Difference between revisions of "User:Shawndouglas/sandbox/sublevel10"

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[[File:State Public Health Laboratory in Exton Tests for COVID-19.jpg|left|375px]]After you've selected the vendor and solution you want to work with, based on careful comparison of requirements specifications, your lab will be working on getting the solution implemented. There are two main keys to successful implementation: having an accurate SOW, as well as high team availability.
The previous chapter examined informatics in the cannabis lab, as well as specific functionality considerations of a cannabis testing LIMS. And in this chapter we've looked at the acquisition and implementation process itself. At this point, you may be asking what LIMS options are actually out there. After all, there are hundreds of vendors out there vying for your dollars. But how many of them explicitly describe how their LIMS meets the needs of the cannabis testing industry?


First, it should be absolutely clear in both your and the vendor's minds exactly what the delivered LIMS should look like. This is typically accomplished with a mutually agreed-upon SOW document. If possible, ask for a validation script that addresses each function and process addressed in the SOW. Read through it and make sure you agree with each test, ensuring that it is an effective measure of the LIMS function it purports to validate. If not, work with the vendor to modify it to your satisfaction. Remember, vendors are required to meet exactly what the contracted requirements are, no more or no less. If they are worded poorly, the delivered item may not match what you envisioned. Be as detailed as you can. This is also where a recorded copy of the demo you participated in comes in handy. As such, you can always use language like "per the demo" or "as demonstrated in the demo" to ensure there is no question how a feature is supposed to work for you.
Table 1 lists 19 solutions that have been found to be publicly marketed—via a vendor website—as specifically offering features that support the cannabis testing laboratory. This means the vendor isn't simply saying their solution serves the cannabis testing industry and leaving it at that. Their websites have been found to explain in more detail how their solution meets those industry needs.


Second, ensure the availability of your own implementation team. Far too many LIMS implementations drag on way past what is needed simply because the lab doesn't keep up with the process. Yes, it can at times be difficult to allocate extra time towards bringing on the new LIMS, but your team truly needs to make the time. The initial energy and impetus of the project—which in the age of cloud computing can merely take days—can disappear quickly once delays set in. Interest wanes and a once-great initiative becomes a nagging burden. The single greatest thing you can do to avoid this is allocate the right personnel to focus on successfully getting the system in place on-time and on- or under-budget. That means consistent and clear communication with the vendor's project manager, executing the required training and any configuration tasks your lab is responsible for, and signing off when tasks are complete. You may be surprised how often unsuccessful implementations are actually hinged upon the buyer not doing enough.
{|
| STYLE="vertical-align:top;"|
{| class="wikitable" border="1" cellpadding="5" cellspacing="0" width="80%"
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;" colspan="2"|'''Table 1.''' Known LIMS solutions publically marketed as addressing the needs of cannabis testing labs
|-
  ! style="background-color:#e2e2e2; padding-left:10px; padding-right:10px;"|LIMS solution
  ! style="background-color:#e2e2e2; padding-left:10px; padding-right:10px;"|Developer
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[ApolloLIMS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|Common Cents Systems, Inc.
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[Bika LIMS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|Bika Lab Systems (Pty) Ltd and<br />the SENAITE Foundation
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[CannabLIS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|Cannabliss New England, LLC
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[CannaLIS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|Specialty Testing Solutions Ca, LLC
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[CannaQA LIMS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|LabLynx, Inc.
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[CGM LABDAQ]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|CompuGroup Medical AG
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[CloudLIMS|CloudLIMS and FreeLIMS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|CloudLIMS.com, LLC
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[Confident Cannabis LIMS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|CC Software, LLC
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[Element LIMS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|Promium, LLC
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[HORIZON LIMS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|HORIZON Lab Systems, LLC
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[LabWare GROW]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|LabWare, Inc.
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[LabFlow]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|AINZ Corp.
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[LIMS ABC]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|BGASoft, Inc.
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[Lockbox LIMS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|Third Wave Analytics, Inc.
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[Matrix Gemini]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|Autoscribe Informatics, Inc.
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[Omega LIMS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|Khemia Software, Inc.
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[QBench]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|Junction Concepts, Inc.
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[QLIMS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|OnQ Software Pty. Ltd.
|-
  | style="background-color:white; padding-left:10px; padding-right:10px;"|[[reLIMS]]
  | style="background-color:white; padding-left:10px; padding-right:10px;"|Carobar Business Solutions, LLC
|-
|}
|}


