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Revised August 2019 XII. Administrative Procedures – Termination and Installation of Network Connections at Closing and New Sites

PROCEDURE 12.010 Implementing Office: Community Health Administration (CHA) Revised August 2019

Approved by:

_______________________ LaQuandra S. Nesbitt MD, MPH; Agency Director Review by Legal Counsel:

____________________ Phillip Husband, Esq.; General Counsel Effective Date: 01/01/2016

I. Authority USDA

II. Reason for the Policy CFR § 246.14(c) Program costs – Specified allowable nutrition services and administration costs III. Applicability DC WIC State Agency and Local Agency Staff

IV. Policy Statement This policy outlines responsibilities and procedures for State Agency information technology (IT) support personnel when assisting in the termination of network connections at closing sites, and the installation of network connections at new WIC sites.

This policy also outlines the responsibilities of the network provider and WIC Local Agency staff in assisting State agency IT personnel in preparation for closing, opening, or relocation of a WIC site.

V. Procedure for Local Agency Staff The following steps must be completed by local agency staff in preparation for network installation/de-installation at WIC sites:

1. Notify the State agency 90 days in advance in writing of the opening, closing or relocation of a site. The written notification must be documented on the agency’s letter head (Appendix 12.009A), and emailed to info.wic@dc.gov.

2. A Civil Rights Impact Analysis (CRIA) Form (Appendix 12.016C) is required to be submitted to the State Agency 90 days prior to closing or relocating a local agency and must be submitted at info.wic@dc.gov.

3. Depending on the opening or closing of a site, the local agency must determine where WIC computer data outlets will need to be connected/disconnected.

4. Have the necessary network cabling (drops) in their newly designated spaces, including network panels in walls, going in ceilings and making appropriate connections to the existing patch panel.

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5. Distribute marketing materials to WIC enrollees including the specific move date as well as the new location at the local agency clinic site that is to be moved or closed. 6. Pack WIC equipment at the current WIC clinic site for transport to the new location.

VI. Procedure for DC WIC IT Support Staff The following steps must be completed by the Department of Health (DC Health) WIC IT support staff once notification of WIC new site opening or site closing:

1. Determine the number of network printers, PC (computers), network lines to be moved.

2. Unplug monitors, mice, keyboards, printers, switch and router.

3. Label all WIC equipment.

4. Plug monitors, mice keyboards, printers, switch and router at the new location.

5. Coordinate installation of new network with LA management, LA IT and contractors as well as the WIC State Agency LA liaison.

6. Coordinate installation/de-installation of circuit and router with network provider in time to ensure seamless continuation of WIC services.

7. Print labels of enrollees and send a letter of the clinic site that is be relocated / closed (See Policy 12.009).

8. Coordinate the addition of new service site number in CARES (through DC System Administration module) and set up the print queue for the new service site number.

VII. Procedure for State Agency Representative

The following step must be completed by the State agency representative:

1. Use the printing labels that DC Health IT provided to send notices or letters of clinic relocation / opening to WIC enrollees at affected clinic site

VIII. Procedure for Network Provider The following steps are performed by the network provider concerning installation of network connections at WIC clinics:

1. The order is placed by DC Health IT with OCTO/DCNet.

2. OCTO/DNCET acknowledges that the order was placed

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Revised August 2019 3. OCTO/DCNET performs their portion of the installation. (Note that the installation/de-installation process may take up to 30 days and must be factored into total relocation and/or closing of WIC sites).

4. OCTO/DCNET or DC Health IT, establishes the CARES connection in the cloud.

IX. Appendix N/A

X. Reference 12.009 Facility Re-organization/Relocation Planning 12.009A Site Closing/Moving Agency Announcement Letter 12.016C Civil Rights Impact Analysis