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User Manual - Nutrition Services Branch

1. SNAP ID i State Tax ID Federal Tax ID 223354 234556 34567 Store Type if Food Permit Number Ownership Type 17 Retail x 98765 Individual The example above illustrates a Store Type of Retail and an Ownership Type of Individual If an Ownership Type of Corporation is selected the screen refreshes and displays a Corporation field for which a value is required 2 Inthe Physical Address box complete the following e Enter the Address e Enter the ZIP Code Entry of a valid ZIP Code populates the City State and County fields v 1 0 posted 07 05 2014 e Enter the City e Enter or select the State e Enter or select the County e Enter the Phone Number e Enter the Fax Number e Enter or select the Local Agency Address iF 100 MAIN STREET ZIP Code if City 66210 OVERLAND PARK Mailing Address Phone Number ir Fax Number 913 555 5555 888 555 5555 LA Shenandoah Valley WIC lf the mailing address differs from the physical address click on the Mailing Address slider and complete the information 3 Ifthe Mailing Address differs from the Physical Address click on the Mailing Address slider and do the following e Click the Mailing Address check box to enable the fields e Enter the Address e Enter the ZIP Code e Enter the City e Enter or select the State e Enter or select the County a 350 WESTBR
2. x 36 Ounces Cereal Adult All Authorized bad F Containers Peanut Butter 18 oz 16 Ounces Whole Grains All Authorized 10 00 555 Fruit and Vegetables Cash Value Benefit x 6 Gallons Low Fat Milk 4 G Gallons 2 Milk The default quantities of each food item can be adjusted if desired Enter zero 0 for an item if you do not wish the item to be included on the food instruments Click the Delete button to delete a food package or food item from the grid Click Add Package to add an additional row to the Food Instrument grid v 1 0 posted 07 05 2014 Task C Issuing an Identity Card Complete the following steps to perform this task 1 Onthe Generate Compliance Buy Instruments screen click Issue Identity Card The Fictional Participant screen displays JANE DOE Card Number 17 fo save _cancel_ 2 Enter a Card Number 3 Click Save A status message indicates success and you are returned to the Generate Compliance Buy Instruments screen v 1 0 posted 07 05 2014 Task D Generating Food Instruments Complete the following steps to perform this task 1 On the Generate Compliance Buy Instruments screen click Print Compliance buy food instruments are sent to the printer The Food Instruments have been sent to print If you have a printing problem please use the Reprint button Print Register Reprint O
3. al g h v 1 0 posted 07 05 2014 Task J Closing an Inventory Audit Complete the following steps to perform this task 1 While still on the Inventory Audit screen click Close Inventory Audit The Close Inventory Audit screen displays a Inventory Audit Comments _ Completed By Outside Agency k Cose Cancel Enter or select the Inventory Audit Assessment Enter or select the Closing Date Select the Completed By Outside Agency check box if applicable A o e Enter Inventory Audit Comments if necessary Inventory Audit Comments _ Completed By Outside Agency close Cancel 6 Click Close You are directed to one of the following screens lf an assessment of Fail is selected you are directed to the Choose Violations screen If an assessment of Pass is selected you are directed to the Investigation screen v 1 0 posted 07 05 2014 e Choose Violations amp D Would you like to choose violations to assess vs J wo e Investigation Investigation amp FRANK RIZZO aana STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized M search 5 New Vendor Application History i Communication Case Numbe
4. WIC At A Glance Population Served The WIC target population are low income nutritionally at risk e Pregnant women through pregnancy and up to 6 weeks after birth or after pregnancy ends Breastfeeding women up to infant s 1st birthday Nonbreastfeeding postpartum women up to 6 months after the birth of an infant Apply for a user account to become a WIC Vendor or after pregnancy ends Sign Up Infants up to 1st birthday WIC serves 53 percent of all infants born in the United States Children up to their Sth birthday New Vendors a Existing Vendors Benefits User Name Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement v 1 0 posted 07 05 2014 2 Under Existing Vendors complete the following e Enter the User Name e Enter the Password 3 Click Log On The Vendor Management screen displays si ia Welcome JOHN DOE _ Vendor Management RIVERSIDE MARKET Change Passw System Vendor ID N A Home Vendor Application Price Survey Vendor Traning My Account Manage Account Users Vendor Management RIVERSIDE MARKET Application Status UnSubmitted y 300 RIVERSIDE MARKET Vendor ID N A 7 OVERLAND PARK Kansas 66210 Contract Period N A Peer Group N A Disdaimer All of the information is tentative until confirmed by a WIC Staff Person Vendor Actions Vendor Appication has not been submitted Please submit the
5. 17 Select an Invitation Type Event Level ir State Local Invitation Type QO Invite Only Open Invited Vendors WESTSIDE MARE If Invite Only is selected use the Invited Vendors list box to select one or more vendors to invite to the event If Open is selected the Invited Vendors list box is hidden since the event is open to all vendors Vendor Training Event Details amp Frank Rizzo Date ir Closed Registration Date Start Time f End Time 16 Duration 77 azo paya E Jai Title vr Annual Training D AA Annual mandatory training Other Location Location 77 Event Level i Co OR Wictory Hall Room A State Local 100 East Main Street Invitation Type Invite Only Open Invited Vendors Capacity 77 Overbooking Capacity i WESTSIDE MARKET is J B Event Trainer 77 K Jack Capernicus o o o ooo O Event Owner if FrankRizo o o o ooo O toee Training Type 17 Annual Training irmation Notify Vendors Print Roster Scan Attachment View Attachment Save Cancel J J v 1 0 posted 07 05 2014 Click Notify Vendors to send notifications to invited vendors The Vendor Notifications screen can be used to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for details Click Print Roster to print a roster A PDF version of the roster is displayed Attendance Confirmation is not
6. Issue Type 17 Description of Issue 1 Poor teste Fom he cashier Issue Reported By Family Particpant wic Staff vendor Other Anonymous Family ID 16 F00200000001 2 Issue Reported About r Family Partiipant WIC Staff Vendor Policy amp Procedure Other Location Vendor ID vizsas C Associate With Investigation ZELMA DILLARD 8770 MAIN STREET oe pre WOOARD ROAD Preferred Contact Method is Mail OVERLAND PARK Kansas 66210 test1 test com 816 852 5855 ae ae OO OO Customer Service Comments y ByPass New nii A TE A e to the participant 7 4 Cashier working at register 1 is reported to have been rud 4 Once the screen is completed click Save The Customer Service Issue Save Success screen displays v 1 0 posted 07 05 2014 Task B Assigning Customer Service Issues Complete the following steps to perform this task 1 While the Customer Service Issue Save Success screen is displayed click Yes to assign the customer service issue The Issue Assignment screen displays Assigning To i Local Agency i Clinic Mission MISSION CLINIC Ra The process of assigning customer service issues can be completed after the initial entry of an issue or during the editing process If No is selected the new issue is created but is not assigned to an agency or clinic v 1 0 posted 07 05 2014 2 Complete the Assigning To g
7. Edit Customer Service Issue Create Customer Service Issue amp FRANK RIZZO Customer Service Issue ID Issue Creation Date 7 Incident Date ir Target Resolution Date f Issue Status 1 Confidential Issue Type 1 Description of Issue 17 Civil Rights Poor treatment from the cashier Issue Reported By fr 2 Family Partiipant WIC Staff Issue Reported About Family Particpant WIC Staff J Vendor J Vendor Other Anonymous J Policy amp Procedure Other Location State Office Local Agency amp Clinic 12345 X CLINIC PPPPPPPPPA PPP PA LD PPA APP AA A Pp pp ap pp pia py Customer Service Comments y sgerson New Vee wa eee E ee ee Ne a E oa S S Create Cave Fi men aeee Hc Fis TAB s y 2 Edit or add one or more of the following if necessary e Issue Status e Issue Type e Associate with Investigation check box under Issue Reported About e Comments All options are disabled and cannot be edited except for the items noted above Click Reassign Issue to assign the issue to another organizational level State Local Agency or Clinic and or role v 1 0 posted 07 05 2014 Click Associate Issue to associate the current issue to another issue The issue must have either the same Issue Reported By or Issue Reported About value Click Create Case File to create a new case file 3 Click Save to save the issue after editing Congratul
8. Select the Dismiss check box to dismiss the alert altogether v 1 0 posted 07 05 2014 5 Click Save A status message displays indicating success and you are returned to the Vendor Alerts screen Vendor Alerts amp NATHANIEL DOE CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value Contact 3330 CEDAR STREET 88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com Inventory Survey Monitoring Visit Open ives i nh eee Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization Training Events Vendor Training Events Schedule Training Create Training E v 1 0 posted 07 05 2014 Task C Viewing Vendor Alerts Complete the following steps to perform this task 1 Search for and access the desired vendor record The title and date of each alert is displayed v 1 0 posted 07 05 2014 2 To read details of an alert click the desired alert The alert details are displayed Confirm manual request Crested By skakavecos Crested On 1 18 2013 Ending On Start Date 1 18 2013 Alert Description Manager requested additional shelf tags and several policy manuals Confirm the number of manuals needed Inform manaaer of uncomina online policy manual Select the Dismis
9. Minimum Inventory Definitions amp FRANK RIZZO Peer Group Minimum Inventory Items Category Fruit amp Vegetables Cash Value Quantity Variety o Under Minimum Inventory Items a number of food categories are listed Within each food category are subcategories of items that can be defined v 1 0 posted 07 05 2014 3 Expand the tree view by clicking the plus sign next to the desired food category The tree view of the selected food category is expanded and displays one or more food subcategories Minimum Inventory Definitions a Peer Group 2 000 25 000 annual sales or 0 2 cash registers Minimum Inventory Items Category Milk Low fat Quantity Variety L Use Subcategories Fa Subcategory 2 Milk Quantity UOM Available on Price Survey Required on Price Survey Variety 3 T Gallons Fal g E Subcategory 1 Milk UOM Available on Price Survey Required on Price Survey Variety Gallons Fi The Quantity Available on Price Survey and Variety fields for each category are only editable if the Use Subcategories box is checked The Required on Price Survey field is always editable regardless of whether the Use Subcategories check box is selected Enter a Quantity for each subcategory item that requires a minimum level of inventory Check Available on Price Survey if the subcategory item is available on price surveys Check Required on Price Survey
10. Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization Training Events Vendor Training Events Schedule Training Create Training 2 Once the Vendor Folder is displayed go to Quick Links gt Operations Create Alert The Vendor Alert screen displays amp Vendor Alerts amp NATHANIEL DOE CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value Contact search B New Vendor Application History T Communication Operations Appeal Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor 4 Vendor Authorization 3330 CEDAR STREET 88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com Training Events Vendor Training Events Schedule Training Create Training v 1 0 posted 07 05 2014 Select Show Active Alerts to show active alerts only Select Show Inactive Alerts to show inactive alerts only Select the Show All check box to show both active and inactive alerts 3 Click Add The Maintain Alerts screen displays Add Edit Alerts Alert Title 1t Status Start Date 1 1 18 2013 Active y
11. Training Events Vendor Training Events Schedule Training Create Training Finalized Disqualification Cancel 2 Once the appeal time period is exhausted click Finalized Disqualification A confirmation screen displays gt J Finalize the Disqualification Once the disqualification has been finalized the vendor will no longer be authorized to accept benefits or cash value vouchers and the WIC payment processing bank is notified to no longer make payments to this Vendor v 1 0 posted 07 05 2014 3 Click Yes to complete the Vendor Disqualification process A status message displays indicating success and the option of notifying the vendor is provided 4 Click Yes to notify the vendor The Vendor Notifications screen displays Vendor Notifications amp NATHANIEL DOE iome F ily Se ce reduling Vendo OF ai Fin Ad inistratior elp Logout 6 Vendor Communications Document Templates um Page 1of 2 Goto Page 1 IAQ Disqualification Assessed 7 Message Email Subject Diqualification Notice Sent By Email 1 AgencyLevel DISQUALIFICATION no CMP TEMPLATE WESTSIDE MARKET 951 SALLIE LANE LEAWOOD Kansas 66209 Vendor Name WESTSIDE MARKET Disqualification Date Range 3 1 2013 6 1 2013 The Vendor Notifications screen can be used to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for details v 1 0 posted 07 05 20
12. i o Vendor When selected the Vendor ID field displays as a required field v 1 0 posted 07 05 2014 Issue Reported By if Family Participant WIC staff Vendor Other Anonymous Vendor ID Yr vi2345 a o Other When selected the Reported By Other field displays as a required field Issue Reported By i amp Family Partidpant WIC Staff Vendor Other F Anonymous Reported By Other 1r o Anonymous When selected no other additional information is required Issue Reported By ir Family Participan WIC Staff Vendor Other t amp ie Anonymous e Issue Reported About o Family Participant When selected the Family ID field displays as a required field Issue Reported About Y Family Particpant WIC Staff Vendor Policy amp Procedure Other Location Family ID 1 Foo200000002 a o WIC Staff When selected the User ID field displays as a required field v 1 0 posted 07 05 2014 issue Reported About YF Family Particpant WIc Staff Vendor Policy amp Procedure Other Location User ID 1 qaneuman nal o Vendor When selected the Vendor ID field displays as a required field Issue Reported About iF Family Partidpant WIC Staff Vendor Policy amp Procedure Other F Location E Associate Wit
13. x Authorization Checklist f Application Received 4f Signed Agreement f Determine Peer Group We Schedule Training f Monitoring Visit Wf Training Completed f Price Survey Analysis or Fo f Inventory Survey Infant Formula Supplier Ver Issue Stamp f Authorization Packet r 50 Vendor Analysis f Geographic Area r Custom Step 3 r Custom Step 2 We Step 1 Training Events a o Ce nnn O E E a VEEE EEE TT E mc HEL i SaL 2 Under Vendor Banking Information complete the following e Enter the Bank Name e Enter the Account Number e Enter the Routing Number Bank Name if EAST COAST BANK Account Number iF 1239456 789 125456 78 Routing Number ir 93 7694521 v 1 0 posted 07 05 2014 3 Click OK The status message displays indicating the vendor bank information save was successful The screen refreshes and returns to the Vendor Authorization screen Vendor Authorization amp FRANK RIZZO F77 MAIN STREET MARKET Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 12345 MAIN STREET 55555 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE Pending PRAIRIE VILLAGE KS 66208 ne p Authorization Checklist Schedule Training se Monitoring Visit FRANK RIZZO 01 29 2013 f Signed Agreemen
14. Monitoring Visit Survey MAIN STREET MARKET 100 MAIN STREET Vendor ID T Store Type Retall OVERLAND PARK KS Statue n Paar Group 370 001 300 000 66210 annual sales or 6 cash regit Femi Pemi Number Contact Person s Contact Name Contact Phone Contact Email JANE DOE ER 919 555 5555 emalliitsamgle com Sunday Closed Monday 7 00 AM 10 00 PM Tuesday 7 00 AM 10 00 PM Wednesday 7 00 AM 10000 PM Thursday 7 00 AM 10 00 PM Friday 24 Hours Woner s Compensation soo o o Liy insurance No ee ee E Monitoring Visit Observations Store does not stock a full line of grocery Items including meat dairy produce and dry goods Observed questionable treatment of WIC participant or Improper processing of a WIC warrant E A Store was not lean and wel organized ae v 1 0 posted 07 05 2014 6 Once the document s have been printed close the PDF s You are returned to the Vendor Monitoring Visit screen Assume the monitoring visit occurred with the use of the printed document s the user has returned from the visit and that the results of the visit are being entered below 7 Under Vendor Monitoring Visit enter or select the Date of Visit 8 Select the Monitoring Visit Status from the drop down list Monitoring Visit Status Wr In Process Local agency staff will select the status of In Process The state will change the status once reviewed 9 U
15. Store s county sanitation permit number County Sanitation Permit Expiration date Do the scanners identify WIC foods yes No Name of the business as registered with the WW Tax Department Type of sales to include Gasoline Special Formula Household Products Breed Fresh Wegetebles Fruits Canned Vegetables Fruits Esef Poultry Pork Sandwich Meets Tofu U a U o O O a o Ee Rice Baby Foods Has the manager ever been convicted of a misdemeanor involving fraud theft or misused of state or federal funds or any felony yes f No Have the owners ever been disqualified suspended withdrawn or fined by the WIC program in North Carolina or any other state If yes xplein and give dates 21 Doone of the following e To save your progress click Save You are returned to the Vendor Management screen e To submit the application click Submit You are returned to the Vendor Management screen Application Status Pending Vendor ID N A Contract Period NjA Peer Group M A An application that has been submitted is assigned an Application Status of Pending Both the Vendor Application and the Price Survey must be completed and submitted before an application can be processed v 1 0 posted 07 05 2014 Task G Completing Price Surveys Complete the following steps to perform this task 1 Access the Vendor Portal Home screen State Department Vendor Management System Welcome to State Dep
16. Task A Creating Vendor Alerts ccccesecseseeeeeseeseceseseesesenseeeneeeessoesesenseneneeonsenes 3 25 Task B Editing Vendor Alerts ccccsseccsseesseeenseeeseseeseeeneseeseseneseaseeeneeonseseasenees 3 29 Task C Viewing Vendor Alerts c cccceccceeseseesceneeeeseeenseeeneseeseeenseonseneneeonseneaeenees 3 33 v 1 0 posted 07 05 2014 Task A Creating Vendor Alerts Complete the following steps to perform this task 1 Search for and access the desired vendor record S Vendor Folder NATHANIEL DOE fi CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value Contact 3330 CEDAR STREET 88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com M search B New Vendor Application History T Communication Operations Appeal Create Alert Disqualify Educational Buy Inventory Survey Event Type T Total Sanction Points 0 Unduplicated Participants Served 0 StartDate 12 18 2012 E EndDate 1 18 2013 E 1 11 2013 8 18 17 AM Training Notification 1 11 2013 8 15 49 AM icati Training Notification email was sent Subject Training Event From wic state com To sample email com 1 9 2013 2 22 48 PM Compliance Buy was created It is currently still open with a status of Open 1 9 2013 2 22 19 PM igati On going investigation opened on 1 9 2013
17. Task A Manage Risk Settings Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Analyze Vendors gt Analyze Risk The Vendor Risk Analysis screen displays Vendor Risk Analysis amp FRANK RIZZO Start Date ir End Date 17 12 30 2012 a 1 30 2013 a C wic only C Mead Johnson C Above 50 C Ross Abbott Labs C Commissary C Solus Products C Pharmacy C PEM Nutritionals Run Analysis Refresh List a Total Vendors 11 Vendors In Grid 0 0 of Vendors Exceed The High Risk Threshold 0 Vendors tems 0 C 25 001 75 000 annual sa i J Missouri C 75 001 300 000 annual s C 300 001 annual sales or i 2 Click Manage Risk Settings The Risk Settings screen displays m Ey a e Meee Low variance in price High WIC to SNAP ratio Ed o 1 2 R High WIC SNAF to total sales ratio Low variance compared to max allowable price HE in H Multiple participant complaints gt i High 3 at same price Hi a Count of sales outside service area High variance in formula price 5 co Hi High average in peer group Total sales outside service area un cI Lam High health risk redemption pa in a G High average compared to MAR Consecutive check numbers m a ha E He La Redeemed price higher than list price u
18. the Notifications scenario on page 5 1 for details v 1 0 posted 07 05 2014 e Invite a vendor to a specific training Select the Invite Vendor to Specific Training icon within the desired row to invite the vendor to a training session The Invite Vendor to Training screen displays Invite Vendor to Traini g Event Date Event Location Local Agency Authorization foo 1 30 2013 12 00 00 AM acme 22 Current Training Events Registered Invite Type Tithe Event Date Event Location Invite Cancel The Available Training grid displays the Type Title Event Date Event Location Local Agency and Capacity for all available training sessions The Current Training Events Registered Invited for Vendor grid displays the Type Title Event Date Event Location Local Agency and Status for all training sessions for which the vendor has already registered or been invited o Under Available Training select the Invite check box for the desired training event o Click Invite You are returned to the Vendor Training Compliance screen Congratulations You have successfully completed the Training Compliance process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 11 SETUP Define Peer Groups This scenario explains the process of setting peer group criteria defining peer groups and re evaluating vendors First you will select the criteria to be used to help determine vendor peer group assignment Onc
19. y As stated at the beginning of this scenario assume the monitoring visit has occurred and the user is now attempting to enter the results of the visit The Date of Visit defaults to the current system date 2 Select the Monitoring Visit Status 3 Within the Observations grid make appropriate selections for each area of observation as necessary Ep Select N A if the area is not applicable to the monitoring visit Select Yes if the vendor is non compliant Do not make a selection if the vendor is compliant 4 Select the staff member that performed the monitoring visit in Visit Performed By Click Save to save the information This enables access and editing at a later time v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 Task C Closing the Monitoring Visit Complete the following steps to perform this task 1 While still on the Vendor Monitoring Visit screen click Close The Close Monitoring Visit screen displays Close Monitoring Visit Monitoring Visit Assessment r Monitoring Visit Comments m Close Monitoring Visit Cancel If you do not have the necessary permissions to Close a monitoring visit click Ready for Assessment A task will be added to the Dashboard of the individual s with the necessary permissions prompting them to review and close the monitoring visit 2 Select a Monitoring Visit Assessment 3 Enter Monitoring Visit Comments if neces
20. 65s 96 00 v 1 0 posted 07 05 2014 7 Enter food instruments on hand during the visit by completing the following e Enter a valid food instrument number into the text box ao Can e Click Add FI The food instrument is added to the grid To delete a food instrument from the grid click the Delete button TE Click Scan Document to scan and associate a document to the selected vendor record v 1 0 posted 07 05 2014 8 Click Save A status message displays indicating success You are returned to the Inventory Audit screen and the grid is updated to display the results of the initial audit visit Inventory Audit amp FRANK RIZZO STEVE S DAIRY Vi Location endor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized Second Visit Date of Visit Select Food Category Select Food Subcategory C Bb C W Em Cheese in 8 or 16 oz Packages Pounds 2 89 Bread 100 Whole Wheat Ounces 3 19 ist Audit List 2nd Audit List Enter Invoice Review Redemption View High Redemption View Insufficient Inventory Close Inventory Audit 20031 HE TA At this point WIC staff will wait a period of time before visiting the vendor a second time to collect additional information Once the
21. Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Remove High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor 4 Vendor Authorization Training Events Vendor Training Events Schedule Training _ Enter Individual Food Item Price Create Training ER The Case Number Date Opened and Status of the investigation is displayed within the Investigation group box 2 Select the Compliance Buy Status 3 Select the Investigator 4 Enter or select the Compliance Buy Purchase Date Compliance Buy Status 17 Investigator 1T Compliance Buy Purchase Date Open sd Frank Rizzo 8 28 2012 5 Select the Enter Individual Food Item Price check box if applicable _ Enter Individual Food Item Price Selection of this check box enables the Actual Qty and Item Price fields for each food instrument listed within the Receipt Amount Entry grid v 1 0 posted 07 05 2014 6 Within the Receipt Amount Entry grid complete the following e Enter Actual Qty of each food item listed The Actual Qty field is enabled only if the Enter Individual Food Item Price check box is selected e Enter the Item Price j The Item Price field is enabled only if the Enter Individual Food Item Price check box is selected The Item Price is the amount the investigator observed when investigating the vendor i e shelf price 7 View
22. New Vendors e Breastfeeding women up to infant s 1st birthday e Nonbreastfeeding postpartum women up to 6 months after the birth of an infant EEEa s Atel ts lg leeelt is atone cele AU OAT aTe ol or after pregnancy ends e Infants up to 1st birthday WIC serves 53 percent of all infants born in the United States e Children up to their Sth birthday Sinn Sign Up Existing Vendors Benefits User Name Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement 2 Log into the Vendor Portal The Vendor Management screen displays State Department Welcome JOHN DOE s Help Vendor Management RIVERSIDE MARKET Shange Password System Vendor ID N A Home Vendor Application Price Survey Vendor Traning My Account Manage Account Users Vendor Management RIVERSIDE MARKET Application Status UnSubmitted g 300 RIVERSIDE MARKET Vendor ID N A A OVERLAND PARK Kansas 66210 Contract Period N A Peer Group N A Disdaimer All of the information is tentative uni confirmed by a WIC Staff Person Vendor Actions Vendor Appiication has not been submitted Please submit the apolica tion Peer Group assignment is required for price survey submissions Applications wil not be processed without a Price Survey Proceed to the Price Survey section in order to complete the apnlicetion submittal process Sat sA A gt TAL Vendor Price Survey Vendor My
23. Task B Viewing the Vendor Folder Complete the following steps to perform this task 1 View the Vendor Folder amp Vendor Folder amp NATHANIEL DOE A TRADER JOES 112 a Location Vendor ID Peer Group 300 001 annual sales or large chain store stores Contact M Search 928 WARD PARKWAY V32557 Local Agency LA2 Shenandoah Valley WIC Region 06 DICK BUKUSS KANSAS CITY MO 64114 Status Contract Period 10 1 2012 10 1 2015 816 969 6969 S New Vendor Applicatio Authorized BTCSC25 GMAIL COM History Communication Event Type ai sv Total Sanction Points 0 Unduplicated Participants Served 0 Operations StartDate 12 17 2012 E EndDate 1 17 2013 Appeal Create Alert Disqualify Educational Buy Dat ent lype Inventory Survey 1 11 2013 10 36 15 AM Inventory Audits Audit was created It is cu Monitoring Visit P 1 11 20138 14 11AM_ Communications Training Notification email was sent Subject Training Event From wic state com To BTCSC25 GMAIL COM Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization Training Events Vendor Training Events jE a Schedule Trainina ae 2 View the vendor banner TRADER JOES 112 Location Vendor ID Peer Group 300 001 annual sales or large chain store stores Contact 928 WARD PARKWAY V32557 Local Agency LA2 Shenandoah Valley WIC Region 06 DICK BUKUSS KANSAS CITY
24. Task E Assessing One or More Violations sccccceeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeneees 3 64 v 1 0 posted 07 05 2014 Task A Printing Monitoring Visit Document s Complete the following steps to perform this task 1 Search for and access the desired vendor record The Vendor Folder screen displays 2 From the Vendor Folder screen go to Quick Links gt Operations gt Monitoring Visit The Vendor Monitoring Visit screen displays Vendor Monitoring Visit amp FRANK RIZZO se STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized search 9 New Vendor Application History Appeal Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Remove High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization Failed to display posters indicating they are a WIC vendor Store does not stock a full line of grocery items induding meat dairy produce and dry goods Store does not display WIC shelf tags to identify WIC approved items Observed questionable treatment of WIC participant or improper processing of a WIC warrant Failed to maintain WIC Manual at
25. Use the Show TIP Indicator Show Calculation Name and Show Score check boxes to tailor the amount of information to be shown on the grid Drag and drop columns to modify the order in which columns are displayed and click Save Column Order to save your selections Click Assign Random Risk to identify additional vendors for audit if the initial analysis does not result in the necessary number of vendors to meet federal regulations 5 Click Save to save the results of the analysis A status message displays indicating success v 1 0 posted 07 05 2014 Task D Mark Vendors for Investigation Complete the following steps to perform this task 1 Check the Investigate check box for each vendor that is to be investigated Flagged High Risk d Under Investigation Save Column Order _ Show TIP Indicator 2 Show Calculation Name Show Score create Investigations Assign Random Risk Save l Cancel 2 Click Create Investigation A status message displays indicating success and the grid is updated to display your selections NEW VENDOR SEP WESTSIDE MARKET TRADER JOES 112 SAV ALOT 312 Congratulations You have successfully completed the Analyze Risk process v 1 0 posted 07 05 2014 Analyze Peer Groups This scenario explains the processes of conducting vendor peer group evaluations and re evaluations This process includes the following task s Task A Evaluating Peer Grou
26. 10 18 2012 10 18 2015 913 222 2222 Authorized Inventory Audit Status 77 First Visit Second Visit Date of Visit Visiting Staff Member Date of Visit Visiting Staff Member Opens Select Food Category Select Food Subcategory Ca C D E ER ast Audit Lt 2nd Audit List Enter Invoice Review Redemption View High Redemption View Insufficient Inventory Close Inventory Audi S joe v 1 0 posted 07 05 2014 e Compliance Buy Compliance Buy amp FRANK RIZZO STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 Authorized v 1 0 posted 07 05 2014 Task C Closing an Investigation Complete the following steps to perform this task 1 From the Investigation screen click Close Investigation The Investigation Summary screen displays g Investigation Summary O Ea Case Number Opened W33333 1 10 18 2012 Inventory Audit Completed Date Completed By 10 31 2012 bturner25 Violation Date Violation 10 31 2012 Verbal Abuse to WIC Staff Penalties Assessed Fined 500 00 Sanction Points 2 Warning Mandatory Training Inventory Audit Completed Date Completed By 12 7 2012 vliu4t0 Violation Date Violation 12 7 2012 Permanent Disqualif
27. 3 1 2013 P Re apply Date 6 1 2013 ris Appeal Exhausted Z Proposed Disqualification Date defaults to the current system date Re apply Date populates automatically when the Months of Disqualification value is entered Update this field as necessary v 1 0 posted 07 05 2014 7 To initiate the disqualification process click Approve Disqualification A status message displays indicating success You are returned to the Vendor Folder screen and the Vendor Event History grid is updated Vendor Folder amp NATHANIEL DOE B New Vendor Application Search History Communication E Operations Appeal Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization E Training Events Vendor Training Events Schedule Training Create Training WESTSIDE MARKET Location Vendor ID 951 SALLIE LANE V22255 LEAWOOD KS 66209 Status Authorized Peer Group 300 001 annual sales or large chain store stores Contact Local Agency LA1 Central WV WIC Region 02 HOWIE LONG Contract Period 11 16 2012 11 12 2014 816 555 2244 btcsc25 gmail com Total Sanction Points 0 Unduplicated Participants Served 0 End Date 1 21 2013 Fa event Type StartDate 12 21 2012 Ls Once the disqualification process beg
28. 4f Signed Agreement f Determine Peer Group We Schedule Training f Monitoring Visit f Training Completed f Price Survey Analysis or Foi W Inventory Survey ve Infant Formula Supplier Ver PEAPEPPEPPPPPPPPEPPEPPEPPPPDEEDPLPPEPPLLPLPPLLPLEPLEPLLEPEPPEPPEPLEPDED r Issue Stamp We Authorization Packet Hr Vendor Bank Information i 50 Vendor Analysis f Geographic Area Hr Custom Step 3 wim Custom Step 2 r Step 1 Training Events a Du 2 Enter or select the Finish Date 3 Enter a Comment if necessary 4 Click Save A status message displays indicating success You are returned to the Vendor Authorization screen and the Vendor Authorization Checklist is updated Vendor Authorization amp FRANK RIZZO MAIN STREET MARKET Location Application ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 6 Search 12345 MAIN STREET A602 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE B New Vendor Applicatio Pending PRAIRIE VILLAGE KS 66208 History Communication 4f Application Received FRANK RIZZO 01 29 2013 Operations 4f Signed Agreement FRANK RIZZO 01 29 2013 f Determine Peer Group FRANK RIZZO 01 29 2013 Authorization Checklist Schedule Training f Application Received 4f Monitoring Visit FRANK RIZZO 01 29 2013 4f Signed Agreement E 4 De
29. Family ID Foo200000001 a v 1 0 posted 07 05 2014 10 Under Issue Reported About select one of the following e Family Participant e Policy amp Procedure e WIC Staff e Other e Vendor e Location Issue Reported About Family Particdpant Policy amp Procedure E WIc Staff Other Vendor Vendor ID Location 11 Click Search The results of the search are displayed in the Customer Service Issue Search Result grid Issue Reported About Confidential Assigned To 9 14 2012 Resolved Anonymous Clinic Central WV WIC Program JOE CONTACT 9 25 2012 Open Family LINK M CHECK IMAGE Vendor PRICE CHOPPER 727 A520 RUPINDER ARORA F00 100000014 10 12 2012 In Progress Vendor BIRCH STREET MARKET A525 Vendor BIRCH STREET MARKET A525 N BRUCE TURNER Security Admin of CL2 Shenandoah Valley Medical System 11 30 2012 Open Other test Other test N STEVE HOMAN CPA of CL2 Shenandoah Valley Maci Cuctoem Page lof 218 Civil Rights customer service issues display in red text v 1 0 posted 07 05 2014 Task D Editing Customer Service Issues Complete the following steps to perform this task 1 While still on the Maintain Customer Service Issues screen click the Edit button to edit the selected issue in the Customer Service Issue Search Result grid The Create Customer Service Issue screen displays Issue ID ii ion Status Issue Reported By
30. LA1 Central WV WIC Region 02 From the Home screen go to Vendor gt Vendor Training gt Training Compliance The Vendor Training Compliance screen displays Vendor Training Compliance amp JOE CONTACT fp _ a z amp amp amp amp amp z z z z z z z z z amp amp amp amp amp z amp z z 4999999999999999 9999999994 v 1 0 posted 07 05 2014 2 Doone of the following e Notify a vendor select the Notify Vendor icon F4 within the desired row to send a training invitation notification to the vendor The Vendor Notifications screen displays Vendor Notifications amp FRANK RIZZO Vendor Communications Document Templates 77 Page 1of2 Goto Page 1 nave Invitation To Training x Message Email Subject 77 _ as Sent By Email 77 a tt The Kansas Department of sm ana Health and Environment Sam Brownback Governor Robert Moser MD Secretary l Curtis State Office Building 1000 SW Jackson Topeka Kansas 66612 Department of Health Phone 785 296 1500 Fax 785 368 6368 Email info kdheks gov and Environment INVITATION TO TRAINING MAIN STREET MARKET HELS Online Version 0 50 196 14605 20005 Mission MISSION CLINIC 513 AB 0 Attachments Print Export Labels print Cancel The Vendor Notifications screen can be used to email or print notifications as needed Refer to
31. The Kansas Department of Health and Environment Sam Brownback Governor Robert Moser MD Secretary Curtis State Office Building 1000 SW Jackson Topeka Kansas 66612 Department of Health Phone 785 296 1500 Fax 785 368 6368 Email info kdheks gov and Environment PEER GROUP ASSIGNMENT TEMPLATE MAIN STREET MARKET ers Fees l Prit Cancel The Vendor Notifications screen can be used to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for details v 1 0 posted 07 05 2014 Task C Scheduling Training Complete the following steps to perform this task 1 Go to Quick Links gt Vendor Authorization gt Schedule Training The Vendor Authorization Schedule Training screen displays Crossroads WIC Vendor Authorization Training Schedule amp Ryan Buysse MAIN STREET MARKET Location Application ID Peer Group Medium Sales Large Contact 100 MAIN STREET A511 Local Agency LA5 Kansas City Area JANE DOE OVERLAND PARK KS 66210 Status 913 555 5555 Pending sample email com 6 Search B New Vendor Application S History fe Communication Training Date Title Start Time End Time Location Description Seats Available 2 25 2013 Vendor Authorization Spring Session 1 09 00 00 11 00 00 Brighton Street Offices Room 2A Vendor authoriization training for managers and store staff 16 P 3 1 2013 Vendor Au
32. The system is designed so that you can record the results of one or both of these actions within a single investigation However only one action of each type can be ongoing at a time An inventory audit is one of two investigation actions initiated as a result of completing an investigation The inventory audit process consists of several phases A separate screen exists for each phase of the process listed below Identifying the food item s to be audited SS S Entering audit information obtained at the start of the audit period SCS KS Entering audit information obtained at the end of the audit period 2 Determining if over redemption and or periods of low inventory occurred For this task assume an investigation is in progress and an inventory audit was selected as the investigation action A compliance buy is one of two investigation actions initiated as a result of completing an investigation Redeemed compliance buy food instruments Fls are associated to the redeeming vendor automatically through the nightly batch process but for the FIs to be viewed via the application a compliance buy investigation action must exist for the vendor with a status other than closed If no compliance buy FIs have been redeemed for the vendor no FI data is displayed on the Compliance Buy screen For this task assume an investigation is in progress and a compliance buy was selected as the investigation action Thi
33. Vendor Training gt Training History The Vendor Training History screen displays Vendor Training History amp Frank Rizzo Training Event Date Range Vendor WIC ID Vendor Name Local Agency Training Type Trainer Status Start Date End Date M Lz l z w 7 1 2012 za 9 1 2012 a Corporation 2 Enter or select the Start Date 3 Enter or select the End Date 4 Enter the Vendor WIC ID 5 Enter the Vendor Name 6 Enter or select the Local Agency 7 Enter or select the Training Type 8 Enter or select the Trainer 9 Enter or select the Status 10 Enter or select the Corporation Sete done C aaa Search Clear Criteria 11 Click Search The Vendor Training History Search Result grid displays the results of the search 08 13 2012 New Member Training Authorization Charlie Clerk _ V24689 JOE S MARKETPLACE Shenandoah Valley WIC Region 06 _ 08 22 2012 Authorization Training Authorization Frank Rizzo v98765 MAIN STREET MARKET Shenandoah Valley WIC Region 06 The Vendor Training History Search Result grid displays the Event Date Event Title Event Type Trainer Vendor ID Vendor Name Vendor Local Agency Vendor Corporation and Status for all training events matching the search criteria Use this grid to review event details v 1 0 posted 07 05 2014 Congratulations You have successfully completed the Training History process v 1 0 posted 07 05 2014
