VACMAN 4x Transmission 10-24-08

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Transmitting to CDC with VACMAN 4.x

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Before we start:
1.	 Know your VACMAN file location
Receive (RCV Folder)
Transmit (Xmit Folder)
2. Add challenge phrase to your VACMAN  user ID.

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Display VACMAN File Locations
Go to:
1.	VACMAN at a Glance
2.	Utilities
3.	Data Management
4.	Display VACMAN File Locations

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VACMAN File Locations
Review the Display File Locations screen.  Click “OK.”

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Add your challenge phrase:
1.	Know your VACMAN file location
Receive (RCV Folder)
Transmit (Xmit Folder)
2. Add challenge phrase to your VACMAN user ID.

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No challenge phrase:
If you do not have a challenge phase, you will get an error message

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Go to the Login Screen and select ‘add/modify users’
Enter User ID, password, then click “Continue.”
Select “Add/Modify Users.”

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Select ‘Edit’ to add your challenge phrase
From the Add/Modify Users screen, enter the information
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Add your digital certificate name
Add your challenge phrase

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Now we are ready to transmit!
Go to Exchange Data with CDC
Click on the first step – Instructions and Link to CDC SDN.

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You are asked if you want to add Influenza/Flu Orders to our New Order Request.

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Exchange Instructions
Important!  Before you begin, you must have a digital certificate as described below.
Requirements:  VACMAN SDN requires a digital certificate be requested and received by authorized personal within your program, and installed within a compatible browser in order to exchange data.  You should have already requested, received, and installed a digital certificate form CDC prior to using this feature.  You can not exchange data with CDC if you do not have a CDC issues digital certificate.

Perform the following steps to exchange information with CDC
Be certain that you save any files downloaded from CDC into the appropriate VACMAN folder, specified here.  Receive data from CDC.  C:\\VACMAN4\DATA\RCV
Click on the link to connect to the VACMAN SDN Secure Website to download files.
Choose your program’s VACMAN Activity form the approved activity list, then choose “Receive Files.”

Send data to CDC
Be certain that you uploaded the following files to CDC.  These files represent data packages that need to be uploaded to the VACMAN SDN Server to be processed.  
C:\VACMAN4\DATA\XMIT\PKGS\FLAAHSF1.ZIP
Click on the link to connect to the VACMANSDN Secure Website to send the above files.
Choose your programs”VACMAN” Activity from the approved activity list, and choose “Send Files to CDC” in the Secure File Transfer box.

Problems/Support
Digital Certificates – if you do not already have a digital certificate for exchanging data with CDC, with access to your program’s “Vaccine Management” activity, check with your program manager, CDC.DSN.Support or VACMAN Support for assistance.

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Enter your challenge phrase.  Submit.

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Secure Data Network (SDN)
On the left you will see “My Applications.”  Select your state.

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Select Receive Files from CDC from the CDC Secure Data Network Screen

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Receive Files from CDC
A screen will pop up which says:  
Receiving list of files form Server.
This process can take 1-3 minutes.
Please wait.

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Secure File Download:
You are prompted to select the files to download.

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Confirmation
You are asked:  Do you wan to download the requested files from server sdn.cdc.gov to a director on your hard disk?  

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Click yes, then select the VACMAN data directory drive.

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Go to the ‘RCV’ folder:

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Double Click the RCV folder to open then add your file.

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Close this screen.  You will return to Exchange Data w/CDC:

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Process Received  Data Package

You are brought back to the Exchange Data with CDC screen.  The second step is “Process Received Data Package.”

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Processing complete – step 3.  A popup will tell you the number of packages received, with the number of files processed, and the number of records updated.  

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Generate package.  This is step 4.

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Package generated Message 1
This VACMAN Application can not detect if you have successfully uploaded the package to CDC using your browser.  If you are certain that you have successfully uploaded the order packages to CDC, then you can safely delete the packages now.  Click OK to delete the packages, otherwise click Cancel.

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Package generated Message 2
Click OK

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In order to send package, return to SDN and re-enter challenge phrase

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Select your activity

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Send files to CDC
You are at the CDC Secure Data Network Screen.

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File upload Screen:  Applet Version
The screen asks you to select files to upload and for any comments

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Non-Applet version Upload Screen:
This screen asks to select fields to upload from the browser and for any comments.

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Select your files to upload

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Go to the ‘Pkgs’ folder inside the ‘Xmit’ folder and save your file there.

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Confirm that you wish to upload your package:
Select upload or cancel

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File Upload Complete:  Close this screen.

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Affirm that package was uploaded.
This is the 5th step.

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Step 5 confirmation Message 1:
Warning!  This certifies that you have completed transferring the data files to CDC and will delete it form your VACMAN making it unrecoverable.  If you are certain it has been sent to CDC, click OK.  Otherwise, click Cancel.

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Step 5 confirmation Message 2:
The package has been deleted.  All orders, receipts, and updated provider profiles contained within this package file should now show a date transmitted and/or pending status when you view them.

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Footnotes
Email Confirmations
Mr./Ms./Mrs. (your name)
The vaccine orders/data package you uploaded to CDC/NIP (date and time) is now being processed.  If you have any questions regarding your vaccine orders, please contact Joann Fortner at jfortner1@cdc.gov .  If the salutation above is incorrect or y our name is spelled incorrectly, please correct  your salutation and or name or other personal information by using the “Update Personal Information’ link at https://sdn.cdc.gov.  If you no longer wish to receive these messages, or wish others to also receive these messages, please notify Don Locke at dlocke@cdc.gov or Lonny Randolph at lqr7@cdc.gov.  This is an automated message.  Do not reply to this email address. Thank you.

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