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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.

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

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  1. 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

  2. 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

  3. 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

  4. Session Scoping Proper Scoping is a Key to Success • Session length (4 hours) • Informal facilitated process • Timing - FY14 grant cycle • Scheduling • Identify participants

  5. 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

  6. 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

  7. 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

  8. “Existing Process” Flowchart QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

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

  10. 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

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

  12. New Region 8 Tribal Air Program QAPP Development Timeline QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

  13. “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

  14. 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

  15. 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

  16. 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

  17. Contact Information Tom Brooks U.S. EPA Region 8 Attn: 8TMS-QA 1595 Wynkoop Street Denver, CO 80202 (303) 312-7291 brooks.tom@epa.gov 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

  18. QUESTIONS AND DISCUSSION QI Session for Tribal Air Program QAPPs: A Region 8 Perspective

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