AGENCY QUALITY MANAGEMENT PLAN 

FOR THE OREGON DEPARTMENT OF 

ENVIRONMENTAL QUALITY 

DEQ03-LAB-0006-QMP 

Version 5.0 - October 15, 2009 

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DEQ 

State of Oegon 

D^»r6nentof 

Environrriental 

Quality 

Laboratory and 

Environmental 

Assessment Division 

3150 NW 129"", Suite 

150 

Hillsboro, OR 97124 

Phone: (503) 693-5700 

Fax: (503)693-4999 

www, deq. state, or us 

Last Update: 10/15/2009 

DEQ03-LAB-0006-QMP 

Version 5.0 

WebPub# 
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Table of Contents 

Table of Contents : .2 

List of Appendices ;...4 

List of Tables 4 

List of Figures 4 

Concurrences ....5 

1 INTRODUCTION 6 

1.1 Scope ofthe Quality Management Plan 6 

1.2 Benefits of the DEQ Quality Management System 6 

1.3 QMP Development, Review, and Approval 6 

1.4 Quality Management Plan Structure and Intended Use 7 

2 MANAGEMENT AND ORGANIZATION 8 

2.1 DEQ's Quality Management Commitment 8 

2.2 DEQ Organizational Structure 8 

2.2.1 Office of the Director/Deputy Director 9 

2.2.2 Management Services Division " 9 

2.2.3 Air Quality Division 9 

2.2.4 Water Quality Division 10 

2.2.5 Land Quality Division 10 

2.2.6 Laboratory and Environmental Assessment Division (LEAD) 11 

2.2.7 Northwest Region, Western Region, and Eastern Region Divisions 11 

2.3 Quality Management System Structure & Responsibilities 11 

2.3.1 Senior Management 12 

2.3.2 Quality Assurance Officer 13 

2.3.3 QMS-Coordinators 13 

2.3.4 Project Managers 13 

2.3.5 Sample Collectors 14 

2.3.6 Project and Support Staff 14 

2.3.7 LEAD Roles and Responsibilities 14 

2.3.7.1 LEAD Administrator 14 

2.3.7.2 Laboratory Quality Assurance Team 15 

2.3.7.3 Section Managers 15 

2.3.7.4 LEAD Technical Staff • 15 

2.3.8 ORELAP Inspectors 15 

2.3.9 Non-DEQ Organizations 16 

3 QUALITY SYSTEM COMPONENTS 17 

3.1 Conceptual Model ofthe DEQ Quality Management System 17 

3.2 Policy Components 19 

3.3 Organization/Program 20 

3.3.1 Quality Management Plan 20 

3.3.2 Quality System Reviews 20 

3.3.3 Annual QMS Report 20 

3.3.4 QMS Training " 20 

3.3.5 Miscellaneous Support Elements 20 

-^3.4 Project Components and the Project Life-Cycle 20 

3.4.1 Data Quality Objectives 21 

3.4.2 Quality Assurance Project Plans 22 

3.4.3 Sampling and Analysis Plans 23 

3.4.4 Standard Operating Procedures 24 

3.4.5 Technical System Assessments 24 

3.4.6 Data Processing, Verification, and Validation 25 
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3.4.7 Data Quality Assessment 26 

3.4.8 Laboratory Quality Manual 27 

3.4.9 Field Sampling Reference Guide 27 

3.4.10 Water Monitoring and Assessment Mode of Operations Manual 28 

3.4.11 Quality Assurance Guidelines—NPDES and WPCF Self-Monitoring Laboratories 28 

3.4.12 Program Specific Quality Assurance Policies 28 

4 EMPLOYEE QUALIFICATIONS AND TRAINING 29 

4.1 DEQ-Supported Training 29 

4.2 General Training Records 29 

4.3 Training and Qualifications of Quality Management System Employees 29 

4.4 QMS Training for DEQ Personnel 30 

4.5 QMS Training of Contractors and External Data Providers 30 

5 PROCUREMENT OF ITEMS AND SERVICES 31 

- " 5.1 General Procurement Rules 31 

5.2 DEQ Procurement Policies 31 

- 6 DOCUMENTS AND RECORDS 32 

6.1 Document and Record Management 32 

- 6.2 Controlled Documents and Records 32 

- • 6.3 QMS Document and Record Management System 33 

6.4 QMS Filing System 34 

7 COMPUTER HARDWARE AND SOFTWARE 35 

7.1 Computer Hardware and Software Systems 35 

7.2 Managing Software Development 36 

7.3 Assessing User Requirements and System Performance 36 

7.4 Evaluating Hardware and Software Conformance 36 

7.5 Ensuring Electronic Data Meets Standards and Requirements 36 

8 Planning 40 

8.1 Project Planning Process 40 

8.2 QAPP Addenda 41 

8.3 Generic QAPPs and SAPs 41 

8.4 External QAPPs and Data 41 

8.5 Roles and Responsibilities 42 

9 IMPLEMENTATION OF WORK PROCESSES 43 

9.1 Standard Operating Procedures 43 

9.2 SOP Writing and Approval Process 43 

9.3 SOP Maintenance 44 

9.4 SOP Distribution and Storage 44 

9.5 Work Process Assessment 45 

10 ASSESSMENT AND RESPONSE 45 

10.1 Quality System Reviews (QSRs) 45 

10.2 Internal Quality System Reviews 45 

10.3 "^Technical System Assessments 45 

10.4 Project Assessment 46 

10.5 . DEQ Laboratory Assessments 46 

10.6 Oregon Environmental Laboratory Accreditation Program 46 

10.7 Data Assessment 46 

10.8 Corrective-Action and Response 46 

11 QUALITY IMPROVEMENT 47 

11.1 Quality Improvement Process 47 

11.2 Quality Improvement at DEQ and Responsibilities 47 

11.3 Communication and Quality Improvement ..48 
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List of Appendices 

APPENDIX A ACRONYMS 49 

APPENDIX B DEFINITIONS 51 

List of Tables 

Table 1 Summary ofthe primary tools that support the DEQ Quality System 18 

Table 2 QMS Documents and Records managed at the agency level 34 

Table 3 Summary of IT Applications used by DEQ for maintaining environmental data 37 

List of Figures 

Figure 1 Organizational structure ofthe Oregon Department of Environmental Quality 9 

Figure 2 Organization ofthe Quality Management System ..12 

Figure 3 Conceptual Model of Quality Management System 17 

Figure 4 Quality Assurance Project Planning 22 

Figure 5 Example Document ID Number 34 

Figure 6 Project Planning 41 

Figure 7 SOP Development 44 

Figure 8 Quality Improvement Process Cycle 47 
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V / / / Concurrences 

ii^ a-o f 

Richard Pederson. DEQ Director 

Hdmmond, DEQ De 

Date 

Joni/H^(Timond, DEQ Deputy fflirector 

Wendy Wiles, Land Quality Division Administrator 

^ _ ;/".. . ^_. mM- -

Greg Pettit, l^lJbratpry an^EnvifofHfiental Assessment Division Administrator 'Dab 

/oAz./cf^ 

kerri Nelson. Marlagern^nt Services DivislofTAtJmlnistrator 

liu a(r\ . 4 (iu4A.' 

Date 

Nina DeConcini, Northwest Region Administrator Date 

Keith Andersen, Western Region Administrator Date' 

7 dJc>t/ ^ ^ 

/litch Wolgamott, Eastern gfegion Administrator 

Leah Koss, Office of Compliaiice and Enforcement 

i ^ . 

fO^^ 

Date 

Dat 

/Op 1 0^1 

/ / 

A</c:^// 

Giha Greppo-Grove, Regional QA Manager, EPA Region 10 Date 
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1 INTRODUCTION 

The Oregon Department of Environmental Quality was formally established in 1969 as a product of a 

1938 citizen initiative known as the Water Purification and Prevention of Pollution Bill. Over thirty years 

after its establishment as an independent state agency, DEQ maintains a mission to be a leader in 

restoring, maintaining, and enhancing the quality of Oregon's air, water, and land. 

For 2006-2011, as part of an investment in environmental excellence, DEQ identified its Strategic 

Directions and defined the agency's priority work. DEQ's Mission is "To be a leader in restoring, 

maintaining and enhancing the quality of Oregon's air, water and land" and our Vision is "To work 

collaboratively with all Oregonians for a healthy, sustainable environment." 

DEQ fulfills its mission by engaging in a variety of activities, including; monitoring and assessing 

environmental conditions; establishing policies and rules; issuing permits; cleaning up contamination; 

enforcing environmental laws; and educating businesses and citizens to encourage pollution prevention. 

Inherent to all of these activities is a commitment to produce quality products through quality work. 

Communicating and implementing quality within DEQ is the primary function ofthe agency's quality 

management system (QMS). The policies, objectives, principals, authority, responsibility, and 

implementation of the QMS are described in this document—the DEQ Quality Management Plan (QMP). 

1.1 Scope of the Quality Management Plan 

Although the agency is committed to quality in all of its operations, a QMS that fully encompasses all 

DEQ activities is a long-term project that will involve the collaboration and involvement of staff and 

management, at all levels, from across the agency. Consequently, this Quality Management Plan 

describes a quality system for DEQ activities involving environmental data, environmental data operations 

and environmental tectinoloaies as defined in APPENDIX B and relevant support activities. However, it is 

recommended that the principals outlined within the QMP be extrapolated to other operations as good 

business practices. 

For the purposes of this document, unless specifically referencing a federal document, the term "policy" 

is defined as "A high-level overall plan embracing general goals and acceptable procedures." (e.g. 

DEQ's Strategic Direction). 

1.2 Benefits of the DEQ Quality Management System 

The successful accomplishment of environmental data collection and monitoring activities requires DEQ's 

team of scientists, engineers, technicians, managers, and support staff to collect, manage, and make 

informed decisions based on a variety of environmental information that has been generated both 

internally from within DEQ as well as externally from citizens, businesses, industries, and other 

stakeholders .with vested interests in Oregon's environmental quality. Quality data and information 

constitute the foundation for informed decision-making. The primary purpose ofthe QMS is to provide a 

framework to be used by DEQ to ensure quality in environmental data and information. The primary 

benefits of a well-documented QMS include: 

• scientific data integrity; 

• justifiable resource expenditures; 

• effective resource management; 

• defensible products and decisions; 

• continual process improvement; and 

• a healthier, cleaner Oregon. 

A secondary benefit of a documented QMS is that it meets federal requirements mandated by the U.S. 

Environmental Protection Agency (EPA). 

1.3 QMP Development, Review, and Approval 

DEQ has a single Quality Management Plan that describes the Quality Management System. 
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Revision ofthe QMP occurs minimally, on a five-year cycle, or more frequently if needed, and is the 

responsibility of the DEQ Quality Assurance Officer; however, portions of the Quality Management Plan . 

may be written and/or developed by the individuals with appropriate experience and/or expertise within 

the agency. Representatives from each DEQ division and program provide a technical review of the 

QMP following each revision to ensure that it addresses their need and concerns. The finished document 

is submitted to the Executive Management Team (EMT) for concurrence. Signature by the EMT and 

DEQ Director represents endorsement and adoption of the QMP by the agency. The DEQ-approved 

document is then submitted to the EPA Region 10 Quality Assurance Office for final approval. The 

approved QMP is posted to DEQ-Online and made publicly available. Copies of the QMP may also be 

obtained directly from the QAO. The most-recently approved document supersedes any and all eariier 

versions. With EPA's approval of the QMP, ODEQ holds authority delegated by EPA to implement DEQ's 

own Quality System and to approve QA requirements for departmental environmental projects such as 

Quality Assurance Project Plans (QAPPs). 

1.4 Quality Management Plan Structure and Intended Use 

This document is organized into three parts. Part one (Sections 2 and 3) provides an overview of the 

DEQ QMS. Section 2 focuses on the QMS's structure within the agency, and Its scope and application 

within the larger framework of environmental monitoring and data collection within the State of Oregon. 

Described within this section are the roles, lines of authority, and responsibilities of staff and management 

that support the QMS. Section 3 describes the "tools" or physical documents and products of the QMS. 

Collectively, these tools define quality within DEQ at the policy, organization, program, and project levels. 

Moreover, the QMS tools document quality within DEQ's environmental operations, and serve as the 

'''cbllective history and memory of the agency. 

Part two ofthe QMP (Sections 4 through 7) draws together diverse state and agency functions such as 

personnel qualifications and training (Section 4), procurement of items and services (Section 5), 

documents and records (Section 6), and computer hardware and software (Section 7). Although the 

scope ofthe QMP has limited applicability to these areas, the practices discussed in sections 4 through 7 

highlight how these elements support the Quality Management System. 

Finally, the third part of the QMP (Sections 8 through 11) focuses on QMS processes and procedures 

that apply to project specific activities related to environmental work, such as planning (Section Error!* 

Reference source not found.), implementing work processes (Section 9), assessment and response 

(Section 10), and quality improvement (Section 11). 
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2 MANAGEMENT AND ORGANIZATION 

The DEQ Quality Management System (QMS) is a framework of procedures, practices and tools 

used for planning, implementing, and assessing the environmental work performed by (or for) DEQ in a 

systematic and organized manner. At the most fundamental level, guaranteeing quality in work and 

decisions is the goal and responsibility of everyone within DEQ. The DEQ QMS defines specific roles, 

lines of authority, lines of communication, and responsibilities of individuals and groups within the agency. 

Defining these relationships within DEQ Is crucial to ensuring that individual and collective efforts within 

the agency result in products and outcomes with a high degree of excellence. Furthermore, a defined 

QMS minimizes misunderstandings, provides a system for resolving conflict, and provides credibility to 

the agency as a whole. This Section opens with the DEQ Quality Management Commitment, then 

describes the scope and application of that commitment within the agency's larger structure. 

2.1 DEQ's Quality Management Commitment 

As part of its mission to work cooperatively with Oregonians for a healthy, sustainable environment, DEQ 

is committed to creating products (e.g. data) and making decisions based on information with known and 

acceptable quality. Within the context of DEQ's environmental monitoring and assessment activities (or 

any other activities that rely on or produce environmental data for use by or for the agency). Quality 

Management practices shall be implemented to document and ensure that all environmental data 

generated, stored, reported, or used by DEQ is of known and adequate quality to fulfill the needs ofthe 

primary data user. Data quality objectives are established to help produce data that is accurate, precise, 

complete, representative, comparable, and when required, legally defensible. This applies to data 

generated both internally within DEQ through the direct efforts of agency personnel, and data that is 

generated external to the agency, arising from regulated activities, contracts, inter-agency agreements, 

grants, and/or cooperative agreements. 

The specific objectives ofthe DEQ QMS are: 

To ensure that the intended use(s) of the data and level of data quality needed for any specific 

purpose will be established through a planning process prior to the start of data collection 

activities; 

To ensure that environmental data generated and used by DEQ will be of known and 

documented quality; 

To ensure that DEQ activities meet or exceed any Quality Management requirements 

mandated through state or federal regulations, or any other contractual agreements; 

To establish a standard set of quality guidelines to be followed by all environmental programs 

and divisions; 

To ensure that Quality Management practices are implemented in external procurements or 

service-agreements (e.g contracts) that result in environmental data reported to the agency; 

To define a support system for measuring and rating the quality of agency environmental data; 

To provide Quality Management and direction for data collection, assessment, and 

management activities; 

To assess and report to senior management on the adequacy of the DEQ QMS; and 

To document the QMS in a Quality Management Plan. 

2.2 DEQ Organizational Structure 

DEQ is organized into the Office ofthe Director, which is accountable to the Environmental Quality 

Commission (EQC), an external oversight board, and eight regions/divisions which report to the Deputy 

Director. All functional groups or individuals within the Office ofthe Director, the regions, or the divisions 

which produce or use environmental data fall within the scope of the QMS. (See Figure 1 Organizational 

structure of the'Oregon Department of Environmental Quality) 
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i te^'i^l :-titr.|[B:.q/ , •!...-*• . ^ 1 rii- ."nag^ ^3ii3UK^ L^^ i 

Figure 1 Organizational structure ofthe Oregon Department of Environmental Quality 

The agency director is accountable to the Environmental Quality Commission. The Office ofthe Director 

manages a number of functions, including: Compliance and Enforcement; and the Management Services 

Division. The seven divisions/regions, which are the most directly responsible for the collection, 

generation, and use of environmental data, report to the Deputy Director. Although the position is located 

within the Laboratory and Environmental Assessment Division (LEAD), the Quality Assurance Officer 

(QAO) leads the agency's Quality Management System through the authority of the Deputy Director. 

