133 Molesworth Street
PO Box 5013
Wellington 6140
New Zealand
T+64 4 496 2000
16 November 2021
Sebastian
By email: [FYI request #15656 email]
Ref:
H202106802
Tēnā koe Sebastian
Response to your request for official information
Thank you for your request under the Official Information Act 1982 (the Act) on 3 June 2021 for
information relating to the COVID-19 Vaccine Technical Advisory Group:
1)
Copies of all minutes of COVID-19 Vaccine Technical Advisory Group meetings
2)
Copies of all minutes of CVIP Governance Group meetings
3)
Copies of all minutes of CVIP Steering Group meetings
Please refer to Appendix 1 of this letter for copies of the requested documents and decisions on
release.
I sincerely apologise for the delay in responding.
I trust this fulfils your request and assists with your complaint with the Ombudsman (ref:
561559).
Please note that this response, with your personal details removed, may be published on the
Ministry of Health website at:
www.health.govt.nz/about-ministry/information-releases.
Nāku noa, nā
Jo Gibbs
National Director
COVID-19 Vaccine and Immunisation Programme
Appendix 1: List of documents for release
#
Date
Document details
Decision on release
1
2 February
Minutes of COVID-19 Vaccine
Released with some information
2021-23 March Technical Advisory Group
withheld under the following
2021
meetings
sections of the Act:
• Section 9(2)(k) to prevent the
2
12 February-26 Minutes of CVIP Governance
March 2021
Group meetings
disclosure or use of official
information for improper gain or
3
2 February- 30 Minutes of CVIP Steering Group
advantage.
March 2021
meetings
• section 9(2)(b)(ii) where its
release would likely
unreasonably prejudice the
commercial position of the
person who supplied the
information.
• section 9(2)(g)(i) to maintain the
effective conduct of public affairs
through the free and frank
expression of opinions by or
between or to Ministers and
officers and employees of any
public service agency.
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MINUTES
COVID-19 Vaccine Technical Advisory Group
Date:
Tuesday 02 February 2021
Time:
11:00 am – 12:00 pm
s 9(2)(k)
Location:
Chair:
Dr Ian Town
Dr David Murdoch, Prof Peter McIntyre, Dr Helen Petousis-Harris, Dr Nikki
Members:
Turner, Assoc Prof James Ussher, Dr Pippa Scott, Dr Tony Walls, Dr Sean
Hanna, Dr Elizabeth Wilson
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Ministry of Health Attendees:
Dr Caroline McElnay, Sarah Mitchell, Dr Fiona Callaghan
Guests:
Apologies:
Assoc Prof Sue Crengle, Dr John Taylor, Dr Nikki Moreland, Prof Ian Frazer, Dr
Matire Harwood, Chrisel e Braganza, Daniel Bernal
1.0
Welcome, introductions and previous minutes
Dr Ian Town welcomed all Members and Attendees in his capacity as Chair of the COVID-19
Vaccine Technical Advisory Group
In particular, the new members of the group were thanked for joining at short notice, which was
due to the bringing forward of potential availability of the Pfizer vaccine. Clinical expertise wil be
INFORMATION
key to informing vaccine delivery.
Minutes of the last meeting (27 January 2021) were accepted. Members were asked the send any
RELEASED UNDER THE
edits to COVID-19 Vaccine TAG Secretariat.
Updated Terms of Reference (ToR) was included in the agenda circulated to Vaccine TAG
members for review Some overlap with the scope of the IIAG has been pointed out. The DG
receives advice from both groups. Nikki Turner commented that although there wil be some
overlap, updated ToR are clearer. This group is primarily focused on the Decision to Use
Framework.
OFFICIAL
Medsafe are meeting today regarding the Pfizer vaccine and wil report to the DG this afternoon.
For the purposes of this group, wil be especial y interested in any conditions set out by Medsafe.
This group wil help ensure the New Zealand community is fully and accurately informed about
COVID-19 vaccines.
2.0
Role of the COVID-19 Immunisation Implementation Group (IIAG)
Page 1 of 116
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The Terms of Reference and membership list of the IIAG were included in the supporting
documents. Equity is a key focus of the IIAG.
It was noted that Dr Nikki Turner and Dr Helen Petousis-Harris are members on both the IIAG and
the COVID-19 Vaccine Technical Advisory Group. It was suggested that a standing item be added
to the agenda for the COVID-19 Vaccine TAG to allow for a short report/comment on matters of
common interest between the groups. The Chair agreed this should be done.
3.0
Terms of Reference
The ToR for COVID-19 Vaccine TAG have been moved from previous STAG draft into the
Ministry’s Science & Technical Advisory format.
Members were asked the send any comments to COVID-19 Vaccine TAG Secretariat for the
Chair to attend to.
4.0
Pfizer Vaccine Science Overview
Dr Pippa Scott and Dr David Murdoch were thanked for their work in putting this document
together, which is a longer science overview. This document wil be dated and timestamped to
reference the current state of knowledge about this vaccine.
Dr Scott gave an overview of the key points in the document, and the chair asked the group for
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comment or discussion, whether anything was worrisome or inconsistent with their current
knowledge about the vaccine.
Key points of discussion following update:
• the rate of anaphylaxis with the first dose of the vaccine is 11x higher than the usually
quoted rate of anaphylaxis with vaccination, which wil be a critical issue for public
information
• the vaccine has not yet been tested significantly in children under 16. It would be useful to
know what companies are planning in terms of immunogenicity studies in children. It was
noted that a small number of children have been vaccinated in Phase 3
• Israel is vaccinating pregnant women, though data quality may be an issue
• implications of new, more transmissible variants on vaccine efficacy wil be important to
INFORMATION
watch
RELEASED UNDER THE
• a lack of data (due to limited numbers) in Phase 3 trials for Pacific Island participants, those
over 75 and people with co-morbidities was noted. Pippa wil add this to the document.
However, at this stage the group did not express concern about recommending those
groups receive the vaccine. Measuring immunogenicity in these groups post rollout wil
provide some reassurance, and ethnic specific safety data wil be reported
• all the trials have limited information on severe disease compared to mild disease, wil be
relying on post marketing for more insight here. Pfizer are informally looking at vaccine
OFFICIAL
impact on asymptomatic cases
• there wil be intense scrutiny on post-marketing data
• papers on US vaccine safety showed rates of adverse reactions were quite similar in older
and younger people, and the majority were occurring after 30 minutes (Rates of
anaphylaxis are higher than we have seen with other vaccines)
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• there was discussion about whether if anaphylaxis occurs, would there be indication to do
skin testing or other further evaluation
• it was noted that primary care health workers are skilled in managing anaphylaxis, and we
do not want to undermine this, rather support them. Current thinking is to recommend that
everyone wait 30 minutes after vaccination, but those with a history of al ergies or asthma
would be indicated to monitor closely and give additional information
• noted that asthma is a risk factor for death with anaphylaxis, and an important screening
question. If someone has an al ergy to a product in the vaccine, this might indicate
consultation with an al ergy specialist
• those with presumptive anaphylaxis post-vaccine might be recommended not to receive
further dose. Though if they stil want the next dose, it would be good to have a pathway to
facilitate this safely
• noted that many of the individual case reports of safety issues were minor reactions e.g. lip
swel ing, minor wheeze
• noted that advice regarding screening questions and potential role of skin testing etc wil
need to be fine tuned
• IAC are developing a consent form and
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• It was noted that there are subgroups that lack safety data, for example people aged over
75 years, Maori and Pacific communities, and particular comorbidities.
It was noted that Dr Scott is also working on an A3 document that wil be used for sharing with
colleagues across government agencies and can also be a foundation for communication teams.
Importance of communicating what we do not know was highlighted.
Any further comments on this Science Overview document welcomed via email immediately after
the meeting.
5.0
Pfizer Vaccine Data Update
This is a shortened version of the previously discussed documents, intended as a high-level
summary for attaching to government papers which go to the DG and to the COVID-19 Minister.
Key aspects include side effects and safety, which wil be of concern for the public.
INFORMATION
There was a comment that the current version may be a little long.
RELEASED UNDER THE
Group was asked to check whether any of the content did not align with the longer document.
6.0
Questions on the Pfizer Vaccine
• The STAG Decision to Use Framework paper was attached for background information,
most of the group would have had this information already
• Also attached was a memo to the Vaccine TAG outlining advice sought on the use of the
OFFICIAL
COVID-19 Pfizer vaccine, requesting advice on who the vaccine is or is not appropriate for.
• Medsafe wil be deciding today regarding provisional approval of the Pfizer vaccine in New
Zealand. Any conditions applied to this that relate to the eligibility of target populations and
safety wil be extracted and sent to the Vaccine TAG for their meeting on February (strictly
confidential).
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• The meeting scheduled for Thursday wil discuss any comments or concerns with the
provisional approval.
• Page 36 of the full pdf of supporting papers for this meeting (or page 2 of the Memo to the
Vaccine Technical Advisory Group, requesting advice on the Pfizer COVID-19 vaccine)
outlines the kinds of question the DG has asked the group to, many of these were covered
in the discussion today. A written statement on Items 8 and 9 (page 36) wil need to be
provided by the chair, so there was a request for the group to consider these questions
further before Thursday’s meeting. It was noted that Peter wil work with Pippa on drafting
responses to these questions.
7.0
Any Other Business
No other business discussed.
8.0
Agenda Items for Next Meeting
The meeting scheduled for Thursday will focus on the Decision to Use Framework, any relevant
conditions attached to provisional approval of the Pfizer vaccine by Medsafe (if this is the
decision), and confirming answers to the questions outlined in the memo to the Vaccine TAG (see
item 6 of these minutes).
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9.0
New Action Items Raised During Meeting
Action
#
Agenda item
Actions
Action Owner
Role of the COVID- Standing agenda item to be added:
01
Chair
19 IIAG
Update from IIAG
Pfizer Vaccine
A3 overview to be sent to the group,
02
Dr Pippa Scott
Science Overview
including new members
Group to consider questions under items 8
Questions on the
03
and 9 (in the memo to the Vaccine TAG)
All
Pfizer Vaccine
for further discussion on Thursday.
INFORMATION
Questions on the
Prof McIntyre to work with Dr Scott on
Prof Peter McIntyre
RELEASED UNDER THE
04
Pfizer Vaccine
drafting responses to these questions.
Dr Pippa Scott
Meeting closed at
12:00pm
Next meeting
Thursday 04 February 2021 – 8:30am to 9:30am
OFFICIAL
Page 4 of 116
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Open Actions:
Action
#
Agenda item
Actions
Action Owner
Updates
Status
Standing agenda item to be added: Update
01
Role of the COVID-19 IIAG
Chair
02/02 - Action raised
Open
from IIAG.
Pfizer Vaccine Science
A3 overview to be sent to the group,
02
Dr Pippa Scott
02/02 - Action raised
Open
Overview
including new members.
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Group to consider questions under items 8
Questions on the Pfizer
03
and 9 (in the memo to the Vaccine TAG) for
All
02/02 - Action raised
Open
Vaccine
further discussion on Thursday.
Questions on the Pfizer
Prof McIntyre to work with Dr Scott on
Prof Peter McIntyre
04
02/02 - Action raised
Open
Vaccine
drafting responses to these questions.
Dr Pippa Scott
INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 5 of 116
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MINUTES: COVID-19 Vaccine Technical Advisory Group (CVTAG)
Date:
Thursday 04 February 2021
Time:
8:30am to 9:30am
s 9(2)(k)
Location:
Chair:
Dr Ian Town
Prof David Murdoch, Prof Peter McIntyre, Dr Nikki Turner, Dr Nikki Moreland,
Members:
Assoc Prof James Ussher, Dr Pippa Scott, Dr Tony Walls, Dr Sean Hanna, Dr
Elizabeth Wilson
ACT 1982
Ministry of Health Attendees:
Dr Caroline McElnay, Daniel Bernal, Sarah Mitchel , Fiona Callaghan
Guests:
Amy Auld; Kris Golding
Apologies:
Assoc Prof Sue Crengle, Dr Matire Harwood, Chrisel e Braganza, Dr Helen
Petousis-Harris, Dr John Taylor, Prof Ian Frazer
1.0
Welcome, introductions and previous minutes
Dr Ian Town welcomed all Members, Attendees and Guests in his capacity as Chair of the COVID-
19 Vaccine Technical Advisory Group (CVTAG).
Minutes of the last meeting (02 February 2021) were accepted. Members were asked to send any
INFORMATION
edits to CVTAG Secretariat.
RELEASED UNDER THE
The primary purpose of the meeting was outlined: to make recommendations to the Director-General
about the Decision to Use the Pfizer vaccine and conditions under which it should be used.
It was noted that Medsafe’s provisional approval of the Pfizer vaccine included 57 conditions, mostly
related to manufacturing and batch quality assurance.
2.0
COVID-19 IIAG Update
IIAG is meeting on 5 February, and an update wil follow. They wil be discussing the same questions
OFFICIAL
regarding immunisation targets
3.0
Pfizer Vaccine Science Overview
Dr Scott to add the additional safety information discussed in the meeting into the Science overview.
4.0
Decision to Use
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The conditions from the provisional approval from Medsafe relevant to discussion for this group were
outlined (copied below), and the group agreed the conditions were as expected (these are
confidential).
The sponsor (Pfizer) must:
• Provide updated stability data for ALC-0159. Due date: July 2021. Interim report: April 2021
• Provide any reports on the duration of efficacy and the requirement for booster doses within
five working days of these being produced.
• Provide the six months analysis data from Study C4591001. Report due: April 2021.
• Provide any reports on efficacy including asymptomatic infection in the vaccinated group,
vaccine failure, immunogenicity, efficacy in population subgroups and results from post-
marketing studies, within five working days of these being produced.
• Provide the final Clinical Study Reports for Study C4591001 and Study BNT162-01 within five
working days of these being produced.
• Provide Periodic Safety Update Reports according to the same schedule as required by the
EMA.
• Provide monthly safety reports, as well as all safety reviews they conduct or become aware of.
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• Perform the required pharmacovigilance activities and interventions detailed in the agreed
RMP and any agreed updates to the RMP. An RMP should be submitted at the request of
Medsafe or whenever the risk management system is modified, especially as the result of new
information being received that may lead to a significant change to the benefit/risk profile or as
the result of an important milestone being reached.
The decision to use document wil be drafted following this meeting.
5.0
Patient information sheet and data sheet
The chair asked if anyone had concerns to raise about either document.
• The data sheet notes that the frequency of anaphylaxis is not known, however we do have
some information about this (e.g. originally thought to 11 x higher than background rate, and
we know have some updated numbers)
INFORMATION
Action – to ask Medsafe to include more specific information here. Updated data from VAERS
RELEASED UNDER THE
indicates anaphylaxis rate is 5 per mil ion. This phase 4 safety data needs to be disseminated.
• There has also been a study on older patients up to 30 days after vaccination, the results
were reassuring regarding giving the vaccine to older frail patients.
• It was noted that common reactions are very common, and this needs to be acknowledged.
• There was discussion around the recommended observation times fol owing vaccination.
• Noted that Vaccine safety datalink (VSD) data (which is the most reliable as it is active
OFFICIAL
surveil ance) is not reporting a major anaphylaxis signal associated with the vaccine.
• Question was therefore raised whether 30-minute wait times is unnecessarily conservative
• The general sense was that updated safety data is reassuring, but NZ wil continue with a
precautionary 30-minute observation time, at least initially. Can reflect after initial experience.
• There was discussion about whether al ergy screening checklists could be shortened in light
of this updated safety data. IAC to continue to fine tune screening questions and raise
Page 7 of 116
Doocument 1
questions with the group via email for feedback. It was seen as very important to keep history
of asthma as a screening question, and possibly history of allergy to medications.
• The importance of ensuring people wait the ful 30 minutes was highlighted.
• It was noted that information materials wil be going to Unions in the next day, so important to
confirm wait times etc as soon as possible.
5.0
Questions on the Pfizer Vaccine
It was noted that precautions need to be clear, but there are few contra-indications.
Draft responses to the questions were discussed. The D-G requires specific statements about what
is being recommended, with explanatory notes to go in a footnote or appendix.
It was noted that al advice is qualified by monitoring new data and therefore may change over time.
Responses to these questions are due mid-afternoon today.
Key points for incorporation into responses:
• Taking immune checkpoint inhibitors was generally agreed to be contra-indication
ACT 1982
• Note to name the 4 checkpoint inhibitors approved in NZ
• Noted however that UpToDate do not consider these medications to be a contra-indication.
• Consultation with Edwin Reynolds was recommended.
• Confirmed at this stage the vaccine is to be given to people 16 years of age and older.
Though noting if there was an outbreak in high schools, vaccination in this age group could
be considered. Pregnancy was seen as a precaution but not necessarily a contra-indication.
• Noted that Israel is offering the vaccine to pregnant women.
• It was general y thought there is no reason the vaccine would cause a problem in pregnancy,
but there is limited data.
• The issue of the risk of fever in pregnancy, particularly first and early second trimester, was
raised. Further investigation of fever rates and thresholds may be warranted (if the vaccine is
INFORMATION
usually associated with only low-grade fever this would be less of a concern).
• The group thought the vaccine should be recommended for lactating women, though at this
RELEASED UNDER THE
stage it is unknown whether it would be excreted in breastmilk.
• VAERS study increases confidence re giving the vaccine to the elderly
6.0
COVID-19 Immunisation Target
Ministers have requested advice regarding immunisation targets. This paper is due Friday 5 Feb.
Key points from discussion:
OFFICIAL
• Lack of information about duration of immunity and efficacy in reducing transmission makes it
very difficult to recommend a specific numerical target. From first principles, you would expect
some reduction in transmission, but it is unlikely to be equal to the effectiveness of the vaccine
in reducing severe disease (as assumed by the modelling). AstraZeneca vaccine recently had
some information about reduced transmission of approximately 70%, and would expect mRNA
vaccine to be even better
Page 8 of 116
link to page 11
Doocument 1
• Noted that COVID-19 immunisation campaign could disrupt normal immunisation programme
delivery, and there should be proactive surveil ance of usual vaccination practices to ensure
that GP practices are coping with increased demand. Group was reassured that this issue is
being worked on by the Ministry and they wil receive a report back on this topic
• Need for improved vaccine registers was noted. This is actively being pursued by a team of IT
specialists in the Vaccine Programme.
• Noted that the table in Appendix 1 from the model ers has a large number of caveats, and the
estimates are likely to be over-optimistic – if this table is kept in the document, it should be
strongly emphasized that these estimates are best case scenarios. Some recommended
removing the table altogether and noted other modelling is available that is more nuanced.
• Risks of pushing the population/herd immunity concept – e.g. people may be more inclined to
rely on others to take the vaccine
• Advice should focus more of the benefits of individual protection rather than trying to predict a
percentage required to achieve herd immunity, which has many unknowns
• However, the concept of encouraging personal vaccination to protect one’s family should not
be completely lost – there is likely to be some protection of others and protection of whanau is
an important NZ concept
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• Noted that a time frame is needed for any suggested target – this wil be 2021 calendar year
in the first instance.
• Meeting any target wil be dependent on timely arrival of vaccines into the country
• Recommend emphasising two sentences quoting Paul Fine et al (2011)
1 at the start of the
document: “Theory provides a useful background, but managers of vaccination programs face
many nontheoretical problems in attempting to protect populations. Managers must be wary of
target thresholds for vaccination, insofar as thresholds are based on assumptions that greatly
simplify the complexity of actual populations. In most circumstances, the sensible public
health practice is to aim for 100% coverage, with al the doses recommended, recognizing that
100% is never achievable, hoping to reach whatever is the ‘‘real’ herd immunity threshold in
the population concerned.”
• When it comes time for general population rol out, equity for Māori and Pacific peoples wil be
INFORMATION
a key focus
• The group recommended aiming to vaccinate all eligible New Zealanders
RELEASED UNDER THE
6.0
Any Other Business
No other business discussed.
7.0
Agenda Items for Next Meeting
No agenda items for next meeting were discussed.
OFFICIAL
1 Paul Fine, Ken Eames, David L. Heymann, “Herd Immunity”: A Rough Guide,
Clinical Infectious
Diseases, Volume 52, Issue 7, 1 April 2011, Pages 911–916,
https://doi.org/10.1093/cid/cir007
Page 9 of 116
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8.0
New Action Items Raised During Meeting
Action
#
Agenda item
Actions
Action Owner
Questions on the Pfizer
04
Consultation with Edwin Reynolds re
Dr Nikki Turner
Vaccine
immune checkpoint inhibitors
Patient information sheet and Ask Medsafe to include more
05
Chair
data sheet
specific information re anaphylaxis in
data sheet
Meeting closed at
9:25am Next meeting:
To be confirmed
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INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 10 of 116
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Open Actions:
Action
#
Agenda item
Actions
Action Owner
Updates
Status
Questions on the Pfizer
04
Consultation with Edwin Reynolds re
Dr Nikki Turner
04/02 - Action raised
Open
Vaccine
immune checkpoint inhibitors
Patient information sheet and
05
Ask Medsafe to include more specific
Chair
04/02 - Action raised
Open
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data sheet
information re anaphylaxis in data sheet
Closed Actions:
Action
#
Agenda item
Actions
Action Owner
Updates
Status
Standing agenda item to be added: Update
02/02 - Action raised
01
Role of the COVID-19 IIAG
Chair
Closed
from IIAG.
03/02 – Agenda updated
Pfizer Vaccine Science
A3 overview to be sent to the group,
02/02 - Action raised
02
Dr Pippa Scott
Closed
INFORMATION
Overview
including new members.
03/02 – Document distributed
RELEASED UNDER THE
Questions on the Pfizer
Prof McIntyre to work with Dr Scott on
Prof Peter McIntyre
02/02 - Action raised
03
Closed
Vaccine
drafting responses to these questions.
Dr Pippa Scott
04/02 – Action closed
OFFICIAL
Page 11 of 116
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MINUTES: COVID-19 Vaccine Technical Advisory Group
Date:
Friday 19 February 2021
Time:
9:00am to 10:30am
s 9(2)(k)
Location:
Chair:
Dr Ian Town
Prof David Murdoch, Dr Elizabeth Wilson, Dr Helen Petousis-Harris, Assoc Prof
Members:
James Ussher, Dr John Taylor, Dr Nikki Moreland, Dr Nikki Turner, Prof Peter
McIntyre, Dr Pippa Scott, Dr Sean Hanna, Assoc Prof Sue Crengle, Dr Tony
Walls
Daniel Bernal, Dr Juliet Rumbal -Smith, Sarah Mitchel , Fiona Cal aghan,
Ministry of Health Attendees:
Chriselle Braganza, Niki Stefanogiannis, Aoife Kenny, Kristen Davison, Andi
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Shirtcliffe
Guests:
Fran Priddy, Tim Hanlon
Apologies:
Dr Caroline McElnay, Prof Ian Frazer, Dr Matire Harwood
1.0
Welcome and previous minutes
Dr Ian Town welcomed all Members, Attendees and Guests in his capacity as Chair of the
COVID-19 Vaccine Technical Advisory Group (CV TAG).
Minutes of the last meeting (04 February 2021) were accepted subject to the fol owing correction
being made to Item 5:
INFORMATION
s 9(2)(g)(i)
RELEASED UNDER THE
• Taking immune checkpoint inhibitors was identified as a precaution rather than a
contraindication for receiving the Pfizer BioNTech vaccine. These patients should consult a
specialist.
• The four immune checkpoint inhibitors approved in New Zealand should be specifically named
OFFICIAL
2.0
Overview of Immunisation Rol Out
The Chair acknowledged the rushed nature of the Pfizer Decision to Use meeting and explained
that notes from that meeting were included in the Cabinet paper, following which the decision to
use was approved. There was a misunderstanding by the media team between the terminology
“contraindication” and “should not use”, with the latter being incorrectly translated into the advice.
The Ministry has since worked to ensure that the correct material is published in the future.
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With regards to immunisation targets, the language is shifting. The DG has now said that the
target is “as many eligible New Zealanders as possible”. This includes border and health care
workers in Tier 1. Tier 2 and 3 of the immunisation rollout have been reframed through a treaty
and equity lens and a massive effort has gone into this space, with the IIAG also considering
these issues.
• There was a comment that not having a numerical target may mean that if there are lower
rates of uptake by Māori, this may be incorrectly attributed to vaccine hesitancy rather than
systemic issues. The Chair noted that reporting frameworks wil be in place and that
tailored and bespoke initiatives wil be carried out to encourage uptake by various
communities in different regions.
3.0
Science Updates
The purchase of four vaccines means that there is an opportunity for sequencing, contingent on
global safety monitoring of the vaccines. There wil need to be careful consideration around the
messaging about vaccines so that people don’t feel like they are getting a second-rate vaccine.
The science summaries on the four candidates have al been updated and wil be provided to the
steering group on Tuesday. The summaries wil continue to be updated and date stamped as
needed.
A recent conversation with Oxford University gave insight into their strong commitment to
clarifying the dosing interval and making further improvements to the AstraZeneca vaccine.
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It was noted that it would be useful for the summaries to contain:
• A comment on the number of people in each race/ethnic group as some of this data is
available in the publications.
• A description about how disease severity is classified or an overarching comment to
highlight the lack of uniform classification of severity. Some companies define severe
disease as a respiratory rate over 30, but hospitalisation is probably the clearest indicator
of severity. In addition, participants in vaccine trials are often young, and don’t tend to get
severe disease very often, so event rates are low in absolute terms.
• A description of the nature of the antigen (e.g. whether it is pre-fusion). Any reactogenic
events that impact the ability to attend work
Members of the CV TAG were asked to send any edits to Dr Scott to finalise and be signed off by
INFORMATION
the Chair by Monday lunchtime These summaries wil be made available to Ministers.
It was suggested that a document summarising the caveats and limitations across al vaccines
RELEASED UNDER THE
might be useful as a cover sheet for the science updates. The chair agreed this should be done.
It was noted that a recent pre-print about the AstraZeneca vaccine showed that neutralisation was
virtually absent against the South African variant. Concern was raised that the vaccine may not be
able to prevent severe disease for B.1.351. It was also noted that there is almost no sequencing
carried out in Brazil, with regards to the P.1 or P.2 variant particularly.
OFFICIAL
4.0
Vaccines for Children
Dr Scott provided an overview of the children and adolescent trials planned by various vaccine
developers, including those that New Zealand has not purchased. The Ministry has approached
the four vaccine developers to seek more information on any planned trials in children and is
awaiting responses from AstraZeneca, Pfizer and Novavax. There is a high level of Ministerial
interest in the age cut offs for COVID-19 vaccines. Currently it appears that data wil emerge for
12-16-year olds over time, but it is uncertain if there wil be significant data for younger children.
Key points from the discussion:
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• There is no precedent to think that investigation in younger subjects wil be an issue. For
every recent inactivated vaccine, younger people have responded more robustly, but
without additional safety concerns.
• However, the group expressed concern about the idea of vaccinating infants (Janssen
has a trial, not yet in the public database, where they plan to vaccinate newborns and
upwards). We are not in a position to be recommending COVID-19 vaccines for infants or
very young children.
• As a group, we may need to make a statement regarding whether children need to be
vaccinated ahead of any data being available, which wil prevent discrimination against
children and help answer questions families may raise about which children should and
shouldn’t be vaccinated.
• It is unlikely that we might see different safety concerns in children down to age 12, we
are likely to get more information from lower ages (e.g. down to age 6). It would be great
to get data about primary age children, but it seems unlikely that most companies wil
conduct trials in children under 12.
5.0
Pillar 7 Activities
5.a - Adverse Event Committee
• Tim Hanlon gave an overview of Pil ar 7 activities. Given the volume of vaccines that wil
be administered and the reactogenicity associated with these vaccines, the passive
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reporting may become overwhelming.
• Part of the programme is to support the Centre for Adverse Reactions Monitoring (CARM)
to make sure it is as ready as possible. The Ministry is working with Medsafe and CARM
on various infrastructure improvements, including digitising workflow and putting the
database into the cloud, which wil have a lasting impact on the way CARM operates.
• The COVID Immunisation Register (CIR) that wil be used for the vaccine rollout wil
include adverse events during the 30-minute observation period fol owing immunisation.
Adverse events after the observation period wil be reported via an electronic form. Al of
this data wil be pulled into a portal, which CARM wil have access to.
