COMMITTEES: Minutes of the Central Laboratories Management Advisory Committee, February 18-20, 1976 April 16, 1976 QUALITY OF WATER BRANCH TECHNICAL MEMORANDUM NO. 76.15 Subject: COMMITTEES: Minutes of the Central Laboratories Management Advisory Committee, February 18-20, 1976 Attached are copies of the minutes of the third meeting of the subject committee. W. A. Beetem For the Chief, Quality of Water Branch Attachment WRD Distribution: A, B, FO-L, PO Minutes of Third Quarterly Meeting of Central Laboratories Management Advisory Committee February 18-20, 1976 Northeast Region Conference Room Holiday Inn of Manassas, Virginia ATTENDEES: G. A. Bednar, Doraville, GA W A. Beetem, Reston, VA J. E. Biesecker, Lakewood, CO A. N. Cameron, Baton Rouge, LA E. H. Cordes, Miami, FL W. E. Forrest, Richmond, VA D. K. Leifeste, Doraville, GA B. A. Malo, Albany, NY R. L. McAvoy, Salt Lake City, UT R. F. Middelburg, Reston, VA (2/18) R. J. Pickering, Reston, VA (2/18) L. T. Schroder, Lakewood, CO After introductions by W. A. Beetem, revised minutes of the Columbus meeting were distributed. B. Malo and A. Mattingly were commended for their efforts in preparing the minutes. Copies of the preliminary agenda was distributed to attendees. Biesecker requested and received assent that the topic "Interchange of personnel between Central Laboratories and District's" be added to agenda. STATUS REPORTS Status Report - Manuals. Beetem reviewed status of various water-quality manuals. The Central Laboratory manual will be released in loose leaf form. Table of contents and components will be updated on regular basis. Manuals will contain published (TWRI's) and provisional methods. Pickering pointed out that these manual s are interim reports and are much needed by WRD as well as by other agencies. Eventually over 30O methods will be included in the Central Laboratory Manual and sent to M. Skougstad for editing for inclusion in the Inorganic TWRI. These are not all new methods but rather a documentation of methods currently in use in Central Laboratories. Twenty-nine inorganic methods in TWRI format were transmitted by Beetem on February 17 to Chief Quality of Water Branch requesting approval as provisional status methods. These are all methods currently used by the Central Laboratories. They will be reproduced and distributed the same as the 15 methods for the analysis of radioactive constituents distributed with Quality of Water Technical Memorandum No. 76.08, Nov. 21, 1975. Some TWRI's will be published using loose leaf binders. These include Book. 5 Chapter Al Methods for Analysis of Inorganic Substances in Water and Fluvial Sediment; Book 5 Chapter A3 Methods for Analysis of Organic Substances in Water and Fluvial Sediment; Book 5 Chapter A4, Methods for Collection and Analysis of Aquatic Biological and Microbiological Samples; and Book 5 Chapter A5 Method for Determination of Radioactive Substances in Water and Fluvial Sediments. New Methods and revisions for these TWRI's will be released as supplements at 6-month intervals and republished every 3 years. Methods in preparation as part of the Central Laboratory Manual will be included in the appropriate TWRI. Other methods such as BOD superceded chloride methods etc. that are still acceptable but not routinely used in Central Laboratories will be prepared by M. Skoustad for inclusion in the inorganic TWRI. There have been no firm plans developed for all TWRI's to be reviewed by the Central Laboratories. R. McAvoy recommended that the Central Labs be involved with reviewing all TWRI manuals. McAvoy asked if automated methods have been separated by some sort of numbering system. Beetem advised that the following numbering system had been used by M. Skougstad for identifying methods. 0000-0999 Preparations 1000-1999 Dissolved 2000-2999 Automated dissolved 3000-3999 Total 4000-4999 Automated total 5000-5999 Bottom material The inorganic manual should be completed next year. Skougstad is the editor. The Central Laboratories will prepare in the prescribed format the methods used in the Central Laboratories and Skougstad will prepare methods not used by Central Laboratories. The methods manual for radiochemical methods is in final typing and after branch review should be ready for release. The biological manual is in preparation and will probably be released sometime late this year. It will include a section on field collection. The Bio-Task Group is again preparing this TWRI. Preparation of the organic manual is just beginning. Most of the methods are in draft form. It is being compiled by R. Wershaw. D. Manigold and T. Steinheimer will be responsible for Central Laboratories input. Warren Wood has prepared a manual for collection and analysis of selected unstable constituents in water. The TWRI draft has been submitted for Director's approval. McAvoy remarked that Central Laboratories had not seen Warren Wood's report. Pickering explained that this manual covered only field activities. Biesecker felt that all QW TWRI reports should be reviewed at all levels. A field manual on general water-quality sampling will be prepared in the near future. R. Averett with the assistance of Texas District personnel has accepted responsibility for preparing the outline of this surface-water sampling manual. The need for a manual on field analyses was discussed. A laboratory quality assurance manual to be included in the TWRI series is being prepared. Leifeste informed the group that A. Handy is working on this manuscript; the introduction has been completed. Completion date is now indefinite because of Handy's impending transfer. Status Report - Price List . Beetem advised the group that the laboratory price list will be released as an open file report later this year. No price increases are planned for the transition quarter. The price