VACMAN 4 User Guide July 2008-07-29

CDC Logo
CCID Informatics Office
Vaccine Management (VACMAN)
User Guide
NCIRD/ISD
Version 4.1.4
07/03/2008

Version History
Version Number: 1.0
Implemented by:  J Paul Harrison
Revision Date:  07-03-2008
Approved By:  n-a
Approval Date: n-a
Reason:  Initial User Guide

Note:  508 Compliancy.  This document had hundreds of screen shots and tables.  The vast majority of the screenshots were described in the text.  They have been cut from this document.  If you need more description or have any questions about these screen shots, please call the VACMAN Help Desk.  The tables have been converted into text.  A brief description of the tables and what is written can be found before each table.  These tables are technical in nature and pertain a great deal to FoxPro code.  If you have any questions, please contact the VACMAN Help Desk.
Table of Contents
CHAPTER 1 – GETTING STARTED  
Overview of VACMAN  
VACMAN User Guide   
Support Resources 
Computer Specifications 
Workstation Requirements - Error! Bookmark not defined.
Network Requirements  
VACMAN Screens and Controls
The Vaccine Management (VACMAN) System Window 
The VACMAN Menu Bar 
The VACMAN at a Glance Screen 
Using the VACMAN Toolbar 
VACMAN Toolbar Details
Keyboard Shortcuts
Keyboard and Mouse Techniques 
User Access and Security
User ID and Password 
Guidelines for User ID, User Name, Passwords 
Logging into VACMAN
Exiting VACMAN
Changing Your Password 
Adding a New VACMAN User record 
Editing a VACMAN User record 
Authorizing a User to Transmit 
Prerequisites 
Deleting a VACMAN User record 

Chapter 2 – Project Setup 
Overview of Project Setup
Customized Setup Overview 
Setup - Data Options 
Registration Tab 
Field Descriptions - Registration Tab 
Editing Registration Information 
Define Names Tab 
Field Descriptions – Define Names Tab 
Defining Names 
Enrollment Tab 
Field Descriptions - Enrollment Tab 
Doses Administered Tab 
Miscellaneous Tab 
Zip Codes Setup 
Adding a Zip Code Record
Editing a Zip Code Record 
Deleting a Zip Code Record
Counties Setup 
Adding a County Record 
Editing a County Record 
Deleting a County Record
Manufacturers Setup
Adding a Manufacturer Record 
Editing a Manufacturer Record 
Deleting a Manufacturer Record 
Provider Vaccines Setup 
Field Descriptions – Provider Vaccines Screen (Selected Fields) 
Creating Shortcuts
CDC Contracts (view only) 
Non-CDC Contract Vaccines Setup 
Field Descriptions – Vaccine Types Screen (Selected Fields) 
Activating a Non-CDC Contract Vaccine Record 
Inactivating a Non-CDC Contract Vaccine Record 
Creating Shortcuts 
Forms
Shipping Invoices 
Editing a Shipping Invoice 
Order Forms 
Editing Ordering Form Instructions 
Provider Categories 
Subdivisions 
Adding Subdivisions 
Editing Subdivisions 
Deleting Subdivisions 
Provider Categories 1 through 5
Adding Provider Category Options 
Editing Provider Category Options 
Deleting Provider Category Options
Chapter 3 – Provider Setup 
Provider Setup 
Enroll Providers
Providers Screen, Main Tab 
Field Descriptions – Providers Screen, Main Tab
Enrollment (Demographics) Screen 
Providers Screen, Address Tab
Field Descriptions – Providers Screen, Addresses Tab 
Enrolling a Provider 
Editing Provider Record 
Updating Shipment Instructions 
Editing Physician Records 
Field Descriptions – Physicians Screen 
Creating a Physician Record 
Editing Physician Record
Chapter 4 – Orders and Inventory
Orders 
Non-Transmitted/Transmitted 
CDC/Non-CDC Orders 
The Ordering Process 
Order Screens 
Field Descriptions  Order Screens 
Creating an Order
Editing an Order
Multi-Orders 
Field Descriptions – Non-Transmitted Multi-Orders 
Creating Multi Orders 
Editing Multi-Orders 
Exchanging data with CDC 
CDC Approval
Order Status codes 
Vaccine distribution 
Receipts 
Accessing a Receipt record 
Bulk Receipts 
Field Descriptions  Bulk Receipts Screen 
Direct Ship Receipts Screen 
Field Descriptions  Direct Ship Receipts Screen
Provider Receipts
Field Descriptions  Provider Receipts Screen 
Provider Vaccine Inventory
Managing Provider Vaccine Inventory
Field Descriptions  Inventory Screen 
Sorting Inventory Records
Displaying Inventory Records 
Adding an Inventory Record
Doses Administered 
Field Descriptions  Doses Administered Screen
Sorting Doses Administered Records
Displaying Doses Administered History
Adding a Doses Administered Record 
Transactions
Field Descriptions  Transactions screen 
Sorting Transaction Records 
Displaying Transactions History 
Adding Transaction records 
Historical Information 
Adjustments 
Field Descriptions  Adjustments Screen   
Sorting Adjustment Records 
Displaying Adjustment Records 
Distribution 
Field Descriptions  Distribution Screen 
Sorting Distribution Records 
Displaying Distribution Records 
Non-CDC Inventory 
Field Descriptions  Non-CDC Inventory Screen 
Sorting Non-CDC Inventory Records 
Displaying Non-CDC Inventory Records
CHAPTER 5 – REPORTS 
Types of Reports
Report Tabs
Selection Criteria in Reports
PIN List Selections
Report Destination Options
The Print Preview Toolbar
Provider and Direct Ship Orders – Reports 1 Tab
Orders Entered, Not Yet Sent to CDC	
Orders Sent to CDC, Not Yet Shipped	
Orders Sent to CDC, On Back Order/Cancelled
Orders Shipped
Individual Transactions	
Summary of Transactions by Vaccine	
Summary of Doses Distributed by Lot Number
Doses Distributed vs. Doses Administered
Number of Shipments to Providers
Provider Vaccine Ordering Form	
Vaccine Expiration	
Bulk Orders – Reports 1 Tab	
Bulk Orders Entered, Not Yet Sent to CDC	
Bulk Transmitted Orders	
Bulk Orders Sent to CDC, Not Yet Received	
Providers – Reports 2 Tab	
Quick Phone List	
Detailed List Report	
List With Addresses Report	
Provider Enrollment Data	
Provider Enrollment Summary	
List of Physicians	
Single Address Labels	
Reports Related to Setup Forms – Reports 2 Tab	
CDC Vaccine Contracts	
Non CDC Vaccines	
Manufacturers	
Zip Codes	
User-Defined Categories	
Subdivisions	
Accountability Reports – Doses Administered – Reports 2 Tab	
Doses Administered as Individual Transactions	
Report of Doses Administered by Age Categories	
Summary of Doses Administered by Vaccine	
Doses Distributed vs. Administered	
Report of Providers Not Submitting D.A. Data	
Providers Not Submitting D.A. Reports and Received Distribution	
Accountability Reports – Provider Inventory – Reports 2 Tab	
Provider Inventory as Individual Transactions	
Vaccine Accountability Report	
Providers Not Submitting Inventory Data	
Providers Not Submitting Other Transaction Data	
Distribution Reports – Reports 3 Tab	
List of Overrides (Excess Shipments)	
Reports Related to Setup Forms – Reports 3 Tab	
Depots (for delivery of bulk orders)	
Table of Vaccine Types	
Inventory – Reports 3 Tab	
Other Inventory Not Received	
Inventory Received from Manufacturers	
Inventory Received vs. Doses Distributed	
History of a Lot Number
CHAPTER 6 – UTILITIES	
Utilities Overview	
Data Maintenance	
Backup and Pack Database Tables	
Backing Up Database Tables	
Backup file names	
Prerequisite	
Packing Database Tables	
Prerequisite	
Restoring Data	
Prerequisite
Data Doctor	
Prerequisite	
Search for Corrupted Tables	
Re-Index Tables	
Synchronize Orders	
Validate Databases	
Clean Data Directory	
Validate Inventory	
Vacman Data Repair,	
Display File Locations	
Run Another Program (Area Codes, Surgery)	
Running Another Program	
Prerequisite	
Area Code Utility Screen	
Making Mass Updates to Telephone Area Codes	
Surgery
Import and Export	
Prerequisite	
Import	
Importing Data	
Prerequisite	
Export	
Exporting Data
Prerequisite
Exchange Data with CDC via Internet	
Prerequisites	
Recommendations	
Accessing the Exchange Function	
Receiving Data from CDC	
Sending Data to CDC	
Backup Database Table(s)	
Performing a Backup	
Important procedure in the event of data corruption	
APPENDIX A - ABBREVIATIONS	
Appendix A. 1 – Abbreviations	
Appendix A. 2 – Abbreviations for Vaccines	
APPENDIX B – GLOSSARY
APPENDIX C - SDN ENROLLMENT	
Before You Begin	
Requesting Your SDN Certificate	
Prerequisites	
Obtaining Your SDN Certificate	
Prerequisites	
Installing Your SDN Certificate	
Before You Begin	
Prerequisites	
APPENDIX D – TABLE DEFINITIONS	
ACTREF – Action Code Reference	
ALLVAC – Inventory Cross Reference
AREACODE – Area Code Reference	
AUDIT – Audit Trail Table	
CAT1 – User Defined Category 1	
CAT2 - User Defined Category 2	
CAT3 – User Defined Category 3	
CAT4 – User Defined Category 4	
CAT5 – User Defined Category 5	
COUNTY – County Name Reference	
CRITERIA – Report Creation Criteria	
DBLIST – Database Reference Table	
DISTHIST – History of Distributions	
DISTOVER – Vaccine Quantity Overrides	
DISTRIB – Vaccine Distributions List	
DOSESADM – History of Doses Administered	
ENROLL – Provider Enrollment Reference	
ENROLLSC – Source Code Reference for Enroll Table	
ERRORS – Software Error Log	
FILTER – Filter Tool Settings Reference	
FUNDADJ – Funding Adjustments	
FUNDING – Vaccine Funding Reference	
INVOOPTS – Invoice Report Options Reference	
LASTBUP – Audit of database backups	
LASTXMIT – Transmissions to CDC Audit Log	
LOTS – Vaccine Reference by Lot Number	
NEWORDER – New Orders not Transmitted to CDC	
NEXTID – Reference to Unique Key Values	
OWNREF – Project Set-Up Reference Table	
PHYSICN – Physician Listing	
PROVHAS – Provider Vaccine Inventories	
PROVIDER – Provider Listing	
PROVMEMO – Provider Notes
PROVOPTS – Provider Inventory Forms Option Reference	
REPDEF – Report Definitions Reference	
REPORTS – Report Execution Commands Reference	
RPTLOG – Audit of Transmissions - Modem	
SECTOREF – Sector Reference for Provider Table	
SECURITY – Access Control Table	
STATCODE – Status Code Reference for Stock Table	
STATES – State Name/Abbreviation Reference	
STOCK – Vaccine Inventory Table	
SUBDIV – Sub Division Reference Table	
SUPPLIER – Vaccine Manufacturers/Suppliers	
TABCDX – Data Doctor Re-indexing	
TBLINDXS – Table Index Reference List	
VACCBULK – Annual Vaccine Reference Table	
VACCFORM – Vaccine Allowance Reference Formulas (Old)	
VACCREF – Vaccine Ordering Reference	
VFORMULA – Vaccine Allowance Reference Formulas (New)	
WHATSNEW – News and Notes	
XMITLOG – SDN Transmissions Audit Log	
XREPORTS – Monthly Report Transmissions	
ZIPCODES – ZIPCode Reference Table	
APPENDIX E – IMPORT/EXPORT FUNCTIONAL SPECIFICATIONS	
Business Rule Objects	
Import Module	
Errors in Import Processing	
General Requirements	
Product Perspective	
Product Functions	
User Characteristics	
General Constraints
Assumptions and Dependencies	
Import Options – The VACMAN Interface Screen	
File Type Options	
Import Types	
Importing Files	
Field Descriptions - Distribution (via Project Depot)	
Field Descriptions - Transactions	
Field Descriptions – Provider Data	
Field Descriptions – Enrollment Data	
Field Descriptions – Physicians Data	
Field Descriptions – Provider Inventory Data	
Field Descriptions – Doses Administered Data	
Field Descriptions –Provider Orders	
Field Descriptions –Direct Ship – New Orders	
Error Detection Criteria	
File to Import Option: Distribution (via Project Depot)	
File to Import Option: Transactions	
File to Import Option: Provider Data	
File to Import Option: Enrollment Data	
File to Import Option: Physicians Data	
File to Import Option: Provider Inventory Data	
File to Import Option: Doses Administered Data	
File to Import Option: Direct Ship Order Data (Archive or Update)	
File to Import Option: Direct Ship Orders – Add New Records	
File to Import Option: Provider Orders	
Export Module	
Export Options – The VACMAN Interface Screen	
Export File Options	
Exporting Files from VACMAN	
List of Figures:  Note – screen shots are generally described by the text.
Figure 1 - 1. The Vaccine Management (VACMAN) Screen	
Figure 1 - 2. Vaccine Management Screen, Data menu sample	
Figure 1 - 3. Look Up Provider Screen	Error! Bookmark not defined.
Figure 1 - 4. About VacMan Screen	
Figure 1 - 5. The Vaccine Management (VACMAN) Screen and VACMAN at a Glance Data Tab	
Figure 1 - 6. The VACMAN Toolbar	
Figure 1 - 7. VACMAN Login Screen, Login function	
Figure 1 - 8. The VACMAN at a Glance Screen	
Figure 1 - 9. VACMAN Login Screen, Change Password function	
Figure 1 - 10 VACMAN Change Password Screen	
Figure 1 - 11 VACMAN Login Screen, Add/Modify Users function	
Figure 1 - 12 Add/Modify Users Screen	
Figure 1 - 13 Add/Modify Users Screen, Add function	
Figure 1 - 14 VACMAN Login Screen, Add/Modify Users function	
Figure 1 - 15 Add/Modify Users Screen, View Only mode	
Figure 1 - 16 Add/Modify Users Screen, Edit mode	
Figure 1 - 17 Add/Modify Users Screen, Authorizing Transmit function	
Figure 1 - 18 VACMAN Login Screen, Add/Modify Users function	
Figure 1 - 19 Add/Modify Users Screen, View Only mode	
Figure 2 - 1. VACMAN at a Glance Setup Tab	
Figure 2 - 2. Setup Data Options – Registration Tab	
Figure 2 - 3. Setup Data Options – Define Names tab	
Figure 2 - 4. Setup Data Options – Enrollment Tab	
Figure 2 - 5. Setup Data Options – Doses Administered Tab	
Figure 2 - 6. Doses Administered Screen – Comparison of category formats	
Figure 2 - 7. Doses Administered Screen	
Figure 2 - 8. Setup Data Options – Miscellaneous Tab	
Figure 2 - 9. Setup – Zip Codes Screen	
Figure 2 - 10. Setup – Counties Screen	
Figure 2 - 11. Setup – Manufacturers Screen	
Figure 2 - 12. Setup – Provider Vaccines Screen	
Figure 2 - 13. Setup – CDC Contracts Screen	
Figure 2 - 14. Setup – Non-CDC Contract Vaccines Screen	
Figure 2 - 15. Setup – Shipping Invoices Screen	
Figure 2 - 16. Setup – Provider Ordering Form Options screen	
Figure 2 - 17. Setup – Subdivisions Cty Code Screen
Figure 2 - 18. Setup –  Updated? Screen	
Figure 3 - 1. VACMAN at a Glance Screen, Provider setup options highlighted	
Figure 3 - 2. Data Tab – Enroll Providers Quick Reference Guide	
Figure 3 - 3. Providers Screen, Main Tab	
Figure 3 - 4. Enrollment (demographics) Screen	
Figure 3 - 5. Data Tab – Providers Screen, Addresses Tab	
Figure 3 - 6. Provider Shipping Instructions Modifications Screen	
Figure 3 - 7. Data Tab, Edit Physicians Screen	
Figure 3 - 8. All Providers with Same Physician Screen	
Figure 3 - 9. All Physicians for PIN Screen	
Figure 4 - 1. The VACMAN at a Glance Screen	
Figure 4 - 2. The VACMAN Order Process Flow	
Figure 4 - 3. Bulk Orders Screen, sections specified	
Figure 4 - 4. Direct Ship Orders Screen	
Figure 4 - 5. Provider Orders Screen	
Figure 4 - 6. Influenza (Non Frozen Flu) Order Screen	
Figure 4 - 7. Multi-Orders Order Entry Screen	
Figure 4 - 8. Bulk Receipts Screen, sections specified
Figure 4 - 9. Direct Ship Receipts Screen, sections specified	
Figure 4 - 10. Provider Receipts Screen, sections specified	
Figure 4 - 11. VACMAN at a Glance – Data tab, with Inventory options highlighted.
Figure 4 - 12. Provider Inventory Screen	
Figure 4 - 13. Doses Administered Screen	
Figure 4 - 14. Transactions Screen	
Figure 4 - 15. VACMAN at a Glance – Data tab, with Historical Information options highlighted	
Figure 4 - 16. Historical Information -- Adjustments Screen	
Figure 4 - 17. Historical Information -- Distribution Screen	
Figure 4 - 18. Historical Information – Non-CDC Inventory Screen	
Figure 5 - 1. Reports-1 Tab	
Figure 5 - 2. Reports-2 Tab	
Figure 5 - 3. Reports-3 Tab	
Figure 5 - 4. Example of a Report Selection Criteria Screen	
Figure 5 - 5. PIN List Screen	
Figure 5 - 6. Report Destination Options Screen	
Figure 5 - 7. Provider and Direct Ship Orders Quick Reference Flowchart	
Figure 5 - 8. Report: Provider Vaccine Ordering Form (sample)	
Figure 5 - 9. Bulk Orders Quick Reference Flowchart	
Figure 5 - 10. Provider Reports Quick Reference Flowchart	
Figure 5 - 11. Single Address Labels Screen, output options.	
Figure 5 - 12. Example of Single Address Label (partial sheet)	
Figure 5 - 13. Reports Related to Project Setup Quick Reference Flowchart	
Figure 5 - 14. Category List Selection Screen	
Figure 5 - 15. Accountability Reports, Doses Administered Quick Reference Flowchart	110
Figure 5 - 16. Accountability Reports, Provider Inventory Quick Reference Flowchart	113
Figure 5 - 17. Distribution Report Quick Reference Flowchart	
Figure 5 - 18. Reports Related to Setup Forms Quick Reference Flowchart	
Figure 5 - 19. Inventory Reports Quick Reference Flowchart	
Figure 6 - 1. Utilities Tab	
Figure 6 - 2. Backup and Pack Databases Screen	
Figure 6 - 3. Save As Screen	
Figure 6 - 4. Restore data from Backup Screen (Steps 7-10)	
Figure 6 - 5. Data Doctor Screen	
Figure 6 - 6. File Locations Screen	
Figure 6 - 7. Run Another Program Screen	
Figure 6 - 8. Area Code Utility Screen	
Figure 6 - 9. Area Code Utility Screen	
Figure 6 - 10. Surgery Password Screen	
Figure 6 - 11. Import Options Screen	
Figure 6 - 12. Export Options Screen	
Figure 6 - 13. Export Data with CDC Screen	
Figure 6 - 14. Validate Orders Prior to Xmit Screen, Process Status Report	
Figure 6 - 15. Rejected Records Saved Confirmation Screen	
Figure 6 - 16. VACMAN - Exchange Data with CDC Screen	
Figure 6 - 17. Exchanging Data with CDC – Microsoft Explorer Provided by the National Immunization Program  – Exchange Instructions Screen (partial view)	
Figure 6 - 18. SDN Login - Client Authentication Screen	
Figure 6 - 19. SDN – Activity List Screen	
Figure 6 - 20. SDN - Secure File Transfer Screen	
Figure 6 - 21. SDN - Secure File Download Screen	
Figure 6 - 22. SDN - AppletFile Download Screen	
Figure 6 - 23. Save As Screen (Receive process, initial browse screen)
Figure 6 - 24. Save As Screen (Receive process, with RCV folder selected)	
Figure 6 - 25. Save As Screen (Receive process, final browse screen),  with .ZIP file in RCV folder	
Figure 6 - 26. SDN – Secure File Download (re-display)	
Figure 6 - 27. VACMAN - Exchange Data with CDC (“1-5”) Screen, 2nd step	
Figure 6 - 28. Processing Complete Screen	
Figure 6 - 29. VACMAN Exchange Data with CDC Screen (partial view), with record counts	140
Figure 6 - 30. VACMAN Package Generated screen	
Figure 6 - 31. VACMAN Package Instructions Screen	
Figure 6 - 32. SDN Login - Client Authentication Screen, Send process 
Figure 6 - 33. SDN Challenge Phrase Screen, Send process 
Figure 6 - 34. SDN Activity List Screen 
Figure 6 - 35. SDN - Secure File Transfer Screen, Send process 
Figure 6 - 36. SDN – Secure File Upload Screen, Applet version 
Figure 6 - 37. SDN – Secure File Upload Screen, Java Applet version (This is the default.) 
Figure 6 - 38. SDN - Select Files to Upload Screen, initial browse screen
Figure 6 - 39. SDN - Select Files to Upload Screen (Send process, XMIT folder) 
Figure 6 - 40. SDN - Select Files to Upload Screen (Send process, PKGS folder) 
Figure 6 - 41. SDN - Select Files to Upload Screen (Send process, file name selected) 
Figure 6 - 42. SDN - Secure File Upload Screen, with file
Figure 6 - 43. SDN - AppletFile Upload Screen 
Figure 6 - 44. CDC SDN - File Upload Complete Screen 
Figure 6 - 45. VACMAN Confirm Package Sent to CDC Screen 
Figure 6 - 46. VACMAN Confirmed Package Sent to CDC Screen 
Figure App. C - 1. SDN - Enter Enrollment Password Screen 
Figure App. C - 2. SDN – Centers for Disease Control and Prevention – Digital ID Enrollment Screen 
Figure App. C - 3. SDN - CDC Digital ID Enrollment - Enter Personal Information Screen	
Figure App. C - 4. MS Internet Explorer Email address Confirmation Screen 
Figure App. C - 5. Select A Program Screen
Figure App. C - 6. Select Activities Screen
Figure App. C - 7. SDN – CDC Choose a Challenge Phrase Screen 
Figure App. C - 8. SDN – CDC Digital Certificate Request Received Screen 
Figure App. C - 9. SDN Enrollment Approved sample email message
Figure App. C - 10. SDN Login - Digital ID Enrollment – Challenge Phrase Screen
Figure App. C - 11. SDN – Confirm Personal Information Screen 
Figure App. C - 12. SDN –Personal Information Changes Received Screen 
Figure App. C - 13. SDN – CDC Download Digital ID Screen 
Figure App. C - 14. SDN – CDC Download Digital ID Screen, Install Process 
Figure App. C - 15. SDN System Message Screen 
Figure App. C - 16. Security Warning -  VeriSign Import Control Screen 
Figure App. C - 17. Digital ID Installation Complete – Congratulations! Screen	Error! Bookmark not defined.
Figure App. E - 1. VACMAN Utilities Tab – Import Options Screen 
Figure App. E - 2. VACMAN Utilities Tab – Export Options Screen 
Chapter 1 – Getting Started
Overview of VACMAN
The Vaccine Management (VACMAN) system is a vaccine purchasing database management system. It is used by government-funded state and territorial immunization projects. Projects use the VACMAN system to do the following:
•	Order vaccines through CDC utilizing Vaccine for Children (VFC) (primary) and 317 (secondary) funds to place large volume orders to manufacturers.  State-funded vaccine purchases also may be placed.  All orders are processed through the exchange of order data with CDC via a Secure Data Network (SDN) connection. 
•	Receive and update order statuses from CDC.
•	Generate reports.
VACMAN User Guide
The VACMAN User Guide provides information about the following functions within the VACMAN system:
•	Setting up and customizing your system
•	Working with data
•	Generating reports
•	Maintaining databases
Support Resources
•	VACMAN internet website contains current system information: http://www.cdc.gov/vaccines/programs/vacman/default.htm.
•	VACMAN User Guide is available from the web site.
•	Vaccine and Contract Information: The VACMAN system and the web site provide current information about manufacturer names, commercial vaccine trade names, vaccine types and vial sizes available on the contract, CDC contract prices, manufacturers' prices, and contract expiration date.
•	VACMAN Help Desk is available from 8:00 a.m. until 6:00 p.m. (Eastern), Monday through Friday. The Help Desk can assist you with exchanging data with CDC, error messages, reports, and other issues. Contact the Help Desk:
	Phone:	(404) 639-8303
	Email:	vacman@cdc.gov 
	Fax:	(404) 638-5413 
	Mailing:	VACMAN Help Desk, 1600 Clifton Rd., MS E-57, Atlanta GA 30333
Note:  The Help Desk is closed on weekends and federal holidays.
Computer Specifications 
The VACMAN 4.1.4 system uses Visual FoxPro 7.0 and can run on any 32-bit Microsoft Screens operating system. It can be set up for multiple users on a local area network (LAN).

Workstation Requirements
Operating System:   System
Minimum Requirement:  Windows NT 4.0 with SP6, Windows 2000 with SP3,
or Windows XP
VACMAN Team Recommendation:  Windows 2000 with SP3, or later

Operating System:  Memory
Minimum Requirement:  256 Mbytes
VACMAN Team Recommendation:  Pentium class, 200 MHz or faster

Operating System:  CPU
Minimum Requirement:  n-a
VACMAN Team Recommendation:  Pentium III or later, 1.9 GHz or faster

Video:  Color
Minimum Requirement:  256K colors or better
VACMAN Team Recommendation:  256K colors or better
Video: Screen resolution
Minimum Requirement: 800 x 600
VACMAN Team Recommendation:  1024 x 768
Video:  Monitor
Minimum Requirement: 17 inch or larger
VACMAN Team Recommendation:  17 inch or larger

Hard Drive Space: Stand alone application:
	Data Space
	Program Directory
Minimum Requirement:  1 Gigabytes 
15 Megabytes
VACMAN Team Recommendation: 40 Gigabytes
Hard Drive Space:  Network application:
	Data Space
	Program Directory
Minimum Requirement: 1 Gigabyte
15 Megabytes (each workstation)
VACMAN Team Recommendation: 1 Gigabyte
15 Megabytes (each workstation)

Devices:  CD-ROM Drive
Minimum Requirement:  Required for installation
VACMAN Team Recommendation:  Required for installation
Devices:   Input devices
Minimum Requirement: Keyboard, and mouse or other pointing device
VACMAN Team Recommendation: Keyboard, and mouse or other pointing device
Devices:  Output Devices
Minimum Requirement: Windows-compliant, pre-configured printer
VACMAN Team Recommendation: Windows-compliant, pre-configured printer
Interfaces:  Email
Minimum Requirements:    Required for Exchange with CDC. (CDC confirms transmission via email)
VACMAN Team Recommendation:  Required for Exchange with CDC. (CDC confirms transmission via email)
Interfaces:  Internet, via Secure 
Data Network (SDN)
Minimum Requirements:  Required for Exchange with CDC; Internet Explorer 5.0 or later
VACMAN Team Recommendation:  Required for Exchange with CDC; Internet Explorer 6.0 or later
Interfaces:  For more information, see Appendix C, “SDN Enrollment.”
Minimum Requirements:  For Netscape version 6.0 and later, you also must install Sun JAVA JRE version 1.3.1 or later. If your project runs Sun JRE, ensure that the Sun JAVA plug-in also has been installed. To install the JAVA plug-in, use this link:  www.java.com/en/download/manual.jsp.  For Netscape version 4.7 and earlier, you may need to request
VACMAN Team Recommendation:  For Netscape version 6.0 and later, you also must install Sun JAVA JRE version 1.3.1 or later. If your project runs Sun JRE, ensure that the Sun JAVA plug-in also has been installed. To install the JAVA plug-in, use this link:  www.java.com/en/download/manual.jsp.  For Netscape version 4.7 and earlier, you may need to request

Network Requirements
Network: Netware
Requirement:  Novell or Windows. Each workstation must have read/write access to data files and be mapped to the same data directory
Network: FoxPro Interoperability
Requirement:  During installation, the VACMAN system installs a configuration file, config.fpw, in its root directory.  If any other FoxPro-based programs exist at a workstation, they must have their own, unique config.fpw files in their own root directories.
Network: Sun JAVA runtime environment (JRE)
Requirement:  If your project runs Sun JRE, ensure that the Sun JAVA plug-in also has been installed. To install the JAVA plug-in, use this link:  www.java.com/en/download/manual.jsp.
VACMAN Screens and Controls
The following sections describe the screens and controls that make up the VACMAN interface.  Once you launch the application, these screens and controls provide the means for you to manage your projects vaccines.
The Vaccine Management (VACMAN) System Window
You can launch VACMAN either by double-clicking the desktop icon (looks like a syringe), or by choosing VACMAN from the Windows Start menu.  The system window, Vaccine Management (VACMAN), is displayed with the VACMAN Software Disclaimer Message screen active.  This window provides the main work area where all the VACMAN screens are displayed as you access them, as well as the menu bar for use throughout the VACMAN system.  After you choose OK on the VACMAN Software Disclaimer Message screen, the VACMAN Login screen is displayed on the Vaccine Management (VACMAN) window with the VACMAN menu bar active.

Figure 1 - 1. The Vaccine Management (VACMAN) Screen.   Key in your User ID, password, and select continue, cancel, change password, or add-modify users.
The VACMAN Menu Bar
The VACMAN menu bar persists throughout the system and corresponds to the tabs found on the VACMAN at a Glance screen, which is detailed in the following section.  Also, the menu bar offers LookUp, Help and Exit menus to provide additional functionality.  The menu bar is at the top of the Vaccine Management (VACMAN) screen.  Choosing a menu option displays a list of choices, sorted by the categories shown on the VACMAN at a Glance screen.  The example below shows the Data menu and the associated choices for that option.
Figure 1 - 2. Vaccine Management Screen, Data menu sample.  See text below for details. 
Making a selection from this list of choices launches the corresponding screen in VACMAN.  The following table details each menu option and the choices available below that option. 

Menu Option:  Data (Detailed in Chapters 3 and 4)
Menu Choices:  VACMAN at a Glance (This option returns you to the VACMAN at a Glance Screen.)
	Category:  Orders
Options:  Bulk Orders, Bulk Receipts, Direct Ship
Orders, Direct Ship Receipts, Provider Orders, Provider Receipts, Multi-Order Entry, Multi-Order History
Category:  Provider Vaccine Inventory
Options: Inventory, administered, Transactions
Category: Provider
Options:  Enrol provider, edit physician, and enrol demographics

Menu Option:  Setup (Detailed in Chapter 2)
Menu Choices:  VACMAN at a Glance (This option returns you to the VACMAN at a Glance Screen.)
Category:  Customized
Options:   Setup Data Options, Zip Codes, Counties, Manufacturers, Provider Vaccine Types
CDC Contracts, Non-CDC Contracts
Category: Forms
Options:  shipping invoices, provider forms
Category:  Provider Categories 
Options:   Subdivision Values, Category 1 Values, Category 2 Values, Category 3 Values
Category 4 Values, Note:  These categories are available for you to customize for your project's use.
Menu Option:  Reports (Detailed in Chapter 5)
Menu Choices:  VACMAN at a Glance (This option returns you to the VACMAN at a Glance Screen.)  
	Category:  Direct ship orders
Options:  Direct Ship Entered, Not Transmitted, Direct Ship Transmitted, Not Shipped
Direct Ship Shipped by Merck
Category: Distribution
Options:    Individual Transactions, Summary by Vaccine, Summary by Lot, Doses Distrib vs. Administered, Number of Shipments to Providers, Overriders (Excess Shipments)
Providers Not Submitting Other Trans. Data
Category:  Inventory and Bulk Orders
Options:  Bulk Orders Entered, Not Transmitted
Transmitted Orders
Bulk Orders Transmitted, Not Rcvd
Low Balances
Other Inventory Not Received
Received from Manufacturers
Received vs. Distributed
Inventory on Hand
Short Expiration Dates
Inventory Adjustments Report
History of a Lot Number
Vaccine Reorder Recommendations
	Category:  Providers
	Options: 
		Provider Listings
Enrolment Data
Summary Enrolment Data
Provider Physicians
	Category:  Setup Reports
	Options:  
		Vaccine Depots
Vaccine Types Report
Vaccine Contracts
Suppliers (Manufacturers)
Funding Transactions
Funding Sources/Amounts
Zip Codes
User Defined Categories
Subdivisions
	Category:  Invoices and Forms
	Options: Shipping Invoices Report
Provider Ordering Forms
Single Address Labels 
	Category:  Doses Administered
	Options:  
		Individual Records
Summary by Age Categories
DosesAdm by Vaccine
Doses Distrib vs. Administered
Providers Not Submitting Data
Distributions w/o DA Reports
	Category:  Provider Inventory
	Options:   Individual Records
Vaccine Accountability Report
Providers Not Submitting Data
Menu Option:  LookUp
Menu Choices:  LookUp launches the Look Up Provider screen, allowing you to search for a specific provider’s information.  Figure 1-3, Look Up Provider Screen.

Menu Option:  Utilities (Detailed in Chapter 6)
Menu Choices:  Exchange Data with CDC launches the Exchange process.  If you are not authorized to transmit data to the CDC, you cannot perform this function.
	Category:  Data Maintenance
	Options:  
		Back Up & Pack
Restore from Back-Up
Data Doctor
Display File Locations
Run Another Program
	Category:  Import/Export
	Options:  Import Data, Export Data

Menu Option:  Help
Menu Choices:  VACMAN Website launches the VACMAN website in a new window.  About VACMAN launches the About VACMAN screen show below:   Figure 1 - 3. About VACMAN Screen
Error Log allows you to view errors that occurred within your project’s VACMAN processing. The system generates a message when it encounters an error. The VACMAN team can use this log to troubleshoot processing errors. Error log files are in your project’s Data directory.
When you send data to CDC, your error messages are included in the transmission. 
Review your error log regularly. To improve system resources, you can delete all but the last seven days of error logs. 
Transmit Log allows you to view information about your project’s data exchanges with CDC. The system generates a new log after each exchange. The VACMAN team can use this log to troubleshoot exchange issues. Transmit log files are in your project’s Data directory.  Review your transmit log regularly. To improve system resources, you can delete all but the last seven days of transmit logs.

Menu Option:  Exit
Menu Choices:  Exit closes the VACMAN application
The VACMAN at a Glance Screen
You can access all VACMAN functions from the Vaccine Management (VACMAN) screen menu bar or from the VACMAN at a Glance screen, shown below.  Note:  When you log into VACMAN, the VACMAN at a Glance screen initially displays the Data tab.  Figure 1 - 4. The Vaccine Management (VACMAN) Screen and VACMAN at a Glance Data Tab
Buttons in the upper right corner of the screen, indicated above with arrows, provide the following standard functions:
•	Click the minus button to minimize a screen. The system docks multiple minimized screens to the side.
•	Click the double square button to restore a minimized a screen.  
•	Click the close window button to close a screen. 
Using the VACMAN Toolbar
When you access a screen that allows entry or navigation among records, the system displays the VACMAN toolbar on the Vaccine Management screen. You can drag the toolbar to any convenient spot on the Vaccine Management screen.  Figure 1 - 5. The VACMAN Toolbar
VACMAN Toolbar Details
The following table details the buttons found on the VACMAN toolbar. The functions below are listed in left to right order. 
Described below are:  description of what the button looks like, the name, and the functionality 
Two arrows pointing to the left, First, Go to the first record
One arrow pointing to the left, Previous, Go to the previous record
One arrow pointing to the right, Next, Go to the last record
Page with column, Browse, Browse all records and select the one you want
Printer, Print, print records
Plus sign, Add, Add a new record
Page with pencil, Edit, Edit the current record
Red x, Delete, Mark the current record to be deleted
Spy glass, Search, Search for a specific record by using a search keyword
Binoculars, Look Up, Search for a specify provider’s information via the Look Up Provider screen
Funnel, Filter, Filter all or specific records for viewing
Book closing, close, Close the current screen
Disk, Save, Save the current record
Bent arrow pointing to the left, Revert, Undo the last command (revert)
Some of the buttons on the toolbar are not always available because functions change within the context of your current activity. Disabled buttons are either “grayed out” or replaced with other buttons. 
Examples:	When you choose Add, Save replaces Edit.  When you choose Add or Edit, Revert replaces Delete.
First and Last Record messages:  The following messages display when you reach the first and last records.
Button:  two arrows pointing to the left
Label:  First
Function:  Go to the First Record
When you reach the:  First records
This message displays:  Already at first record
Button:  two arrows pointing to the right
Label:  Last
Function:  Go to the Last Record
When you reach the:  Last records
This message displays:  Already at last record
Keyboard Shortcuts
Keyboard shortcuts are key stroke combinations that allow you to perform functions, instead of using the mouse to select a function from a menu.  Like the buttons on the toolbar, keyboard shortcuts that are available change within the context of the current screen. Only shortcuts for functions that are appropriate for your current activity are available. 
Note:	Unless otherwise noted, all keyboard combinations require that you press and hold the Ctrl or Alt key, then simultaneously press an additional key.
The following table lists each keyboard shortcut combination and its functionality.  The Keyboard Shortcuts Text is typed below as the Keyboard Combination, then the Functionality.  
ALT+A
Opens the Doses Admin screen
ALT+B
Opens the Browse screen
ALT+C
Opens the Vaccine Shortcuts screen
ALT+D
Opens the Distribution screen
ALT+E
Opens the Enrolment screen
ALT+F
Opens the Filter selection menu
ALT+H
Opens the Help drop-down menu
ALT+I
Opens the Provider Inventory screen
ALT+K
Opens the Back Orders screen
ALT+M
Opens the Provider Memo screen
ALT+O
Opens the Bulk Orders screen
ALT+P
Opens the Providers screen
ALT+R
Opens the Reports drop-down menu
ALT+S
Opens the Setup drop-down menu
ALT+T
Opens the Transactions screen
ALT+U
Opens the Utilities drop-down menu
ALT+V
Opens the Varicella Orders screen
ALT+W
Opens the Allowance screen
ALT+X 
Exits VACMAN
Esc (Escape key)
Exits an open screen
CTRL+S
Opens the Search screen
CTRL+Page Down
Move to the next tab 
CTRL+Page Up
Move to the previous tab
CTRL+Up Arrow
Scroll to the first record
CTRL+Down Arrow 
Scroll to the last record
CTRL+Left Arrow
Scroll to the previous record
CTRL+Right Arrow
Scroll to the next record
CTRL+Insert
Add a new record
CTRL+Delete
Either delete a record or revert to original state
CTRL+End
Either edit or save
Keyboard and Mouse Techniques
The VACMAN system validates your entries in many fields. In most cases, the system validates on a field-by-field basis. For best results, always advance through fields with the keyboard Tab or Enter key, rather than using the mouse. 
Make sure that you exit the last field in which you make an entry, before you save the record. Otherwise the system might not save that entry.
You can use either the mouse or the keyboard to perform many functions. 
Example 1: You want to retrieve a specific provider’s record, by using the keyboard instead of the mouse.  The Keyboard Shortcuts for Search Function Text below is described at Steps one to eight, Keyboard Combinations, and Result.
1
ALT+P
Opens the Enrol Provider screen.
2
CTRL+S
Opens the Search screen.
3
Press Enter
A list of search options displays. 
4
Arrow down (↓) to the Search option you want to use and press Enter.
The Search text field is ready for you to enter your search information. Enter your search information.
5
ALT+T
Start Search from the Top of the List.
6
ALT+B
Start Search from the Bottom of the List.
7
ALT+X
Selects the desired record.
8
Press <Escape>
Exit the Search screen, leaving the current record displayed
Example 2: You want to view/edit the other page (tab) on the Enroll Provider screen, using the keyboard instead of the mouse.
Keyboard Shortcuts for moving between Tabs
Below is text that describes the Keyboard Combinations, followed by the result. 
Perform Steps 1-7 in Example 1.
CTRL+Page Down, Opens the Providers Addresses Tab 
CTRL+Page Up, Returns to the Providers Main Tab

Example 3: You want to add (Enroll) a new provider, by using the keyboard instead of the mouse.
Keyboard Shortcuts for Enrolling a New Provider
Below is text that describes the Keyboard Combinations, followed by the result.
ALT+P, Opens the Enrol Provider screen.
CTRL+Insert, Opens a blank Enrol Provider screen. Add the information.
CTRL+End, Saves the new provider information.
User Access and Security
VACMAN is a secured application, requiring a user ID and password for access.  The following sections describe how to log into and exit the application, as well as how to maintain application access, e.g., changing your password and adding/modifying user IDs and information.
User ID and Password
Your supervisor provides your user ID and initial password information.  If this information is not available from your supervisor, contact the VACMAN Help Desk. 
Guidelines for User ID, User Name, Passwords
VACMAN requires the following components to maintain individual security.
•	User ID – The administrator creates a unique ID for each VACMAN user.  The system limits this User ID to 8 or fewer characters, and does not allow duplicate IDs in the system.  You must enter the User ID on the VACMAN Login screen, along with your password to log into the VACMAN system.  Additionally, your User ID is displayed on records you create in VACMAN.  
•	User Name – The User Name associated with the User ID includes the user's first and last names and is limited to no more than 30 characters.
•	Password – VACMAN requires a Password, along with a User ID to log into VACMAN.  Passwords are limited to no more than 8 characters in VACMAN.  The first time you log into VACMAN, you use a password that your supervisor provides.  You should change this password as soon as you have logged into the system.  In fact, you should change your password on a regular basis over time.  Changing passwords frequently ensures the best security for the system. 
Logging into VACMAN
Use the following procedure to log into the VACMAN system.  Each step is followed by the action needed and the result.
1.	Launch VACMAN by double-clicking the desktop icon, or by choosing VACMAN from the Windows Start menu.  Result:  The Vaccine Management (VACMAN) system window is launched with the VACMAN Login screen displayed.  Figure 1 - 6. VACMAN Login Screen, Login function
2.	On the VACMAN Login screen, type your user name in the User ID field, and your password in the Password field. Press ENTER, then choose Continue. Result: If both the User ID and password are valid the VACMAN at a Glance screen is displayed.  

Figure 1 - 7. The VACMAN at a Glance Screen
•	If you type an incorrect User ID, the system displays the message "User ID Unknown." 
•	If you type an incorrect password, the system displays an "Invalid Password" message. 
Note:	If you receive either of those error messages, retype the applicable data.
If you decide not to log in to the VACMAN system, choose Cancel to exit the screen.
Exiting VACMAN
To exit the VACMAN system, do either of the following on the VACMAN at a Glance screen:
•	On the VACMAN menu bar, choose Exit
or
•	Press the Esc key on your keyboard
Changing Your Password
Change your password frequently to maintain effective security. Use the following procedure to change your password.
Each step is followed by the action needed and the result.
1.	Launch VACMAN by double-clicking the desktop icon, or by choosing VACMAN from the Windows Start menu.  Result:  The Vaccine Management (VACMAN) system window is launched with the VACMAN Login screen displayed.  Note:  Until you enter your User ID and password, Change Password is not enabled.
2.	On the VACMAN Login screen, type your user name in the User ID field, and your current password in the Password field. Press ENTER.  Result:  Change Password is enabled on the VACMAN Login screen. Figure 1 - 8. VACMAN Login Screen, Change Password function.
3.	Choose Change Password.  Result: The system displays the Change Password screen.  Figure 1 - 9 VACMAN Change Password Screen
4.	Type your new password in the Enter New Password and Re-Enter New Password fields, and choose Save.  Note:	Both password entries must be identical, or the Change process will not be successful.  Result: The VACMAN at a Glance screen is displayed.
If you decide not to change your password, choose Exit instead of Save.  No change will be saved.
Adding a New VACMAN User record
Only users with VACMAN Security Level 3 access can add new user records.  If you do not have Level 3 access, the Add/Modify Users function will not allow you to access user records.
Use the following procedure to add a new VACMAN user record.  The text below is the steps, actions, and results.
1.	Launch VACMAN by double-clicking the desktop icon, or by choosing VACMAN from the Windows Start menu.  Result:  The Vaccine Management (VACMAN) system window is launched with the VACMAN Login screen displayed. Note:  Until you enter your User ID and password, Add/Modify Users is not enabled. 
2.	 On the VACMAN Login screen, type your user name in the User ID field, and your current password in the Password field. Press ENTER.  Result:  Add/Modify Users is enabled on the VACMAN Login screen.  Figure 1 - 10 VACMAN Login Screen, Add/Modify Users function 
3.	Choose Add/Modify Users.  Result: The system displays the Add/Modify Users screen and the VACMAN toolbar.  Figure 1 - 11 Add/Modify Users Screen
4.	On the Add/Modify Users screen, choose Add on the toolbar.  Result: The system opens an empty Add/Modify Users screen. Figure 1 - 12 Add/Modify Users Screen, Add function
5.	On the Add/Modify Users screen, do all of the following:
•	In the User Name field, type the new users first and last, or full, name. 
•	Type the new user’s User ID; minimum of four characters. This must be a unique combination of characters; the system does not accept duplicate User IDs.
Note:	The system displays the User ID when changes are made, vaccine is distributed, and on various other VACMAN system screens.  The User ID identifies the user who performed each action.
•	To let the system fill the Password Date field, press the Enter or Tab key on your keyboard.
•	Select the new user’s Security Level from the drop-down list. The screen describes the three levels.
•	Type the Job Title and Email address for the new user.
•	Check each of the Security Options boxes that apply to this new user.
o	Transmit to CDC. For more information, see “Authorizing a User to Transmit” on Page 30. The VACMAN system allows transmission for up to three users per VACMAN project.  
o	Setup Profile Percentage Formulas.  This is the state-level, project profile that is updated about once a year on the Setup tab – Enrolment screen. Check this box to allow this user to update the project percentage formulas. 
Note:  This is not the profile percentage formula for individual providers’ profiles.  Those are updated on the Enrolment screen - Data tab. 
o	Start another Add right after the last field. Check this box to allow this user to “auto-add.” If this box is checked, the system automatically advances to a Create (New Order) screen after exiting the Notes field and saving the current record. 
6.	To save the new user record, choose Save on the VACMAN toolbar.  Result: The system closes the fields and displays the new user record you created.
7.	To close the Add/Modify Users screen, choose Close in the upper right hand corner of the Add/Modify Users screen.
Editing a VACMAN User record
Only users with VACMAN Security Level 3 access can edit a user record.  If you do not have Level 3 access, the Add/Modify Users function will not allow you to access user records.
Use the following procedure to edit a VACMAN user record.  The text contains the step, action and result.  
1.	Launch VACMAN by double-clicking the desktop icon, or by choosing VACMAN from the Windows Start menu.  Result:  The Vaccine Management (VACMAN) system window is launched with the VACMAN Login screen displayed. Note:  Until you enter your User ID and password, Add/Modify Users is not enabled.
2.	On the VACMAN Login screen, type your user name in the User ID field, and your current password in the Password field. Press ENTER.  Result:  Add/Modify Users is enabled on the VACMAN Login screen.  Figure 1 - 13 VACMAN Login Screen, Add/Modify Users function
3.	Choose Add/Modify Users.  Result: The system displays the Add/Modify Users screen and the VACMAN toolbar.  Figure 1 - 14 Add/Modify Users Screen, View Only mode
4.	Use the Navigation buttons, or Browse on the VACMAN toolbar to select the user record you need to edit.  Note:  At this point, the record is displayed in View Only mode.
5.	Ensure that the system is displaying the correct record on the Add/Modify Users screen. Then choose Edit.  Result: The Add/Modify Users screen is now editable.  Figure 1 - 15 Add/Modify Users Screen, Edit mode
6.	Make the applicable changes to the record.  Typical changes are the user’s job title, security level, and security options. If the user is to exchange data with CDC, check the Transmit to the CDC box.
7.	To save the record, choose Save on the VACMAN toolbar.  Result: The system saves the changes and displays the record with your changes in View Only mode.
8.	To close the Add/Modify Users screen, choose Close in the upper right hand corner of the Add/Modify Users screen.
Authorizing a User to Transmit
Users who are authorized to transmit to the CDC must complete two additional fields on the Add/Modify Users screen – Digital Certificate Name and Challenge Phrase.  Each authorized user must complete these fields personally.  They cannot be completed by the administrator.  The VACMAN team recommends that users record their SDN access information on the Add/Modify Users screen; it is a good source for a forgotten challenge phrase. 
Note:  The VACMAN system accommodates transmissions for up to three users per VACMAN project. 
Prerequisites
•	Only users who have received their Secure Data Network (SDN) certification, which provides a valid digital certificate name and challenge phrase, can perform this function.  For more information, see “SDN Enrolment,” Appendix C.
•	On the Add/Modify Users screen, the Security Option Transmit to the CDC box must be checked. For more information, see the previous topic, “Editing a VACMAN User Record,” and the checkbox in Figure 1 - 15.
The following text is in steps, followed by actions and then results.

1.	Launch VACMAN by double-clicking the desktop icon, or by choosing VACMAN from the Windows Start menu. Result:  The Vaccine Management (VACMAN) system window is launched with the VACMAN Login screen displayed. Note:  Until you enter your User ID and password, Add/Modify Users is not enabled.
2.	On the VACMAN Login screen, type your user name in the User ID field, and your current password in the Password field. Press ENTER. Result:  Add/Modify Users is enabled on the VACMAN Login screen.
3.	Choose Add/Modify Users. Result: The system displays the Add/Modify Users screen and the VACMAN toolbar.
4.	Ensure that the system is displaying your record on the Add/Modify Users screen. Then choose Edit from the toolbar. Result: The system opens the enterable fields on the Add/Modify Users screen and displays the VACMAN toolbar.  Figure 1 - 16 Add/Modify Users Screen, Authorizing Transmit function
5.	Tab to the Digital Certificate Name field, and type the name that is on your SDN certification.  
Tab to the Challenge Phrase field, and type your challenge phrase.  Note:  You created your challenge phrase when you obtained your SDN certificate. Entering that phrase here allows you to look it up easily if you happen to forget it.
6.	To save the record, choose Save on the VACMAN toolbar.  Result: The system saves the changes and displays the record with your changes in View Only mode.
7.	To close the Add/Modify Users screen, choose Close in the upper right hand corner of the Add/Modify Users screen.
Deleting a VACMAN User record
Only users with VACMAN Security Level 3 access can delete a user record.  If you do not have Level 3 access, the Add/Modify Users function will not allow you to access user records.
Use the following procedure to delete a VACMAN user record.  The following text is in steps, following by actions and result.
1.	Launch VACMAN by double-clicking the desktop icon, or by choosing VACMAN from the Windows Start menu. Result:  The Vaccine Management (VACMAN) system window is launched with the VACMAN Login screen displayed. 
2.	On the VACMAN Login screen, type your user name in the User ID field, and your current password in the Password field. Press ENTER.  Result:  Add/Modify Users is enabled on the VACMAN Login screen.  Figure 1 - 17 VACMAN Login Screen, Add/Modify Users function 
3.	Choose Add/Modify Users.  Result: The system displays the Add/Modify Users screen and the VACMAN toolbar.  Figure 1 - 18 Add/Modify Users Screen, View Only mode
4.	Use the Navigation buttons, or Browse on the VACMAN toolbar to select the user record you need to edit.  Note:  At this point, the record is displayed in View Only mode.
5.	Ensure that the system is displaying the correct user record. Choose Delete to mark this user record for deletion.  Choose Yes to confirm that you need to delete the record. Result: "Deleted record" appears in red text at the top of the screen. This indicates that the record has been marked for deletion. Notes:	The system does not remove the record until you pack your data. For more information, see “Packing Database Tables” in Chapter 6, Utilities.  To retrieve a deleted record that has not been packed, do the following:
1.	Access the record as described above.
2.	When the system displays the correct deleted record, choose Revert to cancel   the deletion before packing.
6.	  To close the Add/Modify Users screen, choose Close in the upper right hand corner of the Add/Modify Users screen.

Chapter 2 – Project Setup
Overview of Project Setup
After the installation of VACMAN, project personnel can customize the application to best serve their project needs.  From the Setup tab on the VACMAN at a Glance screen, you access functionality that allows you to specify various system defaults, types of navigation within the system, and various fields, according to the unique needs of your project. You can update this information as necessary. 
Note that the Setup tab organizes functions under three headings: Customized, Forms, and Provider Categories.  Be aware that Provider Categories are unique to your project.  These customized categories are specified as part of the Defining Names procedure detailed in this chapter as part of the Project Setup process.  In the example below, Cty Code and Updated are the Provider Categories specific to the sample project used for illustration purposes throughout this chapter.  The Provider Categories associated with your project may be different, and there may be more or fewer of them.

