001 Establish and maintain LIMS parameters and controls ...

BUSINESS PROCESSES of 14

Tarrant County ME – LIMS Project

Business Processes

ID BUSINESS PROCESS DESCRIPTION

BP- 001 Establish and maintain LIMS parameters and controls

This is the process of the TCME user being able to establish and maintain all of the parameters, controls, and common fields that will be used throughout the entirety of LIMS. Examples may include:

• Fees with billing codes

• Timelines

• Inventory management

• Personalized/standard dashboard parameters

• External agency information

• Internal agency information within the ME office o Individual laboratory sections

▪ Personnel ▪ Chief ▪ Storage locations ▪ Service request types

• Sexual assault kit parameters

• Security and permissions (including adding, removing/deactivating, and changing personnel, designating personnel as “temporary”, assign permissions based on role based permissions, etc.)

o Access roles

• Etc. Sub-Processes include:

•

BP- 002 Receive, transfer, and track items

This is the process of receiving, creating, and/or collecting items and tracking them throughout their final disposition (i.e. Chain of Custody (CoC)) Note: This includes all internal and external transfers of the items. Sub-Processes include:

• Create/update an item (BP-002.01)

• Transfer items (BP-002.02)

BP- 002.01 Create/update an item This is the process of creating an item in LIMS for a physical item (that has been received or created internally as we perform ME services) that will be associated with a case. This includes assigning a unique identification code which is affixed to an item and placing/releasing holds on items. Note: All items have an identification code. Note: Some items may have sub-items related to it. Types of items include:



Business Processes


• Evidence

• Property

• Medication/drugs

• Images

• Body Identification codes may include:

• Barcode

• Tags

Sub-processes include

•

BP- 002.02 Transfer items

This is the process of identifying the custody of an item (personal custody or storage location) and tracking an item from receipt through final disposition. At any time, we will know where the item is, where it has been, and who has had it. Final disposition of an item may include:

• Consumed

• Destroyed

• Released body or items

• Stored

• Anthropology final disposition – status change in CRYPT?

• Etc.

Note: This process substantiates and communicates the integrity of the item (primarily evidence) and provides a document for court of law. Note: This includes contacting the agency responsible for the case regarding releasing evidence of completed cases. Sub-Processes include:

•

BP- 003 Generate service requests This is the process of creating a request for a service to be performed by a section or an individual. Service requests can only be generated for an existing case. Note: In the new LIMS, all cases will have a service request. Service requests may include:

• Populate TXEver with medical death certificate information

• Investigation of body (new)

• Request for county burials



Business Processes


• Request for specimen retention

• Request for tissue procurement approval and billing

• Request to provide testimony

• Etc. See TSK-013 Note: Service requests may be auto generated based on specific actions that have taken place during ME processing or they may be manually established. Examples for auto generated service requests may include:

• When a ME case is established, there could be an automated service request for investigations, examinations and/or identifications.

• When a CoD or MoD is identified, there could be an automated service request for a death certificate.

• When a body is identified, there could be an automated service request for a death certificate amendment.


• Create/update service requests (BP-003.01)

• Assign service requests (BP-003.02)

BP- 003.01 Create/update service requests This is the process of creating a new service request, updating an existing service request, or canceling a service request. Part of creating a service request will include assigning a priority and designating it to a section to perform the work. Note: We will need to re-define how to prioritize service requests in the new LIMS. Note (Current Issue): In the current system, the status of a service request is currently tied to the custody of the items or evidence. This means that if a new service request is created, but doesn’t need to change custody, it will not show up as a new service request, it will show as an in progress service request. Note (Future State): With the new LIMS the status of the service request will not be tied to the custody of evidence or items, it will only designate the true status of a service request (e.g. a new service request, an in progress service request, or a completed request). Sub-Processes include:

•



Business Processes


BP- 003.02 Assign service requests This is the process of assigning a service request to an individual within a section who will perform the service. Service requests may be assigned by a supervisor, as a self-assignment, or as an automatic assignment based on the section (sections that only have one individual). Sub-Processes include:

•

BP- 004 Manage holds This is the process of applying a hold, changing the status of a hold, releasing a hold, and notifying the related parties that a hold exists (alerts). Categories of holds include:

• Automatic holds (e.g. specific hospital sexual assault cases)

• Agency requested holds

• TCME personnel requested holds Holds may involve:

• Agencies

• Cases

• Items

• Service requests

• Information


•

BP- 005 Establish cases

This is the process of receiving cases, assigning case numbers, and routing them to the appropriate section (FDI, evidence, and administrative). Types of cases include:

• Jurisdiction

• Non-jurisdiction

• Jurisdiction terminated

• Jurisdiction declined

• Cremation only

• Non-ME

• Proficiency test Sub-Processes include:

• Determine if a case needs to be created (005.01)

• Create/update a case (005.02)

BP- 005.01 Determine if a case needs to be created

This is the process of receiving information or items related to a death or criminal investigation that may fall within TCME’s scope of



Business Processes


services. If the information or items fall within TCME’s scope of services, a case will be created. Sub-Processes include:

• Determine that the case doesn’t already exist (BP-005.01.1)

BP- 005.02 Create/update a case This is the process of creating a new case within LIMS by either entering all new information (a case does not already exist and there are no related cases) or populating the information from a related case. This also includes updating a case with new information, associating duplicate cases with each other, or deactivating duplicate cases. Note: When we associate one case with another, it does not involve moving information back and forth. Related case information may include:

• Date of occurrence

• Location of occurrence Sub-Processes include:

• Establish case type (005.02.1)

• Enter specific information related to the case type (005.02.2)

• Assign a case number (005.02.3)

BP- 005.02.1 Establish case type

This is the process of determining the type of case and routing the case to the appropriate section. Sections include:

• ME cases (to FDI); See 5.1 o Jurisdictional

▪ In absentia o Non-jurisdictional o Jurisdiction terminated o Jurisdiction declined (See TSK-009)

• Non-ME cases (to Evidence) o Criminal investigation o Proficiency test

• Administrative cases (to Administration) o Cremation only

Sub-Processes include:

•

BP- 005.02.2 Enter specific information related to the case type

This is the process of Sub-Processes include:

•



Business Processes


BP- 005.02.3 Assign a case number

This is the process of assigning a unique case number to every case and linking the case to any relevant cases. Sub-Processes include:

•

BP- 006 Perform investigative, morgue, and laboratory services

This is the process of performing all investigative, scientific, and technical services Includes:

• Morgue examinations

• Human ID

• Histology

• Investigations Sub-Processes include:

• Document and itemize received items (BP-006.01)

• Analyze, examine, or process items (BP-006.02)

• Generate/amend the analysis or examination report (BP-006.03)

• Perform technical and administrative reviews (BP-006.04)

• Distribute reports to recipients (BP-006.05)

BP- 006.01 Document and itemize received items

This is the process of documenting and itemizing all items and components of items received with a service request and making determinations regarding how to proceed (e.g. which tests will be performed, etc.). Note: The documentation will be in the form of narrative information, photographs, images (including x-rays), etc. Includes:

• Itemizing evidence (creating sub-items from one larger item, e.g. a box has multiple items inside)


•

BP- 006.02 Analyze, examine, or process items

This is the process of performing the requested examination (manual observation), analysis (instrument driven analysis), or process (preparation for examination). Sub-Processes include:

• Create item batches (BP-006.02.1)

• Analyze items (BP-006.02.2)

• Record results and conclusions (BP-006.02.3)

• Verify comparisons (BP-006.02.4)

BP- 006.02.1 Create item batches This is the process of logically grouping one or more items, potentially from different cases, into a batch



Business Processes


Note: Items are grouped based on instrumentation or methodology. Sub-Processes include:

•

BP- 006.02.2 Analyze items This is the process of analyzing or examining service request items Includes:

• Morgue examinations (examining bodies to determine the cause of death (CoD) and the manner of death (MoD))

o External examination o Partial autopsy o Complete autopsy o Inquest in absentia (reviewing the chart without

bringing a body in)

• Identify human remains; The Human ID Laboratory consists of three sections:

o Fingerprints o Forensic Anthropology for ID

▪ Examining skeletal remains ▪ Comparing ante-mortem and post-mortem

radiographs o Forensic Odontology o Obtain specimen for DNA analysis that is sent to UNT

• Histology o Prepare and storing tissue in paraffin blocks o Prepare slides from tissue specimens o Perform special stains on slides

• Laboratory services o Perform trace evidence examinations o Perform forensic biology examinations o Process and compare latent fingerprints o Examine firearms and tool marks (FATM) o Analyze drug evidence o Analyze toxicological items o Perform anthropologic examination (not for ID

purposes) ▪ Examining skeletal remains ▪ Perform radiographs examinations ▪ Perform field recovery work

o Perform photographic processing for firearms examination (in the photo lab)

Note: This also includes evaluation of control values during analysis to determine if data can be reported.

o Evaluating controls against pre-determined criteria o Comparing the results to pre-existing limits



Business Processes


o Flagging any results that are outside of the limits Sub-Processes include:

•

BP- 006.02.3 Record results and conclusions This is the process of documenting the data and observations associated with the analysis or examination of service request items. May include:

• Direct entry: Directly inputting results, observations, and conclusions into LIMS based on the service type

• Digitizing: Transforming hard copy documentation used as part of the examination or analysis into digital copies so that the paper copy can be destroyed (Laboratory accreditation requires that this process is verified to confirm that the digital copy exactly matches the paper copy that will be destroyed)

• Releasing information prior to report creation (e.g. non-jurisdiction preliminary report, laboratory partial results, etc.)


•

BP- 006.02.4 Verify comparisons This is the process of the internal TCME staff or authorized external parties re-examining the evidence and determining if the verification conclusion matches the primary conclusion. This is used for:

• Firearms

• Fingerprints o Human ID prints o Latent prints

• Impression evidence


•

BP- 007 Manage inventory, equipment, and instruments

This is the process of managing the acquisition, distribution, disposition, and maintenance of inventory, equipment, and instruments. Inventory includes:

• Reagents (purchased or prepared in lab)

• Standards

• Chemicals

• Controls (including batch processing controls)

• Supplies o Tubes



Business Processes


o Cultures Sub-Processes include:

• Add acquired inventory, equipment, and instruments (BP-007.01)

• Prepare inventory (BP-007.02)

• Maintain instruments and equipment (BP-007.03)

BP- 007.01 Add acquired inventory, equipment, and instruments

This is the process of adding procured inventory, equipment, and instruments to be used to perform ME services into LIMS. Note: This may include providing user notifications for upcoming expiration dates or required maintenance. May include:

• Identity

• Lot number

• Expiration date

• Required maintenance schedule/calibration schedule (e.g. refrigerator temps, balance checks, etc.)


•

BP- 007.02 Prepare inventory This is the process of preparing reagents, controls, standards, and chemicals in the lab for use in casework, adding them into LIMS, and performing periodic checks (verification of effectiveness). Sub-Processes include:

•

BP- 007.03 Maintain instruments and equipment

This is the process of performing and documenting preventative and corrective maintenance and calibrations on instruments and equipment based on procedural requirements. Sub-Processes include:

•

BP- 008 Perform administrative support processes

This is the process of providing supportive and executive functions for the TCME. Functions include:

• Transcribing autopsy reports

• Managing the creation, approval and distribution of cremation permits

• Providing death certificate information into TXEver and certifying death certificates

• Responding to open record requests and freedom of



Business Processes


information Note: Upon receipt of a service request, we enter all required medical information into TXEver in order for a death certificate to be generated. Then, we certify the death certificate. Finally, we retain an imaged copy of the death certificate once it’s been produced by TXEver. Sub-Processes include:

• Bill customers (BP-008.01)

• Catalogue electronic media (BP-008.02)

• Release requested records (BP-008.03) See TSK-008

BP- 008.01 Bill Customers This is the process of associating completed service requests with a billing code, related quantities, and responsible party in order to generate transactional information (e.g. reports, data files, etc.) to send to an external billing system and bill the requestor of services. Is assignment of billing code part of BP-003 Generate Service Request? Types of billing includes:

• Monthly billing (all laboratory services and cremation permits that have been completed for that month)

• Non-jurisdictional autopsy billing once services completed o Send outs

• Records requests (pre-paid) o Over the Counter (OTC) sales receipts (e.g. photos,

records, re-cuts, etc.)

• Re-test upon request (pre-paid) Sub-Processes include

•

BP- 008.02 Catalogue electronic media

This is the process of cataloging received or ME generated digital images, media, documents, etc. to be available internally in various formats. Functions include:

• Receiving SD cards with all photos from investigators, death scenes, and out of autopsy cameras and transfers those images into DIMS

• Producing records (CD of photographic records)

• Converting paper documents to digital images

• Converting x-rays to image types (add DICOM viewer)



Business Processes


Digital images associated with cases are currently stored in:

• DIMS

• Additional images within LIMS (typically non-photographs)

• Laboratory shared drives Sub-Processes include:

•

See TSK-007

BP- 008.03 Release requested records

This is the process of receiving and responding to requests for records and providing the electronic media in various formats upon request. Records requests may come from:

• Families

• Attorneys

• Media

• Police

• Insurance agencies

• Hospitals

• General public

• Etc. Functions include:

• Responding to open record requests and freedom of information


•

BP- 009 Generate and distribute aggregate reports

This is the process of creating aggregated reports in a variety of formats (e.g. dashboard, pdf, spreadsheet, word document, physical paper, etc.) and timings and distributing the reports to the designated parties. Note: This includes retrieving an existing report template or creating a new template (that may or may not be used again in the future) based on the question being asked in order to generate a report.

Aggregate types of reports may include:

• Morning mortality report

• Critical case review

• Item/evidence inventory (including property and bodies)

• Custody inventory



Business Processes


• Worklist assignments

• Billing reports

• Etc.


•

BP- 010 Track communication This is the process of recording both internal and external communication (verbal, paper, electronic) to and from TCME, that is related to a case (or may be related to a current or future case), as searchable communication elements. Note:

• This communication may be associated to a single case, service request or item OR multiple cases, service requests, or items

• This communication may not ever be associated with a case, but it is still searchable/trackable

o The need for the communication to be searchable is related to the need to find communication that occurred before a case was generated so that we can associate it to a case

o The need for the communication to be discoverable is related to the need for external communication to be part of the discovery packet


•

BP- 011 Generate and distribute service request reports

This is the process of generating, reviewing, and distributing reports for service requests, which include examination and analysis reports as well as other service request related reports. Note: Some reports may include an e-signature/electronic notary feature. See TSK-010 Sub-Processes include:

• Generate/amend a service request report (BP-011.01)

• Perform technical and administrative reviews (BP-011.02)

• Distribute reports to recipients (BP-011.03)

BP- 011.01 Generate/amend a service request report

This is the process of generating and/or amending reports of the results associated with a service request. Note:

• Some laboratory reports cannot be released until they have gone through technical and administrative reviews.

o Autopsy reports don’t require a technical and administrative review in order to be released



Business Processes


o Histology service requests do not generate reports o Human ID labs:

▪ Fingerprint analyses require verification ▪ Anthropology and dental analyses are tech

reviewed (not admin reviewed)

• Generation of a report does not imply that a review of any type has occurred yet.

Types of reports may include:

• Examination and analysis reports

• Cremation permits

• Affidavits

• Non-contagious diseases letter

• ID report for funeral homes?

• Investigative report

• Jurisdiction terminated report


•

BP- 011.02 Perform technical and administrative reviews

This is the process of manually reviewing the case files, evaluating them against defined review criteria, requesting any corrections that need to be made, and documenting that the review has occurred in order to show that all steps were followed and that conclusions are appropriate. Note: Reviews may be performed before, during, or after report generation (e.g. Toxicology performs reviews before and after their reports). Reviews must be performed before any laboratory reports are released. Some technical reviews will be performed externally because of staffing needs. Sub-Processes include:

•

BP- 011.03 Distribute reports to recipients This is the process of determining the recipients of the reports and releasing them to the appropriate recipient. The reports that are distributed include the approved report and any relevant associated case information that they have requested and are eligible to receive. Recipients may include:

• The service requestor

• Other interested parties (e.g. family, DA, public health, etc.) Sub-Processes include:



Business Processes


•

• BP-001 Establish and maintain LIMS parameters and controls

• BP-005 Establish cases• BP-002 Receive, transfer, and track items• BP-003 Generate service requests• BP-006 Perform investigative, morgue, and laboratory

examinations • BP-007 Manage inventory, equipment, and instruments• BP-004 Manage holds• BP-010 Track communication related to cases• BP-008 Perform administrative support processes• BP-009 Generate and distribute aggregate reports• BP-011 Generate and distribute service request reports

Context Diagram: ME – LIMS Project

E-001Outside agencies

I: Request for service infoI: Authorization to proceed with service request

O: Completed service infoO: Request for authorization to proceed with a service request

E-004Instruments and

Equipment

E-005External Reviewers

I: Missing person DNA database report O: Samples to be analyzed

I: Request for service infoI: Authorization to proceed

O: Completed service infoO: Request for authorization to proceed

Tarrant CountyME – LIMS Project

Context Diagram and Process Models.vsdx

Key:I = Inputs to BPO = Outputs from BP

E-009Tarrant County

Purchasing

I: Acquired inventory, equipment, and instruments

E-008UNT

I:Documentation that the external review has been completed

O: Results and conclusions

requiring external review

E-007Missing and

Unidentified Person Agencies

E-010QualTrax

I: Work instructions for lab preparation of reagents, controls, standards, and chemicals

