Program Overview - Frequently Asked Questions

Subject: Description of VTrckS

Q: What is Vaccine Tracking System (VTrckS)?

A: The Vaccine Tracking System (VTrckS), a critical component of CDC’s Vaccine Management, will be a centralized, integrated system designed to support tens of thousands of grantee-approved and enrolled health care providers and 64 grantees covering all states and territories of the United States. VTrckS will integrate the entire publicly-funded vaccine supply chain which includes vaccine ordering, vaccine forecasting, budget management, and contract management for CDC, grantees, and providers. VTrckS will replace the current vaccine management legacy systems that include Vaccine Management (VACMAN), National Immunization Program Vaccine Tracking (NIPVAC) system, and Vaccine Ordering and Forecasting Application (VOFA).

Subject: Relationship of VTrckS to VMBIP

Q: How does VTrckS relate to the Vaccine Management Business Improvement Project (VMBIP)?

A: The objective of VMBIP is to modernize publicly-funded vaccine delivery through implementation of four key strategies: centralizing the distribution of vaccines; implementing internal efficiencies around inventory management and funds management processes; migrating stockpile from the manufacturer to the distributor;  and design, development and implementation of a centralized, integrated system, VTrckS, that will automate vaccine ordering, vaccine forecasting, budget management, and contract management.

Subject: Why VTrckS is being developed

Q: Why is CDC developing VTrckS?

A: Current vaccine management legacy systems that include Vaccine Management (VACMAN), National Immunization Program Vaccine Tracking System (NIPVAC), and Vaccine Ordering and Forecasting Application (VOFA) are outdated and in need of replacement. VTrckS will replace these systems and also offer:  improved internal control requirements, business process automation, operations and maintenance support, disaster recovery, and scalability to meet program growth expectations.  

Subject: Support during vaccine shortages, outbreaks, and disasters

Q: How will VTrckS support CDC, grantees, and providers during vaccine shortages, disease outbreaks, or natural disasters?

A: During vaccine shortages, VTrckS will allow CDC to assign a maximum amount of vaccine to each grantee and, in turn, allow grantees to assign a maximum amount of vaccine to each health care provider eliminating the need for crisis-based ordering by the providers. Additionally, CDC will be able to arrange shipment of vaccine directly to health care providers and grantees eliminating the need for multiple state and health department depots. For extended vaccine shortages, VTrckS will allow CDC and grantees to adjust the amount of vaccine received by a grantee and/or health care provider so that limited vaccine supplies are shared equitably and/or sent to areas with the greatest need.

In case of a natural disaster, VTrckS will allow grantee/health care provider shipping locations to be changed immediately so that vaccines can be shipped to different or temporary locations.

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Subject: VTrckS Provider Order Pilot (VPOP)

Q: What is the VTrckS Provider Order Pilot (VPOP)?

A: In May 2009, four grantees (California, Chicago, Colorado and Massachusetts) and a sample of health care providers were selected to test a critical part of VTrckS—the ability for health care providers to submit their vaccine orders online. Representing both urban and rural communities, VPOP helped to reduce the burden of handling paper forms and increase order accuracy among these communities. Ongoing evaluation of VPOP and lessons learned aim to ensure that VTrckS is enhanced and streamlined based upon feedback provided by VPOP participants.

Subject: Functionality and benefits for CDC

Q: What functionality and benefits will VTrckS bring to CDC?

A: VTrckS will enable CDC to estimate the overall amount of vaccine and funding required each year as well as allocate to grantees both vaccine and a vaccine purchase budget. CDC can also use grantee spend plan to “pay” for a vaccine order with the proper account: VFC, Section 317, State/Local, ARRA, and/or other. Additionally, VTrckS will offer better visibility into vaccine inventory at the distributor and in stockpile and compare actual orders to CDC estimates. Lastly, CDC will be able to manage vaccine manufacturer contract funding.

CDC will significantly increase the efficiency of vaccine management business processes via the integration of key functions into a centralized technology infrastructure. VTrckS will enable key vaccine management activities such as allocation of vaccine and vaccine purchase budgets to the grantees using a centralized and fully integrated system. VTrckS will also help standardize and collect accountability data, improve contract management and reconciliation processes, and enhance internal controls. The system will improve visibility into vaccine inventory at the distributor and in stockpile and enable tracking against usage data and forecasts.  Enhanced visibility into funding, grantee spend plans, budgets and balances are additional key capabilities that support effective program stewardship. Lastly, CDC will receive enhanced reporting capabilities to include on-demand reporting based on real-time data.

Subject: Functionality and benefits for grantees

Q: What functionality and benefits will VTrckS bring to grantees?

A: VTrckS will enable grantees to submit, approve and manage vaccine orders for their providers, as well as export vaccine orders from External Information System (ExIS) to VTrckS. In addition, VTrckS will allow grantees to compare health care provider vaccine orders to original estimates.  Grantees will also be able to easily enroll and manage providers as groups or individuals, as well as develop and manage spend plans and vaccine formularies that include a list of vaccines available for providers to order. VTrckS will also allow grantees to allocate vaccine to providers in the event of a shortage. Lastly, grantees will receive routine reports and have visibility into vaccine orders through distribution and spend plan status and account balances.

Grantees will benefit from reduced manual processes and data entry through enabling online provider order entry and better visibility into order status, shipment status, and provider inventory. The ability to create certain business rules to manage provider orders by exception, enhanced reporting capabilities to include on-demand reporting based on real-time data, and real-time monitoring of provider usage against spend plan and annual need mark other key benefits that VTrckS will offer.

Subject: Functionality and benefits for providers

Q:What functionality and benefits will VTrckS bring to providers?

A: VTrckS will enable providers to place and track vaccine orders online directly into the VTrckS system or place vaccine orders directly into state maintained systems, typically registries, if allowed by grantee.  Providers will also be able to submit accountability data online such as current inventory on hand and doses administered by age eligibility.  Lastly, providers will be able to receive important informational updates from state/local immunization programs and CDC.

Providers will benefit from reduced administrative burden and increased order accuracy through the ability to place and track orders online. Additionally, providers will gain the ability to input accountability data, update their profiles and account information, order via state maintained systems, if the grantee prefers/allows it. VTrckS will also enhance communication by distributing important updates from grantees and CDC directly to providers.

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