# AGENC YQUALIT YMANAGEMEN TPLA N FO R TH E OREGO N DEPARTMEN TO F ENVIRONMENTA L QUALIT Y DEQ03-LAB-0006-QM P Versio n 5. 0 - Octobe r15 , 200 9

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# DE Q State o fOego n D^»r6nento f Environrrienta l Quality

Laboratoryan d Environmenta l Assessmen t Divisio n 315 0 N W129"" , Suit e 15 0 Hillsboro , O R 9712 4 Phone : (503 ) 693-570 0 Fax : (503)693-499 9 www , deq
. state , o ru s

Las t Update : 10/15/200 9 DEQ03-LAB-0006-QM P Versio n 5. 0 WebPub #AGENCYQUALIT YMANAGEMEN TPLA N Orego n Dept
. o f Envirbnmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 2 o f 5 2 

## Tabl e o f Content s Tabl e o f Content s : . 2 Lis t o f Appendice s ;... 4 Lis t o f Table s 4 Lis t o f Figure s 4 Concurrence s .... 5 1 INTRODUCTIO N 6 1. 1 Scop e ofth e Qualit yManagemen t Pla n 6 1. 2 Benefit s o fth e DE Q Qualit yManagemen t Syste m 6 1. 3 QM P Development , Review , an d Approva l 6 1. 4 Qualit yManagemen t Pla n Structur e an d Intende d Us e 7 2 MANAGEMEN TAN D ORGANIZATIO N 8 2. 1 DEQ' s Qualit yManagemen t Commitmen t 8 2. 2 DE Q Organizationa l Structur e 8 2.2. 1 Offic e o f th e Director/Deput yDirecto r9 2.2. 2 Managemen t Service s Divisio n " 9 2.2. 3 Ai rQualit yDivisio n 9 2.2. 4 Wate rQualit yDivisio n 1 0 2.2. 5 Lan d Qualit yDivisio n 1 0 2.2. 6 Laborator yan d Environmenta l Assessmen t Divisio n (LEAD ) 1 1 2.2. 7 Northwes t Region , Wester n Region , an d Easter n Regio n Division s 1 1 2. 3 Qualit yManagemen t Syste m Structur e & Responsibilitie s 1 1 2.3. 1 Senio rManagemen t 1 2 2.3. 2 Qualit yAssuranc e Office r1 3 2.3. 3 QMS-Coordinator s 1 3 2.3. 4 Projec t Manager s 1 3 2.3. 5 Sampl e Collector s 1 4 2.3. 6 Projec t an d Suppor t Staf f 1 4 2.3. 7 LEA D Role s an d Responsibilitie s 1 4 2.3.7. 1 LEA D Administrato r1 4 2.3.7. 2 Laborator yQualit yAssuranc e Tea m 1 5 2.3.7. 3 Sectio n Manager s 1 5 2.3.7. 4 LEA D Technica l Staf f• 1 5 2.3. 8 ORELA P Inspector s 1 5 2.3. 9 Non-DE Q Organization s 1 6 3 QUALIT YSYSTE M COMPONENT S 1 7 3. 1 Conceptua l Mode l ofth e DE Q Qualit yManagemen t Syste m 1 7 3. 2 Polic yComponent s 1 9 3. 3 Organization/Progra m 2 0 3.3. 1 Qualit yManagemen t Pla n 2 0 3.3. 2 Qualit ySyste m Review s 2 0 3.3. 3 Annua l QM S Repor t 2 0 3.3. 4 QM S Trainin g " 2 0 3.3. 5 Miscellaneou s Suppor t Element s 2 0 -^3. 4 Projec t Component s an d th e Projec t Life-Cycl e 2 0 3.4. 1 Dat a Qualit yObjective s 2 1 3.4. 2 Qualit yAssuranc e Projec t Plan s 2 2 3.4. 3 Samplin g an d Analysi s Plan s 2 3 3.4. 4 Standar d Operatin g Procedure s 2 4 3.4. 5 Technica l Syste m Assessment s 2 4 3.4. 6 Dat a Processing , Verification , an d Validatio n 2 5AGENC YQUALIT YMANAGEMEN

TPLA N Oregon Dept
. o fEnvironmenta l Qualit

y DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 ^ Pag e 3 o f5 2 3.4. 7 Dat a QualityAssessmen t 2 6 3.4. 8 Laborator

yQualityManua l 2 7 3.4. 9 Fiel d Samplin g Referenc e Guid e 2 7 3.4.1 0 Wate rMonitorin g an d Assessmen t Mod e o fOperation s Manua l 2 8 3.4.1 1 QualityAssuranc e Guidelines—NPDE S an d WPC F Self-Monitorin g Laboratorie s 2 8 3.4.1 2 Progra m Specifi cQualityAssuranc e Policie s 2 8 4 EMPLOYE E QUALIFICATION S AN D TRAININ G 2 9 4. 1 DEQ-Supporte d Trainin g 2 9 4. 2 Genera l Trainin g Record s 2 9 4. 3 Trainin g an d Qualification s of QualityManagemen t Syste m Employee s 2 9 4. 4 QM S Trainin g fo rDE Q Personne l 3 0 4. 5 QM S Trainin g o f Contractors an d Externa l Dat a Providers 3 0 5 PROCUREMEN TO F ITEM S AN D SERVICE S 3 1

- " 5. 1 Genera l Procuremen t Rule s 3 1 5. 2 DE Q Procuremen t Policie s 3 1

- 6 DOCUMENT S AN D RECORD S 3 2 6. 1 Documen t an d Record Managemen t 3 2

- 6. 2 Controlle d Document s an d Record s 32

- • 6. 3 QM S Documen t an d Record Managemen t Syste m 3 3 6. 4 QM S Filin g Syste m 3 4 7 COMPUTE R HARDWAR E AN D SOFTWAR E 3 5 7. 1 Compute rHardware an d Software System s 35 7. 2 Managin g Software Developmen t 36 7. 3 Assessin g Use rRequirement s an d Syste m Performanc e 36 7. 4 Evaluatin g Hardware an d Software Conformanc e 3 6 7. 5 Ensurin g Electroni cData Meet s Standard s an d Requirement s 3 6 8 Plannin g 4 0 8. 1 Project Plannin g Proces s 4 0 8. 2 QAP P Addend a 4 1 8. 3 Generi cQAPP s an d SAP s 4 1 8. 4 Externa l QAPP s an d Dat a 4 1 8. 5 Role s an d Responsibilitie s 4 2 9 IMPLEMENTATIO N O F WOR KPROCESSE S 4 3 9. 1 Standard Operatin g Procedure s 4 3 9. 2 SO P Writin g an d Approva l Proces s 4 3 9. 3 SO P Maintenanc e 4 4 9. 4 SO P Distributio n an d Storag e 4 4 9. 5 Wor k

Proces s Assessmen t 4 5 1 0 ASSESSMEN TAN D RESPONS E 4 5 10. 1 QualitySyste m Reviews (QSRs ) 4 5 10. 2 Interna l QualitySyste m Reviews 4 5 10. 3 "^Technica l Syste m Assessment s 4 5 10. 4 Project Assessmen t 4 6 10. 5 . DE Q Laborator yAssessment s 4 6 10. 6 Orego n Environmenta l Laborator yAccreditatio n Progra m 4 6 10. 7 Dat a Assessmen t 4 6 10. 8 Corrective-Actio n an d Respons e 4 6 1 1 QUALITYIMPROVEMEN T4 7 11. 1 QualityImprovemen t Proces s 4 7 11. 2 QualityImprovemen t a t DE Q an d Responsibilitie s 4 7 11. 3 Communicatio n an d QualityImprovemen t ..4 8AGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. of Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 4 of 5 2 

## Lis t o f Appendice s APPENDI X AACRONYM S 4 9 APPENDI X B DEFINITION S 5 1 

## Lis t o f Table s Tabl e 1 Summar

yofth e primar

ytool s tha t suppor

t th e DE Q QualitySyste m 1 8 Tabl e 2 QM S Document s an d Record s manage d at th e agenc yleve l 34 Tabl e 3 Summar

yo f I TApplication s use d b yDE Q fo rmaintainin g environmenta l dat a 3 7 

## Lis t o f Figure s Figure 1 Organizationa l structur e ofth e Orego n Departmen t o fEnvironmenta l Quality9 Figure 2 Organizatio n ofth e QualityManagemen t Syste m ..1 2 Figure 3 Conceptua l Mode l of QualityManagemen t Syste m 1 7 Figure 4 QualityAssuranc e Projec t Plannin g 2 2 Figure 5 Exampl e Documen t I D Numbe r34 Figure 6 Projec

t Plannin g 4 1 Figure 7 SO P Developmen t 4 4 Figure 8 QualityImprovemen t Proces s Cycl e 4 7AGENC YQUALIT YMANAGEMEN

TPLA N DEQ03-UB-0006-QM P Versio n 5. 0 Oregon Dept
. o f Environmenta l Qualit

y Octobe r15 . 2009

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# a-o f Richard Pederson
. DE Q Directo r Hdmmond , DE Q De Dat e Joni/H^(Timond , DE Q Deput yfflirector

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(r\ 4 (iu4A. ' Date Dat e Nin a DeConcini , Northwes t Regio n Administrato r Keit h Andersen , Wester n Regio n Administrato r Date ' 7 dJc>t / ^ ^ /litc h Wolgamott , Easter n gfegio n Administrato r Lea h Koss , Offic e o f Compliaiic e an d Enforcemen t i ^ . fO^ ^ Dat e Dat 

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## A</c:^/ / Gih a Greppo-Grove , Regiona l Q AManager , EPARegio n 1 0 Dat eAGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. o f Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 6 o f 5 2 

### 1 INTRODUCTIO N Th e Orego n Departmen t o f Environmenta l Qualitywa s formall yestablishe d i n 196 9 a s a product o fa 193 8 citize n initiativ e know n a s th e Wate rPurificatio n an d Preventio n o fPollutio n Bill
. Ove rthirtyyears afte rit s establishmen t a s a n independen t stat e agency , DE Q maintain s a missio n t o b e a leade ri n restoring , maintaining , an d enhancin g th e qualityo fOregon' s air , water , an d land
. Fo r2006-2011 , a s par

t of a n investmen t i n environmenta l excellence , DE Q identifie d it s Strategi c Direction s an d define d th e agency' s prioritywork
. DEQ' s Missio n i s "T o b e a leade ri n restoring , maintainin g an d enhancin g th e qualityo f Oregon' s air , wate ran d land " an d ou rVisio n i s "To wor k collaborativel ywit h al l Oregonian s fo ra healthy , sustainabl e environment. " DE Q fulfill s it s missio n b yengagin g i n a varietyo factivities , including ; monitorin g an d assessin g environmenta l conditions ; establishin g policie s an d rules ; issuin g permits ; cleanin g u p contamination ; enforcin g environmenta l laws ; an d educatin g businesse s an d citizen s t o encourag e pollutio n prevention
. Inheren t t o al l of thes e activitie s i s a commitmen t t o produc e qualityproduct s throug h qualitywork
. Communicatin g an d implementin g qualitywithi n DE Q i s th e primar yfunctio n ofth e agency' s quality managemen t syste m (QMS)
. Th e policies , objectives , principals , authority , responsibility , an d implementatio n o f th e QM S are describe d i n thi s document—th e DE Q QualityManagemen t Pla n (QMP)
. 1. 1 Scop e o f th e Qualit yManagemen t Pla n Althoug h th e agenc

yi s committe d t o qualityi n al l o fit s operations , a QM S tha t full yencompasse s al l DE Q activitie s i s a long-ter m projec t tha t wil l involv e th e collaboratio n an d involvemen t o fstaffan d management , at al l levels , fro m acros s th e agency . Consequently , thi s QualityManagemen t Pla n describe s a qualitysyste m fo rDE Q activitie s involvin g environmenta l data , environmenta l dat a operation s an d environmenta l tectinoloaie s a s define d i n APPENDI X B an d relevan t suppor t activities
. However , i t i s recommende d tha t th e principal s outline d withi n th e QM P b e extrapolate d t o othe roperation s a s goo d busines s practices
. Fo rth e purpose s o f thi s document , unles s specificall yreferencin g a federa l document , th e ter m "policy " i s define d a s " Ahigh-leve l overal l pla n embracin g genera l goal s an d acceptabl e procedures. " (e.g
. DEQ' s Strategi cDirection)
. 1. 2 Benefit s o f th e DE Q Qualit yManagemen t Syste m Th e successfu l accomplishmen t o f environmenta l dat a collectio n an d monitorin g activitie s require s DEQ' s tea m o f scientists , engineers , technicians , managers , an d suppor t staf ft o collect , manage , an d make informe d decision s base d o n a varietyo f environmenta l informatio n that has bee n generate d bot h internall yfro m withi n DE Q a s wel l a s externall yfro m citizens , businesses , industries , an d othe r stakeholders .wit h veste d interest s i n Oregon' s environmenta l quality
. Qualit ydat a an d informatio n constitut e th e foundatio n fo rinforme d decision-making
. Th e primar ypurpos e ofth e QM S i s t o provid e a framewor k

t o b e use d b

yDE Q t o ensure qualityi n environmenta l dat a an d information
. Th e primar y benefit s of a well-documente d QM S include : • scientifi cdat a integrity ; • justifiabl e resourc e expenditures ; • effectiv e resourc e management ; • defensibl e product s an d decisions ; • continua l proces s improvement ; an d • a healthier , cleane rOregon
. Asecondar

ybenefi t o

f a documente d QM S i s tha t i t meet s federa l requirement s mandate d b yth e U.S
. Environmenta l Protectio n Agenc y(EPA)
. 1. 3 QM P Development , Review , an d Approva l DE Q ha s a singl e QualityManagemen t Pla n tha t describe s th e QualityManagemen t System
.AGENC YQUALIT YMANAGEMEN TPLA N Orego n Dep t o f Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 7 o f 5 2 Revisio n ofth e QM P occurs minimally , o n a five-yea rcycle , o rmore frequentl yi fneeded , an d i s th e responsibilityo f th e DE Q QualityAssuranc e Officer ; however , portion s ofth e QualityManagemen t Pla n . ma yb e writte n and/o rdevelope d b yth e individual s wit h appropriat e experienc e and/o rexpertis e withi n th e agency . Representative s fro m eac h DE Q divisio n an d progra m provid e a technica l revie wofth e QM P followin g eac h revisio n t o ensur e that i t addresse s thei rnee d an d concerns . Th e finishe d documen t i s submitte d t o th e Executiv e Managemen t Tea m (EMT) fo rconcurrence . Signature byth e EM Tan d DE Q Directo rrepresent s endorsemen t an d adoptio n o fth e QM P b yth e agency . Th e DEQ-approve d documen t i s the n submitte d t o th e EPARegio n 1 0 QualityAssuranc e Offic e fo rfina l approval
. Th e approve d QM P i s poste d t o DEQ-Onlin e an d mad e publicl yavailable
. Copie s o fth e QM P ma yals o b e obtaine d directl yfro m th e QAO
. Th e most-recentl yapprove d documen t supersede s an yan d al l eariie r versions
. Wit h EPA' s approva l o f th e QMP , ODE Q hold s authoritydelegate d byEP At o implemen t DEQ' s ow n QualitySyste m an d t o approv e QArequirement s fo rdepartmenta l environmenta l project s suc h a s QualityAssuranc e Project Plan s (QAPPs)
. 1. 4 Qualit yManagemen t Pla n Structur e an d Intende d Us e Thi s documen t i s organize d int o thre e parts . Par t on e (Section s 2 an d 3) provide s a n overvie wo fth e DE Q QMS
. Sectio n 2 focuse s o n th e QMS' s structur e withi n th e agency , an d It s scop e an d applicatio n withi n th e large rframewor k o f environmenta l monitorin g an d dat a collectio n withi n th e Stat e ofOregon
. Describe d withi n thi s sectio n ar e th e roles , line s o fauthority , an d responsibilitie s ofstaffan d managemen t that suppor

t th e QMS
. Sectio n 3 describe s th e "tools " o rphysica l document s an d product s o fth e QMS
. Collectively , thes e tool s defin e qualitywithi n DE Q at th e policy , organization , program , an d projec t levels
. Moreover , th e QM S tool s documen t qualitywithi n DEQ' s environmenta l operations , an d serv e a s th e '''cbllectiv e histor

yan d memor

yo f th e agency . Par t tw o ofth e QM P (Section s 4 throug h 7 ) draw s togethe rdivers e stat e an d agenc yfunction s suc h a s personne l qualification s an d trainin g (Sectio n 4) , procuremen t o fitem s an d service s (Sectio n 5) , document s an d record s (Sectio n 6) , an d compute rhardware an d software (Sectio n 7)
. Althoug h th e scop e ofth e QM P ha s limite d applicabilityt o thes e areas , th e practice s discusse d i n section s 4 throug h 7 highligh t howthes e element s suppor t th e QualityManagemen t System
. Finally , th e thir d par

t o f th e QM P (Section s 8 throug h 11 ) focuse s o n QM S processe s an d procedure s that appl yt o projec

t specifi cactivitie s relate d t o environmenta l work , suc h a s plannin g (Sectio n Error! * Referenc e sourc e no t found.) , implementin g wor k processe s (Sectio n 9) , assessmen t an d respons e (Sectio n 10) , an d qualityimprovemen t (Sectio n 11)
.AGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. of Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 8 o f 5 2 

### 2 MANAGEMEN TAN D ORGANIZATIO N Th e DE Q QualityManagemen t Syste m (QMS ) i s a framewor k o fprocedures , practice s an d tool s use d fo rplanning , implementing , an d assessin g th e environmenta l wor k performe d b

y(o rfor) DE Q i n a systemati can d organize d manner . At th e most fundamenta l level , guaranteein g qualityi n wor k an d decision s i s th e goa l an d responsibilityo f everyon e withi n DEQ
. Th e DE Q QM S define s specifi croles , line s o f authority , line s o f communication , an d responsibilitie s o findividual s an d group s withi n th e agency . Definin g thes e relationship s withi n DE Q I s crucia l t o ensurin g that individua l an d collectiv e effort s withi n th e agenc

yresul t i n product s an d outcome s wit h a hig h degre e o fexcellence
. Furthermore , a define d QM S minimize s misunderstandings , provide s a syste m fo rresolvin g conflict , an d provide s credibilityt o th e agenc

ya s a whole
. Thi s Sectio n open s wit h th e DE Q QualityManagemen t Commitment , the n describe s th e scop e an d applicatio n o f tha t commitmen t withi n th e agency' s large rstructure . 2. 1 DEQ' s Qualit yManagemen t Commitmen t A s par t o f it s missio n t o wor k

cooperativel ywit h Oregonian s fo ra healthy , sustainabl e environment , DE Q i s committe d t o creatin g product s (e.g
. data ) an d makin g decision s base d o n informatio n wit h know n an d acceptabl e quality
. Withi n th e context o f DEQ' s environmenta l monitorin g an d assessmen t activitie s (o r an yothe ractivitie s that rel yo n o rproduc e environmenta l dat a fo rus e b yo rfo rth e agency)
. Quality Managemen t practice s shal l b e implemente d t o documen t an d ensur e that al l environmenta l dat a generated , stored , reported , o ruse d byDE Q i s o fknow n an d adequat e qualityt o fulfil l th e need s ofth e primar ydat a user . Data qualityobjective s are establishe d t o hel p produc e dat a tha t i s accurate , precise , complete , representative , comparable , an d whe n required , legall ydefensible
. Thi s applie s t o dat a generate d bot h internall ywithi n DE Q throug h th e direct effort s o fagenc ypersonnel , an d dat a tha t i s generate d externa l t o th e agency , arisin g fro m regulate d activities , contracts , inter-agencyagreements , grants , and/o rcooperativ e agreements . Th e specifi cobjective s ofth e DE Q QM S are :

T o ensure that th e intende d use(s ) o fth e dat a an d leve l o fdat a qualityneede d fo ran yspecifi c purpos e wil l b e establishe d throug h a plannin g proces s prio rt o th e star t ofdat a collectio n activities ; T o ensure that environmenta l dat a generate d an d use d byDE Q wil l b e o fknow n an d documente d quality ; T o ensure tha t DE Q activitie s mee t o rexcee d an yQualityManagemen t requirement s mandate d throug h stat e o rfedera l regulations , o ran yothe rcontractua l agreements ; T o establis h a standard se t of qualityguideline s t o b e followe d b yal l environmenta l program s an d divisions ; T o ensure tha t QualityManagemen t practice s are implemente d i n externa l procurement s o r service-agreement s (e. g contracts ) that resul t i n environmenta l dat a reporte d t o th e agency ; T o defin e a suppor

t syste m fo rmeasurin g an d ratin g th e qualityo fagenc yenvironmenta l data ; T o provid e QualityManagemen t an d directio n fo rdata collection , assessment , an d managemen t activities ; T o asses s an d repor

t t o senio rmanagemen t o n th e adequac yofth e DE Q QMS ; an d T o documen t th e QM S i n a QualityManagemen t Plan
. 2. 2 DE Q Organizationa l Structur e DE Q i s organize d int o th e Offic e ofth e Director , whic h i s accountabl e t o th e Environmenta l Quality Commissio n (EQC) , a n externa l oversigh t board , an d eigh t regions/division s whic h repor t t o th e Deput

y Director
. Al l functiona l group s o rindividual s withi n th e Offic e ofth e Director , th e regions , o rth e division s whic h produc e o rus e environmenta l dat a fal l withi n th e scop e ofth e QMS
. (Se e Figure 1 Organizationa l structur e o f the'Orego n Departmen t of Environmenta l Quality)AGENC YQUALIT YMANAGEMEN TPLA N DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. of Environmenta l Quality Octobe r15 , 200 9 Pag e 9 of 5 2

