SUPERFUND CHEMICAL ANALYSIS DATA SYSTEM
Project Management Plan
Contract #68-01-7282
February 1989
Prepared for:
U.S. ENVIRONMENTAL PROTECTION AGENCY
Office of Information Resources Management
401 M Street, S.W.
Washington, DC 20460
Prepared by:
BOOZ»ALLEN & HAMILTON Inc.
4330 East West Highway
Bethesda, Maryland 20814-4455
(301)951-2200
CO
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HEADQUARTERS LIBRARY
f WIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
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TABLE OF CONTENTS
Chapter! INTRODUCTION
A. Purpose and Scope
B. Authority
C. Background
D. Overview of the Current System
E. Overview of the Proposed System
Chapter H. PROJECT ORGANIZATION
A. Organizational Structure
B. Roles and Responsibilities
Chapter ffl. PROJECT TASK DESCRIPTIONS AND SCHEDULE
A. Task Descriptions
B. Schedule
Chapter VL PROJECT BUDGET AND OTHER RESOURCES
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LIST OF EXHIBITS
Exhibit I- L Overview of the CARD Database
Exhibit 1-2. CARD Process Flow
Exhibit 1-3 Initial System Concept
Exhibit n. Proposed Project Organization
Exhibit HI. Projected Project Schedule
Exhibit IV. Current Project Budget
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CHAPTER I
INTRODUCTION
Chapter I presents the purpose and scope of the Project Management Plan. It also briefly
reviews the background of the CARD (Contract Laboratory Program Analytical Results
Database) system and the initial systems concept for a Superfund chemical analysis data
system.
A. PURPOSE AND SCOPE
In an earlier phase of the project, the Mission Needs Analysis, many needs were
documented for the chemical information obtained from the analysis of Superfund samples.
The purpose of this Project Management Plan is to provide an effective planning tool to
successfully accomplish the next phase of the project — the Preliminary Design and
Options Analysis. During this phase, the preliminary requirements for the proposed
system will be identified, and feasible hardware/software alternatives will be explored.
After a careful cost/benefit analysis is performed on each design alternative, a selection of
the most cost-efficient option will be made and the project can then proceed into its design
and development phase.
The objectives of this Project Management Plan are to initially:
• Establish the project organization and define the roles and responsibilities of
each organizational member,
• Define a project schedule that includes a detailed description of each task; and
• Present the project budget and all anticipated resources required.
The plan will be updated throughout the conduct of the project to reflect changes in the
project organization, schedule, and budget, and will be expanded to identify special
requirements associated with configuration management, testing, quality assurance, etc.
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B. AUTHORITY
This plan is issued under the authority of EPA's Office of Information Resources
Management (OIRM) which is responsible for the accomplishment of this project. The
plan complies with the OIRM System Design and Development Guidance, issued in October
1987. No changes or revisions to the project direction, as set out by this plan, shall be
made except with the permission and cognizance of OIRM. Copies of this plan can be
obtained by contacting the Office of Information Resources Management at (919) 541-
1190.
C. BACKGROUND
Since the early 1980s, the Contract Laboratory Program has been EPA's major
vehicle for obtaining chemical analyses of samples from Superfund sites. During the
ensuing time, hundreds of thousands of samples have been analyzed and the results from
the analyses used to determine the type and extent of cleanup required. The Contract
Laboratory Program (CLP) Analytical Results Database (CARD) has used automated
means since January 1988 to collect the results of these analyses and can, therefore, supply
a user with a wealth of quality assurance information along with qualifiers that key the user
to the compliance of the analysis procedures with contract requirements.
To date, however, the use of CARD data has been dedicated to that single purpose,
ensuring that contract laboratories have performed within the contract requirements. In
conducting the mission needs analysis, other potential applications of CARD have been
identified, such as trend analyses, vulnerability and risk assessments, and contamination
mapping. These analyses could support critical EPA decisions on actions and strengthen
EPA's unified cross-media management posture.
