Transcript of VTrckS Webinar: Spend Plan Session #2 Dec. 3, 2010 Page 1 of 21
Transcript of VTrckS Webinar: Spend Plan
December 3, 2010
10:00 am CT
Coordinator: Welcome and thank you for standing by. At this time all participants will be in a
listen-only mode until the question-and-answer session of the conference. To ask a
question at that time, please press star (*) 1.
Today‟s conference is being recorded. If you have any objections, you may
disconnect at this time. I would now like to turn the call over to Zanethia Eubanks.
You may begin.
Zanethia Eubanks: Thank you. Good morning, everyone. I am Lieutenant Zanethia Eubanks with the
Centers for Disease Control and Prevention with the Organizational Change
Welcome to the VTrckS End User Training on Spend Plan Part 2 Webinar
presentation. This Webinar is being recorded. Please take time to complete the
electronic survey that you will receive after the presentation today.
Questions will be taken at the end of each chapter from the presenter. If there are
questions that are not addressed on the call today, we will follow-up with you at a
later date with an appropriate response. (Daniela), do you have any further
instructions for our attendees today?
Coordinator: Not at this time.
Zanethia Eubanks: Without further ado, I will now turn the Webinar over to the presenter for the session
today which is Ms. (Fauvette Ducksworth). Thank you.
(Fauvette Ducksworth): Good morning and welcome to the Spend Plan Webinar for the VTrckS End User
Training. My name is (Fauvette Ducksworth) and I will be your presenter. To begin
the session, we will cover some ground rules and go over information related to the
This Webinar will be approximately two-and-a-half hours long. The audience is any
grantee who is involved with Spend Plan activities. We will cover information related
to the VTrckS Spend Plan grantee roles.
Our agenda for this entire presentation is to go over the grantee schedule and grantee
allocation. Chapters 1 and 2 were covered in yesterday‟s presentation. Today we will
continue with Chapter 3, the Spend Plan, and Chapter 4, Reporting. This will be
followed by a course summary and information related to your glossary.
Transcript of VTrckS Webinar: Spend Plan Session #2 Dec. 3, 2010 Page 2 of 21
The slides that are being used for today have been updated with the current system
functionality as it is related to VACMAN and/or VOFA). If you have any questions,
please hold them until the end of each chapter. Please complete the course evaluation
also but most importantly let‟s learn and have fun.
We have established a parking lot. The parking lot is where we will log any questions
that cannot be answered right away or questions that are asked early in the class but
will be covered later on in the course.
If there are any questions that cannot be addressed during this course, we will follow-
up outside of the class and these answers will be forwarded to you. We‟re ready to
begin with Chapter 3, Spend Plan.
What are the course objectives? In this chapter we will explain the Spend Plan
functionality, we will perform the steps required to create or modify the Spend Plan.
We will create a message and we will submit the grantee project to the CDC for
approval. We will then go through the definitions of the various grantee project
statuses that are available.
What is changing? Well, there is a difference between the current and the future
processes. The difference between VOFA and the VTrckS Spend Plan. For one, your
Spend Plan actuals will be automatically populated to your Spend Plans on the fifth
day of the month.
Once the actual data is loaded, it cannot be modified. Your Spend Plan can be
populated based upon percentages or dosages. Thresholds will be in place. These
thresholds for the Spend Plan will be checked during order submission. The
thresholds are based upon the budgets which are based upon your Spend Plan entries.
Warning messages for the thresholds will begin and start generating when the grantee
has less than 25% of their annual overall quarterly budget remaining. If no Spend
Plan has been defined for that grantee then hard stop messages will be issued.
VTrckS will also provide project history and versioning.
In VACMAN or VOFA you have the ability to create, manage and adjust your Spend
Plan. The processes behind these systems have been implemented into VTrckS.
You have the ability to adjust your annual Spend Plan externally from VACMAN
using VOFA which is the Vaccine Ordering and Forecasting Application as well as
spreadsheets which have data from VACMAN that can be used to help reconcile and
adjust the Spend Plan data. These steps have been implemented in the current
We will begin the demonstration where we will review the VTrckS system. We will
create and maintain the Spend Plan. We will create a message that will be sent to the
We will submit your project to the CDC where I will go in and approve the project as
a CDC user. We will have a project review and this is where I will go in and decline,
modify and then approve the submitted projects, then we will review the various
grantee project statuses. For now I am going to switch over to the VTrckS system.
Transcript of VTrckS Webinar: Spend Plan Session #2 Dec. 3, 2010 Page 3 of 21
When you login to the VTrckS system, you‟re brought into your grantee project
screen that we covered yesterday so I am going to go into Project 1 Version 4 so that
we can continue with the modifications to the grantee system.
