 |
General/Miscellaneous |
- When are records removed from the Local Database to the Statewide Database (Agency 88)? (01/12)
- How does HuBERT count some-breastfeeding women? (07/11)
- It is possible to either make the icons across the top of the page bigger or more defined? The symbols are very close/over-lapping and so are difficult to interpret. (02/11)
- Can the setting for how long the screen stays open before going to screensaver be changed? (02/11)
- How long are files kept on the local listing before they are purged to Statewide? How long are files then kept on Statewide before they are purged off HuBERT? (01/11)
- How much time can we expect a computer that is not used every day to update when we reset the local reference data? Especially if the computer is not used very often. (01/11)
- What happens if you accidentally click the Capture Electronic Signature button a second time instead of clicking the Save Signature button? (01/11)
- Are local agencies able to change the Document Types in HuBERT scanned information? (01/11)
- Can you clarify in more detail when you might print a Participant Summary vs. a Certification Notice vs. a VOC Document? (12/10)
- Can we change the font size in HuBERT? (12/10)
- Can two staff be in the same record at the same time? (12/10)
- Will the New "Formula Amounts Guide" Be Updated and Available on Our Computer Desktops? (06/10)
- Will WIC START be available after transferring to HuBERT? (07/09)
- Is scanning documents an option in HuBERT so that we don’t have to store paper? If we scan, is it available in the Participant Folder or do we have to switch programs to view it? (06/09)
- How does user access work in HuBERT? (05/09)
- Will there still be a Help Desk? (11/08)
- How will this system benefit my agency? (10/08)
- What are the advantages to a web-based information system? (04/08)
- What is a State Agency Model (SAM)? (04/08)
When are records removed from the Local Database to the Statewide Database (Agency 88)? (01/12)
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 This is an indication that the participant's record has been archived.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
How does HuBERT count some-breastfeeding women? (07/11)
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.
It is possible to either make the icons across the top of the page bigger or more defined? The symbols are very close/over-lapping and so are difficult to interpret. (02/11)
No. The screen display settings and font size must be the default the application is shipped with. Any changes will cause issues with its display, such as tabs not showing in the Participant Folder. The size of the icons is limited by the application interface.
Can the setting for how long the screen stays open before going to screensaver be changed? (02/11)
This functions as a security failsafe should someone forget to lock their computer when they step away from it. The security lock is set to 10 minutes. If the user is sitting at their computer, whenever they move the mouse or touch something on the keyboard, this timeframe is reset. The computer only locks as long as it is sitting completely untouched for 10 minutes.
Although it is possible to change this setting, the revised setting is not maintained; it reverts back to the State setting every time the machine is rebooted.
How long are files kept on the local listing before they are purged to Statewide? How long are files then kept on Statewide before they are purged off HuBERT? (01/11)
During End-of-Day (EOD), the system purges participants from your local database that were:
- terminated by either the user or the system more than 6 months ago
- prescreened more than 60 days ago and never certified
- determined ineligible more than 6 months ago
These records are stored on the statewide database in what is called Agency 88, which is essentially a storage agency for inactive records.
Currently, there is no purge criteria for Agency 88.
Will the New "Formula Amounts Guide" Be Updated and Available on Our Computer Desktops? (06/10)
The Formula Amounts Guide will be located on the MDH WIC web site in a new section called HuBERT Resources. The HuBERT Resources section will be accessed via a login requiring a username/password. The username/password will be very easy and the same for everyone at your agency.
A link to the HuBERT Resources login page will be added to the browser Favorites menu on all HuBERT workstations.
Placing the Formula Amounts Guide on the web site allows the State more control over maintaining and updating its contents and allows us to circumvent the complications associated with downloading this type of document to HuBERT desktops.
What happens if you accidentally click the Capture Electronic Signature button a second time instead of clicking the Save Signature button? (01/11)
The process to capture the electronic signature begins all over again. The previous signature will not be saved to the database, the signature pad will clear and the participant or CPA will have to sign the signature pad again as appropriate.
Are local agencies able to change the Document Types in HuBERT scanned information?(01/11)
No. The Document Types cannot be changed in HuBERT since they are statewide options. However, keep in mind that these descriptions do not display in the clinic application.
Can you clarify in more detail when you might print a Participant Summary vs. a Certification Notice vs. a VOC Document? (12/10)
All of the following are available in the Participant Activities menu in the Participant Folder.
Certification Notice: Also available at the end of a certification. It is only printed when the participant must sign the No Proof of Income, Identity or Residency waiver.
Generate Official Notification: Generates termination letters for all participants that have been automatically terminated by the system during End-of-Day processes. This can generate A LOT of letters. Since we do not notify participants of automated system terminations because they are a database management tool and not based on MN WIC policy, there is not reason to print these letters or use this function.
Participant Summary: You can select the certification period you want to print information for and it includes most of the same information as the VOC document, except for income determination date and signature lines. It includes ALL records from the selected certification and any records from the participant folder that have a date within the certification period.
