Selecting The Proper LIMS
A Systematic Approach To Guarantee A
Successful Implementation
Robert Walla
Astrix Technology Group
New York . West Palm Beach . Boston . Philadelphia . Kansas City . Los Angeles
1
www.astrixtechgroup.com
NEMC 2011
Why Do We Need A Systematic Approach
To Select A LIMS?
2
NEMC 2011
Major Life Purchases
 Automobile
 House
Usually Purchased Based On High Level
Requirements
3
NEMC 2011
LIMS High Level Requirements
 Must Be User Friendly
 Must Operate On Windows
 Must Operate On The Internet
 Must Be Able To Track Samples
 Must Perform QC
 Must Generate Reports
4
NEMC 2011
Requirements
Approximately 100 Commercial LIMS And They All Can
Meet Those High Level Requirements
LIMS Operate At The Granular Level Of The Organization
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NEMC 2011
High Rate Of Failure
50% Of All LIMS Initiatives Do Not Get Fully Implemented,
Do Not Meet User Expectations Or Fail Outright.
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NEMC 2011
LIMS Requirements Decomposition
 Must Be Able To Track Samples
•Does It Track Split Samples?
•How Does It Track Redos?
•Does Each Container Have A Unique Number?
•How Does It Handle Broken Bottles?
•Can The LIMS Record That the Sample Was Not
Received?
7
NEMC 2011
Typical LIMS Evaluation
 Ask A Colleague
 Internet Search
 Attend A Conference
 Invite Vendor To Perform Demonstration
This Approach Only Addresses High Level
Requirements
8
NEMC 2011
LIMS Risk Components
 Under Estimate Configuration
 Vague Integration Requirements
 Data Migration Component
 Unrealistic Schedule
 Lack of Sufficient Budget
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NEMC 2011
LIMS Selection Systematic Approach



Work Process Evaluation and Requirements Analysis
Develop Request for Proposal and Score Results
Vendor Demonstrations and Score Results
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NEMC
Work Process And Requirements Analysis
 Interviews
•
Include All Stakeholder Groups
•
Segment By Functional Area
 Decompose Requirements
 Prioritize
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NEMC 2011
Begin SemiVoa Analysis
or Data
Review
Sequence File
LIMS
Review
Data
Target
System
Yes
Re-Analyze
Sample?
Tune
Instrument
Analyst
Notification
No
Tune Pass?
Create
Control
Charts
Yes
No
No
Pass QC?
Refer To
Data Review
Process
Update Status
Print Charts
Yes
Data Transfer
Calculate
Limits
Run
Calibration
Sample Storage
No
No
Calibration
Pass?
Dispose of
Sample?
Yes
Yes
Sample
Analysis
Discard Sample
Please Describe How Your System Conforms To The Semi-Volatiles Analysis and Data Review Process
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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NEMC 2011
Requirements Matrix
Number
6
6.1
6.2.
6.3.
6.4.
6.5.
6.6.
6.7.
7
7.1
7.2.
7.3.
7.4
7.1.1.
7.1.2.
7.1.3.
7.1.4.
7.1.5.
7.1.6.
