How to be Comparable with the SWAMP QA Program

Comparability is the measure of confidence that multiple data batches can contribute to a common use. Environmental decisions are often based on data produced by multiple laboratories, methods, and projects or programs. Even within the same laboratory, data have the potential to fluctuate over time. Comparability is an especially important consideration for the Surface Water Ambient Monitoring Program (SWAMP), given the number and variety of water bodies, field crews, laboratories, methods, analytes, and end users represented in the multi-year program. In the interest of data comparability, the effect of each of these variables must be minimized through the use of various quality assurance (QA) systems.

Quality Assurance Management Plan (QAMP)	Quality Assurance Project Plans (QAPP)
QA Report Template	Data Validation
Contract Laboratory Audits	Interlaboratory Comparison Exercises

Projects outside the SWAMP umbrella are able to produce data comparable to SWAMP. This begins when the project develops Data Quality Objectives (DQOs) that require SWAMP comparability. DQOs are quantitative and qualitative criteria that define the project objectives and the types of data to collect. For more information on the DQO process, please refer to the EPA document Guidance for the Data Quality Objectives Process (EPA QA/G-4; http://www.epa.gov/quality/qs-docs/g4-final.pdf). Projects are encouraged to ask QA-management questions such as: "Why is it important for project data to be SWAMP-comparable?", "How will SWAMP-comparable data address the study objectives?", and "What decisions will be made with this data?" If this process defines the same needs for data as those found in the SWAMP DQOs, Measurement Quality Objectives (MQOs), and Data Quality Indicators (DQIs), then it may be appropriate for the project to develop a QA program comparable to SWAMP. The project may also borrow or cite the SWAMP Quality Assurance Management Plan during study design.

The SWAMP QA Team is available to help other programs and projects as resources allow. SWAMP QA Team members can attend program or project meetings, help in the contract laboratory auditing process, assist in the DQO process, and provide general QA training. All requests by programs or projects for assistance from the SWAMP QA Team must first be directed to Bill Ray (916-341-5583; bray@waterboards.ca.gov), the State Water Board's Quality Assurance Officer.

Quality Assurance Management Plan

SWAMP’s 2000 Quality Assurance Management Plan (QAMP) is the comprehensive guidance document for all program participants. Many of the program’s QA documents mentioned below are based heavily on material mandated in the QAMP. It provides general program policies, as well as sample processing details specific to each analytical parameter. The QAMP identifies all SWAMP MQOs and DQIs. Projects outside the SWAMP umbrella must adhere to all elements of the QAMP if SWAMP data comparability is desired.

The SWAMP QAMP can be accessed at http://www.waterboards.ca.gov/swamp/qapp.html#swampqapp. This version of the QAMP is current, but is under revision. Ultimately, it will be presented as two separate documents: a Quality Management Plan (QMP), and a Quality Assurance Program Plan (QAPrP).

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Quality Assurance Project Plans

A Quality Assurance Project Plan (QAPP) provides an overview of a project’s DQOs, MQOs, DQIs, and quality systems in a single document. SWAMP requires each of its projects to write and implement a SWAMP-approved QAPP prior to sample collection or field measurements. By standardizing the format and content of these QAPPs, the SWAMP QA Team can readily assess the program’s projects individually and collectively. This enables early identification of anomalies that ultimately threaten SWAMP’s data comparability. Projects outside the SWAMP umbrella should produce a SWAMP-comparable QAPP if SWAMP data comparability is desired.

The following checklist is used by the SWAMP QA Team to review QAPPs; http://www.waterboards.ca.gov/swamp/docs/qa_checklist061404.xls. It contains specific guidelines for QAPP format and content that are based on the QAMP and the EPA document Guidance for Quality Assurance Project Plans (EPA QA/G-5; http://www.epa.gov/quality/qs-docs/g5-final.pdf).

To further assist its projects in QAPP creation and maintenance, SWAMP will soon be releasing SWAMP Advisor Software. This interactive system will lead users through the complex decision-making process that enables them to write a program-compliant QAPP in a shorter time. The software will not actually make decisions, but will guide users through all of the requirements and alternatives associated with these complex documents. A link to the SWAMP Advisor will be posted after software development is completed.