2.2.1 Office ofthe Director I Deputy Director 

The Office of the Director / Deputy Director oversees all of DEQ's activities through the Executive 

Management Team (EMT) and the Operational and Divisional Administrators Meetings (ODAM). In 

addition, the Office of Compliance and Enforcement reports to the Deputy Director. Although the Office 

ofthe Director plays a less direct role in environmental data collection and usage, operations within the 

Office have directional oversight of those activities within the divisions and regions. Some of the activities 

conducted by the Office of the Director that are within the scope of the QMS include: 

• coordination of activities of the DEQ divisions 

• chair of the EMT and ODAM groups 

• initiating environmental compliance and enforcement actions 

2.2.2 Management Services Division 

The Management Services Division provides specific services in Government Relations, Communications 

and Outreach, Human Resources, Budget and Finance, Business Systems, Information Technology, and 

Health and Safety support for the agency. As with the Office of the Director, the Management Services 

division does not play a direct role in the environmental data collection and usage aspects of DEQ, 

however, they are instrumental in directly supporting the activities of the other divisions and regions. 

2.2.3 Air Quality Division 

DEQ's Air Quality Division works to prevent, address, and solve air quality issues and challenges in the 

state, including: 

• enforcing state environmental regulations and the federal Clean Air Act; 

• monitoring air quality and measuring air pollutants; 
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• developing and implementing air pollution reduction strategies; and 

• providing education and technical assistance to interested groups. 

Some of the specific activities conducted by the Air Quality Division that are within the scope of the QMS 

include: 

managing the state's ambient, asbestos, toxics, stationary, area, and mobile source programs; 

managing federal grants and contract fund processes; 

overseeing ambient air monitoring/sampling; 

permitting stationary point sources; 

coordinating source self-monitoring activities; 

estimating air pollution emissions and evaluating their impacts; 

modeling air quality dispersion; and, j 

developing and managing electronic data storage systems. 

2.2.4 Water QuaUty Division 

DEQ's Water Quality Division wori<s to protect Oregon's public water for a wide range of uses, such as 

drinking, fishing, irrigation, swimming, etc. Major duties of the division include: 

• establishing water quality standards for Oregon's surface water and groundwater resources; 

• issuing permits and inspecting wastewater systems to control waste discharges to the state's 

surface water and groundwater; 

• providing technical assistance to cities, industries, and watershed councils; and 

• assisting local governments and landowners to obtain financing for water quality improvement 

projects. 

Some of the specific activities conducted by the Water Quality Division that are within the scope ofthe 

QMS include: 

• setting water quality standards to protect "beneficial uses" such as recreation, fish habitat, 

drinking water supplies, and aesthetics; 

• regulating municipal wastewater sewage treatment plants and industrial dischargers through 

permits; 

• addressing non-point sources of pollution where wastes or contaminants can be conveyed to 

surface or ground water under Section 319 of the Clean Water Act; and 

• determining Total Maximum Daily Loads (TMDLs) on "water quality limited" streams. 

2.2.5 Land Quality Division 

DEQ's Land Quality Division works to protect human health and the environment by managing and 

preventing waste as well as effectively cleaning up hazardous materials that have entered the 

environment. Majordutiesof the diviision include: 

• implementing programs for solid- and hazardous-waste management and underground 

storage tanks (USTs); 

• issuing permits to hazardous waste facilities, USTs, and solid waste landfills; 

• providing assistance to businesses to help with pollution prevention and compliance; 

• regulating and providing technical assistance for businesses that produce hazardous waste, 

and helping these businesses plan for and reduce the amount of waste generated; 

• implementing the Oregon Recycling Act and other state laws pertaining to recycling and waste 

reduction; 

• overseeing responses to spills of hazardous substances; 

• assessing sites impacted by hazardous substances; 

_ • overseeing site cleanups by responsible parties, and managing the Voluntary Cleanup and 

" Site Response programs; and 

• cleaning up sites where the responsible party is unknown, unable, or unwilling to pay (orphan 

sites). 

Some ofthe specific activities conducted by the Land Quality Division that are within the scope ofthe 

QMS include: 

• conducting preliminary assessments, remedial investigations, and feasibility studies, 

investigations, clean-up activities, and remedial actions at sites impacted by hazardous 
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substances; 

administering activities associated with the disposition of state Superfund monies; 

collecting environmental samples; 

managing contracts to collect samples; 

analyzing and interpreting data; 

managing state contract funds and cost recovery programs; 

overseeing external environmental monitoring and measurement activities; 

managing the Tank Program and Hazardous Waste Program, including Hazardous Waste 

disposal. Hazardous Waste Generator tracking, Underground Storage Tanks, Toxics use 

Reduction, Landfills, Resource Recovery, and Waste Reduction; and 

• overseeing self-monitoring and measurement activities. 

2.2.6 Laboratory and Environmental Assessment Division (LEAD) 

DEQ's LEAD provides the "report card" for the quality of Oregon's environment by evaluating the 

effectiveness of many environmental programs. Major duties of the division include: 

• conducting monitoring programs to assess environmental status and trends; 

• collecting air samples for analysis and monitoring air pollutant concentrations; 

• collecting water samples from rivers, lakes, streams, as well as groundwater and solid and 

hazardous waste sites 

• monitoring living organisms in water bodies around the state as measurements of overall 

stream health; ; 

Z. • identifying and quantifying inorganic (e.g., nutrients, metals) and organic (e.g., petroleum 

products, pesticides) in air, water, waste, soil, sediment, vegetable matter, and animal tissue; 

and 

'•'' • accrediting laboratories under the Oregon Environmental Laboratory Accreditation Program 

(ORELAP) that analyze environmental samples. 

Some of the specific activities conducted by the LEAD that are within the scope of the QMS include: 

• providing technical and analytical support for the collection and analysis of environmental 

samples; 

• processing, analyzing, reporting, and recommending suitable uses for environmental dataft. 

across all programs; 

• analyzing split samples with agency contract laboratories as well as municipal and industrial 

permittees; and • 

• providing state-wide support to DEQ divisional and regional offices, external monitoring 

groups and analytical laboratories. 

2.2.7 Northwest Region, Western Region, and Eastern Region Divisions 

The three DEQ regional divisions exercise management responsibilities across all the agency's 

programs, and conduct the major operations ofthe four divisions within specific geographic regions. 

Some ofthe activities conducted by the regions that are within the scope ofthe QMS include: 

• permitting and compliance 

• inspecting various facilities (i.e., stationary air sources, domestic and industrial water 

treatment facilities, municipal and hazardous waste disposal sites); 

• investigating spill complaints, and remedial action sites; 

• collecting environmental samples, analyzing data, and recommending how data will be used 

• initiating sampling for the purpose of bringing Civil or Criminal action against violators; and 

• overseeing environmental monitoring and measurement activities by external sources. 

• permitting injection systems and inspecting septic system installations 

2.3 Quality Management System Structure & Responsibilities 

Since quality is fundamentally the responsibility of everyone, the DEQ QMS is built from and supported by 

the resources of the agency as a whole (). The DEQ deputy director holds overall responsibility for the 

development, implementation, and maintenance of the QMS. However, responsibility for managing the 

day-to-day operations ofthe QMS falls to the Quality Assurance Officer (QAO). 

To ensure that all interests are represented in the development and implementation ofthe QMS across 
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the agency, each program appoints a QMS-Coordinator (QMSC) that serve as the QAQ's liaison to each 

of the individual work units. Moreover, each QMSC acts as a direct point of contact for QMS information 

within his/her program. Any QMS concerns ofthe program can be communicated to the Executive 

Management Team (EMT) through the QMSC and QAO. 

Note: For the purposes of this document and practicality, the Quality Management System Coordinators 

and the acronym QMSC can refer to either an individual or multiple individuals within a division or office 

depending on how they are structured. 

Executive Management Team 

Director/Deputy 

Director 

Figure 2 Organization of the Quality Management System 

At the core of the DEQ Quality Management System are the Quality Assurance Officer (QAO) and Quality Management System 

Coordinators (QMSCs). A QMSC or QMS-Team is appointed from each division and region and serves as the primary point of 

contact for the Quality Assurance Officer (QAO). The QAO reports to the Executive Management Team (EMT) through the 

Laboratory and Environmental Assessment Division Administrator (DA) and the Deputy Director. Communication between the QAO, 

Deputy Director, and Laboratory DA is facilitated by semi-annual meetings. 

2.3.1 Senior Management 

Responsibility for following the strategic direction and accomplishing the mission of DEQ as well as the 

successful implementation ofthe QMS, resides with senior management. The resources necessary to 

implement the QMS are identified and budgeted by EMT. Consequently, the QMS and the role of the 

QAO are recognized and endorsed by senior management. Moreover, the Director and Deputy Director, 

with the EMT, issue/endorse policies and procedures in support of the QMS and oversee its 

implementation agency-wide. Semi-annual meetings between Senior Management representatives (i.e., 

the Deputy'Director and Laboratory DA) and the QAO facilitate communication between the QMS staff 
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and EMT. 

2.3.2 Quality Assuranc e Officer 

The QAO oversees the day-to-day operations of the QMS by developing a comprehensive QMS strategy 

and ensuring that it is applied uniformly to environmental data collection and analysis activities in the 

agency. Furthermore, the QAO is responsible for providing QMS information to senior management and 

soliciting endorsement of QMS policies and practices from the EMT. Management responsibilities of the 

QAO include: 

Acting as primary contact for QMS issues within the agency 

Documenting and updating the QMS in the QMP; 

Soliciting the endorsement of QMS procedures and practices from senior management; 

Facilitating development of and approving Quality Assurance Project Plans (QAPPs); 

Reviewing the implementation of QAPPs and providing guidance on evaluating the adequacy 

of the data generated, based upon identified data needs; 

Identifying, negotiating, and responding to specific QMS deficiencies identified through system 

and technical audits; 

Arbitrating QMS problems and disputes; 

Responding to requests for guidance and technical assistance; 

Informing senior management, regional managers, and QA Coordinators of new legislation 

and/or regulations which impact QMS activities; 

Conducting and participating in System and Performance Audits of environmental monitoring 

programs; 

Acting as a liaison between DEQ and other state and federal agencies on QMS matters; 

Coordinating with writers and recipients of grant monies to ensure that appropriate QMS 

requirements are implemented; 

Coordinating the training of staff on QMS principals; 

Assisting and supporting the QMSCs efforts within the environmental programs; and 

Communicating the status of the QMS to Senior Management through the preparation and 

review of an Annual QMS Report. 

2.3.3 QMS-Coordinators 

With the QAO, the QMS-Coordinators (QMSC) support the development and implementation ofthe QMS 

in the individual regions and divisions. The QMSCs support the QAO in the development of QMS 

procedures and practices by representing'their work groups' interests. Specific responsibilities include: 

Serving as the primary point of contact within their program for QMS issues; 

Coordinating with the QAO to identify needs related to planning, implementing, and assessing 

the QMS; 

Providing assistance to Project Managers with the development, review, and approval of 

QAPPs; 

Providing assistance to Project Managers and staff in the validation of environmental-related 

data; 

Assisting grant writers and grant recipients (both internal and extemal) in understanding and 

complying with QMS requirements; 

Informing the QAO on program-specific QMS issues to be incorporated in an Annual QMS 

Report to Senior Management; and 

Overseeing any specific QMS requirements unique to their programs. 

2.3.4 Project Managers 

Project Managers assume responsibility for individual environmental studies or activities. They are active 

in the development of QAPPs and coordinate activities throughout the life of a project. Specific 

responsibilities include: 

• Assembling project teams and preparing QAPPs; 

• Defining project Data Quality Objectives (DQOs); 

• Assisting contractors, grant recipients, and the regulated community with the preparation of 

QAPPs; 

• Reviewing and approving QAPPs prepared and submitted by external grant recipients and 
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contractors; 

• Implementing project activities as described in the QAPPs; 

• Reporting data quality issues back to the project team; 

• Initiating Technical System Assessments (TSAs) as required or needed; and 

• Assessing and reporting on data quality, based upon the project's Data Quality Objectives 

(DQOs). 

2.3.5 Sample Collectors 

Personnel responsible for the collection of environmental samples must have a fuHworking knowledge 

and understanding of the specific quality aspects of a project. Specific responsibilities include: 

• Understanding and implementing the QAPP during sample collection; 

• Verifying the proper functioning of all equipment prior to the commencement of field activities; 

• Ensuring the appropriate type and quantity of sample containers, including preservation 

requirements, are available for field activities; 

• Following and implementing all standard field Quality Control measures as described the DEQ 

Field Sampling Reference Guide and Mode of Operations Manual (MOMs); 

• Recording all field data in an approved and accepted mariner as specified in the QAPP; 

• Ensuring that all samples are collected, preserved, labeled, packaged, and shipped to 

laboratories in the appropriate manner; and 

• Following all Standard Operating Procedures (SOPs) and legal requirements to ensure that 

samples are collected in a quality and, if required, legally defensible manner. 

2.3.6 Project and Support Staff 

Analytical, technical, and support staff across DEQ play crucial roles in the QMS. For the purposes of the 

QMP, project and support staff include those that have the responsibility for calculating/generating, 

assembling, and ensuring the quality of environmental data on a day-to-day basis. Specific staff 

responsibilities include: 

Following the policies and procedures of the QMS as described in the QMP; 

Developing and revising Standard Operating Procedures (however named); 

Following project plans as specified in QAPPs; 

Completing tasks in a timely manner; 

Verifying analytical data used by the agency; 

Providing support and data interpretation to end users; and 

Conducting all duties with professional integrity. 

2.3.7 LEAD Roles and Responsibilities 

The LEAD is responsible for planning, collecting, analyzing, reporting, verifying, validating, storing, and 

providing access to large quantities of environmental data. The policies and practices ofthe LEAD 

directly affect the overall DEQ QMS. 

2.3.7.1 LEAD Administrator. 

The LEAD Administrator oversees all LEAD operations and ensures that sample collection, analysis, and 

reporting activities support the QMS. The Laboratory DA also acts as a conduit for routine 

communication between the QAO and Deputy Director. Specific responsibilities ofthe Laboratory 

Administrator include: 

• Communicating routine QMS updates from the QAO to the Deputy Director and EMT; 

• Directing and overseeing the LEAD'S Quality Assurance/Quality Control (QA/QC) program; 

• Endorsing and ensuring that the Quality pojicies are implemented across monitoring, 

analytical, and data management activities conducted by the Laboratory; 

• Approving the Laboratory's Quality Manual, the Field Sampling Reference Guide, the 

Watershed Assessment Mode of Operations Manual (MOMs), and other documents that 

directly support the agency's QMS; 

• Ensuring that data produced and managed by the laboratory adhere to the Laboratory's 

standards; and 

• Representing the Laboratory's interests to the EMT. 
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2.3.7.2 Laboratory Quality Assurance Team. 

The Laboratory Quality Assurance Team represents the analytical section within the Laboratory. They are 

responsible for developing, reviewing, revising, adapting, and assessing the Laboratory's internal Qualify 

Systems - which may include almost all facets of data quality from project planning to data archiving. 

Specific responsibilities of the Laboratory Quality Assurance Team include: 

• Preparing and revising the Laboratory Quality Manual; 

• Directing the preparation and maintenance of the Laboratory's administrative and technical 

Standard Operating Procedures (SOPs); 

• Performing internal Quality System Reviews and Technical System Audits; and 

• Establishing policies and procedures within the Laboratory that are consistent with and 

> support the QMS and agency's mission. 