One moment, I need to log back into the system. I apologize for the delay.
Okay, once again we‟re going to login to the project version. Okay, when you login
to the system, you see the grantee homepage. For ease of viewing, I am going to
select Function 11 on the keyboard so that I can better maximize the screen for
Okay. We are now going to begin editing the spending plan portion of the VTrckS
system. Yesterday we covered the grantee schedule. We also covered the brand
allocation. Today we are going to begin with the Spend Plan allocation.
To select the Spend Plan entries, click on the arrow next to the Spend Plan selection
on the Spend Plan navigation screen. It displays the funding types that are available,
in this case we‟re using the grantee Michigan.
We want to go in and we want to edit the Spend Plan related to our Fund Type 317.
When you display the fund type selection, it brings you into the components that are
available based upon the project that you have selected.
We‟re going to go into the detail component. To open up the selection, double-click
on detail. When you enter into the Spend Plan screen, you have two sections
available to you. The top section is your edit screen.
On the edit screen, this is where you will enter information related to the dosages that
you would like to allocate for your Spend Plan. In this case you are able to allocate
based upon dosages or percentages.
Right now, the percentage button is being selected. If you select the dosages radio
button, the system will automatically convert the data over to dosages. When you are
entering your information, you can only use one button at a time, however you can go
back and forth between them with no problem.
In this case we will go down to the bottom section of our screen. We‟ll return to the
top section in just one moment. In the bottom section of the spending plan, for any
components on the NDC level that you allocated in your brand allocation selection,
they are automatically displayed in this bottom section of the Spend Plan.
What you see on the screen is a notes section - if any line item notes have been added,
you will see an icon under the notes section. You will see the name related to the
component or NDC that you‟re editing, the NDC number, as well as the brand.
You will also see the cost per dose and any need that was allocated for those dosages
on the brand allocation screen will be converted over to the Spend Plan screen for
your ease in viewing.
When you are allocating out your needs for the Spend Plan, you cannot go above the
amount that you allocated on the brand allocation screen. If you need additional
dosages, you will have to go back and modify the brand allocation screen to increase
the number of required dosages.
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Once you increase it on the brand allocation screen, it will be displayed on the Spend
Plan for your ease. To begin now, we‟re going to start and do an allocation. I am
going to select DTaP with IPV, the Kinrix line item.
To select an item for editing, you select the line item by clicking on the gray box. It
highlights the information that you want to edit as well as populates the information
at the top of the screen.
Just for display purposes, I‟m going to go back and click (Daptacel) and what you
will notice is that the information is updated for (Daptacel) at the top of the screen.
Okay, so let‟s go back down to the Kinrix. Now to begin with the allocation, we‟re
going to begin by using percentages so I‟m going to select the percentages button.
In this case I would like to allocate 2,000 dosages of Kinrix across the fiscal year for
2011. If you see across the screen, you will have all the periods related to this fiscal
year from October and if you use the scrollbar at the bottom of the screen, it will
allow you to go all the way through to September.
I am going to allocate 5% to October, 10% to November, and then an additional 5%
for December. That is all I‟d like to allocate at this time and then I‟m going to select
The system will go through a process and it‟ll make the changes. If I select Kinrix
again, I will see that at this time under my totals section, I have allocated out 20% of
all dosages for Kinrix.
If I select the dosages button, the percentages will be converted over and in dosages
terms I‟ve allocated out 400 of the 2,000 available dosages. At this time, I‟m going to
allocate out the remaining dosages for a total of 100% for all dosages. I have already
allocated 400 so I need to do another 1,600 doses for a total of 2,000.
Okay, and I‟m going to select save now. I‟m going to select Kinrix again to
repopulate the top of the screen. Now, in my totals section it shows that I have
allocated out 2,000 dosages for the Kinrix NDC. If you select percentages, you will
see that I have also allocated out 100% of the dosages.
The system will not allow me to allocate greater than 100% or the total number of
dosages that are available. To test that, why don‟t I increase my dosages for
November. I‟m going to increase my allocation by one percentage point so I‟m going
to change the 10% to 11% and select save changes.
The system will generate an error message at the top of the screen to let you know
that you have exceeded the dosages, not percentages that are allowed. In this example
we show that 20 dosages is exceeded which is displayed in the message. To correct
this error, you simply select the NDC that you would like to edit and then you would
go back into the system and edit those dosages at that time.
