TM 1 Data Exchange (Option I) Pandemic Influenza Vaccine: Doses Administered And Safety Training Conference Atlanta, GA Joint Presentation August 21, 2008 by: Immunization Services Division National Center for Immunization and Respiratory Diseases and Division of Emergency Preparedness and Response National Center for Public Health Informatics

TM 2 Purpose Provide detailed technical information about using Data Exchange (Option 1) to upload or message a data file to CDC's CRA system for aggregate reporting of doses administered during a public health event.

TM 3 Agenda Overview and Description File Structure Mapping File Format File Transfer Mechanism Implementation Information Questions

TM 4 Aggregate Reporting of Pandemic Vaccine Doses Administered Data Exchange (Option 1): Project Area has own system (IIS or other CRA); may send using: pipe delimited, XML file, HL7 Web Entry Aggregate (Option 2): Project Area collects/aggregates data manually or electronically; enters via aggregate reporting screen Web Entry Detail (Option 3): Project Area collects individual data via CRA; minimum data set is automatically aggregated

TM 5 Data Exchange Description Option 1 – Upload A Project Area uses its Immunization Information System (IIS) to capture clinical data for vaccine doses administered and generates a data exchange file to transmit aggregate counts of vaccine doses administered to the CDC. Data Entry Specialist at Clinic / PODPoint of Contact at Partner Jurisdiction Data Submission Option 1 (Partner)  Personnel at local health departments enter vaccine administrations using the Project Area’s IIS.  The Project Area’s IIS must have the capability to generate a data exchange file containing aggregate doses administered for the entire Project Area. Upload Report Method  The Project Area POC uploads or messages partner-level aggregate file generated from IIS or other system using CRA manual upload or PHIN MS to report the aggregate doses administered for the Project Area to the CDC.  Aggregate counts are automatically confirmed when aggregate file is accepted into the CRA system.

TM 6 Guidelines for Reporting Aggregate Data Each Project Area sending data to the CRA system is responsible for submitting one set of counts for each reporting period that aggregates all the doses administered for all clinics in the jurisdiction Reporting is required for each reporting period during the event, even if no doses were administered Reporting period is based on the MMWR week; defined as Sunday through Saturday Reporting is required by close of business on the Tuesday following the end of the reporting period

TM 7 Full Replacement of Aggregate Reports Full replacement of all aggregate counts already submitted along with the new aggregate counts is required for each reporting period Each week, report the counts for the new week plus the counts for all previous weeks Aggregate counts are replaced based on a match to the partner, event, start date, end date, and vaccine type

TM 8 Full Replacement of Aggregate Reports (continued) Aggregate Reporting Full Replacement of Doses Administered Reporting Weeks Week 1 ReportWeek 2 ReportWeek 3 ReportWeek n Report Week 1 Doses Administered (week 1 data updated with 5 more doses 105 (no change from previous week) 105 (no change) Week 2 Doses Administered 250 (no change from previous week) 200 (week 2 data updated with 50 fewer doses) Week 3 Doses Administered 100 (no change) Week n Doses Administered 375

TM 9 File Structure Aggregate section is header which identifies the report Repeats for each report in the data exchange file Contains Project Area, Event, Start Date, End Date, Vaccine Type, and Total Doses Administered for the report Count section is detail nested below Aggregate section Exists for each count category within the report Contains Count Category Code and Doses Administered

TM 10 Mapping – Aggregate Section # Data ElementDescription Data TypeLengthReq'd Valid Values / Data Validation 1PartnerProject Area reporting the aggregate counts. Alpha numeric 5YesProject Area ID 3Start Date Start date of the reporting time period for the aggregate counts. Date10Yesyyyymmdd 4End DateEnd date of the reporting time period for the aggregate counts. Date10Yesyyyymmdd 5Vaccine Type Vaccine type for which the counts apply. Alpha numeric 20YesCVX code for pandemic or seasonal influenza vaccine 6Total Count Total number of doses administered for the Partner, Event, Date Range, and Countermeasure. IntegerYesValidated against the sum of the Doses Administered for the Category Codes within each Count Category. For example, the sum of the Doses Administered for all Priority Group Category Codes reported must equal the Total Count.

