2.2.1 70B06C25R00000019 DRAFT Attachment 5- Role Based Narratives.pdf

Request for Proposal (RFP) 70B06C25P00000019

ATTACHMENT 4- ROLE BASED NARRATIVES

U.S. CUSTOMS AND BORDER PROTECTION

CBP Laboratories and Scientific Services

January 2025

DRAFT

Table of Contents

Introduction

NARRATIVE 1: Sample Control Specialist, Examiner (Case Entry) ......................................................... 4-5

NARRATIVE 2: End User / Examiner ........................................................................................................ 6-8

NARRATIVE 3: Supervisor/Branch Chief…………………………………………………………………..9

NARRATIVE 4: Intraagency Transfers

NARRATIVE 5: LIMS Administrator

NARRATIVE 6: Query, Filter, AdHoc, Crystal Reports - User

NARRATIVE 7: Tracking Evidence / Sample Storage for One and Multiple Cases - User

NARRATIVE 8: Local Property Officer, Chemical Inventory, Supplies, Quality Management…........14-15

NARRATIVE 9: Data Scientist and Data Analysts ………………………………………………………..16

Introduction

This document shall serve as a guide for Offerors during their technical solution demonstration.

The Offeror is required to demonstrate their technical solution’s capabilities by executing the role-based narratives listed below. Offerors shall demonstrate all steps within each narrative during their session.

Offerors shall present these narratives in the order as presented in this document.

NARRATIVE 1: Sample Control Specialist, Examiner (Case Entry)

Description:

Stacy is a Sample Control Specialist and/or Examiner. She is responsible for entering all forensic casework into the laboratory information management system (LIMS). She must enter all relevant information regarding the case (name, address, source, etc.), document relevant communications, begin tracking the evidence upon receipt (barcode), take and store images of shipping and request information (uploaded to an imaging module), store evidence in the proper secured locations (tracked by the barcode), retrieve the evidence and transfer to examiners for examination, receive the evidence from the examiners to return to the submitter once examinations are complete, and transfer and/or ship the evidence and/or partial or full samples back to the submitter. This role is the critical first step in safeguarding and controlling evidence received.

Currently, Stacy is utilizing a system that does not offer all of the needed capabilities. While it can function in some areas, It cannot in others. Case information can be entered, however, there is no barcoding system.

images can be taken but cannot be uploaded due to the lack of storage and/or abilities of the current system, and cases and/or evidence cannot be transferred or accessed easily by examiners/supervisors in other locations due to location restrictions. In order to acquire the capabilities above and remedy the issues listed, a new and improved LIMS system must be acquired.

Demonstrate:

1. Show how to log in to the system.

2. Show how to create a new submission.

3. Show how to uniquely and sequentially number the new submission.

4. Show how to enter and/or edit all submitter data (name, address, phone number, agency, title, email, etc.).

5. Show how to enter additional case identifiers (Operation name, Unique Identifiers, other).

6. Show how to enter general case information (damaged package, tracking numbers etc.)

7. Show how to document verbal, written, and/or electronic communications about the case.

8. Show how to upload images of shipping information to an imaging module within the assigned case number.

9. Show how to create multiple or single disciplines under one case number (1 case requires Controlled

Substances and Latent Prints, each have the same case number, but are listed as separate submissions within that request). This makes it possible for all work in that case to be held under the same case number.

10. Show how to enter evidence details and descriptions into the case submission.

11. Show how to create sub items from the parent evidentiary item listed.

12. Show how to edit the evidence details.

13. Show how to link cases.

14. Show how to barcode and be able to track the evidence entered.

15. Show how to delete a submission and/or information entered.

16. Show how to designate case priority (Level 1 Criminal, Level 2 Administrative/Intel, and Level 3

Inked/1326).

17. Show how to assign the case to an examiner.

18. Show how to transfer the evidence through the barcode to the initial storage location. (Vault, Temp storage etc.)

19. Show how to transfer the evidence to the examiner.

20. Show how to receive the evidence back from the examiner through the barcode.

21. Show how to transfer the evidence back to a storage location prior to shipping, sending or transferring back to the submitter.

