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13.0            QUALITY ASSURANCE REPORTS

      Quality assurance reports are designed to keep project members informed of the performance of QA/QC activities.  The reports should include all subjects which address the validity and documentation of data gathering activities.  They summarize project specific audits, list significant problems, and discuss the solutions and corrective actions implemented concerning QA/QC activities.   

13.1      QA REPORTS TO DER

      Quality assurance reports shall be submitted for all DER-QA Category 4 projects (Quality Assurance Project Plans).  These reports shall be prepared and submitted to the Florida Department of Environmental Regulation Quality Assurance Section according to the following guidelines, unless specifically modified by contract, permit, or consent order decree.

      Projects for which no audits were performed and no significant QA/QC problems occurred shall have a letter submitted asserting the following:

      1.   No Project Audits were performed (if applicable);

      2.   All sampling and support equipment were used as listed in the approved QAPP;

      3.   All preservation and holding time requirements have been met; 

      4.   All field QC Blanks and duplicate results are within acceptable ranges; and

      5.   All analytical requirements for precision, accuracy, and MDL/PQL have been met.

13.2            REPORT FORMAT AND CONTENT

13.2.1            Requirements for a Full Report

      A project shall have a full report submitted if any of the following occurred:

      1.      Sampling and support equipment other than that specified in the approved QAPP were used;

      2.      Preservation or holding time requirements for any sample were not met; 

      3.   Any quality control checks (field and laboratory) were unacceptable; 

      4.   Any analytical requirements for precision, accuracy, or MDL/PQL were not met; 

      5.   Sample collection protocols or analytical methods specified in the QAPP were not met;

      6.      Corrective action on any problem were initiated;

      7.   An internal or external systems or performance audit was conducted; or

      8.   Any other activity or event affected the quality of the data.

13.2.2            Contents

      The QA reports shall contain the information listed below, and shall follow the outlined format:

      1.   Title Page - The following information must be listed:

a.            Time period of the report

b.            QA Project Plan Title and Plan number

c.            Consultant/Laboratory Name, address and phone number

d.            Preparer's name and signature 

(See Fig. 13.1 for an example)

      2.   Table of Contents - Should be included if the report is more than ten pages long.

      3.   Audits -  In table form, summarize all project specific audits that were performed during the specified time period (see Fig. 13.2 for an example):

a.            Performance audits must include the following:

      1.      Date of the audit

      2.      System tested

      3.      Who administered the audit

      4.      Parameters analyzed

      5.      Reported results

      6.      True values of the samples (if applicable)

      7.      If any deficiencies or failures occurred, summarize the problem area and the corrective action.

b.            Systems audits must include the following: 

      1.      Date of the audit

      2.      System tested

      3.      Who administered the audit (agency or company)

      4.      Parameters analyzed

      5.      Results of tests

      6.      Parameters for which results were unacceptable (include the reported and true values, if applicable)

      7.      Explanation of the unacceptable results.  Include probable reasons and the corrective action.

c.            Copies of documentation such as memos, reports, etc. shall be enclosed. 

      4.      Significant QA/QC Problems

a.            Identify the problem, and the date it was found.

b.            Identify the individual who reported the problem.

c.            Identify the source of the problem.

d.            Discuss the solution and corrective actions taken to eliminate the problem.

      5.      Corrective Actions Status

a.            Discuss the effectiveness of all corrective actions taken during the specified time frame as well any initiated during the previous report period.

b.            Discuss any additional measures that may be implemented as the result of any corrective action.

13.3            FREQUENCY

      Quality Assurance Reports/Letters shall be submitted per the frequency listed on Table 13.1.

13.4            INTERNAL QA REPORTS

      At a minimum, information will be circulated as necessary to keep project members informed of the performance of QA/QC activities.

      This may be provided in the appropriate form of communication (verbal, formal memorandums or reports) to insure sound QA/QC management practices.

      Copies of memorandums and reported should be filed with the project information as well as written logs of verbal communications.

THESE ROUTINE INTERNAL QA REPORTS SHALL NOT BE SUBMITTED TO DER.

Figure 13.1

TITLE PAGE FOR QA REPORT TO DER

QUALITY ASSURANCE REPORT TO DEP

For the Time Period:

[Date] to [Date[

[Quality Assurance Project Plan Title and Number]

Prepared by:

[Consultant/Laboratory Name’

[Street Address]

[City, State, and Zip Code]

[Phone Number]

Preparer’s Signature                                                                                     Date

[Preparer’s Name and Title]