The implementation of a cannabis testing LIMS can be quite simple for a standard off-the-shelf instance. The minimum scenario involves one to five users, no customization, no configurations beyond standard setup (e.g., adding the lab name, logo, demographics, and any departments; authenticated users; contacts), a simple interface, and around two hours of training (online, recorded for reference). And if the solution is cloud-hosted there is no need to invest in servers, firewalls, and networking, meaning the LIMS itself can be in place and running in a few days. The rest is up to you and the availability of your personnel; figure something like a week to three weeks to go live, a little more if your schedule is tight. However, a larger, more comprehensive implementation, with many components to roll out, may occur in several phases over a period of one to three months.
There may in fact be other vendors out there whose solution meets the needs of a cannabis testing laboratory, but it will ultimately be up to you to either discover them or draw such vendors in to explain how their solution meets your needs. This is where the value of the previously mentioned RFI comes in. Several approaches can be taken with an RFI, by publishing it in strategic locations on the internet to be found by vendors, or even sending it directly to vendors you've scouted ahead of time. In the end, the RFI isn't meant to be a means of grabbing every single detail about a vendor's cannabis testing LIMS but rather a means to further filter your vendor options down to a handful of companies who may be able to meet your lab's specific needs.  


All implementation phases and their deliverables have price tags associated with them. Your total cost is a function of the license fee or subscription, plus the work the vendor performs. Potential phases include (in order):
The next chapter discusses the value of the RFI and lists a wide variety of possible questions you may want to pose in your RFI, with many of those questions being based off the ''[[Book:LIMSpec for Cannabis Testing|LIMSpec for Cannabis Testing]]''.
 
* Project management: The LIMS vendor will provide a project manager to coordinate with you and make sure all deliverables are implemented on-time and according to the contract. The cost of this is a function of their hours, which begin at the initial meeting (kickoff) and end once your system goes live and all deliverables have been met.
 
* Kickoff meeting: This is the initial get-together between your project manager and theirs. Review the SOW and the plan to implement it, and clarify resource and time commitments and responsibilities, making sure the schedule works for everybody.
 
* System installation: In the case of an onsite installation, your system administrator and the LIMS vendor's technical representatives will need to work closely to ensure this is done properly. If the vendor is hosting it for you, the system should be spun up and available for you to log into typically within a day or two.
 
* Gap analysis: This is the identification or verification of the requirements gap between the system "as installed" and the system "as fully functional" according to the contract. There should not be any surprises here. If there are unwelcome surprises from the vendor, they should rectify them promptly and at no extra charge.
 
* Work plan (system acceptance test plan): This is the deliverable that spells out essentially what was discussed in the kickoff meeting, with the gap analysis factored in. The work plan is the goalpost towards which you both work to get to a fully functional, contractually complete system. It should include all tasks, including your verification and sign-off of each deliverable.
 
* LIMS administrator training: Whether a small and simple setup or something more complex, this phase is critical. If at all possible, receive the training online and record it. That way you can refer to it as often as you need to, and also use it to train new administrators. Additionally, it's a lot cheaper than paying the vendor to train you onsite.
 
* Configuration and customization: This is really the bulk portion of implementation. It includes the standard configuration of your cannabis testing LIMS, plus any extras: instrument interfaces, software interfaces, custom certificates of analysis and other report types, screen modifications, new fields, requested additional tests, custom notifications and alerts, web portal configuration, and any additional training.
 
* System validation and acceptance: This should occur throughout the implementation as you sign off on each completed task. As such, the final acceptance of the complete system is simply a matter of final overall review and sign-off. A more comprehensive validation involves test scripts for each function, and you will need to go through each, noting pass/fail and any comments. If more work is needed to bring things up to full acceptance level, the vendor (or you, if it was your responsibility) should apply whatever resources necessary to swiftly bring the items to acceptance level.
 
* User training: Like administrator training, user training is essential for a professional, dedicated system like a LIMS. And in the same way, online training by job function is the most effective method, enabling recorded sessions to be referred back to by the trainees and used for follow-up and additional staff training.
 
* Go-live support: A successful launch is further guaranteed if the vendor's support staff is readily available during the initial "go-live" period. This may be a few days, a several weeks, or a month, depending on attributes like system complexity, number of users, sample volume, etc.
 
