Communicating with VAP Certified Labs Before Sampling

Astrea Taylor

Next Phase of the Project Life Cycle

1. PLANNING:

2. SAMPLING:

3. ASSESSMENT:

4. EVALUATION:

Plan for data collection using the DQO process

Collect data using a SAP and FSOPs

Verify that data meets DQOs

Make data-based project decisions

Two general ways projects arrive to CL

CP 1: Clever Guy CP 2: Lyon Downonthejob• Gets a quote from CL Sales

Manager• Talks with the Sales Manager

and Project Manager• Requests a bottle order with

enough for duplicates and MS/MSDs

• Prepares a clear Chain of Custody

• Delivers samples with advance notice, meets short holds and rush needs

• Gets a quote from CL Sales Manager

• Doesn’t talk with Sales Manager or Project Manager

• Uses old bottles leftover from another project

• Barely completes the Chain of Custody

• Delivers samples without notice, short holds missed, rush missed

The difference…• The first CP– Works smarter, a little harder– Saves time and money– Causes less confusion in the lab– Fewer missed holding times– More likely to receive rush data on time– Receives correct methods and detection limits– Receives VAP-certified data – Doesn’t have to resample like CP 2

Quote follow-up

• So you’ve awarded the project to a lab• Most CPs let the CL Sales Manager know…– Always talk with the Sales Manager, because some

projects aren’t entered or activated in lab systems until they’re awarded

– What does the Sales Manager tell the Lab Project Manager?

– Potential blind spot – Possibly a miscommunication

Lab Project ManagerTalk or meet with the Lab Project Manager– Puts a voice with the

name– Ensures you don’t slip

through the cracks– Communicates

specific details• Best way to do that

is…

CL Kick-off meeting

Meeting with the lab is a great way to connect with the Project Manager and to ensure all the details of your project are understood.

DQOs

QAPP or DQO Sharing• Discuss QAPP or DQO – Analytical methods– Analyte lists– Reporting limits– Rush expectations– Delivery methods– Estimated arrival dates– Other details, like electronic data deliverables

• Send QAPP / DQO to the Project Manager and ask him/her to read and sign off for the lab’s part

Bottle Order• Project Manager will provide sufficient bottles

for all analyses

– Extra containers for duplicate samples and MS/MSDs

– An extra 10-15% glassware in case of breakage

– Individually printed labels or barcodes (possible with some labs)

– Trip blanks for VOC samples

Planning for Sample Delivery• 1+ months before sampling

Contact lab or meet up, give a general timeframe, DQO and QAPP sharing, indicate rush or not, order bottles“We’ll be sampling late August / early September.”

• 2-3 weeks before samplingCommunicate planned sampling date by e-mail “We’ll be sampling around September 3rd.”

• Week of samplingEnsure bottle order is correct, confirm planned date by e-mail“Changed to September 4th.”

• Day of sampling Courtesy call“Samples need to be picked up by your courier at 3pm at the site.”or “We’ll ship samples tonight for delivery tomorrow.”

Chain of Custody (COC)

• Gives necessary information to the lab– Project name– Analytical methods and versions (8260 B or C?)– Sample name, date, time, and matrix– MS/MSD sample designations– VAP certification needed – Turn around time (rush) expectations– CP contact information– PO Number

E-Chain of custody• Ask for an e-COC• Complete it yourself, or ask your Lab Project

Manager to create one with proper analyses • Available as an Excel spreadsheet for editing ease• Easier for the Field Technician• Easier for Log-in Department• Easier for the Project Manager• Helps ensure COC completeness, including

requesting VAP analyses

Smart Labs

OHIO VAP

Review

• Talk with the Sales Manager • Talk with the Project Manager– Share QAPP / DQOs– Discuss rush and short holds– Order enough bottles – Discuss delivery method and dates

• Have a plan for the Chain of Custody

Communication