The installed values are: Spanish English

Family Data – BF PC This list box is enabled if a member of the family is a Pregnant or Breastfeeding woman. If a woman is currently assigned to a breastfeeding peer counselor (BF PC), the BF PC’s name is displayed by default. If the system parameter allows the action, the BF PC assignment for the family can be changed by selecting another BF Peer Counselor from the list. Active BF PCs in the agency are available for assignment.Type List BoxRequired NoDB Column BenefitFamily.BFPC_IDCode ID BFPeerCounselor table lookup



Control DescriptionFamily Data – Needs Interpreter

Marking this check box allows staff to know that an interpreter in the Preferred Spoken Language is needed for an appointment.Type Check BoxDisplay Only No Calculated NoDB Column BenefitFamily.NeedInterpreterIn

Family Data - Preferred Spoken Language

A code used to alert clinic staff of the preferred language of a family member. This code helps to alert the appointment scheduler of any special needs that must be considered for this family, which might include an interpreter.Type List BoxRequired Yes, if Needs Interpreter is checkedDB Column BenefitFamily.SpokenLangCdCode ID Spoken Language

Family Data – Educator The display of this list box is controlled by a system parameter. In some states, families are assigned to specific Educators. All educators in the clinic of the family are available for assignment. The primary purpose of this assignment is for caseload tracking.Type List BoxRequired NoDB Column BenefitFamily.Educator_IDCode ID ClinicEducator table lookup

Family Data – Family Goals

Within the Family Data group box, the most recent family goals are displayed.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyCarePlan.RecordedDt +

FamilyCarePlan.Goal1 +FamilyCarePlan.Goal2 +FamilyCarePlan.Goal3



Control DescriptionFamily Data – Economic Unit(Smart Card EBT / Online Xerox EBT / Online CDP EBT)

This is a list box of the economic units within the family. The display of this field is based on a system parameter.

Type List BoxRequired NADB Column IncomeFamily.DescriptionCode ID NA

Family Data – EU Nbr(Smart Card EBT / Online Xerox EBT / Online CDP EBT)

This is the Economic Unit Number associated with the selected Economic Unit. The display of this field is based on a system parameter.

Type Text BoxRequired NALength NAValidation Z9Display Only Yes Calculated NoDB Column IncomeFamily.EconomicUnitNr

Family Data – Current PAN(Smart Card EBT / Online Xerox EBT / Online CDP EBT)

This is the current PAN associated with the selected Economic Unit. The display of this field is based on a system parameter.

Type Text BoxRequired NALength NAValidation Mask of 99999999-99999999Display Only Yes Calculated NoDB Column EBTCard.IncF_ID



Control DescriptionFamily Data – Status(Offline EBT / Online Xerox EBT)

This is the current status of the displayed PAN. The display of this field is based on a system parameter.

Type Text BoxRequired NALength NAValidation Active or Hot (Offline EBT) or Deactivate

(Online Xerox EBT)Display Only Yes Calculated NoDB Column EBTCard.ActiveCard_ID

EBTCard.HotCard_IDReferred To WIC By This is a list box of the ways that a family may have been

referred to WIC.Type List BoxRequired YesDB Column BenefitFamily.ReferredToWICCdCode ID Referred To WIC

This code element is non-editable.The installed values are: None Family/Friend Outreach Organization Other

Type The Outreach Org Type allows the user to narrow the list of outreach organizations. The display of this field is dependent on the selection of ‘Outreach Organization’ in Referred To WIC By. When a Type is selected, Name is enabled and the associated organizations are listed.Type List BoxRequired Yes, if Outreach Organization is selected for

Referred To WIC ByDB Column BenefitFamily.OrganizationTypeCdCode ID Organization Type



Control DescriptionName This is a subset of the outreach organizations. This filtered list

allows the user to quickly select the specific organization that made the referral to WIC. The display of this field is dependent on the selection of ‘Outreach Organization’ in Referred To WIC By.Type List BoxRequired NoDB Column BenefitFamily.RefOrg_IDCode ID Organization table lookup (only those with

Organization.WICUseCd = Outreach or Outreach and Refers To)

Description This free form text box allows users to indicate an organization or person that was not available to choose previously. The display of this field is dependent on the selection of ‘Other’ in Referred To WIC By.Type Text BoxRequired Yes, if Other selected for Referred To WIC ByLength 65Validation NADisplay Only No Calculated NoDB Column BenefitFamily.ReferralOther



Control DescriptionBusiness RulesScreen Display Rules

1. Hide the Investigator list box until security is determined.2. Display the Investigator list box only for users with security access to the

Functional Area Unit = IN Family Investigator.3. The system parameter, System.UseEmergencyPreparedness, is used to determine

if the Family ID link on the Family Screen is available to be used to assign manually created Family IDs from Emergency Preparation activities.

4. The system parameter, FI.FoodIssuanceCycle, is used to determine whether or not First Day of Issuance is displayed. Only display if system is set to ‘Rolling’.

5. The Investigator list box is only displayed if the user has view or update rights to the functional area unit – IN-Family Investigator.

a. Selecting Local Agency allows others with security access within the same agency to see this family.

b. Selecting Statewide allows state level staff with security access to see this family.

6. The system parameter, ClinicServices.Family.ChangeBFPCOnFamily, is used to determine whether or not staff with security access can change the BF Peer Counselor field on the Family Screen.

7. Preferred Spoken Language is enabled for selection at all times. It becomes required if Needs Interpreter is checked. If a value is selected in Preferred Spoken Language and then Needs Interpreter is unchecked, the value in Preferred Spoken Language continues to be displayed and the field remains enabled.

8. The system parameter, ClinicServices.Family.DisplayEducator, is used to determine whether or not the Educator field is displayed on the Family Screen.

9. Family Goals displays the most recent Family Goals from the Family Care Plan.c. Display the record date of the Family Care Plan and the goals in a single line

separated by commas. Example: mm/dd/yyyy: Goal 1, Goal 2, Goal 3d. If no Family Goals are available, then the label is not displayed.

10. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) The system parameter, System.FoodBenefitDeliveryMethod, is used to determine whether or not the Economic Unit and PAN information is displayed. Only display if system is set to ‘EBT’. Exclude any end dated Economic Units from the Economic Unit dropdown.

11. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) Sort the listing of Economic Units alphabetically by first name.

12. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) When user selects an Economic Unit, then display the Economic Unit Number, Current PAN, and Status associated with that economic unit. If no data is available for Current PAN or Status, then do not display the label.

13. Display Type and Name fields only if user selects ‘OutreachOrganization’ in the field Referred To WIC By.

14. Display Description field only if user selects ‘Other” in the field Referred To WIC By.New Family Creation Rules

15. When a New Family is created, the family is associated with the clinic of login of the user.

16. When a New Family is created, the record is considered to be in edit/update mode.17. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) When a New Family is



Control Descriptioncreated, Economic Unit fields are blank until a save.

Member Creation Rules18. The system parameter, ClinicServices.MaxProxyNumber, is used to set the number

of family members that can be proxies for the family.19. The system parameter, ClinicServices.MaxParentGuardian2Number, is used to set

the maximum number of additional endorsers after the primary one.20. Display of members/proxies on the Family screen is based on member type and

age. This display is described in the Member Information section of this DFDD.21. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) When a new foster child is

added or when a child is newly made a foster child (new economic unit is created), the Economic Unit fields are blank until a save.

First Day of Issuance Rules22. If state is utilizing Calendar months, as defined in system parameter,

FI.FoodIssuanceCycle, then the First Day of Issuance = 1. Because the number is always the same, this value is not displayed on the screen.

23. If state is utilizing Rolling months, as defined in system parameter, FI.FoodIssuanceCycle, then the First Day of Issuance = 1-28 based on the first issuance date of the first participant in the family coming onto the WIC program.

24. In rolling month issuance, as defined in system parameter, FI.FoodIssuanceCycle, if the family’s first issuance date is 29, 30 or 31, then use 28 as the First Day of Issuance.

Transfer of Family Rules25. If Educator defined, make field blank on transfer of the family, this includes

changing the Clinic on the New Family screen and transfers made via the Transfer Family screen.

26. If BF Peer Counselor assigned, make field blank on transfer of the family, this includes changing the Clinic on the New Family screen and transfers made via the Transfer Family screen.

General Business Rules27. Both participant and family goals can co-exist on the family screen.28. Display an error message if user tries to move to another screen and an endorser is

not identified for the family.29. If the user attempts to move away from this family (go search for another family,

go issue benefits for another family, etc.), the user is prompted with a Save confirmation message if any family data has been updated. Required fields are validated.



1.2.1 Family ID LinkThe Family ID link allows the user to move to the Choose Family ID pop-up described below.

1.2.1.1 Choose Family ID Pop-UpThe Choose Family ID pop-up screen is used to select a reserved Family ID value for a new family when overriding the automatic system assignment of a new Family ID. This function is used when a new family was processed during a period when the application was unavailable. One example might be a network outage that causes your clinic to temporarily resort to paper-based processing.

Control DescriptionChoose Family ID Display (smallest to largest) of the previously reserved, unused

Family IDs that are available for use by the clinic the new family is in. Numbers are only available if the Emergency Preparedness system parameter is set to “Yes” and Family IDs have been reserved for this clinic.Type Text BoxRequired NALength 9Validation ZZZZZZZZ9, single column displayDisplay Only Yes Calculated NoDB Column ClinicRosterFamily.FFFamilyID



Control DescriptionOK Clicking the OK command button selects the highlighted Family

ID and assigns it to the current family.Type Command ButtonHot Key Alt + O

Cancel Clicking the Cancel command button closes the Choose Family ID pop-up and returns the user to the Family screen. No Family ID is selected.Type Command ButtonHot Key Alt + L

Business Rules1. The system parameter, System.UseEmergencyPreparedness, is used to determine if

the Family ID link on the Family Screen is functional.2. The Family ID that was just selected and assigned to the current family is removed

from the list of available IDs when the family is saved.



1.2.2 New Member/Proxy The New Member/Proxy link allows the user to move to a New Member/Proxy pop-up to add a new endorser, proxy or participant. If a new participant is to be added, a series of pop-ups begin. The New Member/Proxy pop-up appears first and is described in detail below.

1.2.2.1 New Member/Proxy Pop-UpThe New Member/Proxy pop-up is used to enter the name of a new family member for a WIC family. The special needs and alias can also be entered here as well as the type of relationship each member has with the family. A family member might be the family’s endorser, a WIC participant, additional endorser, a proxy or a combination of these if an adult. The New Member/Proxy pop-up is the first in a series of pop-ups in the Make Participant wizard, which can be used to start a new application for family members enrolling as WIC participants.

Control DescriptionDelete The delete command button is used to delete a new family

member.Type Command ButtonHot Key Alt + D



Control DescriptionMake Participant Clicking the Make Participant button initiates the process of

making the family member a WIC participant.Type Command ButtonHot Key Alt + M

Add to Aliases Clicking the Add to Aliases button makes the entered name an alias. The alias name can be viewed from the Aliases pop-up, accessed from the Member/Proxy pop-up. See the Aliases pop-up section of this DFDD for more information.Type Command ButtonHot Key Alt + L

Person ID link Hyperlink to the Choose Person ID pop-up which is used to assign a family member a manual Person ID in place of a system assigned identifier. See Choose Person ID for additional information.Type Link

Person ID This is the primary identifier for a family member within the application database. When a new family member is created, the system automatically assigns a Person ID to them. The automatic assignment of a new Person ID can be overridden, if necessary. To override the automatic assignment of a new Person ID, click on the Person ID link. See Choose Person ID for additional information.Type Text BoxRequired NALength 9Validation NADisplay Only Yes Calculated NoDB Column FamilyMember.FFMemberID

First Name The first name of the family member.Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyMember.FirstName



Control DescriptionMiddle Name The middle name of the family member.

Type Text BoxRequired NoLength 30Validation NADisplay Only No Calculated NoDB Column FamilyMember.MiddleName

Last Name The last name of the family member.Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyMember.LastName

Suffix The last name suffix of the family member.Type Text BoxRequired NoLength 4Validation NADisplay Only No Calculated NoDB Column FamilyMember.LastNameSuffix

Date of Birth The date of birth of the family member being added.Type Date Picker (Date Only)Required Yes, unless Member Type – Proxy is selected.

Date of Birth is optional if Member Type – Proxy is selected.

Display Only No Calculated NoDB Column FamilyMember.BirthDt



Control DescriptionAge The age of the family member as of today’s date.

Type Text BoxRequired NALength NAValidation If less than 1 year of age, display as “(Z9 m Z9

d)”.If 1 year of age (starting on birthday) up to the day before the 5th birthday, display as “(9 y Z9 m)”.If 5 years of age (starting on birthday) or older, “(Z9 y)”.

Display Only Yes Calculated Yes, if Date of Birth completed

DB Column FamilyMember.BirthDtSpecial Needs This is a free form text box for staff to detail any special needs

about the family member. This information is available in the Notes on an appointment.Type Multi Line Text Box, length 200Required NoDisplay Only No Calculated NoDB Column FamilyMember.SpecialNeeds

Member Type - Endorser

The Endorser radio button, when selected, identifies the family member as the endorser of the family. The label for this field is controlled by a system parameter. This is the default value if no endorser has been assigned to the family.Type Radio ButtonRequired NoDB Column FamilyMember.ParentGuardianIn

Member Type - Additional Endorser

The Additional Endorser radio button, when selected, identifies the family member as an additional endorser of the family. The label for this field is controlled by a system parameter.Type Radio ButtonRequired NoDB Column FamilyMember.ParentGuardian2In

Member Type - Proxy The Proxy radio button, when selected, identifies the family member as a proxy for the family.Type Radio ButtonRequired NoDB Column FamilyMember.ProxyIn



Control DescriptionClose Clicking the Close button closes the New Member/Proxy pop-up

and returns the user to the Family screen. Member information is then shown on the Family screenType Command ButtonHot Key Alt + C

Business Rules1. When Make Participant button is clicked, the user is presented with the next screen in

the Make Participant Wizard,2. When the Add to Aliases button is clicked, add the family member’s current name to

the aliases list.3. Allow user to un-select Additional Endorser and Proxy radio buttons once selected

while in the wizard.4. Allow additional endorsers to be entered. This ability is for documentation purposes

only, there is no system functionality tied to the absence or presence of these family members.

5. Display Error if no relationships are identified for the family member and user is trying to leave pop-up.

6. Display Warning to confirm a deletion of a family member.7. Disable the Make Participant button if the Proxy radio button is selected.8. Disable the Make Participant and Add to Aliases buttons until required fields have been

satisfied.9. The system parameter, System.UseEmergencyPreparedness, is used to determine if

the Person ID link on the New Member/Proxy pop-up is functional.10. The system parameter, ClinicServices.MaxParentGuardian2Number, is used to set the

maximum number of additional endorsers after the primary one.11. The system parameter, ClinicServices.MaxProxyNumber, is used to set the number of

family members that can be proxies for the family.12. The system parameter, ClinicServices.HeadofHouseholdLabelToUse, is used to

determine the label for Endorser and Additional Endorser.13. Disable the Make Participant button if an Endorser has not yet been defined for the

family.14. Disable the Endorser radio button if there is already an Endorser designated for the

family.15. When the first family member that is designated as an Endorser is entered, create an

Economic Unit for the family with the description of the Endorser’s full name (First, Middle, Last, Suffix). The Economic Unit Number is the Endorser’s Person ID.

16. When a participant is created, also create a ParticipantBenefitRestriction record.17. Display an error message that the age is invalid if the age of the applicant is ≥5 years

and <9 years based on the Date of Birth compared to Today.18. Display an error message if the date of birth is a date in the future.19. Display an error message if the age in years of the participant is less than 9 and the

participant is marked as an Endorser, Additional Endorser, or Proxy, Base the calculation on the difference between Date of Birth and Today’s Date.



1.2.2.2 Choose Person ID Pop-Up The Choose Person ID pop-up screen is used to select a reserved Person ID value for a new person when overriding the automatic system assignment of a new Person ID. This function is used when a new person was processed during a period when the application was unavailable. One example might be a network outage that causes your clinic to temporarily resort to paper-based processing.

Control DescriptionChoose Person ID Display (smallest to largest) of the previously reserved, unused

Person IDs that are available for use by the clinic. Numbers are only available if the Emergency Preparedness system parameter is set to “Yes” and Person IDs have been reserved for this clinic.Type Text BoxRequired NALength 9Validation ZZZZZZZZ9, single column displayDisplay Only Yes Calculated NoDB Column ClinicRosterMember.FFMemberID

OK Clicking the OK command button selects the highlighted Person ID and assigns it to the current member.Type Command ButtonHot Key Alt + O



Control DescriptionCancel Clicking the Cancel command button closes the Choose Person ID

pop-up and returns the user to the Family screen.Type Command ButtonHot Key Alt + L

Business Rules1. The system parameter, System.UseEmergencyPreparedness, is used to determine if

the Person ID link on the Family Member screen is functional.2. The Person ID that was just selected and assigned to the current person is removed

from the list of available IDs when the family is saved.



1.2.2.3 Dual Participant Search Pop-UpThe Dual Participant Search pop-up is the second screen in a series of pop-ups in the Make Participant wizard for entering family members as WIC participants. Data previously entered is carried forward to this pop-up. Staff users are required to perform a search before they can move onto the next pop-up to continue the process of adding a new participant through the wizard.



Control DescriptionFirst Name The first name of the participant being added.

Type Text BoxRequired NALength 30Validation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName

Middle Name The middle name of the participant being added.Type Text BoxRequired NALength 30Validation NADisplay Only Yes Calculated NoDB Column FamilyMember.MiddleName

Last Name The last name of the participant being added.Type Text BoxRequired NALength 30Validation NADisplay Only Yes Calculated NoDB Column FamilyMember.LastName

Sex Identifies the gender of a participant. If a participant is an endorser, then “Female” is automatically populated. If a participant is not an endorser, then this field is blank by default.Type List BoxRequired YesDB Column Participant.SexCdCode ID Sex Code

This code element is non-editable.The installed values are: Male Female



Control DescriptionDate of Birth The date of birth of the participant being added.

Type Text BoxRequired N/ADisplay Only Yes Calculated NoDB Column FamilyMember.BirthDt

Wild Card (First Name) When checked, indicates to search for participants whose first name begins with the same letter as the First Name of the participant being added. When unchecked, indicates to search for participants whose first names are an exact match of the First Name of the participant being added.Type Check BoxDisplay Only No Calculated NoDB Column NA

Wild Card (Last Name) When checked, indicates to search for participants whose last name begins with the same first three letters as the Last Name of the participant being added. When unchecked, indicates to search for participants whose last names are an exact match of the Last Name of the participant being added.Type Check BoxDisplay Only No Calculated NoDB Column NA

Include (Sex) When checked, indicates to search for participants with the same Sex.Type Check BoxDisplay Only No Calculated NoDB Column NA

Include (Date of Birth) When checked, indicates to search for participants with the same Date of Birth.Type Check BoxDisplay Only No Calculated NoDB Column NA



Control DescriptionDisplay Text Display the following text to assist the user to understand the

search that is being conducted.

If Wild Card (First Name) unchecked, then display: “First Name equals <first name>”If Wild Card (Last Name) unchecked, then display: “Last Name equals <last name>”If only Wild Card (First Name) checked, then display: “First Name begins with <first letter of first name>%”If only Wild Card (Last Name) checked, then display: “Last Name begins with <first three letters of last name>%”If Sex is marked to include, then display: “Sex equals <Sex Code>”If Date of Birth is marked to include, then display: “Date of Birth equals, <FamilyMember.BirthDt or StatewideList.BirthDt>”If multiple search criteria, then include “And” between the display text.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column NA

Search Clicking the Search button allows the system to search for participants that are possible matches to the participant being entered today. If possible matches are found they are displayed in the Search Results (State Wide Dual Participation) grid.Type Command ButtonHot Key Alt + S

Search Results (State Wide Dual Participation)

A read-only data grid listing possible matches to the participant that is currently being entered. Staff can review this list to determine if the person that they are trying to make a participant is already a participant in the system or not. This data grid is sortable by each of the column headings. By default, the grid is sorted by Family ID and then Last Name and then Participant First Name.Type Read-Only Data GridDisplay Only Yes

Family ID Hyperlink to the Statewide Sketch for a person that matched the dual participation search criteria. See Statewide Sketch in the CS Clinic Services Overview DFDD for more information.Type Link



Control DescriptionPerson ID Hyperlink to the Statewide Sketch for a person that matched the

dual participation search criteria. See Statewide Sketch in the CS Clinic Services Overview DFDD for more information.Type Link

Name The name of the participant matching the search criteria.Type Text BoxRequired NALength Concatenation of firstname, middlename,

lastname, and lastnamesuffix, display first 60 characters.

Validation NADisplay Only Yes Calculated NoDB Column Participant.FirstName and

Participant.MiddleName and Participant.LastName and Participant.LastNameSuffix OR StatewideList.FirstName and StatewideList.MiddleName and StatewideList.LastName and StatewideList.LastNameSuffix

Category The participant category of the participant matching the search criteria.Type Text BoxRequired NALength 17Validation NADisplay Only Yes Calculated NoDB Column Participant.ParticipantTypeCd OR

StatewideList.ParticipantTypeCd



Control DescriptionEndorser The name of the endorser of the participant matching the search

criteria. The label for this column is controlled by a system parameter.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName and

FamilyMember.MiddleName andFamilyMember.Last Name where FamilyMember.ParentGuardianIn = Yes OR StatewideList.PGFirstName andStatewideList.PGMiddleName andStatewideList.PGLastName

DOB The date of birth of the participant matching the search criteria.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FamilyMember.BirthDt OR

StatewideList.BirthDtWIC Status The WIC status of the participant matching the search criteria.

Type Text BoxRequired NALength 19Validation NADisplay Only Yes Calculated NoDB Column Participant.WICStatusCd OR

StatewideList.WICStatusCd



Control DescriptionBack The Back button closes the Dual Participant pop-up and goes

back to the previous screen in the wizard, the New Member/Proxy pop-up. Data can be modified if necessary.Type Command ButtonHot Key Alt + B

Next The Next button closes the Dual Participant Search pop-up and moves to the Participant Category pop-up.Type Command ButtonHot Key Alt + X

Business Rules1. Check for Dual Enrollment based on First Name, Last Name, Sex, Date of Birth as

indicated in the search criteria.2. The First Name, Middle Name, Last Name, and Date of Birth are populated on this pop-

up based on the previous pop-up, the New Member/Proxy pop-up.3. Display names of participants in the Search Results grid when system detects a

possible dual enrollment situation.4. Do not return participants from investigator families in the search results.5. The search results are for informational purposes only. There is no tie back to Clinic

Services family screens from this search.6. The system parameter, ClinicServices.MaxSearchResults, determines maximum

number of families to return on a search in Clinic Services.7. Display message if the search returns more than [parameter] results, defined in

ClinicServices.MaxSearchResults, instructing user to refine their search criteria to find the specific person.

