National Atmospheric Deposition Program Central Analytical Laboratory - PDF

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					                       National Atmospheric Deposition Program
                                Central Analytical Laboratory




                                  Standard Operating Procedure
                                              For
                                    Sample Receiving for NTN

                                     SOP Number: PR-1058.2

                            Revision 2.0, effective December 1, 2008




                                     Illinois State Water Survey
                                           2204 Griffith Drive
                                     Champaign, IL 61820-7495




  Prepared by:                                                             Date: ____________
              Phyllis Ballard, Technical Assistant (Original signature and date on file)

  Reviewed by:                                                     Date: ____________
           Tom Bergerhouse, Database Manager (Original signature and date on file)

  Reviewed by: ____________________________________________ Date: _____________
          Jane Rothert, Quality Assurance Chemist (Original signature and date on file)

  Approved by:                                                            Date: _____________
Christopher Lehmann, Director, Central Analytical Laboratory (Original signature and date on file)
                                                            Contents

                                                                                                                                      Page

1.0    Scope & Applicability ......................................................................................................... 1

2.0    Summary of Method .......................................................................................................... 1

3.0    Definitions ......................................................................................................................... 1

4.0    Health & Safety Warnings ................................................................................................. 1

5.0    Cautions ............................................................................................................................ 1

6.0    Interferences ..................................................................................................................... 1

7.0    Personnel Qualifications ................................................................................................... 1

8.0    Apparatus and Materials ................................................................................................... 2
       8.1   Equipment ............................................................................................................. 2
       8.2   Supplies ................................................................................................................. 2

9.0    Instrument or Method Calibration ...................................................................................... 2

10.0   Sample Collection ............................................................................................................. 2

11.0   Handling and Preservation ................................................................................................ 2

12.0   Sample Preparation and Analysis Procedures .................................................................. 2

13.0   Troubleshooting ................................................................................................................ 3

14.0   Data Acquisition, Calculations & Data Reduction ............................................................. 4

15.0   Computer Hardware and Software .................................................................................... 4

16.0   Data Management and Records Management ................................................................. 4

17.0   Quality Control and Quality Assurance Section ............................................................... 4

18.0   References ........................................................................................................................ 4

Appendix A        9-Point Problem Memo .......................................................................................... 5




                                                                   iii
                                                             NADP/CAL SOP #PR-1058
                                                             Sample Receiving for NTN
                                                             Page 1 of 4


1.0   Scope & Applicability

      This procedure covers all activities associated with weekly sample receipt for the
      National Atmospheric Deposition Program (NADP)/National Trends Network (NTN).

2.0   Summary of Method

      Samples are shipped weekly to the Central Analytical Laboratory (CAL) from NTN
      sites in individual shipping boxes. Samples are unpacked, followed by a preliminary
      visual inspection of both the sample and accompanying Field Observers Report
      Form (FORF), and scanned into the Supplies and Parts (SAP) program. An
      adequate stock of site supplies must be maintained to supply site requests.
      Personnel must work in close communication with the NTN site liaison (who is in
      direct communication with field sites) to spot and solve sample shipment problems
      immediately and to ensure sites’ equipment and supply needs are adequately met.
      This is done by either telephone (voice or FAX) or e-mail.

3.0   Definitions

      CAL               Central Analytical Laboratory
      FedEx             Federal Express
      FORF              Field Observer Report Form
      ISWS              Illinois State Water Survey
      NADP              National Atmospheric Deposition Program
      NTN               National Trends Network
      SAP               Supplies and Parts software
      UPS               United Parcel Service
      USPS              United States Postal Service

4.0   Health & Safety Warnings

      Box knife is used to open small boxes so precaution is necessary.

5.0   Cautions

      Personnel need to be extremely organized and detailed in all aspects of the shipping
      and receiving procedure. SAP is used to log in sample receipt and supply requests.