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Figur e 1 Organizationa l structur e ofth e Orego n Departmen t o f Environmenta l Qualit y Th e agenc ydirecto ri s accountabl e t o th e Environmenta l Qualit yCommission
. Th e Offic e ofth e Directo r manage s a numbe ro f functions , including : Complianc e an d Enforcement ; an d th e Managemen t Service s Division
. Th e seve n divisions/regions , whic h ar e th e mos t directl yresponsibl e fo rth e collection , generation , an d us e o fenvironmenta l data , repor t t o th e Deput yDirector
. Althoug h th e positio n i s locate d withi n th e Laborator yan d Environmenta l Assessmen t Divisio n (LEAD) , th e Qualit yAssuranc e Office r (QAO ) lead s th e agency' s Qualit yManagemen t Syste m throug h th e authorit yo f th e Deput yDirector
. 2.2. 1 Offic e ofth e Directo rI Deput yDirecto r Th e Offic e o fth e Directo r/ Deput yDirecto roversee s al l o fDEQ' s activitie s throug h th e Executiv e Managemen t Tea m (EMT ) an d th e Operationa l an d Divisiona l Administrator s Meeting s (ODAM)
. I n addition , th e Offic e o f Complianc e an d Enforcemen t report s t o th e Deput yDirector
. Althoug h th e Offic e ofth e Directo rplay s a les s direc t rol e i n environmenta l dat a collectio n an d usage , operation s withi n th e Offic e hav e directiona l oversigh t o fthos e activitie s withi n th e division s an d regions
. Som e o f th e activitie s conducte d b yth e Offic e o f th e Directo rtha t ar e withi n th e scop e o f th e QM S include :
• coordinatio n o f activitie s o f th e DE Q division s • chai ro fth e EM Tan d ODA M group s • initiatin g environmenta l complianc e an d enforcemen t action s 2.2. 2 Managemen t Service s Divisio n Th e Managemen t Service s Divisio n provide s specifi cservice s i n Governmen t Relations , Communication s an d Outreach , Huma n Resources , Budge t an d Finance , Busines s Systems , Informatio n Technology , an d Healt h an d Safet ysuppor t fo rth e agency . A s wit h th e Offic e o f th e Director , th e Managemen t Service s divisio n doe s no t pla ya direc t rol e i n th e environmenta l dat a collectio n an d usag e aspect s o f DEQ , however , the yar e instrumenta l i n directl ysupportin g th e activitie s o f th e othe rdivision s an d regions
. 2.2. 3 Ai rQualit yDivisio n DEQ' s Ai rQualit yDivisio n work s t o prevent , address , an d solv e ai rqualit yissue s an d challenge s i n th e state , including : • enforcin g stat e environmenta l regulation s an d th e federa l Clea n Ai rAct ; • monitorin g ai rqualit yan d measurin g ai rpollutants ;AGENCYQUALIT YMANAGEMEN TPLA N Orego n Dept
. o f Environmenta l Quality DEQ03-LAB-0006-QM P " Octobe r15,200 9 Versio n 5. 0 . Pag e 1 0 of 5 2

• developin g an d implementin g ai rpollutio n reductio n strategies ; an d • providin g educatio n an d technica l assistanc e t o intereste d groups . Som e o f th e specifi cactivitie s conducte d b yth e Ai rQualityDivisio n tha t are withi n th e scop e o fth e QM S include : managin g th e state' s ambient , asbestos , toxics , stationary , area , an d mobil e sourc e programs ;

managin g federa l grant s an d contract fun d processes ; overseein g ambien t ai rmonitoring/sampling ; permittin g stationar

ypoin t sources ; coordinatin g sourc e self-monitorin g activities ; estimatin g ai rpollutio n emission s an d evaluatin g thei rimpacts ; modelin g ai rqualitydispersion ; and , j developin g an d managin g electroni cdat a storag e systems . 2.2. 4 Wate rQuaUt yDivisio n DEQ' s Wate rQualityDivisio n wori<s t o protec t Oregon' s publi cwate rfo ra wid e rang e o fuses , suc h a s drinking , fishing , irrigation , swimming , etc . Majo rdutie s o fth e divisio n include : • establishin g wate rqualitystandard s fo rOregon' s surfac e wate ran d groundwate rresources ; • issuin g permit s an d inspectin g wastewate rsystem s t o contro l wast e discharge s t o th e state' s surfac e wate ran d groundwater ; • providin g technica l assistanc e t o cities , industries , an d watershe d councils ; an d • assistin g loca l government s an d landowners t o obtai n financin g fo rwate rqualityimprovemen t projects
. Som e of th e specifi cactivitie s conducte d byth e Wate rQualityDivisio n that are withi n th e scop e ofth e QM S include : • settin g wate rqualitystandard s t o protec t "beneficia l uses " suc h a s recreation , fis h habitat , drinkin g wate rsupplies , an d aesthetics ; • regulatin g municipa l wastewate rsewag e treatmen t plant s an d industria l dischargers throug h permits ; • addressin g non-poin t source s ofpollutio n wher e waste s o rcontaminant s ca n b e conveye d t o surfac e o rgroun d wate runde rSectio n 31 9 o fth e Clea n Wate rAct ; an d • determinin g Tota l Maximu m Dail yLoad s (TMDLs ) o n "wate rqualitylimited " streams . 2.2. 5 Lan d Qualit yDivisio n DEQ' s Lan d QualityDivisio n works t o protec t huma n healt h an d th e environmen t b ymanagin g an d preventin g wast e a s wel l a s effectivel ycleanin g u p hazardou s material s that have entere d th e environment
. Majordutieso f th e diviisio n include : • implementin g program s fo rsolid - an d hazardous-wast e managemen t an d undergroun d storag e tanks (USTs) ; • issuin g permit s t o hazardou s wast e facilities , USTs , an d soli d wast e landfills ; • providin g assistanc e t o businesse s t o hel p wit h pollutio n preventio n an d compliance ; • regulatin g an d providin g technica l assistanc e fo rbusinesse s that produc e hazardou s waste , an d helpin g thes e businesse s pla n fo ran d reduc e th e amoun t o fwast e generated ; • implementin g th e Orego n Recyclin g Act an d othe rstat e law s pertainin g t o recyclin g an d wast e reduction ; • overseein g response s t o spill s ofhazardou s substances ; • assessin g site s impacte d b yhazardou s substances ;

_• overseein g sit e cleanup s b yresponsibl e parties , an d managin g th e Voluntar yCleanu p an d " Sit e Respons e programs ; an d • cleanin g u p site s wher e th e responsibl e partyi s unknown , unable , o runwillin g t o pa y(orpha n sites)
. Som e ofth e specifi cactivitie s conducte d b yth e Lan d QualityDivisio n that are withi n th e scop e ofth e QM S include : • conductin g preliminar yassessments , remedia l investigations , an d feasibilitystudies , investigations , clean-u p activities , an d remedia l action s a t site s impacte d byhazardou sAGENC YQUALITYMANAGEMEN TPLA N Orego n Dept
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substances ; administerin g activitie s associate d wit h th e dispositio n o fstat e Superfun d monies ; collectin g environmenta l samples ; managin g contract s t o collect samples ; analyzin g an d interpretin g data ; managin g stat e contract fund s an d cos t recover yprograms ; overseein g externa l environmenta l monitorin g an d measuremen t activities ; managin g th e Tan k

Progra m an d Hazardou s Wast e Program , includin g Hazardou s Wast e disposal
. Hazardou s Wast e Generato rtracking , Undergroun d Storag e Tanks , Toxic s us e Reduction , Landfills , Resourc e Recovery , an d Wast e Reduction ; an d • overseein g self-monitorin g an d measuremen t activities
. 2.2. 6 Laborator yan d Environmenta l Assessmen t Divisio n (LEAD ) DEQ' s LEA D provide s th e "repor t card " fo rth e qualityo fOregon' s environmen t byevaluatin g th e effectivenes s o f man yenvironmenta l programs . Majo rdutie s ofth e divisio n include : • conductin g monitorin g program s t o asses s environmenta l statu s an d trends ; • collectin g ai rsample s fo ranalysi s an d monitorin g ai rpollutan t concentrations ; • collectin g wate rsample s fro m rivers , lakes , streams , a s wel l a s groundwate ran d soli d an d hazardou s wast e site s • monitorin g livin g organism s i n wate rbodie s aroun d th e stat e a s measurement s o foveral l strea m health ; ; Z
. • identifyin g an d quantifyin g inorgani c(e.g. , nutrients , metals ) an d organi c(e.g. , petroleu m products , pesticides ) i n air , water , waste , soil , sediment , vegetabl e matter , an d anima l tissue ; an d '•' ' • accreditin g laboratorie s unde rth e Orego n Environmenta l Laborator yAccreditatio n Progra m (ORELAP ) tha t analyz e environmenta l samples
. Som e of th e specifi cactivitie s conducte d byth e LEA D tha t are withi n th e scop e o fth e QM S include : • providin g technica l an d analytica l suppor t fo rth e collectio n an d analysi s o fenvironmenta l samples ; • processing , analyzing , reporting , an d recommendin g suitabl e use s fo renvironmenta l dataft
. acros s al l programs ; • analyzin g spli t sample s wit h agenc ycontract laboratorie s a s wel l a s municipa l an d industria l permittees ; an d • • providin g state-wid e suppor t t o DE Q divisiona l an d regiona l offices , externa l monitorin g group s an d analytica l laboratories
. 2.2. 7 Northwes t Region , Wester n Region , an d Easter n Regio n Division s Th e thre e DE Q regiona l division s exercis e managemen t responsibilitie s acros s al l th e agency' s programs , an d conduc

t th e majo roperation s ofth e fou rdivision s withi n specifi cgeographi cregions
. Som e ofth e activitie s conducte d b yth e region s tha t ar e withi n th e scop e ofth e QM S include : • permittin g an d complianc e • inspectin g variou s facilitie s (i.e. , stationar yai rsources , domesti can d industria l wate r treatmen t facilities , municipa l an d hazardou s wast e disposa l sites) ; • investigatin g spil l complaints , an d remedia l actio n sites ; • collectin g environmenta l samples , analyzin g data , an d recommendin g howdat a wil l b e use d • initiatin g samplin g fo rth e purpos e ofbringin g Civi l o rCrimina l actio n agains t violators ; an d • overseein g environmenta l monitorin g an d measuremen t activitie s b yexterna l sources . • permittin g injectio n system s an d inspectin g septi csyste m installation s 2. 3 Qualit yManagemen t Syste m Structur e & Responsibilitie s Sinc e qualityi s fundamentall yth e responsibilityo feveryone , th e DE Q QM S i s buil t fro m an d supporte d b y th e resource s o f th e agenc ya s a whol e ()
. Th e DE Q deputydirecto rhold s overal l responsibilityfo rth e development , implementation , an d maintenanc e o fth e QMS
. However , responsibilityfo rmanagin g th e day-to-dayoperation s ofth e QM S fall s t o th e QualityAssuranc e Office r(QAO)
. To ensur e tha t al l interest s are represente d i n th e developmen t an d implementatio n ofth e QM S acros sAGENC YQUALIT YMANAGEMEN

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y Octobe r15 , 200

9 Pag e 1 2 o f5 2 th e agency , eac h progra m appoint s a QMS-Coordinato r(QMSC ) that serv e a s th e QAQ' s liaiso n t o eac h o f th e individua l wor k

units
. Moreover , eac h QMS C act s a s a direct poin t o fcontac t fo rQM S informatio n withi n his/he rprogram . An yQM S concern s ofth e progra m ca n b e communicate d t o th e Executive Managemen t Tea m (EMT) throug h th e QMS C an d QAO
. Note : Fo rth e purpose s of thi s documen t an d practicality , th e QualityManagemen t Syste m Coordinators an d th e acrony m QMS C ca n refe rt o eithe ra n individua l o rmultipl e individual s withi n a divisio n o roffic e dependin g o n howthe yare structured
. Executiv e Managemen t Tea m
Director/Deput y Directo r

Figur e 2 Organizatio n o f th e Qualit yManagemen t Syste m At th e core o f th e DE Q QualityManagemen t Syste m are th e QualityAssuranc e Office r(QAO ) an d QualityManagemen t Syste m Coordinators (QMSCs)
. AQMS C o rQMS-Tea m i s appointe d fro m eac h divisio n an d regio n an d serve s as th e primar ypoin t of contac t fo rth e QualityAssuranc e Office r(QAO)
. Th e QAO report s t o th e Executive Managemen t Tea m (EMT) throug h th e Laborator yan d Environmenta l Assessmen t Divisio n Administrato r(DA ) an d th e Deput

yDirector
. Communicatio n betwee n th e QAO , Deput yDirector , an d Laborator yD Ai s facilitate d b

ysemi-annua l meetings
. 2.3. 1 Senio rManagemen t Responsibilityfo rfollowin g th e strategi cdirectio n an d accomplishin g th e missio n o fDE Q a s wel l a s th e successfu l implementatio n ofth e QMS , reside s wit h senio rmanagement . Th e resource s necessar yt o implemen t th e QM S are identifie d an d budgete d b yEMT
. Consequently , th e QM S an d th e rol e ofth e QAO are recognize d an d endorse d b ysenio rmanagement . Moreover , th e Directo ran d Deput yDirector , wit h th e EMT , issue/endors e policie s an d procedure s i n suppor t ofth e QM S an d overse e it s implementatio n agency-wide
. Semi-annua l meeting s betwee n Senio rManagemen t representative s (i.e. , th e Deputy'Directo ran d Laborator yDA ) an d th e QAO facilitat e communicatio n betwee n th e QM S staf fAGENC YQUALITYMANAGEMEN TPLA N

DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dep t o fEnvironmenta l Quality Octobe r 15 , 200 9 ^ Pag e 1 3 o f 5 2 an d EMT
. 2.3. 2 Qualit yAssuranc e Office r Th e QA O oversee s th e day-to-da yoperation s o fth e QM S b ydevelopin g a comprehensiv e QM S strateg y an d ensurin g tha t i t i s applie d uniforml yt o environmenta l dat a collectio n an d analysi s activitie s i n th e agency . Furthermore , th e QA O i s responsibl e fo rprovidin g QM S informatio n t o senio rmanagemen t an d solicitin g endorsemen t o fQM S policie s an d practice s fro m th e EMT
. Managemen t responsibilitie s o f th e QA O include :

Actin g a s primar ycontac t fo rQM S issue s withi n th e agenc y Documentin g an d updatin g th e QM S i n th e QMP ; Solicitin g th e endorsemen t o fQM S procedure s an d practice s fro m senio rmanagement ; Facilitatin g developmen t o f an d approvin g Qualit yAssuranc e Projec t Plan s (QAPPs) ; Reviewin g th e implementatio n o f QAPP s an d providin g guidanc e o n evaluatin g th e adequac y o fth e dat a generated , base d upo n identifie d dat a needs ; Identifying , negotiating , an d respondin g t o specifi cQM S deficiencie s identifie d throug h syste m an d technica l audits ; Arbitratin g QM S problem s an d disputes ; Respondin g t o request s fo rguidanc e an d technica l assistance ; Informin g senio rmanagement , regiona l managers , an d Q ACoordinator s o f ne wlegislatio n and/o rregulation s whic h impac t QM S activities ; Conductin g an d participatin g i n Syste m an d Performanc e Audit s o f environmenta l monitorin g programs ; Actin g a s a liaiso n betwee n DE Q an d othe rstat e an d federa l agencie s o n QM S matters ; Coordinatin g wit h writer s an d recipient s o f gran t monie s t o ensur e tha t appropriat e QM S requirement s ar e implemented ; Coordinatin g th e trainin g o f staf fo n QM S principals ; Assistin g an d supportin g th e QMSC s effort s withi n th e environmenta l programs ; an d Communicatin g th e statu s o fth e QM S t o Senio rManagemen t throug h th e preparatio n an d revie wo fa n Annua l QM S Report
. 2.3. 3 QMS-Coordinator s Wit h th e QAO , th e QMS-Coordinator s (QMSC ) suppor t th e developmen t an d implementatio n ofth e QM S i n th e individua l region s an d divisions
. Th e QMSC s suppor t th e QA O i n th e developmen t o f QM S procedure s an d practice s b yrepresenting'thei rwor k groups ' interests
. Specifi cresponsibilitie s include : Servin g a s th e primar ypoin t o fcontac t withi n thei rprogra m fo rQM S issues ; Coordinatin g wit h th e QA O t o identif yneed s relate d t o planning , implementing , an d assessin g th e QMS ; Providin g assistanc e t o Projec t Manager s wit h th e development , review , an d approva l o f QAPPs ; Providin g assistanc e t o Projec t Manager s an d staf fi n th e validatio n o f environmental-relate d data ; Assistin g gran t writer s an d gran t recipient s (bot h interna l an d extemal ) i n understandin g an d complyin g wit h QM S requirements ; Informin g th e QA O o n program-specifi cQM S issue s t o b e incorporate d i n a n Annua l QM S Repor t t o Senio rManagement ; an d Overseein g an yspecifi cQM S requirement s uniqu e t o thei rprograms . 2.3. 4 Projec t Manager s Projec t Manager s assum e responsibilit yfo rindividua l environmenta l studie s o ractivities
. The yar e activ e i n th e developmen t o f QAPP s an d coordinat e activitie s throughou t th e lif e o f a project
. Specifi c responsibilitie s include : • Assemblin g projec t team s an d preparin g QAPPs ; • Definin g projec t Dat a Qualit yObjective s (DQOs) ; • Assistin g contractors , gran t recipients , an d th e regulate d communit ywit h th e preparatio n o f QAPPs ; • Reviewin g an d approvin g QAPP s prepare d an d submitte d b yexterna l gran t recipient s an dAGENC YQUALIT YMANAGEMEN TPLA N Orego n Dep t of Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 ^ Pag e 1 4 of 5 2 contractors ; • Implementin g projec

t activitie s a s describe d i n th e QAPPs ; • Reportin g dat a qualityissue s bac k t o th e projec

t team ; • Initiatin g Technica l Syste m Assessment s (TSAs ) a s require d o rneeded ; an d • Assessin g an d reportin g o n dat a quality , base d upo n th e project' s Data QualityObjective s (DQOs)
. 2.3. 5 Sampl e Collector s Personne l responsibl e fo rth e collectio n o fenvironmenta l sample s mus t have a fuHworkin g knowledg e an d understandin g o f th e specifi cqualityaspect s o fa project
. Specifi cresponsibilitie s include : • Understandin g an d implementin g th e QAP P durin g sampl e collection ; • Verifyin g th e prope rfunctionin g ofal l equipmen t prio rt o th e commencemen t o ffiel d activities ; • Ensurin g th e appropriat e typ e an d quantityofsampl e containers , includin g preservatio n requirements , ar e availabl e fo rfiel d activities ; • Followin g an d implementin g al l standard fiel d QualityContro l measure s a s describe d th e DE Q Fiel d Samplin g Referenc e Guid e an d Mod e o fOperation s Manua l (MOMs) ; • Recordin g al l fiel d dat a i n a n approve d an d accepte d marine ra s specifie d i n th e QAPP ; • Ensurin g tha t al l sample s are collected , preserved , labeled , packaged , an d shippe d t o laboratorie s i n th e appropriat e manner ; an d • Followin g al l Standard Operatin g Procedure s (SOPs ) an d lega l requirement s t o ensure tha t sample s ar e collecte d i n a qualityand , i frequired , legall ydefensibl e manner . 2.3. 6 Projec t an d Suppor t Staf f Analytical , technical , an d suppor t staff acros s DE Q playcrucia l role s i n th e QMS
. Fo rth e purpose s o fth e QMP , projec

t an d suppor

t staff includ e thos e tha t have th e responsibilityfo rcalculating/generating , assembling , an d ensurin g th e qualityo f environmenta l dat a o n a day-to-daybasis
. Specifi cstaff responsibilitie s include :

Followin g th e policie s an d procedure s o fth e QM S a s describe d i n th e QMP ; Developin g an d revisin g Standard Operatin g Procedure s (howeve rnamed) ; Followin g project plan s a s specifie d i n QAPPs ; Completin g tasks i n a timel ymanner ; Verifyin g analytica l dat a use d b yth e agency ; Providin g suppor

t an d dat a interpretatio n t o en d users ; an d Conductin g al l dutie s wit h professiona l integrity
. 2.3. 7 LEA D Role s an d Responsibilitie s Th e LEA D i s responsibl e fo rplanning , collecting , analyzing , reporting , verifying , validating , storing , an d providin g acces s t o larg e quantitie s o f environmenta l data
. Th e policie s an d practice s ofth e LEA D directl yaffec

t th e overal l DE Q QMS
. 2.3.7. 1 LEA D Administrator
. Th e LEA D Administrato roversee s al l LEA D operation s an d ensure s tha t sampl e collection , analysis , an d reportin g activitie s suppor t th e QMS
. Th e Laborator yD Aals o act s a s a condui t fo rroutin e communicatio n betwee n th e QAO an d Deput yDirector
. Specifi cresponsibilitie s ofth e Laborator y Administrato rinclude : • Communicatin g routin e QM S update s fro m th e QAO t o th e Deput yDirecto ran d EMT ; • Directin g an d overseein g th e LEAD' S QualityAssurance/QualityContro l (QA/QC ) program ; • Endorsin g an d ensurin g that th e Qualit ypojicie s ar e implemente d acros s monitoring , analytical , an d dat a managemen t activitie s conducte d b yth e Laboratory ; • Approvin g th e Laboratory' s Qualit yManual , th e Fiel d Samplin g Referenc e Guide , th e Watershe d Assessmen t Mod e ofOperation s Manua l (MOMs) , an d othe rdocument s tha t directl ysuppor

t th e agency' s QMS ; • Ensurin g tha t dat a produce d an d manage d b yth e laborator

yadhere t o th e Laboratory' s standards ; an d • Representin g th e Laboratory' s interest s t o th e EMT
.AGENC YQUALITYMANAGEMEN TPLA N Orego n Dept
. of Environmenta l Qualit y DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 . Pag e 1 5 of5 2 2.3.7. 2 Laborator yQualit yAssuranc e Team
. Th e Laborator

yQualityAssuranc e Tea m represent s th e analytica l sectio n withi n th e Laboratory
. The yare responsibl e fo rdeveloping , reviewing , revising , adapting , an d assessin g th e Laboratory' s interna l Qualif y System s - whic h ma

yinclud e almos t al l facet s ofdat a qualityfro m projec t plannin g t o dat a archiving
. Specifi cresponsibilitie s of th e Laborator yQualityAssuranc e Tea m include : • Preparin g an d revisin g th e Laborator yQualityManual ; • Directin g th e preparatio n an d maintenanc e o fth e Laboratory' s administrativ e an d technica l Standard Operatin g Procedure s (SOPs) ; • Performin g interna l QualitySyste m Review s an d Technica l Syste m Audits ; an d • Establishin g policie s an d procedure s withi n th e Laborator ytha t are consisten t wit h an d > suppor

t th e QM S an d agency' s mission
. 2.3.7. 3 Sectio n Managers
. - Th e fiv e sectio n managers withi n LEA D are directl yinvolve d wit h planning , collecting , analyzing , an d * reportin g environmenta l dat a produce d byth e Laboratory
. The yals o provid e direct assistanc e i n : interpretin g an d validatin g dat a submitte d t o th e agenc yfro m externa l sources . Specifi cresponsibilitie s ' • include : • Assistin g wit h technica l aspect s o fQA/Q C a s i t relate s t o air , water , chemistry , biology , microbiology , meteorology , fiel d operations , dat a processing , etc. ; ' ; • Assistin g Projec t Managers an d planners i n determinin g what dat a qualitylevel s ar e realisticall yachievabl e an d desirabl e throug h specifi cenvironmenta l monitorin g an d measuremen t activities ; • Ensurin g Laborator

yoperation s adher e t o project specifications ; • Developin g an d reviewin g Standard Operatin g Procedure s (SOPs) ; • Assistin g wit h an d conductin g interna l technica l an d Q S audit s withi n th e laboratory ; • Providin g managemen t oversigh t i n th e dat a verificatio n process ; • Developing , reviewing , an d maintainin g al l appropriat e QualityContro l checks an d quality system s withi n th e LEAD ; • Assurin g tha t technica l method s use d i n projects.ar e appropriat e fo rth e intende d projec t an d analytica l requests ; an d • Ensurin g tha t appropriat e correctiv e action s are documented , implemente d i n a timel y manner , followe d byal l Laborator ystaff , an d resul t i n dat a qualityimprovements
. 2.3.7. 4 LEA D Technica l Staff
. Technica l staff provid e analytica l service s an d ac t a s technica l reference s t o th e entire agenc yan d th e public
. Specifi cTechnica l Staff responsibilitie s include :