Some of the other buttons that are available to you on this screen, once again we have
the add notes header for both the line item as well as the header. We will go through
and we will add a header note at this time. To do that, select the view add header
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To insert the note, select the insert note icon which will refresh the subject and the
text fields, then I will add a subject of “insert header note” into the subject field and
then for the text field I‟ll add a note that says “header note has been inserted”. You
may want to put more information –if necessary and then select save.
Now if you select the note again, the information that you inserted will be populated
at the bottom of the screen. Select the back button to return to the Spend Plan
selection. You also have the ability to insert a note at the line item level.
This is very important for you because if you have a note that‟s related to the Spend
Plan or brand allocation or grantee schedule, when you add these notes here at the
line item level, these notes are viewable to you or anyone who has access to this
information. Maybe you want to put details in this area if someone‟s coming behind
you and maybe editing, you can place it in here so that everyone will be able to view
If you have a note that‟s related to a change that you‟re making and maybe the CDC
needs to see that information when they‟re reviewing the Spend Plan, you can also
place notes so that you can have another form of communication.
Now at this time we‟re going to add a line item note. I‟m going to select the Kinrix
line item because I‟d like to add some information to this one so I‟m going to select
the gray box. It‟s going to highlight the Kinrix line item and I‟m going to select the
view add notes button.
And I‟m going to insert a note and I‟m going to say „NDC modification‟ and then
I‟m going to add a text of „modification needed for percentage change‟ and select
save. The notes section will updated at the top of the screen.
If you select the line item at the top of the screen, the details will be displayed in the
bottom and they are editable at that time. Right now we‟re going to go back to the
Spend Plan screen and review some additional functionality that is available to you.
You also have version information for the NDC. So that we‟ll have some information
that can be displayed on this version screen, I‟m going to select the Kinrix line item
and I‟m going to modify the screen. I‟m going to make November‟s number 20% and
I‟m going to reduce September‟s number down to 25% and select save.
Now I‟m going to select Kinrix line item again and I‟m going to select view version
information. This button will display any header version information that was created.
When you look under the header, you see all of the different brands or NDCs that
were allocated on our Spend Plan. If you select - okay - you can select the various
line items to highlight and review them. If you select the back button, it will return
you to the Spend Plan.
Let‟s select the Kinrix button and let‟s view the NDC information related to the line
item. When you go into the line item for the Kinrix NDC, you will see the
information that was created for this NDC and you can use the scrollbar to scroll over
and review the information related to the percentages and the totals.
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Now select the back to Spend Plan button. There‟s some additional information on
this selection screen related to the 317 funding type only. At the bottom of the screen
and again please note that you will not see this when you are referring to the VFC or
the state and local funding types.
Because 317 is monitored based upon a dollar limit, at the bottom of the screen you
will see information related to your 317 budget. The 317 funding limit is the dollar
amount that has been assigned to your Spend Plan and the total annual budget that
has been assigned to your 317 budget. At this time no budget has been defined for
this grantee which is why the values are zero.
You also have the ability to see the dollars that were assigned to your 317 flu
prebook. The budget viewed is the total annual budget that has already been assigned
to your Spend Plan entries and the balance is the remaining amount that‟s available to
you as a grantee.
Once this budget information is updated, your budget balance will also be updated as
well. You also have the ability to export your spending plan per component from this
screen. To do so, you will select the export button and you can export it to Microsoft
Excel at this time.
To export into Microsoft Excel, I am going to select open. You also have the ability
to save this file but I‟d like to select open so that we can review what the entries look
like within Excel. When you select open, Microsoft Excel program will be executed
and the information that was displayed in the Spend Plan will now be displayed in an
You can save, manipulate or modify the data in this spreadsheet but note you cannot
reimport the data from this Excel spreadsheet back into the Spend Plan. If you want
to update your spending plan, you will need to go into the VTrckS system and make
any necessary changes. I‟m going to select X now to close-out Microsoft and I am
returned to VTrckS.
You can also export data from the grantee homepage if you needed to see
information across all funding types and components.
To return to the grantee homepage, you can select any of the top levels of your Spend
Plan navigation screen. I‟m going to minimize the Spend Plan entries and I‟m going
to select the grantee schedule.
When you select either one of these options within the Spend Plan Navigation tree, it
will take you back to your grantee homepage and on your grantee homepage, you
have the Spend Plan data tab. We‟re going to look at the information related to both
the brand allocation and the Spend Plan at this time so I‟m going to select the Spend
Plan data tab.
We have hit an error related to a time-out. To go back into the system, you can select
the Spend Plan tab and it will take you back into the Spend Plan. I have to log back in
as I am logged-in as a CDC ID and I see all of the grantees assigned to me.
