Presentation

Report
Vaccine Tracking System (VTrckS)
Presented By
LCDR Zanethia Eubanks, MPH
June 20, 2012
What is the Vaccines for
Children (VFC) Program?
VTrckS

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
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CDC operates the largest
and most complex
VTrckS
vaccine supply chain in the United States

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.
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VTrckS is part of a larger effort to modernize
vaccine delivery
Vaccine Tracking System
(VTrckS)
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
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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
Centralized Distribution
Vaccine Management
Business Improvement

Vaccines are now distributed from
two national locations

Eliminates need for multiple state
and health department depots

Reduces storage risks and
distribution costs
Project
Internal Efficiencies

Improved funds management
processes

Improved inventory management
results in enhanced visibility and
significant savings

Reduced administrative processes
Stockpile

Migration of part of the Pediatric
Vaccine Stockpile from the
manufacturer to the distributor

Improved preparedness capabilities
for public health crises
Near real-time inventory
visibility and order status
Improved operational efficiency
and controls
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Vaccine Tracking System
VTrckS(VTrckS)

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
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VTrckS Solution Overview & Benefits

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
State & Local Immunization
S
S Programs will be able to:
•
•
•
•
•
P
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
Providers will be able to:
• 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
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VTrckS was designed
VTrckS
to replace 3 legacy
systems
 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]
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VTrckS High-Level Order Processing Flow
Non-Pilot Grantees
Pilot Grantees
Direct Order Entry
ExIS
Manufacturers
CDC
VTrckS
EDI
Distributor
VACMAN (legacy)
UFMS
VOFA (legacy)
VACMAN & VOFA:
These legacy systems will
be retired by VTrckS as
remaining non-pilot
grantees are rolled on.
NIPVAC - retired
CDC Infrastructure Supporting VTrckS
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VTrckS has recently
won several awards
VTrckS
2011 – IT Achievement Award – Government Computer News (GCN)
VTrckS
Awards
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 Timeline
VtrckS
VtrckSDeployment
DeploymentTimeline
Timeline
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VTrckS developmentVTrckS
and deployment has
progressed rapidly since February 2010
 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
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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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Grantee Portal
VtrckS
VtrckSDeployment
DeploymentTimeline
Timeline
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VTrckS Portal Home Page – Grantee
VTrckS is comprised of several different functionalities that are all located on the grantee portal
CRM
Provider
Master Data
Vaccine
Requests
Returns
SAP
Business
Objects
Reporting
ECC
Purchasing
Inventory
ExIS
Order
Upload
Shipment
Download
Spend
Plan
Quarterly
Budget
Maintenance
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VTrckS Overview - CRM

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
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Place orders, including direct ship and high priority orders
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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
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VTrckS Overview – CRM - continued

Tools to:

Review Orders - VTrckS Review Tool - Set up flags for specific orders to be reviewed based on provider, NDC or order
intention
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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
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VTrckS Overview – SAP Business Objects

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
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VTrckS Overview - ECC

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
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VTrckS Overview - ExIS

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
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Upload Provider Order Data
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Download Provider Order Shipment Information

Upload / Download File Information
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VTrckS Overview – Spend Plan

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
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Provider Portal
VtrckS
VtrckSDeployment
DeploymentTimeline
Timeline
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Functions a provider can do within VTrckS
Vaccine Order
Request &
Support
Documentation
(Provider Functions)
Vaccine
Returns,
Wastage and
Transfer Orders
(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
 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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Inventory on Hand Submission
Form
VTrckS
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Vaccine Order Entry
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Vaccine Return Creation
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Questions and Answers
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