TRAINING PROGRAMME

ON

‘LAB MANAGEMENT’

FROM 6th to 8th SEPTEMBER, 2006

SUBMITTED TO

WORLD HEALTH ORGANIZATION, (WHO) &

UNITED STATE ENVIORNMENT PROTECTION AGNECY, (USEPA)

SUBMITTED BY

ENVIRONMENT PROTECTION TRAINING AND RESEARCH INSTITUTE, (EPTRI), GACHIBOWLI, HYDERABAD.

ANDHRA PRADESH, INDIA

Report on the Training Program

on

“Lab Management”

The training course on Lab Management , for the Lab Managers was conducted during

6th – 8th September 2006, by EPTRI, sponsored by WHO and USEPA, with the

following objectives.

1. To learn role of lab manager in generation of water quality data

2. To begin development of lab management plan for respective lab

3. To network with other Lab Managers.

A total of 20 participants have attended the program. The list of participants is placed at

Annex I. Dr. Razia Sultana , Scientist ‘C’ and Manager Capacity Building welcomed the

gathering. The program was inaugurated by Ms. Gayathri Ramachandran, IAS, Director

General, EPTRI & Special Chief Secretary to Govt. of Andhra Pradesh. In her inaugural

address she mentioned that how

important this training program is for

the laboratory managers. She

emphasized on to generate quality data

timely and to produce before the

concerned officer , specially during the

epidemics time. She also informed that

how useful is net working with other

labs. Mr. Samuel Hess in his address

informed about his organization and

their activities. The over view of the

program was presented by Dr.Razia

sultana. She mentioned that NEERI has

prepared the Guidance Manual for

water quality monitoring and assessment (chemical analysis and biological analysis ) and

NICD has drafted manual on APW on Development of Manual for Certification of

Laboratories Analyzing Drinking Water: Critical Elements for Microbiology under

the sponsorship of USEPA and WHO. These two manuals have been provided to all the

participants as back ground course material , keeping in view that each individual

analysts handles chemical, biological and microbiological analysis. The first training in

the series of trainings is on Lab Management for Lab Managers. She briefed the topics

which will be covered in the three day course and also mentioned that two more

programs , one on Chemical analysis and the other one on Microbiological analysis will

be conducted during September 2006. After briefing about the program , vote of thanks

was proposed by her. The program schedule is placed at Annex II. Speakers presentation

is at Annex III.

The session on Lab organization for water quality analysis ( physico –chemical) was

handled by Mr. Samuel L. Hayes,

from USEPA. The points discussed

in detail in this session are

organigram of laboratories dealing

with water quality assessment,

laboratory personnel, job description

of lab personnel, organizational

structure of lab- functional

responsibilities, organizational

structure for regional / zonal lab, functional responsibilities, roles and responsibilities of

personnel related to quality system.

Lab organization for water quality analysis and Facilities Required to set up water

quality lab (microbiological) was dealt by Dr.M.A.Singaracharya, Professor, Kakatiya

University. Important Instruments required to establish Microbiology Laboratory are

1. Microbial Culture Cabin 10.Anaerobic digester

2. Autoclave/Steam sterilizer 11. Fermenter

3. Laminar Airflow 12. BOD Incubator

4. Hot Air Oven/Incubator 13. pH meter

5. UV/VIS spectrophotometer 14. Conductivity bridge

6. Membrane Filtration System 15. Staining racks

7. Nephlo Turbidity meter 16. Gyratory Shaker

8. Electrophoresis Unit 17. Microscopes

9. Ultracentrifuge 18. Colony counter

The important Microbial Examinations are Heterotrophic Plate count , Multiple Tube

fermentation , Faecal Streptococcus group, Coliform group, Pathogenic microorganisms,

Enteric viruses, Fungi, Actinomycetes, Iron and sulphur bacteria

Dr.Neeta Thaker from NEERI, explained on Organisation setup and facilities

required to set-up water quality

laboratory (physico –chemical) . She

explained in detail water quality

assessment lab net work, functions of a

water quality lab, different factors to

estimate the need in terms of human

resources, organizational set up,

organizational structure of the lab, lab

management, performance and capabilities of lab, responsibilities of various labs, lab

occupational health and safety, collection and preservation of samples, water quality

parameters ( physico chemical, organic, metals, biological and micro biological )

Training and management of staff (All members should be trained in those aspects of the

quality system that are related to the performance of their job. All of them should receive

training in Health and Safety Plan, and the Waste Management Plan. If any changes

occur in the quality system, field sampling, measurement and administrative procedures,

suitable training should be provided to the concerned staff. Action should be

implemented by the QAO. Records of training shall be maintained by the QAO as part of

the permanent record. )

The session on Instruments and equipments needed for setting up water quality lab

was dealt by Dr.Razia Sultana, EPTRI. She gave the details of the list of basic

equipments needed for setting up physico chemical and microbiological lab with its

functioning and usage.

Calibration / maintenance of basic equipment by Mr. Samuel. L. Hayes was dealt in

detail regarding various calibration techniques and their importance in the maintenance

of basic equipments.

