At a glance
VTrckS is a robust vaccine management application that allows CDC, awardees, and providers to order and manage publicly-funded vaccines more efficiently. The following major functional groupings within VTrckS support the vaccine management process and needs.
Spend Plan
- Perform an initial annual setup and ongoing updates of awardee vaccine spend plans, which detail the aggregate vaccine needs by fund type for providers in a given jurisdiction
- Enable awardee and CDC user visibility into the status of vaccine spending, including "real-time" budget status, submission errors, planned versus actual figure comparisons, and current purchase order (PO) balances
Provider Master Data
Enter and update information about each provider in the system, such as:
- contact information
- business hours
- facility type
- special instructions
- shipping address
- provider enrollment data
- fund type split data
Note: fund type split data describe the mix of funding used to purchase vaccines in a particular practice based on the composition of the population served.
Vaccine Product, Contract, and Formulary Master Data
- Enable CDC users to create or manage available vaccines and CDC vaccine contracts
- Enable awardee users to control which vaccines their providers can request and return
Awardee Management of Provider Orders
- Submit, review, edit:
- provider orders, including direct-ship orders for frozen vaccines
- returns, wastage and transfer orders
- data or documentation for inventory on hand
- doses administered
- temperature logs
- Assign fund type to provider orders based on an individual provider's fund type split
- Approve priority shipment for provider orders
- View order statuses, near real-time shipping status, and tracking information
- Manage business rules to hold provider orders for awardee review based on specific providers and vaccines
Purchase Order Entry and Returns to Manufacturers
- Create federal and state-funded bulk purchase orders using CDC vaccine contracts and communicate these orders to manufacturers and CDC's centralized distributor
- Communicate to CDC's centralized distributor the placement of state funded bulk purchase orders purchased outside of CDC vaccine contracts
- Monitor the status of bulk purchase orders, including confirmation of receiving
- Interface with HHS's financial system of record to support the payment of invoices for CDC vaccine contracts based on a match between bulk purchase order, bulk receiving, and manufacturer invoice
- Direct the return of spoiled and expired doses from CDC's centralized distributor to individual vendors to request Federal Excise Tax (FET) credits
External Information System (ExIS)
- Allow awardees with external information systems (ExIS) to upload the following data into VTrckS rather than entering it manually:
- Upload provider master data information
- Upload inventory on hand data
- Upload provider orders
- Upload provider returns and wastage transactions
- Download shipment information for upload into the awardee's ExIS
Reporting
- View different types of reports based on near real-time data, including vaccine inventory, orders and shipments, bulk purchases, returns, provider master data, supporting documentation, contracts, spend plans and budget
- Export data into various formats to support analysis
- Schedule routinely used reports to run on a regular basis
- Provide data needed to determine key performance indicators and facilitate reconciliation
Provider Functionality
- Submit data and documentation for inventory on hand, doses administered, and temperature logs
- Place orders, including direct-ship
- Request priority shipment
- View order statuses, near real-time shipping status, and tracking information
- Place returns, wastage, and transfer orders
Inventory & Distribution
- Communicate with CDC's centralized distributor regarding vaccine inventory and shipment status
- Monitor all inventory movements with near real-time information
- Identify messaging and inventory failures and inventory discrepancies for prompt intervention and resolution
- Provide data to support routine monitoring of distribution performance metrics, including timeliness of provider order fulfillment and bulk order receiving; physical inventory count comparisons; and appropriate use of inventory rotation protocols