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A Business Case for Implementing the Uniform Federal Policy for Quality Assurance Project Plans

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

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  1. A Business Case for Implementingthe Uniform Federal Policy forQuality Assurance Project Plans The EPA Region 2 Experience May 2009

  2. 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

  3. 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

  4. Uniform Federal Policy • Intergovernmental Data Quality Task Force (IDQTF) (2000) • DOD, DOE, EPA • Environmental Quality Systems • ANSI/ASQ E4 (2004)

  5. 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)

  6. 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!!

  7. 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

  8. 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

  9. 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!

  10. 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

  11. CHANGE RESISTANCE COMPLIANCE Implementation Road to Success

  12. Keys to Success • Management Support • Information/Knowledge • Project Manager Buy-In • Institutional Constraints

  13. Keys to Success • Management Support: Briefing of Regional Haz. Waste Program Mgrs Policy Buy In Joint Implementation Strategy Regional Order All Superfund, RCRA, Brownfields

  14. 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

  15. Keys to Success • Technical Assistance QA Open House/Help Sessions Site/Project specific participation (graded approach) Contractor specific feedback (meetings/conf. calls)

  16. Keys to Success • Institutional Constraints Funding-front loaded for process: planning takes longer project: additional participants Language for AOCs, IAGs, Contracts

  17. 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

  18. Region 2 Staged Approach • Superfund sites and Federal Facilities • Brownfields • RCRA sites

  19. Initial Success in Region 2 FY’06FY ’07: 50% reduction of EPA FTE devoted to QAPP review 20% increase in QAPP submittals

  20. Initial Success in Region 2 More than doubled use of UFP in 2007 for Superfund & Federal Facilities as a result of implementation strategy

  21. 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

  22. 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

  23. 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.

  24. 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

  25. 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

  26. 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

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