2.3.7.3 Section Managers. -

The five section managers within LEAD are directly involved with planning, collecting, analyzing, and 

* reporting environmental data produced by the Laboratory. They also provide direct assistance in 

: interpreting and validating data submitted to the agency from external sources. Specific responsibilities 

•' include: 

• Assisting with technical aspects of QA/QC as it relates to air, water, chemistry, biology, 

microbiology, meteorology, field operations, data processing, etc.; 

'; • Assisting Project Managers and planners in determining what data quality levels are 

realistically achievable and desirable through specific environmental monitoring and 

measurement activities; 

• Ensuring Laboratory operations adhere to project specifications; 

• Developing and reviewing Standard Operating Procedures (SOPs); 

• Assisting with and conducting internal technical and QS audits within the laboratory; 

• Providing management oversight in the data verification process; 

• Developing, reviewing, and maintaining all appropriate Quality Control checks and quality 

systems within the LEAD; 

• Assuring that technical methods used in projects.are appropriate for the intended project and 

analytical requests; and 

• Ensuring that appropriate corrective actions are documented, implemented in a timely 

manner, followed by all Laboratory staff, and result in data quality improvements. 

2.3.7.4 LEAD Technical Staff. 

Technical staff provide analytical services and act as technical references to the entire agency and the 

public. Specific Technical Staff responsibilities include: 

Following all QA/QC policies and procedures described in the Laboratory's Quality Manual; 

Developing and revising Standard Operating Procedures (SOPs); 

Analyzing environmental samples in a manner that is consistent with project specifications; 

(Field measurements as well as laboratory measurements) 

Analyzing samples in a timely manner; 

Verifying analytical data produced both internally and externally to the agency; 

Remaining current with analytical methodologies and techniques; 

Participating in Proficiency Testing (PT) studies and other quality-related activities (e.g., 

round-robins, split samplings, etc.); 

Providing specific analytical support and data interpretation to end users; and 

Conducting all laboratory operations and duties with professional integrity as defined the DEQ 

Laboratory Quality Manual. ' 

2.3.8 ORELAP Inspectors 

The Oregon Environmental Laboratory Assessment Program (ORELAP) is important portion to the DEQ 

QMS. Inspectors from DEQ, the Oregon Department of Human Services (DHS), and the Oregon 

Department of Agriculture (ODA) certify environmental laboratories, thereby ensuring that environmental 

data submitted to DEQ meets state and national standards established by the National Environmental 
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Laboratory Accreditation Program (NELAP) in cooperation with EPA. Although ORELAP falls outside the 

scope of DEQ authorify, the agency supports the program and, hence, bears some responsibilify for its 

success and application to the QMS. ORELAP-accredited laboratories have undergone a thorough 

review of all documents, procedures, and policies associated with their analysis and production of 

environmental data. Consequently, data received from accredited laboratories is known to be from 

sources that maintain levels of quality consistent with accepted standards. 

2.3.9 Non-DEQ Organizations 

DEQ cannot define the roles and responsibilities of non-DEQ organizations beyond what is specified in 

Federal or State Regulations, or in individual contractual agreements. DEQ Project Managers have the 

responsibility for ensuring that all relevant QMS requirements are specified in external agreements. 

Moreover, the Project Manager should ensure that all relevant quality documentation (e.g., QAPPs, 

SOPs, QA/QC data, etc.) are submitted to and reviewed by DEQ in a timely manner. As appropriate, the 

Project Manager may schedule technical and system audits of non-DEQ organizations to verify 

adherence contractual requirements and conformance to the QMS-standards. 
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3 QUALITY SYSTEM COMPONENTS 

The DEQ Quality Management System (QMS) is a structured and documented system that provides a 

basic framework for ensuring that the agency's environmental programs and decisions are supported by 

data of the type and quality needed and expected for their intended use. The basic framework of the 

QMS encompasses management, administrative, and technical activities pertinent to the planning, 

implementing, assessing, and improving of Quality Management activities within the agency. 

Communicating the goals ofthe QMS and providing educational resources are as much a part ofthe 

QMS as documenting activities, planning projects, and making system improvements. The focus of this 

Section is to describe specific "tools" and requirements that really build the DEQ QMS. This Section does 

not describe how to use these tools; the processes and procedures for using many of these tools are 

described in Sections 8 through 11. 

•DEFENSIBLE PRODUCTS S DECISIONS 

PROJECT 

UU : : -. -• —— — 

ca Data Quality Objeaives (DQOs) 

13 Quality Assurance Project Plans (QAPPs) 

Q Sampling Si Analysis Plans (SAPs) 

3 Technical System Assessments (TSAs) 

QC Data Validation a Veriffcation - . ,. 

OQ Data Quality Assessment (DOA) 

Data Quality Matrix 

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POLICY 

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48CGRPart3l 

48 CFR Part 33 

ANSI/ASQC E4 

DEQ Mission 

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f^: Quality Management System (QMS) 

•^Quality Management Plan (QMP) 

^ Quality System Reviews (QSR) 

•3 Annural Fteview S Planning 

O QMS Training 

DEQ Strategic Direction • ' 

Figure 3 Conceptual Model of Quality Management System 

The QMS can be conceptually modeled as the construction of a building. Policies serve as the blueprints for the QMS. The foundation is 

established at the Organizational and Programmatic levels. The structure of the system is derived from project-level activities. Defensible 

products and decisions represent the visible public face of the QMS. 

3.1 Conceptual Model of the DEQ Quality Management System 

The DEQ QMS can be conceptually illustrated as a building. Policies and Standards are the 

construction standards and blueprints that are used to put the building together! Without the blueprints 

and construction standards, the building may never be built, may be incomplete, or unsound. Operations 

within the Organization and Programs give the building its foundation and provide a sound basis upon 

which the QMS can be built. Individual Projects frame the QMS and give it shape and form. Finally, 

Defensible Products and Decisions give the QMS its finished appearance. DEQ relies on ail of four of 

these elements (Policies and Standards, Organization/Program, Projects, and Defensible Products and 

Decisions) to construct a sound QMS that will stand strong against various challenges. Like constructing 

a building, all ofthe individual elements are important and play important roles. The remainder of this 
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section describes the individual "tools" (summarized ih Error! Reference source not found.) associated 

with three of the four construction elements of the DEQ QMS—Policies and Standards, 

Organization/Program, and Projects. 

Table 1 Summar y o f the primar y tool s that support th e DEQ Quality 

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Tool 

DEQ Strategic Directions 

Federal policies: 

. 48 CFR Part 46 

. 40 CFR Part 31 

• 40 CFR Part 35 

. EPA Order CIO 2105.0 

ANSI/ASQC E4-1994 

Quality Management Plan 

(QMP) 

Quality System Reviews 

(QSRs) 

Annual QMS Report 

Staff Training 

Various Support Resources 

Quality Assurance Project 

Plan (QAPP) 

Sampling and Analysis Plan 

(SAP) 

Data Quality Objectives 

(DQOs) 

Standard Operating 

Procedures (SOPs) 

Technical Assessments 

Data Processing,' 

Verification, and Validation--

Data Quality Assessment 

(DQA) 

Purpose . 

Describes the purposes and goals of DEQ 

Describes the need for and mandates a QMS 

for recipients of federal funds. Establishes 

QA requirements for recipients of federal 

contracts 

Conformance standards adopted and 

mandated by EPA for establishing QMS 

Documents DEQ's Quality Systems 

Evaluates the effectiveness of the DEQ QMS 

Yearly summary to senior management on the 

status of DEQ's QMS 

Keeps DEQ personnel up to date with QS 

policies, procedures, and requirements 

Additional resources designed to support the 

agenc/s QS 

Describes all the technical and quality aspects 

of specific projects 

Describes the sampling and analytical details 

within the context of a parent QAPP 

Part of the QAPP that specifically describes 

the data quality specifications for a project 

Provides detailed instructions of routine 

activities 

Evaluates and documents the implementation 

and effectiveness of the QAPP 

Process of determining ifthe data meets the 

QAPP collection specifications.. 

Determines the quality of data sets for 

decision-making or meeting the intended data 

use 

System 

Responsible 

Party 

DEQ Director 

Federal 

ANSI/ASQC 

DEQ QAO 

QAO and EPA 

QAO 

QAO 

Various 

Project Manager 

Project Manager 

or designated 

Field Manager 

Project Manager 

Individual directly 

responsible for the 

activity 

Project Manager, 

QAO, or QMSC 

Project Staff. 

Project Staff 

Reviewer/ 

Approval 

EMT 

Federal 

ANSI/ASQC 

EMT and EPA 

EPA 

EMT 

QAO 

Various 

QAO or 

designee 

QAO or 

designee 

QAO or 

QMSC 

Technical 

Reviewer 

and/or Section 

Manager 

QAO 

Project 

Manager 

Project 

Manager 
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(0 

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Tool 

Laboratory Quality Manual 

(LQM) 

Field Sampling Reference 

Guide (FSRG) 

Watershed Assessment 

Mode of Operations Manual 

Quality Assurance 

Guidelines-NPDES and 

WPCF Self-Monitoring 

Laboratories 

Program-Specific Quality 

Assurance Policies 

Purpose 

Describes the DEQ Laboratory's Quality 

System policies and procedures 

Provides guidance for planning field activities 

Describes the processes and procedures 

used during water quality field activities 

Provides guidance to NPDES and WPCF 

permit holders collecting and submitting 

monitoring data to the agency 

Documents any QA policies specific to 

Programs within the agency that are not 

otherwise discussed. 

Responsible 

Party 

Lab QA Officer 

and Quality 

Assurance team 

(QAT) 

Lab QA Officer 

and Quality 

Assurance team 

(QAT) 

Lab WSA 

Manager 

Lab QA Chemist 

Program 

Managers 

Reviewer/ 

Approval 

Lab QA Officer 

and Quality 

Assurance 

team (QAT) 

Lab QA Officer 

and Quality 

Assurance 

team (QAT) 

QAO and Lab 

DA 

QAO and 

Program 

Managers 

QAO and DA 

Possibly EPA 

3.2 Policy Component s 

Policy, federal regulations and conformance standards are the blueprints ofthe DEQ QMS. As described 

in the introduction of this document, DEQ has adopted a strategic direction and is committed to 

excellence throughout the agency. The DEQ QMS is a critical tool for achieving excellence throughout 

the agency. Additionally, DEQ's QMS also satisfies EPA's requirement (to DEQ as a recipient of federal 

funds) to implement a documented and comprehensive quality management system: 

• 48 CFR Part 46 - Quality Assurance requires the compliance with higher-level quality standards in 

solicitations and contracts for complex or critical items. 

• 40 CFR Part 31 - Uniform Administrative Requirements for Grants and Cooperative Agreements to 

State and Local Governments outlines EPA's Quality Assurance policy: 

If tlie grantee's project involved environmentally related measurements or data generation, ttie 

grantee shall develop and implement quality assurance practices consisting of policies, 

procedures, specifications, standards, and documentation sufficient to produce data of quality 

adequate to meet project objectives and to minimize loss of data due to out-of-control conditions 

or malfunctions. 

• 40 CFR Patt 35 - State and Local Assistance outlines quality system requirements in a number of 

places. Some ofthe more significant references include 35.260: "The Regional Administrator will 

not award section 106 funds to any State which does not monitor and compile, analyze, and report 

water quality data as described in section 106(e)(1) ofthe Clean Water Act." Quality system 

requirements also extend to state-lead co-operative agreements under CERCLA as specified in 

paragraph 6055. 

• EPA Order CIO 2105.0 CHG 1 establishes a mandatory agency-wide quality system that applies to 

EPA, as well as all organizations (i.e., DEQ) performing work for EPA. 

• Additional federal regulations and mechanisms, such as consent agreements in enforcement 

actions, may also require a documented quality system. 

The form and structure of the QMS has also been mandated by EPA as being consistent with a set of 

national conformance standards for environmental operations: American National Standard ANSI/ASQC 

E4-1994, Specifications and Guidelines for Quality Systems for Environmental Data Collection and 

Environmental Technology Programs. These standards have been adapted to meet the specific 
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conditions and goals of DEQ and are the blueprints used to build DEQ's QMS. 

3.3 Organization/Program 

The organizational and programmatic elements of the QMS are at foundation of DEQ's day-to-day 

environmental activities. Although the QMS as documented in the QMP largely addresses activities 

associated with the collection and use of environmental data and information, these tools may be adapted 

to other agency goals, priorities, and activities. The key programmatic components ofthe DEQ QMS 

include: 

3.3.1 Quality Management Plan 

The Quality Management Plan (QMP) is written documentation ofthe QMS. It describes the authorities, 

policies, and tools that are specific to ensuring excellence in DEQ's operations and, ultimately, products 

and decisions. 

3.3.2 Quality System Reviews 

Quality System Reviews (QSRs) are management tools used to assess, refine, and improve DEQ's QMS 

as a whole as well as within an agency program. QSRs may be initiated internally within DEQ (see 

Section 10.2) or externally by EPA. DEQ participates in triennial QSRs initiated by the EPA Region 10 

QA Management Office (or as requested by Program Management) and in National Perfomnance Audit 

Programs when they are made available. Such evaluations provide objective assessments of the 

resources, commitments to, and, implementation ofthe DEQ QMS. These audits are scheduled through 

the Quality Assurance Officer (QAO) and conducted according to protocols published in Standard 

reference documents (e.g., EPA Guidance on Assessing Quality Systems, EPA QA/G-3. March 2003.). 

3.3.3 Annual QMS Report 

An annual review ofthe DEQ QMS is completed by the QAO with the assistance ofthe QMS-Committee 

and documented in an Annual QMS Report to Senior Management. The following types of information 

are included in the Annual QMS Report: (1) status ofthe QMP; (2) status of project plans; (3) measures 

of data quality; (4) significant QA problems, accomplishments, and recommendations; (5) results of 

performance and system audits; (6) status of QA requirements for contracts and grants; (7) summary of 

QA-related training; and (8) planned activities and improvements scheduled for the next year. Copies of 

the Annual QMS Report are published to Q-net. The QAO reviews the annual report with Senior 

Management and planned activities for future improvement are approved and/or new activities are 

identified and documented. 

3.3.4 QMS Training 

QMS training is provided to DEQ personnel, as needed, to ensure that staff have the necessary skills, 

knowledge, and proficiency to meet the quality requirements of their jobs: QMS training is documented in 

the Annual QMS Report. 

3.3.5 Miscellaneous Support Elements 

Additional organizational support elements to the QMS may include various technical and non-technical 

resources. The support elements are designed to strengthen and support the agency's QMS as a whole 

and may include such things as record management systems, computer/software systems, data query 

tools, etc. Some of these miscellaneous support elements are discussed in Sections 4 though 7. 

3.4 Project Components and the Project Life-Cycle 

The real strLTcture and shape of the DEQ-QMS arises from project level activities. Projects generate the 

environmental data that is used to create products and make decisions. Because environmental project 

work plays such a prominent role in DEQ's operations, a number of project-level tools are available to 

ensure excellence in the data and information derived from individual project activities. 

The goal of the QMS at the project level is to provide the appropriate Quality Management tools to the 

Project Manager and project staff so that operations result in data of the appropriate type, quantity, and 

quality to satisfy the project needs as well as satisfy DEQ's environmental purpose to preserve, protect. 
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and enhance the environment to the benefit of all Oregonians. 

Projects can be characterized as following a generic three-step life-cycle: (1) planning; (2) 

implementation and oversight; and (3) assessment and improvement (Figure 4). The life of the project 

begins with the identification of a specific need. If resources are available to address that need, a Project 

Manager is identified and a systematic planning process is initiated to define how the project needs will 

be met. The results of the planning process are documented in a project plan which describes the 

project, the data collection activities, and assessment activities in detail. The project plan is agreed upon, 

approved, and acts as the road-map for all activities that occur during the implementation phase ofthe 

project. Data and information gathered during the project are verified and validated against the project's 

objectives for quality. Adjustments to the project may be made and more data acquisition efforts may be 

required to fulfill the project's objectives. After the appropriate data has been collected, the quality of that 

data is assessed using pre-defined methods and assigned a data quality level. If the data is of sufficient 

quality, it is used to test the project's original hypothesis and determine ifthe initial project need has been 

satisfied. 

