1. 1 of 39 DQO Implementation Process: Flow Chart and Wall Charts 30 minutes DQO Training Course Day 2 Module 8 Presenter: Sebastian Tindall

2. 2 of 39 Key Points n The flow chart illustrates how to integrate a systematic planning process for decision making into an environmental program n Getting decision-makers involved both early and often in the process is a pivotal element of the DQO Process n Use the DQO e-Workbook to document the process n Use SCA and VSP to ensure defensibility

3. 3 of 39 Hanford DQO Web Page Now on DOE Hanford Web Site –http://www.hanford.gov/dqo/index.html Houses all DQO tools & materials –DOE/EPA Directives, Requirements, Guidance –DQO Procedure (SOP) –DQO e-Workbook –DQO Process flow charts and wall charts –Training locations, schedule, course slides –EPA OIG audit reports –VSP software and training materials

4. 4 of 39 DQO e-Workbook http://www.hanford.gov/dqo/project/workbook.html http://www.hanford.gov/dqo/SCA.html Sample Cost Advisor Visual Sample Plan http://dqo.pnl.gov/vsp/

5. 5 of 39 DQO IMPLEMENTATION PROCESS Sample Cost Advisor

6. 6 of 39 DQO IMPLEMENTATION PROCESS Assume Project Task C1 is one of the tasks to be implemented

7. 7 of 39 STATE DQO IMPLEMENTATION PROCESS Conduct a planning meeting to identify: Project task objectives/scope/milestones Key decision-makers Support needs and resources Facilitator Procurements Budget/schedule constraints Distribute DQO guidance to the team

8. 8 of 39 STATE DQO IMPLEMENTATION PROCESS Key to success Should have extensive experience leading teams through the DQO Process Should have both technical and interpersonal skills

9. 9 of 39 STATE DQO IMPLEMENTATION PROCESS Responsibilities include: Coordinating the DQO Process Interviewing the decision-makers Facilitating the Global Issues Meeting Maintaining focus on relevant issues Resolving interpersonal conflicts Assigning actions Monitoring progress

10. 10 of 39 STATE DQO IMPLEMENTATION PROCESS Project DQO Team: Key Technical Staff with background in: Chemistry Hydrogeology Statistics Health & Safety Data Management Waste Management Etc.

11. 11 of 39 STATE DQO IMPLEMENTATION PROCESS As part of the Scoping process: Identify, obtain, gather, assemble, and review all existing analytical data and historical information that is pertinent to the project task Utilize a Scoping Checklist to ensure that key information is not overlooked

12. 12 of 39 STATE DQO IMPLEMENTATION PROCESS Identify information/data gaps and major issues resulting from the scoping process. These issues need resolution and/or input from the decision-makers.

13. 13 of 39 STATE DQO IMPLEMENTATION PROCESS Compile the results from scoping into a DQO Scoping Summary Report The level of detail should be commensurate with the complexity of the project task

14. 14 of 39 STATE DQO IMPLEMENTATION PROCESS The facilitator provides the Decision-makers with: Blank copy of the DQO scoping checklist List of interview questions

15. 15 of 39 STATE DQO IMPLEMENTATION PROCESS The facilitator’s goal is to obtain from each decision-maker, their agencies: Objectives Requirements Concerns AND Stake-holder’s concerns

16. 16 of 39 STATE DQO IMPLEMENTATION PROCESS The facilitator schedules and conducts interviews with decision makers. The facilitator obtains input from the decision-makers in the following areas: Schedule constraints Regulatory requirements Lines of communication Regulatory concerns Stakeholder (e.g., Public/Native American) concerns Etc.

17. 17 of 39 STATE DQO IMPLEMENTATION PROCESS The facilitator identifies outstanding issues and concerns raised by the decision-makers during the interview process

18. 18 of 39 STATE DQO IMPLEMENTATION PROCESS The facilitator: Schedules the Global Issues Meeting Prepares a Global Issues Meeting Agenda: Summary of the issues and concerns identified during the Scoping process and Interview process Provides the decision-makers with a copy of the DQO Scoping Summary Report and the agenda

19. 19 of 39 STATE DQO IMPLEMENTATION PROCESS The facilitator conducts the Global Issues Meeting for the purpose of addressing all unresolved issues. Attended by: Facilitator Decision-makers Key technical staff Meeting minutes are prepared to document the issue resolutions and action items.

20. 20 of 39 STATE DQO IMPLEMENTATION PROCESS The Project Engineer and a limited number of key technical staff use the DQO Electronic Template to create a First Draft (Strawman) DQO Process Summary Report BEFORE the first DQO Process meeting Revolutionary!!! Prototype!

