Milwaukee Food Share Employment & Training

About Project

The Public Health Emergency (PHE) declared in January of 2020 created a set of barriers for Wisconsin’s Foodshare Employment and Training (FSET) program. FSET provides free resources and help to members of the Wisconsin FoodShare program seeking employment.

For Foodshare members to get employment and training services, they must submit a variety of authorization forms. The forms provide crucial program information, and a clear understanding of what members need to do to accomplish their employment goals.

Before January 2020, members had limited options for completing and submitting these forms. They could complete them in person, mail a physical copy of the required forms, or use a fax machine to submit an electronic version of the completed forms. To adhere to federal regulations that limited in-person services during the PHE, Milwaukee FSET and the state of Wisconsin implemented a temporary solution that allowed program members to complete forms and authorization over the phone.

In October of 2022, the state rolled back that ability. FSET engaged Maximus and we worked together to find a new way to help program members access vital program documentation and submit signatures required for program participation. To accomplish this while improving members’ program journey experience, Maximus implemented our Guided Forms and Signatures (GFS) capability.

Implementing GFS for these forms involved digitizing the forms to allow for online completion with an electronic signature using a secure, cloud-based, end-to-end process to protect customer data. The electronic signature is legally binding and compliant with the Health Insurance Portability and Accountability Act, System and Organization Controls 2, and the Federal Risk and Authorization Management Program.

The GFS capability:
• Allows members with a valid email address to access a digital version of the form, sign it, and submit it online
• Makes it easier for members to complete and return forms from anywhere, using their own computer or mobile device
• Eliminates the need for FSET staff to manage stacks of physical documents
• Allows members to focus on new information requests by pre-populating known information about each member
• Ensures forms that have not been filled out accurately or with missing information are not submitted, preventing delays
• Allows case workers to send multiple digital forms at once

The GFS launch for FSET involves a convenient workflow template that program staff can use to digitize new forms as needed. With GFS, members have access to a powerful, self-service tool they can access from their personal computer or mobile device. Adding GFS as a self-service resource has greatly supported WI FSET’s continued efforts to ensure an efficient and effective experience for each of its members.