Project Proposal Template Project Proposal v2.0 Excel Version -adapted from the Commonwealth Project Management Templates Key A. General Information Project Title: Project Working Title: Proponent Secretary: Proponent Agency: Proponent Agency Number: Prepared by: Date Prepared: Answer the following questions by marking Yes or No and provide a brief response as appropriate. Yes No Is this an updated Project Proposal Document? If yes, what is the reason for this update? √ Is this a follow-on to a previous project? If yes, what is the project name and date of completion? √ Will the project deliverable(s) replace a current asset or group of assets? If yes, what is being replaced? √ Is the Project Initiation Phase effort funded? If yes, what is the amount of funding? √ Is the Project Planning Phase effort funded? If yes, what is the amount of funding? √ Points of Contact List the principal individuals who may be contacted for information regarding the project. Position Email Phone Project Sponsor Program Manager Project Manager (Designee) Proponent Cabinet Secretary Proponent Agency Head Customer (User) Representative(s) Other B. Project Purpose 1. Business Problem example data that must be replaced with data in your Agency IT Strategic Plan data your must provide colors do not show properly on black and white copies Title /Name /Organization 194 Wanda (Willie) Andrews 20-Jun-03 DCLS Laboratory Information Management System Please do not add columns to this report. You may expand the height of textboxes to accommodate more text. Make sure any changes you perform do not mis-align the report. Provide basic information about the project including: Project Title – The proper name used to identify this project; Project Working Title -The working name or acronym that will be used for the project; Proponent Secretary -The Secretary to whom the proponent agency is assigned or the Secretary that is sponsoring an enterprise project; Proponent Agency – The agency that will be responsible for the management of the project; Prepared by – The person(s) preparing this document; Date Prepared -The date this document is initially prepared. The Business Problem is a question, issue, or situation, pertaining to the business, which needs to be answered or resolved. State in specific terms the problem or issue this project will resolve. Often, the Business Problem is reflected as a critical business issue or initiative in the Agency’s Strategic Plan or IT Strategic Plan. Explain the business reason(s) for doing this project. If the Project Analysis Worksheet was completed, the Project Purpose (Section B) from the worksheet provides information to support completion of this section. Approximately $6,500 Director, Dr. James L. Pearson, DCLS 371-4138; 698-4108; 786-3534 New LIMS System Secretary of Administration Department of General Services weighme@dgs.state.va.us rdavis@dgs.state.va.us Assistant Bureau Director, Wanda (Willie) Andrews, DCLS LIMS Coordinator, William Eighme Application Development Manager -Technical Project Lead/Richard A. (Rick) Davis/ISS The current DCLS environmental LIMS, inventory system and a variety of Access database programs will be replaced. Approximately $16,000 Secretary Sandra Bowen Director, James T. Roberts Jim Burns -Department of Health; Larry Lawson -Department of Environmental Quality; Marvin Lawson -Department of Agriculture and Cunsomer Services jroberts@dgs.state.va.us 786.3311 jburns@vdh.state.va.us; llawson@deq.state.va.us; mlawson@vdacs.state.va.us As the state laboratory for the Commonwealth of Virginia, The Division of Consolidated Laboratory Services (DCLS) provides laboratory support services for a wide variety of local, state and federal law enforcement, emergency response, health and environmental protection programs. The state laboratory is at the core of the Commonwealth’s public health system linking almost every facet of the health infrastructure including food safety, disease control and prevention, maternal and child health. State laboratory data are also used to monitor the quality of air we breathe, water we drink, food we eat and the soil used to grow our crops. As was most evident post 9/11, the efficacy of state laboratory is critical for a rapid response to biological and chemical agents used for illegal or terrorist activities. In evaluating DCLS’s current capabilities, there is a critical need to implement a robust, integrated, comprehensive laboratory information management system (LIMS) that can securely gather, integrate, store and transmit data. 648-4480 648-4480 371.2102 786-1201 jpearson@dgs.state.va.us wandrews@dgs.state.va.us 648-4480 sbowen@gov.state.va.us Page 1 of 9Project Proposal Template DCLS currently performs approximately 3 million scientific tests each year for citizens of the Commonwealth and does so without an integrated public health clinical testing information system. Most areas of the laboratory still receive requests on paper and record, report and file results on paper forms. DCLS maintains a variety of database applications to maintain supply, kit and equipment inventories, sample submission and test result data. Most of these applications are antiquated, not efficient or secure and extremely labor intensive. DCLS recently purchased and installed an information management system that specifically meets the analytical needs of the Newborn Screening Program. Major customization