• The reporting of raw data wil be real time. However, the raw data requires proper
interpretation. CARM wil require advice around more serious events and a COVID-19
Vaccine Independent Safety Monitoring Board (ISMB) has been established for this
INFORMATION
purpose. The Ministry is currently working on the TOR and membership to ensure minimal
conflict of interest. The Chair of the CV TAG wil sit on ISMB in an
ex officio capacity. The
RELEASED UNDER THE
Chair of the COVID-19 Vaccine Independent Safety Monitoring Board is John Tate (Chief
Medical officer at CCDHB).
5.b - Research Projects
Fran Priddy gave a brief overview of the observational cohort study proposed by VAANZ. The
study would be funded by MBIE. The purpose of the study is to look at safety and immunogenicity
of vaccines in New Zealanders. It would be useful to characterise safety early on and share this
information publicly. There could be some differences in immune responses, which will be
OFFICIAL
interesting. The study wil look at immune responses for about a year and wil include 250 people
per vaccine, with enrichment of Māori/Pacific populations. There wil be biobanking of specimens,
which will allow for additional studies.
Key points of discussion:
• Māori and Pacific populations can be quite different. It wil be important to separate those
groups out further.
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• BMI is an issue with Pacific populations, particularly with regards to responsiveness and
injection.
• It would be useful to look at any concomitant delivery within the study.
• For measuring immunogenicity, it wil be important to use assays that can be expressed in
the WHO international units so that the data can be internationally comparable.
• It would be good to use the sera to test against variants of concern.
• As part of our Te Tiriti obligations, we need to have Māori involved in this process. Dr
Priddy wil work with Andi Shirtcliffe to ensure this.
The Chair recommended that the study look at outcomes in Māori and Pacific, which is a
fundamental Ministry expectation, followed by potential future work that can add to international
literature. Overall, there was consensus that the CV TAG supports this programme.
6.0
Baseline Survey of Adverse Events
This work is being undertaken to establish baseline rates of conditions that might be of special
interest. The work is on target to achieve first deliverables to Medsafe and The Ministry by April.
The list of special interests keeps growing and consequently has been narrowed down to a
manageable list for now, which al ows for rapid testing of sensitivity and specificity of the codes.
This work is being carried out in collaboration with the chief clinical coder at the Ministry, as well
as epidemiologists. It was noted that the baseline rates for pregnancy have been established as
ACT 1982
part of a previous maternal study.
This work is being led by Dr Helen Petousis-Harris at the University of Auckland on contract to the
Ministry.
7.0
Using Pfizer/BioNTech Vaccine as Post-exposure Prophylaxis in a COVID-19 Outbreak
Aoife Kenny gave an overview of the memo and requested feedback from members of the CV
TAG to advise the DG, so that a position statement could be prepared.
Key points of discussion:
• It was noted that post-exposure prophylaxis is generally for long incubation diseases.
However, there needs to be clear differentiation between ring vaccination and post-
exposure prophylaxis.
• There is a real risk that New Zealand could have cluster outbreaks and we should have a
protocol for managing these outbreaks.
INFORMATION
The Chair suggested shortening the advice to not use Pfizer for post-exposure prophylaxis, to add
RELEASED UNDER THE
a commitment to develop a formal approach to cluster management, and to strengthen the
section on ring vaccination with inclusion of a case study.
8.0
Any Other Business
It would be good to have a landscape review of the all the studies underway on key questions
(proposed by Dr Nikki Turner).
OFFICIAL
9.0
Agenda Items for Next Meeting
1. Concomitant delivery of vaccines (Dr Nikki Turner)
2. Proactive position statement on vaccinating children (Prof. Peter McIntyre, Dr Tony Wal s, Dr
Elizabeth Wilson)
New Action Items Raised During Meeting
Page 15 of 116
Doocument 1
Action
#
Agenda item
Actions
Action Owner
Overview of
Include information on respiratory
06
Immunisation
vaccine side-reactions in the post-
STA Team
rollout
vaccination information sheet
Provide a written summary of the
Vaccines for
07
current state of trials planned in
Dr Pippa Scott
Children
children
Prof. Peter McIntyre
Vaccines for
Work towards a proactive position
08
Dr Tony Walls
Children
statement on vaccinating children
Dr Elizabeth Wilson
Using
Pfizer/BioNTech
Vaccine as Post-
Amend the memo to include
09
exposure
suggestions by the Chair and
Aoife Kenny
Prophylaxis in a
circulate to CV TAG
COVID-19
ACT 1982
Outbreak
Pillar 7 Activities
Circulate the TOR and membership
10
5.a - Adverse
for the COVID-19 Independent Safety
Tim Hanlon
Event Committee
Monitoring Board
Baseline Survey of Provide a brief written report on
11
Dr Helen Petousis-Harris
Adverse Events
progress of the work
Meeting closed at
10:30am Next meeting:
To be confirmed
INFORMATION
Open Actions:
RELEASED UNDER THE
Action
#
Agenda item
Actions
Action Owner
Updates
Status
Consultation with Edwin
Questions on the
04/02 - Action
04
Reynolds re immune
Dr Nikki Turner
Open
Pfizer Vaccine
raised
checkpoint inhibitors
OFFICIAL
Ask Medsafe to include
Patient information
more specific information
04/02 - Action
05
Chair
Open
sheet and data sheet
re anaphylaxis in data
raised
sheet
Overview of
19/02 - Action
06
Include information on
STA Team MoH
Open
Immunisation rollout
respiratory vaccine side-
raised
Page 16 of 116
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reactions in the post-
vaccination information
sheet
Provide a written summary
19/02 - Action
07
Vaccines for Children
of the current state of trials
Dr Pippa Scott
Open
raised
planned in children
Work towards a proactive
Prof. Peter McIntyre 19/02 - Action
08
Vaccines for Children
position statement on
Dr Tony Walls
Open
raised
vaccinating children
Dr Elizabeth Wilson
Using Pfizer/BioNTech Amend the memo to
Vaccine as Post-
include suggestions by the
19/02 - Action
09
exposure Prophylaxis
Aoife Kenny
Open
Chair and circulate to CV
raised
in a COVID-19
TAG
Outbreak
Pillar 7 Activities
Circulate the TOR and
membership for the
19/02 - Action
10
5.a - Adverse Event
Tim Hanlon
Open
COVID-19 Independent
raised
Committee
Safety Monitoring Board
ACT 1982
Provide a brief written
Baseline Survey of
Dr Helen Petousis-
19/02 - Action
11
report on progress of the
Open
Adverse Events
Harris
raised
work
INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 17 of 116
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MINUTES: COVID-19 Vaccine Technical Advisory Group
Date:
Tuesday 02 March 2021
Time:
12:30pm to 2:00pm
Location:
s 9(2)(k)
Chair:
Ian Town
Members:
David Murdoch, Elizabeth Wilson, Ian Frazer, James Ussher, John Taylor, Nikki
Moreland, Nikki Turner, Peter McIntyre, Pippa Scott, Sean Hanna, Tony Walls
Ministry of Health Attendees:
Caroline McElnay, Juliet Rumbal -Smith, Fiona Callaghan, Chrisel e Braganza
Guests:
Kristen Davison
ACT 1982
Apologies:
Helen Petousis-Harris, Matire Harwood, Sue Crengle, Daniel Bernal, Aoife
Kenny
1.0
Welcome and previous minutes
Ian Town welcomed all Members, Attendees and Guests in his capacity as Chair of the COVID-19
Vaccine Technical Advisory Group (CV TAG).
Minutes of the last meeting (19 February 2021) were accepted. Members were asked to send any
edits to CV TAG Secretariat.
The Chair signal ed that the Secretariat is trying to organise a regular schedule for the CV TAG
meetings moving forward, which will most likely be an hour slot on Tuesdays. This wil be a
placeholder slot and wil be cancelled if there is no need for the CV TAG to meet that week.
INFORMATION
2.0
Science Updates
The Chair noted that the science summary documents are being updated periodically and were
RELEASED UNDER THE
circulated for information. Members were asked to send any updates to Dr Scott to include into
the next version.
3.0
Research in Children
The Chair noted that the summary of trials in children is being updated as more information
comes to light. Members were thanked for their feedback and input to the summary document.
OFFICIAL
4.0
Vaccines in Pregnancy
The Chair explained that the maternity team within the Ministry will be reporting to Minister Verrall,
the Minister for maternity services, on this matter. The Ministry in conjunction with IMAC has
prepared information for women who may need support in making a decision to receive a COVID-
19 vaccine. Discussion included:
• It was noted that the Australian Government has a good decision support checklist for
pregnant women.
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• IMAC has put together an advisory sheet that has recently been circulated to the College
of obstetricians and midwives.
• It would be important to make sure that the language in this sheet matches that of the
Ministry so that we have the clearest possible guidance. It wil also be important to have
the advice in line with RANZCOG recommendations.
Members were asked to send any final comments to the TAG Secretariat by COB today.
5.0
Vaccine Sitrep
A daily report is sent to the Ministers office that contains summary information on how many
people are being vaccinated daily, any vaccination trends, and the number of vaccinators.
• The Chair noted that the daily vaccination report wil be made available to the CV TAG
members. The Ministry is aiming to have a live dashboard internally.
6.0
Vaccine Deployment in an Outbreak
Kristen Davison provided an overview of the vaccine deployment paper. Comments and feedback
from the last meeting were incorporated into the revised version and a request was made for
further advice on the use of the Pfizer vaccine in an outbreak situation. The paper has shifted
away from focus of using the vaccine as post-exposure prophylaxis and now focuses more on ring
vaccination. The Chair noted that the discussion points from this meeting would be collated to
inform recommendation to the DG.
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• Increasing amounts of data are showing that a single dose of the Pfizer vaccine provides
some protection as early as 12 days post immunisation, it would be good to have some
model ing around this. There are also data showing that the second dose doesn’t need to
be given after 3 weeks and it may be better to delay the second dose further. Overall, the
priority in a major outbreak would be to get the initial dose to as many people in the target
population as possible rather than calling people back for their 2nd dose.
• There was discussion around potential merit from geographical prioritisation rather than
risk-based sequencing, which wil feed into decision making around processes for mass
immunisation versus outbreak response. We will need a clear strategy with several
deliveries where multiple constraints such as vaccine supply have to be considered to
address this both national y and local y.
• Discussions have begun with Pfizer to request accelerated delivery to support early roll
out.
INFORMATION
• Australia is stil at the beginning of their rollout focussing on healthcare and frontline
RELEASED UNDER THE
workers, and people aged 80+. There has been no suggestion of vaccines being held
back for an outbreak.
• There is data starting to come out on vaccine efficacy against transmission, e.g. Moderna
shows around 61% reduction in transmission. Data from Pfizer is expected shortly.
• There was discussion about a recent publication from Israel regarding asymptomatic
transmission. It is important to note that the Israel experience is quite different to the
OFFICIAL
rollout in the UK.
• The overal thinking of experts in the field is that the vaccine wil reduce transmission
significantly. This thinking is being incorporated into the communication campaign, which
builds on promoting self-protection but also contributing towards preventing transmission
in the community.
• The topic of geographic prioritisation has been discussed by Peter McIntyre with Fran
Priddy (VAANZ) as an opportunity to undertake an informative study.
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7.0
Vaccine Sequencing
The Chair gave a brief overview on this topic. Cabinet discussed vaccine sequencing yesterday
and are reviewing the work going into Tier 2. However, there are a number of conflicting priorities
including geographic priorities and high-risk populations. The Chair wil keep CV TAG informed on
Cabinet’s thinking in this area.
8.0
30-Minute Observation Time Post Vaccine
CV TAG members considered a request from the CV Immunisation Programme to review the 30-
minute observation period requirement post vaccination. Discussion at the meeting identified
three options for consideration:
a) Continue to require a 30-minute observation period with an intention to review after 1
month based on operational experience and data available at that time; or
b) Reduce the observation period to 20 minutes for people with no history of immediate
allergic reaction or anaphylaxis, and utilise a 30 minute observation period for those at
higher risk of this event (i.e. who have a history of hypersensitivity to vaccines or any
injectable therapy, or of anaphylaxis due to any cause, including those who have a
prescribed adrenalin autoinjector);* or
c) Reduce the observation period to 20 minutes as a standard practice, with vaccinators
encouraged to be flexible around the need for a longer period in some circumstances
(e.g. if the person lives in a rural/remote area). *
ACT 1982
* Note that this advice would not apply to those who experienced anaphylaxis fol owing the first
dose of the Pfizer vaccine - who should not be given a second dose - and those with known
hypersensitivity to any of the vaccine excipients for whom the vaccine is contraindicated.
Recommendation: CV TAG advised that option (c) should be implemented.
9.0
Concomitant Delivery of Vaccines
Nikki Turner gave an overview of the situation around concomitant delivery of vaccines. There
was a pragmatic call at the start that it would be sensible to separate different vaccines by two
weeks because there is no data available on this matter. This recommendation was given
because we do not want to mix up which vaccine causes the side effects profile. While there is
also a theoretical possibility for vaccine blunting, this would be minimal given the high
performance of the vaccines. However, this advice was applied very diligently by the sector,
INFORMATION
almost as a contraindication for other vaccines. Consequently, we need clearer advice and
consensus on the following points:
RELEASED UNDER THE
• If it is not practicable to keep a two-week gap between vaccines, then do not delay.
• If a live vaccine has been administered, wait a month before giving a COVID-19 vaccine
but if not practicable, then do not delay.
• If a COVID-19 vaccine is administered first, then maintain a two-week gap before any
other vaccines.
Key discussion points:
OFFICIAL
• There has not been much discussion in Australia about this as there is no data for these
vaccines being given concomitantly.
• Some questions were raised about whether a COVID-19 vaccine could be administered
after being infected with COVID-19, and the timing of dosage for effective protection. The
Chair noted that these questions are being considered and wil be discussed in future
meetings.
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• It was noted that flu vaccines are well tolerated and could easily be given concomitantly
with the COVID-19 vaccine.
• There was a request to consider recommendations around prioritisation of the COVID
vaccine over others. IMAC has said explicitly that the COVID-19 vaccine is a priority.
• It was suggested that this topic should be of high interest in the New Zealand research
agenda.
The Chair suggested going ahead with the recommendation proposed by Nikki Turner, noting that
further discussion on this would happen in future meetings. As the decision has already been
made not to give the vaccines at the same time, the advice could be amended to say that the time
delay doesn’t have to be two weeks.
s 9(2)(b)(ii)
10.0
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11.0
Next Steps/Decisions Pending
None noted
INFORMATION
12.0
Any Other Business
RELEASED UNDER THE
• Research: A decision has been made on the cohort study proposed by VAANZ that this
wil go ahead. The Chair noted other important research ideas raised in this meeting
about concomitant administration and this wil be discussed in future meetings with
VAANZ to consider as additional projects.
• VAANZ is still identifying laboratories to do assays. These wil be performed in IANZ
accredited labs, including ESR, which wil be looking at virus neutralisation. VAANZ is
also looking at T cel assays. VAANZ has also connected with CEPI to coordinate assays.
OFFICIAL
It was suggested to use assays supported by CEPI, which wil al ow for gathering and
publishing data in WHO international units.
• Vaccine FAQs: It was noted that the Ministry is working on vaccine FAQs and may reach
out to CV TAG members for guidance to answer some questions.
13.0
Agenda items for next meeting
Baseline Survey of Adverse Events - Report by Helen Petousis-Harris
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New Action Items Raised During Meeting
#
Agenda item
Action
Action Owner
Send information document
12 Vaccines in Pregnancy
Chair
to Minister Verrall’s office
Send report to CV TAG
13 Vaccine Sitrep
Chair
members
Check with Intel team
14 Vaccine Sitrep
whether there wil be a
STA Team
publicly facing register
Discuss this topic at the
Concomitant Delivery of
15
COVID Expert Advisory
Ian Frazer
Vaccines
meeting in Australia
Talk to Fran Priddy
Concomitant Delivery of
16
regarding research on this
Chair
Vaccines
topic
ACT 1982
30-Minute Observation Time
Send revised documentation
17
Juliet Rumball-Smith
Post Vaccine
to CV TAG members
Meeting closed at
1:40pm Next meeting:
Tuesday 09 March – time to be confirmed
Open Actions:
#
Agenda item
Action
Action Owner
Updates
Status
19/02 - Action raised
INFORMATION
Work towards a proactive
Peter McIntyre
02/03 - Tony Wal s provided
08 Vaccines for Children
position statement on
Tony Walls
an overview of the
Open
RELEASED UNDER THE
vaccinating children
recommendations, final
Elizabeth Wilson document wil be circulated
for consideration.
19/02 - Action raised
Provide a brief written
Baseline Survey of
Helen Petousis-
11
report on progress of the
02/03 - Helen Petousis-Harris
Open
Adverse Events
Harris
work
to provide a preliminary report
OFFICIAL
at the next CV TAG meeting.
Send information document
12 Vaccines in Pregnancy
Chair
02/03 - Action raised
Open
to Minister Verrall’s office
Send report to CV TAG
13 Vaccine Sitrep
Chair
02/03 - Action raised
Open
members
Page 22 of 116
Doocument 1
Check with Intel team
14 Vaccine Sitrep
whether there wil be a
STA Team
02/03 - Action raised
Open
publicly facing register
Discuss this topic at the
Concomitant Delivery
15
COVID Expert Advisory
Ian Frazer
02/03 - Action raised
Open
of Vaccines
meeting in Australia
Talk to Fran Priddy
Concomitant Delivery
16
regarding research on this
Chair
02/03 - Action raised
Open
of Vaccines
topic
Send revised
30-Minute Observation
Juliet Rumball-
17
documentation to CV TAG
02/03 - Action raised
Open
Time Post Vaccine
Smith
members
Closed Actions Since Last Meeting:
#
Agenda item
Actions
Action Owner
Updates
Status
ACT 1982
04/02 - Action raised
02/03 - Nikki Turner noted
that Edwin is a key expert for
Consultation with Edwin
adult high-risk groups and
Questions on the
04
Reynolds re immune
Nikki Turner
recommended that Edwin be
Closed
Pfizer Vaccine
checkpoint inhibitors
considered to join the CV
TAG. The Chair accepted the
recommendation. Nikki wil
send the contact details to the
Chair.
04/02 - Action raised
Ask Medsafe to include
INFORMATION
Patient information
02/03 - STA Team to cross-
05
more specific information re
Chair
Closed
sheet and data sheet
check that the Medsafe data
anaphylaxis in data sheet
sheet lines with material from
RELEASED UNDER THE
the Ministry and IMAC.
Include information on
19/02 - Action raised
respiratory vaccine side-
Overview of
02/03 - Handled directly by
06
reactions in the post-
STA Team
Closed
Immunisation rollout
clinical leads in conjunction
vaccination information
with the immunisation rollout
sheet
team.
OFFICIAL
Provide a written summary
19/02 - Action raised
07 Vaccines for Children
of the current state of trials
Pippa Scott
01/03 - Document included in Closed
planned in children
the agenda for 02/03 meeting
Page 23 of 116
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Using Pfizer/BioNTech
19/02 - Action raised
Vaccine as Post-
Amend the memo to include
09 exposure Prophylaxis
suggestions by the Chair
Aoife Kenny
01/03 - Updated memo
Closed
in a COVID-19
and circulate to CV TAG
included in the agenda for
Outbreak
02/03 meeting
Pillar 7 Activities
Circulate the TOR and
membership for the COVID-
19/02 - Action raised
10 5.a - Adverse Event
Tim Hanlon
Closed
19 Independent Safety
24/02 – Documents circulated
Committee
Monitoring Board
ACT 1982
INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 24 of 116
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MINUTES: COVID-19 Vaccine Technical Advisory Group
Date:
Tuesday 09 March 2021
Time:
11:00am to 12:00pm
Location:
s 9(2)(k)
Chair:
Ian Town
David Murdoch, Elizabeth Wilson, Helen Petousis-Harris, James Ussher, John
Members:
Taylor, Nikki Turner, Peter McIntyre, Pippa Scott, Sue Crengle, Tony Walls,
Edwin Reynolds, Sean Hanna
Ministry of Health Attendees:
Caroline McElnay, Juliet Rumbal -Smith, Daniel Bernal, Fiona Cal aghan,
Chriselle Braganza, Shayma Faircloth
Guests:
Diana Sarfati, Richard Sul ivan
ACT 1982
Apologies:
Andi Shirtcliffe, Ian Frazer, Matire Harwood, Nikki Moreland
1.0
Welcome and previous minutes
Ian Town welcomed all Members, Attendees and Guests in his capacity as Chair of the COVID-19
Vaccine Technical Advisory Group (CV TAG).
Minutes of the last meeting (02 March 2021) were accepted subject to the following correction
being made to Item 10:
s 9(2)(g)(i)
s 9(2)(b)(ii)
INFORMATION
RELEASED UNDER THE
As things can come up for discussion urgently and unexpectedly, the CV TAG meeting wil be a
recurring slot in the calendar but wil be cancel ed if no meeting is required.
Dr Edwin Reynolds was co-opted into the CV TAG. Edwin has been working in vaccinology within
IMAC for about 12 years, is a GP in Northland, and works for Auckland Regional Public Health in
their COVID response space.
OFFICIAL
2.0
Science Updates
The Chair thanked Dr Scott for maintaining the science summary documents and requested that
the Pfizer document to be updated regularly, particularly with details of any immunogenicity data
after a first dose in humans. This wil inform any future conversations regarding the degree of
protection after a single dose, which may occur in terms of outbreak management.
3.0
Research in Children
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The Chair noted that the summary of trials in children wil be updated as more information comes
to light, especially with regards to any data on the Pfizer candidate.
4.0
Vaccine Guidance to Cancer Clinicians
The Cancer Control Agency (CCA) is a standalone organisation that provides advice in relation to
cancer, which is independent from the Ministry. However, the CCA wants to ensure that their
COVID immunisation advice is in line with the Ministry.
• There has been a lot of work done in relation to immune checkpoint inhibitors (ICIs), both
national y and international y. The CCA is in close contact with international colleagues
and has access to data and information that is not yet published, which is very helpful as
more evidence is emerging.
• The Chair apologised for the conflicting advice that was published by the Ministry’s media
team, however, this was promptly corrected.
• Following Medsafe’s approval of the Pfizer vaccine, CV TAG advised on the decision to
use the Pfizer vaccine. It was advised that patients receiving ICIs Pembrolizumab,
Nivolumab, Ipilimumab or Atezolizumab should get advice from their specialist in relation
to receiving the Pfizer vaccine. Today’s discussion is to determine whether this remains
the best advice or whether there is any information to consider amending this advice.
• There is no data indicating that immune therapy or ICIs should be a contraindication.
There is some data showing that inactivated vaccines are safe for cancer patients,
ACT 1982
however, there very little data for the Pfizer vaccine. Considering the available data, the
CCA’s view on this matter is that cancer patients should not risk being left out and instead
should be supported to take the vaccine. Some subgroups, such as haematology and
lung cancer patients, have been shown to be more vulnerable to COVID-19 and could be
prioritised, however this is not a suggestion for now.
• In December 2017, Medsafe alerted IMAC about the possibility of an interaction between
the flu vaccine and ICIs. However, this was never considered as a contraindication but
was added as a precaution in the handbook because there was little data at the time.
Nurses administering any subunit vaccine would generally be in contact with the
oncologist to make sure it was okay. A systematic review of studies evaluating influenza
vaccines and patients receiving ICIs has recently been published. The studies have
mostly shown that the vaccines are safe. However, the review concluded that larger
studies are required in order to define a consensus on the use of vaccines during
INFORMATION
immunotherapy.
• The CCA would like to see the cautionary advice relating to ICIs removed for both the flu
RELEASED UNDER THE
and COVID vaccines on the basis that this has been considered by clinicians around the
country and they would like to give patients consistent advice. If not, there is a risk that
clinicians might make different decisions. The CCA has also been discussing this matter
with col eagues in the UK, Canada and Australia. Amending our advice would lead to
consistency within the country and with the rest of world.
• Data from Israel and the UK are expected in a few weeks and there has been no
indication to be concerned for patients receiving ICIs.
OFFICIAL
• The Chair welcomed any questions or concerns from the CV TAG about removing the
cautionary advice in relation to the Pfizer vaccine. There were no questions or objections
on this matter and CV TAG members unanimously agreed with the proposed change to
the advice.
• The Ministry wil take steps to remove the cautionary advice from professional and public-
facing material.
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It was noted that it would also be logical to remove any cautionary advice on ICIs in relation to the
flu vaccine, for consistency. This wil be discussed with the Immunisation team within the Ministry.
5.0
Baseline Survey of Adverse Events
Helen Petousis-Harris noted that the research into baseline rates of adverse events is going well.
Helen will be providing an overview of this research to the Medsafe DSMB meeting. Australia
(NCIRS) has established some of their vaccine baseline rates, however, this New Zealand study
is more in-depth.
Key points of discussion:
• Bell’s palsy did not seem to be reported in the data presented to ACIP but is being
captured as one of the priorities.
• The research intends to look at all four tiers but initially had to establish priorities in order
to collect data as soon as possible. Limited chart reviews are being carried out to estimate
the predictive values of the ICD codes. It would be difficult to perform this on all the
conditions, but if something comes up, they wil be in a good position to undertake a rapid
assessment. The tiers were determined through the Brighton Col aboration.
• It was noted that it is often difficult to tease out conditions from each other in Tier 1. The
list of ICD codes was harmonised with those from Australia, with advice on neurology also
sought for NZ context. Medsafe was also requested to provide raw data to give an idea of
many codes are required for each Tier.
ACT 1982
Helen wil provide the summary of research periodically as a monthly report to the CV TAG.
6.0
Pfizer Dosing Interval The Manager of the STA Team noted that advice is being prepared with regards to evidence
around delaying the second dose of Pfizer and whether there is any value for NZ in delaying the
second dose. The STA team recognises that this would delay our rollout, so there is no obvious
advantage for NZ to do this regardless of what the evidence says about the effectiveness after
one dose. The STA team wil prepare a short piece on this topic. The Chair noted that this wil be
useful, especially with regards to an outbreak situation.
Key points of discussion:
• Single doses are relevant globally but not for NZ. Since we only have one vaccine to look
at currently, there may be some research capacity in this space. As the Pfizer Phase 3
INFORMATION
trial and the rollout in Israel adhered to the protocol terms of dosing, further
immunogenicity data for delayed doses would be useful.
RELEASED UNDER THE
• The Chair noted that the timing currently states at least three weeks to account for any
scheduling issues.
The STA Team wil present the advice being developed at a future meeting for any further
discussions on this matter.
7.0
Vaccine Rollout
OFFICIAL
The PM has announced that NZ will follow Pfizer strategy for the foreseeable future and was
questioned on what this would mean for the other vaccines.
Key points of discussion:
• Pacific is concerned that approval of the Janssen/J&J vaccine may be less of a priority for
New Zealand given the current Pfizer strategy. The Chair noted that discussions are
ongoing between New Zealand and the Pacific being led by MFAT but wil be escalated
internally within the Ministry.
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Doocument 1
• s 9(2)(b)(ii)
• The PM has announced that the rollout scheduling wil be announced on Wednesday as
the opposition has been cal ing for much more detail. The CVIP are working on this to
provide clarity, however, the contracting process has not locked in the Pfizer delivery
schedule, which is a constraint in terms of the wider rol out. Consequently, the scheduling
still lists June/July for the wider rol out, but this could change depending on vaccine
availability.
• There was discussion around a potential regional rol out, e.g. South Auckland. The Chair
noted that the DHBs are leading the rol out and we will see significant and useful
prioritisation amongst DHBs as they are very familiar with the demographics in their
region. There are also scalability issues that may impact regions differential y.
• There was a question regarding whether health professional students would be prioritised
similar to healthcare workers. Laboratory and research staff have been prioritised but if
there is a particular sector interest, members are welcome to email the Chair to follow up
on this.
8.0
Next Steps/Decisions Pending
None noted
ACT 1982
9.0
Any Other Business
• Change in observation period post-vaccination: The Chair thanked everyone for the
prompt work on this matter. This has been sent to the implementation team. The
communication and documentation wil be amended to reflect this change.
• IMAC needs a definitive answer for the change in advice regarding observation period
and ICIs. This is needed rapidly to update the training documentation by early next week.