22. Show how to transfer the evidence back to the submitter, thus removing it or administratively closing it out of the LIMS system.

NARRATIVE 2: End User / Examiner

John is an End-User/Examiner (Chemist, Physical Scientist, Latent Print Examiner etc.) that requires access to login-in to the system. He is responsible for entering all forensic examination case notes, communications, technical data, and documentation into the laboratory information management system

(LIMS). He must have access to edit all relevant information regarding the case (name, address etc), track the evidence upon receipt from the submitter, SCS, or other examiner (barcode), store evidence in the proper secured locations while being examined (tracked by the barcode), enter all processing/quality control data, examination data, and statistics, upload images created, received and/or recovered during examination, create a final report to be issued to the submitter, create a verification, draft, technical and administratively review complete module to track final review processes, be able to enter case activities, transfer the evidence back to the SCS, submitter or other examiner once examinations are complete, and transfer and/or ship the evidence back to the submitter.

John also needs the capability to be notified when cases are assigned to him, check his case load and backlog, and check case priority.

Currently, John is utilizing a system that does not offer all of the needed capabilities. While it can function in some areas, it cannot in others. Case information can be entered, however, there is no barcoding system.

images can be taken but cannot be uploaded due to the lack of storage and/or abilities of the current system, and cases and/or evidence cannot be transferred or accessed easily by examiners/supervisors in other locations due to location restrictions. In order to acquire the capabilities above and remedy the issues listed, a new and improved LIMS system must be acquired.

Demonstrate:

1. In addition to the activities outlined in the Evidence Custodian/Sample Control Specialist/Examiner:

2. Show login functionality/process, brief introduction to the end-user interface.

3. Show summary page/dashboard capabilities for tracking individual case assignments.

4. Ability to search LIMS cases by submitter, agency, case number, operation, identification numbers, agency numbers, subject name, examiner, laboratory, etc.

5. Ability to transfer the evidence/sample by barcode through the SCS and/or examiner from storage location.

6. Ability to edit items of evidence.

7. Ability to create additional items of evidence.

8. Ability to track chain of custody for all pieces of evidence transferred for examination.

9. Ability to input processing and equipment information:

1. Ability to add dates to individual processes.

2. Show process(es) utilized (chemical, physical, visual).

3. Show quality control results for all processes used.

4. Show and/or enter results of the processes used.

10. Ability to enter case notes.

1. Ability to include free form and/or autotext for standard phrases utilized

11. Ability to create additional data screens that can be used to enter and track statistics and/or enter additional data pertinent to the case.

12. Create crystal reports to capture tracking of received cases, case assignments, case statistics, turnaround times, and other pertinent information.

13. Ability to upload images (RAW, TIFF, BMP, JPEG, PDF etc) into an imaging module maintained within the specific case.

1. Ability to batch uploads.

2. Ability to batch downloads.

3. Ability to retrieve all images as needed.

4. Ability to delete images as needed.

14. Ability to create a final report based on case notes entered.

15. Ability to automatically send the final report to the submitter through electronic mail.

16. Ability to transfer evidence from SCS and/or to examiner to examiner (barcodes).

17. Ability to transfer and/or view case images and documentation to mark complete.

1. Ability to mark verification step complete.

2. Ability to mark the report draft complete.

3. Ability to mark technical review complete.

4. Ability to mark administrative review complete.

5. Ability to track changes made during any of the above steps without overwriting the original document, notes, report etc.

6. Ability to track the date and time that the above activities are completed.

18. Ability to enter case activities. (examination time etc.)

19. Ability to enter and track testimony activities. (pretrial, trial, testimony, testimony type, store transcripts, etc.)

