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MPSC WIC MIS SystemDetailed Functional Design Document

System Overview

Revision Date: June 24, 2017

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System Overview DFDD MPSC WIC MIS System

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Document RevisionsRevision

Date Updated By Requested By Description of Revision

8/2/2013 Ciber Team MPSC Amendment 7 Updates10/28/13 Ciber Team MPSC Clarifications and refinements

related to Help Desk support2/28/14 Ciber Team MPSC Release 3.7 Updates

4/23/2014 Ciber Team Vermont Release 4.0 – Vermont Reviewed

3/27/2015 Ciber Team Vermont Release 5.0 Task Order 4 draft4/12/2015 Ciber Team Vermont Release 5.0 Task Order 4

6/8/2015 Ciber Team MP User Group Release 4.4 Updates9/10/2015 Ciber Team MP User Group Release 5.1 Updates

12/28/2015 Ciber Team MP User Group Release 5.3 Updates7/22/2016 Ciber Team MP User Group Release 5.4/5.5 Updates

3/22/17 CDP Team MP User Group Cover page, header, and footer mods for new M&E contractor

6/13/2017 CDP Team MP User Group Release 6.9 Updates

Page 2 of 130 Table of Contents June 24, 2017

MPSC WIC MIS System System Overview DFDD

Table of Contents1 Introduction.........................................................................................................62 System Overview...............................................................................................10

2.1 Clinic Services..........................................................................................112.2 Finance.....................................................................................................112.3 Food Management....................................................................................112.4 Operations................................................................................................112.5 Scheduler.................................................................................................112.6 System Administration..............................................................................112.7 Vendor Management................................................................................12

3 System Brand Screen.......................................................................................134 System Logon Screen.......................................................................................14

4.1 Session Timeout.......................................................................................25

5 Functional Area Navigation Buttons...............................................................276 Reports Overview..............................................................................................28

6.1 Navigation.................................................................................................286.2 Report Screen..........................................................................................406.3 Report Toolbar..........................................................................................40

7 Help Window......................................................................................................438 DFDD Guidelines...............................................................................................46

8.1 Functional Area Overview DFDDs............................................................478.1.1 Introduction...............................................................................................478.1.2 Navigation Panel......................................................................................478.1.3 Main Panel...............................................................................................478.1.4 Information Panel.....................................................................................478.1.5 Menu Bar..................................................................................................478.1.6 Tool Bar....................................................................................................48

8.2 Screen DFDDs.........................................................................................488.2.1 Screen Section.........................................................................................488.2.2 Output Section..........................................................................................55

8.3 Batch Process DFDDs..............................................................................558.3.1 Summary..................................................................................................568.3.2 Attributes..................................................................................................568.3.3 Processing Logic Details..........................................................................568.3.4 Record Layout..........................................................................................56

8.4 Interfaces DFDDs.....................................................................................578.4.1 Summary..................................................................................................578.4.2 Functionality/Responsibility......................................................................578.4.3 Technical Details......................................................................................578.4.4 Extract and Load Files.............................................................................57

June 24, 2017 Table of Contents Page 3 of 130


8.5 Reports DFDDs........................................................................................588.5.1 Report Sections........................................................................................58

9 Ad Hoc Reporting..............................................................................................609.1 Warehouse Database...............................................................................609.2 Microsoft SQL Server Reporting Services 2016 ......................................60

9.2.1 Overview..................................................................................................609.2.2 Report Manager.......................................................................................619.2.3 Report Builder..........................................................................................639.2.4 Report Viewer...........................................................................................66

10 Data Retention, Archival, and Purge...............................................................6710.1 Archival.....................................................................................................6810.2 Purge........................................................................................................68

11 PAN Number Algorithm....................................................................................7012 UPC/PLU Check Digit Algorithm......................................................................7213 User Interface Guidelines.................................................................................73

13.1 Available Functionality..............................................................................7313.2 Font Size and Screen Resolution Settings...............................................7313.3 Application Screen Structure....................................................................74

13.3.1 Application Title Bar...............................................................................7413.3.2 Menu Bar................................................................................................7513.3.3 Tool Bar..................................................................................................7613.3.4 Navigation Panel....................................................................................76Screen Title Bar...................................................................................................7813.3.5 Record Bar (Optional)............................................................................7913.3.6 Main Panel.............................................................................................7913.3.7 Information Panel...................................................................................7913.3.8 Status Bar...............................................................................................8013.3.9 Help Window (F1 pressed).....................................................................8013.3.10 Pop-Up Windows..................................................................................80

13.4 System-Wide Controls..............................................................................8113.4.1 Record Selector/Manager......................................................................8213.4.2 Date Pickers...........................................................................................8413.4.3 Data Grids..............................................................................................8413.4.4 Deactivate (System Record)..................................................................8813.4.5 Links.......................................................................................................8913.4.6 Checkboxes............................................................................................8913.4.7 Required Fields......................................................................................8913.4.8 Hot Key Standards.................................................................................9113.4.9 Screen Messages...................................................................................9313.4.10 System Navigation...............................................................................9613.4.11 Saving New Records and Record Edits...............................................9813.4.12 Last Modified By User and Date...........................................................9913.4.13 Address Fields – P.O. Box and Apt....................................................10013.4.14 Sort Order...........................................................................................10013.4.15 Deactivated Values............................................................................101

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13.4.16 System Level Data Changes..............................................................10113.4.17 UI Outputs..........................................................................................10113.4.18 Privacy Information.............................................................................10113.4.19 Displayed Data...................................................................................10213.4.20 Dates..................................................................................................102

13.5 Data Requirements.................................................................................102

14 Report Layout Guidelines...............................................................................10514.1 Global Attributes.....................................................................................105

14.1.1 Masking Requirements.........................................................................10514.1.2 Table Data............................................................................................106

14.2 Report Layout Structure..........................................................................10714.3 Header....................................................................................................108

14.3.1 Data Effective.......................................................................................10814.3.2 Title.......................................................................................................10914.3.3 Print Date.............................................................................................10914.3.4 Sub Titles.............................................................................................109

14.4 Body.......................................................................................................11014.4.1 State Totals..........................................................................................11014.4.2 Main Data.............................................................................................111

14.5 Footer.....................................................................................................11214.5.1 Footer – Page number.........................................................................11214.5.2 Footer – Rev Date................................................................................112

15 EBT Device Interface System (EDIS).............................................................11415.1 Introduction.............................................................................................11415.2 Business rules and technical specifications............................................11415.3 Technical Specifications.........................................................................118

15.3.1 API Calls...............................................................................................11915.3.2 Data Structures....................................................................................123

16 Appendix: EBT Glossary of Acronyms and Terms......................................129

June 24, 2017 Table of Contents Page 5 of 130


1 IntroductionThe Detailed Functional Design Document (DFDD) describes the functional profile and detailed design of the Mountain Plains States Consortium (MPSC) WIC system. Due to the size and complexity of the overall system design, the DFDD has been separated into 60 individual documents. The System Overview document provides an overview of features that are common to the entire MPSC WIC system. The complete list of DFDD volumes, grouped by functional area (sub-system) is as follows:

System Overview – 5 DFDDso 07 DFDD System Overviewo 07 DFDD System-wide Data Warehouse Batch Processeso 07 DFDD System-wide Interface with Smart Card EBT Hosto 07 DFDD System-wide Interface with Online CDP EBT Hosto 07 DFDD System-wide Interface with Online Xerox EBT Host

Clinic Services – 17 DFDDso 07 DFDD CS 0 Clinic Services Overviewo 07 DFDD CS 1 Family Intake Screenso 07 DFDD CS 2 Activity Screenso 07 DFDD CS 3a Assessment – Visit Summary – Pregnancy Screenso 07 DFDD CS 3b Assessment – Anthro – Blood Screenso 07 DFDD CS 3c Assessment – Interview Screens – I and Co 07 DFDD CS 3d Assessment – Interview Screens – Womeno 07 DFDD CS 3e Assessment – Risk Screenso 07 DFDD CS 4 Certification Screenso 07 DFDD CS 5 Nutr Ed – Care Plan – BF Equipment Screenso 07 DFDD CS 6a Common Food Screenso 07 DFDD CS 6b EBT Food Screenso 07 DFDD CS 6c FI Food Screenso 07 DFDD CS Clinic Services Batch Processeso 07 DFDD CS Clinic Services Interface with Auto-Dialero 07 DFDD CS Clinic Services Interface with PRAMSo 07 DFDD CS Clinic Services Reports

Food Management – 2 DFDDso 07 DFDD FM 0 Food Management Overviewo 07 DFDD FM 1 Food Management Screens

Finance – 9 DFDDso 07 DFDD FN 0 Finance Overview

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o 07 DFDD FN 1 Financial Screenso 07 DFDD FN 2 Caseload - Redemption Screenso 07 DFDD FN 3 798 Spreadsheeto 07 DFDD FN 4 ACH Screens for Smart Card EBTo 07 DFDD FN Finance Batch Processeso 07 DFDD FN Finance Interface with Banko 07 DFDD FN Finance Interface with Smart Card EBT Banko 07 DFDD FN Finance Reports

Operations – 8 DFDDso 07 DFDD OP 0 Operations Overviewo 07 DFDD OP 1 Staff Function Screenso 07 DFDD OP 2a Common Inventory Screenso 07 DFDD OP 2b EBT Inventory Screenso 07 DFDD OP 2c FI Inventory Screenso 07 DFDD OP 3 Synchronization Applicationo 07 DFDD OP Operations Batch Processeso 07 DFDD OP Operations Reports

System Administration – 8 DFDDso 07 DFDD SA 0 System Administration Overviewo 07 DFDD SA 1 System-Wide Screenso 07 DFDD SA 2 Clinic Services Screenso 07 DFDD SA 3 Operations Screenso 07 DFDD SA 4 Scheduler Screenso 07 DFDD SA 5 Vendor Management Screenso 07 DFDD SA System Administration Batch Processeso 07 DFDD SA System Administration Reports

Scheduler – 3 DFDDso 07 DFDD SC 0 Scheduler Overviewo 07 DFDD SC 1 Scheduler – Appointments Screenso 07 DFDD SC Scheduler Reports

Vendor Management – 15 DFDDso 07 DFDD VM 0 Vendor Management Overviewo 07 DFDD VM 1 Details Screenso 07 DFDD VM 2 Application Screenso 07 DFDD VM 3 Vendor Oversight Screens

June 24, 2017 System Logon Screen Page 7 of 130


o 07 DFDD VM 4 Training Screenso 07 DFDD VM 5 Food Benefits Screenso 07 DFDD VM 6 Vendor Associations Screenso 07 DFDD VM 7 Price Survey Screenso 07 DFDD VM 8a EBT High Risk Vendor Analysis Screenso 07 DFDD VM 8b FI High Risk Vendor Analysis Screenso 07 DFDD VM 9 Redemption, Settlement and Reconciliation (RSR) Screenso 07 DFDD VM Vendor Management Batch Processeso 07 DFDD VM Vendor Management Interface with Smart Card EBT Vendorso 07 DFDD VM Vendor Management Interface with Web Price Surveyo 07 DFDD VM Vendor Management Reports

See the DFDD Guidelines section of this document for further description of the DFDD organization and naming standards.The following standard notations apply throughout the DFDDs for descriptive text, business rules, and navigation trees:

(Smart Card EBT Only) – Denotes that the component only applies if system parameter System.FoodBenefitDeliveryMethod = ‘EBT’ and EBT.EBTDeliveryMethod = ‘Offline’,

(Online Xerox EBT Only) – Denotes that the component only applies if system parameter System.FoodBenefitDeliveryMethod = ‘EBT’ and EBT.EBTDeliveryMethod = ‘Online’ and EBT.EBTDeliveryHost = ‘XEROX’,

(Online CDP EBT Only) – Denotes that the component only applies if system parameter System.FoodBenefitDeliveryMethod = ‘EBT’ and EBT.EBTDeliveryMethod = ‘Online’ and EBT.EBTDeliveryHost = ‘CDP’,

(Smart Card EBT / Online Xerox EBT / Online CDP EBT) – Denotes that the component only applies if system parameter System.FoodBenefitDeliveryMethod = ‘EBT’ and EBT.EBTDeliveryMethod = ‘Offline’ or ‘Online’,

(FI Only) – Denotes that the component only applies if system parameter System.FoodBenefitDeliveryMethod = ‘FI’,

The following standard notations apply throughout the DFDDs for screen examples and report headers:

(Smart Card EBT States) – Denotes that the component only applies if system parameter System.FoodBenefitDeliveryMethod = ‘EBT’ and EBT.EBTDeliveryMethod = ‘Offline’,

(Online Xerox EBT States) – Denotes that the component only applies if system parameter System.FoodBenefitDeliveryMethod = ‘EBT’ and EBT.EBTDeliveryMethod = ‘Online’ and EBT.EBTDeliveryHost = ‘XEROX’,

(Online CDP EBT States) – Denotes that the component only applies if system parameter System.FoodBenefitDeliveryMethod = ‘EBT’ and EBT.EBTDeliveryMethod = ‘Online’ and EBT.EBTDeliveryHost = ‘CDP’,

(Smart Card EBT / Online Xerox EBT / Online CDP EBT) – Denotes that the component only applies if system parameter System.FoodBenefitDeliveryMethod = ‘EBT’ and EBT.EBTDeliveryMethod = ‘Offline’ or ‘Online’,



(FI States) – Denotes that the component only applies if system parameter System.FoodBenefitDeliveryMethod = ‘FI’,



2 System OverviewThe Mountain Plains States Consortium (MPSC) WIC system is a web-based, smart client application that supports the Women, Infants, and Children (WIC) Program. It was originally designed and implemented in the states of Colorado, Utah, and Wyoming. It is one of the systems designed to be compliant with the requirements of the SAM (State Agency Model) systems. The system design is based on the requirements of the MPSC Functional Requirements Document (FRD), which, in general, is a superset of the USDA FRD, 2002 version. All SAM systems must be web-based as this is a fundamental requirement for resolving the problems of the prior generation of WIC systems which were based on distributed data architectures. The MPSC WIC system utilizes smart client architecture to couple the features of intelligent network usage with a high quality user interface, constructed via Windows forms. The smart client architecture, which is constructed on Microsoft’s .NET Framework, improves the user experience and data presentation while still maintaining all of the benefits of a web-based application.The system has the capability to deliver WIC food benefits via standard paper food instruments (FIs), or by Electronic Benefit Transfer (EBT) using smart cards, which is referred to as Smart Card, and by EBT using magnetic stripe cards, which is referred to as Online (with the Xerox or CDP EBT Host system). Due to the complexity and uniqueness of each of these methods of food benefit issuance, each state must pre-determine how to deliver food benefits at the time of system implementation. These three different methods are explained in context within each DFDD.A key usability component of the MPSC WIC system is the intuitive user interface (UI) design which utilizes a navigation tree or “bar” similar to those common in contemporary Windows applications. The UI is partitioned for maximum flexibility and operates under any screen resolution. The UI is designed to optimally operate with a screen resolution of 1024 x 768. The navigation tree lets users navigate easily through the applications screens, and the system uses Windows controls (e.g. date pickers, drop-down boxes, grids) to provide an easy-to-use experience while still ensuring high data integrity. Additional information on the user interface and system navigation is found in the section of this document entitled User Interface Guidelines.The application utilizes local hardware (e.g. printers, signature pads and EBT card readers) to perform various functions. Access to the hardware can be from various methods including, but not limited to, file menu dropdowns, command buttons, or integrated into process flow. Where application business rules dictate limiting access, access is disabled. Where no application business rules apply, the access is enabled. If upon access, the hardware component is not attached or unavailable due to hardware failure, error messages are provided.System security is robust, granular, and flexible to account for the many ways in which WIC roles and responsibilities are established. User roles can be designed to limit access and capabilities to match a user’s job responsibilities precisely. Some standard roles are provided during system installation, but new roles can be added by authorized users as needed. Roles and permissions can vary by clinic if appropriate.The system is modular by design and the modules map to the primary WIC business functions. Following are descriptions of each of the functional areas in the MPSC WIC system.



2.1 Clinic ServicesThe Clinic Services module is used primarily by clinic staff to record member, participant, and family data. This area of the application may also be used by State Program staff for clinic monitoring and support. The Clinic Services module is organized to support clinic workflow while working with the family to complete intake, screening, assessment, certification, education, care, referral, and benefit issuance.

2.2 FinanceThe Finance system area is used by the WIC State finance manager. Primary online functionality includes 798 income tracking; grant tracking and local agency allocations or contracts tracking. Smart Card EBT states also have the ability to review ACH files and track draw information. Several functions not directly tied to finance dollars, but still important tools for the finance manager, include caseload management and modeling. Also included is the Smart Card EBT Bank interface. The file found in the banking interface for an FI state differs from the file found in the interface for an Smart Card EBT state.

2.3 Food ManagementThe Food Management portion of the system is where WIC-approved foods, participant profiles, food rules, and model food packages are maintained. Each food must be entered in the system’s database before it can be selected to be included in a model food package. Once participant profiles are set up, the food packages and the USDA food rules work in conjunction with each other to validate food packages assigned to participants in the Clinic Services system area.

2.4 OperationsThe Operations system area is used by the WIC operations managers (State, local agency or clinic level). The functional areas within Operations are related to inventory, staff support or synchronization. Inventory capabilities exist for EBT cards, FI stock, non-serialized inventory and serialized inventory. Staff support capabilities exist related to tracking outreach activity, time study entry and tracking staff areas related to competency or training. The Synchronization application is launched via Operations.

2.5 SchedulerThe Scheduler provides local agencies and clinics the ability to create and maintain various types of appointments for families in the WIC Program. The Scheduler consists of several screens divided into two main areas – one to establish the master schedule and one to schedule and maintain clinic appointments. The master schedule screens are used to set up a clinic’s working hours and available staff. The clinic appointment screens are used to create and manage WIC appointments and nutrition education classes.

2.6 System AdministrationThe System Administration system area is used by authorized personnel to configure and maintain core system tables that support the system functions. Examples of these core tables are local agencies, clinics, income guidelines, risks, nutrition education topics, drop-down values, system parameters, etc. The System Administration system area is also used to maintain users and security privileges.



2.7 Vendor ManagementThe Vendor Management system area is used primarily by Vendor Coordinators in their authorization and management of stores to participate in the state WIC Program. This system area includes vendor, owner and chain address and contact information, routine monitoring, vendor feedback, investigations / violations / appeals, risks, and vendor training information. Also included are price surveys. Survey food lists are established, surveys are set up and conducted, and survey results are calculated and then applied to the food pricing. Smart Card EBT states also have the ability to perform vendor account adjustments as well as review ARF or claim error files. Interfacing with Smart Card EBT Vendors is found in this area.Online Xerox EBT states have the ability to perform vendor account adjustments as well as review Benefit Redemption file contents.Online CDP EBT states have the ability to review Benefit Redemption file contents.



3 System Brand ScreenDuring authentication and when the application is loaded, the System Brand screen is displayed. This screen is an image (JPG) file whose size in pixels is 800 wide and 500 high. The file is designed by each state and configured during system installation.



4 System Logon ScreenThe system logon screen displays after downloading the application or after selecting the application from the desktop. The logon screen requires the user to specify a user ID, password, and clinic in order to gain access to the system.

The Logon button enables as soon as the User ID and Password fields are filled (no longer blank). Upon clicking on the Logon button or using the Enter key, the system authenticates the user and gets the clinic list if it is not cached, displays the clinics in the dropdown, selects the first clinic in the dropdown if it is a first time login or the last selected clinic if it is a subsequent login. The system determines security access and displays the main navigation tree. If authentication is not successful, the system displays an error to the user.If a user wants to change the password (only for states with custom authentication) or log onto a different clinic than the first clinic in the list or the last selected clinic, the user can tab out of the User ID and Password fields, then proceed to log into the application. The screen also contains a checkbox to support connection to the Network DownTime (NDT) clinic server in the event of network or main server failure, or connection to a state server from a clinic that is normally disconnected, and an icon for users to access their Applications Settings, where they can update settings specific to their userid.



For states using token authentication, there is an additional field.



This screen contains a link for users to change their password. This link is available only for states where users do not log onto the WIC System through Active Directory using their Windows credentials. For these states, the link is not available the first time the user logs in to the application because system data is not downloaded and saved (cached) for an individual userid until the user has logged in for the first time and the system data includes the password change rules. Clicking the Change Password link displays two additional text boxes in the System Logon screen for the user to type and re-type the new password.

The Applications Settings portion of the screen is accessed from the Application Settings icon. It allows users to configure and store information about their MICR printer, mode of operation and disconnected/NDT server.For users who are operating in disconnected mode, the reason to enter this portion of the screen is to select their MICR printer and/or to enter their disconnected server name.For users who are operating in connected mode, the reason to enter this portion of the screen is to select their MICR printer. When these connected users need to go into Network Downtime (NDT) mode, this portion of the screen is used for two purposes. First, a person (i.e. administrator) must sign onto the NDT server itself and set the authorization key to enable NDT mode. Then, the users must select their server to work in NDT mode (connected to NDT server).