of this system would be required for use in other analytical areas. DCLS also maintains an environmental Laboratory Information Tracking System that was built 10 years ago by DCLS staff and is limited in scope. The Newborn Screening system and the environmental information tracking system are not integrated. The implementation of a comprehensive LIMS will enable DCLS to communicate more efficiently with local, state and federal public health facilities for the purpose of disease prevention, control and surveillance as well as emergency response. This LIMS will allow secure electronic transmission of specimen collection data and results to and from DCLS. The time required and errors caused by duplicated data entry processes will be eliminated. This LIMS will provide customers with immediate access to sample tracking information and completed results. It will facilitate the direct transfer of information from laboratory instrumentation to LIMS, again reducing data entry errors, saving labor time and allowing staff to take full advantage of current and future technologies. It will enable quality assurance/quality control procedures to be built into the system for increased efficiency of error detection/prevention. The LIMS will allow for data archiving and ad hoc reporting. It will save DCLS personnel time and reduce potential errors in data handling. Data can be integrated and evaluated. Data can be securely transferred and entered into national databases eliminating duplicated manual data entry processes. In addition, the maintenance tasks would be reduced for DGS ISS and DCLS over the current multiple disjointed systems. Page 2 of 9Project Proposal Template 2. Project Business Objectives 3. Core Business Activity Impact Core Business Activities are agency defined cross-functional processes that produce the agency's primary products and services, or support the production of the products or services. List the Core Business Activities impacted by the project and identify the impact. Replace the example Core Business Activities with the Core Business Activities you identified in your Agency IT Strategic Plan that relates to this project. The Core Business Activities that relate to this project can be found in CATSPA on Step 2 Task B or the Major Project Information Web Version Report. Agency Core Business Activity Impact on Core Business Activity Getting lab information and test data into the hands of emergency responders quicker will reduce loss and injury caused by natural or manmade disasters. Scheduled work processes can be monitored and manpower efficiently diverted internally and externally to meet emergency work requirements. General Services Laboratory Service The implementation of a LIMS will allow DCLS to monitor for emerging or reoccurring infectious agents and/or toxic substances across the Commonwealth. This will reduce response time and the cost of diagnosing and treating disease or damage done to the environment. Define the specific Business Objectives of the project that correlate to the strategic initiatives or issues identified in the Commonwealth or Agency Strategic Plan. Every Business Objective must relate to at least one strategic initiative or issue and every initiative or issue cited must relate to at least one Project Business Objective. Replace the example Critical Issues with the Critical Issues you identified in your Agency IT Strategic Plan that relates to this project. The Critical Issues that relate to this project can be found in CATSPA on Step 2 Task B or the Major Project Information Web Version Report. Commonwealth or Agency Strategic Plan -Critical Issues Project Business Objectives Core Business Activity Title General Services Laboratory Service General Services Laboratory Service Core Business Activity Sub-Function Title CUSTOMER SATISFACTION: Providing proactive customer service that is results oriented; developing a marketing and communications plan for customers Through improved capabilities for data archiving and ad hoc reporting, the LIMS will enable DCLS to capture and provide its customers with real time access to data that is essential for public health analysis and decisionmakking PROGRAM EFFICIENCY: Make it easier to do business with DGS; streamline work processes to shorten response time; plan for contingencies; complete projects on budget,on time; use staffing alternatives The DCLS LIMS will result in improved efficiencies and product quality by eliminating duplicated data entry processes. Response times will be shortened and customers will be provided with real time access to kit inventory and testing information. Integrating data will provide customers with better surveillance systems. PROGRAM EFFECTIVENESS: Describe services & how to access them to customers; expedite delivery of products/services; evaluate products/services & their delivery; understand customers' needs more fully The DCLS LIMS will provide an electronic means for customers to access specimen collection and transport information and obtain collection kits. Providing secure electronic data transfers will improve patient confidentiality and emergency response time. ORGANIZATION DEVELOPMENT/INNOVATION: Staff appropriately to meet customers' needs; upgrade facilities (possible relocation/co-location); expand technology in the laboratory; provide more extensive training for employees The DCLS LIMS will take full advantage