E-002TCME Public

Website

I: Analysis results

O: Items that require instrument analysis

E-006Service Requestors

I: Missing person info

O: Unidentified body info

E-013TCME Transcription

Services

I: Case review notes

E-011Conference Reviewers

E-012Electronic Media

Server

I: Stored electronic media

O: New digital media to be stored

I: Transcribed examination report

O: Dictated examination notes

E-014TXEver

O: Releasable public information

I: Notification of initiated death certificate

O: Examination info for death certificate

E-003Internal TCME

sections

I: Approval/denial to proceed with work

O: Request to proceed with work

E-015Billing System

O: Approved billing transactions

E-016GIS

O: Item address info

BP-001Establish and maintain LIMS

parameters and controls

DS- 001Available new

parameter information

ME-LIMSProcess Model

BP-001 Establish and maintain LIMS parameters and controls



DS- 002Current parameter

information DF-004Updated

parameter info

DS- 006User defined fields

and values

DF-015New or updated

defined fields and values

DS- 029Template information

DF-125Existing

template info

DF-057Updated template

info

DF-003Parameter info

DF-014Existing defined fields

and values

BP-005.01Determine if a case needs to be

created

DS- 004Existing cases


BP-005 Establish Cases



BP-005.02Create/update a case

BP-003.01

DS- 005Case type template

information

DF-008New or updated

case information

BP-003.01

E-006Service

Requestors

DS- 016External agency

information

BP-002.01


DF-068Requested

Related items

DF-069Request for case

related item

E-011Conference Reviewers

DF-070Case

review notes

DS- 003TCME

communication

E-010QualTrax

DF-058QualTrax workflow number

BP-004

BP-002.02Transfer items


BP-002 Receive, transfer, and track items



BP-002.01Create/update an item

BP-006.01


BP-005.02


information

DS- 014Storage

locations

DS- 015TCME personnel

DS- 017Final disposition

type

DS- 018Item list

DF-048Current item

location/custody

BP-006.02.2

DF-043Storage location

information

DF-045Disposition

type information

E-016GIS

DF-064Item related

trigger to generate a

service request

BP-003.01

DF-059New/updated item info

DF-062Collected or created items to be tracked

BP-003.01Create/update service requests

DS-007Existing service

requests


BP-003 Generate service requests



DS-008Existing ME

services

DS-009Items

DS-010Requestors


BP-005.02

BP-003.02Assign service requests

DS-012Individual worklist

DS- 011Section worklist

BP-006.02.2

BP-002.01

BP-005.01

DF-022New case info

DF-049Service request requiring authorization to proceed

BP-004


BP-006 Perform investigative, morgue, and laboratory services



BP-006.02.1Create item batches

BP-006.02.4Verify comparisons

DS- 019Instrument, equipment,

reagent, and supply

inventory

DF-066Inventory

consumption info

DF-065Supply

inventory info

E-004Instruments

and Equipment

BP-006.02.3Record results and

conclusions

BP-002.01

BP-006.02.2Analyze items

DS- 013Category of

testing templates

DF-076Instrument

and equipment

results

E-005External

Reviewers

DF-079Results of

verification

E-007Missing and Unidentified

Person Agencies

E-001Outside

Agencies

DF-078Results and conclusions for external verification

BP-011.02

DS- 023Examination and

analysis documentation

DF-061Procedure specific

template

E-003Internal TCME

Sections

DF-097Request for departure

from procedure DF-098Response

to departure request

E-008UNT

DF-093Missing person

DNA database reportDF-092Samples

to be analyzed

DF-096Departure from

Procedure template

DF-072Batched items for instrument

analysis

DF-126Examination

info for death certificate

E-014TXEver

DS- 025Control data information

BP-003.01

BP-011.01

BP-006.01Document and itemize

received items



DS- 018Identified item

list

DF-027Morgue and labs

service request info for a section

DF-036Service request related

info about items

DF-099Control data

values

E-002TCME Public

Website

DF-121Case info for

public website

BP-004

DF-085Examination and analysis

documentation associated with service requests

DF-059New/updated

item info

DF-062Collected or created items to be

tracked


BP-007 Manage inventory, equipment, and instruments



BP-007.02Prepare inventory

BP-007.03Maintain instruments and

equipment

BP-007.01Add acquired inventory,

equipment, and instruments


and inventory

E-009Tarrant County

Purchasing

E-010QualTrax

DS- 026Inventory

preparation templates


and inventory

E-010QualTrax

DF-101Lab prepared

inventory

DF-109Equipment and instrument out

of service information

DF-107Scheduled

maintenance requirements


BP-004 Manage holds




BP-003.01

BP-004Manage holds


BP-008.01


information



information

BP-006.02.2DF-026

Internal manual hold information

BP-005.02DF-052

Automatic hold information

BP-010Track communication

E-001Outside Agencies

ME-LIMSBP-010 Track Communication



DS- 003TCME

communication


BP-008.01Bill customers


BP-008 Perform administrative support processes



DS-027Billable service

information

BP-008.02Catalogue

electronic media

BP-008.03Release requested

records

E-012Electronic

Media Server

DF-111New

electronicmedia to be

stored

E-001Outside

Agencies

E-003Internal TCME

sections

DS-022Case record

eligibility information


E-006Service

Requestors

E-014TXEver

DF-129Billing related service

request info

DS-007Existing service

requests

DF-128Billing related

case info

DS- 004Existing

cases

E-015Billing

SystemBP-004

BP-009Generate and distribute aggregate reports


BP-009 Generate and distribute aggregate reports



DS- 009All LIMS

information

E-001Outside

Agencies

E-003Internal TCME

Sections

DS- 020Reporting templates

DF-120Existing report

specific templates

DF-122New or modified

report specific templates

DF-132External requested reports (question to be answered)

DF-032Aggregate reports for

outside agencies

DF-033Aggregate reports for

internal TCME sections

DF-118Internal requested reports (question to be answered)


BP-011 Generate and distribute service request reports



BP-011.01Generate/amend a service request

report

DS- 020Reporting templates

BP-011.02Perform technical and administrative

reviews

DF-077Generated reports

DF-094Release of

information prior to report

template

BP-011.03Distribute reports to recipients

E-006Service

Requestors

E-003Outside

Agencies

DS-021Finalized reports

DF-084Approved

reports

DF-086 Approved

reports to be

distributed

DS-022Case record access

eligibility information

DF-087Report

eligibility by recipient

DS-024Technical and administrative

review templates

DF-095Tech and admin review

template info

E-005External

Reviewers

DF-082Documentation

of external technical review

DF-081Results and conclusions for external

technical review

DF-083Examination and analysis information

to be corrected

DF-110Billing

info for lab services

E-013TCME

Transcription Services

DF-119Examination

report

DS-027Billable service

information

DF-035Finalized reports to be amended

BP-

006.02.4


DF-024Non-examination and

analysis information to be corrected

DATA FLOWS Page 1 of 12


Data Flows

ID DATA FLOW DESCRIPTION ORIGIN (FROM) DESTINATION (TO)

DF-001 Available parameter information

Any information about a parameter that needs to be maintained within LIMS (e.g. new user, new agency, update to an address, etc.)

• DS-001 • BP-001

DF-002 • •

DF-003 Parameter information Existing state of parameters that are available to be updated

• DS-002 • BP-001

DF-004 Updated parameter information

Updated parameters that will be used in LIMS Includes

• Agency hold indicators

• Etc.

• BP-001 • DS-002

DF-005 TCME communication information

Non searchable communication coming in or out of TCME regarding cases or cases in limbo that needs to recorded and searchable (e.g. who called, what they called about, case identifiers, etc.)

• E-001 • BP-010

DF-006 Existing case information All recorded information about cases that will be used to determine if a case has already been created

• DS-004 • BP-005.01

DF-007 Case information to be entered New information (including case type, companion/related cases, etc.) required to create a new case or update an existing case

• BP-005.01 • BP-005.02

DF-008 New or updated case information

All information for a case that has been created or updated (including the assigned case number)

• BP-005.02 • DS-004

DF-009 Case review indicator Indication that a case is eligible for additional review (e.g. CCR, CMCR, etc.)

• DS-005 • BP-005.02

DF-010 Searchable limbo case

communication information

Searchable communication information that was previously received and a case was not created. The communication may or may not be associated with a case in the future.

• BP-010 • DS-003

DF-011 Limbo case communication Any communication that may have occurred through emails, phone calls, etc. that we want to have a searchable record of but is not currently tied to a case

• DS-003 • BP-005.01

DF-012 Case type template Existing templates for each case type • DS-005 • BP-005.02

DF-013 Case related trigger to generate a service request

Case information that will trigger a service request. Service requests may be triggered automatically (based

• BP-005.02

• BP-003.01



Data Flows


on case types, offense type, evidence type, creation of a particular item sub-type, completion of services, etc.) or manually.

DF-014 Existing defined fields and values

Existing defined fields and values in the parameter tables

• DS-006 • BP-001

DF-015 New or updated defined fields and values

New or updated defined fields and values to be added to the parameter tables

• BP-001 • DS-006

DF-016 Request for services Request for services from outside agencies or internal TCME sections Includes:

• Request for records

• Request for cremation information

• New items

• E-006 • BP-005.01

DF-017 TCME initiated external

communication

Documentation of TCME initiated external communication

• BP-010 • E-001

DF-018 Existing service request

information

All of the information about an existing service request. Note: This includes the service request status (e.g. authorized/pending authorization, assigned, unassigned, in process, completed, canceled, etc.)

• DS-007 • BP-003.01

DF-019 ME service information All services available in TCME and their associated information

• DS-008 • BP-003.01

DF-020 Item information All information that we know about an item we have created

• DS-009 • BP-003.01

DF-021 Requestor information All information that we know about a requestor of services

• DS-010 • BP-003.01

DF-022 New case information All service request information that requires a case to be created

• BP-003.01 • BP-005.01

DF-023 Case related hold information The hold applied to any component of a case or the entire case (e.g. service request, subset of a service request, items, sub items, etc.)

• BP-004 • DS-004



Data Flows


DF-024 Non-examination and analysis

information to be corrected

• BP-011.02 • DS-012

DF-025 Non-examination and analysis

service request information

Information to be used to generate non-examination and analysis reports (e.g. cremation permit, affidavits, investigative reports, etc.)

• DS-012 • BP-011.01

DF-026 Internal manual hold information

Any holds that need to be placed on a case, service request, item, or sub item as a result of internal services being performed

• BP-006.02.2 • BP-004

DF-027 Morgue and labs service request information for a section

Specific requested service to be performed in a specific morgue or lab ME section Note: The service request could be assigned for a section or an individual within a section

• DS-011 • BP-006.01

DF-028 New/updated service request information

New or updated service requests that will be added to a section worklist

• BP-003.01 • DS-011

DF-029 Due date information Due date assigned to the service request that can be tracked against and possible trigger a change in priority of the service request

• DS-007 • BP-003.01

DF-030 Assigned service request information

Service request information that is relevant to an individual who will perform the service

• BP-003.02 • DS-012

DF-031 Agency information Everything we know about an agency that needs to be associated to a case (e.g. name, contact info, etc.) May include:

• Hold indicators at the agency level requiring a case to be put on hold

• DS-016 • BP-005.02

DF-032 Aggregate reports for outside agencies

• BP-009 • E-001

DF-033 Aggregate reports for internal TCME sections

• BP-009 • E-003

DF-034 Morgue and lab service request information for an individual

Specific requested service to be performed by a morgue or lab individual

• DS-012 • BP-006.01

DF-035 Finalized reports to be amended

These are reports that need to be amended (versioned as a new version of the latest report, etc.)

• DS-021 • BP-011.01



Data Flows


DF-036 Service request related information about items

Any items or item descriptions related to a service request Includes:

• Body

• Bones

• Property

• Etc.

• DS-018 • BP-006.01

DF-037 • • •

DF-038 New communication about existing cases

Documentation of new communication (both externally and internally initiated) that needs to be associated with an existing case Examples may include:

• Copy of an email

• Form to record information about a phone call

• Etc.

• BP-010 • DS-004

DF-039 Existing case information Any information about the case and all items associated with the case Case information may include:

• Any other items related to the case

• If the item is already established (e.g. an item was sent outside of TCME and is now back at TCME) and needs to be re-activated

• DS-004 • BP-002.01

DF-040 Information about a person submitting items

Information about a person who is submitting an item Note: This person may or may not be the person requesting the service

• DS-016 • BP-002.01

DF-041 Item information Information about an item that needs to be received and tracked in LIMS and associated to a case

• BP-005.02 • BP-002.01

DF-042 Item All items that we have created in LIMS that can be transferred to someone or someplace

• BP-002.01 • BP-002.02

DF-043 Storage location information This is information about all storage locations that have • DS-014 • BP-002.02



Data Flows


been defined in LIMS

DF-044 TCME personnel information This is the information about TCME personnel involved in a transfer of items

• DS-015 • BP-002.02

DF-045 Disposition type information This is the information about all final disposition types that have been defined in LIMS (e.g. destroyed, consumed in analysis, released, etc.) and used for items intended to not be returned or re-submitted

• DS-017 • BP-002.02

DF-046 Agency financial hold information

Information about an agency that needs a financial hold for non-payment exceeding 90 days

• BP-008.01 • BP-004

DF-047 Created/updated item information

Information about the established item • BP-002.01 • DS-018

DF-048 Current item location/custody Item location and custody updated information for item transfer

• BP-002.02 • DS-018

DF-049 Service request requiring authorization to proceed

A service request with a hold • BP-003.01 • BP-004

DF-050 Unassigned service requests for a section w/no hold

Service requests that need to be assigned because a hold has been released

• DS-011 • BP-003.02

DF-051 External request for a hold External request for a hold on a case, report, item, service request, etc.

• E-001 • BP-004

DF-052 Automatic hold information Information about any cases that automatically require a hold (e.g. sexual assault cases, toxicology, etc.)

• BP-005.02 • BP-004

DF-053 Agency related hold information

Information about any holds on agencies • BP-004 • DS-016

DF-146 Approved billing transactions These are billing transactions that have been approved to be sent to the billing system

• BP-008.01 • E-015

DF-055 Resolved case related hold information

Information to remove the hold and then proceed with or cancel the case related item/process (e.g. entire case, items related to the case, service requests related to the case, etc.)

• BP-004 • DS-004

DF-056 Resolved agency related hold information

Information to remove a hold associated with an agency or deactivate an agency

• BP-004 • DS-016

DF-057 Updated template information • BP-001 • DS-029

DF-058 QualTrax workflow number The number assigned to the incident or corrective action in QualTrax

• E-010 • BP-005.02



Data Flows


DF-059 New/updated item information Information about items that we have discovered while performing a morgue or lab service

• BP-006.02.2 • BP-002.01

DF-060 Items requiring sub items Any items that need to be broken down into sub-items • BP-006.01 • BP-002.01

DF-061 Procedure specific template Fields that are required to be populated for each specific service provided, including comment fields to allow for free form notes (when necessary) Placeholder for cassette template per Dr. Greenberg and Joe English

• DS-013 • BP-006.02.2

DF-062 Collected or created items to be tracked

Items collected or created while performing service requests that need to be added to the system as a new item or sub-item (e.g. a new slide of tissue, etc.)

• BP-006.02.2 • BP-002.01

DF-063 Service related trigger to generate a service request

Includes the service request completions that automatically trigger a new service request type (e.g. autopsy exam completion should trigger the service request for a death certificate to be created, the need to perform other examination/analysis services, etc.). This could also be done manually.

• BP-006.02.2 • BP-003.01

DF-064 Item related trigger to generate a service request

Information about the creation of specific items that automatically trigger a new service request type (e.g. tissues and cassettes trigger a histology service request, etc.). This could also be done manually.

• BP-002.01 • BP-003.01

DF-065 Supply inventory information Information about which instruments, lot numbers, chemicals, balances, etc. were used as part of an examination

• DS-019 • BP-006.02.2

DF-066 Inventory consumption information

Information about which inventory supplies have been consumed during the performance of the service request being completed. Note: This may trigger re-order of supplies.

• BP-006.02.2 • DS-019

DF-067 Assigned morgue and lab service requests and items

The service request and the accompanying items to be examined or analyzed

• BP-006.01 • BP-006.02.1

DF-068 Requested related items These are additional items that will be used in • E-001 • BP-005.02



Data Flows


conjunction with a case that we are creating (beyond the primary item we are examining) Includes:

• Records

• Reports

• Specimens

DF-069 Request for case related items These are additional items we are requesting that are related to a case that we are going to be creating. Example: There is a case being created for a car wreck. We know we will ultimately get the body. We will request medical records, hospital records, EMS records, police report, specimens collected at the hospital, etc. prior to receiving the actual body that is going to be examined.

• BP-005.02 • E-001

DF-070 Case review notes These are the handwritten notes that are taken at conferences and need to be associated back to cases within LIMS

• E-011 • BP-005.02

DF-071 Batched item information for analysis

This is any information related to items in a batch to be analyzed

• BP-006.02.1 • BP-006.02.2

DF-072 Batched items for instrument analysis

One or more items to be analyzed as a batch • BP-006.02.2 • E-004

DF-073 Batched item examination data This is the information generated by the manual examination

• BP-006.02.2 • BP-006.02.3

DF-074 Individual item results and conclusions

This is the unique results for each individual item in the batch

• BP-006.02.3 • BP-006.02.4

DF-075 Results and conclusions All results and conclusions from examination or analyses that have been verified (externally or internally), if necessary

• BP-006.02.4 • BP-011.01

DF-076 Instrument and equipment results

This is the information generated by the instrument analysis

• E-004 • BP-006.02.3

DF-077 Generated reports Reports generated from examinations, analyses, or other service request related reports that may or may

• BP-011.01 • BP-011.02



Data Flows


not require technical and administrative review

DF-078 Results and conclusions for external verification

These are the results and conclusions that require verification (comparisons)

• BP-006.02.4 • E-005

DF-079 Results of verification This is the documented agreement with the verification results or documented additional discussion for conflict resolution

• E-005 • BP-006.02.4

DF-080 Service request report specific template

Template for creating an service request report • DS-020 • BP-011.01

DF-081 Results and conclusions for external technical review

Results and conclusions for external technical review • BP-011.02 • E-005

DF-082 Documentation of external technical review

Documentation that the external technical review occurred

• E-005 • BP-011.02

DF-083 Information to be corrected Information from the technical or administrative review that requires resolution (typically documentation resolution) before approval Note: This could be administrative only changes to the report (e.g. typo corrections, etc.), not changes related to the data examination or analysis

• BP-011.02 • BP-006.02.2

DF-084 Approved reports Service request reports (including examination and analysis reports and other service request related reports) that have been approved to be released

• BP-011.02 • DS-021

DF-085 Examination and analysis documentation associated with service requests

All information documented related to examination and analysis

• BP-006.02.3 • DS-025

DF-086 Approved reports to be distributed

Approved reports to be distributed, including a notarization if required

• DS-021 • BP-011.03

DF-087 Report eligibility by recipient Information that designates who is a recipient of each type of information

• DS-022 • BP-011.03

DF-088 Service requestor reports Finalized service request reports sent to the service requestor upon completion of the service Note: Reports sent to the service requestor and to eligible outside agencies will be identical.

• BP-011.03 • E-006



Data Flows


DF-089 Outside agency reports and supplemental case information

Finalized service request reports (as well as appropriate supplemental case information that has been requested) sent to the outside agencies who are identified at the time the report was issued Examples may include:

• CC an ADA with a copy of an analytical report when we are aware that an ADA has been assigned to a case

• Requests from the DA office (not the Service Requestor) for additional documentation along with the finalized report due to a short timeline.

• State law requires Medical Examiners to notify the DA office about a death and any corresponding information even if the DA office does not initiate the service request

• BP-011.03 • E-003

DF-090 Unidentified body information This is information for bodies that cannot be identified within 10 days (e.g. dental records, etc.) that is published to NCIC

• BP-006.02.2 • E-007

DF-091 Missing person information This is information provided by NCIC that may help us identify an unidentified body

• E-001 • BP-006.02.1

DF-092 Samples to be analyzed Samples from an unidentified body that need to have DNA analysis

• BP-006.02.2 • E-007

DF-093 Missing person DNA database report

Results we receive from UNT about the DNA analysis • E-007 • BP-006.02.2

DF-094 Release of information prior to

report template

This is the template used to document the results and technical review of information (for the purpose of releasing information to the requestor) prior to producing a formalized report

• DS-020 • BP-011.02

DF-095 Tech and admin review

template info

Data fields needed to document a technical and admin review Note: This may include billing information (e.g. quantities, etc.)