8. The system parameter, ClinicServices.DisplayFirstNameFirst, determines the order of the names in the search results.

9. The system parameter, ClinicServices.HeadofHouseholdLabelToUse, determines the label of the column currently shown as Endorser.

10. If a name (first name or last name) is less than 3 characters, then the wild card search only searches on the characters provided.

11. The Next button is disabled until the Search button has been clicked.12. Display an error if Sex = Male and participant age is ≥ 5 years of age.13. If the user is working in a “disconnected” mode check for Dual Enrollment based on

the Statewide Data Sketch table, not the Participant and Family Member tables.



1.2.2.4 Participant Category Pop-UpThe Participant Category pop-up is the third screen in a series of pop-ups in the Make Participant wizard for entering family members as WIC participants. The name that was previously entered displays on this pop-up and the Participant Category is required before users can move onto the next pop-up to continue the process of adding a new participant through the wizard.

Control DescriptionName The full name of the participant being added.

Type Text BoxRequired NALength NAFormat NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,

FamilyMember.MiddleName, FamilyMember.LastName, FamilyMember.LastNameSuffix



Control DescriptionParticipant Category Indicates the participant’s category, such as Pregnant,

Breastfeeding, Not Breastfeeding, Child or Infant. The drop-down is filtered based on the relationship role of the participant to the family and by age.Type List BoxRequired YesDB Column ParticipantType.ParticipantTypeCDCode ID Part Type Code

This code element is non-editable.The installed values are: Pregnant Not Breastfeeding Child Infant Breastfeeding

Miscarriage When checked, indicates that the woman experienced a miscarriage with the most recent pregnancy. This triggers a family alert that is displayed to aid staff in being sensitive to the issue. This field is cleared when the WIC status changes from active to any other WIC status or when the woman changes to a different participant category.Type Check BoxDisplay Only No Calculated NoDB Column NA

Next Clicking the Next button closes the Participant Category pop-up and moves to the Application pop-up.Type Command ButtonHot Key Alt + X

Check Eligibility Displayed instead of the Next button if system parameter indicates. Clicking the Check Eligibility button causes required fields to be validated and the Check Eligibility – Participant Category algorithm to be run.Type Command ButtonHot Key Alt + K

Back Clicking the Back button closes the Participant Category pop-up and goes back to the previous screen in the wizard, the Dual Participant Search pop-up. Data can be modified if necessary.Type Command ButtonHot Key Alt + B



Business RulesParticipant Category Rules

1. Automatically populate and disable the Participant Category field with “Infant” if age of participant is < 1 year.

2. Automatically populate and disable the Participant Category field with “Child” if age of participant is ≥ 1 year and < 5 years old.

3. If age of participant is >9, then Participant Category may be Pregnant, Breastfeeding or Not-Breastfeeding.

Display Rules4. If system parameter, ClinicServices.WaitingList.DisplayCheckEligPartCat, indicates

that the Check Eligibility button is to be displayed and the user clicks it, then the Check Eligibility (Participant Category) algorithm is run.a. If the applicant is eligible and WIC is serving this participant category and age,

then the user can proceed with the new participant wizard.b. If the applicant is eligible, but based on the participant category and age, WIC

cannot serve them right now, then the user can add the applicant to the waiting list.

Miscarriage Rules5. The Miscarriage field is only enabled when participant is Pregnant, Breastfeeding or

Not Breastfeeding.6. When Miscarriage is checked, a Family Alert fires when the Family is opened.7. When Miscarriage is checked, show MC indicator on appointment and indicators in

participant header in CS.8. When Miscarriage is cleared, then clear warning flag on any future appointment

scheduled for the participant.9. When Miscarriage is checked, set the miscarriage indicator on the participant

header. Note: This field does not contribute to infant outcome data that is collected in the assessment portion.



1.2.2.5 Check Eligibility – Participant Category Pop-UpThe Check Eligibility pop-up allows the user to check the participant’s eligibility related to participant category and age.Note: This screen shot shows all of the possible results. Only the applicant/participant that is being checked during this eligibility check is displayed on this pop-up. This shows all of the different results for a single applicant/participant. Only one result for the applicant/participant is displayed at a time.



Control DescriptionEligible If the participant is found to be eligible based on the participant

category and age, the full name is listed. To proceed with information about this participant, the user clicks Close and continues on in the application.Disable if no participants.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,


Not to be served at this time

The Not to be served at this time data grid displays the participant’s name that based on participant category and age is not to be served at this time. Additionally, the eligibility status, action and expected priority are included.Type Editable Data Grid

Name Based on participant category and age, the full name of the participant listed here was found ineligible or eligible, but qualify for the waiting list.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,




Control DescriptionEligibility Status The eligibility status of the participant that has been found

ineligible or eligible, but qualify for the waiting list is listed.Values include Eligible for Waiting List; Ineligible, with certification; and Ineligible, no certification.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column Not Stored

Action Checkbox indicating that the user wants an action to be taken on the application and/or certification.

When Eligibility Status is Eligible for Waiting List a check mark indicates that the user wants to place the applicant/participant on the waiting list. Checking this checkbox enables the Expected Priority list box for that participant.

Type CheckboxDisplay Only No Calculated NoDB Column ParticipantStatus.WICStatusCd

CertificationTermination.CertTermReasonCdParticipantWaitList.EffectiveDt

Expected Priority This list box allows the user to select an expected priority for the participant prior to adding them to the Waiting List.Type List BoxRequired Yes, if Eligible for Waiting ListDB Column ParticipantWaitList.ExpectedPriorityNrCode ID Priorities



Control DescriptionClose Clicking the Close button closes the pop-up. If any participant

records have check marks in the checkboxes, the action is carried out when the record is saved. If check mark in Eligible for Waiting List, then the

applicant/participant is added to the Waiting List. The WIC Status is changed to Wait List. The effective date is listed as today’s date. The priority is listed as the Expected Priority that was selected. This participant can now be found through the Waiting List Search.

The following is to be added to the application’s WIC Status History grid: Date is set to today’s date, the pending application’s WIC Status is set to Wait List and the Reason is set to Category Not Being Served. The Staff Person performing the activity is indicated. This action is only be taken for a pending application.

If no action is to be taken by the system and the participant is eligible, pass on to the next step of the New Participant Wizard, the Application pop-up.

If no action is to be taken by the system and the participant is not eligible, return the user to the New Participant Wizard on the Participant Category pop-up to allow a modification if necessary.

Type Command ButtonHot Key Alt + C

Business Rules1. Indicate Eligible for Waiting List if the applicant/participant has been found eligible due

to participant category and age, but qualifies for the Waiting List.2. The Expected Priority drop-down is based on the participant’s Participant Category.

o Infant = 1, 2, 4 and 7.o Child = 3, 5 and 7.o Pregnant = 1, 4 and 7.o Breastfeeding = 1, 4 and 7.o Not Breastfeeding = 3, 4, 5, 6 and 7.

1.2.2.6 Check Eligibility Algorithm – Participant CategoryIf Breastfeeding, determine if applicant’s participant category is part of the waiting list criteria. If yes, display as Eligible for Waiting List. If no, display as Eligible.If Pregnant, determine if applicant’s participant category is part of the waiting list criteria. If yes, display as Eligible for Waiting List. If no, display as Eligible.If Not Breastfeeding, determine if applicant’s participant category is part of the waiting list criteria. If yes, display as Eligible for Waiting List. If no, display as Eligible.



If Infant, determine if applicant’s participant category is part of the waiting list criteria. If yes, display as Eligible for Waiting List. If no, display as Eligible.If Child, determine if applicant’s participant category is part of the waiting list criteria. If yes, then next, determine if applicant’s age is part of the waiting list criteria. If yes to both, display as Eligible for Waiting List. If Child participant category, but age is not part of waiting list criteria, display as Eligible.

1.2.2.7 Notice of Ineligibility (Dynamic)The Notice of Ineligibility is produced by staff accessing the Printouts Menu when a participant is found ineligible for the WIC program. It is anticipated that this notice is handed to the participant when they have been found ineligible and is never mailed to the family.

1.2.2.7.1 Language: BothThe Notice of Ineligibility is available in English and Spanish.



1.2.2.7.2 Notice of Ineligibility Mockup

WIC Program - Notice of Ineligibility

06/27/2013

The following are not eligible for the WIC Program:Casey Green – Over Income.

WIC Clinic AA 123 Test Drive Greenwood Village, CO 80111 (123) - 555-1234

[email protected]

Notice of AppealYou have the right to a hearing if you wish to appeal this decision. Your appeal rights are explained below:

1. Send a written request for a hearing to your local WIC agency within 90 days of receiving this notice.

2. The hearing officer will schedule a hearing within 21 days of receiving your request. You will receive notice of the time, place and date at least 10 days before the hearing.

3. Before and during the hearing, you have the right to read all of the public documents on file about the decision that is under appeal.

4. During the hearing you may speak for yourself or be assisted by a relative, friend, or evidence; question any adverse witnesses; and provide evidence to establish facts and circumstances related to your case.

5. The local hearing officer will issue a written decision within 45 days of your request for the hearing unless a longer time period is agreed upon by both parties.

6. Either party may appeal the written decision to the Director, State Department of Public Health. This appeal must be made within 15 days of the mailing date of the decision made by the local hearing officer. The procedures listed above must be followed for a second appeal about the decision.

In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write to the USDA. Director, Office of Civil Rights. 1400 Independence Avenue SW, Washington, DC 20250-9410 or call (800) 795-3272 (voice) or (202) 720-6382 (TTY). USDA is an equal opportunity provider and employer.


mailto:[email protected]


Business Rules1. Notice date is today’s date. Format is mm/dd/yyyy.2. List all family members found ineligible within the last 7 days.3. The family member name is

FamilyMember.FirstName+FamilyMember.MiddleName+FamilyMember.LastName.4. The ineligibility reason is ParticipantStatus.ChangeReasonCd.5. The WIC Organization information source is based on the value of system parameter

ClinicServices.UIOutputContactSource:a. If ClinicServices.UIOutputContactSource = “Local Agency”, the WIC

Organization information is the local agency’s <agency name>, <address>, <phone number>, and <e-mail address>.

i. The agency name is LocalAgency.Name.ii. The address isiii. LocalAgency.StreetAddrLine1iv. LocalAgency.StreetAddrLine2v. LocalAgency.Suite, LocalAgency.POBoxvi. LocalAgency.City, LocalAgency.State LocalAgency.ZipCode+

LocalAgency.ZipPlus4vii. The phone number is LocalAgency.BusinessAreaCode+

LocalAgency.BusinessPhoneNrviii. The e-mail address is LocalAgency.EmailAddress

b. If ClinicServices.UIOutputContactSource = “Clinic”, the WIC Organization information is the clinic’s <clinic name>, <address>, <phone number>, and <e-mail address>.

i. The clinic name is Clinic.Name.ii. The address isiii. Clinic.PhysicalStreetAddrLine1iv. Clinic.PhysicalStreetAddrLine2v. Clinic.PhysicalSuitevi. Clinic.PhysicalCity, Clinic.PhysicalState Clinic.PhysicalZipCode +

Clinic.PhysicalZipPlus4vii. The phone number is Clinic.PhoneAreaCode+ Clinic.PhoneNrviii. The e-mail address is Clinic.EmailAddress

6. Do not include a blank line in the WIC Organization section of the document for any contact information that is empty such as a blank address line 2, phone number, or e-mail address.

7. The clinic services breastfeeding message image appears in the footer-middle of the output.

8. The clinic services header image appears in the header-left of the output.9. Page numbering in the output appears in the footer-right in the format "Page x of y".10. This UI output is portrait.11. If the family’s Printouts Language = Spanish, display the List Value – Spanish

Description version of the ineligibility reason codes, otherwise display the List Value – Description (English version).



1.2.2.8 Application Pop-UpThe Application pop-up is the fourth screen in a series of pop-ups in the Make Participant wizard for entering family members as WIC participants. This pop-up also allows the user to identify a participant who is coming into a clinic with a verification of certification (VOC) from another state or as a pre-certified infant or pregnant woman. The name that was previously entered displays on this pop-up and the Application Date is required before users can move on to the next pop-up to continue the process of adding a new participant through the wizard.






Control DescriptionApplication Date This is the date that an application for a family member to

receive benefits from the WIC program is initiated. This date defaults to today’s date and cannot be updated by the user.Type Text BoxRequired NADisplay Only Yes Calculated NoDB Column Application.ApplicationDt

Pre-Certify The Pre-Certify radio button is used to indicate that the member is a pre-certified Priority 2 Infant or Pregnant woman.Type Radio ButtonRequired NoDB Column Application.ApplicationTypeCd

Out-of-State VOC The Out-of-State VOC radio button is used to indicate that the member is a VOC coming in from another state WIC program.Type Radio ButtonRequired NoDB Column Application.ApplicationTypeCd

Out-of-State VOC – Certification Start Date

This is the Certification Start Date from the previous state for the VOC applicant.

Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCLastCertBegDt

Out-of-State VOC - Certification End Date

This is the Certification End Date from the previous state for the VOC applicant.Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCLastCertEndDt

Out-of-State VOC - Last Benefits Start Date

This is the first date to use of the last month of benefits that the participant received from the previous state.

Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCBenefitStartDt



Control DescriptionOut-of-State VOC - Last Benefits End Date

This is the last date to use of the last month of benefits that the participant received from the previous state.Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCBenefitEndDt

Back Clicking the Back button closes the Application pop-up and goes back to the previous screen in the wizard, the Participant Category pop-up. Data can be modified if necessary.Type Command ButtonHot Key Alt + B

Next Clicking the Next button closes the Application pop-up and moves to the Enrollment pop-up.Type Command ButtonHot Key Alt + X

Business Rules1. Display an error if attempting to make a participant Pre-Cert that is not either a

pregnant woman or an infant [parameter] days or less.2. The system parameter, ClinicServices.Application.UsePrecertify, is used to determine if

the Pre-Certify radio button is displayed or not.3. The system parameter, ClinicServices.MaxAgeDaysInfantPrecert, is used to indicate

the maximum age (in days) an infant can be to be precertified.4. The controls within the Out-of-State VOC group box are blank and disabled until Out-

of-State VOC is selected.5. Display an error if Out-of-State VOC is selected and the Certification Start Date is a

date in the future.6. Display an error if Out-of State VOC is selected and the Certification End Date is a date

in the past.7. Display an error if the Out-of-State VOC Last Benefits Start Date is a future date.8. Display an error if the Out-of-State VOC Last Benefits Start Date is not greater than or

equal to the Out-of-State VOC Certification Start Date and is not less than the Out-of-State VOC Certification End Date.

9. Display an error if the Out-of-State VOC Last Benefits End Date is prior to the Out-of-State VOC Last Benefits Start Date.

10. If state is utilizing Calendar months, as defined in system parameters, FI.FoodIssuanceCycle, then display an error if Out-of-State VOC Certification End Date is a date other than the last day of a month.



1.2.2.9 Enrollment Pop-UpThe Enrollment pop-up is the fifth screen in a series of pop-ups in the Make Participant wizard for entering family members as WIC participants. The name and DOB that were previously entered display on this pop-up and the sex, race, and ethnicity are required before the process of adding a WIC participant through the wizard can be completed.






Control DescriptionDate of Birth The participant’s date of birth. This is carried forward from the

entry on the Member/Proxy pop-up.Type Text BoxRequired NADisplay Only Yes Calculated NoDB Column FamilyMember.BirthDt

Expected DOB The participant’s expected date of birth. This is when the family had expected the baby to be born. This field is used to calculate Weeks Gestation on the Anthropometric Birth Measurement record.Type Date Picker (Date Only)Required NoDisplay Only No Calculated NoDB Column Participant.ExpectedBirthDt

Sex Identifies the gender of a participant. This is carried forward from the entry on the Dual Participation search.

Type List BoxRequired YesDB Column Participant.SexCdCode ID Sex Code


Race – White If checked, this indicates a self-declared race of the participant.Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd

Race - Black If checked, this indicates a self-declared race of the participant.Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd

Race - Asian If checked, this indicates a self-declared race of the participant.Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd



Control DescriptionRace – American Indian or Alaskan Native

If checked, this indicates a self-declared race of the participant.

Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd

Race – Native Hawaiian or Other Pacific Islander



Hispanic/Latino A code that records whether the participant considers themselves to have a Hispanic or Latino ethnic background.Type List BoxRequired Yes, except when Pre-Cert or VOCDB Column Participant.HispanicInCode ID YesNo

This code element is non-editable.The installed values are: No Yes

Mother This list box links an infant or child to a mother or allows the user to indicate that the mother is not on WIC. Any P, B, or N in the family is listed in the list box. If mother of infant/child is not on WIC, the user can choose the value Mother Not on WIC.Type List BoxRequired Yes, if infant or child <24 monthsDB Column FamilyMember.FirstName +

FamilyMember.MiddleName + FamilyMember.LastName + FamilyMember.LastNameSuffix

Code ID FamilyMember table lookupMake Foster Child Clicking the Make Foster Child button sets the Foster Child

indicator and causes a separate Economic Unit to be created for this foster child. This button also enables the No Longer Foster Child button and the dates in the Foster Care group box.Type Command ButtonHot Key Alt + M



Control DescriptionNo Longer Foster Child Clicking the No Longer Foster Child button removes the Foster

Child indicator and causes the Economic Unit belonging to this child to be removed. The Foster Child is moved into the economic unit of the Endorser if still in this family. Once this action is completed, the button is again disabled. The Make Foster Child button is enabled. The dates in the Foster Care group box are cleared and disabled.Type Command ButtonHot Key Alt + L

Foster Care - Entered Foster Care Date

This date is the date a participant first entered the foster care system. A foster child must have this date or the Changed Foster Families Date.Type Date PickerRequired Yes (or Changed Foster Families Date)Display Only No Calculated NoDB Column Participant.FosterChildDt

Foster Care - Changed Foster Families Date

The most recent date a foster child was moved from one foster family to another foster family. A foster child must have this date or the Entered Foster Care Date.Type Date PickerRequired Yes (or Entered Foster Care Date)Display Only No Calculated NoDB Column Participant.FosterChildChangeDt

Back Clicking the Back button closes the Family Member pop-up and goes back to the previous screen in the wizard, the Application pop-up. Data can be modified if necessary.Type Command ButtonHot Key Alt + B

Finish Clicking the Finish button closes the Family Member pop-up and the new member displays on the Family screen.Type Command ButtonHot Key Alt + I



Business Rules1. Only Sex is required when participant has ApplicationTypeCd=PRE.2. Only Sex is required when participant has ApplicationTypeCd=VOC.3. Display Error if Race is missing and participant is not Pre-Cert or VOC

(ApplicationTypeCd=PRE or VOC).4. Display error if participant category = B, P, or N and Sex = Male.5. Multiple races may be indicated.6. If any participant is made a Foster Child, then a separate economic unit is created for

them. It bears the name of the Foster Child. The Person ID (FamilyMember.FFMemberID) is used as the Economic Unit Number.

7. Disable the Make Foster Child and No Longer Foster buttons for Endorsers and Additional Endorsers.

8. Disable Finish button until all required fields have been satisfied.9. If Mother is selected and the value is not “Mother Not on WIC”, set the

Participant.MomPartID and Participant.MomFullName (First Name, Middle Initial, Last Name) based on the selected family member.

10. If the Make Foster Child button is clicked, it is disabled until the No Longer Foster Child button is clicked.

11. Disable Mother list box if participant age is ≥ 24 months.12. For Mother list box contents, “Mother Not on WIC” is listed first. All other names are

listed in alphabetical order. Please note that if a member’s name has been updated, but not yet saved, the name is displayed in the order that it would have displayed before the name change.

13. Disable the Expected DOB field if participant age is ≥ 24 months.14. Expected DOB cannot be more than 8 weeks before Date of Birth.15. Expected DOB cannot be more than 20 weeks after Date of Birth.16. Upon creation of a new family, a new Economic Unit is created. The Endorser’s name

is the name of this economic unit. All family members that are also participants and not a foster child are automatically included in this economic unit.

17. Display error if Entered Foster Care Date is before Date of Birth.18. Display error if Changed Foster Families Date is before Date of Birth.19. Display error if Entered Foster Care Date is a future date.20. Display error if Changed Foster Families Date is a future date.



1.2.3 Member InformationEach member of a family is displayed on the Family screen in a separate repeater control. If Show Hidden Members is selected in the View menu option, all family members are displayed. If Show Hidden Members is not selected in the View menu option, participants with a Termination Reason of Deceased or No Longer in Family and all children over five years of age are not displayed.The toggle available in the Display menu allows the user to show all family members or to only show a subset of family members. The background for the family members differs depending on the type of family member and the WIC status. The data contained in the repeater control provides the user with a quick snapshot of information about the individual family member. The information displayed in the first two rows is very similar to the Participant Header data that is displayed with participant screens in Clinic Services.

1.2.3.1 Examples by type

Endorser, Additional Endorser, Inactive Endorser, Proxy, Inactive Proxy Participant

Endorser, Additional Endorser, Inactive Endorser, Proxy, Inactive Proxy Non-Participant


[email protected], 05/26/17,

HDIL-2466 / TFS-90558


Active Infant and Child Participant

Non-active Infant and Child Participant

Deceased infant or child participant or infant or child no longer with the family

Control DescriptionParticipant, Endorser, Additional Endorser, Inactive Endorser, Proxy, or Inactive Proxy

Identifies the family member as the Participant, Endorser, Additional Endorser, Inactive Endorser, Proxy or Inactive Proxy of the family. The label used for the person identified as the Endorser is based on a system parameter.

Type Text boxDisplay Only YesDB Column FamilyMember.FirstName,

FamilyMember.MiddleName, FamilyMember.LastName, FamilyMember.LastNameSuffix WhereFamilyMember.ParentGuardianIn = “Y” orParticipantStatus.WICStatusCd orFamilyMember.ParentGuardian2In = “Y” orFamilyMember.ProxyIn = “Y”ProxyEndorserApproval.EndDt



Control DescriptionCategory The current participant category of the participant record being

viewed.Type Text BoxRequired NALength 17Validation NADisplay Only Yes Calculated NoDB Column ParticipantType.ParticipantTypeCd

Breastfeeding Description (unlabeled)

Just beyond the category, the breastfeeding description is displayed. This is displayed for all infants and children <24 months old with a breastfeeding description of: Exclusively BF = Excl BF Primarily Exclusive/No Formula Package = Prim Excl/No F Pkg Primarily Exclusive BF/ Complementary Foods = Prim

Excl/Comp Partially BF = Part BF BF Child = BF Child.If the breastfeeding description is Not BF or No Longer BF, then nothing is displayed.Type Text BoxRequired NALength 16Validation NADisplay Only Yes Calculated NoDB Column BreastfeedingDetail.ActionCd

Sex(unlabeled, integrated into category)

The sex of the infant or child participant record being viewed.

