VMBIP Newsletter – May 9, 2008

Please scroll past the charts for VMBIP updates.

McKesson Performance Dashboard 
CDC Weekly Performance Metric Scorecard

A.
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 4-18-08: 84.9 percent
Week Ending 4-25-08: 94.5 percent
Week Ending 5-2-08: 99.4 percent
Weighted Average Last 3 Weeks:  91.3 percent
Explanation:  none

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders
Week Ending 4-18-08: 99.8 percent
Week Ending 4-25-08: 98.4 percent
Week Ending 5-2-08: 99.7 percent
Weighted Average Last 3 Weeks:  99.3 percent
Explanation:  none

C1
Metric: 99 percent Order Quality (McKesson Responsibility)
Week Ending 4-18-08: 99.88 percent
Week Ending 4-25-08: 99.90 percent
Week Ending 5-2-08: 99.57 percent
Weighted Average Last 3 Weeks: 99.82 percent
Explanation:  none

C2
Metric: 99 percent Order Quality (All Responsibility – all error types)
Week Ending 4-18-08: 99.50 percent
Week Ending 4-25-08: 98.59 percent
Week Ending 5-2-08: 98.23 percent
Weighted Average Last 3 Weeks:  98.92 percent
Explanation:  none

D
Metric: 99.75 percent – Cold Chain Quality
Week Ending 4-18-08: 99.96 percent
Week Ending 4-25-08: 99.97 percent
Week Ending 5-2-08: 99.90 percent
Weighted Average Last 3 Weeks:  99.95 percent
Explanation:  none

E
Metric: Vaccine Receipt and Put Away and CDC Transmission
Week Ending 4-18-08: 100 percent
Week Ending 4-25-08: 100 percent
Week Ending 5-2-08: 100 percent
Weighted Average Last 3 Weeks: 100 percent 
Explanation:  none

F
Metric: State Funded PO Transmission
Week Ending 4-18-08: 100 percent
Week Ending 4-25-08: 95 percent
Week Ending 5-2-08: 100 percent
Weighted Average Last 3 Weeks: 99 percent
Explanation:  4/25: One PO exception occurred due to difficulty in getting the PO scanned.  The exception was flagged by the report and corrected immediately.  Four receiving were excluded because they were federal but received as non-federal

A.   percent of provider orders shipped within 3 days of McKesson receiving order from CDC; removes all orders which include an allocated vaccine, and all lines of product on backorder  - an order is defined as all vaccines requested by a provider on a given day; a line (order line) is defined as the individual vaccines that make up the order		 
B.    percent of provider orders shipped within 5 days of McKesson receiving order from CDC; removes all orders which include an allocated vaccine, and all lines of product on backorder	
C1.   percent of provider orders delivered with viable vaccine; excludes errors that aren't McKesson's responsibility – Return Reasons: Temp Monitor, non-compliant pack-out, mis-ship, undeliverable or customer not available, or carrier damage
C2.    percent of provider orders delivered with viable vaccine; includes all errors for both CDC and McKesson: Return Reasons: see C1 for McKesson responsibility reasons and incorrect address and delivery info, site damaged, expired product, product recall, and other are CDC’s responsibility 
D.    percent of provider orders delivered with cold chain maintained – Return Reason: Temp Monitor	
E.    percent of CDC replenishment orders McKesson receives into inventory, receives into IT system, and transmits to CDC within 24 (flu) and 48 (other) hrs of delivery by manufacturer
F.    percent of grantee replenishment orders McKesson faxes and e-mails receipt of to grantees within 48 hrs of delivery by manufacturer

Vaccines on Allocation HEPB-HIB, HIB (PedvaxHIB and ActHIB) and FLU
Vaccines placed on backorder during the most recent week: Hep B-Adult (7000 doses) – A single order for 7000 was received and expected however the additional inventory did not arrive with the provider order.  The inventory has since arrived and will be released to the warehouse on 5/7/2008 

McKesson Performance Dashboard – Shipping Metrics by Distribution Center
CDC Weekly Performance Metric Scorecard

Memphis (8578)
A
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 4-18-08: 82 percent
Week Ending 4-25-08: 94.2 percent
Week Ending 5-2-08: 99.9 percent
Weighted Average Last 3 Weeks: 90.2 percent
Explanation:  none

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders
Week Ending 4-18-08: 99.9 percent
Week Ending 4-25-08: 99.6 percent
Week Ending 5-2-08: 100 percent
Weighted Average Last 3 Weeks: 99.8 percent 
Explanation:  none

Sacramento (8576)
A
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 4-18-08: 91.4 percent
Week Ending 4-25-08: 95.2 percent
Week Ending 5-2-08: 98 percent
Weighted Average Last 3 Weeks: 93.8 percent 
Explanation:  none