Connected Mode

Disconnected Mode



Control DescriptionClicking the Application Settings icon opens the Application Settings portion of the Logon screen.Type Command ButtonHot Key None

User ID Users enter their user ID in this text box. When users enter their user ID, the Log onto drop-down box is populated with available clinics for logon.Type Text BoxRequired YesLength 60Validation NADisplay Only No Calculated NoDB Column StaffPerson.UserID

Password Users enter their password in this text box.Type Text BoxRequired YesLength 50Validation NADisplay Only No Calculated NoDB Column StaffPerson.ENcrAppPassword

Token Users enter their token value in this text box.Type Text BoxRequired Yes, if state is using token authenticationLength NA (token value generated from state

authentication scheme)Validation NADisplay Only No Calculated NoDB Column Not Stored

Change Password Clicking this hyperlink allows users to change their password. This link is available only for states where users do not log onto the WIC System through Active Directory using their Windows credentials. A system parameter determines each state’s logon method and displays the Change Password link appropriately. New users do not have the Change Password linked enabled until after their first successful log on because cache must first be updated with Password parameters.Type Link



Control DescriptionLog onto This drop-down list contains clinics the user has access to and

allows the user to choose the clinic to log onto. Once a user logs onto a clinic, that clinic appears by default in the Log onto text box the next time the user logs onto the system. The user may choose a different clinic from the list, if necessary.State personnel log onto a clinic in the WIC system. Upon logon, the system recognizes the users' permission levels and allows access to other clinics or to state or local agency functions as defined in the users' security roles.Type List BoxRequired YesDB Column Not stored in databaseCode ID Clinic table lookup

Use Disconnected NDT Server/Use Central Server via the Internet

When a connected clinic is selected, this checkbox is labeled “Use Disconnected NDT ServerServerServerServer” and users check this option when they want to log onto their local network downtime (NDT) server instead of the state server. This option requires authorization from the State Help Desk. When a disconnected clinic is selected, this checkbox is labeled “Use Central Server via the Internet” and users check this option when they want to logon in connected mode to the state server.Type Check BoxDisplay Only No Calculated NoDB Column Not Stored

New Password This text box displays when users click the Change Password link and allows users to enter a new password. The option to change the password is available only for states where users do not log onto the WIC System through Active Directory using their Windows credentials.Type Text BoxRequired NoLength 50Validation NADisplay Only No Calculated NoDB Column StaffPerson.ENcrAppPassword



Control DescriptionConfirm New Password This text box displays when users click the Change Password link

and allows users to re-enter the new password entered in the New Password text box. The option to change the password is available only for states where users do not log onto the WIC System through Active Directory using their Windows credentials.Type Text BoxRequired NoLength 50Validation NADisplay Only No Calculated NoDB Column StaffPerson.ENcrAppPassword

Log on Clicking the Log on button logs the user onto the WIC system. The Log on button is not enabled until users enter their User ID and Password and select a clinic from the Log onto drop-down list.Type Command ButtonHot Key None

Cancel Clicking the Cancel button closes the logon screen without logging the user onto the WIC system.Type Command ButtonHot Key None

Application Settings - Clicking the Save And Exit icon saves changes to the Application Settings portion of the Logon screen, closes that portion of the screen, and returns the user to the main portion of the Logon screen.Type Command ButtonHot Key None

Application Settings - Clicking the Exit Without Save icon allows the user to exit the Application Settings portion of the Logon screen without saving changes, closes that portion of the screen, and returns the user to the main portion of the Logon screen.Type Command ButtonHot Key None

Application Settings – MICR Printer

Displays the list of all printers the user has access to. The printer defaults to the user's default printer.Type List BoxRequired NoDB Column Not stored



Control DescriptionApplication Settings – Operating Mode – Connected / NDT

Indicates that the mode of operation is Connected or NDT.

Type Radio ButtonRequired NADB Column Not stored

Application Settings – Operating Mode – Disconnected

Indicates that the mode of operation is Disconnected.

Type Radio ButtonRequired NADB Column Not stored

Application Settings – Operating Mode – NDT Server (Connected/NDT)ORDisconnected Server (Disconnected)

The name of either the NDT Server or Disconnected Server that the computer is set to access.Connected/NDT: If an NDT server has been setup, the server name is pre-populated after the Local Agency and Clinic have been selected.Disconnected: Allow entry by user of the disconnected server name.Type Text BoxRequired NoLength 100Validation NADisplay Only Connected/

NDT: YesDisconnected: No

Calculated No

DB Column Not StoredApplication Settings – Operating Mode – Local Agency

The ID and Name of all the Local Agencies that the user has access to.

Type List BoxRequired NoDB Column LocalAgency.FFLocalAgencyID,

LocalAgency.NameCode ID LocalAgency table lookup



Control DescriptionApplication Settings – Operating Mode – Clinic

The ID and Name of all Clinics assigned to the user within the LA. It is empty until the LA is selected then it is populated with:Connected: connected clinics onlyDisconnected clinics: disconnected clinics that require a separate snapshot.Type List BoxRequired NoDB Column Clinic.FFClinicID, Clinic.NameCode ID Clinic table lookup

Application Settings – Operating Mode – Authorization Key

The authorization key provided by the Help Desk. This field is only enabled if the computer that the user is logging in to has been designated as an NDT server. In addition, the field is only enabled if Mode of Operation is Connected/NDT and the Local Agency and Clinic have been selected.Type Text BoxRequired Yes, if enabledLength 4Validation NADisplay Only Yes except

for as described above

Calculated No

DB Column Clinic.AuthorizationKeyApplication Settings – Synchronization - Max Parallel Sync Requests

Refines the download request related to multithreading. (The initial control is by a static value set in the configuration file during deployment. Users should only change this setting when directed to by state help desk staff.)Type Text BoxRequired NoLength 2Validation NumericDisplay Only No Calculated NoDB Column Not Stored



Control DescriptionApplication Settings – Synchronization - Local DB Backup / Restore Timeout

Controls how much time Synch gets to back up a database. The default value is 150. The unit is Seconds. (The initial control is by a static value set in the configuration file during deployment. Users should only change this setting when directed to by state help desk staff.)Type Text BoxRequired NoLength 4Validation NumericDisplay Only No Calculated NoDB Column Not Stored

Application Settings – Restore Local WIC Database

Clicking the Restore Local WIC Database button restores the WIC Database on the local server back to the contents that existed before the synchronization started.

Please note: It is highly recommended that the Restore WIC Database option only be used at the request of Help Desk personnel. The backed up database that is being restored could be very old!Type Command ButtonHot Key None

Business RulesEither Authentication methods1. Display an error if the user ID and/or password are invalid.2. Display an error if the user is deactivated.3. In connected mode, the password on the Staff Person table is populated as a result of

authentication. In disconnected mode, the password on the local copy of the Staff Person table is decrypted and used for authentication.

4. Enable the Log on button when there is at least one character in the User ID and Password fields.

Active Directory Authentication only5. Display an error if the user is not a valid user ID.

Custom Authentication only6. When a user’s password has expired, the system displays a message and prompt the

Change Password link. The user must change their password to proceed. An expired password is determined by the last password expire date plus the value found in the system parameter, System.PasswordNumberofDaysBeforeExpires.

7. Display a warning pop-up when the user logs on and their password is set to expire within a set number of days. This is calculated by the last password expire date minus



Business Rulescurrent date plus System.PasswordNumberofDaysBeforeExpiresDisplayWarning.

8. For a connected user, display an error when a valid user ID is entered and the number of times that the password is incorrectly attempted greater than the value found in System.LoginAttemptsNumberofUnsuccessfulBeforeLocking.

9. For a disconnected user, display an error when a valid user ID is entered and the number of times that the password is incorrectly attempted equals the value found in System.LoginAttemptsNumberofUnsuccessfulBeforeLockingLaptop.

10. When a user changes their password, display an error it is before the number of hours found in the system parameter, System.PasswordChangesMinimumNumberofHoursBetween.

11. When a user changes their password, display an error when the value in the password:

a. is not between the minimum number of characters as found in the system parameter, System.PasswordMinimumNumberofCharacters and the maximum number of characters as found in the system parameter, System.PasswordMaximumNumberofCharacters.

b. does not have the minimum number of lower case characters as found in the system parameter, System.PasswordMinimumNumberofLowerCharacters.

c. does not have the minimum number of upper case characters as found in the system parameter, System.PasswordMinimumNumberofUpperCharacters.

d. does not have the minimum number of numeric characters as found in the system parameter, System.PasswordMinimumNumberofNumericCharacters.

e. does not have the minimum number of special characters as found in the system parameter, System.PasswordMinimumNumberofSpecialCharacters.

12. When a user changes their password, display an error if the New Password does not equal Confirm New Password

13. When a user changes their password, display an error if the user attempts to change the value to the current or previous three values.

14. An individual User ID’s first logon must be in connected mode to allow the list of available clinics to be downloaded from the Clinic Staff table.After the allowed number of failed logon attempts in one session by a particular user is reached, the user’s password is locked. A system parameter, shown below, determines the number of failed logon attempts that are allowed when users are not logging onto the WIC system through Active Directory using their Windows credentials.

Token Authentication15. Display the token field only for states utilizing token authentication (determined

during state application deployment).16. Display the following message if the token entered is invalid, “Token is Invalid”.17. Display the following message if there is a problem validating the token, “Unable to

verify the token”.18. Token authentication happens on the server side and occurs after application

authentication is successful.

Application Settings19. If Operating Mode – Connected / NDT is selected, the Server label displays as NDT

Server; if Operating Mode is Disconnected, the Server label displays as Disconnected Server.

20. The Restore Local WIC Database button is only enabled when all of the following



Business Rulesconditions exist:

a. A Synch Settings file exists. This occurs when a synchronization has been done on that machine.

b. The environment that the application is run on is the same as where the synchronization was done on previously. Note: A user can have multiple environments TestStateA, TestStateB, etc. So if the user has done Synchronization last on the machine in TestStateA, but now brings up TestStateB, then the Restore Local WIC Database button will not be available in TestStateB and only available in TestStateA.

c. Synch Settings has LA ID > 0.

4.1 Session Timeout

If a user is inactive for the amount of time specified in the system parameter Batch.TimeoutMinutesAppSession, the user's session is moved to the inactive session table and removed from the active session table, which requires the user to login again the next time the application contacts the server. When the user attempts their next action related to server access, the Session Timeout – Relogon pop-up is presented to the user. This pop-up is titled differently to help the user differentiate between initial logon and relogon. This looks the same as described above except that all fields are disabled except for the password field, the Log on and Cancel command buttons. To return to the application, the user enters their password and presses Log on button; the application returns to the state when the deactivation occurred. To close the application, the user presses the Cancel button.

Note: The first action may cause a save confirmation to occur. If the user says “Yes” to save data and follows through with re-logging on, the changes are saved. If the user says “No” or does not follow through with re-logging on, the changes are lost.

Refer to DFDD System Administration Batch Processes DFDD (Section Deactivate Stale Sessions) for information relating to inactive sessions.





5 Functional Area Navigation ButtonsThe navigation buttons navigate the user into the various functional areas of the application. For an overview of each of these areas, see the respective overview DFDD. Details about the screens, batch processes, and reports appear in the other associated DFDD documents within each functional area. Following are the functional areas of the application and the two character abbreviation for each which is used to organize the DFDDs:

Clinic Services (CS) Scheduler (SC) Vendor Management (VM) Operations (OP) Finance (FN) Food Management (FM) System Administration (SA) Reports – The Reports navigation button opens the Reports portion of the WIC

system. For more information about report navigation and access, see the Reports section of this document. For more information about individual reports, see the reports DFDD for each functional area.

Search screens are available to any user who has access to the functional area. Users are always able to see the results of the search, but their access to the results data is dependent on security. Security is applied when the user clicks the link.



6 Reports Overview6.1 Navigation When the user clicks the Reports navigation button, a navigation tree structure displays in the navigation panel based on system parameters and the user’s access. The tree structure’s primary nodes are the functional areas that have reports as detailed in their respective reports DFDDs. The branches for each primary node are structured after the table of contents found within these DFDDs. Below are examples of the reports navigation tree for each functional area. The first example within each functional area displays all possible reports in that functional area for a user in connected mode. (Reports are not available to users in disconnected mode.) The actual reports that are visible to a user within each functional area are affected by two factors:

Some system parameters control whether functionality is available within a functional area. Those same system parameters are used to determine if related reports are visible on the navigation tree. Examples of the navigation tree with reports identified that become invisible based on system parameter settings are also provided for each functional area.

A report may be visible on the navigation tree because of system parameter settings but a user may not have security access to a report. In that case, the report is visible on the navigation tree but greyed out and disabled.

A report’s format is not impacted by system parameter settings (i.e. column hidden because the functional option is not in use). For example, the Clinic Activity Report has a column for Initial Precertifications. This column appears regardless of the setting of the system parameter ClinicServices.Application.UsePrecertify.



Clinic Services Reports (Smart Card EBT States, Online Xerox EBT States, Online CDP EBT States and FI States are the same until the Food Benefits grouping)



Clinic Services Reports (Smart Card EBT States)

Clinic Services Reports (Online Xerox EBT States / Online CDP EBT States)

Clinic Services Reports (FI States)



Finance Reports (Smart Card EBT States)

Finance Reports (Online Xerox EBT States / Online CDP EBT States)

Finance Reports (FI States)



Operations Reports (Smart Card EBT States / (Online Xerox EBT States/ Online CDP EBT States) if system parameter

EBT.CardInventoryIsInWICSystem = ‘Yes’



Operations Reports (Smart Card EBT States / (Online Xerox EBT States / Online CDP EBT States) if system parameter EBT.CardInventoryIsInWICSystem = ‘No’

Operations Reports (FI States)



System Administration Reports (Smart Card EBT States)

System Administration Reports (Online Xerox EBT States / Online CDP EBT States)

System Administration Reports (only available if system parameter ClinicServices.UseFarmersMarket = ‘Yes’)

Scheduler Reports (All Scheduler reports are available for Smart Card EBT States, Online Xerox EBT States / Online CDP EBT States, and FI States)



Vendor Managements Reports (Smart Card EBT States)



Vendor Managements Reports (Online Xerox EBT States / Online CDP EBT States)



Vendor Managements Reports (FI States)

Business RulesClinic Services Reports Rules

1. These reports are only visible for (Smart Card EBT Only) CS – Food Benefit Reports – Remote Benefits CS – Food Benefit Reports – Remote Benefits Out of Balance

2. These reports are only visible for (Smart Card EBT / Online Xerox EBT / Online CDP EBT)

CS – Food Benefit Reports – Audit Trail3. These reports are only visible for (FI Only)

CS – Food Benefit Reports – FI Activity by Local Agency CS – Food Benefit Reports – Voided FIs That Have Been Redeemed or

Rejected4. All other Clinic Services reports not specifically noted above are visible at all times.

Finance Reports Rules5. These reports are only visible for (Smart Card EBT Only)

FN – Miscellaneous Reports – Card Balance Correction6. These reports are only visible for (Online Xerox EBT Only / Online CDP EBT)

FN – Miscellaneous Reports – Account Balance Correction7. These reports are only visible for (Smart Card EBT / Online Xerox EBT / Online CDP



Business RulesEBT)

FN – Miscellaneous Reports – Rebate EBT Invoice FN – EBT RSR Reports – ACH Reconciliation Exception FN – EBT RSR Reports – ACH Reconciliation Monthly Summary FN – EBT RSR Reports – Amount of Daily Settlement FN – EBT RSR Reports – ARFs Not Processed in an ACH FN – EBT RSR Reports – EBT Category History FN – EBT RSR Reports – Issued Food Benefits Recon FN – EBT RSR Reports – Month Draw

8. These reports are only visible for (FI Only) FN – Miscellaneous Reports – Rebate FI Invoice FN – FI Redemption Reports – Bank Reconciliation

9. All other Finance reports not specifically noted above are visible at all times.

Operations Reports Rules10. These reports are only visible for (Smart Card EBT / Online Xerox EBT / Online CDP

EBT) if system parameter EBT.CardInventoryIsInWICSystem = ‘Yes’ OP – Operations EBT Reports – EBT Card LA/Clinic Adjustments OP – Operations EBT Reports – EBT Card Local Agency Count Summary OP – Operations EBT Reports – EBT Cards Issued Summary OP – Operations EBT Reports – EBT Replacement Cards OP – Operations EBT Reports – Received Not Verified Card Inventory

11. These reports are only visible for (Smart Card EBT / Online Xerox EBT / Online CDP EBT) if system parameter EBT.CardInventoryIsInWICSystem = ‘No’

OP – Operations EBT Reports – EBT Card Local Agency Count Summary OP – Operations EBT Reports – EBT Cards Issued Summary OP – Operations EBT Reports – EBT Replacement Cards

12. All other Operations reports not specifically noted above are visible at all times.

System Administration Reports Rules13. These reports are only visible if system parameter

ClinicServices.UseFarmersMarket = ‘Yes’ SA – Farmer’s Market Reports – FMNP Check Activity SA – Farmer’s Market Reports – FMNP Not Scheduled SA – Farmer’s Market Reports – FMNP Refusal SA – Farmer’s Market Reports – FMNP Check Redemption SA – Farmer’s Market Reports – FMNP Distributed Check SA – Farmer’s Market Reports – Estimated Eligible Part for FMNP

14. These reports are only visible for (Online Xerox EBT Only / Online CDP EBT) SA – Online EBT Message Daily Grid SA – Online EBT Message Disposition

15. All other System Administration reports not specifically noted above are visible at all times.



Business Rules

Scheduler Reports Rules16. All Scheduler reports are visible at all times.

Vendor Management Reports Rules17. These reports are only visible for (Smart Card EBT Only)

All reports under the VM – EBT Redemption Settlement & Reconciliation Reports node

VM – EBT Analysis node VM – EBT Vendor Sales node VM – EBT UPC/PLU node

18. These reports are only visible for (Online Xerox EBT Only / Online CDP EBT) VM – General Reports – Claim Submission Errors VM – General Reports – Retailer NTE Exceptions VM – EBT Analysis node VM – EBT Vendor Sales node VM – EBT UPC/PLU node

19. These reports are only visible for (FI Only) VM – General Reports – Vendor Sales Analysis VM – General Reports – Display FI Report Number Contents VM – FI Redemption Reports – Local Agency Redemption VM – FI Redemption Reports – Vendor Redemption Rejection VM – FI Redemption Reports – Vendor Redemption Summary VM – FI Redemption Reports – Vendor Food Items Purchased VM – FI Redemption Reports – Vendor CVV Redemption

20. These reports are only visible for (Online CDP EBT) if system parameter EBT.APLTypeIsUsed = ‘Yes’

VM – General Reports – Vendor APL Type List Report VM – EBT UPC/PLU - UPC/PLU APL Type List

21. All other Vendor Management reports not specifically noted above are visible at all times.



6.2 Report ScreenWhen a user clicks a report in the navigation tree, the Report screen displays in the main panel and lets the user enter report parameters, run the report, and view the report on screen. The top portion of the Report screen contains the report parameters. The user enters parameters and clicks the View Report button to run the report. The report displays in a scrollable area below the report parameters.

6.3 Report ToolbarThe Report toolbar allows users to manipulate the online view of the report, as well as print and save reports. The default display of the report is an HTML view. When the View Report button is clicked, the number of pages is indicated by the number of pages being viewed as opposed to printed. To view the number of pages that are set to be printed, the user can click the Print Layout icon and the report displays as it will be printed and the number of pages to be printed displays in the toolbar.

Control Description

(above other icons)Clicking this ‘arrowed’ icon hides and shows the parameter area of the Report screen.Type Command ButtonHot Key None



Control DescriptionClicking this icon displays the first page of the report.

Type Command ButtonHot Key NoneClicking this icon displays the previous page of the report.

Type Command ButtonHot Key NoneThis area displays the page of the report in view and the number of pages in the entire report.Type Command ButtonHot Key NoneClicking this icon displays the next page of the report.

Type Command ButtonHot Key NoneClicking this icon displays the last page of the report.

Type Command ButtonHot Key NoneClicking this icon stops the rendering of the report on screen.

Type Command ButtonHot Key NoneClicking this icon refreshes the report.

Type Command ButtonHot Key NoneClicking this icon opens a standard print dialog and allows the user to print the report.Type Command ButtonHot Key NoneClicking this icon displays the print layout of the report.

Type Command ButtonHot Key NoneClicking this icon opens a page setup dialog that allows users to specify page settings for the report.Type Command ButtonHot Key None



Control DescriptionClicking this icon displays a drop-down menu with the following format options for saving the report:

XML CSV TIFF PDF Web Archive Excel

After choosing an option from the menu, a standard save as dialog displays to allow the user to enter a file name and select the save location.Type Command ButtonHot Key NoneThis area allows the user to zoom in or out. Users can enter a zoom percentage in the text box or select a common percentage by clicking the arrow to open a drop-down menu.Type Command ButtonHot Key NoneThis area allows users to perform a text search within the report. Users enter text in the text box and click Find. The first instance of the entered text is highlighted in the report. Clicking Next finds and highlights the next instance of the entered text.Type Command ButtonHot Key None



7 Help WindowThe MPSC WIC System Help functionality is designed to use Microsoft’s Help Viewer feature. When a user selects ‘User Help’ from the Help menu or presses the F1 key while on an application screen or pop-up, the system displays a separate window that contains the Help Viewer. The help window is divided into two panels:

The left panel displays lists of help topics and allows users to find topics in three ways. The Contents tab displays topics in a table of contents format. The Index tab contains an alphabetical and searchable list of topics. The Search tab allows users to use words or phrases to search for help topics containing those words. When users click a help topic in the left panel, the help topic text displays in the right panel.

The right panel displays the contents of the help topic selected in the contents, index, or search results in the left panel.