Type Text BoxRequired NALength 6Validation If infant or child participant category, display

sex as “(Male)” or “(Female)”.Display Only Yes Calculated NoDB Column Participant.SexCd



Control DescriptionEDD The EDD (Expected Delivery Date) for a pregnant woman.

Type Text BoxRequired NALength NAValidation Formatted Date, mm/dd/yyyy,

Display as EDD: mm/dd/yyyyDisplay Only Yes Calculated NoDB Column Pregnancy.ExpectedDeliveryDt

Indicators(unlabeled)

Abbreviations or symbols that alert users that this member is eligible for Farmers’ Market checks, a foster child, High Risk based on nutritional factors, has special needs, needs an interpreter, has breastfeeding equipment that is to be returned to the agency, needs blood taken to meet periodicity timeframes, or the most recent pregnancy ended in a miscarriage.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column Participant.FMEligibleIN,

RiskHeader.HighRiskIn,Participant.FosterChildInParticipant.MiscarriageIn,FamilyMember.SpecialNeeds,SerializedInventoryItemHistory.DueDtBloodwork.CollectionDtBenefitFamily.NeedInterpreterIn

Edit Hyperlink to the Member/Proxy pop-up. This pop-up is accessed to update names of members or proxies, make a member a participant, change the member type, make a child a foster child or not a foster child, or to review Endorser/Proxy history. See Member/Proxy Pop-up for more information.Type Link



Control DescriptionDate of Birth The Date of Birth of family member being viewed.

Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FamilyMember.BirthDt

Age (unlabeled) The age of the participant being viewed as of today’s date.For an infant, computed as the number of months and days between today's date and the participant's Date of Birth. For a child, computed as the number of years and months between today’s date and the participant’s Date of Birth. For a woman, computed as the number of years between today's date and the participant's Date of Birth.Type Text BoxRequired NALength NAValidation If participant category = infant, display “(Z9 m

and Z9 d)”.If participant category = child, display “(9 y Z9 m)”.If woman participant, display “(Z9 y)”.

Display Only Yes Calculated YesDB Column FamilyMember.BirthDt

Wks Gest Wks Gest displays the computed number of weeks gestation of the most recent pregnancy, relative to today’s date. This is only displayed for pregnant women after the Expected Delivery Date is recorded.Type Text BoxRequired NALength 2Validation Display as Weeks Gest: Z9Display Only Yes Calculated YesDB Column NA



Control DescriptionGAA Displays the GAA (Gestational Adjusted Age) for infants and

children <2 years of age if designated as premature and a Weeks Gestation has been collected on the birth measurement anthropometric record.Type Text BoxRequired NALength NAValidation If participant category = infant, display “(Z9 m

and Z9 d)”.If participant category = child, display “(9 y Z9 m)”.

Display Only Yes Calculated YesDB Column getdate() – FamilyMember.BirthDt - (40 –

Anthro.WeeksGestationNr)WIC Status The current WIC Status of the participant record being viewed.

When the child participant is 5 years of age or older or when a participant is deceased or when a participant is no longer with the family, the termination reason is displayed to the right of the WIC status.Type Text BoxRequired NALength 19Validation NADisplay Only Yes Calculated NoDB Column ParticipantStatus.WICStatusCd

Cert. End This is the latest Certification End Date on record for the participant.Type Text BoxRequired NALength NAValidation Mask of mm/yyyyDisplay Only Yes Calculated NoDB Column Certification.EndDt



Control DescriptionLast FB The last month and year of food benefits issued in the system for

the participant record being viewed. For FI States, FIs that are voided are not considered issued benefits.Type Text BoxRequired NALength NAValidation Mask of “First 3 characters of month” yy

Ex: Jan yyDisplay Only Yes Calculated NoDB Column FI.FirstUseDt (last month and year available)

ParticipantEBTIssuance.FirstUseDt (last month and year available)

unlabeled text box The most recent participant goals are displayed. The goals (Goal 1, Goal 2, and Goal 3 from the participant Care Plan) are preceded by date the goals were created and then listed in a single line separated by commas.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ParticipantCarePlan.RecordedDt +

ParticipantCarePlan.Goal1 +ParticipantCarePlan.Goal2 +ParticipantCarePlan.Goal3

FB Issuance FB Issuance defines the schedule for producing Food Benefits for a participant. When a participant is added, this is defaulted based on the value in the system parameter ClinicServices.StateDefaultFBIssuance.Type List BoxRequired NADB Column Participant.FIIssuanceCdCode ID FI Issuance Cd

This code element is non-editable. The installed values are: 3 Months 2 Months 1 Month No Food Benefits



Business RulesScreen Display Rules

1. The family members appear in the following descending sort order and with the noted panel colors:

a. Endorser (Pale Yellow) occurs first in the sort orderb. Participants (Infants and Children) in ascending age order

i. Active Participants (Pink)ii. Non-Active Participants (Light Gray)iii. Deceased or No Longer in Family (Orange)

c. Additional Endorsers (Pale Yellow)d. Proxies (Pale Yellow)e. Inactive Endorsers (Pale Yellow)f. Inactive Proxies (Pale Yellow)

2. If there is more than one additional endorser, proxy, inactive endorser or inactive proxy, then sort in alphabetical order within that grouping.

3. When a participant (or participants) is retrieved from another family, the retrieved participant is displayed on the family screen along with the family members that were part of the original family structure.

4. The system parameter, ClinisServices.HeadofHouseholdLabelToUse, determines the label that is used for the term Endorser for Endorser, Additional Endorser, and Inactive Endorser.

5. Participant data is displayed whenever a member has been or is currently a participant.

Deceased or No Longer in Family Participants Rules6. Clear all indicators for a deceased participant or a participant no longer in the

family.7. Clear and disable the Participant FB Issuance field for a deceased participant or a

participant no longer in the family.Display of WIC Status Rules

8. Display the WIC Status/Application type of “Active - Pre” for participants whose application is marked Pre-Certify and they are in their first certification period.

9. Display the WIC Status/Application type of “Active - VOC” for participants whose application is marked VOC and they are in their first certification period.

10. Display the WIC Status/Application type of “Active - Prov” for participants with a provisional certification.

11. For children > 5 years of age and terminated, display WIC Status as Terminated (<Term Reason>).

12. For deceased participants, display WIC Status as Terminated (<Term Reason=Deceased>).

13. For No Longer in Family participants, display WIC Status as Terminated (<Term Reason=No Longer in Family>).

Display of Indicators14. The display of indicators is consistently in the following order: FM, Foster, HR, SN,

IN, BP, BW, MC.15. Display “FM” when participant is eligible to receive Farmers’ Market checks for the

growing season.16. For “FM”, display “Farmers’ Market Eligible” as hover text.



Business Rules17. Display “Foster” when participant is a Foster Child.18. For “Foster”, display “Foster Child” as hover text.19. Display “HR” when the participant is currently considered to be High Risk.20. For “HR”, display “High Risk” as hover text.21. Display “SN” for any family member currently who has special needs noted on the

Member Screen in the Special Needs field.22. For “SN”, display “Special Needs” as hover text.23. Display “IN” for any member, excluding proxies and inactive proxies, when the

Interpreter Needed check box is marked on the Family screen.24. For “IN”, display “Interpreter Needed” as hover text.25. Display “BP” when Contact/Return Date on BF Equipment screen is a future date

and the Serialized Inventory Item Disposition Date has not been completed.26. Display “BP” in red font if Contact/Return Date on the BF Equipment screen is

today’s date or a date in the past and the Serialized Inventory Item Disposition Date has not been completed.

27. For “BP”, display as hover text the date when the pump is due back when the Contact/Return Date on BF Equipment screen has been completed but the Serialized Inventory Item Disposition Date has not been completed.

28. Display “BW” for any participant that currently has blood work due.29. For “BW”, display <Blood Work Due date range> as hover text.30. Display “MC” for any participant, when miscarriage is checked on the most current

application.31. Display the calculated value in the Weeks Gest field for Active or Pending Pregnant

women only if the pregnant certification associated with the most recent pregnancy record is still active. For any of these other conditions, display “NA”:

a. If the Pregnant woman has a WIC status that is something other than Active or Pending.

b. If the participant category is Not Breastfeeding or Breastfeedingc. The Pregnant certification is no longer active.

Display of Names32. Display names, participant category, and sex in bold (data only, not labels).33. Display as much of the name of the family member as possible. Do not truncate

the name at a space between names.34. Right align the name label (Endorser, Participant, Proxy, etc.) to the beginning of

the Name field.Calculations

35. Calculate Wks Gest as (EDD minus Today’s Date)/7 = # Weeks Remaining, rounded down to the nearest whole number, and then 40 minus # Weeks Remaining.

36. Age is calculated as Today’s Date minus Date of Birth. Date of Birth is stored in FamilyMember.BirthDt.



1.3 IdentityThe Identity screen displays participant-specific data. It is used to capture and maintain a participant’s proof of identity, whether or not they were physically seen at the certification, and if not, the reason why and the date that this reason was confirmed. The screen also captures information about Other Program Participation.> Family/Intake > Identity


Control DescriptionRecord Dates This is the record selector for the Participant Identity records. It

contains the recorded date which is usually today’s date. The drop-down and spin control allow selection of historical Participant Identity records. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Display dates in chronological order with most

recent date at top. Formatted dates of mm/dd/yyyy.

DB Column ParticipantIdentity.RecordedDtNew Clicking the New button creates a new participant identity record.

Type Command ButtonHot Key Alt + N



Control DescriptionEdit Clicking the Edit button puts the currently displayed record into

Edit mode.Type Command ButtonHot Key Alt + T

Delete The delete command button is used to delete the identity record.Type Command ButtonHot Key Alt + D

Signature Clicking the Signature button causes a signature to be automatically requested. The signature pad display is activated and text is displayed. A pop-up is seen by the WIC user that also displays the text shown on the signature pad. See Signature Capture – Affidavit for No Proof of Identity Pop-Up for details. The display of this button is dependent on a system parameter.Type Command ButtonHot Key Alt + I

Proof of Identity Indicates the type of documentation that was provided to clinic staff as proof of identity for the selected participant. If system parameters allow, no proof is required and participants can be provisionally certified.Type List BoxRequired Yes for VOC and Precertification

Yes for all others, exception is if system parameter set to allow for provisional certification for no proof of identity

DB Column ParticipantIdentity.ProofOfIdentityCdCode ID Proof of ID

This code element is editable but this installed value is non-editable: Affidavit

ID Affidavit Reason Indicates the reason that no proof of ID was available and why an affidavit had to be completed. (This is not used in conjunction with provisional certification which assumes that the participant has proof, but just didn’t have it with them today.) The display of this field is dependent on a system parameter.Type List BoxRequired Yes, if Proof of ID=AffidavitDB Column ParticipantIdentity.AffidavitReasonCdCode ID Affidavit Reason



Control DescriptionPhysically Present Indicates if clinic staff saw the selected participant during the

certification.If No is selected, Reason and Confirmation Date are changed to required fields and today’s date is entered into the Confirmation Date field.Type List BoxRequired YesDB Column ParticipantIdentity.PhysicallySeenCdCode ID YesNo

This code element is non-editable.The installed values are: Yes No

Reason Indicates the reason that the selected participant was not physically present at the certification.Type List BoxRequired Yes, if Physically Present = NoDB Column ParticipantIdentity.MedicalReasonCdCode ID Medical Reason

Confirmation Date Indicates the date that clinic staff confirmed the reason that the selected participant was not physically present at certification. This defaults to today’s date when No is selected for Physically Present field. The date can be updated by the user. This date can be equal to today’s date or less.Type Date PickerRequired Yes, if Physically Present = NoDisplay Only No Calculated NoDB Column ParticipantIdentity.ConfirmationDt

Other Program Participation – multiple check boxes

State defined check boxes are available for users to mark the participant’s participation in other programs. Participation in these programs in no way impacts adjunctive eligibility status. Some of these programs may be nutrition programs. When marked, these programs display in the nutrition interview information related to food security. Display of programs is based on information in the Other Program Participation System Administration table. If there are more programs than reasonably fit on the screen, the dynamic check list is scrollable.Type Check BoxDisplay Only No Calculated NoDB Column ParticipantProgram.Prog_ID



Control Description<Last Modified By User and Date>

In the lower right-hand corner, the user and the date of the last update of the Identity record are displayed.Type Text BoxRequired NoLength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column ParticipantIdentity.ModifyStfpID +

ParticipantIdentity.ModifyDt

Business RulesParticipant Header Rule

1. Display the Participant Sub-Header at the top of this screen.General Business Rules

1. The Edit and Delete buttons utilize Today functionality.2. If Affidavit is selected for Proof of ID, a signature must be collected before user can

leave this screen.3. Proof of Identity is a required field unless system parameter,

ClinicServices.Certify.Provisional.ProofOfID is set to “Yes” and Proof of Identity Maximum Number of months is greater than, 0 in system parameter, ClinicServices.ProvisionalCertificationNoProofIDMaxMonths, then Proof of Identity is optional and can be blank.

4. The system parameter ClinicServices.NoProofIDReasonDisplay determines if the Signature button and ID Affidavit Reason is displayed on the Identity screen.

5. If the user attempts to move away from this family (go search for another family, go issue benefits for another family, etc.), the user is prompted with a Save confirmation message if any family data has been updated. Required fields are validated.

6. Enable the Signature button only if Affidavit is selected for Proof of Identity.7. If a signature capture has been completed for the record, then disable the Proof of

ID field.8. If a signature capture has been completed for the record, then disable the

Signature button.

1.3.1 Signature Capture – Affidavit for No Proof of Identity Pop-Up Each time “Affidavit” is selected for the proof of identity, a signature is required Note: This is not related to not having a proof of ID in hand at certification and being provisionally certified.The first screen is an example of what is displayed on the signature pad display screen. The pop-up “Signature Capture to User” is displayed to the WIC system user so that they know what is on the signature pad display screen and then when a signature is captured, it can be reviewed here to determine if adequate or if another capture is required. For full details



about this system component, see the Signature Capture section of the Clinic Services Overview DFDD.

1.3.2 Signed Statement (Dynamic)From any of the Clinic Services screens, a user may print a document to record any missing proof documents. This is usually done while completing the Identity, Contact/Address, and Income screens. This document contains additional questions to ask if the family reports zero income.

1.3.2.1 Language: Both The Signed Statement is available in English and Spanish.



1.3.2.2 Signed Statement Mockup

WIC Program - Signed Statement

Endorser: Isabella Brown Family ID# 10964144

Identity:

I have no proof of identity for

_____________________________________________________________________

because

_____________________________________________________________________

Residency:

I have no proof of residency because

______________________________________________________________________

Income:

I have no proof of income because

______________________________________________________________________

Additional information needed if zero income is reported:

How do you get food for your family? ________________________________________

My household has been without income since _________________________________

I think I will have income starting ___________________________________________

Signatures:

The information I provided above is correct.

____________________________________________________ _______Signature of Participant/Endorser Date

____________________________________________________ _______Signature & title of staff member witnessing statement Date

Business Rules1. Endorser Name is stored in

FamilyMember.FirstName+FamilyMember.MiddleName+FamilyMember.LastName.



Business Rules2. Family ID is stored in BenefitFamily.FFFamilyID.3. The clinic services breastfeeding message image appears in the footer-middle of the

output.4. The clinic services header image appears in the header-left of the output.5. Page numbering in the output appears in the footer-right in the format "Page x of y".6. This UI output is portrait.

1.4 Contact/AddressThe Contact/Address screen is used to add, update, delete, or view a family’s address and contact information. It is also used to record proof of residency information. At the point of certification, each family must have a physical address. In some cases a family has a mailing address as well as a physical address. If there is no mailing address, it is assumed that the mailing address is the same as the physical address. In addition to address data, this screen provides a place to store a home phone number for the family and their e-mail address. Also, an alternate phone number can be stored for the family with a code identifying who owns the alternate phone.The screen also provides a place where the family can be identified as homeless or migrant.Family/Intake > Contact/Address

<Family Header (See CS Overview)>



Control DescriptionContact Information - Home Phone Number

The family's 10-digit home phone number, including area code.The first field is the area code. If the Default Area Code system parameter contains a value, that value is placed into the area code field by default. The second field is the phone number.Type Text BoxRequired NoLength 10Validation Numeric and Complete, Mask of (999) 999-

9999Display Only No Calculated NoDB Column BenefitFamily.HomePhoneAreaCd

BenefitFamily.HomePhoneNrContact Information - Alternate Phone Number

An alternate phone number where the family can be reached. This may be a neighbor, a relative, a cell phone number, work phone, etc.The first field is the area code. If the Default Area Code system parameter contains a value, that value is placed into the area code field by default. The second field is the phone number. Values cannot be keyed into the phone number field until an area code is keyed into the first field.Type Text BoxRequired NoLength 10Validation Numeric and Complete, Mask of (999) 999-

9999Display Only No Calculated NoDB Column BenefitFamily.AltPhoneAreaCd

BenefitFamily.AltPhoneNrContact Information - Alternate Phone Owner

A code used to identify the owner or nature of a family's alternate phone number.

Type List BoxRequired NoDB Column BenefitFamily.AltPhoneOwnerCdCode ID Alt Phone Owner



Control DescriptionContact Information - Privacy Information - Do Not Call

When this check box is marked, the phone number is not displayed in the search results windows or on reports. If the phone number is needed, staff must come to contact/address screen. Participants within this family are not be placed in the auto-dialer file for appointment reminders.Type Check BoxDisplay Only No Calculated NoDB Column BenefitFamily.DoNotCallIn

Contact Information - Privacy Information - Do Not Send Mail

When this checkbox is marked, no printed reminders are sent to this family. This family is excluded from print batch jobs. If the user is manually printing a UI Output with a family address, a warning is displayed, but the user is allowed to print.Type Check BoxDisplay Only No Calculated NoDB Column BenefitFamily.DoNotMailIn

Contact Information - E-Mail Address

The e-mail address of the family. The address must contain [@] and [.].Type Text BoxRequired NoLength 50Validation [email protected], “@” and “.” must be presentDisplay Only No Calculated NoDB Column BenefitFamily.EmailAddress

Record Dates This is the record selector for the Residency records for the family. It contains the recorded date. The drop-down and spin control allow selection of historical Residency records. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Display residency record dates in chronological

order with most recent date at top.DB Column Residency.RecordedDt

New Clicking the New button creates a new Residency record.Type Command ButtonHot Key Alt + N

Edit Clicking the Edit button puts the currently displayed record into Edit mode.Type Command ButtonHot Key Alt + T


mailto:[email protected]


Control DescriptionDelete The delete command button is used to delete the currently

displayed Residency record.Type Command ButtonHot Key Alt + D

Signature Clicking the Signature button causes a signature to be automatically requested. The signature pad display is activated and text is displayed. A pop-up is seen by the WIC user that also displays the text shown on the signature pad. See Signature Capture –Residency Pop-Up for details.Type Command ButtonHot Key Alt + I

Proof of Residency Indicates the type of documentation that was provided to clinic staff as proof of residency for the family.Type List BoxRequired Yes, if the user has created a new Residency

record.DB Column Residency.ProofOfAddressCdCode ID Proof Address


Affidavit Reason Indicates the reason that no proof of residency was available and why an affidavit had to be completed. (This is not used in conjunction with provisional certification which assumes that the participant has proof, but just didn’t have it with them today.)Type List BoxRequired Yes, Proof of Residency=AffidavitDB Column Residency.AffidavitReasonCdCode ID Affidavit Reason

Physical Address - Eff Date

This is the record selector for effective dates associated with physical addresses for the family. The drop-down and spin control allow selection of historical physical addresses for the family. When the New button is clicked, this date defaults to today’s date. It can be updated by the user. This date must be greater than or equal to today’s date.Type Record SelectorContents MM/DD/YYYYDB Column FamilyAddress.EffectiveDt



Control DescriptionPhysical Address – Calendar icon

Clicking the calendar icon allows a calendar selector to display to allow the user to select a different effective date.Type Command ButtonHot Key None

Physical Address – New icon

Clicking the New button in the Physical Address section creates a new physical address.Type Command ButtonHot Key None

Physical Address – Edit icon

Clicking the Edit button in the Physical Address section allows the existing physical address to be modified.Type Command ButtonHot Key None

Physical Address – Delete icon

The delete command button is used to delete the currently displayed physical address record.Type Command ButtonHot Key None

Physical Address - End Date

This is the date that a physical address stopped being effective for a family.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated YesDB Column FamilyAddress.EndDt

Physical Address - Homeless

When checked, this indicates that a family is considered homeless, not having a permanent residence.Type Check BoxDisplay Only No Calculated NoDB Column FamilyAddress.HomelessIn

Physical Address - Migrant

When checked, this indicates that a family is considered to be a migrant family.Type Check BoxDisplay Only No Calculated NoDB Column FamilyAddress.MigrantIn



Control DescriptionPhysical Address - Refugee

When checked, this indicates that a family is considered to be a refugee family. This triggers a family alert that is displayed to aid staff in updating the indicator if the family stops being a refugee family because they consider themselves “planted” in their new location.Type Check BoxDisplay Only No Calculated NoDB Column FamilyAddress.RefugeeIn

Physical Address - Address Line 1

The first line of the family's physical address. Address Line 1 must contain a value to have a valid physical address.Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyAddress.StreetAddrLine1

Physical Address - Address Line 2

The second, optional line of a WIC family's physical address.

Type Text BoxRequired NoLength 30Validation NADisplay Only No Calculated NoDB Column FamilyAddress.StreetAddrLine2

Physical Address - Apt/Suite

The apartment or suite number of a family's physical address.

