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MN WIC Program

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Keywords/Phrases
CLD029, "/n", ad-hoc, annual, back up onto flash drive, benefit pickup ,breastfeeding, chart audit, closeout, counts, daily, enrollment, EOM, FTP site, high risk, household table, IND PICKUP, infoview, initial, member table, monthly, OPR051, outlays, participation, pseudo-cert, redeemed, report generator, reports environment, request, reset local reference data, risk factor, some-breastfeeding, unduplicated, year-to-date


Children Are Counted as Infants if Sets of Benefits with PFDTU after First Birthday Issued Before First Birthday (TMP-220)

Description: When benefits are issued to a participant the system records their WIC Type at the time of issuance based on their current WIC Type (or the WIC Type stored in the MEMBER table). The WIC Type stored at the time of issuance is used to count the type of participant in the participation counts.

If an infant is recertified prior to their first birthday and issued tri-monthly benefits, the system will count the participant as an infant for all three months even if the second and third sets of benefits are for child food packages and the PFDTU of the benefits is after the first birthday.

This can result in over-counting infants in the participation counts and could have a larger impact after Release 2.22 in which infants can be certified within 30 days of the first birthday.

Please note that infants should only be recertified early in instances where it is absolutely necessary to sync the infant's appointment with other household members. (Reference: 2.22 Release Document, page 10.)

What You Should Do: In general, infants should be recertified after their first birthday. If trying to sync the infant to other household members, ascertain if it is possible to sync all of the appointments after the infant's first birth date (by extending other certification periods by 30 or less days). If the infant must be recertified early, benefits could be issued for only one month and subsequent benefits issued after the infant's first birthday. If doing this were to cause hardship then issue tri-monthly; the system will count the participant incorrectly as an infant for the subsequent sets of benefits.

Resolution: This has been added to the issue queue.

Posted to Issues Page on 5/20/15 and May 2015 HuBERT Hints #2

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Infoview – Folders with Multiple Pages and Changing Number of Reports that Display per Page

Many of the MN SHARED folders in Infoview contain more report templates and guidance documents than can be viewed on one page. If you don’t see a report template that is supposed to be in the folder that you’ve opened, odds are it is on a different page.

If there is more than one page, the page numbers (circled in red below) will show a 1 of 2+ indicating multiple pages. You can use the arrows to move through the pages or type the page number into the text box and hit your Enter key to go to that page.

Infoview screen with red box around page numbers and green arrow pointing to total number of objects on page

TIP! The total number of reports and guidance documents available in the selected folder is indicated in the bottom right corner of the page (next to the green arrow above).

In general, the default setting for Infoview is to display 10 documents per page. You can change this by clicking on Preferences (indicated by the yellow star above) on the right side of the menu bar. (The Preferences screen can sometimes take about 10-20 seconds to open…so please be patient.)

In the middle of the Preferences page, you can change the number of documents that display.

number of documents per page

Simply click into the field, type the number of documents you want to display (typically an even number since all report templates have an accompanying guidance document), and click the OK button in the bottom right corner of the screen.

If there are more documents than can be viewed on your monitor a scroll bar will appear on the right margin.

March 2015 HuBERT Hints #1

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Change to Number of Days Report/Query Provided after Request Submitted

The turn-around time in which data/reports are provided to Local Agencies after submitting a request to the State using the Local Agency HuBERT - Change Request Form has been increased in order to allow more time for the State to gather, prepare, and/or develop the data/report.

The amount of turn-around time is based on the priority selected:

  • Extremely important and urgent - Report will be provided within 10 business days
  • Important but not urgent - Report will provided within 20 business days
  • Nice to have - Report will be provided within 30 business days

If you need the data/report sooner than the number of business days indicated, you can provide the date needed along with an explanation in the Reason/Justification field on the form.