D. OVERVIEW OF THE CURRENT SYSTEM
Currently no system has had the accessibility or the required data to fulfill the
information needs specified during the Mission Needs Analysis. Program managers have
relied on site files or have done without useful Superfund sampling data. Although the
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CARD system contains sampling information from Superfund sites, it is not in a format
that can be readily applied to programmatic needs. The CARD system, though, has many
of the data elements of the required system.
1. The Contents of CARD
CARD contains the analytical results of EPA field samples and their corresponding
quality assurance/quality control (QA/QC) data. A case number, Sample Delivery Group
(SDG) number, and lab sample number are assigned to each sample. This information is
recorded in the system along with the date of laboratory receipt, the date of sample
analysis, and pertinent physical descriptions, such as matrix and weight or volume.
Organic and inorganic samples are the two basic categories of chemicals on the
CLFs Target Compound List. The organic samples are divided into three fractions
according to chemical make-up. They are volatile organic (VOA) compounds, semi-volatile
or base neutral acids (BNA) compounds, and pesticide/PCB compounds. The inorganic
samples are divided into two fractions -- metals (consisting of 23 elements) and cyanides.
In the future, CARD also will contain results of the analysis of dioxins. Exhibit 1-1
illustrates the contents of the CARD Database.
CLP laboratories are required to follow the strict analytical and reporting guidelines
specified in the CLP contract when analyzing environmental samples. The majority of
requirements related to the implementation of QA/QC protocols are necessary to certify the
quality of data generated during sample analysis. For instance, instrument calibration must
be performed before, during, and after the analysis of the field samples. Several QA/QC
samples also are run concurrently during the analysis. They include but are not limited to
blanks, duplicates, and matrix spikes. The number of QA/QC samples per case is
determined by the number of SDGs. A SDG consists of up twenty samples or the number
of samples received at the lab over a fourteen day period, whichever is less. One full set of
QA/QC samples are analyzed per SDG.
The analytical results and the respective QA/QC data produced by each contract
laboratory are entered on the appropriate CLP data reporting form and the hardcopy and
electronic versions (on floppy disk) of the form are sent to the Sample Management Office
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EXHIBIT 1-1
OVERVIEW OF THE CARD DATABASE
ORGANICS
VOLATILE AND SEMI-
VOLATILE ANALYTICAL
RESULTS:
PESTICIDE ANALYTICAL
RESULTS:
LAB NAME
CONTRACT NUMBER
EPA SAMPLE NUMBER
LAB CODE
CASE NUMBER
SAS NUMBER
SDG NUMBER
MATRIX
SAMPLE WEIGHT
SAMPLE UNITS
DATE RECEIVED
DATE EXTRACTED
DATE ANALYZED
CAS NUMBER
COMPOUND
CONCENTRATION
INSTRUMENT ID
PCB STANDARDS
SURROGATES
MATRIX SPIKES
DUPLICATES
LINEARITY CHECK
BREAKDOWN MONFTORING
METHOD BLANK TABLE
RETENTION TIME
SHIFT OF DBC
LAB NAME
CONTRACT NUMBER
EPA SAMPLE NO.
LAB CODE
CASE NUMBER
SAS NUMBER
SDG NUMBER
MATRIX
SAMPLE WEIGHT
SAMPLE UNITS
DATE RECEIVED
DATE ANALYZED
DILUTION FACTOR
CAS NUMBER
COMPOUND
CONCENTRATION
NUMBER OF TICs
INSTRUMENT ID
TUNE TABLE
CALIBRATIONS
INTERNAL STANDARDS
SURROGATES
MATRIX SPIKES
DUPLICATES
METHOD BLANK TABLE
CARD
DATA
INORGANICS
LAB NAME
CONTRACT NUMBER
LAB CODE
CASE NUMBER
SAS NUMBER
SOG NUMBER
EPASAMPLE NUMBER
COMMENTS
MATRIX
PCT SOLIDS
DATE RECEIVED
CONCENTRATION UNfTS
CAS NUMBER
ANALYTE
OOU3R
CLARfTY
TEXTURE
(TO BE DETERMINED)
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(SMO) for analysis. The SMO judges from those data whether the contract laboratory's
performance was in compliance.
