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The Basics Tables

Immunization Program Operations Manual (IPOM)

Tables on this page are referenced in the Basics Chapter.

Table 1

Unit Required Objective Description 317 Ops 317 FA Vaccine VFC Ops VFC Distribution VFC Ordering VFC AFIX Pan Flu
Stewardship and Accountability Assure Affordability Assure the affordability of the vaccine finance policy and update when budget, target populations, or vaccine recommendations change.
 
       
Stewardship and Accountability Maintain Spend Plan Maintain up-to-date vaccine spend plan.
 
       
Stewardship and Accountability Replenish Inventory (State & Local) Accomplish replenishment of federal vaccine inventory by the end of each federal fiscal year; this applies only to awardees who distribute vaccines purchased with state and/or local funds.
           
Stewardship and Accountability Replenish Inventory (S-CHIP) For those awardees that purchase vaccines on behalf of a separate Child Health Insurance Program (S-CHIP), accomplish replenishment of S-CHIP (where applicable) vaccine inventory quarterly.
           
Stewardship and Accountability CDC Vaccine Depot Policy Support the integrity and visibility of the federal inventory by complying with NCIRD’s "Policy Regarding Awardee-supported Vaccine Depots".
           
Stewardship and Accountability FET Credit Participate in the Federal Excise Tax Credit Program by ensuring that all FET-eligible vaccines are submitted for credit within six months of vaccine spoilage or expiry, with all returns entered into VTrckS.
 
       
Stewardship and Accountability VFC Compliance Visits Assure that VFC-enrolled providers comply with VFC program requirements through performance of VFC compliance site visits with enrolled providers every other year and other means as defined in the current VFC Operations Guide.
 
   
 
Stewardship and Accountability Storage and Handling Assure proper storage and handling of federally purchased vaccine by program providers as defined in the VFC Operations Guide, Module 6 and the recommendations outlined in the CDC Storage and Handling Toolkit. VFC Documents Library
 
 
 
Assessing Program Performance Section 317 Vaccine Implement a plan to ensure that Section 317 vaccine is not provided on a routine basis to fully privately insured individuals, including children who are covered by S-CHIP.
           
Assessing Program Performance Coverage – Annual Plan Annually create, understand, and assess awardee-specific tables of CDC-acquired coverage data NIS, NIS-Teen, NIS-Influenza, BRFSS, as well as IIS and other program-acquired local and state level data for the purpose of identifying and addressing areas of low or lagging vaccination coverage in children, adolescents, and adults. Develop an annual plan for steps to be taken for improvement.
 
       
Assessing Program Performance Coverage – Improve and Sustain Annually create, understand, and assess awardee-specific tables of CDC-acquired coverage data NIS, NIS-Teen, NIS-Influenza, BRFSS, as well as IIS and other program-acquired local and state level data for the purpose of identifying and addressing areas of low or lagging vaccination coverage in children, adolescents, and adults. Improve and sustain immunization coverage levels.
 
       
Assessing Program Performance Coverage – Eliminate Disparities Annually create, understand, and assess awardee-specific tables of CDC-acquired coverage data NIS, NIS-Teen, NIS-Influenza, BRFSS, as well as IIS and other program-acquired local and state level data for the purpose of identifying and addressing areas of low or lagging vaccination coverage in children, adolescents, and adults. Reduce or eliminate coverage disparities by race, ethnicity, and socioeconomic status.
 
       
Assessing Program Performance Coverage – Evidence-Based Annually create, understand, and assess awardee-specific tables of CDC-acquired coverage data NIS, NIS-Teen, NIS-Influenza, BRFSS, as well as IIS and other program-acquired local and state level data for the purpose of identifying and addressing areas of low or lagging vaccination coverage in children, adolescents, and adults. Promote evidence-based strategies.
 
   
 
Assessing Program Performance Coverage – Key Partnerships Annually create, understand, and assess awardee-specific tables of CDC-acquired coverage data NIS, NIS-Teen, NIS-Influenza, BRFSS, as well as IIS and other program-acquired local and state level data for the purpose of identifying and addressing areas of low or lagging vaccination coverage in children, adolescents, and adults. Promote vaccination through key partnerships.
 
       
Assessing Program Performance Coverage – Communications Annually create, understand, and assess awardee-specific tables of CDC-acquired coverage data NIS, NIS-Teen, NIS-Influenza, BRFSS, as well as IIS and other program-acquired local and state level data for the purpose of identifying and addressing areas of low or lagging vaccination coverage in children, adolescents, and adults. Support communications to enhance informed vaccine decision-making for consumers, health care providers, and policy makers.
 
   
 
Assessing Program Performance School Enterer Coverage Report school enterer coverage annually to CDC using CDC-approved reporting methods or by consulting with CDC staff to identify acceptable alternatives.
           
