NCIR Accountability Report

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NCIR Accountability Report
Training for NCIR Administrators
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Purpose of Accountability Report

• To show a detailed accounting, of VFC inventory
  (state-supplied vaccines), for the date range
  selected, when generating the report.

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The Accountability Report

• Helps you track the number of unaccounted for
  vaccine doses in your inventory and shows you
  what those doses are worth
• Remember, state-supplied vaccine is purchased
  with taxpayer dollars so its critically
  important we all do our part to account for every
  dose!

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AGENDA

• How to run the report
• Whats the goal?
• Interpreting the results

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Only an Administrator can run the report!
Under the Inventory tab, click vaccine
accountability
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If there are multiple sites, select site, then
select the date range to run the report, click
the Generate Report button
The report can be ran for a maximum of 12 months
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You will see status of the report as QUEUE, click
the Refresh button
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When the report is ready for viewing, you will
see the status as COMPLETE and the Report Name
is now a blue link. Click the link to view the
report.
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Whats the goal ?

• Less than 5 unaccounted vaccine

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Unaccounted Vaccine

• The VFC Operations Guide regarding
  Unaccounted reads
• Vaccine can be lost because it is unaccounted
  for. Optimally, inventory, wastage reports,
  and doses administered reports can be used to
  determine the number of unaccounted for doses for
  each provider.
• The following formula should be used
• (Vaccine inventory at start of month doses
  received) - (doses administered wastage
  vaccine transferred to another location)
  expected ending inventory.
• Expected ending inventory - actual ending
  inventory unaccounted for vaccine.

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• Interpreting the Accountability Report

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June 1-November 30, 2010
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Viable Doses Returned To State TRAV
Start Inventory
Doses Shipped From State RECS

-
-
Doses Transferred OUT TRA
Doses Transferred IN RECT RET REC
Expired Doses Returned to the State TRAX
-

-
Ending Viable Inventory
Doses Wasted WAS
Doses Administered IMMUNIZE-DELETE
-
-
Over/Under Accounted
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Columns

• Start Inventory Field - 12 am 1st of month (Total
  doses)
• Doses Shipped Field - From Vaccine Distribution
  Org Total for 1st of month thru last day of month
  in date range
• Doses Returned Field - Viable Doses returned to
  Vaccine Distribution Org Total for 1st of month
  thru last day of month in date range
• Doses Transferred in Field - Receipt of inventory
  from other organization (not Vaccine
  distribution) Total for 1st of month thru last
  day of month in date range
• Doses Transferred Out Field - Viable doses
  transferred to other organization (not Vaccine
  Distribution) Total for 1st of month thru last
  day of month in date range
• Doses Wasted Field - Doses reported as wasted to
  vaccine distribution. Total for 1st of month thru
  last day of month in date range
• Doses Expired Field - Doses reported as expired
  to vaccine distribution. Total for 1st of month
  thru last day of month in date range
• Doses Administered Field - Total for 1st of month
  thru last day of month in date range
• End Inventory Field - 12 am on 1st of next month
  after date range (Non-expired Doses)
• Doses over(-) /under()Field Doses over/under
  (start inventory ) (Doses Shipped) - (Doses
  Returned) (Doses Transferred in) - (Doses
  Transferred out) - (Doses Wasted) - (Doses
  Expired) - (Doses Administered) - (End Inventory)
• Unaccounted Doses Field - Unaccounted Doses "-"
  values indicate over accounting and this value
  should default to "0" "" values indicate under
  accounting and represent unaccounted doses.
  (These are what we care about.)
• Error Correction Field - Total for 1st of month
  thru last day of month in date range and is not
  included in the calculation for Under/Over
  accounted doses.

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• Table Columns
• Column headers are displayed at the top of every
  page.
• Trade Name Vaccine group and trade names. Rows
  are sorted first by vaccine group, then trade
  name. Vaccine Groups for combination vaccines
  are concatenated (i.e. DTP/aP-Polio-HepB for
  Pediarix)
• ltInventory Dategt Inventory 12 am 1st of month
  (Total inventory on hand (includes viable and
  expired doses)
• Doses Received from State - From Vaccine
  Distribution Org Total for 1st of month thru last
  day of month in date range RECS
• Value of Doses Received from State multiply
  doses received from State (column 3) by the
  cost per dose for the lot RECS Cost per Dose
• Viable Doses Returned - Viable (non-expired)
  doses returned to Vaccine Distribution
  Organization TRAV
• Doses Transferred In - Receipt of
  state-supplied inventory from other provider
  organization (other than Vaccine distribution)
  RECT RET REC
• Doses Transferred Out State-supplied doses
  transferred to other organization (other than
  Vaccine Distribution) TRA
• Wasted State-supplied doses reported as wasted
  to vaccine distribution. WAS
• Expired Doses Returned to State Expired
  State-supplied doses transferred to vaccine
  distribution organization. TRAX
• Doses Administered - Immunizations given
  Immunizations deleted from State-supplied vaccine
  lots. IMMUNIZE-DELETE
• Viable Inventory ltEnd Dategt - 12 am on 1st of
  end month. Non-expired State-Supplied Doses in
  inventory on hand.
• Under/Over Accounted Doses (Start Total
  State-Supplied inventory) (Doses Shipped RECS)
  - (Viable Doses Returned TRAV) (Doses
  Transferred in RECT RET REC) - (Doses
  Transferred out TRA) - (Doses Wasted WAS) -
  (Expired Doses Returned TRAX) - (Doses
  Administered IMMUNIZE-DELETE) - (Ending Viable
  State-Supplied Inventory.)
• Unaccounted Doses Field - Unaccounted Doses "-"
  values indicate over accounting and this value
  should default to "0" "" values indicate under
  accounting and represent unaccounted doses.
• NOTE The Under/Over Accounted Doses is
  calculated when the report is run, not stored in
  the monthly inventory table.

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• Dose Value Weighted cost per dose. Add the
  total unaccounted value for all lots within
  trade name / Total unaccounted doses for trade
  name (all lots combined).
• NOTE The Dose Value is weighted and is
  calculated when the report is run, not stored in
  the monthly inventory table.
• EXAMPLE
• Infanrix  Lot                                    
        A              B Cost per Dose (Vaccine
  Dist)          10.00      15.00 Unaccounted
  Doses                             -50         
  -150 
• Dose Value is weighted ( 50 10  150
  15)  2,750.00 total unaccounted value / 200
  total unaccounted for doses 13.75 per dose
• Unaccounted Value - Total cost for Unaccounted
  Doses for trade name.
• Formula lt Cost per Dosegt ltUnaccounted Dosesgt
  
• NOTE The Unaccounted Value is calculated when
  the report is run, not stored in the monthly
  inventory table.
• Error Correction Error Correction transactions
  to State-Supplied inventory ERROR. Can be
  positive () or negative (-). Note providers
  are not given credit for error corrections.
  These does will be included in the Under/Over
  Accounted Doses.
• Table footers
• Total Value Shipped Total Value of Doses
  shipped from State RECS during reporting
  period 
• of shipped unaccounted Add total
  unaccounted for doses /total shipped inventory
  100
• Total Under/Over Accounted Total unaccounted
  Value during reporting period

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Questions?