A Corporate Overview of the Analytical Services Program

Annual Site Environmental Report/Environmental Monitoring

WorkshopAlbuquerque, New Mexico

October 11-13, 2011

George E. DetsisManager, Analytical Services ProgramOffice of Health, Safety and SecurityCorporate Safety Programs, HS-23

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Presentation Outline

• Program Overview

• Component Elements - MAPEP, VSP, and DOECAP

• Continuing Program Challenges

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Mission -- Analytical Services Program

Foster performance improvements of laboratories/TSDFs

Reduce environmental data quality uncertainty; thereby, increasing data confidence used in decision-making

Ensure radiological/hazardous waste accountability/treatment/disposition

Identify potential DOE liabilities/risks

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Analytical Services Program

Component Elements

Systematic Planning and Data AssessmentTools and Training

Department of Energy Consolidated AuditProgram

Mixed Analyte Performance EvaluationProgram

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MAPEP Overview

Program Purpose/Scope:

• Test and evaluate environmental analytical laboratory performance through specific analytes/matrices

• Provide defensible environmental data – radionuclides, inorganic metals, and organics

• Only DOE reference laboratory

• ISO 17025 – Competency of Testing & Calibration; ISO 17043 – PT Provider; and ISO Guide 34 – seeking accreditation as a certified reference materials producing laboratory

• 137 participating laboratories (110 domestic/27 international)

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MAPEP BackgroundProgram Focus:

• Radiological, stable inorganic, and organic constituents

• Soil, water, air filter, and vegetation media

• Interaction with DOECAP and QSAS

• MAPEP required for all laboratories performing analysis for DOE

• Technical assistance

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MAPEP Laboratories

MAPEP Laboratory Participants:

110 Domestic Laboratories

27 International Laboratories

Nuclear Test Ban Treaty Laboratories• New Zealand (1)• Brazil (1)• Ecuador (1)• Spain (1)

Cooperative Monitoring• Canada (2) • United Kingdom (6)

Radiation Measurements Cross-Calibration Project• Middle East/North African States (14)

International Atomic Energy Agency ( 1) 7

Proficiency Test Preparation

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SPADAT Visual Sample Planning Overview

Improves quality of environmental field and facility sampling strategies

Minimizing number of samples needed to meet regulatory requirements

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Environmental Field Sampling

VSP programming will automatically locate un-sampled areas and add samples to ensure hotspot detections

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Within Building D&DUse of VSP to plan sampling designs and data analysis for Beryllium surveys and decommissioning or decontamination of buildings

New tools for building setup from images/pdf files, furniture libraries, delineation of rooms, and multi-floor visualization.

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Finding from DOE’s Office of the Inspector General

and GAO Reports

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

• Some laboratories were audited numerous times by a DOE entity; others were never audited

• Evaluation methods varied significantly from one contractor to another

• Audit results were not shared between contractors

IG and GAO identified that reductions in DOE Auditing of Analytical Laboratory Services was needed

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DOECAP Background

• Purpose of the Program:• Eliminate/minimize audit redundancies• Standardize audit methodology, policies and procedures• Communicate Lessons Learned

• Reduce overall Department risks/liabilities • Involve all DOE line organizations/field operations

• Auditor participants would be DOE federal employees and contractors

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DOECAP Overview

Program Purpose/Scope:

• DOECAP DOES NOT certify, accredit, nor approve laboratories/TSDF’s

• Consolidated audits provide information to program line/field managers to determine status of contractual agreements compliance/risks and liabilities

• Audit findings are based upon non-conformances with DOE contractual requirements, QSAS, SOPs, and/or non-compliance with Federal/State requirements

• Tracking throughout year of all corrective actions (about 400 findings/observations)

• Lessons learned initiatives – Weekly conference calls, Annual Workshop, Annual FY Report

• FY11 -- 37 DOECAP audits (26 laboratories/11 TSDFs)

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Results of FormalizedDOE Auditing Program

40 DOECAP Audits per Fiscal Year

FY11 DOECAP Auditing Activities 26 Analytical Environmental Laboratories

- 22 Commercial- 4 Government Owned Contractor Operated

(GOCO)11 Treatment, Storage & Disposal Facilities

- 8 Radiological TSDFs- 3 Non-radiological TSDFs

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FY11 DOECAP Evaluated Laboratories and TSDFs

Laboratory Facilities (26)Radiological TSDF Facilities (8)Non-Radiological TSDF Facilities (3)

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Audit DisciplinesLaboratory • Quality Assurance & General

Laboratory Practices• Organic Analysis• Inorganic Analysis• Radiochemistry Analysis• Laboratory Information

Management Systems/EDD• Hazardous and Radioactive

Materials Management• Aquatic Toxicity• Non-Destructive Assay

TSDF• Quality Assurance• Sampling and Analytical Data

Quality• Waste Operations• Environmental Compliance/

Permitting• Radiological Control• Industrial and Chemical

Safety• Transportation Management

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Laboratory Audits in FY2011

Laboratory Month/YearTestAmerica, Inc., Knoxville, TN November 2010

Eberline Analytical Corporation, Oak Ridge, TN December 2010

B&W Radioisotope & Analytical Chemistry Laboratory, Lynchburg, VA January 2011

B&W Y-12 Analytical Chemistry Organization, Oak Ridge, TN January 2011Radiological Materials Analysis Laboratory, ORNL UT-Battelle, LLC, Oak Ridge, TN February 2011Paducah Analytical Services, KY February 2011Eberline Analytical Corporation, Richmond, CA March 2011Materials & Chemistry Laboratory, Inc., Oak Ridge, TN March 2011Southwest Research Institute, San Antonio. TX March 2011 TestAmerica, Inc., St. Louis, MO March 2011GEL Laboratories, LLC, Charleston, SC April 2011Microbac Labs, Johnson City, TN April 2011Lionville Laboratory, Inc., Exton, PA May 2011