20. Ability to enter training activities. (conferences, classes etc.)

21. Ability to track all changes to case notes, final report etc.

22. Ability to reopen closed cases.

1. Ability to create amended reports.

2. Ability to retain the original report, thus not overwriting it, and create a new report for release.

3. Ability to mark the final report to designate amended report.

4. Ability to create a supplemental report.

5. Ability to retain the original report, thus not overwriting it, and create a new report for release.

6. Ability to mark the final report to designate supplemental report.

23. Ability to unmark draft, technical review and administrative review complete.

24. Ability to re-draft, re-technical review, and re-administratively review a case, but retain all original entered data.

25. Ability to track and store evidence in storage locations.

26. Ability to track and document evidence disposition, including returning evidence to submitter or destruction.

27. Ability to access and review cases that have been closed.

28. Ability to link cases that have common information.

NARRATIVE 3: Supervisor/Branch Chief

John’s supervisor, Jane, needs to log in and have access to all forensic examination case files for the team, division, or whole laboratory. Jane will be the primary individual responsible for running weekly, monthly and yearly reports.

Demonstrate:

1. All of the activities outlined in the SCS, Evidence Custodian, Examiner, End-User criteria above.

2. Ability to review all staff caseloads, backlogs, assignments, case reviews, turnaround times, priority cases, and reports.

3. Ability to perform and document technical reviews and administrative reviews.

4. Ability to inventory and track evidence in storage, including disposition status such as evidence that is returned to submitter or destroyed.

5. Ability to view crystal and ad hoc reports for statistics and other data in a restricted view(i.e., staff are unable to access).

NARRATIVE 4: Intraagency Transfers

Due to the nature of the LSS structure, many of the activities must be conducted by multiple individuals and/or separate laboratories based on specialty.

John, an analyst from the Los Angeles, CA laboratory, received evidence and/or a sample which was logged into LIMS and a case was created. He found out that he cannot conduct the work as he does not have the proper tools/capability to perform the testing and/or examinations needed. He is aware another laboratory, located in Savannah, GA, specializes in conducting the testing and/or examinations required. John needs to reassign and transfer the evidence or sample. This will need to be done utilizing the barcode system as well as uploading documentation into LIMS identifying the transfer.

The Savannah laboratory needs to be alerted that the evidence and/or sample needs to be reassigned and transferred. Once notified, the receiving laboratory should accept the reassignment. The case information should be updated, the evidence/sample shipped, the evidence/sample should be accepted by receiving laboratory and the transfer should take place via barcode.

Demonstrate:

1. All of the activities outlined in the SCS, Evidence Custodian, Examiner, End-User criteria above.

2. Ability to notify a laboratory of an incoming transfer.

3. Ability for receiving laboratory to accept and/or reject the incoming transfer.

4. Ability to transfer the evidence and/or sample through barcode scanning.

5. Ability to accept the shipped evidence and/or sample through barcode scanning.

6. Ability to document the transfer information and communications in the LIMS case file.

7. Ability to retain the original case number (Case numbers will not be unique to the laboratory location that it originated in. All LSS case numbers will be sequential.)

NARRATIVE 5: LIMS Administrator

Sallie, a LIMS administrator, has the responsibility to maintain, update, and monitor all LIMS activities.

Only those with the Administrator Role or Profile will have access to the restricted data in the LIMS application. The Administrator Role is defined as the gate keeper of the LIMS system.

Demonstrate:

1. Show the process to create a new meta data type and its value with description and deactivation date. This meta data will be associated with cases, samples, or evidence for easy recall. When the meta data is no longer relevant (e.g., Joint Operation ended, special initiative ended). Demonstrate the process of activating and de-activating this meta data for user selection. Demonstrate the data dictionary in the database for future reference for all meta data including all active and inactive records.

a. (Evidence/Sample Types: Value: Entry Evidence/Sample, Non-Entry Evidence/Sample)

2. Demonstrate how to create and assign a unique barcode and pin associated with each user for sign on and transfer of evidence/samples.

3. Restrict the fields where personally identifiable information can be stored and flag this information visually when entered for user awareness.

