COMMITTEES: Minutes of the Central Laboratories Management Advisory Committee, November 19-20, 1975 January 28, 1976 QUALITY OF WATER BRANCH TECHNICAL MEMORANDUM NO. 76.10 Subject: COMMITTEES: Minutes of the Central Laboratories Management Advisory Committee, November 19-20, 1975 Attached for your information are copies of the minutes of the first two meetings of the subject committee. The committee, which is composed of the Chiefs of the Central Laboratories and, on a rotating basis, two or three District Chiefs, was established by the Analytical Services Coordinator to advise him on matters pertaining to management of the Central Laboratories System. It is Mr. Beetem's intention to adopt the committee's recommendations as fully as possible within the constraints of established Division policy and practical working arrangements. It is expected that this direct communication between laboratory management and the Division's district offices will result in improved service to the field. Minutes of subsequent committee meetings, which are to be held quarterly, will be distributed as they become available. R. J. Pickering Attachments WRD Distribution: A, B, FO-L, PO Central Laboratories Management Advisory Committee November 19-20, 1975 Columbus, Ohio The Central Laboratories Management Advisory Committee met Nov. 19-20, 1975, in the conference room of WRD District Office, Columbus, Ohio. In attendance were C. G. Angelo, Columbus, Ohio; W. A. Beetem, Reston, Virginia; J. F. Blakey, Columbus, Ohio; M. J. Fishman, Denver, Colorado; E. E. Harris, Charleston, West Virginia; D. K. Leifeste, Atlanta, Georgia; B. A. Malo, Albany, New York; L. A. Martens, Champaign, Illinois; A. I. Mattingly, Albany, New York; and R. L. McAvoy, Salt Lake City, Utah. Beetem passed out the agenda for the meeting and minutes of the previous meeting that was held September 17-19, 1975 (copies attached). It was agreed that the minutes of this meeting would be prepared in a more timely manner. The preliminary agenda for the next meeting to be held February 24-25, 1976 is attached. Central Laboratories Organization Structure Guidelines - Beetem reviewed his meeting with the Manpower Committee. He, along with the three laboratory chiefs, will prepare a draft of the recommended organizational structure and personnel management guidelines during the week of December 1, 1975. The draft will be circulated and discussed with the Regional Hydrologists. The objective is to provide a working notebook for Regional personnel to consult in providing uniform personnel management of Central Laboratories. The final draft of the guidelines will be completed prior to establishment of the structure and classification of the Denver facility. Data Processing Blakey and Angelo brought up a problem they had experienced concerning the alteration of data when retrieved from the WRD file. It was concluded that the problem is or was with the WRD file. They will supply documentation so that the matter may be more thoroughly examined. Harris asked for a summary of the quality assurance checking in the Central Laboratories. Following the explanation the question was raised concerning the return to Districts and entry into WRD file of data of questionable accuracy. The District representatives asked that WRD file entry be delayed until they were able to review the data. It was explained that this added delay would not be consistent with current policy and that most of their objections would be satisfied when the new Central Laboratory reporting procedures go into effect in January. Malo related the experience that the Albany Laboratory had with the Data 100 keybatch system. The keybatch system is a key to disc data processing periferal for the Model 78 terminal. It is being used to streamline the card oriented central laboratory data system by substituting magnetic card images for the cards. Some problems have been encountered but most have been related to software. A procedure for documenting the analytical method and precision for each value generated in the Central Laboratories was developed and has been put into effect on a test basis in the Auto Analyzer section of the Albany Laboratory. Results indicate no problems with the procedure so it was agreed that the Atlanta and Salt Lake City Laboratories will institute the program to all sections and Albany will expand the program to all sections immediately. In the future when the national data file supplies the necessary software, the Central Laboratory System's data will be suitably qualified. Quality Assurance The whole water reference sample program is continuing. EPA has supplied 200 sets of each of their reference series and we are currently awaiting the formulae. A stable suspension of a lake sediment ( <4 micron) has been prepared and plans are being made to prepare a reference material from it for stability testing. Comments were made about the merits of reporting the total versus dissolved constituents in a water sample. Fishman described current practices in supplying blind samples; and feels that more information is obtained from the blind samples than from the daily samples. The consensus of the participants in the discussion that followed was that the laboratory