3.4.1 Data Quality Objectives 

Project planning occurs systematically through the Data Quality Objectives (DQO) Process. A formalized 

DQO process has been developed by EPA and is DEQ's prefen-ed process for planning environmental 

projects. Using a systematic approach to designing data collection activities results in a series of 

qualitative arid quantitative statements (or performance criteria) that define the project objectives, define 

types of data," and specify tolerance limits for decision errors. The results of the DQO process are 

documented in, and form the heart of, the Quality Assurance Project Plan (QAPP). Details ofthe DQO 

" Process are addressed in the Guidance forthe Data Quality Objectives Process (QA/G-4) (EPA 2000b). 

The latest version of this document is available from EPA on the internet 

(http://www.epa.qov/qualitv/qa docs.html) or from Q-net. 
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NEED 

SYSTEMATIC PLANNING 

DQOProcess 

Regulation 

Past Practices 

Databases 

Planning Teams 

l 

RESULT 

Figure 4 Quality Assurance Project Planning 

At the project level, the Quality Assurance Project Plan (QAPP) lies at the heart of project activities. The QAPP 

is developed during the planning stages and remains the central reference point through all project activities. 

3.4.2 Quality Assurance Project Plans 

The Quality Assurance Project Plan (QAPP) is the single-most important QMS tool at the project level, 

and is consequently required for all environmental data collection and generation activities at DEQ. The 

QAPP summarizes the DQOs of the project and integrates all technical and quality aspects, including 

planning, implementation, and assessment, into a single document. The primary purpose of a QAPP is to 

systematically document project,activities and provide a road-map to the type and quality of 

environmental data needed for a specific decision or use. The QAPP documents all activities that will 

take place during the project, including: field and laboratory activities; data verification and validation; 

data storage and retrieval; data assessment; and, project evaluation and process improvement. QAPPs 

must be written for all DEQ projects regardless of whether or not data is generated directly by DEQ or 

submitted to the agency through the efforts of contractors, third-parties, or partners. 

DEQ's requirements for QAPPs are equivalent to those required by EPA {EPA QA/R-5 EPA 
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Requirements for Quality Assurance Project Plans, March 2001). A number of specific elements must be 

present in the QAPP. Each of these elements addresses one of four major aspects ofthe project: (1) 

project management; (2) data generation and acquisition; (3) assessment and oversight; and (4) data 

validation and usability. The specific QAPP elements are: 

Project Management Elements: 

• Title and Approval Sheet 

• Table of Contents 

• Distribution List 

• Project/Task Organization 

• Problem Definition/Background 

•. Project/Task Description 

• Quality Objectives and Criteria 

• Special Training/Certification 

• Documents and Records 

Data Generation and Acquisition Elements: 

• Sampling Process Design 

• Sampling Methods 

• Sample Handling and Custody 

• Analytical Methods 

• Quality Control 

• Instrument/Equipment Testing, Inspection, and Maintenance 

• Instrument/Equipment Calibration and Frequency 

• Inspection/Acceptance of Supplies and Consumables 

• Non-direct Measurements 

• Data Management 

Assessment and Oversight Elements: 

• Assessments and Response Actions 

• Reports to Management 

Data Validation and Usability Elements: 

• Data Review, Verification, and Validation 

• Verification and Validation Methods 

• Reconciliation with User Requirements 

Complete details on QAPP requirements can be found in EPA QA/R-5 EPA Requirements for Quality 

Assurance Project Plans (March 2001). Copies of this document are available from the EPA web site 

(http://www.epa.qov). the DEQ QAO, or from Q-net. 

All DEQ QAPPs must be reviewed and approved by a QAO or his/her designee. Individual Project 

Managers are responsible for ensuring that QAPPs are approved prior \o the start of any data collection 

activities and that project operations are implemented as documented. The Project Manager is also 

responsible for maintaining copies of the approved QAPPs. However, printed and electronic (preferably ' 

in PDF format) copies of all approved QAPPs should be submitted to the QAO, who will maintain a QMSlibrary (Section 5). Details ofthe QAPP approval process are discussed in Section 8. 

3.4.3 Sampling and Analysis Plans 

For many projects, generic QAPPs can be written to cover routine monitoring activities (e.g., routine 

ambient water monitoring, routine landfill monitoring, etc.). For these projects, Sampling and Analysis 

Plans (SAPs) are written to document specific monitoring activities and requirements. SAPs must 

reference the parent QAPP and may not make substantial changes to the DQOs established in the parent 

document. The use of SAPs is valid for data that is generated from within DEQ only. Data generated 

from projects led by external or secondary sources must have an accompanying QAPP. 

SAPs are acceptable only to document changes in sampling location and monitoring data. If additions or 

deletions to the monitoring requirements are such that the DQOs must be altered, a new QAPP must be 

written. SAPs can be approved by individuals that have been identified in the QAPP. The individual(s) 
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responsible for SAP approval must ensure that all QAPP requirements have been satisfied in the SAP. 

Electronic copies of approved SAPs should be sent to the QAO for filing in the QMS library. 

3.4.4 standard Operating Procedures^ 

Most projects utilize standard procedures that do not change from study to study. Such routine tasks are 

documented in standard operating procedures (SOPs). SOPs provide a complete and detailed 

description of each data generating or processing operation in such a manner as to allow a qualified and 

trained person to trace the operation in a reproducible, stepwise manner, through the entire sampling, 

analysis, data-handling, or other operation, unsupervised. SOPs must be consistent with current EPA 

and/or state regulations, and in instances where suitable federal or state guidance is lacking, with 

accepted professional practices and standards. 

SOPs should be prepared for all routine administrative^ (e.g., data entry, procurement) and technical 

(e.g., sampling, analysis, assessment) operations. Advantages of SOPs include: 

• providing a tool for training staff 

• the economy of repeated referencing of a single procedure for many projects; 

• providing a record of the performance of all tasks and their results; 

• explaining the cause for missing data; and 

• demonstrating the validation of data at each step of recording, calculation, or transcription. 

Technical SOPs must be written even in instances when published reference methods are being used. 

Because of differences in operating conditions, equipment, and requirements, it is the responsibility of 

each region or division to prepare and maintain their own technical and administrative^ SOPs. Technical 

SOPs must be approved by a QAO. Templates and guidelines for writing SOPs can be obtained directly 

from the QAO or downloaded electronically from Q-net. The processes and procedures for writing, 

updating, and approving SOPs are discussed in Section 9. 

3.4.5 Technical System Assessments 

Technical System Assessments (TSAs) are systematic and objective examinations of projects to 

determine: 

• whether environmental data collection activities and related results comply with the project's 

QAPP; 

• whether the procedures defined by the QAPP are implemented effectively; and 

• whether project activities are sufficient and adequate to meet the QAPP's defined data quality 

goals. 

TSAs of specific agency projects will be conducted on an as-needed basis, when required by project 

specifications, and/or as a corrective action to identified problems. Moreover, technical audits are not 

intended to affix blame for poor data or project outcomes. Rather, the findings from technical 

assessments are used to identify practical solutions to complicating issues and improve future operations. 

Internal Assessments. TSAs of internal DEQ operations will generally be planned and implemented by 

the Project Manager, with assistance from the QAO and QMSCs as needed. Assessments will typically 

be conducted as self-assessments unless the QAPP or other regulatory requirements specifically dictate 

the use of external auditors. TSA auditors will be technically competent and qualified to perform their 

duties by virtue of education, training, and/or experience. The authority and independence ofthe auditors 

shall be defined prior to start of any auditing activities. 

External Assessments. DEQ may, at its discretion, as specified in the QAPP, or as required by statute 

or other contract, conduct assessments of external organizations providing data to DEQ. Project-specific 

TSAs will be scheduled by the Project Manager or his/her designee and be completed by DEQ personnel. 

-TSAs of laboratories are completed by. qualified staff frojn the DEQ Laboratory and Environmental 

Assessment Division, usually through the Oregon Environmental Laboratory Accreditation Program 

^ Procedures come in various forms throughout the agency and they may be referred by names other 

than Standard Operating Procedure (e.g. Internal Management Directive). 

^ The discussion of administrative SOPs is limited those procedures that directly pertain to the 

environmental activities within DEQ as stated in the scope of this document. 
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(ORELAP). The ORELAP includes auditors from a number of state agencies, including DEQ, the 

Department of Human Services (DHS), and Oregon Department of Agriculture (ODA). Third party 

assessors may be contracted to assist with TSAs on an as-needed basis. Technical assessments and 

primary accreditation of environmental laboratories may also be completed by any accrediting authority 

approved by the National Environmental Laboratory Accreditation Program (NELAP). However, in most 

cases, accredited laboratories should be granted secondary accreditation by ORELAP. Details on the 

ORELAP program can be obtained by contacting the DEQ Laboratory, the ORELAP Administrator, or at 

http://www.deq.state.or.us/lab/orelap/orelap.htm. 

3.4.6 Data Processing, Verification, and Validation 

Data processing, verification, and validation are Project-level Quality Management tools used to 

determine if data has been collected as specified in the QAPP/SAP with respect to compliance, 

correctness, consistency, and completeness. In addition, these tools are used to assess the technical 

usability ofthe data with respect to the planned objectives or intention ofthe project. Although these 

tools are really processes, project-specific measurement criteria for data processing, verification, and 

validation should be determined during project planning and documented in the QAPP. 

Data Proces^sing includes data entry, validation, transfer, and storage. The QAPP should describe 

specific procedures used to maintain the integrity of the data records as well as any project specific data 

storage/transmittal requirements. This process includes data formats and standards for the transfer of 

data to external data users and systems. Specific data processing activities may include: 

• Collection: For both manual data and computerized data acquisition systems, internal quality 

control (QC) checks shall be developed and implemented to avoid en-ors in the data collection 

process. 

• Transfers: Data transfer steps shall be minimized and procedures established to ensure that 

the data is free from errors and is not lost during transfer. 

• Storage: At each stage of data processing, procedures shall be established to insui-e that 

data integrity and security are maintained. QAPPs shall indicate how specified types of data 

will be stored with respect to format, media, conditions, location, retention time, and access. 

• Reduction: Data reduction includes any process which changes either the form of expression, 

the numerical value of data results, or the quantity of data. This includes, validation, 

verification, and statistical or mathematical analysis ofthe data. Reduction is distinct from 

data transfer in that it entails a change in the dimensionality ofthe data set. Procedures for 

verifying the validity of the reduction processes shall be described in the project-specific 

QAPP. 

Data Verification refers to the process of evaluating the completeness, correctness, and 

conformance/compliance of a specific data set against the method, procedural, or contractual 

requirements. It focuses on determining that the data have met the measurement requirements. 

Verification evaluates the data for basic elements such as sampling the correct sites, analyzing all 

parameters, etc. Data verification is not concerned with evaluating or assessing the quality ofthe data 

set. 

Data Validation is the process of substantiating that data have met the perfomnance criteria (data quality 

objectives) specified in the QAPP. During data validation data quality levels are applied to the data set 

against fundamental QA/QC criteria to determine the quality of the data. The results of data validation 

are tied with the data elements and included in the project files, final reports, and any QA status reports. 

DEQ's Data Quality Matrix defines the quality of the data, following data verification and validation as a 

Data Quality Level. The qualitative definitions for this rating scheme remain constant across projects, but 

the specific quantitative criteria for individual data points and/or analytes may vary based upon the 

specific data quality objectives described in the QAPP. 

• A+ - Data of known Quality; collected by DEQ; rneets QC limits established in the QAPP. 

• A - Data of known Quality; submitted by entities outside of DEQ; meets QC limits established 

in a DEQ-approved QAPP. 

• B - Data of known but lesser Quality; data may not meet established QC but is within 

marginal acceptance criteria; or data value may be accurate, however controls used to 
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measure Data Quality Objective elements failed (e.g., batch failed to meet blank QC limit); the 

, data may be useful in limited situations or in supporting other, higher quality data. (Equivalent 

to the "J" (estimated) qualifier used by EPA) 

• C - Data of unacceptable Quality; data are discarded (Void) typically in response to analytical 

failure. (Equivalent to the "R" (rejected) qualifier used by EPA) 

• D - Incomplete data; no sample collected or no reportable results, typically due to sampling 

failure. 

• E - Data of unknown quality or known to be of poor quality; no QA information is available, 

data could be valid, however, no evidence is available to prove either way. Data is provided 

for Educational Use Only. 

• F - Exceptional Event; "A" quality data (data is of known quality), but not representative of 

sampling conditions as required by project plan.(e.g., an air particulate sampler fails to sample 

the full time period because adverse conditions such as a forest fire overioaded the sampling 

equipment)! 

Data may be validated using project or regulatory specific criteria (e.g., use ofthe "J" flag under RCRA 

projects). Although this process of "data flagging" may occur at numerous points within a project's 

lifecycle (including but not limited to field activities, laboratory analysis, data processing), it is 

fundamentally a data validation procedure. The EPA Contract Lab Program (CLP) has guidance 

documents^' for validation of data. Though these documents are program specific, they do offer realistic 

guidelines that can be used to assess laboratory data. These documents may be utilized, where 

relevant, to help determine differentiation between "B" and "C" data. The documents are available on the 

DEQ intranet (QNet). 

EPA released a document titled Guidance for Labeling Externally Validated Laboratory Analytical Data for 

superfund use (OSWER No. 9200.1-85, EPA 540-R-08-005, January 2009) that describes labeling of 

data reported to EPA to indicate the level of validation performed on the data. The requirements of this 

document willbe incorporated into DEQ practices as these requirements are incorporated into EPA 

contracts during a renewal cycle. 

3.4.7 Data Quality Assessment 

Data Quality Assessment (DQA) refers to the scientific and statistical assessment of data to determine if 

a data set is of the right type, quality, and quantity to achieve the objectives of a project. Data at this 

stage of the project life-cycle has been verified, validated, and assigned a data quality level. Although the 

individual data elements have been determined to meet specific criteria, the DQA process addresses the 

fundamental question ofthe relationship between the quality ofthe data and the intended use of the data. 

Although DQA generally occurs towards the middle or late in a project, the groundwork for the process is 

established during project planning and is documented in the QAPP (e.g., the choice of statistical tests 

should made before any data collection has occurred). The eariy documentation of the assessment 

process means that this Quality Management tool has been planned and is ready for ijse after the data 

have been collected, processed, verified, and validated. 

DQA poses and answers two fundamental questions: 

1. Is the quality of a given data set of appropriate quality as to support making a decision (or 

estimate) with the desired level or confidence? > 

2. If the same data collection strategy were to be applied to similar projects in the future; would 

the resulting data support the same intended use of data with the desired level or confidence? 

The data user's immediate need is generally to answer a question or decide a course of action. The 

reliability of, and confidence in decisions can be increased by following the DQA process. Assessing 

these immediate needs using the DQA process will results in one of two determinations: (1) the data 

satisfies the objectives ofthe QAPP and can be confidently used to make an informed decision; or (2) the 

^ USEPA Contract Laboratory Program National Functional Guidelines for Organic Data Review. October 1999. 

" USEPA Contract Laboratory Program National Functional Guidelines for Inorganic Data Review. October 2004. 
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uncertainty of the data is such that it does not satisfy the intended use of the data and a reliable decision 

cannot be made. 

DQA can also help determine the applicability of the methods used in the current project to future 

projects. Through DQA, the results ofthe one study are used to improve future projects by improving the 

type, quality, and quantity ofthe collected data, thereby resulting in more reliable and better quality data. 

Fundamentally, DQA is a statistical process.. Since all measurement processes are subject to en-or, 

environmental data measurements provide estimates of some true value. Consequently, confidence in 

any given data set must be determined through a rigorous evaluation of the data using statistical 

methods. Although a number of methods may be applied to the DQA process, a five step process, 

outlined by EPA in Guidance for Data Quality Assessment, Practical Methods for Data Analysis (EPA 

QA/G-9, QAOO update) provides a good starting point: 

1. Review the Data Quality Objectives (DQOs) and Sampling Design; 

2. Conduct a Preliminary Data Review; 

3. Apply a Statistical Test; 

-. 4. Verify the Assumption of the Statistical Test; and 

5. Draw Conclusions from the Data. 

Strict adherence to this DQA process is not practical; DQA should be iterative in nature so that the 

process is constantly improved and adapted to meet project and data needs. The underlying goal ofthe 

DQA'is to understand and instill confidence in the data set, leadirig to informed decision making. 