Followin g al l QA/Q C policie s an d procedure s describe d i n th e Laboratory' s QualityManual ; Developin g an d revisin g Standard Operatin g Procedure s (SOPs) ; Analyzin g environmenta l sample s i n a manne rthat i s consisten t wit h projec t specifications ; (Fiel d measurement s a s wel l a s laborator ymeasurements ) Analyzin g sample s i n a timel ymanner ; Verifyin g analytica l dat a produce d bot h internall yan d externall yt o th e agency ; Remainin g curren t wit h analytica l methodologie s an d techniques ; Participatin g i n Proficienc yTestin g (PT) studie s an d othe rquality-relate d activitie s (e.g. , round-robins , spli t samplings , etc.) ; Providin g specifi canalytica l suppor t an d dat a interpretatio n t o en d users ; an d Conductin g al l laborator

yoperation s an d dutie s wit h professiona l integritya s define d th e DE Q Laborator

yQualityManual
. ' 2.3. 8 ORELA P Inspector s Th e Orego n Environmenta l Laborator yAssessmen t Progra m (ORELAP ) i s importan t portio n t o th e DE Q QMS
. Inspectors fro m DEQ , th e Orego n Departmen t o fHuma n Service s (DHS) , an d th e Orego n Departmen t o f Agricultur e (ODA) certif yenvironmenta l laboratories , thereb yensurin g that environmenta l dat a submitte d t o DE Q meets stat e an d nationa l standard s establishe d b yth e Nationa l Environmenta lAGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. of Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 1 6 of 5 2 Laborator yAccreditatio n Progra m (NELAP ) i n cooperatio n wit h EPA
. Althoug h ORELA P fall s outsid e th e scop e o f DE Q authorify , th e agenc ysupport s th e progra m and , hence , bears som e responsibilif yfo rit s succes s an d applicatio n t o th e QMS
. ORELAP-accredite d laboratorie s have undergon e a thoroug h revie wo f al l documents , procedures , an d policie s associate d wit h thei ranalysi s an d productio n of environmenta l data
. Consequently , dat a receive d fro m accredite d laboratorie s i s know n t o b e fro m source s tha t maintai n level s of qualityconsisten t wit h accepte d standards
. 2.3. 9 Non-DE Q Organization s DE Q canno t defin e th e role s an d responsibilitie s o fnon-DE Q organization s beyon d what i s specifie d i n Federa l o rStat e Regulations , o ri n individua l contractua l agreements . DE Q Projec t Manager

s have th e responsibilityfo rensurin g tha t al l relevan t QM S requirement s are specifie d i n externa l agreements . Moreover , th e Projec

t Manage rshoul d ensure tha t al l relevan t qualitydocumentatio n (e.g. , QAPPs , SOPs , QA/Q C data , etc. ) are submitte d t o an d reviewe d b yDE Q i n a timel ymanner . A s appropriate , th e Projec t Manage rma

yschedul e technica l an d syste m audit s o fnon-DE Q organization s t o verif y adherenc e contractua l requirement s an d conformanc e t o th e QMS-standards
.AGENC YQUALIT YMANAGEMEN TPLA N DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. o fEnvironmenta l Qualit y Octobe r15 , 200 9 Pag e 1 7 o f 5 2 

### 3 QUALITYSYSTE M COMPONENT S Th e DE Q QualityManagemen t Syste m (QMS ) i s a structure d an d documente d syste m that provide s a basi cframewor k

fo rensurin g tha t th e agency' s environmenta l program s an d decision s are supporte d b y dat a o f th e type an d qualityneede d an d expecte d fo rthei rintende d use . Th e basi cframewor k ofth e QM S encompasse s management , administrative , an d technica l activitie s pertinen t t o th e planning , implementing , assessing , an d improvin g o fQualityManagemen t activitie s withi n th e agency . Communicatin g th e goal s ofth e QM S an d providin g educationa l resource s are a s muc h a par t ofth e QM S a s documentin g activities , plannin g projects , an d makin g syste m improvements
. Th e focu s ofthi s Sectio n i s t o describ e specifi c"tools " an d requirement s tha t reall ybuil d th e DE Q QMS
. Thi s Sectio n doe s not describ e howt o us e thes e tools ; th e processe s an d procedure s fo rusin g man yo fthes e tool s are describe d i n Section s 8 throug h 11 .
•DEFENSIBL E PRODUCT S S DECISION S

PROJEC T U U : : - . - • —— — c a Dat a Qualit yObjeaive s (DQOs ) 1 3 Qualit yAssuranc e Projec t Plan s (QAPPs ) Q Samplin g Si Analysi s Plan s (SAPs ) 3 Technica l Syste m Assessment s (TSAs ) Q C Dat a Validatio n a Veriffcatio n - . , . O Q Dat a Qualit yAssessmen t (DOA ) Dat a Qualit yMatri x

Z C C Q
. L U Z )

_ J C Q POLIC Y 4 8 CF R Par

t 4 6 48CGRPart3 l 4 8 CF R Par

t 3 3 ANSI/ASQ C E 4 DE Q Missio n g ORQANIZATIQIWPROGRA M f^ : QualityManagemen t Syste m (QMS ) •^Qualit yManagemen t Pla n (QMP ) ^ QualitySyste m Review s (QSR ) • 3 Annura l FteviewS Plannin g O QM S Trainin g

DE Q Strategi cDirectio n • ' Figur e 3 Conceptua l Mode l o f Qualit yManagemen t Syste m Th e QM S ca n b e conceptuall ymodele d a s th e constructio n o f a building
. Policie s serv e as th e blueprint s fo rth e QMS
. Th e foundatio n i s establishe d a

t th e Organizationa l an d Programmati clevels
. Th e structure ofth e syste m i s derive d fro m project-leve l activities
. Defensibl e product s an d decision s represen t th e visibl e publi cfac e o fth e QMS
. 3. 1 Conceptua l Mode l o f th e DE Q Qualit yManagemen t Syste m Th e DE Q QM S ca n b e conceptuall yillustrate d a s a building
. Policie s an d Standard s are th e constructio n standard s an d blueprint s tha t ar e use d t o pu t th e buildin g together ! Withou t th e blueprint s an d constructio n standards , th e buildin g ma yneve rb e built , ma

yb e incomplete , o runsound
. Operation s withi n th e Organizatio n an d Program s giv e th e buildin g it s foundatio n an d provid e a soun d basi s upo n whic h th e QM S ca n b e built
. Individua l Project s fram e th e QM S an d giv e i t shap e an d form
. Finally , Defensibl e Product s an d Decision s giv e th e QM S it s finishe d appearance . DE Q relie s o n ai l offou ro f thes e element s (Policie s an d Standards , Organization/Program , Projects , an d Defensibl e Product s an d Decisions ) t o construct a soun d QM S that wil l stan d stron g agains t variou s challenges
. Like constructin g a building , al l ofth e individua l element s are importan t an d playimportan t roles
. Th e remainde rofthi sAGENCYQUALIT YMANAGEMEN TPLA N DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. o f Environmenta l Quality Octobe r15 , 200 9 Pag e 1 8 of5 2 sectio n describe s th e individua l "tools " (summarize d i h Error ! Referenc e sourc e no t found. ) associate d wit h thre e o f th e fou rconstructio n element s ofth e DE Q QMS—Policie s an d Standards , Organization/Program , an d Projects
. Tabl e 1 Summar yo f th e primar ytool s tha t suppor t th e DE Q Qualit y

•

( 0 " S ( D T 3 ( 0 W • D c ro ( 0 0 ) ' o " o Q
.

E 1 5 O ) o Q
. " £ g f a N c ro E > O

• 5 Q
. Too l DE Q Strategi cDirection s Federa l policies :

. 4 8 CF R Par t 4 6

. 4 0 CF R Par t 3 1
• 4 0 CF R Par t 3 5

. EP AOrde rCI O 2105. 0 ANSI/ASQ C E4-199 4 Qualit yManagemen t Pla n (QMP ) Qualit ySyste m Review s (QSRs ) Annua l QM S Repor t Staf f Trainin g Variou s Suppor t Resource s Qualit yAssuranc e Projec t Pla n (QAPP ) Samplin g an d Analysi s Pla n (SAP ) Dat a Qualit yObjective s (DQOs ) Standar d Operatin g Procedure s (SOPs )
Technica l Assessment s Dat a Processing, ' Verification , an d Validation- - Dat a Qualit yAssessmen t (DQA ) Purpos e . Describe s th e purpose s an d goal s o fDE Q Describe s th e nee d fo ran d mandate s a QM S fo rrecipient s o ffedera l funds
. Establishe s Q Arequirement s fo rrecipient s o ffedera l contract s

Conformanc e standard s adopte d an d mandate d b yEP Afo restablishin g QM S Document s DEQ' s Qualit ySystem s Evaluate s th e effectivenes s o fth e DE Q QM S Yearl ysummar yt o senio rmanagemen t o n th e statu s o fDEQ' s QM S Keep s DE Q personne l u p t o dat e wit h Q S policies , procedures , an d requirement s Additiona l resource s designe d t o suppor t th e agenc/ s Q S Describe s al l th e technica l an d qualit yaspect s o fspecifi cproject s Describe s th e samplin g an d analytica l detail s withi n th e contex t o fa paren t QAP P Par t o fth e QAP P tha t specificall ydescribe s th e dat a qualit yspecification s fo ra projec t Provide s detaile d instruction s o f routin e activitie s
Evaluate s an d document s th e implementatio n an d effectivenes s o f th e QAP P Proces s o fdeterminin g ifth e dat a meet s th e QAP P collectio n specifications.
. Determine s th e qualit yo fdat a set s fo r decision-makin g o rmeetin g th e intende d dat a us e Syste m Responsibl e Part y DE Q Directo r Federa l

ANSI/ASQ C DE Q QA O QA O an d EP A QA O QA O Variou s Projec t Manage r Projec t Manage r o rdesignate d Fiel d Manage r Projec t Manage r Individua l directl y responsibl e fo rth e activit y Projec t Manager , QAO , o rQMS C Projec t Staff
. Projec t Staf f Reviewer / Approva l EM T Federa l

ANSI/ASQ C EM Tan d EP A EP A EM T QA O Variou s QA O o r designe e QA O o r designe e QA O o r QMS C Technica l Reviewe r and/o rSectio n Manage r QA O Projec t Manage r Projec t Manage rAGENC YQUALITYMANAGEMEN TPLA N

DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. o f Environmenta l Quality Octobe r15 , 200 9 Pag e 1 9 of 5 2

( 0 o o h c o O £ O Too l Laborator yQualityManua l (LQM )
Fiel d Samplin g Referenc e Guid e (FSRG )
Watershe d Assessmen t Mod e ofOperation s Manua l QualityAssuranc e Guidelines-NPDE S an d WPC F Self-Monitorin g Laboratorie s Program-Specifi cQuality Assuranc e Policie s Purpos e Describe s th e DE Q Laboratory' s Qualit y Syste m policie s an d procedure s
Provide s guidanc e fo rplannin g fiel d activitie s

Describe s th e processe s an d procedure s use d durin g wate rqualityfiel d activitie s Provide s guidanc e t o NPDE S an d WPC F permi t holders collectin g an d submittin g monitorin g dat a t o th e agenc y Document s an yQApolicie s specifi ct o Program s withi n th e agenc ytha t are not otherwis e discussed
. Responsibl e Part y La b Q AOffice r an d Quality Assuranc e tea m (QAT) La b Q AOffice r an d Quality Assuranc e tea m (QAT ) La b WSA Manage r La b Q AChemis t Progra m Manager s Reviewer/

Approva l La b Q AOffice r an d Quality Assuranc e tea m (QAT) La b Q AOffice r an d Qualit

y Assuranc e tea m (QAT) QAO an d La b D A QA O an d Progra m Manager s QAO an d D

A Possibl yEPA
3. 2 Polic yComponent s Policy , federa l regulation s an d conformanc e standard s ar e th e blueprint s ofth e DE Q QMS
. A s describe d i n th e introductio n o f thi s document , DE Q ha s adopte d a strategi cdirectio n an d i s committe d t o excellenc e throughou t th e agency . Th e DE Q QM S i s a critica l too l fo rachievin g excellenc e throughou t th e agency . Additionally , DEQ' s QM S als o satisfie s EPA' s requiremen t (t o DE Q a s a recipien t o f federa l funds ) t o implemen t a documente d an d comprehensiv e qualit ymanagemen t system : • 4 8 CF R Par t 4 6 - Qualit yAssuranc e require s th e complianc e wit h higher-leve l qualit ystandard s i n solicitation s an d contract s fo rcomple xo rcritica l items
. • 4 0 CF R Par t 3 1 - Unifor m Administrativ e Requirement s fo rGrant s an d Cooperativ e Agreement s t o Stat e an d Loca l Government s outline s EPA' s Qualit yAssuranc e policy : I ftli e grantee' s project involve d environmentall yrelate d measurement s o rdat a generation , tti e grante e shal l develo p an d implemen t qualit yassuranc e practice s consistin g o f policies , procedures , specifications , standards , an d documentatio n sufficien t t o produc e dat a o f quality adequat e t o mee t project objective s an d t o minimiz e los s o f dat a du e t o out-of-contro l condition s o rmalfunctions
. • 4 0 CF R Pat t 3 5 - Stat e an d Loca l Assistanc e outline s qualit ysyste m requirement s i n a numbe ro f places
. Som e ofth e mor e significan t reference s includ e 35.260 : "Th e Regiona l Administrato rwil l no t awar d sectio n 10 6 fund s t o an yStat e whic h doe s no t monito ran d compile , analyze , an d repor t wate rqualit ydat a a s describe d i n sectio n 106(e)(1 ) ofth e Clea n Wate rAct. " Qualit ysyste m requirement s als o exten d t o state-lea d co-operativ e agreement s unde rCERCL Aa s specifie d i n paragrap h 6055 . • EP AOrde rCI O 2105. 0 CH G 1 establishe s a mandator yagency-wid e qualit ysyste m tha t applie s t o EPA , a s wel l a s al l organization s (i.e. , DEQ ) performin g wor k fo rEPA
. • Additiona l federa l regulation s an d mechanisms , suc h a s consen t agreement s i n enforcemen t actions , ma yals o requir e a documente d qualit ysystem . Th e for m an d structur e o fth e QM S ha s als o bee n mandate d b yEP Aa s bein g consisten t wit h a se t o f nationa l conformanc e standard s fo renvironmenta l operations : America n Nationa l Standar d ANSI/ASQ C E4-1994 , Specification s an d Guideline s fo rQualit ySystem s fo rEnvironmenta l Dat a Collectio n an d Environmenta l Technolog yPrograms
. Thes e standard s hav e bee n adapte d t o mee t th e specifi cAGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. of Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 2 0 of 5 2 condition s an d goal s o f DE Q an d ar e th e blueprint s use d t o buil d DEQ' s QMS
. 3. 3 Organization/Progra m Th e organizationa l an d programmati celement s o fth e QM S are a t foundatio n o fDEQ' s day-to-day environmenta l activities
. Althoug h th e QM S a s documente d i n th e QM P largel yaddresse s activitie s associate d wit h th e collectio n an d us e o f environmenta l dat a an d information , thes e tool s ma yb e adapte d t o othe ragenc

ygoals , priorities , an d activities
. Th e keyprogrammati ccomponent s ofth e DE Q QM S include : 3.3. 1 Qualit yManagemen t Pla n Th e QualityManagemen t Pla n (QMP ) i s writte n documentatio n ofth e QMS
. I t describe s th e authorities , policies , an d tool s that are specifi ct o ensurin g excellenc e i n DEQ' s operation s and , ultimately , product s an d decisions
. 3.3. 2 Qualit ySyste m Review s QualitySyste m Reviews (QSRs ) are managemen t tool s use d t o assess , refine , an d improve DEQ' s QM S a s a whol e a s wel l a s withi n a n agenc yprogram . QSR s ma

yb e initiate d internall ywithi n DE Q (se e Sectio n 10.2 ) o rexternall ybyEPA
. DE Q participate s i n triennia l QSR s initiate d b yth e EP ARegio n 1 0 Q AManagemen t Offic e (o ra s requeste d byProgra m Management ) an d i n Nationa l Perfomnanc e Audi t Program s whe n the yare mad e available
. Suc h evaluation s provid e objectiv e assessment s o fth e resources , commitment s to , and , implementatio n ofth e DE Q QMS
. Thes e audit s are schedule d throug h th e QualityAssuranc e Office r(QAO ) an d conducte d accordin g t o protocol s publishe d i n Standard referenc e document s (e.g. , EPAGuidanc e o n Assessin g QualitySystems , EPAQA/G-3
. Marc h 2003.)
. 3.3. 3 Annua l QM S Repor t A n annua l revie wofth e DE Q QM S i s complete d b yth e QA O wit h th e assistanc e ofth e QMS-Committe e an d documente d i n a n Annua l QM S Repor t t o Senio rManagement
. Th e followin g type s ofinformatio n ar e include d i n th e Annua l QM S Report : (1 ) statu s ofth e QMP ; (2 ) statu s ofprojec t plans ; (3 ) measure s o f dat a quality ; (4 ) significan t QAproblems , accomplishments , an d recommendations ; (5 ) result s of performanc e an d syste m audits ; (6 ) statu s o fQ Arequirement s fo rcontract s an d grants ; (7) summar yo f QA-relate d training ; an d (8 ) planne d activitie s an d improvement s schedule d fo rth e nex t year . Copie s of th e Annua l QM S Repor

t are publishe d t o Q-net
. Th e QAO reviews th e annua l repor t wit h Senio r Managemen t an d planne d activitie s fo rfutur e improvemen t are approve d and/o rnewactivitie s are identifie d an d documented
. 3.3. 4 QM S Trainin g QM S trainin g i s provide d t o DE Q personnel , a s needed , t o ensure tha t staf fhave th e necessar

yskills , knowledge , an d proficienc yt o mee t th e qualityrequirement s o fthei rjobs : QM S trainin g i s documente d i n th e Annua l QM S Report
. 3.3. 5 Miscellaneou s Suppor t Element s Additiona l organizationa l suppor t element s t o th e QM S ma yinclud e variou s technica l an d non-technica l resources . Th e suppor

t element s are designe d t o strengthe n an d suppor t th e agency' s QM S a s a whol e an d ma yinclud e suc h thing s a s record managemen t systems , computer/software systems , dat a quer y tools , etc . Som e of thes e miscellaneou s suppor t element s are discusse d i n Section s 4 thoug h 7 . 3. 4 Projec t Component s an d th e Projec t Life-Cycl e Th e rea l strLTctur

e an d shap e o f th e DEQ-QM S arise s fro m projec t leve l activities
. Project s generat e th e environmenta l dat a that i s use d t o creat e product s an d mak e decisions
. Becaus e environmenta l projec t wor k plays suc h a prominen t rol e i n DEQ' s operations , a numbe rofproject-leve l tool s are availabl e t o ensur e excellenc e i n th e dat a an d informatio n derive d fro m individua l projec t activities
. Th e goa l of th e QM S a

t th e projec

t leve l i s t o provid e th e appropriat e QualityManagemen t tool s t o th e Project Manage ran d projec t staff s o tha t operation s resul t i n dat a ofth e appropriat e type , quantity , an d qualityt o satisf

yth e projec

t need s a s wel l a s satisf yDEQ' s environmenta l purpos e t o preserve , protect .AGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. of Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 2 1 of 5 2 an d enhanc e th e environmen t t o th e benefi t o fal l Oregonians
. Project s ca n b e characterize d a s followin g a generi cthree-ste p life-cycle : (1 ) planning ; (2 ) implementatio n an d oversight ; an d (3 ) assessmen t an d improvemen t (Figur e 4)
. Th e lif e ofth e projec t begin s wit h th e identificatio n o f a specifi cneed
. I fresource s ar e availabl e t o addres s that need , a Projec t Manage ri s identifie d an d a systemati cplannin g proces s i s initiate d t o defin e howth e projec t need s wil l b e met . Th e result s o f th e plannin g proces s ar e documente d i n a projec t pla n whic h describe s th e project , th e dat a collectio n activities , an d assessmen t activitie s i n detail
. Th e projec t pla n i s agree d upon , approved , an d act s a s th e road-ma p fo ral l activitie s tha t occu rdurin g th e implementatio n phas e ofth e project
. Dat a an d informatio n gathere d durin g th e projec t are verifie d an d validate d agains t th e project' s objective s fo rquality
. Adjustment s t o th e project ma yb e mad e an d more dat a acquisitio n effort s ma yb e require d t o fulfil l th e project' s objectives
. Afte rth e appropriat e dat a ha s bee n collected , th e qualityoftha t dat a i s assesse d usin g pre-define d method s an d assigne d a dat a qualitylevel
. I fth e dat a i s o fsufficien t quality , i t i s use d t o tes t th e project' s origina l hypothesi s an d determin e ifth e initia l projec t nee d ha s bee n satisfied
. 3.4. 1 Dat a Qualit yObjective s Project plannin g occurs systematicall ythroug h th e Dat a QualityObjective s (DQO ) Process
. Aformalize d DQ O proces s ha s bee n develope d b yEPAan d i s DEQ' s prefen-e d proces s fo rplannin g environmenta l projects
. Usin g a systemati capproac h t o designin g dat a collectio n activitie s result s i n a serie s o f qualitativ e ari d quantitativ e statement s (o rperformanc e criteria ) that defin e th e projec t objectives , defin e type s of data, " an d specif ytoleranc e limit s fo rdecisio n errors . Th e result s o fth e DQ O proces s are documente d in , an d for m th e hear t of , th e QualityAssuranc e Projec t Pla n (QAPP)
. Detail s ofth e DQO " Proces s are addresse d i n th e Guidanc e forth e Dat a QualityObjective s Proces s (QA/G-4 ) (EPA2000b)
. Th e lates t versio n o f thi s documen t i s availabl e fro m EPAo n th e interne t (http://www.epa.qov/qualitv/q a docs.html ) o rfro m Q-net
.AGENC YQUALIT YMANAGEMEN TPLA N DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. o fEnvironmenta l Qualit y Octobe r15 , 200 9 • Pag e 2 2 o f5 2 NEE D

SYSTEMATI C PLANNIN G DQOProces s Regulatio n Pas t Practice s Database s Plannin g Team s l