2.
The CARD Operating Environment
CARD receives all of its data from the analysis of field samples. The process flow
of data can be divided into three steps (refer to Exhibit 1-2) ~ data collection, data
manipulation, and data analysis and storage:
Step 1: The contract laboratories are required to send the sample analysis report
forms and a floppy diskette containing the summary information to the
SMO. [NOTE: The analysis reports (without the data diskette) are also
sent to the regional Environmental Services Division (BSD) form which
the sample was taken and to the Environmental Monitoring Systems
Laboratory (EMSL) in Las Vegas. The Regional ESD validates that the
data in the report is usable; that is, they check the reported result against
the instrument readouts to assure that there are no computational errors,
etc. The ESD will set flags to mark the data as "qualified/ estimated" or
"rejected", as required. These flags are not currently incorporated into the
CARD database. EMSL in Las Vegas also reviews the data. They look
for testing methodologies which appear to be particularly effective or
efficient, with the intent of improving over the long term the Contract
Laboratory Program.]
Step 2: The data diskette is then loaded onto a microcomputer to verify the
readability of the data. If it passes this preliminary test, the data is
uploaded to the logical mainframe (IBM 4381) in Cincinnati. SMO, using
procedures running under a statistical analysis package called SAS, then
checks the data to assure that the laboratory's analytical methods and
results comply with the contract. This process is called contract
compliance screening. After screening the data and setting flags for
compliance, the data is finally uploaded to the IBM 3090 mainframe at
Research Triangle Park (RTP). There it is converted to the format
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required by ADABAS, a widely used database management system, and
appended to the existing CARD data.
Step 3: CARD data is accessed electronically by the Data Audit Group of EMSL
for QA/QC purposes. Other groups with the ability to translate laboratory
sample numbers to EPA Site ID numbers have the potential to also use
this data.
The CARD system is designed to have three automated functional capabilities: (1)
automated data capture from diskette, (2) automated data review by the Data Audit Group,
and (3) reporting capabilities. The CARD pilot project was completed as of January 1988.
E. OVERVIEW OF THE PROPOSED SYSTEM
Interviews conducted during the earlier Mission Needs Analysis yielded a
conceptual view of the inputs, processes, and outputs of a system which would address
prioritized and practical user needs. This conceptual view of the system is known as the
Initial Systems Concept (as summarized in Exhibit 1-3). The Initial Systems Concept
shows CARD data and other inputs incorporated into a sophisticated system capable of
performing statistical calculations on the data, producing charts and geographic overlays,
interfacing to other large data systems, etc.
It is the goal of the next phase of the project to translate this "wish list" of user
requirements into the operational specifications for the new system, and to determine the
hardware/ software alternatives and associated costs for its implementation.
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CHAPTER II
PROJECT ORGANIZATION
To accomplish the development of a Superfund chemical analysis data system, EPA must
organize its own staff and supporting contractor staff into a project team. The project team
should be structured to support all phases of the systems life cycle. This Project
Management Plan proposes such an organizational structure and defines the roles and
responsibilities of each team component.
A. ORGANIZATIONAL STRUCTURE
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As Exhibit n on the next page illustrates, the proposed project organization consists
of an EPA Project Manager reporting to a top-level Management Advisory Group. The
Project Manager would be advised by two groups -- a Task Force and an Executive
Steering Committee. In addition, the Project Manager would receive support from several
groups or individuals on issues of configuration management, quality assurance and
control, facilities, etc.