Figure 2 - 1. VACMAN at a Glance Setup Tab
Customized Setup Overview
A project must customize its VACMAN system setup at least once after installing the system. The setup options are organized on a set of tabs on the VACMAN at a Glance screen - Setup tab.  These options are accessible via the VACMAN menu bar Setup option, as well. The Customized section setup involves the following functions. 
Note:  Italics indicate the name of the applicable screen or tab. 
•	Registering your project
•	Defining names for customized screens and fields
•	Defining calculations and default options for the Enrolment (Demographics) screen
•	Defining calculations and default options for the Doses Administered screen
•	Establishing Miscellaneous default behaviors for various screens
•	Entering commonly used Zip codes
•	Entering commonly used Counties
•	Setting up Manufacturers
•	Entering Provider  Order Vaccines information
•	Viewing CDC Contracts
•	Entering Non-CDC Vaccines information
Setup - Data Options
The initial portion of the customized setup process is the Data Options setup.  You can access Setup Data Options either by choosing Setup Data Options from the Customized option on the Setup menu, or by choosing the Registration, Define Names, Enrollment, Doses Administered, Misc. link on the VACMAN at a Glance screen – Setup tab.  Once launched, the Setup – Data Options screen include the following tabs:
Registration - Use this tab to enter specific contact information about your project. It is important to keep this information current. 
Define Names - Use this tab to customize names of fields that appear on the Enroll Provider, Edit Physician, Inventory, and Doses Administered screens. (See Chapter 3 of this guide for information on accessing and using these screens.)  
Enrollment - Use this tab to establish default options and statistical percentages for the Enrollment screen associated with a provider (see Chapter 3). 
Doses Admin - Use this tab to establish default options for calculations and navigation on the Doses Administered screen. 
Misc - Use this tab to establish several types of default options, such as calculations and navigation on the Doses Administered screen. You also set the vaccine “short expiration date” on this screen.
Registration Tab
Use the Setup Data Options - Registration tab to enter specific contact information about your project. It is important to keep this information current. This screen identifies your project during Exchanges (see Chapter 6) with CDC. The information is included in each exchange, and the system updates any changes.  This information seldom changes, but you can update it as needed. Common changes include Contact, Phone, and Email.
Figure 2 - 2. Setup Data Options – Registration Tab
Field Descriptions - Registration Tab - the following text are the fields and their description.
Project-Your project's name. This name appears on reports and screens throughout the VACMAN system.
Contact -Name of your VACMAN system user who answers questions about your project's VACMAN account. The primary CDC contact within your project.
Address - Your project's physical street address. 
City - City in which your project is located.
State-State in which your project is located.
Zip Code - Zip code in which your project is located.
Phone - Your project's main phone number, or the direct phone number to your VACMAN Contact.
Extension - Extension number, if applicable, of your VACMAN Contact.
Fax - Fax number for your VACMAN project; the Contact’s fax number.
Email - Email address for your project's VACMAN Contact.
Editing Registration Information
Use the following procedure to edit your project's registration information.  The following text is steps, action, and result.
1.	On the VACMAN at a Glance - Setup tab, choose Registration, Define Names, Enrolment, Doses Administered, Misc.  Result: The system displays the Setup screen with the Registration tab active in view only mode.
2.	Choose Edit from the toolbar.  Result: The system displays the Registration tab in edit mode, allowing you to make changes.
3.	Make the required changes. Use the TAB or ENTER key to advance through the fields.   NOTE:  Be sure to TAB or ENTER through each entry you make on the screen to ensure that the system recognizes that you have entered the information in each field, including the final field you use. 
4.	Choose Save from the toolbar.  Result: The system saves the updated registration information.

Define Names Tab
Use the Setup Data Options - Define Names tab to customize names of fields that appear on the Enroll Provider, Edit Physician, Inventory, and Doses Administered screens. (See Chapter 3 of this guide for information on accessing and using these screens.)  You can also add unique titles to various screens.  The Define Names tab allows you to capture the following types of information.  
Use the Setup Data Options - Define Names tab to customize names of fields that appear on the Enroll Provider, Edit Physician, Inventory, and Doses Administered screens. (See Chapter 3 of this guide for information on accessing and using these screens.)  You can also add unique titles to various screens.  The Define Names tab allows you to capture the following types of information.  
•	Customized provider information – Geographic subdivisions, up to five provider categories that you specify, and an additional type of provider identification.  These fields are displayed as Provider Categories on the VACMAN at a Glance Setup screen, and as information fields on the Enrol Provider screen Main tab detailed in Chapter 3.
•	Customized physician information – Physician identification and up to two other types of physician data that you can specify.  These fields are displayed as information fields on the Edit Physicians screen detailed in Chapter 3.
•	Additional inventory – Non-CDC inventory.  This item is displayed as an optional field on the Non-CDC Inventory screen.
•	Doses administered information – Additional label names for Doses Administered fields, which allow your project to track doses, administered using criteria other than, or in addition to, age categories. The values are displayed on the Doses Administered screen.
Note:  All these fields are optional.  You are not required to define any customized fields on the Define Names tab.  You should define these items only if they are of use to your project.

Figure 2 - 3. Setup Data Options – Define Names tab
Field Descriptions – Define Names Tab  
The following text is fields followed by their descriptions.
Subdivisions - A VACMAN-specific term indicating geographic areas within your project. You can define these areas in any way that best describes the territory your project serves.  The Subdivision name you enter replaces the Subdivision option under Provider Categories on the Setup tab.  It becomes the main title of the Setup - Subdivisions screen, which is where you define your project’s subdivisions by naming them and associating them with a short code.  You can, if you choose to, enter contact information for each subdivision. Note:  The subdivision selections you create using the Setup – Subdivisions screen display in a drop-down list on any screen that allows entry of a subdivision.  The new subdivision name you enter in this field appears also on the Enroll Providers screen, where you can associate each provider with one of the subdivisions you created.

Provider categories 1–5 - A VACMAN-specific term indicating descriptions of providers within your project. You can name and define up to five terms in any way that best accommodates your needs.  For example, you could name a provider category “Specialty,” and specify such specialties as pediatrician, family physician, and internal medicine as your options for the category.  This would provide additional descriptive information in each provider record that is not captured in the standard fields on the Enrol Provider screen. The entries you make in the Provider categories fields appear as options under Provider Categories on the Setup tab.  They become the main titles of the Setup – < Provider Category > screens, where you define the categories by naming them and associating them with a short code. Note:  The category selections you create using the Setup – <Provider Category> screens display in a drop-down list on any screen that allows entry of a provider category. The Provider categories you define become fields on the Enrol Providers screen, where you can associate each provider with one or more categories. 

Additional Provider ID field - A field provided for you to use in any way that is appropriate for your project. The value you enter for this field names an additional field on the Enrol Provider screen, which you can use to capture an additional piece of information about providers. A typical use of this field is to capture the provider's Medicaid number. After naming this field, you can access the Enrol Provider screen and type any text or numeric value for the field.

Physician ID - A field provided for you to capture an ID number for a physician.  This ID can be any sequence of numbers and/or letters that is useful to your project.  For example, you could choose to capture the physician's TAX ID.  This field appears on the Physicians screen.

Physician other 1 & 2 - These fields are the physician equivalent of provider categories. You can name and define terms that describe your project’s physicians in any way that best accommodates your needs.  For example, name the Physician 1 or Physician 2 field “Sector,” and specify whether private or public for each physician.  These fields appear on the Physicians screen.  You can enter any sequence of numbers and/or letters when completing these fields on the Physicians screen.

Additional inventory field - This field is for additional information about non-CDC Inventory. The field is displayed in the Optional Details sections of the Bulk Receipts screen and the Non-CDC Inventory screen.  You may, for example, want to include Carrier information in the Optional Details section of the receipts.  If so, you would define the Additional Inventory field as Carrier.

Label Names for additional Doses Administered fields 1–8 - These fields allow you to name up to eight miscellaneous fields on the Doses Administered screen. Use these fields to track doses administered for specific populations on the Enrolment (Demographics) screen. The feature allows you to capture information about groups other than, or as well as, age categories.  Examples: Medicaid Eligibility, Uninsured, Underinsured, Fully Insured, American Indian and Alaskan Native, Children’s Health Insurance Plan (CHIP). The values you enter on the Define Names screen, become the names of additional fields on the Doses Administered screen. You can then add additional numeric information on the Doses Administered screen.  Note:	Any of these fields you do not define remain blank.
Defining Names 
Use the following procedure to define customized fields in VACMAN.  The following text is steps, action, and result.  
1.	On the VACMAN at a Glance - Setup tab, choose Registration, Define Names, Enrolment, Doses Administered, Misc. Result: The system displays the Setup screen with the Registration tab active.
2.	Choose the Define Names tab. Result: The system displays the Define Names tab in view only mode.
3.	Choose Edit from the toolbar. Result: The system displays the Define Names tab in edit mode, allowing you to make changes or additions.
4.	Enter information into the fields. For detailed field information, see "Field Descriptions, Define Names Tab.”  Use the TAB or ENTER key to advance through the fields.  NOTE:  Be sure to TAB or ENTER through each entry you make on the screen to ensure that the system recognizes that you have entered the information in each field, including the final field you use.
5.	Choose Save on the toolbar to save the record.  Note:  The procedure for associating values with Provider Categories drop down lists is detailed in "Setup for Provider Categories" later in this chapter.
Enrolment Tab
Use the Setup Data Options - Enrollment tab to establish default options and statistical percentages for the Enrollment screen associated with a provider (see Chapter 3). The VACMAN system applies the criteria you establish on this screen to the population at your entire project level. It calculates provider profile enrollment data based upon these specifications.
The three main sections of the Setup Data Options - Enrollment tab, are:
•	Enrolment defaults - These are the three check boxes at the top of the screen. They determine system default behaviors for fields on the Enrolment (demographics) screen. 
•	Defaults for provider profile enrollment data – These fields are in the center of the screen. They determine the total number of doses a provider can order, based on the total number of non-VFC eligible children who need immunizations. 
•	Type of data used to determine profile – These checkboxes are at the bottom of the screen. They determine the sources from which your project derives its percentages in the Defaults for provider profile enrollment data section of the Enrolment screen.

Figure 2 - 4. Setup Data Options – Enrollment Tab
Field Descriptions - Enrolment Tab
The following text is the field followed by the description.
Enrolment Defaults - This section allows you to select default behaviors for fields on the Enrolment Demographics screen.
Calculate G317
If checked, the system automatically calculates the number of children that are eligible for using G317 funding on the Enrol Demographics screen.
Calculate State
If checked, the system automatically calculates the number of children who are eligible for state funding on the Enrol Demographics screen.
Older than 18 years
If checked, the system automatically calculates enrollment data for eligible candidates who are older than 18 years on the Enrol Demographics screen.
Defaults for provider profile enrollment data
This section establishes the total number of doses a provider can order based on the total number of non-VFC-eligible children who need immunizations.  Therefore, VFC-eligible patients are represented by the difference between 100% and the total Non-VFC-eligible patient percentages.
G317 Public
Enter a percentage that represents the number of children in a population who qualify to receive vaccines using G317 funding in the public sector.
G317 Private
Enter a percentage that represents the number of children in a population who qualify to receive vaccines using G317 funding in the private sector.
State Public
Enter a percentage that represents the number of children in a population who qualify to receive vaccines using State funding in the public sector.
State Private
Enter a percentage that represents the number of children in a population who qualify to receive vaccines using State funding in the private sector.
Total non-VFC
System generated. The total does not have to be 100%.
Apply these defaults to future profile updates
Click this radio button to apply the above percentages only to profiles that are updated after the current date. Either click this radio button or the Apply to ALL profiles radio button.
Apply to ALL profiles
Click this radio button to apply the above percentages to all profiles. Either click this radio button or the Apply these defaults to future profile updates radio button.
Type of data used to determine profile (check all that apply).
This section allows you to select the sources from which your project derives its percentages.
Benchmarking
Collects data over a set time frame (preferably three months), then uses the data to calculate a projection for the same data over a longer time frame (usually a one-year period following the benchmark).
Medical Claims
Collects retrospective data derived from medical claims, then uses the data to calculate an projection for the same data over a longer time frame (usually a one-year period following the benchmark).  This data can be collected from a one-year time frame, or from benchmarking any time period.
Provider Encounter
Collects retrospective data about of the number of children who went to a specific provider, regardless of whether or not they received any immunizations.  This data can be collected from a one-year time frame, or from benchmarking any time period.
Registry
Represents the State Immunization Registry.  States store information (including the number of immunization vaccines given to children) in a statewide electronic database called a Registry.  Projects can use the electronic data to determine their vaccine enrollment data for the State.  This data can be collected from a one-year time frame, or from benchmarking any time period.
Vaccine Replacement
Collects retrospective data about the number of vaccine doses that a project distributes to a provider, then uses the data to recalculate the number of doses the provider administers.  This data can be collected from a one-year time frame, or from benchmarking any time period.
Doses Administered
Collects retrospective data about the number of vaccine doses that a provider administers regardless of the funding.  This field differs from the Registry field by the medium in which the data are collected.  (Doses Administered data is derived from paper-based records, whereas Registry data is derived from electronic records).  This data can be collected from a one-year time frame, or from benchmarking any time period.
Prior Ordering
Collects retrospective data about the number of doses that a provider ordered over any period of time, to determine the number of doses the project should send to that provider over a following year, without requiring the provider to order.  This data can be collected from a one-year time frame, or from benchmarking any time period.
Other
Collects any retrospective data that is derived by a method that is not listed in the Source Data section, and then calculates estimates for the same data in a following year. This data can be collected from a one-year time frame, or from benchmarking any time period.
Doses Administered Tab
Use the Setup Data Options - Doses Administered tab to establish default options for calculations and navigation on the Doses Administered screen associated with the VACMAN at a Glance – Data screen. Unless otherwise indicated, the VACMAN system applies these criteria to all of your project’s provider records.
Note:	The system displays a message at the bottom of the Doses Administered tab:  “To define Label Names for Doses Administered User Defined Fields: click on “Define Names” tab at the top of this form.” This is a reminder that you can use categories other than, or in addition, to age on the Doses Administered screen. 
Figure 2 - 5. Setup Data Options – Doses Administered Tab
The first option on the Setup Data Options - Doses Administered tab allows you to choose the format for Age Categories and Other Categories fields on the Doses Administered screen. The system default is a vertical, columnar format. The alternate format displays the categories in horizontal rows across the page.  See Figure 2-6 to see the two display options.  
Figure 2 - 6. Doses Administered Screen – Comparison of category formats
Other options you can choose on the Doses Administered tab are listed below. 
•	Enable or disable the field that determines whether an administered vaccine was purchased using public or private funding. If you track public and private sector vaccine, check this box. If you track only the publicly purchased vaccine you send the provider, do not check this box.
•	Enable or disable the field that records the sequential dose number in a series of doses. Examples:  Dose 1 of 5, Dose 5 of 5, of DTaP. 
•	Repeat vaccine fills new Doses Administered screens with vaccine information entered in the previous record. If checked, this feature facilitates data entry.
•	Bypass all of the age group fields to the Unknown Age field for all providers. If checked, the system disables individual age category boxes for all providers. 
•	Bypass all of the age group fields to the Unknown Age field for private providers only. If checked, the system disables individual age category boxes for private providers.
The next group of options allows you to specify navigation preference within the Age Categories section of the Doses Administered screen. The available choices are based on prevailing vaccine practices.
•	Jump to the 1 Year field if the number of doses in a series is equal to four or more
•	Jump to the 1 Year field for all MMR and varicella vaccines
•	Jump to the (6-9 or 7-10) Year field for Td vaccines
•	Jump from the (5 or 3-5) Year field to the Unknown field for Hib vaccines
•	Jump from the (6 or 6-9) Year field to the Unknown field for DTP, DT, DTaP, OPV and EIPV vaccines
•	Jump from the (15-19 or 13-18) Year field to the Unknown field for Td vaccines
To facilitate understanding the results of the setup options, see the Doses Administered screen associated with the Provider Vaccine Inventory section of the VACMAN at a Glance screen Data tab.

Figure 2 - 7. Doses Administered Screen
Miscellaneous Tab
Use the Setup Data Options - Miscellaneous tab to establish several types of default options, such as calculations and navigation on the Doses Administered screen. You also set the vaccine “short expiration date” on this screen.

Figure 2 - 8. Setup Data Options – Miscellaneous Tab
Use the options on this screen to do the following.
•	Allow your project to place Direct Ship orders; all projects check this box 
•	Allow your project to place bulk orders. The option allows you to prevent order activity by one or more outside entities working with your VACMAN system. 
•	Define how the provider pop-up screen displays data; options are the provider's name, PIN, or additional information. 
•	Allow you to enter the lot number into provider inventory; this option lets you use lot numbers as additional monitoring detail. Check the box if you collect inventory data by lot number.
Zip Codes Setup
Use the Setup - Zip Codes screen to enter zip codes. In addition to each zip code number, you can record its associated city, county, and state. The records you enter on this screen become available in a drop-down list wherever a Zip Code field allows entry. 
Note:	To add a zip code to your database, enter it on this screen and on the Data tab - Enroll Provider screen. At this time, the Setup tab – Zip Codes screen does not accommodate 9-digit zip codes; however, the Data tab - Enroll Provider screen does.  
Figure 2 - 9. Setup – Zip Codes Screen
Adding a Zip Code Record – the text below has each step, action, and result.
1.	On the VACMAN at a Glance - Setup tab, choose the Zip Codes option. Result: The system displays the Zip Codes screen in view only mode.
2.	On the Zip Codes screen, choose Add on the toolbar.  Result: The system displays the Zip Codes screen with empty Zip Code, City, County, and State fields in edit mode. 
3.	Type information in the Zip Code, City, County, and State fields.   Note:  If the county is not on your Setup tab – County screen, you must add it to that screen.
4.	Choose Save on the toolbar.   Result: The system saves the record and displays it in the table.
Editing a Zip Code Record – the text below has each step, action, and result.
1.	On the VACMAN at a Glance - Setup tab, choose the Zip Codes option.  Result: The system displays the Zip Codes screen in view only mode.
2.	On the Zip Codes screen, locate the record, using the scrollbar if necessary.  Select the exact record in the table.
3.	Ensure that you selected the correct record. Then choose Edit on the toolbar.  Result: The system opens the Zip Codes screen in edit mode.
4.	Change the information in any of the fields.
5.	Choose Save on the toolbar.  Result: The system saves your changes and displays the updated record in the table
Deleting a Zip Code Record- the text below has the step, action, and result.
1.	On the VACMAN at a Glance - Setup tab, choose the Zip Codes option.  Result: The system displays the Zip Codes screen in view only mode.
2.	On the Zip Codes screen, locate the record, using the scrollbar if necessary.  Select the exact record in the table.
3.	Ensure that you selected the correct record. Then choose Delete on the toolbar.  Result: The system displays a message asking you to confirm the deletion.
4.	Choose YES to confirm you need to delete the record.  Result: "Deleted record" appears in red text at the top of the screen. This indicates that the record has been marked for deletion.  Notes:	The system does not remove the record until you pack your data. For more information, see “Backup and/or Pack Database Tables” in Chapter 6, Utilities. To retrieve a deleted record that has not been packed, do the following:
1.	Access the record as described in step 2.
2.	When the system displays the correct deleted record, choose Revert on the toolbar.
Counties Setup
Use the Counties screen to enter your project’s counties. The records you enter on this screen become available in a drop-down list when a County field allows entry. 
Figure 2 - 10. Setup – Counties Screen
Adding a County Record – the text below has the step, action, and result.
1.	On the VACMAN at a Glance - Setup tab, choose the Counties option. Result: The system displays the Counties screen in view only mode.
2.	On the Counties screen, choose Add on the toolbar.  Result: The system displays the County screen with an empty County field in edit mode.
3.	Type the new county name in the County field.  
4.	Choose Save.  Result: The system saves the record, and displays it in the table. 

Editing a County Record – the text below has the step, action, and result.
1.	On the VACMAN at a Glance - Setup tab, choose the Counties option.  Result: The system displays the Counties screen in view only mode.
2.	 On the Counties screen, select the exact record in the table, using the scroll bar, if necessary, to locate the correct record.
3.	Ensure that you selected the correct record. Choose Edit on the toolbar. Result: The system opens the Counties screen in edit mode.
4.	Change the information in the field.
5.	Choose Save on the toolbar. Result: The system saves your changes, and displays the updated record in the table.
Deleting a County Record - The text below is the steps, action, and results.
1.	On the VACMAN at a Glance - Setup tab, choose the Counties option. Result: The system displays the Counties screen in view only mode.
2.	On the Counties screen, select the exact record in the table, using the scroll bar, if necessary, to locate the correct record. 
3.	Ensure that you selected the correct record. Choose Delete on the toolbar. Result: The system displays a message that asks you to confirm the deletion.
4.	Choose YES to confirm you need to delete the record. Result: "Deleted record" appears in red text at the top of the screen. This indicates that the record has been marked for deletion.  Note: The system does not remove the record until you pack your data. For more information, see “Backup and/.or Pack Database Tables” in Chapter 6, Utilities.
To retrieve a deleted record that has not been packed, do the following:
1.	Access the record as described in Step 2.
2.	When the system displays the correct deleted record, choose Revert

Manufacturers Setup
Use the Manufacturers screen to enter and store information about vaccine manufacturers that your project uses. The detail you enter on this screen is available in a drop-down list wherever the system displays a Manufacturer field that allows entry. 
Figure 2 - 11. Setup – Manufacturers Screen
Adding a Manufacturer Record
Addition of a manufacturer is infrequent; CDC updates this as new manufacturers are added.   Text below has steps, action, and result.
1.	On the VACMAN at a Glance - Setup tab, choose the Manufacturers option.  Result: The system displays the Manufacturers screen in view only mode.
2.	On the Manufacturers screen, choose Add on the toolbar.  Result: The system displays the Manufacturers screen with an empty Code, Short Name, Long Name, HL7, and Other Code fields in edit mode.
3.	 Enter information in the Code, Short Name, Long Name, HL7, and Other Code fields above the table. 
4.	 Choose Save on the toolbar.   Result: The system adds the new manufacturer, and displays the record in the table.
Editing a Manufacturer Record – text below has steps, action, and results.
1.	On the VACMAN at a Glance - Setup tab, choose the Manufacturers option.  Result: The system displays the Manufacturers screen in view only mode.
2.	On the Manufacturers screen, select the exact record in the table, using the scroll bar, if necessary, to locate the correct record.
3.	Ensure that you selected the correct record. Choose Edit on the toolbar.  Result: The system opens the Manufacturers screen in edit mode.
4.	 Change the information in the field.
5.	 Choose Save on the toolbar.  Result: The system saves your changes, and displays the updated record in the table.
Deleting a Manufacturer Record – the following text contains steps, action, and results.  
1.	On the VACMAN at a Glance - Setup tab, choose the Manufacturers option.  Result: The system displays the Manufacturers screen in view only mode.
2.	 On the Manufacturers screen, select the exact record in the table, using the scroll bar, if necessary, to locate the correct record.
3.	 Ensure that you selected the correct record. Choose Delete on the toolbar. Result: The system displays a message that asks you to confirm the deletion.
4.	 Choose YES to confirm you need to delete the record.  Result: "Deleted record" appears in red text at the top of the screen. This indicates that the record has been marked for deletion.  Note: The system does not remove the record until you pack your data. For more information, see “Backup and/.or Pack Database Tables” in Chapter 6, Utilities
5.	 To retrieve a deleted record that has not been packed, do the following:
1.		Access the record as described in Step 2.
2.	When the system displays the correct deleted record, choose Revert
Provider Vaccines Setup
Use the Provider Vaccines screen to view CDC or Non-CDC Vaccines and all their associated information. The CDC Contract Vaccines list is updated via the Exchange process, while the Non-CDC Contract Vaccines list is updated via import activities.  Both Import and Exchange functions are described in Chapter 6 of this User Guide and are accessible from the Utilities tab on the VACMAN at a Glance screen.
Also from the Provider Vaccines screen, you can create vaccine shortcuts as necessary for vaccines.  Creating shortcuts makes choosing vaccines from drop down lists on Orders screens faster and easier.  You can establish shortcuts for the vaccines you use most frequently and have them show up in the drop down list at the top, which saves you the effort of scrolling through a large number of vaccines to find the one for which you are searching.
Figure 2 - 12. Setup – Provider Vaccines Screen
Field Descriptions – Provider Vaccines Screen (Selected Fields)
Field:  A-Z Sorting Options
Description:  Sort options for the records.  The default is Unsorted.
Field: A-Z Sorting Options
Description:  Sort options for the records.  The default is Unsorted.
Field: CDC Contract Vaccines / Non-CDC Contract Vaccines
Description:  Radio button indicating whether the vaccines list displayed in the table is of CDC Contract Vaccines or Non-CDC Contract Vaccines.  The list changes based on which of these radio buttons you choose.
Field: Shortcut (for entering new records)
Description:  Allows you to create a one-character code for a vaccine; facilitates entry of vaccines that you work with frequently. You can use all 26 alphabet letters, and the digits 0-9.
Examples:
For DT, use D
For DTAP use P
For MMR use M
For Var use V
Field:  Active (include on pop-up list of vaccines)?
Description:  All vaccines your project currently works with should be active, and this field value should be Y (Yes). Active vaccines are available on screens that allow for selection of vaccine.  Vaccines you do not currently work with should be inactive, and this field value should be N (No). Inactive vaccines are not available on screens that allow for selection of vaccine.
Field:  Minimum provider order (doses)
Description: Usually equal to the package size.
Creating Shortcuts
Use the following procedure to create shortcuts for the vaccines you use most frequently.  The following text shows steps, action, and results.
1.	On the VACMAN at a Glance - Setup tab, choose the Provider Vaccines option.  Result: The system displays the Provider Vaccines screen in view only mode.
2.	Choose the radio button for the Vaccines list you want to work with:  CDC Contract Vaccines or Non-CDC Contract Vaccines.  Result:  The system displays the list of vaccines associated with that choice.
3.	On the Provider Vaccines screen, select the exact vaccine record in the table, using the scroll bar, if necessary, to locate the correct record.
4.	Ensure that you selected the correct record. Choose Edit on the toolbar. Result: The system opens the Provider Vaccines screen in edit mode, with the Shortcut (for entering new records) field empty for the record you chose in Step 3.
5.	Enter the shortcut text you want to use in the Shortcut field.
6.	Choose Save on the toolbar.  Result: The system adds the shortcut information to the vaccine record.  The shortcut is subsequently displayed in vaccine drop down lists throughout the system.  
7.	Repeat Steps 3 through 6 to establish additional shortcuts.
CDC Contracts 
Use the Contracts screen to view contracts currently in force between CDC and vaccine manufacturers.  The Contracts screen is view-only and is automatically updated by CDC via Exchange. Contract information includes:
•	Vaccine name
•	Supplier
•	Vaccine description
•	Manufacturer name
•	NDC (National Drug Code) number
•	CDC contract number
•	The dates that the contract starts and ends
•	The number of doses per package
•	The cost per dose
•	The minimum number of doses that are required per order
Figure 2 - 13. Setup – CDC Contracts Screen 
Non-CDC Contract Vaccines Setup
The Non-CDC Contract Vaccines screen displays a list of non-CDC contract vaccines that your project can order using VACMAN. The list is based on user input and should be updated periodically via the Import function on the Utilities tab on the VACMAN at a Glance screen. 
From the Non-CDC Contract Vaccines screen, you can activate vaccines and presentations so they will display in Vaccine drop down lists. You can deactivate vaccines or presentations that you do not order. The records you enter on this screen are available in a drop down list wherever a Vaccine field allows entry. Also, you can enter your project’s cost for each vaccine you activate.  From this screen, too, you can create vaccine shortcuts as applicable for vaccines.  
Figure 2 - 14. Setup – Non-CDC Contract Vaccines Screen
Field Descriptions – Vaccine Types Screen (Selected Fields). 
Field - Shortcut (for entering new records)
Description: Allows you to create a one-character code for a vaccine; facilitates entry of vaccines that you work with frequently. You can use all 26 alphabet letters, and the digits 0-9.
Examples: For this vaccine … Use this character:
DT use D
DTAP use P
MMR use M
VAR use V

Field - Active (include on pop-up list of vaccines)?
Description:  All vaccines your project currently works with should be active, and this checkbox should be selected for all those vaccines.  Active vaccines are available on screens that allow for selection of vaccine.
Vaccines you do not currently work with should be inactive, and this checkbox should be deselected. Inactive vaccines are not available on screens that allow for selection of vaccine.
Field - Minimum provider order (doses)
Description - Usual equal to the package size.
Activating a Non-CDC Contract Vaccine Record
When you activate a vaccine record, you should also add a Cost to the vaccine record.  Use the following procedure to activate a vaccine record.  The following text shows steps, action, and result.
1.	On the VACMAN at a Glance - Setup tab, click the Non-CDC Contract Vaccines option. Result: The system displays the Non-CDC Contract Vaccines screen.
2.	Choose Edit on the toolbar. Result: The system opens the Non-CDC Contract Vaccines screen in edit mode.
3.	Select the vaccine record you want to activate in the table, using the scroll bar, if necessary, to locate the correct record.
4.	Ensure that you selected the correct record, and select the Active (include on pop-up lists of vaccines)? checkbox.  
5.	In the Cost Per Dose field, enter your project's cost for the vaccine.
6.	Choose Save on the toolbar.  Result: The system displays Y (Yes) in the Active column for that vaccine record in the Vaccine table. This vaccine is active and is displayed in the drop down list of available vaccines. 
7.	To activate additional vaccines, repeat Steps 3 through 5 for each vaccine record before choosing Save.

Inactivating a Non-CDC Contract Vaccine Record
Use the following procedure to inactivate a vaccine record.
Note:	You cannot delete a vaccine record, but you can inactivate it.  The following text is step, action, and result.

1.	On the VACMAN at a Glance - Setup tab, click the Non-CDC Contract Vaccines option.  Result: The system displays the Non-CDC Contract Vaccines screen.
2.	 Choose Edit on the toolbar. Result: The system opens the Non-CDC Contract Vaccines screen in edit mode.
3.	 Select the vaccine record you want to inactivate in the table, using the scroll bar, if necessary, to locate the correct record.
4.	 Ensure that you selected the correct record, and deselect the Active (include on pop-up lists of vaccines)? checkbox. 
5.	Choose Save on the toolbar. Result: The system displays N (No) in the Active column for that vaccine record in the Vaccine table. This vaccine is inactive and does not show in the drop down list of available vaccines. 

To re-activate an inactive vaccine record, do the following:
1.	Access the record as described above.
2.	When the system displays the correct record, click the Edit button on the toolbar.
3.	Change the N to a Y in the field shown above.
4.	Click the Save button on the toolbar.
5.      To inactivate additional vaccines, repeat Steps 3 through 4 for each vaccine record before choosing Save.

Creating Shortcuts
Use the following procedure to create shortcuts for the vaccines you use most frequently.  The following text is steps, action, and results.
1.	On the VACMAN at a Glance - Setup tab, click the Non-CDC Contract Vaccines option.  Result: The system displays the Non-CDC Contract Vaccines screen.
2.	Choose Edit on the toolbar.  Result: The system opens the Non-CDC Contract Vaccines screen in edit mode.
3.	Select the vaccine record you want to inactivate in the table, using the scroll bar, if necessary, to locate the correct record. 
4.	Enter the shortcut text you want to use in the Shortcut (for entering new records) field.
5.	Choose Save on the toolbar.  Result: The system adds the shortcut information to the vaccine record.  The shortcut is subsequently displayed in vaccine drop down lists throughout the system.  
6.	Repeat Steps 3 through 4 to establish additional shortcuts for all the vaccines you use most often.

Forms
The VACMAN system provides two business forms: Shipping Invoices and Provider Ordering forms, which are used for managing vaccine inventory and for provider vaccine orders.  The instructions for invoices and forms change infrequently.  After setup, the forms are available on the Reports-2 tab.  Forms setup involves:
•	Assigning defaults to ordering forms and shipping invoices.
•	Entering the instructions to be printed with ordering forms and shipping invoices; the instructions change infrequently, but can be updated as needed.
•	Determining the number of invoice copies to print, and to whom each copy is distributed.
Shipping Invoices
Use the Shipping Invoices screen to specify the number of invoice copies to print, the distribution of copies, and the text of instructions you want to print on shipping invoices.
If your project depot is shipping vaccine, you can print shipping invoices.  You have the option of printing up to three copies of the invoice for each order.  You can print these copies with or without shipping instructions. 
Note:  CDC recommends printing these with shipping instructions, since you can give providers additional information about the order. 
The Full file layout and Condensed file layout check boxes pertain to saving or exporting the file in another format (.dbf, .xls, .txt).  Select one of these radio buttons:
•	If you select a Full file layout, there are 45 fields that include optional user-defined fields.
•	If you select a Condensed file layout, there are 29 fields that do not include optional user fields.
Figure 2 - 15. Setup – Shipping Invoices Screen
Editing a Shipping Invoice
1.	On the VACMAN at a Glance - Setup tab, choose the Shipping Invoices option. Result:  The system displays the Shipping Invoices screen in view only mode.
2.	 In the Shipping Invoices screen, choose Edit on the toolbar. Result: The system displays the Shipping Invoices screen in edit mode.
3.	Enter to whom the copies go in the 1st Copy, 2nd Copy, and 3rd Copy fields, as necessary.
4.	Enter the title of the form in the Form Name field that corresponds to each copy.  The form name for each copy is usually Shipping Invoice. 
5.	Select the invoice form you want to use from the Selected Invoice Form drop down list. 
6.	To enter or edit the Important News memos, choose Edit next to the applicable memo text box.  Result:  The View Shipping Invoice Memos screen is displayed.  Make any changes or additions to the memo, and choose Close.  Result:  You are returned to the Shipping Invoices screen.
7.	Pick the file layout you prefer, and choose Save from the toolbar.  Result: The system saves the invoice form.
Order Forms
You can send vaccine order forms to your providers.  VACMAN provides a feature that allows you to include specific instructions for completing the order forms. 

Figure 2 - 16. Setup – Provider Ordering Form Options screen
Editing Ordering Form Instructions.  The following text is by step and action.
1
On the VACMAN at a Glance - Setup tab, choose the Order Forms option.  Result:  The system displays the Order Forms screen in view only mode.
2
Choose Edit on the toolbar. Result: The system displays the Order Forms screen in edit mode.
3
From the drop down list, choose the form you want to edit. The four options are:
•	Provider Ordering Form 1 = Basic data
•	Provider Ordering Form 2 = Form 1 plus Doses on Hand
•	Provider Ordering Form 3 = Form 2 plus Wasted Doses
•	Provider Ordering Form 4 = Form 3 plus Info Sheets
4
Change the instructions as necessary.
5
Choose Save on the toolbar.  Result: The system saves the order form instructions
Provider Categories
Provider Categories are established on the Setup Data Options - Define Names tab according to your project’s needs. For more information on creating provider categories, see “Field Descriptions – Define Names Tab."
Once defined, you can click their respective new links on the VACMAN at a Glance Setup tab, to access individual Setup screens for each category. Add detailed information for each of the categories on its respective Setup screen. Your entries can be any text or numeric character.  The entries you make become available on VACMAN system drop down lists when provider category fields allow entry.  
Subdivisions
The only specific provider category is Subdivision.  The following example illustrates the use of the Subdivision category. 
Figure 2 - 17. Setup – Subdivisions Cty Code Screen	
In this example, on the VACMAN at a Glance Setup screen Define Names tab Subdivisions was named Cty Code.  On the VACMAN at a Glance Setup screen, the Provider Categories Cty Code link accesses the Setup – Subdivisions Cty Code screen, as shown above.
On the Setup – Subdivisions Cty Code screen, 06 is associated with Broward County, FL.  Only the Short Name and Long Name fields are required.  All other information is optional.
Adding Subdivisions
Use the following procedure to add items to the drop down list associated with defined Subdivisions.
1.	On the VACMAN at a Glance - Setup tab, choose the defined Provider Category option (in the example, this is Cty Code).  Result:  The system displays the Subdivisions screen in view only mode.
2.	Choose Edit on the toolbar.  Result: The system displays an empty Setup - Subdivisions screen in edit mode.
3.	Make entries in the Short Name and Long Name fields.  These are the only required fields.  All other fields, though useful, are optional.
4.	Choose Save on the toolbar.  Result: The system saves the entry, which subsequently appears in drop 	down lists wherever Subdivision information is collected.
5.	To make additional drop down list options, repeat Steps 2 through 4.
Editing Subdivisions
Use the following procedure to edit existing Subdivision options.
1.	On the VACMAN at a Glance - Setup tab, choose the defined Provider Category option (in the example, this is Cty Code). Result:  The system displays the Setup - Subdivisions screen in view only mode.
2.	Use the toolbar Navigation to scroll through the options until you find the one you want to edit; or use Browse to search for a specific option.  
3.	Choose Edit on the toolbar when you have chosen the option record you want to update. Result: The system displays the Setup - Subdivisions screen for that option in edit mode.
4.	Make your changes to the record.
5.	Choose Save on the toolbar.  Result: The system saves the changes to the record.
Deleting Subdivisions
Use the following procedure to remove Subdivision options from the drop down list.
1.	On the VACMAN at a Glance - Setup tab, choose the defined Provider Category option (in the example, this is Cty Code). Result:  The system displays the Setup - Subdivisions screen in view only mode.
2.	 Use the toolbar Navigation to scroll through the options until you find the one you want to remove; or use Browse to search for a specific option.  
3.  	Ensure that you selected the correct record. Choose Delete on the toolbar. Result: The system displays a message that asks you to confirm the deletion.
4.  	Choose YES to confirm you need to delete the record.  Result: "Deleted record" appears in red text at the top of the screen. This indicates that the record has been marked for deletion.  Note: The system does not remove the record until you pack your data. For more information, see “Backup and/.or Pack Database Tables” in Chapter 6, Utilities. To retrieve a deleted record that has not been packed, do the following:
1.	Access the record as described in Step 2.
2.	When the system displays the correct deleted record, choose Revert.
Provider Categories 1 through 5
You can define an additional five categories to capture additional provider information specific to your project's needs. The following example illustrates the use of a Provider category.

Figure 2 - 18. Setup – Update Screen	
In this example, on the VACMAN at a Glance Setup screen Define Names tab, Provider category 1 was named Update because the sample project requires a field that captures frequency of update – information that is not captured in standard data fields in VACMAN.  On the VACMAN at a Glance Setup screen, the Provider Categories Update? Link accesses the Setup –Update screen.
On the Setup – Update screen, you can enter codes that correspond to the timing of provider updates. Subsequently, these codes appear in a drop down list where the Updated? Field is displayed. 
Adding Provider Category Options
Use the following procedure to add items to the drop down list associated with defined Provider Categories.
1.On the VACMAN at a Glance - Setup tab, choose the defined Provider Category option (in the example, this is Updated?). Result:  The system displays the Setup <Provider Category> screen in view only mode.
2.Choose Edit on the toolbar. Result: The system displays the Setup <Provider Category> screen in edit mode with empty Code and Description fields.  The system also automatically scrolls to the bottom of the existing code list, which is where the new code will appear in the list after creation.
3. Make entries in the Code and Description fields.  
4. Choose Save on the toolbar.  Result: The system saves the entry, which subsequently appears in drop down lists wherever that provider category information is collected.
5. To make additional drop down list options, repeat Steps 2 through 4.
Editing Provider Category Options
Use the following procedure to edit a provider category's existing options.
1. On the VACMAN at a Glance - Setup tab, choose the defined Provider Category option (in the example, this is Update). Result:  The system displays the Setup <Provider Category> screen in view only mode.  2. Use the scrollbar to scroll through the options until you find the one you want to edit.  Select the option you want to edit.  
2. choose Edit on the toolbar when you have chosen the option you want to update. Result: The system displays the Setup - <Provider Category> screen for that option in edit mode.
3. Make your changes to the record.
4. Choose Save on the toolbar. Result: The system saves the changes to the record.
Deleting Provider Category Options
Use the following procedure to remove a provider category option from its associated drop down list.
1. On the VACMAN at a Glance - Setup tab, choose the defined Provider Category option (in the example, this is Updated). Result:  The system displays the Setup - <Provider Category> screen in view only mode.
2. Use the scrollbar to scroll through the options until you find the one you want to delete.  Select the option you want to remove.  
3. Ensure that you selected the correct record. Choose Delete on the toolbar. Result: The system displays a message that asks you to confirm the deletion.
4. Choose YES to confirm you need to delete the record.  Result: "Deleted record" appears in red text at the top of the screen. This indicates that the record has been marked for deletion.  Note: The system does not remove the record until you pack your data. For more information, see “Backup and/.or Pack Database Tables” in Chapter 6, Utilities.
To retrieve a deleted record that has not been packed, do the following:
1.		Access the record as described in Step 2.
2.	When the system displays the correct deleted record, choose Revert.
Chapter 3 – Provider Setup
Provider Setup
Provider Setup includes setting up and managing information about your providers and physicians, and their enrollment demographics. Access the Providers and Physicians screens from the VACMAN at a Glance - Data tab.  Access the Enrollment demographics screen from the Provider screen that is launched after you choose Enroll Provider from the Data tab.
This chapter covers these topics:
•	Enrolling Provider records
•	Enrollment (demographics) records
•	Editing Physician records

Figure 3 - 1. VACMAN at a Glance Screen, Provider setup options highlighted
Enroll Providers
Provider information is separated into two tabs. The system initially displays the Main tab, where you can record VACMAN-specific information about the provider. The Main tab provides access to additional screens via buttons on the Main tab:  Enrollment, View Physicians, Edit Physicians, and View Memo.
Maintain contact information about the provider on the Addresses tab.

Figure 3 - 2. Data Tab – Enroll Providers Quick Reference Guide
The Providers screen allows you to enroll providers into your VACMAN project and subsequently edit those records.  Some of the information on this screen carries to other screens that require you to enter provider information. For example, use the Providers screen to associate a provider with a Provider Identification Number (PIN) number.  That PIN then becomes a selection on the PIN drop-down list, on any screen that allows PIN entry. 
Information necessary to enroll a provider includes (partial listing):
•	Name
•	Mailing and shipping addresses
•	PIN
•	Classification – Public (Health Department, Hospitals, etc.) or Private
•	Status - Active, Not Active, Suspended, Temporary Leave
Providers Screen, Main Tab
The Providers screen, Main tab contains identification and profile information about a provider. Much of this information is specific to VACMAN.
Figure 3 - 3. Providers Screen, Main Tab
Field Descriptions – Providers Screen, Main Tab
A-Z Sorting Options - Sorts the Provider records according to the value you choose from the drop down list. The value for this field defaults to Unsorted, which means that the system displays the records in the order in which they were entered (beginning with the oldest record and ending with the most recently entered record). 
PIN - Provider identification number.  
Parent Provider (optional) - Provider identification number for a “satellite” provider being displayed. This links the records for enrollment data.  Choose from the drop down list.
Facility Name - Last name of a private provider, or the entire name of a facility.
First Name - For private providers only.  Private provider’s first name.  (Use the Facility Name field for a private provider's last name.)
Initial - For private providers only.  Middle initial of the private provider’s name.  
Title - For private providers only.  Suffix or title of the private provider.
Suspend Provider Ordering - Check box to indicate that Provider Ordering is prohibited for this provider.
Classification - Sector code.  Indicates the type of provider.  Choose from the drop down list.  Values are:
Code - Description
10 - Public Health Department
11 - Public Health Department, as agent of FQHC or RHC
12 - Public Hospital
13 - Public Hospital as agent of FQHC or RHC
15 - Federal qualified Health Center/Rural Health Clinic
16 - Other Public Health agency
17 - Other Public Health as agent of FQHC or RHC
20 - Private Practice (individual or group)
21 - Private Practice as agent of FQHC or RHC
22 - Private Hospital
23 - Private Hospital as agent of FQHC or RHC
24 - Private Other
25 - Private Other as agent of FQHC or RHC
32 - Other immunization project

Direct Ship Eligible - Check box to indicate whether this provider is eligible to receive direct shipments.
County - The county in which this provider is located.
Status - Indicates the provider's status.  Choose one of the following codes from the drop-down list: 
Active, Not Active, Suspended, Temporary Leave.
Status Date - Date that provider’s status last changed.
Record Originally Created - Date the Provider record was created.
Original VFC Certification Date - Date the provider originally became eligible to participate in the VFC program.
Current VFC Certification Date - Date this provider last updated demographics information. 
Departed VFC - Date this provider became inactive. If you change the Status from Active to any other status, this field is required.

Other - Enter any other relevant information about this provider here.  Customized Provider Categories
See Chapter 2, Provider Setup for instructions on how to set up these customizable fields.
Subdivision - (Cty Code in sample screen). This field (Cty Code in the sample screen above) is a means of indicating geographic areas within your project.  This field is assigned on the Setup tab, Define Names tab.  See Chapter 2 for instructions on establishing this category for use for your project.
Note:  Only the customized provider categories established during Project Setup are enabled on the Provider screen Main tab.  Any unused categories remain disabled (and unnamed) when you are editing the Provider record. 
Category - 1, 2, 3, 4, 5
These 5 fields can be used for project information not served by other fields in the provider database.  For example, in the sample screen above, one of these fields has been defined:  Updated? This field is relevant to the specific project of which this provider is a part, but it does not exist as a standard field in the VACMAN system.  Thus, during Project Setup, this field was specified to capture this information. Customized provider categories are assigned on the Setup tab, Define Names tab.  See Chapter 2 for instructions on establishing these categories for use for your project.

Note:  Only the customized provider categories established during Project Setup are enabled on the Provider screen Main tab.  Any unused categories remain disabled (and unnamed) when you are editing the Provider record. 
Additional Provider Information Buttons - Each button launches a specific screen that provides a form for entering additional information about the provider.
Enrollment - On the Providers Main tab, click to open the Enrollment screen, which provides calculation of the number of eligible candidates for vaccines, according to the candidates' age groups and VFC eligibility.
Note:  If Enrollment demographics screen fields are blank, the VACMAN system does not allow you to ship to this PIN. The assumption is that there are no eligible patients. 
View Physicians - On the Providers Main tab, click to open the All physicians for PIN screen, which displays all of the physician records that are associated with the provider PIN that is entered on the Physicians screen. If no physician is associated with the PIN, the system returns the message, “Search string not found.”
Edit Physicians - On the Providers Main tab, click to open the Physicians screen, allowing you to search, edit, or add physician records. 
View Memo - On the Providers Main tab, click to open the Memo screen, allowing you to view or add notes about the provider for internal use.
Enrollment (Demographics) Screen
Use the Enrollment screen to determine the number of eligible candidates for vaccines according to the candidates' age groups and VFC eligibility. You can indicate how this information was determined by checking the appropriate box(es) in the Type of data used to determine profile section, in the lower portion of the screen. 
Calculations in this screen directly correlate to the percentages you entered in the Population Estimates section of the Setup tab - Enrollment tab. For more information, see “Enrollment Tab,” Chapter 2.
On the Providers screen, use the toolbar navigation to access the appropriate Provider record, then choose Enrollment. The system displays the Enrollment demographics screen for the selected provider. You cannot navigate to other provider Enrollment screens from here. You can edit only the enrollment information for the selected provider.
Note:  If Enrollment screen fields are blank, the VACMAN system does not allow you to ship to this PIN. The assumption is that there are no eligible patients. 

Figure 3 - 4. Enrollment (demographics) Screen
Type of data used to determine profile.  The text below outlines the code, name, and description:
A
Benchmarking
A process of collecting data over a set time frame, which are used to calculate an estimation for the same data over a larger time frame (usually a one-year period following the benchmark).
B
Medical Claims
A retrospective collection of data derived from medical claims that are used to calculate an estimation for the same data over a larger time frame (usually a one-year period following the benchmark).  These data can be collected from a one-year time frame, or from benchmarking any period of time.
C
Provider Encounter
A retrospective collection of the number of children who went to a specific provider, regardless of whether or not they received any immunizations. These data can be collected from a one-year time frame, or from benchmarking any period of time.
D
Registry
Registry represents the State Immunization Registry. States store information (including the number of immunizations given to children) into a state-wide electronic database called a Registry.  Projects can use the electronic data to determine their vaccine enrollment data for the State. These data can be collected from a one-year time frame, or from benchmarking any period of time.
E
Vaccine Replacement
A retrospective collection of the number of vaccine doses that a project distributes to a provider. These data are then used to recalculate the number of doses the provider administers. These data can be collected from a one-year time frame, or from benchmarking any period of time.
F
Doses Administered
A retrospective collection of the number of vaccine doses that a provider administers.  This field differs from the Registry field by the medium in which the data are collected. (Doses Administered data are derived from paper-based records whereas Registry data are derived from electronic records.)  These data can be collected from a one-year time frame, or from benchmarking any period of time.
G
Prior Ordering
A retrospective collection of the number of doses that a provider ordered over any period of time to determine the number of doses a project should send to that provider over the following year (without requiring the provider to order). These data can be collected from a one-year time frame, or from benchmarking any period of time.
Z
Other
A retrospective collection of any data that is derived by a method that is not listed in the Source Data section, and used to calculate estimates for the same data in a following year. These data can be collected from a one-year time frame, or from benchmarking any period of time.
Providers Screen, Address Tab
The Address tab contains contact information about a provider.
Figure 3 - 5. Data Tab – Providers Screen, Addresses Tab
Field Descriptions – Providers Screen, Addresses Tab
Field: Shipping Contact
Description: Person to contact for information or questions about vaccine shipments or deliveries.
Field: Shipping Address
Description: Provider shipping address for delivery purposes.  This should be the street address.  Do not include a P.O. box in this address.
Field:  2nd Address Line
Description:  Second line for provider shipping address.  Leave blank if not needed to complete the address.
Field:  City
Description: Shipping address city.
Field:  State
Description:  Shipping address state.  Choose from the drop down list.
Field:  Zip code
Description:  Shipping address ZIP code (5 or 9 digits).  Choose from the drop down list.
Note:  To add a zip code to your database, enter it on the Setup tab, Zip Codes screen.
Field:  Email
Description: Email address to contact the provider.
Field:  Phone
Description:  Phone number for the person shown in the Contact field.  The system provides parentheses around the area code, and a hyphen after the local prefix. Example: (404) 555-8245.
Field:  Extension
Description:  Optional.  Extension number for the telephone number shown in the Phone field.
Field:  Fax
Description:  FAX number.  The system provides parentheses around the area code, and a hyphen after the local prefix. Example: (404) 555-8245.
Field: Shipping Instructions
Description:  Required for all orders.  Shipping information about the provider or depot; the information prints on the shipping label.
Field:  Update Ship Instructions
Description:  The Update Ship Instruction button accesses the Provider Shipping Instructions Modification screen, which allows you to establish shipping instructions in the correct format.  See Figure 3 - 6.
Field:  Depot Instructions
Description: Additional warehouse notes for packaging, where necessary or relevant.
Field: Modem
Description: Optional. Modem number.
Field: Mailing address 
Description:  Mailing address information is optional.  It is not necessary to include this information to create the record.
Field: Mailing Contact
Description: Person to contact for questions or problems about vaccine issues.
Field: Mailing Address
Description: Provider mailing address.
Field: 2nd Address Line
Description: Second line for provider mailing address.  
Field: City
Description: Mailing address city.
Field:  State
Description: Mailing address state.  Choose from the drop down list.
Field:  Zipcode
Description:  Mailing address ZIP code (5 or 9 digits).  Choose from the drop down list.
Field:  Email
Description:  E-mail address to contact the provider.
Field:  Phone
Description:  Phone number for the person shown in the Contact field.  The system provides parentheses around the area code, and a hyphen after the local prefix. Example: (404) 555-8245.
Field:  Extension
Description: Optional.  Extension number for the telephone number shown in the Phone field.
Field:  Fax
Description: Optional.  FAX number.  The system provides parentheses around the area code, and a hyphen after the local prefix. Example: (404) 555-8245.
Field: Copy Shipping
Description: Choose Copy Shipping to copy the information in the Mailing Address fields into the corresponding Shipping Address fields. This button is available when you are adding or editing a record.
Enrolling a Provider
You enroll a Provider in VACMAN by creating a provider record.  You access the provider records from the Data tab on the VACMAN at a Glance screen.  Use the following procedure to create a provider record.  Below are the steps, action, and result.  
1. On the VACMAN at a Glance - Data tab, choose the Enroll Provider.  Result: The system displays the Providers screen Main tab.
2. Choose Add Record on the VACMAN toolbar.  Result: The system displays an empty Providers screen with the Main tab active.
3. Enter information into the fields. For detailed field information, see "Field Descriptions – Providers Screen, Main Tab."  Use the TAB or ENTER key to advance through the fields.  NOTE:  Be sure to TAB or ENTER through each entry you make on the screen to ensure that the system recognizes that you have entered the information in each field, including the final field you use. 
4. Choose the Addresses tab. Result:  The Addresses tab is displayed.
5. Enter information into the fields. For detailed field information, see "Field Descriptions – Providers Screen, Addresses Tab."  Use the TAB or ENTER key to advance through the fields.  NOTE:  Be sure to TAB or ENTER through each entry you make on the screen to ensure that the system recognizes that you have entered the information in each field, including the final field you use. 
6. Choose Save on the VACMAN toolbar to save the record.
Editing Provider Record
You can edit or update provider records that already exist in the VACMAN system.  Use the following procedure to edit a provider record.  Below are the steps, actions, and result. 
1  On the VACMAN at a Glance - Data tab, choose the Enroll Provider. Result: The system displays the Providers screen Main tab.
2. Use the Navigation buttons or Browse on the toolbar to locate and access the record you want to edit. Result: The specific provider record is displayed in view-only mode.
3. Choose Edit Record from the VACMAN toolbar.  Result: The system displays the order record in edit mode, allowing you to make changes. NOTE:  Some of the fields are not editable because some fields are system-generated while others, once entered, cannot be changed.
4. Make the required changes.  You can move between the Main tab and Addresses tab to make changes.  Use the TAB or ENTER key to advance through the fields.  NOTE:  Be sure to TAB or ENTER through each entry you make on the screen to ensure that the system recognizes that you have entered the information in each field, including the final field you use. 
5. Choose Save from the VACMAN toolbar. Result: The system saves the updated record.
6. To edit another record, repeat steps 2-5.

Updating Shipment Instructions
VACMAN facilitates edits and additions to the Shipping Instructions field by specifying the format for the shipping instructions and automating, to some extent, the entry of those instructions. Choosing Update Ship Instruction on the Providers screen Addresses tab accesses the Provider Shipping Instructions Modification screen.  

