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Ask VTrckS!

October/November 2012
VTrckS Connection Newsletter

The Q&A below addresses two questions recently asked by grantees. We anticipate this information will be useful to grantees who have already deployed and to those who have yet to complete the transition to full VTrckS.

DEAR VTrckS: I saw an NDC on the Vaccine Price List on the CDC Webpage (NDC 00006-4094-09) and thought it would be available through VTrckS. I set up that vaccine for ordering in my IIS, but I received an error when I tried to upload orders to VTrckS through the ExIS interface.

Can you help? – PUZZLED

DEAR PUZZLED: Before making any new NDC available for provider orders, CDC will announce its availability in the monthly spend plan update and ask grantees to plan for use of this new product. After grantee spend plans have been updated, CDC turns on the product for provider orders through VTrckS. Until a vaccine is turned on in VTrckS, grantees cannot place provider orders for the product.

While the above timeline is similar for all grantees, there is a very important additional step that every ExIS grantee needs to incorporate into their regular routine to synchronize the vaccines available in the IIS with the vaccines available in VTrckS. Two powerful tools for this purpose are the Federal Vaccines List and the Non-Federal Vaccines List. If the vaccine is not currently on either of these lists, the vaccine is not available through VTrckS.

ExIS grantees are advised to:

  1. Subscribe to automatic e-mail updates of the Federal Vaccines List and the Non-Federal Vaccines List by sending a request to the Contact Center and
  2. Set up the IIS with the vaccines from the lists, including the exact NDC, Ordering Intention, Contract, etc.

Failure to synchronize your IIS regularly with VTrckS will cause more work for you, and, possibly, will result in spending funds in ways that you did not intend.

DEAR VTrckS: My state deployed to VTrckS. I now routinely upload inventory and order files to VTrckS through the ExIS interface. In 2013, my state’s IIS will have the ability to download Provider Master Data files for subsequent upload to VTrckS. Do we have to let CDC know that we will be using a new interface? Does the same advice apply if we are just updating from an earlier version of an interface upload file to a more recent version? – BETTER AND BETTER EVERY DAY

DEAR BETTER: Grantees planning to deploy a new ExIS interface or to implement a newer version of an interface they are already using should notify CDC before uploading data to the production system. Eight weeks before you expect the functionality to be available, notify the Contact Center. We will coordinate testing with you.




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