The Chair noted that the changes to the ICI advice wil be documented and signed-off
today and tabled at the meeting this afternoon.
• Analysis by Office of the Auditor-General: The OAG has been given two weeks to do an
analysis on the Vaccine Taskforce and the Immunisation Implementation Programme.
The Chair requested that anyone contacted answer any questions openly.
INFORMATION
• Logistics for Pfizer: Pfizer has early stability data in ordinary freezer conditions but has not
shared this publicly or with Medsafe yet. It would be good to encourage Pfizer to present
RELEASED UNDER THE
this data to Medsafe as soon as possible. This would make a big difference towards
making a recommendation or decision for vaccines in the Pacific. It was suggested that
IIAG contact Medsafe directly and raise the flag about the logistical benefits.
10.0
Agenda items for next meeting
None noted
OFFICIAL
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Doocument 1
New Action Items Raised During Meeting
#
Agenda item
Action
Action Owner
Contact Medsafe about
18 Vaccine Rol out
progress of Janssen
STA Team
approval
Talk to the Immunisation
Vaccine Guidance to Cancer
team regarding removal of
19
Caroline McElnay
Clinicians
cautionary advice on ICIs for
the flu vaccine
Contact Medsafe about
20 Any Other Business
STA Team
stability of Pfizer vaccine
Meeting closed at
11.45am Next meeting:
Tuesday 23 March – 11:00am to 12:00pm
Open Actions:
ACT 1982
#
Agenda item
Action
Action Owner
Updates
19/02 - Action raised
02/03 - Tony Wal s provided
an overview of the
Work towards a proactive
Peter McIntyre
recommendations, final
08 Vaccines for Children
position statement on
Tony Walls
document wil be circulated for
vaccinating children
Elizabeth Wilson
consideration.
09/03 - Tony wil circulate the
documentation when ready.
Contact Medsafe about
INFORMATION
18 Vaccine Rol out
progress of Janssen
STA Team
09/03 - Action raised
approval
RELEASED UNDER THE
Talk to the Immunisation
Vaccine Guidance to
team regarding removal of
19
Caroline McElnay
09/03 - Action raised
Cancer Clinicians
cautionary advice on ICIs
for the flu vaccine
Contact Medsafe about
20 Any Other Business
STA Team
09/03 - Action raised
OFFICIAL
stability of Pfizer vaccine
Page 29 of 116
Doocument 1
Closed Actions Since Last Meeting:
#
Agenda item
Actions
Action Owner
Updates
04/02 - Action raised
02/03 - Nikki Turner noted that
Edwin is a key expert for adult
Consultation with Edwin
high-risk groups and
Questions on the
04
Reynolds re immune
Nikki Turner
recommended that Edwin be
Pfizer Vaccine
checkpoint inhibitors
considered to join the CV TAG.
The Chair accepted the
recommendation. Nikki wil
send the contact details to the
Chair.
04/02 - Action raised
Ask Medsafe to include
Patient information
02/03 - STA Team to cross-
05
more specific information re
Chair
sheet and data sheet
check that the Medsafe data
anaphylaxis in data sheet
sheet lines with material from
the Ministry and IMAC.
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Include information on
19/02 - Action raised
respiratory vaccine side-
Overview of
02/03 - Handled directly by
06
reactions in the post-
STA Team
Immunisation rollout
clinical leads in conjunction
vaccination information
with the immunisation rollout
sheet
team.
Provide a written summary
19/02 - Action raised
07 Vaccines for Children
of the current state of trials
Pippa Scott
01/03 - Document included in
planned in children
the agenda for 02/03 meeting
Using Pfizer/BioNTech
19/02 - Action raised
Vaccine as Post-
Amend the memo to include
09 exposure Prophylaxis
suggestions by the Chair
Aoife Kenny
01/03 - Updated memo
INFORMATION
in a COVID-19
and circulate to CV TAG
included in the agenda for
Outbreak
02/03 meeting
RELEASED UNDER THE
Pillar 7 Activities
Circulate the TOR and
membership for the COVID-
19/02 - Action raised
10 5.a - Adverse Event
Tim Hanlon
19 Independent Safety
24/02 – Documents circulated
Committee
Monitoring Board
19/02 - Action raised
OFFICIAL
02/03 - Helen Petousis-Harris
Baseline Survey of
Provide a brief written report
to provide a preliminary report
11
Helen Petousis-Harris
Adverse Events
on progress of the work
at the next CV TAG meeting.
08/03 – Included in the agenda
for 09/03 meeting
Send information document
12 Vaccines in Pregnancy
Chair
02/03 - Action raised
to Minister Verrall’s office
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Doocument 1
03/03 – Action completed
02/03 - Action raised
Send report to CV TAG
13 Vaccine Sitrep
Chair
members
08/03 – Included in the agenda
for 09/03 meeting
Check with Intel team
02/03 - Action raised
14 Vaccine Sitrep
whether there wil be a
STA Team
publicly facing register
03/03 – Action completed
02/03 - Action raised
Discuss this topic at the
Concomitant Delivery
09/03 - Ian Frazer was an
15
COVID Expert Advisory
Ian Frazer
of Vaccines
apology for this meeting and
meeting in Australia
may provide an update at the
next meeting.
02/03 - Action raised
09/03 - The initial research
Talk to Fran Priddy
proposed by VAANZ has been
Concomitant Delivery
16
regarding research on this
Chair
approved in principle. The
of Vaccines
topic
Chair will notify CV TAG on
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whether there is any additional
funding to research these
topics.
30-Minute Observation Send revised documentation
02/03 - Action raised
17
Juliet Rumball-Smith
Time Post Vaccine
to CV TAG members
03/03 – Action completed
INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 31 of 116
Doocument 1
MINUTES: COVID-19 Vaccine Technical Advisory Group
Date:
Tuesday 23 March 2021
Time:
11:00am to 12:00pm
Location:
s 9(2)(k)
Chair:
Ian Town
Members:
David Murdoch, Elizabeth Wilson, Helen Petousis-Harris, James Ussher, Nikki
Moreland, Pippa Scott, Sean Hanna, Sue Crengle, Tony Walls
Ministry of Health Attendees:
Andi Shirtcliffe, Caroline McElnay, Daniel Bernal, Juliet Rumball-Smith, Fiona
Callaghan, Chrisel e Braganza, Shayma Faircloth
Guests:
Fran Priddy, James Harris, Mark Ayson
ACT 1982
Apologies:
Edwin Reynolds, Ian Frazer, John Taylor, Matire Harwood, Nikki Turner, Peter
McIntyre
1.0
Welcome and previous minutes
Ian Town welcomed all Members, Attendees and Guests in his capacity as Chair of the COVID-19
Vaccine Technical Advisory Group (CV TAG).
Minutes of the last meeting (09 March 2021) were accepted.
Update on Open Actions
• Action 18 – Progress on Jansen approval:
The rolling submission is progressing wel and Medsafe were expecting the next set of data last
INFORMATION
week. The current ETA for going to the MAAC (expert advisory group) is mid-April. It is worth noting
that US FDA and Health Canada have granted Emergency Use Authorisation whereas Medsafe is
RELEASED UNDER THE
assessing for a provisional approval (i.e. a formal approval). At this stage, no one has formally
approved Janssen yet.
• Action 20 - Stability of Pfizer Vaccine:
Medsafe received the data from Pfizer on 8th March. They have assessed the data and have sent
questions for clarification of some data points. It is possible that Pfizer sent data to the FDA before
anyone else in the world because Pfizer is US based and they have an “us first” agreement.
OFFICIAL
2.0
Science Updates
The Chair asked for an update on the AstraZeneca document to reflect today’s announcement of the
Phase 3 results from the US trial. The summary document wil be submitted to the Minister’s office
later this week. The latest results from the US trial are very encouraging, especially with regards to
the recent media around AstraZeneca.
Pippa Scott provided a brief description of the update documents and noted that there is little
information available around transmissibility. With regards to single dose immunogenicity, there is
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Doocument 1
not much data for the Pfizer vaccine. The Chair noted that everyone who is eligible should be offered
two doses of the vaccine as per Medsafe’s approval. A recent editorial has been published in the
BMJ, which covers the concerns around protection levels associated with a single dose. There may
be specific situations international y that lead to delaying the second dose (e.g., supply issues) but
this does not currently apply to NZ.
Pippa will also work with Peter McIntyre to document any information from SAGE on these matters.
3.0
Research in Children & Pregnancy
This document is being updated routinely. Of note is that Pfizer is currently actively enrolling
pregnant women for a trial.
Tony Walls provided an overview of the recommendations for vaccinating children. It was anticipated
that the main areas of questioning would arise around children who are in high school and those with
co-morbidities.
• High school age (year 9 and above) was chosen as a cut off because in an outbreak
situation, the age criteria for vaccination could be extended to include children of high-school
age at the discretion of the local public health authority.
• The UK have included children who have multiple disabilities because there have been
some childhood deaths in this population. If individual clinicians feel strongly or are
pressured by parents, decisions can be made around this, however, in the interest of
avoiding complicated recommendations and given the current NZ context, there is no reason
ACT 1982
to recommend vaccinating children with co-morbidities.
• The recommendations wil be reviewed if the situation in NZ changes.
Members were asked to review and send any comments to the Secretariat for the paper to be
converted to a formal memo.
4.0
Revised VAANZ Cohort Study; Flu Co-administration
Fran Priddy described the revised study, which now only includes the Pfizer vaccine for which about
300 participants wil be enrolled. Many doses of the Pfizer vaccine have been administered
internationally and there is a lot of pharmacovigilance data available already. Consequently, the
reactogenicity and long-term safety evaluation were removed from this study, it wil now be a one-
year immunogenicity study. The number of centres has been reduced to two but Māori and Pasifika
co-investigators and international collaborators wil stil be involved.
INFORMATION
Key points of discussion:
• Adverse events wil stil be monitored general y (CARM) but not as part of the project.
RELEASED UNDER THE
Everyone that gets the vaccine wil be part of the pharmacovigilance system.
• Immunogenicity analyses wil be sub-grouped by Māori, Pasifika, age, and co-morbidities
(anticipated enrolment of 50 people per group). There is sufficient power to identify ethnic
differences in immunogenicity (up to 50 international units for antibody responses). The
study wil enrol a minimum of 75 Māori participants.
• The cellular immunology assays (ELISpot and ICS) wil be undertaken in NZ and additional
OFFICIAL
exploratory assays (antibody phage display and microarray) wil be done internationally, in
Australia and the US. The vaccinology aspect wil look at how pre-existing factors (e.g.,
previous exposure to other respiratory viruses) predict the ability to have a strong immune
response to the vaccine. The data from New Zealand wil be compared with international
data.
• There was discussion around reactogenicity being linked with immunogenicity and that it
would be useful to have comparative data for communication purposes. There were mixed
opinions about the benefit of collecting reactogenicity data. While this data might be useful
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Doocument 1
for assessing acceptability, current data indicate that side effects are not a major concern
with regards to vaccine hesitancy. Collection of this data can be included in the study but a
clear directive and significantly more funding is required. It was noted that acceptability data
wil be collected 28 days post vaccination and questions about the impact of reactogenicity
could be included in this questionnaire to address this matter.
• Due to the narrowing of the study to focus on the Pfizer vaccine, there is an opportunity to
look at other research questions in this rol out (subject to funding). One of the questions that
was raised during the previous CV TAG meeting was co-administration of the flu vaccine
and its impact on immunogenicity. VAANZ has discussed this with Seqirus (flu vaccine
provider) but there is a multi-arm large trial planned by the Oxford group in the UK, which
wil include participants under and over 65 years of age. They wil be recruiting for the
AstraZeneca and the Pfizer vaccines, and both Seqirus vaccines (adjuvanted and non-
adjuvanted) in about two weeks. If the cohort study in NZ were to go ahead, this would be to
a similar timeframe and it may not be as relevant as this large trial.
VAANZ have reached out to the Oxford group to understand whether there is a gap in the UK study
for NZ to contribute. However, in light of the large nature and higher capacity of their study,
members agreed that the flu co-administration study is not a current priority for NZ to pursue.
5.0
Health Advice on Symptoms 48 hours Post Vaccination – Discrepancy for Border Workers
CV TAG were asked to comment on the paper requesting advice to inform implementation guidance
on routine testing of vaccinated border workers. While the advice is currently relevant to border
ACT 1982
workers in Tier 1, it needs to be pragmatic as it wil also apply to the Tier 2 rollout, which wil include
healthcare and critical workers.
CV TAG noted that:
• Anosmia and respiratory symptoms are unique to COVID-19 and have not been reported
after any vaccinations.
• In general, the duration of post-vaccination side effects is usual y short and they decline in
severity. COVID-19 infection is more likely if symptoms continue after 48 hours or if they
worsen.
• The guidance should be contextual and based on the level of risk management, e.g., Tier 1
workers are at high risk of infection whereas Tier 2 workers are at low risk of infection
(outside of an outbreak).
INFORMATION
• Vaccine efficacy rate is < 100%, so infection should always be considered as a possible
cause of symptoms in people at high risk of exposure.
RELEASED UNDER THE
Juliette Rumball-Smith and James Harris wil draft a proposed guidance document and email to CV
TAG for review. The final advice wil be distributed widely to GPs, Healthline, pharmacies, and other
vaccinators.
6.0
Next Steps/Decisions Pending
None noted
OFFICIAL
7.0
Any Other Business
Advice from CV TAG: Minuted recommendations from CV TAG meetings are turned into a memo,
signed out, and submitted to the vaccine leadership group.
8.0
Agenda items for next meeting
None noted
Page 34 of 116
Doocument 1
New Action Items Raised During Meeting
#
Agenda item
Action
Action Owner
Health Advice on
Symptoms 48
Draft a proposed guidance
hours Post
Juliet-Rumball Smith
21
document and email to CV
Vaccination –
TAG for review
James Harris
Discrepancy for
Border Workers
Meeting closed at
11:48am Next meeting:
Tuesday 06 April – 11:00am to 12:00pm
Open Actions:
#
Agenda item
Action
Action Owner
Updates
Talk to the Immunisation
ACT 1982
Vaccine Guidance to
team regarding removal of
19
Caroline McElnay
09/03 - Action raised
Cancer Clinicians
cautionary advice on ICIs for
the flu vaccine
Health Advice on
Symptoms 48 hours
Draft a proposed guidance
Juliet-Rumball Smith
21 Post Vaccination –
document and email to CV
23/03 - Action raised
Discrepancy for
TAG for review
James Harris
Border Workers
Closed Actions Since Last Meeting:
INFORMATION
#
Agenda item
Actions
Action Owner
Updates
19/02 - Action raised
RELEASED UNDER THE
02/03 - Tony Wal s provided an
overview of the
Work towards a proactive
Peter McIntyre
recommendations, final
08 Vaccines for Children
position statement on
Tony Walls
document wil be circulated for
vaccinating children
consideration.
Elizabeth Wilson
09/03 - Tony wil circulate the
OFFICIAL
documentation when ready.
23/03 - Document circulated.
Contact Medsafe about
09/03 - Action raised
18 Vaccine Rol out
progress of Janssen
STA Team
23/03 - Update added to these
approval
minutes
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Doocument 1
09/03 - Action raised
Contact Medsafe about
20 Any Other Business
STA Team
stability of Pfizer vaccine
23/03 - Update added to these
minutes
ACT 1982
INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 36 of 116
Document 2
Minutes/ Actions
COVID-19 Vaccine and Immunisation Programme Governance
Group (IPGG)
Date:
Friday 12 February 2021
Time:
8:00am – 10:00am
Location:
Ministry of Health and Microsoft Teams video link
Chair:
Dame Dr Karen Poutasi
Members:
John Whaanga, Ngāhiwi Tomoana, Steve Maharey, Dr Fa’afetai Sopoaga, Chris
Seed, Carolyn Tremain, Murray Jack,
Attendees: For items: Heather Peacock, Karl Ferguson, Paul Giles, Heather Peacock, Michael
Dreyer, Simon Everit , Matt Jones, Geoff Gwyn, David Nalder, Andrew Bailey,
ACT 1982
Wendy Il ingworth, Andrew Bailey,
Dr Ian Town, Ben McBride (observer status), Mathew Parr, Colin Macdonald,
Stephen Crombie
Apologies: Dr Ashley Bloomfield
Secretariat Kirsten Curry
Support:
Item
Agenda Item
1
Introductions and open
Introductions
• Ngāhiwi opened with a karakia
• Update to the agenda – security item wil be discussed at the same time as risk
INFORMATION
• David Nalder, who has stepped into risk lead role, was introduced to the group
Minutes
RELEASED UNDER THE
• Minutes accepted as read
Conflicts of interest
• If there are new conflicts, Chair reminded group to raise any conflicts if identified
• No new conflicts identified
Announcement
OFFICIAL
• First batch of Pfizer will be arriving in New Zealand on Monday – discussion
considered the announcement of arrival and operational implications, including
security and the expectation of when we start vaccinating
• Programme requires clear communications around date and assessment of readiness
to give assurance
• Prime Minister announcement at 9:00 that wil be ready to vaccinate MIQ on 20
February, messaging is that was planned for Q2 but has been brought forward
• Comms notice to be circulated to GG, and border CEs and DHBs for information. The
arrival date is not being confirmed in statement
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Document 2
2
End-to-end walkthrough session update and readiness assessment
Key notes and discussion
• Walk through was part of the assurance process and put programme in a better position
to deliver
• Acknowledgement and thanks to Defence for supporting the exercise with their expertise,
and engagement and contribution from all agencies
• Process identified gaps, including three significant issues which have needed to be
resolved post the exercise
• Mathew Parr provided an overview of the roll out plan:
o Roll out starts in Auckland gradually rolling out across DHBs
o Day 14 moving to all DHBs
o First 9 days standing up locations in phased and controlled manner to successfully
manage the programme
• Following the announcement, will confirm the go live date for each DHB
• Programme is establishing dry run exercises on sites for preparation
• Discussion of sequencing associated border worker definition
o Clarification that cleaners are included
o Carolyn raised that definition sounds straight forward but reality that workforce is
dynamic, as evidenced with testing and establishing database. Significant
complexity in identifying and reaching and this shouldn’t be underestimated
o MBIE is putting in immense amount of work border worker information right with an
ACT 1982
augmented team
o Process wil be ongoing and dynamic
o Sue raised that have learnt a lot from the border testing and need to get good
data. Group that we need to focus on are the ones that get tested. There is wider
longer tail that need to be captured. DHBs are aware and working closely on this
where they have the relationship
o Chair and Dr Bloomfield held session with DHB Chairs and CE to provide clear
messaging about importance of processes and policies that have put in place and
will have another session with DHBs that have MIFs to reinforce these messages
o Confirmation of the multiple request approach to get household contact data
o There is risk that the denominator can’t be identified, and how to manage that
which have been amplified many fold when household contacts are considered.
Message is that there is need to provide ability to get immunised.
• Strict adherence to sequencing is operationally challenging to match vaccine distribution
to sites, locations and minimising wastage. There needs to be some flexibility on this to
INFORMATION
minimise wastage.
• Discussion on border worker testing management system – it has been in operation for a
period of time and there is ongoing work to collect more data into the system. There are
RELEASED UNDER THE
gaps where people and organisation may not be loading data, therefore need to provide a
different path, e.g. dial in option to Homecare Medical. Wil be an ongoing multi-pronged
effort to collect data
• Question as to whether people wil be able to get invite for second jab electronically. At
this stage there is not a fully fledged booking system. The DG has requested the
technology team bring forward the build for the national booking system. The current
expectation is that DHBs wil notify people of the second dose and DHBs are aware of the
expectation
OFFICIAL
• Point raised that clarity of process, and agreement of roles and responsibilities including
DHBs and other agencies is important for success. DHBs vary in operations and
behaviour. The letter from Ministers clearly outlines expectations, supported by meeting
with Chairs and CEs with Governance Group chair and senior programme leadership
• Colin raised that clarity is essential, with a high level of command and control, balanced
with providing people on the ground the flexibility and freedom to solve problems. Equally
important are the channels to inform the centre of issues and advising those in DHBs of
subsequent solutions
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Document 2
• Ngāhiwi queried whether there was a number used for household contacts. A planning
assumption of three people in addition to the border worker was used, but is not a limit
and is a planning assumption only. Providing clear comms about the definition is
important to ensure that scope is wide enough
• Query as to what percentage of vaccine is used for household contacts. From a
sequencing perspective, we wouldn’t want the programme to be held up because have
not provided vaccine to enough household workers. Wil roll out to subsequent tiers
regardless of household contact uptake – it is about providing the opportunity.
Comms update
• First phase completed which included direct engagement with employers and agencies as
to what their employees need.
• Expect PM wil make further announcement on Monday as to specifics of what has
occurred and what to expect. Information wil be sent to DHBs as well
• Focus for next week to provide operational detail about how this wil work. Ministry wukk
support employers, providing information and asking questions and supporting
engagement.
• Question on the specific work with health workforce as uptake has historically been a
problem which wil impact on the undecided. DHB CE group focussed on workforce issues
and have put the challenge to them. Group of workers in MIQ who need to be vaccinated,
focus on this cohort first. Planning on liaising with unions underway. Specific reporting
around health workforce uptake will be required
ACT 1982
• Public sentiment scanning shows the public are quite knowledgeable and aware of the
complexities. Need to balance media and political focus on speed to rollout with public
preference for getting it right.
• Challenge for comms is the speed that operational decisions are made, and producing the
subsequent material
• There is a daily email to border CEs with most up to date talking points and collateral
starting from Sunday and aim to provide everyday until group is completed. Wil do similar
for health workforce employers and then other high priority groups. Consideration into the
best channels and approaches in which to target these groups
• Clarification about consent – consent is verbal and captured in CIR. Question raised as to
whether this is in multiple languages – working closely with DHBs colleagues and
providers that right work force is present. There is a consent video which is broken down
in plain English about what is required as well.
Action: Report back before the 20th Feb
on how people engage with consent.
• Discussion about campaign – currently planning to launch with first vaccination.
INFORMATION
Messaging has shifted away from those that are hesitant and focus more on a strong
message to be vaccinated: safe, effective, reliable and free.
RELEASED UNDER THE
Equity discussion
• John raised that current focus is on MIQ but need to consider equity. If the programme is
to be successful in terms of its objectives around equity, there is a need to identify early
and meet those responsibilities and accountability. Includes appropriate engagement iwi
and Māori organisations, which was critical in uplifting rates for the flu vaccine. COVID
vaccine could leave legacy and wil impact on other health improvement opportunities
OFFICIAL
• Ngāhiwi – Māori and Pacifica and ethnic providers were successful during lockdown
providing wrap around services and should not be overlooked as can get into most difficult
households and develop relationships with difficult communities
• Sequencing framework and aged residential care definition raised. Inclusion of Māori
kaumatua and pacific elders not immediately represented – needs to be recognised as a
critical influencer for wider whanau
• Query raised as to whether there were outstanding issues associated to logistics and
distribution. Matt Jones spoke to the issues identified in simulation event which have
raised issues with regulation and accountability of distribution which required further
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Document 2
planning. A way forward has been developed, socialised with one DHB yesterday,
working with four others today. Feel comfortable that this plan wil work but future phases
wil need additional thinking
• Critical change is that we now know we can break down packs into 5 vial, 15 vial and full
tray.
• Fonterra were at dry run exercise, and working with team presently. Wil provide advice on
future scaling plans.
• Stephen advised that process is fundamentally manual so cannot scale at present. Can
manage a week or two at most with the current system. The current deadline for new
system until end of March. Then there is risk that may not have full functionality. There
may be some overlap between the manual and new process
Reporting dashboards
• Paper has been subject to discussion overnight with Ministers offices
• The daily dashboard provides view of how many are being immunised daily, stock and
inventory management, workforces (training), adverse reactions
• Working denominators into this (i.e. coverage) and splitting into cohorts to be developed.
Requires confidence on the numbers that are being presented and some numbers are
combining a couple of dif erent processes, of which some are manual (inventory), which is
a risk
• Working through cadence and processes for daily reporting – information to Ministers,
Governance and operational coordination and command, also DHBs and possibly
employers about management
ACT 1982
• Working hard to manage expectations about what information can be provided upwards
and outwards as there is a risk of providing incorrect information. There wil be a risk when
migrating systems and updating processes
• Plan to establishing reasonable size reporting function in operations structure to manage
the function
• Working through what the media access to the reporting will be
3
Maximising uptake
• Crown Law and Attorney General are supporting the developing the advice
• Paper noted as read
• Update that further work requested from border agencies to support and associated
health and safety advice
• Wil be topic of discussion in briefing with Prime Minister
4
Communications and stakeholder engagement
INFORMATION
Discussion
• Covered in general discussion.
RELEASED UNDER THE
• Comms to provide visibility over campaign early next week
5
Updated risk approach (including security and privacy
Security and Privacy update – Geoff Gwyn
• Taken security and privacy papers as read. Outlines key mitigations to thematic risks.
o Certification and accreditation activities to be completed today.
o In progress of resolving existing privacy impact assessment and wil continue to
OFFICIAL
update on fortnightly basis given pace of change.
o Issues with unencrypted emails and spreadsheets with critical information sharing
moving to Microsoft Teams.
o DHBs wil be required to perform risk assessment for each site and providing
SOPs, working with DHB security managers
o Working closing items with Privacy Commission for awareness over PIAs
o Further work to integrate risk and mitigations into a wider risk assurance approach
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Document 2
Programme risk assurance lead update – David Nalder
• Work has progressed to collate risks and define clear success criteria, moving from what
could go wrong to reframe into what needs to occur to mitigate and support decision
making and timing of decision making. Paper outlines principles and frame to the
approach
• Commended the framework – Murray raised question as to how do you create ownership
and accountability for risks across the system where you have multiple parties where you
have limited control and have people who are responsible for risks and actions are also
accountable for outcomes
• Discussion considered the tolerance element and how to provide GG the line of sight that
the critical risks are covered and managed
• Recognition that 1a is effectively pilot and that full readiness will not be in place for next
week but when reach scale want to know everything is in place
• Stephen Crombie raised that clarity around operating model leads into clarity around
readiness, and associated clarity of roles. Programme is not in this phase yet, the
framework wil help with this complexity, complemented by readiness requirements
• Question raised as to where the decision for readiness for go live sit and what is the
process to get to this point. An explicit decision about go-live readiness is required.
• Explicit decision can be made against risk appetite for each risk – frame about how can
think about risk appetite and how to advise DG on these components. Request for clarity
on how to manage risk discussion in a more programmatic way and how to present with
the learnings from Phase 1
ACT 1982
6
Real time assurance lead update
Stephen Crombie
• Clarity about the operating model is required. There is tension in the high complexity of
scale and significant work that needs to occur
Colin MacDonald
• Has been working with the Post Event team. Observation is that there is good work
occurring but there was a lack of visibility of the work
o Is more confident that the likely volume of adverse events that the existing process
wil work adequately
o Confident that the steps to bolster CARM wil be sufficient in the initial stage. Core
activities that database is moved to cloud – advice that need to do full risk
assessment before move to cloud but needs to progress quickly
o Second piece is workflow automation – assumptions have been adverse events
INFORMATION
have surfaced but need to manage the noise that might be created (consent,
information) so that assessors only look at what they need to and improve
confidence
RELEASED UNDER THE
o MedSafe holds the contract with CARM, however Dr Tim Hanlon is the programme
lead. This additional business ownership lens creates challenge as this is done on
behalf of MedSafe which needs to be worked through
o There wil be a group who need to consider adverse events to support Medsafe:
this needs to be independent
• Comms has been Colin’s other focus for the week. They are playing catch-up, but have
done well this week to transition from strategy to plan. Have asked them to clarify
OFFICIAL
operating model between AoG and wider system to provide clarity
o Seeking comms to provide a four week rolling communication plan including
events and collateral as a control document so programme can see it occurring
o Group are playing catch-up on resourcing
• Question raised as to how equity is represented or covered in risk assurance activity –
action to discuss with Mat on how to provide lens across the whole programme as an
issue that keeps arising in Governance and Steering. Mat advised that conversation has
begun with Chappie, which may provide this.
Page 41 of 116
Document 2
Next meeting week of 22 February
Meeting close
• John closed with a karakia
ACT 1982
INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 42 of 116
Document 2
ACTION TRACKER
NO.