A detailed discussion of the DQA process is beyond the scope of this document. Investigators are 

encouraged to familiarize themselves with the EPA process and apply sound statistical principals to their 

own DQA. Numerous resources are available within DEQ to support DQA, including written guidance 

documents, peer-reviewed literature, and staff expertise. Those conducting DQA should carefully select 

statistical methods that are generally accepted within their particular program. 

3.4.8 Laboratory Quality Manual 

The DEQ LEAD produces, reviews, maintains, and stores a substantial quantity of data in support of 

agency projects. The LEAD Quality Manual (LQM) defines and describes the LEAD'S Quality Systems. 

Although the LEAD plays a broad role within DEQ's data collection processes (ranging from project 

planning, sample collection, sample analysis, data verification and validation, and data storage), this 

document is primarily concerned with the analytical functions within the laboratory. The LEAD Quality 

Manual describes in detail the structure ofthe laboratory and its commitment to data quality. The LQM 

establishes the LEAD'S sample acceptance policy, which specifies the supporting information (meta-data) 

that must accompany all samples submitted to the DEQ Laboratory for processing. 

The LEAD also processes large amounts of data that have been collected by third-parties and submitted 

to DEQ for use. Data from outside sources must also meet the minimum data acceptance standards. 

Among other things, the LQM describes Quality Assurance/Quality Control (QA/QC) requirements, 

analytical requirements, and analytical specifications for services contracted to third party laboratories. 

Copies of the LQM can be obtained directly from the LEAD or from Q-net. 

3.4.9 Field Sampling Reference Guide 

The Field Sampling Reference Guide (FSRG) was specifically written to provide individuals both within 

DEQ and outside to the agency with technical information to help them collect and submit environmental 

samples for laboratory analyses. The FSRG is primarily concerned with the collection of water, waste, 

and soil samples, but the field practices described may be applied to other environmental media, such as 

air and tissue. The FSRG describes the types and quantity of quality control samples that should be 

included during routine field operations. The FSRG contains useful information for individuals preparing 

QAPPs such as listings of analytical methods, preservation requirements, and sample holding times. 

Standard Operating Procedures for DEQ field personnel collecting water samples are available in a 

separate document, the Watershed Assessment Mode of Operation Manual (MOMs), which is available 

from the Watershed Assessment Section at the Laboratory or the DEQ website (DEQ-Online). 
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3.4.10 Water Monitoring and Assessment Mode of Operations Manual 

Detailed instructions on the DEQ methods and procedures used for water and biological monitoring 

activities are documented in the (MOMs). The most recent version of MOMs can be obtained by direct 

download from QNet. (DEQ03-LAB-0036-SOP) or from DEQ-Online 

(http://www.deq.state.or.us/lab7techrpts/docs/DEQ03LAB0036SOP.pdf) 

3.4.11 Quality Assurance Guidelines—NPDES and WPCF Self-Monitoring 

Laboratories 

General Quality Assurance requirements for National Pollution Discharge Elimination Systems (NPDES) 

and Water Pollution Control Facilities (WPCF) self-monitoring laboratories thatsubmit data to DEQ in 

support of their environmental monitoring programs are described in the Quality Assurance Guidelines— 

NPDES ahd WPCF Self-Motiitoring Laboratories. This document outlines DEQ's requirements for the 

development of quality assurance manuals, facilities and equipment, analytical procedures, SOPs, and 

data handling and reporting. Requirements for specific analyses common to these self-monitoring 

laboratories are also addressed. Copies of these guidelines and the associated reporting forms can be 

obtained from DEQ online at (httD://www. deq. state, or us/labAechmts/docs/NPDESWPCF. pdf) or from the 

Laboratory and Environmental Assessment Division. 

3.4.12 Program Specific Quality Assurance Policies 

Individual programs and divisions within the agency are encouraged to develop Quality Assurance 

Policies specific to their needs and requirements. These documents should describe Quality 

Management requirements and needs specific to supporting data quality in individual programs. Specific 

plans and policy statements should be reviewed and approved by the QAO prior to adoption. Electronic 

copies should be submitted to the QAO for inclusion in the QMS-filing system. 
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4 EMPLOYEE QUALIFICATIONS AND TRAINING 

Although employee qualifications and training are not directly managed by the QMS, they are major 

support elements of the QMS. Technical staff at DEQ must meet minimum qualification standards that 

have been established prior to the time of recruitment by the Oregon Department of Administrative 

Services, Human Resources Division. These minimum qualification standards are incorporated into 

position requirements to ensure that employees have the appropriate education, experience, skills, and/or 

certifications/licenses to fulfill the necessary job functions. Furthermore, DEQ encourages employees to 

further their education and training in both job-related fields and in career development. A wide variety of 

educational opportunities are available and DEQ provides financial assistance for both job-related and 

career development training. 

QMS training is a critical element in the DEQ QMS. Even the most sophisticated QMS will fail if 

employees are not trained on how to use the system. Staff QMS training will be coordinated by the QAO. 

4.1 DEQ-Supported Training 

DEQ supports both job-related training and career-development training for agency staff. Job-related 

training is training that is determined to be necessary or helpful to job completion or improving job 

performance and assisting the program achieve it goals. Career development training is training 

necessary to obtain or improve skills to aid in preparation for a job promotion or change within DEQ. 

Details on DEQ-supported training can be obtained from the DEQ Human Resources training 

coordinator. '"• 

4.2 General Training Records 

Training records are maintained for all staff. These training records serve a number of purposes: 

• They allow DEQ to track required training for staff (HAZWOPER, First Aid, etc.) 

• They allow DEQ to monitor how much training is provided to staff to ensure compliance with 

State policy 50.045.01 Employee Development and Implementation of Oregon Benchmarks 

for Workplace Development. 

• They provide a way for employees to track training they have received. This record can be 

useful for completing job application, supporting qualification during an interview, or 

documenting professional development for inclusion in performance appraisals. 

The types of events recorded in the database are: 

• Workshops, courses, or seminars that are provided on a recurring basis (e.g., college 

courses, courses offered through training providers such as Padgett Thomas, Careertrack, 

etc.) 

• Annual professional conferences 

• Internal training such as policy training, customer service training, etc. 

• In-house contracted training such as first aid, HAZWOPER, etc. 

4.3 Training and Qualifications of Quality Management System Employees 

DEQ shall ensure that all employees performing tasks and functions related to data quality are 

professionals that haye appropriate education, training, and experience to perform satisfactorily. DEQ 

staff associated with the QMS have responsibilities that include items such as below. 

• Working effectively with program managers. 

• Keeping current on applicable federal and state regulations and guidelines for environmental 

monitoring and measurements; with related QA requirements. 

• Effectively meeting and dealing with the general public, industry representatives, and officials of 

Federal, State, and local agencies. — 

QMS training needs for the agency shall be reviewed annually as part of the management review. Staff 
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expertise shall be maintained and updated by active review of literature, attendance at job-related shortcourses, workshops, seminars, and professional meetings. Active membership in appropriate 

professional organizations should be encouraged. 

4.4 QMS Training for DEQ Personnel 

DEQ staff shall have sufficient education and training in QMS practices to effectively carry out their 

responsibilities and support the agency's Quality Systems. This is accomplished through the use of 

guidance documents and specific topic training. QMS training is designed to raise the awareness and 

competency in strong QMS practices. Specific QMS training topics include QMP/QMS overview, 

document control/records management, analytical quality control, data usability, chain of custody, QAPP 

writing, and DQO development. Training needs are monitored and identified by DEQ managers and 

QMSCs and is provided on an as needed basis at the request of agency management or staff. 

The QAO, supported by the QMSCs and other designated staff, is responsible for the training of DEQ 

employees on QMS issues. Internal and external resources may be used to provide appropriate training. 

QMS training needs that are specific or unique to different programs, divisions, or regions should be 

identified by the QMSCs and training events scheduled with the QAO. The QAO will include summary of 

all QMS-related training in the Annual QMS Report. 

4.5 QMS Training of Contractors and External Data Providers 

It is the responsibility of the Project .Managers to ensure that all contractors and staff providing 

environmental related data to DEQ have the appropriate QMS knowledge and training to meet project 

requirements. The qualifications and training of employees used by contractors, or other sources 

providing environmental data to the agency, shall be evaluated as part of system audits, and appropriate 

improvements recommended. QMS support and training of laboratories will be handled under the 

ORELAP program. The QAO or QMSCs may periodically provide Quality System training seminars to 

contractors and external data providers as determined necessary. 
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5 PROCUREMENT OF ITEMS AND SERVICES 

Procurement rules, policies and procedures are established independently from the QMS by the Oregon 

Department of Administrative Services (DAS) and DEQ. However, ensuring the quality of items and 

services is an important element in the QMS. Although procurement policies are established by the DAS 

and the Management Services Division (MSD) within DEQ, project personnel bear the responsibility for 

verifying that products, services, and contracts meet any quality requirements specified in the QAPP. 

5.1 General Procurement Rules 

The procurement practices of all State of Oregon agencies are governed by laws, rules and policies. 

Oregon Revised Statutes 279 (a) (b) & (c) are devoted to public purchasing and governs all public 

procurements in the state. The statutes and.rules governing State of Oregon purchasing practices may 

be found at the following internet addresses: 

• Oregon Revised Statute 279a - http://landru.leq.state.or.us/ors/279a.html 

• Oregon Revised Statute 279b - http://landru.leq.state.or.us/ors/279b.html 

• Oregon Revised Statute 279c - http://landru.leq.state.or.us/ors/279c.html 

. Oregon Administrative Rules (OAR)- 125-246, 125-247, & 125-248 

- OAR 125-246 - http://arcweb.sos.state.or.us/rules/OARS 100/OAR 125/125 246.html 

- .PAR 125-247 - http://arcweb.sos.state.or.us/rules/OARS 100/OAR 125/125 247.html 

- OAR 125-248-http://arcweb.sos.state.or.us/rules/OARS 100/OAR 125/125 248.html 

• Oregon Administrative Rules (OR DOJ) 137-045 -

http://arcweb.sos.state.or.us/rules/OARS 100/OAR 137/137 045.html 

5.2 DEQ Procurement Policies 

DEQ has purchasing policies and procedures that follow the state's laws and rules. DEQ's MSD provides 

oversight of procurement activities to all Agency programs to ensure compliance with the appropriate 

statutes, rules, and policies. MSD works collaboratively with program technical staff to ensure 

procurement documents are accurate, complete, and cleariy describe the item or service needed and the 

technical requirements, including any quality documentation, ofthe product or service. MSD reviews all 

applicable responses to solicitations for goods and trade services to ensure the documents satisfy the 

solicitation requirements. DEQ program staff are responsible for reviewing and approving solicitation 

responses for evidence of supplier's capability to satisfy DEQ and EPA quality system requirements. 

DEQ program staff are responsible for ensuring that all required quality documentation (e.g., QMP, 

QAPPs, SOPs, QA/QC data, etc.) is received with the product or service, and that the documentation 

satisfies all quality-related specifications. Program and project staff are also responsible for ensuring that 

any procured items and/or services received are of acceptable quality and satisfy project requirements or 

contractual obligations. 
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6 DOCUMENTS AND RECORDS 

Records management is an agency wide priority. The agency adheres to Oregon Public Records law, 

federal, and state rules. Ensuring that documents records are managed, maintained accurately, and are 

accessible is an agency commitment. Documents and records are valuable resources with purposes that 

extend far beyond any immediate operational needs. Maintaining and managing records in a responsible 

manner supports DEQ's QMS and strategic direction in a number of ways, including: 

• improved public access to information; 

• evidence of DEQ activities; 

• safeguarding vital information; 

• promoting cross-communication within the DEQ; 

• protecting the agency's legal and financial obligations; 

• providing a record for public accountability; 

• supporting long-term administrative and program planning; 

• supporting management decision making; 

• controlling the growth of materials taking up valuable office space; 

• reducing operating costs; 

• maintaining a historical record (a "memory") of DEQ activities; and 

• providing guidance to ensure that DEQ continues to operate in an effective and efficient 

manner. 

6.1 Document and Record Management 

Documents produced by DEQ are public property and will be managed according to all applicable 

federal/state laws and regulations. The following Rules provide the agency guidance: 

OAR 166-005-0000 summarizes the OR State's records management policy: 

It is the policy of the State of Oregon to assure the preservation of records essential to meet the 

needs of the state, its political subdivisions, and its citizens, and to assure the prompt destruction 

of records without continuing value. 

DEQ is committed to managing records through a management system that promotes the agency 

requirement to provide public access to records except as othen/vise prohibited by ORS 192.501 to 

192.505. Records management is a system that includes planning, controlling, directing, organizing, 

training, and promoting the creation, use, maintenance, and disposition of public records. Agency 

records management policy may change in accordance with state/federal laws and regulations. 

6.2 Controlled Documents and Records 

ORS 192 states that public records may exist regardless ofthe format or storage media they are held in. 

The format or storage medium includes but is not limited to paper, film, microfilm, sound recordings, video 

recordings, magnetic tape and disk, and optical disk. The agency official copy of a record is the copy that 

has been designated by the agency as the records to maintain for retention purposes. . Additionally, 

under the EPA definition, official documents and records that should be managed include "...any final 

product related to administration, management, enforcement, regulation or other agency function and all 

documentation necessary to support that document, the decision trail leading up to it and the actions that 

result from it." A comprehensive centralized document management system that includes all DEQ 

documents within the scope of this definition exceeds current DEQ resources. Consequently, QMS 

documents and records are managed in a manner that is commensurate with its role within DEQ 

operations. In general, documents and records that directly support the QMS are managed at the agency 

level. This includes the QMS tools identified in Section 3. 

Documents and records that directly support program or division initiatives are managed by the policies of 

the overseeing program or division. Each program or division should define its specific document 

management rules in a document management plan (however named). Documents managed at this 

level may include: project related files; blue prints; design documents, including specification, drawing, 

calculation, and data sheets; analytical reports; standard operating procedures; work plans; assessment 

results and findings; calculations; calibration data; data usability results; field logbooks; inspection results; 
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instrument test data; materials testing results; personnel qualifications; sampling and analytical QC data; 

sampling and analytical data; and technical and readiness review results. Under this decentralized 

approach to document management, each program or division is responsible for managing and 

maintaining its document management system. The exact filing systems and security procedures 

employed are the responsibility ofthe individual offices. This scaled approach to document management 

provides each functional group within the agency with the flexibility to tailor their document management 

system to meet their individual needs. 

Documents and records that do not need to be maintained include personal papers (i.e. private papers 

related solely to an individual's affairs) and duplicate records. Duplicate records may be extra copies of 

articles, periodicals, reports, documents, studies, vendor catalogs, and similar materials that are used for 

convenience, but are not part of any official file. Preliminary draft documents and that have been 

reviewed and contain substantive changes are retained as supporting documentation. The drafts are 

filed with the associated record for the length of the retention period. Where successive drafts of lengthy 

documents are prepared, only those portions of the drafts which contain substantive modifications need 

to be retained. 

6.3 QMS Document and Record Management System 

The document and record management system described in the remainder of this Section is concemed 

with and designed to support the core QMS tools described in Section 2. Although the exact processes 

or procedures associated with a document or record may differ, all of the core QMS tools follow a similar 

three-stage cycle: (1) document creation; (2) active maintenance; and (3) disposition. Document and 

record management plays a role in maintaining document integrity during each of these phases. 

Document creation is an iterative process of writing, review, and revision that ensures document quality. 