Figure 3 - 6. Provider Shipping Instructions Modifications Screen
The New Shipping Instructions Format field (generated using the day/time fields) combined with the Special Instructions field (provided to include additional useful information, such as "closed 1-2") make up the Shipping Instructions field information on the Providers screen Addresses tab.  These two fields together cannot exceed 50 characters. 
Note:  The system displays as much of the Special Instructions information as possible in the Shipping Instructions field, but truncates the information as necessary to adhere to this 50-character limit. Be aware of this limitation as you enter information in the Special Instructions field. 
The Special Instructions field can include alphanumeric characters and only two special characters: comma (,) and semicolon (;).  Hyphens (-) and colons (:) are not acceptable.
Use the following procedure to update the Shipping Instructions field for existing shipment instructions.  Below are the steps, action, and result.
1. On the VACMAN at a Glance - Data tab, choose Enroll Provider.  Result:  The system displays the Providers screen Main tab.
2. Use the Navigation buttons or Browse on the toolbar to locate and access the provider record you want to edit. Result: The specific provider record is displayed in view-only mode.
3. Choose Edit Record from the VACMAN toolbar.  
Result: The system displays the provider record in edit mode, allowing you to make changes.
4. Choose Update Ship Instructions. Result:  The Provider Shipping Instructions Modification screen is displayed. Note:  The Existing Shipping Instructions for this Provider field shows the existing shipping instructions for reference as you made updates to the format. 
5. Select the Friday checkbox. Result:  The system uses the existing shipping instructions to replicate the shipping instructions in the new format, automatically populating the two format fields. To eliminate Friday as a delivery day, deselect the Friday checkbox after the reformatting process is complete.
5. Choose Save. Result: The system saves the updated shipping information and returns you to the Providers screen Addresses tab.
6. Choose Save from the VACMAN toolbar.  Result: The system saves the updated shipping information to the provider record. Note:  You must choose Save on both the Provider Shipping Instructions Modification screen and the Providers screen Addresses tab to save the information to the provider record.
Editing Physician Records
After your have enrolled a provider, use the Physicians screen to enroll physicians and subsequently edit physician records as needed. To access this screen, choose Edit Physicians on the Providers - Main tab, or choose the Edit Physician option on the VACMAN at a Glance - Data tab.

Figure 3 - 7. Data Tab, Edit Physicians Screen
The information you need to enroll physicians includes (partial listing): 
•	The provider PIN associated with this physician  
•	The physician's name, status, and Medicaid information 
Field Descriptions – Physicians Screen
Field: A-Z Sorting Options
Description: Sorts the Physician records according to the value you choose from the drop down list. The value for this field defaults to Unsorted, which means that the system displays the records in the order in which they were entered (beginning with the oldest record and ending with the most recently entered record). 
Field:  Provider PIN
Description: Provider identification number; the system fills this field.
Field: Add to Physician count for this provider
Description: Select this check box to add this physician to the count for the Provider PIN entered.
Field: First Name
Description: Physician’s first name.
Field:  Initial
Description: Physician’s middle initial.
Field: Last Name
Description: Physician’s last name.
Field:  Title
Description: Physician’s title; e.g., M.D., D.O.
Field: Medicaid Number
Description: Physician’s Medicaid number.
Field: Medical License Number
Description: Physician’s medical license number.
Field: Status
Description: Indicates the provider's status.  Choose one of the following codes from the drop-down list: 
Active, Not Active, Suspended, Temp. Leave.
Status Date
Date that provider’s active status last changed.
Customized Physician Categories
See Chapter 2, Provider Setup for instructions on how to set up these customizable fields.
Field: OTHER (Defined during Project Setup.  See Chapter 2.
Description: These 3 fields can be used for information about the physician not served by other fields.  For example, in the sample screen above, one of these fields has been defined:  PHYS ID. This field is relevant to the specific project of which this provider is a part, but it does not exist as a standard field in the VACMAN system.  Thus, during Project Setup, this field was specified to capture this information. Customized provider categories are assigned on the Setup tab, Define Names tab.  See Chapter 2 for instructions on establishing these categories for use for your project.  Note:  Only the customized provider categories established during Project Setup are enabled on the Physicians screen.  Any unused categories remain disabled (and unnamed) when you are editing the Provider record. 
Field: Additional Provider Information Buttons
Description: Each button launches a specific screen that displays additional information about the provider.
Field: View all Providers for this Medicaid No.
Description: Opens the Providers With Same Physician (Medicaid Number) screen, which displays every provider that is associated with the Medicaid number that is entered on the Physicians screen.  Press Esc on your keyboard to close this screen.

Figure 3 - 8. All Providers with Same Physician Screen
Field: View all Physicians for this Provider
Description: Opens the All Physicians for PIN screen, which displays all of the physicians that are associated with the Provider PIN that is entered on the Physicians screen.  Press Esc on your keyboard to close this screen.

Figure 3 - 9. All Physicians for PIN Screen
Creating a Physician Record
You access physician records from the Data tab on the VACMAN at a Glance screen.  Use the following procedure to create a physician record. The following text contains steps, action and result.
1. On the VACMAN at a Glance - Data tab, choose Edit Physician. Result: The system displays the Physicians screen.
2. Choose Add Record on the VACMAN toolbar. Result: The system displays an empty Physicians screen.
3. Enter information into the fields. For detailed field information, see "Field Descriptions – Physicians Screen."  Use the TAB or ENTER key to advance through the fields.  
NOTE:  Be sure to TAB or ENTER through each entry you make on the screen to ensure that the system recognizes that you have entered the information in each field, including the final field you use. 
4. Choose Save on the VACMAN toolbar to save the record.
Editing Physician Record
You can edit or update physician records that already exist in the VACMAN system.  Use the following procedure to edit a physician record.   The following text contains steps, action, and result.
1. On the VACMAN at a Glance - Data tab, choose Edit Physician.  Result: The system displays the Physicians screen.
2. Use the Navigation buttons or Browse on the toolbar to locate and access the record you want to edit. Result: The specific provider record is displayed in view-only mode.
3. Choose Edit Record from the VACMAN toolbar.  Result: The system displays the order record in edit mode, allowing you to make changes. NOTE:  Some of the fields are not editable because some fields are system-generated while others, once entered, cannot be changed.
4. Make the required changes.  Use the TAB or ENTER key to advance through the fields.  NOTE:  Be sure to TAB or ENTER through each entry you make on the screen to ensure that the system recognizes that you have entered the information in each field, including the final field you use. 
5. Choose Save from the VACMAN toolbar. Result: The system saves the updated record.
6. To edit another record, repeat steps 2-5.

Chapter 4 – Orders and Inventory
Orders 
Projects use the VACMAN system to enter, save, and transmit orders through CDC to manufacturers and the distributor. Each order contains information about the project, provider, pricing, delivery, and manufacturer. Working with VACMAN system orders requires an understanding of various types of orders, the processes that occur when an order is placed, and a general understanding of the VACMAN system's inventory management.
The VACMAN system distinguishes among various types of orders:
•	Bulk – Manufacturers ship bulk vaccine orders to the distributor for shipment to your providers. When the distributor receives the vaccines from the manufacturer, the project is notified and may then begin placing provider orders in VACMAN.  This allows projects to monitor order status and manage vaccine inventory. 
•	Direct Ship – Certain vaccines must be frozen for shipment.  To ensure preservation of these vaccines, the manufacturer ships these orders directly to the providers.
•	Provider – The project specifies shipment from the distributor to your enrolled providers.
•	Non-Frozen Flu – Influenza vaccine is not available year-round.  This order type allows you to place the order, but does not transmit the order until the vaccine becomes available from the manufacturer.
•	Multi-Orders – VACMAN provides the means of creating multiple orders of various types from a single screen.  Under the Multi-Orders heading, the Order Entry screen allows you to create orders for multiple vaccines for one provider.  For each order, the system generates the corresponding Provider Order records, Influenza Order records, or Direct Ship Order records, as appropriate, using the information you enter on the Order Entry screen. 
Projects create and edit orders from the Orders screens associated with the various types of orders (Bulk, Direct Ship, Provider, and Non-Frozen Flu).  The links to each order type appear on the VACMAN at a Glance screen.  See Figure 4 - 1.
Figure 4 - 1. The VACMAN at a Glance Screen
Non-Transmitted/Transmitted
The VACMAN system distinguishes between orders that are non-transmitted or transmitted.
•	Non-Transmitted orders are orders that have been entered and saved in the VACMAN system, but not yet transmitted to CDC.  
•	Transmitted orders (also called Receipts) are orders that have been transmitted to CDC.  
Note:  You can edit any order ONLY until it is transmitted to CDC.
CDC/Non-CDC Orders
The VACMAN system provides entry options for two funding specifications:
•	CDC Orders – Orders for vaccines that are on CDC contract
•	Non-CDC Orders – Orders that are not part of a CDC contract  
Non-CDC contract vaccine orders are filled based on distributor inventory that projects replenish through the state-funded, non-CDC contract process. The project can then distribute vaccine via the Provider Orders screens. You must indicate on the Provider Orders screen that the order is for non-CDC contract vaccines.
When placing a Provider order for a non-CDC vaccine, use the Non-CDC vaccines radio button to access the drop down list of non-CDC vaccines, and instruct the manufacturer or supplier to distribute these vaccines to providers.  This Non-CDC vaccines radio button is included on the Provider Orders screen.  The non-CDC contract vaccines that projects can order are limited to those displayed in the Vaccine Code drop down box. Projects provide input to CDC as to which vaccines to include.  CDC updates the Non-CDC vaccine list periodically.

The Ordering Process
The order process consists of the following components: order creation, transmission to CDC, CDC approval, vaccine distribution, and management of vaccine receipts.
The following flowchart presents an overview of VACMAN v4.1.4 order processing. 
VACMAN v4 – Order Flow
VACMAN Data Tab – Order Options
•	Bulk Orders, Order Type 1.  Order receipts.  FC-3.  No frozen.  No import.
•	 Direct Ship Orders, frozen vaccine.  Order Type 2. Direct ship receipts.  FC-1, 2, 3. Frozen only.  EIS import
•	Provider Orders.  Non CDC contract vaccine.  Order Type 5.  FC – NA.  No frozen.  EIS import. Provider receipt.
•	Provider Orders.  CDC contract vaccine.  Order Type 5.  FC – NA.  No frozen.  EIS import. Provider receipt.
•	Non frozen Flu.  Provider Orders.  Order Type 5. Provider receipt. FC – NA.  No frozen.  EIS import. Defer xmit. Provider receipt. 
•	Order entry.  Multiple vaccines for one provider.  Order Type 2 and 5.

Order History includes all orders and receipts except bulk.  Transmit or Not.  Also includes historical data.
Transmit it via SDN
Goes to NIPVAC
	Receipt Status updated
CDC Data Warehouse
VIia EDI Manufacturer (bulk orders, direct ship orders, order entry orders for frozen vaccine)
	Bulk Orders and Non CDC orders vaccine outside VACMAN
	To distributor (except frozen vaccine)
	To Provider
	Frozen vaccine goes to provider from manufacturer

Figure 4 - 2. The VACMAN Order Process Flow
Order Screens
The Orders screens for each order type are very similar. Each contains three main sections:
•	General Details - Entry fields that capture order information
•	Vaccine Details - System-generated data about the vaccine being ordered
•	Optional Details - Tracking information that is specific to your project.

Figure 4 - 3. Bulk Orders Screen, sections specified
Figure 4 - 3 shows the Bulk Orders screen with the main sections indicated.  The following figures show each type of Order screen.  Though the main sections are similar on each type of Order screen, there are slight variations that provide the means of data input relevant to that specific type.

Figure 4 - 4. Direct Ship Orders Screen
Figure 4 - 5. Provider Orders Screen
Figure 4 - 6. Influenza (Non Frozen Flu) Order Screen
Field Descriptions  Order Screens
The following table details the fields found on the Order screen for each Order type (Bulk, Direct Ship, Provider, or Non-Frozen Flu).  Only fields applicable to a specific Order type appear on the associated Order screen; therefore, not all fields appear on all Order screens.  The table description indicates the Order screen or screens where each field appears.  The following text shows the field and its description.
Updated - Displays the date on which the record was last edited. When you create a new order, this field displays the current date. (Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
By - Displays the username of the person that last edited the current record. When you create a new order, this field displays your username. (Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
A-Z Sorting Options - The value for this field defaults is Unsorted, which means that the system displays the records in the order in which they were entered (beginning with the oldest record and ending with the most recently entered record). ((Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
Order Type - Radio buttons that allow you to choose CDC contract vaccines or non-CDC contract vaccines. (Provider Orders) 
Urgent Order - Check box that allows you to flag an order as Urgent. The VACMAN team recommends that you use this feature only when there is real need for overnight, next-day delivery. There is an additional cost for this handling. (Provider Orders) 
Order Date - Defaults to the current date; you can change it to any date within 30 days of the current date. (Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
Provider PIN - The unique ID number for the applicable provider. The provider to which the vaccine is to be shipped (Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
Funding Code - Source of funding for the order. When you make a selection, the system automatically displays the funding source's name to the right of this field.  

Code - Description
1 Vaccines For Children Program (VFC)
2. G 317 Federal 317 Grant
3. State or Other Non-Federal Funds

Funding Codes 1, 2, and 3 are standard and cannot be reassigned to different funding sources. (Bulk, Direct Ship, and Provider Orders)
State P.O. No. - State's purchase order number. This field is applicable, and required, only for orders that are state-funded (Funding Code 3).  Purchase order numbers are unique to the order and project. (Bulk, Direct Ship, and Provider Orders)
Current Data - This button launches a panel showing the Provider Order data to date. The panel shows the date each order was placed, the Funding Code for each order, and the number of Doses associated with the order. (Direct Ship Orders).  Note:  The Provider Orders screen has a Current Data button at the bottom, but the resulting table contains more data than the table launched by the Current Data button on the Direct Ship Order screen.
Vaccine - A drop-down list from which you select a vaccine to order. After you make the selection, the system displays the manufacturer’s number of doses per package, and the minimum number of doses for that specific vaccine, adjacent to the (number of) Doses field. (Bulk Orders)
Vaccine Details - This system displays information specific to the vaccine you are ordering.
Vaccine Code - Displays the VACMAN system code that is issued per vaccine type. (Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
Doses Per Pkg - Displays the manufacturer’s predetermined number of doses that are shipped per package. (Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
Manufacturer - Displays the VACMAN system code that identifies the manufacturer of the ordered vaccine. (Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
Cost - Displays the cost per dose, and, in parentheses ( ), the total cost per order. (Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
CDC Contract - Displays a unique number that identifies the contract between CDC and the manufacturer. (Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
NDC No. - Displays the National Drug Code (NDC) number, which is defined by the type of vaccine and packaging properties. (Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
HL7 Code - Displays the unique vaccine codes associated with vaccines designed specifically for Health Level 7 (HL7) transactions.  The HL7 code represents the vaccine type. (Bulk, Direct Ship, and Provider Orders)
CPT Code - Displays the Current Procedural Terminology (CPT) codes, which is used by physicians, health care industry, insurance industry, and Medicare to identify specific procedures used in medical treatments.   There are CPT codes associated with specific immunizations using specific vaccines. (Bulk, Direct Ship, and Provider Orders)
Doses - Number of doses that you are ordering. The value for this field must meet the following  criteria:
1.	You must order a number of doses that is evenly divisible by the number of doses per package.  Manufacturers only ship vaccines in predetermined doses per package.  If you enter a number that is less than the number of doses shipped per package, the system populates the field with the next largest divisible number. 
2.	You must order the minimum number of doses required. When you select a vaccine, the system displays that vaccine's minimum number of doses adjacent to the Doses field.  If you enter a number into the Doses field that is less than the minimum number of doses required, the system displays a message notifying you of the minimum number of doses required, and changes the number in the Doses field to that number. 
Note:	If a particular vaccine does not require a minimum number of doses, the value for the Doses field must be equal or greater than the number of doses per package.  
(Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
Optional Details - This section tracks information specific to your project. This data is not sent to CDC.
Order Number - Assign a project's internal tracking number to an order. (Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
Notes - Enter notes about the order. (Bulk, Direct Ship, Provider, and Non-Frozen Flu Orders)
Provider Memo - This button launches the Provider Memo screen that provides a means for you to record any comments you need to document about the providers.  These notes are for internal use only and are not shared with the provider.   To record a provider memo, choose Provider Memo, type the memo, choose Save from the VACMAN toolbar, then choose close window at the top of the screen. (Provider Orders)
Provider Address - This button launches the view-only Provider Address popup screen that displays contact information about the provider.  The information includes the shipping address and shipping instructions.  To edit this information, choose Modify to launch the Providers screen with the Addresses tab active. (Provider Orders)
Allowance - This button launches the view-only Allowance screen, which displays the number of doses that a provider is eligible to receive of the currently-displayed vaccine.  This number is derived from the calculations on the Enrollment Demographics screen. (Provider Orders)
Current Data - This button launches the view-only current Data for PIN screen that displays the history of all vaccine distribution records for a specific provider.  The information is sorted first by date, then by vaccine, manufacturer, lot, and the number of doses shipped. (Provider Orders).  Note:  The Direct Ship Orders screen has a Current Data button in the general information area of the screen, but the resulting table contains less data than the table launched by the Current Data button on the Provider Order screen.
Order Info Table - The Non-Frozen Flu Order feature allows you to delay transmitting flu orders. Until you transmit flu orders, they remain as orders in this table on the lower portion of the screen. You can browse and edit these orders from this table. (Non-Frozen Flu Orders)
Creating an Order- You create orders from the Data tab on the VACMAN at a Glance screen.  Each order type name is a link to the creation screen for that order type.  
The various types of orders are as follows:
•	Bulk Orders 
•	Direct Ship Orders
•	Provider Orders
•	Non-Frozen Flu Orders
Before creating a new order, become familiar with the general process of creating an order as depicted in Figure 4 - 3.  Use the following procedure to create an order.  The following text is steps, action, and results.
1.  On the VACMAN at a Glance - Data tab, choose the Order type you want to create (Bulk, Direct Ship, Provider, or Non-Frozen Flu). Result: The system displays the Order screen for the type you selected.
2.  Choose Add Record on the VACMAN toolbar. Result: The system displays the Create < order type > screen.
3.  Enter information into the fields. For detailed field information, see "Field Descriptions  ”   Use the TAB or ENTER key to advance through the fields.  NOTE:  Be sure to TAB or ENTER through each entry you make on the screen to ensure that the system recognizes that you have entered the information in each field, including the final field you use. 
4. Choose Save on the VACMAN toolbar to save the record. 

Editing an Order
You can edit orders that exist in the VACMAN system ONLY until you transmit them to CDC. 
1. On the VACMAN at a Glance - Data tab,  choose the Order type you want to create (Bulk, Direct Ship, Provider, or Non-Frozen Flu).  Result: The system displays the Order screen for the type you selected.
2. Use the Navigation buttons or Browse on the toolbar to locate and access the order you want to edit.
NOTE:  You can edit only non-transmitted orders.  Transmitted orders cannot be edited.
Result: The specific order record is displayed in view-only mode.
3. Choose Edit Record from the VACMAN toolbar.  
Result: The system displays the order record in edit mode, allowing you to make changes.
NOTE:  Some of the fields are not editable because some fields are system-generated while others, once entered, cannot be changed.
4. Make the required changes.  Use the TAB or ENTER key to advance through the fields.  NOTE:  Be sure to TAB or ENTER through each entry you make on the screen to ensure that the system recognizes that you have entered the information in each field, including the final field you use. 
5. Choose Save from the VACMAN toolbar.
Result: The system saves the updated order.
6. To edit another record, repeat steps 2-5.
Multi-Orders
VACMAN provides the means of creating multiple orders of various types from a single screen.  Under the Multi-Orders heading, the Order Entry screen allows you to create orders for multiple vaccines for one provider.  For each order, the system generates the corresponding Provider Order records, Influenza Order records, or Direct Ship Order records, as appropriate, using the information you enter on the Order Entry screen. Similarly, after orders are transmitted, the system generates a corresponding Receipt for each order.

Figure 4 - 7. Multi-Orders Order Entry Screen..
Field Descriptions – Non-Transmitted Multi-Orders
The following text shows field and description: 
The Order Entry screen displays, in addition to the fields described below, the Provider name and address, along with the delivery schedule information.

Provider PIN - The unique ID number for the applicable provider. The Provider to which the vaccine is to be shipped.
Status - Indicates whether the order is active, complete, or cancelled.
Last Order Date - The date of the last order that was placed in VACMAN for the Provider.
Order Date - Defaults to the current date; you can change it to any date within 30 days of the current date.
Order Type - Drop down list that allows you to choose CDC contract vaccines or Non-CDC contract vaccines. 
Vaccine Code - A drop-down list from which you select a vaccine to order. After you make the selection, the system displays the manufacturer’s number of doses per package, and the minimum number of doses for that specific vaccine, adjacent to the (number of) Doses field.
DS - Indicates that an order is a Direct Ship order by having Yes in this column.
Vaccine Description - The name and any appropriate descriptive information for the vaccine.
Cost - Displays the cost per dose, and, in parentheses ( ), the total cost per order. 
Doses - Number of doses that you are ordering. The value for this field must meet the following  criteria:
1.	You must order a number of doses that is evenly divisible by the number of doses per package.  Manufacturers only ship vaccines in predetermined doses per package.  If you enter a number that is less than the number of doses shipped per package, the system populates the field with the next largest divisible number. 
2.	You must order the minimum number of doses required. When you select a vaccine, the system displays that vaccine's minimum number of doses adjacent to the Doses field.  If you enter a number into the Doses field that is less than the minimum number of doses required, the system displays a message notifying you of the minimum number of doses required, and changes the number in the Doses field to that number. 
Note:	If a particular vaccine does not require a minimum number of doses, the value for the Doses field must be equal or greater than the number of doses per package.
Qty Last Ordered - Amount included in the last order of this type.
Urgent - Check box that allows you to flag an individual order as Urgent. The VACMAN team recommends that you use this feature only when there is real need for overnight, next-day delivery.   Note: There is an additional cost for this handling.
Mark All as Urgent - Marks all orders on the Multi-Order screen as Urgent. The VACMAN team recommends that you use this feature only when there is real need for overnight, next-day delivery.  Note: There is an additional cost for this handling.
Provider Memo - This button launches the Provider Memo screen that provides a means for you to record any comments you need to document about the providers.  These notes are for internal use only and are not shared with the provider.   To record a provider memo, choose Provider Memo, type the memo, choose Save from the VACMAN toolbar, then choose close window at the top of the screen. 
Current Data - This button launches the view-only current Data for PIN screen that displays the history of all vaccine distribution records for a specific provider.  The information is sorted first by date, then by vaccine, manufacturer, lot, and the number of doses shipped.
Creating Multi Orders
Use the following procedure to create multiple orders using the Multi-Order feature.  The following text is steps, action, and result.
1.  On the VACMAN at a Glance - Data tab, choose Order Entry below the Multi-Orders heading.  Result: The system displays the Provider Lookup screen.
2.  Enter the Provider PIN, Provider Last Name or Facility Name, or the Phone Number, and choose OK.  Result: The system displays the Order Entry screen for the Provider in view-only mode.
3.	Enter information into the fields. For detailed field information, see “
Field Descriptions – Non-Transmitted Multi-Orders.”  Use the TAB or ENTER key to advance through the fields.  NOTE:  Be sure to TAB or ENTER through each entry you make on the screen to ensure that the system recognizes that you have entered the information in each field, including the final field you use.
4.	Choose Save on the VACMAN toolbar to save the records.
Result: The system generates the corresponding Provider Order records, Influenza Order records, or Direct Ship Order records, as appropriate, using the information you entered on the Order Entry screen.
Editing Multi-Orders
Once you have saved a Multi-Order entry, the system generates the corresponding Provider Order records, Influenza Order records, or Direct Ship Order records, as appropriate, using the information you entered on the Order Entry screen. To edit non-transmitted orders you created using the Multi-Order feature, you must access the individual Order records using the associated Orders options (Bulk, Direct Ship, Provider, or Non-Frozen Flu) on the Data tab. You can edit orders that exist in the VACMAN system until you transmit them to CDC. The procedure for editing an order you created using the Multi-Orders feature is the same as for any existing non-transmitted record, and is as follows:
1. - On the VACMAN at a Glance - Data tab, , choose the Order type you want to create (Bulk, Direct Ship, Provider, or Non-Frozen Flu).
Result: The system displays the Order screen for the type you selected.
2. - Use the Navigation buttons or Browse on the toolbar to locate and access the order you want to edit.
NOTE:  You can edit only non-transmitted orders.  Transmitted orders cannot be edited.
Result: The specific order record is displayed in view-only mode.
3. - Choose Edit Record from the VACMAN toolbar.  
Result: The system displays the order record in edit mode, allowing you to make changes.
NOTE:  Some of the fields are not editable because some fields are system-generated while others, once entered, cannot be changed.
4. - Make the required changes.  Use the TAB or ENTER key to advance through the fields.   NOTE:  Be sure to TAB or ENTER through each entry you make on the screen to ensure that the system recognizes that you have entered the information in each field, including the final field you use. 
5. - Choose Save from the VACMAN toolbar. Result: The system saves the updated order.
6. To edit another record, repeat steps 2-5.
Exchanging data with CDC
Projects exchange data with CDC via a Secure Data Network (SDN) connection. The VACMAN system can accommodate authorizations to receive and transmit for up to three people from each project. Those individuals must have digital certificates that enable them to log in to the SDN and exchange data with CDC. For more information about applying for an SDN certificate, see “SDN Enrollment,” Appendix C.
During each exchange, projects receive updated data from CDC about order status, including the vaccine lot number, expiration date and the date the order is shipped. During the exchange, projects send new order information, including the transmit (xmit) date, number of doses, and vaccine name, to CDC. For more information, see “Exchange Data with CDC via Internet,” Chapter 6, Utilities.
CDC Approval
When CDC receives the order, its status is Pending. Orders with the status Approved generate the obligation of grant money for the order. After CDC approves an order, it forwards the order to a manufacturer or distributor for distribution. 
•	If an approved order must be cancelled, CDC assigns the status Cancelled to the order and contacts the project. CDC then reverses the obligation of grant money and returns it to the project's funds.
•	If funding is insufficient, or if the quantity of the order is inappropriate, CDC contacts the project for clarification and resolution.  CDC can approve, modify, or cancel a pending order.  
Order Status codes
VACMAN order status codes are as follows by code and description:
00
Unknown
01
Pending. Transmitted to CDC; not yet processed.
02
Processed, approved by CDC
03
Obligated by CDC Financial Management Office (FMO)
04
Submitted to manufacturer or supplier
05
Received in part
06
Received in full
07
Received in excess of order
08
Cancelled
09
Held at CDC
10
Shipped in full
11
Reshipment
20
Held at CDC – Funding
21
Held at CDC – Allocation
22
Held at CDC – Invalid Provider Data
23
Held at CDC – No Shipping Instructions
30
Rejected by CDC – Unknown NDC No
31
Rejected by CDC – Invalid Project
32
Rejected by CDC – Invalid Order ID
33
Rejected by CDC – Invalid Pin
34
Rejected by CDC – Invalid Order Data
35
Rejected by CDC – Zero Doses
36
Rejected by CDC – Duplicate Order Id
37
Rejected by CDC – Unknown Vaccine
Vaccine distribution
Manufacturers’ package and ship approved orders to either the distributor or providers. The destination of an order depends on the type of order that the manufacturer is filling. Bulk orders are usually for large quantities, and are shipped to the distributor for distribution through Provider Orders.  Direct Ship orders are frozen vaccines that are shipped directly to providers.  Provider orders are shipped to the requesting providers by the distributor.
Receipts
For each order of each type, there is a corresponding receipt upon order creation.  You can access these receipts from the VACMAN at a Glance screen.  You can open, edit, and manage receipt information on the Receipts screens for Bulk Orders. Receipt information includes the data you entered in the original order, the data CDC enters during its approval process, and other receipt details.  
Each Order type has a corresponding Receipt type:
•	Bulk 
•	Direct Ship 
•	Provider 
Note:  The Multi-Order equivalent of the receipt is the Order History.  Choose this option to view receipt information for orders submitted using the Multi-Order feature.  The receipt information for the entire order is displayed in a table.  To see receipt data for single portion of the Multi-Order, choose the specific receipt type for an individual receipt from a Multi-Order.  For example, if you wanted to see the receipt information only for a Varicella order that was part of a Multi-Order entry, you would choose Direct Ship Receipts and search for the specific Varicella receipt record.
Open the Receipts screens from either the VACMAN at a Glance – Data tab, or with the context menu associated with the Orders option from the Data menu.
Accessing a Receipt record
Access a Receipts screen using one of the following procedures by step and action:
Procedure 1:  Using the Data Tab
1.	On the VACMAN at a Glance - Data tab, choose the Receipts option (Bulk, Direct Ship, or Provider Receipts) associated with the originating order type. Result: The system displays the last receipt record entered.   
2.	Use the Navigation buttons or Browse from the toolbar to locate and access the receipt you want to view

Procedure 2:  Using the Menu Bar
1. On the VACCINE Management screen, choose the Order option from the Data menu. 
Result: The system displays the context menu for the Order option.
2. Choose the Receipts option (Bulk, Direct Ship, or Provider Receipts) associated with the originating order type.
Result: The system displays the last receipt record entered.
3. Use the Navigation buttons or Browse from the toolbar to locate and access the receipt you want to view.

The following sections provide descriptions of the various types of Receipts screens.
Bulk Receipts
Bulk orders are shipped from manufacturers to the distributor to be filled as Provider Orders.  The distributor returns receipt information for filled orders to the Projects via CDC.  Receipt status information is updated in VACMAN when the Project downloads from CDC.  The order is then available for the project to report against.
There are four main sections to the Bulk Receipts screen:
•	Original Order - Displays information that projects enter when an order was created.  This section is read-only.
•	Optional Details – Displays the internal information about the order.  This information is not distributed to the manufacturer or provider.
•	CDC Approval - Displays information that CDC enters when an order is approved or pending approval.  The data in the CDC Approval section is updated during an Exchange. This section is read-only.
•	Receipt Details – This section may be edited by the project based on information provided by the manufacturer by choosing Add on the tool bar.

Figure 4 - 8. Bulk Receipts Screen, sections specified
Field Descriptions  Bulk Receipts Screen. Listed by field and description:
Original Order - This read-only section displays information that was entered when the order was created.  You cannot edit this information.  
A-Z Sorting Options - The value for this field defaults is Unsorted, which means that the system displays the records in the order in which they were entered, beginning with the oldest record and ending with the most recently entered record. 
Updated - Displays the date on which the record was last edited. 
By - Displays the username of the person that last edited the current record. 
Order Date - Date on which your project entered the order into the VACMAN system.
Depot PIN - Personal ID number for the depot to which the bulk order was shipped. 
Funding Code - Source of funding for the order. Values are:
Code and  Description
1 VFC
2 G317
3 State
State P.O. No. - State's purchase order number; applicable when Code 3, State, is the funding source.
Doses Ordered - Total quantity of doses that were ordered. 
Doses Per Pkg - Predetermined number of doses shipped per package. 
Vaccine Code - VACMAN code for each vaccine type.
Manufacturer  - VACMAN code for each vaccine manufacturer.
HL7 Code - Unique vaccine codes associated with vaccines designed specifically for HL7 (Health Level 7) transactions.  The HL7 code represents the vaccine type.
NDC No. - National Drug Code number; defined by the type of vaccine and packaging properties. 
CPT Code - Current Procedural Terminology (CPT) code; used by physicians, health care industry, insurance industry, and Medicare to identify specific procedures used in medical treatments.  CPT codes are associated with specific immunizations using specific vaccines.
Optional Details - This section tracks information that is specific to your project. You can edit this data.
Order Num - Depot’s internal tracking number, associated with the order.
 User Defined Field  (optional)
Other information that is specific to your project.  You can create the title of this field on the Setup tab, Define Names screen.  See Chapter 2 for details on how to create a user-defined field.  In Figure 4 - 8, this field is called Not Used.
Notes - Notes about the order.
CDC Approval - This read-only section displays information that CDC fills when an order is pending or pending approval. 
The VACMAN Exchange function updates this information in your system.
CDC P.O. - CDC's purchase order number for state funded orders.
P.O. Date - Date that CDC's P.O. number was generated.
Status - Status of the order, as of your most recent data exchange with CDC. Values are:
Code and Description
00
Unknown
01
Pending. Transmitted to CDC; not yet processed.
02
Processed, approved by CDC
03
Obligated by CDC, FMO
04
Submitted to manufacturer or supplier
05
Received in part
06
Received in full
07
Received in excess of order
08
Cancelled
09
Held at CDC
10
Shipped in full
11
Reshipment
20
Held at CDC – Funding
21
Held at CDC – Allocation
22
Held at CDC – Invalid Provider Data
23
Held at CDC – No Shipping Instructions
30
Rejected by CDC – Unknown NDC No
31
Rejected by CDC – Invalid Project
32
Rejected by CDC – Invalid Order ID
33
Rejected by CDC – Invalid Pin
34
Rejected by CDC – Invalid Order Data
35
Rejected by CDC – Zero Doses
36
Rejected by CDC – Duplicate Order Id
37
Rejected by CDC – Unknown Vaccine

Doses Approved - Total number of doses that CDC approved for the order.
CDC Contract - Unique number that identifies the contract between CDC and the manufacturer.
Cost - Cost per dose. The number next to it (in parentheses) is the total cost per order. 
Transmitted - Date that the order was transmitted to CDC.
Receipt Details - Projects use this section to record receipt information. You can edit this data.
Received - Date that the depot received the order.
Time - Time that the depot received the order. 
Received By - Name or title of the person who accepted the shipment. 
Lot - Vaccine lot number.  Lot numbers are assigned based on the vaccine's expiration date. 
Expires - Vaccine's expiration date.
Doses Per Pkg - Number of doses per package that the depot received.  
Doses Received - Total number of doses the project received. This can be a portion of the original order (partial receipt). You can add subsequent receipt(s) to the initial partial receipt.
Direct Ship Receipts Screen
The manufacturer ships frozen orders directly to providers.  The manufacturer of the vaccine provides CDC with the order status. CDC then updates the status in the VACMAN system. 
Note: It is the provider's responsibility to contact the projects with receipt information.
There are four main sections to the Direct Ship Receipts screen:
•	Original Order - Displays information that projects enter when an order was created.  This section is read-only.
•	Optional Details – Displays the internal information about the order.  This information is not distributed to the manufacturer or provider.
•	CDC Approval - Displays information that CDC enters when an order is approved or pending approval.  The data in the CDC Approval section is updated during an Exchange. This section is read-only.
•	Receipt Details – This read-only section is updated by CDC based on information provided by the manufacturer.
Figure 4 - 9. Direct Ship Receipts Screen, sections specified
Field Descriptions  Direct Ship Receipts Screen.  Below are the fields and their description: 
Original Order
This read-only section displays information that was entered when the order was created. You cannot edit this information.
A-Z Sorting Options
The value for this field defaults to Unsorted, which means that the system displays the records in the order in which they were entered, beginning with the oldest record and ending with the most recently entered record. 
Updated
Displays the date on which the record was last edited. 
By
Displays the username of the person that last edited the current record. 
Provider Memo
This button launches the Provider Memo screen that displays any additional comments about the providers.  These notes are for internal use only and are not shared with the provider. 
Order Date
Date when your project entered the order into the VACMAN system. 
Provider PIN
Personal ID number of the provider to which the order was shipped. 
Funding Code
Source of funding for the order. Values are:
Code and Description
1 VFC
2 G317
3 State

State P.O. No.
State's purchase order number. This field is applicable, and required, only for orders that are state-funded (Funding code 3). Purchase order numbers are unique to the order and project.
Doses Ordered
Total quantity of doses that were ordered. 
Vaccine Code
VACMAN code for the vaccine.
HL7 Code
Unique vaccine codes associated with vaccines designed specifically for Health Level 7 (HL7) transactions.  
NDC No.
National Drug Code number; defined by the type of vaccine and packaging properties. 
CPT Code
Current Procedural Terminology code; used by physicians, the healthcare industry, the insurance industry, and Medicare to identify specific procedures used in medical treatments. They are associated with specific immunizations and specific vaccines. 
Optional Details
This section tracks information that is specific to your project. You can edit this data.
Order Num
Internal tracking number for the order, associated with the order.
Notes
Notes about the order. This field is editable.
Signee 
Name of the provider’s employee who accepted the shipment.
CDC Approval
This read-only section displays information that CDC populates when an order is approved or pending approval.  The VACMAN Exchange function updates this information in your system.
CDC P.O.
CDC's purchase order number.
P.O. Date
Date that CDC's P.O. number generated.
Status
Status of the order, as of the most recent Exchange with CDC. Values are:

Code
Description
00
Unknown
01
Pending. Transmitted to CDC; not yet processed.
02
Processed, approved by CDC
03
Obligated by CDC, FMO
04
Submitted to manufacturer or supplier
05
Received in part
06
Received in full
07
Received in excess of order
08
Cancelled
09
Held at CDC
10
Shipped in full
11
Reshipment
20
Held at CDC – Funding
21
Held at CDC – Allocation
22
Held at CDC – Invalid Provider Data
23
Held at CDC – No Shipping Instructions
30
Rejected by CDC – Unknown NDC No
31
Rejected by CDC – Invalid Project
32
Rejected by CDC – Invalid Order ID
33
Rejected by CDC – Invalid Pin
34
Rejected by CDC – Invalid Order Data
35
Rejected by CDC – Zero Doses
36
Rejected by CDC – Duplicate Order Id
37
Rejected by CDC – Unknown Vaccine

Doses Approved
Total number of doses that CDC approved for the order.
CDC Contract
Unique number that identifies the contract between CDC and the manufacturer.
Cost
Total cost per dose (rounded off to the ten-thousandth of a dollar). The number next to it (in parentheses) is the total cost per order. 
Transmitted
Date that the order was transmitted to CDC.
Receipt Details
Use this section to record receipt information. 
Received
Date on which the vaccine was shipped.
Doses
Total number of doses that the provider received.
Lot
Vaccine lot number.  Manufacturers assign lot numbers to vaccine batches, based on the vaccine's expiration date.
Expires
Vaccine's expiration date.
Tracking
Tracking number assigned to the order.  Tracking numbers are generated by the shipping company, and electronically entered into the VACMAN system when an order is shipped to a provider.
Carrier ID
The identification number of the vaccine delivery service.
Provider Receipts
Provider Receipts can be for CDC or Non-CDC contract vaccines.  There are many reasons your project might place state-funded, non-CDC orders.  For example, if the CDC does not have a contract with the manufacturer for a particular vaccine, e.g., DT, Rabies, your project would use other funding to purchase the vaccines.  The Provider Receipt shows whether the vaccine is a CDC or Non-CDC contract vaccine in the top section of the Receipt screen. 
There are four main sections to the Provider Receipts screen:
•	Original Order - Displays information that projects enter when an order was created.  This section is read-only.
•	Optional Details – Displays the internal information about the order.  This information is not distributed to the manufacturer or provider.
•	CDC Approval – Displays, if applicable, information that CDC enters when an order is approved or pending approval.  The data in the CDC Approval section is updated during an Exchange. This section is read-only.
•	Receipt Details – This read-only section is updated by CDC based on information returned from the distributor.

Figure 4 - 10. Provider Receipts Screen, sections specified
Field Descriptions  Provider Receipts Screen.  Below are the fields and the Non-CDC order data:
Original Order
This read-only section displays information that was entered when the order was created. You cannot edit this information.
A-Z Sorting Option
The value for this field defaults to Unsorted, which means that the system displays the records in the order in which they were entered, beginning with the oldest record and ending with the most recently entered record. 
Updated
Displays the date on which the record was last edited. 
By
Displays the username of the person that last edited the current record. 
Provider Memo
This button launches the Provider Memo screen that displays any additional comments about the providers. These notes are for internal use only and are not shared with the provider. 
Order Date
Date when your project entered the order into the VACMAN system. 
Provider PIN
Personal ID number of the provider to which the order was shipped. 
Depot 
The depot to which this order was shipped. 
Doses Ordered
Total quantity of doses ordered.
Vaccine Code 
Standard VACMAN system code that is issued per vaccine type; select from the drop-down list. You can create other vaccine codes, on the Setup tab – Vaccines screen.
HL7 Code
Unique vaccine codes associated with vaccines designed specifically for Health Level 7 (HL7) transactions.  
NDC No.
National Drug Code number, defined by the type of vaccine and packaging properties. 
CPT Code
Current Procedural Terminology code; used by physicians, the healthcare industry, the insurance industry, and Medicare to identify specific procedures used in medical treatments. They are associated with specific immunizations and specific vaccines. 
Optional Details
This section tracks information that is specific to your project. You can edit this data.
Order Num
Internal tracking number for the order, associated with the order.
Notes
Notes about the order. This field is editable.
Signee 
Name of the provider’s employee who accepted the shipment.
CDC Approval
This read-only section displays information that CDC populates when an order is approved or pending approval. The VACMAN Exchange function updates this information in your system.
CDC Order ID
VACMAN-assigned order number.
Order Date
Date the order was generated.
Status
Status of the order, as of the most recent Exchange with CDC. Values are:
Code and Description
00
Unknown
01
Pending. Transmitted to CDC; not yet processed.
02
Processed, approved by CDC
03
Obligated by CDC, FMO
04
Submitted to manufacturer or supplier
05
Received in part
06
Received in full
07
Received in excess of order
08
Cancelled
09
Held at CDC
10
Shipped in full
11
Reshipment
20
Held at CDC – Funding
21
Held at CDC – Allocation
22
Held at CDC – Invalid Provider Data
23
Held at CDC – No Shipping Instructions
30
Rejected by CDC – Unknown NDC No
31
Rejected by CDC – Invalid Project
32
Rejected by CDC – Invalid Order ID
33
Rejected by CDC – Invalid Pin
34
Rejected by CDC – Invalid Order Data
35
Rejected by CDC – Zero Doses
36
Rejected by CDC – Duplicate Order Id
37
Rejected by CDC – Unknown Vaccine

Doses Approved
Total number of doses that CDC approved for the order.
CDC Contract
Unique number that identifies the contract between CDC and the manufacturer.
Cost
Total cost per dose (rounded off to the ten-thousandth of a dollar). The number next to it (in parentheses) is the total cost per order. 
Transmitted
Date that the order was transmitted to CDC.
Receipt Details
This read-only section is receipt data returned to CDC from the distributor. 
Received
Date this order was shipped.
Doses 
Number of doses received.
Lot
Lot number for this order.
Expires
Expiration date for this vaccine.
Tracking
Tracking number assigned to the order.  Tracking numbers are generated by the shipping company, and electronically entered into the VACMAN system when an order is shipped to a provider.
Carrier
The identification number of the vaccine delivery service.
Provider Vaccine Inventory
Provider Vaccine Inventory is a record of a Provider's current vaccine inventory.  The records are specific to the provider PIN and include all inventories the provider has on hand on a particular date.  This information includes both CDC and non-CDC vaccines in the Provider's inventory.  You can view and edit data about existing inventory, doses administered, and transactional information (transfers, returns, wastage, etc.) for the vaccines using the options below the Provider Vaccine Inventory heading on the VACMAN at a Glance – Data tab.

Figure 4 - 11. VACMAN at a Glance – Data tab, with Inventory options highlighted.
Managing Provider Vaccine Inventory
Provider inventory screens include information about all vaccines that are currently held at the provider’s office and allow you to review and/or edit the data associated with each record.  This information is loaded into the system primarily via the VACMAN Exchange Process.    
NOTE:  A central distribution location now distributes the vaccines, but this has not always been the case.  Historical data for CDC inventory adjustments and distribution, as well as non-CDC inventory information, are accessible under the Historical Information heading.  This data, unlike Provider Vaccine Inventory data, is for informational purposes only and cannot be edited.
Use the Inventory option under the Provider Vaccine Inventory heading to add, edit, and review the number of doses a provider reports in inventory on a specific date.  When you launch the Provider Inventory screen, the system displays the number of doses available according to the date the record was entered, the provider PIN, the vaccine type, and the optional lot number. 

Figure 4 - 12. Provider Inventory Screen
Field Descriptions  Inventory Screen.  Below are the fields and description:
A-Z Sorting Options
Sort options for the records.  For Inventory records, sort options are Vaccine, Lot, Date, and Provider PIN.  The value for this field defaults to Unsorted, which means that the system displays the records in the order in which they were entered, beginning with the oldest record and ending with the most recently entered record. 
CDC/Non-CDC Vaccine radio buttons
Indicates the funding source of the vaccine.
Date 
Displays the date on which the record was created or last edited.  
Provider PIN
Provider PIN to whom the vaccine belongs.
Vaccine
The vaccine type. 
HL7 Code
Unique vaccine codes associated with vaccines designed specifically for Health Level 7 (HL7) transactions.  
CPT Code
Current Procedural Terminology code; used by physicians, the healthcare industry, the insurance industry, and Medicare to identify specific procedures used in medical treatments. They are associated with specific immunizations and specific vaccines.  
NDCNO
National Drug Code number, defined by the type of vaccine and packaging properties. 
Lot
The lot number of the vaccine. This information is optional.
Doses
The number of doses in inventory.
Current Data button
Opens the view-only current Data for PIN screen. This screen shows the history of all vaccine inventory records for a specific provider. The information is sorted first by date, then by vaccine, and finally by the number of doses available.  Use the ESC key to close this screen.
Sorting Inventory Records
You can sort Inventory records by:
•	Date (Unsorted)
•	Vaccine
•	Lot
•	Date, PIN, Vaccine
•	PIN, Date, Vaccine
Displaying Inventory Records – steps, action and result
1
On the VACMAN at a Glance – Data tab, choose Inventory under the Provider Vaccine Inventory heading. Result:  The Provider Inventory screen is launched with the last record entered displayed in view-only mode.
2
Choose a sort category from the A-Z Sorting Options list, then use the toolbar Navigation to scroll through the records until you find the one you want to view; or use Search or Browse to search for a specific record. You can search by date, PIN number, or vaccine type.
3
Choose Current Data (or use the keyboard shortcut ALT+U). Result:  The system displays Inventory information previously entered for that provider.
Adding an Inventory Record – steps, action, and result
1
On the VACMAN at a Glance – Data tab, choose Inventory under the Provider Vaccine Inventory heading. 
Result:  The Provider Inventory screen is launched with the last record entered displayed in view-only mode.
2
Choose Add from the toolbar to clear the fields and create a new record.
3
Type the information you have into the blank fields.
4
Choose Save from the VACMAN toolbar.
Result:  The system saves the new Provider Inventory record.

Doses Administered
You access the Doses Administered screen by choosing the Administered option under the Provider Vaccine Inventory heading.  Use the Doses Administered screen to record and manage the number of doses that a provider reports as administered to patients.  When you launch the Doses Administered screen, the system displays the number of doses administered according to the date the record was entered, the provider PIN, and the vaccine type.

Figure 4 - 13. Doses Administered Screen
Field Descriptions  Doses Administered Screen Below is the fields and description.
A-Z Sorting Options
Sort options for the records.  For Doses Administered records, sort options are Date, Provider PIN, and Vaccine.  The value for this field defaults to Unsorted, which means that the system displays the records in the order in which they were entered beginning with the oldest record and ending with the most recently entered record. 
CDC/Non-CDC Vaccine radio buttons
Indicates the funding source of the vaccine.
Date Reported 
Displays the date on which the data was reported.  
Provider PIN
Provider PIN to whom the vaccine belongs.
Public/Private
Indicates the funding type for the vaccine, i.e., Public or Private.
Vaccine
The vaccine type. 
Dose in Series
Indicates, where applicable, which dose in a series this administered dose is.
Use New Age Categories check box
Age categories were revised in 1998.  Selecting this check box prompts the system to display the more recent standard age categories.  It is strongly recommended that you always select this check box.  
Note:  To view the age categories in a linear format instead of a tabular format, choose the Use alternate form with ages displayed across the form option from the Doses Admin tab on the Setup – Data Options screen.
Ages grid
Use the Ages grid to choose the number of each age group who received a dose of this vaccine.
Current Data button
Opens the view-only current Data for PIN screen. This screen shows the history of all vaccine dose records for a specific provider. The information is sorted first by date, then by vaccine, then by series, and finally by the number of doses available.  Use the ESC key to close this screen.
Sorting Doses Administered Records
You can sort Doses Administered records by:
•	Order Date (Unsorted)
•	Date, PIN, Vaccine
•	PIN, Date, Vaccine
•	PIN, Vaccine, Date
Displaying Doses Administered History.  Below are the steps, action, and result.
1 On the VACMAN at a Glance – Data tab, choose Administered under the Provider Vaccine Inventory heading.  Result:  The Doses Administered screen is launched with the last record entered displayed in view-only mode.
2 Choose a sort category from the A-Z Sorting Options list, then use the toolbar Navigation to scroll through the records until you find the one you want to view; or use Search or Browse to search for a specific record. You can search by date, PIN number, or vaccine type.
3 Choose Current Data (or use the keyboard shortcut ALT+U). Result:  The system displays Doses Administered information previously entered for that provider.
Adding a Doses Administered Record  Below are the steps, action, and result
1. On the VACMAN at a Glance – Data tab, choose Administered under the Provider Vaccine Inventory heading.  Result:  The Doses Administered screen is launched with the last record entered displayed in view-only mode.
2. Choose Add from the toolbar to clear the fields and create a new record.
3. Type the information you have into the blank fields.
4. Choose Save from the VACMAN toolbar. Result:  The system saves the new Doses Administered record.
Transactions
Use the Transactions option to record and manage vaccines that were:
•	Viable and returned from a provider to a depot
•	Lost or damaged while being shipped to a provider 
•	Expired
•	Spoiled
•	Lost after a provider received the shipment, or was unaccounted for in the provider's inventory
•	Unusable for a miscellaneous reason, such as failure to store properly or refrigeration failure 
•	Transferred from one provider to another provider

Figure 4 - 14. Transactions Screen
Field Descriptions  Transactions screen.  Below are the fields and description.
A-Z Sorting - Options Sort options for the records.  For Transaction records, sort options are Lot, Vaccine, Provider PIN, and Depot.  The value for this field defaults to Unsorted, which means that the system displays the records in the order in which they were entered, beginning with the oldest record and ending with the most recently entered record. 
Direct Ship Orders/Non Direct Ship Orders radio buttons - Indicates the category of the orders.
Transaction Code – code and definition
2
Returned by provider in a viable state. Using this code affects your project’s inventory.
3
Spoilage reported by provider
4
Expiration reported by provider
5
Lost or damaged in transit to provider
6
Failure to store properly upon receipt by provider
7
Refrigeration failure reported by provider
8
Transferred between providers in a viable state
11
Lost or unaccounted for in provider inventory
12
Other - Not usable, reported by provider
Date Entered - Displays the date on which the order was created.  
Transaction Date - Displays the date on which the transaction took place.
Provider PIN - Provider PIN to whom the vaccine belongs.
Vaccine - The vaccine type. 
Lot - The lot number of the vaccine. 
Manufacturer - Displays the code for the vaccine manufacturer.
Doses - The number of doses in the transaction.
Notes - Indicates the User ID of the individual who entered the record, as well as the date that the transaction information was entered.
Provider Memo - Opens the Provider Memo screen, where you can record any comments you need to document.  These notes are for internal use only and are not shared with the provider. 
To record a provider memo, click the Provider Memo button, choose Edit from the VACMAN toolbar, type a memo, choose Save from the toolbar, then choose Close Window at the top of the screen.
Current Data button
Opens the view-only current Data for PIN screen, which displays the history of vaccine inventory transactions since your project installed VACMAN. The information is sorted first by the date the vaccine was ordered, then by the number of doses accounted for in the transaction, then by the date the order was transmitted, then by CDC PO number, and finally by the date the doses were shipped.
Sorting Transaction Records
You can sort Transaction records by:
•	Lot
•	Vaccine, Lot
•	Date, PIN, Vaccine
•	PIN, Date, Vaccine
•	Depot, PIN, Date, Vaccine
Displaying Transactions History.  Below are steps, action, and result.
1 On the VACMAN at a Glance – Data tab, choose the Transactions option under the Provider Vaccine Inventory heading.  Result:  The Transactions screen is launched with the last record entered displayed in view-only mode.
2 Choose a sort category from the A-Z Sorting Options list, then use the toolbar Navigation to scroll through the records until you find the one you want to view; or use Search or Browse to search for a specific record.  You can search by the lot number, PIN number, shipping or transaction date, or vaccine type.
3 Choose Current Data. Result:  The system displays Transaction information previously entered for that provider.
Adding Transaction records.  Below are steps, action, and result.
1 On the VACMAN at a Glance – Data tab, choose Transactions under the Provider Vaccine Inventory heading. Result:  The Transactions screen is launched with the last record entered displayed in view-only mode.
2 Choose Add Record from the VACMAN toolbar to clear the fields and create a new record.
3 Type the information you have into the blank fields.
4 Choose Save from the VACMAN toolbar. Result:  The system saves the new Transaction record.
Historical Information
This set of screens allows you to view vaccine distributions that were made prior to your conversion to centralized distribution.  The inventory information under the Historical Information heading on the VACMAN at a Glance – Data tab includes view-only data for CDC inventory adjustments and distribution, as well as non-CDC inventory information.  This data is for informational purposes only and cannot be edited.

Figure 4 - 15. VACMAN at a Glance – Data tab, with Historical Information options highlighted
Adjustments
Choose Adjustments to view the records of adjustments that have been managed via VACMAN.

