1. U.S. Department of Energy 2016 ASP Workshop
Overview Analytical Services Program (ASP)
U.S. Department of Energy 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

2. 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

3. DOECAP

4. 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

5. 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

6. 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

7. 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

8. DOECAP Lab Audits

9. 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

10. FY 2017 Tentative Lab Audit Schedule

11. FY 2017 Tentative Lab Audit Schedule

12. DOECAP TSDF Audits

13. 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

14. 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%

15. FY 2017 Tentative TSDF Audit Schedule

16. MAPEP

17. 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).

18. 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

19. 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

20. 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

21. VSP

22. 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

23. FY 2016 VSP Social Media 23

24. 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

25. 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

26. 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.

27. 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

28. 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:

29. 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.

30. Input?

31. ASP Point of Contact George E. Detsis ASP Manager (301) 903-1488