vtrcks - c.ymcdn.com · vtrcks pilot cutover ... sap “prod” system freeze nov 19 ... pre...
TRANSCRIPT
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VTrckS Program Managers Meeting
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Agenda 2
Welcome to VTrckS – Anjella Vargas-Rosales
GAC Recommendations Update – Nathan Crawford
Grantee Pilot Planning Feedback – Brad Prescott, Jan Hicks-Thomson, and Pejman Talebian
VTrckS Functionality – Jeanne Santoli
Pre and Post Go-Live Support – Paul Abamonte and Brad Prescott
VTrckS Training Update – Harneyca Hooper
Program Status – Lance Rodewald
Other VTrckS Events – Paul Abamonte
Question and Answers – Robert Swanson
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Anjella Vargas-Rosales
Welcome to VTrckS 3
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VTrckS Update 4
Welcome!
VTrckS Solution Development Milestones
VTrckS Accomplishments to Date & Next Steps
VTrckS Pilot Cutover
Grantee Transition
VTrckS Non-Pilot Deployment
Lessons Learned
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Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb
2010 2011 Mar
VTrckS Solution Development Milestones
Training (12/3)
Mock Conversions
Cutover
Implementation GO-LIVE
DECEMBER 13
Issue Resolution
Post Go-Live Assessment
Lessons Learned
Operations and
Maintenance
VTrckS Requirements Analysis
Requirements
Analysis 5/28
VTrckS Design
Design 6/25
Data Conversion
Training Development
Development 8/20
Testing 11/4
UAT (9/22)
E2E (11/4)
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VTrckS Accomplishments to Date 6
Grantee Participation:
User Acceptance Testing (UAT) - Sept. 24
Pilot Grantee Training in Atlanta Conducted
(Sept. 27- Oct. 1)
End-to-End Testing (E2E) - Nov. 4
Grantee Onsite Supplemental Training
Scheduled (Nov. 8 - Dec. 2)
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VTrckS Next Steps 7
Pilot Cutover and Go-Live (December 13)
Non-Pilot Deployment
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~ 3 weeks prior
to Go-Live
VTrckS Pilot Cutover Timeline 8 November – December 2010 January 2011
1 week prior to
Go-Live
1 week after
Go-Live
2 weeks after
Go-Live
3 weeks after
Go-Live
SAP “Prod” System Freeze
NOV 19
Last day for direct-ship or
state-funded bulk orders
Prepare for
Blackout Period
Legacy
Blackout
Cutover
Execution
Provider
Order
Blackout
DEC 8 - 10
3-day blackout for provider
ordering to McKesson
Interim Go-Live Support Post Go-Live
Monitoring and Support
GO-LIVE
DECEMBER 13
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Grantee Transition to VTrckS 9
8 weeks 1 week 12 weeks
Pre Go-Live Activities VTrckS
Go-Live
Post
Go-Live
Support
Provider
Transition
Mini Data Cleanup
Role Definition Mapping
End User Training
Provider Readiness
Grantee ID Proofing
Technical Setup
ExIS Interface Testing
Execute Communications
Plan
Data
Conversion
Grantee
Go-Live
Provider ID Proofing
Provider Data
Converted / Created
Implement Provider
Transition Plan
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VTrckS Non-Pilot Deployment Strategy 10
The current deployment strategy is to
implement several waves of grantees
Wave dates, participants, and assignments
have not been finalized
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Lessons Learned 11
Grantee involvement and preparation is
essential, should continue, and will continue
Pilot grantee feedback will be used to further
enhance VTrckS
Pilot “pain points” are currently being
addressed
Pilot grantees will help with prioritization of
future enhancements
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Nathan Crawford
GAC Recommendations Update 12
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GAC History & Purpose 13
Started in July 2008
“To ensure that grantee immunization program
needs are well represented throughout the
development of VTrckS”
By reviewing plans
By developing recommendations
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GAC Membership 14
Co-chairs: Jan Hicks-Thomson (WA) and Gary
Rinaldi (NY)
49 members
31 grantees
Leadership from Association of Immunization
Managers (AIM) and the American
Immunization Registry Association (AIRA)
CDC
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89 participants from 31 grantees
Grantee Advisory Committee
External Information System (ExIS)
Provider and Grantee Ordering
Reports
Data Conversion and Rollout
Contact Center Planning
Testing
Change Management
(training, education, etc.)
