0. Vaccine Tracking System (VTrckS)
Presented By
LCDR Zanethia Eubanks, MPH
June 20, 2012

1. VTrckS What is the Vaccines for Children (VFC) Program?
The VFC program is a federally funded program that provides vaccines at no cost to children who might not otherwise be vaccinated because of inability to pay.
VFC was created by the Omnibus Budget Reconciliation Act of 1993 as a new entitlement program to be a required part of each state's Medicaid plan. The program was officially implemented in October 1994.
Centers for Disease Control & Prevention (CDC) buys vaccines at a discount and distributes them at no charge to those private physicians' offices and public health clinics registered as VFC providers.
Children who are eligible for VFC vaccines are entitled to receive pediatric vaccines that are recommended by the Advisory Committee on Immunization Practices.
Children through 18 years of age who meet at least one of the following criteria are eligible to receive VFC vaccine:
Medicaid Eligible
American Indian or Alaska Native
Uninsured or Underinsured

2. CDC operates the largest and most complex vaccine supply chain in the United States
VTrckS
Our supply chain connects 64 immunization programs, over 44,000 provider sites, six vaccine manufacturers, and a centralized distributor.
All routinely recommended vaccines in various brands and presentations are supported by CDC’s supply chain.
Doses are used to immunize 50% of U.S. children, each year, which translates into over 100 million doses annually at a value of ~$4 billion.
CDC’s Vaccine Tracking System (VTrckS) is the essential Information Technology system that connects all of the components of this complex supply chain.

3. Vaccine Tracking System Centralized Distribution
VTrckS is part of a larger effort to modernize vaccine delivery
An integrated system that supports end to end vaccine management
Standardized and automated system that supports on-line provider ordering
Business rules facilitate grantee order review
Provides monitoring and replenishment of CDC’s vaccine inventory
Manages CDC’s vaccine purchase contracts, state vaccine budgets and spend plans
Near real-time inventory visibility and order status
Improved operational efficiency and controls
Vaccine Tracking System
(VTrckS)
Centralized Distribution
Vaccines are now distributed from two national locations
Eliminates need for multiple state and health department depots
Reduces storage risks and distribution costs
Provider Ordering
Centralized Distribution
Vaccine Management
Business Improvement
Project
Internal Efficiencies
Improved funds management processes
Improved inventory management results in enhanced visibility and significant savings
Reduced administrative processes
Internal Efficiencies
Stockpile
Stockpile
Migration of part of the Pediatric Vaccine Stockpile from the manufacturer to the distributor
Improved preparedness capabilities for public health crises 3

4. Vaccine Tracking System (VTrckS)
VTrckS is an enterprise-wide IT solution that provides end-to-end management of publicly-funded vaccine and supports:
4 pilot Grantees and their providers
CDC:
- Immunization program staff and multiple business offices
Business Partners:
- HHS Unified Financial Management System (UFMS)
- Vaccine Manufacturers
- CDC Centralized Distributor
Once fully rolled out to remaining grantees, VTrckS will support:
Grantee Immunization Program Offices:
- All states, territories, and urban area programs
Providers:
~100,000 end users located at 44,000 participating provider sites

5. VTrckS Solution Overview & Benefits
Built on a world-class inventory & distribution tracking system called SAP
Provider interface is a simple, web-based, shopping-cart-style ordering system with a catalogue of available vaccines
Once fully deployed, VTrckS will support ~100,000 end users located at 44,000 participating provider sites S S
State & Local Immunization Programs will be able to: P
Providers will be able to:
Monitor vaccine orders from request to delivery
Process and approve vaccine requests online
Reduce vaccine order data entry time and workload at their site
Access online self-help and other support services
Manage their spending plans
Place vaccine orders online
Process return requests online
Track vaccine requests from the time they are placed until they are delivered at their facility
Submit accountability data
Access online self-help and other support services

6. VTrckS was designed to replace 3 legacy systems
VOFA
Vaccine Ordering and Forecasting Application (VOFA)
A legacy system that forecasts grantee vaccine purchases for a 12 month period by vaccine, month, funding type [also called Spend Plan]
VACMAN
Vaccine Management System (VACMAN)
A legacy system that enabled grantee bulk orders of vaccines and provider vaccine order placement
NIPVAC
National Immunization Program Vaccine System (NIPVAC)
A legacy system the enabled bulk and provider order processing; grantee budget and allocation management [RETIRED]

7. CDC Infrastructure Supporting VTrckS
VTrckS High-Level Order Processing Flow
Manufacturers
Direct Order Entry
CDC
Pilot Grantees
ExIS
VTrckS
EDI
Distributor
VACMAN (legacy)
VOFA (legacy)
VACMAN (legacy)
UFMS
VACMAN & VOFA: These legacy systems will be retired by VTrckS as remaining non-pilot grantees are rolled on.
Non-Pilot Grantees
VOFA (legacy)
NIPVAC - retired
CDC Infrastructure Supporting VTrckS

8. VTrckS has recently won several awards
VTrckS Awards
2011 – IT Achievement Award – Government Computer News (GCN)
2011 – Program Laureate Award – Computer World Honors
2011 – Excellence in Information Technology – CDC Awards
2011 – Excellence in Information Technology – NCIRD Awards
SUB POINT