34. f Geographic Area r Custom Step 3 r Custom Step 2 we Step 1 Training Events v 1 0 posted 07 05 2014 2 Click New The Vendor Inventory Survey screen displays Vendor Inventory Survey amp Frank Rizzo MAIN STREET MARKET Location 100 MAIN STREET Application ID A503 Peer Group 75 001 300 000 annual sales or 6 cash regist Contact JANE DOE OVERLAND PARK KS 66210 7 P 913 555 5555 o o Status Pending Local Agency LA2 Shenandoah Valley WIC Region 06 ee ke Minimum Inventory Survey Information Survey Date 17 Survey Time 77 Survey Status 17 Survey Performed By 77 This is an authorization related survey 8 22 2012 8 00am In Progress i tal Items ems ZA a category OOOO OOOO subcategory vt dag amum Comments 10 o Ci Breads Whole Grains Bread 100 Whole Grain Ounces Milk Whole Whole Milk Gallons Milk Low fat 2 Milk Gallons Cheese or Tofu Cheese in 8 or 16 oz Packages Pounds Eggs Fresh eggs in Dozen Cartons Dozen Juice 48 46 48 oz Liquid Juice Containers 10 Scan Document save Cancel Complete 3 Under Minimum Inventory Survey Information complete the following e Enter or select the Survey Date e Enter or select Survey Time e Enter or select the Survey Status e Enter or select the Survey Performed By e Select or unselect the This is an authorization related survey check box as necessary Minimum Inv
35. v 1 0 posted 07 05 2014 e Click the Next and Previous buttons 4 to advance and retreat the calendar a month at a time The screen and the mini calendar are refreshed to display the selection e Click the name of the month to display the Months drop down Click the year to display the Years drop down then select the desired year or 1 2010 2019 gt TR oe 210 2011 EJ Mo Tu We 3 10 2014 2315 716 AEF e Once the desired year is selected select the desired month The screen and the mini calendar are refreshed to display the selected calendar month I Navigation April 2013 Mo Tu We Th Fr Sa Su 3 Under View Filters select options as necessary to filter the main calendar The main calendar s are refreshed to display the selected option s View Filters _ Crossroads WIC Fa JOHNSON COUNTY HEALTH DEFT C Central WV WIC Region 02 _ Shenandoah Valley WIC Region 06 _ Marion County WIC Region 03 _ Local Agency 4 _ Local Agency 5 _ EASLEY _ BROWN COUNTY WIC PROGRA v 1 0 posted 07 05 2014 Vendor Training Calendar amp FRANK RIZZO EE ll i aviation JO a January 2013 4 January 2013 gt Su Mo Tu We Th Fr Sa Quick Links Vendor Training Event Vendor Training Event Search 4 Click Month to display a monthly view of the main calendar The screen refreshes to display the selected view The screen defaults to the Month vie
36. 05 2014 Pictures of application screens are included within each training scenario to help familiarize you with the screens Data displayed in the pictures is intended for illustrative purposes only and does not represent live data During classroom training use the data supplied by the instructor Outside of classroom training enter the appropriate data as necessary to complete the task at hand Callout boxes help you find specific types of information quickly The callout boxes are displayed and defined below Notes The notepad and pencil icon displays to the left of paragraphs that provide additional and usually more detailed information about the application Sometimes the notes give you additional information about the screen you re working with and sometimes the notes inform you where to find additional information elsewhere Either way it is well worth your time to watch for these helpful icons Using This Manual This manual can be used as a training manual during instructor led classroom training or as a reference guide once training is concluded Use the table of contents TOC to locate a training scenario Once you ve located a specific training scenario review the Overview section at a minimum to find out important details surrounding the scenario such as the starting point type of data needed and a summary of the Task s to be completed in the overall process You can follow the associated Steps for more detail a
37. 07 05 2014 v 1 0 posted 07 05 2014 6 PRICE SURVEYS Price Surveys This scenario explains the process of searching for and viewing vendor price surveys This process includes the following task s Task A Searching for Price SUIVeyYS cccscsccsesesceeeeceseecenseseaneeeeseesensesensesonneseens 6 2 v 1 0 posted 07 05 2014 Task A Searching for Price Surveys Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Price Surveys The Search Price Surveys screen displays Search Price Surveys amp FRANK RIZZO Price Survey Price Survey Status i Days Since Vendor Last Analyzed Days Since Last Submittal Vendor Authorization Status Curent o a f e Authorized To Survey Date Peer Group Store Type 2 Under Price Survey Search enter search criteria as follows e Under Price Survey enter or select the o Price Survey Status o From Effective Date o To Effective Date o From Survey Date o To Survey Date e Under Vendor enter or select the o Vendor ID o Days Since Vendor Last Analyzed o Days Since Last Submittal o Vendor Authorization Status o Local Agency o Peer Group o Store Type v 1 0 posted 07 05 2014 3 Click Search The screen refreshes and displays results in the Search Results grid Search Price Surveys FRANK RIZZO a fi wt PIGGLY WIGGLY QUIK STOP 211 SAV A LOT 312 TEDS GROCERS TEST VENDOR APP TRADER JOES 112 UPSIDE
38. 2 89 Bread 100 Whole Wheat Ounces 3 19 Enter Invoice Review Redemption View Insufficient Inventory Close Inventory Audit v 1 0 posted 07 05 2014 Task I Viewing Insufficient Inventory Results Complete the following steps to perform this task 1 While still on the Inventory Audit screen click View Insufficient Inventory The Insufficient Inventory Calculation Result screen displays indicating insufficient inventory data or no insufficient inventory data e Insufficient inventory data 8 30 2012 12 00 00 AM 46 48 oz Liquid Juice In the example above two rows of information are displayed The first row is associated to the first audit visit and the second row Is associated to the second audit visit e No insufficient inventory data No insufficient inventory occurred during the audit period v 1 0 posted 07 05 2014 2 View the screen then click Cancel You are returned to the Inventory Audit screen Inventory Audit amp FRANK RIZZO STEVE S DAIRY Location Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 ail Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized Second Visit Date of Visit Visiting Date of Visit 1 28 2013 1 29 2013 Fe ee gt Cheese in 8 or 16 0zPackages Pounds 2 89 0 0 12 00 X Bread 100 Whole Wheat Ounces 3 19 z 0 0 17 00
39. 2014 4 Click Register to register for a training event The screen refreshes and displays the event within the Registered WIC Training Events grid Welcome DAVID JOHNSON Help RIVERSIDE MARKET Change Password Vendor ID N A Logout Vendor Application Price Survey Vendor Traning MyAccount Manage Account Users Vendor Training Upcoming Open WIC Training Events New Vendor Training 10 29 2012 Main WIC Office New Vendor Training 11 6 2012 Westside WIC Office Registered WIC Training Events New Vendor Training 11 1 2012 Main WIC Office Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement v 1 0 posted 07 05 2014 5 Click Update Attendance to update the list of individuals selected to attend the event or to cancel the registration The Training Event screen displays Welcome DAVID JOHNSON Help RIVERSIDE MARKET Change Password Vendor ID N A Logout Vendor Application Price Survey Vendor Traning MyAccount Manage Account Users Training Event New Vendor Training Training for new vendors Attendees Add Attendee Training Type mae fe die mat rs Date Thursday November 01 2012 1 00 PM 2 00 PM Location Main WIC Office Directions Cancel Training Event Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement The Training Eve
40. 2014 Define Food Baskets This scenario explains the process of defining food baskets A food basket consists of a user selected collection of food items The purpose of the food basket is to compare the cost savings or deficits that is incurred as a result of buying the same basket of food items at one vendor compared to that of another vendor or set of vendors This process includes the following task s Task A Defining a Food Basket nannnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnnm 11 14 v 1 0 posted 07 05 2014 Task A Defining a Food Basket Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Setup gt Define Food Baskets The Define Food Baskets screen displays Define Food Baskets amp FRANK RIZZO Total teme Start Date Active Created By Last Modified By 9 17 2012 Yes bturner25 bturner25 10 2 2012 Yes bturner25 bturner25 10 9 2012 Yes vendormanager vendormanager Upon initial display of the screen the Food Basket Management grid displays a list of active food baskets Select Show All to view the list of both active and inactive food baskets To edit an existing Food Basket click the Edit button The Food Basket Details screen displays Edit the information on the screen as needed and click Save To delete a Food Basket click the Delete button v 1 0 posted 07 05 2014 2 Click Add Food Basket The Food Basket Details scr
41. 51 51 AM 2012_1102a_TIP csv i 11 2 2012 11 04 20 AM 11 2 2012 2 50 52 PM 11 2 2012 4 43 54 PM i 11 2 2012 4 44 17 PM 2012_11_05_TIP csv i 11 5 2012 8 21 16 AM 2012_11_05aTIP csv i 11 5 2012 9 20 22 AM 2012_11_05bTIP csv i 11 5 2012 10 00 29 AM 2012_11_05cTIP csv i 11 5 2012 11 19 31 AM 2012_11_05d_TIP csv i 11 5 2012 1 15 50 PM nN 6 TIP rss i IF A 38 06 AM PD 2 Enter the Fiscal Year 3 Click Generate The screen refreshes and displays the new fiscal year in the TIP Report Results grid The Generated Date will reflect the current system date and time v 1 0 posted 07 05 2014 Task B Uploading or Downloading a TIP Report Complete the following steps to perform this task 1 While still on the Vendor TIP Report screen select the row of the report generated by clicking on the row Vendor TIP Report amp FRANK RIZZO 7 Generate Vendor TIP Report o_O A Federal Fiscal Year 17 2013 Generate 2012_1119 csv 2012_1119aTIP csv 2012_1120_TIP csv 2012_11_29 TIP csv 2012_12 11 TIP csv 2012_12_ 11a TIP csv 2012_12_11a_TIP csv 2012_12_ 11a _TIP csv 2012_12_11b TIP csv 2012_12_17_TIP csv 2012_12_17_TIP csv 2012_12_ 17 _TIP csv 2012_12_19 TIP csv 2012_12_ 19 TIP csv _TIP csv 2012m_TIP csv 2013_TIP csv 2012a_TIP csv 2012_9_TIP csv 2012_9a_TIP csv 2013c_TIP csv 11 19 2012 1 07 56 PM 11 19 2012 2 41 26 PM 11 20 2012 10 25 44 AM 11 29 2012 8 04 56 AM 12 11 2012 10 04 15 AM 12 11 2012 10 28 2
42. Account Manage Change Application Training Account Users Password Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement v 1 0 posted 07 05 2014 3 Click Vendor Application The Vendor Application screen displays State Department Welcome JOHN DOE Help Vendor Management RIVERSIDE MARKET Change Password Vendor ID N A Home Vendor Application Price Survey Vendor Traning My Account Manage Account Users System Vendor Application Vendor Information Store Name sr i Iv RIVERSIDE MARKET ra oe ene aa Monday L Iv E SNAP ID State Tax ID Federal Tax ID 998877 Tuesday gt Iv E Store Type Ownership Type Wednesday to m E Retail v v Thursday l to Iv Li Friday to Iv E Physical Address Mailing Address Sisy x Vv Sunday to Iv O Annualized Sales ZIP Code City States County ERTAN DA C Actual Total SNAP Sales Total Food Sales Sales Year 56210 ERLAND PARK KS JOHNSON lt TO Projected hs Phone Fax 913 555 5555 Number of Registers Grocery Square Footage Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement Enter the State Tax ID Enter the Federal Tax ID Enter or select the Ownership Type p Ope e Click the Mailing Address tab to verify mailing information Physical Address Mailing Address M Ts Mailing Address th
43. Any Amount Any Value Any Value ue Amoun 13 50 WIC Sales Any Value 2 Sales Volume 25 001 75 000 6 Square Footage Any Amount 10 Participants Served Any Amount fa atab l 2 2 fav ot ert fn Chee fart Faem a a The Define Peer Groups screen can be used to set peer group criteria and define peer groups Refer to the Setup scenario on page 11 1 for details Vendor Notifications amp FRANK RIZZO P7 Authorized 13 JOHNS 1 Message Email Subject 17 3 J LA1 Central C 25 00 C LA2 Shenandoah Valley C 75 001 300 000 annual sz i C LA3 Marion County WIC C 300 001 annual sales or lz Sent By Email 1 CI LA4 Local Agency 4 _ Free Standing Pharmacy Sttelevel i LAS Local Agency 5 C New PG Any Value C LA6 EASLEY O test 555 C La7 BROWN county w 2l Preview Print Export Labels Export Email Print v 1 0 posted 07 05 2014 The Vendor Notifications screen can be used to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for details Congratulations You have successfully completed the Analyze Peer Groups process v 1 0 posted 07 05 2014 8 COMPLIANCE BUY Generate Instruments This scenario explains the process of generating compliance buy food instruments Although previously defined data can be used to generate compliance buy food instruments assume new data will be added as necessary to complete the proc
44. Assessing One or More Violations ccccssecccccssececcesseeeceseeeceaeseesseuseeeseeseeesseseeeees 3 64 Quick Links Operations Open Investigation ccscccsssssseeeesesesseeeeeeeeeeenes 3 68 Task A Initiating an Investigation ccccceeececceeseecceseeeceeececseuseeeseuseeessaeeesseeeeenseseeessseeeess 3 69 v 1 0 posted 07 05 2014 Task B Recording Investigation ACOS eisirean ae veneincctavadnauayeteettannehts 3 71 TaK C Glosng ah Mes toatio pee enn Cerny ncn E eR 3 73 Task D Identifying Food Items to be AUGICC sa2 cteaseciccnetiectanetcicencentt waltsbuentestaveltsbancedealedl 3 74 Task E Entering Initial Adit IN OrmaAtOI srasscinsriscinuern cas vanceo oe dcnatecevt caqetss Ladd engsdeedeeatecesacces 3 76 Task F Entering Ending Audit Information cccccccceeeceeeeseeeeceeeeeeeeeceeeeseaeeeeeseseaeeeeeesaaaeeeees 3 80 Task G Recording Product Invoices ssc ccccessor Geta o a kees anc Sah evente uate Scccbeoeeeesdec tiewsete Sn hide 3 83 Task Fi REVIEWING RedemptioiM eves ceesicecenctessaboed ets sasders bata vedsodeveaatondedsdawascabadevevanleecereieieneonss 3 86 Task I Viewing Insufficient Inventory Results ccccccceeececceseeecceeeeeessaeeesseseeeseseesssaeeeeees 3 88 Taskd Closingvain INVENiOry AUR ssi os ccca2 nic ag aanne copie sas a E a aE 3 90 Task K Entering Receipt Amount Information ssiiticsirstnetaw idee sdediant evdniueidenaiurtaen rsveedcreavberlolavedes 3 92 Ta
45. B New Vendor Application History Monitoring visitstatus t O Operations Appeal Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Remove High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor AZ Vendor Authorization Failed to display posters indicating they are a WIC vendor Store does not stock a full line of grocery items induding meat dairy produce and dry goods Store does not display WIC shelf tags to identify WIC approved items Observed questionable treatment of WIC participant or improper processing of a WIC warrant Failed to maintain WIC Manual at registers Store was not dean and well organized Items on shelves were not within manufacturers sell by dates o o o o o o zZ o a a o o m o Perishable items were not stored under proper conditions and temperatures Training Events Vendor Training Events Schedule Training Create Training v 1 0 posted 07 05 2014 3 Complete the screen and document violations g g i J 4 i al Failed to display posters indicating they are a WIC vendor Store does not stock a full line of grocery items induding meat dairy produce and dry goods Store does not display WIC shelf tags to identify WIC approved items served questionable treatment of WIC partidpant or improper processing of a WIC warrant Failed to maintain WIC Manual at regi
46. CORNER GROCERY Local Agency 9 24 2012 9 21 2012 10 8 2012 9 24 2012 9 25 2012 10 31 2012 Days Since Vendor Last Analyzed Days Since Last Submittal Vendor Authorization Status COo JS Ooo S O f ids Peer Group Store Type 75 001 300 000 annual sales or 6 cash registers 75 001 300 000 annual sales or 6 cash registers Free Standing Pharmacy 300 001 annual sales or large chain store stores New PG Any Value 2 000 25 000 annual sales or 0 2 cash registers 300 001 annual sales or large chain store stores Free Standing Pharmacy 300 001 annual sales or large chain store stores 300 001 annual sales or large chain store stores LARGE LEWIS CORPORATION BANNISTER GROUP CORP BIG WIG CORPORATION LARGE LEWIS CORPORATION The Search Results grid displays the Vendor Name Vendor ID Store Type Status Effective Date Survey Date Peer Group Corporate Parent and Days Since Vendor Last Analyzed for all price surveys matching the search criteria Click the appropriate View button to view the price survey or food basket analysis Refer to the Quick Links Vendor Authorization scenario on page 3 108 for information about the Price Survey and Food Basket Analysis screens Congratulations You have successfully completed the Price Surveys process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 7 ANALYZE VENDORS Analyze Risk This scenario explains the processes associated with vendor risk analysis You wi
47. City Enter or select the State Enter or select the County Enter the Email Address Enter the Phone Number First Name 1 SALLY 34 RED ROBIN ROAD ZIP Code State County City sean OVERLANDPARK Email Address Phone Number ir 913 555 5555 CoE 10 Click Save The screen refreshes and the Owners grid is updated P Fad SALLY SMITH 60 34 RED ROBIN ROAD OVE 915 555 5555 P gt JAMES ROBERTSON 40 626 GREENBRIAR ROAD C 915 555 5555 v 1 0 posted 07 05 2014 Total Percent Owned is updated as owners are added to the grid Add additional owners as necessary to equal 100 owned 11 Under Hours of Operation do one of the following e Select the 24 Hours check box to indicate the vendor is open 24 hours a day if applicable e Enter or select a start and end time for Monday Click the icon O next to Monday to set all days equal to Monday e Enter or select start and end times for each day of the week individually as needed Hours of Operation ir VJ 24Hours Closed ip Monday a 10 00PM C LJ LI Tuesday Wednesday Thursday a 10 00 PM Friday Saturday Sunday Checking the 24 Hours check box indicates that a store is open 24 hours a day every day Individual days can be unselected and then operating hours can be defined as necessary Select the Closed check box for each day of the week the vendor is closed 12 Within the Annualized Sales group box complete on
48. JOHNDOE 12345 MAIN STREET OVE 913 555 5555 WIC and You 12345 MAIN STREET OVEF 555 555 5555 jdoe gmail com i Location 17 Other Location 17 ca OR StRegis Hotel s s sS Event Level i Directions State Local Invitation Type Invite Only Open Capacity 7 Overbooking Capacity 77 25 10 Event Trainer 17 Acme coyote Cid Event Owner 17 Ci Training Type 77 Annual Training D Attendance Confirmation Notify Vendors Print Roster Scan Attachment View Attachment Save Cancel For information on creating vendor training events refer to the Vendor Training scenario on page 10 1 v 1 0 posted 07 05 2014 4 Select a training session in the Upcoming Vendor Authorization Training Sessions grid and click Add Vendor To Selected Event The Add Attendees to Vendor Training screen displays Crossroads WIC Add Attendees to Vendor Training amp Ryan Buysse MAIN STREET MARKET i Location Application ID Peer Group Medium Sales Large 100 MAIN STREET Contact A511 Local Agency LA5 Kansas City Area JANE DOE e OVERLAND PARK KS 66210 Status 913 555 5555 Pending sample email com Add your attendees below Up to 3 5 Under Attendees or leave them TBD enter the First Name Last Name Telephone and E mail Address for up to three attendees v 1 0 posted 07 05 2014 6 Click Save The Open Vendor Training Schedule screen
49. MO 64114 Status Contract Period 10 1 2012 10 1 2015 816 969 6969 Authorized BTCSC25 GMAIL COM The vendor banner displays a variety of information about the selected vendor v 1 0 posted 07 05 2014 3 View the list of Quick Links Search Dan plicatio Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor z SI Training Events Vendor Training Events Schedule Trainina 4 View the Vendor Event History Event Type wo Total Sanction Points 0 Unduplicated Participants Served 0 StartDate 12 17 2012 ss EndDate 1 17 2013 P 1 11 2013 8 14 11 AM Communications Training Notification email was sent Subject Training Event From wic state com To BTCSC25 GMAIL COM v 1 0 posted 07 05 2014 5 Filter the Vendor Event History grid by doing the following e Enter or select the Event Type e Enter or select the Start Date e Enter or select the End Date Event Type Communications Total Sanction Points 0 Unduplicated Participants Served 0 StartDate 12 17 2012 EndDate 1 17 2013 A Total Sanction Points and Unduplicated Participants Served is view only and is updated based on the filter criteria selected v 1 0 posted 07 05 2014 7 To access a previously created event click the View button within the Vendor Event History gr
50. OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE 9 New Vendor Applicatioi Pending PRAIRIE VILLAGE KS 66208 History Communication 4f Application Received FRANK RIZZO 01 29 2013 Operations v Signed Agreement FRANK RIZZO 01 29 2013 f Determine Peer Group FRANK RIZZO 01 29 2013 t Authorization Checklist Schedule Training peanya Received Monitoring Visit Signed Agreement as f Determine Peer Group Training Completed We Schedule Training Price Survey Analysis or Food Basket Analysis r Monitoring Visit r Training Completed ka Inventory Survey FRANK RIZZO 01 29 2013 We Price Survey Analysis or Foc r Infant Formula Supplier Verified r Inventory Survey r Infant Formula Supplier Veri fr Issue Stamp We Issue Stamp w Authorization Packet We Authorization Packet R dr Vendor Bark information wW Vendor Bank Information We 50 Vendor Analysis fr 50 Vendor Analysis f Geographic Area i r Custom Step 3 f Geographic Area FRANK RIZZO 01 29 2013 Hr Custom Step 2 r Custom Step 3 r Step 1 Ar Custom Step 2 Training Events a P Document View Documents Approve Suggest Authoriza tior a Deny Withdraw Vendor Folder l Cancel v 1 0 posted 07 05 2014 e f you did select the Notify Vendor check box the Vendor Notifications screen displays Vendor Notifications amp FRANK RIZZO Vendor Communications Document Templates 17 Message Email Subject Lo
51. OVERLAND PARK KS 66212 Status 913 222 2222 9 New Vendor Applicatio Pending SHOMAN CSC COM History ie Communication 4f Application Received DG1DG1 09 12 2012 4f Signed Agreement BRUCE TURNER 12 20 2012 f Determine Peer Group Ar Schedule Training Operations Authorization Checklist w Application Received Monitoring Visit Signed Agreement ae We Determine Peer Group Training Completed r Schedule Training r Price Survey Analysis or Food Basket Analysis t Monitoring Visit k Training Completed 4f Inventory Survey Alfred Neuman 10 10 2012 Hr Price Survey Analysis or For Infant Formula Supplier Verified Inventory Survey ft Infant Formula Supplier Ver Issue Stamp BRUCE TURNER 09 25 2012 w Issue Stamp Authorization Packet We Authorization Packet Hr Vendor Bank Information Vendor Bank Information We 50 Vendor Analysis w 50 Vendor Analysis We Geographic Area i t Custom Step 3 Geographic Area whe Os nbam Chan 2 BE TAB CJ _ 2 Once the Vendor Folder displays authorize online applications the same as applications entered via the system Congratulations You have successfully completed the Search Vendor process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 3 NEW VENDOR New Vendor The vendor management functional area supports the management of the retail vendor aspect of the WIC program It tracks the vendor authorization process captures
52. OWNER 917 555 5555 User Name jdoe Password Confirm password Security Question What is your Mother s maiden name Security Question Answer JOHNSON v 1 0 posted 07 05 2014 21 Click Register The Vendor Application screen displays State Department Welcome JOHN DOE Help Vendor Management RIVERSIDE MARKET Change Password N System Vendor ID N A v 1 0 posted 07 05 2014 Home Vendor Application Price Survey Vendor Traning My Account Manage Account Users Vendor Application Store Namevr RIVERSIDE MARKET Ta Maius SNAP ID State Tax ID Federal Tax ID eae a i4 998877 Tuesday i E S iv 0 y Iv El EE v iv E Ee Iv 0 Physical Address Mailing Address Vv r E y Iv z 300 RIVERSIDE MARKET Annualized Sales ZIP Code City State County merry CB oo Actual Total SNAP Sales Total Food Sales Sales Year Projected 0 00 0 00 Phone Fax 913 555 5555 Number of Registers Grocery Square Footage 2011 State Department WIC Services All Rights Reserved rivacy Policy Terms of Use Non Discrimination Statement At this point the online user account has been created v 1 0 posted 07 05 2014 Task B Logging into the Vendor Portal Complete the following steps to perform this task 1 Access the Vendor Portal Home screen State Department Vendor Management System Welcome to State Department Vendor Management System
53. Peer Groups screen displays Define Peer Groups m FRANK RIZZO a Create New Peer Group Coo 2 Sales Volume 2 000 25 000 tail Any Area Peer Group Maintenance Criteria Settings 6 Square Footage 8 WIC Enabled Scanners Any Amount Any Value 12 Population Center 10 Participants Served Any Amount Any Amount 2 Sales Volume 25 001 75 000 5 WIC Sales 6 Square Footage 8 WIC Enabled Scanners Any Amount Any Amount Any Value 9 Recently Authorized 10 Participants Served 12 Population Center Any Value Any Amount Any Any Amount 13 50 WIC Sales Any Value Vendors Assigned 10 ao atomel m 2 2 Prd ote T n for ra Foo far ro bse a Above 50 Large Peer Group Maintenance Peer Group Settings v 1 0 posted 07 05 2014 3 Click Create New The Peer Group screen displays The name you entered for the peer group during the previous step becomes part of the screen name For example if you entered Above 50 Large as the name the screen name would then be displayed as Peer Group Above 50 Large v 1 0 posted 07 05 2014 Each peer group criteria selected during Task A is displayed on this screen and can be refined For example in the screen clip above Sales Volume was selected during the task of setting peer group criteria This criterion can be further refined by defining a minimum and maximum sales volume range In so
54. Training Create Reminder Alert Save Cancel At this point it would be necessary for WIC staff to visit the selected vendor and to collect initial audit information Once collected continue to Task B Entering Initial Audit Information Click Create Reminder Alert to create an alert to remind staff to review an open investigation v 1 0 posted 07 05 2014 Task E Entering Initial Audit Information Complete the following steps to perform this task 1 Search for and access the desired vendor record The Vendor Folder screen displays Vendor Folder amp FRANK RIZZO eB STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized Event Type T Total Sanction Points 2 Unduplicated Participants Served 0 StartDate 12 28 2012 s8 EndDate 1 28 2013 E Create Alert Disqualify Educational Buy Inventory Survey 8 G Buy was c Itis currently still open with a sol Monitoring Visit P 1 28 2013 3 21 26 PM Inventory Audit was created It is po A still open with a status of Open Notify Vendor m aaah Investigation P 1 28 2013 3 21 16 PM On going investigation opened on 1 28 2013 Compliance Investigation Done Price Surveys P 1 28 2013 2 54 57 PM icati Monitoring V
55. Vendor PIGGLY WIGGLY 12 13 2012 Vendor Monitoring Visit 47 2013 Vendor Monitoring Visit Vendor QUIK STOP 211 1 7 2013 V12311 is due for a monitoring visit Vendor Monitoring Visit Vendor STEVE S DAIRY 1 28 2013 V33333 has a monitoring visit ready for assessment Investigation Duration Maximum Exceeded Vendor V24682 hashadan 1 28 2013 oveshnanhon nanen tor f ee F F FF F Only staff with the necessary permissions can process tasks such as vendor reauthorizations from the Task Stats option 2 Under Filter Tasks select one or more options to filter the items in the Task List grid The grid refreshes and displays tasks matching the selected criteria Filter Tasks Priority _ Task Status Task Types Mine Onl Vendor Portal Aci al nn acti 3 View the Task List grid and select a task that indicates an application has been submitted for reauthorization 4 Click the View button of the current selected task The screen that displays varies by Task Type v 1 0 posted 07 05 2014 Task C Using the Vendor Authorization Checklist Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Search Vendor The Vendor Search screen displays Vendor Search amp FRANK RIZZO JOHNSON C 1 900 25 000 annual sz J LA1 Central _ 25 001 75 000 annual sa C LA2 Shenandoah Valley C 75 001 300 000 annual s C LA3 Marion ty WIC C 300 001 annual s
56. WELLINGTON Corporate ABC FOODS 100 S HUMPHREY Fais to maintain minimum stoc 12 Months Charges the WIC Program for 1 Months Notice of Adverse Action 4 5 2012 Monthly Average Sales 0 00 10 of Monthly Average Sales 0 00 Length of Disqualification in Months 12 Suggested Maximum Penalty 0 00 Date WIC Staff Amount Assessed 4 6 2012 tan 0 00 Comments C notify vendor save cance 4 The system will set a CMP based on redemption history Click Save to assess the CMP The WIC staff can override the system suggested monitory penalties if the violations were state defined Congratulations You have successfully completed the Quick Links Operations Disqualify process v 1 0 posted 07 05 2014 Quick Links Operations Educational Buy This scenario explains the process of printing educational buy food instruments This process includes the following task s Task A Adding a Fictional PartiCipant cccccesseeseeseeeeeeeeeneeeeneeeeaeeeeeneeeeaeeneneeees 3 46 Task B Selecting the Food Packages to be Generated csccceeeeeeeeeeeeeeenees 3 49 Task C TS SUG an UG A si seca cress naaa aE aAa 3 51 Task D Generating Food Instrument ccceseeseseeceeseeceneseeneeeenseeenseseeneeseneenes 3 52 v 1 0 posted 07 05 2014 Task A Adding a Fictional Participant Complete the following steps to perform this task 1 Search for and access the desired ven
57. WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement v 1 0 posted 07 05 2014 3 Click My Account The My Account Information screen displays State Department Welcome JOHN DOE Help RIVERSIDE MARKET Change Password Vendor Management Vendor ID N A System Home Vendor Application Price Survey Vendor Traning My Account Manage Account Users My Account Information Use the form below to edit vendor account information Store Information Account Contact Information Store Name lV Is Primary Contact IVERSIDE MARKET First re T SNAPID Phone JOHN DOE 298877 913 555 5555 Title Address OWNER 913 555 5555 200 RIVERSIDE MARKET Emi address SAMPLE EMAILC OM ZIP Codes City States County Security Question What is your Mother s maiden name v 66210 OVERLAND PARK KS v JOHNSON X Security Question Answer JOHNSON 3 Denotes Required Fields Privacy Policy Terms of Use Non Discrimination Statement Copyright 2011 State Department WIC Services All Rights Reserved 4 Update the Store Information and Account Contact Information as necessary 5 Click Update Changes are processed and you are returned to the Vendor Management screen v 1 0 posted 07 05 2014 Task E Adding and Disabling Users Complete the following steps to perform this task 1 Access the Vendor Portal Home screen State Department Vendor Management System Welcome to State Department Vendo
58. app cation Peer Group assignment is required for price survey submissions Appications wil not be processed without a Price Survey Proceed to the Price Survey section in order to complete the application submittal process 2 v lt Poa T Vendor Price Survey Vendor My Account Manage Change Application Training Account Users Password Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement The Vendor Management screen enables users to do the following Change Passwords Complete Vendor Applications Complete Price Surveys View Training Notifications and register for Vendor Training Manage Vendor Accounts Manage Account Users v 1 0 posted 07 05 2014 Task C Changing Passwords Complete the following steps to perform this task 1 Log into the Vendor Portal State Department Welcome JOHN DOE Help Vendor Management RIVERSIDE MARKET Change Password Vendor ID N A Home Vendor Application Price Survey Vendor Traning My Account Manage Account Users System Vendor Management RIVERSIDE MARKET Application Status UnSubmitted 300 RIVERSIDE MARKET Vendor ID N A OVERLAND PARK Kansas 66210 Contract Period N A Peer Group N A Disdaimer All of the information is tentative unii confirmed by a WIC Staff Person Vendor Actions Vendor Appiication has not been submitted Please submit the appication Peer Group assignment is
59. available for newly created training events 18 Click Save A status message displays indicating success Congratulations You have successfully completed the Create Training Event process v 1 0 posted 07 05 2014 Manage Training Calendar This scenario explains the process of viewing the Vendor Training Calendar screen in its four views including use of view and filter options to show or limit the information displayed on the calendar The Vendor Training Calendar can be viewed by Month Week Day and List This process includes the following task s Task A Using Navigation and View Filters cccccsssceeeseeeeeeeeeeeeeeeeeseeeeeseeeeaeaeens 10 7 Task B Using Quick LINKS cccccsesseeeeseeeceeseescesseeseeneeseoseeeenseeseseesoonseesonnes 10 12 v 1 0 posted 07 05 2014 Task A Using Navigation and View Filters Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Vendor Training gt Manage Training Calendar The Vendor Training Calendar screen displays Vendor Training Calendar amp FRANK RIZZO o e a E y a Navigation oo Font January 2013 ok 4 Su Mo Tu We Th Fr Sa 3 31 123 4 5 6 7 8 Wl R 13 14 15 16 17 18 19 21 22 23 24 25 26 C Marion County WIC Region 03 C Local Agency 4 Local Agency 5 C EASLEY C BROWN COUNTY WIC PROGRAM Quick Links Vendor Training Event Vendor Training Event Search T i havigation
60. day Each scenario walks you through an entire process Scenarios connect the individual tasks necessary to complete a process The scenarios were written and organized to facilitate an instructor led training session but the scenarios can be used as reference guides after your training is complete Conventions and Features This manual follows certain conventions that make it easy for you to use the materials presented and includes the following features that help you identify similar information from one topic to another Training scenarios are grouped together by major system functions so that you can locate the desired scenario more easily Each training scenario begins with an Overview section that includes an explanation of what is covered within the scenario so you ll Know from the start what you ll be learning Training scenarios are documented using Tasks and Steps A Task is a major activity in a larger process and indicates a substantial portion of the overall process whereas a Step is one of several user actions within a Task The manual provides Tasks and Steps for differing levels of detail You can follow the list of Tasks less detail or you can go deeper and follow each Step of the process click by click and action by action more detail Buttons you ll need to click and data you ll need to enter are accented in bold to help them stand out on the page so that you can identify these items more easily v 1 0 posted 07
61. e WIC 10 SNAP 15 Cash 25 and Credit Debit 50 20 Under State Defined Questions enter or select information for each question as applicable Store s county sanitation permit number 349873 Ot County Sanitation Permit Expiration date June 2013 Do the scanners identify WIC foods 2 Name of the business as registered with the WV Tax Department Main Market Type of sales to indude C Gasoline Z Fresh Vegetables Fruits Z Canned Vegetables Fruits Has the manager ever been convicted of a misdemeanor involving fraud theft or misused of state or federal funds or any felony _ Have the owners ever been disqualified suspended withdrawn or fined by the WIC program in North Carolina or any other state If yes explain and give dates State Defined Questions are defined during the setup process 21 v 1 0 posted 07 05 2014 Click Save A status message displays indicating success The screen refreshes and the Vendor Authorization screen displays which includes the Vendor Authorization Checklist Crossroads WIC B New Vendor Application History Operations Hee C You have successfully completed the New Vendor process 6 Search 7 Communication x Authorization Checklist 4 Application Received We Signed Agreement We Determine Peer Group r Monitoring Visit We Schedule Training r Training Completed t Price Survey Analysis or Food Wr I
62. information about authorized vendors monitors vendor training routine vendor monitoring and communications and helps identify potentially abusive vendor practices for which additional monitoring or investigation is needed It also supports record audits and maintains a comprehensive vendor profile including information about vendor demographics corporate parent offices training monitoring and compliance activities Once vendor applicant information has been submitted through the vendor website or entered by WIC staff using the application all of the submitted information needs to be verified using state defined processes managed in the form of the Vendor Authorization Checklist This scenario guides you through the process of completing the tasks associated with authorizing a vendor This process includes the following task s Task A Completing the New Vendor Application Screen cccsseseseeeeeeeees 3 2 Task B Completing the Vendor Application SCreen ccsccccseseeseseeeeeneeeeeeeeeneeees 3 6 v 1 0 posted 07 05 2014 Task A Completing the New Vendor Application Screen Complete the following steps to perform this task 1 From the Home screen go to Vendor gt New Vendor The New Vendor Application screen displays or Ss eS oP Ue oe hCUP v 1 0 posted 07 05 2014 Enter the vendor s Name Enter the SNAP ID Enter the State Tax ID Enter the Federal Tax ID Enter Physical Address including ZI
63. necessary The PDF document s are locked and cannot be edited however saving a document may make reprinting a copy of the original document more convenient if a replacement is ever needed v 1 0 posted 07 05 2014 6 Click Cancel You are returned to the Generate Compliance Buy Food Instrument screen Congratulations You have successfully completed the View Activity process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 9 MANAGE VENDOR PORTAL USERS Manage Vendor Portal Users This scenario explains the process of managing users This process includes the following task s Task A Adding Users Disabling User and Resetting Passwords sses000 9 2 v 1 0 posted 07 05 2014 Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Manage Vendor Portal Users The Manage Vendor Portal Users screen displays Manage Vendor Portal Users amp FRANK RIZZO o o ogue 2 Conduct a search for a vendor by completing one or more of the following e Enter a Vendor ID e Enter the Vendor SNAP ID e Enter or select a Corporation Search Criteria Vendor ID Vendor SNAP ID Corporation z5 2 dO O OSTO o 3 Click Search The screen refreshes and displays vendor information Vendor Information Vendor Name Primary Contact Phone MAIN STREET MARKET JANE DOE 91355555555 Address City State and ZIP 100 MAIN STREET OVERLAND PARK KS
64. order to complete the application submittal process h bA Z y w My Account Manage Change Account Users Password Vendor Price Survey Vendor Application Training Vendor Training Notifications Upcoming Open WIC Training Events New Vendor Training 10 29 2012 Main WIC Office New Vendor Training 11 1 2012 Main WIC Office New Vendor Training 11 6 2012 Westside WIC Office Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement v The Upcoming Open Training Events grid displays events open to all vendors in the state Portal users can register for an event using this grid or by selecting the Vendor Training menu option v 1 0 posted 07 05 2014 3 Click Vendor Training The Vendor Training screen displays Welcome DAVID JOHNSON Help RIVERSIDE MARKET Change Password Vendor ID N A Logout Vendor Application Price Survey Vendor Traning MyAccount Manage Account Users Vendor Training Upcoming Open WIC Training Events New Vendor Training 10 29 2012 Main WIC Office New Vendor Training 11 1 2012 Main WIC Office New Vendor Training 11 6 2012 Westside WIC Office Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement The grid lists the title date and location of each training event v 1 0 posted 07 05
