MODULE 7 – Vaccine Order Management System

http://www.cdc.gov/vaccines/programs/vacman/default.htm

Overview

CDC's vaccine management software application (VACMAN) is used by immunization grantees to order, distribute, track and record information concerning publicly funded (VFC, 317 and state) vaccine purchases. VACMAN communicates with an in-house system (NIPVAC) at CDC, which approves and processes orders for vaccine shipment and payment. Reports available in both VACMAN 3.0.11 and VACMAN 4.1.2 assist the immunization programs with vaccine order tracking.

The recent implementation of a centralized vaccine distribution system has resulted in the creation of three different vaccine order management systems:

•	VACMAN 3.0.11: Current system used by grantees to place vaccine orders, manage inventory and distribute vaccine.
•	VACMAN 4.1.2: Transitional system used by grantees that have transitioned to centralized distribution to place individual provider vaccine orders but has no functionality to distribute vaccine.
•	VaxNet: Final system designed to incorporate all features of VACMAN, NIPVAC and the Vaccine Ordering Forecasting Application (VOFA) into a single centralized system used by CDC and grantees for placing vaccine orders and managing funds.

VACMAN Help Desk

The VACMAN Help Desk answers questions and assists with problems concerning a vaccine order, placing an order, and federal vaccine contracts. The Help Desk can be reached at:

      Voice:  	(404) 639-8303
      FAX:  		(404) 639-8171 
	E-mail:	ccidinformatics@cdc.gov

The Help Desk's hours are Monday through Friday 8:00 a.m. to 6:00 p.m. Eastern time.

Transition Plan

CDC is currently supporting two versions of VACMAN: VACMAN 3.0.11 for grantees not using the centralized distributor, and VACMAN 4.1.2 for grantees that have transitioned to centralized distribution. Support of the two VACMAN systems will continue until all grantees have transitioned to centralized distribution. Grantees ordering vaccine in bulk using VFC, 317 and grantee state or local funds will transition to using grantee funds only (replenishment under centralized distribution) when they transition to centralized distribution. After transition to centralized distribution, grantees will continue to use VACMAN 4.1.2 until the development and testing of VaxNet are complete.

The Vaccine Ordering and Distribution System (VaxNet) will replace existing systems, both external and internal to CDC, that are currently used for vaccine management. These systems include VACMAN, NIPVAC and other internal CDC systems used for managing vaccine funding. VaxNet will provide data to support vaccine distribution that will be made available to CDC and grantees for analysis and program management.

A timeline has been established to bring each grantee onto the new ordering system. The designated project officer for each grantee will provide support throughout the grantee transition period.