VMBIP E-newsletter, December 19, 2008

VMBIP Updates
•	If your state, or an area of your state, is experiencing or anticipates extreme temperatures at or below 10º for multiple days, it is your responsibility to determine whether or not shipments to providers in affected areas should be held and, if so, to notify McKesson Specialty Customer Service as soon as possible.  Also, please ensure that your providers realize they must open vaccine packages IMMEDIATELY to check the temperature monitor and inspect the vaccine and the box contents.  If vaccines have been compromised or if temperature monitors are out of range, the PPOC must notify McKesson Specialty Customer Service within two hours of receipt of vaccine in the provider office.  If this timeframe is exceeded, CDC is responsible for the cost of replacement vaccine, regardless of the cause of the problem, and the cost of replacement vaccine will be charged to federal vaccine purchase dollars. 

•	As you may recall from the Program Managers’ Meeting, we are getting ready to start piloting an enhanced version of Tiered Order Frequency (TOF), now called Economic Order Quantity (EOQ).  Our team will be working initially with Oregon, Florida, Pennsylvania, and New York City early in the new year to review the recommended order frequency for providers as well as to support the development of materials, tools, and messages for grantees to use to communicate with providers.  Of course, there will be flexibility on a case-by-case basis, so grantees can have specific providers order more frequently due to storage capacity limitations and/or storage and handling concerns.  By moving to EOQ guidelines for order frequency, our goals are 1) to reduce grantee workload associated with keying in multiple, frequent small orders, 2) to reduce costs associated with shipping frequent, small orders, and 3) to enable better forecasting and planning.  
•	Effective January 5, 2009, the McKesson Specialty Distribution order cancellation reports will be sent to you by Joy Hill instead of Barbara Laymon. 

•	Reminder: Please be sure to read the Federal Excise Tax Credit Process all-grantee message that was distributed on December 16.

•	The Vaccine Tracking System (VTrckS) Grantee Advisory Committee has just released the VTrckS Message Content Specification Document for your review and comment. This document was developed to describe the data exchange necessary between CDC and Grantee information systems to maximize support of Vaccines for Children (VFC) operations by Grantees using IIS or other external systems.
The Message Content Specification Document describes the content of messages that will be sent to and received from the VTrckS by immunization information systems (IIS) and other external information systems used by Grantees for vaccine management operations. The data elements are organized by functional area (e.g., provider account management; vaccine ordering; vaccine accountability support documentation). 
The Grantee Advisory Committee has sent this document out for review and would like to receive feedback from VFC Program Managers and IIS managers on the content. The document is designed to describe the fields that will be utilized when sending and receiving information from VTrckS on provider enrollment, provider ordering, status of orders and shipment data. The document can be located on the AIRA website at http://www.immregistries.org/docs/ExISmessagecontentdraft4.doc or you may contact Therese Hoyle directly. If there are any fields missing in this document or if you have questions or suggestions about the data elements or data exchange, please send your comments by January 8, 2009 to:
Therese Hoyle
Senior Public Health Advisor
Public Health Informatics Institute
Hoylet@hotmail.com  
269-330-9393

•	Reminder: There will be no VMBIP e-newsletters distributed on December 26 or January 2.  If there are any urgent updates during those weeks, CDC will distribute stand-alone all-grantee messages. Happy Holidays!

VMBIP Performance Dashboard

WEEKLY PERFORMANCE METRIC SCORECARD

A.
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 11-28-08:   98.2 percent
Week Ending 12-05-08:   98.6 percent
Week Ending 12-12-08:  99.7 percent
Weighted Average Last 3 Weeks: 99.2 percent
Explanation:  None

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 11-28-08:   98.8 percent
Week Ending 12-05-08:   99.99 percent
Week Ending 12-12-08:  100 percent

Weighted Average Last 3 Weeks: 99.8 percent
Explanation:  None

C1
Metric: 99 percent Order Quality (McKesson Responsibility)
Week Ending 11-28-08:   99.71 percent
Week Ending 12-05-08:   99.94 percent
Week Ending 12-12-08:  99.99 percent
Weighted Average Last 3 Weeks: 99.95 percent
Explanation:  None

C2
Metric: 99 percent Order Quality (All Responsibility – all error types)
Week Ending 11-28-08:   96.5 percent
Week Ending 12-05-08:   99.07 percent
Week Ending 12-12-08:  99.03 percent
Weighted Average Last 3 Weeks: 98.85 percent
Explanation:  None

D
Metric: 99.75 percent – Cold Chain Quality
Week Ending 11-28-08:   99.95 percent
Week Ending 12-05-08:   99.99 percent
Week Ending 12-12-08:  100 percent
Weighted Average Last 3 Weeks: 99.99 percent
Explanation:  None

E
Metric: Vaccine Receipt and Put Away and CDC Transmission
Week Ending 11-28-08:   100 percent
Week Ending 12-05-08:   100 percent
Week Ending 12-12-08:  98 percent
Weighted Average Last 3 Weeks: 99 percent
Explanation:  12/12: MFR - One vaccine was received outside of the metric due to a discrepancy on the packing slip and a delayed manufacturer response

F
Metric: State Funded PO Transmission
Week Ending 11-28-08:   100 percent
Week Ending 12-05-08:  100 percent
Week Ending 12-12-08:  100 percent
Weighted Average Last 3 Weeks: 100 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)	

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:  TD (640 doses) – incorrect NDC ordered.  Orders will be cancelled and new orders submitted for the correct NDC

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 11-28-08:   97.9 percent
Week Ending 12-05-08:   98.5 percent
Week Ending 12-12-08:  99.7 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 11-28-08:   98.6 percent
Week Ending 12-05-08:   99.9 percent
Week Ending 12-12-08:  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 11-28-08:   100 percent
Week Ending 12-05-08:   99.2 percent
Week Ending 12-12-08:  99.7 percent
Weighted Average Last 3 Weeks: 99.6 percent
Explanation:  None

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 11-28-08:   100 percent
Week Ending 12-05-08:   99.6 percent
Week Ending 12-12-08:  99.8 percent
Weighted Average Last 3 Weeks: 99.8 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-12-19-08.rtf