list discussion was deferred until costs for next year are more thoroughly evaluated. Status Report - Precision of Methods McAvoy pointed out the need for caution when publishing precision data. No precision data should be published until enough supporting data are available. Biesecker advised that precision data accumulated from past analysis during standard reference sample round robin should not be used if it represents the various methodologies used by participating laboratories and not the methodology of WRD. Pickering remarked that statistical aspects of precision data should be made clear. Biesecker requested that QW Branch distribute a definition of precision and accuracy. It was recommended that a manual giving precision statistics of WRD labs be prepared. Status Report - Automated Billing Cameron reported that his District has no complaints about new billing. There had been some confusion at first. Malo pointed out inconsistencies in billing biological work. Beetem reported that system has been corrected and Atlanta was adjusting past data. It was proposed that the report of samples logged-in each week (T card listing) be discontinued. This was discussed and it was the concensus of majority present that report was quite useful and should be retained. Status Report - Terminal to Terminal Transmission of Data Reports from Districts testing the system have been favorable. There was an expressed interest in Districts being able to extract data from laboratory files before an analysis is completed. Beetem explained that the laboratory file can provide data on all completed parameters by contacting the appropriate laboratory chief; this provision is not presently planned to be available via terminal without that contact. Beetem indicated that a problem might arise in Denver and Menlo Park because several users might retrieve data over the same terminal. The use of customer numbers or assigning different remote numbers to each user was suggested. Beetem advised that this is not possible as the program is currently structured and noted that he didn't see a real problem if weekly retrievals were made and retrievals were separated by cost center codes by the Districts at each location for all users. Beetem reported that several Districts in northeast region had objected to lab data going directly into WATSTORE before District reviews. There was a misunderstanding and some Districts thought data was withheld 14 days after analysis was completed prior to entrance. Cameron pointed out that this was of little concern to Louisiana at first but they realized after a second look the possibility of problems if data were released to the public before a district's review. He agreed that the possibility is remote but could be serious problem. Beetem noted that there was no way to designate preliminary data in WATSTORE. McAvoy said that the reason for present storage method was to get data into file as soon as possible because of Districts request for more rapid turn-around time. Problems confronting the laboratories in holding analyses for District review prior to entry were discussed. Alternatives may be to (l) let District store own data from cards or (2) employ delayed switching system so that data would be automatically stored after each subsequent retrieval if stop is not implemented. Biesecker proposed that only data passing logic checks be stored and samples that did not pass checks be held for District review. Beetem asked what amount of time would be needed for such a review. Biesecker believes 24 hours would be sufficient. It was proposed that all data go into a Central Lab file and District could retrieve and store into WATSTORE from that file. Group discussion followed with no definite resolution. Beetem will consider course of action to recommend to Chief Hydrologist for approval prior to changing present arrangement. Beetem informed the group that he will recommend to Assistant Chief Hydrologist for Operations that terminal to terminal analytical data transmittal system be implemented for all Districts. Beetem recommended that terminal operators be sent instructions and a JCL deck for terminal retrieval. If additional training is needed someone from one of the Central Laboratory ADP sections will be made available for consultive assistance. Group agreed that a set of simple instructions with JCL deck should be sufficient information. April 15 deadline was acceptable. Districts presently testing the system will continue the test until full implementation date. Status Report - Automation of Central Laboratories The group reconvened the afternoon of February 18 in WRD executive conference room for presentation of results of Phase 1 of Lawrence Livermore Laboratories feasibility study for automation of the Central Laboratories. McAvoy introduced Messrs. Barton and Morris of Lawrence Livermore who made the presentation on their study. Copies of the LLL report number UCPL-52001 dated January 23 1976 was distributed to attendees. A question and answer session followed the formal presentation. Messrs. Lanford, Davis, Feltz and others were also in attendance. The presentation by LLL was favorably received by those in attendance. Status Report - Quality Assurance Projects Malo reported on progress of experimental work being conducted in Albany Laboratory. Work is being coordinated through M. Fishman's office. Malo reported slow progress. The barium method has shown more interferences than originally thought. Preparation of a standard bottom material sample has been started. McAvoy reported that SiO2 effect on Al, Ca, and Mn exhibited more interferences than originally was thought and experimental studies outlined by Fishman would need expansion with more lab work to complete the methods testing. McAvoy described to District Chiefs quality assurance