Some possible uses for the Participant Summary are to provide historical certification information or referral information to other programs or health care providers (agencies must follow appropriate procedures for Release of Information requirements).
VOC Document: Provides the most recent records from either the Certification Guided Script or the Participant Folder. The VOC document can only be printed when the participant is in a current cert.
Can we change the font size in HuBERT? (12/10)
No. The font size must by "normal size" for all of the tabs in the Participant Folder to display correctly.
How much time can we expect a computer that is not used every day to update when we reset the local reference data? Especially if the computer is not used very often. (01/11)
Resetting the reference data, which is required the first time a computer is logged into for the day, should only take about 10-20 seconds. This updates the reference data files stored on the computer and is a process initiated by you when you first open the clinic application each day.
The first time HuBERT is opened on a computer on a specific day, you must:
- Close the clinic application once it opens;
- Right-click on the "W", or WIC Session Manager, icon;
- Click on Reset Local Reference Data;
- Re-open the clinic application (by double-clicking on the HuBERT icon on your desktop).
The HuBERT software is updated when we install "updates" or "releases" on the Production Server. Unlike CHIP, the Update or Release is automatically installed the next time a user opens HuBERT on a computer.
Local Agencies will be provided advance notice when Updates or Releases are installed and what the contents of those Updates/Releases are.
The amount of time these Updates/Releases take to install are dependent on a couple of factors, including:
- The Size of the Update/Release, and
- You agency's network connectivity speeds
If a computer has not been used for a long period of time and Updates/Releases have been installed since its last use, depending on the number of updates/releases that need to be installed and your agency's connectivity speeds, it will take additional time for the installation to complete.
Can two staff be in the same record at the same time? (12/10)
Yes. Two people can be in the same participant folder at one time in HuBERT. However, if both users are working in the same screen, only the changes made by the last user to save the screen will be saved to the database.
Will WIC START be available after transferring HuBERT? (07/09)
Yes, WIC START will be available for approximately one year after conversion to HuBERT. Although most records such as Certification, Risk Codes, Notes, Ht/Wt/Blood, etc. are being converted during the data conversion process, Voucher History records will NOT be converted. Therefore, WIC START will be available so that staff, who will have Internet access for HuBERT on their workstation, will be able to use WIC START to look up Voucher History information.
Is scanning documents an option in HuBERT so that we don’t have to store paper? If we scan, is it available in the Participant Folder or do we have to switch programs to view it? (06/09)
HuBERT has the functionality to scan a document.
HuBERT stores scanned documents within a Participant's Folder.
Scanned and stored documents can be viewed:
and, if saved incorrectly to a Participant Folder, re-assigned to a different Participant:
Currently, the State is exploring the feasibility of being able to provide a scanner for each agency.
How does user access work in HuBERT? (05/09)
Within the HuBERT application each user account is assigned to a "Role" (a permission level) in the application. Each Role consists of one or more "Features". Features are all the areas within the system that you could have access to such as: demographics, income, build clinic calendar, vendor or report generator.
The State office will be defining a set of common Roles with input from our Local Agency HuBERT Planning Group. Each Local Agency Coordinator will then be given the task of reviewing the Roles with their corresponding features to determine where their staff fit best.
After a Local Agency is rolled out the MN Help Desk will be the contact point for Local Agencies to add additional staff, remove staff, or change the roles of a staff member.
Will there still be a Help Desk (11/08)
Yes. The Minnesota Help Desk will continue to provide support for WIC software and hardware used to provide WIC services after the HuBERT system is implemented, regardless of the contractor selected. Most agencies will need to configure their computer settings for their network and will be responsible for troubleshooting and resolving any network or connectivity issues. Due to the wide array of individual local network policies and configurations, local IT will need to be involved to ensure that all custom-configured computers maintain connectivity. The choice in Internet Service Provider (ISP) will also affect the troubleshooting process. For example, a clinic site connected to the county network for Internet access would contact county IT when they lose Internet connectivity; however, a clinic site connected to a local ISP would contact the ISP for their Internet connectivity support.
How will this system benefit my agency? (10/08)
The new system will have many advantages. The Local Agency staff will have real-time access to data and they will no longer need to replicate, perform back-ups or install releases, as there will be one centralized database. Additionally, the updated technology will enhance capacity for interoperability.
What are the advantages to a web-based information system? (04/08)
- Statewide centralized database (all participants on one database)
- Real-time access to data
- No in-state transfers
- No replication
- Enhanced capacity for interoperability
- Many changes can be immediately made to the system (for example, adding a new formula)
- No more backups; information is saved to the centralized server automatically
- Ad-hoc reporting on Local Use Codes and Appointment Scheduling
What is a State Agency Model (SAM)? (04/08)
SAM systems are a USDA initiative to reduce the costs and risk associated with custom development and to assure that systems are compliant with Federal policy and regulations. Some features of the SAM systems include:
- Modern Web (HTML/HTTP) technology
- Standard WIC data elements
- Open system architecture
- Modular components
