THE UNITED REPUBLIC OF TANZANIA <<insert institutuon logo>>

TANZANIA PLANT HEALTH AND PESTICIDES AUTHORITY

Document Title
LABORATORY INFORMATION MANAGEMENT SYSTEM
PROJECT PROPOSAL

Date: 01/12/2022
Date: 01/12/2022
TABLE OF CONTENTS
1. Introduction......................................................................................2
2. Objectives.........................................................................................2
3. Project Rationale................................................................................2
4. Project Scope.....................................................................................2
5. Problem/Opportunity Statement...........................................................2
6. Project Implementation Mode...............................................................3
7. Project Benefits..................................................................................3
8. Project Milestones and Deliverables.......................................................3
9. Success Criteria.................................................................................3
10. Constraints.......................................................................................3
11. Key Assumptions...............................................................................4
12. Project Financial Details......................................................................4
13. Project Stakeholders Analysis...............................................................5
14. Project Risk Register...........................................................................5
16. Project Implementation Timeline...........................................................5
17. Approval Details................................................................................5

1
 1. Introduction
Tanzania Plant Health and Pesticides Authority (TPHPA) is a Government
institution mandated in managing plant health and pesticides business in
Tanzania. The Authority ensures compliance to SPS requirements at the
national, regional and global level through inspection, certification,
surveillance and disinfestation of plants and plants products against pests
and plant diseases infestation. It also carries out pest risk analysis (PRA)
and maintain list of quarantine pests and pests of National concern.
On the other hand, TPHPA also regulates pesticides business from
pesticides registration, import control, control of distribution and use,
laboratory quality control, surveillance and control of on-market products
to the disposal of expired pesticide products. Food safety measures is one of
the key roles of the Authority through pesticides residue monitoring in fresh
(unprocessed) agricultural produce meant for export and local
consumption.
The Authority is under the Ministry of Agriculture with its headquarters in
Arusha. To operated countrywide, TPHPA has seven (7) zonal offices located
in different zones in the country.
As mentioned early that pesticides quality control and residue analysis are
among the critical functions of the Authority, it has two pesticides testing
laboratories; pesticides formulation analysis laboratory and pesticide
residues analysis laboratory. Both laboratories are accredited under ISO
Standard 17025:2017. Running the laboratory with ISO accreditation
status needs use of well-organized and controlled system in order to
maintain credibility of test reports. Laboratory Information Management
System (LIMS) compliments this requirement.

The LIMS is intended to manage the overall laboratory process control from
sample reception, recording, weighing, analysis to results reporting in a
computerized manner. In so doing, it will minimize manual work and time
saving in analysis turnaround time.

2
 2. Objectives
LIMS is desired to achieve the overall laboratory processes of the TPHPA
laboratories from sample reception, recording, weighing, analysis to results
reporting is computerized by February 2023. Specifically;
i. Two TPHPA pesticides testing laboratories are operated through
LIM System by February 2023
ii. Laboratory process control is carried online by February 2023
iii. Certificates of Analysis are issued online by February 2023
iv. Laboratory records are maintained online by February 2023

3. Project Rationale
The drive for installing LIM System is to ensure that laboratory quality
management system (QMS) is credible in delivering quality analysis reports.
The system shall ensure that laboratory process control including records
are maintained online. This will minimize records dislocation and increased
maintained laboratory credibility in serving customers requirements.
Moreover, it is the requirements of the ISO 17025:2017 to operate
accredited laboratories in a computerized system. This is to minimize
manual work in operating the laboratory.
In order to maintain credibility and accreditation status of the TPHPA
testing laboratories and to maintain trust to its customers, installation of
LIMS is a pre-requisite. In that regard, we urge this project to proceed.

4. Project Scope
The LIMS project will involve the following boundaries;
Gathering user requirements, designing of the system, upgrading of the
local Area Network (LAN) of TPHPA to suit the demand, developing the
system, testing and commissioning of the system.

5. Problem/Opportunity Statement

Currently the TPHPA laboratories are operating in unintegrated way though

laboratory analysis involves the use of modern equipment. It’s the
requirements of the modern laboratory to integrated all its process control
from sample reception, recording, weighing, analysis to results reporting.

3
Therefore, there is a need to integrate this system including connecting test
instruments in ensuring that quality test reports are generated in
compliance to the international standards.

6. Project Implementation Mode

This project is sponsored by FAO and the office of FAO Tanzania has
selected Xylem Company to implement this project.
This is because FAO preferred to provide service required rather than
providing money.

