WINNIE the Scoop! Newsletters

May 1, 2025

Important Dates

• 8PM Friday, May 2 – 7AM Monday, May 5 – All WINNIE environments (Production, Training, and Infoview) UNAVAILABLE
• Saturday, May 3 – Installation of Release 3.4.1 on WINNIE servers
• Monday, May 26 – Memorial Day – MN Help Desk and State Office CLOSED

WINNIE Release 3.4.1

Installation
Gainwell will be installing WINNIE Release 3.4.1 on Saturday, May 3. All WINNIE environments (Production, Training, and Infoview) will be unavailable from 8:00 PM on Friday, May 2 through 7:00 AM Monday, May 5.

On May 5, the first day of clinic after installation, it may take longer to login as the system pulls down new information to your computer.

Release Document
The WINNIE Release 3.4.1 Document (PDF) is now available on the WINNIE Release & Update Documents page on the MDH WIC website. This document details revisions to Health Information pages, updates to risk factor thresholds for 211 (Blood Lead Level) and 331 (Pregnancy at a Young Age), 27 bug/issue fixes, and 3 new bugs introduced by Release 3.4.1.

New Issues Web Page

On Monday, May 5th, the Transition Guide will be removed from the MDH WIC website and replaced with the new WINNIE Bugs & Issues webpage. All current and future issues impacting WINNIE will be added to this webpage for reference.

Bugs/Issues Introduced by Release 3.4.1

Although thorough testing of each release is performed, bugs or issues can be introduced whenever there are software changes. The following are 3 new bugs (included in the Release Document) that will occur once Release 3.4.1 is installed.

HIGH RISK

RF 371 Automatically Flagged High Risk when “Other Nicotine Products” Toggled On (URB# 256599)

Issue: When “Other Nicotine Products” is toggled on for Pregnant and Breastfeeding participants, Risk Factor 371 is assigned (as it should be) but the risk factor is being flagged as high risk. (Risk Factor 371 is only high risk if more than 19 cigarettes are smoked per day.)

What to do: If no other high-risk risk factors are assigned, toggle on Resolve System Assigned High Risk on the Risk Factors page to remove the high-risk designation.

Resolution: Not assigned to release.

NOTES

Note Visibility Depends on Zoom Level (URB# 250430)

Issue: Increased zoom magnification can result in the Edit and Delete buttons not displaying on the Manage Notes page.

What to do: You can adjust your zoom by:

• Clicking the Settings icon (3 vertical or horizontal dots) on your browser (3 dots) and clicking the Zoom + icon.
• Holding the CTRL key down and scroll up using the mouse scroll wheel.
• Holding the CTRL key down and pressing the + key.

Resolution: Target is Release 3.6.0.

SCHEDULER/CLINIC SCHEDULE

Confirmed Comment Does Not Display (URB# 252212)

Issue: If you write a comment after confirming an appointment, it does not continue to display the bubble icon (indicating there is a comment) after closing the Appointment Details modal. If you click the Edit icon, only the confirmation date displays and not the comment. Although it is not displaying in WINNIE, the comment is being saved to the database.

What to do: If the comment is important to your agency processes, you will need to write an alert or note instead.

Resolution: Target is Release 3.6.0.

Call the MN Help Desk First if You Have Signature Pad Issues

If you are having an issue with your signature pad, please call the Help Desk to first trouble-shoot the issue before requesting a new signature pad. Often, the issue can be resolved by updating drivers or with other assistance. In general, we will not replace signature pads if a hardware request is submitted and there isn’t a call to the Help Desk documenting that you are having problems with your signature pad and that troubleshooting did not resolve the issue(s).

Reminders

Correct Benefits for Evaporated Milk

There are still almost 300 participants whose benefits for evaporated milk need to be corrected! All households with a member receiving evaporated milk must have a benefit cycle with a Last Date to Use (LDTU) of the 6th. Please see the Evaporated Milk Follow-up – ACTION ITEM! (PDF) memo for an overview of the milk change, why the dates are important, how to identify households, and how to change the LDTU.

Only One Woman Per Household

The State Consultants have received a couple of questions about families with more than one woman receiving WIC services. When this occurs, each woman should be in her own WIC household and the infant she gives birth to linked to her record. Please keep in mind that households should only ever have one woman in them.

Child Records Cannot Be Used for Returning Woman Participant

Existing participant records should never be changed from an infant/child category to a woman category. Please see the February 6 WINNIE the Scoop topic: Cannot Change Women Records to Infant Child or Vice-Versa below for more information.

