Vaccine Tracking System (VTrckS) Presented By LCDR Zanethia Eubanks, MPH June 20, 2012

VTrckS What is the Vaccines for Children (VFC) Program? 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

CDC operates the largest and most complex vaccine supply chain in the United States VTrckS 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.

Vaccine Tracking System Centralized Distribution VTrckS is part of a larger effort to modernize vaccine delivery 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) 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 Provider Ordering Centralized Distribution Vaccine Management Business Improvement Project Internal Efficiencies Improved funds management processes Improved inventory management results in enhanced visibility and significant savings Reduced administrative processes Internal Efficiencies Stockpile Stockpile Migration of part of the Pediatric Vaccine Stockpile from the manufacturer to the distributor Improved preparedness capabilities for public health crises 3

Vaccine Tracking System (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

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 S S State & Local Immunization Programs will be able to: P 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

VTrckS was designed 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]

CDC Infrastructure Supporting VTrckS VTrckS High-Level Order Processing Flow Manufacturers Direct Order Entry CDC Pilot Grantees ExIS VTrckS EDI Distributor VACMAN (legacy) VOFA (legacy) VACMAN (legacy) UFMS VACMAN & VOFA: These legacy systems will be retired by VTrckS as remaining non-pilot grantees are rolled on. Non-Pilot Grantees VOFA (legacy) NIPVAC - retired CDC Infrastructure Supporting VTrckS

VTrckS 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

VTrckS Deployment Timeline

VTrckS development 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

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

Immunization Program Deployment Schedule (continued)

Grantee Portal VtrckS Deployment Timeline VtrckS Deployment Timeline

VTrckS Portal Home Page – Grantee VTrckS is comprised of several different functionalities that are all located on the grantee portal CRM Returns Vaccine Requests Provider Master Data SAP Business Objects Reporting ECC Inventory Purchasing ExIS Order Upload Shipment Download Spend Plan Quarterly Budget Maintenance

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 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 - continued 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 – 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

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

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 Upload Provider Order Data Download Provider Order Shipment Information Upload / Download File Information

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

Provider Portal VtrckS Deployment Timeline VtrckS Deployment Timeline

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  

VTrckS Home Screen - Provider

Inventory on Hand Submission Form VTrckS

Vaccine Order Entry

Vaccine Return Creation

Questions and Answers