Software Business Case
Chemical Inventory Management System (CHIM)
Table of Contents
Executive Summary 2
1. Problem Definition 3
2. Addressing Problem with CWU existing tools and products (i.e. PeopleSoft) 3
3. Organizational Impact 3
4. Benefits 5
5. Strategic Alignment 5
6. Cost 6
7. Alternatives (add lines as necessary) 7
8. Timing / Schedule (add lines as necessary) 7
9. Technology Migration/Resource Identification 7
10. Product Life/Application Sunsetting or Decommissioning 8
11. References 9
12. Recommendation 9
13. Approvals 9
Executive Summary
Purpose: Purchase and implement a chemical inventory/tracking system for laboratory chemicals in the science departments to assure efficient and safe chemical management and regulatory compliance. Provide an adaptable, economical and efficient long-term solution for each of the users.
Summary: A relatively complicated/cumbersome and increasingly expensive proprietary chemical inventory system has been used for the last several years to manage and track laboratory chemicals. A new program was needed which could provide flexibility and adaptability to meet the various needs of the users, provide data needed for regulatory purposes, and do this with as little fiscal impact as possible. The primary users of the program (Chemistry, Biology and Environmental Health and Safety) researched alternate solutions and agreed that FileMaker would be an economical and effective solution. FileMaker is a commonly-used data management program utilized by some departments within the university (Chemistry, Music). Utilizing a barcode system, new chemicals are entered into the database, including specific information about each chemical (name of chemical, owner, location, date purchased, etc.). Some chemicals have special characteristics (unstable, etc.) which are also included and tracked. The information enables the users to know if they have the chemical, where it is located, who is responsible for it, how old it is, etc. Each chemical will also be linked to the manufacturer’s safety data sheet. The database provides information needed by various regulatory agencies (Department of Ecology, Department of Labor and Industries, Department of Health, Fire Department, etc.).
Benefits: FileMaker is adaptable and flexible for our purposes. The program will allow us to do everything we do now as well as upgrade/adapt new functions as desired at much lower cost, especially over the long term. We are able to use non-proprietary hardware (barcode readers and printers, tablets, etc.) at much lower cost. We are also able to expand the program to other departments, if needed, with minimal effort and cost.
Sponsoring Department(s): Environmental Health and Safety (EHS)
Date of Business Case Preparation: July 7, 2014
Contact Person Name/Phone: Ron Munson 963-2252
New Product/Service
If there is a draft or sample contract, please provide a copy.
Renewal of Existing Product/Service – if checked, include background information.
If there is a site license agreement, existing contract or new contract draft, please provide a copy.
1. Problem Definition
In the post-9/11 era, it became increasingly important to accurately track and manage laboratory chemicals to ensure compliance with Homeland Security requirements as well as meeting numerous other expectations for health and safety, environmental compliance and efficient fiscal/inventory management. After a time of evaluation, a chemical inventory management software program produced by Vertere was purchased. The program was adequate for our needs, but relatively expensive, requiring a variety of costly proprietary hardware items (barcode readers, printers, etc.) and annual renewal fees. The Vertere program was not without issues, requiring somewhat complicated and cumbersome procedures to modify or otherwise adapt the program to meet our specific needs, and the support has always been underwhelming. Once the program was established and functional within the Chemistry Department, it was expanded to also include the Biology and Science Education departments. Over the last few years, the Vertere program has become less convenient and more expensive, and the support has never improved. Vertere recently notified us that they will be introducing a new, updated program requiring an initial cost of about $15,000, not including the cost of new proprietary hardware, etc. We are continuing to use the outdated version of the Vertere program, but want to move to a new program as soon as possible. The contract with Vertere has expired, although we continue to use the database. Vertere no longer provides support, but the inventory is still functional in the short run.
2. Addressing Problem with CWU existing tools and products (i.e. PeopleSoft)
The deficiencies and costs of Vertere, the current inventory program, are the motivating factors to consider and evaluate other options. PeopleSoft was reviewed as a possible option. Considering the narrow, specific needs of this inventory to meet regulatory and departmental requirements and the needed compatibility with bar code readers/scanners/printers and MSDS data, PeopleSoft does not provide the tools and flexibility offered by other general data management programs.
