Presentation on theme: "1 Improving Customer Service Through Electronic Data Management & Paperless Data Delivery ~~~~~ The USEPA Region 2 Experience Linda M. Mauel Chief, Hazardous."— Presentation transcript:
1 Improving Customer Service Through Electronic Data Management & Paperless Data Delivery ~~~~~ The USEPA Region 2 Experience Linda M. Mauel Chief, Hazardous Waste Support Section Jennifer Feranda CLP Project Officer/RSCC May 2009
2 How Do You Improve Customer Service at the same time you are… Going “Green” Reducing Resources Increasing Productivity Saving the Superfund Program 1.5 Million Dollars
3 How Do You Improve Customer Service ? Improve Timeliness in delivery of data Data delivery medium Assessment tools Access to information
5 Electronic Data Management & Paperless Data Delivery
6 Summary of R2 Initiatives Required use of UPF-QAPP Policy Comprehensive Analytical Request Form Preliminary Electronic Data Deliverables Non-Routine Analytical Services EDDs CLP Data Assessment Tool (DAT) Editor Combined Electronic & Manual Data Review Electronic Validated CLP Data Forms R2 Superfund Database Compatibility QA Data Lifecycle Access Database
7 Required Use of UFP-QAPP Policy All Superfund, Brownfields, RCRA projects Promotes Consistency Reduces Amount of Text Electronic Worksheets Faster Preparation/Review/Approval 4:1 reduction in # of revisions prior to QAPP approval
8 Comprehensive Analytical Request Form (ARF) Used for all Superfund analytical services requests (Region 2 lab, CLP, non-routine, potential sub-contracted work, etc.) Replaces separate Region 2 Lab & Contract Laboratory Program (CLP) request forms Provides info to monitor FASTAC compliance Created in Excel Submitted electronically Exports info to Regional tracking database
11 Preliminary CLP Electronic Data Deliverables (EDDs) Specialized EDDs processed through Electronic data eXchange and Evaluation System (EXES) software Partially validated preliminary data Resulting R2 customized EDDs provided in Excel superset spreadsheets To customer in 1–2 days of R2 receipt from HQ Analyt. Services Branch (ASB) contractor Delivered to customer by e-mail 50% reduced delivery time of data from time of sample delivery to the lab
12 Data Assessment Tool (DAT) Editor For CLP Developed for use with Regional CLP Excel spreadsheets Easy review of preliminary & final validated data in the same format Used to assist validators in comparing EDD and hard copy validated data Accessible to customers through the Region 2 Intranet and Internet Read-only version available to all CLP data users
14 EDDs For Non-RAS Parameters Analyses procured thru OSRTI national contract R2, HQ & a national lab collaborated to produce dioxin EDDs EDDs in a modified R2 format processed through EXES software Efforts to be expanded to include Air (TO-15) and PCB congeners analyses Reduced data validation times Increased availability of less expensive, more quality assured analytical services
15 Combined Electronic & Manual Data Review Partially Validated CLP Data provided with EXES & Contract compliance Screening (CCS) reports R2 performs streamlined manual validation and assessment of field & lab data using R2 data validation SOPs Customer turnaround times met, while dramatically increased number of CLP analyses were procured & validated $1.5 million savings to the Superfund program in data validation costs in FY’08
16 Have You Ever Felt All That Paper Closing In On You ?
17 Or Keeping You From Getting Out From Under It?
18 Electronic Validated CLP Data Forms Data formatted for viewing by DAT Editor Files merged & printed as.pdf files using Crystal software Validated data forms delivered electronically Compliance with EMS and the Agency’s goal toward paperless offices 50% reduction in copying costs and paper copies of CLP data packages
19 Region 2 Superfund Database Compatibility Direct input of CLP EDDs into the R2 Superfund Database (EQUIS V) Region 2, HQ ASB, ASB contractor & EQUIS vendor collaboration Compatibility with R2 Superfund Database
20 QA Data Lifecycle Access Database Consolidates Region 2 QA tracking databases Permits collaborative inputting & information retrieval Generates management & tracking reports Improved centralized data entry Improved access to electronic QA data lifecycle information from QAPP reviews to data archival Faster tracking of data status and information ARF & ANSETS comparisons for FASTAC compliance Larger source of information for report generation
24 Database Report Access has a one-click option to easily export the report into a Word document for additional editing and easy printing.
25 Summary Development and implementation of these initiatives resulted in dramatic customer service improvements and efficiencies, and have increased DESA’s green practices. These advances also: Support better implementation of the OSWER FASTAC tiered analytical services procurement strategy Encourage greater use of less expensive, more quality assured Region 2 & CLP analytical services as opposed to more costly subcontracted services with greater QA vulnerability
26 Jennifer Feranda, USEPA Region 2 firstname.lastname@example.org (732) 321-6687 Linda Mauel, USEPA Region 2 email@example.com (732) 321-6766 USEPA Region 2 Contacts