Presented By

LCDR Zanethia Eubanks, MPH

June 20, 2012

Vaccine Tracking System (VTrckS)

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The VFC program is a federally funded program that provides vaccines at no cost to children who might not otherwise be vaccinated because of inability to pay.

VFC was created by the Omnibus Budget Reconciliation Act of 1993 as a new entitlement program to be a required part of each state's Medicaid plan. The program was officially implemented in October 1994.

Centers for Disease Control & Prevention (CDC) buys vaccines at a discount and distributes them at no charge to those private physicians' offices and public health clinics registered as VFC providers.

Children who are eligible for VFC vaccines are entitled to receive pediatric vaccines that are recommended by the Advisory Committee on Immunization Practices.

Children through 18 years of age who meet at least one of the following criteria are eligible to receive VFC vaccine:

Medicaid Eligible American Indian or Alaska Native Uninsured or Underinsured

VTrckSWhat is the Vaccines for Children (VFC) Program?

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Our supply chain connects 64 immunization programs, over 44,000 provider sites, six vaccine manufacturers, and a centralized distributor.

All routinely recommended vaccines in various brands and presentations are supported by CDC’s supply chain.

Doses are used to immunize 50% of U.S. children, each year, which translates into over 100 million doses annually at a value of ~$4 billion.

CDC’s Vaccine Tracking System (VTrckS) is the essential Information Technology system that connects all of the components of this complex supply chain.

VTrckSCDC operates the largest and most complex vaccine supply chain in the United States

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Vaccine Management

Business Improvement

Project

Stockpile Migration of part of the Pediatric

Vaccine Stockpile from the manufacturer to the distributor

Improved preparedness capabilities for public health crises

Centralized Distribution Vaccines are now distributed from

two national locations Eliminates need for multiple state

and health department depots Reduces storage risks and

distribution costs

Internal Efficiencies Improved funds management

processes Improved inventory management

results in enhanced visibility and significant savings

Reduced administrative processes

Centralized

Distribution

Stockpile

Provi

der

Order

ing

Inte

rnal

Effici

enci

es

An integrated system that supports end to end vaccine management

Standardized and automated system that supports on-line provider ordering

Business rules facilitate grantee order review

Provides monitoring and replenishment of CDC’s vaccine inventory

Manages CDC’s vaccine purchase contracts, state vaccine budgets and spend plans

Near real-time inventory visibility and order status

Improved operational efficiency and controls

Vaccine Tracking System(VTrckS)

VTrckS is part of a larger effort to modernize vaccine delivery

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VTrckS is an enterprise-wide IT solution that provides end-to-end management of publicly-funded vaccine and supports:

4 pilot Grantees and their providers CDC:

- Immunization program staff and multiple business offices Business Partners:

- HHS Unified Financial Management System (UFMS)

- Vaccine Manufacturers

- CDC Centralized Distributor

Once fully rolled out to remaining grantees, VTrckS will support: Grantee Immunization Program Offices:

- All states, territories, and urban area programs Providers:

~100,000 end users located at 44,000 participating provider sites

VTrckSVaccine Tracking System (VTrckS)

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VTrckS Solution Overview & Benefits

S PState & Local Immunization Programs will be able to:

Providers will be able to:

• Monitor vaccine orders from request to delivery

• Process and approve vaccine requests online

• Reduce vaccine order data entry time and workload at their site

• Access online self-help and other support services

• Manage their spending plans

• Place vaccine orders online• Process return requests online• Track vaccine requests from the

time they are placed until they are delivered at their facility

• Submit accountability data• Access online self-help and other

support services

Built on a world-class inventory & distribution tracking system called SAP Provider interface is a simple, web-based, shopping-cart-style ordering system with

a catalogue of available vaccines Once fully deployed, VTrckS will support ~100,000 end users located at 44,000

participating provider sites

S

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VOFA Vaccine Ordering and Forecasting Application (VOFA) A legacy system that forecasts grantee vaccine purchases for a 12 month period by

vaccine, month, funding type [also called Spend Plan] VACMAN

Vaccine Management System (VACMAN) A legacy system that enabled grantee bulk orders of vaccines and provider vaccine

order placement NIPVAC

National Immunization Program Vaccine System (NIPVAC) A legacy system the enabled bulk and provider order processing; grantee budget

and allocation management [RETIRED]

VTrckSVTrckS was designed to replace 3 legacy systems

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Pilo

t Gra

ntee

sN

on-P

ilot G

rant

ees

Direct Order Entry

VACMAN (legacy)

ExIS VTrckS

Manufacturers

UFMS

EDI

VOFA (legacy)

CDC

Distributor

NIPVAC - retired

VACMAN (legacy)

VOFA (legacy)

VACMAN & VOFA: These legacy systems will be retired by VTrckS as remaining non-pilot grantees are rolled on.

