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Vaccine Management System (VACMAN)

Vaccine Management Software - VACMAN

VACMAN is a Database Management System (DBMS) used by 59 state, city, and territorial government Immunization Programs (called Projects). Only these Projects, designated by CDC, are eligible to use VACMAN (the application is not designed or accessible for any agency other than these 59 Projects). The Projects use VACMAN to order, and optionally to track and record information relating to publicly funded (Vaccines For Children (VFC), 317 Grant (G317), and state/other) vaccines.

Project's uses for VACMAN:

  • place vaccine orders electronically with CDC. The Project enters ordering information for vaccines that are to be purchased with public funds. The orders are for bulk amounts of vaccines to be sent to a storage facility (called a depot) and/or individual Varicella vaccine orders to be sent directly to a local health agency or other healthcare facility (called a provider).
  • receive updated order and shipment status electronically from CDC. CDC places updated status information about each order on an electronic bulletin board service. The status is available whenever a Project transmits to CDC.
  • send receipt information on bulk vaccine orders electronically to CDC. The Project enters information concerning the receipt of each bulk vaccine order. Funds are then released to pay for the order.


Optional uses for VACMAN by each Project:

  • maintain inventory. The Project’s vaccine inventory is automatically adjusted when the Project enters receipt information concerning a bulk vaccine order, and when the Project enters distribution information concerning a vaccine sent to a requesting provider.
  • register a healthcare provider. VACMAN stores contact, VFC enrollment, physician, and user-defined information concerning each provider participating in the VFC program.
  • calculate the annual amount of VFC vaccines for which a provider is eligible. The amount for each vaccine is based on a formula using the provider’s VFC enrollment information. If the amount of vaccine exceeds the annual amount, VACMAN will not complete the entry without the proper override.
  • track the amount of doses administered for various age and eligibility categories. Providers report the number of doses administered during a specific time period. VACMAN will track the amount of doses administered over the  time periods.  The number of doses can be compared to the amount of doses distributed to the provider.
  • track provider vaccine inventory.  Providers report the amount of inventory on hand for a specific date.  VACMAN will track the inventory over time.  The amount of inventory can be compared to the amount computed by VACMAN to which the provider should have in inventory.
  • import and export data records.  Different types of data records can be imported from several file formats into VACMAN and exported from VACMAN into several file formats.
  • produce detail and summary reports, address labels, invoices, and/or provider vaccine ordering forms.  Reports, labels, invoices, and forms can be printed, viewed on screen, and/or copied to files of various formats.
  • set up and maintain a security record for each person at the Project using VACMAN. A person at the Project designated as security administrator can set limits on the transactions and utilities each user can perform.


VACMAN specifications:

  • developed and maintained by the Systems Development Branch (SDB), Data Management Division (DMD), National Immunization Program (NIP) at the Centers for Disease Control and Prevention (CDC)
  • written using FoxPro for Windows version 2.6
  • runs under Windows 95, Windows 98, Windows NT, or Windows 3.x operating system
  • set up either for a single user on a PC or in a multi-user environment on a local area network (LAN)
  • interacts with CDC through a modem line connected to a bulletin board service


VACMAN menu screens:

  • Data - display, add, update, search, and/or delete vaccine and/or provider information
  • Look up - search for and display summary information concerning a provider at almost any point within VACMAN
  • Reports - select criteria to produce reports, labels, invoices, or forms that can be printed, viewed on screen, and/or copied into various file formats
  • Utilities - transmit to CDC or perform application-wide maintenance functions
  • Setup - display, add, update, and/or delete Project-related and user-defined information
  • Exit -  properly close VACMAN
  • Help - access online help, display current version information, and display, search, and/or delete system error information, transmission information, and newsletters received electronically


VACMAN documentation:

  • User’s Guide - complete information in printed format
  • Online Help - display and search for information concerning each screen and field
  • What’s New - newsletter available electronically containing information related to VACMAN, publicly-funded vaccines, and CDC
  • Internet site - background information concerning VACMAN, solutions to common problems, version upgrade files, information concerning software projects related to VACMAN, and links to other Internet sites

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This page last modified on April 28, 2000


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