EBT Implementation Chart

The following chart is an attempt to represent graphically the decisionmaking and planning process of a public sector agency implementing an Electronic Benefits Transfer program. It begins with an assessment of the services EBT can provide, and then moves on to recommendations about what managers need to take into account in first considering and then implementing an EBT program. The Implementation Process Flow Chart, near the bottom of this page, is a step-by-step guide for public sector managers. Agency officials in Texas should also consult with the guidelines prepared by the Texas Department of Information Resources.

This chart was prepared by Andrzej Sanderski.

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Services EBT Can Provide

System Implementation Template

Overview of current program(s) Include brief characteristics of the programs with corresponding caseload and statistical data. Conduct a detailed analysis of the present distribution process which includes the following elements: Authorization of benefits Benefits issuance Benefit redemption Drawing down funds Reconciliation Reporting activities Maintain case Summary of current costs

EBT system project goals Establish goals and objectives for the EBT system to: Improve clients' access to benefits; Provide efficient and cost effective delivery of the benefits Assure efficient and cost effective acceptance and processing for service providers Utilize and develop existing EBT infrastructure Respond to client inquiries and complaints Meet Federal and State legal, policy, procedural and regulatory requirements

EBT system project benefits Reduced stigma Reduced anxiety associated with benefits arriving late or not at all Immediate availability of benefits Promote self sufficiency by teaching money management skills Increased convenience in clients' access to benefits Improved commercial providers process Faster access to funds for commercial providers Reduced opportunity for fraud Increased accountability of benefit redemption Additional volume of transactions to the existing network infrastructure Promote cooperation between public and private sector Increased public acceptance of the programs

EBT system project costs Start-up costs EBT Project Team Consulting costs Existing System Modifications On-going operational costs EBT vendor costs Training costs State, office, EBT staff

Implementation Process Flow Chart

Resource requirements Identify external and state resource requirements for implementation of the EBT project. External resources As a part of preparation of a Request for Proposal (RFP), define the responsibilities held by the EBT Vendor to be described in terms of contract. State resources EBT Project Team; Pilot project implementation area staff; Specialized Committees and Workgroups involving staff from Agency's central and regional offices; Procurement management team.

Project management plan Begin the EBT planning activities which include: System functional requirements specifications Feasibility study Alternatives analysis of existing service delivery systems Cost-benefit analysis of selected alternative Analysis of existing benefit delivery process and billing systems Analysis of mainframe/systems processing, specific tasks and client processes requiring modification Analysis of new tasks required for EBT delivery Changes in policies and procedures; Training Plan Assembling bid response evaluation team, including staff from agencies with appropriate areas of expertise (e.g. GSC, DIR, Comptroller)

Planning and Analysis Submit Planning Advanced Planning Document (PAPD) for state/federal approval Obtain state/federal approval

Submit Pilot Project Implementation Advance Planning Document (IAPD) and RFP for state/federal approval Obtain state/federal approval

Issue RFP

Receive and review bids from vendors

Execute contract

Begin live test

Implement pilot project

Evaluate pilot results

Submit APD for state/federal approval for statewide deployment Obtain state/federal approval for statewide deployment

Implement EBT statewide

 

 

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