Quality improvement session for tribal air program qa project plans a region 8 perspective
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Quality Improvement Session for Tribal Air Program QA Project Plans: A Region 8 Perspective. Tom Brooks U. S. EPA Region 8 Quality Assurance Program May 15, 2014. Problem Statement.

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Quality Improvement Session for Tribal Air Program QA Project Plans: A Region 8 Perspective

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Quality improvement session for tribal air program qa project plans a region 8 perspective

Quality Improvement Session for Tribal Air Program QA Project Plans: A Region 8 Perspective

Tom Brooks

U. S. EPA Region 8

Quality Assurance Program

May 15, 2014


Problem statement

Problem Statement

It is taking Tribes up to 3 years to get an approved Tribal Air Program Quality Assurance Project Plan (QAPP).

Tribal Input to FY14 Region 8 Commitments

“The document does not address the issue regarding streamlining the QAPP review and approval turn around time for Region 8. This has been an ongoing concern with tribal air quality programs in this Region.”

EPA Commitment

In FY14, Region 8 [QA Program] will conduct a Continuous Quality Improvement (QI) event to include interested Tribes and the Region 8 programs involved with Air QAPPs.  The purpose of this effort will be to collaboratively and systematically develop a streamlined submittal, review and approval process for Tribal Air QAPPs.

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


Quality improvement qi process

Quality Improvement (QI) Process

  • Planning

    • Define scope

    • Select QI method

    • Collection information and data

  • QI Session

  • Implementation

  • Assessment

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


Session scoping

Session Scoping

Proper Scoping is a Key to Success

  • Session length (4 hours)

  • Informal facilitated process

  • Timing - FY14 grant cycle

  • Scheduling

  • Identify participants


Key participants

Key Participants

  • QA Program (lead)

  • Air Program

  • Project Officer - Tribal Assistance Program

  • Facilitator

  • Other Participants (Survey)

    • Tribes (Southern Ute and Ute Mountain Ute)

    • EPA Montana Office

    • Program staff

  • Tribal Air Program Managers


Modified qi method used

Modified QI Method Used

  • Blend of 11 Lean Methods

    • Facilitated meeting

    • Process mapping

    • Design improved process

    • Next Steps

  • Differences:

    • No “Thirds Rule ” (participants, managers, others)

    • Statistics & process data not available

    • Used qualitative goals

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


Information and data collection

Information and Data Collection

  • Universe and status of Air QAPPs

  • Process data/statistics

  • “Front-loaded” information

    • Current process map

    • Questionnaires for key groups

      • Project Officers

      • Air & QA Program staff

      • Tribes


Existing process flowchart

“Existing Process” Flowchart

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


Qi session flowchart

QI Session Flowchart

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


Session outcomes

Session Outcomes

  • Partial Remedy

  • Clear Roles & Responsibilities

  • Improved Coordination

  • Improved Communication

  • Intensive Tracking of QAPP Process

  • Process Timeline

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


Quality improvement session for tribal air program qa project plans a region 8 perspective

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


New region 8 tribal air program qapp development timeline

New Region 8 Tribal Air Program QAPP Development Timeline

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


Parking lot ideas

“Parking Lot” Ideas

  • Reduce EPA review times

  • Timing of QAPP cycle in grants

  • Broaden scope of future QI efforts

    • QA involvement before grant award

    • Tribal participation

  • Use tracking data to identify fatal steps

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


Analysis of qi session

Analysis of QI Session

Successes

  • Improved QAPP process

  • Clear Roles & responsibilities

  • New - program leads & Tribal contacts

  • New - Tracking tool

    Lessons Learned

  • Proper scoping & length of session

  • Right Participants

  • Preparation is key

  • Use a facilitator

QI Session for Tribal Air Program QAPPs


Implementation successes

Implementation Successes

  • New process flowchart graphic

  • Session report

  • Education & feedback

  • Tracking database

  • Coordination & cooperation

  • Program team leads

  • Technical skills

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


Implementation challenges

Implementation Challenges

  • Partial remedy

  • Limited scope

  • Competing resources

  • Learning curve

  • Multiple review cycles

  • Long grant cycle

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


Contact information

Contact Information

Tom Brooks

U.S. EPA Region 8

Attn: 8TMS-QA

1595 Wynkoop Street

Denver, CO 80202

(303) 312-7291

[email protected]

EPA Region 8 Quality Assurance Program

http://www2.epa.gov/region8/quality-assurance-program

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


Quality improvement session for tribal air program qa project plans a region 8 perspective

QUESTIONS

AND

DISCUSSION

QI Session for Tribal Air Program QAPPs: A Region 8 Perspective


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