The exact requirements and processes for creating a document will vary by document type. The 

document author should consult any guidance documents or templates that may be available for the 

document/record being created. At some point during the document creation process, the document 

author obtains a document control ID from their appointed publication team member. The document 

control ID uniquely identifies the document and provides the following information (Error! Reference 

source not found.): (1) the year the document was written; (2) the responsible authority; (3) a sequential 

number; and, (4) the document type (#4 is not assigned for most web published documents). All of the 

QMS tools listed in Section 2 must receive a unique document control ID. The document control ID 

remains with the document throughout the document's life and uniquely identifies the document through 

any revisions or changes that may occur. Documents or records that are subject to regular revision (e.g., 

QMP, SOPs) should also be initially assigned a revision number of 1.0. Documents that are not subject 

to revisions (e.g.. Annual QMS Report) do not need to receive a revision number. Furthermore, the 

document/record should be reviewed before being approved or adopted. Finally, the document/record 

should be approved by all the required authorities and submitted in printed and electronic forms to the 

QAO to be included in the QMS filing system (Section 6.4). 

Note: The DEQ Office of Communications & Outreach (OCO) maintains the archives for all documents 

that are submitted for Web Publishing. Regardless of any divisional or regional office document control 

system, documents published to the web must be coordinated through the OCO and a unique number will 

be assigned by them. 

Active maintenance of some documents is an on-going process after a document has been written. 

Many of the documents identified in Section 3 must be reviewed and revised on a regular schedule to 

ensure that the document remains current and up-to-date. All document reviews should be recorded to 

demonstrate the review was performed. A Controlled Document Review form (DEQ08-LAB-0076-FORM) 

that may be used for this purpose is available on Q-net. If the reviewed document does not require any 

revisions, the document review form is submitted to the QAO to be attached to the original document. If 

the reviewed document requires changes, revisions to the document are identified in two ways: (1) the 

document's version number is updated and (2) significant changes are identified in the document's 

"Revision History" (see Section 9.2). The revised document and the review form are returned to the QAO 

and filed in the QMS filing system. 

Document disposition requirements are dictated by the Oregon Secretary of State, Archives Division. 

Oregon state agencies have been granted authority to destroy certain public records under OAR 166-300 

(state agency general records retention schedule). The Archives Division also maintains a special 
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agency retention schedule that addresses the disposition requirements for records specific to DEQ. 

Agency records destruction also adheres lo specific federal/state regulations and other contractual 

obligations. Responsibility for complying with disposition requirements lies with the agency records 

management coordinator and the controlling Region/Division within the agency. 

AGENCY a YEAR 

Ind bates the origin at iiig Agency 

and year the document was written 

DOCUMENT TYPE 

Ind bates the type of document 

(e.g., QAPP, SAP,SOP, etc.) 

DEOm - LAB - 0015 - QAPP 

ORIGINATING DIVISION 

Ind bates where the document 

originated within the Agency 

NUMBER 

Four digit sequential nurnber 

that is assigned based upon 

the year and Division 

Figure 5 Example Document ID Number 

The document ID is a four part identifier that indicates (1) the agency and year the document 

was originally written, (2) the originating division within the agency, (3) a sequential number, 

and (4) an abbreviation that indicates the tvoe of document. 

6.4 QMS Filing System 

The QAO maintains a filing system for QMS-related documentation. All documents will be filed and 

identified by a Document Control ID. Whenever practicable, QMS documents and records are 

maintained in both printed and electronic formats. Printed versions of documents with signatures will be 

submitted to and maintained by the QAO in a controlled-access location. In addition, electronic copies 

of QM.S documents and records should be submitted to and maintained by the QAO. The most recent 

versions of all QMS documents submitted to the QAO will be published to DEQ-Online and/or Q-net in a 

PDF format, {note, though it is recommended that all QMS documents be submitted to the QAO, some 

project or operational related documents and records are still maintained by the agency office in charge 

of oversight for that project or operation) 

Public records will be managed and retained according to the retention schedule. 

Table 2 QMS Documents and Records managed at the agency level 

All of these documents are filed and maintained by the QAO in a QMS filing system 

Document 

Quality Management Plan 

Quality Assurance Guidance 

QMS Review Reports 

Annual Quality System Reports 

Document 

Type Abbr 

QMP 

QAG 

QSR 

QMSR 

Revision 

Schedule 

5 years 

3 years 

N/A 

N/A 

Disposition 

Schedule 

Per agency 

record retention 

schedule 

Per agency 

record retention 

schedule 

Per agency 

record retention 

schedule 

Per agency 

record retention 

schedule 
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Document 

QMS Training Records 

Program Specific Quality Management Policies 

Quality Assurance Project Plans 

Sampling and Analysis Plans 

Standard Operating Procedures 

Technical System Assessment Reports 

Laboratory Quality Manual 

Field Sampling Reference Guide 

Watershed Assessment Mode of Operations Manual 

Quality Assurance Guidelines-NPDES and WPCF SelfMonitoring Laboratories 

Document 

Type Abbr 

N/A 

( 

N/A 

QAPP 

SAP 

SOP 

TSA 

LQM 

QAG 

SOP 

QAG 

Revision 

Schedule 

N/A 

5 years 

3 year 

N/A 

3 years 

N/A 

1 years 

3 years 

3 years 

5 years 

Disposition 

Schedule 

Per agency 

record retention 

schedule" 

Per agency 

record retention 

schedule 

Per agency, 

record retention 

schedule 

Per agency 

record retention 

schedule 

Per agency 

record retention 

schedule 

Per agency 

record retention 

schedule 

Per agency 

record retention 

schedule 

Per agency 

record retention 

schedule 

Per agency, 

record retention 

schedule 

Per agency 

record retention 

schedule 

7 COMPUTER HARDWARE AND SOFTWARE 

Data quality derives not only from effective planning, field, laboratory, and analytical processes, but also 

from the electronic systems that store and transmit data. Consequently, the support, development, and 

maintenance of DEQ's computer hardware and software systems is a high priority. Moreover, providing 

accessibility to environmental data and information is a key element in meeting DEQ's strategic directive 

of involving Oregonians in environmental protection. 

DEQ's Information Technology (IT) section is primarily concerned with planning, implementing, and 

maintaining the agency's hardware and software systems. Each region/division also has a Local Area 

Network (LAN) Administrator who works directly with the local systems in individual offices and 

departments. All system back-up and security processes are controlled by the IT section 

In addition, the Business Systems Section develops software and electronic applications for agency use. 

Limited system development is performed by individual regions/divisions for specialized functions and 

tasks. For example, the LEAD has a number of IT staff who facilitate the development and maintenance 

of electronic systems specific to the management of data produced and/or managed by the Laboratory. 

7.1 Computer Hardware and Software Systems 

DEQ's individual offices are connected by a wide-area network (WAN) that permits the direct sharing of 
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electronic information. Electronic communication within and outside the network is facilitated through an 

agency email system. The WAN also provides individual workstations with Internet access, and the 

agency intranet (Q-net) allows for the effective sharing of information though a centrally accessed 

location. Public information and data can be electronically disseminated through the DEQ internet site 

(DEQ-Online). 

DEQ has adopted an agency-wide computer and software standard for all employee workstations that 

facilitates the transfer of electronic data and information within the organization. The hardware and 

software standard is developed and maintained by an Information Technology (IT) team, following a 

documented set of procedures, which describes the process for proposing, adopting, and making 

changes to the workstation standard. Exceptions to the adopted standards can be requested using the 

"Personal Productivity Software Form" (for software requests) or directly to the local LAN Administrator 

(for hardware requests). Electronic equipment that does not affect the agency's network, like digital 

cameras, is not covered under the agency-wide IT policy. 

Development and/or implementation of major new systems is done according to an agency-wide priorities 

using the IT staff and teams. Additional policy information, hardware and software information, and IT 

resources are available to agency employees on the DEQ intranet at: 

http://deq05/intranet/msd/IT/MSDInformationTechnoloqv.htm. 

7.2 Managing Software Development 

Most software development within the agency is centralized. All development is performed on a common 

platform, and using common tools selected by the agency. Developer guidance, such as coding and 

documentation standards and project management processes are published in various guidance 

documents for development staff. A formal project management methodology is used for software 

development projects, including specific testing and acceptance criteria published in the project plan. 

Each project must have a designated program executive sponsor, program lead, project lead, and other 

team members as appropriate. An early step in the process defines the scope and requirements for the 

project or product, which are validated throughout the process, and subject to formal change 

management. For each application, a single person is responsible for software maintenance. A parallel 

identical infrastructure is used for testing, and user testing; approval is required prior to placement of any 

new systems in production. Written policies and guidelines are available for maintenance of source code 

(version control) and implementation in the production environment. 

7.3 Assessing User Requirements and System Performance 

Each program or functional area is assigned an "Information Coordinator." The Information Coordinator 

is responsible for relaying changes in requirements to IT staff. A systems analyst is assigned to analyze 

changed requirements. For changes which go beyond routine maintenance, a project proposal is created 

for the agency planning process. During this project, the proposal is evaluated by central IT for impacts. 

The project is documented through the project management process, and finally, is tested thoroughly in a 

test environment prior to moving to production. 

7.4 Evaluating Hardware and Software Conformance 

"A configuration management group is assigned to establish a configuration for hardware and commercial 

software. This group identifies software and hardware that may be purchased for use in the agency 

network. New proposed products are evaluated by this group. For custom software developed under 

contract, formal project management is used to test against established requirements. When new 

software or hardware is introduced, it is first evaluated by the configuration management group. Software 

for special needs (e.g., an EPA-provided modeling tool) is only evaluated for compatibility. The 

performance criteria are established and confirmed by the specific functional area purchasing the 

software or hardware." - .—-^ — - ___ _ - -^-

7.5 Ensuring Electronic Data Meets Standards and Requirements 

Environmental data produced and used by DEQ is currently distributed across a number of electronic 

data systems (Error! Reference source not found.). Establishing a common set of data standards, 

standardizing these systems, and making them accessible are some ofthe primary goals ofthe DEQ 
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Advisory IT Managers group (DAITM). Promoting good information management throughout the agency 

and incorporating these practices within our IT systems are common goals of both DAITM and the QMS. 

During any IT system development process (whether internal or external), the requirements, including 

business oiles surrounding a process, are captured in a development plan. These requirements are then 

used to validate the data systems prior to implementation. All modeling and analytical tools are peer 

reviewed by appropriate program staff, and then formally adopted by management. For each data 

system, a data steward is assigned, and given accountability for the content of the system. 

Table 3 Summary of IT Applications used by DEQ for maintaining environmental data 

i" -J APP ID i 

Faality Profiler 

GEO Loc . 

- l" 

•' Complaints 

API 

AQTankers 

AQVapors 

ASB 

C/VAD 

QAS 

SRCTST 

Application Name 

Facility Profiler 

Geographic 

Location 

Location 

Improvement Tool 

Complaints System 

Air Pollution Index 

Air Quality Tanks 

Data System 

Air Quality Fuels 

Data System 

Asbestos Control 

System 

Clean Air Action 

Day 

Quality Assurance 

System 

Source Test 

Database System 

Program 

Agency 

Agency 

Agency 

Agency 

Regions 

AQ 

AQ 

AQ 

AQ 

AQ 

AQ 

AQ 

Functions ". ' ^' '• 

• Internet application which allows a user to Search for 

DEQ regulated or pemnitted facilities and sites by using 

locational criteria. 

• Holds shared locational data for several applications. 

• Mapping tool used by many applications to detemnine 

location of a facility or other item of interest. 

• Track information about complaint received; 

description, date, who assigned, action taken, date 

resolved 

• Records the Air Pollution Health Indicators 

• Tracks Owner, tanker, permit and inspection 

laboratory information about fuel hauling tankers 

• Tracks owners of fuels facilities (Retailers, 

Distributors, Tenninals, and Wholesale) Tracks 

inspections and inspection results of fuel handling 

facilities (Stage 1 Vapor Control, Stage II Vapor control, 

and Oxygenated Fuels)- Tracks applications. 

• Tracks Asbestos Abatement activities • Identification 

of Abatement Projects Abatement Project Inspections, 

Actions, and Violations • Tracks Enforcement Actions 

by project Number and Recipients. Identifies Licensed 

Operators and Inspectors. Certify Asbestos Abatement 

Workers 

• Maintain SQL Server Database and ASP pages for 

Clean Air Action Day mailing lists. 

• Stores AQ data compiled by the Lab. Generates 

reports of QA summary data. 

• Tracks source test documents received by DEQTracks source test runs • Tracks results of source test 

mns by pollutant 
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, , APP ID - .; 

% * ^ ••* •-*. ^j5 'i -

TRAACS V 

AQ LIMS 

1 

LASAR 

LIMS 

CDPDB 

ECSI 

ERIS 

HOTC 

HazWaste 

E-Cycles 

LUST 

Application Name 

Tracking Reporting 

and Administration 

of Air Contaminant 

Sources 

Air Quality 

Laboratory 

Infonnation 

Management 

System 

Laboratory Archive, 

Storage, and. 

Retrieval System 

Laboratory 

Information 

Management 

System 

Chemical Depot 

Demilitarization 

System 

Environmental 

Cleanup Site 

Information 

Emergency 

Response 

Information System 

Heating Oil Tank 

Certification 

Hazardous Waste 

Information 

Management 

System 

Electronic 

Recycling 

Leaking 

Underground 

Storage Tanks 

.Program. 

AQ 

LEAD 

LEAD 

LEAD 

LQ 

LQ 

LQ 

LQ 

LQ 

LQ 

LQ 

Functions # 

:,•;¥ • " . • .. . ' 

• Manage infonnation regarding pemnitted and nonpermitted sources of air contaminants. Tracks 

compliance relative to pemnitted levels of Air pollutants 

Tracks planned and scheduled actions for completion 

Generates Source Reports and Invoices 

• Manage and track status of permits and permit 

applications 

• Manage information regarding penmit conditions 

• Track activities and data relative to compliance of 

sources 

• Tracd^s and stores Air Quality particulate data 

produced by the Laboratory. 

• Electronic storage system for data produced and 

managed by the Laboratory. Provides public access to 

this data through DEQ-Online. 

• Tracks and stores analytical data produced by the 

LEAD 

• Web-based system to access Hermiston Army Depot 

Documents. 

• Maintains inventory of sites with suspected releases 

of Hazardous substance • Tracks Administrative 

activities of sites • Reports to Staff/Public regarding 

sites 

Track spills Infonnation and provide some project 

management functions for spill incidents. 

• Provides DEQ Certification for Heating Oil Tank 

decxjmmissioning. Ifthe HOT decommissioning is at a 

DEQ LUST Incident, the LUST Incident is 

automatically closed. 

• Maintains information on Oregon hazardous waste 

(HW) generators, treatment, storage, disposal and 

recycling operations as reported on Oregon HW 

Reporting Forms • Maintains infonnation on HW 

streams generated and managed in Oregon • Forecast 

and tracks fees 

Tracks Electronics Manufacturers and Electronics 

recycling.locations 

• Tracks suspected or confirmed LUST incidents • 

Tracks tank materials (typically petroleum products) • 

Tracks disposal methods • Tracks contaminant impact 

on media • Tracks costs recovered • Reports to 

staff/public regarding incidents 
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t APP ID V "••-

OHWIME 

OLPRR 

SWIFT 

SWIMS 

TUR.net 

UST 

Webdocs 

ENF 

NON 

DMS 

LAB 

SDS & STP (License 

2000) 

WQSIS 

Application Nante 

,Oregon Hazardous 

Waste Infonnation 

Management 

Exchange 

Online Petroleum 

Release Reporting 

Solid Waste 

Information Facility 

Tracking 

Solid Waste 

Information 

Management 

System 

Toxics Use and 

Hazardous Waste 

Reduction 

(TUHWR) 

Reporting System 

Underground 

Storage Tanks 

Web Documents 

Enforcement 

Notice of 

Noncompliance 

Discharge 

Monitoring System 

Laboratory 

Parameters 

System 

Sewage Disposal 

and Treatment 

System 

Source Information 

System 

Program. 