65. registers Store was not dean and well organized Items on shelves were not within manufacturers sell by dates o o Z o m a Z a a a o a o a Perishable items were not stored under proper conditions and temperatures Training Events Vendor Training Events Schedule Training Create Training v 1 0 posted 07 05 2014 3 Click Print Documents The Print Monitoring Visit Documents screen displays Price Survey Minimum Inventory Items Only h A UOPOUO OPP CPP OP OPP CRP OP POP PPP POPP PCO POP POPP ee eee eee AALA terre ren ne fe Ce ee ee eee eee ee eee ee Printable Comments ee 4 Select the options as necessary from the Printable Documents grid Specific documents may be selected by default This is a configurable option Several documents can be printed at once For example if the Monitoring Visit Survey and Price Survey are both needed click both check boxes in the Print column to have both documents printed v 1 0 posted 07 05 2014 5 Enter Printable Comments if necessary Price Survey Minimum Inventory Items Only i A j Ne la he Ay k k z j P Ne he A h i z j P Ne Na P h k z z j a F F h i A j P he A k i A z j a Ay A i A z P Ne la F b i z P p Ne fe r k a z z P Ne a han Printable Comments Enter a comment here 6 Click Print You are returned to the Vendor Monitoring Visit screen and the selected document options are opened separately as a PDF document 7 Doone or both of
66. required for price survey submissions Appications wil not be processed without a Price Survey Proceed to the Price Survey section in order to complete the apniiceton submittal process S Z 3 Vendor Price Survey Vendor My Account Manage Change Application Training Account Users Password Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement 2 From the Vendor Management screen click Change Password The Change Password screen displays State Department Welcome JOHN DOE Help Vendor Management RIVERSIDE MARKET Change Password System Vendor ID N A t Change Password Use the form below to change your password Home Vendor Application Price Survey Vendor Traning My Account Manage Account Users Passwords must be between 4 and 12 characters in length contain 0 spedal character s excluding the T or 7 0 numbers and contain I uppercase letter s Account Information User Name jdoe2 Current password New password Confirm new password Security Question What is your Mother s maiden name v Security Question Answer t JOHNSON Change Password ght 2011 State Department WIC Services All Rights Reserved rivacy Policy Ter Non Discrimination Statement v 1 0 posted 07 05 2014 3 Enter the Current password 4 Enter the New password Upon entering the New password and tabbing off of the field the ap
67. the Food Instrument grid v 1 0 posted 07 05 2014 If a food instrument s Redeemed Amount differs from the Receipt Total Amt an alert icon is displayed 8 To process the screen click Save A status message displays indicating success and you are returned to the Investigation screen Investigation amp FRANK RIZZO 2 p a a STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 5 New Vendor Application Authorized History Communication Case Number Investigation Open Date Reason for Investigation 17 Investigation Status 17 V33333 2 a Associations with known violators Compliance Investigation Done x Operations Appeal Create Alert Disqualify Educational Buy Inventory Survey P Inventory Audit Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Remove High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor 7X Vendor Authorization Training Events Vendor Training Events Schedule Training Create Training Clicking Save saves the information available Access the compliance buy investigation action again to close the event v 1 0 posted 07 05 2014 Task L Closing the Compliance Buy Action Complete the followi
68. 0 i ie 913 555 5555 Status Authorized Local Agency LA2 Shenandoah Valley WIC Region 06 aie Event Type wo Total Sanction Points 0 Unduplicated Participants Served 0 StartDate 7 22 2012 EndDate 8 22 2012 E 8 22 20 2012 1 03 40 PM_ Price Survey 8 21 2012 2 37 44PM _ Monitoring Visits 8 21 2012 1 26 46PM Monitoring Visits Monitoring Visit was created It is currently still open with a status of In Process 8 21 2012 1 23 49PM Monitoring Visits Monitoring Visit was created It is currently still open with a status of In Process 8 21 2012 9 04 20 AM Monitoring Visits Monitoring Visit was created It is currently still open with a status of In Process 8 21 2012 8 22 20 AM Monitoring Visits Monitoring Visit was created It is currently still open with a status of In Process 8 21 2012 8 20 41 AM Monitoring Visits Monitoring Visit was created It is currently still open with a status of In Process J 8 20 2012 1 48 37PM Peer Group Assignment Vendor assigned to Peer Group 75 001 300 000 annual sales or 6 cash regist on 8 20 2012 Effective Date 8 20 2012 8 17 2012 10 40 45 AM Authorization Vendor was authorized for a contract period between 8 22 2012 and 8 22 2015 Authorization was approved by Frank Rizzo Congratulations You have successfully completed the Quick Links Vendor Authorization process v 1 0 posted 07 05 2014 4 MAINTAIN CUSTOMER SERVICE ISSUES Maintain Customer Service Issues This scenario expl
69. 000 25 000 annual sale GA Retail C Nestes usa C 25 001 75 000 annual sa j _ wic only L Mead Johnson VJ 75 001 300 000 annual s C Above 50 J C Ross Abbott Labs x 300 001 annual sales or L Commissary C Solus Products C Free Standing Pharmacy gt Pharmacy C PEM Nutritionals _ Analyze Terminated Vendors Select the Analyze Terminated Vendors check box to include Vendors with a status of Terminated in the analysis 4 Click Run Analysis Results are displayed in the analysis grid l Refresh List a Total Vendors 11 Vendors In Grid 5 36 4 of Vendors Exceed The High Risk Threshold 4 Vendors vem NEW VENDOR SEP TRADER JOES 112 SAV ALOT 312 PIGGLY WIGGLY oOo 4f 780 True 0 LI Flagged High Risk d Under Investigation Save Column Order _ Show TIP Indicator Z Show Calculation Name Z Show Score v 1 0 posted 07 05 2014 Total Vendors indicates the overall number of vendors analyzed Vendors In Grid indicates the number of vendors listed in the grid The percentage of vendors exceeding the high risk threshold indicates the percentage of vendors listed in the grid that exceed the user defined Total risk score value Data in green indicates criterion within an acceptable limit while data in red indicates criterion that exceeded the defined threshold limit High risk vendors are flagged with a High Risk Indicator
70. 1 300 000 annual sales or 6 cash regist Contact JANE DOE OVERLAND PARK KS 66210 _ i p 913 555 5555 Status Authorized Local Agency LA2 Shenandoah Valley WIC Region 06 en a Event Type wo SYS Total Sanction Points 0 Unduplicated Participants Served 0 StartDate 7 30 2012 E End Date 8 30 2012 E 2012 10 49 41 AM 2 3 30 201 3y System Setup P 8 29 2012 8 54 09 AM Compliance Buys Compliance Buy was created It was dosed on 8 29 2012 by user Frank Rizzo with a final assessment of Abandon Closed pa 8 27 2012 12 08 12PM Inventory Audits Inventory Audit was created It was closed on 8 28 2012 by user Frank Rizzo with a final assessment of Fail Closed The high risk indicator previously next to the vendor s name is removed and the vendor is no longer identified as being high risk v 1 0 posted 07 05 2014 e f you did select the Notify Vendor check box the Vendor Notifications screen displays Vendor Notifications amp FRANK RIZZO Document Templates 17 Page 10f2 5 Goto Page 1 nTa m Message Email Subject 77 Sent By Email 77 aT ewa The Kansas Department of ppm Health and Environment Sam Brownback Governor Robert Moser MD Secretary Curtis State Office Building 1000 SW Jackson Topeka Kansas 66612 Department of Health Phone 785 296 1500 Fax 785 368 6368 Email info kdheks gov and Environment MONITOR VISIT COMPLETE TEMPLATE STEVE S DAIRY Attachments P
71. 1 HES v 1 0 posted 07 05 2014 3 Click 2nd Audit List The Inventory Audit Second Visit screen displays Inventory Audit Second Visit amp FRANK RIZZO STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized Visiting Staff Member 7 Date of Audit 17 jsoecontact x 129 2013 Cheese in 8 or 160zPackages Pounds 65 9g 1200 Bread 100 Whole Wheat Ounces 3 39 17 00 4 Enter or select the Visiting Staff Member 5 Enter or select the Date of Audit Visiting Staff Member 7 Date of Audit ir Frank Rizzo 6 Under Final Audit complete the following for each item listed within the grid e Enter the Shelf Price e Enter the Shelf Qty e Enter the Storage Qty 2 Milk Gallons 33 00 Cheese in 8 or 16 oz Packages Pounds 2 89 19 00 13 00 32 00 46 48 oz Liquid Juice Containers 3 19 11 00 izo 23 00 Good Start Soy Plus Concentrate 130z Ounces 6 49 27 00 E 1400 4 00 41 00 v 1 0 posted 07 05 2014 7 Enter food instruments on hand during the visit by completing the following if necessary e Enter a valid food instrument number in the text box Ce Gn e Click Add FI The food instrument is added to the grid To d
72. 1 Search for and access the desired vendor record Vendor Folder amp NATHANIEL DOE CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value Contact 3330 CEDAR STREET 88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com Event Type T Total Sanction Points 0 Unduplicated Participants Served 0 StartDate 12 18 2012 EndDate 1 18 2013 i Inventory Survey deal s Montiastag Visit P 1 11 2013 8 18 17 AM icati Traning meenemen email was sent Subject VT From wic state com To sample email com tae P 1 11 2013 8 15 49 AM icati Training Notification email was sent Subject Training Event From wic state com To sample email com Price Surveys P 1 9 2013 2 22 48 PM Compliance Buy was created It is currently still open with a status of Open Add Edit High Risk P 1 9 2013 2 22 19 PM igati On going investigation opened on 1 9 2013 Re Issue Stamp Peer Group Assignment Terminate Vendor 4 Vendor Authorization Training Events Vendor Training Events Schedule Training Create Training 2 Once the Vendor Folder is displayed go to Quick Links gt Operations Create Alert The Vendor Alert screen displays Vendor Alerts NATHANIEL DOE CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value Contact 3330 CEDAR STREET 88122 Local Agency 123 JOHNSON COUNTY HE
73. 14 Task C Assessing Civil Monetary Penalty CMP Complete the following steps to perform this task 1 Search for and access the desired vendor record 2 Once the Vendor Folder is displayed go to Quick Links gt Operations Disqualify The Vendor Disqualification screen displays Vendor Disqualification amp RALPH HESS fe ABC FOODS Location 7300 W COLLEGE BLVD Vendor ID 1320 Peer Group Retail Independent Contact ERNIE WELLINGTON Corporate ABC FOODS OVERLAND PARK KS 66210 477 223 199 100 S HUMPHREY PE Status Authorized Local Agency LA3 Marion County WIC Region 03 ask i sja i TUCSON AZ 85719 Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re issue Stamp Peer Group Assignment Terminate Vendor 4 Vendor Authorization Training Events Vendor Training Events Schedule Training Create Training Vendor Violation Information System Suggested Disqualification Period 12months Total Sanction Points 0 Charges WIC For Food Not Sold FEDERAL Got vendor emi TAB lam i 5 SE v 1 0 posted 07 05 2014 3 Click Issue CMP The CMP screen displays Vendor CMP Detail amp RALPH HESS ea OVERLAND PARK KS 66210 477 223 1991 Status Authorized Local Agency LA3 Marion County WIC Region 03 B E AE TUCSON AZ 85719 ABC FOODS Location 7300 W COLLEGE BLVD Vendor ID V 1399 Peer Group Group A Contact ERNIE
74. 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized Cheese in8 or 16 oz Packages Pounds 0 00 Bread 100 Whole Wheat Ounces 0 00 C C AE _ v 1 0 posted 07 05 2014 3 Click 1st Audit List The Inventory Audit First Visit screen displays Inventory Audit First Visit amp FRANK RIZZO STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized Visiting Staff Member 7 Date of Audit 77 C W maos E Cheese in 8 or 16 oz Packages Pounds 0 00 0 00 0 00 Bread 100 Whole Wheat Ounces 0 00 0 00 0 00 o S n 4 Enter or select the Visiting Staff Member 5 Enter or select the Date of Audit Visiting Staff Member 1 Date of Audit ir B212 t 6 Under Initial Audit complete the following for each item listed within the grid e Enter the Shelf Price e Enter the Shelf Qty e Enter the Storage Qty I J 2 Milk Galos g a a 3700 Cheese in 8 or 16 oz Packages Pounds i 289 3 o 4 53 00 46 48 oz Liquid Juice Containers 3 19 z o i 27 00 Good Start Soy Plus Concentrate 1307 Ounces 5 19 31 e
75. 4 AM 12 11 2012 10 53 48 AM 12 11 2012 11 59 32 AM 12 11 2012 12 48 16 PM 12 17 2012 2 19 06 PM 12 17 2012 2 30 43 PM 12 17 2012 2 37 38 PM 12 19 2012 12 39 28 PM 12 19 2012 12 53 15 PM 12 19 2012 2 55 08 PM 1 11 2013 12 00 15 PM 1 14 2013 2 57 45 PM 1 17 2013 9 15 15 AM 1 28 2013 1 07 07 PM 1 29 2013 11 01 13 AM 1 29 2013 1 37 26 PM 1 29 2013 1 39 52 PM 1 30 2013 9 04 27 AM 1 30 2013 10 31 52 AM Import l Export Generate FNS TIP File Cancel l 100 1 Click Export A standard Windows Create File screen displays with a default name in the File Name field Navigate to the correct directory Click Save The file is saved as a csv file a Microsoft Excel file After exporting the file the filename is listed in the TIP Report Results grid and the Exported column is marked Yes The file is now available for state WIC staff for analysis and modifying as needed using Excel 5 After analysis and modification import the file back into the application by clicking Import The Import File screen displays Click browse to find a file to upload SSS See v 1 0 posted 07 05 2014 6 Click Browse A standard Windows Open screen displays 7 Select the TIP report file and click Open The Import File screen displays the name of the file selected 8 Click OK After import a new line on the TIP Report Results grid shows the file with the Imported status as Yes v 1 0 posted 07 05 2014
76. 5 Task H Registering for or Canceling Vendor Training cssscsseesseeeeeeeees 9 27 v 1 0 posted 07 05 2014 Task A Creating a User Account Complete the following steps to perform this task 1 Access the Vendor Portal Home screen State Department Vendor Management System Welcome to State Department Vendor Management System WIC At A Glance Population Served The WIC target population are low income nutritionally at risk e Pregnant women through pregnancy and up to 6 weeks after birth or after pregnancy ends e Breastfeeding women up to infant s 1st birthday e Nonbreastfeeding postpartum women up to 6 months after the birth of an infant IRAs AOE Tarona o LIE AYU CAT aTe oli or after pregnancy ends e Infants up to ist birthday WIC serves 53 percent of all infants born in the United States e Children up to their Sth birthday New Vendors al Sian Up Existing Vendors Benefits User Name Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement 2 Under New Vendors click Sign Up The Create a New Account screen displays State Department Vendor Management System Create a New Account Use the form below to create a new account Passwords must be between 4 and 12 characters in length contain 0 spedal character 5 excluding the Y or 7 0 numbers and contain 1 uppercase
77. 5 5555 123 MEGA MART AVENUE Pending PRAIRIE VILLAGE KS 66208 4f Application Received 01 29 2013 4f Signed Agreement FRANK RIZZO 01 29 2013 f Determine Peer Group FRANK RIZZO 01 29 2013 r Schedule Training f Monitoring Visit FRANK RIZZO 01 29 2013 4f Training Completed FRANK RIZZO 01 29 2013 W Price Survey Analysis or Food Basket Analysis FRANK RIZZO 01 29 2013 4f Inventory Survey FRANK RIZZO 01 29 2013 Infant Formula Supplier Verified Issue Stamp Jfr Authorization Packet w Vendor Bank Information fr 50 Vendor Analysis f Geographic Area FRANK RIZZO 01 29 2013 Custom Step 3 r Custom Step 2 10 E HEH v 1 0 posted 07 05 2014 Task I Verifying an Infant Formula Supplier Complete the following steps to perform this task 1 Goto Quick Links gt Vendor Authorization gt Infant Formula Supplier Verified The Vendor Check Item Finish screen displays Vendor Check Item Finish amp FRANK RIZZO fi Fal MAIN STREET MARKET a Location Application ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate M Search 12345 MAIN STREET A602 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE 9 New Vendor Applicatio Pending PRAIRIE VILLAGE KS 66208 History a Communication amp Operations Vendor Authorization Authorization Checklist f Application Received
78. 55037 605388714565 605388714572 813905000613 813905000620 898317002097 898317002103 survey items UPC 011110609021 011110609038 026855123435 035826026644 035826026651 041179010612 041270447508 041270447584 051933190801 070038372806 070038372844 077236000302 077438555037 605388714565 605388714572 813905000613 813905000620 898317002097 898317002103 Complete this step for each Category and Subcategory of food as necessary Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Fresh eggs in Dozen Cartons Enter item prices as necessary Description Kroger Medium Eggs Kroger Large Eggs Market Basket Grade A Large Eggs Green Valley Eggs Food Lion Large Eggs Food Lion Medium Eggs Country Creek Large Eggs IGA Large Eggs IGA Medium Eggs Holley Hills Large Eggs Best Choice Large Eggs Best Choice Medium Eggs Rose Acre Large Eggs Hillandale Farms Large Eggs Sunny Meadow Eggs Medium Sunny Meadow Large Eggs Big River Farmers Market Large
79. 66210 v 1 0 posted 07 05 2014 4 Click Add User The Add Vendor Portal User screen displays Vendor Portal User Login Information First Name if Last Name if Phone Number ir Po fF y E Email Address L O User Name if Password if ol l Send User Notification Add User Enter or select an individual from the Vendor Contact Persons drop down list The screen refreshes and a number of fields are populated with values Vendor Portal User Login Information SMH i 016 555 8888 Email Address User Name 17 Po Send User Notitication v 1 0 posted 07 05 2014 6 Modify the Phone Number if necessary 7 Enter a User Name 8 Click Generate Password A temporary password displays Vendor Portal User Login Information First Name if Last Name if Phone Number 17 016 555 8868 Email Address PO User Name 17 Password if jsmith IRIR Generate Password Send User Notitication 9 Click Add User A status message displays indicating success and you are returned to the Manage Vendor Portal Users screen The user is added to the Vendor Portal Users grid and assigned a Status of Enabled JOE SMITH jsmith c Enabled Disable Archive Reset Password Add User 10 As necessary click Reset Password to reset a password The Vendor Portal User Password Reset screen displays You are about to reset the Password for user ID jsmith JOE SMITH Press Reset to continu
80. 7 05 2014 2 Use Selection Criteria to indicate which vendors will be sent the notification by selecting the check boxes in one or more of the criteria group boxes below e Vendor Status e Local Agency e Peer Group e Geographic Area e Store Type _ Vendor Status Authorized F Store Type Retail C wic only C Above 50 O Commissary _ Central WV WIC Region 02 _ First name in each region C Shenandoah Valley WIC Regic L Second Name O Marion County WIC Region 0 O Commissary C Local Agency 4 C wic only C Southeast C Local Agency 5 C National Chain C Pharmacy C Home Delivery L Direct Distribution C Withdrawn The check boxes next to the group box names can be used to select or deselect all of the items in the corresponding group box 3 Under Vendors click Refresh List The grid will refresh and display vendor records matching the Selection Criteria Vendors Refresh List a Vendors 7 E mail Print Vendor ID Vendor Parent Preference Local Agency Peer Group Geographic Are Status Store Type O Fil A501 HARPERS GROCERS Local Rupi s Pending Retail Fi ASO MELISSA S MARKETP Local Pending Retail Fil 46556 NISSAN IN AND OUT Local Rupi s Authorized Retail v 1 0 posted 07 05 2014 Task B Selecting the Document for the Notification Complete the following steps to perform this task 1 While still on the Vendor Notifications screen under V
81. ALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor AX Vendor Authorization Training Events Vendor Training Events Schedule Training Create Training t v 1 0 posted 07 05 2014 Select Show Active Alerts to show active alerts only Select Show Inactive Alerts to show inactive alerts only Select the Show All check box to show both active and inactive alerts 3 Within the Alerts List grid click the Edit button to make changes to an alert The Maintain Alerts screen displays Add Edit Alerts Alert Title i Confirm materials request active PAPAPPPAPPPPADAAAAMAPPAARADAADAAAAAABAAADAAABABAAADAMABAAAAAAAMADDAAAAA A Alert Text Manager requested additional shelf tags and several policy manuals Confirm the number of Manuals needed ee Um v 1 0 posted 07 05 2014 4 Edit the information on the screen as necessary Add Edit Alerts Alert Tithe 4r Status ive O es Start Date ir 1 18 2013 a a Alert Text OPeUCUCCCCCOCOOCCLOSOCCOLCOLLL ELC ECL LSC ELccececcccceccecccceeccceercce Manager requested additional shelf tags and several policy manuals Confirm the number of manuals needed Inform manager of upcoming online policy manual
82. B Selecting the Food Packages to be Generated Complete the following steps to perform this task 1 Within the Food Instrument grid select the Standard Food Package Type to be generated The screen refreshes and a number of food items are added to the Food Instrument Detail grid Food Instrument Detail ood Instrument otal Item Standard Food Package Type _ Number of Packages L comet ree DESI as re Ie Cereal Adult All Authorized Peanut Butter 18 oz Whole Grains All Authorized Fruit and Vegetables Cash Value Benefit Low Fat Milk All Authorized 120z Frozen or 4802 Liquid Evaporated Whole Milk Concentrated Liquid Upon selection of a Standard Food Package Type the Number of Packages value is set initially to one 1 Pregnant Food Package V eS v 1 0 posted 07 05 2014 3 Enter a Quantity for each food item that is to be included in this package Food Instrument Detail Quantity Unit of Measure Description x 3 Dozen Eggs All Authorized 4 36 Ounces Cereal Adult All Authorized x i Containers Peanut Butter 18 oz x 16 Ounces Whole Grains All Authorized E 10 00 555 Fruit and Vegetables Cash Value Benefit xiz Gallons Low Fat Milk gt E 3 Containers All Authorized 1207 Frozen or 4807 Liquid x 9 Gallons Evaporated Whole Milk Concentrated Liqu
83. Congratulations You have successfully completed the Manage TIP Report process v 1 0 posted 07 05 2014
84. Defining Federal and or State Violation DefinitionS ccccccseseeeeeeeeeeeeeeeeneeeeeees 11 18 Define MINIMUM Inventory ccccceesceeeceeecenesenseeeseenssnseeneeeneeensonsenasenasenaeeaeeoaes 11 21 Task A Defining Minimumi IRV ETON reirs ssnin a a aiaa 11 22 Manage Communication Templates cccssecsessecsseeeceneecensesceneeseneeseneeseneenes 11 25 Task A Managing Existing Communication Templates cccccccceceseseeseeeeeeeeeessaeeeeeeeees 11 26 Task B Uploading New Communication Templates cccccccceseeeeeeeeeeeeeeeeeeeeeeeeeeeeaaaeeeees 11 28 TREFOR ING rai T er eee ee ery 12 1 Manage TIP Repor siise a E EE E 12 1 Task A Generating a TIP Report ccccccccccsesseeeeeceeeeeceeeceeeesceeecaaeseceeessaaeeceesseaaeeeeessaaaeeeess 12 2 Task B Uploading or Downloading a TIP HOD OM iicticsscextesinden a nunartavens tev eauindnanunt 12 3 v 1 0 posted 07 05 2014 Task C Submitting the TIP Report to Food and Nutrition Service FNS cseseeeseeeeeees 12 5 v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 1 OVERVIEW This manual will aid WIC staff in learning about the function and use of the Vendor module of the application The Vendor module is a comprehensive solution to help WIC staff manage a variety of functions such as setting up the Vendor module authorizing a vendor and evaluating a vendor s compliance with the WIC program Major functions of th
85. E WIC OFFICE a add E e Click Add The Hearing Information is added to the Hearing List grid Other STATE WIC OFFICE Use the Edit button to make changes to those already added v 1 0 posted 07 05 2014 9 Click Save A status message displays indicating success and you are returned to the Vendor Folder screen amp Vendor Folder amp NATHANIEL DOE CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value Contact 3330 CEDAR STREET 88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com Event Type T Total Sanction Points 0 Unduplicated Participants Served 0 StartDate 12 18 2012 EndDate 1 18 2013 Inventory Survey Monitoring Visit daane 1 11 2013 8 15 49 AM icati Training Notification email was sent Subject Training Event From wic state com To sample email com Price Surveys 1 9 2013 2 22 48 PM Compliance Buy was created It is currently still open with a status of Open Add Edit High Risk P 1 9 2013 2 22 19 PM On going investigation opened on 1 9 2013 Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization 1 11 2013 8 18 17 AM Training Events Vendor Training Events Schedule Training Create Training v 1 0 posted 07 05 2014 Task B Logging Appeal Outcomes Complete the following steps to perform this task 1 Sea
86. ES ccccccccsseeeeeeeceeeeceeecaaeseeeeeeseeeeeeessaageeeessaaaeeees 4 14 v 1 0 posted 07 05 2014 5 NOTIFICATONS ese ctaca cat ta ccach lice cesaancaiei a 5 1 Notifications Sending Vendor Mass Notification ccccessseeseeeeeeeeeeeeeeeeeneenenees 5 1 Task A Selecting the Vendors to be Included in Notification cccccccseecceceeeeeeeeeeeeeeeeeeeeeees 5 2 Task B Selecting the Document for the Notification cccccccccsseeeeeeeeeeeseceeeeeeeseeeeseaeeeeeeeeaas 5 4 Task C Selecting the Method of Notification for Each Vendor cccccseeeeeeeesaeeseeeeeeaeeeeeeeeeas 5 5 Task ACen Attacmnme Nle ses sazsccrentece sles soncaceet a deeb e a 5 6 Task E Sending INOUNGANONG i esctetaceste cheese bees ected Stas Sn edee ce oot nee A A oes 5 7 Notifications ReauthoriZing a Vendor c sccccsscseescesseeeseeeeeceneeenseseeeeseneeenseneaes 5 10 Task A Sending Notification to all Vendors Scheduled for Reauthorization ceee 5 11 Task B Alerting WIC Staff that Reauthorization Information has been Submitted 5 12 Task C Using the Vendor Authorization Checklist cccccccecccceecsseeeeeeeeeeeeeeeesseeeeeeeeesaaaeeeees 5 13 Task D Approving the Re Authorization Application ccccccesceccsseeeeeseeeeesseeeeeenseseeesaeeeeens 5 15 6 PRICE SURVEY S seceineeneticendenducasdendessccacuneuetanscanapadecenddadscnsseesteediuerdenduenecantivesseeanatees
87. Food Basket Analysis FRANK RIZZO 01 29 2013 4f Monitoring Visit P Training Completed f Inventory Survey FRANK RIZZO 01 29 2013 Price Survey Analysis or Fo 4f Infant Formula Supplier Verified FRANK RIZZO 01 29 2013 Wf Inventory Survey Infant Formula Supplier Ver Issue Stamp FRANK RIZZO 01 29 2013 Issue Stamp Jr Authorization Packet t Authorization Packet ir Vendor Bark Infarmation wW Vendor Bank Information Hr 50 Vendor Analysis Jr 50 Vendor Analysis f Geographic Area i Hr Custom Step 3 4f Geographic Area FRANK RIZZO 01 29 2013 Hr Custom Step 2 Custom Step 3 r Step 1 Custom Step 2 Training Events a DE View Documents PEE v 1 0 posted 07 05 2014 Task K Creating an Authorization Packet Complete the following steps to perform this task 1 Goto the Quick Links gt Vendor Authorization gt Authorization Packet The Authorization Packet screen displays Authorization Packet amp FRANK RIZZO MAIN STREET MARKET a Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 6 Search 12345 MAIN STREET 55555 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE 5 New Vendor Applicatio Pending PRAIRIE VILLAGE KS 66208 History a Communication Operations PEAPEPPEAPPPPEPPEPPEPPPPDPEDPPLPPDPEDPLPPPEPLLPLEPPEPLEPLEEPEPPEEPLEDED Vendor Auth
88. Grade A Eggs Big River Farmers Market Medium Eggs Ff Medium 12 Aa Egg Fm Frsh Lg 12 Aa Pdq e Enter or select a Show Food Category e Enter or select a Show Food Subcategory The screen refreshes and the price survey items display for the selected food category and sub category Show Food Category Show Food Subcategory Subcategory Description Unit of Measure Eggs Fresh eggs in Dozen Cartons Kroger Medium Eggs Dozen 1 69 Eggs Fresh eggs in Dozen Cartons Kroger Large Eggs Dozen 1 59 Egos 2 Fresh eggsin Dozen Cartons MarketBasket Grade A Large Eggs Dozen g Eggs Fresh eggs in Dozen Cartons Green Valley Eggs Dozen 1 79 Eggs Fresh eggs in Dozen Cartons Food Lion Large Eggs Dozen 1 49 Eggs Fresh eggs in Dozen Cartons Food Lion Medium Eggs Dozen 0 00 Eggs Fresh eggs in Dozen Cartons Country Creek Large Eggs Dozen 0 00 Eggs Fresh eggs in Dozen Cartons IGA Large Eggs Dozen 0 00 Eggs Fresh eggs in Dozen Cartons IGA Medium Eggs Dozen 0 00 Eggs Fresh eggs in Dozen Cartons Holley Hills Large Eggs Dozen 0 00 Eggs Fresh eggs in Dozen Cartons Best Choice Large Eggs Dozen 0 00 Eggs Fresh eggs in Dozen Cartons Best Choice Medium Eggs Dozen 0 00 Eggs Fresh eggs in Dozen Cartons Rose Acre Large Eggs Dozen 0 00 Eggs Fresh eggs in Dozen Cartons Hillandale Farms Large Eggs Dozen 0 00 Eggs Fresh eggs in Dozen Cartons Sunny Meadow Eggs Medium Dozen 0 00 Eggs Fresh eggs in Dozen Cartons Sunny Meadow Large Eggs Dozen 0 00 Eggs Fresh eggs
89. High Risk Expiration Days The number of days after which the High Risk indicator is automatically removed from the vendor Price Survey Effective Date Max Days In Future The number of days in the future that a price survey s Effective Date may be set Price Survey Resubmission Lock Out Period days If a Price Survey is identified as non competitive the number of days the vendor applicant must wait to re apply Price Survey Resubmission Grace Period days Number of days the vendor applicant has to re submit a price survey after the previous survey has been rejected v 1 0 posted 07 05 2014 Price Survey Resubmission Maximum Attempts The number of times an applicant may re submit prices in order to meet competitive requirements New Applicant Price Acceptance Method The method by which price competitiveness is determined by food item analysis or by food basket analysis NTE Visible to Vendors If Yes the Food Subcategory Not To Exceed NTE or Maximum Allowable Price values are displayed on the Price Survey entry screen for the Vendor Portal Monitoring Visit Review Periods Per Year Defines the number of periods in a year from the monitoring visit review start date over which vendors are audited Monitoring Visit Review Start Dates The date on which the process of auditing vendors should begin Sanction Points Implemented Determines if the state uses sanction points to penalize vendors for violations a
90. Infant Meats in 2 5 oz Containers 64 00 Infant F L LI m m LI LI m LI LI Cancel The FI Settings screen enables users to select formula and non formula Food Instrument Types to be used during risk analysis A Food Instrument Type is a unique combination of foods that is grouped together on a benefit For example a benefit consisting of one gallon of milk and a jar of peanut butter would be a different food instrument type than a benefit consisting of two gallons of milk and a jar of peanut butter Number Redeemed indicates the number of times the associated Food Instrument Type has ever been redeemed Dates do not constrain this calculation Click Selected Row Details to display details of a selected row 3 Select the Include check box for all Food Instrument Types to be included in risk analysis 4 Click Save A status message displays indicating success and you are returned to the Vendor Risk Analysis screen v 1 0 posted 07 05 2014 Task C Run a Vendor Risk Analysis Complete the following steps to perform this task 1 On the Vendor Risk Analysis screen enter or select the Start Date of the analysis 2 Enter or select the End Date of the analysis Start Date if End Date if 9 19 2012 10 19 2012 a3 3 Under Filters and Settings select criteria from one or more of the following options to include in the analysis e Peer Groups e Geographic Areas e Store Types e Formula Suppliers C 2
91. K Food instruments must be printed on a MICR printer that supports the designated check stock 2 View the food instruments to ensure proper printing and then click OK Click Print Register to print a register of the food items and quantities printed In case of printing issues click Reprint to print the compliance buy food instruments again Congratulations You have successfully completed the Generate Instruments process v 1 0 posted 07 05 2014 View Activity This scenario explains the process of viewing compliance buy food instrument details This process includes the following task s Task A Viewing Compliance Buy Food Instrument Details scscessseeeeeeeees 8 8 v 1 0 posted 07 05 2014 Task A Viewing Compliance Buy Food Instrument Details Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Compliance Buy gt View Activity The View Compliance Buy Detail screen displays View Compliance Buy Detail amp FRANK RIZZO Range of Redeemed Date Begin Date End Date 814 2 10 29 2012 V21324 1 CLINTON GEORGE Participant Or Other Complaint 815 12 17 2012 i 12 19 2012 10 29 2012 11 28 2012 15 V21324 1 CLINTON GEORGE Participant Or Other Complaint 816 12 17 2012 2 12 19 2012 10 29 2012 11 28 2012 V21324 1 CLINTON GEORGE Participant Or Other Complaint 817 12 17 2012 12 19 2012 10 29 2012 11 28 2012 V21324 1 CLINTON GEORGE Participant O
92. LTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE M search S New Vendor Applicatio History Pending PRAIRIE VILLAGE KS 66208 Communication 4f Application Received FRANK RIZZO 01 29 2013 Operations 4f Signed Agreement FRANK RIZZO 01 29 2013 4f Determine Peer Group FRANK RIZZO 01 29 2013 Authorization Checklist Schedule Training f Application Received f Monitoring Visit FRANK RIZZO 01 29 2013 Signed Agreement ne f Determine Peer Group 4f Training Completed FRANK RIZZO 01 29 2013 W Schedule Training 4f Price Survey Analysis or Food Basket Analysis FRANK RIZZO 01 29 2013 f Monitoring Visit Training Completed f Inventory Survey FRANK RIZZO 01 29 2013 p Price Survey Analysis or Fov 4f Infant Formula Supplier Verified FRANK RIZZO 01 29 2013 Inventory Survey Infant Formula Supplier Ver f Issue Stamp FRANK RIZZO 01 29 2013 v Issue Stamp f Authorization Packet FRANK RIZZO 01 29 2013 f Authorization Packet f Vendor Bank Information v Vendor Bank Information FRANK RIZZO 01 29 2013 50 Vendor Analysis v 50 Vendor Analysis FRANK RIZZO 01 29 2013 Geographic Area b treed Step 3 f Geographic Area FRANK RIZZO 01 29 2013 We Custom Step 2 Custom Step 3 wW Step 1 A Custom Step 2 v 1 0 posted 07 05 2014 Task N Completing One or More Custom Steps Complete the following steps to perform this task 1 Go to the Quick Links g
93. Message Email Subject 77 Lo a Penna The Kansas Department of ta ana Health and Environment Sam Brownback Governor Robert Moser MD Secretary p Curtis State Office Building 1000 SW Jackson Topeka Kansas 66612 Department of Health Phone 785 296 1500 Fax 785 368 6368 Email info kdheks gov and Environment MONITOR VISIT COMPLETE TEMPLATE STEVE S DAIRY Attachments Print Export Labels Prit Cancel ad is 2 m 7 j lt j mR SG p a b D Online Version 0 50 196 14605 20005 Mission MISSION CLINIC AB CC 100 The Vendor Notifications screen can be used to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for details v 1 0 posted 07 05 2014 Task D Accessing the Vendor Violation Choices Screen Complete the following steps to perform this task 1 Search for and access an authorized vendor record The Vendor Folder screen displays 2 From the Vendor Folder screen go to Quick Links gt Operations gt Monitoring Visit The Vendor Monitoring Visit screen displays Vendor Monitoring Visit amp FRANK RIZZO So STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized 6 Search
94. Monitoring Visit 01 29 2013 r Training Completed Price Survey Analysis or Food Basket Analysis Operations Authorization Checklist amp Inventory Survey as 4f Application Received Infant Formula Supplier Verified 4f Signed Agreement f Determine Peer Group Issue Stamp We Schedule Training w Authorization Packet r Monitoring Visit j p r Training Completed ve Bank Inf iI r Price Survey Analysis or Fog f 50 Vendor Analysis r Inventory Survey t Infant Formula Supplier Veri v Geographic Area se r Issue Stamp Custom Step 3 r Authorization Packet we Vendor Bank Information fr Custom Step 2 We 50 Vendor Analysis A Step 1 f Geographic Area r Custom Step 3 Hr Custom Step 2 r Step 1 Training Events a BIER g e e f you have not been granted permission to close a monitoring visit click Ready for Assessment A message is sent to the appropriate WIC staff indicating the vendor is ready for assessment and a task is added to their list of dashboard tasks You are returned to the Vendor Authorization screen and the Vendor Authorization Checklist is updated v 1 0 posted 07 05 2014 Task E Training Completed Complete the following steps to perform this task 1 Go to the Quick Links gt Vendor Authorization gt Training Completed The Vendor Check Item Finish screen displays Authorization Checklist f Application Received 4f Signed Agreement f Determine Pe
95. N V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized First Visit Second Visit Date of Visit Visiting Date of Visit 1 28 2013 1 29 2013 Cheese in 8 or 16 oz Packages Pounds 2 89 Bread 100 Whole Wheat Ounces 3 19 save 20031 HEE FAB v 1 0 posted 07 05 2014 4 Click View High Redemption The Higher Redemption Calculation Result screen displays ae Cheese in 8 or 16 oz Packages 52 89 15 00 45 00 Bread 100 Whole Wheat 53 00 2 89 12 00 30 00 3 19 17 00 42 00 oO 10 00 27 00 3 39 17 00 20 00 37 00 i 0 10 00 Total Amount To Invoice Vendor 121 07 Over redemption is displayed in red The value displayed for Total Amount To Invoice Vendor is added to the Finance module as expected revenue from the selected vendor 5 Click Cancel You are returned to the Inventory Audit screen STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 Authorized Inventory Audit amp FRANK RIZZO Visi 1 E ETOT First Visit Second Visit Date of Visit Date of Visit Visiting Staff Member 28 201 1 29 2013 JOE CONTACT 2 Mik Cheese in 8 or 16 oz Packages Pounds
96. OE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com e Search 9 New Vendor Application History Fi Communication Event Type T Total Sanction Points 0 Unduplicated Participants Served 0 StartDate 12 18 2012 End Date 1 18 2013 gt Operations Appeal Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization 1 11 2013 8 18 17 AM Communications Training Notification email was sent Subject VT From wic state com To sample email com 1 11 2013 8 15 49 AM Communications Training Notification email was sent Subject Training Event From wic state com To sample email com 1 9 2013 2 22 48 PM Compliance Buys Compliance Buy was created It is currently still open with a status of Open 1 9 2013 2 22 19 PM Investigations On going investigation opened on 1 9 2013 Training Events Vendor Training Events Schedule Training Create Training The event Status is set to Closed Congratulations You have successfully completed the Quick Links Operations Appeal process v 1 0 posted 07 05 2014 Quick Links Operations Create Alert This scenario explains the process of adding editing and viewing vendor alerts This process includes the following task s
97. OOK STREET ZIP Code if City State if County if 66210 OVERLAND PARK KS i ress lt lt E hi cL v 1 0 posted 07 05 2014 4 Within Contacts click Add Contact The New Vendor Contact screen displays v 1 0 posted 07 05 2014 5 Complete the following information e Select the Primary Contact check box if applicable e Enter the Last Name e Enter the First Name e Enter the Position Title e Enter the Phone Number e Select the Has Email Address check box and enter their email if applicable Fa Frimary Contact Last Name if First Name if Position Title ir DOE JANE MANAGER Phone Number ir Has Email Address jp 9135 555 5555 sample email com Multiple contacts can be added However one contact must designated as the Primary Contact If the Has Email Address check box is selected an email address is required Once provided email will be the default method of communication 6 Click Save The screen refreshes and the Contacts grid displays the contact information Primary Title Name E mail Phone P x GA MANAGER JANE DOE sample email com 913 555 5555 v 1 0 posted 07 05 2014 7 Click on the Owners slider 8 Within Owners click Add Owner The New Vendor Owner screen displays v 1 0 posted 07 05 2014 9 Complete the following Enter the First Name Enter the Last Name Enter the Percent Owned Enter the Address Enter the Zip Code Enter the
98. P code city state and county Enter the Phone Number Enter the Fax Number Enter the Food Permit Number New Vendor Application 2 Name if MAIN STREET MARKET SNAP ID ir State Tax ID Federal Tax ID 23354 O as o O O 34567 Physical Address Address 17 100 MAIN STREET ZIP Code ir City ir State if County ir 66210 OVERLAND FARK KS JOHNSON Ea Phone Number Fax Number Food Permit Number 913 555 5555 913 555 5555 98765 cancel Duplicate names and address are allowed However the SNAP ID must be a unique number The printer icon lt is used to print mailing labels with the vendor information in the application Click this icon to enter the label type information then click Print to open the address as a PDF file which can then be printed v 1 0 posted 07 05 2014 10 Click Save One of the following occurs e Astatus message displays indicating success and the Vendor Application screen displays Vendor Application amp NATHANIEL DOE g Vendor Information f Vendor Operations Name 1t my MAIN MARKET C 24Hours Closed SNAP ID 77 State Tax ID Federal Tax ID ir 223354 23456 34567 Store Type 1t Food Permit Number Ownership Type 1 98765 Address 1t 100 MAIN STREET ZIP Code City State 1 County 1 66210 OVERLANDPARK eee dea gt Phone Number 7r Fax Number Local Agency 17 Year