21. 21 of 39 Show DQO e-Workbook (Electronic Template) Now available to download and install from the DOE Hanford DQO Web Site: http://www.hanford.gov/dqo/project/workbook.html

22. 22 of 39 STATE DQO IMPLEMENTATION PROCESS Impact: Increased decision-maker involvement Quicker review and revision cycle Greater efficiency Reduced cost Improved quality Defensibility

23. 23 of 39 STATE DQO IMPLEMENTATION PROCESS Sample Cost Advisor Use Sample Cost Advisor (SCA) spreadsheet(s) to generate the Sampling Costs versus Error Tolerances comparison in order to select the optimum sample design

24. 24 of 39 STATE DQO IMPLEMENTATION PROCESS Sample Cost Advisor 1.Select the appropriate Sample Cost Advisor (SCA) statistical error/cost spreadsheet 2.Vary alpha, beta, and delta error rates for a given SD for the worst case COPC. 3. Enter the USCSA costs. 4. Review the outputs and select the optimum sample size based on costs and error tolerances.

25. 25 of 39 STATE DQO IMPLEMENTATION PROCESS Sample Cost Advisor Use SCA spreadsheet tables in Step 7 to summarize cost versus number of samples and alpha, beta, & delta errors –Costs include: –unit sample collection cost (USC$) –unit analysis cost (USA$) –aggregate unit sample collection and analysis cost (AUSCA$) –sum of total costs per number of samples

26. 26 of 39 AUSCA$ = USC$ +  USA$ i Where (here): USC$ = Unit Sample Collection Cost USA$ = Unit Sample Analysis Cost AUSCA$ = Aggregate Unit Sample Collection and Analysis Cost j = Number of analytical methods planned Aggregate Unit Sampling and Analysis Cost i=1 j

27. 27 of 39 SHOW SCA EXCEL File

28. 28 of 39 STATE DQO IMPLEMENTATION PROCESS Use Visual Sample Plan to generate the sample locations using the spreadsheet outputs.

29. 29 of 39 STATE DQO IMPLEMENTATION PROCESS VSP Software is used to provide inputs to Step 7 in the DQO workbook –Select the appropriate statistical method, for example: For data that is normally distributed compared average to fixed threshold via simple random sampling or via systematic grid For data that are not normally distributed may use Wilcoxon signed rank test or MARSSIM sign test

30. 30 of 39 STATE DQO IMPLEMENTATION PROCESS VSP Software (contd.) –Select sample size or number of samples to collect by varying: standard deviation alpha beta action limit null hypothesis sampling and analysis costs

31. 31 of 39 STATE DQO IMPLEMENTATION PROCESS Process guided by: Facilitator Draft DQO Summary Report (Strawman) Historical scoping information (Scoping Summary Report) Decision-maker input (Interviews/Global Issues outputs) It is easier for people to react to the “Strawman” than to create something from scratch.

32. 32 of 39 STATE DQO IMPLEMENTATION PROCESS If the decision-makers choose not to participate from the outset, then: The First Draft (Strawman) DQO Summary Report is brought to the INTERNAL DQO Process meeting.

33. 33 of 39 STATE DQO IMPLEMENTATION PROCESS Attendees: Project DQO Team: Key Technical Staff with background in: Chemistry Hydrogeology Statistics Health & Safety Data Management Waste Management Regulations Etc.

34. 34 of 39 STATE DQO IMPLEMENTATION PROCESS At the end of the INTERNAL DQO Process meeting, the Second Draft DQO Summary Report is prepared and issued for decision-maker review

35. 35 of 39 STATE DQO IMPLEMENTATION PROCESS If the INTERNAL DQO Process was implemented, the decision-makers perform their review of the Second Draft DQO Summary Report to prepare for the External DQO Process meeting. Decision-maker comments are resolved during the External DQO Process meeting.

36. 36 of 39 STATE DQO IMPLEMENTATION PROCESS EXTERNAL DQO Process: Decision-makers attend the external DQO Process meeting where they provide input to the Second Draft DQO Process Summary Report

37. 37 of 39 STATE DQO IMPLEMENTATION PROCESS Final revisions/reviews/approvals Issue final DQO Process Summary Report Documentation of What/Why/How

38. 38 of 39 STATE DQO IMPLEMENTATION PROCESS The outputs of the DQO Summary Report become electronic inputs to the Sampling and Analysis Plan

39. 39 of 39 End of Module 8 Thank you Questions?