Implementing Revol LIMS in Water Testing Laboratory - Electricity and Water Authority (EWA) - Bahrain

Abstract

The Water Technical Services Laboratory of the Electricity and Water Authority (EWA) in Bahrain is tasked with ensuring the quality of potable water supplied to customers. To achieve this, the laboratory conducts various routine quality control tests to assess the suitability of water for human consumption. These tests are designed to ensure that the water meets international standards, which are periodically updated in response to evolving customer needs. Today, laboratories face numerous challenges, such as complying with strict regulatory requirements, acquiring various laboratory accreditations to stay competitive, and managing operational expenses efficiently. One of the major challenges in a dynamic regulatory environment is the effective management of documentation and processes to ensure the reliability and authenticity of reported results. These challenges extend beyond reporting to include the integration of new instruments, calculations, software, and future updates.

When selecting a reliable Laboratory Information Management System (LIMS) provider, it is crucial to have a clear understanding of both current and future laboratory needs. This helps ensure the chosen technology can meet the laboratory's long-term requirements. Additionally, managing a LIMS platform necessitates having an in-house, technically capable support team to handle emergencies, with the option to rely on vendor support when needed. This also introduces additional costs after project implementation, including managing the licensing of other software used in the project.

The Water Technical Services Laboratory at EWA identified several key requirements for their workflow, including sample management, dashboards, quality management, and asset management. Features such as barcode generation, instrument integration, and workflow management were seen as essential for boosting productivity and efficiency.

Considering these factors, EWA chose Revol LIMS for deployment on their internal cloud servers. The system was selected for its quick deployment (which reduces infrastructure costs), ease of adaptation (with an intuitive GUI that is flexible and scalable to meet the laboratory's specific needs), and secure usage (as the cloud servers are managed and protected from security threats by Revol Process Solutions Pvt. Ltd. in India).

Revol LIMS on the internal cloud allows EWA to track samples, enter data, schedule samples, manage QA/QC processes, handle electronic data entry, manage chemical and reagent inventory, and track personnel and equipment. This document outlines the process of deploying Revol LIMS on the cloud, covering software installation, instrument integration, and full automation. Key features implemented include laboratory workflow management, sample management, sample scheduling, inventory management, test management, reporting, statistical process control (SPC), audit management, and a complete audit trail (including checksum and electronic signatures).

Through this project, EWA successfully implemented LIMS as a data management solution in their Water Technical Services Laboratory, addressing several operational challenges and improving overall efficiency.

Introduction

With a strong emphasis on sustainability and regulatory compliance, the EWA recognized the need to enhance the operational efficiency and accountability of their Water Technical Services Laboratory. The laboratory receives a significant number of samples from both routine operations and customer requests. To effectively manage the large volume of data generated by these samples, the laboratory decided to deploy a Laboratory Information Management System (LIMS). Selecting the right LIMS required a thorough understanding of both current and future tasks performed by the laboratory. Given the evolving regulatory landscape, the chosen system needed to be flexible and adaptable to meet the laboratory's changing needs. This report details the LIMS evaluation and deployment process of Revol LIMS on the cloud and highlights the outcomes of automation at EWA.

Planning Phase

For this significant project, EWA developed a comprehensive Request for Proposal (RFP). The RFP outlined the laboratory's operational requirements and specifications, seeking detailed insights from potential vendors regarding their understanding of the company, support capabilities, industry experience, and customer references. The RFP specified functionality requirements for various LIMS modules, including sample tracking, QA/QC, electronic data transfer, chemical and reagent inventory, and personnel and equipment management. Additional requirements included statistical capabilities, data loggers for uploading data to the LIMS, sample barcoding, instrument integration, and customization options for report creation and workflow development. The RFP also inquired about the expertise of the LIMS provider, their certifications, and the qualifications of the personnel responsible for installation and implementation.

The Revol Process Solutions team provided a detailed online demonstration of their platform capabilities to EWA’s laboratory management and technical staff. Following this demonstration, the EWA team determined that Revol LIMS was the best fit for their needs. As a result, EWA selected Revol LIMS, provided by Revol Process Solutions Pvt. Ltd., to be deployed on their cloud as their Laboratory Information Management Solution.

Installation

Once Revol LIMS was chosen, the next step was to understand the sample flow within the Water Technical Services Laboratory, from sample collection to reporting and result publication. The following flowchart illustrates the typical sample workflow prior to the installation of Revol LIMS.

