**ExIS Message Content Specification Document**

**Prepared by:**

**The VTrckS Grantee Advisory Committee**

**February 10, 2009**

The Message Content Specification Document describes the content of
messages that will be sent to and received from the Vaccine Tracking
System (VTrckS) to maximize the Vaccine For Children (VFC) operations
that utilize an external information system for ordering and support
documentation. This document provides message content specifications to
be used in the development of data standards for the exchange of
immunization information between VTrckS and External Information Systems
such as Immunization Information Systems.

The VTrckS ExIS Blueprint Phase Workgroup met in Atlanta Georgia on
October 22 -- 23, 2008. The goal of the face-to-face meeting was to
define the areas for potential exchange and to come to an agreement on
the minimum content message set. The Grantee Advisory Committee selected
ten workgroup members to represent the needs of grantees with an ExIS
including Immunization Information Systems (IIS), and who are
considering using the VTrckS electronic interface capabilities to order
on behalf of providers. Members were selected from the following areas:

1\) VFC Program Managers who utilize an external information system to
manage program operations;

2\) Immunization Program Mangers;

3\) IIS Managers; and

4\) Vaccine Data Managers (VACMAN users)

[T]{.underline}he following VTrckS uses cases were referenced to create
the content messaging document:

## Setup and Maintain Provider (use case \# 1)

### This use case describes the functionality that allows the user to setup and maintain provider information. Provider information is made up of the Provider Profile, Provider Detailed Account Information, Annual Need, and Provider Profile (demographics) Information. It is used to allow projects and providers to maintain information on providers and prepare the system and the provider's account with the information that will allow a provider to order. 

### 

## Submit Support Documentation (use case \# 2)

### This use case describes the functionality that allows the provider to submit the support documentation that is required by NCIRD and the project. Support documentation includes Doses Administered, Inventory (although inventory is required with every order), and Wastage/Shipment Problems. 

## 

## Submit Vaccine Request (use case \# 3)

### This use case describes the functionality that enables a user to submit a vaccine request to VTrckS.

## Process Vaccine Request (use case \# 4)

### This use case describes the functionality that allows the user to process, ship and receive vaccine orders.

## Get Order Information (use case \# 5)

### This use case describes the functionality that allows the provider or the project contact the ability to retrieve information about an order that has been placed and/or view order history of previous orders. 

## Process Vaccine Transaction (use case \# 7)

### This use case describes the functionality that allows the user to submit and process vaccine transactions. Vaccine transactions include wastage, shipment problems, and transfers. The vaccine transactions are given a status and tracked to closure in VTrckS. Note: Wastage is considered support documentation and may be required per project requirements.

## Configure Program Options (use case \# 9)

### This use case describes the functionality that allows NCIRD and the project contact to set up the program options. These options are used to create a vaccine request and verify against other operational business rules to ensure the correct amount of vaccine is being ordered and/or shipped. 

## Manage Special Circumstances (use case \# 10)

### This use case describes the functionality that allows NCIRD to set up a special circumstance plan and apply a temporary set of parameters to the ordering and distribution for a vaccine(s) for a limited amount of time. A special circumstance is a shortage of vaccine at the manufacturer or a disaster.

## General Requirements and Recommendations from the ExIS Workgroup:

1.  The ability to import historical data, update an existing record,
    and add new records.

2.  Real time bi-directional exchange of data preferred.

3.  Grantees who do not have real time exchange capabilities batch
    import features should allow them to submit data twice a day.

4.  Bulk inventory should be managed, along with non-contract purchase
    inventory.

5.  A use case should be developed for pre-booked influenza orders and
    influenza allocations.

6.  A funds management use case should be developed.

7.  Adequate help desk functions will be needed to assist with ExIS/IIS
    messaging.

8.  A frequently asked questions document for vendors would be a useful
    resource.

9.  Any changes to VTrckS will need to be communicated with ExIS/IIS so
    not to impact messaging between systems.

10. ExIS and IIS must receive shipment data within 24 hours of shipment
    in order to pre-populate inventories for VFC providers. This
    shipment data should include direct ship orders.

11. Incomplete records should be returned to the external system
    attempting to import into the VTrckS system. The originator should
    receive a log of incomplete records.

12. All data changes should be captured for future audits to include
    user Id and a date stamp.

13. All orders should have a create date from the External Information
    System that is sent with the order and stored in VTrckS.

14. Incorporate all the current VACMAN functionalities into VTrckS.

15. A CDC website with current information on all updated vaccine tables
    that would include NDC numbers.

# Questions about VTrckS from the ExIS Workgroup:

## How will Varicella funds management be handled?

## How will VTrckS support the management of donated vaccine?

## Can VTrckS print labels?

## Will CDC collect data from secondary record systems such as provider licensing, Site-visit/Co-Casa, and Medicaid? 

## Can the shipping address field be extended to more then 40 characters and formatted to expand shipping hours for providers.

1.  Is there a way that VTrckS can help with projecting vaccine
    allocations based on provider need?

2.  It there a way to document by percentage for VFC funding codes when
    sending an order to VTrckS?

3.  Will VACMAN data be imported into VTrckS? If so how many years of
    historical data will be imported into VTrckS?

4.  How will VTrckS manage 'pro-rate' orders and shipments of vaccine?

**Questions from Grantees who reviewed the ExIS document:**

1.  Will standard code-sets be used instead of free form text? For
    example, instead of sending the Manufacturer's name in a message,
    the appropriate MVX code should be sent. Use of existing standard
    code-sets should also be considered for the following fields
    (including, but not limited to):

    a.  Provider specialty

    b.  Provider classification

    c.  Enrollment data source

    d.  Age category

    e.  Enrollment category (uninsured, American Indian, etc.)

    f.  Short Name

    g.  ...