Control DescriptionHide Clicking the Hide button hides the left panel of the help window,

leaving only the right panel containing the contents of the selected help topic. When the left panel is hidden, a Show button displays in place of the Hide button so the user can show the left panel again.

Show Clicking the Show button redisplays the left panel of the help viewer. This button only appears if the user previously clicked the Hide button to hide the left panel.

Back Clicking the Back button returns the user to the previous help topic in the right panel.

Print Clicking the Print button opens the standard print dialog window and allows the user to print the current help topic.

Options Clicking the Options button displays a menu with options for customizing the display and functions of the help viewer.

Contents tab The Contents tab contains: A Welcome topic introducing the user to the help system. A Reference folder, which contains field explanations

organized according the system’s screens. A Tasks folder, which contains a list of help topics that

provide step-by-step instructions for performing common tasks in the WIC system.

When the user click a help topic in the Contents tab, the help topic text displays in the right panel.

Index tab The Index tab contains an alphabetical and searchable list of help topics. When the user clicks a help topic in the index, the help topic text displays in the right panel.

Search tab The Search tab allows the user to use words or phrases to search for help topics containing those words. When the user click a help topic in the search results, the help topic text displays in the right panel.

This window is a separate window from the main application. It is managed by the desktop (ALT tab, resize, minimize, close). There are slight behavioral differences depending on how the window was invoked.From menu, User Help item selected:

Context is the ‘welcome’ screen at the beginning of user help New window is created each time (multiple windows can occur) Main application window can be place overtop any help window. Resizing allows

windows to be side by side (if screen resolution allows).From application screen, F1 key pressed:

Context is the screen from which it was invoked. Only one “F1 window” is available. The context changes if F1 is pressed from another

screen after the window has already been created.



Main application window cannot be place overtop any help window. Resizing allows windows to be side by side (if screen resolution allows).

Notes: Because user help is designed for use in Microsoft’s Help viewer, the screen may vary

slightly if Microsoft changes the viewer layout. The Help system is maintained using a 3rd party product (RoboHelp) and there is no

capability for configuration (i.e. system parameters) to control what a user sees. Therefore, all help is available to all states. Help is organized to assist the user to understand the applicability of functionality based on configuration (FI delivery versus EBT delivery, etc.).



8 DFDD GuidelinesThe following sections contain the guidelines for naming, format, and contents of the DFDD deliverables of the MPSC WIC System Project. The name of each MS Word document DFDD starts with “DFDD xx” where xx is a designation of the major area of the system. The major areas include:

Clinic Services (CS) Scheduler (SC) Food Management (FM) Finance (FN) Operations (OP) System Administration (SA) Vendor Management (VM)

The following are the types of DFDDs that may be found for each major area of the system. In parentheses is the appending designation that completes that naming standard.

Functional Area Overview (0 <area name> Overview) Screens and UI Outputs (1 <area name> Screens) Batch Processes (<area name> Batch Processes) Interfaces (<area name> Interfaces) Reports (<area name> Reports)

For every DFDD type except the Functional Area Overview, there may be multiple DFDD documents. When there are multiple documents for a DFDD type, the DFDD is split based on logical functionality (keeping the size consideration in mind). For screens, the sequence number is incremented and the <area name> is replaced by a logical name. For the others, a hyphen is added with an additional logical name appended.For each DFDD, the title page and document header contain the title of the DFDD structured similarly to the DFDD file name. DFDD titles contain the functional area name, the logical name for screens (if applicable), the type of DFDD (Overview, Screens, etc.), and “DFDD” at the end. The following list shows the title structure for each DFDD type:

Functional Area Overview: <area name> Overview DFDD Screens and Outputs: <area name> <logical name> Screens DFDD

(The <logical name> is needed only if the DFDD is split based on logical functionality due to file size considerations.)

Batch Processes: <area name> Batch Processes DFDD Interfaces: <area name> Interface with <generic system> DFDD

(The <generic system> identifies who the interface is with from a generic perspective. This forces a document to contain a single interface which makes sharing the document with the interfacing partner clearer.)

Reports: <area name> Reports DFDDThe <area name> is always spelled out unless the full area name causes the document header to become inordinately long. In this case, the 2-letter functional area abbreviation, described above, is used instead.



8.1 Functional Area Overview DFDDsA function overview DFDD exists for each major area. This overview explains how the functional area is organized and contains a description of the main menu, or dashboard, for the functional area.The following are the specific sections of a functional area overview DFDD.

8.1.1 IntroductionThe Introduction section of each DFDD provides an overview of the functionality included in the area. Each of the sections below is presented if the functional area has the component.

8.1.2 Navigation PanelThis section contains information regarding the Navigation Button, Navigation Tree Structure and Saving Work for the functional area. The Navigation Button subsection describes what the screen contains when the area is accessed via the navigation button. The Navigation Tree Structure subsection shows a fully expanded tree structure for accessing the screens that are described in the accompanying DFDDs. Since available functionality may differ if a user is working in connected mode versus disconnected mode, a tree structure is shown for each if there are differences. The system saves work based on units of work. The Saving Work defines the units of work from the perspective of the functional area.

8.1.3 Main PanelThis section contains information regarding what is found in the main panel upon entry into the functional area after clicking the Navigation Button.

8.1.4 Information PanelThis section contains information about what is found in the information panel for the functional area.

8.1.5 Menu BarThe Menu Bar section of a functional area overview DFDD displays a screenshot of the menu bar followed by a control table containing the menu items in the menu bar. (A description of a control table appears later in this document.) Additionally, there is a subsection for each menu item. Each subsection contains a screenshot of the expanded menu item followed by a control table of the menu values in the expanded menu. Any business rules and functional requirements are also included.

8.1.6 Tool BarIn this section, a screenshot of the toolbar bar appears followed by a control table containing the command buttons found in the toolbar. Any business rules and functional requirements are also included.

8.2 Screen DFDDsEach functional area consists of one or more screen DFDDs. A screen DFDD contains a section for each screen and each screen pop-up window. A screen is displayed in the main



panel. A screen pop-up window is a new window that is launched from within a specific screen. The user is returned to the original screen once the pop-up window is closed.

8.2.1 Screen SectionEach screen section may contain the following subsections.

8.2.1.1 ScreenshotA screenshot of the screen being described is included. If a screen is in design, mockups (i.e. Visio) may be found.

8.2.1.2 Controls TableEach screenshot is accompanied by a control table. This table describes all of the components of the screen, each of which is defined as a type of control. The controls that may be found in the MPSC WIC system screens are defined below. The tables for each type of control outlined below appear together to form one comprehensive control table for each screen.Each control has its own set of attributes that describe its usage. Many of the controls have a “Required” attribute. A “Yes” conveys that a valid value must be in the field upon saving the screen or an error message prevents saving. A “No” conveys that the value is optional. In some cases, additional verbiage is included to describe the specific conditions for required fields.

8.2.1.2.1 Screen Pop-Up Window LinkA link is a control that allows the user to trigger another screen within the application. The link label is descriptive of where the link takes the user.Screen Pop-Up Window Link Label Name

Hyperlink to <where it goes>. See <screen> for more information.

Type Link

8.2.1.2.2 Command ButtonA command button is a control that allows the user to initiate an action. The button name is an action verb (capitalized). Some buttons also offer a hot key, which is a combination of keyboard keys used to activate the command button. If a hot key is available, there is an underlined letter in the command button name. The underlined letter is used in combination with other keyboard keys, usually <ctrl> or <alt>, to active the command button. The hot key combination appears in the control table for the command button.The availability of Command Buttons is based on security, the action that is initiated when the Command Button is selected, and the Record Selector/Manager. Unless otherwise noted in the control table of a DFDD, the following rules apply:

Print and Summary buttons as well as any button that controls access to separate pop-ups are always available in order to support View rights.

Buttons that have their own security functions are not controlled by the Record selector New/Edit buttons.

All other buttons are controlled by the Record selector New/Edit buttons. Additional information regarding when the New, Edit and Delete Command Buttons are available is included in Section 13.3.1 Record Selector/Manager.



Command Button Name

Clicking the <name> button causes the action described.

Type Command ButtonHot Key None

8.2.1.2.3 Multi Line Text BoxA Multi Line text box is a control for direct entry of a large amount of text data. The limit for the number of characters is 4,000 unless the specific control in the DFDD overrides this number. It supports multiple lines (i.e. line feed/carriage return). Vertical and horizontal scrollbars are available to access the text that may be covered due to the display area of the box.Label Name Describes the purpose of the text box.

Type Multi Line Text BoxRequired Yes / No (Conditional, if x then it is required)Display Only Yes / No Calculated Yes / NoDB Column Database column name



8.2.1.2.4 Text BoxA text box is a control for direct entry of data.Text Box Label Name Describes the purpose of the text box.

Type Text BoxRequired Yes / No (Conditional, if x then it is required)Length If Display is No

If Integer then “Integer x” If Decimal then “Decimal x,y” If Alphanumeric then “x”If Display is Yes If Integer then “x” If Decimal then “NA” If Alphanumeric then “NA” unless the size must be overridden to be smaller than the database field.

“x” is the maximum size“y” is the number of decimal places

Display Only is Yes inherits the type and size from the database.

The mask is not included in the length.Validation Numeric or any specific format edits that are

expected.

Unless specified in DFDD, negative values are not permitted for Integer and Decimal fields.

If display mask is used, state “Mask is $NN,NNN”.

If no validation is expected, then NA.Display Only Yes / No Calculated Yes / NoDB Column Database column name

Notes: 1. When a text box is marked as Numeric, the system does not allow non-numeric

characters to be entered.2. When a text box is marked as “Required” for a non-numeric value, only space(s) are

not considered to be valid data.



8.2.1.2.5 Check BoxA check box is used for a data variable that is either true (positive or “on”) or false (negative or “off”). As a general rule, the label (and field name) are stated in the positive. For instance, if something should be approved, the label would be “Approved”, and checking the box means that it is approved.

Check Box Label Name

Describes the purpose of the check box from the positive perspective.Type Check BoxDisplay Only Yes / No Calculated Yes / NoDB Column Database column name

8.2.1.2.6 Radio ButtonA radio button is used to control behavior of a screen or to display mutually exclusive values.

Radio Button Label Name

Describes the radio button behavior or value.

Type Radio ButtonRequired Yes / NoDB Column Database column name



8.2.1.2.7 List BoxA list box allows the user to select from a predefined list of values. Due to available space on some screens, there are some instances where the value in the list box is truncated.

List Box Label Name Describes the purpose of the list box.Type List BoxRequired Yes / NoDB Column Database column nameCode ID <Code ID name>

If the code element is non-editable, then document as:This code element is non-editable.The installed values are: Value One

If the code is editable but has non-editable values, then document as:This code element is editable but these installed values are non-editable: Value One

If the code values are contained in a database table, then document as:<Table name>

The values for a list box are documented in the Code ID attribute. In additional to the documented values, a blank is included at the top of the list. When a New record or Add Row grid row action occurs, the starting value depends on whether a default is specified in the DFDD. If a default is NOT specified, the blank is selected. If the list box is required, this forces the user to select a desired value. If a default is specified, the default is the selected value. A blank is available for the user to select though this may cause a required message to occur. LA/Clinic list boxes are an exception to this behavior. LA/Clinic values are controlled according to security and do not contain blanks unless explicitly stated in the DFDD. If stated in the DFDD, a blank in a LA list box denotes state level and a blank in a clinic list box denotes LA level (it has an accompanying LA list box).

8.2.1.2.8 Record SelectorA record selector is used to select occurrences of data (i.e. records).For non-date based record selectors:

Record Selector Label Name

This is the record selector for the xxx records. It contains the xxxx. The drop-down and spin control allow selection of historical xxx records.Type Record SelectorContents Specific data contents of the fieldDB Column Database column name



For date based record selectors:

Record Selector Label Name

This is the record selector for the xxx records. It contains the recorded date which is usually the xxx date. The drop-down and spin control allow selection of historical xxx records. When the New button is clicked, this date defaults to today’s date. It can be updated by the user.Type Record Selector (using Non-Editable Date

Picker)Contents Formatted dates of “mm/dd/yyyy”DB Column Database column name

8.2.1.2.9 Date PickerThe majority of the date fields within the system use date pickers. A date picker control allows the user to select a date from a calendar drop-down. The calendar is displayed by selecting the arrow located on the right side of a date field. The user may also enter a date directly into the field without using the date picker by simply selecting the date field and typing directly in the text box. The system does not allow invalid values to be entered. Month must be 01 – 12. Day must be valid per month/year. Year must be greater than 1899. For leap year, February 29 is not allowed if year is present and not a leap year. If 29 is entered first, then the year must be a leap year. Date fields that do not have the drop-down arrow on the right side and are grayed out are date fields that are calculated by the system and cannot be entered or changed by the user. Dates are formatted as “mm/dd/yyyy”.Date Picker Label Name

Describes the date field.

Type Date PickerRequired Yes / NoDisplay Only Yes / No Calculated Yes / NoDB Column Database column name

8.2.1.2.10Display Only Data GridA display only data grid is used to display occurrences of data (i.e. records).

Control DescriptionData Grid Label Name Describes what is found in the data grid

Type Read-only Data GridDisplay Yes

Grid Column Name 1 Describes the contents of the columnFormat Expected

formatCalculated Yes / No

Grid Column Name n Describes the contents of the columnFormat Expected

formatCalculated Yes / No



8.2.1.2.11Editable Data GridThe editable data grid is preceded by Add Row and Remove Row command buttons. Therefore, there is no standard because the columns in the data grid can be one of the various other controls and are documented as such. The snapshot shows that the controls are in the data grid.

8.2.1.3 Business RulesBusiness rules include conditional edits, special screen functionality, special processing logic, calculation details, etc. Business rules are numbered and describe a testable condition. If an error or warning message is expected due to a business rule, this is stated in the rule. Types of information that are contained in business rules are listed below:

Relational or conditional edit descriptions. Rules regarding default values. Rules regarding sort expectations. Rules about disabling buttons. How each system parameter is used. (A description of the system parameters table

appears below.) Calculation details for any control where Calculated is “Yes” unless the calculation is

simple and is described in the control’s description. Error conditions (outside of control table expectations) and processing implications. Selection criteria for a list box or record selector.

The business rules box is always present, even if there are no business rules.

Business Rules1.

8.2.2 Output SectionThe online system has in selected places the capability (i.e. Print button) to produce an output that is sent directly to the printer. These typically are associated with a particular screen. Regardless, a section in the DFDD is found for each output. The section name is the output name as well as whether the output is Dynamic or Static. This is designated in parenthesis following the name. A Dynamic output contains text that can be modified by the user through UI Output Management. Refer to SA 1 System Administration System-Wide Screen DFDD for information on modifying Dynamic outputs. A Static output cannot be modified by the user. Many Static outputs rely on a RDL template while some also require coding in additional to the RDL. These have ‘:Code’ added to the designation as visually reminder.A paragraph provides a short description of the output.On the screens where UI Outputs are printed (note: the UI Output Templates screen does not allow printing directly from it), if there is unsaved data in a unit of work when a request to print an UI Output is received, the system automatically request the user save before printing the UI Output. The user must press the Yes, No or Cancel button. Pressing Yes saves all changed data; therefore pertinent data prints on UI Output. Pressing No does not immediately save the data; therefore any changed data does not print on UI Output. Pressing Cancel cancels printing and takes the user back to the screen.



8.2.2.1 Language: xxxxThis subsection contains whether the text is available in English, Spanish, or both.

8.2.2.2 Output MockupThe next subsection contains the output mockup in the English version only. Where data is variable and derived out of the database, this data is either a light gray font or shaded in a light gray. In most cases, the database data is easy to understand in the context of the screen or functional area in which it is found.Note: Output text can be modified via the system administration module so that states can easily customize and maintain their system output documents. However, variable data that is supplied to the output from the database and certain output design constructs can only be modified with the assistance of technical support personnel.

8.2.2.3 Business RulesEach output section contains a business rule table that describes special considerations for the production of the output. In most cases, the database data is easy to understand in the context of the screen or functional area in which it is found. For situations where data is combined or has special formatting, a business rule is created.The business rules box is always present, even if there are no business rules for that system component.Business Rules1.

8.3 Batch Process DFDDsIf any batch processes or extracts exist related to a major area, then a Batch Process DFDD exists. A batch process DFDD contains a section for each batch process or extract. The section name is the name of the batch process or extract. Each batch process section contains the following subsections:

8.3.1 SummaryEach batch process or extract has a summary level description of the process and its purpose.

8.3.2 AttributesEach batch process or extract contains the following table that describes its attributes.



How Initiated BatchRun Frequency

Self Explanatory

Affected Data Table or data area of systemStaff WIC Staff that are impacted by the batch processExternal Organizations

External organizations that provide input or receive results

Period Covered

Self Explanatory

Inputs Self ExplanatoryOutputs Self ExplanatoryPrerequisites Self ExplanatoryAffect on Other Processes

Self Explanatory

8.3.3 Processing Logic DetailsThis section contains the detailed processing logic specifications.

8.3.4 Record LayoutExtracts have an additional subsection describing the layout of the extract file. The following are the purposes of each column in the record layout table:

Field Seq: This is the field sequence of the file. Field Size: This is the number of characters of the field in the layout. Field Position: This is the position of the field relative to the start of each record. Field Name: Self explanatory Field Type: A – Alphanumeric, N – Numeric Data System Source: Source of the data; This is typically the database column name. Where Collected in the UI: This is where it is found in the UI.

Field Seq.

Field Size

Field Position

Field Name Field Type

Data System Source

Where Collected in the UI

1 2 1-2 Participant Category

A MonthlyParticipant.ParticipantTypeAcceptable values:I=InfantC=ChildP=Pregnant womanB=Breastfeeding womanN=Non

Family, field name “Participant Category”



Field Seq.

Field Size

Field Position

Field Name Field Type

Data System Source

Where Collected in the UI

breastfeeding woman

8.4 Interfaces DFDDsIf any interfaces exist related to a major area, then an Interface DFDD exists for that area. An Interface DFDD contains a section for each interface.

8.4.1 SummaryEach interface has a summary level description of the interface and its purpose.

8.4.2 Functionality/Responsibility This section describes the functionality of the interface and responsibilities for the interface between the WIC system and the external system with which it communicates. Also included in this section is an Assumptions and Notes section discussing the assumptions made when constructing the interface and any clarifying comments.

8.4.3 Technical DetailsThis section provides specifics regarding the technical communications mechanism to be used, as well as any other relevant technical communications details.

8.4.4 Extract and Load FilesThis section outlines the files produced and loaded by each system connected via the interface. The following subsections describe extract and load files in an Interfaces DFDD:

AttributesThis section details the attributes of the interface.

Processing Logic DetailsThis section contains the processing logic specifications.

Data ContentsThis section describes the data contents of the files or transactions processed by the interface.

8.5 Reports DFDDsIf any reports exist for a system functional area, then there is a Report DFDD. A Reports DFDD contains a section for each report.Reports are generated from the Reports database, a copy of the main database used specifically for reporting. All reports are designed for letter size paper. Report headers and footers are standard, and no special graphics are used. Within the WIC system, reports are associated with the functional area to which they pertain.



Security for viewing reports is defined for each report. Once the staff person is granted access to the report, their clinic and local agency assignments within the security module, define the domain of data that can be accessed (see SA 1 System-Wide Screens DFDD for more details).

8.5.1 Report SectionsEach section is named with the report name. Each section has a table containing the following report specifications:

Description Self Explanatory

Parameters User definable filters used when executing the report. Important considerations are collection points (i.e. a special formula), a domain (i.e. state, local agency or clinic) and date ranges.

Sub Titles This contains the sub titles of the report. During Amendment 6, the DFDD Report attribute table was changed to explicitly state the subtitle for a report. The change is not retroactive to previous reports.

Record Selection / Filtering / Calculations

This is the specification related to how the report is generated excluding the user defined parameters.

Print Columns Self Explanatory

Sort Order This is the sort order of the data on the report.

Total / Count Columns

Details what print columns are to be added up or counted.

State Totals Describes whether a state total is needed (Yes or No).

Primary Group (page break)

Describes the primary grouping (group by); The primary group determines page breaks.

Additional Group By

Describes the secondary grouping(s); The secondary group(s) does not break a page.

Following the table is a report mockup in the English version only. Where data is variable and derived out of the database, this data is either a light gray or shaded in a light gray. In most cases, the database data is easy to understand in the context of the screen or functional area in which it is found.



9 Ad Hoc ReportingThis section provides an overview of the ad hoc reporting capabilities available within the MPSC WIC system. Ad hoc reporting is performed using a solution based on Microsoft SQL Server 2005 Reporting Services 2016 SP1 (or latest SP). Users can write queries and create ad hoc reports against a set of tables in a separate database designed for reporting use. The first subsection below describes the data available for ad hoc reporting. The second describes the capabilities of Microsoft SQL Server 2005 Reporting Services 2016 SP1 (or latest SP), which is the reporting tool used for MPSC ad hoc reporting.

9.1 Warehouse DatabaseStandard best practice for ad hoc reporting provides for separate databases where ad hoc queries can be run without affecting daily operations run against a primary database. The MPSC design supports this practice by including a warehouse database that can be used for ad hoc reporting.The data in the warehouse is designed to support multiple reporting needs. It is important to note that not all data in the OLTP database is included in the warehouse database. The tables are designed to meet standard reporting needs and focus on data needed for counting and grouping data. The tables, therefore, do not include textual fields such as notes, comments, or care plan text. Further, they do not include last modified date or last modified by user data.