Figure 4 - 16. Historical Information -- Adjustments Screen
Field Descriptions  Adjustments Screen.  Text below is the fields and the description.
A-Z Sorting Options
Sort options for the records.  For Adjustment records, sort options are Vaccine, Lot, Date, Depot, and Provider PIN.  The value for this field defaults to Unsorted, which means that the system displays the records in the order in which they were entered, beginning with the oldest record and ending with the most recently entered record. 
Add / Subtract
Indicates whether the adjustment reflected adding or subtracting doses of vaccine.
Date
Date you made the adjustment.
Depot PIN
Depot to which the adjustment applied.
Vaccine
Vaccine type adjusted.
Lot
Lot number of the vaccine adjusted.
HL7 Code
Unique vaccine codes associated with vaccines designed specifically for Health Level 7 (HL7) transactions.  
CPT Code
Current Procedural Terminology code; used by physicians, the healthcare industry, the insurance industry, and Medicare to identify specific procedures used in medical treatments. They are associated with specific immunizations and specific vaccines.  
Doses
Number of doses added or subtracted from inventory. 
Manufacturer
Displays the code for the vaccine manufacturer.
Notes
Comments regarding the adjustment.
Doses Per Pkg
Indicates the number of doses packaged together.
Doses Available
Indicates the number of doses of this vaccine that were available when this record was created.
Sorting Adjustment Records
You can sort these records by:  
•	Order Date (Unsorted)
•	Lot
•	Vaccine and Lot Number
•	Date Entered, PIN, Vaccine
•	PIN, Date, Vaccine
•	Depot, PIN, Date, Vaccine
Displaying Adjustment Records.  Text below is steps, action, and result.
1 On the VACMAN at a Glance – Data tab, choose Adjustments under the Historical Information heading. Result:  The Adjustment screen is launched with the last record entered displayed in view-only mode.
2 Choose a sort category from the A-Z Sorting Options list, and then use the toolbar Navigation to scroll through the records until you find the one you want to view; or use Search or Browse to search for a specific record. You can search by order date, lot number, vaccine type, Provider PIN, or depot.
Distribution
Because large vaccine orders were shipped to depots, bulk orders were broken out into multiple shipments to multiple providers.  Use the Distribution screen to view vaccines distributed from your depot(s) to providers.

Figure 4 - 17. Historical Information -- Distribution Screen
Field Descriptions  Distribution Screen.  Below are the fields and description.
A-Z Sorting Options
Sort options for the records.  For Distribution records, sort options are Vaccine, Lot, Date, Depot, and Provider PIN.  The value for this field defaults to Unsorted, which means that the system displays the records in the order in which they were entered, beginning with the oldest record and ending with the most recently entered record. 
Date Entered
Date the distribution record was entered.
Date Shipped
Date the vaccine was scheduled to be distributed to the provider.
Depot PIN
Depot PIN location of the vaccine, and from which it was shipped.
Provider PIN
Provider PIN to whom the vaccine was shipped.
Vaccine
The vaccine type. 
Lot
The lot number of the vaccine. The nearest expiration date is the initial record displayed. Adjacent fields display the name of the manufacturer.
Doses
The number of doses that were distributed.  Adjacent fields display the doses per package, doses available, and expiration date.
Notes
Any additional notes that were considered necessary to clarify the distribution. .
Current Data button
Launches the view-only current Data for PIN screen that displays the history of all vaccine distribution records for a specific provider.  The information is sorted first by date, then by vaccine, manufacturer, lot and the number of doses shipped. 
Provider Memo button
Opens the Provider Memo screen that is used to record any comments you need to document about the providers.  These notes are for internal use only and are not shared with the provider. 
To record a provider memo, choose Provider Memo, then Edit from the VACMAN toolbar.  Type the memo.  Choose Save, then choose Close Window at the top of the screen.
Sorting Distribution Records
Use the A-Z Sorting Options list to sort these records by:
•	Order Date (Unsorted)
•	Lot
•	Vaccine, Lot
•	Date, PIN, Vaccine
•	PIN, Date, Vaccine
•	Depot, PIN, Date, Vaccine
Displaying Distribution Records – below are the steps, action, and result.
1 On the VACMAN at a Glance – Data tab, choose Distribution under the Historical Information heading.  Result:  The Distribution screen is launched with the last record entered displayed in view-only mode.
2 Choose a sort category from the A-Z Sorting Options list, then use the toolbar Navigation to scroll through the records until you find the one you want to view; or use Search or Browse to search for a specific record. You can search by order date, lot number, vaccine type, Provider PIN, or depot.
3 Choose Current Data (or use the keyboard shortcut ALT+U). Result:  The system displays Distribution information previously entered for that provider.
Non-CDC Inventory
Orders that were placed outside of CDC were historically classified as non-CDC inventory.  Use the Non-CDC Inventory screen to view these inventory records.

Figure 4 - 18. Historical Information – Non-CDC Inventory Screen
Field Descriptions  Non-CDC Inventory Screen
Updated
Displays the date that the record was last edited.  
By
Displays the user name of the person who last edited the current record. 
A-Z Sorting Options
Drop-down list that allows you to select a sort order.  Default is to Unsorted, which means the system displays the records in the order in which they were entered (beginning with the oldest record and ending with the most recently entered).  
Depot PIN
Personal ID number for the depot to which this order was shipped. 
Vaccine 
Standard VACMAN system code that is issued per vaccine type.
Manufacturer 
Code representing the manufacturer of the vaccine.
Doses Per Pkg
Number of doses per package, reported by the manufacturer. 
Funding Code
Funding code used for this order.
State P.O. No
State’s Purchase Order number for this order. 
Cost
Cost per dose.
Doses Ordered
Total quantity of doses ordered.
Date Received
Date this order was received.
Time
Time this order was received.
Received By
Initials or name of person who received this order.
Lot
Lot number for this order.
Expires
Expiration date for this vaccine.
Doses Received
Number of doses received.
Add to Inventory
Check box indicating whether this order was included in your project’s inventory.

Optional Data

Order Date
Date vaccine was ordered.
Order Number
Depot's internal tracking number; associated with the order.
Notes
Notes about the order.
< Additional Inventory field >
Additional information about this order. This field was assigned a unique name on the VACMAN at a Glance - Setup tab, Define Names tab.
Manufacturer Contract
Contract number for the manufacturer of this vaccine order.
Sorting Non-CDC Inventory Records
Use the A-Z Sorting Options list to sort these records by:
•	Order Date (Unsorted)
•	Lot
•	Manufacturer
•	Date Received/Shipped
•	Expiration
•	Date Ordered, Vaccine
•	PIN, Date Ordered
•	CDC P.O. Number
•	Status
•	Vaccine, Lot
•	State P.O.
•	Order ID
Displaying Non-CDC Inventory Records.  Below are steps and action and result.
1 On the VACMAN at a Glance – Data tab, choose Non-CDC Inventory under the Historical Information heading.  Result:  The Non-CDC Inventory screen is launched with the last record entered displayed in view-only mode.
2 Choose a sort category from the A-Z Sorting Options list, then use the toolbar Navigation to scroll through the records until you find the one you want to view; or use Search or Browse to search for a specific record. You can search by order date, lot number, vaccine type, Provider PIN, or depot.
Chapter 5 – Reports
Types of Reports
The VACMAN system features a powerful reporting capability. You can customize each report to better meet your project's needs.  The various reports provide a wide range of information to help you manage your manufacturers and providers orders.
This chapter is organized into the following sections, or categories, of reports. An overview flowchart precedes each category.  Below is a list of the sections and the description.
Provider and Direct Ship Orders (Reports-1)
Provider and Direct Ship Order generate information about order status for Provider and Direct Ship orders, as well as transactions, dose distribution and receipt, and vaccine expiration.

Provider and Direct Ship Orders - (Reports-1)
Provide and Direct Ship Order generate information about order status for Provider and Direct Ship orders, as well as transactions, dose distribution and receipt, and vaccine expiration.

Bulk Orders (Reports-1)
Bulk Orders reports generate information about order status for Bulk orders.

Providers (Reports-2)
Provider reports generate information about providers, physicians, and enrollment.

Reports related to Setup Forms - (Reports-2)
Setup forms on the Reports – 2 tab allow you to review all the information you defined about your project during setup.  

Accountability: Doses Administered - (Reports-2)
Doses Administered (DA) reports generate information about individual records, summary by age categories, summary by vaccine, DA vs. distributed, providers not submitting DA data, Distributions without DA reports.

Accountability: Provider Inventory – (Reports-2)
Provider Inventory reports generate information about individual records, vaccine accountability and providers not submitting inventory data.

Distribution - (Reports-3)
Distribution reports generate information about provider transactions, vaccine summaries, overrides, and shipments.  These reports contain historical information only.

Inventory - (Reports-3)
Inventory reports generate information about bulk orders, bulk inventory, and reorder recommendations.  These reports contain historical information only.

Reports related to Setup Forms - (Reports-3)
Setup reports on the Reports – 3 tab generate historical information about Depot setup and Table of Vaccine Type setup.
Report Tabs
Figure 5 - 1. Reports-1 Tab
Figure 5 - 2. Reports-2 Tab
Figure 5 - 3. Reports-3 Tab
Selection Criteria in Reports
Many of the VACMAN system reports offer the same type of selection criteria options. Some field entry shortcuts are available when you are selecting criteria for running a report. The following image and table provide a description of some of these common functions:
Figure 5 - 4. Example of a Report Selection Criteria Screen. The text below outlines the field and what to enter.
For this field, what do I enter?
Default
Choose Default to enter default values in all fields.  Date Range fields: start and end dates of the current month.
If a drop-down list of reporting options is present, the first option.
ALL for other selection fields.
Note:	The VACMAN team recommends that you always begin criteria selection by clicking the Default button. This clears any previous selections that you might overlook.
Date Range – left field
Type the Start date for the beginning of the range
Date Range – right field
Type the End date for the end of the range.
Drop down lists (applies to all drop down lists)
Click the arrow and choose from the associated list.
PIN List Selections
Many VACMAN system reports allow you to select which PINs to include in the report. The VACMAN system default is all providers. You can change this in either of the following ways, depending on what you need:
•	Use the Selection Criteria screen, where you can select one or a range of PIN numbers. 
•	Use the PIN List screen, where you can select or remove PIN numbers, as applicable.
	If the system default remains unchanged, the PIN List screen lists all PINs in the Selected Providers (right) column. (They are selected by default.)
	In the example below, all providers initially were listed on the right side. A few have been moved to the left side, which deselects them. 

Figure 5 - 5. PIN List Screen
To establish the list of providers that should be included in the report, use the following procedure.  The text below is the steps, action, and result.
1
Choose the item you need to move.
Result: The item you choose appears highlighted in the list.
2
Use the single right arrow to move an available provider to the Selected Providers list.
Note:  To move all Available Providers to the Selected Providers list, choose the double right arrow.
3
Use the single left arrow to move a selected provider to the Available Providers list.
Note:  To move all Selected Providers to the Available Providers list, choose the double left arrow 
4
Choose Continue to compile the report using the list of Selected Providers.
Result:  The Report Destination Options screen is displayed.  See Figure 5 - 6.
5
Click the Save button on the toolbar. 
Result: The system saves your changes and displays the updated record in the table.
Report Destination Options
The Reports function allows you to choose another output destination for the report’s data; for example, an Excel spreadsheet. You then can manipulate the data in that format without affecting your project’s database.
The following illustration shows the output options.

Figure 5 - 6. Report Destination Options Screen
The Print Preview Toolbar
If you choose the Preview option, the resulting report is displayed in a print preview window, and the Preview toolbar is displayed at the top of the Vaccine Management (VACMAN) window.  The following table details the buttons available on the Preview toolbar.  The text shows the bottom and the description.
Arrow left with line - The First Page button displays the first page of the report.
Left arrow - The Previous Page button displays the page before the page you are currently viewing.
Pages - The Go to Page button launches the Go to Page popup, which allows you to specify the page you want to view. 
Arrow right - The Next Page button displays the page after the one you are currently viewing.
Arrow right with a line - The Last Page button displays the last page of the report.
Shows percentage - The Percentage button allows you to specify the viewing size of the preview document. 
Closed page - The Close Preview button closes the Preview window and returns you to the Report Destination Options screen.
Printer - The Print Report button prints the report to your default printer.
Provider and Direct Ship Orders – Reports 1 Tab
Provider and Direct Ship Order reports generate information about order status for Provider and Direct Ship orders, as well as transactions, dose distribution and receipt, and vaccine expiration.  

Figure 5 - 7. Provider and Direct Ship Orders Quick Reference Flowchart
Orders Entered, Not Yet Sent to CDC
This report lists all of the Provider and Direct Ship orders that your project entered into the VACMAN system after your last Exchange with CDC.  These orders have not been transmitted to CDC. Run this report to determine which orders have not been transmitted.
This report includes the following data:
•	Order date
•	Funding code
•	Number of doses ordered
•	Provider's PIN and contact information
•	Shipping address and special instructions
Orders Sent to CDC, Not Yet Shipped
This report lists all of the Provider and Direct Ship orders that your project transmitted to CDC, but have not been shipped to the provider. Run this report if your providers are inquiring about an order you transmitted to CDC.
This report includes the following data:
•	Order date
•	Number of doses ordered
•	PIN
•	Funding code
•	Vaccine
•	Transmit date, order status
•	CDC P.O. date and number
•	Number of doses that were approved and value
•	Provider name, contact information
Orders Sent to CDC, On Back Order/Cancelled
This report lists all of the Provider and Direct Ship orders that your project transmitted to CDC that have been placed on backorder or cancelled.  Run this report if your providers are inquiring about an order you transmitted to CDC.
This report includes the following data:
•	Order date
•	Number of doses ordered
•	PIN
•	Funding code
•	Vaccine
•	Transmit date, order status
•	CDC P.O. date and number
•	Number of doses that were approved and value
•	Provider name, contact information
Orders Shipped
This report lists all of the orders shipped to your providers in a specified time frame. Run this report to keep a record of the total number of orders shipped to your providers each month.  
This report includes the following data:
•	Order date
•	Number of doses ordered
•	PIN 
•	Provider name, city and phone
•	Funding code
•	Date the order was approved and PO number
•	Number of doses that were approved
•	Number of doses shipped and the monetary value of the shipment
•	Date the order was shipped and the current status of the order
•	Lot number, expiration date, and tracking number
Individual Transactions
This report lists individual transactions for a specific provider within a specific time frame. Run this report to review vaccine orders, wastage, and transfers.
This report includes the following data:
•	Provider name and PIN
•	Depot
•	Date of each transaction
•	Vaccine type
•	Lot number and manufacturer
•	Expiration date
•	Transaction type (returned, wasted, lost, etc.)
•	Whether the vaccine has been shipped (Chk – Check box)
•	Number of doses 
•	Cost per dose
•	Value
•	Total value of the transaction
You can choose from the following reporting options:
•	Vaccine shipped from project/depot
•	All transaction types including Shipped
•	Viable vaccine reported as returned (Code 2)
•	Viable vaccine reported as returned (Code 2), yet not received
•	Vaccine transferred between providers (Code 8)
•	All vaccine wastage reported (Codes 3-7, 11-12)
•	Spoiled/expired/failure (Codes 3, 4 ,6, 7) reported, not received
•	Back order
Summary of Transactions by Vaccine
This report lists all vaccines that were distributed to specified providers within a specific time frame. Sorting options include date for each provider and date summarized for each provider. Run this report to determine how many doses of a vaccine were shipped within a specified time frame, and to which providers.
This report includes the following data:
•	Provider name and PIN
•	The date of each transaction
•	Vaccine type
•	Number of vaccines shipped for each vaccine type
•	Total number of each vaccine shipped for the specific time frame
You can choose from the following reporting options:
•	Vaccine shipped from project/depot
•	Vaccine returned from provider (Code 2)
•	Spoiled/expired/lost/other wastage (Codes 3-7, 11-12)
Summary of Doses Distributed by Lot Number
This report lists a cost summary of all doses distributed, and organizes the information by vaccine types and lot numbers. Run this report to compare the cost of individual and net doses distributed. Also run this report to obtain the number of doses shipped per lot number within a specific time frame.
This report includes the following data:
•	Vaccine type
•	Lot number
•	Manufacturer
•	Cost per dose
•	Number of doses distributed
•	Total value of the doses distributed
•	Net number of doses distributed (number of doses distributed less the number of viable doses returned)
•	Total value of the net doses distributed
Doses Distributed vs. Doses Administered
This report calculates the differences between the number of doses distributed, the number of doses transacted (wasted, spoiled, returned, etc.), and the reported number of doses administered. Vaccines for this report must have either a distribution or doses administered record within the specified dates. 
Run this report to compare the percentages of doses used and unused, the number of doses distributed and the number of doses administered, and the calculation differences between types of vaccines. Also use this report for site visits to show providers the quantities of vaccines you provide them within specific time frames.
This report includes the following data:
•	Vaccine type
•	Number of doses sent
•	Number of viable doses returned
•	Number of doses transferred in
•	Number of doses transferred out
•	Number of doses spoiled and lost
•	Number of doses expired
•	Total number of doses not usable
•	Percent of doses not usable
•	Net number of doses acquired
•	Total number of doses administered
•	Number of doses acquired less the total number of doses administered
•	Percent of doses used
•	Grand total for each of the categories listed above
Number of Shipments to Providers
This report lists the number of orders that are placed by providers within a specific time frame. Run this report to determine how many orders a provider is placing within a specific time frame. It can help you to determine which providers are ordering more frequently than allowed.
This report includes the following data:
•	PIN
•	Provider name 
•	Number of vaccine shipments to the provider for a specific time frame
•	Date of the last shipment within the specific time frame
•	Total number of shipments within the specific time frame
•	Total number of providers
•	Average number of shipments per provider
•	Number of days within the specific time frame
You can select from the following reporting options:
•	No restrictions
•	Providers receiving no shipments
•	Providers receiving 1 or more shipments
•	Providers receiving 5 or more shipments
•	Providers receiving 10 or more shipments
•	Providers receiving 20 or more shipments
Provider Vaccine Ordering Form
This report lists all information that must be collected to place an order.  (See Figure 5 - 8. Report: Provider Vaccine Ordering Form (sample).)
This report includes the following data:
•	Name, address, and phone numbers where the form should be returned
•	Name, address, and phone numbers for whom the form is prepared
•	Numbers of children to be immunized (listed by age groups) 
•	Delivery instructions
•	Instruction to complete the form
•	Vaccine name
•	Number of doses requested
•	Minimum number of doses per shipment
•	Information Sheets Requested
•	Doses on Hand: Lot Numbers
•	Doses on Hand: Number of Doses
•	Doses Expired or Lost: Lot Numbers
•	Doses Expired or Lost: Number of Doses
•	Reason

Figure 5 - 8. Report: Provider Vaccine Ordering Form (sample)
Vaccine Expiration
This report lists all vaccine, expired and not expired.  
This report includes the following data:
•	Vaccine type
•	Lot number
•	Manufacturer
•	Project depot PIN
•	First date the vaccine was placed in stock
•	Number of doses on hand
•	Number of units on hand
•	Value on hand
•	Number of doses per unit
•	Expiration date
•	Number of months until the doses expire
You can select from the following reporting options:
•	Include expired vaccines
•	Not including expired vaccines
•	Include only expired vaccines
Bulk Orders – Reports 1 Tab
Bulk Order reports generate information about order status for Bulk Orders.

Report Name:  Bulk orders entered, not yet sent to CDC
Selections:  Reports 1 tab; selection criteria, print, preview or other Dest. Opts.
Output:  Bulk orders entered and not yet transmitted report
Type of Data:  Lists the bulk orders that your project entered into the VACMAN system since your last exchange

Report Name:  Bulk transmitted order
Selections:  Reports 1 tab; selection criteria, print, preview or other Dest. Opts.
Output:  Bulk Transmitted Orders Report
Type of Data:  Details information about each vaccine order

Report Name:  Bulk orders sent to CDC, not yet received
Selections:  Reports 1 tab; selection criteria, print, preview or other Dest. Opts.
Output:  Bulk orders transmitted and not yet received report
Type of Data:  lists all of the bulk orders that .your project transmitted to CDC but have not been shipped to your depot

Figure 5 - 9. Bulk Orders Quick Reference Flowchart
Bulk Orders Entered, Not Yet Sent to CDC
This report lists the bulk orders that your project entered into the VACMAN system since your last Exchange. Thus, these orders have not been transmitted to CDC. Run this report to review vaccines you are planning to order.
This report includes the following data:
•	Order date
•	Vaccine type
•	Manufacturer
•	Funding source
•	Number of doses ordered
•	Project depot PIN
•	Ship to project, depot or provider, and address
•	Optional order number
Bulk Transmitted Orders
This report details information about each vaccine order. Run this report to verify that an order has been transmitted.
This report includes the following data:
•	Order date and number
•	Vaccine type
•	Funding source
•	Project depot PIN
•	Doses ordered and received
•	Date transmitted and last received
•	Order status
•	CDC P.O. date and number
•	Doses approved, cost/dose and value
•	Contract number, manufacturer, “seek” ID
Bulk Orders Sent to CDC, Not Yet Received
This report lists all of the bulk orders that your project transmitted to CDC, but have not been shipped. 
This report includes the following data:
•	Order date and number
•	Vaccine type
•	Funding source
•	Project depot PIN
•	Number of doses ordered and received
•	Date the order was transmitted and received
•	Order status
•	CDC P.O. date and number
•	Number of doses approved, cost per dose, and value
•	Manufacturer, contract number and NDC number
Providers – Reports 2 Tab
Provider reports contain contact and enrollment data about providers and physicians.

Figure 5 - 10. Provider Reports Quick Reference Flowchart
Quick Phone List
Run this report when you need to call a group of providers and need a current phone list.
This report includes the following data:
•	PIN
•	Provider's last name or the facility name
•	Phone number
•	Fax number
•	Name of the shipping contact
•	Name of the mailing contact
•	Record count
Use the Sort Order drop-down list to sort your report by:
•	Provider name
•	PIN
•	City, provider name
•	Zip code, provider name
•	County, provider name
•	Subdivision, provider name
•	Alpha ID.  (This is the optional Additional Provider ID field on the Setup – Define Names tab.)
Detailed List Report
Run a Detailed List report when you need to contact a group of providers based on their candidates' funding eligibility.
This report includes the following data:
•	Provider PIN
•	Provider's last name or the facility name, shipping and mailing contact names, phone, fax
•	Age groups
•	Number of VFC candidates
•	Number of G317 candidates
•	Number of candidates that qualify for "other" funding 
•	Subdivision, county, and city
•	Sector and date certified
•	User named categories and additional ID
List With Addresses Report
Run a List with Addresses report when you are mass mailing information to a specific group of providers.
This report includes the following data:
•	PIN
•	Provider's last name or the facility name, phone and fax numbers
•	Shipping address
•	Mailing address
•	Shipping instructions
Provider Enrollment Data
This report lists, per provider, the total numbers of children needing immunizations. The totals are listed per age group and are further categorized into the VFC enrollment categories. 
This report includes the following data:
•	PIN
•	Provider's last name or the facility name, mailing contact, and phone number
•	Age groups
•	Total number of candidates needing immunizations
•	Total number of candidates who are enrolled for Medicaid
•	Total number of candidates who are uninsured
•	Total number of candidates who are American Indian and Alaska Native
•	Total number of candidates who are underinsured
•	Total number of VFC-funded children
•	Total number of G317-funded children
•	Total number of state-funded children
•	Grand totals for all providers listed
Use the Sort Order drop-down list to sort your report by:
•	Provider name
•	PIN
•	City, provider name
•	Zip code, provider name 
•	County, provider name
•	Subdivision, provider name
•	Alpha ID.  (This is the optional Additional Provider ID field on the Setup – Define Names tab.)
Provider Enrollment Summary
This report lists the total number of children needing immunizations, in each VFC enrollment category, and those eligible for VFC, G317, and other funding for all providers -- by age group for each combination of enrollment types. It includes a grand total for each of these descriptions for all providers. 
This report includes the following data:
•	Sources of enrollment data
•	Age groups
•	Total number of candidates needing immunizations
•	Total number of candidates who are enrolled for Medicaid
•	Total number of candidates who are uninsured
•	Total number of candidates who are American Indian and Alaska Native
•	Total number of candidates who are underinsured
•	Total number of VFC-funded children
•	Total number of G317-funded children
•	Total number of state-funded children
•	Grand totals for all children in each category all providers listed
List of Physicians
This report lists physicians by a physician name, provider name, or group of providers. Run this report to view which physicians are registered with a specific provider, the different providers that a physician is registered with, and how many physicians your project has enrolled.
This report includes the following data:
•	Provider PIN and name
•	Physician name
•	Medicaid number
•	Medical license number
•	If applicable, the optional Physician ID, Physician Other 1, and Physician Other 2 fields on the Setup – Define Names tab.
Single Address Labels
This report lists all of the information required to place an order.  See Figure 5 - 12 for a sample of an address label.
This report includes the following data:
•	Name, address, and phone numbers where the form should be returned
•	The output options indicated in Figure 5 - 11. Single Address Labels Screen, output options.

Figure 5 - 11. Single Address Labels Screen, output options.
PIN
Name
Grantee
Program name
Address

Figure 5 - 12. Example of Single Address Label (partial sheet)
Reports Related to Setup Forms – Reports 2 Tab
Setup reports let you review all the information you defined about your project during setup.

Figure 5 - 13. Reports Related to Project Setup Quick Reference Flowchart
CDC Vaccine Contracts
This report lists details about each current contract between CDC and vaccine manufacturers. Run this report to keep track of when CDC contracts expire, or to verify the conditions within a contract.
This report includes the following data:
•	Vaccine type
•	Date the contract begins
•	Date the contract ends
•	Whether the vaccine will expire in 30 days
•	Manufacturer
•	Cost per dose
•	Contract number
•	Minimum number of doses a project must order
•	Vial size
•	Package size 
•	Description and NDC number
Non CDC Vaccines
This report lists details about each non-CDC vaccine.
This report includes the following data:
•	Vaccine type
•	Whether the vaccine will expire in 30 days
•	Manufacturer
•	Cost per dose
•	Vial size
•	Package size 
•	Description and NDC number
Manufacturers
This report lists all of the manufacturers registered with your project. Run this report to keep a list of the names for all of your manufacturers to use as a quick reference.
This report includes the following data:
•	Manufacturer's short name
•	Manufacturer's long name
Zip Codes
This report lists all of the zip codes that your project uses. Run this report to view the city and county associated with a zip code, or to determine whether a specific zip code is entered into your VACMAN system.
This report includes the following data:
•	Zip code
•	City
•	County
•	State
User-Defined Categories
This report lists the values that your project assigns to the five provider categories. A separate report is available for each defined category. Run this report to review the additional provider information your project has collected. 
The system displays the following selection screen when you request a User Defined Category Report; select the category that corresponds to the type of information you need.

Figure 5 - 14. Category List Selection Screen
This report includes some or all of the following data:
•	Defined category field entry
•	PIN
•	Name
•	City
•	Phone
Subdivisions
This report lists any values that your project assigns to “subdivision.” Run this report to review the additional provider geographic information your project has collected.
This report includes some or all the following data:
•	Defined category field entry
•	Name and address
•	Contact name, phone, and county
Accountability Reports – Doses Administered – Reports 2 Tab
Accountability reports generate information about individual records, discrepancies between the data a provider reports and the data keyed into the VACMAN system, and missing inventory information that a provider has not reported to your project. Accountability reports are divided into two categories: Doses Administered and Provider Inventory. This series of reports can help you determine how well a provider is utilizing vaccines.  Doses Administered (DA) reports generate information about individual records, summary by age categories, summary by vaccine, DA vs. distributed, providers not submitting DA data, Distributions without DA reports.

Figure 5 - 15. Accountability Reports, Doses Administered Quick Reference Flowchart
Doses Administered as Individual Transactions
This report lists a summary of all vaccines administered within specific age categories per provider. Run this report to view information about a specific transaction you performed for a specific provider, or all transactions you performed for a specific provider.
This report includes the following data:
•	Ending date (date of most recent dose administered)
•	Provider PIN
•	Vaccine type, and subtotal for each
•	Dose number of a series; e.g., dose 1 of 3
•	Total number of candidates within specified age categories who received the vaccine 
You can select from the following reporting options:
•	Using original ages
•	Using re-defined ages
•	Doses administered – user defined
Report of Doses Administered by Age Categories
This report lists all doses administered for each age category. The number of doses administered is further subdivided for each dose within a series per vaccine type. Run this report to view which vaccines are in high demand for specific age groups, or to view the dosage statistics for a specific dose within a series.
This report includes the following data:
•	Vaccine type, doses in a series
•	Total number of candidates within specified age categories who received the vaccine 
•	Grand total of doses administered per vaccine
You can select from the following reporting options:
•	All doses (public and private), original ages
•	All doses (public and private), re-defined ages
•	Public sector doses only, original ages
•	Public sector doses only, re-defined ages
•	Private sector doses only, original ages
•	Private sector doses only, re-defined ages
Summary of Doses Administered by Vaccine
This report lists the total number of doses a provider administers for each vaccine type. Run this report to list providers and which vaccines they administer.
This report includes the following data:
•	Provider names, PINs
•	Total number of doses administered per vaccine type
You can select from the following reporting options:
•	Both public and private sector doses
•	Public sector doses only
•	Private sector doses only
Doses Distributed vs. Administered
This report calculates the differences between the number of doses distributed, the number of doses transacted (wasted, spoiled, returned, etc.), and the reported number of doses administered. Vaccines for this report must have either a Distribution or Doses Administered record within the specified dates.
Run this report to compare the percentages of doses used and unused, the number of doses distributed to the number of doses administered, and the calculation differences between types of vaccines. This report is also useful for site visits to show providers the quantities of vaccines you provide them within a specific time frame.
This report includes the following data:
•	Vaccine type
•	Number of doses sent
•	Number of viable doses returned
•	Number of doses transferred in
•	Number of doses transferred out
•	Number of doses spoiled and lost
•	Number of doses expired
•	Total number of doses not usable
•	Percent of doses not usable
•	Net number of doses acquired
•	Total number of doses administered
•	Number of doses acquired less the total number of doses administered
•	Percent of doses used
•	Grand total for each of these categories (listed above) 
Report of Providers Not Submitting D.A. Data
This report lists all providers who have not submitted their doses administered data for a specific time frame. 
Run this report to better manage your doses administered inventory. This report lists providers you need to contact to gather the necessary information to keep your records current.
This report includes the following data:
•	PIN
•	Provider name
•	Mailing contact name
•	Phone number
•	Date that the provider was VFC-certified
•	Total number of eligible children
•	Parent PIN
•	Record count
Providers Not Submitting D.A. Reports and Received Distribution
This report lists all of the providers who have received a distribution of vaccine but have not reported their doses administered to your project. Run this report to print a summary of the providers you need to contact to gather delinquent doses administered information.
This report includes the following data:
•	PIN
•	Provider name
•	Mailing contact name
•	Phone number
•	Fax number
Accountability Reports – Provider Inventory – Reports 2 Tab
Accountability reports generate information about individual records, discrepancies in the data that a provider reports, and missing inventory information that a provider has not reported to your project. Accountability reports are divided into two categories: Doses Administered and Provider Inventory. This series of reports can help you determine how well a provider is utilizing vaccines.
Provider Inventory reports generate information about individual records, vaccine accountability and providers not submitting inventory data.

Report Name:  Provider Inventory as individual transactions
Selections:  Reports 2 tab, selection criteria, print preview or other Dest Opts
Output:  Provider inventory as individual transactions
Type of Data:  Lists entire inventory that a provider reports to have on hand on a specific date or within a specific time frame

Report name:  Vaccine accountability report
Selections:  Reports 2 tab, selection criteria, print preview or other Dest Opts
Output: vaccine accountability report
Type of Data:  Combined data from the vaccine inventory, shipped, wasted, and administered reports

Report name:  Providers not submitted inventory data
Selections:  Reports 2 tab, selection criteria, print preview or other Dest Opts
Output:  provider’s not submitting inventory data
Type of Data:  lists providers who are delinquent in submitting inventory information

Report name:  providers not submitting other transaction data
Selections:  Reports 2 tab, selection criteria, print preview or other Dest Opts
Output: provider’s not submitting inventory data
Type of data:  lists providers who are delinquent in submitting inventory information

Figure 5 - 16. Accountability Reports, Provider Inventory Quick Reference Flowchart
Provider Inventory as Individual Transactions
This report lists the entire inventory that a provider reports to have on hand on a specified date or within a specified time frame. Run this report to view a provider's inventory level on a specified date, and to assure that your employees are accurately entering the information that providers report.
This report includes the following data:
•	PIN and provider name
•	Reporting date
•	Vaccine type
•	Lot number (optional)
•	Number of doses on hand
Vaccine Accountability Report
This report combines information from the vaccine inventory, shipped, wasted, and administered reports. Run this report to verify whether a provider is properly accounting for all of its vaccine, and to view a "snapshot" of the activity in a physician's office between inventory report dates. This report can give you specific information regarding how well a provider is utilizing vaccine.
This report includes the following data:
•	Vaccine type
•	Reported inventory for a specified date
•	Number of doses sent
•	Number of viable doses returned
•	Number of doses transferred in
•	Number of doses transferred out
•	Total doses available to immunize
•	Number of doses wasted/expired
•	Total number of doses administered
•	Expected (computed) inventory
•	Reported inventory for a later date
•	Reported inventory different than expected
•	Percent wasted/expired
•	Percent unaccounted for vaccine
•	Total percent (wasted and unaccounted for)
•	Percent of vaccine administered over the amount available to administer
Providers Not Submitting Inventory Data
This report lists all of the providers who are delinquent in submitting inventory information. Run this report to print a summary of the providers you need to contact to gather delinquent inventory information.
This report includes the following data:
•	PIN
•	Provider name
•	Mailing contact name
•	Phone number
•	Date VFC certified
•	Total number eligible children (through 18 years old) 
•	Parent PIN
•	Record count
Providers Not Submitting Other Transaction Data
This report lists detailed information on each active provider that has not submitted any information about vaccines that were returned, unusable, or transferred between providers. Run this report to determine which providers have not reported any wastage for a period of time.
This report includes the following data:
•	PIN
•	Provider name 
•	Mailing contact name
•	Phone number
•	Date of last shipment
•	Date the provider was VFC certified
•	Total number of eligible children through 18-years-old
•	Parent provider PIN
•	Record count 
You can select from the following reporting options:
•	No data for any transaction type (Codes 2-12)
•	No data for any wastage transactions (Codes 3, 4, 5, 6, 7, 11, 12)
Distribution Reports – Reports 3 Tab
Distribution reports generate information about provider transactions, vaccine summaries, overrides, and shipments.  These reports contain historical information only regarding distributions made prior to conversion to centralized distribution.  

Report name:  List of overrides (Excess shipments)
Selections:  Reports 3 tab, selection criteria, print, preview or other Dest Opts
Output: lists of overrides reports
Type of Data: Lists all vaccines shipped to providers that exceed the calculated amount the provider should receive. Historical Data Only.

Figure 5 - 17. Distribution Report Quick Reference Flowchart
List of Overrides (Excess Shipments)
This report contains historical information only.  It lists all vaccines shipped to providers that exceeded the calculated amount that a provider should receive. For example, if provider “A” is allowed 2000 doses of MMR vaccine per month, but there is an outbreak in that provider's area, your project would override the 2000 doses and ship additional doses the provider needs. Subsequently, print this report to show the additional vaccines you shipped the provider. 
Run this report to keep a record of shipments that exceed the recommended number of doses, or to detect if a provider is over-ordering so you can follow-up. 
This report includes the following data:
•	Date the vaccines were shipped 
•	PIN
•	Provider name
•	Vaccine type
•	Number of doses shipped
•	Reason for the override

Reports Related to Setup Forms – Reports 3 Tab
Setup reports generate information about all the project setup of the project setup screens.  These reports contain historical information only.

Report name:  Depots (for deliver of bulk orders)
Selections:  Reports – 3 tab, selection criteria, print, preview or other Dest. Opts
Output:  vaccine depots reports
Type of data:  lists detailed information about all of our project’s depots.  Historical Data Only

Report name: The table of vaccine types
Selections:  Reports – 3 tab, selection criteria, print, preview or other Dest. Opts
Output:  The table of vaccine types reports
Type of Data:  lists detailed information about our project’s vaccine types.  Historical Data Only.

Figure 5 - 18. Reports Related to Setup Forms Quick Reference Flowchart
Depots (for delivery of bulk orders)
This report lists detailed information about all of your project's depots. Run this report to print an overview of all your project's depots.
This report includes the following data:
•	Depot PIN
•	Depot name, phone and fax number
•	Shipping address
•	Mailing address
Table of Vaccine Types
This report lists detailed information about your project's vaccine types. Run this report to review details about your vaccine.
This report includes the following data:
•	Sort order
•	Vaccine code
•	Vaccine code shortcut
•	Invoice and order form name
•	Active status 
•	Availability to public and/or private provider status
•	Minimum doses a provider can order
•	Low inventory dose balance
•	Stock level (in days)
•	Order frequency
•	Delivery time
•	Maximum doses administered per child
You can select from the following reporting options:
•	All vaccines
•	Active vaccines
•	Inactive vaccines
Inventory – Reports 3 Tab
Inventory reports generate information about bulk orders, bulk inventory, and reorder recommendations.  These reports contain historical information only.

Figure 5 - 19. Inventory Reports Quick Reference Flowchart
Other Inventory Not Received
This report lists information about orders that were placed outside of CDC and associated inventory data. Run this report to review the dates on which you placed non-CDC orders, the funding that used, quantities ordered, and cost of the orders.
This report includes the following data:
•	Vaccine type
•	Project depot PIN
•	Funding
•	Lot number
•	Manufacturer
•	Cost per dose
•	Contract number
•	Order date
•	Order number
•	Number of doses ordered
Inventory Received from Manufacturers
This report lists all of the bulk orders that were shipped to your depot(s) within a specific time frame. Run this report to see the total number of bulk shipments you ordered and received.
This report includes the following data:
•	Vaccine type
•	Lot number
•	Funding source and PIN
•	Date the order was received and expiration date
•	Number of doses received and how many units received
•	Total value of the shipment and cost per dose
•	Manufacturer and contract number
•	Number of vaccines ordered and transmitted
•	Number of doses ordered and approved
•	P.O. date and number
You can select from the following reporting options:
•	Including expired vaccines
•	Not including expired vaccines
Inventory Received vs. Doses Distributed
This report lists comparisons between vaccines received and vaccines distributed. Run this report to obtain an average of how long it takes to distribute vaccine after it has been received, and to review any stock adjustments you make within a specific time frame.
This report includes the following data:
•	Vaccine type
•	Lot number
•	Project depot PIN
•	Date the vaccine was received in the depot
•	Number of doses received 
•	Number of doses distributed
•	Number of viable doses returned
•	Stock adjustments
•	Number of doses on hand
•	Date the most recent dose was distributed
•	Expiration date
You can select from the following reporting options:
•	Include expired vaccines
•	Not including expired vaccines
•	Include only expired vaccines
History of a Lot Number 
This report lists a detailed history of a vaccine by lot number. You can organize the data further by transaction type or transaction date. Run this report to view the distribution of a vaccine or track a vaccine if the manufacturer recalls a specific lot, so that you can contact the providers to recall the vaccine.
This report includes the following data:
•	Transaction type
•	Transaction date
•	Transaction description (including the PIN and name of the location where lot was shipped)
•	Number of doses 
•	Remaining doses available

Chapter 6 – Utilities
Utilities Overview
Use the Utilities tab functions to exchange data with CDC and to maintain VACMAN database tables for optimal performance. Access these functions from the VACMAN at a Glance - Utilities tab or the Utilities menu options. 
Figure 6 - 1. Utilities Tab
The following table describes these functions by function, description, and recommended frequency.
Exchange Data with the CDC via the Internet
Receive status updates from CDC, and transmit new orders to CDC, via the CDC Secure Data Network (SDN).
Daily

Backup Database Tables
Make a copy of your current data. (*)
The person performing this function must have exclusive access to the VACMAN system; other users must exit the system.
Daily; especially after Exchanges

Pack Database Tables
Delete VACMAN records that have been marked for deletion.
The person performing this function must have exclusive access to the VACMAN system; other users must exit the system.
Weekly

Restore Database Table(s) from a Back up file
Retrieve the most recent backup copy of your data. Do this in the event of data corruption or system malfunction. (*)
The person performing this function must have exclusive access to the VACMAN system; other users must exit the system.
As needed

Data Doctor
Do any of the following:
Search for corrupted tables, re-index tables, and re-calculate inventory.
The person performing this function must have exclusive access to the VACMAN system; other users must exit the system.
As needed

Display VACMAN file locations
View your current VACMAN system version number, and the locations of your VACMAN database, configuration and other files, and system resources.
As needed

Run another program – 
Area Code
Make mass changes to telephone numbers in your system when the telephone company changes or adds area codes.
The person performing this function must have exclusive access to the VACMAN system; other users must exit the system.
As needed

Run another Program – 
Surgery 
Involves direct access to your database. Contact the VACMAN Help Desk for assistance.
The person performing this function must have exclusive access to the VACMAN system; other users must exit the system.
As needed

Import Data into VACMAN
Bring data into VACMAN; e.g., from a spreadsheet.
The person performing this function must have exclusive access to the VACMAN system; other users must exit the system.
As needed

Export Data from VACMAN
Send data from VACMAN; e.g., to a spreadsheet.
The person performing this function must have exclusive access to the VACMAN system; other users must exit the system.
As needed
(*)	The CDC VACMAN team cannot restore databases. Your project must keep current backups in order to restore your database.
Data Maintenance
Backup and Pack Database Tables
These two functions, backup database tables and pack database tables, share the same screen. Back up data on a daily basis, especially after exchanges with CDC. Pack data at least weekly.
•	The VACMAN backup function backs up files in your database.
•	The VACMAN pack function purges records that you have marked for deletion.
•	Backup and pack functions can be performed either independently or together.
When you perform a restore function, the system automatically prompts you through an additional backup and pack before the restoration begins.
If you are not able to perform the backup or pack function, contact the VACMAN Help Desk. 
Note:	The CDC VACMAN team cannot restore databases. Your project must keep current backups, in the event that you have to restore your database.

Figure 6 - 2. Backup and Pack Databases Screen
Backing Up Database Tables
System and power failure, transmission failure, user error, and other events can cause loss or corruption of your data. As a precaution against those instances, the backup function copies all VACMAN tables onto your servers. Your most recent backup is what you retrieve when you need to restore data.
The more current the backup, the less data you lose.
Notes:	
The VACMAN team recommends that you backup after each exchange of data with CDC. This ensures that your system would reflect current order status after a restore.
The VACMAN team recommends that you backup at least once a day; e.g., at close of business, regardless of whether you exchanged data.
The system prompts you through a backup when you perform the restore function. 
The VACMAN team recommends backing up prior to certain other VACMAN functions. The backup function is referenced in the applicable topics.
Unless you specify otherwise, the system stores backup files in your project’s VACMAN data directory.
Backup file names
Each backup routine copies all of your VACMAN tables into a .ZIP file. The VACMAN system automatically names each backup file according to the current date. The file name format is: yyyymmdd.zip . 
However, if you perform multiple backups on one day, rename each backup file with a unique, identifiable name. Include the date, but incorporate the time, or such identifiers as POSTX (after exchange of data with CDC) or COB (close of business day).
Examples:	yyyymmddpostx.zip, yyyymmddcob.zip
Use these instructions to back up your database tables.
Prerequisite
The person performing this function must have exclusive access to the VACMAN system. This means that no other users should be logged in to the system during the process. The text below is steps, action, and result.
1
Ensure that no other users are logged in to the VACMAN system.
2
On the VACMAN at a Glance screen, choose the Utilities tab.
Result: The system displays the Utilities tab.
3
On the Utilities tab, choose the Backup and/or Pack Database Table(s) option.
Result: The system displays the Backup and Pack Databases screen. The screen indicates the date of the last backup of all databases.
4
On the Backup and Pack Databases screen, select the Backup check box.
Note:	You can choose both the Backup and Pack functions. If you do, the system performs the backup routine first. See the previous topic.
5
Choose Continue.
Results: The system does the following:
•	Indicates that each of these functions apply to all databases. Choose OK.
•	Displays a standard Windows Save As screen. It indicates the system’s default backup file name and location. The default file name is yyyymmdd.zip.
6
On the Save As screen, do any of the following:
•	Accept the default backup location and file name.
•	Navigate to another backup location. To do this, choose Open; then navigate to the appropriate destination. 
The VACMAN team recommends that you do not backup to the C drive.
•	Give a unique name to backup files that are generated on the same date.
7
On the Save As screen, choose Save. 
Result: The system does the following:
•	Indicates that that the system is preparing files for backup.
•	Prompts you to make certain other users have exited the VACMAN system; choose OK to continue.
•	Indicates the progress of the archiving process.
•	Indicates that the backup is complete. 
8
Do each of the following:
•	Choose OK to close the indicator box.
•	Choose Cancel to exit the Backup function.
Note:	If you selected both the Backup and Pack check boxes, the system immediately begins the pack process.  Go to the next topic, “Packing Database Table(s).”
Packing Database Tables
The pack function deletes all records that have been marked for deletion, and then re-indexes the database tables. This function optimizes VACMAN performance by eliminating unneeded records.
As you work with VACMAN records, use the Delete button to mark unneeded records. The system does not actually purge them until you perform this pack routine. 
Note:	The VACMAN system handles vaccine orders that are marked for deletion differently. They are purged each time you exchange data with CDC.
Use these instructions to pack your database.
Prerequisite
The person performing this function must have exclusive access to the VACMAN system. This means that no other users should be logged in to the system during the process.  The text below is the steps, action, and result.
1
Ensure that no other users are logged in to the VACMAN system.
2
On the VACMAN at a Glance screen, choose the Utilities tab.
Result: The system displays the Utilities tab.
3
On the Utilities tab, choose the Backup and/or Pack Database Table(s) option.
Result: The system displays the Backup and Pack Databases screen. 
4
On the Backup and Pack Databases screen, select the Pack check box.
Note:	You can choose both the Backup and Pack functions. If you do, the system performs the backup routine first; see the previous topic.
5
On the Backup and Pack Databases screen, with only the Pack box checked, choose Continue.
Result: The system does the following:
•	Purges all records that have been marked for deletion 
•	Displays progress indicator messages
•	Displays a progress complete message
6
Do each of the following:
•	Choose OK to close the indicator box.
•	Choose Cancel to exit the Backup function.
Restoring Data
System and power failure, transmission failure, user error, and other events can cause loss or corruption of your data. As a precaution against those instances, the backup function copies all VACMAN tables onto your servers. Your most recent backup is what you retrieve when you need to restore data.
The more current the backup, the less data you lose.
Prerequisite
The person performing this function must have exclusive access to the VACMAN system. This means that no other users should be logged in to the system during the process.
Use the following instructions to restore your data.  The text below is steps, action, and result.
1
Ensure that no other users are logged in to the VACMAN system.
2
On the VACMAN at a Glance screen, choose the Utilities tab.
Result: The system displays the Utilities tab.
3
On the Utilities tab, choose the Restore Database Tables(s) from a Backup File option.
Result: The system does the following:
•	The system automatically initiates a pre-restore backup and pack procedure. 
•	The system superimposes a Save As screen over the Restore data from Backup screen. The Save As screen displays the default save-to location and file name. 
•	The system cautions you that backing up only to the C drive can result in loss of the backup. To save to a different location, see Step 4; otherwise go to Step 5.
4
On the Save As screen, do any of the following:
•	To save the backup file to a different location, navigate to the appropriate location 
•	To change the default backup file name, key a unique name for this backup file in the Save VACMAN field. Do this if more than one backup file is being generated for the current date.

Figure 6 - 3. Save As Screen
5
On the Save As screen, choose Save to continue.
Result: The system does the following:
•	Indicates that that the system is preparing files for backup.
•	Prompts you to make certain other users have exited VACMAN. Choose OK to continue.
•	Indicates the progress of the archiving process.
•	Indicates that the backup is complete.
6
Choose OK to close the indicator box.
Result: The Restore data from Backup screen is accessible.

Figure 6 - 4. Restore data from Backup Screen (Steps 7-10)
7
On the Restore data from Backup screen, choose Select the backup file to restore from. 
Result: The system displays a file selection screen, Open.
8
On the Open screen, navigate to, and select, the zip file that is your most recent backup. This is the data that the function will restore to your VACMAN system. 
Choose Select.
9
The VACMAN team recommends that you restore the backup data to the default folder, which displays in the Destination folder to restore to: field. 
If you need to restore to a different location, contact the VACMAN Help Desk for assistance. 
10
Choose Continue.
Result: The system does the following:
•	Indicates the progress of the restore process.
•	Indicates that the restore process is complete. 
11
Choose OK to close the indicator box.
Data Doctor
The Data Doctor utility provides the means of searching for corrupted tables, re-indexing tables, synchronizing orders, validating databases, cleaning the data directory, and validating inventory.  You can perform these functions in any combination or independently.  You can also select whether to perform these functions on all database tables or on a single specified database table.  
Note:	If you have VACMAN Security Level 3 and are authorized to transmit, you have the additional checkbox VACMAN Data Repair.  This function repairs, updates, and synchronizes data in a single command.  If you do not have the specified clearance, you will not see this option displayed on the Data Doctor screen.
Prerequisite
The person performing this function must have exclusive access to the VACMAN system. This means that no other users should be logged in to the system during the process.
Figure 6 - 5. Data Doctor Screen
Search for Corrupted Tables
Corrupted tables occur when the table's record count is different from the physical number of records in the table. When this occurs, the VACMAN system displays the message "Not a table/dbf." When you select the Data Doctor Search for corrupted tables check box, and click the Continue button, the system searches and fixes either all, or selected corrupted tables.
Re-Index Tables
*.CDX represents an index file.  While index files have the same name as their database files, each index file contains a key that is separate from its database table.  The Re-Index Tables field re-creates index files for the database tables you select.  If table navigation does not operate properly, your index files probably are corrupted and you need to re-index them. 
Synchronize Orders
The Synchronize Orders option backs up the critical information about orders that were transmitted to CDC.  Use this function to recover order information.
Validate Databases
The Validate Databases option validates all the database formats.
Clean Data Directory
The Clean Data Directory option examines the data directory for any files that do not belong there.  Use this function to remove all files that are not VACMAN files.
Validate Inventory 
The Validate Inventory option validates orders against balances.
VACMAN Data Repair, 
Note:	You must have VACMAN Security Level 3 and be authorized to transmit to access this function.
The VACMAN Data Repair option repairs, updates and synchronizes data. 
Display File Locations
The File Locations screen displays information and locations of important VACMAN application files. 

Figure 6 - 6. File Locations Screen
The VACMAN technical support team uses this data to help you troubleshoot.  Information on the File Locations screen includes:
•	The version of VACMAN
•	The user who is currently logged onto VACMAN
•	The file location of the VACMAN database files
•	The location of the VACMAN application files
•	The amount of physical memory used by VACMAN
•	The location of the VACMAN startup configuration file
•	The location of temporary file space
•	The location of the FoxPro start up directory
•	The location of the current VACMAN directory
•	The location of the FoxPro resource file
Run Another Program (Area Codes, Surgery)
The Run Another Program screen provides access to two functions that are of occasional use.
Area Code – Allows mass updates to telephone area codes. Use this feature when the telephone company reassigns telephone number prefixes to different area codes.
Surgery – Allows direct access to VACMAN database tables. This feature requires the assistance of the VACMAN Help Desk.

Figure 6 - 7. Run Another Program Screen
Running Another Program
Prerequisite
The person performing either of these functions must have exclusive access to the VACMAN system. This means that no other users should be logged in to the system during the process.  The text below is steps and the action.
1
Ensure that all other users have exited the VACMAN system.
2
On the VACMAN at a Glance screen, choose the Utilities tab.
3
On the Utilities tab, choose the Run Another Program option.
Result:  The Run Another Program screen is displayed.
4
On the Run Another Program screen, choose either the Area Code or the Surgery radio button, then choose Continue.
Area Code Utility Screen
This screen accesses functions that allow you to make mass updates to telephone area codes based on prefixes. Use this utility when the telephone company reassigns prefixes to different area codes. 

Figure 6 - 8. Area Code Utility Screen
The options on the Area Code Utility screen are in logical top-to-bottom order, and reflect the five phases of the process.  The text below is the phase and the options and description:  
1
Add/Edit/Delete Area Code Records
Add, edit or delete one area code and its replacement; specify the one, applicable prefix.
2
Update VACMAN Providers using Area Code Records
Update the affected telephone numbers throughout your database. 
3
Delete All Area Code Records (Start a New Record set)
Delete the temporary file containing the current set of old and new area codes and prefix. This allows you to work with another set of area codes and prefix.
4
Pack and Re-Index Area Cord Records
When all changes have been made, choose Exit to delete records that are now obsolete and to re-structure your Area Code table
5
Exit
Use this option to exit the screen.
Notes:	This function assumes that the phone number prefix (the second set of three digits in a seven-digit phone number) remains constant.
This function is not appropriate for editing the number for an individual provider. Use the Enroll Provider screen - Addresses tab to edit contact information for an individual provider.
Making Mass Updates to Telephone Area Codes
Use the Add/Edit/Delete Area Code Records button to enter mass updates to telephone number area codes. 
Examples:	All telephone number prefixes in area code 555 need a different area code. Enter the old and new area codes, and each affected prefix, to make this change.
Some telephone number prefixes in area code 555 get a different area code; e.g., area codes 555 with a prefix of 123 (555-123-xxxx) become 999-123-xxxx. Enter the old and new area codes, and the affected prefix, to make this change. The text below is the steps, action, and result.

