IWeb logo IWeb User Guide

State/Local Vaccine Allocations

This option allows a state to manage vaccine allocations by facility and vaccine product. Only state and local health jurisdiction users have access to this option, which is controlled by the State/Local Ordering Approver permission.

Note icon  If your facility uses the stand-alone VOMS application, vaccine allocations are configured by administrative users in the Admin & Settings section. See the VOMS User Guide for more information.

Add State/Local Vaccine Allocations

To search for or add a state or local vaccine allocation, follow these steps:

  1. Click Orders/Transfers > State Vaccine Allocations or Local Vaccine Allocations.
    The State - Vaccine Allocation Maintenance or Local - Vaccine Allocation Maintenance page displays.
  2. Click one of the buttons:
    • Search - Enter the search criteria and click Search. The search results will appear in the bottom half of the screen.
    • Clear - Click Clear to erase any previously entered/selected search criteria.
    • Add New Row - (Only appears for state users.) Click Add New Row to add a new row to the allocations. See the Add a New Row section for more information.

The search criteria fields are as follows:

Field Description

Status

Select a vaccine status:

  • Active
  • Inactive
  • --select-- (both active and inactive)

Vaccine Name

Select one or more vaccines in the list (CTRL+click to select multiple vaccines out of sequential order; Shift+click for multiple vaccines listed in sequential order).

Allocation Start Date Range

Enter the From and To dates in the MMDDYYYY format. Dates can be in the past or future.

The available fields and columns in the search results section are as follows:

Field Description

Select Arrow Button

Click the arrow button in the Select column to open the add/edit page for allocations.

  • State users will open the page to add allocations for the LHJs.
  • LHJ users will open the page to add allocations for providers.

Vaccine Description

Displays the vaccine description as noted in the VACMAN vaccine settings.

Vaccine Name

The name of the vaccine as listed in the H33_ASIIS_VACC_CODE.ASIIS_DESCRIPTION table.

NDC Number

This is the same NDC number as listed in the VACMAN vaccine settings.

Doses Allocated

The total number of doses allocated, depending on whether the user is a state or LHJ users. Determines the table allocation used:

  • For state users - The parent allocation table is searched and joined to the child table to calculate the doses allocated. The aggregate doses allocated is always calculated at the state level.
  • For LHJ users - The child allocation table is searched and the allocation amount is retrieved.

Start Date

The allocation beginning date.

End Date

The allocation ending date.

Active

Indicates whether the current date is within range; designated with Yes or No.

Import (link)

Click this link to import vaccine allocations into the application. See the Import Vaccine Allocations topic for more information.

Export (link)

Click this link to export vaccine allocations. See the Export Vaccine Allocations topic for more information.

Add a New Row

This button only appears for state users. Once you click on the Add New Row button, a new row appears at the bottom of the list in the Search Results section. Select a vaccine name from the Vaccine Description drop-down list. The vaccine name and NDC number automatically populates, and the doses allocated field displays as zero. Enter a start and end date, making sure that the dates do not overlap with an existing date range for the same vaccine description.

Click Save, after which the allocation information displays in the Search Results section of the page, along with a confirmation message.

Add or Edit Vaccine Allocations

To edit a vaccine allocation, first navigate to the State/LHJ Vaccine Allocation Maintenance page and conduct a search, then click the arrow button in the Select column next to the allocation you want to edit. The Add/Edit Allocation page appears.

Tip icon How LHJs are displayed in the search results list for state users depends on the Is Local Approver configuration setting.

Make any necessary changes to the allocation and click on one of the buttons:

The fields and columns on this page are different depending on whether it is a state or LHJ vaccine allocation. The fields and columns in the Add/Edit Allocation page are as follows:

Field Description

Vaccine Name

The name of the vaccine.

Vaccine Description

The vaccine description

Total Doses Allocated

The total number of doses allocated, depending on whether the user is a state or LHJ users. Determines the table allocation used:

  • For state users - The parent allocation table is searched and joined to the child table to calculate the doses allocated. The aggregate doses allocated is always calculated at the state level.
  • For LHJ users - The child allocation table is searched and the allocation amount is retrieved.

Total Doses Ordered

The total number of doses ordered for this vaccine during the date range specified.

Start Date

The allocation beginning date.

End Date

The allocation ending date.

The fields and columns in the details section of the Add/Edit Allocation page are as follows:

Field/Column Description

State/Local Approver

The name of the approver or approving organization.

Doses Allocated (this period)

The number of doses allocated during the time period for the approver specified.

Doses Ordered (this period)

The number of doses ordered during the time period for the approver specified.

Doses Remaining

The remaining number of doses.

Add Doses

To add doses, enter the number of doses to add in this field.

Subtract Doses

To subtract from the number of doses listed, enter the number to subtract in this field.

After making any necessary changes, click one of the buttons:

Import Vaccine Allocations

State and LHJ users can import vaccine allocations. Importing the allocations will overwrite the existing data for those specific allocations.

To import vaccine allocations, first navigate to the State/LHJ Vaccine Allocation Maintenance page and then conduct a search. Locate the specific vaccine in the search results list and click the Import link for that vaccine. The Import Vaccine Allocations page opens. Click the Choose File button, then navigate to and select the file. The import file should have only two columns, as follows:

After the file has been selected, click Import. The file loads and a message appears with the number of allocation lines successfully loaded.

To view the import log, click View Logs. A File Download dialog box appears, from which you can open the log in your default text editor (e.g., Notepad) or save the file.

Click Clear to clear the selected file and start over.

Export Vaccine Allocations

State and LHJ users can export vaccine allocations into a comma-separated value (CSV) file.

To export vaccine allocations, first navigate to the State/LHJ Vaccine Allocation Maintenance page and then conduct a search. Locate the specific vaccine in the search results list and click the Export link for that vaccine. The File Download dialog box opens. Use it to open or save the file.

STC | One logo