VTrckS/Exis Vaccine Tracking Integration Project

1
VTrckS/Exis Vaccine Tracking Integration Project

• Date 02/10/15
• Presenters Terry Reusser, Gene Lujan,
  Karla Hubbell, Dan Burke
• Certification Phase Close Out

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Project Overview

• Business Objectives
• Implement the CDCs Vaccine Tracking System
  (VTrckS) online ordering system moving the
  Vaccine For Children (VFC) Program from a manual
  process to an online system.
• Improve the efficiency, effectiveness and
  financial tracking of VFC Program by improving
  ordering, shipping, and inventory levels at VFC
  offices throughout the state.
• Train and onboard all VFC Providers.
• Technical Objectives
• Create requirement and configuration documents
  linked to the New Mexico Statewide Immunization
  Information System (NMSIIS).
• Develop test plans for five different VFC sites.
• Develop online ordering processes and procedures
  for all VFC Providers.
• Create various methods to train and convey new
  system to Providers.

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Project Accomplishments

• Implemented an online ordering and inventory
  application linked to NMSIIS.
• Trained 441 (95) providers throughout the State
  in four months and create a new onboarding
  process.
• Improved order efficiency 23 orders would take
  3-4 hours to process, with new system those 23
  orders take 7 minutes.
• Providers have visibility to track order status
  and shipments.
• Ability to track vaccine inventories throughout
  the State and transfer inventories to areas where
  needed.
• Improved the financial tracking of publicly
  funded vaccines inventories with VTrckS/Exis
  application.
• There were 23 risks, each had a mitigation
  strategy, a contingency plan, and summary of
  resolution.

4
Project Expenses

Project Budget Project Budget Project Budget Project Budget
Planned Budget 710,347 Actual Cost 666,437
Professional Services 680,347 Professional Services 636,437
Network 30,000 Network 30,000
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Lesson Learned

• Involvement from the States Regional
  Coordinators from the beginning of the project to
  the end.
• Contract deliverables were well written.
• Business processes were mapped prior to go-live.
• Require that vendor provide an experienced
  Project Manager.
• Offer different training options to meet field
  needs.
• Utilize Project Steering Committee to aid with
  overall project success.
• Daily meetings and dashboards kept project on
  track and increased visibility to risks.

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Questions