RESUL T Figur e 4 Qualit yAssuranc e Projec t Plannin g A t th e project level , th e QualityAssuranc e Projec t Pla n (QAPP ) lie s at th e hear t o fprojec

t activities
. Th e QAP P i s develope d durin g th e plannin g stage s an d remain s th e centra l referenc e poin t throug h al l projec t activities
. 3.4. 2 Qualit yAssuranc e Projec t Plan s Th e QualityAssuranc e Projec t Pla n (QAPP ) i s th e single-mos t importan t QM S too l a t th e projec

t level , an d i s consequentl yrequire d fo ral l environmenta l dat a collectio n an d generatio n activitie s a t DEQ
. Th e QAP P summarize s th e DQO s of th e projec t an d integrate s al l technica l an d qualityaspects , includin g planning , implementation , an d assessment , int o a singl e document
. Th e primar ypurpos e o

fa QAP P i s t o systematicall ydocumen t project,activitie s an d provid e a road-ma p t o th e typ e an d qualityo f environmenta l dat a neede d fo ra specifi cdecisio n o ruse . Th e QAP P document s al l activitie s tha t wil l tak e plac e durin g th e project , including : fiel d an d laborator yactivities ; dat a verificatio n an d validation ; dat a storag e an d retrieval ; dat a assessment ; and , projec t evaluatio n an d proces s improvement
. QAPP s must b e writte n fo ral l DE Q project s regardles s o fwhethe ro rnot dat a i s generate d directl yb yDE Q o r submitte d t o th e agenc

ythroug h th e effort s ofcontractors , third-parties , o rpartners . DEQ' s requirement s fo rQAPP s are equivalen t t o thos e require d b yEP A{EPAQA/R- 5 EP

AAGENC YQUALITYMANAGEMEN TPLA N Orego n Dept
. of Environmenta l Quality

DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 2 3 of 5 2 Requirement s fo rQualityAssuranc e Project Plans , Marc h 2001)
. Anumbe rofspecifi celement s must b e presen t i n th e QAPP
. Eac h of thes e element s addresse s on e o ffou rmajo raspect s ofth e project : (1 ) projec t management ; (2 ) dat a generatio n an d acquisition ; (3 ) assessmen t an d oversight ; an d (4 ) dat a validatio n an d usability
. Th e specifi cQAP P element s are : Projec t Managemen t Elements : • Titl e an d Approva l Sheet • Tabl e o f Content s • Distributio n Lis t • Project/Tas k

Organizatio n • Proble m Definition/Backgroun d • . Project/Tas k

Descriptio n • QualityObjective s an d Criteri a • Specia l Training/Certificatio n • Document s an d Record s Data Generatio n an d Acquisitio n Elements : • Samplin g Proces s Desig n • Samplin g Method s • Sampl e Handlin g an d Custod y • Analytica l Method s • QualityContro l • Instrument/Equipmen t Testing , Inspection , an d Maintenanc e • Instrument/Equipmen t Calibratio n an d Frequenc y • Inspection/Acceptanc e ofSupplie s an d Consumable s • Non-direct Measurement s • Dat a Managemen t Assessmen t an d Oversigh t Elements : • Assessment s an d Respons e Action s • Report s t o Managemen t Data Validatio n an d UsabilityElements : • Dat a Review , Verification , an d Validatio n • Verificatio n an d Validatio n Method s • Reconciliatio n wit h Use rRequirement s Complet e detail s o n QAP P requirement s ca n b e foun d i n EPAQA/R- 5 EP ARequirement s fo rQuality Assuranc e Project Plan s (Marc h 2001)
. Copie s ofthi s documen t are availabl e fro m th e EP Awe b sit e (http://www.epa.qov)
. th e DE Q QAO , o rfro m Q-net
. Al l DE Q QAPP s must b e reviewe d an d approve d bya QAO o rhis/he rdesignee
. Individua l Projec t Managers are responsibl e fo rensurin g that QAPP s ar e approve d prio r\o th e star t ofan ydat a collectio n activitie s an d tha t project operation s are implemente d a s documented
. Th e Projec t Manage ri s als o responsibl e fo rmaintainin g copie s of th e approve d QAPPs
. However , printe d an d electroni c(preferabl y' i n PD F format ) copie s o f al l approve d QAPP s shoul d b e submitte d t o th e QAO , wh o wil l maintai n a QMS librar y(Sectio n 5)
. Detail s ofth e QAP P approva l proces s are discusse d i n Sectio n 8 . 3.4. 3 Samplin g an d Analysi s Plan s Fo rman yprojects , generi cQAPP s ca n b e writte n t o cove rroutin e monitorin g activitie s (e.g. , routin e ambien t wate rmonitoring , routin e landfil l monitoring , etc.)
. Fo rthes e projects , Samplin g an d Analysi s Plan s (SAPs ) are writte n t o documen t specifi cmonitorin g activitie s an d requirements
. SAP s must referenc e th e paren t QAP P an d ma ynot mak

e substantia l change s t o th e DQO s establishe d i n th e paren t document
. Th e us e of SAP s i s vali d fo rdat a tha t i s generate d fro m withi n DE Q only
. Data generate d fro m project s le d b

yexterna l o rsecondar

ysource s mus t hav e a n accompanyin g QAPP
. SAP s are acceptabl e onl yt o documen t change s i n samplin g locatio n an d monitorin g data
. I faddition s o r deletion s t o th e monitorin g requirement s ar e suc h tha t th e DQO s must b e altered , a newQAP P must b e written
. SAP s ca n b e approve d b yindividual s that hav e bee n identifie d i n th e QAPP
. Th e individual(s )AGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. o f Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 2 4 of5 2 responsibl e fo rSA P approva l must ensur e that al l QAP P requirement s have bee n satisfie d i n th e SAP
. Electroni ccopie s o f approve d SAP s shoul d b e sen t t o th e QAO fo rfilin g i n th e QM S library
. 3.4. 4 standar d Operatin g Procedures ^ Most project s utiliz e standard procedure s tha t d o not chang e fro m stud yt o study
. Suc h routin e tasks ar e documente d i n standard operatin g procedure s (SOPs)
. SOP s provid e a complet e an d detaile d descriptio n o f eac h dat a generatin g o rprocessin g operatio n i n suc h a manne ra s t o allo wa qualifie d an d traine d perso n t o trac e th e operatio n i n a reproducible , stepwis e manner , throug h th e entire sampling , analysis , data-handling , o rothe roperation , unsupervised
. SOP s must b e consisten t wit h curren t EP A and/o rstat e regulations , an d i n instance s wher e suitabl e federa l o rstat e guidanc e i s lacking , wit h accepte d professiona l practice s an d standards
. SOP s shoul d b e prepare d fo ral l routin e administrative^ (e.g. , dat a entry , procurement ) an d technica l (e.g. , sampling , analysis , assessment ) operations
. Advantage s ofSOP s include : • providin g a too l fo rtrainin g staff • th e econom yo f repeate d referencin g ofa singl e procedure fo rman yprojects ; • providin g a record o f th e performanc e o fal l tasks an d thei rresults ; • explainin g th e caus e fo rmissin g data ; an d • demonstratin g th e validatio n o fdat a at eac h ste p o frecording , calculation , o rtranscription
. Technica l SOP s must b e writte n eve n i n instance s whe n publishe d referenc e method s are bein g used
. Becaus e o f difference s i n operatin g conditions , equipment , an d requirements , i t i s th e responsibilityof eac h regio n o rdivisio n t o prepar e an d maintai n thei row n technica l an d administrative^ SOPs
. Technica l SOP s must b e approve d bya QAO
. Template s an d guideline s fo rwritin g SOP s ca n b e obtaine d directl y fro m th e QAO o rdownloade d electronicall yfro m Q-net
. Th e processe s an d procedure s fo rwriting , updating , an d approvin g SOP s are discusse d i n Sectio n 9 . 3.4. 5 Technica l Syste m Assessment s Technica l Syste m Assessment s (TSAs ) ar e systemati can d objectiv e examination s o fproject s t o determine : • whethe renvironmenta l dat a collectio n activitie s an d relate d result s compl ywit h th e project' s QAPP ; • whethe rth e procedure s define d b yth e QAP P are implemente d effectively ; an d • whethe rprojec

t activitie s ar e sufficien t an d adequat e t o mee t th e QAPP' s define d dat a quality goals
. TSA s of specifi cagenc

yproject s wil l b e conducte d o n a n as-neede d basis , whe n require d b yprojec t specifications , and/o ra s a correctiv e actio n t o identifie d problems
. Moreover , technica l audit s are not intende d t o affi xblam e fo rpoo rdat a o rprojec t outcomes . Rather , th e finding s fro m technica l assessment s are use d t o identifypractica l solution s t o complicatin g issue s an d improv e futur e operations
. Interna l Assessments
. TSA s of interna l DE Q operation s wil l generall yb e planne d an d implemente d b y th e Projec

t Manager , wit h assistanc e fro m th e QA O an d QMSC s a s needed
. Assessment s wil l typicall y b e conducte d a s self-assessment s unles s th e QAP P o rothe rregulator yrequirement s specificall ydictat e th e us e of externa l auditors
. TS Aauditors wil l b e technicall ycompeten t an d qualifie d t o perfor m thei r dutie s b yvirtu e of education , training , and/o rexperience
. Th e authorityan d independenc e ofth e auditors shal l b e define d prio rt o star t o f an yauditin g activities
. Externa l Assessments
. DE Q may , at it s discretion , a s specifie d i n th e QAPP , o ra s require d b ystatut e o rothe rcontract , conduc t assessment s ofexterna l organization s providin g dat a t o DEQ
. Project-specifi c TSA s wil l b e schedule d byth e Projec t Manage ro rhis/he rdesigne e an d b e complete d b yDE Q personnel
. -TSA s o f laboratorie s are complete d by
. qualifie d staf ffroj n th e DE Q Laborator yan d Environmenta l Assessmen t Division , usuall ythroug h th e Orego n Environmenta l Laborator yAccreditatio n Progra m ^ Procedure s com e i n variou s form s throughou t th e agenc yan d the yma

yb e referre d b

yname s othe r tha n Standar d Operatin g Procedure (e.g
. Interna l Managemen t Directive)
. ^ Th e discussio n o f administrativ e SOP s i s limite d thos e procedure s tha t directl ypertai n t o th e environmenta l activitie s withi n DE Q a s state d i n th e scop e ofthi s document
.AGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. of Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 2 5 o f 5 2 (ORELAP)
. Th e ORELA P include s auditors fro m a numbe ro fstat e agencies , includin g DEQ , th e Departmen t o f Huma n Service s (DHS) , an d Orego n Departmen t o fAgricultur e (ODA)
. Thir d party assessors ma

yb e contracte d t o assis t wit h TSA s o n a n as-neede d basis
. Technica l assessment s an d primar yaccreditatio n o f environmenta l laboratorie s ma yals o b e complete d b

yan yaccreditin g authority approve d byth e Nationa l Environmenta l Laborator yAccreditatio n Progra m (NELAP)
. However , i n most cases , accredite d laboratorie s shoul d b e grante d secondar yaccreditatio n b

yORELAP
. Detail s o n th e ORELA P progra m ca n b e obtaine d bycontactin g th e DE Q Laboratory , th e ORELA P Administrator , o rat http://www.deq.state.or.us/lab/orelap/orelap.htm
. 3.4. 6 Dat a Processing , Verification , an d Validatio n Dat a processing , verification , an d validatio n are Project-leve l QualityManagemen t tool s use d t o determin e i f dat a ha s bee n collecte d a s specifie d i n th e QAPP/SA P wit h respec t t o compliance , correctness , consistency , an d completeness
. I n addition , thes e tool s ar e use d t o asses s th e technica l usabilityofth e dat a wit h respect t o th e planne d objective s o rintentio n ofth e project
. Althoug h thes e tool s are reall yprocesses , project-specifi cmeasuremen t criteri a fo rdat a processing , verification , an d validatio n shoul d b e determine d durin g project plannin g an d documente d i n th e QAPP
. Dat a Proces^sin g include s dat a entry , validation , transfer , an d storage . Th e QAP P shoul d describ e specifi cprocedure s use d t o maintai n th e integrityo fth e dat a record s a s wel l a s an yprojec t specifi cdat a storage/transmitta l requirements
. Thi s proces s include s dat a format s an d standard s fo rth e transfe ro f dat a t o externa l dat a users an d systems . Specifi cdat a processin g activitie s ma yinclude : • Collection : Fo rbot h manua l dat a an d computerize d dat a acquisitio n systems , interna l quality contro l (QC ) checks shal l b e develope d an d implemente d t o avoi d en-or s i n th e dat a collectio n process . • Transfers : Data transfe rstep s shal l b e minimize d an d procedure s establishe d t o ensure tha t th e dat a i s fre e fro m errors an d i s not los t durin g transfer
. • Storage : A t eac h stag e o f dat a processing , procedure s shal l b e establishe d t o insui- e that dat a integrityan d securityar e maintained
. QAPP s shal l indicat e howspecifie d type s o fdat a wil l b e store d wit h respec t t o format , media , conditions , location , retentio n time , an d access . • Reduction : Data reductio n include s an yproces s whic h change s eithe rth e for m o fexpression , th e numerica l valu e o f dat a results , o rth e quantityofdata
. Thi s includes , validation , verification , an d statistica l o rmathematica l analysi s ofth e data
. Reductio n i s distinct fro m dat a transfe ri n tha t i t entail s a chang e i n th e dimensionalityofth e dat a set . Procedure s fo r verifyin g th e validityo f th e reductio n processe s shal l b e describe d i n th e project-specifi c QAPP
. Dat a Verificatio n refers t o th e proces s o fevaluatin g th e completeness , correctness , an d conformance/complianc e of a specifi cdat a se t agains t th e method , procedural , o rcontractua l requirements
. I t focuse s o n determinin g tha t th e dat a have met th e measuremen t requirements
. Verificatio n evaluate s th e dat a fo rbasi celement s suc h a s samplin g th e correct sites , analyzin g al l parameters , etc . Data verificatio n i s no t concerne d wit h evaluatin g o rassessin g th e qualityofth e dat a set . Dat a Validatio n i s th e proces s o f substantiatin g that dat a have met th e perfomnance criteri a (dat a quality objectives ) specifie d i n th e QAPP
. Durin g dat a validatio n dat a qualitylevel s are applie d t o th e dat a set agains t fundamenta l QA/Q C criteri a t o determin e th e qualityofth e data
. Th e result s ofdat a validatio n are tie d wit h th e dat a element s an d include d i n th e projec t files , fina l reports , an d an yQ Astatu s reports . DEQ' s Data QualityMatri xdefine s th e qualityofth e data , followin g dat a verificatio n an d validatio n a s a Dat a QualityLevel
. Th e qualitativ e definition s fo rthi s ratin g schem e remai n constan t acros s projects , bu t th e specifi cquantitativ e criteri a fo rindividua l dat a point s and/o ranalyte s ma yvar ybase d upo n th e specifi cdat a qualityobjective s describe d i n th e QAPP
. • A + - Data o f know n Quality ; collecte d b yDEQ ; rneets Q C limit s establishe d i n th e QAPP
. • A- Data of know n Quality ; submitte d b yentitie s outsid e o fDEQ ; meets QC limit s establishe d i n a DEQ-approve d QAPP
. • B - Data of know n bu t lesse rQuality ; dat a ma ynot meet establishe d QC bu t i s withi n margina l acceptanc e criteria ; o rdat a valu e ma yb e accurate , howeve rcontrol s use d t oAGENCYQUALIT YMANAGEMEN TPLA N Orego n Dep t of Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 2 6 of 5 2

measure Dat a QualityObjectiv e element s faile d (e.g. , batc h faile d t o meet blan k Q C limit) ; th e
, dat a mayb e usefu l i n limite d situation s o ri n supportin g other , highe rqualitydata
. (Equivalen t t o th e "J " (estimated ) qualifie ruse d b yEPA) • C - Dat a o f unacceptabl e Quality ; dat a are discarde d (Void ) typicall yi n respons e t o analytica l failure
. (Equivalen t t o th e "R " (rejected ) qualifie ruse d b yEPA)
• D - Incomplet e data ; n o sampl e collecte d o rn o reportabl e results , typicall ydu e t o samplin g failure
. • E - Dat a o f unknow n qualityo rknow n t o b e o fpoo rquality ; n o Q Ainformatio n i s available , dat a coul d b e valid , however , n o evidenc e i s availabl e t o prov e eithe rway . Dat a i s provide d fo rEducationa l Us e Only
. • F - Exceptiona l Event ; "A " qualitydat a (dat a i s o fknow n quality) , bu t not representativ e o f samplin g condition s a s require d byprojec t plan.(e.g. , a n ai rparticulat e sample rfail s t o sampl e th e ful l tim e perio d becaus e advers e condition s suc h a s a fores t fir e overioade d th e samplin g equipment) ! Data ma yb e validate d usin g projec t o rregulator

yspecifi ccriteri a (e.g. , us e ofth e "J " fla g unde rRCRA projects)
. Althoug h thi s proces s o f "dat a flagging " ma yoccu rat numerou s point s withi n a project' s lifecycl e (includin g bu t no t limite d t o fiel d activities , laborator yanalysis , dat a processing) , i t i s fundamentall ya dat a validatio n procedure
. Th e EPAContract La b Progra m (CLP ) has guidanc e documents^ ' fo rvalidatio n o f data
. Thoug h thes e document s ar e progra m specific , the yd o offe rrealisti c guideline s that ca n b e use d t o asses s laborator ydata
. Thes e document s ma yb e utilized , wher e relevant , t o hel p determin e differentiatio n betwee n "B " an d "C " data
. Th e document s ar e availabl e o n th e DE Q intrane t (QNet)
. EP Arelease d a documen t title d Guidanc e fo rLabelin g Externall yValidate d Laborator yAnalytica l Data fo r superfun d us e (OSWE R No
. 9200.1-85 , EPA540-R-08-005 , Januar y2009 ) that describe s labelin g o f dat a reporte d t o EPAt o indicat e th e leve l o fvalidatio n performe d o n th e data
. Th e requirement s ofthi s documen t willb e incorporate d int o DE Q practice s a s thes e requirement s are incorporate d int o EP A contract s durin g a renewa l cycle
. 3.4. 7 Dat a Qualit yAssessmen t Data QualityAssessmen t (DQA) refers t o th e scientifi can d statistica l assessmen t o fdat a t o determin e i f a dat a se t i s o f th e right type , quality , an d quantityt o achiev e th e objective s ofa project
. Dat a at thi s stag e of th e projec

t life-cycl e ha s bee n verified , validated , an d assigne d a dat a qualitylevel
. Althoug h th e individua l dat a element s have bee n determine d t o meet specifi ccriteria , th e DQ Aproces s addresse s th e fundamenta l questio n ofth e relationshi p betwee n th e qualityofth e dat a an d th e intende d us e o fth e data
. Althoug h DQ

Agenerall yoccurs toward s th e middl e o rlat e i n a project , th e groundwor k fo rth e proces s i s establishe d durin g project plannin g an d i s documente d i n th e QAP P (e.g. , th e choic e o fstatistica l test s shoul d mad e befor e an ydat a collectio n ha s occurred)
. Th e eari ydocumentatio n ofth e assessmen t proces s mean s that thi s QualityManagemen t too l ha s bee n planne d an d i s read yfo rijs e afte rth e dat a have bee n collected , processed , verified , an d validated
. DQ Apose s an d answers tw o fundamenta l questions : 1 . I s th e qualityo f a give n dat a set ofappropriat e qualitya s t o suppor t makin g a decisio n (o r estimate ) wit h th e desire d leve l o rconfidence ? > 2 . I f th e sam e dat a collectio n strateg ywer e t o b e applie d t o simila rproject s i n th e future ; woul d th e resultin g dat a suppor t th e sam e intende d us e o fdat a wit h th e desire d leve l o rconfidence ? Th e dat a user' s immediat e nee d i s generall yt o answe ra questio n o rdecid e a cours e ofaction
. Th e reliabilityof , an d confidenc e i n decision s ca n b e increase d b yfollowin g th e DQ

Aprocess . Assessin g thes e immediat e need s usin g th e DQ Aproces s wil l result s i n on e oftwo determinations : (1 ) th e dat a satisfie s th e objective s ofth e QAP P an d ca n b e confidentl yuse d t o mak e a n informe d decision ; o r(2 ) th e ^ USEP AContrac

t Laborator

yProgra m Nationa l Functiona l Guideline s fo rOrgani cData Review
. Octobe r1999 . " USEP AContrac

t Laborator

yProgra m Nationa l Functiona l Guideline s fo rInorgani cData Review
. Octobe r2004 .AGENC YQUALITYMANAGEMEN TPLA N Orego n Dept
. o f Environmenta l Quality

DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 2 7 of 5 2 uncertaintyo f th e dat a i s suc h that i t doe s not satisfyth e intende d us e ofth e dat a an d a reliabl e decisio n canno t b e made
. DQAca n als o hel p determin e th e applicabilityofth e method s use d i n th e curren t projec t t o futur e projects
. Throug h DQA , th e result s ofth e on e stud yar e use d t o improve futur e project s b yimprovin g th e type , quality , an d quantityofth e collecte d data , thereb yresultin g i n mor e reliabl e an d bette rqualitydata
. Fundamentally , DQAi s a statistica l process. . Sinc e al l measuremen t processe s are subject t o en-or , environmenta l dat a measurement s provid e estimate s o fsom e tru e value
. Consequently , confidenc e i n an ygive n dat a se t mus t b e determine d throug h a rigorous evaluatio n ofth e dat a usin g statistica l methods
. Althoug h a numbe rof method s ma yb e applie d t o th e DQ

Aprocess , a fiv e ste p process , outline d byEPAi n Guidanc e fo rDat a QualityAssessment , Practica l Method s fo rDat a Analysi s (EPA QA/G-9 , QAO

O update ) provide s a goo d startin g point : 1 . Revie wth e Dat a QualityObjective s (DQOs ) an d Samplin g Design ; 2 . Conduct a Preliminar yDat a Review ; 3 . Appl ya Statistica l Test ;

