CO Immunization Program VTrckS Pilot Experience Joni Reynolds, Program Director

With appreciation………. Brad Prescott Jeanne Santoli Mike Bell Lance Rodewald Nancy Fasano Michelle Conner And……..

Grantee Profile The manner in which VTrckS pilot implementation has taken place is specific to the grantee profile: –Grantee locations that utilize a Registry (ExIS) –Grantee locations with a sufficiently high volume of active VPOP Providers –Grantee locations with a low volume of active VPOP Providers

History of VPOP to VTrckS Targeted recruitment = asset CO ID proofed more than 350 users CO led the four-member pilot with 200+ clinics ordering on-line by 2010 CO spent ~18 months using VPOP to order all VFC & 317 vaccines highest volume “safety-net” providers

Pilot Expectations VPOP to VTrckS VTrckS Pilot Defined Results Scope Time Success

Pilot Expectations

Critical Priority for all “The VFC program, which operationally began October 1, 1994, represents an unprecedented approach to improving vaccine availability nationwide by providing vaccine at no cost to VFC- eligible children through enrolled public and private providers.”

Multiple Priorities & Users NCIRD –Contracts Management –Order management –McKesson communications –Funds tracking Grantee –Order management Submit; Track; VUP –Exclusive comprehensive database Query and Communications –Spending Plan/Budget monitoring –Provider relations (contacts) Providers Patients All identified issues Prioritized issues Included in Contract Issues included for resolution

Cultural Differences SAP-VTrckS not built based on common practices at Grantee nor Provider level Business rules and VFC standards New languages: –SAP lingo (sales software, e-commerce) –military lingo (tiger-teams, command center, etc.) Training considerations

Cultural Differences Colorado tries to pull a report in VTrckS but is not successful = VTrckS problem resolution process = Problem Documented Submitted - askvm Review submission Request additional information Submit screen shots Review submission Classify Defect or Enhancement Enter on Log

Communications exchange Defect lists Problem ID and review Check in calls New provider training CDC Command Center Tiger Teams Call Center Future upgrades, enhancements or defect resolution Grantee integrating work around Possible Work around

Testing & Documentation Screen Shots s

Problem Identification

Business Impact Example Provider Contacts: Primary Contacts vs Physicians

Business Impact Example 2 Contact list: Combine BI Report and CRM Exports Still no way to store and access mailing addresses

L essons Learned - Expectations VTrckS ≠ VACMAN + VPOP –Online order = 75 clinics –Mailing lists don’t exist –No VUP –Critical business rules do not yet exist provider can order every day as many vaccines as they want even if on suspension –Project staff must review each order manually with multiple screens Intent Inventory Allocations Funding source Etc. –Slow to search, load, view.

Lessons Learned – “don’t ask what VTrckS can do for you……yet” VTrckS tomorrow: –Release 2 scheduled –New contract Problem identification and resolution ongoing Documentation New documented SOP Updated VTrckS manual for project staff Expect specific guidance –Data clean up

Lessons Learned: Commitment Time Staff travel to UAT, Training, Conferences Staff training Conference Calls Help Calls s Screen Shots Faxes, memos, texts Resources Staff Costs –Webinars –Faxes –Memos –Training I.T. support

In Conclusion Grantees will have to allocate resources to support VTrckS implementation Economic climate and Federal budget Priority alignment – Projects

In Conclusion Robust 2011 Work Plan needed Investment for additional pilot testing Collaborative future process All efforts will benefit all grantees VTrckS registry Pilot Session

Finally Previous Strategy - CO Roll all VPOP users to VTrckS Recruit new users in 2011 Sustain new system through multiple upgrades in 2012 Current Strategy - CO No new users in 2011 Maintain relationships with current VTrckS users

Thank you!

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