VMBIP Newsletter April 15, 2008

The Vaccine Management Business Improvement Project (VMBIP) team has developed a newsletter to provide grantees with current McKesson performance metrics and VMBIP updates and alerts. The newsletter will be distributed via email each Friday.

The McKesson Performance Dashboard captures data for the three most current weeks on the following metrics:
Contractual Metrics
•	Percent of orders shipped within three shipping days (shipping days = Monday, Tuesday, and Wednesday)
•	Percent of orders shipped within five shipping days (NOTE: McKesson contract language states that 100percent of orders must be shipped within five shipping days. Due to factors such as product shortages and limited days and hours of operation at the provider, this metric is unrealistic. Until the contract language is modified, the following criteria is used to determine status of this metric: Green is greater than 95 percent; Yellow is 90 to 95 percent; and Red is less than 90 percent).

Non-Contractual Quality Assurance Metrics
•	Percent of orders delivered with viable vaccine minus McKesson pick, pack, or ship errors
•	Percent of orders delivered with viable vaccine minus McKesson, CDC, and provider errors
•	Percent of orders delivered without temperature monitor problem
•	Percent of CDC replenishment orders received and available in the IT system within 48 hours of delivery by the manufacturer
•	Percent of grantee replenishment orders received and packing receipts distributed to grantee within 48 hours of delivery by the manufacturer

More detailed descriptions are included with the table.

McKesson Performance Dashboard
CDC Weekly Performance Metric Scorecard

A
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 3-21-08: 91 percent - green
Week Ending 3-28-08: 82 percent - green
Week Ending 4-4-08: 92 percent - green
Weighted Average: Last 3 Weeks: 87 percent
Explanation:  none

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders
Week Ending 3-21-08: 98 percent - green
Week Ending 3-28-08: 95 percent - green
Week Ending 4-4-08: 98 percent - green
Weighted Average: Last 3 Weeks: 97 percent
Explanation:  none

C1
Metric: 99 percent Order Quality (McKesson Responsibility)
Week Ending 3-21-08: 99.52 percent - green
Week Ending 3-28-08: 99.94 percent -green
Week Ending 4-4-08: 100 percent -green
Weighted Average: Last 3 Weeks: 99.72 percent
Explanation:  none

C2
Metric: 99 percent Order Quality (All Responsibility – all error types)
Week Ending 3-21-08: 99.20 percent - green
Week Ending 3-28-08: 99.92 percent -green
Week Ending 4-4-08: 100 percent -green
Weighted Average: Last 3 Weeks: 99.55 percent
Explanation:  none

D
Metric: 99.75 percent – Cold Chain Quality
Week Ending 3-21-08: 99.92 percent - green
Week Ending 3-28-08: 100 percent -green
Week Ending 4-4-08: 100 percent -green
Weighted Average: Last 3 Weeks: 99.96 percent
Explanation:  none

E
Metric: Vaccine Receipt and Put Away and CDC Transmission
Week Ending 3-21-08: 100 percent - green
Week Ending 3-28-08: 100 percent -green
Week Ending 4-4-08: 100 percent -green
Weighted Average: Last 3 Weeks: 100 percent
Explanation:  none

F
Metric: State Funded PO Transmission
Week Ending:   81 percent - red
Week Ending: 100 percent -green
Week Ending: 100 percent -green
Weighted Average: Last 3 Weeks: 99 percent
Explanation:  Week ending 3-21-08.  Three state funded PO transmissions were executed within the target time frame but due to a reporting error showed outside the target time.