Since we were using Michigan, I‟m going to go in and I need to select Michigan and
I‟m going to use a wild card in order to do that. A „wild card‟ is the asterisk symbol
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(*). I‟m going to type M-I-C-H asterisk and hit enter. This will display any grantees
that have the letters „M-I-C-H‟ assigned to it.
I‟m going to select the gray button on the end to select Michigan. It takes me back
into the grantee project for Michigan. I‟m going to go into the project version with
the highest level of Fiscal Year 2011. That‟s Version Number 4.
The system is executing and pulling the data in for me and we‟re going to go back
into that Spend Plan data tab again. Okay, so once the Spend Plan data tab is
executed, it brings us into the vaccine schedules.
In the vaccine schedules, you will see all entries that are assigned to this grantee
across all funding types and components. You will see the entries as they were
displayed on the grantee schedules selection.
I‟m going to scroll down so that we can see the brand allocation screen. On the brand
allocation screen, what you will see is a listing of all assignments from your brand
allocation screen by funding type and component.
If you would like to filter and see just one selection, if you selected this little blank
space next to the field name, it will sort the information according to the funding type
you have selected.
In this case I am going to slowly scroll down so that you can see the information
that‟s on this tab and you will see information as I said related to the funding type,
the component, and the NDC. You‟ll see the brand and vaccine type as well as the
cost per dose and any dosages that have been assigned.
Okay, the system response time may be a little bit slow so I‟m going to scroll down a
little bit. Now what you‟ve displayed on the screen are all entries related to VFC for
the brand allocation.
Now I‟m going to scroll down and we‟re going to go through the spending plan. On
the spending plan, the screen will show you all entries for all funding types and all
components and assigned NDCs.
If an NDC does not have a need assigned to it, it will not be displayed in this screen.
Only those NDC entries which have been assigned are displayed here. When the
information is displayed, you will see the information in four different versions.
The first version you will see is for each period. You will also see the information
based upon a percentage, a dose, a price as well as a total cost and this information
will be repeated in this screen for each period. I‟m going to scroll over to the end of
this screen and I will stop at the September values.
If it‟s a little blurry as I‟m scrolling over, I truly apologize but this information is
being repeated. At the very end you will see information on a total basis related to the
percents that you have allocated out, the dosages that have been allocated out as well
as the total cost for all dosages across this entire NDC.
You also have the ability to filter out data. You can select the filter button and I‟m
going to scroll back over very quickly to select the filter.
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When you select the filter button, the system opens up a selection at the top of the
screen to allow users to type information in one of the open fields. Only those entries
that have information that matches what you entered in the filter will be displayed at
the bottom of the screen.
So I‟m going to scroll back over and if I wanted to look at information related to a
specific NDC and I‟m going to look at one that‟s a component. I‟m going to highlight
a specific line item that I‟m going to select such as „49281-0286-10‟ and then I‟m
going to hit enter.
Okay let‟s try that again. The system didn‟t take our initial entry as I entered. Okay,
let‟s utilize „00006-4831-41‟ and enter it into the filter. Okay. This is going to be
recorded as a defect. The filter should only provide the entries that are related to the
data that I typed in. This will be corrected before we go-live.
In this case the system is displaying everything other than the entries that I entered. I
apologize for this delay but this will be fixed so I‟m going to close the filter as it does
not seem to be working at this time.
When working with the filters functionality, the settings button is available to you as
well. In the case of this Spend Plan report, which is rather long, suppose you wanted
to create a layout that would allow you to modify what you‟re seeing on the screen.
You would utilize the settings button for that ability.
And what the system does is allow for different settings and what the settings are, it
gives you two selections. You have the hidden columns and under the hidden
columns, these are all of the fields that are available for your use but are not being
reflected on the layout on this time.
You also see the display columns. These are all of the columns that are being
displayed on the spending plan line item. If you wanted to modify the layout, you
could go in and select the different entries to be added or selected.
At this time, I‟m going to go through and right now I only want to see those entries
that are related to October. For all of the other months, I‟m going to remove them
and save this as a new layout by clicking on the down arrow button under the display
columns and I‟m going to go to the first line item.
To select a field, select the gray button on the side of the field. This will highlight it
and let the system know that you wish to modify it. Then I‟m going to use my
scrollbar and I‟m going to drag it all the way down to the bottom where I‟m going to
hold down the shift key and select this last period field.
When you hold down the shift button, the system will go through and highlight
anything between the first entry you selected and the last one that you selected. I‟m
now going to select the remove button.
What this will do is take these fields, remove them from the display column and push
them over to the hidden columns so now these items have been removed. Now the
standard view, I would always leave the standard view as it is because everybody
sees this but I‟m going to save this as a new view.
