MN WIC Program
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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: Since this issue will affect auditing and reporting, and cannot be corrected, the State is working with CSC to identify some of the more commonly used tables in order to replace the current BATCHUSER ID with a short description indicative of the issue. This is to help identify why the staff ID has not been recorded for future reference. Once this task has been completed, we will provide more specific information about the tables that were corrected and the description that was used.
Posted to Identified Issues Page 8/7/16 and August 2016 HuBERT Hints #1
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
Reminder – Manually Mark Appointments as Kept for Participants Not Issued Benefits
This is just a reminder that HuBERT automatically marks appointments as kept as long as benefits are issued on the same date as the appointment. For participants that are not issued benefits, such as fully breastfed infants less than 6 months old and some-breastfeeding women more than 6 months postpartum, you will need to remember to manually mark the appointments as kept.
Doing this ensures the accuracy of any reports that provide information on appointment no-shows. Getting into the habit of doing this will also ensure that when the reminder message component is added to the current Food Finder app, the reminder messages will display appropriately for those participants who choose to use this feature.
July 2016 HuBERT Hints #2
Mid-certification Assessment (MCA) Due Report Listing Participants Based on Agency where Certification Occurred, NOT Current Agency (TTY-46)
Description: When the HuBERT Mid-certification Assessment Due Report is run, the participants are being displayed based on the agency/clinic where they were certified. It should be displaying participants based on the agency/clinic where they currently belong.
What You Should Do: We are currently developing an Infoview report template called DUE FOR CERTIFICATION, MID-CERTIFICATION ASSESSMENT OR NUTRITION VISIT, which can be used to identify participants due for an MCA. It will provide a list of participants, who currently belong to the specified agency, and are due for an MCA during a specified time period. It only includes participants that do not have a completed MCA and lists whether they have an appointment scheduled (the State WIC ID and name of participants that do not have a scheduled appointment display in red).
This report template should be available in the Infoview MN SHARED/PROGRAM MANAGEMENT folder by February 12, 2016.
Resolution: This has been added to the issues' queue.
Posted to Identified Issues Page 2/9/16 and February 2016 HuBERT Hints #2
Unable to Save as PDF in HuBERT Reports (TTY-41)
Description: An error displays within the HuBERT Reports Environment when using Save as PDF to export a report.
This error is a result of Windows Update KB3102429. The issue is resolved if this Windows Update is uninstalled.
What You Should Do: Local Agencies can contact their local IT, who manage the Windows updates on their workstations, and request that this update be uninstalled. Otherwise, users will have to choose one of the other print/export options available within the HuBERT report interface.
Posted to Issues Page on 1/6/16 and January 2016 HuBERT Hints #1
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
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.
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.
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
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
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 (email@example.com or 651.201.4430) with any questions.
August 2014 HuBERT Hints #3
Statewide Launch of Infoview Ad-Hoc Reporting Tool
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:
- A Quick Reference that provides tips about common functions in Infoview.
- 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.
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.
Please contact Sarah Mallberg at firstname.lastname@example.org if you have any questions about Infoview.
July 2014 HuBERT Hints #1
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.
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
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
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
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
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
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 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
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
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.)
|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
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
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
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
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
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.
- 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
- 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