· Author: Third Wave Analytics

Choosing the Right LIMS for Your Lab’s Needs

Adding a Laboratory Information Management System (LIMS) in your lab is daunting if you’re new to the system evaluation process. Fortunately, the process is more easily navigated with a tried-and-tested blueprint to help you select, configure, and launch your LIMS. Since a LIMS has the potential to drastically improve your lab’s operational efficiency, it’s worth the investment to find one that works best for your team.

The first step in LIMS evaluation is to ask your lab team specific questions that help define system use. Your lab doesn’t need to have all the answers, but a review of the topics sets the foundation for your LIMS evaluation and implementation in a way that works for your lab.

Question #1: Who will use the LIMS?

Determine which roles within your lab will benefit most from a LIMS and improved workflows. Evaluation of these roles helps define which LIMS features and modules to prioritize during implementation. 

Once you identify the teams and roles, pinpoint the LIMS functions and features you need. Will your laboratory technician only require sample management, or equipment management, too? Also, your laboratory supervisor will likely need to know which samples are in testing, and will want to have visibility to sample turnaround times.

Along with lab roles, consider others who will interact with the LIMS. These roles include: 

  • System administrator: An administrator typically understands LIMS end-user features plus back-end configuration and user management. This role can be outsourced, but have at least one person in your lab who can navigate system administration if an urgent change or update is required. The system administrator does not need to know how to configure or write custom code; these two tasks can be outsourced. 
  • Super users: Most LIMS user groups have a subset of people who are more adept at managing a LIMS compared to the general end-user community. Your super users can often become effective trainers for co-workers and LIMS users. Super users are usually the first to receive new feature notifications and training, and can help you test these before broader rollout.
  • General users: A general system user usually doesn’t have responsibilities related to a LIMS. Instead, they receive training to perform a specific task in the LIMS, without the need to know about all modules and features.  

Question #2: What should your implementation budget include?

There are two main costs to review when determining your LIMS budget. 

The first relates to the configuration of your LIMS. Avoid the ‘out of the box’ systems that don’t allow for flexible configuration. Every lab has its own particular needs, and ‘ready-to-use’ solutions almost never provide the tailored functions and features your lab wants. Think about  the unique resources required for your lab, and set aside a realistic allocation for the one-time implementation process.

The second cost involves recurring fees for system licenses. License fees vary depending on the type of system purchased. However, most have a per-user fee, paid annually. Once you know how many LIMS users you’ll have, you can begin calculations of yearly costs.

Question #3: Will you implement your LIMS in distinct phases?  

If your lab needs a full-featured LIMS, implement it in distinct phases. With this approach, you can configure and refine specific functions and features as needed, so your LIMS caters to your lab’s major goals and workflow. Lab users will also appreciate finding their way around the LIMS over time, to fully grasp each function and incorporate it into their daily work. And, the lab team will likely provide ongoing feedback so adjustments can be made as your lab changes or grows.

Before beginning this phased approach, hone in on the LIMS functions your team will use first, second, third, and so on – and build your implementation plan around those requirements. Don’t worry about the timelines yet; those will be dictated by other factors later in the process. 

Question #4: What will your sample management entail?

Most LIMS have functions that can help manage lab samples. All basic systems should tell you what samples you have in your lab, and how they’re labeled. You may also want details about sample location, procedures used on each sample, and the origin of the sample source. 

There are potentially hundreds of variables to manage related to your lab samples. When you compile and prioritize your list, you can begin to truly make the system work for your specific lab. Some variables can be more complex to manage, such as lab data that must be encrypted because it contains personal health information (PHI). A LIMS that can manage the basics and more nuanced variables will give you the most flexibility. 

Also, determine which identifier(s) you’ll use to track samples. Do you want a LIMS to generate identifiers for you, or will you manually enter them? The identifiers assigned to samples can significantly impact LIMS users, so it’s smart to set these up for your lab as you begin to use the system.   

How will you enter and access samples in your LIMS? If your lab tests a large number of samples, entering sample information into the LIMS will be a significant part of your lab team’s daily work. Should the team enter data for each sample, or in bulk? Assess options here to save time and effort in the long run with a LIMS that has longterm configuration flexibility. 

Question #5: Will you incorporate protocol execution into your LIMS?

Consider including information about protocols your technicians use if your lab performs testing on samples. There are two major factors related to protocol execution in your LIMS.

First, a comprehensive LIMS captures information about what you did to your samples. This may include data about the specific protocol and version used, the person who performed sample testing, or the reagent and equipment used. 

Second, a LIMS is your platform for checking up-to-date protocols and standard operating procedures. The system can display all testing steps, so your team can always test samples using the most accurate protocol.

Question #6: Will your lab need LIMS inventory and equipment management?

Two other functions in a LIMS can help manage reagent inventory and equipment, and track what’s used in your lab. Which functions and features are critical for your workflow and team? Which would be nice to have? Potential reagent/inventory management features include tracking of:

  1. Reagent lots used, and their expiration dates. 
  2. The exact storage location of reagents and inventory in your lab.
  3. The number of freeze/thaw cycles for specific reagent tubes.
  4.  The number of reagent uses for specific reagent lots. This enables easier reagent re-ordering. You can even set up automatic ordering for reagents, individual kit components, or ‘ingredients’ to make reagents in your lab.
  5. Suppliers and store quotes and invoices.

Equipment management can also involve a wide variety of functions. Which ones will your lab need? Options include:

  1. Basic tracking of ‘demographic’ information about your equipment, including serial number, manufacturer, and location. 
  2. Equipment status tracking (Available, Out of Service, etc.) and scheduling for high demand instrumentation.
  3. Recording of equipment calibration, maintenance, and installation information.
  4. Equipment  maintenance reminders and scheduling.
  5. Recording of daily/weekly/monthly cleaning and basic preventative maintenance logs.
  6. Recording of deviations and events related to equipment malfunctions or errors.
  7. Tracking of long-term equipment performance.

Question #7: Will your lab require advanced LIMS features?  

Your lab may also require advanced LIMS features and configuration.  Tackle the simplest features first, including sample management and protocol execution. Then move to the more complex customizations for your lab. A LIMS may have thousands of functions and features, but the most common to think about include:

  • Data auto-analysis for data recording during protocol execution. 
  • Generation of custom reports for sample(s) tested. These reports can be delivered to a client, such as a healthcare provider. 
  • Management of lab documents, including testing protocols. This may include formal documentation of approved testing protocols, also known as ‘document control.’ 
  • Storage of training records for lab personnel.
  • Purpose-built automation that reduces user errors and improves lab efficiency. For example, entry of samples into the LIMS can be partially automated to increase accuracy and efficiency.

There are many upsides to bringing your lab team into the evaluation process. After your team reviews and answers these key questions, you can start to determine which LIMS will work best for your particular lab environment. Once you select a LIMS, you can also implement it faster if these seven critical questions are answered beforehand. 

To find out more about improving your lab workflow and management, please contact our experts today for a free trial of the Lockbox LIMS System.