Project Benefits
Outline the benefits of the project to Government as whole
S/NO Benefits Description
1 Simplify work By automating manual process, it
will simplify work that
calculations, sharing and storage
of data from the laboratory
2 Save time Data processing, storage and
dissemination will change from
manual to automatic which will
use less time than manual process
3 Increase efficiency The system will provide accuracy
and consistency of data analysis,
processing and dissemination of
laboratory results, hence improve
efficiency

7. Project Milestones and Deliverables

Outline milestones and deliverables of the project with their expected start and end date.
S/NO Milestone Deliverable Expected Expected
Start Date End Date
1 Gathering user User 5th Jan,2023 12th
requirements Requirements Jan,2023
document
2 Designing of the System design 15th 30th
system document Jan,2023 Jan,2023
3 System System 10th 30th
implementation Feb,2023 June,2023
4 System Testing System 5th July,2023 30th
and maintenance July,2023
5 Commissioning of System 10th 12th
the system Aug,2023 Aug,2023
6 System support Maintained 13th 13th

4
 system Aug,2023 Aug,2024

8. Success Criteria
Outline the success criteria. (The criteria describe how the success of the project will be measured and accepted
by the end user or key stakeholder)
S/NO Criteria Name Description
1 Integration of the equipment Equipment must be able to
share data each other
2
3 Processing of data The system must be able to
process data
4 Store data The system must be able to
store data that are entered in
to
5 Printing reports It must print reports ie.
analysis reports
6 Integration with ATMIS The system must be able to
integrate with ATMIS which
require the lab results to
issue permits

9. Constraints
Describe the limitations associated with the implementation of the project
S/NO Constraint Name Description
Budget constraints Fund allocated for the project is
not enough, if more fund would
be available we would introduce
new equipment in the labs and
offices
Lack of human resources TPHPA does not have enough
ICT personnel to maintain this
project hence outsourcing is
required
Shortage of time The project timeline is short
compared to the scope of work

10. Key Assumptions

Mention key assumptions associated with the proposed project.
S/NO Assumption Name Description
Budget assumption
Resource assumption
Scope assumption
Availability of devices/tools
Maintenance

5
 11. Project Financial Details
Provide financial details of the project by specifying the source of funds and
the breakdown cost.
12.1 Project Fund Sources
S/NO Source Name Description
Government Fund TPHPA has committed
50,000,000/=
Development Partner FAO has committed ……..

12.2 Project Breakdown Cost

S/NO Type Cost (TZS)
Initial Ongoing
Development/Implementation
License cost
Maintenance cost
Operation cost
Hardware cost
Training cost
Hosting cost
Total Cost
VAT * (X%)
Grand Total Cost (Total cost +
VAT)

12. Project Stakeholders Analysis

Provide a list of participating stakeholders with their roles and responsibilities
S Stakeho Roles Responsibilitie Project Perceived
/ lder’s s requirement attitudes and/
N Name or risks
O
1 FAO Donor Fund the Release fund for
project the project
2 TPHPA Donor/ Fund the Release fund for
client project. the project
End user of the Provide user
system requirements.
Test the system
and provide
feedback
3 eGA Consultant Analyst/ Analyze the
Approval requirements of
the system.
Approve the
project

6
4 Xylem Consultant Implementer/ Implement the
Developer network part
and develop the
system

13. Project Risk Register

Provide a list of risks associated with the project by describing their mitigation measures, impact
and responsible institution/personnel
S/NO Risk Name Mitigation Impact Risk Owner
(Responsible)
1
2
3
4

14. Project Sustainability

Outline the following aspects on project sustainability.
S/NO Item Description
1. Involvement of internal ICT Participate in the gathering user
team during project/system requirement, designing, testing
development cycle and maintenance of the system
2. ICT Project maintenance and Maintenance will be done by
operations developer/contractor in
collaboration with internal ICT
staff for at least one year
3. User training Training will be conducted to the
end user and technical staff of
TPHPA

15. Project Implementation Timeline

Time [in weeks & months]
Milestone Deliverables (as
s per the project
plan)

16. Approval Details

Planned start date 05Jan,2023

Planned end date 13th Aug,2024
APPROVAL
Name Job Title Signature Date
Dr. Efrem A.Njau DG <<dd/mm/yy>>

7
 Mr. Tano Hangali Director of <<dd/mm/yy>>
Technical
Services

APPROVAL Name Job Title/ Role Signature Date

Approved by