New Mexico Department of Health Immunization Program VTrcks/Exis – Vaccine Tracking System Integration PROJECT MANAGEMENT PLAN (PMP) New Mexico Department of Health Immunization Program

DEFINITIONS: NMSIIS – the New Mexico Statewide Immunization Information System – the vaccine registry VTrckS – CDC’s system to help states and providers order and inventory vaccines. ExIS – External Information System – the interface that enables providers to upload inventory data and orders to the Immunization Program and the Program to download shipment information.

Current Reality – Providers email inventory and orders to the Program which enters these manually into VTrckS – only 2 staff use it now. Future Vision – Providers Bring their own inventory into VTrckS using the interface, and upload their orders electronically. Program approves and forwards for filling.

Proposed Solution: Contract with STD (Top vendor from RFP process) Utilize VOMS Vaccine Ordering Module to interface with VTrckS Limited Integration with NMSIIS due to approaching end of contract and upcoming RFP for Registry hosting, maintenance & Support

BENEFITS OF USING VOMS: More user-friendly interface than VTrackS Many existing training materials are already developed Providers will not need to be retrained later Ability to utilize all features of the VOMS module

Work Plan Overview Automated process 1. VOMs technical set up and provider assessment 2. Provider Training & ExIS Validation 3. Single direction integration from NMSIIS system Three phase rollout to a completely paperless and automated system On going sustainment Phase 1 Implement VOMS in secure cloud-based environment Provider readiness assessment State administrator training and system configuration Train the Trainer Phase 2 CDC ExIS site validation Pilot Rollout Cohort 1 (ready with minimal intervention) Cohort 2 (additional intervention required to improve readiness) Phase 3 Full bi-directional integration into IIS System 11/20/2018

Phase 1 – Work Plan Details Milestones STC Team Date VOMs implemented in secure cloud-based environment Integration and Technical Project Coordinator STC Development and Support Teams Dec. System configured based on limited integration Subject Matter Experts Provider onboarding readiness assessment completed Project Manager and Provider Training Lead VOMS Trainers Pilot group identified Training Materials Developed Curriculum and Materials Development Lead & VOMS Trainers Jan. State administrator technical training Train-the-trainer plan finalized Phase 1 Implement VOMS in secure cloud-based environment Provider readiness assessment State administrator training and system configuration Train the Trainer Phase 2 CDC ExIS site validation Pilot Rollout Cohort 1 (ready with minimal intervention) Cohort 2 (additional intervention required to improve readiness) Phase 3 Full bi-directional integration into IIS System 11/20/2018

Phase 2 – Work Plan Details Milestones STC Team Date ExIS site validation process completed with CDC Subject matter Experts and Technical Project Coordinator Feb. Pilot locations trained, training modified based on pilot rollout Curriculum and Materials Development Lead & VOMS Trainers Training & rollout plan communicated to providers Project Manager and Provider Training Lead Feb. April Train providers in cohort 1 (ready with minimal intervention) VOMS Trainers March - May Train providers in cohort 2 (additional intervention required) VOMS Trainers and Project Manager and Provider Training Lead April - May Post training evaluations completed Subject matter experts and Project Manger June Phase 1 Implement VOMS in secure cloud-based environment Provider readiness assessment State administrator training and system configuration Train the Trainer Phase 2 CDC ExIS site validation Pilot Rollout Cohort 1 (ready with minimal intervention) Cohort 2 (additional intervention required to improve readiness) Phase 3 Full bi-directional integration into IIS System 11/20/2018

Training Delivery Delivery Location/Frequency Number of Trainings In-person training Four training sessions (over the course of two days) in each of the five public health regions. 20 Six additional in-person training sessions in the New Mexico urban center of Albuquerque. 6 Live online training Online using best in class gototraining.com. Two – three training sessions per week. 34 On-demand online training Online using best in class gototraining.com. As needed, provider completion reports will still be available. unlimited 11/20/2018

Project Budget Project Manager IV&V Implementation Vendor(s) 30,000 Phase / Activity Associated Deliverables Estimated Budget Staff - Internal Project Manager Consulting Services IV&V Implementation Vendor(s) 30,000 Consulting Implementation management 193,314 Data Management 93,456 Training and Materials Development 49,392 Professional Training 283,838 Software VOMS Vaccine Ordering Module 70,000 TOTALS 714,143

Project Schedule

Conclusion The VTrckS-ExIS project moves New Mexico into full compliance with CDCs stated goal: VTrckS is a robust vaccine management application that helps grantees and providers to order and manage publicly funded vaccines more efficiently. The majority of the cost is grant funded, with a project ending of August 2014. The benefits are significant for providers, programs and the public.