'Ja, das 1st das ICR Oktoberfest!' ICR Update Jim Walasek, Editor Technical Support Center October 1997 Second Quarter Begins! ICR Update ISSUe Number 6 - This information sheet, the ICR Update, is the sixth one to be issued by the Technical Support Center (TSC) of the Office of Ground Water and Drinking Water (OGWDW). Future issues will be distributed as needed to maintain information flow related to the ICR. First Quarter ICR Monitoring Complete -ICR monitoring began in July and will continue for 18 months. Reporting of data to EPA will begin when plants receive all of the monthly data back from the ICR approved laboratories for a particular sampling period. In other words, even though you may enter results for a monthly sampling period as soon as they received from the lab, you must not send EPA the monthly reporting package until you have entered all of the required results for the sampling period. See Chapter 7 of the ICR Water Utility Database System Users ' Guide for details concerning the entry of monthly sampling results. This issue of the ICR Update looks at some emerging issues related to the reporting of ICR data. CodeS - Sorry, that's more_on QA codes! ICR Chemistry Laboratory Contacts recently received a set of questions and answers (Q & As) relating to data reporting. Here is a sample Q & A from that mailing. Question: One of our freezers quit working over a weekend and as a result some of the ICR sample extracts became warm. We did not analyze them and we have directed our utility client to enter a Sample QA Code of "R" into the ICR Water Utility Database System for the samples that we were unable to analyze. Should we enter any information concerning these samples into the ICR Laboratory QC Database System? We didn't analyze them, so we really don't have any Analysis Batch information to enter. Answer: The ICR mainframe QC algorithms are going to look for QC information from the laboratory for every sample that is reported by a water system. If no QC data from the laboratory are found, then the computer enters a failure code and indicates that that ------- laboratory didn't report QC. In order to avoid this error message, here's what we recommend: a. Create an "artificial" analysis batch for the samples that you were unable to analyze. Select an analysis start and end date that is within the month you would have analyzed the sample, if everything had gone well. b. List the sample identification numbers for all of your lost ICR samples. Do not identify any QC samples in this analysis. c. Identification of an Extraction Batch can also be included when applicable, but it is not necessary. If you have questions concerning entering QA Codes, please contact the ICR DMS Hotline at (703) 908-2155. Dilution Of fortified Samples -The purpose of doing fortified samples is to look for matrix effects. With that in mind, it doesn't make sense to dilute the sample UNLESS it is necessary in order to keep the concentration of the analytes within the linear range of your instrument during the analysis. If you must dilute, then it has to be done AFTER the sample is fortified in order to be able to submit the data to the ICR Federal Database System. Here's why. The system was designed to calculate percent (%) recovery for fortified samples by subtracting the concentration of the original analysis of the ICR sample from the concentration measured in the fortified sample and then dividing that difference by the fortification concentration and multiply ing by 100. Using the correct procedure, a sample with an original concentration of 4 would be first fortified, say another 4, to a concentration of 8. If you NOW dilute this sample by 50%, analyzed result will be 4. After correcting for the dilution factor, a fortified sample result of 8 is entered. The ICR data system will calculate a % recovery of[(8-4)/4]xlOO=100%. However, if you would have diluted the sample PRIOR to adding the fortification, there is NO WAY to enter this data into the ICR Laboratory QC Database System. Again, your original sample had a concentration of 4, but you diluted it in half prior to adding a fortification concentration of 4, the analysis of the fortified sample gave you a result of 6. With this result, the ICR data system will calculate a % recovery of [(6-4)/4]xl 00 = 50%. Of course the proper calculation is [(6-2)/4]xlOO = 100%, but there is no way to tell the system to calculate it that way. Although an explanatory note could be written hi the comment field, it is very likely that the data users (including EPA and AWWA) will "forget" to look at comments on acceptable QC data and will, therefore, misinterpret the data and think that your lab performed POORLY. In order to prevent this type of problem, we suggest that you do not enter data for improperly prepared fortified samples. You should, however, keep a record of it in your laboratory files, so that it is available if anyone questions whether you fortified the required number of samples as specified in the DBP/ICR Analytical Methods Manual or if your laboratory is audited. ------- Whoops! We fortified the wrong sample - several labs have