GAC Subgroups 15
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Programmatic Technical Total
In Dec 13 Release 24 (89%) 23 (52%) 47 (66%)
Not in Dec 13 Release 3 (11%) 21 (48%) 24 (34%)
Total 27 44 71
GAC Recommendations 16
Summary of GAC recommendations for VTrckS
Phase I functionality to be released on
December 13, 2010
.
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Current Status of the GAC 17
Original purpose of the GAC for VTrckS
Release 1 has been accomplished
With development of VTrckS Release 1 in the
past, and with roll-on of the pilots imminent, it
is appropriate to pause meetings of the GAC
The GAC will remain paused until the time for
making recommendations for future VTrckS
enhancements
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Grantee Involvement 18
Your feedback, through participation in
meetings and through submitting questions and
comments via [email protected], remains critical
to the success of VTrckS
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Contact Info 19
Nathan Crawford
404.639.8242
Centers for Disease Control and Prevention
Immunization Services Division
Program Operations Branch
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Brad Prescott
Pejman Talebian and Jan Hicks-Thomson
Grantee Pilot Planning Feedback 20
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Massachusetts
Pejman Talebian, MA, MPH
Deputy Immunization Program Manager for Policy & Planning
Massachusetts Department of Public Health Division of Epidemiology and Immunization
305 South Street Jamaica Plain, MA 02130
Tel: 617-983-6880 Fax: 617-983-6840 Email: [email protected]
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Washington State 22
Jan Hicks-Thomson, MSW, MPH
Vaccine and IP Registry Integration Unit Manager
Department of Health
Immunization Program CHILD Profile
P.O. Box 47843
Olympia, WA 98504-7843
(360) 236-3578
(360) 236-3590 fax
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Washington State
Immunization Program CHILD Profile
Program Manager’s Meeting 11/2010
Jan Hicks-Thomson, MSW, MPA
VTrckS: An ExIS Pilot
Grantee Perspective
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VTrckS Facts – A Pilot
Perspective:
VTrckS is Necessary – VACMAN, VOFA and
Excel spreadsheets don’t cut it CDC and Grantee contracting budget management and
accountability standards
VTrckS is New There will be a steep learning curve
Workflows will be slower
VTrckS is Mostly Off-The-Shelf SAP-ware: New terminology, new work flows, and new steps required
VTrckS reporting will be robust
Data: organized in the system, generate spreadsheets and graphs
VTrckS Spend Plan is Custom New line of business for SAP – Old line of business for us
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VTrckS – ExIS Interface: File specifications received for
Order, inventory, provider master data and shipping files.
IIS upgraded to include new file specs
Work-arounds identified “just-in-case”
Provider Master Data – Extra column; problem with military time Inventory – the file uploaded successfully Orders – the file uploaded successfully
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Straight forward
VTrckS – ExIS Interface:
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The training materials are excellent
A lot of work has already gone into: Testing
Data cleaning and updating
Contact Center
VTrckS Go-Live Preparation:
VTrckS End User TrainingSupport Documentation and Order Entry
National Center for Immunization & Respiratory Diseases
Vaccine Tracking System (VTrckS)
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VTrckS Go-Live Preparation:
Over the next few weeks Washington will:
Complete web-based training
Have weekly check-ins with our VTrckS Analyst
Go over training materials and simulations
Access the testing environment for practice
Learn as much about VTrckS and how it works as we can
At Go-Live:
We will receive distance support as needed
We plan to manually process some orders
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Jeanne Santoli
VTrckS Functionality 30
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VTrckS Functionality for Grantees, I
Phased Approach for Pilots
Provider Account Management
Vaccine Management using Formularies
Spend Plan Management
Bulk Order Management
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VTrckS Functionality for Grantees, II 32
Provider Order Management
Provider Vaccine Requests
Product Selection
Business Rules for Order Entry
Provider Order Changes
Support Documentation
Phase 2 for Pilots
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Phased Approach for Pilots
December 2010
Pilot Grantee
Phase 1
2011
Pilot Grantee
Phase 2 Non-Pilot Rollout
Majority of VTrckS functionality
introduced
Additional VTrckS functionality
introduced
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Provider Account Management, I
Set Up Provider Accounts
