VMBIP E-newsletter, November 7, 2008

VMBIP Updates

•	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: _________

•	Reminder: 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.  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.

•	Although CDC offices will be closed on Veterans Day, Tuesday, November 11, 2008, McKesson will be open for business.  Providers with Tuesday open hours may receive flu and non-flu vaccine deliveries on November 11.  

•	
McKesson experienced an IT issue in which some provider orders for MMR may have resulted in diluent being shipped separately from the MMR vaccine.  This issue has been identified and is being monitored 
closely by McKesson staff to ensure MMR and diluent are shipped in one container.

•	Grantees wishing to swap out some of their prebooked influenza vaccine at McKesson with another grantee serviced by the same distribution center should take the following steps:   

A.	Email your POB project officer to request that a solicitation be posted to the all-grantee mailbox if desired.  

B.	Once details have been agreed to between grantees, the donor grantee should send an email with the subject line "Request to transfer allocation of flu doses to another grantee's allocation" to the following four email boxes:  (1) cdccustomerservice@mckesson.com ; (2) the recipient grantee; (3) Lisa Galloway (lgalloway@cdc.gov ) and (4) Ken Sharp (ksharp@cdc.gov ).  The body of the email should read:  “Please transfer X doses of NDC Y from my allocation to the allocation of Grantee Z.” 

C.	When the transfer is complete, McKesson Specialty Customer Care will alert the donor grantee via email, and CDC and McKesson will update their allocation systems within 24 hours to 48 hours (not including weekends) to reflect the transfer. 

More information is included in the document entitled "Grantee Guidance for Flu Vaccine Ordering 2008-09 Season" that was distributed via an all-grantee message on August 3, 2008 and is posted on the AIM members’ only website at:  www.immunizationmanagers.org 

•	As stated on page 6 of the PPOC Users' Guide distributed with the September 19 VMBIP E-newsletter, McKesson Specialty Customer Care should not be asked to hold orders to accommodate closings in an individual provider's office. You are permitted to contact customer service to request grantee-wide hold on all orders for state-specific holidays and for extended holidays such as the week between Christmas and New Year's Day, but you should not key in orders near those windows of time.  Because a significant amount of effort is required for McKesson to ensure that orders already in the queue can be placed in hold status, any non-emergency requests to hold orders should be placed with McKesson at least 72 hours (excluding weekends) in advance of when you want the hold to take effect.    

•	As described on page 16 of the PPOC Users’ Guide, cancelling an order is a time-consuming, manual process for both CDC and McKesson, so please verify the accuracy of each provider order in VACMAN before you transmit.  If you are cancelling only a small number of orders, providing the PIN should be sufficient information to enable McKesson to cancel the order(s).  However, if you need to cancel all orders for a given day, e.g., because of system errors such as duplicate orders, be aware that the order date in VACMAN is at least one business day earlier than the date the order is received by McKesson.  Therefore, it is very important to provide correct and complete order transmission information to McKesson when requesting that orders be cancelled.  If you find that you need to cancel an order, contact McKesson Specialty Customer Care immediately via telephone and email, but be aware that cancellations cannot be guaranteed.  An order that has already been processed will be shipped.    

•	As noted in an all-grantee message dated August 14, 2008, sanofi is unable to provide Td (Decavac vial), NDC 49281-0291-83, that has an expiration date of at least one year as required by our vaccine manufacturer contracts.  No additional doses of this presentation will be made available at either the Memphis or Sacramento distribution centers (DCs) once the available inventory has been depleted.  Because the inventory at Memphis has now been depleted, grantees serviced by this DC should cancel any provider orders for NDC 49281-0291-83 that are in backorder status.  Decavac syringe presentation, NDC 49281-0291-10, is available to order.

VMBIP Performance Dashboard

WEEKLY PERFORMANCE METRIC SCORECARD

A.
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 10-17-08: 82.3 percent
Week Ending 10-24-08: 69.7 percent
Week Ending 10-31-08: Not available
Weighted Average Last 3 Weeks: Not available
Explanation: 
10/31 – Due to an IT problem at McKesson Specialty, shipping metrics can not be generated for Memphis at this time.  These metrics will be reported as soon as they are available. 
10/24 - CDC: 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 (DCs). The Memphis DC was more heavily impacted due to higher vaccine order volumes.