Laboratory Audits in FY2011

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Laboratory Month/YearBC Laboratories, Inc., Bakersfield, CA May 2011

Portsmouth Analytical Services, Piketon, OH May 2011

Caltest Analytical Laboratory, Napa, CA May 2011

Shealy Environmental Services, Inc., West Columbia, SC May 2011

Shealy Consulting, LLC, Lexington, SC May 2011

Oak Ridge Institute for Science & Education, TN May 2011

TestAmerica, Inc., Arvada, CO June 2011

TestAmerica, Inc., Richland, WA June 2011

CEBAM Analytical, Inc., Bothell WA June 2011

Davis and Floyd, Inc., Greenwood, SC June 2011

ALS Laboratory Group, Fort Collins, CO June 2011

American Radiation Services, Inc., Port Allen, LA July 2011

ALS Laboratory Group, Salt Lake City, UT July 2011

Percent Distribution of FY 2011 Lab Findings

Quality Assurance25%

Organic13%

Inorganic15%Radiochem

16%

LIMS1%

Hazardous & Radioac-tive Materials Man-

agement18%

NDA10%

Aquatic Toxicity2%

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Analytical Laboratory Common Findings

• Training not completed or not documented• Technical Demonstrations of Capability (Initial & Continuing)• Ethics training• LIMS security training• Safety and Personal Protective Equipment (PPE) training• Radiation control training

• Inadequate or incomplete SOP content• Practices not consistent with SOP direction• Deficiencies in sample receipt practices, particularly radiological screening

practices

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Analytical Laboratory Common Findings (cont.)

• Performance Test failures• Internal auditing deficiencies

• None performed• Schedule not established or maintained• No Corrective Action follow-up• Not reported to management

• Calibration or calibration verification deficiencies• Logbook/Notebook deficiencies• Waste disposal inadequate or facilities being used for waste disposal not

adequately reviewed

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DOECAP Laboratory Audits

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TSDFs Audited in FY2011

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Facility Month/YearDiversified Scientific Services, Inc. , Kingston, TN November 2010

Materials and Energy Corporation, Oak Ridge, TN December 2010

EnergySolutions, LLC, Oak Ridge, TN February 2011

Clean Harbors Env. Services, El Dorado, AR March 2011

Clean Harbors Env. Services, Deer Park, TX April 2011

IMPACT Services, Inc., Oak Ridge, TN May 2011

Perma-Fix Env. Services of Florida, Gainesville May 2011

Clean Harbors Env. Services, Grantsville, UT May 2011

Waste Control Specialists LLC, Andrews, TX June 2011

EnergySolutions, LLC, Clive, UT June 2011

Perma-Fix Northwest, Inc., Richland, WA July 2011

Percent Distribution of FY 2011 TSDF Findings

Quality Assurance22%

Sampling & Data Quality

12%

Waste Operations12%Environmental Compliance &

Permitting10%

Radiological Control2%

Industrial & Chem-ical Safety

34%

Transportation Management7%

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TSDF Common Findings

• Incomplete or inadequate SOP content• Practices do not match SOP direction• Inadequate personnel training• Incomplete training documentation and records• Inadequate labeling and posting (containers, placards, safety,

etc.)• Inappropriate storage of chemical and equipment• Inadequate compliance with permits and regulatory

requirements

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DOECAP Treatment Storage andDisposal Facility Audits

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FY 2011 Findings

• DOECAP conducted 37 audits in FY2011

• 85% of all FY2010 audit findings were closed during FY2011 audits:

- 83% of the Lab findings- 89% of the TSDF findings

• New Findings Identified Lab & TSDF since 2006:FY2006 = 269 FY2009 = 277FY2007 = 374 FY2010 = 227FY2008 = 216 FY2011 = 215

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Program Challenges

• Maintaining Program integrity/strength given reduced budgets throughout the Complex

• Staffing Audit Teams with Qualified DOECAP Auditors (Labs/TSDFs)

- identifying new auditors to enter Program

• Obtaining accurate information regarding laboratory and TSDF facility usage in order to appropriately prioritize audit schedules

- DOE contractual agreements

- Use volumes (analytical services/waste disposition)

• Completing the integration of the DOE and DoD laboratory requirements documents, new laboratory checklists, and auditor training

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DOECAP Program Contact Information

George Detsis – DOE HQ Jorge Ferrer - DOE Oak RidgeASP Program Manager DOECAP ManagerE-mail: george.detsis@hq.doe.gov E-mail: ferrerja@oro.doe.gov

Richard Martin – DOE Oak Ridge Nile Luedtke – Pro2Serve, Inc.Deputy DOECAP Manager DOECAP Operations Team LeaderE-mail: martinrw@oro.doe.gov Email: luedtkena@oro.doe.gov

Joe Pardue - Pro2Serve, Inc. Todd Hardt - Pro2Serve, Inc.DOECAP Technical Operations Coord. DOECAP Training &Qualifications Coord.E-mail: parduegjjr@oro.doe.gov E-mail: hardttl@oro.doe.gov

Susan Aderholdt - Pro2Serve, Inc. Rhonda Jobe - Pro2Serve, Inc.DOECAP Corrective Actions Coord. DOECAP Document Control Coord. E-mail: aderholdtsl@oro.doe.gov E-mail: joberd@oro.doe.gov

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