of current and future technologies. The system will incorporate the use of tools such as bar-coding, instrument interfacing and web-based technology to create an efficient and flexible LIMS application that will meet the changing needs of the laboratory and its customers. A LIMS would allow DCLS to rapidly adapt to the ever changing analytical requirements of a reference laboratory. New test methods can be rapidly added to the system, atypical reports can be custom designed, and analytical processes automated. Laboratory Service Laboratory Service The rapid detection of toxic or harmful substances in air, water, and soil pollutants and/or patterns for environmental contaminations will reduce the response time and cost of protecting our environment and those that live in it. General Services General Services A LIMS would improve food safety throughout the Commonwealth and nation as follows. Automation would reduce response time for the detection of food contaminants, infectious agents and toxic chemicals. Problem locations could be more rapidly targeted. Communication links and real time access to data would enhance response time for local, state and federal authorities. Page 3 of 9Project Proposal Template 4. Constraints C. Project Description The implementation of a LIMS enables QA/QC procedures to be built into the system, which increases the efficiency of error detection. The LIMS increases laboratory QA/QC capabilities firstly by storing pertinent data and secondly, by having capabilities to interface to a rules-based system, which can be programmed to notify laboratorians if the number of positive/negative results is outside of a set range. The LIMS QA/QC capabilities reduces the number of hours in a week that laboratorians must devote to detecting QA/QC, enabling them to spend more time on following up on detected anomalies. Constraints are items that by their nature restrict choice. Identify Constraints that will influence the selection of a solution to resolve the Business Problem. Constraints can include but are not limited to: time, funding, personnel, facilities, and management limitations. In researching this IT project, DCLS has been working with APHL (Association of Public Health Laboratories), PHII ( Public Health Informatics Institute) and other state laboratories to seek potential solutions for the development of a LIMS. As a result of this research, it has been determined that there is currently no available COTS that will meet the requirements of a state public health laboratory. Therefore DCLS intends to partner with other state laboratories to work with a single vendor to customize and expand an existing software product. DCLS has federal grant funding to develop a LIMS for public health laboratory activities. This funding includes a budget for software, hardware, maintenance and services related to the implementation of the DCLS LIMS. However, this funding is only available within this years grant cycle and will be lost if the procurement process is not initiated. Once implementation begins, laboratory staff and an IT team will be called upon for system development and testing. Laboratory staff will have to be diverted from regular job duties to complete this assignment. Describe the project approach, the specific solution, customer(s) served, and expected benefits. The approach is the overall strategy for solving the Business Problem. The solution should identify in specific terms how the project is accomplished and include information about the general timing and cost of major procurements or purchases. If the Project Analysis Worksheet was completed, the Preliminary Project Description (Section C) and the Recommendation (Section G) on the worksheet provide information to support development of the Project Description. General Services Laboratory Service DCLS is currently exploring all avenues to procure a comprehensive LIMS and will follow standard system life-cycle approach for its implementation. The implementation of a comprehensive, integrated DCLS LIMS will improve services to numerous state and local customers including: Virginia Department of Health, Agriculture and Consumer Services, Conservation and Recreation, Corrections, Criminal Justice Services, Emergency Services, Fire/Hazmat Programs, Environmental Quality, Game and Inland Fisheries, Labor and Industry and the Virginia Lottery. The DCLS LIMS will: Provide customers with real-time access to sample testing, test results and kit information. • Provide customers with better tools and reports to evaluate laboratory data. • Provide enhanced connection to National and International Public Health data bases to track organisms and diseases. • Reduce report delivery times and expands reporting capability. • Reduce sample collection, data entry, and analytical errors. • Provide faster results. • Provide improved quality of laboratory data. • Provide improved data security and comply with regulations for maintaining and communicating data using standardized data formats. • Provide additional web functions under the Web-enabled Government initiatives. Page 4 of 9Project Proposal Template D. Strategic Justification E. Estimated Project Development Schedule (Major Milestones) Identify major Project Milestones for planning, execution, and closeout. F. Financial Estimate 1. Cost Benefit Analysis Summary Answer the following questions in the space provided. Attach detailed explanations and analysis as appendices. 