Documenting the Systematic Planning Process in a Quality Assurance Project Plan

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Documenting the Systematic Planning Process in a
Quality Assurance Project Plan
Managers Overview
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Introduction

• Presenter
• Attendees
• Logistics
• Please turn cell phones off
• Electronic communication devices off

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Introduction

• Workshop Attendee Materials
• Hardcopy of Slides
• OSWER Directive
• OSWER Guidance
• Department of Defense Memo Instruction
• Army Corps of Engineers letter

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Objective Show that the UFP QAPP

• Improves data quality
• Helps closeout sites faster and cheaper
• Uses the team-based concept
• Accommodates the graded approach
• Assures defensible decisions
• Encourages consistency and common understanding
• Streamlines QAPP development and approval
• Is a better way of doing business

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Target Audience

• Managers/Supervisors of personnel who will be
  implementing the Uniform Federal Policy for
  Quality Assurance Project Plans
• Personnel who develop, review, implement or use
  QAPPs
• e.g., Remedial Project Managers, On-Scene
  Coordinators, Quality Assurance Personnel,
  Enforcement Personnel
• Managerial/Supervisory support needed for
  effective implementation of Uniform Federal
  Policy (UFP)
• Ensure adequate resources for thorough project
  planning
• Provide for UFP training for personnel
• Ensure Technical Systems Audits conducted as
  needed

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Historical Overview

• Who
• Why

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Uniform Federal Policy

• Intergovernmental Data Quality Task Force (IDQTF)
  (2000)
• DOD, DOE, EPA
• Environmental Quality Systems
• ANSI/ASQ E4 (2004)

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Uniform Federal Policies

• Components
• Organizational Specification
• Quality Systems (UFP-QS 2003)
• Quality Management Plan (EPA QA/R-2 2001)
• Project Specification
• QAPP Life Cycle (UFP-QAPP 2005)
• Systematic Planning Process (SPP)
  (EPA QA/G-4 2006)
• Dynamic work plan (ITRC Triad 2003)

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UFP Documents

• UFP-Quality System (UFP-QS)
• A high level management document
• If adopted by a Federal Agency, a Quality System
  is Required

Look! documents based on ANSI/ASQ E-4!!
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UFP Documents

• UFP-QAPP Manual
• A project level work document
• A standardized content and preparation for
  developing QAPPs
• site specific or generic
• UFP-QAPP Workbook
• Worksheets to facilitate QAPP preparation/review
• QA/QC Compendium
• Minimum QA/QC activities for CERCLA-type work

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Directives

• EPA OSWER Directive 9272.0-17 of 7 Jun 05
• EOA OSWER Directive 9272.0-20 of 21 Dec 05
• Office of the Under Secretary of Defense Memo of
  11 Apr 06
• Dept. of Defense 4715.15 of 11 Dec 06
• Army Corps of Engineers Memo of 8 Jan 07

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New Concepts
NOT AGAIN!

• Emphasis on sampling design/sample collection
• Screening data not just from field
• Field data used in decision making
• Definitive methods used in conjunction with
  screening methods
• Data validation based on quality objectives not
  functional guidelines
• Project quality objectives
• Assessments to ensure work is done as planned

Many more .. Stay tuned..
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Systematic Planning Process (SPP) Elements

• Team-based approach to planning
• Project goal, objectives, questions and issues
• Project schedule, resources, milestones and
  applicable requirements
• Data collection and analysis process matched to
  project objectives
• Collection and analysis requirements
• Process for generation, evaluation and assessment
  of collected data

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Example SPP

• New EPA 7-Step Data Quality Objective (DQO)
  Process
• State the problem
• Identify the goals of the study
• Identify information input
• Define the boundaries of the study
• Develop the analytic approach
• Specify performance or acceptance criteria
• Develop the plan for obtaining data

EPA QA/G-4 February 2006
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Example SPP