FileMaker is currently used within the Music and Chemistry departments. It is a data management program that is easily adapted to meet the needs specific to this data and is compatible with bar code systems and associated hardware. I don’t believe an Enterprise License structure is available with FileMaker.
3. Organizational Impact
· Research
The academic departments utilizing the bulk of laboratory chemicals (primarily Chemistry, Biological Sciences and Science Education) have been consulted regarding the need to upgrade the inventory system. They need a relatively simple, economic, and adaptable inventory program to track the chemicals from the point they are received by the department until the point the chemicals are completely used or disposed of. Various data associated with each chemical ensures compliance with various regulatory agencies (Department of Ecology, Department of Labor and Industries, Local Fire Department, etc.). The inventory program also ensures efficient fiscal management of the chemicals – purchase only the amount needed and only when needed. Environmental Health and Safety will utilize the program to oversee the regulatory compliance issues, coordinate the disposal of the waste chemicals and generate reports for various agencies.
· All Stakeholders
Chemistry, Biological Sciences and Science Education: Faculty and technical staff have been consulted and collaborative partners in this proposal.
Facilities Management Department: consulted with Director, Facilities Maintenance and Operations and Manager, Administrative Services.
Kittitas Fire and Rescue and Department of Ecology: Consulted/discussed required and desired reporting information to ensure regulatory compliance.
· Potential Partners/Primary Users
Chemistry Department
Biological Sciences
Science Education
Environmental Health and Safety
· Student Impact/Benefits
Students will be the beneficiaries of a safer learning environment as well as the recipients of a well-organized program providing them with the needed supplies/materials required for high quality science programs.
· Contributors
Environmental Health and Safety – primary budgetary contributor, program coordinator and regulatory liaison
Chemistry Department – technical support and primary academic program participant
Biological Sciences – technical support and academic program participant
Science Education – program participant
Information Services – technical support
· Impacts
Environmental Health and Safety – cost for software/hardware much reduced from previous program. Staff time will increase during training process and implementation of new program. In the long run, less staff time will be used with new program due to simplicity/efficiency of program.
Science department staff and faculty time will increase during training/implementation phase, but will be reduced over the long term due to simplicity/efficiency of the program.
Small amount of Information Services staff time for setting up dedicated server, etc.
· Training
Some training will be required for users to learn program process and to update inventory.
· IT System Impacts
A small dedicated server will be required and maintained by IS. Greg DeLuca has been consulted and he indicates “The hardware specifications for FileMaker Server 13 are low.” “One Windows 2012 server in the VMWare cluster will provide adequate hardware resources. The current chemical inventory database is 60 MBs in size and running on a Windows 2003 server with 10 GBs out of the server’s total of 30 GBs in use. Therefore, a 100 GB disk share will be more than adequate. The disk size can be increased if necessary. A single dual core CPU with 8 GBs of memory will meet the specifications.” EHS will be responsible for the software costs, server license and storage costs. This includes FileMaker Server, and the Windows 2012 operating system.
· Security
Logical access will be managed by the super administrator (the Industrial Hygienist in the EHS office, depending upon the needs/responsibilities of the user. Some individuals simply need read-only access, while others must be able to edit data (add or delete chemicals, update specific chemical information, etc.). It will require a stand-alone control process. The super administrator in EHS will provide access.
· RFP Requirements Contributors (add lines as necessary) – This section may or may not be required
Department / Name /4. Benefits
Business advantage – FileMaker is a commonly used data management program that is easily adaptable to meet a spectrum of needs. Technical staff within the science departments already utilize FileMaker for other data management situations and will need little training for this application.
Cost benefits – the start-up cost for FileMaker will be less than half of the cost for the updated Vertere product (approximately $6000 vs. approximately $15,000). FileMaker has an annual renewal fee of around $300 while Vertere has an annual renewal fee of over $1000. Vertere requires the purchase of proprietary hardware (bar code readers, printers, etc.) while FileMaker utilizes generic hardware at less cost.
A spectrum of reports is easily generated to meet the needs/requests of regulatory agencies, hazardous waste contractors, in-house fiscal requests, day-to-day management of the chemicals.
5. Strategic Alignment
This request ties to Core Theme 5 – Resource Development and Stewardship: Purchase and implementation of the FileMaker data management program would save significant up-front and long-term costs; provide an efficient and adaptable database for the inventory and tracking of laboratory chemicals for efficient use of the materials; and assure compliance with regulatory expectations while providing for a safe working and learning environment within the science departments.