4. Identify the version number of the system and subsystem configuration.

5. Review logs to demonstrate timestamp and history of users updating or deleting specific fields.

6. Implement data constraints on fields based on data type, domain, and intended future analysis. This includes required fields, relevant dates (e.g., not before 1999 and not future), highlight information that may violate business logic for reviewer to investigate further, include ability to copy information as plain text or HTML into fields from other forms/reports for quick editing.

7. Ability to remove or mask personally identifiable information (PII) or sensitive data prior to data export.

8. Add or modify disciplines (e.g., Friction Ridge, Digital Forensics, Trade) and their associated constrained case fields to the user selection and database.

9. Demonstrate how changing a user input field for a discipline updates the user-facing interface for selecting data.

NARRATIVE 6: Query / Filter / Adhoc / Crystal Reports - User

Jane, John’s Branch Chief, is interested in setting up a few queries and/or crystal reports. She would like to use the data on a recurring basis (daily, weekly, monthly, yearly etc.). She needs to be able to run the queries specifically for her lab as well as the entire LSS organization (Field Labs and Forward Operating

Labs/Joint Forensic Centers). She would like to be able to save and/or share her queries with other LIMS users or secure them so that only she has access. She also needs the ability to export the results in a specified formats. (i.e. pdf, excel, csv).

Examples of Queries/Filters to Demonstrate:

1. Query: A list of forensic cases in the Savannah, GA Lab sorted by forensic disciplines with the option to select fields to be displayed and totals. (i.e. laboratory report number, status, analyst, etc.).

Note: There are currently three different disciplines that are classified as having forensic evidence/samples (Controlled Substance, Friction Ridge, Digital). We require the ability to add additional disciplines as needed.

2. Filter: A list of all cases received or reported (by lab, team, user) for a specific timeframe and the calculated turnaround time (labs selected).

3. Filter: Locate a case(s) based on filter options (selected field(s), such as discipline, submitter, agency, subject, operation etc.).

4. Crystal Report: A report created to capture the latent print statistics that have been entered into the case documentation.

Demonstrate:

1. Ability to run a query.

a. Show how to create, save, and modify queries by using selected fields in the system.

b. Show how to share saved queries.

c. Show how information entered into LIMS can be added to a query and/or crystal report.

2. Ability to visualize all available filters.

3. Ability to run a query with multiple filters.

4. Ability to create a crystal report.

5. Ability to run a crystal report.

6. Ability to export queries and crystal reports.

7. Ability to set up recurring queries and/or crystal reports, such as 90 and 120 day reports.

NARRATIVE 7: Tracking Evidence/Sample Storage for One and Multiple

Cases - User

This task is related to Narrative 1.

Kelly is the storage control specialist. Upon receipt of a new case, she is responsible for entering the case and ensuring it is stored in the proper vault or storage location. After the case is entered, it is given a unique barcode in which the evidence can be tracked when it is transferred throughout the laboratory. The evidence must be tracked at all times and a record of this must be maintained in the LIMS System. The chain of custody outlines the location of the evidence from the time it is submitted until the time it is released or shipped back to the submitter. Each time the evidence or sample is transferred to a new location, it must be scanned first by the person that has it in custody and then transferred and scanned by the receiver. When the case is complete and the evidence is to be returned to the submitter, destroyed or other disposition, the storage control specialist and/or examiner is responsible for releasing the evidence or sample, updating the storage location, uploading or capturing the shipping information, and the date of the return.

On a monthly basis, the Director may request an inventory of cases in current custody. Thus, requiring reports to be generated and exported as mentioned in narrative 6.