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QA Report Template

The SWAMP Data Management and Quality Assurance Teams have created templates for the Quality Assurance section of the SWAMP Regional Report. These templates include a narrative and table to ensure consistent presentation and reporting of quality assurance data.

Narrative: SWAMP_Regional_Report_QA_Section_Template_022908.doc (02/29/08)

Table: SWAMP_Regional_Report_QA_Section_Tables_Template_022908.doc (02/29/08)

Both templates should be incorporated into the report, but each region may determine their location. They may be included in the body of the report or as an appendix.

Regions requiring assistance with the Quality Assurance section of their annual report may contact the Data Management or Quality Assurance Teams. The availability of assistance is dependent on the workload at the time of request. Regions requesting assistance should submit a list of datasets (by fiscal year) to be incorporated in the report and an estimated completion date for the narrative.

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Data Validation

While comparability is certainly a concern at the bench level, it is also an important consideration after the submittal of results. To ensure that all SWAMP Information Management System (SIMS) data has received the same degree of scrutiny, SWAMP has created standard operation procedures (SOPs) for all stages of data review. All of the SOPs can be found at http://mpsl.mlml.calstate.edu/swsops.htm. The SWAMP QA program plans to employ three stages of data review: first-party review at the contract laboratory, second-party review by the SWAMP Data Management Team (DMT), and a third-party full validation on a percentage of data by the SWAMP QA Team. End users will perform a Data Quality Assessment on all data prior to use in environmental decision-making or reports. Further information about the Data Quality Assessment process is available in the EPA document Guidance for Data Quality Assessment – Practical Methods for Data Analysis (EPA QA/G-9; http://www.epa.gov/quality/qs-docs/g9-final.pdf).

When projects are concerned with producing SWAMP-comparable data, data quality assessment practices must be carefully evaluated. It is not mandatory for projects outside the SWAMP umbrella to follow SWAMP’s rigorous verification and validation processes. The project must define how it will achieve verification, validation, and its data quality assessment.

The Contract Laboratory Data Verification and Validation SOP describes the process to be used by SWAMP laboratories to verify and validate their program data batches. Data verification ensures that reported results accurately depict work performed by the contract laboratory. Data validation confirms that the verified data batch meets the overall quality requirements of the SWAMP project.

The Data Loading and Verification SOP of the SWAMP Database describes the additional data review performed by the DMT prior to transfer into the SIMS. There are several SOPs for DMT data verification delineated by data type: chemistry, field measurements, and toxicity testing.

The Data Classification System SOP describes the data validation by the DMT and/or SWAMP QA Team prior to placement of data to the permanent side of the SIMS. The classification system labels data batches as “SWAMP-compliant” or other categories based on compliance to the QAMP and supporting documentation. A link to the Data Classification SOP will be added after the SOP is finalized.

The Data Batch Validation SOP describes the data assessment by the SWAMP QA Team when a percentage of data from the permanent side of the SIMS is collected and validated against hard-copy reports including items such as the original chain-of-custody forms, bench sheets, instrument outputs, analytical calculations, etc. A link to the Data Batch Validation SOP will be added after the SOP is finalized.

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Contract Laboratory Audits

The SWAMP QA Team routinely performs audits of contract laboratories in the SWAMP program. These audits may take the form of an on-site visit, or a desk-top review of laboratory QA documents. The purpose of an audit is to evaluate laboratory practices, procedures, personnel, and facilities against the requirements of the QAMP. The checklist used by the SWAMP QA Team during its audits of program contract laboratories can be found within the On-Site Lab Audit SOP.

This checklist ultimately affects SWAMP’s data comparability because it requires the same QA practices of each of the program’s contract laboratories. Projects outside the SWAMP umbrella are not required to audit project contract laboratories in order to produce data that is SWAMP-comparable.

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Inter-laboratory Comparison Exercises

Because SWAMP contract laboratories use a variety of preparation and analytical methods for most analytes, comparability at the bench level must be closely examined. Inter-laboratory comparison exercises subject replicate samples to each of these potential variables in order to identify any actual effect on data quality. Inter-laboratory comparison exercises are a measure of precision between data batches produced by multiple laboratories. If SWAMP-comparable data is required, projects outside the SWAMP umbrella should participate in the program’s inter-laboratory comparison studies when applicable. SWAMP inter-comparison links will become available at a future date.

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