Issue#
Application Module
Primary Function
Detail
Enhancements
EBT-40
Clinic, Reference Utility
Benefit Issuance, Document Report Printing
The EBT Issuance process has been modified to issue milk in gallon increments only. Previously, the issuance process took quarts of milk from food prescriptions and converted them into quart food items. The quart food items were then converted to distribution items using the maximum number of gallons, with the remainder converted to half-gallons and quarts. While this issuance process worked for checks, it posed a problem for the EBT process. The EBT system only allows a single distribution item to be mapped to a category/subcategory, which is necessary to preserve the issuance redemption data relationship. This modification is designed to accommodate the EBT issuance process.
During EBT benefit aggregation, SPIRIT will identify food items with a base category of milk that have multiple distribution items in the issuance. The item purchase size will be used to convert quarts and half gallons to full gallons using decimals.
This change will be visible from the Aggregated Issuance for EBT Account screen and Benefits History screen of the Participant Folder, as well as values printed on paper checks. Instead of displaying food item quantities as integers, quantities with decimal amounts will be displayed.
Figure 1 - Benefits History screen
Figure 2 - Aggregated Issuance for EBT Account screen
ENH-169
State Office
Reports
Changes have been made to PC20XX File (Output) to comply with the PC2010 Guidance for States Providing Participant Data. The requirements for data included in the transmittal file have been modified from the 2008 requirements. The following code changes necessary for compliance with the additional data and new file format have been made:
The number of characters reported for Nutritional Risk Codes have been expanded from 4 to 6.
The Food Package Type indicator column has been added.
Breastfeeding mothers with infants over 6 months receiving more than the maximum amount of formula are now counted as participants.
The VB .net and SQL code has been altered to correct the alignment of some fields and move the Food Code fields to the end.
The following code changes have been made to make it easier for users to run the extract from the State Office:
The Generate screen has been modified to include a file destination so the user can specify where the output file is written.
Figure 3 - PC20XX File Generation screen
The extract functionality has been reviewed and performance tuning modifications have been applied to make the extract run more efficiently.
Reported Issues
CNEBT-5 / CNEBT-60
Clinic
EBT
Issue: When transferring participants to EBT Households, the issuance shows as paper checks rather than EBT. This causes the paper check menu options to be displayed in the Participant Folder.
Resolution: The FOODINSTRUMENT records were being updated with the wrong 'deliverysystemtype' for EBT Household moves. A fix was added to correct this issue.
CNEBT-8
Clinic
EBT
Issue: The EBT Issuance Cross Reference table is not initialized to begin UAT.
Resolution: A database script to seed the table has been added.
CNEBT-37
Vendor
MAR
Issue: MAR values are not being updated in the Approve New MAR Prices screen after being adjusted in Manage UPC MAR.
Resolution: The vendor ID from the EBT Processor has leading zeros, while the vendor ID in SPIRIT does not. When run, the MAR query attempts to join the redemptions to the vendor. The above updates do not appear as the system is unable to match the IDs. The code was changed to trim the vendor ID when the MAR calculation is run, correcting this issue.
CNEBT-41
Clinic
Food Adjustment Wizard
Issue: When using the Enter Return Quantity screen of the Food Adjustment Wizard, the user is unable to return the requested number of cans of formula.
Resolution: A fix has been made to correct this issue.
CNEBT-44
Vendor
MAR
Issue: When making large changes to MAR values in the Override MAR Prices screen, no warning is provided and changes are saved; however, the following standard error message is displayed when the value is 1,000,000:
Error: Arithmetic overflow standard error message for data type small money, value = 250,000.
Resolution: The Override MAR Prices screen has been modified to display a standard warning message if the price increase is more than the MAR approval threshold. For example, if the threshold is set to 15% and a $1.00 item is changed to $1.20, the warning will be displayed. Additionally, the screen will not allow the entry of any number greater than 1,000. This will prevent the overflow standard error message.
CNEBT-51
Clinic
Food Adjustment Wizard
Issue: After using the Enter Return Quantity screen of the Food Adjustment Wizard to return cans of formula, the system is over-issuing cans of formula on subsequent benefits.
Resolution: A fix has been made to correct this issue.
CNEBT-53
Clinic
EBT Account Balance
Issue: After transferring a participant to another household, the Account Balance Report (Output) and EBT Benefit Issuance screen for the existing household still displays the transferred participant as the Primary Card Holder.
Resolution: Both the new and existing household records stored the transferred participant as the primary cardholder in the UAT database. When the household change occurred, the old cardholder was not being removed. The logic was changed to remove a cardholder as step 3 of the Change Household process.
CNEBT-54
Vendor
MAR
Issue: Users receive the following standard error message when attempting to open the Override MAR Prices and Approve New MAR Prices screens: Divide by zero standard error message encountered.
Resolution: This standard error message was caused by zero (0) values for the redeemed quantity in some of the redemption records. A clause was added to the MAR override query to exclude these problem records.
