N3B-ER-SOP-20145.pdf

INFORMATION ONLY

N3B Transition Instruction Title: Blue-Sheet Process Instruction No: T-0005 Revision: I Effective Date: 03/08/2018 Pa e 1 of 1

Attachment 1 - N3B Blue-Sheet Form

A. Document Number:

N3B ER-SOP-20145

Revision:

B. Document Title (List name of manual, document, procedure series. or specific procedure) :

REQUESTING AND MANAGING DAT A SETS

C. Owner/User Group (Check One):

D C.2.11 Quality Assurance

D C.2.14.1 Security

D C.2.12 Records Management O C.2.13 Infrastructure

0 C.2.16 Engineering O C.2.17 ES&H 181 C.2.18 Environmental Remediation

0 Other (Describe):

0 C.2.19 Water Programs D C.2.20 Waste Program (CH-TRU)

D. Check applicable box(es):

I. 0 Document(s) is accepted "as is" with minor revisions.

2. D Attachment 3 has been initiated for procedure intent change (for future PCR).

3. D Document is not needed for N3B work and will not be accepted.

4. 181 Document to be placed On-Hold and further evaluated post-transition.

E. Comments:

Next Review Date: 9/20/2019

Procedures Referenced that require blue-sheeting:

- EP-AP-1000 I, Document Control

- EP-AP-10003, Records Management

- ER-SOP-20156, Quality Check for Preparation of Data Sets from the LANL Environmental Information Management (EIM) Database

A rovals:

Blue Sheet Reviewer

Responsible Functional Area Mana er

Name

John McCord

Date

3/30/2018

RFP-0000476

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N3B Transition Instruction Title: Blue-Sheet Process Instruction No: T-0005 Revision: 1 Effective Date: 03/08/2018 Pa e 1 of I

Attachment 2: Terminology Replacement Matrix

Each Functional Area Manager is responsible and accountable for all terminology in their blue-sheeted procedures. Before completing this form, preview the Terminology Replacement Guide located in the Blue Sheet Folder on the N3B Sharepoint site for the currently approved terminology replacements.

Document Number: N3B ER-SOP-20145, RO

Document Title: REQUESTING AND MANAGING DAT A SETS

Current Tenninolof!V Replacement Terminolol?V Edit ' .within the Los Alamos National Laboratory {LANL) Associate

Replace with ' .. within the N3B Environmental Remediation Program . .' Directorate for Environmental Management (ADEM).' On page 4 of 13.

'ADEM personnel' on page 4 and 5 (2 places) of13 'N3B personnel'

Edit ' .. within the ADEM . .' on page 4 of 13. 'Replace with ' .. within the N3B ER Program . .'.

'LANL personnel' on page 5 of 13. 'N3B personnel'

' LANL UTrain' on page 5 of 13. 'N3B Learning Management System'

'ADEM and Subcontractor Personnel'on page 5 of 13. 'N3B and Subcontractor Personnel

Until N3B develops an on-line data request system the spreadsheet referenced in Step 8.1 [2] through [4] (pages 6 of 13) will be managed off-line by the N3B ER Program data coordination team. This spreadsheet can be obtained from this team at the teams email address ERDataRequest.emla.doe.gov.

REQUESTING AND MANAGING

DATASETS

Hazard Class:

Usage Mode:

IZJ Low

IZJ Reference

Effective Date: 9/20/2016

Next Review Date: 9/20/2019

Moderate

UET

D High/Complex

D Both UET & Reference

The Responsible Manager has detennined that the following organizations' review is required for initial procedure release as well as subsequent major revisions. Review documentation is contained in the Document History File.

Technical Leads

Quality Assurance

Waste Management

Environmental Protection

Classification Review: IZJ Unclassified 0 UCNI

Billy Turney / 112765 I Isl Billy Turney

Name (print) Z# Signature

Responsible Manager, Division and. Title

Gerald Fordham I 235946 I Isl Gerald Fordham

Name (print) Z# Signature

D Classified

I 9/15/2016

Date

I 9/19/2016

Date

Document No.: ER-SOP-20145 Requesting and Managing Data Sets Revision: 0

Effective Date: 9/20/2016 Page: 2 of 13

Reference

REVISION HISTORY

Document No.I Revision No. Issue Date Action Description

EP-DIV-SOP-20145, RO 4/3/13 New procedure

ER-SOP-20145, RO 9/20/2016 Major revision New document number.

Previously EP-DIV-SOP- 20145; Reformatted to new template. Editorial changes.