Create Food Package for Non-Breastfeeding Woman’s 18th Birthday

All 18-year-old non-breastfeeding women must have a food package with an Effective Date of their 18th birthday to be able to issue benefits that overlap her 18th birthday. (This was previously included in the March 6 WINNIE the Scoop and can be found on the WINNIE User Tips page under Benefit Issuance.)

Use Block Function to Block Time in WINNIE Scheduler

This is just a reminder that all agencies should be using the Block function to indicate time periods on a Resource Schedule when appointments shouldn’t be added and should no longer be using the TIME BLOCK participants used in HuBERT. The TIME BLOCK participants were created as a work-around because blocking time could not be done quickly and had limitations in HuBERT. This “false participant” is no longer necessary and should not be used in WINNIE.

If you need the ability to block time on the calendar and don’t currently have it, please contact your WIC coordinator to see if you can get access.

Please see the WINNIE Training Module: Calendar 4B - Resource Schedule Blocks for more information about how to use the Block function.

Initial Contacts and Unexpected Participants in Infoview Outputs

We’ve seen a couple of instances whereby participants are displaying on the Initial Contacts Requirements Not Met Infoview report that show an Initial Contact has been completed when the modal is opened in WINNIE.

Explanation: Upon research, we have determined that this occurs when you complete the Initial Contact after the certification. When an Initial Contact record is created, it has two dates associated with it: the Initial Contact Date that you see in the modal and that you can change (up to 30 days prior to the current date) and the record’s Create Date/Time. The Create Date/Time is when the Initial Contact record was added in WINNIE and can only be seen in the database. The Create Date/Time is how we can determine that these Initial Contact records are being created after the certification is completed.

How Initial Contacts Work: When an Initial Contact is created, a record is inserted into the database with a blank Certification ID. If a certification is completed after the Initial Contact, but within 60 days of its Create Date/Time, the unique Certification ID assigned to that cert when it is completed is entered into the Initial Contact record, linking the Initial Contact to that certification. However, if the Initial Contact is created after the certification, the system does not retroactively link it to the cert. Instead, the Initial Contact record waits for a certification to be completed on a date that is after the Initial Contact’s Create Date/Time or it is removed during End-of-Day after 60 days, whichever occurs first.

While the Initial Contact record waits to be linked (within 60 days of its being added), it appears as if it has been completed correctly, especially if you have changed the Initial Contact Date to a date prior to the certification.

Initial Contacts and Infoview Outputs: Infoview reports that identify incomplete or unmet requirements compare the Initial Contact’s Create Date/Time to the Cert Start Date. If the Initial Contact’s Create Date/Time is after the Cert Start Date (and other report criteria are also met) the participant will display in the output as not having a completed Initial Contact.

Questions & Answers

See WINNIE Questions & Answers to view questions that have been previously submitted from local agencies about WINNIE. You can submit your own question using the WINNIE Questions for the State WIC Office form.

April 3, 2025

Infoview Reports – Counting Certs/Recerts

This is just a reminder that in order for Infoview reports to correctly count certifications, they must be started and completed on the same date. This is due to the criterion used to exclude pseudo-certs, which requires the Cert Start Date (date started) to be equal to the Cert Effective Date (date completed).

March 6, 2025

WINNIE Training Database Refreshed on 3/18

All existing training accounts were deleted as part of the refresh process. Any agencies wanting to use WINNIE Training after Tuesday, March 18th, will need to contact the MN Help Desk (1-800-488-8799, press 2, 2 or mnhelpdesk@gainwelltechnologies.com) to have their agency’s training account re-created.

Training refreshes will occur each quarter. After each refresh, if using WINNIE Training, your agency will need to contact the Help Desk.

February 6, 2025

Cannot Change Women Records to Infant/Child or Vice-Versa

Changing Prescreened Participants from Woman to Infant/Child (or vice-versa)
We have had a couple of instances in which staff have had issues linking infants to mom. When the Help Desk researched these issues, they found that the record had initially been prescreened as a woman category and had been changed to an infant or child category, and vice versa. Participant records, once created, cannot be changed from woman to infant/child nor from infant/child to woman.

This is due to “skeleton records” that are added to certain tables when a new participant is prescreened based on the participant’s WIC Category. For instance, a skeleton record is added to CHILD table for infants and children. If a CHILD record doesn’t exist, you cannot link mom and baby (and other issues may occur).