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 10-17-08: 96.2 percent
Week Ending 10-24-08:  92.0 percent
Week Ending 10-31-08:  Not available
Weighted Average Last 3 Weeks: Not available
Explanation:  
10/31 – Due to an IT problem at McKesson Specialty, shipping metrics can not be generated for Memphis at this time.  These metrics will be reported as soon as they are available. 
10/24 - CDC: 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 (DCs). The Memphis DC was more heavily impacted due to higher vaccine order volumes.

C1
Metric: 99 percent Order Quality (McKesson Responsibility)
Week Ending 10-17-08: 100 percent
Week Ending 10-24-08:  99.0 percent
Week Ending 10-31-08:  99.97 percent
Weighted Average Last 3 Weeks: 99.96 percent
Explanation:  None

C2
Metric: 99 percent Order Quality (All Responsibility – all error types)
Week Ending 10-17-08: 99.44 percent
Week Ending 10-24-08:  98.75 percent
Week Ending 10-31-08:  98.66 percent
Weighted Average Last 3 Weeks: 99.02 percent
Explanation:  None

D
Metric: 99.75 percent – Cold Chain Quality
Week Ending 10-17-08: 100 percent
Week Ending 10-24-08:  99.99 percent
Week Ending 10-31-08:  100 percent
Weighted Average Last 3 Weeks: 100 percent
Explanation:  None

E
Metric: Vaccine Receipt and Put Away and CDC Transmission
Week Ending 10-17-08: 100 percent
Week Ending 10-24-08:  100 percent
Week Ending 10-31-08:  100 percent
Weighted Average Last 3 Weeks: 100 percent
Explanation:  None

F
Metric: State Funded PO Transmission
Week Ending 10-17-08: 92 percent
Week Ending 10-24-08:  99 percent
Week Ending 10-31-08:  100 percent
Weighted Average Last 3 Weeks: 98 percent
Explanation:  
10/17 CDC and McK: - (CDC) 1 order was held pending arrival of the State/317 Excel file; (McK) – 1 flu order receipt was transmitted outside of the metrics
10/24 CDC: 1 flu order and 1 non-flu order was received but the receipt info was not transmitted in the required time

Vaccines on allocation HIB and FLU; 
Vaccines on manufacturer shortage Merck Hep A
Vaccines placed on backorder during the most recent week: Hep A (18,200 doses) – product ordered, but not yet received; Hep B (400 doses) – product ordered, but not yet received; PNEUMO (20 doses) – systems issue; ROTA (30 doses) – systems issue; TD (450 doses) – short dated product available is limiting CDC’s ability to purchase desired quantity of product 

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

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 10-17-08: 77.1 percent
Week Ending 10-24-08:  63.8 percent
Week Ending 10-31-08:  Not available
Weighted Average Last 3 Weeks: Not available

Explanation:  
10/31 – Due to an IT problem at McKesson Specialty, shipping metrics can not be generated for Memphis at this time.  These metrics will be reported as soon as they are available. 

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 10-17-08: 95.1 percent
Week Ending 10-24-08: 90.5 percent
Week Ending 10-31-08: 
Weighted Average Last 3 Weeks: 
Explanation:  10/31 – Due to an IT problem at McKesson Specialty, shipping metrics can not be generated for Memphis at this time.  These metrics will be reported as soon as they are available. 

Sacramento (8576)
A
Metric: 80 percent – 3 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 10-17-08: 99.4 percent
Week Ending 10-24-08: 98.0 percent
Week Ending 10-31-08: 99.4 percent 
Weighted Average Last 3 Weeks: 99.0 percent
Explanation:  None

B.
Metric: 100 percent – 5 Day Shipments (Orders without Backorder Lines or Allocated Vaccine Orders)
Week Ending 10-17-08: 99.8 percent
Week Ending 10-24-08: 98.6 percent
Week Ending 10-31-08: 99.6 percent 
Weighted Average Last 3 Weeks: 99.4 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-11-07-08.rtf