SOFTWARE BUSINESS CASE
CHEMICAL INVENTORY MANAGEMENT SYSTEM (CHIM)
TABLE OF CONTENTS
EXECUTIVE SUMMARY ................................................................................................................................................. 2
1.
Problem Definition ......................................................................................................................................... 2
2.
Addressing Problem with CWU existing tools and products (i.e. PeopleSoft) ................................................. 3
3.
Organizational Impact .................................................................................................................................... 3
4.
Benefits .......................................................................................................................................................... 5
5.
Strategic Alignment ........................................................................................................................................ 5
6.
Cost ................................................................................................................................................................ 6
7.
Alternatives (add lines as necessary) .............................................................................................................. 7
8.
Timing / Schedule (add lines as necessary) ..................................................................................................... 7
9.
Technology Migration/Resource Identification .............................................................................................. 7
10. Product Life/Application Sunsetting or Decommissioning ............................................................................. 8
11. References .................................................................................................................................................... 8
12. Recommendation .......................................................................................................................................... 8
13. Approvals ...................................................................................................................................................... 9
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EXECUTIVE SUMMARY
Purpose: Purchase and implement a chemical inventory/tracking system for laboratory chemicals in
the science departments to assure efficient and safe chemical management and regulatory
compliance. Provide an adaptable, economical and efficient long-term solution for each of the
users.
Summary: A relatively complicated/cumbersome and increasingly expensive proprietary chemical
inventory system has been used for the last several years to manage and track laboratory chemicals.
A new program was needed which could provide flexibility and adaptability to meet the various
needs of the users, provide data needed for regulatory purposes, and do this with as little fiscal
impact as possible. The primary users of the program (Chemistry, Biology and Environmental
Health and Safety) researched alternate solutions and agreed that FileMaker would be an
economical and effective solution. FileMaker is a commonly-used data management program
utilized by some departments within the university (Chemistry, Music). Utilizing a barcode system,
new chemicals are entered into the database, including specific information about each chemical
(name of chemical, owner, location, date purchased, etc.). Some chemicals have special
characteristics (unstable, etc.) which are also included and tracked. The information enables the
users to know if they have the chemical, where it is located, who is responsible for it, how old it is,
etc. Each chemical will also be linked to the manufacturer’s safety data sheet. The database
provides information needed by various regulatory agencies (Department of Ecology, Department of
Labor and Industries, Department of Health, Fire Department, etc.).
Benefits: FileMaker is adaptable and flexible for our purposes. The program will allow us to do
everything we do now as well as upgrade/adapt new functions as desired at much lower cost,
especially over the long term. We are able to use non-proprietary hardware (barcode readers and
printers, tablets, etc.) at much lower cost. We are also able to expand the program to other
departments, if needed, with minimal effort and cost.
Sponsoring Department(s): Environmental Health and Safety (EHS)
Date of Business Case Preparation:
July 7, 2014
Contact Person Name/Phone: Ron Munson 963-2252 munsonr@cwu.edu
New Product/Service
If there is a draft or sample contract, please provide a copy.
Renewal of Existing Product/Service – if checked, include background information.
If there is a site license agreement, existing contract or new contract draft, please provide a
copy.
1. Problem Definition
In the post-9/11 era, it became increasingly important to accurately track and manage
laboratory chemicals to ensure compliance with Homeland Security requirements as well as
meeting numerous other expectations for health and safety, environmental compliance and
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efficient fiscal/inventory management. After a time of evaluation, a chemical inventory
management software program produced by Vertere was purchased. The program was
adequate for our needs, but relatively expensive, requiring a variety of costly proprietary
hardware items (barcode readers, printers, etc.) and annual renewal fees. The Vertere
program was not without issues, requiring somewhat complicated and cumbersome
procedures to modify or otherwise adapt the program to meet our specific needs, and the
support has always been underwhelming. Once the program was established and functional
within the Chemistry Department, it was expanded to also include the Biology and Science
Education departments. Over the last few years, the Vertere program has become less
convenient and more expensive, and the support has never improved. Vertere recently
notified us that they will be introducing a new, updated program requiring an initial cost of
about $15,000, not including the cost of new proprietary hardware, etc. We are continuing
to use the outdated version of the Vertere program, but want to move to a new program as
soon as possible. The contract with Vertere has expired, although we continue to use the
database. Vertere no longer provides support, but the inventory is still functional in the
short run.
2. Addressing Problem with CWU existing tools and products (i.e. PeopleSoft)
The deficiencies and costs of Vertere, the current inventory program, are the motivating
factors to consider and evaluate other options. PeopleSoft was reviewed as a possible
option. Considering the narrow, specific needs of this inventory to meet regulatory and
departmental requirements and the needed compatibility with bar code
readers/scanners/printers and MSDS data, PeopleSoft does not provide the tools and
flexibility offered by other general data management programs.
FileMaker is currently used within the Music and Chemistry departments. It is a data
management program that is easily adapted to meet the needs specific to this data and is
compatible with bar code systems and associated hardware. I don’t believe an Enterprise
License structure is available with FileMaker.
3. Organizational Impact


