Michael S. Zachowski, Robert D. WallaAstrix Technology Group

1090 King Georges Post RdEdison, NJ 08837

A Successful Approach to a LIMS Upgrade In A Public Wastewater Utility Laboratory

AbstractAbstractUndertaking a Laboratory Information Management System (LIMS) upgrade takes considerable resources that are often underestimated by the client. In addition to the obvious license and support costs, most commercial off the shelf (COTS) products will require customization and/or configuration to meet a client’s specific requirements and work flows. If these are not documented and compared to the base functionality of the COTS LIMS prior to the installation, it is unlikely that adequate resources will be allocated and the project will fall short of its objectives.

 

AbstractAbstract This paper will present a case study of a LIMS assessment and

upgrade in a public sector wastewater utility laboratory network. The client had an existing COTS LIMS that was no longer supported by the manufacturer and did not meet the ever-increasing needs of the user. In order to successfully upgrade to a new COTS LIMS product, requirements (functional, technical, business) were collected, segmented and prioritized. Use case scenarios were created and incorporated with the requirements into a system specification. The specification will be provided to pre-qualified potential COTS LIMS vendors via a Request for Proposal. After short listing, vendors will be required to perform an onsite demonstration using Astrix supplied demonstration scripts. This approach will provide the client with a better assurance that the selected product will meet the organizational requirements as defined in the system specification.

 

Utility LIMS UpgradeUtility LIMS Upgrade Project ObjectivesProject Objectives

Purchase Of a COTS LIMS Implement At Multiple Locations Integration Of Analytical Instruments Interface With Existing Data Systems

Stakeholder GroupsStakeholder Groups

Laboratory Stakeholderso Sample Receiving

o Sample Preparation

o Organic Analysis

o Metals

o Wet Chemistry

o Process Control

o Biology

o Microbiology

o Research Group

Stakeholder GroupsStakeholder Groups

Non-Laboratory Stakeholderso Quality Assurance

o Information Technology

o Plant Operations

o Ocean Assessment Group

o Sampling Group

o Lab Management

o Regulatory Reporting

o Industrial Waste

o Monitoring Group

Existing Utility SystemExisting Utility System

Plant Operations Database Toxicity Database Industrial Waste Pretreatment Information Management System

(PIMS) Enterprise Reporting System

“Implementing An Information Management System In A Laboratory Is Like Changing The Tires On A Car Traveling 100 mph”

— Author Unknown

LIMS Risk ComponentsLIMS Risk Components

60% of IT Projects Are Cancelled Prior To Implementation Many Systems Never Get Implemented Due To Functional,

Time and Budget Constraints Customization And Integration Requirements Underestimated Unrealistic Schedule And Budget Estimates Risk Management Plan Not Well Established No Formal Process In Place to Select and Implement LIMS

Astrix Technology Process ApproachAstrix Technology Process Approach

Business Case Preparation Collect and Organize User Requirements Development of Functional Specification Request For Proposal Evaluation of Vendor Responses (GAP Analysis) Configuration/Customization/Integration Validation And Testing Life Cycle Planning and Maintenance

Onsite Requirements Meetings Include All Stakeholder Groups User Focus Groups Story Boarding

Requirements AnalysisRequirements Analysis

Collect Detailed User Requirements Iterative Process Segment and Prioritize

o Priority 1 – Critical To Work Processo Priority 2 – Improves Work Processo Priority 3 – Nice To Have

Decompose To Level 2-3

Requirements AnalysisRequirements Analysis

Requirement Types

Functional Requirements Technical Requirements Security Requirements Regulatory Requirements Business Requirements

System Specifications

Description Of Processes and Procedures System Requirements Process Flow Diagrams Suggested Workflow Changes (if applicable)

Interface Design Report Design System Architecture System Topology Security Model

Standards and Tools

LIMS Selection Protocol

“Roadmap” Of the Selection and Evaluation Process Description Of Each Phase Define Roles and Responsibilities Evaluation Criteria Project Plan

Generate Request For Proposal (RFP) Distribution To Pre-Qualified Vendors Analysis of Vendor Responses Shortlist Vendors Vendor Demonstrations Demonstration Evaluation GAP Analysis Identify GAP’s That Are Showstoppers GAP Option Analysis Cost Analysis and Purchase

Vendor Evaluation and Selection Vendor Evaluation and Selection ProcessProcess

Request For Proposal

Developed From System Specifications Sent To Pre-Qualified Vendors Provide Information on Company, Product and

Services Develop Vendor Shortlist

Request For ProposalComponents

Business Overview Organizational Structure Work Process Descriptions Process Flow Diagrams Requirements Matrix Vendor Response Forms

Proposal Evaluation

Requirement Priority/Response Matrix Evaluation Conformance To Current Workflow Architecture/Topology Compatibility Company Profile

o Response To Solicitation

o Industry Experience

o References

o Support Services

Cost Analysis

Product Demonstration

Demonstrate How System Conforms To Requirements and Workflows Not A Sales Demonstration Standardize Demonstration Using Demonstration Scripts

o Outline Tasks To Be Performed

o Standard Demonstration Data

Demonstration Evaluation

Conformance To Test Scripts Scoring Criteria

Conforms Workaround Available

Non-Conformance

GAP Analysis

Evaluate GAPS Prioritize GAP Options Analysis

o Specifications

o Cost Analysis

Vendor Recommendation

Results Of Product Demonstration GAP Analysis Results Cost Analysis

LIMS Purchase

Contract Negotiations Payment Schedule Source Code Escrow Agreement Maintenance Agreement Warrantee

Benefits Of A Systematic ApproachBenefits Of A Systematic Approach

Capture All User RequirementsCapture All User Requirements Assures that the LIMS is selected based on Assures that the LIMS is selected based on

Requirements not featuresRequirements not features Consistent evaluation criteria applied to all Consistent evaluation criteria applied to all

productsproducts Reduces the risk associated with the purchase of a Reduces the risk associated with the purchase of a

LIMSLIMS

For More Information, contact:

Astrix Technology Group

1090 King Georges Post RdSuite 604Edison, NJ 08837732.661.0400www.astrixsoftware.com