6.0   Interferences

      None

7.0   Personnel Qualifications

      The NTN shipping and receiving staff are responsible for processing the incoming
      sample. They must be familiar with basic computer knowledge as well as software
      used.
                                                                 NADP/CAL SOP #PR-1058
                                                                 Sample Receiving for NTN
                                                                 Page 2 of 4


8.0      Apparatus and Materials

8.1      Equipment

8.1.1    Personal computer

8.1.2    Bar Code Scanner

8.1.3    Box knife

8.2      Supplies

         None

9.0      Instrument or Method Calibration

         None

10.0     Sample Collection

         None

11.0     Handling and Preservation

         Careful handling of incoming samples assures that the validity of the sample will not
         be compromised. Care when removing samples from the box assures no spillage
         from the bag containing the bottle.

12.0     Sample Preparation and Analysis Procedures

12.1     Login of small boxes using Supplies and Parts (SAP) software

12.1.1   Click on Supplies and Parts icon or on the ISWS network “\\nadsql\\programs\SAP
         exe.”

12.1.2   Click on Supplies from menu bar.

12.1.3   Select New Supply.

12.2     Receipt of Small Boxes

12.2.1   Small boxes are shipped via United Parcel Service (UPS), Federal Express (FedEx),
         and United States Postal Service (USPS).

12.2.2   Upon arrival, boxes are stacked on 2 tier carts and taken to Login area.

12.2.3   Boxes are processed in the order they arrive from carrier. UPS arrives between
         9:00-9:15 am., FedEx arrives between 10:00-10:30 am., and USPS between 11:00-
         11:30 am. These delivery times may vary if weather conditions are unfavorable.

12.2.4   Cut open box with box knife, remove bagged sample bottle along with field form,
         raingage chart, and any memos or data correction forms included.
                                                                      NADP/CAL SOP #PR-1058
                                                                      Sample Receiving for NTN
                                                                      Page 3 of 4



12.2.5     Staple raingage chart to yellow copy of field form

12.2.5.1   Scan bar code label attached to field form.

12.2.5.2   When bar code is not attached, the following steps must be taken:

12.2.5.2.1 Scan the missing bar code target from the list of bar codes.

12.2.5.2.2 Type in site ID.

12.2.5.2.3 Fill out problem memo. Note memo number on FORF and give to data entry
           technician to FAX to site.

12.2.6     Inspect bottle bag to determine leakage.

                  A <10 grams leakage

                  B 10-100 grams leakage

                  C > 100 grams leakage

12.2.7     Check field form to see if supplies have been ordered. If so, then enter into SAP
           database as a request to be filled upon delivery and shipment of next large 4-in-1
           box,

12.2.8     Review all areas of field form and chart to make sure that it is filled out properly. After
           doing this, place sample bottles on 2 tier cart and take to the data entry technician.

12.2.9     Visually inspect small 4-in-1 box for damage. Dispose of it if damaged.

12.2.10    Repeat processing procedure as needed.

12.3       Communications with Site Liaison

           NADP/NTN shipping and receiving staff are in constant communications with the
           NADP/NTN site liaison. Since they are the first contact with each shipment as it
           arrives at the CAL, they can inform the site liaison of any problems or trends at an
           early stage. Supply problems and inventory problems are noted and e-mailed to the
           NADP/NTN site liaison or the Sample processing supervisor as appropriate. Direct
           telephone contact with site operators is required in the case of missing sample
           shipments. The NADP/NTN site liaison, who is in frequent communications with site
           personnel, will also inform the shipping and receiving staff of problems, so that
           corrective action can be taken. This feedback also helps the NTN shipping and
           receiving staff to be better informed to act as a backup in the absence of the
           NADP/NTN site liaison. Telephone contacts are made to help solve the problems.

13.0       Troubleshooting

           A 9-point problem memo is sent by the data entry technician to site’s operators who
           do not follow the proper sampling protocol (see Appendix A).
                                                         NADP/CAL SOP #PR-1058
                                                         Sample Receiving for NTN
                                                         Page 4 of 4


14.0   Data Acquisition, Calculations & Data Reduction

       None

15.0   Computer Hardware and Software

       SAP software and hardware

16.0   Data Management and Records Management

       SAP software

17.0   Quality Control and Quality Assurance Section

       None

18.0   References

       None
Appendix A   9-Point Problem Memo