99. Peer Group screen displays Determine Peer Group amp FRANK RIZZO MAIN STREET MARKET M search 9 New Vendor Applicatio History Communication Operations Vendor Authorization Authorization Checklist f Application Received 4f Signed Agreement We Schedule Training r Monitoring Visit r Training Completed We Price Survey Analysis or Fo t Inventory Survey t Infant Formula Supplier Ver r Issue Stamp We Authorization Packet wi Vendor Bank Information We 50 Vendor Analysis f Geographic Area r Custom Step 3 r Custom Step 2 we Step 1 Training Events Ael E m Location 12345 MAIN STREET OVERLAND PARK Application ID Peer Group Unknown A602 KS 66210 Status Pending Contact Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE 913 555 5555 Corporate BIG WIG CORPORATION 123 MEGA MART AVENUE PRAIRIE VILLAGE KS 66208 Vendor Applicant Current Demographic Data 1 Number Of Registers 2 Sales Volume s 75 000 7 Has Scanners True 13 50 WIC Sales 1 Number of Registers Stas 6 Square Footage Any Amount 11 SNAP Sales Any Amount 80 000 200 000 74 1 Number of Registers 1 20 6 Square Footage Anyu Amount a 3 Store Type Retail 8 WIC Enabled Scanner 9 Recently Authorized 10 Participants Served 11 SNAP Sales False No 50 000 4 Geographic Area K
100. Print Label Type i CO Begin printing at Next Label Across 1 Next Label Down 1 ia C i v 1 0 posted 07 05 2014 e Select a Print Label Type e Beside Begin print at select the Next Label Across and Next Label Down positions for printing e Click Export to save the mailing label as a CSV file to a desktop or network location The Windows Create File screen displays e Click Print to create a PDF file with the mailing label information The file can be printed or saved as needed After clicking Print the Vendor Notifications screen displays 4 When ready to send click Email Print to send the vendor notification to the printer associated with your workstation and or send an email with the notification depending on your previous selections e f you selected the E mail check boxes a status message displays indicating success e f you selected the Print check boxes the Print Verification screen displays Print Verification Did all letters print ok Vendor Parent E Vos STEVE S DAIRY Reprint o If any documents failed to print correctly the first time select the Reprint checkbox and click Reprint o Click OK The Vendor Notifications screen displays Congratulations You have successfully completed the Notifications Sending Vendor Mass Notification process v 1 0 posted 07 05 2014 Notifications Reauthorizing a Vendor The application will notify an authorized vendor of upcoming contract ex
101. RKET Location Vendor ID Peer Group New PG Any Value Contact 3330 CEDAR STREET 88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor AX Vendor Authorization j Requested Date ir Scheduled Date 1 Hearing Type 1 18 2013 E 18 2013 E Comment Training Events Vendor Training Events o C Schedule Training Create Training Ea a D Other STATE WIC OFFICE m a v 1 0 posted 07 05 2014 3 Click Log Appeal Outcome The Vendor Appeal Outcome screen displays CN vender 4 Enter or select the Outcome Date 5 Enter or select the Appeal Outcome If the check box is selected it indicates the appeal is related to violations that were assessed The violations that were assessed are displayed If not selected no violation information is displayed Settlement Reache ea CNet vendor v 1 0 posted 07 05 2014 7 Click Save A status message display indicating success and you are returned to the Vendor Folder screen Q Vendor Folder amp NATHANIEL DOE ps g gt CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value Contact 3330 CEDAR STREET V88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY D
102. Task Ac DIMMING THe Event erari A A E E 10 2 Manage Training Calendal iccasiccsiccaienaweddect tiecedeaacastevenncidovesyieswvewtaasveulecaviidoiesecediveust 10 6 Task A Using Navigation and View Filters sa 5 cc caccecsrest Saat enncep ares checwedscaqetest cust ences eedeneterwedeees 10 7 Task B Using OIC S istss artacnccoottaes aetonsdsathdecscatee cect dene tle cnn deaahdnessahsecstes dats late sscanenets 10 12 Training FAIS COPY cinin a aaao aaa ai 10 15 Task A Searching and Viewing Vendor Training HIStOry cccccceecceeceeeeseeeeeseeeeeeeeeaeeeeees 10 16 TRAINING COMP ANCE odes srera eaa a in a aaia 10 18 Task A Viewing Training Compliance y c c03 titties niko i ee elie ee es 10 19 Ue I esata cewek E E pecan ttalee cane tacaneantaeessaan niente 11 1 DGETING Peer GROUPS icussiric aaraa a a 11 1 Task A Setting Peer Group Criteria eccrine E a a aE 11 2 Task B Defining New Peer GrOUPS iii tisssneridoinsecandtan ies wcduietaudatier died Nba N E NEE 11 4 Task Mee Eva tating Vendors asierea e E e r oead i 11 7 Define Geographic AreaS wise ciscecseicetesisedeceksbscccteenccenveceaneunncnedeurtenedsecaedestadeudessedeasestns 11 9 Task A Adding a Geographie Area ueser E EEE A 11 10 D fine Food Baskets rinisin ine n anre aA aaa 11 13 Task A Defining a Food Basket cccccccccceesseceeeceeeseceeeseeeseceseseeaeceessseeeeeeeessaeeeeeeessaeeeees 11 14 Defne Violation S cies ce oh cite cece cence enestinlte aaa aaia a iaai 11 17 Task A
103. Task C Submitting the TIP Report to Food and Nutrition Service FNS Complete the following steps to perform this task 1 While still on the Vendor TIP Report screen select the file to be submitted by clicking on the row in the TIP Report Results grid Vendor TIP Report amp FRANK RIZZO 11 19 2012 2 41 26 PM 2012_1120_TIP csv 2012_11_29 TIP csv 2012_12_11 TIP csv 2012_12_11a_TIP csv 2012_12_11a_TIP csv 2012_12_11a_TIP csv 2012_12_11b TIP csv 2012_12_17_TIP csv 2012_12_17_TIP csv 2012_12_17_TIP csv 2012_12_19 TIP csv 2012_12_19 TIP csv 11 20 2012 10 25 44 AM 11 29 2012 8 04 56 AM 12 11 2012 10 04 15 AM 12 11 2012 10 28 24 AM 12 11 2012 10 53 48 AM 12 11 2012 11 59 32 AM 12 11 2012 12 48 16 PM 12 17 2012 2 19 06 PM 12 17 2012 2 30 43 PM 12 17 2012 2 37 38 PM 12 19 2012 12 39 28 PM 12 19 2012 12 53 15 PM 12 19 2012 2 55 08 PM 1 11 2013 12 00 15 PM 1 14 2013 2 57 45 PM 1 17 2013 9 15 15 AM 1 28 2013 1 07 07 PM _TIP csv 2012m_TIP csv 2013_TIP csv 2012a_TIP csv 2012_9 TIP csv 2012_9a_TIP csv 1 29 2013 11 01 13 AM 1 29 2013 1 37 26 PM 1 29 2013 1 39 52 PM 1 30 2013 9 04 27 AM 1 30 2013 10 31 52 AM 1 31 2013 8 49 35 AM 4312013 8 59 50 AM uf Cee Co Gein re ac C TAB 10x JE 2 Click Generate FNS TIP File A standard Windows Create File screen displays The file is saved as a TXT file 3 Click Save A success message displays and the Status column displays a status of Submitted
104. Total SNAP Sales Total Food Sales Ct Ci Dactal Projected Ld Number of Registers Grocery Square Footage Normal Shopping Radius 17 o o 15 Miles Primary Tite Name Emal Phone aey S C E o Primary Source of Grocery 17 o C Does vendor have scanners _ Is Vendor E WIC Capable C Compliant with Unemployment and Workers Compensation Do not contact this vendor _ Is Vendor authorized by other states ee EE E The Vendor Application screen populates with the information entered on the New Vendor Application screen MAIN STREET MARKET 1234567 12345678901234567890 100 MAIN STREET 85285 o Click Continue to proceed with adding the new vendor The Vendor Application screen displays v 1 0 posted 07 05 2014 o Select a vendor in the grid and click Open Existing to open an existing vendor record The Vendor Folder for the selected vendor displays o Click Cancel to return to the New Vendor Application screen and to make changes v 1 0 posted 07 05 2014 Task B Completing the Vendor Application Screen Complete the following steps to perform this task 1 Inthe Vendor Information group box complete the following e Enter the Name e Enter SNAP ID e Enter State Tax ID e Enter Federal Tax ID e Enter or select the Store Type e Enter the Food Permit Number e Enter or select the Ownership Type Vendor Information iF Name ir
105. Training Compliance This scenario explains the process of viewing vendor training compliance This process includes the following task s Task A Viewing Training Compliance cccccscseesessseeeeeeeeseeseeseenseeeeeneeseeneesonnes 10 19 v 1 0 posted 07 05 2014 Task A Viewing Training Compliance Complete the following steps to perform this task 1 VendoriD Vendor ihocatgency Of Days Since Annual Training SAV A LOT 312 STEVE S DAIRY STEVE S FRUIT MARKET STEVE S MARKET SUPER SAVER TEDS GROCERS TEST MEGA MART TEST MINI MART TEST VENDOR APP TRADER JOES 112 TULIP STREET MARKET LA1 Central WV WIC Region 02 123 JOHNSON COUNTY HEALTH DEPT LA1 Central WV WIC Region 02 LA2 Shenandoah Valley WIC Region 06 LA2 Shenandoah Valley WIC Region 06 LA2 Shenandoah Valley WIC Region 06 LA1 Central WV WIC Region 02 LA1 Central WV WIC Region 02 LA2 Shenandoah Valley WIC Region 06 LA1 Central WV WIC Region 02 LAS Local Agency 5 LA1 Central WV WIC Region 02 LA2 Shenandoah Valley WIC Region 06 LA1 Central WV WIC Region 02 LA2 Shenandoah Valley WIC Region 06 LA2 Shenandoah Valley WIC Region 06 LA2 Shenandoah Valley WIC Region 06 LA2 Shenandoah Valley WIC Region 06 LA2 Shenandoah Valley WIC Region 06 LA1 Central WV WIC Region 02 LA1 Central WV WIC Region 02 123 JOHNSON COUNTY HEALTH DEPT LA2 Shenandoah Valley WIC Region 06
106. Training Events a Ba a ey mc HEE ie Repeat the steps outlined in this Task for every Custom Step of the authorization process v 1 0 posted 07 05 2014 Task O Approving the Vendor Complete the following steps to perform this task 1 While still on the Vendor Authorization screen click Approve A confirmation screen displays m Jj Are you sure you want to proceed Click Suggest Authorization if you do not have the permissions to approve a vendor A message is sent to appropriate WIC staff Click Deny to deny the application Click Withdraw to withdraw the application and end the authorization process 2 Click Yes to approve the application The Vendor Authorization screen displays Approval Date 8 22 2012 3 51PM Expiration Date 8 22 2015 LIPPLLLLLLLLLILILILLLLLLLLLLLLLS ee ROE REECE CORES CECCOCCOSCE SE OCCOCL OSES Ce 3 Enter or select the Expiration Date 4 Enter a Comment as necessary 5 Click OK The Send Notification screen displays Would you like to send MAIN STREET MARKET a notification letter v 1 0 posted 07 05 2014 6 Once the notification process is complete you are directed to the vendor s folder and the status of the vendor is set to authorized Vendor Folder Frank Rizzo Pr MAIN STREET MARKET Location 100 MAIN STREET Vendor ID V98765 Peer Group 75 001 300 000 annual sales or 6 cash regist Contact JANE DOE OVERLAND PARK KS 6621
107. a PAPPAPPPAPPPADAPAAADARAAAABABADAAADAAAAAAAAAADABAMAAAAABARADAAMD AA AA AAA Alert Text v 1 0 posted 07 05 2014 Enter the Alert Title Enter or select the Start Date Enter or select the End Date Enter or select the alert Status Sot pP m p Enter Alert Text if necessary Add Edit Alerts Alert Title Confirm materials request Status Active O PAPAPPPPAPPPPAPPAPAP AAA PP AAPP PAPA PAPA PP APPAP APPA PAP APPA APPA Alert Text Manager requested additional shelf tags and several policy manuals Confirm the number of manuals needed v 1 0 posted 07 05 2014 9 Click Save A status message displays indicating success You are returned to the Vendor Alert screen and the newly added alert is added to the grid amp Vendor Alerts amp NATHANIEL DOE CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value Contact 3330 CEDAR STREET 88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization Training Events Vendor Training Events Schedule Training Create Training v 1 0 posted 07 05 2014 Task B Editing Vendor Alerts Complete the following steps to perform this task
108. able check boxes to include additional vendors within the grid The grid refreshes and displays additional vendors as indicated by your selections 3 Select a record in the grid and click Selected Row Details to display additional information such as Store Type WIC Sales and Sales Volume Current Peer Group V12311 QUIK STOP 211 Free Standing Pharmacy C 75 001 300 000 annual sales or 6 cash registers 100 Free St V32321 UPSIDE CORNER GROCERY Free Standing Pharmacy C 75 001 300 000 annual sales or 6 cash registers 100 C Free St OS ORS OR On C i C a O I Vendor QUIK STOP 211 1 Store Type 2 WIC Sales 3 Sales Volume Retail 103 222 4 Select the Suggested Peer Group check box of each desired vendor to re evaluate 5 Select the Next Best Peer Group to assign the vendor to the next closest peer group 6 Click Peer Group Change Report to generate a report with the peer group evaluation and re evaluation information 7 Click Save A status message displays indicating success The Notify Vendors screen displays allowing you to send notifications to the affected vendors v 1 0 posted 07 05 2014 e Click No to display to the Define Peer Groups screen Define Peer Groups amp FRANK RIZZO Create New Peer Group Groups Create New 4 Geographic Area tail Any Area Peer Group Maintenance 5 WIC Sales 8 WIC Enabled Scanners Criteria settings
109. aining 4f Price Survey Analysis or Food Basket Analysis FRANK RIZZO 01 29 2013 f Monitoring Visit W Training Completed f Inventory Survey FRANK RIZZO 01 29 2013 Price Survey Analysis or Fo Infant Formula Supplier Verified FRANK RIZZO 01 29 2013 4 Inventory Survey Infant Formula Supplier Ver Issue Stamp FRANK RIZZO 01 29 2013 f Issue Stamp Authorization Packet FRANK RIZZO 01 29 2013 f Authorization Packet We Vendor Bank Information Fr Vendor Bank Information We 50 Vendor Analysis J 50 Vendor Analysis f Geographic Area i r Custom Step 3 f Geographic Area FRANK RIZZO 01 29 2013 r Custom Step 2 Custom Step 3 We Step 1 Custom Step 2 a Training Events a a E Geen U earn Come S Goat v 1 0 posted 07 05 2014 Task L Adding Vendor Bank Information Complete the following steps to perform this task 1 Goto the Quick Links gt Vendor Authorization gt Vendor Bank Information The Vendor Bank Information screen displays Vendor Bank Information amp FRANK RIZZO MAIN STREET MARKET Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 12345 MAIN STREET 55555 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE Pending PRAIRIE VILLAGE KS 66208 M search 9 New Vendor Applicatio History Communication amp Operations Vendor Authorization
110. ains the process of maintaining vendor related customer service issues A vendor related issue is one of several types of issues that can be maintained as part of the overall customer service issue process This process includes the following task s Task A Adding Vendor Related Customer Service ISSUCS ccsseeeeeeeeeeeeees 4 2 Task B Assigning Customer Service ISSUCS ccccceeeeeeeeeeeeeeeeeeeeeeeeseeeeeeseeeneeees 4 8 Task C Searching for Customer Service ISSUCS cccceeeeeeeeeeeeeeeeeeeeeeeeesenenees 4 10 Task D Editing Customer Service ISSUCS ccsssseceseseeeeneseeceaseeeeeaseeenaneeeeeasees 4 14 v 1 0 posted 07 05 2014 Task A Adding Vendor Related Customer Service Issues Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Maintain Customer Service Issues The Maintain Customer Service Issues screen displays Maintain Customer Service Issues m FRANK RIZZO Issue Reported By Family Particpant Other wic Staff Anonymous Vendor Issue Reported About Family Particpant Policy amp Procedure WIC Staff 2 Click Create New Issue The Create Customer Service Issue screen displays Create Customer Service Issue s Frank Rizzo Issue Creation Date Incident Date 1 Target Resolution Date 7t Issue Status 1 Confidential 8 24 2012 m 8 24 2012 E 9 23 2012 E Issue Reported By f Issue R
111. ales or i 2 Search for and access a vendor record needing reauthorization The Vendor Folder screen displays Vv Vendor Folder amp Frank Rizzo Pa WESTSIDE MARKET Location 98347 W OAK STREET Vendor ID 45678 Peer Group 2000 25000 annual sales or 0 2 cash regist Contact JANE DOE OVERLAND search PARK KS 66210 Status Authorized Local Agency LA1 Central WV WIC Region 02 800 843 9832 S New Vendor Application History Communication Event Type ai v Total Sanction Points 0 Unduplicated Participants Served 0 Operations Start Date EndDate 8 23 2012 Appeal Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Re Authorize Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor AX Vendor Authorization 012 7 58 24AM_ Peer Assignment Vendor assigned to Peer Group 75 001 300 000 annual sales or 6 cash regist on 2012 Effective Date 9 22 2012 J 8 23 2012 7 50 48 AM Peer Group Assignment Vendor assigned to Peer Group 75 001 300 000 annual sales or 6 cash regist on 8 23 2012 Effective Date 9 22 2012 J 8 23 2012 7 46 54 AM Price Surveys Price survey submitted with effective date of 8 23 2012 8 23 2012 7 41 07 AM Monitoring Visits Monitoring Visit was created It was closed on 8 23 2012 by user Frank Rizzo with a final assessment of Pass J 8 23 2012 7 40 25AM Peer Group Assignm
112. and access the desired vendor record When using the Vendor Search screen to conduct a search locate vendor records with an open investigation by selecting the Open Investigations check box 2 From the Vendor Folder screen go to Quick Links gt Operations gt Open Investigation The Investigation screen displays Investigation amp FRANK RIZZO STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Search 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 B New Vendor Application Authorized History a Communication Case Number Investigation Open Date Reason for Investigation 77 Investigation Status 77 WSs Ma E Select Action Operations rr Appeal Ve dor gt stAaaAt hain Create Aert mvestoationactions Status Disqualify Open 01 28 2013 Educational Buy f Inventory Survey P Inventory Audit Open 01 28 2013 Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Remove High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor 4 Vendor Authorization Training Events Vendor Training Events Schedule Training Create Training Scan Documents View Documents l Complaints Close Ir Create Reminder Alert Save l Cancel To access a previously created Open Investigation cl
113. anges to those already added e Is Vendor authorized by other states o If selected the Other States button is displayed Is Vendor authorized by other states Other States o Click Other States The Authorized States screen displays v 1 0 posted 07 05 2014 Missouri Available States Oklahoma Northern Mariana Islands Ohio Oregon Palau Pennsylvania Puerto Rico Rhode Island South Dakota Tennessee Texas I o Click OK You are returned to the Vendor Application screen 19 Complete the information under Cost Containment Cost Containment Is it expected that more than 50 percent of your annual revenue from the sale of food items will be derived from WIC sales P Yes No Do you currently own a WIC authorized store where the WIC sales are above 50 percent of the total annual food sales P Yes No What percentage of total food sales is expected to be WIC 10 sNap 20 Cash 20 Credit Debit 50 Is WIC authorization required in order for your store to open for business yes No Do you have inventory invoices available for food items purchased and currently stocked in your store P Yes No How many months of inventory invoices are available valid entry is 0 72 months E Do you currently have in stock the required minimum inventory Yes No The values entered for What percentage of total food sales is expected to be WIC SNAP Cash Credit Debit must equal 100 i
114. ansas 5 WIC Sales o 6 Square Footage 1 100 a 12 Population Center 2 Sales Volume 3 Store Type 4 Geographic Area 5 WIC Sales 25 001 75 000 Retail Any Area Any Amount Pharmacy 7 Has Scanners 8 WIC Enabled Scanners 9 Recently Authorized 10 Participants Served Any Value Any Value Any Value Any Amount 12 Population Center 13 50 WIC Sales Any Amount Any Value 2 Sales Volume 3 Store Type 4 Geographic Area 5 WIC Sales Any Amount Any Type east Any Amount 7 Has Scanners 8 WIC Enabled Scanners 9 Recently Authorized 10 Participants Served a Anv Ushio Anv Wahia Anv Wahia Anu Amount _ C Notify Vendor save Cancel s4 TAE wm 100 the vendor matches the predefined peer group criteria 2 In the Suggested Peer Groups box do one of the following The Determine Peer Group screen shows a list of suggested peer groups based on how closely e Select a peer group from the list of one or more suggested peer groups e Select Override Suggested Peer Group then select a new peer group from the Assign Peer Group from the drop down list and select the Override Reason from the drop down list Suggested Peer Groups 25 001 75 000 annual sales or 3 5 cash registers 74 3 Store Type Retail Pharmacy 8 WIC Enabled Scanners Any Value 13 50 WIC Sales Any Value 3 Store Type Any Type 8 WIC Enabled Scanners Any Value 4 Geographic Area Any Area 9 Re
115. artment Vendor Management System WIC At A Glance Population Served The WIC target population are low income nutritionally at risk e Pregnant women through pregnancy and up to 6 weeks after birth or after pregnancy ends New Vendors e Breastfeeding women up to infant s 1st birthday e Nonbreastfeeding postpartum women up to 6 months after the birth of an infant EEEa s Atel ts lg leeelt is atone cele AU OAT aTe ol or after pregnancy ends e Infants up to 1st birthday WIC serves 53 percent of all infants born in the United States e Children up to their Sth birthday Sinn Sign Up Existing Vendors Benefits User Name Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement 2 Log into the Vendor Portal The Vendor Management screen displays State Department Welcome JOHN DOE s Help Vendor Management RIVERSIDE MARKET Shange Password System Vendor ID N A Home Vendor Application Price Survey Vendor Traning My Account Manage Account Users Vendor Management RIVERSIDE MARKET Application Status UnSubmitted g 300 RIVERSIDE MARKET Vendor ID N A A OVERLAND PARK Kansas 66210 Contract Period N A Peer Group N A Disdaimer All of the information is tentative uni confirmed by a WIC Staff Person Vendor Actions Vendor Appiication has not been submitted Please submit the apolica tion Peer Group assignment is requ
116. at Whole Grain Bread 011110817518 i 46 48 oz Liquid Juice Kroger Pink Grapefruit Juice 016000423442 Breakfast Cereal hot and cold General Mills Cheerios Cee v 1 0 posted 07 05 2014 2 Click Food Basket Analysis The Food Basket Analysis screen displays Food Basket Analysis amp Frank Rizzo MAIN STREET MARKET T Location 100 MAIN STREET Application ID A503 Peer Group 75 001 300 000 annual sales or 6 cash regist Contact JANE DOE OVERLAND PARK KS 66210 i 7 7 i 913 555 5555 o o Status Pending Local Agency LA2 Shenandoah Valley WIC Region 06 i Price Survey Effective Date Price Survey Expiration Date Price Survey Status Vendor Peer Group 8 22 2012 N A Current 75 001 300 000 annual sales or 6 cash regist Choose a Food Basket te Choose an Assessment Zinoufy venir a 3 Enter or select a food basket from the Choose a Food Basket drop down list Total Food Basket Price Peer Group Average Food Basket Price Percentile Vendor Peer Group 0 00 50th D Cau ia s UL Yo 2 Milk Cheese in 8 or 16 oz Packages Fresh eggs in Dozen Cartons 46 48 oz Liquid Juice Breakfast Cereal hot and cold Compare the food basket prices on the Food Basket Totals by Vendor grid to the Vendor Avg Price and Peer Group Avg Price on the Food Basket Items grid Review for competitiveness v 1 0 posted 07 05 2014 5 Enter or select one of the following within the Choose an Assessment dr
117. ations v 1 0 posted 07 05 2014 Quick Links Operations Appeal The scenario explains the process of adding appeals logging appeals outcomes and closing appeals A vendor can appeal an action or decision that is or is not investigation related This process includes the following task s Task A Adding AD DCANS ance siennscenaccusiceccdessntesensonseunecensieesarieassanaacandidaasiceurveassnctdecens 3 17 Task B Logging Appeal OUTCOMGG c scccceeseeceseeeeseeseneeeeeneesenseseneseeaneneseeees 3 21 v 1 0 posted 07 05 2014 Task A Adding Appeals Complete the following steps to perform this task 1 Search for and access the desired vendor record S Vendor Folder NATHANIEL DOE CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value Contact 3330 CEDAR STREET V88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com Event Type T Total Sanction Points 0 Unduplicated Participants Served 0 StartDate 12 18 2012 E EndDate 1 18 2013 E Inventory Survey 13 8 18 Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor AX Vendor Authorization 1 11 2013 8 15 49 AM Communications Training Notification email was sent Subject Training Event From To
118. ations You have successfully completed the Maintain Customer Service Issues process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 5 NOTIFICATIONS Notifications Sending Vendor Mass Notification Vendor notification may be sent via an emailed document or a printed document and may target one or multiple vendors For vendors that have a corporate parent the document may be sent to the vendor the corporate parent or both based on communication preferences set for each vendor Mass notifications utilizing mail merge technology is also possible Each emailed or printed document is retained within a message archive For this scenario assume that a vendor mailing address and physical address have been entered for printed notification and optionally a vendor email address has been entered The physical address is required by certain delivery methods Document templates containing any necessary mail merge identifiers are customized to meet state requirements WIC staff has indicated a need to communicate with one or more vendors This process includes the following task s Task A Selecting the Vendors to be Included in Notification cssee 5 2 Task B Selecting the Document for the Notification ccccssseessseeeeeeeeeeeeeeeneeees 5 4 Task C Selecting the Method of Notification for Each Vendor sceseesseeee 5 5 Task D Adding Attachments wisiiciccicesencscciarwnnvedessasbadanwcesswie
119. ations ianiec sets ccceaesvstdateiseansuscinn ctesyeiucecnweavajeccosuisanutntadaundbucsesgeaVas 2 11 9 NEW VENDOR iiesorecnte tenses ce rasseticenca saan nanaqeantanenann sages eeustcanecuniveraswcieestvsnvenesseactneasscaneanes 3 1 NEW VT consiensa enea EE E E EEEE E Oa 3 1 Task A Completing the New Vendor Application Screen ccceecceceeceeeeeeeeeeeeeeeeeeeaaeseeeeeeees 3 2 Task B Completing the Vendor Application Screen cccccscccccssesseeeeensenseeeeenseseeeeessanseesesnes 3 6 Quick Links Operations Appeal ccccceccesssseeeseeessseeeeseceasseeeeseoeenneeeseooaaaes 3 16 Task Fe PCI PS SNS aa ce ae ene sa E EEA EEEE E nec averse van ee eaten EENE ERASER 3 17 Task B Logging Appeal Outcomes eee emer epee ee eee eee eee Ree ee een ee 3 21 Quick Links Operations Create Alert cccceeeesscesseeeesecessseeeeseeeenseeeseeoeaaes 3 24 Task A Creating Vendor Alerts ccccccceeeccceeseeeeceeeeeeeeeceeeeseesseeeeseaaeeeeeesseaeeeeesssaaeeeeessaaaeeeees 3 25 Task B Editing Vendor AlertS ccates cenessascensctesanccatapcsucniedsioesdcapdencddesonecuepeaineedadanescsthdansddacendedushoe 3 29 Task C Viewing Vendor FICS syste ccetec reese s duceceseaiaduisetasateseicatnes AEREE EE RA EEAS NAE 3 33 Quick Links Operations Disqualify cscceeeesssssseeeesecessseeeeseeeenseeeseeeeaaes 3 37 Task A Initiating the Disqualification cccecccccseeeeeceeeeeeceeeeeeeseeeeeeseaee
120. ator Complete the following steps to perform this task 1 Search for and access the desired vendor record Vendor Folder amp Frank Rizzo fs MAIN STREET MARKET Location 100 MAIN STREET Vendor ID V98765 Peer Group 75 001 300 000 annual sales or 6 cash regist Contact JANE DOE OVERLAND PARK KS 66210 A E s 913 555 5555 Status Authorized Local Agency LA2 Shenandoah Valley WIC Region 06 i Event Type wo Total Sanction Points 0 Unduplicated Participants Served 0 Start Date 7 30 2012 E EndDate 8 30 2012 E Date EventT ype E Enea Weed 8 27 2012 12 08 12PM Inventory Audits 2 Once the Vendor Folder is displayed go to Quick Links gt Operations gt Remove High Risk The Remove High Risk screen displays OP CECECECEECCOCCOEEE EE CCE COCOCOEEECCCOCCCCECE EEC CCCECEECE CEC ECE CCE EC ELe High Risk Removal Comment C Notify Vendor v 1 0 posted 07 05 2014 3 Enter a High Risk Removal Comment OE CCECEEEECCCCCCCOCECOCCOCOOOCOCOCECOOOCCCCOCECCCCOCCOOOOS SCC CCE OCELSLE High Risk Removal Comment Enter a removal comment here _ Notify Vendor 4 Select the Notify Vendor check box as necessary 5 Click Save A status message displays e f you did not select the Notify Vendor check box you are returned to the Vendor Folder Q Vendor Folder amp Frank Rizzo pem mn MAIN STREET MARKET ry Location 100 MAIN STREET Vendor ID 98765 Peer Group 75 00
121. ccess the Vendor Portal Home screen State Department Vendor Management System Welcome to State Department Vendor Management System WIC At A Glance Population Served The WIC target population are low income nutritionally at risk e Pregnant women through pregnancy and up to 6 weeks after birth or after pregnancy ends Breastfeeding women up to infant s 1st birthday Nonbreastfeeding postpartum women up to 6 months after the birth of an infant Eas Atel Bis g leeeltlaceks eel emus OAT ol New Vendors wt or after pregnancy ends Sign Up e Infants up to ist birthday WIC serves 53 percent of all infants born in the United States e Children up to their Sth birthday j Y Existing Vendors User Name Benefits Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement v 1 0 posted 07 05 2014 2 Log into the Vendor Portal The Vendor Management screen displays Welcome DAVID JOHNSON Help RIVERSIDE MARKET Change Password Vendor ID N A Manage Account Users Logout Vendor Application Price Survey Vendor Traning My Account Vendor Management RIVERSIDE MARKET Application Status Pending 300 RIVERSIDE MARKET Vendor ID N A OVERLAND PARK Kansas 66210 Contract Period N A Peer Group Peer Group 1 Vendor Actions Appications will not be processed without a Price Survey Proceed to the Price Survey section in
122. ce survey submissions Appications will not be processed without a Price Survey Proceed to the Price Survey section in order to complete the apniication submittal process sal BA a gt wo Vendor Price Survey Vendor My Account Manage Change Application Training Account Users Password Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement v 1 0 posted 07 05 2014 3 Click Manage Account Users The Manage Account Users screen displays State Department Welcome JOHN DOE Vendor Management RIVERSIDE MARKET System Vendor ID N A Vendor Application Price Survey Vendor Traning My Account Manage Account Users Manage Account Users Vendor Portal Users User Name Last SignOn Date Add New User Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement 4 Click Add New User The New User Login screen displays State Department Welcome JOHN DOE Help Vendor Management RIVERSIDE MARKET Change Password System Vendor ID N A Saute New User Login Use the form below to create a new user login You can select from the dropdown of current Vendor Contact Persons or fill in new name below Home Vendor Application Price Survey Vendor Traning My Account Manage Account Users Passwords must be between 4 and 12 characters in length contain 0 special character s excludin
123. cently Authorized Any Value 4 Geographic Area east 9 Recently Authorized Any Value 5 WIC Sales Any Amount 10 Participants Served Any Amount 5 WIC Sales Any Amount 10 Participants Served Any Amount 1 Number of Registers 2 Sales Volume oo 25 001 75 000 6 Square Footage 7 Has Scanners Any Amount Any Value 11 SNAP Sales 12 Population Center Any Amount Any Amount 80 000 200 000 74 1 Number of Registers 2 Sales Volume TED Any Amount 6 Square Footage 7 Has Scanners Any Amount Any Value 11 SNAP Sales 12 Population Center Any Amount Any Amount Override Suggested Peer Group v 1 0 posted 07 05 2014 The vendor s demographic data is displayed Utilize this information to select the desired peer group for the vendor 3 Select the Notify Vendor check box to email or print a letter communicating the peer group assignment to the applicant vendor _ Notify Vendor 4 Click Save A status message displays indicating success e f you did not select the Notify Vendor check box you are returned to the Vendor Authorization screen and the Vendor Authorization Checklist is updated Vendor Authorization amp FRANK RIZZO MAIN STREET MARKET a Location Application ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate A gt Search 12345 MAIN STREET A602 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION
124. ck Links gt Vendor Authorization gt Monitoring Visit The Vendor Monitoring Visit screen displays Vendor Monitoring Visit amp FRANK RIZZO MAIN STREET MARKET Location Application ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 6 Search B New Vendor Applicatio History i Communication 12345 MAIN STREET A602 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE Pending PRAIRIE VILLAGE KS 66208 Operations Vendor Authorization 4 Authorization Checklist f Application Received Store does not stock a full line of grocery items including meat dairy produce and dry goods 4 Signed Agreement sf Determine Peer Group Store does not display WIC shelf tags to identify WIC approved items Failed to display posters indicating they are a WIC vendor We Schedule Training Observed questionable treatment of WIC participant or improper processing of a WIC warrant r Monitoring Visit r Training Completed Failed to maintain WIC Manual at registers We Price Survey Analysis or Fot r Inventory Survey Hr Infant Formula Supplier Veri Items on shelves were not within manufacturers sell by dates r Issue Stamp r Authorization Packet Perishable items were not stored under proper conditions and temperatures r Vendor Bank Information We 50 Vendor Analysis
125. d the grid displays the newly selected status v 1 0 posted 07 05 2014 Task C Searching for Online Applications Complete the following steps to perform this task 1 Goto Vendor gt Search Vendor The Vendor Search screen displays _ 123 Dar ae R C LA2 Shenandoah Valley O a3 i oe 2 Under Vendor Status select the Pending check box 3 If additional search criteria is known enter the information Os 001 300 000 annual s O 300 Vendor Search amp NATHANIEL DOE L 123 JOHNSON COUNTY 3 4S Central WV WIC R i mii GO A511 STEVE S FISH MARKET 300 MAIN OVERLAND PARK k a 66212 Pending OG A514 STEVE S BAKERY 120 MAIN OVERLAND PARK Kansas 66212 Pending LA2 Shenandoah Valley WIC Region 06 necessary viewing privileges J 2 000 25 000 annual sale 3 paa 75 000 annual sa 7 Sf Alerts for new portal applications show on the Tasks Stats area of the Home screen for staff with 2 000 25 popen paa g pe peers 25 001 75 000 annual sales or 3 5 cash registers v 1 0 posted 07 05 2014 Task D Accessing Online Applications Complete the following steps to perform this task 1 When you have identified the vendor application to open click the Edit button The Vendor Application displays STEVE S MARKET Location Vendor ID Peer Group 2 000 25 000 annual sales or 0 2 cash registers Contact Search 100 MAIN V56789 Local Agency Unknown BOB JONES
126. de 5 Enter a High Risk Comment as necessary High Risk Expiration Date 3 30 2013 h Risk Reason Code jr State Reason Two OP CCEECEE ES CECCCCOECEL ESOC CCOCEE CEC COCC COOOL LOCC CCOCELCE LOCOCO COLE ELS High Risk Comment Enter a high risk comment here _ Notify Vendor 6 Select the Notify Vendor check box as necessary 7 Click Save A status message displays e f you did not select the Notify Vendor check box you are returned to the Vendor Folder Vendor Folder amp Frank Rizzo MAIN STREET MARKET Location 100 MAIN STREET Vendor ID V98765 Peer Group 75 001 300 000 annual sales or 6 cash regist Contact JANE DOE OVERLAND PARK KS 66210 R E 913 555 5555 Status Authorized Local Agency LA2 Shenandoah Valley WIC Region 06 cea Event Type Total Sanction Points 0 Unduplicated Participants Served 0 Start Date 7 30 2012 E EndDate 8 30 2012 E 8 29 2012 8 54 09 AM Compliance Buys Compliance Buy was created It was dosed on 8 29 2012 by user Frank Rizzo with a final assessment of Abandon B Dae Description A eee eel P 8 27 2012 12 08 12PM_ Inventory Audits Inventory Audit was created It was dosed on 8 28 2012 by user Frank Rizzo with a final assessment of Fail Closed A High Risk Indicator icon is added next to the vendor s name v 1 0 posted 07 05 2014 e f you did select the Notify Vendor check box the Vendor Notifications scree
127. displays Open Vendor Training Schedule amp FRANK RIZZO val MAIN STREET MARKET Location Application ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 12345 MAIN STREET A602 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE Pending PRAIRIE VILLAGE KS 66208 M search S New Vendor Applicatior History SA Communication ay foo 08 00 00 09 00 00 acme P 1 31 2013 WIC and You 08 00 00 17 00 00 St Regis Hotel Operations Vendor Authorization x Authorization Checklist f Application Received 4f Signed Agreement f Determine Peer Group r Schedule Training f Monitoring Visit r Training Completed t Price Survey Analysis or Foc r Inventory Survey r Infant Formula Supplier Veri r Issue Stamp We Authorization Packet r Vendor Bank Information r 50 Vendor Analysis f Geographic Area r Custom Step 3 r Custom Step 2 r Step 1 Training Events a The functions on this screen are nearly identical to the Vendor Authorization Schedule Training screen However this screen does not allow you to add new training sessions Use this screen to add the vendor to additional open events v 1 0 posted 07 05 2014 Task D Completing a Monitoring Visit Complete the following steps to perform this task 1 Goto Qui
128. displays v 1 0 posted 07 05 2014 Task E Sending Notifications Complete the following steps to perform this task 1 While still on the Vendor Notifications screen click Export to export the notification When exporting a file a Save screen displays Select the desired file name and destination then click Save to save the file in comma delimited csv format 2 Click Preview to display a preview of the selected notification template Vendor Notifications amp FRANK RIZZO Vendor Communications Document Templates fr mt Page 1of 2 Goto Page 1 AC em Message Email Subject 77 Vendor Notification Sent By Email 77 State Level a The Kansas Department of Health and Environment Sam Brownback Governor Robert Moser MD Secretary I Curtis State Office Building 1000 SW Jackson Topeka Kansas 66612 Department of Health Phone 785 296 1500 Fax 785 368 6368 Email info kdheks gov and Environment MASS COMMUNICATION 1 TEMPLATE Additional controls above the notification preview allow you to navigate through the pages in the notification template Zoom in zoom out rotate the PDF file change how the PDF file fits in the viewer and enter text to search for in the PDF file v 1 0 posted 07 05 2014 3 Click Print Export Labels to display the Print Export Labels screen This screen allows you to print or export mailing labels for printed notifications
129. dor record Vendor Folder amp NATHANIEL DOE Pug CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value 3330 CEDAR STREET V88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com search 9 New Vendor Application History e EAA Communication Event Type a o Total Sanction Points 0 Unduplicated Participants Served 0 E StartDate 12 24 2012 Endoate 1242013 E Appeal Create Alert z z Disqualify Educational Buy Date EventTyp Inventory Survey 4 i 2013 12 42 45 PM Appeals submitted with date of 1 13 Monitoring Visit 1 11 2013 8 18 17 AM Communications Training Notification email was sent Subject VT From wic state com To sample email com fe ae tion 1 11 2013 8 15 49 AM Communications Training Notification email was sent Subject Training Event From wic state com To sample email com Price Surveys 1 9 2013 2 22 48 PM Compliance Buys Compliance Buy was created It is currently still open with a status of Open Add Edit High Risk 1 9 2013 2 22 19 PM Investigations On going investigation opened on 1 9 2013 Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization Training Events Vendor Training Events Schedule Training Create Training 2 Once the Vendor Folder is displayed go to Quick Links gt Operations gt Educationa
130. e Reset Send User Notitication v 1 0 posted 07 05 2014 11 Click Reset to reset the selected user s password The screen refreshes and displays the user s new password The new Password for jsmith2 is mmmm Send User Notification Cancel 12 Once a reset is completed click Send User Notification to notify the user of the change 13 Click Cancel to return to the Manage Vendor Portal Users screen Congratulations You have successfully completed the Manage Vendor Portal Users process v 1 0 posted 07 05 2014 Using the Vendor Portal This scenario explains the process of logging into the Vendor Portal This process includes the following task s Task A Creating a User ACCOUNT ccscceeeseeeseeeeeeeseeeeseeeneeeeeesenseenseeesesoneeneneeoeaes 9 7 Task B Logging into the Vendor Porrtal ccssscssseeesseeeseeeseeeesesenseeeeeseneenenenens 9 11 Task C Changing PASSWOMGS wivcicssccccscscieecntcacentecnasesiswnsnwtssrasestcnnvonnnenaseanemccsesedareane 9 13 Task D Editing the User Account ccccscceeeseeeneeeeseeeneeenseeeneeeesesenseseaeeeneeeenesons 9 15 Task E Adding and Disabling USP cccscccesseesseeeeseeeseeneeeeseeeaseneneseeeesenesens 9 17 Task F Completing Vendor Applications cccccesesssseeceeeeecesesenneeeeneesenseees 9 20 Task G Completing Price SurveyS cccssscseeseeesseseeseecesesenseesensesenseseeneeseneeees 9 2
