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VMBIP E-Newsletter, October 9, 2009
VMBIP Updates
New Updates
Please see the September 2009 VMBIP Performance Dashboard enclosed within the
body of this e-newsletter.
Today is the last day for grantees to submit VMBIP-related questions in advance of the
Program Managers’ Meeting. We are collecting these in an effort to enhance the content
of our presentations and the Q&A session. Please take a few minutes and e-mail
your VMBIP-related questions to Barbara Laymon at BLLaymon@cdc.gov by COB
today. Examples of VMBIP-related topics include VTrckS, VPOP, Economic Order
Quantity/Continuous Quality Improvement (CQI), Grantee Provider Efficiencies/CQI,
VMBIP Contact Center, centralized vaccine distribution, etc. Be as descriptive as
possible and include examples if that helps to illustrate the questions. If you have any
questions about the process, please contact Barbara by e-mail. Thank you in advance
for your participation.
As you know, one way that VMBIP information and updates are currently distributed to
grantees is by the “all-grantee messages” through the NCIRD Immunization Grantee
Mailbox. There may be grantee-level personnel who are not receiving these all-grantee
messages. These staff may be added to the distribution by providing your Program
Operations Branch project officer with a list of e-mail addresses. This list should include
only those persons who are not currently receiving all-grantee messages through the
NCIRD Immunization Grantee Mailbox and who should be included on all-grantee
messages related to VMBIP.
The VTrckS Grantee Advisory Committee (GAC) membership is comprised of
representatives from the grantee community, CDC and contract staff. The GAC grantee
co-chairs, Jan Hicks-Thomson (WA) and Gary Rinaldi (NY) have had a positive impact on
the work of the group, helping to guide discussion and ensure follow-through on action
items. For a complete list of members, please go to:
http://www.cdc.gov/vaccines/programs/vmbip/vtrcks.htm.
The purpose of the GAC is to ensure that immunization program needs are well
represented throughout the development of VTrckS. Evaluation is a guiding principle.
GAC members have been very active in the GAC workgroups. Over 89 grantee
volunteers have participated in the ExIS, Provider/Grantee Ordering, Reports, Support
Documentation, Conversion, and Contact Center workgroups. All of these workgroups
have ended with the exception of the Contact Center workgroup.
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GAC, with the exception of its workgroups as noted above, will remain active during the
delay of VTrckS deployment. At the last GAC meeting, the decision to meet monthly
(through the flu season) was approved. The next GAC meeting is scheduled for October
20, 2009. As always, please feel free to bring your questions or concerns to any GAC
member or contact Nathan Crawford, CDC GAC Lead, at (404) 639-8242 or
ncrawford2@cdc.gov. When e-mailing, please copy your Program Operations Branch
project officer.
Recently Distributed All-Grantee Messages
Note: Complete messages are included in the Appendix at the end of this e-newsletter.
Please see the all-grantee message dated Friday, October 2, 2009, with the subject
heading “VACMAN Imports.”
Please see the all-grantee message dated Friday, October 2, 2009, with the subject
heading “H1N1 VISs.”
Please see the all-grantee message dated Monday, October 5, 2009, with the subject
heading “H1N1 VIS Translations.”
Please see the all-grantee message dated Monday, October 5, 2009, with the subject
heading “Update on shipping of sanofi pasteur's Fluzone seasonal influenza vaccine.”
Please see the all-grantee message dated Tuesday, October 6, 2009, with the subject
heading “Shipping distribution updates for state planners/grantees.”
Please see the all-grantee messages dated Tuesday, October 6 and October 7, 2009,
with the subject headings “VIS Update” and “VIS Message Erratum” respectively.
Please see the all-grantee message dated Tuesday, October 6, 2009, with the subject
heading “***UPDATE: GSK Tdap {Boostrix} vials*** ~ IMPORTANT - UPDATE:
GlaxoSmithKline (GSK) vaccine availability.”
As a reminder, VMBIP-related all-grantee messages are posted to the VMBIP Web site at:
http://www.cdc.gov/vaccines/programs/vmbip/allgranteemessages.htm and previous
e-newsletters are posted at: http://www.cdc.gov/vaccines/programs/vmbip/newsletters.htm.
If you have any questions or comments about the contents of this e-mail, please contact
Brad Prescott at brad.prescott@cdc.hhs.gov and Julie Orta at julie.orta@cdc.hhs.gov, with a
copy to your POB project officer.