February 2015 HuBERT Hints #1

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HuBERT Ad-Hoc Reports Generator No Longer Available after January 1, 2015

Infoview, our preferred ad-hoc reporting tool, was launched in July 2014. It provides much more accurate and robust reporting capabilities than the HuBERT ad-hoc Report Generator. Therefore, as of January 1, 2015, users will no longer have access to the HuBERT ad-hoc Report Generator.

Based on a daily report received by the Operations Unit, it appears that there aren’t many users that use the Report Generator. However, those that do will be contacted by the Operations Unit to ensure that any ad-hoc reports they are using are also available in Infoview. If not, an Infoview Report Template will be created to meet those reporting needs.

All current Ad-Hoc Report Template Documents that provide instructions on how to create certain ad-hoc reports using the Report Generator will be converted to Infoview Report Templates prior to January 1, 2015. A cross-reference document will be provided to assist with identifying the Infoview Report Template that can be used to replace the Report Generator report.

Please contact Sarah Mallberg at (sarah.mallberg@state.mn.us or 651.201.4430) with any questions.

August 2014 HuBERT Hints #3

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Statewide Launch of Infoview Ad-Hoc Reporting Tool

Infoview Users

The Infoview ad-hoc reporting tool is officially available to all agencies. At this time, all WIC coordinators/supervisors should identify at least one person to be their agency's Infoview user. To obtain a username and password for an Infoview user, the WIC coordinator/supervisor should submit the HuBERT User Request form on the WIC CFH Forms and Applications page. Simply select the user from the list, click to update the user's information, and select the Infoview checkbox.

All Infoview users are required to review the Infoview Training Modules on the Session 9: HuBERT Reports training page. There are three training modules; each about 20 minutes long. It should take only about one hour to complete all three modules.

Infoview Information on MDH WIC Website

The Reference Documents & Infoview page on the MDH WIC website, available via the purple button on the Reports & Data page, provides links to the Infoview login page, guidance documents, training modules, and the following reference documents:

  • The Infoview Templates by Topic that lists all available report templates and the topic(s) under which the templates can be found. (This is a working document that will be updated each time a new Infoview report template is added.)
  • The Infoview Templates List that is organized by topic and provides an overview of each report template along with a link to its guidance document. (This is a working document that will be updated each time a new Infoview report template is added.)

Infoview Report Templates

Report templates are queries/reports that have already been developed in Infoview. When run, formatted reports are generated based on specific information you enter into fields called USER PROMPTS. For example, for many reports you can enter the Agency ID into a PROMPT so that the report provides information specific to your agency.

Although all agencies are required to have an Infoview user, use of the available report templates is OPTIONAL. In the future, the State may have some recommendations about Infoview report templates that could be used to assist with program management or management evaluations.

Guidance Documents

Each report template has a Guidance Document that provides the following information about a report template:

  • Short overview of information provided
  • Notes for the user about specific fields or information they should be aware of when running the report
  • Print screens of each tab of the report
  • User Prompts including the table, field, operator, value and definition
  • Any static criteria used
  • Columns in the report (including the tables and fields used)
  • Sorting, grouping and counts
  • Technical notes (includes developer notes, variables, formulas and SQL)

Guidance Documents are available on both the MDH WIC website and in Infoview next to its corresponding report template. We strongly encourage users to review the Guidance Document up to the Technical Notes section BEFORE running an Infoview report template. In many cases, questions that may arise about the report output will be answered by the information provided in the Guidance Document.

Requesting Infoview Reports

If your agency would like an Infoview Report Template created to meet needs not already met by other available report templates, you can submit the Local Agency HuBERT – Change Request Form.

Communicating about New Infoview Report Templates

The HuBERT Hints will be used to communicate about all new Infoview Report Templates once they have been made available in the MN SHARED folder.

Questions?

Please contact Sarah Mallberg at sarah.mallberg@state.mn.us if you have any questions about Infoview.

July 2014 HuBERT Hints #1

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Participation vs. Enrollment Monthly Report Displays All Clinics when Run in Clinic Module (TMP-119)

Description: When running the Participation vs. Enrollment Monthly report (CLD029) in the Reports Environment's Clinic module, the Clinic(s) list displays all clinics instead of only those associated with the Agency selected when you first open HUBERT.

