NCIR Accountability Report

Training for NCIR Administrators

Purpose of Accountability Report

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

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 it’s critically important we all do our part to account for every dose!

AGENDA

• How to run the report

• What’s the goal?

• Interpreting the results

Under the Inventory tab, click ‘vaccine

accountability’

Only an Administrator can run the report!

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

You will see status of the report as

QUEUE, click the Refresh button

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.

What’s the goal ?

Less than 5% unaccounted vaccine

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.

Interpreting the Accountability Report

June 1-November 30, 2010

StartInventory

Doses Shipped

From State[RECS]

Viable DosesReturnedTo State[TRAV]

Doses Transferred

IN[RECT] + [RET]

+ [REC}

DosesTransferred

OUT[TRA]

Doses Wasted[WAS]

Expired DosesReturned to

the State[TRAX]

DosesAdministered

[IMMUNIZE-DELETE]

Ending ViableInventory

Transaction Code

Transaction Description

Transaction Definition

RECSReceipt from State

[Add Txn] Select this option to view transactions for state-supplied inventory entered into a new lot or added into an existing lot with the same trade name, funding source lot number and expiration date. This includes doses shipped from Vaccine Distribution organization and accepted in an inbound inventory transfer (filled orders).

RECReceipt from Inventory

[Add Txn] Select this option to view transactions for private inventory entered into a new lot or added into an existing lot with the same trade name, funding source, lot number or added into an existing lot with the same trade name, funding source, lot number and expiration date. This includes lot shipped from the manufacturer.

RECTReceipt from Provider

[Add Txn] Select this option to view transactions for private inventory entered into a new lot or added into an existing lot with the same trade name, funding source, lot number and expiration date. This includes lots added due to accepting an incoming transfer from an external provider site.

RETXReturn to State: Expired

[Add Txn] For Vaccine Distribution organization users only: Select this option to view transactions where state-supplied doses were returned to you from another organization or an external site that were expired.

RETVReturn to State: Viable

[Add Txn] For Vaccine Distribution organization user only: Select this option to view transactions where state-supplied doses were returned to you from another organization or an external site that were non-expired.

RETReturn to Provider

[Add Txn] Select this option to view transactions where doses were returned to you from another organization or an external site.

TRAXTransfer to State: Expired

[Subtract Txn] Select this option to view transactions where you transferred expired state-supplied doses out of your inventory to return to the State-Vaccine Distribution organization.

TRAVTransfer to State: Viable

[Subtract Txn] Select this option to view transactions where you transferred non expired state-supplied doses out of your inventory to return to the State-Vaccine Distribution organization.

TRATransfer to Provider

[Subtract Txn] Select this option to view transactions where you transferred doses out of your inventory to return to an external provider site.

WAS Wasted Doses[Subtract Txn] Select this option to view transactions where there was any vaccine waste for a particular lot. For example a patient moved suddenly when the vaccine was being given and that dose was wasted.

ImmunizeImmunizations Given

[Subtract Txn] Select this option to view transactions where an immunization was given. Note: Effective with release 6.0 this will report both Immunizations given and Immunizations deleted.

DeleteImmunizations Deleted

[Add Txn] Select this option to view transactions where an immunization was deleted off of a record.

EXPRRemove-Expired Private

[Subtract Txn] Select this option to view transactions where you removed expired Private doses from inventory on hand.

EXPURemove-Expired State

[Subtract Txn] Select this option to view transactions where you removed expired State Supplied doses from inventory on hand.

ERR Error Correction[Add or Subtract Txn] Select this option to view transactions where you made any errors in entry. For example you entered 100 instead of 10 for the quantity.

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.

• 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)

• <Inventory Date> 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 <End Date>: - 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.

• 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: <$ Cost per Dose> * <Unaccounted Doses> • 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

Questions?