Manage Provider Accounts
Manage Provider Attributes
Provider 1 Provider 2
Provider 3 Provider 4
Provider 1 Provider 2
Provider 3 Provider 4
Provider 1
Provider 2
Provider 3 Provider 4
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Provider Account Management, II
Utilize Provider Attributes Tools
Mass Data Upload Tool
Returns Approval Required
All Providers for Grantee
Mass Data Change Tool
Zip Code Change
Provider 1 Provider 2
Provider 3 Provider 4
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Formulary Management
Maintain Formulary Views
Provider will only see what they are allowed to order vs. entire list
Manage Provider Groups
Birthing Hospitals
Flu Clinics
Pediatric Practices
Family Practices
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Spend Plan
Patterned after VOFA
VTrckS orders verified against Spend Plan
Automated warnings to grantees related to
quarterly budget target and vaccines not
included in Spend Plan
Hard stop to grantees when orders exceed
quarterly budget
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Bulk Order Management
Grantees can submit Local/State-Funded Replenishment (Bulk) Orders
On the CDC contract
Outside of the CDC contract (still requires order placement with the vendor outside of VTrckS)
Grantees can check receipt of Local/State-Funded Replenishment (Bulk) Orders by distributor
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Provider Order Management
Provider Vaccine Requests
Product Selection
Business Rules for Order Entry
Provider Order Changes
Support Documentation
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Provider Vaccine Requests
Managing Provider Vaccine Requests
Vaccine requests placed by providers
Vaccine requests placed by grantees on
behalf of providers
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Product Selection
Product Selection
NDC is currently the most specific way to
select a product
Brand Name
Product Photos
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Business Rules for Order Entry, I
VTrckS checks the orders for grantee based
on a checklist called Business Rules
Option available to flag all orders for
grantee review
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Business Rules for Order Entry, II
ALL orders for pilots (ExIS & Non-ExIS)
Orders that do not meet the checklist will be
flagged for grantee review
Examples:
Priority Orders
≥ $25,000 Direct-Ship Orders
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Business Rules for Order Entry, III 44
Direct-Ship Orders
All orders flagged for grantee review
Required fields verified
Funding type must be selected
If funding type = State/Local, PO required
Checks doses and dollar values available on
contract
Value of the doses ordered with the same
ordering intention (pediatric or adult) cannot
equal or exceed $25,000
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Business Rules for Order Entry, IV 45
Order Intention
Intention reflects the age group that will
receive the vaccine
VTrckS pre-populates adult, pediatric, or
mixed
For vaccines that are mixed, you must select
adult or pediatric before submitting order
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Business Rules for Order Entry, V 46
Budget
All vaccine orders are checked against
grantee quarterly budget
Warnings occurs as grantee quarterly budget
targets approach
Hard stop occurs if orders exceed grantee
quarterly budget, requiring grantees to work
with CDC to update the Spend Plan before
approving the order
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Business Rules for Order Entry, VI
Other reasons a vaccine order would be
flagged for grantee review include if:
Order is given a high priority
Orders submitted by a provider whose status
is not active
Missing required information
Vaccine is on allocation
Allocation functionality will be handled by
McKesson
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Provider Order Changes 48
Providers cannot make changes after submission to grantee
Limited changes after submission to distributor
Cancellation of entire order
Cancellation of individual line items
Slightly difference process than today
Call customer service at distributor
If order has not yet been processed, grantee enters cancellation in VTrckS
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Support Documentation, I
Inventory on Hand Records
Only support documentation required by CDC
Required fields include:
NDC
Number of doses
Lot number
Expiration date
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Support Documentation, II
Inventory on Hand – Order Entry
Provider required to submit within 14 days of
placing an order
VTrckS will flag the order until support
documentation is submitted
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Support Documentation, III 51
Additional grantee options:
Doses administered
Temperature logs
Grantee selects required interval
(1 day, 7 days, 14 days, etc.)