system needs a greater diversity of reference samples rather than an increase in the number of samples submitted. Blakey suggested that it would be useful to the Districts in evaluating analytical precision when writing reports or reviewing analyses to receive a copy of the semi-annual quality assurance report. It was pointed out that the report is quite bulky for such a distribution, but an attempt will be made to provide a shorter summary report based on the analysis of blind samples. A quality assurance manual for the Central Laboratory System is being prepared by Al Handy. Its purpose is to document quality assurance practices at all levels in the Laboratory System. Accounting Practices The first billing of laboratory costs which appeared on a recent 268 report was explained by Beetem. The bill is the sum of FY 1975 debits, laboratory work completed by September 19, 1975, on samples collected since July 1, 1975, and a credit for analyses at NASQAN and Benchmark sites. Documentation will be supplied to districts when ready. A second billing for samples completed between September 20 and December 12, 1975, will be prepared and each District will be provided with an itemized statement covering all samples billed for this second period. Thereafter the one month period beginning December 13, 1975 and ending January 10, 1976, will start the monthly billing cycle. Thereafter, the laboratory will bill monthly for samples received since the 11th of the prior month.to the 10th of the month. Estimated price list for FY 1977 for laboratory services will be available in draft form by March, 1976. The process will be based on the realistic cost of doing business and will be submitted to the Assistant Chief Hydrologist for Operation for review and approval. Under the new billing procedures it is imperative that Districts keep track of their changing expenditures. Adjustments in their annual estimates should be made promptly through the laboratory chief responsible for their work so that work can be adjusted between laboratories and so that reasonable turnarounds can be programmed. Because the Central Laboratory System has no greater capability to do analysis this year than last, and the work load has increased without commensurate manpower allocation, the Chief Hydrologist and Regional Hydrologists have agreed that increased work load may be refused by the laboratory system, or alternate means of analyzing the samples may be recommended. The laboratory system is investigating the use of private laboratories to handle the work overflow. Central Laboratory Methods Manual Twenty-nine methods drafts have been sent out for final review by the staffs. The remaining methods are in preparation and 60-70 percent are in the second draft. The manual has very high priority since it is needed to document Central Laboratory System Methodology. Provisional methods of radiochemical analyses is being printed for early distribution. A committee of the quality assurance staff person in each Central Laboratory plus M. J. Fishman will prepare recommendations for analytical ranges to be used for each method consistent with the concentration normally encountered. A report will be given at the next Management Committee meeting. No general agreement has yet been reached on a single means of expressing analytical precision. Fishman pointed out that several methods require some additional work to determine their applicability to seawater and brines, interferences, and precision. He will make an initial assignment to each laboratory to carry out a specified series of checks for interferences. The data will be returned to him for final evaluation. Laboratory work load distribution Problems were discussed about shifting sample loads from one Central Laboratory to another. Further discussion was devoted to the contract laboratory concepts and contract laboratory's potential. It was agreed that the laboratory chiefs response to a request from the field for work beyond the current estimates would reflect the laboratory systems capability to perform the work without unduly delaying regularly scheduled work. The problems created within the Central Laboratory System by seasonal personnel allotments were discussed. Remedial actions to these seasonal personnel problem were suggested. Employment ceilings and distribution of positions and grade were discussed but it was indicated that further discussion on the subject is expected during next meeting. Central Laboratories Management Committee November 19-20, 1975 Columbus, Ohio 1. Minutes of previous meeting.--Beetem 2. Status of "Central Laboratories Organization structure guidelines".--Beetem 3. Data processing.--Malo (Chairman) a. Lost data.--Blakey b. Central Laboratory - NAWDEX.--McAvoy, Blakey c. Experience with Data 100 Key-batch system in Albany--Malo d. Implementation of "Method and Precision Documentation"-Malo e. Miscellaneous 4. Quality Assurance.--Fishman (Chairman) a. Review of whole water reference sample status.--Malo b. Need for more blind samples.--general c. Update of precision data (for QA file and for item 3d).-- Leifeste d. Quality Control Manuals 5. Accounting practices.--McAvoy (Chairman) a. Explanation of first quarter JV.--Beetem b. Status of revised procedure.