procedures used for evaluating private laboratories prior to selection of contract laboratory. Group discussed contracting work with private laboratories. It was noted that a Conservation Division office is using a private laboratory of questionable competence. Malo presented details of using letter codes to document methodology in Central Laboratory data files. By storing letter codes with analytical results it is possible for the labs to identify methodology, concentration ranges of method and precision used. At present these codes are only stored in the Central Lab file. The system is operational. It was questioned if this data would be overwritten. Beetem said data will be stored on tape and not erased. There is no current method for entering this type data into WATSTORE. The potential value was discussed and it was pointed out that precision data were generally unavailable. Malo stated that the letter codes were used only for methodology at present. ACCOUNTING Automated billing procedures The current status of billing procedures was discussed. It was recommeded that each laboratory be involved with preparing its own documentation for the JV s. Beetem thought it would be best to complete fiscal year before implementing any changes concerning billing procedures. Beetem reviewed accounting program including an explanation concerning the advantage of using an account number rather than a project code. Beetem explained the necessity for using account numbers when making adjustments to laboratory charges. The need for manual adjustments to accounts must be eliminated as soon as possible to facilitate end of fiscal year closings. Review of Current Workload Estimates, 1976 Beetem requested that laboratory chiefs provide an updated breakdown of district work estimates by March 15. Estimates are to be broken down as to special sections such as the organic section. McAvoy estimated that labs were approximately 50% below estimated income at this point. Beetem pointed out the need for a better method of monitoring workload requirements. It was pointed out that about the only means of obtaining meaningful estimates was by canvassing districts by telephone and this did not always provide adequate information for projecting workload requirements. Increasing production of organic parameters should be of high priority. Sixty-five percent of the current organic work will be sent to Atlanta beginning the transition period of Salt Lake move. It was noted that automated sample injection systems will not significantly increase overall production. Organic surveillance sampling is generally conducted in problem areas requiring sample clean-up and additional sample preparation. It is the sample clean-up that slows down production. Computerizing the organic sections is one method for increasing production. This possibility will be explored in Atlanta. The current turnaround time for samples in Atlanta organic section is 20-30 days. The possibility of contracting out some organic work was discussed. Several comments were unfavorable. A quality assurance program for evaluating laboratories doing organic analyses is needed. It was recommended by McAvoy that Denver organic section not move until Salt Lake had moved into new Denver facility. The problems confronting Denver organic section in its present quarters were discussed. An early move would eliminate many of the problems. Plans for moving the radiochemical sections in Denver to the new facility have not been formulated. It appears that present staff can handle estimated work. Increasing biological workload was discussed. Leifeste noted that we should be questioning whether we are getting the information we want from monthly NASQAN sampling. Beetem said that situation would be reviewed and noted that a large part of biological work was under NASQAN program. The inorganic work during transition period can probably be handled without too much increased back-log. The increase in QW program in Louisiana was discussed. The increase in inorganic work can be handled but increased organic work will present a problem. Adjustments Needed for Transition Period of Establishing Denver Central Laboratory The full impact of Salt Lake City shut-down on Albany and Atlanta is still unknown. Staffing will be a big problem. It may be necessary for Districts to suspend some non-critical sampling activities during this period or assign several levels of priorities for needed turnarounds. The transfer of a part of Denver's organic section's backlog to Atlanta was discussed. This would tend to equalize the backlogs and turnaround times. It was recommended that the Texas organic work be transferred to Atlanta. This suggestion was tabled until the revised work estimates are in. Plans for Fiscal 1977 With the increasing workload expected for the remainder of the fiscal year created by the Salt Lake City Laboratory move both Leifeste and Malo are uncertain of carry-over work that will affect 1977 operations. They are attempting to obtain best estimates for staffing and operational requirements. The Denver lab will have need for additional staffing. Work distribution plans for the 1977 year are uncertain at present and are contingent on impact created by the Salt Lake move. Increased diversity of analytical services are reducing analyses per employee ratio in certain sections. BUDGETS Final Budgets, 1976 Current budget statements for Albany and Atlanta were presented. Laboratory expenditures are following earlier projections. Salt Lake City Central Laboratory projected budget is below original estimate because of delays in move. There is a need for a budget item for purchases of new equipment for Denver organic section. OFA and miscellaneous project money should remain as projected. Beetem noted that travel guidelines for Central Laboratories will