Research
The academic departments utilizing the bulk of laboratory chemicals (primarily
Chemistry, Biological Sciences and Science Education) have been consulted
regarding the need to upgrade the inventory system. They need a relatively simple,
economic, and adaptable inventory program to track the chemicals from the point
they are received by the department until the point the chemicals are completely
used or disposed of. Various data associated with each chemical ensures
compliance with various regulatory agencies (Department of Ecology, Department
of Labor and Industries, Local Fire Department, etc.). The inventory program also
ensures efficient fiscal management of the chemicals – purchase only the amount
needed and only when needed. Environmental Health and Safety will utilize the
program to oversee the regulatory compliance issues, coordinate the disposal of the
waste chemicals and generate reports for various agencies.
All Stakeholders
Chemistry, Biological Sciences and Science Education: Faculty and technical staff
have been consulted and collaborative partners in this proposal.
Facilities Management Department: consulted with Director, Facilities
Maintenance and Operations and Manager, Administrative Services.
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Kittitas Fire and Rescue and Department of Ecology: Consulted/discussed required
and desired reporting information to ensure regulatory compliance.

Potential Partners/Primary Users
Chemistry Department
Biological Sciences
Science Education
Environmental Health and Safety

Student Impact/Benefits
Students will be the beneficiaries of a safer learning environment as well as the
recipients of a well-organized program providing them with the needed
supplies/materials required for high quality science programs.

Contributors
Environmental Health and Safety – primary budgetary contributor, program
coordinator and regulatory liaison
Chemistry Department – technical support and primary academic program
participant
Biological Sciences – technical support and academic program participant
Science Education – program participant
Information Services – technical support

Impacts
Environmental Health and Safety – cost for software/hardware much reduced from
previous program. Staff time will increase during training process and
implementation of new program. In the long run, less staff time will be used with
new program due to simplicity/efficiency of program.
Science department staff and faculty time will increase during
training/implementation phase, but will be reduced over the long term due to
simplicity/efficiency of the program.
Small amount of Information Services staff time for setting up dedicated server, etc.

Training
Some training will be required for users to learn program process and to update
inventory.

IT System Impacts
A small dedicated server will be required and maintained by IS. Greg DeLuca has
been consulted and he indicates “The hardware specifications for FileMaker Server
13 are low.” “One Windows 2012 server in the VMWare cluster will provide
adequate hardware resources. The current chemical inventory database is 60 MBs
in size and running on a Windows 2003 server with 10 GBs out of the server’s total
of 30 GBs in use. Therefore, a 100 GB disk share will be more than adequate. The
disk size can be increased if necessary. A single dual core CPU with 8 GBs of
memory will meet the specifications.” EHS will be responsible for the software
costs, server license and storage costs. This includes FileMaker Server, and the
Windows 2012 operating system.
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
Security
Logical access will be managed by the super administrator (the Industrial Hygienist
in the EHS office, depending upon the needs/responsibilities of the user. Some
individuals simply need read-only access, while others must be able to edit data
(add or delete chemicals, update specific chemical information, etc.). It will require
a stand-alone control process. The super administrator in EHS will provide access.

RFP Requirements Contributors (add lines as necessary) – This section may or may
not be required
Department
Name
4. Benefits
Business advantage – FileMaker is a commonly used data management program that is
easily adaptable to meet a spectrum of needs. Technical staff within the science
departments already utilize FileMaker for other data management situations and will
need little training for this application.
Cost benefits – the start-up cost for FileMaker will be less than half of the cost for the
updated Vertere product (approximately $6000 vs. approximately $15,000). FileMaker
has an annual renewal fee of around $300 while Vertere has an annual renewal fee of
over $1000. Vertere requires the purchase of proprietary hardware (bar code readers,
printers, etc.) while FileMaker utilizes generic hardware at less cost.
A spectrum of reports is easily generated to meet the needs/requests of regulatory
agencies, hazardous waste contractors, in-house fiscal requests, day-to-day
management of the chemicals.
5. Strategic Alignment
This request ties to Core Theme 5 – Resource Development and Stewardship: Purchase and
implementation of the FileMaker data management program would save significant upfront and long-term costs; provide an efficient and adaptable database for the inventory and
tracking of laboratory chemicals for efficient use of the materials; and assure compliance
with regulatory expectations while providing for a safe working and learning environment
within the science departments.
Objective 5.1: Maximize the financial resources to the university, and assure the efficient
and effective operations of the university through financial stewardship.
Outcome 5.1.2: Maximize the strategies and practices that optimize resource
availability.
Outcome 5.1.3: Provide effective use of university resources.
Objective 5.4: Provide the facility and technology infrastructure and services appropriate to
meet the university objectives, while maximizing sustainability and stewardship.
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Outcome 5.4.2: Provide facility and technology infrastructures that are accessible, safe,
and secure for all visitors, students, faculty and staff.
6. Cost