Type Text BoxRequired NoLength 5Validation NADisplay Only No Calculated NoDB Column FamilyAddress.Apartment



Control DescriptionPhysical Address - P.O. Box

The Post Office Box number of a family's address. The P.O. Box field is disabled for a Physical Address.Type Text BoxRequired NoLength 10Validation NADisplay Only No Calculated NoDB Column FamilyAddress.POBox

Physical Address - City The City component of the family's physical address. When a valid ZIP Code is entered, the City is automatically populated based on the ZIP Code. If a valid ZIP Code has more than one possible City, the choices are displayed in a pop-up window where the user must select the correct value.Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyAddress.City

Physical Address - State

The State field identifies the state of the family's physical address. The State field displays the WIC Program's state, by default. When a valid ZIP Code is entered, the State is automatically populated based on the ZIP Code.Type List BoxRequired YesDB Column FamilyAddress.StateCode ID FamilyAddress table lookup (State field)

Physical Address - ZIP Code

The 5-digit ZIP Code of the family's physical address. When a valid ZIP Code is entered, the City, State and County fields are automatically populated based on the ZIP Code. If a valid ZIP Code has more than one possible City and/or County value, the choices are displayed in a pop-up window where the user must select the correct value.Type Text BoxRequired YesLength 5Validation Numeric and CompleteDisplay Only No Calculated NoDB Column FamilyAddress.ZipCode



Control DescriptionPhysical Address - (+4)

The optional, 4-digit ZIP Code extension of a family’s physical address.Type Text BoxRequired NoLength 4Validation Numeric and CompleteDisplay Only No Calculated NoDB Column FamilyAddress.ZipPlus4

Physical Address - County

The county where the family resides. When a valid ZIP Code is entered, the County field is automatically populated based on the ZIP Code. If a valid ZIP Code has more than one possible County, the choices are displayed in a pop-up window where the user must select the correct value.Type List BoxRequired YesDB Column FamilyAddress.CountyNmCode ID FamilyAddress table lookup (CountyNm field)

Mailing Address - Eff Date

This is the record selector for effective dates associated with mailing addresses for the family. The drop-down and spin control allow selection of historical mailing addresses for the family. When the New button is clicked, this date defaults to today’s date. It can be updated by the user. The date must be greater than or equal to today’s date.Type Record SelectorContents MM/DD/YYYDB Column FamilyAddress.EffectiveDt

Mailing Address – Calendar icon

Clicking the calendar icon allows a calendar selector to display to allow the user to select a different effective date.Type Command ButtonHot Key None

Mailing Address – New icon

Clicking the New button in the Mailing Address section creates a new mailing address.Type Command ButtonHot Key None

Mailing Address – Edit icon

Clicking the Edit button in the Mailing Address section allows the existing mailing address to be modified.Type Command ButtonHot Key None



Control DescriptionMailing Address – Delete icon

The delete command button is used to delete the currently displayed mailing address record.Type Command ButtonHot Key None

Mailing Address - Add End Date

Clicking the Add End Date button causes today’s date to be added to the current mailing address record.Type Command ButtonHot Key None

Mailing Address - End Date

This is the date a mailing address stopped being effective for a family.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated YesDB Column FamilyAddress.EndDt

Mailing Address - Address Line 1

The first line of the family mailing address. Either Address Line 1 or P.O. Box must contain a value in order to have a valid Mailing Address.Type Text BoxRequired Yes, except when PO Box has a valueLength 30Validation NADisplay Only No Calculated NoDB Column FamilyAddress.StreetAddrLine1

Mailing Address - Address Line 2

The second, optional line of a WIC family mailing address.

Type Text BoxRequired NoLength 30Validation NADisplay Only No Calculated NoDB Column FamilyAddress.StreetAddrLine2



Control DescriptionMailing Address - Apt/Suite

The apartment or suite number of a family mailing address.

Type Text BoxRequired NoLength 5Validation NADisplay Only No Calculated NoDB Column FamilyAddress.Apartment

Mailing Address - P.O. Box

The Post Office Box number of a family mailing address. Either Address Line 1 or P.O. Box must contain a value in order to have a valid Mailing Address.Type Text BoxRequired Yes, if no Address Line 1Length 10Validation NADisplay Only No Calculated NoDB Column FamilyAddress.POBox

Mailing Address - City The City component of the family's mailing address. When a valid ZIP Code is entered, the City is automatically populated based on the ZIP Code. If a valid ZIP Code has more than one possible City, the choices are displayed in a pop-up window where the user must select the correct value.Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyAddress.City

Mailing Address - State

The State field identifies the state of the family's mailing address. The State field displays the WIC Program's state, by default. When a valid ZIP Code is entered, the State is automatically populated based on the ZIP CodType List BoxRequired YesDB Column FamilyAddress.StateCode ID FamilyAddress table lookup (State field)



Control DescriptionMailing Address - ZIP Code

The 5-digit ZIP Code of the family's mailing address. When a valid ZIP Code is entered, the City, State and County fields are automatically populated based on the ZIP Code. If a valid ZIP Code has more than one possible City and/or County value, the choices are displayed in a pop-up window where the user must select the correct value.

Type Text BoxRequired YesLength 5Validation Numeric and CompleteDisplay Only No Calculated NoDB Column FamilyAddress.ZipCode

Mailing Address - (+4) The optional, 4-digit ZIP Code extension of a family mailing address.Type Text BoxRequired NoLength 4Validation Numeric and CompleteDisplay Only No Calculated NoDB Column FamilyAddress.ZipPlus4

Mailing Address - County

The county where the family's mail is to be sent. When a valid ZIP Code is entered, the County field is automatically populated based on the ZIP Code. If a valid ZIP Code has more than one possible County, the choices are displayed in a pop-up window where the user must select the correct value.Type List BoxRequired YesDB Column FamilyAddress.CountyNmCode ID FamilyAddress table lookup (CountyNm field)



Business RulesGeneral Business Rules

1. Display an error if home phone number is started, but left incomplete.2. Display an error if alternate phone number is started, but left incomplete.3. Display an error if data is entered in the email address and the “@” symbol is not

in the address.4. Display an error if data is entered in the email address and no [.] is found in the

email address after the “@” symbol.5. Do not allow spaces before or after an email address.6. The system parameter System.DefaultAreaCode is used to assign the default value

to the family’s Phone Number and Alternate Phone Number. This only occurs when a user accesses this screen during an initial family setup sequence (i.e. family has not been saved prior to accessing this screen). Once a user saves the family, then the default behavior does not happen as the system assumes that user did not have any phone information about this family. This prevents the default behavior from occurring every time this screen is accessed even in cases where there is no phone number.

7. The system parameter ClinicServices.UseVoterRegistration determines whether or not a reminder message to update the Voter Registration screen is presented when a physical address is created or updated.


Residency Rules9. The Edit and Delete buttons utilize Today functionality.10. Enable the Signature button only if Affidavit is selected for Proof of Residency.11. Disable Signature button when signature or no signature reason is captured.12. On Edit, after a save, do not enable signature button unless Affidavit is selected.13. Enable the Affidavit Reason only if Affidavit is selected for Proof of Residency.

Physical and Mailing Address Rules14. The Edit and Delete buttons utilize Today functionality.15. For Physical Address only, the Effective Dates and End dates represent a

contiguous time period.16. For both Physical and Mailing addresses, End Date cannot be before the Effective

Date.17. When a Physical address already exists, and the New button is clicked, the End

Date of the old Physical address is automatically set to the new Physical address’ Effective Date minus 1 day, except if multiple records are created and end dated on the same day, then the end date of the previous record is set to today’s date.

18. Address Type is a code element that is non-editable.The installed values are:MailingPhysical

19. Enable the Mailing - Add End Date button only for the most recent Mailing Address if it has no end date.



Business Rules20. Physical Effective Date must be a current or future date.21. Mailing Effective Date must be a current or future date.

ZIP Code Rules22. The tab order for the address goes from Address Line 2 to the ZIP code field, then

to Suite, PO Box, and City (then continuing using standard tabbing sequencing). This tab order allows the user to use the automatic ZIP code database that is incorporated in the data system. When more than one city or county is covered by the entered ZIP code, a pop-up presents all cities or counties covered by the ZIP code for the user to select the appropriate ZIP code.

23. When a user enters a ZIP code, the system utilizes an address validation interface found in the middle tier to provide the city, county, and state associated with the ZIP code. An example of an Address validation tool is ZIP-4 which receives its data from the US postal service.

Online EBT Host Rules (Online Xerox EBT / Online CDP EBT)24. If the user adds or updates any of these fields:

a. Do Not Send Mailb. E-mail Address (Online Xerox EBT Only)c. Mailing address fields Address Line 1, Address Line 2, Apt/Suite, P.O. Box,

City, State, ZIP Code, or (+4)d. Deletes the mailing addresse. Adds an End Date to the mailing addressf. Physical address fields Address Line 1, Address Line 2, Apt/Suite, City, State,

ZIP Code, or (+4)and any Economic Unit in the family has ever been issued an EBT card, then

Call Update Demographics (Online Xerox EBT Only) or Update Demographics (Online CDP EBT Only), at the next save, one time for eachEconomic Unit in the family that has been issued an EBT card.NOTE: The user may have left the Contact/Address panel and performed other updates before they actually Save. At the time of the Save, regardless of what panel they are on, call the Update Demographics function.

Update Demographics (Online Xerox EBT Only)25. Call Get Security Token Process26. Status bar message = ‘Updating EBT Host Demographics’27. Security Authorization Object.EBTMessageTypeCd = 110028. EBTMessageLog.EBTMessageTypeCd = 110029. Create an Update EBA message populated as follows:

a. Household ID = Economic Unit Numberb. Household Status Code = ‘A001’c. Household Type Code = ‘H’d. If Economic Unit is for a foster child, use the foster child’s data else use the

Head of Household’s data:i. Person Object.First Name = FamilyMember.FirstName



Business Rulesii. If FamilyMember.LastNameSuffix is not null then

FamilyMember.LastName = FamilyMember.LastName + FamilyMember.LastNameSuffix

iii. Person Object.Last Name = FamilyMember.LastNameiv. Person Object.Middle Initial = FamilyMember.MiddleNamev. Person Object.Email Address = BenefitFamily.EmailAddressvi. Person Object.Date of Birth = FamilyMember.BirthDt

e. If a mailing address exists with an Effective Date less than or equal today and an End Date that is null or greater than or equal today, then use mailing address data else use physical address data:

i. If Do Not Mail is selected then1. Address Object.Address Line 1 = ‘Do Not Mail’2. Address Object.Address Line 2 = blank

ii. Else1. If FamilyAddress.POBox is not null then

FamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘P.O. Box ‘ + FamilyAddress.POBox

2. If FamilyAddress.Apartment is not null thenFamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘Apartment ‘ + FamilyAddress.Apartment

3. Address Object.Address Line 1 = FamilyAddress.StreetAddrLine1


iii. Address Object.City = FamilyAddress.Cityiv. Address Object.State Abbreviation = FamilyAddress.Statev. Address Object.ZIP Code = FamilyAddress.ZipCode +

FamilyAddress.ZipPlus4f. Security Authorization Object = See the System-Wide Interface with Online

EBT Host DFDD for details.30. Call Write EBTMessageLog31. Send the Update EBA message to the EBT Host.32. Call Timeout Process.33. Receive Update EBA message response.34. Call Return Code Process.35. Write EBTMessageLogResponse record with these attributes:

a. ResendDt = nullb. DispositionDt = current date and timec. DispositionCd = ‘S’ (success)d. EBTHostReturnCd = EBT Host response code

36. Security Authorization Object.EBTMessageTypeCd = 140037. EBTMessageLog.EBTMessageTypeCd = 140038. Create an Update Card/Cardholder message populated as follows:



Business Rulesa. Household ID = Economic Unit Numberb. eWIC Card Number = current PAN belonging to the EU. PAN may be active

or deactivatedc. Card Status Code = blankd. Card Status Reason = blanke. Card Status Date = most recent EBTCardTransaction.TransactionDt where

EBTCardTransaction. = ‘SETP’ or ‘REPL’ or ‘HOTC’f. Replacement eWIC Card Number = blankg. Card Holder Type Code = ‘P’h. If Economic Unit is for a foster child, use the foster child’s data else use the

Head of Household’s data:i. Person Object.First Name = FamilyMember.FirstNameii. If FamilyMember.LastNameSuffix is not null then



i. Security Authorization Object = See the System-Wide Interface with Online EBT Host DFDD for details.

39. Call Write EBTMessageLog40. Send the Update Card/Cardholder message to the EBT Host.41. Call Timeout Process.42. Receive Get Benefit Balance message response.43. Call Return Code Process.44. Write EBTMessageLogResponse record with these attributes:

a. ResendDt = nullb. DispositionDt = current date and timec. DispositionCd = ‘S’ (success)d. EBTHostReturnCd = EBT Host response code

45. Status bar message = ‘Ready’

Write EBTMessageLog (Online Xerox EBT Only)46. Write an EBTMessageLog record with these attributes:

a. Incf_ID = IncomeFamily.ID of the Economic Unitb. EBTMessageDt = current date and timec. EBTMessageContentsXML = message being sent to the EBT Host

Timeout Process (Online Xerox EBT Only)47. If no response is received from the EBT Host within system parameter

EBT.EBTMessageTimeoutSeconds number of seconds, thena. Loop through this resend logic up to system parameter

EBT.EBTMessageTimeoutRetries number of times:



Business Rulesi. Resend the message to the EBT Hostii. If no response is received, return to top of loop.iii. If the EBT Host returns a response equal to ‘0000’ or ‘0018’, exit the

Timeout Process functioniv. If the EBT Host returns a response not equal to ‘000’ or ‘0018’, go to

Return Code Process.b. Write EBTMessageLogResponse record with these attributes:

v. ResendDt = nullvi. DispositionDt = current date and timevii. DispositionCd = ‘T’ (timeout)viii. EBTHostReturnCd = null

c. If EBTMessageLog.EBTMessageTypeCd = ‘0000’ thenix. Display ‘Unable to sign on to EBT Host and obtain security token.

Please try again or report this error to the Help Desk’d. Else

x. If user is in connected mode then Display standard timeout error message to user

e. Status bar message = ‘Ready’.f. Stop processing the Update Demographics function.

Return Code Process (Online Xerox EBT Only)48. If Return Code from EBT Host is equal to ‘0003’ or ‘0011’ then

g. Call Get Security Token Processh. Exit Return Code Process.

49. If Return Code from EBT Host is not equal to ‘0000’ or ‘0018’ theni. Write EBTMessageLogResponse record with these attributes:

xi. ResendDt = nullxii. DispositionDt = current date and timexiii. DispositionCd = ‘A’ (abnormal)xiv. EBTHostReturnCd = EBT Host response code

j. Display an error message to user that includes Return Code from the EBT Host + text from List Management where Code ID = EBT Host Return Code.

k. Status bar message = ‘Ready’.l. Stop processing the Update Demographics function.

Get Security Token Process (Online Xerox EBT Only)50. If CachedSecurityToken is not empty, then exit Get Security Token Process.51. Status bar message = ‘Signing On to EBT Host’52. EBTMessageLog.EBTMessageTypeCd = ‘0000’53. Create a Sign On message populated as follows:

m. UserID = System.EBT.Online.SystemwideSignOnUserIDn. Password = System.EBT.Online.SystemwideSignOnPassword

54. Call Write EBTMessageLog



Business Rules55. Send the Sign On message to the EBT Host.56. Call Timeout Process.57. Receive Sign On message response.58. Call Return Code Process.59. Write EBTMessageLogResponse record with these attributes:

o. ResendDt = nullp. DispositionDt = current date and timeq. DispositionCd = ‘S’ (success)r. EBTHostReturnCd = EBT Host response code


Update Demographics (Online CDP EBT Only)61. Status bar message = ‘Updating EBT Host Demographics’62. EBTMessageLog.EBTMessageTypeCd = 1100 (UpdateEBA)63. Create an Update EBA message populated as follows:

a. WIC MIS Account ID = Economic Unit Numberb. If BenefitFamily.OutputLanguageCd = ‘SPAN’ (Spanish)

a. Head of Household Object.Language Code = ‘spa’c. Else

a. Head of Household Object.Language Code = ‘eng’d. If Economic Unit is for a foster child, use the foster child’s data else use the

Head of Household’s data:i. Head of Household Object.Date of Birth = FamilyMember.BirthDtii. If foster child

a. Head of Household Object.Gender = Participant.SexCdiii. Else

a. IF HOH has a Participant recordi. Head of Household Object.Gender =

Participant.SexCdb. Else

i. Head of Household Object.Gender = blank (unknown)

iv. Head of Household Name Object.First Name = FamilyMember.FirstName

v. Head of Household Name Object.Last Name = FamilyMember.LastName

vi. Head of Household Name Object.Middle Initial = FamilyMember.MiddleName

vii. Head of Household Name Object.Suffix = FamilyMember.LastNameSuffix


i. If Do Not Mail is selected then



Business Rules1. Head of Household Mailing Address Object.Address Line 1 =

‘Do Not Mail’2. Head of Household Mailing Address Object.Address Line 2 =

blankii. Else

3. If FamilyAddress.POBox is not null thenFamilyAddress.StreetAddrLine2 = FamilyAddress.StreetAddrLine2 + ‘P.O. Box ‘ + FamilyAddress.POBox


5. If FamilyAddress.StreetAddressLine1 has dataa. Head of Household Mailing Address Object.Address

Line 1 = FamilyAddress.StreetAddrLine1b. Head of Household Mailing Address Object.Address

Line 2 = FamilyAddress.StreetAddrLine26. Else

a. Head of Household Mailing Address Object.Address Line 1 = FamilyAddress.StreetAddrLine2

iii. Head of Household Mailing Address Object.City = FamilyAddress.City

iv. Head of Household Mailing Address Object.State Abbreviation = FamilyAddress.State

v. Head of Household Mailing Address ZIP Code Object.ZIP Code Extended= FamilyAddress.ZipPlus4

vi. Head of Household Mailing Address ZIP Code Object.ZIP Code Primary= FamilyAddress.ZipCode

64. Write an EBTMessageLog record with these attributes:a. Incf_ID = IncomeFamily.ID of the Economic Unitb. EBTMessageDt = current date and timec. EBTMessageContentsXML = message being sent to the EBT Host

65. Send the Update EBA message to the EBT Host.66. Call Response Process.67. EBTMessageLog.EBTMessageTypeCd = 1400 (Update CardHolder/Card)68. Create an Update Card/Cardholder message populated as follows:

a. Action Code = ‘002’ (Update)b. Effective Date = most recent EBTCardTransaction.TransactionDt where

EBTCardTransaction. = ‘SETP’ or ‘REPL’ or ‘HOTC’c. Card Number Replacement = blankd. WIC MIS Account ID = Economic Unit Numbere. Cardholder Object.Card Number = EBTCard.CardNr (current card)f. Cardholder Object.Reason Code = 'C011' (Cardholder update)g. If BenefitFamily.OutputLanguageCd = ‘SPAN’ (Spanish)



Business Rulesa. Cardholder Object.Language Code = ‘spa’

h. Elsea. Cardholder Object.Language Code = ‘eng’

i. If BenefitFamily.DoNotCallIn = 0 (false)a. If BenefitFamily.HomePhoneNr is not null

i. Cardholder Object.Phone Number = BenefitFamily.HomeAreaCd + BenefitFamily.HomePhoneNr

b. Elsei. If BenefitFamily.AltPhoneNr is not null

1. Cardholder Object.Phone Number = BenefitFamily. AltAreaCd + BenefitFamily. AltPhoneNr

j. Elsea. Cardholder Object.Phone Number = empty

k. If Economic Unit is a foster childa. Cardholder Object.Gender = Participant.SexCd

l. Elsea. IF HOH has a Participant record

i. Cardholder Object.Gender = Participant.SexCdb. Else

i. Cardholder Object.Gender = blank (unknown)m. Note: same logic as found in Update EBA business rule for:

a. Cardholder Mailing Address Object – Use Head of Household Mailing Address Object logic

b. Cardholder Name Object – Use Head of Household Name Object logic69. Send the Update Card/Cardholder message to the EBT Host.70. Write an EBTMessageLog record with these attributes:

a. Incf_ID = IncomeFamily.ID of the Economic Unitb. EBTMessageDt = current date and timec. EBTMessageContentsXML = message being sent to the EBT Host

71. Call Response Process.Response Process (Online CDP EBT Only)

72. If no response is received from the EBT Host within system parameter EBT.EBTMessageTimeoutSeconds number of seconds, then

a. Loop through this resend logic up to system parameter EBT.EBTMessageTimeoutRetries number of times:

i. Resend the message to the EBT Hostii. If no response is received, return to top of loop.iii. If the EBT Host returns a response, exit this loop

b. If ‘0000’, write EBTMessageLogResponse record with these attributes:i. ResendDt = current date and timeii. DispositionDt = current date and timeiii. DispositionCd = ‘S’ (success)iv. EBTHostReturnCd = ‘0000’

c. If timeout, write EBTMessageLogResponse record with these attributes:



Business Rulesi. ResendDt = nullii. DispositionDt = current date and timeiii. DispositionCd = ‘T’ (timeout)iv. EBTHostReturnCd = null

d. If not (‘0000’ or timeout), Write EBTMessageLogResponse record with these attributes:

i. ResendDt = current date and timeii. DispositionDt = current date and timeiii. DispositionCd = ‘A’ (abnormal)iv. EBTHostReturnCd = EBT Host response codev. Display an error message to user that includes Return Code from the

EBT Host + text from List Management where Code ID = EBT Host Return Code.

vi. Stop processing the Update Demographics function.



1.4.1 Choose City/County/State Pop-UpsThe Choose City/County/State Pop-Ups allow the user to select which city/county/State the participant should be associated with. Within the ZIP+4 database, some ZIP codes cover multiple cities or counties.



Control DescriptionChoose City orChoose County orChoose State

Text box that lists the possible cities/counties/states for a specific ZIP code.

Type Text BoxRequired NALength NAValidation Listed in alphabetical orderDisplay Only Yes Calculated NoDB Column From state ZIP code validation, Ex: ZP-4

OK Clicking the OK button selects the highlighted city/county/state and returns the user to the Contact/Address screen.Type Command ButtonHot Key Alt + O

Cancel Clicking the Cancel button returns the user to the Contact/Address screen without making a selection.Type Command ButtonHot Key Alt + L



Business Rules1. N/A



1.4.2 Signature Capture – Affidavit for Residency Pop-UpEach time ”Affidavit” is selected for the proof of residency, a signature is required. Note: This is not related to not having a proof of residency in hand at certification and being provisionally certified.The first screen is an example of what is displayed on the signature pad display screen. The pop-up “Signature Capture to User” is displayed to the WIC system user so that they know what is on the signature pad display screen and then when a signature is captured, it can be reviewed here to determine if it is adequate or if another capture is required. For full details about this system component, see the Signature Capture section of the Clinic Services Overview DFDD.