If you prescreen a woman participant when you should have selected infant or child for the WIC Category (or vice-versa), you should complete another prescreen selecting the correct category. Write down the State WIC ID for the incorrect and correct participant records and have your Agency Admin use the Potential Duplicates function to mark the incorrect participant record as a duplicate.

Child Participants Returning as Women
The Help Desk has also received a couple of calls asking if an existing child’s record could be changed to pregnant or postpartum if the child returns to WIC as a woman. Again, existing records should never be changed from an infant/child category to a woman category. If a woman has participated in WIC as a child, a new woman record should be created for her if she returns as pregnant or postpartum.

NOTE: In general, you shouldn’t be able to find records that haven’t been used in more than 6 years because the system should be purging them. However, we continue to have issues with the purge process and because of this, you may be able to find child records for women returning to WIC as an adult.

January 9, 2025

All content has been deleted since no longer timely or relevant OR has been moved to the WINNIE Bugs & Issues or WINNIE User Tips pages.

December 5, 2024

All content has been deleted since no longer timely or relevant OR has been moved to the WINNIE User Tips page.

November 7, 2024

Logging into Mobile Management

The following information was previously provided in an email on Monday, September 23.

The URL for Mobile Management was updated on Monday, September 23 to: https://mobile.mnwic.net/MobileWeb/index.html.

Your username for both WINNIE and Mobile Management are the same. For more information about logging in or changing your password, please refer to the Mobile Management and Contact Us Overview (PDF).

Do Not Void Benefits for Transferred Participants

In general, do not void benefits previously issued to participants that transfer to your agency unless there is an issue with their food prescription. As long at the food benefits are appropriate, you shouldn’t void their benefits just so that you can get the participation count for those benefits. (Training Module Reference: Transfers 1B – Agency-to-Agency)

SWIPe

Just a reminder that SWIPe needs to be open to be able to use signature pads, card readers, and scanners with WINNIE. SWIPe allows our peripheral hardware to communicate with WINNIE and if it isn’t open, an error will display when trying to collect signatures, read card numbers, and/or scan documents.

For easy access, best practice is to pin SWIPe to your taskbar since you will most likely use it every time you work in WINNIE. For information about how to do this, see the Hardware training module (TOC: SWIPe >> Pin to Taskbar).

October 3, 2024

WINNIE Training

“Cheat Sheets” and WINNIE Functionality

At this time, we are not providing “cheat sheets” for most of WINNIE’s functions. However, we’ve created two that address specific scenarios:

• Change Household ID – Direct Shipped Formula
• In Case of Participant Death

Both of these can be found under Change Household ID on the WINNIE Training page.

If, once you have reviewed the training modules, you feel there is another specific scenario that may require a cheat sheet, please use the WINNIE Questions for the State Office form to submit your suggestion.

September 12, 2024

Future Approved Change Requests for WINNIE

Any suggested changes to WINNIE must be documented by the State Office and assigned a severity, discussed with (and approved by) the SPIRIT Users Group (SUG), and then prioritized by the SUG for inclusion in a future release.

The following were suggestions provided by our pilots that will be included in a future release.

August 1, 2024

Technical Details Available for Agency IT

If you are having difficulties with logging into WINNIE and you are working with your agency IT, a document has been added to FileZilla in the agencygateway >> WINNIE Firewall Requirements folder.

This document, WINNIE Firewall Requirements, provides technical details to IT staff who may need to make changes to Local Agency port or firewall settings for WINNIE users to be able to successfully access WINNIE.

July 11, 2024

Training - Reference Documents Available

Per requests from local agencies, we’ve added a couple of documents to assist with training.

1. WINNIE Training Module Checklist (WORD) – lists all modules by topic and their duration and can be used to keep track of the modules or information in modules that you’ve completed.

2. Reference for browser settings based on your preferred default browser – “how to”: set your default browser, ensure your login isn’t saved, clear your browse cache, bookmark the WINNIE login page, set your zoom preference, allow pop-ups in WINNIE, ensure downloads are deleted daily, and open the Develop Console, which may be helpful when working with the MN Help Desk.

• Browser Settings for Microsoft Edge (PDF)
• Browser Settings for Google Chrome (PDF)

June 6, 2024 - November 18, 2020

All previous WINNIE the Scoop content has been deleted since no longer timely or relevant.