• DS-024 • BP-011.02



Data Flows


DF-096 Departure from procedure

template

This is the template used to document the request and approval of departure from technical procedures form

• DS-013 • BP-006.02.2

DF-097 Request for departure from

procedure

Request for departure from procedure • BP-006.02.2 • E-003

DF-098 Response to departure request Response to departure request (approval or denial) • E-003 • BP-006.02.2

DF-099 Control data values Recorded results of control samples • BP-006.02.3 • DS-025

DF-100 Added inventory, equipment,

and instruments information

Includes control target values • BP-007.01 • DS-019

DF-101 Lab prepared inventory Includes control target values • BP-007.02 • DS-019

DF-102 Acquired inventory,


New inventory or supplies received into TCME • E-009 • BP-007.01

DF-103 Need for lab preparation of

inventory

These are the raw materials which may be used in preparing in-house reagents, controls, standards, and chemicals for use in performing TCME services

• BP-007.01 • BP-007.02

DF-104 Work instructions for lab

preparation of inventory

Work instructions for lab preparation of inventory • E-010 • BP-007.02

DF-105 Templates for inventory

preparation

Data fields to be recorded to document inventory preparation

• DS-026 • BP-007.02

DF-106 In service inventory,


All inventory, equipment, and instruments that are in service

• BP-007.02 • BP-007.03

DF-107 Scheduled maintenance

requirements

The data store of information related to maintenance frequency and type of maintenance on instruments and equipment

• DS-019 • BP-007.03

DF-108 Maintenance, checks, and

calibration schedules

Required maintenance frequency and type of maintenance on instruments and equipment from QualTrax

• E-010 • BP-007.01

DF-109 Equipment and instrument out

of service information

Information to indicate the equipment and instruments cannot be used because they are out of service Note: This may be temporarily out of service or permanently out of service

• BP-007.03 • DS-019



Data Flows


DF-110 Billing information for lab

services

Information that includes the billing items, quantities, and approval for billing Includes autopsy services

• BP-011.02 • DS-027

DF-111 New electronic media to be

stored

New photos, documents, etc. that need to be stored electronically within LIMS

• BP-008.02 • E-012

DF-112 Stored electronic media All electronic media stored in LIMS • E-012 • BP-008.02

DF-113 External media to be stored Media related to a case that is received from outside agencies that needs to be stored Note: This may be in the form of digital media or pictures and slides that need to be converted to digital media

• E-001 • BP-008.02

DF-114 Internally generated electronic

media to be stored

Media related to a case that is received from TCME sections that needs to be stored Note: This may be in the form of digital media or pictures and slides that need to be converted to digital media

• E-003 • BP-008.02

DF-115 Information about record

eligibility

Information about who is authorized to receive what records

• DS-022 • BP-008.03

DF-116 Service request for record

release

Service request for record release • DS-011 • BP-008.03

DF-117 Requested records Records that are requested to be released • BP-008.03 • E-006

DF-118 Internal requested reports

(question to be answered)

Internal request for reports • E-003 • BP-009

DF-119 Examination report The transcribed examination report • E-013 • BP-011.01

DF-120 Existing report specific

templates

Existing report specific templates • DS-020 • BP-009

DF-121 Investigation case specific data Any case related information that will be released on the TCME Public Access Website

• BP-006.02.3 • E-002



Data Flows


Includes:

• Demographics

• Place of occurrence

• MoD

• CoD

• Electronic Death Record (EDR) number?

• Etc.

DF-122 New or modified report specific

templates

New or modified report specific templates • BP-009 • DS-020

DF-123 Address information to be

mapped

• BP-002.01 • E-016

DF-124 Service request related existing case information

All recorded information about cases that will be used to establish a service request

• DS-004 • BP-003.01

DF-125 Existing template information • DS-029 • BP-001

DF-126 Examination information for

death certificate

Information from the examination used to populate TXEver for creation of a death certificate

• BP-006.02.3 • E-014

DF-127 Death certificates to be

digitized

Death certificates that need to electronically stored in LIMS

• E-014 • BP-008.02

DF-128 Billing related case info Includes if the case is billable or non-billable, case identifier information, etc.

• DS-004 • BP-008.01

DF-129 Billing related service request

info

Includes if the service request is open or closed, service requestor information, billing codes, quantities, etc.

• DS-007 • BP-008.01

DF-130 Billable quantity and service

codes

Information about the quantity and codes for billable services

• DS-027 • BP-008.01

DF-131 Relevant information to answer

questions

Information in LIMS used to create a report to answer question(s)

• DS-009 • BP-009

DF-132 External requested reports

(question to be answered)

External request for reports • E-001 • BP-009

DATA STORES Page 1 of 3


Data Stores

ID DATA STORE DESCRIPTION BP WBS XREF

DS-001 Available new parameter information

This is the collection of newly identified information related to one or more parameters that are stored within LIMS. The information may be new information to add or update parameters in LIMS, or triggers to deactivate parameters in LIMS.

001

DS-002 Current parameter information

This is the most current collection of all parameters that we have setup within LIMS and can maintain. Includes:

• Categories of holds (hold all work, hold all work other than toxicology, etc.)

• Etc.

n/a

DS-003 TCME communication This is any information that comes into or goes out of TCME (e.g. phone call, email, body delivery, walk up, etc.) that needs to be recorded and searchable. Note: This does not have to be associated to a case.

010

DS-004 Existing cases This is all of the information related to existing cases, including items, service requests, etc. May include:

• Next of kin information

• Etc.

005.02

DS-005 Case type template information

This is the template of the data fields necessary for each case type

001

DS-006 User defined fields and values

This is the collection of the unlocked user defined fields (e.g. states, instrument thresholds, etc.) that will be used for establishing values

001.02

DS-007 Existing service requests A collection of all service requests that we have created 003.01

DS-008 Existing ME services This is a list of all available TCME services Service information may include:

• Associated sections

• Description of services

• Costs

• Authorization required or not

• Etc.

001

DS-009 All LIMS information A collection of all data stores within LIMS n/a

DS-010 Requestors This is a store of all requestor information (e.g. address, contact info, etc.) that will be populated into a service request Note: Sometimes the external agency/person submitting evidence to TCME may be different than the external agency/person requesting the service.

001

DS-011 Section worklist All service requests that have been routed to a section that 003.01



Data Stores


have not been completed (includes both new and in process service requests)

DS-012 Individual worklist List of service requests (new, pending, in progress, etc.) that are assigned to an individual and are not complete

003.02

DS-013 Testing templates List of required fields to be populated for each category of testing Includes:

• Worksheets

• Forms

• Batch templates Categories of testing may include:

• GSR

• Autopsy

• Drug analysis

• Etc.

001

DS-014 Storage locations Parameters of where we can transfer and store an item 001

DS-015 TCME Personnel Parameters of all TCME employees who could have custody of item internally

001

DS-016 External agency information

Parameters of all external agency information (e.g. contact info, etc.)

001

DS-017 Final disposition type Parameters of all final disposition types (e.g. consumed, destroyed, released, etc.)

001

DS-018 Item list A list of all items that have been identified within LIMS 002

DS-019 Instrument, equipment, and inventory

Includes:

• Inventory o Reagents (made in lab or purchased)

▪ Who made the reagent, the date of creation, etc.

o Controls o Tubes o Cultures o Supplies

• Instruments (including dates, status, etc. of calibration and maintenance)

• Equipment (including dates, status, etc. of calibration and maintenance)

007.01

DS-020 Reporting Templates Collection of templates used to generate reports Includes:

• Pre-populated report text (e.g. results and conclusion statements, etc.)

•

001

DS-021 Finalized reports This is the collection of all approved and versioned reports. Any change to these reports would be handled as an

006.04



Data Stores


amendment to the report. For example: After we have already issued a report, law enforcement may ask us to change the number of the offense. This would require creating an amended report.

DS-022 Case record eligibility information

List of reports/information that people get based on who they are (e.g. family receives autopsy report, law enforcement receives additional information) AKA Discovery Packet

001

DS-023 Examination and analysis documentation

This is a collection of all documentation related to performing an examination or analysis

006.02.3

DS-024 Technical and administrative review templates

This is a collection of templates to document the technical and administrative reviews that include review criteria.

001

DS-025 Control data information This is a collection of the values of controls at the time of use

006.02.3

DS-026 Inventory preparation templates

These are the templates for creating chemicals, reagents, standards, and controls in house

001

DS-027 Billable service information

This is information about billable services that have been performed and need to feed the external billing system

001

DS-028 Canceled: Covered by E-015 Billing transaction information

This is information that will be associated with a billing report for entry into QuickBooks

008.01

DS-029 Template information A collection of all of the different templates used in LIMS (e.g. dashboard templates, analysis templates, etc.)

GLOSSARY Page 1 of 3

Tarrant County ME - LIMS Project

Glossary

TERM DESCRIPTION

ABN Acid, Base, Neutral Screen

Address Physical street address

AFIS Automated Fingerprint Identification System

ASCLD/LAB American Society of Crime Laboratory Directors / Laboratory Accreditation Board

Backlog Any service request that has been received by the section (office) but have yet to be completed

Batch One or more item(s) grouped for analysis

CCR Critical Case Review

CME Chief Medical Examiner

CoC Chain of Custody

CoD Cause of Death

CODIS Combined DNA Index System

CRYPT Current TCME LIMS

DA District Attorney

Digital Media Photographic, video, and audio media

Digitized Documents Any documents that we store electronically

DIMS Digital Information Management System

DNA Deoxyribonucleic acid

DWI Driving while Intoxicated

EDR Electronic Death Registration

EDX Energy Dispersive X-ray Spectroscopy

ELISA Enzyme-Linked Immunosorbent Assay

ELN Electronic Laboratory Notebook

FAT/11 Firearms and Tool Marks

FBI Federal Bureau of Investigation

FDI Forensic Death Investigator

FT-IR Fourier Transform Infrared Spectroscopy

GC/M5D Gas Chromatography with Mass Spectrometric Detection

GSR Gunshot Residue

HOD Hypergeometric Distribution

ID Identification

Inactivate Any value that is no longer active to select, but is searchable and can be reported against

ISO/IEC International Organization for Standardization / Electrotechnical Commission

Items Includes specimens, evidence, and property (AKA exhibits)

LC/MS Liquid Chromatography with Mass Spectrometric Detection

LC/UV Liquid Chromatography with Ultraviolet Detection

LEA Law Enforcement Agency

LIMS Laboratory Information Management System

Location GIS coordinates

ME Medical Examiner

MoD Manner of Death

MS Microsoft

NAME National Association of Medical Examiners

NOK Next of Kin



Glossary

TERM DESCRIPTION

PCR Polymerase Chain Reaction

PIM Postmortem Interval

QA Quality Assurance

QC Quality Control

RAJAS ANSI-ASQ National Accreditation Board

Requestor The party that requests a service to be performed (whether they pay for it or not)

Review: Admin Review This is the ISO 17025 standard term for review of the documentation for administrative aspects of the report and associated analysis or examination documentation (e.g. grammar, signatures, spelling, all required documentation is included in the case file, etc.) before results are released. TCME Forensic Laboratory Service Quality Manual definition: An evaluation of the report and supporting documentation for consistency with laboratory policies and editorial correctness.

Review: Peer Review This is now an outdated term - replaced by Tech Review.

Review: Tech Review This is the review that is performed by an authorized individual regarding the technical aspects of the analysis or examination before results are released. ANAB AR3028 definition: Review of technical records, test reports, and testimony to ensure the validity of test results, opinions, and interpretations

Review: Verification This is the ANAB standard term for re-examination of any comparisons via a second qualified examiner before examination results are released. ANAB AR3028 definition: The procedure used to evaluate the validity of a test result/opinion reached by re-performing the comparison between the unknown and the known Note: This is only used for fingerprints, firearms, and impression evidence comparisons.

RFP Request for Proposal

RFU Relative Fluorescence Units

SANE Sexual Assault Nurse Examiner

SAP Systems, Applications and Products

SD Secure Digital

SDMS Scientific Data Management System

SEM Scanning Electron Microscopy

Shortcut phrase An abbreviated phrase that auto populates documents or fields based on initial characters that are keyed.

Soundex Phonetic coding system intended to suppress spelling variations

SQL Structured Query Language

Submitter The party that provides evidence to TCME

TCME Tarrant County Medical Examiner

TER Texas Electronic Registrar This is a web-based application that provides the ability for authorized users to register deaths and create the certificates.

UNT University or North Texas

Worklist Any service request that has been assigned to a section or individual



Glossary

USER STORY “ACTOR” DESCRIPTION

Admin user A LIMS user who is performing business administrative functions within TCME (e.g. secretarial services, business office, etc.)

Authorized LIMS user A LIMS user with permissions to perform specified tasks

Billing user A person who is performing billing actions (e.g. making changes to billing, generating billing reports, making decisions about billing, etc.)

External service requestor

A person associated with an external agency that is requesting TCME services

LIMS administrator A person who is configuring the LIMS parameters, templates, environment, rules, etc.

LIMS user Catch all phrase used to identify any person who has access to use LIMS. The user may have multiple roles within LIMS. The described role may be performed by multiple different types of LIMS users.

ME service provider Any person who is fulfilling a service request

Reviewer A person who is performing a verification, technical review, or administrative review on examination or analysis documents and/or reports

System administrator A person who configures system underlying technology (e.g. hardware, database structures, etc.)

6/6/2019 2:43 PM ME-LIMS USER STORIES Page 1 of 96

PRTY: 1- Mandatory; won’t implement without this, 2-important but can wait for it, 3-nice to have RANK: All User Stories with a PRTY 1 are numerically ranked per BP except BP-001, which are labeled as 1 (Workflows), 2 (Parameters), or 3 (Templates/Worksheets) M: Associated with the Morgue L: Associated with the Labs

Tarrant County ME-LIMS Project ME-LIMS_UserStories

ID BP STORY DETAILS (Who, What, Why) As a …, I need to …, so that ….

ACCEPTANCE CRITERIA (When this is delivered, I will be able to prove….)

INCLUDED IN CURRENT SYSTEM?

PRTY RANK PER BP

M L

US-013 000 Global

As a reviewer, I need the ability to retain the original value and all subsequent values for any record or field that has been modified so that I can identify and report on all of the changes.

I can see and report on the current value of a field and all of the prior values (including when they changed)

No 1 2

US-013.01 000 Global

As a reviewer, I need the ability to maintain a non-editable, date/time-stamped audit trail that documents who made any addition, deletion/cancellation or modification to case information, service requests, an item, recorded observations, or results after a trigger-able event (saved and changed information) has occurred so that at any time, I can know who did what and when they did it within LIMS. Examples may include:

• Laboratory analysis/examination is released for technical review

• Tracking anyone who has opened and viewed a record

• Changes to recorded dates and times

LIMS has captured all of the changes that have occurred and I can report on every change that has been made (including what was changed, who made the change, why the change was made, etc.)

No, not to this extent

1 2.1


As a ME service provider, I need the ability to track all changes to original observations, data, and calculations for laboratory examinations and analyses so that I can comply with ISO 17025:2017 Section 7.5.2 requirements.

LIMS has captured all of the changes that have occurred and I can report on every change that has been made (including what was changed, who made the change, why the change was

1 2.2




made, etc.)


As a LIMS user, I need the ability to visually identify any new values which have resulted from a change in LIMS so that it’s clear to me that the value has changed.

Changes that have been made to any field are readily identifiable on the screen I’m viewing or the document I’m printing

No 1 2.3


As an authorized LIMS user, I need the ability to prevent the deletion of a user account in LIMS so that I always have a record of people who have had access to LIMS at any point in time.

I have a record of all users who ever accessed LIMS

Yes 1 2.4

US-017 000 Global

As an authorized LIMS user, I need the ability to apply an electronic signature so that I can replace a physical signature with an electronic signature.

• A document that usually has an physical signature can have an electronic signature instead

No 1 19


As an authorized LIMS user, I need the ability to provide a physical signature when electronic signatures are enabled and required so that I can override the electronic signature feature with my physical signature.

• A document that usually has an electronic signature can have a physical signature instead

Yes 1 19.1

US-021 000 Global

As a ME service provider, I need the ability to access only approved versions of worksheet templates when documenting my work so that I don’t use a version that is unapproved or no longer current.

A user can only use the current template to perform work in LIMS

No 1 3


As a LIMS user, I need the ability to look back at information on worksheets using the template version that was in effect at the time the information was collected versus the current template version so that my information is reflected as it was recorded.

Data that was recorded on a previous template version returns correctly to the previous version versus the current version of the template

No 1 3.1

US-024 000 Global

As a LIMS administrator, I need the ability to create/duplicate, modify, and inactivate instrument interfaces so that I can manage instrument integration

Creating/duplicating, modifying, and inactivating instrument interfaces does

No 2




without requiring IT involvement. not require IT involvement

US-025 000 Global

As a LIMS user, I need the ability to access LIMS functionality from mobile devices (e.g., tablet PCs, smart phones, etc.) so that I can use LIMS when I’m not physically in front of my workstation.

I can perform all LIMS functionality using mobile devices

No 1 5


As a LIMS user, I need the ability to capture LIMS worksheet information offline via a mobile device using electronic versions of the LIMS paper forms and then be able to upload that information into LIMS so that I don’t have to re-enter the information once I get access to LIMS.

I can perform my work in an offline environment and not have to re-enter information when I’m back online

No 1 5.1

US-032 000 Global

As a LIMS administrator, I need the ability to enable multiple users to work in the same case (including service requests) at the same time and retain all of the data so that a case isn’t locked for use by users if it’s already being accessed by another user.

A case, or its related records, are not locked for me if another user is doing something associated with that case

• Multiple users can enter data simultaneously without losing or corrupting any data

Yes 1 6

US-033 000 Global

As a LIMS user, I need the ability to search fields within LIMS and be able to identify potential matches on either a character to character exact match or a partial match (soundex) so that I can find a record that may have been entered with inconsistent formatting.

• I don’t need to know how the data is exactly stored in order to retrieve the record(s) with that information

Yes 1 11


As a LIMS user, I need the ability to search a field without being required to use upper/lower case and match the context of the data I’m looking for (e.g. all upper case, upper and lower case mixed, etc.) so that I can retrieve results without having to know the context of how the data has been stored.


Yes 1 11.1





As a LIMS user, I need the ability to search data fields using a partial value (e.g. wild card, ignoring non alpha numeric characters, leading zeros, etc.) and have results returned for potential matches so that I don’t have to search exactly the way the data has been stored. Example: A search on Bur could return Brue, Buren, etc.


Partial 1 11.2


As a LIMS user, I need the ability to enter a search value for agency offense number and have results returned for potential matches regardless of the format that the number was entered so that I don’t have to search exactly the way the data has been stored. Example: A search on 171234 could return 17001234, 17-001234, SP17-001234


Partial 1 11.3

US-035 000 Global

As an authorized LIMS user, I need the ability to change the name at the case level and have it automatically updated throughout LIMS (other than previously produced documents) so that there are no discrepancies in the way a name is displayed and reported.

• An updated name displays throughout LIMS

•

• I only have to make the change to name in one place and it is reflected throughout LIMS (other than previously produced documents)

No 1 7


As a LIMS administrator, I need the ability to setup notifications for service requests (e.g. amended reports, create a new death certificate, etc.) when an authorized LIMS user updates a name at the case level so that previously produced documents will be updated with new information.

• All of the people who need to update their previous documents are notified that a name change needs to be made in their documents

No 2 7.1

US-039 000 As a LIMS user, I need the ability to systematically check • Spelling/grammar errors in Partial 1 14




Global and correct the spelling and grammar of any text field or draft reports so that I don’t have mistyped information in my documentation and reports.

text fields and draft reports are identified for me without having to manually check for errors


As a LIMS user, I need the ability to add my own dictionary shortcuts for terms that I use when performing my services (e.g. meth becomes methamphetamine, etc.) so that I don’t have to type the words out.

• Shortcut terms are converted to the proper term without me having to manually enter the term

No 2 14.1

US-040 000 Global

As a LIMS user, I need the ability to create my own (or a work section) shortcut phrase (e.g. dot phrases) in LIMS so that the phrases are standardized and I don’t have to type out the entire phrase every time I am entering the same type information. Examples:

• Fwpd = Fort Worth Police Department

• Radio button selection = a paragraph or sentence is generated with the radio button wording selected

• Shortcuts are converted to the proper phrase without me having to manually enter the term or phrase

Partial 1 12


As a ME service provider, I need the ability to trigger the automatic inclusion of shortcut phrases based on specified triggers so that I do not have to manually select the use of short phases in repetitive processes. Examples of triggers may include:

• Limitations, interpretive statements, or reports based on a specified result

• Designation that a case went to Critical Case Review may trigger a statement stating the case went to CCR

The appropriate pre-defined text is recorded in the field when triggered

Partial 2 12.1

US-049 000 Global

As a LIMS user, I need the ability to capture searchable electronic signatures (e.g. signature pad, tablet, badge

• Attendance at meetings is recorded in LIMS and

No 3




scan, etc.) for the attendees at meetings (e.g. CCR, CMCR, etc.) so that the attendee list doesn’t have to be physically captured and then scanned or attached into LIMS in order to be searchable.

searchable

US-051 000 Global

As a LIMS user, I need the ability to search using key words within stored documents so that I can retrieve the document(s) that matches the key words I’m looking for. Types of documents may include:

• PDF documents

• Microsoft documents

• Office documents

• Scanned documents

• I can find documents that have specific terms without having to manually search the documents

No 1 20

US-054 000 Global

As a LIMS user, I need the ability to populate values in fields based on a calculation of one or more values in other fields so that I don’t have to manually enter the field value that I’m working with. Examples may include:

• Compliance (date of activity request to date of activity completion)

• Juvenile cases (date of birth to date of offense)

• Age of decedent (date of birth to date of death)

• Weights and values

• Conversion of units (metric to imperial)

• I don’t have to manually make the calculations because they are automatically applied and correct

Partial, only for age of decedent

1 17

US-055 000 Global

As a LIMS user, I need the ability for picklist options to be narrowed by each successive character that I enter so that I can find what I want to enter without having to scroll through the entire picklist.