2.  On page 1, use cases 4 and 7 seem to have multiple user types and
    functionality. Will specific messages be developed to support
    communications between all interested parties, such as between
    distributor and VTrckS? Between VTrckS and project? , etc.? Will
    registries be expected to communicate with any other system besides
    VTrckS? Or will all data be embedded in VTrckS, including shipping
    info?

3.  On page 2, what is the difference between a requirement and
    recommendation? To ensure that the required functionality is ready
    on time, it is very important to publish a schedule showing when
    specific functionality must be fully operational.

4.  Does it make sense to include a Jurisdiction Id in each message? For
    example, the VFC PIN for a provider may not be unique across
    jurisdictions.

5.  For transactions that support multiple functions (e.g. add, update,
    delete, inactivate, etc.), each transaction should contain an action
    code or transaction type. For example, A=Add, C=Change, etc.

6.  On page 3, in the clinic information messages:

    a.  Change the name of the "Codes" field to something more
        meaningful (e.g. Direct Ship Eligibility)

    b.  Is the enrollment date the original enrollment date or the
        annual reenrollment date?

7.  Regarding the format of the messages involved in the electronic
    information exchange between VTrckS and an External Information
    System (ExIS):

    a.  Is the intent to use the Message Content Specification Document
        to work with current standards organizations to create "the
        standard" messages?

    b.  Who will lead this effort?

8.  Will VTrckS acknowledge messages electronically?

    a.  For example, for the Ordering message, will a message be sent
        back from VTrckS to the ExIS acknowledging the receipt of the
        order and providing the order number and status?

    b.  Order status message -- isn't this a query and response?

9.  Will messages be streamlined or segmented to take advantage of code
    sets and prevent "stovepipe" data formats?

10. On page 11, the Transfer Vaccine message seems to have multiple
    purposes. If the intent is really to use this to report returns and
    wastes as well as transfers, then appropriate record types are
    needed (and perhaps the message should be renamed).

11. Will Grantees place an order by NDC number?

+-----------+----------------------------------------------------------+
| **Field   | **Add or update VFC clinic information**                 |
| Name**    |                                                          |
|           | **Add new provider to VFC program**                      |
|           |                                                          |
|           | **Update provider contact information**                  |
|           |                                                          |
|           | **Activate or inactivate provider in the VFC program**   |
+===========+==========================================================+
| VFC PIN   | Provider identification number.                          |
|           |                                                          |
|           | This number is a unique identifier for provider or       |
|           | depots. This is the key field to match providers in this |
|           | database with providers in the other databases.          |
+-----------+----------------------------------------------------------+
| Clinic ID | Provider identification number for a "parent" provider   |
|           | record of the "satellite" provider being displayed. This |
|           | is to link the records for enrollment data.              |
+-----------+----------------------------------------------------------+
| First     | Private provider's first name.                           |
| name      |                                                          |
+-----------+----------------------------------------------------------+
| Initial   | Middle initial of the private provider's name.           |
+-----------+----------------------------------------------------------+
| Last name | Last name of a private provider.                         |
+-----------+----------------------------------------------------------+
| Title     | Suffix or title of the private provider.                 |
+-----------+----------------------------------------------------------+
| Contact   | Person to contact for information or questions about     |
|           | vaccine shipments or deliveries.                         |
+-----------+----------------------------------------------------------+
| Address   | Provider shipping address for delivery purposes. This    |
|           | should be the street address. DO NOT include a P.O. box  |
|           | in this address.                                         |
+-----------+----------------------------------------------------------+
| Address 2 | Second line for provider shipping address.               |
+-----------+----------------------------------------------------------+
| City      | Shipping address city                                    |
+-----------+----------------------------------------------------------+
| State     | Shipping address state                                   |
+-----------+----------------------------------------------------------+
| Zip code  | Shipping address ZIP code (5 or 9 digits).               |
+-----------+----------------------------------------------------------+
| Mailing   | Provider mailing address.                                |
| Address   |                                                          |
+-----------+----------------------------------------------------------+
| Mailing   | Mailing address city                                     |
| City      |                                                          |
+-----------+----------------------------------------------------------+
| Mailing   | Mailing address state                                    |
| State     |                                                          |
+-----------+----------------------------------------------------------+
| Mailing   | Mailing address ZIP code (5 or 9 digits).                |
| Zip code  |                                                          |
+-----------+----------------------------------------------------------+
| County    | County name                                              |
+-----------+----------------------------------------------------------+
| Phone     | Phone number for the person shown in the Contact field.  |
|           | Field includes parentheses around area code and hyphen   |
|           | after local prefix; for example (404) 555-8245.          |
+-----------+----------------------------------------------------------+
| Extension | Optional. Extension number for the telephone number      |
|           | shown in the Phone field.                                |
+-----------+----------------------------------------------------------+
| Fax       | FAX number.                                              |
+-----------+----------------------------------------------------------+
| Jur       | User-defined name of the project jurisdictional          |
| isdiction | subdivision (district, county, region, station, area,    |
|           | etc.) under which the provider is grouped.               |
+-----------+----------------------------------------------------------+
| Shipping  | Providers availability to receive shipment               |
| hours     |                                                          |
+-----------+----------------------------------------------------------+
| Specialty | Pediatrician, Family Practice, Internist, OBGYN          |
+-----------+----------------------------------------------------------+
| Class     | All private sites (individual or group), Hospital, FQHC, |
| ification | RHC, Community Migrant Health Center, Public Health      |
| Code      | Department, Local Health Jurisdiction, Tribal Clinics,   |
|           |                                                          |
|           | Other Public Health (those primarily serving             |
|           | adolescents.                                             |
+-----------+----------------------------------------------------------+
| Active    | Code to indicate whether a provider is active. Codes     |
| /Inactive | are:                                                     |
|           |                                                          |
|           | Y - active provider                                      |
|           |                                                          |
|           | N - inactive provider                                    |
|           |                                                          |
|           | S -- suspended provider                                  |
|           |                                                          |
|           | T -- temporary provider                                  |
|           |                                                          |
|           | .                                                        |
+-----------+----------------------------------------------------------+
| Codes     | Indicates whether a provider is eligible for direct      |
|           | ship. Codes are:                                         |
|           |                                                          |
|           | Y - provider can receive direct ship (frozen) vaccine    |
|           |                                                          |
|           | blank - provider cannot receive direct ship              |
+-----------+----------------------------------------------------------+
| E         | Date the provider became eligible to participate in the  |
| nrollment | VFC program.                                             |
| Date      |                                                          |
+-----------+----------------------------------------------------------+
| Create    | Date the provider record was created in the ExIS         |
| date      |                                                          |
+-----------+----------------------------------------------------------+
| Transmit  | Date the provider record was transmitted to NCIRD        |
| Date      |                                                          |
+-----------+----------------------------------------------------------+
| Change    | Change date. Date the provider record was last updated.  |
| date      |                                                          |
+-----------+----------------------------------------------------------+
| User Id   | User ID of person adding or editing provider's record.   |
+-----------+----------------------------------------------------------+
| Email     | E-mail address for point of contact at a provider site.  |
+-----------+----------------------------------------------------------+
| Status    | Date that provider's active status last changed.         |
| Change    |                                                          |
| Date      |                                                          |
+-----------+----------------------------------------------------------+