Requesting and Managing Data Sets Revision: 0

Effective Date: 9/20/2016 Page: 3 of 13

Reference

TABLE OF CONTENTS

Section

TITLE PAGE

REVISION HISTORY

TABLE OF CONTENTS

1. PURPOSE

2. SCOPE

3. BACKGROUND

4. DEFINITIONS

5. TRAINING

6. EQUIPMENT AND TOOLS

7. RESPONSIBLE PERSONNEL

8. PERFORMANCE

8.1 Initiate the Data Set Request

8.2 Schedule Data Set

8.3 Manage Data Set Download and Preparation

8.4 Data Set Review and Feedback

9. REFERENCES

10. ATTACHMENTS

Attachment 1, General Request Information (Worksheet 1)

Attachment 2, Specific Data Request Information (Worksheet 2)

Attachment 3, Special Instructions Worksheet (Worksheet 3)

Attachment 4, Waste Data Worksheet (Worksheet 4)

Requestiug and Managing Data Sets Revision: 0

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1. PURPOSE

This Standard Operating Procedure (SOP) describes the responsibilities and the process for requesting and managing data sets within the Los Alamos National Laboratory (LANL)

Associate Directorate for Environmental Management (ADEM).

2. SCOPE

The procedure applies to ADEM personnel and subcontractors requesting, preparing and managing environmental data sets.

3. BACKGROUND

Environmental data professionals or data support personnel follow standard processes to prepare data sets for users. Refer to standard operating procedure ER-SOP-20156, Quality

Check for Preparation of Data Sets from the LANL Environmental Information Management

(EIM) Database.

4. DEFINITIONS

Automatic Waste Determination Excel Spreadsheet: Also referred to as "A WD," consists of multiple waste forms automatically generated for the purpose of managing waste generated by

ADEM environmental cleanup.

Data Request Form: A form submitted by data users within the ADEM to data support personnel to request a data set.

Data User: LANL personnel or contractors who evaluate data and prepare reports. A data user may be a member of an integrated project team responsible for submitting a data request on behalf of the team and is responsible for following this procedure.

Environmental Data Professional: A member of the Environmental Services Group data support personnel who is trained to this SOP and is responsible for performing tasks as described herein.

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4. DEFINITIONS (continued)

Project Chemist: A member of the Environmental Services Group data support personnel who is trained to this SOP and performs as a project chemist in related data support functions.

Focused Validation: a quality review of the laboratory analytical performance and quality assurance with respect to laboratory result or qualification of result in question.

Report Data: A data set that is prepared as a response to request for reporting purposes. These data sets are quality reviewed and prepared by an environmental data professional using ER

SOP-20156.

5. TRAINING

ADEM personnel shall train to and use the current version of this SOP.

ADEM personnel using this SOP shall document training in LANL UT rain.

The Responsible Line Manager (RLM) shall monitor proper implementation of this procedure and ensure that the appropriate personnel complete all applicable training assignments.

6. EQUIPMENT AND TOOLS

A computer with Microsoft Office and Microsoft Outlook is required.

7. RESPONSIBLE PERSONNEL

The following personnel are responsible for activities identified in this procedure:

Environmental Data Professional

Data User

Project Chemist

ADEM and Subcontractor Personnel

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8. PERFORMANCE

8.1 Initiate the Data Set Request

Data User

[I] OBTAIN a copy of the Data Request Form.

[2] GO TO the ADEM Environmental Remediation home page located at http://int.lanl.gov/org/dir/adem/environmental-remediation/index.shtml

[3] SELECT the ER Data Request link.

[ 4] SA VE the data request Excel file to computer directory.

[5] COMPLETE Attachment I, General Request Information (Worksheet I).

NOTE Required data set information is data-set specific. Examples of how to request data are: a list of locations, a list of sample plans, a list of potential release sites

(PRSs), or group of sample types (e.g. storm water). It is best to be as specific as possible and to plan to work with the environmental data professional if there are data set clar/fications.

[6] PROVIDE the following general information on Attachment I. Additional entries are optional:

• Date: request submission date

• Name: person requesting the data set

• E-mail: e-mail address of person requesting the data set

• Phone: phone number of person requesting the data set

• Z Number: Z number of person requesting the data set

• Charge Code: charge code authorizing the data request

• Date Required: date when the data is needed

[7] COMPLETE Attachment 2, Specific Data Request Information (Worksheet 2).

[8] PROVIDE a specific list of potential release site(s), sample event or Plan IDs, locations, or samples.

[9] ENSURE information is complete and as specific as needed to process data set request.

Document No.: ER-SOP-20 145 Requesting and Managing Data Sets Revision: 0

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8.1 Initiate the Data Set Request (continued)

[IO] COMPLETE Attachment 3, Special Instructions (Worksheet 3).