- . 4 . Verifyth e Assumptio n o f th e Statistica l Test ; an d 5 . DrawConclusion s fro m th e Data
. Strict adherenc e t o thi s DQ Aproces s i s not practical ; DQAshoul d b e iterativ e i n nature s o tha t th e proces s i s constantl yimprove d an d adapte d t o mee t projec t an d dat a needs
. Th e underlyin g goa l ofth e DQA'i s t o understan d an d instil l confidenc e i n th e dat a set , leadiri g t o informe d decisio n making
. Adetaile d discussio n o f th e DQAproces s i s beyon d th e scop e o fthi s document
. Investigators are encourage d t o familiariz e themselve s wit h th e EPAproces s an d appl ysoun d statistica l principal s t o thei r ow n DQA
. Numerou s resource s ar e availabl e withi n DE Q t o suppor t DQA , includin g writte n guidanc e documents , peer-reviewe d literature , an d staffexpertise
. Thos e conductin g DQ Ashoul d carefull yselec

t statistica l method s tha t ar e generall yaccepte d withi n thei rparticula rprogram . 3.4. 8 Laborator yQualit yManua l Th e DE Q LEA D produces , reviews , maintains , an d store s a substantia l quantityofdat a i n suppor t of agenc yprojects
. Th e LEA D QualityManua l (LQM ) define s an d describe s th e LEAD' S QualitySystems
. Althoug h th e LEA D plays a broa d rol e withi n DEQ' s dat a collectio n processe s (rangin g fro m projec t planning , sampl e collection , sampl e analysis , dat a verificatio n an d validation , an d dat a storage) , thi s documen t i s primaril yconcerne d wit h th e analytica l function s withi n th e laboratory
. Th e LEA D Quality Manua l describe s i n detai l th e structur e ofth e laborator yan d it s commitmen t t o dat a quality
. Th e LQ M establishe s th e LEAD' S sampl e acceptanc e policy , whic h specifie s th e supportin g informatio n (meta-data ) that must accompan yal l sample s submitte d t o th e DE Q Laborator yfo rprocessing
. Th e LEA D als o processe s larg e amount s ofdat a tha t have bee n collecte d b ythird-partie s an d submitte d t o DE Q fo ruse . Data fro m outsid e source s mus t als o mee t th e minimu m dat a acceptanc e standards
. Amon g othe rthings , th e LQ M describe s QualityAssurance/QualityContro l (QA/QC ) requirements , analytica l requirements , an d analytica l specification s fo rservice s contracte d t o thir d part ylaboratories
. Copie s of th e LQ M ca n b e obtaine d directl yfro m th e LEA D o rfro m Q-net
. 3.4. 9 Fiel d Samplin g Referenc e Guid e Th e Fiel d Samplin g Referenc e Guid e (FSRG ) wa s specificall ywritte n t o provid e individual s bot h withi n DE Q an d outsid e t o th e agenc ywit h technica l informatio n t o hel p the m collec t an d submi t environmenta l sample s fo rlaborator

yanalyses
. Th e FSR G i s primaril yconcerne d wit h th e collectio n ofwater , waste , an d soi l samples , bu t th e fiel d practice s describe d ma yb e applie d t o othe renvironmenta l media , suc h a s ai ran d tissue
. Th e FSR G describe s th e type s an d quantityofqualitycontro l sample s that shoul d b e include d durin g routin e fiel d operations
. Th e FSR G contain s usefu l informatio n fo rindividual s preparin g QAPP s suc h a s listing s o f analytica l methods , preservatio n requirements , an d sampl e holdin g times
. Standard Operatin g Procedure s fo rDE Q fiel d personne l collectin g wate rsample s are availabl e i n a separat e document , th e Watershe d Assessmen t Mod e ofOperatio n Manua l (MOMs) , whic h i s availabl e fro m th e Watershe d Assessmen t Sectio n a t th e Laborator

yo rth e DE Q websit e (DEQ-Online)
.AGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. of Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 ^ Pag e 2 8 o f5 2 3.4.1 0 Wate rMonitorin g an d Assessmen t Mod e o fOperation s Manua l Detaile d instruction s o n th e DE Q method s an d procedure s use d fo rwate ran d biologica l monitorin g activitie s are documente d i n th e (MOMs)
. Th e most recen t versio n o fMOM s ca n b e obtaine d bydirect downloa d fro m QNet
. (DEQ03-LAB-0036-SOP ) o rfro m DEQ-Onlin e (http://www.deq.state.or.us/lab7techrpts/docs/DEQ03LAB0036SOP.pdf ) 3.4.1 1 Qualit yAssuranc e Guidelines—NPDE S an d WPC F Self-Monitorin g Laboratorie s Genera l QualityAssuranc e requirement s fo rNationa l Pollutio n Discharg e Eliminatio n System s (NPDES ) an d Wate rPollutio n Contro l Facilitie s (WPCF ) self-monitorin g laboratorie s thatsubmi t dat a t o DE Q i n suppor t o f thei renvironmenta l monitorin g program s are describe d i n th e QualityAssuranc e Guidelines— NPDE S ah d WPC F Self-Motiitorin g Laboratories
. Thi s documen t outline s DEQ' s requirement s fo rth e developmen t o f qualityassuranc e manuals , facilitie s an d equipment , analytica l procedures , SOPs , an d dat a handlin g an d reporting
. Requirement s fo rspecifi canalyse s commo n t o thes e self-monitorin g laboratorie s are als o addressed
. Copie s ofthes e guideline s an d th e associate d reportin g form s ca n b e obtaine d fro m DE Q onlin e a t (httD://www
. deq
. state , o rus/labAechmts/docs/NPDESWPCF
. pdf) o rfro m th e Laborator yan d Environmenta l Assessmen t Division
. 3.4.1 2 Progra m Specifi cQualit yAssuranc e Policie s Individua l program s an d division s withi n th e agenc yare encourage d t o develo p QualityAssuranc e Policie s specifi ct o thei rneed s an d requirements
. Thes e document s shoul d describ e Quality Managemen t requirement s an d need s specifi ct o supportin g dat a qualityi n individua l programs . Specifi c plan s an d polic

ystatement s shoul d b e reviewe d an d approve d b yth e QAO prio rt o adoption
. Electroni c copie s shoul d b e submitte d t o th e QAO fo rinclusio n i n th e QMS-filin g system .AGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. o f Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5 ^

Pag e 2 9 of 5 2 

### 4 EMPLOYE E QUALIFICATION S AN D TRAININ G Althoug h employe e qualification s an d trainin g are no t directl ymanage d byth e QMS , the yare majo r suppor t element s o f th e QMS
. Technica l staffat DE Q mus t mee t minimu m qualificatio n standard s that hav e bee n establishe d prio rt o th e tim e o frecruitmen t b yth e Orego n Departmen t o fAdministrativ e Services , Huma n Resource s Division
. Thes e minimu m qualificatio n standard s are incorporate d int o positio n requirement s t o ensur e tha t employee s have th e appropriat e education , experience , skills , and/o r certifications/license s t o fulfil l th e necessar yjo b functions
. Furthermore , DE Q encourage s employee s t o furthe rthei reducatio n an d trainin g i n bot h job-relate d field s an d i n caree rdevelopment
. Awid e varietyo f educationa l opportunitie s are availabl e an d DE Q provide s financia l assistanc e fo rbot h job-relate d an d caree rdevelopmen t training
. QM S trainin g i s a critica l elemen t i n th e DE Q QMS
. Eve n th e most sophisticate d QM S wil l fai l i f employee s ar e no t traine d o n howt o us e th e system . Staf fQM S trainin g wil l b e coordinate d b yth e QAO
. 4. 1 DEQ-Supporte d Trainin g DE Q support s bot h job-relate d trainin g an d career-developmen t trainin g fo ragenc ystaff
. Job-relate d trainin g i s trainin g tha t i s determine d t o b e necessar yo rhelpfu l t o jo b completio n o rimprovin g jo b performanc e an d assistin g th e progra m achiev e i t goals
. Caree rdevelopmen t trainin g i s trainin g necessar yt o obtai n o rimprov e skill s t o ai d i n preparatio n fo ra jo b promotio n o rchang e withi n DEQ
. Detail s o n DEQ-supporte d trainin g ca n b e obtaine d fro m th e DE Q Huma n Resource s trainin g coordinator
. '"

• 4. 2 Genera l Trainin g Record s Trainin g record s ar e maintaine d fo ral l staff
. Thes e trainin g record s serv e a numbe ro fpurposes : • The yallo wDE Q t o trac k require d trainin g fo rstaff(HAZWOPER , Firs t Aid , etc. ) • The yallo wDE Q t o monito rho wmuc h trainin g i s provide d t o stafft o ensure complianc e wit h Stat e polic

y50.045.0 1 Employe e Developmen t an d Implementatio n o fOrego n Benchmark s fo rWorkplac e Development
. • The yprovid e a wayfo remployee s t o trac k trainin g the yhave received
. Thi s record ca n b e usefu l fo rcompletin g jo b application , supportin g qualificatio n durin g a n interview , o r documentin g professiona l developmen t fo rinclusio n i n performanc e appraisals
. Th e type s o f event s recorde d i n th e databas e are : • Workshops , courses , o rseminars tha t ar e provide d o n a recurrin g basi s (e.g. , colleg e courses , course s offere d throug h trainin g providers suc h a s Padgett Thomas , Careertrack , etc. ) • Annua l professiona l conference s • Interna l trainin g suc h a s polic ytraining , custome rservic e training , etc . • In-hous e contracte d trainin g suc h a s firs t aid , HAZWOPER , etc . 4. 3 Trainin g an d Qualification s o fQualit yManagemen t Syste m Employee s DE Q shal l ensure tha t al l employee s performin g tasks an d function s relate d t o dat a qualityare professional s that hay e appropriat e education , training , an d experienc e t o perfor m satisfactorily
. DE Q staff associate d wit h th e QM S have responsibilitie s that includ e item s suc h a s below
. • Workin g effectivel ywit h progra m managers . • Keepin g curren t o n applicabl e federa l an d stat e regulation s an d guideline s fo renvironmenta l monitorin g an d measurements ; wit h relate d Q Arequirements
. • Effectivel ymeetin g an d dealin g wit h th e genera l public , industr yrepresentatives , an d official s o f Federal , State , an d loca l agencies
. — QM S trainin g need s fo rth e agenc yshal l b e reviewe d annuall ya s par t ofth e managemen t review
. Staf fAGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. o f Environmenta l Qualit y DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 3 0 of 5 2 expertis e shal l b e maintaine d an d update d b yactiv e revie wo fliterature , attendanc e at job-relate d short courses , workshops , seminars , an d professiona l meetings
. Activ e membershi p i n appropriat e professiona l organization s shoul d b e encouraged
. 4. 4 QM S Trainin g fo rDE Q Personne l DE Q staf f shal l hav e sufficien t educatio n an d trainin g i n QM S practice s t o effectivel ycarr you t thei r responsibilitie s an d suppor t th e agency' s QualitySystems
. Thi s i s accomplishe d throug h th e us e o f guidanc e document s an d specifi ctopi ctraining
. QM S trainin g i s designe d t o rais e th e awarenes s an d competenc

yi n stron g QM S practices
. Specifi cQM S trainin g topic s includ e QMP/QM S overview , documen t control/record s management , analytica l qualitycontrol , dat a usability , chai n o fcustody , QAP P writing , an d DQ O development
. Trainin g need s are monitore d an d identifie d byDE Q managers an d QMSC s an d i s provide d o n a n a s neede d basi s a t th e reques t o fagenc

ymanagemen t o rstaff
. Th e QAO , supporte d b yth e QMSC s an d othe rdesignate d staff , i s responsibl e fo rth e trainin g o fDE Q employee s o n QM S issues
. Interna l an d externa l resource s ma yb e use d t o provid e appropriat e training
. QM S trainin g need s tha t are specifi co runiqu e t o differen t programs , divisions , o rregion s shoul d b e identifie d b

yth e QMSC s an d trainin g event s schedule d wit h th e QAO
. Th e QA O wil l includ e summar

yo f al l QMS-relate d trainin g i n th e Annua l QM S Report
. 4. 5 QM S Trainin g o f Contractor s an d Externa l Dat a Provider s I t i s th e responsibilityo f th e Projec t .Manager

s t o ensure tha t al l contractors an d staffprovidin g environmenta l relate d dat a t o DE Q have th e appropriat e QM S knowledg e an d trainin g t o mee t projec t requirements
. Th e qualification s an d trainin g o femployee s use d b ycontractors , o rothe rsource s providin g environmenta l dat a t o th e agency , shal l b e evaluate d a s par t o fsyste m audits , an d appropriat e improvement s recommended
. QM S suppor t an d trainin g oflaboratorie s wil l b e handle d unde rth e ORELA P program . Th e QAO o rQMSC s ma yperiodicall yprovid e QualitySyste m trainin g seminars t o contractors an d externa l dat a providers a s determine d necessary .AGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. (o f Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 . Pag e 3 1 of 5 2 

### 5 PROCUREMEN TO F ITEM S AN D SERVICE S Procuremen t rules , policie s an d procedure s ar e establishe d independentl yfro m th e QM S b yth e Orego n Departmen t o f Administrativ e Service s (DAS ) an d DEQ
. However , ensurin g th e qualityo fitem s an d service s i s a n importan t elemen t i n th e QMS
. Althoug h procuremen t policie s are establishe d byth e DAS an d th e Managemen t Service s Divisio n (MSD ) withi n DEQ , projec t personne l bea rth e responsibilityfo r verifyin g tha t products , services , an d contract s mee t an yqualityrequirement s specifie d i n th e QAPP
. 5. 1 Genera l Procuremen t Rule s Th e procuremen t practice s o f al l Stat e ofOrego n agencie s ar e governe d b ylaws , rule s an d policies
. Orego n Revise d Statute s 27 9 (a ) (b ) & (c ) ar e devote d t o publi cpurchasin g an d govern s al l publi c procurement s i n th e state . Th e statute s and.rule s governin g Stat e o fOrego n purchasin g practice s ma y b e foun d at th e followin g interne t addresses : • Orego n Revise d Statut e 279 a - http://landru.leq.state.or.us/ors/279a.htm l • Orego n Revise d Statut e 279 b - http://landru.leq.state.or.us/ors/279b.htm l • Orego n Revise d Statut e 279 c- http://landru.leq.state.or.us/ors/279c.htm l

. Orego n Administrativ e Rule s (OAR) - 125-246 , 125-247 , & 125-24 8

- OA R 125-24 6 - http://arcweb.sos.state.or.us/rules/OAR S 100/OA R 125/12 5 246.htm l

- .PA R 125-24 7 - http://arcweb.sos.state.or.us/rules/OAR S 100/OA R 125/12 5 247.htm l

- OA R 125-248-http://arcweb.sos.state.or.us/rules/OAR S 100/OA R 125/12 5 248.htm l
• Orego n Administrativ e Rule s (O R DOJ ) 137-04 5 - http://arcweb.sos.state.or.us/rules/OAR S 100/OA R 137/13 7 045.htm l 5. 2 DE Q Procuremen t Policie s DE Q ha s purchasin g policie s an d procedure s tha t follo wth e state' s law s an d rules
. DEQ' s MS D provide s oversigh t o f procuremen t activitie s t o al l Agencyprogram s t o ensure complianc e wit h th e appropriat e statutes , rules , an d policies
. MS D works collaborativel ywit h progra m technica l staf ft o ensure procuremen t document s are accurate , complete , an d cleari ydescrib e th e ite m o rservic e neede d an d th e technica l requirements , includin g an yqualitydocumentation , ofth e produc t o rservice
. MS D reviews al l applicabl e response s t o solicitation s fo rgood s an d trad e service s t o ensure th e document s satisf yth e solicitatio n requirements
. DE Q progra m staffare responsibl e fo rreviewin g an d approvin g solicitatio n response s fo revidenc e of supplier' s capabilityt o satisfyDE Q an d EP Aqualit ysyste m requirements
. DE Q progra m staff are responsibl e fo rensurin g that al l require d qualitydocumentatio n (e.g. , QMP , QAPPs , SOPs , QA/Q C data , etc. ) i s receive d wit h th e product o rservice , an d that th e documentatio n satisfie s al l quality-relate d specifications
. Progra m an d project staf far e als o responsibl e fo rensurin g that an yprocure d item s and/o rservice s receive d ar e o facceptabl e qualityan d satisf yprojec t requirement s o r contractua l obligations
.AGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. of Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 . . Pag e 32 of 5 2 

### 6 DOCUMENT S AN D RECORD S Record s managemen t i s a n agenc ywid e priority
. Th e agenc yadhere s t o Orego n Publi cRecord s law , federal , an d stat e rules
. Ensurin g tha t document s record s are managed , maintaine d accurately , an d are accessibl e i s a n agenc

ycommitment
. Document s an d record s are valuabl e resource s wit h purpose s tha t exten d fa rbeyon d an yimmediat e operationa l needs
. Maintainin g an d managin g record s i n a responsibl e manne rsupport s DEQ' s QM S an d strategi cdirectio n i n a numbe rofways , including :
• improve d publi cacces s t o information ; • evidenc e o f DE Q activities ; • safeguardin g vita l information ; • promotin g cross-communicatio n withi n th e DEQ ; • protectin g th e agency' s lega l an d financia l obligations ; • providin g a record fo rpubli caccountability ; • supportin g long-ter m administrativ e an d progra m planning ; • supportin g managemen t decisio n making ; • controllin g th e growt h o f material s takin g u p valuabl e offic e space ; • reducin g operatin g costs ; • maintainin g a historica l record ( a "memory" ) o fDE Q activities ; an d • providin g guidanc e t o ensur e tha t DE Q continue s t o operat e i n a n effectiv e an d efficien t manner . 6. 1 Documen t an d Recor d Managemen t Document s produce d b

yDE Q are publi cpropertyan d wil l b e manage d accordin g t o al l applicabl e federal/stat e law s an d regulations
. Th e followin g Rule s provid e th e agenc yguidance : OA R 166-005-000 0 summarize s th e O R State' s record s managemen t policy : I t i s th e policyo f th e Stat e o f Orego n t o assure th e preservatio n o frecord s essentia l t o mee t th e need s o f th e state , it s politica l subdivisions , an d it s citizens , an d t o assur e th e promp t destructio n o f record s withou t continuin g value
. DE Q i s committe d t o managin g record s throug h a managemen t syste m tha t promote s th e agenc y requiremen t t o provid e publi cacces s t o record s excep t a s othen/vis e prohibite d b yOR S 192.50 1 t o 192.505 . Record s managemen t i s a syste m tha t include s planning , controlling , directing , organizing , training , an d promotin g th e creation , use , maintenance , an d dispositio n ofpubli crecords
. Agenc y record s managemen t polic yma ychang e i n accordanc e wit h state/federa l law s an d regulations
. 6. 2 Controlle d Document s an d Record s OR S 192 state s tha t publi crecord s ma yexis t regardles s ofth e format o rstorag e medi a theyare hel d in
. Th e forma t o rstorag e mediu m include s bu t i s not limite d t o paper , film , microfilm , soun d recordings , vide o recordings , magneti ctap e an d disk , an d optica l disk
. Th e agenc yofficia l cop yo fa record i s th e copythat ha s bee n designate d b

yth e agenc

ya s th e record s t o maintai n fo rretentio n purposes . . Additionally , unde rth e EP

Adefinition , officia l document s an d record s that shoul d b e manage d includ e "...an yfina l product relate d t o administration , management , enforcement , regulatio n o rothe ragenc yfunctio n an d al l documentatio n necessar yt o suppor

t tha t document , th e decisio n trai l leadin g u p t o i t an d th e action s that resul t fro m it. " Acomprehensiv e centralize d documen t managemen t syste m tha t include s al l DE Q document s withi n th e scop e of thi s definitio n exceed s curren t DE Q resources . Consequently , QM S document s an d record s are manage d i n a manne rtha t i s commensurat e wit h it s rol e withi n DE Q operations
. I n general , document s an d record s that directl ysuppor t th e QM S are manage d a t th e agenc

y level
. Thi s include s th e QM S tool s identifie d i n Sectio n 3 . Document s an d record s that directl ysuppor t progra m o rdivisio n initiative s ar e manage d b yth e policie s of th e overseein g progra m o rdivision
. Eac h progra m o rdivisio n shoul d defin e it s specifi cdocumen t managemen t rule s i n a documen t managemen t pla n (howeve rnamed)
. Document s manage d a t thi s leve l ma yinclude : projec

t relate d files ; blu e prints ; desig n documents , includin g specification , drawing , calculation , an d dat a sheets ; analytica l reports ; standard operatin g procedures ; wor k plans ; assessmen t result s an d findings ; calculations ; calibratio n data ; dat a usabilit yresults ; fiel d logbooks ; inspectio n results ;AGENC YQUALITYMANAGEMEN TPLA N Orego n Dept
. of Environmenta l Quality

DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 3 3 of 5 2 instrumen t tes t data ; material s testin g results ; personne l qualifications ; samplin g an d analytica l QC data ; samplin g an d analytica l data ; an d technica l an d readines s revie wresults
. Unde rthi s decentralize d approac h t o documen t management , eac h progra m o rdivisio n i s responsibl e fo rmanagin g an d maintainin g it s documen t managemen t system . Th e exact filin g system s an d securityprocedure s employe d ar e th e responsibilityofth e individua l offices
. Thi s scale d approac h t o documen t managemen t provide s eac h functiona l grou p withi n th e agenc ywit h th e flexibilit yt o tailo rthei rdocumen t managemen t syste m t o mee t thei rindividua l needs
. Document s an d record s tha t d o not nee d t o b e maintaine d includ e persona l papers (i.e
. privat e papers relate d solel yt o a n individual' s affairs ) an d duplicat e records
. Duplicat e record s ma yb e extra copie s o f articles , periodicals , reports , documents , studies , vendo rcatalogs , an d simila rmaterial s tha t are use d fo r convenience , bu t ar e not par t o f an yofficia l file
. Preliminar ydraft document s an d that have bee n reviewe d an d contai n substantiv e change s are retaine d a s supportin g documentation
. Th e draft s are file d wit h th e associate d record fo rth e lengt h ofth e retentio n period
. Wher e successiv e draft s o flength y document s are prepared , onl ythos e portion s ofth e draft s whic h contai n substantiv e modification s nee d t o b e retained
. 6. 3 QM S Documen t an d Recor d Managemen t Syste m Th e documen t an d record managemen t syste m describe d i n th e remainde ro fthi s Sectio n i s conceme d wit h an d designe d t o suppor t th e core QM S tool s describe d i n Sectio n 2 . Althoug h th e exac t processe s o rprocedure s associate d wit h a documen t o rrecord maydiffer , al l o fth e core QM S tool s follo wa simila r three-stag e cycle : (1 ) documen t creation ; (2 ) activ e maintenance ; an d (3 ) disposition
. Documen t an d record managemen t plays a rol e i n maintainin g documen t integritydurin g eac h o fthes e phases
. Documen t creatio n i s a n iterativ e proces s o fwriting , review , an d revisio n tha t ensure s documen t quality
. Th e exact requirement s an d processe s fo rcreatin g a documen t wil l var yb ydocumen t type . Th e documen t autho rshoul d consul t an yguidanc e document s o rtemplate s tha t ma yb e availabl e fo rth e document/record bein g created
. At som e poin t durin g th e documen t creatio n process , th e documen t autho robtain s a documen t contro l I D fro m thei rappointe d publicatio n tea m member
. Th e documen t contro l I D uniquel yidentifie s th e documen t an d provide s th e followin g informatio n (Error ! Referenc e sourc e no t found.) : (1 ) th e yea rth e documen t wa s written ; (2 ) th e responsibl e authority ; (3 ) a sequentia l number ; and , (4 ) th e documen t typ e (# 4 i s not assigne d fo rmost we b publishe d documents)
. Al l o fth e QM S tool s liste d i n Sectio n 2 must receiv e a uniqu e documen t contro l ID
. Th e documen t contro l I D remain s wit h th e documen t throughou t th e document' s lif e an d uniquel yidentifie s th e documen t throug h an yrevision s o rchange s tha t ma yoccur . Document s o rrecord s tha t are subject t o regula rrevisio n (e.g. , QMP , SOPs ) shoul d als o b e initiall yassigne d a revisio n numbe ro f1.0 . Document s that are not subjec t t o revision s (e.g.
. Annua l QM S Report ) d o not nee d t o receiv e a revisio n number
. Furthermore , th e document/record shoul d b e reviewe d before bein g approve d o radopted
. Finally , th e document/record shoul d b e approve d b

yal l th e require d authoritie s an d submitte d i n printe d an d electroni cform s t o th e QA O t o b e include d i n th e QM S filin g syste m (Sectio n 6.4)
. Note : Th e DE Q Offic e of Communication s & Outreac h (OCO ) maintain s th e archive s fo ral l document s that are submitte d fo rWe b Publishing
. Regardles s ofan ydivisiona l o rregiona l offic e documen t contro l system , document s publishe d t o th e we b must b e coordinate d throug h th e OC O an d a uniqu e numbe rwil l b e assigne d b

ythem
. Activ e maintenanc e o f som e document s i s a n on-goin g proces s afte ra documen t has bee n written
. Man yof th e document s identifie d i n Sectio n 3 must b e reviewe d an d revise d o n a regula rschedul e t o ensur e tha t th e documen t remain s curren t an d up-to-date
. Al l documen t reviews shoul d b e recorde d t o demonstrat e th e revie wwa s performed
. AControlle d Documen t Revie wfor m (DEQ08-LAB-0076-FORM ) that ma yb e use d fo rthi s purpos e i s availabl e o n Q-net
. I fth e reviewe d documen t doe s not require an y revisions , th e documen t revie wfor m i s submitte d t o th e QAO t o b e attache d t o th e origina l document
. I f th e reviewe d documen t require s changes , revision s t o th e documen t are identifie d i n tw o ways : (1 ) th e document' s versio n numbe ri s update d an d (2 ) significan t change s are identifie d i n th e document' s "Revisio n History " (se e Sectio n 9.2)
. Th e revise d documen t an d th e revie wfor m are returne d t o th e QAO an d file d i n th e QM S filin g system . Documen t dispositio n requirement s ar e dictate d b yth e Orego n Secretar

yo fState , Archive s Division
. Orego n stat e agencie s have bee n grante d authorityt o destro ycertai n publi crecord s unde rOA R 166-30 0 (stat e agenc

ygenera l record s retentio n schedule)
. Th e Archive s Divisio n als o maintain s a specia lAGENC YQUALIT YMANAGEMEN TPLA N

. DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. o fEnvironmenta l Qualit y Octobe r15 , 200 9 Pag e 3 4 o f5 2 agenc yretentio n schedul e that addresse s th e dispositio n requirement s fo rrecord s specifi ct o DEQ
. Agencyrecord s destructio n als o adhere s l o specifi cfederal/stat e regulation s an d othe rcontractua l obligations
. Responsibilityfo rcomplyin g wit h dispositio n requirement s lie s wit h th e agenc yrecord s managemen t coordinato ran d th e controllin g Region/Divisio n withi n th e agency .