LQ 

LQ 

LQ 

LQ 

LQ 

L Q -

LQ 

OD 

OD 

WQ 

WQ 

WQ 

WQ 

Functions 

• Tracks inspections by HW program staff, violations 

found, NONs issued, compliance dates and 

enforcement actions. • Generates Word-merge NON 

letter. 

• Online reporting capability for private cleanup 

contractors statewide to report on LUST cleanup 

efforts 

Maintains information on municipal and industrial solid 

waste (SW) facilities in Oregon and SW disposed at 

these facilities; 

Tracks quarterly and annual compliance, domestic SW 

and out-of-state SW 

Tracks recycling data by wasteshed. Calculates 

Recycling Recovery Rates. 

Enat)le electronic submission of Toxics Use and 

Hazardous Waste Reduction (TUHWR) Reporting 

generators in Oregon and contacts from anywhere that 

are related to that site. 

• Tracks pennits issued to underground storage tanks 

(USTs) in Oregon, and contents and construction of 

USTs • Tracks UST pennit fees 

Stores documents related to clean-up sites and LUST 

incidents. 

• Tracks agency enforcement actions & penalties 

• Tracks NON's issued to permitted entities by agency, 

inspectors 

• Tracks Warning Letters and Pre-Enforcement Notices 

• Data repository for current and cumulative point 

source data 

• Details test parameters or analytes used in WQ 

monitoring • Supports WQ Monitoring System 

• Regulates and licenses sewage disposal operators 

(pumpers and haulers) • Tracks vehicle licenses and 

issuance of special vehicle tags • Tracks sewage 

disposal • Certifies STP operators • Tracks STP 

operator training • Tracks compliance status of STP 

Operations 

• Compliance tracking of permitted sources of water 

pollution • Permit issuance tracking • Permit fee 

invoicing 
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; APP ID 

UIC 

Application Name 

Underground 

Injection Control 

System 

^Program 

\NQ 

W-" % "S;-'.. Fimctions vV^M'v;--^''^-

• Tracks manmade structures used for injecting into 

the subsurface fluids such as stormwater, drinking 

water, contaminated groundwater remediating fluids, 

and natural gas well brines. • EPA reporting 

8 Planning 

Good data quality begins with careful planning. Project planning is a structured process that brings 

together all project participants to identify the project's goals, objectives, methodologies, and assessment 

criteria. At the beginning of any project, the goals and specific objectives of the data generation process 

are cleariy defined, and specific end data uses are identified. Once the data needs are cleariy 

understood, project staff develop specific data quality objectives for the project, including the qualitative 

and quantitative requirements needed to support the project, and the specific decisions or regulatory 

actions that will be taken. After the data quality objectives have been established, sample collection and 

measurement decisions can be made; data formats can be specified; and, the evaluation criteria can be 

established. 

8.1 Project Planning Process 

Assuring that quality data results from a project begins with eariy planning. Project planning at DEQ uses 

a team-based approach that draws together diverse interests and participants (both internal and external 

to the agency) to define the project's framework before actual work begins. Although the exact planning 

details will vary from project to project, a standard process should be followed to insure that all planning 

requirements have been met and fulfilled before any project work has actually begun (Figure 6). 

After a program has identified a project need and assigned a Project Manager, the Project Manager 

should notify the QAO and local QMSC that a project plan will be developed. The Project Manager 

should then assemble a project team and begin defining the scope of the project. The assembled project 

team should include representatives from all programs, divisions, offices, ancj agencies that will be 

involved in the project. Moreover, participants commonly active at the end of a project (e.g., data 

management specialists, legal representatives, etc.) should also be involved in the initial planning 

process. Bringing together a team that represents all project interests and viewpoints helps ensure that 

project's goals and objectives are cleariy defined and understood. Moreover, bringing together all players 

eariy in the project life cycle establishes lines of communication between all team members that helps 

alleviate miscommunication and disputes that may arise later in the project. 

One ofthe primary objectives ofthe project planning team is to define the project's Data Quality 

Objectives (DQOs). DEQ does not mandate that any specific planning method must be followed, thereby 

giving the project manager the flexibility to address any unique project requirements or considerations; 

however, the planning method must be scientifically based and use approaches that are widely accepted 

within the professional environmental community. The QAO strongly recommends use of EPA's 

Guidance forthe Data Quality Objectives Process (EPA QA/G4), which is available from the EPA website 

(http://www.epa.qov) or Q-net. Using a systematic approach to designing data collection activities results 

in a series of qualitative and quantitative statements (or performance criteria) that define the project 

objectives, define types of data, and specify tolerance limits for decision errors. The products of this 

process—the DQOs—are the fundamental project measurement criteria. All DEQ projects that generate 

environmental data must be defined and documented in a Quality Assurance Project Plan (QAPP), 

following the guidelines and formats defined in the QAPP guidance documents discussed in Section 

3.4.2. (QAPP templates and guidance can be obtained from the QAO or from Q-net.). The QAPP 

represents the culmination ofthe project planning process and insures that data collection activities 

proceeds in a systematic and defined manner such that the resulting data are of known quality and 

integrity, meet the needs ofthe data users, and are generated and processed in an efficient and costeffective manner. 
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The QAPP developed by the project team must then be 

submitted to the QAO for final approval, although the 

QAO may designate a QAPP-reviewer. A QAPP-review 

checklist, which is available from the QAO or on Q-net, 

should be completed by the QAPP-reviewer to document 

that all required planning elements have been addressed 

prior to the start of data collection activities. If all QAPP 

and planning requirements have been fulfilled, the QAO 

signs the QAPP, retains a copy with the QAPP-checklist 

for the QMS-file, and retums the original to the Project 

Manager. The Project Manager should submit an 

electronic version of the approved QAPP in a writeprotected PDF format to the QAO. The electronic version 

will be included in the QMS-filing system. However, if the 

QAPP-reviewer determines that all QAPP and projectplanning requirements have not been satisfied, the QAPP 

is returned to the Project Manager with a memo 

explaining the issues to be resolved. The QAPP should 

be revised and re-submitted to the QAO for approval. 

8.2 QAPP Addenda 

Unforeseen issues may arise during the life of a project. 

Changes in the DQOs, sampling and analysis plans, data 

validation/verification, and/or data assessment must be 

documented in writing and approved by the QAO (or 

designee). All project addenda must be included with the 

official project file and submitted to the QAO to be filed in 

the QMS-filing system. 

8.3 Generic QAPPs and SAPs 

Generic QAPPs for emergency or response situations 

should be developed in advance where possible. 

Repetitive or routine data collection activities, such as 

compliance inspections or ambient monitoring events, 

should also be documented in a QAPP that broadly 

defines the project DQOs, data collection activities, and 

assessment processes. Generic QAPPs must be written, 

reviewed, and approved following the same procedures 

as those employed for project-specific QAPPs. Generic 

QAPPs must be reviewed and updated triennially (Section 

6). Specific sampling and analytical requirements under 

generic QAPPs must be documented in Sampling and 

Analysis Plans (SAPs). The individual(s) responsible for 

approving the SAPs for specific projects should be cleariy 

identified in the QAPP. Electronic and printed copies of 

SAPs should also be submitted to the QAO for filing in the 

QMS-filing system. Templates and guidelines for SAPs 

can be obtained directly from the QAO or downloaded 

from Q-net. 

8.4 External QAPPs and Data 

DEQ routinely receives and makes decisions based upon 

data collected by and/or submitted to the agency by 

contractors or external stakeholders (e.g., consultants, 

private laboratories, industry, volunteer monitoring groups, 

etc.). Although DEQ-staff may not have direct 

responsibility for collecting and analyzing environmental 

Notifies QAO & QMC 

that a Project Plan 

will be developed 

Scoping Meeliig 

QAPP Developed 

followring DEQ^EPA guidelines 

QAPP submitted to 

QAO for review S approval 

Reviewe r co m pletes 

QAPP-review 

checklist 

Approved? 

NO 

YES 

QAO signs and 

keeps a copy fer 

the QMS-file 

Signed QAPP retumed 

to Proj€cl Manager 

Figure 6 Project Planning 

Project planning and approval follows a defineci and 

structured path that is designed to ensure that all QMS 

requirements are addressed before actual data 

collection activities begin. 
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samples and data, DEQ has the responsibility for assessing the quality of the data it receives and uses 

for decision making processes. Consequently, contractors and external stakeholders play an important 

role in Oregon's environmental quality. As is appropriate with the level of involvement, contractors and 

external stakeholders should be involved in project planning and understand the role(s) they will play in 

the project. These groups and individuals must demonstrate commitment to the DQOs defined in the 

QAPP. In many cases, the external stakeholders will be required to submit a QAPP, QMP, and/or other 

quality-related documentation for DEQ approval prior to their beginning work on a project (Section 0). 

QAPPs submitted to DEQ from external data generators must be reviewed using the same process as 

that described for DEQ-written QAPPs, including completion of the QAPP-review checklist. As in the 

case of internal-QAPPs, the QAO is responsible for signing and approving external QAPPs. Physical 

copies and where possible electronic copies of approved extemal QAPPs, should be submitted to the 

QAO and filed in the QMS-filing system. 

Prior to accepting or using any data from external sources for project-related purposes, the DEQ Project 

Manager (and Project Team) must cleariy define the criteria that will be used to assess the quality of that 

data. Project specific QAPPs should clearly specify any methods that will be used to assess the data 

(e.g., statistical methods), any required quality control elements, and any contractor certifications (e.g., 

ORELAP certification) which must be satisfied to accept data from extemal sources.. These requirements 

apply to all data sources (e.g., federal databases, published data, etc.) as well as data collected by 

contractors or external stakeholders, unless specifically excluded by State or Federal rules or specific 

exclusions identified in the QAPP. 

8.5 Roles and Responsibilities 

Communication, commitment, and involvement are all critical elements to creating a successful project 

planning team. All ofthe key players should be involved with the designing and scoping the project from 

the very start of the process. 

The Project Manager takes the leadership role in the project planning process and his/her skills and 

commitment to the project contribute to the overall success. The Project Manager should identify the key 

team members, encourage fair and honest dialog, and ensure that all team members are well informed 

throughout the project life cycle. Moreover, the project manager should see that each team member 

understands his/her role within the scope of the project. 

Individual team members have a obligation to actively participate in the planning process. They should 

understand what role they will play in the planning and life of the project, and be committed to the 

project's success. Team members should make a firm commitment to fair and honest communication 

and encourage cooperation and respect among the team members. 
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9 IMPLEMENTATION OF WORK PROCESSES 

Project Planning and developing a QAPP are critical to insuring that quality data are generated from 

project activities. However, data quality also derives from the work processes utilized during the data 

collection and analysis phases ofthe project. Therefore, defining uniform and standardized work 

processes also plays a major role in data quality. 

Although the Project Manager holds the overall responsibility for ensuring that project work is completed 

as stated in the QAPP, Project Staff carry the responsibility for guaranteeing that their work processes 

are consistent with DEQ and industry standards. Assuring consistency in work processes is established 

through the development and use of Standard Operating Procedures (SOPs). 

9.1 Standard Operating Procedures 

SOPs document routine activities by establishing a uniform set of instructions. Because routine work 

processes are subject to variability between individuals and available resources (e.g., equipment, time, 

etc.), SOPs establish a uniform and accepted protocol for carrying out activities. Moreover, since work 

processes are also subject to change with updated equipment and new infonnation, SOPs must be 

reviewed to ensure they are current and/or updated to reflect current practices on a triennial (3 year) 

schedule by those individuals responsible for conducting the work. Because multiple individuals may be 

involved in the same activities (e.g., sample collection), writing, reviewing, approving, and promulgating 

new procedures is a critical QMS function (Figure 7). 

9.2 SOP Writing and Approval Process 

Standards operating procedures^ document the details of routine work activities and should be written by 

the individual(s) most closely responsible for the activity. SOPs generally fall within one of two 

categories—technical or administrative®. Some examples of technical SOPs include: instructions on the 

operation of analytical instrumentation; directions on environmental sampling; data assessment; data 

mocleling; risk assessment; or auditing equipment operation. Examples of administrative SOPs might 

incilude: QAPP review procedures; auditing work processes (internal assessments); document control 

procedures; validating data packages. Although published procedures or reference methods may be 

available for a given activity, a SOP should be written that specifically addresses how those work 

processes are completed within the framework of DEQ operations. SOP-writing guidance documents 

and templates for both technical and administrative SOPs can be obtained directly from the QAO'or 

downloaded from Q-net. -^' 

The actual process of writing a SOP should be collaborative in nature; the primary author should contact 

other individuals within the agency performing similar tasks. Because these documents should describe 

work activities in sufficient detail that an untrained, but technically competent, individual should be able to 

complete the task without assistance, SOPs must receive a technical review by an individual with 

experience or knowledge of the procedure. The technical reviewer ensures that the document accurately 

describes the work process and is consistent with any DEQ, state, federal, or industry standards. In 

addition to technical review, it is advisable that the SOP be "tested" by someone other than the primary 

author before being finalized. A number of SOPs may also require a quality assurance (QA) review (e.g., 

analytical laboratory SOPs) to verify that all required quality control (QC) elements have be incorporated 

into the work process. SOPs with wide-ranging latitude (e.g., field sampling activities that are conducted 

by many individuals from multiple offices) or effectively establish DEQ policy should also receive 

Executive review. The executive reviewer must have the authority to ensure that the work processes can 

and will be communicated to staff and are uniformly applied across DEQ operations. The finalized SOP 

should be signed by the author and each ofthe reviewers to signify that the process has been adopted. 

In addition, each SOP should have an implementation date that cleariy specifies when those specific 

work processes were effective. 

^ Other terms may be used within DEQ to describe internal procedures (e.g. Internal Management 

Directives, Internal Policies, etc.). In general, these do not receive a quality assurance review as they 

are generally not applicable to the environmental quality management system. 

® The discussion of administrative SOPs is limited those procedures that directly pertain to the 

environmental activities within DEQ as stated in the scope of this document. 
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Document 

Conttol ID 

1 

Cr«a1» a 

Draft 

Document 

N O 

N O 

1 

Tech inc al 

Rcvieiv 

Approved? 

., YES 

QA 

R«vi«w 

Approved? 

1 YES 

Executive 

Review 

Required? 

, YES 

Ejrecutive 

Review 

Approved? 

Y E S 

N O 

N O 

1 

FiU Out 

Document 

Review Form 

i Document 

Requires 

Chjanges? 

j YES 

Revise 

C^cument 

N O Send Review 

Fonn to QAO 

Document Control Verification 

— Formatting — Effective Date 

— Document Control ID — Signatures 

— Version Number % 

AncNve 

Superseded 

Documents 

i 

File and 

NewD( icument 

^^^^^^ 1 

' 

^^H Figure 7 SOP Development 

The development of Standard Operating Procedures is an important activity in the implementation of work 

processes. SOPs ensure that work is done in a consistent and defined manner. The writing and approval of 

SOPs is structured to ensure quality. Moreover, SOPs are revised on a three-year cycle to ensure that all 

documented work activities are current with agency practices. 

9.3 SOP Maintenance 

Work processes are subject to change on a regular basis as policies, equipment, needs, or other work 

factors change. Therefore, SOPs must be reviewed and updated on a triennial (three year) cycle, or as 

major process changes occur. SOP reviews should be documented using a Document Review Form 

(see Section 6), which is maintained with the original document. When changes to a work process are 

required, those changes must be documented in the SOP's "Revision History" section (see the SOP 

Guidance document for details). Updated SOPs should receive the same level of review as the original 

document. SOPs that have been reviewed but do not require revision do not require any secondary 

review. 

9.4 SOP Distribution and Storage 

SOPs are QMS-related documents and should follow the document and record policies discussed in 

Section 6. Like other QMS-related documents, printed and electronic copies of SOPs should be sent to 

the QAO to be included in the QMS-filing system. 
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9.5 Work Process Assessment 

Ensuring that SOPs have been prepared and are followed for a project is the responsibility of the Project 

Manager. However, the Project Manager may choose to delegate responsibility for some portions of the 

work processes to those individuals most directly responsible with carrying out or completing a given 

task. For example, the Project Manager may delegate the responsibility for ensuring that stream 

sampling occurs as prescribed in the QAPP to the Watershed Assessment or the Water Quality 

Monitoring Manager at the Laboratory and Environmental Assessment Division. In addition to delegating 

authority, the Project Manager may initiate or request technical audits or inspections of the work 

processes at any given time (Section 10). Audits may be conducted routinely or initiated with cause. The 

results of all project audits should be documented and included in the project file. 