--Beetem c. Costs next year.--Harris d. Mechanism to be used for making adjustments.--McAvoy e. Need for automation of weekly status report.--Leifeste 6. Central Laboratory Methods Manual.--Leifeste (Chairman) a. Status.--Beetem, Fishman b. How to acquire more uniformity of methods between labs and document quality control precision data.--McAvoy c. How to express precision and method used.--Malo, Fishman d. Methods work needed (long range, immediate) e. Miscellaneous 7. Laboratory workload distribution.--Martin (Chairman) a. Section load equalization.--McAvoy b. Perturbations of district askings.--Malo c. Seasonal personnel allotments d. Employment ceilings - distribution of positions and grades.--Blakey 8. Other topics as desired.--Blakey, Harris Central Laboratories Management Advisory Committee September 17-19, 1975 Austin, Texas The Central Laboratories Management Advisory Committee met Sept. 17-19, 1975 in the eighth floor conference room of the Federal Building, 300 East 8th Street, Austin, Texas. In attendance were W. A. Beetem, D. K. Leifeste, B. A. Malo, R. L. McAvoy, Jack Rawson, and L. J. Schroder. Parts of the meeting were attended by W. H. Doyle and I. D. Yost. Following is a brief summary of the pertinent discussions and recommendations. Central Laboratory Management Committee: The committee would establish policy for Analytical Services Coordinator on quality control, selection of analytical procedures, sampling techniques and sample handling within the Central Laboratory system. Projections of requests for laboratory services, personnel and space needs for the system, and budgets would be discussed and recommendations made. Plans for distribution of sample load among laboratories, special problems, priorities of analytical methods needed by system, and quality control on newly-developed field and laboratory methods will be subjects mutually resolved. The Committee would be formed of the Central Lab Chiefs of Albany, Atlanta, and Salt Lake City, Analytical Services Coordinator and ad hoc the host District Chief, other District Chiefs in attendance, and other invited attendees. The interplay of Lab Chiefs and District Chiefs in establishing priorities and procedures with headquarters represented is to be an essential part of committee makeup. Agenda: Agenda was assembled from submitted topics of Lab Chiefs and Coordinator. Items were grouped under headings of management, personnel, custom analyses, and projects; Mr. Yost commented after the first session that the agenda should be established at least a week before meeting to allow better preparation by participants. The committee felt that assigning topic leadership to specific participants would permit a more balanced participation. Action: Agenda items will be solicited and the agenda circulated one week prior to meeting. The chairman of a session will provide a draft of minutes of that session to Analytical Services Coordinator within one week of the meeting. Agenda items will be assigned to Committee members to be responsible for assembling background material and to lead discussion. MANAGEMENT Review of 1975 FY workload: Mr. R. L. McAvoy summarized the work performed by the system for samples collected through June 30, 1975. The record 102,000 analyses completed and an income of 3.2 + million dollars received reflects an increase of about 80 percent over 1974. As of September 10th all 1975 work except in the organic sections is completed. Summaries of statistical data was distributed (attached). The request to districts for estimated needed analytical services during 1976 fiscal was discussed. After Analytical Services Coordinator summarizes the year's estimates, the maintenance of these estimates is to be assumed by the Lab Chiefs for designated areas. A continuing dialog with the districts is needed to permit adjustments prior to sample receipt for sections of Central Laboratories that are overloaded. Analytical Work Per Laboratory for 1975 FY Central Albany Atlanta Denver Salt Lake TOTAL Laboratory ________________________________________________________________ Dollars 514,105 1,149,253 312,894 1,285,799 3,262,051 Analyses 16,167 36,140 9,839 40,433 102,580 (adj) _________________________________________________________________ Lab budgets for 1976 FY: Budgets as submitted within object classes were given tentative approval with two restrictions. Quarterly review of total budgets would be conducted against income received constraint. No "new equipment" would be purchased without committee action. "New equipment" was defined as any equipment that would result in a methods change or adaption. Other replacement equipment could be purchased within budget, as required but equipment upgrading should be done in 3rd and 4th quarters as knowledge of income becomes firmer. Final budgets would be set in 3rd quarter meeting. Workload distribution: With the probable transfer of Salt Lake City functions to Denver certain activities to prepare for the temporary disruption were discussed. Albany and Atlanta should increase their staff, using temporary appointments and accept as much as possible of the currently assigned inorganic work being done in Salt Lake City now. All labs are anticipating