AGENC Ya YEA R In d bate s th e origi n a

t iii g Agenc y an d yea rth e documen t was writte n DOCUMEN TTYP E In d bate s th e typ e o fdocumen t (e.g. , QAPP , SAP,SOP , etc. ) 

# DEO m - LA B - 001 5 - QAP P

ORIGINATIN G DIVISIO N In d bate s wher e th e documen t originate d withi n th e Agenc y NUMBE R Fou rdigi t sequentia l nurnbe r tha t i s assigne d base d upo n th e yea ran d Divisio n Figur e 5 Exampl e Documen t I D Numbe r Th e documen t I D i s a fou rpar t identifie rtha t indicate s (1 ) th e agenc yan d yea rth e documen t wa s originall ywritten , (2 ) th e originatin g divisio n withi n th e agency , (3 ) a sequentia l number , an d (4 ) a n abbreviatio n tha t indicate s th e tvo e o f document
. 6. 4 QM S Filin g Syste m Th e QAO maintain s a filin g syste m fo rQMS-relate d documentation
. Al l document s wil l b e file d an d identifie d bya Documen t Contro l ID
. Wheneve rpracticable , QM S document s an d record s are maintaine d i n bot h printe d an d electroni cformats
. Printe d version s ofdocument s wit h signature s wil l b e submitte d t o an d maintaine d byth e QA O i n a controlled-acces s location
. I n addition , electroni ccopie s of QM. S document s an d record s shoul d b e submitte d t o an d maintaine d byth e QAO
. Th e most recen t version s of al l QM S document s submitte d t o th e QA O wil l b e publishe d t o DEQ-Onlin e and/o rQ-net i n a PD F format , {note , thoug h i t i s recommende d tha t al l QM S document s b e submitte d t o th e QAO , som e projec t o roperationa l relate d document s an d record s are stil l maintaine d b yth e agenc

yoffic e i n charg e of oversigh t fo rthat projec t o roperation ) Publi crecord s wil l b e manage d an d retaine d accordin g t o th e retentio n schedule
. Tabl e 2 QM S Document s an d Record s manage d a t th e agenc yleve l Al l o fthes e document s are file d an d maintaine d b yth e QAO i n a QM S filin g syste m Documen t QualityManagemen t Pla n Qualit yAssuranc e Guidanc e QM S ReviewReports Annua l Qualit

ySyste m Report s Documen t Typ e Abb r QM P QA G QS R QMS R Revisio n

Schedul e 5 years 3 years N/ A N/ A Dispositio n

Schedul e Pe ragenc y recor d retentio n schedul e Pe ragenc y recor d retentio n schedul e Pe ragenc y recor d retentio n schedul e Pe ragenc y recor d retentio n schedul eAGENC YQUALIT YMANAGEMEN

TPLA N DEQ03-LAB-0006-QM P Versio n 5. 0 Oregon Dept
. o f Environmenta l Qualit

y Octobe r15 , 200

9 Pag e 3 5 o f5 2 Documen t QM S Trainin g Record s Progra m Specifi cQualityManagemen t Policie s QualityAssuranc e Projec t Plan s Samplin g an d Analysi s Plan s Standard Operatin g Procedure s Technica l Syste m Assessmen t Report s Laborator yQualityManua l Fiel d Samplin g Referenc e Guid e Watershe d Assessmen t Mod e ofOperation s Manua l QualityAssuranc e Guidelines-NPDE S an d WPC F Self Monitorin g Laboratorie s Documen t Typ e Abb r N/ A ( N/ A QAP P SA P SO P TS A LQ M QA G SO P QA G Revisio n

Schedul e N/ A
5 year s 3 yea r N/ A
3 year s N/ A
1 year s 3 year s 3 year s 5 year s Dispositio n

Schedul e Pe ragenc y recor d retentio n schedule " Pe ragenc y recor d retentio n schedul e Pe ragency , recor d retentio n schedul e Pe ragenc y recor d retentio n schedul e Pe ragenc y recor d retentio n schedul e Pe ragenc y recor d retentio n schedul e Pe ragenc y recor d retentio n schedul e Pe ragenc y recor d retentio n schedul e Pe ragency , recor d retentio n schedul e Pe ragenc y recor d retentio n schedul e 

### 7 COMPUTE R HARDWAR E AN D SOFTWAR E Data qualityderive s not onl yfro m effectiv e planning , field , laboratory , an d analytica l processes , bu t als o fro m th e electroni csystem s that store an d transmi t data
. Consequently , th e support , development , an d maintenanc e o f DEQ' s compute rhardware an d software system s i s a hig h priority
. Moreover , providin g accessibilityt o environmenta l dat a an d informatio n i s a keyelemen t i n meetin g DEQ' s strategi cdirectiv e of involvin g Oregonian s i n environmenta l protection
. DEQ' s Informatio n Technolog y(IT ) sectio n i s primaril yconcerne d wit h planning , implementing , an d maintainin g th e agency' s hardware an d software systems . Eac h region/divisio n als o ha s a Loca l Are a Networ k (LAN ) Administrato rwh o works directl ywit h th e loca l system s i n individua l office s an d departments
. Al l syste m back-u p an d securityprocesse s are controlle d b yth e I Tsectio n I n addition , th e Busines s System s Sectio n develop s software an d electroni capplication s fo ragenc yuse . Limite d syste m developmen t i s performe d byindividua l regions/division s fo rspecialize d function s an d tasks
. Fo rexample , th e LEA D ha s a numbe ro fI Tstaffwh o facilitat e th e developmen t an d maintenanc e of electroni csystem s specifi ct o th e managemen t ofdat a produce d and/o rmanage d b yth e Laboratory
. 7. 1 Compute rHardwar e an d Softwar e System s DEQ' s individua l office s are connecte d b ya wide-are a networ k

(WAN ) that permit s th e direct sharin g o fAGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. of Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 , Pag e 3 6 of 5 2 electroni cinformation
. Electroni ccommunicatio n withi n an d outsid e th e networ k i s facilitate d throug h a n agenc yemai l system . Th e WA N als o provide s individua l workstation s wit h Interne t access , an d th e agenc yintrane t (Q-net ) allow s fo rth e effectiv e sharin g o finformatio n thoug h a centrall yaccesse d location
. Publi cinformatio n an d dat a ca n b e electronicall ydisseminate d throug h th e DE Q interne t sit e (DEQ-Online)
. DE Q ha s adopte d a n agency-wid e compute ran d software standard fo ral l employe e workstation s tha t facilitate s th e transfe rof electroni cdat a an d informatio n withi n th e organization
. Th e hardware an d software standard i s develope d an d maintaine d b ya n Informatio n Technolog y(IT) team , followin g a documente d se t o f procedures , whic h describe s th e proces s fo rproposing , adopting , an d makin g change s t o th e workstatio n standard
. Exception s t o th e adopte d standard s ca n b e requeste d usin g th e "Persona l ProductivitySoftware Form " (fo rsoftware requests ) o rdirectl yt o th e loca l LA N Administrato r (fo rhardware requests)
. Electroni cequipmen t tha t doe s not affec t th e agency' s network , lik e digita l cameras , i s not covere d unde rth e agency-wid e I Tpolicy
. Developmen t and/o rimplementatio n o f majo rne wsystem s i s don e accordin g t o a n agency-wid e prioritie s usin g th e I Tstaff an d teams . Additiona l polic yinformation , hardware an d software information , an d I T resource s are availabl e t o agenc yemployee s o n th e DE Q intrane t at : http://deq05/intranet/msd/IT/MSDInformationTechnoloqv.htm
. 7. 2 Managin g Softwar e Developmen t Most software developmen t withi n th e agenc yi s centralized
. Al l developmen t i s performe d o n a commo n platform , an d usin g commo n tool s selecte d b yth e agency . Develope rguidance , suc h a s codin g an d documentatio n standard s an d projec t managemen t processe s are publishe d i n variou s guidanc e document s fo rdevelopmen t staff
. Aforma l projec t managemen t methodolog yi s use d fo rsoftware developmen t projects , includin g specifi ctestin g an d acceptanc e criteri a publishe d i n th e projec t plan
. Eac h projec

t mus t have a designate d progra m executiv e sponsor , progra m lead , projec t lead , an d othe r tea m member

s a s appropriate
. A n earl yste p i n th e proces s define s th e scop e an d requirement s fo rth e projec t o rproduct , whic h are validate d throughou t th e process , an d subject t o forma l chang e management . Fo reac h application , a singl e perso n i s responsibl e fo rsoftware maintenance
. Aparalle l identica l infrastructur e i s use d fo rtesting , an d use rtesting ; approva l i s require d prio rt o placemen t o fan y newsystem s i n production
. Writte n policie s an d guideline s are availabl e fo rmaintenanc e o fsourc e cod e (versio n control ) an d implementatio n i n th e productio n environment
. 7. 3 Assessin g Use rRequirement s an d Syste m Performanc e Eac h progra m o rfunctiona l are a i s assigne d a n "Informatio n Coordinator. " Th e Informatio n Coordinato r i s responsibl e fo rrelayin g change s i n requirement s t o I Tstaff
. Asystem s analys t i s assigne d t o analyz e change d requirements
. Fo rchange s whic h g o beyon d routin e maintenance , a projec t proposa l i s create d fo rth e agenc

yplannin g process . Durin g thi s project , th e proposa l i s evaluate d b ycentra l I Tfo rimpacts
. Th e projec

t i s documente d throug h th e projec t managemen t process , an d finally , i s teste d thoroughl yi n a tes t environmen t prio rt o movin g t o production
. 7. 4 Evaluatin g Hardwar e an d Softwar e Conformanc e "Aconfiguratio n managemen t grou p i s assigne d t o establis h a configuratio n fo rhardware an d commercia l software
. Thi s grou p identifie s software an d hardware tha t ma yb e purchase d fo rus e i n th e agenc y network
. Ne

wpropose d product s are evaluate d b ythi s group . Fo rcusto m software develope d unde r contract , forma l projec

t managemen t i s use d t o tes t agains t establishe d requirements
. Whe n ne w software o rhardware i s introduced , i t i s firs t evaluate d b yth e configuratio n managemen t group . Software fo rspecia l need s (e.g. , a n EPA-provide d modelin g tool ) i s onl yevaluate d fo rcompatibility
. Th e performanc e criteri a are establishe d an d confirme d b yth e specifi cfunctiona l are a purchasin g th e software o rhardware. " - .—- ^ — - __ __- -^

- 7. 5 Ensurin g Electroni cDat a Meet s Standard s an d Requirement s Environmenta l dat a produce d an d use d b yDE Q i s currentl ydistribute d acros s a numbe ro felectroni c dat a system s (Error ! Referenc e sourc e no t found.)
. Establishin g a commo n set ofdat a standards , standardizin g thes e systems , an d makin g the m accessibl e are som e ofth e primar ygoal s ofth e DE QAGENC YQUALITYMANAGEMEN TPLA N

DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dep t o f Environmenta l Quality Octobe r15 , 200 9 Pag e 3 7 o f 5 2 Advisor yI TManagers grou p (DAITM)
. Promotin g goo d informatio n managemen t throughou t th e agenc y an d incorporatin g thes e practice s withi n ou rI Tsystem s ar e commo n goal s of bot h DAIT M an d th e QMS
. Durin g an yI Tsyste m developmen t proces s (whethe rinterna l o rexternal) , th e requirements , includin g busines s oile s surroundin g a process , ar e capture d i n a developmen t plan
. Thes e requirement s are the n use d t o validat e th e dat a system s prio rt o implementation
. Al l modelin g an d analytica l tool s ar e pee r reviewe d byappropriat e progra m staff , an d the n formall yadopte d b ymanagement . Fo reac h dat a system , a dat a stewar d i s assigned , an d give n accountabilit yfo rth e conten t of th e system . Tabl e 3 Summar yo f I TApplication s use d b yDE Q fo rmaintainin g environmenta l dat a i " - J AP P I D i Faalit yProfile r

GE O Lo c.

- l "

•' Complaint s AP I AQTankers AQVapors

AS B

C/VAD QAS SRCTS T Applicatio n Nam e FacilityProfile r

Geographi c Locatio n Locatio n Improvemen t Too l Complaint s Syste m Ai rPollutio n Index Ai rQualityTanks Dat a Syste m Ai rQualityFuel s Dat a Syste m

Asbesto s Contro l Syste m

Clea n Ai rActio n Da y QualityAssuranc e Syste m Sourc e Tes t Databas e Syste m Progra m

Agenc y

Agenc y Agenc y Agenc y Region s AQ A Q A Q

AQ

AQ AQ AQ Function s "
. ' ^ ' ' •

• Interne t applicatio n whic h allow s a use rt o Searc h fo r DE Q regulate d o rpemnitte d facilitie s an d site s b yusin g locationa l criteria
.

• Hold s share d locationa l dat a fo rsevera l applications
.

• Mappin g too l use d b

yman yapplication s t o detemnin e locatio n o f a facilityo rothe rite m o f interest
.

• Trac k informatio n abou t complain t received ; description , date , wh o assigned , actio n taken , dat e resolve d
• Record s th e Ai rPollutio n Healt h Indicators • Track s Owner , tanker , permi t an d inspectio n laborator yinformatio n abou t fue l haulin g tankers • Tracks owner

s of fuel s facilitie s (Retailers , Distributors , Tenninals , an d Wholesale ) Tracks inspection s an d inspectio n result s offue l handlin g facilitie s (Stag e 1 Vapo rControl , Stag e I I Vapo rcontrol , an d Oxygenate d Fuels) - Tracks applications
.
• Track s Asbesto s Abatemen t activitie s • Identificatio n ofAbatemen t Projects Abatemen t Projec t Inspections , Actions , an d Violation s • Tracks Enforcemen t Action s b yprojec t Numbe ran d Recipients
. Identifie s License d Operators an d Inspectors
. Certif yAsbesto s Abatemen t Workers

• Maintai n SQ L Serve rDatabas e an d AS P page s fo r Clea n Ai rActio n Da

ymailin g lists
. • Store s AQ dat a compile d b yth e Lab
. Generate s report s o f Q

Asummar

ydata
. • Track s sourc e tes t documents receive d b yDEQTracks sourc e tes t run s • Track s result s ofsourc e tes t mn s b ypollutan tAGENC YQUALIT YMANAGEMEN TPLA N DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. of Environmenta l Quality Octobe r15 , 200 9 ^ Pag e 3 8 of 5 2

, , AP P I D - . ; % * ^ •• * •-*
. ^j 5 'i - TRAAC S V

AQ LIM S

1 LASA R LIM S
CDPD B ECS I

ERI S HOT C

HazWaste

E-Cycle s LUST Applicatio n Nam e Trackin g Reportin g an d Administratio n of Ai rContaminan t Source s

Ai rQuality Laborator y Infonnatio n Managemen t Syste m Laborator yArchive , Storage , and
. Retrieva l Syste m Laborator y Informatio n Managemen t Syste m Chemica l Depot Demilitarizatio n Syste m Environmenta l Cleanu p Sit e Informatio n Emergenc

y Respons e Informatio n Syste m Heatin g Oi l Tan k Certificatio n Hazardou s Wast e Informatio n Managemen t Syste m
Electroni c Recyclin g Leakin g Undergroun d Storag e Tanks .Program
.

A Q

LEA D

LEA D LEA D

L Q L Q

L Q L Q

L Q

LQ L Q Function s #

:,•;¥ • "
. • .. . ' • Manag e infonnatio n regardin g pemnitte d an d non permitte d source s ofai rcontaminants
. Tracks complianc e relativ e t o pemnitte d level s of Ai rpollutant s Tracks planne d an d schedule d action s fo rcompletio n Generate s Sourc e Reports an d Invoice s • Manag e an d trac k

statu s of permit s an d permi t application s • Manag e informatio n regardin g penmi t condition s • Trac k activitie s an d data relativ e t o complianc e of source s

• Tracd^ s an d store s Ai rQualit

yparticulat e dat a produce d b

yth e Laboratory
.

• Electroni cstorag e syste m fo rdat a produce d an d manage d b

yth e Laboratory
. Provide s publi cacces s t o thi s dat a throug h DEQ-Online
. • Track s an d store s analytica l dat a produce d b yth e LEA D

• Web-base d syste m t o acces s Hermisto n Arm yDepot Documents
.

• Maintain s inventor

yof site s wit h suspecte d release s ofHazardou s substanc e • Tracks Administrativ e activitie s of site s • Reports t o Staff/Publi cregardin g site s Trac k spill s Infonnatio n an d provid e som e projec t managemen t function s fo rspil l incidents
.

• Provide s DE Q Certificatio n fo rHeatin g Oi l Tan k decxjmmissioning
. Ifth e HO Tdecommissionin g i s at a DE Q LUSTIncident , th e LUSTInciden t i s automaticall yclosed
. • Maintain s informatio n o n Orego n hazardou s wast e (HW ) generators , treatment , storage , disposa l an d recyclin g operation s as reporte d o n Orego n H W Reportin g Form s • Maintain s infonnatio n o n H W stream s generate d an d manage d i n Orego n • Forecast an d tracks fee s Track s Electronics Manufacturer s an d Electronic s recycling.location s • Tracks suspecte d o rconfirme d LUSTincident s • Tracks tan k

material s (typicall ypetroleu m products ) • Tracks disposa l method s • Tracks contaminan t impac t o n medi a • Tracks costs recovere d • Report s t o staff/publi cregardin g incidentsAGENC YQUALITYMANAGEMEN TPLA N

DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. of Environmenta l Quality Octobe r15 , 200 9 Pag e 3 9 of 5 2 t AP P I D V "•• - OHWIM E

OLPR R
SWIF T

SWIM S

TUR.ne t

US T
Webdoc s EN F NO N
DM S LA B SD S & ST P (Licens e 2000 )

WQSI S Applicatio n Nant e ,Orego n Hazardou s Wast e Infonnatio n Managemen t Exchang e Onlin e Petroleu m Releas e Reportin g Soli d Wast e Informatio n Facilit y Trackin g
Soli d Wast e Informatio n Managemen t Syste m Toxic s Us e an d Hazardou s Wast e Reductio n (TUHWR ) Reportin g Syste m Undergroun d Storag e Tank s We b Document s Enforcemen t Notic e o f Noncomplianc e Discharg e Monitorin g Syste m Laborator y Parameter s Syste m Sewag e Disposa l an d Treatmen t Syste m

Sourc e Informatio n Syste m Program
. L Q

L Q
L Q

L Q

L Q

L Q - L Q O D O D
W Q W Q W Q

W Q Function s

• Track s inspection s b yH Wprogra m staff , violation s found , NON s issued , complianc e date s an d enforcemen t actions
. • Generate s Word-merg e NO N letter
.
• Onlin e reportin g capabilit yfo rprivat e cleanu p contractor s statewid e t o repor t o n LUS Tcleanu p effort s Maintain s informatio n o n municipa l an d industria l soli d wast e (SW ) facilitie s i n Orego n an d S Wdispose d a t thes e facilities ; Track s quarterl yan d annua l compliance , domesti cS W an d out-of-stat e S W Track s recyclin g dat a b ywasteshed
. Calculate s Recyclin g Recover yRates
.
Enat)l e electroni csubmissio n o f Toxic s Us e an d Hazardou s Wast e Reductio n (TUHWR ) Reportin g generator s i n Orego n an d contact s fro m anywher e tha t ar e relate d t o tha t site
.

