Issue#
Application Module
Primary Function
Detail
Enhancements
EBT-35
Reference Utility
Process National UPC D6 Records
The Import National UPC File process in the Reference Utility, UPC List screen has been modified to process D6 records instead of D4. The D4 records represent product level information, while the D6 records contain summary information about the category/subcategory. Modifying the process to import D6 records allows for the inclusion of broadband subcategories, as well as a short description field that fits better on the customer's receipt from the vendor.
The import process will appear the same to the user. The system will continue to make two passes through the data: the first for category/subcategory information and the second for UPC information. The first pass will now use the D6 records to gather the necessary data.
A new SUBCATSHORTDESCRIPTION field has been added to the EBTFOODCATSUBCATEGORY table to store the subcategory short description from the D6 record. The EBT Processor category/subcategory file will be modified to use this new field for the shopping list description.
EBT-36
Vendor
Set Initial MAR Values
A new Set Initial MAR Values menu item was added to the Manage UPC MAR screen. This item launches the Set Initial MAR Values screen, allowing the user to set the initial MAR values for the database. This will facilitate initial implementation, as well as future instances when a large number of products need to be added. This screen provides a means of setting the MAR values at the Category level.
Additionally, the End of Day process has been modified to send an e-mail notifying users of any new product additions for which MAR values need to be set. The e-mail will display a list of categories and product counts that have no MAR values defined. The e-mail addresses to which the notification is sent will be the same as the ones used for the MAR calculation. These addresses can be managed from the existing EBT Notification List in Reference Utility.
Figure 1 - Set Initial MAR Values screen
The Set Initial MAR Values screen includes the following features:
The Peer Group drop-down list box allows the user to filter the results shown in the Categories with initial MAR values needed data grid by the selected group.
The Categories with initial MAR values needed data grid allows the user to view a list of the initial MAR values that need to be set based on the criteria selected in the Peer Group drop-down list box. On initial implementation of EBT functionality, all categories will be displayed. Users can update the values directly in the Current MAR column. All other values in the data grid are read-only.
The Save button processes the screen. If the value in the Current MAR column was previously zero (0) or undefined, the new value will be updated in the database. Existing or non-zero MAR values will not be changed.
The Close button dismisses the screen and returns the user to the UPC Maximum Allowable Reimbursement (MAR) Price Management screen. If there are any non-saved changes present in the data grid, the user will be prompted to save those changes.
EBT-37
Clinic
Benefit Management Menu
The Participant Folder, Benefit Management menu previously contained either EBT or paper check options only. This presented a problem for clinics transitioning away from paper checks and into EBT as they would no longer have the ability to void, replace, or otherwise manage the previously issued paper checks. In order to support this situation, the menu has been modified as follows:
The paper check menu items will be visible in EBT-enabled clinics only if the Participant has any outstanding paper checks.
The EBT menu items will be visible only for clinics that are EBT-enabled.
Both the EBT and paper check menu items will be visible for EBT-enabled clinics if the Participant has outstanding paper checks.
Additionally, the Add/Replace Set of Benefits screen has been modified. The Add Set functionality will be disabled when working with paper checks in EBT-enabled clinics.
Figure 2 - Add/Replace Set of Benefits screen
ENH-37
Clinic
Printing Checks
The SPIRIT application has been modified to display the entire benefit period on printed checks. Previously, checks showed the date on which the check was issued as the "First Date to Use". The "First Date to Use" on the check will now display the first date of the benefit period, even if the check is issued later.
In order to accommodate this request, the "First Date to Use" will be captured in the new PrintedFDTU column of the FoodInstrumentSet record. The logic in the Wic.FoodInstrument.Windows - DetermineFirstBenefitsPeriod and Wic.FoodInstrument.Windows - ReplaceSets functions have been modified to no longer substitute the current system date when the calculated "First Date to Use" is older.
When determining the set of benefits to issue for the Base Participant, an actual "First Date to Use" reflecting the date the check was issued will still be calculated internally; however, the entire benefit period will be printed on the check as requested. The actual "First Date to Use" is the latter of the expected "First Date to Use" and the current system date. This date will also be stored in the FoodInstrumentSet table.
Reported Issues
CNEBT-1
Clinic
Participant List - Activities Menu
Issue: Users receive the standard error message below when attempting to conduct an EBT Food Instrument Search. Users access this search functionality by selecting the EBT Food Instrument Disposition option in the Participant List, Activities menu.
