Colorado WIC Program Policies and Procedures Section 4: Organization and Management

Revised: 01/01/2024

Page 1 of 2

Local Agency WIC Equipment and Inventory

Policy: Local Agencies shall purchase and maintain appropriate equipment to operate the Compass computer system.

Regulation: Office of Management and Budget Circular A-130, State Agecny and FNS Guidelines and instructions

Procedure/Additional Guidance: Computers Based on a predetermined schedule,the State office will allocate additional funding to elegible local agencies through a comtract amendment process for the purchase of new destop and laptop computers. The notification regarding eleigibility will be sent to the agencies prior ot the actual contract amendment. Local Agencies should work with their local IT department and collaborate on the specific needs required for WIC computers. Some specifics to be sure of before making computer purchases are:  Compatibility with Compaass: The new computers should be compatible with Windows 10, as Compass operates using this operating system.  Scanning Documents: When purchasing 64-bit computers, scanning documents within Compass requires a work around. Agencies need to scan the documents as black & white TIFF or JPEG files outside of Compass first andthen attach the files to Compass.  Anti-virus Software: It is recommended to use either McAfee or Norton for anti-virus software to ensure the security of the sytems.  Sufficient USB Ports: The new computers should have an adequate number of USB ports to acocomodate various periperhrals, such as mice, keyboards, signature pads, and magnetic stripe card readers.

The Local Agency WIC Program are instructed to follow their local agency policy when disposing of any computers and/or computer equipment.

All contract funds, including the computer funding, must be expended by the end of the current fiscal year. Unspent funds will not roll to the next fiscal year.

Multi-Function Printers The responsibility for the purchase of a multi-function printers lies with the local agency, if it is needed.

Magnetic stripe card reader The responsibility for the purchase of a strip card reader lies with the local agency, if it is needed.

Compass, the system used for WIC operations, requires the card reader device to present the card data as keyboard input. Therefore, a standard magnetic card reader device, such as one fo the USB-connected Magtek readers, will work seamlessly with Compass.

When considering which magnetic stripe card reader to purchase, the local agency must pay attention to the following critical specifications: 1. Card Format Compatibility: The card reader must be capable of reading ANSI/ISO/AAMVA car formats, ensuring that it can handle the standard formumats used for identification cards. 2. Keyboard Emulation Interface: The reader must provide a keyboard emulation interface, which means that when a card is swiped, the data from the card wil be transmitted to the computer as if it were being typed on a deyboard. Ths allows Compass to receive the card data and process it accordingly.

By selecting a magnetic stripe card reader that meets these specifications, the local agency can ensure seamless integration with Compass and smooth processing of card data for eQIC purposes.

Topaz Signature Pads The responsibility for the purchase of a Topaz Signature Pad lies with the local agency, if it is needed. The specific specifications for the signature pads and pens are as follows:

Colorado WIC Program Policies and Procedures Section 4: Organization and Management

Revised: 01/01/2024

Page 2 of 2

1. Topaz T-L755 Signature Gem LCD 4x3 pad (#T-LBK755-BHSB-R): This model is the Topaz Signature Gem LCD 4s3 pad. The model number is T-LBK755-BHSB-R 2. Topaz Signature Gem Series Replacement Pen (#P=ET110-HN): This is the replacement pen designed for the Topaz Signature Gem Series. The model number for the pen is P-ET110-HN

When purchasing these signature pads and pens, the local agency should ensure that they match the specified models to ensure compatibility with the system and smotth operation for capturing signatures electronically.

Inventory Local agencies that use WIC funds to purchase computer equipment, computer peripherals, television equipment and television should maintain a written equipment record for their records according to the Local Agency guidance.