• Track s pennit s issue d t o undergroun d storag e tank s (USTs ) i n Oregon , an d content s an d constructio n o f UST s • Track s US Tpenni t fee s Store s document s relate d t o clean-u p site s an d LUS T incidents
. • Track s agenc yenforcemen t action s & penaltie s
• Track s NON' s issue d t o permitte d entitie s b yagency , inspector s

• Track s Warnin g Letter s an d Pre-Enforcemen t Notice s • Dat a repositor yfo rcurren t an d cumulativ e poin t sourc e dat a
• Detail s tes t parameter s o ranalyte s use d i n W Q monitorin g • Support s W Q Monitorin g Syste m

• Regulate s an d license s sewag e disposa l operator s (pumper s an d haulers ) • Track s vehicl e license s an d issuanc e o fspecia l vehicl e tag s • Track s sewag e disposa l • Certifie s ST P operator s • Track s ST P operato rtrainin g • Track s complianc e statu s o fST P Operation s

• Complianc e trackin g o fpermitte d source s o fwate r pollutio n • Permi t issuanc e trackin g • Permi t fe e invoicin gAGENC YQUALIT YMANAGEMEN

TPLA N DEQ03-LJ^B-0006-QM P Versio n 5. 0 Orego n Dept
. o fEnvironmental Qualit

y Octobe r15 , 200

9 Pag e 4 0 o f5 2 ; AP P I D UI C Applicatio n Nam e Undergroun d Injectio n Contro l Syste m ^Progra m

\N Q W- " % "S;-'.
. Fimction s vV^M'v;--^''^ -

• Track s manmad e structure s use d fo rinjectin g int o th e subsurfac e fluid s suc h a s stormwater , drinkin g water , contaminate d groundwate rremediatin g fluids , an d natura l ga s wel l brines
. • EP Areportin g


### 8 Plannin g Goo d dat a qualitybegin s wit h carefu l planning
. Projec t plannin g i s a structure d proces s that bring s togethe ral l project participant s t o identifyth e project' s goals , objectives , methodologies , an d assessmen t criteria
. At th e beginnin g of an yproject , th e goal s an d specifi cobjective s o fth e dat a generatio n proces s are cleari ydefined , an d specifi cen d dat a use s ar e identified
. Onc e th e dat a need s are cleari y understood , projec

t staff develo p specifi cdat a qualityobjective s fo rth e project , includin g th e qualitativ e an d quantitativ e requirement s neede d t o suppor t th e project , an d th e specifi cdecision s o rregulator y action s tha t wil l b e taken
. Afte rth e dat a qualityobjective s have bee n established , sampl e collectio n an d measuremen t decision s ca n b e made ; dat a format s ca n b e specified ; and , th e evaluatio n criteri a ca n b e established
. 8. 1 Projec t Plannin g Proces s Assurin g that qualitydat a result s fro m a projec t begin s wit h eari yplanning
. Project plannin g a t DE Q use s a team-base d approac h that draw s togethe rdivers e interest s an d participant s (bot h interna l an d externa l t o th e agency ) t o defin e th e project' s framewor k before actua l wor k

begins
. Althoug h th e exac t plannin g detail s wil l var

yfro m projec

t t o project , a standard proces s shoul d b e followe d t o insure tha t al l plannin g requirement s have bee n met an d fulfille d before an yprojec t wor k ha s actuall ybegu n (Figure 6)
. Afte ra progra m ha s identifie d a projec t nee d an d assigne d a Projec t Manager , th e Projec

t Manage r shoul d notif

yth e QA O an d loca l QMS C tha t a projec t pla n wil l b e developed
. Th e Projec t Manage r shoul d the n assembl e a projec t tea m an d begi n definin g th e scop e o fth e project
. Th e assemble d projec t tea m shoul d includ e representative s fro m al l programs , divisions , offices , anc j agencie s tha t wil l b e involve d i n th e project
. Moreover , participant s commonl yactiv e a t th e en d o fa projec

t (e.g. , dat a managemen t specialists , lega l representatives , etc. ) shoul d als o b e involve d i n th e initia l plannin g process . Bringin g togethe ra tea m that represent s al l projec t interest s an d viewpoint s help s ensure that project' s goal s an d objective s are cleari ydefine d an d understood
. Moreover , bringin g togethe ral l player s eari yi n th e projec

t lif e cycl e establishe s line s o fcommunicatio n betwee n al l tea m members that help s alleviat e miscommunicatio n an d dispute s tha t ma yaris e late ri n th e project
. On e ofth e primar

yobjective s ofth e projec t plannin g tea m i s t o defin e th e project' s Data Qualit y Objective s (DQOs)
. DE Q doe s not mandat e that an yspecifi cplannin g metho d must b e followed , thereb y givin g th e projec

t manage rth e flexibilityt o addres s an yuniqu e projec t requirement s o rconsiderations ; however , th e plannin g metho d must b e scientificall ybase d an d us e approache s tha t ar e widel yaccepte d withi n th e professiona l environmenta l community
. Th e QA O strongl yrecommend s us e o fEPA' s Guidanc e forth e Dat a QualityObjective s Proces s (EPAQA/G4) , whic h i s availabl e fro m th e EP Awebsit e (http://www.epa.qov ) o rQ-net
. Usin g a systemati capproac h t o designin g dat a collectio n activitie s result s i n a serie s o f qualitativ e an d quantitativ e statement s (o rperformanc e criteria ) tha t defin e th e projec t objectives , defin e type s o f data , an d specif ytoleranc e limit s fo rdecisio n errors . Th e product s o fthi s process—th e DQOs—are th e fundamenta l projec t measuremen t criteria
. Al l DE Q project s that generat e environmenta l dat a must b e define d an d documente d i n a Qualit yAssuranc e Projec

t Pla n (QAPP) , followin g th e guideline s an d format s define d i n th e QAP P guidanc e document s discusse d i n Sectio n 3.4.2 . (QAP P template s an d guidanc e ca n b e obtaine d fro m th e QA O o rfro m Q-net.)
. Th e QAP P represent s th e culminatio n ofth e projec t plannin g proces s an d insure s tha t dat a collectio n activitie s proceed s i n a systemati can d define d manne rsuc h that th e resultin g dat a are o fknow n qualityan d integrity , meet th e need s ofth e dat a users , an d are generate d an d processe d i n a n efficien t an d cost effectiv e manner .AGENC YQUALIT YMANAGEMEN TPLA N DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. o f Environmenta l Quality Octobe r15 , 200 9 Pag e 4 1 o f5 2 Th e QAP P develope d b yth e projec t tea m mus t the n b e submitte d t o th e QA O fo rfina l approval , althoug h th e QA O ma ydesignat e a QAPP-reviewer
. AQAPP-revie w checklist , whic h i s availabl e fro m th e QA O o ro n Q-net , shoul d b e complete d b yth e QAPP-reviewe rt o documen t tha t al l require d plannin g element s hav e bee n addresse d prio rt o th e star t o fdat a collectio n activities
. I fal l QAP P an d plannin g requirement s hav e bee n fulfilled , th e QA O sign s th e QAPP , retain s a cop ywit h th e QAPP-checklis t fo rth e QMS-file , an d retum s th e origina l t o th e Projec t Manager
. Th e Projec t Manage rshoul d submi t a n electroni cversio n o fth e approve d QAP P i n a write protecte d PD F forma t t o th e QAO
. Th e electroni cversio n wil l b e include d i n th e QMS-filin g system . However , i fth e QAPP-reviewe rdetermine s tha t al l QAP P an d project plannin g requirement s hav e no t bee n satisfied , th e QAP P i s returne d t o th e Projec t Manage rwit h a mem o explainin g th e issue s t o b e resolved
. Th e QAP P shoul d b e revise d an d re-submitte d t o th e QA O fo rapproval
. 8. 2 QAP P Addend a Unforesee n issue s ma yaris e durin g th e lif e o f a project
. Change s i n th e DQOs , samplin g an d analysi s plans , dat a validation/verification , and/o rdat a assessmen t mus t b e documente d i n writin g an d approve d b yth e QA O (o r designee)
. Al l projec t addend a mus t b e include d wit h th e officia l projec t fil e an d submitte d t o th e QA O t o b e filed i n th e QMS-filin g system . 8. 3 Generi cQAPP s an d SAP s Generi cQAPP s fo remergenc yo rrespons e situation s shoul d b e develope d i n advanc e wher e possible
. Repetitiv e o rroutin e dat a collectio n activities , suc h a s complianc e inspection s o rambien t monitorin g events , shoul d als o b e documente d i n a QAP P tha t broadl y define s th e projec t DQOs , dat a collectio n activities , an d assessmen t processes . Generi cQAPP s mus t b e written , reviewed , an d approve d followin g th e sam e procedure s a s thos e employe d fo rproject-specifi cQAPPs
. Generi c QAPP s mus t b e reviewe d an d update d trienniall y(Sectio n 6)
. Specifi csamplin g an d analytica l requirement s unde r generi cQAPP s mus t b e documente d i n Samplin g an d Analysi s Plan s (SAPs)
. Th e individual(s ) responsibl e fo r approvin g th e SAP s fo rspecifi cproject s shoul d b e cleari y identifie d i n th e QAPP
. Electroni can d printe d copie s o f SAP s shoul d als o b e submitte d t o th e QA O fo rfilin g i n th e QMS-filin g system . Template s an d guideline s fo rSAP s ca n b e obtaine d directl yfro m th e QA O o rdownloade d fro m Q-net
. 8. 4 Externa l QAPP s an d Dat a DE Q routinel yreceive s an d make s decision s base d upo n dat a collecte d b yand/o rsubmitte d t o th e agenc yb y contractor s o rexterna l stakeholder s (e.g. , consultants , privat e laboratories , industry , voluntee rmonitorin g groups , etc.)
. Althoug h DEQ-staf f ma yno t hav e direc t responsibilit yfo rcollectin g an d analyzin g environmenta l Notifie s QA O & QM C tha t a Projec t Pla n wil l b e develope d
Scopin g Meelii g

QAP P Develope d followrin g DEQ^EP Aguideline s
QAP P submitte d t o QA O fo rrevie wS approva l

Review e rc o m plete s QAPP-revie w checklis t
Approved ? N O
YE S QA O sign s an d keep s a cop yfe r th e QMS-fil e Signe d QAP P retume d t o Proj€c l Manage r

Figur e 6 Projec t Plannin g Projec t plannin g an d approva l follow s a definec i an d structure d pat h tha t i s designe d t o ensur e tha t al l QM S requirement s ar e addresse d befor e actua l dat a collectio n activitie s begin
.AGENC YQUALITYMANAGEMEN TPU\ N Orego n Dept
. o f Environmenta l Quality

DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 ; Pag e 4 2 of 5 2 sample s an d data , DE Q ha s th e responsibilityfo rassessin g th e qualityo fth e dat a i t receive s an d use s fo rdecisio n makin g processes . Consequently , contractors an d externa l stakeholders playa n importan t rol e i n Oregon' s environmenta l quality
. A s i s appropriat e wit h th e leve l o finvolvement , contractors an d externa l stakeholders shoul d b e involve d i n projec t plannin g an d understan d th e role(s ) the ywil l playi n th e project
. Thes e group s an d individual s must demonstrat e commitmen t t o th e DQO s define d i n th e QAPP
. I n man ycases , th e externa l stakeholders wil l b e require d t o submi t a QAPP , QMP , and/o rothe r quality-relate d documentatio n fo rDE Q approva l prio rt o thei rbeginnin g wor k o n a projec

t (Sectio n 0)
. QAPP s submitte d t o DE Q fro m externa l dat a generators must b e reviewe d usin g th e sam e proces s a s that describe d fo rDEQ-writte n QAPPs , includin g completio n o fth e QAPP-revie wchecklist
. A s i n th e cas e o f internal-QAPPs , th e QAO i s responsibl e fo rsignin g an d approvin g externa l QAPPs
. Physica l copie s an d wher e possibl e electroni ccopie s o fapprove d extema l QAPPs , shoul d b e submitte d t o th e QAO an d file d i n th e QMS-filin g system . Prio rt o acceptin g o rusin g an ydat a fro m externa l source s fo rproject-relate d purposes , th e DE Q Projec t Manage r(an d Project Team ) must cleari ydefin e th e criteri a tha t wil l b e use d t o asses s th e qualityoftha t data
. Projec

t specifi cQAPP s shoul d clearl yspecif yan ymethod s that wil l b e use d t o asses s th e dat a (e.g. , statistica l methods) , an yrequire d qualitycontro l elements , an d an ycontracto rcertification s (e.g. , ORELA P certification ) whic h must b e satisfie d t o accep t dat a fro m extema l sources. . Thes e requirement s appl yt o al l dat a source s (e.g. , federa l databases , publishe d data , etc. ) a s wel l a s dat a collecte d b y contractors o rexterna l stakeholders , unles s specificall yexclude d b yStat e o rFedera l rule s o rspecifi c exclusion s identifie d i n th e QAPP
. 8. 5 Role s an d Responsibilitie s Communication , commitment , an d involvemen t are al l critica l element s t o creatin g a successfu l projec t plannin g team . Al l ofth e keyplayers shoul d b e involve d wit h th e designin g an d scopin g th e projec t fro m th e ver ystar t o f th e process . Th e Project Manage rtake s th e leadershi p rol e i n th e projec t plannin g proces s an d his/he rskill s an d commitmen t t o th e projec t contribut e t o th e overal l success . Th e Projec t Manage rshoul d identif yth e ke y tea m members , encourag e fai ran d hones t dialog , an d ensur e that al l tea m members ar e wel l informe d throughou t th e projec

t lif e cycle
. Moreover , th e projec t manage rshoul d se e tha t eac h tea m membe r understand s his/he rrol e withi n th e scop e o fth e project
. Individua l tea m member s have a obligatio n t o activel yparticipat e i n th e plannin g process . The yshoul d understan d what rol e the ywil l pla yi n th e plannin g an d lif e ofth e project , an d b e committe d t o th e project' s success . Tea m member s shoul d make a fir m commitmen t t o fai ran d hones t communicatio n an d encourag e cooperatio n an d respec t amon g th e tea m members
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### 9 IMPLEMENTATIO N O F WOR KPROCESSE S Project Plannin g an d developin g a QAP P are critica l t o insurin g tha t qualitydat a are generate d fro m project activities
. However , dat a qualityals o derive s fro m th e wor k processe s utilize d durin g th e dat a collectio n an d analysi s phase s ofth e project
. Therefore , definin g unifor m an d standardize d wor k processe s als o plays a majo rrol e i n dat a quality
. Althoug h th e Projec

t Manage rhold s th e overal l responsibilityfo rensurin g that projec t wor k i s complete d a s state d i n th e QAPP , Projec t Staff carr

yth e responsibilityfo rguaranteein g tha t thei rwor k processe s ar e consisten t wit h DE Q an d industr ystandards
. Assurin g consistenc yi n wor k processe s i s establishe d throug h th e developmen t an d us e of Standard Operatin g Procedure s (SOPs)
. 9. 1 Standar d Operatin g Procedure s SOP s documen t routin e activitie s b yestablishin g a unifor m se t o finstructions
. Becaus e routin e wor k processe s are subject t o variabilitybetwee n individual s an d availabl e resource s (e.g. , equipment , time , etc.) , SOP s establis h a unifor m an d accepte d protoco l fo rcarryin g ou t activities
. Moreover , sinc e wor k processe s ar e als o subject t o chang e wit h update d equipmen t an d newinfonnation , SOP s must b e reviewe d t o ensure the yare curren t and/o rupdate d t o reflect curren t practice s o n a triennia l ( 3 year) schedul e bythos e individual s responsibl e fo rconductin g th e work
. Becaus e multipl e individual s ma yb e involve d i n th e sam e activitie s (e.g. , sampl e collection) , writing , reviewing , approving , an d promulgatin g ne wprocedure s i s a critica l QM S functio n (Figure 7)
. 9. 2 SO P Writin g an d Approva l Proces s Standard s operatin g procedures^ documen t th e detail s ofroutin e wor k activitie s an d shoul d b e writte n by th e individual(s ) most closel yresponsibl e fo rth e activity
. SOP s generall yfal l withi n on e oftw o categories—technica l o radministrative®
. Som e example s o ftechnica l SOP s include : instruction s o n th e operatio n o f analytica l instrumentation ; direction s o n environmenta l sampling ; dat a assessment ; dat a mocleling ; risk

assessment ; o rauditin g equipmen t operation
. Example s o fadministrativ e SOP s migh t incilude : QAP P revie wprocedures ; auditin g wor k processe s (interna l assessments) ; documen t contro l procedures ; validatin g dat a packages
. Althoug h publishe d procedure s o rreferenc e method s ma yb e availabl e fo ra give n activity , a SO P shoul d b e writte n tha t specificall yaddresse s howthos e wor k processe s are complete d withi n th e framewor k o fDE Q operations
. SOP-writin g guidanc e document s an d template s fo rbot h technica l an d administrativ e SOP s ca n b e obtaine d directl yfro m th e QAO'o r downloade d fro m Q-net
. -^ ' Th e actua l proces s o f writin g a SO P shoul d b e collaborativ e i n nature ; th e primar yautho rshoul d contac

t othe rindividual s withi n th e agenc yperformin g simila rtasks
. Becaus e thes e document s shoul d describ e wor k activitie s i n sufficien t detai l tha t a n untrained , bu t technicall ycompetent , individua l shoul d b e abl e t o complet e th e tas k

withou t assistance , SOP s must receiv e a technica l revie wb ya n individua l wit h experienc e o rknowledg e of th e procedure
. Th e technica l reviewe rensure s that th e documen t accuratel y describe s th e wor k

proces s an d i s consisten t wit h an yDEQ , state , federal , o rindustr ystandards
. I n additio n t o technica l review , i t i s advisabl e that th e SO P b e "tested " b ysomeon e othe rtha n th e primar y autho rbefore bein g finalized
. Anumbe ro fSOP s ma yals o requir e a qualityassuranc e (QA ) revie w(e.g. , analytica l laborator

ySOPs ) t o verifytha t al l require d qualitycontro l (QC ) element s have b e incorporate d int o th e wor k

process . SOP s wit h wide-rangin g latitud e (e.g. , fiel d samplin g activitie s that are conducte d b yman yindividual s fro m multipl e offices ) o reffectivel yestablis h DE Q polic yshoul d als o receive Executiv e review
. Th e executiv e reviewe rmust have th e authorityt o ensur e that th e wor k processe s ca n an d wil l b e communicate d t o staff an d are uniforml yapplie d acros s DE Q operations
. Th e finalize d SO P shoul d b e signe d b

yth e autho ran d eac h ofth e reviewers t o signifytha t th e proces s has bee n adopted
. I n addition , eac h SO P shoul d hav e a n implementatio n dat e tha t cleari yspecifie s whe n thos e specifi c wor k processe s wer e effective
. ^ Othe rterm s ma

yb e use d withi n DE Q t o describ e interna l procedure s (e.g
. Interna l Managemen t Directives , Interna l Policies , etc.)
. I n general , thes e d o not receiv e a qualityassuranc e revie wa s the y are generall ynot applicabl e t o th e environmenta l qualitymanagemen t system . ® Th e discussio n o f administrativ e SOP s i s limite d thos e procedure s tha t directl ypertai n t o th e environmenta l activitie s withi n DE Q a s state d i n th e scop e o fthi s document
.AGENC YQUALIT YMANAGEMEN TPLA N DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. o f Environmenta l Qualit y Octobe r15 , 200 9 Pag e 4 4 o f 5 2

Documen t Contto l I D 

# 1 Cr«a1 » a Draf t Documen t
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### 1

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. , YE S Q A R«vi« w Approved ? 1 YE S Executiv e Revie w Required ?

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Y E S N O

N O

1 Fi U Ou t

Documen t Revie wFor m 

# i Documen t Require s Chjanges ? j YE S Revis e C^cumen t N O Sen d Revie w Fon n t o QA O

Documen t Contro l Verificatio n

—Formattin g —Effectiv e Dat e

—Documen t Contro l I D —Signature s

—Versio n Numbe r%

AncNv e Supersede d Document s 

# i Fil e an d NewD ( icumen t 

# ^^^^^^ 1 ' 

# ^^ H Figur e 7 SO P Developmen t Th e developmen t of Standard Operatin g Procedure s i s a n importan t activityi n th e implementatio n ofwor k processes . SOP s ensure that wor k i s don e i n a consisten t an d define d manner . Th e writin g an d approva l o f SOP s i s structure d t o ensure quality
. Moreover , SOP s ar e revise d o n a three-yea rcycl e t o ensure that al l documente d wor k

activitie s are curren t wit h agenc ypractices
.
9. 3 SO P Maintenanc e Wor k processe s ar e subjec t t o chang e o n a regula rbasi s a s policies , equipment , needs , o rothe rwor k factor s change
. Therefore , SOP s mus t b e reviewe d an d update d o n a triennia l (thre e year ) cycle , o ra s majo rproces s change s occur . SO P review s shoul d b e documente d usin g a Documen t Revie wFor m (se e Sectio n 6) , whic h i s maintaine d wit h th e origina l document
. Whe n change s t o a wor k proces s ar e required , thos e change s mus t b e documente d i n th e SOP' s "Revisio n History " sectio n (se e th e SO P Guidanc e documen t fo rdetails)
. Update d SOP s shoul d receiv e th e sam e leve l o f revie wa s th e origina l document
. SOP s tha t hav e bee n reviewe d bu t d o no t requir e revisio n d o no t requir e an ysecondar y review
. 9. 4 SO P Distributio n an d Storag e SOP s ar e QMS-relate d document s an d shoul d follo wth e documen t an d recor d policie s discusse d i n Sectio n 6 . Lik e othe rQMS-relate d documents , printe d an d electroni ccopie s o f SOP s shoul d b e sen t t o th e QA O t o b e include d i n th e QMS-filin g system .AGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. o f Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 ^ Pag e 4 5 of 5 2 9. 5 Wor k

Proces s Assessmen t Ensurin g tha t SOP s hav e bee n prepare d an d ar e followe d fo ra projec t i s th e responsibilityo fth e Projec t Manager
. However , th e Projec t Manage rma

ychoos e t o delegat e responsibilityfo rsom e portion s o fth e wor k processe s t o thos e individual s mos t directl yresponsibl e wit h carryin g ou t o rcompletin g a give n task
. Fo rexample , th e Project Manage rma ydelegat e th e responsibilityfo rensurin g that strea m samplin g occurs a s prescribe d i n th e QAP P t o th e Watershe d Assessmen t o rth e Wate rQuality Monitorin g Manage ra

t th e Laborator

yan d Environmenta l Assessmen t Division
. I n additio n t o delegatin g authority , th e Projec

t Manage rmayinitiat e o rreques t technica l audit s o rinspection s ofth e wor k processe s a

t an ygive n tim e (Sectio n 10)
. Audit s ma yb e conducte d routinel yo rinitiate d wit h cause . Th e result s o f al l projec

t audit s shoul d b e documente d an d include d i n th e projec t file
. 

