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PROGRAMS: Quality Assurance
Program
Guidance Document for Development
of Quality Assurance Project Plans
The QAPP is a critical planning document for environmental data
collection operations. The document demonstrates how environmental data
operations are planned, implemented, and assessed during the life cycle
of a program, project, or task. The purpose of the QAPP is to define in
detail how specific quality assurance (QA) quality control (QC)
activities will be implemented during a project. Hence, the following
sections details content requirements:
Section 1 - Title and Approval Page
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Title and date of the QAPP;
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Names of the organizations involved in the project; and
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Names, titles, signatures of appropriate approving officials and
their approval dates.
Section 2 - A table of Contents
A table of contents should include section headings with
appropriate page numbers and a list of figures, tables, references,
and appendices.
Section 3 - Distribution List
List the individuals and the organizations who will receive copies
of the approved QAPP and any subsequent revisions. Additionally,
include all managers who are responsible for implementing the plan,
and representatives of all groups involved in the monitoring effort.
Section 4 - Project/Task Organization
Identify key individuals (personnel) that are involved in the
project including data users. An organizational chart is a good way of
depicting key persons and their roles (if a chart will be generated,
the subcontractor (s) relationships relevant to environmental data
operations must be displayed).
Section 5 - Problem Definition/Background
In a narrative, state the problem or the purpose of the monitoring
project. Include all background information, such as previous studies,
that indicates why this project is needed. Identify how the data will
be used and who will use it.
Section 6 - Project/Task Description
Provide a description of the work to be performed and where it will
take place. This section will include but is not limited to, what kind
of samples will be taken, the quality standards that will be
applicable, personnel and equipment requirements, and the project
timetable that outlines beginning and ending dates for the entire
project.
Section 7 - Data Quality Objectives for Measurement Data
For all intended environmental monitoring regime for or by the
Department of Planning and Natural Resources/Division of Environmental
Protection (DPNR/DEP), the monitor must consider the quality objective
of the data.
Data quality objectives (DQOs) are the quantitative and qualitative
terms used to describe how good the data should be to meet the project’s
objectives. The DQO process clarifies the study objective; define the
most appropriate type of data to be collected, determines the most
appropriate conditions from which to collect the data; and specify
acceptable levels of decision errors that will be used as the basis
for establishing the quantity and quality of data needed to support
the decision. Specifically, the DQO process:
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Helps to decide how many samples and analyzes
are required to support defensible decision making.
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Defines where and when samples are to be collected.
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Assists in the development of a
statistical sampling design.
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Assist in the identification of resouces-efficient sample
collection methods.
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Identifies resource-efficient analytical
methods; and provides scientific basis for defining the right type
and number of quality control and assessment samples and associated
analytical precision and recovery requirements.
Additionally, a data collection design must be developed which
specifies the final configuration of the environmental monitoring or
measurement effort required to satisfy the project design. It designates
the types and quantities of samples or monitoring information to be
collected; where, when, and under what conditions they should be
collected; what variables are to be measured; and the quality
assurance/quality control (QA/QC) procedures to ensure that sampling
design and measurement errors are controlled sufficiently to meet the
tolerable decision error rates. The QA/QC procedures are established in
the QAPP.
Section 8 - Training Requirements and Certification
Identify any specialized training or certification requirements
needed to successfully complete the project. Discuss how training will
be provided, who will conduct the training, and how said will be
documented.
Section 9 - Documentation and Records
Identify the field and laboratory information and records needed
for the project. Records may include raw data, QC checks, field data
sheets, and laboratory forms. Include information on how long, and
where, records will be maintained. Copies of all forms to be used
during the project will be attached to the QAPP.
Section 10 - Sampling Process Design
Describe the data collection design for the project including but
not limited to how sample sites will be selected and how they will be
identified overtime, the types and number of samples required, the
sample locations and frequencies, and measurement parameters of
interest.
Section 11 - Sampling Method Requirements
Describe the sample collection procedures. Include information on
parameters to be sampled, how samples will be taken, equipment and
containers used, sample preservation methods used and holding times.
Describe procedures for decontamination and materials needed.
Additionally, identify all support facilities needed. The
aforementioned information can be presented in a tabulated format or
standard operating procedure (SOP).
Section 12 - Sample Handling and Custody Procedures
Describe sample handling and custody procedures that will be used
to bring the samples from the field to the lab for analysis. This
procedure should include but is not limited to:
Delineate the procedure that will be used for collecting,
transferring, storing, analyzing and disposing of samples.
Section 13 - Analytical Methods Requirements
List the analytical methods and equipment needed for the analysis
of each parameter, either in the field or the lab. Cite all standard
methods that will be employed.
Section 14 - Quality Control Requirements
Identify the quality control (QC) procedures that will be used
throughout the project. Describe QC checks such as matrix spikes,
duplicates, blanks, laboratory control samples, etc. State the
frequency at which QC samples will be collected and analyzed and the
corrective action that will be employed if control limits are
exceeded.
Section 15 - Instrument/Equipment Testing, Inspection, and
Maintenance Requirements
Describe your plan for inspections and preventative maintenance of
field and laboratory equipment. Identify the equipment that requires
periodic maintenance. Include an equipment maintenance schedule, if
appropriate.
Section 16 - Instrument Calibration and Frequency
Identify how sample and analytical instruments will be calibrated.
Include the frequency of calibrations, certification standards to be
used, and type of certification records to be maintained.
Section 17 - Data Review, Validation, and Verification
This section should state the criteria to be used for review data
and make decisions regarding accepting, rejecting or qualifying the
data, in an objective and consistent manner. Identify all necessary
project-specific calculations or algorithms for this activity. Briefly
state what will be done and by whom.
Section 18 - Validation and Verification Methods
Describes the process used for validating and verifying data. This
can include, for example, comparing computer entries to field data
sheets; looking for data gaps; analyzing quality control data such as
the chain of custody for data throughout the life cycle; checking
calculations; reviewing raw data, etc. Additionally, discuss how
issues will be resolved and the authorities for resolving such issues
and finally describe how the results will be conveyed to data users.
Section 19 - Data Management
Trace data path from field collection, lab analysis, data storage
and use. Discuss how data will be checked for accuracy and
completeness. Provide examples of all forms and checklists that will
be utilized and identify any computer hardware and software that will
be used to manage data.
Section 20- Response Actions
Discuss what actions will be taken to non-confirming conditions,
for example, violations of water quality standards. And the actions
that will be taken to correct problems.
Section 21 - Reports
Identify the individuals to whom the reports will be distributed
to, and the frequency at which reports will be prepared. Additionally,
the content, these reports should include but is not limited to: data
collection/analysis results, status of the project, activities
performed within the reporting time frame, and any other pertinent
information relevant to the project.
January 2000
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