A Corporate Overview of the Department of Energy

Consolidated Audit Program (DOECAP)

George E. DetsisManager, Analytical Services Program

Office of Corporate Performance AssessmentQuality Assurance Programs

Presented before the 2006 Department of Defense Environmental Monitoring and Data Quality Workshop

April 3-7, 2006, San Antonio, Texas

DOECAP is one of three elements of the Department’s corporate analytical services

program

Performance Evaluation and Testing

Mixed Analyte Performance Evaluation Program (MAPEP)Located at the Radiological and Environmental Sciences Laboratory (RESL) – Idaho National LaboratoryDesigned to ensure quality and reliability of analytical data necessary to facilitate regulatory compliance and support DOE remediation/cleanup decisionsOnly DOE PE program that targets radiological/non-radiological constituents in the same sample (soil/water)

Organic, stable inorganic, and radioisotopes

Air filters/vegetation matricesSamples distributed twice annually (January/July)

100 domestic laboratories12 international laboratories

Test Session 15January 2006 distribution60 day performance testing/review periodTest results due from Laboratories – April 12, 2006

Web site http://www.inl.gov/resl/mapep

Software Toolkits/Training

Visual sample planningSoftware toolkits for environmental field planning and sampling design for defensible statistical assessment

Ensures data of the right type, quality, and quantity are gathered and appropriately assessed

Field training

Web site -- http://dqo.pnl.gov.vsp

Software Toolkits/Training

Managing uncertainty with systematic planning for environmental decisionmaking

Implementation of U.S. EPA 7-step data quality objectives process

Standard approval for systematic planning for environmental decisionmaking

Field training

Web site -- http://www.hanford.gov/dqo

Finding from DOE’s Office of the Inspector General

Report on the Audit of DOE’s Commercial Laboratory Quality Assurance Evaluation Program (June 1995)

Some laboratories were audited numerous times; others were never audited

Evaluation methods varied significantly from one contractor to another

Audit results were not shared between contractors

DOE’s response to the IG Report

Eliminate redundant audits between various DOE field element sites

Perform two-thirds fewer audits

Resulting cost savings to taxpayer -- $1.3 million

Standardized audit methodology and procedures Quality Systems for Analytical Services (QSAS)

Audit checklists

Improved communications

Results of formalized auditing program

Audits enhanced laboratory/facility program performance

Laboratories/facilities prepared timely corrective action plans

Verified effectiveness of corrective actions

DOECAP audits written into DOE field contractual agreements

Improved communications between DOE field sites and laboratories/facilities

Bottom line: Reduce Department’s risks and liabilities, and verify radioactive and chemical waste accountability

DOECAP Organizational Structure

EH Analytical ServicesProgram Manager

George Detsis

TechnicalOperationsCoordinatorJoe Pardue

CorrectiveActions

CoordinatorSusan Aderholdt

QualificationCoordinatorTodd Hardt

DocumentControl

CoordinatorRhonda Jobe

Deputy DOECAPManager

Richard Martin

Operations Team LeaderVic Lomnicki

DOECAP ManagerTelicia Mims

DOECAP Accomplishments

Completed 46 DOECAP audits/finalized Audit Reports/tracking corrective action plansRevised Quality Systems for Analytical Services (QSAS)Updated audit checklists

Six Laboratory checklists and Seven TSDF checklists

Enhanced auditor training requirementsIssued Annual Summary ReportConducted Annual DOECAP Workshop -- Albuquerque

Las Vegas – August 21-24, 2006 (Embassy Suites Hotel)

Implemented enhancements to Electronic Data Systems (EDS)Fostered interagency partnering with EPA, DoD, and NELACDOECAP recognized as Best Management Practice by the Energy Facility Contractors Group (EFCOG)Web site – www.oro.doe.gov/DOECAP

DOECAP Audit Checklists

Checklist 1 - QA and General Laboratory Practices

Checklist 2 - Data Quality for Organic Analyses

Checklist 3 - Data Quality for Inorganic Analyses

Checklist 4 - Data Quality for Radiochemistry Analyses

Checklist 5 - Laboratory Information Management Systems/Electronic Data Management