Mr. Samuel. L. Hayes made presentation on Lab safety, QA / QC procedures for basic

equipment. In his talk he mentioned that a written plan consisting of policies, procedures

and responsibilities designed to provide employees with chemical, health, and safety

information outlining the specific work practices and procedures (SOPs) used by the

facility to control occupational exposure which will help to ensure that the everyone

works in a safe laboratory environment. All procedures and policies need to be

documented in Chemical Hygiene Plan (CHP) and all the employees need to be well

informed and trained in facility alarms and emergency numbers, evacuation procedures

(fire, spills, etc), how to handle spills (large and small), how to respond to

accidents/medical emergencies, how to report accidents (large and small). Hazards of

chemicals and bio hazard to be informed to every person working in lab. He also

mentioned about the maintenance of basic instruments its calibration, standardization,

frequencies, monitoring etc.

Standard Operating Procedures and

electronic files was presented by Mr.

D.S.S.Srinivas, EPTRI, Quality Control

Manager. He emphasized that each SOP

must include or cite a reference where

applicable as identification of the test method (if SOP is based on published method),

applicable matrix or matrices , method used to establish the lowest limit of analytical

capability, scope and application, including parameters to be analyzed, summary of the

test method, definitions, interferences, safety, equipment and supplies, reagents and

standards, sample collection, preservation, shipment, and storage, quality control,

calibration and standardization, procedure, calculations, method performance, pollution

prevention, data assessment and acceptance criteria for quality control measures,

corrective actions for out-of-control data, contingencies for handling out-of-control or

unacceptable data, waste management, references and any tables, diagrams, flowcharts,

and validation data.

Record keeping / Data tracking was dealt by Dr. Sesha Srinivas, EPTRI, Scientist. He

mentioned that records are the

documents that provide objective

proof that all work was carried out and

reported according to approved

procedures. All laboratory records,

reports and other supporting

documentation should be safely stored

as hardcopy or electronic records, held

secure and in confidence for the client.

The system should cover those records currently in use by the analyst (e.g., log books,

sample receipt records, bench sheets, calibration and QC records), recently completed

project records (e.g., work completed in the last six months) and archival records

removed from daily access but in a readily retrievable location. Types of materials that

constitute laboratory records include, equipment maintenance records, instrument

logbooks, instrument calibration data, standard preparation logbooks, certificates of

purity/composition for all standards and reference materials, standard operating

procedures, project correspondence including phone logs, project-specific instructions

and/or SOPs, chain-of-custody forms, calibration records, raw analytical data, both

electronic and handwritten, results, and final client reports.

In the case of electronic records, the laboratory should maintain the documentation

showing that software is adequate for its intended use, procedures are established and

implemented for protecting the integrity of electronic media data in terms of data entry,

capture, storage, transmission and processing, computers and automated equipment are

maintained to ensure proper functioning and the environmental and operating conditions

necessary to maintain the integrity of calibration and analytical data, security of data,

including the prevention of unauthorized access and modification of computer data, is

maintained, records that are stored or generated by computers or personal computers have

hard copy or write-protected backup copies in a safe and secure location, and records that

are stored only on electronic media must be supported by the hardware necessary for their

retrieval.

The session on Lab Accreditation / proficiency testing was taken by Mr. Samuel. L.

Hayes . He mentioned that the lab accreditation should have a policy and structure which

needs to define and describe an overview of the history, purpose and objectives of

laboratory certification and proficiency testing, the organizational structure and function

of certifying agency or authority (CA), and the roles of the various participants, need to

define the major participating organizations (oversight body, providers, participants, etc.),

requirements Proficiency Testing (PT) program. The Accreditation process, need to

outline the policies, procedures, and process to grant, deny, suspend, or revoke a

laboratory's accreditation based on criteria for personnel qualifications, the on-site

assessment, proficiency testing results, quality assurance/quality control. A general

description of requirements that a laboratory must follow to demonstrate that it can be

recognized as competent to carry out specific environmental tests (defined in a Lab's

Management Manual).

The participants were exposed to the state of art EPTRI laboratory.

Development of lab management and discussion on needs of Indian water quality

labs as seen by trainees

This session was participatory and very informal. Ms. Lisa Patel took active part in

knowing the pulse of the participants. Participants informed about their labs, working

conditions and continuous need for training.

During the valedictory program, the participants evaluated the program. The analysis of

evaluation showed that 8% have rated satisfactory, 42% as good and 50% have rated

excellent. Copies of evaluation sheet is at Annex IV. Certificates were presented to the

participants by Mr. Samuel. L. Hayes.

Evaluation Training Program on "Lab Management"

Percentage

8%

42%

50%

0%

10%

20%

30%

40%

50%

60%

Satisfactory Good Excellent

Recommendation

The participants and the resource persons are of the opinion that the training programs

should be organized regularly so that all the officers will have the opportunity to upgrade

their knowledge and also to refresh them self.

Group Photo

Training Program on

“Lab Management”

6th – 8th September 2006