Laboratory Information Management System Project Certification Request November 2007

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

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.

SLD Performs 700,000 Tests Per Year 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

SLD Partners -- SLD has A Broad Impact Across The State 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

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

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

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

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

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

Project Timeline Careful note to disparage Social Services Architecture Delay as it is expected that DoIT folks at table were part of that effort

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

Completed in FY07 & FY08 Creation of RFP Issued RFP Detailed Requirements Created By Industry Expert ‘As Is’ And ‘To Be’ Workflow Diagrams Issued RFP Vendor Demonstrations And Selection Of Vendor Price and Contract Negotiations Project Management Documents Completed IV&V Contractor On Board

Implementation Approach

Mid Level Architecture The selected LIMS product can be deployed as a client/server or Citrix Metaframe application. The project chose the Citrix solution. Network latency is very important for adequate system response. Citrix solution helps mitigate this. Minimum client workstation requirements are Windows 2000 Pro or Windows XP with 1.5 GHz processor, 256 MB RAM, 200 MB free hard drive space. Internal clients will access the LIMS behind the DOH firewall. Clients will utilize the nFuse web client (Active X download for IE) to connect to the Citrix installation. External clients will access the LIMS through an SSL VPN. All LIMS traffic is encrypted using SSL over HTTP or HTTPS.

Security Diagram LIMS accesses an LDAP server for two different reasons: to authenticate LIMS users to the application and to validate role assignment. You can choose to have authentication done through an LDAP server, either via a normal connection or one encrypted with SSL. All of the LIMS information is kept in a database. The application server connects to the database server via ODBC. There are two LIMS functions which involve or may involve security certificates. The SSL connection between users' browsers and the LIMS web server involves a server certificate that must be trusted by the browsers. LIMS may be configured to perform authentication to an LDAP server through an SSL connection, in which case LIMS must trust the LDAP server's certificate.

Business Continuity and Disaster Recovery Diagram A hot site has not been determined yet for the redundant LIMS instance. In the event of a production failure a manual switch can be enabled to connect users to the hot site with the redundant LIMS instance. Log shipping and file replication will be evaluated to ensure that the redundant instance is in sync with the production instance of LIMS. This will be based upon SLD requirements.

Funding

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

Budget By Category

Questions