• I can narrow the options of a picklist to find what I want to enter without having to scroll through the entire list

Yes 1 13

US-056 000 Global

As a LIMS user, I need the ability to automatically associate the same comment with one or more cases,

• A comment that is entered in one place appears in all

No 2




service requests, items, batches, and results/observations so that I don’t have to re-enter the comment in multiple places.

associated places without requiring me to manually re-enter it


As a LIMS user, I need the ability to automatically associate the same comment with one or more cases, service requests, items, batches, and results/observations that I have selected from a list so that I don’t have to re-enter the comment in multiple places.

• A comment that is entered in one place appears in all designated places I’ve chosen without requiring me to manually re-enter it

No 2


As a LIMS user, I need the ability to automatically associate the same comment on all items within a batch so that I don’t have to re-enter the comment in multiple places.


No 2


As a LIMS user, I need the ability to automatically associate the same comment on all companion cases so that I don’t have to re-enter the comment in multiple places.


No 2


As a LIMS user, I need the ability for all comments associated with a case, service request, or item I’m viewing to be displayed on every screen for that case, service request, or item so that I am aware that the comments exist.


No 2

US-056.04.1 000 Global

As a LIMS user, I need the ability to have the option to hide all comments, or selected comments, associated with a case, service request, or item I’m viewing so that I’m not distracted with comments that are not relevant to me.


No 2


As a LIMS user, I need the ability to designate whether or not comments I add are private (to me, to my section, or

• A comment that is entered in one place appears in all

No 2




to the service requestor) or public (viewable to anyone who accesses the screen) so that I can protect sensitive information or minimize irrelevant information from being shared.

designated places I’ve chosen without requiring me to manually re-enter it

US-073 000 Global

As an authorized LIMS user, I need the ability to scan a barcode and have it auto populate the input fields of the LIMS template I’m using so that repetitive input tasks are reduced or eliminated. Examples may include:

• Analysis worksheet

• CoC history

• Reagent prep/recipes

• Toe tags

• Storage locations

• Personnel (e.g. badge scan, etc.)

• When I scan a barcode, the relevant fields are automatically populated

Partial 1 10


As a LIMS user, I need the ability to enter barcode identification information manually if the barcode scanning function is not available so that I can still perform the appropriate function without scanning capabilities.

• There is no work stoppage because a barcode scanner is not available

Yes, during evidence transfer

1 10.1

US-085 000 Global

As a LIMS administrator, I need the ability to create and enforce data entry rules on individual data fields as needed so that I can prevent mistakes when data is being entered and ensure the quality of the data within LIMS. Example: A body cannot be logged into LIMS if the time is prior to the recorded time of death. Business Rules

• The values I enter follow the Business Rules that are in place to ensure that the data is correct

Yes, limited 1 15

US-085.01 000 As a LIMS administrator, I need the ability to “mask” • The same type of Yes 1 15.1




Global defined data fields to force entry into the field in a specific format so that I enter information consistently.

information is formatted consistently throughout LIMS

US-085.01.1 000 Global

As a LIMS administrator, I need the ability to have a different mask for the same LIMS fields based on the agency so that I enter information consistently for each agency. Example: Agency offense number entries are forced to follow the format of 999-99-9, as defined by the agency

• The same type of information is formatted consistently throughout LIMS

No 3 15.1.1


As a LIMS user, I need the ability to enter and store more than one value associated with a field so that I can view and search on any of the values I’ve entered. Examples may include:

• Multiple suspects (John Doe, Jane Doe, Bill Doe)

• Multiple victims

• Multiple offense numbers

More than one value can be stored and retrieved in a single field

Yes 1 15.2


As a LIMS user, I need the ability to have an intelligent error message provided to me when I try to enter values in a field that do not meet the content parameters so that I know why the value is being rejected and I can correct my information.

When I try to enter information that doesn’t meet the parameters in a field, I get an intelligent error message to tell me why the information can’t be entered

Partial 1 15.3


As a LIMS user, I need the ability to a select date from a calendar whenever I’m entering a date (or date ranges for searches) so that I don’t have to type the dates.

I can use a calendar to select a date for any date field

Partial 1 15.4

US-085.04.1 000 Global

As a LIMS user, I need the ability to enter an exact date without having to select it from a calendar so that I don’t have to select the date from a calendar.

I can type a date for any date field

Yes 1 15.4.1




US-086 000 Global

As a LIMS user, I need the ability to electronically import data from multiple sources (e.g. writeable PDF file, OCR documents, .xls, .xlsx,.csv, .txt, etc.) and auto populate fields in LIMS so that I don’t have to manually enter the information. Examples of imported data may include:

• Annual fee schedule

• Growth charts

• Drugs and their thresholds

• Submission form information (currently Chain of Custody form)

o Electronic version o Hard copy

• Analysis results (from spreadsheets or integrated instrumentation)

Note: There will need to be verification that imported data is correct.

• LIMS accepts all of the information associated with the imported files and correctly stores it

No 2


As a LIMS user, I need the ability to retain the original version of the document that has been imported into LIMS so that I have a record of the original submission.

• An original document version that was used to populate fields is maintained in LIMS

No 2

US-121 000 Global

As a LIMS user, I need the ability to cut and paste information from one field in LIMS to another field in LIMS or to a document outside of LIMS so that I don’t have to retype the information that is already documented in LIMS.

• Cut and paste functions are available throughout LIMS

Yes 1 16

US-128 000 Global

As a LIMS user, I need the ability to record that I have confirmed that all digital copies that are saved in LIMS exactly match the related hard copies so that I don’t

• I can document confirmation that all scanned documents are

No 1 4




unintentionally destroy the original before I have confirmed this information.

complete representations of the original

US-131 000 Global

As a LIMS user, I need the ability to dictate verbal information directly into LIMS (speech to text) so that I don’t have to manually type it.

Verbal information is correctly reported

No 3

US-141 000 Global

As a LIMS user, I need the ability to include active hyperlinks into data fields so that I can go directly to the link target without having to copy and paste the link into my browser.

Links can be inserted into fields and will take me to the proper destination when I click on them

No 3

US-146 000 Global

As a LIMS user, I need the ability to display or print out the case number on all screens in LIMS and all printed pages so that it is clear which case this information is part of.

For anything I view on a screen or print, I will be able to know which case it’s related to

Partial 1 8

US-158 000 Global

As an authorized LIMS user, I need the ability to see a list of all of the files, items, documents, etc. associated with a case in one single view so that I can see a list of everything that I’m authorized to see for a particular case.

I can view a list of everything I have authorization to view

Partial 2


As an authorized LIMS user, I need the ability to select any list-item and retrieve or view the information so that I have a common area where I can access all available information related to a case. Example: Morton request

I can view everything in the generated list that I have authorization to view

No 2

US-182 000 Global

As a LIMS user, I need the ability to sort my worklist in various ways (e.g. service request status, service request due date, laboratory section, etc.) so that I have flexibility to control how my worklist is displayed

I can sort my worklist however I’d like to see it

No 1 18

US-183 000 Global

As a LIMS user, I need the ability to include active hyperlinks into data fields so that I can go directly to an external system (e.g. DIMS, Opal-RAD, etc.) that contains

I can link to an external system when I click on the embedded hyperlinks

No 2




information I want to access but is not stored within LIMS.


As a LIMS user, I need the ability for my login credentials in LIMS to be automatically used for my login credentials in other systems related to the hyperlink I’m accessing so that I don’t have to re-enter my login credentials every time I’m accessing an external system (a user only has to login one time).

When I link to the external system for LIMS, I don’t have to re-enter my credentials that is using the same credentials as LIMS

No 2


As a LIMS user, I need the ability to retrieve and print photos with sufficient resolution (photo quality) so that I don’t have to use DIMS in order to print photos.

The quality of images in LIMS matches the quality images from DIMS

No 2

US-187 000 Global

As a LIMS user, I need the ability to automate the file transfer of LIMS data to and from external software (e.g. edit a photo in Adobe Creative Suite, etc.) so that I don’t have to manually download and upload the data in the external software.

Interaction with external systems is automated and appears seamless to the user

No 3

US-188 000 Global

As a LIMS user, I need the ability to “draw” on an existing worksheet templates (e.g. growth chart, diagram, etc.) so that I don’t have to create the image externally and then upload it into LIMS.

LIMS records drawn information as well as entered to text information

No 3

US-194 000 Global

As a LIMS administrator, I need the ability to configure alerts to be displayed when users are viewing something in LIMS that requires additional attention so that the user does not have to search for critical information. Examples may include:

• Court ordered service requests

• Body or item on hold

• Applying/releasing holds

• Inventory, equipment, instruments maintenance/calibration/expiration dates

I receive an alert when there is critical information that affects my work

No 1 9





As a LIMS user, I need the ability to be notified when a due date is upcoming or has passed for any work assigned to me, body rotation due dates, service request due dates, transcription dates, tech and admin review due dates, etc. so that I can take appropriate actions.

I am notified when any workflow steps I am assigned to are approaching or passed the due date

No 1 9.1

US-216 000 Global

As a LIMS user, I need the ability for me and my supervisor to be notified when I’m within x period of my license/certification expiring so that I can renew it before it expires.

I have ample notification before my license or certification expires

No 2

US-220 000 Global

As a LIMS user, I need ability to add, edit, and inactivate personalization settings that I have access to so that I can customize my user experience/personalization settings. User level parameters may include:

• Dashboards (including notifications of upcoming due dates)

• Shortcut phrases

I can modify all aspects of my LIMS personalization to the extent allowed

No 2


As an authorized LIMS user, I need the ability to designate how my dashboard is presented based on specific parameters so that I can prioritize or organize my daily work. Examples may include:

• Work list is sorted by priority level

• Work list shows all changed service requests

• Work list is sorted by requestor of services

I can modify all aspects of my LIMS personalization to the extent allowed

No 2

US-229 000 Global

As a LIMS user, I need the ability to create and edit workflows so that I can ensure that work follows the required steps

I can create and edit workflows for any LIMS activities that are performed

No 1 1


As a LIMS user, I need the ability to create a workflow map so that I can visualize the handoffs between

I can standardize and communicate the steps that

No 1 1.1




workflows need to occur for each workflow

US-250 000 Global

As a LIMS user, I need the ability to view x-ray images from within LIMS, regardless of where they are physically stored so that I can use a viewer (DICOM, or similar) to view the digital x-rays.

I can open and view x-ray images directly from within LIMS

No 2

US-260 000 Global

As an authorized LIMS user, I need the ability to generate and send an invitation to an authorized external agency (e.g. judges, DAs, etc.) allowing them to upload documents or access information/reports related to one specific case in LIMS so that these documents don’t have to be manually re-produced and stored by a TCME employee.

Authorized external agency users can upload documents or review case specific information (by invitation from an authorized LIMS user) without having an established LIMS user account

No 2


As an authorized LIMS user, I need the ability to designate a time limit (e.g. 90 days, etc.) for how long this access is available so that I don’t have to manually deactivate these accounts.

Authorized external agency access is deactivated after the designated period of time

No 2

US-261 000 Global

As an external service requestor, I need the ability to access LIMS provided forms or templates (e.g. records request, cremation permit, etc.) from the ME Public Page so that I can submit my request on LIMS established documents.

External service requestors can access, download, and submit LIMS forms without having a LIMS user account

No 2


As a LIMS user, I need the ability to review, approve, and upload the information on these forms into LIMS so that I don’t have to manually re-enter the information.

LIMS users do not have to manually re-enter information on the forms provided by external service requestors

No 2

US-001 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) so that I can standardize the processes that

All global parameters are available throughout the entire LIMS application on

Yes, but limited

1 2 X X




are performed within LIMS and the information we collect and report on throughout the entire LIMS application.

every screen where they are appropriate

US-001.01 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Agency Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Agency Types may include:

• Law enforcement

• Funeral home

All global parameters are available throughout the entire LIMS application on every screen where they are appropriate

Yes, but limited

1 2 X X

US-001.02 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Alert Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Alert Types may include:

• Pop-up display

• Email

• Highlighted display

• Flashing display

• Sound display


Yes, but limited

1 2 X X

US-001.03 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Barcodes” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the


Yes, but limited

1 2 X X




entire LIMS application. Barcodes include:

• Types of barcodes (QR, RFID, etc.)

• Label sizes (small, medium, large) Information includes:

▪ Related coded information (case number, item number, item description, etc.)

• Related printed information (case number, item number, item description, etc.)

US-001.04 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Case Record Eligibility” (may include the type of discovery packet that an individual role has access to OR may allow access to other information) so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Case Record Eligibility include:

•


Yes, but limited

1 2 X X

US-001.05 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Case Review Indicators” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Case Review Indicators include:

• CCR


Yes, but limited

1 2 X




o Fire death o Prisoner death o Child death o Etc.

• CMCR

• Tarrant County child deaths

US-001.06 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Case Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Case Types include:

• Non ME

• Jurisdictional o In absentia

• Non-Jurisdictional

• Jurisdiction Terminated

• Jurisdiction Declined

• Cremation Only

• Proficiency Test

• Required and default turnaround time for an analysis, examination or process (e.g. EDC for morgue cases, NCIC entry for unidentified cases, etc.)

• Priority levels (including definitions)


Yes, but limited

1 2 X X

US-001.07 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Class Types” so that I can standardize the processes that are performed within LIMS and the

All global parameters are available throughout the entire LIMS application on every screen where they are

Yes, but limited

1 2 X




information we collect and report on throughout the entire LIMS application. See TSK-023 Class Types may include:

• Accident at home

• Accident at work

appropriate

US-001.08 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Communication Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Communication Types may include:

• Email

• Text

• Phone

• In person

• Letter


Yes, but limited

1 2 X X

US-001.09 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Container Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Container Types may include:

• Case

• Box


Yes, but limited

1 2 X X




• Kit

US-001.10 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Currency Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Currency Types include:

• US currency

• Other


Yes, but limited

1 2 X

US-001.11 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Death Certificate Information” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Death Certificate Information may include:

• Light conditions

• Weather conditions


Yes, but limited

1 2 X

US-001.12 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Discovery Packet Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Discovery Packet Types may include:

• DA discovery packet

• Family discovery packet


Yes, but limited

1 2 X X




• Standard laboratory reporting packet

US-001.13 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Drug Names” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Drug Names may include:

• Cocaine

• Marijuana

• Amphetamine


Yes, but limited

1 2 X X

US-001.14 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Drug Penalty Threshold Weights and Drug Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Drug Penalty Threshold Weights and Drug Types include:

• Penalty group 1

• Penalty group 2

• Penalty group 3

• Penalty group 4


Yes, but limited

1 2 X

US-001.15 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Drug References” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application.


Yes, but limited

1 2 X X




Drug References include:

• Molina

• Basalt

• Winek

US-001.16 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Education Degree Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Education Degree Types may include:

• BS

• BA

• MA


Yes, but limited

1 2 X X

US-001.17 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Exam Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Exam Types include:

• Autopsy

• External

• Partial

• In absentia


Yes, but limited

1 2 X

US-001.18 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “External Agencies” (including requestor

All global parameters are available throughout the entire LIMS application on

Yes, but limited

1 2 X X




of services, submitter, etc.) so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. External Agencies include:

• Contact information: address types, countries, counties, email types, phone types, scene codes, states

• Preferred method of report receipt (e.g. hardcopy, e-mail, intranet, fax or Electronic Data Deliverable, etc.)

• Single point of contact for reporting specific analytical report types


US-001.19 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “External Case Roles” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. External Case Roles include:

• Victim

• Suspect

• Witness

• Next of kin


Yes, but limited

1 2 X X

US-001.20 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Fee Schedule” (including service description) so that I can standardize the processes that are performed within LIMS and the information we


Yes, but limited

1 2 X X




collect and report on throughout the entire LIMS application. Fee Schedule includes:

•

US-001.21 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Final Disposition Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Final Disposition Types may include:

• Consumed in analysis

• Released

• Destroyed

• Long term storage


Yes, but limited

1 2 X X

US-001.22 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Hold Levels” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Hold Levels may include:

• Agency level hold

• Case level hold

• Service request level hold

• Item level hold

• Information release to the public hold (e.g. police requested, no next of kin notified, etc.)


Yes, but limited

1 2 X X




US-001.23 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Hold Reasons” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Hold Reasons may include:

• Agency billing issues

• Doctor request

• Next of kin not notified

• No positive ID

• Pending authorization for testing


Yes, but limited

1 2 X X

US-001.24 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Hold Retention Dates” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Hold Retention Dates may include:

• Homicide in perpetuity

• Defense request specified dates

• Policy driven dates

• Statute driven dates

• Annual storage hold dates

• General expiration dates?


Yes, but limited

1 2 X X

US-001.25 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Hold Types” so that I can standardize the processes that are performed within LIMS and the


Yes, but limited

1 2 X X




information we collect and report on throughout the entire LIMS application. Hold Types may include:

• Body hold

• Report hold

• Financial hold

• Authorization hold

• Information hold (media)

appropriate

US-001.26 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Identity Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Identity Types may include:

• Identified o Tentatively identified? o Positively identified? (scientifically

identified?)

• Unidentified

• Non-human


Yes, but limited

1 2 X

US-001.27 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Internal Sections” (including definitions, org chart, personnel, storage locations) so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application.


Yes, but limited

1 2 X X




Internal Sections may include:

• Laboratories o Crime lab o Toxicology o Histology

• Investigations

• Administration

US-001.28 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Inventory, Equipment, and Instruments” (including disposal review date) so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Inventory, Equipment, and Instruments may include:

• Data fields to be shared with LIMS for integrated instruments


Yes, but limited

1 2 X X

US-001.29 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Item Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Item Types may include:

• Evidence

• Property o Medication

• Body

• Images


Yes, but limited

1 2 X X




• Physical records (e.g. hard copy case file)

US-001.30 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Marital Statuses” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Marital Statuses include:

• Single

• Married

• Widowed

• Divorced


Yes, but limited

1 2 X

US-001.31 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Media/Document Type” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Media/Document Types may include:

• Able to be Released

• Do Not Release (DNR) (e.g. police reports, third party records, hospital reports, analytical reports requested by law enforcement, etc.)

• Type of media (e.g. x-ray, autopsy photos, lab photos, subpoenas, affidavits, etc.)


Yes, but limited

1 2 X X

US-001.32 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Occupation” so that I can standardize the processes that are performed within LIMS and the


Yes, but limited

1 2 X




information we collect and report on throughout the entire LIMS application. Occupations may include:

• Laborer

• Lawyer

• Healthcare o Dentist o Doctor o Nurse o PA

• Military

appropriate

US-001.33 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Offense Type” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Offense Type may include:

• Murder

• Sexual assault

• Aggravated assault

• Drugs (possession vs distribution)

• DWI


Yes, but limited

1 2 X X

US-001.34 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Personnel” (including contact info, position, licensing info (including expiration date), degree info, etc.) so that I can standardize the processes that are performed within LIMS and the information we collect


Yes, but limited

1 2 X X




and report on throughout the entire LIMS application. Personnel may include:

•

US-001.35 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Race” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Race includes:

• White

• Black

• Hispanic

• Native American

• Asian

• Unknown

• Other


Yes, but limited

1 2 X

US-001.36 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Relationship Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Relationship Types may include:

• Husband

• Wife

• Partner

• Cousin


Yes, but limited

1 2 X




• Mother

US-001.37 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Release Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Release Types may include:

• Yes to general public

• Yes to authorized entities

• No


Yes, but limited

1 2 X

US-001.38 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Sensitivity Types” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. See TSK-022 Sensitivity Types may include:

• High profile

• Classified

• Classified high profile


Yes, but limited

1 2 X

US-001.39 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Service Request Statuses” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application.