## 1 0 ASSESSMENT AN D RESPONS E Assessin g an d respondin g t o weaknesse s i n DEQ' s environmenta l dat a collectio n activitie s i s a n on goin g proces s designe d t o ensur e tha t th e QM S i s flexibl e an d responsiv e t o changin g needs
. Becaus e QualityManagemen t activitie s occu ra t a numbe roflevel s withi n th e agency , assessmen t an d respons e must als o occu rat thes e variou s levels
. 10. 1 Qualit ySyste m Review s (QSRs ) Qualitysyste m review s asses s th e effectivenes s ofth e DE Q QM S an d are conducte d internall yand/o r externall yo n a routin e basis
. Thes e QSR s evaluat e whethe rth e QM S function s a s documente d i n DEQ' s QualityManagemen t Pla n an d relate d documentatio n (i.e. , QAPPs , SAPs , etc.)
. The yals o asses s th e technica l an d managemen t activitie s associate d wit h implementin g th e syste m a s wel l a s reviewin g th e roles , authorities , an d responsibilitie s ofth e individual s withi n DE Q implementin g th e QMS
. O n a triennia l basis , DE Q participate s i n a n externa l qualitysyste m revie winitiate d byEP ARegio n 10 . Durin g thes e audit s th e EPAassessmen t tea m review s DEQ' s qualitydocumentation , interview s managemen t an d staff , an d evaluate s dat a collectio n activitie s i n selecte d programs . Thes e audit s are schedule d an d coordinate d throug h th e QAO ; conducte d i n accordanc e wit h th e Guidance fo rPreparing , Conducting , an d Reportin g th e Result s o fManagemen t Syste m Review s (EPAQA/G-3 , Januar y1994) ; an d reporte d t o senio rmanagemen t i n a Draf t Finding s Report
. Th e repor t include s a summar

yofth e audi t team' s finding s an d recommende d correctiv e actions
. Th e Draf t repor t i s finalize d wit h EPA' s receip t ofth e DE Q Correctiv e Actio n Response
. Th e QAO i s the n responsibl e fo roverseein g an d evaluatin g th e implementatio n of th e correctiv e actions
. EPAma ya t it s discretion , an d a

t least on e yea r afte rsubmissio n o f th e correctiv e actio n report , conduc t follow-u p assessment s o n DEQ' s implenfientatio n o f th e correctiv e actions
. ^ 10. 2 Interna l Qualit ySyste m Review s I n additio n t o th e EPAQSR , th e DE Q QAO wil l periodicall y(annuall yi s th e goal ) conduc t interna l assessment s o n th e effectiv e implementatio n ofth e QM S withi n individua l program s an d divisions
. Thes e assessment s ma yfocu s o n specifi cqualitymanagemen t practice s o ro n th e implementatio n ofth e QM P a s a whole
. Like th e EPA-initiate d qualitysyste m review , a n interna l qualitysyste m revie wwil l focu s o n th e qualitymanagemen t control s integrate d int o th e progra m o rdivision' s operations
. Interna l QSR s wil l b e coordinate d throug h th e appropriat e D Aan d QMSC , an d conducte d b ya n assessmen t tea m assemble d b

yth e QAO
. Th e assessmen t tea m ma yconsis t ofbot h DE Q an d non-DE Q personnel
. However , al l tea m member s wil l b e qualifie d t o conduc t th e assessmen t an d wil l follow , a n assessmen t protoco l agree d upo n betwee n th e QAO , DA , an d QMSC
. Followin g an yinterna l QSR , th e QA O wil l submi t a writte n finding s repor t t o th e DAwithi n 3 0 days o fcompletio n o fth e QSR , an d assis t th e progra m an d divisio n i n developin g a correctiv e actio n strategy . Asummar yofth e QSR s performe d durin g th e yea rwil l b e include d wit h th e annua l managemen t revie wofth e QMS
. 10. 3 Technica l Syste m Assessment s ^ EPAan d th e DE Q QA

O ma yals o periodicall yevaluat e th e actua l dat a collectio n an d handlin g activitie s withi n individua l programs , divisions , o rProjects
. Technica l syste m assessment s (TSAs ) evaluat e th e actua l dat a collectio n activities , an d ma yinclud e (bu t are not limite d to ) suc h activitie s an d record s as : fiel d an d analytica l procedures ; calibratio n records ; qualityassurance/qualitycontro l (QA/QC ) records ; SOPs , dat a assessmen t results , an d personne l qualifications
. TSAs wil l b e schedule d b yth e QA O o rAGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. o f Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 4 6 o f 5 2 throug h th e QA

O at th e reques t o f senio rmanagement . Th e forma t o fth e TS Awil l b e establishe d betwee n th e QAO an d th e appropriat e DA , QMSC , o rproject manager . Al l TSA s wil l b e documente d i n a finding s repor

t that wil l indicat e th e forma t an d finding s o fth e TSA
. Interna l TSA s are designe d t o improv e dat a collectio n activitie s withi n DEQ , an d th e QAO wil l assis t th e audite d grou p i n developin g appropriat e correctiv e actions
. 10. 4 Projec t Assessmen t Project s shoul d b e assesse d o n a n on-goin g basi s b yth e project manager . Routin e projec t leve l assessmen t (e.g. , qualitycontro l sampling ) shoul d b e outline d i n individua l QAPPs
. Th e Projec t Manage r o rhis/he rdesigne e i s als o responsibl e fo rassessin g th e wor k performanc e o fan ycontractors o rthir d partie s JDerformin g wor k

fo rth e agency . Technica l o rsyste m audit s o fsubcontractors/third part ydat a providers ma

yb e initiate d a

t th e discretio n ofth e Projec t Manage rroutinel yo r"for-cause " (i.e. , i n respons e t o specifi cconcern s o f activitie s violatin g dat a qualityo rothe rcontractua l obligations)
. Audit s o f thir d partie s wil l b e mad e i n writin g an d th e auditin g procedure s establishe d prio rt o th e audi t bein g conducted
. Th e result s o f an yproject assessment s o raudit s shoul d b e include d wit h th e projec t file
. 10. 5 DE Q Laborator yAssessment s Th e LEAD' S QualityAssuranc e Tea m (LQAT) i s responsibl e fo rensurin g that th e assessmen t an d respons e o f laborator

yactivities , includin g sanipling , analysis , dat a validation , reporting , an d assessment , occu ro n a regula rbasis
. Th e LQA Treviews , revises , an d adopt s change s t o th e primar ylaborator

yQ A document s (i.e. , th e Laborator yQualityManual , th e Watershe d Assessmen t Mod e o fOperatio n Manual , an d th e Fiel d Samplin g Referenc e Guide)
. Moreover , th e LQA Tconduct s monthl yTSAs o n laborator y functions , includin g sampling , analysis , dat a reporting , dat a verificatio n an d validation , an d dat a assessment . I n addition , th e Laborator yanalytica l staffwil l participat e at leas t twic e annuall yi n analyzin g unknow n performanc e evaluatio n samples
. Th e Laborator ywil l participat e i n an yadditiona l performanc e evaluation , round-robin , o rothe rstudie s a s require d fo rprogra m o rprojec t needs
. Copie s ofth e result s o f an ytechnica l audit s an d performanc e evaluation s wil l b e sen t th e LQAT , th e LEA D administrator , an d th e QAO
. 10. 6 Orego n Environmenta l Laborator yAccreditatio n Progra m Assessment s o f externa l laboratorie s wil l generall yb e conducte d unde rth e Orego n Environmenta l Laborator yAccreditatio n Progra m (ORELAP)
. Laborator yassessment s unde rORELA P are dictate d b y stat e rule s an d follo wstandard s establishe d b yth e Nationa l Environmenta l Laborator yAccreditatio n Progra m (NELAP)
. Detail s o n th e ORELA P progra m ca n b e obtaine d b ycontactin g th e DE Q Laboratory , th e ORELA P administrator , o ron-lin e at http://www.deq.state.or.us/lab/orelap/orelap.htm
. 10. 7 Dat a Assessmen t Data assessmen t i s discusse d i n Sectio n 3.4.7 . 10. 8 Corrective-Actio n an d Respons e Al l finding s fro m a n interna l QS R o rTS Awil l b e submitte d t o th e appropriat e managemen t authority withi n 3 0 days
. (Note : Finding s fro m a projec t o rprogra m TS Aperforme d b yEP Amust b e submitte d t o th e QA O a s well)
. I n additio n t o describin g significan t findings , th e repor t wil l summariz e when , how , where , an d wh o wa s involve d wit h th e audit/assessment
. Arespons e t o an ydeficiencie s identifie d i n th e repor t shal l b e addresse d i n a correctiv e actio n repor t t o th e auditin g authority(EPAo rQAO ) i n a tim e fram e agree d upo n b

yth e bot h parties
. Th e correctiv e actio n repor t wil l includ e a n implementatio n schedul e t o correc

t an ydeficiencie s a s wel l a s identif yth e individual(s ) responsibl e fo roverseein g tha t th e change s are documente d an d mad e i n a timel yfashion
. Th e auditin g tea m ma yreques t additiona l documentatio n cleari ydemonstratin g compliance , an d ma ya t it s discretio n conduc

t follow-u p visit s t o verif ythat th e agree d upo n correctiv e action s have bee n implemented
. (Note : Correctiv e action s i n respons e t o a TS Aor-QS R performe d b yEP Amust als o b e submitte d t o th e agenc yQ AOfficer. ) Correctiv e actio n report s an d response s fo rDE Q assessment s conducte d b yexterna l authoritie s wil l b e agree d upo n wit h th e auditin g authority
. Correctiv e actio n report s an d response s resultin g fro m DE Q assessment s of contractors o rthird-partie s wil l b e agree d upo n before th e audi t i s made
.AGENC YQUALIT YMANAGEMEN TPLA N DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. o f Environmenta l Qualit y Octobe r15 , 200 9 Pag e 4 7 o f5 2 

### 1 1 QUALITYIMPROVEMEN T Environmenta l system s ar e complex , dynami csystem s tha t ar e inherentl yuncertain
. Moreover , th e managemen t o f environmenta l system s i s riddled wit h challenge s a s advance s i n knowledg e an d changin g socia l value s furthe rcontribut e t o uncertainty
. QualityImprovemen t attempt s t o addres s thes e element s o f uncertaintybyprovidin g a mechanis m fo radaptin g t o chang e an d creatin g flexibl e managemen t system s tha t minimiz e th e impact s ofchang e an d uncertainty
. Consequently , quality improvemen t operate s at tw o fundamenta l levels : (1 ) a t th e dat a collectio n leve l wher e th e interes t i s i n improvin g th e dat a collectio n activities ; an d (2 ) at th e managemen t leve l wher e th e concer n i s wit h buildin g a stronge rqualitymanagemen t system . Th e fundamenta l approac h t o qualityimprovemen t at bot h level s use s simila rprocesses . 11. 1 Qualit yImprovemen t Proces s Th e framewor k

fo rqualityimprovemen t activitie s i s serie s of si xsteps : (1 ) proble m assessment ; (2 ) design ; (3 ) implementation ; (4 ) monitoring ; (5 ) evaluation ; an d (6 ) adjustment
. Proble m assessmen t define s th e scop e ofth e issue , assemble s availabl e information , identifie s weaknesses , an d explore s possibl e outcome s fro m variou s decisions
. Durin g th e desig n phase , specifi c managemen t an d monitorin g action s ar e define d that w^l l provid e reliabl e informatio n t o feedbac k into'th e process . Implementatio n place s th e pla n int o practice
. Monitorin g coNect s actua l dat a tha t wil l b e use d t o measure progres s agains t specifi c performanc e objectives
. Evaluatio n take s th e actua l result s an d compare s the m agains t th e predicte d outcome s identifie d i n th e proble m assessmen t phase
. Finally , practices , objectives , an d model s ar e adjuste d t o reflect th e increase d understandin g resultin g fro m th e process . Th e result s o f th e entir e proces s are the n fe d bac k

int o th e proble m assessmen t phase , thereb yinitiatin g anothe r iteratio n of th e process . 11. 2 Qualit yImprovemen t a t DE Q an d Responsibilitie s Quality Improvemen t Proces s

Figur e 8 Qualit yImprovemen t Proces s Cycl e Th e QM S i s constantl yevaluate d an d improve d throug h a Quality Improvemen t Process
. Aserie s o f si xstep s associate d wit h th e proces s are use d facilitat e change s i n th e managemen t structur e ofth e qualitysyste m t o continuall yimprove agenc yoperations
. Qualityimprovemen t withi n th e DE Q QM S i s a n on-goin g proces s tha t i s a natura l consequenc e o f a share d vision , a commitmen t t o environmenta l stewardship , an d th e agency' s responsibilityt o Oregonians
. Th e si xstep s o f th e QualityImprovemen t proces s simpl yprovid e a framewor k fo radaptin g t o change s an d uncertaintie s withi n DEQ' s operations
. Th e exact processe s an d th e leve l o fdetai l associate d wit h th e qualityimprovemen t proces s depend s o n th e scal e ofth e proble m bein g addresse d an d th e degre e o f uncertaintyassociate d wit h th e problem
. Th e tools , processes , an d procedure s ofth e DE Q QM S are enmeshe d i n th e qualityimprovemen t process . Th e challeng e i s learnin g t o us e thes e resource s effectivel yt o addres s uncertaintyan d move toward s DEQ' s strategi cobjectives
. Althoug h th e QM S doe s not mandat e th e us e ofan yforma l qualityimprovemen t process , th e QAO an d othe rQualitystaff a

t DE Q ca n b e relie d upo n t o hel p facilitat e th e us e ofQM S tool s i n improvin g dat a collectio n operation s an d reducin g uncertaintyi n decisio n making
. Moreover , th e QAO wil l provid e trainin g o n th e effectiv e us e o f QM S tool s an d hel p develo p strategie s an d practice s tha t wil l fee d int o th e qualityimprovemen t framework
. DE Q managemen t i s responsibl e fo rensurin g that staffus e th e QM SAGENCYQUALIT YMANAGEMEN TPLA N Orego n Dept
. o f Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 ^ Pag e 4 8 of 5 2 tool s an d tha t an yissue s o rdeficiencie s identifie d durin g audit s o rassessment s ar e documented , addressed , an d corrected
. Staff ha s th e responsibilityt o follo wal l quality-relate d guideline s i n thei rwor k processe s (i.e. , SOPs) , communicat e an yproblem s o rconcern s t o managemen t i n a timel ymanner , an d conduc t al l wor k i n a professiona l an d ethica l manner . Addressin g qualityimprovemen t fro m a structure d an d manage d approac h yield s a numbe ro fpositiv e benefit s t o DEQ , som e o f whic h are : • Establishin g bette rmethod s fo rachievin g goals ; • Identifyin g keygap s i n knowledge ; • Improvin g ou runderstandin g o fenvironmenta l processe s an d th e method s use d fo r measurin g an d assessin g them ; • Encouragin g innovatio n i n environmenta l proble m solving ; • Buildin g upo n pas t informatio n t o advanc e agenc ygoal s (rathe rtha n constructin g anew) ; an d • Documentin g an d communicatin g decisions , actions , an d outcome s t o others s o tha t institutiona l knowledg e i n retaine d rathe rtha n lost
. 11. 3 Communicatio n an d Qualit yImprovemen t Goo d communicatio n i s th e singl e greates t too l availabl e t o DE Q stafft o ensure qualityi n thei rwor k an d withi n thei rworkplace
. Muc h ofth e qualityimprovemen t proces s an d th e QM S a s a whol e i s predicate d o n strategie s t o improv e communicatio n betwee n employees , betwee n staf fan d management , betwee n divisions , programs , an d offices , an d betwee n al l stakeholders
. Acommitmen t t o goo d communicatio n i s a commitmen t t o quality
.AGENC YQUALIT YMANAGEMEN

TPLA N DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. o f Environmenta l Qualit

y Octobe r15 , 200

9 Page 4 9 o f5 2 APPENDI X AACRONYM S AQ D Ai rQualityDivisio n DADivisio n Administrato r DA S Orego n Departmen t o f Administrativ e Service s DE Q Orego n Departmen t o f Environmenta l Quality DH S Orego n Departmen t o f Huma n Service s DO J Orego n Departmen t o f Justic e DQADat a QualityAssessmen t DQ O Dat a QualityObjectiv e EM TExecutiv e Managemen t Tea m EPAU.S
. Environmenta l Protectio n Agency EQ C
. Environmenta l QualityCommissio n E R Easter n Regio n FSR G ' Fiel d Samplin g Referenc e Guid e I M Informatio n Managemen t IMAC Informatio n Managemen t Advisor yCounci l IMA P Informatio n Managemen t Assessmen t Progra m I TInformatio n Technolog y^ LA N Loca l Are a Networ k LASA R Laborator yArchiv e Storag e an d Retrieva l Syste m LIM S Laborator yInformatio n Managemen t Syste m LQA TLaborator

yQualityAssuranc e Tea m LQ D Lan d QualityDivisio n LQ M Laborator yQualityManua l MOM s Watershe d Assessmen t Mod e o fOperation s Manua l MS D Managemen t Service s Divisio n NELA P Nationa l Environmenta l Laborator yAccreditatio n Progra m NPDE S Nationa l Pollutio n Discharg e Eliminatio n Syste m NW R Northwes t Regio n ODAOrego n Departmen t of Agricultur e ORELA P Orego n Environmenta l Laborator yAccreditatio n Progra m PTProficiencyTes t Q AQualityAssuranc e QAO QualityAssuranc e Office r QAP P QualityAssuranc e Projec t Pla n Q C QualityContro l QMS C QualityManagemen t Syste m Coordinato rAGENCYQUALIT YMANAGEMEN TPLA N DEQ03-LAB-0006-QM P Versio n 5. 0 Orego n Dept
. o f Environmenta l Quality Octobe r15 , 200 9 Pag e 5 0 o f 5 2 QM P Qualit yManagemen t Pla n QM S Qualit yManagemen t Syste m QS R Qualit ySyste m Revie w SO P Standar d Operatio n Procedure s TS ATechnica l Syste m Assessmen t WA N Wid e Are a Networ k WPC F Wate rPollutio n Contro l Facilit y WQ D Wate rQualit yDivisio n W R Wester n Regio n WS AWatershe d Assessmen t Sectio nAGENC YQUALITYMANAGEMEN TPLA N Orego n Dept
. o f Environmenta l Quality

DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 5 1 o f 5 2 APPENDI X B DEFINITION S DEQ-Onlin e -Th e publicl yaccessibl e DE Q interne t sit e tha t i s use d t o share informatio n bot h withi n an d outsid e th e agenc

y(http://www.deq.state.or.us ) Documen t - An ycompilatio n o f informatio n whic h describes , defines , specifies , reports , certifies , requires , o rprovide s dat a o rresult s pertainin g t o environmenta l programs . Environmenta l Dat a - An ymeasurement s o rinformatio n tha t describ e environmenta l processes , location , o rconditions ; ecologica l o rhealt h effect s an d consequences ; o rth e performanc e of environmenta l technology
. Fo rEPA , environmenta l dat a includ e informatio n collecte d directl yfro m measurements , produce d fro m models , an d compile d fro m othe rsource s suc h a s database s o rliterature
. Environmenta l Dat a Operation s - Wor k performe d t o obtain , use , o rrepor t informatio n pertainin g t o environmenta l processe s an d conditions
. Thi s include s bu t i s not limite d to : characterizatio n o f environmenta l processe s an d conditions ; environmenta l monitoring ; environmenta l researc h an d development ; laborator

yoperation s o n environmenta l samples ; an d th e design , construction , an d operatio n o f environmenta l technologies
. Environmenta l Technolog y- A n all-inclusiv e ter m use d t o describ e pollutio n monitoring , measuremen t an d contro l device s an d systems , wast e treatmen t processe s an d storag e facilities , an d sit e remediatio n technologie s an d thei rcomponent s tha t ma yb e utilize d t o remove pollutant s o rcontaminant s fro m o r preven t the m fro m enterin g th e environment
. Managemen t Activitie s - system-wid e activitie s neede d t o implemen t a n organization' s qualitysystem . Primar yDat a Us e - Th e origina l us e o f intentio n fo rwhic h th e dat a wa s collected
. Projec t - a n organize d set o f activitie s withi n a program . Q-ne t - Th e DE Q intrane t tha t i s use d share informatio n internall ywithi n th e Agenc y (http://dea05/intranet ) Qualit y- degre e o f excellence
. Specificall yuse d i n a n contex t specifyin g expectatio n ofhig h excellenc e i n product
. Qualit yAssurance , Q A- a syste m o f managemen t an d oversigh t activitie s t o ensure that a process , item , o rservic e i s of th e typ e an d qualityneede d byth e user ; i t deal s wit h settin g polic yan d runnin g a n administrativ e syste m o f managemen t control s tha t cove rplanning , implementation , an d revie wo fdat a collectio n activitie s an d th e us e o f dat a i n decisio n making
. Qualit yAssuranc e Projec t Plan , QAP P - a documen t tha t describe s th e necessar yqualityassurance , qualitycontrol , an d othe rtechnica l activitie s that must b e implemente d t o ensur e that th e result s ofth e wor k performe d wil l satisf

yth e state d performanc e criteria
. Qualit yControl , Q C - a n overal l syste m o ftechnica l activitie s that measure s th e performanc e ofa process , item , o rservic e agains t define d standard s t o verif ythat th e performanc e meet s th e state d requirements
. Qualit yImprovemen t - a structure d proces s designe d t o facilitat e managemen t change s t o improve QualityManagemen t Syste m operatio n an d reduc e uncertainty,AGENC YQUALIT YMANAGEMEN TPLA N Orego n Dept
. o f Environmenta l Quality DEQ03-LAB-0006-QM P Octobe r15 , 200 9 Versio n 5. 0 Pag e 5 2 of 5 2 Qualit yManagemen t Plan , QM P - a documen t tha t describe s an d QualityManagemen t Syste m i n term s ofth e organizatio n structure , polic yan d procedures , functiona l responsibilitie s o fmanagemen t an d staff , line s o f authority , an d require d interface s fo rthos e planning , implementing , documenting , an d assessin g al l activitie s conducted
. Qualit yManagemen t System , QM S - th e mean s bywhic h a n organizatio n manage s it s qualityaspect s i n a systematic , organize d manner , and.provide s a framewor k fo rplanning , implementing , an d assessin g wor k performe d b

ya n organization
. Qualit ySyste m Revie w- a systemati can d objectiv e examinatio n o fa n organization' s o rprogram' s QualityManagemen t System s t o determin e whethe roperation s adhere t o establishe d policie s an d standards
. Recor d - a complete d documen t tha t provide s objectiv e evidenc e o fa n ite m o rprocess . Record s ma y includ e photographs , drawings , magneti ctape , an d othe rdat a recordin g media
. SecondaryDat a Us e - Th e us e an d applicatio n o fdat a originall ycollecte d fo ranothe rpurpos e t o suppor t th e need s o f a project
. Standar d Operatin g Procedure , SO P - a se t o fwritte n instruction s tha t documen t a routin e o rrepetitiv e activity
. Technica l Activitie s - project-specifi cactivitie s neede d t o successfull yimplemen t a n individua l project
. Technica l Syste m Assessmen t - a systemati can d objectiv e examinatio n o fa specifi cprogra m o r projec t t o determin e whethe renvironmenta l dat a collectio n activitie s an d relate d result s compl ywit h th e project' s QAP P an d othe rplannin g documents
.