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

2. 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.

3. Current Reality – Providers 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.

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. Project Schedule

12. 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.