131. e Same Address ZIP Code City State County Select the Is Mailing Address the Same check box if the mailing address is the same as the physical address If not unselect the check box and complete the mailing information v 1 0 posted 07 05 2014 8 On the Contacts tab click Add Contact to update the list of contacts as necessary x F yo on me ha F JHN DDE 10 12545 MAIN STREET OVERLAND PARK KS 10 Enter the location s Hours of Operation Hours OF Operation Eg M 24 Hours eos Monday EPM to E E Tuesday apm to a E Wednesday epee to pmm w E E Thursday 5PM w to E E Friday to moor Saturday epm fo liopm F E E Sunday to ro Enter hours for Monday and then select the note page icon Eg to apply the Monday s hours to the rest of the week Select the 24 Hours check box for each day of the week the location is open 24 hours a day Select the Closed check box for each day of the week the location is closed v 1 0 posted 07 05 2014 11 Under Annualized Sales select either Actual or Projected then complete the following e Enter Total SNAP Sales e Enter Total Food Sales e Enter or select the Sales Year Annualized Sales Sales Actual Total SNAP Sales Total Food Sales Year 12 Enter the Number of Registers 13 Enter the Grocery Square Footage 14 Enter or select the Primary Formula Source 15 Enter or select the Primary Grocery Source 16 Select either Yes or No
132. e Violations This scenario explains the process of defining federal and state violation definitions Violations can be assessed following the completion of actions such as monitoring visits inventory audits and compliance buy investigations This process includes the following task s Task A Defining Federal and or State Violation Definitions ccscscseeseeeees 11 18 v 1 0 posted 07 05 2014 Task A Defining Federal and or State Violation Definitions Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Setup gt Define Violations The Violation Definitions screen displays Violation Definitions amp Frank Rizzo FEDERAL 1 FEDERAL 1 FEDERAL 1 FEDERAL 1 X F005 Fails To Sell The Correct Type Of Food Item FEDERAL 1 gt F006 Overcharges WIC Quantity FEDERAL 1 F007 Overcharges WIC Written Price FEDERAL 1 X F008 Provides Cash For An FI FEDERAL 1 gt F009 Provides Credit For An FI FEDERAL 1 X F010 Receives Redeems FI s Outside Channels FEDERAL 1 os X F011 Sells Cigarettes Tobacco Or Alcohol FEDERAL 1 X F012 Substitutes A Eligible Food Item Product FEDERAL 1 9 X F013 Substitutes Non ligible Food Item Product FEDERAL 1 X F014 Substitutes Non Food Items For WIC Food FEDERAL 1 X F015 Substitutes With Non Contract Formula FEDERAL 1 016 Trafficking TMenal Sales OF FT RA Upon display of the screen the Violation Definitions grid displays the curren
133. e of the following e Select the Actual radio button then o Enter the Year o Enter Total SNAP Sales o Enter Total Food Sales Annualized Sales Fr Year Total SHAP Sales Total Food Sales 45 000 00 230 000 00 e Select the Projected radio button then o Enter the Total SNAP Sales 13 14 15 16 17 18 Actual Annualized Sales WF v 1 0 posted 07 05 2014 Enter the Total Food Sales Total SNAP Sales Total Food Sales Projected 45 000 00 230 000 00 Enter the Number of Registers Enter Grocery Square Footage Enter Normal Shopping Radius miles Enter or select the Primary Source of Formula Enter or select the Primary Source of Grocery select the check boxes that apply e Does vendor have scanners e Is Vendor E WIC Capable e Complaint with Unemployment and Workers Compensation e Do not contact this vendor Number of Registers Grocery Square Footage Normal Shopping Radius if a 3500s 5 Miles Primary Source of Formula 17 Mead Johnson ep a P Does vendor have scanners _ Is Vendor E WIC Capable _ Compliant with Unemployment and Workers Compensation _ Do not contact this vendor Next to the Primary Source of Formula and Primary Source of Grocery is an Add button gt and an Edit button Use the Add button gt to add another primary source of formula and grocery Use the Edit button to make ch
134. e this has been done you will define one or more peer groups and refine the criteria for each as necessary Lastly you will re evaluate the peer group assignment for one or more vendors This process includes the following task s Task A Setting Peer Group Criteria cesccceeseseeseeeseeeseseeseeeneeeesesenseeesenenesoeeeses 11 2 Task B Defining New Peer Groups cccsscceeseeeseeeessenseeenseeeneeoesesensenenesenesoneeses 11 4 Task C Re Evaluating Vendors cc ccccssccseseeeeseeeeeeeneeeesesenseeeneseeseeeassonsenenesonsenes 11 7 v 1 0 posted 07 05 2014 Task A Setting Peer Group Criteria Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Setup gt Define Peer Groups The Define Peer Groups screen displays Define Peer Groups amp FRANK RIZZO Peer Group Maintenance Criteria Settings Above 50 Recently Authorized Geographic Area Has Scanners LI LI LI LI LI LJ LI Create New Peer Group Name ir Coo 5 WIC Sales Any Amount 9 Recently Authorized Any Value 13 50 WIC Sales Any Value Vendors Assigned 10 Annualized SNAP Sales range Number of Registers range Population Center range 2 Sales Volume 2 000 25 000 6 Square Footage Any Amount 10 Participants Served Any Amount 2 Sales Volume 25 001 75 000 6 Square Footage Any Amount 10 Participants Served Any A
135. earch a 5 New Vendor Applicatio History c icati Ores No Ihave performed the necessary steps for 50 WIC vendor analysis Operations Vendor Authorization x Authorization Checklist f Application Received 4f Signed Agreement f Determine Peer Group W Schedule Training f Monitoring Visit W Training Completed 4 Price Survey Analysis or Fo Inventory Survey Infant Formula Supplier Ver Issue Stamp PAPPBEPPEPPPPPPPPBPPPEPPPPPLPPPPPPPEPEPPLPP EPL PPLPPEDEPPLEPEPLLPLEPED ED f Authorization Packet 4 Vendor Bank Information f Geographic Area r Custom Step 3 r Custom Step 2 r Step 1 Training Events a 4 ECE b v 1 0 posted 07 05 2014 2 Under 50 Vendor Analysis select Yes or No in response to I have performed the necessary steps for 50 WIC vendor analysis 3 If you selected Yes in response to I have performed the necessary steps for 50 WIC vendor analysis the Vendor is determined to be a 50 vendor selection options are enabled Select Yes or No 4 Enter a Comment 5 Click OK The status message displays indicating success You are returned to the Vendor Authorization screen and the Vendor Authorization Checklist is updated Vendor Authorization amp FRANK RIZZO MAIN STREET MARKET Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 12345 MAIN STREET 55555 Local Agency 123 JOHNSON COUNTY HEA
136. econd Visit Date of Visit 1 29 2013 Cheese in 8 or 16 oz Packages Pounds 2 89 Bread 100 Whole Wheat Ounces 3 19 JE EFH Inventory Audit amp FRANK RIZZO a v 1 0 posted 07 05 2014 3 Click Enter Invoice The Inventory Audit Invoice screen displays Inventory Audit Invoice amp FRANK RIZZO STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized Inventory Food Subcategory 17 es sees Distributor Name 17 be Invoice Date 17 Quantity Received 17 a o Unit Price Paid 1 Total Price Paid 1 0 00 0 00 PPPAPPPEPPPPPPPPPPPPPPPPPPPPAPPPPP PAPE DD Comments y sgerson New 1 28 2013 3 51 PM 2 i F Scan Documents view Documents 4 Enter or select an Inventory Food Subcategory Inventory Food Subcategory 17 2 Milk Food subcategory items identified for the audit may be selected only 5 Under Add Invoice complete the following e Enter the Wholesaler Distributor Name e Enter or select the Invoice Date e Enter the Quantity Received e Enter the Unit Price Paid The Total Price Paid is calculated automatically by multiplying the Quantity Received by the Unit Price paid v 1 0 posted 07 05 2014 e En
137. ed t bedl r Price Survey Analysis or For J 50 Vendor Analysis r Inventory Survey t Infant Formula Supplier Ver vV Geographic Area 01 29 2013 r Issue Stamp Custom Step 3 We Authorization Packet we Vendor Bank Information amp Custom Step 2 r 50 Vendor Analysis Step 1 f Geographic Area Hr Custom Step 3 we Custom Step 2 We Step 1 Training Events a z4 EEH E v 1 0 posted 07 05 2014 Task F Completing a Price Survey Analysis Complete the following steps to perform this task 1 Goto Quick Links gt Vendor Authorization gt Price Survey Analysis or Food Basket Analysis The Vendor Price Surveys screen displays Vendor Price Surveys amp FRANK RIZZO We Authorization Packet We Vendor Bank Information We 50 Vendor Analysis f Geographic Area r Custom Step 3 r Custom Step 2 wWStep 1 eerie S 3 Under Vendor Price Survey Details enter or select the Price Effective Date 4 Under Vendor Price Survey Details enter or select the Price Survey Date v 1 0 posted 07 05 2014 The Price Effective Date is the date on which the prices become effective The Price Survey Date is the submission date of the price survey 5 Complete the following rice Survei te E 011110609021 011110609038 011110609175 026855123435 035826026644 035826026651 041179010612 041270447508 041270447584 051933190801 070038372806 070038372844 077236000302 0774385
138. eeeeseneesseeeeeess 8 8 9 MANAGE VENDOR PORTAL USERG ccccceseeeeeeeeeneeeeecneeeseenseeneoneseesenecneseneeaes 9 1 Manage Vendor Portal Users assnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn mnnn 9 1 Task A Adding Users Disabling User and Resetting Passwords ccccseeeeeeeseeeeeeaeeeeeens 9 2 Using ING Vendor POM Al se seciecseteeicwacnviasedeinctnsivasieats aaa 9 6 Task As Creating a User AG COUN secos ee ae eee eo a ei 9 7 v 1 0 posted 07 05 2014 Task B bogging into the V eng or POMAl se ctseccee cect cel aaa E et eea a a mba sevetentenackte 9 11 Task O Chanding FaSo wWoldS sasie a er omen en RE ONT mr nen ere Cet ee ere 9 13 Task De Editing the Ser ACCOM congri cca ree ot tual aa o ence e a Ea 9 15 Task E Adding and Disabling USES i ccc crease cect ncrgetedh Cast iaaa scaqutes evaded dsc eteseateeeeasees 9 17 Task F Completing Vendor Applications cccccccccssseseeccceeeeeeeeeeeeecceeeesseeaaeeeeeeeessaaaaeeeeeees 9 20 Task G Completing Price SUNVCYS aice cccesdo ate 8 etre act Seievecea take Sveciiocadart i wede ee 9 25 Task H Registering for or Canceling Vendor Training ccccccssseeceeeceeseeceeeeeeeeeeessaaaeeees 9 27 TO VENDORT TRAINING sececcscescicestecscacecetancccaswncedtoesstaniesveaadeututatecdnendeupanesinsncateceuneaesisenias 10 1 Create Training EVO ieicscscisisieescesecsesevnicncncwwndetecmnessvnseendeicavasswecavastssdewsevetcaeesmadewscnss 10 1
139. een displays Start Date if a s 2012 Add Item to Food Basket Category if 3 Enter a food basket Name Each food basket must have a unique name 4 Review and or modify the Start Date of the food basket if necessary The Start Date defaults to the current system date v 1 0 posted 07 05 2014 5 Enter or select the End Date of the food basket 6 Select or deselect the Active check box to indicate the status of the food basket you are adding active or inactive 7 Within the Add Item to Food Basket group box do the following e Select a Category e Select a Subcategory e Enter a Quantity for the selected item e Enter the Size of the selected item e Select Generic if applicable to indicate that only items marked generic are to be used during price survey analysis e Click Add The screen refreshes and the Food Basket Items grid displays the newly added food item ye Milk Low fat 2 Milk 2 Quart od Cheese or Tofu Cheese in 8 or 16 oz Packages Pounds Fad Eggs Fresh eggs in Dozen Cartons 5 Dozen F Add Item to Food Basket Category Quantity Size ey B C L Repeat this step as necessary to define a collection of food items 8 Click Save A status message displays indicating success and you are returned to the Define Food Baskets screen Congratulations You have successfully completed the Define Food Baskets process v 1 0 posted 07 05 2014 Defin
140. eessaeeeeseeeeesseeeeessaneeeeas 3 38 Task B Finalizing the Disqualification cccccccscccceeeeeeeeeeeeeeseeeeeeeseeeeeseaeeeeseeeeeseeeeesseeeeens 3 41 Task C Assessing Civil Monetary Penalty CMP cccccccsseeeeeeeeeeeeeeeeeeeeseeeeeeesaseeessaeeeeens 3 43 Quick Links Operations Educational Buy ccsscsssssseeesssssseeesseceessseeeeeeneees 3 45 Task A Adding a Fictional PartiCiDant ccccccecccceccseseeeeeeeeeeeeeeeeseaeeeeeeesseaeeeessseaeeeeeesaaaeeeees 3 46 Task B Selecting the Food Packages to be Generated cceccsessseeeeneeeseeeeenseseeeeensaseeees 3 49 Task C ISSUING AN ID Card ccecccccccccceeeaeeeeeeeeeeeeesaeeseeeeeeeeessaeaseeeeeeeeessseaeeeeeeeeeeesaaaeeeeeeees 3 51 Task D Generating Food INStruMent ccccccseseceecseeseeeeeceeeeceeeceeeseeeeeseeaeeeeessaaseeeessaaaaeeees 3 52 Quick Links Operations Monitoring ViSit cccccssssseeesecessseeeeseeeesneeeesseeenes 3 53 Task A Printing Monitoring Visit Document s cccccceeeeeeeeeeeeeeeeeeeeeeeseaeeeeesesaeeeeeeseaaaeeeees 3 54 Task B Documenting the Results of a Monitoring ViSit cccccceceeeeeeceeeeeeeseeeeeeeeeeeeesaeeeeens 3 57 Task C Closing the Monitoring ViSit cccccccseeeccecceeeeeceeeeeeeeeeeeeeeeeeeceeeesaaeeeeeesseaeeeeessaaaeeeees 3 59 Task D Accessing the Vendor Violation Choices SCreen ccccccsseeeeceecaeeeeeeeeeaeseeeeessaaaeeeees 3 61 Task E
141. elete a food instrument from the grid click the Delete button Click Scan Document to scan and associate a document to the selected vendor record 8 Click Save A status message displays indicating success You are returned to the Inventory Audit screen v 1 0 posted 07 05 2014 Task G Recording Product Invoices Complete the following steps to perform this task 1 Search for and access the desired vendor record The Vendor Folder screen displays STEVE S DAIRY search 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact B New Vendor Application Authorized History e Communication Event Type wo W Total Sanction Points 2 Unduplicated Participants Served 0 a A ae StartDate 12 25 2012 E EndDate 128 2013 ia Appeal Create Alert Disqualify Educational Buy Inventory Survey pic ompliance Buy was created It is currently still open with a si Visit P 1 28 2013 3 21 26 PM Inventory Audit was created It is currently still open with a status of Open hina JO 1 29 2013 3 21 16 PM igati On going investigation opened on 1 28 2013 Price Surveys P 1 28 2013 2 54 57 PM icati Monitoring Visit Failure letter was printed Subject Fail Add Edit High Risk P 1 28 2013 2 54 45 PM icati Monitoring Visit Failure letter was pr
142. emale 5 12 1992 a Local Agency 1 Clinic 1 LA Shenandoah Valley WIC Region 06 CL3 Jefferson County WIC Program i 4 Click Save You are returned to the Compliance Buy screen 5 Under Generate Compliance Buy Food Instrument select the newly added Fictional Participant from the drop down list 6 Enter or select a First Date to Spend 7 Enter or select a Last Date to Spend Fictional Participant ir First Date To Spend jf Last Date To Spend ir Dome US a mor a 302 E v 1 0 posted 07 05 2014 Task B Selecting the Food Packages to be Generated Complete the following steps to perform this task 1 Onthe Generate Compliance Buy Instruments screen within the Food Instrument grid select the food package to be generated The screen refreshes and a number of food items are added to the Food Instrument Detail grid Food Instrument Detail Unit of Measure Eggs All Authorized 36 Ounces Cereal Adult All Authorized x x Fa P Containers Peanut Butter 18 oz 4 16 Ounces Whole Grains All Authorized x x x Dozen 10 00 55 Fruit and Vegetables Cash Value Benefit 6 o Gallons Low Fat Milk 5 Gallons 2 Milk s1 3 Enter a Quantity for each food item that is to be included in this package Food Instrument Detail Quantity Unit of Measure xl Eggs All Authorized
143. endor Communications select the Document Templates from the drop down list 2 Enter aMessage Email Subject 3 Select the Sent By Email from the drop down list Message Email Subject 1 Time for Re Authorization Sent By Email 17 State Level v 1 0 posted 07 05 2014 Task C Selecting the Method of Notification for Each Vendor Complete the following steps to perform this task 1 While still on the Vendor Notifications screen select the E mail and or Print check boxes to indicate whether the notification will be sent by e mail or physical mail Vendors OHO O0 0 OOo i il lf the vendor does not have an e mail address the E mail check box is disabled If there is a parent corporation the corporation determines if the notifications will be sent to the corporation the vendor or both Vendors with a checkmark in the Print or E mail columns will receive the notification If neither check box is selected no notice will be sent to that vendor v 1 0 posted 07 05 2014 Task D Adding Attachments Complete the following steps to perform this task 1 While still on the Vendor Notifications screen click Attachments The Communication Attachment screen displays Use this screen to attach a file to the notification 2 Click Add File to display the Windows Open screen and search for and attach a file 3 Click OK The attachment is added to the notification The Vendor Notifications screen
144. endor only Cascade to other Vendors below _ Kansas _ Missouri o Select either Apply to this vendor only or Cascade to other Vendors below o If you select Cascade to other Vendors below select the check boxes to indicate all vendors to which the price survey will be applied o Click the plus sign to display additional information v 1 0 posted 07 05 2014 Apply to this vendor only Cascade to other Vendors below V98705 TEST MEGA MART at 123 MARKET LANE SHAWNEE Kansas 66203 Y78976 TEDS GROCERS at 9100 METCALF AVE OVERLAND PARK Kansas 66210 KEN MART at MAIN SHAWNEE Kansas 662165268 5 at 9100 METCALF AVENUE OVERLAND PARK Kansas 66210 MAIN STREET MARKET at 12345 MAIN STREET OVERLAND PARK Kansas 66210 U o Click OK A status message displays indicating success and you are returned to the Vendor Price Surveys screen Vendor Price Surveys m FRANK RIZZO Da MAIN STREET MARKET Location Application ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 12345 MAIN STREET A602 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE Pending PRAIRIE VILLAGE KS 66208 Vendor Authorization 6 Authorization Checklist f Application Received 4f Signed Agreement 4 Determine Peer Group We Schedule Training f Monitoring Visit f Trainin
145. endors Print Roster Scan Attachment ew Attachme Enter or select the training Date 2 3 Enter or select the Closed Registration Date 4 Enter or select the Start Time 5 Enter or select the End Time Date ir Closed Registration Date Start Time 1f End Time if Duration if 9 17 2012 a 3 14 2012 m soam 10 30am hours 30 minutes Eb The Duration of the training event displays upon entry of the Start Time and End Time 10 11 12 13 14 15 v 1 0 posted 07 05 2014 Enter the Title of the vendor training event Enter a Description Do one of the following e Enter or select a Location e Enter an Other Location Enter Directions Title ir Authorization Training Description Annual authorization training Location 17 Other Location 16 OR Victory Hall Room A Directions n 100 East Main Street Enter the event Capacity Enter the event Overbooking Capacity Enter or select the Event Trainer Enter or select the Event Owner Enter or select the Training Type Select one or more assets as necessary from the Assets list box Capacity f Overbooking Capacity ir 5 E 2 Event Trainer 1 Jack Caperniqus Event Owner 1T Frank Rizzo Training Type 17 Annual Training v 1 0 posted 07 05 2014 16 Select the Event Level If Local is selected selection of a local agency is required
146. ent Vendor assigned to Peer Group 2000 25000 annual sales or 0 2 cash regist on 8 23 2012 Effective Date 8 23 2012 8 23 2012 7 34 53 AM Authorization Vendor was authorized for a contract period between 8 23 2012 and 8 24 2012 Authorization was approved by Frank Rizzo Training Events Vendor Training Events Schedule Training Create Training v 1 0 posted 07 05 2014 3 Under Quick Links go to Operations gt Re Authorize The Vendor Authorization screen displays Vendor Authorization Frank Rizzo WESTSIDE MARKET Location 98347 W OAK STREET Vendor ID V45678 Peer Group 2000 25000 annual sales or 0 2 cash regist Contact JANE DOE o o OVERLAND PARK KS 66210 800 843 9832 Status Authorized Local Agency LA1 Central WV WIC Region 02 Application Received Frank Rizzo 08 23 2012 fr Signed Agreement w Custom Step 2 Schedule Training w Training Completed Price Survey Analysis or Food Basket Analysis ft Inventory Survey w Infant Formula Supplier Verified fr Vendor Bank Information Ww 50 Vendor Analysis Geographic Area Frank Rizzo 08 23 2012 4 Use the Vendor Authorization Checklist to process the reauthorization Vendor Authorization CORNER MARKET Location 21 MAIN STRET Vendor ID V39485 Peer Group Peer Group 1 Contact JANE DOE A Search OVERLAND PARK KS 66210 Staiun Pending Lili e S 913 555 9876 New Vendor Application History Vende hie zatio
147. entory Survey Information tA Survey Date 77 Survey Time 77 Survey Status 17 Survey Performed By ir This is an authorization related survey 8 22 2012 aooaa In Progress m Frank Rizzo ra Minimum inventory survey results are automatically flagged as authorization related if performed as part of the authorization checklist process This field should be left un checked when performing inventory surveys not related to authorization v 1 0 posted 07 05 2014 4 Within the Inventory Items grid enter or select the Unacceptable Quantity Acceptable Quantity or Meets Variety Requirements indicator for each item Unitof Required Minimum Shelf Price Unacceptable Acceptable Meets Variety Meets Quantity Measure Quantity issi Quantity Quantity Requirements Requirements 10 16 Breads Whole Grains Bread 100 Whole Grain Ounces Milk Whole Whole Milk Gallons 20 Milk Low fat 2 Milk Gallons 10 Cheese or Tofu Cheese in 8 or 16 oz Packages Pounds 10 Eggs Fresh eggs in Dozen Cartons Dozen 10 Juice 48 46 48 oz Liquid Juice Containers 10 p Selecting Meets Variety Requirements indicates that the exact inventory quantity is not known and negates the need to enter Unacceptable and Acceptable Quantity requirements The user must indicate whether variety requirements were met by selecting or unselecting the Meets Variety Requirements check box Not all items have variety requirements 5 Click Comple
148. eported About fr Issue Type 1 Description of Issue 1t Family Particpant wic Staff Vendor Family Particpant wiIc Staff Vendor Other Anonymous Policy amp Procedure Other Location ee a nO oe OO E E S E E E A Customer Service Comments ss New y Bea v 1 0 posted 07 05 2014 3 Complete the Create Customer Service Issue screen by completing the following e Enter or select the Issue Creation Date e Enter or select the Incident Date The current system date is entered by default for both the Issue Creation Date and the Incident e Enter or select the Target Resolution Date The Target Resolution Date is set to the current system date plus 30 days by default e Enter or select the Issue Status e Select the Confidential check box if necessary Select this option if this issue is of a confidential nature e Within the Issue Reported by group box select one of the following o Family Participant When selected the Family ID field displays as a required field Issue Reported By i Family Partidpant WIC Staff Vendor Other Anonymous Family ID 1 Foo200000001 fa Use the Search button 1 to find a person or vendor if the ID is not known o WIC Staff When selected the User ID field displays as a required field Issue Reported By iF Family Partidpant amp WIC Staff Vendor Other Anonymous UserID ir
149. er Group We Schedule Training s Monitoring Visit W Training Completed We Price Survey Analysis or Fo t Inventory Survey W Infant Formula Supplier Ver r Issue Stamp We Authorization Packet r Vendor Bank Information We 50 Vendor Analysis f Geographic Area r Custom Step 3 Hr Custom Step 2 wW Step 1 Training Events a 2 Vendor Check Item Finish amp FRANK RIZZO PILLILPLIPLEPLLILL IIL IIL IIL PILL PIL IPL PPL PIPL ILL PPL PPL PP LP PPP PPL PPL ee sve v 1 0 posted 07 05 2014 2 Under Training Completed enter or select the Finish Date 3 Enter a Comment if applicable 4 Click Save A status message displays indicating success You are returned to the Vendor Authorization screen and the Vendor Authorization Checklist is updated Vendor Authorization amp FRANK RIZZO i 4f Application Received 01 29 2013 M Search 4f Signed Agreement 01 29 2013 New Vendor Applicatio n d f Determine Peer Group 01 29 2013 History Schedule Training Communication 4f Monitoring Visit 01 29 2013 Operations 4f Training Completed 01 29 2013 Price Survey Analysis or Food Basket Analysis IM Authorization Checklist r Inventory Survey 01 29 2013 W Application Received Infant Formula Supplier Verified 4f Signed Agreement f Determine Peer Group Issue Stamp We Schedule Training w Authorization Packet f Monitoring Visit kv Bank Inf tio f Training Complet
150. escenbomsiiseianesiienns 3 114 Task D Completing a Monitoring ViSit c c ceccsssesssseeseeeeseneeseeneeeeneeseneeseeees 3 118 Task E Training Completed ccccscccsssecesseeeeeescnseeceneesenseecensesenseseensseeneesenees 3 124 Task F Completing a Price Survey AnalySiS cc sccccseseseseeeeeeeeeeeeeeeeeeneenenees 3 126 Task G Completing a Food Basket Analysis csccesseceesseseeseeeenseeeneesenees 3 130 Task H Completing an Inventory Survey ccsssecsseseeseseeeeneesenseeeeseseeseesenees 3 133 Task I Verifying an Infant Formula Supplier ccccscseeeeseeeeeeeeeeeeeeeneeeeneeeeeees 3 137 Task J Issuing a Stamp ta sce terse ai enrtermtnctosanc ac atesaonamtsanineaictnieenneeneaeeecenbaesitawisteenianss 3 138 Task K Creating an Authorization Packet cccceeseeseeeeeeneeeeeseeeeneeeeneeeeneeeenes 3 140 Task L Adding Vendor Bank Information ccccsseseseseeseeeseeeeeeseeseneneeeneeeeaes 3 141 Task M Completing a 50 Vendor Analysis ccccsssceeeseeeeeeeeeeseneeneeeeneeeeeneeeees 3 143 Task N Completing One or More Custom Steps ccscccceeseeeeseeeeeeeeeneeeeneenenees 3 145 Task O Approving the Vendor cccceseessseeeeseeeseeeneeeeseeenseeesesenseeenseoesesenesoneens 3 147 v 1 0 posted 07 05 2014 Task A Completing the Signed Agreement Complete the following steps to perform this task 1 Go to Quick Links gt Vendor A
151. ess This process includes the following task s Task A Adding a Fictional Participant cccceseseesceeseeeeeeeeseseeseeesesenseonsesenseoeaes 8 2 Task B Selecting the Food Packages to be Generated ccccssseesseseeeeeeeeeneeeens 8 4 Task C Issuing an Identity Card cccscscsssseecesseseeeesesseecneeseseeseeseeseneesensesonsessens 8 5 Task D Generating Food Instrument ccccceeseeeeeseeesenseeeeeseseeeneeseenseneeeneeseenenses 8 6 v 1 0 posted 07 05 2014 Task A Adding a Fictional Participant Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Compliance Buy gt Generate Instruments The Generate Compliance Buy Instruments screen displays Generate Compliance Buy Instruments amp FRANK RIZZO Af ri Generate Compliance Buy Food Instrument Fictional Participant 17 First Date To Spend 77 Last Date To Spend ir 1 30 2013 2 27 2013 E Food Instrument Detail Settee tee Comment 2 Click the Add button The Fictional Participant screen displays First Name if Jets Date of Birth ir LA Shenandoah Valley WIC Region 06 gt Alternatively an existing Fictional Participant can be selected from the drop down list v 1 0 posted 07 05 2014 3 Complete the Fictional Participant screen Last Name if First Name if DOE JANE Gender iF Date of Birth ir Male F
152. f Geographic Area r Custom Step 3 Store was not dean and well organized 5 DiN om awd r Custom Step 2 we Step 1 Training Events e A vendor may be identified for a monitoring visit for one of the following reasons The Vendor has applied for WIC participation or reauthorization The Vendor is the subject of an investigation having been flagged as High Risk and has not been monitored recently The Vendor has been selected for monitoring in order to meet minimum Federal or State vendor audit requirements v 1 0 posted 07 05 2014 2 Click Print Documents The Print Monitoring Visit Documents screen displays Price Survey Minimum Inventory Items Only TOPO PO POPUP POP POP OP POPP P POP PPP Pee eee Ce Pe Peete ree eee rr eee ent ee ee ee eee ee ee ee ee ee eee eee eer er Printable Comments The monitoring visit process has been designed with the assumption that the user will initiate the monitoring visit print the necessary forms and then exit the screen After visiting the store the user will return to the monitoring visit screen and enter the results This assumption does not prevent the user from initiating the monitor visiting and recording the results during a single session v 1 0 posted 07 05 2014 3 Under Printable Documents select the appropriate check box for each document to be printed 4 Add Printable Comments as necessary 5 Click Print The selected document is displayed as a PDF
153. fined before CMPs can be imposed This process includes the following task s Task A Initiating the Disqualification ccccccescesseeeeeeeeeeeseeeseenseonseoneeneeeeneeeaeeens 3 38 Task B Finalizing the DisqualifiCation cccsscceseseseeeseeeseeeseneeaeeaeeneeaeoneeonees 3 41 Task C Assessing Civil Monetary Penalty CMP ccccssseeeseseeeeeeeeeneeeeeseneenens 3 43 v 1 0 posted 07 05 2014 Task A Initiating the Disqualification Complete the following steps to perform this task 1 Search for and access the desired vendor record Vendor Folder amp NATHANIEL DOE WESTSIDE MARKET Location Vendor ID Peer Group 300 001 annual sales or large chain store stores Contact search e 951 SALLIE LANE V22255 Local Agency LA1 Central WV WIC Region 02 HOWIE LONG LEAWOOD KS 66209 Status Contract Period 11 16 2012 11 12 2014 816 555 2244 S New Vendor Application Authorized btesc25 qmail com D history T Communication Event Type mo B Total Sanction Points 0 Unduplicated Participants Served 0 5S Operations Start Date 12 21 2012 5 EndDate 1 21 2013 E Appeal Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor amp Vendor Authorization Training Events Vendor Training Events Schedule Training Create Traini
154. for Is Vendor E WIC Capable 17 Select the Does vendor have scanners check box if applicable 18 Select the Is Vendor authorized by other states check box if applicable Number of Registers Grocery Square Footage ai Primary Formula Source Nestles USA Primary Grocery Source Associated Wholesale Grocers F Is Vendor E WIC Capable l Yes No M Does vendor have scanners Is Vendor authorized by other states 19 Under Cost Containment enter responses to the questions listed as applicable Cost Containment Is it expected that more than 50 percent of your annual revenue from the sale of food items will be derived from WIC sales 0 Yes Do you currently own a WIC authorized store where the WIC sales are above 50 of the total annual food sales Yes What percentage of total food sales is expected to be WE SNAP CASH Credit Debit Is WIC authorization required in order for your store to open for business Yes Do you have inventory invoices available for food items purchased and currently stocked in your store Yeg How many months of invoices are available valid entry is 0 72 months peee Do you currently have in stock the required minimum inventory e Yes The sum of WIG SWAP Cash and Creal Debt entries must egual 1009 ie No e No 2 No 2 o s No v 1 0 posted 07 05 2014 20 Expand and complete the State Defined Questions section of the screen State Defined Questions
155. fter the contract start date when the vendor s probation flag is automatically removed v 1 0 posted 07 05 2014 2 SEARCH VENDOR Search Vendor This scenario explains the process of searching for vendor records and accessing vendor records as well as application processing submitted by a vendor applicant via the internet This process includes the following task s Task A Using the Vendor Search SCreen cccccsseeceessceseeseeseseessesensesenseeseneeeens 2 2 Task B Viewing the Vendor Folder c scscsssecceseceeeceneeceseseeseeeneeeesesnseonsenenesonnes 2 5 Task C Searching for Online Applications cccccesscseeseeeeeeeseeeeeeeneseeneeeeaeeeneneees 2 10 Task D Accessing Online Applications ccscccssseseseseeseceesseseeeseeenseneneeeesenees 2 11 v 1 0 posted 07 05 2014 Task A Using the Vendor Search Screen Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Search Vendor The Vendor Search screen displays Vendor Search amp NATHANIEL DOE L 123 JOHNSON COUNTY 4 _ 2 000 25 000 annual sale 2 _ LA1 Central WV WIC R j _ 25 001 75 000 annual sa 7 C LA2 Shenandoah Valley C 75 001 300 000 annual s C LA3 Marion County WIC C 300 001 annual sales or i gency 4 a ing Ph New Vendor Application Cancel LJ 2 Enter the full or partial name of the vendor in Name Contains 3 Ente
156. g Completed Price Survey Analysis or Food B We Inventory Survey r Infant Formula Supplier Verified r Issue Stamp We Authorization Packet r Vendor Bank Information r 50 Vendor Analysis f Geographic Area t Custom Step 3 r Custom Step 2 WStep 1 Training Events a new upload __cancet x AE v 1 0 posted 07 05 2014 Task G Completing a Food Basket Analysis Complete the following steps to perform this task 1 While still on the Vendor Price Surveys screen click the Open Event button of the current price survey The Price Survey screen displays Price Survey amp Frank Rizzo MAIN STREET MARKET Location 100 MAIN STREET Application ID A503 Peer Group 75 001 300 000 annual sales or 6 cash regist Contact JANE DOE Status Pending Local Agency LA2 Shenandoah Valley WIC Region 06 OVERLAND PARK KS 66210 913 555 5555 email sample com Kroger 2 Milk 011110609021 Fresh eggs in Dozen Cartons Kroger Medium Eggs 011110609038 Fresh eggs in Dozen Cartons Kroger Large Eggs 011110609175 Fresh eggs in Dozen Cartons Market Basket Grade A Large Eggs 026855123435 Fresh eggs in Dozen Cartons Green Valley Eggs 035826026644 Fresh eggs in Dozen Cartons Food Lion Large Eggs 035826026651 Fresh eggs in Dozen Cartons Food Lion Medium Eggs 011110580283 Cheese in 8 or 16 oz Packages Kroger Mount Cheddar Cheese 011110001528 i Bread 100 Whole Grain Kroger Private Selection 4 Whe
157. g the T or 7 0 numbers and contain 1 uppercase letter s Vendor Contact Person User Login Information First Name Last Names Phones User Name Email address Password Confirm password Denotes Required Fields 2 es All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement v 1 0 posted 07 05 2014 5 Enter or select a Vendor Contact Person 6 Enter the First Name 7 Enter the Last Name 8 Enter the Phone 9 Enter a User Name 0 Enter an Email address 11 Enter a Password 12 Enter a Confirm Password Vendor Contact Person User Login Information First Name Last Name vr Phone JANE DOE 913 555 5555 jdoe31 SAMPLEBEMAIL COM Password Confirm password 1 Denotes Required Fields 13 Click Save You are returned to the Manage Account Users screen and the newly added user is displayed The IsActive column is selected for the users To deactivate a user unselect the check box v 1 0 posted 07 05 2014 Task F Completing Vendor Applications Complete the following steps to perform this task 1 Access the Vendor Portal Home screen State Department Vendor Management System Welcome to State Department Vendor Management System WIC At A Glance Population Served The WIC target population are low income nutritionally at risk e Pregnant women through pregnancy and up to 6 weeks after birth or after pregnancy ends
158. h Investigation o Policy amp Procedure When selected the Reported About Policy And Procedure field displays as a required field Issue Reported About W Family Particpant WIC staff Vendor oO Policy amp Procedure a Other Location Reported About Policy And Procedure if Maintaining minimun stocking levels o Other When selected the Reported About Other field displays as a required field v 1 0 posted 07 05 2014 Issue Reported About Y Family Participant WIC Staff Vendor Policy amp Procedure Other Location Reported About Other 17 Third party witness o Location When selected the Location field displays as a required field issue Reported About YF Family Participant WIC Staff Vendor Policy amp Procedure Other Location State Office F Local Agency O Clinic e Enter or select the Issue Type e Enter a description of the issue in Description of Issue Issue Type 1T Description of Issue if Vendor Issue Type 1 Poor treatment from the cashier The Issue Type values available for selection are based on the Issue Reported About user selection v 1 0 posted 07 05 2014 e Enter Comments as necessary Create Customer Service Issue amp Frank Rizzo fh Issue Creation Date 1 Incident Date 77 Target Resolution Date Issue Status 1t Confidential 3 24 2012 E 8 24 2012 E 9 23 2012
159. ication Permanently Disqualified LAI Notify vendor close If you are not ready to close the investigation click Save to save your progress and complete the investigation process at a later time Add a reminder alert by clicking Create Reminder Alert on the Investigation screen 2 Review and or modify the Closed date as necessary 3 Make a selection from the Assessment drop down list for the investigation as a whole gt Click Close A status message displays indicating success and the Vendor Event History grid is updated to display the investigation The Vendor Notifications screen displays The Vendor Notifications screen can be used to email or print notifications as needed Refer to TE the Notifications scenario on page 5 1 for details v 1 0 posted 07 05 2014 Task D Identifying Food Items to be Audited Complete the following steps to perform this task 1 View the Inventory Audit screen Inventory Audit amp FRANK RIZZO s fi nw save Cancel TAB _ 10 The first phase of the process is to enter the Inventory Audit Status and to identify one or more food items to be audited 2 Enter or select the Inventory Audit Status Inventory Audit Status iF Visiting Staff Member gt of Visit Visiting Staff Member Open tsi a 3 Identify items to be audited by competing the following e Enter or select a food category within the Select Food Category drop d
160. ick the Open Event button 4 within the Vendor Investigation Actions grid 3 Review and or modify the Investigation Open Date 4 Select a Reason for investigation 5 Select the Investigation Status Case Number Open Date Reason for r Status if oes 8 27 2012 FA Participant Or Other Complaint In Progress Select Action ih v 1 0 posted 07 05 2014 A Case Number is assigned by the application automatically It is comprised of the vendor s ID number plus a sequential number i e 1 2 3 etc If the investigation was initiated as a result of a vendor risk analysis the reason automatically populates based on the risk code assigned during the analysis v 1 0 posted 07 05 2014 Task B Recording Investigation Actions Complete the following steps to perform this task 1 Click Select Action The Investigation Action screen displays 2 Select an investigation action Two investigation actions are possible 1 compliance buys and 2 inventory audits 3 Click Save A status message displays indicating success and you are navigated to one of two screens to complete the selected type of investigation e Inventory Audit Inventory Audit amp FRANK RIZZO STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period
161. id The default quantities of each food item can be adjusted if desired Click the Delete button to delete a food package or food item from the grid 4 Enter a Comment if needed POPP PPO ee Oe eee ee k L bbh b bb kE bh k eee bE Eb bbk Ebh k L bb ELE LELE kh LEk Bed edn dd ed edd ed iid d edn dd ded nid dd dD nid di did edi ei dd tdi nd dd td ei dd edn dd eid ni dd td ei ded ed ede oa C t ommenti Decreased food quantities based on need 5 Click Add Package to add an additional row to the Food Instrument grid if needed Click the Delete button to delete a food package or food item from the grid v 1 0 posted 07 05 2014 Task C Issuing an ID Card Complete the following steps to perform this task 1 Click Issue Identity Card The Fictional Participant screen displays 2 Enter a Card Number Card Number ir 125456 789 EB 3 Click Save A status message indicates success and you are returned to the Generate Educational Buy Food Instruments screen v 1 0 posted 07 05 2014 Task D Generating Food Instruments Complete the following steps to perform this task 1 Click Print Educational buy food instruments are sent to the printer and the Food Instrument Print Success screen is displayed Food instruments must be printed on a MICR printer that supports the designated check stock 2 Doone of the following e Click Yes to return to the Vendor F
