Miscellaneous (Login, Security, CFH WIC Tools)

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Miscellaneous

HuBERT Cross-Reference


MN WIC Program

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Keywords/Phrases
agency 88, archiving records, CFH account, clinic names, connectivity test, duplicate, HuBERT availability, HuBERT change request, HuBERT security, HuBERT user role definitions, mobile app, passwords, purging records, reset local reference data, request access

Changes to Site for Testing Connectivity Speed

The Speedtest.Mnwic.Net site previously available on the MDH WIC website for testing your connectivity speeds is no longer available. However, a comparable site to test your Internet connection speed can be found at http://www.speedtest.net. This new link will replace Speedtest.Mnwic.Net on the MDH WIC website.

To navigate to this new link, click on: Information for Local Agencies >> HuBERT Information System >> Technical Information >> HuBERT Performance Benchmarks >> Speed Test.

June 2017 HuBERT Hints #2

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All Clinic Names Decreased to 40 Characters or Less

In order to meet e-WIC reporting requirements, any clinic names (including the agency ID) more than 40 characters long were decreased to 40 characters or less by abbreviating some of the more common words and removing apostrophes (ex: Center = Ctr; Health and Human Services = H&HS). When adding clinics, please make sure that the name you submit to the State office is no more than 34 characters (since the agency ID is ###^-^ and requires 6 characters).

The revised clinic names will begin to display in HuBERT by tomorrow. If you have any concerns about your revised clinic name(s), please contact Tami Matti at tami.matti@state.mn.us.

June 2017 HuBERT Hints #2

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Archiving of Records More than 3 Years Old Begins June 3, 2017

HuBERT records more than 3 years old will be archived from the Production Environment beginning on June 3, 2017. Over the next few months, these older records will be removed incrementally. Records up to 6 years in the past will continue to be available in the Reports Environment. The Reports Environment can be used to view records, run HuBERT reports, and meet other data needs.

Please keep in mind that any time you switch from the Production to the Report Environment, or vice-versa, you must Reset Local Reference Data.

May 2017 HuBERT Hints #1

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Purging Records from Production Database

A new process for purging participant records was implemented on 2/12/17. This weekly process removes older data from the Production Database in order to help manage the database size. Records are purged if it has been more than 6 years since the most recent Cert End Date. However, if a record meets this criteria but has an appointment after the purge date, the record will not be purged.

March 2017 HuBERT Hints #1

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Mobile App Question: If Nutrition Education is scheduled, how does the app know the participant came? What triggers the app not to send a “missed appt” message following a nutrition education visit?

The MISSED APPOINTMENT message displays only if all of the following criteria are met:

  • The appointment is NOT recorded as Kept in HuBERT;
  • Benefits were NOT issued to the participant for whom the appointment was scheduled; and
  • There are no future appointments scheduled for the participant.

Since benefits are issued at the completion of a nutrition education visit, the participant will not receive a MISSED APPOINTMENT message even if the appointment is not marked as Kept.

December 2016 HuBERT Hints #1

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What to Do if Proxies Registered for Mobile App Messages Change

There are two options if proxies are currently registered to receive reminder messages and the primary proxy would like to ensure that they no longer receive MN WIC mobile app messages:

1. The Local Agency can call the Help Desk and request that they delete all registration information for the current Household ID.

2. The Local Agency can change the Household ID. When a participant registers, they enter their Household ID and a State WIC ID and the system verifies that the State WIC ID belongs to that household. If the Household ID is changed, the State WIC ID will no longer belong to the registered Household ID. This results in existing messages no longer displaying and notifications no longer being received.

In both these instances, the primary proxy and any additional proxies will need to re-register their devices.

November 2016 HuBERT Hints #2

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Using the HuBERT User Request Form and the Local Agency - HuBERT Change Request Form to Update Staff Information

There appears to be some confusion about when to use the HuBERT User Request Form and the Local Agency – HuBERT Change Request Form to update staff information. (Both of these forms are available on the WIC Tools - CFH Forms and Applications page.)

HuBERT User Request Form
The HuBERT User Request Form requires a CFH Account to use it. This is a level of security that ensures that only the appropriate local agency staff uses it to submit staff information. It is used to update your staff’s access to HuBERT.

This is the form you want to use anytime you need to add access to HuBERT for a new staff person, modify one of your HuBERT user’s access (such as to Infoview or the Reports Environment), or to remove a staff person’s ability to access HuBERT.

Local Agency – HuBERT Change Request Form
The Local Agency - HuBERT Change Request Form does NOT require a CFH Account to use it. This is the form you can use to add or update staff information that displays on the Minnesota WIC Local Agency Directory page on the MDH WIC website as well as request software changes and queries/reports.

