VMBIP Newsletter, September 19, 2008

 VMBIP Updates

•	Update to the “Grantee Guidance for Flu Vaccine Ordering 2008-09 Season” document distributed to grantees via an all-grantee message dated August 3, 2008:  On page 5, section entitled “Timing of flu vaccine distribution and priority orders” the first few sentences read “CDC is working with McKesson to determine an expedited process (i.e., within 2-3 days of order receipt) for filling and shipping flu vaccine orders, similar to the process that was implemented mid-season last year.  The details are still being finalized and CDC will communicate them to you as soon as possible.”  We now have the details, as follows:  Influenza vaccine is shipped separately from non-influenza vaccines using a mode of shipment that ensures documented delivery within three business days (except Thursday orders) from the time the vaccine order is received by McKesson or the first business day that the provider is open for business following the order, whichever is later.  In general, orders are processed as noted below: 

Orders received by McKesson on Monday are delivered by Wednesday
Orders received by McKesson on Tuesday are delivered by Thursday
Orders received by McKesson on Wednesday are delivered by Friday
Orders received by McKesson on Thursday or Friday are delivered by Tuesday

•	We are pleased to attach the updated and expanded PPOC Users’ Guide (which is a more descriptive title than what used to be called the PPOC Document) along with its updated companion document, the Quick Reference Guide for PPOCs.  Because you are our target audience for these documents, we hope you will find these resources useful, and we welcome constructive feedback through your POB project officer.  We will send you updated versions of both documents as our program evolves.  
•	On September 9-10, the VTrckS Grantee Advisory Committee (GAC) had its first face-to-face meeting in Atlanta.  With the mission of the GAC to ensure immunization program needs are well represented during all phases of development until VTrckS goes live, attendees were provided with a high level VMBIP Overview (preparation for VTrckS) and a prototype demonstration.  Please remember, if you have specific questions, comments, or suggestions, contact any GAC member to bring these issues forward.  A list of members and their contact information is on the VMBIP website, VTrckS page.  
•	A bug was identified on September 15 in the VACMAN communications program that was causing flu vaccine orders to not process.  The bug was corrected and VACMAN 4.1.4.2 was released September 18.  An email notice was sent to all grantees from the VACMAN Help Desk announcing the latest version of VACMAN is available for download. 
•	A new feature in VACMAN 4.1.4.2 validates the order information as well as the provider data during the transmit process.  If an order is rejected during the transmit process, VACMAN creates two spreadsheets:
•	ProviderError<YYYYMMDDHHSS>.xls; and 
•	ProviderRej<YYYYMMDDHHSS>.xls. 
            	If this occurs:
•	Open the ProviderError<YYYYMMDDHHSS>.xls spreadsheet to view the reason(s) the order was rejected.  On the ProviderRej<YYYYMMDDHHSS>.xls spreadsheet, make the necessary corrections to the rejected order(s), and ensure the Order Date field is populated with the current date in the format MM/DD/YYYY (enter format as shown to include “/”); 
•	Use the ProviderRej<YYYYMMDDHHSS>.xls file as the import file to reload the orders into the VACMAN new orders table;
•	Run the report “Orders Entered, Not Yet Sent to CDC” to confirm that the corrected orders are in the file; and
•	Transmit the orders to CDC.
•	VACMAN 4.1.4.2 webinar training is scheduled for September 25 from 2:00 to 3:30 PM eastern.  Please log in early to avoid missing any of the conference.  To participate in this training, you will need a phone for the audio and an internet connection to view the PowerPoint presentation and demo. Your access information is included below. 
Participant access information:
USA Toll Free Number: 888-322-1985
PARTICIPANT PASSCODE: 9072760
Participant access information:
URL: https://www.mymeetings.com/nc/join/ 
CONFERENCE NUMBER: PG6504832
AUDIENCE PASSCODE: 9072760
Participants can join the event directly at: 
https://www.mymeetings.com/nc/join.php?i=PG6504832&p=9072760&t=c 
To check your browser for compatibility: http://www.mymeetings.com/updates/net-systemcheck.php?ver=2003 

VMBIP Performance Dashboard
Weekly Performance Metric Scorecard

A.
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 8-29-08:  89.8 percent
Week Ending 9-05-08:  91.3 percent
Week Ending 9-12-08:  73.3 percent
Weighted Average Last 3 Weeks:  82.6 percent
Explanation:  9/8 CDC: Grantees requested orders to be held due to hurricanes Hanna and Gustav as well as other weather related issues.  Many of those orders were released and shipped during the week of Sept 8  