[9.2] Microsoft SQL Server 2005 Reporting Services 2016

9.1.1[9.2.1] OverviewMicrosoft SQL Server 2005 Reporting Services 2016 SP1 (or latest SP) provides the user interface and tools to facilitate ad hoc reporting. It includes Report Builder, an ad hoc reporting tool that allows business users to create their own reports and analyze system data to which they have access. Initially, a report server catalog needs to be created with one or more reporting data models, which are predefined sets of table definitions pointing to the “master” database. These data models can be filtered and/or given more user-friendly names to ease understanding. However, creating ad hoc reports and queries using RS 2005Microsoft SQL Server Reporting Services 2016 SP1 (or latest SP) is made considerably easier through the use of this powerful tool, any user wishing to run complex queries or reports needs to gain a good understanding of the data tables that are part of the databases available.Once set up, managing, creating, and viewing reports can be performed by end users with no special software installations required, since everything can be launched from the Internet Explorer browser.There are three primary components that are relevant for MPSC ad hoc querying and report management. Each is described in the following sub-sections:

Report Manager Report Builder Report Viewer


[email protected], 06/13/17,

CI-085


CI-085


CI-085


CI-085


CI-085


9.1.2[9.2.2] Report ManagerThe Report Manager is the component of the system that houses the tools available for end-user querying and reporting, including the Report Builder and Report Viewer. After the report data models available for reporting have been deployed, the web-based Report Manager can be used to maintain, configure, and manage the catalog where the models and reports are stored. There is also a desktop application in SQL Server Management Studio which allows desktop administration with the same functionality; however, the web-based Report Manager can be accessed from anywhere through Internet Explorer with no special software installations. There is not a node in the MPSC WIC navigation tree for Report Manager.The following screen shows the Home view when logging into the Report Manager.



The Report Manager provides an interface where administrators can manage security roles, which control a wide variety of permissions assigned to end users who access the report server catalog. These include permissions to view/manage folders, view/manage subscriptions, and upload/edit reports.The following screen shows the security administration screen within Report Manager where security roles can be set up with specific permissions for end users.



9.1.3[9.2.3] Report BuilderThe Report Builder allows end users to create, edit, and save reports from the reporting models available in the report server catalog. The interface is extremely user-friendly and requires no SQL query writing knowledge to build a professional-looking report, so it can also be used to run simple queries against the reporting data model.When the Report Builder is launched from the Report Builder button in the Report Manager, the Task Pane is shown on the right-hand side of the application. This allows the user to easily open an existing report for editing or create a new report based on their choice of data models available to them.The following screen shows the interface displayed by the Report Builder when launched from the Report Manager.



Report creation is accomplished through a simple drag and drop process from the tables/fields displayed in the Explorer pane to a report layout template. The look and feel of the report can be completely customized with simple attributes such as sizing, coloring, and font. If desired, more complex operations can be implemented such as defining filters with user-specified parameters and even adding new fields specific to the report with function calculations.The following screen shows the Report Builder design interface while building or editing a report.



After a report is created, it can be previewed in Report Builder and then either saved locally or uploaded to a report server catalog for shared viewing.The following screen shows the report view screen within Report Builder.



9.1.4[9.2.4] Report ViewerThe Report Viewer enables users with given permissions to view previously created reports which have been uploaded to the report server catalog in Report Manager. Using this tool, report data can be sorted, filtered based on pre-defined parameter fields, printed, and even exported/saved to formats such as Excel, CSV, and PDF.The following screen shows a simple report viewed with Report Viewer from the Report Manager.



10 Data Retention, Archival, and PurgeThis section explains the data retention, archival, and purge approach for the MPSC system. Because federal and state data retention requirements may change over time, the thresholds for participant record archival and / or purge are based on parameters.Data retention and management practices must be in place for all databases in the MPSC system. The MPSC WIC System contains five separate databases. Separation of databases allows the separation of the processing load across multiple servers. Servers are configured differently depending on the processes that they run. For example, servers supporting the on-line application may have faster processors and more memory whereas reporting and warehouse servers may have more disk space and faster I/O channels. Detailed information about the structure of the MPSC databases is contained in the Detailed Technical Specifications Document (DTSD). The MPSC databases are:

OLTP (On-Line Transactional Processing) – primary database supporting the on-line application. Batch processes including extracts and interfaces are also executed against the OLTP.

Audit – contains the audit records for all on-line transactions Warehouse – contains copies of the OLTP data stored in a de-normalized fashion to

support reporting and queries Reports – copy of OLTP used to support reporting Synchronization – contains the tables and stored procedures necessary to organize

the snapshot data sent down to the clinic serversThe design of the MPSC data retention and management strategy is based on the following considerations:

Data purge processes are designed to reduce on-line storage requirements for the system. As such, the primary target for purge are the data groups that require the most storage. In descending order, these are: Audit data Warehouse Food benefit data (paper FIs and EBT card transactions) Family / Participant data (demographics and certification) Vendor Management data All other functional areas’ data (Food Management, Operations, Financial, System

Administration) Modern systems use on-line storage for virtually all data storage. The price of disk

space has dropped dramatically and continues to do so. This development carries with it two significant implications:

It is no longer necessary to maintain off-line archives of data with complex data relationships such that they can be restored to an on-line status. This eliminates numerous maintenance challenges or problems altogether (e.g., updating off-line archives when on-line data structures change, losing track of where off-line volumes are located, etc.).

On-line databases, as they increase in size, must be managed so that data retrieval is optimized and efficient.



There may be different legal data retention requirements for different types of data (e.g. audit, financial, participant), but because of referential integrity (RI) in the database, all records that are logically connected by data relationships must be archived or purged at the same time, and therefore are controlled by one system parameter. So, for data that is interrelated, the system parameters governing the data retention period must be set based on the longest required retention among the related data. For example, if state financial data retention requirements are longer than federal WIC data retention requirements, the system parameter governing data retention for program data should be set to the state financial data retention requirement.Ideally all system data should be retained forever. However, even with today’s relatively inexpensive storage capabilities, this is not practical. But data that is relatively static or data that is relatively small in volume compared to the overall system should not need to ever be archived or purged.Given these considerations, MSPC WIC System data retention is managed as follows (in descending data volume order):

Audit data is the most voluminous and has no referential integrity. It is purged one year after it was inserted.Note: Because the purge process runs in the audit database there is no system parameter, but the job can be configured as needed by technical support staff.

Warehouse data is purged based on a date that is pertinent to the data in each warehouse table.

Family / Participant data is purged after a retention period that is set by the state. All other data is sufficiently static or of low volume as to be retained for the life of the

system. No archival or purge processes are necessary.

10.1 ArchivalThe MPSC system does not define any tables specifically containing archived data. On the Food History screen (FI states) and the Audit screen (EBT states), an indicator allows a user to see ‘archived’ data. The data is stored in the same table. A system parameter defines the cutoff date for current versus archived data. The current data is made available immediately. The archived data is retrieved when the indicator is set. The archived data may be voluminous and as such is not available in disconnected clinics in order to minimize bandwidth requirements for downloads during synchronization.

10.2 Purge Purged data is no longer accessible by any part of the MPSC system. Data purge is accomplished by batch jobs for the following groups of data.

Purge Audit Database – This monthly job purges all tables of all records that are older than one year. See 07 DFDD SA System Administration Batch Processes for more information.

Purge Warehouse – Warehouse data is purged based on a date that is pertinent to the data in each warehouse table. The individual processes that build the warehouse tables also execute the purge statements. See 07 DFDD System-wide Data Warehouse Batch Processes for more information.

Purge OLTP Database – This monthly job purges families in which all participants have been terminated or ineligible for a period of time based on a system parameter (minimum 3 years). See 07 DFDD SA System Administration Batch Processes for more information.



Purge Sync Database – This monthly job purges all tables of all records that are older than three months. See 07 DFDD SA System Administration Batch Processes for more information.

There are a number of batch processes which produce or read files that are “received from” or “placed in” server subdirectories. There are no automated system purge processes regarding any of these files.



11 PAN Number AlgorithmThe Luhn algorithm or Luhn formula, also known as the "modulus 10" or "mod 10" algorithm, is a simple checksum formula used to validate a variety of identification numbers, such as credit card numbers and Canadian Social Insurance Numbers. It was created by IBM scientist Hans Peter Luhn and described in U.S. Patent 2,950,048, filed on January 6, 1954, and granted on August 23, 1960. The algorithm is in the public domain and is in wide use today. It is not intended to be a cryptographically secure hash function; it was designed to protect against accidental errors, not malicious attacks. This algorithm is used to validate or generate EBT PANs. Where a screen allows entry of an EBT PAN, a business rule is found that states that an error is displayed if the EBT PAN is not valid according to the algorithm. This is the algorithm. When a sequential set of EBT PANs is desired, the screen requests a beginning PAN with a quantity. This algorithm is used to validate the beginning PAN and generates the subsequent PANs by using the 1st 15 digits of the beginning PAN and calculating the 16th digit.The specifications for the algorithm are represented in the C# language below.bool CheckNumber(int[] digits) { int sum = 0; bool alt = false; for(int i = digits.Length - 1; i >= 0; i--) { if(alt) { digits[i] *= 2; if(digits[i] > 9) { digits[i] -= 9; // equivalent to adding the value of digits } } sum += digits[i]; alt = !alt; } return sum % 10 == 0; }The following is an algorithm (in C#) to generate a number that passes the Luhn algorithm. It fills an array with random digits, then computes the sum of those numbers as shown above and places the difference 10-sum (modulo 10) in the last element of the array. int[] CreateNumber(int length) { Random random = new Random();



int[] digits = new int[length]; for(int i = 0; i < length - 1; i++) { digits[i] = random.Next(10); } int sum = 0; bool alt = true; for(int i = length - 2; i >= 0; i--) { if(alt) { int temp = digits[i]; temp *= 2; if(temp > 9) { temp -= 9; } sum += temp; } else { sum += digits[i]; } alt = !alt; } int modulo = sum % 10; if(modulo > 0) { digits[length-1] = 10 - modulo; } return digits; end



12 UPC/PLU Check Digit AlgorithmThe UPC/PLU Check Digit Algorithm calculates a check digit based on the ‘root’ of a number. The ‘root’ can consist of 1 to 16 digits. The full UPC/PLU number consists of the ‘root’ with the appended check digit. Though the algorithm works for any number from 1 to 16 digits, UPCs are typically either GTIN-8, GTIN-12, GTIN-13, GTIN-14 and PLUs are either 4 or 5 digits (which become 5 or 6 digits PLUs). The following picture shows the algorithm with an example of a GTIN-13 UPC Number.



13 User Interface Guidelines13.1 Available FunctionalityThe functionality available to users can be different between implementations. Certain states may choose to utilize certain functional options over others, such as use of paper FIs versus EBT cards. Within the system, this functionality is typically controlled through system parameters. The following determines whether or not functionality is available:When the optional functionality is a screen, its visibility is controlled via a system parameter.When the optional functionality is a field or group of fields, the screen is generally designed in a manner that strategically places the field(s) in a location on the screen that does not confuse the user. To avoid confusion, the field(s) can be hidden, which may leave a blank area on the screen.

13.2 Font Size and Screen Resolution SettingsTo prevent the truncation of labels on screens, the truncation of some portion of controls, such as buttons, and the truncation of displayed text, the following settings should be maintained on any machine running the WIC application:

Screen Resolution should be 1280 x 720 for a stand-alone monitor or 1366 x 768 for a laptop. To set Screen Resolution:

1. Right click any blank spot on the desk top and select Screen Resolution from the context menu.

2. Use the slider bar to set the screen resolution to 1280 x 720 or 1366 x 768.3. Click Apply.4. Click OK.

Font Size should be small. To set the Font Size:1. Click the Start Menu.2. Select Control Panel > Display.3. Select the “Smaller – 100%” radio button on the Display pop-up.4. Click Apply. This will require a system reboot for the change to apply completely.



13.3 Application Screen StructureAfter user login, the user is presented with a main application screen. Screens are divided into bars and panels. The Windows theme setup by each user is inherited in these screen parts (except for grids). The following diagram shows the basic structure of the system’s application screens.

13.3.1 Application Title Bar Across the top of each screen is the title bar. The application title bar for the main window always contains:

System name (found in the System parameter System.SystemName) Open parenthesis “(“ User name (First Name and Last Name from the User table as determined by the User

ID that has logged in) LA ID - Clinic ID (local agency ID and Clinic ID that the user has logged into) <mode>

o Connected – Indicates user is working in connected mode ( connected to central server).



o Disconnected – Indicates user is working in disconnected mode (i.e. connected to a Clinic Server)

o Connected NDT – Indicates user is working in NDT mode (connected to a NDT Server and not connected to central server)

Close parenthesis “)”The application title bar for pop-up windows always contains:

Screen Pop-Up Window name – This value is the name of the screen pop-up as defined in the DFDDs.

An example is shown below.

13.3.2 Menu Bar Directly below the application title bar is the menu bar which provides access to drop-down menus in standard Windows fashion.

Font Size: 8Font Style: RegularVertical Justification: CenteredHorizontal Justification: Left



The menu bar contains the following drop-down menus: The File menu contains the Save, Change Clinic, and Exit menu items. The Main

Screen does not have a Save menu item. The Scheduler functional area does not have a Save menu item in the File menu since all appointments are saved at the appointment level.

The Edit menu contains the Copy, Cut, and Paste menu items. The Help menu contains the User Help and About menu items.

13.3.3 Tool Bar Directly below the menu bar is the tool bar. On the left side, the tool bar contains buttons (icons) for common functions. The tool bar is not displayed until a system area is chosen.A common function is the Save icon. It is found on any screen that can be setup to be edited (even if the user access is display only). When a screen has display only data, the icon may or may not be present. When a display only screen is part of a set of screens that form a unit of work and one of other screens can be set up to be edited, then the Save icon is present and enabled on the display only screen (i.e. Visit Summary). When a display only screen is standalone (i.e. its own unit of work), then the Save icon is not present on the screen (i.e. Active Session, Error Log).In some system areas, as defined by the business rules established for certain screens, the right side of the tool bar (above the main panel) is used to display “header” (summary) information about the entity (e.g., family, vendor) that is being viewed or updated in the main panel.

Font Size: 8Font Style: BoldVertical Justification: CenteredHorizontal Justification: Left

13.3.4 Navigation Panel

Title Font Size: 12Panel Font Size: 8Button Font Size: 8Title Font Style: BoldPanel Font Style: RegularButton Font Style: BoldTitle Vertical Justification: CenteredTitle Horizontal Justification: Left



On the left side of the screen is the navigation panel, which contains the following: The navigation title bar, located at the top of the panel, displays the title of the

selected major functional area displayed in the navigation panel. The tree structure, located below the navigation title bar, contains branch and leaf

nodes that display hyperlinked titles of the screens contained in the selected major functional area.

o Branch nodes are used to group functionally similar screens. When the +/- icon is clicked or the branch node name is double clicked, branch nodes expand to show the leaf nodes or collapse to hide the leaf nodes; this depends on the branch node’s current state (i.e. an expanded branch node collapses). Clicking of a branch node does not cause any screen activity to occur. Clicking or double clicking a branch node does not cause navigation to occur. Leaf nodes access particular functions within a functional area. When a leaf node is clicked, the system navigates to the associated functional screen. A leaf node may be found on the trunk (i.e. no branch node because it is the only functionally grouping screen.

o Highlighting is used to indicate to the user the current navigation activity. For instance, when a leaf node is clicked and the main panel has the screen displayed, the leaf node remains highlighted. If the user clicks to other branch nodes, the highlighting changes accordingly.

o The title of the screen matches that which is established in the DFDD describing the screen. Certain portions of the tree structure may not be displayed depending on whether the user is operating in Disconnected or Connected mode. Certain portions of the tree structure may also be disabled depending on the user’s security rights and whether a parent record must first be selected (i.e. Vendor, User).

o Each functional area’s tree structure is defined in its respective Overview DFDD, except Scheduler, which does not have a navigation tree.

Navigation buttons, located at the bottom of the panel, allow the user to access major functional areas of the system. Every user sees all the functional area navigation buttons. However, based on the user’s security profile, the functional area navigation buttons are enabled or disabled.The system starts with all 8 Navigation buttons in view as shown.

The user has the capability to change the buttons into icons. This allows the user to create more space for the tree structure. This can be done in one of two ways:



First, directly above the Navigation buttons is a change bar (dark bar with multiple dots). By left clicking and holding this bar and moving it vertically, the user may control whether a functional area is represented by a Navigation button or a Navigation icon. Second, in the lower right hand corner is a down arrow that provides the same control. When the down arrow is left clicked, it displays two commands that may be clicked to execute: Show More Buttons or Show Fewer Buttons. The Show More Buttons changes a Navigation icon to a Navigation button. The Show Fewer Buttons changes a Navigation button to a Navigation icon.The changes occur in a sequential order. For the change bar, it is by moving it vertically. For the commands, it is each time a command is clicked. For Navigation icon to a Navigation button, the rightmost icon is converted back to the button. For the Navigation button to a Navigation icon, the bottom button is converted to the icon.Below are the icons that represent the functional areas. Doing a mouse over on the icon displays the functional area.

Here is an example of Clinic Services and Scheduler as buttons with the other functional areas as icons:

The application retains users settings of these buttons/icons on the same computer. When a user logs into the application a subsequent time, the same button/icon selection is maintained from the previous session. For example: If a user has only the Clinic Services and Scheduler buttons showing, when the user logs into the application again, these are the only buttons showing.

Screen Title BarAbove the main panel, to the right of the navigation title bar, is the screen title bar.

Font Size: 10Font Style: BoldVertical Justification: CenteredHorizontal Justification: Left

NOTE: The title of the screen matches that which is established in the DFDD describing the screen.

13.3.5 Record Bar (Optional)A record bar(s) contains functions for record selection and maintenance. The record bar is only available for records that do not allow access through another list. The record bar is directly below the Screen Title Bar. There are situations where a screen has multiple record bars because of the hierarchical nature of the data. Each record selector is dependent upon



the record selector directly above it for control and selection of available records. A Food Management example is shown below:

13.3.6 Main Panel

Font: TahomaFont Size: 8Font Style: Regular

To the right of the navigation panel, in the upper portion of the screen, is the main panel. Until a functional area is selected, the main panel displays the System Brand Screen. See the System Brand Screen section of this document for more information.After a functional area is selected, the main panel contains the functional screens of the system and is the primary work area for data entry and editing. Main panel text is formatted as described above unless otherwise noted by the specific business rules for a particular screen or a particular system-wide control, as documented below.Unless context is established or a business rule specifies what record is displayed upon accessing a screen, the record displayed is the record that is found according to the previous sort rule (i.e. most recent record when the key is a date field). Context being established is when hierarchal based data is accessed via the hierarchy (i.e. food category then subcategory, family then participant).

13.3.7 Information PanelAt the bottom of the application screen is the information panel.

Font: TahomaFont Size: 8Tab Title Font Style: RegularGrid Column Heading Font Style: BoldTitle Vertical Justification: CenteredTitle Horizontal Justification: Left

The information panel contains the following tabs that display information related to user and/or system activity:

The System tab displays system messages. These messages are created by WIC personnel using the Messages Screen described in the System Admin – System-Wide DFDD.

The Messages tab displays error and warning messages pertaining to information displayed or entered on the main panel. The Messages tab displays in the foreground when a user encounters the first data validation field on a screen. All validation errors and informational messages related to the screen are initially displayed on the Messages tab. As required fields or data validation are met, the



related validation errors and informational warning messages are removed from the Messages tab. For more information, see Screen Messages.

Some functional areas can have additional tabs which are described in business rules associated with that screen.

The grids displayed in the information panel tabs adhere to the grid specifications described in Data Grids.NOTE: For those error or warning messages that extend beyond the typical Description column width, and therefore would not otherwise be displayed, word wrap is acceptable.

13.3.8 Status BarAcross the bottom of each screen is the status bar which is used to occasionally communicate operational process status such as data loading or returning search results. For longer running processes, an hourglass is displayed in place of the user's standard cursor to indicate that the application is performing a function (e.g., loading a family). The user cannot perform any actions within the application while the hourglass is displayed.

13.3.9 Help Window (F1 pressed)When a user presses the F1 key, the system displays a separate window that contains the Help Viewer. The help system is context-sensitive to the screen displayed (either the main panel or pop-up) and displays the associated help information for that screen. The F1 key does not display a help window when the splash screen is displayed in the main panel (i.e. there is no context).

13.3.10 Pop-Up WindowsSystem-wide controls for pop-up windows follow the same standards as described throughout this section. Pop-up windows appear near the center of the screen. The size of the pop-up window is based on the amount of data that the window contains. The window is a fixed size and cannot be adjusted by the user. The pop-up is attached to the application screen from which it originated.

Font: TahomaFont Size: 8Font Style: Regular

Validation occurs for each field in a pop-up window. Pop-up window field validation errors display in the pop-up window status bar. One validation error message displays at a time. The error messages are left justified in the status bar with a bold and black font. These errors are not displayed in the Message panel. Scheduler has some special pop-up windows that do not follow these guidelines. These pop-ups are described in the Scheduler DFDDs.Once the error is resolved, the next sequential error message, if applicable, displays in the status bar. The user cannot save the information entered in the pop-up window until the errors are resolved. For more information on error messages, see Error and Warning Messages.There are five categories of pop-up windows. The following are the guidelines for the set of command buttons and the Red X (upper right hand corner) and the subsequent behavior when pressed.