called to report that they combine non-ICR samples with ICR samples when they do the analyses and as a result, the analyst inadvertently fortified a non-ICR sample. Since the EPA ICR Federal Database System is designed to gather the fortified sample data from both the Utility and Laboratory QC Database Systems, there is no way to report the fortified data when it is generated using a sample that won't be reported on the Utility System. Therefore, we urge laboratories to pay close attention to this requirement. Either completely segregate the ICR samples or make sure the person doing the fortifications has clear directions concerning which samples must be fortified. Correction - The last ICR Update (September) had an error in the last paragraph of the article entitled "Coliform Data Entry Tips." In the example, set the Sample Information QA Code to "R" (for rejected) instead of "L" (for lost). Sorry. JLabdlgltltlS / - Similiar to checkdigititis, but much more life threatening. We recently discovered that some utilities are sending D.I (Monthly Sample Allocation to Laboratories) reports to their protozoa and virus laboratories using the ICR laboratory ID of their chemistry laboratory. When a utility enters monthly sample information into the ICR Water Utility Database System, it must enter the proper ICR laboratory ID number for each of the laboratories performing analyses for it, even though some of those laboratories may be providing the service through another contractor (i.e., subcontractors). More than one D. 1 report will then be generated, one for each laboratory performing analyses. Remember, these D.I reports must be sent to the laboratories with the samples. Let's look at an example. Your laboratory contracts with the IMINCHARGE laboratory (ICR number ICROH777) for all of its analyses. However, IMINCHARGE subcontracts your virus samples to the MICROPOX laboratory (ICRVA888), your protozoa samples to GASTROLAB (ICRIL444), and your THMs to ANGEL laboratory (ICRKY333). When you enter your sample information, you must enter the laboratory IDs for each of these laboratories for the appropriate analyses. The utility software will then produce four D.I reports, one for each laboratory. If you had only entered the ID of the IMINCHARGE laboratory, the database would be unable to match the proper laboratory QC data with your sample results and data could be lost. Call Off YOlir Dog - If you haven't yet received a postcard from Data Central saying that your data diskette has been received it's probably because your dog has chased away the mailman, or (on a serious note) it's because Data Central is not yet ready to upload diskettes. When Data Central begins to upload diskettes, probably in November, you will receive a postcard. In the meantime, keep feeding Fido! re IS till Jfclere -Despite a nasty rumor that the address had changed for the submission of laboratory QC data diskettes we have not moved. Laboratories still should send their data transfer diskette and report to: ------- USEPA (ICR4600) ICR Data Center - Attention: C. McCauley Room 1111 East Tower 401 M Street, S.W. Washington, DC 20460 Data Reports from EPA -Special Analyses - TSC is performing the analyses of ICR samples for cyanogen chloride, aldehydes, and low concentration bromate. During the month of July, 58 samples were analyzed for low concentration bromate, 83 for aldehydes, and 82 for cyanogen chloride. All of these, except eight cyanogen chloride analyses, met all of the ICR quality control critieria. By now, the Utility Technical Contacts should have received the data reports for all aldehyde, cyanogen chloride, and low concentration bromate analyses conducted on ICR samples collected in July. We anticipate mailing out the results for samples collected in August by the middle of October. If you haven't received your data reports for samples collected in July, or if by the end of October you haven't received your data for samples collected in August, please contact David Munch at (513) 569-7843. \V \2 -I ^ -DOCS JX_xJV - Some members of the ICR team from Cincinnati will be presenting papers at the AWWA Water Quality Technology Conference (WQTC). The ICR update session has been planned for the 1997 AWWA - WQTC conference that will be held in Denver, CO, November 9 to 13,1997. The ICR session "ICR Monitoring - Full Steam Ahead" (Special Topic Session ST7), will be held on Wednesday, November 12, 1997 from 1:30 to 5:00 pm. The following is a brief description of the session with the session titles in parentheses. The session includes discussion of USEPA's perspective about the progress of the 18-month monitoring (EPA's Plan for ICR Monitoring Results), laboratory approval (ICR Chemistry Lab Approval); and (ICR Microbial Lab Approval - Process and Pitfalls), treatment studies (Status of the ICR Treatment Studies), and data reporting (The ICR Federal Database System - Validation Process). The utility perspective will be presented by the City of Phoenix, Water Service Department (Effective Management of ICR Sampling - An Overview of the Phoenix Experience). Treatment Study Errata - Section 5.0, Part 