Laboratory resource management

1. 6/18/2019 ©
‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬
Laboratory resource management: Working towards improving
efficiency
Dr. Salama Almuhairi
Abu Dhabi Agriculture and Food Safety Authority
United Arab Emirates
Regional Seminar for OIE National Focal Points
for Veterinary Laboratories
“Laboratory Sustainability at the heart of
Biosafety and Biosecurity”
Chiang Mai, Thailand, 17-18 June 2019

2. 6/18/2019 ©
‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 1
References
http://www.oie.int/
standard-
setting/terrestrial-
manual/access-
online/

3. 6/18/2019 ©
‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 2
• Laboratories fulfill an essential role in the delivery of veterinary services and provide
data and information on animal disease detection, control and prevention.
• Demonstration of freedom from infection in defined animal populations, certification
of freedom from infection in individual animals or products for trade/movement
purposes, contributions to the elimination of infection from defined populations.
• Confirmation of diagnosis of suspect or clinical cases, estimation of prevalence of
infection or exposure to facilitate risk analysis, and determination of the immune status
of individual animals or populations.
Veterinary Laboratories’ Role (OIE Terrestrial Manual)

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‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 3
Essential elements for laboratory governance
1
General requirements
• Impartiality.
• Accountability and
oversight.
• Compliance (quality
assurance, health and
safety, biosecurity, animal
welfare, gene regulation,
environment).
2
Structural requirements
• Designed fit for purpose and
fulfilling safety and biosecurity
requirements.
• A legal entity with organization
and management structure.
• Executive management.
• Specify the responsibility,
authority and interrelationship
of all personnel.
3
Resource and process
requirements
• Policies and procedures.
• Personnel.
• Equipment.
• Waste management.
• Information management.
• Budget.
• Communication.
• The laboratory shall have
available the personnel, facilities,
equipment, systems and support
services necessary to manage and
perform its laboratory activities.

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‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 4
PDCA Cycle
Plan
DO
Check
Act
Set objectives, policies,
processes and define scope
and responsibilities. “What
to do” and “how to do it”
Execute the plan
Monitor and Assess
performance
Take actions to improve
the performance
A cycle of continual improvement with risk‐based thinking

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‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 5
Planning is the fundamental element in efficient resource management
Failing to plan
is
planning to fail
Laboratory
Action Plan
• Government/organization
Strategy.
• Customer consultation.
• Accumulative laboratory
data and trends.
• Compliance requirements.
• Customer satisfaction
surveillance.
• Employees satisfaction
surveillance.
Input

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‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 6
Laboratory Action Plan
• New method development and
validation.
• Existing method/procedure review and
update.
• Surveillance (Disease/immune status)
• IQC/EQA programs.
• Equipment maintenance & calibration.
• Human resource development (hiring,
training, competencies).
• Communication (internal and external).
• Procurement.
• The budget is an integral part of the annual laboratory business plan and will set a basis
for negotiation with customers and funders (OIE).
• Laboratory activities should be monitored by KPI and periodical audits.
Activities

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‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 7
Laboratory Personnel
Human
Resources
A veterinary laboratory must have a clear, transparent HR policy that is seen to treat all individuals
fairly. Appropriate procedures should be in place to determine remuneration, performance
management, appraisal and promotion. A robust mechanism for addressing poor performance
is also essential; it should provide clear and fair procedures for dismissal, in extreme circumstances.
HR policies should include training and retraining programmes to ensure that all staff are
developed to their full potential and contribute to a flexible work force (OIE).
Ensure that the personnel have the
competence to perform laboratory
activities for which they are responsible
and shall communicate to personnel
their duties, responsibilities and
authorities (ISO/IEC 17025:2017).

9. Laboratory Personnel
• Remote training through recorded videos.
• Suppliers provide free workshops and
training.
• Document troubleshooting and non
conformities and convert into a training
manual.
• Establish collaboration with universities.
• Subscription for online training.
• Participate in conferences, workshops and
symposiums.
• Personnel high performance and energy
sustainability (engage mind, heart and body).
6/18/2019 © ‫جميع‬
‫الحقوق‬
‫محفوظة‬
‫لهيئة‬
‫أبوظبي‬
‫للزراعة‬
‫والسالمة‬
‫الغذائية‬ 8

10. 6/18/2019 ©
‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 9
Laboratory Equipment
If the specification is well prepared, then the procurement process should be able to
secure appropriate supplies of the product at the required quality (OIE).
Clear rules must be in place to prevent undue pressure or bribery being applied to
procurement officers by suppliers. This risk must be monitored closely by the senior
management of the laboratory and, if necessary, by the governing body (OIE).
Plan &
specification
Procurement
Inventory &
procedures
Maintenance &
Calibration
The laboratory shall have access to equipment that is required for the correct performance
of laboratory activities and that can influence the results (ISO/IEC 17025:2017).