B. ROLES AND RESPONSIBILITIES
The roles and responsibilities of each project team member would be as follows:
• Management Advisory Group -- The Management Advisory Group should be
comprised of key managers from the following EPA organizations and
programs:
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EXHIBIT II
PROPOSED PROJECT ORGANIZATION
Task Font
Confi|ir»tioi
Manifcment Boird
Projett Muapwnt
Qulitj Aiannce/
Qulitjf Control
FMBiel
Splcm Design
and Development
RFP Dw elopmtat
for this project pbast
Or{anizttioni rtqtirtd for followinj project phasei
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Office of Information Resources Management;
Office of Solid Waste and Emergency Response, including the Superfund,
RCRA (Resource Conservation and Recovery Act) and Contract Laboratory
programs; and
Other interested groups or individuals, such as from the Geographic
Information Systems (GIS) pilot project.
The members of this group would resolve issues and provide overall guidance,
coordination, and direction to the EPA Project Manager.
Advisory Task Force - The Advisory Task Force should be comprised of
representatives of Headquarters and Regional offices with direct interests in the
outcome of the system. This task force would meet monthly to provide a forum
to exchange information concerning development of the Superfund chemical
analysis data system.
Executive Steering Committee « The Executive Steering Committee provides
senior Agency management oversight on all EPA hardware and software
acquisitions to ensure compliance with OIRM requirements and to ensure that
resources for data and information processing solutions are allocated to serve
the best interests of the Agency.
EPA Project Manager - The EPA Project Manager would be responsible for the
day-to-day conduct and execution of the system development activities. More
specifically, he would coordinate system design and development activities,
guide hardware and software acquisition and installation, and resolve technical
and procedural issues.
The Project Manager should report to the Management Advisory Group and the
Executive Steering Committee in writing on at least a monthly basis.
Support Groups ~ The Project Manager would be supported by the following
functional groups:
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Project Management Support Group ~ The Project Management Support
Group would be responsible for the preparation of management plans,
schedules, hardware and software evaluation criteria, and testing
methodologies.
Configuration Management Board -- Configuration management is defined
as the process of identifying, documenting, controlling, and reporting
decisions and changes made to components of a system. The Configuration
Management Board would apply these techniques to the tracking and
reporting of decisions made during the design, development, and
implementation of the system.
Facilities Coordinator - The Facilities Coordinator collects the hardware
technical support criteria from the System Design and Development Group
and translates the criteria into facility support requirements. The Coordinator
would be responsible for all the facility-related activities associated with the
design and development effort, including providing logistics support,
checking out and accepting computer hardware and software, and
coordinating the deployment of the hardware and software.
Quality Assurance/Quality Control Group — The Quality Assurance/Quality
Control group would be responsible for providing quality assurance and
control (QA/QC) over the project development, acquisition, and
implementation phases. The primary purpose for QA/QC is to identify
problems before they become unmanageable. The group's primary
responsibility would be the development and implementation of a QA/QC
Plan. Included in the Plan should be procedure/practice reviews and
standards conformance audits on tasks and deliverables as requested by
EPA.
Request For Proposal Requirements Group — The Request For Proposal
(RFP) Requirements Group should be responsible for developing the
formal requirements and the RFP for the Superfund chemical analysis data
system.
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- System Design and Development Group ~ The System Design and
Development Group would research technical and procedural issues and
provide recommendations to the Project Manager on the design and
development of the system.
Each of the above groups or individuals would report to the Project Manager on an
"as-needed" basis and would be active participants in Task Force meetings.
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CHAPTER HI
PROJECT TASK DESCRIPTIONS AND SCHEDULE
As outlined in the EPA System Design and Development Guidance, the phases outlined
below offer a structured methodology for identifying and documenting information needs;
developing design options and selecting the most cost-effective option as a solution to those
needs; and applying the solution in the design, development, and implementation of an
information system.
A. TASK DESCRIPTIONS
The system life cycle is comprised of five phases, each containing several tasks.
Because the Superfund chemical analysis data system is in the second phase of its life
cycle, each task under phase II is outlined below.
