A Corporate Overview of the Department of Energy Consolidated Audit Program (DOECAP) George E. Detsis Manager, Analytical Services Program Office of Corporate Performance Assessment Quality Assurance Programs Presented before the 2006 Department of Defense Environmental Monitoring and Data Quality Workshop April 3-7, 2006, San Antonio, Texas

DOECAP is one of three elements of the Department’s corporate analytical services program

Performance Evaluation and Testing Mixed Analyte Performance Evaluation Program (MAPEP) Located at the Radiological and Environmental Sciences Laboratory (RESL) – Idaho National Laboratory Designed to ensure quality and reliability of analytical data necessary to facilitate regulatory compliance and support DOE remediation/cleanup decisions Only DOE PE program that targets radiological/non-radiological constituents in the same sample (soil/water) Organic, stable inorganic, and radioisotopes Air filters/vegetation matrices Samples distributed twice annually (January/July) 100 domestic laboratories 12 international laboratories Test Session 15 January 2006 distribution 60 day performance testing/review period Test results due from Laboratories – April 12, 2006 Web site

Software Toolkits/Training Visual sample planning Software toolkits for environmental field planning and sampling design for defensible statistical assessment Ensures data of the right type, quality, and quantity are gathered and appropriately assessed Field training Web site --

Software Toolkits/Training Managing uncertainty with systematic planning for environmental decisionmaking Implementation of U.S. EPA 7-step data quality objectives process Standard approval for systematic planning for environmental decisionmaking Field training Web site --

Finding from DOE’s Office of the Inspector General Report on the Audit of DOE’s Commercial Laboratory Quality Assurance Evaluation Program (June 1995) Some laboratories were audited numerous times; others were never audited Evaluation methods varied significantly from one contractor to another Audit results were not shared between contractors

DOE’s response to the IG Report Eliminate redundant audits between various DOE field element sites Perform two-thirds fewer audits Resulting cost savings to taxpayer -- $1.3 million Standardized audit methodology and procedures Quality Systems for Analytical Services (QSAS) Audit checklists Improved communications

Results of formalized auditing program Audits enhanced laboratory/facility program performance Laboratories/facilities prepared timely corrective action plans Verified effectiveness of corrective actions DOECAP audits written into DOE field contractual agreements Improved communications between DOE field sites and laboratories/facilities Bottom line: Reduce Department’s risks and liabilities, and verify radioactive and chemical waste accountability

DOECAP Organizational Structure Document Control Coordinator Rhonda Jobe Operations Team Leader Vic Lomnicki DOECAP Manager Telicia Mims

DOECAP Accomplishments Completed 46 DOECAP audits/finalized Audit Reports/tracking corrective action plans Revised Quality Systems for Analytical Services (QSAS) Updated audit checklists Six Laboratory checklists and Seven TSDF checklists Enhanced auditor training requirements Issued Annual Summary Report Conducted Annual DOECAP Workshop -- Albuquerque Las Vegas – August 21-24, 2006 (Embassy Suites Hotel) Implemented enhancements to Electronic Data Systems (EDS) Fostered interagency partnering with EPA, DoD, and NELAC DOECAP recognized as Best Management Practice by the Energy Facility Contractors Group (EFCOG) Web site –

DOECAP Audit Checklists Checklist 1 - QA and General Laboratory Practices Checklist 2 - Data Quality for Organic Analyses Checklist 3 - Data Quality for Inorganic Analyses Checklist 4 - Data Quality for Radiochemistry Analyses Checklist 5 - Laboratory Information Management Systems/Electronic Data Management Checklist 6 - Hazardous and Radioactive Materials Management Checklist 1 - Quality Assurance Management Systems Checklist 2 - Sampling and Analytical Data Quality Checklist 3 - Waste Operations Checklist 4 - Environmental Compliance and Permitting Checklist 5 - Radiological Control Checklist 6 - Industrial & Chemical Safety Checklist 7 - Transportation Management Laboratory ChecklistsTSDF Checklists

Common DOECAP Areas of Concern Documentation of program plans/standard operating procedures Inattention to timely closure of corrective actions from internal self-assessments causal factors Monitoring hazards chemical employee exposures Keeping accurate track of radioactive materials inventory Individual radioisotope levels Cumulative levels Trending/analysis of inorganic and organics Instrument calibration/internal safety inspections Fire hydrants Emergency showers and eyewash Sample preservation through back-up refrigeration capability

Common DOECAP Areas of Concern (cont’d.) Radiological protection program deficiencies Procedural inconsistencies Inadequate signage postings Personal protective equipment (PPE) usage Respiratory protection program planning Employee safety and emergency procedures training/documentation Waste management program deficiencies Discrepancies in waste container receipt documentation Container storage issues/labeling Waste minimization program planning Recyclables, substitutes, re-use Treated waste characterization not technically defensible Tracking sample disposition (cradle to grave)

FY 2005 and 2006 Audit Summary Audit TypeFY05FY06 Laboratory*3926 TSDF77 Total4633 * Includes 4 government-owned contractor-operated laboratories

DOECAP FY2006 Laboratory Audit Schedule Audited FacilityDates Acura Laboratories, Inc. 10/05 BWXT ACO at Y-12 (TN) 11/05 Eberline Services, Inc. (TN)11/05 Severn Trent Laboratories, Inc. (CO)12/05 Severn Trent Laboratories, Inc. (TN)12/05 Sequoia Analytical01/06 Southwest Research Institute01/06 Eberline Services, Inc. (CA)02/06 EMAX Laboratories, Inc.02/06 FGL Environmental Laboratory02/06 USEC Paducah Analytical Laboratory 02/06 Paragon Analytics, Inc.03/06

DOECAP FY2006 Laboratory Audit Schedule Audited FacilityDates Oak Ridge National Laboratory (ORNL) 04/06 Severn Trent Laboratories, Inc. (MO)04/06 Materials and Chemistry Laboratory05/06 DataChem Laboratories, Inc. (UT)05/06 General Engineering Laboratories05/06 Lionville Laboratory, Inc.05/06 CEBAM Analytical, Inc.05/06 Severn Trent Laboratories, Inc. (WA)05/06 BC Laboratories, Inc.05/06 USEC Portsmouth Analytical Services 06/06 Caltest Analytical Laboratory06/06 Shaw Environmental and Infrastructure06/06 BWXT Services, Inc., RACL (VA)07/06 Paragon Analytics, Inc. (surveillance)09/06

DOECAP FY2006 TSDF Audit Schedule Audited FacilityDates Pacific Eco Solutions LLC01/06 Diversified Scientific Services, Inc. 02/06 Perma-Fix of Florida 03/06 Envirocare of Utah05/06 Materials and Energy Corporation05/06 Duratek, Inc.05/06 Waste Control Specialists06/06

Path forward – future challenges Declining budgets Shift from environmental remediation activities/site closures to ongoing field operations Closure of DOE field sites (Rocky Flats, Fernald, Mound) Legacy Management Over 100 actively managed and records only sites (45 sites under stewardship or being monitored) Groundwater/surface water sampling Explore opportunities for interagency participation/cooperation NELAC DOD QSAS federal policies, orders and procedures Interagency teaming auditing activities Partnering with EPA Office of Air and Radiation (laboratories’ capability for analyzing WMD field samples) Interagency Data Quality Task Force Increased DOE Federal employee audit participation