Deployment Tips and Lessons Learned

April/May 2012
VTrckS Connection Newsletter

To prepare for the transition to VTrckS, grantees participate in webinars, check-in calls, and training opportunities all designed for their successful deployment on their scheduled Go-Live date. The deployment activities and training have effectively equipped current VTrckS users with the necessary skills, information, and resources to successfully utilize VTrckS for vaccine ordering and inventory management.

Based upon grantee user feedback and lessons learned, this list of deployment preparation tips is provided for grantees that are just beginning or have yet to begin their VTrckS transition.

• User Access - Grantee users will receive an email from SAMS (sams-no-reply@cdc.gov) when they are activated for grantee training and then again when activated in the VTrckS production system for spend plan. When a grantee transitions to VTrckS Vaccine Management, active users for spend plan will not receive a notification email from sams-no-reply@cdc.gov. Only users that have NOT previously been activated in VTrckS will receive a notification.
• Connectivity - Some grantees have experienced some challenges with system connectivity. The VTrckS operations and management (O&M) team has worked closely with each affected grantee to determine a successful resolution. It is important that your technical environment and individual workstations are configured per the technical specification recommendations (e.g., Internet Explorer settings).
• Training, Manuals & Modules, Flash Calls, and Go-Live Activities - It is critical that you and your team attend all deployment activities and sessions so that you are fully trained and aware of how to use VTrckS and all of its functionality.
• Data Conversion - The VTrckS data team has worked to migrate and move data from your VACMAN system to VTrckS. Please make sure you work closely with both your local and CDC data teams so that the data moved to VTrckS is in fact how you want it transitioned to VTrckS. For example, you will want to ensure that providers that need to be active on VTrckS are identified and have complete, accurate contact and business hour information.

 

 

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