1. Informational (i.e. About System): These are pop-up windows that contain information only for the user to read. The command button is a 'Close' (closes pop-up and returns to main panel). The Red-X is equivalent to the 'Close.'

2. Wizard Flow: These are a set of pop-up windows that are used consecutively in order to complete a process. The command buttons are a 'Back' (return to previous), a 'Next' (go to next) and a 'Finish' (only on last pop-up; close pop-up and return to main panel). The Red-X is not available on these windows. For the 'Next' or 'Finish' to occur, the required fields must be entered.

3. Selection: These are pop-up windows where a user makes a selection from a list (i.e. changing clinics). The command buttons are a 'OK' (return to main panel) and a 'Cancel' (return to main panel). The Red-X is equivalent to the 'Cancel.' For the 'OK' to occur, the required fields must be entered.

4. Data: These are pop-up windows where a user processes data (i.e. New, Edit, Delete). These are comparable to a main panel screen. As this is an extension of the main panel, the command button is a 'Close' (close pop-up and return to main panel). The Red-X is equivalent to the 'Close.' For the 'Close' to occur, if the New or Edit was selected, the required fields must be entered. For a user to lose current changes, it follows the saving rules for the main panel.

5. Signature Capture: These are the pop-up windows that are used to capture the signature. The pop-up may be part of an embedded process or be connected to a 'Signature' button on the main panel. The command buttons are a 'Repeat Capture' (redisplay and clear) and a 'Close.'

For embedded processes, the ‘Close’ closes the pop-up and move to the next step in the process; The Red-X is not available on these windows. For the ‘Close’ to occur, the ‘required’ fields must be entered.For ‘Signature’ button, the ‘Close’ closes the pop-up and return to

the main panel. For the ‘Close’ to occur, the ‘required’ fields must be entered.

13.4 System-Wide ControlsThe attributes for each of the following controls are consistent throughout the system (except Scheduler which has some custom controls/behavior that are explained in their DFDDs):

Record Selector/Manager Date Pickers Data Grids Deactivate (System Record) Links Checkboxes Required Fields Hot Key Standards Screen Messages System Navigation Saving New Records and Record Edits



Last Modified By User and Date

13.4.1 Record Selector/Manager

Font: TahomaFont Size: 8Label Font Style: BoldMenu Text Font Style: RegularVertical Justification: CenteredHorizontal Justification: Right

The record selector/manager control is a convenient way to find historical records or switch from one record to another as well as control record management functions.The record selector is made up of:

The key column list box contains the values of the key field of existing records. There are two types of key column list boxes:

o The Date list box is for those records where a date is the key (often used for records requiring a historical context). The icon following the list box allows a user to access a calendar to select a date. The default sort order is descending (most recent to oldest).

o The Non-Date list box is for those records where alphanumeric format is used with the key column. As records are selected, their contents are displayed in read only mode. The default sort order is ascending.

The record selector allows a user to navigate through the records using the right or left arrows or to enter a sequential record number. The number after the ‘of’ lets a user know how many records are in the list box. If there is only one record, the drop-down only contains one record.

Record Selector fields are in bold dark blue. The following buttons are used to create, edit, and delete system records:

13.4.1.1 NewHOT KEY: Alt + NThe New button is used to create a new record. The button is always enabled unless security dictates otherwise or the active record does not contain the required information. When a user clicks on the New button:

Unless otherwise noted in a specific DFDD, the screen refreshes with empty editable fields.

A new record is created and then added to the record collection. Until it is saved, it is shown at the bottom of the collection, After a save, it is sorted into the collection.

The record selector/manager is disabled until the user enters the required information.

If the record selector/manager contains a date, the key date column is set to the current date.



In most cases, the cursor is placed in the first editable field on the screen. If the first editable field is a checkbox, the cursor may be placed on the first editable text field.

Field-level validation errors (messages) display in the message panel at the bottom of the screen until the user enters the required information.

The Edit button is disabled until the new record is saved or the user moves to another record (e.g. user selects another record using the record selector).

The Delete button, if applicable, is enabled.

13.4.1.2 EditHOT KEY: Alt + TThe Edit button is used to edit the contents of the selected record. The button is always enabled unless security dictates otherwise, the screen contains no records, or the active editable record has not been saved. When a user clicks on the Edit button:

The screen refreshes with editable fields that contain previously-entered data. Field-level validation errors (messages) display in the message panel at the bottom

of the screen until the user enters the required information. The cursor is placed in the first editable field on the screen. The Edit button is disabled until the active editable record is saved or the user

moves to another record (e.g. user selects another record using the record selector). The Delete button, if applicable, is enabled.

13.4.1.3 DeleteHOT KEY: Alt + DThe Delete button, if applicable, is enabled if there is at least one record in the record selector. The Delete button is used to remove the record from the system. When user clicks on the Delete button, a Delete Confirmation dialog box appears. If the user clicks No, the environment returns to its state prior to the delete attempt. If the user clicks Yes, the following occurs:

The current record is deleted from the record collection. The next available record is displayed.

Any related validation errors (messages) are removed from the message panel at the bottom of the screen.

The Delete button does not display in the Record Selector/Manager on screens that contain a Deactivate checkbox for the active system record. See Deactivate (System Record).

13.4.2 Date PickersThe majority of the date fields within the system use date pickers. A date picker control allows the user to select a date from a calendar drop-down. The calendar is displayed by selecting the arrow located on the right side of a date field. The user can also enter a date directly into the field without using the date picker by simply selecting the date field and typing directly in the text box. Date fields that do not have the drop-down arrow on the right side and are grayed out are date fields that are calculated by the system and cannot be entered or changed by the user. Dates are formatted as “mm/dd/yyyy”.



13.4.3 Data GridsThere are two types of data grids (both of which display a grid heading, grid column headings, and grid data) used throughout the application:View-only – Displays current data and does not allow user updates. Generally, one item in a data column or row in the grid is a link that, when selected, displays more detailed information for that entry within the data grid.

Update – Displays current data and allows user updates and entries. To begin editing a cell, the cell must be selected and a keystroke entered or it must be double clicked. To remove data from a data grid, select the entire row to be removed and select the Remove Row button (if available). Data can also be removed at the field level using the delete key on the keyboard.



13.4.3.1 Grid Heading

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13.4.3.2 Grid Column Headings

Font: TahomaFont Size: 8Font Style: BoldVertical Justification: CenteredHorizontal Justification: Centered (No Text Wrap)

13.4.3.3 Grid DataBackground shading of grid rows alternates between white and light blue.

Font: TahomaFont Size: 8Font Style: RegularVertical Justification: CenteredHorizontal Justification:

Date fields – centeredNumeric fields – right, Exception - left for all CS, SC and VM search resultsText fields (four or less) – centeredText fields (five or more) – leftCheckboxes – centered

Column Width:Initial entry into a screen has an optimal width for each column as defined in the DFDD. The first column of each grid is frozen unless otherwise stated in the DFDD, and users are able to resize columns to match their needs. If specified in the DFDD, additional columns can be frozen sequentially from the left. If a frozen column is resized to the full width of the screen, columns to the right are not able to be accessed. The column would need to be re-sized to less than the full width of the screen for the horizontal scroll bar to appear.

Example starting widths (in pixels):



Date Field – 90($999,999,999.00) – 100(xxx) xxx-xxxx – 100Numeric Fields – Sized to fit all special characters

and the maximum character count according to the mask

Text – Character length as defined in the DFDD * 8

Note: Grids are anchored to the right side of the application window. The width of the rightmost column within the grid expands according to the size of the window. While this may make the rightmost column appear larger than necessary, it gives the user the ability to use the wider window to resize the other grid columns thereby seeing more of their data. This is true whether it is manually expanded by the user or if a higher resolution/larger screen is used.

13.4.3.4 Add RowHOT KEY: Alt + AThe Add Row button allows a user to add a row of data to a grid and subsequently the database. The Add Row button is enabled or available based on business rules for the individual screen and/or grid. When a user clicks on the Add Row button:

A new record created and then added to the end of the record collection. An empty row is added at the bottom of the grid. Once the row passes validation

edits and is saved to the database, it is sorted within the grid. The cursor is placed in the first required editable field in the new row, so that the

user can immediately start entering data. Users needs to enter all required information before being able to edit another row.

Field-level validation errors (messages) display in the message panel at the bottom of the screen.

The Add Row button is disabled if any validation errors are displayed in the Error Messages panel.

The New button, if available, is disabled until the user enters the required information.

The Edit button, if available, is disabled until the record is saved or the user navigates to another record.

13.4.3.5 Remove RowHOT KEY: Alt + RThe Remove Row button allows a user to delete a row of data from the grid and subsequently from the database. The Remove Row button is enabled or available based on business rules for the individual screen and/or grid. When user clicks on the Remove Row button, a Delete Confirmation dialog box appears. If the user clicks No, the environment returns to its state prior to the delete attempt. If the user clicks Yes, the following occurs:

The selected row is removed from the grid. The system removes the selected record from the collection. Any related validation errors (messages) in the message panel are removed.



13.4.3.6 Grid Sort OrderThe sort order of “non-date” data is ascending and “date” data is descending (most recent to oldest) by default. However, sort order can also be determined by a:

Specific business rule Sort Order column

Unless a business rule specifies the sorting for a grid column, the column is not sort-able by the user.A Sort Order column requires a user to enter a number for each record that determines in which sequential order the record appears in the grid.

Grid records are sorted from 0 to 99, or whichever limit is established according to the business rules for the screen.

By default new Sort Order fields are automatically populated with a zero (0), which is a valid sort order number unless otherwise noted in a specific business rule.

Unless specified by a Business Rule, sort order number does not have to be unique. Records that contain identical sort order numbers are grouped together. The group is sorted within the grid sequentially, whereas the records are sorted randomly within the group.

Grid records are re-sorted according to the appropriate sort order values after they are saved.

13.4.3.7 Deactivate (Grid Record)The Deactivate checkbox in a grid row allows a user to deactivate a grid record. When a user selects Deactivate for a grid record:

The grid record is still saved in the collection and is still displayed in the grid. The grid record is still editable (if applicable). The user must still enter required information. The grid record status is set to inactive. If the record is used elsewhere in the system, see the section entitled “Deactivated

Values” for the system behaviorNote: System behavior for record deactivation is found in section 13.3.15.

13.4.3.8 Other Grid UI Guidelines Screens with grids in the DFDD are not intended to designate the number of rows

that are displayed. When a grid is at the bottom of the screen, the grid uses the available screen real estate to display the maximum amount of rows possible.

Only column widths are editable by the user, the grid layout is not. Controls do not display in a grid until a cell is selected. For example, the drop-down

arrow for a list is not visible until the user enters the cell to change the value. See Required Fields for information on grid behavior relating to required fields. Data fields that do not fit in the grid show ellipses and can be seen by mouse-over. Filter By: For screens with a data grid, a filter by field is designed to assist the user in

controlling the displayed rows. When this occurs, the following applies:o The filter by field is located directly above the grid and, if room is available, is

labeled as “Filter By” <field name>.o If the filter is not required, then when no value is selected in the Filter By

field, then all (non-filtered) rows are displayed in the grid.



13.4.4 Deactivate (System Record)For screens that have a primary record with a grid of secondary records that all have a Deactivate column, when the primary record’s Deactivate checkbox is checked, all the secondary record’s Deactivate checkboxes are also checked and access to the secondary records is disabled.When the Deactivate checkbox of the primary record is unchecked, access to the grid of secondary records is enabled, but no changes are made to the secondary records Deactivate checkboxes.The Deactivate checkbox, which is enabled only when there are no field validation errors, allows a user to select to deactivate the active editable system record. When a user selects Deactivate:

The record is still saved in the collection and is still displayed on the screen. All other fields on the screen are read-only. Subordinate records are also deactivated and read-only. New and Edit, buttons are

also disabled for the subordinate records. The record status is set to inactive. If the record is used elsewhere in the system, see the section entitled “Deactivated

Values” for the system behavior.User can click Edit and then deselect the Deactivate checkbox to activate the primary system record again, thereby making all fields for that record editable. However, the subordinate records remain deactivated until the user manually activates those records as well.Note: System behavior for record deactivation is found in section 13.3.15

13.4.5 Links

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Links are used throughout the system as a simple way to conserve screen space and provide quick access to other screens or data. The link text is identical to the name of the screen that the link opens. When a user clicks on the link, the associated screen is displayed.

13.4.6 CheckboxesTri-State checkboxes are used on some screens in order to determine whether the checkboxes indicate a true statement, a false statement or "unanswered" When a check is present ( ), the statement is true (has been selected by the user); when the checkbox is white with no check present ( ), the statement is false (has been selected by the user); when the checkbox is solid ( ), the statement has not yet been answered.



Regular (or Bi-State) checkbox on used on most screens. When a check is present ( ), the statement is true; when the checkbox is white with no check present ( ), the statement is false. There is no indication as to whether the user set the value.When a checkbox, such as the Deactivate checkbox, is displayed by itself, the checkbox label appears to the right of the checkbox. When a checkbox is displayed within a group of fields, whose label text appears to the left of the fields, the checkbox label also appears to the left of the checkbox.

13.4.7 Required FieldsA red asterisk preceding a red field label indicates that the field is required to save a record. The field appears as required only when the screen is editable and the user has edit rights. When the screen is read-only or the user has read-only rights, required fields appear like any other fields, without the red text and asterisk, and are disabled. Fields that select a record do not have the red text and asterisk. These fields include Record Selectors, Filter By fields and any other fields at the top of a screen (i.e. LA / Clinic) that are used to position to a record. Required grid cells do not have individual labels and therefore display like any other grid cell. For groups boxes that contain radio buttons where it is required that a radio button needs to be selected, neither the group box name or the radio buttons are marked as required.

Two special situations are impacted by the red asterisk behavior. The first is situations where “At least one is required”. This situation is where a screen must have at least one of two or more fields required. A good example is address screens where either an Address Line 1 or a PO Box must be entered on the screen before the record can be saved. Both of these are marked with a red asterisk and a red field label even after data has been entered in either of the fields.

Font Color (Editable): Red, and red asterisk (*) precedes field labelFont Color (Read-Only): Regular

The second situation is where fields are “conditionally required”. Some fields only become enabled and required when another field on the screen contains a specific value. If data is entered in a secondary field, that data is automatically cleared and the secondary field is disabled when the data in the primary field has been changed making the secondary field unavailable and, therefore, not required. For example, when Outreach Organization is selected, Type is required (and the user selected a value).

When the user selects a None, then Type and Name do not display and not further fields are required.



When multiples fields are conditionally required dependent on each other (i.e. if one is entered then all must be entered), no disabling occurs.

13.4.7.1 Date PickersInvalid FormatWhen a Date Picker field contains invalid formatting and the user tabs out of the field, a pop-up message is displayed indicating the proper format. If OK is selected on the pop-up message, the cursor remains on the field with the invalid date still displayed. If Cancel is selected on the pop-up message, the date reverts back to the original value and the cursor is on the next editable field. When a Date Picker field contains invalid formatting and the user selects a link in the treeview, a pop-up message is displayed indicating the proper format. If OK is selected on the pop-up message, the cursor remains on the field with the invalid date still displayed. If Cancel is selected on the pop-up message, the data reverts back to the original value and focus is on the link for the current screen in the treeview.Date DeletedWhen the date is deleted in a Date Picker field and the user tabs out of the field, the Messages tab contains an error message if the field is required (date picker pop-up message is not displayed). When the date is deleted in a Date Picker field and the user selects another link in the tree view before performing Save, the Save Confirmation Message is displayed (See System Navigation and Saving New Records and Record Edits).

13.4.7.2 Required Fields In a GridWhen Add Row is selected, the messages tab contains a message for each field that is required, and the first cell in the grid has the focus. The user cannot leave the row until the required data has been entered. As required fields and data validation are met, the related validation errors and informational warning messages are removed from the Messages tab.

13.4.7.3 Required Fields Outside of a GridIntegers and StringsUser is permitted to leave required fields. An error message is displayed in the Messages tab if the field does not contain data or contains invalid data.

13.4.8 Hot Key StandardsA hot key is a combination of keyboard keys that performs the same action as clicking on a menu or command button. A hot key typically consists of the <Alt> key or <Ctrl> key plus a letter. Pressing the <Alt> key causes the “hot” letter in menus, record selectors or command buttons to toggle between having an underline or not on the screen as well as the File menu item to be highlighted. The menu item is un-highlighted and the underlines are removed when <Alt> key is pressed again except in command buttons (it stays underlined). This is the standard behavior of the Microsoft control. The tables below display common hot keys used throughout the MPSC WIC system. It is followed by guidelines for assigning hot keys to other menus and command buttons.



13.4.8.1 Menus and Menu Command Hot Keys

Menu/Menu Item Hot KeyFile Alt + FEdit Alt + EHelp Alt + HFile > New <xxxx> Ctrl + NFile > Save Ctrl + SFile > Change Clinic Ctrl + GFile > Exit Alt + F4Edit > Cut Ctrl + XEdit > Copy Ctrl + CEdit > Paste Ctrl + VEdit > Paste Shift +

Insert

13.4.8.2 Command Button Hot Keys

Command Button Hot KeyNew <xxxx> Alt + NEdit Alt + TDelete Alt + DAdd Row Alt + ARemove Row Alt + RPrint <xxxx> Alt + PSearch Alt + SClose Alt + C

13.4.8.3 Guidelines for Assigning Hot KeysIf possible, hot keys are assigned to all menus and command buttons. For menus and command buttons that are not listed above, the following standards are followed to assign new guide hot keys:

1. Begin with the menus. If a screen has a menu and a command button with the same name, the menu always has top priority for hot key assignment.

2. Find a letter in the menu/button name that is not being used as a hot key for any other menu or command button. Use the following guidelines, where possible:a. Start with the first letter in the menu/button name and move to the

right. If a menu/button contains only one available letter, and that letter was used in a previous menu/button that contains other available



letters, guideline (a) can be disregarded. Reassign hot keys so that as many menus/buttons as possible have a hot key assignment.

b. If a menu/button contains no available letters, then that menu/button does not receive a hot key assignment. (For menus without a hot key, users can access the menu by using the hot key for another menu and navigating with the arrow keys on the keyboard. For buttons without a hot key, users can access the button by moving between items on the screen with the Tab key on the keyboard.)

c. If a command button is used multiple times on the same screen (e.g.: Add Row buttons for two grids), then do not assign a hot key to any instances of that button.

13.4.9 Screen MessagesScreen messages are used to communicate with the user regarding system-related requirements or functions. There are four message types:

Error and Warning Messages Question Messages Information Messages

All messages are created and assigned according to business rules for a specific screen.All messages are stored in the Error table in the database. Error message records follow these standards:

1. PublicErrorCd (int): Numbers within the appropriate range using the table below.2. PublicErrorDc (varchar 2000): Text that the user sees when the message is

displayed. Often the text allows embedded field values which are designated with a {0}.

3. Resolution (varchar 2000): Text that explains the resolution of the error message. When the error message itself explains the resolution, then “Self Explanatory” is found.

4. MessageBoxType (bigint): Error is 16. Warning is 48. Question is 32. Information is 64.

Note: The ID, InsertStfpID and InsertDt are automatically populated with the developer’s user ID who created it and the date it was created.

A message number is associated with each message in the database according to the following functional areas. The Common functional area includes standard messages, such as the standard “field required” error message, that appear through the system, whereas the other functional area error message ranges include error messages specific to the screen contained in those functional areas.



Functional Area RangeSA – Operations 1001 - 2000SA – System wide 2001 – 3000SA – Vendor Management 3001 - 4000SA - Clinic Services 4001 - 5000SA - Scheduler 5001 - 6000Clinic Services 10001 – 20000Vendor Management 20001 - 30000Food Management 30001 - 40000Operations 40001 - 50000Finance 50001 - 60000Scheduler 70001 - 80000Common 9001 - 10000

13.4.9.1 Error and Warning MessagesField validation occurs while the user enters information on the main panel while in edit mode. If the information that the user entered fails the validation, the system adds an error message identified by error number to the message collection. The system displays the error message in the Message tab in the Information Panel at the bottom of the screen. One error message appears for each field validation error. A message is removed from the Message tab when user enters the required information. There are two types of messages that can appear in the Message tab:

An error message appears when validation errors prevent the active unit of work from being saved or a user from leaving the screen until the errors are resolved. The message is preceded by a symbol consisting of white X in a red circle.

A warning message appears when the user is required to be notified of a particular condition or requirement. A warning message does not prevent the active unit of work from being saved or a user from leaving the screen. The message is preceded by a symbol consisting of an exclamation point in a yellow triangle.

Error messages are sorted above warning messages. The messages display in the same order as the related fields appear on the screen. Both are comprised of three elements:

A symbol that indicates whether the message is an error or a warning A message number A message description

Field validation errors affect how the user can navigate through the system, as well as how and when the user can save a record and edit records. See System Navigation, Saving New Records and Record Edits, and Required Fields for related information.

13.4.9.2 Question MessagesQuestion messages are displayed in a pop-up dialog box and require the user to click on one of the following buttons:

Yes No OK Cancel, which closes the pop-up and returns the environment to its state prior to the

pop-up opening



Which buttons appear depends on the nature of the question. The message is preceded by a symbol consisting of a question mark in a blue circle.