Objective 5.1: Maximize the financial resources to the university, and assure the efficient and effective operations of the university through financial stewardship.
Outcome 5.1.2: Maximize the strategies and practices that optimize resource availability.
Outcome 5.1.3: Provide effective use of university resources.
Objective 5.4: Provide the facility and technology infrastructure and services appropriate to meet the university objectives, while maximizing sustainability and stewardship.
Outcome 5.4.2: Provide facility and technology infrastructures that are accessible, safe, and secure for all visitors, students, faculty and staff.
6. Cost
· Source of Funding (Project ID) or Description of the Source of Funding.
PID: 117970500 (Environmental Health and Safety)
· Cost Breakdown
FileMaker 13 Server + 25 connections (one-time purchase cost) $3,326.00
FileMaker 13 license (renewed annually) $ 324.00
Tax $ 292.00
______
$3,942.00
Windows 2012 Server License (annual estimated cost) (per Information Services) $ 400.00
IS storage charges (annual fee) $1,200.00
______
$1,600.00
Hardware – (one-time purchase cost)
Apple iPad x2 (used as bar code scanner & mobile data manager) est. $1,000.00
Zebra bar code printer and supplies (ribbon and labels) $ 588.00
Tax $ 127.00
______
$1,715.00
iPod data plan – for out-of-building use or in emergencies –
per year each iPod – annual cost (optional) est. $1200.00
7. Alternatives (add lines as necessary)
Alternative / Reasons For Not Selecting Alternative /Renew license with current vendor / High cost (up-front and annually) – less flexibility
Other commercially available programs/products / High costs and unknowns regarding flexibility and functionality.
8. Timing / Schedule (add lines as necessary)
Task / Target Date /Determine the needed data/information and develop/design the fields within the program. / September 15 – December 15, 2014
Transfer/input the data - populate the program – test/activate associated hardware / December 15 – January 15, 2015
Beta test/confirm functionality – fully integrate system into departmental programs / January 15 – February 15, 2015
9. Technology Migration/Resource Identification
Resource / Requirements / TimeframePersonnel / Project Manager/Administrator (EH&S Industrial Hygienist)
Science Dept. Support (Engineering Tech., IT Specialist, Chemistry Safety Officer)
IS Support (IS Systems Programmer) / September 15 – December 15, 2014
Equipment / Use existing PCs within departments.
Windows server installed/maintained by IS / September 15 – December 15, 2014
Facilities / Science Building / September 15 – December 15, 2014
Resource / Sept / Oct / Nov / Dec / Jan / Feb / Mar / Apr / May / June / July / Aug
Project Manager / 10 / 10 / 10 / 10
Engineering Tech. / 30 / 60 / 60 / 30
IT Specialist / 30 / 60 / 60 / 30
Chem. Safety Officer / 40 / 80 / 80 / 40
IS Systems Programmer / 5 / 5 / 5 / 5
Total Hours / 115 / 215 / 215 / 115
10. Product Life/Application Sunsetting or Decommissioning
Product life is estimated to be, with upgrades and product support, as long as there is a need for inventory and regulatory management of laboratory chemicals.
11. References
Higher education, 4-year institutions from around the northwest (primarily Washington, as we share similar regulatory requirements) were contacted/consulted. All (UW, EWU, WSU, and TESC) utilize various in-house developed data management programs except WWU, which purchased and utilizes a program developed by University of Nevada, Reno (CHIMERA) at a cost equivalent to Vertere. Every institution approached this issue in a different way, utilizing different data management programs, depending upon priorities, etc.
Gathered information from a recent national conference of the National Association of Scientific Materials Managers, where numerous chemical inventory programs were considered/evaluated. FileMaker was the most highly recommended of all the programs.
12. Recommendation
It is recommended that CWU purchase the FileMaker software and associated hardware. It is imperative we move forward on developing and implementing a new chemical inventory system in order to efficiently meet the management needs of the departments using these chemicals and continue to address the regulatory requirements.
13. Approvals
.
The following actions have been taken by the appropriate Sub-Council (ATAC or Non-Academic Sub-Council) and Enterprise Information System Committee (EISC):