VTrckS High-Level Order Processing Flow

CDC Infrastructure Supporting VTrckS

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VTrckSVTrckS has recently won several awards

VTrckS Awards

2011 – IT Achievement Award – Government Computer News (GCN)

2011 – Program Laureate Award – Computer World Honors

2011 – Excellence in Information Technology – CDC Awards

2011 – Excellence in Information Technology – NCIRD Awards

SUB POINT

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VtrckS Deployment TimelineVtrckS Deployment Timeline

VTrckS Deployment Timeline

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February 2010: Development of VTrckS begins December 2010:

VTrckS Release 1.0 released to 4 pilot State & Local ImmunizatioPrograms (Chicago, Michigan, Washington, Colorado)

All vaccine orders from remaining Immunization Programs & providers interface through VTrckS

December 2011: ~2 million vaccine orders processed & over 500 users enrolled

February 2012: Release 2.0 began deployment to the remaining 59 Immunization Programs

June 2013: Targeted completion of deployment to all Immunization Programs Once fully deployed, VTrckS will support ~100,000 end users located at

44,000 participating provider sites

VTrckSVTrckS development and deployment has progressed rapidly since February 2010

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VTrckS Spend Plan and Vaccine Management are being deployed in two separate rolling waves

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Immunization Program Deployment Schedule (continued)

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VtrckS Deployment TimelineVtrckS Deployment Timeline

Grantee Portal

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VTrckS Portal Home Page – Grantee

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• Provider Master Data

• Vaccine Requests

• Returns

CRM• Reporti

ng

SAP Busine

ss Objects

• Purchasing

• Inventory

ECC

• Order Upload Shipment Download

ExIS

• Quarterly Budget Maintenance

Spend

Plan

VTrckS is comprised of several different functionalities that are all located on the grantee portal

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CRM stands for Customer Relationship Management CRM tab contains all of the Provider data information and the vaccine ordering

functions

Within the CRM tab in VTrckS there are several major functions: Provider Master Data

Enter/ update information about each provider in the system, such as contact information, business hours, facility type, special instructions, etc.

Formulary Master Data Customize a list(s) of vaccines to control what vaccines your providers can request Note: Grantees using ExIS interface for ordering will maintain their formulary list within their own ExIS.

Supporting Documentation Submit data/documentation for inventory on hand, doses administered, and temperature logs

Vaccine Order Entry Place orders, including direct ship and high priority orders Manage orders, including approving, modifying, and cancelling orders See order statuses and view near real time shipping status

Vaccine Returns, Wastage and Transfer Orders Submit and manage all returns, wastage, and transfer orders

VTrckS Overview - CRM

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Tools to: Review Orders - VTrckS Review Tool - Set up flags for specific orders to be reviewed based on provider, NDC or order

intention Communicate to Providers

Message Tool Provider Mailing List

Update Provider Master Data – Marketing Attribute Upload Tool

Reports for: Viewing all provider master data Viewing last submission dates for Provider’s Aged Attributes

VTrckS Overview – CRM - continued

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SAP Business Objects is a reporting tool These reports are updated nightly, so information cannot be retrieved for today’s

transactions

Within the SAP Business Objects tab there are many different groupings (folders) of reports: CRM Inventory Purchasing Sales and Distribution Spend Plan

VTrckS Overview – SAP Business Objects

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ECC stands for Enterprise Resource Planning (ERP) Central Component Most transaction source records reside in the ECC portion of VTrckS

Within the portal ECC tab in VTrckS there are several major functions: Purchase Order Entry

Create state-funded POs using the CDC vaccine contracts/ Create non-federal return POs Change existing state-funded POs Check the status of an existing state-funded PO Check the distributor inventory status for grantee virtual (non-federal) inventory and grantee virtual (non-federal)

returns Reports for:

Inventory and Contract information Vaccine Ordering and Shipment information

Downloads (CSV files) for Federal Vaccines Non Federal Vaccines County Codes

VTrckS Overview - ECC

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ExIS stands for External Information System This functionality in VTrckS provides the tools to upload information from a grantee

registry or download shipment information to the registry VTrckS ExIS functionality can also be used by Direct Entry grantees to upload flu

orders

Within the portal ExIS tab in VTrckS there are several major functions: Upload Provider Master Data Upload Provider Inventory on Hand Upload Provider Order Data Download Provider Order Shipment Information Upload / Download File Information

VTrckS Overview - ExIS

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Spend Plan is the VTrckS budgetary portion of VTrckS

Within the portal ExIS tab in VTrckS there are several major functions: Grantee Schedule Brand Allocation Spend Plan

VTrckS Overview – Spend Plan

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VtrckS Deployment TimelineVtrckS Deployment Timeline

Provider Portal

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Functions a provider can do within VTrckS

Vaccine Order Request &

Support Documentation

(Provider Functions)

Providers can create vaccine order requests using a shopping cart system

Providers can submit support documentation including: inventory on hand, doses administered and temperature logs

Providers can search for their support documents and vaccine order requests

Vaccine Returns,

Wastage and Transfer Orders (Provider Functions)

Providers can create and search vaccine return orders for non-viable vaccines that are returned to the distributor or disposed of at their site

Providers can create transfer orders to transfer vaccines

 

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VTrckS Home Screen - Provider

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VTrckSInventory on Hand Submission Form

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Vaccine Order Entry

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Vaccine Return Creation

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Questions and Answers