13.4.9.3 Information MessagesInformation messages are displayed in a pop-up dialog box for informational purposes only. The user can only acknowledge the pop-up by clicking the OK button, after which the system proceeds to the next step. The message is preceded by a symbol consisting of a lowercase letter “i” in a circle.

13.4.9.4 Broadcast MessagesAt any time, the user may receive a broadcast message. An example looks like this:

The screen that allows users to create and send out broadcast messages is found in the SA 1 System-Wide Screens DFDD.

13.4.9.5 New Release MessageAs the user closes the application, the application checks to see if a new release is available in the future by checking the system parameter, System.NextReleaseDate. If the system parameter is set to a future date, the application checks to see if the script file has been kicked off on the user’s computer. (This is a Visual Basic Script file shown as wscript.exe in processes in Task Manager.) If not, the application starts a script file that runs and waits until the parameter date and then loads and launches the application. The user receives a message “A new release is scheduled to be installed automatically on mm/dd/yyyy. Please do not shut down your machine.” The script file runs and waits until the parameter date and then loads and launches the application, provided the computer has power and network connectivity.

The computers are updated based on a random offset. Whatever time the user closes the application the script starts running and checks every hour to see if the date in the parameter is reached. If it is, then it waits a random number of half hour increments up to 6 increments. So for example, if the user closes the application at 3:05 then the download will



occur at 12:05, 12:35, 1:05, 1:35, 2:05, or 2:35. If another user closes the app at 4:20 then their download might occur at 12:20, 12:50, 1:20, 1:50, 2:20, or 2:50. Since the time the user shuts down the application is also part of the variability, this helps stagger the downloads.

13.4.10 System NavigationAs long as the active editable record has no validation errors, a user can navigate between records using the Record Selector. As long as the active editable record has no validation errors, a user can navigate between screens using the Navigation Panel. What happens when a user navigates away from a record depends on the following situations:

13.4.10.1 Between RecordsAs long as the active editable record has no validation errors, a user can navigate to any other record on the same screen using the Record Selector, without losing any new records or record edits. However, the user must choose to save the data before the any of the new records or record edits are permanently saved to the database (See Saving New Records and Record Edits for more information).

13.4.10.2 Between ScreensAs long as the active editable record has no validation errors, a user can navigate away from the active editable screen to any other screen in the system using the Navigation Panel. However, what happens when a user navigates away from a record to another screen depends on whether both screens are contained within the same unit of work. A unit of work contains related data within a primary entity, such as a family or vendor. A unit of work is often a single screen, but may also be a series of screens.Within the same unit of work – As the user navigates between screens within a unit of work, any new records created or record edits made are still available. However, the user must choose to save the data before the any of the new records or record edits within that unit of work are permanently saved to the database (See Saving New Records and Record Edits for more information).For example, in the food hierarchy unit of work, the data that a user enters on the Food Category screen is temporarily saved while the user navigates through the food hierarchy structure of screens that includes the Food Subcategory and Container Details screens. In order for the data that the user entered on the Food Category screen to be permanently saved to the database, the user must choose to save the data.Not within the same unit of work – If the user navigates to a screen not contained within the same unit of work, the Save Confirmation dialog box appears. The user is prompted to save the current unit of work if there are any changes since the last save. The user has the option not to save to get away from the validation errors.



The user has three options: Yes – Any new records created or record edits made within that unit of work are

saved. However, if any validation errors are associated with the active editable record, the Information dialog box appears instead, prohibiting the save from occurring until all the displayed errors are resolved.

No – Any new records created or record edits made within that unit of work are removed.

Cancel – Any new records created or record edits made within that unit of work are still available, and returns the environment to its state prior to the save attempt.

13.4.10.3 Between Fields on a Screen Tab - Unless specified in the DFDD, the Tab button moves through screen links and

fields from top to bottom and left to right. Screen controls that are tabbed to include data entry fields (not Display only), links and buttons. Exceptions include:

o Fields that are grouped together or related to each other tab from top to bottom and left to right within this grouping. Examples include group boxes and grids. When focus is in a grid, the Tab button moves focus through each cell in the grid, beginning with the cell in focus.

o 'On screen' command buttons and groups of links (i.e. Growth Charts) are after data entry fields (including standalone links).

o Deactivate checkboxes are after 'on screen' command buttons and groups of links.

o Record Selectors are last.o With a set of related radio buttons, tabbing is to the selected value or, if no

values are selected, the first unselected value. Once in the set of related radio button, arrow keys rotate to the related radio buttons.

o If tabbing is happening inside a grid and the user leaves the grid and tabs back in, the tab position picks up where they last were in the grid.

o Shift + Tab tabs in reverse order. Arrow Keys -

o When a navigation tree screen is selected, the cursor focus goes to the screen; if the user clicks back into the navigation area then the focus stays in the navigation tree. Arrow keys move the cursor to other selections in the tree thus navigating the user to new screens. If at a level of the navigation tree that has expansion/collapse marks, using the arrow keys navigates the possible screens, allowing a user to use Left/Right to expand/collapse menus and Up/Down to move up and down in the tree. As soon as the cursor lands on a screen rather than a category, the screen is loaded and the cursor is moved to the first field.

o In time fields – using the arrow keys in the Start Time and End Time functions are used intuitively. Selecting a given unit (HH:MM:AM/PM) and pressing up or down changes the unit #. Right and left move through the units of time.

o Drop-down menus and list boxes – In drop-down menus and list boxes the arrow keys enable the user to cycle through the values. Once the cursor is in a drop-down menu, Left and Up keys move up the list, Right and Down keys move down the list.



13.4.10.4 Enter KeyWhen the Enter Key is pressed, the system responds differently based on what was in focus with the button was pressed.

When focus is on a command button, if the Enter Key is pressed, the system responds the same as if the command button was pressed. For example, if the "Add Row" command button is in focus, pressing the ENTER key performs the same function as if the "Add Row" command button had been clicked. If the "Search" command button is in focus, pressing the ENTER key performs the same function as if the "Search" command button has been clicked.

When the focus is on a checkbox, the value of the checkbox does not change if the Enter Key is pressed.

When the focus is located on a field in a grid, pressing Enter acts like pressing the down arrow.

When data in a text box has been selected and the cursor is on the field, if the Enter key is pressed, the data is not cleared; when data in a multi line text box or date picker field has been selected and the cursor is on the field, if the Enter key is pressed, the data is cleared.

13.4.11 Saving New Records and Record EditsNew records and record edits are saved one of three ways:

13.4.11.1 Manual SavesScreens that require the Save function have a Save (Ctrl + S) file menu item which is found under the File menu. The Save function saves any new records or record edits to the database as long as the data entered meets field validation requirements. If a user attempts to save the new records or record edits while field validation errors exist, a Save Information dialog appears and indicates that the user must complete the required fields before saving the record.

13.4.11.2 Exit SavesIf a user navigates to a screen not contained within the same unit of work, or tries to exit the system, the Save Confirmation dialog box appears. The user has three options, all of which are described above under “Not within the same unit of work”.

13.4.11.3 Displayed record after New, Edit or DeleteAfter a record is saved, the screen is redisplayed with fields disabled and records resorted. The user is required to select the New or Edit button in order for fields to become editable.For a screen with a record selector:

If a New record is created and then saved, the record just added is redisplayed. If a record is Deleted

o If the last record in the collection is deleted, the prior record in the collection is displayed

o If the record deleted is not the last in the collection, the next record is displayed

o If the record being deleted is the only record in the collection, the screen is redisplayed with all fields empty



If a record is Edited and then saved, the record just edited is redisplayed.For screens with a list box and a grid (no record selector):

After the record has been edited and saved, the record just edited is redisplayed (the list box contains the same values as it contained before the save occurred).

Prior to the save, if the screen has filters set and the updated fields cause the record to be filtered out, then the record is not redisplayed after a save. The filtering determines the record that is displayed.

13.4.12 Last Modified By User and DateFormat: First Name, Last Name MM/DD/YYYYThe modify date is changed only if user modifies the data in the record. An example of a valid user is changing a first name from ‘Tom’ to ‘Dom’. An example of an invalid user modification is changing the first name from ‘Tom’ to ‘Dom’ and then to ‘Tom’ again.Some screens within the system contain the Last Modified By User Name and Date in the lower right corner of the screen. Not all screens have this information because the data presented on the screen was not modified at the same time or by the same user or because there is simply not room to display this data (as in the case of grids). As a basis for understanding when the Last Modified By User Name and this data is displayed, it is necessary to categorize the system’s screens relative to the data found on the screen:

1. Primary record: An example is the food category screen.2. Primary record with a cohesive set of secondary (related) records: These records are

viewed as one entity by the user. An example is a food package (primary) with its contents (secondary).

3. Single grid of records: In this case, a grid displays rows each representing a database record. Note: In System Admin, there are a few screens where the ownership (state, LA or Clinic) is the technical filter for the table. These screens use this filtering to determine the last modified data.

4. Multiple grids of records: In this case, multiple grids display multiple rows each representing a single database record. The different grids support different functionality in the system.

5. Action oriented: An example of an action oriented screen is a search screen. The data entered on an action oriented screen is used to perform an action.

6. Mixture: Some screens have a collection of elements across several primary records or multiple grids. The data on this screen is not viewed as a single entity and is not easily discernable as to its origin. A good example of this is the EBT food history detail screen.

Last Modified By User Name and Date is relevant only for screens that fall into Categories 1, 2 or 3. The control description defined in the DFDD describes the domain of records to which the Last Modified By User Name and Date applies. For category 1, it is the primary record. For category 2, it is the latest update of either the primary record or any of the secondary records. For category 3, it is the grid record with the most recent Last Modified Date.As stated above, many times the Last Modified Date is determined by the database record that contains the most recent modified date. When a record is deleted (or deactivated and filtered), the last modified date does not reflect the deletion as the database record is no longer available in the set of database records that is being scanned to find the most recent modified date.



There may be cases where the last modified user name is unable to be displayed. If the staff person that last modified the record does not exist in the staff person table, blanks are displayed. This situation typically happens if the table that contains the data was moved from one system to another system. For example, if UI output templates are moved from the UAT system to the production system, it is possible that the look up key for the user that edited the UI output template does not exist on the production system.

13.4.13 Address Fields – P.O. Box and Apt.When an address is constructed for display or print, if the address data has a P.O. Box field with a value, preface 'P.O. Box' to the front of the value. When an address is constructed for display or print, if the address data has a Suite field with a value, preface 'Suite' to the front of the value unless it is a Family Address then preface 'Apt' to the front of the value (Family screen label is Apt/Suite).

13.4.14 Sort OrderGrid sorting is discussed in a 13.3.3.6 Grid Sorting section. This section discusses additional sorting rules. Where the value of a list is defined in one screen but used in another screen, the sort order is determined by the Sort Order column found in the screen that defined the list. The defining screen is usually found in system administration related screens. If no Sort Column is found, the sort order may be defined by a business rule. If no business rule exists, then the default sort order is as follows:

“non-date” data is ascending “date” data is descending (most recent to oldest)

13.4.15 Deactivated ValuesWhenever a record is deactivated from a screen that is utilized as a value in other screens, the value is no longer available for usage except for displaying historical information. List Management records are a prime example of this. For example, “One” is deactivated in the Code list entitled “Numbers”. “Screen A” uses the “Numbers” code for its value in the field entitled “How Many”. When the user presses the New button on “Screen A”, the dropdown entitled “How Many” does not contain the value of “One”. If a historical record on “Screen A” has “One” (selected when it was active) in “How Many”. it displays the value of “One”. However, if the user presses the Edit button on this record and selects the “How Many” dropdown, the value of “One” is removed and the user must select a value based on the values that are active.There are many other system administration screens other than List Management where records are utilized as a value in other screens,

13.4.16 System Level Data ChangesSystem parameter/code values can be changed using the System Administration > System Parameters screen or System Administration > List Management screen. When a system parameter/code is changed, it is effective for other users when:

Connected Mode – New applications sessions are started. Existing sessions are not affected.Disconnected Mode – Database that the application sessions are using completes a synchronization process. Afterwards all new applications sessions are affected. Existing sessions are not affected.



User/security values can be changed using the System Administration > Security > Unit Permission / Role Relationship screen or the System Administration > User Details > User Properties or User Clinic Permissions screens. When user/security is changed, it is effective for any user when:

Connected Mode – New applications sessions are started. Existing sessions are not affected.Disconnected Mode – Database that the application sessions are using completes a synchronization process. Afterwards all new applications sessions are affected. Existing sessions are not affected.

13.4.17 UI OutputsIf a UI Output has a header or footer, it is repeated on every page.

13.4.18 Privacy InformationPrivacy information for a family is indicated on the Contact/Address screen. The “Do Not Call” and “Do Not Send Mail” checkboxes impact many system components throughout the system.When Do Not Call is checked:

For screens, the phone number is not displayed (except for the Contact/Address screen).

For UI Outputs and Reports, “Do Not Call” is printed in place of the phone number. For files produced by Batch / Interfaces, the phone number is not supplied.

When Do Not Send Mail is checked, if a user initiates the print of a UI Output with a family address, the user is presented with a message dialogue box. The user must confirm that the UI output is still desired before it prints.

13.4.19 Displayed DataIn the screen’s field where data is entered, the entered data is viewable in its entirety. However, there may be instances when this data is displayed in other places where the data could be truncated. The best example of this is related to participant or user full names. The first name can be 30 characters, the middle name can be 30 characters, the last name can be 30 characters and the suffix can be 4 characters. In theory, when a full name is displayed, it could be 97 total characters. Due to space constraints and good screen design, a reasonable display length was set that is less than 97 characters. This may result in a low percentage of participants or users having a minor portion of their full name being truncated (not lost as the database still contains the values). This situation is most prevalent when multiple individual fields are concatenated in a fashion similar as described with full names. However, it may occur for a single field such as vendor name. Vendor name can be 50 characters but due to space constraints and good screen design, a reasonable display length may be set that is less than 50 characters. In all cases, screen design attempts to display the maximum number of characters in the context of its available space/alignment of fields.

13.4.20 DatesDates in Microsoft SQL Server 2016Starting with SQL 2008 R2, dates are stored as ‘datetimeoffset’ which is broken in two parts. The datetime is a format of YYYY-MM-DD hh:mm:ss.nnnnnnn and the offset is + or - hh:mm. For any date that is entered into the



CI-085


application by user, the datetime contains the actual local datetime as defined by the user’s workstation. The offset is set based on the workstation’s time zone offset from Greenwich Mean Time (GMT). This has implications in display and sequencing. Where time is displayed, the time is displayed in terms of the user’s workstation. Where time is not displayed, the date is not impacted. In any case, the datetime and the offset allows for proper sequencing when records are compared whose date was entered across differing time zones. There are many times where time is not displayed but the time is important to sequencing. A good example is where multiple “Record Date’ records are allowed but business rules require the selection of the most recent one.For any date that is entered by a batch process, the batch process ensures that the appropriate time and offset is set according to business need. Batch processes typically only set dates where time is not displayed. There are instances where time is displayed and the source does not share time zone offset information. In these cases, where this data is displayed, it is displayed as it is found in the database with no offset translation. An example is the ACH OR Create Date and Times from the EBT Bank. This data is informational and is noted in the DFDD where it is displayed as being displayed “As Is”.Another exception is when a date is stored in SQL as ‘date’ whose format is format of YYYY-MM-DD (with no time element). A good example of this is Birth Date. When this occurs the DFDD notes this as a “Date Only” as related to its Type attribute.

13.5 Data RequirementsThe following field data requirements are implemented throughout the system, unless otherwise noted in the business rules for a specific screen:A Text Box that allows alphanumeric characters supports the ASCII Character Set (values 0 to 127).A Text Box Validation of “Numeric” means that the text box does not accept non-numeric values from the keyboard. This eliminates any need for error messages. The display suppresses leading zeroes and, in the case of decimal, does not suppress trailing zeroes (to the right of the decimal point).Negative values for Currency fields are displayed with parenthesis around the number ($100.09)).A time field is displayed as HH:MM (AM/PM) if seconds are not displayed. If seconds are displayed, the time field is displayed as HH:MM:SS (AM/PM). Leading zeroes are not suppressed.Colons appear after field label text only when the fields are designated as read-only.A Text Box Validation of “Numeric and Complete” means that the related set of fields, if entered, are numeric and must be completely filled in (e.g.: phone number). The display does not suppress leading zeroes.

Vendor ID is displayed as 99999 (zeroes not suppressed). EBT card numbers utilize a mask for readability.

o On the Inventory screens that display an EBT card number, the mask is 99999999-9999999-9. The first 8 digits are the state number which consists of 1st 6 = BIN (Banking ID Number); 7th = Issuer IIN (Issuer ID Number) – which Program issued the card – WIC or FS for example in WY FS is 1 and WIC is 5; 8th is whether test or production card. The next 7 are the sequence number. The last digit is a calculated number based on a check digit algorithm.

o On other screens (i.e. clinic services), the mask is 99999999-99999999. The check digit does not matter for readability here.



When the food hierarchy subcategory is displayed with its respective category and subcategory number, zeros are not suppressed and do not contain a dash between the number and subcategory name (i.e. 01 001 Whole Milk).

Clinic display guidelines:Label Data Format

Clinic ID only: Clinic ID ZZZZ9Clinic Name only: Clinic Name River PlazaClinic ID and Name: Clinic ZZZZ9 River PlazaClinic ID, LA ID and Name: Local Agency/Clinic Z9-ZZZZ9 River

PlazaLocal Agency ID &Clinic ID:

LA ID/Clinic Z9-ZZZZ9

Local agency guidelines:

Label Data FormatLocal Agency ID only: Local Agency ID Z9Local Agency Name only: Local Agency Name BroadlawnsLocal Agency ID and Name: Local Agency Z9 Broadlawns"Local Agency" can be displayed as "LA" to conserve space.

Numeric masking definition:o Z means zero suppressiono 9 means numerico . means decimal point



14 Report Layout GuidelinesThe purpose of this document is to define the sections and attributes of reported data. These guidelines are followed for each report unless the report specification document overrides the guideline. For the purposes of this document, Font style: regular means not bold, not italic, and not underline. This document addresses:

Global Attributes Header State Totals Body Grouping Footers

For each report section, these attributes of the text are addressed: vertical placement horizontal placement font size bold borders shading

14.1 Global AttributesAll Reports are designed to print in landscape. There is at least a half inch margin on all sides (top, bottom, left, and right). Font colors are black. All reports are designed to print on 8 ½ x 11 inch paper. All reports are centered on the page.

14.1.1 Masking RequirementsThe following masking requirements are implemented throughout all reports, unless otherwise noted in the specification for a report:

Dates are displayed as mm/dd/yyyy. January is ‘01’, not ‘1’. Phone numbers are displayed as (999) 999-9999. Suppress leading zeroes for numeric values and, in the case of decimal, do not

suppress trailing zeroes (to the right of the decimal point). Vendor ID fields are displayed as 99999, where 99999 is the zero filled 5 digit

FFVendorID from the vendor table. During Amendment 6, it was agreed that any new or modified existing EBT reports would displayed as 9999 is the zero filled 4 digit.

EBT card numbers utilize a mask for readability.o On the Inventory reports that display an EBT card number, the mask is

99999999-9999999-9.o On other reports that display an EBT card number, the mask is

99999999-99999999.



When the food hierarchy subcategory is printed with its respective category and subcategory number, zeros are not suppressed and do not contain a dash between the number and subcategory name (i.e. 01 001 Whole Milk).

Clinic display guidelines:Label Data Format

Clinic ID only: Clinic ID ZZZZ9Clinic Name only: Clinic Name River PlazaClinic ID and Name: Clinic ZZZZ9 River PlazaClinic ID, LA ID and Name: Local Agency/Clinic Z9-ZZZZ9 River

PlazaLocal Agency ID &Clinic ID:

LA ID/Clinic Z9-ZZZZ9

Local agency guidelines:

Label Data FormatLocal Agency ID only: Local Agency ID Z9Local Agency Name only: Local Agency Name BroadlawnsLocal Agency ID and Name: Local Agency Z9 Broadlawns"Local Agency" can be displayed as "LA" to conserve space.

Numeric masking definition:o Z means zero suppressiono 9 means numerico . means decimal pointo Trim left spaces in Clinic ID when displaying Local Agency ID and Clinic ID

together. Display ‘1-1’, not ‘1- 1’.

14.1.2 Table DataFont: ArialFont Size: 9Font Style: RegularVertical Placement: CenteredHorizontal Placement:

Date fields – centeredDollar values – right justifiedNumeric fields – centeredText fields – centered

Column Width:No data may be truncated. Wrap data if necessary.Adjust column width to make best use of the page area.



14.1.2.1 Other Report Guidelines Report mockups in the DFDD are not intended to designate the number of

rows that are displayed. When a body is at the bottom of the page, the body uses the available page real estate to display the maximum amount of rows possible.

The body layout, including column widths, is not editable by the user. Unless otherwise noted, report parameters having a ‘hierarchical’ relationship

filters the available values of the ‘child’ parameter based on the selection of the values selected on the ‘parent’ parameter. For instance, the available Clinic values are based on the selected Local Agency values. There are times when two parent values may work in tandem. For instance, the available Vendor values are based on the selected Chain values and Peer Group values.

14.2 Report Layout StructureReports are divided into sections. The following diagram shows the basic structure of a report.



14.3HeaderThe header section contains Data Effective, Title, Print Date, and Date Parameters. The height of the header is one inch.