* Maintenance and support: This recurring item can be included with your monthly or annual subscription if your LIMS is a cloud-hosted solution. Otherwise, if you purchase licenses (the vendor may still offer cloud-hosting as an option later, if you want), then this is a separate annual fee. See the next subsection for more.
 
'''Maintenance, warranty, and support'''
 
You may have heard other people's stories about an enterprise-class software deployment gone wrong. But they often go right, thanks to knowledgeable, well-prepared staff with experience in getting new software up and running in a business. The tricky part, of course, is finding a developer who both makes a quality product and is skillful in helping you get it implemented into your unique workflow. But getting your lab up and running with a LIMS isn't the stopping point. The vendor you chose should, ideally, also provide clear guidance up-front on what maintenance of your system should look like, as well as what their warranty and support services are. Something may goes wrong after go-live, even if it's months down the road, and it's good to know the vendor will have your back when it happens. In particular, downtime can be exceedingly detrimental to your testing business, affecting not only immediate customer satisfaction but also your reputation.
 
That said, it's usually wise to include a maintenance and support plan as part of your acquisition, at least for the first few years of service, so that critical updates and upgrades get implemented when required. Having a package that includes support hours also helps your users become more comfortable and proficient with the system, especially early on. Cost usually is around 15-20% of the original license fee annually. If the LIMS is a cloud-hosted software as a service (SaaS) system, then these are typically rolled in with the annual or monthly subscription (and are typically less costly anyway, since it's easier for the vendor to access and work with the system). The plan should include a specific number of support hours (check how many), and it should include updates and upgrades (maintenance), as well as unlimited free fixes of any bugs (warranty). Warranties may vary considerably from vendor to vendor, however, so ensure you fully understand what is warrantied with your LIMS acquisition and implementation.

Revision as of 18:28, 19 August 2021

The previous chapter examined informatics in the cannabis lab, as well as specific functionality considerations of a cannabis testing LIMS. And in this chapter we've looked at the acquisition and implementation process itself. At this point, you may be asking what LIMS options are actually out there. After all, there are hundreds of vendors out there vying for your dollars. But how many of them explicitly describe how their LIMS meets the needs of the cannabis testing industry?

Table 1 lists 19 solutions that have been found to be publicly marketed—via a vendor website—as specifically offering features that support the cannabis testing laboratory. This means the vendor isn't simply saying their solution serves the cannabis testing industry and leaving it at that. Their websites have been found to explain in more detail how their solution meets those industry needs.

Table 1. Known LIMS solutions publically marketed as addressing the needs of cannabis testing labs
LIMS solution Developer
ApolloLIMS Common Cents Systems, Inc.
Bika LIMS Bika Lab Systems (Pty) Ltd and
the SENAITE Foundation
CannabLIS Cannabliss New England, LLC
CannaLIS Specialty Testing Solutions Ca, LLC
CannaQA LIMS LabLynx, Inc.
CGM LABDAQ CompuGroup Medical AG
CloudLIMS and FreeLIMS CloudLIMS.com, LLC
Confident Cannabis LIMS CC Software, LLC
Element LIMS Promium, LLC
HORIZON LIMS HORIZON Lab Systems, LLC
LabWare GROW LabWare, Inc.
LabFlow AINZ Corp.
LIMS ABC BGASoft, Inc.
Lockbox LIMS Third Wave Analytics, Inc.
Matrix Gemini Autoscribe Informatics, Inc.
Omega LIMS Khemia Software, Inc.
QBench Junction Concepts, Inc.
QLIMS OnQ Software Pty. Ltd.
reLIMS Carobar Business Solutions, LLC

There may in fact be other vendors out there whose solution meets the needs of a cannabis testing laboratory, but it will ultimately be up to you to either discover them or draw such vendors in to explain how their solution meets your needs. This is where the value of the previously mentioned RFI comes in. Several approaches can be taken with an RFI, by publishing it in strategic locations on the internet to be found by vendors, or even sending it directly to vendors you've scouted ahead of time. In the end, the RFI isn't meant to be a means of grabbing every single detail about a vendor's cannabis testing LIMS but rather a means to further filter your vendor options down to a handful of companies who may be able to meet your lab's specific needs.

The next chapter discusses the value of the RFI and lists a wide variety of possible questions you may want to pose in your RFI, with many of those questions being based off the LIMSpec for Cannabis Testing.

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