+----------+-----------------------------------------------------------+
| **Field  | **Updating or adding enrollment data**                    |
| Name**   |                                                           |
+==========+===========================================================+
| VFC PIN  | Provider identification number.                           |
+----------+-----------------------------------------------------------+
| En       | Source code for the enrollment information.               |
| rollment |                                                           |
| data     | A - benchmarking data                                     |
| source   |                                                           |
|          | B - Medicaid claims data                                  |
|          |                                                           |
|          | C - provider encounter data                               |
|          |                                                           |
|          | D - registry data                                         |
|          |                                                           |
|          | E - vaccine replacement data                              |
|          |                                                           |
|          | F - doses administered data                               |
|          |                                                           |
|          | G - prior ordering data                                   |
|          |                                                           |
|          | Z -- other                                                |
+----------+-----------------------------------------------------------+
| Total \# | Total children under 1 year of age receiving              |
| of       | immunizations.                                            |
| children |                                                           |
| under 1  |                                                           |
| year     |                                                           |
+----------+-----------------------------------------------------------+
| Medicaid | Number of children under 1 year of age qualifying for     |
|          | Medicaid                                                  |
+----------+-----------------------------------------------------------+
| U        | Number of children under 1 year of age uninsured for      |
| ninsured | health care                                               |
+----------+-----------------------------------------------------------+
| American | Number of American Indian and Alaskan Native children     |
| Indian   | under 1 year of age                                       |
| /Alaskan |                                                           |
| Native   |                                                           |
+----------+-----------------------------------------------------------+
| FQHC-    | Number of children under 1 year of age underinsured (no   |
| RHC      | coverage for immunizations) AND are served in a Federally |
|          | Qualified Health Center (FQHC) or Rural Health Center     |
|          | (RHC)                                                     |
+----------+-----------------------------------------------------------+
| Total \# | Total children under 1 year of age who are VFC eligible.  |
| of       | This amount should equal the number in the MEDICAID1,     |
| children | UNINSURED1, AMINDIAN1, and FQHC_RHC1 fields.              |
+----------+-----------------------------------------------------------+
| Total \# | Number of children under 1 year of age not eligible for   |
| of       | VFC vaccines, but eligible to receive free vaccines       |
| children | through direct assistance or G317 funds.                  |
| eligible |                                                           |
| for 317  |                                                           |
+----------+-----------------------------------------------------------+
| Total \# | Number of children under 1 year of age not eligible for   |
| of       | VFC vaccines, but eligible to receive free vaccines       |
| Children | through state/other funds.                                |
| eligible |                                                           |
| for      |                                                           |
| State    |                                                           |
| p        |                                                           |
| urchased |                                                           |
| vaccine  |                                                           |
+----------+-----------------------------------------------------------+
| Total \# | Age group is 1-6                                          |
| of       |                                                           |
| children |                                                           |
| 1-18     |                                                           |
+----------+-----------------------------------------------------------+
| Medicaid | Age group is 1-6                                          |
+----------+-----------------------------------------------------------+
| U        | Age group is 1-6                                          |
| ninsured |                                                           |
+----------+-----------------------------------------------------------+
| American | Age group is 1-6                                          |
| Indian   |                                                           |
| /Alaskan |                                                           |
| Native   |                                                           |
+----------+-----------------------------------------------------------+
| FQHC-RHC | Age group is 1-6                                          |
+----------+-----------------------------------------------------------+
| Total \# | Age group is 1-6                                          |
| of       |                                                           |
| children |                                                           |
| eligible |                                                           |
| for VFC  |                                                           |
| vaccine  |                                                           |
+----------+-----------------------------------------------------------+
| Total \# | Age group is 1-6                                          |
| of       |                                                           |
| children |                                                           |
| eligible |                                                           |
| for 317  |                                                           |
| Vaccine  |                                                           |
+----------+-----------------------------------------------------------+
| Total \# | Age group is 1-6                                          |
| of       |                                                           |
| children |                                                           |
| eligible |                                                           |
| for      |                                                           |
| State    |                                                           |
| P        |                                                           |
| urchased |                                                           |
| Vaccine  |                                                           |
+----------+-----------------------------------------------------------+
| Total \# | Total children 7-18 years of age receiving immunizations. |
| of       |                                                           |
| children |                                                           |
| 7-18     |                                                           |
| years of |                                                           |
+----------+-----------------------------------------------------------+
| Medicaid | Number of children 7-18 years of age qualifying for       |
|          | Medicaid                                                  |
+----------+-----------------------------------------------------------+
| U        | Number of children 7-18 years of age uninsured for health |
| ninsured | care                                                      |
+----------+-----------------------------------------------------------+
| American | Number of American Indian and Alaskan Native children     |
| Indian   | 7-18 years of age                                         |
| /Alaskan |                                                           |
| Native   |                                                           |
+----------+-----------------------------------------------------------+
| FQHC-RHC | Number of children 7-18 years of age underinsured (no     |
|          | coverage for immunizations) AND are served in a Federally |
|          | Qualified Health Center (FQHC) or Rural Health Center     |
|          | (RHC)                                                     |
+----------+-----------------------------------------------------------+
| Total \# | Total children 7-18 years of age who are VFC eligible.    |
| of       |                                                           |
| children |                                                           |
| 7-18     |                                                           |
| years of |                                                           |
| age who  |                                                           |
| are VFC  |                                                           |
| Eligible |                                                           |
+----------+-----------------------------------------------------------+
| Total \# | Number of children 7-18 years of age not eligible for VFC |
| of       | vaccines, but eligible to receive free vaccines through   |
| children | direct assistance or G317 funds.                          |
| 7-18     |                                                           |
| years of |                                                           |
| age      |                                                           |
| eligible |                                                           |
| for 317  |                                                           |
| vaccine  |                                                           |
+----------+-----------------------------------------------------------+
| Total \# | Number of children 7-18 years of age not eligible for VFC |
| of       | vaccines, but eligible to receive free vaccines through   |
| children | State/other funds.                                        |
| 7-18     |                                                           |
| years of |                                                           |
| age      |                                                           |
| eligible |                                                           |
| for      |                                                           |
| State    |                                                           |
| Vaccines |                                                           |
+----------+-----------------------------------------------------------+
| Total \# | Number of adults 19 years of age and older not eligible   |
| of       | for VFC vaccines, but eligible to receive free vaccines   |
| adults   | through direct assistance or G317 funds.                  |
| 19 years |                                                           |
| of age   |                                                           |
| and      |                                                           |
| older    |                                                           |
| eligible |                                                           |
| for 317  |                                                           |
| vaccine  |                                                           |
+----------+-----------------------------------------------------------+
| Total \# | Number of adults 19 years of age and older not eligible   |
| of       | for VFC vaccines, but eligible to receive free vaccines   |
| adults   | through State/other funds.                                |
| 19 years |                                                           |
| of age   |                                                           |
| and over |                                                           |
| eligible |                                                           |
| for      |                                                           |
| State    |                                                           |
| Vaccines |                                                           |
+----------+-----------------------------------------------------------+
| Date     | Date the ENROLL record was last updated by the project.   |
| record   |                                                           |
| was      |                                                           |
| modified |                                                           |
+----------+-----------------------------------------------------------+
| Create   | Date the provider record was created in the ExIS          |
| date     |                                                           |
+----------+-----------------------------------------------------------+
| Transmit | Date the provider record was transmitted to CDC/NCIRD     |
| Date     |                                                           |
+----------+-----------------------------------------------------------+
| User Id  | User ID of person adding or editing the ENROLL record     |
+----------+-----------------------------------------------------------+

