Capturing complex testing lab workflows in a LIMS
Many technical-physical laboratories often only realize too late how important competent advice is when implementing a laboratory management system. In the case of standard software, this is usually only when the license has already been purchased, but the configuration options have limits and the complex processes cannot be properly mapped. At dacore, consulting is therefore at the very beginning of every project.
Proof of concept before contract conclusion
„For us, a project always starts with a precise clarification of the task at hand. We take the time to discuss their processes, their existing systems, their current difficulties and their specific requirements with the customer,“ explains dacore CEO Werner Fink.
dacore offers two different workshop formats for this purpose:
- Delta analysis: A free two-day workshop in which the TestLab Plus 025 starter package is presented and tested in order to then work out the expansion requirements of the starter package together.
- Proof of concept:An intensive series of workshops with eight sessions in which a specification is developed using practical examples. The result is a specification with a fixed price and the customer's understanding of which functionalities are required. The costs for this comprehensive consultation are around 5,000 to 6,000 euros.
In these workshops, many functionalities and development options are demonstrated using anonymized examples from existing customers. These practical examples help interested parties to get a precise idea of the possibilities of an individually developed laboratory management system at this early stage. The decision on a contract is only made after this consultation.
„Customers need to realize that it is their job to think about what the LIMS should look like. We can, of course, support them in this. However, this means that we make work for those responsible in the technical-physical testing laboratories even before the contract is signed. This sets us apart from standard software providers, as the individual functionalities are only specified after the purchase in the configuration phase,“ says Fink.
Practical example of scheduling and resource planning
Practical experience shows how important consulting is before the start of a project. The most common reason why technical-physical testing labs want to introduce a laboratory management system is problems with scheduling and resource planning. However, targeted inquiries in the consulting workshops usually reveal causes that lie in completely different process stages. For example, it turns out that omissions in the test item process lead to scheduling difficulties or that the test structure is not set up optimally and subsequently leads to problems with resource planning.
„We then uncover these problems in the workshops with the interested parties - which means that every project actually develops differently than planned. However, we deliberately allow this flexibility during the course of the project, as this is the only way to create solutions that are suitable for everyday use,“ explains Fink.
Advice from the experts at dacore has already led to a shift in priorities for many customers. This is because false expectations often prevail, especially when it comes to scheduling and resource planning. Some labs only need a rough overview, while others realize that they need to hire additional staff at this point to ensure detailed planning.
„The task of our consultancy is to uncover the causes and clarify: What can I optimize with a LIMS and what not? Because there are sometimes false expectations,“ says Fink.
Readjust priorities in the course of the project
Experience shows that many customers start the LIMS implementation project with ideas for solutions that do not address the causes of the problems. In the consulting process, these ideas are then used to work out the specific requirements for the laboratory management system. This possibility of readjusting priorities during the course of the project is only available to a very limited extent - if at all - with standard software.
„A now long-standing customer approached us 20 years ago with the wish to be able to evaluate the calibration data of his measuring equipment. We have still not implemented this module. Quite simply because it became clear during the consultation that the priorities should lie elsewhere. We then concentrated on this and optimized the processes much better than with the originally formulated requirement,“ reports Fink.
Practical example of report creation
Another typical case in this context is the preparation of the report, as it consumes an extremely large amount of resources. In practice, the audit report is often not prepared until five to six weeks after the actual audit. At this late stage, the documents are often incomplete and the documentation is inaccurate.
Many labs would therefore like to be able to generate reports at the touch of a button. This is possible in principle, but requires clean and seamless maintenance during the testing process. One dacore customer has implemented this and now receives its test reports at the touch of a button. The project to automate the process took a total of three to four years of work, however, as so many components are involved in this functionality.
„It is always important for me to emphasize that there is also something between 0 and 100 percent when it comes to process optimization. Not everything has to be done at the touch of a button. Many labs are already helped by the automation of sub-processes or clean document management,“ reports Fink.
Consulting after project completion
Once the first version of the laboratory management system has gone live, it is advisable to test the system thoroughly in everyday laboratory work and gain experience with it. This then serves as a basis for possible adaptations and further developments. The dacore project managers are also available to answer customers' questions about the LIMS after the project has been completed.
Either via a support and innovation budget, which is billed on an hourly basis. Or via a new project based on a new offer. The support phase after project completion is optional, because the dacore pricing model works completely without license fees or software maintenance contracts. The expansion options are always there - even after a break of several years.
„Experience has shown that customers are always finding new ‚process corners‘ where we can still ‚tidy up‘ together. There are customers with whom we have been working on their laboratory management system for 20 years and are constantly developing it further,“ says Fink.
Advice on the exchange of information between customers
Another special feature of dacore is that customers have the opportunity to exchange ideas with each other. The laboratory management conference, which takes place every two years, provides the ideal platform for this. The focus is always on the processes of technical-physical laboratories. Discussions between practitioners generate new ideas for solutions.
The same applies to the Webinars from dacore. The process itself and informative practical examples form the basis for joint optimization ideas, which are then put into practice with the help of the individually developed laboratory management systems.
Competent advice before and during the entire course of the project is the key to the successful introduction of a laboratory management system.