WIC Other Information System Training

MOBILE MANAGEMENT AND CONTACT US

Local agencies can choose to use the Mobile Management - Contact Us feature to communicate with participants via text messages and securely obtain and download documentation required for appointments.

MN WIC APP AND CONTACT US

Using the MN WIC App - Contact Us feature, registered users can choose to "opt in" for texting. Once opted in, they can ask questions via text and securely submit documents directly to their Local Agency.

NOTE! If their WIC Clinic does not use Mobile Management to accept Contact Us messages, the user will receive an app message indicating this and informing them that they will need to contact their WIC clinic directly for further assistance.

Agencies must ensure all downloaded files that may contain private data are deleted from the Downloads folder and Recycle Bin daily on all computers that access Mobile Management and/or WINNIE. Installing the Download and Recycle Bin Script (PDF) provides instructions for installing a script that automatically deletes downloaded files (otherwise, they must be deleted manually).

OVERVIEW

Local Agency Coordinators can request to send custom messages directly to participants that belong to their agency and are registered MN WIC mobile app users. Upon approval by the State Office, a custom message, including a notification, can be sent directly to the messages section of the app.

Coordinators can also customize the audience by choosing to send directly to all registered participants that belong to:

• Their agency.
• A specific clinic within their agency.
• Multiple clinics within their agency.
• Specific WIC categories (i.e. children, infants, children and infants, etc.).

ACCESS

If you are a local agency coordinator and would like to be able to create custom messages, you will need to request access using the WIC User Access Form available on the Local Agency Portal.

• WIC User Access Form available on the Local Agency Portal.
• Select the Update Current User option: Add Mobile Management Access.
• Choose Custom Message, Contact Us & Group Text (Coordinators Only)
• An email will be sent to confirm access once approved.

NOTE! Access to Custom Messages is a separate access from standard Mobile Management access which allows use of the Contact Us feature.

SENDING A CUSTOM MESSAGE

Agencies must request to send a message at least 10 business days before the message should be sent. Exceptions can be made for emergency requests like a closed clinic.

TRAINING AND SUPPORT

The following video provides an overview of how to submit a request to send a custom message in Mobile Management: MBM Custom Message Overview

MESSAGES AND NOTIFICATIONS

• The message displays immediately on the requested effective date in the Messages section of the app.
• The notification for the message will be sent at 10:00 AM on the effective date.
• Participants that register for the app after the date sent will receive the message the day they register.

GUIDANCE

• You CANNOT provide any information about Vendors (example: You cannot direct participants to a specific store to shop.)
• You should not duplicate messages sent by the State for additional awareness.
• Examples of when you could send a Custom Message include:
  • Closed clinic location – if an emergency, you can contact the MIS & Data Unit.
  • Reminder to use Farmers’ Market benefits.
  • Send a survey for agency participants.

OVERVIEW

Beginning Oct. 1, Local Agency coordinators can use the Group Text Messages feature in Mobile Management to send text messages to multiple recipients, listed in a CSV file, at one time.

CSV FILE REQUIREMENTS

• File is saved in CSV (.csv) format.
• Contain exactly two columns:
  • First column - Mobile Number: valid 10 or 11 U.S. phone number with all non-numeric characters removed.
  • Second column - Message(s): all characters are allowed, can include URLS or links, text can wrap but cannot contain "hard breaks", and different messages can be sent in the same file.
• File size cannot exceed 25MB.

PROCESSING AND RETENTION

Group Text Messages are processed every six hours at 12:00 a.m., 6:00 a.m., 12:00 p.m., and 6:00 p.m. and are retained in Mobile Management for one month.

URGENT OR TIME-SENSITIVE MESSAGES

Contact Tobi Afolabi (tobi.afolabi@state.mn.us) for assistance if a Group Text Message is urgent or time-sensitive and needs to be sent before the next scheduled processing time.

MORE INFORMATION

Refer to the Sept. 16 Weekly Update memo, Group Text Messages in Mobile Management (PDF), for more detailed information about access, examples of CSV files, uploading, and verifying file status.

Mobile Management Release 9.8.4 Document (PDF)

Contents: 1 enhancement; 5 resolved bugs/issues; 1 bug introduced by Release 9.8.4.

Implementation Date: Saturday, May 2, 2026

Local Agencies are responsible for ensuring that all staff review the security training modules every Federal fiscal year and for tracking completion of each staff person's training. The Security Training Tracking (WORD) can be used to help track training completion and should be signed by each staff person once the annual security training has been completed.

NOTE! Individual staff signatures are required for verification and auditing purposes.

OVERVIEW: Data privacy and confidentiality, when and how we can share WIC data, and what constitutes a data breach and cybersecurity incident and agency requirements and responsibilities when these occur.

The review module has 11 true/false and multiple choice questions on these topics.

Security Training Module 1: Data Security, Privacy, Breaches, and Cybersecurity Incidents

• Security Training Module 1 - 16 minutes
• Security Training 1 script (PDF)
• Security Training Review 1 - What do you know now? - 10 minutes
• Security Training Review 1 script (PDF)

OVERVIEW: Physically securing computer, practicing physical security to ensure data privacy, and system security, including logging in, user sessions, passwords, multi-factor authentication, and user deactivations.

The review module has 7 true/false, multiple choice, and fill-in text questions on these topics.

Security Training Module 2: Physical and System Security

• Security Training Module 2 - 15 minutes
• Security Training 2 script (PDF)
• Security Training Review 2 - What do you know now? - 7 minutes
• Security Training Review 2 script (PDF)

OVERVIEW: Browser security and Multi-factor Authentication (MFA); network security (wireless and VPNs); data storage including downloads, electronic submissions and share drives; electronic communications such as texts, email, faxes, and using Mobile Management; and secure sites (Local Agency Portal, Infoview, and FileZilla) with participant data.

The review module has 14 true/false, multiple choice, and fill-in text questions on these topics.

Security Training Module 3: Access, Storage, Communications, and Sites with Data

• Security Training Module 3 - 14 minutes
• Security Training 3 script (PDF)
• Security Training Review 3 - What do you know now? - 12 minutes
• Security Training Review 3 script (PDF)