ACTION
OWNER
STATUS – DATE (Due or
COMMENTS
closed)
210129 -01 Consider the sign off process for
Mathew Parr
In progress
To be linked to sign out of the operational
readiness
guidelines and end to end process.
210115 -02 Consider if this Governance Group
MoH and
In progress
Stil under consideration
should have a continued role
MFAT
overseeing the Pacific Health Corridors
support for Vaccine
210115-03 Provide Governance Group an update
Mathew Parr
New decision structures to
With the standing down of the Taskforce over the
ACT 1982
on the new group established under Dr
be provided for the next
coming weeks we can provide an updated
Ian Town
meeting.
overview of the key groups.
210129-01 For MoH to consider the ‘readiness’
Mathew Parr
process that it wil seek to put in place
with leads to ensure accountability
INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 43 of 116
Document 2
Minutes/ Actions
COVID-19 Vaccine and Immunisation Programme Governance
Group (IPGG)
Date:
Friday 19 February 2021
Time:
8:00am – 9:00am
Location:
Ministry of Health and Microsoft Teams video link
Chair:
Dame Dr Karen Poutasi
Members:
Ngāhiwi Tomoana, Dr Fa’afetai Sopoaga, Chris Seed, Carolyn Tremain, Murray
Jack, Dr Ashley Bloomfield, Steve Maharey
Attendees: For items: Jo Gibbs, Mathew Parr, Shayne Hunter, Cameron El iot, Dr Joe Bourne,
Sue Gordon, Michael Dreyer, Paul Giles
ACT 1982
Dr Ian Town, Ben McBride (observer status), Mathew Parr, Colin Macdonald,
Stephen Crombie
Apologies: John Whaanga
Secretariat Kirsten Curry
Support:
Item
Agenda Item
1
Introductions and open
Introductions
• Ngāhiwi opened with a karakia
• Meeting called to provide brief update given first vaccinations to be delivered today,
purpose of which for GG to receive update on state of readiness and consider residual
INFORMATION
risks
• Next meeting focussed on next steps
RELEASED UNDER THE
2
Discussion
• Programme provided advice to Director General, PM and Minster that prepared to deliver
vaccine at a smaller scale at border, however, there remains a broader body of work to
complete before widescale rollout
• Soft launch today as part of testing and formal launch tomorrow. Programme has done
enough from safety and efficiency perspective to be ready
OFFICIAL
• The primary risk is around the mass vaccination programme rather than the border
• Programme has done significant work in the last two weeks, with support from John
Whaanga, Geraldine Clifford-Lidstone, Māori Ministers and Minster Sio to support Māori
and Pacific engagement
• There is increasing sentiment towards adopting vaccination for our key communities
• Wednesday dry run event was a useful exercise, operating across four locations
(Auckland, Wellington, Christchurch and Wellington ops centre) demonstrating further
areas for improvement and raising the comfort of those who are responsible for
Page 44 of 116
Document 2
coordinating and administering. This is something that wil be replicated as new DHBs are
brought online.
• 66 actions were identified under four main themes – distribution and inventory, CIR,
collateral and household contacts.
• Distribution and inventory continue to be area most concerned about. The manual
process is sufficient at present, will focus on what is needed to achieve scale next week
• Carolyn raised concerns about reporting – and the support that stakeholders require to
support the border rollout e.g monitoring compliance. Shayne advised that do not have
functionality in systems to report against workplace on day 1 but wil be added quickly, in
the interim have a work around system in place. Consent is required for worker to share
information with employer but can be reported at aggregate level. Messaging in weekly
calls with PM, building system as we go and there wil be improved reporting at later
• Activity over the next week will include 1-1 conversations with DHBs with ports as they
come online to ensure ability to continue to safely scale while putting in systems. Teams
need to grow as well to service the system.
• Post event assurance commit ee has been established with Dr John Tait as independent
chair to work with CARM, MedSafe and technical advisors. The group, have signed ToR
and ready to mobilise if there is a need to respond to significant clinical events. The Chair
will have accountability to Ashley, Ministers, and Chair of the Programme Governance
Group
• Michael Dreyer reiterated that the current systems and processes are interim and off the
shelf inventory management system will be considered. There is confidence in the current
system for Tier 1
ACT 1982
• The programme was requested to bring the mapping of technology, workforce, and supply
in consideration of scaling scenarios to future Governance Groups.
• Advice to Ministers has been very deliberate that the ability to go live in this phase dif ers
compared to wider scaling. Minister Hipkins has asked for a broader view of scaled rollout
• Cabinet has made a decision to purchase offer from Pfizer for additional 4m courses.
s 9(2)(b)(ii)
• Minister Henare and Minister Davis met with iwi and Māori providers.
Update from Real Time Assurance Leads
Stephen Crombie
INFORMATION
• Observed dry run – found to be an excellent process, and approach. Commented on the
culture that it built
RELEASED UNDER THE
• Ability to respond to events wil be critical and the associated support structure if there are
issues
Colin MacDonald
• Ensure that we can respond to emerging issues and the interface and feedback between
the operations team and design team wil be important moving forward
Discussion
OFFICIAL
• Question raised as to what GG can see over the next week.
Action: Daily Ministers
reporting to be circulated with GG
• Once move into volume have a formal format that has been agreed with Ministers – GG to
be cc’d.
Communications – Paul Giles
• Messaging today that not just someone getting vaccinated, but a significant milestone for
NZ in our response to COVID 19. There is high level of interest from PM and Minister
Page 45 of 116
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• Comms is conscious that the site is at Jet Park, which comes with constraints. There will
be a Ministry videographer present but not media. There wil be a media event later in the
day.
• Campaign is not being launched this week. There is not a huge rush to get out to market
with material, focus on getting tag line right
• Governance Group provided congratulations, acknowledgement to the team and
appreciation for reaching this moment
Meeting close
• Ngāiwi closed with a karakia
ACT 1982
INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 46 of 116
Document 2
ACTION TRACKER
NO.
ACTION
OWNER
STATUS – DATE (Due or
COMMENTS
closed)
210129 -01 Consider the sign off process for
Mathew Parr
In progress
To be linked to sign out of the operational
readiness
guidelines and end to end process.
210115 -02 Consider if this Governance Group
MoH and
In progress
Still under consideration
should have a continued role
MFAT
overseeing the Pacific Health Corridors
support for Vaccine
210115-03 Provide Governance Group an update
Mathew Parr
New decision structures to
With the standing down of the Taskforce over the
ACT 1982
on the new group established under Dr
be provided for the next
coming weeks we can provide an updated
Ian Town
meeting.
overview of the key groups.
210129-01 For MoH to consider the ‘readiness’
Mathew Parr
process that it wil seek to put in place
with leads to ensure accountability
INFORMATION
RELEASED UNDER THE
OFFICIAL
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Document 2
Minutes/ Actions
COVID-19 Vaccine and Immunisation Programme Governance
Group (IPGG)
Date:
Friday 26 February 2021
Time:
8:00am – 10:00am
Location:
Ministry of Health and Microsoft Teams video link
Chair:
Dame Dr Karen Poutasi
Members:
Ngāhiwi Tomoana, Dr Fa’afetai Sopoaga, Chris Seed, Carolyn Tremain, Murray
Jack, Dr Ashley Bloomfield, Steve Maharey, John Whaanga
Attendees: For items: Jo Gibbs, Mathew Parr, Andrew Bailey, Matt Jones, Shayne Hunter, Dr
Joe Bourne, Michael Dreyer, Paul Giles, Heather Peacock, Karl Billington, David
ACT 1982
Nalder
Ben McBride (observer status), Jess Hewat (observer status), Stephen Crombie
Apologies:
Secretariat Hannah Lobb
Support:
Item
Agenda Item
1
Introductions and open
Introductions
• John opened with a karakia.
• Minutes accepted from 12 February and 18 February.
• Agenda adapted to provide a stocktake at Item 2.
INFORMATION
• The group decided that a polytechnic being a vaccination site is not a conflict.
2
Operations update – Joanne Gibbs
RELEASED UNDER THE
• The programme is going well so far. In terms of learnings from the first week, there wil be
an independent review of the serious adverse event, and buffer supplies wil be re-
evaluated to minimise wastage.
• The Daily Report is now automated and being distributed to DHB CEs, Ministers and
Governance Groups. Access is restricted due to adverse events information.
• The run structure has more people coming on board today and the Operations Centre wil
be in full run mode from Monday.
• Logistics and inventory management has been identified as an issue and Joanne is
OFFICIAL
working closely with the team and Fonterra.
Stocktake of current issues – group discussion
• The discussion focussed on risks associated with scaling for Phase 2. The group noted
limited lead in time to get the technology ready to support Phase 2. In particular, there will
be limited time to integrate the dif erent systems and then test the whole operation.
• The Group agreed that the focus areas for moving towards Phase 2 should be landing
event design in next few days and resourcing the run and design functions
Page 48 of 116
Document 2
• Ashley noted the importance of avoiding scaling up before the programme is ready and
requested support from the Governance Group to manage this.
• Carolyn raised concern that privacy/security issues might be forgotten while moving so
fast.
Action 1: Mat Parr to report back on where the Public Sector can help with resourcing.
Plan for the year – Mat Parr
• The A3 Plan presented to the group is based on Pfizer being the backbone of the
campaign. It aligns with current best estimates of delivery schedule and indicates that the
next phase wil start before the previous phase is finished, to reduce drop-off.
• The next stage is to create a “Plan on a page” for the three main stakeholder groups:
Community, Public Sector, and Businesses and Unions
• In terms of next steps for readiness, the only new issue is supply and demand
management for the Pfizer vaccine. Storage at -20 could open up additional options, but
this will still be challenging. The team is also keeping an eye on the Janssen vaccine and
delivery schedules.
• Consensus from the group was that the event types are stil too broad. The focus should
be on four core event types for Phase 2:
1. GP hubs
2. Community sites
3. Workplaces
4. Mobile clinics
ACT 1982
Action 2: Take refined events model to the Steering Group on Tuesday.
Action 3: Shayne and Michael to report back on key details about event design that
they need for IT delivery.
Additional discussion
• There was a discussion about partnering with stakeholders and experts. Karen noted that
this is already happening. DHBs have strongly welcomed Standards of Practice and are
working with their communities on delivery. MOH’s job is to be really clear about what they
need from partners.
• The group decided that the design of large events should be left until later.
• Discussion on smoothing growth in vaccination numbers so as not to lose the workforce.
Mat Parr’s team is conscious of this.
• The need for internal comms for workers was raised, as they are ambassadors for the
INFORMATION
programme. Michael Dryer noted that the channel is public and border and contact tracing
workforces are already on board, so just need to get the vaccinator workforce added.
RELEASED UNDER THE
• Ashley asked about stock track and trace. Michael noted there are updates planned for 9
March but there is a question about whether an additional system is needed on top of this.
Action 4: Update will be presented to GG in next two weeks, including decisions on
procurement.
3.
Comms and engagement - Paul
• Last week the team held national and regional Q&A sessions with vaccine experts and
border workers. These have been successful and the public feels positively about last
OFFICIAL
week. Evidence shows that the most effective comms channel is person to person.
• Next week the team is continuing with individual stories in regional media, targeting
misinformation, and repurposing resources for household contacts and healthcare
workers. There wil also be more person-to-person engagement through regional fono and
a hui with Waikato Tainui.
• The public are interested in the roll-out plan and sequencing.
• Heather noted that AOG is trying to ensure agencies across government can be involved
and reach into their core communities (e.g. seniors). AOG are also working on a Vaccine
strapline and are holding a workshop with range of stakeholders.
Page 49 of 116
Document 2
• Carolyn thanked the team for the quality of comms, noting that the webinars over the
weekend were really helpful and would be useful to continue.
• Paul noted that the comms team is well-resourced centrally to manage a large scale
campaign.
4.
No further discussion – this was covered in Item 2.
5.
Embedding risks – David
• The risk management approach aims to capture risks alongside the critical pathway to
ensure that the things we need to have in place have been thought about.
• There is a Confidence Plan for each of the 8 elements, and next David wil work on plans
for each activity with the project owners. The goal is to have specific controls in place for
scalability and readiness. These plans will go into risk assessments for next “go lives”.
Action 5: David to present risks and mitigations at every SG meeting and ensure they
are linked to observations from Steven and Colin.
6.
Updated programme structure – Mat Parr and Joanne Gibbs
• The updated structure reflects the standing down of taskforce and TAG. It also includes
Dr Ian Town’s COVID Vaccine Executive Advisory Group which is meeting regularly.
• Mat noted that there is need for a reset that covers event pil ars and timeframes so that
everyone is set on the same pathway for Phase 2.
• Joanne noted that MOH is partnering with Defence on operations. There are some
ACT 1982
capability concerns for logistics and inventory.
Discussion
• Karen noted that there’s no more time to focus on policy now, we need to focus on the
Phase 2 roll-out design.
• Carolyn suggested it would be useful to focus on what decisions to we need to make next
week and a plan for if they don’t get made.
• There was discussion that the programme structure doesn’t reflect the relationship with Te
Tiriti and Iwi. The group noted that a lot of work is already underway but this is not
reflected in the programme structure document.
• Michael noted that regional stakeholder oversight is great but the important thing is to
having the single controlling mind over event types.
Meeting close
• John closed with a karakia
INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 50 of 116
Document 2
ACTION TRACKER
NO.
ACTION
OWNER
STATUS – DATE (Due or
COMMENTS
closed)
210129 -01 Consider the sign off process for
Mathew Parr
In progress
To be linked to sign out of the operational
readiness
guidelines and end to end process.
210115 -02 Consider if this Governance Group
MoH and
In progress
Stil under consideration
should have a continued role
MFAT
overseeing the Pacific Health Corridors
support for Vaccine
210115-03 Provide Governance Group an update
Mathew Parr
New decision structures to
With the standing down of the Taskforce over the
ACT 1982
on the new group established under Dr
be provided for the next
coming weeks we can provide an updated
Ian Town
meeting.
overview of the key groups.
210129-01 For MoH to consider the ‘readiness’
Mathew Parr
In progress
Linked to David’s work on confidence plans.
process that it wil seek to put in place
with leads to ensure accountability
210226-01 Report back on where the Public Sector Mathew Parr
In progress
can help with resourcing.
210226-02 Present refined events model A3 to SG Mathew Parr
Closed at Steering Group 2
on Tuesday.
March
210226-03 Shayne and Michael to report back on
Shayne and
Closed at Steering Group 2 Event design has a lot of repetition which is a
key details about event design that they Michael Dryer March
positive in terms of IT delivery needs.
need for IT delivery.
210226-04 Return to GG in 2 weeks with update
Michael Dryer In progress
Distribution item
on additional infrastructure for track and
INFORMATION
trace, including decisions on
procurement.
RELEASED UNDER THE
210226-05 Present risks and mitigations at every
David Nalder
Closed at Steering Group 2
SG meeting and ensure they are linked
March
to observations from Steven and Colin
at GG.
OFFICIAL
Page 51 of 116
Document 2
Minutes/ Actions
COVID-19 Vaccine and Immunisation Programme Governance
Group (IPGG)
Date:
Friday 12 March 2021
Time:
8:00am – 10:00am
Location:
Ministry of Health and Microsoft Teams video link
Chair:
Dame Dr Karen Poutasi
Members:
Dr Ashley Bloomfield, John Whaanga, Murray Jack, Ngāhiwi Tomoana, Steve
Maharey, Carolyn Tremain, Dr Fa’afetai Sopoaga
Attendees: For items: Heather Peacock, Karl Ferguson, Paul Giles, Shayne Hunter, Matt Jones,
David Nalder, Andrew Bailey, Wendy Il ingworth, Jo Gibbs, Sue Gordon, Caroline
McElnay
ACT 1982
Ben McBride (observer status), Jess Hewat (observer status), Stephen Crombie,
Mathew Parr, Colin Macdonald
Apologies: Dr Ian Town, Chris Seed
Secretariat Hannah Lobb
Support:
Item
Agenda Item
1
Introductions and open
Introductions
• John opened with a karakia.
• Minutes accepted from 26 February, but noted attendees required correction
• Actions from last week were covered off.
INFORMATION
• No new conflicts raised.
2
Operations update – Joanne Gibbs
RELEASED UNDER THE
• The programme is going well so far. The NZDF went live at 5 sites yesterday and the
Auckland sites continue to build up capacity slowly.
• The main challenge is reconciliation of data against the groups being vaccinated. The
team is working to get more clarity on the data.
• DHBs have received the roll-out model for this year for their populations. We expect to
hear back from DHBs with delivery plans to April 2 on Monday, and to the end of April the
following week.
OFFICIAL
Group discussion
• Colin asked about how we would know if we started to lose the confidence of the sector.
Jo explained that we are engaging with the sector at multiple different levels and she is
confident we wil have a good grasp of this.
• There was a question about available vaccinators. Jo said we are at expected levels
currently and there is ongoing work to expand the workforce using dif erent roles.
• Colin asked about data on border workforce and agreed to take this offline.
3.
Phase 2 scale-up scope and plan
Page 52 of 116
Document 2
Resourcing:
• There has been a reset around design and run responsibilities.
• Colin asked about SROs and Sue and Jo confirmed the lines of responsibility are
clearer now, with Sue responsible for design and build and Jo responsible for run.
Colin raised the issue of having a clear transition plan when design hands over to run.
Model for the year:
• There is stil uncertainty around the Pfizer delivery schedules after April but the plan is
to deliver 250,000 doses per week by July.
• There was a discussion around the number of vaccines in cold storage. Ministers are
thinking about the narrative around this. Mat Parr noted that our current trajectory and
modelled throughput is designed to consume around ~97% of available supply until
June when large volumes are expected to arrive.
Group discussion:
• Sue and Jo were asked whether there is anything that wil help make the programme
successfully scale up and deliver to this model. Their view was that time and building
public confidence wil be the critical factors.
Action 1: Bring a 1 pager on the sequencing framework to the Governance Group
Technology update
• Starting to get more resources on board in the operations space, which is freeing up
ACT 1982
people to work on design
• In terms of next steps:
o need to figure out what is needed in terms of technology for the event types
o need to figure out how to optimise at the front end e.g. educating the workforce
on how to use the systems
o get an integrated view of how all the systems wil work together
o figure out roles for MOH v DHBs
• In terms of risk management, the Plan B at present is DHBs using their own local
booking systems
Group discussion
• Murray asked where the critical point is for technology. There was a discussion about
some of the critical factors and timing, and an action was taken for the programme to
return to Governance Group with more detail on the critical path and when the
technology wil become a barrier to scaling.
INFORMATION
• Carolyn noted that seeing as there is limited time, we need to figure out what are the
most important questions and what the public service can help with in terms of
supporting via resource, networks, and expertise.
RELEASED UNDER THE
Action 2: Return to GG with an answer to where the critical point is in terms of
technology.
Logistics and inventory
• In the process of building a more flexible model to deal with walk-ups.
• From next week there wil be a trial of a locally embedded inventory manager in
OFFICIAL
Auckland.
Workforce
• Ongoing work recognises that there a range of roles needed for the workforce and
there is thinking about how to use a wider workforce and create a legacy
Action 4: Update the definition of equity in the workforce plan
4.
Advice on single doses of the Pfizer vaccine
Page 53 of 116
• CV-TAG considered the science on whether single doses, or a ‘first doses first’
Document 2
strategy would be an option. Dr Ian Town updated the group that their considered
advice is that there is no need to delay a second dose in NZ while we are not in an
emergency setting. It was noted that 3-5 weeks is a reasonable period between
doses, however people going overseas on compassionate or other urgent grounds
may only be able to have one dose before they go and we may need to be pragmatic
in some situations.
5.
Comms and engagement
• Paul Giles provided an update on the communications and engagement process.
• Shifting to show people what getting the vaccine wil look like for them and providing
information on the sequencing framework.
• Comms needs to be more segmented than in has been e.g. thinking about vaccine
hesitancy and TV channels for particular ethnic groups as well as mainstream channels.
• The DPMC campaign is starting via a “soft launch” this weekend on radio and in press.
There is ongoing thinking about how to engage Ministers in the campaign.
• The DG made the point that his perspective is that the sooner the public campaign kicks
off the better, as this would provide the wrap around support for local activities and
counter any misinformation and disinformation that was raised by the Governance Group.
6.
Risk summary
• Roles and responsibilities between the ‘design and build’ and ‘run’ parts of the
programme, between the Ministry and DHBs, and across the wider health system are stil
unclear and this is the major risk the programme currently carries.
ACT 1982
• Colin and Stephen noted that the programme wil need to provide a clear link between risk
and readiness reporting in order to give more confidence.
7.
Meeting close
• Ashley congratulated the team on the work to date.
• Ngāhiwi closed with a karakia
INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 54 of 116
Document 2
ACTION TRACKER
NO.
ACTION
OWNER
STATUS – DATE (Due or
COMMENTS
closed)
210115 -02 Consider if this Governance Group
MoH and
In progress
Stil under consideration
should have a continued role
MFAT
overseeing the Pacific Health Corridors
support for Vaccine
210129-01 For MoH to consider the ‘readiness’
Mathew Parr
In progress
Linked to David’s work on confidence plans – for
process that it wil seek to put in place
decision by Steering Group 30 March linked to
with leads to ensure accountability
the ‘critical path’.
ACT 1982
210312-01 Bring a 1 pager on the sequencing
Mathew Parr
Closed
In Governance Group pack 26 March
framework to the GG
210312-02 Return to GG with an answer to where
Shayne Hunter Closed
Update in Governance Group pack 26 March
the critical point is in terms of
Michael Dreyer
technology.
210312-04 Update the definition of equity in the
Fiona Michel
Closed
Updated
workforce plan
INFORMATION
RELEASED UNDER THE
OFFICIAL
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Document 2
Minutes/Actions
COVID-19 Vaccine and Immunisation Programme Governance
Group (IPGG)
Date:
Friday 26 March 2021
Time:
8:00am – 10:00am
Location:
Ministry of Health and Microsoft Teams video link
Chair:
Dame Karen Poutasi
Members:
Dr Ashley Bloomfield (until 9.30 am), Murray Jack, Hon Steve Maharey,
Dr Fa’afetai Sopoaga (until 9.30 am), Ngāhiwi Tomoana, Carolyn Tremain,
John Whaanga
Attendees: Joe Bourne, Ian Costello, Jo Gibbs, Sue Gordon, Shayne Hunter, Matt Jones,
Fiona Michel, David Nalder, Mat Parr, Dr Ian Town, John Walsh
ACT 1982
Independent Programme Assurance: Stephen Crombie, Colin MacDonald
Apologies:
Secretariat Carol Hinton
Support:
Item
Agenda Item
1
Introductions and opening
• Ngāhiwi opened with a karakia.
• Minutes of Meeting held 12 March 2021 were accepted.
• There were no actions to consider from the previous meeting.
• No new conflicts of interest, or conflicts in relation to the meeting’s agenda, were
raised.
INFORMATION
2
Programme status and risk summary (David Nalder and Mat Parr)
Paper considered – COVID-19 Vaccine and Immunisation Programme – 23 March 2021
RELEASED UNDER THE
a) Context of paper’s development
• David Nalder noted that the paper had been developed prior to the announcement re
changes to Pfizer’s vaccine storage conditions. (See section 4a.)
b) Key programme issues
• Noted that the first six (of total 14) issues in this report were the key issues for the
OFFICIAL
programme.
• Dame Karen asked for an overview of the key mitigations put in place during the week to
address these.
• Responding to this, Dr Bloomfield advised of three key pieces of work under way:
a)
Critical path: We are now in initial ‘scale up’ to get from 2,000 vaccinations per day to
10,000 per day to coincide with volume arrival of vaccine into New Zealand. This
delivery is stil within the current operating model. However, to support increased
volume and pace, the programme is currently merging its ‘Design’ and ‘Run’ teams.
Page 56 of 116
b)
Workforce: There is a strong focus on training and deployment of vaccinators, wh
Document 2ich
he advised was the subject of a separate agenda item. (See section 4b.)
c)
Communicating a shared responsibility: Dr Bloomfield noted that to date, protection of
the country has been through decisions of Government. However, once the
vaccination roll-out is well under way, future protection wil sit more at an individual
level and it will be appropriate to shift our communications messaging accordingly.
• Building on the critical path commentary, Dame Karen agreed that everything must align
to support the operational drive, with the Operations team eventually leading. However,
while the ‘highway was running fast’, she noted that some risk writing appears to be about
a week behind. She sought assurance that the programme’s risk awareness is actually
keeping pace with the reality.
Group discussion:
• Murray Jack agreed it was important to align the risk analysis to the critical path. He felt
that in most cases the currently identified ‘risks’ were more ‘issues’ but he noted a need
for greater clarity about who is responsible for mitigating the risks and whether the issue is
such that it needs to be resolved by reference to the critical path. Murray noted that
languishing issues would threaten the ability to deliver to the critical path. Several
members signalled their agreement to this.
• Colin MacDonald advised that he and Stephen Crombie had just done a ‘deep dive’ on
programme planning tools and were generally pleased with these. However, there is
capacity within the planning process to more clearly articulate when and how risks wil be
mitigated. Accountabilities must also be clarified.
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• Colin and Steve indicated they had asked the programme team for some ‘greenfields’
thinking on what an optimum delivery-led structure would look like. This approach wil
provide a good opportunity to clarify accountabilities.
• Both Dame Karen and Steve Maharey endorsed the approach of Colin and Stephen to
have accountabilities clarified.
Action 1: Ensure programme planning documents include named individuals who are
accountable for core deliverables.
3
Operations update – Joanne Gibbs plan to end April for DHBs
Paper considered – Daily COVID-19 Vaccine and Immunisation Programme Report for
24 March 2021
a) Daily reporting
INFORMATION
Jo Gibbs indicated that momentum is building, and provided a verbal update on some key
statistics.
• The rolling 7-day average from 19 March sit ing at just over 17,000 doses. A ‘locked in’
RELEASED UNDER THE
delivery schedule to 31 March sees a further 36,000 doses.
• The last DHB to go live is Wairarapa on 7 April. MoH did site visit to confirm readiness.
• All DHBs live from 7 April.
• Border worker testing is sitting at 104% meaning numbers wil be revisited. One third
have had their second doses
b) DHB plans to end April
OFFICIAL
• In response to a question from Murray Jack, Jo advised that MoH has all DHB plans to
end April. MoH has strong confidence in some but others wil need support, including
DHBs with no borders/border workers. MoH meets the Senior Responsible Officers
(SROs) at DHBs 2-3 times a week, has a workshop scheduled for 29 March, and a CEO
meeting on 30 March.
• DHBs share plans. John Whaanga has been instrumental in sharing plans from Tumu
Whakarae members.
4.
Critical Path to operate at scale
Page 57 of 116
Paper considered – Critical path summary
Document 2
a) Overview (Matt Jones, Joe Bourne)
• Four core groups of work are in place to reach the 1 July objective of 50,000 doses per
day.
• Planning includes all streams moving together into the one team.
• Engagement is critical – 40% of the population more regularly engage with the health
system and wil need less intervention to get vaccinated.
• Open access population – we need planning so that we can subdivide and get our
messaging to the right groups. Noted smaller population groups can be harder to reach.
• National booking system wil be live in advance to support this.
• Storage adequacy is important. We have a push on planning capacity so we don’t exceed
either storage or delivery needs.
• Dr Bloomfield clarified that the general population (high risk) roll-out wil start with those
aged over 65 or over 75 with pre-existing conditions, before moving to general population
(low risk) of those 16+. On average those aged over 65 have 6-8 GP visits a year.
Delivery model may use different channels eg GP for over 65 age group but major sports
functions for younger age groups.
• Joe Bourne noted it was important we use channels such as iwi and hapu to connect with
groups who may not use GP services as frequently.
Group discussion
• Murray Jack indicated he could see the programme coming together but he was keen to
see more integration and a steady pathway to support the scale activities. He cautioned
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that the lower volume six-week period to end May could create risks for scale roll-out date.
• Carolyn Tremain agreed, noting the importance of smoothing and asked if the constraints
were due to resourcing or vaccine availability? She noted the likely risks to public
perception if vaccine is stored in volume rather than being deployed.
• Sue Gordon confirmed that we have supply constraints. Responding to a question from
Dame Karen, she said that we are actively engaging with Pfizer to secure additional
supplies but have been unable to increase delivery in the current quarter.