Type Priority State
Description
C
1
The LIMS should contain a Calendar with scheduling capabilities
F
1
FN
The calendar should be public to all groups
F
1
FN
The system should allow for individual group calendars
F
1
The calendar should allow for coordinating/organizing sampling schedules FN
F
1
date
The calendar should display projects according to their projected collectionFN
F
1
FN
The calendar should display the project name
F
1
FN
The calendar should display the projected number of samples
F
1
FN
The calendar should display the analyses method
C
1
The LIMS must capture Project/permit information
F
1
FN
The system must capture Project/permit name
F
1
FN
The system must capture the permit number, if applicable
C
1
FN
The system must capture the name of the project manager
C
1
FN
The system must capture the contact information
C
1
FN
Contact name
C
1
FN
Contact phone number
C
1
FN
Contact email (if any)
C
1
FN
Contact web address (if any)
C
1
FN
Fax (if any)
C
1
FN
Cell phone (if any)
13
Vendor
Response
Comments
NEMC 2011
Request For Proposal
 RFP Components
•
Business Overview
•
Organizational Structure
•
Work Process Descriptions
•
Process Flow Diagrams
•
Requirements Matrix
•
Vendor Response Forms
14
NEMC 2010
RFP Evaluation
 Conformance To Requirements (Weighted Evaluation)
 Industry Experience
 Company Profile
 Cost
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NEMC 2011
LIMS RFP Evaluation Score Sheet
Line
Section
Score
1
Item B: Proposer's Questionnaire, Questions 11, pg. 63 of RFP
2
Item B: Proposer's Questionnaire, Questions 13, pg. 63 of RFP
3
Item C: System Requirements Response Form, pgs. 65-156 of RFP
4
Item D: Process Flows, Sample Receipt, D1, pg. 158 of RFP
5
Item D: Process Flows, Volatile Analysis, D2, pg. 159 of RFP
6
Item D: Process Flows, Semi-Volatile Analysis, D3, pg. 160 of RFP
7
Item D: Process Flows, Air Analysis, D4, pg. 161 of RFP
8
Item D: Process Flows, Metals Analysis, D5, pg. 162 of RFP
9
Item D: Process Flows, Wet Chemistry, D6, pg. 163 of RFP
10
Item D: Process Flows, Toxicity, D7, pg. 164 of RFP
11
Item D: Process Flows, Microbiology, D8, pg. 165 of RFP
12
Item D: Process Flows, Ocean Assessment, D9, pg. 166 of RFP
13
Item D: Process Flows, Process Control, D10, pg. 167 of RFP
14
Item E: Vendor Product Information, Current Products,
Configuration and Migration Path, pgs. 168-169 of RFP
15
Item E: Vendor Product Information, Support and Updates, pgs. 170-171
of RFP
16
Item E: Vendor Product Information, System Implementation, pg. 173 of
RFP
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NEMC 2011
Product Demonstration
 Demonstrate How System Conforms To
Requirements and Workflows
 Not A Sales Demonstration
 Standardize Demonstration Using Custom
Demonstration Scripts
•
Vendor and Product Overview
•
Demonstration Data
•
Demonstration Tasks
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NEMC 2011
Functional Business Area: Project Creation
Demo Script No.: 2
Description:
Demonstrate how to create and modify a project.
Demonstrate how to create bottle kits, labels and Chain-of-Custody forms.
Demonstrate how to create ad hoc sampling events.
Ste
p
Req. #
Requirement Description
Evaluation Comments
1
N/A
Prior to the demonstration date, enter the information described in
Section 4.1.
2
4.5
Add a sample location described below to the existing project named
“Hyperion NPDES”:
Location: Location C
Client Contact: Mark Client
Composite Sample Collection Date: 7/13/07
Project Manager: Mas Dojiri
Date Due: Default TAT
Add the same parameters and associated data to this sampling
location that have been previously added to the other locations
(Aluminum, Beryllium, Cadmium).
3
4.5,
4.8,
4.9
Modify the schedule of the “Hyperion NPDES” project based on the
information below:
Location: Location C
Parameter: MBAS
Sampling Frequency: Monthly
4
1.3
Print a bottle list kit for the “Hyperion NPDES” project.
5
N/A
Change the bottle lot numbers to reflect the current lot in the “Hyperion
NPDES” project.
6
7.1
Print the bottle labels for the “Hyperion NPDES” project. Labels should
include individual bottle tracking information.
7
6
Print the Chain-of-Custody forms for the “Hyperion NPDES” project.
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NEMC 2011
Demonstration Do’s and Dont’s
 Schedule Enough Time
 If You Don’t See it - Ask
 Keep To The Scripts
 The Goal Is Not To Trick The Vendor
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NEMC 2011
Cost Analysis
 Compare Apples To Apples
 Licenses
 Services
 Support
 Cost Should Include All Demonstrated
Functionality
Level of Effort Must Make Sense
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NEMC 2011
Summary
LIMS Implementations Are High Risk
A Systematic Approach Will Reduce The Risk
An Experienced Partner Can Assist With
Implementing A Systematic Approach
Results In The Selection of the Proper LIMS With
A realistic Schedule and Budget
21
Questions
New York . West Palm Beach . Boston . Philadelphia . Kansas City . Los Angeles
22
www.astrixtechgroup.com