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So I‟m going to select the save as button and the system will bring up a new selection
where I can give it a description and I‟m going to call it October‟s data and I‟m going
to use this for my initial view.
When you select the initial view button, what it does is every time you come into this
report, it will bring in this view. I want the standard view to remain my initial view so
I‟m not going to select this selection.
The assignment button gives you the ability, with proper authorization, to not only
assign this layout as viewable to you the user but also for others to use this selection
Using the User ID that I have access to, I only have the ability to create a layout for
my specific user ID as this is the only selection that shows up when I select the drop-
down button so I‟m going to select okay to save these changes.
The system is now refreshing and if I scroll down at the bottom of the screen, I will
see in a quick layout the fields that will be displayed when I use this selection.
I‟m going to scroll over and take a quick look at them and I‟m going to say apply and
then I‟m going to say okay. It takes me back to the screen where I originally went in
and if you will notice under your view, the view now says October data.
Let‟s scroll over and when you scroll over under the October data, that is all that is
displayed on the screen is the fields that we defined in the October data layout.
If I wish to toggle back and go back and see my standard view, I would select the
view drop-down box and I‟ll select standard view and the system will reset the layout
to the standard view layout.
This functionality related to the filter is available to all of the Spend Plan screens,
both here on the Spend Plan data tab, you can also set-up layouts based upon your
brand allocation as well as for your spending plan.
I‟m going to go back up to the top of the screen for now and select the back button to
return to the grantee homepage. At this time this will conclude the Spend Plan
chapter. Do you have any questions related to the Spend Plan? I‟m sorry, I spoke
incorrectly. We‟re not done with the creation of the Spend Plan.
We still have to cover the create messages as well as the submit project but as for
now, does anyone have any questions related to the creation or modification of the
Coordinator: To ask a question, please press star (*) 1.
(Fauvette Ducksworth): We will give it a few minutes just in case anyone has any questions. While we‟re
waiting, we‟ll take a look at the grantee home screen. When you make modifications
to either the grantee schedule, brand allocation or Spend Plan, your grantee
homepage is updated in real-time so as you make the changes, the system refreshes
and you will be able to see those modifications.
We can see this. Let‟s test it while we‟re waiting. If you look at the Spend Plan
values, we now have 159,651 doses allocated on the Spend Plan. Let‟s go back and
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let‟s up that number. If you select the drop-down next to the Spend Plan, we‟re going
to go into 317 fund type again and let‟s go into DTaP.
To get into DTaP, you double-click on the DTaP component We‟re going to go into
let‟s do Pediarix. Pediarix brand has 2,000 doses. Let‟s allocate everything in
November. Now normally you wouldn‟t do it this way but we‟re doing it this way
just for training purposes. Let‟s select save.
The entry is saved and if we go back and we select the Pediarix link, we will see that
November now is updated with 100%. Let‟s select Spend Plan to go back to the
grantee homepage and you will see that the Spend Plan dosages have now been
increased by those 2,000 dosages.
Okay. At this time, we will continue and go on and create the Spend Plan messages.
The message system allows you to send messages to anyone who has a User ID to the
Spend Plan. It is an internal message system.
If you look at the messages that are being displayed on the screen right now, you will
see that we have automatically-generated messages. We know they‟re automated
because of the recipient IDs, WF-batch is an User ID associated with systematically-
generated messages that have been sent through
Every time there is a modification to a contract on the ECC (or SAP) side, you as a
grantee will receive that information from the WF-batch User ID so that you will
know that additional NDCs have been assigned. To view the message, select the view
all messages button and if you select the message, what you will see is the message
In the case of this contract change, we can see that we received a message that was
automatically generated. It went to the ID that we‟re logged on. It has a priority and a
status of 1. Priority 1 is a high priority status.
You also have low and normal statuses. The difference between the two is the time
that it takes to send the message through the system. Messages designated as high
will go above normal and low messages.
There is also a date and time stamp assigned to the message for when it was created.
We have a subject line, in this case we received information on a contract and the
date that that contract was changed and in addition when you look in the details
section of the message, you will see information related to the NDCs and how many
the quantity that was assigned for this contract.
To return to the grantee homepage, select return to grantee home. Now we‟re going
to send a message and because we‟re logged-in as a CDC user, we‟re going to send
the message to ourselves as a CDC user so that we can see instantly the information
or message that was sent so I am going to select the send message button.
The „to‟ field is automatically populated for the recipients using the logon
information as the person has logged-on and because this is our User ID and this is
the User ID of the user that we want to send the message to - we‟re not going to
delete this information.
However if you would like to send it to a different person, you can‟t edit the User ID
information and enter in their new information. I‟m going to select a priority because