• Sue also noted that the sequenced cohort delivery model meant that delivery settings
differed from the large-scale settings (East Tamaki) through to GPs and residential care
settings. There is no ‘one size fits all’ model.
• Steve Maharey commented that access to Māori communities would need to go wider
than iwi and hapu, noting that in his experience over 70% of Māori were not accessible
through these routes.
b) Distribution and Inventory update (Ian Costello)
INFORMATION
Ian Costello advised that the objective is to have a flexible supply model so that vaccine
supply is never a reason why a vaccination cannot be administered in any circumstance,
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planned or unplanned.
• DHBs have existing -20° storage capability which is aligned with Pfizer vaccine storage
requirements
(see below).
• MoH is working with DHBs to co-design a flexible ‘hub and spoke’ distribution model.
Model has been piloted in Auckland. MoH expects to formalise this by early April 2021.
• Will next move to establishing a second warehousing facility in Canterbury. This will
require an RFP to contract.
• Contracts wil also be required for storage and transport in areas where no local hub can
OFFICIAL
be established.
Group discussion
• Murray Jack indicated his support for this concept but asked for key risks to be clarified.
• Carolyn Tremain similarly supported the model but noted the dif ering skil sets required in
a DHB hub compared to a DHB pharmacy. Carolyn and Sue Gordon both noted the
current pressures on the health sector workforce.
Page 58 of 116
• Ian agreed that a key risk was ensuring correct expertise at DHB hubs. This would be
Document 2
met through a combination of reframing current resources and adding new resources.
c) Pfizer vaccine storage decision (Not on agenda)
• Dr Bloomfield advised that he had received advice from Medsafe the day prior (25 March)
that Pfizer has announced changes to storage conditions for its COVID-19 vaccine
(Comirnaty).
• New advice is that unopened vials may be stored and transported at -25°C to -15°C for a
total of 2 weeks on one occasion only and can then be returned to -90°C to -60°C. Other
storage information is unchanged.
• Members noted with interest the ability to return the vaccine to the -90°C to -60°C range
after being held in the -25°C to -15°C range.
• Dame Karen asked that DHBs be advised of the Medsafe decision promptly.
Action 2: Ensure DHBs are promptly advised of the Medsafe decisions re Pfizer
Comirnaty vaccine storage. (Joe Bourne)
Action 3: Medsafe decision to be factored into critical path decisions. (Mat Parr)
d) Workforce strategy update
• Fiona Michel advised that she is establishing a new team to focus on ensuring the
national workforce delivers sufficient appropriately trained people to support and enable
the 1 July vaccination objective. This means a strong focus on volume hire, training, and
deployment.
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• Active engagement with DHBs to understand how many trained people DHBs have
available to use in vaccination events. While we know training requirements for a specific
event, and know how many people are trained, the understandings re availability of a
trained person to perform vaccination are not always consistent where those people are
doing other work within a DHB. Fiona is working to align supply with need.
• The surge database is currently quite ‘blunt’ and we are working to see how we can help
DHBs to make better use of it e.g. by doing some ‘screening’ on people so that DHBs can
obtain a filtered list of people who may more closely meet their requirements.
• Important to attract new people into the workforce and we are working with relevant
responsible authorities to do this e.g. student populations. The Programme is establishing
a new group to work on a non-regulated vaccinator training programme. This includes
representation from the Immunisation Advisory Centre (IMAC) and the CareerForce ITO.
• We are mindful of ensuring appropriate representation of and for people from dif ering
ethnicities. This area needs considerable strengthening.
• Fiona noted that as expected, there has been some reticence from regulated parts of the
INFORMATION
workforce. She noted it is critical the final product must be safe for everyone.
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Group discussion
• Dame Karen clarified that the non-regulated workforce comprised individuals who were
not required to be registered.
• Dr Fa’afetai Sopoaga agreed with the broad focus being applied to understanding the
wider workforce requirements and reinforced the need to ensure that equity is front of
mind in service design and delivery.
• Dr Bloomfield noted that for every vaccinator we needed 3-4 other people as well. This is
an area where the student workforce could play a big role.
OFFICIAL
• Carolyn Tremain asked the extent to which we could ‘call up’ people in the public sector
who have previously held roles in the healthcare sector e.g. retired nurses.
Page 59 of 116
5.
Technology (Shayne Hunter)
Document 2
• Want to integrate the COVID-19 immunisation register and other technology more deeply
into patient management systems.
• Demonstrations of the booking system have gone well. To support mass vaccination, we
are cutting back on the requirements/process around matching to NHI; a detailed NHI
match wil be able to be done onsite in 20 seconds. The key focus is to get the person to
site, rather than hinder them at the booking stage.
• System co-design with is underway in Christchurch. Local trials with a small number of
providers will be under way by end April 2021. We aim to give them a package that they
can load directly into their own systems.
• Dame Karen noted positively the progress made since the last meeting.
6.
Communications and engagement (John Walsh)
• John Walsh introduced himself, advising that he has held two roles at MPI (Director
Readiness and Response, Director Communications and Engagement) and had led the
United Against COVID-19 campaign communications from March – June 2020.
• He has now been asked by the Chief Executive of DPMC (Brook Barrington) and the
Director-General of Health to manage a joined-up COVID-19 vaccination function. He has
identified ten key focus areas for this work, including partner engagement, operational
communications, and strategic communications. Important to engage more effectively
with DHBs. The wider communications function is significantly under-resourced.
• A national campaign to start garnering widespread support for immunisation through
“strength in numbers” and similar messaging wil start around 20 April 2021.
• Carolyn Tremain and Steve Maharey agreed on the significant importance of the
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communications and engagement function and endorsed the approach outlined by John.
7.
Real Time Assurance Leads Update (Colin MacDonald and Stephen Crombie)
• Colin MacDonald and Stephen Crombie noted that solid progress had been made at the
programme level since the last meeting.
• Colin noted that they had worked with Shayne Hunter to simplify the programme model
and remove friction from the overall process.
• Roles and responsibilities between the ‘design and build’ , ‘transition’ and ‘run’ parts of the
programme are now linked, with a consequent reduction in the risks as raised at the last
meeting.
• Presentation of core project documents is also considerably improved and integration
around the critical path can now been seen.
• Colin noted that he considered the workforce area stil posed considerable challenges and
he would be turning his attention to that next.
INFORMATION
Group discussion
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• Murray Jack agreed he was more comfortable seeing this integration on the critical path
but noted that the programme is complex and the supply chain runs across multiple
organisations. The risks are still high and thus ongoing vigilance is important. In
particular, he could not ascertain accountabilities and would like to see these clarified.
• Steve Maharey reminded that with the complexity of the project, a culture of trust was
needed. Mistakes wil happen and reporting should reflect the issue and the mitigation.
• Stephen asked if all present were clear on what the mission is for this programme of work
and received at least two variations on this - hit ing the implementation target date;
OFFICIAL
educating New Zealanders of the benefits of ‘strength in numbers’.
• Colin noted both were inextricably linked but agreed on the need to clarify the mission and
purpose, linked to an open and ‘high trust’ environment.
8
Other
• Dame Karen thanked Dr Ian Town for the Science and Clinical overview paper.
Page 60 of 116
9.
Meeting close
Document 2
• Dame Karen noted the strong programme focus on ‘achieving volume’ was well aligned
with the focus at a Ministerial level. She noted that in a volume/pace environment
mistakes wil happen. However, there was a preference (by both Programme Governance
and at Ministerial level) to explain why mistakes happened in a ‘mass roll-out’
environment, and to learn from these, rather than to try to ensure a perfect pathway
before even starting. The strong Ministerial focus is on moving quickly through to
population-wide roll-out.
• Ngāhiwi closed with a karakia.
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INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 61 of 116
Document 2
ACTION TRACKER
NO.
ACTION
OWNER
STATUS – DATE (Due or
COMMENTS
closed)
210115 -02 Consider if this Governance Group
MoH and
In progress
Stil under consideration
should have a continued role
MFAT
overseeing the Pacific Health Corridors
support for Vaccine
210129-01 For MoH to consider the ‘readiness’
Mathew Parr
In progress
process that it wil seek to put in place
7 April update – to be linked to the new status
with leads to ensure accountability
reporting but stil TBC and closed out actual
readiness and planning
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210326-01 Ensure programme planning
Mathew Parr
In progress
New structure and accountability plus ‘straw
documents have named individuals
person’ programme plan wil ensure this is
who are accountable for key
completed by the next meeting
deliverables
210326-02 Ensure DHBs are promptly advised of
Joe Bourne
Complete
Raised 26 March 2021
the Medsafe decisions re Pfizer
Comirnaty vaccine storage
210326-03 Medsafe decision to be factored into
Mat Parr
Complete
Raised 26 March 2021
critical path decisions
INFORMATION
RELEASED UNDER THE
OFFICIAL
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Document 3
Minutes/Actions
Date:
Tuesday 2 February 2021
Time:
4.30 – 6pm
Chair:
Dr Ashley Bloomfield
Members:
Sue Gordon, Shayne Hunter, Chris Fleming, Dr Dale Bramley, Michael
Dreyer, Dr Ian Town, John Whaanga, Maree Roberts, Deborah Woodley,
Dr Caroline McElnay
Attendees:
Colin MacDonald, Stephen Crombie, Simon Everitt, Casey Pickett, Paul
Giles, Karl Fergusson, Mat Parr
Apologies:
Wendy Il ingworth
Secretariat
Lil ias Henderson
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Support:
Item
Agenda Item
1
Introduction and minutes
• Today’s meeting is a full agenda and we are going to focus our time on implementation
readiness
• Minutes from the previous meeting are accepted
2
Report back from PM & Ministers meeting (29 Jan) and look forward to next PM &
Ministers meeting (5 Feb) Mat Parr (Programme Director) talked through the plan for the meeting with the PM
• The agenda wil focus on giving an update into the key workstreams. This was sent over
from the PM’s office and we wil respond to all subject areas
INFORMATION
• Anticipating that we wil start a rhythm of weekly reporting for the Prime Minister
Mat Parr (Programme Director) gave an update about the Cabinet Paper
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• The Cabinet paper was well received. A small change has been made to ensure the
following Ministers are jointly involved with the power to act: Prime Minister, Minister of
Finance, Minister of Foreign Affairs, Minister of Health, Minister for COVID-19 Response,
and Associate Minister of Health (Dr Verrall)
Group discussion
• The paper wil be proactively released. It is well written and wil support our transparent
OFFICIAL
approach to share information
• The DG briefed his public sector colleagues earlier today and shared the Cabinet paper
with them. They were very supportive and eager to get involved where possible,
especially NZDF
Action for Karl Fergusson and Maree to follow up with the Minister’s office about when we
can expect the Cabinet Paper to be made public.
3
Verbal update on policy advice to Ministers
1
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Document 3
Maree Roberts (DDG, System, Strategy & Policy) gave a verbal update about advice that the
policy team is drafting in response to Ministerial requests
• The policy team wil provide a regular update about advice that is being submitted so that
Steering Group has visibility
• Elimination strategy – working out what happens strategically once the vaccine is in use
and how this affects the strategy. This wil look at the impact for border set ings, our
relationship with the international community and other aspects
• Sequencing framework – transitioning from the strategy to supporting the CVIP to
implement it in practise
• Vaccine uptake – considering the options and levers we have to encourage vaccine
uptake, and what we can do if people refuse
• Vaccination targets – the PM requested advice about what possible target rates of
immunisation could be for the programme
• Privacy considerations – considers how we share information in a way that is sensitive to
privacy needs
• Vaccination certification – what is international best practise and how are other countries
approaching this
• Restricting personal access to vaccines – to ensure that people cannot import the
vaccine as individuals
• COVAX implications – what are our plans for the COVAX facility
4
DHB response summary & DHB engagement next steps
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Simon Everitt (Lead, Service Design) presented an update on planning with DHBs
• We are continuing to work closely with DHBs to confirm their model of delivery for Phase
1A – border workers and household contacts
• DHB responses have been received (excluding one) and they have been compiled in a
spreadsheet and have been attributed a RAG model. Tomorrow we wil hold an
assessment session on all 20 DHBs to determine their readiness
• There are stil gaps in information and we wil go back to DHBs on a 1:1 basis to help
them with their plans
• Comms wil be shared with DHBs following the approval announcement and DHBs wil
receive a run sheet for how things wil work over the coming days
• A simulation activity takes place next Tuesday 9 February with Fonterra, NZDF staff and
DHBs
• We are commencing tri-weekly stand-ups with DHB vaccine leads who are responsible
for the delivery plans so they have an opportunity to ask questions, and we can share
INFORMATION
information
Mat Parr (Programme Director) gave an update on the rollout plan over the coming weeks
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• Purchase order for the Pfizer vaccine was placed last Friday
• Vaccine wil be shipped to Auckland in the first instance, then sequentially to other DHBs
around New Zealand in the following order: Wellington, Hamilton, Waikato, Rotorua.
These cities wil prioritise Tier 1A, then we can turn to the next cohort
• Timing of rollout wil be informed by delivery schedules, as well as our ability to plan and
deliver sufficiently for each vaccination site
Group discussion
OFFICIAL
• We can’t give specific details into the date of vaccination because we are yet to receive
the flight information
• Sequencing of rollout means that Auckland may have finished vaccinating Tier 1B by the
time other DHBs receive the vaccine for Tier 1A. This means Auckland could be
vaccinating household contacts while other DHBs are just starting
• Close contacts definition has been finalised. There are some data privacy issues around
requesting information from employees. We are attempting to request the household
2
Page 64 of 116
Document 3
contact information in advance of the employee coming in for their vaccine and work is
actively being done in this space
• It wil be important for the programme to reach out to individual DHBs
• Need to ensure all DHBs have a consistent definition of ‘health workforce’ – there have
been inconsistencies in interpretation so far
• Border workforce includes everyone working at the border, as well as health staff who
are in these locations, such as for testing purposes
• We are not yet in a position to communicate with individuals who are getting vaccinated,
meaning our previous focus of “why you should be vaccinated” wil swiftly become “here
is your appointment”
• Occupational health providers are being engaged to deliver to large frontline workforces,
such as Police and Fire & Emergency. More information wil be presented to SG on this
option
• Important to acknowledge the role that primary care plays. Regular catchups for the
whole sector should start and provide everyone an opportunity to come along and listen
• May be an option to second someone to support with DHB comms from organisations in
the sector. We have a number of groups asking for briefings and it is difficult to reach
everyone all the time
• Reiterate that GMs Planning & Funding should be updating their own teams within their
DHBs and not rely on the Ministry to deliver separate briefings
• Vaccinator training wil commence next Tuesday with IMAC, with training on the vaccine
and also how to use the CIR
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• Relationship with NZDF is still developing but they are eager to help where possible,
especially with vaccinating their own workforce
5
Status report & readiness assessment Mat Parr (Programme Director) provided an update on key items in the status report
• Distribution and inventory
o A cold chain simulation and QA session with Fonterra is taking place soon
o This risk area has been identified as red for some time
o A distinction has been made between sites and locations. Number of sites is
smaller than locations because it encompasses a larger area
o NZDF Director of supply chain has been seconded into our team full time
• Post event monitoring
o We need to swiftly ensure that everything is fit for purpose and ready for the
readiness date
o Shayne Hunter and Chris James had a useful session to determine what
INFORMATION
Medsafe needs so a rapid plan can be developed
o CARM is based in Otago and a team of people wil travel down. This is to ensure
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we strengthen the current system as much as possible to upscale CARM
o Eventually we wil receive the Dutch monitoring system. There are some
procurement matters that need to be worked through
o Colin noted that it wil be difficult to scale up the current system and a
conversation needs to happen offline about our ability to do this
o There is increasing Ministerial interest in the technology components of the
programme and we need to present a clear narrative for this
Group discussion
OFFICIAL
• Al status reports need to be completed before presenting to Steering Group
• Lots of collateral is being produced to support providers with the rollout. We need a clear
sign out process for this to ensure it is consistent
• Reporting templates wil be developed next week, and people wil receive different
information depending on who they are. Recipients wil include PM, Ashely, Sue, and
other SROs
• The provider has not been finalised for inventory management. Ashley would like more
information about this
3
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Document 3
• A common issue raised by Māori providers and iwi is that the Ministry is not being
proactive enough about how we have accounted for equity. This is an area that needs
further work as Māori and iwi are involved throughout many layers of the Programme
across governance and leadership. We want to front foot this narrative and tell a positive
story
Action for Caroline and Deborah to discuss the effect on other vaccines and whether advice
should be given about interference with another scheduled immunisation.
Action for Mat to update Ashley about inventory providers
Action for John to meet with Karl and Ana about equity communications.
6
Security and privacy assessment Geoff Gwyn (Lead, Security and Privacy) presented an update
• Purpose is to ensure we have a coordinated view of security and privacy across physical
security, cyber security, and privacy
• Last week a GCSB and SIS briefing took place to complete a readiness assessment and
we have dedicated resources into privacy
• This assessment wil build on the previous report completed in December last year, and
wil be presented to Steering Group next week
Group discussion
• Engagement is being had with the right people and groups
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• Data sharing is a significant policy issue and we need to be careful how we collect this
from people. Individuals are very concerned about their personal security
7
Iwi data col ection decision – ITEM DEFERRED
8
Communications strategy refresh
Paul Giles (GM, Communications and Engagement) gave an update about the vaccine
approval announcements tomorrow • We will be reiterating the safety message throughout all announcements tomorrow
• Research indicates around 20% of border workers are stil uncertain about receiving the
vaccine. We want to start speaking to the cohort who wil receive it first and reassure
them
• Tomorrow’s announcement wil be the beginning of considerable public and media
interest in the vaccine
o 2pm: PM stand up and PR released – focused on approval and next steps
INFORMATION
o 2.45pm: DG and Chris James wil do a stand up at Ministry – focused on
approvals process and safety
RELEASED UNDER THE
o Thursday morning: DG wil do a media round
• A document with key messages wil also be released to be used in communications
material
• We are anticipating long form interviews to take place over the weekend and addressing
issues such as vaccine hesitancy
• Potential for a media briefing to take place on Friday
• Campaign is stil on track to commence on 15 February
• Communications with the workforce wil kick off urgently
OFFICIAL
Karl Fergusson (COVID-19 Vaccine Comms Lead) provided an update about the updated
Communications & Engagement Strategy
• PM and Joint Ministers saw this strategy last week and seemed broadly happy. We are
expecting some feedback from the PM
• The four underlying pil ars for communications are: safe, timely, free and essential to
protect NZ
4
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Document 3
• We are using our engagement with stakeholders to inform campaign planning which is
well underway. Need to ensure people are at a position of informed consent. Our
ultimate goal is ensuring that people have confidence in the vaccine that leads to high
levels of uptake
Group discussion
• It wil be important to have an accessible point for the public to track our progress. This
wil need a website landing page so people can get a status report of numbers
vaccinated etc
• Most people wil get their information from the COVID-19 Unite channels, and the
Ministry wil provide advice for the workforce on the MoH website
• Everyone wil want to know what this means for them. Having a clear place for the public
to go and get their information is key
• All of Government meeting wil work through the use of Unite channels and information
that is put on the MoH website
• The principles of the strategy make sense if we weren’t operating in a constrained
environment, but we need to be conscious that people wil hold off from making their
decision until we have more supply
• There has been no public comment about arrival timelines for the vaccines, and the
border workforce aren’t yet aware of how quickly this could take place
• The Programme has been working through border workforce requirements and
definitions
• Comms are needed for the DG to share with his colleagues following the announcement
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on Tuesday. Could be an email or fact sheet to public sector employees that includes the
key messages
• Note that the Prime Minister’s office wil publish the Cabinet Paper next week
• Colin noted that more information is needed about the detailed comms plan
Action for Paul to draft an email that Ashley can send to his colleagues with key documents
for reference.
9
Any other business
Mat Parr (Programme Director) gave a general update
• There is a lot that needs to be achieved within tight timeframes.
• Where possible, we are coordinating engagement to avoid individual briefings
• It is likely that each week we wil need to make a judgement about the relative capacity of
the system. This is something that we can assess closer to the rollout date to ensure we
are well placed to deliver successfully. Ashley signalled he is contactable should there be
INFORMATION
any reservations at any stage
RELEASED UNDER THE
An additional paper to be presented by Casey Pickett wil be delayed until next week.
Action tracker 2 February 2021
Item
Action
Who
Due date Status
Tuesday 2 February
2
Maree and Karl to follow up with the
Maree & Karl
9/2
Completed
OFFICIAL
Ministers office about when we can expect
the Cabinet paper to be made public
3
Caroline and Deborah to discuss the ef ect
Caroline & Deborah
9/2
on other vaccines and whether advice
should be given about interference with
another scheduled immunisation
5
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Document 3
4
Mat to update Ashley about inventory
Mat
3/2
In
providers
progress
5
John to meet with Karl and Ana about the
John, Karl & Ana
9/2
Completed
equity comms piece
8
Paul to draft an email that Ashley can send Paul Giles
3/2
Completed
to his colleagues with key documents for
reference
Tuesday 26 January
5/6
Implications of COVID and Flu vaccine
Deborah/Mat/Maree
Watching
campaigns converging
brief
7
Identify target surveil ance methodologies to Ian
report reactions for New Zealand cohorts
8
Outline how risk approach is made more
Stephen/Colin/Mat
1/2/21
Resource
active
to be
identified
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INFORMATION
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OFFICIAL
6
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Minutes/Actions
Date:
Tuesday 9 February 2021
Time:
4.30 – 6pm
Chair:
Dr Ashley Bloomfield
Members:
Sue Gordon, Shayne Hunter, Dr Dale Bramley, Michael Dreyer, Dr Ian
Town, John Whaanga, Maree Roberts, Deborah Woodley, Dr Caroline
McElnay
Attendees:
Colin MacDonald, Stephen Crombie, Simon Everitt, Casey Pickett, Paul
Giles, Karl Fergusson, Mat Parr, Al ison Bennett, Matt Jones, Wendy
Illingworth, Tanya Maloney
Apologies:
Chris Fleming
ACT 1982
Secretariat
Lillias Henderson
Support:
Item
Agenda Item
1
Introduction and minutes • The meeting started late due to a meeting with Ministers
• An updated agenda and additional papers were circulated shortly ahead of the meeting
Approved the minutes from last week’s meeting.
2
Report back from PM & Ministers meeting 5 Feb Ashely Bloomfield shared an update from the meeting with Ministers last Friday
• The meeting went well, and we have another one scheduled for this coming Friday. This
is reflective of the regular reporting cadence we are in
INFORMATION
• A separate meeting took place with Minister Hipkins this afternoon where he was alerted
to the distribution issues for the Pfizer vaccine. He would like to know whether we have
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the consumables in the country to deliver this
3
DHB Chair’s Letter and DHB Engagement Next Steps
4
Status report, readiness assessment, and update from ‘dry run’ simulation with DHBs
and other agencies Note: Items 3 and 4 were discussed together
Simulation event
OFFICIAL
Mat Parr (Programme Director) gave an update about DHB engagement and the simulation
event
• A letter was sent to DHB CEs last week with information about the programme, and
providing feedback on the DHB plans that had been submitted
• A letter wil be sent this week to DHB Board Chairs from Ministers Hipkins and Lit le to
set out high level expectations
1
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• Tuesday’s simulation event was an end to end walkthrough of the plan for vaccination. It
was a productive session that involved several stakeholders which included DHBs,
sector partners (IMAC), AoG, I AG, primary care
Group discussion – simulation session areas of concern
• Generally, the session reinforced that there are several gaps and we have lots of work to
do in order to be ready on time
• 1. Distribution – needs more focus, specifically whether DHBs would be required to split
the trays and whether it could take place outside of a pharmacy. Further sessions wil be
held on this in the coming weeks
o Preference from DHBs is this takes place from HCL
o The cold chain capacity needs to be managed very tightly, particularly given the
regulatory compliance needs
o Discussed further at Item 5
• 2. Booking and registration system – we need a mechanism for measuring demand and
managing the queue of people who are eligible in Phase 1. There is not a national
solution in place currently, so we are working with DHBs on an individual basis to
understand what each DHB has in place and how they wil use this
o Developing a nationwide booking system in the short time available is not
advisable and instead we are looking to pursue localised solutions
o Northern region DHBs are using a system which is the most advanced.
o If we had more time, we would develop a Salesforce solution which is the
platform that the NIR and CIR are using
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o This is a piece of technology as part of a wider package and it would be useful to
know how it compares in relation to other elements
• 3. Balancing strategic and operational elements is challenging, particularly when it
comes to managing the sequencing framework without avoiding wastage
o Need to take a pragmatic approach to this and we can’t just give the vaccine to
anyone. Should have a list of people who fit within the categories who can be
contacted at short notice and make sure they receive a vaccine, or take people
from the hospital in a van etc
o Possibility to book appointments until 3pm each day and have a 2-hour window
for using up the rest of stock
o This will be a focus in the media, so we need to have a strong narrative
o Our SOP should include guidance on wastage and the trade-offs of this from a
central perspective – it should not be a localised decision
• Equity was discussed, especially in relation to the ethnicity of the border workforce. We
have shared information with the Minister’s office about the ethnicity breakdown. Equity
INFORMATION
has also been reinforced in conversations with DHBs and we have been asking what
their plans are for ensuring this remains a focus
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Action for Ashley to have a conversation with Shayne about a national booking system.
Action for Michael and Shayne to report back on the critical path and identify the trade-offs
for each piece of technology. This wil be presented to the technology governance group,
and then back to Steering Group
Other discussion items
Tanya Maloney (Workforce Lead) presented an update on the workforce
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• Training wil go live on Wednesday 10th for the IMAC online system. This wil include any
updates from the walkthrough session today and is for existing vaccinators
• We are expecting 100 people to complete the training by next week, and by week 4 we
wil have needed to train 500 people to meet demand.
• A definitive list of vaccinators from DHBs still hasn’t been secured
• We are working with IMAC to ensure they are upholding their Treaty obligations. We are
aiming to achieve the right balance of the workforce, as well as ensuring cultural
2
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Document 3
responsibility is a key focus of the programme. We wil explore ways to include iwi and
help them navigate the system
Group discussion – general
• We have finalised a push model for the inventory system so we can calculate demand
backwards. The inventory can be accessed at any stage to see how much is in any
location, including transfers between DHBs which wil be managed on an exceptions
handling process. Reconciliation wil be carried out using CIR data at the end of each
day
• More information is needed on the critical path and how a booking system fits within the
overall package of technology solutions eg. Inventory, track and trace, CIR. All these
components require an MVP before we can deliver training so this needs to be kept in
mind
• Advice wil be sent to Ministers this week on possible levers to ensure the border and
MIQ workforces receive a vaccine. MoH received advice from the Solicitor General on
this which has informed what was put up to Ministers
• Post event monitoring is top of mind as it continues to be a risk. We are working to
ensure readiness for Phase 1, which wil scale up for Phases 2 and 3. The interim
solution is to boost CARM’s capability so they can accommodate the anticipated
increase (expected to be double the current capacity) and there is strong process
management to support this
Assurance update from Colin Macdonald
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• It has been dif icult to get a clear picture of the plan for Phase 1 and it seems that some
discussions haven’t yet taken place
• There is a lack of clarity in the anticipated numbers of people who wil have adverse
reactions and this ambiguity means it is dif icult for CARM to understand what they are
getting into
• Currently lacking a plan for scaling up to Phase 2 and 3
• Side effects are not unexpected, but the best way to work around this is to manage
public expectations and signal that people could expect a sore arm, for example, to avoid
the influx of reports
Action to include an update about post event monitoring on next week’s Steering Group
agenda.
5
s 9(2)(c)
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3
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Document 3
s 9(2)(c)
6
s 9(2)(c)
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7
COVID-19 vaccinator workforce – inclusion of non-regulated workforces as
vaccinators
Casey Pickett (Manager, System Strategy & Policy) presented a paper on non-regulated
vaccinators
• Including non-regulated workforces as vaccinators can present some ACC issues as
coverage is limited to medical interventions which are delivered by registered healthcare
INFORMATION
professionals
• Issue has been presented to Steering Group to get confirmation this is an area we are
wil ing to explore before exploring regulatory amendments
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• We are being mindful that we don’t want to undermine access or limit ACC coverage if
people experience an adverse reaction
Group discussion
• If we exclude non-registered workers, this is contributing to a legacy issue. One of the
purposes of the programme was to address legacy issues and provide opportunities for
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people, particularly in Māori communities, to contribute to vaccine delivery for their
communities
• We need to involve non-registered workforces in the vaccination ef ort because they wil
be able to support us to navigate the system and increase access, as well as determine
the regulatory change that needs to take place
• People are ready and willing, and we should involve them. This wil only strengthen our
response
4
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Agreed to explore regulatory change to include non-regulated vaccinators in the workforce.