increased requests without adding additional states but the following actions are to be initiated as soon as possible. Concurrently Salt Lake City will permit attrition to reduce staff and capability. Action: B. A. Malo is to check with Michigan and if possible arrange for a work transfer to Albany. Jack Rawson, R. L. McAvoy and Leifeste to arrange for all of Texas' work to go to Atlanta. Leifeste to contact and arrange for transfer to Atlanta of either Missouri or Oklahoma work. PERSONNEL Discussions: A personnel management review will be requested and personnel guidelines will be formulated. Priority for technical hires should be coordinated for good of system. Discussions covered career opportunities for laboratory personnel, staffing of new professionals for the laboratories, difficulty of staffing Denver, the Denver impact on Atlanta and Albany, status of Central Laboratory position classifications for Atlanta, and training plans for women and minorities. CUSTOM ANALYSES 1. Nonroutine requests for analytical requests. 2. Batch jobs. 3. Current WRD policy on determination of lab pH and lab specific conductance. 4. Organic carbon methodology. 5, Processing of bottom material. 6. Priority samples. 7. How do we respond to EPA methodology demands. PROJECTS Central Laboratory Computer Programs: H. Doyle provide an insight into the planned modifications to provide monthly billings, accounting for NASQAN samples, and management review modifications. Direct routing of analytical reports to District terminals to be effective in January. Methods manual: Documentation of current methods. Memorandum To: Analytical Services Coordinator September 16, 1975 Mail Stop 412, Reston, Virginia FROM : Chief, Central Laboratory Salt Lake City, Utah SUBJECT: ACCOUNTING - Final accounting statement for 1975 FY Central Laboratory work A final accounting of Central Laboratory System analytical work for the 75 FY was recently completed with results as summarized in the attached tables. The Laboratory System performed a record 102,000 analyses with 8 combined income of 3.2 + million dollars. The workload and income are about 80% above the level of the 1974 FY. The only unfinished work included in the attached statements is being performed in the organics laboratories in Atlanta and Denver. However it is included in this statement to account for all 1975 water samples and monies. The quality of work performed here during the year was very good with minor problems encountered on only a few constituents. If you have questions concerning this letter or related laboratory details, I would be glad to assist in their resolution. Russell L. McAvoy Chief, Central Laboratory / RLM/mc Enclosures cc/encl: Chief, Quality of Water Branch, Reston, Virginia Assistant Chief Hydrologist for Operations, Reston, Virginia Assistant Chief Hydrologist for R and TC, Reston, Virginia Regional Hydrologist, NR, Reston, Virginia Regional Hydrologist, SR, Doraville, Georgia Regional Hydrologist, CR, Lakewood, Colorado Regional Hydrologist, WR, Menlo Park, California Chief, Central Laboratory, Albany, New York Chief, Central Laboratory, Doraville, Georgia Chief, Denver Analytical Services Unit, Lakewood, Colorado Laboratory Income from Performance of Analytical Work per Quarter for 75 FY Qtr Alb Atl Den SLC Total 1st 110,687 237,768 31,716 289,243 2nd 123,813 232,697 38,364 237,161 3rd 99,335 232,487 59,505 251,499 4th 180,270 446,301 183,309 507,896 Total 514,105 1,149,253 312,894 1,285,799 3,262,051 Adj Comp Analyses 16,167 36,140 9,839 40,433 102,580 Man years of effort 26.1 52 17.5 43.3 138.9 Analyses / Man Year 619 695 562 933 Avg. 738 Operations Costs/yr 487,294 1,002,884 385,000 *1,001,783 2,876,961 Actual cost / Adjusted Analysis 30.14 27.75 39.13 24.78 Cost / man year 18,670 19,286 22,000 23,135 * Adjusted downward to account for 246,000 expended for equipment at new Denver facility. However, includes 54,300 for WOTSC. Summary of Income and Expenditures for Central Laboratory System Lab work income in dollars $ 3,262,051 FY 75 analytical work deficit - 176,500 Non-analytical work income(est) 91,691 TOTAL 3,177,261 Lab expenses in dollars 2,876,961 Denver facility cost from Central Lab income 246,000 WOTSC 54,300 TOTAL $ 3,177,261 Table Showing 75 FY Year-end Balance of District Credits with Central Laboratory System Debit Credit Alabama 437.67 Alaska 2,992.16 Arizona 14,675.43 Arkansas 556.68 California 1,787.79 Colorado 17,366.36 Connecticut 1,753.47 Florida 38,956.80 Georgia 3,624.42 Hawaii 108.43 Idaho 3,131.05 Illinois 528.18 Indiana 542.98 Iowa 1,401.36 Kansas 242.26 Kentucky 3,517.31 Louisiana 66,895.13 Maine 5,296.21 Maryland 863.69 Massachusetts 4,737.32 Michigan 5,292.03 Minnesota 3,893.65 Mississippi 2,574.47 Missouri 2,986.96 Montana 9,730.60 Nebraska 5,754.96 Nevada 1,546.61 New Jersey 4,226.90 New Mexico 1,283.48 New York 9,727.35 No. Carolina 2,176.16 No. Dakota 3,437.27 Ohio 437.01 Oklahoma 8,534.19 Oregon 1,993.60 Pennsylvania 29,223.85 So. Carolina 3,081.61 So. Dakota 999.20 Tennessee 617.33 Texas 30,978.19 Utah 15,540.02 Virginia 1,316.02 Washington 3,295.16 W. Virginia 1,812.08 Wisconsin 130.91 Wyoming 3,616.86 Puerto Rico 7,724.24 Balance 253,911.88 77,412.73 Debits minus Credits 176,499.99