A. percent of provider orders shipped within 3 days of McKesson receiving order from CDC; removes all orders which include an allocated vaccine, and all lines of product on backorder  - 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		 
B. percent of provider orders shipped within 5 days of McKesson receiving order from CDC; removes all orders which include an allocated vaccine, and all lines of product on backorder	
C1.percent of provider orders delivered with viable vaccine; excludes errors that aren't McKesson's responsibility – Return Reasons: Temp Monitor, non-compliant pack-out, mis-ship, undeliverable or customer not available, or carrier damage
C2. percent of provider orders delivered with viable vaccine; includes all errors for both CDC and McKesson: Return Reasons: see C1 for McKesson responsibility reasons and incorrect address and delivery info, site damaged, expired product, product recall, and other are CDC’s responsibility 
D percent of provider orders delivered with cold chain maintained – Return Reason: Temp Monitor	
E. percent of CDC replenishment orders McKesson receives into inventory, receives into IT system, and transmits to CDC within 24 (flu) and 48 (other) hrs of delivery by manufacturer	
F. percent of grantee replenishment orders McKesson faxes and e-mails receipt of to grantees within 48 hrs of delivery by manufacturer
Vaccines placed on backorder during the most recent week: DTAP-HIB (80 doses) – National shortage, Sacramento does not have inventory and Memphis distributing remaining minimal inventory from pre-shortage; EIPV (990 doses) – PFS presentation unavailable due to manufacturer shortage, vials available; TD (45 doses) – Issues with manufacturer ASD delivering product to Sacramento, delivery problems resolved early week of April 7. 
Vaccines on allocation during the most recent week: All Flu and all HIB products

Tips and Reminders for Project Points of Contact (PPOCs)

•	Ensure the accuracy of the provider open days and open hours each time you enter a provider order into VACMAN.  If a provider’s shipping instructions show open days on Mondays and Fridays, the provider should expect delivery those days.
•	If the carrier attempts deliveries when the shipping instructions indicate that the provider site is open, but in reality the provider site is closed, McKesson will intercept the shipment at the 48th hour and have it rerouted back to the warehouse in an attempt to save the vaccine.  If the temperature monitor has not tripped, the vaccine will be returned to operating inventory.  Within two business days of the failed delivery, McKesson customer service will contact you to coordinate a re-shipment.  Therefore, do NOT key a new order into VACMAN for that failed shipment. 
•	As soon as a provider receives a vaccine shipment, the provider should open the package and contact you immediately if there is any exception to the order, such as an incomplete order or a tripped temperature monitor.  According to the language of the contract, if the temperature monitor is tripped, you need to contact customer service within two hours of when the provider signed for the vaccine.  If the provider received a split or partial shipment, customer service will be able to correct the error or track the status of the remainder of the order and give you the information you need to share with your provider.
•	If you need to rush an order, please select the urgent order box in VACMAN and follow up with a call or email to customer service to alert them that an urgent order has been placed.  Except for IT glitches or other issues beyond your control that you discover long after you placed the order in VACMAN that would have caused a delay in a regular shipment, it is inappropriate to request that customer service expedite an order without first selecting the urgent order box in VACMAN.
•	Even though McKesson does not ship publicly funded direct-ship vaccines (e.g., varicella), your providers may send such expired vaccines with other expired publicly funded vaccines to McKesson for excise tax credit processing.  To return wasted and expired vaccine to McKesson, follow these steps:
•	Have your provider notify you that they have wasted and expired vaccine
•	Have the provider send you a copy of your grantee-specific vaccine wastage form (CDC does not provide a standard form)
•	Contact customer service to coordinate pick up of the box of wasted and expired vaccine
•	Ensure that the provider includes a copy of the completed wastage form in the box
•	Non-federal vaccine inventory such as DT is physically segregated by grantee at McKesson.  You must monitor the grantee-specific inventory supply and expiration dates via the data warehouse reports to determine when to reorder and to ensure that the vaccine does not expire before distribution to your providers.
•	Providers may have direct contact with customer service ONLY to coordinate pick up of EMPTY boxes.  You and your providers must NOT call UPS or FedEx directly, or else the provider will be charged for the pick up at the provider’s expense.  Providers also may NOT contact customer service to coordinate pick up of wasted and expired vaccine.  Such communication must go through you.  It is only for EMPTY box pick up service that providers may contact customer service.

As a reminder, VMBIP related all grantee messages are posted to the VMBIP website at: http//www.cdc.gov/vaccines/programs/vmbip/documents.htm. 

If you have any questions or comments about the contents of this email, please contact Brad Prescott at 404-639-8796, Julie Orta at 404-639-8217, or your project officer.

Brad Prescott
Project Lead
Vaccine Management Business Improvement Project
Immunization Services Division 
Centers for Disease Control and Prevention
404-639-8796 (direct)
404-639-8215 (main)
404-639-8615 (fax)
bap3@cdc.gov 

This document can be found on the CDC website at:
http://www.cdc.gov/vaccines/programs/vmbip/downloads/newsletters/vmbip-nl-04-15-08.rtf