SUBJECT:    Core Responsibilities Matrix for WIC Services and WIC Fact Sheet

 -A-15-07 June 4 2007

Use the following matrix of core job responsibilities to re-structure the provision of WIC services in your jurisdiction through contracted service arrangements, memoranda of understanding, etc. 

 

COSTS TO CARRY OUT LEAD AGENCY RESPONSIBILITIES PER FACT SHEET

 

Determine the overall budget for the service area, work with Satellite to determine appropriate portion of budget to assign.  

Total Cost- $1605.83

  • Vicky Tusler RD LN Program Coordinator -plans budget on collaboration with satellite staff- 7 extra hours beyond local budget plan = $183.40
  • Meeting between Vicky Tusler , Sylvia DEAP Executive Director, and Sharla Helland -Business Manager to approve budget  - $75.00
  • Sylvia Danforth DEAP Executive Director and Vicky Tusler RDLN,  Program Coordinator travel to meet with county commissioners to finalize and sign contracts
    • Big Horn County - $262.00 staff time + 141.80 milage/lunch =      403.80
    • Powder River County – 183.40 staff time + 77.60 milage/lunch =   261.00
    • Fallon/Carter County – 183.40 staff time + 86.51 milage/lunch =   269.91

(Carter County – expense by Fallon Co – milage/staff = 93.95)

    • Rosebud County – 131.00 staff time + 48.68 milage/lunch  =        179.68
    • Treasure County – 157.20 staff time + 75.84 milage/lunch =         233.04

 

Develop a nutrition education plan, breastfeeding promotion and support plan, and an outreach plan for the service area.  Strive to meet the goals of the plans.  

Total cost   $439.20

  • 2 additional hours beyond local plan per site = $52.40 x  8 additional local clinics = $ 419.20
  • Phone and fax charges = $2.50 per clinic  x 8 clinics = $20.00

 

Develop a plan for providing minimal essential services during an emergency situation or staffing shortage to provide such coverage to all clinic sites  

Total cost   $439.20

  • 2 additional hours beyond local plan per site = $52.40 x  8 additional local clinics = $ 419.20
  • Phone and fax charges = $2.50 per clinic  x 8 clinics = $20.00

**If plan is initiated then the cost will include salaries, travel etc that is not included in the cost of developing the plan

 

Ensure compliance with State Plan including policies, procedures and guidance.  Submit Local Agency policies and forms effecting participant eligibility to the State Office for approval.

Total Cost $471.60

  • Monthly communication with staffed satellites 30 min x 3= 1.5 x 26.20 x 12 months= $471.60

 

Contract with the State Agency.

Contract with Satellite Counties /Service Areas. Determine services/items to be provided by a satellite agency or subcon-tractor and any allowable charges.

Total Cost - $166.70

  • Evaluate Lead agency contract with the state agency – Vicky Tusler – 1 hr – $26.20
  • Prepare contracts – arrange meetings to sign Vicky Tusler – 30 min each X 5 = $65.50
  • Meeting between Vicky Tusler , Sylvia DEAP Executive Director, and Sharla Helland -Business Manager to approve contracts  - $75.00
  • Travel to sign meet with satellite counties – included in budget line item

 

 

 

Request and maintain clinic sites.  Determine staffing requirements for service area

Total cost – included in other line items

  • Part of contract with satellite – to provide and maintain site -expense included as satellite responsibility in agreement
  • Determine staff – cost included as part of budget planning line item

 

Ensure qualified staff/personnel are employed at Lead Agency and Satellite –

Total cost $393.00 per position turnover

  • Dependant upon retention of current staff
  • Big Horn County – 2 staff turnovers this FY cost of support for recruitment – time for lead agency staff – 5 hours – $131.00
  • Arranging for  computer training, cs# set up etc… upon hire 2 hr per hire – $52.40
  • Training of new CPA’s minimum 8 hours – $209.60

 

Ensure adequate RD services for all participants in service area to meet state standards –

Total Cost – $2891.33

  • Special Formula Approvals – @ 40 per year x 10.00 ea = 400.00
  • RD education to high risk  participants if no RD at satellite – travel to clinic and staff time
    • Fallon / Carter Co.  – 3 x per year at $ 296.11 = $888.33
    • Big Horn Co. (if new CPA not RD) – 4 x per year x $400.80 = $1603.00
    • Rosebud /Treasure Co.  – participants come to Miles City or staff switch
    • Powder River Co – RD provides all service

 

Provide administrative oversight and technical assistance (not computer problems) to the Satellite.  Request TA and guidance from the State Office with regard to questions and issues from all clinics. 

Total cost $1080.16

  • .5 hour per month per satellite – (3) = 18 hr per year x 26.20 = $471.60
  • Mailing of appointment reminders – Treasure/ Rosebud county  1 hr staff time a month  = $11.84 x 12 = $142.08 + postage @ 10.00 = 152.08
  • Support Staff to take phone calls and make appointments -1 hr staff time a month  = $11.84 x 12 = $142.08
  • Service to Rosebud/ Treasure/ Powder River clients in Miles City office 1 hr staff time a month  = $26.20 x 12 = $314.40

 

Disseminate policy changes, procedure changes and updated information received from State Agency to all staff in service area.