Yes, but limited

1 2 X X




Service Request Statuses may include:

• Assigned

• Unassigned

• In progress

• In review

• Completed

• Canceled

• On hold

• Send-out statuses o Send-out, awaiting results o Send-out report received, awaiting for

item be returned

US-001.40 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Service Request Types” (including default turnaround time and priority levels) so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Service Request Types may include:

• Investigations o Hospital records o Interviews o Etc.

• Morgue evidence o Send-outs o Critical Case Review (CCR) o Etc.

• Crime lab


Yes, but limited

1 2 X X




o GSR o Etc.

• Admin o Cremation permits o Death certificates o Records request (e.g. discovery packets) o Etc.

• Testimony tracking and billing

• Amended reports

US-001.41 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Suffixes” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Suffixes may include:

• Jr

• Sr

• II


Yes, but limited

1 2 X

US-001.42 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Storage and Sub-Storage Locations” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Storage and Sub-Storage Locations may include:

•


Yes, but limited

1 2 X X

US-001.43 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and

All global parameters are available throughout the

Yes, but limited

1 2 X X




their values) for “Units of Measure” so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Units of Measure may include:

• Centimeters

• Gram

• Milliliter

• Number of items

• Each

entire LIMS application on every screen where they are appropriate

US-001.44 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “User Roles and Permissions” (including descriptions) so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. User Roles and Permissions may include:

• Non TCME External users

• Internal users


Yes, but limited

1 2 X X

US-001.45 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate global level parameters (and their values) for “Workflow Types” (including workflow related triggers) so that I can standardize the processes that are performed within LIMS and the information we collect and report on throughout the entire LIMS application. Workflow Types may include:


Yes, but limited

1 2 X X




•

US-002 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application.

All section level parameters are available throughout the entire LIMS application on every screen where they are appropriate

Yes, but limited

1 2 X X

US-002.01 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Batch Lists” so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Batch Lists may include:

•


Yes, but limited

1 2 X

US-002.02 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Case Information” so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Case Information may include:

•


Yes, but limited

1 2 X X

US-002.03 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Case Record Access Availability Information” so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each


Yes, but limited

1 2 X X




section of LIMS application. Case Record Access Availability Information may include:

•

US-002.04 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Case Types” so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Case Types may include:

•


Yes, but limited

1 2 X X

US-002.05 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Cause of Death (CoD)” so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. See TSK-021 Cause of Death (CoD) may include:

• Pneumonia

• Pending


Yes, but limited

1 2 X

US-002.06 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Death Information” so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application.


Yes, but limited

1 2 X




Death Information may include:

•

US-002.07 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Discovery Packet Types” so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Discovery Packet Types may include:

•


Yes, but limited

1 2 X X

US-002.08 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Existing ME Services” so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Existing ME Services may include:

• Autopsy

• Incision


Yes, but limited

1 2 X

US-002.09 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Fee Schedule” so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Fee Schedule may include:

•


Yes, but limited

1 2 X X




US-002.10 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Growth Chart” (age and sex related) so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Growth Chart may include:

• Height

• Weight

• Circumference


Yes, but limited

1 2 X

US-002.11 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Histology Stain Types” so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Histology Stain Types may include:

• Iron

• H and E


Yes, but limited

1 2 X

US-002.12 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Item Information” so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Item Information may include:

•


Yes, but limited

1 2 X X




US-002.13 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Item Picklist” (common items that we collect or receive) so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Item Picklist may include:

•


Yes, but limited

1 2 X X

US-002.14 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Manner of Death” (MoD) so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Manner of Death (MoD) may include:

• Homicide

• Suicide

• Natural

• Accident

• Undetermined

• Pending


Yes, but limited

1 2 X

US-002.15 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Method of Identification” so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application.


Yes, but limited

1 2 X




Method of Identification may include:

• Visual

• Fingerprints

• Dental

• Anthropology

• DNA

• Other (circumstantial, implanted devices, ordered, etc.)

US-002.16 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Organ Weights” (average organ weights) so that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Organ Weights may include:

• Adult male

• Adult female


Yes, but limited

1 2 X

US-002.17 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Person Information” that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Person Information may include:

•


Yes, but limited

1 2 X X

US-002.18 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Quantity Information” that I can

All section level parameters are available throughout the entire LIMS application on

Yes, but limited

1 2 X X




standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Quantity Information may include:

•


US-002.19 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Report Templates” that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Report Templates may include:

•


Yes, but limited

1 2 X X

US-002.20 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Review Levels” (peer and administrative) that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Review Levels may include:

•


Yes, but limited

1 2 X X

US-002.21 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Review Check List Templates” that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application.


Yes, but limited

1 2 X X




Review Check List Templates may include:

•

US-002.22 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Shortcut Phrases” that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Shortcut Phrases may include:

•


Yes, but limited

1 2 X X

US-002.23 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Storage and Sub-Storage Locations” (e.g. box number in a room) that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Storage and Sub-Storage Locations may include:

•


Yes, but limited

1 2 X X

US-002.24 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Testing Template Types” that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Testing Template Types may include:

•


Yes, but limited

1 2 X X




US-002.25 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Units of Measure” that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Units of Measure may include:

•


Yes, but limited

1 2 X X

US-002.26 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “User Roles and Permissions” that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. User Roles and Permissions may include:

•


Yes, but limited

1 2 X X

US-002.27 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate section level parameters (and their values) for “Workflow Types” that I can standardize the processes that are performed within each section of LIMS and the information we collect and report on throughout each section of LIMS application. Workflow Types may include:

•


Yes, but limited

1 2 X X

US-003 001 As a LIMS administrator, I need the ability designate which personalization settings can be changed at the user level so that users can personalize their user experience based on permissions.

I can control what parts of LIMS that a user can or cannot personalize

No 2 2 X X




User level parameters may include:

• Dashboard

• Notification alerts

• Report templates

• Shortcuts

US-005 001 As a billing user, I need the ability to add, edit, and inactivate multiple fee schedules with beginning and ending effective dates so that once a fee schedule is inactive, we can still bill for services based on the date of service request, not service completion.

I am billing the correct fees for when the service was requested

No 1 2 X X

US-006 001 As a LIMS administrator, I need the ability to hide inactive parameter values from the parameter picklist so that the picklist only represents active values I can select.

I can prevent users from using values that I don’t want them to use, but the values remain on the table

No 1 2 X X

US-007 001 As a LIMS administrator, I need the ability to associate one or more roles to an individual LIMS user so that I can control the functions that each LIMS user can or cannot perform.

I can control the functions that each LIMS user can or cannot perform

Partial, workaround

1 2 X X

US-007.01 001 As a LIMS administrator, I need the ability to limit the permissions associated with a role so that I can pick and choose the subset of functions or access that a LIMS user can or cannot have or perform.

I can control the functions that each LIMS user can or cannot perform

Yes 1 2 X X

US-007.02 001 As a LIMS administrator, I need the ability to designate a specified time period for user, role, and permissions so that the user, role, or permissions are automatically inactivated when the specified time period is up.

I can control the permissions a user has on a pre-defined time basis

Yes 1 2 X X

US-007.03 001 As a LIMS administrator, I need the ability for inactivated users to automatically be removed from picklists or parameters so that users who are not active cannot be selected.

I can prevent users from seeing values that I don’t want them to use, but the values remain on the table

Yes 1 2 X X




US-010 001 As a LIMS administrator, I need the ability to add, edit, or inactivate hold types that can be put on any item, case, service requests, and reports so that I can apply different restrictions associated with different types of holds.

I can manage the hold types that can be used to restrict activities in LIMS

No 1 2 X X

US-011 001 As a LIMS administrator, I need the ability to add, edit, and inactivate picklists, radio buttons, check boxes, etc. which can be used to enter data within LIMS so that I can maintain the integrity of the data within LIMS. Picklists, radio buttons, check boxes, etc. may be included for:

• Services

• Reagents

• Instruments

• Supplies

I can maintain the integrity of the data in LIMS

Partial 1 3 X X

US-012 001 As a LIMS administrator, I need the ability to add, edit, and inactivate templates (worksheets, forms, reports) which can be used to perform and report on work within LIMS so that I can standardize the information that is collected and reported within LIMS. Templates will be created based on:

• Case type

• Communication logs

• ME services workflows (Business Process Model)

• Inventory preparation templates

• Report type o Investigators report

▪ latitude and longitude (GIS) coordinates

o Anthropology report

I can standardize the way that we enter information in LIMS

No 1 3 X X




▪ latitude and longitude (GIS) coordinates

• Technical and administrative review templates

• Procedural templates (testing templates) o Batch, folder, run sequence (including

positive controls, negative controls, duplicates and spikes, etc.)

• Reagents, kits, chemicals, etc. templates

• Externally accessible templates (may include a portal)

o CoC o Body release form o Autopsy authorization o Death investigator worksheet o Etc.

• Etc.

US-016 001 As a system administrator, I need the ability to enable or disable the use of electronic signatures within LIMS so that I can support paperless processing. Electronic signatures may be captured from multiple sources

• Signature pad

• Pin code

• Security key Electronic signatures may be used for:

• Items (receipt and release from building, possibly transfers)

• Tech and admin report reviews

• Legal documents (e.g. affidavits, etc.)

I can ensure that we comply with any legal requirements around the use of electronic signatures

No 1 2 X X




• Specimen labels

• Service requests (outside of lab form completions)

• Cremation permits

• Analytical and investigative reports

• Meeting attendance

US-018 001 As a LIMS administrator, I need the ability to designate which LIMS data fields require justification when modified so that there is a required record of the change.

Justification must be added to any fields that requires justification for a change

No 1 3 X X

US-018.01 001 As a LIMS administrator, I need the ability to require an entry noting the reason a change was made to an auditable field within LIMS so that I can provide or view the justification for making the change. Examples may include:

• Changes to a CoC entry

• Tech reviews

Justification must be added to any fields that requires justification for a change

Partial 1 3 X X

US-018.02 001 As a LIMS administrator, I need the ability to provide a picklist of common reasons for changing data within LIMS, including an option for entering free form text so that I don’t always have to free form type a reason for making changes to fields within LIMS.

Pre-defined justification is available to be added to any fields that requires justification for a change

No 2 3 X X

US-023 001 As a LIMS user, I need the ability to designate default values on any template field so that I will always have a pre-populated value without having to enter anything into the field.

No template defined fields are blank if they have a default value associated to them

No 2 3 X X

US-026 001 As a system administrator, I need the ability to allow all components, database and system access to operate under the least privilege principle, which requires that each user is assigned the most restrictive set of privileges required for the performance of authorized tasks so that I

I can build out levels of security in groups, sections, and user roles

Yes 1 2 X X




can meet information security requirements related to protecting data.

US-030 001 As a LIMS administrator, I need the ability to populate values into the LIMS parameter table from an external source (e.g. a spreadsheet list of drugs, an agency, BMI calculations, SWGDRUG, etc.) so that users don’t have to manually enter individual values.

I can control the information that will be imported or captured in LIMS

No 2 2 X X

US-038 001 As a billing user, I need the ability to differentiate between billable or non-billable services so that I can generate the appropriate reports to be used for generating invoices in the billing system. Billable or non-billable services will be determined by:

• Requesting agency

• Case type

• Service request type Note: All invoices will include billing code(s) and costs. However, some invoices will be sent out in order to receive payment and other invoices will only be used for auditing and tracking purposes and payment is not expected.

I can bill the appropriate fees for services performed

No 1 2 X X

US-060 001 As a LIMS administrator, I need the ability to automate the handling of service requests through each step of the process through the use of workflow management capabilities so that I don’t have to rely on someone to tell me that a service request is ready for the next step of work

I can establish workflows and control and monitor the flow of work throughout LIMS

No 1 1 X X

US-060.01 001 As a LIMS administrator, I need the ability to add, edit, or inactivate workflows so that I can manage the workflow as processes and procedures change or are added.

I can establish workflows and control and monitor the flow of work throughout

No 1 1 X X




LIMS

US-060.02 001 As a LIMS administrator, I need the ability to establish parameters for workflow activities that will trigger associated notifications to be delivered to the assigned individual and other designated parties (e.g. supervisor within LIMS, external agency that I am waiting on a response from, etc.) so that appropriate individuals are aware of workflow status. Notification delivery may include:

• Email

• Dashboard o List of everything assigned to a

user/section/supervisor o Information that has changed (e.g. a new

companion case has been added, a new service request has been added, etc.)

o Highlighted or sorted information based on level of importance (e.g. red, yellow, green, etc.)

Notifications may include:

• Transition to the next step of a workflow

• Due date is approaching

• Due date has been reached

• Due date has been missed

I will receive notification of workflow status and status changes

No 1 1 X X

US-106 001 As a LIMS administrator, I need the ability to create and update service request templates which have a pre-defined set of services to be performed so that I can streamline the creation of repetitive service requests.

Users will have a template that designates the standard services that are performed with a certain type of service request

Yes 1 3 X X




Example: Certain death type requires x, y, z services.

US-127 001 As an authorized LIMS user, I need the ability to define and revise various calculations that will automatically be performed in LIMS so LIMS will be able to perform necessary calculations. Types of calculations may include:

• Comparing results and give statistical analysis of the differences between the results

• Using results from different analyses/examinations of the same sample

• Calculations involving two or more samples

• Calculations involving two or more runs

• Calculations involving dilutions

• Calculations involving the number of days between two dates

• Calculating hyper geometric distribution sampling (HGD)

• Calculating uncertainty measurements

• Performing addition, subtraction, multiplication, and division

• Calculating averages, standard deviations, minimums and maximums

• Calculating running averages

• I can establish and update all automated calculations to be used in LIMS without requiring IT

No 1 3 X X

US-127.01 001 As an authorized LIMS user, I need the ability to create, edit, and inactivate rounding and truncating rules used for a calculation (based on case type or other parameters) so that results are displayed appropriately.

• I can establish and update all automated rounding and truncating rules to be used in LIMS without requiring IT

No 1 3 X X

US-142 001 As a LIMS administrator, I need the ability to specify low and high level thresholds to be applied to results so that the interpretive information is available when reviewing

I can standardize information that is entered into LIMS

No 2 2 X X




the results. Examples of thresholds may include:

• Therapeutic ranges for drugs

• Sub therapeutic ranges for drugs

• Toxic ranges for drugs

• Lethal ranges for drugs

US-148 001 As a LIMS administrator, I need the ability to define criteria to be used for auto selecting results to be included in reports (e.g. pick the average, pick the lowest, etc.) so that I can automate the result reporting process.

I can standardize the information included on reports

No 2 3 X X

US-157 001 As a LIMS administrator, I need the ability to restrict who has access to examination and analysis finalized reports (based on business rules) so that I can ensure that reports are only seen by those who are authorized to see them.

I can ensure that only authorized individuals have access to all of the information they are authorized to see

Partial 1 2 X X

US-213 001 As a LIMS administrator, I need the ability to designate which fields can have more than one value associated with it (e.g. prompt user with “add another” field) so that users can enter multiple values for a field when needed. Examples may include:

• Multiple suspects (John Doe, Jane Doe, Bill Doe)

• Multiple victims

• Multiple offense numbers

More than one value can be stored and retrieved in a single field

No 1 3 X X

US-215 001 As a LIMS administrator, I need the ability to designate the automated progression from field to field for entering information so that there is a standard data entry experience for each data entry screen (e.g. worksheet, adding items, creating cases, etc.).

There is logic to the flow of entering information into LIMS Users don’t have to manually click to the next

Partial 1 3 X X




field in order to enter the next piece of information

US-218 001 As a LIMS administrator, I need the ability to add, edit, and inactivate/reactivate funded grants so that users can associate them to supplies, equipment, and personnel.

Users can manage and report on grant funded work

No 1 2 X X

US-230 001 As a LIMS administrator, I need the ability to create, edit, and inactivate/reactivate standard discovery packets so that appropriate documentation can be compiled and released for each case.

I am able to set parameters for the contents of multiple discovery packet types and I get what I ask for when I generate the discovery packet

No 1 3 X X

US-230.01 001 As an authorized LIMS user, I need the ability to print the “page of page” numbers on discovery packets so that it is clear how many pages are in the packet and which packet a person is on. Example: The final packet would have a footer that associates the current page number, total page number (page 3 of 72), and the case number that these documents are being generated for.

When someone is reviewing a discovery packet, they know they have the complete packet of information

No 1 3 X X

US-231 001 As a LIMS administrator, I need the ability to uniquely identify worksheets with a user-configured identification number, a name, and a version number so that I can readily identify all of the characteristics associated with a specific version of a template.

I can control that only the most recent version of a template is able to be used in LIMS I will be able to retain a history of the versions of the templates

No 1 3 X X

US-233 001 As a LIMS administrator, I need the ability to specify which data fields are mandatory and must be entered during the case creation so that I can ensure that I have

I am capturing all of the data that is required to be captured for a case to be

No 1 3 X X




obtained all of the mandatory information to create a case.

created

US-234 001 As a LIMS administrator, I need the ability to specify which data fields are mandatory and must be entered during the service request creation so that I can ensure that I have obtained all of the mandatory information to create a service request.

I am capturing all of the data that is required to be captured for a service request to be created

No 1 3 X X

US-235 001 As a LIMS administrator, I need the ability to specify which data fields are mandatory and must be entered during the item creation so that I can ensure that I have obtained all of the mandatory information to create an item.

I am capturing all of the data that is required to be captured for an item to be created

No 1 3 X X

US-061 002.01 As a LIMS user, I need the ability to establish sub-items that were either submitted with a larger parent item (e.g. kit, etc.) or collected from a parent item during a ME service so that the Chain of Custody of the sub-item is the same as the Chain of Custody of the parent item.

A sub-item origin will mirror the parent item in the Chain of Custody and can be tracked

Yes 1 3

US-062 002.01 As a ME service provider, I need the ability to establish sub-items created from a parent item in the lab so that the Chain of Custody accurately reflects the time of creation and creator (ME service provider) of the item instead of using the Chain of Custody of the parent item.

A sub-item that was created in the laboratory will have a Chain of Custody that indicates it was created in the lab

Yes 1 4

US-067 002.01 As a ME service provider, I need the ability to relate/associate (not move) an item from one case to an item from a different case for comparison testing (e.g. firearms, latent prints, DNA, etc.) so that the information regarding the item in a case can be included in the report for a different, but related, case.

I can report on related items from different cases within in a single report

No 1 12

US-070 002.01 As a LIMS user, I need the ability to be notified when additional items are added to a case I’m working on so that I know that those items now exist.

I receive notifications when anything associated with a case I’m working on changes

No 1 13




US-074 002.01 As a LIMS user, I need the ability to generate a unique identifier for every item entered into LIMS so that all items can be accounted for, tracked, reconciled, located, etc.

Every single item has a unique identifier in LIMS so that it can be trackable

Yes 1 2

US-074.01 002.01 As a LIMS user, I need the ability to create item labels in various sizes and types (e.g. 1D, 2D, QR, RF ID, etc.) with all required data included so that different items will have the appropriate type and size of label. See TSK-027

I can label all items regardless of size with the appropriate type of size of label

Partial 1 2.1

US-080 002.01 As an authorized LIMS user, I need the ability to inactivate and reactivate items associated to a case and maintain an audit trail so that I can remove erroneous item entries from displays and/or reports.