Brad Prescott
Project Lead
Vaccine Management Business Improvement Project
Immunization Services Division
Centers for Disease Control and Prevention
404-639-8796 (direct)
404-639-8627 (fax)
brad.prescott@cdc.hhs.gov
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VMBIP Performance Dashboard
MONTHLY PERFORMANCE METRICS SCORECARD
Min. Metric
# Metric Performance
September 2009 Notes
A. Provider orders - order accuracy 98.0% 100.0%
B. Provider orders - cold chain maintained 99.25% 100.00%
C. 3-day Orders Shipped (non-flu) 80.00% 80.52%
D. 5-day Orders Shipped (non-flu) 98.75% 96.80%
One of the contract constraints has not been factored in, metric is being
E. 3-day Influenza Orders Shipped 93%
recalculated
CDC Vaccine Receipt and Confirmation
F. 92.5% 100.0%
Transmit - non-influenza vaccines
CDC Vaccine Receipt and Confirmation
G. 92.5% 100.0%
Transmit - influenza vaccines
Grantee Vaccine Receipt and Confirmation
H. 92.5% 100.0%
Transmit - non-influenza vaccines
Grantee Vaccine Receipt and Confirmation 28 flu exceptions occurred due to delayed confirmation of viability from
I. 92.5% 77.3%
Transmit - influenza vaccines manufacturer
A. % of provider orders delivered with viable vaccine; excludes errors that are not McKesson's responsibility – Return Reasons: Temp Monitor, non-compliant
pack-out, mis-ship, undeliverable/customer not available, or carrier damage
B. % of provider orders delivered with cold chain maintained – Return Reason: Temp Monitor
C. % of provider orders shipped within 3 days of McKesson receiving order from CDC; removes all lines of product on backorder (backorders or over-allocation) -
an order is defined as all vaccines requested by a provider on a given day; a line (order line) is defined as the individual vaccines that make up the order
D. % of provider orders shipped within 5 days of McKesson receiving order from CDC; removes all lines of product on backorder (backorders or over-allocation)
E. % of influenza orders shipped by McKesson within 3 business days, excluding backorders, and an extra day is allowed for orders received on Friday
F. % of CDC replenishment non-flu orders McKesson receives into inventory, receives into IT system, and transmits to CDC within 3 days of delivery by
manufacturer
G. % of CDC replenishment flu orders McKesson receives into inventory, receives into IT system, and transmits to CDC within 2 days of delivery by manufacturer
H. % of grantee replenishment non-flu orders McKesson faxes/e-mails receipt to grantees within 3 days of delivery by manufacturer
I. % of grantee replenishment flu orders McKesson faxes/e-mails receipt to grantees within 2 days of delivery by manufacturer
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APPENDIX
From: Santoli, Jeanne (CDC/CCID/NCIRD)
Sent: Friday, October 02, 2009 12:00 PM
To: NCIRD Immunization Grantee Mailbox (CDC)
Cc: CDC ISD H1N1 Updates; Singleton, Karron (CDC/CCID/OD)
Subject: VACMAN Imports
Importance: High
***************************************************************************************************
Dear Grantees: The following guidance about importing orders into VACMAN was sent out today
to state ordering staff from the VACMAN Help Desk.
We wanted to make you aware that this additional information had been provided.
Thanks, Jeanne
______________________________________________
From: Cox, Suzannie (CDC/CCID/OD) (CTR)
Sent: Friday, October 02, 2009 10:18 AM
Cc: Santoli, Jeanne (CDC/CCID/NCIRD)
Subject: VACMAN Imports
Importance: High
Grantees
Yesterday, the VACMAN Help Desk had some calls regarding import issues. Below is some
general information that we hope will be helpful when using the VACMAN import features.
(1) When importing new providers in to VACMAN, VACMAN performs a duplicate check against
existing PINs in the database. For example, if you have 8,000 providers currently in your system
and you want to import 3,000 new providers, VACMAN will run through the 8,000 existing
providers 3,000 times to ensure each new PIN being added to the system does not already exist.
Hint: Do the import in several increments. By creating multiple import files that contain fewer
lines of data, you will see results of the import much faster. For grantees with a large number of
providers, you may want to import new providers in increments of 500 to 1,000.
(2) When importing data into VACMAN, a file is generated if a record in the import file is rejected
or if there is a problem with the data. Generally, when there is a format problem with the data,
the import will go in, but a warning written out to the file lets you know that you need to clean up
the data. If a record rejects during the import, it also will be written out to the file with an
explanation for the rejection.
Hint: A good example of data that will import in to VACMAN with a warning is the shipping
instructions information. The only valid notations, other than alphanumeric characters, in the
Shipping Instructions field are the comma and the semicolon. Any other special character such
as brackets [ ], parentheses { }, or pound sign #, etc. are not allowed. As a quick reference, we
have attached the VACMAN Shipping Instructions, dated October 2006.