1 of the ICR Manual for Bench- and Pilot-Scale Treatment Studies contains application forms for the various treatment study options, and Table 5-5 is the Treatment Study Avoidance Application. There are five avoidance criteria listed in this table, but the first and second criteria do not accurately reflect the rule requirements. t Currently these criteria read as: (1) Average influent TOC is below 4.0 mg/L for a surface water plant. (2) Average finished water TOC is below 2.0 mg/L for a ground water plant. These criteria should be corrected to read: (1) Average influent TOC is less than or equal to 4.0 mg/L for a surface water plant. ------- (2) Average finished water TOC is less than or equal to 2.0 mg/L for a ground water plant. Bottom line, plants that meet the corrected avoidance criteria listed above can avoid the ICR Treatment Study requirement. - One last reminder that the Treatment Study Applicability Monitoring Results are due to EPA by October 14, 1997. These results should be reported using Tables 5-1 and 5-2 in the ICR Manual for Bench- and Pilot-Scale Treatment Studies, and should be mailed to the address listed on page 1-19 of this manual. Please remember to include a cover letter with your submission. Many thanks to all the utilities that have submitted their results prior to this deadline! You can submit your application for a treatment study option (e.g., avoidance, individual study, joint study, etc.) with your Treatment Study Applicability Monitoring Results; applications are not due until November 14, 1997. Remember that a cover letter signed by the Technical or Official ICR contact must accompany all applications. Ample A,mp1ll6S - To date approximately 100 chemistry calibration ampules have been shipped to ICR laboratories (at their request) to replenish their supplies. Initially, each lab received two sets of ampules for the analyses for which they were approved. Required PE Study - The second of the six REQUIRED chemistry PE studies is now underway. The chemistry PE studies include the following parameters: THMs, HAAs, HANs, HKs, CH, TOC, TOX, inorganic DBFs, and Br. Charles Feldmann, ICR Chemistry PE Study Coordinator, sent a letter to the labs in July 1997 announcing that this study would begin the week of September 8, 1997. In fact, the packages were shipped on August 29th. The labs are required to mail their analytical results back to EPA by October 14, 1997. EPA will only accept reports that have a postmark of 10/14/97 or earlier - NO EXCEPTIONS! As required in PE 4, the labs must report data using every method for which they are approved. Labs will be provided a make-up sample for each parameter that is unsuccessfully analyzed. Failure to successfully analyze the make-up sample will result in the loss of laboratory approval. QA Code Correction - On the "micro" side, the lab should notify the utility if any of the "flag" conditions listed on page IV-6 of the ICR Microbial Laboratory Manual are identified. The utility will then enter a Sample QA Code of "R" (which will automatically change the Result QA Code to a "R"). In the case of protozoa samples, if the Result QA Code is "R" indicate whether the sample is positive (P) or negative (N) for each indicated analyte by using the pick list under the heading, "Qualitative Result Code." For virus samples with a Result QA Code of "R" follow the same procedure as for the protozoa samples by entering the proper Qualitative Result Code. See the ICR Water Utility Database System Users ' Guide (p. 121 - 123) for additional details. ------- ICR Sampling Team - With the ICR now going into its fourth month, and sampling and analysis humming along at a brisk pace (we hope), sampling teams and their supervisors could begin to develop a degree of complacency with regard to collection of the required ICR samples. It is in this climate that sampling errors may occur. These mistakes could range from improperly following sample collection or shipment guidelines to collecting samples at the wrong (heaven forbid) sampling point. We at TSC feel it is a good time to remind all utilities to verify that their sampling teams are well trained and knowledgeable. The time and resources which utilities have spent preparing for the ICR should not be jeopardized, therefore, please verify sample bottles are properly filled, collected at the correct sampling points, and securely packaged for transport to an ICR "approved" laboratory (with the D.I form, of course). Remember, the primary goal of the ICR is the collection of information of the highest analytical quality and integrity. OGWD W Home Page - The ICR Update can be accessed through the redesigned (October 1) Office of Ground Water and Drinking Water Home Page at http://www.epa.gov/ogwdw/icr.html. Set a bookmark to access this home page or use the Office of Ground Water and Drinking Water Home Page at http://www.epa.gov/ogwdw. See you there! United States Environmental Protection Agency Office of Ground Water and Drinking Water Cincinnati, OH 45268 BULK RATE POSTAGE & FEES PAID EPA PERMIT No G-35 Official Business Penalty for Private Use $300 EPA815-N-97-006 ------- |