Skip Navigation Links
Centers for Disease Control and Prevention
CDC
CDC CDC Home Search Health Topics A-Z
contact help travelers health n i p home NIP header
Vaccine Management System (VACMAN)
VACMAN Home
About VACMAN
Current Events
FAQ
System Interfaces
Upgrade Files
Useful Files
Other Links
Contact Us
NIP:
NIP HOME
First time visitor?
About NIP
Data and Statistics
International Efforts
Links to other web sites 
bullet Glossary/ Acronyms 

NIP sub-sites:
ACIP
Flu Vaccine
Immunization Registries
Vaccines for Children Program
CASA (Clinic Assessment Program)
AFIX (Grantee Assessment)
VACMAN
 

NIP Site Search
 
National Immunization Hotline
English
(800)232-2522
Spanish
(800)232-0233
TTY
(800)243-7889

Get Acrobat Reader
Get Adobe Reader
home health care professionals home partners home media home Informacion en Espanol health care professionals
 

Vaccine Management System (VACMAN) 
 Frequently Asked Questions

If you didn’t find the answer to your question under these topics, or you need more information than is provided in the answers here, send your question to the VACMAN Systems Development Team at vacman@cdc.gov

Back Up and Pack

  1. Why should I back up?
  2. Do I have to back up VACMAN using the Back Up and Pack Databases screen, or can I just use the Copy command?
  3. How many backup iterations do I need to make and keep?
  4. If VACMAN is on a network, do I need to back up?

Depots

  1. How do I record the loss of a vaccine due to spoilage at the state depot (similar to Transaction code 3 on the Distribution - Other Transactions screen)?
  2. How can I order vaccine to go to another state?
  3. How do I transfer vaccine from one depot to another and keep both inventories correct?
  4. We will soon have a contract with a private company in another state to act as a depot (storing and distributing vaccines). How can we send Shipping Invoices to the company?
  5. Can I track certain vaccines separately within a depot, such as all vaccines going to all my STD clinics?
  6. What classification codes can I use for my Depot records?
  7. How do I enter receipt information for multiple lot numbers on the same order?
  8. I received my order in full and entered the receipt information with one lot number. Now I find out there are multiple lot numbers. How do I correct my receipt information?
  9. Can I produce a sheet of address labels for only 1 provider or depot?

Doses Administered

  1. I want to enter a 3 in the Dose in Series field on the Doses Administered screen, but a message is displayed saying that the maximum number of doses is 2. How can I enter the right number?
  2. For some vaccines, I don't have information to enter in all Age Category fields. Can I have VACMAN skip over these fields?

Funding Source

  1. How do I use the amount fields on the Funding screen?

  2. Why don't the additional funds for which I created records display on the pop-up window when I click the $$ button?

LAN/Networks
  1. We are transferring VACMAN from a single computer to a network. Where do the files go?
  2. If VACMAN is on a network, do I need to back up?

Project-Defined Information

  1. I have data I want to track that is not specifically shown in VACMAN. Can I get VACMAN to track this data?
  2. What classification codes can I user for my Depot records?

Project Inventory

  1. I want to make an adjustment to the Project's inventory instead of distributing the vaccine, to keep from skewing the distribution data. Are there any ramifications to this?
  2. Sometimes I can't enter receipt information on a bulk order. What causes this?
  3. The Inventory on Hand report doesn't match my physical inventory. How do I resolve this?
  4. How can I order vaccine to go to another state?
  5. How do I transfer vaccine from 1 depot to another and keep both inventories correct?
  6. At times the total amount of vaccine I receive is not the total amount I ordered. Why?
  7. Can I track certain vaccines separately within a depot, such as all vaccines going to all my STD clincs?
  8. How do I enter receipt information for multiple lot numbers on the same order?
  9. I received my order in full and entered the receipt information with one lot number . Now I find out there are multiple lot numbers. How do I correct my receipt information?

Providers

  1. Where can I put information I need to remember about a provider, but is not something I want seen by my distribution people or on a form sent to the provider?
  2. When I use the Search button on the Provider Profiles screen for a provider's name, I can only select the Last Name/Facility Name. How can I get a list of all providers with the same partial name?
  3. I am sending a vaccine order to a provider, but one vaccine the provider ordered is not currently in stock. How can I let a provider know the vaccine has been ordered, but not yet received?
  4. When I distribute vaccine to a particular provider, there are 2 lines for each vaccine on the Shipping Invoice. Why?
  5. Can I produce address labels with the provider mailing address rather than the shipping address?
  6. Can I produce a sheet of address labels for only 1 provider or depot?
  7. Should I enter a date range on the Criteria screen when I want to produce any of the List of Providers reports?
  8. How does VACMAN calculate the amount of vaccines for which a provider is eligible each year?

Reports/Forms/Invoices/Labels

  1. Can I produce address labels with the provider mailing address rather than the shipping address?
  2. Can I produce a sheet of address labels for only 1 provider or depot?
  3. Should I enter a date range on the Criteria screen when I want to produce any of the List of Providers reports?
  4. The Inventory on Hand report doesn't match my physical inventory. How do I resolve this?
  5. We will soon have a contract with a private company in another state to act as a depot (storing and distributing vaccines). How can we send Shipping Invoices to the company?
  6. When I distribute vaccine to a particular provider, there are 2 lines for each vaccine on the Shipping Invoice. Why?
  7. Why are some Varicella orders shown twice on the Varicella Vaccine Shipped by Merck to Providers report?
  8. Is there a report that sorts Varicella orders/distributions by funding code?

Search Screen

  1. When I use the Search button on the Provider Profiles screen for a provider's name, I can only select the Last Name/Facility Name.  How can I get a list of all providers with the same partial name?

  2. Sometimes when VACMAN performs a search, there are numerous records found.  How can I quickly look at all these records to find the correct one?

Security/Passwordss

I forgot my password. How do I log in to VACMAN now?

System Error Messages

Transmission to CDC

  1. At times the total amount of vaccine I receive is not the total amount I ordered. Why?
  2. I entered incorrect receipt information for a vaccine order and transmitted it to CDC. What do I do?
  3. Sometimes when I transmit, the phone line just rings. Why?
  4. I need to have a pause between two numbers in the phone prefix when VACMAN is dialing out for transmission. How do I instruct the system to do this?
  5. We had a new phone system installed. Now we have to enter an authorization code after we dial a long distance number. How do we enter this for the VACMAN transmission?

Varicella Vaccine

  1. Why are some Varicella orders shown twice on the Varicella Vaccine Shipped by Merck to Providers report?
  2. Is there a report that sorts Varicella orders/distributions by funding code?

If you did not find your answer to your question under these topics, or you need more information than is provided in the answers here, send in your question to the VACMAN Systems Development Team at vacman@cdc.gov or call the VACMAN on-call telephone at (404) 639-8303.

Top of page

National Immunization Program (NIP)
NIP Home | Contact Us | Help | Glossary | About | Accessibility

This page last modified on December 4, 2001
   

Department of Health and Human Services
Centers for Disease Control and Prevention
CDC Home  |  CDC Search  |  CDC Health Topics A-Z