14.3.1 Data Effective

Font: ArialFont Size: 10Font Style: Regular, BlackVertical Placement: Top MarginHorizontal Placement: Left MarginBorder: NoneShading: None

Data effective date is only displayed on reports where the data has been aggregated in a batch process prior to the user selecting the report. This field describes how recent the reported data is. If Data effective date is displayed on the report, it is described in the individual report specification. The label is ‘Data Effective: ‘.

14.3.2 Title

Font: ArialFont Size: 12Font Style: Bold, BlackVertical Placement: Top MarginHorizontal Placement: CenteredBorder: NoneShading: None

This is the title of the report as described in the DFDD.

14.3.3 Print Date

Font: ArialFont Size: 10Font Style: Regular, BlackVertical Placement: Top MarginHorizontal Placement: Right MarginBorder: NoneShading: None



The Label is ‘Print Date: ‘. This is the day the report was printed.

14.3.4 Sub Titles

Font: ArialFont Size: 10Font Style: Regular, BlackVertical Placement: Directly under TitleHorizontal Placement: CenteredBorder: NoneShading: None

During Amendment 6, it was agreed that many reports would utilize subtitles. The DFDD Report attribute table was changed to explicitly state the subtitle for a report. The change is not retroactive to previous reports.

14.4 BodyThe body of the report may be comprised of subreports. One very common subreport is State Totals. State Totals are not present in every report. The second subreport that is in every report is called main data. Row height in the body is .2 inches. It is set to auto-grow.

14.4.1 State TotalsThe state totals section may or may not be required. Refer to report specification.

14.4.1.1 State Totals – Title

Font: ArialFont Size: 9Font Style: Bold, WhiteHorizontal Placement: CenteredVertical Placement: Immediately below header.Border: 1 ptShading: Midnight Blue

‘State Totals’ always appears in the first cell. The other titles for the state totals are listed in the report specification. The state total subreport is only present on the first page of the report.

14.4.1.2 State Totals – Detail

Font: ArialFont Size: 9Font Style: Regular, Black



Horizontal Placement:Date fields – centeredNumeric fields – centeredText fields – centered

Vertical Placement: Immediately below State Totals - TitleBorder: 1 ptShading: None

State Totals are aggregated separately inside the report and therefore represents the total in the state regardless of the values selected in any Local Agency and/or Clinic parameters. Local Agencies and/or Clinics Totals reflect the values selected in these parameters. For example, Local Agency 1 has Clinics A, B and C. If only Clinics B and C are selected, the Local Agency total reflects the total of B and C (does not include A).

14.4.2 Main Data

14.4.2.1 Main Data – Title Main data titles may or may not be present. This depends on the number of expected rows in the state totals. If main data titles are required, they are listed in the report specification.

Font: ArialFont Size: 9Font Style: Bold, WhiteAmendment 6 reports – Bold, BlackHorizontal Placement: CenteredVertical Placement: Immediately below State Totals – Detail. If no State Totals, immediately below header.Border: 1 ptShading: Midnight BlueAmendment 6 reports – Light Gray

During Amendment 6, it was agreed that any new or modified existing report would have use different font and shading. This lighter shading with the bolded black was to reduce the amount of ink used when printing a report.

14.4.2.2 Main Data – Grouping Title

Font: ArialFont Size: 9Font Style: RegularVertical Placement: Immediately below main data -



TitleHorizontal Placement: Left MarginBorder: 1 ptShading: Gainsboro

When group titles are required, they are printed below the main data title, but above the detail. The first grouping is left justified. The justification of additional groupings (if present) is described in the report specification. The requirements for the page breaks are described in the individual report specifications.

14.4.2.3 Main Data – Grouping TotalsWhen group totals are required, they are printed on the same lines as Main Data – Grouping Title. They have the same display attributes.

14.4.2.4 Main Data – Detail

Font: ArialFont Size: 9Font Style: Regular, BlackVertical Placement: Immediately below Main Data – Grouping if present, if not, immediately below Main Data – TitleHorizontal Placement:

Date fields – centeredNumeric fields – centeredText fields – centered

Border: 1 ptShading: None

Calculate the columns based on the report specification.

14.5 FooterThe height of the footer is one inch.

14.5.1 Footer – Page number

Font: ArialFont Size: 9Font Style: Regular, BlackVertical Placement: Bottom MarginHorizontal Placement: CenteredBorder: None



Shading: None

Print page number and number of pages, i.e. Page 12 of 122.

14.5.2 Footer – Rev Date

Font: ArialFont Size: 9Font Style: Regular, BlackVertical Placement: Bottom MarginHorizontal Placement: Right MarginBorder: NoneShading: None

Rev date is the last time the .rdl or the underlying stored procedures were changed. The system automatically reads the last modified date of the report’s stored procedure(s); when there are any changes to the .rdl, an explanatory comment is inserted in the primary stored procedure. The “.rdl” is the Report Definition Language file that contains the formatting of the report. The label is ‘Rev: ‘. Print ‘Rev: ‘ + Revision Date, i.e. Rev 03/31/2008’.



15 EBT Device Interface System (EDIS)15.1 IntroductionFor EBT States, the EBT Card Reader is the device which interacts with the WIC Smart Card. The EBT Card Reader is the VeriFone Vx570. The EBT Device Interface System (EDIS) is an interfacing system to these card readers. Integral to this interfacing is a special module developed especially for WIC for the interaction between the card reader and the calling application. This module is referred to as Smart Card Handler (SCH) software. Smart Card Handler software contains embedded functionality that ensures the security access between the card and the card reader. This embedded functionality is isolated from the EDIS and at times, dictates card reader and card behavior. This is evident when the application calls EDIS to Read data or Write data from the card. EDIS uses embedded functionality where various card reader messages are displayed regarding reading data, writing data, please wait and stating success. These messages are not controllable by the application. The following diagram depicts the interaction between the various components. The SCH DLLs are basically the replacement of the WICSmartCard DLL from the former GovConnect software.

15.2 Business rules and technical specifications The following are the behavioral business rules and technical specifications of the EDIS. The technical specifications are detailed as API calls and the data structures that support the API calls.Business Rules1. EDIS has exception processing setup to handle to the extent possible, several general

actions or behaviors. This include:a. Timeout – An action was not completed with an allotted time. This is typically a

user action such as inserting a card when requested. When this occurs, the MPSC WIC business function is halted, a popup with the ‘Halt Operation’ message . is produced and the card reader displays the “Timeout” text using the EDIS: Display function. ‘Halt Operation’ message is documented in business rule 8. Closing the popup halts the MPSC WIC business function and place the MPSC WIC system into a ready state for the next user interaction as well as display the “Default” text using the EDIS: Display function. Note: the SmartCardHandler has this time period set to 60 seconds and cannot be changed without impacting the embedded functionality.

b. Unexpected Card Removal - If a card is removed during a business transaction, unpredictable results may occur. If the VeriFone software can recover and allow the transaction to proceed, then MPSC WIC application continues. If not, EDIS attempts to control the situation, the MPSC WIC business function is halted, and a



popup with the message ‘Halt Operation’ is produced. ‘Halt Operation’ message is documented in business rule 8. Closing the popup halts the MPSC WIC business function and place the MPSC WIC system into a ready state for the next user interaction as well as display the “Default” text using the EDIS: Display function. Worse case is that the card could be become unusable (i.e. pulled out during actual card write process).

c. General Failure - If a unexpected failure occurs, (Smart Card Handler software or otherwise), EDIS attempts to control the situation, the MPSC WIC business function is halted, a popup with the ‘Halt Operation’ message is produced. ‘Halt Operation’ message is documented in business rule 8. Closing the popup halts the MPSC WIC business function and place the MPSC WIC system into a ready state for the next user interaction as well as display the “Default” text using the EDIS: Display function.

2. Family Demographic is defined on the card. An assigned card has family demographic data.

3. Participant Demographics has six (6) sets of data on the card. The participant sets of data are sorted from oldest participant to youngest participant then first name (if same age). Participant sets are contiguous in the structure (i.e. filled in from 1 to 6). If a card has less than six (6) participants, empty benefits periods are represented by blanks. An assigned card has at least one set of participant data.

4. Benefits have four (4) benefit periods on the card. The benefit period are sorted with the by First Date To Use (ascending or oldest first). Benefits period with data are contiguous in the structure (i.e. filled in from 1 to 4). If a card has less than four (4) months of defined benefits, empty benefits periods are represented by blanks. The card may have all empty benefit periods.

5. Each Benefit Period has 40 food items defined on the card. The food items are sorted by category (ascending) then subcategory (ascending). Food items with data are contiguous in a benefit period (i.e. filled in from 1 to 40). If a benefits period has less than forty (40) defined food items, empty food items are represented by blanks. A defined benefits period has at least one defined food item. The food item contains a quantity of greater than zero; although a vendor system may decrement this value to zero. Empty benefits period have all empty food items.

6. Any time benefits are written to the card, expired benefits periods are eliminated. An expired benefit period is one whose Last Date To Use is older than the current date at the time that the benefits are written to the card.

7. When benefits are read (Benefit Inquiry, Card Balance Correction, Print Receipt, Write To Card, Transfer Benefits and Formula Return), the system validates that the existing card benefit data values are valid. Upon the first error where the benefit data values are invalid, the MPSC WIC business function is halted, a popup with the ‘Benefit Structure Invalid’ message is produced. ‘Benefit Structure Invalid’ message is formed from two parts. The first part is formed from the MPSC WIC application based on the contents of error code 10135. The 10135 error code displays ‘Card must be replaced as the benefits structure is invalid. Detail: ‘. The second part is from the messages in the bullets below. Closing the popup halts the MPSC WIC business function and place the MPSC WIC system into a ready state for the next user interaction as well as display the “Default” text using the EDIS: Display function. Benefit data validation includes (Text to add on to 10135 found in parenthesis):

a. First Date to Use and Last Date to Use are valid dates. (‘A first date to use is not a valid date.’ OR ‘A last date to use is not a valid date.’)



b. Last Date to Use is later than First Date to Use. (‘First date to use and last date to use are not valid for benefit period starting on <StartDate>.’)

c. Benefit periods are in most recent to oldest order starting in first bucket with no default buckets (1/1/2000) found before the last valid dated bucket. (‘The benefits are not properly ordered on the card.’)

d. If a benefit period has food items: i. Food Category and Subcategory are numeric. (‘Item codes for benefit

period starting on <StartDate> are not all numeric.’)ii. Quantity is numeric. The card stores the quantity as 5 digits with an

implied decimal point in the hundreds positions (i.e. 00500 implies 5.00 units). (‘Available units for benefit period starting on <StartDate>" are not all numeric.’)

iii. Food items are contiguous (i.e. filled in from 1 to 40) with no default items (value of 000-00) found before the last valid food item. (‘There is a structural error in benefits for period starting on <StartDate>.’)

e. The First Date to Use or Last Date to Use of one benefit period overlaps with the First Date to Use or Last Date to Use of another benefit period. (‘The First Date to Use and Last Date to Use of two benefit periods overlap.’)

8. ‘Halt Operation’ message is formed from two parts. The first part is formed from the MPSC WIC application based on the contents of error code 10104. The 10104 error code contains ‘Operation halted due to the card was not read. Operation was not completed. Detail:’. The second part is from the Smart Card Handler. The failure point dictates which message is returned to the MPSC WIC application. The following list shows the potential messages from the Smart Card Handler:

a. Unable to read the card's benefits data b. Unable to write the card's benefits data c. Error reading client certification data. d. Error reading client demographic data e. Blank Food Package f. Card Access Denied g. Unable to Detect Card in Reader h. Unable to Initialize Card i. Not a valid WY WIC Card j. The card has not been authenticated k. Unable to present the secret code to the card l. Unable to read from the card m. The card has been pulled out n. Unable to terminate the smart card object o. Unable to write to the smart card p. Unable to compare the two PINs q. Unable to initialize the display unit r. Unable to display a message on the terminal screen



s. Unable to terminate the display OPOS object t. Internal Authorization Failed u. Invalid Parameter passed to function v. Incorrect secret code w. Unable to initialize the keyboard x. Unable to get input from the terminal keyboard y. Unable to terminate the keyboard OPOS object z. Improperly formatted data on the magnetic stripe aa. Unable to initialize the Magnetic Stripe Reader bb. The Magnetic Stripe object is not initialized cc. Unable to terminate the Magnetic Stripe OPOS object dd. Cannot Communicate with the Card Readeree. The PIN Secret Code is Blockedff. Secret codes for this operation have been blockedgg. Successful Operation hh. The user has not responded within the appropriate time frame.ii. Unknown Error with the Card or Readerjj. Error reading Food Package Access Datakk. Error writing Food Package Access Datall. Error reading household demographicsmm. Error creating household demographics records



15.3 Technical SpecificationsThe following diagram shows the up-front processing anytime a function is started. The primary purpose of this diagram is to visually assist as one reads the API Calls related to the up-front processing (i.e. ReadPAN, AuthenticateCard and ReadCardState).

Note: The Status Change Reason value check for 1 or 12 (“Vendor set as user exceeded the number of PIN attempts”) is not done within the ReadPAN API function. The diagram depicts that the MPSC system halts any operation that has this situation except those operations that correct or display the situation or are setting up a new card.



15.3.1 API Calls

15.3.1.1 AuthenticateCard ()The purpose of the Authenticate function is to read the card and ensure that the card is valid and the useable. The function invokes a repetitive beeping which ceases when a card in inserted. When the card is inserted, the beeping ceases and the card reader display and the user status bar changes to the ‘Read_Card’ display text. The card is checked for validity and results in either:

1. Invalid Card – The card is not a valid WIC card. Reasons include:a. VeriFone software determines that it is structurally invalid (i.e. damaged and

unusable).b. VeriFone software determines that is not a WIC card. Cards are manufactured

with embedded information to ensure that the card is for the WIC program.c. VeriFone software determines that the PAN on the card is not a proper

number according to the mod10 checksum algorithm or an internal serial number mismatch is found. Cards are manufactured with this embedded information.

When this occurs, the MPSC WIC business function is halted, a popup with a ‘Halt Operation ‘ message is produced and the card reader displays the “Invalid_Card” text using the EDIS: Display function. ‘Halt Operation’ message is documented in business rule 8. Closing the popup places the MPSC WIC system into a ready state for the next user interaction as well as display the “Default” text using the EDIS: Display function.

2. Valid Card – The card was determined to be valid.

15.3.1.2 ChangePIN ()The purpose of the ChangePIN function is to invoke the VeriFone software to change the PIN on the card. It could be used to overwrite an existing PIN or to establish a PIN for the first time. The user is prompted on the VeriFone screen to enter a new PIN. They then are asked to re-enter the same PIN. If the two PINs match, the new PIN is written to the smart card.

• Status bar message = DisplayText of ‘New_PIN’• EDIS: Display(DisplayText of ‘New_PIN)• Saved PIN for comparison• EDIS: Display(DisplayText of ‘Re_Enter_PIN) Note: Status bar cannot be changed

as this is within the Smart Card Handler software flow.• If PINs match

o EDIS: UpdatePIN ()o EDIS: Display(DisplayText of ‘Oper_Suc_Ready’)o Status bar message = DisplayText of ‘Oper_Suc_Ready’

• Else If entered PIN do not match and attempts not exceededo EDIS: Display(DisplayText of ‘PIN_Try_Again’) Note: Status bar cannot be

changed as this is within the Smart Card Handler software flow.o Go to PIN match step

• Else (PIN does not match and attempts are exceeded)



o EDIS: Display(DisplayText of ‘PIN_Not_Match’)o Display a popup message “PIN did not match and attempts exceeded”. o When the user closes the popup:

EDIS: Display(DisplayText of ‘Default’) Status bar message = “Ready” Note: the MPSC WIC business function is halted.

If during an operation that requires a PIN to be entered, the user does not do so in time, the reader begins to beep. It’s not helpful because it’s too late to enter the PIN at that point. This functionality is embedded in the Smart Card Handler software and cannot be modified.

15.3.1.3 Display (DisplayText)The purpose of the Display function is display a message onto the card reader. These messages either instruct the user to perform an action or informs the user of the state of the previous action and state of the card reader.

15.3.1.4 IsTerminalOperational () BooleanThe purpose of the IsTerminalOperational function is to determine if the card reader is operational. The return is either true or false.

15.3.1.5 OverWriteBenefits (Benefits)The purpose of the OverWriteBenefits function is to overwrite any issuance period on the card with the benefits that are passed to it.

15.3.1.6 PrintReceipt ()The purpose of the PrintReceipt function is to invoke the card reader to print a receipt of the contents of the inserted card. The data is read from the card (ReadDemographics and ReadBenefits), combined with data from the MPSC WIC system, receipt is formatted and sent to the card reader.The following is a mockup of the receipt (which has active benefits):

* WIC Benefit Balance *

PAN: 50534951-00000402

Economic Unit: 208065

Printed: 07/31/2012 09:05:04 AM

Benefits begin on 09/01/2012

1.00 Dozen Eggs-All Authorized

14.00 Ounce Cereal-All Authorize

…

10.00 $$$$ Fruits and Vegetable

1.00 CanBot Child’s Juice 64-oz

Benefits expire midnight on 09/30/2012



Benefits begin on 10/01/2012

…

Benefits expire midnight on 10/31/2012

The following is a mockup of the receipt (which has no active benefits):* WIC Benefit Balance *

PAN: 50534951-00000402

Economic Unit: 208065

Printed: 07/31/2012 09:05:04 AM

The card holds no active benefits.

The following are details of the data and formatting of the receipt:1. The font is the proportional small font with each line a fixed width of 42 characters.2. PAN (from card): Start in position 2; Formatted as 99999999-99999999.3. Economic Unit (from card): Start in position 2; Formatted as Z9. If no Economic Unit

found on card, leave blank.4. Printed: Start in position 2; Current local date and time.5. If active Benefits are found on card (current or future periods):

a. Benefits begin on <FDTU> (from card): Start in position 2; Formatted as 99/99/9999

b. Food items:i. Column 1: Start in position 2; Quantity (from card): Formatted as ZZ9.99ii. Column 2: Start in position 9; UOM (from MPSC WIC System): Six (6)

charactersiii. Column 3: Start in position 16; Receipt (from MPSC WIC System): Twenty-

four (24) charactersNote: The UOM and Receipt Description are retrieved from the MPSC WIC System Subcategory table: its the USDA UOM code based on the Issuance UOM (ProdContainer.ContainerSizeCd) and it’s Receipt Description (Product.Product.ShortName). This is based on the card food item’s category and subcategory numbers using the Benefit Period’s First Date To Use and the Product table’s Effective Date and End Date to ensure the proper instance is found. If a Subcategory on the card is not found in the system, the UOM is blank and the Receipt lists the card’s category and subcategory numbers in a 99 999 format.c. Benefits expire midnight on <LDTU> (from card): Start in position 2; Formatted

as 99/99/9999d. Any non-expired benefit period that is found on the card with at least a single

food item whose quantity is greater than zero is printed.



6. If no active Benefits are found on card which includes benefits never written to card or all benefits have expired.

a. Print (starting in position 2) “The card holds no active benefits.”

15.3.1.7 ReadBenefits () BenefitsThe purpose of the ReadBenefits function is to read the benefits that are on the inserted valid WIC card.

15.3.1.8 ReadCardState () CardStateThe purpose of the ReadCardState is to read the data from the card related to its state.

15.3.1.9 ReadDemographics () DemographicsThe purpose of the ReadDemographics function is to read the family and participant demographics that are on the inserted valid WIC card.

15.3.1.10 ReadPAN () PANThe purpose of the ReadPAN function is to read the card and ensure that the card is valid and the useable. The ReadPAN calls the EDIS: AuthenticateCard (). If no problems occur, it reads the PAN and the card is determined to be valid for the next step in the MPSC WIC business function.

15.3.1.11 UpdateCardState (CardState)The purpose of the UpdateCardState function is to reset the card state, clearing the status fields and setting the date of when this occurred. The UpdateCardState function sets the Authorization Date to the local date, the hot list lock byte reason and status change to zero and the hot list lock date and status change dates to null (1/1/2000).

15.3.1.12 VerifyPIN (AttemptsAllowed)The purpose of the VerifyPIN function is to invoke the VeriFone software module to determine if the user entered PIN is valid per the card that is in the card reader. The user is prompted to enter their PIN. If the PIN is valid (matches card) then the process is complete and the next step can follow. If the PIN does not match, the user is asked to enter the PIN again until the allowed attempt number is exceeded. The number of attempts allowed is stored in the system parameter, EBT.EDIS.PINAttemptsAllowed.

• Status bar message = DisplayText of ‘Enter_PIN’• EDIS: Display (DisplayText of ‘Enter_PIN)• If PINs match

o Continue to next step in the MPSC WIC business function• If entered PIN do not match and attempts not exceeded

o EDIS: Display (DisplayText of ‘Invalid_PIN’) Note: Status bar cannot be changed as this is within the VeriFone software flow.

o Go to test PIN match step• Else (PIN does not match and attempts are exceeded)

o EDIS: Display (DisplayText of ‘PIN_Not_Match’)o Display a popup message “PIN did not match and attempts exceeded”.



o When the user closes the popup: EDIS: Display(DisplayText of ‘Default’) Status bar message = “Ready” Note: the MPSC WIC business function is halted.

15.3.1.13 WriteBenefits (Benefits)The purpose of the WriteBenefits function is to write the benefits onto the inserted valid WIC card.

15.3.1.14 WriteDemographics (Demographics)The purpose of the WriteDemographics function is to write the family and participant demographics onto the inserted valid WIC card.