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders
Week Ending 4-18-08: 99.8 percent
Week Ending 4-25-08: 95.4 percent
Week Ending 5-2-08: 99 percent
Weighted Average Last 3 Weeks: 98.2 percent 
Explanation:  none
 
A.   percent of provider orders shipped within 3 days of McKesson receiving order from CDC; removes all orders which include an allocated vaccine, and all lines of product on backorder – an order is defined as all vaccines requested by a provider on a given day; a line (order line) is defined as the individual vaccines that make up the order
B.   percent of provider orders shipped within 5 days of McKesson receiving order from CDC; removes all orders which include an allocated vaccine, and all lines of product on backorder

VMBIP Updates

•	Thanks to those grantees who have given us a head's up on their use of adult vaccines.  This has really helped us to make sure there is adequate inventory for orders. 

•	On May 1, you received an all-grantee message asking you to respond to an open-ended question soliciting your current top three process areas of concern about centralized distribution.  To date only three grantees have responded, and we are grateful for the feedback from those grantees.  For the other grantees, please take the time to respond.  Please be sure to list current, unresolved issues and to respond before the deadline of May 13.  The original email is included for your reference.

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

A Word version of this newsletter is attached. If you have any questions or comments about the contents of this email, please contact Brad Prescott bap3@cdc.gov  or Julie Orta jio7@cdc.gov, with a cc to your project officer. 

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

From: Orta, Julie (CDC/CCID/NCIRD) 
Sent: Wednesday, April 30, 2008 10:40 PM
To: NCIRD Immunization Grantee Mailbox (CDC)
Cc: Orta, Julie (CDC/CCID/NCIRD)
Subject: Grantee Top Three Centralized Distribution Process Improvement Areas, transitioned grantees only, Level 2
 This message is intended for grantees that have transitioned to centralized vaccine distribution. 
Dear transitioned grantees,
We plan to conduct our first baseline grantee-level customer satisfaction survey and provider-level satisfaction postcard during the 4th quarter of this calendar year once all grantees have transitioned to the centralized vaccine distribution contract. This revised timeline will ensure we have an accurate baseline year for subsequent customer satisfaction evaluations for trend analysis purposes and benchmarking. 
As you know, any major program transformation takes time and process improvements to achieve steady-state effectiveness and efficiency. Therefore, we continue to identify process improvement areas to this end. In March, we implemented three new continuous quality improvement (CQI) initiatives. See summary of the CQI initiatives below for your reference. To help us understand whether or not our CQI initiatives address the centralized distribution process areas of improvement, we want to know your current top three process areas of concern. Please limit your responses to unresolved issues in rank order of importance and email them to Barbara Laymon at BLLaymon@cdc.gov by COB May 13, 2008. Be as descriptive as possible and feel free to include examples. 
Thank you in advance for your participation. For your convenience, attached is a worksheet that you may use. If you have any questions, please contact Barbara Laymon by email.
CQI Focus:  Cold Chain Integrity
Issue Addressed: Instances of non-viable vaccine due to an issue with the cold chain process or temperature monitor
Potential Improvements:  Revisit 72 hour pack-out requirement 
•	Minimize transit time between package leaving McKesson dock and arriving at provider 
•	Monitor regional temperatures daily and adjust pack-outs as needed 
•	Develop a more robust QC program 
•	Formalize and document training program 
•	Consider a more conservative method of qualifying pack-outs
CQI Focus: Product Shipment Integrity
Issue Addressed:  Discrepancies between provider orders, packing lists, and grantee daily shipping report
Potential Improvements:  
•	Decrease manual errors associated with order picking and packing 
•	Decrease line item errors between provider orders, packing lists, and grantee daily shipping report
CQI Focus:  Data, Systems, and Reporting
Issue Addressed:  Inconsistent reporting from existing systems
Potential Improvements: 
•	Ensure that output (reports) from any of the VMBIP systems are accurate and consistent 
•	Provide recommendations to reduce or eliminate the identified data, system or process challenges 
•	Document and streamline the process for issue identification, monitoring, and resolution across CDC and McKesson teams

Excel Spreadsheet
List Top Three 

1
Grantee and Name of Person Providing Feedback
In Order of Importance
Description of Process Improvement Area
Comments (data available, documentation needed, policy needed., etc.)

2
Grantee and Name of Person Providing Feedback
In Order of Importance
Description of Process Improvement Area
Comments (data available, documentation needed, policy needed., etc.)

3
Grantee and Name of Person Providing Feedback
In Order of Importance
Description of Process Improvement Area
Comments (data available, documentation needed, policy needed., etc.)

This document can be found on the CDC website at:
http://www.cdc.gov/vaccines/programs/vmbip/downloads/newsletters/vmbip-nl-05-09-08.rtf