+----------+-----------------------------------------------------------+
| **Field  | **Adding, deleting or updating physician information on   |
| Name**   | the provider site list**                                  |
+==========+===========================================================+
| VFC PIN  | Provider identification number.                           |
|          |                                                           |
|          | .                                                         |
+----------+-----------------------------------------------------------+
| Last     | Physician's last name.                                    |
| name     |                                                           |
+----------+-----------------------------------------------------------+
| First    | Physician's first name.                                   |
| name     |                                                           |
+----------+-----------------------------------------------------------+
| Initial  | Physician's middle initial.                               |
+----------+-----------------------------------------------------------+
| Title    | Physician's title; e.g., MD.                              |
+----------+-----------------------------------------------------------+
| S        | Pediatrician, Family Practice, Internist                  |
| pecialty |                                                           |
+----------+-----------------------------------------------------------+
| Medicaid | Physician's Medicaid number.                              |
| \#       |                                                           |
+----------+-----------------------------------------------------------+
| Medical  | Physician's medical license number.                       |
| license  |                                                           |
| \#       |                                                           |
+----------+-----------------------------------------------------------+
| Date     | Date the physician's record was last updated by the       |
| record   | project.                                                  |
| was      |                                                           |
| modified |                                                           |
+----------+-----------------------------------------------------------+
| User Id  | User ID of person adding or editing the physician record. |
|          | The ID is copied from the Security profile.               |
+----------+-----------------------------------------------------------+
| Active/  | Physician record is active or inactive with the VFC       |
| Inactive | program                                                   |
+----------+-----------------------------------------------------------+
| Create   | Date the provider record was created in the ExIS          |
| date     |                                                           |
+----------+-----------------------------------------------------------+
| Transmit | Date the provider record was transmitted to CDC/NCIRD     |
| date     |                                                           |
+----------+-----------------------------------------------------------+
| Date     | Date that provider's active status last changed.          |
| status   |                                                           |
| was      |                                                           |
| modified |                                                           |
+----------+-----------------------------------------------------------+