1.5 IncomeThe Income screen contains the editing control buttons that allow the user to begin a new income determination or edit an existing income determination. The screen captures the income information necessary to determine WIC eligibility. Multiple income sources and amounts may be stored per income determination. The income determination period of each individual amount may be different. The screen contains a Check Income Eligibility button that allows the user to check the income eligibility of the economic unit. Adjunct Eligibility and the Income Calculator are accessed from this screen.> Family/Intake > Income


Control DescriptionEconomic Unit This is the listing of economic units for this family. It contains the

Endorser’s name and the names of any foster children. An economic unit is composed of a person or group of persons whose production of income and consumption of good or services are related. The group of persons may be related or non-related and usually live together. Multiple Economic Units may relate to a single Family ID. The default Economic Unit is the Endorser’s.Type Record Selector (Non-Date)Contents Names of Endorser and foster children in familyDB Column IncomeFamily.Description



Control DescriptionRecord Dates This is the record selector for the Income Determination records

for the selected Economic Unit. It contains the recorded date. The drop-down and spin control allow selection of historical Income Determination records. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Display income record dates in chronological

order with most recent date at top.DB Column IncomeDeterm.RecordedDt

New Clicking the New button creates a new income determination record.Type Command ButtonHot Key Alt + N


Delete The delete command button is used to delete the currently displayed income determination record.Type Command ButtonHot Key Alt + D

Import Sources The Import Sources button imports the Sources from the most recent Income Determination for the same Economic Unit into a new Income Determination record. The button is not enabled until the New button is clicked. The button is disabled after it is used once on a record.Type Command ButtonHot Key Alt + I

Check Income Eligibility

The Check Income Eligibility button is used to verify the income eligibility of each participant assigned to the selected Economic unit. The Check Income Eligibility Algorithm is run at this time.

Type Command ButtonHot Key Alt + K

Link – Adjunct Eligibility

This is a hyperlink to the Adjunct Eligibility pop-up. See Adjunct Eligibility for more information.Type Link



Control DescriptionAdd Row Clicking the Add Row button adds a row to the Income

Determination grid. Each row represents a separate income source. Enabled when New or Edit button is clicked.Type Command ButtonHot Key Alt + A

Remove Row Clicking the Remove Row button removes a row from the Income Determination grid. Enabled when New or Edit button is clicked.Type Command ButtonHot Key Alt + R

Signature Clicking the Signature button causes a signature to be automatically requested. The signature pad display is activated and text is displayed. A pop-up is seen by the WIC user that also displays the text shown on the signature pad. See Signature Capture – Affidavit Income Pop-Up for details.Type Command ButtonHot Key Alt + I

Household Size Household Size is the total number of people in an Economic Unit. This number is used to compare the family’s income against the proper USDA income guidelines. For households with pregnant women, the household size can be increased by the number of expected births. The range for this number is controlled by a system parameter.Type Text BoxRequired YesLength Integer 2Validation NumericDisplay Only No Calculated NoDB Column IncomeDeterm.HouseholdSizeNr



Control DescriptionEligibility Income Guideline

This is the maximum income guideline for this economic unit’s income record. This derived value is based on the income guideline that was effective on the record date for the indicated Household Size and the Calculation Period.Type Text BoxRequired NALength NAValidation Mask of $9,999,999.00Display Only Yes Calculated YesNoDB Column IncomeGuideline.WeeklyAmt,

IncomeGuideline.BiWeeklyAmt,IncomeGuideline.TwiceMonthlyAmtIncomeGuideline.MonthlyAmtIncomeGuideline.AnnualAmt

Calculation Period This is the derived income period that was used to determine the Eligibility Income Guideline for this income record for this economic unit’s income record. The Calculation Period is based on the income detail recorded in the Income Determination grid.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated YesDB Column IncomeDeterm.CalculatedPeriod

Calculated Income This is the income that was calculated for this economic unit’s income record. The Calculated Income is based on the income detail recorded in the Income Determination grid.Type Text BoxRequired NALength NAValidation Mask of $999,999.00Display Only Yes Calculated YesDB Column IncomeDeterm.CalculatedIncome



Control DescriptionIncome Determination The Income Determination data grid displays a list of the income

sources and the associated proof seen by clinic staff, as well as the amount and time period for the selected Income Determination record. Income may come from many different sources. Each income source is entered on a separate row.Type Editable Data Grid

Sources The Source for the row indicates the source of a specific income amount.Type List BoxRequired YesLength NADB Column IncomeDetermDetail.IncomeSourceCdCode ID Income Source

Proof Indicates the type of documentation that was provided to clinic staff as proof of income for the associated Source. If system parameters allow, no proof is required and participant can be provisionally certified.Type List BoxRequired NoLength NADB Column IncomeDetermDetail.DetermMethodCdCode ID Income Method


Amount This is the income dollar amount recorded for a specific income source. The decimal point and cents portion of the amount are optional – if omitted, the system adds “.00” to the amount when saved. A zero Income Amount may be entered when the proof is Affidavit. If a negative income is reported, it is entered as zero income.Type Text BoxRequired Yes, if a Source is selectedLength Decimal 9,2Validation Numeric, Mask of $Z,ZZZ,ZZ9.99Display Only No Calculated NoDB Column IncomeDetermDetail.IncomeAmtHyperlink to the Income Calculator. See Income Calculator for more information.Type Link



Control DescriptionPeriod Indicates the timeframe covered by the associated Source. An

Economic Unit may have multiple sources of income and each income amount may represent different timeframes.Type List BoxRequired Yes, if a Source is selected.Length 12DB Column IncomeDetermDetail.DetermPeriodCdCode ID Income Period

This code element is non-editable.The installed values are: Weekly Bi-Weekly Twice Monthly Monthly Annual

Note The note field is a text box where a short description about the income can be entered.Type Text BoxRequired NoLength 512Validation NADisplay Only No Calculated NoDB Column IncomeDetermDetail.Notes

Affidavit Reason Indicates the reason that no proof of income (including adjunct income eligibility) or residency was available and why an affidavit had to be completed. (This is not used in conjunction with provisional certification which assumes that the participant has proof, but just didn’t have it with them today.)Type List BoxRequired Yes, if Proof of Adjunct Eligibility=Affidavit or if

Proof of Residency=Affidavit or if one of the Proof fields in the Income Determination grid=Affidavit

DB Column IncomeDeterm.AffidavitReasonCdCode ID Affidavit Reason



Control DescriptionBusiness RulesGeneral Business Rules

1. Sort the listing of Economic Units alphabetically by first name.2. If the Economic Unit has been end dated, append ‘(Inactive)’ to the information

shown in the record selector.3. If the Economic Unit has been end dated, disable the New, Edit and Delete buttons.4. The Edit and Delete buttons utilize Today functionality.5. On Edit, after a save, do not enable signature button unless the user adds a row to

the income determination grid and Affidavit is selected.6. When an IncomeDeterm record is first created, set the following to null:

a. TotalYearlyIncomeAmtb. CalculatedIncomec. CalculationPeriod.

7. If IncomeDetermDetail records have been created for an IncomeDeterm record, but then all are removed (Remove Row), then set the following fields to null:

a. IncomeDeterm.TotayYearlyIncomeAmtb. IncomeDeterm.CalculatedIncomec. IncomeDeterm.CalculationPeriod.

8. The Import Sources button is disabled if no previous record exists to import.9. Household Size must be in the range of [parameter] to [parameter] as defined in

system parameter ClinicServices.IncomeHouseholdSizeError.10. Calculate the IncomeDeterm.TotalYearlyIncomeAmt for the Economic Unit as

follows:a. Convert each individual income amount to its annual equivalent as follows:

i. Annual income, keep as is.ii. Monthly income, multiply by 12.iii. Twice Monthly income, multiply by 24.iv. Bi-Weekly income, multiply by 26.v. Weekly income, multiply by 52.vi. Do not apply rounding to these calculations.

1. Sum the Annual equivalent of each individual income amounts

2. Do not apply rounding to these calculations.3. Store this value as the Total Yearly Income Amount.Note: This stored value is not displayed on the Income panel, but

is used for other system functionality including the PC Report Extract.

11. Display a warning message when the Calculated Income for the economic unit exceeds the state’s limit as defined in system parameter ClinicServices.IncomeAnnualWarning.

12. Display an error if the Calculated Income calculates to larger than $9,999,999.99.13. If Affidavit is selected for Proof within the Income Determination grid,

a. Then display error that signature is required.14. Enable Signature button.



Control Description15. Disable signature button when signature or no signature reason is captured.16. If the user attempts to move away from this family (go search for another family,


Display Text Rules17. If there is only one source of income:

a. The frequency period recorded in the Income Determination data grid is stored and displayed as the Calculation Period.

b. The dollar value recorded in the Income Determination data grid is stored and displayed as the Calculated Income.

c. The following rules describe how to determine the Eligibility Income Guideline to display:

i. If the income frequency period is Annual, find the currently effective guideline for the household size for Annual Income and display.

ii. If the income frequency period is Monthly, find the currently effective guideline for the household size for Monthly Income and display.

iii. If the income frequency period is Twice Monthly, find the currently effective guideline for the household size for Twice Monthly Income and display.

iv. If the income frequency period is Bi-Weekly, find the currently effective guideline for the household size for Bi-Weekly Income and display.

v. If the income frequency period is Weekly, find the currently effective guideline for the household size for Weekly Income and display.

18. If there is more than one source of income and all sources have the same frequency period:

a. The frequency period recorded in the Income Determination data grid is stored and displayed as the Calculation Period.

b. Sum all income amounts.i. Do not apply rounding to these calculations.ii. Store and display this value as the Calculated Income.

c. The following rules describe how to determine the Eligibility Income Guideline to display:

i. If the income frequency period is Annual, find the currently effective guideline for the household size for Annual Income and display.

ii. If the income frequency period is Monthly, find the currently effective guideline for the household size for Monthly Income and display.

iii. If the income frequency period is Twice Monthly, find the currently effective guideline for the household size for Twice Monthly Income and display.

iv. If the income frequency period is Bi-Weekly, find the currently effective guideline for the household size for Bi-Weekly Income and display.

v. If the income frequency period is Weekly, find the currently effective guideline for the household size for Weekly Income and display.



Control Description19. If there is more than one source of income and different income frequency periods

are reported:a. The frequency period of ‘Annual’ is stored and displayed as the Calculation

Period.b. Convert each individual income amount to its annual equivalent as follows:

i. Annual income, keep as is.ii. Monthly income, multiply by 12.iii. Twice Monthly income, multiply by 24.iv. Bi-Weekly income, multiply by 26.v. Weekly income, multiply by 52.vi. Do not apply rounding to these calculations.

1. Sum the Annual equivalent of each individual income amounts

2. Do not apply rounding to these calculations.3. Store and display this value as the Calculated Income.

c. To determine the Eligibility Income Guideline to display, find the currently effective Annual guideline for the household size and display.

20. Evaluate and display the Calculation Period when the Income Determination grid or Household Size is updated.

21. Evaluate and display the Calculated Income when the Income Determination grid or Household Size is updated.

22. Evaluate and display the Eligibility Income Guideline when the income determination grid or Household Size is updated.

23. For historical records, if there is not an existing income guideline for the household size for the income record date, but there are other income guidelines for the same household size, display the next guideline available. Example: If the Income panel's record date is 5/5/2008, but the first income guideline for that family size is 7/1/2008, then display the 7/1/2008 guideline.

24. For historical records, if there is no existing income guideline for the household size for the income record date and there are no other income guidelines for the household size, then display NA.

Provisional Certification Rules25. If the system parameter to allow provisional certifications related to Income,

ClinicServices.Certify.Provisional.ProofOfIncome, is used, and if the system parameter ClinicServices.ProvisionalCertificationNoProofIncomeMaxMonths is greater than 0, Proof of Income is not required.

26. If the system parameter ClinicServices.Certify.Provisional.ProofOfIncome is set to “No” or if application type of at least one participant in the income family is Regular or Precertification, then at least one row of the income determination grid is required.

27. If the system parameter ClinicServices.Certify.Provisional.ProofOfIncome is set to “Yes” or if application type of all participants in the income family is VOC, then income determination is not required.

Check Income Eligibility Button Rules28. The Check Income Eligibility button is disabled until all required fields on the



Control Descriptionscreen are completed.

29. The Check Income Eligibility button is disabled unless the user is on the most current record for the selected Economic Unit.

30. Disable the Check Income Eligibility button if Total Income = Null and ClinicServices.Certify.Provisional.ProofOfIncome = No.

31. Check Income Eligibility can be used multiple times on a single Income Determination record.

32. See Check Income Eligibility Button Algorithm for business logic related to Check Income Eligibility button.

Check Income Eligibility AlgorithmThis is the algorithm that runs when the user clicks the Check Income Eligibility button.

33. Active or Pending participants within the Economic Unit are considered. At the start of the algorithm, all participants are presumed to be ineligible. At any point where all participants are considered income eligible, no more checks are done.

34. Pre-Income Guideline checks are made.a. If any participant in the economic unit is currently Provisionally Certified

(Active – Prov) due to no proof of income and no income has been entered in the income determination grid, then all participants in the economic unit are considered income eligible.

b. Adjunct eligibility checksi. If any participant is an infant or is pregnant and also has adjunct

eligibility indicating medical assistance, then all participants in the economic unit are considered income eligible.

ii. If any participant has adjunct eligibility indicating TANF or Food Stamps, then all participants in the economic unit are considered income eligible.

iii. If a participant is not an infant and is not pregnant and also has adjunct eligibility indicating medical assistance, then that particular participant is considered income eligible.

iv. If a participant has adjunct eligibility indicating a State Program, then that particular participant is considered income eligible.

c. If a participant has a VOC application, then that particular participant is eligible.

35. Compare the Calculated Income and Calculated Period to the currently effective Income Guideline for the Household Size.

36. If the Calculated Income for the Calculation Period is less than or equal to the Income Guideline amount for the Household Size, then all participants in the economic unit are considered income eligible. Otherwise, the results of the Pre-Income Guideline checks remain in force.



1.5.1 Check Eligibility – Income Pop-UpThe Check Eligibility pop-up allows the user to check the income eligibility of the family after income sources have been entered.

Control DescriptionEligible: The applicants/participants that have been found income eligible

are listed (First Name+Middle Name+Last Name). To proceed with information about these applicants/participants, the user clicks Close and continues on in the application.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName, MiddleName,

LastNameNot to be served at this time

The Not to be served at this time data grid displays a list of applicants/participants that based on income are not to be served at this time. Additionally, the eligibility status and action are included.Type Editable Data Grid



Control DescriptionName The applicants/participants that have been found income

ineligible are listed (First Name+Middle Name+Last Name).Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName, MiddleName,

LastNameEligibility Status The eligibility status of the applicants/participants that have been

found income ineligible are listed.Values include Ineligible, with certification; and Ineligible, no certification.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column Not Stored

Action Checkbox indicating that the user wants an action to be taken on the application and/or certification.

When Eligibility Status is Ineligible, with certification a check mark indicates that the user wants to terminate the application and certification record.

When Eligibility Status is Ineligible, no certification a check mark indicates that the user wants to make the application ineligible.

Type CheckboxDisplay Only No Calculated NoDB Column ParticipantStatus.WICStatusCd

CertificationTermination.CertTermReasonCd



Control DescriptionExpected Priority This list box allows the user to select an expected priority for the

applicant/participant prior to adding them to the Waiting List.Note: This column is disabled for the Check Eligibility – Income Pop-up, but because the same Check Eligibility pop-up is used in multiple places in the system, this column remains in view.Type List BoxRequired NoDB Column ParticipantWaitList.ExpectedPriorityNrCode ID Priorities

Close Clicking the Close button closes the pop-up. If any participant records have check marks in the check boxes, the action is carried out when the record is saved.If the Ineligible, with certification check box is selected, the participant must be terminated. A termination record is created with a record date of today’s date and a termination effective date equal to today’s date plus days indicated in the system parameter, ClinicService.FutureTerminationDays or the CED, whichever is less. The staff person that indicated the action is recorded. The Termination Reason is Over Income. The current application is end dated with today’s date plus days indicated in the system parameter, ClinicService.FutureTerminationDays or the CED, whichever is less.If check mark in Ineligible, no certification, then the applicant must be made ineligible. The following is added to the application’s WIC Status History grid: Date is set to today’s date, the pending application’s WIC Status is set to Ineligible, the current application is end dated with today’s date, and the Change Reason Code is set to INC for Over Income. The Staff Person that indicated the action is recorded. This action is only taken for a pending application.

Type Command ButtonHot Key Alt + C



Business Rules1. When the Check Income Eligibility button is clicked, display the

applicants’/participants’ names in the appropriate area – The following members are “Eligible” or “Not to be served at this time” grid.

2. List applicants/participants in alphabetical order by first name within the Eligible box.3. List applicants/participants in alphabetical order by first name within the Not to be

served at this time data grid.4. Disable the Expected Priority column.5. Indicate Ineligible, with certification if the participant has been found income ineligible

and has a current certification.6. Indicate Ineligible, no certification if the applicant has been found income ineligible

and does not have a current certification.7. When the Check Eligibility button is clicked, no Income Determination rows are

present, and the Provisional Certification Proof of Income set to Yes, all participants in the economic unit become income eligible.

8. Required fields are validated when the Check Eligibility button is used.9. If the Action checkbox is selected and the user clicks the Close button, display the

Signature Capture – Ineligibility Pop-Up.

1.5.2 Signature Capture – Ineligibility Pop-Up Each time the Action check box for “Ineligible, with certification” or “Ineligible, no certification” is selected, a signature is required The first screen is an example of what is displayed on the signature pad display screen. The pop-up “Signature Capture to User” is displayed to the WIC system user so that they know what is on the signature pad display screen and then when a signature is captured, it can be reviewed here to determine if adequate or if another capture is required. For full details about this system component, see the Signature Capture section of the Clinic Services Overview DFDD.





1.5.3 Adjunct Eligibility Pop-UpThe Adjunct Eligibility pop-up is accessed through a link on the Income screen. This listing of participants is specific to the economic unit that is selected on the Income screen for a specific income determination record. This pop-up is used to show what other assistance programs participants are in that make them income eligible for the WIC Program (adjunctively eligible).

Control DescriptionAdjunct Eligibility The Adjunct Eligibility data grid is used to indicate in which

assistance programs a participant is participating. Marking that a participant is participating in one of these programs indicates that they are adjunctively income eligible for WIC.Type Editable Data Grid

Adjunct Eligibility - Participant

Participants in the selected economic unit.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.FirstName,




Control DescriptionAdjunct Eligibility - Category

This is the category of the participant in the row.

Type Text BoxRequired NALength 17Validation NADisplay Only Yes Calculated NoDB Column ParticipantType.ParticipantTypeCd

Adjunct Eligibility - Proof

Indicates the type of documentation that was provided to clinic staff as proof of participation in one of the programs for the selected participant that would make the participant adjunctively income eligible. If system parameters allow, no proof is required and participant can be provisionally certified.Type List BoxRequired Yes, if any check box in Adjunct Eligibility

group box is marked for a participant, exception is if system parameter set to allow for provisional certification for no proof of adjunctive eligibility.

DB Column AdjunctEligibility.ProofOfAdjunctEligCdCode ID Adjunct Eligible, length = 15

Adjunct Eligibility - MA (Title XIX)

Check box indicating that the participant is certified as eligible to receive benefits from Medical Assistance (Title XIX), also known as Medicaid, or indicating that a household containing an infant or pregnant woman also includes a member who is currently on Medical Assistance (Title XIX).When checked, this participant is considered adjunctively eligible.Type Check boxDisplay Only No Calculated NoDB Column AdjunctEligibility.MedicalAssistanceIn

Adjunct Eligibility - MA ID

An identification number of a participant on Medical Assistance (Title XIX). If Medical Assistance ID exists, it is carried over to any new Adjunct Eligibility records that are created.Type Text BoxRequired Yes, if MA (Title XIX) is markedLength 12Validation NADisplay Only No Calculated NoDB Column AdjunctEligibility.MedicalAssistanceId



Control DescriptionAdjunct Eligibility – Food Assistance

Check box indicating that the participant is certified as eligible to receive benefits from SNAP (Supplemental Nutrition Assistance), formerly the Food Stamp Program or FDPIR (Food Distribution Program on Indian Reservations) or that a member of their family is receiving these benefits. The display of the column name is based on a system parameter.When checked, this participant is considered adjunctively eligible.Type Check boxDisplay Only No Calculated NoDB Column AdjunctEligibility.FoodStampIn

Adjunct Eligibility - TANF

Check box indicating that the participant is certified as eligible to receive benefits from TANF (Temporary Assistance to Needy Families) or a member of a household with a TANF recipient.When checked, this participant is considered adjunctively eligible.Type Check boxDisplay Only No Calculated NoDB Column AdjunctEligibility.TANFIn

Adjunct Eligibility - <State Program>

Check box indicating that the participant is receiving benefits from a state program with income guidelines at or below the WIC income guidelines and state policy allows for this program to indicate adjunct eligibility. The name of the program is populated based on a system parameter.When checked, this participant is considered adjunctively eligible.Type Check boxDisplay Only No Calculated NoDB Column AdjunctEligibility.StateProgramIn

Close Clicking the Close button closes the Adjunct Eligibility pop-up and returns the user to the Income screen.Type Command ButtonHot Key Alt + C




In the lower right-hand corner, the user and the date of the last update of the record are displayed.Type Text BoxRequired NALength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column AdjunctEligibility.ModifyStfpID +

AdjunctEligibility.ModifyDt

Business Rules1. Proof of Adjunct Eligibility is required if an Adjunct Eligibility is selected unless system

parameter ClinicServices.Certify.Provisional.ProofOfAdjunctEligibility is set to “Yes” and Proof of Adjunct Eligibility Maximum Number of Months is greater than 0 in system parameter ClinicServices.ProvisionalCertificationNoProofAdjEligMaxMonths, then Proof of Adjunct Eligibility is optional and can be blank.

2. The system parameter ClinicServices.AEligFoodStampsFDPIRDisplay determines the display of the food assistance program name within the Adjunct Eligibility group box.

3. The system parameter ClinicServices.AEligStateProgramDisplay determines the name displayed for the state program within the Adjunct Eligibility group box. If nothing is stated for this parameter, then no State Program column is displayed.

4. List participants in the grid from oldest to youngest within the economic unit.5. When viewing the grid without clicking to Edit the record, all participants within the

economic unit are listed in the grid.6. When editing the record, only active and pending participants are displayed in the

grid.



1.5.4 Signature Capture – Affidavit for Income Pop-UpEach time ”Affidavit” is selected for the proof of income, a signature is required. Note: This is not related to not having a proof of income in hand at certification and being provisionally certified.The first screen is an example of what is displayed on the signature pad display screen. The pop-up “Signature Capture to User” is displayed to the WIC system user so that they know what is on the signature pad display screen and then when a signature is captured, it can be reviewed here to determine if it is adequate or if another capture is required. For full details about this system component, see the Signature Capture section of the Clinic Services Overview DFDD.