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(3) Importing orders should go much faster than importing providers since orders only validate
against the contract table.
The VACMAN import templates are available from the following website:
http://www.cdc.gov/vaccines/programs/vacman/vacman4-x.htm#vmbipdocs
If you need assistance with imports, or other VACMAN issues, please contact the
VACMAN Help Desk at 404.639.8303. Technical staff is available until 8P.M. Eastern,
Monday through Friday.
Thanks,
Suzannie Cox | VacMan Application Support Lead
supporting NCIRD
Centers for Disease Control and Prevention (CDC)
(404) 639-8303 |Fax (404) 638-5413
Email: vacman@cdc.gov
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From: Sheedy, Kristine (CDC/CCHIS/NCHM)
Sent: Friday, October 02, 2009 11:15 AM
To: Smith, Teresa M. (CDC/CCID/OD); Fowler, Cindy (CDC/CCID/NCIRD) (CTR);
Wilder, Austyn (CDC/CCID/NCIRD) (CTR); CDC IMS JIC Lead; CDC IMS JIC
Public Health Workforce
Subject: FW: H1N1 VISs
______________________________________________
From: Wolfe, Skip (CDC/CCID/NCIRD)
Sent: Friday, October 02, 2009 10:50 AM
To: Bell, Beth (CDC/CCID/NCIRD); Mootrey, Gina (CDC/CCID/NCIRD); Sheedy,
Kristine (CDC/CCHIS/NCHM); Bridges, Carolyn (CDC/CCID/NCIRD)
Cc: Butler, Jay C. (CDC/CCID/NCPDCID); Shimabukuro, Tom (CDC/CCID/NCIRD);
Foster, Joseph A. (CDC/OCOO/OD); Redd, Stephen (CDC/CCID/OD);
Rodewald, Lance (CDC/CCID/NCIRD)
Subject: H1N1 VISs
Note: The H1N1 VISs are attached to this e-newsletter.
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From: Wolfe, Skip (CDC/CCID/NCIRD)
Sent: Monday, October 05, 2009 4:34 PM
To: NCIRD Immunization Grantee Mailbox (CDC)
Subject: H1N1 VIS Translations
Translations of the H1N1 VISs are in the works, with some languages being available as early as
next week (Spanish possibly this week).
Among the translations being developed are Arabic, Armenian, Cambodian, Chinese, Farsi,
Korean, Spanish, Tagalog, Vietnamese, Bengali, Urdu, Haitian Creole, Hmong, Karen, Russian,
and Somali.
A number of other languages have been requested, and will be made available if possible.
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From: Santoli, Jeanne (CDC/CCID/NCIRD)
Sent: Monday, October 05, 2009 8:37 PM
To: NCIRD Immunization Grantee Mailbox (CDC)
Cc: Galloway, Lisa (CDC/CCID/NCIRD); Kuykendall, Helen (CDC/CCID/NCIRD);
Somerfeldt, Sally (CDC/CCID/NCIRD); Sharp, Kenneth (CDC/CCID/NCIRD);
Stokley, Shannon (CDC/CCID/NCIRD); Williams, Nikki (CDC/CCID/NCIRD) (CTR)
Subject: Update on shipping of sanofi pasteur's Fluzone seasonal influenza vaccine
Dear Grantees:
I wanted to provide you with a brief update on vaccine supply and distribution timing for sanofi
pasteur flu vaccines, based on information that sanofi has provided to CDC.
Sanofi pasteur is making all reasonable efforts to deliver both Fluzone vaccine and the H1N1
pandemic vaccine as quickly as possible, but this effort continues to present production and
shipping challenges. Sanofi is working at maximum capacity to produce 125 million doses of
vaccine in the time it typically takes to produce 50 million seasonal doses; this includes over 50
million doses of Fluzone vaccine to fulfill all customer reservations and 75 million doses of H1N1
pandemic vaccine. Unfortunately, the unprecedented challenge of producing 2 influenza
vaccines in 1 year has led to multiple changes to scheduled ship dates for Fluzone vaccine
purchased through CDC's contracts, as well as doses purchased by sanofi's private customers.
In terms of timing, Sanofi has indicated that they will make all reasonable efforts to complete
shipment by the end of November, and they will continue to ship doses into the public and private
sectors following an equitable shipping schedule. In addition, to prevent further
miscommunication of ship dates, sanofi pasteur is implementing a new approach to
communicating their shipping schedule. Instead of providing a window of anticipated ship dates,
sanofi will only communicate specific shipping information to customers, including
CDC, after doses are available to ship for delivery the following week.
