VFC Inventory Reporting through GRITS Changes. Effective Friday, September 7, 2012

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1 VFC Inventory Reporting through GRITS Changes Effective Friday, September 7, 2012 Summary of Changes Monthly Comprehensive Report and Vaccine Accountability Statement are available in one click. Both reports should be reviewed for errors each month. Combining the reports makes viewing easy in one simple step! Approved Button Added: The approved button will appear after your monthly report and accountability statement are generated. Reports must be reviewed; errors, corrected, and the approved button must be clicked to submit your report to VFC. All reports submitted during the week of August will be approved by the GRITS system on Wednesday, September 5 th and you cannot resubmit for that reporting period. NOTE: If you do not want your reports automatically approved, you must delete the existing reports by close of business on Friday, August 31, 2012 and resubmit after the blackout period on Friday, September 7 th. Vaccine Accountability Statements include revised and enhanced columns to assist with vaccine management and accountability per the Vaccine Accountability and Vaccine Loss Policies. Revised columns include I*Cost = the value of the negative difference of doses counted as inventory E*Cost = the value of spoiled or expired doses J* = number of doses presumed needed to ship based on usage and inventory totals NOTE *Item J is an enhancement to the Accountability Statement which allows for GRITS reporters to see the exact number of doses VFC plans to ship, If your special vaccine needs exceed the number of doses listed, you may continue to submit requests for additional vaccine via phone or . A GRITS blackout is scheduled for September 1 st through 6 th. During this time, providers are not allowed to count their inventory for the purpose of generating a Monthly Comp Report and Accountability Statement. This period will be used to test the new reports and approval button. Changes to the GRITS system take effect Friday, September 7, The count inventory function will be enabled, and providers may resume submitting monthly reports. Page 1 of 11

2 Review of Changes Count Inventory Screen Save Button Click Save button after entering physical count. New popup informational message with OK button will be displayed: Click OK button. User will be returned to the Count Inventory screen and counts are saved. Page 2 of 11

3 VFC/GIP Comprehensive Report and Vaccine Accountability Statement: The two reports are combined and displayed as one hyperlink. Comprehensive Report will be listed first, followed by the Vaccine Accountability Statement (VAS) VFC Inventory Transactions - No Changes Date From and Date To Columns No Changes Delete and Approve Buttons Added a new Approve button below the delete button. Delete button is still valid but the 5-day delete rule to not display the delete button was removed. Now users will have to indicate the counts were verified by clicking the Approve button. User can delete and resubmit the physical count as many times as they want until they are ready to approve the counts. Once the Approve button is clicked, the confirmation message is displayed: Click Cancel button Counts are not approved and you have the option to delete and resubmit counts. Click Ok button Counts are saved and the delete/approve buttons are replaced with username and date/time counts was approved. After the count is approved, user cannot delete the current reports. The Set Preference button will be enabled for future changes after the report is approved. Page 3 of 11

4 Current Screen in GRITS (as of today) Currently, upon submitting your monthly count in GRITS, users see a delete button as an option for resubmitting counts to generate corrected reports. On September 5, 2012, a onetime update will be applied to Count Inventory screen to automatically approve the inventory counts based on the following scenarios: If Delete button is displayed, the count is automatically approved by GRITS (user value is systems ) with the current system and date/time: Production Region - Current Screen Print: Delete button Test Region Screen print below shows the count is automatically approved by GRITS. User name is systems and date/time is when the count were saved. User name and current system date/time Page 4 of 11

5 Below is an example of the production Count Inventory screen and the Delete button is not displayed because it s been over 5 business days since the physical inventory count was saved by the site. If the Delete column is a blank, the count is not approved and the username and date/time the count are not displayed. Blank space (Delete button column) Test Region Screen print from test region shows reports were automatically approved by GRITS and displays user name and date/time physical inventory count was saved in GRITS. User and date/time applied correctly. Note: Users not flagged for electronic GRITS reporting by the VFC Program must continue to fax or their monthly report after it is approved. If you are not sure how you should be submitting your report, please contact the VFC or toll free Page 5 of 11

6 Examples of private and public reports including changes to the Vaccine Accountability Statement Report 1 of 2 VFC/GIP Comprehensive Report Only change, footer revised date is 08/2012. Private Organization VFC Program Comprehensive Report (COMPREP4) Page 6 of 11