1. Briefly, describe how this project supports or is consistent with the Commonwealth of Virginia Strategic Plan for Technology. If it does not support the Commonwealth of Virginia Strategic Plan for Technology, explain why this project proposal is being submitted. Replace the example Enterprise Business Strategies with the Core Business Activities and Commonwealth Technology Initiatives you identified in your Agency IT Strategic Plan that relates to this project. The Enterprise Business Strategies can be found in CATSPA on Step 2 Task A or the Major Project Information Web Version Report. Enterprise Business Strategy -Improve Efficiency and Effectiveness of Government Services The DCLS LIMS will improve efficiency and effectiveness by eliminating duplicated data entry, automating manual processes, improving the tracking of inventory and improving quality assurance. Enterprise Business Strategy -Improve IT Services for Agencies/Workforce The DCLS LIMS will use current and future technologies to utilize instrument interfacing, bar-coding and web-based applications to meet the needs of the laboratory and its customers. Commonwealth Technology Initiative -Increase Federal Research and Development Funding The DCLS LIMS will provide greater flexibility to set up testing protocols, tracking of results and monitoring of expenditures related to federal grantfunnde projects. Enterprise Business Strategy -Meet the Access needs of Citizens The DCLS LIMS will provide customers secure web-based access to results as well as collection and transport information. Identify how the project is consistent with the Commonwealth and Agency Strategic or IT Strategic Plan. If the project is not consistent, explain why the project is being proposed. 2/28/2005 The Department of General Services complies with the Commonwealth Enterprise Architecture Standards in the Security, Network, and Middleware infrastructure area domains that have been approved by the COTS Enterprise Architecture workgroup. The Department of General Services recognizes that its resources and data are valuable and must be protected. Therefore, an information technology security policy was implemented that defines the information technology security program and the minimum security requirements. Additionally, the Department employs state of the art technology for securing and protecting our network. All DGS network architecture topologies and protocols necessary to facilitate the interconnection of the Capital Campus Network have been documented. Finally, DGS complies with middleware domains by employing Biztalk which provides the interface and facilitates interconnection of systems between EVA and agency based purchasing and accounting systems. Event Project Charter Approved 12/31/2003 Estimated Date Estimated Duration 30 days Project Execution Completed Project Plan Completed Project Plan Approved Project Execution – Started Project Closed Out 5/31/2005 A.. Summarize the results of the Cost Benefit Analysis. Explain why the expected monetary and non-monetary benefits validate the expenditure of resources for this project. Virginia's state laboratory must have an information management system that will enable rapid and secure transmission of results in emergency situations. It is critical to the health and well-being of the citizens of the Commonwealth that DCLS have the capability to report an infectious disease or the identification of a biological or chemical agent to the appropiate customer(s), both rapidly and securely. The transmission of such critical information is by far the greatest "non-monetary" benefit that the DCLS LIMS will deliver. However, there are currently no funds available in the general fund budget to support this project. Therefore the availability of federal grant funds provides a tremendous cost benefit to the state. With federal grant appropriations that will support the development, implementation and maintenance of the DCLS LIMS, the Commonwealth will avoid the estimated life cycle LIMS costs of $1,828,000 million dollars cost over the next five years. In addition, other potential monetary benefits could include reduced maintenance costs resulting from the elimination of antiquated and stand alone systems currently in use throughout DCLS. Likewise customers, such as Department of Health or Department of Environmental Quality should see cost savings due to the automation of manual processes and the elimination of redundant data entry. 30 days 2. Briefly, describe how the planned solution complies with Commonwealth Enterprise Architecture Standards. If it does not comply with the Commonwealth Enterprise Architecture Standards, explain why this Project Proposal Document is being submitted, and identify which Commonwealth Enterprise Architecture Standard(s) are not being met. 30 days 1/31/2004 Commonwealth Technology Initiative or Enterprise Business Strategy Impact on Initiative or Strategy Commonwealth Technology Initiative -Revolutionize Service Delivery The DCLS LIMS will provide for secure electronic data transfers to improve emergency response time and patient confidentiality. 