Invalid object name 'FoodInstrumentSetEBT'. Could not use view or function 'dbo.V_FOODINSTRUMENTEBT_DISPOSITION' because of binding errors.
Resolution: The EBT Food Instrument Disposition and Manage Household EBA Account options in the Participant List, Activities menu have been removed. These were EBT-Ready functions that were not implemented as part of the EBT design.
CNEBT-3
Clinic
Participant Folder
Issue: The ability to change the clinic to which the participant is assigned needs to be disabled if the service site has EBT functionality turned on.
Resolution: The Clinic Assigned drop-down list box in the Participant Folder has been disabled for users logged into an EBT clinic.
SUG-27
Clinic
EOD
Issue: The End of Day process is terminating certifications on the same day they are created. The terminated records all have a single date reflected in the createdate, certstartdate, certeffectivedate, certtermdate, and certmodifydate fields. On the MEMBER record for all terminated certifications, the "Last Date to Use" is null. This results in the End of Day process terminating the records based on a failure to pickup checks (certterm reason 6). After these certifications are terminated, participants have to be recertified and/or the records reinstated in order for benefits to be issued.
Resolution: A fix has been made, modifying the End of Day process to no longer terminate records for participants who complete certification but have not yet been issued benefits.
SUG-98
Reference Utility
Food Item Wizard
Issue: In the Food Item Wizard, when setting up Infant Fruits/Vegetables and Infant Meat (while in Add mode), the user is required to enter the Manufacturer, Formula Type, and Formula Classification. These details only apply to formula or other food items available for rebates and should be required only if the Has Rebate Contract check box is selected.
In Edit mode, when the user activates the Back button to navigate through the screens, the data in the Manufacturer/Source, Type, Formulation Base, Formulation Format, and Classification drop-down list boxes are being cleared.
The last selected values in the Has Rebate Contract check box and Rebate Contract drop-down list box are saved even when those controls should be disabled.
The Number of Items in Package/Case, Container Formulation Units, and Formula Reconstituted Yield controls do not require a value greater than zero. In order for the screen to be processed, the system requires these fields to be populated (if they are enabled). Thus, a value of zero circumvents the requirement.
Edits that should be completed on the Item Purchase Size screen are instead being executed on activation of the Finish button on the Food Item Wizard. This causes a standard error message to be displayed, disrupting the functionality of the Food Item Wizard.
Resolution: The following controls in the Food Item Wizard have been updated in the code so that they will only be enabled for food items with a Base Food Category value of "Formula".
Formula Reconstituted Yield
Has Rebate Contract
Manufacturer/Source
Formula Type
Formulation Base
Formulation Format
Classification
The system functionality has been modified to hold any assigned values in these controls upon activating the Back button to navigate through the screens.
In order to prevent values from being saved in the Has Rebate Contract check box and Rebate Contract drop-down list box when the controls are disabled, code was added to bind the Has Rebate Contract check box control to the fooditem object.
A standard error message will now be invoked if the value in the Number of Items in Package/Case is less than 2, the value in the Container Formulation Units is less than 1, and/or the value in the Formula Reconstituted Yield is less than 1 (if the Multiple Items per Package check-box is selected). The standard error message will display the text:
The [control name] must be greater than [threshold value].
To prevent the standard error message resulting from the Item Purchase Size screen, the system will now process edits upon activating the OK button. If the Quantity value and/or Conversion Factor value is less than 1, a standard error message with the following text will be invoked:
The [control name] must be greater than [threshold value].
SUG-187
Clinic
Participant Folder
Issue: Error messages with duplicated text are being displayed when attempting a VOC Certification for a participant who is over five years of age. For example:
WIC Category is not valid for a client's date of birth (11/22/1997).
WIC Category is not valid for a client's date of birth (11/22/1997).
Error messages with redundant text are being displayed when prescreening an applicant with a VOC Document, a Child WIC Category, and an invalid birth date. For example:
Date of Birth is invalid for a Child.
The certification end date is not valid.It can be no earlier than the current system date and no later than 180 days in the future.
The certification end date is not valid.It can be no earlier than the current system date and no later than -8868 days in the future.
WIC Category is not valid for client's date of birth (1/1/1981).
Error messages with redundant and contradictory text are being displayed when prescreening an applicant with a VOC Document, an Infant WIC Category, and an invalid birth date. For example:
Date of Birth is invalid for an infant.