Checklist 6 - Hazardous and Radioactive Materials Management

Checklist 1 - Quality Assurance Management Systems

Checklist 2 - Sampling and Analytical Data Quality

Checklist 3 - Waste Operations

Checklist 4 - Environmental Compliance and Permitting

Checklist 5 - Radiological Control

Checklist 6 - Industrial & Chemical Safety

Checklist 7 - Transportation Management

Laboratory Checklists TSDF Checklists

Common DOECAP Areas of Concern

Documentation of program plans/standard operating proceduresInattention to timely closure of corrective actions from internal self-assessments

causal factors

Monitoring hazards chemical employee exposuresKeeping accurate track of radioactive materials inventory

Individual radioisotope levelsCumulative levels

Trending/analysis of inorganic and organicsInstrument calibration/internal safety inspections

Fire hydrantsEmergency showers and eyewash

Sample preservation through back-up refrigeration capability

Common DOECAP Areas of Concern (cont’d.)

Radiological protection program deficienciesProcedural inconsistenciesInadequate signage postingsPersonal protective equipment (PPE) usageRespiratory protection program planningEmployee safety and emergency procedures training/documentation

Waste management program deficienciesDiscrepancies in waste container receipt documentationContainer storage issues/labelingWaste minimization program planning

Recyclables, substitutes, re-use

Treated waste characterization not technically defensibleTracking sample disposition (cradle to grave)

FY 2005 and 2006 Audit Summary

Audit Type FY05 FY06

Laboratory* 39 26

TSDF 7 7

Total 46 33

* Includes 4 government-owned contractor-operated laboratories

DOECAP FY2006 Laboratory Audit Schedule

Audited Facility Dates

Acura Laboratories, Inc. 10/05

BWXT ACO at Y-12 (TN) 11/05

Eberline Services, Inc. (TN) 11/05

Severn Trent Laboratories, Inc. (CO) 12/05

Severn Trent Laboratories, Inc. (TN) 12/05

Sequoia Analytical 01/06

Southwest Research Institute 01/06

Eberline Services, Inc. (CA) 02/06

EMAX Laboratories, Inc. 02/06

FGL Environmental Laboratory 02/06

USEC Paducah Analytical Laboratory 02/06

Paragon Analytics, Inc. 03/06

DOECAP FY2006 Laboratory Audit Schedule

Audited Facility Dates

Oak Ridge National Laboratory (ORNL) 04/06

Severn Trent Laboratories, Inc. (MO) 04/06

Materials and Chemistry Laboratory 05/06

DataChem Laboratories, Inc. (UT) 05/06

General Engineering Laboratories 05/06

Lionville Laboratory, Inc. 05/06

CEBAM Analytical, Inc. 05/06

Severn Trent Laboratories, Inc. (WA) 05/06

BC Laboratories, Inc. 05/06

USEC Portsmouth Analytical Services 06/06

Caltest Analytical Laboratory 06/06

Shaw Environmental and Infrastructure 06/06

BWXT Services, Inc., RACL (VA) 07/06

Paragon Analytics, Inc. (surveillance) 09/06

DOECAP FY2006 TSDF Audit Schedule

Audited Facility DatesPacific Eco Solutions LLC 01/06Diversified Scientific Services, Inc. 02/06Perma-Fix of Florida 03/06 Envirocare of Utah 05/06Materials and Energy Corporation 05/06Duratek, Inc. 05/06Waste Control Specialists 06/06

Path forward – future challenges

Declining budgetsShift from environmental remediation activities/site closures to ongoing field operations

Closure of DOE field sites (Rocky Flats, Fernald, Mound)Legacy Management

Over 100 actively managed and records only sites (45 sites under stewardship or being monitored)Groundwater/surface water sampling

Explore opportunities for interagency participation/cooperationNELACDOD QSAS federal policies, orders and proceduresInteragency teaming auditing activitiesPartnering with EPA Office of Air and Radiation (laboratories’ capability for analyzing WMD field samples)Interagency Data Quality Task Force

Increased DOE Federal employee audit participation