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Phase 2 for Pilots, I
Allocations and Special Circumstances
Supports two levels
CDC allocation across grantees
Grantees allocation across providers
Visibility into allocation balances for CDC and
grantees
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Phase 2 for Pilots, II
Communication with providers
Mass communication options will be available
for messaging from the grantee to their
providers
Additional business rules will be available in
Phase 2
Additional options for grantee to flag and
review orders
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Phase 2 for Pilots, III
Recommended Order Quantity supplies
provider specific analysis for grantee review
Considers provider statistics (annual need,
inventory on hand, last order, etc.)
Provides recommended order quantity
Flags order if order exceeds recommended
order quantity by a certain percent
54
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In Summary 55
VTrckS functionality will support all key activities
related to vaccine ordering and purchasing for
publically-funded vaccine:
Provider account/order management
Spend Plan activities
State bulk orders
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Paul Abamonte and Brad Prescott
Pre and Post Go-Live Support 56
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VTrckS Pilot Support Solution 57
The VTrckS support solution accomplishes
specific transition objectives:
To ensure knowledge transfer occurs between
project team members and VTrckS end users
To provide optimal levels of support for both
the initial go-live (interim period) and ongoing
post production support
To ensure business operations are maintained
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VTrckS Pilot Support Solution 58
Support activities cover all phases of Go-Live
Pre Go-Live (Go-Live minus 4 weeks)
Weekly Flash Calls
E-mails
– Order blackout
reminders
– Go-Live support details
– Training updates
VTrckS Training Library
Go-Live (Go-Live minus 4 days
through Go-Live)
Weekly Flash Calls
Onsite support
Update VTrckS Training
Library
Confirm refresher
training requirements
Contact Center/Super
User network feedback
Post Go-Live (Go-Live plus 6 weeks)
Weekly Flash Calls
E-mails
– System Release
Notification
– Reminders to re-enter
cancelled orders if
needed
Calls
– Go-Live kickoff
– Daily Cutover calls
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Interim Pilot Support Solution 59
Interim support will begin on December 13th
and continue for as long as required
Atlanta
Command
Center
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Interim Pilot Support Solution 60
VTrckS Project Team Cutover Team
• Coordinates and monitors activities during cutover
Training Team
• Develops training material
• Conducts training
On-Site VTrckS Project Team
• Supports grantee in documenting and responding to any go-live issues
Central Command Center
• Coordinates go-live activities, issues, and resolutions for all pilot grantees
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Contact Center 61
After interim support is complete, the Contact
Center becomes the primary source of VTrckS
support
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Contact Center 62
Contact Center will resolve:
• How do I?” questions: Answer all questions related to using VTrckS
• Technical: Resolve any problems experienced using VTrckS
• Tracking orders: Locate orders that have already been shipped by the distributor
• “Where’s my order?” questions:
• Answer general questions
• Report an incident of a shipper not following the designated shipping instructions
Contact Center may be able to resolve:
• Shipping Discrepancies: Some questions about discrepancies between original order, packing slip, and delivered product
• Basic catalog (vaccine list) questions
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Contact Center 63
The Contact Center MUST refer to other
sources in certain instances
Questions for the Grantee Program Office
FluMist and VAERS-related questions
Temperature Issues
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Harneyca Hooper
VTrckS Training Update 64
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Grantee End User Training
System role-based training
Hands-on practice
Increase knowledge, skill level, and confidence
65
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Training Focus and Content
Business impacts
Future business process flows
Step-by-step instructions for each transaction
Simulations
Preparation and support for provider training
VTrckS help features and additional support
66
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VTrckS Training Library
Business
Process
Procedure
(BPP)
Simulations
Job Aids
Provides step-by-step instructions, including screen
shots for executing system transactions
Provides step-by-step instructions on how to execute
system transactions with no screen shots
Provides a recorded lesson, task-based tutorial
67
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Training Activities to Date 68
Instructor-led training
September 2010
Representatives from all pilot grantees
On-site supplemental training support
November / December 2010
Distance Based Learning
Webinars (November / December 2010)
eLearning
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Lance Rodewald
Program Status 69
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Paul Abamonte
Other VTrckS Events 70
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Know More about VTrckS 71
VTrckS Handbook
CDs of VTrckS Fact Sheets
Breakout Sessions featuring VTrckS Demos
VTrckS Simulations
VTrckS Information Table
Identity Proofing Table
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Robert Swanson
Questions and Answers 72