NOTE If data user requires special attention to specific data needs ( e.g., screening, limited set of analysis, summary tables, etc.) it will be important to identify using

Worksheet 3.

[11] PROVIDE special instructions as needed for data request.

[ 12] IF requesting A WD forms, THEN COMPLETE Attachment 4, Waste Data (Worksheet 4).

[13] LIST samples on Attachment 4, including associated field quality control as needed. (See example provided in worksheet.)

8.2 Schedule Data Set

Data User

[l] PREPARE the data request form and SEND via email to ERDataReguest@lanl.gov.

Environmental Data Professional

[2] COORDINATE with the data user to schedule the data set based on current project priorities. It is important the user provide enough lead time.

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8.3 Manage Data Set Download and Preparation

8.4

Environmental Data Professional

[!] CONTACT data user to confirm information is complete on the form and CONFIRM a delivery date.

[2] PREPARE and DELIVER the data set using ER-SOP-20156 as required per project needs.

Data Set Review and Feedback

Data User

[I] REVIEW the contents to ensure the data set is complete.

[2] IF questions arise during the evaluation of the data, THEN DISCUSS the issues with the environmental data professional. (Provide examples of the issues as necessary.)

[3] CONTACT environmental data professional or project chemist if data set, particularly a specific set ofresult(s), requires a focused validation.

[ 4] USE the data set for reporting purposes.

Requesting and Managing Data Sets

Reference

9. REFERENCES

EP-AP-1000 I, Document Control

EP-AP-10003, Records Management

Document No.: ER-SOP-20145 Revision: 0 Effective Date: 9/20/20 I 6 Page: 9 of 13

ER-SOP-20156, Quality Check for Preparation of Data Sets from the LANL Environmental

Information Management (EIM) Database

10. ATTACHMENTS

Attachment I: General Request Information (Worksheet 1)

Attachment 2: Specific Data Request Information (Worksheet 2)

Attachment 3: Special Instructions Worksheet (Worksheet 3)

Attachment 4: Waste Data Worksheet (Worksheet 4)

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Requesting and Managing Data Sets

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Document No.: EP-SOP-20145 Revision: 0 Effective Date: 9/20/2016 Page: 10 of 13

ATTACHMENT 1

Page I of 1

General Request Information Worksheet

DATA REQUEST INFORMATION

·el/ow cells are accessible for information input

Date: requestors do not need to enable macros DATA USER INFORMATION Environmental Data Professionals should enable macros

Name :

E-mail:

Phone #:

Z# : ~ re;)_

I ··~ @ ~ Date Required: I --~ a

Planntno Doc~!!: SET INFORIAATIO"" ,,;;\::\\ \\) 0 Ri111l111is I sale

Title and LAUR Number):

When is the document that requires this data set, due to

NMED?

Proiect Leader:

(Optional) Comment/Project Description:

click the next cell to go to the general request click the next cell to go to the waste request optional for waste data optional for waste data

General data request

Waste request optional

Air-all pEVSS

Document No.: EP-SOP-20145 Requesting and Managing Data Sets Revision: 0

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Effective Date: 9/20/2016 Page: 11 of 13

ATTACHMENT 2

Specific Data Request Information Worksheet

SPECIFIC DATA REQUEST INFORMATION

PRS, CANYON or

WATERSHED

REQUIRED

Event Id Location Id Sam le Id

ONE OF THESE COLUMNS MUST BE

COMPLETED

Print this page

Reference

Document No.: EP-SOP-20145 Revision: 0 Effective Date: 9/20/2016 Page: 12 of 13

ATTACHMENT 3

Special Instructions Worksheet

S ecial Instructions

ANY SPECIFIC REQUESTS OR COMMENTS CONCERNING THE DATA SET

SHOULD BE LISTED BELOW Print this page

Reference

AWD Request

CHARGE CODES:

REQUESTOR NAME

Date reg, __ u ... lr __ ed._: _____ _, ----~~~__, Document No.: EP-SOP-20145 Revision: 0 Effective Date: 9/20/2016 Page: 13 of 13

ATTACHMENT 4

Page I of 1

Waste Data Worksheet

NOTE: if you have more than one blank associated with investigative sample list all blanks in single cell separated by comma and no spaces between ..... see example

Print this page

EXAMPLE: Investigative/Waste SAMPLE NUMBER(s)

EXAMPLE: Associated blank samples (FTB, FB)

RE48-10-1589

RE48-10-16,RE48-10-17,RE48-10-18

Investigative/ Associated Waste Sample Associated blank samples duplicate samples

EVENT NUMBER(s) Number(s) (FTB, FB) (FD)

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