• EPA Triad
• Improve decision confidence and decrease time and
  cost through real time, adaptive project
  management
• Conceptual site model (CSM) emphasis
• Key tasks
• Problem set-up
• Uncertainty identification
• e.g., matrix heterogeneity, project goals
• Uncertainty management

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Adoption of SPP

• What is Systematic Planning?
• Group effort to balance cost vs. amount of data
  needed to make decision
• Understand how the data will be used
• Ensure you get what you pay for by defining
  project needs in detail
• Knowing what was not delivered and why
• Documented outcome

Better planning may add cost at the beginning of
my project
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QAPP Development Process

• Assemble project team
• Use SPP
• Apply UFP-QAPP Manual
• Complete appropriate QAPP Worksheets
• EPA approval/concurrence with QAPP
• Before data collection events begin
• Implement QAPP
• Assess QAPP implementation
• Assess data usability
• Review annually and update as needed and keep
  current

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Quality Assurance Project Plan (QAPP)

• Integrates technical and quality-related aspects
  of a project including
• planning, implementation, assessment, and
  corrective actions
• Documents steps taken to ensure environmental
  data are
• of the correct type and quality required for a
  specific decision or use

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QAPP (Continued)

• Organized and systematic description of
• quality assurance (QA)
• quality control (QC)
• application to the collection and use of
  environmental data

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UFP-QAPP Manual

• Consistent implementation of
• ANSI/ASQ E-4, Section 6
• EPA QA/R-5
• EPA QA/G-5

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UFP-QAPP Documents

• PART 1 UFP-QAPP Manual
• Provide instructions and guidance on QAPP content
  and preparation
• PART 2A QAPP Workbook
• Use not mandatory
• Facilitate ease of compiling information and
  review
• PART 2B QA/QC Compendium
• Lists required QC activities for the CERCLA
  process
• Minimum set of requirements
• Other Programs (e.g. RCRA) can use the Compendium
  if agreed by all parties

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UFP-QAPP Documents

• To download documents
• http//www.epagov/fedfac/qualityassurance.htm

Compendium
Manual
Example QAPP
Workbook
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UFP-QAPP Manual

• Applicable to
• Investigation
• Remediation activities
• Final Clean-up and long term monitoring/stewardshi
  p activities
• All environmental programs

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Military Munitions Response Program (MMRP)

• UFP-QAPP Manual is Applicable
• Original intent
• All governmental data collection programs
• Starting with federal facilities hazardous waste
  activities
• Eventually expanding to other programs
• Basic tenants of UFP-QAPP SPP, uniform QA/QC,
  uniformity of documentation, graded approach
• Independent of type of contamination

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MMRP-Related Directives

• OSWER Directive 9272.0-17
• UFP-QAPP specifically for Federal Facilities
• Includes Formerly Used Defense Sites (FUDS) or
  Formerly Used Sties Remedial Action Program
  (FUSRAP) related projects where U.S. Army Corps
  of Engineers is the lead project manager
• OSWER Guidance 9270.0-20
• Initial focus Federal Facility response actions
  under CERCLA RCRA
• Utility to other programs is clear
• Obligation to provide data that needs the need
  for quality, objectivity, utility and integrity

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MMRP-Related Directives (Continued)

• DoD Instruction 4715.15 of 11 Dec 06
• Policy for Quality Systems
• References DoD Directive 4715.15 Environmental
  Safety and Occupational Health 19 Mar 05
• States that it applies to Pollution prevention,
  compliance, conservation, restoration, munitions
  response, safety, occupational health,
  environmental health, explosive safety, fire and
  emergency services, pest management,
  environmental technology, and international
  activities
• Clearly indicates that DoD has provided
  instruction to the Services that implementation
  of the UFP-QAPP includes MMRP activities

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QAPP

• What is a QAPP?
• A document required in National Contingency Plan
  (NCP)
• A document defining the technical and quality
  aspects for any environmental data activity
• A document that communicates project requirements
  for implementation