CNEBT-55
Vendor
MAR
Issue: Users receive the following standard error message when attempting to recalculate MAR values: Failed to enable constraints. One or more rows contain values violating non-null, unique, or foreign-key constraints.
Resolution: This standard error message was caused by UPCs in the EBT Processor redemption data with different category/sub-categories. Since the system groups UPC values by category/sub-category, duplicate UPC entries were created that violated the dataset constraints. The UPC table was joined to the redemption data, using the category/sub-category from the UPC table for the grouping. This eliminated the duplicate entries caused by different category/sub-categories in the redemption data.
CNEBT-56
Clinic
Maximum Monthly Allowance Exceptions
Issue: The Food Item setup for Whole Grains changed from pounds to ounces to reflect APL. Issuance of Whole Grains to participants who are Fully Breastfeeding with Multiples or Pregnant with Multiples pulls from the Maximum Monthly Allowance Exceptions table and requires modifications to reflect the change from pounds to ounces as follows:
Pregnant with Multiples will receive 16 ounces whole grain per month.
Fully Breastfeeding with Multiples will receive 16 ounces whole grain one month and 32 ounces whole grain the next month (alternating quantity).
Resolution: An SQL script was created to update the BASEFOODCATEGORYLIMITS table. This script will need to be run when EBT goes live, and will affect all clinics (both EBT and paper check). Default food packages were also updated to reflect the quantity values.
CNEBT-57
Clinic
Void/Replace Benefits for EBT Account
Issue: When transferring a child from one household to another, the amount of CVB that transferred was greater than the total amount transferred.
Resolution: Households with both pregnant and child participants where both have been issued benefits typically allot more CVB to the mother than the child. When moving the child to a new household, the previous logic divided the CVB as follows:
TotalRemainingBenefit / ParticipantsReceivingBenefit
This Calculated value exceeded the amount of CVB originally issued to the child. All other food items were handling this calculation correctly, but Category 19 (CVB) is stored as pennies rather than dollars and was not being caught. A corresponding fix has been made.
CNEBT-59
Clinic
EOD
Issue: Each time an APL file is sent from SPIRIT to the EBT Processor and accepted by the EBT Processor, the sequence numbers for each system should increment. During UAT, the numbers were out of sequence, causing the two systems to be out of sync.
Resolution: A change was made to switch the order in which the APL and category/sub-category files are checked in manually and on EOD.
CNEBT-61
Clinic
EBT Household Demographics
Issue: The button on the EBT Household Demographics screen should be "deactivate account" rather than "disable".
Resolution: The button text has been changed. The corresponding status text label has been changed from "Card has been disabled" to "The account has been deactivated".
CNEBT-65
Vendor
MAR
Issue: MARs that need approval are creating duplicate entries in the APL file.
Resolution: Future MARs and MARs that were pending approval were not accounted for in the APL query. This created duplicate peer group entries in the APL file. The query was modified to exclude future and pending MARs.
MN-371
Clinic
Food Prescription
Issue: When updating an existing food prescription, the following database standard error message occurs after clicking on the Food Prescription screen:
Cannot insert the value NULL into column 'QUANTITY', table 'WMNC11Z.dbo.FOODPRESCRIPTIONTYPEITEM', column does not allow nulls. INSERT fails. The statement has been terminated.
Resolution: A fix has been added to correct this issue.
SUG-421
Clinic
Benefits Issuance (Checks)
Issue: A seventh set of checks is being printed for a 6-month certification without using the add/replace checks function. For example:
A certification is started on 1/11 that will end on 7/31. The participant will receive checks with FDTU of 1/11, 2/11, 3/11, 4/11, 5/11, and 6/11. The system will also create a seventh check with a FDTU of 7/11.
Resolution: The code was modified to ensure that the number of "benefit days" does not exceed the number of "certification days". If it does, the check will be dropped from the issuance list. For late pickups, a fix was made to resolve a problem occurring when the business rule CERTTOMONTHEND was set to "N".
SUG-428 / 690
Clinic
EOD, EOM
Issue: The Pediatric (PedNSS) and Pregnancy (PNSS) files for transmission to the CDC require enhancements for auto-reporting. File names must be unique as there is one CDC FTP site shared by all states reporting to the CDC. The first 3 characters of the file name should contain the state code abbreviation.
Resolution: The following changes have been made to accommodate automation:
The EOM process has been changed to use the Reference Dictionary CDCSUBSTATE entry to name the CDC files.
The EODPROCESS.xml file has been modified to use "MuskogeeCreek" instead of "Creek" for all folder names.
New SQL scripts have been added.
SUG-517
Clinic
Food Prescription
Issue: Users are receiving a primary key standard error message on the Special Prescription item reason.
Users are also receiving a primary key standard error message when reentering a Food Prescription if they click the Close [X] button in the title bar of the Food Prescription screen, and if enough information is recorded to automatically assign a risk factor.
