0 VFC Policy and Procedures Collection Template NCIRD/Immunization Services Division November 2012 Atlanta, GA
1 Awardee VFC Policies and Procedures Submission The VFC Policy and Procedures Collection Template has seven primary objectives: 1. Serves as a means to formalize and standardize the reporting of awardee policies to CDC s Immunization Services Division; 2. Serves as a centralized repository of clear and concise VFC policies for awardee and CDC staff; 3. Facilitates the review and approval of state/local VFC program policies and procedures; 4. Enhances CDC s ability to provide technical assistance opportunities for awardees to support meeting program requirements; 5. Establishes an initial phase with developing best practices and VFC Program standard operating procedures; 6. Provides detailed information for enhancing the current VFC Operations Guide; and 7. Establishes the foundation for enhanced Project Officer site visits.
2 Awardee Review and Feedback Total comments submitted and considered: 204 Changes in wording based on grantee suggestions: 34 sections/sub-sections (not including section merges) 20+ sections were merged 22 sections removed Typos corrected: 5 Average comments per grantee: 18 Total CDC person-hours spent reviewing comments: 49.5 hours Combined 37.5 person hours in review meetings 12 hours for comment compilation and editing Follow-up calls: 11 calls, 6 hours, 18 pages of transcript notes FAQs Identified: 16
3 Accessing the Online VFC Polices and Procedures Collection Template From your browser, log on to CDC s Secure Access Management System (SAMS) at https://sams.cdc.gov Enter your username and password (A) After logging into SAMS, select the Program Annual Reports (PAPA) application (B) A B
4 Navigating to the Collection Template within PAPA A Select VFC Policy and Procedures Template from the Other Reports section of PAPA Home Screen (A)
5 The Collection Template Home Page A B C The Home page of the Collection Template (pictured above) will provide quick access to each of the sections that need to be completed (A) As sections are submitted for approval and approved, date stamps will appear under the sections for tracking purposes (B) When complete, each awardee must certify their responses. This link will only be active when all sections (1-8) have been submitted (C)
6 Certifying the Completed Collection Template Once all sections are completed, the Program Manager must electronically attest to the accuracy and completeness of the submitted content A C Check the I wish to submit.. box to activate the signature fields (A) Enter the name of the individual signing the certification (B) Confirm the date has been pre-populated with today s date The title field will default to Program Manager as the Program Manager should be the individual certifying the content Editing content of a Certified Collection Template will change the status of the submission; thus requiring approval by your Project Officer of any edited section and recertification of all content A reminder will be sent 30 days prior to the annual recertification deadline B
Project Officer Awardee 7 The Policy and Procedure Collection Template deployment will run from Nov 1, 2012 and conclude on May 31, 2013 Prepare, compile, develop, and submit policies Completion Deadline Policy Review 1 NOV DEC JAN FEB MAR APR MAY JUN Sections 2 & 8 Sections 7 Section 6 Section 4 Section 5 Sections 1 & 3 1 & 3 5 4 6 7 2 & 8 JAN 1st FEB 1st MAR 1st APR 1st MAY 1st JUN 1st Sections 1 & 3 Section 5 Section 4 Section 6 Section 7 Sections 2 & 8 Approval Deadline 1 & 3 5 4 6 7 2 & 8 Half hour optional meeting for awardees to call in for technical assistance from POB panel 1 Project Officer Policy Review Activities A. Awardee submits internally approved local policy by section B. Submission is reviewed by CDC project officer C. If needed, awardee provided clarification on submission D. If needed, awardee submits amended content for review E. Approved policies are saved and stored Section Awardee Submission Due Date Project Officer Review Due Date Section 1 & 3 Jan 1, 2013 Jan 31, 2013 Section 5 Feb 1, 2013 Feb 28, 2013 Section 4 Mar 1, 2013 Mar 31, 2013 Section 6 Apr 1, 2013 Apr 30, 2013 Section 7 May 1, 2013 May 31, 2013 Section 2 & 8 Jun 1, 2013 Jun 30, 2013
8 After the initial 2013 submission, the Collection Template will need to be edited as policy changes occur and certified annually The VFC Policy and Procedures Collection Template is a living tool that will allow awardees to report policy or procedure updates as they are finalized. Any time an awardee makes a local change to policy, the Collection Template should be updated and submitted for approval to reflect those changes Each year the State/Local Immunization Program will be required to submit an updated version of the Collection Template or certify that no changes have been made to the contents of the Policy Document by March 1, starting in 2014 As the VFC program evolves, CDC may add, delete, or alter template sections. Grantees will be notified of the formal CDC policy change(s) and that edits may need to be submitted via their Collection Template
9 Suggested Reference Materials VFC Operations Guide CDC Policy Memos Internal Grantee Resources Offline Microsoft Word version of the Collection Template Training Slides Frequently Asked Questions (FAQ) document Project Officer/VFC SME