1.5.5 Income Calculator – Weekly Income Pop-UpThe Income Calculator pop-up consists of multiple tabs that allow a user to enter income amounts for different periods of time or hourly rates and obtain an average value. The Weekly Income tab allows the user to enter up to four different weekly amounts. The system computes the average weekly income by summing the individual amounts and dividing by the number of amounts entered. When the user clicks Close, the Income Calculator closes, the computed average weekly income amount is placed in the Income Determinate grid with Period = Weekly.

Control DescriptionAmount 1 A weekly income amount is entered in this field.

Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA



Control DescriptionAmount 2 A weekly income amount is entered in this field.


Amount 3 A weekly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA

Amount 4 A weekly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA

Average Weekly Income

Average Weekly Income displays the sum of the values entered in Amount 1, Amount 2, Amount 3, and Amount 4 divided by the number of Amount fields that contain an entered value.Type Text BoxRequired NALength NA

Validation Mask of $ZZZ,ZZ9.99Display Only Yes Calculated YesDB Column NA



Control DescriptionClose Clicking the Close button or its hot key Alt+C closes the Income

Calculator pop-up and returns the user to the Income screen. The value in Average Weekly Income is transferred to the Income Determination Amount field on the Income screen in the row where the Income Calculator icon was clicked. The Period column within the Income Determination grid is set to Weekly.Type Command ButtonHot Key Alt + C

Business Rules1. The detail data is not saved. Once the user closes the calculator, the data is no longer

available.2. If the user clicks the Close button but has not entered any income data, a warning

message appears indicating that the user has not provided information to compute a monthly income.

3. Compute Average Weekly Income as a sum of the values in (Amount 1 + Amount 2 + Amount 3 + Amount 4) divided by the number of Amount fields with a value. The user is not required to enter a value in all Amount fields. For example, if three Amount fields contain values, divide by 3.

4. Display this warning if the user enters any income amount on the Weekly Income tab and then attempts to navigate to a different Income Calculator tab: “Data entered on this tab will be lost if you switch to a different tab. Is that what you want to do?” If the user responds Yes, navigate to the selected tab and delete the data on the prior tab. If the user responds No or Cancel, remain on the current tab and leave the data on the tab alone.



1.5.6 Income Calculator – Bi-Weekly Income Pop-UpThe Bi-Weekly Income tab allows the user to enter up to four different bi-weekly amounts. The system computes the average bi-weekly income by summing the individual amounts and dividing by the number of amounts entered. When the user clicks Close, the Income Calculator closes, the computed average bi-weekly income amount is placed in the Income Determinate grid with Period = Bi-Weekly.

Control DescriptionAmount 1 A bi-weekly income amount is entered in this field.




Control DescriptionAmount 2 A bi-weekly income amount is entered in this field.


Amount 3 A bi-weekly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA

Amount 4 A bi-weekly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA

Average Bi-Weekly Income

Average Bi-Weekly Income displays the sum of the values entered in Amount 1, Amount 2, Amount 3, and Amount 4 divided by the number of Amount fields that contain an entered value.Type Text BoxRequired NALength NA





Calculator pop-up and returns the user to the Income screen. The value in Average Bi-Weekly Income is transferred to the Income Determination Amount field on the Income screen in the row where the Income Calculator icon was clicked. The Period column within the Income Determination grid is set to Bi-Weekly.Type Command ButtonHot Key Alt + C



message displays indicating that the user has not provided information to compute a monthly income.

3. Compute Average Bi-Weekly Income as a sum of the values in (Amount 1 + Amount 2 + Amount 3 + Amount 4) divided by the number of Amount fields with a value. The user is not required to enter a value in all Amount fields. For example, if three Amount fields contain values, divide by 3.

4. Display this warning if the user enters any income amount on the Bi-Weekly Income tab and then attempts to navigate to a different Income Calculator tab: “Data entered on this tab will be lost if you switch to a different tab. Is that what you want to do?” If the user responds Yes, navigate to the selected tab and delete the data on the prior tab. If the user responds No or Cancel, remain on the current tab and leave the data on the tab alone.



1.5.7 Income Calculator – Twice Monthly Income Pop-UpThe Twice Monthly Income tab allows the user to enter up to four different twice monthly amounts. The system computes the average twice monthly income by summing the individual amounts and dividing by the number of amounts entered. When the user clicks Close, the Income Calculator closes, the computed average twice monthly income amount is placed in the Income Determinate grid with Period = Twice Monthly.

Control DescriptionAmount 1 A twice monthly income amount is entered in this field.




Control DescriptionAmount 2 A twice monthly income amount is entered in this field.


Amount 3 A twice monthly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA

Amount 4 A twice monthly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA

Average Twice Monthly Income

Average Twice Monthly Income displays the sum of the values entered in Amount 1, Amount 2, Amount 3, and Amount 4 divided by the number of Amount fields that contain an entered value.Type Text BoxRequired NALength NA





Calculator pop-up and returns the user to the Income screen. The value in Average Twice Monthly Income is transferred to the Income Determination Amount field on the Income screen in the row where the Income Calculator icon was clicked. The Period column within the Income Determination grid is set to Twice Monthly.Type Command ButtonHot Key Alt + C




3. Compute Average Twice Monthly Income as a sum of the values in (Amount 1 + Amount 2 + Amount 3 + Amount 4) divided by the number of Amount fields with a value. The user is not required to enter a value in all Amount fields. For example, if three Amount fields contain values, divide by 3.

4. Display this warning if the user enters any income amount on the Twice Monthly Income tab and then attempts to navigate to a different Income Calculator tab: “Data entered on this tab will be lost if you switch to a different tab. Is that what you want to do?” If the user responds Yes, navigate to the selected tab and delete the data on the prior tab. If the user responds No or Cancel, remain on the current tab and leave the data on the tab alone.



1.5.8 Income Calculator – Monthly Income Pop-UpThe Monthly Income tab allows the user to enter up to four different monthly amounts. The system computes the average monthly income by summing the individual amounts and dividing by the number of amounts entered. When the user clicks Close, the Income Calculator closes, the computed average monthly income amount is placed in the Income Determinate grid with Period = Monthly.

Control DescriptionAmount 1 A monthly income amount is entered in this field.




Control DescriptionAmount 2 A monthly income amount is entered in this field.


Amount 3 A monthly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA

Amount 4 A monthly income amount is entered in this field.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA

Average Monthly Income

Average Monthly Income displays the sum of the values entered in Amount 1, Amount 2, Amount 3, and Amount 4 divided by the number of Amount fields that contain an entered value.Type Text BoxRequired NALength NA





Calculator pop-up and returns the user to the Income screen. The value in Average Monthly Income is transferred to the Income Determination Amount field on the Income screen in the row where the Income Calculator icon was clicked. The Period column within the Income Determination grid is set to Monthly.Type Command ButtonHot Key Alt + C




3. Compute Average Monthly Income as a sum of the values in (Amount 1 + Amount 2 + Amount 3 + Amount 4) divided by the number of Amount fields with a value. The user is not required to enter a value in all Amount fields. For example, if three Amount fields contain values, divide by 3.

4. Display this warning if the user enters any income amount on the Monthly Income tab and then attempts to navigate to a different Income Calculator tab: “Data entered on this tab will be lost if you switch to a different tab. Is that what you want to do?” If the user responds Yes, navigate to the selected tab and delete the data on the prior tab. If the user responds No or Cancel, remain on the current tab and leave the data on the tab alone.

1.5.9 Income Calculator – Income by Hours Pop-UpThe Hourly Income tab allows the user to enter up to four hourly rates and indicate the number of hours worked at each rate per week. The system computes the total weekly income by summing the total of each hourly rate times the number of hours worked at that rate.



Control DescriptionHours Worked Per Week

Contains the number of hours worked per week at a specified hourly rate. There are four fields for entering Hours Worked Per Week.Type Text BoxRequired NoLength 3Validation NumericDisplay Only No Calculated NoDB Column NA



Control DescriptionHourly Rate Contains the hourly wages earned for a specified number of

hours worked per week. There are four fields for entering Hourly Rate.Type Text BoxRequired NoLength Decimal 7,2Validation Numeric, Mask of $ZZ,ZZ9.99Display Only No Calculated NoDB Column NA

Weekly Income Weekly Income is the computed as Hours Worked Per Week times Hourly Rate. There are four fields for displaying Weekly Income.Type Text BoxRequired NALength NAValidation Mask of $ZZZ,ZZZ,ZZ9.99Display Only Yes Calculated YesDB Column NA

Total Weekly Income Total Weekly Income is the sum of each Weekly Income.Type Text BoxRequired NALength NAValidation Mask of $Z,ZZZ,ZZZ,ZZ9.99Display Only Yes Calculated YesDB Column IncomeDetermDetail.IncomeAmt

Close Clicking the Close button or its hot key Alt+C closes the Income Calculator pop-up screen and returns the user to the Income screen. If the Close button is clicked, the value in Total Weekly Income is transferred to the Income Determination Amount field on the Income screen in the row where the Income Calculator icon was clicked. The Period column within the Income Determination grid is set to Weekly.Type Command ButtonHot Key Alt + C



Business Rules1. The detail data is not saved. Once the user closes the calculator, the data is no

longer available.2. If the user clicks the Close button but has not entered any income data, display a

message indicating that the user has not provided information to compute a monthly income.

3. Compute Weekly Income for a row as Hours Worked Per Week * Hourly Rate.4. Compute Total Weekly Income as a sum of the Weekly Income for all rows.5. Display this warning if the user enters any value in Hours Worked Per Week or

Hourly Rate on the Hourly Income tab, and then attempts to navigate to a different Income Calculator tab: “Data entered on this tab will be lost if you switch to a different tab. Is that what you want to do?” If the user responds Yes, navigate to the selected tab and delete the data on the prior tab. If the user responds No or Cancel, remain on the current tab and leave the data on the tab alone.

1.5.10 Adjunct Eligibility Adjunct eligibility from participants with the following statuses are reviewed during the algorithm check: Active (all types) and Pending.

1.5.10.1 Medical Assistance (Title XIX) CheckIf

AdjunctEligibility.MedicalAssistanceIn = Yes and ParticipantType.ParticipantTypeCd = Infant or Pregnant

ThenAll Participants in economic unit are Income Eligible

If AdjunctEligibility.MedicalAssistanceIn = Yes and ParticipantType.ParticipantTypeCd <> Infant or Pregnant

ThenOnly that Participant is Income Eligible

1.5.10.2 TANF CheckIf

AdjunctEligibility.TANFIn = Yes for any Participant in the familyThen

All Participants in Economic Unit are Income Eligible

1.5.10.3 Food Assistance CheckIf

AdjunctEligibility.FoodStampIn = Yes for any Participant in the familyThen



All Participants in Economic Unit are Income Eligible

1.5.10.4 VOC CheckIf

Application.ApplicationTypeCd = VOCThen

This Participant is Income Eligible

1.5.10.5 State Program CheckIf

AdjunctEligibility.StateProgramIn = YesThen

This Participant is Income Eligible Business Rules1. Display a message box if no current income guideline record for the household size is

found.

1.6 Voter RegistrationThe Voter Registration screen allows the user to record the voter registration encounter information required by legislative acts. New Voter Registration data should be recorded any time the family’s physical address changes and at certifications. The display of this screen in the navigation tree is dependent on a system parameter to allow the use of the screen.



> Family/Intake > Voter Registration


Control DescriptionRecord Dates This is the record selector for the Voter Registration records. It

contains the recorded date. The drop-down and spin control allow selection of historical Voter Registration records. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Lists all voter registration records for the

family. Formatted dates of mm/dd/yyyy.DB Column MotorVoter.RecordedDt

New The New button is used to create a new Voter Registration record.Type Command ButtonHot Key Alt + N




Control DescriptionDelete The delete command button is used to delete the voter

registration record.Type Command ButtonHot Key Alt + D

Are you registered to vote where you currently live?

Indicates if the participant or the Endorser is currently registered to vote at the address where they are living.

Type List BoxRequired YesDB Column MotorVoter.RegisteredInCode ID YesNo


Was a voter registration form completed today?

Indicates if the participant or endorser completed a Voter Registration Information brochure.

Type List BoxRequired YesDB Column MotorVoter.FormCompletedInCode ID YesNo


<Last Modified By User and Date>

In the lower right-hand corner, the user and the date of the last update of the voter registration record are displayed.Type Text BoxRequired NoLength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column MotorVoter.ModifyStfpID +

MotorVoter.ModifyDt




1. The Edit and Delete buttons utilize Today functionality.2. The system parameter, ClinicServices.UseVoterRegistration, determines if the

screen is available from the navigation tree for the state.3. If the user attempts to move away from this family (go search for another family,




1.7 Member/Proxy Pop-UpThe Member/Proxy pop-up is used to change general member information such as Name, Date of Birth (before specific participant records are created), Person ID, special needs and the type of relationship each member has with the family. A family member might be the family’s endorser, additional endorser, inactive endorser, proxy, inactive proxy, or a WIC participant. A WIC participant may also have an additional Member Type. Aliases, Participant History, Family Member History and Enrollment information can also be accessed on this screen.


Control DescriptionDelete Clicking the Delete button deletes a pending participant.

Type Command ButtonHot Key Alt + D

Make Participant Clicking the Make Participant button initiates the process of making the family member a WIC participant. This button is disabled if the member is a participant.Type Command Button



Control DescriptionHot Key Alt + M

No Longer Participant Clicking the No Longer Participant button initiates the process of making the family member a non-participant.Type Command ButtonHot Key Alt + T

Add To Aliases Clicking the Add to Aliases button makes the entered name an alias. The alias name can be viewed from the Aliases pop-up.Type Command ButtonHot Key Alt + L

Change Member Type Clicking the Change Member Type button allows the user to change the Family Member from one type designation to another in the Change Member Type pop-up. See Change Member Type pop-up for more information.Type Command ButtonHot Key Alt + Y

Links - Aliases Hyperlink to the Aliases pop-up where aliases for this person can be viewed or added. See Aliases for additional information.Type Link

Links – Participant History

Hyperlink to the Participant History pop-up where the history of this participant can be viewed. See Participant History for additional information.Type Link

Links – Family Member History

Hyperlink to the Family Member History pop-up where the endorser or proxy history of this family member can be viewed. See Family Member History for additional information.Type Link

Links – Enrollment Hyperlink to the Enrollment pop-up where the enrollment information of this family member can be viewed or changed. See Enrollment for additional information.Type Link

Person ID link Hyperlink to the Choose Person Id pop-up which is used to assign a family member a manual Person ID in place of a system assigned identifier. See Choose Person ID for additional information.Type Link



Control DescriptionPerson ID This is the primary identifier for a family member within the

application database. When a new family member is created, the system automatically assigns a Person ID to them. The automatic assignment of a new Person ID can be overridden if necessary. To override the automatic assignment of a new Person ID, click on the Person ID link. See Choose Person Id for additional information.Type Text BoxRequired NALength 9Format NADisplay Only Yes Calculated NoDB Column FamilyMember.FFMemberID

Old Participant ID This is the Participant ID that was converted from the legacy system. Display of this item is dependent on a system parameter.Type Text BoxRequired NALength 11Validation NADisplay Only Yes Calculated NoDB Column FamilyMember.OldMemberID

First Name The first name of the family member.Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyMember.FirstName

Middle Name The middle name of the family member.Type Text BoxRequired NoLength 30Validation NADisplay Only No Calculated NoDB Column FamilyMember.MiddleName



Control DescriptionLast Name The last name of the family member.

Type Text BoxRequired YesLength 30Validation NADisplay Only No Calculated NoDB Column FamilyMember.LastName

Suffix The last name suffix of the family member.Type Text BoxRequired NoLength 4Validation NADisplay Only No Calculated NoDB Column FamilyMember.LastNameSuffix

Date of Birth The date of birth of the family member.Type Date PickerRequired Yes, if the member is a participant or the

member has a current Member Type equal to Endorser, Additional Endorser, or Inactive Endorser. Optional if the member has a current Member Type equal to Proxy or Inactive Proxy.

Display Only No Calculated NoDB Column FamilyMember.BirthDt



Control DescriptionAge The age of the family member as of today’s date.

Type Text BoxRequired NALength NAValidation If less than 1 year of age, display as “(Z9 m Z9

d)”.If 1 year of age (starting on birthday) up to the day before the 5th birthday, display as “(9 y Z9 m)”.If 5 years of age (starting on birthday) or older, “(Z9 y)”.

Display Only Yes Calculated Yes, if Date of Birth completed

DB Column FamilyMember.BirthDtSpecial Needs This is a free form text box for staff to detail any special needs

about the family member. This information is displayed in an appointment.Type Multi Line Text Box, length 200Required NoDisplay Only No Calculated NoDB Column FamilyMember.SpecialNeeds

Member Type - Endorser

The Endorser radio button, when selected, identifies the family member as the endorser of the family. The label for this field is controlled by a system parameter.Type Radio ButtonRequired NoDB Column FamilyMember.ParentGuardianIn

Member Type - Additional Endorser

The Additional Endorser radio button, when selected, identifies the family member as an additional endorser of the family. The label for this field is controlled by a system parameter.Type Radio ButtonRequired NoDB Column FamilyMember.ParentGuardian2In

Member Type - Inactive Endorser

The Inactive Endorser radio button identifies the family member as an inactive endorser for the family.Type Radio ButtonRequired NoDB Column ProxyEndorserApproval.EndDt



Control DescriptionMember Type - Proxy The Proxy radio button, when selected, identifies the family

member as a proxy for the family.Type Radio ButtonRequired NoDB Column FamilyMember.ProxyIn

Member Type - Inactive Proxy

The Inactive Proxy radio button identifies the family member as an inactive proxy for the family.Type Radio ButtonRequired NoDB Column ProxyEndorserApproval.EndDt

Close Clicking the Close button closes the Member/Proxy pop-up and returns the user to the Family screen.Type Command ButtonHot Key Alt + C


1. Make Participant button is enabled if the member is not or has never been a participant.

2. Make Participant button is disabled if the member is or has been a participant.3. Make Participant button is disabled if no member of the family is currently

designated as an Endorser.4. Disable the Make Participant button if the Proxy or Inactive Proxy radio button is

selected.5. Disable the Member Type radio buttons. Member Type is changed on the Change

Member Type pop-up.6. The Change Member Type button is enabled if the member is an adult participant

(i.e. P, B, N).7. The Change Member Type button is enabled if the member is a non-participant (i.e.

Endorser, Additional Endorser, Inactive Endorser, Proxy, or Inactive Proxy or no type yet assigned).

8. When the Add to Aliases button is clicked, add the family member’s current name to the aliases list for the selected member.

9. All hyperlinks are accessed when on the Member/Proxy pop-up. Hyperlinks cannot be accessed while a pop-up window is active.

10. System parameter, ClinicServices.ShowOldParticipantID, determines if the Old Participant ID field is displayed.

11. The Family Member History link is enabled if the family member is or was an endorser (includes additional endorser) or a proxy.

12. The Enrollment link is enabled if the family member is or has been a participant.13. The System parameter, ClinicServices.HeadofHouseholdLabelToUse, is used to

determine the label for Endorser and Additional Endorser.14. The Participant History link is enabled if the family member is or has been a



Business Rulesparticipant.

15. If the family member’s name is used as the name of the economic unit (Endorser or Foster child), then the economic unit name must be updated when a name change is made.

16. Display an error message if the date of birth is a date in the future.17. Display an error message if the age in years of the participant is less than 9 and

the participant is marked as an Endorser, Additional Endorser, or Proxy, Base the calculation on the difference between Date of Birth and Today’s Date.

18. Disable the Date of Birth field if the participant has any of the following records: Anthro, BloodWork, InterviewInfant, InterviewChild, InterviewPregnant, InterviewPPBF, RiskHeader, or Certification.

19. Display an error if the Date of Birth is modified by the user for an infant or child that is linked to a Pregnancy record if the Multifetal Gestation indicator is not checked on the Pregnancy record and the new Date of Birth is not equal to the ADD on the Pregnancy record. Error message: Date of Birth must equal the Mother’s pregnancy Actual Delivery Date of mm/dd/yyyy or the day after.

20. Display an error if the Date of Birth is modified by the user for an infant or child that is linked to a Pregnancy record if the Multifetal Gestation indicator is checked on the Pregnancy record and the new Date of Birth is not equal to the ADD on the Pregnancy record or the ADD + 1 day. Error message: Date of Birth must equal the Mother’s pregnancy Actual Delivery Date of mm/dd/yyyy.

21. Display an error if Participant Category = P, B or N and current age is <9 years. Base the calculation on the difference between Date of Birth and Today’s Date. Error message: Pregnant, Breastfeeding, or Not Breastfeeding participant’s Age must be greater than or equal to 9.

22. Enable the Delete button if the Member meets any of these criteria:a. The Member must be a participant with only one Application record and only

one ParticipantStatus record. The ParticipantStatus record must have ParticipantStatus.WICStatusCd = ‘P’ (pending).

b. The Member cannot be an Endorser, Additional Endorser, Inactive Endorser, Proxy, or Inactive Proxy.

c. The Member is a non-participant and has not been assigned a member type such as Endorser, Additional Endorser, Inactive Endorser, Proxy, or Inactive Proxy.

d. A serialized breast pump is not issued to the Member.e. If the Member is a foster child, a PAN is not assigned to the Member’s

Economic Unit.23. When Delete is clicked, all records related to the Member are deleted, including

any Signature records where FamilyMember.ID = SignatureImage.FMem_ID.24. Disable the No Longer Participant button if any of the following are true:

a. The participant has been certified.b. The ParticipantStatus.WICStatusCd is something other than ‘P’ (Pending).c. An EBT card has been assigned to the participant.d. A serialized inventory item has been issued to the participant.

25. When the No Longer Participant button is clicked, all participant records are deleted. For example, this member will no longer have application, participant status, participant category, and appointment records.



Business RulesOnline EBT Host Rules (Online Xerox EBT Only / Online CDP EBT)

26. If the user updates any of these fields for the Head of Household or a foster child:a. First Nameb. Middle Namec. Last Named. Suffixe. Date of Birth

and the Economic Unit of the updated participant has ever been issued an EBT card, then

If the participant is the Head of HouseholdCall Update HOH Demographics (Online Xerox EBT Only) or Update HOH Demographics (Online CDP EBT), at the next save

ElseCall Update Foster Demographics (Online Xerox EBT Only) or Update Foster Demographics (Online CDP EBT), at the next save

NOTE: The user may have left the Member/Proxy pop-up and performed other updates before they actually Save. At the time of the Save, regardless of what panel they are on, call the Update HOH Demographics and/or Update Foster Demographics functions.NOTE: See section 1.4 Contact/Address of the CS 1 Family Intake Screens DFDD for details about the Write EBT Message Log, Timeout, and Return Code Process functions.