I can maintain the integrity of the item data in LIMS

Yes 1 7

US-081 002.01 As a LIMS user, I need the ability to enter an item into LIMS with all of the relevant information so that I can establish the item and its Chain of Custody.

I can enter items into LIMS Yes 1 1

US-081.01 002.01 As a LIMS user, I need the ability to enter multiple items from the same submitter and for the same case without having to re-enter the submitter and case information for each item so that I can reduce error and redundant data entry.

I can enter multiple items related to the same submission without having to re-enter redundant information

Yes 1 1.1

US-081.02 002.01 As a LIMS user, I need the ability view a running list of items (or sub-items) while entering multiple items so that duplicate items are not inadvertently created and so that items are not missed.

I can see a complete running list of all items that I have entered in a session in a single view

No 1 1.2

US-081.03 002.01 As a ME service provider, I need the ability to select one or more items from a picklist when establishing items within LIMS so that the item descriptions are standardized and manual entry is reduced.

I can maintain the integrity of the item data in LIMS

Yes 1 1.3

US-081.03.1 002.01 As a ME service provider, I need the ability to select the I can maintain the integrity Yes 1 1.3.1




unit of measure of items from a picklist when establishing items within LIMS so that the units of measure are standardized and to reduce manual data entry.

of the item data in LIMS

US-081.04 002.01 As a LIMS user, I need the ability to assign a required or eligible retention period to items so that I do not miss deadlines to dispose of the items and know when items are eligible to be disposed.

Required disposition of eligible items is available to be reported on.

No 1 1.4

US-081.04.1 002.01 As a LIMS administrator, I need the ability to automatically calculate and assign a retention period of time to specified items so that I don’t have to manually calculate and apply this information. Examples may include:

• Homicide related items are held for a designated amount of time based on state law

• Records, property, etc. have varying retention periods specified in statutes

• Indigent body release

Items are retained for the appropriate amount of time

No 1 1.4.1

US-081.04.2 002.01 As a LIMS user, I need the ability to be notified when an item (that does not have open service request or hold in place) is approaching the required or eligible disposal date so that I do not miss deadlines to dispose of the items or keep items longer than necessary.

Required disposition of eligible items is available to be reported on.

No 1 1.4.2

US-090 002.01 As a LIMS user, I need the ability to receive a prompt for assigning a service request as sub-items are created (either assign the parent service request, a new service request, or no service request) so that sub-items will appear on lists of service requests. Note: When no service request is assigned to the sub-item, all we are doing is tracking the sub-item (Chain of

All items and sub-items are assigned to a service request if appropriate

No 1 11




Custody).

US-063 002.02 As a LIMS user, I need the ability to record the transfer of items so that I can accurately reflect the transfer in the Chain of Custody. Transfers can occur between:

• LIMS users

• External parties

• Storage locations

• Final dispositions

All item transfers are accurately reflected in the Chain of Custody

Yes 1 6

US-063.01 002.02 As a LIMS user, I need the ability to automatically transfer all sub-items when transferring a parent item so that I do not have to individually transfer every sub-item. Note: This includes disposing of an item.

I can make a bulk transfer of the appropriate sub-items with a parent item

Yes 1 6.1

US-063.01.1 002.02 As a LIMS user, I need the ability to selectively designate sub-items that will not be transferred when the parent item is transferred so that I can continue to perform work on the sub-items. Note: This is a Histology need.


Yes 1 6.1.1

US-063.01.2 002.02 As a LIMS user, I need the ability to indicate that a sub-item has been physically separated from the parent item so that transferring the parent item does not automatically transfer the separated sub-items. Note: This is represented by de-containerizing an item in other LIMS.


Partial 1 6.1.2

US-063.02 002.02 As a LIMS user, I need the ability to transfer an item out of a storage location and to another storage location or person in a single transfer transaction that designates

I can make a two-step transfer in a single step

Yes 1 6.2




that the transfer occurred through the user who initiated the transfer so that a two-step transfer can be performed in a single step. Example: Anne is moving a hair from one storage location to a different storage location.

US-063.02.1 002.02 As a LIMS user, I need the ability to show the single step transfer as a two-step transfer in the Chain of Custody so that the Chain of Custody is accurately reflected.

Two-step transfers are accurately reflected in the Chain of Custody

Yes 1 6.2.1

US-063.03 002.02 As a LIMS user, I need the ability to transfer items to and from shipping facilities, lock boxes, couriers, etc. and track that the transfer has occurred so that the Chain of Custody is accurately reflected.

I can report on the Chain of Custody for any item

Yes 1 6.3

US-064 002.02 As a LIMS user, I need the ability to reconcile all items in a specific location or custody without having to manually match what we find in the specific location or custody with what is on the list (e.g. scan all barcodes and automatically match to the list or identify discrepancies from the list) so that I can identify discrepancies in a streamlined non-manual manner.

I can conduct inventory without having to manually match every single item to a list

No 1 9

US-069 002.02 As an authorized LIMS user, I need the ability to do a batch transfer of individual items by container so that a group of items from different cases can be transferred from one location to another all at once. Example: Several individual DNA samples/extracts go into a big container in a short term freezer storage location and the container could be transferred to a different storage location and the container, as well as all of the individual items inside, are now updated to the new storage location.

I can make a batch transfer of the contents of storage location or sub-location without having to manually transfer each single item

No 1 8




US-077 002.02 As a system administrator, I need the ability to require a two-factor authenticated identification of any person involved in the transfer of an item so that I can ensure the security of the transfer. Transfers include:

• Person to person transfer

• Person to storage transfer

• Storage to storage transfer

• Storage to person transfer

I can assign and enforce security around Chain of Custody transfers

No 1 5

US-077.01 002.02 As a LIMS user, I need the ability to electronically capture the signature and ID information of any external person who is involved in a transfer so that the Chain of Custody is accurately reflected.

I have signatures for every external item transfer

No 1 5.1

US-191 002.02 As a ME service provider, I need the ability to automatically prohibit the inappropriate transfer (e.g. release of the item to an external agency, release an evidence back to Evidence, release an item to the wrong section, etc.) until all examinations or analysis have been performed for the item (not necessarily before the service request is complete – a report may not be finalized) so that an item does not get released before all testing is complete.

Items are not transferred inappropriately

No 1 10

US-191.01 002.02 As a LIMS user, I need the ability to have a visible warning when I attempt to release an item back to Evidence, release an item back to the external agency, or destroy an item if that item has an open service request so that I don’t unintentionally dispose an item that is still being used in ME services.

I receive a notification when I attempt an inappropriate transfer of an item with an open service request

No 1 10.1

US-050 003.01 As a ME service provider, I need the ability to electronically capture case review notes (e.g. via tablet,

I can capture case review notes in LIMS in real-time

No 2




laptop, etc.) at case review meetings (CCR and CMCR) and associate them to the individual case being reviewed so that the notes don’t have to be manually written and then scanned or transcribed into LIMS in order to be searchable.

without having to take paper notes and upload them into LIMS at a later time

US-082 003.01 As a LIMS user, I need the ability to associate send-out service request information (including which items are in the shipment, tracking number, service order form, date shipped, date received by outside laboratory, etc.) to the service request so that I know what items have been shipped, what was ordered, dates of shipments, etc.

I can see the send-out information associated with all send-out service requests

Partial 1 10

US-089 003.01 As a LIMS user, I need the ability to create, update, and cancel a service request within a case so that TCME services can be assigned, scheduled, worked, etc.

I can create a service request within a case with all of the associated work to be performed

Yes 1 1

US-089.01 003.01 As a LIMS user, I need the ability to use a picklist to select the TCME section when creating a service request so that the service request is added to the section worklist.

I can assign service requests to the appropriate section

Yes 1 1.1

US-089.01.1 003.01 As a LIMS user, I need the ability to use a picklist to select the appropriate service(s) to be performed when creating a service request for a section so that I can communicate only the specific service(s) that I am requesting.

I can request the appropriate services from a selected section

Yes 1 1.1.1

US-089.01.2 003.01 As an authorized LIMS user, I need the ability to select from the list of services that is automatically generated based on the service request template so that I can create a variations of the standard services associated with the template.

I can use a template to designate the services to be performed on a service request

Yes 1 1.1.2

US-089.02 003.01 As an authorized LIMS user, I need the ability to cancel a service request and have it removed from all worklists it is associated with so that no further work is performed.

Worklists only reflect active service requests

No 1 1.2

US-089.03 003.01 As a LIMS user, I need the ability to designate the I can override the default No 1 1.3




customer requested turnaround time for completing a service (that is different than the default turnaround time) so that I do not miss deadline time. Note: Not all service requests will have a designated turnaround time. This may be used to designate “rush” service requests.

turnaround time and have it reflected in the associated worklist

US-089.04 003.01 As a LIMS administrator, I need the ability to prevent adding services or items to a service request past designated workflow statuses (e.g. In Review, Completed, etc.) to my worklist so that a new service request will be required for the additional services or items.

Items or services can’t be added to a service request after a designated workflow status is achieved

No 1 1.4

US-089.05 003.01 As a LIMS user, I need the ability to create a service request without a physical item so that work can be performed without the item. Examples may include:

• Inquest in absentia

• Administrative requests

Service requests can be created and work can be performed without an item associated to the service request

Yes 1 1.5

US-089.06 003.01 As a LIMS user, I need the ability to create a service request to generate a pre-defined packet of reports and records so that I can ensure that I provide only the appropriate information to the authorized parties requesting the packet. Examples may include:

• Discovery packets

• DA service request

Creation of a record packet service request will include the relevant documents to be distributed to the appropriate parties

No 1 1.6

US-089.06.1 003.01 As a LIMS user, I need the ability to modify the list of reports and records that is generated based on the packet recipient so that I can create a variations of the

Creation of a record packet service request will include the relevant documents to

No 1 1.6.1




standard reports and records associated with the template.

be distributed to the appropriate parties

US-089.07 003.01 As a billing user, I need the ability to create a service request that places an item on hold for long term storage for a specified period of time so that I can track and bill annually for the storage services. Example: Family requests for samples to be held at TCME for a year at a time.

I am billing for appropriate items in long term storage on a recurring basis

No 1 1.7

US-093 003.01 As a LIMS user, I need the ability to designate and communicate that a service request is court ordered so that everyone who participates in the workflow for processing and managing the service request is aware of the court order for the life of the case.

All screens associated with court ordered service requests indicate that the service request is court ordered

No 1 6

US-093.01 003.01 As a LIMS user, I need the ability to retain the court ordered designation associated with all records and reports produced in perpetuity so that records and reports are not released to any unauthorized parties.

I will not be able to release court ordered records and reports to unauthorized parties

No 1 6.1

US-094 003.01 As a LIMS user, I need the ability to designate separate entities on a service request for the person/agency submitting the evidence, the person/agency requesting the service, additional report recipients so that the appropriate people are notified of results.

I can add/update appropriate multiple associated parties to a service request

Partial 1 4

US-094.01 003.01 As an authorized LIMS user, I need the ability to update a service request with the person/agency that is financially responsible so that the appropriate people are billed for the services.

I can add/update appropriate multiple associated parties to a service request

Partial 1 4.1

US-098 003.01 As LIMS user, I need to have one or more service requests automatically generated based on the occurrence of certain triggers so that I don’t have to manually request these services and eliminate the chance

Workflow triggers are causing the appropriate service request actions to automatically occur

Partial 1 5




of the services being overlooked. Types of automated service requests may include:

• Amend a death certificate based on new information (jurisdiction only)

o Ensure that a new death certificate is issued whenever “pending” check box is removed from CoD and/or MoD See TSK-031

• Perform additional services based on completion of a service or new information

• Amend a report based on new information

• Issue a report when a positive ID is made on a body

• Send-out service request based on certain item types

• Identification of an unidentified body

• Morgue examination of a body

• Create a cremation permit

• Create a Hold Follow-Up service request (e.g. sexual assault kits for biology and toxicology, etc.)

Examples of triggers may include:

• Decedent name change

• Decedent date of birth change

• Updated CoD and/or MoD

• Receipt of an unidentified body

• Receipt of a body

• Creation of a cremation only case

US-100 003.01 As a LIMS user, I need the ability to automatically update the status of my service requests based on defined

Workflow triggers are causing the appropriate

No 1 2




triggers that have occurred so that I don’t have to manually change the status.

service request actions to automatically occur

US-100.01 003.01 As an authorized LIMS user, I need the ability to manually adjust the status of a service request so that I can make adjustments to the status when I need to stray from the normal progression of work.

I can override the automatic action of a workflow trigger to manually move it through the workflow process

No 1 2.1

US-100.01.1 003.01 As a LIMS administrator, I need the ability to require that a user provides documented justification as to why the status was manually changed on a service request so that I know the reason for the change (e.g. erroneously assigned, etc.).

I have a record of justification for all manual overrides

No 1 2.1.1

US-105 003.01 As an authorized LIMS user, I need the ability to include the offense charge on the service request so that the person providing the service knows that type of offense and how that impacts the services being provided (e.g. threshold drug weights, penalty groups, etc.).

I have met certain requirements based on the offense type associated with the case

No 2

US-108 003.01 As a billing user, I need the ability to designate whether a service request is billable or not billable so that we can bill for services when appropriate.

I am only billing for billable services

No 1 9

US-108.01 003.01 As a billing user, I need the ability to automatically assign a billable/not billable indicator based on case type, service type, or requestor so that we can bill for services when appropriate.


No 1 9.1

US-108.02 003.01 As a billing user, I need the ability to override the billable/not billable indicator so that I can ensure we are appropriately billing for services.


No 1 9.2

US-223 003.01 As a LIMS user, I need the ability to be notified when an additional service request is created on a case that I’m working on (or if there is a related companion case) so that I can use this information when performing work on my case.

I am notified of all new service requests for a case that I’m working on

No 1 7




Example: When a pathologist is already working on a case and law enforcement brings in additional evidence (e.g. a gun, etc.), the pathologist needs to be notified of the new evidence.

US-223.01 003.01 As a LIMS user, I need the ability to prevent sending notifications on certain services requests (e.g. defense request for re-test of an item, etc.) so that I do not share information that others are not authorized to access.

I am only notified for service requests that I’m authorized to be notified of

No 1 7.1

US-223.02 003.01 As a LIMS user, I need the ability to enable/disable receiving a notification of a service request creation or update so that I only receive notifications when I want them.

I am only notified for service requests that I want to be notified of

No 1 7.2

US-224 003.01 As a LIMS user, I need the ability to associate the results from a completed service request on my case, or any related companion cases, so that the results become part of my case information.

I will be able to associate service request results for any related/companion cases with my case

No 1 8

US-112 003.02 As an authorized LIMS user, I need the ability to assign service requests to individual staff members (including self-assign) or to specific work teams within a section so that the service request will show up on the appropriate worklist.

Assigned service requests appear on all of the appropriate worklists

No 1 3

US-112.01 003.02 As an authorized LIMS user, I need the ability for an individual to assign themselves to a batch analysis within a service request so that this analysis shows up on their worklist (e.g. THC worklist, alcohol worklist, etc.). Note: A service request may have multiple analyses to be performed and may be assigned to multiple people.


No 1 3.1




US-112.02 003.02 As an authorized LIMS user, I need the ability to re-assign a service request to a different individual so that I can change who will do the work. Note: This is an alternative to the “impersonate” concept that we currently use but will not be used in LIMS.

Service requests can be re-assigned

No 1 3.2

US-112.03 003.02 As an authorized LIMS user, I need the ability to prevent assigning a service request to an individual who has an expired license so that work is not performed by people who are not authorized.


No 1 3.3

US-099 004 As an authorized LIMS user, I need the ability to apply and update a hold at different levels within LIMS so that I can prevent the progression of the standard workflow at a designated level. Holds can be applied at the following levels:

• Agency level hold

• Case level hold

• Service request level hold

• Item level hold

• Information/record release hold (e.g. police requested, no next of kin notified, etc.)

• Long term storage hold Holds may prevent one or more of these from occurring:

• Cases from being created

• Service requests from being created

• Service requests from being assigned

• Service requests from being worked

• Reports from being released

• Items from being released

A hold can be applied to any level in LIMS to prevent work from being performed

No 1 1




Note: Holds on bodies (or body parts) from being released is covered under BP-002.

US-099.01 004 As an authorized LIMS user, I need the ability to indicate why the hold was placed so that any other LIMS user knows why the hold was placed. Reasons for a hold may include:

• Agency billing issues

• Doctor request

• Next of kin not notified

• No positive ID

• Pending authorization for testing

Users can see why a hold was placed

No 1 1.1

US-099.02 004 As a billing user, I need the ability to place a billing hold on an agency which allows only certain case types to be created so that evidence can be received in LIMS even though no work can be performed on it. Case types that would allow a case to be created when an agency has a billing hold include:

• Jurisdiction

• Jurisdiction terminated

• Non-jurisdiction

• Non-ME Case types that would not allow a case to be created when an agency has a billing hold include:

• Cremation only cases

A hold can be applied to any level in LIMS to prevent work from being performed

No 1 1.2

US-099.03 004 As an authorized LIMS user, I need the ability to require supporting documentation to be captured in LIMS in

I have a record of why a hold was released

No 1 1.3




order to release specified holds so that the reason for releasing the hold is documented.

US-099.04 004 As a LIMS user, I need the ability to designate that a service request is on hold so that the individual assigned to the service request knows not perform the work until the hold is removed.

A user knows which service requests on their worklist cannot be worked

No 1 1.4

US-099.05 004 As an authorized LIMS user, I need the ability to apply a review date to a hold so that holds are not indefinite.

I can determine when a hold can be released

No 1 1.5

US-047 005.01 As a LIMS user, I need the ability automatically view a list of potential duplicate cases based on criteria that I have provided related to an offense number, suspect name, etc. so that I can determine if a case already exists or needs to be created.

I do not create duplicate cases

No 1 1

US-228 005.01 As a LIMS user, I need the ability to attach limbo communication to newly created cases so that the communication is now associated with the case.

Information not previously associated with a case is associated to a case when the case is created

No 1 2

US-048 005.02 As a LIMS user, I need the ability to change the type of case so that I can reflect the change in status. Examples may include:

• Changing from Jurisdiction to Jurisdiction Terminated

• Changing from Jurisdiction Terminated to Jurisdiction

• Changing from Cremation to Jurisdiction

I can change the type of case and retain the existing case number and all related information versus creating a brand new case with the new case type

Partial 1 6

US-052 005.02 As a LIMS user, I need the ability to have a case automatically identified as requiring follow up review based on established parameters (e.g. case type, age of decedent, etc.) so that I don’t have to manually specify that the case is eligible for review.

I can be notified that a case is eligible for review

No 3




US-052.01 005.02 As a LIMS user, I need the ability to manually add or override the designation that cases are (or aren’t) eligible for review so that I can control which cases need to be reviewed.

I can control which cases need to be reviewed

No 3

US-057 005.02 As a LIMS user, I need the ability to have a unique and sequential system generated case ID number assigned to every case I create so that I don’t have to manually assign a case number.

Every case has a unique identification number based on defined rules

Yes 1 4

US-075 005.02 As a LIMS user, I need the ability to auto populate a unique value in the last name field for an unidentified body so that each unidentified body name is uniquely labeled. Example: First Name – Unidentified; Last Name – Remains (+ case number reference) Note: The unique value may include a case number or subset of a case number.

I can identify which unidentified remains I’m working on based on the “Last Name” field versus relying on the case number

Partial 1 5

US-116 005.02 As a LIMS user, I need the ability to record a QualTrax workflow number in the case documentation when an incident and/or corrective action has taken place in association with laboratory casework so that it is apparent that an incident or corrective action is associated with a case. Note: The presence of a QualTrax incident/corrective action needs to be clearly indicated.