8
Preliminary security and privacy assessment
Geoff Gwynn (Security Lead) shared the preliminary PIA
• Would be interested in any feedback from Steering Group about the paper
• Main areas of concern are site security, and information breaches
• Today’s walkthrough suggested DHBs are currently thinking about vaccination sites like
the pop-up testing facilities when they have vastly different risk profiles. Controlling
access is a key consideration and much more difficult for vaccination and we wil work
with DHB security managers to undertake risk assessments for security aspects
• Guidance around expectations wil be included in the SOPs shared with DHBs
• PIAs need to remain current and be updated on a regular basis, particularly mitigations
that are being followed up and actions
Group discussion
• We need to be explicit around our expectations when it comes to security
• Privacy and information risks may arise when we are seeking to engage with
communities
• Technology should be used in a way that minimises risk
• The intelligence community has agreed to proactively monitor in this space on our behalf
9
Iwi data col ection – verbal update
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Michael Dreyer (GM, National Digital Services) presented a verbal update on iwi data
collection
• Work has been done with John’s team in the Māori Health Directorate on this issue and
develop a strategic vision
• Collecting information at the vaccination point is not a desirable outcome
• An approach is being drafted and wil come back to the Steering Group for approval
Group discussion
• A number of things are coming together in this space across broader technology
workstreams. We should leverage this work and be upfront with our delivery partners
about the challenges of this work
• Need to maintain alignment with Statistics and Al of Government
• We are falling behind on proactively telling the equity narrative. Communities are
concerned we are following past practise and we are underselling the work we have
done in this space
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10
Any other business
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General discussion
• Documents appended at Item 10 have been noted, including:
o 11. Real time assurance action tracker
o 12. Interim advice on maximising uptake of vaccines by border workforces
o 13. Definitions of Tier 1 and Tier 2 in the Sequencing Framework
• There are a number of people writing to the programme with offers of help and want to
be included. We wil continue to receive letters and should be prepared to give answers
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to these
• Narrative is shifting and this wil be delivered by the PM, Minister Hipkins and Ashley as
the main channels for sharing information
Governance Group – Friday 12 February
• Members wil want to know about the narrative and our comms plans. Paul and Karl to
present on our comms plans with a more detailed view, rather than just a strategy eg. 5-
page plan on how we intend to vaccinate all of New Zealand in 2021. A plan is going to
Ministers offices to get feedback ahead of the PM meeting on Friday
5
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• Agenda wil include:
o Readiness discussion
o Comms and engagement
o Risks and mitigations of key issues
Action to inform Karen we would like her to at end the Prime Minister’s meeting also.
Action tracker 9 February 2021
Item
Action
Who
Due date Status
Tuesday 9 February
3/4
Ashley to have a conversation with Shayne DG and Shayne
15/2
about a national booking system.
3/4
Michael and Shayne to report back on the
Michael Dreyer
15/2
In
critical path and identify the trade-offs for
progress
each piece of technology for the booking
system. This wil be presented to the
technology governance group, and then
back to Steering Group
3/4
Include an update about post event
Mat Parr
15/2
Complete
monitoring on next week’s Steering Group
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agenda.
10
Inform Karen we would like her to attend the Mat Parr
11/2
Complete
Prime Minister’s meeting also.
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6
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Document 3
Agenda
COVID-19 Vaccine and Immunisation Programme Steering Group
Date:
Tuesday, 16 February 2021
Time:
4.30 – 6.45pm
Location:
1N.3
Chair:
Dr Ashley Bloomfield
Members:
Maree Roberts, Sue Gordon, John Whaanga, Shayne Hunter, Deborah Woodley, Dr
Dale Bramley, Chris Fleming, Wendy Il ingworth; Michael Dreyer; Grant Pollard;
Optional: Dr Caroline McElnay; Dr Ian Town
Attendees: Casey Picket , Mat Parr, Colin MacDonald, Stephen Crombie, Matt Jones, Petrus
van der Westhuizen, Luke Fieldes, Jo Gibbs, Dr Tim Hanlon, Ana Bidois, Rachel
Haggerty, Karl Ferguson, Chris James
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Apologies:
Secretariat TBC
Support:
#
Agenda Item
1.
Introduction and minutes
• The Chair acknowledged the support of the DHBs including Rachel, Dale Chris, and Jo
presence at Steering Group.
• The importance of this meeting was highlighted with the arrival of the vaccine. The PM,
Minister and Cabinet relayed their high degree of confidence in the programme.
• Te Tiriti and sequencing items were added as late agenda items
INFORMATION
2.
Status report and readiness assessment
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Mat Parr outlines the readiness assessment building from the dry run, governance group and
meetings with the PM.
These meetings identified key action items that needed to happen before a state of readiness
could be made.
Distribution plan:
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• 1 to 1 with DHBs and Medsafe to test processes is achieveable and allowable within the
rules. Stress testing again with DHBs at their sites to test point to point delivery.
Group discussion
• Medsafe to complete an audit on the pack size from ful trays to smal er box sizes.
• Stress testing before going live with a DHB there wil be a dry run and stress test.
• s 9(2)(b)(ii)
and have receied all the conditional
documents from Pfizer before the vaccine is to be released.
• s 9(2)(b)(ii)
.
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• No further issues for the first 2 weeks, but scaling this wil present further issues.
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Booking and registration
• The programme has agreed with DHBs to manage demand upfront by working with
agencies to identify and book people in.
• Employers have been asked to update the Border testing register.
• The interim measure is to make the lists, contact the persons in the list and updating the
lists as the vaccination programme continues in the initial phases over a 3 day rolling cycle
• If persons were not in the system, it was a judgement call on whether to vaccinate or turn
them away.
Consent discussion
Ashley questioned whether booking and registration included consent and the meaning
chosen
• The consent process was outlined as a verbal process; which was recorded in the CIR. A
paper back up was available in the event of technology failure.
• People are invited to be vaccinate and wil provide verbal consent on the day.
• A key concern was for permission to enable employers to know whether staff were
vaccinated was a key concern.
This was agreed to be operationalised in the CIR.
• A formal consent protocol was raised for all providers; It was noted that protocols would
give providers assurance, however there were inconsistencies on vaccination protocols
around the country
• The DG requested a writ en consent process instead of a verbal process was raised. He
cited as a new vaccine a form should be signed citing uncertainty around verbal consent
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process in a database and issues in aged cases of EPOA.
• Advice that the verbal consent process exists in Australia, and the creation of medical
document through writ en consent and the lead time to create the necessary translations
was noted.
Policy and how to balance waste and sequencing.
• The paper drafted has been socialised with DHB and provider teams to be updated by the
end of the week.
• It was agreed that Jo Gibbs as National Director would sign off on the operational
guidelines
Dry run – vaccinating vaccinators beforehand
• Northern Region requested a day to practice using the actual vaccine to ensure safety and
that all people have confidence in process.
• NR would run a vaccine session a day prior without media for vaccinators and other key
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people as a risk mitigation.
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Group discussion
• Paul (comms) outlined only the Ministry of Health communications team would be
pressent.
• Dale (NR) outlined the benefits of testing the process in a ‘live’ environment and feedback
that vaccinators wanted to be seen to be leading as well as needing protection.
• Dale also notes the kick off in Jet Park is a Maori Provider to have a formal opening to the
programme from a Tikanga perspective.
• Sue noted the assurance provided by the dry run, full E2E run with DHBs tomorrow and
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the live practice run on Friday which provided assurance to the Minister. Al events will
have MoH media presence.
• Joe need to be clear that the people on the ground are not overwhelmed and are providing
honest feedback
• The Steering group agreed as long as it was planned to not impact the vaccinator
workforce
Agreement: NR and other DHBs should have the option to have a live practice sessions (wet
run) a day before vaccinating the sequenced population
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High level review of the pil ars
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Ashley requested the group review the pil ars at a high level to check their readiness.
1. Purchasing and approval: Ready as vaccine has arrived
2. Sequencing: Ready as cohorts are known
3. Inventory and distribution: Ready as dry run was completed
4. Workforce: 65 vaccinators and understanding the barriers, and confident wil have enough
workforce for the next 2 weeks.
a. Barrier of the individuals required to provide a work email address prevented
people from accessing the service.
b. Working with IMAC to check lists for errors and expedite the process
5. Provider management (funding):
a. A draft letter going out to DHBs on payment and process which outlines how the
broader system will work and provides assurance that funding is available.
b. Bulk funding for February and March is expected to communicated tomorrow.
c. Working group is being established for the wider GP and other providers. Chris
Fleming asks whether theres consistent funding for like services (confirmed).
6. Registration: CIR system went live today. Data from MBIe going into the CIR and data can
be extracted tomorrow.
7. Post event to be picked up in seprate agenda item.
Discussion: readiness
Joe provided an update on the readiness documents – these provide a high level overview of
DHB reainess and assurance of readiness at each site
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DHB readiness group discussion
• Further conversations with remaining DHBs wil be conducted through account managers.
• These DHBs are smaller and capability to deliver must be kept in mind
• A written letter of readiness to each of the DHBs should be explored
Action for Jo to examine CE’s letter of readiness
Overall readiness group discussion
• Ashley outlined a slow and steady approach (crawl, walk, run) was required and would
raise the need to stop if required/advised by the programme.
• Colin reiterated the need for the programme and its team to raise concerns of programme
failure
• Border agencies as a critical stakeholder wil need to be empowered through ongoing
discussions to overcome any concerns
3.
Day 1 reporting dashboards update
INFORMATION
Mat, Luke and Petrus Mat tables the paper, outlining the challenges in the report and in
Appendix A
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The possible reports include
a) Daily reporting for upwards management (ministers, DG, DDGs)
b) Downwards reporting for DHBs and operational ministry staf
• Reporting options/features wil be initially focused on critical information and expand over
time. It was cautioned that too many initial requests and requirements would cause
operational impacts
• Later in the process, there will be daily reporting similar to a sitrep report used in testing
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this wil produced later in the day on the vaccination this wil sent to a smaller group
content of the report wil be developed.
Group discussion
• Key controls on sourcing this information wil be through the CIR as a single source of
truth. This builds on learnings from the COVID-19 testing experience
o Critical stakeholders wil be kept informed and provided channels.
o A data controller position will also be created to manage this.
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• Possible problems were indicated as
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o (1) denominators of the cohorts to understand what proportion has been
vaccinated and who to fol ow up with.
o (2) the repeat vaccine given, how many have complete the cycles
o (3) ensuring Maori and pasifika specific profiles are setup to ensure equity is met.
• Rachel supported the need for a data controller for requests. Access to CIR downloads to
stay ontop of population analysis to stay ontop of equity, reach, performance, etc. AND
access to this information not be delayed
4.
Māori and Pacific support service recommendations
Ana Bidois outlined the tabled paper noting service for Maori to be actively protected under
the Treaty and Pacific more widely.
The paper proposed readying the sector through a proposal for 4 interventions
1) Vaccine navigators -using an existing workforce or using a combination of new staff
2) Vaccine coordinatiors – connected up with DHBs
3) Vitual support – telehealth
4) Local champions – influencers on social media, media, etc – to ensure a legacy of
leadership.
• If needed there wil further uplift to further coordination with TPK, pacific peoples, MSD
and DPMC
• Mat advises the programme budget can be meet these through its integrated funding
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approach for vaccine delivery.
• Jon notes the programme lacks an obvious equity and treaty strategy to this programme.
o This was evident through daily requests from the Minister office on its equity
approach to Maori.
o The Maori immunisation strategy was successful last year through the work with
Maori providers and local community partners, and agreed with supporting these
dedicated resources.
o Suggested continuing this partnership in the programme and cited there is a
contracting team and preferred partnering group that is available.
Group discussion
• National Chair and CE meeting featured strong views on programme’s equity approach in
relation to ARC sequencing and lowering the age of maori and Pasifika groups.
• Dale outlined NR’s approach through forming relationships through iwi partnership boards,
sub commitees and delivering the response as locally as possible. Money is seeded to
local providers.
INFORMATION
• Ashley agreed the Ministry could not mediate from the centre and DHBs mediate with their
local providers. The narrative for equity was being done but the story not commnunicated
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well. Ashley requests the meeting with Henare is circulated to help frame the programme’s
equity approach.
• Mat asks whether the Ministry provides the lists of Maori and Iwi providers to DHBs and
whether local contracting for DHB.
• DG notes preferences for local contracting. Dale agrees but notes some DHBs won’t have
the strengths of partnerships. Chris requests a strong expectation is given to DHBs and an
obligation to engage on the other parts required including CPR training.
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• Jon notes that Ministers wil be interested in what resources are allocated and how its
being spent.
5.
Update on national booking and appointment solutions
Michael Dreyer outlined the booking system timeline from Saturday to the next month to
support the DHBs.
Initial solution
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• The CIR does a lot of the work but each DHB wil use its own booking service (outpatient
Document 3
or other interim solution). Canterbury and Wellington to be met to review Northern Region
solution or progress their own.
• The process has been mapped including household contacts.
• The key part of this is once the BW and address is obtained a webportal is sent. A back up
phone contact line.
National booking and scheduling system
• s 9(2)(b)(ii)
wil be expanded to allow delivery expansion.
• Expected to be delivered and to be used in Sprint 1 and 2 (back end of April).
• There are three components needed for the national system
o booking and scheduling service,
o extend the consumer channel behind the covid-tracer app and
o the digital identity.
• There is no digital identity for health going live in March – but there is a risk given its initial
stand up. There is a change management piece noting the requirements may change.
• Once created the tool wil be shared with DHBs, iwi providers and other providers to allow
them to do their own bookings.
Group discussion: Risks and concerns
• Stephen observes difficulties with the actors involved (provider, persons, ministers). There
is no time for adaption and how it wil operate wil need to be settled soon. There is low
tolerance as requires design upfront.
• Colin asks whether there is a comprehensive assurance around this.
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• Mat outlines the programme is limited in shifting resources to run and pivot back to design
as this a week 10 concern. The discussion should focus on whether the business process
has been met and assurance met.
• Shayne asks whether there are resrouces to move the project in parallel of sustaining the
CIR and other projects. If not, there is a possibility of programme stoppage.
Action for Jo, Sue and Shayne there is a proposal on the future structure on design, build and
run and what they looks like.
6.
Communications and engagement update
Paul and Sarah outlinethe messaging is now to be vaccinated rather than be informed to be
vaccinated to remove areas of doubt.
• Strategy is to appeal to the 70% group of the population who are likely to be vaccinated.
• This critical mass wil be an influencer for those percent who are hesitant.
INFORMATION
• Notes the Ministry comms team and DHB comms team are duplicating effort.
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• The campaign is not strong call to action due to the stage of campaign.
• It wil provide reassurance that people wil be vaccinated, where information can be
obtained if they are seeking it and the opportunity to reinforce the good practices of
scanning, sanitisting hands etc.
• Radio, digital and press (not using tv yet). Using static images and going into phases of
well known new Zealanders and stronger calls to action.
Action for comms team to provide Ian a copy of the collateral for future discussions
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7.
National Director Operations, run structure initial thoughts – not discussed
8.
CARM uplift and adverse event subcommittee
Tim Hanlon outlines two key points
1) CARM readiness update: Highlight enduring risks in short term and the mitigations
2) Expert advice on adverse events: establishing an independent body
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(1) Focuses discussion on readiness of CARM
Document 3
• Long term plan is to change the system due to the identified capacity concern
• Work programme to digitisation of workflow into the cloud, other BCP and expanding
the medical assessor (currently 1).
• The long term risk mitigation is to streamline the workflow – the risk is that it won’t be
achieved within the 2-3 window.
• The short term mitigations is adding the medical assessors and the website which is
not fully complaint into the MoH infrastructure.
Group discussion
• The same platform or parts of it wil be used across CARM and Data and Digital. There
is a team in place to manage the project and there are sufficient resource across
CARM and Data and Digital
• In the first 28 days; expected adverse events are expected to be low.
(2) Independent group
• Group to provide advice to pause, stop or continue in the event of adverse effects.
• Terms of Reference has been drafted and the membership and the Chair to be identified.
• This group wil meet as a panel when required and advised by CARM. It must be
independent ot meet the requirement of the regulator’
• John tate CMO Capital and Coast – as the chair – established by Thursday once due
diligence of documents and process is completed.
• On Thursday a walk through the process and the immediate response should an adverse
reaction occur.
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Group discussion
• Medsafe is comfortable with this approach as it provides expert advice andthe nature of
the chair and memberships pending conflict of interest register made.
• Ian notes his position wil be a non voting member to provide a link to the Ministry.
• Wendy outlines the key to outline who and how decision were made given the
membership is being formed at piece.
• Sue agrees this and suggests this is advised to the wider ecosystem given the existing
other governance type groups.
• Mat suggests Jo is signor of the TOR, which is then sent to the DG as chair of the steering
group. Jon asks that the competencies of the group is clear in the TOR and the respective
skil s and experience.
9.
Sequencing to honour Te Tiriti and promote equity [NEW ITEM]
INFORMATION
Casey outlines the covering memo is a draft advice for comment and review.
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• Due to the pace of the programme the advice may need to be readily available.
• The paper outlined the implication of lowering the age for Maori and Pasifika.
• It also outlined there was not enough vaccines to cover tier 3 and the approach where
people are at increased risk of virus and transmission is outlined in the paper.
• There are two proposed approaches, (1) use prescriptive nation wide approach based on
criteira to manage the vaccine or (2) use a regional approach but to have a strong focus
on the particular area.
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Group discussion
• The challenge raised at the DHB chairs and CEs meeting was on the ARC residents vs
kuia and kaumatua related to scarcity and inadequate supply of vaccine.
• Initially ARC was in tier 3; however Cabinet agreed to the approach that ARC residents
would be vaccinated at the same time as the ARC workforce
• There was agreement that the horse had bolted with the public announcements
• Jon suggests an overall discussion on equity on tier 1, tier 2, tier 3, etc is needed. if we
can’t shift tier 3 to tier 2, can we move a subset. If theres a more comprehensive message
Page 80 of 116
of equity. Looking at tier 3 there is no equity approach as tier 3 is all new Zealanders
Document 3
rather than no preference ot Maori and Pasifika.
• Sue requests the policy team recasts this paper/position is made before checking with Ana
and Jon before tomorrow’s discussion with the DG.
10.
Tier 3 sequencing framework initial proposals for phasing - not discussed
11.
Any other business
• PM briefing at 3:30pm Thursday – for an hour the meeting is being brought forward.
Thinking about the agenda and what is discussed.
• Proposed agenda to PMO
o Focus on readiness (Equity narrative to be included this discussion item)
o Communications
o Porftolio update generally
o Purchase of additional Pfizer doses
o Access to the pacific (Monday a cabinet paper wil be tabled for discussion)
• Pacific discussion notes that discussions with Pacific partners wil need to be undertaken
to facilitate this access being developed.
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• Jo suggests coming to the next meeting with a draft structure on the operational run team.
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Document 3
Agenda
COVID-19 Vaccine and Immunisation Programme Steering Group
Date:
Tuesday, 23 February 2021
Time:
4.30 – 5:30pm
Location:
1N.3
Chair:
Dr Ashley Bloomfield
Members:
Sue Gordon, John Whaanga, Shayne Hunter, Deborah Woodley, Dr Dale Bramley,
Chris Fleming, Michael Dreyer, Jo Gibbs, Dr Ian Town
Attendees: Mat Parr, Stephen Crombie, Matt Jones, Karl Ferguson, Paul Giles, Simon Tucker
(Item 6), David Cheetham (Item 6), Joe Bourne, Al ison Bennett
Apologies: Maree Roberts, Wendy Il ingworth, Grant Pollard, Colin MacDonald, David Nalder,
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Simon Everit , Dr Caroline McElnay
Secretariat Lisa Hunkin
Support:
#
Agenda Item
1.
Introduction and minutes
The minutes from the previous meeting on 16 February 2021 were approved.
Run
2
Initial reflections on the first weekend and issues raised
INFORMATION
Group discussion:
• More sites are being brought online and this is going well. The programme needs to
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be ready to manage the operations while also designing the next phase.
• The IT system can meet the programme’s needs, but the operational side of the
technology teams is coming under pressure. The biggest challenge is to book and
contact people.
• Rolling out the vaccine programme needs an emergency response. The Northern
Region pulled the DHB CEs into one place to make timely decisions.
OFFICIAL
3
Readiness assessment for DHBs going live this week
Jo Gibbs presented the Readiness Assessment Summary for DHBs. The Northern region is
currently ‘Ready’ but all other regions need further support to go live this week.
Group discussion:
• Al DHB CE conference tonight
• SROs to ensure that the implementation process goes well
Page 82 of 116
Document 3
• There is a need to reinforce the single points of contact – right now there are multiple
layers of contact within the DHBs
4
‘Run’ structure
Jo Gibbs tabled the proposed draft run structure and operating model to support the go-live of
Phase 1 (Tier 1 and 2).
Jo noted that the draft structure is likely to change in future. There are still many aspects to
discuss, including a national booking system and large-scale call centre.
This structure will start next week. This wil enable the Design and Build team to focus on the
design of the next phase. The ‘Design and Build’ and ‘Run’ phases will run in parallel so that
learnings from the ‘Run’ team feed into the programme.
Group discussion:
• The core roles in the structure have an emphasis on sector engagement and co-
design. DHBs have the most expertise for designing the workforce.
• The same people who designed the programme were also running it over the
weekend. It is important to separate teams into ‘Run’ and ‘Design and Build’ and be
clear on who is doing what.
• There are some practicalities for exemption for recruitment that need to be worked
through, as the Operations Centre will need people for more than six months. The
programme should appoint people for the duration of the programme and make it
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more attractive for senior appointments.
• Many of the processes are repeatable between both the run and design phases.
However, the difference is in the scaling up.
• The programme needs to think about vaccination event types and what that means for
the service design work as the programme progresses.
• Some roles shouldn’t be separated. For example, the clinical and Pacific teams should
be a resource for both run and design. This wil also help to avoid silos.
• It would be good to include expertise from Defence in the operational structure. A
conversation about an ongoing relationship in this way has not happened yet.
• The Operations Centre wil move to a seven-day structure. An on-call arrangement will
be introduced as the current way of working is not sustainable for members of the
team. The same wil be implemented for the Technology team.
INFORMATION
• Consideration needs to be given to the product to marketing campaign management.
Someone should own the end-to-end campaign and ramping up as we go through.
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• Managing the booking system and the event types are two different roles and require
different skillsets. Defence could help in the organisation of the booking system.
• There is also a role for upscaling and offering a product to market. There is some
nuance in the dif erent event types (e.g., large-scale versus community). This could be
a function of the operational side of it that is picked up somewhere in the structure.
This is also why comms is part of the strategic team (via a dotted line).
• Engagement is dif erent by person and event type (e.g., workplace vs rural). Therefore
OFFICIAL
comms is part of the strategic team (dotted line).
• There needs to be more thinking about client-centred integration points around events.
• Does the programme have the right balance between strategic and operational? There
is a risk across both areas. Resources are stretched because the specialist contract
workforce in Wellington is almost depleted. As such, deciding to do one project will
mean that another will not get done.
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5
Communications and engagement update – four-week plan
Karl and Paul provided an update on the comms and engagement plan. They noted that it
was a great team effort on Saturday. There wil be rolling announcements over the next
couple of weeks as the vaccination programme ramps up.
The Comms team is working closely with DHBs and MBIE staff for smaller events that appeal
to local media. Seeing the faces from the media getting vaccinated is popular with the public.
Currently, the Comms focus is on border workers, and will roll into household contacts shortly.
The teams are starting to develop resources for household contacts, which wil be adapted
from the resources for border workers. The same approach wil be used for ARC.
The campaign is currently on hold due to the current COVID-19 outbreak. This is to avoid
over-saturating the advertising market with vaccine content.
Group discussion:
• There are conversations with Māori MPs about how to integrate them with the Comms
plan, specifically with Māori. The Comms team is meeting with their Press Secretaries
to share info and facilitate the MPs’ involvement.
• Need to be thoughtful and consistent about the term ‘vulnerable people’.
• John Whaanga met with the Māori Caucus to agree a joined-up plan. The Māori
Caucus are looking for opportunities for MPs and Ministers to be involved and support
the campaign.
• Matt met with Pacific Caucus. The Pacific Caucus are also keen to help the campaign.
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How do we support them into that and keep everyone on the same message?
• The speed that operational decisions need to be turned into communications products
is challenging. There are national resources but DHBs wil adapt it based on their local
population’s needs.
Design and build
6
Fonterra introduction and update on distribution
Simon Tucker and David Cheetham from Fonterra joined the hui. Mat Parr introduced them
and explained that the programme had contacted Fonterra for support in distribution and
inventory management. Simon and David were attending the meeting for a quick check in
with the programme.
Simon noted that the Fonterra CE appreciated the opportunity to contribute to this national
INFORMATION
priority. Fonterra is open to further suggestions of how they can support the programme.
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David and Simon discussed their involvement in the programme so far:
• David is a leading supply chain expert.
• Fonterra works with many other private sector companies and wil bring other
opportunities into the programme as they identify them.
• Fonterra was involved in the simulation event and online dry run last week. They are
reviewing the col ateral from early stages of the rol out.
OFFICIAL
• Fundamental planning principles can be applied to this programme – supply/demand,
number of vaccinators, vials, etc.
• Consider a detailed planning roadmap including inventory and replenishment.
• Should be considered how demand offsets the dif erent risks. There are dif erent
techniques to model this.
Dr Bloomfield thanked Fonterra for being involved and reiterated how the programme valued
their support and advice.
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Additional item not on agenda: Update on additional Pfizer doses
Alison provided an update on the negotiation with Pfizer to secure more doses of the vaccine.
This negotiation would bring New Zealand to a total of 8.5 mil ion doses.
Alison noted that:
• Ministers support the purchase of additional doses.
s 9(2)(b)(ii)
Group discussion:
• The programme was expecting more vaccine in Q2. There was discussion on whether
this is likely to be shifted forward. There is stil uncertainty around delivery schedule
and stil things could go wrong. The programme should attempt to smooth the delivery
schedule of the vaccine as much as possible.
• The programme should seek a strong delivery plan from Pfizer that meets the
programme’s needs.
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• The additional doses may mean that programme needs to revisit the infrastructure for
distribution and think about a range of delivery models.
• Call tonight with DHB CEs to update them. The planning is based on Pfizer. However,
no announcement is made until it is signed.
• The negotiation for additional Pfizer doses remains confidential until the contract has
been secured.
7
High level plan for the year
Mat Parr introduced the high-level vaccine rollout plan for the year.
This plan is based on our understanding of how much supply we wil have. This is stil in draft
because the population sequencing has not been decided.
Phase 1 will vaccinate 445,000 people. This is a targeted group and we know that we have
INFORMATION
supply and can deliver between fifty and sixty-thousand vaccinations per week.
After that, in Phases 2 and 3 the programme wil ramp up to have vaccinated 3.6 mil ion
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people by the end of 2021. Phase 2 and 3 wil require a focus on service design – more
community-based outreach, DHBs, primary care.
Group discussion about the high-level plan:
• The rollout plan is lumpy because of estimates of delivery phasing. Ideally, the ramp
up would be smooth and then reach a flat line. The phases should overlap – this is
better as it smooths the ramp. Finding a targeted group is harder and pausing to find
this group before moving onto the next phase does not make sense.
OFFICIAL
• There is a risk in sharing this rollout plan more widely, as there are variables that are
critical to this model that could change.
• The language was changed from vaccinators to vaccination team. Vaccination team
includes unregulated workforce.
• Dr Bloomfield noted that there was a Cabinet paper with an updated sequencing
approach. In this paper, Phase 1 included a wider range of residential settings (eg
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ARC, corrections, youth justice, disability) and included workforce and residents.
Māori and Pacific who are not necessarily in care but are high risk.
• In Phase 2, there is an explicit need to vaccinate Māori and Pacific at younger age
because of their higher risk.