  -----------------------------------------------------------------------
  **Field     **Sending ending inventory support documentation**
  Name**      
  ----------- -----------------------------------------------------------
  VFC PIN     Provider identification number.

  Inventory   Date the inventory was done.
  date        

  Vaccine     Short name for vaccine types.

  Lot \#      Manufacturer's lot number Providers may report inventory by
              lot number or by vaccine type.

  \# of Doses Number of doses reported in inventory for this date and
              vaccine type (and optionally, lot number).

  Change date Date the record was last changed.

  User Id     ID of the user who last changed the record.

  NDC \#      National Drug Code (NDC) number.

  Create date Date the inventory record was created in the ExIS

  Transmit    Date the inventory record was transmitted to CDC/NCIRD
  Date        
  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  **Field     **Sending temperature log support documentation**
  Name**      
  ----------- -----------------------------------------------------------
  VFC PIN     Provider identification number.

  Yes         Grantee received temperature log from provider

  No          Grantee did not receive temperature log from provider

  **Date of   **Start date and end date of temp log (July 1-31)**
  Temp log**  
  -----------------------------------------------------------------------

+----------+-----------------------------------------------------------+
| **Field  | **Sending doses administered support documentation**      |
| Name**   |                                                           |
+==========+===========================================================+
| T        | Timeframe with beginning and end dates of report          |
| imeframe |                                                           |
+----------+-----------------------------------------------------------+
| VFC PIN  | Provider identification number.                           |
+----------+-----------------------------------------------------------+
| Sector   | Code for vaccine sector type.                             |
|          |                                                           |
|          | 1 - public provider doses                                 |
|          |                                                           |
|          | 2 - private provider doses                                |
+----------+-----------------------------------------------------------+
| Vaccine  | Short name for vaccine types.                             |
+----------+-----------------------------------------------------------+
| Dose     | Number of doses in the series for a vaccine (1^st^ dose,  |
|          | 2^nd^ dose, etc.)                                         |
+----------+-----------------------------------------------------------+
| D1       | Number of doses administered to age category 1 (less than |
|          | 1 year of age)                                            |
+----------+-----------------------------------------------------------+
| D2       | Number of doses administered to age category 2 (1 year of |
|          | age)                                                      |
+----------+-----------------------------------------------------------+
| D3       | Number of doses administered to age category 3 (2 years   |
|          | of age)                                                   |
+----------+-----------------------------------------------------------+
| D4       | Number of doses administered to age category 4 (3 -- 4    |
|          | years of age)                                             |
+----------+-----------------------------------------------------------+
| D5       | Number of doses administered to age category 5 (5 years   |
|          | of age)                                                   |
+----------+-----------------------------------------------------------+
| D6       | Number of doses administered to age category 6 (6 -- 9    |
|          | years of age)                                             |
+----------+-----------------------------------------------------------+
| D7       | Number of doses administered to age category 7 (10 -- 14  |
|          | years of age)                                             |
+----------+-----------------------------------------------------------+
| D8       | Number of doses administered to age category 8 (15 -- 19  |
|          | years of age)                                             |
+----------+-----------------------------------------------------------+
| D9       | Number of doses administered to age category 9 (20 -- 24  |
|          | years of age)                                             |
+----------+-----------------------------------------------------------+
| D10      | Number of doses administered to age category 10 (25 -- 44 |
|          | years of age)                                             |
+----------+-----------------------------------------------------------+
| D11      | Number of doses administered to age category 11 (45 -- 64 |
|          | years of age)                                             |
+----------+-----------------------------------------------------------+
| D12      | Number of doses administered to age category 12 (65 years |
|          | of age or greater)                                        |
+----------+-----------------------------------------------------------+
| D13      | Number of doses administered to age category 13 (unknown  |
|          | age)                                                      |
+----------+-----------------------------------------------------------+
| Total    | Total number of doses administered for age categories 1   |
| number   | -- 13                                                     |
| of Doses |                                                           |
+----------+-----------------------------------------------------------+
| Create   | Date the Doses Admin record was created in the ExIS       |
| date     |                                                           |
+----------+-----------------------------------------------------------+
| Transmit | Date the Doses Admin record was transmitted to CDC/NCIRD  |
| Date     |                                                           |
+----------+-----------------------------------------------------------+
| Change   | Date the record was last changed.                         |
| date     |                                                           |
+----------+-----------------------------------------------------------+
| User Id  | ID of the user who last changed the record.               |
+----------+-----------------------------------------------------------+

