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NCIR Accountability Report. Training for NCIR Administrators. Purpose of Accountability Report. To show a detailed accounting of VFC inventory (state-supplied vaccines), for the date range selected , when generating the report.
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NCIR Accountability Report Training for NCIR Administrators
Purpose of Accountability Report • To show a detailed accounting of VFC inventory (state-supplied vaccines), for the date rangeselected, when generating the report. • Helps you track the number of unaccounted for vaccine doses in your inventory and shows you what those doses are worth.
Remember… State-supplied vaccine is purchased with taxpayer dollars so it’s critically important we all do our part to account for every dose!
Agenda • How to run the report • What’s the goal? • Interpreting the results
Only an Administrator can run the report! Under the Inventory tab, click ‘vaccine accountability’
If there are multiple sites, select site, then select the date range to run the report, click the Generate Report button **This report can be run for a maximum of 12 months
You will see status of the report as QUEUE, click the Refresh button
When the report is ready for viewing, you will see the status as COMPLETE; and the Report Name is now a blue link. Click the link to view the report.
What’s the goal ? Less than 5% unaccounted vaccine
Unaccounted Vaccine The VFC Operations Guide regarding Unaccounted reads: • Vaccine can be lost because it is unaccounted for. Optimally, inventory, wastage reports, and doses administered reports can be used to determine the number of unaccounted for doses for each provider. • The following formula should be used: (Vaccine inventory at start of month + doses received) - (doses administered + wastage + vaccine transferred to another location) = expected ending inventory. Expected ending inventory - actual ending inventory = unaccounted for vaccine
Viable Doses Returned To State [TRAV] Start Inventory Doses Shipped From State [RECS] + - - Doses Transferred OUT [TRA] Expired Doses Returned to the State [TRAX] Doses Transferred IN [RECT] + [RET] + [REC} - + - Ending Viable Inventory Doses Wasted [WAS] Doses Administered [IMMUNIZE-DELETE] - - = Over/Under Accounted
Report Columns • Start Inventory Field - 12 am 1st of month (Total doses) • Doses Shipped Field - From Vaccine Distribution Org Total for 1st of month thru last day of month in date range • Doses Returned Field - Viable Doses returned to Vaccine Distribution Org Total for 1st of month thru last day of month in date range • Doses Transferred in Field - Receipt of inventory from other organization (not Vaccine distribution) Total for 1st of month thru last day of month in date range • Doses Transferred Out Field - Viable doses transferred to other organization (not Vaccine Distribution) Total for 1st of month thru last day of month in date range • Doses Wasted Field - Doses reported as wasted to vaccine distribution. Total for 1st of month thru last day of month in date range • Doses Expired Field - Doses reported as expired to vaccine distribution. Total for 1st of month thru last day of month in date range • Doses Administered Field - Total for 1st of month thru last day of month in date range • End Inventory Field - 12 am on 1st of next month after date range (Non-expired Doses) • Doses over(-) /under(+)Field – Doses over/under = (start inventory ) + (Doses Shipped) - (Doses Returned) + (Doses Transferred in) - (Doses Transferred out) - (Doses Wasted) - (Doses Expired) - (Doses Administered) - (End Inventory) • Unaccounted Doses Field - Unaccounted Doses = "-" values indicate over accounting and this value should default to "0" = "+" values indicate under accounting and represent unaccounted doses. (These are what we care about.) • Error Correction Field - Total for 1st of month thru last day of month in date range and is not includedin the calculation for Under/Over accounted doses.
Dose $ Value = Weighted cost per dose. Add the total unaccounted $ value for all lots within trade name / Total unaccounted doses for trade name (all lots combined). • NOTE: The Dose $ Value is weighted and is calculated when the report is run, not stored in the monthly inventory table. EXAMPLE: Infanrix Lot # A B Cost per Dose (Vaccine Dist) $10.00 $15.00 Unaccounted Doses -50 -150 Dose $ Value is weighted: ( 50 * $10 + 150 * $15) $2,750.00 total unaccounted value / 200 total unaccounted for doses = $13.75 per dose • Unaccounted $ Value - Total cost for Unaccounted Doses for trade name. Formula: <$ Cost per Dose> * <Unaccounted Doses> • NOTE: The Unaccounted $ Value is calculated when the report is run, not stored in the monthly inventory table.
Table Footers: • ‘Total $ Value Shipped’ = Total $ Value of Doses shipped from State [RECS] during reporting period • ‘% of shipped unaccounted’ = Add total unaccounted for doses /total shipped inventory * 100 • Total Under/Over Accounted = Total unaccounted $ Value during reporting period
Important Points • Report can not be run until the 1st of the month or later (for preceding month) • Report does not update in real time. Any changes made this month will not be reflected in next month’s report. You will need to run the report again for two months; the original date month plus the month you made the update.
Helpful Tips • Do you get a pop up, for expired vaccine, when you click on Manage Inventory? These doses will be “unaccounted” on the report. • Are all of your nurses documenting their shots? Or do some nurses get confused and document live doses as historical? These doses will be “unaccounted” on the report. • Do you order vaccines every other month or quarterly? It is best to run the report for the months you receive vaccine; so that you will get an accurate accounting of doses. • Please remember that this report is not an “Overall” summary of transactions. It is for the doses received and all transactions related, for the specified date you generate the report.