11. 6/18/2019 ©
‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 10
Laboratory Equipment
• The laboratory shall have a procedure for
handling, transport, storage, use and
planned maintenance of equipment in
order to ensure proper functioning and
to prevent contamination or
deterioration.
• The laboratory shall establish a
calibration programme.
• Records shall be retained for equipment.
ISO/IEC 17025:2017
A key component of the delivery of
scientific services is the routine
monitoring, calibration and maintenance
of scientific equipment. Managing these
processes should be a priority for resource
allocation as test results generated on
unmaintained and uncalibrated equipment
cannot be trusted to be accurate.
OIE

12. Laboratory Equipment
6/18/2019 © ‫جميع‬
‫الحقوق‬
‫محفوظة‬
‫لهيئة‬
‫أبوظبي‬
‫للزراعة‬
‫والسالمة‬
‫الغذائية‬ 11
• Work on priorities (OIE Terrestrial Manual -
recommended testing methods).
• Negotiate with suppliers and know your
options (on loan, lease to own, installment,
against maintenance contract, refurbished
equipment).
• One maintenance and calibration contract or
in-house engineers.
• Unified procedures in a network of
laboratories.
• Centralize/decentralize testing.
• Alternative methods (e.g. sample inactivation
to avoid “BSL3” procurement in limited budget
laboratories).

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©
‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 12
Laboratory Budget
Laboratory management should identify all costs and their allocation
to the appropriate area of activity, so that the total cost of delivering
any particular service can be identified (OIE).
Control Cost
Link costs with
activities
Revenue
generation
Cost control is an essential part of laboratory management.
Continual efforts should be made to improve efficiency without
compromising on quality (OIE).
For many laboratories, revenue generation through the sale of
services and products is an important component of their finances.
The laboratory should have a transparent pricing policy (OIE).
The laboratory shall be responsible for the impartiality of its
laboratory activities and shall not allow commercial, financial or
other pressures to compromise impartiality (ISO/IEC 17025:2017).

14. 6/18/2019 ©
‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 13
• Standardization and optimization of processes-Variation in
processes or unnecessary processes can have a large impact
on efficiencies and cost.
• Regular detailed monitoring of budget expenditure (KPI: %
variance in expenditure).
• Establish a procedure for budget proposal based on clear
planning.
• Reduce the duration of the budget cycle through
interdepartmental collaboration and automated
procurement process to be able to adjust and refine on
time and as needed.
• Always have an alternative plan to accomplish the activities
when budget is limited.
• Make blanket agreement for laboratory supply.
Laboratory Budget

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‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 14
Waste Management
• Laboratory waste may create concerns of environmental
pollution.
• Understanding and managing, as far as possible, any
potential negative impacts of the laboratory on the
surrounding environment is important and may be
subject to national and local regulations (OIE).
• Certification of compliance with standard ISO
14001:2004 Environmental Management Systems
should be a target for laboratory managers (OIE).
If you can’t
measure it,
you can’t
manage it

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‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 15
Waste Management
• Source reduction (waste avoidance) by considering laboratory
sample throughput. Low sample throughput could be
expensive.
• Improve waste segregation to maximize recovery of materials
and treatability of wastes.
• Reuse items where possible and safe to do so e.g. use
washable or reusable lab ware in place of disposable items-
reuse boxes.
• Minimize paper use by having electronic documentation
system and electronic laboratory reports and certificates.
• Make inventory of available supplies and order only when
supplies reach a certain limit.
• Share excess and unexpired consumables with other groups.
Consumable swap might be possible with other labs.

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‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 16
Information Management
The laboratory information management
system(s) used for the collection,
processing, recording, reporting, storage or
retrieval of data shall be validated for
functionality, including the proper
functioning of interfaces within the
laboratory information management
system(s) by the laboratory before
introduction.
ISO/IEC 17025:2017
Modern laboratories are increasingly
dependent on computerised systems to
manage their data.
Measures must be in place to protect the
integrity of the data, for archiving and
retrieval, and for privacy protection of
personal or sensitive items.
It is important that the laboratory has IT
support.
OIE
Establishing a Laboratory Information Management System (LIMS) increases laboratory
efficiency.

18. 6/18/2019 ©
‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 17
Information Management
• Establish an in-house, customized LIMS.
• Fully utilize the LIMS to ensure the return on investment
(integrate LIMS with equipment, staff competencies,
electronic notification, biobank, etc.).

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‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 18
Business Continuity
In addition to the vital role of the laboratories for the veterinary services, laboratories
have significant funds invested in equipment, facility, biological materials etc., therefore,
A Business Continuity Plan is important to ensure your Laboratory is prepared for any
disruption.
According to ISO 22301, business continuity plan is defined as “documented procedures
that guide organizations to respond, recover, resume, and restore to a pre-defined level
of operation following disruption
Good resource
management
Business
continuity
Critical services or
products are delivered
during a disruption.

20. 6/18/2019 ©
‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 19
Business Continuity
Disruption:
• Power failure.
• Outbreak exceeding laboratory capacity.
• Natural disasters (flooding, fire, earthquake, etc.).
• Communications, transportation, safety and service sector failure.
• What would we do if the facility, key equipment, staff or supplies were not available
for this operation or service?
• How would we recover from a severe impact or loss of any of those
assets/functions?
• How do we then best protect those assets/functions and prevent impacts/losses
from occurring?
Source: Public Safety Canada “A Guide to Business Continuity Planning”

21. 6/18/2019 ©
‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 20
Identify Essential
Operations and
Services
Identify impact of
disruption
Ranking (Minimum
service levels and
maximum
allowable
downtimes)
Identify
dependencies
Create continuity
plan
Ensure readiness
(training and
exercising)
Revise, test and
update the plan
Business
Continuity
Source: Public Safety Canada
“A Guide to Business
Continuity Planning”

22. 6/18/2019 ©
‫الغذائية‬ ‫والسالمة‬ ‫للزراعة‬ ‫أبوظبي‬ ‫لهيئة‬ ‫محفوظة‬ ‫الحقوق‬ ‫جميع‬ 21
Thank you