+----------+-----------------------------------------------------------+
| **Field  | **Provider Order: (including direct Ship order) Create an |
| Name**   | order, Create a priority order**                          |
+==========+===========================================================+
| Record   | Type of record:                                           |
| Type     |                                                           |
|          | Direct ship order                                         |
|          |                                                           |
|          | Non-CDC inventory                                         |
|          |                                                           |
|          | Return viable vaccine                                     |
|          |                                                           |
|          | Provider order                                            |
+----------+-----------------------------------------------------------+
| VFC PIN  | Provider identification number.                           |
+----------+-----------------------------------------------------------+
| NDC \#   | Unique number assigned to each vaccine manufacturer.      |
+----------+-----------------------------------------------------------+
| \# of    | Number of doses ordered for an order that is to be        |
| doses    | transmitted to CDC.                                       |
+----------+-----------------------------------------------------------+
| \# of    | Number of doses per vial ordered.                         |
| doses    |                                                           |
| per vial |                                                           |
+----------+-----------------------------------------------------------+
| Size     | Number of doses per package, per the applicable CDC       |
|          | contract                                                  |
+----------+-----------------------------------------------------------+
| Vaccine  | Short name for vaccine types.                             |
+----------+-----------------------------------------------------------+
| Manu     | Vaccine manufacturer's name.                              |
| facturer |                                                           |
+----------+-----------------------------------------------------------+
| Cost     | Actual cost per dose, per the applicable CDC contract.    |
|          | (This is used in computing the value of inventory and     |
|          | shipments.)                                               |
+----------+-----------------------------------------------------------+
| Contract | Federal contract number.                                  |
| \#       |                                                           |
+----------+-----------------------------------------------------------+
| Funding  | Funding code.                                             |
| code     |                                                           |
|          | 1 - VFC funds                                             |
|          |                                                           |
|          | 2 - G317 funds                                            |
|          |                                                           |
|          | 3 - state funds                                           |
+----------+-----------------------------------------------------------+
| Change   | Date the record was last changed.                         |
| date     |                                                           |
+----------+-----------------------------------------------------------+
| State    | State purchase order number entered by the project for    |
| purchase | state funded orders.                                      |
| order    |                                                           |
+----------+-----------------------------------------------------------+
| Urgent   | Specifies that the order has expedited handling.          |
+----------+-----------------------------------------------------------+
| Order    | Identifies the order as Federal or Non-Federal (F/N)      |
| Type     |                                                           |
+----------+-----------------------------------------------------------+
| Create   | Date that an order was entered in ExIS                    |
| Date     |                                                           |
+----------+-----------------------------------------------------------+
| User Id  | ID of the user who last changed the record. The ID is     |
|          | copied from the Security profile.                         |
+----------+-----------------------------------------------------------+
| Transmit | Transmit date                                             |
| Date     |                                                           |
+----------+-----------------------------------------------------------+

+----------+-----------------------------------------------------------+
| **Field  | **Bulk Order: create a bulk order, create a priority      |
| Name**   | order**                                                   |
+==========+===========================================================+
| Record   | Bulk order.                                               |
| Type     |                                                           |
+----------+-----------------------------------------------------------+
| VFC PIN  | Provider identification number.                           |
+----------+-----------------------------------------------------------+
| NDC \#   | Unique number assigned to each vaccine manufacturer.      |
+----------+-----------------------------------------------------------+
| \# of    | Number of doses ordered for an order that is to be        |
| doses    | transmitted to CDC.                                       |
+----------+-----------------------------------------------------------+
| \# of    | Number of doses per vial ordered.                         |
| doses    |                                                           |
| per vial |                                                           |
+----------+-----------------------------------------------------------+
| Size     | Number of doses per package, per the applicable CDC       |
|          | contract                                                  |
+----------+-----------------------------------------------------------+
| Vaccine  | Short name for vaccine types.                             |
+----------+-----------------------------------------------------------+
| Manu     | Vaccine manufacturer's name.                              |
| facturer |                                                           |
+----------+-----------------------------------------------------------+
| Cost     | Actual cost per dose, per the applicable CDC contract.    |
|          | (This is used in computing the value of inventory and     |
|          | shipments.)                                               |
+----------+-----------------------------------------------------------+
| Contract | Federal contract number.                                  |
| \#       |                                                           |
+----------+-----------------------------------------------------------+
| Funding  | Funding code.                                             |
| code     |                                                           |
|          | 1 - VFC funds                                             |
|          |                                                           |
|          | 2 - G317 funds                                            |
|          |                                                           |
|          | 3 - state funds                                           |
+----------+-----------------------------------------------------------+
| Change   | Date the record was last changed.                         |
| date     |                                                           |
+----------+-----------------------------------------------------------+
| State    | State purchase order number entered by the project for    |
| purchase | state funded orders.                                      |
| order    |                                                           |
+----------+-----------------------------------------------------------+
| Urgent   | Specifies that the order has expedited handling.          |
+----------+-----------------------------------------------------------+
| Order    | Identifies the order as Federal or Non-Federal (F/N)      |
| Type     |                                                           |
+----------+-----------------------------------------------------------+
| Create   | Date that an order was entered in ExIS                    |
| Date     |                                                           |
+----------+-----------------------------------------------------------+
| User Id  | ID of the user who last changed the record. The ID is     |
|          | copied from the Security profile.                         |
+----------+-----------------------------------------------------------+
| Transmit | Transmit date                                             |
| Date     |                                                           |
+----------+-----------------------------------------------------------+
| Bulk     | Receipt that the Distributor received the bulk order from |
| Order    | the Manufacturer                                          |
| Received |                                                           |
| Status   |                                                           |
+----------+-----------------------------------------------------------+
|          |                                                           |
+----------+-----------------------------------------------------------+