162. id The selected event screen displays TRAINING MWOTIFICAT ION Title Scheduled Date Scheduled Time Type Location Yendor Vendor KAMSAS Yendar KAMSAS Vendor Yendor Yendor Yendor Yendor Yendar Yendor Yendor Vendor Yendor Vendor Yendor Yendar Yendor Yendor Mame TRADER JOES 112 Physical Address 928 WARD PARKWAY CITY Missouri 64114 Malling Address 928 WARD PARKWAY CITY Missouri 64114 Telephone Number s C816 854 7855 Fax Number Email Address BTOCSC2503MAIL com Contact Mame DICK BURUSS Contact Title Contact Telephone Number C816 969 6969 Location county JACKSON Location city KANSAS CITY Store Type Retail Authorization Initial Start Date 92772012 Authorization Current Contract start Date 10712012 12 39 42 PM Authorization Expiration fclosed Date 107 172015 12 00 00 AM Authorization status Authorized owner Mame BUCK WILLIAMS owner Percent of Ownership Loos Click Cancel or dismiss the screen to return to the Vendor Folder screen 8 Click the status of a communication event to update its status The Update Status screen displays Update Status ay x Status updates can be performed on communication events only The status of all other event types are set and can only be changed by completing closing or updating the event v 1 0 posted 07 05 2014 9 Select the desired status and then click OK You are returned to the Vendor Folder screen an
163. if the subcategory item is required on price surveys 4 3 6 f Check Variety if a variety of foods contribute to the required minimum inventory level of the selected food subcategory For example a food subcategory named Cereal Adult All Authorized will likely have many cereal options bran flakes corn flakes etc contributing to the overall required minimum inventory level A Varieties Comment box displays when Variety is checked and enables comments to be added v 1 0 posted 07 05 2014 8 Expand the Minimum Inventory Rules Summary section to display a summary of your entries under Minimum Inventory Items Minimum Inventory Definitions amp FRANK RIZZO iag o Peer Group 2 000 25 000 annual sales or 0 2 cash registers rd Minimum Inventory Items Category Fruit amp Vegetables Cash Value Quantity Variety E Category Breads Whole Grains Quantity Variety Z Use Subca Breads Whole Grain Breads Whole Grains Breads Whole Grains Brown Rice Milk Whole Whole Milk Milk Whole Whole Lactose Red Free Milk in 1 2 Gallons The Minimum Inventory Rules Summary grid displays the Food Category Food Subcategory and Minimum Inventory quantity for all items in the selected peer group 9 Click Save A status message displays indicating success Congratulations You have successfully completed the Define Minimum Inventory process v 1 0 posted 07 05 2014 Manage Communication Tem
164. ify the desired violation s 2 Enter a Category to further filter the results if necessary 3 Click Filter The grid is updated to display the results matching the filter criteria 020 Err 5022 Fai 5025 Fai 5024 Fai 5025 Fai 5026 Fai 5027 Fai 50268 Fai 5029 Fai 5030 Fai OSE Vendor VICMTIONS For ASSsessmenc 5017 Accepts An FI Outside Usage Dates 5018 Charges The WIC Program Sales Tax 5019 Discriminates Against WIC Partpants oneously Limits Choice OF WIC Foods 021 Excessive Class A Violations In 12 Months led To Confirm WIC Shopper Id Is To Attend Mandatory WIC Training Is To Comply With Federal Requirements ls To Deposit FI With A Stamp ls To Deposit FI With WIC Stamp ls To Display Prices Of Authorized Foods ls To Give A Receipt To Participant ls To Maintain Minimum Food Items Is To Maintain Minimum Stocking 5031 Fai ls To Pay An Required WIC Fee S STATE STATE STATE STATE STATE STATE STATE STATE STATE STATE STATE STATE STATE STATE STATE Review Period Months re v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 4 Choose one or more violations to assess within the grid P W 5030 Fails To Maintain Minimum Stocking STATE O 5031 Fails To Pay An Required WIC Fee 5 STATE L 5032 Fails To Submit A Required Price List STATE P l 033 Fails To Treat Particpant Like Other Customers STATE P _ 5034Forges A Partidpant s Signaturue STATE Click the View bu
165. in Dozen Cartons Big River Farmers Market Large Grade A Eggs Dozen 0 00 Eggs Fresh eggs in Dozen Cartons Big River Farmers Market Medium Eggs Dozen 0 00 Eggs Fresh eggs in Dozen Cartons Ff Medium 12 Aa Egg Dozen 0 00 Eggs Fresh eggs in Dozen Cartons Fm Frsh Lg 12 Aa Pdq Dozen 0 00 A non zero price must be entered for any item that was designated as a minimum inventory item Click Print to print a copy of the prices entered Select the Notify Vendor check box to send a communication to the vendor and display the v 1 0 posted 07 05 2014 Vendor Notifications screen The Vendor Notifications screen can be used to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for details 6 Once prices have been entered do one of the following e Click Save to save your progress this allows editing at a later date A status message displays indicating success and you are returned to the Vendor Price Surveys screen you can then click Edit on the Vendor Price Surveys screen to return to the Price Survey screen 20 Price Survey Current There is no current price survey to display Price Survey Not Submitted Effective Date Survey Date Uploaded File Name i 1 29 2013 1 29 2013 Edt Delete _ Status Submitted By e Click Submit to submit the prices this does not allow editing at a later date The Cascade Price Survey screen displays Apply to this v
166. ins the vendor is notified of the action including timelines of filing an appeal During this time period the vendor is able to continue to process outstanding benefits v 1 0 posted 07 05 2014 Task B Finalizing the Disqualification Complete the following steps to perform this task 1 To access a previously created disqualification on the Vendor Folder screen within the Vendor Event History grid click the Open Event button 4 Vendor Disqualification amp NATHANIEL DOE fi o WESTSIDE MARKET Location Vendor ID Peer Group 300 001 annual sales or large chain store stores Contact 951 SALLIE LANE V22255 Local Agency LA1 Central WV WIC Region 02 HOWIE LONG LEAWOOD KS 66209 Status Contract Period 11 16 2012 11 12 2014 816 555 2244 M Search S New Vendor Application Authorized btcsc25 gmail com History Communication Operations Vendor Disqualification crete Net Months of Disqualification 3 Proposed Disqualification Date 3 12013 E Re apply Date 6 1013 E Appeal Exhausted Z Disqualify Original Effective Disqualification Date 2 20 2013 Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization PRPPPPPPPPPPIPEPPPEP PIP PIPPPPPPP PIP PADP PEEP PEPP IPED PEEP PBID PRED AAAA Reason To Extend Effective Date
167. inted Subject Fail napa cong P 1 28 2013 2 53 31 PM jon F007 Overcharges WIC Written Price Warning Peer Group Assignment P 1 28 2013 2 53 22 PM Monitoring Visit was created It was dosed on 1 28 2013 by user JOE CONTACT with a final assessment of Fail Terminate Vendor P 1 28 2013 2 51 29 PM F009 Provides Credit For An FI Warning 4 Vendor Authorization yp 1 28 2013 2 51 19 PM Monitoring Visit was created It was dosed on 1 28 2013 by user JOE CONTACT with a final assessment of Fail Training Events P 1 23 2013 2 48 40 PM F005 Fails To Sell The Correct Type Of Food Item Warning o 1 28 2013 2 48 25 PM Monitoring Visit was created It was dosed on 1 28 2013 by user JOE CONTACT with a final assessment of Fail Vendor Ti Events endor training even 7 Schedule Training P 1 28 2013 2 45 50 PM 5033 Fails To Treat Participant Like Other Customers Fined 100 00 Create Training L22 35 49 A 030 Fails To Maintain Minimum tockina Disqualified Vendor Folder amp FRANK RIZZO Dp 2 To access a previously created inventory audit click the Open Event button j gt within the Vendor Event History grid The Inventory Audit screen displays STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized S
168. ion 06 8 21 2012 8 22 20 AM 8 21 2012 8 20 41 AM Monitoring Visits Monitoring Visits Monitoring Visit was created It is currently still open with a status of In Process Monitoring Visit was created It is currently still open with a status of In Process Vendor assigned to Peer Group 75 001 300 000 annual sales or 6 cash regist on 8 20 2012 Effective Date 8 20 2012 i period between 8 22 2012 and 8 22 2015 Authorization was approved by Frank Rizzo In Process 9 New Vendor Application email sample com History oo Event Type i z Total Sanction Points O Unduplicated Participants Served 0 Operations Start Date 7 30 2012 End Date 3 30 2012 Appeal Create Alert rsa Date vemte Description 7 are 8 29 2012 8 54 09 AM Compliance Buys Compliance Buy was created It was dosed on 8 29 2012 by user Frank Rizzo with a final assessment of Abandon Monitoring Visit P 8 27 2012 12 08 12PM__ Inventory Audits Inventory Audit was created It was dosed on 8 28 2012 by user Frank Rizzo with a final assessment of Fail Closed Notify Vendor P 8 27 2012 11 14 23AM_ Investigations On going investigation opened on 8 27 2012 In Progress aaa JO 8 24 2012 2 37 23PM Monitoring Visits Monitoring Visit was created It is currently stil open with a status of In Process ine Add Edit High Risk P 8 24 2012 2 34 54PM Monitoring Visits Monitoring Visit was created It is currently still open with a status of In Process in Process Re Iss
169. ions Definitions grid is updated To close the Violation Definition screen without saving changes click the Cancel button A message displays saying that changes will be lost and that the previous page will be displayed The system automatically assigns an ID number to the violation definition once the screen is processed and the newly added entry is added to the bottom of the Federal or State list depending on the Type selected Congratulations You have successfully completed the Define Violations process v 1 0 posted 07 05 2014 Define Minimum Inventory This scenario explains the process of defining minimum inventory definitions for food categories and Subcategories by peer group The values entered for each category and subcategories are meant to represent the minimum levels of inventory vendors are expected to meet Defining a food item as a minimum inventory item requires that a price is gathered for the item when price surveys are completed and the defined inventory limit is used for comparison purposes during inventory audits This process includes the following task s Task A Defining Minimum Inventory ccceceeeeeeeeeesseeeeeeeeeeeeeeeeeeeeeneeeeeeeeeoneens 11 22 v 1 0 posted 07 05 2014 Task A Defining Minimum Inventory Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Setup gt Define Minimum Inventory The Minimum Inventory Definitions screen displays
170. ired for price survey submissions Applications wil not be processed without a Price Survey Proceed to the Price Survey section in order to complete the apnlicetion submittal process Sat sA A gt TAL Vendor Price Survey Vendor My Account Manage Change Application Training Account Users Password Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement v 1 0 posted 07 05 2014 3 Verify that a peer group has been assigned Application Status Pending Vendor ID N A Contract Period N A Peer Group Feer Group 2 A peer group must be assigned to a vendor before a price survey can be completed 4 Click Price Survey The Price Surveys screen displays State Department Welcome SHEILA HICKS Help Vendor Management PRICE CHOPPER Change Password System Vendor ID N A Logout Home Vendor Application Price Survey Vendor Traning My Account Manage Account Users Price Surveys Status Effective Date Survey Date Upload Filename Download Template 5 Complete one of the following e To add anew price survey click New The screen displays e To load a price survey click Upload The Browse screen displays e To download a template click Download Template The screen displays v 1 0 posted 07 05 2014 Task H Registering for or Canceling Vendor Training Complete the following steps to perform this task 1 A
171. is module include the following Setting up the Vendor Module Used to define peer groups geographic regions for grouping vendors food baskets and the food items they contain Federal and State violation definitions and minimum inventory levels for use throughout the Vendor module Authorizing a Vendor Used to process vendor applications authorize a vendor to participate in the WIC program and reauthorize a vendor upon contract expiration Assessing Vendor Compliance Used to document and evaluate monitoring visits or investigations record complaints assess violations and disqualify vendors as needed Terminating Vendors Used to manage the termination of a vendor s contract for various reasons Manual Content This manual includes the following components organized in the order indicated Table of Contents TOC Lists each documented training scenario included in this manual The TOC is organized to complement the delivery of instructor led classroom training Similar scenarios are grouped together by major system functions Use the TOC to look up training scenarios first by function and then by scenario title Training Manual Overview Outlines the content of this manual and explains how this manual can be used It includes information about the general structure of this manual and tips to help you get the most out of it Training Scenarios Covers situations that one might encounter in a typical
172. isit Failure letter was printed Subject Fail Sent Add Edit High Risk P 1 28 2013 2 54 45 PM icati Monitoring Visit Failure letter was printed Subject Fail Sent ba fe J 1238 2013 2 53 31 PM Violation F007 Overcharges WIC Written Price Warning Foree Peer Group Assignment j 128 2013 2 53 22PM itoring Visits Monitoring Visit was created It was dosed on 1 28 2013 by user JOE CONTACT with a final assessment of Fail Closed Terminate Vendor P 1 23 2013 2 51 29 PM j F009 Provides Credit For An FI Warning Assessed X Vendor Authorization P 1 28 2013 2 51 19 PM itori i Monitoring Visit was created It was dosed on 1 28 2013 by user JOE CONTACT with a final assessment of Fail Closed a2 P 1 28 2013 2 48 40 PM j F005 Fails To Sell The Correct Type Of Food Item Warning Training Events a ui a eA ee P 1 28 2013 2 48 25 PM Monitoring Visit was created It was dosed on 1 28 2013 by user JOE CONTACT with a final assessment of Fail endor Training Even i e Schedule Training P 1 28 2013 2 45 50 PM 5033 Fails To Treat Participant Like Other Customers Fined 100 00 Create Training 28 2013 2 45 49 PM i 0 intain Mini ina Dis ed 2 To access a previously created inventory audit click the Open Event button j gt within the Vendor Event History grid The Inventory Audit screen displays Inventory Audit amp FRANK RIZZO STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact
173. ization Authorization Checklist 4f Application Received 4f Signed Agreement 4 Determine Peer Group We Schedule Training f Monitoring Visit f Training Completed Price Survey Analysis or Foi Inventory Survey Infant Formula Supplier Ver r Authorization Packet We Vendor Bank Information We 50 Vendor Analysis f Geographic Area r Custom Step 3 r Custom Step 2 We Step 1 Training Events a 4 2 Enter the WIC Stamp Number WIC Stamp Number ir v 1 0 posted 07 05 2014 3 Click Save A status message displays indicating success You are returned to the Vendor Authorization screen and the Vendor Authorization Checklist is updated Vendor Authorization amp FRANK RIZZO F77 MAIN STREET MARKET Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 12345 MAIN STREET 55555 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE Pending PRAIRIE VILLAGE KS 66208 4f Application Received 01 29 2013 Operations 4f Signed Agreement FRANK RIZZO 01 29 2013 4f Determine Peer Group FRANK RIZZO 01 29 2013 x Authorization Checklist Schedule Training f Application Received f Monitoring Visit FRANK RIZZO 01 29 2013 4f Signed Agreement lt f Determine Peer Group 4f Training Completed FRANK RIZZO 01 29 2013 r Schedule Training Price Survey Analysis or
174. k box as necessary e f selected select the related appeal within the Investigation List grid Appeal Requested Date 1 Appeal Status if 1 18 2013 aa VJ Investigation Related Appeal b Inves ig tion List Total Items Case Number Investigation Date Completion Date V88122 1 10 9 2012 Compliant 10 9 2012 v88122 2 10 22 2012 Non Compliant 11 27 2012 V88122 3 1 9 2013 In Progress 6 Enter or select the Representative Next to Representative is an Add button gt and an Edit button Use the Add button gt to add another representative Use the Edit button to make changes to those already added 7 Click Add The selected Vendor Representative is added to the Representative List grid Vendor Representative ir Representative amp e 1b 5474 77 v 1 0 posted 07 05 2014 8 Under Hearing Information complete the following e Enter the Adjudication Officer ID e Enter the Last Name e Enter the First Name e Enter or select the Requested Date e Enter or select the Scheduled Date e Enter or select the Hearing Type e Enter or select the Hearing Reason e Enter the Location Hearing Information Adjudication Officer ID 77 LastName 17 First Name 77 Requested Date 17 Scheduled Date 77 Hearing Type 77 123456 SMITH ALAN 1 18 2013 1 22 2013 a Initial Vendor Hearing Hearing Reason 17 Location 17 Comment STAT
175. l Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor AX Vendor Authorization Training Events Vendor Training Events Schedule Training Create Training save _cancet v 1 0 posted 07 05 2014 3 Enter or select a Vendor Termination Reason 4 Enter or select the Effective Termination Date 5 Enter Comments as necessary Vendor Termination Authorized Reason 77 Termination Date 77 Vendor Termination Reason Vendor chose to withdraw v Effective Termination Date 1 29 2013 E Additional Information Comments Explained to owner how to reapply if interested a Document Save Cancel 6 Click Save A confirmation screen displays Are you sure you wish to terminate this Vendor ox ca 7 Click OK to terminate the vendor A status message displays indicating success and you are returned to the Vendor Folder with a Termination event with the current date listed in the Vendor Event History The status of vendor is now Terminated If you conduct a search for Terminated vendors the selected vendor will be included in the results Congrat
176. l Buy The Generate Educational Buy Food Instruments screen displays Generate Educational Buy Instruments amp NATHANIEL DOE First Date To Spend if Last Date To Spend 1t 1 24 2013 E 2 23 2013 ED PPPPPPPLPPLPPSPPLPSLSLPSLL PILL PILL PPL L PE Lite teete dade teed ds Comment 8373 v 1 0 posted 07 05 2014 3 Click Add New Fictional Participant He The Fictional Participant screen displays First Name 1T 123 JOHNSON COUNTY HEALTH DEPT o o Save 4 Enter the Last Name 5 Enter the First Name 6 Enter the Middle Initial M I 7 Select the Gender 8 Enter or select the Date of Birth 9 Enter or select the Local Agency 10 Enter or select the Clinic First Name if JANE Date of Birth ir Male Female 5 12 1992 Local Agency 1 Clinic ir LA Shenandoah Valley WIC Region 06 v 1 0 posted 07 05 2014 11 Click Save You are returned to the Generate Educational Buy Food Instruments screen Generate Educational Buy Instruments amp NATHANIEL DOE 12 Select the newly added participant or an existing participant from the Fictional Participant drop down list Upon selection of a Fictional Participant the Issue Identity Card button is displayed at the bottom of the screen 13 Enter or select a First Day to Spend 14 Enter or select a Last Day to Spend First Date To Spend if Last Date To Spend ir v 1 0 posted 07 05 2014 Task
177. l risk score in S I bA Fa Fai Fa Fa Fa Pa Fa Fa High WIC to total sales ratio S Tu II Minimum Percent Of Audits The Minimum Percent of Audits value should equal the minimum percent of audits that must be conducted per Federal regulations 7 Click Save A status message displays indicating success and you are returned to the Vendor Risk Analysis screen v 1 0 posted 07 05 2014 Task B Select Filter Criteria and Manage FI Settings Complete the following steps to perform this task As On the Vendor Risk Analysis screen click Manage FI Settings The FI Settings screen displays Oooo Include o a LI LI m LI LI o LI LI LI CO LI LI Food Instrument Type Fruit and Vegetables Cash Value Benefit 1000 00 Similac Advance Powder 12 4 oz 380 00 Peanut Butter 18 oz 1 00 Eggs All Authorized 1 00 Legumes All Authorized 1 00 All Authorized 1207 Frozer Similac Advance Powder 12 4 oz 95 00 Peanut Butter 18 oz 1 00 Eggs All Authorized 1 00 All Authorized 12027 Frozen or Cheese in 8 or 16 oz Packages 1 00 Peanut Butter 18 oz 1 00 Dry or Can Beans Pea Fruit and Vegetables Cash Value Benefit 600 00 Fruit and Vegetables Cash Value Benefit 1500 00 Dry or Can Beans Peas 16 oz 1 Bag 4 Cans 1 00 Cheese in 8 or 16 oz Packages 2 Eggs All Authorized 1 00 Peanut Butter 18 oz 2 00 All Authorized 12027 Frozen or Fi
178. letter s Store Information Account Contact Information Store Names I Is Primary Contact First Name Last Name SNAPID Store Phone Email address Store Physical Address Title Phone User Name ZIP Code City State County Password Confirm password Security Question Security Question Answer Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement eo PS UP Enter the Store Name Enter the SNAPID Enter the Store Phone Enter the Store Physical Address Enter the ZIP Code v 1 0 posted 07 05 2014 Upon entering the ZIP Code the City State and County are populated automatically Enter the City Enter or select the State Enter or select the County Store Information Store Name RIVERSIDE MARKET SNAPID oon Store Physical Address 300 RIVERSIDE MARKET ZIP Codey Citys 55210 OVERLAND PARK Store Phone 913 555 5555 State County KS JOHNSON wt 11 12 13 14 15 16 17 18 19 20 Enter the First Name Enter the Last Name Enter the Email Address Enter the Title Enter the Phone Enter the User Name Enter the Password Enter the Confirm Password Enter or select a Security Question Enter a Security Question Answer Account Contact Information i Is Primary Contact First Name Last Name JOHN DOE Email address SAMPLE EMAILC OM Title Phone
179. ll manage risk settings select filter criteria and manage food instrument FI settings run an analysis and select vendors for investigation Before an analysis is conducted threshold values must be established for a number of risk criteria Once this task has been completed it is necessary to select filter criteria and manage FI settings Once these items have been completed an analysis can be run During the analysis the system compiles vendor data and compares it to the threshold values that were established When a vendor s data exceeds a threshold value for particular criteria the vendor is considered to be at risk for that criterion Each failed criterion is assigned a numerical value If the sum of all failed criterion values exceeds a user defined risk limit then the vendor is considered high risk and is flagged as a high risk vendor At the end of the analysis you have the opportunity to mark vendors for investigation as necessary This process includes the following task s Task A Manage Risk Settings ccccesseeseseceseecneeseeseeeeseesonseeenseseeseesensesoeneeses 7 2 Task B Select Filter Criteria and Manage FI SettingS cccssseesseeseeeeeeeeeeeneees 7 5 Task C Run a Vendor Risk AnallySIS ccccsscceeseeeseeeeeeeseeeneeoeseeeneeeeneeenseeeneneaees 7 7 Task D Mark Vendors for INVeStiQatiOn c ccssccssseeeeseeeseeeeeeeeseseneeoeseeeneeneneeoees 7 9 v 1 0 posted 07 05 2014
180. m women up to 6 months after the birth of an infant Apply for a user account to become a WIC Vendor or after pregnancy ends Infants up to 1st birthday WIC serves 53 percent of all infants born in the United States e Children up to their Sth birthday Sion Up Z LA Existing Vendors Benefits User Name Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement 2 Log in to the Vendor Portal The Vendor Management screen displays State Department Welcome JOHN DOE s Help Vendor Management RIVERSIDE MARKET Shange Password System Vendor ID N A Logout Home Vendor Application Price Survey Vendor Traning My Account Manage Account Users Vendor Management s RIVERSIDE MARKET Application Status UnSubmitted 300 RIVERSIDE MARKET Vendor ID N A ad OVERLAND PARK Kansas 66210 Contract Period N A Peer Group N A Disdaimer All of the information is tentative unii confirmed by a WIC Staff Person Vendor Actions Vendor Application has not been submitted Please submit the application Peer Group assignment is required for price survey submissions Appications will not be processed without a Price Survey Proceed to the Price Survey section in order to complete the apniication submittal process sal BA a gt wo Vendor Price Survey Vendor My Account Manage Change Application Training Account Users Password Copyright 2011 State Department
181. me cases it may be necessary to select or unselect a criterion check box before values can be entered 5 Click Save A status message displays indicating success You are returned to the Define Peer Groups screen and the newly added peer group is displayed under Groups v 1 0 posted 07 05 2014 Task C Re Evaluating Vendors Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Setup gt Define Peer Groups The Define Peer Groups screen displays Define Peer Groups m FRANK RIZZO ry Create New Peer Group Peer Group Maintenance Criteria settings 2 Sales Volume 25 001 75 000 6 Square Footage Any Amount 10 Participants Served Any Amount fort as 8 m 2 2 frat o t T n E Phlana Fo cma far Pacman a 2 Click Re evaluate Vendors The Peer Group Evaluation screen displays Peer Group Evaluation FRANK RIZZO C 3 Show Applicants C g Show Overrides Show Not Updateable v 1 0 posted 07 05 2014 This screen allows users to conduct vendor peer group evaluations and re evaluations For details on this process refer to the Analyze Peer Groups scenario on page 7 10 Congratulations You have successfully completed the Define Peer Groups process v 1 0 posted 07 05 2014 Define Geographic Areas This scenario explains the process of defining geographic areas Vendors are
182. ment of Health and Environment Sam Brownback Governor Robert Moser MD Secretary l Curtis State Office Building 1000 SW Jackson Topeka Kansas 66612 Department of Health Phone 785 296 1500 Fax 785 368 6368 Email nfo kdheks gov and Environment MONITOR VISIT COMPLETE TEMPLATE STEVE S DAIRY Attachments Print Export Labels Prit Cancel 4 i cci Slits gt lt Online Version 0 50 196 14605 20005 lissior LINIC gt z AD 100 70 j The Vendor Notifications screen can be used to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for details Congratulations You have successfully completed the Quick Links Operations Monitoring Visit process v 1 0 posted 07 05 2014 Quick Links Operations Open Investigation This scenario explains the process of initiating an investigation recording investigation actions closing an investigation documenting an inventory audit and recording compliance buy results initiated from an ongoing vendor investigation An investigation can be initiated from within a vendor s folder or at the end of a vendor risk analysis Regardless of how the investigation is initiated the process of completing and closing an investigation takes place from within a vendor s folder on the Investigation screen The investigation itself supports two actions 1 compliance buys and 2 inventory audits
183. mount 3 Store Type Retail Pharmacy 7 Has Scanners Any Value 11 SNAP Sales Any Amount 4 Geographic Area Any Area 8 WIC Enabled Scanners Any Value 12 Population Center Any Amount 8 WIC Enabled Scanners Any Value 12 Population Center Any Amount Sales Volume range Square Footage range Store Type Unique Participants Served range WIC Enabled Scanners WIC Sales range v 1 0 posted 07 05 2014 3 Select the Active check box of criteria to use to help determine vendor peer group assignment 4 Enter a numerical priority value for each option selected Active Priority Above 50 Recently Authorized Annualized SNAP Sales range Geographic Area Has Scanners Number of Registers range Population Center range Active Priority El Sales Volume range Square Footage range Store Type Unique Participants Served range WIC Enabled Scanners WIC Sales range A value of one 1 indicates the highest priority while a value of two 2 indicates the next highest priority and so on Each selected option must have a unique priority value assigned to it 5 Click Save A status message displays indicating success and you are returned to the Define Peer Groups screen v 1 0 posted 07 05 2014 Task B Defining New Peer Groups Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Setup gt Define Peer Groups The Define
184. mtncanisntcuewecmandemecetasiewuassunnes 5 6 Task E Sending Notifications cccccssecseseeseeseeceeseeeeeesenseeeseesenseseeseesensesoeeesones 5 7 v 1 0 posted 07 05 2014 Task A Selecting the Vendors to be Included in Notification Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Notifications The Vendor Notifications screen displays Vendor Notifications amp FRANK RIZZO _ Fal vd Document Templates 1 _ 2 000 25 000 annual sale Message Email Subject j C 25 001 75 000 annual sal C LA2 Shenandoah Valley C 75 001 300 000 annual sz C LA3 Marion County WIC C 300 001 annual sales or lz Sent By Email 77 i C LA4 Local Agency 4 _ Free Standing Pharmacy Stele LAS Local Agency 5 C New PG Any Value C LA6 EASLEY O test 555 J La7 BROWN county w C NTE Group 1 Preview Attachments Print Export Labels Export Email Print Cancel Note that the Vendor Notifications screen can be accessed from many different locations in the application When accessed from other Vendor module screens it resembles the notification preview where the vendor s to whom the notification will be sent has been pre determined When accessed from the Vendor menu users can select from a list of vendors to send the notification Depending on the method of access some of the following steps may not apply v 1 0 posted 0
185. munication Templates screen are updated Manage Communication Templates amp FRANK RIZZO Current Communication Templates Template Types 77 Last Modified HARS Templates 17 Modified By Mass Communication 1 3 lt New Communication Template Template Types 77 Description 17 tL Communication templates are used on the Vendor Notifications screen to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for details v 1 0 posted 07 05 2014 Task B Uploading New Communication Templates Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Setup gt Manage Communication Templates The Manage Communication Templates screen displays Manage Communication Templates m FRANK RIZZO a a Current Communication Templates Template Types 1 Templates 7 New Communication Template Template Types Description 17 PESACH ISSION CLINIC E gt Ab E 100 lt Under New Communication Template select from the Template Types drop down list Enter a Name Enter a Description Click Upload A standard Windows Upload New Template screen displays Select a file location enter a File name and click Open A status message displays A Ss a bh Communication templates are used on the Vendor Notifications screen to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for detail
186. n La Lam High athi pke dheke Excessive of check errors p Recorded investigations High volume of WIC business uug New Vendor IS HSHSHRHHHS 2 A F F FF F ZF B BPH RARAARAG 3 Activate select or deactivate unselect risk criteria to be used when risk analysis is conducted by using the associated check boxes There are many criteria that can be activated or deactivated Remember to use the scroll bar to v 1 0 posted 07 05 2014 review the entire list 4 For each active criteria do the following e Enter a Threshold value e Enter a Weight ih Threshold is the point at which risk is triggered Greater than gt less than lt and or equal to indicators are used in conjunction with threshold values Weight is a way of assigning importance to a particular criterion Weight defines the amount of influence a risk factor has in the total risk score compared to other risk factors Risk factors with a higher weight have a proportionally greater influence on the total risk score compared to risk factors with a lesser weight 5 Enter a Total risk score value When an analysis is conducted the weight of each failed criteria is added together and then compared to the established Total risk score value If the failed criteria total score is equal to or greater than the Total risk score value a vendor will be considered high risk For example assume a vendor fails three criterion
187. n Start and End Times and appointment Attendees 7 Click List to display a list view of the main calendar Vendor Training Calendar amp FRANK RIZZO Gag r D O Cr nuan 2013 4 January 2013 gt Su Mo Tu We Th Fr Sa pecsesccecccseccecescccsccecsccesccsecccc0000000s Quick Links Vendor Training Event Search v 1 0 posted 07 05 2014 Task B Using Quick Links Complete the following steps to perform this task 1 On the Vendor Training Calendar screen view the list of Quick Links i Quick Links Vendor Training Event Vendor Training Event Search 2 Click Vendor Training Event The Vendor Training Event Details screen displays Use this screen to create a new training event as needed Vendor Training Event Details amp FRANK RIZZO Closed Registration Date Start Time y End Time 1F Duration 77 Date ir i mas a C pss Title t ee ress State Local Invitation Type Invite Only Open Invited Vendors Capacity Overbooking Capacity 1 EE Event Trainer 17 elie Event Owner 17 ta Co o o W Training Type 77 Notify Vendors Print Roster Scan Attachment View Attachment For information on creating vendor training events refer to the Vendor Training scenario on page 10 1 v 1 0 posted 07 05 2014 3 Click Vendor Training Event Search The screen refreshes and the Search Vendor Traini
188. n Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate A Search 12345 MAIN STREET 55555 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE B New Vendor Applicatio Pending PRAIRIE VILLAGE KS 66208 gt History Communication 4f Application Received FRANK RIZZO 01 29 2013 Operations 4f Signed Agreement FRANK RIZZO 01 29 2013 f Determine Peer Group FRANK RIZZO 01 29 2013 x Authorization Checklist Schedule Training 4f Application Received Vv Monitoring Visit FRANK RIZZO 01 29 2013 4f Signed Agreement aa ouimenes Ges f Training Completed FRANK RIZZO 01 29 2013 r Schedule Training Price Survey Analysis or Food Basket Analysis FRANK RIZZO 01 29 2013 f Monitoring Visit af Training Completed 4f Inventory Survey FRANK RIZZO 01 29 2013 f Price Survey Analysis or For 4f Infant Formula Supplier Verified FRANK RIZZO 01 29 2013 W Inventory Survey Infant Formula Supplier Ver Issue Stamp FRANK RIZZO 01 29 2013 f Issue Stamp f Authorization Packet FRANK RIZZO 01 29 2013 f Authorization Packet z f Vendor Bank Information Vendor Bank Information FRANK RIZZO 01 29 2013 f 50 Vendor Analysis 50 Vendor Analysis FRANK RIZZO 01 29 2013 f Geographic Area r Custom Step 3 Geographic Area FRANK RIZZO 01 29 2013 f Custom Step 2 Ar Custom Step 3 We Step 1 4f Custom Step 2 FRANK RIZZO 01 29 2013
189. n Chor 7 Communication 4f Application Received System Setup 12 15 2011 Signed Agreement W Schedule Training Training Completed Operations Authorization X Authorization Checklist g A f poplication Received W Price Survey Analysis or Food Basket Analysis Sith Agreement f Inventory Survey Schedule Training WK Training Completed f Infant Formula Supplier Verified oy Price Survey Analysis or wW Vendor Bank Information Food Basket Analysis W Inventory Survey f 50 Vendor Analysis iain 4 f Geographic Area Frank Rizzo 12 15 2011 Hr Vendor Bank Information Ww Custom Step 2 We 50 Vendor Analysis W Custom Step 2 Re authorizations are similar to the initial authorization process v 1 0 posted 07 05 2014 Task D Approving the Re Authorization Application Complete the following steps to perform this task 1 When the Vendor Authorization Checklist has been completed do one of the following to re authorize the vendor e Users without permissions to reauthorize a vendor Click Suggest Authorization A message is sent to appropriate WIC staff e Users with permissions to re authorize Click Approve Click Deny to deny the application Click Withdraw if the vendor wishes to withdraw their application Click Scan Document to scan one or more documents and associate them to the vendor Congratulations You have successfully completed the Notifications Reauthorizing a Vendor process v 1 0 posted
190. n displays Vendor Notifications amp FRANK RIZZO Document Templates 17 Page 10f2 5 Goto Page 1 nTa m Message Email Subject 77 Sent By Email 77 aT ewa The Kansas Department of ppm Health and Environment Sam Brownback Governor Robert Moser MD Secretary Curtis State Office Building 1000 SW Jackson Topeka Kansas 66612 Department of Health Phone 785 296 1500 Fax 785 368 6368 Email info kdheks gov and Environment MONITOR VISIT COMPLETE TEMPLATE STEVE S DAIRY Attachments Print Export Labels Print a Online Version 0 50 196 14605 20005 Mission MISSION CLINIC a 0 The Vendor Notifications screen can be used to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for details Congratulations You have successfully completed the Quick Links Operations Add Edit High Risk process v 1 0 posted 07 05 2014 Quick Links Operations Remove High Risk This scenario explains the process removing the high risk indicator Vendors can be identified as high risk during a high risk analysis or individually from within the vendor s folder This scenario will focus on the process from within the vendor s folder This process includes the following task s Task A Removing a High Risk Indicator ccceeseeeseeeeeeeeeeeeeeeeeeeeeeneeeneeeeeeeeens 3 102 v 1 0 posted 07 05 2014 Task A Removing a High Risk Indic
191. nder Observations and within the Areas of Observation grid select the appropriate check box for each statement listed gt d m 4 Areas of Observation N Failed to display posters indicating they are a WIC vendor Fa g mN Store does not stock a full line of grocery items induding meat dairy produce and dry goods g g m Store does not display WIC shelf tags to identify WIC approved items Fal g m Observed questionable treatment of WIC participant or improper processing of a WIC warrant A g k Failed to maintain WIC Manual at registers A g m Store was not dean and well organized g A s Items on shelves were not within manufacturers sell by dates oO g N Perishable items were not stored under proper conditions and temperatures g g i Observations questions are state defined and should be phrased such that No is the common default answer In this way user data entry is minimized The user specifies Yes where applicable Otherwise the observation question is automatically marked as No Selecting the N A check box indicates that the selected violation is not applicable to the vendor being monitored Selecting the Yes check box indicates that the selected violation was observed Failure to select a check box indicates that a violation did not occur 10 Select Visit Performed by from the drop down list Visit Performed by i Frank Rizzo v 1 0 posted 07 05 2014 11 To complete the process of doc
192. ndon Compliance Buy Comments close Cancel gt _ Completed By Outside Agency LL 6 Click Close A status message displays indicating success and you are returned to the Investigation screen At this point users can close the investigation or initiate another investigation action to the ongoing investigation Congratulations You have successfully completed the Quick Links Operations Open Investigation process v 1 0 posted 07 05 2014 Quick Links Operations Add Edit High Risk This scenario explains the process of identifying vendors as high risk and removing the high risk indicator Vendors can be identified as high risk during a high risk analysis or individually from within the vendor s folder This scenario will focus on the process from within the vendor s folder This process includes the following task s Task A Identifying Vendors aS High RISK ccccceseseeeeeeeeeneeeeneeeeeeeeeeneeeeneenenens 3 98 v 1 0 posted 07 05 2014 Task A Identifying Vendors as High Risk Complete the following steps to perform this task 1 Search for and access the desired vendor record Q Vendor Folder amp Frank Rizzo A MAIN STREET MARKET Location 100 MAIN STREET OVERLAND PARK KS 66210 Vendor ID V98765 Peer Group 75 001 300 000 annual sales or 6 cash regist Contact JANE DOE 913 555 5555 Status Authorized Local Agency LA2 Shenandoah Valley WIC Reg
193. ng v 1 0 posted 07 05 2014 2 Once the Vendor Folder is displayed go to Quick Links gt Operations gt Disqualify The Vendor Disqualification screen displays Vendor Disqualification amp NATHANIEL DOE WESTSIDE MARKET Location Vendor ID Peer Group 300 001 annual sales or large chain store stores Contact 2 Search 951 SALLIE LANE v22255 Local Agency LA1 Central WV WIC Region 02 HOWIE LONG LEAWOOD KS 66209 Status Contract Period 11 16 2012 11 12 2014 816 555 2244 9 endor Ap n Authorize tcsc25 gmail com 9 New Vendor Applicatio thorized 5 History Communication S Operations Vendor Disqualification 2 Alert onths of Disqualification 1Y lo Proposed Disqualification Date 2j20 2013 E Re apply Date Y C Appeal Exhausted L Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor 4 Vendor Authorization Training Events Vendor Training Events Schedule Training Create Training Finalized Disqualification Approve Disqualification Cancel Enter the number of Months of Disqualification Enter or select the Proposed Disqualification Date Enter or select the Re apply Date yy e p Select Appeal Exhausted if applicable Vendor Disqualification Months of Disqualification 3 Proposed Disqualification Date 1