15.3.2 Data Structures

15.3.2.1 DisplayTextDisplayText is the single string used for card reader display messages. The card reader has 4 lines. Each line has 16 characters of xxx font. Xxx font is non-proportional which means that each character take the same amount of area. The contents of the DisplayText determine the display in a direct manner. The first 16 characters are placed on the first line, the next 16 characters are placed on the second line, etc. The DisplayText must be between 1 and 64 characters. Space characters control the location of the text on each line. For instance, if the ‘x’ represents a space character then the string ‘xxxxWyomingxxxxxxxxxxxxWIC’ would display ‘Wyoming’ starting in the 5 position of the first line and ‘WIC’ starting in the 8 position of the second line. The third and fourth line would be blank.

15.3.2.2 PANThe PAN is a data element that is found on the card with the value placed by the card manufacturer. It is defined as:PAN (String, 16) – This is always full and complete.

15.3.2.3 DemographicsThe Demographics structure contains the card’s family and participant demographics data. A card contains one (1) set of family demographics and six (6) sets of participant demographics. The data that is listed in each level of demographics is the data that is populated onto the card. Other data fields exist on the structure that are not populated and therefore not listed.Head of Household is determined whether the card is for the family (non-foster participants) or foster participant. If the card is for family, a family member is identified at the time the family is established as the Head of Household. This person’s participant ID becomes the Family ID (Economic Unit Number). Once assigned, this value remains the same for the life of this card being used in the WIC program. This is true even if the Head of Household changes. If the card is for a foster child, the foster child’s participant ID becomes the Family ID (Economic Unit Number).FamilyID (Long Integer: 9 max) – HoH’s IncomeFamily.EconomicUnitNr

Family Demographics (1 occurrence)



o HoHFirstName (String: 15 max) – HoH’s FamilyMember.FirstName o HoHLastName (String: 20 max) – If HoH’s FamilyMember.LastNameSuffix is

spaces, then = HoH’s FamilyMember.LastName, Else = HoH’s FamilyMember.LastName + “ “ + HoH’s FamilyMember.LastNameSuffix

o HoHMiddleName (String: 1 max) - HoH’s FamilyMember.MiddleName (Max per VeriFone software)

o ClinicName (String: 30 max) – Clinic.Name Note: Smart Card Handler internal code refers to this as the Local Agency Name.

o Participants (6 occurrences) ParticipantID (Long Integer: 9 max) - Participant’s

FamilyMember.FFMemberID FirstName (String: 30 max) – Participant’s FamilyMember.FirstName LastName (String: 35 max) – If Participant’s

FamilyMember.LastNameSuffix is spaces, then = Participant’s FamilyMember.LastName, Else = Participant’s FamilyMember.LastName + “ “ + Participant’s FamilyMember.LastNameSuffix)

MiddleName (String: 1 max) – Participant’s FamilyMember.MiddleName) (Max per VeriFone software)

DOB (Date) – Participant.BirthDt CertificationStartDate (Date) – Participant’s most recent

Certification.StartDt CertificationEndDate (Date) – Participant’s most recent

Certification.EndDt

15.3.2.4 BenefitsThe Benefits structure contains the card’s food benefit data. A card contains four (4) periods (months) of benefits. Each period can include 40 different foods defined by category and subcategory numbers.

Benefit Periods (4 occurrences)o First Date To Use (Date) – EBTIssuedFood.FirstUseDt or

EBTAdjustmentFood.FirstUseDto Last Date To Use (Date) – EBTIssuedFood.LastUseDt or

EBTAdjustmentFood.LastUseDto Clinic Number (Integer) – Based on current clinic at the time of issuance, this

is the forward facing local agency ID + the forward facing clinic ID in the format AACCC where AA = local agency ID and CCC = clinic ID. Note: Smart Card Handler internal code refers to this as the Issuing Site ID.

o Foods (40 occurrences) Category (Integer: 2 max) – FoodCategory.CategoryNr of the

EBTIssuedFood.PConID or EBTAdjustmentFood.PConID Sub Category (Integer: 3 max) – Product.SubCategoryNr of the

EBTIssuedFood.PConID or EBTAdjustmentFood.PConID



Quantity (Decimal: 5.2) – EBTIssuedFood.Quantity or EBTAdjustmentFood.Quantity Note: Decimal point in implied on the card itself.

15.3.2.5 CardStateThe CardState structure contains the data related to the state of the card. Each card has five (5) attributes that contain this state data.

15.3.2.5.1Authorization DateThe Authorization Date contains the last date that the card was processed in the WIC clinic. The MPSC WIC System sets this to the local date during the following:

Card is first assigned to a family using the MPSC WIC Initial Setup or Replace Setup function.

Card has benefits written to the card using the MPSC WIC Write To Card, Transfer Benefits or Card Correction function.

Card is unlocked or PIN is changed.The vendor system does not modify this date for any reason.

15.3.2.5.2Hot List Lock Byte or Revocation ReasonThe Hot List Lock Byte or Revocation Reason contains whether the card has been revoked and its reason. The MPSC WIC System sets this to zero (0) during the following:



Card is unlocked or PIN is changed.It is assumed that the vendor system updates as described in this table.

Value

Hex Description MPSC WIC Impact

0 0 Valid card. Card can be processed.

255 0xFF Vendor sets the value as card was found on hot card list with a valid MRC (i.e. 3000) and valid effective date.

Card can be processed. Validation of hot card covered by MPSC WIC application card status. If found, ignore.

Other non-zero

Reserved for future use. Should not be found on card. If found, ignore.

15.3.2.5.3Hot List Lock DateWhen the MPSC WIC System sets the Hot List Lock Byte to zero (0), the Hot List Lock Date is set to 01/01/2000 as VeriFone software expects this value (treats it as null).It is assumed that the vendor system updates whenever it sets the hot list lock byte.



15.3.2.5.4Status Change ReasonThe Status Change Reason contains the last status change reason that occurred to the card. The MPSC WIC System sets this to zero (0) during the following:



Card is unlocked or PIN is changed.It is assumed that the vendor system updates as described in this table.

Value

BCD Description MPSC WIC Impact

0 0 Valid card. Card can be processed.

1 0x01 Vendor sets this as user exceeded the number of PIN attempts. This is after if the value was already set to 12.

Card cannot be processed.Halt and give message to reset the PIN.

2 0x02 The Card Serial Number (CSN) could not be read.

Should not be found on card; Covered by general failure. If found, ignore.

3 0x03 The DF System could not be read. Should not be found on card; Covered by general failure. If found, ignore.

4 0x04 The cryptographic authentication failed.


5 0x05 The DF WIC section could not be read.


6 0x06 The secret codes on the card were invalid.


7 0x07 The BIN was not authorized. Should not be found on card; Covered by Card to System Check. If found, ignore.

8 0x08 If the vendor system is capable of detecting the situation where the maximum retry of PINs occurred but the card failed to block access on subsequent attempts, set this value. Not currently used.

Should not be found on card. If found, ignore.



9 0x09 The Major and Minor Data Versions were invalid. Not currently used.

Should not be found on card; If found, ignore.

10 0x10 Food prescription conflict. Should not be found on card; Validation of benefit data values covered by business rule. If found, ignore.

11 0x11 No Food Benefits available. Should not be found on card; Validation of benefit data values covered by business rule. If found, ignore.

12 0x12 Vendor set this as user exceeded the number of PIN attempts.

Card cannot be processed.Halt and give message to reset the PIN.

13 0x13 Not used (see 0xFF in Hot List Lock Byte)

Should not be found on card. If found, ignore. If found, ignore.

14 0x14 Card had previously been locked by a vendor because it was on the hot card list.

Should not be found on card; Validation of hot card covered by MPSC WIC application card status. If found, ignore.

15-16 Reserved for POSCC use. Should not be found on card. If found, ignore.

17 0x17 A WIC Authorized Remote Issuer set this value when Remote Benefits were successfully loaded onto the card.

If the clinic is trying to cancel available remote benefit, the system processes the remote benefits as loaded (instead of canceling).

18-99 Reserved for future use. Should not be found on card. If found, ignore.

The BCD translation is under the control of the special module developed for WIC for the interaction between the card reader and the calling application. EDIS works with the numeric values found in the first column.

15.3.2.5.5Status Change DateWhen the MPSC WIC System sets the Status Change Reason to zero (0), the Status Change Date is set to 01/01/2000 as VeriFone software expects this value (treats it as null).It is assumed that the vendor system updates whenever it sets the status reason code.



16 Appendix: EBT Glossary of Acronyms and Terms

A A1: A1 is the header record of a file.ACH File: See Automated Clearing House File. This file contains vendor payments transmitted to a bank for electronic funds transfer (EFT).ACH ARF XREF: See Automated Clearing House Auto Reconciliation File Cross Reference FileACH OR: See Automated Clearing House Origination Rejection FileACK: See Acknowledgment FileAcknowledgment File: This file, commonly called an ACK, is the result of processing a vendor’s claim file. A Version 4 ACK is created in response to a Version 4 claim file. It is not available in the Version 2 standard. The file indicates the file disposition of a vendor’s processed claim file. A claim file may be rejected for errors (i.e. transmission) or accepted for processing.Acquiring Institution: The vendor’s Acquiring Institution ‘acquires’ the vendor store claim from the vendor and forwards it to the Forwarding Institution, if one exists, for transmittal to the EBT host for settlement processing and payment. A vendor’s Acquiring Institution may also be its Forwarding Institution. A vendor may act on its behalf, performing all functions – vendor, acquirer and forwarder.Acquiring Institution ID: This is the unique identifier assigned to a Acquiring Institution.American National Standards Institute: Commonly called ANSI, this is the organization responsible for the standardization of technical terminology, specifications, and units of measurement in the United States.ANSI: See American National Standards Institute.API: See Application Programming Interface.Application Programming Interface: A specification that is used as an interface between software components to communicate with each other. EDIS uses APIs to communicate with the MPSC WIC system.APL: See Authorized Product ListARF: See Auto Reconciliation FileARF Claimed Amount: This is the amount that a vendor expects or ‘claims’ to be paid.ARF Discount Amount: This is the amount that the purchaser received as a discount either at the trip thru the lane level or the UPC level. It is related to a coupon or a special that the vendor is allowing. This amount is informational and has no effect on the vendor’s claimed amount or paid amount.ARF D4: This is a WIC detail claim record, specifically the D4 record found within an Auto Reconciliation File (ARF). It contains the data related to the trip-thru-the-lane. ARF D5: This is a WIC detail claim record, specifically the D5 record found within an Auto Reconciliation File (ARF). These transactions are manually generated by the



WIC program to collect or pay monies to vendor due to various business situations. It contains the data related to dollar adjustments for the vendor. These adjustments may be a Credit (add to vendor payment total) or Debit (subtract from vendor payment total).ARF E1: This is an addendum record, specifically the E1 record found within an Auto Reconciliation File (ARF). It contains the terminal information regarding the D4 record. There is a one-to-one relationship between the D4 and E1 records.ARF E2: This is an addendum record, specifically the E2 record found within an Auto Reconciliation File (ARF). It contains the data related to each UPC/PLU purchase related to the trip-thru-the-lane. An E2 is always related to a D4 record. There is a one-to-many relationship between the D4 and E2 records.ARF Paid Amount: This is the amount that WIC has decided to pay the vendor. It is based on his claimed amount as well as rules that the vendor has agreed to. If the vendor has adhered to the rules, they receive they claim amount. It a rule has been violated, the paid amount is often less than the claimed amount.Auto Reconciliation File: This file, commonly called an ARF, is the result of processing a vendor’s claim file. A Version 2 ARF is created in response to a Version 2 claim file and a Version 4 ARF is created in response to a Version 4 claim file. The ARF indicates the amount WIC has approved for payment for each transaction and transaction item in a claim, any account-level adjustments applied against that claim, and the total payment authorized for that claim. Automated Clearing House Auto Reconciliation File Cross Reference File: This file, commonly called an ACH ARF XREF, is created when an ACH file is created. The file contains every ARF whose payment amount was aggregated during the creation of the vendor records found in the ACH file. Automated Clearing House File: This file, commonly called an ACH, is created to pay the vendors based on their processed ARF files and manual adjustments completed by state personnel. The ACH file is sent to the EBT Bank for payment processing.Automated Clearing House Origination Rejection File: This file, commonly called an ACH OR, is the result of the EBT Bank’s processing of an ACH file. It indicates the disposition of the vendor payments records, i.e. whether they were accepted or rejected.Authorized Product List: This file, commonly called the APL, contains the UPC/PLU products that can be purchased. This file is made available to the vendor systems.

BBAR Code: In WIC, bar codes are typically used to identify UPCs. An array of paralleled rectangular bars and spaces arranged according to the encoding rules of a particular symbol.BCD: Binary Coded Decimal is a type of encoding that is used on the EBT Smartcard. This allows a two digit string to be converted from its hexadecimal representation to a base 10 array of single byte characters; thereby allowing a four digit number to be represented in 2 bytes.BIN: The first six digits of the account number appearing on the card. Each state implements a unique BIN for state program identification.Binary Coded Decimal: A type of encoding where a value is represented in binary format.

C



Card Acceptance Device: A device that contains functions that, in conjunction with a card, performs a transaction. For grocer systems, see Point of Sales Terminal.Category: A 2-digit code that identifies a WIC grouping of food.Claim: A collection of in-lane transactions submitted by a vendor daily for settlement processing and for payment in a single file by a vendor. Claim Error File: This file is the result of processing a vendor’s claim file. A Version 2 Claim Error File is created in response to a rejected processing of a Version 2 vendor claim file. It is not available in the Version 4 standard. The file indicates the reason for rejection.Cash Value Voucher: Commonly called CVV, it is a WIC food benefit that is issued in currency (dollars/cents) for the purchase of approved fruit or vegetables. Also, it can be referred to as a Cash Value Benefit or a CVB.CVV: See Cash Value Voucher.

DDFI: Depository financial institution – This is the financial institution where vendor payments are deposited.DP: Detail Pricing – This refers to the peer group pricing record layout found in the UPC/PLU interface file.

EE2: See ARF E2.EBT: See Electronic Benefits TransferEBT Device Interface System: Commonly called EDIS. This is the software that performs that interface with the EBT card reader. EDIS consists of a set of APIs that are embedded in the code base of the MPSC WIC system. The primary function of EDIS is to read and write data to the card.EBT Host: Central Server managing EBT food benefit data; either within the state or as a contracted service.ECR: See Electronic Cash Register.EDIS: See EBT Device Interface System.EFT: Electronic Funds TransferElectronic Benefits Transfer: Commonly called EBT, this is the electronic transfer of government benefit funds to individuals through the use of card technology and Point Of Sale (POS) terminals.Electronic Cash Register: Vendors uses Electronic Cash Register systems to capture transaction details (i.e. purchases) that interface with the EBT Host system. These system must be certified for use so they are tracked in the MPSC system.

F Forwarding Institution: A vendor’s Forwarding Institution forwards the vendor store claim to the EBT settlement system for processing and payment.Forwarding Institution ID: This is the unique identifier assigned to a Forwarding Institution.FDTU: First Date to Use – This is the first date that a WIC food benefit is available to be used or spent, often, referred to as First Date To Spend.



File Transfer Protocol: Commonly called FTP, this is a standard Internet protocol is the simplest way to exchange files on the Internet. FTP uses the Internet’s TCP/IP protocols to download files to computers from servers.FTP: See File Transfer Protocol.

G H

HCL: See Hot Card List FileHot Card List: This file, commonly called the HCL, contains the list of cards that have been ‘hot’ carded. A ‘hot’ card is not permitted to process benefits.

I ICC: Integrated Circuit ChipInternational Organization for Standardization: Commonly called ISO, this is a non-governmental organization established to promote the development of standardization and related activities through a federation of national standard bodies in over 100 countries.ISO: See International Organization for Standardization.

K L

LDTU: Last Date to Use – This is the last date that a WIC food benefit is available to be used or spent, often, referred to as List Date To Spend.

MMessage Reason Code: Commonly called MRC, message reason codes provide the receiver of a transaction the reason for the adjustment to the claimed amount of that transaction.MRC: See Message Reason Code.

N Not To Exceed Amount: Commonly called the NTE, this is the amount that a grocer should not exceed when charging for a given UPC. If the grocer does exceed, their paid amount is adjusted accordingly.NTE: See Not To Exceed Amount.

OOLTP: See Online Transaction Processing.Online Transaction Processing: Commonly called OLTP, this is the database or system of the primary WIC MIS application. For MPSC system, this is a centralized server and database.

P PAN: See Primary Account Number.PIN: See Personal Identification Number.Personal Identification Number: Commonly called a PIN, this is number chosen and reserved by a user to access EBT or EFT programs. A PIN is usually associated



with card-based technology use. When the card is swiped at a card acceptor device, the user enters a PIN on the terminal in order to verify his/ her use.PJA: Paul Jaeger Associates. This is the contractor who supports Wyoming WESS system.PLU: See Price Look Up. Point of Sales Conditional Code: Commonly called a POS CC, this is the point of sale condition code of the educational buy trip through the lane D4 transaction. This is also known as the POS Data Code.Point of Sale Terminal: Commonly called a POS Terminal, this is an electronic hardware device used at the retail point of sale and designated to accept cards, that, when activated by a cardholder through use of an EBT card, is capable of initiating a request for authorization of a purchase or balance inquiry from an WIC EBT card or account. It is also known as a Card Acceptor Device (CAD).POS CC: See Point of Sales Conditional Code.POS Terminal: See Point of Sales Terminal.Price Look Up: A code, commonly called a PLU, used to identify an unpacked food item, such as produce.Primary Account Number: A unique identifying number used to reference a card that contains benefits and is therefore a financial account. This is the number on the front of the EBT card.

Q R

R/T: See Routing/Transit number.Reconciliation: This term refers to the back office process of reconciling important information between multiple sources. For example, bank reconciliation is a process that explains the difference between the bank balance shown in an organization’s bank statement, as supplied by the bank, and the corresponding amount shown in the organization’s own accounting records at a particular point in time. In EBT, dollars and food benefits may be reconciled.Redemption: This term refers to the process of expending issued food benefits. A vendor produces a claim for payment.Redemption, Settlement and Reconciliation: This term, commonly called RSR, refers to the back office processing of vendor claims for payment. This encompasses the processes from the start of a vendor claim submission until the closing of the draw that covers the processed ACH file for the vendor payments. Remote Smartcard Benefits Available File: This file, created within the WIC system, is made available to the vendors or kiosks. The file contains benefits that are available to load to WIC Smartcards remotely in the vendor or kiosk systems.Remote Smartcard Benefits Loaded File: This file is the result of a vendor or kiosk system remotely loading the benefits from a Remote Smartcard Benefits Available File. It is returned to the WIC system for processing.Routing/Transit number: A nine-digit number which identifies a bank or other financial institution. The first eight digits are the R/T number of the financialinstitution, and the last digit is a check digit. The U.S. banking system uses the R/T number together with the check digit to route an ACH transaction to the proper financial institution for posting.



RSR: See Redemption, Settlement and Reconciliation.S

Settlement: This term refers to the process of processing vendor claims for redeemed benefits. The process includes verify conditions to determine payment as well as the transfer of funds to pay the processed claims.Subcategory: A 3-digit code that identifies at a lower level a WIC grouping of foods. A Subcategory is always within a Category.

T Trace File: The file is produced based on agreement between the WIC system and the EBT Host system. These systems process a number of files between them. The receiving system is required to produce a corresponding trace file for each file it receives from the sending system. The file indicates the file disposition of a processed file. A file may be rejected for errors (i.e. structurally invalid) or accepted for processing.Trip through the lane: Purchase data associated with a single trip through the grocery store lane found in the ARF D4, ARF E1 and its associated ARF E2 records.

U Universal Product Code: The code, commonly called a UPC, is used to identify retail items, including WIC approved items. It is represented by a bar code, which can be scanned to obtain the UPC. UPC: See Universal Product Code.

V V2: See Version 2.V4: See Version 4.Version 2: This, commonly called V2, refers to the original version of file processing found in the EBT WIC industry. Version 2 refers to TX WIC EBT-ESD In-store Processing (10/2008), which is a clarification of X9.93:2004.. Most of the currently implemented WIC EBT systems support the exchange of V2 files.Version 4: This, commonly called V4, refers to the most recent version of file processing found in the EBT WIC industry. Version 4 refers to the “future” standard, which is based on X9.93:2008, with clarifications provided by FNS in three separate publications: Universal Interface, WIC EBT Technical Implementation Guide, WIC EBT Operating Rules. Most of the WIC EBT systems currently are in design to support the exchange of V4 files.

WWIC EBT Settlement System: Commonly called WESS, this is a portion of the EBT Host system implemented in the MPSC WIC Wyoming system. The EBT Host system is supported by Paul Jaeger and Associates (PJA). WESS consists of a set of interface batch processes that send or receive files with the MPSC WIC system. The primary function of WESS is the sharing of this information between the two systems.WESS: See WIC EBT Settlement System.

XXREF: This is a common abbreviation for ‘cross reference’. Cross reference typically is the referencing of information between two entities. One example in the MPSC



WIC system is the ACH ARF XREF file. This file cross references data between the ACH file and the ARF files.

YZ

Z1: Z1 is the trailer record of a file.


Documents

DFDD System Overview - cdp-ky. Web view07 DFDD SA 5 Vendor Management Screens. ... The name of each MS Word document DFDD starts with “DFDD xx” where xx is a designation of the