Overview:
This is a huge excel document that the grantees use to project, order, and manage their vaccine doses and dollars.  There are 6 sheets in the workbook.  There is a sheet for instructions, VFC, 317, State and local, summary in doses and dollars, and summary in percentages.

This workbook is cell protected and has many formulas.   Information such as vaccine names, brand, packaging, costs with old contracts, costs with new contracts, manufacturer name, months, quarters, etc. are in the rows and columns.  When you enter information, other areas of this work book are populated.  Each grantee has this document and they complete it as a guide for their vaccine management.

As vaccines change and or their costs or presentations change, this massive document is updated so that grantees can have up to date information.

The information below is in the instructions sheet.  

Note:  The worksheets are protected to ensure that formulas are not accidentally overwritten.  With this version, you are now able to increase the column widths without unprotecting the sheet (i.e. to accommodate larger dollar and dose totals that appear as number sign in a column).  Should you still find the need to unlock and or unprotect the worksheets for another reason, the password is "plan".  However, please take care to reprotect them once you have made your changes, so that you do not accidentally overwrite formulas. 

Instructions:
1.  For State & Local and 317 worksheets only:  Your Annual "Spend Target" for is highlighted in Blue at the top of each sheet.  For the State & Local worksheet, you will need to enter in your annual "Spend Target" based on the expected amount of your State & Local funding that you will be using to purchase vaccine that is available on the federal contract.  As there is no place in the workbook for any vaccine presentation (NDC) that is not available on the federal contract, you should subtract the amount you plan to spend on those vaccines out of your stat and or local target before entering it.  For the 317 worksheet, you should populate the Annual Target cell based on what CDC has told you that you have available for FY08.  This information can be found in your FY08 VOFA.

2.  For the VFC worksheet only:  Populate the "Total Doses with wastage" column for each antigen from VOFA at the bottom of the worksheet.  This section begins on row 80 of the VFC worksheet.

3.  On each sheet, for the respective funding source, enter the total number of doses you 
anticipate that providers will order per vaccine and package type into "Doses" Column under each Month.

4.  The total cost by vaccine and package type will be automatically calculated in the "Dollars" Column for each Month and will be subtracted from the "Spend Target" (for 317 and State) amount to show the "Remaining Target" or the budgeted amount that you have not yet allocated to specific vaccine.  The "Remaining Target" will be highlighted in red if it is negative, indicating that you have gone over your "Spend Target" amount and need to adjust your monthly doses downward.

5.  On the VFC worksheet only:  There is a section to the right of the "Annual Totals" that checks the total doses for each antigen against the total allowable doses you entered from VOFA at the bottom of the sheet.  This section alerts you with an "Over - xxx" message in the applicable vaccine rows if you have exceeded your allowable doses for any particular antigen.  If you anticipate that you will need to go over the total allowable doses with wastage from VOFA, you will need to adjust your vaccine schedule (in both VOFA and the workbook) and enter an "Over-Order Justification" in VOFA.  The section at the bottom of the worksheet provides a summary view by antigen of the total doses you have populated per funding source, the total doses available considering the VFC allocations, and calculates the number of doses you are over (red) or under your VFC allocation.  The over/under calculation allows you to go over your VFC allocated doses by 0.5percent to account for rounding of the percentage distributions across the months. 

6.  On the 317 and State/Local worksheets, the section at the bottom of the worksheet (beginning on row 80) will show what your vaccine schedule should be in VOFA for those funding sources.

7.  Use the totals by brand in the FY08 Total Doses column to complete your brand allocation section of VOFA.  The brand allocation does not have to total to 100percent!  It cannot exceed 100percent, but can be less than 100percent.

8.  The percentage distribution by vaccine, by month will be calculated out to the right of the annual totals for entry into the "Purchasing Plans" sections of VOFA.  You can easily print each worksheet for your reference by clicking the Printer icon in your toolbar or selecting "File: Print".  The worksheets are already formatted for printing.

9.  The 'Summary Doses' Tab totals the doses and dollars by NDC and month across all funding sources and provides an aggregate breakdown of percent by month and brand.

This document can be found on the CDC website at:
http://www.cdc.gov/vaccines/programs/vmbip/downloads/agm/gsp-wkb.rtf