The certification end date is not valid.It can be no earlier than the current system date and no later than 364 days in the future.
The certification end date is not valid.It can be no earlier than the current system date and no later than 201 days in the future.
The "Invalid Certification End Date" standard error message is being displayed without spaces between the sentences. (See the examples above.)
An "Object Reference" standard error message occurs when attempting to VOC certify an infant as a Woman. For example:
Object reference not set to an instance of an object.
Resolution: Fixes were added to correct the text displayed in each of the above standard error messages. The code was changed to address identical message displays and to avoid primary key standard error messages.
SUG-286
Clinic
Appointment Scheduler
Issue: Users are unable to reschedule a block of appointments for a clinic. They receive the following standard error message:
Appointments cannot be moved while source and/or target clinic records are checked out.
Resolution: A fix was added, correcting the code that made it appear as though the clinic records were always checked out.
SUG-291
Clinic
VOC Certification
Issue: For a new client in VOC Certification, the system is only allowing one month of benefits to be issued despite issuance being set to bi-monthly or tri-monthly. The system limits participants to one set of benefits if their Proof of Residency, Proof of ID, or Proof of Income is still pending and they are not homeless; however, for clients in VOC certification, Proof of Residency and ID are not required to complete the certification process.
Users receive the following standard error message when they do not enter a value in the Amount of Breastfeeding field for breastfeeding women in VOC Certification:
The Maximum Quantity Exception function was given an invalid Breastfeeding Code.
Resolution: The code has been modified to check for a VOC Document in certification. When a participant produces a VOC document as proof of WIC eligibility, the following edits no longer apply as a requirement for certification:
Proof of Residency
Proof of ID
Proof of Income
When issuing benefits, if the current certification has a value of "Y" in the VOCDocument column, the required proof edits listed above do not apply. Benefits should be issued as if these edits have passed. This allows benefits to be issued for more than one month (i.e., bi-monthly or tri-monthly) for a new client in VOC Certification.
Additionally, the Amount of Breastfeeding is now a required field during a VOC Certification.
SUG-382
Clinic
Appointment Scheduler
Issue: Group Education Resources (instructors) are not being blocked off when assigned to a Group Education Class where participants have not yet been enrolled. When classes are initially set up in Central Administrative Site, they do not appear in the Clinic Appointment Scheduler prior to enrollment. This allows appointments to be scheduled for resources during the class time without invoking the "overbook" message. Once participants have been enrolled, the classes will appear in the schedule and the "overbook" message will display accordingly.
Group Education Class names do not display in the Clinic Appointment Scheduler if an appointment was scheduled before the class was created. This results in the resource not appearing to be overbooked.
Resolution: The code that retrieved resource information used an Inner Join on the Members who were enrolled in the group class. If no one was enrolled in the class, the resource would not appear to be used during that time. A fix has been made, changing the code to use a Left Join on the Members enrolled in the class. Resources will now appear to be assigned to the group class whether or not participants have been enrolled.
The existing code checked for conflicting Classes for a resource, but not for Appointments. A fix has been added, checking for both conflicting Classes and Appointments for a resource. The "overbook" message will be invoked for both types of scheduling conflicts.
SUG-388
Clinic
Participant Folder
Issue: The Today button no longer appears on any of the calendar controls when adding breastfeeding information to the Infant Information screen (Add mode) in the Participant Folder.
Resolution: A Today button was added to all of the calendar controls in the Participant Folder, Infant Information screen (Add mode).
SUG-526
Clinic
Food Prescription
Issue: The Special Prescription for cheese remains in the Food Prescriptions screen of the Participant Folder for all WIC Categories after the quantity is edited.
Edited cheese quantities are being displayed only in the Food Prescriptions screen and not in the Food Prescription screen (Add mode) for WIC Categories with Multiples.
Users receive the following unhandled standard error message when attempting to change a Food Prescription in the Issue Benefits, Food Prescription (Issue Benefits) screen:
Object reference not set to an instance of an object.
Resolution: A fix was added, removing the Special Prescription when the food item quantity falls below the threshold set for the WIC Category.
The code was modified, refreshing the Food Prescription screen (Add mode) to show the updated cheese quantity upon completion of the edits.
A fix was added, correcting all untrapped standard error messages like the one above.
SUG-619
Clinic
Certification Guided Script
Issue: When an incorrect WIC Category is chosen on the Demographics screen of the Certification Guided Script and the user then removes the incomplete certification, the WIC Category control on the subsequent certification attempt is disabled and cannot be changed.