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Types of QAPPs

• Generic
• One site, multiple activities
• Multiple sites, one activity
• Umbrella document
• Project-specific
• Limited time
• Limited scope
• Single activity

Cost effective Adds efficiency
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Graded Approach

• Intended use defines
• Degree of documentation
• Level of effort
• Detail required
• UFP-QAPP examples
• Text boxes

Cost effective
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QAPP Requirements
UFP-QAPP Table 2
Required QAPP Element(s) and Corresponding QAPP Section(s) QAPP Worksheet Required Information
 2.1 Title and Approval Page 1 Title and Approval Page
 2.2 Document Format, TOC 2.2.1 Document Control Format 2.2.2 Document Control Numbering System 2.2.3 Table of Contents 2.2.4 QAPP Identifying Information 2 Table of Contents (TOC) QAPP Identifying Information
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QAPP Crosswalk
UFP-QAPP Table 3
Required QAPP Element(s) and Corresponding QAPP Section(s) Required Information Crosswalk to Related Documents
 2.8 Project Overview and Schedule 2.8.1. Project Overview 2.8.2 Project Schedule Summary of tasks Reference limits Evaluation table Project schedule Timeline table Generic facility wide QAPP Section 3.0
Required QAPP elements EPA QA/R-5
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Does anyone have a question?
Question !
How do the worksheets help?
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QAPP Review

• Know your role
• Internal reviewer
• Organization developing QAPP
• Before regulatory review
• Outcome Complete and accurate plan
• External reviewer
• Regulatory agency(s)
• Outcome Approval of plan

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QAPP Life Cycle

• QAPP preparation
• QAPP approval process
• QAPP implementation
• QAPP is a living document
• Continuous updating, reviewing and approval
  process
• Communication tool
• Historical reconstruction of project

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Did we convince you that the UFP QAPP will

• Improve data quality
• Help closeout sites faster and cheaper
• Help improve consistencies of QAPPs
• Improve efficiencies from region to region
• A common understanding
• EPA
• DOD
• DOE
• Is a better way of doing business

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To Learn More

• Other UFP-QAPP courses provide more detail
• Video Managers Role in Assuring Data Quality
  Overview of the Uniform Federal Policy for
  Quality Assurance Project Plans
• 2-day course - Creation, completion and review of
  a QAPP case study in a classroom setting
• Contact to schedule classes
• CECOS (See Course Contact)

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Video

• Managers Role in Assuring Data Quality Overview
  of the Uniform Federal Policy for Quality
  Assurance Project Plans
• A 15-minute video, designed to provide managers
  with an overview of what the UFP QAPP is and why
  managers should actively support its
  implementation
• View on-line at http//www.cecosweb.com
• Order free DVD or VHS copies from
  jacqueline.francis_at_navy.mil 

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Two-Day UFP QAPP Classroom Course

• Learning Objective Describe how the Uniform
  Federal Policy (UFP) for Quality Assurance
  Project Plans (QAPPs)
• Documents the Systematic Planning Process (SPP)
• Supports the collection of defensible
  environmental data
• Defines content and Quality Assurance
  requirements for QAPPs
• Provides worksheets for QAPP development
• Facilitates QAPP review

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Two-Day Course

• Register On-Line
• https//www.npdc.navy.mil/csfe/cecos/
• Mouse over courses
• Click on Academic Categories
• Click on Environmental Restoration
• Click on Uniform Federal Policy for Quality
  Assurance Project Plans
• Next classTentatively scheduled for Anchorage,
  AK in Feb 08

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On-line Training

• On-line e-Learning modules
• Prerequisites to two-day class
• But open to anyone
• Module 1 Intro to UFP-QAPP (16 min)
• Module 2 Intro to Systematic Planning Process
  (30 Min)
• https//qapp.tecquest.net/

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Evaluation
How did we do?
Heres my critique form! Thank you!