1
Ensure that all other users have exited the VACMAN system.
2
On the VACMAN at a Glance screen, choose the Utilities tab.
Result: The system displays the Utilities tab.
3
On the Utilities tab, choose the Run Another Program option.
Result: The system displays the Other Program screen.
4
On the Other Program screen, choose the Area Code option, and choose Continue.
Result: The system displays the Area Code Utility screen.
5
On the Area Code Utility screen, choose the Add/Edit/Delete Area Code Records option.
Result: The system displays the Area Code screen, along with the VACMAN toolbar.
6
On the Area Code screen, choose Add from the VACMAN toolbar.
Result: The system opens the enterable fields.
7
Enter the current (old) area code. This is the area code you need to replace.
8
Enter the replacement (new) area code.
Figure 6 - 9. Area Code Utility Screen
9
Enter the three-digit prefix that is affected by the change in area code.
10
On the VACMAN toolbar, choose Save.
Result: The system saves the change you specified to a temporary file. The system has not updated the database.
11
On the Area Code screen, choose the Exit option.
Result: The system returns you to the Area Code Utility screen. 
12
Repeat these steps for each area code change you need to make.
13
If you need to edit or delete any of the changes you entered, use Edit and Delete from the VACMAN toolbar.
14
When you have entered all area code changes affected by the telephone company’s change, re-access the Area Code Utility screen. Choose the Update VACMAN Providers using Area Code Records option.
Result: The system scans all provider telephone numbers in your database, and updates all records affected by the changes indicated in the temporary file (see Step 10). The system indicates its progress and notifies you when the updates have been completed.
15
Verify provider records to ensure that the desired changes occurred.
If No, see Step 13. If Yes, see Step 14.
16
On the Area Code Utility screen, choose the Delete All Area Code Records (Start a New Record Set) option.
Result: The system marks for deletion the records you saved to the temporary file during this maintenance session (see Step 10). An informational message instructs you to Pack and Re-Index to complete the deletion (see Step 17).
17
On the Area Code Utility screen, choose the Pack and Re-Index Area Code Records option.
Result: The system does the following:
•	Empties the temporary file (see Steps 11 and 17). 
•	Reorganizes your Area Codes table.
Surgery
Some issues can be resolved only with the VACMAN Surgery function, which allows users direct access to the project’s VACMAN database. You can add, change, and delete data as required.
Surgery requires the assistance of the VACMAN Help Desk for the following reasons:
•	It is a password-protected function, and the password changes every day. 
•	A manual edit of the database must not occur without an analysis of the potential impact throughout the database. Only a VACMAN programmer can perform this analysis.

Figure 6 - 10. Surgery Password Screen
All other users, other than the person performing the surgery, must exit the VACMAN system during this function.
Contact the VACMAN Help Desk for further information about, and assistance with, this function.
Import and Export
Prerequisite
The person performing either the import or export functions must have exclusive access to the VACMAN system. This means that no other users should be logged in to the system during the process.  
Note:  If you are importing or exporting a Microsoft Excel file, you can find the optimum Excel format specifications and a template you can download from the VACMAN website at http://www.cdc.gov/vaccines/programs/vacman/default.htm.
Import
The import utility provides a means of importing data files into the VACMAN system from a variety of externally-created data formats.  The system can import any of the following data sets:
•	Distributions from project depots
•	Transactions
•	Provider data
•	Enrollment data
•	Physicians data
•	Provider Inventory data
•	Doses Administered data
•	Provider Orders
•	Direct Ship Orders
You can import these files in the following formats – the text below is by data set then output file formats:
dbf
Database format allows use of a standard database file – either a legacy version of FoxPro, Dbase, or the latest version of FoxPro.

.txt
Comma delimited format is a text based file that separates each data element with a comma.

.sdf
Standard data file is also a text based file that separates each data element with a specific number of spaces.

.xls
Excel spreadsheet file.
Notes: 
The import function does not import old VACMAN data into a new release of VACMAN. Data conversion to a new release occurs during the new release installation of the VACMAN system.
If the target file is an Excel or Lotus worksheet, the VACMAN system does not copy more than 16,383 or 8,191 records, respectively.
If you are importing a Microsoft Excel file, you can find the optimum Excel format specifications and a template you can download from the VACMAN website at http://www.cdc.gov/vaccines/programs/vacman/default.htm.
For more information, see “Import Functional Specifications,” Appendix E.
Importing Data
Prerequisite
The person performing the import function must have exclusive access to the VACMAN system. This means that no other users should be logged in to the system during the process.
1
Ensure that all other users have exited the VACMAN system.
2
On the VACMAN at a Glance, choose the Utilities tab.
3
Choose Import Data into VACMAN.
Result:  The Import Options screen is displayed.
Figure 6 - 11. Import Options Screen
4
On the Import Options Screen, select the data set you wish to import.
5
Select the Import file format you wish to use.
6
For all data sets, an option box is available in the bottom left corner of the screen; it allows you to select an import operation.
Use this Import Type option…
To do the following:
Import Archived Records
Reinsert records previously moved out of VACMAN with the Export – Move option.
Warning – Data imported using this option is not error checked, other than to insure that the file used for import is properly formatted. The VACMAN team strongly recommends that you do not alter these export files in any way, since you may damage the integrity of your active data.
Update Existing Records
Permit data which has been changed after export to update the active records. New records which cannot be matched to an existing record are ignored. ALL data which is imported using this method is be subjected to the same error checking as would be used during standard keyboard entry. If any critical errors are found, they are recorded to a separate table which the user may save and review later, and the system rejects the entire import file.
Add New Records
Import only new records. Duplicates are ignored.  This option is not accessible for Distribution files.
Notes: 
File format is very important. To prevent any possibility of harm to the active data files, the import facility first checks the incoming data file for proper format. If the file does not match the expected structure, you will be alerted and the import operation will be aborted. Please review the appendices for detailed instructions on the proper formats for each data set and file type. One easy way to make sure the proper format is being used is to use the export utility to build a dummy file and then use this file as a template for the new data.
Error checking is extremely detailed. Older data may not be able to be imported without extensive corrections as the error checking criteria in some older variations of VACMAN were not as stringent as they are in the latest release of VACMAN.
If a critical error occurs in imported data, the system rejects the entire file and aborts the operation. You can review the errors, and save the errors in a standard database formatted file of your choice. You can review the data by importing it into Excel or Access.
Export
The Export Utility provides a way to exporting data files from VACMAN into a different data format for use in external applications such as Excel, or for use in other data-centric programs.  The Export Utility exports any of the following data sets:
•	Distributions from project depots
•	Transactions
•	Provider data
•	Enrollment data
•	Physicians data
•	Provider Inventory data
•	Doses Administered data
•	Provider Orders
•	Direct Ship Orders
You can export these data sets in the following file formats, with the text below written as data set and then output file formats.
.dbf
Database format allows use of a standard database file – either a legacy version of FoxPro, Dbase, or the latest version of FoxPro.

.txt
Comma delimited format is a text based file that separates each data element with a comma.

.sdf
Standard data file is also a text based file that separates each data element with a specific number of spaces.

.xls
Excel spreadsheet file.
Exporting Data
Prerequisite
The person performing the export function must have exclusive access to the VACMAN system. This means that no other users should be logged in to the system during the process.
Note:  If you are exporting a Microsoft Excel file, you can find the optimum Excel format specifications and a template you can download from the VACMAN website at http://www.cdc.gov/vaccines/programs/vacman/default.htm.  The text below is steps, action, and result.
1
Ensure that all other users have exited the VACMAN system.
2
On the VACMAN at a Glance, choose the Utilities tab.
3
Choose Export Data.
Result:  The Export Options screen is displayed.

Figure 6 - 12. Export Options Screen
4
On the Export Options screen, select the file you need to export, from the top left of the screen.
5
Select the file format you are exporting to, from the bottom left of the screen.
6
You can optionally select to export all data, or specify a date and PIN range, from the right of the screen.
7
Select either the move or copy option. 
Warning! – The Move option copies data to your export file and then removes that data from your active files. The VACMAN team recommends that you Back Up and Pack before performing the Move option, so that you can restore your data in the event the files are lost or corrupted.
8
If you choose the Distribution (Other) dataset, the system activates a final option set on the bottom right corner of the screen. This allows you to export all files or a subset of them.
9
After making your selections, you can preview the data to be exported. To do this, click the Preview button. 
Choose Continue to initiate the export action.
Result: The system does the following:
•	Provides the opportunity to either use the VACMAN-generated file name, or rename the file.
•	Exports your data to the file you selected.
Exchange Data with CDC via Internet
Prerequisites
You must know the location of your project’s VACMAN system data directory. To determine the location, do either of the following:
•	On the VACMAN at a Glance – Utilities tab, click the Display VACMAN File Locations option. On the File Locations screen, note the Original Location of Databases field. This is where your VACMAN data directory is located. If the file path is lengthy, the information might be truncated on this screen.
•	Contact your IT Support staff.
You must have a Secure Data Network (SDN) digital certificate to perform this function, and know your SDN challenge phrase. The certificate and phrase are associated with a specific user and computer. This allows access to the CDC SDN, which is the means of exchanging data with CDC on the internet. 
Your challenge phrase should be on the VACMAN Add/Modify Users screen; see “Authorizing a User to Transmit,” Chapter 1.
Your project manager can authorize up to three people at your project to access the VACMAN system through the SDN. These three people request digital certificates with access to your project's vaccine management activity on the SDN.
If you do not already have a digital certificate, contact your project manager or the VACMAN Help Desk for assistance. 
For more information about requesting a certificate, see “SDN Enrollment,” Appendix C.

CDC SDN Technical Support
Phone: 	800-532-9929
	(770-234-6586 in Atlanta)
Email:	cdcsdn@cdc.gov
CDC VACMAN Help Desk
Phone: 	400-639-8303
Fax:	404-638-5413
Email:	vacman@cdc.gov 
Web:	http://www.cdc.gov/nip/vacman  
Recommendations
For best results, the VACMAN team recommends the following:
•	Exchange data with CDC at least once within the first five days of each calendar month. The Exchange process automatically sends the information needed for the Vaccine Allocation Summary report, but CDC must receive the data on or before the fifth of the month.
•	Exchange data with CDC at least once a day.
•	Perform the exchange function when the fewest number of VACMAN users are adding or editing records.
•	Perform the backup function immediately after exchanging data with CDC. For more information, see “Backup and Pack Database Tables,” Chapter 6, Utilities.
Accessing the Exchange Function
Use these instructions to access the exchange function.  The text below is steps, action, and result.
1
On the VACMAN at a Glance screen, choose the Utilities tab.
Result: The system displays the Utilities tab.
2
On the Utilities tab, choose the Exchange Data with CDC via Internet option.
Result:  The system displays the VACMAN Exchange Data with CDC screen, and you are prompted to indicate whether to include Influenza Orders.
Figure 6 - 13. Export Data with CDC Screen
3
Choose Yes or No, according to your requirement.  The default answer is No.
Result:  The VACMAN Exchange process validates record data prior to transmittal.  Upon validation, VACMAN delivers the success/failure results in a Process Status Report.

Figure 6 - 14. Validate Orders Prior to Xmit Screen, Process Status Report
4
Choose OK to acknowledge the order validation.
Result:  VACMAN saves the rejected records to a Microsoft® Excel file.
Figure 6 - 15. Rejected Records Saved Confirmation Screen
5
Choose OK to acknowledge the creation of the Excel file.
On the Utilities tab, choose the Exchange Data with CDC via Internet option.
Result:  The system displays the VACMAN Exchange Data with CDC screen. Note that the steps for the exchange process are sequentially numbered, 1st through 5th. 
Figure 6 - 16. VACMAN - Exchange Data with CDC Screen
6
On the VACMAN Exchange Data with CDC screen, choose Instructions and Link to CDC.
Result: The system displays the Exchanging Data with CDC – Microsoft Explorer Provided by the National Immunization Program – Exchange Instructions screen.
7
On Exchanging Data with CDC – Microsoft Explorer Provided by the National Immunization Program – Exchange Instructions screen below, note these links:
Receive data from CDC  
Click here to connect to the VacMan SDN Secure WebSite to download files.
Send data to CDC
Click here to connect to the VacMan SDN Secure Website to send the above file(s)
Click the following link to receive data from CDC:
	Receive data from CDC
	Click here to connect to the VacMan SDN Secure WebSite to download files.
Note:	You must perform the Receive Data process first, regardless of whether there are data to receive. 
Figure 6 - 17. Exchanging Data with CDC – Microsoft Explorer Provided by the National Immunization Program – Exchange Instructions Screen (partial view)
Result: The system displays the SDN Login - Client Authentication screen, with your SDN certificate name. 
Figure 6 - 18. SDN Login - Client Authentication Screen
5
On the SDN Login - Client Authentication screen, verify that the system is displaying your SDN certificate, then choose OK.
Result: The system displays the SDN Login - Challenge Phrase screen.
6
On the SDN Login - Challenge Phrase screen, type your SDN challenge phrase, then choose Submit.
Note:	If you forget your challenge phrase, you can click the indicated link and enter a replacement phrase. The system then disables all activities until the program administrator approves the certificate.  The VACMAN team recommends that if you forget your challenge phrase, call the Help Desk for assistance before you begin the exchange. The phrase should be on the VACMAN Add/Modify Users screen; see “Authorizing a User to Transmit,” Chapter 1.
Result: The system verifies the phrase, then displays the SDN Activity List screen.

Figure 6 - 19. SDN – Activity List Screen
7
On the SDN Activity List screen, choose the applicable project for this receipt of data from CDC. (Some states have multiple projects.)
Result: The system displays the SDN Secure File Transfer screen.
8
Go to the next topic, “Receiving Data from CDC.”
Receiving Data from CDC
Use these instructions to receive data from CDC.  The data below are steps, action, result.
1
Access the SDN Secure File Transfer screen. For more information, see the previous topic, “Accessing the Exchange Function,” beginning on Page 135.

Figure 6 - 20. SDN - Secure File Transfer Screen
2
On the SDN Secure File Transfer screen, choose the Receive Files from CDC option.
Result: The system does the following:
•	Provides a message that indicates that the process may take several minutes.
•	Retrieves all files available for your project to receive from CDC.
•	Displays the SDN Secure File Download screen, which lists the .ZIP files available for your project to receive. 

Figure 6 - 21. SDN - Secure File Download Screen
Note:	If no files are available for download, the screen displays the following message: 
Currently, no file is available for download. 
If there are no files to receive, do the following:
1.	Choose Close Window at the top right of the internet screen. 
Result: The system closes the SDN connection. The VACMAN Exchange Data with CDC screen remains.
2.	On the VACMAN Exchange Data with CDC screen, choose Process Received Data Packages. 
3
On the SDN Secure File Download screen, perform BOTH of these steps:
1.	Use the check boxes to select one or more files to receive, then 
2.	Choose Download.
Result: The system displays the SDN AppletFile Download screen. It lists the file(s) you selected on the previous screen, SDN Secure File Download.
Figure 6 - 22. SDN - AppletFile Download Screen
4
On the SDN AppletFile Download screen, choose Yes.
Result: The system displays a standard Windows Save As screen, which displays the name of the file you are receiving in the File name(s) field. From the Save As screen, you can navigate to your project’s VACMAN Data directory, which contains a folder named RCV (Receive). The file you are receiving must be placed into the RCV folder.
Note:	You must know the location of your project’s VACMAN Data directory. To determine the location, do either of the following:
On the VACMAN at a Glance – Utilities tab, choose the Display Vacman File Locations option. On the File Locations screen, note the Original Location of Databases field. This is where your VACMAN Data directory is located. If the file path is lengthy, the information might be truncated on this screen.
Contact your IT Support staff.
Figure 6 - 23. Save As Screen (Receive process, initial browse screen)
5
From the Save As screen, DOUBLE-click the letter for the drive that contains your project’s VACMAN Data directory. Continue to DOUBLE-click throughout this navigation path until your VACMAN Data directory is in the Look in: field at the top of the screen. In the example below, the Data directory is called “VacmanTraining2004.”
When you have opened your project’s VACMAN data directory, do BOTH of the following:
1)	DOUBLE-click the RCV (Receive) folder to select it.
2)	Choose OK
Figure 6 - 24. Save As Screen (Receive process, with RCV folder selected)
Result: The system displays a final Save As screen, that shows your file(s) in the RCV folder. In the figure below, note that the folder titled RCV is at the top of the screen, in the Look In: field. In addition, the file you are receiving is shown in the center section of the screen, under the heading Name, and at the bottom of the screen in the File name(s) field.

Figure 6 - 25. Save As Screen (Receive process, final browse screen), 
with .ZIP file in RCV folder
6
When your file is in your project’s VACMAN Data directory, RCV (Receive) folder, choose OK.
Result: The system saves the file you just received in the RCV folder. It closes the Save As screen. The SDN Secure File Download screen remains.  Figure 6 - 26. SDN – Secure File Download (re-display)
7
On the SDN Secure File Download screen, choose Close Window at the top right corner of the internet screen.
Result: The system does the following:
•	Closes the SDN Secure File Download screen. You are no longer on the Secure Data Network.
•	Re-displays the VACMAN Exchange Data with CDC screen. You are still in the VACMAN system.
Figure 6 - 27. VACMAN - Exchange Data with CDC (“1-5”) Screen, 2nd step

8
On the VACMAN Exchange Data with CDC screen, choose the Process Received Data Packages option. This function updates your database with the data you just received.
Results:  The system does the following:
•	Uses the just-received data to update your project’s records.
•	Indicates its update progress.
•	Updates the Orders Updated portion of the Exchange Data with CDC screen, which indicates the number of orders updated as a result of this processing.
Figure 6 - 28. Processing Complete Screen
Results (continued):
Displays the VACMAN Processing Complete screen, which summarizes processing activity. The following table describes the values on this screen.
There were: < Value >
Description
< n > packages
The number of ZIP files that the system found in the RCV (Receive) folder, when you clicked the Process Received Data Packages button. If you downloaded any files, the number of packages must be 1 or more. 
To review file download locations, see the --
•	Secure File Download screen, and the
•	SDN AppletFile Download screen.
To review the RCV folder and ZIP file location, see the Save As screens.
To review the Process Received Data Packages button location, see the VACMAN Exchange Data with CDC screen.
< n > files processed
The number of tables the system updated.
If this value is 0 files processed, either the CDC did not send any status information, or you attempted to re-process a previously-received package. 
< n > records updated
The number of status records and others that were updated. The number varies, depending on what was sent and whether the data was valid.
This screen also directs you to a specific transmit log for details about this processing
9
On the VACMAN Processing Complete screen, choose OK. 
Results: The system closes the VACMAN Processing Complete screen. This receive process is complete. 
The VACMAN Exchange Data with CDC screen remains. You are still in the VACMAN system.
10
Go to the next topic, “Sending Data to CDC,” page 140

Sending Data to CDC
Use these instructions to transmit data to CDC.  The text below is by step, action, and result.
1
On the VACMAN Exchange Data with CDC screen, note the 3rd step, Transmit Options. 
The VACMAN Exchange Data with CDC screen, see below, displays the record counts from your database that are in the package. To view details of these records, choose the applicable View .
You can optionally check the Include STOCK data for QA (quality assurance) box.  This generates an on-hand inventory listing that can be included in the current transmission. This option is applicable only if CDC requests that you include this data in the transmission.
Figure 6 - 29. VACMAN Exchange Data with CDC Screen (partial view), with record counts. 
2
On the VACMAN Exchange Data with CDC screen, choose Generate Package.
Result: The system does the following:
•	Accesses your database and collects all records that are applicable for this transmission: orders, bulk receipt information, and provider data that has been added or updated but not yet transmitted to CDC. If you checked the Include STOCK data for QA box, the system also collects those records.
•	Displays the VACMAN Package Generated screen, which shows a specific, system-generated package name and its current location (path). 
Figure 6 - 30. VACMAN Package Generated screen
3
On the VACMAN Package Generated screen, do the following: 
1.	Record the package name and location path as shown on the VACMAN Package Generated screen; you will need this information shortly. This is where the system stores data that it is sending to CDC. The file path includes your project’s VACMAN Data directory.
The path includes folders named XMIT (Transmit) and PKGS (Packages). The file name’s first two letters are the abbreviation of your project or state. The file name extension is .ZIP.
2.	Choose OK. 
Result: The system closes the VACMAN Package Generated screen, then displays the VACMAN Package Instructions screen.
Figure 6 - 31. VACMAN Package Instructions Screen
4
Ensure that you recorded the package and folder names; then, on the VACMAN Package Instructions screen, choose OK. 
Result: The system does the following:
•	Closes the VACMAN Package Instructions screen. 
•	Displays the SDN Login Client Authentication screen.
Note:	Use the Send Data Package button (4th step, right button) only if a previously generated package has not been transmitted. You will not be able to generate another package until the previous package has been transmitted.
Figure 6 - 32. SDN Login - Client Authentication Screen, Send process
5
On the SDN Login Client Authentication screen, verify that the system is displaying your SDN certificate, then choose OK. 
Result: The system displays the SDN Login Challenge Phrase screen.
Figure 6 - 33. SDN Challenge Phrase Screen, Send process
6
On the SDN Login Challenge Phrase screen, type your SDN challenge phrase, then choose Submit.
Note:	If you forget your challenge phrase, you can click the indicated link and enter a replacement phrase. The system then disables all activities until the program administrator approves the certificate. 
	The VACMAN team recommends that if you forget your challenge phrase, call the Help Desk for assistance before you begin the exchange. The phrase should be on the VACMAN Add/Modify Users screen; see “Authorizing a User to Transmit,” Chapter 1.
Result: The system verifies the phrase, then displays the SDN Activity List screen.. Figure 6 - 34. SDN Activity List Screen
7
On the SDN Activity List screen, click the applicable project for this transmission of data to CDC. (Some states have multiple projects and applications.)
Result: The system displays the SDN Secure File Transfer screen.
Figure 6 - 35. SDN - Secure File Transfer Screen, Send process
8
On the SDN Secure File Transfer screen, choose the Send Files to CDC option.
Result: The system displays the CDC Secure Data Network (SDN) - Secure File Upload screen, Java Applet version, from which you can navigate to the package generated at Step 2. 
Two versions of the SDN Secure File Upload screen are available, Java applet (the system default), and Applet. If applicable, click the link at the bottom of the screen to access the version you need.
Note:	If you use the non-applet version, some of the screen titles and buttons might differ slightly from those shown in the following samples.
Figure 6 - 36. SDN – Secure File Upload Screen, Applet version  
Figure 6 - 37. SDN – Secure File Upload Screen, Java Applet version (This is the default.)
9
Do one of the following:
•	On the SDN Secure File Upload Java applet screen, choose Add.
•	On the SDN Secure File Upload applet screen, choose Browse.
Result: The system displays the SDN Select Files to Upload screen, from which you can navigate to the XMIT\PKGS\< filename > folder. This is the file information that you recorded at Step 3 a) of this process.
Figure 6 - 38. SDN - Select Files to Upload Screen, initial browse screen
10
On the SDN Select Files to Upload screen, DOUBLE-CLICK the applicable drive letter and folders to navigate to your project’s VACMAN Data directory. The Data directory contains the XMIT (Transmit) folder, which in turn contains the PKG (Package) you are sending. The following screen samples represent the final three screens in this navigation process. 
Figure 6 - 39. SDN - Select Files to Upload Screen (Send process, XMIT folder)
Figure 6 - 40. SDN - Select Files to Upload Screen (Send process, PKGS folder)
Figure 6 - 41. SDN - Select Files to Upload Screen (Send process, file name selected)
11
On the SDN Select Files to Upload screen, locate and select the correct .ZIP file, then choose OK.  Result: The system closes the SDN Select Files to Upload screen. The CDC Secure Data Network - Secure File Upload screen remains, and displays the file you selected in the Files to Upload field. Figure 6 - 42. SDN - Secure File Upload Screen, with file. 
12
Ensure that the system is displaying the file you selected on the SDN Select Files to Upload screen on the CDC Secure Data Network - Secure File Upload screen. Then, on the CDC Secure Data Network - Secure File Upload screen, choose Upload
Result: The system displays the SDN Applet File Upload screen.
Figure 6 - 43. SDN - AppletFile Upload Screen
13
On the SDN AppletFile Upload screen, choose Upload.
Result: The system displays the CDC SDN File Upload Complete screen. Your package has been sent to CDC. 
Note:  If you do not see this message, the transmission to CDC was not successful.
Figure 6 - 44. CDC SDN - File Upload Complete Screen
14
Note that your package has been sent to CDC; the transmission was successful. Then, on the CDC SDN File Upload screen, choose Close Window in the upper right corner of the internet screen.
Result: The system does the following:
•	Closes the SDN connection; you are no longer on the Secure Data Network.
•	The VACMAN Exchange Data with CDC screen remains. You are still logged in to the VACMAN system.
15
On the VACMAN Exchange Data with CDC screen, select the check box: I affirm that I uploaded the file (shown below) to CDC error free.   Figure 6 - 45. VACMAN Confirm Package Sent to CDC Screen
Result: The system displays the VACMAN Confirm Package Sent to CDC screen, which you can use to verify that the correct data was sent. 
Note the information regarding removal of the data package. Once a package has been sent, clicking this check box allows the system to remove data from the package. Unless this happens, you will not be able to generate a subsequent package. Only one package can exist in the system.
16
Ensure that you saw the CDC SDN File Upload Complete screen. Then, on the VACMAN Confirm Package Sent to CDC screen, choose OK. 
Result: The system does the following:
•	Removes the data package containing the file just sent to the CDC from the XMIT folder.
•	Displays the VACMAN Confirmed Package Sent to CDC screen, which indicates that transmitted orders should now have the status, “Pending.”

Figure 6 - 46. VACMAN Confirmed Package Sent to CDC Screen
17
On the VACMAN Confirmed Package Sent to CDC screen, choose OK. 
Result: The system closes the VACMAN Confirmed Package Sent to CDC screen.
18
On the VACMAN Exchange Data with CDC screen, choose Exit. 
Result: 
•	The system closes the VACMAN Exchange Data with CDC screen. This Send process is complete. You are still in the VACMAN system.
•	The system generates two email messages. The first acknowledges the receipt of file(s); the second notifies you that data processing is underway. 
•	As processing occurs, orders transmitted become receipts instead of orders.
19
Proceed to the next topic, “Backup Database Table(s),” Page 143.
Backup Database Table(s)
For detailed steps to back up database tables, see "Backup Database Tables" in the "Data Maintenance" section of this chapter.
Performing a Backup
Immediately after each exchange of data with CDC, perform the backup function. This is the most important time for your project to back up your database. 
Even if you do not transmit every day, do perform a backup every day. 
These precautions ensure that current order status data is retrievable, should you experience data corruption or system malfunction that requires restoration from a backup. 
Note:	CDC cannot back up or restore your data.
Important procedure in the event of data corruption
If you have recently experienced data corruption problems, or have recently restored data from a previous backup (older data), you can help avoid problems with rejected orders if you perform an exchange function. Receiving data from CDC provides your project with the most recent CDC updates.
Note:	Performing an exchange does not restore data that was lost after you received updates from CDC.

Appendix A - Abbreviations
Appendix A. 1 – Abbreviations and their long name are below:
ACIP
Advisory Committee on Immunization Practices
CHC
Community Health Center
C/M/RHC
Community, Migrant, Rural Health Center
CDC
Centers for Disease Control and Prevention
CPT
Current Procedural Terminology
DBF
Database File
FQHC
Federally Qualified Health Center
FTP
File Transfer Protocol
HIN
Health Industry Number
HL7
Health Level 7
LAN
Local Area Network
MHC
Migrant Health Center
NDC
National Drug Code
NIP
National Immunization Program
RHC
Rural Health Center
SDN
Secure Data Network
VFC
ACIP
Advisory Committee on Immunization Practices
CHC
Community Health Center
C/M/RHC
Community, Migrant, Rural Health Center
CDC
Centers for Disease Control and Prevention
CPT
Current Procedural Terminology
DBF
Database File
FQHC
Federally Qualified Health Center
FTP
File Transfer Protocol
HIN
Health Industry Number
HL7
Health Level 7
LAN
Local Area Network
MHC
Migrant Health Center
NDC
National Drug Code
NIP
National Immunization Program
RHC
Rural Health Center
SDN
Secure Data Network
VFC -Vaccines For Children
Appendix A. 2 – Abbreviations for Vaccines, HL7 number, and long name:
DT
28
Diphtheria and tetanus toxoids adsorbed for pediatric use
DTaP
20
Diphtheria, tetanus toxoids and acellular pertussis vaccine
DTaP - Hib
50
Diphtheria, tetanus toxoids and acellular pertussis vaccine- Haemophilus influenzae type b conjugate vaccine
DTaPHBIP
Diphtheria, tetanus toxoids and acellular pertussis vaccine, hepatitis B vaccine, Inactivated trivalent polio vaccine
EIPV
Enhanced inactivated trivalent polio vaccine
FLU
Split virus influenza virus vaccine A and B
HBIG
30
Hepatitis B immune globulin
HEP A
31
Hepatitis A vaccine
HEP A - AD
31
Hepatitis A vaccine, adult dosage
HEP AB
31
Hepatitis A and B 
HEP AB 18
31
Hepatitis A and B combo vaccine for 18-year-olds
Hep B - A
43
Hepatitis B vaccine –adult 
HEP B 2
08
Hepatitis B 2-dose (Recombivax)
Hep B - PF
08
Hepatitis B vaccine – preservative free, pediatric and adolescent (Recombivax)
HepB - Hib
Hepatitis B – Haemophilus influenzae type b combo
Hib
17
Haemophilus influenzae type b vaccine, conjugate
MMR 
03
Measles, mumps and rubella virus vaccine
MMR-V
21
Measles, mumps, rubella, and varicella virus vaccine
Pneumo
33
Pneumococcal (Streptococcus pneumoniae) vaccine, 23-valent
PNU7
Pneumococcal (Streptococcus pneumoniae) conjugate vaccine, 7-valent vaccine
RU
06
Rubella virus vaccine
SMALLPOX
Smallpox vaccine
Td
09
Tetanus and diphtheria toxoids adsorbed, adult
Var
21
Varicella (chickenpox) vaccine

Appendix B – Glossary by term and definition

Backup 
VACMAN system function that copies selected VACMAN files into one zip file.  In the event of lost or corrupted data, you can use the most recent backup copy to restore data. Both the Backup and Restore functions are on the VACMAN at a Glance - Utilities tab. 

Benchmarking
Process of collecting data over a specific time frame, typically three months, and using the data to project an estimate for the same data over a larger time frame (usually a one-year period following the benchmark).

Challenge Phrase
Similar to a password; required for access to the CDC Secure Data Network (SDN).

Current Procedural Terminology codes
CTP codes. Used by physicians, the health care industry, the insurance industry, and Medicare to identify specific procedures used in medical treatments.  CPT codes are associated with specific immunizations using specific vaccines.

Data directory
Location of your VACMAN data files. To determine the location of your project’s Data directory, click the Display VACMAN File Locations option on the VACMAN at a Glance - Utilities tab.

Database 
Collection of electronic files that are organized so that specific information can easily be retrieved.  Analogy: An electronic card catalogue or filing cabinet.

Depot
Third-party centralized distribution warehouse. Each VACMAN project is associated with one centralized distributor.

Desktop
System desktop. The analogy is to a physical office desk top. Place system applications that you work with frequently, and want to access easily, on your desktop.  The desktop is the initial and main display.  You can put icons that represent shortcuts to various programs.

Digital Certificate
Data object used to verify the identity of its holder. Access to the SDN requires that clients possess a digital certificate issued by the CDC.

Field 
Smallest unit of information that is entered into a database.  Fields are grouped together and saved into a database file called a record. A field contains two elements: a field label, and a field value.
File Transfer Protocol
FTP. A data transfer service that permits a client machine to upload files to a server machine via standard transfer technology.

Health Level 7
HL7. A protocol for formatting, transmitting and receiving data in a healthcare environment.

Menu
List of available, related system objects and commands. 
Example: Here is the VACMAN Help menu:

Menu Bar
A screen element, usually a horizontal bar directly below the name of the application. The menu bar contains the names of the system’s menus. 
Example: Here is the VACMAN system menu bar:  data, set up, reports, look up, utilities, help, exit

National Drug Code number
NDC number. Code that identifies the labeler/vendor, product, and trade package size. Each drug product listed under Section 510 of the Federal Food, Drug, and Cosmetic Act, is assigned a unique 10-digit, 3-segment NDC number.  

Pack
Delete. VACMAN system function that deletes all records that are marked for deletion, and then re-indexes the database tables. 
Note:	The Delete button marks records to be deleted, but they are not actually purged from VACMAN until you perform a Pack. For more information, see “Packing Database Tables,” Chapter 6.

Populate 
Fill. To fill a field with a value. Or, to fill multiple fields with values.

Project 
Any entity that meets the requirements for obtaining or using funding set forth in 93.268 Immunization Grants (Section 301 and 317, Public Health Service Act; Immunization Program Section 1928 of the Social Security Act; Vaccines for Children Program).

Provider 
A doctor, group of doctors, or clinic that administers vaccines to patients.
Record 
An electronic database file that contains information from various fields.

Registry
Statewide electronic database. States store information (including the number of immunization vaccines given to children) in a Registry.  

Restore
VACMAN system function that copies all VACMAN tables onto your servers. Your most recent backup is what you retrieve when you need to restore data.

Secure Data Network
SDN. Consists of the software, hardware, and databases needed to protect private CDC information resources by verifying the identities of user clients and enforcing permissions.

Tabs 
In VACMAN, the visible portion of each screen when the system displays an array of screens. The VACMAN at a Glance screen displays the tabs: Data, Setup, Reports-1, Reports-2, Reports-3, Utilities.

Toolbar
VACMAN popup bar that provides applicable functionality as you access various system screens. For more information, see “Using the VACMAN Toolbar,” Chapter 1. 

Tool tips
Text information about a screen element. These tips display when you position the cursor on a screen’s objects.

Uniform Resource Locator
URL. The global address of documents and other resources on the World Wide Web (www).
The URL for VACMAN is: http://www.cdc.gov/nip/vacman

Appendix C - SDN Enrollment
If you do not already have a Secure Data Network (SDN) digital certificate for exchanging data with CDC, check with your program manager, CDC SDN Support, or VACMAN Support for assistance.
Your program manager can identify up to three people at your project to receive data from, and transmit data to, CDC. These three people request SDN digital certificates with access to your project's VACMAN SDN activity. 

CDC SDN Technical Support, 
Phone: 800-532-9929, (770-234-6586 in Atlanta), 
Email:	cdcsdn@cdc.gov
CDC VACMAN Help Desk
Phone: 400-639-8303
Fax:	404-639-8445
Email:	vacman@cdc.gov 
Web:	http://www.cdc.gov/nip/vacman  
Before You Begin
Please read this entire section before you apply for your digital certificate.  If you are a Netscape user, please note the additional Netscape instructions below.
Note:	The following information is provided by CDC SDN Technical Support.
Your technical or network support staff knows your local system better than anyone at SDN support will know it, and they need to be made aware of ANY changes you are making to your system.  It is a good idea to speak to them before contacting SDN support, or to have them on the line, or otherwise in the loop when speaking to SDN support, to resolve any conflicts which may occur between your system and the digital certificate.  They are also better able to assist you with local issues, such as updating your browser or operating system or installing service packs or patches.  If possible, please provide SDN support with the name of a technical or network support person who is responsible for your area, in case issues need to be resolved at your location before you can install or use a digital ID.
Note:	You will be adding a component to your browser which may or may not have an impact on your local computer setup, or which can be affected by your local setup or by changes made to your local computer or network after installation.  It is advisable that you make your technical or network support personnel aware of this BEFORE you proceed with the application.  We recommend you forward a copy of this documentation to your support personnel or present them with a printed copy.
Please report the following to your network or technical support personnel:
1.	Tell them you need to make a secure socket layer (SSL) connection using port 443, and in some instances may need access to port 4430.  Any network or firewall configuration which restricts access to port 443 might prevent you from completing the process.  Some programs require 128-bit encryption for records requiring that the privacy of the patient or study participant be protected.  
	The latest versions of Internet Explorer (5.5 and up) and Netscape (6.0 and up) are capable of this level of encryption.  
	Netscape Users: 
For Netscape version 6.0 and up, you also must install Sun Java JRE version 1.3.1. For more information, see “Computer Specifications,” Chapter 1. 
For Netscape version 4.7 and below, you may need to specifically request an installation capable of this level of encryption.  
2.	Let your technical staff know that you need to install a non-executable item in your browser and therefore, you should be granted "Standard" or "Power" user rights which would allow you to make the necessary modifications to the browser.  It is vital that these rights be granted before you begin the application process, as minor changes to your system may be attempted at any step and you will need these rights until you have successfully installed the certificate to your browser.  If such rights are restricted on your network, it will be necessary for you to work with a systems administrator to complete this process.  
Note: 	Such rights are not necessary for everyday use of the certificate once it's installed -- only to install or renew it.  Also, you will also need these rights if you wish to export a copy of your certificate to diskette.  See below for more information on export/import.
3.	If you are using Internet Explorer version 5.0 or above, be aware that Microsoft has made changes to the way their browsers handle certificates which may prevent you from completing the application or installing the certificate once you've been approved if your browser has not been updated.  The latest service pack for Internet Explorer may or may not contain this update.  Please refer to this link at Microsoft for more information and possible solutions:
http://support.microsoft.com/default.aspx?scid=kb;en-us;323172 
4.	Let your network or mail administrators know that a note will be sent to you via email, usually within 24 hours of registration, containing an HTML link to a page which will allow you to retrieve your certificate, and containing other important information needed to retrieve your certificate.  Some firewall or antivirus programs may interpret this link as a virus.  If this is the case in your environment, please inform SDN support (cdcsdn@cdc.gov) right away so we can make arrangements to get you the information you will need to retrieve your certificate.
5.	Make your tech support people aware that ANY changes to the browser, operating system, registry, network or domain following installation of the certificate, may affect how the certificate behaves and that they should alert you, if possible, before making such modifications.  If your computers are about to be upgraded or replaced, it might be a good idea to wait until this has happened, if possible, before completing the application.
6.	Ensure that the browser you normally use to access the Internet is also the DEFAULT browser on your system (that is, the browser that opens when you click a link in your email).  Your technical support staff can assist you with this.
7.	Knowing that even under the best of circumstances problems can still occur; it is STRONGLY advised that once you have installed your certificate you export a backup copy to a diskette which can be stored in a secure location.  You should make your support staff aware of this as well as how to restore the certificate should it become corrupted or overwritten.  For these instructions, send a note to cdcsdn@cdc.gov as soon as you've installed your certificate.  As stated above, you will need the same sort of rights to export your certificate as you needed to install it.  It is advisable you do this after you have confirmed you are able to access the SDN with your certificate.
Requesting Your SDN Certificate
Use these instructions to request an SDN certificate.
Prerequisites
•	Obtain your initial SDN password from your project manager.
•	Request your certificate at the computer workstation from which you will perform exchanges with CDC. The SDN certificate is associated with both your user ID and your computer.
•	See “Before You Begin,” previous pages.  The text below is by step and action.
1
Access the SDN enrollment website at this Uniform Resource Locator (URL):
https://ca.cdc.gov 
Result: The system accesses the internet, and displays the Secure Data Network – Enrollment – Microsoft Internet Explorer – provided by National Immunization Program - Enter Enrollment Password screen.
Figure App. C - 1. SDN - Enter Enrollment Password Screen
2
On the SDN Enter Enrollment Password screen, type the initial registration password, then click the Accept button.
Note:	For security reasons, the initial registration password cannot be provided in this document, nor can it be provided by CDC SDN Support. Only your project manager can provide this information.
Result: The system displays a Requirements page providing general information about digital certificates and terms of use. The next two pages, Error! Reference source not found., duplicate this information.
Note:	Issuance and use of a digital certificate from VeriSign is governed by the VeriSign Certification Practice Statement (CPS) and Digital ID Subscriber Agreement. For information regarding the CPS or Agreement, go to the VeriSign website at: www.verisign.com/repository

Requesting Your SDN Certificate (continued)
Figure App. C - 2. SDN – Centers for Disease Control and Prevention – Digital ID Enrollment Screen
Requesting Your SDN Certificate 
SDN – Centers for Disease Control and Prevention – Digital ID Enrollment screen (Figure App. C-2 continued).
Requesting Your SDN Certificate (continued)
3
On the SDN CDC Digital ID Enrollment screen, Error! Reference source not found., review the requirements and terms, then click the Enroll button. 
Result: The system displays the SDN CDC Digital ID Enrollment - Enter Personal Information screen, Figure App. C - 3. SDN - CDC Digital ID Enrollment - Enter Personal Information Screen

Figure App. C - 3. SDN - CDC Digital ID Enrollment - Enter Personal Information Screen
4
On the SDN CDC Enter Personal Information screen type your personal information into the fields.  Note that fields marked with asterisks (*) are required. 
When these entries are complete, click the Next button.
Result: The system displays a Microsoft Internet Explorer dialog box seeking confirmation of your email address.
Figure App. C - 4. MS Internet Explorer Email address Confirmation Screen
5
On the Microsoft Internet Explorer email address confirmation dialog box, Error! Reference source not found., ensure that the system is displaying your correct email address. This data is an important component of the enrollment process; your digital certificate will be sent to this email address.
Note:	If the address is not correct, click the Cancel button. The system re-displays the Enter Personal Information screen, where you can re-type your email address. See the previous step.
If the email address is correct, click the OK button.
Result: The system displays two screens: the Select a Program screen, and the Select Activities screen. The Select A Program screen Error! Reference source not found.is at the top.
Figure App. C - 5. Select A Program Screen
6
a)	On the Select A Program screen, scroll to and select VACMAN.
b)	On the Select Activities screen, scroll to and select your VACMAN project.
c)	On the Select Activities screen, click the Next button.
Figure App. C - 6. Select Activities Screen
Note:	During initial enrollment, you can select only one program from the available list. If you require access to more than one program, first select the program identified by the program administrator who extended the enrollment invitation. 
After your digital certificate has been issued and you access SDN, you can request additional programs and activities. It is not necessary to apply for additional digital certificates.
Once you can access SDN, if you need to request multiple programs, use the following keyboard techniques:
To select multiple, non-consecutive rows: 
press and hold the Ctrl key, and simultaneously click each row you need
To select multiple, consecutive rows:
press and hold the Shift key, and simultaneously click the first and last row you need
Result: The system displays the SDN - CDC Choose a Challenge Phrase screen.
6
Figure App. C - 7. SDN – CDC Choose a Challenge Phrase Screen
7
On the Choose a Challenge Phrase screen, review the requirements for the challenge phrase. The challenge phrase functions similarly to a password. For security reasons, considerable complexity is required. Especially note the following:
The challenge phrase is case-sensitive. If you experience difficulty, check your keyboard Caps Lock key. Although it is not a requirement, a combination of upper and lower case letters is a good security measure.  Example: ChaL+lenGe
The challenge phrase must contain at least one non-alphabetic character. It can be a number, or any of the following keyboard characters: 
Minus sign, or hyphen, key (not underline key)
Plus sign
Colon
Apostrophe 
Period
•	The challenge phrase cannot contain an unbroken actual word, or your name, or any part of your email address. 
•	The challenge phrase must contain at least eight characters.
The screen presents all of the challenge phrase criteria; review this information carefully. It also provides a link to examples of challenge phrases.
Make a note of the challenge phrase you choose, and store it in a secure location. The VACMAN team recommends that you record this information on the VACMAN Add/Modify Users screen. 
Type your Challenge Phrase in both fields at the bottom of the screen; the keystrokes must match identically. Then click the Next button.
Result: The system validates your challenge phrase, then displays the SDN CDC Digital Certificate Request Received screen. The screen acknowledges receipt of your request, and notifies you that an email will provide additional instructions.
7
Figure App. C - 8. SDN – CDC Digital Certificate Request Received Screen
8
On the Secure Data Network – Enrollment – Microsoft Internet Explorer – provided by National Immunization Program – Digital Certificate Request Received screen, click the close screen button in the top right corner of this internet screen.
Result: The system closes the screen. You SDN enrollment request is complete. CDC SDN Technical Support will send further instructions via email.
9
Go to the next topic, “Obtaining Your SDN Certificate.”
Obtaining Your SDN Certificate
Use these instructions to obtain your SDN certificate.
Prerequisites
•	You must have requested an SDN digital certificate, and received an email message from CDC SDN Technical Support with specific instructions for obtaining it.
•	See “Before You Begin,” at the beginning of this “SDN Enrollment” section.

Below are the steps, action, and result;
1
 Access the SDN enrollment website via the link provided in your email notification from CDC SDN Technical Support. The following is sample of this email.  Either click on the link provided in the message, or copy the link and paste it into your browser.
Result: Upon access, the system displays the Secure Data Network – Login – Microsoft Internet Explorer provided by National Immunization Program – Centers for Disease Control and Prevention – Digital ID Enrollment - Challenge Phrase screen.
Figure App. C - 9. SDN Login - Digital ID Enrollment – Challenge Phrase Screen
Figure App. C - 10. SDN Enrollment Approved sample email message
2
On the SDN Login Challenge Phrase screen, type your challenge phrase. This is the challenge phrase you created when you requested your SDN certificate.
After typing your challenge phrase, click the Login button.
Result: The system verifies the challenge phrase, then displays the SDN Confirm Personal Information screen. Figure App. C - 11. SDN – Confirm Personal Information Screen
3
On the SDN Confirm Personal Information screen, review the information for accuracy. It is important that all information is correct before the digital certificate is issued. The information is permanently associated with the digital certificate itself. It can be changed only within SDN and is not reflected by the certificate.
Note:	You can correct or update this information as needed. If you modify information in any of the required (*) fields, the system displays the SDN Personal Information Changes Received screen. Note that in these cases, you will need to re-install your certificate.
Figure App. C - 12. SDN –Personal Information Changes Received Screen
If the information on the SDN Confirm Personal Information screen, is correct, click the Confirm button.
Result: The system displays the SDN – CDC Download Digital ID screen.	
Figure App. C - 13. SDN – CDC Download Digital ID Screen
4
Go to the Next topic, ‘Installing Your Digital Certificate.”
Installing Your SDN Certificate
Use these instructions to install your SDN certificate.
Before You Begin
After confirmation of the enrollment information, your browser will be directed automatically to begin creation of the digital certificate based on the type of browser being used. 
•	For Internet Explorer users, certificate generation and installation will be done automatically. 
•	For Netscape users, certificate generation will be done automatically, and instructions for the installation of the certificate will be provided.
•	For Netscape users, the installation instructions must be followed as specified due to the fact that the certificate will not install automatically.
If the generation or installation of the certificate fails, and you are unable to obtain your digital certificate using your current enrollment request, contact SDN Support or your program administrator for assistance.
Prerequisites
•	You must have obtained your SDN digital ID certificate. See the previous topic, “Obtaining your SDN Certificate.”
•	You must have local administrative rights on your machine to install the certificate.
•	You must have Verisign Import Control on your machine. If you previously had an SDN certificate on your computer, you should have this software. Otherwise, click the Yes button when prompted, during the certificate download, to install the Verisign Import Control function.
•	If you have pop-up and script blocker software on your computer, you need to allow them for the “CDC.GOV” domain while installing your certificate. Contact your IT staff or the VACMAN Help Desk for further information.
•	See “Before You Begin,” at the beginning of this “SDN Enrollment” section.  Below are the steps, action, and result.
1
On the SDN CDC Download Digital ID screen, read the requirements, then click the Download button.
Figure App. C - 14. SDN – CDC Download Digital ID Screen, Install Process
Result: The system displays an SDN System Message indicating that your certificate is being downloaded. 
Figure App. C - 15. SDN System Message Screen
2
On the SDN System Message screen, click the Close Button.
Result: The system accesses the Security Warning -  VeriSign Import Control screen.
Figure App. C - 16. Security Warning -  VeriSign Import Control Screen
3
On the Security Warning -  VeriSign Import Control screen, click the Yes button.
Result: The system installs the software, then displays the SDN Digital ID Installation Complete – Congratulations! screen.
 4
Click the close screen button at the top right corner of the internet screen.
Result: Your digital certificate is installed. The system closes your connection with the SDN. You can perform the VACMAN system Exchange function by entering your challenge phrase when you log in to SDN.
5
The VACMAN team recommends that you make a backup copy of your certificate. If you move to, or receive, a different computer, you can install the certificate on it. For instructions on how to do this, email cdcsdn@cdc.gov and request instructions.
Appendix D – Table Definitions
ACTREF – Action Code Reference
This database contains information about the ACTION field in DISTRIB.DBF.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year. 
This database can have information imported to it or exported from it using the Import Data or Export Data functions on the Utilities tab.  Below are the field name, type, length, Dec and distrib.dbf-field descriptions:
Numeric
 2
0
Action code.  Used in the ACTION field in DISTRIB.DBF to identify the type of transaction.  Codes are:
1 – vaccine sent from the project to a provider. Not applicable as of v4.0.
2 – provider returned usable vaccine to the depot. Not applicable as of v4.0.
3 – vaccine spoiled for a reason other than improper storage upon receipt of vaccine or refrigerator failure
4 – vaccine expired before it was completely used by the provider
5 – vaccine was lost or damaged during shipment to the provider
6 – vaccine was improperly stored upon receipt and spoiled
7 – refrigerator failed and the vaccine spoiled
8 – provider transferred usable vaccine to another provider
9 – vaccine order transmitted to vaccine distribution center  
11 – vaccine was lost or cannot be accounted for in the provider inventory
12 – vaccine was not usable for some reason other than spoiled, expired, or lost/damaged
Status
Character
50
0
Description of the code set up in the ACTION field
Indexes-NONE
ALLVAC – Inventory Cross Reference
This table provides a look up reference for the inventory adjustment screen.  It provides the cpt_code value to the CPT Code portion of the screen.  Below are the field name, type, length, Dec., and description.
Full_cvx_n
Character
90
0
Description of the vaccine
Cvx_id
Character
8
0
Unique identifier
Mvx_id
Character
50
0
3 letter manufacturer id code
Vaccine_ma
Character
150
0
Manufacturer name
Brand_name
Character
90
0
Vaccine brand name
Cpt_code_d
Character
150
0
Usage information for the vaccine
Cpt_code
Character
50
0
CPT code – CDC assigned
Info_sourc
Character
50
0
Source of vaccine information
Date_of_in
Character
50
0
Information source date
Vaccine
Character
8
0
Corresponds to vaccine name in other tables
Descrip
Character
50
0
Additional descriptive information
Indexes
Tag Name
Key
HL7CODE
CVX_ID
VACCINE
VACCINE
AREACODE – Area Code Reference
The purpose of this table is to define changes to area codes. Below are the field name, type, length, Dec., and Description:
Oldarea
Character
3
0
Old area code
Newarea
Character
3
0
New area code
Prefix
Character
3
0
3 character prefix number
Indexes 
Tag Name
Key
NEWPREFIX
NEWAREA+PREFIX
OLDPREFIX
OLDAREA+PREFIX
PREFIX
PREFIX
AUDIT – Audit Trail Table
This database contains audit trail records.  Whenever a record is added or edited in one of the primary database tables (Distrb, DosesAdm, Enroll, NewOrder, Stock, Provhas, Provider, Physicn), a record is inserted in this table.  Below are the field name, type, length, Dec., and description:
Tablename
Character
 10
0
Table where add/edit took place.
Formname
Character
 15
0
Data entry form name where add/edit took place.
Detail_old
Character
 40
0
Details of original record, or blank if a new record was added.
Detail_new
Character
 40
0
Details of new or updated record.
Userid
Character
 8
0
User who added/edited record.
Chgdate
Date
 8
0
Date of add/edit.
Auditid
Numeric
4
0
Unique ID for this record.