• John will help to ensure that equity is the driver for each part of the programme. For
example, the data needed and the composition of the teams.
• Increasingly, the programme has been able to show more transparently how equity is
influencing decisions.
Group discussion about progress toward scaling up in May:
• There were many short-term manual processes that are now in the process of being
automated.
• There are a range of decisions needed in late May. The first ones relate to:
o Distribution and inventory
o Logistics (Pfizer)
o Limited delivery settings (rollout vs storage)
• Additionally, the operational centre needs to be up and running for the programme to
ramp up.
Group discussion about event types:
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• Need to decide which event types to focus on. It wil be challenging to cater for all
scenarios.
• An earlier decision on event types will help IT systems to be set up well.
• Process for landing those decisions – the go ahead to limit the number of models –
our community pop up looks like a small medium. When is large – later date. Mobile
options. GP clinics in phase 2, pharmacies phase 3.
• There wil be a different approach for dif erent DHBs and regions.
• There is an opportunity to learn from NHS and Israel and videoconferences have been
set up with them.
• It is not feasible to send vaccines out to 800 pharmacies.
• There is an opportunity to align this with the flu vaccine. Carpark type events worked
quite well for the flu.
INFORMATION
Action: Mat Parr –
Draft of the key event types to focus on, by Friday.
Action: Dale – Share the paper that went to DHB CE’s and modelled the community
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approach (big, medium, pop-ups).
Action: Deborah – Draft the system solution to the two-week gap between the Covid and flu
vaccines.
8
Status report
Mat Parr noted one critical point: how we resource appropriately across the run and design
OFFICIAL
sides of the programme. The programme has hit the start line, but the focus now shifts to
scaling up vaccinations.
9
Risk refresh update
Mat Parr introduced the risk refresh update. He noted that it was important to consolidate risk
with other views.
Group discussion:
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• For the selected delivery models (event types), need to identify readiness and success
criteria for each of them.
• There is a risk that the Covid vaccination rollout wil have an impact on other areas
that require the same workforce.
10
Occupational health service delivery for New Zealand Police and Fire & Emergency
New Zealand
Noted and signed by the DG.
11
Science update
The Science update was noted:
a. Science updates on the four current NZ vaccine candidates
b. Initial scan of clinical vaccine trials that are enrolling people under the age of 16
years
12
Any other business
The assurance tracker was noted.
A decision is expected back from Cabinet on Monday about sequencing.
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INFORMATION
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OFFICIAL
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Action tracker 23 February 2021
Document 3
Item
Action
Who
Due date Status
Tuesday 23 February
7
Mat Parr –
Draft of the key event types to Mat Parr
26 Feb
focus on.
7
Draft the system solution to the two-
Deborah Woodley
5 Mar
week gap between the Covid and flu
vaccines.
7
Share the paper that went to DHB CE’s
Dale Bramley
2 Mar
and modelled the community approach
(big, medium, pop-ups).
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INFORMATION
RELEASED UNDER THE
OFFICIAL
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Minutes
COVID-19 Vaccine and Immunisation Programme Steering Group
Date:
Tuesday, 2 March 2021
Time:
4.30 – 6:20pm
Location:
1N.3
Chair:
Dr Ashley Bloomfield
Members:
Sue Gordon, John Whaanga, Shayne Hunter, Deborah Woodley, Dr Dale Bramley,
Michael Dreyer, Jo Gibbs, Dr Ian Town
Attendees: Mat Parr, Matt Jones (item 3),Simon Everitt (item 3), Ana Bidois (item 4), Rae Finch
(item 4), David Nalder (item 5), Karl Ferguson (Item 7), Laura O’Sullivan (item 9)
Apologies: Chris Fleming
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Secretariat Hannah Lobb
Support:
#
Agenda Item
1.
Introduction and minutes
The minutes from the previous meeting on 23 February 2021 were approved.
• Ashley asked for clarification of whether the comms campaign is ready to go. Karl
confirmed it is nearly ready but is on hold from PMO.
Action 1: Ashley requested Ministry of Health input into when the campaign goes live.
Run
INFORMATION
2
Standing item on run programme
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Jo provided an update on the roll-out and an overview of the plan for next week.
• From next week, active sites and a rolling allocation plan wil be added to the Sit Rep.
o Sue noted that Ministers are going to keep working for a forward estimate of
vaccinations in the Sit Rep. Jo is working on this.
• Next week wil be a big week in Auckland, with a mass vaccination centre starting from
Monday. Important to note that it wil start slowly and build up during the week.
OFFICIAL
• The Run structure is taking shape and by Thursday the Operation Centre will be more
organised and have better work stations.
• A paper on the Logistics strategy is being prepared for Steering Group and
Governance Group next week.
Discussion on allowance for walk ins:
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• Dale noted that there is a need to have a set allocation of doses available for walk-ins.
e.g. 10% in addition to booked vaccinations. However, this wil mean people get
turned away and vaccination numbers wil drop to about half next week.
• The Group agreed that 10% is reasonable, and the bigger issue is making sure border
workers and their household contacts are booked in.
Action 2: A clear description of the process, roles and responsibilities for getting
border workers and household contacts booked for vaccinations.
Action 3: Create a plan to improve use and data quality of border testing register.
Discussion on vaccinating frontline health workers:
• There was discussion that if not enough border workers and household contacts are
booked in for vaccinations, then numbers wil start dropping. The group agreed that to
counter this, vaccinations should start being given to frontline health workers. This
aligns with Cabinet agreeing up to Tier 2a of the Sequencing Framework.
Design and build
3
Event design
Matt Jones tabled the A3 on event design and provided an update on the team’s work. Matt
noted the work is going well and the team is now focussing on the number of sites in each
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event type as a barrier, rather than the number of different event types.
The next phase of this work wil be talking to DHBs and creating straw man maps of the types
of sites they want to stand up and when. Then the team wil need to create site readiness
checklists for each event, including tech and logistics requirements and physical site
requirements (traffic management, cold storage).
Group discussion:
• Ashley asked whether this wil work from a tech perspective. Shayne and Michael said
it looked good because there is a lot of repeatable characteristics across event types.
• Ashey asked whether the design approach wil include Maori and Pacific providers.
Simon said this happens via DHBs, but he wil request they are explicitly included from
the start.
Action 4: Simon will test approach for aged care (large providers) with the Design
Authority.
INFORMATION
Action 5: Simon to request that Maori and Pacific providers are included in design from
the start (via DHBs).
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Interaction between Covid and flu campaigns
Deborah explained that this is a work in progress. There wil be an overlap between the two
programmes that needs to be managed.
Group discussion:
OFFICIAL
• Mat highlighted that a major issue wil be workforce capacity and the timing needs
some extra thinking.
• Ashley noted there wil need to be comms around this e.g. defer your flu vaccine until
two weeks after your second covid vaccine
Action 6: Return to Steering Group with further work on timing and comms for
interaction betweem covid and flu campaigns
4
Equity update
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Ana noted that the Covid Chairs Board were updated on the equity work programme this
morning and introduced Rae who wil lead on the disability strategy.
Rae noted that he is establishing a disability subgroup of IIAG and the first meeting wil be on
Friday.
Group discussion:
• John raised the issue that the equity strategy hasn’t been communicated publically
and asked whether Maori are part of the regular DHB working groups. Ana wil follw up
on this.
• John also raised the need to connect with other agencies on this work. Sue noted that
Tamati made this message clear at the Covid Chairs Board this morning.
• Jo noted that the strategy presents a relatively narrow view of equity and that it wil be
important for other groups to be brought in too e.g. mental health.
• Ashley congratulated the team on this work and noted that Cabinet were very
supportive of the equity focus.
Action 7: Ana to follow up with DHB working groups re: Maori GM attendance.
Action 8: A clear narrative of the equity focus by next week, reinforcing the messaging
that everyone needs to get vaccinated for the programme to succeed.
5
Confidence plans
David tabled the confidence plans and Mat explained that this framework wil be used for
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readiness decisions and design work going forward.
David explained the next steps and noted that next week he wil bring a 1-2 page detailed risk
summary of the programme to steering group.
Group discussion:
• Ashley said the plans look good and we need people to be able to raise things when
they are going off-track
• Sue asked about presenting risk tolerances e.g. reaching 80% of a target population.
David explained that the success framework from the policy team should help answer
some of these questions.
• John asked whether there is confidence in IMAC to deliver Maori and Pacific training
and noted that success measures wil require evaluating customer experiences.
6
Vaccines safety and immunogenicity study memo
INFORMATION
Ashley agreed to the recommendations, providing that the right people are involved from the
Ministry of Health and the right governance and oversight structures are in place. Ian noted
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this wil be managed through the co-design process.
Additional discussion:
• John asked what is happening with messaging for under 16s. Ian noted there is no
data at the moment and the next group wil be 12-16 year olds. It is unlikely under 12s
wil be vaccinated anytime soon but comms wil be important.
• Karl added that questions about under 16s are not appearing much in the media at the
moment but the comms team is monitoring this.
OFFICIAL
7
Communications and engagement update
Karl provided an update on comms and engagement:
• the team is holding daily conversations with DHB communication leads to ensure
needs are being met
• next focus is on household contacts and health workforce; collateral wil be adapted
to suit these groups
• working with Ministers offices and teams across MOH on the “Sequencing Story”,
noting that this wil also help strengthen the equity narrative
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• continuing to support Ministers to tell the “roll-out story”
• the Pfizer announcement wil potentially be pushed out until after Thursday as
negotiations are ongoing
8
Business engagement memo
The memo was noted and recommendations approved.
Discussion:
• Sue noted that there was great feedback from Ministers and attendees on this
engagement
• Businesses had a desire to continue to learn from others and this should be included
in the next engagement if possible.
Action 9: Minister Henare should be looped into future engagements.
9
Workforce mobilisation and non-regulated workforce
Laura introduced the paper, noting that using the non-regulated workforce is a possibility but
there are risks to be managed e.g. types of workers to include. The team offered to do further
work and come back with a list of decisions that the Steering Group needs to make.
The group supported advancing work on the non-regulated workforce, noting that other work
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is underway to assist with total workforce numbers. There wil need to be further engagement
with DHBs about workforce management and prioritisation as we deal with outbreaks/general
response.
Discussion:
• Sue raised the issue of moving the same people around the health sector, suggesting
that we need to find new people to bring in as well as think about shifting capabilities
within the health sector e.g. using kai awhina for testing to free up nurses
• Dale expressed support for finding new members to add to the workforce, especially
focussing on new workers that are representative of populations.
• John suggested that we need to think about the longer term development of the health
workforce and where we can contribute to building capability.
10
Status report
INFORMATION
Noted.
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11
Any other business
• Dale asked whether the CVTAG can consider reducing the observation period of 30
minutes. Ian said the group is working on an answer.
• Dale asked whether there should be definitions of the sequencing scenarios, a
process for who makes these decisions, and a contingency plan for operating in other
scenarios.
o Sue said yes to all these suggestions.
OFFICIAL
Action 10: Mat to connect with Dale about getting a joint team to work on contingency
planning.
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Action tracker 2 March 2021
Document 3
Item
Action
Who
Due date Status
Tuesday 23 February
7
Mat Parr –
Draft of the key event types
Mat Parr
26 Feb
Complete
to focus on.
7
Draft the system solution to the two-
Deborah Woodley
5 Mar
Closed with
week gap between the Covid and flu
new action
vaccines.
- 2 March
7
Share the paper that went to DHB CE’s Dale Bramley
2 Mar
Complete
and modelled the community approach
(big, medium, pop-ups).
Tuesday 2 March
2
A clear description of the process, roles Michael Dryer
4 Mar
Plan in
and responsibilities for getting border
progress
workers and household contacts
booked for vaccinations for Ashley to
pass on to Border CEs.
2
A plan to improve use and data quality
Michael Dryer
4 Mar
Work
of border worker testing register.
ongoing.
Policy work
progressing
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to make it
compulsory.
3
Return to Steering Group with further
Mat Parr
9 March
work on timing and comms for the
interaction between covid and flu
campaigns.
4
Clear narrative of the equity focus by
Ana Bidois
9 March Expected
next week, reinforcing the messaging
next SG.
that everyone needs to get vaccinated
for the programme to succeed.
11
Mat to connect with Dale about getting a Matt Parr / Dale
9 March
joint team to work on contingency
Bramley
planning.
INFORMATION
RELEASED UNDER THE
OFFICIAL
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Document 3
Minutes
COVID-19 Vaccine and Immunisation Programme Steering Group
Date:
Tuesday, 9 March 2021
Time:
4.30 – 6:30pm
Location:
1N.3
Chair:
Dr Ashley Bloomfield
Members:
Sue Gordon, John Whaanga, Shayne Hunter, Deborah Woodley, Dr Dale Bramley,
Michael Dreyer, Jo Gibbs, Dr Ian Town
Attendees: Mat Parr, Matt Jones, Andrew Bailey, David Nalder, Paul Giles, Michael Dreyer,
Al ison Bennett
Apologies: Chris Fleming
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Secretariat Hannah Lobb
Support:
#
Agenda Item
1.
Introduction and minutes
The minutes from the previous meeting on 2 March 2021 were approved.
Run
2
Standing item on run programme
Jo provided an update on the roll-out and an overview of the plan for next week.
INFORMATION
• The plan from the Northern Region is looking good and the team is working with other
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regions to get plans for the next 30 days. Mat Parr is working on a DHB-level model
for the next 30 days, 90 days and the rest of the year.
• There were some issues with black dots on a vial which provided a good opportunity
to test the quality review panel processes.
• There are ongoing issues with using stock before it expires in the Northern region.
This is being worked through with the logistics team over the next few days.
Discussion on numbers of household contacts:
OFFICIAL
• There was a discussion about the accuracy of capturing details of household contacts.
Ashley explained that Ministers have an expectation that this information was loaded
before the programme started.
• Rachel suggested that a conversation with DHBs wil be important to understand
where the issues are and what processes might help. Rachel took this as an action.
• Dale explained that 50% of people who have come through the vaccination centres
are un-coded and asked whether the system is ready for scaling-up in two weeks.
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Dale requested a formal response from MOH on these issues and how they are being
mitigated.
• Ashley noted that the team needs to focus on the design of the next phases, but there
also needs to be some resolution for capturing whanau.
Action 1: Mat Par to provide an update to Ministers on household contacts process
Action 2: Rachel to talk to DHBs to understand where the issues are and what
processes might help
Action 3: MoH to provide a formal response to DHBs about coding issues and what the
plan is going forward.
Design and build
3
Update from CVTAG
Ian provided an update on the CVTAG.
• A process is in place to escalate issues and there is potential for the group to have a
weekly meeting going forward.
• There has been a careful process of working with the Cancer Control Agency and it
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has been decided that there should be no restrictions for people receiving cancer
treatments.
• s 9(2)(g)(i)
• 15 individuals have had a reaction to the first dose and the group is working on advice
for their second dose.
• The group is looking at pacing of second dose e.g. longer than 6 weeks.
• Ian provided advice to MFAT on diplomats receiving the vaccine before they go
overseas. The risk assessment is now MFAT’s responsibility.
4
Delivery status and risks
Mat opened the item explaining that the regular reporting on risk is being embedded into the
programme and guiding discussions. The main risks for this week will be covered in items 5
and 6.
INFORMATION
Group discussion:
• There was some discussion about having strategies but not knowing what is
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happening on the ground.
• Sue raised the concern on workforce that it is easier for DHBs to move people around
than find new people. Rachel suggested DHBs need to be included in the design
process to ensure that the strategies wil work for them.
5
Scale-up
David tabled the confidence plans and Mat explained that this framework wil be used for
OFFICIAL
readiness decisions and design work going forward.
• There is a new success framework which presents the mission statement for the
programme and highlights the key trade-offs.
• A refined version of the plan with tangible actions wil be presented next Tuesday.
• Sue noted the importance of having feedback loops between the design and run sides
of the programme.
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6
Programme reset
Jo introduced this item, noting that a clear plan wil be presented to Steering Group next week
with an outline of expenditure to date and what is needed across design and run.
• There are 146 FTE in the programme at the moment (including 67 tech FTE) and it is
expected that an additional 55-65 FTE are required to build towards Phase 2.
• Most of the senior tier has been recruited so the team is now looking for Tier 4 FTEs
Discussion on resourcing:
• Sue noted that a lot of new people are coming on board and the SROs wil be in
charge of looking after the culture and ensuring things stay connected.
• Ashley noted that the health sector has already been drawn on heavily so we wil need
to look across the public sector and ask PSC fairly urgently.
• Sue noted that the programme stil makes use of resources across the Ministry, so the
funding arrangements wil have to be worked through carefully.
• Colin raised concern over the 4 SRO model, noting that one meeting per week won’t
be enough and it wil have to be at least 3x weekly. Ashley agreed that this needs to
be thought about.
• There was discussion about needing an integrator role between design and run as the
same people can’t be responsible for both sides. It is not clear who sits in this role so
further thinking is necessary.
• Maree raised the issue of it not being clear when the programme moves away from
the policy phase and into delivery. This transition wil need to be clear.
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Action 4: Identify the people that are needed from across the public sector as soon as
possible. Ashley can help with requests if needed.
Action 5: Ashley to consider SRO model.
7
Booking system
Michael introduced the item, noting that the booking system is one of the “big rocks” needed
for Phase two.
• One of the major questions with the booking system is the model for getting
consumers booked in. The tech team needs to work with the design team on this to
ensure the model is equitable.
• The team is aiming to build a basic system to begin with and then continue to make
improvements.
Discussion:
INFORMATION
• Dale asked whether the current systems can cope until this system is set up. Michael
said the answer is yes but it wil get more difficult as vaccination numbers increase
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and the transition to the new system wil have to be managed well. Mat added that in
Phase 1 we step through groups that are more easily identifiable so that we can cope
without the booking system.
8
Update on Pfizer
Al ison introduced this item noting that the memo was intended to outline the commitment to
purchase the additional Pfizer doses and outline the risks for consumables and storage.
OFFICIAL
• There is a pressure point in August for consumables but the team has had verbal
confirmation for additional consumables.
• The next steps are to continue working with Pfizer on delivery schedules, monitoring
consumables and storage (which may change with service design choices) and
managing the portfolio to ensure that we have back-ups available.
Action 6: Add information about consumables into the Year Plan model.
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9
Communications
Paul provided an update on the communications approach.
• There was a media walkthrough of the vaccination centre in East Tamaki on Tuesday.
It went well and there was lots of interest from the media.
• The team is focussing on media at the moment but is thinking about how to broaden
the approach to capture people who might be more hesitant of the vaccine.
• Continuing work with Ministers Offices on the release of the sequencing framework on
Wednesday.
• Thinking about how to bring all the comms work from MOH and others together. There
is nothing to tie the work back to at the moment, as the DPMC programme hasn’t
started yet.
10
Status report
Noted.
11
Any other business
• No other business.
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Action tracker 2 March 2021
Item
Action
Who
Due date Status
Tuesday 2 March
2
A clear description of the process, roles Michael Dryer
4 Mar
Plan in
and responsibilities for getting border
progress
workers and household contacts
booked for vaccinations for Ashley to
pass on to Border CEs.
2
A plan to improve use and data quality
Michael Dryer
4 Mar
Work
of border worker testing register.
ongoing.
INFORMATION
Policy work
progressing
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compulsory.
3
Return to Steering Group with further
Mat Parr
9 March Expected
work on timing and comms for the
16 March.
interaction between covid and flu
campaigns.
4
Clear narrative of the equity focus by
Ana Bidois
9 March Expected
OFFICIAL
next week, reinforcing the messaging
16 March.
that everyone needs to get vaccinated
for the programme to succeed.
11
Mat to connect with Dale about getting a Matt Parr / Dale
9 March
joint team to work on contingency
Bramley
planning.
Tuesday 8 March
Page 97 of 116
2
Provide an update to Ministers on
Mat Parr
16
Document 3
household contacts process
March
2
Rachel to talk to DHBs to understand
Rachel?
16
where the issues are and what
March
processes might help
2
MoH to provide a formal response to
Mat Parr
16
DHBs about coding issues and what the
March
plan is going forward.
6
Identify the people that are needed from Mat Parr
16
across the public sector as soon as
March
possible. Ashley can help with requests
if needed.
6
Consider four SROs model.
Ashley Bloomfield
16
March
8
Add information about consumables into Allison & Mat
16
the Year Plan model.
March
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INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 98 of 116
Document 3
Minutes
COVID-19 Vaccine and Immunisation Programme Steering Group
Date:
Tuesday, 16 March 2021
Time:
4.30 – 6:30pm
Location:
1N.3
Chair:
Dr Ashley Bloomfield
Members:
Sue Gordon, John Whaanga, Shayne Hunter, Deborah Woodley, Dr Dale Bramley,
Jo Gibbs, Dr Ian Town, Chris Fleming
Attendees: Mat Parr, Matt Jones, Andrew Bailey, David Nalder, Paul Giles, Casey Pickett, Colin
MacDonald
Apologies: Michael Dreyer
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Secretariat Hannah Lobb
Support:
#
Agenda Item
1.
Introduction and minutes
The minutes from the previous meeting on 9 March 2021 were approved, noting that Item 6
didn’t capture the action about formalising the relationship between the programme and
DHBs.
Ashley went through the action tracker from last meeting.
Run
INFORMATION
RELEASED UNDER THE
2
Managing the relationship between the programme and DHBs
This item was moved to the front of the meeting to address Chris’ concern about the
programme structure not acknowledging the DHB structure and resources that are a key part
of the programme.
• Dale explained that the structure needs to include DHBs in thinking inside MOH and
in real time, otherwise gaps wil start to emerge between delivery and expectations.
E.g. the DHB current numbers and MOH calculated volumes are quite different.
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• There is a lot of different avenues for engagement with DHBs and it isn’t clear what
happens where
Ashley noted that we need a controlling mind on this work for household contacts and Jo
Gibbs took responsibility for this.
Action 1: Bring a plan for engaging with DHBs to next steering group
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Document 3
2
Standing item on run programme
Jo provided an update on the roll-out and an overview of information received from DHBs this
week.
• Jo noted that DHBs are stil revising their plans, which at this point are behind the
MOH model but are projected to catch-up by the end of April.
• There wil be a second version of DHB plans next week, which wil provide detail out to
the end of April.
• Ashley asked what would help DHBs to scale up in the next few weeks and what the
constraints are. Jo explained that some DHBs are stil getting their programme
structure up and running and until last week, DHBs didn’t have a clear idea of what
MoH was requesting of them. The local booking systems, vaccinator workforce and
finding new premises are also barriers.
• Jo noted that they are thinking about creating a Taskforce that can go out and help
DHBs.
• Rachel noted that the speed of communication needs to be improved so that decisions
can be made more quickly and DHBs have access to the latest information and
requests.
3
Update on written consent
Item removed from the agenda.
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Design and build
4
Update from CVTAG
Ian provided an update on the CVTAG.
• Jo is the main recipient of CVTAG advice
• The 20 minute stand-down period is being implemented and cancer drugs have been
removed from precautionary list
• Advice was provided to Ashley about managing the approach to vaccines in an
outbreak
• The research question and budget process for the vaccines study is underway with
MBIE
• Advice was prepared on high risk criteria for COVID-19 vaccines based on flu criteria
INFORMATION
Shayne asked how the 20 minute stand-down period wil be implemented. Ian explained that
it wil be reviewed over time and could become shorter at some point but wil likely stay at 20
RELEASED UNDER THE
minutes while the vaccine is stil new.
5
Delivery status and risks
David opened the item explaining that there are three new risks and the reporting is aligned to
pil ar structures so accountabilities are clear. There is additional reporting on how the risks
are changing over time.
From next Tuesday, the risk report wil be combined with the Real Time Assurance report to
OFFICIAL
create a programme risk report.
Discussion:
• It was noted that risk 11 on sector engagement sounds like a pain point. This is also
covered in risk 1.
• There was a question about including a post-event risk on scaling CARM reporting.
Mat explained that this isn’t currently a risk as the data system is planned to go live on
29 March which is ahead of schedule and additional assessors have come on board.
There may stil be risk to this down the line when vaccination capacity increases.
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Document 3
• Colin noted that the risk register reinforces importance of getting accountability and
resourcing decisions taken soon, and highlighted the risks on the report that required
a decision or support from the Steering Group
• Rachel raised the issue of information sharing with DHBs. Paul and Helen agreed to
take this offline.
6
Comms and engagement
Paul gave an update on comms and engagement.
• Proactive media has been the most visible and useful stream so far. This week the
team is progressing with more media around delivering second doses of the vaccine
and pursuing options for alternative media outlets (Māori, Asian channels).
• The team is working closely with Counties Manukau DHB on having a presence at the
Pasifika festival to give people an opportunity to ask questions in person.
• John Walsh is joining the DPMC vaccine campaign team. The campaign began with a
“soft launch” on the weekend and plans are underway for a sustainable campaign that
can last the 8-12 months of roll-out.
• There has been a reasonably high volume of misinformation and the team is currently
preparing a plan to manage this.
Action 2: Plan for managing misinformation at next steering group.
Action 3: Paul to organise for John Walsh to give Ashley a briefing on the DPMC
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campaign.
7
Phase 2 planning
Matt Jones introduced this item, explaining that the piece of work has been pulled together
quickly and the next step of working with DHBs will be really important.
• The focus is to optimise for volume – peak of 12,000 before June then need to hold
that for a month, then increase to 40-50,000 in July. Design and run need to be
focussed on the big step change and feedback loops need to be strengthened.
• As a next step, the model wil be overlaid with the operational plan and event types.
Next week there wil be a zoomed out version of the model to June.
• Four basic service delivery models have been worked through with DHB partners but
more work is needed.
• There are key things that need to be available across all sites e.g. funding
arrangements and how they wil interact with existing systems.
INFORMATION
o Darren and Tom Love are working on funding and there is a DHB/MOH
working group tomorrow on funding.
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Group discussion:
• Sue raised the importance of working towards a minimum viable product for scaling
that that this wil require a lot of collaboration with DHB SROs in terms of what they
absolutely need.
• Mat raised the importance of sorting providers in the next month (Māori, Pacific, Aged
Residential Care)
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• Rachel noted that DHBs are already engaging with providers so the team needs to
make sure that everything is linked together.
• John asked for assurance that DHBs are involving iwi and Māori in thinking and
planning.
• Ashley confirmed that the programme is not elaborating on everything before starting
and there wil be phasing and adapting as things progress.
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The Steering Group to an in-principle decision to optimise for volume and agreed to the four
event types. More detail is required next week for formal sign-off and then plans wil go to the
GG next Friday.
Action 4: Provide GG next week with certainty about ability to scale and timeframes for
critical milestones.
Action 5: In the first column in the service delivery models document, include another
definition of Iwi that applies to urban populations alongside Whānau/Hapu/Iwi.
8
Polynesia cabinet paper
No discussion.
9
Sequencing framework
Casey introduced this item, noting two papers for discussion:
1. Criteria for underlying health conditions to receive the COVID-19 vaccine
o This paper was considered by CVTAG and sits with Ashley for decision.
o Ashley requested a paragraph on ethnicity overlay is added to the paper
including the additional risk measures to manage this.
o Jo questioned the operationalisation of this advice and raised the importance
of informing Ministers that we are unlikely to be able to report on this.
2. Sequencing framework for remaining groups (national interest and compassion
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categories)
o Seeking feedback on how the analysis and advice is being pitched.
o Ashley noted he was real y impressed with this work. He suggested there
should be a difference between athletes representing the country and those
who are not. It also needs to clarify what the requirements are for tangi.
o Sue noted that an implementation programme needs to be ready to go.
Action 6: Casey to include a paragraph on ethnicity in the underlying health conditions
paper, including the approach to equity and risk measures.
Action 7: Jo to inform Ministers that we are unlikely to be able to report on the
vaccination rates for people with underlying health conditions.
10
Programme structure and resourcing
INFORMATION
Covered in other agenda items.
RELEASED UNDER THE
11
Any other business
• No other business.
Item Action
Who
Due date Status
Tuesday 2 March
OFFICIAL
4
Clear narrative of the equity focus by
Ana Bidois
9 March
Paper 23
next week, reinforcing the messaging
March.
that everyone needs to get vaccinated
for the programme to succeed.
