U.S. Department of Energy 2016 ASP Workshop Overview 2016 Analytical Services Program (ASP) U.S. Department of Energy 2016 ASP Workshop George E. Detsis Analytical Services Program Manager Office of Sustainable Environmental Stewardship Office of Environment, Health, Safety and Security U.S. Department of Energy Covington, Kentucky September 19–22, 2016

Topics Accomplishments – Fiscal Year (FY) 2016 ASP Component Elements U.S. Department of Energy Consolidated Audit Program (DOECAP) Mixed Analyte Performance Evaluation Program (MAPEP) Visual Sample Plan (VSP) FY 2017 Initiatives

DOECAP

FY 2016 DOECAP Accomplishments Completed 31 on-site audits Currently in the process of reviewing/approving audit reports Reviewing CAPs Completed the transition of Electronic Data System (EDS) to Microsoft SharePoint platform Briefed DOE field/contractor and HQ managers on audit results Initiated Phased Audit Process for Labs Office of Inspector General (OIG) ASP audit

FY 2016 DOECAP Accomplishments DOECAP FY 2016 audits: 22 Lab audits: 9 TSDF audits: 15 Environmental 7 Radiological 2 Lab Closures 2 Non-Radiological Hazardous Waste (Clean Harbor facilities) 1 Surveillance 4 Industrial Hygiene

FY 2016 DOECAP Accomplishments DOECAP TSDF Phased Audit Process: Phase III audit for the EnergySolutions Utah site Phase II audit for the Waste Control Specialists site Phase I audits for M&EC and DSSI DOECAP Labs Phased Audit Process: Phase I audits for two environmental Labs: TestAmerica/Denver Lab; and Brooks Applied Laboratories 6

FY 2016 DOECAP Accomplishments Auditor Pool: Auditor cadres continued to grow – new auditors from throughout the DOE Complex 145 auditors which includes 34 lead auditors, plus 7 auditors-in- training in the queue for FY 2017 Fiscal Year Lab Auditors TSDF Auditors 2011 61 66 2012 57 65 2013 74 2014 75 2015 69 77 2016 79 7

DOECAP Lab Audits

FY 2016 DOECAP Common Lab Findings Procedures do not reflect actual Lab practices MAPEP PT failures QA review of 10% of data Annual review and update of procedures not performed Radiological survey of incoming shipping containers Maintaining thermal preservation of incoming samples CAs for failed PT results not completed within 21 calendar days Control and reporting of electronic records 20% 19% 13% 11% 10% 9% 8% Note: This pie chart represents 40% of 185 lab finding in FY 2016 – thus the most common lab findings

FY 2017 Tentative Lab Audit Schedule

FY 2017 Tentative Lab Audit Schedule

DOECAP TSDF Audits

FY 2016 Most Common TSDF Findings Waste and waste storage not properly managed Insufficient hazardous warning signs TSDFs not following procedures Training not adequate or not timely Safety equipment blocked, not available, or improperly maintained Insufficient documentation or records

FY 2016 Distribution of TSDF Findings by Audit Disciplines Quality Assurance Management Sampling & Analytical Data Quality Waste Operations Environmental Compliance & Permitting 2% Radiological Control Industrial & Chemical Safety Transportation Management 4% 17% 54% 13% 6%

FY 2017 Tentative TSDF Audit Schedule

MAPEP

FY 2016 MAPEP Accomplishments Completed 2 MAPEP proficiency testing (PT) sessions: Series 33 – September 2015 Series 34 – March 2016 14,000 analyses of 1,500 PT samples for the 2 test sessions above 125 participating Labs (85 domestic / 40 international) Provided technical assistance in remedial PT samples Developed draft MAPEP Technical Standard DOE HQ continues to forge PT requirements into national laboratory accreditation standards (The NELAC Institute’s Forum on Laboratory Accreditation).

