VTrckS Spend Plan Changes Impacting all Grantees

1. VTrckS Spend Plan Changes Impacting all Grantees Jeanne Tropper, MS MPH Vaccine Supply and Assurance Branch Immunization Services Division National Center for Immunization and Respiratory Diseases December 6, 2010 National Center for Immunization & Respiratory Diseases

2. Agenda • Overview of VTrckS Spend Plan • Changes Impacting all Grantees • Open Question and Answer

3. Common Terms “SAPanese” • ECC = Enterprise Central Component • Core SAP enterprise resource planning application • CRM = Customer Relationship Management • Front end web application – where providers enter orders • Spend Plan resides in CRM as well • Web UI = Web User Interface • What the user sees when they access the CRM application • BI = Business Intelligence • Reports application with multiple reporting tools including Crystal Reports, “Webi” • Actuals = funding splits applied to provider orders on an NDC by NDC based on that month’s spend plan • Sales Orders = Provider Orders

4. Vtrcks spend plan overview

5. New Spend Plan Application • Combination of standard SAP functionality and custom development • Developers utilized as much existing SAP functionality as possible • Over 50% of the master data tables standard (Funding, Materials, Contracts, etc…) • Development tools for the custom portions have many prebuilt pieces (Grids, Drop Downs, Field Type integration, etc…) • Just the beginning – we expect to further enhance and improve the application as we learn more • Grantees and CDC Spend Plan monitors work within same database - no need to email versions

6. Spend Plan application is integrated into the SAP VTrckS solution Application, tables and development objects reside in ECC Spend Plan budget tables checked during provider order entry in CRM Spend Plan uses standard ECC master data such as materials and funds management Spend Plan data sent to BI for reporting via ECC Spend Plan – Integration Points

7. Spend Plan Overall Flow • Flow chart shows Spend Plan creation process and monthly iteration • ‘Create Spend Plan’ and ‘Closed’ events occur once per year (project=fiscal year) • Other processes occur one to many times per month • Spend Plan is updated with actual provider order data and set to Final Approval once per month • Grantees can create multiple working drafts for “what if” scenarios • At certain points grantees have read-only access: • Submitted • Final approved • Previous months

8. VTrckS and VOFA • Given the integrated nature of VTrckS, all grantee spend plans must reside in VTrckS beginning at cutover on December 13th • There will be a transition period during which pilot grantees will make spend plan changes in VTrckS and non-pilots in VOFA • On a monthly basis, VOFA spend plan changes by non-pilot grantees will be uploaded into VTrckS and actuals extracted and loaded into VOFA

9. Spend plan Changes

10. What are the Major Changes?

11. Dynamically Calculated Budget • Implications • Grantees must make spend plan changes in order to adjust their budget • VTrckS maintains an annual view of the budget requiring spend plan changes not only in the current quarter but also in future quarters to ensure overall targets are kept in line – under/over-spending • Non-pilot spend plans will adjust the budget in the same way – on a once per month basis only; CDC will have the ability to make emergency adjustments during the month; these will be reversed once the updated spend plan is uploaded

12. Budget Checks • Implications • Primary and secondary budgets will be combined into a single budget “bucket” in VTrckS • Budget checks against provider orders are at the quarterly level overall and at the NDC level • Grantees will receive an error – or hard stop – if there is not enough overall budget • Errors are identified to the grantee, not provider • To pass the budget check ,the spend plan will have to be updated and approved • Grantees will receive a warning – orders will flow through – if there is no spend plan for a given NDC • Warnings are identified to the grantee, not provider • Reports will be provided to resolve no spend plans – all no spend plans will need to be resolved prior to actuals being run for pilot and non-pilot grantees

13. Spend Plan Splits Locked • Implications • Provider history and spend plan splits for a given month will be locked and not changeable • When there is no spend plan, the system does not know how to assign funding splits; provider orders with no spend plan will be written to a log and only a programmer will be able to make corrections • All no spend plans will need to be resolved prior to actuals being run for pilot and non-pilot grantees • Reports will be provided to resolve no spend plans • For non-pilots – any unresolved no spend plans in VOFA will be changed by CDC to 317

14. Monthly Updates

15. Cutover Preparations • The December VOFA 2011 update with November actuals is now available for download; monitoring reports are available and will be e-mailed today as well • Any changes to your spend plans should be made and submitted to CDC no later than EOB on Wednesday, December 8th; please contact you monitor if you have any concerns about meeting this deadline • A file with all finalized grantee spend plans will be produced on Thursday, December 9th • All grantee spend plans will be uploaded into VTrckS over the weekend, validated and final approved for budget to be calculated

16. Cutover Preparations • Final NIPVAC budget balances will be compared to calculated budget • A one time budget adjustment will be made to reflect provider orders through December 7th; this will be reversed once December actuals are applied in January • Orders will begin decrementing the budget at live on December 13th

17. User Support for Live Operations • CDC trained staff supported by: • SAP programmers and business analysts – dedicated to spend plan development • BAH trainers – dedicated to spend plan testing and training • CDC Call Center – general support

18. Vaccine Monitoring Team Contacts

19. Open Question and Answer • The findings and conclusions in this report are those of the authors and do not necessarily represent the official position of the Centers for Disease Control and Prevention. National Center for Immunization & Respiratory Diseases