  -------------- -----------------------------------------------------------
  **Field Name** **Receiving orders from the Distributor**

  Order size     Number of doses per lot number.

  NDC \#         National Drug Code (NDC) number.

  Tracking#      Shipment tracking number

  Carrier ID     Carrier identification

  Distributor    Distributor identification.

  Urgent         If checked, specifies that the order receive expedited
                 handling.

  Order Type     Identifies the order as Federal or Non-Federal (F/N)

  VFC PIN        Provider identification number.

  Exp Date       Date vaccine lot expires

  Lot \#         Manufacturer's lot number

  Manufacturer   Name of Manufacturer

  Partial        Indicates the number of shipments received and which
  Shipment       shipment is the current record. Used to track partial
                 shipments (1 of 2, 2 of 2, etc.).

  Date in        The date the manufacturer/distributor shipped the order.
  -------------- -----------------------------------------------------------

+----------+-----------------------------------------------------------+
| **Field  | **Status of Order**                                       |
| Name**   |                                                           |
+----------+-----------------------------------------------------------+
| CDC      | Purchase order (delivery order) number assigned by CDC    |
| Purchase | when a transmitted order is approved by CDC.              |
| Order    |                                                           |
+----------+-----------------------------------------------------------+
| Purchase | CDC purchase order date; the date when the transmitted    |
| order    | order is approved, and assigned a purchase order number,  |
| date     | by CDC. This field is optional for non-CDC orders.        |
+----------+-----------------------------------------------------------+
| Status   | Status code for an order.                                 |
|          |                                                           |
|          | 1\. Pending (initial status)                              |
|          |                                                           |
|          | 2\. Approved by CDC/NIP                                   |
|          |                                                           |
|          | 3\. Obligated by CDC/FMO                                  |
|          |                                                           |
|          | 4\. Submitted (forwarded to manufacturer)                 |
|          |                                                           |
|          | 5\. Received in Part (RCV record)                         |
|          |                                                           |
|          | 6\. Received in Full (RCV record)                         |
|          |                                                           |
|          | 7\. Received in Excess (RCV record)                       |
|          |                                                           |
|          | 8\. Canceled                                              |
|          |                                                           |
|          | 9\. Held at CDC                                           |
|          |                                                           |
|          | 10\. Shipped in Full                                      |
|          |                                                           |
|          | 11\. Reshipment                                           |
|          |                                                           |
|          | 12\. Back Order                                           |
|          |                                                           |
|          | 21\. Held at CDC - A.                                     |
+----------+-----------------------------------------------------------+
| Date in  | The date the manufacturer/distributor shipped the order.  |
+----------+-----------------------------------------------------------+
| Change   | Date the record was last changed.                         |
| date     |                                                           |
+----------+-----------------------------------------------------------+
| State PO | State purchase order number entered by the project for    |
| \#       | state- funded orders. .                                   |
+----------+-----------------------------------------------------------+
| User ID  | Identification of the user who last changed the record.   |
+----------+-----------------------------------------------------------+
| Edit lot | Date that the lot number or expiration date was last      |
| or       | changed for an order record that contains receiving data. |
| ex       |                                                           |
| piration |                                                           |
| date     |                                                           |
+----------+-----------------------------------------------------------+
| VFC Pin  | Provider identification number.                           |
+----------+-----------------------------------------------------------+
| Order    | Number of doses per vial.                                 |
| size     |                                                           |
+----------+-----------------------------------------------------------+
| NDC \#   | National Drug Code (NDC) number.                          |
+----------+-----------------------------------------------------------+
| Excise   |                                                           |
| Tax      |                                                           |
+----------+-----------------------------------------------------------+
| T        | Shipment tracking number;                                 |
| racking# |                                                           |
+----------+-----------------------------------------------------------+
| Carrier  | Carrier identification;                                   |
| ID       |                                                           |
+----------+-----------------------------------------------------------+
| Dis      | Distributor identification.                               |
| tributor |                                                           |
+----------+-----------------------------------------------------------+
| Urgent   | If checked, specifies that the order receive expedited    |
|          | handling.                                                 |
+----------+-----------------------------------------------------------+
| Order    | Identifies the order as Federal or Non-Federal (F/N)      |
| Type     |                                                           |
+----------+-----------------------------------------------------------+

