Quality Assurance Project Plan Template

TITLE AND APPROVAL PAGE Project Name: Responsible Agency: Date: Project Manager signature: Name/Date: Project QA Officer signature: Name/Date: USEPA Project Manager signature: Name/Date: USEPA QA Officer signature: Name/Date: Names of other organizations involved in project (such as field operations manager, laboratory managers, State and other Federal agency officials etc.): , , , , , , . -1– Section Number ___________________ Revision Number ___________________ Date_________________ TABLE OF CONTENTS Section 1: Distribution List Section 2: Project/Task Organization Section 3: Problem Definition/Background Section 4: Project/Task Description Section 5: Measurement Quality Objectives Section 6: Training Requirements and Certification Section 7: Documentation and Records Section 8: Sampling Process Design Section 9: Sampling Method Requirements Section 10: Sample Handling and Custody Procedures Section 11: Analytical Methods Requirements Section 12: Quality Control Requirements Section 13: Instrument/Equipment Testing, Inspection and Maintenance Requirements Section 14: Instrument Calibration and Frequency Section 15: Inspection/Acceptance Requirements Section 16: Data Acquisition Requirements Section 17: Data Management Section 18: Assessment and Response Actions Section 19: Reports Section 20: Data Review, Validation and Verification Section 21: Validation and Verification Methods Section 22: Reconciliation with DQOs page 3 page 4 page 5 page 6 page 7 page 8 page 9 page 10 page 11 page 12 page 13 page 14 page 15 page 16 page 17 page 18 page 19 page 20 page 21 page 22 page 23 page 24 (List of figures) (List of tables) (List of appendices) -2– Section Number ___________________ Revision Number ___________________ Date_________________ DISTRIBUTION LIST 1. Name: 2. Name: 3. Name: 4. Name: 5. Name: 6. Name: 7. Name: 8. Name: 9. Name: 10. Name: 11. Name: 12. Name: 13. Name: 14. Name: 15. Name: Phone Number: Phone Number: Phone Number: Phone Number: Phone Number: Phone Number: Phone Number: Phone Number: Phone Number: Phone Number: Phone Number: Phone Number: Phone Number: Phone Number: Phone Number: Project Mgr? Project Mgr? Project Mgr? Project Mgr? Project Mgr? Project Mgr? Project Mgr? Project Mgr? Project Mgr? Project Mgr? Project Mgr? Project Mgr? Project Mgr? Project Mgr? Project Mgr? -3– Section Number ___________________ Revision Number ___________________ Date_________________ PROJECT/TASK ORGANIZATION* Volunteer Monitoring Project Decision Makers NJDEP Danielle Donkersloot Project Manager NJDEP Division of Watershed Mgmt Julie Hajdusek Assistant Coordinator NJDEP Christine Hirt AmeriCorps Program Director NJDEP Division of Watershed Mgmt Dan DiLollo Assistant Coordinator NJDEP Advisory Panel QA Officer Field/Sampling Leader Laboratory Manager/ Leader Data Users *Example of a organization chart -4– Section Number ___________________ Revision Number ___________________ Date_________________ PROBLEM DEFINITION/BACKGROUND In a narrative, briefly state the problem your monitoring project is designed to address. Include any background information such as previous studies (that indicate why this project is needed) and historical/scientific/regulatory perspective. Identify how your data will be used and who will use it. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ __________________ -5– Section Number ___________________ Revision Number ___________________ Date_________________ PROJECT/TASK DESCRIPTION A. In a narrative, give a general overview of the project. Identify the work that your volunteers will perform and where it will take place. What kinds of samples will be taken? What will they measure? Which conditions are critical that they measure? Which are of secondary performance? Indicate how you will evaluate your results. Include maps and tables showing geographic locations of sampling stations. (This narrative should explain how the project will resolve the problem that you stated in the previous section “Problem Definition/Background”. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ __________________ B. Project timetable Activity Projected Start Date Anticipated Date of Completion -6– Section Number ___________________ Revision Number ___________________ Date_________________ MEASUREMENT QUALITY OBJECTIVES A. Data Precision, Accuracy, Measurement Range Matrix Parameter Measurement Range Accuracy Precision B. Data Representativeness ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ________________________________________________ C. Data Comparability ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ________________________________________________ D. Data Completeness Parameter No. Valid Samples Ancicipated No. Valid Samples Collected & Analyzed Percent Complete -7– Section Number ___________________ Revision Number ___________________ Date_________________ TRAINING REQUIREMENTS AND CERTIFICATION A. Training Logistical Arrangements Type of Volunteer Training Who Will Conduct Training Frequency of Training/Certification B. Description of Training and Trainer Qualifications ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ________________________________________________ C. Description of how you will evaluate volunteer performance ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ________________________________________________ -8– Section Number ___________________ Revision Number ___________________ Date_________________ DOCUMENTATION AND RECORDS Describe the process and responsibilities for ensuring the appropriate project personnel have the most current approved version of the QAPP, including version control, updates, distribution and disposition. Itemize the information and records which must be included in the data report package and specify the reporting format for hard copy and any electronic forms. Records can include raw data, data from other sources such as databases or literature, field logs, sample preparation and analysis logs, instrument printouts, model input and output files, and results of calibration and QC checks. Identify any other records and documents applicable to the project that will be produced, such as audit reports, interim progress reports, and final reports. Specify the level of detail of the field sampling, laboratory analysis, literature or database collection, or modeling documents or records needed to provide a complete description of any difficulties encountered. Specify or reference all applicable requirements for the final disposition of records and documents, including location and length of retention period. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ __________________ -9– Section Number ___________________ Revision Number ___________________ Date_________________ SAMPLING PROCESS DESIGN A. Rationale for Selection of Sampling Sites Indicate whether any constraints such as weather, seasonal variations, stream flow or site access might affect scheduled activities, and how you will handle those constraints. Include site safety plans. You may cite the sections of your program’s SOPs which detail the sampling design of the project, in place of extensive discussion. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ________________________________________________ B. Sample Design Logistics Type of Sample/Parameter Biological Biological Biological Physical Physical Physical Chemical Chemical Chemical Number of Samples Sampling Frequency Sampling Period - 10 – Section Number ___________________ Revision Number ___________________ Date_________________ SAMPLING METHOD REQUIREMENTS Matrix Parameter Sampling Equipment Sample Holding Container Model Sample Preservative Maximum Holding Time - 11 – Section Number ___________________ Revision Number ___________________ Date_________________ SAMPLE HANDLING AND CUSTODY PROCEDURES ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 12 – Section Number ___________________ Revision Number ___________________ Date_________________ ANALYTICAL METHODS REQUIREMENTS List the analytical methods and equipment needed for the analysis of each parameter, either in the field or the lab. Also include sub-sampling or extraction methods, lab decontamination procedures and materials, waste disposal requirements, and any specific performance requirements for the method. If your program uses standard methods, cite these. If your program’s methods differ from the standard or are not readily available in a standard reference, describe the analytical methods or cite and attach the program’s SOPs. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 13 – Section Number ___________________ Revision Number ___________________ Date_________________ QUALITY CONTROL REQUIREMENTS For each of the following QC checks (A-C), list the associated method or procedure, acceptance criteria and corrective action. State the frequency of analysis for each type of QC activity, and the spike compounds sources and levels. State or reference the required control limits for each QC activity and corrective action required when control limits are exceeded and how the effectiveness of the corrective action shall be determined and documented. Describe or reference the procedures to be used to calculate applicable statistics (e.g., precision and bias). Copies of the formulas are acceptable as long as the accompanying narrative or explanation specifies clearly how the calculations will address potentially difficult situations such as missing data values, “less than” or “greater than” values, and other common data qualifiers. A. Field QC Checks ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ B. Laboratory QC Checks ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ C. Data Analysis QC Checks ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 14 – Section Number ___________________ Revision Number ___________________ Date_________________ INSTRUMENT/EQUIPMENT TESTING, INSPECTION AND MAINTENANCE REQUIREMENTS Equipment Type Inspection Frequency Type of Inspection Acceptance Testing Standards How will instrument/equipment deficiencies be resolved? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ What is the process for final acceptance (by independent personnel)? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 15 – Section Number ___________________ Revision Number ___________________ Date_________________ INSTRUMENT CALIBRATION AND FREQUENCY Equipment Type Calibration Frequency Standard or Calibration Instrument Used - 16 – Section Number ___________________ Revision Number ___________________ Date_________________ INSPECTION/ACCEPTANCE REQUIREMENTS Describe how you determine if supplies such as sample bottles, nets and reagents are adequate for your program’s needs. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 17 – Section Number ___________________ Revision Number ___________________ Date_________________ DATA ACQUISITION REQUIREMENTS Identify any types of data your project uses that are not obtained through your monitoring activities. Examples include historical information, information from topo maps or aerial photos, or reports from other monitoring groups. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 18 – Section Number ___________________ Revision Number ___________________ Date_________________ DATA MANAGEMENT Trace the path your data take, from field collection and lab analysis to data storage and use. Discuss how you check for accuracy and completeness of field and lab forms, and how you minimize and correct errors in calculations, data entry to forms and databases, and report writing. Provide examples of forms and checklists. Identify the computer hardware and software you use to manage your data. Also include the process for assuring that applicable EPA information resource management requirements are satisfied (see EPA Directive 2100). Other EPA standards may apply; all must be satisfied and described in the plan. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 19 – Section Number ___________________ Revision Number ___________________ Date_________________ ASSESSMENT AND RESPONSE ACTIONS Discuss how you evaluate field, lab and data management activities, organizations (such as contract labs) and individuals in the course of your project. Include information on how your project will correct any problems identified through these assessments. Also include how and to whom the results of the assessment will be reported. For self-assessments, identify potential participants and their exact relationship to the project’s organization. For independent assessments, identify the organization and person who will perform the assessments. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 20 – Section Number ___________________ Revision Number ___________________ Date_________________ REPORTS Identify the frequency, content and distribution of reports issued to management (EPA or otherwise) or any other data users. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 21 – Section Number ___________________ Revision Number ___________________ Date_________________ DATA REVIEW, VALIDATION AND VERIFICATION Brief statement of how you review data and make decisions regarding accepting, rejecting or qualifying the data. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 22 – Section Number ___________________ Revision Number ___________________ Date_________________ VALIDATION AND VERIFICATION METHODS Describe the procedures you use to validate and verify data. Include a description of how errors, if detected, will be corrected, and how results will be conveyed to data users. Precisely define and interpret how validation issues differ from verification issues. Include any forms or checklists used. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 23 – Section Number ___________________ Revision Number ___________________ Date_________________ RECONCILIATION WITH DATA QUALITY OBJECTIVES (DQOs) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 24 – Section Number ___________________ Revision Number ___________________ Date_________________