Update HOH Demographics (Online Xerox EBT Only)27. Call Get Security Token Process28. Status bar message = ‘Updating EBT Host Demographics’29. Security Authorization Object.EBTMessageTypeCd = 110030. EBTMessageLog.EBTMessageTypeCd = 110031. Create an Update EBA message populated as follows:

a. Household ID = Economic Unit Numberb. Household Status Code = ‘A001’c. Household Type Code = ‘H’d. Use the Head of Household’s data:

i. Person Object.First Name = FamilyMember.FirstNameii. If FamilyMember.LastNameSuffix is not null then






Business Rulesi. If Do Not Mail is selected then

1. Address Object.Address Line 1 = ‘Do Not Mail’2. Address Object.Address Line 2 = blank







FamilyAddress.ZipPlus4f. Security Authorization Object = See the System-Wide Interface with Online


g. ResendDt = nullh. DispositionDt = current date and timei. DispositionCd = ‘S’ (success)j. EBTHostReturnCd = EBT Host response code


k. Household ID = Economic Unit Numberl. eWIC Card Number = current PAN belonging to the EU. PAN may be active

or deactivatedm. Card Status Code = blankn. Card Status Reason = blanko. Card Status Date = most recent EBTCardTransaction.TransactionDt where

EBTCardTransaction. = ‘SETP’ or ‘REPL’ or ‘HOTC’p. Replacement eWIC Card Number = blankq. Card Holder Type Code = ‘P’



Business Rulesr. Use the Head of Household’s data:




s. Security Authorization Object = See the System-Wide Interface with Online EBT Host DFDD for details.


t. ResendDt = nullu. DispositionDt = current date and timev. DispositionCd = ‘S’ (success)w. EBTHostReturnCd = EBT Host response code


Update Foster Demographics (Online Xerox EBT Only)48. Call Get Security Token Process49. Status bar message = ‘Updating EBT Host Demographics’50. Security Authorization Object.EBTMessageTypeCd = 110051. EBTMessageLog.EBTMessageTypeCd = 110052. Create an Update EBA message populated as follows:

x. Household ID = Economic Unit Numbery. Household Status Code = ‘A001’z. Household Type Code = ‘H’aa. Use the foster child’s data:




bb. If a mailing address exists with an Effective Date less than or equal today and an End Date that is null or greater than or equal today, then use mailing



Business Rulesaddress data else use physical address data:

i. If Do Not Mail is selected then1. Address Object.Address Line 1 = ‘Do Not Mail’2. Address Object.Address Line 2 = blank







FamilyAddress.ZipPlus4cc. Security Authorization Object = See the System-Wide Interface with Online


dd. ResendDt = nullee. DispositionDt = current date and timeff. DispositionCd = ‘S’ (success)gg. EBTHostReturnCd = EBT Host response code


hh. Household ID = Economic Unit Numberii. eWIC Card Number = current PAN belonging to the EU. PAN may be active

or deactivatedjj. Card Status Code = blankkk. Card Status Reason = blankll. Card Status Date = most recent EBTCardTransaction.TransactionDt where

EBTCardTransaction. = ‘SETP’ or ‘REPL’ or ‘HOTC’mm. Replacement eWIC Card Number = blank



Business Rulesnn. Card Holder Type Code = ‘P’oo. Use the foster child’s data:




pp. Security Authorization Object = See the System-Wide Interface with Online EBT Host DFDD for details.


qq. ResendDt = nullrr. DispositionDt = current date and timess. DispositionCd = ‘S’ (success)tt. EBTHostReturnCd = EBT Host response code


Update HOH Demographics (Online CDP EBT Only)73. Status bar message = ‘Updating EBT Host Demographics’74. EBTMessageLog.EBTMessageTypeCd = 1100 (UpdateEBA)75. Create an Update EBA message populated as follows use the HOH for data:



a. Head of Household Object.Language Code = ‘eng’d. IF HOH has a Participant record

a. Head of Household Object.Gender = Participant.SexCde. Else

a. Head of Household Object.Gender = blank (unknown)f. Head of Household Name Object.First Name = FamilyMember.FirstNameg. Head of Household Name Object.Last Name = FamilyMember.LastNameh. Head of Household Name Object.Middle Initial = FamilyMember.MiddleNamei. Head of Household Name Object.Suffix = FamilyMember.LastNameSuffixj. Family data: If a mailing address exists with an Effective Date less than or

equal today and an End Date that is null or greater than or equal today,



Business Rulesthen use mailing address data else use physical address data:

i. If Do Not Mail is selected then1. Head of Household Mailing Address Object.Address Line 1 =


blankii. Else



3. If FamilyAddress.StreetAddressLine1 has datab. Head of Household Mailing Address Object.Address

Line 1 = FamilyAddress.StreetAddrLine1c. Head of Household Mailing Address Object.Address







76. Send the Update EBA message to the EBT Host.77. Call Response Process.78. EBTMessageLog.EBTMessageTypeCd = 1400 (UpdateEBA)79. Create an Update Card/Cardholder message populated as follows:


EBTCardTransaction. = ‘SETP’ or ‘REPL’ or ‘HOTC’c. Card Number Replacement = blankd. WIC MIS Account ID = Economic Unit Numbere. If BenefitFamily.OutputLanguageCd = ‘SPAN’ (Spanish)

a. Cardholder Object.Language Code = ‘spa’f. Else

a. Cardholder Object.Language Code = ‘eng’g. Cardholder Object.Card Number = EBTCard.CardNr (current card)



Business Rulesh. Cardholder Object.Reason Code = 'C011' (Cardholder updatei. If BenefitFamily.DoNotCallIn = 0 (false)

a. If BenefitFamily.HomePhoneNr is not nulli. Cardholder Object.Phone Number =

BenefitFamily.HomeAreaCd + BenefitFamily.HomePhoneNrb. Else

i. If BenefitFamily.AltPhoneNr is not null1. Cardholder Object.Phone Number = BenefitFamily.

AltAreaCd + BenefitFamily. AltPhoneNrj. Else

a. Cardholder Object.Phone Number = emptyk. IF HOH has a Participant record

a. Cardholder Object.Gender = Participant.SexCdl. Else

a. Cardholder Object.Gender = blank (unknown)m. Note: same logic as found in Update EBA business rule for:

a. Cardholder Mailing Address Object – Use Head of Household Mailing Address Object logic

b. Cardholder Name Object – Use Head of Household Name Object logic80. Send the Update Card/Cardholder message to the EBT Host.81. Call Response Process.

Update Foster Demographics (Online CDP EBT Only)82. Status bar message = ‘Updating EBT Host Demographics’83. EBTMessageLog.EBTMessageTypeCd = 1100 (UpdateEBA)84. Create an Update EBA message populated as follows using the foster child’s data:



a. Head of Household Object.Language Code = ‘eng’d. Head of Household Object.Gender = Participant.SexCde. Head of Household Name Object.First Name = FamilyMember.FirstNamef. Head of Household Name Object.Last Name = FamilyMember.LastNameg. Head of Household Name Object.Middle Initial =

FamilyMember.MiddleNameHead of Household Name Object.Suffix = FamilyMember.LastNameSuffix

h. Family data: If a mailing address exists with an Effective Date less than or equal today and an End Date that is null or greater than or equal today, then use mailing address data else use physical address data:

i. If Do Not Mail is selected then1. Head of Household Mailing Address Object.Address Line 1 =


blank



Business Rulesii. Else



3. If FamilyAddress.StreetAddressLine1 has dataa. Head of Household Mailing Address Object.Address

Line 1 = FamilyAddress.StreetAddrLine1b. Head of Household Mailing Address Object.Address







85. Send the Update EBA message to the EBT Host.86. Call Response Process.87. EBTMessageLog.EBTMessageTypeCd = 1400 (UpdateEBA)88. Create an Update Card/Cardholder message populated as follows:


EBTCardTransaction. = ‘SETP’ or ‘REPL’ or ‘HOTC’c. Card Number Replacement = blankd. WIC MIS Account ID = Economic Unit Numbere. If BenefitFamily.OutputLanguageCd = ‘SPAN’ (Spanish)

a. Cardholder Object.Language Code = ‘spa’f. Else

a. Cardholder Object.Language Code = ‘eng’g. Cardholder Object.Card Number = EBTCard.CardNr (current card)h. Cardholder Object.Card Number = EBTCard.CardNr (current card)i. Cardholder Object.Reason Code = 'C011' (Cardholder updatej. If BenefitFamily.DoNotCallIn = 0 (false)

a. If BenefitFamily.HomePhoneNr is not nulli. Cardholder Object.Phone Number =

BenefitFamily.HomeAreaCd + BenefitFamily.HomePhoneNr



Business Rulesb. Else

i. If BenefitFamily.AltPhoneNr is not null1. Cardholder Object.Phone Number = BenefitFamily.

AltAreaCd + BenefitFamily. AltPhoneNrk. Else

a. Cardholder Object.Phone Number = emptyl. If Economic Unit is a foster child

a. Cardholder Object.Gender = Participant.SexCdm. Else

a. IF HOH has a Participant recordi. Cardholder Object.Gender = Participant.SexCd

b. Elsei. Cardholder Object.Gender = blank (unknown)

n. Note: same logic as found in Update EBA business rule for:a. Cardholder Mailing Address Object – Use Head of Household

Mailing Address Object logicb. Cardholder Name Object – Use Head of Household Name Object

logic89. Send the Update Card/Cardholder message to the EBT Host.90. Call Response Process.

Response Process (Online CDP EBT Only)91. If no response is received from the EBT Host within system parameter

EBT.EBTMessageTimeoutSeconds number of seconds, thena. Loop through this resend logic up to system parameter

EBT.EBTMessageTimeoutRetries number of times:i. Resend the message to the EBT Hostii. If no response is received, return to top of loop.iii. If the EBT Host returns a response, exit this loop

b. If ‘0000’, write EBTMessageLogResponse record with these attributes:i. ResendDt = current date and timeii. DispositionDt = current date and timeiii. DispositionCd = ‘S’ (success)iv. EBTHostReturnCd = ‘0000’

c. If timeout, write EBTMessageLogResponse record with these attributes:i. ResendDt = nullii. DispositionDt = current date and timeiii. DispositionCd = ‘T’ (timeout)iv. EBTHostReturnCd = null

d. If not (‘0000’ or timeout), Write EBTMessageLogResponse record with these attributes:

i. ResendDt = current date and timeii. DispositionDt = current date and timeiii. DispositionCd = ‘A’ (abnormal)



Business Rulesiv. EBTHostReturnCd = EBT Host response codev. Display an error message to user that includes Return Code from the

EBT Host + text from List Management where Code ID = EBT Host Return Code.

vi. Stop processing the appropriate Update Demographics function.

1.7.1 Change Member Type Pop-Up

Control DescriptionCurrent Member Type: This indicates the Current Member Type for this family member.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FamilyMember.ParentGuardianIn or

FamilyMember.ParentGuardian2In orFamilyMember.ProxyIn



Control DescriptionChange Member Type Designation To - Endorser

The Endorser radio button, when selected, identifies the family member as the endorser of the family.

Type Radio ButtonRequired NoDB Column FamilyMember.ParentGuardianIn

Change Member Type Designation To - Additional Endorser

The Additional Endorser radio button, when selected, identifies the family member as an additional endorser of the family.

Type Radio ButtonRequired NoDB Column FamilyMember.ParentGuardian2In

Change Member Type Designation To - Inactive Endorser

The Inactive Endorser radio button identifies the family member as an inactive endorser for the family.

Type Radio ButtonRequired NoDB Column ProxyApproval.EndDt

Change Member Type Designation To - Proxy

The Proxy radio button, when selected, identifies the family member as a proxy for the family.Type Radio ButtonRequired NoDB Column FamilyMember.ProxyIn

Change Member Type Designation To - Inactive Proxy

The Inactive Proxy radio button identifies the family member as an inactive proxy for the family.

Type Radio ButtonRequired NoDB Column ProxyApproval.EndDt

Close Clicking the Close button closes the Change Member Type pop-up and returns the user to the Member/Proxy pop-up.Type Command ButtonHot Key Alt + C

Business Rules1. If no new Member Type designation is selected, then the current Member Type

designation is maintained.2. If the Current Member Type = Endorser, enable the following radio buttons:

a. Additional Endorser, unless the family already has reached the maximum



Business Rulesnumber of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number,

b. Inactive Endorser, andc. Proxy, unless the family has reached the maximum number of Proxies as

defined in system parameter ClinicServices.MaxProxyNumber.3. If the Current Member Type = Additional Endorser and the family has no Endorser,

enable the following radio buttons:a. Endorser,b. Inactive Endorser, andc. Proxy, unless the family has reached the maximum number of Proxies as

defined in system parameter ClinicServices.MaxProxyNumber.4. If the Current member Type = Additional Endorser and the family has an Endorser,

enable the following radio buttons:a. Inactive Endorser andb. Proxy, unless the family has reached the maximum number of Proxies as

defined in system parameter ClinicServices.MaxProxyNumber.5. If the Current Member Type = Inactive Endorser and the family has no Endorser, enable

the following radio buttons:a. Endorser andb. Additional Endorser, unless the family already has reached the maximum

number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number

c. Proxy, unless the family has reached the maximum number of Proxies as defined in system parameter ClinicServices.MaxProxyNumber.

6. If the Current Member Type = Inactive Endorser and the family has an Endorser, enable the following radio buttons:

a. Additional Endorser, unless the family already has reached the maximum number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number and

b. Proxy, unless the family has reached the maximum number of Proxies as defined in system parameter ClinicServices.MaxProxyNumber.

7. If the Current Member Type = Proxy and the family has no Endorser enable the following radio buttons:

a. Endorser,b. Additional Endorser, unless the family already has reached the maximum

number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number and

c. Inactive Proxy.8. If the Current Member Type = Proxy and the family has an Endorser, enable the

following radio buttons:a. Additional Endorser, unless the family already has reached the maximum

number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number and

b. Inactive Proxy.9. If the Current Member Type = Inactive Proxy and the family has no Endorser enable the

following radio buttons:a. Endorser,



Business Rulesb. Additional Endorser, unless the family already has reached the maximum

number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number, and

c. Proxy, unless the family has reached the maximum number of Proxies as defined in system parameter ClinicServices.MaxProxyNumber.

10. If the Current Member Type = Inactive Proxy and the family has an Endorser enable the following radio buttons:

a. Additional Endorser, unless the family already has reached the maximum number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number, and

b. Proxy, unless the family has reached the maximum number of Proxies as defined in system parameter ClinicServices.MaxProxyNumber.

11. If the participant has no Current Member Type and the family has no Endorser, enable the following radio buttons:

a. Endorser,b. Additional Endorser,c. Inactive Endorser, andd. Proxy, unless the family has reached the maximum number of Proxies as

defined in system parameter ClinicServices.MaxProxyNumber.

12. If the participant has no Current Member Type and the family has an Endorser, enable the following radio buttons:

a. Additional Endorser, unless the family already has reached the maximum number of Additional Endorsers as defined in system parameter ClinicServices.MaxParentGuardian2Number,

b. Inactive Endorser,c. Proxy, unless the family has reached the maximum number of Proxies as

defined in system parameter ClinicServices.MaxProxyNumber.13. If Endorser is selected as the new Member Type designation, then add a row to the

Family Member History grid, accessed from the Member/Proxy screen, indicate the type (Endorser), and add today’s date as the Begin Date. End Date is left blank for that row.

14. If Additional Endorser is selected as the new Member Type designation, then add a row to the Family Member History grid, accessed from the Member/Proxy screen, indicate the type (Additional Endorser), and add today’s date as the Begin Date. End Date is left blank for that row.

15. If Proxy is selected as the new Member Type designation, then add a row to the Family Member History grid, accessed from the Member/Proxy screen, indicate the type (Proxy), and add today’s date as the Begin Date. End Date is left blank for that row.

16. If Inactive Endorser is selected as the new Member Type designation, then add today’s date as the End Date in the current row of the Family Member History grid, accessed from the Member/Proxy screen.

17. For new Inactive Endorser, after current row End Date has been added, add new row to the Family Member History grid, accessed from the Member/Proxy screen, indicate the type (Inactive Endorser), and add today’s date as the Begin Date. End Date is left blank.

18. If Inactive Proxy is selected as the new Member Type designation, then add today’s date as the End Date in the current row of the Family Member History grid, accessed from the Member/Proxy screen.



Business Rules19. For new Inactive Proxy, after current row End Date has been added, add new row to the

Family Member History grid, accessed from the Member/Proxy screen, indicate the type (Inactive Proxy), and add today’s date as the Begin Date. End Date is left blank.

20. Disable the Endorser radio button if another family member is already designated as an Endorser.

Online EBT Host Rules (Online Xerox EBT / Online CDP EBT)21. If the user updates any of these fields:

a. Change Member Type Designation To - Endorserb. Change Member Type Designation To - Inactive Endorser

and the Primary Economic Unit in the family has ever been issued an EBT card, thenCall Update HOH Demographics, at the next save, for the Primary Economic Unit.

NOTE: The user may have left the Change Member Type pop-up and performed other updates before they actually Save. At the time of the Save, regardless of what panel they are on, call the Update HOH Demographics function.NOTE: See section 1.7 Member/Proxy Pop-up of the CS 1 Family Intake Screens DFDD for details about the Update HOH Demographics function.



1.7.2 Participant History Pop-UpThe Participant History pop-up is used to display a participant’s family relationship history. Each time a participant is moved from one family to another a new entry can be seen on the data grid. The data grid displays the local agency/clinic, family ID, Endorser, end date of the relationship, and for an EBT state, the last PAN.

(FI Only)



(Smart Card EBT / Online Xerox EBT / Online CDP EBT)



Control DescriptionName The full name of the participant.



(Unlabeled) This data grid displays a participant’s history of family relationships. The display is sorted by End Date with the most recent being at the top.Type Read-Only Data GridDisplay Yes

LA ID/Clinic The local agency and clinic associated with the Endorser.Format Z9-ZZZZ9 Calculated No

Family ID This is the Family ID number associated with the Endorser.Format ZZZZZZZZ9 Calculated No

Endorser The First Middle Last name of the Endorser associated with the Family ID number.Format First Name

+Middle Name + Last Name, length of 20

Calculated No

End Date The last date the Participant was associated with the previous family. See Retrieve Participant in the CS 2 Activity DFDD for more information about setting the end date.Format Numeric,

mm/dd/yyyyCalculated Yes

Last PAN This is the last PAN that this family member was associated with when part of the listed family.Format Table, Mask

of 99999999-99999999

Calculated No

Close Clicking the Close button closes the pop-up and returns the user to the Member/Proxy pop-up.Type Command ButtonHot Key Alt + C



Business Rules1. Display Last PAN column if system parameter, System.FoodBenefitDeliveryMethod, is

set to “EBT”.2. In data grid, order by End Date with newest date at top.

1.7.3 Aliases Pop-upMost of the time, aliases are to be added utilizing the Add To Aliases button on the Member/Proxy pop-up. Additionally, the Aliases pop-up allows the user to add aliases that are never recorded as member/participant names in the system and to remove aliases that are no longer relevant.



FamilyMember.MiddleName,



Control DescriptionFamilyMember.LastName, FamilyMember.LastNameSuffix

Add Row Clicking the Add Row button adds a row to the List of Aliases data grid. The user can then add aliases into the data grid.Type Command ButtonHot Key Alt + A

Remove Row Clicking the Remove Row button removes the selected row from the List of Aliases data grid.Type Command ButtonHot Key Alt + R

List of Aliases The List of Aliases Grid is a scrolling data grid that displays all alias names for a family member. The names are displayed in effective date sequence, descending. A row in the grid is selected by clicking directly on any element of the row.Type Data Grid

Effective Date The date an alias name became effective. When a new row is added, the Effective Date defaults to today’s date, but can be changed by the user.Type Date PickerRequired YesLength 8Validation Numeric, mm/dd/yyyyDisplay Only No Calculated NoDB Column FMAlias.RecordedDt

First Name The first name of the family member's alias name.Type Text BoxRequired YesLength Display length 30Validation NADisplay Only No Calculated NoDB Column FMAlias.FirstName



Control DescriptionMiddle Name The middle name of the family member's alias name.

Type Text BoxRequired NoLength Display length 30Validation NADisplay Only No Calculated NoDB Column FMAlias.MiddleName

Last Name The last name of the family member's alias name.Type Text BoxRequired YesLength Display length 30Validation NADisplay Only No Calculated NoDB Column FMAlias.LastName

Suffix The last name suffix of the family member's alias name.Type Text BoxRequired NoLength Display length 4Validation NADisplay Only No Calculated NoDB Column FMAlias.LastNameSuffix

Close Clicking the Close button closes the pop-up and returns the user to the Member/Proxy pop-up.Type Command ButtonHot Key Alt + C


In the lower right-hand corner, the user and the date of the last update of the record are displayed.Type Text BoxRequired NALength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column FMAlias.ModifyStfpID + FMAlias.ModifyDt



Business Rules1. Order Aliases by Effective Date with the newest alias is at the top.

1.7.4 Family Member History Pop-Up

Control DescriptionFamily Member History - History

A read-only data grid displaying the dates when the family member was an active Endorser/Additional Endorser or Proxy.Type Read Only Data GridDisplay Only Yes Calculated NoDB Column NA

History - Type The type of relationship that the Endorser/Proxy has with the family.Type Text BoxRequired NALength Display length 25Validation NADisplay Only Yes Calculated NoDB Column ProxyEndorserApproval.ParentGuardianIn or

ProxyEndorserApproval.ParentGuardian2In orProxyEndorserApproval.ProxyIn



History – Begin Date This is the date that the family member was designated as an Endorser (includes Additional Endorser) or proxy.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ProxyEndorserApproval.BeginDt

History – End Date This is the date that the family member of Endorser (Includes Additional Endorser) or Proxy was changed.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ProxyEndorserApproval.EndDt

Close Clicking the Close button closes the Family Member History pop-up and returns the user to the Member/Proxy pop-up.Type Command ButtonHot Key Alt + C

1.7.5 Enrollment Pop-UpThis pop-up contains enrollment information that is specific to participants. This includes information about sex, DOB, race, ethnicity and foster care.








