VMBIP Newsletter – 10-10-08
VMBIP Updates
•	The Vaccine Tracking System (VTrckS) Grantee Advisory Committee (GAC) is sponsoring a brief survey soliciting your required VFC ordering and support documentation when vaccine orders are placed by your providers.  An all-grantee message was sent on October 9, 2008, requesting your participation in the survey.  The survey has 8 questions and will take about 15 to 20 minutes to complete.  VFC Coordinators and Immunization Information System Managers are key staff to help answer the questions in this survey.  The link to the survey is   http://www.surveymonkey.com/s.aspx?sm=zsYLgPSISbl2Lv2vNofwhg_3d_3d.  
Please complete the survey by October 20, 2008. 
•	Although CDC offices will be closed on Columbus Day, Monday, October 13, 2008, McKesson Specialty Customer Care will be open for business.  Providers will not receive vaccine deliveries October 13.
•	A new version of VACMAN (4.1.4.3) will be made available to grantees the week of October 13, 2008.  This release is being made to turn off the “validate order process” functionality which places rejected orders in a spreadsheet so the edits could be made and the orders imported into VACMAN.  The number of issues the grantees have experienced with this feature far outweigh the benefits we anticipated in getting correct orders to the distributor. 
•	Some grantees have asked when the VACMAN 4.1.4.2 Webinar training would be available from the archive.  We want to add the training session on the VACMAN reports before the training is released.  We intend to have that recorded the week of October 13, with the training available within 1-2 weeks after that.

VMBIP Performance Dashboard

WEEKLY PERFORMANCE METRIC SCORECARD

A.
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 9-19-08:  50.5 percent
Week Ending 9-26-08:  69.1 percent
Week Ending 10-3-08:  86.4 percent
Weighted Average Last 3 Weeks: 72.3 percent
Explanation:  9/19, 9/26 CDC: Grantees requested orders to be held due to hurricanes as well as other weather related issues.  Many of those orders were released and shipped during the weeks ending 9/19, 9/26 – grantees requesting held orders were removed from the calculation 

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 9-19-08:  97.2 percent
Week Ending 9-26-08:  99.3 percent
Week Ending 10-3-08:  97.2 percent
Weighted Average Last 3 Weeks: 97.7 percent
Explanation:  None

C1
Metric: 99 percent Order Quality (McKesson Responsibility)
Week Ending 9-19-08:  99.98 percent
Week Ending 9-26-08:  99.98 percent
Week Ending 10-3-08:  100  percent
Weighted Average Last 3 Weeks:  99.99 percent 
Explanation:  None

C2
Metric: 99 percent Order Quality (All Responsibility – all error types)
Week Ending 9-19-08:  99.05 percent
Week Ending 9-26-08:  98.34 percent
Week Ending 10-3-08:  98.90 percent
Weighted Average Last 3 Weeks: 98.76 percent
Explanation:  None

D
Metric: 99.75 percent – Cold Chain Quality
Week Ending 9-19-08:  100 percent
Week Ending 9-26-08:  100 percent
Week Ending 10-3-08:  100 percent
Weighted Average Last 3 Weeks: 100 percent
Explanation:  None

E
Metric: Vaccine Receipt and Put Away and CDC Transmission
Week Ending 9-19-08:  100 percent
Week Ending 9-26-08:  99 percent
Week Ending 10-3-08:  100 percent
Weighted Average Last 3 Weeks: 100 percent
Explanation:  9/26 McK: 1 DTAP and 1 Flu receipt were outside of the specified metrics

F
Metric: State Funded PO Transmission
Week Ending 9-19-08:  100 percent
Week Ending 9-26-08:  100 percent

Week Ending 10-3-08:  n/a
Weighted Average Last 3 Weeks: n/a 
Explanation:  10/3 McK: An IT issue delayed the availability of the State Funded data

Key
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 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: FLU (530 doses) – systems issues, orders have been released; Hep A – Adult (6,000 doses) – large orders were placed that exceeded the inventory, new orders have been placed; Hep AB (7,830 doses) - large orders were placed that exceeded the inventory, new orders have been placed; Hep B – Adult (23,210 doses) - large orders were placed that exceeded the inventory, new orders have been placed; TDAP (1,450 doses) – inventory has been ordered but not yet received 

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 9-19-08:  35.4 percent
Week Ending 9-26-08:  59.2 percent
Week Ending 10-3-08:  80.8 percent
Weighted Average Last 3 Weeks: 61.7 percent
Explanation: 9/19 & 9/26: NC, LA, MS, KY, OH, & FL requested that orders be held due to hurricane/weather concerns – all NC, LA, MS, KY, OH, & FL orders were removed from the calculation

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 9-19-08:  96.4 percent
Week Ending 9-26-08:  99.1 percent
Week Ending 10-3-08:  97.2 percent
Weighted Average Last 3 Weeks: 97.5 percent
Explanation:  none

Sacramento (8576)
A
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 9-19-08:  99.0 percent
Week Ending 9-26-08:  98.5 percent
Week Ending 10-3-08:  96.8 percent
Weighted Average Last 3 Weeks: 97.6 percent
Explanation:  9/19 & 9/26: TX requested that orders be held due to hurricane/weather concerns – all TX orders were removed from the calculation

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 9-19-08:  99.9 percent
Week Ending 9-26-08:  100 percent
Week Ending 10-3-08:  97.1 percent
Weighted Average Last 3 Weeks: 98.3 percent
Explanation:  none

Key
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/downloads/newsletters/vmbip-nl-10-10-08.rtf