+--------+-------------------------------------------------------------+
| *      | > **Transfer Vaccine**                                      |
| *Field |                                                             |
| Name** |                                                             |
+--------+-------------------------------------------------------------+
| Record | > 10- Return non viable vaccine to Distributor/Manufacturer |
| type   | >                                                           |
|        | > 11- Transfer viable vaccine between providers             |
+--------+-------------------------------------------------------------+
| Tr     | Transmit date to VTrckS                                     |
| ansmit |                                                             |
| Date   |                                                             |
+--------+-------------------------------------------------------------+
| Date   | Date out;                                                   |
| out    |                                                             |
|        | **1 -** **date the vaccine is transferred to the provider** |
|        |                                                             |
|        | 2 - date vaccine is returned                                |
|        |                                                             |
|        | 3 - date vaccine is reported spoiled, expired, or           |
|        | lost/damaged                                                |
|        |                                                             |
|        | 4 - date vaccine is shipped                                 |
|        |                                                             |
|        | 5 - date vaccine order is transmitted                       |
+--------+-------------------------------------------------------------+
| PIN    | Provider identification number.                             |
+--------+-------------------------------------------------------------+
| From   | This From PINs are                                          |
| PIN    |                                                             |
|        | 1 -- PIN for project that is sending inventory for          |
|        | distribution                                                |
|        |                                                             |
|        | 2-- PIN for project to which the provider is reporting      |
|        |                                                             |
|        | 3 -- PIN of provider who is transferring vaccine            |
|        |                                                             |
|        | 4 -- PIN of a vaccine distribution center                   |
+--------+-------------------------------------------------------------+
| Action | Transaction code; identifies the type of transaction.       |
|        |                                                             |
|        | **1 -** **vaccine sent from the project to a provider**     |
|        |                                                             |
|        | 2 -- usable vaccine returned by the provider                |
|        |                                                             |
|        | 3 -- vaccine spoiled for a reason other than improper       |
|        | storage upon receipt or refrigerator failure                |
|        |                                                             |
|        | 4 - expired vaccine                                         |
|        |                                                             |
|        | 5 -- vaccine was lost or damaged during shipment to the     |
|        | provider                                                    |
|        |                                                             |
|        | 6 -- vaccine was improperly stored upon receipt and spoiled |
|        |                                                             |
|        | 7 -- refrigerator failed and the vaccine spoiled            |
|        |                                                             |
|        | 8 -- usable vaccine transferred from one provider to        |
|        | another                                                     |
|        |                                                             |
|        | 11 -- vaccine was lost or cannot be accounted for in the    |
|        | provider inventory                                          |
|        |                                                             |
|        | 12 -- vaccine was not usable for some reason other than     |
|        | spoiled, expired, or lost/damaged                           |
+--------+-------------------------------------------------------------+
| Lot    | Manufacturer's lot number.                                  |
+--------+-------------------------------------------------------------+
| Order  | Order size.                                                 |
| size   |                                                             |
+--------+-------------------------------------------------------------+
| V      | Short name for vaccine type.                                |
| accine |                                                             |
+--------+-------------------------------------------------------------+
| Units  | Number of vials.                                            |
+--------+-------------------------------------------------------------+
| Doses  | Number of doses.                                            |
+--------+-------------------------------------------------------------+
| CDC PO | CDC Purchase Order number.                                  |
+--------+-------------------------------------------------------------+
| Status | Quick reference to distribution type. Codes are             |
|        |                                                             |
|        | Di -- Distribution from project depot                       |
|        |                                                             |
|        | Re -- Return to project depot                               |
|        |                                                             |
|        | Sp -- Report of spoiled vaccine                             |
|        |                                                             |
|        | Ex -- Report of expired vaccine                             |
|        |                                                             |
|        | Lo -- Lost or missing vaccine                               |
|        |                                                             |
|        | Im -- Improper storage                                      |
|        |                                                             |
|        | Fa -- Spoilage due to refrigerator failure                  |
|        |                                                             |
|        | Tr -- Transfer between providers                            |
|        |                                                             |
|        | Ac -- Cannot be accounted for                               |
|        |                                                             |
|        | Us -- Unusable vaccine                                      |
|        |                                                             |
|        | Aj -- Inventory Adjustment                                  |
+--------+-------------------------------------------------------------+
| Ship   | Date vaccine was shipped to Distributor                     |
| date   |                                                             |
+--------+-------------------------------------------------------------+
| S      | Code indicating whether the vaccine shipped has actually    |
| hipped | been shipped. Codes are                                     |
|        |                                                             |
|        | 1 -- vaccine has been shipped                               |
|        |                                                             |
|        | 0 -- vaccine has not been shipped (leave field blank)       |
+--------+-------------------------------------------------------------+
| Change | Change date. Date the record was last changed.              |
| date   |                                                             |
+--------+-------------------------------------------------------------+
| User   | ID of the user who last changed the record. The ID is       |
| ID     | copied from the Security profile.                           |
+--------+-------------------------------------------------------------+
| R      | Receipt that the vaccine was received at the Distributor    |
| eceipt | for non viable vaccine shipments                            |
| of     |                                                             |
| V      |                                                             |
| accine |                                                             |
+--------+-------------------------------------------------------------+

\*\*\*\*\*\*Canceling and Modifying orders will only be possible with a
real-time interface transaction. This will be considered in future
VTrckS releases.

This document can be found on the CDC website at:

<http://www.cdc.gov/vaccines/programs/vmbip/downloads/vtrcks-min/exIS-mes-content.doc>