Dump it or Deal with it: The Case for Integrated Information Systems – the I-LIMS

1. Dump it or Deal with it: The Case for Integrated Information Systems –the I-LIMS Gateway Enterprises

2. John G. Huntington, Ph.D.Gateway EnterprisesIntegrated Chemistry Systems and Services • 25+ years in R&D and Environmental laboratory business • Lab Roles – bench chemist, laboratory supervisor, laboratory manager, technical director, QA manager, laboratory owner/operator, IT/LIMS developer • Lab Data User Roles – data validation, statistical evaluations, environmental forensics, expert witness, interpretations of chemical data Gateway Enterprises

3. Do you have control of your information management system? Gateway Enterprises

4. Getting to “Yes” • What is I-LIMS? • The 5 biggest mistakes • Steps to counter those mistakes • Focus on step 1 • Example • Questions Gateway Enterprises

5. I-LIMS • All of the systems – software, people, paper, etc – used to manage information in a lab Gateway Enterprises

6. Lack of I-LIMS This vicious circle causes the need for heroic effort And Increases costs Gateway Enterprises

7. Top 5 Mistakes • Failure to properly EVALUATE • Lack of ability to make good course corrections • Failure to recognize that the traditional LIMS is not the whole system • The software labeled “LIMS” should not try to do everything • Systems focus only on external customer – review TQM • Poor internal products and services generate poor external products and services • Failure to MANAGE • Managed as isolated program, not all-encompassing LIMS system • Failure to TRAIN • LIMS misconceptions result in errors and poor service Gateway Enterprises

8. Steps to “Yes” • Use the LIMS as coordination system • Do you need to “dump” the present LIMS? • Add internal support to the mix • Make it easy for the employee to succeed • Manage the LIMS development • Use a management team to support LIMS manager • Train • Consider training needs during design of systems Gateway Enterprises

9. Most Important Action • EVALUATE • Use a team • Include all departments • Make sure upper management is involved • Consider using an outside facilitator Gateway Enterprises

10. Goal is to Enter an Improvement Cycle Gateway Enterprises

11. Example • XYZ Analytical, a testing lab with multiple locations in several states • Web-based LIMS • Laboratory does numerous projects that involve multiple facilities • Each lab locally managed Gateway Enterprises

12. XYZ’s Problem • Joint projects can fail because of different approaches to fundamental activities • Login • Quality control activities • Costs are high due to excessive labor • QA plan and SOP violations occur too frequently • Project scoping documents fail to reach analyst Gateway Enterprises

13. Process • E-Mail team interactions • Some telephone contacts • Periodic operations meeting updates • Coordinated and moved forward by outside facilitator • Minimize expensive meetings Gateway Enterprises

14. Main Conclusion • Need better integration of systems, access from LIMS • Quoting and project scoping • Schedule planning • QA document availability • SOP document control Gateway Enterprises

15. Big Problem • Cost • Commercially-available tools would add to >$100,000 • Lab has near-term instrumentation needs >$250,000 • Budget is well below either figure Gateway Enterprises

16. Strategy • Quoting, project scoping, and schedule planning addressed by internal LIMS improvements • SOP and QA document management addressed by XML development Gateway Enterprises

17. XML is Text-Based Gateway Enterprises

18. Convert QA/QC Documents to XML • Separate data from format and display system • Potential to share information with LIMS (databases do XML) • Electronic management of versions • Available through web interface • Improved security and control • Potential exists to control LIMS settings from QA documents • Using XSLT, can create controlled subdocuments for various purposes Gateway Enterprises

19. Keep it Simple • Develop small application that does specific tasks • Allow management and improvement of SOP and QA document content • Allow simple document management of these documents • Keep costs low Gateway Enterprises

20. Used ASP.NET • XML tools are good and easy to use • Can be built as web service • Control document structure tightly • Easy to interface with existing systems Gateway Enterprises

21. Link in LIMS allows login of user Gateway Enterprises

22. Simple Editor Allows Creation/Modification of XML Documents Gateway Enterprises

23. Document Structure is Tightly Controlled by Table Structure in ASP.NET Dataset Gateway Enterprises

24. Multiple Views and Formats can be Provided Gateway Enterprises

25. Documents can be Retrieved in Web Browser Gateway Enterprises

26. Implementation • Convert existing documents to XML • Establish basic XSLT tools for document generation • Implement document access system in LIMS • Review and finalize • Eliminate old system Gateway Enterprises

27. Status • Installed test system mid-February 2005 • Initial indications • Resolves problem of document management • Makes correct documents available • Finding information is faster and easier • Training is simple • Goal for final implementation – June 1, 2005 Gateway Enterprises

28. Conclusions • A team management approach is possible without meetings • Major integration improvements can be made at acceptable cost • A “champion” is required Gateway Enterprises

29. More Information, Resources, and Links • John Huntington • Jgh@gatewayenterprises.us • www.gatewayenterprises.us Gateway Enterprises