I will know which cases have had an incident or corrective action taken

No 1 7

US-189 005.02 As a LIMS user, I need the ability to create a case with all of the relevant information (including case type) so that I can establish a case for which work will be performed.

I can create cases Yes 1 3




US-189.01 005.02 As an admin user, I need the ability to establish a cremation only case for decedents that we have not performed any other TCME services on so that I can create a service request to provide the cremation permit.

I can identify my cremation only cases

Yes 1 3.1

US-087 006 As a ME service provider, I need the ability to scan any type of document and attach it to a case file or report so that I can access this information electronically within LIMS. Examples of imported data may include:

• Body diagram

• Growth charts

• Dental charts

• Pictures

• Instrument data

• Radiographs

I can access scanned information associated with a case in LIMS

Yes 1 3

US-115 006.01 As a ME service provider, I need the ability to record information about items submitted for testing and their condition as received so that I can account for everything that has been received and determine what actions to take related to the service request. Conditions and actions may include:

• Perform testing on all/some item(s)

• Quantity is insufficient to be tested

• Item is unsuitable to be tested

• Perform testing on item(s) up to a specific weight limit, but not on items above the weight limit

Information about the item(s) may include:

• Description of the item

I have a record of the condition of the item as received so that I can determine the work to be performed on the item

No 1 7




• Agency identifiers

• Date and times of blood draws

• Type of packaging and condition of the seal

• Condition of the item

• Inventory of what is in the package

006.02.1 Design

The System shall provide the ability to remove multiple samples at a time from a batch or worksheet.

No

006.02.1 Design

The Systems shall return items removed from a batch to a status of ready for testing/examination/processing as applicable

No

006.02.1 Design

The System shall record the amount of sample (volume or mass) used, in addition to the final volume or mass for selected procedures.

No

US-123 006.02.1 As a ME service provider, I need the ability to use templates to create batches, folders, run sequences for analyzing, examining or processing materials so that I can analyze multiple items or samples from multiple cases in one batch.

I can analyze more than one item for the same case within a batch

Yes 1 14

US-123.01 006.02.1 As a ME service provider, I need the ability to uniquely identify batches based on the type and date of the analysis so that I can associate batches to particular cases.

Batches are associated with a case and can be included in reports

No 1 14.1

US-150 006.02.1 As a ME service provider, I need the ability to select from a list of items associated to a service request and create a batch worklist(s) so that I do not have to manually enter all of the individual items that will be part of a batch.

I don’t have to re-enter all of the known information related to each item in a batch

Yes 1 15

US-151 006.02.1 As a ME service provider, I need the ability to view my worklist at both the case/service request level and at the analysis level (alcohols, quantitation/confirmation, etc.) so that I can plan my work.

I can see the worklist for an analysis so I can plan my work

No 1 2




Example: All cases in which toxicology has been requested vs all cases/specific samples within cases that require opiate quantitation.

US-117 006.02.2 As a ME service provider, I need the ability to document my inventory consumption when performing work so that we can proactively prepare or purchase more inventory.

I can be notified when inventory thresholds are low

No 3

US-118 006.02.2 As a ME service provider, I need the ability to only see and select from a list of inventory, equipment, and instruments that are within their calibration/maintenance/expiration dates when performing work so that I don’t use inventory, equipment, or instruments that should not be used.

I only use inventory, equipment, and instruments that are in service

No 1 8

US-118.01 006.02.2 As a ME service provider, I need the ability to record what inventory, equipment, or instruments were used during the examination or analysis of an item so that I can report against the usage and meet accreditation requirements.

I have met accreditation requirements regarding the use of inventory, equipment, or instruments

No 1 8.1

US-124 006.02.2 As a ME service provider, I need the ability to send information to instruments integrated with LIMS that will be used in the performance of a test so that I don’t have to manually enter information into the instruments.

I can automate the data entry for the use of instruments and equipment in my analysis

No 1 19

US-307 006.02.2 As a ME service provider, I need the ability to know when there has been a file transfer error with an integrated instrument so that I can resolve the issue.

There is an indication that there was an error with a file transfer that I need to resolve

No 1 21

006.02.3 Design

When entering results/observations in batch mode, the System shall present the samples in the same sequence as the batch.

No

006.02.3 The System shall provide the capability to record No




Design

analysis/examination/process results/observations in a grid or table format that provides a list of one or more analyses/examinations/processes for one or more items assigned to a batch.

US-078 006.02.3 As a ME service provider, I need the ability to associate the weights of related sub-items to each other so that the system can calculate the total weight.

I’m analyzing against the threshold weights as required by statutes

No 1 12

US-078.01 006.02.3 As a ME service provider, I need the ability to automatically compare the calculated weight of selected items or sub-items with the threshold weights of those items so that I can minimize human error in determining if threshold weights were exceeded or not.

I’m analyzing against the threshold weights as required by statutes

No 1 12.1

US-125 006.02.3 As a ME service provider, I need the ability to receive information from instruments integrated with LIMS that were used in the performance of a test so that I don’t have to manually enter the results into LIMS.

I can record results gathered from integrated instruments without having to manually enter the results

No 1 20

US-139 006.02.3 As an authorized LIMS user, I need the ability to configure how and when data is transferred from an integrated instrument so that data is transferred correctly. Examples may include:

• Transfer is made as soon as data are available in the instrument

• Data are transferred in batches upon request by the System

• Manual command to the instrument software

I can record results gathered from integrated instruments without having to manually enter the results

No 1 18

US-143 006.02.3 As a LIMS administrator, I need the ability to ensure that only one user can enter results and conclusions for only the portion of the service request (worksheet(s)) they are assigned to so that only the assigned analyst is recording results.

Only the appropriate analyst can record results and conclusions on each portion of the service request

No 1 4




US-143.01 006.02.3 As a LIMS administrator, I need the ability to assign a portion of a service request (worksheet(s)) to an analyst other than who the primary service request is assigned to so that a different person can enter results and conclusions for the specified portion of the service request. Note: In toxicology, different analysts perform different portions of the service request. However, in the crime lab, typically one analyst performs the entire service request.

Only the appropriate analyst can record results and conclusions on each portion of the service request

No 1 4.1

US-143.02 006.02.3 As a LIMS administrator, I need the ability to block access to a worksheet when an analysis is in progress for that worksheet (e.g. alcohol) so that it is not available in the queue to be pulled again for the same analysis (e.g. alcohol), however it could be in the queue to be pulled for a different analysis that is not currently in progress (e.g. marijuana).

Only the appropriate analyst can record results and conclusions on a portion of the service request

No 1 4.2

US-143.03 006.02.3 As a LIMS administrator, I need the ability to ensure that all results from worksheets on a service request are compiled and reported by the primary analyst assigned to the service request so that they can compile the completed results.

The primary analyst can compile all results including portions of service requests performed someone else

No 1 4.3

US-144 006.02.3 As a ME service provider, I need the ability to create one or more worksheet(s) for one service request so that I can record all of the relevant results.

I can create all necessary worksheets to record results

No 1 5

US-145 006.02.3 As a ME service provider, I need the ability to compare and designate which results are used in an examination or analysis report in the event that re-testing occurred so that the most appropriate results are reported.

I am only reporting the most appropriate results

No 1 11




Example: Alcohol results need to tested two times if the result is positive.

US-145.01 006.02.3 As a ME service provider, I need the ability to auto-select (based on pre-defined criteria, e.g. pick the average, pick the lowest, etc.) the results to be reported from multiple examination or analysis results that have been compiled so that the correct result is used.

I am only reporting the most appropriate results

No 1 11.1

US-154 006.02.3 As a ME service provider, I need the ability to designate which of the completed results can be utilized (individual or multiple samples) so that I don’t have to repeat the analysis for an entire batch due to an issue that occurs.

I can utilize a portion of the batch results even though some portions are not usable

No 1 17

US-154.01 006.02.3 As a ME service provider, I need the ability to indicate multiple samples in a batch that require additional analysis or re-testing so that I don’t have to manually indicate additional analysis or re-testing on individual samples.

I can indicate that all samples on a batch require additional analysis without manual designation on each individual sample

No 1 17.1

US-154.02 006.02.3 As a ME service provider, I need the ability to repeat or re-analyze a sample in one batch in a subsequent batch before the initial batch has officially been completed (e.g. uploading, data review, documentation, etc.) so that the sample is available to be analyzed without having to wait for the primary analyst to complete the initial batch in LIMS.

I can perform additional work on a batch before another analyst has officially completed their portion of the work

No 1 17.2

US-154.03 006.02.3 As a ME service provider, I need the ability to close a partially completed batch so that we can utilize the results that were completed even though all of the results have not been assessed due to some issue that occurred during an analysis (e.g. instrumentation issue, failed positive control, etc.).

I can complete a case with incomplete service requests

No 1 17.3

US-154.04 006.02.3 As a ME service provider, I need the ability to record why I am not including results that were associated with a

I can cancel batches and retain a record of why it was

No 1 17.4




batch so that I can record when and why a batch was canceled.

canceled

US-159 006.02.3 As a ME service provider, I need the ability to designate which results in an analysis are reported or not reported (e.g. only designated results, only positive results, etc.) so that I do not record superfluous analysis data.

I can designate which results will be reported

No 1 10

US-160 006.02.3 As a ME service provider, I need the ability to enter a positive value or quantitation for certain items in a batch and have other items in the batch populate with a default value versus recording a result so that I do not have to enter repetitive negatives (no results). Example: I can enter quantities determined for specific samples in a batch, and then assign a value of ‘not detected’ to the remaining samples in the batch that do not get a positive value recorded.

Fields are populated with a default value

No 1 16

US-162 006.02.3 As a ME service provider, I need the ability to select specific components of analysis results to be utilized in additional analyses/calculations so that I adhere to appropriate procedures regarding analysis of data. Examples may include:

• Define a final profile, CODIS profile, and DNA statistics profile using all profiles obtained for the sample

• Select the allele values to make up the profile

• Specify more than one profile for the sample (in the case of a mixture)

I can demonstrate that I have complied with NDIS requirements

No 1 9

US-162.01 006.02.3 As a ME service provider, I need the ability to differentiate between DNA profiles contained in a mixture so that I can independently evaluate the profiles.

I can de-convolute a mixture and assign individual profiles

No 1 9.1




Examples may include:

• 1.1 EP, 1.1 SP

• 1.1 Major, 1.1 Minor

US-163 006.02.3 As a ME service provider, I need the ability to be alerted if a entered QC value is outside of the acceptable range so that I do not report any results where the QCs do not pass.

I only report acceptable results

No 2

US-217 006.02.3 As a LIMS user, I need the ability to automatically restrict jurisdiction ME cases from being displayed on the TCME Public Access Website based on defined business rules so that I can comply with state laws.

I comply with state laws regarding public information that can be displayed

Yes 1 1

US-217.01 006.02.3 As a LIMS user, I need the ability to manually restrict jurisdiction ME cases from being displayed on the TCME Public Access Website so that I can comply with exceptions to release (e.g. agency and/or family requests, etc.).


Yes 1 1.1

US-217.02 006.02.3 As a LIMS user, I need the ability to manually remove jurisdiction ME case information that has been publicly displayed on the TCME Public Access Website so that I can prevent the viewing of previously published information.


Yes 1 1.2

US-301 006.02.3 As a LIMS user, I need the ability to specify multiple locations (including GPS coordinates) where an item(s) was found for one case so that I can map the entire death scene area(s). Anthropology Recovery

All eligible case information is available to be reported on by a specific location (e.g. address, GIS, description, etc.)

No 1 13

US-167 006.02.4 As a ME service provider, I need the ability to request and document a verification of a comparison so that I can verify that the conclusions are agreed upon.

I comply with accreditation requirements regarding verifications of comparisons

No 1 6




US-167.01 006.02.4 As a ME service provider, I need the ability to request and document a verification of a comparison at any point after results and conclusions have been entered into LIMS so that I can accommodate differences in workflows between laboratories and/or allow for release of information prior to report generation based on approved procedures.

I comply with accreditation requirements regarding verifications of comparisons

No 1 6.1

US-137 007 As an authorized LIMS user, I need the ability to establish inventory, equipment, and instruments in LIMS so that they are available to be used when performing work.

I can establish inventory, equipment, and instruments in LIMS

No 1 1

US-137.01 007 As an authorized LIMS user, I need the ability to place inventory, equipment, and instruments in and out of service (qualified or not qualified to be used) so that only compliant inventory, equipment, and instruments are available to be used.

I meet accreditation requirements regarding the use of inventory, equipment, and instruments

No 1 1.1

US-137.02 007 As an authorized LIMS user, I need the ability to designate limited use of inventory, equipment, or instruments that are approved for use so that materials are not utilized inappropriately. Example 1: Opiates are analyzed in one batch. We have a control with all of the analytes. One component of the control (e.g. morphine) is not appropriate to be used, but that other components are appropriate to be used. We will prepare a separate in house component for the one that is not appropriate to be used. Example 2: Pipet can only be used for 1,000 microliters although it was manufactured for 2,000 microliters.

I meet accreditation requirements regarding the use of inventory, equipment, and instruments

No 1 1.2

US-137.03 007 As an authorized LIMS user, I need the ability to automatically take designated equipment, instruments,

I can meet accreditation requirements

No 1 1.3




and inventory out of service when they are past expiration/calibration/maintenance dates so that those items cannot be used to perform ME services.

US-137.04 007 As an authorized LIMS user, I need the ability to override the automatic removal of equipment, instruments, and inventory from service so that they can continue to be used to perform ME services. Example: Pipets require bi-annual calibrations and are due to be calibrated May 14th. Calibration is scheduled on May 16th, however, the pipets can still be used.

I can override LIMS from automatically placing equipment, instruments, and inventory out of service

No 1 1.4

US-178 007 As a LIMS user, I need the ability to reconcile all equipment, instruments, and inventory in a specific location without having to manually match what we find in inventory with what is on the list (e.g. scan all barcodes and automatically match to the list or identify discrepancies from the list) so that I can identify discrepancies in a streamlined non-manual manner.

I can perform an inventory on equipment, instruments, and inventory without having to manually match each item to a list

No 2

US-180 007 As a ME service provider, I need the ability to designate specific inventory as the current (i.e., default) lot so that I efficiently use older stock before newer stock.

I can appropriately manage my inventory

No 2

US-072 007.01 As a ME service provider, I need the ability to have multiple labeling options (e.g. 1D barcode, 2D barcode, QR, RF ID, etc.) that we can apply to equipment, instruments, and inventory so that I can identify all equipment, instruments, and inventory within LIMS.

All equipment, instruments, and inventory are uniquely identifiable

No 2

US-072.01 007.01 As a ME service provider, I need the ability to associate information to the equipment, instruments, and inventory labels so that I can store and access the information about this piece of equipment.

I can access all relevant information about equipment, instruments, and inventory by using the unique identifier

No 2




Information may include:

• Manufacturer/vendor/supplier o Serial number o Service point of contact (including name

and e-mail address)

• Tarrant County number

• Installation date

• Authorized for use date

• Calibration date and frequency

• Preparation date (of lab prepared reagents)

• Expiration date

• Required maintenance frequency

• QC or performance check frequency (date of use checks)

o Balances o Temperatures (e.g. Refrigerators,

freezers, water baths, heat blocks, etc.) o Etc.

• Description

• Model number

• Location

• Maintenance/repair records (date, nature of work, person who performed maintenance, etc.)

• Control target values

US-119 007.01 As a ME service provider, I need the ability to specify that specific equipment, instruments, and inventory were purchased with grant funds so that I can generate reports regarding their use.

I can track grant funded purchases

No 1 2

US-126 007.01 As an authorized LIMS user, I need the ability to setup the integration data elements for integrated equipment and instruments so that I can create the bidirectional transfer

I am able to setup necessary data integration with equipment and instruments

No 1 6




of information between the integrated equipment/instruments and LIMS.

without the assistance of IT

US-126.01 007.01 As an authorized LIMS user, I need the ability to map the data elements from the integrated equipment and instruments to the related data fields in LIMS so that data from the integrated equipment/instrument can be entered into LIMS without requiring a user to manually enter the information.

I am able to import all data from equipment and instruments into appropriate data fields in LIMS

No 1 6.1

US-171 007.01 As a LIMS user, I need the ability to establish par levels (unit, item quantity, expiration date, etc.) for specific inventory so that I can use this information to proactively manage inventory levels.

I can proactively manage my inventory

No 3

US-171.01 007.01 As a LIMS user, I need the ability to trigger notifications when par levels for specific inventory are reached or exceeded so that so that I know when to replenish inventory.

I can proactively manage my inventory

No 3

US-174 007.01 As a LIMS user, I need the ability to trigger notifications when equipment, instruments, or inventory are approaching the required calibration, QC, and/or maintenance dates so that I can perform the required calibration, QC, and/or maintenance before the deadline.


No 1 5

007.02 Design

Laboratory prepared inventory labels need to include the name of the standard, person who prepared it, the preparation date, the expiration date, etc.

No

US-179 007.02 As a ME service provider, I need the ability to document the preparation of inventory prepared in house based on the recipe/formulary from QualTrax so that the inventory item can be put into service.


No 1 7

US-179.01 007.02 As a ME service provider, I need the ability to automatically calculate the scaling of inventory recipes/formularies when making different sized batches

I can scale a batch of inventory

No 1 7.1




so that I don’t have to calculate the quantities manually.

US-179.02 007.02 As a ME service provider, I need the ability to calculate an expiration date for prepared inventory either based on a pre-defined schedule or based on the expiration of the shortest expiration date of the ingredients so that appropriate expiration dates are assigned to each inventory item.


No 1 7.2

US-175 007.03 As an authorized LIMS user, I need the ability to record instrument and equipment calibration and maintenance events so that there is a log of all calibrations and maintenance that has been performed.


No 1 3

US-176 007.03 As an authorized LIMS user, I need the ability to record performance/QC checks on inventory, instruments, and equipment so that there is a log of checks that have been performed.


No 1 4

US-135 008.01 As a billing user, I need the ability to review the services that have been completed and reviewed in order to determine the appropriate billing codes and quantities and ensure they are correctly reflected (entered or changed) on the service request so that accurate billing can be generated. Note: The exception to this is when a service has to be pre-paid. Invoices will be generated before testing begins or report is issued.

I can appropriately bill for services

No 1 1

US-135.01 008.01 As a billing user, I need the ability to view billing information at the same time I am viewing the examination or analysis report during review and approval so that I can reference the report while completing the billing.


No 2 1.1

US-135.02 008.01 As a billing user, I need the ability to request review of I can appropriately bill for No 1 1.2




entered billing information and have those service requests routed to a reviewer so that I can comply with billing checks and balances requirements. Note: This review needs to be done by a user who did not perform the work OR enter the billing information – checks and balances.

services

US-135.03 008.01 As a billing user, I need the ability to have a picklist of a subset of billing codes (e.g. only autopsy billing codes, only firearms billing codes, etc.) that are related to the service type so that I don’t have to select a billing code out of the entire billing code list.


No 2 1.3

US-135.04 008.01 As a billing user, I need the ability to confirm that the financially responsible person/agency is entered and accurate prior to submitting billing information to the billing system so that I bill the correct party.


No 1 1.4

US-135.05 008.01 As a billing user, I need the ability to approve the billing transactions to be released to be sent to the billing system so that invoices can be generated for all services performed.


No 1 1.5

US-181 008.01 As a billing user, I need the ability to apply the fee schedule based on the service request date, not the date of service completion, so that I can generate billing transactions against the correct fee schedule.


No 1 2

US-044 008.02 As a LIMS user, I need the ability to electronically store and retrieve all documents associated with a case so that we have an electronic repository of documents associated with a case (e.g. court orders, affidavits, photos, payments, death certificate PDFs, etc.).

