LIMS Focus Creating a Business Case for Laboratory
Information Management Software Dr Phil Williams, LIMS4U
Many laboratories start out using paper-based data management, based around laboratory notebooks, and instrument result sheets. This solution does not scale well and soon the burden of managing paper-based data can overwhelm the laboratory manager. The data is heavily siloed, making it diffi cult to audit, compare, merge or search. Add to this errors introduced when data is manually transcribed from instruments to result sheets, spreadsheets are used for complex calculations and data manipulation, and fi nal reports manually produced, it is easy to see why paper-based systems are time consuming and error prone. One typical study [1] of manual transcription errors in laboratory data found an error rate of 8.8%. The use of spreadsheets for intermediate calculations has been shown to be just as bad, with another study [2] showing that 88% of spreadsheets had a least one error built into the formulae or underlying data.
of justifying a LIMS investment which can vary depending on the type of laboratory, organisation or business area.
Three common ways of justifying the cost, however, are:
• The time saved in entering, transcribing and correcting laboratory data
• The time saved creating certifi cates of analysis and management, or customer reports
• Improved data quality that can eliminate costs associated with product recalls or poor audit fi ndings
Eliminating Transcription and Manual Processes
Errors are just one enemy of laboratory data when it’s held in multiple notebooks and spreadsheets. The time taken to fi nd data stored in multiple fi ling cabinets and hard drives means that laboratory managers can waste days creating monthly reports and compiling data for a customer or regulatory audit.
Automation provides a way of eliminating many of these costly errors as well as saving time and resources. Laboratory Information Management Systems (LIMS) hold all laboratory data in a single database, helping to break down data silos in at least two ways. Firstly, as the data is stored digitally it can more easily be searched and utilised, for example to analyse cross batch variation in a manufacturing process. Secondly it can be cross-referenced and combined with data from other sources to provide business intelligence and insights for the whole organisation.
While the benefi ts of a LIMS are well documented the stumbling block for many laboratory managers is successfully justifying the costs. Experience has shown that there are, in fact, many ways
Justifying costs from laboratory data automation boils down to a time and motion study of each process in the laboratory and the savings that could be made by using a LIMS. The time saved in receiving samples by automatically assigning required tests, printing bar code readable labels and scheduling work to be done. The time saved in sample preparation by ensuring correct procedures are followed using an automated workfl ow manager or laboratory execution system. Time saved and errors eliminated by automating result capture from instrumentation. Time saved during data validation and approval by having all the information in one readily available place. Time saved by automating the creation and dispatch of certifi cates of analysis, invoicing, and billing functions.
The following example [3] illustrates the times savings achieved by a specialty chemicals manufacturer in just one part of their lab process. Prior to implementing the LIMS all work was held in individual lab notebooks. To release each batch, the laboratory manager had to access the QC chemist’s paper notebook to
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