11
Mat to connect with Dale about getting a Matt Parr / Dale 9 March
Workshop
joint team to work on contingency
Bramley
with Andrew
planning.
Old
completed;
Page 102 of 116
paper due
Document 3 30
March
Tuesday 8 March
2
MoH to provide a formal response to
Mat Parr
16 March
Expected w/c
DHBs about coding issues and what the
22 March
plan is going forward.
Tuesday 16 March
1
Discuss plan for engaging with DHBs to Jo Gibbs, Dale
23 March
Update 23
next steering group
Bramley, Chris
March
Fleming
2
Bring a plan for managing
Geoff Gwyn
23 March
Update 23
misinformation to next steering group
March
3
Organise for John Walsh to give Ashley Paul Giles
23 March
Complete
a briefing on the DPMC campaign.
4
Provide Governance Group next week
Mat Parr
23 March
In progress
with certainty about ability to scale and
timeframes for critical milestones.
5
In the first column in the service delivery Matt Jones
23 March
In progress
models document, include another
definition of Iwi that applies to urban
populations alongside
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Whānau/Hapu/Iwi.
6
Include a paragraph on ethnicity in the
Casey Picket
23 March
Complete
underlying health conditions paper,
including the approach to equity and
risk measures.
7
Inform Ministers that we are unlikely to
Jo Gibbs
23 March
Complete
be able to report on the vaccination
rates for people with underlying health
conditions.
INFORMATION
RELEASED UNDER THE
OFFICIAL
Page 103 of 116
Document 3
Minutes
COVID-19 Vaccine and Immunisation Programme Steering Group
Date:
Tuesday, 23 March 2021
Time:
4.45 pm – 6:45 pm
Location:
1N.3
Chair:
Dr Ashley Bloomfield; Sue Gordon (from 5.55 pm)
Members:
Sue Gordon, Maree Roberts, Dr Dale Bramley, Stephen Crombie, Chris Fleming,
Shayne Hunter, Jo Gibbs, Dr Ian Town, Dr Caroline McElnay; Deborah Woodley
Attendees: Joe Bourne, Matt Jones, Astrid Koornneef, Colin MacDonald, Mat Parr, John Walsh,
David Nalder
Apologies: John Whaanga
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Secretariat Carol Hinton
Support:
#
Agenda Item
1.
Introduction and minutes
The Director-General apologised for the delayed start to this meeting (originally scheduled for
4.30 pm start), caused by the attendance by several members of the Steering Group at a
meeting immediately prior with Minister Henare.
Dr Bloomfield advised that he would need to leave the meeting to meet a commitment at
6 pm. He outlined the four priority areas he wished to cover before leaving:
INFORMATION
• Update on DHB roll-out (agenda item 5)
• Critical path – and assurances re achievement of this (agenda item 8)
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• Vaccinator workforce – expansion and deployment (agenda item 13)
• Communications (agenda item 10)
These items are numbered 2-5 below in the order of consideration.
Dr Bloomfield confirmed that Sue Gordon would act as Chair following his departure.
Minutes of the previous meeting on 16 March 2021, and the action tracker, were not
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considered at this meeting.
Action 1: At the next meeting on 30 March 2021, move for agreement to the minutes of
meeting held 16 March 2021.
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Document 3
Run
2.
Standard item - Update on DHB rollout
2.1
DHB rollout planning (Jo Gibbs)
• Last week (ending 21 March), DHBs provided their rollout plans to the end of March,
and this week are submit ing plans to the end of April in line with the modelling to ramp
up locations and move through the sequencing framework.
• Roll-out in East Tamaki and Waipareira is expected to be in place by 3 April, following
resolution of legal and landlord issues.
• Overall national delivery by DHBs is close to the target, however, solid performance by
some larger groups (e.g. NZ Defence Force and Auckland DHB) is a key factor in this
overall picture. MOH is providing tailored support to DHBs that require assistance with
roll-out to ensure this is a focus from executive leadership downwards.
• We are aware of strong interest including by Minister re DHB performance at detailed
level.
Action 2: Jo Gibbs to phone CEOs of DHBs that have not provided plans, or are not
meeting their roll-out plan targets if required.
2.2
Booking system / coding issues
(Astrid Koornneef)
Paper considered: Identification and booking of border worker household contacts
Online booking system:
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• MOH is working with the NRHCC to address some elements of the Auckland system
that have hindered about 5,000 people from booking their vaccination online.
• Work continues on ensuring that the national booking system and other supporting
technology is ready for Phase 2 rollout.
• A Pulse survey is being used to help to identify the barriers for people not turning up
for their vaccination bookings.
Border worker household denominator:
• The denominator for border workers and families is still not defined even though we
know details for over 90% of the workforce. This is needed to clarify the likely number
of household contacts qualifying for early vaccination. The D-G emphasised the
importance of the right people getting the vaccine at roll-out and noted a concern that
this could create a lack of confidence in the project.
• Use of organisations such as the Employers and Manufacturers’ Association and the
INFORMATION
MBIE cal centre to assist with outbound calling to employers was discussed. The
D-G confirmed his willingness to call wider colleagues on this.
RELEASED UNDER THE
Action 3: The D-G requested a group be established which is dedicated to identifying
the denominator numbers.
3.
Critical Path (Matt Jones, Mat Parr)
Objective: deliver about 50,000 doses per day across New Zealand from 1 July.
Paper considered: Critical path summary.
OFFICIAL
Matt Jones and Mat Parr explained the critical path. Four blocks of work are needed to
achieve this.
• Engagement campaign
• Establishment of system-wide delivery capacity
• Operating model in place
• Logistics and distribution
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The targeted access approach wil change as we move to open access. The move to 10,000
per day is quite quick but progression after that is slower.
• We know that 40% of the population wil need little intervention to get their vaccine.
However, a disproportionate effort is required for the rest (this also reinforces
importance of getting the denominator right –
see No.2 above).
Questions and suggestions about the critical path were raised for discussion:
• The importance of being able to give the Government absolute confidence in rollout
was acknowledged.
• Dr Bloomfield noted the critical path showed the pathway to full scale, but not the
pathway to move to ~10,000 vaccinations per day.
• Clarification is required on the links between real activities and the sprints – these
need to feed into the critical path (Colin MacDonald). Suggested that ideally there will
be a single critical path which is clearly annotated.
• Noted that because of the new and uncertain nature of this, many DHBs were seeking
permission for actions that were actually within their jurisdiction. It was important that
the centre not be too prescriptive. It was noted that decisions about the types of
events and the location of sites were for the DHB, with strong support from MOH re
delivery of vaccines and the supporting national capability that needed to be in place
to enable certain types of events.
Action 4: Update the critical path for the Governance Group session on Friday 26
ACT 1982
March, particularly to show the volume change over time and the number of sites of
which type would need to be in place over time ahead of 1 July.
Vaccinator Workforce
The demand for vaccinators continues to grow as roll-out progresses. Feedback from DHBs
is that they often experience difficulties identifying resources through the surge database.
Several initiatives are under way to increase the size of the vaccinator workforce and help
DHBs to do conversions, including:
• Reviewing how the workforce surge database can be better utilised to ‘screen’ those
on the database and enable DHBs to more readily locate suitable candidates.
Aligning skillsets by DHB region is also being explored.
• Investigating further opportunities to deploy new worker/vaccinator solutions. The
Ministry is actively working with other organisations where staff are already able to
INFORMATION
vaccinate (such as ambulance services) and to also consider non-registered and non-
regulated workforces (such as NZDF, which has 100 people able to vaccinate
RELEASED UNDER THE
although only 25 are registered).
• Ensuring some 2,500 GPs have access to vaccinator training.
Dr Bloomfield noted his keen interest in having vaccination of NZDF personnel completed
as this potentially frees a significant number of vaccinators for wider deployment. He
would like signed, writ en agreements in place to cover this.
Action 5: Fiona Michel to provide an update on expected agreements in place with
NZDF.
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5.
Comms and engagement (John Walsh)
John Walsh, seconded to the DPMC vaccine campaign team from his role at MPI as Director
Readiness and Response, gave an update on comms and engagement for the wider project.
Development of a clear overarching plan is a priority to ensure messaging can be separated
and targeted to the right audiences.
There wil be a dual messaging focus on:
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Document 3
• Informing and engaging with New Zealanders on the benefits of vaccination – i.e. a
‘call for action’ to encourage uptake.
• Operational communications to assist stakeholders e.g. DHBs with supply and
service design.
A stronger focus is needed on engagement with Māori – at a project level this requires
additional resource.
Production of processes, technology, and collateral to support wider rollout will also receive a
stronger focus and requires a dif erent skil set.
Design and build
6.
Funding (Joe Bourne/Simon Everitt)
• Advised that a ‘skeleton’ costing model for a minimum viable product (for DHB SROs)
would be available shortly. This wil be brought to the next meeting of the Steering
Group for consideration. This is based on ‘bottom up’ funding due to the more
expensive nature of the Pfizer vaccine.
• Initial costings were done on ‘fee for service’ but this only works if established sites
used, as there are
• Dr Bloomfield expressed concerns over the timeframe taken to finalise the model. He
noted the need to give the Governance Group confidence in the proposed rollout.
Action 6: Simon Everitt to work to finalise the model and develop approach for
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delivery at next meeting.
7.
Exemptions process
On 22 March 2021, Cabinet approved the criteria for individuals and groups who wil be able
to apply for early COVID-19 vaccinations. These are:
• on compassionate grounds;
• for reasons of national significance;
• consideration of the level of risk that travellers wil be exposed to COVID-19 in the
destination country.
A short update on planning for implementation was provided, noting this wil open from 31
March and the existing interregional travel exemptions team and mechanisms wil support
this, but wil require additional resourcing.
INFORMATION
8.
Delivery status and risks
Paper considered: COVID-19 Vaccine and Immunisation Programme – status report including Risk
RELEASED UNDER THE
and Issue summary – 23 March 2021
Discussion:
• Everyone must be on the same page regarding delivery so that all programme work
supports the critical path.
• Sue Gordon noted that the Steering Group must be able to assure re delivery to the
critical path. She asked project managers if they were all clear on the products that
will support delivery against the timeframes. She noted this was critical so that the
OFFICIAL
Governance Group had confidence and would in turn assure Ministers and the Prime
Minister.
• Joe Bourne strongly emphasised the importance of a single, agreed critical path. It
was important that we were not swayed to make alternative decisions e.g. about
sequencing, even if the proposed new group was small. Small groups required
disproportionate effort to bring in. This was endorsed by Sue Gordon, who also noted
the challenge of balancing the sometimes dif ering interests of five Ministers.
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• Sue and Colin noted the potential role of the Governance Group in helping to address
these balancing challenges should they arise.
• Stephen Crombie noted that there appeared to be a lot of risks and a low probability of
delivery and this has been the situation for some time. There needs to be a simple
and clear plan showing how ‘what wil be delivered’ meets the roll-out schedule, along
with mitigation actions for those risks to give the plan meaning.
• Sue Gordon asked David Nalder (?) to pull out the actions in the paper that address
the risks in the critical path and make that clear.
Action 7: Mat Parr to follow-up with pil ar leads and delivery leads to ensure absolute
clarity of the products that will be delivered to support timeframes in the critical path.
Action 8: David Nalder to highlight actions in the paper that address the risks in the
critical path.
9.
Logistics – Distribution and inventory management (Ian Costel o)
Paper considered - Approval in principle: For Distribution and Inventory Management of Vaccine
The Ministry is working with DHBs to develop a flexible ‘hub and spoke’ distribution model.
The objective is to be able to respond quickly to variations in demand for the vaccine, service
all vaccination site models and maximise vaccine availability to support widespread uptake.
The model wil involve establishing local hubs within DHBs which wil manage flow and
provide ‘live’ reporting. Contracts wil be required for storage and transport in areas where no
ACT 1982
local hub can be established. More detail on how this would work in practice wil be available
in about a fortnight when Medsafe has made its decision on vaccine storage at -20C and we
have a better understanding of DHB capacity.
10.
Any other business
• No Ministers’ meeting this week.
• Items to be carried to the next meeting:
o Plan for managing misinformation
o Update on written consent
Item
Action
Who
Due date Status
Tuesday 2 March
INFORMATION
4
Clear narrative of the equity focus by
Ana Bidois
9 March
Complete
next week, reinforcing the messaging
RELEASED UNDER THE
that everyone needs to get vaccinated
for the programme to succeed.
11
Mat to connect with Dale about getting a Matt Parr / Dale 9 March
Workshop
joint team to work on contingency
Bramley
with
planning.
Andrew Old
completed;
paper due
OFFICIAL
30 March
Tuesday 8 March
2
MoH to provide a formal response to
Mat Parr
16 March
Expected
DHBs about coding issues and what the
w/c 22
plan is going forward.
March
Tuesday 16 March
Page 108 of 116
1
Discuss plan for engaging with DHBs to Jo Gibbs, Dale
23 March
Update 23
Document 3
next steering group
Bramley, Chris
March
Fleming
2
Bring a plan for managing
Geoff Gwyn
23 March
Deferred -
misinformation to next steering group
Update 30
March
4
Provide Governance Group next week
Mat Parr
23 March
Complete
with certainty about ability to scale and
timeframes for critical milestones.
5
In the first column in the service delivery Matt Jones
23 March
Complete
models document, include another
definition of Iwi that applies to urban
populations alongside
Whānau/Hapu/Iwi.
Tuesday 23 March
1
At SG on 30 March 2021, move for
Chair
30 March
In progress
agreement to the minutes of meeting
held 16 March 2021.
2
CEs of DHBs that have not provided
Jo Gibbs
30 March
Complete
plans, or are not meeting their roll-out
plan targets to be contacted if required.
3
A group to be established which is
Mat Parr
6 April
In progress
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dedicated to identifying the denominator
numbers.
4
Update the critical path for the
Matt Jones
26 March
Complete
Governance Group session on Friday
Shayne Hunter
26 March, particularly to show the
volume change over time and the
number of sites of which type would
need to be in place over time ahead of 1
July.
5
Secure writ en agreements with NZDF
Fiona Michel
6 April
In progress
on the use of their workforce following
completion of their programme
6
Finalise the model and develop
Simon Everit
30 March
In progress
approach for delivery at next meeting.
INFORMATION
7
Pil ar leads and delivery leads to ensure Matt Jones
30 March
In progress
absolute clarity of the products that wil
RELEASED UNDER THE
Mat Parr
be delivered to support timeframes in
the critical path.
8
Risk paper to identify risks and actions
David Nalder
30 March
In progress
that address the risks in the critical path
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Document 3
Minutes
COVID-19 Vaccine and Immunisation Programme Steering Group
Date:
Tuesday, 30 March 2021
Time:
4.30 pm – 6:30 pm
Location:
1N.3
Chair:
Dr Ashley Bloomfield;
Members:
Sue Gordon, Dr Dale Bramley, Stephen Crombie, Chris Fleming, Shayne Hunter, Jo
Gibbs, Dr Ian Town, Dr Caroline McElnay; Deborah Woodley
Attendees: Astrid Koornneef, Matt Jones, Colin MacDonald, Stephen Crombie, Mat Parr, John
Walsh, David Nalder, Fiona Michel, Wendy Il ingworth, Rachel Haggerty
Apologies: Joe Bourne, Maree Roberts
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Secretariat Isabel Cockburn
Support:
#
Agenda Item
1.
Introduction and minutes
The minutes from the previous meeting on 23rd March 2021and meeting on 16th March were
approved.
Ashley went through the action tracker from last meeting.
INFORMATION
Action 1: Talk to CEs about Easter plans at 6:30pm meeting
2.
Programme status and risk report (Mat Parr, David Nalder)
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2.1 At governance group there was a discussion around the differences between design and
build and build elements of the programme, a desire was articulated to bring the two together
and consolidate a programme plan across the board. Creating a PMO team perspective with
unified view linked to milestones. Going forward steering group can get status reports linked
into those milestones. Aim is to get a fully consolidated reporting plan with a DHB view as part
of forward planning to see if, as a system, targets are being hit. DG asked about what a single
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programme combining design and run, looks like in terms of organisational structure and
accountabilities?
Jo Gibbs thinks we need to be clear that DHBs have the depth of plans they need across
design and run. Sue Gordon would want policy capability included in discussion as there is
still a significant body of policy work required. Rachel Haggerty highlighted the short
timeframe for DHBs to create plans.
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Action 2: Have a strawman plan created by 7th April, in time for governance group on
Friday 9th April
2.2 David covered how risk update has evolved to top risks and a broader view of inherent risks:
• He supported the need for alignment across programme, risk reporting will overlay
milestone integrated plan and help monitor risks and support mitigations.
• He has updated the way top risks are expressed to reflect how things have changed
over the past week and is working on providing clarity and programme symbiosis
around top risks. Updates highlight broader risks that overlay across the programme,
which tie into most of the papers presented today.
• The sector are engaging on risks through pil ar and engagement leads which feed
back to David
• Ashley brought up inherent risk of aggregate risk of the media and how critical the
media wil be in maintaining confidence, or not.
There was a discussion on clinical issues and quality assurance issues given the number of
Service delivery models and gave the example of if sites could go live without appropriate
quality assurance.
• There is piece of work being done in service design on site readiness. Currently
working through issues around pop ups and mobile sites requiring a review at every
new site. Juliet has picked up on practises from the UK.
• There is a readiness assessment in the handbook but proper clinical governance
should be implemented both locally and nationally.
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• Caroline McElnay reported that Juliet is drafting a paper on quality safety, DHBs
should have a technical advisory group set up but this shouldn’t be assumed and
should be made a requirement.
Action 3: Follow up next week on ensuring project local clinical governance
arrangements in place, and feedback on Juliet’s work.
• Lack of an accountability framework is a known gap in the programme
• What is the accountability framework across the range of providers as we scale up,
this needs to be mapped into the critical path.
Run
3.
Standing item on science and technical advice through CV-TAG (Dr Ian Town)
INFORMATION
3.1
Quite a lot of what Jo Gibbs has asked for been signed out and moved to implementation. Still
working on the 2/4 week stand down after flu/MMR vaccination, there has been a media
RELEASED UNDER THE
enquiry, Ian to discuss further with Caroline.
• Need clarity from an operational POV, this becomes a challenge w EVA
• Immunisation comms went out today which highlighted that COVID is the priority,
need to make sure that is mirrored by the COVID programme.
• Ashley would like a fortnightly update on website, publishing science publicly. This will
need to interface with comms.
• MOH will invite DHBs to work in partnership on population immunity but Ashley
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assured this is not about a percentage number and we cannot have pockets of
unvaccinated people.
Changes to cold chain vaccine requirements
• MOH has adopted advice that the vaccine can spend 5 to 20 days at -20 and may be
refrozen. Work is needs to be done on logistics as wastage is a consideration. Jo will
get a timeframe but it won’t be in ops guide this week.
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Action 4: CV-TAG to provide advice on use of vaccine in any scenario whether it is
alongside the use of flu, MMR, prophylactic etc. Population immunity is joined up work,
wholly dependent on successful vaccination programme.
Action 5: Proposal to put out science publicly, this needs to be signed out through
comms and public health. Putting out raw info could be counterproductive.
4.
Standing item on run and early vaccine access application and approval process (Jo
Gibbs and Astrid Koornneef)
• Jo Gibbs has had positive conversations with RAMS and SROs on how work
effectively on the codesign process and bring DHBs in earlier to integrate but clear
accountability wil be necessary. She expects to land this work in the next few days.
• There is concern about DHBs not delivering on numbers in plans, with Easter
weekend vaccinations falling well short of the model.
The issues have been identified as;
• Workforce issues around vaccinator availability, raw numbers look good but many are
not FTE, i.e. they may have limited availability
• Jo is having conversations with vitality and MedPro about which vaccinators they can
release back to DHBs in the next few weeks.
• Non-vaccinator workforce, particularly admin as they are currently running manual
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booking systems. Jo has contacted Healthline and Andrew Slater about providing
resourcing.
• DHBS are struggling to book numbers to escalate. Some DHBs have been asking for
specific help, members of the team doing site visits in Wanganui and Canterbury.
Astrid gave more specific details on numbers
• Model numbers set at 39k, DHB plans make provision for 31k. This is part of an
ongoing conversation about how we support them to get numbers up.
• Next plans coming in after Easter, Jo and Astrid wil be meeting with SROs, leads and
CEs to get deeper understanding of plans.
• Inventory orders show a 30% shortfall on DHB plans and 40% shortfall on model, it is
not possible to close that gap but they are working to narrow it.
• Risk is going further down into programme i.e. winter flu, staffing, critical capacity in
INFORMATION
ED. CVIP needs to be priority.
• Rachel Haggerty brought up national vs local deliverables. Nationwide system
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availability and decision-making needs to line up with DHBs. Jo Gibbs stated that
rebasing wil be a difficult conversation; how can we know potential plans will be
delivered.
Paper considered: Early Vaccine Access Application and Approval Process
• We need a mechanism in place for EVA as soon as possible.
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• It was anticipated that regional transport exemption system would support this, but it is
insufficient.
• Interim process will be manual email case-by-case and wil be in place for about a
week. Working securing on surge capacity from the Ministry of Justice.
• Criteria for compassionate EVA is tight, sports exemptions will be easier to manage.
• Expecting surge, need to ensure everyone in MOH knows where to steer. There is
only a week turnaround due to vaccine schedule.
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5.
Update on privacy and assurance in light of Canterbury DHB privacy incident (Matt
Lord, Michael Dreyer, Geoff Gwyn)
Paper considered: IT Security Incident – CDHB – 26 March 2021
• Canterbury is looking at new options to get by that are not paper-based.
• The Ministry team have gone to DHBs to find out if they are using implicated system,
all booking systems used by DHBs will have to be security checked.
• MIQ system being checked again.
• Team has prepared advisory notice and is sending out further guidance.
• National system wil be checked before release.
• There is no evidence of malicious infiltration, however investigations wil take place, an
official letter has been sent to vendor.
Action 6: Set expectations on who DHBs should be using for booking systems
Design and build
6.
Operational contingency planning in the event of an outbreak (Mat Parr, Andrew Old)
Paper considered: Contingency planning in an outbreak scenario There was a workshop session in Auckland that pulled together discussion paper seeking
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steer.
• Time period consideration: this planning is only relevant up until June/July before
general population is vaccinated.
• If there is an outbreak, workforce will pulled into contact tracing, and it is likely an out-
of-region workforce will need to be utilised which is a planning consideration. MOH
must be cognisant of planning load on DHBs.
• Andrew brought up the considerations around physical sites which would need to
established similar to testing infrastructure, that can stand up quickly.
• Quite a dynamic issue that we will have revisit regularly. Regular planning can also
inform scenario 2 and 3.
• Ring vaccination may be stil required, on a small scale. Need agility in outbreak
scenario. Discussion was had around whether planning be focused on ring vaccination
as more likely scenario, stil likely to need surge workforce. Look at sites and
infrastructure set up now, bring in capability for response.
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Action 7: Focus planning on most likely scenario i.e. ring vaccinating
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7.
Comms and engagement update (John Walsh)
Paper considered: Communications and engagement support for COVID-19 vaccine rollout
John gave a brief update on staffing, they are onboarding in excess of 20 new staff into the
team to produce necessary collateral and support the national campaign.
• Additional resources wil also support sector comms and engagement, particularly to
clarify timings of vaccine rollout and where responsibilities lie within the sector.
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National campaign is advancing well. Planning to launch week beginning 19th April and it will
be a significant presence in the market.
8.
Disability Communications Campaign Funding (Ray Finch)
Paper considered: Disability Communications Campaign Funding
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• There is a need for a codesign process with the comms team for targeted audience,
this wil align and land well with programme equity approach.
• John Walsh has engaged with the paper and is supportive, has resources standing by
to support.
• Ashley wants clarity on shared governance with DPOs to ensure accountability and
alignment with broader comms.
• Ray assured that disability comms will include learning disabilities and mental health.
Action 8: Funding agreed in principle, Ray to work with John Walsh and DHBs/ DPOs
on co-governance and utilisation.
9.
Workforce resourcing update (Fiona Michel, Jo Gibbs)
Paper considered: Workforce strategy and plan.
Fiona gave an update on key issues and gave a summary of forecasting:
• Design and build team have been working on forecasting how many people are
theoretically required, now work must be done on how that matches to available
workforce.
• Piece of work ongoing around codifying population of workforce and progress through
training, surge database etc and where they are.
• Aim to have weekly/ regular report from DHBs on workforce. DHBs have done
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elements of this planning already, plan is to pull that work first, reconciliate it and work
on a template and reporting process based on existing plans.
• Confidence workforce is progressing well, there is data and engagement, and is on
the path to routine reporting.
• She highlighted process map for database but needs technical resources to build it.
• Planning done on how to secure contingent workers, have had discussions with
providers, i.e MedPro and SROs about building a bank of vaccinators
• There are concerns across the sector about workforce poaching, wil have to work on
getting an exemption process for procurement. Ashley assured that this process can
be expedited.
Next step is to get monthly plans and contracts in place, continuing to build workforce
team and working on the non-regulated training programme.
• She gave assurance that have enough people in NZ to complete vaccination
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programme we just need to corral and organise them.
• Caroline brought up that there are a number authorisation issues to work through but
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they not insurmountable.
• A lot of good traction this week from Ras.
Action 9: Fiona to work on getting contracts in place and give information to DG by
end of the week
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Approach to managing misinformation (Mat Parr)
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Paper considered: Resilience to Mis/disinformation.
Work is underway from all-of-government, the normal MOH approach to misinformation is
relatively passive:
• Discussion focused on question of if MOH should take a more proactive approach, it
was decided this issue needs more consideration and work as it would set a
precedent, not just in MOH but across all government departments.
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• Will use international learnings from immunisation misinformation.
Action: Look at international policy on vaccine misinformation and have discussion
with comms and other government agencies.
11.
Any other business
• Funding to be discussed offline
Item
Action
Who
Due date
Status
Tuesday 23 March
1
At SG on 30 March 2021, move for
Chair
30 March
Complete
agreement to the minutes of meeting held
16 March 2021.
2
CEs of DHBs that have not provided plans,
Jo Gibbs
30 March
Complete
or are not meeting their roll-out plan targets
to be contacted if required.
3
A group to be established which is
Mat Parr
6 April
Complete
dedicated to identifying the denominator
numbers.
4
Update the critical path for the Governance
Matt Jones
26 March
Complete
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Group session on Friday 26 March,
Shayne Hunter
particularly to show the volume change over
time and the number of sites of which type
would need to be in place over time ahead
of 1 July.
5
Secure written agreements with NZDF on
Fiona Michel
6 April
Complete
the use of their workforce following
completion of their programme
6
Finalise the model and develop approach
Simon Everitt
30 March
Complete
for delivery at next meeting.
7
Pil ar leads and delivery leads to ensure
Matt Jones
30 March
Complete
absolute clarity of the products that wil be
Mat Parr
delivered to support timeframes in the
critical path.
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8
Risk paper to identify risks and actions that
David Nalder
30 March
Complete
address the risks in the critical path
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Tuesday 30 March
1
Talk to CEs about Easter plans at 6:30pm
Chair and Sue
30 March
Complete
meeting
Gordon
2
Have a strawman plan for integrated
Mat Par
7 April
In progress
programme created by 7th April, in time for
governance group on Friday 9th April
3
Follow up on ensuring local clinical
Ian Town
In progress
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governance arrangements are in place, and
feedback on Juliet’s work.
8 April
4
CV-TAG to provide advice on use of vaccine Ian Town
6 April
In progress
in any scenario whether it is alongside the
use of flu, MMR, prophylactic etc.
5
Proposal to put out science publicly, this
Ian Town
6 April
In progress
needs to be signed out through comms and
public health.
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6
Set expectations on who DHBs should be
Geoff Gwyn, Matt 6 April
In progres
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using for booking systems
Lord, Michael
Dreyer
7
Focus contingency planning on most likely
Mat Parr, Andrew 6 April
In progress
scenario i.e. ring vaccinating
Old
8
Funding agreed in principle, Ray wil work
Ray Finch
6 April
In progress
with John Walsh and DHBs/ DPOs on co-
governance and utilisation.
9
Fiona to work on getting contracts in place
Fiona Michel
1 April
In progress
and give information to DG by end of the
week
10
Look at international policy on vaccine
Mat Parr
6 April
In progress
misinformation and have discussion with
comms and other government agencies.
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Document Outline