A Corporate Overview of the Analytical Services Program

1. A Corporate Overview of the Analytical Services Program Annual Site Environmental Report/Environmental Monitoring Workshop Albuquerque, New Mexico October 11-13, 2011 George E. Detsis Manager, Analytical Services Program Office of Health, Safety and Security Corporate Safety Programs, HS-23

2. Presentation Outline • Program Overview • Component Elements - MAPEP, VSP, and DOECAP • Continuing Program Challenges

3. 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

4. Analytical Services ProgramComponent Elements Systematic Planning and Data Assessment Tools and Training Mixed Analyte Performance Evaluation Program Department of Energy Consolidated Audit Program

5. 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)

6. MAPEP Background • Program 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

7. 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)

8. Proficiency Test Preparation

9. SPADAT Visual Sample Planning Overview Improves quality of environmental field and facility sampling strategies Minimizing number of samples needed to meet regulatory requirements

10. Environmental Field Sampling VSP programming will automatically locate un-sampled areas and add samples to ensure hotspot detections

11. Within Building D&D Use 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.

12. Finding from DOE’s Office of the Inspector General and GAO Reports Report on the Audit of DOE’s Commercial Laboratory Quality 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

13. 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

14. 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)

15. 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

16. Laboratory Facilities (26) Radiological TSDF Facilities (8) Non-Radiological TSDF Facilities (3) FY11 DOECAP Evaluated Laboratories and TSDFs

17. Audit Disciplines Laboratory • 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

18. Laboratory Audits in FY2011

19. Laboratory Audits in FY2011

20. Percent Distribution of FY 2011 Lab Findings

21. 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

22. 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

23. DOECAP Laboratory Audits

24. TSDFs Audited in FY2011

25. Percent Distribution of FY 2011 TSDF Findings

26. 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

27. DOECAP Treatment Storage andDisposal Facility Audits

28. 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 = 277 FY2007 = 374 FY2010 = 227 FY2008 = 216 FY2011 = 215

29. 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

30. DOECAP Program Contact Information George Detsis – DOE HQ Jorge Ferrer - DOE Oak Ridge ASP Program Manager DOECAP Manager E-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 Leader E-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