All related case documents are accessible to be viewed by authorized users

Partial 1 3

US-044.01 008.02 As a LIMS administrator, I need the ability to automatically designate the default of “Able to be

All related case documents are appropriately

No 1 3.1




Released” or “Do Not Release” based on the document/media type so that I don’t have to manually make this designation and human error is minimized.

designated as Do Not Release or Able to be Released

US-044.02 008.02 As a LIMS user, I need the ability to designate digital media and digitized documents as “able to be released” or “do not release” (DNR) so that I know which media/documents can be released.

All related case documents are appropriately designated as Do Not Release or Able to be Released

Yes 1 3.2

US-044.03 008.02 As a LIMS user, I need the ability to view document/media (e.g. photos, videos, x-rays, etc.) in a sequential manner so that I don’t have to open and close each one individually in order to view multiple images related to a case.

I can scroll through images without having to manually open and close each individual image

No 1 3.3

US-097 008.03 As a LIMS user, I need the ability to release requested records of non-laboratory services (e.g. morgue, administrative, etc.) to the requestor of the record and additional report recipients (based on the designated person(s) on the service request) so that all appropriate parties can receive the records. Note: This may include photos and x-rays.

I can release requested records to requestors as authorized

No 1 4

US-097.01 008.03 As a LIMS user, I need the ability to electronically send report/records of non-laboratory services from LIMS to external parties so that I don’t have to download them and send them through email, courier, etc.

I can electronically release requested records to requestors as authorized

No 1 4.1

US-027 009 As a LIMS user, I need the ability to see all of the cases assigned to me (open or closed) so that I can know how many cases I’ve worked or find specific cases I’ve worked on (benchmarking).

I can see a report of the cases that I’ve worked on or have been assigned to me

Partial 1 9

US-088 009 As a LIMS user, I need to be able to view reports about all items associated with specific search criteria (e.g. service

I can generate requested reports based on search

No 1 1




request type, specific item type, date, location, etc.) in one view so that I can see all requested items based on my search criteria. Question to be Answered:

• Where are all of x item types stored within TCME for x set of search criteria? (e.g. Where are all the bodies stored?

• Where are all of the items related to a specific agency stored?

• What items were stored in x location on y date or range of dates?

• What items were processed by x analyst?)

criteria

US-110 009

As a LIMS user, I need the ability to have certain reports automatically generated and distributed on scheduled intervals so that I don’t have to manually generate those reports. Type of automatically generated reports may include:

• Completed cases with items still in user possession/lab storage

• Morning mortality report

• Unidentified bodies that have been identified

• Body inventory in the morgue Scheduled intervals may include:

• Daily

• Weekly

• Monthly

• Quarterly

• Alert/event triggers

I can schedule report delivery

No 1 3




US-111 009 As an external service requestor, I need the ability to securely view the status of my service request so that I don’t have to interact with TCME to obtain this information.

External service requestors can have access to their service request status

No 3 8

US-111.01 009 As a LIMS administrator, I need the ability to designate which information can be securely viewed by external service requestors so that I can ensure the confidentiality of LIMS information.

External service requestors can have access to their service request status

No 3 8.1

US-197 009 As a LIMS user, I need the ability to customize the content on my dashboard so that I can manage my work by viewing what is most relevant to me at this time.

I can control what is displayed on my dashboard

Partial 1 5

US-197.01 009 As a ME service provider, I need the ability for my dashboard to be populated as workflow steps are assigned to me so that I can visualize the work that has been assigned to me and know when deadlines are approaching or have been missed

My dashboard is reflective of all workflow statuses that I’m assigned to

No 1 5.1

US-197.02 009 As a LIMS user, I need the ability to hide (e.g. minimize, collapse, etc.) information on my dashboard without removing it from my dashboard so that I can focus on the information that is most important to me at a certain time.

I can control what is displayed on my dashboard

Partial 1 5.2

US-197.03 009 As a LIMS user, I need the ability to print my section or individual service request worklist so that I have a physical copy of everything assigned to me that I can carry from work station to work station.

I can print worklist reports No 1 5.3

US-198 009 As a LIMS user, I need the ability to generate reports in multiple formats (e.g. MS Word, Excel, PowerPoint, printers, PDF, etc.) so that I can view and/or use the results using multiple tools.

I can use different tools to manipulate reports that are generated in LIMS

Partial 1 7

US-198.01 009 As a LIMS user, I need the ability to generate a report as an editable word document so that I can make changes

I can edit a draft version of a report

Partial 1 7.1




to the report without having to regenerate the report in LIMS. Example: Morning Mortality Report

US-201 009 As an authorized LIMS user, I need the ability to run pre-defined and ad hoc reports so that I can answer business questions that I’m authorized to answer.

I can generate reports Partial 1 2

US-201.01 009 As a LIMS user, I need the ability to select fields to appear on a report using the displayed field names so that I don’t have to know what the database field name is.

I can create ad hoc reports without knowing the characteristics of the database

No 1 2.1

US-201.02 009 As a LIMS user, I need the ability to display my report selection criteria/filters along with the results so that it is clear what this report represents.

My reports contain the query information that was used to generate the report

Partial 1 2.2

US-201.03 009 As a LIMS user, I need the ability to create a report template by dragging and dropping data fields so that I can create ad hoc reports.

I can create ad hoc reports No 1 2.3

US-201.04 009 As a LIMS user, I need the ability to save personal aggregate report templates so that I can answer questions on a repeatable basis.

I can create, save, and re-use reports

No 1 2.4

US-201.05 009 As an authorized LIMS user, I need the ability to designate saved aggregate report templates as global aggregate report templates (across TCME, by section, by lab, etc.) so that others can use these templates without having to re-create them.

I can share saved reports No 2 2.5

US-201.06 009 As a LIMS user, I need the ability to include both active and inactive parameters and/or values in reports so that I can see and report on historical information. Inactive parameters may include:

• Services that are dropped from the fee schedule

I can report on historical information

No 1 2.6




• Former employees

• Former agencies

US-204 009 As a LIMS user, I need the ability to automatically assemble (into one document) all of the case(s) information that will be presented at a meeting so that I don’t have to manually assemble all of this information.

I can generate reports based on a report template

Partial 1 6

US-300 009 As a LIMS user, I need the ability to utilize GIS information (including GPS coordinates) stored in LIMS so that I can generate a map of where cases occurred.

All eligible case information is available to be reported on by a specific location (e.g. address, GIS, description, etc.)

No 1 4

US-041 010 As a LIMS user, I need the ability to record comments at the case level so that communication related to the overall case (e.g. DWI cases may request a specific test or a test on a specific item, etc.) is available to anyone who needs to see them.

A user can see all authorized relevant comments about a case

Partial 1 2

US-043 010 As a LIMS user, I need the ability to log all communication (including who is affiliated with the communication, what the communication is about, who initiated the communication, format of the communication, etc.) at the case or service request level (or multiple cases or service requests) so that a log of the communication related to cases and service requests is available and retrievable to anyone who needs to see it. Note: This will include a communication form template.

There is a log of all communication that can be tied to a case(s) or service request(s)

No 1 1

US-043.01 010 As a LIMS user, I need the ability to attach an email to the communication log entry so that I can retrieve all tangible communication that came through email and the communication history is preserved.


No 1 1.1




US-043.02 010 As a LIMS user, I need the ability to differentiate between internally generated communication and externally generated communication so that internal communication that may not be discoverable can be separated from other communication.


No 1 1.2

US-029 011.01 As a ME service provider, I need the ability to auto-populate examination, analysis, and investigative reports with information about the case that is already populated in LIMS so that I don’t have to manually type this information into a report. Examples of case information to auto-populate may include

• Name

• Date of death

• TDCJ numbers

• Specimens and evidence collected

• Results and conclusions

Report templates are auto-populated with known information

Partial 1 1

US-132 011.01 As a ME service provider, I need the ability to edit any information on an examination, analysis, or investigative report before it is finalized so that I can ensure that the information in the report is correct.

I can edit draft reports Partial 1 2

US-132.01 011.01 As an authorized LIMS user, I need the ability to restrict who can make changes to examination, analysis, and investigative reports or documents so that only the owner of the document or report (or other authorized individual) can make changes. Example: Technical and administrative reviewers generally cannot make changes (unless they are

I can control who can edit draft reports

No 1 2.1




authorized to make changes), they can only suggest changes to be made by the owner.

US-170 011.01 As an authorized LIMS user, I need the ability to amend examination, analysis, and investigative reports that have been stored (DS-021) so that I can make corrections and ensure appropriate versioning of the report exists.

I am able to amend previously issued reports

No 1 8

US-170.01 011.01 As a LIMS user, I need the ability to use only the latest protected version of examination, analysis, and investigative reports when making amendments so that I can ensure that I’m making changes to the most current version of the report and can’t make changes to previous versions.

I am only able to amend the most recent version of a report

No 1 8.1

US-170.02 011.01 As a LIMS user, I need the ability to ensure that amended reports go through the same technical and administrative review process as the original report so that the amendment is approved before being stored and/or distributed.

Amended reports are appropriately reviewed

No 1 8.2

US-208 011.01 As a LIMS user, I need the ability to maintain and display a history of when a service request report was created, viewed, amended, printed, or reprinted (including the user who performed the action) so that I can monitor the access to this report.

I can monitor report history and access

Partial 1 9

011.02 Design

The System shall allow review for all results/observations or items or batches from a single view.

No

011.02 Design

The System shall provide the capability to view and approve results in a grid or table format that displays a list of multiple analyses/examinations for multiple samples assigned to a batch.

No

011.02 Design - Worklist

The System shall present the Level 2 through 4 Reviewer with a list of samples/items with analyses/examinations that are ready for review and that the Level 2 through

No




4Reviewer is authorized to review.

US-122 011.02 As a reviewer, I need the ability to perform a technical or administrative reviews so that I can substantiate that the results are correct and able to be released.

I can meet accreditation requirements regarding technical and/or administrative reviews

No 1 3

US-122.01 011.02 As a ME service provider, I need the ability to request and document a technical review at any point after results and conclusions have been entered into LIMS so that I can accommodate differences in workflows between laboratories and allow for release of information prior to report generation based on approved procedures.


No 1 3.1

US-122.02 011.02 As a LIMS administrator, I need the ability to restrict ME service providers from performing administrative or technical reviews on their own work. Note: This may require multiple tech reviewers to complete the technical review.


No 1 3.2

US-122.03 011.02 As a reviewer, I need the ability to place comments during my review process and have them displayed on examination, analysis, and investigative documents or reports without being able to make any other changes to the document other than adding comments so that the owner of the document can see my comments, but I do not inadvertently change any information.


No 1 3.3

US-122.04 011.02 As a ME service provider, I need the ability to approve an entire batch of samples in one action so that I do not have to individually approve each item in a batch.

I can meet accreditation requirements regarding technical review of batches

No 1 3.4

US-122.05 011.02 As a ME service provider, I need the ability to send a workflow back to a previous step/person so that I can trigger the need to make corrections.


No 1 3.5




Note: This may include building branches into a workflow.

US-169 011.02 As an authorized LIMS user, I need the ability to approve and version a report so that it can be stored and distributed to the appropriate recipients.

I can make the most recent version of a report available to appropriate recipients

No 1 5

US-169.01 011.02 As a LIMS user, I need the ability to generate and retain protected copies of examination, analysis, and investigative reports so that they are available in the future. Note: If changes are required, a new amended protected version would be created, while also retaining the original version.


No 1 5.1

US-169.02 011.02 As a LIMS user, I need the ability to prevent making changes to previous versions (not the latest version) of a report so that I can protect the integrity of all prior versions.


No 1 5.2

US-190 011.02 As an authorized LIMS user, I need the ability to review reports associated with non-examination and analysis service requests so that I can confirm that the information is accurate.

I can ensure the accuracy of reports

No 1 4

US-190.01 011.02 As an authorized LIMS user, I need the ability to approve the reports so that they can be released to the designated recipient.

I can ensure the accuracy of reports

No 1 4.1

US-202 011.02 As an authorized LIMS user, I need the ability to electronically notarize documents (e.g. affidavits, etc.) so that I don’t have to physically notarize it.

I can apply an electronic notarization to a document

No 2

US-096 011.03 As a LIMS user, I need the ability to distribute the report of laboratory or investigative services provided to the requestor of the service so that the requestor knows that the requested work has been performed.

I can distribute reports to the requestor

Partial 1 6




US-096.01 011.03 As a LIMS user, I need the ability to select additional report recipients beyond the requestor of the service so that I can provide the report to other appropriate parties (e.g. a DA is added to a case, TDCJ cases – send a copy to the warden and the JP of the county, etc.).

I can distribute reports to the appropriate parties

No 1 6.1

US-096.02 011.03 As a LIMS user, I need the ability to automatically or manually distribute reports electronically (e.g. email or fax a PDF, etc.) so that I don’t have to physically distribute the report.

I can distribute reports electronically

No 1 6.2

US-096.03 011.03 As a LIMS user, I need the ability to print reports for manual distribution so that I can distribute physical copies of a report.

I can print and distribute physical copies of reports

Yes 1 6.3

US-114 011.03 As a LIMS user, I need the ability to record who the examination, analysis, and investigative reports have been distributed to so that I have a record of who received the reports and the versions that were sent.

I have a record of report distribution

No 1 7

US-114.01 011.03 As a LIMS user, I need the ability to distribute the latest version of a report to new and previous recipients after I have verified which of the previous recipients still need the report so that all appropriate individuals are aware of the amendment to the report.

I can distribute new versions of reports to all appropriate parties

No 1 7.1




Non-Functional User Stories/Business Requirements

ID NF Category STORY DETAILS (Who, What, Why) As a …, I need to …, so that ….

ACCEPTANCE CRITERIA (When this is delivered, I will be able to prove….)

INCLUDED IN CURRENT SYSTEM?

PRTY

NF-016 001 Availability

The LIMS user shall not be affected by regular patches, windows clustering, VMWare, MS Endpoint Protection (AV), and SolarWinds SAM monitoring.

NF-001 004 Interoperability

The System shall ensure that Electronic Data Deliverables adhere to standardized formats such as Extensive Markup Language (XML, CSV, TXT, etc.).

No

NF-004 004 Interoperability

System web components shall support browser-based access using the latest version of a commercially available browser.

NF-003 005 Maintainability

The proposed System shall use current and supported Microsoft operating systems.

Will build upon MS OS stacks


As a part of the conversion, I need the ability to migrate case data from DEAD into LIMS as the system of source so that I can continue to do work on the cases in LIMS that were previously created in DEAD.

Yes


As a part of the conversion, I need the ability to migrate LabWorks data into LIMS as the system of source so that I can continue to do work on the cases in LIMS that were previously created in LabWorks.

Yes

NF-002 006 Performance

As an authorized LIMS user, I need the ability to ensure that data I’m releasing to the TCME Public Access Website (https://mepublic.tarrantcounty.com/MEPublic/) is available in no more than 15 minutes after I release the data so that the website is up to date.

Yes

NF-025 007 As a LIMS user, I need the ability to upload and download No




Portability electronic case type template data from/to mobile devices (e.g. tablet PC, iPADs, scanners, smart phones, etc.) when not connected to LIMS (with appropriate security as defined by regulatory requirements).

NF-017 008 Resiliency / Reliability

TCIT shall provide Continuity of Operations (COOP) and Disaster Recovery (DR) testing for the System before it goes into production.


TCIT shall provide a completed and updated COOP and DR Runbook (DR) for the system before it goes into production.


As a LIMS user, I need the ability to access all LIMS functionality (excluding label printers and instruments) via an offsite location during a disaster situation.

No

NF-005 009 Security

The delivered System, when using the database and running on operating system software both configured according to the Respondent’s guidance, shall provide security to protect the integrity, confidentiality, and availability of the data and shall be compatible with TC systems software.

NF-007 009 Security

The System shall ensure that all users are authenticated and that the authentication can be tracked.

NF-008 009 Security

The System shall ensure that cookies are created with the “HTTPS only” attribute.

NF-015 009 Security

The System shall not require mixed content (i.e., HTTPS) on the same page.

NF-029 009 Security

As a System administrator, I need the ability to enforce Tarrant County Active Directory (AD) user name and password security requirements for authenticating LIMS users so that I can ensure that only authorized users access LIMS.

NF-029.01 009 Security

As a System administrator, I need the ability to track and report on unauthorized attempts (e.g. incorrect passwords,




nonexistent LIMS users, etc.) to access LIMS so that I can take the appropriate security measures.

NF-030 009 Security

LIMS shall not transmit user identification or authorization credentials over the network unless encrypted or hashed.

NF-031 009 Security

As a System administrator, I need the ability to configure time-out periods that will lock the user’s screen and require the user to re-authenticate to log back into LIMS and return back to the last screen where they were working in LIMS


As a System administrator, I need the ability to provide the user with a notification letting them know that they will be timed-out of LIMS in a specified amount of inactivity time unless they respond to the notification to reset the time-out period.


As an authorized LIMS user, I need the ability to be prompted to recover auto-saved information when I log back into LIMS after being disconnected so that I can decide if I want to retrieve previous information or start over.

NF-036 009 Security

LIMS shall prevent a user from using a browser’s “back” button or history to successfully view content that requires re-authentication once a user has signed off or been timed out

NF-037 009 Security

LIMS shall protect all sensitive data (e.g., passwords) in transit and in storage.

NF-038 009 Security

LIMS will need to be able to use industry standard and proven encryption algorithms.

NF-039 009 Security

LIMS shall not allow sensitive production system information (e.g. database connection information, user ID, passwords, etc.) to be installed in configuration files in plain text. This information shall be encrypted using a proven algorithm.

NF-040 009 LIMS shall ensure that all communications between a web




Security site, application tier, and database tiers must be encrypted to protect data being transmitted.

NF-021 012 Usability

Ability to label all items with non-destroyable permanent labels (e.g. heat resistant, cannot be peeled, etc.)


LIMS shall utilize MS Word for document generation and editing

No


As a LIMS user, I need the ability to access all LIMS functionality (excluding label printers and instruments) from any location that has internet access without having to log in to a VPN.

No


LIMS shall not limit the number or size of electronic files that can be associated to items and cases.

No


LIMS shall not limit the number or size of electronic files that can be used to populate data fields. For example: If I’m populating a field with a document, the document can be any size and/or number of documents.

No


Check with Michael – Do we need this? LIMS shall record the identifying and access attributes, i.e., metadata of each document and file. Metadata may include:

• Size

• Pages

• Last modified

• Last printed date

• Author

• Etc.

No


As an authorized LIMS user, I need the ability for my information to be auto-saved in LIMS either on a prescribed interval (e.g. every 3 minutes) or as I exit each data field so




that the information is not lost if I get disconnected of the application.


As a LIMS user, I need the ability to have multiple simultaneous login sessions so that I can access LIMS information from multiple devices when I’m working without having to log off of the other devices.


As a LIMS user, I need the ability to log out of my LIMS profile so that a different user can use the same device with their own LIMS profile when I’m done with the device. (e.g. sign off button – potential solution)


As a LIMS user, I need the ability to provide my login credentials for LIMS without manually having to type my credentials (e.g. scan my TCME ID badge, enter a PIN code, etc.) so that I don’t have to re-enter all of my credential information manually.

3


In the event of one or more integrated instruments failing, I need the ability to ensure that LIMS (and all other integrated instruments) continue to function.

No


In the event that LIMS fails to function, I need the ability to ensure that all integrated instruments continue to function. For example: The System shall allow instrument interfaces that include error handling and/or necessary storage (e.g., backup storage) to ensure data from interfaced instruments are held for re-iteration in the event target tables are not available, network capability is lost or interrupted, or records are locked.

No

NF-041 013

Compliance

LIMS shall meet the requirements of FDA 21 CFR Part 11 with respect to electronic signatures so that we can comply with all medical information access requirements.

No

001 Establish and maintain LIMS parameters and controls ...

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