Demonstrate:

1. Show how to barcode enter a case into a storage location.

2. Show how to manually enter a case into a storage location.

3. Show how to barcode update a case into a storage location.

4. Show how to manually update a case into a storage location.

5. Show how to update case storage status.

6. Show how to update multiple case storage locations (barcode and manually).

7. Show how to update multiple case storage status.

8. Show how the storage record is updated upon return to customer.

9. Generate storage report to show all storage locations with evidence/samples.

10. Generate storage report to show cases/evidence/samples that are ready for destruction.

NARRATIVE 8: Inventory – Local Property Officer, Chemical Inventory, Supplies, Quality Management

Description:

Shannon is the Local Property Officer, Mission Support Specialist and maintains the laboratory Chemical

Inventory, including reference materials. She must keep track of all the vital instruments within the laboratory, including where they are placed upon installation and any changes that are made to them, such as moving or decommissioning. She also keeps track of supply quantities and orders. Lastly Shannon is tasked with tracking chemical inventories. She barcodes chemicals as they arrive at the laboratory, she transfers them to the proper storage location, she removes them from storage when the chemicals are expelled or expired. Thus, she always maintains a running report that shows what chemicals were received, when they were received, where they are located, quantities, and expiration dates. She retains and uploads the documentation of each purchase in LIMS for accuracy and to keep a current inventory.

Shannon enters the instrument information into the inventory system of the LIMS. She enters the following information about the instrument into the system:

▪ Manufacturer/Vendor

▪ Make

▪ Model

▪ Serial Number(s)

▪ Instrument Type

▪ Brief Description

▪ Acquisition Cost

▪ Date received

▪ Condition

▪ Responsible Laboratory

▪ Responsible Primary and Secondary Analysts

▪ Instrument Location

▪ Document Storage for scanned purchasing documents

▪ CBP Barcode

Shannon is able to enter this information, using a barcode and barcode reader with appropriate software, and associate a barcode with all of this tracking information. When inventory taskings are given, Shannon or another designee are able to scan this barcode to show this instrument is present and they can create a crystal report that can show current inventory at any given time.

Shannon’s coworker Molly is the LSS National Quality Manager. She is responsible for implementing and enforcing quality standards throughout LSS. While LSS currently has a system to track Quality documents, LSS would like to have the option that if that system as to be archived, that the LIMS system could be utilized to house the quality program and documents. This includes the quality manual, all discipline manuals, forms, and controlled documents. This would allow examiners easy access to all documents pertaining to quality management. It could also act as a resource for all quality managers across LSS to enter proficiency records, nonconformities and other items pertaining to QM.

Demonstrate:

1. Show the login functionality process and a brief introduction to the instrument inventory capabilities of the system.

2. Show how to enter inventory information into the relevant listed fields.

3. Demonstrate how to scan, upload and save documents relevant to an inventory listing.

4. Demonstrate how to use a barcode and barcode reader to log and track inventory.

5. Ability to enter and track chemicals (including Reference materials) received in the lab through removal and/or expiration. (barcode)

6. Ability to barcode and scan storage location of all chemicals.

7. Ability to track chemical quantities.

8. Ability to create crystal reports to track all of the above for a biannual inventory.

9. Ability to store all Quality Management documents.

10. Ability to easily retrieve all documents.

11. Ability to track and maintain records such as proficiency testing, nonconformities and other related documents.

NARRATIVE 9: Data Scientist and Data Analysts

Whitney is the LSS Data Scientist that will be analyzing and creating data visualizations to support LSS

Leadership (Assistant Commissioner, Directors, Branch Chiefs). She must ensure that the dataset is accurate and complete because it will be used to make strategic, operational, and tactical decisions across the lab structure.

Demonstrate:

1. Identify data fields for available data export.

2. Use LIMS user interface to perform database queries

3. Ensure metadata for all data fields are included in the data export for proper data context.

4. Ensure that all required fields are completed.

5. Ensure all data input by users is complete, accurate, and consistent across lab entities.

6. Document data quality findings.

7. Identify missing or anomalous values that could affect data accuracy and highlight them for users and reviewers visually.

8. Ability to address missing or inconsistent values through imputation or exclusion.

9. Quickly aggregate data to summarize results by case type, case location, or another query based on question from LSS Leadership.

10. Ability to export the data in .csv or .xlsx format with all data context preserved.

11. Ability to embed URL-based plug-in or visualizations into viewing pane for user interaction and visualization.