194. ng Events panel displays Vendor Training Calendar amp FRANK RIZZO Water laren 4 January 2013 Su Mo Tu We Th Fr Sa Vendor Training Event Search A Start Date and End Date are provided by default v 1 0 posted 07 05 2014 4 Complete the following steps to search for scheduled training events Enter or select the Start Date Enter or select the End Date Enter or select the Training Type Enter or Select the Local Agency Click Search The screen refreshes and displays the results of the search Vendor Training Calendar amp FRANK RIZZO _ Bavagalion gt Search Vendor Training Events O Z o ZS 4 January 2013 gt Gag Su Mo Tu We Th Fr Sa Vendor Training Event Search Online Version 0 50 196 14605 30018 s s s s SCSCSCSCiSMs dom MSSTONCLINIG FS i is i S Congratulations You have successfully completed the Manage Training Calendar process v 1 0 posted 07 05 2014 Training History This scenario explains the process of viewing vendor training event history This process includes the following task s Task A Searching and Viewing Vendor Training HiStOry ccccsssesseseeeeeenees 10 16 v 1 0 posted 07 05 2014 Task A Searching and Viewing Vendor Training History Complete the following steps to perform this task 1 From the Home screen go to Vendor gt
195. ng steps to perform this task 1 To access a previously created compliance buy action click the View button within the Vendor Investigation Actions grid on the Investigation screen The Compliance Buy screen displays Compliance Buy amp FRANK RIZZO STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 search B New Vendor Application Authorized History Communication Investigator 17 Compliance Buy Purchase Date vzs2013 E 8 Operations JOE CONTACT 1 28 20 Appeal Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Remove High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization Training Events Vendor Training Events Schedule Training Enter Individual Food Item Price Create Training oo BL me ComplianceBuy Assessment Closing Date 1 C D mm H Compliance Comments _ Completed By Outside Agency A cise canei v 1 0 posted 07 05 2014 3 Enter or select the Compliance Buy Assessment 4 Enter or select the Closing Date 5 Select the Completed By Outside Agency check box if necessary Aba
196. nge in order to allow proper notification Past WIC Sales History in Months The number of past months of redemption used in calculating the vendor s average redemption Percent Used to Compute Punitive Amount The Food and Nutrition Service FNS defined Punitive Percent Rate to be added to a Civil Money Penalty CMP amount Influences calculations on the Vendor CMP Detail screen Maximum CMP Per Violation The maximum CMP that can be charged for each violation Maximum CMP Per Investigation The maximum CMP that can be charged for each investigation Maximum Percent CMP Reduction The maximum percent reduction that may be applied to a computed CMP Influences calculations on the Vendor CMP Detail screen Maximum Percent CMP Increase The maximum percent increase that may be applied to a computed CMP Influences calculations on the Vendor CMP Detail screen Default Sender Email Address Refers to the From email address used for vendor notifications Notify Local Agency of CMP Issuance If enabled the local agency to which the vendor is associated is notified with an alert when the vendor is issued a CMP Investigation Case Duration Alert Limit The number of days an investigation can be open before a reminder alert message is sent indicating the investigation has not been closed Max training Event Participants Per Vendor The maximum number of participants a vendor may bring to a vendor training event
197. nt screen displays the event s type of training the day date time and location of training including directions to the location The registration can be canceled from this screen as well v 1 0 posted 07 05 2014 6 Do one of the following e To add attendees click Add Attendee The Training Event Add Attendee screen displays Complete the screen and then click Save You are returned to the Training Event screen and the newly added attendee is displayed Welcome DAVID JOHNSON Help RIVERSIDE MARKET Change Password Vendor ID N A Logout Vendor Application Price Survey Vendor Traning MyAccount Manage Account Users Training Event Add Attendee Attendee Information Titles Last Name First Name Phone Numbers Email Address MANAGER PATTERSON HAROLD 913 555 5555 V Use Store Address Address 200 RIVERSIDE MARKET ZIP Code City State County 66210 OVERLAND PARK Ks iv JOHNSON v w Denotes Required Fields Save Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement v 1 0 posted 07 05 2014 Welcome DAVID JOHNSON Help RIVERSIDE MARKET Change Password Vendor ID N A Logout Vendor Application Price Survey Vendor Traning MyAccount Manage Account Users Training Event New Vendor Training Training for new vendors Attend Add Attendee Training Type x Date PATTERSON HAROLD MANAGER Thursda
198. nths Assess Cancel lf more than one violation was selected within the grid each violation is displayed in a separate group box 6 Review and or modify the information for each violation and select Your Assessed Action s as needed The upper portion of each box displays read only information defined for each violation during the setup process The lower portion of the box displays options that were defined during the setup process as well but can be modified if necessary In addition the lower portion displays a history of occurrences for the selected violation if any exist v 1 0 posted 07 05 2014 7 Click Assess A status message displays indicating that violations were assessed The violation s assessed may result in some form of disqualification If this occurs additional actions may be necessary If the violation does not result in disqualification you are returned to the Vendor Folder and the violation is listed within the Vendor Event History grid 8 If Warning was selected as an action then the Notify Vendor screen displays Complete the following e Click No to return to the Vendor Folder screen e Click Yes to display the Vendor Notifications screen Vendor Notifications amp FRANK RIZZO Vendor Communications Document Templates fr net Page 1of2 Goto Page 1 AAA h k Message Email Subject 77 COO O O OOO OOOO pot RA PER Asp s A The Kansas Depart
199. nventory Survey t Infant Formula Supplier Verifie wW Issue Stamp We Authorization Packet r Vendor Bank Information r 50 Vendor Analysis f Geographic Area We Verify Health Certificate r Confirm Contact Information Training Events Vendor Training Events Schedule Training Create Training Vendor Authorization amp Ryan Buysse MAIN STREET MARKET Location Application ID Peer Group Unknown 100 MAIN STREET A511 Local Agency LA5 Kansas City Area OVERLAND PARK KS 66210 Status Contact JANE DOE 913 555 5555 sample email com Pending f Application Received Signed Agreement fr Determine Peer Group f Monitoring Visit Ww Schedule Training Training Completed fr Price Survey Analysis or Food Basket Analysis w Inventory Survey ft Infant Formula Supplier Verified fr Issue Stamp Jr Authorization Packet fr Vendor Bank Information fr 50 Vendor Analysis Geographic Area Jr Verify Health Certificate fr Confirm Contact Information Ryan Buysse 02 16 2013 Ryan Buysse 02 16 2013 Ryan Buysse 02 16 2013 Scan Document View Document The Vendor Authorization Checklist provides a visual indication of the status of each segment of the overall application process Each completed segment displays a green checkmark icon 4 Information documented on the Vendor Application screen results in the completion of one or more Vendor Authorization Checklist items ongratul
200. of disqualification months in the associated box and check or uncheck the Allow CMP option as necessary After a violation is defined as a mandatory disqualification WIC staff may not override it If Sanction Points is selected enter the number of sanction points to be assessed to the vendor Sanction Points are optional and can be configured by the state v 1 0 posted 07 05 2014 9 Click Add Occurrence if necessary The Violation Definition screen is expanded and displays an Occurrence 2 group box e Complete the Occurrence 2 group box as necessary Violation Definition ID Violation Short Description 1f Type if Category 1f Review Period Months Fails to Attend WIC Training Violation Description 1 Vendor failed to attend a mandatory WIC training session Occurrence 1 Action s y Warning Letter Mandatory Disqualification months Mandatory Training Permanent Disqualification C Administrative Fine sanction Points f Occurrence 2 Action s E Warning Letter Mandatory Disqualification months Permanent Disqualification Sanction Points a Mandatory Training WA Administrative Fine 500 00 AO oO Add additional occurrences until all necessary occurrences have been added Click Delete to remove an additional occurrence as needed 10 Click Save A status message displays indicating success You are returned to the Violations Definitions screen and the Violat
201. older screen e Click No to return to the Generate Educational Buy Food Instruments screen Congratulations You have successfully completed the Quick Links Operations Educational Buy process v 1 0 posted 07 05 2014 Quick Links Operations Monitoring Visit This scenario explains the process of printing monitoring visit documents for use during a monitoring visit documenting the results of a monitoring visit closing the monitoring visit activity and assessing violations While the process below begins with printing documents Task A assume the on site visit has occurred before documenting the results of the visit Task B and closing the visit Task C There are a variety of ways for you to navigate to the Vendor Violation Choices screen based on your actions within the vendor folder Task D illustrates one way to navigate to the screen by failing a vendor s monitoring visit Regardless of the way in which you arrive at the screen the process of completing the screen is the same This process includes the following task s Task A Printing Monitoring Visit Document s cceecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeenees 3 54 Task B Documenting the Results of a Monitoring Visit ccssseseseeeseeeeeeeeees 3 57 Task C Closing the Monitoring ViISit ccssseeesseeeeeseeeeeeeeeseeeeneeeenseseeneeeeaeeneneenes 3 59 Task D Accessing the Vendor Violation Choices Screen cccccsseesseseeeeneeeenees 3 61
202. on amp FRANK RIZZO 7 MAIN STREET MARKET Location Application ID Peer Group Unknown Contact Corporate 12345 MAIN STREET A602 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE Pending PRAIRIE VILLAGE KS 66208 4f Application Received FRANK RIZZO 01 29 2013 Operations 4f Signed Agreement FRANK RIZZO 01 29 2013 fr Determine Peer Group x Authorization Checklist Schedule Training f Application Received Monitoring Visit 4f Signed Agreement Aes We Determine Peer Group Training Completed We Schedule Training Price Survey Analysis or Food Basket Analysis r Monitoring Visit t Training Completed Inventory Survey FRANK RIZZO 01 29 2013 We Price Survey Analysis or Fo Infant Formula Supplier Verified H Inventory Survey i Infant Formula Supplier Ver fr Issue Stamp r Issue Stamp Jr Authorization Packet WW Authorization Packet Hr Vendor Bank Information Fr Vendor Bank Information Hr 50 Vendor Analysis fr 50 Vendor Analysis f Geographic Area Ye Custom Step 3 Geographic Area FRANK RIZZO 01 29 2013 Hr Custom Step 2 Custom Step 3 r Step 1 Ar Custom Step 2 Training Events a a lk v 1 0 posted 07 05 2014 Task B Determining a Peer Group Complete the following steps to perform this task 1 Go to Quick Links gt Vendor Authorization gt Determine Peer Group The Determine
203. op down list Accept as competitive Accept with exception Decline as not competitive Choose an Assessment Accept as competitive lf Accept with exception is selected the user is prompted to enter or select a reason for the exception 6 Click Submit A status message displays indicating Success and you are returned to the Vendor Authorization screen search 9 New Vendor Applicatio MAIN STREET MARKET Location 12345 MAIN STREET OVERLAND PARK KS 66210 Local Agency 123 JOHNSON COUNTY HEALTH DEPT Vendor Authorization amp FRANK RIZZO Application ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact JOHN DOE 913 555 5555 Corporate BIG WIG CORPORATION 123 MEGA MART AVENUE PRAIRIE VILLAGE KS 66208 History Communication 4f Application Received FRANK RIZZO 01 29 2013 Operations 4f Signed Agreement FRANK RIZZO 01 29 2013 f Determine Peer Group FRANK RIZZO 01 29 2013 Authorization Checklist Schedule Training f Application Received f Monitoring Visit FRANK RIZZO 01 29 2013 4f Signed Agreement iets f Determine Peer Group 4f Training Completed FRANK RIZZO 01 29 2013 r Schedule Training Price Survey Analysis or Food Basket Analysis FRANK RIZZO 01 29 2013 f Monitoring Visit Training Completed Inventory Survey FRANK RIZZO 01 29 2013 f Price Survey Analysis or Fo Infant Formula Supplier Verified t Inventory Survey t Infant Fo
204. or the search to be successful 14 Once criteria have been selected click Search The results of the search are displayed in the Search Results grid earch Results l me Total Items 1 ri Vendorip Name Location Status Corporate Parent 42 Y85285 MAIN STREET MARKET 100 MAIN STREET OVERLAND PARK Kansas 66 Disqualified LA1 Central WV WIC Region 02 25 00 1 75 000 annual sales or 3 5 cash registers I TE Click Clear Criteria to clear all search selections v 1 0 posted 07 05 2014 15 Click the Edit button to open the vendor record The Vendor Folder screen displays Vendor Folder amp NATHANIEL DOE TRADER JOES 112 Location Vendor ID Peer Group 300 001 annual sales or large chain store stores Contact 928 WARD PARKWAY V32557 Local Agency LA2 Shenandoah Valley WIC Region 06 DICK BUKUSS KANSAS CITY MO 64114 Status Contract Period 10 1 2012 10 1 2015 816 969 6969 Authorized BTCSC25 GMAIL COM Total Sanction Points 0 Unduplicated Participants Served 0 EndDate 1 17 2013 StartDate 12 17 2012 8 currenty si open im a sta oT Open Monitoring Visit P 1 11 2013 8 14 11 AM_ Communications Training Notification email was sent Subject Training Event From wic state com To BTCSC25 GMAIL COM Notify Vendor Open Investigation Price Surveys Add Edit High Risk Training Events Vendor Training Events Schedule Trainina v 1 0 posted 07 05 2014
205. orization Authorization Checklist f Application Received 4f Signed Agreement f Determine Peer Group We Schedule Training f Monitoring Visit Training Completed Price Survey Analysis or Foi W Inventory Survey Infant Formula Supplier Ver f Issue Stamp We Vendor Bank Information Hr 50 Vendor Analysis f Geographic Area wW amp Custom Step 3 r Custom Step 2 r Step 1 Training Events a a we save cancei 2 Enter a Comment 3 Click Save A status message displays indicating success You are returned to the Vendor Authorization screen and the Vendor Authorization Checklist is updated Vendor Authorization amp FRANK RIZZO ow MAIN STREET MARKET a Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 6 Search 12345 MAIN STREET 55555 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE B New Vendor Applicatio Pending PRAIRIE VILLAGE KS 66208 History Communication 4f Application Received FRANK RIZZO 01 29 2013 Operations 4f Signed Agreement FRANK RIZZO 01 29 2013 f Determine Peer Group FRANK RIZZO 01 29 2013 x Authorization Checklist Schedule Training f Application Received f Monitoring Visit FRANK RIZZO 01 29 2013 4f Signed Agreement ate f Determine Peer Group 4f Training Completed FRANK RIZZO 01 29 2013 W Schedule Tr
206. own list e Enter or select a food subcategory within the Select Food Subcategory drop down list v 1 0 posted 07 05 2014 e Click Add The grid displays items matching the selected food category and food subcategory 2 Milk Gallons 0 00 Cheese in 8 or 16 oz Packages Pounds 0 00 Bread 100 Whole Wheat Ounces 0 00 4 Once items to be audited are added to the grid click Save A status message displays indicating success and you are directed to the Investigation screen Investigation FRANK RIZZO STEVE S DAIRY Location Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Search 175 MAIN V33 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE 5 OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 B New Vendor Application Authorized History Communication Case Number Investigation Open Date Reason for Investigation 1 Investigation Status 17 1 28 2013 a Associations with known violators 7 Compliance Investigation Done Select Action Operations Appeal Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Remove High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization 01 28 2013 JOE CONTACT 01 28 2013 Unassigned Training Events Vendor Training Events Schedule Training Create
207. pS ccccccscseseeeescsseeeeseeesesenseeeneeoessoeseseneenenesoneeses 7 11 v 1 0 posted 07 05 2014 Task A Evaluating Peer Groups Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Analyze Vendors gt Analyze Peer Groups The Peer Group Evaluation screen displays Peer Group Evaluation FRANK RIZZO 2 Click Run Evaluation The screen refreshes and displays the results of the peer group evaluation Peer Group Evaluation amp FRANK RIZZO o C wp Show Applicants C g Show Overrides 7 Show Not Updateable a 3 001 3500 000 annual sales or 6 cash registers 100 rree otanging Fnarmacy 10 7o 2 000 25 000 annual sales or 0 2 cash registers C 300 001 annual sales or large chain store stores 100 C Free Standing Pharmacy 100 New PG Any Value C 75 001 300 000 annual sales or 6 cash registers 100 C Free Standing Pharmacy 100 75 001 300 000 annual sales or 6 cash registers C Free Standing Pharmacy 100 C New PG Any Value 100 00 Free Standing Pharmacy C 75 001 300 000 annual sales or 6 cash registers 100 _ Free Standing Pharmacy 100 1 000 000 C 75 001 300 000 annual sales or 6 cash registers 67 _ Free Standing Pharmacy 67 Vendor QUIK STOP 211 4 Store Type Retail me aoe ome E v 1 0 posted 07 05 2014 il il Select the Show Applicants Show Overrides and or Show Not Update
208. piration and allows the vendor to make modifications to information and resubmit the information for reauthorization For this scenario we will assume that a vendor was previously authorized and in good standing We will assume that the application has alerted WIC staff of vendors that have a contract close to expiring This scenario shows the tasks performed by the application the vendor and WIC staff to complete a vendor reauthorization This process includes the following task s Task A Sending Notification to all Vendors Scheduled for Reauthorization 5 11 Task B Alerting WIC Staff that Reauthorization Information has been Submitted5 12 Task C Using the Vendor Authorization Checklist ccccccseseesseseeeeneeeeneeeeneeens 5 13 Task D Approving the Re Authorization Application ccsccccsseseeeeeeeeeeeeeeeeeees 5 15 v 1 0 posted 07 05 2014 Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Notifications The Vendor Notifications screen displays Vendor Notifications amp FRANK RIZZO Document Templates 77 Selection Criteri Message Email Subject t C Rejected CI LA1 Central wv wic R M F i C LA2 Shenandoah Valley C 75 001 300 000 annual sz i C LA3 Marion County WIC C 300 001 annual sales or lz Sent By Email 77 i CI LA4 Local Agency 4 _ Free Standing Pharmacy StateLevel Ta j C LAS Local Agency 5 CI New PG Any Val
209. placed into the defined geographic areas based on the ZIP code in which they operate This process includes the following task s Task A Adding a Geographic Area cccsssccssesseeseseeseeseeseeeseeseeneeneeeneseenneesonaes 11 10 v 1 0 posted 07 05 2014 Task A Adding a Geographic Area Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Setup gt Define Geographic Areas The Geographic Areas screen displays Geographic Areas amp Frank Rizzo Backes pey 7 eas ra taa a a ss a ee Aire psa gt ae p j zi F A r An Tnoanut J i Grouping Criteria amp County ZIP Code Number of Counties Available 0 6 XK Geo Area 1 0 ui J X GeoArea2 Available Counties MO STONE MO TANEY MO WEBSTER MO WRIGHT Geographic areas can be defined by a grouping of counties or a grouping of ZIP codes This is accomplished by selecting the appropriate grouping criteria Once this selection is made it is not possible to change the geographic area grouping criteria v 1 0 posted 07 05 2014 2 Click Add New The Geographic Area Definitions screen displays Slots Shows ZIP codes by county Shows ZIP codes by city T a So i Available Counties MO STONE MO TANEY MO WEBSTER MO WRIGHT Hold the CTRL key to select multiple items 3 Enter a geographic area Name 4 Enter the ma
210. plates This scenario explains the process of managing vendor communication templates for use in sending vendor notifications This process includes the following task s Task A Managing Existing Communication Templates cccsssesseseeeeeeeees 11 26 Task B Uploading New Communication Templates ccessesseseseeseeeeeeees 11 28 v 1 0 posted 07 05 2014 Task A Managing Existing Communication Templates Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Setup gt Manage Communication Templates The Manage Communication Templates screen displays E Manage Communication Templates amp FRANK RIZZO Ac P New Communication Template Template Types i Description 17 EE v 1 0 posted 07 05 2014 2 Under Current Communication Templates select from the Template Types drop down list 3 Select from the Templates drop down list The screen refreshes and displays the Last Modified date and Modified By user name for the selected template 4 Click Download to download a copy of the selected template A standard Windows Download Template screen displays Select a file location and click Save A status message displays 5 Click Update to update the selected template A standard Windows Update Template screen displays Select a file location and click Open A status message displays and the Last Modified and Modified By fields on the Manage Com
211. plication verifies that the new password meets password requirements Password rules are displayed near the top of the Change Password screen 5 Enter the Confirm new password 6 Select a Security Question 7 Enter the Security Question Answer Welcome JANE DOE Help MAIN STREET MARKET Change Password Logout Vendor Application Price Survey Vendor Traning Vendor Account Manage Users Change Password Use the form below to change your password must be between 8 and 12 characters in engi Contain i specail character s exauamg the T T or 7 1 numbers and contain I uppercase letter s Account Information User ID jdoe Current password LETETTE eeccecee Security Question What is your Mother s maiden name v Security Question Answer SMITH Change Password 8 Click Change Password A status message displays indicating success v 1 0 posted 07 05 2014 Task D Editing the User Account Complete the following steps to perform this task 1 Access the Vendor Portal Home screen State Department Vendor Management System Welcome to State Department Vendor Management System WIC At A Glance Population Served The WIC target population are low income nutritionally at risk e Pregnant women through pregnancy and up to 6 weeks after birth or after pregnancy ends New Vendors e Breastfeeding women up to infant s 1st birthday Nonbreastfeeding postpartu
212. r Investigation Open Date Reason for Investigation 77 Investigation Status 17 W332 MaB E S Operations Appeal Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Remove High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor AX Vendor Authorization JOE CONTACT Training Events Vendor Training Events Schedule Training Create Training View Documents Close Investigation Create Reminder Alert save At this point users can close the investigation or initiate another investigation action to the ongoing investigation v 1 0 posted 07 05 2014 Task K Entering Receipt Amount Information Complete the following steps to perform this task 1 View the Compliance Buy screen STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact A Search 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 B New Vendor Application Authorized History Communication Investigation Compliance Buy Status 77 Investigator 1 Compliance Buy Purchase Date a eee Casetamber Date Opened Status mams E Operations V33333 2 1 28 2013 Compliance Investigation Done Appeal Create Alert Disqualify Food Instrument Receipt Amount Entry Educational Buy
213. r Management System WIC At A Glance Population Served The WIC target population are low income nutritionally at risk e Pregnant women through pregnancy and up to 6 weeks after birth or after pregnancy ends New Vendors e Breastfeeding women up to infant s 1st birthday Nonbreastfeeding postpartum women up to 6 months after the birth of an infant Apply for a user account to become a WIC Vendor or after pregnancy ends Infants up to 1st birthday WIC serves 53 percent of all infants born in the United States e Children up to their Sth birthday Sion Up Z LA Existing Vendors Benefits User Name Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement 2 Log in to the Vendor Portal The Vendor Management screen displays State Department Welcome JOHN DOE s Help Vendor Management RIVERSIDE MARKET Shange Password System Vendor ID N A Logout Home Vendor Application Price Survey Vendor Traning My Account Manage Account Users Vendor Management s RIVERSIDE MARKET Application Status UnSubmitted 300 RIVERSIDE MARKET Vendor ID N A ad OVERLAND PARK Kansas 66210 Contract Period N A Peer Group N A Disdaimer All of the information is tentative unii confirmed by a WIC Staff Person Vendor Actions Vendor Application has not been submitted Please submit the application Peer Group assignment is required for pri
214. r Other Complaint 818 12 17 2012 2 12 19 2012 10 29 2012 11 28 2012 V21324 1 CLINTON GEORGE Participant Or Other Complaint 12 17 2012 12 19 2012 10 29 2012 11 28 2012 V21324 1 CLINTON GEORGE Participant Or Other Complaint 12 17 2012 2 12 19 2012 10 29 2012 11 28 2012 V21324 1 CLINTON GEORGE Participant Or Other Complaint 12 17 2012 12 19 2012 10 29 2012 11 28 2012 i V21324 1 CLINTON GEORGE Participant Or Other Complaint 9 12 2012 2 12 19 2012 10 29 2012 11 28 2012 7 V25877 1 CLINTON GEORGE Large of Manually Issued Food Instruments 9 12 2012 2 12 19 2012 10 29 2012 11 28 2012 V25877 1 CLINTON GEORGE Large of Manually Issued Food Instruments 12 19 2012 10 29 2012 11 28 2012 f Large of Manually Issued Food Instruments Print Price Log Sheet Cancel 2 Under Search Criteria select Redeemed Not Redeemed or All e lf Redeemed is selected complete the following under Range of Redeemed Date o Enter a Begin Date o Enter an End Date Range of Redeemed Date Begin Date End Date 8 1 2012 aa 3 Click Filter The Compliance Buy Food Instruments grid displays the results of the filter criteria 4 View the results of the grid 5 Click Print Price Log Sheet The price log sheet is opened separately as a PDF document e Doone or both of the following o Print the document s to a printer for use with compliance buy food instrument pricing o Save the PDF document s to your local workstation or to a network drive as
215. r the Vendor ID number associated to the vendor 4 Enter the Application ID number associated to the vendor Name Contains Main Vendor ID Application ID vases Z Oo Z o Enter or select the Corporate Parent Enter the SNAP ID number associated to the vendor Enter the Phone Number associated to the vendor Enter the Address associated to the vendor e a a Enter the last name of an owner associated to the vendor in Owner Last Name Corporate Parent SNAP ID Phone Number Address Owner Last Name 223354 v 1 0 posted 07 05 2014 10 Select the Open Investigations check box if applicable 11 Select the High Risk check box if applicable 12 Select the Open Monitoring Visit check box if applicable _ Open Investigations _ High Risk Open Monitoring Visit 13 Select criteria from the following check box groups if applicable e Vendor Status the application status of the vendor e Local Agency e Peer Group e Geographic Area C Peer Group _ Geographic Area _ 123 JOHNSON COUNTY _ 2 000 25 000 annual sale _ Kansas VI Denied Z LA1 Central WV WIC R Vj 25 001 75 000 annual sa C Missouri Pending L LAZ Shenandoah Valley C 75 001 300 000 annual s C east J Expired L LA3 Marion County WIC C 300 001 annual sales or y Withdrawn LA 4 Local Agency 4 E ni Enter as few or as many criteria as needed or known It is not necessary for every item to be completed f
216. rch for and access the desired vendor record Vendor Folder amp NATHANIEL DOE CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value 3330 CEDAR STREET 88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com Event Type T Total Sanction Points 0 Unduplicated Participants Served 0 Start Date 12 18 2012 E End Date 1 18 2013 Inventory Survey E 12 42 45PM Appeals Appeal submitted with date of 013 Monitoring Vast S 1 11 20138 18 17AM_ Communications Training Notification email was sent Subject VT From wic state com To sample email com tonal tion 1 11 2013 8 15 49 AM Communications Training Notification email was sent Subject Training Event From wic state com To sample email com Price Surveys 1 9 2013 2 22 48 PM Compliance Buys Compliance Buy was created It is currently still open with a status of Open Add Edit High Risk 1 9 2013 2 22 19PM Investigations On going investigation opened on 1 9 2013 Re Issue Stamp Peer Group Assignment Terminate Vendor 4 Vendor Authorization Training Events Vendor Training Events Schedule Training Create Training 2 To access a previously created appeal click the Open Event button j gt within the Vendor Event History grid The Vendor Appeal screen displays Vendor Appeal amp NATHANIEL DOE CEDAR STREET MA
217. rint Export Labels Print a The Vendor Notifications screen can be used to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for details Congratulations You have successfully completed the Quick Links Operations Remove High Risk process v 1 0 posted 07 05 2014 Quick Links Operations Terminate Vendor This scenario explains the process of terminating a vendor Termination is an action taken to denote the end of the contract This might occur when a vendor goes out of business or decides to end the contract as a WIC vendor This process includes the following task s Task A Terminating V CON ON Stes csiierscice nesters senieeseceren cose cvmnesnqensnceecsdensiamessaseenteenices 3 106 v 1 0 posted 07 05 2014 Task A Terminating Vendors Complete the following steps to perform this task 1 Search for and access the desired vendor record Vendor Folder amp FRANK RIZZO pg CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value 3330 CEDAR STREET V88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com Event Type T Total Sanction Points 0 Unduplicated Participants Served 0 Start Date 12 29 2012 EndDate 1 29 2013 E Create Alert Disqualify Educational Buy Date EventTyee Inventory Sur
218. rmula Supplier Ver Issue Stamp we Issue Stamp w Authorization Packet W Authorization Packet 2 we Vendor Bank Information fr Vendor Bank Information r 50 Vendor Analysis w 50 Vendor Analysis f Geographic Area i x Custom Step 3 Geographic Area FRANK RIZZO 01 29 2013 wW Custom Step 2 Ar Custom Step 3 Step 1 a Custom Step 2 v 1 0 posted 07 05 2014 Task H Completing an Inventory Survey Complete the following steps to perform this task 1 Goto Quick Links gt Vendor Authorization gt Inventory Survey The Vendor Inventory Survey Management screen displays Vendor Inventory Survey Management amp FRANK RIZZO MAIN STREET MARKET Location Application ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 12345 MAIN STREET A602 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE Pending PRAIRIE VILLAGE KS 66208 Minimum Inventory Survey sveybte Tne Save St C gt gt Authorization Checklist 4f Application Received f Signed Agreement f Determine Peer Group We Schedule Training f Monitoring Visit f Training Completed f Price Survey Analysis or Fo r Inventory Survey t Infant Formula Supplier Ver r Issue Stamp We Authorization Packet r Vendor Bank Information _ Survey Result r 50 Vendor Analysis
219. roup box by selecting one of the following e Local Agency e Clinic 3 Select the Assigned To Role 4 Select the Issue Priority 5 Click Save A status message displays indicating success You are returned to the Maintain Customer Service Issues screen Issue Creation Date Range Incident Date Range Target Resolution Date Range Start Date Start Date Start Date 2 Family Participant Other a E i i End Date End Date End Date wIc Staff Anonymous LDP B Vendor Issue Reported About Family Partidpant Policy amp Procedure wic Staff Other Vendor Location v 1 0 posted 07 05 2014 Task C Searching for Customer Service Issues Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Maintain Customer Service Issues The Maintain Customer Service Issues screen displays Maintain Customer Service Issues amp FRANK RIZZO Issue Creation Date Range Incident Date Range Start Date Start Date Issue Type Family Particpant Other wic Staff F Anonymous End Date End Date Issue Status C B C E C ia Issue Reported About Local Agency Clinic Vendor Family Particpant Policy amp Procedure wic Staff Other Vendor Location Create New Issue Cancel J j10 E 2 Under Customer Service Issue Search complete one or more of the following criteria e Enter an Is
220. s Congratulations You have successfully completed the Manage Communication Templates process v 1 0 posted 07 05 2014 12 REPORTING Manage TIP Report The application enables WIC staff to generate a TIP The Integrity Profile report for a given fiscal year and export it for submission This process includes the following task s Task A Generating a TIP Report ccccsccceseeeseseceseeeceseeceseesenseseeneeseaeeeeneesonnenes 12 2 Task B Uploading or Downloading a TIP Repott cccceseeesseeeeeeneseneseneeeees 12 3 Task C Submitting the TIP Report to Food and Nutrition Service FNS 12 5 v 1 0 posted 07 05 2014 Task A Generating a TIP Report Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Reporting gt Manage TIP Report The Vendor TIP Report screen displays Vendor TIP Report amp FRANK RIZZO Pre 9 25 2012 5 03 53 PM 9 26 2012 10 23 21 AM 10 3 2012 12 30 59 PM 10 8 2012 2 48 42 PM 10 9 2012 12 10 43 PM 10 11 2012 10 45 28 AM 10 12 2012 11 24 08 AM _TIP csv i 10 16 2012 9 18 30 AM 2012_TIP_10162012 csv i 10 16 2012 10 21 12 AM 2012_1030_TIP csv j 10 30 2012 9 59 36 AM 2012_1030_1524TIP csv i 10 30 2012 3 24 08 PM 2012_1031_TIP csv i 10 31 2012 8 06 12 AM 2012_1031a_TIP csv i 10 31 2012 9 27 39 AM 2012_1101TIP csv i 11 1 2012 11 42 00 AM 2012_1101_TIP csv i 11 1 2012 12 02 32 PM 2012_1102TIP csv i 11 2 2012 9
221. s The weights for the failed criterions were 3 1 and 1 totaling 5 If the established Total risk score were 4 the vendor would be considered high risk since the vendor s score was equal to or greater than the established Total risk score On the other hand if the Total risk score were 6 the vendor would not be considered high risk since the vendor s score was less than the Total risk score 6 Enter a Minimum Percent of Audits value The value indicates the minimum percent of investigative audits that must be performed to meet FNS requirements If the risk analysis does not identify a sufficient number of vendors the Assign Random Risk feature uses this threshold to determine how many additional vendors should be randomly selected v 1 0 posted 07 05 2014 al ce a es sees spemioe aiesistic t oo W Redeemed price higher than list price Consecutive check numbers w Il High of high price checks Excessive of check errors vf Il High volume of WIC business Recorded investigations W II Low volume of WIC business New Vendor Volume of WIC business Monitor visit issues vf Il Inappropriate volume change Vendor with sanctions we High increase in volume over time High shelf prices in peer group SNANAR ejeje 5 Wr Il High of geographic area s WIC business Missed Training eof Z Ff zZz P W W Il pn Pin Tie m m b l oj e a ojja o o x fi z Tota
222. s Vendor Training Events Schedule Training Create Training v 1 0 posted 07 05 2014 Congratulations You have successfully completed the Quick Links Operations Create Alert process v 1 0 posted 07 05 2014 Quick Links Operations Disqualify lf a vendor has exceeded the disqualification threshold if sanction points are utilized or has violated certain regulations that dictate disqualification or has failed to meet other requirements defined by WIC regulations the vendor is disqualified from WIC for a period of time as dictated by the violations and or the number of points acquired For this scenario assume one of the following applies to a vendor WIC Regulations have been violated SCS KS The established sanction point threshold has been exceeded SCS S A repeated pattern of unacceptable behavior has been observed or noted 2 hS Other Insufficient WIC sales same owner store disqualified owner convicted of fraud etc If one or more of the above is true the State may choose to disqualify the vendor or impose a civil monitory penalty CMP instead of disqualification to avoid hardship to participants CMPs assessed to the vendor may be the sum of fines due to violations and an in lieu of fee For state related violations this amount may be adjusted downward based on State defined criteria CMP calculation criteria past WIC sales months maximum allowable CMP adjustment must be de
223. s check box to delete the alert v 1 0 posted 07 05 2014 3 When finished viewing the selected alert click the close icon The selected alert is closed S Vendor Folder amp NATHANIEL DOE fh CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value Contact 3330 CEDAR STREET V88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized sample email com search 9 New Vendor Application History Communication Event Type wmo Total Sanction Points 0 Unduplicated Participants Served 0 StartDate 12 18 2012 EndDate 1 18 2013 Operations Appeal Create Alert Disqualify Educational Buy Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor 4 Vendor Authorization 12 42 45 Appeals itec date 13 J 1 11 20138 18 17AM Communications Training Notification email was sent Subject VT From wic state com To sample email com 1 11 2013 8 15 49 AM Communications Training Notification email was sent Subject Training Event From wic state com To sample email com 1 9 2013 2 22 48 PM Compliance Buys Compliance Buy was created It is currently still open with a status of Open 1 9 2013 2 22 19 PM Investigations On going investigation opened on 1 9 2013 Training Event
224. s needed State specific Functionality The application requires some initial setup before it can be used Setup for the User Manual includes the following Features Certain features of the User Manual are set up using the System Administration module These features must be set up before the system is used to ensure the system functions as expected Please refer to the Manage System Settings section of the System Administration Module DFDD for additional information about state defined features The following is a list of applicable system settings v 1 0 posted 07 05 2014 State defined Questions The list of state defined questions to be prompted on the Vendor Application screen Vendor Slot Usage Enables disables the use of geographic area slots Geographic Area States Allows use of Federal Information Processing Standards FIPS codes to define the geographical regions defined by the state Vendor Expiration Year Interval The duration in years of a WIC Vendor contract as defined by the state Filter Variable Contract Expires in days Prior to the expiration of the contract this is the period to give notice to the vendor Minimum Same Peer Group Days The minimum number of days a vendor must be assigned to a specific peer group before the vendor can be returned to the same peer group previously assigned Peer Group Delay The number of days for a vendor to wait before applying for a peer group cha
225. s process includes the following task s Task A Initiating an Investigation ccceceeeeeeeeeeeeeeeeeeeeneeeeeeeeaeeeeneeeaesneneneaeeneneaes 3 69 Task B Recording Investigation Actions cc cccsscseeesseeeseeeeeeneeeneeenseneseneeeneenaes 3 71 Task C Closing an Investigation sssssnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 3 73 Task D Identifying Food Items to be Audited cccccesceeeeeeseeseeneeeeeeenesneeeaeeees 3 74 Task E Entering Initial Audit Information sasnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnna 3 76 Task F Entering Ending Audit Information 0 csccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneenens 3 80 Task G Recording Product INVOICES ccccsesceeeseeeseeeeeeeeeeeeeeeeneeeeaeeseaneeneaeeeaneeaes 3 83 Task H Reviewing REdemption ccccccsssscsseseeeneeeeeeeeenseenaeeeneneeeeaseenensanaaeeneneeaes 3 86 Task I Viewing Insufficient Inventory Results ceeeceeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeees 3 88 Task J Closing an Inventory Audit ccccceseseeeseeeeeseeeeeeeeeseeeeneeneaseeeeneeneaeenenenees 3 90 Task K Entering Receipt Amount INfOrmatiOn cccccsceeseeeseeeseeeseeneseneeeneeeeeees 3 92 Task L Closing the Compliance Buy Action cccceeseeeeeeeeeeeeeeeeeeeeeseeeeeeeeeneees 3 95 v 1 0 posted 07 05 2014 Task A Initiating an Investigation Complete the following steps to perform this task 1 Search for