Indexes - NONE
CAT1 – User Defined Category 1 
This database contains values assigned by the project for Category 1, one of five user-defined categories that may be used by the project for categorizing providers.  The values in this database are assigned using the Cat1 data entry form under Setup.  These values appear in the drop down list for Category 1 on the provider data entry form, and on the reports criteria selection screen.  Category 1 is assigned its own label value, which is stored in Ownref.Cat1Name.  Below are the field name, type, length. Dec., and description:
Cat1
Character
10
0
User-defined value for this record.
Cat1name
Character
35
0
User-defined full name (description) for this value.
Indexes – NONE

CAT2 - User Defined Category 2
This database contains values assigned by the project for Category 2, one of five user-defined categories that may be used by the project for categorizing providers.  The values in this database are assigned using the Cat2 data entry form under Setup.  These values appear in the drop down list for Category 2 on the provider data entry form, and on the reports criteria selection screen.  Category 2 is assigned its own label value, which is stored in Ownref.Cat2Name.  Below are the field name, type, length. Dec., and description:
Cat2
Character
10
0
User-defined value for this record.
Cat2name
Character
35
0
User-defined full name (description) for this value.
Indexes - NONE
CAT3 – User Defined Category 3
This database contains values assigned by the project for Category 3, one of five user-defined categories that may be used by the project for categorizing providers.  The values in this database are assigned using the Cat3 data entry form under Setup.  These values appear in the drop down list for Category 3 on the provider data entry form, and on the reports criteria selection screen.  Category 3 is assigned its own label value, which is stored in Ownref.Cat3Name.  Below are the field name, type, length. Dec., and description:
Cat3
Character
10
0
User-defined value for this record.
Cat3name
Character
35
0
User-defined full name (description) for this value.
Indexes – NONE

CAT4 – User Defined Category 4
This database contains values assigned by the project for Category 4, one of five user-defined categories that may be used by the project for categorizing providers.  The values in this database are assigned using the Cat4 data entry form under Setup.  These values appear in the drop down list for Category 4 on the provider data entry form, and on the reports criteria selection screen.  Category 4 is assigned its own label value, which is stored in Ownref.Cat4Name.  Below are the field name, type, length. Dec., and description:
Cat4
Character
10
0
User-defined value for this record.
Cat4name
Character
35
0
User-defined full name (description) for this value.
Indexes – NONE

CAT5 – User Defined Category 5
This database contains values assigned by the project for Category 5, one of five user-defined categories that may be used by the project for categorizing providers.  The values in this database are assigned using the Cat5 data entry form under Setup.  These values appear in the drop down list for Category 5 on the provider data entry form, and on the reports criteria selection screen.  Category 5 is assigned its own label value, which is stored in Ownref.Cat5Name.  Below are the field name, type, length. Dec., and description:
Cat5
Character
10
0
User-defined value for this record.
Cat5name
Character
35
0
User-defined full name (description) for this value.
Indexes – NONE

COUNTY – County Name Reference
This database contains values for County names.  These values are assigned by the project based on the counties in the project area (for most projects, this would be all of the counties in a state).  The values in this database are assigned using the County data entry form under Setup.  These values appear in the drop down list for County on the provider data entry form, and on the reports criteria selection screen.  Below are the field name, type, length. Dec., and description:
County
Character
15
0
County name.
Indexes
Tag Name
Key
COUNTY
COUNTY
CRITERIA – Report Creation Criteria
This table is used for the various report generator routines in VACMAN.  It stores the criteria selected by the user on the report criteria selection screen.  This data is then used by the reportSQL methods listed in the program field of the table to determine what record selection criteria were used and generate the final report.  The table also stores the criteria selected the last time a report was run so that the user can easily re-create the report the next time they call it up.  Not all of the fields are used for the various program names, values and fields used vary depending on report type.  Below are the field name, type, length. Dec., and description:
Program
Character
8
0
Stores the name of the SQL routine used to call up the report
Firstd
Date
8
0
When a data range for the report is specified, stores the beginning date selection criteria for the report
Lastd
Date
8
0
When a data range for the report is specified, stores the end date selection criteria for the report
Firstxmit
Date
8
0
When a data range for the report is specified, stores the start transmit date criteria for the report 
Lastxmit
Date
8
0
When a data range for the report is specified, stores the last transmit date criteria for the report
Sector
Numeric
2
0
When a sector criteria is available, stores the type of provider.  The first digit must be:
1 - designates the provider is public
2 - designates the provider is private
3 - designates a project, depot, or other immunization project
The second digit designates whether a private provider is deputized as a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC).  Odd numbers indicate that a private provider is deputized as a FQHC or RHC.
The code must be in the SECTOR field in SECTOREF.DBF.
Action
Character
100
0
When an action code criteria is provided, stores action code criteria for the report
Ffrompin
Character
6
0
When a from PIN range is provided, stores the starting pin range for the report
Lfrompin
Character
8
0
When a from PIN range is provided, stores the ending PIN range for the report
PIN
Character
6
0
When a range of PIN numbers is provided, stores the first PIN number for the report.
lastPIN
Character
6
0
When a range of PIN numbers is provided, stores the last PIN number for the report
County
Character
15
0
Used to store a county name for selection criteria for the report
Subco
Character
15
0
When available, stores a sub-county value for report selection criteria
Subdiv
Character
15
0
When available, stores a sub-division value for report selection criteria
Cat1
Character
10
0
When available, stores a value of category 1 for report selection criteria.  This value corresponds to a user defined field created during setup.
Cat2
Character
10
0
When available, stores a value of category 2 for report selection criteria.  This value corresponds to a user defined field created during setup.
Cat3
Character
10
0
When available, stores a value of category 3 for report selection criteria.  This value corresponds to a user defined field created during setup.
Lot
Character
15
0
Used to store a lot number for selection criteria when available for the report.
Inexvacc
Logical
1
0
Used to store a value representing whether or not to include expired vaccines in the selected report.
Vaccine
Character
8
0
Used to store a value for a vaccine to be included in the selected report
Fundcode
Character
1
0
Used to store a selected fund code value for the report.
Dose
Numeric
1
0
Used to store a minimum dose amount for the selected report
Active
Character
1
0
Used to store a value designating active/inactive/all records for the given report
City
Character
20
0
Used to store a value for city used as selection criteria for the particular report
Ordby
Character
100
0
Contains a string value corresponding to the order by clause in the sql command for the particular report.
Status
Character
3
0
Used to store a selected status code value for the report selected
Cat4
Character
10
0
When available, stores a value of category 4 for report selection criteria.  This value corresponds to a user defined field created during setup.
Cat5
Character
10
0
When available, stores a value of category 5 for report selection criteria.  This value corresponds to a user defined field created during setup.
Indexes – NONE
DBLIST – Database Reference Table
This database contains a list of tables maintained by the Data Doctor utility in VACMAN.  Aside from the names of each table, there is a field containing information used by the utility to determine support actions required for the table in question.  Below are the field name, type, length. Dec., and description:
Descrip
Character
35
0
A brief description of what the table is used for.
Dbname
Character
8
0
Name of the table
Support
Character
8
0
A series of values used by the data doctor utility to determine what actions are to be taken with each table
Indexes - NONE

DISTHIST – History of Distributions
This database is maintained by import/export utilities to record distributions from project depots and returns from providers.  Data is added when the export – move option is selected for distribution from project depot data.  If exported data is re-imported, the records are removed from and the matching lots table records are adjusted.  A new record is entered into distrib.  Below are the field name, type, length. Dec., and description:
Input
Date
8
0
Input date – from original distrib record
Xmitdate
Date
8
0
Transmit date – from the original distrib record
Dateout
Date
8
0
Date depends on the code in the ACTION field .  Dates are:
1 - date shipment is actually shipped to the provider
2 - date vaccine is returned. Not applicable as of v4.0.
Note: Other action codes found in distrib are not recorded to the disthist table
PIN
Character
6
0
Provider identification number – from the distrib table
FromPIN
Character
6
0
Definition of this PIN depends on the code in the ACTION field.  Definitions are:
1 – sending project/depot PIN for distribution of inventory
2 – Project/depot PIN to which the provider is reporting
Note: Other action codes found in distrib are not recorded to the disthist table and research pass history on vaccine orders.
Action
Numeric
2
0
Action code (see the ACTION field in ACTREF.DBF) to identify the type of transaction.  Codes are:
1 - vaccine sent from the project to a provider
2 – usable vaccine returned by the provider. Not applicable as of v4.0.
Note: Other action codes found in distrib are not recorded to the disthist table
Lot
Character
15
0
Manufacturer’s lot number
Ordsize
Numeric
2
0
Not used
Vaccine
Character
8
0
Name of vaccine from the distrib table.
Units
Numeric
8
0
Number of vials
Doses
Numeric
8
0
Number of doses
Fdose1
Numeric
8
0
Prior to version 3.0: Number of doses assigned to VFC funds
Fdose2
Numeric
8
0
Prior to version 3.0: Number of doses assigned to G317 funds
Fdose3
Numeric
8
0
Prior to version 3.0: Number of doses assigned to state/other funds
Seekid
Numeric
9
0
Unique id assigned to a distrib record when the action code is 1.  Value is imported from distrib table
Cdcpo
Numeric
10
0
Not used
Status
Character
2
0
Imported from the distrib table.  For action code 1 ‘Re’ means the material was received
Shipdate
Date
8
0
Not used
Orddose
Numeric
8
0
Not used
Indexes
Tag Name
Key
ACTION
ACTION
FROMPIN
FROMPIN
LOT
LOT
VACCINE
VACCINE 
DISTOVER – Vaccine Quantity Overrides
This database contains information about vaccine overrides.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000. Below are the field name, type, length. Dec., and description:
 Input
Date
 8
0
Date the override record is entered in the database.  This can be earlier or later than the date of shipment.
PIN
Character
 6
0
Provider identification number.  This number must be in the PIN field in PROVIDER.DBF.  This field is right‑justified.
Action
Numeric
 2
0
Action code.  Used in DISTRIB.DBF to identify the type of transaction.  Codes are:
1 – vaccine sent from the project to a provider
9 – vaccine order transmitted to vaccine distribution center
Vaccine
Character
 8
0
Short name for vaccine type.  This name must be in the VACCINE field in STOCK.DBF.
Doses
Numeric
 8
0
Number of doses
Elig_kids
Numeric
6
0
Number of children eligible for vaccine.  This field is assigned information from the PROVIDER.DBF record for the associated PIN.
Reason
Character
50
0
Description for the override action
Indexes - NONE
DISTRIB – Vaccine Distributions List
This database contains information about vaccine distributions to providers, vaccine returned by providers, and vaccine reported as wasted by providers.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.
This database can have information imported to it or exported from it using the Import Data or Export Data functions on the Utilities tab.
Note: VACMAN 4.0 does not require that projects distribute vaccine from their depots, as in previous versions of VACMAN. VACMAN 4.0 does allow projects to view historical distribution data, and you can continue to export and import historical project distribution records that existed prior to installation of VACMAN 4.0.   Below are the field name, type, size. Dec., Required, distrib.dbf-Field Description:
Rectype
Numeric
 1
0
Record type. Codes are:
1 - Bulk order (manufacturer to distributor; state-funded order).
2 - Direct ship order (manufacturer to provider).
3 – Non-CDC inventory (manufacturer or distributor, to distributor or project; state-funded order). Not applicable as of VACMAN v4.0; subsequent distribution is via Provider Order. 
4 – Return viable vaccine (provider to depot). Not applicable as of v4.0.  
5 – Provider order (distributor to provider).
Input
Date
 8
0
X
Date the record is entered into the database.  Value can be up to five years prior to the current date, or up to one year from the value in the Date Out field.
Xmitdate
Date
 8
0
Transmit date. Not in use.
Dateout
Date
 8
0
X
Date out; date of the code in the Action field in ACTREF.dbf.  Codes are:
1 - date shipment is actually shipped to the provider
2 - date vaccine is returned
3 thru 7, 11, 12 - date vaccine is reported spoiled, expired, or lost/damaged
8 - date vaccine is shipped
9 - date vaccine order is transmitted
PIN
Character
 6
0
X
Provider identification number.  This is the recipient of the vaccine.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider.  This field is right‑justified.
FromPIN
Character
 6
0
X
From PIN. This identification must exist in the VACMAN system, and the referenced PIN must be active. Value depends on the code in the Action field in ACTREF.dbf.  The action codes and applicable From PINs are:
1 – PIN for project/depot that is sending inventory for distribution
2 thru 7, 11, 12 –  PIN for project/depot to which the provider is reporting
8 – PIN of provider who is transferring vaccine
9 – PIN of a central vaccine distribution center
Action
Numeric
 2
0
X
Transaction code; identifies the type of transaction. Codes are:
1 - vaccine sent from the project to a provider. Not applicable as of v4.0.
2 – usable vaccine returned by the provider. Not applicable as of v4.0.
3 – vaccine spoiled for a reason other than improper storage upon receipt or refrigerator failure.
4 - expired vaccine.
5 – vaccine was lost or damaged during shipment to the provider.
6 – vaccine was improperly stored upon receipt and spoiled.
7 – refrigerator failed and the vaccine spoiled.
8 – usable vaccine transferred from one provider to another.
11 – vaccine was lost or cannot be accounted for in the provider inventory.
12 – vaccine was not usable for some reason other than spoiled, expired, or lost/damaged.
Lot
Character
15
0
Manufacturer’s lot number.  
Ordsize
Numeric
 4
0
Order size. 
Vaccine
Character
 8
0
X
Short name for vaccine type.  This name must be in the Vaccine field in STOCK.dbf. 
Units
Numeric
 8
0
X
Number of vials. Must be an even multiple of doses/size. 
Doses
Numeric
 8
0
X
Number of doses. Value cannot be greater than the number of doses available.
Fdose1
Numeric
 8
0
Funding dose 1. Prior to version 3.0:  Number of doses assigned to VFC funds.
Fdose2
Numeric
 8
0
Funding dose 1. Prior to version 3.0:  Number of doses assigned to G317 funds.
Fdose3
Numeric
 8
0
Funding dose 1. Prior to version 3.0:  Number of doses assigned to State/other funds.
SeekID
Numeric
 9
0
Sequence (“seek”) ID. Unique number assigned to this record when the code in the Action field = 1.  If the code in the Action field is not 1, this field must be blank.
Cdcpo
Numeric
10
0
CDC Purchase Order number. 
Status
Character
 2
0
Quick reference to distribution type.  Codes are:
    Di – Distribution from project depot
    Re – Return to project depot 
    Sp – Report of spoiled vaccine
    Ex – Report of expired vaccine
    Lo – Lost or missing vaccine
    Im – Improper storage
    Fa – Spoilage due to refrigerator failure
    Tr – Transfer between providers
    Ac – Cannot be accounted for
    Us – Unusable vaccine
    Aj – Inventory Adjustment
Shipdate
Date
 8
0
Ship date. 
Orddose
Numeric
 8
0
Order dose. 
Shipped
Numeric
 1
0
Code indicating whether the vaccine shipped has actually been shipped.  Codes are:
1 – vaccine has been shipped
0 – vaccine has not been shipped (leave field blank)
Notes
Character
25
0
Optional information.  Special information about the vaccine shipment that can be included on the Shipping Invoice.
Chgdate
Date
 8
0
Change date. Date the record was last changed.
Userid
Character
 8
0
ID of the user who last changed the record.  The ID is copied from the Security profile.
Distid
Integer
4
0
Distribution ID. Unique ID for each distribution record.  
Note:  This is primary key for the distribution table and must not be altered in any way.
Indexes
Tag Name
Key
DATEOUT
DATEOUT
DATPINVAC
SYS(11,DATEOUT)+PIN+VACCINE
DELETED
DELETED()
FPINDATVAC
FROMPIN+PIN+SYS(11,DATEOUT)+VACCINE
FROMPIN
FROMPIN
INPUT
INPUT
INVACPIN
SYS(11,INPUT)+PIN+VACCINE
LOT
LOT
MULTI
ALLTRIM(STR(ACTION))+SYS(11,DATEOUT)+FROMPIN+PIN+VACCINE+LOT
PIN
PIN
PINDATVAC
PIN+SYS(11,DATEOUT)+VACCINE
SEEKID
SEEKID
VACCINE
VACCINE
VACLOT
VACCINE+LOT
ACTION
ACTION
DOSESADM – History of Doses Administered
This database contains information about doses administered by providers.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.
This database can have information imported to or exported from it using the Import Data or Export Data functions on the Utilities tab.  Text below is the field name, type, size, Dec., Req’d, and dosesadm.dbf – Field Description:
ADATE
Date
8
0
X
Last day of the period (such as month or quarter) being reported.
PIN
Character
 6
0
X
Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider.  This field is right‑justified.
Sector
Numeric
1
0
Code for vaccine sector type.  Codes are:
1 - public provider doses
2 - private provider doses
Vaccine
Character
8
0
X
Short name for vaccine types.  This name must be in the Vaccine field in PVACCREF.dbf.
Position
Numeric
2
0
Source code for the re-defined age categories.  Codes are:
1 - re-defined, post-1998 age categories 
blank - original, pre-1998 age categories
Dose
Numeric
1
0
X
Number of doses in the series for a vaccine (1st dose, 2nd dose, etc.)
G1 Numeric
7
0
Number of doses administered to age category 1 (less than 1 year of age)
G2
Numeric
7
0
Number of doses administered to age category 2 (1 year of age)
G3
Numeric
7
0
Number of doses administered to age category 3 (2 years of age)
G4
Numeric
7
0
Number of doses administered to age category 4 (3 – 4 years of age)
G5
Numeric
7
0
Number of doses administered to age category 5 (5 years of age)
G6
Numeric
7
0
Number of doses administered to age category 6 (6 – 9 years of age)
G7
Numeric
7
0
Number of doses administered to age category 7 (10 – 14 years of age)
G8
Numeric
7
0
Number of doses administered to age category 8 (15 – 19 years of age)
G9
Numeric
7
0
Number of doses administered to age category 9 (20 – 24 years of age)
G10
Numeric
7
0
Number of doses administered to age category 10 (25 – 44 years of age)
G11
Numeric
7
0
Number of doses administered to age category 11 (45 – 64 years of age)
G12
Numeric
7
0
Number of doses administered to age category 12 (65 years of age or greater)
G13
Numeric
7
0
Number of doses administered to age category 13 (unknown age)
Rowtot
Numeric
10
0
Total number of doses administered for age categories 1 – 13
Dauzr1
Numeric
7
0
First optional user-defined field.  This field is assigned on the Setup tab – Define Names screen.  This field can be used for project analysis in doses administered data and related reports.  The name must be in the Uzr1da  field in OWNREF.dbf.
Dauzr2
Numeric
7
0
Second optional user-defined field.  .  This field is assigned on the Setup tab – Define Names screen. This field can be used for project analysis in doses administered data and related reports.  The name must be in the Uzr2da field in OWNREF.dbf.
Dauzr3
Numeric
7
0
Third optional user-defined field. This field is assigned on the Setup tab – Define Names screen. This field can be used for project analysis in doses administered data and related reports.  The name must be in the Uzr3da field in OWNREF.dbf.
Chgdate
Date
8
0
Date the record was last changed.
Userid
Character
8
0
ID of the user who last changed the record.  The ID is copied from the Security profile.
Dauzr4
Numeric
7
0
Optional user-defined field.  
Dauzr5
Numeric
7
0
Optional user-defined field. 
Dauzr6
Numeric
7
0
Optional user-defined field.  
Dauzr7
Numeric
7
0
Optional user-defined field. 
Dauzr8
Numeric
7
0
Optional user-defined field. 
Dauzrtot
Numeric
8
0
Total, all DAUZR fields. 
Dosesadmid
Integer
4
0
Unique ID for record. The dosesadmid is the primary key for the dosesadm table and must not be altered; this could prevent the record from matching.

Indexes 
Tag Name
Key
ADATE
ADATE
DATPINVAC
SYS(11,ADATE)+PIN+VACCINE
MULTI
SYS(11,ADATE)+PIN+ALLTRIM(STR(SECTOR))+VACCINE+ALLTRIM(STR(DOSE))
PIN
PIN
PINDATVAC
PIN+SYS(11,ADATE)+VACCINE
PINVACDAT
PIN+VACCINE+SYS(11,ADATE)
VACCINE
VACCINE
ENROLL – Provider Enrollment Reference
This database contains information about VFC-enrollment age groups for providers.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.
This database can have information imported to or exported from it using the Import Data or Export Data functions on the Utilities tab.   The text below is field name (bolded), Type, Size, Dec., Req’d, enroll.dbf – field desription.  
PIN
Character
 6
0
X
Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right‑justified.
The PIN field is the primary key for the enroll table and must not be altered; this could prevent the record from matching.
Agedefine
Character
 6
0
Age group definitions. 
If the value is 1998, age groups are as re-defined in 1998.
If the value is blank, age groups are as defined prior to 1998.
Ensource
Character
10
0
Source code for the enrollment information.  The codes are the same as in the Source Code field in ENROLLSC.dbf.  This field can contain any combination of codes.  Codes are:
A - benchmarking data
B - Medicaid claims data
C - provider encounter data
D - registry data
E - vaccine replacement data
F - doses administered data
G - prior ordering data
Z – other
Allkids1
Numeric
 7
0
X
Total children under 1 year of age receiving immunizations. The sum of VFCkids1, G317kids1, and Statekids1 must be less than or equal to the total for Allkids1.
This data is maintained on the VACMAN Enrollment screen.
Medicaid1
Numeric
 7
0
Number of children under 1 year of age qualifying for Medicaid
Uninsured1 
Numeric
 7
0
Number of children under 1 year of age uninsured for health care
Amindian1
Numeric
 7
0
Number of American Indian and Alaskan Native children under 1 year of age
Fqhc_rhc1
Numeric
 7
0
Number of children under 1 year of age underinsured (no coverage for immunizations) AND are served in a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC)
Vfckids1
Numeric
 7
0
X
Total children under 1 year of age who are VFC eligible.  This amount should equal the number in the MEDICAID1, UNINSURED1, AMINDIAN1, and FQHC_RHC1 fields.
G317kids1
Numeric
 7
0
X
Number of children under 1 year of age not eligible for VFC vaccines, but eligible to receive free vaccines through direct assistance or G317 funds.
Statekids1
Numeric
 7
0
X
Number of children under 1 year of age not eligible for VFC vaccines, but eligible to receive free vaccines through state/other funds.
Allkids2
Numeric
 7
0
X
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Total children in age group receiving immunizations. The sum of VFCkids2, G317kids2, and Statekids2 must be less than or equal to the total for Allkids2.
This data is maintained on the VACMAN Enrollment screen.
Medicaid2
Numeric
 7
0
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group qualifying for Medicaid
Uninsured2
Numeric
 7
0
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group uninsured for health care
Amindian2
Numeric
 7
0
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of American Indian and Alaskan Native children in age group
Fqhc_rhc2
Numeric
 7
0
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group underinsured (no coverage for immunizations) AND are served in a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC)
Vfckids2
Numeric
 7
0
X
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Total number of children in age group who are VFC eligible.  This amount should equal the number in the MEDICAID2, UNINSURED2, AMINDIAN2, and FQHC_RHC2 fields.
G317kids2
Numeric
 7
0
X
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group not eligible for VFC vaccines, but eligible for free vaccines through distribution of direct assistance or G317 funds.
Statekids2
Numeric
 7
0
X
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group not eligible for VFC vaccines, but eligible for free vaccines through State/other funds.
Allkids3
Numeric
 7
0
X
Total children 7-18 years of age receiving immunizations. The sum of VFCkids3, G317kids3, and Statekids3 must be less than or equal to the total for Allkids3.
This data is maintained on the VACMAN Enrollment screen.
Medicaid3
Numeric
 7
0
Number of children 7-18 years of age qualifying for Medicaid
Uninsured3
Numeric
 7
0
Number of children 7-18 years of age uninsured for health care
Amindian3
Numeric
 7
0
Number of American Indian and Alaskan Native children 7-18 years of age
Fqhc_rhc3
Numeric
 7
0
Number of children 7-18 years of age underinsured (no coverage for immunizations) AND are served in a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC)
Vfckids3
Numeric
 7
0
X
Total children 7-18 years of age who are VFC eligible.  This amount should equal the number in the MEDICAID3, UNINSURED3, AMINDIAN3, and FQHC_RHC3 fields.
G317kids3
Numeric
 7
0
X
Number of children 7-18 years of age not eligible for VFC vaccines, but eligible to receive free vaccines through direct assistance or G317 funds.
Statekids3
Numeric
 7
0
Number of children 7-18 years of age not eligible for VFC vaccines, but eligible to receive free vaccines through State/other funds.
Allkids4
Numeric
 7
0
X
Optional user-selected field.  Total of children over 18 years of age receiving immunizations. The sum of VFCkids4, G317kids4, and Statekids4 must be less than or equal to the total for Allkids4.
This data is maintained on the VACMAN Enrollment screen.
Medicaid4
Numeric
 7
0
Optional user-selected field.  Number of children over 18 years of age qualifying for Medicaid
Uninsured4
Numeric
 7
0
Optional user-selected field.  Number of children over 18 years of age uninsured for health care
Amindian4
Numeric
 7
0
Optional user-selected field.  Number of American Indian and Alaskan Native children over 18 years of age
Fqhc_rhc4
Numeric
 7
0
Optional user-selected field.  Number of children over 18 years of age underinsured (no coverage for immunizations) AND are served in a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC)
Vfckids4
Numeric
 7
0
X
Optional user-selected field.  Total children over 18 years of age who are VFC eligible.  This amount should equal the number in the MEDICAID4, UNINSURED4, AMINDIAN4, and FQHC_RHC4 fields.
G317kids4
Numeric
 7
0
X
Optional user-selected field.  Number of children over 18 years of age not eligible for VFC vaccines, but eligible to receive free vaccines through direct assistance or G317 funds.
Statekids4
Numeric
 7
0
Optional user-selected field.  Number of children over 18 years of age not eligible for VFC vaccines, but eligible to receive free vaccines through State/other funds.
Chgdate
Date
 8
0
Date the ENROLL record was last updated by the project.
Userid
Character
 8
0
User ID of person adding or editing the ENROLL record.  The ID is copied from the Security profile.
Other1
Numeric
7
0
Optional.  
Other2
Numeric
7
0
Optional.  
Other3
Numeric
7
0
Optional.  
Other4
Numeric
7
0
Optional.  
Lastname
Character
35
0
Optional.

Indexes
Tag Name
Key
ENSOURCE
ENSOURCE
PIN
PIN
PINAGE
PIN+AGEDEFINE

ENROLLSC – Source Code Reference for Enroll Table
This database contains information about the ENSOURCE field in ENROLL.DBF.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.   Text below is the field name, type, length, Dec., and Description.
Sourcecode
Character
 1
0
Source code for the enrollment information.  Codes are:
A - benchmarking data
B - Medicaid claims data
C - provider encounter data
D - registry data
E - vaccine replacement data
F - doses administered data
G - prior ordering data
Z – other
Sourcename
Character
30
0
Description of the code set up in the ENSOURCE field.
ERRORS – Software Error Log
This database receives a record whenever there is an error detected within VACMAN.  A record entry contains the name of the program or screen that was executed, the line of code that caused the error, the memory variables and program settings at the time of the error and a listing of the tables in use at the time.  Text below is the field name (bolded), type, length, Dec., and description.
Errornum
Numeric
4
0
Standard FoxPro error number
Errormsg
Character
40
0
Error message displayed to the user at the time of the error
Errorlin
Numeric
6
0
Line number executed at the time of the error
Codeline
Character
80
0
Standard error message displayed by FoxPro – related to the Errornum field above.
Errorpgm
Character
100
0
Calling program that was active at the time of the error.
Detail
Memo
10/4
0
A memo field containing in-depth information about the error.  Includes all of the information from the other fields and information about various program settings, memory variables and their values, tables open, etc.
Note:  Length may be 4 or 10 depending on original source of the table.
Indexes - NONE
FILTER – Filter Tool Settings Reference
This database saves information about the settings of the filter tool when a particular form was last activated.
Text below is organized by the following fields:
Field Name (bolded)
Type
Length
Dec.
Description
Firstd
Date
8
0
Stores the beginning date for the filter setting
Lastd
Date
8
0
Stores the ending date for the filter setting
Ffrompin
Character
6
0
Stores the beginning PIN number for the pin range setting in the filter tool
PIN
Character
6
0
Stores the ending PIN number for the pin range setting in the filter tool
Lastpin
Character
6
0
Same as the PIN field
Lot
Character
15
0
Stores the lot number filter setting
Vaccine
Character
8
0
Stores the vaccine value for the filter setting
Form
Character
25
0
Stores the name of the form against which the filter setting is applied.
Indexes - NONE

FUNDADJ – Funding Adjustments
This database contains information about the adjustment transactions for funding codes.  There is a one-to-many relationship between Funding and FundAdj.  There may be many FundAdj records for one Funding record.  The field are by:
Field Name (bold)
Type
Length
Dec.
Description
Fundcode
Character
 1
0
Funding codes.  See Funding.dbf.
Transdate
Date
 8
0
Date of funding adjustment transaction.
Descript
Character
35
0
Description of this adjustment transaction.
Adjustment
Numeric
 12
0
Amount of adjustment (in whole dollars).  Enter a minus sign (‑) to subtract the amount.
Applied
Logical
1
0
Indicates that the adjustment was applied
Userid
Character
8
0
User id of person making the funding adjustment entry
Chgdate
Date
8
0
Date of change
Indexes 
Tag Name
Key
FUNDCODE
FUNDCODE
FUNDING – Vaccine Funding Reference

This database contains information about the grant funding for vaccines.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  The following text is listed by:
Field Name (bolded)
Type
Length
Dec.
Description

Fundcode
Character
 1
0
Funding codes.  The first 3 codes are set by CDC.  An unlimited number of other codes can be defined.  Use the Funding screen under Setup Main Menu to change certain information on the 3 CDC codes and to define additional codes.  Codes already set are:
1 - VFC funds
2 - G 317 funds
3 - State funds
Shortname
Character
 8
0
Short description of funding code set up in the FUNDCODE field
Amountdate
Date
 8
0
Project use only - Date the amount entered in the AMOUNT field is first available for use.
Amount
Numeric
 12
0
Project use only - Beginning amount (in whole dollars) for the fund.
Orders
Numeric
 12
0
Total amount of funds (in whole dollars) used since the date in the AMOUNTDATE field.
This amount is calculated by VACMAN based on the number of approved doses (NIPORD field in STOCK.DBF) and cost per dose (COST field in STOCK.DBF).
Adjustment
Numeric
 12
0
Project use only.
Amount of all adjustments (in whole dollars) against the amount in the AMOUNT field.  Enter a minus sign (‑) to subtract the amount.  See the FundAdj database table.  The FundAdj table contains the individual records that are summarized for the total adjustment stored here.
Balance
Numeric
 12
0
Amount (in whole dollars) currently available.  VACMAN calculates this amount based on the amounts in the AMOUNT, ORDERS, and ADJUSTMENT fields.
Longname
Character
40
0
Full description of the funding code set up in the FUNDCODE field
Userid
Character
8
0
User id of person making record entry
ChgDate
Date
8
0
‘Date last change to record was made 
PendOrd
Numeric
12
0
‘Number of pending orders in NewOrder table - New to VV 4.0’
Indexes 
Tag Name
Key
FUNDCODE
FUNDCODE
INVOOPTS – Invoice Report Options Reference
This table is used internally by VACMAN to provide criteria for the creation of various shipping invoices that can be printed from the Setup tab – Forms option.  The following text is listed by: 
Field Name (bolded)
Type
Length
Dec.
Description
Report
Character
8
0
Stores name of report form used by the program to generate the invoice.
Formname
Character
40
0
Description of the invoice type
Page1name
Character
20
0
A name value for the first page of the invoice report 
Page2name
Character
20
0
A name value for the second page of the invoice report (optional)
Page3name
Character
20
0
A name value for the third page of the invoice report (optional)
Head1
Character
40
0
A value for a heading on first page of report
Head2
Character
40
0
A value for a heading on second page of report (optional)
Head3
Character
40
0
A value for a heading on third page of report (optional)
Bodyhead
Character
70
0
A heading for the body section of the report
Body1
Memo
10/4
0
Memo field containing optional instructions for the invoice
Body2
Memo
10/4
0
Memo field containing optional instructions for the invoice
Body3
Memo
10/4
0
Memo field containing optional instructions for the invoice
Indexes - NONE
LASTBUP – Audit of database backups
This table is used to record the date and time each backup operation is performed using the backup utility in VACMAN.  The following text is listed by:
Field Name (bolded) 
Type
Length
Dec.
Description
Bupdate
Date
8
0
Date backup was performed
Buptime
Character
8
0
Time the backup was performed
Indexes - NONE
LASTXMIT – Transmissions to CDC Audit Log
This table is used to record the date, time, files and status of each transmission operation is performed in VACMAN.  The following text is listed by:
Field Name (bolded)
Type
Length
Dec.
Description
Date
Date
8
0
Date of transmission
Time
Character
8
0
Time of transmission action
File
Character
12
0
File transmitted or received
Recs
Numeric
6
0
Number of records transmitted
Status
Character
4
0
Status code for the transmission
Indexes 
Tag Name
Key
DATE
DATE
DATETIME
SYS(11,DATE)+TIME
FILE
FILE
LOTS – Vaccine Reference by Lot Number
This database contains information vaccine lots received by the project.  The data in this database is extracted from the Stock (STOCK.DBF)  database.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  The following text is listed by:
Field Name (bolded)
Type
Length
Dec.
neworder.dbf - Field Description

PIN
Character
 6
0
Project/depot identification number.  This number must be in the PIN field in PROVIDER.DBF and assigned to classification codes 30 through 33 (project or depot) for the SECTOR field in SECTOREF.DBF.  This field is right‑justified.
Vaccine
Character
 8
0
Short name for vaccine types.  This name must be in the VACCINE field in STOCK.DBF.
Lot
Character
15
0
Manufacturer's lot number.  The number must be in the LOT field in STOCK.DBF.
Expiry
Date
 8
0
Vaccine expiration date.  If only the month and year are entered, the last day of the month is used.  The date must be in the EXPIRY field in STOCK.DBF.
Maker
Character
 8
0
Vaccine manufacturer’s name.  The name must be in the MAKER field in SUPPLIER.DBF.
Doses
Numeric
 8
0
Total doses received from the manufacturer for this lot number.  This amount should equal the total in the DOSES field as entered in one or more records in STOCK.DBF.
Units
Numeric
 8
0
Total units (vials) received from the manufacturer for this lot number.  This amount should equal the total in the UNITS field as entered in one or more records in STOCK.DBF.
Size
Numeric
4
0
Number of doses per vial/package
Cost
Numeric
 9
4
Cost per dose
Remain
Numeric
 8
0
Number of doses remaining.  Formula used for this calculation:
sum of doses received from manufacturer for this lot number (recorded in stock table),
minus
number of doses distributed (adjusted for stock adjustments and viable doses returned)
Datein
Date
 8
0
Date the project first received the vaccine lot number

Indexes 
Tag Name
Key
DELETED
DELETED()
EXPIRY
EXPIRY
LOT
LOT
PIN
PIN
PINVACLOT
PIN+VACCINE+LOT
REMAIN
REMAIN
SIZE
SIZE
VACCINE
VACCINE 
NEWORDER – New Orders not Transmitted to CDC
This database contains new bulk, direct ship, and provider orders not yet transmitted to CDC. Once these records arrive at CDC, the system moves them from this database to the Stock database table.   See the Rectype field for an explanation of the record types.
All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  
This database can have information imported to or exported from it using the Import Data or Export Data functions on the Utilities tab.  The following text is listed by:
Field Name (bolded)
Type
Size
Dec.
Req'd
neworder.dbf – Field Description

Rectype
Character
 1
0
X
Type of record. Codes are:
1 – Bulk order (manufacturer to distributor; state-funded). Cannot Import into VACMAN.
2 – Direct ship order (manufacturer to provider).
3 – Non-CDC inventory (manufacturer or distributor, to distributor or project; state-funded). Not applicable as of v4.0. 
4 – Return viable vaccine (provider to manufacturer or distributor. Not applicable as of v4.0. 
5 – Provider order (distributor to provider).
PIN
Character
 6
0
X
Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right-justified.
The provider must be eligible to receive direct shipments. Contact, shipping, and address information for the provider on the Data tab – Providers Address screen, must be complete. 
Orddate
Date 
 8
0
X
Date that an order, that is to be transmitted to CDC, was entered.  Value must be no more than 30 days prior to the current date.
This field is optional for non-CDC vaccine orders. 
Ordnum
Character
10
0
Optional field for CDC bulk vaccine orders.  Local order number assigned by the project.  
This field is optional for non-CDC vaccine orders. 
Orddose
Numeric
 8
0
X
Doses. Number of doses ordered for an order that is to be transmitted to CDC.  Must be an even multiple of the package size, per the applicable CDC contract (VACCBULK.dbf).
Value must be equal to the value for the fcode1 (funding code 1) field.
Total varicella order cannot exceed a cost of $25,000. 
This field is optional for non-CDC vaccine orders. 
Ordpin
Character
 6
0
Not used; null.
Ordsize
Numeric
4
0
Number of doses per vial ordered.
Size
Numeric
3
0
X
Number of doses per package, per the applicable CDC contract (VACCBULK.dbf).
Vaccine
Character
 8
0
X
Short name for vaccine types.  
Maker
Character
 8
0
X
Vaccine manufacturer’s name.  The name must be in the Maker field in SUPPLIER.dbf.
Cost
Numeric
 9
4
X
Actual cost per dose, per the applicable CDC contract (VACCBULK.dbf).  This is used in computing the value of inventory and shipments.
Contract
Character
15
0
X
Federal contract number.  Typical form is: 200-95-0001. Value must match the Contract field value in the applicable VACCBULK.dbf table.
Fcode1
Character
 1
0
X
Funding code.  The first three codes are set by CDC.  An unlimited number of other codes can be defined.  Use the Setup tab - Funding screen to change certain information on the three CDC codes and to define additional codes.  Codes are:
1 - VFC funds
2 - G317 funds
3 - State funds
The codes must be in the Fund Code field in FUNDING.dbf. 
Fdose1
Numeric
 8
0
X
Number of doses ordered or received/shipped.
If the code in the Rectype field value is 1 or 3, this field equals the number of doses ordered (ORDDOSE).  Once the vaccine is received, this field is updated to the number of doses received (DOSES).
If the code in the Rectype field value is 2, 4, or 5, this field equals the number of doses ordered (ORDDOSE).  Once the vaccine is shipped, this field is updated to the number of doses shipped (DOSES).
Note
Character
50
0
Notes on this order
Chgdate
Date
 8
0
Date the record was last changed.
Statepo
Character
32
0
State purchase order number entered by the project for state funded orders. If the fcode1 field value is other than 1 or 2, the state P.O. number is required.
Userid
Character
 8
0
ID of the user who last changed the record.  The ID is copied from the Security profile.
Ndcno
Character
16
0
X
Unique number assigned to each vaccine manufacturer. The value must match a record in the VACCBULK.dbf table. 
This field is blank for non-CDC orders.
Exctax
Numeric
 9
4
Future use
Seekid
Numeric
9
0
Unique ID for record; must be blank or record will be rejected. 
Xmitdate
Date
8
0
Transmit date, must be blank or record will be rejected.
 Indexes - NONE
NEXTID – Reference to Unique Key Values
This database is used to maintain the latest values for seekid and other unique key values for various tables.  As new records are added to the tables in question, the number is incremented to always reflect the last value used.  The following text is shown by:
Field Name
Type
Length
Dec.
Description

Ctablename
Character
10
0
A unique name that reflects the table and the id number to be incremented.

Inextid
Integer
4
0
Contains the last number used for the table/field identified by the Ctablename field.

Indexes - NONE
OWNREF – Project Set-Up Reference Table
This database contains information about the project, including names of user-defined categories and entry screen options.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  The following text is displayed by:
Field Name (bold)
Type
Length
Dec.
Description
Project
Character
15
0
CDC assigned value – generally the name of the state
Region
Numeric
 2
0
CDC assigned value
Prabbr
Character
 2
0
CDC assigned value
Installid
Numeric
 2
0
Defines what type of installation of VACMAN has been done.  Values from 1-26 indicate a Production installation. Values from 27 through 36 indicates a Beta installation.
Program
Character
40
0
Complete project/depot name.  The name must be in the LASTNAME field for PIN 999998 in PROVIDER.DBF.
Contact
Character
30
0
Person to contact for questions or problems about vaccine issues.  The contact person must be in the ML_CONTACT field for PIN 999998 in PROVIDER.DBF.
Address
Character
35
0
Mailing address.  The address must be in the ML_ADDRESS field for PIN 999998 in PROVIDER.DBF.
Addres2
Character
35
0
Second line for mailing address.  If a P.O. box is part of the mailing address, enter this on the second address line, otherwise leave this line blank.  The address must be in the ML_ADDRES2 field for PIN 999998 in PROVIDER.DBF.
City
Character
20
0
Mailing address city.  The city must be in the ML_CITY field for PIN 999998 in PROVIDER.DBF.
State
Character
 2
0
Mailing address state.  The state must be in the ML_STATE field for PIN 999998 in PROVIDER.DBF.
Zipcode
Character
10
0
Mailing address ZIP code (5 or 9 digits).  The code must be in the ZIP field in ZIPCODES.DBF and in the ML_ZIPCODE field for PIN 999998 in PROVIDER.DBF.
Phone
Character
14
0
Phone number for the person set up in the CONTACT field.  Field includes parentheses around area code and hyphen after local exchange, for example (404) 555-8245.  The number must be in the PHONE field for PIN 999998 in PROVIDER.DBF.
Extension
Character
 4
0
Extension number for the telephone number in the PHONE field.  The extension must be in the EXTENSION field for PIN 999998 in PROVIDER.DBF.
Fax
Character
14
0
FAX number.  Field includes parentheses around area code and hyphen after local exchange, for example (404) 555-8245.  The number must be in the FAX field for PIN 999998 in PROVIDER.DBF.
Email
Character
40
0
E-mail address of the person set up in the CONTACT field
Namesub
Character
 8
0
User-defined name of the project jurisdictional subdivision (district, county, region, station, area, etc.) under which the provider is grouped.
Dosevial
Character
 5
0
Prior to version 3.0 may contain value of ‘DOSES’ or ‘VIALS’. No longer used in current product release.
Alertdays
Numeric
 4
0
Number of days before expiration when the vaccine becomes short dated.   This field is assigned on the Setup tab – Miscellaneous tab.  This number will trigger the vaccine to be included in the Report of Vaccine Lot Numbers That Will Expire Within xx Days.
Cat1name
Character
10
0
First optional user-defined field.  This field is assigned on the Setup tab – Define Names tab.   This field can be used for project information not served by other fields in the Provider database.  The name is assigned to this category in the CAT1 field in PROVIDER.DBF.
Cat2name
Character
10
0
Second optional user-defined field.  This field is assigned in the Setup tab – Define Names tab.  This field can be used for project information not served by other fields in the Provider database.  The name is assigned to this category in the CAT2 field in PROVIDER.DBF.
Cat3name
Character
10
0
Third optional user-defined field.  This field is assigned in the Setup tab – Define Names tab.  This field can be used for project information not served by other fields in the Provider database.  The name is assigned to this category in the CAT3 field in PROVIDER.DBF
Dalastvacc
Character
1
0
Code indicating whether VACMAN is to automatically enter the previous vaccine entry in Vaccine on the Doses Administered screen, which is accessible from the Data tab.  This field is assigned on the Setup tab - Doses Administered tab. Codes are:
Y - automatically enter the previous vaccine entry
N - do not enter the previous vaccine entry; leave blank
Dasector
Character
1
0
Code indicating whether VACMAN is to enable the Sector field on the Doses Administered screen, which is accessible from the Data tab. This field is assigned on the Setup tab - Doses Administered tab. Codes are:
Y - field is enabled
N - field is not enabled
Dadoseries
Character
1
0
Code indicating whether VACMAN is to enable the Dose in Series field on the Doses Administered screen, which is accessible from the Data tab. This field is assigned on the Setup tab - Doses Administered tab. Codes are:
Y - field is enabled
N - field is not enabled
Daagegrp
Character
1
0
Future use
Tdon
Character
 1
0
Code indicating whether VACMAN is to automatically skip this field for age groups that are not affe cted when entering data on the Doses Administered screen.  This field is assigned on the Setup tab - Doses Administered tab. Codes are:
Y - cursor automatically skips field representing the age groups
N - cursor moves to each field, not skipping any age group
Dose4on
Character
 1
0
Code indicating whether VACMAN is to automatically skip this field for age groups that are not affected when entering data on the Doses Administered screen.  This field is assigned on the Setup tab - Doses Administered tab. Codes are:
Y - cursor automatically skips field representing the age groups
N - cursor moves to each field, not skipping any age group
Mmron
Character
 1
0
Code indicating whether VACMAN is to automatically skip this field for age groups that are not affected when entering data on the Doses Administered screen. This field is assigned on the Setup tab - Doses Administered tab. Codes are:
Y - cursor automatically skips field representing the age groups
N - cursor moves to each field, not skipping any age group
Hibon
Character
 1
0
Code indicating whether VACMAN is to automatically skip this field for age groups that are not affected when entering data on the Doses Administered screen.  This field is assigned on the Setup tab - Doses Administered tab.Codes are:
Y – cursor automatically skips field representing the age groups
N – cursor moves to each field, not skipping any age group
Dtpon
Character
 1
0
Code indicating whether VACMAN is to automatically skip this field for age groups that are not affected when entering data on the Doses Administered screen. This field is assigned on the Setup tab - Doses Administered tab. Codes are:
Y - cursor automatically skips field representing the age groups
N - cursor moves to each field, not skipping any age group
Dtapon
Character
 1
0
Code indicating whether VACMAN is to automatically skip this field for age groups that are not affected when entering data on the Doses Administered screen. This field is assigned on the Setup tab - Doses Administered tab. Codes are:
Y - cursor automatically skips field representing the age groups
N - cursor does not skip any age group
Dosecodes
Character
 5
0
This 5 position field is used to indicate various options selected on the Setup tab - Doses Administered screen. 
The code in position 1 indicates whether the cursor will jump past all age categories to the Unknown age category in the Age Category fields on the Doses Administered screen under Data Main Menu for all providers.  Codes are:
Y - jump past all age categories
blank - do not jump past all age categories
The code in position 2 indicates whether the cursor will jump past all age categories to the Unknown age category in the Age Category fields on the Doses Administered screen under Data Main Menu for private providers only.  Codes are:
Y - jump past all age categories
blank - do not jump past all age categories
The code in position 3 indicates whether the cursor will jump from the 15 - 19/13 - 18 age category to the Unknown age category in the Age Category fields on the Data tab - Doses Administered screen, for all vaccines, except Td.  Codes are:
Y - jump to the Unknown age category from the 15 - 19/13 - 18 age category
blank - do not jump to the Unknown age category from the 15 - 19/13 - 18 age category
The code in position 4 indicates whether the Age Category fields on the Data tab - Doses Administered screen will display in vertical columns or horizontal rows.  Codes are:
Y - vertical columns (default)
N - horizontal rows
The code in position 5 indicates whether or not to display the re-defined age categories for the Age Category fields on the Doses Data tab - Doses Administered screen. 
Codes are:
Y - display the re-defined age categories
N - display the original age categories
Pinvcodes
Character
 5
0
This field is used to indicate various options on the Setup tab – Miscellaneous tab. The code in the first position is the only one used at this time.
The first code indicates whether VACMAN is to enable the Lot Number field on the Provider Inventory screen under Data Main Menu  for input.  Codes are:
Y - field is enabled
N - field is not enabled
Uzr1da
Character
10
0
First optional user-defined field.  This field is assigned on the Setup tab- Define Names tab.  This field can be used for project analysis in doses administered data and related reports.  This name must be in the DAUZR1 field in DOSESADM.DBF.
Uzr2da
Character
10
0
Second optional user-defined field. This field is assigned on the Setup tab- Define Names tab. This field can be used for project analysis in doses administered data and related reports.  This name must be in the DAUZR2 field in DOSESADM.DBF.
Uzr3da
Character
10
0
Third optional user-defined field. This field is assigned on the Setup tab- Define Names tab. This field can be used for project analysis in doses administered data and related reports.  This name must be in the DAUZR3 field in DOSESADM.DBF.
Nameuzr
Character
10
0
Optional user-defined field.  This field is assigned on the Setup tab- Define Names tab. This field can be used for project information where existing identifier codes may not be served by other fields in STOCK.DBF.
Lastupd
Date
 8
0
CDC assigned date
Lstworseek
Numeric
 9
0
CDC use only.  Last number in the SEEKID field in DISTRIB.DBF assigned to the vaccine distribution order.
Lstmorseek
Numeric
9
0
CDC use only.  Last number in the SEEKID field in STOCK.DBF assigned to the bulk order.
Setformula
Character
 1
0
No longer used
Pct317pub
Numeric
 3
0
Percentage used to compute the number of non-VFC children eligible for 317 Grant vaccines with public providers.  This field is assigned on the Setup tab – Enrollment tab..
Pct317pri
Numeric
 3
0
Percentage used to compute the number of non-VFC children eligible for 317 Grant vaccines with private providers.  This field is assigned on the Setup tab – Enrollment tab.
Pctlocpub
Numeric
 3
0
Percentage used to compute the number of non-VFC children eligible for non-VFC and non-317 Grant vaccines with public providers This field is assigned on the Setup tab – Enrollment tab.
Pctlocpri
Numeric
 3
0
Percentage used to compute the number of non-VFC children eligible for non-VFC and non-317 Grant vaccines with private providers.  This field is assigned on the Setup tab – Enrollment tab.
Calc317
Character
 1
Code indicating whether VACMAN is to automatically calculate the number of children in each G317 enrollment age group.  The age group fields are on the VFC-Related Enrollment Data screen under Data/Provider Main Menu.  This field is assigned on the Setup tab – Enrollment tab. Codes are:
Y - automatically calculate the number of children
N - do not calculate the number of children; leave blank
Calcloc
Character
 1
Code indicating whether VACMAN is to automatically calculate the number of children in each State enrollment age group.  The age group fields are on the VFC-Related Enrollment Data screen  under Data/Provider Main Menu.  This field is assigned on the Setup tab – Enrollment tab.  Codes are:
Y - automatically calculate the number of children
N - do not calculate the number of children (leave field blank)
Aidname
Character
10
0
Optional field.  User-defined secondary identifiers (state ID) where existing identified codes may not be served by other fields in the Provider database.  This field is assigned on the Setup tab – Define Names tab.
Rdate1
Date
 8
0
January 1 for the current year.  Starting date (see RDATE2 for the ending date) for time period to compare the amount of vaccine predicted or allocated and the amount of vaccine actually sent.  VACMAN performs this comparison when you enter vaccine ordering information using the Distribution From Project Depot Inventory screen under Data/Distribution Main Menu.  This is also the starting date of the vaccine summary information displayed when you click on the $$ button on the Bulk Orders via CDC screen under Data/Bulk Orders & Inventory Main Menu. 
This field is updated at the end of each year by VACMAN.
Rdate2
Date
 8
0
December 31 for the current year.  Ending date (see RDATE1 for the starting date) for time period to compare the amount of vaccine predicted or allocated and the amount of vaccine actually sent.  VACMAN performs this comparison when you enter vaccine ordering information using the Distribution From Project Depot Inventory screen under Data/Distribution Main Menu.  This is also the ending date of the vaccine summary information displayed when you click on the $$ button on the Bulk Orders via CDC screen under Data/Bulk Orders & Inventory Main Menu. 
This field is updated at the end of each year by VACMAN.
Distdupon
Character
 1
0
Code indicating whether or not to display a warning message if duplicate distribution data are entered.  This value is assigned on the Setup tab – Miscellaneous tab.  Distribution data is duplicated if 2 or more records are entered with the same input date, provider PIN, and vaccine.  Codes are:
Y - display a warning message if enter duplicate distribution data
N - do not display a warning message if enter duplicate distribution data
Dialout
Character
20
0
All the numbers needed to place an outside call on the phone line used by the modem to call CDC.  These numbers are dialed before the actual telephone number with area code.  Commas and/or spaces can be used. 
Author
Character
20
0
All the numbers needed to authorize a long distance call on the phone line used by the modem to call CDC.  These numbers are dialed after the actual telephone number with area code.  Commas and/or spaces can be used. 
Enab_ndc
Character
 1
0
No longer used
Enab_merck
Character
 1
0
Code indicating whether to enable direct shipment of frozen vaccine from manufacturers to providers.  This value is assigned on the Setup tab – Miscellaneous tab.  Codes are:
Y - enable direct ship orders
N - do not enable the direct ship order screen
Enab_bulk
Character
 1
0
Code indicating whether to enable the Bulk Orders via CDC screen under Data/Bulk Orders & Inventory Main Menu for input.  This field is assigned using the Inventory & Distribution screen under Setup/Other Main Menu.  Codes are:  
Y - enable screen
N - do not enable screen
Enab_oth1
Character
1
0
Future use
Enab_oth2
Character
 1
0
Future use
Pinpopord
Character
 5
0
Code indicating the order providers are displayed on the pop-up screen that is shown for all provider fields.  This value is assigned on the Setup tab – Miscellaneous tab.  Codes are:
1 - providers are displayed in name order
2 - providers are displayed in PIN order
3 - providers are displayed in order of the [Additional Provider ID] (code assigned on the Setup tab – Define Names tab)
Enroll  
Character
10
0
Code indicating whether VACMAN is to enable the 4th VFC enrollment age group (over 18 years of age) fields on the VFC-Related Enrollment Data screen under Data/Providers Main Menu for input.  This field is assigned using the VFC Enrollment Options screen under Setup/Other Main Menu.  Codes are:
GROUP4 - enable the fields for input
blank - do not enable the fields
Ensource
Character
10
0
User-selected default codes that are displayed in the VFC-Related Enrollment Data screen under Data/Providers Main Menu.  The codes are selected using the VFC Enrollment Options screen under Setup/Other Main Menu.  You can have any combination of codes in this field.
The codes are listed in the SOURCECODE field in ENROLLSC.DBF.
Udphysid
Character
10
0
Optional user-defined ID field.  This field is assigned using the User-Defined Names screen under Setup/Other Main Menu.  This field can be used as an additional ID for a physician.  This name is assigned to this category in the PHYSID field in PHYSICN.DBF.
Udother1
Character
10
0
First optional user-defined field.  This field is assigned using the User-Defined Names screen under Setup/Other Main Menu.  This field can be used for additional ID for a physician.  This name is assigned to this category in the OTHER1 field in PHYSICN.DBF.
Udother2
Character
10
0
Second optional user-defined field.  This field is assigned using the User-Defined Names screen under Setup/Other Main Menu.  This field can be used for additional ID for a physician.  This name is assigned to this category in the OTHER2 field in PHYSICN.DBF.
Version
Character
 5
0
Version of VACMAN installed.  On startup, VACMAN populates the global variable Version_No with this value.  This is also used to ensure that the data set available to the program is not formatted for a later version of the executable than the one which is running.
Dbdrive
Character
 1
0
Data drive letter
Cat4name
Character
10
0
Optional user-defined field.  
Cat5name
Character
10
0
Optional user-defined field.  
Uzr4da
Character
10
0
Optional user-defined field.  
Uzr5da
Character
10
0
Optional user-defined field.  
Uzr6da
Character
10
0
Optional user-defined field.  
Uzr7da
Character
10
0
Optional user-defined field.  
Uzr8da
Character
10
0
Optional user-defined field.  
Enrother
Character
10
0
Optional user-defined field.  
Homedir
Character
50
0
Defines the name of the home directory from which the program runs
Datadir
Character
50
0
Contains the path to the data tables for the product
Backupdir
Character
50
0
Path to backup data for the product
Dbversion
Character
10
0
VACMAN database version
Enab_oe
Logical
1
0
Enable or disable order extensions
Recalcok
Logical
1
0
Recalculate Inventory. 
	If True, recalculate is active.
	If False, recalculate is not active.
Indexes – NONE
PHYSICN – Physician Listing
This database contains information about physicians associated with a provider record.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  The text below is listed by:
Field Name (bold)
Type
Length
Dec.
Description
PIN
Character
 6
0
Provider identification number.  This number must be in the PIN field in PROVIDER.DBF.  This field is right‑justified.
Physid
Character
12
0
Optional user-defined ID field.  This field is assigned using the User-Defined Names screen under Setup/Other Main Menu.  This field can be used for ad additional project-defined ID of the physician.  The name assigned to this category is stored in the UDPHYSID field in OWNREF.DBF.
Lastname
Character
20
0
Physician’s last name
Firstname
Character
15
0
Physician’s first name
Initial
Character
 1
0
Physician’s middle initial
Title
Character
 9
0
Physician’s title (such as MD)
Other1
Character
12
0
Optional user-defined field.  This field is assigned using the User-Defined Names screen under Setup/Other Main Menu.  This field can be used for project -needed information about the physician not served by other fields.  The name assigned to this category is stored in the UDOTHER1 field in OWNREF.DBF.
Other2
Character
12
0
Optional user-defined field.  This field is assigned using the User-Defined Names screen under Setup/Other Main Menu.  This field can be used for project -needed information about the physician not served by other fields.  The name assigned to this category is stored in the UDOTHER2 field in OWNREF.DBF.
Medicaidno
Character
12
0
Physician’s Medicaid number
Medlicense
Character
12
0
Physician’s medical license number
Chgdate
Date
8
0
Date the PHYSICN record was last updated by the project.
Userid
Character
8
0
User ID of person adding or editing the PHYSICN record.  The ID is copied from the Security profile.
Addtocount
Numeric
1
0
Stores value for “Add to Physician Count?”.  0 = No, 1 = Yes.  New field for VV 4.0.
Active
Character
1
0
Contains “Y” or “N” to indicate if this is an active record.
Dateactive
Date
8
0
Date that provider’s active status last changed.  New field for VV 4.0.
Physnid
Integer
4
0
Unique ID for record.  New field for VV 4.0.
Indexes
Tag Name
Key
LASTNAME
LASTNAME
MEDICAIDNO
MEDICAIDNO
MEDIPIN
MEDICAIDNO+PIN
MEDLICENSE
MEDLICENSE
PHYSID
PHYSID
PIN
PIN
PROVHAS – Provider Vaccine Inventories
This database contains information about the amount of vaccine inventory for a provider.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.
This database can have information imported to or exported from it using the Import Data or Export Data functions on the Utilities tab.  The following text is described by: 
Field Name (bold) 
Type
Size
Dec.
Req'd
provhas.dbf – Field Description
PIN
Character
 6
0
X
Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right‑justified.
Idate
Date
 8
0
X
Date the inventory was done, usually the last day in a month or quarter (02/28/xx or 12/31/xx).  The date 01/01/01 is valid only as an initial inventory date, not as a periodic inventory date.
Vaccine
Character
 8
0
X
Short name for vaccine types.  This name must be in the Vaccine field in PVACCREF.dbf.
Lot
Character
15
0
Manufacturer’s lot number; optional.  Providers may report inventory by lot number or by vaccine type.
Position
Numeric
 2
0
Not in use.
Doses
Numeric
 8
0
Number of doses reported in inventory for this date and vaccine type (and optionally, lot number).
Chgdate
Date
 8
0
Date the record was last changed.
Userid
Character
 8
0
ID of the user who last changed the record.  The ID is copied from the Security profile.
Provhasid
Integer
4
0
Unique identifier assigned to the record by VACMAN.
The provhasid is the primary key for the provider inventory table and must not be altered; this could prevent the record from matching.
Indexes 
Tag Name
Key
DATPINVAC
SYS(11,IDATE)+PIN+VACCINE
IDATE
IDATE
LOT
LOT
PIN
PIN
PINDATVAC
PIN+SYS(11,IDATE)+VACCINE+LOT
VACCINE
VACCINE
PROVIDER – Provider Listing
This database contains information about the providers and depots.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year.
This database can have information imported to or exported from it using the Import Data or Export Data functions on the Utilities tab.  The following text is listed by:  
Field Name
Type
Size
Dec.
Req'd
provider.dbf – Field Description
PIN
Character
 6
0
X
Provider identification number.  This field is right-justified.
This number is a unique identifier for provider or depots. This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. 
Depots are identified by a value of 30, 31, or 33 in the Sector field of this table.
This is the key field to match providers in this database with providers in the other databases. 
Linkpin
Character
 6
0
X
Provider identification number for a “parent” provider record of the “satellite” provider being displayed.  This is to link the records for enrollment data.
The Sector field in provider table for record matching this value must be between 10 or 29, or must be 32.
Alphaid
Character
15
0
Optional.  User-defined secondary identifiers (state-ID or Medicaid number) where existing identified codes may not be served by other fields in the Provider database.  This field is assigned on the Setup tab - Define Names screen.  
Firstname
Character
15
0
For private providers only.  Private provider’s first name.  Use the Last Name field for a facility name.
Initial
Character
 1
0
For private providers only.  Middle initial of the private provider’s name.  Use the Last Name field for a facility name.
Lastname
Character
35
0
X
Last name of a private provider OR the entire name of a facility.
Title
Character
 9
0
For private providers only.  Suffix or title of the private provider.
Contact
Character
30
0
X
Person to contact for information or questions about vaccine shipments or deliveries.
Address
Character
35
0
X
Provider shipping address for delivery purposes.  This should be the street address.  DO NOT include a P.O. box in this address.
Addres2
Character
35
0
Second line for provider shipping address.  Leave this line blank if not needed to complete the address.
City
Character
20
0
X
Shipping address city
State
Character
 2
0
X
Shipping address state
Zipcode
Character
10
0
X
Shipping address ZIP code (5 or 9 digits).  Value must exist in the ZIPCODE.dbf file.
Ml_contact
Character
30
0
Optional.  Person to contact for questions or problems about vaccine issues.
Ml_address
Character
35
0
Optional.  Provider mailing address other than the street address
Ml_addres2
Character
35
0
Optional.  Second line for provider mailing address.  If a post office box is part of the mailing address, enter this on the second address line, otherwise leave this line blank.
Ml_city
Character
20
0
Optional.  Mailing address city
Ml_state
Character
 2
0
Optional.  Mailing address state
Ml_zipcode
Character
10
0
Optional.  Mailing address ZIP code (5 or 9 digits).  The 5-digit code must be in the ZIP field in ZIPCODES.dbf.
County
Character
15
0
Optional.  County name
Phone
Character
14
0
X
Phone number for the person shown in the Contact field.  Field includes parentheses around area code and hyphen after local prefix; for example (404) 555-8245.
Extension
Character
 4
0
Optional.  Extension number for the telephone number shown in the Phone field.
Fax
Character
14
0
Optional.  FAX number.  Field includes parentheses around area code and hyphen after local prefix; for example (404) 555-8245.
Modem
Character
14
0
Not in use.
Subdiv
Character
15
0
X
User-defined name of the project jurisdictional subdivision (district, county, region, station, area, etc.) under which the provider is grouped.  This field is assigned on the Setup tab - Define Names screen.  The name must be in the Subdiv field in SUBDIV.dbf.
Sector
Numeric
 2
0
X
Provider classification code.  Indicates the type of provider.  The first digit must be:
1 - designates the provider is public
2 - designates the provider is private
3 - designates a project, depot, or other immunization project
The second digit designates whether a private provider is deputized as a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC).  Odd numbers indicate that a private provider is deputized as a FQHC or RHC.
The Sector cannot be 30, 31, or 33.
The code must be in the Sector field in SECTOREF.dbf.
Cat1
Character
10
0
X
First optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  
Cat2
Character
10
0
X
Second optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  
Cat3
Character
10
0
X
Third optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  
Note
 
