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A Business Case for Implementing the Uniform Federal Policy for Quality Assurance Project Plans. The EPA Region 2 Experience. May 2009. Region 2 Contacts. Robert Runyon, Chief, DESA-HWSB (732) 321-6645 or runyon.robert@epa.gov Linda Mauel, Chief, DESA-HWSB-HWSS

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a business case for implementing the uniform federal policy for quality assurance project plans

A Business Case for Implementingthe Uniform Federal Policy forQuality Assurance Project Plans

The EPA Region 2 Experience

May 2009

region 2 contacts
Region 2 Contacts

Robert Runyon, Chief, DESA-HWSB

(732) 321-6645 or runyon.robert@epa.gov

Linda Mauel, Chief, DESA-HWSB-HWSS

(732) 321-6766 or mauel.linda@epa.gov

information resources
Information Resources
  • http://www.epa.gov/region02/qa
      • Region 2 Quality Assurance program
  • http://www.epa.gov/fedfac/documents/quality

assurance.htm

      • Click on Quality Assurance for UFP documents
  • http://www.epa.gov/region02/qa/documents.htm
      • Quality Assurance Guidance and SOPs
uniform federal policy
Uniform Federal Policy
  • Intergovernmental Data Quality Task Force (IDQTF) (2000)
    • DOD, DOE, EPA
  • Environmental Quality Systems
    • ANSI/ASQ E4 (2004)
uniform federal policies
Uniform Federal Policies
  • Components:

Organizational Specification

      • Quality Systems (UFP-QS 2003)
      • Quality Management Plan (EPA QA/R-2 2001)

Project Specification

      • Systematic Planning Process (EPA QA/G-4 2006)
      • Dynamic work plan (ITRC Triad 2003)
      • QAPP (UFP-QAPP 2005)
ufp documents
UFP Documents
  • UFP-Quality System (UFP-QS)

A high level management document stating QA Policy of the Organization

If UFP is adopted by a Federal Agency, a Quality System is Required

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

ufp qapp documents
UFP-QAPP Documents
  • PART 1: UFP-QAPP Manual

- Provides instructions and guidance on QAPP content and preparation

  • PART 2A: QAPPWorkbook

-Use not mandatory

-Facilitates 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

ufp qapp
UFP-QAPP
  • Easy
    • promotes consistency
    • reduces amount of text
  • Cost Effective
    • QA requirements based on data use
    • minimizes re-mobilization
  • Faster Preparation/Review/Approval
    • systematic planning/graded approach
  • Defendable data
    • criteria are decision dependent
how is this different
How is this Different?
  • Project Team - Planning thru Data Usability
  • Use of Worksheets - Readily Accessible
  • Data Review tied to Project Needs

RPM ensures process is followed

QAPP must be signed!

systematic planning
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

Better planning may add cost at the beginning of the project

road to success
CHANGE

RESISTANCE

COMPLIANCE

Implementation

Road to Success
keys to success
Keys to Success
  • Management Support
  • Information/Knowledge
  • Project Manager Buy-In
  • Institutional Constraints
keys to success1
Keys to Success
  • Management Support:

Briefing of Regional Haz. Waste Program Mgrs

Policy Buy In

Joint Implementation Strategy

Regional Order

All Superfund, RCRA, Brownfields

keys to success2
Keys to Success
  • Information/Knowledge
    • TRAINING

For Managers--On-line course

For PMs/POs--Regional ½ day course

For Implementers/Agency Reviewers--On-site, intensive 2-3 day course

keys to success3
Keys to Success
  • Technical Assistance

QA Open House/Help Sessions

Site/Project specific participation

(graded approach)

Contractor specific feedback

(meetings/conf. calls)

keys to success4
Keys to Success
  • Institutional Constraints

Funding-front loaded for

process: planning takes longer

project: additional participants

Language for AOCs, IAGs, Contracts

success in region 2 implementation
Success in Region 2 Implementation
  • Review documents in the context of UFP requirements
  • Track Implementation at the regional level via Management Accountability Systems
  • Compile feedback for improvements/modifications
region 2 staged approach
Region 2 Staged Approach
  • Superfund sites and Federal Facilities
  • Brownfields
  • RCRA sites
initial success in region 2
Initial Success in Region 2

FY’06FY ’07:

50% reduction of EPA FTE devoted to QAPP review

20% increase in QAPP submittals

initial success in region 21
Initial Success in Region 2

More than doubled use of UFP in 2007 for Superfund & Federal Facilities as a result of implementation strategy

continued success in region 2
Continued Success in Region 2
  • UFP Compliance for SF/FF continues to grow:

* 1st Half of 2009

  • Reviewers saw an 80% decrease in the number of revisions prior to QAPP approval
continued success in region 21
Continued Success in Region 2
  • Implementation has begun for Brownfields as well, for which the compliance is not yet mandatory, but steadily growing each year.

* 1st half of 2009

continued success in region 22
Continued Success in Region 2
  • Region 2 contractors prepare 100% UFP compliant QAPPs
  • 10% reduction in FTE devoted to QAPP preparation once familiar with UFP format
  • Decrease in revisions is attributed to use of logical tables and generic formatting versus text alone.
next steps for ufp qapp
Next Steps for UFP-QAPP
  • Feedback
    • IDQTF survey users and contractors
      • Are they using the UFP format?
      • If yes, how can we make it better?
      • If no, why? What are the barriers?
  • IDQTF data collection and streamlining workgroups will incorporate the changes into a national streamlined UFP-QAPP
  • Region 2 will implement these changes as well
information resources1
Information Resources
  • http://www.epa.gov/region02/qa
      • Region 2 Quality Assurance program
  • http://www.epa.gov/fedfac/documents/quality

assurance.htm

      • Click on Quality Assurance for UFP documents
  • http://www.epa.gov/region02/qa/documents.htm
      • Quality Assurance Guidance and SOPs
region 2 contacts1
Region 2 Contacts

Robert Runyon, Chief, DESA-HWSB

(732) 321-6645 or runyon.robert@epa.gov

Linda Mauel, Chief, DESA-HWSB-HWSS

(732) 321-6766 or mauel.linda@epa.gov