Goals/Objectives

The technical team at EWA – Water Technical Services Laboratory outlined several key goals to enhance the current sample workflow and boost laboratory productivity. The primary objectives were to eliminate transcription errors, increase automation, maintain data accuracy, and improve the lab's ability to process experiments more efficiently.

Revol LIMS Implementation Process

The implementation of Revol LIMS was carried out in the following phases:

Phase 1:

Infrastructure Deployment:

Based on the requirements gathered during the initial assessment, the necessary hardware and software for a smooth LIMS implementation were acquired, inspected, and installed at a designated location within EWA.

Server Deployment:

This phase focused on configuring and installing Revol LIMS on the server. Output files from the instruments to be integrated with the LIMS were collected. During the installation, Revol and EWA teams held daily meetings, similar to scrum sessions, to review progress, ensure daily tasks were on track, and confirm that the appropriate personnel, such as IT staff, were available for specific tasks like providing network access during the installation.

Phase 2:

Instrument Integration

The second phase concentrated on integrating instruments with Revol LIMS. A total of eight instruments were connected to the system, as detailed in the table below. The benefits of this integration included a reduction in transcription errors, increased automation, enhanced data accuracy, and improved throughput. These outcomes aligned with the primary goals set by EWA – Water Technical Services Laboratory.

Custom Report and COA Development

Reporting is a crucial component of any LIMS as it provides users with a clear view of the collected data and emerging trends. While Revol LIMS offers pre-configured report templates, it also allows for the creation of customized test reports and Certificates of Analysis (COA), providing greater flexibility for laboratory operations. EWA – Water Technical Services Laboratory worked with the Revol team to develop approximately thirty custom reports tailored to their sample processing workflows and specific needs.

Phase 3:

Verification Testing and Training

In the final phase, the system underwent rigorous testing based on a set of defined tasks and capabilities, while training was provided to the EWA team. During the verification process, LIMS trainers and laboratory personnel reviewed the system’s features and functions, using a checklist to confirm that all components were installed correctly and operating as expected. The goal was to demonstrate the system’s performance and functionality.

Following verification, database administrators and end-users received comprehensive training. User manuals and administrator guides were provided to ensure a complete understanding of system operation and maintenance. The training covered all necessary equipment and materials for using and maintaining Revol LIMS.

Additionally, users were invited to participate in follow-up training sessions hosted by the LIMS vendor and attend user group meetings to stay informed about new features and technological updates.

Phase 4:

Final Acceptance Testing

The project was successfully completed within the four-month timeframe defined during the requirement gathering phase. During this period, end users became familiar with Revol LIMS, marking a shift from the previous manual processes. By the end of February 2022, the evaluation team at EWA in Bahrain completed the final acceptance testing phase and officially signed off on the LIMS implementation project. EWA has already begun to reap the benefits of automating their laboratory operations with Revol LIMS.

Conclusion

The implementation of Revol LIMS has significantly improved data management and automation at the Water Technical Services Laboratory in EWA. The system now enables the establishment of a full chain of custody, an audit trail, and numerous quality control enhancements that help the laboratory efficiently manage daily data-related challenges. By restricting users to predefined test methods, integrating instruments, and requiring login via username and password, the system ensures a higher level of data integrity.

Before Revol LIMS, entering VOC data (with over 15 parameters per sample) could take hours. With instrument integration, data entry has been reduced to simply reviewing and importing the data into the LIMS, saving approximately five hours per week in analyst time. This time is now spent on more valuable tasks, such as new method development.

Previously, reports were generated weekly or bi-weekly. Now, with Revol LIMS, reports are automatically generated and printed once the laboratory manager approves the sample results, reducing report turnaround time from 10 hours per week to around 4-5 hours per week.

To enhance security, Revol LIMS has implemented Two-Factor Authentication (2FA), making it more difficult for external attackers to gain access. Internally, Role-Based Access ensures that only relevant personnel can access specific information, further enhancing data integrity.

The implementation of Revol LIMS has greatly increased laboratory efficiency. Data is now easily accessible for review and approval, and instrument integration has cut down the time analysts spend on data entry, eliminating transcription errors associated with manual input.

Data loggers have streamlined the process of logging remote samples into the laboratory, while quality control records are now readily available for both laboratory and audit reviews. Additionally, the generation of control charts, which was once a time-consuming task, can now be completed in seconds.

In summary, Revol LIMS has provided the Electricity and Water Authority Bahrain with a comprehensive laboratory data management solution that improves data accessibility, boosts efficiency, and saves time. These improvements will continue to reduce laboratory costs and enhance the credibility of the organization.