Character
50
0
Optional; additional information about the provider that is to be included on the shipping label.
The VACMAN Import function generates warning messages if there is no value in this field, or if keyboard characters other than letters or numbers are present.
Active
Character
 1
0
X
Code to indicate whether a provider is active.  Codes are:
Y - active provider
N - inactive provider
S – suspended provider
T – temporary provider
The inactive (N) code maintains the provider in the database, even though the provider does not actively participate in the program.
Codes
Character
10
0
X
Indicates whether a provider is eligible for direct ship.  Codes are:
Y - provider can receive direct ship (frozen) vaccine
blank - provider cannot receive direct ship
Physcount
Numeric
2
0
Future use
Origdate
Date
 8
0
Future use
Other
Character
10
0
Future use
Datevfc
Date
 8
0
X
Date the provider became eligible to participate in the VFC program. Value cannot exceed the current date by more than 30 days.
Createdate
Date
 8
0
Date the provider record was created
Xmitdate
Date
 8
0
Date the provider record was last transmitted to CDC/NIP
Chgdate
Date
 8
0
Change date. Date the provider record was last updated.  For newly added records, this date will be the same as the Create Date.
Userid
Character
 8
0
User ID of person adding or editing provider’s record.  The ID is copied from the Security profile.
Phone2
Character
14
0
Optional.  Additional telephone number to use to contact the provider.  Field includes parentheses around area code and hyphen after local prefix, for example (404) 555-8245.
Email
Character
40
0
E-mail address to contact the provider
Cat4 
Character
10
0
X
Fourth optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  
Cat5 
Character
10
0
X
Fifth optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  
Provtype
Character
1
0
Optional user-defined field.  
Email2
Character
35
0
Email address associated with Mailing address.  
Extension2
Character
4
0
Phone extension associated with Mailing address.  
Fax2
Character
14
0
Second fax number for the provider
Wh_note
Character
50
0
Warehouse notes for packaging.  
Dateactive
Date
 8
0
Date that provider’s active status last changed.  
Datexvfc
Date
 8
0
Date that provider left VFC program.  
Provid
Integer
4
0
Unique ID for record. 
Note:  The Provid field is the primary key for the provider table and must not be altered in any way; this could prevent the record from matching.
Indexes - NONE
PROVMEMO – Provider Notes
This database contains the Provider Memo records.  There is a maximum of one memo record for each provider.  There is a one-to-one relationship between records in this database table and records in the Provider database table.  The relationship uses the PIN field.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  The text below is described by: 
Field Name (Bold)
Type
Length
Dec.
Description
PIN
Character
 6
0
Provider identification number.  This number must be in the PIN field in PROVIDER.DBF. 
Memodate
Date
 8
0
Date the memo was last updated.
Memotime
Character
 5
0
Time the memo was last updated.
Provmemo
Memo
10/4
0
Contains all memo text.  The most recent text is appended at the top.  Memo fields have an undefined length and are stored in a .FPT file.

Indexes 
Tag Name
Key
PIN
PIN
PROVOPTS – Provider Inventory Forms Option Reference
This database contains information used to generate custom messages to be included on provider inventory forms.  The text below is described as: 
Field Name (bolded)
Type
Length
Dec.
Description
Report
Character
8
0
Name of the report form used to generate the actual provider inventory form
Formname
Character
60
0
Used by VACMAN as part of criteria used to produce the form.
Instructs
Memo
10/4
0
Contains the user input instructions to be included on the form

Indexes - NONE
REPDEF – Report Definitions Reference
This database is used and maintained by VACMAN to provide criteria settings and other information to the report library functions that generate the various reports in the product.  The text below is described as: 
Field Name
Type
Length
Dec.
Description
Repname
Character
10
0
Report name used by VV3 to determine which report function to call from the report library
Itmtype
Character
10
0
Used to define functions, data elements, and data selection criteria, ordering of data elements on reports and other criteria used by the product to product the required report
Descript
Memo
10/4
0
Additional parameters used in conjunction with Repname and Itmtype information to generate the report.
Indexes - NONE
REPORTS – Report Execution Commands Reference
This database is used to provide information needed by the product to generate the proper criteria selection screen when a particular report is selected from the VACMAN-at-a-glance screen or from the report options in the VACMAN menu.  The text below is described as: 
Field Name
Type
Length
Dec.
Description
Repname
Character
10
0
Name of the report selected
Winreport
Character
70
0
Command line to be executed when user clicks the continue button on the criteria screen
Date
Date
8
0
Date report last run
Time
Character
5
0
Time report last run
Descript
Character
60
0
Title to be displayed at top of criteria selection screen

Indexes 
Tag Name
Key
DATETIME
SYS(11,DATE)+TIME (DESCENDING)
RPTLOG – Audit of Transmissions - Modem
This database is used and maintained by VACMAN to log transmissions of data to and from CDC.  It primarily records status of various functions initiated by the modem.  This log is not updated when data transmission is conducted via SDN.  The text below is described as: 
Field Name
Type
Length
Dec.
Description
Ldate
Date
8
0
Date entry made
Ltime
Character
8
0
Time entry made
Descrip
Character
30
0
Reason for log entry
Errors
Character
1
0
Contains a value of ‘Y’ or ‘N’ to indicate that an error did or did not occur
Detail
Memo
10/4
0
Sequential log of the current reporting session

Indexes - NONE
SECTOREF – Sector Reference for Provider Table
This database contains information about the SECTOR field in PROVIDER.DBF, the information in this table is NOT maintained by the user, this is a static reference table defined by the CDC.  
All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  the text below is described as: 
Field Name (bolded)
Type
Length
Dec.
Description
Sector
Numeric
 2
0
Sector code.  Indicates the type of provider.  Codes are:
10 - public health department
11 - public health department (as agent of FQHC or RHC)
12 - public hospital
13 - public hospital (as agent of FQHC or RHC)
15 - Federal qualified health center/rural health clinic
16 - other public health agency
17 - other public health agency (as agent of FQHC or RHC)
20 - private practice (individual or group)
21 - private practice (as agent of FQHC or RHC)
22 - private hospital
23 - private hospital (as agent of FQHC or RHC)
24 - other private health agency
25 - other private health agency (as agent of FQHC or RHC)
30 - Immunization project
31 - depot
32 - other Immunization project
33 - private depot
Sectext
Character
45
0
Description of the code set up in the SECTOR field.

Indexes – NONE 
SECURITY – Access Control Table
This database is used to maintain passwords user names and privilege information for users of the product.  The text below is described as: 
Field Name
Type
Length
Dec.
Description
Userid
Character
8
0
User ID code for current VACMAN user
Username
Character
30
0
Name of the user
Password
Character
9
0
User’s password – encrypted
Passdate
Date
8
0
Date password was updated
Seclevel
Character
1
0
User’s security level
Secopts
Character
10
0
Options available to the user – encrypted
Update
Date
8
0
Date record was updated/entered
Update_id
Character
8
0
User id of person who made last change to record
Email
Character
50
0
Email address of the user
Job_func
Character
30
0
Job title or function of the user
Mailclient
Character
40
0
Email client information
Browser
Character
40
0
Optional browser information
Cert_name
Character
50
0
User name/certification name used in CDC communications protocols
Chal_phras
Character
254
0
Challenge phrase used in CDC communications protocols
Indexes - NONE

STATCODE – Status Code Reference for Stock Table
This database contains information about the STATUS field in STOCK.DBF.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  The text below is described as: 
Field Name
Type
Length
Dec.
Description
Status
Character
 2
0
Status code of a bulk vaccine or varicella order transmitted to CDC.  Codes are:
00 - unknown
01 - pending (initial, to be processed)
02 - approved by CDC/NIP
03 - obligated by CDC/FMO
04 - submitted (forwarded to manufacturer)
05 - received in part (RCV record)
06 - received in full (RCV record)
07 - received in excess (RCV record)
08 - Cancelled
09 - held at CDC
10 - shipped in full
11 - reshipment
Statext
Character
40
0
Description of the code set up in the STATUS field.
Indexes 
Tag Name
Key
STATUS
STATUS

STATES – State Name/Abbreviation Reference
This database contains a look up list of states with their abbreviation and their long names.  All fields are in upper case.  The text below is described as: 
Field Name
Type
Length
Dec.
Description
St
Character
 2
0
State abbreviation – i.e. AK = Alaska
Statename
Character
25
0
Spelled out name of state
Indexes 
Tag Name
Key
ST
ST
STATENAME
STATENAME
STOCK – Vaccine Inventory Table
As of v4.0, this database contains historical  information about the vaccine inventory of the project.  This includes bulk vaccine orders already sent to CDC (once receipt data is entered, it becomes part of inventory); direct ship and provider orders already sent to CDC (these records never become part of inventory); and other non-CDC inventory records (these are part of inventory).  See the RecType field for an explanation of these record types.  
All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.
Also see NewOrder.dbf.  Most Stock records originate from the NewOrder database table. The text below is described as:
Field Name (bolded)
Type
Size
Dec.
Req'd
stock.dbf – Field Description
Rectype
Character
 1
0
X
Type of record. Codes are:
1 - Bulk order (manufacturer to distributor; state-funded). Cannot Import into VACMAN.
2 - Direct ship order (manufacturer to provider).
3 – Non-CDC inventory (manufacturer or distributor, to distributor or project; state-funded). Not applicable as of v4.0. 
4 – Return viable vaccine (provider to manufacturer or distributor). Not applicable as of v4.0.
5 – Provider order (distributor to provider). 
PIN
Character
 6
0
X
Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right-justified.
The provider must be eligible to receive direct shipments. Contact, shipping, and address information for the provider on the Data tab - Providers Address screen, must be complete. 
Orddate
Date
 8
0
X
Date that an order, that is to be transmitted to CDC, was entered.  Value must be within 30 days of the current date. 
This field is optional for non-CDC orders. 
Ordnum
Character
10
0
Optional field for CDC bulk vaccine orders.  Local order number assigned by the project.  
This field is optional for non-CDC orders. 
Orddose
Numeric
 8
0
X
Number of doses ordered for an order that is to be transmitted to CDC.  Total order cannot exceed a cost of $25,000. Must be an even multiple of the package size, per the applicable CDC contract (VACCBULK.dbf). 
This field is optional for non-CDC orders. 
Xmitdate
Date
 8
0
Date that an order was transmitted to CDC.  
This field is optional for non-CDC orders. 
Datein
Date
 8
0
If the code in the Rectype field is 1 or 3, this is the date the project received the vaccine order. 
If the code in the Rectype field is 2, 4, or 5, this is the date the manufacturer/distributor shipped the order.
Rcvxmit
Date
 8
0
Date that receiving information for a CDC vaccine order was transmitted to CDC.  
This field is optional for non-CDC orders. 
Timein
Character
 5
0
Time that the project received the order and placed it in inventory.  There is no distinction between AM and PM hours.  An assumption is made based on standard business hours (for example, 08:00 is 8:00 AM and 06:00 is 6:00 PM.
Signee
Character
25
0
If the code in the Rectype field is 1 or 3, this is the person receiving the vaccine order.
If the code in the Rectype field is 2, 4, or 5, this field is optional.  This information about the order is for project use only.
Vaccine
Character
 8
0
X
Short name for vaccine types.  Values are:
	VAR
	MMR-V 
	FLU 
Units
Numeric
 8
0
Number of vials received for a vaccine order.  The system calculates this field by dividing the amount in the Doses field by the amount in the Size field. 
Size
Numeric
4
0
Number of doses per vial. 
Doses
Numeric
 8
0
The number of doses shipped or received. 
If the code in the Rectype field is 1 or 3, this is the number of doses received.
If the code in the Rectype field is 2, 4, or 5,  this is the number of doses shipped. 
Maker
Character
 8
0
X
Vaccine manufacturer’s name.  Value must match the maker of the vaccine specified per the applicable CDC contract (VACCBULK.dbf).
Lot
Character
15
0
Manufacturer's lot number (number on the outside of the box containing the vaccine). 
Changes to the values in this field should be made to related records in the distribution table. 
Expiry
Date
8
0
Date the vaccine will expire.  If only the month and year are available, use the last day of the month.
Cost
Numeric
 9
4
X
Actual cost per dose, per the applicable CDC contract (VACCBULK.dbf). This is used to compute the value of inventory and shipments.
Contract
Character
15
0
X
Federal contract number of the CDC contract applicable to acquiring the vaccine (VACCBULK.dbf). Typical format is: 200-95-0001.
Fcode1
Character
 1
0
X
Funding code.  The first three codes are set by CDC.  An unlimited number of other codes can be defined.  Use the Setup tab – Funding screen to change certain information on the three CDC codes, and to define additional codes.  The CDC codes are:
1 - VFC funds
2 - G317 funds
3 - State/other funds
The codes must be in the Fund Code field in FUNDING.dbf.
Fdose1
Numeric
 8
0
Prior to version 3.0:  Number of doses assigned to VFC funds.
Fcode2
Character
 1
0
Not in use. 
Fdose2
Numeric
 8
0
Prior to version 3.0:  Number of doses assigned to G317 funds
Fcode3
Character
 1
0
Not in use.
Fdose3
Numeric
 8
0
Prior to version 3.0:  Number of doses assigned to state funds
Uzr
Character
10
0
User-defined field; optional.  This field is assigned using the Setup tab – Define Names screen, in the Additional Inventory field.  Use the field for vaccine receipt information that is not served by other fields. 
Remain
Numeric
 8
0
Indicates the number of shipments received. and which shipment is the current record. Used to track partial shipments (1 of 2, 2 of 2, etc.).
Seekid
Numeric
 9
0
Unique, system-generated number assigned to this record when the order is transmitted to CDC.  
This field is optional for non-CDC orders. 
Cdcpo
Numeric
10
0
Purchase order (delivery order) number assigned by CDC when a transmitted order is approved by CDC.  This field is blank for non-CDC orders, and can be used to store a state/local purchase order number.
Podate
Date
8
0
CDC purchase order date; the date when the transmitted order is approved, and assigned a purchase order number, by CDC.  
This field is optional for non-CDC orders. 
Nipord
Numeric
 8
0
Number of doses approved by CDC for a transmitted order. 
This field is optional for non-CDC orders. 
Status
Character
 2
0
Status code for an order that has been transmitted to CDC.  The codes are the same as in the Status field in STATCODE.dbf.  This field is optional for non-CDC orders. Codes are:
00 - unknown
01 - pending (initial status, not yet processed)
02 - approved by CDC/NIP
03 - obligated by CDC/FMO
04 - submitted (forwarded to manufacturer)
05 - received in part (RCV record)
06 - received in full (RCV record)
07 - received in excess (RCV record)
08 - cancelled
09 - held at CDC
10 - shipped in full
11 - reshipment
Note
Character
50
0
Optional.  Special information about the order; for project use only.
Chgdate
Date
 8
0
Date the record was last changed.
Statepo
Character
32
0
X
 State purchase order number entered by the project for state- funded orders. This is required if the fcode1 (funding code) field value is other than 1 (VFC) or 2 (G317).
Userid
Character
 8
0
Identification of the user who last changed the record.  The ID is copied from the Security profile.
Rcvchgdt
Date
 8
0
Date that the lot number or expiration date was last changed for an order record that contains receiving data.
Ordpin
Character
 6
0
X
Original PIN associated with an order record. Must be equal to the value in the PIN field.
Ordsize
Numeric
4
0
Number of doses per vial.  
This field is optional for non-CDC orders. 
Ndcno
Character
16
0
X
National Drug Code (NDC) number. Unique number assigned to each vaccine manufacturer, per the applicable CDC contract (VACCBULK.dbf)
This field is not applicable for non-CDC orders.
Exctax
Numeric
 9
4
Future use 
Addtoinv
Numeric
1
0
Add to inventory?  Codes are: 0 – no; 1 - yes.   
Stockid
Integer
4
0
Stock ID. System-generated unique ID for the stock record.  This is the primary key for the stock table and must not be altered in any way. 
Tracking# 
Character
30
0
Shipment tracking number; optional. 
CarrierID
Character
30
0
Carrier identification; optional. 
Distributor
Character
10
0
Distributor identification
Indexes 
Tag Name
Key
CDCPO
CDCPO
DATEIN
DATEIN
DELETED
DELETED()
DOSES
DOSES
EXPIRY
EXPIRY
LOT
LOT
MAKER
MAKER
ODATEVACC
SYS(11,ORDDATE)+VACCINE+PIN+FCODE1
ORDDATE
ORDDATE
PIN
PIN
PINODATE
PIN+SYS(11,ORDDATE)+VACCINE+FCODE1
RECTYPE
RECTYPE
SEEKID
SEEKID
STATUS
STATUS
VACCINE
VACCINE
VACLOT
VACCINE+LOT
SUBDIV – Sub Division Reference Table
This database contains information about the project’s jurisdictional subdivisions.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  The text below is described by: 
Field Name (bolded) 
Type
Length
Dec.
Description
Subdiv
Character
15
0
User-defined short name of the project jurisdictional subdivision (district, county, region, station, area, etc.) under which providers are grouped.  This field is assigned using the Subdivisions screen under Setup Main Menu.
Longname
Character
35
0
User-defined full name of the subdivision set up in the SUBDIV field.  For example, SUBDIV may be "NE - 1", and LONGNAME may be "Northeast Region, Area 1".  This field is assigned using the Subdivisions screen under Setup Main Menu.
Contact
Character
30
0
Optional field.  Person to contact at the subdivision.
Address
Character
50
0
Optional field.  Subdivision mailing address.
Addres2
Character
50
0
Optional field.  Subdivision second mailing address line.  If a P.O. box is part of the address, enter this on the second address line, otherwise leave this line blank.
City
Character
20
0
Optional field.  Mailing address city
State
Character
 2
0
Optional field.  Mailing address state
Zipcode
Character
10
0
Optional field.  Mailing address ZIP code (5 or 9 digits).  The code must be in the ZIP field in ZIPCODES.DBF.
County
Character
15
0
Optional field.  County name (a subdivision may not actually exist within a county)
Phone
Character
14
0
Optional field.  Subdivision phone number for the person set up in the CONTACT field
Extension
Character
 4
0
Optional field.  Extension number for the telephone number set up in the PHONE field
fax
Character
14
0
Optional field.  Subdivision FAX number
Indexes 
Tag Name
Key
CITY
CITY
COUNTY
COUNTY
PHONE
PHONE
SUBDIV
SUBDIV
SUPPLIER – Vaccine Manufacturers/Suppliers
This database contains a list of vaccine suppliers/manufacturers.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  The text below is described by: 
Field Name
Type
Length
Dec.
Description
Maker
Character
8
0
Supplier/Manfacturer code.  Must match code used in vaccine contract records (see Vaccbulk.Dbf).  This code is assigned by CDC for suppliers/manufacturers contracted with CDC.  For suppliers/manufacturers that do not do business with CDC, the project may assign this code.
Longname
Character
30
0
User-defined full name of the supplier/manufacturer.  Longname may be displayed instead of Maker on certain forms & reports.
Position
Numeric
2
0
Not Used.
Shortname
Character
15
0
User-defined short name of the supplier/ manufacturer.  This serves the same purpose as the Longname field, except that Shortname may be displayed where there is not enough room to display Longname, such as invoices.  New field for VV 4.0.
Hl7code
Character
8
0
HL7 standard code for this vaccine type.  Used for import/export.  New field for VV 4.0.
Addcode
Character
8
0
Addition code used to identify this vaccine type.   Used for import/export.   New field for VV 4.0.
Indexes 
Tag Name
Key
MAKER
MAKER
POSITION
POSITION

TABCDX – Data Doctor Re-indexing
This database contains a list of fields that control the Data Doctor Reindex function.  This tells the program which files are to be indexed.  The text below is described by: 
Field Name (bolded) 
Type
Length
Dec.
Description
Tablename
Character
12
0
Table reference field to tell the data doctor reindex program which file to create and rebuild index tags
Tagname
Character
50
0
This is the name of the individual index tag name that will be created in the table when you run the data doctor reindex program.
Tagtype
Character
10
0
Keyexpr
Character
100
0
This field is used for the index expression. This means that one or more fields will be indexed.
FilterExpr
Character
100
0
Orderexpr
Character
10
0
This field means the type of sorting you would like the file to use will displaying information.
Collateseq
Character
20
0

Indexes 
Tag Name
Key
TAGS
TABLENAME+TAGNAME

TBLINDXS – Table Index Reference List
This database contains information used by the product to set indexes and provide sort options with various screens.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  The text below is described by: 
Field Name
Type
Length
Dec.
Description
Table
Character
8
0
Name of the table being used
Index
Character
10
0
Name of index being defined
Display
Character
30
0
Value displayed in combo or list box on affected screen
Search
Character
20
0
Values available to search tool

Indexes - NONE
VACCBULK – Annual Vaccine Reference Table
This database contains information about CDC contract vaccines, such as cost, manufacturer, contract numbers, start and end date of contracts, package sizes and other information.  The data in this table is maintained by, and transmitted from, CDC as a reference set in the VACMAN product.  The end users do not maintain this table.  The text below is described by: 
Field Name
Type
Length
Dec.
Description
Vaccine
Character
8
0
Name of the vaccine
Maker
Character
8
0
Name of vaccine manufacturer
Begin
Date
8
0
Beginning date of current contract
End
Date
8
0
End date of current contract
Minbulk
Numeric
4
0
Minimum doses to be ordered
Unitsize
Numeric
4
0
Doses per vial
Pkgsize
Numeric
3
0
Vials per package/box
Ndcno
Character
16
0
NDC number – assigned by CDC
Cost
Numeric
9
4
Cost per unit
Contract
Character
15
0
CDC contract number – assigned by CDC
Sel_maker
Character
8
0
Not used
Dos_wind
Character
1
0
Not used
Excfunds
Character
3
0
CDC assigned – blank or 1
Descrip
Character
50
0
Description of the vaccine

Indexes 
Tag Name
Key
NDC
NDCNO
VACCINE
VACCINE

VACCFORM – Vaccine Allowance Reference Formulas (Old)
This database contains formula variables used by the business object in VACMAN (xsold_formula) to determine a provider’s annual vaccine allowance for each vaccine type or vaccine group under the pre-1998 guidelines.   New formula adjustments are contained in the VFORMULA table. This formula is combined with the provider’s enrollment data to determine the annual allowance (i.e., how many doses a provider should receive based on the ACIP vaccine schedule and the number of children enrolled at the provider’s site.).  This formula is maintained for backward compatibility with previous versions of VACMAN data and providers who have their maximum dosages computed under pre ’98 conventions. The text below is described by: 
 Field Name
Type
Length
Dec.
Description
Vaccine
Character
8
0
Name of vaccine for which adjustment is made
Cohort1
Numeric
6
4
Number of doses given to children in age group 1. Age 1-6
Cohort2
Numeric
6
4
Number of doses given to children in age group 2. Age 7-18
Adjust
Numeric
4
2
Adjustment factor
Indexes - NONE

VACCREF – Vaccine Ordering Reference
This database contains reference information about a vaccine.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  The text below is described by: 
Field Name (bolded) 
Type
Length
Dec.
Description
Position
Numeric
 2
0
Not used
Vaccine
Character
 8
0
Short name for vaccine types.  The name must be in the VACCINE field in STOCK.DBF.
Locactiv
Character
 1
0
Code indicating whether a vaccine is active or inactive.  Codes are:
Y - active vaccine
N - inactive vaccine
Reorder
Numeric
 8
0
Number of doses of each vaccine considered to be the minimum inventory before placing a new order.  This number is used by VACMAN to compute amounts for the Report of Vaccines With Low Balances.
Stockday
Numeric
 4
0
Least number of days' supply to keep in inventory
Delivday
Numeric
 4
0
Number of days it should take to receive the vaccine after transmitting the order.
Ordfreq
Numeric
 4
0
Number of days between orders
pmd
Character
 1
0
Code indicating whether a vaccine is available for private providers (classification codes 21 - 29) as well as public providers to order.  Codes are:
Y - vaccine is available
N - vaccine is not available
Minprov
Numeric
4
0
Minimum number of doses that can be shipped to a provider.  This  number should be less than or equal to the amount entered in Doses on the Distribution from Project Depot Inventory screen under Data/Distribution Main Menu for the matching vaccine type.
Stdseries
Numeric
 1
0
Not used
Maxno
Numeric
 1
0
Maximum number of individual doses in series for a vaccine set up in the DOSE field in DOSESADM.DBF.
Orderform
Character
12
0
Vaccine name as it is to appear on the Shipping Invoices and Provider Vaccine Ordering form.
Descrip
Character
50
0
Complete name of the vaccine set up in the VACCINE field
Shortcut
Character
 3
0
User-defined short name of the vaccine that is displayed in the shortcut pop-up screens.  This field is assigned using the Provider Order Vaccines option on the Setup tab. 
Chgdate
Date
 8
0
Date the record was last changed.
Userid
Character
 8
0
ID of the user who last changed the record.  The ID is copied from the Security profile.
Hl7code
Character
8
0
HL7 standard code for this vaccine type.  Used for import/export.  New field for VV 4.0.
Addcode
Character
8
0
Addition code used to identify this vaccine type.  Used for import/export.    New field for VV 4.0.
Indexes 
Tag Name
Key
HL7CODE
HL7CODE
LOCACTIV
LOCACTIV (added for SQL optimization)
POSITION
POSITION
VACCINE
VACCINE
VFORMULA – Vaccine Allowance Reference Formulas (New)
This database contains the formula used to determine a provider’s annual vaccine allowance for each vaccine type or vaccine group.   This formula is combined with the provider’s enrollment data to determine the annual allowance (i.e., how many doses a provider should receive based on the ACIP vaccine schedule and the number of children enrolled at the provider’s site.)  The text below is described by: 
Field Name
Type
Length
Dec.
Description
Vacgroup
Character
40
0
Vaccine code if the antigen is contained in only one vaccine (e.g. VAR).  Or, vaccine group if the antigen is found in two or more vaccines (e.g., DT is found in DT, DTP, DtaP, DtaP-Hib).  
Cohort1
Numeric
6
4
Number of doses given to children less than 1 year of age (birth cohort 1).
Cohort2
Numeric
6
4
Number of doses given to children 1- 6 years of age (birth cohort 2).
Cohort3
Numeric
6
4
Number of doses given to children 7 - 18 years of age (birth cohort 3).
Indexes - NONE
WHATSNEW – News and Notes
This database is used to support the “what’s new” feature on the help selection of the VACMAN menu bar.  When the user selects this option, the contents of the memo field described below are displayed on a small screen.  The text below is described by: 
Field Name (bolded) 
Type
Length
Dec.
Description

Date
Date
8
0
Date of the entry.
Subject
Character
20
0
Subject of the entry.  This value is always “Whats New“
Whatsnew
Memo
10/4
0
A free form memo field containing whatever news item corresponds to the date entry in the Date field described above
Indexes 
Tag Name
Key
DATE
DATE

XMITLOG – SDN Transmissions Audit Log
This database records data transmission and receipt session details to include zipping and unzipping of files, errors and other routine information.  Its primary purpose is to provide debugging information to support personnel.  If the data transmission was accomplished via modem an entry will also be made in the rptlog table.  The text below is described by: 
Field Name
Type
Length
Dec.
Description
Ldate
Date
8
0
Date of the transmission session.
Ltime
Character
8
0
Time of the transmission session
Descrip
Character
30
0
Description of data session – CDC assigned code name
Errors
Character
1
0
Contains value ‘Y’ or ‘N’ to indicate whether or not any errors occurred during the data session.
Detail
Memo
10/4
0
Step by step detail of each step of the recorded transmission session.
Indexes - NONE

XREPORTS – Monthly Report Transmissions
This table is used to track and record the monthly reports sent to CDC of inventory on hand and distributions for a given month.  The table is updated by a subroutine called IOH in the vacmanw program (main calling program for the product).  The text below is described by: 
Field Name (bolded) 
Type
Length
Dec.
Description

Name
Character
25
0
Contains name of the report.  Values are:
    Inventory on Hand
    Distribution Report
Rptname
Character
8
0
Report name.  Corresponds to a report form listed in the repdef table.  Values are:
    STOCK2
    DIST2
Lastdate
Date
8
0
Updated each day when the program is opened with current date.  This date acts as a trigger to start the development of the report once a month
Descrip
Character
50
0
A brief description of the report contents
Rptcodes
Character
3
0
Used to trigger a report on next start up of the program if the routine is not triggered by normal change of month trigger.
Filename
Character
4
0
Contains a portion of the file name for the report.  Values are:
    IOH (inventory on hand)
    DST (distributions)
Type
Character
3
0
Type of file transmitted – value is DBF 
Indexes - NONE
ZIPCODES – ZIPCode Reference Table
This database contains information about the ZIP codes used by a project.  All letters in Character type fields are in UPPER CASE.  All Date type fields are in mm/dd/yy format, although the actual structure contains a 4-digit year in compliance with the year 2000.  The text below is described by: 
Field Name (bolded)
Type
Length
Dec.
Description

City
Character
16
0
City name
Zip
Character
 5
0
ZIP code.  Only the first 5 digits of the ZIP codes in the other databases are validated against this field.
Ctycode
Character
 3
0
Not used
St
Character
 2
0
State abbreviation
Cntyname
Character
24
0
County name
Indexes 
Tag Name
Key
ST
ST
ZIP
ZIP

Appendix E – Import/Export Functional Specifications
The following sections provide specifications on the Import and Export functions in VACMAN.  This Appendix describes the Import and Export modules of Visual VACMAN v4x.  When applicable, differences between VACMAN 4x and Visual VACMAN 3.0 are indicated. This document provides specifications for file formats to be used in the event data is to be prepared from some source other than VACMAN v4x.
Business Rule Objects
VACMAN utilizes business rules objects.  This component is the enforcer of how data is treated and tested before being added to the tables in the system.  This object is designed to accept input either from the keyboard, or from a file.  In both cases, as the object tests individual elements of a new record, they either pass (are properly formatted), or they fail, and the program generates an error message that goes back to the system that sent the data. In the case of keyboard entry, the user receives an error message and then has the opportunity to correct the error.  In the case of the import module (file input), these error messages are gathered into a file and shown to the user after processing.  The user is required to save the error file to a valid file name.
Import Module
The Import module is included as part of VACMAN v4x.  Other than as specifically detailed in this document, no other provisions or interfaces with other software are addressed or supported in this specification.
Important Notes:
The Import module is NOT designed or intended to provide a means of importing VACMAN 2.63 data into VACMAN 4, this objective is accomplished during new installation of VACMAN 4.
If the target file type is of type Excel worksheet or Lotus worksheet, VACMAN will not copy more than 16,383 or 8,191 records, respectively.
Errors in Import Processing
•	Incomplete records are returned to the external system attempting to import into the VACMAN system. The originator also receives a log of incomplete records by provider.
•	Incomplete records in an input file do not prevent complete records in the same input file from being imported into VACMAN. This represents a change from VACMAN import processing prior to vv4x. 
General Requirements
Product Perspective
This Functional Specification documents an existing product.  Significant changes between VACMAN v3.0 and VACMAN v4x import specifications are indicated.  
Product Functions
Implementation of VACMAN v4x provides for the following: 
•	Validating and inputting records from standard tables (.dbf files)
•	Validating and inputting records from standard Excel® spreadsheet files (.xls files)
•	Validating and inputting records from standard comma delimited text files (.txt files)
•	Validating and inputting records from fixed length data files (.sdf files)
User Characteristics
Users of this product require the same basic skill set as current VACMAN users.  Users should have these basic computer skills:
•	Ability to successfully start their machine and log into their local area network.
•	Ability to enter data on typical data input screens.
•	Basic keyboarding skills.
•	Basic mouse and other input device operation.
•	Awareness of when, why, and how data is imported into VACMAN, and potential data integrity issues posed by incorrect use of the import module.
•	Use of the Import module requires a VACMAN user security level 2 or 3.
General Constraints
•	Equipment – Equipment required to support the Import module are identical to those specified for VACMAN v4x as a whole.  No additional requirements are specified.
•	Required software – Software required to support the Import module are identical to those specified for VACMAN v4x as a whole.  No additional requirements are specified.
•	Memory available - Memory requirements for the Import module are identical to those specified for VACMAN v4x as a whole.  No additional requirements are specified.
•	Operating system – Operating system requirements to support the Import module are identical to those specified for VACMAN v4x as a whole.  No additional requirements are specified.
•	Network configuration – Network configuration required to support the Import module is identical to those specified for VACMAN v4x as a whole.  No additional requirements are specified.
•	Other constraints on the system – Users must be able to access VACMAN v4x.
Assumptions and Dependencies
The Import module is part of VACMAN v4x as a whole.  It is not available as a stand-alone process, nor is it accessible from outside the CDC network.  The product cannot provide information to users outside the currently existing network.
Import Options – The VACMAN Interface Screen 
The user selects import options from the VACMAN Utilities tab - Import Options screen. These options include file type, the file to import, and the import type. The screen provides a Pick File button, which lets users navigate the file path and select the file to import. 
File formats other than those listed on the Import Options screen are not supported by VACMAN.
Regardless of how the file is created, the formatting described in this document must be followed.  If the file to be imported fails to meet criteria, it will reject with an appropriate error message.  Best results for file creation can be obtained by using the VACMAN Export module.

Figure App. E - 1. VACMAN Utilities Tab – Import Options Screen
The Import Options screen offers the following data type options that can be imported into VACMAN:
•	Distribution (via Project Depot) – project distributions prior to VACMAN v4x
•	Transactions – transactions by other than the project, such as wasted, expired or lost vaccine. 
•	Provider data – general information about the provider.
•	Enrollment data – the provider’s patient demographics information. 
•	Physicians data – information about a physician who is a provider.
•	Provider Inventory data – the provider’s vaccine inventory information. 
•	Doses Administered data – information about vaccinations administered by the provider.
•	Provider Orders – import Provider order data.
•	Direct Ship Orders – import Direct Ship order data.
The Import Options screen offers the import file type options detailed in the table below.
Note:  As of VACMAN v4x, Lotus spreadsheet is not a VACMAN import/export option.
File Type Options  
The text below is described by: 
File Type (bolded)
File Extension
File Type Description

Standard database
.dbf
Data to be imported in the form of a table is formatted according to the applicable Field Descriptions table in this document. The fields are listed in the order in which they must be presented for import. 
ASCII comma delimited
.txt
Data fields are exported from the applicable VACMAN table into an ASCII standard text file containing one line of text for each record in the table.
•	The fields in comma delimited files are separated by commas; there are no extra spaces.
•	Fields containing character data are surrounded by double quotes.
•	Fields containing numeric data are trimmed to the minimum length.
•	Fields containing date data is formatted to 8 spaces containing YYYYMMDD data.  In the event there is no data in the corresponding table field, the appropriate space in the text file contains 8 spaces.
•	Data must be arranged in the order listed in the applicable Field Descriptions table in this document.
ASCII space delimited
(fixed length)
.sdf
Data fields are exported from the applicable VACMAN table into an ASCII standard text file containing one line of data for each record in the table. 
•	Space delimited files contain no separators or delimiting characters. 
•	 SDF files format the data in streams of values of exactly the same length as the corresponding fields in the table from which the data is exported.  
•	No quotation marks or other special characters for dates distinguish data types.  
•	Data must be arranged in the order listed in the applicable Field Descriptions table in this document.
Excel v4x spreadsheet
.xls
Excel spreadsheet files are formatted with a column heading corresponding to the name of each field, as defined in the applicable Field Descriptions table in this document.  
Each record to be imported is listed on a single row of the spreadsheet in the same order and with the same formatting described in the applicable Field Descriptions table in this document.

Import Types
The Import Options screen offers three import types:  Import Archive Records, Update Existing Records, and Add New Records.  These options are described below. Some import type options are not be available for some files.
•	Import Archived Records – This option matches all of the records in the import file and only appends records that do not exist in the system at the time of the action.  This action mirrors the Export function that allows for the removal of records currently in place.  The Export program copies data into the system when moving records to archive.
Notes:
Data created outside of VACMAN should NOT be used for the archive function. 
If any duplicate records are found in the import file that do not match records existing in the system, they will be ignored.  The user will be prompted with the appropriate error message.
Archived data should not be tampered with in any way.  If the user wishes to enter data that has been altered the update or add functions should be used.  Other than checking for record matches, NO ERROR CHECKING IS DONE. 
•	Update Existing Records – Only records that currently exist in the VACMAN system can be imported.  Records that do not already exist are moved to a separate file and an error record is saved to the error file.
Notes:  
As the records are matched and updated into the system, the new information is treated by the business rules object as an edit.  
The seekid field in ALL of the records in the import file must match before ANY of the records will be imported. If all of the records do not match, the user is notified and given the chance to view and save the errors found.  Additionally, the user has the opportunity to view the records that did not pass duplicate checking and save them to a separate file.
If the user intends to change data external to VACMAN, the seekid key field, along with action, dateout, fromPIN, PIN, vaccine, and lot must not be changed.  If they are changed, the record cannot be matched to a current record in the system, and the system does not allow the record to be imported.  
Changes to lot inventories and other calculated data are conducted in accordance with current business rules.

•	Add New Records – Only records that are NOT duplicates are imported.  New records are handled in accordance with the same business rules that apply for a standard keyboard entry. 
Notes: 
Per current business rules, the system checks whether excess ordering has occurred.    
The add option on the main interface screen provides these options:  the user can auto-assign a shipment date when the shipdate field in the import table is blank, and auto-assign lot numbers when they are blank.  A radio box will be provided for each option. A separate field lets the user input a desired ship date.  The default the date is the current date.
Distid and Seekid (unique fields) are overwritten if present by system-generated identifiers in add mode.  If importing data using the add mode, the values originally present in these fields change.  The import file itself is not changed, only the values entered in the import table. 
Importing Files  
Use the following procedure to import a file into VACMAN.  The text below is described by: 
Step
Description
1
Access the VACMAN Utilities tab and select the Import Data into VACMAN option.
Result: The system displays the VACMAN Import Options screen.
2
Choose one radio button from each of these frames:
Description of file to import
•	File type
•	Import Type
3
Click the Pick file button.
Result: The system displays the Select Import File screen. This enables you to navigate to, and select, the file you need to import.
4
Select the file you need to import.
Result: The Import Options screen displays the selected file in the Source filename field. 
5
Click the Continue button.
Results: The system does the following.
•	Checks for duplicate records.
•	After checking for duplication, if the number of records remaining to import is less than 1, a message notifies that there are no records to import.
•	After checking for duplication, if the number of records remaining to import is 1 or more, the system launches its error checking routine. The system displays error and warning messages as appropriate. If no critical errors are detected, users can continue the import process. For more information, see Error Detection Criteria.  
•	After successfully completing error checking, the system scans the file to be imported and compares it against the applicable VACMAN table.
•	If matches exist, and there is no transmit date, the system overwrites the existing record in the applicable table with the import record.
•	If matches exist, and there is a transmit date, the system updates the existing record in the applicable table with the import record.
•	If matches do not exist, the system adds the import record to the applicable table.
•	Regardless the choice of the type of import to do, error checking will first be conducted.  If no critical errors are detected – the user will be required to view any warning messages and then be able to continue the import process as described previously.
Note:  Choosing the Cancel button will abort the operation and close the import module.
6
When processing is complete, the system does the following:
•	Generates a log of incomplete records by provider, if any.
•	Generates a detailed result log and summary screen, and a printable, exportable file.

Field Descriptions - Distribution (via Project Depot)
Note:  VACMAN v4x does not require that projects distribute vaccine from their depots, as in previous versions of VACMAN. VACMAN v4x does allow projects to view historical distribution data, and therefore can continue to export and import distribution records that existed prior to installation of VACMAN v4x. 
Source Table in VACMAN:	distrib.dbf.  The text below is described by: 
Field Name (bold)
Type
Size
Dec.
Req'd
distrib.dbf – Field Description

Rectype
Numeric
 1
0
Record type. Codes are:
1 - Bulk order (manufacturer to distributor).
2 - Direct ship order (manufacturer to provider).
3 – Non-CDC inventory (manufacturer or distributor, to distributor or project). Not applicable to Import module. 
4 – Return viable vaccine (provider to manufacturer or distributor ). Not applicable to Import module.  
5 – Provider order (distributor to provider) Not applicable to Import module.
Input
Date
 8
0
X
Date the record is entered into the database.  Value can be up to five years prior to the current date, or up to one year from the value in the Date Out field.
Xmitdate
Date
 8
0
Transmit date. Not in use.
Dateout
Date
 8
0
X
Date out; date of the code in the Action field in ACTREF.dbf.  For Distribution by the project, the only applicable action code is 1. Codes are:
1 - date shipment is actually shipped to the provider
2 - date vaccine is returned
3 thru 7, 11, 12 - date vaccine is reported spoiled, expired, or lost/damaged
8 - date vaccine is shipped
9 - date vaccine order is transmitted
PIN
Character
 6
0
X
Provider identification number.  This is the recipient of the vaccine.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider.  This field is right‑justified.
FromPIN
Character
 6
0
X
From PIN. This identification must exist in the VACMAN system, and the referenced PIN must be active. Value depends on the code in the Action field in ACTREF.dbf.  The action codes and applicable From PINs are:
1 – PIN for project/depot that is sending inventory for distribution
2 thru 7, 11, 12 –  PIN for project/depot to which the provider is reporting
8 – PIN of provider who is transferring vaccine
9 – PIN of a vaccine distribution center
Action
Numeric
 2
0
X
Transaction code; identifies the type of transaction. For Distribution by the project, the only applicable code is 1. Codes are:
1 - vaccine sent from the project to a provider
2 – usable vaccine returned by the provider
3 – vaccine spoiled for a reason other than improper storage upon receipt or refrigerator failure
4 - expired vaccine
5 – vaccine was lost or damaged during shipment to the provider
6 – vaccine was improperly stored upon receipt and spoiled
7 – refrigerator failed and the vaccine spoiled
8 – usable vaccine transferred from one provider to another
11 – vaccine was lost or cannot be accounted for in the provider inventory
12 – vaccine was not usable for some reason other than spoiled, expired, or lost/damaged
Lot
Character
15
0
Manufacturer’s lot number.  
Ordsize
Numeric
 4
0
Order size. 
Vaccine
Character
 8
0
X
Short name for vaccine type.  This name must be in the Vaccine field in STOCK.dbf. 
Units
Numeric
 8
0
X
Number of vials. Must be an even multiple of doses/size. 
Doses
Numeric
 8
0
X
Number of doses. Value cannot be greater than the number of doses available.
Fdose1
Numeric
 8
0
Funding dose 1.  Number of doses assigned to VFC funds.
Fdose2
Numeric
 8
0
Funding dose 1. Number of doses assigned to G317 funds.
Fdose3
Numeric
 8
0
Funding dose 1.:  Number of doses assigned to State/other funds.
SeekID
Numeric
9
0
Sequence (“seek”) ID. Unique number assigned to this record when the code in the Action field = 1.  If the code in the Action field is not 1, this field must be blank.
Cdcpo
Numeric
10
0
CDC Purchase Order number. 
Status
Character
 2
0
Quick reference to distribution type.  Codes are:
    Di – Distribution from project depot
    Re – Return to project depot 
    Sp – Report of spoiled vaccine
    Ex – Report of expired vaccine
    Lo – Lost or missing vaccine
    Im – Improper storage
    Fa – Spoilage due to refrigerator failure
    Tr – Transfer between providers
    Ac – Cannot be accounted for
    Us – Unusable vaccine
    Aj – Inventory Adjustment
Shipdate
Date
 8
0
Ship date. 
Orddose
Numeric
 8
0
Order dose. 
Shipped
Numeric
 1
0
Code indicating whether the vaccine shipped has actually been shipped.  Codes are:
1 – vaccine has been shipped
0 – vaccine has not been shipped (leave field blank)
Notes
Character
25
0
Optional information.  Special information about the vaccine shipment that can be included on the Shipping Invoice.
Chgdate
Date
 8
0
Change date. Date the record was last changed.
Userid
Character
 8
0
ID of the user who last changed the record.  The ID is copied from the Security profile.
Distid
Integer
4
0
Distribution ID. Unique ID for each distribution record.  
Note: This is primary key for the distribution table and must not be altered in any way.
Field Descriptions - Transactions
Note: “Other Transactions” are Transaction Codes 2 – 8: expired, wasted, lost etc., vaccine. 
Source Table in VACMAN:	distrib.dbf
Field Descriptions are generally identical to those for Distribution (via Project Depot); see previous table, "Field Descriptions – Distribution (Via Project Depot)." 
For Distribution (Other Transactions), all Action codes except “1” are valid.
Field Descriptions – Provider Data
Source Table in VACMAN:	 provider.dbf		The text below is described by: 
Field Name (bolded)
Type
Size
Dec.
Req'd
provider.dbf – Field Description

PIN
Character
 6
0
X
Provider identification number.  This field is right-justified.
This number is a unique identifier for provider or depots. This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. 
Depots are identified by a value of 30, 31, or 33 in the Sector field of this table.
This is the key field to match providers in this database with providers in the other databases. 
Linkpin
Character
 6
0
X
Provider identification number for a “parent” provider record of the “satellite” provider being displayed.  This is to link the records for enrollment data.
The Sector field in provider table for record matching this value must be between 10 or 29, or must be 32.
Alphaid
Character
15
0
Optional.  User-defined secondary identifiers (state-ID or Medicaid number) where existing identified codes may not be served by other fields in the Provider database.  This field is assigned on the Setup tab - Define Names screen.  
Firstname
Character
15
0
For private providers only.  Private provider’s first name.  Use the Last Name field for a facility name.
Initial
Character
 1
0
For private providers only.  Middle initial of the private provider’s name.  Use the Last Name field for a facility name.
Lastname
Character
35
0
X
Last name of a private provider OR the entire name of a facility.
Title
Character
 9
0
For private providers only.  Suffix or title of the private provider.
Contact
Character
30
0
X
Person to contact for information or questions about vaccine shipments or deliveries.
Address
Character
35
0
X
Provider shipping address for delivery purposes.  This should be the street address.  DO NOT include a P.O. box in this address.
Addres2
Character
35
0
Second line for provider shipping address.  Leave this line blank if not needed to complete the address.
City
Character
20
0
X
Shipping address city
State
Character
 2
0
X
Shipping address state
Zipcode
Character
10
0
X
Shipping address ZIP code (5 or 9 digits).  Value must exist in the ZIPCODE.dbf file.
Ml_contact
Character
30
0
Optional.  Person to contact for questions or problems about vaccine issues.
Ml_address
Character
35
0
Optional.  Provider mailing address other than the street address
Ml_addres2
Character
35
0
Optional.  Second line for provider mailing address.  If a post office box is part of the mailing address, enter this on the second address line, otherwise leave this line blank.
Ml_city
Character
20
0
Optional.  Mailing address city
Ml_state
Character
 2
0
Optional.  Mailing address state
Ml_zipcode
Character
10
0
Optional.  Mailing address ZIP code (5 or 9 digits).  The 5-digit code must be in the ZIP field in ZIPCODES.dbf.
County
Character
15
0
Optional.  County name
Phone
Character
14
0
X
Phone number for the person shown in the Contact field.  Field includes parentheses around area code and hyphen after local prefix; for example (404) 555-8245.
Extension
Character
 4
0
Optional.  Extension number for the telephone number shown in the Phone field.
Fax
Character
14
0
Optional.  FAX number.  Field includes parentheses around area code and hyphen after local prefix; for example (404) 555-8245.
Modem
Character
14
0
Not in use.
Subdiv
Character
15
0
X
User-defined name of the project jurisdictional subdivision (district, county, region, station, area, etc.) under which the provider is grouped.  This field is assigned on the Setup tab - Define Names screen.  The name must be in the Subdiv field in SUBDIV.dbf.
Sector
Numeric
 2
0
X
Provider classification code.  Indicates the type of provider.  The first digit must be:
1 - designates the provider is public
2 - designates the provider is private
3 - designates a project, depot, or other immunization project
The second digit designates whether a private provider is deputized as a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC).  Odd numbers indicate that a private provider is deputized as a FQHC or RHC.
The Sector cannot be 30, 31, or 33.
The code must be in the Sector field in SECTOREF.dbf.
Cat1
Character
10
0
X 
First optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  
Cat2
Character
10
0
X 
Second optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  
Cat3
Character
10
0
X 
Third optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  
Note
Character
50
0
Optional; additional information about the provider that is to be included on the shipping label.
The VACMAN Import function generates warning messages if there is no value in this field, or if keyboard characters other than letters or numbers are present.
Active
Character
 1
0
X
Code to indicate whether a provider is active.  Codes are:
Y - active provider
N - inactive provider
S – suspended provider
T – temporary provider
The inactive (N) code maintains the provider in the database, even though the provider does not actively participate in the program.
Codes
Character
10
0
X
Indicates whether a provider is eligible for direct ship.  Codes are:
Y - provider can receive direct ship (frozen) vaccine
blank - provider cannot receive direct ship
Physcount
Numeric
2
0
Future use
Origdate
Date
 8
0
Future use
Other
Character
10
0
Future use
Datevfc
Date
 8
0
X
Date the provider became eligible to participate in the VFC program. Value cannot exceed the current date by more than 30 days.
Createdate
Date
 8
0
Date the provider record was created
Xmitdate
Date
 8
0
Date the provider record was last transmitted to CDC/NIP
Chgdate
Date
 8
0
Change date. Date the provider record was last updated.  For newly added records, this date will be the same as the Create Date.
Userid
Character
 8
0
User ID of person adding or editing provider’s record.  The ID is copied from the Security profile.
Phone2
Character
14
0
Optional.  Additional telephone number to use to contact the provider.  Field includes parentheses around area code and hyphen after local prefix, for example (404) 555-8245.
Email
Character
40
0
E-mail address to contact the provider
Cat4 
Character
10
0
X 
Fourth optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  
Cat5 
Character
10
0
X 
Fifth optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.
.  
Provtype
Character
1
0
Optional user-defined field.  
Email2
Character
35
0
Email address associated with Mailing address.  
Extension2
Character
4
0
Phone extension associated with Mailing address.  
Fax2
Character
14
0
Second fax number for the provider
Wh_note
Character
50
0
Warehouse notes for packaging.  
Dateactive
Date
 8
0
Date that provider’s active status last changed.  
Datexvfc
Date
 8
0
Date that provider left VFC program.  
Provid
Integer
4
0
Unique ID for record. 
Note:  The Provid field is the primary key for the provider table and must not be altered in any way; this could prevent the record from matching.