Source of Funding (Project ID) or Description of the Source of Funding.
PID: 117970500 (Environmental Health and Safety)

Cost Breakdown
FileMaker 13 Server + 25 connections (one-time purchase cost)
FileMaker 13 license (renewed annually)
Tax
Windows 2012 Server License (annual estimated cost)
(per Information Services)
$3,326.00
$ 324.00
$ 292.00
________
$3,942.00
$ 400.00
IS storage charges (annual fee)
$1,200.00
_______
$1,600.00
Hardware – (one-time purchase cost)
Apple iPad x2 (used as bar code scanner & mobile data manager)
est.
Zebra bar code printer and supplies (ribbon and labels)
Tax
iPod data plan – for out-of-building use or in emergencies –
per year each iPod – annual cost (optional)
est.
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$1,000.00
$ 588.00
$ 127.00
_______
$1,715.00
$1200.00
7. Alternatives (add lines as necessary)
Alternative
Reasons For Not Selecting Alternative
Renew license with current vendor
High cost (up-front and annually) – less
flexibility
Other commercially available
programs/products
High costs and unknowns
flexibility and functionality.
regarding
8. Timing / Schedule (add lines as necessary)
Task
Target Date
Determine the needed data/information and develop/design the fields
within the program.
September 15 –
December 15,
2014
Transfer/input the data - populate the program – test/activate
associated hardware
December 15 –
January 15, 2015
Beta test/confirm functionality – fully integrate system into
departmental programs
January 15 –
February 15, 2015
9. Technology Migration/Resource Identification
Resource
Personnel
Equipment
Facilities
Requirements
Timeframe
Project
Manager/Administrator
(EH&S Industrial
Hygienist)
Science Dept. Support
(Engineering Tech., IT
Specialist, Chemistry
Safety Officer)
IS Support (IS Systems
Programmer)
September 15 –
December 15, 2014
Use existing PCs within
departments.
Windows server
installed/maintained by
IS
September 15 –
December 15, 2014
Science Building
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September 15 –
December 15, 2014
Resource
Sept
Oct
Nov
Dec
Project Manager
10
10
10
10
Engineering Tech.
30
60
60
30
IT Specialist
30
60
60
30
Chem. Safety
Officer
IS Systems
Programmer
40
80
80
40
5
5
5
5
Total Hours
115
215
215
115
Jan
Feb
Mar
Apr
May
June
July
Aug
10. Product Life/Application Sunsetting or Decommissioning
Product life is estimated to be, with upgrades and product support, as long as there is a
need for inventory and regulatory management of laboratory chemicals.
11. References
Higher education, 4-year institutions from around the northwest (primarily Washington, as
we share similar regulatory requirements) were contacted/consulted. All (UW, EWU, WSU,
and TESC) utilize various in-house developed data management programs except WWU,
which purchased and utilizes a program developed by University of Nevada, Reno
(CHIMERA) at a cost equivalent to Vertere. Every institution approached this issue in a
different way, utilizing different data management programs, depending upon priorities,
etc.
Gathered information from a recent national conference of the National Association of
Scientific Materials Managers, where numerous chemical inventory programs were
considered/evaluated. FileMaker was the most highly recommended of all the programs.
12. Recommendation
It is recommended that CWU purchase the FileMaker software and associated hardware. It
is imperative we move forward on developing and implementing a new chemical inventory
system in order to efficiently meet the management needs of the departments using these
chemicals and continue to address the regulatory requirements.
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13. Approvals
.
The following actions have been taken by the appropriate Sub-Council (ATAC or NonAcademic Sub-Council) and Enterprise Information System Committee (EISC):
Date
Action
By
11/3/2014
Approved
EISC
Upon approval by the Enterprise Information System Committee (EISC) or one of the two SubCouncils (Academic or Non-Academic) and secured funding, CWU procurement policies and
procedures should be used to initiate a purchase. Please contact the Purchasing office at
x1001 with any questions regarding the procurement process.
If you have any questions, please contact Ginger McIntosh 963-1466, Sue Noce 963-2927 or
Tina Short 963-2910.
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