Laboratory Information Management System LIMS Replacement Project Jayne

Laboratory Information Management System (LIMS) Replacement Project Jayne Joy October 19, 2016 | emwd. org

EMWD Laboratory Overview Laboratory Division • The Laboratory performs the analytical testing for all of EMWD’s water, recycled water, and wastewater facilities • The Laboratory experiences an annual increase in testing at a rate of 4. 8 percent due to facility expansions and new requirements • A Laboratory Information Management System (LIMS) is necessary to manage the large volume of data • The Laboratory currently utilizes Chem. Ware as its LIMS Laboratory Annual Production 19, 872 Samples/Year 100, 145 Tests/Year 6, 450 Outside Lab Tests/Year 2 | emwd. org

Current LIMS Chem. Ware LIMS Used Since 2009 Too much effort • Requires one full-time LIMS Administrator • Requires one full-time Lab Analyst for Sample Receiving • Complexity requires most changes to be completed by LIMS vendor Too few benefits • Cannot pre-log in routine sampling • No tracking of regulatory testing requirements • No tracking of standards, reagents, supplies, training, or instruments • No ability to compare results to regulatory limits • Minimal ability to automate management functions 3 | emwd. org

LIMS Replacement Selection Process Study and Request for Proposal (RFP) • Csols Inc. , a consultant specializing in Laboratory Informatics, was hired to evaluate Laboratory workflow processes and develop an RFP to replace LIMS with specific performance criteria RFP Evaluation • • • Five vendors selected by Csols Inc. to respond to RFP Three vendors were short-listed to demonstrate their product Vendors were provided EMWD data and Scripts for their demonstrations Two vendors received highest scores References checked - Lab. Ware LIMS is recommended Lab. Ware LIMS meets 332 of 341 EMWD specifications 4 | emwd. org

LIMS Replacement Lab. Ware LIMS demonstrated the following benefits: System is simpler and more automated, will save about 0. 5 person/year Pre-log in of testing is allowed, prevents unauthorized removal of tests, and tracks regulatory requirements Samples will have unique numbers starting at sample collection; meet new requirement by the State Requires little to no customization or use of supporting software; Lab. Ware requires only three applications replacing the 13 existing applications Readily creates routine and ad-hoc reports Electronic data from contract laboratories can be imported into the LIMS Out-of-specification notifications are automatic and reporting results is more efficient System improves the interfaces with all 20 laboratory instruments Reduced annual support contract costs 5 | emwd. org

Estimated Project Implementation Costs Tasks 1 2 3 4 5 6 7 8 9 10 11 12 6 | emwd. org Description New LIMS Software License Statistical Quality Control Charting Software License Vendor Technical Support Fee Training Implementation Services LIMS Data Migration Report Development SQL Server Database License Nu. Genesis Electronic Document Migration Quality Assurance Analyst Integration Developer DBA Support Total Project Cost: Estimated Cost $83, 400 $11, 030 $4, 000 $10, 800 $272, 000 $32, 000 $8, 000 $3, 500 $25, 000 $34, 000 $55, 000 $15, 000 $553, 730

Recommendation Approve and authorize the replacement of Laboratory Information Management System (LIMS) as follows: 1. Authorize the General Manager to execute an agreement with Lab. Ware for the purchase of LIMS software licenses and professional services in an amount not to exceed $449, 730; 2. Approve a total appropriation of $553, 730 for the LIMS replacement project; and 3. Approve an increase of $400, 730 in the Operating Fixed Assets budget from $153, 000 to $553, 730, which includes software licenses, professional services, internal staff labor and project contingency funds. 7 | emwd. org

Contact Information Jayne Joy Director, Environmental & Regulatory Compliance (951) 928 -3777 Ext. 6241 Email: joyj@emwd. org 8 | emwd. org