Laboratory Information Management System Project

Certification Request November 2007

2

Agenda

Overview Of SLD Operations Modernization Of SLD LIMS Definition And Project History

Current System Proposed System Benefits Of A Laboratory Information

Management System (LIMS) Security/System Architecture Budget Archive

3

SLD Overview

The Scientific Laboratory Division (SLD) is a component of the Department of Health. SLD provides primary and reference laboratory services to federal, state and local government agencies and to private entities.

4

SLD Services

SLD Performs 700,000 Tests Per Year

Biology Bureau – Disease Testing For Humans, Animals And Food

Chemistry Bureau – Environmental Testing Of Air, Water, And Other Materials

Toxicology Bureau – Forensic Testing For Alcohol And Drugs

5

SLD Partners

New Mexico Department Of Agriculture NM Office Of The Medical Examiner New Mexico Environment Department Tribes Across New Mexico Hospitals, Physicians And Private Labs The Dairy Industry Food and Drug Administration (FDA), Center For Disease

Control (CDC), Environmental Protection Agency (EPA) Federal, State and Local Law Enforcement Governor’s DWI Initiative

-- SLD has A Broad Impact Across The State

6

Modernization of SLD

SLD Will Break Ground In 2008 On A New Building:

- The Most Complex Building Ever Built By The State of New Mexico- Total Budget of $90 Million- 180,000 Thousand Square Feet

-- The LIMS Project Is The Workflow Process Component Of This Modernization

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8

LIMS Definition

A Laboratory Information Management System (LIMS) Is A Workflow Data System That:

- Tracks Samples Across Entire Facility

- Case Management Tool For Every Section

- Generates Reports

- Collects And Stores QC data

- Improves Archiving And Security

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Current Lab Information Systems

Mission Critical A Collection Of Systems Relying On A Variety

Of Technologies Including: MS SQL MS Excel MS Access

-- Stand Alone Systems In Each Section

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Issues With Current System

No Single View Of Lab Wide Workflow And Processes Compliance With Federal Regulations Including HIPAA, &

FDA Compliance With Certifying Agencies Including ABFT,

CLIA, EPA, SA, & AAVLD Effort To Maintain Disparate Systems Does Not Produce Needed QA Data Lack Of Desired Business And Management Features Inability To Transmit Results Electronically Manual Process With Redundant Key Strokes

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Benefits of New System

Maintaining Laboratory Certifications And Accreditations

Improved Data Quality The Ability To Analyze Data Across All Areas Of

The Lab The Ability to Transmit Results Electronically Greater Control Of Inventory And Customer

Accounts Faster More Secure, Transmittal Of Results To

Customers

12

Project Timeline

Jan-06 Jan-07 Jan-08 Jan-09

Apr-09 - Jun-09Develop interfaces

Mar-08 - Jun-08Project Kickoff

Jun-08 - Oct-08ChemistryChemistry

Mar-07 - Jun-07Issue RFP, Product Demos, vendor Selection

Jan-09 - Apr-09ToxicologyJun-07 - Mar-08

Contract Negotiations and Hardware Procument

Oct-08 - Jan-09Biology

Dec-05 - Aug-06Planning

Jul-09 - Aug-09Project Closeout

Dec-05Initiation Phase Certification

Nov-072nd Implementation Certification

Aug-06Planning and Implementation Certification

Aug-06 - Mar-07Requirements Definition & RFP Development

Mar-07 - Jul-09LIMS implementation

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Completed in FY06

Received $1M C2 Funding

Initial Phase Certification In December 2005

Launched Project Planning And Creation Of Teams And Committees IV&V Vendor On Board

ResearchSpoke With 5 Other States Regarding LIMS Projects: Requirements Definition Critical As Is and To Be Workflow Diagrams Critical

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Completed in FY07 & FY08

Creation of RFP Detailed Requirements Created By Industry Expert ‘As Is’ And ‘To Be’ Workflow Diagrams

Issued RFPVendor Demonstrations And Selection Of

VendorPrice and Contract Negotiations Project Management Documents

CompletedIV&V Contractor On Board

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Implementation Approach

Repeat ForToxicology

Bureau

Repeat forChemistry

Bureau

Project K ickoff

-- Teams Identified

-- Work Plan For First Section

-- Power up of Development Environment

-- LIMS Administrator Training

Biology Bureau Implementation

-- Key User Training-- Functional Specifications-- Config. Testing -- User Testing-- External Interfaces-- Equipment Interfaces-- Section Rollout-- User Acceptance

LIMS Implemented Across SLD

-- Transition to Application Support

-- Creation Of Change Control Board

-- Consolidated Systems Retired

-- DoIT Closeout

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Mid Level Architecture

`

EXTERNAL USERS

HTTPS

HTTPSHTTPS

STATE NETWORK

`

LAB USERS

DB

HL 7 Data Exchange

LIMS PRODUCTION

ODBC

CITRIX

LIMS TEST AND DEV

ODBC

CITRIX

LIMS REDUNDANCY

ODBC

CITRIX

HTTPS

HTTPS

DOH Network

Firewall

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Security Diagram

Audit logsError logs

Audit logsError logs

Audit logsError logs

HTTPS

`

LAB USERS

DB

LIMS PRODUCTION

ODBC

CITRIX

LIMS TEST AND DEV

ODBC

CITRIX

LIMS REDUNDANCY

ODBC

CITRIX

LDAP Server

HTTPS

HTTPS

DOH Network

ST

AT

E N

ET

WO

RK

HL7 Data Exchange

Firewall

`

EXTERNAL USERS

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Business Continuity and Disaster Recovery Diagram

HTTPS

HTTPSHTTPS

STATE NETWORK

`

LAB USERS

DB

LIMS PRODUCTION

ODBC

CITRIX

LIMS TEST AND DEV

ODBC

CITRIX

LIMS REDUNDANCYOFFSITE

ODBC

CITRIX

HTTPS

HTTPS

DOH Network

Firewall

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Funding

Funding Source

Bioterrorism Grant 1 $662,550General Fund 2 $1,000,000

SLD Operating Budget 3 $217,436Total $1,879,986

1 $75K in FY06, $75K in FY07, 400K in FY08. assumed $112,550 in FY092 $1,000,000 - Laws 2005, Chapter 33, Section 7, Subsection 233 SLD total Operating budget is $11.8M per year.

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Certifications

Phases Amount Requested

Major Deliverables Due Dates

Initiation: $155,000 Detailed Product Requirements Document, Project Charter 9/05 - 6/06

Planning: $253,925 RFP developed by LIMS Implementation Specialist, IV&V Reviews, As Is Workflow Diagrams, To Be Workflow Diagrams

7/06 - 3/07

Implementation $591,075 RFP Issuance, Vendor Selection, Contract Negotiations, IV&V Periodic Reports

4/07 – 1/08

$879,986 Execute contract, System Implementation and User Acceptance, LIMS Implementation testing, IV&V Periodic Reports

2/08 – 7/09

Closeout: DoIT Project Closure Report, Project Materials Archive, Closed Contract File

8/09

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Budget By Category

Category FY06 FY07 FY08* FY09

Staff - Internal $35,000 $90,000 $90,000

Consulting Services $39,829 $80,171 $318,600 $525,280

Hardware $305,106

Software $286,000 $110,000

Total $39,829 $115,171 $999,706 $725,280

* Majority Of FY08 Budget will be Encumbered When LIMS Contract is Executed

Questions