Field Descriptions – Enrollment Data
Source Table in VACMAN:	enroll.dbf		The text below is described by: 
Field Name (bolded) 
Type
Size
Dec.
Req'd
enroll.dbf – Field Description

PIN
Character
 6
0
X
Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right‑justified.
The PIN field is the primary key for the enroll table and must not be altered; this could prevent the record from matching.
Agedefine
Character
 6
0
Age group definitions. 
If the value is 1998, age groups are as re-defined in 1998.
If the value is blank, age groups are as defined prior to 1998.
Ensource
Character
10
0
Source code for the enrollment information.  The codes are the same as in the Source Code field in ENROLLSC.dbf.  This field can contain any combination of codes.  Codes are:
A - benchmarking data
B - Medicaid claims data
C - provider encounter data
D - registry data
E - vaccine replacement data
F - doses administered data
G - prior ordering data
Z – other
Allkids1
Numeric
 7
0
X
Total children under 1 year of age receiving immunizations. The sum of VFCkids1, G317kids1, and Statekids1 must be less than or equal to the total for Allkids1.
This data is maintained on the VACMAN Enrollment screen.
Medicaid1
Numeric
 7
0
Number of children under 1 year of age qualifying for Medicaid
Uninsured1 
Numeric
 7
0
Number of children under 1 year of age uninsured for health care
Amindian1
Numeric
 7
0
Number of American Indian and Alaskan Native children under 1 year of age
Fqhc_rhc1
Numeric
 7
0
Number of children under 1 year of age underinsured (no coverage for immunizations) AND are served in a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC)
Vfckids1
Numeric
 7
0
X
Total children under 1 year of age who are VFC eligible.  This amount should equal the number in the MEDICAID1, UNINSURED1, AMINDIAN1, and FQHC_RHC1 fields.
G317kids1
Numeric
 7
0
X
Number of children under 1 year of age not eligible for VFC vaccines, but eligible to receive free vaccines through direct assistance or G317 funds.
Statekids1
Numeric
 7
0
X
Number of children under 1 year of age not eligible for VFC vaccines, but eligible to receive free vaccines through state/other funds.
Allkids2
Numeric
 7
0
X
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Total children in age group receiving immunizations. The sum of VFCkids2, G317kids2, and Statekids2 must be less than or equal to the total for Allkids2.
This data is maintained on the VACMAN Enrollment screen.
Medicaid2
Numeric
 7
0
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group qualifying for Medicaid
Uninsured2
Numeric
 7
0
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group uninsured for health care
Amindian2
Numeric
 7
0
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of American Indian and Alaskan Native children in age group
Fqhc_rhc2
Numeric
 7
0
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group underinsured (no coverage for immunizations) AND are served in a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC)
Vfckids2
Numeric
 7
0
X
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Total number of children in age group who are VFC eligible.  This amount should equal the number in the MEDICAID2, UNINSURED2, AMINDIAN2, and FQHC_RHC2 fields.
G317kids2
Numeric
 7
0
X
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group not eligible for VFC vaccines, but eligible for free vaccines through distribution of direct assistance or G317 funds.
Statekids2
Numeric
 7
0
X
Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group not eligible for VFC vaccines, but eligible for free vaccines through State/other funds.
Allkids3
Numeric
 7
0
X
Total children 7-18 years of age receiving immunizations. The sum of VFCkids3, G317kids3, and Statekids3 must be less than or equal to the total for Allkids3.
This data is maintained on the VACMAN Enrollment screen.
Medicaid3
Numeric
 7
0
Number of children 7-18 years of age qualifying for Medicaid
Uninsured3
Numeric
 7
0
Number of children 7-18 years of age uninsured for health care
Amindian3
Numeric
 7
0
Number of American Indian and Alaskan Native children 7-18 years of age
Fqhc_rhc3
Numeric
 7
0
Number of children 7-18 years of age underinsured (no coverage for immunizations) AND are served in a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC)
Vfckids3
Numeric
 7
0
X
Total children 7-18 years of age who are VFC eligible.  This amount should equal the number in the MEDICAID3, UNINSURED3, AMINDIAN3, and FQHC_RHC3 fields.
G317kids3
Numeric
 7
0
X
Number of children 7-18 years of age not eligible for VFC vaccines, but eligible to receive free vaccines through direct assistance or G317 funds.
Statekids3
Numeric
 7
0
Number of children 7-18 years of age not eligible for VFC vaccines, but eligible to receive free vaccines through State/other funds.
Allkids4
Numeric
 7
0
X
Optional user-selected field.  Total of children over 18 years of age receiving immunizations. The sum of VFCkids4, G317kids4, and Statekids4 must be less than or equal to the total for Allkids4.
This data is maintained on the VACMAN Enrollment screen.
Medicaid4
Numeric
 7
0
Optional user-selected field.  Number of children over 18 years of age qualifying for Medicaid
Uninsured4
Numeric
 7
0
Optional user-selected field.  Number of children over 18 years of age uninsured for health care
Amindian4
Numeric
 7
0
Optional user-selected field.  Number of American Indian and Alaskan Native children over 18 years of age
Fqhc_rhc4
Numeric
 7
0
Optional user-selected field.  Number of children over 18 years of age underinsured (no coverage for immunizations) AND are served in a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC)
Vfckids4
Numeric
 7
0
X
Optional user-selected field.  Total children over 18 years of age who are VFC eligible.  This amount should equal the number in the MEDICAID4, UNINSURED4, AMINDIAN4, and FQHC_RHC4 fields.
G317kids4
Numeric
 7
0
X
Optional user-selected field.  Number of children over 18 years of age not eligible for VFC vaccines, but eligible to receive free vaccines through direct assistance or G317 funds.
Statekids4
Numeric
 7
0
Optional user-selected field.  Number of children over 18 years of age not eligible for VFC vaccines, but eligible to receive free vaccines through State/other funds.
Chgdate
Date
 8
0
Date the ENROLL record was last updated by the project.
Userid
Character
 8
0
User ID of person adding or editing the ENROLL record.  The ID is copied from the Security profile.
Other1
Numeric
7
0
Optional.  
Other2
Numeric
7
0
Optional.  
Other3
Numeric
7
0
Optional.  
Other4
Numeric
7
0
Optional.  
Lastname
Character
35
0
Optional.

Field Descriptions – Physicians Data
Source Table in VACMAN:	physicn.dbf		The text below is described by: 
Field Name (Bolded)
Type
Size
Dec.
Req'd
physicn.dbf – Field Description

PIN
Character
 6
0
X
Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right‑justified.
The PIN field is the primary key for the enroll table and must not be altered; this could prevent the record from matching.
Physid
Character
12
0
Optional user-defined physician identification field.  This field is assigned using the Setup tab – Define Names screen. This field can be used for an additional project-defined ID of the physician.  The name assigned to this category is stored in the Udphysid  field in the OWNREF.dbf table.
Lastname
Character
20
0
X
Physician’s last name.
Firstname
Character
15
0
Physician’s first name.
Initial
Character
 1
0
Physician’s middle initial.
Title
Character
9
0
Physician’s title; e.g., MD.
Other1
Character
12
0
Optional user-defined field.  This field is assigned using the Setup tab – Define Names screen.  This field can be used for project –needed information about the physician not served by other fields.  The name assigned to this category is stored in the Udother1 field in OWNREF.dbf table.
Other2
Character
12
0
Optional user-defined field.  This field is assigned using the Setup tab – Define Names screen.  This field can be used for project –needed information about the physician not served by other fields.  The name assigned to this category is stored in the Udother2 field in OWNREF.dbf.
Medicaidno
Character
12
0
Physician’s Medicaid number.
Medlicense
Character
12
0
Physician’s medical license number.
Chgdate
Date
8
0
Date the physician’s record was last updated by the project.
Userid
Character
8
0
User ID of person adding or editing the physician record.  The ID is copied from the Security profile.
Addtocount
Numeric
1
0
X
Stores value for “Add to Physician Count?”.  Codes are: 
	0 = No, 1 = Yes.  
Active
Character
1
0
X
Contains “Y” or “N” to indicate whether this is an active record.
Dateactive
Date
8
0
X
Date that provider’s active status last changed.  
Physnid
Integer
4
0
Unique ID for record.  
Field Descriptions – Provider Inventory Data
Source Table in VACMAN:	provhas.dbf		The text below is described by: 
Field Name (Bolded)
Type
Size
Dec.
Req'd
provhas.dbf – Field Description

PIN
Character
 6
0
X
Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right‑justified.
Idate
Date
 8
0
X
Date the inventory was done, usually the last day in a month or quarter (02/28/xx or 12/31/xx).  The date 01/01/01 is valid only as an initial inventory date, not as a periodic inventory date.
Vaccine
Character
 8
0
X
Short name for vaccine types.  This name must be in the Vaccine field in PVACCREF.dbf.
Lot
Character
15
0
Manufacturer’s lot number; optional.  Providers may report inventory by lot number or by vaccine type.
Position
Numeric
 2
0
Not in use.
Doses
Numeric
 8
0
Number of doses reported in inventory for this date and vaccine type (and optionally, lot number).
Chgdate
Date
 8
0
Date the record was last changed.
Userid
Character
 8
0
ID of the user who last changed the record.  The ID is copied from the Security profile.
Provhasid
Integer
4
0
Unique identifier assigned to the record by VACMAN.
The provhasid is the primary key for the provider inventory table and must not be altered; this could prevent the record from matching.
	
Field Descriptions – Doses Administered Data
Source Table in VACMAN:	dosesadm.dbf 		The text below is described by: 
Field Name (bolded) 
Type
Size
Dec.
Req'd
dosesadm.dbf – Field Description

ADATE
Date
8
0
X
Last day of the period (such as month or quarter) being reported.
PIN
Character
 6
0
X
Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider.  This field is right‑justified.
Sector
Numeric
1
0
Code for vaccine sector type.  Codes are:
1 - public provider doses
2 - private provider doses
Vaccine
Character
8
0
X
Short name for vaccine types.  This name must be in the Vaccine field in PVACCREF.dbf.
Position
Numeric
2
0
Source code for the re-defined age categories.  Codes are:
1 - re-defined, post-1998 age categories 
blank - original, pre-1998 age categories
Dose
Numeric
1
0
X
Number of doses in the series for a vaccine (1st dose, 2nd dose, etc.)
G1
Numeric
7
0
Number of doses administered to age category 1 (less than 1 year of age)
G2
Numeric
7
0
Number of doses administered to age category 2 (1 year of age)
G3
Numeric
7
0
Number of doses administered to age category 3 (2 years of age)
G4
Numeric
7
0
Number of doses administered to age category 4 (3 – 4 years of age)
G5
Numeric
7
0
Number of doses administered to age category 5 (5 years of age)
G6
Numeric
7
0
Number of doses administered to age category 6 (6 – 9 years of age)
G7
Numeric
7
0
Number of doses administered to age category 7 (10 – 14 years of age)
G8
Numeric
7
0
Number of doses administered to age category 8 (15 – 19 years of age)
G9
Numeric
7
0
Number of doses administered to age category 9 (20 – 24 years of age)
G10
Numeric
7
0
Number of doses administered to age category 10 (25 – 44 years of age)
G11
Numeric
7
0
Number of doses administered to age category 11 (45 – 64 years of age)
G12
Numeric
7
0
Number of doses administered to age category 12 (65 years of age or greater)
G13
Numeric
7
0
Number of doses administered to age category 13 (unknown age)
Rowtot
Numeric
10
0
Total number of doses administered for age categories 1 – 13
Dauzr1
Numeric
7
0
First optional user-defined field.  This field is assigned on the Setup tab – Define Names screen.  This field can be used for project analysis in doses administered data and related reports.  The name must be in the Uzr1da  field in OWNREF.dbf.
Dauzr2
Numeric
7
0
Second optional user-defined field.  .  This field is assigned on the Setup tab – Define Names screen. This field can be used for project analysis in doses administered data and related reports.  The name must be in the Uzr2da field in OWNREF.dbf.
Dauzr3
Numeric
7
0
Third optional user-defined field. This field is assigned on the Setup tab – Define Names screen. This field can be used for project analysis in doses administered data and related reports.  The name must be in the Uzr3da field in OWNREF.dbf.
Chgdate
Date
8
0
Date the record was last changed.
Userid
Character
8
0
ID of the user who last changed the record.  The ID is copied from the Security profile.
Dauzr4
Numeric
7
0
Optional user-defined field.  
Dauzr5
Numeric
7
0
Optional user-defined field. 
Dauzr6
Numeric
7
0
Optional user-defined field.  
Dauzr7
Numeric
7
0
Optional user-defined field. 
Dauzr8
Numeric
7
0
Optional user-defined field. 
Dauzrtot
Numeric
8
0
Total, all DAUZR fields. 
Dosesadmid
Integer
4
0
Unique ID for record. The dosesadmid is the primary key for the dosesadm table and must not be altered; this could prevent the record from matching. 
Vactype
Logical
1
0
Identifies vaccine type as either CDC or non-CDC vaccine.
Field Descriptions –Provider Orders
Source Table in VACMAN:	neworder.dbf	Import Type: Add New Records.   The text below is described by: 
Field Name (bold)
Type
Size
Dec.
Req'd
neworder.dbf – Field Description

Rectype
Character
 1
0
X
Type of record. For Provider orders, the value must be 5. Codes are:
1 – Bulk order (manufacturer to distributor). Cannot Import into VACMAN.
2 – Direct ship order (manufacturer to provider)
3 – Non-CDC inventory (manufacturer or distributor, to distributor or project). Cannot Import into VACMAN. 
4 – Return viable vaccine (provider to manufacturer or distributor 
5 – Provider order (distributor to provider)
PIN
Character
 6
0
X
Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right-justified.
The provider must be eligible to receive direct shipments. Contact, shipping, and address information for the provider on the Data tab – Providers Address screen, must be complete. 
Orddate
Date 
 8
0
X
Date that an order, that is to be transmitted to CDC, was entered.  Value must be no more than 30 days prior to the current date.
This field is optional for non-CDC vaccine orders. 
Ordnum
Character
10
0
Optional field for CDC bulk vaccine orders.  Local order number assigned by the project.  
This field is optional for non-CDC vaccine orders. 
Orddose
Numeric
 8
0
X
Doses. Number of doses ordered for an order that is to be transmitted to CDC.  Must be an even multiple of the package size, per the applicable CDC contract (VACCBULK.dbf).
Value must be equal to the value for the fcode1 (funding code 1) field.
Total varicella order cannot exceed a cost of $25,000. 
This field is optional for non-CDC vaccine orders. 
Ordpin
Character
 6
0
Not used; null.
Ordsize
Numeric
4
0
Number of doses per vial ordered.
Size
Numeric
6
0
X
Number of doses per package, per the applicable CDC contract (VACCBULK.dbf).
Vaccine
Character
 8
0
X
Short name for vaccine types.  
Maker
Character
 8
0
X
Vaccine manufacturer’s name.  The name must be in the Maker field in SUPPLIER.dbf.
Cost
Numeric
 9
4
X
Actual cost per dose, per the applicable CDC contract (VACCBULK.dbf).  This is used in computing the value of inventory and shipments.
Contract
Character
15
0
X
Federal contract number.  Typical form is: 200-95-0001. Value must match the Contract field value in the applicable VACCBULK.dbf table.
Fcode1
Character
 1
0
X
Funding code.  The first three codes are set by CDC.  An unlimited number of other codes can be defined.  Use the Setup tab - Funding screen to change certain information on the three CDC codes and to define additional codes.  Codes are:
1 - VFC funds
2 - G317 funds
3 - State funds
The codes must be in the Fund Code field in FUNDING.dbf.
Fdose1
Numeric
 8
0
X
Number of doses ordered or received/shipped.
If the code in the Rectype field value is 1 or 3, this field equals the number of doses ordered (ORDDOSE).  Once the vaccine is received, this field is updated to the number of doses received (DOSES).
If the code in the Rectype field value is 2, 4, or 5, this field equals the number of doses ordered (ORDDOSE).  Once the vaccine is shipped, this field is updated to the number of doses shipped (DOSES).
Note
Character
50
0
Notes on this order
Chgdate
Date
 8
0
Date the record was last changed.
Statepo
Character
32
0
State purchase order number entered by the project for state funded orders. If the fcode1 field value is other than 1 or 2, the state P.O. number is required.
Userid
Character
 8
0
ID of the user who last changed the record.  The ID is copied from the Security profile.
Ndcno
Character
16
0
X
Unique number assigned to each vaccine manufacturer. The value must match a record in the VACCBULK.dbf table. 
This field is blank for non-CDC orders.
Exctax
Numeric
 9
4
Future use
Seekid
Numeric
9
0
Unique ID for record; must be blank or record will be rejected. 
Xmitdate
Date
8
0
Transmit date, must be blank or record will be rejected.
Urgent
Logical
1
0
If checked, specifies that the order receive expedited handling.
Descrip
Character
50
0
Describes the vaccine code.

Field Descriptions – Direct Ship – Archive or Update
Source Table in VACMAN:	 stock.dbf 	
Import Type:	 Import Archived Records or Update Existing Records.  The text below is described by: 
Field Name (bold)
Type
Size
Dec.
Req'd
stock.dbf – Field Description

Rectype
Character
 1
0
X
Type of record. For Direct Ship Orders, the value must be 2. Codes are:
1 - Bulk order (manufacturer to distributor). Cannot Import into VACMAN.
2 - Direct ship order (manufacturer to provider)
3 – Non-CDC inventory (manufacturer or distributor, to distributor or project). Cannot Import into VACMAN. 
4 – Return viable vaccine (provider to manufacturer or distributor. Cannot Import into VACMAN.
5 – Provider order (distributor to provider). 
PIN
Character
 6
0
X
Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right-justified.
The provider must be eligible to receive direct shipments. Contact, shipping, and address information for the provider on the Data tab - Providers Address screen, must be complete. 
Orddate
Date
 8
0
X
Date that an order, that is to be transmitted to CDC, was entered.  Value must be within 30 days of the current date. 
This field is optional for non-CDC orders. 
Ordnum
Character
10
0
Optional field for CDC bulk vaccine orders.  Local order number assigned by the project.  
This field is optional for non-CDC orders. 
Orddose
Numeric
 8
0
X
Number of doses ordered for an order that is to be transmitted to CDC.  Total order cannot exceed a cost of $25,000. Must be an even multiple of the package size, per the applicable CDC contract (VACCBULK.dbf). 
This field is optional for non-CDC orders. 
Xmitdate
Date
 8
0
Date that an order was transmitted to CDC.  
This field is optional for non-CDC orders. 
Datein
Date
 8
0
If the code in the Rectype field is 1 or 3, this is the date the project received the vaccine order. 
If the code in the Rectype field is 2, 4, or 5, this is the date the manufacturer/distributor shipped the order.
Rcvxmit
Date
 8
0
Date that receiving information for a CDC vaccine order was transmitted to CDC.  
This field is optional for non-CDC orders. 
Timein
Character
 5
0
Time that the project received the order and placed it in inventory.  There is no distinction between AM and PM hours.  An assumption is made based on standard business hours (for example, 08:00 is 8:00 AM and 06:00 is 6:00 PM.
Signee
Character
25
0
If the code in the Rectype field is 1 or 3, this is the person receiving the vaccine order.
If the code in the Rectype field is 2, 4, or 5, this field is optional.  This information about the order is for project use only.
Vaccine
Character
 8
0
X
Short name for vaccine types.  Values are:
	VAR
	MMR-V 
	FLU 
Units
Numeric
 8
0
Number of vials received for a vaccine order.  The system calculates this field by dividing the amount in the Doses field by the amount in the Size field. 
Size
Numeric
6
0
Number of doses per vial. 
Doses
Numeric
 8
0
The number of doses shipped or received. 
If the code in the Rectype field is 1 or 3, this is the number of doses received.
If the code in the Rectype field is 2, 4, or 5,  this is the number of doses shipped. 
Maker
Character
 8
0
X
Vaccine manufacturer’s name.  Value must match the maker of the vaccine specified per the applicable CDC contract (VACCBULK.dbf).
Lot
Character
15
0
Manufacturer's lot number (number on the outside of the box containing the vaccine). 
Changes to the values in this field should be made to related records in the distribution table. 
Expiry
Date
8
0
Date the vaccine will expire.  If only the month and year are available, use the last day of the month.
Cost
Numeric
 9
4
X
Actual cost per dose, per the applicable CDC contract (VACCBULK.dbf). This is used to compute the value of inventory and shipments.
Contract
Character
15
0
X
Federal contract number of the CDC contract applicable to acquiring the vaccine (VACCBULK.dbf). Typical format is: 200-95-0001.
Fcode1
Character
 1
0
X
Funding code.  The first three codes are set by CDC.  An unlimited number of other codes can be defined.  Use the Setup tab – Funding screen to change certain information on the three CDC codes, and to define additional codes.  The CDC codes are:
1 - VFC funds
2 - G317 funds
3 - State/other funds
The codes must be in the Fund Code field in FUNDING.dbf.
Fdose1
Numeric
 8
0
Number of doses assigned to VFC funds.
Fcode2
Character
 1
0
Not in use. 
Fdose2
Numeric
 8
0
Number of doses assigned to G317 funds
Fcode3
Character
 1
0
Not in use.
Fdose3
Numeric
 8
0
Number of doses assigned to state funds
Uzr
Character
10
0
User-defined field; optional.  This field is assigned using the Setup tab – Define Names screen, in the Additional Inventory field.  Use the field for vaccine receipt information that is not served by other fields. 
Remain
Numeric
 8
0
Indicates the number of shipments received. and which shipment is the current record. Used to track partial shipments (1 of 2, 2 of 2, etc.).
Seekid
Numeric
 9
0
Unique, system-generated number assigned to this record when the order is transmitted to CDC.  
This field is optional for non-CDC orders. 
Cdcpo
Numeric
10
0
Purchase order (delivery order) number assigned by CDC when a transmitted order is approved by CDC.  This field is blank for non-CDC orders, and can be used to store a state/local purchase order number.
Podate
Date
 8
0
CDC purchase order date; the date when the transmitted order is approved, and assigned a purchase order number, by CDC.  
This field is optional for non-CDC orders. 
Nipord
Numeric
 8
0
Number of doses approved by CDC for a transmitted order. 
This field is optional for non-CDC orders. 
Status
Character
 2
0
Status code for an order that has been transmitted to CDC.  The codes are the same as in the Status field in STATCODE.dbf.  This field is optional for non-CDC orders. Codes are:
00 - unknown
01 - pending (initial status, not yet processed)
02 - approved by CDC/NIP
03 - obligated by CDC/FMO
04 - submitted (forwarded to manufacturer)
05 - received in part (RCV record)
06 - received in full (RCV record)
07 - received in excess (RCV record)
08 - cancelled
09 - held at CDC
10 - shipped in full
11 - reshipment
Note
Character
50
0
Optional.  Special information about the order; for project use only.
Chgdate
Date
 8
0
Date the record was last changed.
Statepo
Character
32
0
X
State purchase order number entered by the project for state- funded orders. This is required if the fcode1 (funding code) field value is other than 1 (VFC) or 2 (G317).
Userid
Character
 8
0
Identification of the user who last changed the record.  The ID is copied from the Security profile.
Rcvchgdt
Date
 8
0
Date that the lot number or expiration date was last changed for an order record that contains receiving data.
Ordpin
Character
 6
0
X
Original PIN associated with an order record. Must be equal to the value in the PIN field.
Ordsize
Numeric
4
0
Number of doses per vial.  
This field is optional for non-CDC orders. 
Ndcno
Character
16
0
X
National Drug Code (NDC) number. Unique number assigned to each vaccine manufacturer, per the applicable CDC contract (VACCBULK.dbf)
This field is not applicable for non-CDC orders.
Exctax
Numeric
 9
4
Future use 
Addtoinv
Numeric
1
0
Add to inventory?  Codes are: 0 – no; 1 - yes.   
Stockid
Integer
4
0
Stock ID. System-generated unique ID for the stock record.  This is the primary key for the stock table and must not be altered in any way. 
Tracking# 
Character
30
0
Shipment tracking number; optional. 
CarrierID
Character
30
0
Carrier identification; optional. 
Distributor
Character
10
0
Distributor identification. 
Urgent
Logical
1
0
If checked, specifies that the order receive expedited handling.
Field Descriptions –Direct Ship – New Orders
Source Table in VACMAN:	neworder.dbf	
Import Type: Add New Records 		The text below is described by: 
Field Name (bold)
Type
Size
Dec.
Req'd
neworder.dbf - Field Description

Rectype
Character
 1
0
X
Type of record. For Direct Ship orders, the value must be 2. Codes are:
1 - Bulk order (manufacturer to distributor). Cannot Import into VACMAN.
2 - Direct ship order (manufacturer to provider)
3 – Non-CDC inventory (manufacturer or distributor, to distributor or project). Cannot Import into VACMAN. 
4 – Return viable vaccine (provider to manufacturer or distributor.
5 – Provider order (distributor to provider)
PIN
Character
 6
0
X
Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right-justified.
The provider must be eligible to receive direct shipments. Contact, shipping, and address information for the provider on the Data tab - Providers Address screen, must be complete. 
Orddate
Date 
 8
0
X
Date that an order, that is to be transmitted to CDC, was entered.  Value must be within 30 days of the current date. 
This field is optional for non-CDC vaccine orders. 
Ordnum
Character
10
0
Optional field for CDC bulk vaccine orders.  Local order number assigned by the project.  
This field is optional for non-CDC vaccine orders. 
Orddose
Numeric
 8
0
X
Doses. Number of doses ordered for an order that is to be transmitted to CDC.  Must be an even multiple of the package size, per the applicable CDC contract (VACCBULK.dbf).
Must be equal to the value for the fcode1 (funding code 1) field.
Total varicella order cannot exceed a cost of $25,000. 
This field is optional for non-CDC vaccine orders. 
Ordpin
Character
 6
0
Not used; null.
Ordsize
Numeric
4
0
Number of doses per vial ordered.
Size
Numeric
6
0
X
Number of doses per package, per the applicable CDC contract (VACCBULK.dbf). 
Vaccine
Character
 8
0
X
Short name for vaccine types.  The name must be in the Vaccine field in STOCK.dbf.
Maker
Character
 8
0
X
Vaccine manufacturer’s name.  The name must be in the Maker field in SUPPLIER.dbf.
Cost
Numeric
 9
4
X
Actual cost per dose, per the applicable CDC contract (VACCBULK.dbf).  This is used in computing the value of inventory and shipments.
Contract
Character
15
0
X
Federal contract number.  Typical form is: 200-95-0001. Value must match the Contract field value in the applicable VACCBULK.dbf table.
Fcode1
Character
 1
0
X
Funding code.  The first three codes are set by CDC.  An unlimited number of other codes can be defined.  Use the Setup tab -  Funding screen to change certain information on the three CDC codes and to define additional codes.  Codes are:
1 - VFC funds
2 - G317 funds
3 - State funds
The codes must be in the Fund Code field in FUNDING. dbf.
Fdose1
Numeric
 8
0
X
Number of doses ordered or received/shipped.
If the code in the Rectype field value is 1 or 3, this field equals the number of doses ordered (ORDDOSE).  Once the vaccine is received, this field is updated to the number of doses received (DOSES).
If the code in the Rectype field value is 2, 4, or 5, this field equals the number of doses ordered (ORDDOSE).  Once the vaccine is shipped, this field is updated to the number of doses shipped (DOSES).
Note
Character
50
0
Notes on this order
Chgdate
Date
 8
0
Date the record was last changed.
Statepo
Character
32
0
State purchase order number entered by the project for state funded orders. If the fcode1 value is other than 1 or 2, the state P.O. number is required.
Userid
Character
 8
0
ID of the user who last changed the record.  The ID is copied from the Security profile.
Ndcno
Character
16
0
X
Unique number assigned to each vaccine manufacturer. The value must match a record in the VACCBULK.dbf table. 
This field must be blank for non-CDC orders.
Exctax
Numeric
 9
4
Future use
Seekid
Numeric
9
0
Unique ID for record; must be blank or record will be rejected. 
Xmitdate
Date
8
0
Transmit date, must be blank or record will be rejected.
Urgent
Logical
1
0
Check box indicating to the distributor whether this order is urgent. The default value is unchecked - not an urgent order.
Descrip
Character
50
0
Describes the vaccine code.
Error Detection Criteria
This section lists the error checking applicable to required fields in the VACMAN Import module.  This error checking also is done during normal keyboard entry affecting the various tables listed.
This information is organized based on the order shown on the “Description of file to import” frame of the VACMAN Utilities tab – Import screen. 
File to Import Option: Distribution (via Project Depot)
Error Detection Criteria – Distribution (via Project Depot)  	The text below is described by: 
Field (bold)
Class/Method/Program Called
Validation Steps - distrib.dbf

Input
clsBusiness.ckMulDate()
1.	Date cannot be blank.
2.	Date must be a valid date.
3.	Date cannot be more than 5 years prior to current date.
4.	Date cannot be more than 1 year from value in dateout field.
Dateout
clsBusiness.ckMulDate()
1.	Date cannot be blank.
2.	Date must be a valid date.
PIN
clsBusiness.ckMulPIN()
1.	Value cannot be blank.
2.	Value cannot be ‘999999’.
3.	Value must match a PIN number in the Provider table. For more information, see "Field Descriptions – Provider Data."
4.	Provider referenced with PIN must be an active provider.
FromPIN
clsBusiness.ckMulPIN()
1.	Value cannot be blank.
2.	If ‘action’ field = 8, value cannot be same as PIN field above.
3.	Value cannot be same as a Depot level PIN number.
4.	Value cannot be ‘999999’.
5.	Value must match a value in the Provider table. For more information, see "Field Descriptions – Provider Data."
6.	Provider referenced with this value must be an active provider.
Action
frmImport.distribimport()
1.	Value must be 1.
Vaccine
clsBusiness.ckDistVacc()
1.	Value cannot be blank.
2.	Vaccine name must match a value in the Vaccref table. For more information, see Table Definitions in the VACMAN User Guide.
Lot
clsBusiness.ckDistLot()
1.	Value cannot be blank.
Lot number must match a lot number in the Stock table.  For more information, see "Field Descriptions – Import Direct Ship Data – Archived Records or Update Existing	
2.	Records."
3.	Lot cannot be expired.
Doses
clsBusiness.ckDistLot()
clsBusiness.xsMain()
1.	Value cannot exceed value in ‘remain’ field of stock table for matching lot number.
2.	Value cannot exceed providers maximum allowance.
Units
clsProcFile.frvdistribution()
1.	Units must be an even multiple of value of doses/size in the Lots table. For more information, see Table Definitions in the VACMAN User Guide.
Multiple fields
clsBusiness.ckDistDup()
All records are checked for duplication.

File to Import Option: Transactions
Error Detection Criteria – Transactions  		The text below is described by: 
Field (bolded) 
Class/Method/Program Called
Validation Steps - distrib.dbf

Input
clsBusiness.ckMulDate()
1.	Date cannot be blank.
2.	Date must be a valid date.
3.	Date cannot be more than 5 years prior to current date.
4.	Date cannot be more than 1 year from value in dateout field.
Dateout
clsBusiness.ckMulDate()
1.	Date cannot be blank.
2.	Date must be a valid date.
PIN
clsBusiness.ckDoxPIN()
1.	Value cannot be blank.
2.	Value cannot be ‘999999’.
3.	Value must match a PIN number in the Provider table. For more information, see "Firld Descriptions – Provider Data."
4.	Provider referenced with PIN must be an active provider.
FromPIN
clsBusiness.ckMulPIN()
1.	Value cannot be blank.
2.	If ‘action’ field = 8, value cannot be same as PIN field above.
3.	Value cannot be same as a Depot level PIN number.
4.	Value cannot be ‘999999’.
5.	Value must match a value in the Provider table. For more information, see "Field Descriptions – Provider Data."
6.	Provider referenced with this value must be an active provider.
Action
clsBusiness.ckDoxAction()
1.	Value must be 2, 3, 4, 5, 6, 7, 8, 9, 11, or 12.
Vaccine
clsBusiness.ckDistVacc()
1.	Value cannot be blank.
2.	Vaccine name must match a value in the Vaccref table. For more information, see Table Definitions in the VACMAN User Guide.
Lot
clsBusiness.ckDoxLot()
1.	Value cannot be blank.
2.	Lot number must match a lot number in the STOCK table.  For more information, see "Field Descriptions – Import Direct Ship Data – Archived Records or Update Existing Records."
3.	Lot cannot be expired.
Doses
clsBusiness.ckDoxDoses()
1.	Value cannot exceed value in ‘remain’ field of stock table for matching lot number.
Units
clsProcFile.frvdistribution()
1.	Units must be an even multiple of value of doses/size in the lots table.
Multiple fields
clsBusiness.ckDistDup()
All records are checked for duplication.
File to Import Option: Provider Data
Error Detection Criteria – Provider Data  		The text below is described by: 
Field (bolded)
Class/Method/Program Called
Validation Steps - provider.dbf

PIN
clsBusiness.ckProvPIN()
1.	Value cannot be blank.
2.	Value cannot be zero.
3.	Value cannot be ‘999999’.
4.	Value cannot be ‘999998’.
5.	Value cannot be duplicated.
6.	Value cannot already be in use in the Stock table.
linkPIN
clsBusiness.ckParPIN()
1.	Sector field in provider table for record matching this value must be between 10 and 29, or must be 32.
Lastname
clsBusiness.ckMulName
1.	Value cannot be blank.
Sector
clsBusiness.ckProvSector()
1.	Value cannot be 30, 31 or 33.
2.	Value must match a record in the Sectoref table. For more information, see Table Definitions in the VACMAN User Guide. 
County
clsBusiness.ckProvCounty()
1.	Value must match a record in the County table.  For more information, see Table Definitions in the VACMAN User Guide.
Subdiv
clsBusiness.ckProvSubD()
1.	Value must match a record in the Subdiv table. For more information, see Table Definitions in the VACMAN User Guide.
Cat1
clsBusiness.ckProvCat()
1.	Value must either be blank or must match a value in the cat1 field of the CAT1 table. For more information, see Table Definitions in the VACMAN User Guide.
Cat2
clsBusiness.ckProvCat()
1.	Value must either be blank or must match a value in the cat2 field of the CAT2 table. For more information, see Table Definitions in the VACMAN User Guide.
Cat3
clsBusiness.ckProvCat()
1.	Value must either be blank or must match a value in the cat3 field of the CAT3 table. For more information, see Table Definitions in the VACMAN User Guide. 
Cat4
clsBusiness.ckProvCat()
1.	Value must either be blank or must match a value in the cat4 field of the CAT4 table. For more information, see Table Definitions in the VACMAN User Guide.  
Cat5
clsBusiness.ckProvCat()
1.	Value must either be blank or must match a value in the cat5 field of the CAT5 table. For more information, see Table Definitions in the VACMAN User Guide. 
Codes
clsBusiness.ckMulCode()
1.	Value must be either ‘Y’ or ‘N’.
Active
clsBusiness.ckMulActive()
1.	Value must be ‘Y’, ‘N’, ‘S’ or ‘T’.
2.	If modifying the record and the old value ‘Y’ is being changed to ‘N’, ‘S’ or ‘T’, there cannot be an active order record in the Neworder table. For more information, see "Field Descriptions – Import Direct Ship Data – Archived Records or Update Existing Records."
3.	If modifying the record and the value is not ‘Y’, the date value for the dateXVFC field cannot be blank.
DateVFC
clsBusiness.ckProvVFCdt()
1.	Value must be a valid date if used.
2.	Value cannot exceed current date by more than 30 days.
Contact
clsBusiness.ckMuladdrship()
1.	Value cannot be blank.
Address
clsBusiness.ckMuladdrship()
1.	Value cannot be blank.
Phone
clsBusiness.ckMuladdrship()
1.	Value cannot be blank.
2.	Value must be properly formatted as:
3.	(999) 999-9999.
City
clsBusiness.ckMuladdrship()
1.	Value cannot be blank.
State
clsBusiness.ckMuladdrship()
1.	Value cannot be blank.
Zipcode
clsBusiness.ckMuladdrship()
1.	Value cannot be blank.
2.	Value SHOULD match an existing value in the Zipcode table. For more information, see Table Definitions in the VACMAN User Guide.
Fax
clsBusiness.ckMuladdrship()
1.	Value must be properly formatted if used as:
2.	(999) 999-9999.
Modem
clsBusiness.ckMuladdrship()
1.	Value must be properly formatted if used as:
2.	(999) 999-9999.
Note
clsBusiness.ckProvNote()
1.	Import module will record warning message if one of the following characters referenced is present in this field: !, @, #, $, %, ^, &, *, (, ), +, |, \, /, {, }, [, ], :, <, >, ?, '."
2.	A warning message will be generated if the field is blank. Enter  “NONE” if no value is available.
ML_address
ML_addres2
ML_City
ML_State
ML_ZipCode
clsBusiness.clMulMAddr
The mailing address information, if used, is checked in a manner similar to that done in ckMuladdrship() method mentioned above. This information is optional and will not generate a fatal error.   
File to Import Option: Enrollment Data
Error Detection Criteria – Enrollment Data  		The text below is described by: 
Field (bolded) 
Class/Method/Program Called
Validation Steps - enroll.dbf
PIN
clsBusiness.ckMulPIN()
1.	Value cannot be blank.
2.	Value cannot be ‘999999’.
3.	Value must match a PIN number in the Provider table.  For more information, see "Field Descriptions – Provider Data."
4.	Provider referenced with PIN must be an active provider.
import.allkids1 import.vfckids1 import.g317kids1 import.statekids1
clsBusiness.ckEnrolCnts()
1.	Sum of vfckids, g317kids and statekids must be less than or equal to allkids field.
import.allkids2 import.vfckids2 import.g317kids2 import.statekids2
clsBusiness.ckEnrolCnts()
1.	Sum of vfckids, g317kids and statekids must be less than or equal to allkids field.
import.allkids3 import.vfckids3 import.g317kids3 import.statekids3
clsBusiness.ckEnrolCnts()
1.	Sum of vfckids, g317kids and statekids must be less than or equal to allkids field.
import.allkids4 import.vfckids4 import.g317kids4 import.statekids4
clsBusiness.ckEnrolCnts()
Sum of vfckids, g317kids and statekids must be less than or equal to allkids field.

File to Import Option: Physicians Data
Error Detection Criteria – Physicians Data  		The text below is described by: 
Field (bolded)
Class/Method/Program Called
Validation Steps - physicn.dbf

PIN
clsBusiness.ckPhysPIN()
1.	Value must match a PIN number in the Provider table. For more information, see "Field Descriptions – Provider Data."
2.	Matching provider record must have a sector field value between 10 and 29 or 32
3.	Provider referenced with PIN must be an active provider.
4.	Value cannot be blank.
Lastname
clsBusiness.ckMulLName()
1.	Value cannot be blank.
Addtocount
frmImport.physImport()
1.	Value must be 0 (false) or 1 (true).
Active
frmImport.physImport()
1.	Value must be ‘Y’ or ‘N’.
Dateactive
frmImport.physImport()
1.	Value must be a valid date.
Value cannot be blank.
File to Import Option: Provider Inventory Data
Error Detection Criteria – Provider Inventory Data 		The text below is described by: 
Field (bolded)
Class/Method/Program Called
Validation Steps - provhas.dbf

Idate
clsBusiness.ckPHasIDt()
1.	Date must be a valid date.
2.	Date cannot be blank.
3.	Date cannot be more than 5 years greater than or less than current date.
PIN
clsBusiness.ckMulPPin()
1.	Value cannot be blank.
2.	Sector field value in matching provider record must be between 10-29 or 32
3.	There must be a matching, non-deleted record in the provider table.
4.	Matching provider record must be active
Vaccine
clsBusiness.ckMulVacc()
1.	Value cannot be blank.
2.	Value must be present in vaccref table.
Lot
clsBusiness.ckPHasLot()
Must be a matching vaccine + lot number record in the stock table
File to Import Option: Doses Administered Data
Error Detection Criteria – Doses Administered Data  	The text below is described by: 
Field (bolded)
Class/Method/Program Called
Validation Steps - dosesadm.dbf

Adate
clsBusiness.ckDoAdmADt()
1.	Date must be a valid date.
2.	Date cannot be blank.
3.	Date cannot be more than 5 years greater than current date.
PIN
clsBusiness.ckMulPPin()
1.	Value cannot be blank.
2.	Sector field value in matching provider record must be between 10-29 or 32.
3.	There must be a matching, non-deleted record in the provider table.
4.	Matching provider record must be active.
Vaccine
clsBusiness.ckMulVacc()
1.	Value cannot be blank.
2.	Value must be present in Vaccref table.
Lot
clsBusiness.ckPHasLot()
1.	Must be a matching vaccine + lot number record in the Stock table.
Doses
clsBusiness.ckDoAdmDose()
1.	Value must be greater than zero.
2.	Value may not exceed value in the maxno field of the Vaccref table.
File to Import Option: Direct Ship Order Data (Archive or Update) 
Error Detection Criteria – Direct Ship Order Data – Archive or Update 		The text below is described by: 
Field (bolded) 
Class/Method/Program Called
Validation Steps - stock.dbf

Multiple
frmImport.varicellaImport()
1.	Duplicate records are not allowed.
Vaccine
frmImport.varicellaImport()
1.	Value must be one of the following:
VAR	FLU  	MMR-V
Ndcno
frmImport.varicellaImport()
1.	The value must match the value for vaccine in the Vaccbulk table.  For more information, see Table Definitions in the VACMAN User Guide.
Orddate
clsBusiness.ckMulOrdDt()
1.	Date cannot be blank.
2.	Date must be a valid date.
3.	Date must be within 30 days of current date.
PIN
clsBusiness.ckVarPIN()
1.	PIN cannot be blank.
2.	PIN must be in the Provider table. For more information, see "Field Descriptions – Provider Data."
3.	PIN must match an active provider.
4.	Contact, shipping and address information for matching record in the Provider table must be complete.
PIN
clsBusiness.ckEligProv()
5.	PIN must not match a public provider.
6.	PIN must match a direct ship eligible provider.
Fcode1
clsBusiness.ckVarFundCd()
1.	Value cannot be blank.
Statepo
clsBusiness.ckVarFundCd()
1.	If value in fcode1 is 1 or 2, the State PO field must be blank.
2.	If value of fcode1 is other than 1 or 2, the State PO field cannot be blank.
Orddose
Ndcno
clsBusiness.ckVarDose()
1.	NDCno value must match a record in the Vaccbulk table. For more information, see Table Definitions in the VACMAN User Guide.
2.	Total varicella order may not exceed $25,000.
3.	Orddose must be an even multiple of package size in the Vaccbulk table.
Rectype
frmimport.varicellaImport()
1.	Value must be 2.
Ordpin
frmimport.varicellaImport()
1.	Value must be the same as PIN field.
Pkgsize
frmimport.varicellaImport()
1.	Value must match the Package Size field in the matching Vaccbulk table record.
Maker
frmimport.varicellaImport()
1.	Value must match the Maker field in the matching Vaccbulk table record.
Contract
frmimport.varicellaImport()
1.	Value must match the Contract field in the matching Vaccbulk table record.
Cost
frmimport.varicellaImport()
Value must match the Cost field in the matching Vaccbulk table record.
File to Import Option: Direct Ship Orders – Add New Records
Error Detection Criteria –Direct Ship Orders – Add New Records  		The text below is described by: 
Field (bolded)
Class/Method/Program Called
Validation Steps - neworder.dbf

Xmitdate
frmImport.newOrdersImport()
1.	Value must be blank.
Seekid
frmImport.newOrdersImport()
1.	Value must be blank.
Orddose
Fdose1
frmImport.newOrdersImport()
1.	Value of Orddose field must be same as Fdose1 field.  If not, the program will copy value of Fdose1 into this field and will store a warning message.
Vaccine
frmImport.newOrdersImport()
1.	Value must be a valid direct ship vaccine per the applicable CDC contract. 
Ndcno
frmImport.newOrdersImport()
1.	Value must match the NDCno field per the applicable CDC contract.
Orddate
clsBusiness.ckOrdDt()
1.	Must be a valid date.
2.	Cannot be blank.
3.	Must be less than current date – 30
PIN
clsBusiness.ckVarPIN()
1.	PIN cannot be blank.
2.	PIN must exist in the Provider table. For more information, see "Field Descriptions – Provider Data."
3.	PIN must match an active provider.
4.	Contact, shipping and address information for matching record in Provider table must be complete.
PIN
clsBusiness.ckEligProv()
1.	PIN must not match a public provider.
2.	PIN must match a direct ship eligible provider.
Fcode1
clsBusiness.ckVarFundCd()
1.	Value cannot be blank.
Orddose
Ndcno
clsBusiness.ckVarDose()
1.	NDCno field value must match a record in the Vaccbulk table. For more information, see Table Definitions in the VACMAN User Guide.  
2.	Total varicella order may not exceed $25,000.
3.	Orddose must be an even multiple of Package Size field in the Vaccbulk table.
Rectype
frmImport.newOrdersImport()
1.	Value must be 2.
Statepo
frmImport.newOrdersImport()
1.	If fcode1 is 3, cannot be blank.
2.	If fcode1 is 1 or 2 must be blank.
Size
frmImport.newOrdersImport()
1.	Value must match the pkgsize field value in the VACCBULK.dbf table.
Maker
frmImport.newOrdersImport()
1.	Value must match the maker field value in the VACCBULK.dbf table.
Contract
frmImport.newOrdersImport()
1.	Value must match the contract field value in the VACCBULK.dbf table.
Cost
frmImport.newOrdersImport()
Value must match the cost field value in the VACCBULK.dbf table.
File to Import Option: Provider Orders

Error Detection Criteria –Provider Orders.  		The text below is described by: 
Field (bold) 
Class/Method/Program Called
Validation Steps - neworder.dbf
Xmitdate
frmImport.newOrdersImport()
1.	Value must be blank.
Seekid
frmImport.newOrdersImport()
1.	Value must be blank.
Orddose
Fdose1
frmImport.newOrdersImport()
1.	Value of orddose must be same as fdose1.  If not the program will copy value of fdose1 into this field and will store a warning message.
Vaccine
frmImport.newOrdersImport()
1.	Value must be a valid vaccine per the applicable CDC contract.
Ndcno
frmImport.newOrdersImport()
1.	Value must match the NDCno field per the applicable CDC contract.
Orddate
clsBusiness.ckOrdDt()
1.	Must be a valid date.
2.	Cannot be blank.
3.	Must be less than current date – 30
PIN
clsBusiness.ckVarPIN()
1.	PIN cannot be blank.
2.	PIN must be in the Provider table. For more information, see"Field Descriptions – Provider Data."
3.	PIN must match an active provider.
4.	Contact, shipping and address information for matching record in provider table must be complete.
PIN
clsBusiness.ckEligProv()
1.	PIN must not match a public provider.
Fcode1
clsBusiness.ckVarFundCd()
1.	Value cannot be blank.
Orddose
Ndcno
clsBusiness.ckVarDose()
1.	NDCno field value must match a record in the Vaccbulk table. For more information, see Table Definitions in the VACMAN User Guide.
2.	Orddose must be an even multiple of Package Size in the Vaccbulk table.
Rectype
frmImport.newOrdersImport()
1.	Value must be 5.
Statepo
frmImport.newOrdersImport()
1.	If fcode1 is 3, cannot be blank.
2.	If fcode1 is 1 or 2 must be blank.
Size
frmImport.newOrdersImport()
1.	Value must match the Package Size field value in the Vaccbulk table.
Maker
frmImport.newOrdersImport()
1.	Value must match the Maker field value in the Vaccbulk table.
Contract
frmImport.newOrdersImport()
1.	Value must match the Contract field value in the Vaccbulk table.
Cost
frmImport.newOrdersImport()
1.	Value must match the Cost field value in the Vaccbulk table.

Export Module
The Export Utility provides a way to export data files from VACMAN into a different data format for use in external applications such as Excel, or for use in other data-centric programs. 
Note: You must have exclusive access to VACMAN while performing this function. Other users must exit the system before you begin.
Export Options – The VACMAN Interface Screen 

Figure App. E - 2. VACMAN Utilities Tab – Export Options Screen 
Export File Options
The Export Options screen offers the a list of files you can choose to export. 
The Select a file to export options are the same as the options for the Import screen - Description of file to import.
The File Type options are the same as the options for the Import screen – Import Type.
Exporting Files from VACMAN
Use the following procedure to export a file from VACMAN.		The text below is described by: 
Step (bolded) 
Description
1
Access the VACMAN Utilities tab and choose the Export Data into VACMAN option.
Result: The system displays the VACMAN Import Options screen.
2
Choose one radio button from each of these frames:
1.	Select a file to export.
2.	File type.
3.	PIN – Select either of the following:
All – Include all Provider Identification Numbers (PINs)
Range – Include PINs within a Starting and Ending range of PIN numbers that you specify.
4.	Transaction Date - Select either of the following:
All – Include all transaction dates
Range – Include transactions within a Starting and Ending range of dates that you specify.
5.	Select either of the following:
Copy – Export a copy of specified data. This option retains the data in your active files.
Move – Export the specified data. This option removes that data from your active files. The VACMAN team recommends that you Back Up and Pack before performing the Move option, so that you can restore your data in the event the files are lost or corrupted.
6.	Distribution (Other) - If the file you select to export is Transactions, choose one of the following:
All transactions
Returned (transaction code 2)
Unusable (transaction codes 3-7, 11-12)
Xfer btwn Providers (transaction code 8, transfer between providers)
3
Choose Preview to review the records that resulted from your selections. Press the Esc key to close the preview screen. You can modify your selections as needed.
4
To export the selected records, choose Continue.
Result: The system prompts for a file name, and destination location for the file you are exporting. 
The system presents a default file name based on the file you selected and the current date; e.g., provider20061102. You can modify this if needed.
The destination location must be outside your VACMAN data directory.
5
Choose Save to complete the export.

This document can be found on the CDC website at:
http://www.cdc.gov/vaccines/programs/vacman/downloads/vacman-4-uguide.rtf