Generate report screen with all clinics listed

What you Should Do: This is a display issue and does not affect your ability to run the report for your clinics.

Resolution: This issue has been added to the issues queue.

Identified Issues - Posted 2/24/14

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Timeout Error Sometimes Displays when Running the Year-to-Date Participation and Outlays Report (TMP-10)

Description: An error "The underlying connection was closed: An unexpected error occurred on a receive" message will sometimes display when running the Year-to-Date Participant and Outlays report for larger clinics.

What you Should Do: If you receive this error, close out of the Reports screen, re-open and re-run the report.

Resolution: This issue has been added to the issues queue.

Identified Issues - Posted 2/24/14

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HuBERT On-Demand Reports Must Only Be Run in the Reports Environment – NEVER in Production!

We have received some feedback that there may be some confusion about where HuBERT reports can be run. HuBERT reports must always be accessed and run in the Reports Environment. The Reports Environment was created in order to ensure that running a report would not have a negative impact on Production.

Since reports require HuBERT to gather large amounts of data to produce, there is the potential for slowing down or locking up Production, which could affect all Local Agencies providing services to participants.

Reports should NEVER be run from Production.

January 2014 HuBERT Hints #3

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Report: Participant Chart Audit Report (OPR051) Is Generated Regardless of Whether Specified Sample Size Is Met

When the Participant Chart Audit report is run, all participants who meet the specified criteria:

  • WIC Category
  • Certified at selected Agency/Clinic
  • During specified FFY

…are included in the Randomizing Routine.

For each Min. Percent or Min. Number value specified, participants included in the initial Randomizing Routine are selected at random until the minimum threshold is met or no more participants belonging to that WIC Category remain.

Once all minimum requirements are met, the remaining participants are again selected at random until the Total Sample Size is reached.

If there aren't enough participants included in the initial randomizing routine to fulfill the specified Total Sample Size value or the specified Min. Percent or Min. Number values, the system will NOT DISPLAY any messages and the report will continue to be generated as if there were enough participants to meet the requirements.

From the 2.18.06 Release Document

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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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Hard Return in Notes and Alerts Results in "/n" Added to Text – Need to Be Aware if Using Text as Criteria in Reports

If you hit the Enter key after typing an alert or within notes, the system stores an additional character "/n" at the end of the typed text in the database.

For example, if you type text and hit the Enter key after each word:

THIS
IS
A
TEST

This is how it is saved to the database: THIS\nIS\nA\nTEST\n

This does not display in the application but can cause problems if you are using specific text as a criterion for a report. For instance, if you wanted to identify all alerts that begin with "THIS IS A TEST", using ALERT.TEXT = 'THIS IS A TEST', it would only find those alerts that were typed without any hard returns.

September 2012 HuBERT Hints #1

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Upcoming High Risk Appointments Report – Requires Appointment Type(s) with Short Description IND PICKUP

Description: The Upcoming High Risk Appointments Report is a recertified report available in the Clinic module of the Reports Environment. Some agencies have indicated that whenever they print the report, it doesn’t display any records. This is due to the criteria the report uses to pull records. The report will only pull appointments that have Appointment Types with a short description of IND PICKUP. If none of your Appointment Types have this Short Description, no records will display on the report.

What You Should Do: If you want to use this report, you will need to change the Short Description of appropriate Appointment Types to: IND PICKUP. (The Short Description does not have to be unique for each Appointment Type; it can be the same for multiple different Appointment Types.)

NOTE: You cannot modify the Short Description for the System-Defined Appointment Types (High Risk Follow-Up, Mid Certification, Initial Certification and Subsequent Certification).

April 2012 HuBERT Hints #3

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You Can Use State Office or Central Administrative Site in the Reports Environment to View Participant Records

The HuBERT Reports Environment provides access to four different modules. Once you have logged into one of the REPORTS modules, you can open any of the other three REPORTS modules.