Resolution: Code has been added to handle the primary key violation standard error messages.
SUG-557
Clinic
Produce VOC Document
Issue: The Produce VOC Document screen allows the user to check the "Terminate Participant" check box when printing a VOC document. This is only appropriate the first time a VOC document is produced. This check box should be disabled the second time a VOC document is produced as the date should not be changed on the second printing. Allowing the check box to be selected on the second printing creates an opportunity for user error.
Resolution: The code has been modified to allow the Produce VOC Document screen to print as many times as specified in the State business rule, VOC_ALLOWED. The "Terminate Participant" check box and related controls will be enabled for the first printing only and will be disabled as of the second printing.
SUG-588
Central Administrative Site
Appointment Scheduling
Issue: Changes to default appointment duration times are not being saved, or are all being displayed as zero (0) when any appointment duration value is updated.
Appointment types are not being sorted properly. They should first sort on system defined types and then alphabetically.
Users are unable to delete a newly added appointment type.
Resolution: A fix has been made to properly update specific appointment duration values. Code has been added to make sure the Duration and Appointment Type fields are updated when users enter the Appointment Scheduling form and change either the Clinic or Appointment Type fields.
The data grid was being sorted by both the system defined type and the description. The description sort was overriding the system-defined sort. The description sort has been removed so that the data grid will now be sorted by the system-defined type.
A fix has been made enabling users to delete newly added appointment types. Code has been added to correctly handle the deletion of appointment types that have appointments scheduled in the next year.
SUG-648
Clinic
Risk Factor
Issue: In the Participant Folder, when users are prompted to save changes to Demographics and click No after assigning RF 121, the newly created Pseudo Cert in the Risk Factors screen disappears.
Resolution: This was a tree list refresh problem. Pseudo Cert was being saved but not refreshed in the Risk Factors Display tree list. The code has been changed to refresh the tree list.
A fix was made to ensure that Pseudo Certs created on addition of RF 121 no longer disappear when the user navigates away from the Health Information, Demographics, or Risk Factors screen.
SUG-693
Scheduled Job Administration
EOM
Issue: The Pediatric (PedNSS) and Pregnancy (PNSS) files created by the EOM transmission to the CDC are being named incorrectly. The code is incorrectly using the previous quarter end date based on the current calendar quarter end date to name the files.
Resolution: Code changes have been made as follows. This corrects the file naming convention based on the EOM in which these files are created:
The first three characters of both the PedNSS and PNSS files should be pulled from the ExternalID field in the Reference Dictionary table where the category field = CDCSUBSTATE.
The next three characters should be PED for PedNSS and PNS for PNSS.
The next four characters should be yymm where yy is the year of the EOM and mm is the month.
For example: A Missouri PedNSS file created by the January, 2009 EOM should be named MO8PED0901.
SUG-786 / 712
Clinic
Income Calculator
Issue: The Income Adjunctive Eligibility selections fail to display on both the Income Screening Contacts tree list and the Income Calculator screen. Income Adjunctive Eligibility selections should display in both places, including each selection that was made.
All proofs of income should display in the tree list from an income entered or for Adjunctive Eligibility. If an individual is in an Adjunctive program, the tree list should display the participant's name. Otherwise, the tree list should display the proof as it would for income.
When unchecking the Adjunctive Eligibility check box in the Income Calculator screen, the changes are not being saved.
Resolution: Household level Adjunctive Eligibilities are now displayed on the Income Contact node, whereas Individual Adjunctive Eligibilities are displayed as a child node (s) under the current Income Contact node. Multiple Household level Adjunctive Eligibilities (separated by commas) along with proof codes have been appended to the Income Contact node.
A fix has been made to save changes to the Adjunctive Eligibility check box.
Recertification
CLD022
State Office
Report
The WIC Reported Participation (per FNS-798) Report CLD022 (Output) has been through a recertification process to correct format, data, DFDD content, and add minor clarifications as necessary.
CLN002
Clinic
Report
The Certification Due Report/Letters CLN002 (Output) has been through a recertification process to correct format, data, DFDD content, and add minor clarifications as necessary.
CLN018
Clinic
Report
The Upcoming High Risk Appointments Report CLN018 (Output) has been through a recertification process to correct format, data, DFDD content, and add minor clarifications as necessary.
CLN020
Clinic
Report
The Upcoming Appointments Report CLN020 (Output) has been through a recertification process to correct format, data, DFDD content, and add minor clarifications as necessary.
OPR017
State Office
Report
The Monthly Termination Summary Report OPR017 (Output) has been through a recertification process to correct format, data, DFDD content, and add minor clarifications as necessary.
OPR018
State Office
Report
The Monthly Termination Detail Report OPR018 (Output) has been through a recertification process to correct format, data, DFDD content, and add minor clarifications as necessary.