Assessing Program Performance VFC Quality Improvement Work with VFC providers on quality improvement processes to increase coverage levels and decrease missed opportunities using AFIX components, as appropriate, and move toward use of IIS as primary source of data for provider coverage level assessment by the end of the project period.
 
   
 
Assessing Program Performance Surveillance & Reporting – Maintain Surveillance System Assure adherence to CDC’s Manual for the Surveillance of Vaccine-preventable Diseases, including Vaccine Adverse Events Reporting.
Conduct vaccine-preventable disease surveillance and case investigation.
           
Assessing Program Performance Surveillance & Reporting – Surveillance Reports Assure adherence to CDC’s Manual for the Surveillance of Vaccine-preventable Diseases, including Vaccine Adverse Events Reporting.
Submit case and/or death notifications to CDC.
           
Assessing Program Performance Surveillance & Reporting – Evaluate case investigation Assure adherence to CDC’s Manual for the Surveillance of Vaccine-preventable Diseases, including Vaccine Adverse Events Reporting.
Assess timeliness and completeness of case/death investigation, reporting, and notification.
           
Assessing Program Performance Surveillance & Reporting – VAERS, Vaccine Safety Assure adherence to CDC’s Manual for the Surveillance of Vaccine-preventable Diseases, including Vaccine Adverse Events Reporting.
Designate staff to coordinate VAERS and vaccine safety activities.
           
Assessing Program Performance Program Evaluation Engage in ongoing evaluation of program activities based on CDC’s guidance.
 
   
 
Assuring Access to Vaccines Tribes Document the process used by the awardee to meaningfully engage American Indian tribal governments, tribal organizations representing those governments, tribal epidemiology centers, or Alaska Native Villages and Corporations within its boundaries in immunization activities.
 
       
Assuring Access to Vaccines Provider Enrollment Enroll and sustain a network of VFC and other providers to administer federally funded vaccines to program-eligible populations according to CDC/ACIP recommendations and NVAC standards.
 
   
 
Assuring Access to Vaccines VFC Requirements Assure compliance with all VFC statutory requirements described in the VFC Operations Guide.
 
   
 
Assuring Access to Vaccines Deputization Assure compliance with HHS deputization guidance.
 
   
 
Assuring Access to Vaccines Perinatal Hepatitis B – Identify HBsAg+ Work with partners, as appropriate, to assure coordination of the following activities in order to prevent perinatal hepatitis B transmission:
Identification of HBsAg-positive pregnant women.
           
Assuring Access to Vaccines Perinatal Hepatitis B – Newborn Prophylaxis Work with partners, as appropriate, to assure coordination of the following activities in order to prevent perinatal hepatitis B transmission:
Newborn prophylaxis with hepatitis B vaccine and HBIG.
           
Assuring Access to Vaccines Perinatal Hepatitis B – Timely Dosing Work with partners, as appropriate, to assure coordination of the following activities in order to prevent perinatal hepatitis B transmission:
Timely completion of doses two and three.
           
Assuring Access to Vaccines Perinatal Hepatitis B – PVST Work with partners, as appropriate, to assure coordination of the following activities in order to prevent perinatal hepatitis B transmission:
Post-vaccination serology.
           
IT Infrastructure EHR-IIS Interoperability Assure EHR-IIS interoperability readiness using IIS Functional Standards and facilitate Meaningful Use of EHR-IIS data.
 
   
 
IT Infrastructure IIS Provider Participation and Data Quality Promote provider site participation and ensure immunization record completeness, timeliness, accuracy, efficiency, and data use to support immunization program goals and objectives.
 
   
 
IT Infrastructure Dose-level Accountability Incorporate dose-level accountability into IIS functionality so that information can be received and stored.
 
       
IT Infrastructure VTrckS Assure provider participation in vaccine ordering and inventory management using either VTrckS Direct or an ExIS (which could be an IIS or other external system) that communicates with VTrckS using the CDC-compliant interface.
 
 
   
IT Infrastructure IIS Planning Assure that annual IIS planning documents are developed or updated.
 
       
Preparedness VPD Outbreak Management In conjunction with public health preparedness programs, develop plans for vaccine-preventable disease outbreaks that are managed with vaccination.
         

Preparedness

Pandemic Planning

Work with preparedness programs to assure preparedness for influenza pandemics and other events requiring a vaccination response, including developing or updating, exercising, and ensuring maintenance plans for:

  1. Large-scale mass vaccination
  2. Identification and vaccination of critical infrastructure personnel and other priority groups.
         
Preparedness Seasonal Flu Work with new and existing partners to increase demand for seasonal influenza vaccine to improve preparedness for an influenza pandemic, including school-located vaccination.
         