• PHASE I: Mission Needs Analysis - Over a eight month period, a Mission
Needs Analysis was conducted to aid management in deciding whether to
commit resources to identify, develop, and implement an appropriate solution to
satisfy the Agency need for access to CARD and related sampling data. Under
the direction of the Office of Information Resources Management, contractor
services were enlisted to complete the Mission Needs Analysis for a Superfund
chemical analysis data system. Now fully complete, the analysis identified
several needs in many key EPA programs for chemical information obtained
from the analysis of Superfund samples. Accordingly, EPA has made the
decision to continue with the next phase of the project, the Preliminary Design
and Options Analysis.
• PHASE II: Preliminary Design and Options Analysis ™ The purpose of the
Preliminary Design and Options Analysis is to develop feasible design options
to meet the practical requirements defined in the Initial System Concept and to
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select the most cost-effective option. The following tasks are required to
successfully complete the Preliminary Design and Options Analysis. Contractor
support is expected over a nine-month period to assist the EPA Project Manager
in the completion of the following tasks:
- TASK 1: Identification of Preliminary Requirements — Following the
completion of the Mission Needs Analysis, the first step in the Preliminary
Design and Options Analysis is to translate functional requirements
specified in the Initial System Concept into operational specifications for the
new system.
- TASK 2: Identification and Evaluation of Options -- The preliminary
requirements defined in the previous task will provide the foundation for
developing feasible system options which meet mission needs. The
conceptual design for each alternative will include a list of features stressing
the characteristics which differentiate the option from all others, and a
proposed configuration which identifies the hardware, software,
telecommunications and manual processes necessary to implement the
option.
- TASK 3: Analysis of Costs and Benefits -- Following the Options Design,
the contractor will conduct a cost/benefit analysis on each option to
determine which option is most economically viable over its full life cycle.
- TASK 4: Update the Project Management Plan -- The contractor, in
consultation with the Project Manager, will update the Project Management
Plan in the format given for EEI-3 in the EPA Systems Design and
Development Guidance (Volume B). EPA requires the updated Project
Management Plan to facilitate the planning and scheduling of resources for
the activities that follow the Preliminary Design and Options Analysis.
- TASK 5: Development of a Briefing Package — In order to inform potential
users of the proposed system of current and planned activities, a briefing
package will be developed. This briefing will be structured to address all
types of users and levels of management
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PHASE III: System Design -- Following the Preliminary Design and Options
Analysis, the next phase of the project is to produce a system design that meets
system requirements and operational specifications. The documents produced
under this phase are the System Implementation Plan, the System Detailed
Requirements Document, the Software Management Plan, the Software Test
and the Acceptance Plan, the Software Preliminary Design Document, and the
Software Detailed Design Document. The completion of the system design
phase is anticipated to require nine months.
PHASE IV: System Development — After design issues have rectified in the
System Design phase, the system is developed with strict adherence to the
design. This phase should require six to twelve months to complete. The
documentation included in this phase are the Software Maintenance Document,
the Software Operations Document, the Software User's Reference Guide, and
the System Integration Test Reports.
PHASE V: System Implementation and Maintenance — This final phase of the
project includes system installation, evaluation, operation, and maintenance.
The implementation tasks of this phase will likely require six months before the
system is fully operational. All documentation must be updated at this point for
the project to be complete.
B.
SCHEDULE
The schedule for each phase of the development effort for a Superfund chemical
data system is illustrated in the Gantt chart on the following page (Exhibit IE).
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CHAPTER IV
PROJECT BUDGET AND OTHER RESOURCES
The budget for phases I and II have been determined to be $116,000 and $180,000
(estimated), respectively. The budget for the other phases of the project have not been
determined at this time. The budget is illustrated as a pie chart in Exhibit IV and outlined in
the table below. No other resources (ADP, staff, etc.) are required at this stage of the
project.
EXHIBIT IV
CURRENT PROJECT BUDGET
39.19 %
60.81%
PHASE I
PHASE H
MISSION NEEDS ANALYSIS:
Contractor Support
(Booz* Allen & Hamilton Inc.)
PRELIMINARY DESIGN AND OPTIONS ANALYSIS:
Contractor Support (To be determined)
$116,000
TOTAL
$180,000 (est.)
$298,000
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