TM 11 Mapping – Counts Section # Data ElementDescriptionData TypeLengthReq'd Valid Values / Data Validation 1Count Category Code Identifier for the counts being collected within a Count Category. Alpha- numeric 20YesIf the Doses Administered for a Count Category is zero, that Count Category does not have to be reported. Pandemic Influenza All Priority Groups Dose # DAX 2008 (Seasonal Influenza) General Population Priority Groups 2Doses Administer ed Total number of doses administered of the vaccine type in the partners’ jurisdiction that corresponds to the count category code. Integer10YesThe sum of the Doses Administered for the Category Codes within a Count Category is validated against the Total Count in the Aggregate section of the file.

TM 12 File Format Three data exchange file formats are supported: Pipe-delimited ASCII flat file Extensible Markup Language (XML) encoded file Health Level Seven (HL7) Version 2.5 Unsolicited Result Message (ORU^R01)

TM 13 File Format – Pipe-Delimited Example Partner Value|Event Value|Start Date|End Date|Vaccine Type Value|Total Count|Count Category Code 1^Doses Administered|Count Category Code 2^Doses Administered|Count Category Code 3^Doses Administered|Count Category Code n^Doses Administered

TM 14 File Format – XML Example

TM 15 File Format – HL7 Example MSH|^~\&||GA^ ^ISO||CDC^ ^ISO| ||ORU^R01^ORU_R 01| |P|2.5|||||||||^PHIN^ ^ISO OBR|1|||127^Influenza (TBD) Influenza virus vaccine^ ||| | OBX|1|NM|TOTAL^Total Administrations^ ||150|||||F OBX|2|NM|816^GPT1^ ||10|||||F OBX|3|NM|823^GPT2^ ||15|||||F OBX|4|NM|603^GPT3^ ||50|||||F OBX|5|NM|995^GPT4^ ||25|||||F OBX|6|NM|468^GPT5^ ||50|||||F OBX|7|NM|721^DS1^ ||100|||||F OBX|8|NM|365^DS2^ ||25|||||F OBX|9|NM|243^DS3^ ||25|||||F CTI|DAX2008^ ^ISO

TM 16 File Transfer Mechanism Two file transfer mechanisms are supported Automatic (PHINMS) Manual (Aggregate Upload)

TM 17 File Transfer Mechanism – PHINMS The automatic file transfer uses the Public Health Information Network Messaging System (PHINMS) PHINMS is available for Project Area installation; CRA will facilitate connecting the Project Area with PHINMS technical assistance If using PHINMS as a transport mechanism: Obtain and register a Party ID with CDC-CRA Confirm that you have a digital certificate to send messages using PHINMS

TM 18 File Transfer Mechanism – Manual The manual file transfer uses an upload user interface within the CRA system If using manual file transfer, confirm that the user who will be uploading the file : Has an SDN digital certificate Is assigned to the CRA Application SDN activity Is a valid user in the CRA application having the Public Health Administrator (PHA) role for their Partner Jurisdiction

TM 19 File Transfer Mechanism – Process CRA will user of success or failure of receipt of file Upon successful receipt, the file is validated to determine if there are any errors inside the file If the file passes validation, the data is loaded into CRA and made available for further analysis Aggregate counts are automatically confirmed, or verified, when aggregate file is accepted into the CRA system CRA will notify user of success of failure of validation processing Failure notifications contain the information needed by the sender to correct the error and try again

TM 20 File Transfer Mechanism – Manual Upload Aggregate File

TM 21 Implementation Select the content format your system will use (Pipe Delimited, XML, HL7) Select the transport mechanism your system will use to transfer information (Message, Upload) Develop any necessary code to create the selected file format and transport the file to CRA Send a test file for evaluation after development of code

TM 22 Technical Resources and Points of Contact Download the Data Exchange Requirements for Pandemic Influenza Aggregate Reporting document from the CRA PHIN website ( services/cra/2008Exercise.html) services/cra/2008Exercise.html Get access to the CRA Demo system ( contact the PHIN Help Desk Apply for an SDN Digital Certificate at for password contact the PHIN Help Desk Get answers to general aggregate reporting questions and inquiries

TM 23 Questions?