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 8-29-08:  98.9 percent
Week Ending 9-05-08:  99.3 percent
Week Ending 9-12-08:  99.7 percent
Weighted Average Last 3 Weeks:  99.3 percent
Explanation:  none

C1
Metric: 99 percent Order Quality (McKesson Responsibility)
Week Ending 8-29-08:  100 percent
Week Ending 9-05-08:  99.98 percent
Week Ending 9-12-08:  99.99 percent
Weighted Average Last 3 Weeks:  99.99 percent
Explanation:  none

C2
Metric: 99 percent Order Quality (All Responsibility – all error types)
Week Ending 8-29-08:  99.98 percent
Week Ending 9-05-08:  99.98 percent
Week Ending 9-12-08:  97.93 percent
Weighted Average Last 3 Weeks:  96.06 percent
Explanation:  none

D
Metric: 99.75 percent – Cold Chain Quality
Week Ending 8-29-08:  100 percent
Week Ending 9-05-08:  100 percent
Week Ending 9-12-08:  100 percent
Weighted Average Last 3 Weeks:  100 percent
Explanation:  none

E
Metric: Vaccine Receipt and Put Away and CDC Transmission
Week Ending 8-29-08:  100 percent
Week Ending 9-05-08:  100 percent
Week Ending 9-12-08:  100 percent
Weighted Average Last 3 Weeks:  100 percent
Weighted Average Last 3 Weeks:  
Explanation:  None

F
Metric: State Funded PO Transmission
Week Ending 8-29-08:  100 percent
Week Ending 9-05-08:  100 percent
Week Ending 9-12-08:  100 percent
Weighted Average Last 3 Weeks:  100 percent
Explanation:  None.

A. Percent 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		

B. Percent of provider orders shipped within 5 days of McKesson receiving order from CDC; removes all lines of product on backorder (backorders or over-allocation)	

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/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/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) / 48 (other) hrs of delivery by manufacturer

F. Percent of grantee replenishment orders McKesson faxes/e-mails receipt to grantees within 48 hrs of delivery by manufacturer
 
Vaccines on allocation HIB and FLU; Vaccines on manufacturer shortage Merck Hep A
Vaccines placed on backorder during the most recent week: DTAPIPV (10,260 doses) – vaccine ordered and inventory received this week; HEP A – Adult (2550 doses) – vaccine ordered and pending arrival; HPV – (50 doses) – systems error; MMR (40 doses) -  systems error; PNEUMO (10 doses) – vaccine ordered and inventory received this week; ROTA (2600 doses) – vaccine ordered and inventory received this week; TD (20 doses) – short dated vaccine, pending order of longer dated vaccine 

VMBIP Performance Dashboard – Shipping Metrics by Distribution Center
Weekly Performance Metric Scorecard

Memphis (8578)
A
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 8-29-08:  86.7 percent
Week Ending 9-05-08:  86.8 percent
Week Ending 9-12-08:  65.2 percent
Weighted Average Last 3 Weeks:  77.0 percent
Explanation:  NC, LA, MS, KY, OH & FL requested that orders be held due to hurricane concerns

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 8-29-08:  98.5 percent
Week Ending 9-05-08:  99.0 percent
Week Ending 9-12-08:  99.6 percent
Weighted Average Last 3 Weeks:  99.1 percent
Explanation:  none

Sacramento (8576)
A
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 8-29-08:  99.8 percent
Week Ending 9-05-08:  99.6 percent
Week Ending 9-12-08:  95.6 percent
Weighted Average Last 3 W97.9 percent  
Explanation:  TX requested that orders be held due to hurricane concerns

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders
Week Ending 8-29-08:  99.9 percent
Week Ending 9-05-08:  99.8 percent
Week Ending 9-12-08:  100 percent
Weighted Average Last 3 Weeks:  99.9 percent 
Explanation:  none

A. Percent 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		

B. Percent of provider orders shipped within 5 days of McKesson receiving order from CDC; removes all lines of product on backorder (backorders or over-allocation)

As a reminder, VMBIP related all-grantee messages are posted to the VMBIP website at: http://www.cdc.gov/vaccines/programs/vmbip/documents.htm and previous 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 email, please contact Brad Prescott bap3@cdc.gov or Julie Orta jio7@cdc.gov, with a cc to 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)
404-639-8627 (fax)
bap3@cdc.gov

This document can be found on the CDC website at:
http://www.cdc.gov/vaccines/programs/vmbip/downloads/newsletters/downloads/newsletters/vmbip-nl-09-19-08.rtf