3 months 2/28/2004 2/28/2004 one year Provide an economic justification for the project based upon the Cost Benefit Analysis and the expected return on investment. Identify the estimated funding resources required to complete the project and then identify the funding requirements to operate or maintain the product(s) or service(s) developed from the project Page 5 of 9Project Proposal Template Page 6 of 9Project Proposal Template 2. Estimate of Execution Expenditures and Funding Provide an Estimate of the Expenditures and Funding required for execution and close out of the project. FY 2004_ FY 2005_ FY 2006_ FY 2007_ Total 149,560 117,000 $266,560.00 0 0 $0.00 471500 0 $471,500.00 100000 50000 $150,000.00 0 0 $0.00 0 0 $0.00 0 0 $0.00 37500 0 $37,500.00 25000 75000 $100,000.00 $783,560.00 $242,000.00 $0.00 $0.00 $1,025,560.00 This estimate is accurate to: 50% [ ] 60% [ ] 70% [ ] 80% [ X ] 90% [ ] Anticipated (proposed) Funding Source FY 2004_ FY 2005_ FY 2006_ FY 2007_ Total 0.00 0.00 $783,560.00 $242,000.00 1,025,560.00 0.00 $783,560.00 $242,000.00 $0.00 $0.00 1,025,560.00 This estimate is accurate to: 50% [ ] 60% [ ] 70% [ ] 80% [ X ] 90% [ ] Hardware General Fund Total B. Summarize the results of the Return on Investment Analysis. If the project does not have a positive expected return on investment, explain why this project proposal is being submitted. The development and implementation of a comprehensive LIMS, will bring the Commonwealth a significant return on investment. The DCLS LIMS will result in more rapid analysis and more effective communication with customers at the local, state and federal level. Improved communication capabilities will have a direct impact on disease prevention, control and surveillance, as well as emergency response. The LIMS will provide customers with immediate access to sample imformation which will, in turn, minimize the spread of disease, rapidly identify outbreaks and enable the rapid response to biological and chemical agents used for illegal or terrorist activities. Within the laboratory, the LIMS will increase productivity due to the automation of previously manual processes. It will enable DCLS to capture additional revenue by taking on additional funded projects. The LIMS will provide the ability to gather and evaluate historical data providing valuable information to DCLS and it's customers. The LIMS will provide improved system access for the DCLS satellite laboratory in Abingdon, VA. The LIMS will enable the laboratory to utilize sophisticated analytical tools, employ more robust quality assurance protocols and maintain an audit trail to insure the accuracy and integrity of all sample-related data. In addition, the LIMS will provide DCLS with the capability to easily modify it's analytical processes or upgrade instrumentation as technology is available. As demonstrated in the Cost Benefit Attachment the project has a 29% ROI over a 5 year life cycle. Comments Software Tools Explanation: Estimates are based on previous LIMS development experience. Comments Explanation: Funding provided through a federal grant awarded to the Virginia Department of Health. Non-General Fund Telecommunications Other Contingency (Risk) Total Federal Training Facilities Estimated Expenditures Internal Staff Labor Services Materials and Supplies Page 7 of 9Project Proposal Template 3. Estimate of Operations Expenditures and Funding FY 2005 FY 2006_ FY 2007_ FY 2008_ Total 133000 165000 165000 165000 $628,000.00 15000 60000 60000 60000 $195,000.00 0 0 0 0 $0.00 20000 20000 20000 20000 $80,000.00 0 0 0 0 $0.00 0 0 0 0 $0.00 0 0 0 0 $0.00 5000 5000 5000 5000 $20,000.00 0 0 0 0 $0.00 $173,000.00 $250,000.00 $250,000.00 $250,000.00 $923,000.00 This estimate is accurate to: 50% [ ] 60% [ ] 70% [ ] 80% [X ] 90% [ ] Anticipated (proposed) Funding Source FY 2005_ FY 2006_ FY 2007_ FY 2008_ Total 0.00 0.00 $173,000.00 $250,000.00 $250,000.00 $250,000.00 923,000.00 0.00 $173,000.00 $250,000.00 $250,000.00 $250,000.00 923,000.00 This estimate is accurate to: 50% [ ] 60% [ ] 70% [ ] 80% [ X ] 90% [ ] Internal Staff Labor Estimated Expenditures Comments Services Software Tools software costs included in "Services" Hardware Materials and Supplies Facilities Telecommunications Training Contingency (Risk) Non-General Fund Total Explanation: Estimates are based on previous LIMS development experience. Comments Total Explanation: Funding provided through a federal grant awarded to the Virginia Department of Health. Provide an Estimate of the Expenditures and Funding for Operations and Maintenance of the asset(s) delivered upon project completion. Federal Other General Fund Page 8 of 9Project Proposal Template G. Project Risk High Medium Low Budget Risk 18-25 9-17 1-8 External Dependencies Risk 11-15 6-10 1-5 Management Risk 11-15 6-10 1-5 Mission Critical Risk 11-15 6-10 1-5 Failure Risk 11-15 6-10 1-5 Complexity Risk 11-15 6-10 1-5 73-100 36-73 1-35 After completing a Preliminary Risk Analysis Worksheet for this project, determine the level of risk for the project and the risk score. On the chart below, circle the resulting risk level and record the risk score for each risk item. Attach the Preliminary Risk Analysis Worksheet as Appendix C. Risk Score Risk Level Range Risk Item What level of risk does the proposed budget represent to the project? How dependent is the project on other project or work efforts? What level of risk does the organization's project management capability represent? How critical is the project success to the success of the organization? 9746 37 Preliminary Risk Assessment What is the risk of failure? How complex is the project? 56 Page 9 of 9