March 2015 HuBERT Hints #1

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Reminder! If Duplicated Participant Records Created Do Not Use “DUPLICATE” or “DO NOT USE”

This is just a reminder that when duplicate records are created, you no longer have to identify them using “DUPLICATE” or “DO NOT USE”. In fact, this makes matching duplicate records more difficult when using the Potential Duplicate Participants function in System Administration since matching of duplicate records is based on date of birth, first name, and last name. You can leave the participant’s name as is and HuBERT users with Role 10 – LSA should use Potential Duplicate Participants to combine the records as soon as possible.

For those participant records that currently have “DUPLICATE” or “DO NOT USE” in the names, the Infoview report template called FIRST OR LAST NAME LOOKUP.

February 2015 HuBERT Hints #3

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HuBERT Availability on Evenings and Weekends

Maintenance is performed on the HuBERT servers every evening and during the weekends. This includes the End-of-Day and End-of-Month processes along with other necessary maintenance. To ensure these processes are not interrupted, access to HuBERT should be limited to the following hours on weeknights and weekends:

  • Evenings – Monday through Friday: HuBERT is available until 10:00 PM
  • Saturdays: HuBERT is available from 6:00 AM to 12:00 PM
  • Sundays: HuBERT is available from 6:00 AM to 2:00 PM

Availability on weekends when Releases are installed may vary. Notification of availability during these weekends is always provided in the HuBERT Hints prior to the installation of the Release.

February 2015 HuBERT Hints #2

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HuBERT User Role Definitions

HuBERT User Role Definitions

June 2014 HuBERT Hints #2

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New Standards for Passwords

This is just a reminder that your HuBERT password, which expires every 90 days, will need to meet the new standards now that Release 2.17.07 has been installed. If your current password does not meet the new standards, the system will continue to accept it until you are prompted to change it. Once you are required to change it, it must:

  • Have 8-16 characters
  • Include upper and lower case letters
  • Include a number
  • Include a special character (!@#$%^&*”:;?>)
  • Be different from the last 9 passwords you've used

February 2013 HuBERT Hints #3

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Reset Local Reference Data Every Day

You must continue to Reset Local Reference Data every day before using the clinic application and whenever you change between the Production and Reports environments.

Resetting your Local Reference Data becomes especially important after downloading a Release.

Changes to food items and drop-down lists are stored on your computer. This information is reset and updated when you reset your Local Reference Data. Usually, when these types of changes need to be made, we try to coordinate them with a Release. However, they are not actually included as part of the Release installation but are performed on the HuBERT back-end at the same time. Resetting the Local Reference Data, which is the last step of the installation process, makes these changes to your computer and is necessary so that you don’t receive errors or have problems using new food items.

November 2012 HuBERT Hints #1

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HuBERT Security and Data Safety Reminders

Some critical reminders are as follows:

  • Each staff member should have a separate, and non-administrative, Windows user account for any computer that they will be using.
  • Always keep your HuBERT user accounts up to date. Most importantly, this means updating the WIC Help Desk with any Local Agency staff that leave or will no longer be using the HuBERT Information System.
  • Use secure passwords. Secure passwords are composed of at least eight characters, use upper and lower case letters, numbers, and special characters. You can review the Passwords section in MOM Chapter 9.3 for more thorough guidance.
  • Be sure to keep hardware secure via Kensington lock or locking cabinet. Hardware also needs to be secured and/or locked down during transport or while in storage.
  • Always report any hardware or data breaches to the State Office as soon as possible.
  • Data stored on USB drives (removable storage) should be protected and disposed of appropriately. This includes deleting data from the USB drive when it is no longer needed.
  • Also, be aware of any local security policies; some may be more stringent.

Please review MOM Chapter 9.3: Security, for further details.

April 2012 HuBERT Hints #2

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How to Create a CFH (Child Family Health) Account and Request Access to Forms on WIC Tools (PDF)

February 2012 HuBERT Hints #1

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When are records removed from the Local Database to the Statewide Database (Agency 88)?

Records are automatically archived during the End-of-Day (EOD) process. When records are archived, the system changes the Agency ID to 88 in the MEMBER table. This is an indication that the participant's record has been archived.

The archive rules are based on the current certification status of the participant:

  • Prescreened > 60 days ago and not certified
  • Terminated > 6 months ago, not certified, and currently not in a new cert attempt
  • Determined ineligible > 6 months ago and not certified

January 2012 HuBERT Hints #2

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