VMBIP Newsletter – August 29, 2008

VMBIP Updates

•	If you are using McKesson to ship state-funded flu vaccines that you purchased outside the CDC contracts, submit the state-and-317 FA funded bulk order spreadsheet for each bulk order AND ensure that the doses are shipped to the McKesson distribution center that is currently servicing your jurisdiction.  There has already been a case in which a grantee placed an off-contract flu bulk order that was shipped to the wrong distribution center.  At the time the grantee placed the bulk order, the grantee was still being serviced by Memphis and therefore arranged to have the doses shipped to Memphis; however, the grantee is now serviced by Sacramento.  Transferring doses from one distribution center to the other is a costly and labor-intensive process for CDC and McKesson.  Therefore, if you were serviced by a different distribution center at the time you placed the off-contract bulk order(s), please follow up immediately to ensure that those doses are shipped to your current distribution center.  If you placed state-funded bulk orders through the CDC contracts, you do not need to take action because CDC will ensure that those doses are shipped to your current distribution center; however, you must still submit the state-and-317 FA funded bulk order spreadsheet. 

•	We have been informed that some grantees have placed ad hoc reporting requests directly to McKesson.  In particular, several grantees have requested that McKesson send grantee-specific spreadsheets reflecting all provider vaccine returns for a specified period of time.  Although such ad hoc reports have raised awareness of data quality issues with the data warehouse’s Nonviable Vaccine Report that we are now working to resolve, please refrain from placing grantee-specific ad hoc reporting requests directly with McKesson going forward, because 1) the contract is between CDC and McKesson and 2) grantee-specific ad hoc reporting is outside the scope of the contract. 

•	You are reminded that same-day rush vaccine order requests must be limited to public health emergencies in response to outbreaks and natural disasters only when the clinic cannot borrow doses from another clinic and only when the doses must be shipped out the same day.  In the event that you must place an order for same-day shipment, please email the following to McKesson Specialty Customer Care, your RA&M monitor, and your POB project officer immediately and follow up with a phone call to McKesson Specialty Customer Care: 
o	Screen shots of the VACMAN “Provider Receipts” screen or the “Provider Orders” screen indicating the specific NDC(s) requested  
o	Provider address and open days/open hours, either by typing the information directly into the body of the email or by submitting a  
screenshot of the “Order Entry” (Multi-Order) screen or "Order History" (Multi-Order) screen. 

•	Reminder:  CDC and McKesson will be closed Monday, September 1 in observance of Labor Day.  Vaccine packages will not be delivered Labor Day.  Enjoy the long weekend! 

VMBIP Performance Dashboard 
Weekly Performance Metric Scorecard

A.
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 8-08-08:  97.3 percent
Week Ending 8-15-08:  89.2 percent
Week Ending 8-22-08:  88.7 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 8-08-08:  98.9 percent
Week Ending 8-15-08:  100 percent
Week Ending 8-22-08:  99.0 percent
Weighted Average Last 3 Weeks:  99.3 percent
Explanation:  none

C1
Metric: 99 percent Order Quality (McKesson Responsibility)
Week Ending 8-08-08:  99.98 percent
Week Ending 8-15-08:  100 percent
Week Ending 8-22-08:  99.99 percent
Weighted Average Last 3 Weeks:  99.99 percent
Explanation:  none

C2
Metric: 99 percent Order Quality (All Responsibility – all error types)
Week Ending 8-08-08:  99.48 percent
Week Ending 8-15-08:  97.94 percent
Week Ending 8-22-08:  99.33 percent
Weighted Average Last 3 Weeks:  98.91 percent
Explanation:  none

D
Metric: 99.75 percent – Cold Chain Quality

Week Ending 8-08-08:  100 percent
Week Ending 8-15-08:  100 percent
Week Ending 8-22-08:  100 percent
Weighted Average Last 3 Weeks:  100 percent
Explanation:  none