7 Public Health Organization GIP Program Comprehensive Report (COMPREP410) Page 7 of 11

8 Report 2 of 2 Vaccine Accountability Statement (Page 6 of 8) Changes apply to PRIACCT (private) and SITEACCT (public health) Reports o o o o o Report title and dates No changes Columns A through I* - No changes Deleted columns I/C (Difference as % Available) and E/C (Spoiled/Expired as % of Available) Columns I*Cost and E*Cost No changes Add column J* (Doses Presumed Needed) after E*Cost column Based on a formula designed to maintain the provider inventory at a 2-3 month level. Formula used is [the most recent month s use (Column D doses reported used)] times 3 (months factor) minus [number of doses reported as inventory (Column H What you counted in inventory)] equals Doses Presumed Needed (Column J*). Dose count can be rounded up or down depending on the minimum order requirement. Page 8 of 11

9 Formula Example: IPOL\MV: 8 x 3 minus 6 = 18 (minimum order is increments of 10; Doses Presumed Needed is rounded up to 20 doses on the report) *NOTE: Vaccine shortages may affect current calculations. For example, Pentacel will be calculated at a 1.5 month shipment instead of 3 months until vaccine stock levels return to normal. The VFC Vaccine Manager will determine the value used to calculate the inventory level for the next reporting period. Report 2 of 2 Vaccine Accountability Statement (Page 8 of 8) Changes will apply to VAS generated for public health and private organizations. o Value of Available, Totals and Grand Total counts are still displayed on the last page of the report. o The Trade Name\Presentation Type and other messages are only displayed after the Grand Total line on the last page. o Important Trade Name\Presentation Type message No change. o The descriptions columns I*, I*Cost, E*Cost and J* are only referenced on the last page of the report. Page 9 of 11

10 The changes applied to the Vaccine Accountability Statement will apply to the reports generated from the vac acct reports and ad-hoc reports menu options under the Reports menu group. Manage Vaccine Accountability Statements Screen Access via vac acct reports menu options under the Reports blue menu panel, click report hyperlink you want to view and/or print. The Vaccine Accountability Statement screen is used to view the monthly Vaccine Accountability Statements for a site, organization, or public health district. The report summarizes the discrepancies between the physical count of inventory and the expected vaccine inventory based on vaccine usage. Replacement costs for vaccines that are unaccounted for or that have spoiled/expired are calculated. Users will have access to reports for sites within their organization as well as sites that report to their organization. The Vaccine Accountability Statements are: 1. Public Health Organizations Reporting to a Public Health District SITEACCT - Vaccine Accountability Statement for a site COACCT1 - Vaccine Accountability Statement for all sites that report to the organization (including sites from a child organization) DPHACCT1 - Vaccine Accountability Statement for the Public Health District 2. Private Organizations not reporting to a Public Health District. PRIACCT1 - Vaccine Accountability Statement for a site ORGACCT1 - Vaccine Accountability Statement for all sites that report to the organization (including sites from a child organization) Page 10 of 11

11 Ad-Hoc Vaccine Accountability Statement Screen The Ad-Hoc Vaccine Accountability Statement screen is used to create Vaccine Accountability Statements for a site, organization, or public health district on demand. Users will have access to create a view ad-hoc reports for sites within their organization as well as sites that report to their organization. Access via ad-hoc reports menu options under the Reports blue menu panel, use organization drop down to select organization to display under the different report sections. Click report hyperlink you want to view and/or print. The Vaccine Accountability Statements are: 1. Public Organizations Reporting to a Public Health District SITEACCT - Vaccine Accountability Statement for a site COACCT1 - Vaccine Accountability Statement for all sites that report to the organization (including sites from a child organization) DPHACCT1 - Vaccine Accountability Statement for the Public Health District 2. Private Organizations or Public Organizations not Reporting to a Public Health District. PRIACCT1 - Vaccine Accountability Statement for a site ORGACCT1 - Vaccine Accountability Statement for all sites that report to the organization (including sites from a child organization) Select the following from the drop down list: Report Type, Site, and From and To Dates Report will be generated and displayed under the Report Name column. Click report hyperlink to view or print PDF document. Page 11 of 11