You can also have the Report Generator open at the same time as any one of the other three REPORTS modules. For instance, you can open REPORTS - State Office at the same time as you have the Report Generator open. This can be especially useful if you are working with a report and need to look up a participant's information. (Note: The Clinic, Central Administrative Site and State Office cannot be open at the same time.)

Reports Icons The REPORTS – Central Administrative Site module can be used to run HuBERT reports and view all participant folders in your Local Agency.
The REPORTS – Clinic module can be used to run the same HuBERT reports that are found in the HuBERT clinic application.
The REPORTS – Report Generator can be used to create simple ad-hoc reports.
The REPORTS – State Office module can be used to run HuBERT reports and view all participant folders in the Statewide Database.

Remember, all of the modules in the Reports Environment access the Reports Database, which is a copy of the Production database and is 12 hours behind your clinic application.

February 2012 HuBERT Hints #1

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How to Estimate Your Unduplicated Count

Description: It is possible to estimate your local agency's 2011 unduplicated participation by using the Cumulative Monthly participation counts. These were sent in the 12/21/2011 Wednesday Update in SUMMARY OF MONTHLY PARTICIPATION ACTIVITY (CLOSED OUT MONTHS ONLY) Cumulative Totals, FFY 2011. (This is not available on-line - please contact your Program Consultant if you need this report.) We recommend that you estimate the unduplicated count by multiplying the Monthly YTD AVE count by 1.6.

Explanation: State staff have received several local agency requests for an unduplicated participation count for 2011. We recommend using an estimate due to having two systems operating during this time. Staff have consistently come up with a ratio of 1.6 of unduplicated to monthly participation counts.

February 2012 HuBERT Hints #1

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How Long Are Reports Maintained on the FTP Site?

The reports on the FTP site will continue to be available for a minimum of 6 years.

November 2011 HuBERT Hints #1

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Reports Environment Also Installs Releases

This is just a reminder that when a Release is installed on Production, it is also installed on the Reports Environment. The first time you access the Reports Environment after a release is implemented, the system will automatically install the Release (just like Production).

August 2011 HuBERT Hints #2

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How does HuBERT count some-breastfeeding women?

Some-breastfeeding women who are more than 6 months postpartum are automatically counted by HuBERT during the End-of-Month process. There is no correlation between these participants being counted and the letter that automatically prints for them when benefits are issued to their linked infants.

July 2011 HuBERT Hints #3

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How Do I Monitor Daily Participation Counts?

Use the Year-to-date Participation and Outlays in State Office Reports Environment

This is the only HuBERT report that will provide your agency's month-to-date participation; use this report to print your daily count. The report displays the WIC fiscal year (October – September) and consists of two pages (use the arrow icons in the top left corner when displayed on screen). All references to Outlays can be ignored for participation purposes.

Some definitions:

Column Headers:

  • C/O = months that have been closed out; a month's closeout occurs after 60 days
  • 30DY = EOM has been run but not closed out yet
  • ISSD = EOM has been run for that month (initial)
  • OPEN = EOM has NOT run for that month

Row Names:

  • Women/Infants Part. BF > Max = Mostly-breastfeeding
  • Women/Infants Part. BF < Max = Some-breastfeeding

Report Guidance is also available.

Factors that Impact Participation Count

EOM:

  • This report is affected by the End-of-Month (EOM) process that currently runs between the 15th and 20th of each month.
  • EOM adds participants without food packages (FBF Infants < 6 months old and Some-BF women > 6 months postpartum) to the count. These participants are counted at the clinic at which they were originally certified.

Late Issuance: Your count will continue to increase for the previous month due to late issuance since participants can receive benefits up until the day before their next set begins.

Tri-Monthly Issuance: Even though benefits are issued tri-monthly, the report will only show a count up to the current month; you cannot run the report for future months.

May 2011 HuBERT Hints #1

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