Often, when organizations choose a new laboratory information management system (LIMS) or other informatics system, the vendor’s promotional materials and demonstrations focus on the features and benefits. This is an accepted, and sound, business practice. However, if the client organization’s decision makers are unaware of the necessary support infrastructure for the new system or other considerations that should be in the RFP, complications will arise after the system selection is made.

You wouldn’t buy a car without factoring in the costs of insurance and maintenance, nor buy a house without looking at its energy footprint. It should be the same with an informatics project—potential buyers should evaluate the current infrastructure to see what might need to change—but often it is not. New software systems, especially complex laboratory informatics solutions, frequently require new or upgraded infrastructure. However, the lack of infrastructure planning in the budget can cause unexpected delays, or outright project cancelations.

Because infrastructure is so commonly overlooked, this blog post will help organizations budget appropriately for laboratory informatics projects. A successful lab informatics project requires a holistic view of costs, with infrastructure playing a crucial role. Although the examples here are focused on LIMS implementation, these considerations apply to any laboratory informatics project.

For most large organizations and, increasingly, some smaller organizations, it’s essential to consider the carbon footprint of any infrastructure project. Carbon accounting isn't just a nice-to-have anymore; it's a critical component of each of these:

• required financial reporting,
• regulatory compliance documentation,
• investor relations communications, and
• overall brand reputation.

It’s not only the obvious costs of an infrastructure investment that need to be understood, but also the environmental implications of the infrastructure choices.

The Direct LIMS Implementation Costs—What Everyone Sees

A LIMS implementation proposal will have a big number at the bottom. That number covers software licensing, project management, data migration, system configuration and development, user training, and validation (if required)—among other costs. What it does not cover is any upgrades or capacity increases to the client’s network, servers, associated lab instrumentation, power systems, and other hardware. Because organizations don’t know what they don’t know, these costs can be overlooked when budgeting for the project.

Indirect LIMS Implementation Costs: Infrastructure

The less obvious infrastructure costs of any LIMS implementation can be broadly categorized as hardware and its associated support systems, networking upgrades, operating system improvements, potential staffing requirements, server power and cooling (where the carbon accounting comes in), and long-term data management and storage. All categories below maybe needed for a LIMS implementation, so they each require thoughtful consideration.

Hardware and Its Support System: On Premises or Cloud Based

Hardware costs will be influenced by the LIMS hosting decision. There are pluses and minuses to each hosting model, which we have explored else where. The on-premises option has larger upfront costs, but that increased cost comes with fewer risks. If data security is a top concern, the additional costs are probably worth the investment.

Networking Upgrades

Another overlooked cost can be bandwidth. Some modern LIMS are designed for wireless interfacing with other systems and instruments. If your lab still relies on network cables, changing your interfaces can incur additional costs, both for upgraded systems and instruments as well as for network bandwidth.

Operating System Improvements

Along with increased bandwidth, you may find that your enterprise resource planning (ERP) system or the underlying database needs an upgrade to work properly with the new LIMS. You may need to add new data fields and types to the associated systems.

Additional Staffing

If your new system is unfamiliar to your IT staff or is (for some reason) very complex, you may need a dedicated LIMS administrator to optimize it for your needs and manage it day-to-day. If your organization is unwilling or unable to add a staff position for this role, it is possible to contract with a third-party consulting organization like CSols to provide these services.

Power Consumption and Carbon Accounting

Making your LIMS AI-ready can dramatically increase your power consumption. Unfortunately, the enormous computing power that AI provides comes with significant increases in power consumption. If the power you’re purchasing isn’t sourced from renewable energy, your downstream(Scope 2) carbon emissions are going to be larger.

The Data Management and Storage Plan

If your new LIMS generates proportionally more data, your storage and management systems will need review, at least, to be sure they can keep up. You may need to purchase more storage space, which will add to your Scope 3emissions.

Of these additional infrastructure costs, we will focus on hardware, because it is the largest and most often overlooked cost, and on carbon accounting, because it is the newest and its importance for large corporations is increasing.

The Long-term Hardware Costs of LIMS Implementations

To get an accurate estimate of what hardware changes may be required in your LIMS implementation project, there are several key considerations, including:

• system performance demands
• technology stack changes
• data privacy and security concerns
• system scalability
• disaster recovery
• end-of-life planning
• regulatory compliance

If you lack a full understanding of how these necessary considerations will affect the cost of your project, you may find it beneficial to investigate before signing any contracts. These unplanned-for costs can add significantly to the LIMS implementation bottom line or derail it completely.

Any of these considerations can add costs or time to the implementation process and should be addressed as part of your comprehensive planning. For example, discovering that you need a new server to support your laboratory informatics project is a costly surprise. Changes to your technology stack, although relatively inexpensive, can add indirect costs in terms of staff training to use the technology efficiently.

Consider Carbon Accounting Methods

As alluded to previously, a LIMS implementation project canhave impacts on all three carbon accounting scope levels. These impacts areimportant to recognize because of how prevalent carbon accounting is becomingfor publicly traded companies. If your organization isn’t required to implementthis accounting this year, it will be required to do so soon.

Most laboratory personnel will participate in only one or two LIMS implementations over the course of their careers. Third-party consultants like those at CSols may work on two or three implementations each year. This provides LIMS consultants with a greater store of knowledge and experiences to draw on when implementing your system so that it minimizes your carbon emissions and facilitates easier accounting.

Optimizing the infrastructure needs of your LIMS implementation to reduce your Scope 1, 2, and 3 emissions and to provide reports that the lab can use to track emissions is a specialized skill set that is built with time and experience. There is no substitute for the knowledge gained by working on a variety of LIMS implementation projects.

‍

The Importance of Comprehensive Planning for LIMS Implementations

By thoroughly investigating the potential hidden infrastructure costs of a LIMS implementation, you can eliminate more of the risks of such a large project, including:

• Project delays and budget overruns
• LIMS performance issues and user frustration
• Compromised data integrity or security risks
• Unexpected capital expenditures post-implementation

The good news about LIMS implementations is that increased laboratory efficiency and optimized resource use will reduce any infrastructure-related Scope 1 carbone missions. Because Scope 1 emissions are those for which an organization is directly responsible in carbon accounting, your bottom line will improve by implementing the new system. This remains the case even if some implementation-related impacts are shifted to Scopes 2 and 3.

When you work with CSols for your LIMS implementation, our expert consultants will help you conduct a thorough needs assessment that goes beyond the software features to capture detailed infrastructure requirements. We will work with your IT department toen sure seamless integration and optimal performance. We always take a vendor-neutral approach and advise clients on the most sensible infrastructure plans for their LIMS implementations.

_____

Have you experienced a situation where infrastructure costs were not properly estimated? Tell us about it in the comments.

‍