VTrckS Functionality

VTrckS is a robust vaccine management application that allows CDC, awardees, and providers to order and manage publicly-funded vaccines more efficiently. The following major functional groupings within VTrckS support the vaccine management process and needs:

Spend Plan

• Perform an initial annual setup and ongoing updates of awardee vaccine spend plans, which detail the aggregate vaccine needs by fund type for providers in a given jurisdiction
• Enable awardee and CDC user visibility into the status of vaccine spending, including “real-time” budget status, submission errors, planned versus actual figure comparisons, and current purchase order (PO) balances

Provider Master Data

• Enter and update information about each provider in the system, such as contact information, business hours, facility type, special instructions, shipping address, provider enrollment data, and fund type split data, which describe the mix of funding used to purchase vaccines in a particular practice based on the composition of the population served

Vaccine Product, Contract, and Formulary Master Data

• Enable CDC users to create/manage available vaccines
• Enable CDC users to create/manage CDC vaccine contracts
• Enable awardee users to customize a list(s) of vaccines to control what vaccines their providers can request and return

Awardee Management of Provider Orders

• Submit/review/edit provider orders, including direct-ship orders for frozen vaccines
• Submit/review/edit returns, wastage and transfer orders
• Submit/review/edit data/documentation for inventory on hand, doses administered, and temperature logs
• Assign fund type to provider orders based on an individual provider’s fund type split
• Approve priority shipment for provider orders
• View order statuses, near real-time shipping status, and tracking information
• Manage business rules to hold provider orders for awardee review based on specific providers and vaccines

Purchase Order Entry and Returns to Manufacturers

• Create federal and state-funded bulk purchase orders using CDC vaccine contracts and communicate these orders to manufacturers and CDC’s centralized distributor
• Communicate to CDC’s centralized distributor the placement of state funded bulk purchase orders purchased outside of CDC vaccine contracts
• Monitor the status of bulk purchase orders, including confirmation of receiving
• Interface with HHS’s financial system of record to support the payment of invoices for CDC vaccine contracts based on a match between bulk purchase order, bulk receiving, and manufacturer invoice
• Direct the return of spoiled and expired doses from CDC’s centralized distributor to individual vendors to request Federal Excise Tax (FET) credits

External Information System (ExIS)

• Allow awardees with external information systems (ExIS) to upload the following data into VTrckS rather than entering it manually:
  • Upload provider master data information
  • Upload inventory on hand data
  • Upload provider orders
  • Upload provider returns and wastage transactions
• Download shipment information for upload into the awardee’s  ExIS

Reporting

• View different types of reports based on near real-time data, including vaccine inventory, orders and shipments, bulk purchases, returns, provider master data, supporting documentation, contracts, spend plans and budget
• Export report data into various formats to support data analysis
• Schedule routinely used reports to run on a regular basis
• Provide data needed to determine key performance indicators and facilitate reconciliation

Provider Functionality

• Submit data/documentation for inventory on hand, doses administered, and temperature logs
• Place orders, including direct-ship
• Request priority shipment
• View order statuses, near real-time shipping status, and tracking information
• Place returns, wastage, and transfer orders

Inventory & Distribution

• Communicate with CDC’s centralized distributor regarding vaccine inventory and shipment status
• Monitor all inventory movements with near real-time information
• Identify messaging/interface and inventory failures and inventory discrepancies for prompt intervention/resolution
• Provide data to support routine monitoring of distribution performance metrics, including timeliness of provider order fulfillment and bulk order receiving; physical inventory count comparisons; and appropriate use of inventory rotation protocols

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