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HuBERT Cross-Reference

MN WIC Program

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135, 332, 113, 114, daily participation count, high risk appointments, OPR051, participant chart audit, reports environment, risk factors, 135 or 332, staff ID, system admin system access

Risk Factor Changes and Infoview Report Templates

Risk factors that have had Federally-mandated name or definition changes can affect the accuracy of Infoview report templates found in the INFOVIEW TEMPLATES >> Risk Factor folder. If an Infoview template requires you to enter risk factor code(s), you will need to enter both the risk factor code and its deactivated code to ensure the accuracy of the report’s output.

Explanation: When risk factors are changed or deactivated due to Federally-mandated description or definition changes, the previously assigned risk factors are made inactive, and maintained in the participant's history, by adding a "Z" to the risk factor code. For example, in November 2017, Risk Factors 113 and 114 underwent description changes. When this occurred, if a participant was assigned 113 or 114 prior to November 2017, the risk factor in the participant’s record was changed to 113Z or 114Z.

If you aren’t sure if a risk factor has ever been deactivated you can use the Risk Factor Reference tab found in all Infoview templates that require a risk factor code to be entered into a PROMPT.

risk factors 113Z

Infoview templates that have RF 113 and/or 114 hard-coded into the queries have been revised to include 113Z and 114Z. (Please see revised report template information in section below.)

April 2018 HuBERT Hints

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Running Reports for Risk Factors 135 or 332 after October 1, 2016 (Release 2.26)

Description: The names and criteria for risk factors 135 - Inadequate Growth and 332 - Closely Spaced Pregnancies were changed in Release 2.26. Due to this, these risk factors were deactivated on October 1, 2016 and their codes changed to 135Z and 332Z. Infoview report run for these risk factors will need to specify the new code, 135Z or 332Z, to obtain any records for assignment of these risk factors prior to October 1, 2016.

2.26 Release Document

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Staff ID Not Saved to HuBERT for Any Activities Completed on Monday, July 25, 2016

Description: The following minor issue was an unforeseen complication that occurred when our 15 HuBERT central servers were successfully migrated to new central servers over the weekend of July 23rd and 24th. A local agency identified the issue on July 25th and it was immediately resolved that evening after clinic.

When activities or functions are completed in HuBERT, the ID of the staff person who performed them is recorded in the Createuser and Modifyuser columns of the applicable tables. However, on Monday July 25th, 2016, these columns were either left blank or BATCHUSER was recorded instead. The activities/functions that were affected include, but are not limited to: benefits issued/replaced/voided/marked lost or stolen; certs, MCAs and prescreens completed; incomes assessed; initial contacts, height/weight/blood, and health information recorded; food packages created; nutrition education provided; notes/alerts written; and appointments scheduled.

Resolution: This issue will affect auditing and reporting, and cannot be corrected. Therefore, the State has worked with CSC to identify some of the more common tables that were affected in order to replace the blank or BATCHUSER with SRVRMIG, an indicator for future reference that the Staff ID wasn’t recorded due to the server migration. In Benefits History, where the staff name displays, SERVER MIGRATION will display as the first and last name.

The following tables were updated with SRVRMIG in the Createuser and Modifyuser fields for July 25th: Foodinstrumentset, Foodinstrument, Certcontact, Incomecontact, Anthropcontact, Bloodwork, Foodprescription, Appointment and Riskfactor.

Posted to Identified Issues Page 8/7/16 and August 2016 HuBERT Hints #1

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Access to System Admin System Access Logs Removed

Users with Role 10 – LSA will no longer have rights to the System Access Logs in the System Administration module. We’ve removed these rights because one of the functions is to purge the access logs, which deletes all records in the SYSTEMACCESSLOG table, and it appears that on 4/21/16 a user may have accidentally purged all of the access logs resulting in all records being deleted prior to that date. Removing these rights should not affect any other rights in the System Admin module.

Running the Staff IDs & Names Infoview Report

In the June 2016 HuBERT Hints #2, we asked that local agencies run the Infoview report called STAFF IDS & NAMES found in the MN SHARED/STAFF MANAGEMENT folder to obtain a list of users that should potentially have their HuBERT user access deactivated. This report uses the SYSTEMACCESSLOG table, which no longer has records prior to 4/21/16.

In order to help maintain HuBERT application security it continues to be important for local agencies to identify users that should be deactivated and to submit the HuBERT User Request Form when a user should no longer have access to HuBERT. The report continues to be a useful tool; it just won’t list any users whose last login was prior to 4/21/16. If you are unsure if you have sent in a deactivation request for a specific user you may submit it again to ensure they were deactivated.

July 2016 HuBERT Hints #1

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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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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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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 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


  • 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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