9. VTrckS Deployment Timeline

10. VTrckS development and deployment has progressed rapidly since February 2010
February 2010: Development of VTrckS begins
December 2010:
VTrckS Release 1.0 released to 4 pilot State & Local ImmunizatioPrograms (Chicago, Michigan, Washington, Colorado)
All vaccine orders from remaining Immunization Programs & providers interface through VTrckS
December 2011: ~2 million vaccine orders processed & over 500 users enrolled
February 2012: Release 2.0 began deployment to the remaining 59 Immunization Programs
June 2013:
Targeted completion of deployment to all Immunization Programs
Once fully deployed, VTrckS will support ~100,000 end users located at 44,000 participating provider sites

11. VTrckS Spend Plan and Vaccine Management are being deployed in two separate rolling waves

12. Immunization Program Deployment Schedule (continued)

13. Grantee Portal
VtrckS Deployment Timeline
VtrckS Deployment Timeline

14. VTrckS Portal Home Page – Grantee
VTrckS is comprised of several different functionalities that are all located on the grantee portal
CRM
Returns
Vaccine Requests
Provider Master Data
SAP Business Objects
Reporting
ECC
Inventory
Purchasing
ExIS
Order Upload Shipment Download
Spend Plan
Quarterly Budget Maintenance

15. VTrckS Overview - CRM CRM stands for Customer Relationship Management
CRM tab contains all of the Provider data information and the vaccine ordering functions
Within the CRM tab in VTrckS there are several major functions:
Provider Master Data
Enter/ update information about each provider in the system, such as contact information, business hours, facility type, special instructions, etc.
Formulary Master Data
Customize a list(s) of vaccines to control what vaccines your providers can request
Note: Grantees using ExIS interface for ordering will maintain their formulary list within their own ExIS.
Supporting Documentation
Submit data/documentation for inventory on hand, doses administered, and temperature logs
Vaccine Order Entry
Place orders, including direct ship and high priority orders
Manage orders, including approving, modifying, and cancelling orders
See order statuses and view near real time shipping status
Vaccine Returns, Wastage and Transfer Orders
Submit and manage all returns, wastage, and transfer orders

16. VTrckS Overview – CRM - continued
Tools to:
Review Orders - VTrckS Review Tool - Set up flags for specific orders to be reviewed based on provider, NDC or order intention
Communicate to Providers
Message Tool
Provider Mailing List
Update Provider Master Data – Marketing Attribute Upload Tool
Reports for:
Viewing all provider master data
Viewing last submission dates for Provider’s Aged Attributes

17. VTrckS Overview – SAP Business Objects
SAP Business Objects is a reporting tool
These reports are updated nightly, so information cannot be retrieved for today’s transactions
Within the SAP Business Objects tab there are many different groupings (folders) of reports:
CRM
Inventory
Purchasing
Sales and Distribution
Spend Plan

18. VTrckS Overview - ECC
ECC stands for Enterprise Resource Planning (ERP) Central Component
Most transaction source records reside in the ECC portion of VTrckS
Within the portal ECC tab in VTrckS there are several major functions:
Purchase Order Entry
Create state-funded POs using the CDC vaccine contracts/ Create non-federal return POs
Change existing state-funded POs
Check the status of an existing state-funded PO
Check the distributor inventory status for grantee virtual (non-federal) inventory and grantee virtual (non-federal) returns
Reports for:
Inventory and Contract information
Vaccine Ordering and Shipment information
Downloads (CSV files) for
Federal Vaccines
Non Federal Vaccines
County Codes

19. VTrckS Overview - ExIS ExIS stands for External Information System
This functionality in VTrckS provides the tools to upload information from a grantee registry or download shipment information to the registry
VTrckS ExIS functionality can also be used by Direct Entry grantees to upload flu orders
Within the portal ExIS tab in VTrckS there are several major functions:
Upload Provider Master Data
Upload Provider Inventory on Hand
Upload Provider Order Data
Download Provider Order Shipment Information
Upload / Download File Information

20. VTrckS Overview – Spend Plan
Spend Plan is the VTrckS budgetary portion of VTrckS
Within the portal ExIS tab in VTrckS there are several major functions:
Grantee Schedule
Brand Allocation
Spend Plan

21. Provider Portal
VtrckS Deployment Timeline
VtrckS Deployment Timeline

22. Functions a provider can do within VTrckS
Vaccine Order Request & Support Documentation (Provider Functions)
Providers can create vaccine order requests using a shopping cart system
Providers can submit support documentation including: inventory on hand, doses administered and temperature logs
Providers can search for their support documents and vaccine order requests
Vaccine Returns, Wastage and Transfer Orders (Provider Functions)
Providers can create and search vaccine return orders for non-viable vaccines that are returned to the distributor or disposed of at their site
Providers can create transfer orders to transfer vaccines

23. VTrckS Home Screen - Provider

24. Inventory on Hand Submission Form
VTrckS

25. Vaccine Order Entry

26. Vaccine Return Creation

27. Questions and Answers