Slide 1

(CDC Logo)
Vaccine Management Business Improvement Project Update

Julie Orta
National Immunization Conference
Atlanta, GA
March 18, 2008

Slide 2
Agenda
 
•	Revised state and 317 FA funded bulk order spreadsheet 
•	Adult vaccine supply policy 
•	Contact reference guide for PPOCs
•	VMBIP website

Slide 3
If an order is funded with either state or 317 FA dollars, the excel sheet needs to be filled out and emailed to the appropriate parties

Grantee:
Date the order was placed:
Grantee Contact Information
Name:
Telephone:
Email:
1.	Save the form as “State and 317 FA Funded Vaccine Purchases for {Grantee Initials} {Date}” and email it to:
Your POB Project Officer
vaccinedistributionc@cdc.gov  
cdc@mckesson.com  
2.	Include the form name as “State and 317 FA Funded Vaccine Purchases for {Grantee Initials} {Date}” in the subject line of the email.

Failure to include the Excel spreadsheet will delay notification of receipt of vaccine by McKesson t the grantee.

The form is divided by Federal Contract and Non Federal Contract Vaccines

For every vaccine ordered, grantees must complete the following information:
NCD
Vaccine 
Manufacturer
Brand
Description
Quantity of Doses
Grantee Purchase Order Number

Federal Purchase Order Number – if the order was placed in VACMAN, please include the Federal purchase order (PO) number.  The Federal PO number is listed in VACMAN the next business day after the order is transmitted when you do a download.  If the NDC exists on the Federal contract but you ordered it outside of VACMAN using a non-Federal contract, type “did not order in VACMAN”.

Slide 4
An important message about a new process for placing large adult vaccine orders went out to all grantees recently

•	Due to the inherent difficulty in determining the appropriate inventory to store at McKesson to ensure adequate supply of adult vaccines from week to week, we have been faced with some adult vaccines that have expired or were sent to your providers with a short expiration date.   

•	In an effort to minimize vaccine loss, we have established a new procedure, effective immediately.

•	CDC will provide adequate inventory for McKesson to fill routine adult vaccine orders; however, for adult vaccine orders in excess of 1,000 doses, please observe the following: 
–	At least three weeks before you place the provider order(s) in VACMAN, send an email to vaccinedistributionc@cdc.gov and cc your POB project officer with the following information:
•	Brand 
•	Presentation (NDC) 
•	Number of doses 
•	This communication will give CDC enough time to ensure adequate inventory at McKesson for large adult vaccine orders.  If you have any questions, please send an email to vaccinedistributionc@cdc.gov and cc your POB project officer. Thank you in advance for your cooperation.

Slide 5, 6, and 7 
Below is the Contact Reference Guide for Project Points of Contact (PPOC)

CONTACT REFERENCE GUIDE FOR PROJECT POINTS OF CONTACT (PPOCs)

Issue: Information about VMBIP
Contact Point: Your POB project officer

Issue: VACMAN technical assistance
Contact Point: vacman@cdc.gov  or (404) 639-8303

Issue: Where to send the State and 317-FA Funded Bulk Order Spreadsheet
Contact Point: vaccinedistributionc@cdc.gov  and cdc@mckesson.com  and your POB project officer

Issue: Request for provider order status if the order status in VACMAN reads “Held at CDC” or “Pending CDC Approval” messages in VACMAN
Contact Point: Your POB project officer

Issue:  Request for provider order status if the order status in VACMAN reads anything other than “Held at CDC” or “Pending CDC approval”
Contact Point: cdccustomerservice@mckesson.com  or (877) 822-7746

Issue: Report problem with vaccine shipment (wrong product, wrong number of doses, shipped to wrong provider, out-of-range temperature monitor reading)
Contact Point: cdccustomerservice@mckesson.com  or (877) 822-7746

Issue: Escalate an unresolved issue already reported to customer service
Contact Point: (See escalation chart below)

Issue: Request to rush an order for McKesson to process the following business day
Contact Point: 1) Check the “urgent order” box in VACMAN, and 2) follow up with email or call to customer service: cdccustomerservice@mckesson.com  or (877) 822-7746

Issue: Request to rush an order for McKesson to process the same business day (for public health emergency use only)
Contact Point: 1) Check the "urgent order" box in VACMAN and 2) email VACMAN screen shots of order to customer service cdccustomerservice@mckesson.com  and to your POB project officer, and 3) follow up with an immediate phone call to customer service (877) 822-7746

Issue: Request to cancel an order
Contact Point: cdccustomerservice@mckesson.com  or (877) 822-7746

Issue: Coordinate return of empty box to McKesson
Contact Point: cdccustomerservice@mckesson.com  or (877) 822-7746

Issue: Coordinate return of expired/wasted vaccine (restricted to vaccine that expired after transition to centralized distribution)
Contact Point: cdccustomerservice@mckesson.com  or (877) 822-7746

Issue: Request to pause shipments temporarily due to acts of nature
Contact Point: cdccustomerservice@mckesson.com  and (877) 822-7746 (and your POB project officer if pause has vaccine funding implications). Follow up with customer service again when you want McKesson to resume shipments

Issue: Request for data warehouse reports
Contact Point: CDC field staff assigned to provide the reports to you

Issue: Questions about data warehouse reports
Contact Point: Lisa Galloway lfg8@cdc.gov  and cc your POB project officer

Issue: Questions about monitoring and replenishment reports
Contact Point: Your POB monitor and cc your POB project officer

Issue: Questions about VOFA and spend planning workbook
Contact Point: Your POB monitor and cc your POB project officer

Issue: Questions about cancellation report
Contact Point: vaccinedistributionc@cdc.gov  and cc your POB project officer

Issue: Plans to place provider orders for >1,000 doses of adult vaccines
Contact Point:  Three weeks before transmitting the provider order(s) in VACMAN, send email to vaccinedistributionc@cdc.gov  and your POB project officer with the following information:  each NDC, brand, and number of doses

Issue: Request for grantee-specific flyers to be included in shipments
Contact Point: Send electronic version of the document(s) to CDC at vaccinedistributionc@cdc.gov   (.pdf format preferred); CDC may limit the number and size of such materials.  After receipt of CDC approval, photocopy and ship a supply of materials to McKesson
 
Slide 8
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http://www.cdc.gov/vaccines/programs/vmbip/downloads/nic/08-nic-vmbip-update.rtf