E
Metric: Vaccine Receipt and Put Away and CDC Transmission
Week Ending 8-08-08:  100 percent
Week Ending 8-15-08:  100 percent
Week Ending 8-22-08:  100 percent
Weighted Average Last 3 Weeks:  100 percent
Explanation:  None

F
Metric: State Funded PO Transmission
Week Ending 8-08-08:  93 percent 
Week Ending 8-15-08:  100 percent
Week Ending 8-22-08:  100 percent
Weighted Average Last 3 Weeks:  99 percent
Explanation:  8/8: CDC/MCK – Two entries were received and transmitted to the grantee in more than 48 hours due to a delay in creating a new product in the system

A. Percent of provider orders shipped within 3 days of McKesson receiving order from CDC; removes all lines of product on backorder (backorders or over-allocation) - an order is defined as all vaccines requested by a provider on a given day; a line (order line) is defined as the individual vaccines that make up the order		
B. Percent of provider orders shipped within 5 days of McKesson receiving order from CDC; removes all lines of product on backorder (backorders or over-allocation)	
C1. Percent of provider orders delivered with viable vaccine; excludes errors that aren't McKesson's responsibility – Return Reasons: Temp Monitor, non-compliant pack-out, mis-ship, undeliverable/customer not available, or carrier damageC2. Percent of provider orders delivered with viable vaccine; includes all errors for both CDC and McKesson: Return Reasons: see C1 for McKesson responsibility reasons and incorrect address/delivery info, site damaged, expired product, product recall, and other are CDC’s responsibility 
D.  Percent of provider orders delivered with cold chain maintained – Return Reason: Temp Monitor	
E.  Percent of CDC replenishment orders McKesson receives into inventory, receives into IT system, and transmits to CDC within 24 (flu) / 48 (other) hrs of delivery by manufacturer	

F.  Percent of grantee replenishment orders McKesson faxes/e-mails receipt of to grantees within 48 hrs of delivery by manufacturer

Vaccines on allocation HIB and FLU; Vaccines on manufacturer shortage Merck Hep A
Vaccines placed on backorder during the most recent week: Hep A (10 doses) – not a valid product, order was cancelled; DTAPIPHI (1220 doses) – orders over allocation; TD (2590 doses) – product was received last week and backorders were released; TDAP (5880 doses) - product was received last week and backorders were released; 

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

Memphis (8578)
A
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 8-08-08:  96.4 percent
Week Ending 8-15-08:  84.2 percent
Week Ending 8-22-08:  84.4 percent
Weighted Average Last 3 Weeks:  87.8 percent
Explanation:  none

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 8-08-08:  98.8 percent
Week Ending 8-15-08:  100 percent
Week Ending 8-22-08:  98.5 percent
Weighted Average Last 3 Weeks:  99.1 percent
Explanation:  none

Sacramento (8576)
A
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 8-08-08:  99.2 percent
Week Ending 8-15-08:  98.9 percent
Week Ending 8-22-08:  99.3 percent
Weighted Average Last 3 Weeks:  99.1 percent
Explanation:  none

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders
Week Ending 8-08-08:  99.2 percent
Week Ending 8-15-08:  100 percent
Week Ending 8-22-08:  100 percent
Weighted Average Last 3 Weeks: 99.7 percent
Explanation:  none

A. Percent of provider orders shipped within 3 days of McKesson receiving order from CDC; removes all lines of product on backorder (backorders or over-allocation)  - an order is defined as all vaccines requested by a provider on a given day; a line (order line) is defined as the individual vaccines that make up the order		
B. Percent of provider orders shipped within 5 days of McKesson receiving order from CDC; removes all lines of product on backorder (backorders or over-allocation)

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

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

Brad Prescott
Project Lead
Vaccine Management Business Improvement Project 
Immunization Services Division 
Centers for Disease Control and Prevention
404-639-8796 (direct)
404-639-8627 (fax)
bap3@cdc.gov

This document can be found on the CDC website at:
http://www.cdc.gov/vaccines/programs/vmbip/downloads/newsletters/vmbip-nl-08-29-08.rtf