And now we come to what probably has weighed most on your mind since you had the first idea you might need a LIMS: functions and features. The functionality of the LIMS is paramount, so it is important you first have an idea of what a LIMS can do, and then you can begin to decide which functions and features you need or want.
Core functions and features
You should expect the following functions to be demonstrated in a full-function LIMS: •• audit trail •• barcoding •• batching •• chain of custody • configurable setup •• data entry
• data warehousing and mining •• document management • electronic data exchange • data warehousing and mining • event-driven actions
• fax and email integration •• formulas
•• instrument interfacing, calibration, and maintenance •• inventory
•• login and accessioning
•• regulatory compliance •• reporting
•• review and approval
• sample management and tracking •• scheduling
•• training tracking
•• trending and control charting •• version control
•• workload management •• workflow management
Additional useful features
The following functions aren't necessary for all but useful for many: •• case management
•• complaints and corrective actions •• customer relationship management •• electronic laboratory notebook •• ERP and accounting interfaces •• invoicing
•• product specification management •• project management
•• RFID •• quoting
•• safety tracking and compliance
• supervisory control and data acquisition (SCADA) interfacing •• stability management
•• web client or portal
How much will it cost?
OK, now you understand what to look for in a company and its products. What you likely don't yet know: the price tag. Heck, most of us don't even know how LIMS vendors price their products or what is involved, much less how much they actually cost. In truth, there are three vital pricing components for any LIMS:
1. 1. licenses 2. 2. subscriptions 3. 3. services
The software itself never comprises the entire cost. LIMS are complex creatures, and your lab, even if it's small, is fairly complex, too. Let's go over what's involved and how much it's roughly going to cost.
Licenses
If the software has a purchased license type (as opposed to rented/subscription), then you will of course have to pay for those. Keep in mind what we said earlier about named vs. concurrent user pricing. Other methods include by site, by CPU or server, by workstation, or by unlimited user corporate level licensing. Arguably the lack of standardization in this area has contributed as much as anything to the vagueness that has surrounded LIMS pricing for so long. The linked vendor profiles in the next section feature pricing information for licenses for the included vendors. (Remember: the primary criterion for inclusion is publicly available pricing.) Review and compare, but make sure you factor in pricing method.
Subscriptions
These include two possible items: 1.
1. rented or SaaS LIMS 2.
2. annual maintenance, support, and warranty (MSW)
The cost of LIMS rental is equivalent to the licensed type, but a lump sum up front is not required. These can run anywhere from a couple of hundred dollars a month for a single user up to maybe $2000 or so for 20+ users. Just like purchased licenses, however, these can be priced by site, concurrent or named users, etc., so make sure you compare like with like or at least factor these considerations in as you shop. And your rental may be annual instead of monthly. In most cases it does include all IT services and maintenance, support, and warranty, including updates, at a specified level.
The second type of subscription cost is annual MSW, and you need to factor that into your budgeting if you are buying LIMS licenses. Typically it is priced at around 15 percent of the license fee and is available at graduated levels. A certain level may be standard for a certain number of licenses (for example, 10 hours of support and additional services available at $200 per hour for a 10-concurrent user LIMS), but you can buy a higher level of support and cheaper rate for additional services if you want to pay extra. One thing to keep in mind: with an MSW you will certainly need coverage as you go through your first year. If you think you can then drop it, think again. A modern LIMS should be built on technology that can give it a much longer life span than those in years past. That is dependent on staying updated. If you lose that update path, your LIMS will expire prematurely. If you decide later to renew MSW, you may find yourself liable for the missed years before the vendor will bring you current.
Services
Your LIMS is a function of the cost of the LIMS itself plus the services involved in its implementation plus, in the case of a licensed LIMS, annual MSW. Many first-time LIMS buyers neglect to factor in the cost of services when budgeting. As mentioned earlier, any LIMS will require services to get going, and you may want more if there are extras you need or want. Services break down more or less like this:
Basic implementation services
•• kickoff meeting (planning, coordination, communication procedures, etc.) •• training
•• setup (enter users, configure profiles, departments, tests, screens, etc.) •• create main report(s)
•• go live support
Additional or optional services
•• instrument interfaces •• additional reports
•• data migration from a previous system •• interfaces to other systems or databases •• special customizations
•• web portal configuration •• validation
•• standards certification support
You may need other services. Rates for services vary from vendor to vendor, but a good rule of thumb for initial budgeting purposes is to figure service costs to be roughly equal to the licensing cost or to a year's worth of LIMS subscription.