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Table 2

Budget Category Expenses Allowable with 317 operations funds Allowable with VFC operations funds Allowable with VFC ordering funds Allowable with VFC/AFIX funds Allowable with Pan Flu funds Allowable with VFC Distribution funds (where applicable)
Personal Salary/wages
Fringe Compensation/fringe benefits
Travel State/local/Regional conference travel expenses
Travel Local meetings/conferences (Ad hoc) (excluding meals)
Travel In-state travel costs
Travel Out of state travel costs (restricted to NIC, Hep B Coordinator’s Meeting, Program Managers/PHA Meeting, ACIP meetings, AFIX and VFC trainings, and other CDC-sponsored immunization program meetings

(preparedness-related)
Travel VFC-only site visits
Travel AFIX-only site visits
Travel Combined (AFIX & VFC site visits)
Travel Perinatal hospital record reviews
Equipment* Fax machines for vaccine ordering
Equipment* Vaccine storage equipment for VFC vaccine

(for distribution facility)
Equipment* Copy machines
  *Equipment: an article of tangible nonexpendable personal property having useful life of more than one year and an acquisition cost of $5,000 or more per unit.
Supplies Vaccine administration supplies (including, but not limited to, nasal pharyngeal swabs, syringes for emergency vaccination clinics)
Supplies Office supplies-computers, general office (pens, paper, paper clips, etc.), ink cartridges, calculators
Supplies Personal computers/Laptops
Supplies Pink Books, Red Books, Yellow Books
Supplies Printers
Supplies Laboratory supplies (influenza cultures and PCRs, cultures and molecular, lab media serotyping)
Supplies Temperature monitors/Thermometers/Data Loggers
Contractual State/local conferences expenses (conference site, materials printing, hotel accommodations expenses, speaker fees) Food is not allowable.
 
Contractual Regional/Local meetings
Contractual General contractual services (e.g., IAPs, local health departments, contractual staff, advisory committee media, provider trainings)
Contractual GSA Contractual services
Contractual Other IIS contractual agreements (support, enhancement, upgrades)
FA Non-CDC Contract vaccines
Indirect Indirect costs
Miscellaneous Accounting services
Miscellaneous Advertising (restricted to recruitment of staff or trainees, procurement of goods and services, disposal of scrap or surplus materials)
Miscellaneous Audit Fees
Miscellaneous BRFSS Survey
Miscellaneous Committee meetings (room rental, equipment rental, etc)
Miscellaneous Communication (electronic/computer transmittal, messenger, postage, local and long distance telephone)
Miscellaneous Consumer information activities
Miscellaneous Consumer / provider board participation (travel reimbursement)
Miscellaneous Data processing
Miscellaneous Laboratory services (tests conducted for immunization programs)
Miscellaneous Local service delivery activities
Miscellaneous Maintenance operation/repairs
Miscellaneous Malpractice insurance for volunteers
Miscellaneous Memberships/subscriptions
Miscellaneous NIS Oversampling
Miscellaneous Pagers/cell phones
Miscellaneous Printing of vaccine accountability forms
Miscellaneous Professional service costs (limited term staff), Attorney General Office services
Miscellaneous Public relations
Miscellaneous Publication/printing costs (all other immunization related publication and printing expenses)
Miscellaneous Rent (requires explanation of why these costs are not included in the indirect cost rate agreement or cost allocation plan)

(for vaccine distribution facility)
Miscellaneous Shipping (other than vaccine)
Miscellaneous Shipping (vaccine)          
Miscellaneous Software license/Renewals (ORACLE, etc.)
Miscellaneous Stipend Reimbursements
Miscellaneous Toll-free phone lines for vaccine ordering
Miscellaneous Training costs - Statewide, staff, providers
Miscellaneous Translations (translating materials)
Miscellaneous Vehicle lease (restricted to awardees with policies that prohibit local travel reimbursement)
Miscellaneous VFC enrollment materials
Miscellaneous VFC provider feedback surveys
Miscellaneous VIS camera-ready copies

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Table 3

Expense NOT allowable with 317 funds
Honoraria
Advertising costs (e.g., conventions, displays, exhibits, meetings, memorabilia, gifts, souvenirs)
Alcoholic beverages
Building purchases, construction, capital improvements
Land purchases
Legislative/lobbying activities
Bonding
Depreciation on use charges
Research
Fundraising
Interest on loans for the acquisition and/or modernization of an existing building
Clinical care (non-immunization services)
Entertainment
Payment of bad debt
Dry cleaning
Vehicle Purchase
Promotional Materials (e.g., plaques, clothing and commemorative items such as pens, mugs/cups, folders/folios, lanyards, conference bags)
Purchase of food (unless part of required travel per diem costs)

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