10 ASSESSMENT AND RESPONSE 

Assessing and responding to weaknesses in DEQ's environmental data collection activities is an ongoing process designed to ensure that the QMS is flexible and responsive to changing needs. Because 

Quality Management activities occur at a number of levels within the agency, assessment and response 

must also occur at these various levels. 

10.1 Quality System Reviews (QSRs) 

Quality system reviews assess the effectiveness ofthe DEQ QMS and are conducted internally and/or 

externally on a routine basis. These QSRs evaluate whether the QMS functions as documented in 

DEQ's Quality Management Plan and related documentation (i.e., QAPPs, SAPs, etc.). They also assess 

the technical and management activities associated with implementing the system as well as reviewing 

the roles, authorities, and responsibilities ofthe individuals within DEQ implementing the QMS. 

On a triennial basis, DEQ participates in an external quality system review initiated by EPA Region 10. 

During these audits the EPA assessment team reviews DEQ's quality documentation, interviews 

management and staff, and evaluates data collection activities in selected programs. These audits are 

scheduled and coordinated through the QAO; conducted in accordance with the Guidance for Preparing, 

Conducting, and Reporting the Results of Management System Reviews (EPA QA/G-3, January 1994); 

and reported to senior management in a Draft Findings Report. The report includes a summary ofthe 

audit team's findings and recommended corrective actions. The Draft report is finalized with EPA's 

receipt ofthe DEQ Corrective Action Response. The QAO is then responsible for overseeing and 

evaluating the implementation of the corrective actions. EPA may at its discretion, and at least one year 

after submission of the corrective action report, conduct follow-up assessments on DEQ's implenfientation 

of the corrective actions. ^ 

10.2 Internal Quality System Reviews 

In addition to the EPA QSR, the DEQ QAO will periodically (annually is the goal) conduct internal 

assessments on the effective implementation ofthe QMS within individual programs and divisions. 

These assessments may focus on specific quality management practices or on the implementation ofthe 

QMP as a whole. Like the EPA-initiated quality system review, an internal quality system review will 

focus on the quality management controls integrated into the program or division's operations. Internal 

QSRs will be coordinated through the appropriate DA and QMSC, and conducted by an assessment 

team assembled by the QAO. The assessment team may consist of both DEQ and non-DEQ personnel. 

However, all team members will be qualified to conduct the assessment and will follow, an assessment 

protocol agreed upon between the QAO, DA, and QMSC. Following any internal QSR, the QAO will 

submit a written findings report to the DA within 30 days of completion of the QSR, and assist the 

program and division in developing a corrective action strategy. A summary of the QSRs performed 

during the year will be included with the annual management review ofthe QMS. 

10.3 Technical System Assessments ^ 

EPA and the DEQ QAO may also periodically evaluate the actual data collection and handling activities 

within individual programs, divisions, or Projects. Technical system assessments (TSAs) evaluate the 

actual data collection activities, and may include (but are not limited to) such activities and records as: 

field and analytical procedures; calibration records; quality assurance/quality control (QA/QC) records; 

SOPs, data assessment results, and personnel qualifications. TSAs will be scheduled by the QAO or 
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through the QAO at the request of senior management. The format of the TSA will be established 

between the QAO and the appropriate DA, QMSC, or project manager. All TSAs will be documented in a 

findings report that will indicate the format and findings of the TSA. Internal TSAs are designed to 

improve data collection activities within DEQ, and the QAO will assist the audited group in developing 

appropriate corrective actions. 

10.4 Project Assessment 

Projects should be assessed on an on-going basis by the project manager. Routine project level 

assessment (e.g., quality control sampling) should be outlined in individual QAPPs. The Project Manager 

or his/her designee is also responsible for assessing the work performance of any contractors or third 

parties JDerforming work for the agency. Technical or system audits of subcontractors/third party data 

providers may be initiated at the discretion ofthe Project Manager routinely or "for-cause" (i.e., in 

response to specific concerns of activities violating data quality or other contractual obligations). Audits 

of third parties will be made in writing and the auditing procedures established prior to the audit being 

conducted. The results of any project assessments or audits should be included with the project file. 

10.5 DEQ Laboratory Assessments 

The LEAD'S Quality Assurance Team (LQAT) is responsible for ensuring that the assessment and 

response of laboratory activities, including sanipling, analysis, data validation, reporting, and assessment, 

occur on a regular basis. The LQAT reviews, revises, and adopts changes to the primary laboratory QA 

documents (i.e., the Laboratory Quality Manual, the Watershed Assessment Mode of Operation Manual, 

and the Field Sampling Reference Guide). Moreover, the LQAT conducts monthly TSAs on laboratory 

functions, including sampling, analysis, data reporting, data verification and validation, and data 

assessment. In addition, the Laboratory analytical staff will participate at least twice annually in analyzing 

unknown performance evaluation samples. The Laboratory will participate in any additional performance 

evaluation, round-robin, or other studies as required for program or project needs. Copies ofthe results 

of any technical audits and performance evaluations will be sent the LQAT, the LEAD administrator, and 

the QAO. 

10.6 Oregon Environmental Laboratory Accreditation Program 

Assessments of external laboratories will generally be conducted under the Oregon Environmental 

Laboratory Accreditation Program (ORELAP). Laboratory assessments under ORELAP are dictated by 

state rules and follow standards established by the National Environmental Laboratory Accreditation 

Program (NELAP). Details on the ORELAP program can be obtained by contacting the DEQ Laboratory, 

the ORELAP administrator, or on-line at http://www.deq.state.or.us/lab/orelap/orelap.htm. 

10.7 Data Assessment 

Data assessment is discussed in Section 3.4.7. 

10.8 Corrective-Action and Response 

All findings from an internal QSR or TSA will be submitted to the appropriate management authority 

within 30 days. (Note: Findings from a project or program TSA performed by EPA must be submitted to 

the QAO as well). In addition to describing significant findings, the report will summarize when, how, 

where, and who was involved with the audit/assessment. A response to any deficiencies identified in the 

report shall be addressed in a corrective action report to the auditing authority (EPA or QAO) in a time 

frame agreed upon by the both parties. The corrective action report will include an implementation 

schedule to correct any deficiencies as well as identify the individual(s) responsible for overseeing that 

the changes are documented and made in a timely fashion. The auditing team may request additional 

documentation cleariy demonstrating compliance, and may at its discretion conduct follow-up visits to 

verify that the agreed upon corrective actions have been implemented. (Note: Corrective actions in 

response to a TSA or-QSR performed by EPA must also be submitted to the agency QA Officer.) 

Corrective action reports and responses for DEQ assessments conducted by external authorities will be 

agreed upon with the auditing authority. Corrective action reports and responses resulting from DEQ 

assessments of contractors or third-parties will be agreed upon before the audit is made. 
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11 QUALITY IMPROVEMENT 

Environmental systems are complex, dynamic systems that are inherently uncertain. Moreover, the 

management of environmental systems is riddled with challenges as advances in knowledge and 

changing social values further contribute to uncertainty. Quality Improvement attempts to address these 

elements of uncertainty by providing a mechanism for adapting to change and creating flexible 

management systems that minimize the impacts of change and uncertainty. Consequently, quality 

improvement operates at two fundamental levels: (1) at the data collection level where the interest is in 

improving the data collection activities; and (2) at the management level where the concern is with 

building a stronger quality management system. The fundamental approach to quality improvement at 

both levels uses similar processes. 

11.1 Quality Improvement Process 

The framework for quality improvement 

activities is series of six steps: (1) problem 

assessment; (2) design; (3) implementation; 

(4) monitoring; (5) evaluation; and (6) 

adjustment. Problem assessment defines the 

scope ofthe issue, assembles available 

information, identifies weaknesses, and 

explores possible outcomes from various 

decisions. During the design phase, specific 

management and monitoring actions are 

defined that w^ll provide reliable information to 

feedback into'the process. Implementation 

places the plan into practice. Monitoring 

coNects actual data that will be used to 

measure progress against specific 

performance objectives. Evaluation takes the 

actual results and compares them against the 

predicted outcomes identified in the problem 

assessment phase. Finally, practices, 

objectives, and models are adjusted to reflect 

the increased understanding resulting from 

the process. The results of the entire process 

are then fed back into the problem 

assessment phase, thereby initiating another 

iteration of the process. 

11.2 Quality Improvement at DEQ 

and Responsibilities 

Quality 

Improvement 

Process 

Figure 8 Quality Improvement Process Cycle 

The QMS is constantly evaluated and improved through a Quality 

Improvement Process. A series of six steps associated with the 

process are used facilitate changes in the management structure of the Qualit quality system to continually improve agency operations. 

y improvement within the DEQ QMS is 

an on-going process that is a natural 

consequence of a shared vision, a 

commitment to environmental stewardship, 

and the agency's responsibility to 

Oregonians. The six steps of the Quality Improvement process simply provide a framework for adapting 

to changes and uncertainties within DEQ's operations. The exact processes and the level of detail 

associated with the quality improvement process depends on the scale ofthe problem being addressed 

and the degree of uncertainty associated with the problem. The tools, processes, and procedures of the 

DEQ QMS are enmeshed in the quality improvement process. The challenge is learning to use these 

resources effectively to address uncertainty and move towards DEQ's strategic objectives. 

Although the QMS does not mandate the use of any formal quality improvement process, the QAO and 

other Quality staff at DEQ can be relied upon to help facilitate the use of QMS tools in improving data 

collection operations and reducing uncertainty in decision making. Moreover, the QAO will provide 

training on the effective use of QMS tools and help develop strategies and practices that will feed into the 

quality improvement framework. DEQ management is responsible for ensuring that staff use the QMS 
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tools and that any issues or deficiencies identified during audits or assessments are documented, 

addressed, and corrected. Staff has the responsibility to follow all quality-related guidelines in their work 

processes (i.e., SOPs), communicate any problems or concerns to management in a timely manner, and 

conduct all work in a professional and ethical manner. 

Addressing quality improvement from a structured and managed approach yields a number of positive 

benefits to DEQ, some of which are: 

• Establishing better methods for achieving goals; 

• Identifying key gaps in knowledge; 

• Improving our understanding of environmental processes and the methods used for 

measuring and assessing them; 

• Encouraging innovation in environmental problem solving; 

• Building upon past information to advance agency goals (rather than constructing anew); and 

• Documenting and communicating decisions, actions, and outcomes to others so that 

institutional knowledge in retained rather than lost. 

11.3 Communication and Quality Improvement 

Good communication is the single greatest tool available to DEQ staff to ensure quality in their work and 

within their workplace. Much ofthe quality improvement process and the QMS as a whole is predicated 

on strategies to improve communication between employees, between staff and management, between 

divisions, programs, and offices, and between all stakeholders. A commitment to good communication is 

a commitment to quality. 
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APPENDIX A ACRONYMS 

AQD Air Quality Division 

DA Division Administrator 

DAS Oregon Department of Administrative Services 

DEQ Oregon Department of Environmental Quality 

DHS Oregon Department of Human Services 

DOJ Oregon Department of Justice 

DQA Data Quality Assessment 

DQO Data Quality Objective 

EMT Executive Management Team 

EPA U.S. Environmental Protection Agency 

EQC . Environmental Quality Commission 

ER Eastern Region 

FSRG ' Field Sampling Reference Guide 

IM Information Management 

IMAC Information Management Advisory Council 

IMAP Information Management Assessment Program 

IT Information Technology ^ 

LAN Local Area Network 

LASAR Laboratory Archive Storage and Retrieval System 

LIMS Laboratory Information Management System 

LQAT Laboratory Quality Assurance Team 

LQD Land Quality Division 

LQM Laboratory Quality Manual 

MOMs Watershed Assessment Mode of Operations Manual 

MSD Management Services Division 

NELAP National Environmental Laboratory Accreditation Program 

NPDES National Pollution Discharge Elimination System 

NWR Northwest Region 

ODA Oregon Department of Agriculture 

ORELAP Oregon Environmental Laboratory Accreditation Program 

PT Proficiency Test 

QA Quality Assurance 

QAO Quality Assurance Officer 

QAPP Quality Assurance Project Plan 

QC Quality Control 

QMSC Quality Management System Coordinator 
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QMP Quality Management Plan 

QMS Quality Management System 

QSR Quality System Review 

SOP Standard Operation Procedures 

TSA Technical System Assessment 

WAN Wide Area Network 

WPCF Water Pollution Control Facility 

WQD Water Quality Division 

WR Western Region 

WSA Watershed Assessment Section 
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APPENDIX B DEFINITIONS 

DEQ-Online -The publicly accessible DEQ internet site that is used to share information both within and 

outside the agency (http://www.deq.state.or.us) 

Document - Any compilation of information which describes, defines, specifies, reports, certifies, 

requires, or provides data or results pertaining to environmental programs. 

Environmental Data - Any measurements or information that describe environmental processes, 

location, or conditions; ecological or health effects and consequences; or the performance of 

environmental technology. For EPA, environmental data include information collected directly from 

measurements, produced from models, and compiled from other sources such as databases or literature. 

Environmental Data Operations - Work performed to obtain, use, or report information pertaining to 

environmental processes and conditions. This includes but is not limited to: characterization of 

environmental processes and conditions; environmental monitoring; environmental research and 

development; laboratory operations on environmental samples; and the design, construction, and 

operation of environmental technologies. 

Environmental Technology - An all-inclusive term used to describe pollution monitoring, measurement 

and control devices and systems, waste treatment processes and storage facilities, and site remediation 

technologies and their components that may be utilized to remove pollutants or contaminants from or 

prevent them from entering the environment. 

Management Activities - system-wide activities needed to implement an organization's quality system. 

Primary Data Use - The original use of intention for which the data was collected. 

Project - an organized set of activities within a program. 

Q-net - The DEQ intranet that is used share information internally within the Agency 

(http://dea05/intranet) 

Quality - degree of excellence. Specifically used in an context specifying expectation of high excellence 

in product. 

Quality Assurance, QA - a system of management and oversight activities to ensure that a process, 

item, or service is of the type and quality needed by the user; it deals with setting policy and running an 

administrative system of management controls that cover planning, implementation, and review of data 

collection activities and the use of data in decision making. 

Quality Assurance Project Plan, QAPP - a document that describes the necessary quality assurance, 

quality control, and other technical activities that must be implemented to ensure that the results ofthe 

work performed will satisfy the stated performance criteria. 

Quality Control, QC - an overall system of technical activities that measures the performance of a 

process, item, or service against defined standards to verify that the performance meets the stated 

requirements. 

Quality Improvement - a structured process designed to facilitate management changes to improve 

Quality Management System operation and reduce uncertainty , 
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Quality Management Plan, QMP - a document that describes and Quality Management System in terms 

ofthe organization structure, policy and procedures, functional responsibilities of management and staff, 

lines of authority, and required interfaces for those planning, implementing, documenting, and assessing 

all activities conducted. 

Quality Management System, QMS - the means by which an organization manages its quality aspects 

in a systematic, organized manner, and.provides a framework for planning, implementing, and assessing 

work performed by an organization. 

Quality System Review - a systematic and objective examination of an organization's or program's 

Quality Management Systems to determine whether operations adhere to established policies and 

standards. 

Record - a completed document that provides objective evidence of an item or process. Records may 

include photographs, drawings, magnetic tape, and other data recording media. 

Secondary Data Use - The use and application of data originally collected for another purpose to 

support the needs of a project. 

Standard Operating Procedure, SOP - a set of written instructions that document a routine or repetitive 

activity. 

Technical Activities - project-specific activities needed to successfully implement an individual project. 

Technical System Assessment - a systematic and objective examination of a specific program or 

project to determine whether environmental data collection activities and related results comply with the 

project's QAPP and other planning documents.