FY 2016 MAPEP Accomplishments DOECAP Audited Labs Participating in MAPEP Environmental Labs ALS Fort Collins TestAmerica – Knoxville TestAmerica – Denver TestAmerica – St. Louis TestAmerica – Richland TestAmerica – West Sacramento Eberline – Oak Ridge BC Laboratories Southwest Research Institute Brooks Applied Labs Eurofins Frontier Global Science GEL ARS Industrial Hygiene Labs* Materials and Chemistry Columbia Basin Laboratory * Note: These IH Labs have environmental components

FY 2016 MAPEP Accomplishments Additional Field Requests for Analytes/Matrices Site Analyte Matrix BWXT Portsmouth Uranium-Isotopic Technetium-99 D&D Material Hanford Samarium-151 Carbon-14 Water and Soil Water Hanford/Oak Ridge/NTS Chlorine-36

FY 2016 MAPEP Accomplishments Developing Collaborative Relationships with Foreign Governments through Scientific Endeavors ASP Manager represented DOE in Abu Dhabi, UAE – Radiation Measurements Cross-Calibration (RMCC) Project Workshop ASP Manager briefed senior managers at HQ from AU and NNSA on the results of the RMCC Workshop MAPEP is viewed by RMCC labs as a key component for performance improvements/defensible data relative to concerns over nuclear power plant(s) development in the Region, and the establishment of valid/reliable baseline data 20

VSP

FY 2016 VSP Accomplishments Version 7.4 released in June 2015 VSP active in social media with VSP pages on YouTube, Facebook, and LinkedIn 19 VSP video training courses are available on YouTube 22

FY 2016 VSP Social Media 23

FY 2017 Program Goals / Objectives VSP: Continue VSP training and upgrade of new toolkits to support DOE Field needs MAPEP: Complete Technical Standard Continue to reassess MAPEP domestic/international participation based on budgetary limitations 24

FY 2017 Program Goals / Objectives DOECAP: No more than 31 DOECAP audits Continue to replenish/grow auditor pool Improve team leader/auditor training capabilities Update QSM requirements, related checklists, Data Query, and DOECAP Procedures AD-1, Policies and Practices Continue to reward top performers at the Labs/TSDFs with limited-scope audits or no on-site audits. Address recommendations from OIG audit of ASP 25

Historical Perspective DOE Office of Inspector General (OIG) Audit Report IG-0374, Audit of the DOE's Commercial Laboratory Quality Assurance Evaluation Program June 20, 1995 Finding #1: Finding #2: Finding #3: Some Labs were audited more than once and some weren’t audited at all. Inconsistent audit methods and audit reports. No lessons learned.

Addressing Finding #1: Eliminating Audit Redundancies 1996 Environmental Management Consolidated Audit Program (EMCAP) established 2016 DOECAP conducted a total of 31 audits: 22 Lab audits (18 environmental / 4 industrial hygiene) 9 TSDF audits (7 radiological / 2 non-radiological hazardous waste – Clean Harbors) Every year, $7.2 million saved by eliminating 170 independent field audits Since 2001, $108 million saved and 2,500 audits prevented. 2001 Department-wide referred to as DOECAP 1996 2001 2016

Criteria for Conducting DOECAP Audits Two or more DOE Contract Users (With one exception – if a DOE Program Line Manager or Field Site Manager makes a specific written request, plus a commitment to staff the audit team, the ASP Manager will consider adding a facility to the audit list.) 1: Total amount of usage must exceed $50K 2: Contract Holders need to provide auditor support 3:

OIG 2016 Audit Results: All 3 program components (DOECAP, MAPEP, and VSP) are managed effectively/efficiently Found no redundant audits of commercial analytical Labs/TSDFs One Audit Finding: IG identified one finding regarding vulnerabilities in the handling of OUO data when auditors download documents onto personally-owned electronic devices. This introduces a cyber security vulnerability. DOECAP will need to address this vulnerability in 2017. Range of options and implications—we need your input.

Input?

ASP Point of Contact George E. Detsis ASP Manager (301) 903-1488 George.Detsis@hq.doe.gov