Steps for VTrckS Grantees before Go-Live
The deployment transition to VTrckS consisted of several steps to prepare grantees for the milestones that occurred before the grantee’s Go-Live date and during their first week of Go-Live. The five deployment steps included Grantee Readiness Calls, Flash Calls, Modules and Manuals, Training, and Shadow Sessions.
Grantee Readiness Calls provided an overview of the milestones outlined in the deployment transition to VTrckS and offered an interactive environment for grantees to ask questions that impacted their deployment to VTrckS. These monthly calls were developed to help grantees prepare for their upcoming transition to VTrckS. Three topics discussed during the monthly readiness call on a rotating basis included: NDC level information in VTrckS, ExIS, and Training. During the call, grantees were encouraged to ask questions in preparation for their transition to VTrckS. Readiness calls commenced six months prior to the grantee’s deployment date and three months before manual and module deployment preparation activities.
Weekly Flash Calls provided an interactive forum for reviewing progress toward VTrckS deployment milestones. During the calls, grantees heard answers to questions raised and received deployment updates. Flash Calls started 13 weeks prior to the grantee’s Go-Live date and included an additional call during their week of Go-Live.
The modules and manuals materials were used to prepare for transitioning to VTrckS. Each module was presented as a webinar providing specific information that grantees required to successfully transition to VTrckS and the activities they were to accomplish before moving on to the next module. Each module had an accompanying manual with more details than provided in the module presentation. Grantees were issued with “homework” assignments due by the next weekly Flash Call. The modules and manuals proved themselves to be an essential element of the deployment preparing transition grantees for their Go-Live date. The six module and manual sessions conducted over a 12-week period prior to Go Live for VTrckS Direct and ExIS grantees included:
- Module and Manual 1: Vaccine Management Overview
- Module and Manual 2: Data Cleansing and Conversion
- Module and Manual 3: Security Access
- Module and Manual 4A: Provider Readiness (for VTrckS Direct grantees only)
- Module and Manual 4B: ExIS File Upload Testing (for ExIS grantees only)
- Module and Manual 5: Training Preparation
- Module and Manual 6: Vaccine Management Transition Activities
In Training, grantee users received step-by-step instructions on how to complete different tasks and transactions in VTrckS. Training courses were delivered using a blended learning approach. Students began by participating in a series of webinars. Each class provided an in-depth explanation of the functionality, the impacts that the new functionality would have on their business processes, and step-by-step instructions accompanied by VTrckS screen shots for how to perform each transaction.
Shadow sessions were scheduled via Microsoft Live Meeting during the first week of Go-Live. These sessions provided the grantee an opportunity to place orders in VTrckS. Grantees were also guided through additional functionality in the system (such as generating reports) that they wished to pursue. The Training Team and the Contact Center also attended the Shadow sessions providing real-time support and to answer questions.
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