Total Cost $3581.76

  • @ 2 communications and memo’s are received from the state weekly.  Each must be reviewed and forwarded by e-mail or fax to satellite and Lead must communicate with local staff to determine if communication was received and if there are questions (104 communications a year x 34.44 each =
    • Time 15 min per communication per satellite– lead staff cost – $10.48 x 3 remote staff $31.44
    • Phone & fax cost /postage- $1.00 per communication x 3 remote staff= $3.00

 

Maintain participant records meeting federal and Montana WIC requirements

Total Cost minimal – $25.00

 

Serve as the liaison for the service area with the State Agency.  Ensure coordination of the dissemination of information (BF, retailer, nutrition, training, outreach, etc.).  Update the State Agency with any changes

Total cost - $681.20

  • Liaison and state agency update – 2 hr per contract per year – 10 hr = $262.00
  • Retailer coordination – 2 hr per outlying clinic site per year - $429.20
  • Disseminating information - Included as part of policy change line item.

 

Address issues of compliance, problems or concerns for Lead Agency and Satellite.  Seek TA from State Office when necessary.

Total cost included in other line items

 

Determine appropriateness of expenditures submitted by Satellites.  Submit expenditure report for service area to State Agency.  Reimburse Satellites for appropriate allowable expenditures.

Total Cost $1620.00

  • 5 hours per month staff time for all satellites x $27.00 = 135.00 x 12 months = $1620.00

 

Lead Agency will maintain documentation for expenditure claims and payroll records including requiring Satellite to maintain such records for its claims.  Provide required audit reports for service area.

Total Cost $100.00

  • Printing, storage, misc costs - @100.00

 

Perform Nutrition Education Accounting (time study) according to requirements.  Submit reports for all clinics.  Ensure that service area meets the 1/6th requirement. 

Total Cost - $78.60

  • Must insure it is completed by all clinic staff for satellites, received , and filed here and forwarded to state office – 15 min per site x 3 sites = .75 hr x 4 x a year = 3 hr x 26.20 = $78.60

 

Consolidate order for state approved nutrition education materials, forms and supplies and disseminate to clinics in the service area. 

Total Cost $308.24

  • For ordering - 30 min per 3 staffed satellite x 4 x a year (2 nutrition/supplies, 2/breastfeeding) =              6 hours x 26.20 = 157.20
  • Distribution –sort /package orders– 30 min per 3 staffed satellites x 4 per year = 6 hr x 11.84= $71.04
  • Postage - $10.00 x 2 x 4 per year = $80.00

 

Perform self-monitors for service area as per state plan.

Total Cost - $958.19

  • Visit staffed satellite a minimum of 1 time per year.  May require a second visit if out of compliance
    • Big Horn County - $262.00 staff time + 141.80 milage/lunch =      403.80
    • Fallon/Carter County – 209.60 staff time + 86.51 milage/lunch =   296.11
    • Rosebud/ Treasure County – 209.60.00 staff time + 48.68 milage/lunch  =  258.28

 

Ensure all staff in the service area receive appropriate training to meet the State Agency standards for nutrition education, breast-feeding education, etc.  Ensure participants receive nutrition education and breastfeeding education meeting the standards within the service area.  Ensure all program staff receives adequate continuing education credits relevant to training needs and job duties.

Total cost $39.30 dependant upon adequate funds in State Sponsored Travel on FY budget

  • 30 minutes per remote 3 staffed sites– 1.5 hours x 26.20= $39.30
    • If adequate state sponsored travel funding is available for all to attend the Spring Public health and regional trainings, and staff is able to attend
    • Without adequate funding the cost will increase based on price of alternative training and or time for lead training coordinator to train.

 

Inform State Agency of training needed in service area.  Request guidance for appropriateness of training provided by other sources.

Total cost $39.30

  • 30 minutes per remote 3 staffed sites– 1.5 hours x 26.20= $39.30

 

 

 

Request from the State Office prior approval for CEU’s for non-State WIC sponsored training.  Provide information about objectives, target audience, topics, hours, etc

Total cost $39.30

  • 30 minutes per remote 3 staffed sites– 1.5 hours x 26.20= $39.30

 

Inform State Office of new employees in service area. 

Total cost $39.30

  • 30 minutes per remote 3 staffed sites– 1.5 hours x 26.20= $39.30
  • Must arrange for computer training, Assignment of computer access number
  • Cost dependant on staff turnover

 

Designate CBT training coordinator who will ensure all staff within the services area completes CBT within appropriate time lines.  Provide guidance to satellite.

Total Cost – FY2007 $1065.88

  • Cost variable dependant on staff turnover. New CPA trained on site in Miles City for CBT and essential nutrition services to participants
  • FY2007 Big Horn County replaced CPA 2 times
  • FY 2006 Fallon County replaced staff 1 time
  • FY 2007 Treasure Rosebud County Staff hired and trained
    • Big Horn County - $262.00 staff time + 141.80 milage/lunch =403.80 x2 = $807.60
    • Rosebud/ Treasure County – 209.60.00 staff time + 48.68 milage/lunch  =  $258.28
    • Fallon/Carter County – 209.60 staff time + 86.51 milage/lunch =   $296.11

 

 

TOTAL  COSTS TO BE A LEAD AGENCY  – MILES CITY = $16,063.00

 

 

 

Additional costs to be a lead agency due to state initial lack of adequate funding for FY 08 Budget

TOTAL COST - $1258.20  (and still adding up until satisfactory resolution reached)

  • Cost of meeting with Eastern Montana Consortium group to prepare suggested budget proposal by May 18, 2006 – mileage $38.80, staff time $104.80 -  143.60 x 4 in attendance $574.40
  • Staff time – $524.00 prepare this report, negotiate with state
  • Conference call with Sylvia Danforth, Vicky Tusler, Joan Bowsher – $55.00
  • Time for communication between Eastern Montana Consortium and MAWA – 4 hours $104.80