VMBIP Newsletter – October 31, 2008

VMBIP Update
•	Reminder:  McKesson Specialty Distribution will not ship November 24-26, 
December 22-24, or January 1.  To ensure that packages do not arrive on additional dates in which your provider offices may be closed for the holidays, McKesson Specialty Customer Care needs to know the specific dates in which all providers in your jurisdiction should NOT RECEIVE shipments.  Please complete the information below and submit it directly to cdccustomerservice@mckesson.com no later than COB Tuesday, November 11.  The information below will override all your providers’ open days and hours in VACMAN only for the dates you list below.  Please transmit your orders in VACMAN at least one calendar week prior to the dates you list below in order to reduce the number of orders being held at McKesson. 
o	Grantee: ____________________
o	Ensure that no providers RECEIVE shipments the following dates in November 2008: _________ 
o	Ensure that no providers RECEIVE shipments the following dates in December 2008: _________ 
o	Ensure that no providers RECEIVE shipments the following dates in January 2009: _________

•	There will be a session scheduled during the upcoming Program Managers’ Meeting to discuss items related to VMBIP, such as centralized distribution, VTrckS, and VACMAN.  We are soliciting questions from you in advance.  Please take a few minutes and email your questions to Barbara Laymon at BLLaymon@cdc.gov by COB Wednesday, November 12, 2008.  Be as descriptive as possible, and feel free to include examples that may help to illustrate the question.  For your convenience, attached is a worksheet that you may use.  If you have any questions, please contact Barbara Laymon by email.  Thank you in advance for your participation.

•	Starting Monday November 3, 2008 an automated process will be put in place to add back to your daily allocation balance report the flu orders that CDC or you requested McKesson to cancel.  The flu orders cancelled prior to November 3, 2008 will be added back on Monday in order to have all grantees caught up with their flu allocations. 

•	Please be on the alert for an all-grantee message providing critical information on a new procedure regarding Hib backorders.  The all-grantee message will be posted today or early next week.

•	On October 22 and 23, 2008, the VTrckS External Interface System (ExIS) Blueprint Phase Workgroup met in Atlanta.  The purpose of this meeting was to identify the content of electronic messages that are needed to support grantee VFC program operations.  The output of this workgroup will be to create a message content specification document.  Once this document is finalized and approved by the Grantee Advisory Committee (GAC), it will be submitted to the VTrckS project team as a formal recommendation.

VMBIP Performance Dashboard

WEEKLY PERFORMANCE METRIC SCORECARD

A.
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending  10-10-08:  87.6 percent
Week Ending  10-17-08:  82.3 percent
Week Ending  10-24-08:  69.7 percent
Weighted Average Last 3 Weeks: 79.5 percent
Explanation:  10/24:  CDC had an SDN issue on 10/8 that delayed order transmission and no orders were transmitted to McKesson on 10/13 (Columbus Day) creating a tremendous backlog at the distribution centers (DC).  The Memphis DC was more heavily impacted due higher vaccine order volumes. 
10-24:  

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending  10-10-08:  98.7 percent
Week Ending  10-17-08:  96.2 percent
Week Ending  10-24-08:  92.0 percent
Weighted Average Last 3 Weeks: 95.5 percent
Explanation:  None

C1
Metric: 99 percent Order Quality (McKesson Responsibility)
Week Ending  10-10-08:  100 percent
Week Ending  10-17-08:  100 percent
Week Ending  10-24-08:  99.0 percent
Weighted Average Last 3 Weeks: 99.97 percent
Explanation:  None

C2
Metric: 99 percent Order Quality (All Responsibility – all error types)
Week Ending  10-10-08:  99.86 percent
Week Ending  10-17-08:  99.44 percent
Week Ending  10-24-08:  98.75 percent
Weighted Average Last 3 Weeks: 99.36 percent
Explanation:  None

D
Metric: 99.75 percent – Cold Chain Quality
Week Ending  10-10-08:  100 percent
Week Ending  10-17-08:  100 percent
Week Ending  10-24-08:  99.99 percent
Weighted Average Last 3 Weeks: 100 percent
Explanation:  None

E
Metric: Vaccine Receipt and Put Away and CDC Transmission
Week Ending  10-10-08:  100 percent
Week Ending  10-17-08:  100 percent
Week Ending  10-24-08:  100 percent
Weighted Average Last 3 Weeks: 100 percent
Explanation:  None

F
Metric: State Funded PO Transmission
Week Ending  10-10-08:  84 percent
Week Ending  10-17-08:  92 percent
Week Ending  10-24-08:  99 percent
Weighted Average Last 3 Weeks: 94 percent
Explanation:  
10/10 McK: 6 orders were received but the receipt info was not transmitted in the required time
10/17 CDC and McK: - (CDC) 1 order was held pending arrival of the State/317 Excel file; (McK) – 1 flu order and 1 pediatric order receipt was transmitted outside of the metrics
10/24 McK: 1 order was received but the receipt info was not transmitted in the required time

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: HEP B ( 22,850 doses) – orders placed but vaccine not yet received; MMR ( 20 doses) – systems issue; ROTA (1,860 doses) vaccine ordered but not yet received; TD (6,460 doses) – grantees ordering incorrect NDC and a systems issue. 

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  10-10-08:  82.3 percent
Week Ending  10-17-08:  77.1 percent
Week Ending  10-24-08:  63.8 percent
Weighted Average Last 3 Weeks: 73.5 percent
Explanation:  10/24:  CDC had an SDN issue on 10/8 that delayed order transmission and no orders were transmitted to McKesson on 10/13 (Columbus Day) creating a tremendous backlog at the distribution centers (DC).  The Memphis DC was more heavily impacted due higher vaccine order volumes. 

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending  10-10-08:  98.4 percent
Week Ending  10-17-08:  95.1 percent
Week Ending  10-24-08:  90.5 percent
Weighted Average Last 3 Weeks: 94.3 percent
Explanation:  None

Sacramento (8576)
A
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending  10-10-08:  98.6 percent
Week Ending  10-17-08:  99.4 percent
Week Ending  10-24-08:  98.0 percent
Weighted Average Last 3 Weeks: 98.8 percent
Explanation:  None

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending  10-10-08:  99.3 percent
Week Ending  10-17-08:  99.8 percent
Week Ending  10-24-08:  98.6 percent
Weighted Average Last 3 Weeks: 99.3 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-10-31-08.rtf