226. sample email com a ing Notification e was sent Subject VT From wic state sample email com P 1 9 2013 2 22 48 PM_ Compliance Buys Compliance Buy was created It is currently still open with a status of Open 1 9 2013 2 22 19PM _ Investigations On going investigation opened on 1 9 2013 Training Events Vendor Training Events Schedule Training Create Training 2 Once the Vendor Folder is displayed go to Quick Links gt Operations gt Appeal The Vendor Appeal screen displays Vendor Appeal amp NATHANIEL DOE CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value Contact 3330 CEDAR STREET 88122 Local Agency 123 JOHNSON COUNTY HEALTH DEPT KELLY DOE LEAWOOD KS 66211 Status Contract Period 9 21 2012 9 21 2015 800 555 5555 Authorized Appeal Requested Date ir 1 18 2013 Z Investigation Related Appeal Inventory Survey Monitoring Visit Notify Vendor Open Investigation Price Surveys Add Edit High Risk Re Issue Stamp Peer Group Assignment Terminate Vendor X Vendor Authorization Adjudication Officer ID Last Name 1 First Name 1 Requested Date fr ee rane _____ a ESS 18 2013 1 18 2013 Training Events Vendor Training Events Schedule Training Create Training v 1 0 posted 07 05 2014 3 Enter or select the Appeal Requested Date 4 Enter or select the Appeal Status 5 Select or unselect the Investigation Related Appeal chec
227. sary Click Close Monitoring Visit A confirmation message displays indicating that a final status will be saved making the monitoring visit a permanent part of the Vendor record Click Yes or No to proceed e Click No to return to the Vendor Monitoring Visit screen Click Yes to display either the Notify Vendor screen or the Choose Violations screen The screen displayed is dependent upon the selection made in the Monitoring Visit Assessment drop down list The Choose Violations screen displays if Fail is selected in Monitoring Visit Assessment The Notify Vendor screen displays if Pass Cancelled or Rejected is selected in Monitoring Visit Assessment 5 If the Choose Violations screen displays complete the following Choose Violations v 1 0 posted 07 05 2014 e Click Yes to assess one or more violations The Vendor Violation Choices screen displays o Complete the Vendor Violation Choices screen This process is described in the following Tasks e Click No to bypass the option of assessing violations The Notify Vendor screen displays 6 Ifthe Notify Vendor screen displays complete the following e Click No to return to the Vendor Folder screen The status of the current monitoring visit is closed e Click Yes to display the Vendor Notifications screen Vendor Notifications amp FRANK RIZZO Vendor Communications Document Templates i mm Page 1of2 EY GotoPage 1 AQ
228. second visit occurs continue to Task C Entering Ending Audit Information At least one calendar day must pass before the second visit occurs v 1 0 posted 07 05 2014 Task F Entering Ending Audit Information Complete the following steps to perform this task 1 Search for and access the desired vendor record The Vendor Folder screen displays STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized Vendor Folder amp FRANK RIZZO eB Event Type T Total Sanction Points 2 Unduplicated Participants Served 0 StartDate 12 28 2012 __ EndDate 1 28 2013 u Create Alert Disqualify Educational Buy Inventory Survey a Monitoring Visit P 1 28 2013 3 21 26 PM Notify Vendor a i a _ mam panhar P 1 23 2013 3 21 16 PM On going investigation opened on 1 28 2013 Price Surveys P 1 28 2013 2 54 57 PM icati Monitoring Visit Failure letter was printed Subject Fail Add Edit High Risk P 1 28 2013 2 54 45 PM icati Monitoring Visit Failure letter was printed Subject Fail ba fe J 128 2013 2 53 31 PM F007 Overcharges WIC Written Price Warning Peer Group Assignment P 1 28 2013 2 53 22 PM Monitoring Visit was created It was dosed on 1 28 2013 by user JOE CONTACT with a final a
229. seeeeecaeeseeeessaeeseeeesaaaeeeess 3 130 Task H Completing an Inventory Survey cccccccccsseeeeeeeeeeeseceeeeeeeeeeeeseeeeseeeessaeeeeesssaaeeeess 3 133 Task Verifying an Infant Formula Supplier cccccceccccccceseeeceeccseseceeecceeeeeeeesseeseeeesesaeeeess 3 137 TASK J ISSUING a UA eaa A E a i T E R 3 138 Task K Creating an Authorization PACK el vistsisiilalicctiantivniiner lear nein ieee ala 3 140 Task L Adding Vendor Bank Information ac ieiie kus coated saiaeatated iv bidigicad shdeeard escuela 3 141 Task M Completing a 50 Vendor Analysis ccd scicceenscsdecds tpsasSeeecedsveesgendunsssecee seven Gueedctease 3 143 Task N Completing One or More Custom Steps sssnnnoeeennnnnnnnnenrrteorrssnrrnnnnnnrtnrtnreereeeennn 3 145 Pasko gt Approving INE VOnNdOL tcc ticein uted iaai a EE ER EEE ER S SNEER 3 147 4 MAINTAIN CUSTOMER SERVICE ISSUES nannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn 4 1 Maintain Customer Service ISSUCS ccceeceeseeceeeeeeeeeneeceseeenseeeneseasesensseneeeenesens 4 1 Task A Adding Vendor Related Customer Service ISSues ccccceecceeceeeeeeeeeeeeeeeeeeeeeeaeeeeeeas 4 2 Task B Assigning Customer Service ISSUES ccc doco cceseevictedvencesendesh naz cee peneost sel canddvndeay sexs ctedieheastse 4 8 Task C Searching for Customer Service ISSUES eeeeeeeeeeeeeeeeeeeeeeeeeaaaaeeaeeeeeeeeeeeeeeeeeees 4 10 Task D Editing Customer Service ISSU
230. ses 6 1 Price SUPVOY S oiana aA EA a A a EAA 6 1 Task A Searching for Price Surveys 5 cc ccscecctecceesecdecccceseecessccdescecssacsesseciecsseerenseteeesersees 6 2 7 ANALYZE VENDORS nannnnnennnnnnnunnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnennnnnnnnnnnnnnnennnn ennenen 7 1 AnalyZe RISK oia a a a a a a mde ieeene 7 1 Task A Manage RISk Settihg Si rreirs e E E 7 2 Task B Select Filter Criteria and Manage FI SettingS cccccccsseeeeeeeceeeeeeeeeeeeeeeeesseeeeeeeeeeeas 7 5 Task G RUNA vendor RISKANAIYS O isiin E a E EEEE EEEN 7 7 Task D Mark Vendors for Investigation sissies ctaiest sce deals leaves Staten lee odeoe dcededes wuadee i Sctetecataedadeeeccee 7 9 Analyz Peer GIOUDS vcccseescesccandosndiees seni Zourwecuietencntenewerntiedwadvendemmtonncarhdesndemeiuauiwenivods 7 10 Task A Evaluating Peer Groups siani a a vane Ciawcnl EE candidal muda 7 11 8 COMPLIANCE BUY wate cc tcecaeeccecs caren cea snmanansneeunsenscssmantanc a aaa Aaii 8 1 Generate MStruUmentS rnia a a ai aaa aaia aada aut 8 1 Task A Adding Fictional Participant essene E A 8 2 Task B Selecting the Food Packages to be Generated cc cceeseceeeseesseeeecesaseeeeensaseeeeneas 8 4 Task Gz ISSUING arr I Snity Calsina a T a A E EENE 8 5 Task D Generating Food MSTUMEN S asis piere pan ane a a S atolneins 8 6 VIEW AC IY arira a a a Na aaia 8 7 Task A Viewing Compliance Buy Food Instrument Details cccccsccsesessseeee
231. sh All Authorized 12 00 Good Start Soy Plus Concentrate 13 oz 312 00 Eggs All Authorized 1 00 Legumes All Authorized 1 00 64 oz Liquid Juice 2 00 Wi Peanut Butter 18 oz 1 00 Dry or Can Beans Peas 16 oz 1 Bag 4 Cans 1 00 Eggs Glutarex 1 Powder 14 1 oz 384 00 Similac Advance Powder 12 4 oz 285 00 Cheese in 8 or 16 oz Packages 1 00 Peanut Butter 18 oz 1 00 Dry or Can Beans Pea v 1 0 posted 07 05 2014 2 Using Category and Subcategory to filter the results select one or more food instrument types from the grid You must select at least one Food Instrument Type before running Risk Analysis Category Subcategory InfantCerel o y y o Food Instrument Type Infant Cereal All Authorized 24 00 Infant Fruit amp Vegetable All Authorized 64 00 Infant Cereal All Authorized 24 00 Infant Fruit amp Vegetable All Authorized 128 00 Legumes All Authorized 1 00 Juice All Categories 16 oz Fm 64 oz Cin 1 00 Eggs 64 oz Liquid Juice 1 00 Eggs All Authorized 1 00 Legumes All Authorized 1 00 Lo 64 o7 Liquid Juice 1 00 Eggs All Authorized 1 00 Legumes All Authorized 1 00 Jui Legumes All Authorized 1 00 Eggs All Authorized 2 00 64 oz Liquid Juice 3 00 WI Legumes All Authorized 1 00 Juice All Categories 16 oz Fzn 64 oz Cin 1 00 Eggs 64 oz Liquid Juice 1 00 Eggs All Authorized 1 00 Legumes All Authorized 1 00 Lo Infant Cereal All Authorized 24 00
232. sk L Cl sing the Compliance Buy ACUOM s s ctcecteuieiensdedscebeane innne a e i 3 95 Quick Links Operations Add Edit High Risk ccccccssssssseeeseeeeseeeeeeeeeenes 3 97 Task A ldentitying Vendors as High RISK atessateatete isceuesl opavedaudertnet A pe eeevetadoel vane 3 98 Quick Links Operations Remove High Risk s ssceessssseeeesseeesseeeeeeeees 3 101 Task A Removing a High Risk Indicator ccccecccccseeeeeeceeeeeeceeseeeceeeeeeeeseeeeessaseeeesaeeeesnaaeees 3 102 Quick Links Operations Terminate Vendor cccccssssseeeesesseeeesseeeeseeeeseeees 3 105 Task Fe kermnaing V CMO Sos clacctstesates ee stnterercsstaleaciacstenscntoseetsneteuccana weet sexton ectevanstssetenect 3 106 Quick Links Vendor Authorization cccccsssseeeeeseesseeeeseeeesseeeesseeenneeeeseeeaaes 3 108 Task A Completing the Signed Agreement cccccsseseccecceseececcceeeeceeeeeeeeseeeessaeseeeesssaaeeeess 3 109 Task B Determining a Peer Grou vcs cisicocarislaceralarcsaudinasaranini cienciphe tap elk eawedi ance E A E 3 111 Task Gz SCMeGuiiinG TANINO arrisera r aa o a aie 3 114 Task D Completing a Monitoring Visciano ERER EE 3 118 Fase es Tann OMICS despa a EE nie Saga AEE EEEE TENERNE 3 124 Task F Completing a Price Survey ANALYSIS cciic2occctec contive cceua svete eetecceedees danskenacseetesictedeons 3 126 Task G Completing a Food Basket Analysis cc cccccccccsssseceeeeee
233. ssessed Violation Review Period Definition Determines the method used to determine if a pattern of violations has occurred Review Period Months Default If Within Number of Months is selected as the Violation Review Period Definition this field specifies the number of months in the past that are reviewed Sanction Point Disqualification Threshold The number of sanction points at which the vendor is disqualified Sanction Point Lifetime Days The number of days since issuance that a sanction point is summed into the total sanctions assessed in determining if the threshold has been reached Multiple Disqualifications Implementation Determines if multiple violations that call for the disqualification of a vendor for a period of months are considered on consecutive or concurrent periods Contract Expiration Expires Violations Enables disables the expiration of violations and sanction points when a vendor s contract expires Probationable If enabled new vendors are considered probationary for a period of time First Probation Days For new vendors on probation the number of days after the contract start date when an alert is sent indicating oversight of the vendor is due Second Probation Days For new vendors on probation the number of days after the contract start date when an alert is sent indicating oversight of the vendor is due Probation End Days For new vendors on probation the number of days a
234. ssessment of Fail Terminate Vendor P 1 28 2013 2 51 29 PM F009 Provides Credit For An FI Warning X Vendor Authorization P 1 28 2013 2 51 19 PM Monitoring Visit was created It was dosed on 1 28 2013 by user JOE CONTACT with a final assessment of Fail Training Events P 1 23 2013 2 48 40 PM F005 Fails To Sell The Correct Type Of Food Item Warning PEPEE P 1 28 2013 2 48 25 PM Monitoring Visit was created It was dosed on 1 28 2013 by user JOE CONTACT with a final assessment of Fail endor training even o a Schedule Training P 1 28 2013 2 45 50 PM 033 Fails To Treat Participant Like Other Customers Fined 100 00 Create Training a R20 45 49 P 030 Fails To Maintain Minimum Stockina Disqualified 2 To access a previously created inventory audit click the Open Event button j gt within the Vendor Event History grid The Inventory Audit screen displays Inventory Audit amp FRANK RIZZO STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized Inventory Audit Status 17 First Visit Second Visit Date of Visit Visiting Staff Member Date of Visit Visiting Staff Member Om 1 28 2013 FRANK RIZZO Cheese in 8 or 16 oz Packages Pounds 2 89 Bread 100 Whole Wheat Ounces 3 19 2003
235. sters Store was not dean and well organized Ttems on shelves were not within manufacturers sell by dates L LI LI LI LI LI LI LI O Oe Oe oe Perishable items were not stored under proper conditions and temperatures Print Documents Scan Documents View Documents Cancel 4 Click Close The Close Monitoring Visit screen displays 1 Select Fail from the Monitoring Visit Assessment drop down list m v 1 0 posted 07 05 2014 2 Click Close Monitoring Visit A confirmation message displays indicating that a final status will be saved making the monitoring visit a permanent part of the Vendor record Click Yes to proceed The Choose Violations screen displays J Would you like to choose violations to assess 3 Click Yes The Vendor Violation Choices screen displays Vendor Violation Choices amp FRANK RIZZO vee STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized Charges WIC For Food Not Sold Claims Exceed Inventory Fails To Sell The Correct Type Of Food Item Overcharges WIC Quantity Overcharges WIC Written Price Provides Cash For An FI Provides Credit For An FI Receives Redeems FI s Outside Channels Sells Cigarettes Tobacco Or Alcohol Substit
236. sue ID e Select an Issue Type e Select an Issue Status Vendor Issue Type 1 ea Issue Status Open sd 3 Within Issue Creation Date Range enter or select the following e Enter or select a Start Date e Enter or select an End Date Issue Creation Date Range Start Date 8 20 2012 a 3 24 2012 v 1 0 posted 07 05 2014 The Start Date defaults to Today s Date 4 Within Incident Date Range enter or select the following e Enter or select a Start Date e Enter or select an End Date Incident Date Range Start Date 5 Within Target Resolution Date Range enter or select the following e Enter or select a Start Date e Enter or select an End Date Target Resolution Date Range Start Date 6 Within Assigned To select one of the following e State Office e Local Agency e Clinic Assigned To State Office 8 Local Agency Clinic LA1 Central WV WIC v 1 0 posted 07 05 2014 lf an Assigned To option is selected for the search use the associated drop down list to further refine search criteria 7 Enter or select a Resolution Date 8 Enter or select an Assigned To Role option Resolution Date Assigned To Role 9 Under Issue Reported By select one of the following Family Participant Other WIC Staff Anonymous Vendor Issue Reported By 0 Family Partcdpant Other Anonymous WIC Staff Vendor
237. t Vendor Authorization gt Custom Step 1 2 or 3 The Vendor Check Item Finish screen displays Vendor Check Item Finish amp FRANK RIZZO MAIN STREET MARKET Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 12345 MAIN STREET 55555 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE Pending PRAIRIE VILLAGE KS 66208 Search 9 New Vendor Applicatio History Communication amp Operations Vendor Authorization x Authorization Checklist f Application Received f Signed Agreement f Determine Peer Group r Schedule Training f Monitoring Visit Wf Training Completed f Price Survey Analysis or Fo W Inventory Survey 4f Infant Formula Supplier Ver Issue Stamp f Authorization Packet f Vendor Bank Information f 50 Vendor Analysis f Geographic Area r Custom Step 3 r Custom Step 2 r Step 1 Training Events a PEAPBPPBEPPPPPPPPBPPPPPPEPPLPPPPPPPPDPPPEPPEPPLPLEPEPEEDEPPEPL LPL EPPDED v 1 0 posted 07 05 2014 2 Enter or select the Finish Date 3 Enter a Comment 4 Click Save The status message displays indicating success You are returned to the Vendor Authorization screen and the Vendor Authorization Checklist is updated Vendor Authorization amp FRANK RIZZO MAIN STREET MARKET Locatio
238. t _ f Determine Peer Group 4f Training Completed FRANK RIZZO 01 29 2013 Hr Schedule Training Price Survey Analysis or Food Basket Analysis FRANK RIZZO 01 29 2013 W Monitoring Visit W Training Completed 4f Inventory Survey FRANK RIZZO 01 29 2013 Price Survey Analysis or For f Infant Formula Supplier Verified FRANK RIZZO 01 29 2013 W Inventory Survey Infant Formula Supplier Ver v Issue Stamp FRANK RIZZO 01 29 2013 v Issue Stamp Authorization Packet FRANK RIZZO 01 29 2013 f Authorization Packet f Vendor Bank Information Vendor Bank Information FRANK RIZZO 01 29 2013 We 50 Vendor Analysis w 50 Vendor Analysis f Geographic Area i r Custom Step 3 V Geographic Area FRANK RIZZO 01 29 2013 We Custom Step 2 Ar Custom Step 3 r Step 1 Ar Custom Step 2 Training Events a p v 1 0 posted 07 05 2014 Task M Completing a 50 Vendor Analysis Complete the following steps to perform this task 1 Goto the Quick Links gt Vendor Authorization gt 50 Vendor Analysis The 50 Vendor Analysis screen displays 50 Vendor Analysis amp FRANK RIZZO MAIN STREET MARKET Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate _ 12345 MAIN STREET 55555 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE Pending PRAIRIE VILLAGE KS 66208 M s
239. t list of Federal and State violation definitions Violation definitions are grouped together by Type Federal or State Click the View button to display the Violation Definition Detail screen in view mode Click the Edit button to display the Violation Definition Detail screen in edit mode Click the Delete button 3 to delete a violation definition from the grid v 1 0 posted 07 05 2014 2 Click Add The Violation Definition screen displays Violation Definition ID Violation Short Description 1 Type if Category 17 Review Period Months OO ee EEE CE Violation Description 1 o Occurrence 1 Action s _ Warning _ Mandatory Disqualification months _ Mandatory Training _ Permanent Disqualification LJ Administrative Fine C Sanction Points Add Occurrence Save Cancel Enter a Violation Short Description Enter or select a violation Type Enter a violation Category Enter the Review Period in Months Enter the Violation Description Use the Violation Description field to include more detailed information than the Violation Short TE 2 E a 2 Description 8 Within the Occurrence 1 group box select the action s that apply lf Administrative Fine is selected enter the amount to be assessed in the associated box lf Mandatory Disqualification months is selected the group box is expanded and displays an Allow CMP option Enter the number
240. te The Complete Inventory Survey screen displays Inventory Survey A see eee 6 Complete the following e Enter or select the Completed Date e Enter or select the Completed Time e Enter or select the Inventory Survey Assessment Inventory Survey Assess Pass sd Save An assessment of Pass cannot be indicated if one or more items did not meet the minimum inventory requirement Correct entries as necessary or indicate an assessment error v 1 0 posted 07 05 2014 7 Click Save A status message displays indicating success You are returned to the Vendor Authorization screen and the Vendor Authorization Checklist is updated Operations x Authorization Checklist f Application Received 4f Signed Agreement f Determine Peer Group We Schedule Training 4f Monitoring Visit f Training Completed Price Survey Analysis or Foi Inventory Survey W Infant Formula Supplier Ver vw Issue Stamp We Authorization Packet We Vendor Bank Information We 50 Vendor Analysis f Geographic Area r Custom Step 3 r Custom Step 2 r Step 1 Training Events D D Vendor Authorization amp FRANK RIZZO is MAIN STREET MARKET Location Application ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 12345 MAIN STREET A602 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 55
241. ter Comments as necessary Wholesaler Distributor Name if National Dairy Distributor Quantity Received ir oor 25 Gallons Unit Price Paid 17 Total Price Paid 1T 3 19 79 75 PAAPAAPAAPA PAAPAAAPAAAAPPAA AA AP AAPA A AAA A Jad dgddddd Comments Se ByPass Mew 6 28 2012 8 39 AM wy B U wg i Enter an invoice comment here 6 Click Add A status message displays indicating success and the grid is updated to display the newly added invoice information Wholesaler m inact Distributor Name Invoice Date Qty Received Unit Price Paid Total Price Comments a WO National Dairy Distributor 8 27 2012 25 3 19 79 75 Aa Repeat the previous steps and add invoice information for each food subcategory associated with the audit Once completed proceed to the next step 7 Click Save A status message displays indicating success and you are returned to the Inventory Audit screen v 1 0 posted 07 05 2014 Task H Reviewing Redemption Complete the following steps to perform this task 1 While still on the Inventory Audit screen click Review Redemption The Food Instruments Redeemed During Inventory Audit Period screen displays 2 View the food instruments redeemed 3 Click Cancel You are returned to the Inventory Audit screen Inventory Audit amp FRANK RIZZO STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAI
242. termine Peer Group 4 Training Completed FRANK RIZZO 01 29 2013 r Schedule Training f Price Survey Analysis or Food Basket Analysis FRANK RIZZO 01 29 2013 f Monitoring Visit f Training Completed W Inventory Survey FRANK RIZZO 01 29 2013 Price Survey Analysis or Fo Infant Formula Supplier Verified FRANK RIZZO 01 29 2013 Inventory Survey Infant Formula Supplier Ver Issue Stamp r Issue Stamp w Authorization Packet r Authorization Packet E Hr vendor Bank Information Fr Vendor Bank Information We 50 Vendor Analysis f 50 Vendor Analysis f Geographic Area i r Custom Step 3 W Geographic Area FRANK RIZZO 01 29 2013 r Custom Step 2 fr Custom Step 3 WStep 1 Training Events W Custom Step 2 a s Vow Docent Ce aaa Lo Comite serra ema PISE an g me v 1 0 posted 07 05 2014 Task J Issuing a Stamp Complete the following steps to perform this task 1 Goto the Quick Links gt Vendor Authorization gt Issue Stamp The Issue Stamp screen displays Issue Stamp m FRANK RIZZO MAIN STREET MARKET a Location Application ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact Corporate 6 Search 12345 MAIN STREET A602 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE 5 New Vendor Applicatio Pending PRAIRIE VILLAGE KS 66208 History Operations Vendor Author
243. the following Print the document s to a printer for use during the upcoming monitoring visit Save the PDF document s to your local workstation or to a network drive as necessary The PDF document s are locked and cannot be edited however saving a document may make reprinting a copy of the original document more convenient if a replacement is ever needed 8 Close PDF files as necessary v 1 0 posted 07 05 2014 Task B Documenting the Results of a Monitoring Visit Complete the following steps to perform this task 1 While still on the Vendor Monitoring Visit screen modify the Date of Visit if necessary Vendor Monitoring Visit _ amp Date of Visit wr 1 28 2013 gt Monitoring Visit Status Areas of Observation Failed to display posters indicating they are a WIC vendor Store does not stock a full line of grocery items induding meat dairy produce and dry goods Store does not display WIC shelf tags to identify WIC approved items Failed to maintain WIC Manual at registers Store was not dean and well organized H L LJ LJ Observed questionable treatment of WIC partidpant or improper processing of a WIC warrant oO LJ LJ Items on shelves were not within manufacturers sell by dates oO LJ OOOOOddowm Perishable items were not stored under proper conditions and temperatures Visit Performed by 17 Priat Docmmeat Realy For Assescment Close sawe cancel e
244. thorization Spring Session 2 09 00 00 11 15 00 East Oaks Office Park Room 141 Vendor authorization training for managers and store staff 47 P 3 28 2013 New Vendor Training 11 00 00 13 00 00 Locally 35 Operations Vendor Authorization xt Authorization Checklist f Application Received 4f Signed Agreement f Determine Peer Group r Monitoring Visit f Schedule Training Training Completed We Price Survey Analysis or Food r Inventory Survey W Infant Formula Supplier Verifie r Issue Stamp We Authorization Packet r Vendor Bank Information We 50 Vendor Analysis f Geographic Area Wr Verify Health Certificate r Confirm Contact Information Training Events Vendor Training Events Schedule Training Create Training vent Add New Vendor Training Event SE a bf ii J mt The grid displays the Training Date Title Start Time End Time Location Description and Seats Available for all listed training sessions v 1 0 posted 07 05 2014 3 To adda new training session or edit an existing training session complete the following actions as needed e Click the View button to view or edit the training session details The Vendor Training Event Details screen displays e Click Add New Vendor Training Event The Vendor Training Event Details screen displays Date 16 Closed Registration Date Start Time End Time ir Duration 17 mas E e ee Title
245. tton dah to view the details of a particular violation 5 Click Begin Assessment The Vendor Violation Assessment screen displays Vendor Violation Assessment amp FRANK RIZZO STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized Trigger Event Trigger Event Date WIC Staff Monitoring Visit 1 28 2013 JOE CONTACT m ID Violation Violation Occurrence Violation Description 5030 Fails To Maintain Minimum Stocking 1 Fails to maintain minimum stocking requirement deficient stock two or more food items and or contract formula Violation Type Violation Category Violation Review Period months STATE 1 6 Your Assessed Action s C Warning Z Mandatory Disqualification months 12 C Mandatory Training _ Sanction Points LC Administrative Fine C Permanent Disqualification Assessed Date Prior Violation Occurrence s No Prior Violation Occurrences exist Trigger Event Trigger Event Date WIC Staff Monitoring Visit 1 28 2013 JOE CONTACT e 033 Fails To Treat Participant Like Other Customers 1 Fails to offer participants the same courtesies offered to other customers including coupon acceptance when offered to cash paying customers Violation Type Violation Category Violation Review Period mo
246. ue C Home Delivery C LA6 EASLEY O test 555 C Direct Distribution C La7 BROWN county w C NTE Group 1 Preview Attachments vt Ex Cancel The application alerts the appropriate WIC staff of vendors with a contract that is close to expiring WIC staff will send a notification explaining what is needed for reauthorization The Vendor Notifications screen can be used to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for details After receiving the communication vendors access the vendor portal update the information as necessary and submit the information for approval The application sends an alert to appropriate WIC staff that Re Authorization information has been submitted The alert displays as a High Priority Task under Task Stats on the Vendor Dashboard v 1 0 posted 07 05 2014 Complete the following steps to perform this task 1 From the Home screen within the Task Stats container click Show All Tasks The Maintain Tasks screen displays Maintain Tasks amp FRANK RIZZO Filter Tasks Priority Task Status Task Types C Mine Only ChangeStatusto Vendor Monitoring Visit Vendor USMC V21324 11 5 2012 has a monitoring visit ready for assessment Vendor Monitoring Visit Vendor 11 7 2012 Vendor Monitoring Visit 7 11 26 2012 V33333 has a monitoring visit ready for assessment Vendor Monitoring Visit
247. ue Stamp P 8 23 2012 2 03 32PM Monitoring Visits Monitoring Visit was created It is currently still open with a status of In Process In Process pa J 8 23 2012 1 47 47PM Monitoring Visits Monitoring Visit was created It was dosed on 8 23 2012 by user Frank Rizzo with a final assessment of Pass Closed f ae P 8 22 2012 1 03 40 PM_ Price Surveys Price survey submitted with effective date of 8 22 2012 Curent 8 Vendor Authorization JO 8 21 20122 37 44PM_ Monitoring Visits Monitoring Visit was created It was closed on 8 22 2012 by user Sally Nemnich with a final assessment of Pass dasa Training Events P 8 21 2012 1 26 46 PM_ Monitoring Visits Monitoring Visit was created It is currently still open with a status of In Process In Process Vendor Training Events P 8 21 2012 1 23 49PM Monitoring Visits Monitoring Visit was created It is currently still open with a status of In Process In Process Schedule Training JO 8 21 20129 04 20AM_ Monitoring Visits Monitoring Visit was created It is currently still open with a status of In Process Paas Create Training P P In Process 2 Once the Vendor Folder is displayed go to Quick Links gt Operations gt Add Edit High Risk The Manage High Risk screen displays OELLLLELLELLELLSLELELELELLLLLLELLLELECLELLLELLLELELLLLELELELECELLLLELEE High Risk Comment _ Notify Vendor v 1 0 posted 07 05 2014 3 Enter or select the High Risk Expiration Date 4 Select the High Risk Reason Co
248. ulations You have successfully completed the Quick Links Operations Terminate Vendor process v 1 0 posted 07 05 2014 Quick Links Vendor Authorization The vendor management functional area supports the management of the retail vendor aspect of the WIC program It tracks the vendor authorization process captures information about authorized vendors monitors vendor training routine vendor monitoring and communications and helps identify potentially abusive vendor practices for which additional monitoring or investigation is needed It also supports record audits and maintains a comprehensive vendor profile including information about vendor demographics corporate parent offices training monitoring and compliance activities Once vendor applicant information has been submitted through the vendor website or entered by WIC staff using the application all of the submitted information needs to be verified using state defined processes managed in the form of the Vendor Authorization Checklist This scenario guides you through the process of completing the tasks associated with authorizing a vendor This process includes the following task s Task A Completing the Signed Agreement c scsccssseecesseeeeseeeneeeenseseseseees 3 109 Task B Determining a Peer Group ccceescseeseeeeeeeeeseeseeenseeesesenseeeaeeoeesonseseasens 3 111 Task C Scheduling TRAMMING vicesictscasctntoaaticnnwesaiachsneadeniwenviwstssateusieensie
249. umenting the monitoring visit do one of the following e f you have been granted permission to close a monitoring visit click Close The Close Monitoring Visit screen displays Monitoring Visit Assessment r Monitoring Visit Comments pd m Close Monitoring Visit Cancel o Enter or select a Monitoring Visit Assessment o Enter Monitoring Visit Comments if necessary Monitoring Visit Assessment 77 Monitoring Visit Comments Pas Sid m Close Monitoring Visit Cancel lf a Monitoring Visit Assessment of Fail is selected the user is provided the opportunity to assess violations o Click Close Monitoring Visit A confirmation message displays indicating that saving this final status will make the monitoring visit a permanent part of the vendor record Click Yes to continue A status message displays indicating success and the Notify Vendor screen displays ll Would you like to notify the vendor G Click Yes to be directed to the Vendor Notifications screen The Vendor Notifications screen can be used to email or print notifications as needed Refer to the Notifications scenario on page 5 1 for details Click No to be returned to the Vendor Authorization screen v 1 0 posted 07 05 2014 Vendor Authorization amp FRANK RIZZO a TEP 4f Application Received 01 29 2013 4f Signed Agreement 01 29 2013 B A cats v Determine Peer Group 01 29 2013 History Schedule Training Communication 4f
250. utes A Eligible Food Item Product Substitutes Non Eligible Food Item Product Substitutes Non Food Items For WIC Food Substitutes With Non Contract Formula a 2 D Fo Po Po Po Po Po f o f o Poa Po Po P r v 1 0 posted 07 05 2014 Task E Assessing One or More Violations Complete the following steps to perform this task E Under Choose Vendor Violations for Assessment select a Type of violation to filter the grid results Vendor Violation Choices amp FRANK RIZZO STEVE S DAIRY Location Vendor ID Peer Group 25 001 75 000 annual sales or 3 5 cash registers Contact 175 MAIN V33333 Local Agency LA2 Shenandoah Valley WIC Region 06 DOE STEVE OVERLAND PARK KS 66212 Status Contract Period 10 18 2012 10 18 2015 913 222 2222 Authorized P P P P P P P o o m o o Oo oO Oo m Oo oO o d Charges WIC For Food Not Sold Claims Exceed Inventory Fails To Sell The Correct Type Of Food Item Overcharges WIC Quantity Overcharges WIC Written Price Provides Cash For An FI Provides Credit For An FI Receives Redeems FI s Outside Channels Sells Cigarettes Tobacco Or Alcohol Substitutes A Eligible Food Item Product Substitutes Non Eligible Food Item Product Substitutes Non Food Items For WIC Food Substitutes With Non Contract Formula Upon initial display of the screen the grid displays both types of violations Federal and State Filtering the results may make it easier to ident
251. uthorization gt Signed Agreement The Vendor Check Item Finish screen displays Vendor Check Item Finish amp FRANK RIZZO MAIN STREET MARKET Location Application ID Peer Group Unknown Contact Corporate A Search 12345 MAIN STREET A602 Local Agency 123 JOHNSON COUNTY HEALTH DEPT JOHN DOE BIG WIG CORPORATION OVERLAND PARK KS 66210 Status 913 555 5555 123 MEGA MART AVENUE 9 New Vendor Applicatio Pending PRAIRIE VILLAGE KS 66208 ih Communication Finish Date w 1 29 2013 Operations Vendor Authorization 4 Authorization Checklist Application Received We Signed Agreement r Determine Peer Group We Schedule Training r Monitoring Visit t Training Completed We Price Survey Analysis or Fo r Inventory Survey t Infant Formula Supplier Ver Hr Issue Stamp We Authorization Packet Hr Vendor Bank Information r 50 Vendor Analysis f Geographic Area r Custom Step 3 r Custom Step 2 r Step 1 Training Events a e ct PEPPEBEAPEPPPPPBPPBEPPPPPEPPPPPPEPPEPPEPLPPEPEPPPELEPEDEPLLEL EPL EPEDIED ES 2 Enter or select the Finish Date A paper copy of the Vendor Agreement must be signed by the appropriate parties and received before this operation can be finished v 1 0 posted 07 05 2014 4 Click Save A status message displays indicating success You are returned to the Vendor Authorization screen and the Vendor Authorization Checklist is updated Vendor Authorizati
252. v 1 0 posted 07 05 2014 CSC Prepared By Prepared For CSC Crossroads Staff 7701 College Blvd l i Overland Park KS 66210 nae ia C v 1 0 posted 07 05 2014 DOCUMENT INFORMATION Document Information Document Title v 1 0 posted 07 05 2014 Vendor User Manual Project Name Vendor Document Version 2 0 Author CSC Training Staff Contract Number 02476 09 Document Creation Date 08 02 2012 Document Current Version Date 02 23 2013 Purpose of Document User Manual DOCUMENT REVISION HISTORY Document Revision History v 1 0 posted 07 05 2014 1 0 08 02 2012 CSC Training Staff First Draft 2 0 02 23 2012 CSC Training Staff User Acceptance Testing UAT Training Version v 1 0 posted 07 05 2014 TABLE OF CONTENTS i OVERVIEW apiece oer ins es eee etn etn ate a eeu vins dues bacaauencsnussonteee lt seeceearees 1 1 2 SEARCH VENDOR 2 eee eee ee ee ee ee ee eee 2 1 SI LEM V CINCO ssis a aaa aa a a aao iaia aaa aaa aD 2 1 Task A Using the Vendor Search SCree n ccccccccccssseeceeceeeseeeeeceeeeceeesseeseeeeessaaseeessssaeeeeeenas 2 2 Task B Viewing the Vendor Folder ac eveccpesecice seeeesensezetedavevencenevanncetesicnaansmeapacadeesnegesmusbecareeenen 2 5 Task C Searching for Online Applications n00annnnnoannnneneannnnneennnnnsnnnnnnnsnnrnnnnrnrnnesnnnnrensennnee 2 10 Task D Accessing Online Applic
253. vey 1 29 20 12 19 41 PM High Risk Histor y Vendor marked as high ri ecti 29 201 C 2 t Monitoring Visit 3 129 2013 12 12 49PM_ High Risk History Vendor marked as high risk effective 1 29 2013 and expiring 1 29 2013 Performed by FRANK RIZZO Notify Vendor n m z Dia 4 1 24 2013 7 02 09PM Educational Buys Educational Buy Food Instrument was printed for this vendor Price Surveys po 1 24 2013 6 59 29PM Educational Buys Educational Buy Food Instrument was printed for this vendor Add Edit High Risk P 1 18 2013 12 42 45PM_ Appeals Appeal submitted with requested date of 1 18 2013 SEDES i JO 111 20138 18 17AM_ Communications Training Notification email was sent Subject VT From wic state com To sample email com Tenai enir P 1 11 2013 8 15 49 AM Communications Training Notification email was sent Subject Training Event From wic state com To sample email com Vendor Authorization 1 9 2013 2 22 48 PM Compliance Buy was created It was dosed on 1 29 2013 by user BRUCE TURNER with a final assessment of Abandon P 1 9 2013 2 22 19 PM On going investigation opened on 1 9 2013 Training Events Vendor Training Events Schedule Training Create Training 2 Once the Vendor Folder is displayed go to Quick Links gt Operations gt Terminate Vendor The Vendor Termination screen displays E Vendor Termination amp FRANK RIZZO Lp CEDAR STREET MARKET Location Vendor ID Peer Group New PG Any Value 3330 CEDAR STREET 88122 Loca
254. w of the current month upon initial display Click the Next and Previous buttons e gt to advance and retreat the calendar a month at a time The screen and the mini calendar are refreshed to display the selection 5 Click Week to display a weekly view of the main calendar The screen refreshes to display the selected view Vendor Training Calendar amp FRANK RIZZO p F _ r o January 2013 GSS 4 January 2013 Su Mo Tu We Th Fr Sa Quick Links Vendor Training Event Vendor Training Event Search v 1 0 posted 07 05 2014 Click the Next and Previous buttons gt to advance and retreat the calendar a week at a time The screen and the mini calendar are refreshed to display the selection 6 Click Day to display a daily view of the main calendar The screen refreshes to display the selected view Vendor Training Calendar amp FRANK RIZZO Gad a Shenandoah Valley WIC Region 06 C Marion County WIC Region 03 C Local Agency 4 C Local Agency 5 C EASLEY C BROWN COUNTY WIC PROGRAM Vendor Training Event Vendor Training Event Search Click the Next and Previous buttons gt gt to advance and retreat the calendar a day at a time The screen and the mini calendar are refreshed to display the selection v 1 0 posted 07 05 2014 Hover the cursor over an appointment to display detailed information including the Title Description Locatio
255. ximum number of ZIP codes that can be associated to this geographic region in Slots 5 Enter or select the State Name if Slots lGeoArea3 OOOO d hao O O Shows ZIP codes by county Shows ZIP codes by city E ef State MISSOURI pa v 1 0 posted 07 05 2014 6 Select options from the Available Counties list box to associate to this geographic area 7 Click the Left Arrow button to move your selections from the Available Counties list box to the Selected Counties list box Selected Counties 17 IMO TANE Available Counties MO WRIGHT MO STONE Click Move All to move all selections from the Available Counties list box to the Selected Counties list box Click Clear All to move all selections from the Selected Counties list box back to the Available Counties list box 8 Click Save A status message displays indicating success You are returned to the Geographic Areas screen and the screen is updated to display the newly added geographic area Geographic Area ge GeoAreal 0 5000 lt Geo Area 0 5000 a K Geodrea 3 0 m To edit an existing Geographic Area click the Edit button The Geographic Area Definitions screen displays Edit the information on the screen as needed and click Save To delete a Geographic Area click the Delete button gt Congratulations You have successfully completed the Define Geographic Areas process v 1 0 posted 07 05
256. y November 01 2012 1 00 PM 2 00 PM Location Main WIC Office Directions Cancel Training Event Copyright 2011 State Department WIC Services All Rights Reserved Privacy Policy Terms of Use Non Discrimination Statement e Tocancel the registration click Cancel Training Event The event is cancelled cleared from the Registered WIC Training Events grid and displayed back within the Upcoming WIC Training Events grid Congratulations You have successfully completed the Using the Vendor Portal process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 10 VENDOR TRAINING Create Training Event This scenario explains the process of creating a vendor training event This process includes the following task s Task A Defining the Event sssnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn 10 2 v 1 0 posted 07 05 2014 Task A Defining the Event Complete the following steps to perform this task 1 From the Home screen go to Vendor gt Vendor Training gt Create Training Event The Vendor Training Event Details screen displays Vendor Training Event Details amp Frank Rizzo Date i Closed Registration Date Start Time End Time 77 Duration 77 8 30 2012 a z Title i Description Event Level ir State Local Invitation Type Invite Only Open Invited Vendors Attendance Confirmation Notify V

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