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From: Wortley, Pascale (CDC/CCID/NCIRD)
Sent: Tuesday, October 06, 2009 9:19 AM
To: NCIRD Immunization Grantee Mailbox (CDC)
Cc: Santoli, Jeanne (CDC/CCID/NCIRD); Stanley, Toscha (CDC/CCID/NCIRD)
Subject: Shipping distribution updates for state planners/grantees
Dear State Planners/Grantees:
Please note the following two updates related to H1N1 distribution:
1. We will be implementing a special process for receiving of large vaccine orders that are
shipped via special transportation. When a large order (generally > 50,000 doses) is planned for
delivery from McKesson to a third party distribution company or a planned large inoculation event,
CDC will coordinate the receipt process to ensure product viability is confirmed and liability is
properly transferred. The CDC will make arrangements for a McKesson distribution staff member
to be on site at the receiving location when the package arrives. The McKesson representative’s
role will be to determine the cold chain integrity of the shipment upon arrival. CDC will be in
touch with grantees prior to shipments so that grantees can ensure that those receiving the
vaccine are aware that McKesson distribution staff will be present.
2. Reminder that since October 12 is a federal holiday, providers will not receive shipments on
October 12. McKesson will, however, be open to receive, process, and ship out doses to arrive
on Tuesday, October 13.
If you have questions, please contact H1N1VacDistribution@cdc.gov.
(This information has also been sent to Vaccine Leads)
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From: Wolfe, Skip (CDC/CCID/NCIRD)
Sent: Tuesday, October 06, 2009 3:02 PM
To: NCIRD Immunization Grantee Mailbox (CDC)
Subject: VIS Update
Three VISs (PPSV23, Rabies, and Shingles) have just gotten minor updates. Details can be
found on the VIS News webpage http://www.cdc.gov/vaccines/pubs/vis/vis-news.htm . Existing
stocks may be used up as long as providers make patients aware of changes when appropriate.
Please note – an updated e-mail was sent on Wednesday, October 07, 2009, to correct an error
in the URL. Please see below.
From: Wolfe, Skip (CDC/CCID/NCIRD)
Sent: Wednesday, October 07, 2009 11:10 AM
To: NCIRD Immunization Grantee Mailbox (CDC)
Subject: VIS Message Erratum
Yesterday's grantee message regarding three updated VISs contained a typo. The link to the
"VIS News" webpage will not work because the URL contains a slash where it should have a dot.
Incorrect: http://www.cdc.gov/vaccines/pubs/vis/vis-news/htm .
Correct: www.cdc.gov/vaccines/pubs/vis/vis-news.htm .
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From: Santoli, Jeanne (CDC/CCID/NCIRD)
Sent: Tuesday, October 06, 2009 8:24 PM
To: NCIRD Immunization Grantee Mailbox (CDC)
Cc: Hill, Joyalyn (CDC/CCID/NCIRD); Denson, Deberal (CDC/CCID/NCIRD)
Subject: ***UPDATE: GSK Tdap {Boostrix} vials*** ~ IMPORTANT - UPDATE:
GlaxoSmithKline (GSK) vaccine availability
Importance: High
*******************************************************************************************************
Grantees,
This message is to inform you that GSK TDaP, pediatric & adult vial presentation, has been
disabled in VacMan.
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
GSK Tdap (Boostrix), pediatric & adult vials, NDC 58160-0842-11, 10-pack, single dose vial
Status: zero inventory at both the McKesson Memphis and Sacramento distribution centers
(DCs)
Resupply: bulk replenishment orders have been placed with the manufacturer; anticipate arrival
at DCs mid to late October
Action:
a) allow provider orders to remain on backorder until inventory arrives at the McKesson DCs
b) cancel provider orders
Alternate products:
Boostrix (GSK Tdap/Tdap-ad, NDC 58160-0842-46, 5-pack single dose syringe
Adacel (Sanofi Tdap/Tdap-ad, NDC 49281-0400-10, 10-pack, single dose vial)
Adacel (Sanofi Tdap/Tdap-ad, NDC 49281-0400-15, 5-pack, single dose syringe)
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
To cancel provider orders, please contact McKesson Customer Service
McKesson Customer Service:
877.822.7746
CDCCustomerService@McKesson.com
Feel free to contact Joy Hill at jkhill@cdc.gov with questions.
This document can be found on the CDC website at:
http://www.cdc.gov/vaccines/programs/vmbip/downloads/newsletters/2009/vmbip-nl-10-09-09.doc
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