be developed since current projection is that Central Laboratories are above allocated travel. Appropriate object classes for budget items were discussed. It was suggested that contractual service be separated from supplies. Budget Estimates Laboratory Chiefs will submit differences to Analytical Services Coordinator between current obligation through January from those on handout table showing 268 charges. Prices for Transition Quarter and 1977 Fiscal Year The Central Laboratories will hold back any price increases for the transition quarter. However, increased operating expenses and the added expense of laboratory space rental will necessitate a sizeable increase for 1977. The increase may range from 25-40%. There will probably be some adjustments in pricing to bring some parameters more in line with actual costs of analysis. Therefore, some prices may be more or less than that of an average increase. The new price list showing new prices and adjusted prices will be available prior to October 1. A probable list will be circulated in April. Biesecker, Cameron and Forrest strongly emphasized that costs for Central Laboratory work should reflect only laboratory operation costs. They stated that research costs of any kind should not be included in operating costs. Note: Subsequently, Division has planned $455,000 allocation to Central Laboratories from Federal funds appropriated for space costs. Increase cost will be more likely 18-22 percent. LABORATORY MANAGEMENT & OPERATIONS Quality Assurance and Research Projects The Central Laboratory system is currently spending about 5% of total budget on quality control activities. The new Quality Assurance Support Project will be different than current quality control activities. The old quality assurance activities of the Methods Development Project has been responsive to Central Laboratories needs the past year. Biesecker stated that he believes that Districts have no objections to paying for method development and quality control activities but he strongly objects to his District supporting research activities in the laboratory system. Personnel - Staffing Final approval for the Salt Lake move is expected soon. The delays in approval has caused considerable unrest with those expecting to move from Salt Lake to Denver and according to McAvoy morale is low. There will be several experienced laboratory people not making the move but nothing is definite until letters are issued. McAvoy requested assistance from the other laboratories particularly from section chiefs when setting-up. Recruitment of an organic chemist and experienced plasma-jet operator are high priority. Staffing is uncertain because of hiring limitations. Interchange Between Central Laboratories and District The interchange of laboratory and district personnel was discussed. It was agreed that there are many advantages to a reprocity arrangement but unilateral moves would be objectionable. It was pointed out that there are jobs in the laboratory which require formal or highly specialized training and transitory employees could not be used to fill these slots. It would be difficult to place certain individuals into routine production type positions. Beetem said that guidelines could be worked out and there has already been several people who have been sent to Districts from the Central Laboratories. The Districts may be asked for detailees this summer during peak workload as alternate to long turnarounds. Custom Analysis - Package Discounts The laboratories are currently using instrumentation that will produce data for two or more parameters in conjunction with a single analysis. As more sophisticated instruments are put on-line multiple parameters will be routinely determined. It was recommended that when 2 or more parameters can be analyzed simultaneously that these parameters be offered as a package deal with an appropriate discount offered. This will require further study and will be referred to a task force for recommendations. The task force will also make recommendations concerning useable data generated by multiple analysis and not requested. Currently such data is not processed and therefore lost to WATSTORE. NEW ITEMS COD Method Malo presented a new method for COD along with preliminary analytical data obtained by Albany laboratory. Review comments from the other laboratories were requested before work is continued. Method Status Terminology The group recommended the word interim be used for release of methods to laboratories if a method is held up for several months awaiting provisional status. It was recommended that methods be reviewed by laboratory chiefs before method is given interim status. Nitrogen Block-Digestion Method Approval for the block digestion method for nitrogen compounds was asked. Malo and McAvoy requested copy of Erdmann's write-up for additional review before final approval. Digestion temperature is still in question. Merging T-Card Program The feasibility of merging T-Card programs from all laboratories so that weekly status reports will be on single print-out of a district will be investigated. Preservation of Samples It was recommended that mercury samples be preserved with either permanganate or dichromate. This is already the acceptable method of other agencies. Malo will check for possible interferences with arsenic and selenium methods. Decision is pending Malo's report. Chlorophyll Quality Assurance Program B. Lium will be requested to develop Quality Assurance program for chlorophyll analysis. Until the problems with the chlorophyll determination are solved it was agreed by the majority of the Committee that all samples for chlorophyll determination will be sent to the Atlanta Central Laboratory. McAvoy and Malo will inform the districts in their service areas of this change as soon as possible.