Resolution: A code change has been made that checks to see if any previous certifications exist for the participant. If there are no previous certifications, the WIC Category control on the Demographics screen of the Certification Guided Script will be enabled so that modifications to the WIC Category can be made. This code change applies only to Women.
SUG-631
Clinic
Participant Folder
Issue: For participants in VOC Certification, the Certification Details are not being populated on the Certification History screen of the Participant Folder, despite the fact that the created time/modified time is updated and the Show Details button is enabled.
Resolution: Certification Details are not populated for participants who are still in active VOC Certification. The created time/modified time is updated for sections modified during the prescreening process. The following scenarios have been established to enable the Show Details button and display data in the Certification Details screen.
The Certification History screen will be active if the State business rule CLN_SHOWCERTIFICATIONHISTORY is set to "Y".
The Show Details button will be hidden unless the State business rule CLN_CaptureStaffSignature is set to "Y".
The Show Details button will display but be disabled when the Certification History screen is active.
The Show Details button will display but be disabled when the Previous Certifications node in the Previous Certifications tree list is expanded.
The Show Details button will display but be disabled when the Certification node in the Previous Certifications tree list is expanded and the user clicks on the links for "Demographics", "Health Info", "Risk Factors", etc.
The Show Details button will display, be enabled, and populate the Certification Details screen with data only when the user clicks the Certification [Date] [WIC Category] node under "Previous Certifications" in the Previous Certifications tree list.
SUG-635
Clinic
Participant Folder
Issue: For converted participant data, the Certification History screen in the Participant Folder is displaying "Modified By" without any detail information.
Resolution: A fix was added, changing the code to hide "Modified By" when MODIFYDTTM and MODIFYUSERID are unavailable, as this information is not populated by the data conversion.
SUG-697
Clinic
Capture Staff Electronic Signature
Issue: Upon completion of the certification attempt in the Certification Guided Script, the Staff Member control on the Capture Staff Electronic Signature screen is not defaulting to the currently logged in staff member.
Resolution: The code has been modified to pre-populate the Staff Member control with the currently logged in staff member. If the selection in the control is changed from the default, all staff member labels within the Clinic application will still display correctly. This includes the UserID, CreateduserID, and ModifyuserID fields in the CERTSTAFFESIGN table.
SUG-754
Financial Management
Accounting Schedule, Rebate Invoice
Issue: In the Financial Management [Journal], Accounting Schedule List screen, the Accounting Year drop-down list box is not displaying any of the years that have been added.
Users receive an "Object Reference" standard error message when attempting to generate a Rebate Invoice and Cover Letter (Output) from the Rebate Supplier Account screen.
The Rebate Invoice Report (WIC Commodity Rebate Invoice) is not displaying any data.
When users select the Show Invoice Items button on the Rebate Supplier Account screen, the product description is the same for all items.
Resolution: Fixes were added to correct each of the above issues.
SUG-757
Clinic
Certification Guided Script, Health Information
Issue: When the Food Package III check box on the Health Information screen is selected during the Certification Guided Script process, the value is not being saved to the database.
Resolution: As part of CGS, the Health Information screen now saves the FoodPackageIIIVerifiedDate to the MEMBER table.
SUG-759
Scheduled Job Administration
EOD
Issue: When the End of Day process is run, the following standard error message is observed in the log:
Member Adjustment/Archive/Purge failed. Error: Length cannot be less than zero. Parameter name: newlength
Resolution: Additional diagnostic logging information was added for DoAdjustments and DoPurgeRecords to help future issues.
Recertification
CLD019
Clinic
Report
The Kept vs. Missed Appointments Report CLN019 (Output) has been through a recertification process to correct format, data, DFDD content, and add minor clarifications as necessary.
CLD023
State Office
Report
The Reported Participation Versus Caseload Assigned Report CLD023 (Output) report has been through a recertification process to correct format, data, DFDD content, and add minor clarifications as necessary.
CLD024
State Office
Report
The Caseload Assigned Comparison - Enrollment CLD024 (Output) report has been through a recertification process to correct format, data, DFDD content, and add minor clarifications as necessary.
CLD025
State Office
Report
The Caseload Assigned Comparison - Reported Participation CLD025 (Output) report has been through a recertification process to correct format, data, DFDD content, and add minor clarifications as necessary.