Date of Birth The participant’s date of birth.Type Text BoxRequired NADisplay Only Yes Calculated NoDB Column FamilyMember.BirthDt

Expected DOB The participant’s expected date of birth. This is when the family had expected the baby to be born. This field is used to calculate Weeks Gestation on the Anthropometric Birth Measurement record.Type Date Picker (Date Only)Required NoDisplay Only No Calculated NoDB Column Participant.ExpectedBirthDt

Sex Identifies the gender of a participant.

Type List BoxRequired YesDB Column Participant.SexCdCode ID Sex Code




Control DescriptionHispanic/Latino A code that records whether the participant considers

themselves to have a Hispanic or Latino ethnic background.Type List BoxRequired Yes, except when Pre-Cert or VOCDB Column Participant.HispanicInCode ID YesNo


Mother This list box links an infant or child to a mother or allows the user to indicate that the mother is not on WIC. Any P, B, or N in the family is listed in the list box. If mother of the infant/child is not on WIC, the user can choose the value Mother Not on WIC.Type List BoxRequired Yes, if infant or child <24 monthsDB Column FamilyMember.FirstName +

FamilyMember.MiddleName + FamilyMember.LastName + FamilyMember.LastNameSuffix

Code ID FamilyMember table lookupLink – WIC Status History

Hyperlink to the WIC Status History pop-up where previous WIC statuses can be viewed. See WIC Status History for additional information.Type Link

Race – White If checked, this indicates a self-declared race of the participant.Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd

Race - Black If checked, this indicates a self-declared race of the participant.Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd

Race - Asian If checked, this indicates a self-declared race of the participant.Type CheckboxDisplay Only No Calculated NoDB Column Race.RaceCd



Control DescriptionRace – American Indian or Alaskan Native



Race – Native Hawaiian or Other Pacific Islander



Make Foster Child Clicking the Make Foster Child button sets the Foster Child indicator and causes a separate Economic Unit to be created for this foster child. This button also enables the No Longer Foster Child button and the dates in the Foster Care group box.Type Command ButtonHot Key Alt + M

No Longer Foster Child Clicking the No Longer Foster Child button removes the Foster Child indicator and causes the Economic Unit belonging to this child to be removed. The Foster Child is moved into the economic unit of the Endorser if still in this family. Once this action is completed, the button is again disabled. The Make Foster Child button is enabled. The dates in the Foster Care group box are cleared and disabled.Type Command ButtonHot Key Alt + L

Foster Care - Entered Foster Care Date

This date is the date a participant first entered the foster care system. A foster child must have this date or the Changed Foster Families Date.Type Date PickerRequired Yes (or Changed Foster Families Date)Display Only No Calculated NoDB Column Participant.FosterChildDt



Control DescriptionFoster Care - Changed Foster Families Date

The most recent date a foster child was moved from one foster family to another foster family. A foster child must have this date or the Entered Foster Care Date.Type Date PickerRequired Yes (or Entered Foster Care Date)Display Only No Calculated NoDB Column Participant.FosterChildChangeDt

Close Clicking the Close button closes the Enrollment pop-up and returns the user to the Member/Proxy pop-up.Type Command ButtonHot Key Alt + C

Business Rules1. Display error if participant category = B, P, or N and Sex = Male.2. Multiple races may be indicated.3. If today’s date less the entered foster care date is less than 6 months assign risk 903

during auto-risk assignment.4. If today’s date less the changed foster families date is less than 6 months assign risk

903 during auto-risk assignment.5. Display a warning when the family member identified as the mother in the Mother

control and the association of infant with mother on the Pregnancy screen differ in their identification of the mother.

6. If any participant is made a Foster Child, then a separate economic unit is created for them. It bears the name of the Foster Child. The Person ID (FamilyMember.FFMemberID) is used as the Economic Unit Number.

7. Disable the Make Foster Child and No Longer Foster buttons for Endorsers and Additional Endorsers.

8. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) If the No Longer Foster Child button is selected, verify if there is an active card (Smart Card EBT / Online Xerox EBT / Online CDP EBT) or an active card with a future effective hot card date (Smart Card EBT Only). If there is an active card, display error. This action cannot be completed if there is still an active card. For EBT states only, when the No Longer Foster Child action is completed successfully, set the IncF_ID field in the EBTCard table to nulls for any PANs that belonged to the former foster child.


10. Disable Mother list box if participant age is ≥ 24 months.11. For Mother list box contents, “Mother Not on WIC” is listed first. All other names are

listed in alphabetical order. Please note that if a member’s name has been updated, but not yet saved, the name displays in the order that it would have displayed before the name change.

12. Disable the Expected DOB field if participant age is ≥ 24 months.13. Expected DOB cannot be more than 8 weeks before Date of Birth.14. Expected DOB cannot be more than 20 weeks after Date of Birth.



Business Rules15. Display error if Entered Foster Care Date is before Date of Birth.16. Display error if Changed Foster Families Date is before Date of Birth.17. Display error if Entered Foster Care Date is a future date.18. Display error if Changed Foster Families Date is a future date.19. (Smart Card EBT / Online Xerox EBT / Online CDP EBT) When the user clicks the No

Longer Foster Child button, at the next save, the system will delete the participant’s ParticipantEBTIssuance records for the current and all future issuance periods. This allows the system to issue benefits for the child on the primary family’s EBT card.

20. When the user clicks the No Longer Foster Child button, at the next save, the Economic Unit record’s End Date will be populated with the current date.

21. When the user clicks the Make Foster Child button, at the next save, if there exists a previously end dated Economic Unit record, then reuse it by clearing the End Date.

1.7.6 WIC Status History Pop-UpThe WIC Status History pop-up provides the user a historical view of the participant’s WIC Statuses. This read-only data grid is a cumulative look at what was added into the Status History data grid on the Application screen.






WIC Status History This data grid shows history of WIC Statuses for the participant.Type Read-Only Data GridDisplay Yes

Date This is the date that a WIC Status was changed.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column ParticipantStatus.RecordedDt

WIC Status This indicates the WIC Status for the date indicated.Type Text BoxRequired NALength Display length 13Validation NADisplay Only Yes Calculated NoDB Column ParticipantStatus.WICStatusCd

Reason This provides a reason for the WIC Status change. These reasons are system generated.Type Text BoxRequired NALength Display length 30Validation NADisplay Only Yes Calculated NoDB Column ParticipantStatus.ChangeReasonCd



Control DescriptionStaff Person The concatenated name of the staff person initiating the WIC

Status change is displayed.Type Text BoxRequired NALength Display length 14Validation NADisplay Only Yes Calculated NoDB Column StaffPerson.FirstName

StaffPerson.LastNameStaffPerson.LastNameSuffix

Close Clicking the Close button closes the WIC Status History pop-up and returns the user to the Member/Proxy screen.Type Command ButtonHot Key Alt + C

Business Rules1. In data grid, order by date with newest date at top.



1.8 ApplicationThe Application screen is used to start a new application, indicate the type of application, and record dates related to VOC certification. WIC Status History related to this application for the participant is viewed and can be updated from this screen. This screen combines information from the Participant Category and Application screens of the Make Participant wizard. > Family/Intake > Application




Control DescriptionNew Clicking the New button allows several actions to occur. Pre-

Certify, VOC, the WIC Status History data grid, and Delete button are enabled. The End date and Edit button are disabled. The first row of the WIC Status History grid is filled in with today’s date, WIC Status=Pending, Reason=Application Created, and Staff Person’s name. The New button is not enabled if the participant is currently Disqualified.Type Command ButtonHot Key Alt + N

Edit Clicking the Edit button allows the user to change the application type and to add rows to the WIC Status History data grid if adequate security access.Type Command ButtonHot Key Alt + T

Delete The delete command button is used to delete the application record.Type Command ButtonHot Key Alt + D

Application Dates The Application Dates record selector is used to navigate through all application dates for the participant. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Formatted date, mm/dd/yyyyDB Column Application.ApplicationDt

End Date Signifies the end date of the application. An application can be ended when a participant’s certification is terminated manually or through a batch job, when a batch job ends applications for pending participants, or when a user finds an applicant ineligible. With either method, the system generates the application end date. See individual batch jobs, certification, or ineligibility business rules for end date calculations.Type Text BoxRequired Yes, when an application is determined

ineligible or terminated.Length NAFormat Mask of mm/dd/yyyyDisplay Only Yes Calculated YesDB Column Application.EndDt



Control DescriptionPre-Certify The Pre-Certify radio button is used to indicate that the member is

a pre-certified Priority II Infant or Pregnant woman.Type Radio ButtonRequired NoDB Column Application.ApplicationTypeCd

Out-of-State VOC The Out-of-State VOC radio button is used to indicate that the member is a VOC coming in from another state WIC program.Type Radio ButtonRequired NoDB Column Application.ApplicationTypeCd

Out-of-State VOC – Certification Start Date

This is the Certification Start Date from the previous state for the VOC applicant.

Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCLastCertBegDt

Out-of-State VOC - End Date

This is the Certification End Date from the previous state for the VOC applicant.Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCLastCertEndDt

Out-of-State VOC - Last Benefits Start Date

This is the first date to use of the last month of benefits that the participant received from the previous state.

Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCBenefitStartDt

Out-of-State VOC - Last Benefits End Date

This is the last date to use of the last month of benefits that the participant received from the previous state.

Type Date PickerRequired Yes, when Out-of-State VOC is selectedDisplay Only No Calculated NoDB Column Application.VOCBenefitEndDt



Control DescriptionParticipant Category Indicates the current category for the participant.

Type Text BoxRequired NALength NAFormat NADisplay Only Yes Calculated NoDB Column ParticipantType.ParticipantTypeCD

Miscarriage Indicates the participant experienced a miscarriage with the most recent pregnancy.Type Text BoxRequired NALength NAFormat Yes or NoDisplay Only Yes Calculated NoDB Column Participant.MiscarriageIn

WIC Status History This data grid shows history of all WIC Statuses for this application for this participant along with the date, reason, and Staff Person making the change. Security rights determined whether or not a user can update this grid.Type Data Grid

Date This is the date that a WIC Status is changed. This action may have been initiated on another screen, by a batch process, or by the user clicking New on the Application screen.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ParticipantStatus.RecordedDt



Control DescriptionWIC Status This is the WIC Status that was added through an action on another

screen, by a batch process, or by the user clicking New on the Application screen (Ex. From Make Participant wizard – Application pop-up this field would say Pending.)Type List BoxRequired NADisplay Only YesDB Column ParticipantStatus.WICStatusCdCode ID WIC Status

This code element is non-editable.The installed values are: Pending Active Ineligible Disqualified Terminated Wait List

Reason This provides a reason for the WIC Status change.If the status change is …

1. Initiated from another screen, then display the reason the user or system selected.

2. Initiated by a batch job, then display the reason supplied by the batch job.

3. Part of the original data conversion, then display Initial Load.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ParticipantStatus.ChangeReasonCd




Status change is displayed.If the status change is …

1. Initiated from another screen, then display the staff person taking the action.

2. Initiated by a batch job, then display System System.3. Part of the original data conversion, then display Convert

Convert.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column StaffPerson.FirstName



1. Display the Participant Sub-Header at the top of this screen.

Pre-Certify Rules2. The system parameter, ClinicServices.Application.UsePrecertify, is used to

determine if the Pre-Certify radio button is displayed or not.3. Display an error if attempting to make a participant Pre-Cert that is not either a

pregnant woman or an infant [parameter] days or less as defined in system parameter, ClinicServices.MaxAgeDaysInfantPrecert.

Out of State VOC Rules4. The controls within the Out-of-State VOC group box are blank and disabled until

Out-of-State VOC is selected.5. Display an error if Out-of-State VOC is selected and the Certification Start Date is a

date in the future.6. Display an error if Out-of State VOC is selected and the Certification End Date is a

date in the past.7. Display an error if the Out-of-State VOC Last Benefits Start Date is a future date.8. Display an error if the Out-of-State VOC Last Benefits Start Date is not greater than

or equal to the Out-of-State VOC Certification Start Date and is not less than Out-of-State VOC Certification End Date.

9. Display an error if the Out-of-State VOC Last Benefits End Date is prior to the Out-of-State VOC Last Benefits Start Date.

10. If state is utilizing Calendar months, as defined in system parameters, FI.FoodIssuanceCycle, then display an error if Out-of-State VOC Certification End



Business RulesDate is a date other than the last day of a month.

General Business Rules11. The New button is enabled for participants if there is no current certification and if

the participant’s WIC Status = T (terminated) or I (Ineligible).12. The New button is disabled if WIC Status = Disqualified.13. The New button is disabled if the participant’s age is ≥5 years to <9 years old.14. The Edit and Delete buttons utilize Today functionality.15. Disable the Delete button if there is only one application record.16. When there are multiple application records, the Delete button is enabled the day

the application was created, until there is a current certification associated with it.17. Disable the Edit and Delete buttons if the application record has a certification

record associated with it.18. There may be one application for several certifications if the participation in WIC is

continuous. When there is a break in WIC participation (a certification has been terminated), then the application that is associated with the certification is also end dated by the system.

19. WIC Status History is ordered by Date with the most recent at the top.20. The Status Change Reason is a code element.

This code element is non-editable. The installed values are: Failure to provide proof BF 1 yr postpartum Over income Child’s 5th birthday Deceased No Longer in Family Failed to reapply Not BF 6 mo postpartum Disqualification started Disqualification ended No recent FB pickup Categorically ineligible Risk not assigned Certified Administrator Changed Status Reinstated Wait list / lower priority Initial Load Application Created More than 6 months pp Provisionally Certified Terminated Pending Status Expired Duplicate Record



Business Rules21. If the user attempts to move away from this family (go search for another family,


1.9 Participant CategoryThe Participant Category is generally selected during the new participant wizard process. If the participant is already in the data system and a manual participant category change is needed, then this is the screen where that change occurs. Note, infants are changed to Child participant category through a batch process, so this screen is mostly to be used to update women’s participant category status. The Participant Category screen allows the user to change a participant category and view history of past participant categories for this participant.> Family/Intake > Participant Category




Control DescriptionRecord Dates This is the record selector for the Participant Category records. It

contains the recorded date. The drop-down and spin control allow selection of historical records. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Display dates in chronological order with most

recent date at top. Formatted dates of mm/dd/yyyy.

DB Column ParticipantType.RecordedDtNew Clicking the New button enables the Participant Category list box,

the Check Category Eligibility button, and adds a row to the read-only Participant Category History data grid.Type Command ButtonHot Key Alt + N

Check Category Eligibility

Clicking the Check Category Eligibility button causes Check Eligibility – Participant Category algorithm to be run. This algorithm is described earlier in this DFDD.Type Command ButtonHot Key Alt + K

Participant Category Indicates the participant’s category, such as Pregnant, Breastfeeding, Not Breastfeeding, Child or Infant. The drop-down is filtered based on the relationship role of the participant to the family and by age. When a participant category is chosen, it is displayed in the Participant Category History data grid.Type List BoxRequired YesDB Column ParticipantType.ParticipantTypeCDCode ID Part Type Code

This code element is non-editable.The installed values are: Pregnant Not Breastfeeding Child Infant Breastfeeding



Control DescriptionMiscarriage When checked, indicates that the woman experienced a

miscarriage with the most recent pregnancy. This triggers a family alert that is displayed to aid staff in being sensitive to the issue. This field is cleared when the WIC status changes from active to any other WIC status or when the woman changes to a different participant category.Type Check BoxDisplay Only No Calculated NoDB Column Participant.MiscarriageIn

Participant Category History

This data grid shows history of all Participant Categories for this participant along with the date and Staff Person making the change.Type Read-Only Data GridDisplay Yes

Date This is the date that a Participant Category changed. This action may have been initiated on another screen. Today’s date is populated in this field. It cannot be changed by the user.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column ParticipantType.RecordedDt

Participant Category This indicates the Participant Category for the participant.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ParticipantType.ParticipantTypeCD




Status change is displayed. The original Participant Category from data conversion shows Convert Convert.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column StaffPerson.FirstName



In the lower right-hand corner, the user and the date of the last update of the category record are displayed.Type Text BoxRequired NALength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column ParticipantType.ModifyStfpID +

ParticipantType.ModifyDt


1. Display the Participant Sub-Header at the top of this screen.Participant Category Rules

Note: Everything in Clinic Services is tightly dependent on Participant Category. So changes to Participant Category are tightly controlled.2. If age is <1 year old, then Participant Category = Infant.3. If age is ≥ 1 year and < 5 years old, then Participant Category = Child.4. The following changes in Participant Category are never allowed:

a. Changing from Child to Infantb. Changing from Infant to Breastfeeding, Not Breastfeeding, or Pregnantc. Changing from Child to Breastfeeding, Not Breastfeeding, or Pregnantd. Changing from Breastfeeding, Not Breastfeeding, or Pregnant to Infante. Changing from Breastfeeding, Not Breastfeeding, or Pregnant to Child.

5. If a woman’s WIC Status = Pending, then the following Participant Categories are available: Breastfeeding, Not Breastfeeding, Pregnant.

6. If a woman’s WIC Status = Active,a. For Breastfeeding women, the following Participant Categories are available:

Breastfeeding and Not Breastfeeding.b. For Not Breastfeeding women, the following Participant Categories are



Business Rulesavailable: Not Breastfeeding.

c. For Pregnant, the following Participant Categories are available: Breastfeeding, Not Breastfeeding, and Pregnant.

7. If an Active Breastfeeding woman is changed from “Breastfeeding” to “Not Breastfeeding” and the woman is >= 6 months post-partum, then display the warning message “Verify that the mother has received appropriate food benefits before terminating this certification.”

Note: If the user wants to terminate the mother’s certification, they must do this manually.8. If an Active Breastfeeding woman is changed from “Breastfeeding” to “Not

Breastfeeding” and the woman is < 6 months post-partum,a. If state is utilizing Calendar months, as defined in system parameter,

FI.FoodIssuanceCycle, change CED and the CEED to infant DOB + 6 months, then advance the CED and CEED to the end of the month.

b. If state is utilizing Rolling months, as defined in system parameter, FI.FoodIssuanceCycle, change CED and CEED to infant DOB + 6 months minus one day.

9. If an Active Pregnant woman is changed from “Pregnant” to “Breastfeeding” or “Not Breastfeeding, then display the warning message “A new certification is required.”

10. If a woman’s WIC Status = Disqualified,a. For Breastfeeding women, the following Participant Categories are available:

Breastfeeding.b. For Not Breastfeeding women, the following Participant Categories are

available: Not Breastfeeding.c. For Pregnant women, the following Participant Categories are available:

Breastfeeding, Not Breastfeeding, and Pregnant.11. If a woman’s WIC Status = Ineligible,

a. For Breastfeeding women, the following Participant Categories are available: Breastfeeding.

b. For Not Breastfeeding women, the following Participant Categories are available: Not Breastfeeding.

c. For Pregnant women, the following Participant Categories are available: Breastfeeding, Not Breastfeeding, and Pregnant.

12. If a woman’s WIC Status = Terminated,a. For Breastfeeding women, the following Participant Categories are available:

Breastfeeding.b. For Not Breastfeeding women, the following Participant Categories are

available: Not Breastfeeding.c. For Pregnant women, the following Participant Categories are available:

Breastfeeding, Not Breastfeeding, and Pregnant.

Miscarriage Rules13. The Miscarriage field is only enabled when participant is Pregnant, Breastfeeding or

Not Breastfeeding.



Business Rules14. When Miscarriage is checked, a Family Alert fires when the Family is opened.15. When Miscarriage is checked, the MC indicator is displayed on any future WIC

appointment scheduled for the participant.16. When Miscarriage is checked, the MC indicator is displayed in the participant

header in CS.Note: This field does not contribute to infant outcome data that is collected in the interview portion of the assessment.

General Business Rules17. If the user attempts to move away from this family (go search for another family,


18. The Participant Category grid is ordered by date with newest date at top.

1.10 Comments/AlertsThe Comments/Alerts screen provides an opportunity for clinic staff to record additional information and comments for a specific participant. The actual comment field is a large free-form text field, allowing the user to enter information as needed. It responds to standard text editing functions such as cut, copy, and paste. In addition, the user can display an alert as a reminder the next time this family is accessed by flagging a comment to be displayed as a future alert message.> Family/Intake > Comments/Alerts




Control DescriptionRecord Dates This is the record selector for the comment records. It contains

all Comment dates for the selected participant. The drop-down and spin control allow selection of historical comment records. When the New button is clicked, this date defaults to today’s date. It cannot be updated by the user.Type Record SelectorContents Comment datesDB Column Comment.EffectiveDt

New Clicking the New command button creates a new participant comment. After clicking the New button, the Staff Member field is automatically filled in with the name of the person logged into the application. The Display as Alert, Expiration Date, and Comments fields are cleared.Type Command ButtonHot Key Alt + N

Edit Clicking the Edit command button allows the user to update data fields.Type Command ButtonHot Key Alt + T

Delete The delete command button is used to delete the comments/alerts record.Type Command ButtonHot Key Alt + D



Control DescriptionStaff Member The first and last name of the staff member logged into the

application is automatically filled in when a new comment is created.Type Text BoxRequired YesLength 100Validation NADisplay Only No Calculated NoDB Column Comment.StaffFullNm

Display as Alert A checkbox used to create a customized Family Alert from a comment. Until the Expiration Date, every time this family is accessed in Clinic Services or Scheduler, this comment is displayed in the Family Alerts informational tab.Type CheckboxDisplay Only No Calculated NoDB Column Comment.AlertIn

Expiration Date This date is the last date that a comment flagged as a Family Alert is automatically displayed. When the Display as Alert checkbox is clicked, the Expiration Date defaults to today’s date plus 100 days. The user can change this date using the date picker to match the needs of the family or clinic schedule.

Type Date PickerRequired Yes, if Display as Alert is checkedDisplay Only No Calculated NoDB Column Comment.AlertExpireDt

Comment A free-form text field that allows clinic staff to record user-defined information concerning a participant, such as comments, notes, or other data not already specifically recorded by the WIC application.Type Multi Line Text BoxRequired YesLength Limit to 4000 charactersValidation NADisplay Only No Calculated NoDB Column Comment.Comment




In the lower right-hand corner, the user and the date of the last update of the comment record are displayed.Type Text BoxRequired NoLength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column Comment.ModifyStfpID +

Comment.ModifyDt


1. Display the Participant Sub-Header at the top of this screen.General Business Rules

2. Disable the Expiration Date control unless the Display as Alert check box is checked.

3. Display error if Expiration Date is null or incomplete and “Display as Alert” is checked.

4. Display error if expiration date is less than today’s date.5. If the user attempts to move away from this family (go search for another

family, go issue benefits for another family, etc.), the user is prompted with a Save confirmation message if any family data has been updated. Required fields are validated.
